San Marino City Council
October 12, 2022

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 100 10/23/2020 Office Depot Disinfecting Wipes-Community Services Department Reported to CC 11/18/20 $ 170 10/23/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 10/8/20 Reported to CC 11/18/20 $ 170 10/23/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 10/2/20 Reported to CC 11/18/20 $ 120 10/23/2020 Grainger D7 Sprayer Nozzle Reported to CC 11/18/20 $ 849 10/23/2020 Decon7 Systems, LLC Disinfectant Spray - COVID -19 Reported to CC 11/18/20 $ 70 10/23/2020 AT&T Mobility Mobile Hotspots Service- September 2020 (Non- Uniform) Reported to CC 11/18/20 $ 70 10/29/2020 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 11/18/20 $ 48 10/29/2020 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 11/18/20 $ 90 10/29/2020 U.S. Bank Amazon-2 Thermometers-Community Services Department Reported to CC 11/18/20 $ 75 10/29/2020 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 11/18/20 $ 28 10/29/2020 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 11/18/20 $ 31 10/29/2020 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 11/18/20 $ 38 11/6/2020 SCW Impact LLC COVID - 19 Text Service 9/16-10/15/20 Reported to CC 12/9/20 $ 195 11/6/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 10/15/20 Reported to CC 12/9/20 $ (70) 11/9/2020 Refund Senior Groceries Delivery Reported to CC 12/9/20 $ 72 11/20/2020 Office Depot Hand Sanitizer Reported to CC 12/9/20 $ 175 11/20/2020 Dynamic Building Maintenance Sanitization Police Dispatch October 2020 Reported to CC 12/9/20 $ 207 11/20/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 10/29/20 Reported to CC 12/9/20 $ 70 11/20/2020 AT&T Mobility Mobile Hotspots Service- October 2020 (Non- Uniform) Reported to CC 12/9/20 $ 60 11/20/2020 AT&T Mobility Mobile Hotspots Service October 2020 (Uniform) Reported to CC 12/9/20 $ 177 11/20/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 10/22/20 Reported to CC 12/9/20 $ 75 12/18/2020 Richards Watson & Gershon Legal Services-October 2020 Reported to CC 1/13/21 $ 225 12/30/2020 Richards Watson & Gershon Legal Services-November 2020 Reported to CC 1/13/21 $ 200 12/4/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 11/12/20 Reported to CC 1/13/21 $ 170 12/4/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 11/5/20 Reported to CC 1/13/21 $ 41 12/2/2020 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 1/13/21 $ 461 12/2/2020 U.S. Bank Home Depot-D7 Sprayer Parts Reported to CC 1/13/21 $ 8 12/2/2020 U.S. Bank Smart N Final-D7 Sprayer Parts Reported to CC 1/13/21 $ 14 12/2/2020 U.S. Bank Amazon-Face Shields Reported to CC 1/13/21 $ 159 12/2/2020 U.S. Bank SkyBlue Print-COVID-19 Signage for Lacy Park Reported to CC 1/13/21 $ 140 12/2/2020 U.S. Bank Home Depot-D7 Sprayer Parts Reported to CC 1/13/21 $ 10 12/2/2020 U.S. Bank Home Depot-D7 Sprayer Parts Reported to CC 1/13/21 $ 208 12/2/2020 U.S. Bank SkyBlue Print-COVID-19 Signage for Lacy Park Reported to CC 1/13/21 $ 54 12/2/2020 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 1/13/21 $ (94) 12/2/2020 U.S. Bank Home Depot-D7 Sprayer Parts Credit Reported to CC 1/13/21 $ 135 12/18/2020 Language Network, Inc. Chinese Translation - COVID -19 Video Update-Dr. Anvekar Reported to CC 1/13/21 $ 209 12/18/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 11/23/20 Reported to CC 1/13/21 $ 125 12/18/2020 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/10/20 Reported to CC 1/13/21 $ 75 12/18/2020 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/5/20 Reported to CC 1/13/21 $ 45 12/18/2020 SCW Impact LLC COVID - 19 Text Service 10/16-11/15/20 Reported to CC 1/13/21 $ 42 12/18/2020 Office Depot Disinfecting Wipes Reported to CC 1/13/21 $ 40 12/18/2020 Fatcat Translation Services Chinese Translation - COVID -19 Update 11/30/20 Reported to CC 1/13/21 $ 75 12/18/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 11/25/20 Reported to CC 1/13/21 $ 820 12/18/2020 IntelesysOne Webcams for Staff (15) Reported to CC 1/13/21 $ 414 12/18/2020 Language Network, Inc. Chinese Translation - COVID -19 Update 11/19/20 Reported to CC 1/13/21 $ 58 12/18/2020 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/3/20 Reported to CC 1/13/21 $ 396 12/18/2020 Office Depot Sanitizer & Disinfecting Wipes Reported to CC 1/13/21 $ 3,600 12/18/2020 Vital Medical Service 30 COVID-19 Rapid Tests Reported to CC 1/13/21 $ 40 12/18/2020 Fatcat Translation Services Chinese Translation - COVID -19 Key Facts & Resources Reported to CC 1/13/21 $ (166) 12/10/2020 Refund Senior Groceries Delivery Reported to CC 1/13/21 $ 205 12/22/2020 U.S. Bank Amazon-Council Meeting Cables Reported to CC 1/13/21 $ 960 12/22/2020 U.S. Bank Exer Urgent Care - Covid Test (4) Reported to CC 1/13/21 $ (209) 12/22/2020 U.S. Bank Amazon-Council Meeting Cables Credit Reported to CC 1/13/21 $ 27 12/22/2020 U.S. Bank Amazon-3 Layer Face Masks Reported to CC 1/13/21 $ 9 12/22/2020 U.S. Bank Ralphs-Disinfection Wipes Reported to CC 1/13/21

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 9 12/22/2020 U.S. Bank Ralphs-Disinfection Wipes Reported to CC 1/13/21 $ 221 12/22/2020 U.S. Bank Shop Pop Displays- Hanging Sneeze Guard Shield Reported to CC 1/13/21 $ 108 12/22/2020 U.S. Bank Walgreens- Call Center Pick Up Prescription Reported to CC 1/13/21 $ 66 12/22/2020 U.S. Bank Walgreens- Call Center Pick Up Prescription Reported to CC 1/13/21 $ (26) 12/22/2020 U.S. Bank Amazon-Council Meeting Cables Credit Reported to CC 1/13/21 $ 261 12/22/2020 U.S. Bank Amazon-Council Meeting Cables Reported to CC 1/13/21 $ 70 12/30/2020 AT&T Mobility Mobile Hotspots Service- November 2020 (Non- Uniform) Reported to CC 1/13/21 $ 60 12/30/2020 AT&T Mobility Mobile Hotspots Service November 2020 (Uniform) Reported to CC 1/13/21 $ 67 12/30/2020 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/17/20 Reported to CC 1/13/21 $ 90 1/15/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 1/7/21 Reported to CC 2/10/21 $ 2,806 1/15/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 2/10/21 $ 72 1/15/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/29/20 Reported to CC 2/10/21 $ 553 1/15/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 2/10/21 $ 93 1/15/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/22/20 Reported to CC 2/10/21 $ 219 1/15/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 2/10/21 $ 16 1/21/2021 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 2/10/21 $ 493 1/21/2021 U.S. Bank Curvy Sense - Cloth Mask (200) -COVID 19 Reported to CC 2/10/21 $ 55 1/21/2021 U.S. Bank Ralphs-Senior Groceries Delivery Reported to CC 2/10/21 $ 159 1/21/2021 U.S. Bank SkyBlue Print-COVID-19 Signage for City Hall Reported to CC 2/10/21 $ 178 1/21/2021 U.S. Bank Amazon-Hand Sanitizer for Holiday Cheer Package Reported to CC 2/10/21 $ 111 1/21/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 2/10/21 $ 40 1/21/2021 U.S. Bank Staples-Webcams for Staff (2) Reported to CC 2/10/21 $ 751 1/21/2021 U.S. Bank SkyBlue Print-COVID-19 Signage for City Hall Reported to CC 2/10/21 $ 3 1/21/2021 U.S. Bank Parking Concept-Parking Reimbursement to pick-up COVID Tests Reported to CC 2/10/21 $ 87 1/21/2021 U.S. Bank Amazon-Face Masks for Holiday Cheer Package Reported to CC 2/10/21 $ 22 1/21/2021 U.S. Bank Amazon-Disposable Masks for Staff Reported to CC 2/10/21 $ 1,511 1/21/2021 U.S. Bank Shop Pop Displays- Sneeze Guards & Floor Vinyl Barrier Reported to CC 2/10/21 $ (51) 1/14/2021 Refund Senior Groceries Delivery Reported to CC 2/10/21 $ 265 1/29/2021 Praxair Distribution, Inc. Oxygen for COVID-19 Patients Reported to CC 2/10/21 $ 62 1/29/2021 CA Department of Taxes Sales Tax on Out of State COVID-19 Purchases Oct-Dec 2020 Reported to CC 2/10/21 $ 60 1/29/2021 AT&T Mobility Mobile Hotspots Service - December 2020 (Uniform) Reported to CC 2/10/21 $ 862 1/29/2021 IntelesysOne Temporary PC Move for Community Services Department Reported to CC 2/10/21 $ 439 1/29/2021 IntelesysOne City Council Meeting Set-Up 1/13/21 - COVID -19 Reported to CC 2/10/21 $ 131 1/29/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 1/21/21 Reported to CC 2/10/21 $ 70 1/29/2021 AT&T Mobility Mobile Hotspots Service- December 2020 (Non- Uniform) Reported to CC 2/10/21 $ 275 2/26/2021 Richards Watson & Gershon Legal Services-December 2020 Reported to CC 3/10/21 $ 60 2/12/2021 AT&T Mobility Mobile Hotspots Service - January 2021 (Uniform) Reported to CC 3/10/21 $ 187 2/12/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 3/10/21 $ 307 2/12/2021 IntelesysOne Webcams for PD (7) Reported to CC 3/10/21 $ 70 2/12/2021 AT&T Mobility Mobile Hotspots Service- January 2021 (Non- Uniform) Reported to CC 3/10/21 $ 141 2/12/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 3/10/21 $ 150 2/12/2021 City Employee Reimbursement-COVID Test Reported to CC 3/10/21 $ 145 2/12/2021 City Employee Reimbursement-COVID Test Reported to CC 3/10/21 $ 191 2/12/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 1/19/21 Reported to CC 3/10/21 $ 280 2/12/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 3/10/21 $ 217 2/12/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 1/28/21 Reported to CC 3/10/21 $ 925 2/12/2021 Zoll Medical Corporation COVID-19 Supplies Reported to CC 3/10/21 $ 18 2/12/2021 Angie Padilla Reimbursement-Mileage for Senior Grocery Delivery Reported to CC 3/10/21 $ 90 2/26/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 2/18/21 Reported to CC 3/10/21 $ 49 2/26/2021 SCW Impact LLC COVID - 19 Text Service 1/16-2/15/21 Reported to CC 3/10/21 $ 295 2/26/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 2/11/21 Reported to CC 3/10/21 $ 134 3/3/2021 U.S. Bank Amazon-3 Webcams Reported to CC 4/14/21 $ 51 3/3/2021 U.S. Bank Trader Joes - Groceries for Seniors-COVID 19 Reported to CC 4/14/21 $ 88 3/3/2021 U.S. Bank Amazon-2 Webcams Reported to CC 4/14/21 $ 593 3/3/2021 U.S. Bank Sky Blueprint & Supplies- COVID-19 Signs Reported to CC 4/14/21

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 44 3/3/2021 U.S. Bank Amazon-1 Webcam Reported to CC 4/14/21 $ 204 3/12/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 2/25/21 Reported to CC 4/14/21 $ 1,283 3/12/2021 IntelesysOne Audio Upgrade-San Marino Center Reported to CC 4/14/21 $ 103 3/12/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/4/21 Reported to CC 4/14/21 $ (122) 3/15/2021 Refund Senior Groceries Delivery Reported to CC 4/14/21 $ 32 3/23/2021 U.S. Bank Staples-1 Webcam Reported to CC 4/14/21 $ 136 3/23/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 4/14/21 $ 64 3/23/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 4/14/21 $ 25 3/23/2021 U.S. Bank Guitar Center-Council Meeting Supplies Reported to CC 4/14/21 $ 367 3/26/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 3/11/21 Reported to CC 4/14/21 $ 16 3/26/2021 IntelesysOne San Marino Center AV Splitter Reported to CC 4/14/21 $ 70 3/26/2021 AT&T Mobility Mobile Hotspots Service- February 2021 (Non- Uniform) Reported to CC 4/14/21 $ 371 3/26/2021 Praxair Distribution, Inc. Oxygen for COVID-19 Patients Reported to CC 4/14/21 $ 86 3/26/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 1/14/21 Reported to CC 4/14/21 $ 105 3/26/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/18/21 Reported to CC 4/14/21 $ 60 3/26/2021 AT&T Mobility Mobile Hotspots Service - February 2021 (Uniform) Reported to CC 4/14/21 $ 67 3/26/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/15/21 Reported to CC 4/14/21 $ 86 4/9/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/25/21 Reported to CC 5/12/21 $ 116 4/9/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 4/1/21 Reported to CC 5/12/21 $ 216 4/23/2021 Imagen, Inc. COVID-19 Vaccinated Wristbands Reported to CC 5/12/21 $ 70 4/23/2021 AT&T Mobility Mobile Hotspots Service- March 2021 (Non- Uniform) Reported to CC 5/12/21 $ 122 4/23/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/18/21 Reported to CC 5/12/21 $ 60 4/23/2021 AT&T Mobility Mobile Hotspots Service - March 2021 (Uniform) Reported to CC 5/12/21 $ 6 4/23/2021 Recreation Petty Cash Reimbursement-Mileage for Senior Grocery Delivery Reported to CC 5/12/21 $ 82 4/23/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/18/21 Reported to CC 5/12/21 $ 25 4/23/2021 Recreation Petty Cash Preschool Disinfectant Supplies Reported to CC 5/12/21 $ 25 4/23/2021 Recreation Petty Cash Preschool Disinfectant Supplies Reported to CC 5/12/21 $ 5 4/23/2021 Recreation Petty Cash Reimbursement-Mileage for Senior Grocery Delivery Reported to CC 5/12/21 $ 157 5/3/2021 U.S. Bank Zoom- Telecommunication Software Program-P.Chung Reported to CC 6/9/21 $ 201 5/3/2021 U.S. Bank Fisher Scientific-Vaccine Equipment Reported to CC 6/9/21 $ 107 5/3/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 6/9/21 $ 52 5/3/2021 U.S. Bank Home Depot-Batteries for Council Meeting Microphones Reported to CC 6/9/21 $ 101 5/3/2021 U.S. Bank Costco-Batteries for Council Meeting Microphones Reported to CC 6/9/21 $ 21 5/3/2021 U.S. Bank Costco-Batteries for Council Meeting Microphones Reported to CC 6/9/21 $ 15 5/3/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 6/9/21 $ 315 5/3/2021 U.S. Bank Amazon-Hand Sanitizing Wipes Reported to CC 6/9/21 $ 157 5/3/2021 U.S. Bank Zoom- Telecommunication Software Program-A. Fowler Reported to CC 6/9/21 $ 72 5/3/2021 U.S. Bank Amazon-Lysol for Police Department Reported to CC 6/9/21 $ 94 5/7/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 4/22/21 Reported to CC 6/9/21 $ 69 5/7/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 4/29/21 Reported to CC 6/9/21 $ 91 5/21/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 5/6/21 Reported to CC 6/9/21 $ 5,515 5/21/2021 Allstar Fire Equipment Boots (17) Reported to CC 6/9/21 $ 76 5/21/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 5/13/21 Reported to CC 6/9/21 $ 70 5/21/2021 AT&T Mobility Mobile Hotspots Service- April 2021 (Non- Uniform) Reported to CC 6/9/21 $ 60 5/21/2021 AT&T Mobility Mobile Hotspots Service - April 2021 (Uniform) Reported to CC 6/9/21 $ 1,256 6/4/2021 Life-Assist Inc COVID-19 Supplies Reported to CC 7/14/21 $ 115 6/4/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 5/20/21 Reported to CC 7/14/21 $ 107 6/10/2021 U.S. Bank Amazon-Disinfecting Wipes Reported to CC 7/14/21 $ 108 6/10/2021 U.S. Bank Amazon-Disinfecting Spray Reported to CC 7/14/21 $ 157 6/10/2021 U.S. Bank Zoom- Telecommunication Software Program-A. Padilla Reported to CC 7/14/21 $ 157 6/10/2021 U.S. Bank Zoom- Telecommunication Software Program-J. Incontro Reported to CC 7/14/21 $ 157 6/10/2021 U.S. Bank Zoom- Telecommunication Software Program-A. Cervantes Reported to CC 7/14/21 $ 53 6/10/2021 U.S. Bank Antrims Lock & Key - Keys for Detective's Offices Reported to CC 7/14/21 $ 136 6/10/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 7/14/21 $ 134 6/10/2021 U.S. Bank Zoom- Telecommunication Software Program-M. Rueda Reported to CC 7/14/21

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 110 6/10/2021 U.S. Bank Costco-Fridge for COVID-19 Vaccine Reported to CC 7/14/21 $ 134 6/10/2021 U.S. Bank Zoom- Telecommunication Software Program-S. Pilch Reported to CC 7/14/21 $ 49 6/10/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 7/14/21 $ 138 6/18/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 5/27/21 Reported to CC 7/14/21 $ 70 6/18/2021 AT&T Mobility Mobile Hotspots Service- May 2021 (Non- Uniform) Reported to CC 7/14/21 $ 60 6/18/2021 AT&T Mobility Mobile Hotspots Service - May 2021 (Uniform) Reported to CC 7/14/21 $ 90 6/18/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 6/3/21 Reported to CC 7/14/21 $ 52 6/18/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 6/10/21 Reported to CC 7/14/21 $ 567 6/28/2021 U.S. Bank Pop Shop-Sneeze Guard-PD Reported to CC 7/14/21 $ 128 6/28/2021 U.S. Bank Amazon-Patio Umbrella-Library Reported to CC 7/14/21 $ 774 6/28/2021 U.S. Bank Amazon-Card Tables-Recreation Reported to CC 7/14/21 $ 548 6/28/2021 U.S. Bank Amazon-Floor Standing Sneeze Guards (4) Reported to CC 7/14/21 $ 756 6/28/2021 U.S. Bank Amazon-UV Light Sanitizer Reported to CC 7/14/21 $ 39 6/28/2021 U.S. Bank Amazon-Face Shields Reported to CC 7/14/21 $ 162 6/28/2021 U.S. Bank Staples-Ink for Printer Room #4 Reported to CC 7/14/21 $ 110 6/28/2021 U.S. Bank Guitar Center-City Council Microphone Reported to CC 7/14/21 $ 854 6/28/2021 U.S. Bank Amazon-EZ Pop Ups (2) Reported to CC 7/14/21 $ 175 6/28/2021 U.S. Bank Amazon-Hanging Sneeze Guards (2) Reported to CC 7/14/21 $ 386 6/30/2021 Sky Blueprint & Supplies Mask Signs Reported to CC 9/8/21 $ 86 6/30/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 6/24/21 Reported to CC 9/8/21 $ 1,275 6/30/2021 IntelesysOne Move PD & Code Enforcement Computer Stations Out of Library Reported to CC 9/8/21 $ 902 6/30/2021 Life-Assist Inc COVID-19 Supplies (Gloves & N95 Masks) Reported to CC 9/8/21 $ 106 6/30/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 6/17/21 Reported to CC 9/8/21 $ (270) 6/30/2021 Refund Senior Groceries Delivery Reported to CC 9/8/21 $ 60 6/30/2021 AT&T Mobility Mobile Hotspots Service - June 2021 (Uniform) Reported to CC 9/8/21 $ 70 6/30/2021 AT&T Mobility Mobile Hotspots Service- June 2021 (Non- Uniform) Reported to CC 9/8/21 $ 24 6/30/2021 U.S. Bank Costco-Supplies Reported to CC 9/8/21 $ 276 6/30/2021 U.S. Bank Sky Blueprint & Supplies-COVID Signs Reported to CC 9/8/21 $ 8 6/30/2021 U.S. Bank Amazon-Masks Reported to CC 9/8/21 $ 338 6/30/2021 IntelesysOne Move Accounting Manager's Computer Back to Finance Office Reported to CC 9/8/21 $ 134 6/30/2021 U.S. Bank Zoom Membership-Library Reported to CC 9/8/21 $ 190 6/30/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 9/8/21 $ 80 6/30/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 9/8/21 $ 48 7/30/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 7/22/21 Reported to CC 9/8/21 $ 38 7/30/2021 IntelesysOne City Council Replacement Microphone Reported to CC 9/8/21 $ 48 7/30/2021 Fatcat Translation Services Chinese Translation - LA County Health Order Reported to CC 9/8/21 $ 60 8/27/2021 AT&T Mobility Mobile Hotspots Service - July 2021 (Uniform) Reported to CC 9/8/21 $ 70 8/27/2021 AT&T Mobility Mobile Hotspots Service- July 2021 (Non- Uniform) Reported to CC 9/8/21 $ 599 8/27/2021 Burke, Williams & Sorensen LLP Legal Service-July 2021 Reported to CC 9/8/21 $ 87 8/27/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 8/19/21 Reported to CC 9/8/21 $ 48 8/27/2021 IntelesysOne Printer Reconfiguration-Community Services Reported to CC 9/8/21 $ 1,617 9/10/2021 IntelesysOne Mic Mixer for City Council Meetings Reported to CC 10/13/21 $ 169 9/10/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 8/12/21 Reported to CC 10/13/21 $ 3 9/21/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 10/13/21 $ 1,172 9/21/2021 U.S. Bank Best Western-Lodging Dixie Fire Reported to CC 10/13/21 $ 328 9/21/2021 U.S. Bank Hampton Inn-Lodging Dixie Fire Reported to CC 10/13/21 $ 169 9/21/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 10/13/21 $ 893 9/21/2021 U.S. Bank Sky Blueprint & Supplies- COVID-19 Signs Lacy Park Reported to CC 10/13/21 $ 50 9/21/2021 U.S. Bank Costco-Lysol Wipes Reported to CC 10/13/21 $ 91 9/21/2021 U.S. Bank Amazon-Face Masks Reported to CC 10/13/21 $ 19 9/21/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 10/13/21 $ 24 9/21/2021 U.S. Bank Home Depot-Batteries for Council Meeting Microphones Reported to CC 10/13/21 $ 66 9/21/2021 U.S. Bank Sky Blueprint & Supplies- Stoneman School Drop-Off Floor Sticker Reported to CC 10/13/21 $ 74 9/21/2021 U.S. Bank Walgreens-Senior Groceries Delivery Reported to CC 10/13/21 $ 53 9/21/2021 U.S. Bank Zoom-Monthly Subscription for City Council Meetings Reported to CC 10/13/21

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 132 9/24/2021 Sky Blueprint & Supplies COVID-19 Signs for New Health Department Orders Reported to CC 10/13/21 $ 386 9/24/2021 Sky Blueprint & Supplies COVID-19 Signs for New Health Department Orders Reported to CC 10/13/21 $ 45 9/24/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 9/9/21 Reported to CC 10/13/21 $ 169 10/8/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 9/16/21 Reported to CC 11/10/21 $ 1,700 10/8/2021 Vital Medical Service 20 COVID-19 Rapid Tests Reported to CC 11/10/21 $ 60 10/8/2021 AT&T Mobility Mobile Hotspots Service - August 2021 (Uniform) Reported to CC 11/10/21 $ 70 10/8/2021 AT&T Mobility Mobile Hotspots Service- August 2021 (Non- Uniform) Reported to CC 11/10/21 $ 60 10/22/2021 AT&T Mobility Mobile Hotspots Service - September 2021 (Uniform) Reported to CC 11/10/21 $ 70 10/22/2021 AT&T Mobility Mobile Hotspots Service- September 2021 (Non- Uniform) Reported to CC 11/10/21 $ 9,038 10/22/2021 Burke, Williams & Sorensen LLP Legal Service-August 2021 Reported to CC 11/10/21 $ 12,993 10/22/2021 Steve A. Filarsky, Attorney at Law Legal Service-September 2021 Reported to CC 11/10/21 $ 169 10/22/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 9/30/21 Reported to CC 11/10/21 $ 1,464 11/2/2021 U.S. Bank Hotel-Strike Team Reported to CC 12/8/21 $ 1,700 11/19/2021 Vital Medical Service 20 COVID-19 Rapid Tests Reported to CC 12/8/21 $ 60 11/19/2021 AT&T Mobility Mobile Hotspots Service - October 2021 (Uniform) Reported to CC 12/8/21 $ 70 11/19/2021 AT&T Mobility Mobile Hotspots Service- October 2021 (Non- Uniform) Reported to CC 12/8/21 $ 1,293 12/3/2021 Burke, Williams & Sorensen LLP Legal Service-September 2021 Reported to CC 1/12/22 $ 19,992 12/3/2021 Burke, Williams & Sorensen LLP Legal Service-September 2021 Reported to CC 1/12/22 $ 16,104 12/3/2021 Burke, Williams & Sorensen LLP Legal Service-September 2021 Reported to CC 1/12/22 $ 4,264 12/3/2021 Atkinson, Andelson, Loya, Ruud & RomoLegal Service-October 2021 Reported to CC 1/12/22 $ 23,643 12/3/2021 Burke, Williams & Sorensen LLP Legal Service-October 2021 Reported to CC 1/12/22 $ 578 12/17/2021 Burke, Williams & Sorensen LLP Legal Service-October 2021 Reported to CC 1/12/22 $ 14,000 12/3/2021 Steve A. Filarsky, Attorney at Law Legal Service-October 2021 Reported to CC 1/12/22 $ 8,552 12/17/2021 Steve A. Filarsky, Attorney at Law Legal Service-November 2021 Reported to CC 1/12/22 $ 10,396 12/30/2021 Burke, Williams & Sorensen LLP Legal Service-October 2021 Reported to CC 1/12/22 $ 1,726 12/30/2021 Atkinson, Andelson, Loya, Ruud & RomoLegal Service-November 2021 Reported to CC 1/12/22 $ 142 12/3/2021 U.S. Bank Amazon-Pop Up Tent for Library Events Reported to CC 1/12/22 $ 29 12/3/2021 U.S. Bank Amazon-Web Cam Reported to CC 1/12/22 $ 186 12/3/2021 Language Network, Inc. Chinese Translation - COVID -19 Update 11/4/21 Reported to CC 1/12/22 $ 3,218 12/17/2021 Grainger Library Partition-COVID-19 Accomodation Reported to CC 1/12/22 $ 60 12/17/2021 AT&T Mobility Mobile Hotspots Service - November 2021 (Uniform) Reported to CC 1/12/22 $ 70 12/17/2021 AT&T Mobility Mobile Hotspots Service- November 2021 (Non- Uniform) Reported to CC 1/12/22 $ 45 12/30/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/15/21 Reported to CC 1/12/22 $ 45 12/30/2021 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/21/21 Reported to CC 1/12/22 $ 180 12/3/2021 U.S. Bank Zoom-Subscription-C. Johnson Reported to CC 1/12/22 $ 6,218 1/14/2022 Steve A. Filarsky, Attorney at Law Legal Service-December 2021 Reported to CC 2/9/22 $ 193 1/28/2022 Burke, Williams & Sorensen LLP Legal Service-November 2021 Reported to CC 2/9/22 $ 3,059 1/28/2022 Burke, Williams & Sorensen LLP Legal Service-December 2021 Reported to CC 2/9/22 $ 60 1/14/2022 Fatcat Translation Services Chinese Translation - COVID -19 Update 12/29/21 Reported to CC 2/9/22 $ 5,100 1/14/2022 Vital Medical Service 60 COVID-19 Rapid Tests Reported to CC 2/9/22 $ 60 1/14/2022 AT&T Mobility Mobile Hotspots Service - December 2021 (Uniform) Reported to CC 2/9/22 $ 70 1/14/2022 AT&T Mobility Mobile Hotspots Service- December 2021 (Non- Uniform) Reported to CC 2/9/22 $ 177 1/28/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/3/22 Reported to CC 2/9/22 $ 169 1/28/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 12/28/21 Reported to CC 2/9/22 $ 915 1/28/2022 IntelesysOne Stoneman Cabling Project-COVID Protocols Reported to CC 2/9/22 $ 2,366 2/11/2022 Herman Torosian Legal Service-December 2021 Reported to CC 3/9/22 $ 4,127 2/11/2022 Steve A. Filarsky, Attorney at Law Legal Service-January 2022 Reported to CC 3/9/22 $ 795 2/11/2022 IntelesysOne Cabling Project-COVID Protocols Reported to CC 3/9/22 $ 2,560 2/11/2022 Life-Assist Inc COVID-19 Supplies (Gloves & Eyewear) Reported to CC 3/9/22 $ 45 2/11/2022 Fatcat Translation Services Chinese Translation - COVID -19 Update Rising Case Figures Reported to CC 3/9/22 $ 2,015 2/11/2022 Life-Assist Inc COVID-19 Supplies (Gloves) Reported to CC 3/9/22 $ 6,556 2/11/2022 Dynamic Building Maintenance Sanitization Service - January 2022 Reported to CC 3/9/22 $ 169 2/25/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/20/22 Reported to CC 3/9/22 $ 45 2/25/2022 Fatcat Translation Services Chinese Translation - COVID -19 Update 2/9/22 Reported to CC 3/9/22 $ 70 2/25/2022 AT&T Mobility Mobile Hotspots Service- January 2022 (Non- Uniform) Reported to CC 3/9/22

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 60 2/25/2022 AT&T Mobility Mobile Hotspots Service - January 2022 (Uniform) Reported to CC 3/9/22 $ 65 3/11/2022 Burke, Williams & Sorensen LLP Legal Service-December 2021 Reported to CC 4/13/22 $ 6,206 3/11/2022 Steve A. Filarsky, Attorney at Law Legal Service-February 2022 Reported to CC 4/13/22 $ 1,500 3/25/2022 Anthony Butka Fact Finding Hearing February 2022 Reported to CC 4/13/22 $ 290 3/25/2022 Burke, Williams & Sorensen LLP Legal Service-January 2022 Reported to CC 4/13/22 $ 6,570 3/4/2022 U.S. Bank Vizocom-Rapid Covid Tests (600) Reported to CC 4/13/22 $ 57 3/4/2022 U.S. Bank Amazon-Web Cam Reported to CC 4/13/22 $ 87 3/4/2022 U.S. Bank Amazon-Face Masks COVID-19 Reported to CC 4/13/22 $ 436 3/4/2022 U.S. Bank Amazon-Face Masks COVID-19 Reported to CC 4/13/22 $ 7 3/4/2022 U.S. Bank Amazon-Earbuds (web telecommunications) - PD Reported to CC 4/13/22 $ 15 3/4/2022 U.S. Bank Amazon-Earbuds (web telecommunications) - PD Reported to CC 4/13/22 $ 3,033 3/4/2022 U.S. Bank Medical Device Depot-Rapid Antigen Tests (200) Reported to CC 4/13/22 $ 129 3/4/2022 U.S. Bank Amazon-Hand Santizer-PD Reported to CC 4/13/22 $ 77 3/4/2022 U.S. Bank Amazon-Face Masks COVID-19 Reported to CC 4/13/22 $ 19 3/4/2022 U.S. Bank Amazon-Floor Decal Stickers-COVID-19 Reported to CC 4/13/22 $ 169 3/11/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/5/22 Reported to CC 4/13/22 $ 169 3/11/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 12/9/21 Reported to CC 4/13/22 $ 169 3/11/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/11/22 Reported to CC 4/13/22 $ 45 3/11/2022 Fatcat Translation Services Chinese Translation - COVID -19 Update 2/15/22 Reported to CC 4/13/22 $ 189 3/11/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/6/22 Reported to CC 4/13/22 $ 2,349 3/11/2022 Life-Assist Inc COVID-19 Supplies (Disinfectant & N95 Masks) Reported to CC 4/13/22 $ 153 3/11/2022 IntelesysOne Webcams for PD (4) Reported to CC 4/13/22 $ 169 3/11/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/13/22 Reported to CC 4/13/22 $ 6,088 3/25/2022 Dynamic Building Maintenance Sanitization Service - February 2022 Reported to CC 4/13/22 $ 70 3/25/2022 AT&T Mobility Mobile Hotspots Service- February 2022 - CMO, FIN, PPW, CD, CS Reported to CC 4/13/22 $ 45 3/25/2022 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/8/22 Reported to CC 4/13/22 $ 169 3/25/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 3/8/22 Reported to CC 4/13/22 $ 60 3/25/2022 AT&T Mobility Mobile Hotspots Service - February 2022 - PD, FD Reported to CC 4/13/22 $ 169 3/25/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 1/20/22 Reported to CC 4/13/22 $ 169 3/25/2022 Language Network, Inc. Chinese Translation - COVID -19 Update 3/12/22 Reported to CC 4/13/22 $ 32 4/8/2022 Burke, Williams & Sorensen LLP Legal Service-February 2022 Reported to CC 5/11/22 $ 1,788 4/8/2022 Burke, Williams & Sorensen LLP Legal Service-January 2022 Reported to CC 5/11/22 $ 3,969 4/8/2022 Atkinson, Andelson, Loya, Ruud & RomoLegal Service-February 2022 Reported to CC 5/11/22 $ 423 4/22/2022 Burke, Williams & Sorensen LLP Legal Service-February 2022 Reported to CC 5/11/22 $ 4,526 4/22/2022 Steve A. Filarsky, Attorney at Law Legal Service-March 2022 Reported to CC 5/11/22 $ 6,088 4/8/2022 Dynamic Building Maintenance Sanitization Service - March 2022 Reported to CC 5/11/22 $ 45 4/8/2022 Fatcat Translation Services Chinese Translation - COVID -19 Update 3/30/22 Reported to CC 5/11/22 $ 799 4/8/2022 Vital Medical Service COVID-19 Rapid Tests Reported to CC 5/11/22 $ 70 4/22/2022 AT&T Mobility Mobile Hotspots Service- February 2022 - CMO, FIN, PPW, CD, CReported to CC 5/11/22 $ 60 4/22/2022 AT&T Mobility Mobile Hotspots Service - February 2022 - PD, FD Reported to CC 5/11/22 $ (3) 4/6/2022 Refund Senior Groceries Delivery Reported to CC 5/11/22 $ 2,741 5/20/2022 Burke, Williams & Sorensen LLP Legal Service-March 2022 Reported to CC 6/8/22 $ 169 5/6/2022 Language Network, Inc. Chinese Translation - COVID Messaging Reported to CC 6/8/22 $ 776 5/12/2022 U.S. Bank Sky Blueprint-Mask Policies Signs Reported to CC 6/8/22 $ 134 5/12/2022 U.S. Bank Zoom-Membership-PW Director Reported to CC 6/8/22 $ 882 5/12/2022 U.S. Bank Zoom-Compliance Meetings Reported to CC 6/8/22 $ 157 5/12/2022 U.S. Bank Zoom-Membership-Finance Director Reported to CC 6/8/22 $ 60 5/20/2022 AT&T Mobility Mobile Hotspots Service - March 2022 - PD, FD Reported to CC 6/8/22 $ 70 5/20/2022 AT&T Mobility Mobile Hotspots Service- March 2022 - CMO, FIN, PPW, CD, CS Reported to CC 6/8/22 $ 4,309 6/3/2022 Steve A. Filarsky, Attorney at Law Legal Service-April 2022 Reported to CC 7/13/22 $ 281 6/17/2022 Steve A. Filarsky, Attorney at Law Legal Service-May 2022 Reported to CC 7/13/22 $ 2,772 6/30/2022 Burke, Williams & Sorensen LLP Legal Service-April 2022 Reported to CC 7/13/22 $ 7,413 6/3/2022 Dynamic Building Maintenance Sanitization Service - April 2022 Reported to CC 7/13/22 $ 803 6/1/2022 U.S. Bank Shop Pop Display - Plastic Partition-Stoneman Reported to CC 7/13/22 $ 3 6/1/2022 U.S. Bank Ralphs - Groceries for Seniors-COVID19 Reported to CC 7/13/22

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 157 6/1/2022 U.S. Bank Zoom-Membership-Recreation Supervisor Reported to CC 7/13/22 $ 134 6/1/2022 U.S. Bank Zoom-Membership-Human Resources Department Reported to CC 7/13/22 $ 134 6/1/2022 U.S. Bank Zoom-Membership-Fire Chief Reported to CC 7/13/22 $ 54 6/1/2022 U.S. Bank Ralphs - Groceries for Seniors-COVID19 Reported to CC 7/13/22 $ 157 6/1/2022 U.S. Bank Zoom-Membership-Police Chief Reported to CC 7/13/22 $ 60 6/17/2022 AT&T Mobility Mobile Hotspots Service - May 2022 - PD, FD Reported to CC 7/13/22 $ 70 6/17/2022 AT&T Mobility Mobile Hotspots Service- May 2022 - CMO, FIN, PPW, CD, CS Reported to CC 7/13/22 $ 157 6/22/2022 U.S. Bank Zoom-Membership-Community Development Director Reported to CC 7/13/22 $ 620 6/30/2022 Steve A. Filarsky, Attorney at Law Legal Service-June 2022 Reported to CC 9/14/22 $ 8,384 6/30/2022 Burke, Williams & Sorensen LLP Legal Service-May 2022 Reported to CC 9/14/22 $ 10,220 6/30/2022 Burke, Williams & Sorensen LLP Legal Service-June 2022 Reported to CC 9/14/22 $ 60 6/30/2022 AT&T Mobility Mobile Hotspots Service - June 2022 - PD, FD Reported to CC 9/14/22 $ 70 6/30/2022 AT&T Mobility Mobile Hotspots Service- June 2022 - CMO, FIN, PPW, CD, CS Reported to CC 9/14/22 $ 401 6/30/2022 U.S. Bank Zoom-Membership-Library Reported to CC 9/14/22 $ 2,283 6/30/2022 U.S. Bank Vizocom-Rapid Covid Tests Reported to CC 9/14/22 $ 1,363 6/30/2022 U.S. Bank Code1Supply.com-Rapid Covid Tests Reported to CC 9/14/22 $ 2,992 8/12/2022 Steve A. Filarsky, Attorney at Law Legal Service-July 2022 Reported to CC 9/14/22 $ 2,694 7/29/2022 Life-Assist Inc COVID-19 Supplies Reported to CC 9/14/22 $ 449 7/29/2022 Life-Assist Inc COVID-19 Supplies Reported to CC 9/14/22 $ 60 8/26/2022 AT&T Mobility Mobile Hotspots Service - July 2022 - PD, FD Reported to CC 9/14/22 $ 70 8/26/2022 AT&T Mobility Mobile Hotspots Service- July 2022 - CMO, FIN, PPW, CD, CS Reported to CC 9/14/22 $ 26,398 9/9/2022 Burke, Williams & Sorensen LLP Legal Service-June 2022 New Expense $ 2,822 9/23/2022 Steve A. Filarsky, Attorney at Law Legal Service-August 2022 New Expense $ 75 9/23/2022 AT&T Mobility Mobile Hotspots Service - August 2022 - PD, FD New Expense $ 70 9/23/2022 AT&T Mobility Mobile Hotspots Service- August 2022 - CMO, FIN, PPW, CD, CS New Expense $ 465,860 Total Materials & Supplies Expenses
Costs Date Vendor Description Expense Type
$ 7,713 3/15-4/15 Fire Captain, Fire staff EOC Operations Reported to CC 4/24/2020 $ 2,734 4/16-4/30 Fire Captain, Fire staff EOC Operations Reported to CC 5/13/2020 $ 10,431 5/01-5/31 Fire Captain, Fire staff EOC Operations Reported to CC 6/8/2020 $ 3,552 6/01-6/20 Fire Captain, Fire staff EOC Operations Reported to CC 7/8/20 $ 4,085 6/21-8/1 Fire Captain, Fire staff EOC Operations Reported to CC 10/14/20 $ 2,033 8/2-8/15 Fire Captain, Fire staff EOC Operations Reported to CC 10/14/20 $ 2,086 8/16-8/29 Fire Captain, Fire staff EOC Operations Reported to CC 10/14/20 $ 1,024 8/30-9/12 Fire Captain, Fire staff EOC Operations Reported to CC 10/14/20 $ 2,554 9/16/2020 Recreation Staff EOC Operations Reported to CC 10/14/20 $ 2,584 9/29/2020 Recreation Staff EOC Operations Reported to CC 10/14/20 $ 2,502 10/14/2020 Recreation Staff EOC Operations Reported to CC 11/18/20 $ 2,402 10/28/2020 Recreation Staff EOC Operations Reported to CC 11/18/20 $ 2,184 9/13-9/26 Fire Captain, Fire staff EOC Operations Reported to CC 11/18/20 $ 829 9/27-10/10 Fire Captain, Fire staff EOC Operations Reported to CC 11/18/20 $ 2,431 11/10/2020 Recreation Staff EOC Operations Reported to CC 12/9/20 $ 2,032 11/24/2020 Recreation Staff EOC Operations Reported to CC 12/9/20 $ 773 11/10/2020 Fire Captain, Fire staff EOC Operations Reported to CC 12/9/20 $ 90 11/24/2020 Fire Captain, Fire staff EOC Operations Reported to CC 12/9/20 $ 1,841 12/9/2020 Recreation Staff EOC Operations Reported to CC 1/13/21 $ 2,973 12/21/2020 Recreation Staff EOC Operations Reported to CC 1/13/21 $ 135 12/9/2020 Fire Captain, Fire staff EOC Operations Reported to CC 1/13/21 $ 1,688 12/21/2020 Fire Captain, Fire staff EOC Operations Reported to CC 1/13/21 Personnel Overtime Expenses

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 1,759 1/6/2021 Recreation Staff EOC Operations Reported to CC 2/10/21 $ 441 1/6/2021 Fire Captain, Fire staff EOC Operations Reported to CC 2/10/21 $ 3,109 1/19/2021 Recreation Staff EOC Operations Reported to CC 2/10/21 $ 660 1/19/2021 Fire Captain, Fire staff EOC Operations Reported to CC 2/10/21 $ 2,810 2/3/2021 Recreation Staff EOC Operations Reported to CC 3/10/21 $ 1,944 2/3/2021 Fire Captain, Fire staff EOC Operations Reported to CC 3/10/21 $ 2,855 2/17/2021 Recreation Staff EOC Operations Reported to CC 3/10/21 $ 326 2/17/2021 Fire Captain, Fire staff EOC Operations Reported to CC 3/10/21 $ 3,037 3/2/2021 Recreation Staff EOC Operations Reported to CC 4/14/21 $ 3,447 3/17/2021 Recreation Staff EOC Operations Reported to CC 4/14/21 $ 90 3/17/2021 Fire Captain, Fire staff EOC Operations Reported to CC 4/14/21 $ 3,551 4/2/2021 Recreation Staff EOC Operations Reported to CC 5/12/21 $ 1,251 4/2/2021 Fire Captain, Fire staff EOC Operations Reported to CC 5/12/21 $ 2,807 4/16/2021 Recreation Staff EOC Operations Reported to CC 5/12/21 $ 334 4/16/2021 Fire Captain, Fire staff EOC Operations Reported to CC 5/12/21 $ 2,426 4/30/2021 Recreation Staff EOC Operations Reported to CC 5/12/21 $ 1,268 4/30/2021 Fire Captain, Fire staff EOC Operations Reported to CC 5/12/21 $ 2,270 5/14/2021 Recreation Staff EOC Operations Reported to CC 6/9/21 $ 972 5/14/2021 Fire Captain, Fire staff EOC Operations Reported to CC 6/9/21 $ 2,269 5/28/2021 Recreation Staff EOC Operations Reported to CC 6/9/21 $ 1,735 6/11/2021 Recreation Staff EOC Operations Reported to CC 7/14/21 $ 1,763 6/25/2021 Recreation Staff EOC Operations Reported to CC 7/14/21 $ 1,685 7/9/2021 Recreation Staff EOC Operations Reported to CC 9/8/21 $ 1,527 7/23/2021 Recreation Staff EOC Operations Reported to CC 9/8/21 $ 1,721 8/6/2021 Recreation Staff EOC Operations Reported to CC 9/8/21 $ 1,715 8/20/2021 Recreation Staff EOC Operations Reported to CC 9/8/21 $ 1,713 9/3/2021 Recreation Staff EOC Operations Reported to CC 10/13/21 $ 1,511 9/17/2021 Recreation Staff EOC Operations Reported to CC 10/13/21 $ 1,332 9/3/2021 Fire Captain, Fire staff EOC Operations Reported to CC 10/13/21 $ 2,140 10/1/2021 Recreation Staff EOC Operations Reported to CC 11/10/21 $ 1,770 10/15/2021 Recreation Staff EOC Operations Reported to CC 11/10/21 $ 1,868 10/29/2021 Recreation Staff EOC Operations Reported to CC 11/10/21 $ 939 10/1/2021 Fire Captain, Fire staff EOC Operations Reported to CC 11/10/21 $ 886 10/15/2021 Fire Captain, Fire staff EOC Operations Reported to CC 11/10/21 $ 546 10/29/2021 Fire Captain, Fire staff EOC Operations Reported to CC 11/10/21 $ 2,119 11/12/2021 Recreation Staff EOC Operations Reported to CC 12/8/21 $ 1,677 11/26/2021 Recreation Staff EOC Operations Reported to CC 12/8/21 $ 199 11/12/2021 Fire Captain, Fire staff EOC Operations Reported to CC 12/8/21 $ 769 11/26/2021 Fire Captain, Fire staff EOC Operations Reported to CC 12/8/21 $ 1,476 12/10/2021 Recreation Staff EOC Operations Reported to CC 1/12/22 $ 1,682 12/23/2021 Recreation Staff EOC Operations Reported to CC 1/12/22 $ 298 12/23/2021 Fire Captain, Fire staff EOC Operations Reported to CC 1/12/22 $ 1,160 1/7/2022 Recreation Staff EOC Operations Reported to CC 2/9/22 $ 2,390 1/21/2022 Recreation Staff EOC Operations Reported to CC 2/9/22 $ 695 1/7/2022 Fire Captain, Fire staff EOC Operations Reported to CC 2/9/22 $ 1,092 1/21/2022 Fire Captain, Fire staff EOC Operations Reported to CC 2/9/22 $ 1,713 2/4/2022 Recreation Staff EOC Operations Reported to CC 3/9/22 $ 1,713 2/18/2022 Recreation Staff EOC Operations Reported to CC 3/9/22 $ 447 2/4/2022 Fire Captain, Fire staff EOC Operations Reported to CC 3/9/22 $ 1,529 3/4/2022 Recreation Staff EOC Operations Reported to CC 4/13/22 $ 861 3/18/2022 Recreation Staff EOC Operations Reported to CC 4/13/22 $ 1,722 4/1/2022 Recreation Staff EOC Operations Reported to CC 5/11/22 $ 1,703 4/15/2022 Recreation Staff EOC Operations Reported to CC 5/11/22 $ 1,713 4/29/2022 Recreation Staff EOC Operations Reported to CC 5/11/22 $ 1,713 5/13/2022 Recreation Staff EOC Operations Reported to CC 6/8/22

COVID-19 Expenses ATTACHMENT 1
Costs Date Vendor Description Expense Type
$ 1,590 5/27/2022 Recreation Staff EOC Operations Reported to CC 6/8/22 $ 248 5/27/2022 Fire Captain, Fire staff EOC Operations Reported to CC 6/8/22 $ 764 6/10/2022 Recreation Staff EOC Operations Reported to CC 7/13/22 $ 213 6/30/2022 Fire Captain, Fire staff EOC Operations Reported to CC 9/14/22 $ 35 7/8/2022 Fire Captain, Fire staff EOC Operations Reported to CC 9/14/22 $ 99 8/5/2022 Fire Captain, Fire staff EOC Operations Reported to CC 9/14/22 148,772 Total Personnel Expenses
$ 614,632 Total COVID-19 Expenses to date

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Engaged and Connected Residents
• Efficient, Responsive, and Effective City Services
• Fiscally Responsible and Transparent City Government

BACKGROUND
Governmental Accounting Standards Board ("GASB") Statement No. 54 defines five specific classifications of fund balance for funds categorized as governmental funds. (All of the City’s individual funds are categorized as governmental funds, except for the Capitalized Equipment and Agency Funds.) The five fund balance classifications are intended to identify whether the specific components of fund balance are available for appropriation and are therefore "spendable." The classifications also are intended to identify the extent to which fund balance is constrained by special restrictions, if any. Applicable only to governmental funds, the five classifications of fund balance are as follows:

Classifications Nature of Restriction
Non-spendable Cannot be readily converted to cash
Restricted Externally imposed restrictions
Committed City Council imposed commitment
Assigned City Manager assigned purpose/intent
Unassigned Residual balance not otherwise restricted/committed/assigned TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Paul Chung, Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: October 12, 2022
SUBJECT: COMMITMENT OF DONATIONS FUND YEAR-END BALANCE

RESERVES
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

Committed fund balance: That portion of a fund balance that includes amounts that can only be used for specific purposes pursuant to constraints imposed by formal action by the government's highest level of decision-making authority, and remain binding unless removed in the same manner. The City considers a resolution to constitute a formal action for the purposes of establishing a committed fund balance. The action to constrain resources must occur within the fiscal reporting period; however the amount can be determined subsequently.

DISCUSSION
On September 28, 2018, the City Council adopted the City's Donations Policy. The Policy requires appropriate accounting and internal controls over donations activity, especially within the Donations Fund which is a component of the General Fund. The Policy also provides that properly documented excess or deficit annual collections can be carried between years on the City's accounting records. This will satisfy the intention of our donors that we apply their donations to intended purposes even if transactions cross fiscal years.

In November 2021, the City Council reaffirmed the committed fund balance of $304,036 as of June 30, 2021. The $304,036 was reported as committed fund balance of the General Fund on the City’s audited financial statements at June 30, 2021 as a result of this Council action. (The Donations Fund is combined with the General Fund on the City’s audited financial statements.) To be consistent and for maximum transparency, the year-end figures of the Donations Fund are being presented to the City Council again this year for review and to authorize the Finance Department to commit these balances as of June 30, 2022.

FISCAL IMPACT & PROCUREMENT REVIEW
If approved, the committed balance would decrease by $29,659 from last year’s balance of $304,036 that was approved at the November 10, 2021 City Council meeting.

See Attachment 1 for a breakdown of this committed balance by City activity.

Balance at Balance at
6/30/2021 Donations Expenditures 6/30/2022
Community Development Projects $ 72,288 $ - $ - $ 72,288 Public Safety 50,823 37,461 (22,182) 66,102
Parks and Recreation 118,708 61,463 (113,366) 66,805
Library 62,217 12,766 (5,801) 69,182
Total $ 304,036 $ 111,690 $ (141,349) $ 274,377

This report requires no procurement review.

LEGAL REVIEW
The City Attorney’s Office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends that the City Council approve the accompanying resolution to commit the balance as of June 30, 2022 as noted in the attachments. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to adopt Resolution No. R-22-36 to commit the balance of $274,377 in the Donations Fund as of June 30, 2022.”

ATTACHMENTS

1. Committed balance by City Activity

2. Balance Sheet from Audited Annual Comprehensive Financial Report as of June 30, 2021

3. Resolution No. R-22-36

ATTACHMENT 1
Balance at Balance at
6/30/2021 Donations Expenditures 6/30/2022
Community Development Projects
Centennial Fountain 72,288 - - 72,288
Public Safety
Police Department 37,390 23,511 (2,750) 58,151
Public Safety Family Assist 100 - - 100
Fire Department 13,333 13,950 (19,432) 7,851
50,823 37,461 (22,182) 66,102
Parks and Recreation
Patrick's Tree 6,099 - - 6,099
Lacy Park 50,818 57,618 (111,366) (2,930)
Parklet 1,596 - - 1,596
War Memorial 40,672 - - 40,672
Recreation 14,633 - - 14,633
Track Meet & Memorial Day & 4th of Ju 1,996 3,845 (2,000) 3,841 Preschool 2,894 - - 2,894
118,708 61,463 (113,366) 66,805
Library
Library Administration 13,302 94 - 13,396
Crain Art Gallery 12,437 2,020 (381) 14,076
Adult Services 25,063 2,670 (17) 27,716
Children's Services 11,415 7,982 (5,403) 13,994
62,217 12,766 (5,801) 69,182
Grand Total 304,036 111,690 (141,349) 274,377

CITY OF SAN MARINO, CALIFORNIA

BALANCE SHEET

GOVERNMENTAL FUNDS
JUNE 30, 2021
Capital
Projects Fund
Other Total
Governmental Governmental
General Funds Funds
Assets:

Cash and investments $ 16,915,738 $ 18,593,536 $ 4,346,839 $ 39,856,113 Receivables:

Accounts 204,041 - - 204,041
Taxes 935,341 - 226,621 1,161,962
Notes and loans 14,600 - - 14,600
Accrued interest 6,946 - 2,162 9,108
Due from other governments - - 10,648 10,648
Due from other funds 46,944 - - 46,944
Inventories 57,764 - - 57,764
Restricted cash and investments with fiscal agents - - 25,305 25,305 Total Assets $ 18,181,374 $ 18,593,536 $ 4,611,575 $ 41,386,485 Liabilities, Deferred Inflows of
Resources, and Fund Balances:

Liabilities:

Accounts payable $ 712,139 $ 268,759 $ 12,486 $ 993,384 Accrued liabilities 784,010 - - 784,010
Pass-through payables 476 - - 476
Deposits payable 52,979 - - 52,979
Due to other governments 90,493 - - 90,493
Due to other funds - - 46,944 46,944
Total Liabilities 1,640,097 268,759 59,430 1,968,286
Deferred Inflows of Resources:

Unavailable revenues - - 9,883 9,883
Total Deferred Inflows of Resources - - 9,883 9,883
Fund Balances:

Nonspendable:

Inventory 57,764 - - 57,764
Notes and loans 14,600 - - 14,600
Restricted:

Community development projects - - 595,960 595,960
Public safety - - 497,374 497,374
Public works - - 3,106,218 3,106,218
Capital projects - - 324,687 324,687
Debt service - - 25,305 25,305
Committed:

Community development projects 72,288 - - 72,288
Public safety 50,823 - - 50,823
Parks and recreation 118,708 - - 118,708
Library 62,217 - - 62,217
Assigned:

Capital Projects - 18,324,777 - 18,324,777
Unassigned 16,164,877 - (7,282) 16,157,595
Total Fund Balances 16,541,277 18,324,777 4,542,262 39,408,316 Total Liabilities, Deferred Inflows of
Resources, and Fund Balances $ 18,181,374 $ 18,593,536 $ 4,611,575 $ 41,386,485 Capital
Projects Fund
The notes to financial statements are an integral part of this statement. 18 Attachment 2

RESOLUTION NO. R-22-36

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN

MARINO, APPROVING COMMITMENT OF FUND BALANCES IN

THE DONATIONS FUND
WHEREAS, the Governmental Accounting Standards Board (GASB) has issued Statement No. 54 establishing a hierarchy of fund balances as follows:
• Non-Spendable Fund Balance – Amounts that are not in a spendable form or are required to be maintained intact. Examples are inventory, pre-paid expenses, and revolving cash fund amounts.
• Restricted Fund Balance – Amounts that can be spent only for the specific purposes stipulated by external resource providers (such as grantors), or enabling legislation.

Restrictions may be changed or lifted only with the consent of the resource providers. • Committed Fund Balance – Amounts subject to internal constraints self-imposed by the City’s highest level of decision-making authority. Commitments may be changed or lifted only by the City Council taking the same formal action that imposed the constraint originally.
• Assigned Fund Balance – Amounts the City intends to use for a specific purpose.

Assignments may be established by the City Manager or by a designee of the City Manager.
• Unassigned Fund Balance – Amounts representing the residual balance in the General Fund that has not been assigned to other funds and that are not in the other classifications.; and
WHEREAS, GASB Statement No. 54 further clarifies the constraints that govern how a governmental entity can use and designate amounts reported as fund balance and stipulates that the Fund Balance can only be Committed by action of the highest level of decision-making authority of the governmental entity; and
WHEREAS, the City Council is the highest level of decision-making authority, and has the authority to commit, assign, or evaluate existing fund balance classifications and identify the intended uses of committed or assigned funds pursuant to City Policy; and WHEREAS, the committed fund balance classification reflects amounts subject to internal constraints self-imposed by the City Council; and
WHEREAS, once the committed fund balance constraints are imposed it requires the constraint to be removed by the City Council prior to redirecting the funds for other purposes; and

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MARINO, CALIFORNIA, DOES HEREBY FIND, DETERMINE, AND RESOLVE THAT in accordance with the provisions of GASB 54, hereby commits the following portions of fund balances, as indicated by the Committed Fund Balance classification, and funds cannot be used for

any purpose other than directed below, unless the City Council adopts another resolution to remove or change the constraint:
• The ending balance in the Donations Fund (Fund 281) at June 30, 2022 in the amount of $274,377.

PASSED, APPROVED, AND ADOPTED, at a Regular Meeting of the City Council of the City of San Marino, California, on this 12th day of October, 2022. ______________________________________

SUSAN JAKUBOWSKI, MAYOR

CITY OF SAN MARINO
ATTEST:
__________________________________

CHRISTINA BAKER, CITY CLERK

CITY OF SAN MARINO

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF SAN MARINO )
I, Christina Baker, City Clerk of the City of San Marino, California, hereby certify that Resolution No R-22-36 was adopted by the City Council of the City of San Marino at a Regular Meeting held on the 12th day of October, 2022, and that the same was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
________________________________

CHRISTINA BAKER, CITY CLERK

CITY OF SAN MARINO

85,9

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Well-Maintained Infrastructure
• Fiscally Responsible and Transparent City Government

BACKGROUND
Each year, the Parks and Public Works Department seeks a qualified civil engineering consultant to prepare the plans, specifications, and cost estimates for the annual street rehabilitation program project. Recently, a request for proposals was advertised for design of the FY 2022-23 and FY 2023-24 projects, and the Department is recommending Nichols Consulting Engineers (NCE) of Fountain Valley, California, to perform the work. The design work for this project takes place in the fall and spring, with construction taking place in the summer months.

DISCUSSION
On August 17, 2022, the Department invited qualified, interested firms via PlanetBid.com to submit proposals for professional civil engineering services to prepare plans and specifications for two years’ worth of street rehabilitation program projects (FY 2022-23 and FY 2023-24). One of the streets added to the schedule for rehabilitation was Oxford Road, which was included at the direction of the City Council as a result of resident feedback regarding the street condition. In TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Robert Newman, PE, Interim Director of Parks and Public Works/City Engineer DATE: October 12, 2022
SUBJECT: AWARD OF PROFESSIONAL DESIGN SERVICES AGREEMENT TO

NICHOLS CONSULTING ENGINEERS (NCE) FOR THE

PREPARATION OF PLANS, SPECIFICATIONS, AND COST
ESTIMATES FOR THE FY 2022-23 STREET REHABILITATION
PROGRAM PROJECT NO. 22-9271 AND THE FY 2023-24 STREET
REHABILITATION PROGRAM PROJECT NO. 23-9271 IN AN
AMOUNT NOT TO EXCEED $195,645 AND AUTHORIZATION

FOR THE PARKS AND PUBLIC WORKS DIRECTOR TO APPROVE

DESIGN CHANGE ORDERS IN AN AMOUNT NOT TO EXCEED
$19,560
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

an effort to maximize the City’s resources, staff evaluated ways to schedule the project to realize lower costs. One way that was identified was to combine two years of construction into one project, which would help save on material costs due to economies of scale. Awarding a contract now for two years of design does not necessitate that the Council award both construction projects at the same time. The decision to award one construction contract later in the fiscal year for both the FY 2022-23 and FY 2023-24 projects or to award just the FY 2022-23 construction contract will be the City Council’s discretion. Bidding and awarding both construction projects in one single contract will likely result in lower overall bid prices.

The City received three proposals for the engineering and design of the project on September 19, 2022. California Government Code 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. After carefully reviewing the qualifications, experience, and understanding of our scope of work, the Department is recommending awarding the contract to NCE. NCE comes highly recommended from their references. NCE also has experience working for the City of San Marino. Their performance designing the last two years of street rehabilitation plans was excellent, comprehensive and professional, and they acquired critical knowledge about the City’s 1930s pavement construction and methods that will increase their design efficiency and effectiveness.

FISCAL IMPACT & PROCUREMENT REVIEW
For the past several years, the City Council has budgeted $3.5 million for the Street Rehabilitation Program. The adopted FY 2022-23 capital improvement plan budget includes $3.5 million for the preparation of plans, specifications and cost estimates, construction, and construction inspection for the annual work. The current 5-year Capital Improvement Plan has scheduled $3.5 million to be budgeted for the FY 2023-24 Street Rehabilitation Project. An additional $91,000 in CalRecycle grant funds may become available if the City is successful in its application for Rubberized Pavement Grant funding. The $195,645 fee proposed by NCE for two years of design work represents 2.7% of the $7 million combined budget for street rehabilitation in FY 2022-23 and FY 2023-24, which is a reasonable price for a project of this nature. In the event that during the design phase unanticipated additional detailed engineering is required, the Public Works Director requests a ten percent (10%) contingency amount of $19,560 be made available to conduct that work, which would only be authorized if needed. A summary of the anticipated revenues and proposed expenditures for the FY 2022-23 and FY 2023-24 street rehabilitation program projects is on the following page:

ESTIMATED REVENUES FOR FY 2022-23 AND FY 2023-24 STREET REHABILITATION

PROJECTS
Fund 202 – HUTA (Gasoline Tax) $1,350,000
Fund 215 – Prop C 500,000
Fund 243 – Measure R 350,000
Fund 394 – Capital Construction 4,800,000
ESTIMATED TOTAL REVENUES FOR FY 2022-23
AND FY 2023-24
$7,000,000
ESTIMATED COMBINED EXPENDITURES FOR FY 2022-23 AND FY 2023-24 STREET

REHABILITATION PROJECTS
Engineering – NCE (This Request) $195,645
Engineering – Contingency (This Request) $19,560
Construction Inspection Services (estimate based on
prior years)
$170,000
Construction Contracts (amount available) $6,614,705
TOTAL ESTIMATED EXPENDITURES $7,000,000
The design scope of work also includes a pavement management plan update. This update is generally done every two years, and is budgeted for $10,000 in the FY 2022-2023 budget in Account # 394-48-4600-0505. The Finance Director has reviewed the staff report for compliance with San Marino City Code §02.06.05.B.5.

LEGAL REVIEW
The City Attorney has reviewed the staff report and has approved it and this report as to form.

RECOMMENDATION
Staff recommends that the City Council award a professional design services agreement with NCE to prepare plans, specifications, and cost estimates for the FY 2022-23 and FY 2023-24 street rehabilitation program project. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to award a professional design services agreement to NCE of Fountain Valley, California, for the preparation of plans, specifications and cost estimate for the Fiscal Year 2022-23 Street Rehabilitation Program Project No. 22-9271 and Fiscal Year 2023-24 Street Rehabilitation

Program Project No. 23-9271 in an amount not to exceed $195,645; authorize the City Manager to execute the agreement on behalf of the City; and authorize the Director of Parks and Public Works to approve design change orders in an amount not to exceed $19,560.”

ATTACHMENTS

1. Draft professional design services agreement with NCE

2. Proposal from NCE

3. List of proposed streets to be resurfaced for the project

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PROFESSIONAL SERVICES AGREEMENT
between
The City of San Marino
2200 Huntington Drive
San Marino, CA 91108
&
Nichols Consulting Engineers, Chtd. (NCE)
17050 Bushard Street, Suite 200
Fountain Valley, CA 92708
This Professional Service Agreement (“the Agreement”) is made as of October 12, 2022 (the “Effective Date”), by and between Nichols Consulting Engineers, Chtd. (“Consultant”), a Nevada corporation and the City of San Marino (“City”), a California municipal corporation, (collectively, “the Parties”).

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RECITALS
A. City desires certain professional services as specified in this Agreement.

B. Consultant represents that it is qualified and able to provide City with such services.

NOW THEREFORE, in consideration of the Parties’ performance of the promises, covenants, and conditions stated herein, the Parties hereto agree as follows:

AGREEMENT

1.0 Scope of Services

1.1. Consultant shall provide those services (“Services”) set forth in the attached Exhibit A.

1.2. Consultant shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.

1.3. In performing this Agreement, Consultant shall comply with all applicable provisions of federal, state, and local laws, ordinances, codes, and regulations.

1.4. Consultant shall not be compensated for any work performed unless it is specified in Exhibit A or City authorizes such work in advance and in writing. Any work so authorized by City shall become part of the Services for purposes of this Agreement.

2.0 Term
The term of this Agreement shall commence as of the Effective Date and shall continue through December 31, 2023 unless sooner terminated as provided in Section

5.0 of this Agreement.

3.0 Consultant’s Compensation
City will pay Consultant in accordance with the fee schedule set forth in Exhibit B but in no event will the City pay more than $195,645 Any additional work authorized by the City pursuant to Section 1.4 will be compensated in accordance with the fee schedule set forth in Exhibit B, unless otherwise approved by City in writing. Pursuant to Section

02.06.05 of the San Marino City Code, this Agreement shall not be effective unless previously approved by the City Council if it is for professional services greater than thirty thousand dollars ($30,000.00).

4.0 Method of Payment

4.1. Consultant shall submit to City monthly invoices for all services rendered pursuant to this Agreement. Such invoices shall be submitted within 15 days of the end

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of the month during which the services were rendered and shall describe in detail the services rendered during the period, the days worked, number of hours worked, the hourly rates charged, and the services performed for each day in the period. City will pay Consultant all undisputed charges within 30 days of receiving Consultant’s invoice. City will not withhold any applicable federal or state payroll and other required taxes, or other required or authorized deductions from payments made to Consultant.

4.2. Upon 24-hour notice from City, Consultant shall allow City or City’s agents or representatives to inspect at Consultant’s offices during reasonable business hours all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement. City’s rights under this Section 4.2 shall survive for two years following the expiration or earlier termination of this Agreement.

5.0 Termination

5.1. City may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to Consultant at least five (5) calendar days before the termination is to be effective.

5.2. Consultant may terminate this Agreement for cause in the event City fails to cure a default under this Agreement within thirty (30) days after Consultant has given City notice of such default.

5.3. Upon termination of this Agreement, Consultant shall cease all work under this Agreement and deliver to City all materials, reports, documents, notes or other written materials compiled through the last working day this Agreement is in effect. City shall pay Consultant for all services satisfactorily rendered through the last working day this Agreement is in effect; provided that in no event, including but not limited to termination, shall Consultant be entitled to receive more than the maximum compensation set forth in Section 3. Neither party shall have any other claim against the other party by reason of termination pursuant to this Section 5.0.

6.0 Reports, Information and Work Product

6.1. Consultant shall deliver to City: (1) any reports on the status of the Services upon City’s request and in such time and in such form as City may require; and (2) all material furnished to Consultant by City upon City’s request and/or upon the expiration or termination of this Agreement.

6.2. Unless the Parties agree in writing, all draft and final reports, documents, and other written material, and any and all images, ideas, concepts, designs including without limitation any website designs, source code, object code, electronic data and files, and/or other media whatsoever created or developed by Consultant in the performance of this Agreement (collectively, “Work Product”) shall be considered to be “works made for hire” for the benefit of City. All Work Product and any and all intellectual property rights arising from their creation, including, but not limited to, all copyrights and other proprietary rights, shall be and remain the property of City without restriction or limitation upon their use, duplication or dissemination by City upon final payment being made.

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Consultant shall not obtain or attempt to obtain copyright protection as to any of the Work Product. Consultant hereby assigns to City all rights of ownership to the Work Product, including but not limited to any and all related intellectual property and proprietary rights that are not otherwise vested in the City pursuant to this paragraph.

6.3. Consultant warrants and represents that it has secured all necessary licenses, consents or approvals necessary to the production of the Work Product, and that upon final payment, City shall have full legal title to the Work Product, and full legal authority and the right to use and reproduce the Work Product for any purpose.

Consultant shall defend, indemnify, and hold City, and its elected officials, officers, employees, servants, attorneys, designated volunteers, and agents serving as independent contractors in the role of city officials, harmless from any loss, claim, or liability in any way related to a claim that any use by the City of any of the Work Product violates federal, state, or local laws, or any contractual provisions, or any rights or laws relating to trade names, licenses, franchises, copyrights, patents, or other means of protecting intellectual property rights, and/or interests in products, ideas, or inventions.

Consultant shall bear all costs arising from the use of patented, copyrighted, trade secret, or trademarked documents, materials, equipment, devices, or processes in connection with its provision of the Work Product produced under this Agreement. If any use by city of any of the Work Product or other deliverables is held to constitute an infringement and the use of any of the same is enjoined, Consultant, at its expense, shall: (a) secure for City the right to continue using such Work Product and/or other deliverables by suspension of any injunction, or by procuring a license or licenses for City; or (b) modify the Work Product and other deliverables so that they become non-infringing while remaining in compliance with the requirements of this Agreement.

6.4. Consultant’s obligations under this Section 6.0 shall survive the expiration or termination of this Agreement.

7.0 Party Representatives

7.1. City’s representative for purposes of this Agreement is the City Manager or the person designated in writing by the City Manager. The City Manager’s designee may exercise the authority of the City Manager provided in this Agreement excepting approval of any expenditure that would exceed a total compensation allowed under the Agreement.

7.2. Jim Bui is Consultant’s representative for purposes of this Agreement.

8.0 Notices

8.1. All notices permitted or required under this Agreement shall be deemed made when personally delivered or when mailed 48 hours after deposit in the United States Mail, first class postage prepaid and addressed to the party at the following addresses:

To City: City of San Marino
2200 Huntington Drive

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San Marino, California 91108
Attn: Public Works
To Consultant: NCE
17050 Bushard Street, Suite 200
Fountain Valley, CA 92708
Attn: Jim Bui

8.2. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.

9.0 Independent Consultant

9.1. Consultant is an independent contractor and not an employee of City. All services provided pursuant to this Agreement shall be performed by Consultant or under its supervision. Consultant will determine the means, methods, and details of performing the services. Any additional personnel performing services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to:
social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation insurance.

9.2. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from Consultant’s personnel practices.

City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Section.

All duties of Consultant under this Section 9.2 shall survive termination of this Agreement.

9.3. In the event that Consultant provides any of the Services by or through any employee or any person whose work under this Agreement becomes cause for any payment or contribution required by law, including but not limited to the California Public Employees' Pension Reform Act (PEPRA), to the Public Employee Retirement System, Consultant shall be solely responsible for all such payments or contributions. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs, and expenses of any nature to the extent arising from Consultant’s failure to make any such payment or contribution. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Section. All duties of Consultant under this Section 9.3 shall survive

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termination of this Agreement.

10.0 Subcontractors
Unless otherwise specified in Exhibit A, no portion of this Agreement shall be subcontracted without the prior written approval of the City Manager. Consultant is fully responsible to City for the performance of any and all subcontractors, if any.

11.0 Assignment
Consultant shall not assign or transfer any interest in this Agreement whether by assignment or novation, without the prior written consent of City Manager. Any purported assignment without such consent shall be void and without effect.

12.0 Insurance

12.1. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to City that Consultant has secured all insurance required under this Section. Consultant shall furnish City with original certificates of insurance and endorsements, including but not limited to additional insured endorsements, effecting coverage required by this Agreement on forms satisfactory to City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by City, if requested.

All certificates and endorsements shall be received and approved by City before work commences. City reserves the right to require complete, certified copies of all required insurance policies, at any time.

12.2. Consultant shall, at its expense, procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of this Agreement. Insurance is to be placed with insurers licensed to do business in California with a current A.M. Best’s rating no less than A:VIII unless otherwise approved in writing by City. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability Coverage form (CG 0001); (2) Workers’ Compensation: Consultant shall maintain Workers’ Compensation insurance as required by the State of California and Employer’s Liability insurance; (3) Automobile Liability:

Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and, (4) Professional Liability: Insurance Services Office Professional Liability Coverage form RHIC 6101. Consultant shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage and if Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Workers’ Compensation: Consultant shall maintain Workers’ Compensation insurance as required by the State of California and Employer’s Liability insurance with limits of at least $1,000,000) per occurrence; (3) Automobile Liability: $1,000,000 per

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accident for bodily injury and property damage; and (4) Professional Liability: $2,000,000 per claim/aggregate.

12.3. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms supplied or approved by City to state: (1) coverage shall not be suspended, voided, reduced or canceled by Consultant except after 30 days prior written notice by certified mail, return receipt requested, has been given to City; (2) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to City, its directors, officials, or officers; (3) coverage shall be primary insurance as respects City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of Consultant’s scheduled underlying coverage and that any insurance or self-insurance maintained by City, its directors, officials, officers, employees, agents and volunteers shall be excess of Consultant’s insurance and shall not be called upon to contribute with it; (4) for general liability insurance, that City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the services or operations performed by or on behalf of Consultant, including materials, parts or equipment furnished in connection with such work; and (5) for automobile liability, that City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by Consultant or for which Consultant is responsible.

12.4. All insurance required by this Section shall contain standard separation of insureds provisions and shall not contain any special limitations on the scope of protection afforded to City, its directors, officials, officers, employees, agents, and volunteers.

12.5. Any deductibles or self-insured retentions shall be declared to and approved by the City Manager. Consultant guarantees that, at the option of the City Manager, either: (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City, its directors, officials, officers, employees, agents, and volunteers; or (2) Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims, and administrative and defense expenses.

12.6. Consultant waives any right to subrogation that any insurer of Consultant may acquire by virtue of payment of any loss under the policies required by this Agreement. Consultant shall obtain any endorsement that may be necessary to affect this waiver of subrogation.

13.0 Indemnification, Hold Harmless, and Duty to Defend

13.1. Indemnity for Design Professional Services. To the maximum extent permitted by law, and to the extent caused by the acts or omissions of Consultant, its employees, or its agents in connection with the performance of design professional services under this Agreement, Consultant shall hold harmless and indemnify City, and its officials, officers, employees, volunteers, and agents serving as independent contractors in the role of City officials (collectively, “Indemnitees”), with respect to any and

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all claims, demands, causes of action, costs, expenses liability, loss, damage or injury in law or equity, to property or persons, including wrongful death, including without limitation the payment of all consequential damages, attorneys’ fees and other related costs and expenses (collectively, “Claims” hereinafter), including but not limited to Claims relating to death or injury to any person and injury to any property, that arise out of, pertain to, or relate to in whole or in part to the negligence, recklessness, or willful misconduct of Consultant or any of its officers, employees, subcontractors, or agents in the performance of its design professional services under this Agreement. With respect to such Claims, Consultant shall, at its own cost, expense, and risk, defend Indemnitees in any action or actions filed in connection with any Claims with counsel of Indemnitees’ choice, and shall pay and satisfy any judgment, award, or decree that may be rendered against Indemnitees to the extent caused by the acts or omissions of Consultant, its employees, or its agents, as determined by judicial decision or agreement of the Parties.

13.2. Other Indemnities. In connection with any and all claims, demands, damages, liabilities, losses, costs or expenses, including attorneys’ fees and costs of defense (collectively, “Damages” hereinafter) not covered by Subsection 13.1, Consultant shall, to the maximum extent permitted by law, defend, indemnify, and hold Indemnitees free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any acts or omissions of Consultant, its employees, or its agents in connection with the performance of this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses, except for such loss or damage arising from the sole negligence or willful misconduct of City. With respect to any and all such aforesaid suits, actions, or other legal proceedings of every kind that may be brought or instituted against Indemnitees, Consultant shall defend Indemnitees, at Consultant’s own cost, expense, and risk, and shall pay and satisfy any judgment, award, or decree that may be rendered against Indemnitees. Consultant shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

Consultant’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, City, its directors, officials, officers, employees, agents or volunteers. All duties of Consultant under this Section shall survive termination of this Agreement

13.3. Consultant must obtain executed indemnity agreements with provisions identical to those in Sections 13.1 and 13.2 from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of the Services. If Consultant fails to obtain such indemnities, Consultant shall be fully responsible and indemnify, hold harmless, and defend the Indemnitees from and against any and all Claims in law or equity, whether actual, alleged, or threatened, arising or claimed to arise out of, pertaining to, or relating to the acts or omissions of Consultant’s subcontractor, its officers, agents, servants, employees, subcontractors, materialmen, contractors, or their respective officers, agents, servants or employees (or any entity or individual that Consultant’s subcontractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence,

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except for Claims arising from the sole negligence or willful misconduct of the Indemnitees, as determined by final arbitration or court decision or by the agreement of the Parties.

14.0 Equal Opportunity
Consultant shall not discriminate against any subcontractor, employee, or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex, sexual orientation, or age. Such non-discrimination includes, but is not limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff, or termination.

15.0 Labor Certification

15.1. By its signature hereunder, Consultant certifies it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code. Consultant shall provide evidence of such coverage before commencing the performance of the Services.

15.2. Consultant certifies that in the performance of this Services, Consultant shall not, in any manner, employ any person or contract with any person so that any Services so performed by such person would be subject to the workers’ compensation laws of the State of California unless and until Consultant gives City a certificate of consent to self-insure, or a certificate of Workers' Compensation Insurance Coverage.

15.3. In the event Consultant hires a subcontractor who has employees to perform the Services or any part thereof, then Consultant shall either require the subcontractor to obtain Workers’ Compensation Insurance Coverage, or must obtain Workers’ Compensation Insurance Coverage for the subcontractor’s employees.

15.4. Any Workers’ Compensation Insurance Coverage required by or for this Agreement shall be endorsed with a waiver of subrogation in favor of City for all work performed by Consultant, its employees, its agents, and its subcontractors.

16.0 Entire Agreement
This Agreement contains the entire agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements. This Agreement may only be modified by a writing signed by both parties.

17.0 Severability
The invalidity in whole or in part of any provisions of this Agreement shall not void or affect the validity of the other provisions of this Agreement.

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

19.0 No Third Party Rights
No third party shall be deemed to have any rights hereunder against either party as a result of this Agreement.

20.0 Waiver
No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise.

21.0 Headings
Headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement.

22.0 Force Majeure
Consultant shall not be liable for any failure to perform any obligation under this Agreement if Consultant presents that City in its sole judgment deems acceptable that such failure was due to strikes, lockouts, labor disputes, embargoes, acts of God, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Consultant’s reasonable control and not due to any act by Consultant.

23.0 Final Payment Acceptance Constitutes Release
Consultant’s acceptance of City’s final payment under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for the Services or anything done or furnished relating thereto. Neither City’s payment to Consultant nor approval of payment constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, sub-contractors and agents for the accuracy and competency of the information provided and/or work performed; nor shall such or payment or approval be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subcontractors and agents.

24.0 Prohibited Interests; Conflict of Interest

24.1. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the Services, or which would

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conflict in any manner with the performance of the Services. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest, which would conflict in any manner with the performance of the Services.

Consultant shall not accept any employment or representation during the term of this Agreement which is or may likely make Consultant “financially interested” (as provided in California Government Code §§1090 and 87100) in any decision made by City on any matter in connection with which Consultant has been retained.

24.2. Consultant further warrants and maintains that it has not employed or retained any person or entity, other than a bona fide employee working exclusively for Consultant, to solicit or obtain this Agreement. Nor has Consultant paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, gift, percentage, or any other consideration contingent upon the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, at its sole and absolute discretion, to terminate this Agreement without further liability, or to deduct from any sums payable to Consultant hereunder the full amount or value of any such fee, commission, percentage or gift.

24.3. Consultant warrants and maintains that it has no knowledge that any officer or employee of City has any interest, whether contractual, noncontractual, financial, proprietary, or otherwise, in this transaction or in the business of Consultant, and that if any such interest comes to the knowledge of Consultant at any time during the term of this Agreement, Consultant shall immediately make a complete, written disclosure of such interest to City, even if such interest would not be deemed a prohibited “conflict of interest” under applicable laws as described in this subsection.

25.0 Attorneys’ Fees
If either party commences any legal, administrative, or other action against the other party arising out of or in connection with this Agreement, the prevailing party in such action shall be entitled to have and recover from the losing party all of its attorneys’ fees and other costs incurred in connection therewith.

26.0 Exhibits
Each exhibit referenced in this Agreement is hereby incorporated into the Agreement as if set forth in full herein. In the event of any material discrepancy between the terms of any exhibit so incorporated and the terms of this Agreement, the terms of this Agreement shall control.

27.0 Corporate Authority

27.1. Each person executing this Agreement on behalf of Consultant warrants that he or she is duly authorized to execute this Agreement on behalf of Consultant and that by his or her execution, Consultant is formally bound to the provisions of this Agreement.

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27.2. Consultant certifies it is aware of the requirements of Sections 313 of the California Corporations Code. If Consultant is a corporate entity, it shall either: (a) provide City written proof that each person executing this Agreement on Consultant’s behalf is duly authorized to bind Consultant; or (b) provide two signatories to this Agreement, of whom the first must be Consultant’s chairman of the board, president, or a vice president and the second who must be Consultant’s secretary, an assistant secretary, its chief financial officer, or an assistant treasurer..

IN WITNESS WHEREOF, the Parties hereto, through their respective authorized representatives have executed this Agreement as of the Effective Date.

CITY OF SAN MARINO
By:_________________________
City Manager
Attest:

By:_________________________
City Clerk
Approved as to Form:

By:_________________________
Joe Montes
City Attorney

CONSULTANT
By:_____________________________ (Sign)
Name: __________________________ (Print)
Title: __________________________ (Print)
By:_____________________________ (Sign)
Name: __________________________ (Print)
Title: __________________________ (Print)

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Exhibit A
Scope of Services
Scope of Services found on the following page

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Exhibit B
Fee Schedule
Fee Schedule found on the following page

September 19, 2022
2022 Street Rehabilitation Program
Project No. 22/23-9271
City of San Marino

PROPOSAL TO PREPARE PS&E FOR
Submitted By:

Fountain Valley Office
17050 Bushard Street, Suite 200
Fountain Valley, CA 92708
(714) 848-8897

Fountain Valley, CA
17050 Bushard Street, Suite 200
Fountain Valley, CA 92708
(714) 848-8897
September 19, 2022
Robert Newman, PE
Interim Director of Park and Public Works / City Engineer City of San Marino
Parks and Public Works Department
2200 Huntington Drive
San Marino, California 91108
Proposal sent via email to: [email protected] Proposal – 2022 Street Rehabilitation Program Project No. 22/23-9271 Dear Mr. Newman and Members of the Selection Committee:

NCE understands that the City of San Marino is seeking professional civil engineering services to prepare plans and specifications for their annual street rehabilitation project with construction planned to occur in summer 2023. NCE has previously provided engineering support services to the City including the development and updates for the City’s recent Pavement Management System (PMS), as well as the preparation of pavement design and plans, specifications, and estimates (PS&E) for previous annual street rehabilitation programs. Through this previous experience NCE has learned that the City embraces a streamlined approach to preparing plans and specifications, and has successfully delivered previous annual programs under this unique model.

NCE is a client-focused professional consulting firm integrating the disciplines of civil engineering, pavement engineering, landscape architecture, science, and regulatory compliance and environmental services firm, and is well-known for expertise in developing and designing pavement maintenance and resurfacing/rehabilitation programs and complete streets projects for public agencies throughout California. As a public sector focused consulting firm, and with our previous experience with the City, NCE is an ideal choice to support the City with the following key reasons:
• Staff Continuity: The key staff assigned to this project are the same individuals who have been working on projects for the City over the last several years. This core team is familiar with the City’s needs, has built trust with the City to “get the job done” and knows the City’s unique approach to preparing plans and specifications to maximize the dollars for construction. Knowing the streets previously deferred based on our recent street rehabilitation project knowledge and future projects with our PMS reporting, we can offer the City unique insights in how to select a comprehensive street list for this year’s annual maintenance program. • Familiarity with the City: Having worked with the City’s street network since 2002 NCE has become intimately familiar with the City’s streets and its unique underlying conditions. An example of a unique condition Is the presence of macadam road base frequently found throughout the City. NCE assisted the City to develop alternatives to the standard approach of removal and disposal. By developing solutions that allow the material to stay in place saved the City significant resources and reduced vehicle emissions from truck off-hauling and the landfilling of materials that can’t be recycled or reused for new paving asphalt. We also provided specialized technical specifications for track-less tack coat materials and worked with the construction manager to help minimize tracking of pavement tack coat onto adjacent streets outside the project limits. This helped minimize construction tire marks on city streets. This intimate knowledge coupled with our expertise in pavement and roadway design can give the City confidence in the products they unveil to their constituents.

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• Knowledge Transfer: NCE staff stay on the forefront of emerging technologies and blend those technologies to applications at the local level. To stay on the forefront, the NCE team members are actively involved in local public works and professional organizations, such as the American Public Works Association and Caltrans (teaching concrete overlay workshops), TRB Committees (TRB Committee AFD70 Pavement Rehabilitation, TRB Committee AFD70-1, Pavement Interlayer Systems), American Concrete Institute, National Center for Concrete Pavement Technology, FHWA Concrete Pavement Technology Program and Sustainable Pavements Program, and FAA Pavement Technical Working Group. NCE is also providing technical assistance for pavement recycling design via CalRecycle’s Rubberized Asphalt Concrete Engineering and Technical Assistance program. • Local Regulatory Requirements: The NCE team proposed for this project have comprehensive knowledge and experience with the City’s, Caltrans and Greenbook engineering standards, requirements and guidelines.

Per the RFP requirement, below is a list of NCE Officers that are associated with this work and the Fountain Valley office.

Name Title Related NCE Office
Margot Yapp, PE
Principal
President/
Chief Executive Officer
Corporate/Reno Office
1885 S Arlington Avenue, Ste 111, Reno, NV 89509
Phone: (775) 329-4955
Fountain Valley Office
17050 Bushard Street, Ste 200, Fountain Valley, CA 92708 Phone: (714) 848-8897
Richmond Office
501 Canal Boulevard, Ste I, Richmond, CA 94804
Phone: (510) 215-3620
Sacramento Office
8795 Folsom Boulevard, Ste 250, Sacramento, CA 95826
Phone: (916) 388-5655
Gregory Fasiano, PG, CEM
Principal
Secretary/
CA Division Manager All California Offices
Darren Leitzke, Associate Chief Financial Officer All NCE Offices Michael Leacox, PG, CEG
Principal
Treasurer/
Director of Marketing All NCE Offices
The NCE team is prepared to thoroughly address the 2022 Pavement Rehabilitation project. As a Principal with NCE, Gregory Fasiano, PG, CEM, is authorized to sign contracts on behalf of NCE. Jim Bui, PE, NCE’s proposed Project Manager, will be the point of contact for this proposal. He can be reached via phone at (714) 606-8035, via email at [email protected] or by mail at NCE’s project office located at 17050 Bushard Street, Suite 200, Fountain Valley, CA 92708. In addition, as a possible addition to the team, NCE may have NMG Geotechnical, Inc. provide laboratory testing, if needed, to address unique issues in advance of construction, or to better characterize the existing pavement subgrade on streets planned for more intensive pavement rehabilitation such as the surface reconstruct streets in this year’s program. They are located at 17991 Fitch, Irvine, California 92614, and can be reached at (949) 442-2442.

NCE acknowledges receipt of Addendum No. 1 and No. 2, dated August 30th, 2022, and September 6, 2022, respectively, and are located in Appendix A, completed and signed. NCE very much looks forward to continuing to work with you on your annual pavement rehabilitation program.

Sincerely,
NCE
Gregory Fasiano, PG, CEM Jim Bui, PE
Corporate Secretary/Principal Project Manager

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City of San Marino
Proposal 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Table of Contents
Qualifications and Experience of Firm and Key Team Members...................................................................................... 1 Firm Overview............................................................................................................................................................... 1 Relevant Expertise ........................................................................................................................................................ 3 Key Team Members...................................................................................................................................................... 5 Proposed Personnel Roles and Responsibilities........................................................................................................... 6 Capacity and Available Resources ................................................................................................................................ 7 Key Personnel Workload .............................................................................................................................................. 7 Resumes........................................................................................................................................................................ 7 Similar Project Experience..........................................................................................................................................19 References......................................................................................................................................................................22 Project Approach, Coordination and Schedule...............................................................................................................24 Project Approach........................................................................................................................................................24 Scope of Services........................................................................................................................................................25 Experience with Community and Stakeholder Outreach ...........................................................................................33 Budget and Cost Management...................................................................................................................................33 High Quality Deliverables ...........................................................................................................................................33 Schedule .....................................................................................................................................................................34 Conflict of Interest Statement ........................................................................................................................................35 Contract Exceptions........................................................................................................................................................35 Insurance Requirements.................................................................................................................................................35 Cost Proposal and Fee Schedule.....................................................................................................................................35 Appendix
A Signed Addendum
B Exhibits

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City of San Marino
Proposal 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Qualifications and Experience of Firm and Key Team Members Firm Overview
The NCE team is a powerhouse in transportation-related projects, specifically infrastructure and pavement rehabilitation and street maintenance projects. We have assembled a local, trusted team that has project experience in the City. Each team member brings a unique strength to the project and our integrated approach to project delivery ensures that the NCE team will work collaboratively to deliver the required project deliverables.

NCE has been providing civil engineering and various pavement-related services for the City of San Marino (City) since 2002, and has developed an excellent rapport with City staff. Additionally, we have extensive familiarity with the City’s infrastructure from our previous and existing contracts, including pavement design and PS&E design on the City’s annual road rehabilitation programs for FY 2020 and FY 2021.

Founded in 1990, NCE is a multi-faceted civil engineering, pavement engineering, landscape architecture, and environmental service firm, which specializes in developing and designing pavement maintenance and resurfacing/rehabilitation programs for public agencies throughout California. NCE is a powerhouse known for delivering comprehensive multi-year pavement work plans and civil engineering projects involving pavement management and value engineering, pavement resurfacing/rehabilitation, road reconstruction, complete streets elements, and green infrastructure solutions.

NCE has considerable experience planning and designing roadway facilities either as standalone projects or as integrated components of larger design and infrastructure projects incorporating bicycle, pedestrian, or other modes of transportation. Our company understands public agencies, their culture, how business is done, what is important to local communities, what is required from elected officials and councils/boards, and the pressures that are placed on public works/engineering departments, and planning staff. The following list includes an overview of NCE’s primary services and capabilities:

Asset/Pavement Management
Pavement Testing, Analysis, and Design
Pavement Research
Civil Engineering Design
GIS and Database Management
Pavement Rehabilitation and Sustainability
Deflection Testing and Coring
Bike and Pedestrian Path Design
Complete Streets and ADA Retrofit Design
Green Infrastructure and Streetscapes
Landscape Architecture
Environmental Studies and Documents
Regulatory Compliance and Permitting
Stormwater Management
Water Quality and Erosion Control Design
Sustainable Design/Low Impact Development
Construction Documents (PS&E)
Construction Support Services
Utility Relocation Design
Hydrology and Hydraulic Analysis
Stakeholder Facilitation/Public Outreach
Storm Drainage Design
Site Assessment and Remediation
Hazardous materials assessments.

More than 85% of NCE’s revenues come from local, state, and federal agencies providing NCE with an in-depth understanding of current regulations, policies, and procedures. This contract will be managed from our Fountain Valley office, which is located less than one hour from the City. Additionally, NCE has more than 110 employees available on an as-needed basis from our Richmond, Oakland, Sacramento, and Fountain Valley, California offices, as well as from our Reno and Lake Tahoe, Nevada offices.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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NCE’s civil design engineers and technicians have extensive experience developing plans, specifications, and construction cost estimates for local and state transportation projects, as well as municipal facilities and amenities. Our team has extensive experience with state and local design standards and is familiar with both Caltrans pavement design standards and Standard Specifications as well as APWA Standard Specifications for Public Works Construction “Greenbook”. It is a fundamental goal of NCE to produce high-quality work deliverables while maintaining a reputation for timely service.

NCE’s professionals follow rigorous quality control procedures and guidelines, producing design documents in a manner consistent with industry as well as applicable local, state and community standards.

NCE has extensive experience designing thousands of local streets and roads and pavement rehabilitation throughout California. The company has earned the confidence of many California cities and counties as a provider of superior civil engineering services. We routinely work on projects involving pavement rehabilitation and reconstruction, road widening and intersection design, roadway geometrics, bicycle/shared-use path and pedestrian projects, hydrologic and hydraulic modeling, hydraulic engineering, erosion control projects, utility coordination, design, and relocation for domestic water and sanitary sewer systems, storm drain system design, storm water quality improvements, wetlands and creek restorations, and redevelopment, and urban infill projects.

Over the past several years, NCE has developed outstanding working relationships with California clients, implementing projects similar to the City’s scope of work. The City can be confident that NCE will provide technically innovative and costeffective treatment selections, biddable and constructible design documents, and comprehensive bidding and construction support. NCE has a proven record of success in delivering projects within the established contract budget and on-time project submittal delivery. Table 1 summarizes similar services and projects delivered to our clients within the last five years. These projects exemplify our wide range of civil design and pavement experience and capabilities that we can provide to the City.

Table 1 – NCE’s Cost Estimating Accuracy
Contracting Agency and Project Title Date
Engineer’s
Estimate ($M)
Construction
Cost ($M)
City of South San Francisco 2022 Pavement Rehabilitation (West Package) 2022 $10.9 $9.5 City of South San Francisco 2022 Pavement Rehabilitation (East Package) 2022 $6.8 $6.5 City of San Leandro Annual Street Overlay/Rehabilitation Phase 1 2022 $4.7 $4.9 City of San Mateo Smooth Streets Program Phase 4 and 5 2022 $7.9 To Be Bid City of Pacifica 2022/23 Pavement Resurfacing Project 2022 $1.2 $1.2 City of San Marino Street Rehabilitation Project 21-9271 2022 $3.4 $3.5 City of Huntington Park CIP 2019-06 Street Enhancement Project 2021 $1.0 $0.8 City of Richmond Yellow Brick Road Complete Streets 2021 $7.2 $6.8 City of San Pablo Rumrill Boulevard Complete Streets & Green Infrastructure 2021 $14.6 $15.0 City of Berkeley Marina Roadway Improvement Project 2021 $6.8 $5.0 City of Belmont Street Reconstruction Project 2021 $2.1 $2.1 City of Richmond Castro Ranch Road Rehabilitation Project 2021 $3.4 $3.1 Presidio Trust Pavement Rehabilitation and Maintenance Project 2021 $4.8 $4.8 City of La Mirada Valley Avenue Rehabilitation 2020 $2.0 Pending City of South San Francisco 2019/20 Surface Seal Project 2020 $2.5 $2.2 City of South San Francisco 2020 Pavement Rehabilitation Project 2020 $2.2 $2.2 City of South San Francisco OBAG 2 Street Rehabilitation Project 2020 $1.2 $1.3 City of Walnut Creek Parkside and Broadway Rehabilitation Project 2020 $1.9 $1.8 Town of Moraga 2020 Pavement Rehabilitation Project 2020 $1.5 $1.4 City of Berkeley Measure M Street Rehabilitation 2019 2019 $5.4 $5.2 City of Sunnyvale Pavement Rehabilitation 2019 2019 $1.4 $1.1 City of San Leandro Annual Street Overlay/Rehabilitation 2018/19 2019 $10.1 $10.2 City of Berkeley Measure M Street Rehabilitation 2018 2019 $3.9 $3.2 City of South San Francisco Surface Seal Project 2018 2018 $1.2 $1.2

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Relevant Expertise
Comprehensive Engineering Services
NCE understands that street rehabilitation extends well beyond the pavement and requires considerations and upgrades to striping, curb and gutter, pedestrian and bicycle improvements, drainage improvements, constructability, utilities, and ADA compliant curb ramps and pathways. NCE develops bid documents that tightly match the plans and specifications with bid schedules and pay items, include clear technical specifications with important modifications to Caltrans and/or the Greenbook to tailor to the requirements of local streets and roads, and incorporate critical items such as construction methods for base repairs and ADA ramps.

Deploying Sustainable Pavement Rehabilitation Methods
Simply offering innovative pavement technologies does not always solve the problem; rather, ensuring that they are appropriate is what makes the difference in the success of a project. There are many factors to consider, including cost, performance, future maintenance, traffic, access, pavement section properties, and geometric constraints. NCE regularly uses innovative and sustainable treatments and materials as part of pavement maintenance and rehabilitation programs developed for our clients. NCE is well versed in using recycling and reuse strategies, whether the materials are used and produced in place or originate from recycling yards. As part of this recycling strategy, NCE strives to reduce construction truck traffic, which both minimizes traffic congestion and lessens the damage to the City’s existing street network.

Reducing life cycle cost and optimizing costs for pavement rehabilitation projects is critical. NCE, using appropriate and innovative treatments, quality bid documents, and support during construction, results in pavement projects that perform to set goals and expectations. NCE prides itself on the ability to contribute to successful well-performing pavement projects, which is the crucial and main step in minimizing life cycle costs. There is no more sustainable paving strategy than to properly design and construct pavements with recycled materials that perform well.

Complete Streets
Our engineers and designers know the importance of incorporating and designing complete streets elements into street improvement projects. Complete Streets are defined as streets that are designed for safe access for multi-modal users including transit riders, motorists, bicyclists, and pedestrians. When rehabilitating or completing street designs, NCE meets with our clients to discuss options to improve safety and overall user experience whether it is crossing the street, walking to businesses or schools, bicycling to work, using a transit stop, accommodating street parking for commercial zones, or calming/slowing traffic to make it easier to cross the street. A resource that we often reference and start with for these types of concepts is the National Association of City Transportation Officials (NACTO), which introduces standard design concepts and guidelines in its various design guides like the Urban Bikeway Design Guide and the Urban Street Design Guide.

NCE recently finished a complete streets project for a gateway corridor street connecting a city’s marina and regional park facilities. The design incorporated various pedestrian safety enhancements including rectangular rapid flashing beacons, separated pedestrian and bicycle crosswalks, roadway traffic calming including a roundabout designed for large AASHTO WB-64 design vehicles and yachts, new lighting, relocated transit stops, landscaping, and bioretention facilities and bioswales for stormwater quality enhancements.

Plans, Specifications and Estimate (PS&E)
NCE’s civil and pavement design engineers and technicians are experienced in developing plans, specifications, and engineer’s cost estimates (PS&E) for many City, County, and State rehabilitation and complete streets projects. The benefit of this experience to the City is that we thoroughly understand the cost and community impacts of our recommended designs. NCE staff pride themselves in thinking about how construction will impact a neighborhood, a busy arterial, or pedestrian bicycle traffic and access. Our civil engineers are well versed in civil design elements that include bike and pedestrian safety improvements, drainage improvements such as stormwater run-off reduction with

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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bio-retention basins, landscape and planter improvements, ADA curb ramps and sidewalks, curb and gutter, traffic striping and signs, and utility relocation and have expertise in the latest guidelines from Caltrans, FHWA, and NACTO.

Storm Drain Design
Our civil engineers are well versed in the design of storm water quality and storm drainage improvements, including shoulder stabilization, storm drain pipe systems, bioswales, catch basins, infiltration galleries, stormwater treatment facilities, curb and gutter, asphalt concrete dike, channel improvements, culverts, water quality basins, detention and retention basins, and revegetation.

ADA Compliance
NCE has a depth of experience in standards for accessible design, including curb ramps, sidewalks, and accessible path of travel, maximum running slope for crosswalks, and related traffic striping and signage. ADA Title II creates an ongoing obligation to remediate existing non-compliant facilities, such as non-compliant sidewalks and curb ramps, per the Program Accessibility obligation. The alteration of the roadway changes the usability of street crossings which is why it requires ADA compliant curb ramps. In consideration of using overlays as a pavement repair and rehabilitation treatment option, ADA compliant curb ramps will be needed. Typical design considerations and issues include ADA compliant curb ramps with the need for many custom ramps to work around right-of-way issues, curb and gutter repairs, drainage issue Utility Coordination
NCE understands the implications of utilities to street improvement and resurfacing projects, particularly those identified for reconstruction. Utilities can result in unplanned costs, delays, and street cuts in newly resurfaced streets. During reconstruction, utilities become even more important requiring accurate location of utility alignments to prevent damage and conflicts. NCE has used private utility locators to establish utility depths using cost saving and non-invasive techniques such as Ground Penetrating Radar (GPR) in-lieu of more invasive and expensive potholing, if warranted. On several streets where shallow utilities exist, particularly laterals, NCE has utilized thinner pavement sections such as full-depth hot mix asphalt (HMA) to reduce conflicts with utilities.

Pavement Design
Pavement design and PS&Es for maintenance, rehabilitation, and reconstruction are NCE’s specialty. We offer unrivaled experience and expertise with pavement treatment alternatives. We have designed thousands of roads and trails throughout California. Our expertise in pavement treatment alternatives includes, but is not limited to, cost saving, cutting edge, and green/sustainable paving technologies, such as warm mix asphalt and in-place recycling technologies.

We consider many factors during pavement design, including cost, performance, future maintenance, traffic, access, pavement section properties, geometric constraints, and climate, including shaded areas and drip lines. NCE has comprehensive knowledge of both the Greenbook and Caltrans Standard Plans and Specifications, which are most commonly referenced throughout California towns and cities.

Pavement Management
NCE has extensive experience evaluating and implementing pavement management systems for numerous public agencies throughout California and the west coast. We are a nationally recognized pavement specialty firm, with broad capabilities and expertise in the areas of pavement management, civil engineering, and pavement design, evaluation, and analysis. NCE listens to the needs of the City and community to generate multi-year paving programs. We have delivered these services for many agencies taking into consideration geographic distribution and aggregating street sections for efficient bidding and mobilization, political constraints, different bidding packaging and phasing, or grouping by neighborhood. Additionally, we have assisted numerous agencies with detailed field reviews to validate StreetSaver® selected treatments and costs to confirm budgets before moving onto the development of design documents.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Key Team Members
NCE has assembled a highly qualified team of professionals to provide the requested services for this project. Our team has in-depth experience delivering municipal pavement rehabilitation annual programs, including those discussed in the Project Experience section of this document.

NCE brings a collaborative and innovative problem-solving mentality to address the technical challenges facing the City’s infrastructure-related, day-to-day issues. Our key personnel have worked together on dozens of projects, including the projects discussed in the References section of this document. Our proposed Project Manager, Jim Bui, PE, will be the single point of contact for the City on this project and will communicate regularly with the City and initiate conversation on the purpose, plans, and progress of the project as he has done on your past projects. He is knowledgeable of the technical resources in the firm, familiar with roadway engineering projects, understands public sector clients, and has authority to champion resources within the firm. He will work closely with the team and the City to bring the project to successful completion. Jim has served as Project Manager and/or Lead Project Engineer on many Public Works and Capital Improvement transportation related projects. He is currently the Project Manager for the City’s 2021 Street Rehabilitation Program, and has recently supported other local roadway rehabilitation projects for the Cities of Huntington Park, La Mirada, South Gate, and Encinitas.

The NCE team, presented in Figure 1, has extensive experience designing transportation projects, specifically infrastructure, pavement rehabilitation and maintenance, and complete streets projects. The NCE team is capable of seamlessly conducting the City’s scope of work for this contract. Our Project Manager, Jim Bui, PE, can manage multiple complex assignments and he is supported by a highly qualified group of key personnel that have successfully worked together on multiple projects. For this contract, Jim will be supported by Vivek Jha, MS, PE, our proposed Client Manager, NCE’s Chief Engineer Franz Haidinger, PE, as our proposed Civil QA/QC Manager, as well as NCE’s Principal Pavement Engineer, James Signore, PhD, PE, as our proposed Pavement QA/QC Manager. Supporting our key team members is Pedro Sanchez, PE as NCE’s proposed Civil Design Lead, and Abu Asib as NCE’s proposed Pavement Engineer. Project roles and responsibilities for key and support staff are discussed in more detail below. NCE is committed to providing the staff presented within this section. These individuals will be ready to begin work upon notice to proceed from the City and will be available throughout this contract.

Figure 1. Organization Chart
Civil
Franz Haidinger, PE
Pavement
James Signore, PhD, PE
QA/QC Managers
City of San Marino
Technical Support Services
Civil Engineering
Pedro Sanchez, PE – Civil Design Lead
Pavement Engineering
Abu Asib, PhD, EIT – Pavement Engineer
Jim Bui, PE
Project Manager
Indicates Key Staff
Vivek Jha, MS, PE
Client Manager

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Proposed Personnel Roles and Responsibilities
Jim Bui, PE | Project Manager
Jim Bui, PE, serving as NCE’s Project Manager, will maintain overall communication with the City and the NCE Team members. It will be his responsibility to share project status with the team and collect information to document monthly and year-to-date progress on individual activities. In consultation with the Client Manager, Vivek Jha, it will also be his responsibility to update the schedule, to develop action items to keep the project on schedule, and to examine cost cutting measures that can be taken to streamline the project. In addition, Jim was the Project Manager on the NCE team for the City of San Marino’s previous annual street rehabilitation projects and is familiar with the PMS updates.

Vivek Jha, MS, PE | Client Manager
Vivek Jha, MS, PE, serving as NCE’s Client Manager, will act as the single focal point on the project. He will be responsible for ensuring Jim Bui, PE, NCE’s Project Manager, and the NCE Team have the resources necessary to successfully deliver services during the contract. He will assist Jim to establish budgets, schedules, and monitor the adherence of terms of contract expectations. Vivek will also provide an increased access to the Team beyond communication with Jim.

Franz Haidinger, PE |Civil QA/QC Manager
Franz Haidinger, PE, serving as NCE’s Civil QA/QC Manager, will be responsible for implementing NCE’s quality assurance and quality control management (QA/QC) program for the projects related to the City’s annual street rehabilitation project. He will address QA/QC procedures and expectations for each team member and will provide the quality assurance review and its documentation of the documents that will be submitted to the client. In addition, Franz was the Civil QA/QC Manager on the NCE team for the City of San Marino’s previous annual street rehabilitation projects.

James Signore, PhD, PE |Pavement QA/QC Manager
James Signore, PhD, PE, serving as NCE’s Pavement QA/QC Manager, will be responsible for implementing NCE’s quality assurance and quality control management (QA/QC) program for the projects related to the City’s annual street rehabilitation project. He will address QA/QC procedures and expectations for each team member and will provide the quality assurance review and its documentation of the documents that will be submitted to the client. James will be also responsible for reviewing the pavement design and materials related aspects of the annual street rehabilitation project, including the use of the latest economical treatment methods and materials, and review of technical specifications related to HMA concrete, surface seals, and pavement recycling. In addition, James was the Pavement QA/QC Manager on the NCE team for the City of San Marino’s previous annual street rehabilitation projects.

Pedro Sanchez, PE | Civil Design Lead
Pedro Sanchez, PE, serving as NCE’s Civil Design Lead, will be responsible for orchestrating the development of roadway improvement construction documents and design of the project improvements including civil, pavement, and striping details, roadway grading, localized surface drainage, ADA facilities and pathways, striping and signage, existing utility cover adjustments, and coordination with City staff and local utility owners to advance the project improvements. In addition, Pedro was the Project Engineer on the NCE team for the City of San Marino’s previous annual street rehabilitation projects.

Abu Asib, PhD, EIT | Pavement Engineer
Abu Asib, PhD, EIT, serving as NCE’s Pavement Engineer, will lead pavement design and material selection on this project.

He will be responsible scoping the extent of the geotechnical investigation, interpreting results, developing pavement section options, and presenting pavement design options to the City. Abu will also meet with City maintenance personnel to discuss future pavement maintenance needs and to ensure alignment with the capabilities of the maintenance staff and equipment. He will compile pavement specific specifications during the civil design phase and author necessary

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 7
supplemental specifications. Abu will work closely with James, NCE’s lead for pavement evaluation and materials. In addition, Abu was the Pavement Engineer on the NCE team for the City of San Marino’s 2021 annual street rehabilitation project.

Capacity and Available Resources
Based on our existing workload and projections, the NCE team is capable of seamlessly integrating the City of San Marino project into our company future work plans. NCE’s Project Manager, Jim Bui, PE, has the demonstrated ability to manage multiple complex assignments and he is supported by a highly qualified group of personnel who have managed the planning, design and construction activities for several critical projects simultaneously. The strength of our key personnel is demonstrated by their desire to continue to maintain San Marino’s distinguished nature and unique residential character. This team has a local presence that can provide additional resources and expertise and NCE’s staff can respond quickly to ensure your expectations for quality, budget and schedule are achieved. This team has a local presence that can provide additional resources and expertise and NCE’s staff can respond quickly to ensure your expectations for quality, budget and schedule are achieved.

Key Personnel Workload
The table below summarizes the current work commitments of NCE’s key personnel proposed for this project.

Key Staff and Project Role Current Commitments % Committed % Available Jim Bui, PE
Project Manager
Central Avenue at I-80 Local Roads Improvement
Project, SF Bay Trail at Pt Molate, Design Services
During Construction San Marino Street
Rehabilitation Program 21-9271
50% 50%
Vivek Jha, MS, PE
Client Manager
Pavement Design Support and 2022/23 PMP Update
for City of Anaheim, Dana Point, Corona, and County
of Orange, and QA/QC review of pavement design
and PMP projects.
75% 25%
Franz Haidinger, PE
Civil QA/QC Manager
Healdsburg Sewer and Waterline Replacement,
Mariposa Downtown Revitalization, and QA/QC
review for various civil design projects
75% 25%
James Signore, PhD, PE
Pavement QA/QC Manager
Caltrans Pavement Engineering and Material Testing,
Oakland Pavement Design, and Martinez Pavement
Design
75% 25%
NCE provides and commits qualified personnel from start to finish for our projects, and we will certainly do so for the 2022 Street Rehabilitation project. Currently, the personnel listed serve in various roles for other projects. For those smaller commitments which may overlap with the start of the project, NCE can readily adjust our personnel assignments to ensure we meet our commitments. We assure the City of San Marino the personnel proposed are available and dedicated to the successful completion of this project! NCE will not make changes to the key personnel without prior approval by the City.

Resumes
Brief resumes on the following pages of key and support personnel are provided for additional information regarding their qualifications and relevant experience in a similar role; and this NCE team has worked together on many projects.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 8
NCE Key Personnel Team Members
Jim Bui, PE – Project Manager
Jim Bui, PE, is a licensed California Civil Engineer with 9 years of transportation experience, and routinely serves as the Project Manager and/or Senior Engineer on Public Works and Capital Improvement projects focusing on transportation design for NCE’s Southern California region. He has expertise with civil and pavement design, asset management, complete streets, ADA Compliance, bicycle/pedestrian trails on municipal transportation infrastructure. Jim’s experience also includes numerous citywide paving projects across California; many involving ADA compliance for curb ramps, complete streets projects, and various classes of bicycle facilities.

Representative Projects
2018 Pavement Design, FY 2020 & FY 2021 Street Rehabilitation Programs City of San Marino, CA
Project Manager. NCE provided pavement evaluation and design services for various roadways. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. Coring, sampling, and laboratory testing were performed, and a pavement design and soil investigation memorandum were prepared.

The memorandum included potential treatments with a focus on sustainable treatments and cost-saving measures including ARHM and CIR. The street rehabilitation programs included a cost-savings focused design to implement the plans, specifications, and cost estimates (PS&E) for the City’s annual roadway maintenance and PMS implementation.

NCE provided detailed field markings and inventory for localized base repairs and concrete curb and gutter repairs to provide improved bidding and construction cost outcomes.

Pavement Management System Implementation and Updates
City of San Marino, CA
Project Manager. NCE first finished an implementation of the City’s PMS in 2002 and subsequently updated it in 2004, 2005 through 2018. As part of the scope of work, NCE inventoried over 59.75 miles of city streets, performed condition surveys, calculated a Pavement Condition Index (PCI), entered maintenance and rehabilitation (M&R) history records, reviewed maintenance and rehabilitation (M&R) strategies and costs, determined the funding needs of the street network, prepared multiple funding scenarios, and presented the results to City Council. The City has a substantial investment in its street network, which is estimated to have a replacement cost of more than $82 million. Overall, the streets are in “Fair” condition with an average PCI of 65.

This is a crucial period in the pavement life-cycle where it will soon begin to deteriorate more rapidly if left untreated.

NCE has been selected to continue providing services to the City, with a budget approximately $3.5 million annually for street preservation and rehabilitation projects over the next ten years in order to improve the citywide average PCI to 75 and decrease the unfunded backlog down to a more manageable level.

Valley View Avenue Pavement Rehabilitation from Imperial Highway to Rosecrans Avenue, CIP No. 2018-06 City of La Mirada, CA
Project Manager. NCE provided pavement rehabilitation services for Valley View Avenue from Imperial Highway to Rosecrans Avenue. This is a highly traveled commercial corridor nearly a mile long with heavily deteriorated pavement that requires significant rehabilitation or reconstruction. NCE determined appropriate treatments, addressing ADA compliance, and providing PS&E along with design support during construction. The City is in the middle of a multiEducation BS Civil Engineering, 2013
University of California,
Irvine
Member Tau Beta Pi, Chi
Epsilon
Registrations/Certifications
Professional Engineer – Civil,
CA #86467
Affiliations
American Society of Civil
Engineers (ASCE)
American Public Works
Association (APWA)
Joined NCE
2013
Years of Experience
9 years

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 9
million-dollar infrastructure improvement program made possible through City general funds, state and federal grants, and· passage of Measure I by City residents, which provided additional sales tax revenue of approximately $4 million per year for five years. NCE is currently available to the City to provide design services during construction.

Professional Design and Construction Management Services for Street Enhancement Project, CIP No. 2019-06 City of Huntington Park, CA
Project Manager. NCE provided engineering design services for the preparation of plans, specifications and cost estimates for street enhancements using SB1 funding for various streets throughout the city. This included pavement rehabilitation and reconstruction design (AC and PCC pavements), roadway improvement plans, curb ramp detail design, and striping plans to modernize non-MUTCD-compliant striping. Key elements of this project included the development of engineering plans, assisting the City transition and update their Greenbook Specifications from older 2015 standards to the latest 2018 standards, developing a current utility contact list, and incorporating cost-effective pavement recycling alternatives.

FY 2018-2019 Street Resurfacing Program
City of Encinitas, CA
Project Manager. Serving as a subconsultant to CJ Roberts, NCE performed pavement assessments, evaluations, and testing, and provided pavement design for 12.86 miles of roadways spread across the City including several primary arterials. The pavement condition index (PCI) for these roadways varied from low teens (failed) to 88 (good). The resurfacing program encompassed nearly 69 distinct street segments from the City’s PMS program. NCE performed pavement coring, subgrade laboratory testing, localized base repair markings, shallow pavement repairs, and concrete repairs. Detailed inventories for the repairs were provided in both digital format as GIS shapefiles and in tabular form in printable field books to assist with bidding and construction.

Berkeley Marina (University Ave/Marina Blvd/Spinnaker Way) Roadway Improvement Project City of Berkeley, CA
Deputy Project Manager and Technical Lead. NCE was retained by the City to provide engineering and design services for the realignment and reconstruction of University Avenue between the frontage road at Interstate-80 and Marina Boulevard at the Berkeley Marina. The eastbound lanes, featuring numerous undulation due to a settled roadbed overlaying an in-filled former pier, was realigned north to the current median, while the westbound remained similar.

The intersection between University Avenue and Marina Boulevard received vehicular and pedestrian enhancements with the additional of a new roundabout. The road reconstruction included full-depth reclamation to create a cementstabilized pulverized base (CSPB) nearly 18” thick of the onsite clayey soils and pavement to be overlaid by an 8-inch thick hot-mix asphalt pavement. The project design includes LID features like bio-detention basins, new street lighting, new infrastructure including a sewer and water service for a future visitor kiosk, landscaping, irrigation, and striping. Marina Boulevard received an ARHM mill and overlay with shoulder drainage re-grading. Spinnaker Way was re-constructed with FDR and an HMA overlay and a comprehensive re-design of the existing storm drain system to improve water quality and reduce local flooding. This included a new pervious on-street parking system designed to retain the first 10-year design storm and a bioretention traffic circle with plantings.

Surface Seal Program
City of Capitola, CA
Project Manager. Project Manager. As the primary designer, Jim developed the road-widening and street re-alignment necessary to add a Class 2 Bicycle Route and retaining wall to an existing street constrained by existing hillside topography. He worked on green design elements, including the addition of bioswales to decrease the impervious roadway surface and capture stormwater runoff. Jim also provided construction support, including approval of material specification submittals by the contractor, answering requests for information, and preparing technical memoranda.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 10
Vivek Jha, MS, PE – Client Manager
Vivek Jha, MS, PE, is a highly strategic, organized, and customer-focused Professional Engineer and brings over 12 years of extensive experience in delivering pavement projects on budget and schedule that improve customer retention and satisfaction. He is adept at managing entire project life cycle including developing and maintaining project schedule, controlling project cost, tracking and documenting variance, developing technical and business reports, QA/QC of other reports and data. Vivek has experience with AASHTO 1993, NJDOT Companion Manual, Pavement ME/MEPDG, PCI, Coring, DCP, GPR, FWD, as well as various pavement management software such as StreetSaver® and MicroPAVER™.

He has demonstrated ability to manage internal and external stakeholders by organizing and leading meetings. He is also proficient at communicating business needs and requirements to cross-functional departments and ranks including C-level executives.

Representative Projects
Pavement Management Program
City of Aliso Viejo, CA
Project Manager. NCE is assisting the City in updating its MicroPAVER™ PMP. The previous citywide update was prepared in 2018 in compliance with OCTA’s M2 requirements. The City has approximately 75 centerline miles of public streets. The City is requesting these services to inspect and prepare street condition ratings. NCE will input the data collected during the field survey into the MicroPAVER™ database provided by the City and generate the required reports for the Pavement Management Program.

Pavement Management Program Update
City of Hermosa Beach, CA
Project Engineer. The City has approximately 49 centerline miles of streets with 554 pavement segments. Vivek assisted in updating maintenance and rehabilitation decision trees and the treatment unit costs, and the development of budget scenarios and summary reports.

Pavement Management Program Update
City of Diamond Bar, CA
Project Engineer. The City has approximately 145 centerline miles with 1,014 pavement segments. NCE has been assisting the City with updating the PMP since 2018 including transitioning from PAVER to StreetSaver®. Vivek is currently assisting the City with the latest round (2022) of their PMP update. As part of this project Vivek is responsible for the analysis and quality control of pavement distress data, updating maintenance and rehabilitation decision trees and the treatment unit costs, and the development of budget scenarios and summary reports.

Pavement Management Program Update
City of Mission Viejo, CA
Project Engineer. NCE implemented the City’s StreetSaver® PMP in 1998 and has performed updates every two years since then. The City has approximately 178 centerline miles of local and collector streets and 52 miles of arterial highways.

Vivek is currently assisting the City with the latest round (2022) of their PMP update. As part of this project Vivek is responsible for the analysis and quality control of pavement distress data, updating maintenance and rehabilitation decision trees and the treatment unit costs, and the development of budget scenarios and summary reports.

Education
MS, Civil Engineering,
Rowan University,
Glassboro, NJ, 2009
BS, Civil Engineering, Sardar
Patel College of Engineering,
Mumbai, India, 2007
Registrations/Certifications
Professional Engineer, Civil
MD, NJ
HMA Plant Technologist,
Superpave Levels 1 & 2
HMA Construction
Technologist
Affiliations
Advisory Board Member,
CREATEs
Joined NCE
2022
Years of Experience
12 years

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 11
New Jersey DOT On-Call Pavement Engineering
Multiple Routes, New Jersey
Project Manager. The on-call contract involved various task orders as part of NJDOT Pavement Term agreement. Vivek was the team leader for the $3 million, three-year contract, and managed all phases of the project including developing the scope of work, fieldwork planning and execution, analysis of data (core, GPR, DCP, FWD, and manual, semi, fully automated distress data), pavement design, life cycle cost analysis (LCCA), final report preparation, and presenting results to the client.

Rubblization and Full-depth Reclamation (FDR) of Route 70 Burlington County, New Jersey
Pavement Lead. Vivek evaluated the existing pavement using visual survey, coring, GPR, and FWD testing. Vivek developed multiple pavement rehabilitation alternatives and carried out a LCCA. Based on the project constraints, rubblization of the concrete pavement in the lane and full-depth reclamation (FDR) in the outside shoulder were determined to be the most feasible and sustainable solution. This green solution ensured the majority of the existing material was reused thus the overall carbon footprint of the project.

Porous Pavement on Route 130
North Brunswick, New Jersey
Pavement Lead. Vivek led the design of porous pavement in the outside shoulder of Route 130 as part of the bridge replacement project. The porous pavement was designed to ensure that the project do not exceed the impervious area thresholds which would have triggered environmental concern. As part of the project Vivek and his team also developed a maintenance plan for the porous pavement.

Pavement Evaluation and Design and Life Cycle Cost Analysis (LCCA) Multiple Routes, New Jersey
Project Manager. Evaluated existing pavement using visual distress survey including cataloging of repairs in concrete pavement, coring, dynamic cone penetrometer (DCP) testing, falling weight deflectometer (FWD) testing, ground penetrating radar (GPR) testing, laboratory testing. Developed pavement rehabilitation recommendations using AASHTO 1993 Manual, and MEPDG/Pavement ME. Used FHWA RealCost software to carry out LCCA to determine the most feasible alternative. To aid in construction, the location and size of repairs in the concrete pavement were also presented on plan and in a GIS compatible format.

Roadway Pavement Management Systems
Various Locations, NJ
Pavement Lead. Vivek developed PMS to identify most feasible alternatives for different budget scenarios; Prioritized different roadway sections based on distress data and client input; Developed GIS output showcasing final results; Prepared final report; Presented findings to the client.

Pavement Evaluation and Design
Advanced Infrastructure Design, Various Locations, NJ
Pavement Lead. Evaluated existing pavement using visual distress survey including cataloging of repairs in concrete pavement, coring, dynamic cone penetrometer (DCP) testing, falling weight deflectometer (FWD) testing, ground penetrating radar (GPR) testing, laboratory testing. Developed pavement rehabilitation recommendation using AASHTO 1993 Manual, NJDOT Companion Manual, and MEPDG/Pavement ME.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 12
Franz Haidinger, PE – Civil QA/QC Manager
Franz Haidinger, PE, is a licensed California Civil Engineer and serves as Principal/Chief Engineer responsible for overseeing, managing, and developing designs and PS&Es for roadway improvement projects and implements sustainable technologies. Franz specializes in pavement and roadway design, pavement rehabilitation projects, sustainable pavement technologies, and low-impact development features. Franz enjoys the opportunity to improve and care for the built environment, whether it’s implementing sustainable pavement technologies, creating storm water pollution prevention plans, assessing drinking water sources, or remediating contaminated soil.

Representative Projects
2018 Pavement Design, FY 2020 & FY 2021 Street Rehabilitation Programs City of San Marino, CA
QA/QC Manager. NCE provided pavement evaluation and design services for various roadways. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. Coring, sampling, and laboratory testing were performed, and a pavement design and soil investigation memorandum were prepared.

The memorandum included potential treatments with a focus on sustainable treatments and cost-saving measures including ARHM and CIR. The street rehabilitation programs included a cost-savings focused design to implement the plans, specifications, and cost estimates (PS&E) for the City’s annual roadway maintenance and PMS implementation.

NCE provided detailed field markings and inventory for localized base repairs and concrete curb and gutter repairs to provide improved bidding and construction cost outcomes.

Valley View Avenue Pavement Rehabilitation from Imperial Highway to Rosecrans Avenue, CIP No. 2018-06
City of La Mirada, CA
QA/QC Manager. NCE provided pavement rehabilitation services for Valley View Avenue from Imperial Highway to Rosecrans Avenue. This is a highly traveled commercial corridor nearly a mile long with heavily deteriorated pavement that requires significant rehabilitation or reconstruction. NCE determined appropriate treatments, addressing ADA compliance, and providing PS&E along with design support during construction. The City is in the middle of a multi-million-dollar infrastructure improvement program made possible through City general funds, state and federal grants, and· passage of Measure I by City residents, which provided additional sales tax revenue of approximately $4 million per year for five years. NCE is currently available to the City to provide design services during construction.

Professional Design and Construction Management Services for Street Enhancement Project, CIP No. 2019-06 City of Huntington Park, CA
QA/QC Manager. NCE provided engineering design services for the preparation of plans, specifications and cost estimates for street enhancements using SB1 funding for various streets throughout the city. This included pavement rehabilitation and reconstruction design (AC and PCC pavements), roadway improvement plans, curb ramp detail design, and striping plans to modernize non-MUTCD-compliant striping. Key elements included the development of engineering plans, assisting the City transition and update their Greenbook Specifications from older 2015 standards to the latest 2018 standards, developing a current utility contact list, and incorporating cost-effective pavement recycling alternatives.

Education
DI (Diplom-Ingenieur), Civil
Engineering, University of
Natural Resources and Life
Sciences, Vienna, Austria
(Equivalent of a MS, Civil
Engineering), 1997
Registrations/Certifications
Professional Engineer – Civil
CA #64725
Professional Engineer – Civil
NV #19430
Troxler Nuclear Testing
Equipment Certification
#079039
Affiliations
American Society of Civil
Engineers (ASCE)
American Public Works
Association (APWA)
Joined NCE
2004
Years of Experience
25 years

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 13
2018-2023 Annual Overlay/Rehabilitation Pavement Design and PS&E City of San Leandro, CA
QA/QC Manager. The City selected NCE to prepare construction documents and pavement rehabilitation and reconstruction design for 23 arterial, collector, and residential streets (5 miles). NCE’s scope of work included pavement investigation and design and preparation of civil design PS&Es for construction. Pavement design solutions included conventional and RHMA overlays, full-depth asphalt reconstruction, full-depth reclamation (FDR) in lieu of more expensive conventional reconstruction, and a pilot project for cold central plant recycling on an arterial street based on recommendations provided by NCE. Visible drainage issues were addressed, such as localized ponding in the gutter pan, the design of over 100 ADA ramps, curb and gutter repairs, and improvements to striping and pavement markings with the addition of class II and class IV bike lanes. NCE submitted and managed three encroachment permit applications with Caltrans as the project encroached on three state routes. NCE’s engineer’s estimate matched that of the winning contractor bid, indicating that NCE was able to anticipate the value of the scope of work and contractor climate.

Mariposa Downtown Revitalization
County of Mariposa, CA
Project Manager. The County of Mariposa received a $6.54 million Disaster Resiliency Grant from the Economic Development Administration to improve, in partnership with the MPUD, several streets, parking lots, and water and sewer infrastructure in downtown Mariposa. Key elements include sanitary sewer repair/replacement, storm drain/utility repairs, pavement reconstruction and rehabilitation that include sidewalk, gutters, offsite street parking lot rehabilitation and ADA upgrades, placemaking and landscaping, and historic street lighting throughout the project area. 2017-2022 Street Surface Seal and Rehabilitation
City of South San Francisco, CA
Principal Engineer and QA/QC Manager. NCE has successfully prepared pavement resurfacing, rehabilitation, and reconstruction projects for the City since 2017, that comprised of 47.7 centerline miles of streets for resurfacing and 16.0 centerline miles of streets for rehabilitation. Every two years, the City surveys the streets and enters the data into the StreetSaver® database. This database assists staff in determining the pavement condition index (PCI) for each street segment and the street network overall. NCE assists City to update historical maintenance and rehabilitation records and conduct field review to identify candidate streets for City’s annual surface seal and rehabilitation programs. Based on City’s paving budgets and maintenance strategy, NCE has also utilized StreetSaver® database and field reviews to develop multi-year work plan for the City in 2018, 2020, and 2022. 2022 West of 101 Pavement Rehabilitation
City of South San Francisco, CA
QA/QC Manager. NCE is providing engineering and design services to facilitate a rehabilitation project of eligible streets west of Highway 101. The 2022 West of 101 Pavement Rehabilitation Project’s goal is to perform deferred maintenance on the sections on west of Highway 101 with poor or failed pavement condition, outside of the annual surface seal program. The City is responsible for the maintenance and repair of approximately 140 centerline miles, comprised of 33 arterial miles, 39 collector miles, and 68 residential miles. The City utilizes a program of slurry seals, overlays and surface reconstruction as maintenance and rehabilitation strategies. This project includes approximately 19 centerline miles streets (15% of entire City network) for rehabilitation and reconstruction with approximately $25 million total project costs. Overall network PCI will improve to high-80s upon completion of construction in 2022. On average approximately $2.0 million per year will be required to maintain PCI at 80s over the next 10 years within City’s annul resurface program by zones, which represents a cost savings of $4.6 million per year from what the City is currently spending to maintain the network. NCE is responsible for project management, pavement rehabilitation design, PS&E, and bidding and construction support services.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 14
James Signore, PhD, PE – Pavement QA/QC Manager
James Signore, PhD, PE, is a Principal Pavement Engineer with extensive experience in pavement design and evaluation, rehabilitation and maintenance, materials assessment, training, and technical report review for pavement engineering projects. He is wellexperienced in designing pavements for many local agencies, Caltrans, and for heavy vehicle loading applications for highways, airfields and ports. James has spent years researching pavement materials, having directed a state-of-the-art AMRL certified and Superpave mix design equipped research laboratory, and is well versed in state and local pavement practices and specifications. He brings practical research experience and technical knowledge to develop an understanding of client needs creating design and rehabilitation strategies that offer the client agency leading-edge methods and materials for their pavements. In addition, James has taught National Highway Institute’s and American Society of Civil Engineer’s “Techniques for Pavement Rehabilitation” seminars to practicing engineers and graduate courses in pavement engineering at UC-San Jose.

Representative Projects
2018 Pavement Design, FY 2020 & FY 2021 Street Rehabilitation Programs City of San Marino, CA
Flexible Pavement Design. NCE provided pavement evaluation and design services for various roadways. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. Coring, sampling, and laboratory testing were performed, and a pavement design and soil investigation memorandum were prepared.

The memorandum included potential treatments with a focus on sustainable treatments and cost-saving measures including ARHM and CIR. The street rehabilitation programs included a cost-savings focused design to implement the plans, specifications, and cost estimates (PS&E) for the City’s annual roadway maintenance and PMS implementation.

NCE provided detailed field markings and inventory for localized base repairs and concrete curb and gutter repairs to provide improved bidding and construction cost outcomes.

Valley View Avenue Pavement Rehabilitation from Imperial Highway to Rosecrans Avenue, CIP No. 2018-06
City of La Mirada, CA
Flexible Pavement Design. NCE provided pavement rehabilitation services for Valley View Avenue from Imperial Highway to Rosecrans Avenue. This is a highly traveled commercial corridor nearly a mile long with heavily deteriorated pavement that requires significant rehabilitation or reconstruction.

NCE determined appropriate treatments, addressing ADA compliance, and providing PS&E along with design support during construction. The City is in the middle of a multi-million-dollar infrastructure improvement program made possible through City general funds, state and federal grants, and· passage of Measure I by City residents, which provided additional sales tax revenue of approximately $4 million per year for five years. NCE is currently available to the City to provide design services during construction.

Professional Design and Construction Management Services for Street Enhancement Project, CIP No. 2019-06 City of Huntington Park, CA
Flexible Pavement Design. NCE provided engineering design services for the preparation of plans, specifications and cost estimates for street enhancements using SB1 funding for various streets throughout the city. This included pavement Education
PhD, Civil Engineering,
University of Illinois,
Urbana-Champaign, 1998
MS, Civil Engineering,
University of Illinois,
Urbana-Champaign, 1994
BS, Electrical Engineering,
Clarkson University, 1985
Registrations/Certifications
Professional Engineer – Civil,
CA #62647
Affiliations
TRB Committee AFD70,
Pavement Rehabilitation
TRB Committee AFD70-1,
Pavement Interlayer
Systems
FAA Pavement Technical
Working Group
American Society of Civil
Engineers (ASCE)
Joined NCE
2014
Years of Experience
25 years

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 15
rehabilitation and reconstruction design (AC and PCC pavements), roadway improvement plans, curb ramp detail design, and striping plans to modernize non-MUTCD-compliant striping. Key elements included the development of engineering plans, assisting the City transition and update their Greenbook Specifications from older 2015 standards to the latest 2018 standards, developing a current utility contact list, and incorporating cost-effective pavement recycling alternatives. 2018-2023 Annual Overlay/Rehabilitation Pavement Design and PS&E City of San Leandro, CA
Flexible Pavement Design. The City selected NCE to prepare construction documents and pavement rehabilitation and reconstruction design for 23 arterial, collector, and residential streets (5 miles). NCE’s scope of work included pavement investigation and design and preparation of civil design PS&Es for construction. Pavement design solutions included conventional and RHMA overlays, full-depth asphalt reconstruction, full-depth reclamation (FDR) in lieu of more expensive conventional reconstruction, and a pilot project for cold central plant recycling on an arterial street based on recommendations provided by NCE. Visible drainage issues were addressed, such as localized ponding in the gutter pan, the design of over 100 ADA ramps, curb and gutter repairs, and improvements to striping and pavement markings with the addition of class II and class IV bike lanes. NCE submitted and managed three encroachment permit applications with Caltrans as the project encroached on three state routes. NCE’s engineer’s estimate matched that of the winning contractor bid, indicating that NCE was able to anticipate the value of the scope of work and contractor climate. 2017-2022 Street Surface Seal and Rehabilitation
City of South San Francisco, CA
Lead Pavement Engineer. NCE has successfully prepared pavement resurfacing, rehabilitation, and reconstruction projects for the City since 2017, that comprised of 47.7 centerline miles of streets for resurfacing and 16.0 centerline miles of streets for rehabilitation. Every two years, the City surveys the streets and enters the data into the StreetSaver® database. This database assists staff in determining the pavement condition index (PCI) for each street segment and the street network overall. NCE assists City to update historical maintenance and rehabilitation records and conduct field review to identify candidate streets for City’s annual surface seal and rehabilitation programs. 2022 West of 101 Pavement Rehabilitation
City of South San Francisco, CA
Pavement Design Lead. NCE is providing engineering and design services to facilitate a rehabilitation project of the eligible streets west of Highway 101. The 2022 West of 101 Pavement Rehabilitation Project’s goal is to perform deferred maintenance on the sections west of Highway 101 with poor or failed pavement condition, outside of the annual surface seal program. The City is responsible for the maintenance and repair of approximately 140 centerline miles, comprised of 33 arterial miles, 39 collector miles, and 68 residential miles. The City utilizes a program of slurry seals, overlays and surface reconstruction as maintenance and rehabilitation strategies. This project includes approximately 19 centerline miles streets (15% of entire City network) for rehabilitation and reconstruction with approximately $25 million total project costs. Overall network PCI will improve to high-80s upon completion of construction in 2022. On average approximately $2.0 million per year will be required to maintain PCI at 80s over the next 10 years within City’s annul resurface program by zones, which represents a cost savings of $4.6 million per year from what the City is currently spending to maintain the network. NCE is responsible for project management, pavement rehabilitation design, PS&E, and bidding and construction support services.

On-Call Pavement Engineering,
Caltrans, Statewide-CA
Contract Manager and Task Order Manager. Manages this multi-year on-call contract to provide technical solutions and assist with implementing new strategies and policies that will improve the State’s highway network. Key elements include sustainability, forensics, design tools, performance modeling, data analysis, and asphalt/concrete materials.

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 16
NCE Support Team Members
Pedro Sanchez, PE – Civil Design Lead
Pedro Sanchez, PE, is a licensed California Civil Engineer with 18 years of experience providing civil engineering design and construction of transportation projects. His experience involves the design of vertical and horizontal control plans, grading and drainage, street design, sidewalk, ADA-compliant curb ramp and driveway design, parking facilities, storm drain and utility system, yard piping and hydraulics and hydrology analysis.

Pedro is also well-experienced in preparing construction plans, contract specifications and cost estimates ensuring conformity with state, federal and local requirements. He is highly proficient in various computer-aided design and drafting software and equipment. Pedro served as the Civil Engineer for the City of Los Angeles $1.4B Safe Sidewalk Repair Program that aimed to make sidewalks accessible to everyone and meet ADA requirements.

Representative Projects
2018 Pavement Design, FY 2020 & FY 2021 Street Rehabilitation Programs City of San Marino, CA
Design Engineer. NCE provided pavement evaluation and design services for various roadways. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. Coring, sampling, and laboratory testing were performed, and a pavement design and soil investigation memorandum were prepared.

The memorandum included potential treatments with a focus on sustainable treatments and cost-saving measures including ARHM and CIR. The street rehabilitation programs included a cost-savings focused design to implement the plans, specifications, and cost estimates (PS&E) for the City’s annual roadway maintenance and PMS implementation.

NCE provided detailed field markings and inventory for localized base repairs and concrete curb and gutter repairs to provide improved bidding and construction cost outcomes.

Valley View Avenue Pavement Rehabilitation from Imperial Highway to Rosecrans Avenue, CIP No. 2018-06
City of La Mirada, CA
Design Engineer. NCE provided pavement rehabilitation services for Valley View Avenue from Imperial Highway to Rosecrans Avenue. This is a highly traveled commercial corridor nearly a mile long with heavily deteriorated pavement that requires significant rehabilitation or reconstruction. NCE determined appropriate treatments, addressing ADA compliance, and providing PS&E along with design support during construction. The City is in the middle of a multimillion-dollar infrastructure improvement program made possible through City general funds, state and federal grants, and· passage of Measure I by City residents, which provided additional sales tax revenue of approximately $4 million per year for five years. NCE is currently available to the City to provide design services during construction.

Pavement Management System Implementation and Updates
City of San Marino, CA
Design Engineer. NCE first finished an implementation of the City’s PMS in 2002 and subsequently updated it in 2004, 2005 through 2018. As part of the scope of work, NCE inventoried over 59.75 miles of city streets, performed condition surveys, calculated a Pavement Condition Index (PCI), entered maintenance and rehabilitation (M&R) history records, reviewed maintenance and rehabilitation (M&R) strategies and costs, determined the funding needs of the street Education
BS, Civil Engineering,
Instituto Tecnológico y de
Estudios Superiores de
Monterrey, Monterrey
Nuevo León, México, 2001
Asphalt Engineering,
Universitat Politecnica de
Catalunya, Barcelona, Spain,
2000
Fluid Mechanics, California
State University, Long
Beach, 1999
Registrations/Certifications
Professional Engineer – Civil,
CA #84649
Affiliations
American Society of Civil
Engineers (ASCE)
American Public Works
Association (APWA)
Joined NCE
2018
Years of Experience
18 years

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 17
network, prepared multiple funding scenarios, and presented the results to City Council. The City has a substantial investment in its street network, which is estimated to have a replacement cost of more than $82 million. Overall, the streets are in “Fair” condition with an average PCI of 65. This is a crucial period in the pavement life-cycle where it will soon begin to deteriorate more rapidly if left untreated. NCE has been selected to continue providing services to the City, with a budget approximately $3.5 million annually for street preservation and rehabilitation projects over the next ten years in order to improve the citywide average PCI to 75 and decrease the unfunded backlog down to a more manageable level.

Professional Design and Construction Management Services for Street Enhancement Project, CIP No. 2019-06 City of Huntington Park, CA
Design Engineer. NCE provided engineering design services for the preparation of plans, specifications and cost estimates for street enhancements using SB1 funding for various streets throughout the city. This included pavement rehabilitation and reconstruction design (AC and PCC pavements), roadway improvement plans, curb ramp detail design, and striping plans to modernize non-MUTCD-compliant striping. Key elements of this project included the development of engineering plans, assisting the City transition and update their Greenbook Specifications from older 2015 standards to the latest 2018 standards, developing a current utility contact list, and incorporating cost-effective pavement recycling alternatives.
2018-2023 Annual Overlay/Rehabilitation Pavement Design and PS&E City of San Leandro, CA
Design Engineer. NCE was contracted by the City of San Leandro to prepare construction documents and pavement rehabilitation and reconstruction design for 23 arterial, collector, and residential streets (5 miles). NCE’s scope of work included pavement investigation and design and preparation of civil design PS&Es for construction. Pavement design solutions included conventional and RHMA overlays, full-depth asphalt reconstruction, full-depth reclamation (FDR) in lieu of more expensive conventional reconstruction, and a pilot project for cold central plant recycling on an arterial street based on recommendations provided by NCE. Visible drainage issues were addressed, such as localized ponding in the gutter pan, the design of over 100 ADA ramps, curb and gutter repairs, and improvements to striping and pavement markings with the addition of class II and class IV bike lanes. NCE submitted and managed three encroachment permit applications with Caltrans as the project encroached on three state routes. NCE’s engineer’s estimate matched that of the winning contractor bid, indicating that NCE was able to anticipate the value of the scope of work and contractor climate.

University/Marina/Spinnaker Street Improvement Project
City of Berkeley, CA
Civil Design Engineer. NCE was retained by the City to provide engineering and design services for the realignment and reconstruction of University Avenue between the frontage road at I-80 and Marina Boulevard at the Berkeley Marina.

The eastbound lanes, featuring numerous undulation due to a settled roadbed, will be moved north to the current median, while the westbound lanes will stay in their current location. The intersection between University Avenue and Marina Boulevard will be modified to a roundabout. The road reconstruction includes full-depth reclamation of the onsite soils and pavement to be overlaid by an 8-inch thick hot-mix asphalt pavement. The project design includes LID features like bio-detention basins, new street lighting, new infrastructure including a sewer and water service for a future kiosk, landscaping, irrigation, and striping.

Sidewalk Design
City of Los Angeles, CA
Civil Engineer. Pedro worked on the design and construction phase engineering services for the City of Los Angeles, 30- year, $1.4 billion program to make sidewalks accessible to everyone (ADA Compliance).

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Abu Sufian Mohammad Asib, PhD, EIT – Pavement Engineer
Abu Asib, PhD, EIT, has OVER 5 years of experience in design, characterization, and testing of asphalt materials; collaborative research with Utah Department of Transportation (UDOT), US Department of Transportation (USDOT), and Mountain-Plains Consortium (MPC). His experience includes management of the Asphalt Research Laboratory at the University of Utah, as well as long-term pavement performance (LTPP) research with field inspections and online tools (RoadView Explorer HD, UDOT), and chemical characterization (microscopy and spectroscopy) of asphalt materials. In addition, Abu has project experience in geometric design of highways using MicroStation and OpenRoads Designer, traffic demand modeling and trip distribution planning using “R” and “TransCAD”. He is also the author, coauthor, and reviewer of multiple articles in peer-reviewed journals.

Representative Projects
FY 2020 & FY 2021 Street Rehabilitation Programs
City of San Marino, CA
Pavement Engineer. NCE provided pavement evaluation and design services for various roadways. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. Coring, sampling, and laboratory testing were performed, and a pavement design and soil investigation memorandum were prepared.

The memorandum included potential treatments with a focus on sustainable treatments and cost-saving measures including ARHM and CIR. The street rehabilitation programs included a cost-savings focused design to implement the plans, specifications, and cost estimates (PS&E) for the City’s annual roadway maintenance and PMS implementation.

NCE provided detailed field markings and inventory for localized base repairs and concrete curb and gutter repairs to provide improved bidding and construction cost outcomes. 2021 Various Streets Pavement Design Services
City of Walnut Creek, CA
Pavement Engineer. NCE is providing pavement analysis and design services for various streets in the City. Scope of work includes performing non-destructive pavement deflection testing using Falling Weight Deflectometer (FWD) to evaluate the structural capacities of the existing pavement sections, collecting pavement section core samples, performing a detailed pavement condition survey of each street section and pavement analysis services, and compiling results and recommendations in a technical memorandum for each street section.

Pavement Condition Assessment and Management Services
East Bay Municipal Utility District, San Francisco, CA
Project Engineer. NCE is providing a condition assessment of the District’s AC paved facilities and pavement management services to prioritize pavement projects. The District owns and maintains over 300 paved facilities, including administrative buildings, maintenance yards, pumping plants, reservoirs, water treatment plants, recreational areas, and rights-of-way. A District-wide pavement inventory and assessment is required to understand the condition of the District’s paved facilities to create a pavement management plan.

Education
PhD, Transportation
Engineering, Department of
Civil and Environmental
Engineering, University of
Utah, Salt Lake City, 2021
MS, Transportation
Engineering, Department of
Civil and Environmental
Engineering, University of
Utah, Salt Lake City, 2021
BS, Environmental
Engineering/Transportation
Engineering, Department of
Civil Engineering Bangladesh
University of Engineering &
Technology, Dhaka,
Bangladesh
Registrations/Certifications
Engineer-in-Training (EIT),
UT #21-027-01
Joined NCE
2021
Years of Experience
5 years

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 19
Similar Project Experience
NCE has had the privilege to work with many cities and counties throughout California, including San Marino. With our experience designing thousands of streets and roads throughout California, including our previous and existing work for the City, NCE will provide the City with the confidence that the treatment selections, design documents, and construction support provided will be delivered on-time and be technically innovative, as well as highly cost-effective. The following pages provide project examples similar in scope and size as described in the RFP that NCE and NCE personnel has successfully delivered to our clients within the last five years. Client information is also provided in each project example.

Street Rehabilitation Program and Pavement Management Program Update Services, San Marino, CA Client: City of San Marino
Address: 2200 Huntington Drive
San Marino, CA 91108
Contact: Michael Throne, PE
Director of Public Works (formerly
with the City of San Marino, now
with the City of La Mesa)
Phone: (619) 667-1388
Email: [email protected]
Timeline: 2002 – Present (PMS);
2018 – 2021 (Rehabilitation)
2021 Street Rehabilitation Program Scope of Work: NCE prepared the civil and pavement design for the city’s annual road rehabilitation program totaling nearly $3.5 million and 31 street sections and is currently provided design services during construction. A comprehensive pavement design was conducted including pavement conditions surveys, base repair markings, pavement coring, and subgrade laboratory testing. The pavement design memorandum included potential treatments with a focus on sustainable treatments and cost saving measures, and special consideration to deal with streets underlain with Macadam road base. Concrete curb and gutter assessments were conducted to address drainage deficiencies along the project streets. Construction plans were prepared with a vicinity map, typical pavement cross sections, detailed repair quantity tables, and cost estimation. NCE provided newer 2021 Greenbook technical specifications, updating 2018-based Greenbook technical specifications NCE provided in our previous project.
2020 Street Rehabilitation Program Scope of Work: NCE provided pavement evaluation and design services for 35 roadway sections across the City. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. The pavement design memorandum included potential treatments focusing on sustainable treatments and cost-saving measures. Concrete curb and gutter assessments were conducted to address drainage deficiencies along the project streets. Construction plans were prepared with a vicinity map, typical pavement cross sections, detailed repair quantity tables, and cost estimation. NCE provided newer 2018 Greenbook technical specifications, updating the City’s aging 2015-based Greenbook technical specifications.
2018 Street Rehabilitation Program Scope of Work: NCE provided pavement evaluation and design services for various sections of five roadways with PCI of under 20 for the City in 2018. A pavement condition survey was conducted with distresses identified along with areas for potential base repairs. Coring, sampling, and laboratory testing were performed, and a pavement design and soil investigation memorandum were prepared. The memorandum included potential treatments with a focus on sustainable treatments and cost-saving measures. Technical specifications and a cost estimate were also provided.

Program Management System Update and Budget Analysis Scope of Work: NCE was selected by the City to perform a pavement management system update in 2015-2016. As part of the update, NCE provided a pavement management software assessment, StreetSaver® was setup with past city data, field verified the pavement inventory, performed distress/condition surveys on the entire

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 20
pavement network (59.75 miles), calculated PCI for each street section as well as citywide, performed budgetary analyses including four funding scenarios, developed a multi-year maintenance and repair work plan, prepared final report, and presented results to City Council.

NCE updated the City’s PMS to determine funding needs for the maintenance and rehabilitation of their street network. The City wanted to determine the effects of applying $4 million per year to their M&R program. NCE revised the M&R Decision Tree and a 5-year, and 10-year cycle was analyzed.

NCE Personnel: Jim Bui (Project Manager), Franz Haidinger (QA/QC Manager), James Signore (Flexible Pavement Design), Pedro Sanchez (Project Engineer), Abu Asib (Pavement Engineer)
University Avenue/Marina Boulevard/ Spinnaker Way Rehabilitation Project, Berkeley, CA Client: City of Berkeley
1947 Center Street, 5th Floor
Berkeley, CA 94704
Contact: Jesus Espinosa
Associate Civil Engineer
Phone: (510) 981-6708
Email:

[email protected]
Timeline: 2018 – Present
NCE lead the integrated civil design and environmental review and permitting for this high visibility local road widening and reconstruction project spanning 3/4- miles and 3 street segments serving the primary corridor from Highway 80 to the Berkeley Marina, including a harbor, boat launch, hotels, local and services, and park amenities. The project includes the realignment of University Avenue to move off the old pier structure, with a roundabout connection at Marina Boulevard, resurfacing of Marina Boulevard with shoulder parking improvements, resurfacing of Spinnaker Way with pervious parking and pedestrian enhancements. This included traffic engineering including traffic modelling, photometric lighting analysis, installation of traffic signals (RRFB’s) and lighting. It also included green infrastructure via the installation of new bioretention facilities and pervious parking shoulders, a comprehensive planting plan, and irrigation plans. Utility work included the realignment and installation of new storm drain manholes, mains, laterals, and drain inlets, new water service, new sewer service, and electrical conduit. The alignment is within a sensitive habitat corridor, and within San Francisco Bay Conservation and Development Commission (BCDC) jurisdiction, so there was careful consideration of biological resources, sea level rise and resiliency, cultural resources, green infrastructure, and public access during the design and preparation of necessary permits.

Innovative pavement recycling techniques proposed by NCE in conjunction with the roadway realignment was to use the existing pavement in the lanes to be relocated for use with Full Depth Reclamation (FDR) to blend existing pavement materials for the new roadway base. This innovative approach in coordinating the geometric design and pavement design together saved the City potentially hundreds of thousands of dollars by minimizing almost all the off-hauled pavement materials and re-using materials on site for a stronger, more stable cement-treated base. Despite a projected City budget shortfall due to Covid-19 that put one of the three segments at risk for elimination during bidding, all three project segments received favorable bid results due to the innovative pavement recommendations and is currently under construction in its entirety.

NCE Personnel: Franz Haidinger (Principal and Project Manager), Jim Bui (Project Engineer), Pedro Sanchez (Civil Design Support)

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Valley View Avenue Pavement Rehabilitation Project CIP #2018-06, La Mirada, CA Client: City of La Mirada
Address: 15515 Phoebe Avenue
La Mirada, CA 90638
Contact: Mark Stowell, PE
Public Works Director
Phone: (562) 902-2385
Email:
[email protected]
Timeline: 2019 – Present
The City of La Mirada is in the middle of an ambitious, multi-million-dollar Infrastructure Improvement Program. The program includes numerous reconstruction, repair, and replacement projects throughout the City. This significant investment in the City’s infrastructure is made possible through City general funds, state and federal grants, and· the passage of Measure I by the residents of La Mirada. Measure I has provided additional sales tax revenue of approximately $4,000,000 per year for the rehabilitation and improvement of the City’s infrastructure for the past four years and will continue for one more year. Improvements include reconstruction of damaged sidewalk, curb and gutter, the upgrade or addition of ADA ramps, pavement rehabilitation, storm drain reconstruction or rehabilitation and traffic signal upgrades or replacement at various locations. The City also has plans to continue upgrading the traffic signal system infrastructure. NCE is currently completing a project for pavement rehabilitation services for Valley View Avenue from Imperial Highway to Rosecrans Avenue. Valley View Avenue is a highly traveled commercial corridor nearly a mile long with heavily deteriorated pavement that will require significant rehabilitation or reconstruction. NCE has submitted the PS&E design and is awaiting bidding and construction to provide design services during construction.

NCE Personnel: Jim Bui (Project Manager), Franz Haidinger (QA/QC Manager), James Signore (Flexible Pavement Design), Pedro Sanchez (Project Engineer) Street Enhancement CIP No. 2019-06, Huntington Park, CA Client: City of Huntington Park
Address: 6550 Miles Avenue
Huntington Park, CA 90255
Contact: Cesar Roldan
Public Works Director
Phone: (323) 584-6348
Email: [email protected]
Timeline: 2020 – 2021
The City of Huntington Park enhanced four streets through their pavement rehabilitation program and NCE provided the PS&E. NCE Initially conducted a preliminary street reconnaissance of the project’s four, two-lane streets to gain further knowledge of the current pavement conditions and to develop a more refined scope of work and likely pavement treatments. The four streets exhibited heavily deteriorated pavement and required significant rehabilitation, either with a deep mill and fill or surface reconstruction. The PCIs of the streets included in this project generally are in the 10-30 range, which are traditionally considered “failed.” NCE’s scope of design services focused on the pavement rehabilitation alternatives. NCE performed a walking survey, measured cross slopes, and inventoried utility covers. An inventory of non-compliant ramps was prepared, and curb ramp improvement plans were prepared. Localized damages to the sidewalk and curb and gutter were noted and cataloged in a standalone construction memo for approval by the City and then repairs included on the design plans.

Pavement section core samples were collected on each street and thickness measured of each layer encountered in the pavement structural section. Bulk samples of subgrade were collected for laboratory testing. NCE’s plans include a field-developed base map with roadway and striping improvement plans, quantity tables, curb ramp details, and other necessary roadway improvement details. NCE also provided Construction Management and Inspection services through a subconsultant to handle day-to-day monitoring and inspection.

NCE Key Staff: Jim Bui (Project Manager), Franz Haidinger (QA/QC Manager), James Signore (Flexible Pavement Design), Pedro Sanchez (Project Engineer)

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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2017-2023 Annual Overlay/Rehabilitation, Pavement Design, and PS&E, San Leandro, CA Client: City of San Leandro
835 East 14th Street
San Leandro, CA 94577
Contact: Nick Thom, PE
Senior Engineer
Phone: (510) 577-3431
Email: [email protected]
Timeline: 2077 – Present
In 2017, NCE was contracted by the City of San Leandro to prepare construction documents and pavement rehabilitation and reconstruction design for 23 arterial, collector, and residential streets (5 miles). NCE’s scope of work included pavement investigation and design and preparation of civil design PS&Es for construction. Pavement design solutions included conventional and RHMA overlays, full-depth asphalt reconstruction, full-depth reclamation (FDR), and a pilot project for cold central plant recycling on an arterial street based on recommendations provided by NCE. Visible drainage issues were addressed, such as localized ponding in the gutter pan, the design of over 100 ADA ramps, curb and gutter repairs, and improvements to striping and pavement markings with the addition of class II and Class IV bike lanes. The design of traffic calming bulbouts were prepared for two streets where NCE analyzed vehicle turning capabilities and impacts to surface drainage. NCE submitted and managed three encroachment permit applications with Caltrans as the project encroached on three state routes. NCE’s Engineer’s Cost Estimate matched the winning contractor bid, indicating that NCE was able to anticipate the value of the scope of work.

NCE Key Staff: Jim Bui (Civil Design), Franz Haidinger (QA/QC Manager) and James Signore (Flexible Pavement Design).

References
References for NCE’s proposed key team members identified on the organization chart are provided below. In addition, these references are associated with projects for pavement engineering and pavement management services.

Jim Bui, PE – Project Manager
Jesús Espinoza, PE
Associate Civil Engineer
City of Berkeley
1947 Center Street, 5th Floor
Berkeley, CA 94704
Phone: (510) 981-6708
Email: [email protected]
Cesar Roldan
Director of Public Works
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Phone: (323) 584-6253
Email: [email protected]
Mark Stowell, PE
Public Works Director
City of La Mirada PWD
15515 Phoebe Avenue
La Mirada, CA 90638
Phone: (562) 902-2385
Email: [email protected]
Michael Throne, PE, Director of
Works (formerly w/ City of San Marino)
City of La Mesa
8130 Allison Avenue
La Mesa, CA 91942
Phone: (619) 667-1388
Email: [email protected]
Yader Bermudez, Retired
Annuitant Public Works Director
City of Richmond PWD
450 Civic Center Plaza, 2nd Floor
Richmond, CA 94804
Phone: (510) 774-6300
Email: [email protected]
“NCE provided design services for our 17-18 street rehabilitation project. They stand out for their evaluation of structural condition of existing pavement and rehabilitation options. They are also notable for their effective management of the project; their efforts reduced the time our project engineer had to spend on the project.” – Nick Thom, Senior Engineer, City of San Leandro

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Vivek Jha, MS, PE – Client Manager
Fabian Aoun, PE
Associate Engineer
City of Diamond Bar
21810 Copley Drive
Diamond Bar, California, CA 91765
Phone: (909) 839-7038
Email: [email protected]
Gilbert Marquez, PE
City Engineer
City of Carson
701 East Carson Street
Cars on, CA 90745
Tel: (310) 952-1700 ext. 1813
Email: [email protected]
Monica Paylor, PE
Vice President
Whitman, Requardt, & Associates
801 South Caroline Street
Baltimore, MD 2131
Phone: (443) 224-1571
Email: [email protected]
Sharad Rana
Project Engineer
NJ Department of Transportation
1035 Parkway Avenue
Trenton, NJ 08625
Phone: (609) 963-1648
Email: [email protected]
Marcos Peraza
Field Engineering/Road Maintenance
County of San Diego PWD
5510 Overland Avenue, Suite 410
San Diego, CA 92123
Phone: (858) 694-3894
Email: [email protected]
Franz Haidinger, PE – Civil QA/QC Manager
Nelson Lam, PE, QSD
Supervising Civil Engineer
City of Berkeley
1947 Center Street, 5th Floor
Berkeley, CA 94704
Phone: (510) 981-6395
Email: [email protected]
Alex Wong, PE
Associate Civil Engineer
City of Walnut Creek
1666 N Main Street
Walnut Creek, CA 94596
Phone: (925) 943-5899 ext. 2239
Email: [email protected]
Howard Young
Public Works Director
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Phone: (650) 851-1700 ext. 214
Email: [email protected]
Melissa Marshall, PE
Associate Civil Engineer
City of Davis PWD
1717 Fifth Street
Davis, California 95616
Phone: (530) 747-5846
Email: [email protected]
Matt Hespenheide, PE
County Engineer
Mariposa County PWD
4639 Ben Hur Road
Mariposa, California 95338
Phone: (209) 966-5356
Email: [email protected]
James Signore, PhD, PE – Pavement QA/QC Manager
Lisa Petersen, PE
Public Works Director
City of Pacifica PWD
155 Milagra Drive
Pacifica, CA 94044
Phone: (650) 738-3770
Email: [email protected]
Matt Starkey, PE
Transportation Engineer
Presidio Trust
103 Montgomery Street
San Francisco, CA 94129
Phone: (628) 256-5497
Email: [email protected]
Tawfic Halaby, PE
Supervising Civil Engineer
City of Alameda
950 West Mall Square, Room 110
Alameda, CA 94501
Phone: (510) 747-7937
Email: [email protected]
Melissa Marshall, PE,
Associate Civil Engineer
City of Davis PWD
1717 Fifth Street
Davis, California 95616
Phone: (530) 747-5846
Email: [email protected]
Sri Holikatti
Transportation Engineer
Caltrans, Office of Asphalt Pavement
2389 Gateway Oaks Drive, Suite 200
Sacramento CA-95833
Phone: (916) 274-6074
Email: [email protected]

City of San Marino
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Page | 24
Project Approach, Coordination and Schedule
Project Approach
NCE understands the City of San Marino is seeking professional civil engineering and pavement design services to prepare plans, specifications, and estimates (PS&E) for the City’s annual street rehabilitation programs for FY 2022/23 and optionally FY 2023/24 with a target construction of $3 million annually per the RFP. This project also includes additional pavement management services such as updating the City’s pavement management system (PMS) to include recent maintenance and rehabilitation (M&R) history from prior annual street rehabilitation programs, update the 2021 pavement management system (PMS), and inspect and incorporate the City’s network of publicly maintained alleyways and parking lots into the City’s PMS.

First, our team of pavement technicians and engineers will perform the pavement assessment of alleyways and parking lots combined with the pavement design for the approved roadway street rehabilitation list. This will give our civil design team the information to prepare the annual PS&E street rehabilitation package and support the City with design services during bidding and construction. NCE provided PS&E design services for the City’s recent FY 2020 and 2021 annual street rehabilitation programs, as well as the City’s most recent 2021 PMS update. Therefore, we are well positioned to work on this year’s PS&E program, update the M&R to include the information from our previous engineering plans, and inspect the City’s alleyways and parking lots to update the PMS.

Traditionally the paving costs of asphalt rubber hot-mix (ARHM) may be between 10% to 20% higher compared to similar thickness of hot-mix asphalt (HMA) paving. However, recent regional pricing volatility and inflationary constructions costs have seen the cost of HMA paving skyrocket almost 50% this year, and instead HMA paving for the FY 2021 program was nearly 20% more expensive compared to historical ARHM bidding costs. Below is a sample assignment of street segments based off the preliminary List of Streets from the RFP and 2021 PMP report. The tables include possible treatment revisions, pavement recycling candidates, equally distributed at $3.2 million per year using the PMP pricing. However, if pricing volatility continues into the construction period, a projected cost increase of up to $2.1 million may be possible.

NCE will work closely with the City to proactively estimate pricing trends and make adjustments to the treatments and street list to achieve favorable bidding outcomes that match the City’s desired annual budget.

FY 2022/2023 Street Rehabilitation
ID Street Name Begin End Length
(ft) PCI Recommended Treatment 2021 PMP Cost $ Estimated Cost $ 1 Del Mar
Avenue Lorain Road Longden Avenue 1,551 29 RECONSTRUCT SURFACE (AC) 852,303 1,169,109 2 Lombardy
Road
Winston
Avenue
Santa Anita
Avenue 403 11 RECONSTRUCT SURFACE (AC) 148,898 206,336
3 Lombardy
Road
Sierra Madre
Boulevard Winston Avenue 364 11 RECONSTRUCT SURFACE (AC) 140,390 186,368 4 Mesa Road Virginia Road Oak Grove
Avenue 620 27 RECONSTRUCT SURFACE (AC) 142,744 229,262
5 Monterey
Road
Kensington
Road Wembley Road 526 29 RECONSTRUCT SURFACE (AC) 284,574 336,640 6 Monterey
Road Wembley Road Cambridge Road 391 16 RECONSTRUCT SURFACE (AC) 217,311 250,240 7 Old Mill Road North City Limit Monterey Road 1,045 17 RECONSTRUCT SURFACE (AC) 301,593 535,040 8 Orlando Road Cameron Drive Avondale Road 1,023 20 RECONSTRUCT SURFACE (AC) 369,055 654,720 9 Orlando Road San Marino
Avenue Chester Avenue 633 14 RECONSTRUCT SURFACE (AC) 182,687 324,096 10 Roanoke Road Old Mill Road St Ablans Road 715 12 RECONSTRUCT SURFACE (AC) 132,885 437,262 11 Roanoke Road Granada
Avenue Chesea Road 903 12 RECONSTRUCT SURFACE (AC) 342,179 552,235 12 Urmston Place Cul-de-sac Wilson Avenue 250 27 RECONSTRUCT SURFACE (AC) 74,920 106,667 Total Length (ft) 8,424 Estimated Costs $ 3,189,539 4,987,975

City of San Marino
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FY 2023/2024 Street Rehabilitation – Optional
ID Street Name Begin End Length
(ft) PCI Recommended Treatment 2021 PMP Cost $ Estimated Cost $ 13 Ashbourne
Drive Cul-de-sac Los Robles Avenue 925 34 RECONSTRUCT SURFACE (AC) 286,990 420,978 14 Canterbury
Road
Santa Anita
Avenue Palomar Road 1,272 39 RECONSTRUCT SURFACE (AC) 385,171 578,901 15 Chaucer Road Chester Avenue Canterbury Road 444 51 THICK 3" AC OVERLAY W/ DIGOUTS 64,550 63,147
16 Monterey
Road Virginia Road Charlton Road 426 52 THICK 3" AC OVERLAY W/ DIGOUTS 70,575 85,200 17 Monterey
Road Charlton Road Kensington Road 427 48 THICK 3" AC OVERLAY W/ DIGOUTS 68,971 85,400 18 Oxford Road Orlando Road Euston Road 3,023 13 PAVEMENT RECYCLING 975,497 1,209,200 19 Raleigh Drive Sierra Madre
Boulevard Winston Avenue 605 35 THICK 3" AC OVERLAY W/ DIGOUTS 172,067 86,044 20 Sherwood
Road
Granada
Avenue Oak Knoll Avenue 548 47 THICK 3" AC OVERLAY W/ DIGOUTS 308,000 104,729 21 Sherwood
Road
Oak Knoll
Avenue Old Mill Road 585 23 PAVEMENT RECYCLING 346,081 279,500 22 Sherwood
Road Old Mill Road St Albons Road 1,238 15 PAVEMENT RECYCLING 494,338 591,489 Total Length (ft) 9,493 Estimated Costs $ 3,172,240 3,504,588 Based on NCE’s understanding of the RFP requirements we propose the following detailed scope of services to achieve the desired project goals and objectives:

Scope of Services
Task 1: Project Management & Meetings
NCE believes that communication and coordination with the City of San Marino will be key to the success of the 2022 Street Rehabilitation project. Concurrence between the City and NCE is critically important in ensuring that project deliverables fit the City’s requirements. NCE’s Project Manager’s prime responsibility is to communicate and facilitate conversation on the project’s purpose, plans, and progress.

They will facilitate regular technical team meetings with clear agendas and documented summaries allowing both NCE team members and the City to follow the discussion, track key decisions, and identify action items for follow up. In addition, they will facilitate frequent interactions with task leads to discuss progress, questions, and note challenges. To ensure effective communication with the City, they will communicate progress with informal briefings, either in person or via phone or email. Depending on the task, these can vary in frequency from once a week to monthly. Communication creates synergy and ensures high engagement leading to the most creative and cost-effective solutions.

Kick-Off Meeting
NCE’s Project Manager will attend a Kick-Off Meeting with the City to initiate work on the project. NCE understands that a successful kick-off meeting is essential to providing proper design services for a successful project and ensure on-time, cost-effective delivery of biddable contract documents. This will help calibrate the level of design effort required to properly execute the project without overdesigning and confirm the design assumptions. During the meeting the schedule will be discussed and key staff from both sides will be introduced, including project managers, the NCE client manager and task leads from NCE and maintenance staff from the City. Depending on the final approved scope of work and selection of optional tasks, the project schedule may be revised during the kick-off meeting.

To ensure a successful project delivery NCE will also request the following data below from the City during the kick-off meeting. As NCE has a recent history of working with the City on their PS&E street rehabilitation projects, we have much of this data already, and

City of San Marino
Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
Page | 26
General
• Background Information
• Maintenance logs and list of previously paved streets for our PMS M&R history updates (Excel list and GIS map) • Utility and roadway as-builts for current project streets (PDF or AutoCAD plans) • Pavement thickness information for current project streets • Traffic Index (TI) for current project streets
• Any known subgrade or roadway issues, i.e., macadam base.

Notification and Coordination
• Utility notification matrix including contact information (Excel list) • Agency notification matrix including contact information (Excel list) • Local contacts requiring minor notification or coordination i.e., businesses, transit agency, trash pickup, City maintenance staff (Excel list).

Plan Production
• City preferred plan set Title Block (AutoCAD format)
• City basemap for use with drawing project street limits (AutoCAD format) • City Standard Plans (PDF and AutoCAD format)
• City Drafting Standards Manual and CAD Template (PDF and/or AutoCAD format).

Technical Specifications
• City boilerplate special provisions and technical specifications (MS Word format).

Cost Estimate
• City cost estimate template (MS Excel format)
• Recent Bid Results and Tabulations from prior city paving projects and related maintenance work.

Bidding and Construction Support
• City project bid selection criteria and scoring matrix.

Deliverables for Task 1:
 Initial meeting Agenda and Summary
 Revised project schedule
 Monthly progress updates with invoices
 A preliminary list of streets to receive treatment.

Task 2: Pavement Management Program Revisions
Task 2A: Update M&R History
Populating the StreetSaver database with recent M&R historical data is extremely useful for determining future treatments and predicting the performance of the various pavement sections. The chart on the right is an example of a custom performance curve developed using historical data. M&R activities, e.g., overlays, reconstructions, and surface seals that have occurred in the past two (2) years since NCE last prepared our PMS update report, will be entered into StreetSaver®.

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Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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The M&R historical records will include the following information: street name and identifiers; beginning and ending limits of work; type of treatment; and date of treatment. NCE will use our knowledge of the recent street rehabilitation plans that we designed for the City in addition to other recent maintenance records provided by the City.

Deliverables for Task 2A:
 Inventory report, M&R history report.

Task 2B: Alley and Parking Lot Pavement Assessment
Pavement Distress Survey
Based on NCE’s past conversations with the City staff, the City has approximately twenty (20) alleys and eleven (11) parking lots, as shown in Exhibit A which is located in Appendix B. As part of this task, the NCE team will meet with the City staff to review and finalize the alleys and parking lots list within the City’s jurisdiction to be included in this task. NCE team will then add these alleys and parking lots to the City’s StreetSaver® Database. Once the alleys and parking lot are added, NCE’s MTC and OCTA certified inspectors will inspect them using ASTM D6433 protocols. The evaluation of the pavement surface distress will be based on three components:
• Type is defined as ‘What kind of crack or defect is
it?’ based on environmental distresses (e.g., block,
longitudinal or transverse cracking, weathering) or
load related distresses (e.g., alligator cracking,
rutting, distortions, depressions, patching, and
utility cuts).
• Severity is defined as ‘How bad is the defect?’ in
terms of the measurement or degree of wear
associated with the condition.
• Extent refers to quantity or ‘How much?’ of the
pavement is affected by a particular distress.

A minimum of one sample unit per section will be
inspected. Once the survey is done, a minimum of 5% of
the field data to be re-inspected by a different inspector as part of the QA/QC. A comparison of the distresses (type, severity, and quantity) will be made, and at least 95% of reinspected sections must be in compliance. Based on our preliminary analysis, we have budgeted for three (3) days total to carry out the distress survey and QA/QC process.

Deliverables for Task 2B:
 Updated StreetSaver® database with pavement distress data and GIS links for alleys and parking lots  M&R Decision tree for parking lots and alleys.

Task 2C: Alley and Parking Lot Annual Repair Recommendations Having updated the PMP with M&R history as Part of Task 2A and adding new sections comprising alleys and parking lots as Part of Task 2B, NCE will perform a PMP scenario analysis derived from the adopted PMP report. As discussed in our Project Approach, there has been a recent period of regional pricing volatility that could impact near-term paving projects. We will review funding and unit price options with the City to try and more accurately predict the anticipated paving costs. This could include such options as a) maintaining the original Decision Tree unit prices with minor increases for the current analysis starting year, b) revising prior unit prices to account for pricing volatility, c) allocating additional annual funding for the first year or two of the revised analysis until prices are estimated to re-stabilize.

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For this effort we do not assume the City desires a complete PMS report. Instead, our final deliverable will include a minor memorandum describing the revisions to the originally adopted PMS report including new Decision Tree, Annual Budget assumptions, and Annual Repair recommendations in tabular form as well as annual repair GIS figures. With this new annual listing, the City can confidently budget for upcoming citywide paving projects beyond FY 2023 and FY 2024.

Decision Tree & Unit Cost
NCE previously prepared the M&R strategies, treatments, and unit prices for the City’s arterial, collector, and residential streets in our last PMS update report. NCE will review new M&R strategies with City staff for these two new feature types. Development of the M&R Decision Tree is a critical step in a PMS update as it directly impacts the final work plan that is developed and the budgeting consequences. NCE’s experience in pavement engineering and design, as well as local conditions, allows our staff to provide the City with practical and workable solutions. Once the M&R alternatives are defined, a treatment unit cost will be determined for each alternative. The unit costs will have a huge impact on the City’s projections or needs assessments. Therefore, as appropriate, NCE will review available recent bid tabs, together with those from neighboring cities. These alternatives and costs will then be entered into the PMP database for budgetary analysis.

Budgetary Analysis & Report
Budget Needs or an Unconstrained Budget analysis is the first step in preparing a pavement management report. This will identify M&R requirements for each alley and parking lot, and the costs are then summed for the entire period. This forms the basis for performing Budget Scenario evaluations, which optimize the street sections for repair under constrained budgets.

The budget scenarios evaluation prioritizes sections for repair under constrained, realistic budgetary assumptions. As part of this task, the NCE team will perform a budget analysis using a budget of $100K per year. Please note that our proposal assumes up to two budget scenarios (one (1) draft, one (1) final) will be performed for the city.

The results will be used to develop a five or ten-year rehabilitation program that includes the treatment (crack sealing, slurry, overlay, milling/paving, and reconstruction) and when it will be applied to parking lots and alleys. This multi-year program will include the list of parking lots and alleys in a priority order based on the cost-benefit analysis, present pavement condition, current funding levels, accrued backlog levels, and future major and routine maintenance needs.

Deliverables for Task 2C:
 PMS update memo including new annual repair recommendations for City streets that incorporate new unit prices, M&R history, and the newly added parking lots and alleys  Tables (Excel/PDF) and figures (PDF) for the new annual repair recommendations.

Task 2D: Biennial Pavement Management Program Update
The City’s last PMP update was prepared by NCE in June 2021. As per the June 2021 PMP report, the City’s Street network at the time of the inspection was in “Good” condition with a PCI of 70. The figure below shows the resulting PCI and deferred maintenance per an average annual budget of $3.2 million per year for the next 15 years. As shown in the figure, the City’s network PCI will increase to 85 in FY 2035/36 and the deferred maintenance will almost be eliminated.

In simplistic terms, the 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?”

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Proposal for 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19, 2022
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Based on our understanding of the RFP requirements we understand that the City only desires an update to the 2021 pavement management program (PMP). This update includes inspecting the City’s Street network (59.8 centerline miles and approximate 427 sections) as per ASTM D6433 and providing an updated list of streets with an estimated construction cost of $3 million per fiscal year. Please note, we have assumed that as part of this update, the existing decision tree and unit cost that was used in the 2021 PMP report will be used. Additionally, we have assumed that no stand-alone PMP report will be required. Lastly, only one budget scenario ($3 million for each fiscal year) will be analyzed to develop the street list.

As part of this task the NCE team will do the following:
• Conduct pavement distress inspection in accordance with ASTM D6433. • Entire the distress data into StreetSaver™ and determine the current Pavement Condition Index (PCI) • List of streets with an estimated probable construction cost of $3 million for each fiscal year.

Deliverables for Task 2D:
 Updated PCI of the City’s Street network
 List of streets with an estimated probable construction cost of $3 million for each fiscal year.

Task 2E: Updated Decision Tree, Unit Costs, and Pavement Management Program Report (OPTIONAL) As noted above in Task 2D, based on our understanding of the RFP requirements we understood the City only desires an update to the 2021 Pavement Management Program (PMP) in the form of updated inspection and recommended list of streets with an estimated probable construction cost of $3 million for each fiscal year using the existing (from the 2021 PMP Report) decision tree and unit cost. However, if the city desires a comprehensive biennial update instead, we propose the following optional work - an updated decision tree, unit cost (to account for the significant increase in material and construction costs), perform a new budgetary scenarios analysis, and new standalone PMP report.

As part of this task, the NCE team will do the following:
• Set-up an M&R Decision tree meeting to discuss existing and new treatments and if any update is required to the existing treatment and/or treatment interval
• Update unit costs of each alternative
• Perform a multi-year budget analysis using three scenarios (for streets, parking lots, and alleys):
o Maintain Current PCI
o Maintain PCI of 75
o Budget of $3 million per year

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• Determine City’s projected PCI and deferred maintenance at the end of the analysis period for each of the scenario analyzed
• Create and upload a revised shapefile of the City’s streets • Develop one (1) draft PMP Report for the City’s review and one (1) final PMP Report.

Deliverables for Task 2E:
 Draft and Final PMP reports.

Task 3: Pavement Design and Roadway Inventory
NCE understands the City’s design approach to implementing pavement maintenance as part of the 2021 Pavement Management Program (PMP) report is to start with the project street list selection per the report. NCE worked with the City to prepare the 2021 PMP report and is very familiar with the Pavement Condition Index (PCI) inspection process for evaluating the average surface condition of streets throughout the City. However, the PMP report is a holistic planning tool and additional engineering design and evaluation is always needed to fine tune pavement maintenance needs to help address other site-specific issues requiring repair or maintenance. Such site-specific needs may include tree-root uplift of the roadway, curb and gutter damage, possible subgrade issues, changes in traffic patterns or usage, localized failures (digouts), utility trenches, and ADA compliance issues such as installing new curb ramps or retrofitting existing curb ramps with newly required detectable warning surfaces (DWS). Therefore, NCE proposes the following sub-tasks to finalize the pavement repair list for FY 22/23 and optionally for FY 23/24.

Task 3A: Pavement Condition Surveys and Geotechnical Pavement Investigation NCE will conduct a site reconnaissance to verify and refine the PMP pavement treatment recommendations. Localized pavement failures (digouts) for repair will be marked in the field using white paint and provided to the City with a repair inventory identifying total repair areas by street segment. NCE understands the City may like to have staff present to assist with the digout markings. NCE often recommends that the City design and/or maintenance staff participate in at least one afternoon of digout markings to help calibrate the project requirements to the City’s repair needs.

Based on the estimated construction budget of $3 Million per year, NCE will evaluate the streets noted in the RFP and develop two grouping of streets, one each for FY 22/23 and FY 23/24. Our team has developed a preliminary grouping of streets based on NCE’s pavement expertise and familiarity with the City’s Street network (see Project Approach). Based on the condition of the existing pavement, the recommended treatment includes HMA Overlay With Digouts, Surface Reconstruction, and Pavement Recycling candidates(cold in-place or full-depth reclamation). To ensure that the City gets competitive bid prices, different pavement treatments are grouped for each fiscal year. For example, the sections that seem suited for recycling are proposed in FY 2024. Please note that the treatments mentioned below are preliminary and based on the PCI and the existing surface distresses. The initial treatment will be modified based on the field sampling (pavement core) and pavement design to ensure that each street segment meets the required design life.

As noted above, to finalize the pavement treatment, NCE recommends carrying out geotechnical pavement investigation and soil materials testing. As part of this task, NCE can direct and collect pavement cores at approximately one every 1500-lane-feet per street segments. This totals approximately thirteen (13) pavement section core samples (4” or 8” diameter) for FY 22/23 and fifteen (15) for FY 23/24. NCE will measure and record the thickness and material type of the layers encountered in the pavement structural section. NCE will also obtain twelve (12) bulk samples of subgrade for FY 22/23 and six (6) for FY 23/24 in support of potential street reconstruction for laboratory testing, such as R-value, moisture content, and Atterberg Limits (plasticity index). As a cost-savings measure we assume up to three (3) days of coring for a combined program, or up to four (4) days if done separately. This includes pre-marking the site in white paint, clearing the coring work with DigAlert, and securing a no-fee encroachment permit with the City. No permits or coordination with neighboring cities or other agencies is anticipated nor included.

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Deliverables for Task 3A:
 Pavement Coring Summary Table and Laboratory Subgrade Testing Summary  Preliminary Base Repair Quantities
 Recommended list of Streets for FY 22/23 and FY 23/24.

Task 3B: Curb and Gutter Inventory
From our prior experience with the City, NCE understands the City wishes to address major curb and gutter damage encountered on project streets, generally 1/2" inch or greater of vertical uplift impacting the flowline. During the course of NCE’s site reconnaissance major curb and gutter damage impacting drainage will be identified and inventoried by marking repairs in white paint and providing the City an inventory list summarizing curb and gutter type and length to be repaired by project street. This data will also be provided to the City in a repair booklet (see Exhibit B which is located in Appendix B) with identifying nearest adjacent address and representative photo for reference during City review and may be used by the City’s inspector during Construction to aid with re-locating the repair locations. Re-design of largescale drainage systems is not included in this scope of work.

It is understood that other concrete flatwork design and repair including damaged or uplifted sidewalk panels, damaged or non-standard driveway aprons, and non-ADA-compliant curb ramps are addressed as part of the City’s comprehensive sidewalk maintenance program. Therefore, the inventory for these items is excluded from NCE’s scope of work, but may be offered for additional scope and fee.

Deliverables for Task 3B:
 Curb and Gutter Inventory and Repair booklet.

Task 3C: Curb Ramp Inventory (OPTIONAL)
The latest Department of Justice and Caltrans interpretation of roadway alterations necessitating curb ramp installation per the Americans with Disability Act (ADA) include pavement treatments such as microsurfacing, overlays, and surface reconstruct. As this project includes numerous pavement treatments that could be classified as a roadway alteration, it is recommended that the City address existing ADA curb ramp deficiencies along the project streets either in the course of this project or in a separate curb ramp replacement project. NCE’s preliminary assessment indicates there are numerous corner locations for possible pedestrian crossings found throughout the project and several need new curb ramps or require retrofit with the installation of a detectable warning surface (DWS). NCE has done an office review of potential curb ramp candidates and identified nearly 65 non-compliant intersection corners eligible for curb ramp improvements and up to 22 compliant intersection corners based on the presence of a detectable warning surface.

As part of this optional task, NCE will provide field reviews for curb ramp ADA-compliance and recommend curb ramp replacement according to Caltrans or Greenbook Standard Plans or retrofit. Any additional design/engineering to comply with ADA, including Path of Travel improvements are not included.

Deliverables for Task 3C (OPTIONAL):
 ADA Curb Ramp Repair Inventory.

Task 4: Plans, Specifications & Estimates
Once the initial data collection is finished including a finalized street list with pavement treatments and major repairs are identified and inventoried as part of Tasks 2 and 3, NCE will prepare engineering plans, specifications, and estimate of probable construction cost (PS&E) in support of a Bid Documents package for the street rehabilitation project. NCE understands the City’s preferred street rehabilitation project is a streamlined, cost-effective approach that avoids “overengineering” where unnecessary.

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NCE successfully delivered the City’s 2020 and 2021 Street Rehabilitation Projects utilizing a streamlined approach to the planset with two (2) plan sheets identifying the street pavement work locations with a Vicinity Map and necessary pavement cross sections and construction details. Similarly we propose the development of plans that will include pavement repair quantities and quantities for major repair items such as digouts along with relevant typical pavement repair sections and construction notes.

Striping and marking plans are not included as they are considered lump sum as part of a striping and marking replacement bid item to be replaced in kind. Utility adjustment plans are not included as they are considered lump sum as part of the paving work in accordance with the City’s example Special Provisions. This approach will help expedite the PS&E design phase and help achieve the City’s target Bid Advertisement date in February of 2023.

NCE will prepare project-specific Technical Specifications for the construction Bid Items utilizing the City’s existing technical specifications template as well as 2021 Greenbook Standard Specifications and 2018 Caltrans Standard Specifications as needed. NCE anticipated helping the City prepare a bid-ready Specifications book by making minor adjustments to the City’s boilerplate General Provisions or “upfront” specifications. No significant edits of the boilerplate specs are included in this Task.

Utilizing NCE’s knowledge of various paving treatments and techniques, NCE will prepare an Engineer’s Estimate of Probable Construction Cost based on recent paving project Bid Tabulations provided by the City, as well as NCE’s library of bid results from neighboring cities. Our cost estimates are frequently within 5% - 10% of actual bid results and will help optimize the City’s $3 million paving budget for FY 22/23 and FY 23/24.

We will prepare one plans, specifications, and engineer’s estimate of probable construction cost (PS&E) package as a preliminary draft for City review. After the City has reviewed and provided redlined comments, we will finalize the documents as part of a Final PS&E Bid Documents package suitable for project bidding.

Utility Coordination
We understand the City has historically taken responsibility for providing local utility operators with relevant notifications and communications concerning the anticipated project and relevant moratoriums on pavement openings. This City coordination has typically included City staff packaging, transmitting, and tracking utility coordination letters including an “A” Letter for initial notification and follow-up “B” Letter for impending construction. On prior projects with the City, NCE’s scope has been limited to preparing an “A” Letter template with relevant design information and list of streets prepared on City letterhead.

Therefore, NCE’s scope of work is limited to only providing relevant coordination design information and street list information. It is assumed that the City will be addressing packaging, transmittal, and tracking of utility coordination letters.

Deliverables for Task 4:
 Utility “A” Letter template on City letterhead
 90% Draft Plans (PDF), Specifications (MS Word), and Engineer’s Estimate of Probable Construction Cost (PDF)  Final PS&E Bid Documents (MS Word, PDF format).

Task 5: Design Services During Bidding and Construction Once the final Bid Documents are provided to the City as part of Task4, NCE will provide design services during bidding and construction. NCE will assist the City in answering technical questions related to the project design intent to aid the bidding process by responding to Requests for Information (RFI’s). After the submittal of construction bids to the City NCE may provide a Bid Analysis of the responsive of the bids and utilizing the City’s project scoring and selection criteria, provide recommendations on selecting a suitable construction bid.

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During the course of project construction, NCE will also assist the City in addressing technical questions related to the project design intent by responding to RFI’s. To ensure contractor compliance with the design intent, NCE will also review and approve Material Submittals as required in the Technical Specifications such as hot mix asphalt (HMA) concrete mixes prior to paving work conducted by the Contractor.

Anticipated material submittals to be reviewed:
• HMA / ARHM
• CIR / CSPB (Pavement Recycling Candidates)
• PCC for curb and gutter repairs
• Aggregate Base
• Pavement striping and markings.

NCE has allotted a total of 35 hours for Bidding Support and 51 hours for Construction Support. Any additional design/engineering construction support effort required beyond the allotted hours will be provided for on a time and materials basis. This design support does not include daily or regular construction management (CM) services nor construction inspection (CI) services.

Task 6: Plans, Specifications and Cost Estimate FY2023/2024 (OPTIONAL) Assuming the City desires to design and construct the streets segments for FY 23/24 concurrently with FY 22/34, NCE’s scope of work as described under Tasks 1-5 will be applied to the additional street segments. Within the various Task descriptions, we have already highlighted some of the design considerations and approaches to incorporate FY 23/24 including additional pavement coring and laboratory testing. Our fee estimate for Task 6 includes the additional effort to design the project concurrently as this would be most efficient and provide the greatest value to the City. If design for FY 23/24 streets is desired non-concurrently, additional costs may be required for additional field work and to duplicate submittals.

Experience with Community and Stakeholder Outreach
NCE has successfully provided clients with a variety of community outreach and stakeholder facilitation services on the organizational, programmatic, and project levels and on many of rehabilitation and complete streets projects that we have worked on for various public agencies throughout California. This process starts with an engagement plan to define objectives, roles, and responsibilities. NCE’s experience includes working with agency staff, transit agencies, utilities, interested stakeholders, landowners, and the general public. NCE has successfully conducted public workshops, coordinated public service announcements on television and radio, designed and maintained stakeholder databases, facilitated stakeholder interviews, prepared meeting materials, developed program and project advertisements and distributed the material, facilitated technical workgroups and public meetings, and developed high quality presentations.

Budget and Cost Management
NCE has a strong centralized computerized cost accounting system that tracks specific job costs. Labor hours and expenses are entered into the system daily or weekly and project managers may check project budgets daily. NCE's cost control and invoicing system are well suited to tracking costs, preparing invoices in styles and formats consistent with our client’s requirements, and providing the necessary backup in a complete and easy to follow package. Monthly invoices with budget tracking summaries will be provided to the City for review.

High Quality Deliverables
NCE has an active Quality Assurance Management Program (QAMP) that includes specific quality control (QC) procedures. The goal of NCE’s QAMP is to infuse quality throughout the entire project and is based on four principles:
client satisfaction, employee participation, problem prevention, and continuous quality improvement.

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Schedule
NCE has reviewed the City’s preferred design schedule in detail and proposes the following schedule and milestones below. The schedule is representative of a single FY 2022-23 program, with minor modifications if awarded the FY 2023-24 program concurrently.

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Conflict of Interest Statement
NCE does not have any financial business or other relationship with the City of San Marino that may have an impact upon the outcome of the contract or the construction project. To the best of our knowledge, NCE does not have any current clients who may have a financial interest in the outcome of this contract or any construction projects that may follow, nor does NCE have any financial interest or relationship with any construction company that might submit a bid on the construction project.

Contract Exceptions
NCE has reviewed the City of San Marino’s sample professional services agreement provided as Attachment 3 to your request for proposals to provide design services for this 2022 Street Rehabilitation Project No. 22/23-9271 and NCE request that this contract includes the same negotiated mutually agreeable language changes as the previously executed contract for 2021 Street Rehabilitation Project No. 21-9271.

Insurance Requirements
NCE acknowledges and concurs with the provisions and can/will meet the insurance requirements without alterations to this agreement. A summary of coverage is:

Comprehensive General Liability $1,000,000 (each occurrence) / $2,000,000 (aggregate) Professional Liability $5,000,000
Automotive Liability $1,000,000 (combined single limit) Workers’ Compensation $1,000,000 (in accordance with State Law) Upon award of a contract, NCE will provide the City with a certificate of insurance naming the City as an additionally insured.

Cost Proposal and Fee Schedule
NCE’s cost proposal and fees schedule are provided in a separate file clearly labelled “2022 Street Rehabilitation Project Cost Proposal,” per the RFP requirement.

City of San Marino
Proposal 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19. 2022
Appendix A
Appendix A
Signed Addendum

City of San Marino Proposal Due Date: September 19, 2022 3 PM PROJECT NO. 22-9271 ADDENDUM 1 2022-23 STREET REHABILITATION PROGRAM PS&E __________________________________________________________________________________________________ ADDENDUM 1
ADDENDUM NUMBER 1 TO REQUEST FOR QUALIFICATIONS/REQUESTS FOR

PROPOSALS
Date: August 30, 2022

STREET REHABILITATION PROGRAM PS&E
PROJECT NO. 22-9271
A. This Addendum shall be considered part of the proposal documents for the above-mentioned project as though it had been issued at the same time and shall be incorporated integrally therewith. Where provisions of the following supplementary data differ from those of the original proposal documents, this Addendum shall govern and take precedence. BIDDERS MUST SIGN THE ADDENDUM AND SUBMIT IT WITH THEIR PROPOSALS.

B. Prospective proposers are hereby notified that they shall make any necessary adjustments in their estimates as a result of this Addendum. It will be construed that each proposal is submitted with full knowledge of all modifications and supplemental data specified herein.

Except as described below, the original RFQ/RFP document remains unchanged. One of the prospective respondents to the City’s Request For Qualifications/ Requests for Proposals raised a few questions regarding the project that required clarification. The City’s answers to those questions are as follows:

1. Question: Will surveys be required for the PS&E or is adequate information available online?
Answer: The consultant shall provide all topographic survey to support the project design effort.

2. Question: Will Geotechnical investigations be necessary for the PS&E?
Answer: No geotechnical investigations are anticipated to support the recommended street rehabilitation design work.

3. Question: Are there any other work/risks to be considered that may not have been listed in the RFP?
Answer: The City has undertaken a basic assessment of the work area but in no way shall the consultant assume the City has identified all work related risks within the
project related area. The selected designer shall include one meeting with City staff to review lessons learned from previous overlays for inclusion in the PS&E.

City of San Marino Proposal Due Date: September 19, 2022 3 PM PROJECT NO. 22-9271 ADDENDUM 1 2022-23 STREET REHABILITATION PROGRAM PS&E __________________________________________________________________________________________________ ADDENDUM 1
Acknowledgement Required Below

PROPOSER MUST ACKNOWLEDGE THIS AMENDMENT BY SIGNING BELOW AND ATTACHING THE SIGNED ADDENDUM TO THE PROPOSAL:

Company Name ______________________________________
Contact Person _______________________________________
Signature ____________________________________________
Date ________________________________________________
Robert Newman, PE
Interim Director of Park and Public Works / City Engineer City of San Marino
[email protected]
(626) 300-0765
Nichols Consulting Engineers, CHTD. (NCE)
Jim Bui, PE, Project Manager
August 31, 2022

City of San Marino Proposal Due Date: September 19, 2022 3 PM PROJECT NO. 22-9271 ADDENDUM 2 2022-23 STREET REHABILITATION PROGRAM PS&E __________________________________________________________________________________________________ ADDENDUM 2
ADDENDUM NUMBER 2 TO REQUEST FOR QUALIFICATIONS/REQUESTS FOR

PROPOSALS
Date: September 6, 2022

STREET REHABILITATION PROGRAM PS&E
PROJECT NO. 22-9271
A. This Addendum shall be considered part of the proposal documents for the above-mentioned project as though it had been issued at the same time and shall be incorporated integrally therewith. Where provisions of the following supplementary data differ from those of the original proposal documents, this Addendum shall govern and take precedence. BIDDERS MUST SIGN THE ADDENDUM AND SUBMIT IT WITH THEIR PROPOSALS.

B. Prospective proposers are hereby notified that they shall make any necessary adjustments in their estimates as a result of this Addendum. It will be construed that each proposal is submitted with full knowledge of all modifications and supplemental data specified herein.

Except as described below, the original RFQ/RFP document remains unchanged. One of the prospective respondents to the City’s Request For Qualifications/ Requests for Proposals raised a few questions regarding the project that required clarification. The City’s answers to those questions are as follows:

1. Question: Please clarify Task 02 City Pavement Management Plan Program Update. Does this involve updating the entire City’s PMP via field assessment or just updating the work to be completed in the next 2 years?
Answer: The City would like a field assessment of all
streets for planning purposes evaluated and formatted
similar to the existing PMP.

2. Question: Per the background information, does the $10,000 budget for updating the PMP include Task 2 and Task 3?
Answer: The 10k budget is for Task 2 only, the PMP update.

The budget for Task 3 will be similar to Task 1.

3. Question: Does the City want an electronic submission (separately submitted) for the cost proposal or included in the main proposal?
Answer: Yes

4. Question: Should the Fee Schedule be included with the Cost Proposal (separately submitted) or included in the main proposal?
Answer: The fee proposal shall be separately submitted

City of San Marino Proposal Due Date: September 19, 2022 3 PM PROJECT NO. 22-9271 ADDENDUM 2 2022-23 STREET REHABILITATION PROGRAM PS&E __________________________________________________________________________________________________ ADDENDUM 2

5. Question: Under Scope of Work, Task 1-G, will there be curb ramps that need to be updated or added as part of this
project or will they be handled separately? For example, during field observation, some of the ramps within the
limits are missing truncated domes.

Answer: Only locations that do not have a ramp shall be included in the scope.

6. Question: For addressing the Project Manager in the Cover Letter, will that be Robert Newman?
Answer: Please address to Robert Newman

7. Question: Under the Cover Letter’s Requirements, it states to include the firm’s officers, directors, and associates.

Can you clarify if you want all owners of the company even if they are not participating in the project? Can you
clarify what constitutes an associate?
Answer: Please include only the staff participating in the work effort.

Acknowledgement Required Below

PROPOSER MUST ACKNOWLEDGE THIS AMENDMENT BY SIGNING BELOW AND ATTACHING THE SIGNED ADDENDUM TO THE PROPOSAL:

Company Name ______________________________________
Contact Person _______________________________________
Signature ____________________________________________
Date ________________________________________________
Robert Newman, PE
Interim Director of Park and Public Works / City Engineer City of San Marino
[email protected]
(626) 300-0765
Nichols Consulting Engineers, CHTD. (NCE)
Jim Bui, PE, Project Manager
September 16, 2022

City of San Marino
Proposal 2022 Street Rehabilitation Program Project No. 22/23-9271 September 19. 2022
Appendix B
Appendix B
Exhibits

Exhibit A

City of San Marino – Street Rehabilitation Project No. 21-9271 Curb and Gutter Repair Inventory – 90% Draft
Street ID and Name: 01. Adair Street
Address: 2485
Damage Type: Spalled
Curb and Gutter Type: Cross Gutter
Field Notes: Crack valley gutter
Repair Length (ft): 92
Existing Gutter Width (ft): 6
Length of Driveway adjacent to Repairs:

Field Photo:

NCE Page: 1 / 269 02/02/2022
Exhibit B

City of San Marino – Street Rehabilitation Project No. 20-9271 Curb and Gutter Repair Inventory – 90% Draft
Street ID and Name: 01. Adair Street
Address: 2485
Damage Type: Settled
Curb and Gutter Type: Curb and Gutter
Field Notes: Cracks along gutter / settling
Repair Length (ft): 63
Existing Gutter Width (ft): 2
Length of Driveway adjacent to Repairs:

Field Photo:

NCE Page: 2 / 269 02/02/2022
Exhibit B

Collaboration. Commitment. Confidence.
www.ncenet.com

Street Name Begin Location End Location Current PCI Cost Ashbourne Drive CUL-DE-SAC Los Robles Avenue 34 $ 225,572.00 Canterbury Road Santa Anita Avenue Palomar Road 39 $ 385,172.00 Chaucer Road Chester Avenue Canterbury Road 51 $ 64,550.00 Del Mar Avenue Lorain Road Longden Avenue 29 $ 827,479.00 Lombardy Road Winston Avenue Santa Anita Avenue 11 $ 140,352.00 Lombardy Road Sierra Madre Boulevard Winston Avenue 11 $ 150,477.00 *estimated cost/PCI Mesa Road Virginia Road Oak Grove Avenue 27 $ 142,745.00 Monterey Road Kensington Road Wembley Road 29 $ 268,239.00 Monterey Road Wembley Road Cambridge Road 16 $ 210,982.00 Monterey Road Virginia Road Charlton Road 52 $ 87,241.00 Monterey Road Charlton Road Kensington Road 48 $ 68,972.00 Old Mill Road N.C.L. Monterey Road 17 $ 284,280.00
Orlando Road Cameron Drive Avondale Road 20 $ 362,457.00 Orlando Road San Marino Avenue Chester Avenue 14 $ 189,915.00 *estimated cost/PCI Oxford Road Orlando Road Euston Road 13 $ 947,085.00
Raleigh Drive Sierra Madre Boulevard Winston Avenue 35 $ 167,056.00 Roanoke Road Old Mill Road St Albans Road 12 $ 129,015.00 Roanoke Road Granada Avenue Chesea Road 12 $ 245,129.00 Sherwood Road Granada Avenue Oak Knoll Avenue 47 $ 281,865.00 Sherwood Road Oak Knoll Avenue Old Mill Road 23 $ 336,001.00 Sherwood Road St Albons Road Old Mill Road 15 $ 479,940.00 *estimated cost/PCI Urmstom Place CUL-DE-SAC N/O Wilson Avenue 27 $ 64,627.00 Total Cost $ 6,059,151.00

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Efficient, Responsive, and Effective City Services
• Fiscally Responsible and Transparent City Government

BACKGROUND
The California Department of Resources Recycling and Recovery (CalRecycle) offers the Rubberized Pavement Grant Program, which encourages cities and other government agencies to use environmentally-friendly rubberized pavement by providing grant funds for two project types – Rubberized Asphalt Concrete (RAC) Hot Mix and Rubberized Chip Seal. In order to obtain a grant, the City Council must first adopt a resolution authorizing staff to file a grant application with CalRecycle.

DISCUSSION
The City is eligible to receive up to $91,000 in grant funds from CalRecycle to be expended on an identified RAC Hot Mix project. The City’s Annual Street Rehabilitation Program generally utilizes RAC Hot Mix for at least a portion of the project work, and would be an eligible expense for this grant program. As grant funds are valid through April 1, 2025, these funds may be expended on a Street Rehabilitation Project in a future year as well.

TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Robert Newman, PE, Interim Director of Parks and Public Works/City Engineer DATE: October 12, 2022
SUBJECT: APPROVAL OF RESOLUTION NO. R-22-41 APPROVING THE

FILING OF AN APPLICATION FOR RUBBERIZED PAVEMENT

GRANT PROGRAM FUNDS FROM CALRECYCLE AND
AUTHORIZATION TO APPROPRIATE $91,000 INTO THE

CALIFORNIA RECYCLING GRANT FUND
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

FISCAL IMPACT & PROCUREMENT REVIEW
CalRecycle has informed the City that it is eligible to receive funding in the amount of $91,000.

Should the City receive the grant funding, funds would be encumbered in December of 2022 and placed in revenue account # 226-48-3202-7155. As such, a budget appropriation will be necessary to include the funds in the FY 22-23 budget. These funds are required to be spent by April 1, 2025, and will be paid on an upfront basis by CalRecycle, rather than via reimbursement. There is not a matching requirement as part of this grant program.

Procurement review is not applicable.

LEGAL REVIEW
The City Attorney’s office has reviewed this staff report and has approved it as to form.

RECOMMENDATION
Staff recommends the City Council approve Resolution No. R-22-41 approving the filing of an application for Rubberized Pavement Grant Program funds from the California Department of Resources Recycling and Recovery (CalRecycle) and appropriate $91,000 into the California Recycling Grant Fund Account # 226-48-3202-7155. If the Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Resolution No. R-22-41 approving the filing of an application for Rubberized Pavement Grant Program funds from the California Department of Resources Recycling and Recovery, and appropriate $91,000 into the California Recycling Grant Fund Account # 226-48- 3202-7155.”

ATTACHMENTS

1. Draft Resolution No. R-22-41

RESOLUTION NO. R-22-41

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN

MARINO, CALIFORNIA, AUTHORIZING SUBMITTAL OF

APPLICATION(S) FOR ALL CALRECYCLE GRANTS FOR WHICH THE

CITY OF SAN MARINO IS ELIGIBLE
WHEREAS, Public Resources Code sections 48000 et seq. authorize the Department of Resources Recycling and Recovery (CalRecycle) to administer various grant programs (grants) in furtherance of the State of California’s (state) efforts to reduce, recycle, and reuse solid waste generated in the state thereby preserving landfill capacity and protecting public health and safety and the environment; and
WHEREAS, in furtherance of this authority CalRecycle is required to establish procedures governing the application, awarding, and management of the grants; and WHEREAS, CalRecycle grant application procedures require, among other things, an applicant’s governing body to declare by resolution certain authorizations related to the administration of CalRecycle grants.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Marino, California as follows:

SECTION 1. The City Council authorizes the submittal of application(s) to CalRecycle for the Rubberized Pavement Grant Program
SECTION 2. The City Manager and/or Parks and Public Works Director is hereby authorized and empowered to execute in the name of the City of San Marino all grant documents, including but not limited to, applications, agreements, amendments, and requests for payment, necessary to secure grant funds and implement the approved grant project; and SECTION 3. That these authorizations are effective for three (3) years from the date of adoption of this resolution.

PASSED, APPROVED AND ADOPTED, at a meeting of the City Council of the City of San Marino, California, on this 12th day of October, 2022.

SUSAN JAKUBOWSKI, MAYOR

ATTEST:

CHRISTINA BAKER, CITY CLERK

CITY OF SAN MARINO RESOLUTION NO. R-22-41

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF SAN MARINO )
I, Christina Baker, City Clerk of the City of San Marino, California, hereby certify that Resolution No. R-22-41 was adopted by the City Council of the City of San Marino at a regular meeting held on the 12th day of October, 2022, and that the same was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
________________________________

CHRISTINA BAKER, CITY CLERK

CITY OF SAN MARINO

TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Christina Baker, City Clerk
DATE: October 12, 2022
SUBJECT: ADOPTION OF RESOLUTION NO. R-22-33, UPDATING THE

CONFLICT OF INTEREST CODE OF THE CITY OF SAN MARINO

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government

BACKGROUND
The Political Reform Act requires that every local government agency conduct a biennial review of its Conflict of Interest Code to determine if it is accurate or whether the code should be amended. The Fair Political Practices Commission (FPPC) is charged with enforcing the provisions of the Political Reform Act and has adopted a Model Conflict of Interest Code that can be incorporated by reference by the City. The Model Code will be amended by the FPPC from time to time to conform with any amendments to the Political Reform Act.

At the September 14, 2022 City Council meeting, Council Member Shepherd Romey raised questions that required further research by staff, and so, the item was continued to today’s meeting.

DISCUSSION
The City’s Conflict of Interest Code was last updated on November 14, 2018. Since then there have been various changes in the City, as well as, changes to State and FPPC regulations that require an update to the Conflict of Interest Code. Exhibit A of the Resolution makes updates to align the Conflict of Interest Code formatting with the City’s current branding style guide, department titles, position titles, adds the Urban Forester to the list of designated positions, and the language regarding consultants to align with the language in Government Code Section 81008 and Commission Regulation 18700 (Attachment 4).

Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

There are no changes to the disclosure categories for each designated employee nor the disclosure category descriptions in Appendix B of the Resolution Exhibit.

One of the questions raised by Council was whether advisory body members were appropriately grouped with “designated employees” or if language needed to be added to specifically include advisory body members as well. After research by the City Attorney’s office, it was determined that the Government Code definition of “designated employees” excludes unsalaried members of a commission that serves as a solely advisory function, but includes anyone designated in the conflict of interest code because the position entails the making or participation in the making of decisions which may foreseeably have a material effect on any financial interest (Government Code Section 82019). Based upon that definition, members of the Design Review Committee should be included in the conflict of interest code, as they make final decisions and those decisions could have a foreseeably material impact on their financial interests. Members of the Planning Commission are not covered by the conflict of interest code as they must file under Government Code Section 87200. After consultation with the Legal Liaisons (Vice Mayor Talt and Council Member Shepherd Romey) regarding the above, members of the Library Board of Trustees, Public Safety Commission, and Recreation Commission have been removed from the conflict of interest code as they are excluded from the definition of “designated employee” since they are strictly advisory bodies and do not make final decisions.

The other questions were in regards to consultants and changes made to Appendix C of the Exhibit. The changes made to Appendix C track the language suggested by the FPPC to reflect the most up to date Commission Regulation 18700 which includes consultants as part of the “Public Official” definition instead of listing scenarios where the consultants would be applicable.

That language gives discretion as to whether or not to include certain consultants on a case by case basis, as not every consultant will be involved in services where conflicts of interest are potentially implicated. Requiring such consultants to complete disclosure forms could unnecessarily limit the pool of consultants available to the City for various services and projects.

FISCAL IMPACT & PROCUREMENT REVIEW
None.

LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.

RECOMMENDATION
Staff recommends the Council adopt Resolution No. R-22-33 updating the Conflict of Interest Code of the City of San Marino. If Council concurs with staff’s recommendation, an appropriate motion would be:
”I move to adopt Resolution No. R-22-33, updating the Conflict of Interest Code of the City of San Marino.”

ATTACHMENTS

1. Draft Resolution No. R-22-33

2. Exhibit A Conflict of Interest Code Redlined

3. Exhibit A Conflict of Interest Code Clean

4. Section 18700 Basic Rule and Guide to Conflict of Interest Regulations

RESOLUTION NO. R-22-33

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF SAN MARINO, CALIFORNIA, UPDATING THE

CONFLICT OF INTEREST CODE FOR THE CITY OF SAN
MARINO
WHEREAS, the Political Reform Act of 1974, Government Code Section 81000, et seq., requires state and local government agencies to adopt and promulgate conflict of interest codes; and
WHEREAS, the Fair Political Practices Commission has adopted a regulation, California Code of Regulations, Title 2, Section 18730, containing the terms of a standard conflict of interest code, which can be incorporated by reference and may be amended by the Fair Political Practices Commission after public notice and hearings to conform to amendments in the Political Reform Act; and
WHEREAS, the City of San Marino is amending the previous Conflict of Interest Code to incorporate update department and position titles.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MARINO, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The terms of California Code of Regulations, Title 2, Section 18730, and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference, as specified in the attached “Exhibit A.” Exhibit “A” hereto, including the Appendices, is hereby adopted by reference and constitutes the Conflict of Interest Code for the City of San Marino.

SECTION 2. Persons holding designated positions shall file Statements of Economic Interest with the City Clerk of the City of San Marino who will make the statements available for public inspection and reproduction pursuant to Government Code Section 81008. Upon receipt of the Statements of the City Council members, City Manager, City Attorney, City Treasurer, and Planning Commission members, the City shall make and retain a copy and forward the original of these Statements to the California Fair Political Practices Commission. Statements for all other designated employees will be retained by the City of San Marino.

SECTION 3. The provisions of all Conflict of Interest Codes and amendments thereto previously adopted for the City of San Marino are hereby superseded with the Conflict of Interest Code adopted herein.

PASSED, APPROVED AND ADOPTED, at a Regular Meeting of the City Council of the City of San Marino, California, on this 12th day of October, 2022.

CITY OF SAN MARINO RESOLUTION NO. R-22-33

_____________________________

SUSAN JAKUBOWSKI, MAYOR

CITY OF SAN MARINO
ATTEST:
_______________________________

CHRISTINA BAKER

CITY CLERK

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF SAN MARINO )
I, Christina Baker, City Clerk of the City of the City of San Marino, California, hereby certify that Resolution No. R-22-33 was adopted by the City Council of the City of San Marino at a Regular Meeting held on the 12th day of October, 2022, and that the same was adopted by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________

CHRISTINA BAKER

CITY CLERK

Draft: October 12, 2022
Exhibit A
City of San Marino

CONFLICT OF INTEREST CODE

Draft: October 12, 2022
The Political Reform Act (Government Code Section 81000, et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation (2 California Code of Regulations Section 18730) that contains the terms of a standard conflict of interest code, which cande and may be incorporated by reference in an agency’s code. After public notice and hearing, the standard code may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act.

Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. The regulation and the attached Appendix designating positions, and establishing disclosure requirements, shall constitute the conflict of interest code offor the City of San Marino.

Individuals holding designated positions shall file their statements of economic interest with the Office of the City Clerk, pursuant to Section 5 of the Model Code, which will retain the statements and make the statements available for public inspection and reproduction. (Government. Code Section 81008)

Draft: October 12, 2022

APPENDIX A

SCHEDULE OF DESIGNATED EMPLOYEES

DESIGNATED EMPLOYEES DISCLOSURE CATEGORIES
(See Appendix B for Description)
Administrative ServicesCity Manager’s Office
Assistant to the City Manager 1
City Clerk 2
Administrative Analyst 2
Finance
Finance Director 2
Accounting Manager/Controller 2
Human Resources
Human Resources DirectorManager 2

Planning and BuildingCommunity Development Department
Design Review Committee Member 3,4
Planning and BuildingCommunity Development Director 2,3,4 Senior Planner 3,4
Assistant Planner 3,4 /
Associate Planner 3,4
Planning and Building Assistant 3,4
Plan Checker 3,4
Building Inspector / Building Inspector II 3,4
Permit Technician I / II 3,4
Code Enforcement Manager 3,4
City Engineer 2,3,4
Parks and Public Works Department
Parks & Public Works Director / City Engineer 2,3,4
Parks & Public Works Division Manager 2,3,4
Public Works Foreman 2
Parks Foreman 2
Shop Foreman 2
Urban Forester 2
ManagementAdministrative Analyst 2
Police Department
Member, Public Safety Commission 4
Police Chief 1
Commander 1
Fire Department

Draft: October 12, 2022
Fire Chief 1
Division Chief 1

Draft: October 12, 2022

DESIGNATED EMPLOYEES DISCLOSURE CATEGORIES
Community Services/Library Division Department
Member, Board of Trustees 2
Community Services Director 2,3,4
City Librarian 2
Administrative Analyst 2
Community Services/Recreation Division
Member, Recreation Commission 2
Community Services Director 2,3,4
Recreation Manager 2
ManagementAdministrative Analyst 2
Advisory Bodies
Design Review Committee Members 3,4
Consultants as defined in Title 2 California Code of Regulations Section 18700 (a)(2) (see Appendix C)
Note: The Mayor, City Council, City Manager, City Attorney, City Treasurer, and Planning Commissioners are not covered by this code because they must file under Government Code Section 87200. positions are already required to submit disclosure statements pursuant to state law (Government Code Sections 87200, et. seq.) and do not need to be designated under the City’s Code.

Draft: October 12, 2022

APPENDIX B

DISCLOSURE CATEGORIES
DISCLOSURE CATEGORY 1 (full disclosure – broad and indefinable duties) Designated employees in this category shall disclose all reportable interests in real property.

Designated employees in this category shall also disclose all reportable investments, business positions, and income.

DISCLOSURE CATEGORY 2 (disclosure relating to services and supplies associated with job assignment only)
Designated employees in this category shall disclose all reportable investments and business positions in business entities and sources of income of the type which:

Provide services, supplies, materials, machinery or equipment of the type utilized by the Designated Employee’s Department.

DISCLOSURE CATEGORY 3 (disclosure for those approving, issuing, or regulating permits or licenses)
Designated employees in this category shall disclose all reportable investments and business positions in business entities and sources of income of the type which:

Are subject to the regulatory, permit, or licensing authority of the Designated Employee’s Department.

DISCLOSURE CATEGORY 4 (disclosure for those who make decisions affecting real property interests)
Designated employees in this category shall disclose all reportable interests in real property.

Designated employees in this category shall also disclose all reportable investments and business positions in business entities and sources of income of the type which:

Engage in land development, construction, or the acquisition or sale of real property in the jurisdiction of the City.

Draft: October 12, 2022

APPENDIX C

CONSULTANTS
With respect to Consultants performing work for the City of San Marino, the City Manager (or their designee) may determine shall specify in writing that a particular consultant, although a “designated position,” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. the duties a particular consultant is hired to perform. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements under this Conflict of Interest Code. The City Manager’s (or their designee’s) determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. (Government Code Section 81008.) Commission Regulation 18700 states that “a public official at any level of state or local government has a prohibited conflict of interest and may not make, participate in making, or in any way use or attempt to use his or her official position to influence a governmental decisions when he or she knows or has reason to know he or she has a disqualifying financial interest.” The Regulation further defines "consultantPublic Official" as “every member, officer, employee, or consultant of a state or local government agency,” and “Governmental decision” as “any action taken by a government agency that has a financial effect on any person other than the governmental agency making the decision.” an individual who, pursuant to a contract with a state or local government agency:
(A) Makes a governmental decision whether to:
(i) Approve a rate, rule or regulation;
(ii) Adopt or enforce a law
(iii) Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement;
(iv) Authorize the agency to enter into, modify, or renew a contract provided it is the type of contract which requires agency approval;
(v) Grant City approval to a contract which requires agency approval and in which the agency is a party or to the specifications for such a contract; (vi) Grant agency approval to a plan, design, report, study, or similar item; (vii) Adopt, or grant agency approval of, policies, standards, or guidelines for the agency, or for any subdivision thereof; or
(B) Serves in a staff capacity with the agency and in that capacity participates in making a governmental decision as defined in 18702.2 or performs the same or substantially all the same

Draft: October 12, 2022
duties for the agency that would otherwise be performed by an individual holding a position specified in the agency's Conflict of Interest Code Section 87302.

Draft: October 12, 2022
Exhibit A
City of San Marino

CONFLICT OF INTEREST CODE

Draft: October 12, 2022
The Political Reform Act (Government Code Section 81000, et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes. The Fair Political Practices Commission has adopted a regulation (2 California Code of Regulations Section 18730) that contains the terms of a standard conflict of interest code, which can be incorporated by reference in an agency’s code. After public notice and hearing, the standard code may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act.

Therefore, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are hereby incorporated by reference. The regulation and the attached Appendix designating positions, and establishing disclosure requirements, shall constitute the conflict of interest code of the City of San Marino.

Individuals holding designated positions shall file their statements of economic interest with the Office of the City Clerk which will retain the statements and make the statements available for public inspection and reproduction. (Government Code Section 81008)

Draft: October 12, 2022

APPENDIX A

SCHEDULE OF DESIGNATED EMPLOYEES

DESIGNATED EMPLOYEES DISCLOSURE CATEGORIES
(See Appendix B for Description)
City Manager’s Office
Assistant to the City Manager 1
City Clerk 2
Finance
Finance Director 2
Accounting Manager/Controller 2
Human Resources
Human Resources Director 2
Community Development Department
Community Development Director 2,3,4
Senior Planner 3,4
Assistant Planner 3,4
Associate Planner 3,4
Plan Checker 3,4
Building Inspector / Building Inspector II 3,4
Permit Technician I / II 3,4
Code Enforcement Manager 3,4
Parks and Public Works Department
Parks & Public Works Director / City Engineer 2,3,4
Public Works Manager 2,3,4
Public Works Foreman 2
Parks Foreman 2
Shop Foreman 2
Urban Forester 2
Management Analyst 2
Police Department
Police Chief 1
Commander 1
Fire Department
Fire Chief 1
Division Chief 1

Draft: October 12, 2022

DESIGNATED EMPLOYEES DISCLOSURE CATEGORIES
Community Services Department
Community Services Director 2,3,4
City Librarian 2
Recreation Manager 2
Management Analyst 2
Advisory Bodies
Design Review Committee Members 3,4
Consultants as defined in Title 2 California Code of Regulations Section 18700 (a)(2) (see Appendix C)
Note: The Mayor, City Council, City Manager, City Attorney, City Treasurer, and Planning Commissioners are not covered by this code because they must file under Government Code Section 87200.

Draft: October 12, 2022

APPENDIX B

DISCLOSURE CATEGORIES
DISCLOSURE CATEGORY 1 (full disclosure – broad and indefinable duties) Designated employees in this category shall disclose all reportable interests in real property.

Designated employees in this category shall also disclose all reportable investments, business positions, and income.

DISCLOSURE CATEGORY 2 (disclosure relating to services and supplies associated with job assignment only)
Designated employees in this category shall disclose all reportable investments and business positions in business entities and sources of income of the type which:

Provide services, supplies, materials, machinery or equipment of the type utilized by the Designated Employee’s Department.

DISCLOSURE CATEGORY 3 (disclosure for those approving, issuing, or regulating permits or licenses)
Designated employees in this category shall disclose all reportable investments and business positions in business entities and sources of income of the type which:

Are subject to the regulatory, permit, or licensing authority of the Designated Employee’s Department.

DISCLOSURE CATEGORY 4 (disclosure for those who make decisions affecting real property interests)
Designated employees in this category shall disclose all reportable interests in real property.

Designated employees in this category shall also disclose all reportable investments and business positions in business entities and sources of income of the type which:

Engage in land development, construction, or the acquisition or sale of real property in the jurisdiction of the City.

Draft: October 12, 2022

APPENDIX C

CONSULTANTS
With respect to Consultants performing work for the City of San Marino, the City Manager (or their designee) may determine in writing that a particular consultant, although a “designated position,” is hired to perform a range of duties that is limited in scope and thus is not required to fully comply with the disclosure requirements in this section. Such written determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements under this Conflict of Interest Code. The City Manager’s (or their designee’s) determination is a public record and shall be retained for public inspection in the same manner and location as this Conflict of Interest Code. (Government Code Section 81008.) Commission Regulation 18700 states that “a public official at any level of state or local government has a prohibited conflict of interest and may not make, participate in making, or in any way use or attempt to use his or her official position to influence a governmental decisions when he or she knows or has reason to know he or she has a disqualifying financial interest.” The Regulation further defines "Public Official" as “every member, officer, employee, or consultant of a state or local government agency,” and “Governmental decision” as “any action taken by a government agency that has a financial effect on any person other than the governmental agency making the decision.”

(Regulations of the Fair Political Practices Commission, Title 2, Division 6, California Code of Regulations.)
§ 18700. Basic Rule and Guide to Conflict of Interest Regulations. (a) Basic Rule: A public official at any level of state or local government has a prohibited conflict of interest and may not make, participate in making, or in any way use or attempt to use his or her official position to influence a governmental decision when he or she knows or has reason to know he or she has a disqualifying financial interest. A public official has a disqualifying financial interest if the decision will have a reasonably foreseeable material financial effect, distinguishable from the effect on the public generally, directly on the official, or his or her immediate family, or on any financial interest described in subdivision (c)(6)(A-F) herein. (Sections 87100, 87101, & 87103.)
(b) Application: The Act's conflict of interest prohibitions apply only to public officials and only to governmental decisions that have a financial effect. (c) For purposes of the Act's conflict of interest prohibitions (Sections 87100-87105; Regulations 18700-18707), the following definitions apply:
(1) “Public Official” (see Section 82048) means every member, officer, employee, or consultant of a state or local government agency other than:
(A) A judge or court commissioner;
(B) A member of the Board of Governors and designated employees of the State Bar of California;
(C) A member of the Judicial Council;
(D) A member of the Commission on Judicial Performance, provided that he or she is subject to the provisions of Article 2.5 (commencing with Section 6035) of Chapter 4 of

Division 3 of the Business and Professions Code as provided in Section 6038 of that article. (E) A federal officer or employee serving in an official federal capacity on a state or local government agency.
(2) “Member” does not include an individual who performs duties as part of a committee, board, commission, group, or other body that does not have decisionmaking authority. (A) A committee, board, commission, group, or other body possesses decisionmaking authority whenever:
(i) It may make a final governmental decision;
(ii) It may compel or prevent a governmental decision either by reason of an exclusive power to initiate the decision or by reason of a veto that may not be overridden; or (iii) It makes substantive recommendations and, over an extended period of time, those recommendations have been regularly approved without significant amendment or modification by another public official or governmental agency.
(B) A committee, board, commission, group, or other body does not possess decisionmaking authority if it is formed or engaged for the sole purpose of researching a topic and preparing a report or recommendation for submission to another public official or governmental agency that has final decisionmaking authority, and does not meet any of the criteria set forth in subsection (2)(A)(i-iii).
(3) “Governmental agency” means any state or local agency or any entity or organization acting as a governmental agency.
(4) “Governmental decision” means any action taken by a government agency that has a financial effect on any person other than the governmental agency making the decision.

(5) “Financial effect” means an effect that provides a benefit of monetary value or provides, prevents, or avoids a detriment of monetary value. (6) “Financial interest” means anything or anyone listed in subparagraphs (A-E) and includes an interest in the public official's own personal finances and those of a member of his or her immediate family.
(A) Any business entity, as defined in Section 82005, in which the public official has a direct or indirect investment worth at least $2,000 (Section 87103(a)). For a “parent, subsidiary or otherwise related business entity,” see Regulation 18700.2. (B) Any real property in which the public official has a direct or indirect interest of at least $2,000 (Section 87103(b));
(C) Any source of income, including commission income and incentive income as defined in 18700.1, amounting to a total of at least $500, provided or promised to, and received by the public official within 12 months before the decision is made (Section 87103(c)). Income is “promised to” the public official if he or she has a legally enforceable right to the promised income. For a source of income that is a business entity that is a “parent, subsidiary, or otherwise related business entity,” see Regulation 18700.2.
(D) Any business entity, as defined in Section 82005, in which the public official is a director, officer, partner, trustee, employee, or holds any position of management (Section 87103(d)). For a “parent, subsidiary, or otherwise related business entity,” see Regulation 18700.2.
(E) Any donor of, or any intermediary or agent for a donor of, a gift or gifts amounting to a total of at least $460 provided to, received by, or promised to the public official within 12 months before the decision is made (Section 87103(e); Regulation 18941);

(F) For purposes of paragraph (c)(6), indirect investment or interest means any investment or interest owned by the spouse or dependent child of a public official, by an agent on behalf of a public official, or by a business entity or trust in which the official, the official's agents, spouse, and dependent children own directly, indirectly, or beneficially at least a 10- percent interest (Section 87103(e) see also Sections 82033 and 82034). (d) To determine whether a public official has a prohibited conflict of interest under the Act, apply the following:
(1) Step One: Is it reasonably foreseeable that the governmental decision will have a financial effect on any of the public official's financial interests? To determine if the financial effect is reasonably foreseeable, apply Regulation 18701. If the answer is no, there is no conflict of interest under the Act. If the answer is yes, proceed to Step Two. (2) Step Two: Will the reasonably foreseeable financial effect be material? To determine if the reasonably foreseeable financial effect is material, apply Regulation 18702. If the answer is no, there is no conflict of interest under the Act. If the answer is yes, proceed to Step Three. (3) Step Three: Can the public official demonstrate that the material financial effect on the public official's financial interest is indistinguishable from its effect on the public generally? To determine if the material financial effect on any of the public official's financial interest is indistinguishable from its effect on the public generally, apply Regulation 18703. If the answer is yes, there is no conflict of interest under the Act. If the answer is no, proceed to Step Four. (4) Step Four: If after applying the three step analysis and determining the public official has a conflict of interest, absent an exception, he or she may not make, participate in making, or in any way attempt to use his or her official position to influence the governmental decision. To determine if the public official is “making, participating in making, or in any way attempting to

use his or her official position to influence a governmental decision,” apply Regulation 18704. If the public official will be called upon to make, participate in the making, or use his or her official position to influence a governmental decision in which he or she has a financial interest as determined under Step One through Step Three, he or she will have a prohibited conflict of interest.
(e) Exception: Notwithstanding the provisions of Sections 87100 and 87103 and this regulation, a public official may make or participate in a governmental decision in which he or she has a prohibited conflict of interest if the provisions of Section 87101 and Regulation 18705 apply.
(f) Segmentation: To determine if an agency may segment a decision in order to allow a public official to participate in a governmental decision by removing from consideration the elements of the governmental decision in which the official would otherwise have a prohibited conflict of interest, apply Regulation 18706.

Note: Authority cited: Section 83112, Government Code. Reference: Sections 87100 and 87103, Government Code.

HISTORY

1. Repealer and new section filed 12-17-76, as an emergency; effective upon filing (Register 76, No. 51). For prior history, see Register 76, No. 40.

2. Certificate of Compliance filed 3-31-77 (Register 77, No. 14).

3. Amendment of section heading and repealer of subsections (e) and (f) filed 8-2-85; effective thirtieth day thereafter (Register 85, No. 33).

4. Amendment of section and Note filed 6-23-94; operative 6-23-94 (Register 94, No. 25).

5. Editorial correction of subsection (a)(2)(B) (Register 96, No. 43).

6. Amendment of subsection (d)(2) filed 10-23-96; operative 10-23-96 pursuant to Government Code section 11343.4(d) (Register 96, No. 43).

7. Editorial correction of subsection (d) (Register 98, No. 44).

8. Repealer and new section filed 11-23-98; operative 11-23-98 pursuant to the 1974 version of Government Code section 11380.2 and title 2, California Code of Regulations, section 18312(d) and (e) (Register 98, No. 48).

9. Editorial change reformatting table (Register 98, No. 52).

10. Change without regulatory effect amending table filed 1-27-99 pursuant to section 100, title 1, California Code of Regulations (Register 99, No. 5).

11. Editorial correction of History 8 (Register 2000, No. 25).

12. Change without regulatory effect amending table filed 7-18-2000 pursuant to section 100, title 1, California Code of Regulations (Register 2000, No. 29).

13. Amendment of subsections (b)(1) and (b)(8) filed 2-13-2001. Submitted to OAL for filing pursuant to Fair Political Practices Commission v. Office of Administrative Law, 3 Civil C010924, California Court of Appeal, Third Appellate District, nonpublished decision, April 27, 1992 (FPPC regulations only subject to 1974 Administrative Procedure Act rulemaking requirements) (Register 2001, No. 7).

14. Change without regulatory effect amending subsection (b)(8) filed 1-16-2003. Submitted to OAL for filing pursuant to Fair Political Practices Commission v. Office of Administrative Law, 3 Civil C010924, California Court of Appeal, Third Appellate District, nonpublished decision, April 27, 1992 (FPPC regulations only subject to 1974 Administrative Procedure Act rulemaking requirements) (Register 2003, No. 3).

15. Amendment of subsections (b)(1)-(8) filed 10-11-2005; operative 11-10-2005 (Register 2005, No. 41).

16. Amendment of subsections (a), (b)(7) and (b)(8) filed 12-20-2005; operative 1-19-2006.

Submitted to OAL for filing pursuant to Fair Political Practices Commission v. Office of Administrative Law, 3 Civil C010924, California Court of Appeal, Third District Court of Appeal, unpublished decision, 1992. (FPPC regulations only subject to 1974 Administrative Procedure Act rulemaking requirements.) (Register 2005, No. 51).

17. Change without regulatory effect amending section heading and subsection (a), repealing subsections (b)-(b)(8) and adopting new subsections (b)-(f) filed 4-27-2015. Submitted to OAL for filing pursuant to Fair Political Practices Commission v. Office of Administrative Law, 3 Civil C010924, California Court of Appeal, Third Appellate District, nonpublished decision, April 27, 1992 (FPPC regulations only subject to 1974 Administrative Procedure Act rulemaking requirements and not subject to procedural or substantive review by OAL) (Register 2015, No. 18).

18. Amendment of subsections (c), (c)(6)(E)-(F) and (d)(3) filed 7-10-2015; operative 7-10-2015 pursuant to section 18312(e)(1)(A), title 2, California Code of Regulations. Submitted to OAL for filing pursuant to Fair Political Practices Commission v. Office of Administrative Law, 3 Civil C010924, California Court of Appeal, Third Appellate District, nonpublished decision, April 27, 1992 (FPPC regulations only subject to 1974 Administrative Procedure Act rulemaking requirements and not subject to procedural or substantive review by OAL) (Register 2015, No. 28).

STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Engaged and Connected Residents
• Efficient, Responsive, and Effective City Services
• Safe Community
• Fiscally Responsible and Transparent City Government

BACKGROUND
At the April 29, 2022 City Council meeting, Council adopted Ordinance No. O-22-1397 amending details about the Design Review Committee in Chapter 23 Article 15. The ordinance went into effect 30 days later and was codified into the San Marino Municipal Code in August 2022.

DISCUSSION
After the codification of the ordinance staff realized that a numbering mistake had occurred and the section regarding matters subject to design review was inadvertently over written. Ordinance No. O-22-1397 would add the matters subject to design review back into the code as last updated in 2018 (see Attachment 4). The ordinance also updates the numbering throughout Article 15 to ensure this mistake does not happen again, updates planning & building director language to Community Development Director, and updates references to “commission” to Planning Commission for clarity. All other aspects of Article 15 remain the same.

On September 30, 2022 the City Council introduced for first reading Ordinance No. O-22-1397, which adds back in the referenced language.

TO: Mayor and City Council
FROM: Mario Rueda, Acting City Manager
BY: Christina Baker, City Clerk
DATE: October 12, 2022
SUBJECT: ADOPTION OF ORDINANCE NO. O-22-1397 (SECOND READING) CORRECTING CHAPTER 23 ARTICLE 15 OF THE SAN MARINO

MUNICIPAL CODE TO ADD BACK IN THE SECTION REGARDING

MATTERS SUBJECT TO DESIGN REVIEW
Susan Jakubowski, Mayor
Steve Talt, Vice Mayor
Steven W. Huang, DDS, Council Member
Gretchen Shepherd Romey, Council Member
Ken Ude, Council Member

FISCAL IMPACT & PROCUREMENT REVIEW
There is no fiscal impact and procurement review is not applicable.

LEGAL REVIEW
The City Attorney has reviewed and approved the staff report as to legal form.

RECOMMENDATION
Staff recommends the Council adopt Ordinance No. O-22-1397. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to waive full reading and adopt by title only, Ordinance No. O-22-1397 an Ordinance of the City Council of the City of San Marino, California Correcting Chapter 23 Article 15 of the San Marino Municipal Code to Add Back in the Section Regarding Matters Subject to Design Review.”

ATTACHMENTS

1. Ordinance No. O-22-1397

2. Exhibit A – DRC Code Correction

3. 2018 Chapter 23 Article 15 Section 03

ORDINANCE NO. O-22-1397

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY

OF SAN MARINO, CALIFORNIA CORRECTING
CHAPTER 23 ARTICLE 15 OF THE SAN MARINO

MUNICIPAL CODE TO ADD BACK IN THE SECTION

REGARDING MATTERS SUBJECT TO DESIGN REVIEW
THE CITY COUNCIL OF THE CITY OF SAN MARINO DOES ORDAIN AS FOLLOWS:

WHEREAS, the City Council adopted Ordinance No. O-22-1387 on April 29, 2022 which amended details about the Design Review Committee in Chapter 23 Article 15; and WHEREAS, the section regarding matters subject to design review was inadvertently over written due to a numbering mistake.

SECTION 1. Chapter 23, Article 15 of the San Marino Municipal Code is amended in its entirety to read as shown in Exhibit A.

SECTION 2. SEVERABILITY. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this Chapter, or its application to any person or circumstance, is for any reason held to be invalid or unenforceable, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases of this Chapter, or its application to any other person or circumstance. The City Council declares that it would have adopted each section, subsection, subdivision, paragraph, sentence, clause or phrase hereof, irrespective of the fact that any one or more other sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases hereof be declared invalid or unenforceable.

SECTION 3. PUBLICATION AND EFFECTIVE DATE. The Mayor shall sign and the City Clerk shall attest to the adoption of this Ordinance and shall cause the same to be published as required by law.

PASSED, APPROVED, AND ADOPTED this XX day of Month, 2022. _____________________________

SUSAN JAKUBOWSKI
MAYOR

ATTEST:
___________________________

CHRISTINA BAKER

CITY CLERK
APPROVED AS TO FORM:
____________________________

JOSEPH MONTES

CITY ATTORNEY

STATE OF CALIFORNIA )

COUNTY OF LOS ANGELES ) SS

CITY OF SAN MARINO )
I HERBY CERTIFY that the foregoing Ordinance No. O-22-1397, was introduced at a Regular Meeting of the City Council held on the 30th day of September, 2022, and was approved and adopted at a Regular Meeting of the City Council held on the XX day of Month, 2022, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________

CHRISTINA BAKER

CITY CLERK

EXHIBIT A
Chapter 23 Article 15
Design Review Committee

23.15.01: DESIGN REVIEW COMMITTEE ESTABLISHED:

The Design Review Committee (hereinafter the DRC) of the City is hereby established.

The Design Review Committee shall consist of five (5) members and two (2) alternates appointed by the Mayor, with the approval of the Council. All members of the Design Review Committee shall be persons residing in the City.

Members shall serve a term of two (2) years with the terms commencing on June 1 of the first year of appointment; except, that of the DRC members first appointed, three (3) regular members shall serve a term of two (2) years and two (2) shall serve a term of one year. One alternate shall serve a term of two (2) years and one shall serve a term of one year. Thereafter, all DRC members and alternates shall serve terms of two (2) years and until a successor has been appointed. Commencing with terms that begin on or after July 1,2010, no committee member may serve more than four (4) consecutive terms; however, after waiting a period of at least two (2) years following the end of the second term, a Commissioner may be reappointed for not more than two (2) consecutive terms.

Commencing with terms that begin on or after July 1, 1992, no member of the DRC may serve more than three (3) consecutive terms; however, after waiting a period of at least two (2) years following the end of the third consecutive term, a member may be reappointed. Alternates may serve an unlimited number of consecutive terms.

The members of the DRC shall select a Chairperson and Vice Chairperson from among its members as established by City Council resolution.

The DRC shall establish written rules of operation which shall be approved by the Council.

23.15.02: STAFF SUPPORT:

The City Manager shall assign the Community Development Director or other staff support to the DRC as may be required for the committee to fulfill its obligations. The Community Development Director or his/her designee shall act as Secretary to the DRC.

23.15.03: MEETINGS AND QUORUM:

The DRC shall hold its regular at such date, time, and location as the City Council shall establish by resolution. The DRC shall take action by majority vote of those present and constituting a quorum. A quorum shall consist of three (3) members or members and alternates. An alternate shall serve when any member is absent.

23.15.04: MATTERS SUBJECT TO DESIGN REVIEW:

All applications for permits falling within the following categories shall be subject to design review, and such permits shall not be issued unless approved by the DRC or by the Planning Commission or by the Council:

A. An addition or alteration to an existing residential or commercial structure which.

1. Changes the appearance of the structure as viewed, from a public street or alley; or

2. Adds or expands a second story; or

3. Extends the length of any side of the primary residential structure or commercial structure by the greater of twenty five percent (25%) or ten feet (10’).

B. A new or replacement residential or commercial structure.

C. The construction, modification or addition of any accessory structure visible from public view which exceeds six hundred (600) square feet in total lot coverage. Also, the construction, modification or addition to a second story of an accessory structure.

D. The addition of a second story to a garage.

E. The complete or partial replacement of or addition to a roof on an existing residential or commercial structure requires approval of the Design Review Committee unless the replacement or addition is of the same or similar material, color and application as that which is being replaced or added. Further, roof replacements or additions which utilize materials, colors and applications pre-approved by the City Council do not require Design Review Committee approval. In reviewing roof materials and applications, in addition to the design review standards, the Design Review Committee shall consider all of the following when raised by the applicant;

1. Fire, wind and/or earthquake safety;

2. Structural integrity;

3. The extent the roof is exposed to public view or view by neighbors; and

4. The ability of the proposed roofing material to successfully dispose of rainwater for the particular house.

F. The construction of any fence, gate, pilasters, yard wall or retaining wall located adjacent to a street pursuant to subsection 23.13.04G3d of this chapter.

G. All new commercial signage which changes the size, style, color, and/or materials.

H. The construction of any paving or impervious coverage within the front yard which exceeds twenty five percent (25%) of the front yard area. Paved or impervious areas include, but are not limited to, driveways, walkways, patios, porches, landings and/or architectural accessories.