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7. In the case the Contractor believes it is not technically feasible to develop an ADA-compliant curb ramp per the standard Caltrans cases, the ramps shall be laid out and modified to fit field conditions with the Engineer and Construction Manager to achieve ADA compliant slopes.
In Addition to adhering to the American Public Works Association “Tree Protection & Preservation.” (TP-23) and Section 400-1.2.9 Excavation (TP-25), Contractor shall be responsible for conducting a tree inspection and survey with the City Arborist and inspector prior to any construction activity to ascertain if any trees need to be trimmed for truck access below 14 feet and to ensure any tree or tree root removal has been reviewed and approved. Any tree root removal will be under the direct supervision of the City Arborist.
Any trees damaged by the contractor or any subcontractors will be evaluated for restoration as well as monetary fines to the contractor. Any tree repairs and/or damage shall be reviewed and approved by the City Arborist. Add that language to the following section:
400-1.2.13 Repair and Replacement
1. General: Repair or replace trees, shrubs and other vegetation damaged by construction operations within 1 working day.
2. Trees: Remove and replace trees indicated to remain that are more than 25-percent dead or in unhealthy condition damaged by construction operations.
a. Provide new trees of the same size and species.
3. Soil Aeration: Aerate surface soil compacted during construction 10-ft. beyond dripline and no closer than 3-ft. from tree trunk.
Below are important items to note that were already added to the specifications from lessons learned from previous projects.
Contractor will be required to use non-tracking tack and use a water truck during all asphalt and slurry operations to prevent asphalt tracking to adjacent streets.
16. Tack Coat. The Contractor shall place trackless tack coat on all cold-milled surfaces to be paved, between HMA or ARHM lifts, and against all AC or PCC vertical surfaces against which new HMA or ARHM is to be placed. Tack coat shall be applied at a uniform rate of 0.05 to 0.10 gallons per square yard. (TP-15)
13. Watering of area to prevent tracking of material will be allowed if no water enters the storm drain system and the Contractor adheres to all local and state water quality regulations, and these Contract Documents. (TP-14) Concrete replacement will adhere to the City concrete color guides for all curbs, gutters and sidewalks. c. Color shall match existing and shall be “Half Fawn”, using an integral concrete colorant. Contractor shall submit a color sample to the City for approval prior to ordering materials. (TP-6) Any concrete curbs / gutters removed and replaced will require the replacement completed without standing water and water drainage with a running water test approved by the inspector.
4. Prior to demolition of any PCC driveway approach associated with a curb and gutter repair, the Contractor shall perform a field survey taking adequate measurements of the existing driveway approach including but not limited to measurement of the existing longitudinal and cross (transverse) slope and flowline slope, or sufficient spot elevations to determine these slopes. (TP-17)
3-12.3 Noise Control
1. A noise level limit of 65 dbA at a distance of 50 feet shall apply to all construction equipment on jobsite regardless of ownership. Use of excessively loud warning signals shall be avoided except in cases required for personnel protection.
300-2 Unclassified Excavation
a. Macadam Base: Macadam base pavement exists in localized areas within the project site. The project plans indicate where macadam base was encountered during preliminary pavement coring and the approximate thickness of macadam base. However, the location and thickness of existing macadam base may not be consistent throughout the project site. The work for removal and disposal of macadam base shall be included in the Contractor’s bid price for unclassified excavation and remove surfacing and base.
SCHEDULE & CLAIMS
Our Team has won several binding arbitrations on behalf of our clients for issues ranging from concurrent time delay claims, loss of production claims, differing site condition claims, rock claims, and defective concrete. We have served as an Expert Witness for underground claims and scheduling issues. Our construction support services team gives considerable attention to monitoring project schedules. We will coordinate, review and make recommendations for changes to the Critical Path Method (CPM) schedule generated by the contractor. As changes or discrepancies occur between the CPM schedule and as-built conditions, the project schedule and cost estimates will be updated. We will review the contractor's schedule on a weekly basis. We will track critical milestones, and if the contractor has missed or is tracking to miss a particular milestone, we will work closely with the contractor to formulate a recovery plan so as to minimize any potential impacts. Finally, we will maintain our own as-built schedule, typically on P3 or MS Project platform, reflecting actual durations and completion dates.
We have found this to be a very powerful tool in any potential schedule claims made by the contractor. Indeed, it saves our team from having to reconstruct actual timelines forensically (from inspection reports or inspector diaries).
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PRELIMINARY SCHEDULE
We have prepared a draft construction schedule below.
Activity ID Activity Name Original Duration Start Finish SMPR CI SMPR CITY OF SAN MARINO - STREET REHABILITATION PROGRAM 90 17-Jun-24 22-Oct-24 SMPR.3 SMPR.3 ADMINSTRATION A 90 17-Jun-24 22-Oct-24
SMPR.3.1 NTP CONTRACT MILESTONES 90 17-Jun-24 22-Oct-24 C1005 CONSTRUCTION NTP - PROPOSED CONTRACT DURATION 90 WORKING DAYS 90 17-Jun-24* 22-Oct-24 C1015 CONSTRUCTION START DATE NTP JUNE 17, 2024 0 17-Jun-24* SMPR.3.2 PREPARE/SUBMIT/REVIEW SUBMITTALS 0 17-Jun-24 17-Jun-24 A1035 CONSTRUCTION SCHEDULE 0 17-Jun-24*
A1036 NOTIFICATION TO RESIDENTS 0 17-Jun-24*
A1120 CONCRETE MIX DESIGNS 0 17-Jun-24*
A1130 AC MIX DESIGNS 0 17-Jun-24*
A1140 SIGNING, STRIPING AND CURB PAINTING 0 17-Jun-24*
SMPR.11 SMPR.11 CONSTRUCTION 82 17-Jun-24 10-Oct-24
A1410 MOBILIZATION 5 17-Jun-24* 21-Jun-24
SMPR.11.2 CONCRETE IMPROVEMENTS 1 28 24-Jun-24 01-Aug-24 A1420 REMOVE AND REPLACE CURB AND GUTTER 26 24-Jun-24* 30-Jul-24 A1430 REMOVE AND REPLACE CONCRETE DRIVEWAYS 9 24-Jun-24 05-Jul-24 A1450 REMOVE AND REPLACE CURB RAMPS AND CROSS GUTTER 28 24-Jun-24 01-Aug-24 SMPR.11.3 AC IMPROVEMENTS 1 24 02-Aug-24 05-Sep-24
SMPR.11.3.1 STREET SEGMENTS 2,3,9, 10 R 3 02-Aug-24 06-Aug-24 A1540 ORLANDO SEG 10 REMOVE AND INSTALL 2" ARHM 1 02-Aug-24 02-Aug-24 A1600 ORLANDO SEG 9 REMOVE AND INSTALL 2" ARHM 1 05-Aug-24 05-Aug-24 A1610 LOMBARDY SEG 2&3 REMOVE AND INSTALL 2.5" ARHM 1 06-Aug-24 06-Aug-24 SMPR.11.3.3 STREET SEGMENTS 7,8,22 R 9 07-Aug-24 19-Aug-24 A1620 ORLANDO RD SEG 7 & 8 REMOVE 4" INSTALL 4" 5 07-Aug-24 13-Aug-24 A1630 OXFORD SEG 22 RD REMOVE 3.5" INSTALL 3.5" 4 14-Aug-24 19-Aug-24 SMPR.11.3.2 STREET SEGMENTS 15,13,6 R 3 20-Aug-24 22-Aug-24 A1550 ASHBOURNE SEG 15 REMOVE 2 INSTALL 2" ARHM 1 20-Aug-24 20-Aug-24 A1560 OLD MILL RD SEG 6 REMOVE 4 " INSTALL 2" HMA 1 21-Aug-24 21-Aug-24 A1570 URMSTROM PL SEG 13 REMOVE 4" INSTALL 2" HMA 1 21-Aug-24 21-Aug-24 A1580 OLD MILL RD SEG 6 INSTALL 2" ARHM 1 22-Aug-24 22-Aug-24 A1590 URMSTROM PL SEG 13 INSTALL 2" ARHM 1 22-Aug-24 22-Aug-24 SMPR.11.3.4 STREET SEGMENTS 4 & 14 R 2 23-Aug-24 26-Aug-24 A1645 MESA RD SEG 4 REMOVE 2.5" INSTALL 2.5" ARHM 1 23-Aug-24 23-Aug-24 A1650 ST ALBANS SEG 14 REMOVE 4" INSTALL 2" HMA 2 23-Aug-24 26-Aug-24 SMPR.11.3.5 STREET SEGMENTS 16,17,23 R 2 27-Aug-24 28-Aug-24 A1660 CANTEBURY RD SEG 16 REMOVE 2" INSTALL 3" 2 27-Aug-24 28-Aug-24 A1670 CHAUCER RD SEG 17 REMOVE 3.5" INSTALL 3.5" 2 27-Aug-24 28-Aug-24 A1680 RALEIGH DR SEG 23 REMOVE 5" INSTALL 5" 2 27-Aug-24 28-Aug-24 SMPR.11.3.6 STREET SEGMENTS 1 R 2 29-Aug-24 30-Aug-24
A1690 DEL MAR AVE SEG 1 REMOVE 4.5" INSTALL 4.5" 2 29-Aug-24 30-Aug-24 SMPR.11.3.7 STREET SEGMENTS 11,12,24,25,26 R 3 03-Sep-24 05-Sep-24 A1700 ROANOKE RD SEG 11 REMOVE 5.5" INSTALL 5.5" 2 03-Sep-24 04-Sep-24 A1710 ROANOKE RD SEG 12 REMOVE 4" INSTALL 4" 2 03-Sep-24 04-Sep-24 A1720 SHERWOOD RD SEG 24,25,26 REMOVE 2.5" INSTALL 2.5" 1 05-Sep-24 05-Sep-24 SMPR.11.8 STRIPING AND PUNCHLIST 1 25 06-Sep-24 10-Oct-24 A1490 LAYOUT AND STRIPING, CURB MARKINGS 15 06-Sep-24 26-Sep-24 A1530 PUNCHLIST 10 27-Sep-24 10-Oct-24
Jul Aug Sep Oct Nov Dec
2024
22-Oct-24, SMPR CITY OF SAN MARINO - STREET REHABILITATION PROGRAM 22-Oct-24, SMPR.3 ADMINSTRATION
22-Oct-24, SMPR.3.1 NTP CONTRACT MILESTONES
CONSTRUCTION NTP - PROPOSED CONTRACT DURATION 90 WORKING DAYS CONSTRUCTION START DATE NTP JUNE 17, 2024, 17-Jun-24*
17-Jun-24, SMPR.3.2 PREPARE/SUBMIT/REVIEW SUBMITTALS
CONSTRUCTION SCHEDULE, 17-Jun-24*
NOTIFICATION TO RESIDENTS, 17-Jun-24*
CONCRETE MIX DESIGNS, 17-Jun-24*
AC MIX DESIGNS, 17-Jun-24*
SIGNING, STRIPING AND CURB PAINTING, 17-Jun-24*
10-Oct-24, SMPR.11 CONSTRUCTION
MOBILIZATION
01-Aug-24, SMPR.11.2 CONCRETE IMPROVEMENTS
REMOVE AND REPLACE CURB AND GUTTER
REMOVE AND REPLACE CONCRETE DRIVEWAYS
REMOVE AND REPLACE CURB RAMPS AND CROSS GUTTER
05-Sep-24, SMPR.11.3 AC IMPROVEMENTS
06-Aug-24, SMPR.11.3.1 STREET SEGMENTS 2,3,9, 10
ORLANDO SEG 10 REMOVE AND INSTALL 2" ARHM
ORLANDO SEG 9 REMOVE AND INSTALL 2" ARHM
LOMBARDY SEG 2&3 REMOVE AND INSTALL 2.5" ARHM
19-Aug-24, SMPR.11.3.3 STREET SEGMENTS 7,8,22
ORLANDO RD SEG 7 & 8 REMOVE 4" INSTALL 4"
OXFORD SEG 22 RD REMOVE 3.5" INSTALL 3.5"
22-Aug-24, SMPR.11.3.2 STREET SEGMENTS 15,13,6
ASHBOURNE SEG 15 REMOVE 2 INSTALL 2" ARHM
OLD MILL RD SEG 6 REMOVE 4 " INSTALL 2" HMA
URMSTROM PL SEG 13 REMOVE 4" INSTALL 2" HMA
OLD MILL RD SEG 6 INSTALL 2" ARHM
URMSTROM PL SEG 13 INSTALL 2" ARHM
26-Aug-24, SMPR.11.3.4 STREET SEGMENTS 4 & 14
MESA RD SEG 4 REMOVE 2.5" INSTALL 2.5" ARHM
ST ALBANS SEG 14 REMOVE 4" INSTALL 2" HMA
28-Aug-24, SMPR.11.3.5 STREET SEGMENTS 16,17,23
CANTEBURY RD SEG 16 REMOVE 2" INSTALL 3"
CHAUCER RD SEG 17 REMOVE 3.5" INSTALL 3.5"
RALEIGH DR SEG 23 REMOVE 5" INSTALL 5"
30-Aug-24, SMPR.11.3.6 STREET SEGMENTS 1
DEL MAR AVE SEG 1 REMOVE 4.5" INSTALL 4.5"
05-Sep-24, SMPR.11.3.7 STREET SEGMENTS 11,12,24,25,26
ROANOKE RD SEG 11 REMOVE 5.5" INSTALL 5.5"
ROANOKE RD SEG 12 REMOVE 4" INSTALL 4"
SHERWOOD RD SEG 24,25,26 REMOVE 2.5" INSTALL 2.5"
10-Oct-24, SMPR.11.8 STRIPING AND PUNCHLIST
LAYOUT AND STRIPING, CURB MARKINGS
PUNCHLIST
CITY OF SAN MARINO STREET REHABILITATION PROGRAM
PROJECT NO 22/23-9271
Actual Level of Effort
Actual Work
Remaining Work
Critical Remaining Work
Milestone
summary
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MANAGEMENT APPROACH
The team proposed on this project have over 25 years of experience in construction management and construction inspection. We have successfully utilized CM Agency delivery on a host of projects. Through this experience we have developed project management procedures that promote collaboration and teamwork, improve quality and maximize the value of the above project. Z&K’s past performance with Cities, Counties, and other agencies show our remarkable ability to control costs, guarantee great quality of work, and meet all project deadlines.
We understand the importance of Schedule Control and are known in the industry for assisting the contractor to cut the project schedule and to yield significant savings for our clients through reduction of overhead construction management and construction costs. The most significant saving is less inconvenience to the traveling public and less City exposure due to shortened construction duration. This will help extend excess project funds into other important projects.
Z&K Consultants, Inc. provides proven professional construction management techniques to ensure the safe construction of a quality project completed on time and within budget. Z&K accomplished this by establishing the systems, policies, and procedures necessary to ensure adequate project controls are in place. The Construction Manager must ensure all parties understand the basic responsibilities and interrelationships of all team member such as the Owner (both project management and operations), the Design Engineer, the Contractor, and the construction management team. Additionally, a good Construction Manager must have the knowledge and experience to effectively understand the interrelationships between the key management components of time, information, cost, and quality. Decision making, including obtaining sufficient information to make reasoned decisions, is the key element leading to a successful project. the project. The Z&K approach is founded on a thorough understanding of each of the management components critical to the project.
TIME MANAGEMENT | Time management uses scheduling to accurately manage and track the restrictive elements of time and resources throughout the project. The key to a successfully implemented and managed schedule is the development of an accurate, detailed, and realistic baseline schedule. Z&K will review the Contractor’s baseline schedule to ensure it is accurate and reasonable. Activity durations and logic ties will be examined for accuracy and constructability.
The schedule logic and activity durations will also be analyzed to ensure the Contractor does not use float suppression techniques. Schedule float is a valuable resource for the Owner and the Contractor.
Schedule implementation and administration is the next step in proper time management. The Contractor’s actual progress will be documented daily. The Z&K Team will review the progress with the Contractor at the weekly meetings. The Contractor’s three-week-look-ahead schedule will be compared with the work plan on the record schedule to ensure the Contractor continues to use the record schedule as a management tool. We will check the record schedule for activities with start dates that did not begin during the review period. This proactive approach flags potential delay issues for further discussion.
COST MANAGEMENT | Z&K will take the lead to ensure a cost management system is properly implemented and maintained. Z&K’s cost management role will be in two parts. The first is to track the value of the completed work to ensure accurate and detailed monthly progress billing by the contractor. Secondly, Z&K will proactively manage the change order process. The monthly progress billing may be tied to the construction schedule. A cost loaded critical path method (CPM) schedule is a valuable management tool. Each month, the Construction Inspector will review and approve the updated cost loaded CPM. Work activities and material deliveries will be assigned the correct completion percentage by the Contractor.
This will be reviewed by the Construction Inspector and discrepancies will be addressed.
If necessary, the Contractor will revise and resubmit the schedule of values. This process ensures the Owner is accurately billed for the completed work monthly. Changes in work and unforeseen conditions will be closely monitored. Any costs for changes will be managed by the Z&K construction management team. An ongoing log of potential change issues will be maintained. These issues will be discussed and updated at each weekly meeting.
FUNDING MANAGEMENT | Z&K will ensure that the City has all necessary information to comply with the funding requirements. Our team is experienced in complying with funding reporting and filing requirements. We pay close attention to these requirements and deadlines so that project funding remains unaffected and so that file audits are conducted quickly and efficiently. Our team is also experienced in ensuring that project documents show compliance with DBE reporting requirements, DBE goals, and/or good faith effort documented. Proper Project documentation is key in any audits.
QUALITY MANAGEMENT | Quality management is an inherent CM responsibility. Z&K is knowledgeable and capable in all aspects of quality management. Quality assurance is the application of systematic methods to verify the effective implementation of quality control procedures. Z&K will manage the quality of the project by taking the quality assurance lead role and implementing the Z&K quality assurance program, which allocates quality control responsibilities to the various project participants to ensure the constructed product conforms to the contract plans and specifications. This includes a detailed inspection plan, inspection procedures, and documentation procedures for all inspection and test reports. Z&K will review the Contractor’s quality control procedures to ensure adequacy. Quality control issues will be discussed at each weekly meeting. An ongoing deficiencies/corrective items list will be maintained, reviewed, and updated weekly.
Quality assurance includes quality of the constructed work as well as the quality of the Contractor’s document processes (such as the Contractor’s submittals and RFIs). In Z&K’s experience, lack of quality in the paperwork with items such as poor submittals and unanswered RFIs may lead to lack of quality in the constructed product. Deficiencies in submittal quality control by the Contractor often leads to incorrect or inferior equipment and materials being installed. Z&K will be proactive with the Contractor to ensure the quality of their submittals. Likewise, lax procedures for the processing of RFIs may lead to misunderstandings and delays.
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Z&K will take a proactive approach with the Contractor and the Design Engineer to ensure the quality of the RFI process is maintained. Finally, Z&K regularly performs internal audits of its field operations to ensure the proper implementation of procedures for Z&K’s quality assurance program.
INFORMATION MANAGEMENT | Proper information flow is crucial to the success of a project. A construction project generates a large amount of information, which must be distributed to all parties on a timely basis. The source of this information will cover the full spectrum including contracts, meeting minutes, drawings and specifications, submittals, requests for information (RFIs), pay requests, invoices, inspection reports, and so forth. Z&K, as CM, will act as the hub for the management of all information flow. Z&K has extensive experience providing document management solutions for its clients. Z&K’s approach to information management also includes building a communication framework to continually foster partnering and teamwork relationships for all the project stakeholders. Z&K builds this framework from the start of the project with an all-inclusive kick-off meeting where the lines of communication and project responsibilities will be clearly explained to all the project stakeholders.
The emphasis on project communication continues throughout the project with the weekly construction meetings. At each weekly meeting, all ongoing issues will be reviewed and discussed. All project stakeholders will be invited to the meetings.
An agenda of meeting topics will be distributed in advance and include items such as safety, old business, updated progress of the work, RFIs, submittals, testing and inspection reports, non-conformance notices, environmental monitoring, change orders, three-week-look-ahead schedule, pay requests, and so forth. Unresolved issues will be carried over to the next week’s meeting until a final resolution is obtained.
CODES & PROCEDURES MANAGEMENT | Z&K has a strong knowledge of the City, County, State, and Federal codes and procedures that are required to deliver a successful project. Z&K will ensure that all codes and procedures are properly followed for the City’s Project.
Some of the requirements are as follows:
o Project Construction Documents
o City Standards and Design Manuals
o California Building Code
o California Plumbing Code
o California Mechanical Code
o California Electrical Code
o California Building Energy Efficiency Standards
o Title 24, Part 2, 2.5, 3, 4, 5, 6, 11
o California Fire Code
o California Residential Code
o California Green Building Code
o California Disabled Regulations
o City Codes & Ordinances
o City Grading Code & Manual
o APWA “Greenbook” Standard Specifications for
Public Works Construction
o Caltrans Standards, Specifications, and
Procedures
o Caltrans Construction Manual
o Caltrans Safety Manual
o OSHA Construction Safety
Orders
o 10/30-hr OSHA Training
Certification
o Local Assistance Procedures
Manual (LAPM)
o State and Federal Building Codes (Site
Accessibility)
o County Procedures and Guidelines
o Work Area Traffic Control Handbook (WATCH)
Manual
o Manual of Uniform Traffic Control Devices
(MUTCD)
o Project Safety Plan (PSP)
o Site Health and Safety Plan
o Activity Hazard Analysis (AHA)
SCOPE OF SERVICES
Our Team’s relevant experience allows them to provide overall administration of the construction process based on their unique ability to fully understand the construction process, work proactively to identify problems early, and to mitigate each risk before it affects the project performance goals. Z&K has thoroughly reviewed the RFP; we confirmed our team will provide all scope of work tasks as outlined in the RFP scope of services. The Z&K Team will provide excellent Construction Inspection, services for the City of San Marino’s Street Rehabilitation Program. Z&K acknowledges our ability to meet the contract requirements for the work listed under the scope of services, along with any additional services that the City should require. The Z&K Team, at a minimum, will perform the following:
PRE-CONSTRUCTION PHASE
Preconstruction Conference | Z&K will schedule, coordinate, and conduct a pre-construction conference with the City, affected agencies, and the Contractor, as well as the design engineer, utilities and other agencies. An agenda will be prepared in advance to notify attendees of key items for discussion. At the pre-construction conference, we will discuss special contract and/or concerns, and establish the protocol to be used throughout the project. The meeting will highlight the contractor’s responsibility for items such as order of work, permit and environmental agreements, safety and access, progress pay requests, labor compliance, submittals, RFIs, CCOs, quality control, materials certification, schedule updates, and weekly meetings. Z&K will review the baseline schedule and verify that it meets all the required information prior to issuing the Notice to Proceed to the Contractor. Z&K will prepare and promptly distribute meeting minutes to all attendees.
Z&K has carefully selected this "A-Team" of and committed our most qualified staff for the duration of the contract to deliver a successful project. All assigned Z&K Inspectors and Construction Managers are committed to provide their services at all times required by the contract. Our proposed personnel have successfully provided construction management and inspection for a variety of projects. The Z&K Inspectors are on site daily to observe construction operations and materials and compare them with the project plans and specifications.
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CONSTRUCTION PHASE
Construction Inspection Services | Z&K Inspectors have experience providing inspection services for numerous capital improvement projects, including storm drain and pipeline relocations, street improvements, traffic signal improvements, roadway widenings, striping, traffic control, and utility protection, and are well aware of how important project quality control is to the overall success of a project. Throughout each project, the inspectors will review contract documents, plans, and permits. Inspectors will monitor and enforce construction noticing requirements. The Z&K Inspectors will use their expertise to provide field conflict resolutions. The Inspectors’ primary duties will be to inspect and verify all work in place meets the requirements of the contract plans and specifications, traffic control plans, shop drawings, change orders, and O&M manuals as well as maintenance of project documentation. In addition to the construction activities, the project team must also review and enforce the requirements stipulated in the permits issued by regulatory and environmental agencies. Our team has extensive experience with working with the State Department of Fish and Wildlife, Department of Water Resources, and other state and federal agencies that may have input on the project.
Z&K Inspectors have the knowledge, skill, and experience to inspect all the anticipated construction operations that this contract may require. Inspectors will verify that all work in place meets the requirements of the contract plans and specifications, traffic control plans, shop drawings, change orders, and O&M manuals as well as maintenance of project documentation. Z&K will verify that all work conforms with the requirements and identify any issues of non-compliance with the applicable codes. Inspectors will meet with the project design team and City staff to work out any issues and resolve them quickly and efficiently. Z&K proposed staff will complete daily reports, including equipment, crews/personnel, and photos (before, during and after construction). The Construction Manager will review the inspectors’ daily reports and provide copies to the City upon project completion.
Z&K will review the contractor’s work for compliance with contract and environmental documents. Z&K will perform labor compliance tasks as needed, including verifying certified payroll reports, DBE utilization, subcontractor utilization, and labor interviews. Z&K will review the contractor’s submittals for compliance with contract documents. Z&K will review the contractor’s RFIs and either provide information from contract documents or route the request to the Engineer for resolution.
Z&K will review the contractor’s pay requests and recommendations to the City as to the acceptability of the requests.
Schedule Control | The Z&K Team will review and monitor the Contractor’s schedule and evaluate work in progress each week. All findings that may require enforcement or corrective actions will be reported to the City for consideration. These weekly work in progress status updates will be reflected in the master project schedule. Z&K will regularly update this schedule to reflect construction progress and provide updates on anticipated closure, detours, etc. The Team will also provide updates to the City on any other pertinent project information affecting the construction schedule. This update will show current conditions and revisions required by actual progress.
Daily Documentation | The Z&K proposed staff will complete and maintain field file bound workbooks including daily, weekly, and monthly reports logging any working day reports, change order documentation, equipment on site, crews/personnel, and photographs (before, during and after construction). A monthly Construction Manager progress report will include an overview of work accomplished during the previous month, an overview of work to be accomplished the following month, an updated schedule (based on the Contractor’s schedule of values), a list of problem areas, if any, and proposed corrective actions, and a bar graph comparing the monthly and cumulative invoiced amounts with the total authorized CM budget. These reports will be submitted via email and/or hardcopy.
Utility Coordination | The Z&K Team will provide ongoing coordination with public utilities to resolve any questions or conflicts, and to avoid any potential delays or additional costs to the project. Any conflicts with utilities will be reported to the utility company and Z&K will work to coordinate the relocation or removal of the utility. The resolution will be reported to the City. Our team will ensure that the Contractor is aware of all existing underground utilities by ensuring that Dig Alert tickets are current and up to date prior to excavation. We will keep track of hazardous and non-hazardous and conflicting utilities during our progress meetings. Additionally, we will communicate with utilities early since various utilities may need to be adjusted by the Owner and require utility coordination.
Communication | Z&K will establish coordination and a line of communication to be used among participants throughout the project. Our Construction Manager, Zack Faqih, PE will serve as the City’s representative in charge of project communication and coordination with Z&K, City staff, the design engineer, and the contractor throughout the construction phase. Z&K will document all necessary communications throughout the project and will ensure that all questions and inquiries are fulfilled in a timely manner. The emphasis on project communication continues throughout the project with the weekly construction meetings. At each weekly meeting, all ongoing issues will be reviewed and discussed. All project stakeholders will be invited to the weekly meeting. An agenda of meeting topics will be distributed in advance and include items such as safety, old business, updated progress of the work, request for information (RFIs), submittals, testing and inspection reports, non-conformance notices, contract issues, procedures, environmental monitoring, change orders (COs), look-ahead schedule for upcoming work, pay requests, and so forth. Unresolved issues will be carried over to the next week’s meeting until a final resolution is obtained. Z&K will prepare and promptly distribute meeting minutes.
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Constructability Review | The Z&K Team is aware that prompt constructability reviews and implementation of value engineering methods allow for cost and schedule savings. Upon notice-to-proceed (NTP), the Z&K Team will conduct a thorough constructability review that will focus on anticipating issues in the field and resolve them through fast and flexible problem solving. This approach will result in timely completion of the work, claims avoidance, and the reduction of public inconvenience. The Z&K Team will maintain a master project schedule to include all completed and scheduled work. Z&K will provide updates on anticipated closure, detours, etc. The Team will also provide updates to the City on construction progress and any other pertinent project information.
Public Outreach | Z&K will assist the City in providing concierge-level services to impacted residents as it relates to their access into and out of their property, noise, dust, and general disruption to the neighborhood. Z&K will form and maintain good relations with residents and businesses in surrounding neighborhood by providing community outreach and a contact person to manage public relations for the duration of the project. At a minimum, the Z&K team will establish and manage a construction 24-hour hotline (toll free number), website, and email address for project stakeholders, property owners, interested parties, and the public to call with construction issues and concerns. All calls and public complaints will be documented and investigated, and a monthly report will be provided to the City.
Permitting Requirements | Throughout the project, the inspectors will review all required federal and state forms, permitting requirements, agency requirements, local regulations, and any other contract documents or plans to ensure the project’s compliance. Inspectors will monitor and enforce construction noticing requirements. The Inspectors’ primary duties will be to inspect and verify all work in place meets the requirements of the contract plans and specifications, traffic control plans, shop drawings, change orders, and O&M manuals as well as maintenance of project documentation. In addition to the construction activities, the project team must also review and enforce the requirements stipulated in the permits issued by any regulatory and environmental agencies involved in the project. Our team has extensive experience with working with the State Department of Fish and Wildlife, Department of Water Resources, and other state and federal agencies that may have input on the project.
Critical Path Method Schedule | The Team will review the Contractor’s critical path method schedule to monitor the project progress, define the critical path tasks, and provide, on a monthly basis, an update of accomplishments and projected project schedule goals for the following month. We will check the schedule for activities with start dates that did not begin during the review period. This proactive approach flags potential delay issues for further discussion. The Z&K Team has extensive experience in dealing with changes from unforeseen conditions, owner-initiated changes, and other types of delays. The Contractor will be required to submit a time impact analysis for any issue with the potential to delay the overall progress of the work. Z&K will mitigate the delay as the first course of action Weekly Progress Meetings | Z&K will schedule, coordinate, and conduct weekly construction meetings with City representatives, contractors, and other agencies related to the project. At each weekly meeting, all ongoing issues will be reviewed and discussed. All project stakeholders will be invited to the weekly meeting. An agenda of meeting topics will be distributed in advance and include items such as safety, old business, updated progress of the work, request for information (RFIs), submittals, testing and inspection reports, non-conformance notices, contract issues, procedures, environmental monitoring, change orders (COs), look-ahead schedule for upcoming work, pay requests, and so forth. Unresolved issues will be carried over to the next week’s meeting until a final resolution is obtained. Z&K will prepare and promptly distribute meeting minutes to all attendees.
Safety Compliance | Z&K Consultants take extreme pride for being a very safety conscious organization implementing a safe environment both in our offices and on our project sites. We monitor the Contractor and their subcontractors for safety compliance for meeting local, state, and federal safety requirements. We also ensure the trades and the Contractor are always safety conscious in everything they do in the Project. Z&K will review the Contractor’s compliance with workplace safety and health standards and notify the City of non-compliance. The Z&K Team is knowledgeable with the Caltrans Safety Manual and the Cal/OSHA Construction Safety Orders. The Inspectors will attend the Contractor’s Safety Meetings and promote safety throughout the life of our contract. Z&K will review, monitor, document and enforce contractor safety procedures for compliance with all safety laws and regulations. If any safety violations occur, Z&K will take immediate action to correct the issue and report any incidents to the City. All Z&K staff will observe construction safety, public safety and convenience. Z&K Inspection staff is knowledgeable with the Caltrans Safety Manual and the OSHA Construction Safety Orders.
Progress Payments | The Z&K staff bring a detailed understanding of the City processes for administering Contractor progress payments per the City’s standards & procedures. We will work closely under the direction of the City and with the contractor to verify that the contractor’s payments are processed, provide recommendations, and ensure they are executed promptly by the contract documents and City’s procedures. Z&K will reconcile the work done with the pay requests. Z&K will work with the Contractor on required corrections to the pay requests and ensure that they are in the format and forms required by the City. The pay requests will be submitted to the City with a statement that they have been reviewed. Z&K will keep accounts of all pay requests including amounts retained, dates submitted, dates paid, actual payments, changes in contract amounts, and any other pertinent information.
PAGE 146 of 175
Document Control | Quality assurance includes quality of the constructed work as well as the quality of the Contractor’s document processes (such as the Contractor’s submittals and RFIs). In Z&K’s experience, lack of quality in the paperwork with items such as poor submittals and unanswered RFIs may lead to lack of quality in the constructed product. Deficiencies in submittal quality control by the Contractor often leads to incorrect or inferior equipment and materials being installed. Z&K will be proactive with the Contractor to ensure the quality of their submittals. Likewise, lax procedures for the processing of RFIs may lead to misunderstandings and delays. The Z&K CM will take a proactive approach with the Contractor and the Design Engineer to ensure the quality of the RFI process is maintained. Finally, Z&K regularly performs internal audits of its field operations to ensure the proper implementation of procedures for Z&K’s quality assurance program.
Z&K will ensure that the City complies with federal and state reporting requirements. Our team is experienced in complying with both state and federal grant reporting and filing requirements. We pay close attention to these requirements and deadlines so that project funding remains unaffected and so that file audits are conducted quickly and efficiently. Our team is also experienced in ensuring that project documents show compliance with DBE reporting requirements, DBE goals, and/or good faith effort documented. Z&K is extremely familiar with Federal-Aid implementation and the Caltrans’ Local Assistance Procedures. Proper Project documentation is key in audits conducted by the Federal Highway Administration (FHWA) and Caltrans.
Our Inspectors know that a complete record of the project must include a full set of all contract drawings, addenda, specifications, change orders, logs, submittals, and RFI’s. Filing will include correspondence with all stakeholders and permit agencies, reports (daily, weekly, monthly) showing all day-to-day operations, the contractor's workforce, and equipment. In addition to the materials on hand, materials testing reports and sampling, copies of all permits, SWPPP plan, all reports, updates, and all other contract documents related to the construction of the project will be documented. Our internal QA/QC process is simple and does not require additional time demands of the City. Routinely, our Construction Manager or Inspectors will conduct independent reviews of the project records for their adherence to the required policies and procedures. Z&K will coordinate preparation of the as-built plans with the Design Engineer.
CLOSE-OUT PHASE
Our Construction Manager will take a proactive approach at processing close-out documentation by preparing a final punch list of items, which typically include guarantees/warranties, subcontractor liens, retention, and final acceptance/certificates of completion, orderly transfer of key records and documents, resolution of outstanding issues, final payment preparation and processing along with final acceptance or record drawings. Z&K will verify the completion of the final punch list when the contractor has certified and demonstrated the work is substantially complete. Upon completion of the project and all items on the final punch-list (including all warranties, guarantees, and operation and maintenance manuals, in addition to subcontractor liens, retention, and final acceptance/certificates of completion), Z&K will provide the City with both hard and electronic copies of project documentation. Z&K will conduct a final inspection and walk-through including City staff, Contractor, maintenance/service personnel, and project architect/design consultant.
Upon completion of the project and following the final inspection and walkthrough, Z&K will provide the City with both hard and electronic copies of project documentation, including a report stating that the installation of all improvements required by the project have been completed in accordance with the plans and specifications. Z&K will calculate the amount of final payment due to the prime Contractor and prepare the proposed final estimate. Z&K will also review and process the release of retention. Z&K will obtain evidence of certification of the release of all liens and stop notices. Z&K will obtain certification of delivery of record drawings to the City and design engineer. Z&K will advise the City when the Notice of Completion (NOC) should be filed.
Z&K will also provide the City with necessary data needed for acceptance of the project, such as release of retention, certification of release of all liens and stop notices, certification of delivery of record drawings.
Z&K will conduct a final inspection and walk-through including City staff, Contractor, maintenance/service personnel, and project architect/design consultant, and applicable agencies. Z&K will calculate the amount of final payment due to the prime Contractor and prepare the proposed final estimate. Z&K will also review and process the release of retention. Z&K will obtain evidence of certification of the release of all liens and stop notices. Z&K will obtain certification of delivery of record drawings to the City and design engineer. Z&K will advise the City when the Notice of Completion (NOC) should be filed.
Z&K will prepare the final punch list when the contractor has certified and demonstrated the work is substantially complete
PAGE 147 of 175
17 of 14
Exhibit B
Fee Schedule
See next page
PAGE 148 of 175
Z&K Consultants, Inc. | www.zandkconsultants.com | 951.310.7470
NOT-TO-EXCEED FEE SCHEDULE
The fee proposal is based on a not-to-exceed fee for a construction period of 90 Working Days. This is based on the following assumptions:
• Senior Construction Manager - 15 hours a week (3 hours a day) • Senior Construction Inspector - 40 hours a week (8 hours a day) • Project Manager – 12.5 hours a week (2.5 hours a day) • Labor Compliance Officer – 3 hours a week (0.6 hours a day) Z&K Consultants, Inc. is flexible to redistribute or revise these hours per the City’s preference.
Our proposed and fully committed team is fully capable and exceptionally qualified. They have held many leadership roles and supervisory management positions in many local agencies including the private and public sectors. All can multi-task, are multi-disciplined, and have a full understanding of all aspects of the proposed project requirements.
PRICING PROPOSAL: REQUEST FOR QUALIFICATIONS/REQUEST FOR PROPOSALS FOR
PROJECT MANAGEMENT/CONSTRUCTION INSPECTION SERVICES FOR THE STREET REHABILITATION PROGRAM Task/ Classification
Senior
Construction
Manager
(Hrs)
Senior
Construction
Inspector
(Hrs)
Project Manager
(Hrs)
Labor
Compliance
Officer
(Hrs)
Material
Testing
Services
(Converse)
Total Cost
Hourly Rate $165.00 $156.00 $144.00 $132.00 -
Pre-Construction Phase 16 16 24 4 - $9,120.00
Construction Phase 270 720 225 - $28,770 $218,040.00
Close-out Phase 16 24 24 4 - $10,368.00
Labor Compliance - - - 54 - $7,128.00
TOTAL HOURS 302 760 273 62 - -
TOTAL COST $49,830.00 $118,560.00 $39,312.00 $8,184.00 $28,770.00 $244,656.00 PAGE 149 of 175
ST
SHEET 5
SHEET 7
SHEET 6
SHEET 7
SHEET 5
SHEET 7
K.L CARVER
SCHOOL
SAN
MARINO
HIGH
SCHOOL
THE HUNTINGTON LIBRARY, ART
COLLECTIONS AND BOTANICAL
GARDENS
LACY PARK
VALENTINE
ELEMENTARY
SCHOOL HUNTINGTON
MIDDLE
SCHOOL
CROWELL PUBLIC
LIBRARY
CITY HALL
LOS ROBLES AVE LOS ROBLES AVE
OAK KNOLL AVE
GRANADA AVE
ST. ALBANS RD
SAN GABRIEL BL DEL MAR AVE
LORAIN RD
ROSE AVE
SAN MARINO AVE
CALIFORNIA BLVD SIERRA MADRE BLVD
LOMBARDY RD
HUNTINGTON DR
HUNTINGTON DR
HUNTINGTON DR
SAN MARINO AVE
CAMERON DR
CHESTER
AVE
EUSTON RD
VIRGINIA RD
OA K GROV E A V E MILL LN
VIRGINIA RD
CAMBRIDGE RD
OLD MILL RD
MONTEREY RD
CHELSEA RD WILSON AVE
EL MOLINO AVE
LONGDEN DR
LORAIN RD SANTA ANITA AVE
PALOMAR RD
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
PAGE 150 of 175
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
“ ”
“ ”
PAGE 151 of 175
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
PAGE 152 of 175
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
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OXFORD RD
ORLANDO RD
OAKWOOD DR
LOMBARDY RD
OAK GROVE AV
OAK GROVE AVE SHENANDOAH RD
AVONDALE RD
ROBLES AVE
SAN MARINO AVE SAN MARINO A
THE HUNTINGTON LIBRARY, ART COLLECTIONS AND
BOTANICAL GARDENS
HOLLADAY RD
ORLANDO RD CAMERON DR
STRATFORD RD
NDO
PL
OA SIERRA BONITA AVE
C
H
E S T E R
A V E
C H A U C E R R D ALLEN RD
EUSTON RD
SA N
MA R
I
NO
AV E
CITY OF
PASADENA
CITY OF SAN
MARINO
MILL LN
OAK GROVE AVE SHENANDOAH RD MESA RD
MONTEREY RD
OLD MILL RD
WOODS
MIL
CA NYON RD
C I RCLE
DR
VIRGINIA RD
PARK
P
L
ROSAL I ND RD
LACY PARK ST . A LBANS
RD
VIRGINIA RD
OA K
GROV
E
A
V
E
MONTEREY RD
OLD MI LL
RD
CITY OF SAN
MARINO
ORLANDO ROAD ALLEN AVENUE
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
CITY OF
PASADENA
PAGE 154 of 175
MONTECITO DR
GAINSBOROUGH DR
CUMBERLAND RD
SHAKESPEARE DR
WALLINGFORD RD
FAIRFIELD PL ALEGRIA PL SANTA ANITA AVE DEVONPORT RD
SIERRA MADRE BL
ROBLES AVE
CANTERBURY RD SIERRA MADRE BLVD WINSTON AVE
ROBLES AVE
CANTERBURY RD
LOMBARDY RD
SAN MARINO
LOMBARDY
P
L
ALLE DR
RA LE I GH DR
HUNTLEY CIR
WETHERBY RD
CHAUCER
RD
C HE S T ER
A V
E
SAN MARINO
HIGH SCHOOL
PA L OMA R RD
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
PAGE 155 of 175
CHELSEA RD
SUSSEX RD ROANOKE RD
AFTON RD
ROXBURY RD
OAK KNOLL AVE
ROANOKE RD
ADAIR ST
SHERWOOD RD
LORAIN RD
GRANADA AVE
ST. ALBANS RD
WINDSOR RD WARWICK RD
HUNTINGTON DR
CHELSEA RD OLD MILL RD
GRANADA AVE
HUNTINGTON DR
LORAIN RD
LONGDEN DR ROBIN RD SYCAMORE DR DEL MAR AVE KENILWORTH AVE
CARLARIS RD
FLEUR DR
EUCLID AVE MARINO TER
LOS ROBLES AVE
MISSION ST
MONTROBLES PL
DORESTA RD
ARDMORE RD
MONTEREY RD
VERONDA PL
LA MIRADA AVE PLYMOUTH RD WINTHROP RD
WILSON AVE
ASHBOURNE LOS ROBLES AVE
BANNING WY
EL MOLINO AVE
VALENTINE PL
PASQUALITO DR
URMSTRON PL
CALLITA
PL
RAM I RO RD
OLD MILL RD
DR
SOUTHWESTERN
OLD MILL RD
GARFIELD AVE
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024
CITY OF SAN
GABRIEL
CITY OF SAN
MARINO
CITY OF SAN
MARINO
CITY OF SAN
GABRIEL
CITY OF
ALHAMBRA
CITY OF SAN
MARINO
CITY OF
PASADENA
CITY OF
SOUTH
PASADENA
PAGE 156 of 175
DEL MAR AVENUE
LORAIN ROAD SHERWOOD ROAD
ADAIR STREET MELVILLE DRIVE
DEL MAR AVENUE MELVILLE DRIVE
ROANOKE ROAD
HUNTINGTON DRIVE
ALLEY
17050 Bushard St., Suite 200
Fountain Valley, CA 92708
(714) 848-8897
DATE:
ISSUED
FOR BIDS 06/21/2024 MATCHLINE SEE BELOW MATCHLINE SEE ABOVE PAGE 157 of 175
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Philippe Eskandar, City Manager
DATE: July 26, 2024
SUBJECT: RECOMMENDATION FOR CITY COUNCIL CONCURRENCE
ON THE CITY MANAGER'S SELECTION FOR FINANCE
DIRECTOR AND APPOINTMENT AS INTERIM TREASURER
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
Sections 02.03.04, 02.03.07, and 02.04.02 of the San Marino Municipal Code (SMMC) authorize the City Manager to appoint and remove department heads from office, with the concurrence of the City Council. Specifically, SMMC §
02.04.02(B) states, “All department heads shall be ‘at will employees,’ serving at the pleasure of the City Manager. The hiring or discharge of department heads shall be subject to concurrence by the Council…” On November 8, 2017, the City Council confirmed its desire to continue this practice.
Additionally, SMMC § 02.04.06 authorizes the City Council to appoint an individual to serve as the City Treasurer. The City’s current Treasurer, Annie Han, whose term runs through October 31, 2025, has informed the City that she intends to resign from her post effective August 5th in order to allow her more time to support her family in the coming months. As such, it is necessary for the City Council to appoint an Interim Treasurer while staff conduct a recruitment to appoint a permanent Treasurer to complete the remainder of the term.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 158 of 175
DISCUSSION
The City’s former Finance Director left the City in December 2023 for a similar role with the City of El Segundo. At that time, the Human Resources Department was actively recruiting for an Analyst, and as such the Department comprised of only one staff member, the Director. With the wide range of responsibilities within the Human Resources Director’s purview including citywide risk management, and the many other ongoing recruitments being conducted, the assistance of an outside recruitment firm for the Finance Director position was necessary to maintain current operational efficiencies.
Retaining a recruiting firm would allow the City the best opportunity to obtain the most appropriate and qualified candidates for San Marino’s needs. As such, the City Manager solicited proposals from recruiting firms to carry out this recruitment. Following several proposals, Bob Murray & Associates was retained to conduct the executive recruitment.
A nationwide search was conducted that yielded a total of 30 applicants for the position. Following several rounds of interviews, one candidate rose to the top and stood out amongst them as an ideal fit for the City of San Marino, Ms.
Hillary Guirola-Leon.
Ms. Guirola-Leon will be coming to the City from the City of Sierra Madre where she has been since 2017 and rose through the ranks to her current position of Finance Director which she has held for the past 4 years. Prior to her work in Sierra Madre, Hillary served as an auditor with a private firm working with various public and private clients. Additionally, Ms. Guirola-Leon is a Certified Public Accountant and a Certified Fraud Examiner.
Ms. Guirola-Leon has completed and passed all the necessary background checks and with the City Council’s concurrence, will begin with the City as of August 5th.
Additionally, due to the impending mid-term departure of Treasurer Han, staff are recommending that Ms. Guirola-Leon also be appointed to the role of Interim Treasurer while staff conduct a recruitment to appoint a permanent Treasurer to complete the remainder of the term. This will allow the responsibilities of the Treasurer to continue without interruption as the recruitment process moves forward.
PAGE 159 of 175
FISCAL IMPACT & PROCUREMENT REVIEW
No additional appropriations are necessary for these recommendations. The position of Finance Director is already budgeted for in the FY 2024-25 budget.
LEGAL REVIEW
The City Attorney’s Office has reviewed this report and approved it as to form.
RECOMMENDATION
If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move that the City Council: (1) concur with the City Manager’s hiring of Hillary Guirola-Leon as Finance Director; and (2) appoint Hillary Guirola-Leon as the City’s Interim Treasurer.”
ATTACHMENTS
None.
PAGE 160 of 175
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Lizette Guerrero, Human Resources Director
Cathi Johnson, Community Services Director
DATE: July 26, 2024
SUBJECT: ADOPTION OF RESOLUTION NO. R-24-24 AMENDING THE
JOB CLASSIFICATION FOR THE POSITION OF CLERK
TYPIST II
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
The budget for the 2024-2025 fiscal year includes allocations for approved positions across multiple departments within the City. These positions are essential for fulfilling the operational and strategic objectives of the organization.
The City continues to explore various methods to improve operational efficiency, including updating job classifications. The Community Services Department staff has reviewed the respective job classification for the Clerk Typist II position and is recommending updating the job classification. It is common practice in organizations to update job classification to ensure that they accurately reflect modern operations and improved workflow efficiencies, therefore resulting in subsequent updating of tasks, duties, responsibilities, and qualifications required for specific roles.
These changes to the job specifications will not result in the addition of any new positions to the City’s authorized full time position count.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
PAGE 161 of 175
DISCUSSION
Director Guerrero has met and conferred with the San Marino City Employees’ Association concerning the job classification for the position of Clerk Typist II.
This process has resulted in the amended language.
Clerk Typist II
The Clerk Typist II job classification has been amended to reflect modern day tasks, duties, and responsibilities, as well as commensurate qualifications required to perform in this important role, including general administrative support to the department and/or assigned work division. This will allow the department to improve both internal and external customer service, operate more efficiently, streamline internal processes and procedures, clarify workflows amongst staff, and ultimately utilize these two full-time positions more effectively. Currently, the Clerk Typist II position provides invaluable general administrative assistance to the department which supports two Council Advisory Bodies and a Library Foundation, 21 stakeholder-partner groups, and serves over 350K patrons per year through recreation and library programs, services, events, facilities and park operations.
Section 02.05.01 of the City’s Municipal Code provides that the City Manager shall prepare position classifications for City employees, and for the City Council to approve the addition or changes of classifications/specifications via resolution. Resolution No. R-24-24 amends the Job Classification for the position of Clerk Typist II.
FISCAL IMPACT & PROCUREMENT REVIEW
There are no salary adjustments being proposed as a part of this job classification amendment and no changes to staffing levels. As such, there is no fiscal impact beyond the staff time necessary to implement these changes.
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
PAGE 162 of 175
RECOMMENDATION
Staff recommends the City Council adopt Resolution No. R-24-24. If Council concurs, an appropriate motion would be:
“I move to adopt Resolution No. R-24-24, amending the job classification for the position of Police Clerk Typist II.”
ATTACHMENTS
1. Resolution No. R-24-24
2. Exhibit A, Resolution No. R-24-24
3. Red-lined Clerk Typist II Job Classification
PAGE 163 of 175
RESOLUTION NO. R-24-24
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SAN MARINO, AMENDING THE JOB CLASSIFICATION FOR
THE POSITION OF CLERK TYPIST II
WHEREAS, San Marino Municipal Code section 02.05.01 provides that the City Manager shall prepare position classifications for City employees, subject to City Council approval; and WHEREAS, the City Manager has determined that the job description for the position of Clerk Typist II needs to be amended; and
WHEREAS, Resolution No. R-24-14 sets forth the salary for City employees, including the position of Clerk Typist II; and
WHEREAS, the Human Resources Director has met and conferred with the San Marino City Employees’ Association concerning the job description for the position of Clerk Typist II; and
WHEREAS, per the San Marino Municipal Code section 02.05.01, it is necessary for the City Council to approve the amendment of description for the position of Clerk Typist II.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Marino, California, as follows:
SECTION 1. The City Council hereby declares that the recitals set forth above are true and correct, and incorporated into this resolution as findings of the City Council.
SECTION 2. The job description for the position of Clerk Typist II is hereby amended to read as set forth on the attached Exhibit A.
SECTION 3. Severability: If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Resolution is, for any reason, held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Resolution. The City Council hereby declares that it would have adopted this Resolution and each and every section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared unconstitutional.
SECTION 4. Effective Date: This Resolution shall become effective immediately upon adoption.
PAGE 164 of 175
CITY OF SAN MARINO RESOLUTION NO. R-24-24
PASSED, APPROVED AND ADOPTED, at a meeting of the City Council of the City of San Marino, California, on this 26th day of July, 2024.
STEVEN HUANG, D.D.S., MAYOR
ATTEST:
ALISON WALKER, CITY CLERK
PAGE 165 of 175
CITY OF SAN MARINO RESOLUTION NO. R-24-24
EXHIBIT A
PAGE 166 of 175
CITY OF SAN MARINO RESOLUTION NO. R-24-24
City of San Marino
Clerk TypistII
Class Concept
GENERAL PURPOSE
Under directsupervision of the Community Services Director or Division Manager, the Clerk Typist II performs a wide variety of clerical duties including answering the telephone and routes telephone calls and takes messages; assists with inter-office mail; providing routine information to the public, typing correspondence and reports, data collection and input, processing program registrations or refunds; and related work as assigned.
DISTINGUISHING CHARACTERISTICS
This is the journey level in the clerk classification series and is characterized by the performance of a variety of duties within a framework of established procedures and with occasional instruction and assistance. This class provides customer service for registration into programs and services, including refunds, transfers, and reservations.
ESSENTIAL FUNCTIONS
The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.
Duties:
• Receives the public in-person and via main line phone calls and provides customer service transactions for registrations, reservations, refunds, and transfers; collects and inputs household contact information into registration software.
• Provides information on user fees; assists customers in completing forms; assists customers on coordination with other City departments as needed; creates digital customer service files; enters registration data into computer and manual filing systems; compiles and maintains accurate records.
• Performs basic arithmetic calculations, calculating totals and sub-totals; prepares invoices by transferring data, records receipt of payment; completes standard forms and maintains logs of processed material.
• Operates a variety of office equipment including a computer, typewriter, copier, calculator, and facsimile machine; utilizes various computer applications and specialized software packages.
• Orders office supplies and maintains supply levels adequate to support monthly operations.
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CITY OF SAN MARINO RESOLUTION NO. R-24-24
• Compiles and posts various operational / internal announcements, including signage as needed.
• Performs data entry and quarries for reports and department dashboard reports. • Maintains department/division calendars; Inputs program information onto operational calendars.
• Maintains literatures racks and bulletin boards; prints flyers and handouts as needed.
• Serves as Human Resources Liaison for the Recreation Division ans/or Department.
• Compiles CalCard statements; gathers and organizes receipts from Cardholders; transcribes information onto statement.
• Inputs Volunteer Application information into database. • Assists with Advisory Body meeting preparation and transcription of minutes. • Codes invoices and forwards to Management Analyst or appropriate staff; receive, code, scan, and file invoices.
• Reconciles change box daily and/or weekly as directed; ensures secondary verification of change box balance.
• Scan checks from previous daily deposit.
• Prepares daily and/or weekly deposits.
• Assists with management of TV monitor weekly display schedule. • Prepares or assists in the preparation for meetings, training classes, and special events, including scheduling, making room arrangements, notifying participants and distributing materials.
• Enters program information into CivicRec registration software as developed by Program Staff.
• Prints and disseminates Advisory Body meeting packets. • Monitors, tracks, and reportslist of department/division media mentions, articles, and photos, in all local print media/newspapers.
• Assists with proofreading of department’s quarterly publication and/or other public program information.
• Assists in maintaining department/division webpages for accurate and time sensitive content updates and revisions.
• Assists with monitoring the Recreation Division general email box and responds as directed.
• May need to work special events, to include nights and weekends. • Performs related duties as assigned.
QUALIFICATIONS
Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential job duties of the position is qualifying.
Knowledge, Skills and Abilities:
Knowledge of
• General office methods and procedures; correct business English usage, spelling, grammar, and punctuation. Modern office practices, procedures and office PAGE 168 of 175
CITY OF SAN MARINO RESOLUTION NO. R-24-24
equipment operation.
• Basic arithmetic, numeric and alphabetical filing systems; data processing systems and applications
Skills/Abilities
• Communicate clearly, pleasantly, and concisely, both orally and in writing; understand and follow oral and written directions.
• Deal tactfully and courteously with internal and external customers; maintain confidentiality of sensitive information and data.
• Type accurately at a rate of 40 words per minute or at a speed necessary for successful job performance; maintain accurate records; operate a computer and utilize a variety of software programs.
• Use and edit correct English grammar, punctuation, and spelling. • Establish and maintain effective working relationships with the public and those contacted in the course of the work.
Education and Experience:
Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:
Education
• Graduation from high school, or equivalent (G.E.D. or California Proficiency Certificate).
Experience
• One year of experience as a receptionist or clerk typist involving frequent contact with the public. Experience in a municipal government agency is preferred but not mandatory.
Licenses/Certificates
• Possession of a valid California Class C driver's license.
Physical Demands and Work Environment:
Physical demands
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employee is regularly required to sit at a desk long periods of time; stand at the front counter; talk or listen in person and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms, Lift up to 15 pounds.
Intermittently, twist to reach equipment surrounding desk; walk and climb stairs to other PAGE 169 of 175
CITY OF SAN MARINO RESOLUTION NO. R-24-24
departments; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile. While performing duties, the employee is regularly required to use written and oral communication skills; know and understand laws, regulations and procedures; remember personnel rules, and explain policies and procedures; interact with City management, other governmental officials, employees and the public.
Work environment
Characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilitiesto perform the essential functions.
While performing the duties of this job indoors, the work environment is generally in a temperature-controlled office. Noise levels in the work environment is usually moderate but the employee may occasionally be exposed to high level noises including but not limited to emergency vehicle sirens and telephones and other office equipment.
This information is available in an alternative format by request to (626) 300-0780. The City of San Marino is an Equal Opportunity Employer.
We value and seek diversity in our workforce. San Marino is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
PAGE 170 of 175
CITY OF SAN MARINO RESOLUTION NO. R-24-24
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SAN MARINO )
I, Alison Walker, City Clerk of the City of San Marino, California, hereby certify that Resolution No R-__ was adopted by the City Council of the City of San Marino at a regular meeting held on the ___h day of _____, 202_, and that the same was adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________
ALISON WALKER, CITY CLERK
CITY OF SAN MARINO
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City of San Marino
Clerk TypistII
Class Concept
GENERAL PURPOSE
Under direct supervision of the Finance DirectorCommunity Services Director or Division Manager, the Clerk Typist II performs a wide variety of complex e clerical duties including answering the telephone and routes telephone calls and takes messages; assists with inter-office mail; providingroutineinformationto the public, typing correspondence and reports, data collection and input, processing business licenses and permitsprogram registrations or refunds; and related work as assigned.
DISTINGUISHING CHARACTERISTICS
This is the journey level in the clerk classification series and is characterized by the performance of a variety of morecomplex dutieswithinaframework of establishedprocedures andwithoccasional instruction and assistance. This class provides customer services for business license applicants and processes licenses and permit application.registration into programs and services, including refunds, transfers, and reservations.
Essential Functions
The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands.
Duties:
Receives the public in-person and via main line phone calls, andcalls and answers questionsprovides customer service transactions for regarding business licenses and permit applicationsregistrations, reservations, refunds, and transfers; issues licenses, permits, and receipts; collects information and material required for the issuance of business licenses.collects and inputs household contact information into registration software.
Receives and processes information pertaining to licensing, permits, or other City functions; receives and records fees for building permits and other City charges; reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations.
Provides information on user fees and regulations to applicants; assists applicants customers in completing forms; assists applicants customers to on coordination e with other City departments as needed; creates digital customer application service files; enters application registration data into computer and manual filing systems; compiles and maintains accurate records.
Performs basic arithmetic calculations, calculating totals and sub-totals; prepares invoices by transferring data, records receipt of payment; and pursues collection of outstanding invoices through legal means; completes standard forms, andforms and maintains logs of processed material.
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Operatesavarietyofofficeequipmentincludingacomputer,typewriter, copier,calculator,andfacsimile machine; utilizes various computer applications and specialized software packages. • Orders office supplies and maintains supply levels adequate to support monthly operations. • Compiles and posts various operational / internal announcements, including signage as needed. • Performs data entry and quarries for reports and department dashboard reports. • Maintains department/division calendars; Inputs program information onto operational calendars. • Maintains literatures racks and bulletin boards; prints flyers and handouts as needed. • Serves as Human Resources Liaison for the Recreation Division ans/or Department. • Compiles CalCard statements; gathers and organizes receipts from Cardholders; transcribes information onto statement.
• Inputs Volunteer Application information into database. • Assists with Advisory Body meeting preparation and transcription of minutes. • Codes invoices and forwards to Management Analyst or appropriate staff; receive, code, scan, and file invoices.
• Reconciles change box daily and/or weekly as directed; ensures secondary verification of change box balance.
• Scan checks from previous daily deposit.
• Prepares daily and/or weekly deposits.
• Assists with management of TV monitor weekly display schedule. • Prepares or assists in the preparation for meetings, training classes, and special events, including scheduling, making room arrangements, notifying participants and distributing materials; • Enters program information into CivicRec registration software as developed by Program Staff. • Prints and disseminates Advisory Body meeting packets. • Monitors, tracks, and reports list of department/division media mentions, articles, and photos, in all local print media/newspapers.
• Assists with proofreading of department’s quarterly publication and/or other public program information.
• Assists in maintaining department/division webpages for accurate and time sensitive content updates and revisions.
• Assists with monitoring the Recreation Division general email box and responds as directed. • May need to work special events, to include nights and weekends.
Performs related duties as assigned.
Qualifications
Any combination of education and experience that provides the required knowledge, skills and abilities to perform the essential job duties of the position is qualifying.
Knowledge, Skills and Abilities:
Knowledge of
General office methods and procedures; correct business English usage, spelling, grammar, and punctuation. Modern office practices, procedures and office equipment operation.
Basic arithmetic, numeric and alphabetical filing systems; data processing systems and applications Skills/Abilities
Communicate clearly, pleasantly, and concisely, both orally and in writing; understand and follow oral and written directions.
Deal tactfully and courteously with internal and external customers; maintain confidentiality of sensitive information and data.
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Type accurately at a rate of 40 words per minute or at a speed necessary for successful job performance; maintain accurate records; operate a computer and utilize a variety of software programs.
Use and edit correct English grammar, punctuation, and spelling.
Establish and maintain effective working relationships with the public and those contacted in the course of the work.
Education and Experience:
Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:
Education
Graduation from high school, or equivalent (G.E.D. or California Proficiency Certificate).
E xperience
One year of experience as a receptionist or clerk typist involving frequent contact with the public.
Experience in a municipal government agency is preferred but not mandatory.
Licenses/Certificates
Possession of a valid California Class C driver's license.
Physical Demands and Work Environment
Physicalhysical demands
The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enableindividuals with disabilities to perform the essential functions.
Employee is regularly required to sit at a desk long periods of time; stand at the front counter; talk or listen in person and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms, Lift up to 15 pounds. Intermittently, twist to reach equipment surrounding desk; walk and climb stairs to other departments; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile. While performing duties, the employee is regularly required to use written and oral communication skills; know and understand laws, regulations and procedures; remember personnel rules, and explain policies and procedures; interact with City management, other governmental officials, employees and the public.
Work environment
Characteristics described are representative of those an employee encounters while performing the essential functions ofthis job. Reasonableaccommodations may be madetoenableindividuals with disabilities toperform the essential functions.
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While performing the duties of this job indoors, the work environment is generally in a temperaturecontrolled office. Noiselevels inthe work environmentis usually moderatebuttheemployee may occasionally beexposedto high level noises including but not limited to emergency vehicle sirens and telephones and other office equipment.
This information is available in an alternative format by request to (626) 300-0780.
The City of San Marino is an Equal Opportunity Employer. We value and seek diversity in our workforce. San Marino is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
PAGE 175 of 175