San Dimas City Council
March 24, 2026

CITY COUNCIL
SAN DIMAS HOUSING AUTHORITY
MEETING AGENDA
TUESDAY MARCH 24, 2026 7:00 PM
SAN DIMAS COUNCIL CHAMBER
245 EAST BONITA AVENUE
A public agenda packet is available for review on the City’s website  www.sandimasca.gov or by contacting the City Clerk’s Office at [email protected].

Members of the public may observe the City Council meeting live on the City of San Dimas website at www.sandimasca.gov or on KWST Channel 3. To view from the website, select the Watch City Council Meetings blue button from the home page.
7:00 PM
CITY COUNCIL
Mayor Emmett Badar, Mayor Pro Tem Eric Weber, Councilmember Rachel Bratakos, Councilmember Eric Nakano, Councilmember Ryan A. Vienna
CALL TO ORDER AND FLAG SALUTE

RECOGNITION

1. Recognize Damien High School Hockey Team

2. Recognize the Mom Walk Co., San Dimas – Zoe Cruz

3. Recognize GFWC La Verne­San Dimas Woman's Club
ORAL COMMUNICATIONS
(Members of the audience are invited to address the City Council on any item on this agenda or not on this agenda. Public comment will not be taken during each individual agenda item, except for public hearing items. Comments on public hearing items will be heard when that item is scheduled for discussion. Under the provisions of the Brown Act, the legislative body is prohibited from engaging in discussion on any item not appearing on the posted agenda. However, your concerns may be referred to staff or set for discussion at a later date. Each speaker will be limited to speaking once for up to (3) three minutes.)
CONSENT CALENDAR
(All items on the Consent Calendar are considered to be routine and will be enacted by one motion unless a member of the City Council requests separate discussion.) CC1. Adopt Resolution 2026­20, A Resolution of the City Council of the City of San Dimas, Approving Certain Demands for the Warrant Register of March 30, 2026 in the amount of $377,115.31
CC2. Approve Minutes of the March 10, 2026 City Council Meeting and the March 18, 2026 City Council Special Meeting

three minutes.)
CONSENT CALENDAR
(All items on the Consent Calendar are considered to be routine and will be enacted by one motion unless a member of the City Council requests separate discussion.) CC1. Adopt Resolution 2026­20, A Resolution of the City Council of the City of San Dimas, Approving Certain Demands for the Warrant Register of March 30, 2026 in the amount of $377,115.31
CC2. Approve Minutes of the March 10, 2026 City Council Meeting and the March 18, 2026 City Council Special Meeting
CC3. Recognize Arbor Day 2026
CC4. Adopt Ordinance 1334, Approving Municipal Code Text Amendment 25­07, to Amend Title 18­Zoning, Chapter 18.528 Specific Plan No. 17, to Remove the Definition of Sales Floor Area for Convenience Stores, When Accessory to a Gasoline or Service Station, and to Amend Title 18­Zoning, Chapter 18.156 Vehicle Parking and Storage to Allow Each Gasoline Pump to be counted as 1/2 Parking Space When Associated With a Snack Shop or Convenience Store Market
CC5. HOUSING AUTHORITY – Approve the Release of Request for Proposals for the Property Management of Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments CC6. Adopt Resolution 2026­21, Approving Engineer’s Report on the Boulevard Assessment District, Declaring Intention to Levy and Collect an increased Assessment, and Fixing a Time and Place for a Public Hearing for Boulevard Open Space Maintenance District No. 1, Tract 32818, Boulevard
CC7. Adopt Resolution 2026­22, Approving Engineer’s Report on the Northwoods Assessment District, Declaring Intention to Levy and Collect an Assessment, and Fixing a Time and Place for a Public Hearing for Open Space Maintenance District No. 1, Annexation No. 3, Tract 32841, Northwoods CC8. Award Contract to Nichols Consulting Engineers (NCE) for Pavement Management Program Update 2026 in an Amount not to Exceed $92,631.

CC9. Receive and File the February 2026 Investment Report CC10. Approve and Authorize the City Manager to Enter into an Agreement with LSL, LLP for Independent Auditing Services
END OF CONSENT CALENDAR
RECOMMENDATION: Approve consent calendar with recommendations as presented in staff reports.

OTHER BUSINESS
OB1. Adopt Ordinance 1335 to Amend the Contract with the California Public Employees’ Retirement System to Include PEPRA Language
RECOMMENDATION:

Staff recommends that the City Council:

Adopt Ordinance 1335 authorizing an amendment to the contract between the City Council of San Dimas and the Board of Administration of the California Public Employees’ Retirement System (CalPERS).

PUBLIC HEARING ITEMS
PH1
IntroduceOrdinance1336MunicipalCodeTextAmendment2602AmendingtheSanDimas

OTHER BUSINESS
OB1. Adopt Ordinance 1335 to Amend the Contract with the California Public Employees’ Retirement System to Include PEPRA Language
RECOMMENDATION:

Staff recommends that the City Council:

Adopt Ordinance 1335 authorizing an amendment to the contract between the City Council of San Dimas and the Board of Administration of the California Public Employees’ Retirement System (CalPERS).

PUBLIC HEARING ITEMS
PH1. Introduce Ordinance 1336, Municipal Code Text Amendment 26­02, Amending the San Dimas Municipal Code, Title 18, Chapter 18.42 Multiple­Family (MF) Zone, Chapter 18.50 Downtown Specific Plan, and Chapter 18.538 Specific Plan No. 23 to Amend the Definition of Permitted Uses as they Relate to Apartments, Condominiums, Townhouses and Similar Multiple­family Developments, Which are Already a Permitted Use, Proposed on Properties Identified as Housing Sites in the City’s Housing Element for the 2021­2029 Planning Period. This item is Exempt under the California Environmental Quality Act, pursuant to Section 15061 (b)(3).

RECOMMENDATION:

Staff and the Planning Commission recommend that the City Council:

Read by title and introduce Ordinance 1336 (Attachment 1); and Find the project exempt under the California Environmental Quality Act, pursuant to Section 15061 (b)(3).

ORAL COMMUNICATIONS
(Members of the Audience (Speakers are limited to (3) minutes or as may be determined by the Chair.) CITY REPORTS
CR1. City Manager
CR2. City Attorney
CR3. Members of the City Council
Councilmembers’ Report on Meetings Attended at the Expense of the Local Agency (Pursuant to AB 1234 – G.C. §53232.3(d)
City Council Requests for Future Items, Comments and Updates

ADJOURNMENT
Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk's Office at (909) 394­6216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.102­35.104 ADA Title II].

Copies of documents distributed for the meeting are available in alternative formats upon request. Any writings or documents provided to the City Council regarding any item on this agenda will be made available for public review Monday through Thursday 7:30 a.m. to 5:30 p.m. and on Fridays from 7:30 a.m. to 4:30 p.m. at the Administration Department and San Dimas Library. In addition, most documents are posted on the City's website at www.sandimasca.gov.

Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk's Office at (909) 394­6216. Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.102­35.104 ADA Title II].

Copies of documents distributed for the meeting are available in alternative formats upon request. Any writings or documents provided to the City Council regarding any item on this agenda will be made available for public review Monday through Thursday 7:30 a.m. to 5:30 p.m. and on Fridays from 7:30 a.m. to 4:30 p.m. at the Administration Department and San Dimas Library. In addition, most documents are posted on the City's website at www.sandimasca.gov.

Posting Statement:  I declare under penalty of perjury that on March 20, 2026, I posted a true and correct copy of this agenda on the bulletin board in the Civic Center Plaza of City Hall at 245 E. Bonita Ave.,San Dimas Library 145 N. Walnut Ave., San Dimas Post Office 300 E. Bonita Ave., Von’s Via Verde Shopping Center 1160 Via Verde Ave., and on the City's website www.sandimasca.gov/agendas­minutes/as required by law.

March 20, 2026 Debra Black
Debra Black, City Clerk

Damien High School
W HEREAS, the Damien High School Varsity Ice Hockey Team competed in the Anaheim Ducks High School Hockey League during the 2025–2026 season in Division III of the Ridge Conference, consisting of eleven teams; and
W HEREAS, the team demonstrated outstanding dedication, teamwork, and sportsmanship throughout the regular season, finishing in first place with an impressive record of fifteen wins and three losses over eighteen games; and
W HEREAS, the Damien High School Ice Hockey Team advanced through the playoffs and captured the Division III Ridge Conference Championship; and
W HEREAS, the team then advanced to the Anaheim Ducks High School Hockey League Commissioner’s Cup Final to compete against the Division III Valley Conference champions; and W HEREAS, the Damien High School Ice Hockey Team secured a decisive victory to claim the Commissioner’s Cup Championship; and
W HEREAS, this achievement marks the first time in Damien High School history that the hockey program has earned the title of Commissioner’s Cup Champions.

N OW THEREFORE, the City of San Dimas does hereby recognize and congratulate the Damien High School Varsity Ice Hockey Team for their outstanding achievement as the 2026 Anaheim Ducks High School Hockey League Division III Champions and the Commissioner’s Cup Champions, and commends the players, coaches, and families for representing their school and community with excellence and pride.

I
N WITNESS THEREOF, I, Mayor Emmett G. Badar, have
hereunto set my hand and caused the seal of the City of San Dimas to be affixed this 24th day of March 2026.

The Mom Walk Co.

W HEREAS, this past season the Mom Walk Co. has been dedicated to building a village for mothers in our city; and
W HEREAS, the organization’s mission is to foster maternal mental health and childhood literacy through accessible, free community events; and
W HEREAS, hosting regular walks combats postpartum isolation and physical health among San Dimas residents; and
W HEREAS, organizing a community book reading event
encourages early childhood literacy and provides educational resources to local families; and
W HEREAS, partnering with San Dimas small businesses to host gatherings strengthens our local economy; and
N OW THEREFORE, the City of San Dimas does hereby recognize and congratulate the Mom Walk Co. for providing essential support for our local moms.

I
N WITNESS THEREOF, I, Mayor Emmett G. Badar, have
hereunto set my hand and caused the seal of the City of San Dimas to be affixed this 24th day of March 2026.

GFWC La Verne/San Dimas
Women’s Club
W HEREAS, GFWC La Verne-San Dimas Women’s Club was formed in August 2015 and was officially charted at the CFWC State Convention in May 2016; and
W HEREAS, the group represents a diverse mix of women including professionals, educators, retirees, mothers, and grandmothers who share a commitment to making a positive difference in their communities; and
W HEREAS, our Club members contributed 6,047 volunteer hours, donated $4,371 to community organizations and provided $25,909 of in-kind donations; and
W HEREAS, throughout 2025, the clubs 58 members participated in 50 wide range projects benefiting Sowings Seeds for Life, Haynes Family Programs, Meals on Wheels, House of Ruth, San Dimas Spooktacular Trunk or Treat, the La Verne Police Department’s National Night Out, Shoes That Fit, Fremont Academy Latina Club and Shepard’s Pantry and many others.

N OW THEREFORE, the City of San Dimas does hereby recognize and congratulate the GFWC La Verne/San Dimas Woman’s Club for their outstanding achievements in conjunction with Women’s History Month.

I
N WITNESS THEREOF, I, Mayor Emmett G. Badar, have
hereunto set my hand and caused the seal of the City of San Dimas to be affixed this 24th day of March 2026.

RESOLUTION 2026-20

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS, COUNTY OF LOS ANGELES, APPROVING CERTAIN DEMANDS FOR MARCH 30, 2026
WHEREAS, the following listed demands have been audited by the Director of Administrative Services; and
WHEREAS, the Director of Administrative Services has certified as to the availability of funds for payment thereto; and
WHEREAS, the register of audited demands has been submitted to the City Council for approval.

NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of San Dimas does hereby approve Warrant Register of March 30, 2026, in the amount of $377,115.31.

PASSED, APPROVED AND ADOPTED this 24th day of March 2026. ____________________________________
Emmett G. Badar, Mayor
ATTEST:
_______________________________
Debra Black, City Clerk

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §

CITY OF SAN DIMAS )
I, DEBRA BLACK, CITY CLERK of the City of San Dimas, California, do hereby certify that Resolution 2026-20 was duly adopted and passed at a regular meeting of the San Dimas City Council on the 24th, day of March 2026 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Debra Black, City Clerk

CITY COUNCIL MEETING

ACTION MINUTES
MARCH 10, 2026, 7:00 PM

REGULAR MEETING
Council Members Present: Mayor Emmett Badar, Mayor Pro Tem Eric Weber, Councilmember Rachel Bratakos, Councilmember Eric Nakano, Councilmember Ryan A. Vienna Staff: City Manager Brad McKinney, Assistant City Manager Travis Sais, Director of Public Works Shari Garwick, Director of Administrative Services Michael O’ Brien, Director of Community Development Luis Torrico, Director of Parks and Recreation Scott Wasserman, City Attorney Jeff Malawy, City Clerk Debra Black
Call to Order: 7:00 PM

CONSENT ITEMS COMMENTS/RECOMMENDATIONS

1. Adopt Resolution 2026-17, A Resolution
of the City Council of the City of San
Dimas, Approving Certain Demands for
the Pre-Paid Warrant Register of
February 28, 2026 in the amount of
$1,168,469.89 and the Warrant Register
of March 16, 2026 in the amount of
$406,017.10.

2. Approve Minutes of February 24, 2026
City Council Special Meeting and
February 24, 2026 City Council Meeting

3. Approval of Extension to the Lease
Agreement Between the City of San
Dimas and Vincenzo's Terrazza, Inc. for
Space at the City's Walker House, 121 N.

San Dimas Avenue, San Dimas,
California 91773

4. Receive, File, and Authorize Submittal of
the 2025 Annual Housing Progress
Report to California State Department of
Housing and Community Development for
the 2021-2029 Housing Element.

5. Receive, File, and Authorize Submittal of
the 2025 Annual Housing Progress
Report to California State Department of
Housing and Community Development for
the 2021-2029 Housing Element.

City Attorney Malawy provided a verbal report
as required by G.C. 54953(d)(3)(A) for
Consent Item 5, an amendment to the City
Manager’s Employment Agreement with a
recommendation adopt.

Councilmember Vienna pulled item 3 for
discussion.

MOTION: Motion/seconded by
Councilmember Vienna/Mayor Pro Tem
Weber to approve consent items 1-2, 4-12.

Motion carried 5-0.

Yes: Badar, Bratakos, Nakano, Vienna,
Weber
No: None

Absent: None
Abstain: None
MOTION: Motion/seconded by
Councilmember Vienna/Councilmember
Bratakos to approve consent item 3. Motion
carried 5-0.

Yes: Badar, Bratakos, Nakano, Vienna,
Weber
No: None

Approve Minutes of the March 10, 2026 City Council Meeting and the March 18, 2026 City Council Special Meeting Page 2
For the Meeting of March 24, 2026

6. Award Construction Contract 2026-04
Avenida Loma Vista - Street Improvement
Project to Hardy & Harper, Inc., Approve
Overall Project Budget of $650,000.00
Including Construction, Engineering and
Contingency

7. Award a Professional Services
Agreement to DMS Consultants, Inc. for
Civil Engineering Design Services for the
San Dimas Canyon Road Multi-Modal
Transportation Improvement Project —
$89,945 Base Contract Amount, Plus
15% Contingency, for a Total Not-toExceed Amount of $103,437.

8. Approve a Budget Transfer of $37,454.66
from the Capital Asset Fund
100.4314.039.007 and Approve the
Purchase of One New Diesel-power
Pressure Washer Trailer System

9. Recognizing Government Finance
Professionals Week

10. Deny Claim Carmichael v. City of San
Dimas CJP 3055570

11. Deny Claim Fisher v. City of San
Dimas CJP 3056181 LSV

12. Return Claim Delgadillo v. City of San
Dimas CJP 3056188 ASV

Absent: None
Abstain: None

CITY REPORTS COMMENTS/RECOMMENDATIONS
a. City Manager City Manager McKinney reminded the
community:
• No trees were lost during the last wind
event, cleanup is in progress.
• The Sanitation Sewer Project has
been extended for three weeks, lanes
may be closed between Arrow
Highway and 57 Freeway, Cienega
and Arrow Highway.
• The recreation center pool is closed
for the installation of the swim blocks.

It will be reopened on March 16, 2026.
b. City Attorney None.
c. Members of the City Council
Reports on Meetings Attended AB 1234
(G.C. §53232.3(d))
None.

CITY COUNCIL REQUESTS FOR

FUTURE ITEMS

COMMENTS/RECOMMENDATIONS
None.

Approve Minutes of the March 10, 2026 City Council Meeting and the March 18, 2026 City Council Special Meeting Page 3
For the Meeting of March 24, 2026
The meeting was adjourned at 7:47 P.M.

I, Debra Black, City Clerk attest that these draft minutes are accurate and reflective of the actions taken by the City Council.

The minutes represent actions taken during the meeting of the City Council. Complete Council Member discussion on Regular Session meeting items can be viewed in archived video recordings on the City’s YouTube Channel at https://www.youtube.com/@cityofsandimas6330.

Public submittals on items are retained in the administrative record and can be viewed in the City’s archived Records Center at sandimasca.gov/city_documents. ___________________________
Debra Black, MMC
City Clerk

CITY COUNCIL MEETING

ACTION MINUTES
MARCH 18, 2026, 6:00 PM

SPECIAL MEETING
Council Members Present: Mayor Emmett Badar, Mayor Pro Tem Eric Weber, Councilmember Rachel Bratakos, Councilmember Eric Nakano, Councilmember Ryan A. Vienna Staff: City Manager Brad McKinney, Assistant City Manager Travis Sais, City Attorney Jeff Malawy, City Clerk Debra Black
Call to Order: 6:16 PM

DISCUSSION ITEMS COMMENTS/RECOMMENDATIONS

1. Adopt Resolution 2026-19 to Appoint
Emmett G. Badar to the Office of Mayor,
Eric Nakano Councilmember to the
Office of City Councilmember, District 2,
Ryan A. Vienna to the Office of
Councilmember, District 4 and Canceling
the June 2, 2026, Election Due to Only
One Person Being Nominated for Each
of the Offices of Mayor, Councilmember
District 2 and Councilmember District 4
MOTION: Motion/seconded by Mayor Pro
Tem Weber and Councilmember Bratakos to
adopt Resolution 2026-19.

Yes: Badar, Bratakos, Nakano, Vienna,
Weber
No: None

Absent: None
Abstain: None
The meeting was adjourned at 6:39 P.M.

I, Debra Black, City Clerk attest that these draft minutes are accurate and reflective of the actions taken by the City Council.

The minutes represent actions taken during the meeting of the City Council. Complete Council Member discussion on Regular Session meeting items can be viewed in archived video recordings on the City’s YouTube Channel at https://www.youtube.com/@cityofsandimas6330.

Public submittals on items are retained in the administrative record and can be viewed in the City’s archived Records Center at sandimasca.gov/city_documents. ___________________________
Debra Black, MMC
City Clerk

W
HEREAS, in 1872, Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and; W
HEREAS, this holiday called Arbor Day, was first observed with the planting of more than an estimated, one million trees in Nebraska, and; W
HEREAS, Arbor Day is now observed throughout the nation and the world, and;
W
HEREAS, trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife, and; W
HEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products, and; W
HEREAS, trees in our city beautify our community, increase property values and enhance the economic vitality of business areas, and; W
HEREAS, trees, wherever they are planted are a source of joy and spiritual renewal.

N
OW THEREFORE, I, Mayor Emmett G. Badar, Mayor Pro Tem Eric Weber and Councilmembers, Rachel Bratakos, Ryan A. Vienna and Eric Nakano do hereby proclaim April 24, 2026 as Arbor Day in the City of San Dimas, and we urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and wood lands.

F
URTHER, we urge all citizens to plant trees to enrich the heart and promote the well-being of this and future generations.

I
N WITNESS THEREOF, I, Mayor Emmett G. Badar, have hereunto set my hand and caused the seal of the City of San Dimas to be affixed this 24th day of March 2026.
_______________________ ________________________
Mayor City Clerk

Agenda Item Memorandum
To: Honorable Mayor and Members of City Council
For the Meeting of March 24, 2026
From: Brad McKinney, City Manager
Prepared by: Anne Moore, Senior Planner
Subject: Adopt Ordinance 1334, Approving Municipal Code Text Amendment 25-07, to Amend Title 18-Zoning, Chapter 18.528 Specific Plan No. 17, to Remove the Definition of Sales Floor Area for Convenience Stores, When Accessory to a Gasoline or Service Station, and to Amend Title 18-Zoning, Chapter 18.156 Vehicle Parking and Storage to Allow Each Gasoline Pump to be counted as 1/2 Parking Space When Associated With a Snack Shop or Convenience Store Market
____________________________________________________________________________ At the regular City Council meeting of February 24, 2026, the City Council voted 5-0 to introduce Ordinance 1334 approving Municipal Code Text Amendment 25-07.

RECOMMENDATION
Staff and the Planning Commission recommend the City Council:
• Conduct a second reading
• Adopt Ordinance 1334, approving Municipal Code Text Amendment 25-07 Attachment:

1. Ordinance 1334

ATTACHMENT 1
ORDINANCE 1334

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS, COUNTY OF

LOS ANGELES, CALIFORNIA, APPROVING MUNICIPAL CODE TEXT AMENDMENT 25-07, AN AMENDMENT TO TITLE 18-ZONING, CHAPTER 18.528 SPECIFIC PLAN NO. 17, TO REMOVE THE DEFINITION OF SALES FLOOR AND THE LIMITATION OF 1,000

SQUARE-FOOT SALES FLOOR AREA FOR CONVENIENCE STORES, WHEN

ACCESSORY TO A GASOLINE OR SERVICE STATION, AND AN AMENDMENT TO TITLE 18-ZONING, CHAPTER 18.156 VEHICLE PARKING AND STORAGE TO ALLOW EACH GASOLINE PUMP TO BE COUNTED AS ½ PARKING SPACE WHEN ASSOCIATED WITH A SNACK SHOP OR CONVENIENCE STORE MARKET.

WHEREAS, an Amendment to the San Dimas Municipal Code has been duly initiated by:

Michael Ramirez & Ana Salazar
4300 Edison Avenue
Chino, CA 91710; and
WHEREAS, the Amendment is described as an amendment to Title 18-Zoning, Chapter 18.528 Specific Plan No. 17 to remove the definition of sales floor and the limitation of 1,000 square-foot sales floor area for convenience stores, when accessory to a gasoline or service station, and an amendment to Title 18-Zoning, Chapter 18.156 Vehicle Parking and Storage to allow each gasoline pump to be counted as ½ parking space when associated with a snack shop or convenience store market; and WHEREAS, the Amendment to amend Title 18-Zoning, Chapter 18.528 Specific Plan No. 17 applies to the following described real property:
1790 S. San Dimas Avenue (APN: 8396-017-025); and
WHEREAS, the Amendment to amend Title 18-Zoning, Chapter 18.156 Vehicle Parking and Storage would affect all zones citywide where gasoline or service stations are permitted or conditionally permitted; and
WHEREAS, the Planning Commission, at a noticed public hearing on January 15, 2026, heard evidence and voted 5-0 recommending approval to the City Council of Municipal Code Text Amendment 25-07; and
WHEREAS, notice was duly given of the City Council public hearing on the matter and that the public hearing was held on February 24, 2026, at the hour of 7:00 p.m., with all testimony received being made a part of the public record; and WHEREAS, all requirements of the California Environmental Quality Act have been met for the consideration of whether the project will have a significant effect on the environment. It has been determined that this action is not a project under CEQA, as there will be no direct physical or reasonably foreseeable indirect physical change to the environment.

Ordinance 1334 Page 2
Approving MCTA 25-07
NOW, THEREFORE, in consideration of the evidence received at the City Council hearing; and or the reasons discussed by the City Council at the February 24, 2026 hearing, the City Council now finds as follows:

A. The proposed Municipal Code Text Amendment will not adversely affect adjoining property as to value, precedent or be detrimental to the area.

The proposed amendments will not be detrimental to adjoining properties or the general area. The amendment to eliminate the maximum square footage requirement for the sales floor area of the convenience store when accessory to a gasoline or service station for Specific Plan No. 17 will allow the applicant/business operator to expand within the existing footprint of the building. This elimination will also allow the applicant/business operator to further expand the accessory convenience store so long as there is sufficient parking to accommodate any future expansion. The increase in sales floor area will allow for a larger inventory of goods to be sold at the existing convenience store and thereby increase sales tax revenue for the City. In addition, any future expansion or significant modification to the floor plan will require the submittal of a new CUP Application and the review and approval by the Planning Commission reducing any adverse effects to the surrounding community. Lastly, the amendment will provide the same expansion opportunities to all other gasoline or service stations in the City.

The amendment will also allow each gasoline pump to be counted as ½ parking space when associated with a snack shop or convenience store market. The reduction in the required parking spaces will bring the property into compliance and eliminate the requirement of a shared parking agreement with the adjacent property (assisted living facility). Should the accessory convenience store expand in the future, a shared parking agreement may be required at that time to accommodate any future increase in floor area. The amendment will also provide flexibility for existing gasoline or service stations city-wide that have an accessory convenience store or snack shop to reinvest or expand their existing sales floor area to meet the needs of its patrons.

B. The proposed Municipal Code Text Amendment will further the public health, safety and general welfare.

The proposed amendments will further the general welfare of San Dimas by allowing for expansion of the existing accessory convenience store thereby providing patrons who shop at this location a wider variety of products to purchase. The amendment may help the local business to become more competitive within the area and in turn, support the economic health of the community. The amendment to eliminate the maximum sales floor area for the convenience store when accessory to a gasoline or service station will also remove the size restriction for this specific business operator that is not applied to other similar gasoline or service stations throughout the city.

The amendment to allow each gasoline pump to be counted as ½ parking space when associated with a snack shop or convenience store market may incentivize other gasoline or service stations located city-wide to make improvements to their

Ordinance 1334 Page 3
Approving MCTA 25-07
building, if needed, which will also further the public health, safety, and general welfare of San Dimas.

C. The proposed Municipal Code Text Amendment is consistent with the General Plan and applicable Zoning.

The proposed amendments will be consistent with the General Plan designation land use of the zone as it is classified as Commercial. The convenience store when accessory to a gasoline or service station is already conditionally allowed in commercial land use properties. The amendments will comply with the General Plan Land Use Element Objective 5.1, which states, “encourage infill and development to occur in and around activity centers, transportation node corridors, underutilized infrastructure systems, and areas needing revitalization and redevelopment.” The amendment to expand the existing convenience store will allow the business to better serve the neighborhood.

The amendment to reduce the parking requirement by ½ parking space for each gasoline pump provided allows more flexibility for existing gasoline or service stations that have an accessory convenience store or snack shop to reinvest or expand their existing sales floor area to meet the needs of its patrons. Convenience stores when accessory to a gasoline or service station provide an additional and convenient option for the community to shop for goods and services, thus enable them to better serve the community.

NOW, THEREFORE, the CITY COUNCIL of the CITY OF SAN DIMAS, California does ordain as follows:

SECTION 1. ADOPTION. Municipal Code Text Amendment 25-07 amending Title 18- Zoning, Chapter 18.528 Specific Plan No. 17 of the San Dimas Municipal Code to remove the definition of sales floor and the limitation of 1,000 square-foot sales floor area for convenience stores, when accessory to a gasoline or service station, and amending Title 18-Zoning, Chapter 18.156 Vehicle Parking and Storage to allow each gasoline pump to be counted as ½ parking space when associated with a snack shop or convenience store market as set forth in Exhibit A – B, attached hereto and incorporated herein, is hereby adopted.

SECTION 2. SEVERABILITY. If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance is, for any reason, held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more section, subsection, subdivision, sentence, clause, phrase, or portion thereof be declared invalid or unconstitutional.

SECTION 3. CEQA DETERMINATION. The City Council hereby finds and determines that it can be seen with certainty that there is no possibility that this ordinance may have a significant adverse effect on the environment. Thus, the adoption of this ordinance is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to Section 1506 (b)(3) of the CEQA Guidelines.

Ordinance 1334 Page 4
Approving MCTA 25-07
SECTION 4. EFFECTIVE DATE AND PUBLICATION. This Ordinance shall take effect 30 days after its final passage. The City Clerk shall certify to the adoption of this Ordinance and cause the same to be posted at the duly designated posting places within the City and published once within 15 days after passage and adoption as may be required by law in a newspaper of general circulation in the City of San Dimas hereby designated for that purpose; or, in the alternative, the City Clerk may cause to be published a summary of this Ordinance and certified copy of the text of this Ordinance shall be posted in the Office of the City Clerk five days prior to the date of adoption of this Ordinance; and, within 15 days after adoption, the City Clerk shall cause to be published, the aforementioned summary and shall post a certified copy of this Ordinance, together with the vote for and against the same, in the Office of the City Clerk.

PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of San Dimas this 24th day of March, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Emmett G. Badar, Mayor
ATTEST: APPROVED AS TO FORM:
__________________________ ___________________________
Debra Black, City Clerk Jeff Malawy, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES )§

CITY OF SAN DIMAS )
I, DEBRA BLACK, CITY CLERK of the City of San Dimas, do hereby certify that Ordinance 1334 was introduced at a regular meeting of the City Council of the City of San Dimas on the 24th day of February, 2026, and thereafter passed, approved and adopted at a regular meeting of said City Council held on the 24 day of March, 2026. ___________________________
Debra Black, City Clerk

Ordinance 1334 Page 5
Approving MCTA 25-07
Exhibit A
• *New text changes are in Blue and Underlined
• *Deleted text is in Red and Strikethrough
CHAPTER 18.528
SPECIFIC PLAN NO. 17
Article II
Land Use Development Plan
§ 18.528.050. Area I—Service station use.

The purpose of Area I is to provide for the aesthetically pleasing development for service station use to serve the needs of the community and its citizens. It is further provided that development of a service station is in a manner ensuring compatible use of land, encouraging creative and imaginative site planning and ensuring integrated design and control of design.

A. The use permitted is a service station, subject to the development standards of Sections 18.528.080, 18.528.090 and Article V of this chapter.

B. Conditional Uses.

1. Convenience stores, with up to one thousand square feet of sales floor area, when accessory to a gasoline or service station use. Sales floor shall be defined as the floor area allotted for food and convenience sales and shall not include cashier counter area, refrigeration coolers, storage area, restrooms and similar facilities.

2. Sale of beer and wine for off-site consumption, as an accessory use to a conditionally permitted convenience store as defined above.

C. Prohibited Uses.

1. Food markets, pharmacies, barber or beauty shops, cleaners and laundries, small appliance repair, repair businesses and similar uses;

2. Specialty commercial uses, such as, but not limited to, antique shops, athletic clubs, jewelry stores, music stores, automobile, motorcycle, recreation vehicle or similar use sales;

3. Outdoor sales, storage or display of merchandise;

4. Residential uses;

5. Drive-through style eating places;

6. Gambling facilities;

7. Billboards and other similar on-and off-site outdoor advertising structures;

Ordinance 1334 Page 6
Approving MCTA 25-07

8. Coin-or token-operated games of skill;

9. Other uses inconsistent with the intent and provisions of this zone, as determined by the director of community development, in accordance with Section 18.192.040. The determination of the director of community development may be appealed to the city planning commission and, thereafter, the city council in accordance with Chapter 18.192.
(Ord. 1038 § 1 (Exh. A), 1996; Ord. 1083 § 8, 1997; Ord. 1181 §§ 1, 2, 2008; Ord. 1238 § 1, 2016; Ord. 1324, 6/10/2025)

Ordinance 1334 Page 7
Approving MCTA 25-07
Exhibit B
• New text changes are in Blue and Underlined
• Deleted text is in Red and Strikethrough
CHAPTER 18.156

VEHICLE PARKING AND STORAGE
§ 18.156.050. Automobile parking spaces required.

Use Minimum Off-Street Parking Required

4. Major shopping center Four and one-half spaces per 1,000 square feet of total floor area, provided that offices
shall not exceed 10% of total floor area unless
a greater amount is authorized with a
conditional use permit

5. Auto repair facilities Three parking spaces per repair bay, with a minimum of 12 parking spaces

6. Auto sales One space for every 800 square feet of floor area of sales area, plus additional required
spaces for other uses onsite

7. Service stations One space for each 400 square feet of floor area, not including service bay area; two
spaces for each service bay

8. Service stations when associated with a
snack shop or convenience market
One space for each 225 square feet of floor
area; however, one ½ space may be reduced
for each if eight or more gasoline pump that
iss are provided. Two spaces shall be
provided for each service bay
Full service: ten spaces or one space for each
employee whichever is greater.

9. Car wash
Self service: one space per wash bay. The
wash bay may not account for the required
space

10. Banks and savings and loans See administrative office requirements

11. Lumber yards and retail nurseries One space for each 225 square feet on interior sales area, plus one space for every
1,000 square feet of outdoor sales and
storage area

12. Restaurants, cafes, nightclubs, bars and
similar uses, excluding fast food restaurants
One space for every 75 square feet of floor
area, plus one space for every 25 square
feet of dance floor area

13. Fast food restaurants One space for every 75 square feet of floor area; however, for drive-through facilities,
four spaces may be reduced from required
total for fast food uses with a minimum of
eight queuing spaces

Ordinance 1334 Page 8
Approving MCTA 25-07

14. Outdoor dining and seating areas:

Outdoor dining and seating areas located
on public property or in front, side or rear of
an establishment on private property that
are located within the boundaries of the
Downtown Specific Plan.

No additional parking shall be required. If
parking or circulation impacts arise as a result
from the outdoor dining and seating area, the
director of community development may
require that additional parking be provided at
a rate of one parking space for every six seats
above 20 seats. If additional parking cannot
be provided, the applicant shall work with the
planning division to mitigate the impacts,
including but not limited to, reducing the
number of seats. Surplus parking may be
used to meet the parking requirement.

Agenda Item Staff Report
To: San Dimas Housing Authority
For the Meeting of March 24, 2026
From: Brad McKinney, Executive Director
Prepared by: Lily Flores, Housing Manager
Subject: Approve the Release of Request for Proposals for the Property Management of Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments ____________________________________________________________________________

SUMMARY
On November 22, 2022, the City Council approved a property management agreement with John A. DeFalco Property Management, operating as Mobile Modular Development Inc. (Management Firm), for the Property Management of Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments. The agreement became effective January 1, 2023, with a December 31, 2027 expiration date. The agreement provides the City and the Management Firm the ability to terminate the agreement with or without cause, with prior written notice. On February 27, 2026, the City received a Notice of Termination letter from the Management Firm.

As such, the agreement will be terminated on August 31, 2026.

The Housing Division intends to release a Request for Proposals (RFP) to select a new property management firm for Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments. Once the RFP review process is complete and a qualified management firm is identified, Staff will bring back the award of contract services to the Housing Authority.

RECOMMENDATION
City Staff recommends the Housing Authority:

1. Receive the Request for Proposals (RFP) for the Property Management of Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments.

2. Direct staff to release the RFP to potential property management firms.

GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No

FISCAL IMPACT

Release of RFP for the Property Management of COMHE and MV Apartments Page 2 For the Meeting of March 24, 2026
There is no fiscal impact for the recommended action. However, once the RFP review process is complete and a qualified management firm is identified, Staff will bring back the award of contract services to the Housing Authority, which will include a management fee.

BACKGROUND
The San Dimas Housing Authority owns the Charter Oak Mobile Home Estates property located at 801 W. Covina Blvd. with 185 spaces and the Monte Vista Place Senior Apartments with 12 senior apartments located at 105 N. Monte Vista Ave. On November 22, 2022, the Council approved a Property Management Agreement (Agreement) with John A. DeFalco Property Management operating as Mobile Modular Development Inc. (Management Firm), which became effective January 1, 2023. The agreement was a 5-year term contract, set to expire December 31, 2027. For the past 3 years, the City and the Management Firm have been more engaged with the residents and have completed a variety of improvements at both Charter Oak and Monte Vista.

DISCUSSION/ANALYSIS
On February 27, 2026, the City received a letter from the Management Firm providing written notice to terminate the agreement as of August 31, 2026 (Attachment A). Per the Agreement, the City and the Management Firm have the ability to terminate the agreement with or without cause as long as a 180-day written notice is provided. The City decided that it was in the best interest of all involved to accept the notice of termination and move in a different direction.

Staff has prepared the RFP (Attachment 2) for Property Management of Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments. Staff intends to release the RFP, once authorized, to potential property management firms. The City has a list of 21 firms who specialize in mobile home park management. Staff will also notice the RFP and publish it on the City’s website.

Staff will bring back the award of contract services to the Housing Authority once the RFP review process is complete and a qualified management firm is identified to ensure a smooth transition to a new firm for management services.

ALTERNATIVES
No alternatives are recommended for this request.

ENVIRONMENTAL REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA). Under CEQA guidelines Section 15378 (b)(5), continued administrative activities and organization activities that will not result in a direct or indirect physical change in the environment are not CEQA projects. Moreover, under CEQA guidelines CEQA guidelines Section 15784 (b)(4), government fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment are not CEQA projects.

Respectfully submitted,

Release of RFP for the Property Management of COMHE and MV Apartments Page 3 For the Meeting of March 24, 2026
Lily Flores
Housing Manager
Attachments:

1. Notice of termination letter from John A. DeFalco Management, Mobile Modular Development Inc., dated February 27, 2026

2. Draft Request for Proposals - Property Management of COMHE and MV Apartments

ATTACHMENT 1 Pag
City of San Dimas
California

REQUEST FOR PROPOSALS

PROPERTY MANAGEMENT OF

CHARTER OAK MOBILE HOME ESTATES
AND

MONTE VISTA PLACE SENIOR APARTMENTS
Community Development
Lily Flores
Housing Manager
PROPOSAL DUE DATE:

City of San Dimas, California
ATTACHMENT 2

2 Table of Contents
I. Project Background ………………………………………………… 3
II. Scope of Work ……………………………………………………… 4
II.A Rent Collection ………………………………………………………4
II.B Evictions …………………………………………………………….. 4
II.C Inspections …………………………………………………………... 4
II.D Maintenance and Repair …………………………………………….. 4
II.E Tenant Move In ………………………………………………………4
II.F Tenant Move Out …………………………………………………….5
II.G Financial Services ……………………………………………………5
II.H Market and Lease …………………………………………………….5
II.I Address Tenant Concerns ……………………………………………5
II.J Customer Service……………………………… ………………….. 6
II.K Property Rules and Regulations and Enforcement ………………….. 5 II.L Utilities ……………………………………………………………… 6
II.M Insurance ……………………………………………………………..6
II.N Events and Activities/Customer Relations ………………………... 6 II.O Budget and Capital Planning …………………………………………6
II.P Reporting ……………………………………………………………..7
II.Q Document Management ……………………………………………...7
III. Proposal Requirements ………………………………………………7
IV. Selection Procedure …………………………………………………. 9
V. General Information for Proposals ………………………………….. 9
VI. Terms and Conditions ………………………………………………. 10
VII. Anticipated Selection Process Timeline …………………………….. 11 VIII. Attachments………………………………………………………….. 11

3 REQUEST FOR PROPOSALS (RFP)
The City of San Dimas (“City”) is requesting proposals from qualified property management firms, partnerships, corporations, associations, persons, or professional organizations (“Firm”) for the work entitled: PROPERTY MANAGEMENT OF CHARTER OAK MOBILE HOME ESTATES AND MONTE VISTA PLACE SENIOR APARTMENTS. In general, the Firm selected as a result of this process will provide the full service of property management services, including but not limited to, rent collection, eviction, inspection, maintenance and repair, tenant move in/out, and financial services and thereafter work cooperatively with the City, staff and consultants, to manage Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments (collectively the “Properties”).

Date of Issuance:

Questions due:-
Due Date: -
Proposals shall be submitted by qualified property management firms, particularly those that have demonstrated verifiable experience in managing mobile home parks, and property maintenance for similar projects as outlined in the scope of work included in this RFP.

The proposals shall be addressed to: Lily Flores, Housing Manager Subject: Response to RFP regarding Property Management for Charter Oak Mobile Home Estates and Monte Vista Place Senior Apartments.

Proposals shall be submitted:

San Dimas City Hall – Housing Division
245 East Bonita Ave.

San Dimas, CA 91773
Or by email to [email protected], so that it is received no later than 5:00 P.M. on Monday, -. All inquiries regarding the project and this RFP shall be directed to Lily Flores, Housing Manager by email at [email protected].

I. PROJECT BACKGROUND
The San Dimas Housing Authority is the owner of Charter Oak Mobile Home Estates (“Park”), a 55 years of age and older community of 185 owner occupied spaces located at 801 W Covina Boulevard in San Dimas and Monte Vista Place Senior Apartments (“Apartments”), a 62 years of age or older community of 12 apartments located at 105 N. Monte Vista Ave (collectively, the “Properties”). The City Council for the City of San Dimas sits as the Board of Directors for the Housing Authority. In addition to market rate rentals, the City provides a rent assistance program to assist eligible low to very low-income senior homeowners who pay more than 30% of their income towards housing cost with a monthly credit towards their space rent at the Park. Except as specifically provided in the Scope of Work below, all financial obligations of the Properties shall be met with City funds. Firm fee proposals should be limited to the management fee for all services

4 set forth in the Scope of Work below and an hourly rate for any special services beyond the proposed Scope of Work.

II. SCOPE OF WORK
A. Rent Collection
Recommend market driven rental rates, receive rents, monitor and following up on late payments, send out required notices, such as pay or quit notices, and enforce late fees.

B. Evictions
Delivery and posting of all relevant paperwork and notices provided by City legal counsel when necessary to initiate and complete an unlawful detainer action and coordinate with the City Attorney and Los Angeles County Sheriff’s Department to remove tenant and tenant’s possessions from spaces in compliance with federal, state and local law.

C. Inspections
Conduct periodic inspections on a predefined schedule looking for repair needs, safety hazards, code violations, lease violations, etc., and conduct inspections during new tenant move in/out.

D. Maintenance and Repair
Prioritize and provide routine maintenance of the Properties, including trash and debris cleanup, graffiti removal, paint touch up, light bulb replacement, regular mowing and weeding, etc. Maintain and monitor a 24-hour emergency repair hotline. Report to the City any repair work necessary outside the scope of routine maintenance and coordinate with any City work crews or contractors to complete the repair. Operate and maintain all common area interior and exterior improvements and common buildings, including landscaping, in good condition and repair, including necessary replacements and in accordance with all applicable laws, rules, ordinances, orders and regulations of all federal, state, county, municipal, and other governmental agencies. Manage and monitor contracts with all outside contractors, including requiring the payment of prevailing wages and registration with the Department of Industrial Relations when applicable.

E. Tenant Move In
Review new tenant applications and provide recommendations to City for approval of any new tenancy. Provide leasing agreements, coordinate tenant move-in dates, review lease guidelines with tenant regarding things like rental payment terms and required property maintenance, ensure all agreements have been properly executed, perform detailed move-in inspection with tenant and have tenants sign a report

5 verifying the condition of the property prior to move-in, and collect first month’s rent and security deposit.

F. Tenant Move Out
Inspect space and fill out a report on the property's condition when a tenant moves out, provide tenant with a copy of move-out inspection report as well as estimated damages, return the balance of any security deposit to the tenant if applicable. For the Apartments, forward any portion of the City’s portion of the tenant deposit to the City or hold in owner reserves for repairs, clean space and perform any needed repairs or upgrade, and put the property back on the market for rent (as requested by the City).

G. Financial Services
Manage individual trust accounts for the Park and for the Apartments for all incoming receipts and payment of all obligations of each Property, including but not limited to all utilities, taxes, services and repairs and the Firm’s management fee. Provide accounting property management services, detailed documentation of expenses via invoices and receipts, maintain all historical records (paid invoices, leases, inspection reports, warranties, etc.) and provide easy to read monthly cashflow statements which offer a detailed breakdown of income and itemized expenses.

H. Market and Lease
Advertise (with City approval and at City expense) and promptly lease vacancies.

Manage waiting list for vacancies at the Apartments. For the Park, provide a monthly report on all units for sale, in escrow, and/or delinquent in rent. Provide an affirmative marketing plan and tenant selection procedure that ensures that prospective tenants are not discriminated against due to race, religion, national origin, familial status, etc., and in compliance with the Fair Housing Act for residential properties.

I. Address Tenant Concerns
Provide a telephone number and email address for 24 hour tenant contact. Process Tenant Concern Forms and promptly address all tenant concerns with Tenant.

Serve as the primary contact for tenant concerns and direct complaints away from City staff. Develop a complaint policy with procedures for review at the site manager level and escalating within the Firm to ultimate review by City only if necessary. Provide monthly report to City of concerns listed, provided resolution, and verification of date of resolution.

6 J. Customer Service
It’s important to note that both properties to be managed consist of senior residents.

While all residents are of utmost importance, senior citizens are widely recognized as a vulnerable population due to a combination of physical, social, and economic factors, making superior customer service a critical component of the services that will be provided by the selected Firm and their staff. The selected Firm will strive to provide quality service, to include but not limited to, making it a standard to treat each resident with care and respect throughout every interaction, address residents concerns with empathy, compassion, and professionalism, and ensure that management staff is available and responsive.

K. Property Rules and Regulations and Enforcement
In coordination with the approval of the City, propose and implement updates to rules and regulations for the Properties reflecting required federal, state and local regulations as well as best practice. Enforce the Property Rules and Regulations and best practices as established by the City.

L. Utilities
The procurement of any and all services and utilities in the reasonable opinion of Firm, subject to City budgeting approval, necessary to the property management and maintenance of the Properties, including, but not limited to, water, electricity, gas, fuel, telephone, vermin extermination, refuse hauling, window cleaning and janitorial services.

M. Insurance
The procurement of and the reasonable compliance with any and all insurance in the reasonable opinion of the City necessary to adequately protect City, Firm, their employees and the Properties, or as required by law, including, but not limited to, where appropriate and applicable, workers' compensation insurance, public liability insurance, fire, casualty and extended coverage insurance, burglary and theft insurance, and rental interruption insurance
N. Events and Activities/Community Relations
Social connections are vital for seniors to maintain physical, mental and emotional health. The selected Firm will coordinate, facilitate, or direct social events and activities for residents to foster community and engagement by residents. The selected Firm will ensure to prioritize consistent and respectful communication with the residents to build trust and encourage resident participation.

O. Budget and Capital Planning
Develop and propose annual and multiyear operating budget and capital improvement plan for each of the Properties reflecting the details required by the

7 City to ensure oversight of activities for the Properties. The capital improvement plan will be supported by a periodic condition assessment of the Properties and will project the annual projects, cost estimates, and timing of capital improvements over a 5 and 10 year period.

P. Reporting
Submit monthly reports and statements as requested by the City including, but not limited to:

1. Financial Statements including statement of income, balance sheet, cash flow, and budget variance;

2. Management Report including revenue variance, expense variance and ratios, Net operating income, maintenance, home sales, capital improvement, home rehabilitation, requisition summaries, delinquency, average rent, legal actions, turnover, new move ins, 3/60 notices, 60 day notices, complaints, clubhouse events, etc.

3. Maintain and update roster of owners and tenants within each unit, updated contact information, and provide access to such listing in the form and manner required by the City.

4. Other reports as reasonably necessary by the City to oversee and monitor activities of the Properties.

Q. Document Management
Maintain and retain appropriate documentation of the activities pertaining to the scope of service or any other such documentation as required by the City in a manner readily accessible to the City and retain such documentation for no less than three years or as required by federal, state, or local law, whichever is longer.

III. PROPOSAL REQUIREMENTS
All proposals submitted to the City must contain the following minimum information:

A. A cover letter with contact information of principal proposer, including a listing of any and all individuals and entities with material interest (greater than 10% interest in firm) in the proposing firm or to which management of the Properties shall be entrusted.

B. A description and statement of the firm’s qualifications for this project. Listing of mobile home parks and senior housing developments managed (including any age restrictions for such mobile home parks). This includes financial statements of the firm reflecting the financial strength, capacity, and ability to manage and operate Properties such as the ones reflected in this RFP.

8 C. Detailed statements regarding each of the following items:

1. Strategy to market unoccupied spaces.

2. Organizational chart of the Management Team.

3. Qualifications and information on potential site staff, including resumes and hourly rates for each position.

4. Facilities and maintenance support team information.

5. Program for tenant communications.

6. Management Fee proposal including monthly fee for the Scope of services and Hourly Rate for extra services.

7. A minimum of three (3) references, from within the past five (5) years, who can speak to your experience (preferably of a project similar to the one that is the subject of this RFP), including address and telephone number of each, identifying a contact person.

D. For the past five years, provide information regarding any material sanction, penalty, or fine assessed by a federal, state, or local governmental entity regarding the management and operation of Properties reflected in this RFP by the proposing firm, its principles, or other individuals and/or entities with greater than 10% interest in the proposing firm. This should include reports issued by entities such as but not limited to the United States Department of Housing and Urban Development, California Housing and Community Development Department, county jurisdictions, or any federal or state court.

This should also include any bankruptcy filings of the firm its principal proposer, including any individual and/or entity with material interest (greater than 10% interest) in the proposing firm or to which management of the Properties shall be entrusted.

E. Conflict of Interest Disclosure: Provide disclosure of any familial relationships or financial interests with current City of San Dimas employees including by not limited to the members of the City Council, City Attorney, City Manager, Assistant City Manager, Senior Staff, managers, and/or City staff.

1. Familial relationships include direct blood, adoption, relations by marriage/domestic partnership, or other amorous relationship from a principal or individual with material interest in the firm with a City employee of the first or second degree (includes uncles/aunts, first cousins, grandparents/grandchildren, parents, siblings, or such relationships between such individuals and a City employee).

9 2. Financial interests include any property, contractual, or financial relationship with a City employee who has decision-making, oversight, reporting or other material responsibility over the services and agreement reflected in the RFP.

IV. SELECTION PROCEDURE
A. EVALUATION CRITERIA When selecting the Firm, the skill and ability of the entity or person performing the services is a key component of the selection criteria.

Cost will be only one factor in determining the selection. All proposals will be evaluated using the following criteria.

1. Quality and completeness of proposal

2. Quality of the proposed services to be provided

3. Ability and experience of team members assigned to work on the project

4. Ability, experience and fit of the firm, its team, and capacity to provide the scope of services

5. Creativity and insight of proposal

6. Proposal cost
B. The City reserves the right to award the contract to any Proposer and may award such contract to a Proposer that is not the lowest responsive Proposer and/or based on an evaluation of the totality of the criteria, submitted information, and/or any other information as may be available at the time of the award.

C. EVALUATION PROCEDURE Evaluation of the proposals will be performed by City staff who will assess the qualifications, experience and ability to perform the work of each property management firm based on the criteria listed above. An oral interview with one or more of firms may be requested after written proposals have been received and reviewed by the City. At the time of the interview, representatives of the firm shall be prepared to clarify and elaborate on the details set forth in the firm’s proposal. After the interview, if applicable, the City will proceed with negotiating with the selected firm. Other firms not selected will be notified.

V. GENERAL INFORMATION FOR PROPOSALS
The prospective property management firm shall submit one (1) hard copy by courier OR one (1) soft (digital) copy by email of its proposal to the City not later than at 5:00 P.M.

Ensure you receive confirmation of receipt by the City.

A. Any questions related to the project and/or this RFP shall be directed to the staff member identified at the top of this RFP.

10 B. The proposal shall be signed by an authorized official of the firm.

C. All costs incurred in the preparation of the proposal shall be the sole responsibility of the firm.

D. The City reserves the right to reject any and all proposals and to request additional information concerning any proposal for purposes of clarification.

E. If awarded a contract, the property management firm shall maintain insurance coverage, including worker’s compensation, reflecting the minimum amounts and conditions specified by the City.

F. The terms and scope of the contract shall be arranged on the basis of professional negotiations between the City and the prospective firm. If the City and the prospective firm fail to reach a contractual agreement, the City may then negotiate with any other firm that responded to this RFP. A draft agreement has been included herein for reference only and is subject to revision at the City’s discretion where necessary.

G. The firm will comply with access of records, conflict of interest, and other laws and contract provisions as required.

VI. TERMS AND CONDITIONS
A. Issuance of this RFP does not commit the City to award a contract for services.

B. The City retains the right to reject any and all submittals.

C. Once submitted, the proposals become the property of the City.

D. The firm selected to perform the scope of services described in this RFP will be required to obtain and maintain a City of San Dimas Business License and any other federal, state of local licenses and permits required now or hereafter. For more information regarding the Business License process, or to obtain a Business License application packet, please visit the City’s Business License webpage at:
https://sandimasca.gov/departments/administrative_services/finance_division/busi ness_license___related_permits.php
E. The information presented in this RFP and in any report or other information provided by the City is provided solely for the convenience of the interested parties.

It is the responsibility of interested parties to assure themselves that the information contained in this RFP or other documents is accurate and complete. The City and its advisors provide no representations, assurances or warranties pertaining to the accuracy of the information.

F. The City may use any and all ideas and materials included in any submittal, whether or not the respondent is selected.

11 G. Proposals and all other information and documents submitted in response to this RFP are subject to the California Public Records Act, California Government Code §§ 6250 through 6276.48) (CPRA), which generally mandates the disclosure of documents in the possession of the City upon the request of any person, unless the content of the document falls within a specific exemption category. Proprietary information, such as financial information on the Proposing firm, shall not be disclosed unless required by law.

H. Non-Liability: By participating in the RFP process, each respondent agrees to hold the City and its and their officers, employees, agents, representatives, and consultants harmless from all claims, liabilities, and costs related to all aspects of this RFP.

VII. ANTICIPATED SELECTION PROCESS TIMELINE
Project Benchmarks Date
RFP Issuance
Questions Due
Proposals Due
Review by City Council
VIII. ATTACHMENTS
A. Proposed Draft Property Management Contract

01171.0013/821298.1 1

AGREEMENT FOR MANAGEMENT SERVICES
Charter Oak Mobile Home Estates
&
Monte Vista Place Senior Apartments
This Agreement is made this day on __________, 2022 by and between THE CITY OF SAN DIMAS HOUSING AUTHORITY and THE CITY OF SAN DIMAS (hereafter "Owner") and _________________________. (hereafter "Contractor").

In consideration of the property management services to be rendered by Contractor pursuant to this Agreement, Owner hereby designates Contractor as the exclusive Management Contractor and representative of Owner, for the purposes of managing and operating for Owner's account, the properties owned by Owner and located at 801 W. Covina Blvd in the City of San Dimas, California and commonly known as CHARTER OAK MOBILE HOME ESTATES (hereinafter called the "Park") and at 105 N. Monte Vista Place, San Dimas, California and commonly known as MONTE VISTA PLACE SENIOR APARTMENTS (hereinafter referred to as “Apartments). Collectively the two locations are referred to herein as the “Properties.”
I. Definitions and Rules of Interpretation.

Unless the context clearly requires otherwise, words of the masculine, feminine or neuter gender shall be construed to include each other gender when appropriate and words of the singular number shall be construed to include the plural number and vice versa, when appropriate. All the terms and provisions hereof shall be construed to effectuate the purposes set forth in this Agreement and to sustain the validity hereof.

The titles and headings of each section of this Agreement have been inserted for convenience of reference only, are not to be considered a part hereof and shall not in any way modify or restrict any of the terms or provisions hereof or be considered or given any effect in construing this document or any provision hereof or in ascertaining intent, if any question of intent shall arise.

II. Appointment of Contractor
Owner hereby appoints the Contractor exclusively to rent, lease, operate, manage and maintain the Properties, upon the terms hereinafter set forth herein. The Contractor hereby accepts such appointment as an independent contractor and agrees to the terms and conditions set forth herein.

III. Powers and Duties of Contractor
A. Generally. The Contractor shall manage, operate and maintain the Properties for the period and upon the terms herein provided, and to furnish the services of its organization for the operation, management and maintenance of the Properties, according to generally accepted procedures and practices usual and customary to management of a senior mobile home parks and senior apartments or as otherwise

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required by the Owner. Such services shall include, but not be limited to, the customary and ordinary maintenance and repair of the Property and its improvements, fixtures, appurtenances and grounds.

The Contractor shall engage in the appropriate procurement of any and all services and utilities in the reasonable opinion of Contractor, subject to Owner budgeting approval, necessary for the property management and maintenance of the Properties, including, but not limited to, water, electricity, gas, fuel, telephone, vermin extermination, refuse hauling, window cleaning and janitorialservices.

The Contractor shall do everything reasonably necessary for the property management of the Properties including, without limitation thereto, periodic inspections, handling all tenant requests and negotiations, supervision of maintenance, arranging for any improvements and alterations as may be required or requested of Owner, purchasing all materials and supplies, contracting with independent contractors to supply services, and expending such sums as Contractor deems necessary to accomplish the foregoing.

Contractor shall obtain approval from Owner for any expenditure for repairs, improvements or work in excess of five $5,000.00 thousand for any one item or repair/replacement, except monthly or recurring operating charges and/or emergency repairs in excess of the maximum, if in the opinion of Contractor such repairs are necessary to prevent additional damage or greater total expenditure or to protect the Properties from damage or to maintain services or conditions to the tenants as called for by their tenancy. The Contractor shall notify the Owner promptly whenever emergency repairs have been ordered or when any such action will result in the Contractor exceeding the approved budget for the appropriate line item to which such expenditure shall be accounted.

B. Compliance with Law. The Contractor shall operate the Properties in compliance with all current and future provisions of federal law, the Mobile Home Residency Law (California Civil Code 798 et seq.), Title 25 of the California Administrative Code, California State law, City Municipal Code and all other applicable law, including but not limited to, any rent control ordinance now in effect or hereinafter enacted, and shall maintain any and all records necessary and proper to show compliance therewith.

C. Rent of Properties. The Contractor shall use best efforts to secure and/or retain residents for the Properties, including the rental, repair and maintenance of any Apartment units or mobile homes situated at the Park which are owned or leased, or may hereinafter be owned or leased, by the Owner. Contractor shall collect lease applications, additional information as required by the Owner or other authoritative law or regulation and submit recommendations for approval to Owner. Owner shall make the final determination to accept a rental applicant. Contractor will finalize

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all paperwork to perfect the lease and secure the tenancy. The form of any rental agreement shall be approved by Owner. Any necessary advertising to rent or lease the Properties shall be done in the name of the Park or Apartments, and shall be paid for as an Operation and Maintenance Expense pursuant to Section IX hereof.

Contractor shall have the authority and exclusive right to negotiate leases and month-to-month tenancies with existing and prospective tenants upon terms and conditions approved by the Owner. All leases over one (1) year shall be approved by the Owner. The Contractor shall have the authority to: (i) sign, renew and/or cancel rental/lease agreements with the approval of Owner and in a form approved by the Owner for the Properties or any portion thereof; (ii) collect rents, security deposits, or other charges and expenses due or to become due and give receipts thereto; (iii) sign and serve in the name of Owner such notices as are appropriate; (iv) upon approval of Owner, serve legal notices and assist local authorities and Owner with the removal or eviction of any tenant.

D. Repairs. The Contractor shall have the right to make, or cause to be made and supervise repairs, decorations and alterations to the Properties, to purchase supplies and to pay all bills therefore, subject in all respects to the provisions of Section IX.

Contractor will notify City of all repair work exceeding $1000.00 and any such work shall require the payment of prevailing wages. Contractor will obtain City approval for all work exceeding $5000.00. The Contractor agrees to obtain a minimum of three (3) estimates for any such single repair, except for emergency repairs, exceeding $5,000. Any new construction, alteration, installation, demolition or repair work over $25,000 or maintenance work over $15,000 shall also require contractor and project registration with the California Department of Industrial Relations (DIR). Contractor shall submit the appropriate documentation to (DIR) with a copy to the City. Public bidding procedures may be required for larger repair projects and Contractor shall cooperate with Owner to determine the necessity of any such project. In the event emergency repairs are necessary, written notification must be provided to the Owner within 3 business days.

E. Utilities. The Contractor shall have the right to make contracts, in the capacity of agent for the Owner and in the Owner’s name, for electricity, natural gas, fuel, water, telephone, cable TV, trash or rubbish hauling, gardening services, pool services and other services or such of them as the Contractor shall deem advisable and/or as required by the rental/lease agreements with the residents of the Properties and the management polices as they may from time to time be amended by the Owner.

F. Contractor Employees. The Contractor shall have the right to hire, discharge and supervise all labor required for the maintenance and operation of the Properties.

All such employees shall be the employees of the Contractor and shall be adequately bonded, if required by Owner and in an amount satisfactory to Owner.

Any such employees shall be compensated by Contractor. The cost of such employees shall be provided for in the annual budget and identified separately from the Management Fee set forth herein. Such employees shall be used solely for the

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maintenance and operation of the Properties. Contractor shall provide Owner with copies of titles, job descriptions and qualifications for all Contractor employees working on the Properties.

G. Collection and Disposition of Gross Park Revenues. The Contractor shall collect and dispose of all rents and other charges which at any time are due or become due from any resident of the occupying space in the Park or the Apartments, or from others for services provided in connection with, or for the use of the Properties or any portion thereof.

From gross revenues collected from the Properties, Contractor shall:

1. Pay all operating expenses incurred through renting, servicing, maintaining or repairing the Properties, including budgeted labor costs and such other expenses in connection with the properties as may be authorized by the Owner.

2. Deduct Contractor’s management fee described under Section VII, below and any other fees due to the Contractor under the terms of this Agreement.

3. Pay real and personal property taxes and other taxes or assessments levied and assessed against each Property should such obligation be on the Owner.

Contractor shall establish a reserve for such payments by withholding from gross revenues an amount equal to the estimated annual taxes and then pay such taxes from the reserve prior to delinquency.

H. Cooperation in Litigation. The Contractor shall assist Owner, Owner’s legal counsel, or Owner’s insurance carrier, in any ongoing litigation or litigation hereafter filed by any resident, potential resident, or any other person(s) related to the ownership or operation of the Park.

I. Enforcement of Rules. The Contractor shall fairly and uniformly enforce the rules and regulations of each Property as they now exist or as hereinafter amended by the Owner.

J. Processing Complaints. The Contractor shall receive complaints of residents of the Properties in writing, absent exigency requiring an immediate response, and respond to such complaints in a timely fashion. Contractor will ensure that there is an initial point of contact for each Property to resolve complaints at the site level.

Contractor will further provide for a review of any unresolved complaints at its own management level to attempt to resolve any complaints without Owner involvement. As specified and agreed to by the Owner, the Contractor agrees to document and maintain copies of any such complaints received with the inclusion of, but not limited to, a serialized complaint number (as an example 2022- Complaint-0001), date of receipt, complainant, category of complaint, and description of complaint. Documentation for each complaint will include correspondence from Contractor, Owner’s employees, Residents, or where

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applicable, the Owner and/or external entities, in a manner that maintains the totality of the initial complaint, processing and documented satisfactory resolution, final resident closing document critiquing the implemented resolution, and any other pertinent information with the same serialized complaint number. Contractor shall maintain complaint records for such period as required by law or five years, whichever is longer, in a manner easily accessible to the Owner and shall make them available for the Owner’s inspection upon request. In the event that the Contractor is unable to resolve a compliant to the satisfaction of the complainant, such complaint shall be forwarded to Owner as provided below.

1. Classification of Complaints
Owner and Contractor can define more explicit criteria establishing the classification, response time, adequacy of resolution or other aspects necessary for processing complaints as deemed necessary by the Owner and subject to the Owners sole determination.
(a) Routine – Defined as normal and customary maintenance, park behavior, park or other regulation violation and operational concerns that do not constitute an imminent and/or significant health and safety risk nor requires immediate response to avoid risk liability or reputational exposure to the Properties or Owner.
(i) The Contractor will resolve the complaint and respond to the resident regarding the resolution. Contractor shall have final say and responsibility with respect to response and resolution. (ii) Appeal to Owner: No appeal shall be granted.
(b) Intermediate – Defined as non-routine activity that does not require an immediate response but constitutes an ongoing or substantial violation of the Agreement, federal state or local laws and regulations, substantially impairs the lifecycle viability of a capital asset or constitutes an ongoing failure to adequately resolve a routine complaint.
(i) The Contractor will resolve the complaint and respond to the resident regarding the resolution.
(ii) The Contractor shall advance the complaint with all supporting materials to the Owner for review. As deemed necessary by Owner, Owner will review and establish an additional required resolution response which will be promptly implemented by the Contractor or as otherwise directed by the Owner.
(iii) A Routine complaint can be upgraded for review similarly to an Intermediate complaint when the resident can establish that such complaint should have been classified as Intermediate or above, requests the review in writing to the Owner and provides a review fee established by the Owner.

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(iv) If the Owner deems the complaint was misclassified as Routine, the review fee shall be refunded to the resident.
(v) If the Owner deems the complaint was appropriately classified as Routine, the Owner shall retain the fee and return the complaint to the resident and Contractor as “Appeal Denied.” Such action shall be final and not appealable.
(c) Critical/Fraud – Defined as an imminent threat to life safety, health, and welfare where delayed response will significantly and reasonably expose residents to threat of death, significant injury, or the Owner to significant liability. Such complaints shall include any criminal allegation of fraud, violation of law, gross negligence of the Contractor or where Contractor is willfully negligent in addressing a serious or ongoing intermediate concern.
(i) The Contractor shall provide a receipt confirmation within 4 hours to the resident and initiate the appropriate action.
(ii) Resident may submit Critical/Fraud complaints to both Contractor and Owner simultaneously. Contractor shall advance the
complaint to the Owner no more than 4 hours after receipt of the Critical/Fraud complaint.
(iii) The Contractor shall advance the complaint with all supporting materials to the Owner for review.
(iv) Owner will review all Critical/Fraud complaints. In the case further action is necessary, the Owner will provide the Contractor, or other entity, direction and a timeline for implementing the appropriate resolution. Owner’s direction shall constitute a binding obligation on the Contractor.
(v) In the case a resident submits a Critical/Fraud complaint to the Owner that is unequivocally or recklessly misclassified, the Contractor shall be authorized to assess a fine to the resident in accordance with such fine established by Contractor and approved by Owner.

2. Responsibility of Governing Body
In accordance with the San Dimas Municipal Code, the Governing Body vests authority to administer agreements with the City Manager. In order to ensure efficient and effective administration of this agreement, in any case where the Governing Body desires to inquire, consider or advise on internal administrative processes for complaints, resolution, management, and operation of the Properties governed by this Agreement, the City Council may:

01171.0013/821298.1 7
(a) Refer such matters to the Senior Commission to provide input to Owner’s staff on a specific matter referred to such commission by the Governing Body, or
(b) Form an ad hoc committee of two Governing Body members to consult with the Contractor and Owner staff regarding any aspect of this Agreement and to provide input to Owner’s staff for their consideration, or
(c) In the case such issue or matter is of such magnitude, the Governing Body, upon review and recommendation of the Senior Commission, may authorize the issuance of a six (6) month Notice of Termination.

K. Books and Records. The Contractor shall keep adequate books and records and, in a form, acceptable to Owner, in connection with all matters arising under the terms of this Agreement for period required by law or five years, whichever is greater.

Contractor shall render to Owner a monthly statement showing all receipt and disbursement, together with supporting vouchers, if requested, and reflecting the financial condition and property maintenance of the Property for the month immediately preceding. Contractor shall allow Owner, during normal business hours, access to the records and correspondence of the Contractor pertaining to any transaction arising out of this Agreement. Records shall be made available in an electronic format suitable for viewing by the Owner at any time. At the close of each Fiscal Year, the Contractor shall, pursuant to a written request of Owner, allow the books of the operating accounts to be examined and/or audited by a certified public accountant, selected by Owner, who shall transmit a copy of his/her report to Owner within ninety (90) days after the close of each Fiscal Year. In the event of the termination of this Agreement by Owner or the Contractor, the Contractor specifically agrees to turn over to Owner, or its authorized representative, at a date of such termination or withdrawal, all records, correspondence and documents pertaining to the Properties. Records required to be maintained by this section shall include, but not be limited to, all leases, complaints, expenses, repair or maintenance contracts, financial records, and an up-to-date roster of all tenants currently occupying the Properties along with current contact information for each.

L. Protection of the Park. The Contractor shall not impair operation of the Properties or any part thereof necessary to secure the Gross Park Revenues for the purposes required pursuant hereto and pursuant to the Agreement
IV. Bonds and Insurance
A. Fidelity Bond. The Contractor shall maintain a fidelity bond, or other insurance, on all officers and employees of the Contractor who collect or have custody of or access to Gross Park Revenues, the Operation and Maintenance Fund or any other revenues, moneys, income or deposits related to operation of the Properties. Such fidelity bond shall be in an amount equal to $500,000. Owner shall be designated as loss payees on any such fidelity bond or insurance policy.

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B. Maintenance of Errors and Omissions Insurance. The Contractor shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Contractor agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.

C. Maintenance of Workers’ Compensation Insurance. The Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). Contractor shall submit to the Owner, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the Owner, its officers, Contractors, employees and volunteers.

D. General Liability Insurance. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

E. Additional insured status. General liability policies shall provide or be endorsed to provide that Owner and its officers, officials, employees, Contractors, and volunteers shall be additional insureds under such policies.

This provision shall also apply to any excess/umbrella liability policies.

F. Crime Insurance. Contractor shall maintain commercial crime insurance which shall be written on a “loss sustained form” or “discovery form” with limits of not less than $1,000,000 per occurrence for Employee Dishonesty, Fraud, Depositor Forgery, Money Orders & Counterfeit money, Fraudulent Fund Transfers, and Theft by Electronic Means. Said policy shall also include coverage for Money & Securities – On and Off Premises – including transportation by messenger, Fraudulent Instruction, Robbery and Burglary with limits of not less than $1,000,000 per occurrence. Owner, its officers, employees, and Contractors shall be named as Loss Payees. If the policy is written on a “discovery form,” it must include an extended reporting period of not less than one (1) year.

G. Automobile liability insurance. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than 1,000,000 combined single limits for each accident.

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H. Cyber Security & Privacy Liability Insurance. Contractor shall procure and maintain Cyber Security and Privacy Liability insurance with limits of $1,000,000 per occurrence/loss, $2,000,000 aggregate which shall include the following coverage:

1. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including credit monitoring and regulatory fines arising from such theft, dissemination or use of the confidential information.

2. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems, including hacker or denial of service attacks.

3. Liability arising from the failure to render professional services.

I. If coverage is maintained on a claims-made basis, Contractor shall maintain such coverage for an additional period of three (3) years following termination of the contract.

V. Indemnification
To the fullest extent permitted by law, Contractor shall indemnify and hold harmless Owner and any and all of its officials, employees and Contractors (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including legal counsel’s fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of Contractor, its officers, Contractors, employees or subconsultants (or any agency or individual that Contractor shall bear the legal liability thereof) in the performance of services under this agreement.

Contractor’s duty to indemnify and hold harmless Owner shall not extend to the Owner’s sole or active negligence.

The Contractor shall notify Owner and its insurers in writing as soon as possible after notice of any injury or claim is received, and the Contractor taking no actions which will operate to bar Owner from obtaining any protection afforded by any policies of insurance it may hold or which tend to prejudice the defense in any such legal proceedings, or otherwise prevent Owner from protecting itself against any such claim, demand or legal proceeding.

It is understood that Owner shall have the sole and exclusive right to conduct the defense of any such claim, demand or legal proceeding.

In the event the Owner, its officers, employees, Contractors and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this agreement, and upon demand by Owner, Contractor shall defend the Owner at Contractor’s cost or at Owner’s option, to reimburse Owner for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by Contractor’s negligent acts, errors or omissions. Payment by Owner is not a condition precedent to enforcement of this provision. In the event of any

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dispute between Contractor and Owner, as to whether liability arises from the sole or active negligence of the Owner or its officers, employees, or Contractors, Contractor will be obligated to pay for Owner’s defense until such time as a final judgment has been entered adjudicating the Owner as solely or actively negligent. Contractor will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees and costs of litigation.

VI. Term of Agreement
A. Term. The term of this Agreement for Management Services shall commence on _________________ and shall end on ___________________.

B. Termination. Owner shall have the right to terminate this Agreement with or without cause, at any time upon forty-five (45) days prior written notice to the Contractor.

C. The Contractor shall have the right to terminate this Agreement, with or without cause, at any time upon one hundred eighty (180) days’ prior written notice to Owner.

D. In the case of hardship due to Contractor’s termination of the Agreement and upon written request by the Owner, the Contractor will consider and not unreasonably withhold consideration of an extension to the notice provided in Section VI.C of up to an additional one hundred eighty (180) days to facilitate a smooth transition.

VII. Compensation
The Contractor shall be paid, as a monthly Operation and Maintenance Expense, a monthly Management Fee in the amount of $_______per month for the Park and $________ per month for the Apartments.

VIII. Adoption of Annual Budgets
Not later than May 1 in each Fiscal Year during the term of this Agreement, the Contractor shall develop, prepare, and propose with Owner a proposed annual and multiyear operating budget and capital improvement plan for each of the Properties reflecting the details required by the Owner to ensure oversight of activities for the Properties. The capital improvement plan will be supported by a periodic condition assessment of the Properties and will project the annual projects, cost estimates, and timing of capital improvements over a 5 and 10 year period. Not later than July 1 in each year during the term of this Agreement and subject to overall appropriation by the Owner, Owner shall approve a Budget for each Property.

IX. Payment of Operation and Maintenance Expenses; the Operation and Maintenance Funds
A. Owner and the Contractor hereby agree to maintain a separate trust account for each Property to be designated the “Charter Oak Operation and Maintenance Fund” and

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the “Monte Vista Operation and Maintenance Fund” to be held in the name of Owner. Contractor may use a financial institution of its choosing, subject to approval by Owner. The Contractor shall have the right to sign checks on and withdraw money from each Operation and Maintenance Fund for the purpose of paying Park or Apartment Operation and Maintenance Expenses authorized by this Agreement.

B. Contractor shall deposit all revenues from the Properties into the appropriate Operating and Maintenance Fund account.

C. Contractor may withdraw from the appropriate Operating and Maintenance Fund Account to pay any utilities, contractors or other expenses authorized by this Agreement, including the management fee for each Property.

D. In the event that any item of expense is incurred which is not included in the Park or Apartment budget, the Contractor shall promptly notify Owner of such fact, and shall provide Owner with such additional information relating to such item as Owner may request.

E. On or before the fifth (5th) day of each month, Owner shall transfer by wire all remaining net operating revenues for the preceding month to U.S. Bank National Association as Trustee as provided in the Indenture of Trust by and between the San Dimas Housing Authority and U.S. Bank National Association for the Refunding Bond Series 2020A entered into no October 1, 2020. Owner shall separately provide account and transfer information.

X. Events of Default; Remedies
A. Monetary Defaults. In the event that the Contractor shall fail to observe and perform any covenant, condition or agreement on its part required to be observed or performed by this Agreement with respect to payment, collection and/or deposit of moneys (including but not limited to, the maintenance of all insurance policies required hereunder, collection of revenues, transfer of revenues, and payment of Park or Apartment Operation and Maintenance Expenses), and such failure shall continue for a period of five (5) days after Owner gives written notice to the Contractor of such default (unless the Owner shall agree in writing to an extension of such period prior to its expiration), then Owner may terminate this Agreement for Management Services and replace the Contractor.

B. Non-monetary Defaults. In the event that the Contractor shall fail to observe and perform any covenant, condition or agreement on its part required to be observed or performed by this Agreement for Management Services (other than those monetary defaults specified in paragraph (a) of this Section), and such failure shall continue for a period of thirty (30) days after Owner gives written notice to the Contractor of such default (unless the Owner shall agree in writing to an extension of such time prior to its expiration), then Owner may terminate this Agreement and replace the Contractor.

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C. Additional Remedy. In addition to the remedy specified in paragraphs (a) and (b) of this Section, Owner may take whatever action at law or in equity as may be necessary or desirable to collect the payments and other amounts then due and thereafter to become due or to specifically enforce performance and observance of any obligation, agreement or covenant of the Contractor.

XI. Assignment; Third Party Beneficiaries
A. This Agreement, and the rights hereunder shall not be assignable by either party without the written consent of the other party.

B. Nothing in this Agreement shall be read or construed so as to grant a third-partybeneficiary interest herein to any party.

XII. Severability
If any Section, paragraph, sentence, clause or phrase of this Agreement shall for any reason be held illegal, invalid or unenforceable, such holding shall not affect the validity of the remaining portions of this Agreement. The parties do hereby declare that they would have entered into this Agreement and each and every other Section, paragraph, sentence, clause or phrase hereof and authorized this Agreement irrespective of the fact that any one or more Section, paragraphs, sentences, clauses, or phrases of this Agreement may be held illegal, invalid or unenforceable.

XIII. Execution in Counterparts
This Agreement may be simultaneously executed in multiple counterparts, all of which shall constitute one and the same instrument, and each of which shall be deemed to be an original.

XIV. Governing Law
This Agreement shall be construed and governed in accordance with the laws of the State of California.

XV. Amendment
The Contractor and Owner may amend this Agreement at any time. Such amendments shall have no effect until mutually agreed and executed in a written amendment to this Agreement.

XVI. Conflict with Rules and Regulations
In the event any of the provisions of this Agreement conflict with any of the rules and regulations of the Park or Apartments, the provisions of this Agreement shall govern.

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XVII. Conflict with State, County or City Law and Regulations In the event any of the provisions of this Agreement conflicts with any of the laws and regulations of the State of California, County of Los Angeles, or City of San Dimas, as applicable to the City of San Dimas, the provisions of the State, County, and City law and regulations shall govern.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on __________, 2022.

MANAGER:
________________
Date: ________________________________
By: ________________________________
Name:

Address:

OWNER:

San Dimas Housing Authority
Date:

By:

Name:

Address:
________________________________
________________________________
Brad McKinney, Executive Director
245 E. Bonita Avenue
San Dimas, CA 91773

Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the meeting of March 24, 2026
From: Brad McKinney, City Manager
Prepared by: Scott Wasserman, Director of Parks & Recreation Subject: Adopt Resolution 2026-21, Approving Engineer’s Report on the Boulevard Assessment District, Declaring Intention to Levy and Collect an increased Assessment, and Fixing a Time and Place for a Public Hearing for Boulevard Open Space Maintenance District No. 1, Tract 32818, Boulevard ____________________________________________________________________________

SUMMARY
Adoption of a Resolution that approves the Engineer's Report on the Boulevard Assessment District, declares the City Council’s intent to levy and collect an increased assessment for Fiscal Year 2026-27, and fixes a time and place for a Public Hearing for Open Space Maintenance District No. 1, Tract 32818, Boulevard.

RECOMMENDATION
It is recommended that the City Council:
• Adopt Resolution 2026-21, Boulevard Assessment District, approve the Engineer’s Report and declare an intent to levy and collect an increased Assessment for the Fiscal Year 2026-2027.
• Conduct a Public Hearing on May 26, 2026, for Open Space Maintenance District No. 1, Tract 32818, Boulevard.

FISCAL IMPACT
The funds collected from the assessment are used to offset costs incurred by the City for the maintenance of the Boulevard Landscape District. An Assessment increase of 2.9%, reflective of changes in the Consumer Price Index (CPI), is proposed to stay current with maintenance fees for this District. The Assessment Rate for the Fiscal Year 2025-2026 was $643.98 per parcel. The rate proposed for 2026-2027 is $662.66 per parcel, an increase of $18.68 or 2.9% per household.

The increased assessment in FY 2026-27 will increase the amount collected by the City for the maintenance of the District by $354.92. With the projected increase in the assessment of $18.68 per parcel, the fund is expected to show a year-end balance of $156.40 in FY 2026-27.

Resolution Approving Engineers Report - Boulevard Page 2 For the meeting of March 24, 2026
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BACKGROUND
The Boulevard Open Space Maintenance District was formed under the provisions of the Landscape and Lighting Act of 1972, Division 15, Part 2, of the Streets and Highways Code of the State of California. The Act further establishes procedures for the annual levy of assessments which includes the approval of an Engineer’s Report and establishing a time and place for a Public Hearing. The Boulevard Assessment District consists of 19 homes that back up to a tree and ivycovered slope on Paseo Dorado as well as homes that take entry to their properties along Paseo Alondra.

In 2006, the 19 property owners in the Boulevard Open Space Maintenance District approved by ballot measure an annual Consumer Price Index adjustment for future years not to exceed 7% as necessary to cover the costs of maintenance, including increases in the costs of materials, labor, and utilities.

On February 10, 2026, the City Council adopted Resolution 2026-12 requesting the preparation of the Engineer’s Report for the annual levy of assessments for Open Space District No. 1, (Tract No. 32818, Boulevard) for the Fiscal year 2026-2027.

In March 2026, the February 2026 CPI number was released. City staff averaged the Consumer Price Increase percentages from February 2025 to February 2026, reaching an average of 2.9%.

Resolution Approving Engineers Report - Boulevard Page 3 For the meeting of March 24, 2026
2 4
4 8

DISCUSSION/ANALYSIS
The Engineer’s Report has been prepared with the scope of work to include general landscape, utilities such as water and electricity, as well as tree and irrigation system maintenance. With projected maintenance costs of $12,590.54 and an increased assessment totaling $662.66 per parcel, the FY 2026-27 year-end fund balance is projected to be $156.04. This fund balance is set aside for reserve/emergency landscape maintenance.

The fund account for the Boulevard Assessment District has been depleted in the past 5 years due to several large projects. Twenty new trees were planted in 2021, and repairs were done on the slopes due to a slide. The cost of water for irrigation has increased significantly due to increasing water rates.

Staff is requesting that the City Council Adopt Resolution 2026-21 Boulevard Assessment District, approve the Engineer’s Report and declare an intent to levy and collect an increased Assessment for the Fiscal Year 2026-2027, and conduct a Public Hearing on May 26, 2026, for Open Space Maintenance District No. 1, Tract 32818, Boulevard. As previously discussed, the Assessment Rate for the Fiscal Year 2025-2026 is $643.98 per parcel. The annual rate proposed for Fiscal Year 2026-2027 is $662.66 per parcel, which reflects an increase of $18.68 per parcel, or 2.9%.

ALTERNATIVES

1. The Council could elect not to adopt Resolution 2026-21, Boulevard Assessment District, and deny the Engineer’s Report for the Fiscal Year 2026-2027.

By not approving the Engineer’s Report and moving forward with the Public Hearing, the City Council would be moving forward without an approved assessment which would lead to all costs associated with Boulevard Assessment District being subsidized by the City’s General Fund.

ENVIRONMENTAL REVIEW
This activity is not a project under the California Environmental Quality Act. There is no direct physical or reasonably foreseeable indirect physical change to the environment with the recommended action.

Respectfully submitted,
Scott Wasserman, Director of Parks & Recreation
Attachments:
1 Resolution 2026-21
2 Engineer’s Report for Fiscal Year 2026-2027 for Open Space Maintenance District No.1, Tract 32818, Boulevard

ATTACHMENT 1
RESOLUTION 2026-21

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS, COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, APPROVING THE ENGINEER’S REPORT

AND DECLARING ITS INTENTION TO LEVY AND COLLECT AN ASSESSMENT FOR FISCAL YEAR 2026-27 PURSUANT TO THE LANDSCAPE AND LIGHTING ACT OF 1972 AND ARTICLE XIIID OF THE CALIFORNIA CONSTITUTION, AND FIXING A TIME

AND PLACE FOR A PUBLIC HEARING FOR HEARING OBJECTIONS FOR OPEN SPACE MAINTENANCE DISTRICT NO. 1 (TRACT 32818, BOULEVARD) WHEREAS, The San Dimas City Council formed Open Space Maintenance District No. 1, under Resolution No. 77-57 pursuant to the terms and provisions of the “Landscaping and Lighting Act of 1972,” being Division 15, Part 2, of the Streets and Highways Code of the State of California; and
WHEREAS, the San Dimas City Council proposes the continued maintenance of landscaping improvements within said district for Fiscal Year 2025-2026; and WHEREAS, the City Council of the City of San Dimas finds that the levy of an assessment at the same amount as last year is exempt from the procedure and approval process of Section 4 of Article XIIID of the California Constitution pursuant to Section 5(b) of Article XIID; and
WHEREAS, the amount of the assessment may be less than the amount to pay for the cost of maintaining the landscaping in the District in future years, and therefore could be adjusted following an advertised public hearing to reflect changes in the Consumer Price Index not to exceed 7% as approved by the district ballot election on June 27, 2006; and WHEREAS, an Engineer’s Report, as required by law, has been presented to and approved by the City Council of the City of San Dimas which provides for an increase in the levied assessment for the District by the Consumer Price Index rate of 2.9% for the fiscal year 2026-2027,
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of San Dimas does hereby resolve that:

SECTION 1. The City Council proposes to levy and collect an assessment to maintain improvements within Open Space Maintenance District No.1, (Tract No. 32818) for Fiscal Year 2026-27
SECTION 2. The scope of the maintenance work includes the maintenance and restoration of landscaping improvements, including irrigation, pruning, pest control, fertilization, weed control, drainage system, major tree trimming, and miscellaneous related work within said district.

SECTION 3. The Engineer’s Report calls for a total of $12,590.54 to be collected for Fiscal Year 2026-2027 resulting in a yearly assessment per parcel of $662.66, which is a yearly assessment increase of $18.68 per parcel, or 2.9%.

Resolution 2026-21 Page 2
Engineer’s Report for Boulevard Assessment District
March 24, 2026
SECTION 4. Future year cost of maintenance of the improvements, including increases in cost of materials, labor and utilities, will cause the amount of the annual assessment to be increased by an amount that will not exceed changes in the Consumer Price Index.

SECTION 5. The City Council, by this resolution, hereby approves the Engineer’s Report which indicates the amount of the proposed assessments, the district boundary, assessment zones, and detailed description of improvements. A copy of said report is on file in the office of the City Clerk.

SECTION 6. That the 26th of May, 2026, at the hour of 7:00 p.m., in the San Dimas City Council Chambers, 245 East Bonita Avenue, San Dimas, California, is hereby set as the Public Hearing where any and all persons having any objection to the levy of the proposed assessment may appear and show cause why said work should not be done or carried out in accordance with this resolution of intention. The City Council will consider all oral and written protests.

PASSED, APPROVED AND ADOPTED this 24th day of March, 2026. ____________________________________
Emmett G. Badar, Mayor
ATTEST:
_______________________________
Debra Black, City Clerk

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §

CITY OF SAN DIMAS )
I, DEBRA BLACK, CITY CLERK of the City of San Dimas, California, do hereby certify that Resolution 2026-21 was duly adopted and passed at a regular meeting of the San Dimas City Council on the 24th, day of March, 2026 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Debra Black, City Clerk

ATTACHMENT 2

Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of March 24, 2026
From: Brad McKinney, City Manager
Prepared by: Scott Wasserman, Director of Parks & Recreation Subject: Adopt Resolution 2026-22, Approving Engineer’s Report on the Northwoods Assessment District, Declaring Intention to Levy and Collect an Assessment, and Fixing a Time and Place for a Public Hearing for Open Space Maintenance District No. 1, Annexation No. 3, Tract 32841, Northwoods ____________________________________________________________________________

SUMMARY
Adoption of a Resolution that approves the Engineer’s Report on the Northwoods Assessment District, declares the City Council’s intent to levy and collect an assessment for the period of July 2026 through December 2026, and fixes a time and place for a Public Hearing for Open Space Maintenance District No. 1, Annexation No. 3, Tract 32841, Northwoods.

RECOMMENDATION
It is recommended that the City Council:
• Adopt Resolution 2026-22, Northwoods Assessment District, approving the Engineer’s Report and declare an intent to collect an Assessment for the Fiscal Year 2026-27. • Conduct a Public Hearing on May 26, 2026, for Open Space Maintenance District No. 1, Annexation No. 3, Tract 32481, Northwoods.

FISCAL IMPACT
The funds collected from the assessment are used to offset costs incurred by the City for maintenance of the Northwoods Landscape District. The annual assessment paid by each of the 38 households was $898.42 in Fiscal Year 2025-26. The same rate will be assessed in Fiscal Year 2026-27. However, because the Northwoods Assessment District is scheduled to sunset on January 1, 2027 (i.e. in the middle of the fiscal year) residents in the District will be assessed one

Resolution Approving Engineer’s Report - Northwoods Page 2 For the meeting of March 24, 2026
half of the annual assessment, or $449.21. The assessments will generate $17,070 in funds that will be used to maintain plants and trees in the District.

BACKGROUND
The Northwoods Open Space Maintenance District was formed in 1978 under the provisions of the Landscape and Lighting Act of 1972, Division 15, Part 2, of the Streets and Highways Code of the State of California. The District is located west of Ladera Sera Park, south of Avenida Ladera and east of Via Palomares.

The City collects an annual assessment from 38 private homeowners to provide general maintenance services to the landscape district. The maintenance work is completed by a landscape contractor and includes maintenance of the landscaping, irrigation system, and regular tree trimming. The Streets and Highways Code of the State of California further establish procedures for the annual levy of assessments, which includes the approval of an Engineer’s Report that estimates anticipated expenses incurred by the City for maintaining the area in the upcoming fiscal year.

Resolution Approving Engineer’s Report - Northwoods Page 3 For the meeting of March 24, 2026
The residents of the assessment district were given the option to vote for an increase in the assessment on May 9, 2023. The vote was opposed by 70% of the ballots submitted. The City Council then directed staff to revise the original Engineer’s Report for reduced maintenance to match the amount that is collected through assessments. At meetings prior to the vote, residents vehemently voiced opposition to any future increase in the annual assessment as well.

The assessment sunsets on January 1, 2027, at which time the City will no longer have any responsibility in the maintenance of these properties. City staff sent a letter to all residents in the Northwoods Assessment District on January 13, 2026 (Attachment 3) advising that the Landscape Assessment District will sunset on January 1, 2027 and that residents will be responsible for the maintenance of their private property that is currently completed by City, after this date.

On February 10, 2026, the City Council adopted Resolution 2026-13 requesting the preparation of the Engineer’s Report for the annual levy of assessments for Open Space District No. 1, Annexation No. 3 (Tract No. 32841, Northwoods) for the Fiscal Year 2026-27. The Engineer’s Report (Attachment 2) projects a deficit of $0 for the Fiscal Year 2026-27. However, the fund has an overall deficit of $25,686.29 over the life of the fund since its creation in 1978.

DISCUSSION/ANALYSIS
The Engineer’s Report has been prepared with the scope of work to include general landscape, utilities such as water and electricity, as well as tree and irrigation system maintenance. No increase is proposed in the Assessment rate. The Fiscal Year 2025-26 assessment rate was $898.42 per parcel and the rate proposed for July 2026 through December 2026 will remain at $898.42 per parcel. However, as the Northwoods Assessment District is set to expire on January 1, 2027, residents will be assessed one half of this amount ($449.21), which reflects the cost of six months of general maintenance for the District (July through December 2026). On January 1, 2027, the City will remove irrigation controllers and will no longer be responsible for the maintenance or irrigation of trees and landscaping in the Northwoods Assessment District.

There is no General Fund subsidy requested to allow for the same level of service to continue for the Northwoods Assessment District in FY 2026-2027. Staff will provide services that correspond to the available budget.

ALTERNATIVE

1. The Council could not elect to adopt Resolution 2026-22, Northwoods Assessment District, and deny the Engineer’s Report for Fiscal Year 2026-2027.

By not approving the Engineer’s Report and moving forward with the Public Hearing, the City Council would be moving forward without an approved assessment which would lead to all costs associated with Northwoods Assessment District being subsidized by the General Fund.

ENVIRONMENTAL REVIEW
This activity is not a project under the California Environmental Quality Act. There is no direct physical or reasonably foreseeable indirect physical change to the environment with the recommended action.

Resolution Approving Engineer’s Report - Northwoods Page 4 For the meeting of March 24, 2026
Respectfully submitted,
Scott Wasserman, Director of Parks & Recreation
Attachments:
1 Resolution 2026-22
2 Engineer’s Report for Fiscal Year 2026-27 for Open Space District No. 1, Annexation No. 3, Tract 32841, Northwoods
3 Letter to Residents Dated January 13, 2026

ATTACHMENT 1
RESOLUTION 2026-22

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS, COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, APPROVING THE ENGINEER’S REPORT

AND DECLARING ITS INTENTION TO LEVY AND COLLECT AN ASSESSMENT FOR FISCAL YEAR 2026-27 PURSUANT TO THE LANDSCAPE AND LIGHTING ACT OF 1972 AND ARTICLE XIIID OF THE CALIFORNIA CONSTITUTION, AND FIXING A TIME

AND PLACE FOR A PUBLIC HEARING FOR HEARING OBJECTIONS FOR OPEN SPACE MAINTENANCE DISTRICT NO. 1, ANNEXATION NO. 3, (TRACT 32841,

NORTHWOODS)
WHEREAS, The San Dimas City Council formed Open Space Maintenance District No. 1, under Resolution No. 78-38 pursuant to the terms and provisions of the “Landscaping and Lighting Act of 1972,” being Division 15, Part 2, of the Streets and Highways Code of the State of California; and
WHEREAS, the San Dimas City Council proposes the continued maintenance of landscaping improvements within said district for Fiscal Year 2026-2027; and WHEREAS, the City Council of the City of San Dimas finds that the levy of an assessment at the same amount as last year is exempt from the procedure and approval process of Section 4 of Article XIIID of the California Constitution pursuant to Section 5(b) of Article XIID; and
WHEREAS, an Engineer’s Report, as required by law, has been presented to and approved by the City Council of the City of San Dimas which provides for the levied assessment at the same rate as last year for the District, and
WHEREAS, Open Space Maintenance District No. 1, Annexation No. 3 (Tract No. 32841) is scheduled to sunset on January 1, 2027,
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of San Dimas does hereby resolve that:

SECTION 1. The City Council proposes to levy and collect an assessment to maintain improvements within Open Space Maintenance District No.1, Annexation No. 3 (Tract No. 32841) for the period July 2026 through December, 2026.

SECTION 2. The scope of the maintenance work includes the maintenance and restoration of landscaping improvements, including irrigation, pruning, pest control, fertilization, weed control, drainage system, major tree trimming, and miscellaneous related work within said district.

SECTION 3. The Engineer’s Report calls for a total of $17,070 to be collected for the first six months of Fiscal Year 2026-2027 resulting in a yearly assessment per parcel of $449.21, which is the same assessment rate as adopted for Fiscal Year 2025-2026.

Resolution 2026-22 Page 2
Approve Engineer’s Report Northwoods Assessment District March 24, 2206
SECTION 4. The City Council, by this resolution, hereby approves the Engineer’s Report which indicates the amount of the proposed assessments, the district boundary, assessment zones, and detailed description of improvements. A copy of said report is on file in the office of the City Clerk.

SECTION 5. That the 26th of May, 2026, at the hour of 7:00 p.m., in the San Dimas City Council Chambers, 245 East Bonita Avenue, San Dimas, California, is hereby set as the Public Hearing where any and all persons having any objection to the levy of the proposed assessment may appear and show cause why said work should not be done or carried out in accordance with this resolution of intention. The City Council will consider all oral and written protests.

PASSED, APPROVED AND ADOPTED this 24th, day of March, 2026. ____________________________________
Emmett G. Badar, Mayor
ATTEST:
_______________________________
Debra Black, City Clerk

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §

CITY OF SAN DIMAS )
I, DEBRA BLACK, CITY CLERK of the City of San Dimas, California, do hereby certify that Resolution 2026- was duly adopted and passed at a regular meeting of the San Dimas City Council on the 24th, day of March, 2026 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Debra Black, City Clerk

ATTACHMENT 2

CITY OF SAN DIMAS
OPEN SPACE MAINTENANCE DISTRICT NO. 1, ANNEXATION NO. 3 (TRACT NO. 32841, NORTHWOODS DEVELOPMENT)

ENGINEER'S REPORT
FISCAL YEAR 2026-2027
SECTION 1 AUTHORITY FOR REPORT
This report is prepared pursuant to the order of the City Council of the City of San Dimas, and in compliance with the requirements of Article 4,Chapter 1,Landscaping and Lighting Act of 1972, and Article XIIID of theCalifornia Constitution.

SECTION 2 THE IMPROVEMENTS
The improvements consist of an irrigation system and landscaping of easements within Tract No. 32841, which was required to be installed by the developer and accepted for maintenance by the City.

The plans and specifications for the landscaping are in conformance with the requirements of the conditions of approval ofsaid Tract No. 32841, and City Standards. Reference is hereby made to the said plans and specifications for the exact location and nature of the landscape improvements. Said plans and specifications by reference are hereby made a part of this report, and are on file in the office of the City Engineer.

SECTION 3 DIAGRAM FOR THE ASSESSMENT DISTRICT
A copy of the assessment diagram is on file in the office of the City Engineer.

SECTION 4 ESTIMATE OF COSTS OF THE IMPROVEMENTS
Thecost ofthe initial landscaping ofTractNo. 32841was bornebythe subdivider; therefore, all assessments relate to maintenance only. The costs outlined below are for the remainder of FY 2026 as the Open Space Maintenance District No. 1, Annexation No. 3 for Tract No. 32841 is sunsetting on December 31, 2026 and the individual homeowners will then be responsible for the on-going maintenance starting on January 1, 2027.

Direct Maintenance Costs:

General Maintenance (bv Contract) $10,969.95
Utilities - Electrical $100.50
Utilities - Water $5,999.55
Tree Trimming $0.00
New Planting $0.00
Irrigation Repairs or Upgrades $0.00
Total of Direct Maintenance Costs: $17,070.00
CURRENT ASSESSMENT: $34,140.00 ($898.42/parcel)
2026-2027 ANNUAL ASSESSMENT: $17,070.00 ($449.21/parcel) 2026-2027 Deficit <$0.00>
Prior Fund Balance: <$25,686.29>
Ending Fund Balance: <$25,686.29> Page 84 – 257
ATTACHMENT 2
Note: The aforementioned costs match the current allowable assessment. The Ending Fund Balance is unchanged and has a shortfall of $25,686.29.

The maximum authorized assessment rate for the 2026-2027 Fiscal Year equates to an annual assessment of $17,070.00 ($449.21/parcel).

SECTION 5 ASSESSMENT
The following information regarding assessments to individual lots for the 2026-2027 Fiscal Year is contained herein and is to be levied on July 1, 2026. The net amount estimated to be assessed upon the assessable lands within the district is $17,070.00 ($449.21/parcel), which is apportioned to all assessable lotsshown on the attached Assessment Roll.

The landscape district was developed for the benefit and enjoyment of all properties included within the assessment district boundaries, and all parcels benefit equally from the improvements.

Respectfully submitted,
Shari Garwick
Director of Public Works

CITY OF SAN DIMAS ASSESSMENT ROLL FOR
OPEN SPACE MAINTENANCE DISTRICT NO. 1, ANNEXATION NO. 3 TRACT 32841 – NORTHWOODS DEVELOPMENT
ADDRESS LOT NO. ASSESSOR'S

REFERENCE
2025-2026

ASSESSMENT
2026-2027

ASSESSMENT

INCREASE
TOTAL 2026-2027

ASSESSMENT
1793 Calle Alto 1 8395-023-002 898.42 0.00 449.21
1789 Calle Alto 2 8395-023-003 898.42 0.00 449.21
1785 Calle Alto 3 8395-023-004 898.42 0.00 449.21
1781Calle Alto 4 8395-023-005 898.42 0.00 449.21
1777 Calle Alto 5 8395-023-006 898.42 0.00 449.21
1773 Calle Alto 6 8395-023-007 898.42 0.00 449.21
1767 Calle Alto 7 8395-023-008 898.42 0.00 449.21
1765 Calle Alto 8 8395-023-009 898.42 0.00 449.21
1761 Calle Alto 9 8395-023-010 898.42 0.00 449.21
1757 Calle Alto 10 8395-023-011 898.42 0.00 449.21
1753 Calle Alto 11 8395-023-012 898.42 0.00 449.21
1749 Calle Alto 12 8395-023-013 898.42 0.00 449.21
1745 Calle Alto 13 8395-023-014 898.42 0.00 449.21
1741Calle Alto 14 8395-023-015 898.42 0.00 449.21
1737 Calle Alto 15 8395-023-016 898.42 0.00 449.21
1733 Calle Alto 16 8395-023-017 898.42 0.00 449.21
1729 Calle Alto 17 8395-023-018 898.42 0.00 449.21
1725 Calle Alto 18 8395-023-019 898.42 0.00 449.21
1721 Calle Alto 19 8395-023-020 898.42 0.00 449.21
1719 Calle Alto 20 8395-023-021 898.42 0.00 449.21
1702 Calle Alto 21 8395-023-022 898.42 0.00 449.21
1706 Calle Alto 22 8395-023-023 898.42 0.00 449.21
1710 Calle Alto 23 8395-023-024 898.42 0.00 449.21
1714 Calle Alto 24 8395-023-025 898.42 0.00 449.21
1718 Calle Alto 25 8395-023-026 898.42 0.00 449.21
1722 Calle Alto 26 8395-023-027 898.42 0.00 449.21
1726 Calle Alto 27 8395-023-028 898.42 0.00 449.21
1730 Calle Alto 28 8395-023-029 898.42 0.00 449.21
1121 Paseo Sandi 29 8395-023-030 898.42 0.00 449.21
1113 Paseo Sandi 30 8395-023-031 898.42 0.00 449.21
1105 Paseo Sandi 31 8395-023-032 898.42 0.00 449.21
1102 Paseo Sandi 32 8395-023-033 898.42 0.00 449.21
1110 Paseo Sandi 33 8395-023-034 898.42 0.00 449.21
1118 Paseo Sandi 34 8395-023-035 898.42 0.00 449.21
1780 Calle Alto 35 8395-023-036 898.42 0.00 449.21
1784 Calle Alto 36 8395-023-037 898.42 0.00 449.21
1788 Calle Alto 37 8395-023-038 898.42 0.00 449.21
1792 Calle Alto 38 8395-023-039 898.42 0.00 449.21
34,139.96 0.00 17,070.00

OPEN SPACE MAINTENANCE DISTRICT NO. 1,
ANNEXATION NO. 3 (TRACT 32841,

NORTHWOODS DEVELOPMENT)
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ATTACHMENT 3

Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of March 24, 2026
From: Brad McKinney, City Manager
Prepared by: Shari Garwick, Director Public Works Director Grant Garcia, Management Analyst
Subject: Award Contract to Nichols Consulting Engineers (NCE) for Pavement Management Program Update 2026 in an Amount not to Exceed $92,631. ____________________________________________________________________________

SUMMARY
Staff proposes awarding a $92,631 contract to Nichols Consulting Engineers (NCE) to complete a 2026 update of the City’s Pavement Management Program (PMP). NCE was identified as the most qualified firm among five submissions. Staff recommends that the City Council appropriate $26,631 from Proposition C Transportation Funds (Fund 73), approve the award of contract to NCE for the Pavement Management Program Update 2026, and authorize the City Manager, or designee, to execute a Professional Services Agreement in a form approved by the City Attorney, for a total not-to-exceed amount of $92,631.

RECOMMENDATION
Staff recommends that the City Council approve the following:

1. Appropriate an additional $26,631 from Proposition C Funds (Fund 73) and Award a contract to NCE for the Pavement Management Program Update 2026 in an amount not-to-exceed $92,631.

2. Authorize City Manager, or designee, to execute the Professional Services Agreement with NCE in a form authorized by the City Attorney.

GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
Yes

Award of Pavement Management Program Update to Nichols Consulting Engineers (NCE) for an Amount not to Exceed $92,631. Page 2
For the Meeting of March 24, 2026

FISCAL IMPACT
The total not-to-exceed amount of this award is $92,631. The fiscal Budget includes $66,000 for this project in Fund 73 (Proposition C). An additional appropriation of $26,631 from Proposition C Funds is required to fully fund the contract.

Proposition C funds are restricted for public transit and eligible transportation-related uses, including pavement management system updates.

BACKGROUND
The City maintains over 122 miles of roadway, representing approximately 267 lane miles. The pavement management system (PMS) tracks key data across nearly 900 roadway segments, including pavement condition, maintenance history, and functional classification. This data is used to evaluate pavement performance and forecast maintenance needs.

The PMS supports development of Capital Improvement Projects (CIPs) by identifying and prioritizing maintenance and rehabilitation needs. As the City’s roadway network is one of its most valuable assets, proactive maintenance extends pavement life and reduces long-term costs.

A current pavement management program is also required to maintain eligibility for certain state and federal funding sources, including Gas Tax and Proposition C funds. The City periodically reports compliance to Metro.

The City’s PMP was originally developed by NCE in 2004, with major updates completed in 2008 and 2020. While staff performs ongoing localized updates, a systemwide update is necessary to recalibrate the model and ensure accurate condition assessments and projections.

The 2026 PMP Update will include:
• Citywide pavement condition surveys and inventory;
• Data collection and input into the PMP database;
• GIS database updates;
• Integration with the City’s StreetSaver system;
• Development of rehabilitation strategies; and
• Preparation of a 5-year Capital Improvement Plan.

DISCUSSION/ANALYSIS
The City issued a Request for Proposals (RFP) and received five qualified submissions.

Proposals were evaluated by the City Engineer, Director of Public Works and Engineering Manager based on qualifications, relevant experience, project approach, team expertise, references, schedule, and cost.

NCE was ranked the most qualified firm. NCE is a nationally recognized pavement engineering firm with extensive experience supporting local agencies, regional transportation organizations, and the State of California. The firm maintains a local office in Anaheim and has prior experience with the City’s PMP.

Award of Pavement Management Program Update to Nichols Consulting Engineers (NCE) for an Amount not to Exceed $92,631. Page 3
For the Meeting of March 24, 2026

ALTERNATIVES
The City Council may choose not to award the contract. The last PMP update was completed in 2020 and may not reflect current pavement conditions which may limit the City’s ability to effectively prioritize and program future capital improvement projects.

ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.

Respectfully submitted,
Grant Garcia
Management Analyst
Attachments:

1. Draft Professional Services Agreement with Exhibits

1 Rev. 06/22 Professional Service Agreement

CITY OF SAN DIMAS

PROFESSIONAL SERVICE AGREEMENT
This professional service agreement (“Agreement”), is made and effective on this ____________, between CITY OF SAN DIMAS ("Agency"), a municipal corporation, and Nichols Consultant Engineering. (NCE) In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

I. TERM
This Agreement shall commence on this _____________, 2026 and shall remain and continue in effect until tasks described herein are completed, but in no event later than May 31, 2027 unless sooner terminated pursuant to the provisions of this Agreement.

II. SERVICES
Consultant shall perform the tasks described and set forth in “Exhibit A” (“Tasks to Be Performed”), attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in “Exhibit A”. To the extent that “Exhibit A” is a proposal from Consultant, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this Agreement unless specifically agreed to in writing.

III. PERFORMANCE
Consultant shall at all times faithfully, competently, and to the best of their ability, experience, and talent, perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

IV. AGENCY REPRESENTATIVE
Agency’s City Manager (or their designee) shall represent Agency in all matters pertaining to the administration of this Agreement, review and approve all products submitted by Consultant, but not including the authority to enlarge the tasks to be performed per “Exhibit A” or change the compensation due to Consultant. Agency’s City Manager (or their designee) shall be authorized to act on Agency's behalf and to execute all necessary documents which enlarge the tasks to be performed per “Exhibit A” or change Consultant's compensation, subject to Section V hereof.

V. PAYMENT
A. Agency agrees to pay Consultant in accordance with the payment rates and terms and the schedule of payment as set forth in tasks to be performed per “Exhibit B” (“Payment Schedule”), attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Total payment to Consultant pursuant to this Agreement shall not exceed ninety-two thousand and six hundred thirtyone dollars and no cents ($92,631.00) absent a written amendment to this Agreement.

B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency’s City Manager (or their designee). Consultant shall be compensated for any additional services in the ATTACHMENT 1

2 Rev. 06/22 Professional Service Agreement
amounts and in the manner as agreed to by Agency’s City Manager (or their designee) and Consultant at the time Agency's written authorization is given to Consultant for the performance of said services.

C. Consultant shall submit invoices for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the Agency disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice therefore.

VI. TERMINATION OF AGREEMENT
A. Except as otherwise provided herein below, Agency may terminate this Agreement, or any portion hereof, by serving written notice of termination to upon the other party at least ten (10) days prior to the date of termination. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise.

If the Agency terminates a portion of this Agreement, such termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the Agency shall pay to Consultant the actual value of the work performed up to the time of termination, less any disputed amounts. Upon termination of the Agreement pursuant to this section, the Consultant will submit an invoice to the Agency as provided herein above.

VII. DEFAULT
A. Either party's failure to comply with the provisions of this Agreement shall constitute a default. In the event that either party is in default for cause under the terms of this Agreement, the affected party shall promptly notify the deficient party of such default and following such notice shall have no obligation or duty to continue compensating or providing any work after the date of default and can terminate this Agreement immediately by written notice to the other party. If such failure hereunder arises out of causes beyond either party’s control, and without fault or negligence, it shall not be considered a default.

B. If the Agency’s City Manager (or their designee) determines the Consultant is in default in the performance of any of the terms or conditions of this Agreement, Agency shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service of default notice to cure the default as directed by the Agency in the notice of default. In the event the Consultant fails to cure its default within such period of time, the Agency shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

VIII. OWNERSHIP OF DOCUMENTS
A. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by Agency that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the Agency at reasonable times to such books and records; shall give Agency the right to examine and audit said books and records; shall permit Agency to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, Page 93 – 257 3 Rev. 06/22 Professional Service Agreement
proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.

B. Upon completion of, or in the event of termination of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the Agency and may be used, reused, or otherwise disposed of by the Agency without the permission of the Consultant. With respect to computer files, Consultant shall make available to the Agency, at the Consultant's office and upon reasonable written request by the Agency, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to Agency all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the services under this Agreement.

IX. INDEMNIFICATION AND DEFENSE
A. Indemnification
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless Agency and any and all of its officials, employees, agents, and/or volunteers (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs, and expenses, including attorney’s fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subconsultants (or any agency or individual that Consultant shall bear the legal liability thereof) in the performance of services under this Agreement. Consultant’s duty to indemnify and hold harmless Agency shall not extend to the Agency’s sole or active negligence or willful misconduct.

B. Duty to Defend
In the event the Indemnified Parties, individually or collectively, are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this Agreement, and upon demand by Agency, Consultant shall defend the Indemnified Parties at Consultant’s cost or at Agency’s option, to reimburse Agency for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by Consultant’s negligent acts, errors or omissions. Payment by Agency is not a condition precedent to enforcement of this provision. In the event of any dispute between Consultant and Agency, as to whether liability arises from the sole or active negligence or willful misconduct of the Agency or its officers, employees, or agents, Consultant will be obligated to pay for Agency’s defense until such time as a final judgment has been entered adjudicating the Indemnified Parties as solely or actively negligent or to have acted with willful misconduct. Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees, and costs of litigation.

X. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in “Exhibit C” (“Insurance Requirements”) attached herewith and incorporated herein by this reference as though set forth in full.

XI. INDEPENDENT CONTRACTOR Page 94 – 257
4 Rev. 06/22 Professional Service Agreement
A. Consultant is and shall at all times remain as to the Agency a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither Agency nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the Agency. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against Agency, or bind Agency in any manner.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, Agency shall not pay salaries, wages, or other compensation to Consultant and/or its employees for performing services hereunder for Agency. Agency shall not be liable for compensation or indemnification to Consultant for injury or sickness to its employee(s) arising out of performing services hereunder.

XII. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of local, state, and federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The Agency, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this section.

XIII. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the Agency in connection with the award, terms, or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the Agency has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee, or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this section shall be a material breach of this Agreement entitling the Agency to any and all remedies at law or in equity.

XIV. NO BENEFIT TO ARISE TO AGENCY EMPLOYEES
During their tenure and for one year thereafter, no member, officer, or employee of Agency, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the services under this Agreement shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the services performed under this Agreement.

XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without Agency's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency City Manager (or their designee) or unless requested by the Agency, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the Agency. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives Agency notice of such court order or subpoena.

B. Consultant shall promptly notify Agency should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of Page 95 – 257 5 Rev. 06/22 Professional Service Agreement
deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the Agency, unless the Agency is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the Agency of such Discovery. Agency retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless Agency is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with Agency and to provide the opportunity to review any response to Discovery requests provided by Consultant.

However, Agency's right to review any such response does not imply or mean the right by Agency to control, direct, or rewrite said response.

XVI. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by: (i) personal service; (ii) delivery by a reputable document delivery service (e.g., Federal Express), which provides a receipt showing date and time of delivery; or (iii) United States mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To AGENCY: City of San Dimas To CONSULTANT: Nichols Consulting Eng 245 E Bonita Avenue 2300 Katella Ave, Suite 125
San Dimas, CA 91773 Anaheim, CA 92806
Attn: Shari Garwick, Director of Public Works Attn: Vivek Jha, Principal

XVII. ASSIGNMENT
A. Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the Agency. Due to the personal nature of the services to be rendered pursuant to this Agreement, only Consultant shall perform the services described in this Agreement.

B. Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide Agency with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant which shall include an indemnity provision identical to the one provided herein identifying Agency as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from Agency for such insurance.

C. CWE Corp. may use assistants, under their direct supervision, to perform some of the services under this Agreement. Consultant shall provide Agency fourteen (14) days' notice prior to the departure of Jason Pereira from Consultant's employ. Should Jason Pereira leave Consultant's employ, the Agency shall have the option to immediately terminate this Agreement, within three (3) days of the close of said notice period. Upon termination of this Agreement, Consultant's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Governing Board and the Consultant.

6 Rev. 06/22 Professional Service Agreement
XVIII. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement.

XIX. GOVERNING LAW
The Agency and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the Agency.

XX. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this Agreement or with respect to the terms and conditions of this Agreement, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

XXI. SEVERABILITY
Any part, provision, or representation of this Agreement or any of its exhibits, including, but not limited to “Exhibit C”, which is held to be invalid, void or unenforceable by a court of competent jurisdiction, shall be limited to that part, provision or representation and all other parts, provisions, or representations herein shall remain in full force and effect.

XXII. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of Exhibit D (“Agency’s Request for Proposal”), hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit A, hereto. In the event of conflict, the requirements of Agency’s Request for Proposal and this Agreement shall take precedence over those contained in the Consultant’s proposal. The incorporation of the Consultant’s proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this Agreement or the relationship between Consultant and/or Agency, unless expressly agreed to in writing.

XXIII. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that they have the authority to execute this Agreement on behalf of the Consultant and have the authority to bind Consultant to the performance of its obligations hereunder. ///
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7 Rev. 06/22 Professional Service Agreement
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
“CONSULTANT”
Consultant name
By: ________________________________ (Signature)
________________________________ (Typed Name)
________________________________ (Title)
“AGENCY”
ATTEST: CITY OF SAN DIMAS, a municipal corporation
By: By:

Debra Black, City Clerk Brad McKinney, City Manager
Approved as to form:

By:

Jeff Malawy, City Attorney
Attachments: Exhibit A Tasks to Be Performed/Consultant’s Proposal Exhibit B Payment Schedule
Exhibit C Insurance Requirements
Exhibit D Request for Proposal

EXHIBIT A
TASKS TO BE PERFORMED/CONSULTANT’S PROPOSAL
NCE’s proposal dated February 10, 2026 includes description of the services to be provided in this agreement.

SubmiƩed By:
300 E 2nd Street, #1210
Reno, NV 89501
(775) 329-4955
SubmiƩed By:
2300 E Katella Avenue, Suite 125
Anaheim, CA 92806
(657) 275-3018
Reno | Lake Tahoe | Point Richmond | Oakland | Sacramento | Anaheim | ScoƩsdale February 10, 2026
City of San Dimas Department of Public Works

PROPOSAL TO PROVIDE
Pavement Management Program Update 2026

Anaheim, CA
2300 E Katella Avenue, Suite 125
Anaheim, CA 92806
(714) 848-8897
Cover Letter
February 10, 2026
Shari Garwick, Director of Public Works
City of San Dimas Public Works Department
245 East Bonita Avenue, San Dimas, CA 91773
Proposal – Pavement Management Program Update 2026
Dear Ms. Garwick and Members of the Selection Committee:

NCE is pleased to submit our proposal to update the City of San Dimas' Pavement Management Program (PMP). As the City's trusted PMP partner since 2005, we bring unmatched continuity, technical expertise, and familiarity with San Dimas' approximately 123 centerline-mile roadway network to this important project.

The Road Maintenance and Rehabilitation Act (RMRA) will provide the City with approximately $976,493 for FY 2026/27. An updated PMP is a critical tool to help the City meet LA Metro reporting obligations, strengthen future funding applications, and make informed decisions about pavement investment priorities.

NCE is a nationally recognized pavement specialty firm and MTC-certified consultant with 35 years of experience supporting over 220 agencies across California, including 90+ in Southern California. We offer the following key features and value-added benefits to the City's project:
• Previous experience assisting the City of San Dimas with its pavement management needs, with extensive PMP work for over 220 agencies in California and more than 300 agencies nationwide.
• Pavement engineering expertise, led by recognized industry leaders, with inhouse civil design capabilities for street maintenance, rehabilitation, and capital improvement planning. • OCTA- and MTC-certified inspectors and automated data collection vehicles for consistent, reliable pavement condition surveys.
• StreetSaver® expertise, including 30+ years of software development, beta testing, and annual training workshops conducted on behalf of MTC and OCTA.
• Experience with LA Metro submittals, innovative pavement strategies, and rigorous quality control practices that ensure data accuracy and reliable outcomes.

NCE acknowledges receipt of Addendum No. 1, dated February 6, 2026. This proposal, including the cost proposal, is valid for ninety (90) days from the bid closing date. NCE accepts the City’s Professional Services Agreement provided as Attachment B to the RFP, meets the required insurance coverage, and will comply with all specified terms and conditions. As Principal of NCE, I am authorized to negotiate and sign contracts on behalf of the firm. I will also serve as the Client/Project Manager and primary point of contact for this proposal. I can be reached at (657) 275-3018 (office), (909) 362-7936 (mobile), or via email at [email protected]. The project office and mailing address is 2300 E. Katella Avenue, Suite 125, Anaheim, CA 92806.

We appreciate your consideration and look forward to continuing our partnership with the City of San Dimas.

Sincerely,
Nichols Consulting Engineers, CHTD (NCE)
Vivek Jha, MS, PE
Principal
With 35 years of industry-leading
expertise, innovative strategies,
and unmatched support, NCE is
your partner for pavement
management success.

City of San Dimas – Pavement Management Program Update 2026 1 Proposal
Statement of Qualifications
NCE has enjoyed partnering with the City of San Dimas (“the City”) since 2005 to implement and provide updates to the PMP, supporting strategic management and long-term preservation of the City’s roadway network.

Founded in 1990, NCE is a client-focused engineering, science, planning, and construction services firm with over 140 employees across seven offices in California, Nevada, and Arizona. With over thirty-five years of expertise in pavement technology—including pavement and asset management, materials, roadway design, and applied research—NCE has earned the trust of local agencies, state departments of transportation, the U.S. Department of Transportation, and the National Academies to deliver practical, economical, and sustainable solutions. We have supported over 220 public sector clients, including over 90 in Southern California, ranging from large counties to small municipalities.

NCE has designed thousands of roadways and conducted pavement condition surveys on state highways in 12 states and on local networks throughout California, surveying over 120,000 miles of pavements—including alleys, trails, and parking lots. Our field data collection ranges from walking surveys as per the American Society for Testing and Material (ASTM) or StreetSaver® protocols to using specialized automated equipment to collect data such as pavement distresses, roughness, structural strength (deflection testing) to asset data (signs, signals, curb ramps, marking, sidewalks, etc.). We have perfected the automated approach to ensure the results are consistent and reproducible and meet the LA Metro requirements.

We have also performed PMP implementations and updates for more jurisdictions than any other firm in California. NCE’s recent local experience includes providing PMP and asset management data collection and consulting services for agencies throughout Los Angeles County. In Los Angeles County, NCE has served as the lead consultant for comprehensive PMP updates and asset management programs for cities such as San Dimas, Baldwin Park, Beverly Hills, Burbank, Diamond Bar, Hawaiian Gardens, Huntington Park, Manhattan Beach, Monterey Park, Redondo Beach, San Gabriel, San Marino, and Whittier, among others. Our work has included pavement condition surveys, asset inventories, GIS integration, and ongoing technical support for StreetSaver® systems, as well as as-needed pavement management and road surveying services. We also develop multiyear paving plans, prepare final reports, and deliver presentations to Boards, City staff, and City Council to support informed decision-making and project transparency. NCE has also delivered similar PMP services for numerous other agencies— including cities and counties—across Southern California, including the neighboring counties of Orange, Riverside, San Bernardino, San Diego, San Luis Obispo, and Santa Barbara, demonstrating our depth of expertise and commitment to supporting local infrastructure needs.

Pavement Management Expertise and Experience
NCE is sought after to deliver civil engineering projects and comprehensive multi-year pavement programs involving value engineering, pavement resurfacing and rehabilitation, road reconstruction, construction support, complete streets, green infrastructure, and pavement management solutions for public agencies throughout California. Our team of civil and pavement engineers consists of recognized leaders in the industry, offering extensive knowledge, technical expertise, and practical experience for each project. With over three decades of experience in pavement technology, we excel in
pavement and asset management; pavement
evaluation, testing and design; multi-year
pavement work plans, pavement impact and
fee studies; comprehensive civil engineering;
and the research and design of sustainable
and innovative pavement technologies. We
are at the forefront of innovation within civil
engineering and pavements.

Expertise
The following highlights summarize NCE’s specific key areas of expertise relevant to this project.

City of San Dimas – Pavement Management Program Update 2026 2

PAVEMENT AND ASSET MANAGEMENT EXPERTISE
NCE is a nationally recognized leader in pavement solutions, supporting many public agencies in California and the West Coast.

We offer comprehensive expertise in pavement management, asset management, civil engineering, and pavement design, evaluation, and analysis. Proficient with leading software such as PAVER, StreetSaver®, and Cartegraph—which serve 76% of California agencies—we help clients plan effective regional multi-year capital improvement programs. NCE actively participates in over 10 pavement and asset management
committees at the Transportation Research
Board and has led the Statewide Local Streets
and Roads Needs Assessment with the
League of California Cities since 2008. We
assess local road conditions, report on
system status, and develop funding
strategies for California’s transportation
network. We also support SCAG in assessing
pavement budget needs for Southern California,
including most Los Angeles County agencies.

NCE’s expertise in PMP is demonstrated by our strong relationships with the MTC and the OCTA, both recognized leaders in PMP training, guidelines, and certification. As an MTC- and OCTA-certified firm, NCE has unmatched experience with StreetSaver®, serving as users and trainers for hundreds of agencies statewide. With 30+ years in StreetSaver® and StreetSaver® Plus development and beta testing, our team offers proven pavement management expertise. We leverage data-driven insights and advanced technologies to deliver innovative solutions for Southern California agencies.

RIGHT-OF-WAY ASSET INVENTORY AND INSPECTION
NCE’s expert team efficiently collects detailed right-of-way asset data alongside pavement distress surveys, maximizing mobilization efficiency and delivering cost savings for the City. Using advanced GPS and 360-degree Street Scan technology, we capture high-resolution street-level imagery with approximately 1-meter accuracy, supporting the development of a robust citywide asset database. Our asset inventories are delivered in both detailed tabular reports and industry-standard GIS formats, such as ESRI File Geodatabase (gdb), fully compatible with ESRI ArcGIS Pro. We also offer secure data-hosting services via ArcGIS Online. The Street Scan delivers precise inventory and inspection data for roadside assets such as traffic signs, sidewalks, curbs, ADA ramps, pavement and curb markings, cross gutters, speed humps, storm drains, and guardrails or barricades.

PAVEMENT DESIGN & ANALYSIS
Pavement designs, plans, specifications, and estimates (PS&E) are NCE’s specialty, and we offer extensive experience and expertise with pavement treatment alternatives. Our civil, pavement, and geotechnical engineers not only understand the types of pavements and treatment options but also recognize the significance and cost implications of proper roadway support on competent subgrade soils to limit future settlement and cracking. Unlike traditional civil firms who rely solely on core samples, we employ our pavement survey expertise in conjunction with deflection data, continuous thickness data using ground penetrating radar (GPR), and materials testing to assess the engineering properties of the existing roadway more accurately. This comprehensive approach allows us to deliver more durable, cost-effective, and sustainable pavement solutions tailored to each client’s needs.

MULTI-YEAR PAVEMENT MANAGEMENT PLAN
NCE has extensive experience creating multi-year pavement management plans for cities and counties across California. Our approach includes budget analysis, street selection based on Pavement Condition Index (PCI) and agency priorities, field verification, and grouping of streets for efficient treatment. We assess roads in poor condition and recommend appropriate surface seal or rehabilitation strategies. Using advanced GIS and data analytics, we develop detailed lists and maps to guide implementation and maximize funding. Our plans have helped agencies secure grants, improve pavement conditions, and streamline capital improvement programs. Recent Southern California municipal clients include Anaheim, Baldwin Park, Beaumont, Manhattan Beach, Redondo Beach, San Bernardino, Thousand Oaks, Yorba Linda, and the County of Orange.

NCE’s expertise in pavement
treatment alternatives includes costsaving, innovative, and sustainable paving technologies such as warm
mix asphalt and in-place recycling.

Our pavement design services focus
on practical, economical solutions
and design procedures tailored to
each client’s unique needs.

City of San Dimas – Pavement Management Program Update 2026 3 Experience
NCE is proud to have partnered with numerous cities and counties across California, including San Dimas, to deliver comprehensive PMPs that align with municipal objectives and regulatory requirements. Our team is also experienced with LA Metro submittal requirements and will ensure all deliverables meet these standards. Below are examples of recent, local projects—similar in size, scope, and complexity—completed by NCE and our key personnel. These projects demonstrate our expertise in PMP updates, as well as our experience with StreetSaver® and the additional capabilities we can offer the City.

City of Baldwin Park | Pavement Management System Implementation and Updates Client:

David Lopez
Associate Engineer
City of Baldwin Park PWD
14403 E. Pacific Avenue
Baldwin Park, CA 91706
p: (626) 960-4011 ext. 458
e: [email protected]
Project Dates:
2020/21 and 2023/24
NCE was selected by the City of Baldwin Park in
2020/21 and again in 2023/24 to update its PMS.

Project tasks included implementing StreetSaver®,
field-verifying the pavement inventory, conducting
distress and condition surveys over 114 centerline
miles, and providing GIS support for the PMS. The
team established a rigorous quality control plan,
calculated PCI for all streets, updated strategies and unit costs, and performed budget analyses for three funding scenarios. With these updates, NCE has prepared final PMS reports, developed a multi-year maintenance work plan(s) using a zone improvement approach, provided staff training on StreetSaver®, maintained the PMS database, and ensured compliance with LA Metro submittal requirements.

NCE Staff: Vivek Jha (Client/Project Manager), Timin Punnackal (Project Engineer), Mahmoud Samara (Pavement Engineer), Alberto Rocher (Staff Engineer/PMP Analyst), Shaun Russo (Staff Engineer/PMP Analyst), Franc Escobedo (Senior Field Technician), and Joseph DeLeon (Senior Field Technician).

Subconsultant: Ken Huisman of märker geospatial (Field Supervisor).

City of Monterey Park | Pavement Management Program Update Client:

Ziad Y. Mazboudi, PE
CIP Manager
City of Monterey Park PWD
320 West Newmark Avenue
Monterey Park, CA 91754
p: (805) 449-2434
e: [email protected]
Project Dates:
2024/25
NCE was selected by the City of Monterey Park to
develop its 2024/25 update. The project scope
included verifying and updating the pavement
management database, separating cul-de-sac
bulbs as separate sections for overlay treatments,
conducting condition assessments across 137
centerline miles through automated surveys,
calculating PCI for all streets, updating pavement strategies and unit costs, developing maintenance zones, performing budgetary analyses with three funding scenarios, and preparing reports and submittals for LA Metro.

NCE also evaluated the impact of refuse vehicle operations and trench cuts on the City’s street network and supported the City with a sidewalk assessment. The project utilized advanced AI-ML technology for asset inventory, substantially reducing time and cost while maintaining high accuracy. Data was provided in GIS Geodatabase format and presented on an access-controlled web dashboard.

NCE Staff: Vivek Jha (Client/Project Manager), Timin Punnackal (Project Engineer), Mahmoud Samara (Pavement Engineer), Alberto Rocher (Staff Engineer/PMP Analyst), Shaun Russo (Staff Engineer/PMP Analyst), Franc Escobedo (Senior Field Technician), and Joseph DeLeon (Senior Field Technician).

Subconsultant: Ken Huisman of märker geospatial (Field Supervisor) and Jonathan Groeger of Transconomy (Technology Lead/Data Processing Task Lead).

City of San Dimas – Pavement Management Program Update 2026 4 City of Redondo Beach | PMP/Asset Inventory, Pavement Design, and Street Rehabilitation Projects Client:

Lauren Sablan
Acting City Engineer
City of Redondo Beach PWD
415 Diamond Street
Redondo Beach, CA 90277
p: (310) 697-3150 ext. 2520
e: [email protected]
Project Dates:
2017 to Present
NCE was selected by the City of Redondo Beach to
update its PMP and right-of-way asset inventory for
approximately 159.43 centerline miles. The project
included updating the PMP in accordance with
ASTM D6433, conducting pavement coring and
laboratory testing, and developing a three-year
work plan with treatments based on PCI and site
constraints. NCE engineers’ field-verified recommendations, identified feasible treatments, and marked base repairs prior to construction, using this data to generate GIS maps for future reference. The asset inventory encompassed signs, curb markings, sidewalks, curbs, cross-gutters, manholes, and pavement markings.

Additional tasks included pavement design, base repair marking, and the development and field review of the FY2023-25 work plan, including annual street rehabilitation lists. Our team delivered presentations to the City Council and staff, conducted technical workshops, provided ongoing support, assisted with LA Metro compliance, and is preparing PS&E for the City’s latest rehabilitation program.

NCE Staff: Vivek Jha (Client/Project Manager), Timin Punnackal (Project Engineer), James Signore (Pavement QA/QC Manager/Pavement Design Lead), Mahmoud Samara (Pavement Engineer), Alberto Rocher (Staff Engineer/PMP Analyst), Shaun Russo (Staff Engineer/PMP Analyst), Franc Escobedo (Senior Field Technician), and Joseph DeLeon (Senior Field Technician).

Subconsultant: Ken Huisman of märker geospatial (Field Supervisor).

City of Burbank | Pavement Management Program Updates
Client:

L Artin Megerdichian, PE
Senior Civil Engineer
City of Burbank PWD
150 N Third Street
Burbank, CA 91502
p: (818) 238-3942
e: [email protected]
Project Dates:
2017/18, 2021/22, and 2024/25
NCE was selected by the City of Burbank in 2017,
2021/22, and again in 2024/25 to perform
comprehensive updates to its PMP. For the 2024
update, NCE continues to support the City by
converting and maintaining the PMP database in
StreetSaver®, field verifying pavement inventory,
and conducting distress and condition surveys
across the entire network, which consists of 280 centerline miles. The team calculated the PCI for all streets, updated pavement strategies and unit costs in the decision tree and performed budgetary analyses with multiple funding scenarios.

NCE has also prepared detailed PMS reports, developed multi-year maintenance work plans, and provided training to City staff on StreetSaver®. The PMP updates have also included preparing final reports and submittals for LA Metro. Through these efforts, the City’s PCI has increased by 11 points, from 57 to 68, by updating its PMP and developing annual street rehabilitation lists based on budget scenarios.

The 2024 update builds on this foundation, ensuring the City’s 280 centerline mile pavement network remains well-maintained and that funding is strategically allocated for long-term infrastructure.

NCE Staff: Vivek Jha (Client/Project Manager), Timin Punnackal (Project Engineer), Mahmoud Samara (Pavement Engineer), Alberto Rocher (Staff Engineer/PMP Analyst), Shaun Russo (Staff Engineer/PMP Analyst), Franc Escobedo (Senior Field Technician), and Joseph DeLeon (Senior Field Technician).

City of San Dimas – Pavement Management Program Update 2026 5 Metropolitan Transportation Commission (MTC) | P-TAP & StreetSaver® Technical Support/Training Client:

Sui Tan, PE
StreetSaver® Program Manager
Metropolitan Transportation
Commission (MTC)
375 Beale Street, Suite 800
San Francisco, CA 94105
p: (510) 400-8428
e: [email protected]
Project Dates:
1994 to Present
NCE has partnered with the Metropolitan
Transportation Commission (MTC) since 1987,
providing extensive pavement management and
asset management services throughout the San
Francisco Bay Area. NCE has played a key role in
the implementation and ongoing support of the
StreetSaver® PMP for over 80 Bay Area cities and
counties, as well as providing technical support, database management, field condition surveys, and training for agency staff. Through the Pavement Technical Assistance Program (P-TAP), NCE has delivered more than 159 projects for these agencies, covering over 85% of the region’s centerline mileage. NCE’s responsibilities have included field distress inspections, database audits, PCI updates in accordance with ASTM D6433 and MTC DQMP protocols, development of maintenance and rehabilitation strategies, StreetSaver®-based scenario modeling, multi-year capital improvement planning, GIS integration, and agency training. NCE has also been a member of the StreetSaver® Software Development Team, contributing to software enhancements and beta testing for over 30 years.

In addition to pavement management, NCE has supported MTC with non-pavement asset management, including data collection and needs assessments for sidewalks, curb ramps, storm drains, and other transportation assets.

NCE Staff: Vivek Jha (Pavement Preservation Specialist), Vijay Pulijal (Project Manager and Principal Engineer), James Signore (Pavement Preservation Specialist), and Timin Punnackal (Project Engineer).

Orange County Transportation Agency (OCTA) | M2 PMP Support & StreetSaver® and PAVER™ Training Workshops Client:

Stephanie Mooney, Project Manager
Orange County Transportation
Authority (OCTA)
550 South Main Street
Orange, CA 92863
p: (714) 560-5619
e: [email protected]
Project Dates:
1997 to Present
NCE’s 27-year partnership with the Orange County
Transportation Authority (OCTA) represents NCE’s
longest-standing client relationship, spanning the
county’s entire 6,500+ mile roadway network and
serving over three million residents. This enduring
collaboration has included a full range of pavement
management services, such as network-wide
pavement condition surveys, PCI calculations, database management, budget scenario analysis, multi-year work planning, and GIS integration. NCE has also provided ongoing StreetSaver® support and technical consulting to all participating agencies. In 2024, NCE was selected to provide PMP Support Services for OCTA, conducting in-depth practice reviews across 34 of 35 county agencies.

This effort focused on evaluating and standardizing pavement management practices, resulting in improved network PCI, optimized maintenance strategies, and greater cost-effectiveness for OCTA and its member agencies. Additionally, for the last decade, NCE has also delivered annual training workshops, consistently earning “good/excellent” ratings and building technical capacity throughout the county. This dual role as technical consultant and knowledge transfer specialist uniquely positions NCE within the regional pavement management ecosystem.

NCE Staff: Vivek Jha (Project Manager, Lead Instructor/Trainer), Timin Punnackal (Project Engineer and Trainer), Mahmoud Samara (Support Staff), Alberto Rocher (Support Staff), Shaun Russo (Trainer/Support Staff), Franc Escobedo (Senior Field Technician/Trainer), and Joseph DeLeon (Senior Field Technician/Trainer).

City of San Dimas – Pavement Management Program Update 2026 6 Organization Chart
NCE has assembled a project team of highly qualified individuals who have the knowledge and experience implementing similar or identical PMP updates with expertise in StreetSaver® as well as project final deliverables, including Los Angeles County Metropolitan Transportation Authority (LA Metro) submittal requirements. We are committed to providing our clients with continuity in both staff and quality of service. Our technical team benefits from NCE’s active pavement research and implementation projects with Caltrans and the Federal Highway Administration (FHWA). We also invest in continuous training on emerging design and
construction techniques, which we
regularly share with the engineering
community through teaching seminars,
field distress and software workshops, and
articles published in professional journals.

The adjacent organizational chart outlines
the proposed team structure, clearly
delineating the roles, responsibilities,
communication channels, and reporting
relationships among our personnel and
subconsultants. The project personnel
identified in this section have the capacity
and availability required to successfully
support this project throughout the
contract, NCE will not replace any staff
without prior written approval from the
City. You can trust that our team will deliver
outstanding and responsive service—we
are prepared to begin work upon receiving
notice to proceed and are dedicated to
making your project a top priority. All
internal team members and subconsultant
staff are managed by NCE.

Roles and Responsibilities
The NCE team members assigned to the City’s project include licensed engineers and certified, trained inspectors, all with proven experience in similar roles and responsibilities on many comparable local pavement and asset management projects.

Vivek Jha, MS, PE, will serve as Client/Project Manager and main contact for the City, NCE team, and subconsultants. Vivek will oversee contractual obligations, project quality, staffing, and day-to-day project efforts. He will manage scope, budget, schedule, and coordination, and lead the NCE team in updating the PMP—including data collection, PCI calculations, budget analyses, and report preparation. Vivek will lead the development of a multi-year rehabilitation program with a 5-year plan and separate maps for slurry and seal coat projects. He will utilize StreetSaver® tools to ensure cost-effective, data-driven pavement strategies and deliver final reports and presentations to City Council clearly communicating findings and recommendations.

Vijay Pulijal, PE, PMP, will serve as QA/QC Reviewer, implementing NCE’s quality assurance and control program for the City’s PMP update. He will communicate QA/QC procedures, oversee adherence to quality standards across all project phases, and provide thorough reviews and documentation for all deliverables, including subconsultant work. Vijay will ensure technical reports and analyses meet the highest standards of quality and accuracy, maintain detailed QA/QC records, and ensure compliance with NCE procedures, while participating in special reviews, progress reporting, and technical discussions.

Timin Punnackal, MS, PE, will serve as Project Engineer, leading engineering tasks for the PMP update. He will oversee pavement data collection, develop budget scenarios, and prepare PMP reports. Timin will direct the multi-year work plan and Maintenance and Street Improvement Program Strategy, prepare the Multi-year Rehabilitation Program, including an assessment of roadway conditions and a 5-year rehabilitation plan with separate maps for slurry and seal coat projects— develop M&R recommendations using StreetSaver® tools, and assist with final report and presentation materials.

City of San Dimas
NCE Staff
Pavement Specialist
James Signore, PhD, PE
Senior Project Engineer
Timin Punnackal, PE
Pavement Engineer
Mahmoud Samara, MS, EIT
Staff Engineers/PMP Analysts
Alberto Rocher, MS
Shaun Russo
MTC- Certified
Senior Field Technicians
Franc Escobedo
Joseph DeLeon
Client/Project Manager
Vivek Jha, MS, PE
QA/QC Reviewer
Vijay Pulijal, MS, PE, PMP
Key Personnel Members
Subconsultants
Automated Surveys
(MTC-Certified Vehicles)
märker geospatial
Field Supervisor
Ken Huisman
ARRB Systems
Nate Bech, MS, PE
Automated Asset Inventory
Transconomy
Jonathan Groeger

City of San Dimas – Pavement Management Program Update 2026 7 James Signore, PhD, PE, will serve as Pavement Specialist for the Los Angeles County PMP Update. He will lead all pavement design and materials-related tasks, review technical specifications for HMA concrete, surface seals, and pavement recycling, and recommend cost-effective treatment methods. James will develop and implement pavement investigations and design scopes of work and provide quality assurance review to ensure all deliverables meet project and industry standards. He will also lead and serve as technical advisor for the 5-year projected annual rehabilitation program, including separate maps for slurry and seal coat projects, tailored to the needs of Los Angeles County agencies. If the City needs assistance with design and specifications, James can provide expert guidance to ensure all project requirements are met efficiently.

Mahmoud Samara, MS, EIT, will serve as Pavement Engineer, leading the development of digital historical records for each roadway segment and analyzing pavement condition data to identify and prioritize rehabilitation and preservation needs. He will play a key role in preparing PMP reports and the 5-year projected annual rehabilitation program, including separate maps for slurry and seal coat projects. Mahmoud will develop multi-year work plans that group projects by neighborhood for design and construction efficiency, select cost-effective treatments such as cape seal, slurry seal, or full-depth reclamation based on pavement conditions and budget constraints, and coordinate with City staff to align the program with available funding sources and capital improvement goals.

Alberto Rocher, MS, and Shaun Russo will serve as Staff Engineers/PMP Analysts, supporting pavement and engineering staff.

They will lead pavement data collection, analysis, validation, and quality assurance, and assist in preparing PMP reports and multi-year rehabilitation programs. Alberto and Shaun will help develop multi-year work plans, prioritize road segments using data-driven strategies, and assist with M&R recommendations using StreetSaver® tools. They will verify that technical documentation meets City and agency requirements, support field inspections, contribute to process improvements, maintain data integrity, assist with QA/QC activities, and help achieve timely project completion.

Franc Escobedo and Joseph DeLeon will lead all data collection activities in accordance with ASTM D6433, conduct field QA/QC, and may also be involved in other aspects of the PMP and asset inventory. Their OCTA certifications, along with experience performing pavement condition inspections across the Southern California Counties of Los Angeles, Orange, Riverside, Santa Barbara, San Diego, and San Bernardino, result in high-quality, reliable results. These projects have included various methods of pavement distress data collection, such as walking surveys, windshield surveys, and automated inspections.

Ken Huisman of märker geospatial and Nate Bech, MS, PE, of ARRB Systems, will serve as Field Supervisors/Data Collection Task Managers for the NCE team. Both operate OCTA/MTC-certified data collection vehicles and are responsible for coordinating and managing all aspects of automated survey fieldwork, including crew coordination, scheduling, equipment calibration and maintenance, and adherence to project specifications and industry standards such as ASTM D6433. Ken and Nate will oversee quality control, field safety protocols, and timely completion of fieldwork deliverables. They will provide onsite troubleshooting and support to field crews, maintain clear communication with the project team, and promptly address any issues to ensure project efficiency. Additionally, they will review and validate collected data, support asset inventory integration, and contribute to fieldwork documentation and progress reporting for the City.

Jonathan Groeger of Transconomy will serve as Technology Lead, overseeing asset inventory and data processing to deliver accurate collection, analysis, and integration of roadway and infrastructure asset data. He will manage advanced technologies, including AI-powered image analysis and geospatial mapping, to inventory right-of-way assets such as traffic signs, sidewalks, curb ramps, pavement markings, curbs and gutters, streetlights, trees, utility boxes, and bike lanes. Jonathan will coordinate quality control, integrate asset data into GIS and web-based dashboards, prepare deliverables, and provide insights to support asset management and long-term maintenance planning. He will work closely with the NCE project team and City staff to align data solutions with project goals, support training and knowledge transfer, and provide ongoing technical support.

NCE Staff Qualifications and Experience
NCE brings a collaborative, innovative approach to the City’s pavement management program. Our team offers specialized experience, industry certifications, and a deep understanding of pavement and asset management services as outlined in the City’s RFP. With direct experience in San Dimas, a proven track record on local similar PMP projects, recognized technical leaders, and a field-tested inspection plan, NCE is well-equipped to meet project goals, optimize resources, and add lasting value to the City’s pavement management process. Our inspectors are certified through MTC and OCTA, and our team— supported by märker geospatial, ARRB Systems, and Transconomy—utilizes advanced tools and MTC-certified vehicles for accurate and efficient data collection. We are confident our team will deliver outstanding results and achieve the City’s objectives. Summaries of the qualifications and experience of each proposed staff member for the City’s project are below. Page 108 – 257 City of San Dimas – Pavement Management Program Update 2026 8 Vivek Jha, MS, PE/ NCE Years of Experience: 16
Client/Project Manager Years with Firm: 4
Vivek is a Principal and Southern California Operations Manager at NCE, serving as an effective Project Manager with over 15 years of experience in the pavement industry. He specializes in pavement design, evaluation, rehabilitation, maintenance, and asset management, with advanced expertise in GPR, FWD, StreetSaver®, and PAVER™. Additionally, he serves as the Project Manager and Lead Instructor for OCTA’s StreetSaver® and PAVER™ training workshops, and a Pavement Preservation Specialist for MTC specific pavement projects. Since joining NCE in 2022, Vivek has overseen and managed more than 70 projects related to asset and pavement management, civil and pavement design, and pavement impact fee assessments for public agencies across Southern California. Some of his PMP projects, where he has served in a similar capacity, include the Cities of Anaheim, Baldwin Park, Beverly Hills, Burbank, Corona, Diamond Bar, Encinitas, Manhattan Beach, Mission Viejo, Monterey Park, Pismo Beach, Redondo Beach, Riverside, San Clemente, San Marino, Thousand Oaks, Wildomar, and Yorba Linda, and Orange, San Diego, and Santa Barbara Counties.

Vijay Pulijal, MS, PE, PMP/ NCE Years of Experience: 22 QA/QC Reviewer Years with Firm: 2
Vijay is a licensed California Civil Engineer and certified Project Management Professional, currently serving as a Principal Engineer at NCE. With 21 years of experience, he has successfully managed over 180 pavement and asset management assignments for cities, counties, and regional planning agencies, including P-TAP funded projects across 80 Bay Area jurisdictions, covering more than 85% of the region’s network. Vijay consistently delivers cost-effective, high-quality solutions for public agencies throughout California and is highly experienced in the use of MTC StreetSaver®. He has also expanded his expertise to include AI technologies for asset management, implementing advanced data collection methods for evaluating pavement conditions and managing non-pavement assets.

Vijay’s Southern California experience includes providing QA/QC oversight and project management for PMP updates and multi-agency efforts in the Cities of Encinitas, San Bernardino, Pismo Beach, Palm Springs, and throughout Los Angeles, Orange, Riverside, and San Diego Counties. He is wellversed in the unique pavement challenges and funding requirements of local public agencies.

James Signore, PhD, PE/ NCE Years of Experience: 27
Pavement Specialist Years with Firm: 12
James is a licensed California Civil Engineer and Principal Pavement Engineer at NCE with over 27 years of experience in research, consulting, and teaching. He previously served as Director and Principal Investigator of the Pavement Research Center (UCPRC) at UC Berkeley, where he oversaw Caltrans and national research projects and laboratory operations. He is also currently Principal Investigator for Caltrans on an on-call pavement engineering services contract. James is a soughtafter pavement expert in the Bay Area, having worked with dozens of cities and counties, as well as clients such as San Francisco International Airport and the Port of Oakland. In addition to his Bay Area work, James is highly focused on Southern California, where he provides quality control and technical oversight for countywide PMP updates and implementations. His Southern California experience includes serving as QA/QC Manager and Pavement Specialist for pavement management and design projects in the Cities of Redondo Beach, Diamond Bar, Anaheim, Mission Viejo, San Marino, Glendale, Huntington Park, Thousand Oaks, and San Diego County.

Highest Degree
MS, Civil Engineering,
Rowan University,
2009
License/Certifications
PE – Civil, MD #52713
Highest Degree
MS, Engineering
Technology, University
of Memphis TN, 2000
License/Certifications
PE – Civil, CA #76480
Project Management
Professional
MTC StreetSaver®
Rater Certification
Highest Degree
PhD, Civil Engineering,
University of Illinois,
Urbana-Champaign,
1998
License/Certifications
PE – Civil, CA #62647

City of San Dimas – Pavement Management Program Update 2026 9 Timin Punnackal, PE/ NCE Years of Experience: 16
Senior Project Engineer Years with Firm: 16
Timin is a Professional Civil Engineer with over 16 years of considerable experience in asset and pavement management, design, and annual roadway rehabilitation projects. He specializes in all aspects of PMP implementations and updates, with particular expertise in acquiring and integrating both pavement and non-pavement asset data. He is also highly proficient in ArcGIS network analysis, Google API tools for geocoding and routing, and a range of analysis and PMP software, including AASHTOWare PavementME Design, Microsoft SQL Server, R Studio, StreetSaver®, and PAVER™.

Timin has a proven track record in Southern California, delivering PMP and asset management projects for numerous municipal and county agencies, such as the Cities of Anaheim, Baldwin Park, Beverly Hills, Burbank, Diamond Bar, Encinitas, Manhattan Beach, Monterey Park, Redondo Beach, Pismo Beach, San Marino, Santa Barbara, Thousand Oaks, Yorba Linda, and the Counties of Orange, Santa Barbara, and San Diego. He also provides engineering, technical support, and training for MTC’s P-TAP program, and has delivered PMP and distress identification training for OCTA.

Mahmoud Samara, EIT/ NCE Years of Experience: 4
Pavement Engineer Years with Firm: 4
Mahmoud is a Pavement Engineer at NCE with over 4 years of experience in civil and pavement design, evaluation, rehabilitation, maintenance, and PMP and asset management. He has passed the PE exam and is awaiting licensure from the State of California. Mahmoud has expertise in laboratory performance characterization of flexible pavement materials, pavement management systems, life cycle cost analysis of pavement structures, non-destructive testing, falling weight deflectometer (FWD) assessments, and flexible pavement design. He has proficiency in PMP software such as StreetSaver® and PAVER™ and has authored several publications and has delivered presentations on the “performance of asphalt binders” at annual meetings of the Transportation Research Board (TRB). Mahmoud has been instrumental in delivering complex PMP and asset management projects for public agencies across Southern California, performing condition surveys, PCI calculations, and developing multi-year maintenance plans for clients including the Cities of Anaheim, Beaumont, Beverly Hills, Diamond Bar, Encinitas, Manhattan Beach, Pismo Beach, Redondo Beach, Riverside, and Yorba Linda, and the Counties of San Diego and Santa Barbara.

Alberto Rocher/ NCE Years of Experience: 6
Staff Engineer/PMP Analyst Years with Firm: 3
Alberto joined NCE in 2023 as a Staff Engineer and has since contributed to over 20 PMP projects in Southern California. His responsibilities have included performing quality control checks on databases, updating agency Decision Trees, conducting budget analyses, creating GIS maps, and developing comprehensive final reports. He has also participated in multiple asset inventory projects, analyzing more than 500 centerline miles and collecting over 15,000 pavement markings and signs in accordance with the California Manual on Uniform Traffic Control Devices. He is proficient with various PMP software such as StreetSaver® and PAVER™. Alberto’s recent PMP clients include the Cities of Anaheim, Baldwin Park, Beaumont, Beverly Hills, Burbank, Cathedral City, Corona, Diamond Bar, Encinitas, Lake Forest, Mission Viejo, Pismo Beach, Redondo Beach, Riverside, Redondo Beach, San Bernardino, San Clemente, San Marino, Santa Barbara, Santa Maria, Seal Beach, Thousand Oaks, Wildomar, and Yorba Linda, and the Counties of Orange and San Diego.

Highest Degree
MS, Civil Engineering,
University of Nevada,
Reno, 2010
License/Certifications
PE – Civil, NV #024624
Highest Degree
MS, Civil and
Environmental
Engineering, Rowan
University, Glassboro,
New Jersey, 2022
License/Certifications
Engineer-in-Training
OCTA Pavement
Inspector
Prequalification
Highest Degree
MS, Civil Engineering,
University of Nevada,
Reno, 2023

City of San Dimas – Pavement Management Program Update 2026 10 Shaun Russo/ NCE Years of Experience: 6
Staff Engineer/PMP Analyst Years with Firm: 3
Shaun joined NCE in 2023 as a PMP Analyst, bringing over five years of experience in leading Public Works projects across Southern California. He has managed and supported a wide range of initiatives for more than 60 local agencies, including pavement and sidewalk management programs, right-ofway asset inventories, and GIS technical support. He is experienced in all phases of pavement and sidewalk management, from data collection and analysis to planning and implementation. Shaun’s PMP clients include the Cities of Anaheim, Beaumont, Beverly Hills, Buena Park, Burbank, Encinitas, Huntington Beach, Monterey Park, Mission Viejo, Orange, Pismo Beach, Redondo Beach, Riverside, San Bernardino, Santa Maria, Thousand Oaks, Yorba Linda, as well as Orange and San Diego Counties.

Franc Escobedo/ NCE Years of Experience: 22
Senior Field Technician Years with Firm: 22
Franc is a Senior Pavement Management Technician with decades of experience specializing in pavement distress data collection for PMPs using systems such as StreetSaver®, PAVER™, Cartegraph, and Hansen. He has inspected over 6,000 centerline miles of roads and streets throughout California, utilizing a variety of inspection methods—including walking, windshield, and automated surveys—to ensure comprehensive and accurate data collection. Franc leads pavement data collection efforts, conducts rigorous quality control checks, reviews maintenance history, and generates detailed validation reports to maintain database accuracy. He is certified by MTC and the OCTA inspector certification program and is highly regarded for training agency staff and providing expert field training support to agencies. Franc has supported dozens of PMPs across Southern California, including municipalities such as Anaheim, Baldwin Park, Beaumont, Beverly Hills, Burbank, Diamond Bar, Encinitas, Manhattan Beach, Mission Viejo, Monterey Park, Orange, Pismo Beach, Redondo Beach, San Marino, and Yorba Linda, as well as the Counties of Orange and San Diego.

Joseph DeLeon/ NCE Years of Experience: 9
Senior Field Technician Years with Firm: 9
Joseph is a Senior Field Technician with NCE, specializing in pavement management and asset data collection since 2017. He is certified in the MTC StreetSaver® Rater Certification Program and the OCTA PAVER™ Distress Identification course, with expertise in ASTM D6433 for both StreetSaver® and PAVER™ modified distress types. Joseph’s experience spans pavement condition surveys using walking, windshield, and automated methods, as well as supporting PMP updates and database conversions for agencies across California. He is also dedicated to advancing industry’s best practices by providing hands-on training, field support, and guidance in pavement distress identification and management. Joseph has supported dozens of PMPs across Southern California, including municipalities such as Anaheim, Baldwin Park, Beverly Hills, Burbank, Diamond Bar, Encinitas, Manhattan Beach, Mission Viejo, Monterey Park, Pismo Beach, Redondo Beach, San Clemente, San Marino, Thousand Oaks, and Yorba Linda, and the Counties of Orange, San Diego, and Santa Barbara.

License/Certifications
OCTA Pavement
Inspector
Prequalification
Highest Degree
Business and
Computer College
Coursework
License/Certifications
MTC StreetSaver®
Rater Certification
OCTA Pavement
Inspector
Prequalification
Highest Degree
Diverse College
Coursework
License/Certifications
OCTA Pavement
Inspector
Prequalification
NCE’s pavement inspectors and staff have undergone a rigorous certification test through both the Metropolitan Transportation Commission (MTC) “Inspector Certification/Testing” and/or the Orange County Transportation Authority’s (OCTA) Pre-Qualification programs. These cover both ASTM D6433 and StreetSaver® distress protocols.

City of San Dimas – Pavement Management Program Update 2026 11 Subconsultant Staff Qualifications and Experience
Ken Husiman/ märker geospatial Years of Experience: 35
Field Supervisor Years with Firm: 20
Ken has over 30 years of experience in pavement and infrastructure management consulting. He is MTC-certified to perform pavement condition surveys and prequalified by OCTA for automated data collection. Ken has supervised the development of large-scale public pavement infrastructure and GIS databases and is proficient with both StreetSaver® and PAVER™ systems. He has led and supported numerous Southern California PMPs with NCE, utilizing MTC- and OCTA-certified vehicles for data collection. Ken’s experience includes municipal PMP projects in Anaheim, Baldwin Park, Beverly Hills, Burbank, Diamond Bar, Encinitas, Manhattan Beach, Monterey Park, Redondo Beach, San Clemente, San Bernardino, Santa Barbara, Thousand Oaks, Yorba Linda, and San Diego County.

For these projects, Ken managed all aspects of automated and semi-automated survey fieldwork, including crew coordination, scheduling, quality control, and deliverable completion. His expertise with operation management software, data collection, GIS mapping, and 3D reality capture using LiDAR makes him a valuable resource for public infrastructure management projects in California.

Nate Bech, PE/ ARRB Systems Years of Experience: 35
Field Supervisor Years with Firm: 6
Nate is an expert Project Engineer specializing in pavement evaluation, with experience processing and analyzing functional and structural pavement data on over 20,000 miles of roads and highways across more than 30 states. He is a leading authority in comprehensive pavement condition assessment, utilizing automated surface distress assessment technology and the Traffic Speed Deflectometer. Nate has collaborated with numerous state Departments of Transportation and Federal agencies to identify precise locations for pavement rehabilitation and maintenance projects.

He is highly skilled in using 3D pavement scanning technology and right-of-way cameras to collect and process roadway condition data for municipal clients and has actively contributed to pavement evaluation projectsfor state DOT’s and FHWA. Nate has also supported the NCE team on comparable local PMP and asset management projects, bringing his expertise in advanced data collection and analysis to benefit municipal clients such as Encinitas, Pismo Beach, San Bernardino, and Wildomar.

Jonathan Groeger/ Transconomy Years of Experience: 35
Technology Lead Years with Firm: 3
Jonathan is Vice President of Engineering and Technology at Transconomy and a civil engineering professional with over 35 years of experience in highway infrastructure engineering, management, and research. He is an expert in pavement condition evaluation and asset management, having led complex, multi-disciplinary teams on projects for FHWA, state DOTs, and local agencies. Jonathan has contributed to the development of key industry standards, including the LTPP Distress ID Manual, ASTM D6433 PCI, and the PASER distress system. He specializes in project management, data processing, and the application of advanced methodologies such as AI-driven asset extraction, GISbased decision-making, and the use of systems like StreetSaver® to enhance pavement data analysis.

Jonathan supported NCE on automated asset inventory and analysis for the Cities of Beaumont, Beverly Hills, Burbank, Encinitas, Lake Forest, Mission Viejo, Monterey Park, Pismo Beach, San Bernardino, Santa Maria, Thousand Oaks, Wildomar and Yorba Linda, and the Counties of Orange and San Diego. delivering high-quality data and effective maintenance planning for public agencies.

Highest Degree
BEng, Environmental
Engineering, Georgian
College, ON CAN 1997
License/Certifications
MTC StreetSaver® VCP
OCTA Prequalified for
Automated Data
Collection
Highest Degree
MS, Civil Engineering,
University of
Pittsburgh, 2018
License/Certifications
PE – Civil, PA #096722
MTC StreetSaver® VCP
OCTA Prequalified for
Automated Data
Collection
Highest Degree
MBA with emphasis
on Executive
Management,
University of
Maryland Global
Campus, Largo, MD

City of San Dimas – Pavement Management Program Update 2026 12 Project Approach
NCE’s approach delivers a practical PMP that supports day-to-day pavement management, long-term budgeting, and public communication. The work emphasizes network accuracy, defensible condition data, and implementable funding and rehabilitation programs, using the City’s StreetSaver® and GIS systems as the foundation for all analyses and reporting.

Network Scope
This section defines the size and composition of the roadway network that forms the basis for all data collection, analysis, and reporting.
• Arterial / Collector Streets: ~46 centerline miles.
• Local / Residential Streets: ~77 centerline miles.
• Total Network: ~123 centerline miles (≈ 268 lane miles).

Key Deliverables
These deliverables provide the City with a complete, usable PMP package that supports technical operations, budgeting, and policy decisions.

1. StreetSaver® Database: Updated segmentation, maintenance zones, Council Districts, PCI values, treatment strategies, and unit costs.

2. GIS Data Package: Shapefiles with pavement sections, PCI, dimensions, maintenance history, and recent treatments aligned to City GIS.

3. Draft PCI Report: Electronic and hard copy summary of network condition, funding scenarios, and rehabilitation programs.

4. Final PMP Report: City-accepted report with maps, funding scenarios, and multi-year rehabilitation program.

5. Rehabilitation Outputs: Multi-year work plan and scenario datasets for CIP and budget development.

6. City Council Presentation: PowerPoint summarizing conditions, funding impacts, and recommended strategies.

Work Process
NCE applies a structured workflow that integrates field data, system outputs, engineering review, and City coordination to maintain continuity from data collection through final reporting.

1. Project Initiation: Confirm scope, standards, GIS inputs, and historical maintenance data.

2. Network Verification: Correct StreetSaver® segmentation and populate maintenance zone and Council District fields using City GIS layers.

3. Condition Survey: Perform ASTM D6433-compliant surveys using certified personnel and automated technologies.

4. Data Integration: Enter survey results, reconcile discrepancies, and validate PCI calculations.

5. Strategy Updates: Update maintenance and rehabilitation strategies and unit costs.

6. Budget Modeling: Generate baseline, maintain, improve, and target PCI funding scenarios.

7. Multi-year Program: Develop prioritized multi-year rehabilitation program using functional class and PCI-based ranking.

8. Draft Reporting: Prepare draft PCI report, maps, and scenario outputs for City review.

9. Final Deliverables: Incorporate City comments and deliver final PMP report, GIS files, and database outputs.

10. Council Support: Prepare and deliver City Council presentation materials.

City of San Dimas – Pavement Management Program Update 2026 13 Standards and Expectations
These requirements define the standards that guide how the work is performed and how deliverables are evaluated.
• Database Accuracy: StreetSaver® and GIS
alignment for consistent mapping and reporting.
• ASTM Compliance: PCI data collected and
calculated using ASTM D6433.
• Functional Classification: Network structured for
arterial/collector and local/residential
prioritization.
• Budget Transparency: Clear demonstration of
funding impacts and deferred maintenance.
• Council Readiness: Reports and presentations
formatted for staff, leadership, and public use.

Value of the PMP
The PMP update is structured to support the needs of
technical staff, executive management, elected officials, and the public.
• Clear Decisions: Funding scenarios show the
impact of budget choices on network conditions.
• Practical Programs: Rehabilitation plans reflect
City maintenance practices and treatment
standards.
• Defensible Rankings: Project prioritization is
transparent and repeatable.
• Public Communication: Maps and summaries
enable clear presentation of pavement needs.
• Long-Term Planning: Multi-year programs align CIP
development with performance goals.

NCE PMP Methodology
NCE applies engineering judgment and local experience to ensure PMP outputs are implementable and usable.
• Engineering Review: Scenario outputs checked for
constructability and treatment suitability.
• Local Experience: Regional pavement conditions
and cost trends inform strategy and unit costs.
• City Coordination: Ongoing coordination ensures
assumptions and classifications reflect City
practices.
• System Integration: Deliverables structured to
work directly within StreetSaver® and GIS
platforms.
• Documented Assumptions: Budget models and
scenarios clearly identify inputs and decision logic.

NCE Quality Management Approach
NCE applies a project-level quality management process to ensure accuracy, consistency, and clarity across all PMP deliverables.
• Tiered Reviews: Technical self-checks, Project
Manager review, and independent QA/QC
oversight.
• Cross-System Checks: Validation between GIS
layers and StreetSaver® records.
• Change Tracking: Logs maintained for network
edits, data corrections, and report revisions.
• Standards Compliance: Deliverables reviewed
against City formatting and submission
requirements.

Key Points of Understanding
These points summarize NCE’s understanding of the City’s objectives for the PMP update. • The PMP is a decision-support tool, not only a condition report. • Network accuracy drives the reliability of PCI and funding scenarios. • Functional classification enables transparent project prioritization. • Reports must facilitate effective communication with the City Council and the public. • Deliverables must remain compatible with the City’s GIS and StreetSaver® systems.

Scope of Work
The tasks provided on the following pages describe the required work to verify the pavement network, collect and validate PCI data, update maintenance and rehabilitation strategies, develop funding scenarios and multi-year programs, and deliver final reports and presentation materials for City use.

City of San Dimas – Pavement Management Program Update 2026 14 Task 1 – Management and Administration
Establish project standards, confirm data sources, and coordinate closely with City staff to ensure consistent execution, responsive communication, and accurate incorporation of historical and GIS information into the PMP.
• Project Coordination: Conduct kickoff meeting to confirm scope, schedule, budget, invoicing requirements, standards, formats, communication protocols, and administrative procedures, and confirm points of contact.
• City Practices Review: Review pavement maintenance practices, maintenance budgets, available resources, historical expenditures, and desired service levels. • Historical Data Review: Review and coordinate incorporation of historical maintenance and treatment records since the last PMP update into the StreetSaver® database and PCI analysis.
• Field & QA/QC Coordination: Review field access and public safety requirements, QA/QC plan expectations, list of new streets, agency boundaries and private road designations, and discuss M&R treatments and potential PCI impacts.
• Milestone Meetings: Conduct up to four additional coordination meetings at defined project milestones to review progress and address issues.

Please note, reneweing City’s StreetSaver license is not part of NCE’s scope of work.

DELIVERABLES FOR TASK 1:
• Meeting Documentation: Meeting agenda and summary notes of agreed standards for scope, formats, schedule, and coordination.

Task 2 – Database Verification and Organization
Verify, correct, and organize the City’s StreetSaver® and GIS pavement network to ensure accurate segmentation, complete coverage, and consistent spatial and attribute alignment for analysis, reporting, and project prioritization. • Network Verification: Review and reconcile pavement segments against City street and asset records; add, delete, and correct records as needed, including approximately 20 new street segments. • Segment Organization: Organize branches and segments to match City naming and functional classification conventions. Re-segmentation will follow NCE’s established segmentation protocols and engineering judgment, minimizing iterative agency review while maintaining consistency with City standards. • Maintenance Zones: Add and populate maintenance zone fields in StreetSaver® and GIS using City-provided boundary layers.
• Council Districts: Add and populate Council District fields in StreetSaver® using City-provided shapefiles. • GIS Mapping Alignment: Update StreetSaver® GIS mapping to ensure all pavement sections are correctly represented spatially.

As part of this task, NCE will update pavement areas for each pavement management section across the City’s street network by measuring pavement widths edge-to-edge, accounting for width variations such as medians, cul-de-sacs, turn lanes, gutters, bus pads, and other geometric features that may not be fully reflected in existing database records. These refined pavement area calculations will improve the accuracy of treatment quantity estimates, cost projections, and budget scenario evaluations.

Differences between database-recorded areas and actual
pavement areas can be significant where roadway widths vary along a segment. For example, inclusion of turn lanes, widened intersections, or cul-de-sac geometry may increase calculated pavement areas by 10–15 percent or more, affecting program cost estimates and funding San Dimas’ Maintenance Zones
San Dimas’ Council Districts
True Pavement Area Verification for
the City of Beaumont Page 115 – 257
City of San Dimas – Pavement Management Program Update 2026 15 projections. Updating pavement areas ensures that subsequent budget analyses and rehabilitation programming are based on representative pavement quantities.

DELIVERABLES FOR TASK 2:
• Updated Databases: StreetSaver® network and GIS geodatabase reflecting verified segmentation, new streets, and updated attributes.
• Attribution Records: Maintenance zone and Council District fields populated and validated. • Mapping Output: Updated StreetSaver® GIS map showing aligned pavement sections.

Task 3 – Pavement Condition Surveys
Automated pavement condition surveys will be performed using a multi-sensor automated pavement data collection platform equipped with laser-based crack measurement systems, calibrated distance measurement instrumentation, and highresolution digital imaging, providing consistent, repeatable distress measurements across the City’s approximately 123 centerline-mile network. Survey procedures will follow ASTM D6433 distress identification, severity classification, and density measurement requirements, with equipment operated in accordance with manufacturer-recommended tolerances to maintain measurement accuracy and consistency.

Equipment Demonstration: At the City’s request, NCE will provide a demonstration of the automated pavement data collection vehicle and onboard survey equipment prior to or at the start of field operations to familiarize City staff with the data collection process and system capabilities. The demonstration will be provided at no additional cost to the City.

Coverage: To support both network-level analysis and potential project-level applications, two survey coverage levels are available:
• Option A – Base Coverage (Network PCI Collection) – 169 Lane Miles:

Automated pavement distress surveys will be conducted using standard network-level coverage consisting of one lane in one direction on two-lane roadways and one lane in both directions on multi-lane roadways, providing consistent network-level PCI results for PMP analysis.
• Option B – Enhanced Coverage (Expanded Lane-Level Coverage) 220 Lane Miles– Optional: Enhanced survey coverage will include additional lane-level data collection on arterial and collector roadways, capturing lane-specific pavement condition information to support more detailed deterioration evaluation and project-level rehabilitation planning, if requested by the City.

Data Processing: Following data collection, distress and condition data will be processed and entered into the StreetSaver® database, PCI calculations will be performed, and field observations will be reconciled with existing network records.

Quality assurance and quality control procedures will be integrated throughout the pavement condition survey program to ensure the accuracy, consistency, and repeatability of distress data and resulting PCI values. NCE will implement a projectspecific QA/QC Plan, led by Vijay Pulijal, PE, PMP QA/QC Manager, which will define survey calibration procedures, data collection tolerances, validation methods, and documentation standards prior to the start of field activities. The QA/QC process will include equipment calibration, field spot checks, review of survey procedures, verification of selected pavement segments, and engineering review of processed distress data and analytical outputs. Distress measurements and calculated PCI results will also be evaluated against historical pavement condition and maintenance records to identify anomalies and confirm consistency before final database integration. A draft QA/QC Plan will be submitted to the City for review and approval prior to the start of survey activities.

NCE Quality Assurance
• Real-time Validation:

Automatic quality checks
flag segments for
immediate recollection.
• Post-survey Analysis:

Algorithms identify
anomalies with
deterioration over 3 PCI
points per year.
• Final QC: Verify 10% of
segments in the field and
desktop, cross-checking
with M&R data and past
results.

Automated PCI Survey Vehicle

City of San Dimas – Pavement Management Program Update 2026 16 DELIVERABLES FOR TASK 3:
• PCI Dataset: StreetSaver® database populated with validated pavement condition and PCI data. • Updated GIS Files: Pavement condition layers reflecting verified survey results.

Task 4 – Maintenance and Rehabilitation Strategies
Update maintenance and rehabilitation (M&R) strategies and unit costs to reflect current pavement conditions and support consistent, implementable decision-making within the PMP. • Strategy Review: Review existing maintenance and
rehabilitation strategies for applicability to current
pavement conditions.
• Treatment Updates: Update treatment strategies for
slurry seals, chip seals, overlays, and reconstruction. • Unit Cost Updates: Update unit costs for all
maintenance and rehabilitation treatments.
• System Integration: Incorporate updated strategies
and costs into the StreetSaver® database for use in
scenario modeling and program development.

DELIVERABLES FOR TASK 4:
• Decision Tree: Updated M&R strategies and treatment unit costs incorporated into the StreetSaver® decision tree.

Task 5 – Budget Analysis and Funding Scenarios
Needs Analysis: Using the updated pavement condition data, treatment strategies, and unit costs developed in prior tasks, NCE will perform a network-level needs analysisto identify maintenance and rehabilitation (M&R) requirements for each pavement section and estimate the overall funding required to maintain or improve the City’s pavement network condition over the selected analysis period. The needs analysis will apply established M&R decision trees to each pavement section and summarize projected treatment costs across the network, forming the basis for subsequent funding scenario evaluations.

Budget Scenario Modeling: NCE will then perform budget scenario modeling within StreetSaver® to evaluate the performance of the pavement network under constrained and alternative funding levels. Multiple funding scenarios will be analyzed to address “what-if” planning questions, including:
• Budget Needs Assessment: Identifies the total funding required to address all maintenance and rehabilitation needs across the network with no funding constraints.
• Existing Budget ($2.5 Million): Projects network performance under the City's current annual funding level of $2.5 million.

Budget Needs analysis answers the questions: “If I have unlimited funding for street maintenance and repair, which streets should I fix? When should I fix them? What treatments should I apply? How much will it cost?” Crack Map Review Tool Quality Control Spreadsheet QC Plan Typical Cost of Pavement Maintenance in Orange County
Developed by NCE as part of 2025 PMP Update

City of San Dimas – Pavement Management Program Update 2026 17 • Maintain Current PCI: Identifies the funding level required to maintain the current network PCI over the analysis period.
• Improve Network PCI by 10 Points in 5 Years: Estimates the funding required to increase the overall network PCI by 10 points within a five-year timeframe.
• Improve Network to Regional Target PCI: Determines funding needed to achieve the regional target PCI established for Los Angeles County agencies.
• Improve Network to PCI of 80: Determines funding needed to bring the overall network to a PCI of 80 over the analysis period.

Each scenario will illustrate proposed projects, projected PCI trends, backlog estimates, cost of deferred maintenance, and PCI conditions of streets at the end of the scenario period, as described in the City's RFP and Addendum No. 1. Scenario outputs will include projected PCI trends, backlog estimates, and recommended treatment programs associated with each funding level.

Multi-Year Program Development: Following completion of the scenario evaluations, NCE will work with City staff to develop a prioritized five-year rehabilitation program based on the selected funding strategy. Program criteria for project ranking will include roadway classification and PCI. If shortfalls exist, NCE will provide recommendations for how the City can employ better preventive maintenance strategies or increase funding by proposing a preferred future budget level.

DELIVERABLES FOR TASK 5:
• Scenario Outputs: StreetSaver® and GIS scenario results, including maps and prioritized project lists. • Five-Year Rehabilitation Program: Program datasets suitable for CIP planning and budget development.

Task 6 – Final Reports and City Council Presentation
Prepare clear, decision-ready reports and presentation materials that communicate pavement conditions, funding scenarios, and recommended programs for City staff, City Council, and the public. • Draft Reporting: Prepare a Draft Pavement Management Program (PMP) Report summarizing pavement network condition results, key funding scenario outcomes, and the recommended five-year rehabilitation program, including supporting maps, tables, and graphics suitable for technical and management review. • Final PMP Report: Incorporate City review comments and prepare a Final PMP Report reflecting finalized program recommendations and associated mapping and tabular
outputs.
• Deliverables Packaging: Compile and deliver PMP
products in City-requested formats, ensuring
consistency between the StreetSaver® database,
GIS mapping layers, and report content to
support City budgeting, CIP planning, and
ongoing pavement management use.
• Public Meeting Support: Prepare presentation
materials summarizing key findings and
recommendations. NCE will present the results
to City staff and/or City Council. NCE will also
attend and provide technical support at up to
two (2) public, staff, or City Council meetings in evening hours, as requested by staff, including responding to questions related to pavement conditions, funding scenarios, and recommended rehabilitation programs. • ARHM Street Recommendations: NCE will review existing Asphalt Rubber Hot Mix (ARHM) streets within the City's network and provide suggested maintenance treatments tailored to ARHM pavement characteristics, including appropriate preservation and reabilitation strategies consistent with PMP findings.

Budget Scenarios answers the question: “If I only have limited funds for street maintenance and repair, which streets have the highest priority for repairs, when should I perform the repairs, and how much will it cost?” Self-reported PCI from the 2025 California
Statewide Needs Assessment

City of San Dimas – Pavement Management Program Update 2026 18 TASK 6 DELIVERABLES FOR TASK 6:
• Draft Reports: Draft PMP/PCI reports in electronic and hard copy formats. • Final PMP Report: City-accepted final report with maps and supporting tables. • ARHM Treatment Summary: Recommended maintenance treatments for existing ARHM pavement sections. • GIS Map Package: Final GIS shapefiles.
• Council Presentation: PowerPoint presentation for City Council use. • Meeting Participation: Technical support and presentation materials for up to two evening public meetings.

Task 7 – Miscellaneous and Optional Services
The following services may be performed at the City’s request to provide additional technical support, communication assistance, and staff training related to the PMP.

TASK 7A – ENGINEERING TECHNICAL SUPPORT (OPTIONAL)
Provide 40 hours of onsite project-level repair methodology recommendations and review of maintenance treatments on streets specified by the City. This task is separate from updating M&R strategies in Task 4 and will include field review of pavement conditions, assessment of repair approaches, and recommendations for treatment selection based on site-specific conditions and PCI data.

This task will be led by James Signore, PhD, PE, Pavement Specialist, a senior-level registered civil engineer with over 27 years of experience in pavement design, evaluation, and repair. Dr. Signore's qualifications exceed the RFP minimum requirement of a senior-level registered civil engineer with 10 or more years of experience in pavement design or repair. The 40 hours will be included as a separate line item in the fee proposal. The City may adjust the number of hours plus or minus 25%.

DELIVERABLES FOR TASK 7A (IF REQUESTED):
• Technical consultation summaries and repair methodology recommendations for City-specified streets.

TASK 7B – STAFF TRAINING (OPTIONAL)
Provide a two-hour training session for City staff on new or developing technology for pavement maintenance treatments, treatment applications, and interpretation of PMP results to enable ongoing City use of PMP tools and outputs.

DELIVERABLES FOR TASK 7B (IF REQUESTED):
• Training presentation materials and handouts.

TASK 7C – SPECIAL PAVEMENT SECTION REVIEW (OPTIONAL)
Review designated pavement sections, including specialty treatments or agency-identified segments, and provide general maintenance and rehabilitation considerations consistent with PMP findings.

DELIVERABLES FOR TASK 7C (IF REQUESTED):
• Summary recommendations for designated pavement segments.

TASK 7D – OTHER ASSET INVENTORY (OPTIONAL)
At the City’s request, NCE will develop a supplemental
roadway asset inventory across the City street network
using automated image-based extraction supported by
artificial intelligence / machine-learning (AI/ML)
methods, followed by targeted manual quality control
to achieve approximately 90% feature identification
reliability at planning-level positional accuracy
(approximately 1–3 meters GNSS accuracy). Asset
conditions will be classified at a planning-level
condition scale (good, fair, poor) and will not constitute

City of San Dimas – Pavement Management Program Update 2026 19 a regulatory compliance inspection. Assets inventoried under this task are assumed to be visible from the public right-of-way during network data collection activities.

Asset inventory development may be performed for the full network or for selected asset groups, depending on City priorities and budget. Inventory records will be spatially linked to pavement management sections to support integrated asset and pavement planning.

Optional Asset Inventory Categories
• 7D.1 Traffic Signs (Point): MUTCD code/description, sign type (regulatory/warning/guide), orientation/approach, face-size class, and support type (post/mast).
• 7D.2 ADA Curb Ramps (Point/Polygon): Presence, ramp type, detectable warnings (Y/N), orientation/leg, and medianopening indicator (Y/N). (Inventory only; no ADA compliance measurements.) • 7D.3 Light Poles (Point): Street/traffic/pedestrian class, pole material/type, arm/fixture count (if visible), and ID tag (if posted).
• 7D.4 Pavement Striping & Markings (Line/Polygon): Marking class (centerline, edge, bike, crosswalk, stop bar, symbols), color, width band, and material type (if discernible). • 7D.5 Sidewalks (Line/Polygon): Presence, length, surface type, width band (if discernible), and roadway association.
• 7D.6 Curb, Gutter, and Curb Markings (Line): Presence, curb color/class, gutter type, and discontinuities (if observed). • 7D.7 Bicycle Facilities (Line/Point): Facility class (I/II/III/IV), directionality, buffer presence (Y/N), and conflict-marking indicators (if visible).
• 7D.8 Bus Stops and Shelters (Point/Polygon): Stop ID (if posted), shelter presence, bench, trash receptacle, pad presence, and lighting indicator (if visible).
• 7D.9 Utility Access Features (Point): Type (manhole, valve, drainage inlets, catch basins, etc.), owner (if marked), and cover material/label. (No utility locating.)
• 7D.10 Driveway Aprons (Point/Line): Presence, residential/ commercial classification, and width band.
• 7D.11 Guardrails / Barriers (Line): Barrier type, terminal type (if visible), and approximate length.
• 7D.12 Traffic Signals and Cabinets (Point): Signal presence, mastarm count (approximate), cabinet location, and controller tag (if posted). • 7D.13 Drainage Ditch Inventory (Line): Presence.
• 7D.14 Fire Hydrants (Point): Presence, color/markings (if visible), and owner (if marked). • 7S.15 Medians (Polygon/Line): Median type (raised/painted), approximate length/area, and openings (Y/N). • 7E.16 Trees and Tree Wells (Point/Polygon): Species (if identifiable), size band (visual), well presence, and conflict indicators (uplift Y/N).

DELIVERABLES FOR TASK 7E (IF REQUESTED):
• Asset Inventory Geodatabase: GIS feature classes containing inventoried assets with planning-level attribute schema. • Asset Inventory Summary Memorandum: Documentation of inventory methodology and attribute structure. • Optional Web Map (If requested): Web-based GIS visualization of inventoried assets for City access and review at no extra cost.

Proven Record Meeting Project Schedules
NCE has a proven record of meeting project schedules for public agency clients. Timeliness is a high priority for our team, and we use clear communication, concise documentation, prompt problem resolution, and strict schedule review to ensure projects are completed on time. We work collaboratively with clients to develop project-specific schedules with clear delivery timelines.

If a potential delay arises, NCE promptly notifies the client, provides details, and recommends solutions to keep the project on track. Over 70% of our work is repeat business, reflecting our reliability in delivering projects on schedule City of Thousand Oaks PMP Update and
Sign Inventory 2023–2025
NCE used its AI-ML approach to
efficiently develop a comprehensive sign
inventory for the City of Thousand Oaks’
384 centerline miles. Leveraging data
from the PMP update, NCE identified and
classified 28,281 signs per CA MUTCD,
then filtered those requiring
retroreflectivity evaluation. A 2-person
crew conducted nighttime assessments
on about 8,205 signs, ensuring
compliance with FHWA and MUTCD
Section 2A.09. This AI-ML method
enabled NCE to deliver the project at a
fraction of the cost of traditional manual
sign-tagging.

City of San Dimas – Pavement Management Program Update 2026 20 Subconsultants
NCE will act as the primary consultant and use our partners, listed below, to meet the specific requirements of this project. märker geospatial (“märker”) provides automated survey services with 30 years of pavement and asset management experience. They operate OCTA/MTC-certified data collection vehicles with onboard technicians for real-time pavement distress verification using GPS-integrated systems. märker has served dozens of municipalities on the NCE team in California, including Anaheim, Baldwin Park, Beverly Hills, Burbank, Diamond Bar, Encinitas, Lake Forest, Manhattan Beach, Mission Viejo, Monterey Park, Newport Beach, Pismo Beach, Redondo Beach, San Bernardino, San Clemente, Thousand Oaks, Wildomar, and Yorba Linda, and the Counties of Orange, Santa Barbara, and San Diego. arrb systems (“ARRB”) offers automated survey services with decades of global expertise in pavement condition assessment. An industry leader since the 1990s, ARRB, whose OCTA/MTC-certified next-generation vehicles collect surface, structural, and safety data in a single pass, has delivered projects for over 30 state DOTs and federal agencies. ARRB has supported NCE on similar projects for the Cities of Encinitas, Pismo Beach, San Bernardino, and Wildomar.

Transconomy provides AI/ML-powered automated asset inventory services, specializing in identifying traffic control devices from roadway images per the Manual on Uniform Traffic Control Devices standards. Founded in 2022 as an iENGINEERING spin-off, they've partnered with NCE on PMP and asset management projects for the Cities of Beaumont, Burbank, Encinitas, Monterey Park, San Bernardino, Santa Maria, and Thousand Oaks.

References
The following references demonstrate the firm's proven record of successful project outcomes, timely completion, and high client satisfaction on projects directly relevant to the scope of the City of San Dimas’ Pavement Management Program.

NCE Client References
Reference 1
City of Burbank
Reference 2
City of Redondo Beach
Reference 3
City of Monterey Park
Agency:

City of Burbank PWD
150 N Third Street
Burbank, CA 91502
Contact:

Artin Megerdichian, PE
Senior Civil Engineer
p: (818) 238-3942
e: [email protected]
Services:

The NCE team has delivered Pavement
PMP services for the City of Burbank
since 2017, utilizing StreetSaver® to
manage a street network of 280
centerline miles. Our team has also
developed rehabilitation strategies and
annual work plans to help the City
optimize its pavement maintenance
and capital improvement programs.

Agency:

City of Redondo Beach PWD
415 Diamond Street
Redondo Beach, CA 90277
Contact:

Lauren Sablan
Principal Civil Engineer
p: (310) 318-0661
e: [email protected]
Services:

The NCE team has supported the City of
Redondo Beach since 2017 with PMP
and right-of-way asset inventory
updates for its 159.43 centerline mile
network, utilizing StreetSaver® for data
management. In addition, members of
our team also supported other projects
for the City including PS&E packages for
street rehabilitation projects.

Agency:

City of Monterey Park PWD
320 West Newmark Avenue
Monterey Park, CA 91754
Contact:

Ziad Y. Mazboudi, PE
CIP Manager
p: (626) 532-2018
e: [email protected]
Services:

The NCE team conducting the City’s
2024/25 PMP update for its 99.5
centerline mile street network. Our
team has also performed a pavement
impact fee analysis to assess the effects
of utility cuts and refuse/waste
collection vehicles on the City’s street
infrastructure, and is supporting the
City with a sidewalk assessment,

City of San Dimas – Pavement Management Program Update 2026 21 Billing Rates
NCE Standard Rate Schedule 2026

PROFESSIONAL SERVICES
Principal .................................................................................................................................................................. $250/hour Associate................................................................................................................................................................. $220/hour Senior...................................................................................................................................................................... $185/hour Project..................................................................................................................................................................... $170/hour Staff II...................................................................................................................................................................... $155/hour

TECHNICAL SERVICES
Senior Construction Manager*............................................................................................................................... $130/hour Senior Designer....................................................................................................................................................... $145/hour Senior Technician/Construction Inspector* ........................................................................................................... $120/hour CADD Technician..................................................................................................................................................... $145/hour Senior Field Scientist............................................................................................................................................... $145/hour Field Scientist............................................................................................................................................................ $95/hour Field/Engineering Technician*................................................................................................................................ $110/hour Project Administrator ............................................................................................................................................. $100/hour Technical Word Processing..................................................................................................................................... $100/hour Clerical .................................................................................................................................................................... $100/hour

CONTRACT LABOR
From time to time, NCE retains outside professional and technical labor on a temporary basis to meet peak workload demands. Such contract labor will be charged at regular Schedule charges.

LITIGATION SUPPORT
Engineer/Scientist................................................................................................................................................... $435/hour Court Appearances & Depositions.......................................................................................................................... $605/hour

EQUIPMENT
Plotter Usage ......................................................................................................................................(separate fee schedule) Truck ......................................................................................................................................................................... $100/day Automobile (including Travel) .............................................................................................. IRS Standard Mileage Rate+15% Falling Weight Deflectometer Testing ...................................................................................................................$4,500/Day Coring.....................................................................................................................................................................$5,500/Day Environmental Equipment..................................................................................................................(separate fee schedule)

OUTSIDE SERVICES
Rental of equipment not ordinarily furnished by NCE and all other costs such as special printing, photographic work, travel by common carrier, subsistence, subcontractors, etc. ..................................................................................................... cost + 10%

COMMUNICATION/REPRODUCTION
In-house costs for postage, printing and copying ………… ................................................................... project labor charges x 5% TERMS
Billings are payable upon presentation and are past due 30 days from invoice date. A finance charge of 1.5% per month, or the maximum amount allowable by law, will be charged on past-due accounts. NCE makes no warranty, either expressed or implied, as to its findings, recommendations, specifications, or professional advice except that they are prepared and issued in accordance with generally accepted professional practice. *A surcharge of $25/hour applied for technicians and construction inspectors to comply with Prevailing Wage (PW) per requirements of California Department of Industrial Relations.

This Schedule of Charges is valid from 01/01/2026 to 12/31/2026

City of San Dimas – Pavement Management Program Update 2026 22 Insurance
NCE has reviewed and is fully prepared to meet the City’s insurance requirements, as we have in the past. Upon award, we will provide a certificate of insurance naming the City as an additional insured, with evidence of coverage provided below.

City of San Dimas – Pavement Management Program Update 2026 23 Fee Proposal
NCE’s fee proposal for the City of San Dimas PMP Update, based on the scope of work outlined above, is provided below.

City of San Dimas – Pavement Management Program Update 2026 A Appendix
Signed Addendum and Non-Collusion Affidavit

Director of Administrative
Services
Michael O’Brien
Director of Community
Development
Luis Torrico
Director of Parks and
Recreation
Scott Wasserman
Director of Public Works
Shari Garwick
245 East Bonita Avenue ∙ San Dimas ∙ California 91773-3002 ∙ (909) 394-6200 ∙ Fax (909) 394-6209  sandimasca.gov City Council
Emmett G. Badar, Mayor
Eric Weber, Mayor Pro Tem - District 1
Rachel Bratakos – District 3
Eric Nakano – District 2
Ryan A. Vienna – District 4
City Manager
Brad McKinney
Assistant City Manager
Travis Sais
City Attorney
Jeff Malawy

REQUEST FOR PROPOSALS
PAVEMENT MANAGEMENT PROGRAM UPDATE 2026
ADDENDUM NO. 1
FEBRUARY 6, 2026
NOTICE IS HEREBY GIVEN that Addendum No. 1 is being issued to clarify, modify, replace or add the following;
The City has received the following questions:

1. Question: Regarding your RFP for Pavement Management Program Update 2026, do resumes and appendices count towards the page limit?
Answer: Yes.

2. Question: Please confirm whether the Fee Proposal and Billable Rates sections can be excluded from the 25‑page limit?
Answer: Yes.

3. Question: Will the Consultant be responsible for updating the City’s work history and maintaining the Pavement Management Program (PMP) records for the next five years as part of this project, including conducting periodic surveys throughout the five-year cycle? Answer: The City has updated maintenance events as of January 2026. The consultant will be responsible for updating maintenance activity from January 2026 to final submittal of report. We anticipate 30 sections will need updates from maintenance activity conducted in 2026. The City will maintain updates after submittal/acceptance of 2026 Pavement Management Update report.

4. Question: Will a detailed PCI survey schedule, tables of quantities, and cost estimates be required for each budget scenario? Would you be able to clarify the key differences between Tasks 5 and Tasks 7?
Answer: The intent is to update the Pavement Management Program with the defined budget scenarios and provide recommended project selection with each scenario. The budget scenarios should illustrate the proposed projects, cost of deferred maintenance and PCI conditions of streets at the end of the scenario period. 1

245 East Bonita Avenue ∙ San Dimas ∙ California 91773-3002 ∙ (909) 394-6200 ∙ Fax (909) 394-6209  sandimasca.gov

5. Question: Can the City provide a breakdown by functional class for its roadway system of approximately 123 centerline miles (i.e., centerline miles of Arterial streets, centerline miles of Collector streets, centerline miles of Residential streets)? Answer: Yes: See Attachment 2.

6. Question: The RFP Table of Contents mentions a Noncollusion Affidavit. Are we to include this form in our proposal? If yes, please provide a copy of the form.

Answer: Yes. The Noncollusion Affidavit shall be included with the proposal. The form is included in Attachment 1. The City will accept an email copy of the form at:
[email protected] if received prior to 3:00 p.m. on February 10, 2026.

The Bid Due Date remains Tuesday, February 10, 2026 at 3:00 pm.

Acknowledgment of receipt of Addendum No. 1 is required by signing below and returning a copy of this addendum either by email to [email protected] or with the bid proposal package no later than the time they are due (Tuesday, February 10, 2026 at 3:00 p.m.). This Addendum No. 1 consists of four (4) pages.

Should you have any questions regarding this addendum, please call (909) 394-6240.

ACKNOWLEDGEMENT OF RECEIPT OF ADDEDUM NO. 1
FIRM NAME: _________________________________________________________________ BY (Print & Sign) ________________________________________ DATE: ________________ 02-26-07 sg
2 Nichols Consulting Engineers, CHTD (NCE)
Vivek Jha, MS, PE, Principal February 10, 2026

Reno | Lake Tahoe | Point Richmond | Oakland | Sacramento | Anaheim | ScoƩsdale ncenet.com
CollaboraƟon. Commitment. Confidence.

EXHIBIT B

PAYMENT SCHEDULE
Payment schedule to include monthly billings for work completed per the hourly rates provided as described in NCE’s Schedule of Hourly Rates.

City of San Dimas – Pavement Management Program Update 2026 23 Fee Proposal
NCE’s fee proposal for the City of San Dimas PMP Update, based on the scope of work outlined above, is provided below.

EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of Agency, and prior to commencement of work and/or services under this Agreement, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and, in a form, satisfactory to Agency.

General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended.

Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than 1,000,000 combined single limit for each accident.

Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.

Workers’ compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (statutory limits) and Employer’s Liability insurance (with limits of at least $1,000,000).

Consultant shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees, and volunteers.

Umbrella or excess liability insurance. Consultant shall obtain and maintain an umbrella liability insurance policy with limits that will provide bodily injury, personal injury, and property damage liability coverage, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
• A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason, other than bankruptcy or insolvency of said primary insurer;
• “Pay on behalf of” wording as opposed to “reimbursement”; • Concurrency of effective dates with primary policies.

Should Consultant obtain and maintain an excess liability policy, such policy shall be excess over commercial general liability, automobile liability, and employer’s liability policies. Such policy or policies shall include wording that the excess liability policy follows the terms and conditions of the underlying policies.

Other provisions or requirements

Proof of insurance. Consultant shall provide certificates of insurance and required endorsements to Agency as evidence of the insurance coverage required herein. Insurance certificates and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with Agency for the contract period and any additional length of time required thereafter. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.

Duration of coverage. Consultant shall procure and maintain for the contract period, and any additional length of time required thereafter, insurance against claims for injuries to persons or damages to property, or financial loss which may arise from or in connection with the performance of the Work hereunder by Consultant, their agents, representatives, employees, or subconsultants.

Primary/noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by Agency shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of Agency before the Agency’s own insurance or self- insurance shall be called upon to protect it as a named insured.

Agency’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, Agency has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by Agency will be promptly reimbursed by Consultant or Agency will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, Agency may cancel this Agreement.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the Agency’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against Agency, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against Agency and shall require similar written express waivers and insurance clauses from each of its subconsultants.

Enforcement of contract provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Consultant of non-compliance with any requirement imposes no additional obligations on the Agency nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by

any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency.

Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide the Agency with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. If any of the Consultant’s insurers are unwilling to provide such notice, then Consultant shall have the responsibility of notifying the Agency immediately in the event of Consultant’s failure to renew any of the required insurance coverages, or insurer’s cancellation or non-renewal.

Additional insured status. General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that Agency and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies.

Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to Agency and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party who is brought onto or involved in the project/service by Consultant (hereinafter collectively “Subcontractor”), provide the same minimum insurance coverage and endorsements required of Consultant under this Agreement. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. However, in the event Consultant’s Subcontractor cannot comply with this requirement, which proof must be submitted to the Agency, Consultant may still be able to utilize the Subcontractor provided Consultant shall be required to ensure that its Subcontractor provide and maintain insurance coverage and endorsements sufficient to the specific risk of exposure involved with Subcontractor’s scope of work and services, with limits less than required of the Consultant, but in all other terms consistent with the Consultant’s requirements under this Agreement. This provision does not relieve the Consultant of its contractual obligations under the Agreement and/or limit its liability to the amount of insurance coverage provided by its subcontractors. This provision is intended solely to provide Consultant with the ability to utilize a Subcontractor who may be otherwise qualified to perform the work or services but may not carry the same insurance limits as required of the Consultant under this Agreement given the limited scope of work or services provided by the subcontractor. Consultant agrees that upon request, all agreements with Subcontractors, and others engaged in the project and/or services, will be submitted to Agency for review.

Agency’s right to revise specifications. The Agency reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the Agency and Consultant may renegotiate Consultant’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by Agency. Agency reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through confirmation from the underwriter.

Timely notice of claims. Consultant shall give Agency prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

EXHIBIT D

REQUEST FOR PROPOSAL
Pavement Management Program Update 2026

1 CITY OF SAN DIMAS

DEPARTMENT OF PUBLIC WORKS
SAN DIMAS, CA 91773

REQUEST FOR PROPOSALS
FOR

CITY OF SAN DIMAS
PAVEMENT MANAGEMENT PROGRAM UPDATE 2026
Proposals shall be delivered no later than:
3:00 PM FEBRUARY 10, 2026
Please direct questions or comments to:

SHARI GARWICK

DIRECTOR OF PUBLIC WORKS

CITY OF SAN DIMAS
245 E. BONITA AVENUE
SAN DIMAS, CA 91773
[email protected]

2 CITY OF SAN DIMAS

REQUEST FOR PROPOSALS

INSPECTION SERVICES FOR INDUSTRIAL/COMMERCIAL INSPECTIONS

TABLE OF CONTENTS
INTRODUCTION ........................................................................................................................4 BACKGROUND INFORMATION.................................................................................................5 SCOPE OF REQUIRED SERVICES...........................................................................................7 PROPOSAL SCHEDULE............................................................................................................9 SERVICES & PERSONNEL........................................................................................................9 REQUIRED PROPOSAL FORMAT...........................................................................................11 SUBMITTAL INSTRUCTIONS ..................................................................................................12 EVALUATION ...........................................................................................................................13 REQUESTS FOR CLARIFICATIONS .......................................................................................14 GENERAL PROVISIONS..........................................................................................................14 BIDDER’S STATEMENT OF TECHNICAL ABILITY & EXPERIENCE.......................................16 NON-COLLUSIVE AFFIDAVIT..................................................................................................17 ESTIMATED LABOR HOURS & FEE PROPOSAL ...................................................................18 APPENDIX A ............................................................................................................................20

3 CITY OF SAN DIMAS

REQUEST FOR PROPOSALS
PAVEMENT MANAGEMENT PROGRAM UPDATE 2026
PROPOSALS WILL BE ACCEPTED UNTIL: 3:00 pm on February 10, 2026 PLACE OF PROPOSAL RECEIPT: Office of the City Clerk, City Hall, 245 East, Bonita Avenue, San Dimas,
California 91773
PROJECT IDENTIFICATION NAME: REQUEST FOR PROPOSALS (RFP) for Pavement Management Program Update
2026
NOTICE IS HEREBY GIVEN that the City of San Dimas, County of Los Angeles, California, will receive up to, but not later than, the time set forth above sealed contract proposals for the award of a contract for the above project. All proposals shall be made on the form furnished by the City and shall be opened and publicly read aloud at the above-stated time in the Office of the City Clerk of the City of San Dimas, City Hall.

DESCRIPTION OF WORK: Update of the City of San Dimas Pavement Management Program (in StreetSaver), including condition survey, GIS field and linkage updates and Engineering Services for repair strategies of various streets.

OBTAINING CONTRACT DOCUMENTS: Electronic copies of Contract Documents may be requested from the Public Works Department via email at [email protected] or by calling (909) 394-6240.

At the time of the award of the contract, the awarded firm shall possess a valid business license and provide a DIR registration number for the firm and any subcontractors.

The City reserves the right to reject any or all proposals and to waive any irregularities or informalities in any proposal or in the bidding and to make awards in the interest of the City. No firm may withdraw his bid for a period of ninety (90) calendar days after the opening of proposals.

For information, CITY OF SAN DIMAS
please call Public Works /Engineering
at (909) 394-6240 /s/ Debra Black
City Clerk of the City of San Dimas

4 INTRODUCTION
The City of San Dimas is seeking proposals from qualified consultant firms for an update of its Pavement Management Program (PMP) which was previously updated in 2020. The 2026 PMP update will include a comprehensive survey and inventory of the City’s arterial, major, secondary, collector and residential public streets and roadway system consisting of approximately 122.78 centerline miles. Services requested include roadway inspections, inputting all data collected during the survey into the City’s PMP, update of the City’s GIS Database and uploading the GIS data into the City’s online pavement management program: StreetSaver. Other tasks include working with City Staff to develop appropriate rehabilitation strategies for existing paving conditions and developing a proposed 5 year recommended CIP Plan listing and other tasks as outlined in the Project Scope. Documents relating to the City’s 2020 PMP, consist of a comprehensive survey and inventory of City streets (Local and Arterial/Collector), will be made available to the selected consultant in order to support their efforts on the 2026 PMP update.

Respondents are required to submit 3 double-sided copies, one original and one electronic copy on a flash drive no later than 3:00 pm on February 10, 2026 at the Office of the City Clerk, located at 245 E Bonita Ave in San Dimas, CA 91773. Sealed Proposals should be labeled with:
“RFP: Pavement Management Program Update”. Proposals received after that date and time will be rejected. Questions regarding this Request for Proposals should be directed to Shari Garwick, Director of Public Works, in writing by email at [email protected] no later than February 4, 2026. Addendums will be posted on the City website and emailed to the plan holder’s list.

RFP specifications may be obtained from the Public Works Department, at City Hall located at 245 East Bonita Ave, San Dimas, CA or may be accessed from the City’s website at www.sandimasca.gov.

The City of San Dimas reserves the right to reject any or all Proposals, or waive defects in same, if it deems such to be in the best interest of the City of San Dimas. The City of San Dimas is an affirmative action, equal opportunity employer.

Shari Garwick
Director of Public Works

5 I. BACKGROUND INFORMATION
The City of San Dimas (“The City”) is located midway (about 27 miles) between Los Angeles and San Bernardino, at the base of the San Gabriel Mountains. The San Dimas community has a population of approximately 36,000 residents. The City incorporated in 1960 and has developed into a well-balanced community offering residential living with small industrial and commercial zones. As part of this Request for Proposals (RFP), the Consultant will work closely with the City of San Dimas Public Works Department.

II. PROJECT DESCRIPTION
The City’s Public Works Department is requesting proposals from qualified firms for an update of its Pavement Management Program (PMP) which was previously updated in 2020. The 2026 PMP update will include a comprehensive condition survey and inventory of the City’s arterial, collector and residential public streets and roadway system consisting of approximately 123 centerline miles. Services requested include inputting all data collected during the survey into the City’s PMP and updating the GIS database. The consultant will work with City Staff to develop appropriate rehabilitation strategies for existing pavement conditions and develop a proposed 5 year CIP plan and other tasks as listed in the Scope of Work. The City uses the StreetSaver software. Documents relating to the City’s 2020 PMP, consisting of a comprehensive survey and inventory of ALL City streets (Local and Arterial/Collector), will be made available to the selected consultant in order to support their efforts on the 2026 PMP update.

IV. CONSULTANT’S PROPOSAL
The Consultant’s Proposal shall be no more than 25 pages, excluding a cover letter of up to two pages, dividers, and certificates. Proposals failing to provide sufficient information and assurances of performance to accurately assess the required services and failing to comply with requirements and conditions of the RFP will not be given further consideration. The Consultant’s Proposal shall include the following:
 A statement of qualifications applicable to this RFP.  A description of the firm’s Pavement Management Services capabilities and experience.  An organization chart including the names, qualifications and proposed duties of the Consultant’s Staff to be assigned to this project. If one or more of the Consultant’s key staff should become unavailable, the Consultant may substitute other staff of at least equal competence only after prior written approval by the City.  Project approach
 List of expected sub-consultants
 References shall be provided for at least three similar projects.  The firm’s current billable rates.
 Evidence of Insurance.
 Fee Proposal
V. INDEPENDENT CONTRACTOR
The Consultant’s relationship to the City in the performance of the Consultant’s services for this project is that of an independent Contractor. The personnel performing said Pavement Management Services shall at all times be under the Consultant’s exclusive direction and control and shall be employees of the Consultant and not employees of the City.

6 The Consultant shall pay all wages, salaries and other amounts due their employees in connection with the performance of said work and shall be responsible for all employee reports and obligations, including but not necessarily restricted to, social security, income tax withholding, unemployment compensation, and Workers’ Compensation.

VI. AGREEMENT
The City’s standard General Services Agreement is attached to this Request for Proposal. The Consultant will be expected to enter into the attached Agreement.

The successful consultant(s) and any sub-consultants are required to obtain a City of San Dimas business license prior to award of the Agreement, and to maintain the license for the term of the Agreement. The business license is not a prerequisite for submission of a Proposal.

VII. INSURANCE
If awarded, the Consultant shall comply with and provide the insurance requirements specified and set forth in the General Services Agreement attached as “Attachment B”.

VIII. GENERAL CONDITIONS
The City reserves the right to withdraw this RFP at any time without prior notice. Further, the City makes no representations that any Agreement will be awarded to any Consultant responding to this RFP. The City expressly reserves the right to postpone reviewing the Proposal for its own convenience and to reject any and all Proposals responding to this RFP without indicating any reasons for such rejection(s).

The City reserves the right to reject any or all Proposals submitted, and/or to offer agreements to firms who best meet the City’s needs, at the City’s sole discretion. The City is not responsible for any costs associated with the preparing or submitting the proposal.

By submitting a proposal, consultants represent that they have thoroughly examined and become familiar with the work required under this RFP.

The consultant shall guarantee their proposal fee for a minimum of 90 days from the time of bid closing.

IX. SELECTION CRITERIA
The consultant will be selected and scored by City of San Dimas staff. The evaluation criteria will be scored as follows:

Evaluation Criteria: Maximum Score:

Proposal Preparation and Organization 10
Project Understanding/Approach 10
Project Manager Experience 10
Professional Qualifications 10

7 Available Personnel Resources 10
Consultant’s Pavement Management
Services Experience
25 Overall Subjective Evaluation 10
Cost 15
Total Score 100
All Proposals received as specified will be evaluated by City staff in accordance with the above scoring criteria. During the evaluation period, the City may do any or all of the following: generate a “short list” and conduct interviews with the top candidates; conduct negotiations with the most qualified candidate(s). Consultants should be aware, however, that award may be made without consultant interviews or further discussion or negotiations.

X. ATTACHMENTS
A. Scope of Work
B. City of San Dimas – General Services Agreement

8 ATTACHMENT A
Scope of Work

9 Scope of Work
Task 1- Management and Administration:
a. Discuss Project guidelines and standardization of services, background, scope, objectives, deliverables formats, and project administration. b. Discuss with representatives from the City about the current procedures for pavement maintenance, available resources, historical expenditure levels, and desired service levels. This will help the individuals responsible for the work described in the RFP to gain an understanding of the City’s unique needs.
c. Coordinate with City representatives to review historical maintenance information and to make sure information is accurately incorporated into the database and the pavement condition rating. A GIS street pavement layer will be provided by the City.

Task 2- Database Verification and Organization
a. Consultant shall verify and reconcile the pavement management database with the City’s existing street and asset records to ensure data accuracy and completeness. This includes reviewing and updating all network segments to add, delete, or correct records as necessary. Branches and segments shall be organized in a consistent and logical manner that aligns with the City’s street naming and classification conventions. The edits will be made in the City’s geodatabase and will be uploaded to StreetSaver. There are 20 segments of new streets that will need to be added to the City GIS database and StreetSaver database.
b. Add a field in the City GIS database and in StreetSaver for 10 maintenance zones, and populate the field with the correct zone. The City has a GIS layer of the zones.

Boundary for each zone.
c. Add in StreetSaver a GIS field for Council District and populate the filed with the accurate data. The City has a shapefile of the 4 Council Districts that can be used. d. Update the GIS Mapping feature in StreetSaver for the street network so that all of the City’s approximately 900 sections are correctly reflected in StreetSaver GIS map.

Task 3- Pavement Condition Surveys:

Collect Pavement Condition Index (PCI) data for all street segments using the ASTM D6433 methodology for distress identification, severity classification, and PCI calculation. Automated data collection technologies such as LiDAR, imaging, AI-based systems, etc. are preferred to establish consistency in data collection.

Input pavement distress data into the City’s database and calculate the Pavement Condition Index (PCI). The consultant shall keep a log of any discrepancies between the database information (dimensions, surface type, etc.) and actual field conditions and shall coordinate with City staff to correct the database as necessary. Consultant shall also have a QA/QC program in place to periodically audit and verify pavement condition surveys and PC

10 The Consultant shall be required to display competence and accuracy in performing inspection. All inspectors and data collection equipment employed or contracted by the Consultant must be certified by either OCTA or MTC.
e. Enter the updated information from the surveys into the most current version of StreetSaver database and update the City’s GIS information. f. Implement a Quality Control Plan. This Plan should check that the Consultant uses reasonable quality control and manages the data collection process to effectively provide data that meets the requirements of the work.

Task 3\- Maintenance and Rehabilitation Strategies (M&R):
a. Update the M&R strategies including appropriate treatments such as slurry seals, chip seals, overlays, reconstruction and update the unit costs of the treatments.

Task 4: Budget Analysis and Funding Scenarios:
a. The use of GIS maps in the GIS Toolbox. This shall include the following scenarios:
• Budget Needs Assessment
• Utilize Existing Budget of $2.5 million
• Maintain Current Pavement Condition Index (PCI)
• Improve Network PCI (by 10 pts in 5 years)
• Improve Network to Regional Target PCI
• Improve Network to PCI of 80
b. Program criteria for project ranking should include the roadway classification and PCI. c. Provide recommendations, if shortfalls exist, for how the City can employ better preventive maintenance strategies or increase funding by proposing a preferred future budget level.
d. Once roadway inspections and M&R strategies are updated and a budgetary analysis and funding scenarios are completed, a PCI Report shall be generated. Process the information collected from the pavement condition surveys and convert it into format compatible with the recommended software. Input the data into the City's most current version of the recommended software database and perform PCI calculations. All data entered into the system must undergo quality control measures and any errors generated from the calculation process shall be corrected. e. A draft copy of the collected data along with the PCI report shall be provided to the City in hard copy and electronic format. Additionally, the database and the street pavement layer/ curb data for the City’s GIS map format shall be provided to the City in electronic format. GIS services to be provided for the City include:

11 • A PCI value for each pavement section, and updating the City’s Pavement Management database
• Multi-year rehabilitation program
• Pavement dimensions including length, width and area of each pavement segment
• Pavement history of each pavement segment.
• The existing City shape file shall be updated by the Consultant to include all data for the pavement treatments completed on all streets within the past two (2) years.

Task 5: Final Reports/Council Presentations:
a. Prepare final report with information and the report shall include the following:
• Current Inventory and PCI Report and Map.
• 5 year projected annual rehabilitation program with separate maps of slurry and seal coat projects.
• Modeling and comparison of budget scenarios
• Strategies and recommendations for the City’s Pavement maintenance program (PMP) including preventative maintenance schedule.
b. Prepare final report and PowerPoint presentation for City Council. Presentation shall provide a summary of the pavement network and shall include budgets and planning recommendations. Presentation shall provide insight on costs of deferred maintenance

Task 6: Misc. Requirements:
a. Attend public meetings as requested by staff. (Up to 2 in evening hours) b. In the proposal provide an hourly rate for 40 hours of onsite project level repair methodology recommendations and review of maintenance treatments on streets to be specified by the City. The minimum qualification for the individual in this task is a senior level registered civil engineer with 10 years or more experience in pavement design or repair. (This is separate from updating M&R strategies.) The 40 hours should be a line item in the proposal cost. The City may adjust the number of hours plus or minus 25%.
c. Provide 2 hours of training on new or developing technology for Pavement Maintenance Treatments
d. Provide suggested maintenance treatments for existing ARHM streets.

12 ATTACHMENT B
City of San Dimas – Professional Services Agreement

13 CITY OF SAN DIMAS

PROFESSIONAL SERVICE AGREEMENT
This professional service agreement (“Agreement”), is made and effective on this ____________, between CITY OF SAN DIMAS ("Agency"), a municipal corporation, and ______________________. In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

I. TERM
This Agreement shall commence on this _________, _______ and shall remain and continue in effect until tasks described herein are completed, but in no event later than ___________, ____ unless sooner terminated pursuant to the provisions of this Agreement.

II. SERVICES
Consultant shall perform the tasks described and set forth in “Exhibit A” (“Tasks to Be Performed”), attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in “Exhibit A”. To the extent that “Exhibit A” is a proposal from Consultant, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this Agreement unless specifically agreed to in writing.

III. PERFORMANCE
Consultant shall at all times faithfully, competently, and to the best of their ability, experience, and talent, perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

IV. AGENCY REPRESENTATIVE
Agency’s City Manager (or their designee) shall represent Agency in all matters pertaining to the administration of this Agreement, review and approve all products submitted by Consultant, but not including the authority to enlarge the tasks to be performed per “Exhibit A” or change the compensation due to Consultant.

V. PAYMENT
A. Agency agrees to pay Consultant in accordance with the payment rates and terms and the schedule of payment as set forth in tasks to be performed per “Exhibit B” (“Payment Schedule”), attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Total payment to Consultant pursuant to this Agreement shall not exceed
____________________________________________ ($______________) absent a written amendment to this Agreement.

B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency’s City Manager (or their designee). Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency’s City Manager (or

14 their designee) and Consultant at the time Agency's written authorization is given to Consultant for the performance of said services.

C. Consultant shall submit invoices for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the Agency disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within thirty (30) days of receipt of an invoice therefore.

VI. TERMINATION OF AGREEMENT
A. Except as otherwise provided herein below, Agency may terminate this Agreement, or any portion hereof, by serving written notice of termination to upon the other party at least ten (10) days prior to the date of termination. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the Agency terminates a portion of this Agreement, such termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the Agency shall pay to Consultant the actual value of the work performed up to the time of termination, less any disputed amounts. Upon termination of the Agreement pursuant to this section, the Consultant will submit an invoice to the Agency as provided herein above.

VII. DEFAULT
A. Either party's failure to comply with the provisions of this Agreement shall constitute a default. In the event that either party is in default for cause under the terms of this Agreement, the affected party shall promptly notify the deficient party of such default and following such notice shall have no obligation or duty to continue compensating or providing any work after the date of default and can terminate this Agreement immediately by written notice to the other party. If such failure hereunder arises out of causes beyond either party’s control, and without fault or negligence, it shall not be considered a default.

B. If the Agency’s City Manager (or their designee) determines the Consultant is in default in the performance of any of the terms or conditions of this Agreement, Agency shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service of default notice to cure the default as directed by the Agency in the notice of default. In the event the Consultant fails to cure its default within such period of time, the Agency shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

VIII. OWNERSHIP OF DOCUMENTS
A. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by Agency that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the Agency at reasonable times to such books and records; shall give Agency the right to examine and audit said books and records; shall permit Agency to Page 151 – 257 15 make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.

B. Upon completion of, or in the event of termination of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the Agency and may be used, reused, or otherwise disposed of by the Agency without the permission of the Consultant. With respect to computer files, Consultant shall make available to the Agency, at the Consultant's office and upon reasonable written request by the Agency, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files. Consultant hereby grants to Agency all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the services under this Agreement.

IX. INDEMNIFICATION AND DEFENSE
A. Indemnification
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless Agency and any and all of its officials, employees, agents, and/or volunteers (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs, and expenses, including attorney’s fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subconsultants (or any agency or individual that Consultant shall bear the legal liability thereof) in the performance of services under this Agreement. Consultant’s duty to indemnify and hold harmless Agency shall not extend to the Agency’s sole or active negligence or willful misconduct.

B. Duty to Defend
In the event the Indemnified Parties, individually or collectively, are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this Agreement, and upon demand by Agency, Consultant shall defend the Indemnified Parties at Consultant’s cost or at Agency’s option, to reimburse Agency for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by Consultant’s negligent acts, errors or omissions. Payment by Agency is not a condition precedent to enforcement of this provision. In the event of any dispute between Consultant and Agency, as to whether liability arises from the sole or active negligence or willful misconduct of the Agency or its officers, employees, or agents, Consultant will be obligated to pay for Agency’s defense until such time as a final judgment has been entered adjudicating the Indemnified Parties as solely or actively negligent or to have acted with willful misconduct. Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees, and costs of litigation.

X. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in “Exhibit C” (“Insurance Requirements”) attached herewith and incorporated herein by this reference as though set forth in full.

XI. INDEPENDENT CONTRACTOR Page 152 – 257
16 A. Consultant is and shall at all times remain as to the Agency a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control.

Neither Agency nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the Agency. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against Agency, or bind Agency in any manner.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, Agency shall not pay salaries, wages, or other compensation to Consultant and/or its employees for performing services hereunder for Agency. Agency shall not be liable for compensation or indemnification to Consultant for injury or sickness to its employee(s) arising out of performing services hereunder.

XII. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of local, state, and federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The Agency, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this section.

XIII. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the Agency in connection with the award, terms, or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the Agency has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee, or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this section shall be a material breach of this Agreement entitling the Agency to any and all remedies at law or in equity.

XIV. NO BENEFIT TO ARISE TO AGENCY EMPLOYEES
During their tenure and for one year thereafter, no member, officer, or employee of Agency, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the services under this Agreement shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the services performed under this Agreement.

XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without Agency's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency City Manager (or their designee) or unless requested by the Agency, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the Agency. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives Agency notice of such court order or subpoena.

B. Consultant shall promptly notify Agency should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of Page 153 – 257 17 deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the Agency, unless the Agency is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the Agency of such Discovery. Agency retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless Agency is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with Agency and to provide the opportunity to review any response to Discovery requests provided by Consultant.

However, Agency's right to review any such response does not imply or mean the right by Agency to control, direct, or rewrite said response.

XVI. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by: (i) personal service; (ii) delivery by a reputable document delivery service (e.g., Federal Express), which provides a receipt showing date and time of delivery; or (iii) United States mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To AGENCY: City of San Dimas To CONSULTANT: ____________________ 245 E Bonita Avenue ____________________
San Dimas, CA 91773 ____________________
Attn: Shari Garwick, Director of Public Works ____________________

XVII. ASSIGNMENT
A. Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the Agency. Due to the personal nature of the services to be rendered pursuant to this Agreement, only Consultant shall perform the services described in this Agreement.

B. Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide Agency with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant which shall include an indemnity provision identical to the one provided herein identifying Agency as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from Agency for such insurance.

XVIII. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement.

XIX. GOVERNING LAW
The Agency and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also