AGENDA – JANUARY 08, 2025 PAGE 1 of 238
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Philippe Eskandar, City Manager
www.SanMarinoCA.gov
(626) 300-0700 Phone
City Hall Council Chamber
2200 Huntington Drive
San Marino, CA 91108
REGULAR MEETING OF THE
SAN MARINO CITY COUNCIL
WEDNESDAY, JANUARY 08, 2025 AT 6:00 PM
CITY HALL COUNCIL CHAMBERS
2200 HUNTINGTON DRIVE
SAN MARINO, CA 91108
The City of San Marino appreciates your attendance. Citizens’ interest provides the Council with valuable information regarding issues of the community.
Regular meetings are held on the 2nd Wednesday of every month at 6:00 p.m. Typically, adjourned meetings are held on the last Friday of every month at 8:30 a.m.
In compliance with the Americans with Disabilities Act, any person with a disability who requires a reasonable modification or accommodation in order to participate in a meeting should contact the City Clerk via email at [email protected] or by phone at (626) 300-0705 prior to the meeting for assistance.
The public is welcome to attend the meeting in person or remotely via Zoom, however, the meeting will proceed as normal even if there are technical difficulties with Zoom. The City will do it’s best to resolve any technical issues as quickly as possible.
How to view or listen to the meeting from home:
Visit www.SanMarinoCA.gov/Zoom
How to offer public comment from home:
Public comment will be accepted by email to [email protected] until 3:00 p.m. the day before the meeting. Written public comment received by 3:00 p.m. will be distributed to City Council during the meeting. Any comments received after 3:00 p.m. will be included in the public comment record but not provided to City Council at the meeting.
Written public comment will be accepted electronically via the zoom.us teleconference module during the meeting. Written Zoom comments will be accepted after the in-person comments.
AGENDA – JANUARY 08, 2025 PAGE 2 of 238
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
Council Member Chang, Council Member Chou, Council Member Lo, Vice Mayor Chou, Mayor Shepherd Romey
POSTING OF AGENDA
The agenda is posted 72 hours prior to each meeting at the following locations: City Hall, 2200 Huntington Drive, the Crowell Public Library, 1890 Huntington Drive, and the Stoneman Building, 1560 Pasqualito Drive. The agenda is also posted on the City’s website:
http://www.SanMarinoCA.gov.
PUBLIC COMMENTS
The City welcomes public input. Members of the public may address the City Council by completing a public comment card and giving it to the City Clerk prior to the meeting. At this time, the public may address the City Council on items that are not on the agenda.
Pursuant to state law, the City Council may not discuss or take action on issues not on the meeting agenda (Government Code Section 54954.2). The Mayor reserves the right to place limits on duration of comments. Staff may be asked to follow up on such items.
CITY MANAGER'S REPORT
This is an opportunity for the City Manager to inform the City Council and the public of any upcoming events or matters of interest to the community.
PUBLIC HEARINGS
1. APPROVAL OF RESOLUTION NO. R-25-01 ADOPTING THE COMMUNITY DEVELOPMENT BLOCK GRANT PROJECT FOR FISCAL YEAR 2025-26 Recommendation: Staff recommends the City Council conduct a public hearing to consider the use of CDBG funds for the Senior Outreach Program and ADA compliant Sidewalk Replacement Program in FY 2025-26. If the City Council concurs with staff’s recommendation, the appropriate motion, after the hearing, would be:
“I move to adopt Resolution No. R-25-01, a Resolution of the City Council of the City of San Marino, California adopting the projected use of funds from the Community Development Block Grant program for Fiscal Year 2025-26.” AGENDA – JANUARY 08, 2025 PAGE 3 of 238
NEW BUSINESS
2. AWARD OF FOUR-YEAR MAINTENANCE SERVICES AGREEMENT TO PREMIER PIPE, INC. IN A TOTAL AMOUNT NOT TO EXCEED $906,107
FOR CITYWIDE SEWER SYSTEM CLEANING AND MAINTENANCE
SERVICES
Recommendation: Staff recommends that the City Council approve a four-year Maintenance Services Agreement in the amount of $906,107 with Premier Pipe, Inc.
If the Council concurs, an appropriate motion would be:
“I move to approve a four-year Maintenance Services Agreement in a total amount of $906,107 with Premier Pipe, Inc. for sewer system cleaning and maintenance and authorize the City Manager to execute the Agreement on behalf of the City.”
CONSENT CALENDAR
3. APPROVAL TO PURCHASE IN-CAR MOBILE DISPATCH RADIOS FOR
POLICE VEHICLES
Recommendation: Staff recommends the City Council to approve the purchase of Motorola APX8500 in-car mobile radios, as included in the Fiscal Year 2025 Budget. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the purchase of eight Motorola APX8500 in-car mobile radios, and appropriate $84,592.20 from the Cops Fund appropriated fund balance into account 233-30-4150-9470.”
4. AUTHORIZE THE CITY MANAGER TO EXECUTE 5 YEAR LEASE WITH
COPYFREE FOR SIX PRINTERS/COPIERS AND TO AMEND THE LEASE
TO INCLUDE ALL CITY COPIERS AND PRINTERS AS ADDITIONAL
LEASES EXPIRE
Recommendation: Staff recommends the council (1) move to approve the authorization of the City Manager to execute a 5-year lease with CopyFree for six printers/copiers and (2) authorize the City Manager to amend the lease to include all city copiers and printers as additional leases expire. If the Council agrees, the appropriate motion would be:
“I move to authorize City Manager to execute 5-year lease with CopyFree for six printers/copiers for $13,855.56 per year and (2) authorize the City Manager to amend the lease to include all city copiers and printers as additional leases expire in an amount not-to-exceed $28,000 annually.”
5. ACCEPTANCE OF BODY WORN CAMERA GRANT FUNDS
AGENDA – JANUARY 08, 2025 PAGE 4 of 238
Recommendation: Staff recommend that the City Council accept the grant funds, authorize the City Manager to sign the grant agreement, and approve the budget adjustments needed. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to accept the grant funds, authorize the City Manager to sign the grant agreement, and approve budget adjustments needed.”
6. APPROVAL OF RESOLUTION R-24-02 TO TRANSFER UNALLOCATED FY 2025-26 CDBG PROJECT FUNDS TO THE CDBG REVOLVING GRANT
FUND
Recommendation: Subject to the approval of the City Council adopting Resolution No.
R-25-01 to adopt the CDBG project(s) for FY 2025-26 on January 8, 2025, staff recommends the City Council adopt the resolution allowing for the City to transfer $55,287 of the FY 2025-26 CDBG allocation to the CDBG revolving grant fund. If the Council concurs with staff’s recommendation, the appropriate motion would be:
“I move to adopt Resolution No. R-25-02 authorizing the transfer of the City’s unallocated CDBG funds for Fiscal Year 2025-26, totaling $55,287, to the CDBG revolving grant fund.”
7. RECEIVE AND FILE FINANCIAL REPORT FOR FIRST QUARTER (JULY 2024 THROUGH SEPTEMBER 2024)
Recommendation: Staff recommends that Council receive and file this report. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the financial report reflecting the City’s revenues and expenditures as of September 30, 2024.”
8. CASH AND INVESTMENT REPORT FOR THE MONTH OF NOVEMBER 2024
Recommendation: Staff recommends the Council receive and file this report. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the Cash and Investment Report for the Month of November 2024.”
9. RECEIVE AND FILE MONTHLY DISBURSEMENTS REPORT FOR
DECEMBER 2024
Recommendation: Staff recommends the Council receive and file the Monthly Disbursements Report for the month of December 2024. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the Monthly Disbursements Report for the month of December 2024.”
AGENDA – JANUARY 08, 2025 PAGE 5 of 238
10. APPROVAL OF MINUTES
Recommendation: Staff recommends the Council approve the December 2024 minutes. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the minutes of the regular meeting of December 11, 2024.”
WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTION
This is an opportunity to announce any written communications pertaining to the City received by members of the City Council. All public writings distributed by the City of San Marino to at least a majority of the City Council regarding any item on this agenda will be made available at the Public Counter at City Hall located at 2200 Huntington Drive, San Marino, California 91108, and will also be included in the public agenda packet that will available for review at the City Council meeting.
FUTURE AGENDA ITEMS
ADJOURNMENT
Posted: 1/03/2025 ALISON WALKER
CITY CLERK
City Manager’s Report and
Operational Dashboard
January 8, 2025
PAGE 6 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
83 90
80 103
81 73
0 20
40 60
80 100
120
140
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
In-City Incidents
FY 23-24 FY 24-25
80 72
88 77
94 85
0 20
40 60
80 100
120
140
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Out-of-City Incidents
FY 23-24 FY 24-25
Fire
Fiscal Year 23-24 Total: 1,088 Current Fiscal Year-to-Date Total: 510 Fiscal Year 23-24 Total: 974 Current Fiscal Year-to-Date Total: 496 PAGE 7 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
1 0 0
1 3 3
0 1
2 3
4 5
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Emergency Medical Services - Cardiac Arrests
FY 23-24 FY 24-25
0 0 0 0 0 0
0 1
2 3
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Emergency Medical Services - Return of Spontaneous Circulation FY 23-24 FY 24-25
Fire
Fiscal Year 23-24 Total: 13 Current Fiscal Year-to-Date Total: 8 Fiscal Year 23-24 Total: 2 Current Fiscal Year-to-Date Total: 0 PAGE 8 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
0:01:09 0:00:55 0:01:07 0:01:07 0:01:06 0:00:58
0:00:00
0:00:43
0:01:26
0:02:10
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
90th Percentile Response Time: EMS Turnout
FY 23-24 FY 24-25
0:01:20 0:01:07 0:01:12 0:01:10 0:01:05
0:01:36
0:00:00
0:00:43
0:01:26
0:02:10
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
90th Perentile Response Time: Fire Turnout
FY 23-24 FY 24-25
0:05:59 0:05:50 0:05:58 0:05:45
0:06:49 0:05:59
0:02:53
0:07:12
0:11:31
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
90th Percentile Response Time: Overall Response
FY 23-24 FY 24-25
The San Marino Fire Department has adopted the National Fire Protection Association (NFPA) 1710 standards for response time reporting. NFPA standards represent aspirational goals for Fire Departments. By measuring response in percentiles rather than averages, the Fire Department is able to more accurately measure performance of responding units. The time reported as the 90th percentile turnout or response time means that 90% of incidents were as fast, or faster, than the reported time.
Fire
Fiscal Year 23-24 Response Rate: 59 sec Current Fiscal Year Response Rate: 1 min and 4 sec Fiscal Year 23-24 Response Rate: 1 min 21 sec Current Fiscal Year Response Rate: 1 min and 15 sec Fiscal Year 23-24 Response Rate: 6 min 2 sec Current Fiscal Year Response Rate: 6 min and 03 sec Turnout Time - the amount of time after dispatch for firefighters to don safety equipment and start vehicle response.
Overall Response Time - the total amount of time it takes to respond to an incident, from initial dispatch to arriving on scene.
PAGE 9 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
2 5
7 6
9 8
0 5
10 15
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Residential Burglaries
FY 23-24 FY 24-25
10 13
9 7 7
12 0
5 10
15 20
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Larcenies
FY 23-24 FY 24-25
Police
Fiscal Year 23-24 Total: 76 Current Year-to-Date Total: 37 Fiscal Year 23-24 Total: 103 Current Year-to-Date Total: 58 Burglary - the act of entering a premise with the intent of committing a felony or stealing property.
Larceny - the unlawful removal of property. Any person who feloniously steals, takes, carries, leads or drives away the personal property of another is guilty of larceny theft by either misdemeanor of felony larceny.
PAGE 10 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
279
185
254
133 112
54 0
100
200
300
400
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Traffic Citations Issued
FY 23-24 FY 24-25
1 3
13 8
2 5
0 5
10 15
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Community Meetings
FY 23-24 FY 24-25
Fiscal Year 23-24 Total: 2,892 Current Year-to-Date Total: 1,017 Fiscal Year 23-24 Total: 47 Current Year-to-Date Total: 32 Police
PAGE 11 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
91 89 79
108
73 73
0 50
100
150
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Building Permits Issued
FY 23-24 FY 24-25
5 3
6 5
3 6
0 5
10 15
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Tree Removal Permits Issued
FY 23-24 FY 24-25
4 4
0 8
4 2
0 5
10 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
New Business Licenses
FY 23-24 FY 24-25
Community Development
Fiscal Year 23-24 Total: 906 Current Year-to-Date Total: 513 Fiscal Year 23-24 Total: 72 Current Year-to-Date Total: 28 Fiscal Year 23-24 Total: 43 Current Year-to-Date Total: 22 PAGE 12 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
4 3 3
2 3
3 0
2 4
6 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
ADU Permits Issued
FY 23-24 FY 24-25
4 5
4 4 3 3
0 2
4 6
8 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
ADU Applications Submitted
FY 23-24 FY 24-25
71 88 96 86
65 72
0 50
100
150
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Open Code Enforcement Cases
FY 23-24 FY 24-25
Community Development
Fiscal Year 23-24 Total: 29 Current Year-to-Date Total: 18 Fiscal Year 23-24 Total: 29 Current Year-to-Date Total: 23 Fiscal Year 23-24 Average per Month: 90 Current Year-to-Date Average per Month: 80 PAGE 13 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
140
30 80
38 30 29
0 50
100
150
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Programs Offered
FY 23-24 FY 24-25
13752
2149 1,566 3,052
502 1,912
0 5,000
10,000
15,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Participants
FY 23-24 FY 24-25
18 17
34 44
38 0 14
20 40
60 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Rental Bookings
FY 23-24 FY 24-25
Community Services
Fiscal Year 23-24 Total: 677 Current Year-to-Date Total: 347 Fiscal Year 23-24 Total: 32,095 Current Year-to-Date Total: 22,933 Fiscal Year 23-24 Total: 336 Current Year-to-Date Total: 165 PAGE 14 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
17,448
12,797 12,138
15,498
10,747 11,824
0 5,000
10,000
15,000
20,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Library Circulation Total
FY 23-24 FY 24-25
16,107
11,410 10,877
14,343
9,517 10,413
1,341
1,387 1,261
1,155
1,230 1,411
0 2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
18,000
20,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
FY 2024-25 Library Circulation Breakdown
In-Person Digital
Fiscal Year 23-24 Total: 136,309 Current Year-to-Date Total: 80,452 Community Services
PAGE 15 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
$1,284,376
$1,709,047
$1,084,946 $1,963,857$1,686,714
$345,808
$0
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Revenues
FY 23-24 FY 24-25
$3,552,775
$2,808,824 $2,613,930
$3,761,125
$2,877,004
$3,057,979
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Expenses
FY 23-24 FY 24-25
$395,994
$173,099
$137,717 $178,413
$129,278 $130,610
$0
$100,000
$200,000
$300,000
$400,000
$500,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Overtime Expenses
FY 23-24 FY 24-25
Finance
Fiscal Year 23-24 Total: $35,488,577 Year-to-Date Total: $8,074,747 Fiscal Year 23-24 Total: $35,549,089 Year-to-Date Total: $18,671,637 Fiscal Year 23-24 Total: $1,783,078 Year-to-Date Total: $1,145,110 PAGE 16 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
$18,487,834
$15,966,323
$11,092,470
$10,371,248
$9,140,785
$7,225,185
$0
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
General Fund Balance at End of Each Month
FY 23-24 FY 24-25
$36,964,578
$35,175,659 $34,035,332
$31,883,773 $30,720,222
$40,144,755
$30,000,000
$32,000,000
$34,000,000
$36,000,000
$38,000,000
$40,000,000
$42,000,000
$44,000,000
$46,000,000
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Overall Cash Balance in the Bank at End of Each Month
FY 23-24 FY 24-25
Finance
PAGE 17 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
106 106 106 106 106 105
95 100
105
110
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Full-Time Employees (112 budgeted)
FY 23-24 FY 24-25
60 64 57 60 58 57
0 20
40 60
80 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Part-Time Employees
FY 23-24 FY 24-25
Fiscal Year 23-24 Average: 106 Current Year-to-Date Average: 106 Human Resources
Fiscal Year 23-24 Average: 52 Current Year-to-Date Average: 59
5.4% 5.4% 5.4% 5.4% 5.4% 6.3%
0%
5%
10%
15%
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Full-Time Position Vacancy Rate
FY 23-24 FY 24-25
Fiscal Year 23-24 Average: 5.5% Current Year-to-Date Average: 5.5% PAGE 18 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
78 70 59 62 63 63
0 50
100
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Workers' Comp Claims (Total Open)
FY 23-24 FY 24-25
5 4
2 5 4
1 0
5 10
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Workers' Comp Claims (New)
FY 23-24 FY 24-25
24 35 43 53 43 48
0 50
100
150
200
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Workers' Comp Cumulative Days Off (in month)
FY 23-24 FY 24-25
Human Resources
Fiscal Year 23-24 Average: 66 Current Year-to-Date Average: 66 Fiscal Year 23-24 Total: 42 Current Year-to-Date Total: 21 Fiscal Year 23-24 Total: 1,034 Current Year-to-Date Total: 246 PAGE 19 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
80% 74% 71% 69% 59% 48%
0%
50%
100%
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Performance Evaluation Completion Rate
Fiscal Year 2023-24 Fiscal Year 2024-25
Fiscal Year 23-24 Average: 71% Current Year-to-Date Average: 67% Human Resources
PAGE 20 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
50 58 60
43 40 41
0 50
100
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Maintenance Service Requests Opened
FY 23-24 FY 24-25
5%
4%
5% 5%
4%
5%
0%
2%
4%
6%
8%
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
% Fleet Out of Service More Than 3 Business Days
FY 23-24 FY 24-25
Fiscal Year 23-24 Average: 4.9% Current Year-to-Date Average: 4.7% Fiscal Year 23-24 Total: 583 Current Year-to-Date Total: 292 Parks & Public Works
88%
91% 90%
93%
90%
88%
80%
85%
90%
95%
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
% Service Requests Closed Within 5 Business Days
FY 23-24 FY 24-25
Fiscal Year 23-24 Average: 91% Current Year-to-Date Average: 90% PAGE 21 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
17 15 12 16
8 23
0 10
20 30
40 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Encroachment Permits Issued
FY 23-24 FY 24-25
Capital Projects in Design 3
Capital Projects in Construction 3
Fiscal Year 23-24 Total: 170 Current Year-to-Date Total: 91 3 6
4 2
1 3
0 2
4 6
8 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Public Works Weekend Staff Call Outs
FY 23-24 FY 24-25
Current Year-to-Date Total: 19
Parks & Public Works
PAGE 22 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
43 33 36
20 34
24 0
20 40
60 Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Public Record Requests Received
FY 23-24 FY 24-25
8 8 8 9
7 8
0 5
10 15
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Average Time to Respond to Public Records Requests
FY 23-24 FY 24-25
1 1
3 0
5 1
0 2
4 6
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Claims Received
FY 23-24 FY 24-25
City Manager’s Office
Fiscal Year 23-24 Total: 341 Current Year-to-Date Total: 190 Fiscal Year 23-24 Average: 7 Current Year-to-Date Average: 8 Fiscal Year 23-24 Total: 9 Current Year-to-Date Total: 11 PAGE 23 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
5 2 2
17 6 1
0 20
40 60
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Proclamations and Certificates Prepared
FY 23-24 FY 24-25
2 2
1 2
0 0
0 2
4 0
5 0
0 1
3 6
1 3
0 1
0 3
4 3
5 6
4 2
0 2
0 0
City Manager's Office
Finance
Human Resources
Community Development
Parks & Public Works
Fire
Police
Community Services
# of Agenda Items by Department
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Fiscal Year 23-24 Total: 96 Current Year-to-Date Total: 33 City Manager’s Office
PAGE 24 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
4 7
3 8
6 2
0 5
10 15
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Film Permits Processed
FY 23-24 FY 24-25
1 2
3 2
0 1
0 2
4 6
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
Special Event Permits Processed
FY 23-24 FY 24-25
City Manager’s Office
Fiscal Year 23-24 Total: 74 Current Year-to-Date Total: 30 Fiscal Year 23-24 Total: 20 Current Year-to-Date Total: 9 PAGE 25 of 238
City Manager’s Report and Operational
Dashboard
January 8, 2025
26 35
15 14
1 3
0 10
20 30
40 77 78 12 9 43 20 60 7 24 20 21 22
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
New Weekly Briefing Monthly Sign Ups
FY 24-25
11,136
8,129 7,657
5,826
6,468
4,037
5,299
7,761
5,971 6,362
8,802
9,402
0 2,000
4,000
6,000
8,000
10,000
12,000
Facebook Instagram
Social Media Reach
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
City Manager’s Office
Current Year-to-Date Average: 16
PAGE 26 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Hillary Guirola-Leon, Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: January 8, 2025
SUBJECT: APPROVAL OF RESOLUTION NO. R-25-01 ADOPTING THE
COMMUNITY DEVELOPMENT BLOCK GRANT PROJECT FOR
FISCAL YEAR 2025-26
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Safe Community
Well-Maintained Infrastructure
Fiscally Responsible and Transparent City Government
BACKGROUND
The Community Development Block Grant (CDBG) is one of the longestrunning Federal grant programs, and it is administered through the U.S.
Department of Housing and Urban Development (HUD). Participating agencies use grant funds for local community development activities such as affordable housing, anti-poverty programs, and infrastructure improvement such as eliminating accessibility barriers. The CDBG program allows for cities to select projects that are aligned with community needs, fulfill national CDBG objectives, and serve low-to-moderate income people.
DISCUSSION
The City of San Marino has been a participating agency of the CDBG for several years. One of the requirements of the CDBG program is to annually identify eligible projects, pass an authorizing resolution and conduct public noticing for the upcoming project cycle. Eligible projects include acquisition of real property, demolition, relocation, public services, and construction of public Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Steve r
PAGE 27 of 238
facilities.
The total estimated CDBG allocation for FY 2025-26 is $65,044. $9,757 of these funds are proposed to be used for the Senior Outreach Program that is administered by the Community Services Department. The City is capped at using fifteen percent (15%) of the funds for community public service programs. The remaining $55,287 is proposed to be used as part of a future ADA compliant sidewalk replacement program project similar to the one being done in the current year. The City will transfer these funds to the CDBG Revolving Grant Fund so they can be used in subsequent years.
FISCAL IMPACT & PROCUREMENT REVIEW
The funds for the Senior Outreach Program and future ADA compliant sidewalk replacement program project will be provided by the CDBG program under the administration of the Los Angeles County Development Authority (formerly known as the Los Angeles Community Development Commission). The total allocation for FY 2025-26 is $65,044. Consequently, there will be no fiscal impact on the City’s General Fund as a result of this project.
The FY 2025-26 budget will include $9,757 as part of the Community Service Department’s operating budget.
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council conduct a public hearing to consider the use of CDBG funds for the Senior Outreach Program and ADA compliant Sidewalk Replacement Program in FY 2025-26. If the City Council concurs with staff’s recommendation, the appropriate motion, after the hearing, would be:
“I move to adopt Resolution No. R-25-01, a Resolution of the City Council of the City of San Marino, California adopting the projected use of funds from the Community Development Block Grant program for Fiscal Year 2025-26.”
ATTACHMENTS
1. Resolution No. R-25-01
2. Notice of Public Hearing
PAGE 28 of 238
RESOLUTION NO. R-25-01
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
MARINO, CALIFORNIA ADOPTING THE PROJECTED USE OF FUNDS
FROM THE COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM FOR FISCAL YEAR 2025-26
WHEREAS, the City of San Marino is a participating agency under the County of Los Angeles Community Development Block Grant Program; and
WHEREAS, the City staff has considered and evaluated projects and programs fulfilling important community needs; and
WHEREAS, on January 8, 2025, the City Council has provided the opportunity for public input regarding the City’s Community Development Block Grant Program for the 2025-26 program year.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Marino, California hereby:
SECTION 1. Approves the projected use of CDBG funds attached hereto as Exhibit A for Fiscal Year 2025-26 and instructs staff to submit the Program Planning Summary for approval to the Los Angeles County Development Authority.
SECTION 2. Approves the inclusion of said projects in the City of San Marino Fiscal Year 2025-26 budget.
SECTION 3. Authorizes staff to adjust the program budget as necessary to take into account the final CDBG allocation from the US Department of Housing and Urban Development (HUD) and any amounts remaining unspent at the close of the fiscal year.
SECTION 4. Authorizes the City Manager to execute all necessary contracts and agreements with the Community Development Commission and with each approved recipient/subrecipient of the program, together with any changes therein which may be approved by the City Manager and, as necessary, by the City Attorney.
PASSED, APPROVED, AND ADOPTED this 8th day of January, 2025. ___________________________
GRETCHEN SHEPHERD ROMEY
MAYOR
PAGE 29 of 238
CITY OF SAN MARINO RESOLUTION NO. R-25-01
ATTEST:
__________________________
ALISON WALKER
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SAN MARINO )
I HEREBY CERTIFY that the foregoing Resolution No. R-25-01 was duly adopted by the City Council of the City of San Marino at a Regular Meeting held on the 8th day of January 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
___________________________________
ALISON WALKER
CITY CLERK
PAGE 30 of 238
CITY OF SAN MARINO RESOLUTION NO. R-25-01
EXHIBIT A
CITY OF SAN MARINO
FY 2025-26 PROPOSED CDBG FUNDING RECOMMENDATIONS
PROJECT PROPOSED FUNDING AMOUNT
ADA Compliant Sidewalk Replacement Program $55,287
(Funds to be transferred to CDBG
Revolving Grant Fund for Future Project)
Senior Outreach Program $9,757
TOTAL GRANT AMOUNT: $65,044
PAGE 31 of 238
N-25-01
CITY OF SAN MARINO
NOTICE OF PUBLIC HEARING AND
NOTICE OF PUBLIC REVIEW AND COMMENT PERIOD
Community Development Block Grant Program
Fiscal Year 2025-26
NOTICE IS HEREBY GIVEN that the City Council will hold a Public Hearing at the City Council Regular meeting, Wednesday January 8, 2025 at 6:00 p.m. at the City Hall Council Chambers located at 2200 Huntington Drive, San Marino, CA 91108 to consider the CDBG activities for fiscal year 2025-26. The City welcomes additional comments on the proposed 2025-26 CDBG activities during the scheduled public hearing.
NOTICE IS HEREBY GIVEN that a public review and comment period of the City of San Marino’s proposed Community Development Block Grant (CDBG) activities for the fiscal year 2025-26 will begin on Monday November 25, 2024 and conclude on January 8, 2025. These activities are intended to meet the City of San Marino’s housing and community development needs.
The City of San Marino receives CDBG funds from the U.S. Department of Housing and Urban Development (HUD) as a Participating City of the Los Angeles County Community Development Commission Urban County Program. The overall objective of the CDBG program is the development of viable communities through the provision of decent housing, a suitable living environment and the expansion of economic opportunities primarily for low and moderate income persons.
The distribution of these funds is recommended as follows:
Senior Outreach Program: $9,757
Transfer of funds to the CDBG Revolving Grant Fund for future ADA Compliant Sidewalk Replacement Program: $55,287
Total: $65,044
PAGE 32 of 238
N-25-01
Detailed descriptions of these activities are available through Robert Bauman, Management Analyst (626)-300-0765.
The Community is invited to submit any written comments of the proposed activities to the address below no later than January 8, 2025 by 6:00 p.m.
City of San Marino
c/o Alison Walker, City Clerk
2200 Huntington Drive
San Marino, CA 91108
Or via email: [email protected]
Date Posted November 25, 2024
Location(s) notice posted: City Hall, Crowell Public Library, San Marino Community Center and Stoneman School
PAGE 33 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: January 8, 2025
SUBJECT: AWARD OF FOUR-YEAR MAINTENANCE SERVICES
AGREEMENT TO PREMIER PIPE, INC. IN A TOTAL
AMOUNT NOT TO EXCEED $906,107 FOR CITYWIDE
SEWER SYSTEM CLEANING AND MAINTENANCE
SERVICES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Well-Maintained Infrastructure
BACKGROUND
The City owns approximately 50 miles of underground sewer lines that collect sewage/wastewater from individual properties and convey it into the County of Los Angeles sewer trunk lines. Although these systems are primarily underground, they are one of the most significant infrastructure assets that the City is responsible for maintaining, and provide an essential service for residents. There are two primary types of costs associated with the sewer system; operation/maintenance and capital improvement. The current contract recommended for award is for the operation/maintenance of the City’s wastewater system.
Given the importance of ensuring the wastewater collection system is properly maintained and the specialized equipment that is needed to clean the sewer system, the City contracts for collection system cleaning and maintenance services. On December 12, 2018, the City Council approved an award of a four-year Maintenance Services Agreement with Premier Pipe, Inc. for Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 34 of 238
collection system cleaning and maintenance services, as they were the successful Respondent to a Request for Proposals (RFP) issued by the City. On December 14, 2022, a two-year extension to the original agreement was approved. Under this agreement, Premier Pipe, Inc. has provided regular maintenance cleaning and repairs to the City’s approximately 50 miles of underground sewer lines, and has also responded to after hours and urgent call-outs and repairs. These services are imperative in preventing sewage overflows into the street, homes, and businesses as well as ensuring that the system is properly cleaned and maintained and that potential issues or defects within the system are identified and addressed in a timely manner.
As the two-year extension to the original agreement expires on December 31, 2024, staff issued a Request for Proposals (RFP) for the services on November 4, 2024, on the City’s online procurement platform. On November 25, 2024, a total of two (2) proposals were received. After reviewing the proposals and assessing them based on qualifications, experience, familiarity with the scope of work, and cost, staff recommends the award of a four-year Maintenance Services Agreement to Premier Pipe, Inc. in a total amount not to exceed $906,107 for Citywide sewer cleaning and maintenance services.
As noted earlier, the annual maintenance costs for the sewer are separate from the capital improvement costs required for the system, which are generally done to improve areas of the system that are in poor condition and may be more prone to failure. These costs would include larger rehabilitations of the system, open trench repairs, sewer linings, and replacement of the actual pipes or sewer mains. In order to have a full understanding of the system and its maintenance and capital improvement needs, the City retained a consultant to complete a Wastewater System Condition Assessment in 2019.
The same consultant provided a cost update in 2024 for the capital projects.
In total, these larger-scale wastewater CIP’s will cost an estimated $17.1 million over the next ten years, in addition to the annual maintenance cost. A breakdown of these costs as well as more detailed information about the recommended improvements to the system from the 2019 Condition Assessment are included in part as Attachment 3. As such, the maintenance of the sewer system is critical to ensure the City is sufficiently investing in its infrastructure assets.
DISCUSSION
The annual collection system cleaning and maintenance program currently performed by Premier Pipe, Inc. includes cleaning and inspecting by closedcircuit television of the sewer main system; cleaning and inspecting 21 “trouble spots” twice per year; 60 hours per year of urgent cleaning services; and 60 hours per year of troubleshooting inspections deemed necessary by PAGE 35 of 238
the City Engineer. A complete cleaning and inspection cycle of the sewer main is completed over the course of two years with half of the system cleaning completed each year. The proposed contract will allow for the completion of two full cycles. The new agreement also provides for cleaning and inspection of the 1,055 City-owned sewer manholes by the contractor.
A total of two (2) proposals were received in response to the City’s Request for Proposals (RFP). The two respondents were Downstream Services, Inc. and Premier Pipe, Inc. as shown below:
Firm Annual Cost*
Downstream Services, Inc. $568,309.20
Premier Pipe, Inc. $204,606.00
*City may adjust compensation for the Services based on the year to year Construction Cost Index (CCI) percentage change with a maximum increase of 5% per year.
After reviewing the proposals, staff recommends proceeding with an award of contract to Premier Pipe, Inc. Staff has found Premier Pipe, Inc.’s performance to be satisfactory for the duration of the existing contract, as they have been very responsive and professionally competent. Their familiarity with the City and the City’s sewer system will enable them to continue working without interruption once the new agreement begins. Premier Pipe also has relevant experience providing similar services to several other public agencies in Los Angeles County and the San Gabriel Valley, and are proposing to provide the services at a reasonable cost.
As the City has not issued a solicitation for sewer system cleaning and maintenance services in several years, the costs for these services will increase as costs have escalated substantially since 2018. In totality, the new contract will represent a 14% cost increase. However, after reviewing both proposals, staff believes Premier Pipe, Inc.’s cost proposal represents a fair price for the services given the competitive solicitation process, existing market prices, and accounting for several years of cost inflation. Therefore, staff recommends the City Council approve the award of a four-year Maintenance Services Agreement to Premier Pipe, Inc. through December 31, 2028, with one (1) two-year option to extend the contract term.
FISCAL IMPACT & PROCUREMENT REVIEW
The adopted FY 2024-25 budget includes $197,310 in account no. 101-44- 4150-0000 (Other Contract Services - Sewer). The vast majority of this budgeted amount is comprised of the annual sewer maintenance cleaning of the City, which is currently in progress for FY 24-25 and expected to be complete by December 31, 2024. Staff anticipates that sufficient funds will PAGE 36 of 238
remain available for the remainder of the fiscal year for call-outs, urgent repairs and other services that will be provided for under the new agreement, and that no additional appropriation is necessary at this time. Per the contract, each fiscal year the contract price is adjusted by the percentage change in the Construction Cost Index (CCI), with the maximum annual increase not to exceed 5 percent. As such, the total cost of this contract award is $906,107 over the four-year contract duration. See below for cost breakdown:
Fiscal
Year
Contract
Cost Notes
FY
2024-
25 $24,230
Anticipated remaining cost for
cleaning/inspection of 21 “trouble spots”
and call-outs and other urgent repairs
from January 1, 2025, to June 30, 2025,
based on pricing of new agreement
effective January 1, 2025
FY
2025-
26 $204,606 Base cost from proposal
FY
2026-
27 $214,836 FY 25-26 cost plus 5 percent contractual
increase
FY
2027-
28 $225,578 FY 26-27 cost plus 5 percent contractual
increase
FY
2028-
29 $236,857
FY 27-28 cost plus 5 percent contractual
increase. Contract term will end December
31, 2028, but sewer cleaning (majority of
cost) for FY 2028-29 will be completed
prior to expiration
Total
Cost $906,107
Ultimately, the City Council has the authority to increase or decrease the contract amount during the annual budget process.
The Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.A.3.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
PAGE 37 of 238
RECOMMENDATION
Staff recommends that the City Council approve a four-year Maintenance Services Agreement in the amount of $906,107 with Premier Pipe, Inc. If the Council concurs, an appropriate motion would be:
“I move to approve a four-year Maintenance Services Agreement in a total amount of $906,107 with Premier Pipe, Inc. for sewer system cleaning and maintenance and authorize the City Manager to execute the Agreement on behalf of the City.”
ATTACHMENTS
1. Draft Maintenance Services Agreement with Premier Pipe, Inc.
2. Proposal from Premier Pipe, Inc.
3. 2019 Wastewater System Condition Assessment with Updated 2024 Project .Cost Estimates
PAGE 38 of 238
AGREEMENT FOR
MAINTENANCE SERVICES Between
THE CITY OF SAN MARINO,
a municipal corporation
and
Premier Pipe, Inc.
a California corporation
Dated: January 8, 2025
PAGE 39 of 238
1 AGREEMENT FOR
MAINTENANCE SERVICES
This Agreement for Maintenance Services (“Agreement”) is entered into as of the date referenced on the cover page (“Effective Date”) between the City of San Marino, a California municipal corporation (“City”) and Premier Pipe, Inc. (“Contractor”) (collectively “Parties”). In consideration of the mutual promises and covenants made by the parties and contained here and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows:
SECTION 1. SCOPE OF SERVICES
1.1 Identification of Contractor
Name:
Premier Pipe, Inc.
Address: 7434 Garvalia Avenue, Rosemead CA 91770
License Numbers: LIC # 986498
1.2 Term. Subject to the provisions of Section 8 [Termination] of this Agreement, the term of this Agreement is for four (4) years commencing on January 1, 2025 with the possibility for one (1) two-year extension contingent on satisfactory performance.
1.3 Description of Contractor’s Services. Subject to the terms and conditions of this Agreement, Contractor agrees to perform for City those maintenance / minor construction services specified in the Scope of Services attached hereto and incorporated herein by reference as Exhibit “A” [Scope of Services] (“Services”). Contractor agrees to furnish, for the compensation provided for herein, all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately perform and complete the Services. The Services shall be subject to inspection and approval by City. Contractor agrees to work closely with City staff in the performance of the Services and shall be available to City’s staff and Contractors at all reasonable times.
1.4 Performance of Services. Contractor represents that it possesses the requisite training, licenses and permits necessary to perform the Services, and that its performance of the Services shall conform to the standard of practice of a professional PAGE 40 of 238
2 having specific experience and expertise in professional services of like nature and complexity of the Services.
1.5 Compensation for Contractor’s Services.
Compensation for the Services shall be:
Time and Materials, per schedule of rates included in Exhibit C with a guaranteed not to exceed price of $906,107 for the four-year duration of the agreement.
1.6 Extra Work. Contractor shall not be compensated for any work or services rendered in connection with its performance of this Agreement, which are in addition to or outside of the Services (“Extra Work”), except as expressly provided for herein. It shall be Contractor’s responsibility to ensure that the scope and price of any Extra Work to be performed by Contractor is approved by City in writing in advance of Contractor’s commencement of the Extra Work in accordance with Section
9.9 [Amendments] and Section 9.17 [Administration and Implementation]. City shall not be obligated to pay for or otherwise be liable for unauthorized Extra Work performed by Contractor.
1.7 Progress and Coordination. Upon City’s request, Contractor shall provide City with progress submittals showing status of Services, at times and increments as City may reasonably request, and shall provide City with a progress schedule for performance of the Services, at times and in a level of detail as City may reasonably request. Contractor shall coordinate with City and authorities with jurisdiction as necessary to perform the Services. Time is of the essence in the performance of the Services.
1.8 General Warranty. Contractor warrants all Services under this Agreement (which for purposes of this Section shall be deemed to include unauthorized Extra Work which has not been removed and any non-conforming materials incorporated into the Services) to be of good quality and free from any defective or faulty material and workmanship. All warranties and guarantees of subcontractors, suppliers and manufacturers with respect to any portion of the Services, whether express or implied, are deemed to be obtained by Contractor for the benefit of City, regardless of whether or not such warranties and guarantees have been transferred or assigned to City by separate agreement and Contractor agrees to enforce such warranties and guarantees, if necessary, on behalf of City.
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3 1.9 Repair of Defects. Contractor agrees that for a period of one (1) year from and after final acceptance of the Services, or in any guarantee or warranty provided by any manufacturer or supplier of equipment or materials incorporated into the Services, whichever is later, Contractor shall within ten (10) days after being notified in writing by City of any defect in the Services or non-conformance of the Services, commence and prosecute with due diligence all work and services necessary to fulfill the terms of the warranty at its sole cost and expense. In addition, Contractor shall, at its sole cost and expense, repair and replace any portions of the work, facilities, fixtures, or materials damaged by its defective Services or which becomes damaged in the course of repairing or replacing defective Services. For any Services so corrected, Contractor's obligation hereunder to correct defective Services shall be reinstated for an additional one year period, commencing with the date of acceptance of such corrected Services. Contractor shall perform such tests as City may require to verify that any corrective actions are adequate to remedy the defective condition. In the event that Contractor fails to perform its obligations under this Section to the reasonable satisfaction of City, then City shall have the right to correct and replace any defective, non-conforming, or damaged Services at Contractor's sole expense. Contractor shall be obligated to fully reimburse City for any expenses incurred hereunder upon demand.
1.10 Contractor’s Representative. Contractor hereby designates the representative named in Exhibit “D” [Representatives], or his or her designee, to act as its representative for the performance of this Agreement (“Contractor’s Representative”). Contractor’s Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. Contractor’s Representative shall supervise and direct the Services, using his or her best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
SECTION 2. COMPENSATION AND METHOD OF PAYMENT
2.1 Compensation. City shall pay to Contractor for non-disputed Services rendered, the compensation set forth in Exhibit “C” [Compensation] attached hereto and incorporated herein by reference. Total compensation to Contractor for the Services shall not exceed the total price or “not to exceed” amount set forth in Exhibit “C,” without the prior written approval of City in accordance with Section 9.10 [Amendments] and Section
9.19 [Administration and Implementation].
2.2 Payment of Compensation. Contractor shall submit monthly invoices together with an itemized statement of Services provided. The statement shall describe the Services provided, the percent of work completed by item, together with such other reasonable detail and supporting documentation as may be required by the City Manager, or his/her designee. City will review the statement and pay, with the exception of any charges for work performed or expenses incurred by Contractor which are disputed by City, within 30 days of receiving such statement, all approved charges thereon. Payment PAGE 42 of 238
4 to Contractor for work performed pursuant to this Agreement shall not be deemed to waive any defect in work performed by Contractor.
SECTION 3. RESPONSIBILITIES OF CONTRACTOR
3.1 Control and Payment of Subordinates; Independent Contractor.
Contractor agrees that all Services shall be performed by Contractor or under its supervision. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under the Contractor’s exclusive direction and control.
Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. Contractor is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of City. Contractor shall have no authority to bind City in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Contractor is not entitled to any benefits that Owner provides to Owner employees, including, without limitation, worker’s compensation benefits or payments, pension benefits, health benefits or insurance benefits. Contractor expressly waives any claim Contractor may have to any such rights. Contractor shall pay all payroll taxes imposed by any governmental entity and shall pay all other required taxes.
3.2 Standard of Care and Licenses. Contractor agrees that all Services shall be performed in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and warrants that it, its employees and subcontractors shall have sufficient skill and experience to perform the Services and that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained in good standing throughout the term of this Agreement.
3.3 Required Corrections. Contractor shall perform, at its own expense and without reimbursement from the City, any work necessary to correct errors or omissions that are caused by the Contractor’s failure to comply with the standard of care provided for herein.
3.4 Law and Regulations. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services.
3.5 Safety. Contractor shall perform the Services, and maintain its work area, so as to avoid injury or damage to any person or property and shall otherwise exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed.
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5 3.6 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sexual orientation, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
3.7 Department of Industrial Relations Registration Contractor shall register with the California Department of Industrial Relations and shall comply with all specified requirements for sanitation systems contractors.
3.8 Prevailing Wage Laws. Contractor acknowledges and agrees to abide by the provisions of California Labor Code Section 1720, et seq., as well as 1771, 1773, 1773.1, 1773,2 1773.6, 1773.7, 1774, 1775, 1776, and 1777, pertaining to the obligation to pay the prevailing wages with respect to the performance of the work (“Prevailing Wage Laws”). Contractor shall defend, indemnify, and hold the City, its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
SECTION 4. INDEMNIFICATION
4.1 Indemnity. Contractor shall indemnify, defend with legal counsel approved by Agency, and hold harmless Agency, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with Contractor’s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in this agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of the Agency. Should conflict of interest principles preclude a single attorney from representing both Agency and Contractor, or should Agency otherwise find Contractor’s attorney unacceptable, then Contractor shall reimburse the Agency its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation. The Contractor shall promptly pay any final judgment rendered against the Agency (and its officers, officials, employees, and volunteers) with respect to claims determined by a trier of fact to have been the result of the Contractor’s negligent, reckless, or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
Contractor obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of Agency under any provision of this agreement, Contractor shall not be required to indemnify and hold harmless Agency for liability attributable to the sole or active negligence of Agency, provided such active PAGE 44 of 238
6 negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where Agency is shown to have been actively negligent and where Agency’s active negligence accounts for only a percentage of the liability involved, the obligation of Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of Agency.
4.2 Action. For purposes of this Agreement, “Action” shall mean any suit (whether legal, equitable, or declaratory in nature), proceeding or hearing (whether administrative or judicial), arbitration or mediation (whether voluntary, court-ordered, binding, or non-binding), or other alternative dispute resolution process, and the filing, recording, or service of any process, notice, claim, demand, lien, or other instrument which is a prerequisite or prelude to commencement of the Action.
4.3 Costs and Expenses. For purposes of this Agreement, “Costs and Expenses” shall mean all costs and expenses, to the extent reasonable in amount, actually and necessarily incurred by a Party in good faith in the investigation, prosecution or defense of an Action, including, but not limited to, court costs, filing, recording, and service fees, copying costs, exhibit production costs, special media rental costs, reasonable attorney’s fees, Contractor fees, fees for investigators, witness fees (both lay and expert), travel expenses, deposition and transcript costs, and any other costs or expenses, the award of which a court of competent jurisdiction may determine to be just and reasonable.
4.4 Hazardous Substances. For purposes of this Agreement, “Hazardous Substances” shall mean any and all of the following:
a. any substance, product, waste or other material of any nature whatsoever which is or becomes listed, regulated, or for which liability arises for misuse, pursuant to the Comprehensive Environmental Response Compensation and Liability Act (“CERCLA”), 42 U.S.C. §9601, et seq.; the Hazardous Materials Transportation Act, 49 U.S.C. §1801, et seq.; the Resource Conservation and Recovery Act (“RCRA”), 42 U.S.C. §6901, et seq.; the Toxic Substances Control Act, 15 U.S.C.S. §2601, et seq.; the Clean Water Act, 33 U.S.C. §1251, et seq.; the Insecticide, Fungicide, Rodenticide Act, 7 U.S.C. §136, et seq.; the Superfund Amendments and Reauthorization Act, 42 U.S.C. §6901, et seq.; the Clean Air Act, 42 U.S.C. §7401, et seq.; the Safe Drinking Water Act, 42 U.S.C. §300f, et seq.; the Solid Waste Disposal Act, 42 U.S.C. §6901, et seq.; the Surface Mining Control and Reclamation Act, 30 U.S.C. §1201, et seq.; the Emergency Planning and Community Right to Know Act, 42 U.S.C. §11001, et seq.; the Occupational Safety and Health Act, 29 U.S.C. §§655 and 657; the Hazardous Waste Control Act, California Health and Safety Code (“H.&S.C.”) §25100, et seq.; the Hazardous Substance Account Act, H.&S.C.§25330, et seq.; the California Safe Drinking Water and Toxic Enforcement Act, H.&S.C. §25249.5, et seq.; the Underground Storage of Hazardous Substances, H.&S.C. §25280, et seq.; the Carpenter-Presley-Tanner Hazardous Substance Account Act, H.&S.C. §25300, et seq.; the Hazardous Waste Management Act, H.&S.C. §25170.1, et seq.; the Hazardous Materials Response Plans and Inventory, H.&S.C. §25001, et seq.; the Porter-Cologne Water Quality Control Act, Water Code §13000, et seq., all as they may from time to time be amended; and
PAGE 45 of 238
7 b. any substance, product, waste or other material of any nature whatsoever which is or becomes listed, regulated, or for which liability for misuse arises pursuant to any other federal, state or local statute, law, ordinance, resolution, code, rule, regulation, order or decree due to its hazardous, toxic or dangerous nature.
PAGE 46 of 238
8 SECTION 5. RECORDS AND AUDIT
5.1 Records and Audit. At Owner’s request and after reasonable notice and during normal business hours, Contractor shall make available to Owner, its authorized agents, officers, or employees, for audit, photocopy or compilation, any and all ledgers, books of accounts, invoices, payrolls, vouchers, cancelled checks, correspondence, internal memoranda, calculations, drafts, and other records or documents evidencing or relating to the performance of the Services (hard copy or electronic), expenditures and disbursements charged to Owner in connection with the Services. Contractor shall maintain such documents for at least three (3) years following completion of the Services. Such rights shall be specifically enforceable.
SECTION 6. INSURANCE
6.1 Maintenance of Insurance. Without limiting Contractor’s indemnification of Agency, and prior to commencement of Work, Contractor shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described in Exhibit “F” [Insurance] and in a form satisfactory to Agency.
6.2 Subcontractors Insurance. Contractor agrees to ensure that subcontractors, and any other party involved in the performance of the Services by Contractor, provide the same minimum insurance coverage required of Contractor.
Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review.
6.3 Modification of Insurance Provisions. The City Manager may make reasonable amendments to the insurance requirements of this section, with the written concurrence of the Finance Director or Risk Manager, in accordance with Section 9.19 [Administration and Implementation] after considering the Scope of Services, potential liabilities, and the required level of insurance to adequately protect the City.
SECTION 7. BONDS
7.1 Performance and Payment Bonds. Within the time period set forth in the contract documents and prior to commencing the work on the project, the contractor shall file with the Agency good and sufficient labor and material payment bond and performance bond in the amount of one hundred percent (100%) of the contract sum covering performance of the work . The performance bond and payment bond shall be in the form required by the contract documents. The amounts of the payment bond and performance bond shall be increased as, when and in the amount of any change orders that are executed increasing the contract sum, the contractor shall, upon request by the Agency, provide evidence of such increases. Should the payment bond or performance bond or any surety on such bond become or be determined by the Agency to be insufficient, it shall be replaced within ten days by a bond that fully complies with the requirements of this paragraph. No further payments to the contractor for the work performed shall be PAGE 47 of 238
9 made or due until the contractor has fully complied with the requirements of this paragraph.
7.2 Duration. The payment bond shall remain in effect until acceptance of the work and payment of all stop notices and claims by the contractor or the subcontractors, of any tier, have been satisfied. The performance bond shall remain in effect and assure faithful performance of all the contractor’s obligations under the contract documents, including, without limitation, all obligations that survive final completion or termination, such as, but not limited to, the contractor’s warranty, commissioning, and indemnity obligations.
7.3 Surety Qualifications. At the time the contract is signed and at all times thereafter until final payment has been made by the Agency, the surety on the payment and performance bond shall be an admitted surety and the surety on the performance bond shall be licensed in the State of California and in good standing with the California Department of Insurance
7.4 Premiums. The premiums for all bonds are included in the contract sum and shall be paid by the contractor. It is California law that the premium (cost) of the bond should appear in the right-hand corner of the original bond, so the obligee knows the true cost of the bond.
7.5 Obligee. The payment bond and performance bond shall each name the Agency as obligee. This can be a requirement if the Agency is paying for the subcontract bonds, which is usually not the case.
7.6 No exoneration. Changes, change orders, unilateral change orders, field orders, modifications and adjustments to the contract sum or contract time shall in no way release or exonerate the contractor or its surety from their obligations, and notice thereof shall be waived by the surety. The foregoing provision shall be included in the terms of the payment bond, performance bond and any bonds obtained by the subcontractors.
7.7 Communications. The Agency shall have the right to communicate with the contractor’s sureties with respect to matters that are related to the contractor’s performance of its obligations under the contract documents. The contractor shall be provided with a copy of all such written communications. Such communications shall not create, or be interpreted as creating, any contractual relationship between the Agency and the surety. The name, address and phone number of the surety contact should be required in the bond; this makes communication easier for the obligee and to know how to submit a claim.
7.8 No limitation. The requirements shall be without limitation to any other obligations the contractor may have under applicable law to provide bonding for the benefit of and to assure payment to the subcontractors or subconsultants performing the work for the project.
SECTION 8. TERMINATION
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10 8.1 Termination and Suspension. City may, with or without cause, direct Contractor to suspend, delay or interrupt Services, in whole or in part, for such periods of time as City may determine in its sole discretion. City may terminate performance of the Services under this Agreement in whole, or from time to time in part, for default, should Contractor commit a material breach of this Agreement, or part thereof, and not cure such breach within ten (10) calendar days of the date of City’s written notice to Contractor demanding such cure, in which case Contractor shall be liable to City for all loss, cost, expense, damage and liability resulting from such breach and termination.
City may terminate performance of the Services under this Agreement in whole, or from time to time in part, for convenience, whenever City determines that such termination is in City’s best interests. Additionally, Contractor may terminate this Agreement at any time and without cause or penalty upon thirty (30) days’ prior written notice to City. In the event this Agreement is terminated for any reason, Contractor shall be entitled to recover its costs expended up to the termination date plus reasonable profit thereon to the termination date as this Agreement would otherwise provide, but may recover no other cost, damage or expense. Contractor shall continue its work throughout the course of any dispute, and Contractor’s failure to continue work during a dispute shall be a material breach of this Purchase Order.
SECTION 9. GENERAL PROVISIONS
9.1 Assignment or Transfer. Contractor shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.
9.2 Loss and Damage. Contractor shall be responsible for all loss and damage which may arise out of the nature of the Services agreed to herein, or from the action of the elements, or from any unforeseen difficulties which may arise or be encountered in the prosecution of the Services until the same is fully completed and accepted by City.
9.3 Conflict of Interest. Contractor represents and warrants that it presently has no interest, and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of work and services required under this Agreement.
Without limitation, Contractor represents to and agrees with City that Contractor has disclosed any potential conflict of interest, and will have no future conflict of interest, in providing City services hereunder, including but not limited to, any interest (financial, shared ownership, shared management, shared directors, or reporting responsibilities) Contractor may presently have, or will have in the future, with respect to any other person or entity (including but not limited to potential suppliers, vendors, Contractors, contractors, or regulatory agency) which may have an interest in the subject matter of the Services.
9.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of the Agreement.
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11 9.5 Governing Law. This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Los Angeles.
9.6 Integration. This Agreement, including the attached Exhibits “A” through “F”, is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other prior agreements or understandings, whether oral or written, or entered into between Contractor and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding.
9.7 Severability. If a term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).
9.8 Prohibited Interests. Contractor represents and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement.
9.9 Amendments. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by Contractor and City. The City Manager shall have the authority to approve any amendment to this Agreement if the total compensation under this Agreement, as amended, would not exceed the City Manager’s contracting authority under the San Marino Municipal Code. All other amendments shall be approved by the City Council. The Parties agree that the requirement for amendments or modifications to be in writing cannot be waived and that any attempted waiver shall be void.
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12 9.10 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.
9.11 Delivery of Notices. All notices required or permitted to be given under this Agreement shall be in writing and shall be given to the respective parties at the addresses listed in Exhibit “D”, or at such other address as the respective parties may provide in writing for this purpose. Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
9.12 Binding Effect. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.
9.13 Waiver. Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party or any breach of the provisions of this Agreement shall not constitute a waiver of any other provision, nor a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any Services by Contractor shall not constitute a waiver of any of the provisions of this Agreement.
9.14 Subcontracting. Contractor shall not subcontract any portion of the Services, except as expressly stated herein, without prior written approval of City.
Subcontracts, if any, shall contain a provision making them subject to all provisions of this Agreement.
9.15 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
9.16 Authority to Execute. The person or persons executing this Agreement on behalf of Contractor represents and warrants that he/she/they has/have the authority to so execute this Agreement and to bind Contractor to the performance of its obligations hereunder.
9.17 Administration and Implementation. This Agreement shall be administered and executed by the City Manager or his or her designated representative.
The City Manager shall have the authority to issue interpretations and to make amendments to this Agreement, including amendments that commit additional funds, consistent with Section 9.10 [Amendment] and the City Manager’s contracting authority under the City’s Municipal Code.
9.18 Force Majeure. Notwithstanding any provision of this Agreement to the contrary, City and Contractor each agree that the other party hereto shall not be liable for such party’s failure to perform its respective obligations under this Agreement if such failure is due to any fire, act of God, strike, civil disturbance, acts of public authorities, epidemics/pandemics or cause beyond such party’s reasonable control; provided however that such party invoking this section shall notify the other party within ten (10) PAGE 51 of 238
13 days of the commencement of the force majeure event. Lack of funds shall not be deemed a cause beyond either party’s control.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF San Marino
Philippe Eskandar
City Manager
ATTEST:
Alison Walker, City Clerk
APPROVED AS TO FORM:
Joe Montes, City Attorney
“CONTRACTOR”
By:
Name:
Title:
By:
Name:
Title:
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14 PAGE 53 of 238
EXHIBIT “A” SCOPE
OF SERVICES
See next page
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Scope of Services
The scope of services generally includes:
1. Provide annual sewer mainline cleaning and inspections via Closed Circuit Television (CCTV) of approximately 132,000 lineal feet of sewer mains. Cleaning shall be incompliance with NASSCO Sewer Cleaning Specifications utilizing hydro-jetting procedures. The sewer cleaning specifications are provided below under “Specifications”.
2. Provide annual sewer manhole inspection and cleaning of all sewer manholes located within designated annual cleaning area by the City (there are 1,055 sewer manholes in the City, roughly half will be inspected/cleaned during each cycle). All manhole inspection shall be completed by a NASSCO Manhole Assessment and Certification Program. The Contractor shall provide the inspector name and certification documents with the submitted proposal.
The manhole inspection specifications are provided below under “Specifications”.
3. Provide semi-annual cleaning of the 21 sewer main “hot spots”. Cleaning of the “hot spots” shall be incompliance with NASSCO Sewer Cleaning Specifications utilizing hydro-jetting procedures. The “hot spot” cleaning specifications are provided below under “Specifications”.
4. Provide emergency cleaning/repairs of the sewer system on an as-needed/on-call basis, both during business hours and after-hours/on weekends and holidays.
5. Provide annual pipe condition assessment using CCTV of all sewer mainlines and incorporate the information into the City’s Geographical Information System (GIS) services to populate the sewer infrastructure. CCTV operations shall be incompliance with NASSCO Pipe Condition Assessment Specifications using CCTV. The pipe condition assessment and CCTV specifications are provided below under “Specifications”. If contractor utilizes thirdparty software to maintain records and documentation of CCTV, City shall be provided access to said software at no cost to the City.
6. Other services that are not specified above but that are related to the maintenance and/or cleaning of the City-owned sewer system.
All CCTV operators shall be National Association of Sewer Service Companies (NASSCO) certified by passing the Manhole Assessment and Certification Program (MACP). The methodology of evaluation, data collection and reporting criteria used for the NASSCO certification shall be practiced for all CCTV evaluations in this contract The Contractor’s supervisor(s) must be able to communicate both verbally and in writing with City of San Marino staff as well as with his crew. All PAGE 55 of 238
work and equipment utilized shall conform to FED-OSHA and CAL-OSHA Title 8 requirements, including, but not limited to work performed in confined spaces and/or gas hazardous environments.
For inspections where entry must be made onto homeowner’s property, notice must be given for permission to enter property. Coordination of manhole inspection will be made through City’s designated representative who shall be notified at least one week prior to the Contractor’s anticipated work in the area. City representative will provide assistance with manhole access and make arrangements as needed for entry onto private property for the inspection of manholes in easements.
Confined Space Procedure -The CCTV inspection shall be conducted from above ground. Manhole entry, if required, shall be conducted in strict accordance with permit required confined space entry regulations. These regulations include, at a minimum, compliance with State and Federal OSHA requirements and OCSD’s safety requirements.
Traffic Control - All traffic control shall be in accordance with the latest WATCH Manual of Traffic Control. Additional local regulations shall have precedence. Contractor shall apply for all traffic control permits and pay all fees and permits for said permits. City will reimburse Contractor for permit and traffic plan fees. NOTE – Inadequate or improper signing and delineation for traffic control may be cause for the cancellation of the contract.
The Contractor will provide complete detail lists for each scope of services of all possible tasks, charges, Sub-contractor/consultants’ charges and/or services, and so on that will accommodate all types of anticipated professional services associated with this project.
Scope of Services Specifications
1. Sewer Cleaning
o Contractor to provide two-man crews with a combination cleaning truck including all cones, safety lighting, and signs necessary to complete the task. o Contractor may use hydraulic cleaning methods. Contractor shall use Combination Sewer Cleaning Trucks capable of providing a minimum of 55 GPM and at a minimum pressure of 2000 PSI. Vacuum capability for removing debris shall be accomplished by fans or positive displacement.
o The equipment selected for the cleaning of the sanitary lines shall be approved by the City of San Marino. The Cleaning trucks shall have capability of reaching PAGE 56 of 238
easements and have hose capability of 1000 LF. Combination Cleaning trucks are the preferred method of cleaning. Vacuum systems with either centrifugal or positive displacement blower vacuum equipment suitable to remove debris at the downstream manhole while jetting is required.
o The equipment used by the Contractor must be well maintained, identified with Contractor’s name and telephone number. Adequate backup equipment and safety lighting must be available on all trucks. Two-man crews are required for cleaning and maintenance.
o Whenever hydraulically propelled cleaning tools (which depend on water pressure to provide their cleaning force, or any tools which retard the flow of water in the sewer lines) are used, precautions shall be taken to insure that the water pressure created does not cause any damage of flooding to public or private property o Contractor is required to use the appropriate nozzle or cutter head, (e.g. high velocity, water jet, root cutter, etc.), to perform the sewer cleaning as required for the specified sewer line.
o Sewer will be cleaned by removing grit, loose solids, and grease. Leaving residual debris of no more than 5% of the pipe diameter, which should be sufficient to facilitate video inspection. This does not include the removal of hard spots such as minerals and cast-iron scale. Additional passes may be required on lines which contain heavy debris, grease, or roots. A root cutter or spinning nozzle may be required on these lines.
o Cleaning methods shall be employed to sufficiently clean the pipe. The required cleaning will typically require two pass cleaning of the cleaning truck which should be sufficient in removing materials and debris. All manholes shall be washed down while cleaning the sewer lines.
o This Contractor shall clean from the downstream manhole to the upstream manhole and pull the debris back to the downstream manhole and vacuum any debris present.
Reverse cleaning may be needed when the downstream 9 manhole is not accessible. The second crew member shall open the upstream manhole cover while cleaning to verify that the nozzle has reached the upstream manhole channel. o All sludge, dirt, sand, rock, roots, grease, and other solid or semi-solid material resulting from the cleaning operations shall be removed at the downstream manhole of the manhole section being cleaned. Disposal of such debris shall be done at an PAGE 57 of 238
appropriate site and be the responsibility of the contractor. Passing material from manhole section to manhole section or to the treatment plant which could cause stoppage of the lines, accumulation in wet wells or damage to pumping equipment, shall not be permitted. Contractor shall comply with all current health and safety laws and regulations (Federal, State, County, City and Special Districts). o Contractor shall use a cleaning report form to record the location of the cleaning operation, the number of feet cleaned, and the conditions encountered for each section of sewer main cleaned. Cleaning Logs shall be submitted with monthly invoices as part of the approval process. Electronic formats shall be submitted at the same time.
o Contractor shall have the capability of updating the City GIS database by supplying ESRI ARV View shape files of the work completed. GIS Databases will be supplied to the contractor at the beginning of the project. Shapefiles indicating the completed cleaning or CCTV Inspection will be delivered by the contractor at regular intervals during the project.
o Contractor shall provide all required traffic control including signaling and traffic cones as needed in accordance with the WATCH Manual. Contractor shall provide confined space equipment and procedures per CAL OSHA Standards for those situations that require entry. The contractor is required to operate and maintain safety equipment and is responsible for all safety training of its crews. o The Contractor shall perform sewer cleaning services during the hours of 7:00am to 4:00 pm Monday through Friday. Cleaning or inspection outside these hours shall first be approved by the City.
2. Manhole Inspections
o The City of San Marino is seeking a contractor to perform NASSCO MACP certified Manhole Inspections using 360-degree digital scanning technologies and provide 3D scanned images and point cloud data. Contractor shall provide software to the City for viewing such images and reports.
o The Operator(s) performing the work must be qualified to perform the work as noted in this scope of work. All CCTV operators shall be National Association of Sewer Service Companies (NASSCO) certified by passing the Manhole Assessment and Certification Program (MACP) and have a minimum of five (5) years of experience in manhole CCTV inspections.
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o The City estimates that there are approximately 1,055 manholes located in the City. All manholes in the given cleaning area shall be inspected by the contractor.
Reports shall be delivered in a digital format.
o All 360-degree digital scanning assessments shall yield Grade level 1 MACP inspection results. The camera system shall be lowered via a specialized system to record all internal elements of the structure while traveling at the rate of speed required for proper illumination and quality. Condition assessment shall be performed following field inspection by a NASSCO MACP certified inspector. Assessments shall identify all operational and maintenance defects, structural defects, and construction features observed by the inspection. Defect identification shall be completed with an on-screen coding and inspection log.
o Manhole Assessment - Manhole assessments shall be performed one manhole at a time - a new assessment must be generated for each location. All assessments shall be performed in conformance with the latest version of NASSCO MACP Standard.
Contractor shall notify the City immediately should a significant defect that could pose a threat to public health or safety be discovered.
3. Manhole Digital Scanning and Video Equipment
o The inspection camera system must be 100% digital. Any analog or NTSC video camera will be deemed unacceptable.
o The manhole inspection camera system shall be able to travel in both upward and downward directions and shall allow for camera adjustment so that it is centered within the manhole.
o Lighting: The inspection camera system must illuminate the interior of the manhole being assessed to evenly and adequately distribute the light evenly onto the structure walls.
o The inspection camera system must have independently or multiple controlled digital cameras that provide complete coverage of the interior of the structure to allow for a complete, 360-degree field of view when compiled.
o The inspection camera must provide a minimum of 3000 line of vertical resolution in the side view and a minimum of 500 lines in the perspective view. 5. The digital files must include an unfolded view of the manhole asset being inspected.
4. "Hot Spot" Sewer Cleaning
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o Contractor shall provide semi-annual cleaning of the 21 sewer main "Hot Spots" per the specifications identified for "Sewer Cleaning" listed above.
5. CCTV Inspection
o The CCTV van's work area must be large enough for two (2) people to view a television monitor of the inspection procedure. The van shall be provided with means of controlling external and internal sources of light in a manner capable of ensuring that the monitor screen display is in accordance with the specifications. o A color television monitor must be available to view live camera action in the van.
The displayed picture must be capable of providing a clear, stable image free of electrical interference.
o The camera used for sewer pipeline inspections shall meet requirements for operating in the sanitary sewer environment. Digital cameras are required, and any analog video camera will be deemed unacceptable. The camera will be capable of operating in 100 percent humidity, be waterproof and be able to withstand long periods of submergence in wastewater. For conventional inspection camera systems, the camera must be able to pan, tilt and rotate, and have a minimum of 360 x 270 degree rotation. A variable intensity control of the camera lights and remote control adjustments for focus and iris shall be located at the monitoring station. The remote control of focus and iris will range from 1- inch to infinity. The conventional inspection camera system shall be able to produce a minimum of 460 lines of horizontal resolution and 400 lines of vertical resolution.
o Lighting and camera quality shall be suitable to allow a clear in-focus picture of a minimum of ten lineal feet of the entire periphery of the sewer pipe. The lighting for the camera shall minimize glare. Lighting sensitivity shall be 3 lux or less. o The camera should be mounted on wheels, skids, or a tractor suitably sized for the pipe to be televised that will position the camera lens above the liquid flow line, near the center axis of the pipe. Any motorized transporters should have adjustable speed control. The transporter shall be able to navigate around minor objects, roots, and debris. The televising may also be accomplished using camera equipment mounted on a raft or floating pontoon, if the required pipe condition information cannot be obtained by tracked camera equipment within the maximum allowable flow depths.
By no means shall the camera's transporter system obstruct the camera's view or interfere with proper documentation of the sewer conditions.
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o Cable and footage counter accuracy checks: A minimum 1,200 feet of TV cable on the spool reel shall be provided and the cable shall be retracted to remove slack and to ensure an accurate footage. Counters shall be checked regularly to ensure accuracy. All cable footage counts shall be in English units and accurate to plus or minus 1 feet per 100 feet. The cable footage counter shall be tested for accuracy every week.
o The camera lens shall be kept clear of condensation and debris during the CCTV inspection. If, during a run, the camera lens becomes soiled or fogged, the CCTV Inspection shall be paused to clean the lens, even if this requires removing the camera from the line.
6. Pipeline Data Collection
o The computer system required is WinCan collection software or approved equivalent using the latest version and shall be capable of documenting the inspections for sanitary sewer pipes and access structures by recording inspection findings in video and report format. This includes but is not limited to indexing, processing inspection data, printing CCTV inspection reports, recording and storing videos and images as required for the data documentation requirements of these specifications. o All CCTV operators performing the CCTV inspection shall be PACP certified by NASSCO's Pipeline Assessment and Certification Program. Each CCTV inspection operator for the project must possess and submit a valid PACP Certificate with a certification number. The methodology of sewer pipe evaluation, data collection and reporting criteria used for the NASSCO certification shall be practiced for the each CCTV inspection. The sequence of each CCTV Inspection shall be completed one segment at a time, pipe manhole-to-structure.
o The preferred direction of CCTV Inspections shall be downstream with the flow of the pipe unless access to the upstream manhole is not possible, or the camera cannot pass through the pipe from upstream manhole to downstream structure in the direction of the flow, in which case a reverse setup inspection from downstream manhole to upstream structure must be performed. CCTV inspections which require a reverse setup must be recorded as a new CCTV inspection and indicated as a "Reverse setup" in the POSM session header information. o The camera shall be moved through the line at a moderate rate, stopping when necessary to permit proper documentation of the sewer's condition. The camera shall PAGE 61 of 238
stop at each service lateral and provide a view up the service line. When a defect or other feature is encountered and needs to be coded, the camera is panned to capture a clear observation, the defect coded, and still picture captured. In no case will the television camera be pulled at a speed greater than 30 feet per minute (0 .5 feet per second). Under no circumstances shall the camera be tethered to a hydraulically propelled or high velocity jet cleaning device. o The "zero" point of the inspection footage shall be the center of the manhole where the camera is inserted. The importance of accurate distance measurement is emphasized. The television cable between the counter and the camera shall be taught at all times.
o Maximum depth of flow for CCTV inspections shall be 20 percent of the pipe diameter. If the depth of flow is greater than 20%, then the CCTV inspection shall be performed during off peak hours. If the flow is still above 20 percent, then the Contractor shall suspend inspection of that pipe segment and notify the engineer. o Contractor shall provide comfortable viewing access to the video tape monitor during the video inspection taping to allow City's representative to compile a log of the inspection. City may make both scheduled and unannounced visits to CCTV inspection operations while work is in progress. Contractor shall be responsible for the quality of video and documented observations.
o Contractor shall provide a list and bring to the attention of the city engineer any severe defects (PACP Grade 5 rating for Structure and/or Maintenance) discovered within 7 calendar days of discovery. Contractor shall immediately notify the engineer of any pipes that are found to be collapsed, or with a condition that requires immediate attention. If severe defects such as collapses, severe offset joints, or severe sags are encountered that preclude the inspection being completed in one direction, the Contractor shall attempt a reverse setup. If the entire segment cannot be inspected; the Contractor shall suspend the inspection and notify the engineer within 24 hours. Upon removal of the obstruction, the Contractor shall complete the CCTV inspection.
o If a buried manhole or cleanout is encountered during the course of the CCTV inspection, then the Contractor shall notify the City and note the observation in the POSM assessment. Contractor shall submit to the Engineer a list of access PAGE 62 of 238
structures not found or inaccessible and inaccuracies during the course of their work.
7. Documentation of Pipeline CCTV Inspection
o All CCTV inspection data collected, including condition rating databases, videos, photos, and other information must be provided in WinCan –latest version (or approved equivalent). It is the Contractor's responsibility to review the existing WinCan system prior to submitting inspection data to ensure that their data will successfully upload.
o The POSM session information for each pipe segment shall be recorded in the Nassco PACP template and shall indicate all the required information not limited to the surveyor name, certificate number, pipe segment reference, date and time, street, city, upstream manhole, downstream manhole, sewer use, direction of survey, height (diameter), shape, material, lining method, purpose, pre-cleaning, date cleaned, weather, and location code.
o The City will provide wastewater collection system information from the city's GIS database. The information provided to the Contractor can be used to pre-populate the WinCan session information. Pipe segment assessments shall be recorded using the latest version of NASSCO PACP and WinCan Software System. Comments shall be noted to document atypical conditions not otherwise described by the observation codes.
o The purpose of digital CCTV inspection recording shall be to supply a visual and permanent record of the sewer condition. For conventional CCTV cameras, the recording shall be MPEG 4 and have a minimum resolution of 352 x 240 pixels and an interlaced frame of 30 frames per second. Different frame and data rates are acceptable as long as similar or better image quality and acceptable file size are obtained.
o Separate data files shall be created for each individual sewer pipe segment, or Pipe Segment ID. In the case of multiple Pipe Segment IDs without an access structure between them, all Pipe segment IDs shall be noted in the session information If a reverse set up is required due to an obstruction, the reverse inspection shall be recorded in a separate data file.
o The following information must be provided as screen text at the beginning of the video recording:
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1. Project Information • Project Name • Surveyor Name • Certificate Number • Owner • Customer • Pipe Segment Reference • Date and time • Street • City
2. Manhole • Upstream MH • Downstream MH • Sewer Use • Direction of Survey
3. Pipe • Height (Diameter) • Shape • Material • Lining Method • Total Length • Length Surveyed • Flow Control • Purpose • Pre-Cleaning • Date Cleaned • Weather • Location Code • Additional Info • Location Details o Contractor shall have lateral launch capability for evaluation of the residential or commercial laterals from the sewer main line. Software collection system shall be POSM and operators must be LACP Certified.
o City shall be provided access to WinCan software or approved equivalent at no cost to the City.
SITE CLEANING
All debris resultant from the Contractor's excavation or construction operation shall be removed from the site the same day at the Contractor's expense. No excess materials shall be dumped or drained into the storm sewer. All materials removed shall be disposed of outside of the right-of-way, which shall be left with a clean and finished appearance.
Contractor shall not permit the adjacent property, public or private, to become dirty and unsightly because of work under this contract. All equipment necessary to provide dust control shall be included in the unit contract prices bid for the project.
NOTIFICATION OF AGENCIES
The following entities shall be notified at least 72 hours in advance of any street closure or restriction to access by the Contractor. Coordination of established service schedules will be available to the Contractor at the pre-construction meeting.
1. Public Works Department
2. Fire Department
3. Police Department
4. Waste Hauler & Street Sweeping Companies
5. Affected School Districts
6. Residents within Project area
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7. Any others that are determined by the City Engineer, as necessary to be notified.
STORAGE OF MATERIALS
It shall be the Contractor's responsibility to locate any storage sites for materials and equipment needed and such sites must be approved in advance by the City Engineer.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
Schedule to be provided by Contractor annually, and approved by City Engineer.
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EXHIBIT “C”
COMPENSATION
Year 1 base price is included on the next page. City may adjust compensation for the Services based on the year to year Construction Cost Index (CCI) percentage change with a maximum increase of 5% (no limit on decrease) per year. Total not-to-exceed amount for agreement is $906,107.
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Line Item Description Quantity Unit of Measure Unit Cost Total 1 Main Sewer Line Cleaning & Inspection via CCTV (Including Manhole Inspections and Cleanings) in Maintenance Area 132000 LF/Yr $1.20 $158,400.00 2 Sewer Line Cleaning and Inspection of "Hot Spots" 18840 LF/Yr $.90 $16,956.00 3 Emergency Cleaning Call-Out - Business Hours 30 Hr/Yr $225.00 $6,750.00 4 Emergency Cleaning Call-Out - Non-Business Hours or Weekend/Holiday 30 Hr/Yr $300.00 $9,000.00 5 CCTV Inspection Call-Out 60 Hr/Yr $225.00 $13,500.00
Total $204,606.00
Base Price for Year 1 of Agreement*
*City may adjust compensation for the Services based on the year to year Construction Cost Index (CCI) percentage change with a maximum increase of 5% (no limit on decrease) per year PAGE 68 of 238
EXHIBIT “D”
REPRESENTATIVES
CITY’S REPRESENTATIVE
City of San Marino
Parks and Public Works Department
Attn: Public Works Director
2200 Huntington Drive
San Marino, CA 91108
CONTRACTOR’S REPRESENTATIVE
Premier Pipe, Inc.
Attn: Fayz Ashker, President
PO Box 1578
Upland, CA 91785
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EXHIBIT “E”
BONDS REQUIRED
• Contractor shall provide the following bonds: Payment bond and performance bond in a sum equal to the contract price. Bond shall be duly executed by a responsible corporate surety, authorized to issue such bonds in the State of California and secured through an authorized agent with an office in California
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EXHIBIT “F”
INSURANCE REQUIREMENTS FOR CITY OF SAN MARINO
Contractor’s Duty to Show Proof of Insurance. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, or employees.
Coverage shall be at least as broad as:
Commercial General Liability (CGL)Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $2,000,000 per occurrence, $5,000,000 general aggregate, for bodily injury, personal injury, and property damage, and a $5,000,000 completed operations aggregate. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
Automobile Liability
Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than $2,000,000 combined single limit for each accident.
Workers’ Compensation
Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000) for Contractor ’s employees in accordance with the laws of the State of California, Section 3700 of the Labor Code In addition, Contractor shall require each subcontractor to similarly maintain Workers’ Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California, Section 3700 for all of the subcontractor’s employees. Contractor may satisfy the Workers’ Compensation requirement with a state approved self-insured program.
Contractor shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees, and volunteers.
Umbrella or excess liability insurance.
Contractor shall obtain and maintain an umbrella liability insurance policy with limits that will provide bodily injury, personal injury, and property damage liability coverage, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
• A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason, other than bankruptcy or insolvency of said primary insurer; • “Pay on behalf of” wording as opposed to “reimbursement”; PAGE 71 of 238
• Concurrency of effective dates with primary policies. Should Contractor obtain and maintain an excess liability policy, such policy shall be excess over commercial general liability, automobile liability, and employer’s liability policies.
Such policy or policies shall include wording that the excess liability policy follows the terms and conditions of the underlying policies.
Contractor’s pollution liability insurance. Coverage shall provide for liability arising out of sudden, accidental, and gradual pollution, and remediation. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. All activities contemplated in this agreement shall be specifically scheduled on the policy as “covered operations.” The policy shall provide coverage for remediation of the site in the event of an environmental contamination event arising out of the materials, supplies, products, work, operations, or workmanship.
Proof of insurance.
Contractor shall provide certificates of insurance and required endorsements to Agency as evidence of the insurance coverage required herein. Insurance certificates and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with Agency for the contract period and any additional length of time required thereafter. Agency reserves right to require complete, certified copies of all required insurance policies, at any time.
Duration of coverage.
Contractor shall procure and maintain for the contract period, and any additional length of time required thereafter, insurance against claims for injuries to persons or damages to property, or financial loss which may arise from or in connection with the performance of the Work hereunder by Contractor, their agents, representatives, employees, or subconsultants. Contractor must maintain general liability and umbrella or excess liability insurance for as long as there is a statutory exposure to completed operations claims.
Agency and its officers, officials, employees, and agents shall continue as additional insureds under such policies.
Primary/noncontributing.
Coverage provided by Contractor shall be primary and any insurance or self-insurance procured or maintained by Agency shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of Agency before the Agency’s own insurance or self-insurance shall be called upon to protect it as a named insured.
Products/completed operations coverage.
Products liability coverage shall extend for a minimum of three years (3) after project completion, and completed operations coverage for construction agreements shall extend for 10 years from the date of substantial completion of the project or the statute of repose, whichever is longer. Coverage shall be included on behalf of the insured for covered claims arising out of the actions of independent contractors. If the insured is using subcontractors, the Policy must include work performed “by or on behalf” of the insured. Policy shall contain no language that would invalidate or remove the insurer’s duty to defend or indemnify for PAGE 72 of 238 claims or suits expressly excluded from coverage. Policy shall specifically provide for a duty to defend on the part of the insurer. The Agency, its officials, officers, agents, and employees, shall be included as additional insureds under the Products and Completed Operations coverage.
Agency’s rights of enforcement.
In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, Agency has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by Agency will be promptly reimbursed by Contractor or Agency will withhold amounts sufficient to pay premium from Contractor payments. In the alternative, Agency may cancel this Agreement.
Acceptable insurers.
All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the Agency’s Risk Manager.
Waiver of subrogation.
All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against Agency, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow Contractor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against Agency and shall require similar written express waivers and insurance clauses from each of its subconsultants.
Enforcement of contract provisions (non estoppel).
Contractor acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Contractor of non-compliance with any requirement imposes no additional obligations on the Agency nor does it waive any rights hereunder.
Requirements not limiting.
Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Contractor maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency.
Notice of cancellation.
Contractor agrees to oblige its insurance agent or broker and insurers to provide the Agency with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. If any of the Contractor’s insurers are unwilling to provide such notice, then Contractor shall have PAGE 73 of 238
the responsibility of notifying the Agency immediately in the event of Contractor’s failure to renew any of the required insurance coverages, or insurer’s cancellation or nonrenewal.
Additional insured status.
General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that Agency and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies.
Prohibition of undisclosed coverage limitations.
None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to Agency and approved of in writing.
Separation of insureds.
A severability of interests provision must apply for all additional insureds ensuring that Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
Pass through clause.
Contractor agrees to ensure that its subconsultants, subcontractors, and any other party who is brought onto or involved in the project/service by Contractor (hereinafter collectively “subcontractor”), provide the same minimum insurance coverage and endorsements required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. However, in the event Contractor’s subcontractor cannot comply with this requirement, which proof must be submitted to the Agency, Contractor shall be required to ensure that its subcontractor provide and maintain insurance coverage and endorsements sufficient to the specific risk of exposure involved with subcontractor’s scope of work and services, with limits less than required of the Contractor, but in all other terms consistent with the Contractor’s requirements under this agreement. This provision does not relieve the Contractor of its contractual obligations under the agreement and/or limit its liability to the amount of insurance coverage provided by its subcontractors. This provision is intended solely to provide Contractor with the ability to utilize a subcontractor who may be otherwise qualified to perform the work or services but may not carry the same insurance limits as required of the Contractor under this agreement given the limited scope of work or services provided by the subcontractor. Contractor agrees that upon request, all agreements with subcontractors, and others engaged in the project, will be submitted to Agency for review.
Agency’s right to revise requirements.
The Agency reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Contractor a ninety (90)-day advance written notice of such change. If such change results in substantial additional cost to the Contractor, the Agency and Contractor may renegotiate Contractor’s compensation.
Self-insured retentions. PAGE 74 of 238
Any self-insured retentions must be declared to and approved by Agency. Agency reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through confirmation from the underwriter.
Timely notice of claims.
Contractor shall give Agency prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
Additional insurance.
Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work.
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REQUEST FOR QUALIFICATIONS / REQUEST FOR PROPOSALS
FOR
CITYWIDE SEWER SYSTEM CLEANING AND MAINTENANCE SERVICES Issue Date: Monday, November 4, 2024
Proposal Due Date: Monday, November 25, 2024 Before: 3:00 pm Provided By:
PO Bo 1578
Upland, CA 91785
Fayz Ashker – President
[email protected]
Submitted November 25th, 2024
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Contents
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Insurance Coverage Letter...................................................................................................................... 20 Addendum #1........................................................................................................................................... 21 PAGE 77 of 238
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11/25/24
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Fayz Ashker
President, Premier Pipe Inc.
Address: 431 E Rte 66, Glendora, CA 91740
Phone: (909) 297-4808
Email: [email protected]
Professional Summary
Dedicated and highly skilled leader with over 13 years of experience in sewer maintenance, inspection, and rehabilitation. Proven expertise in managing operations, delivering high-quality results, and fostering client relationships. Experienced in both fieldwork and leadership, with a strong foundation in safety, compliance, and innovative technology applications.
Education
California State Polytechnic University, Pomona
• Bachelor of Science in Business Management (2016)
Certifications
•
•
•
NASSCO Pipeline Assessment Certification Program (PACP/LACP/MACP) (2021) Confined Space Entry Certified
OSHA 30-Hour Construction Safety Certified
Professional Experience
Premier Pipe Inc.
President (2018 – Present)
•
•
Oversee all aspects of operations, financial management, and strategic growth.
Lead sewer maintenance and rehabilitation projects, specializing in cleaning, CCTV inspections, and trenchless repairs for municipalities.
•
•
Implement advanced technologies like GIS-compatible CCTV inspections and 360-degree manhole assessments to ensure accurate reporting and compliance with NASSCO standards.
Foster long-term partnerships with municipalities, delivering consistent, high-quality services.
Pipe Tec, Inc.
Administrator/Technician (2013 – 2018)
•
•
•
Managed administrative tasks, project scheduling, and team coordination for sewer maintenance and repair services.
Conducted field operations, including cleaning, CCTV inspections, and manhole assessments, ensuring compliance with safety and quality standards.
Gained extensive hands-on experience in pipe condition assessments and hydro-jetting operations.
Advanced Sewer Technologies
Field Technician (2010 – 2012)
•
•
•
Performed sewer line cleaning and CCTV inspections for various municipalities.
Operated hydro-jetting and vacuum equipment to maintain sewer infrastructure.
Gained foundational knowledge of sewer system maintenance and safety practices.
Key Skills
•
•
•
•
•
•
Leadership and Team Management
Sewer Maintenance and Rehabilitation
Advanced GIS Data Integration and Reporting
Compliance with NASSCO Standards
Strategic Planning and Business Development
Safety Compliance (OSHA, CAL-OSHA)
15 PAGE 91 of 238
Mike Ashker
Consultant, Sewer Maintenance and Rehabilitation
Cell: (909) 329-6102
Email: [email protected]
Professional Summary
Accomplished sewer maintenance and rehabilitation expert with over 40 years of experience, specializing in hydro jetting, CCTV inspections, and trenchless technologies. Renowned for solving complex sewer infrastructure challenges and delivering innovative, cost-effective solutions for municipalities, including the City of San Marino.
Extensive experience in managing operations, training teams, and consulting on large-scale projects.
Professional Experience
Premier Pipe Inc.
Consultant (2018 – Present)
• Provide expert consultation on sewer and storm drain rehabilitation, including CIPP, UV Fiberglass, and spray lining.
•
•
Schedule and manage labor force for complex projects, ensuring timely and effective execution.
Act as a liaison between municipalities, including the City of San Marino, and clients to address project requirements and challenges.
• Troubleshoot onsite issues and develop cost-effective solutions for high-stakes jobs.
Pipe Tec, Inc.
Owner/President (2013 – 2018)
•
•
•
•
Directed all operations, from project execution to client and labor force management.
Consulted on rehabilitation methods to ensure cost efficiency and optimal results.
Delivered 24/7 on-call services for emergency sewer maintenance needs.
Established a reputation for high-quality work and long-term client satisfaction.
Roto Rooter Inc.
General Manager, Commercial Division (1995 – 2012)
• Managed operations for Roto Rooter’s commercial division, overseeing large-scale cleaning and video inspection contracts across Southern California.
•
•
Trained over 20 employees in advanced sewer cleaning and CCTV inspection techniques.
Administered job costing, resource allocation, and strategic planning for the division.
CCTV Operator and Hydro Jet Technician (1980 – 1995)
•
•
•
Operated high-pressure jetting equipment for cleaning sewer and storm drain lines.
Conducted CCTV inspections to assess pipeline conditions and recommended rehabilitation strategies.
Performed troubleshooting and 24/7 on-call services for municipalities, including the City of San Marino.
Key Skills
•
•
•
•
•
•
Sewer System Maintenance and Rehabilitation
Advanced CCTV Inspection and Hydro Jetting
Strategic Planning and Cost-Effective Solutions
Team Training and Leadership
Expertise in Trenchless Technologies (CIPP, UV Fiberglass) Client and Municipal Relations
Relevance to the City of San Marino
• Over 20 years of direct experience working on sewer maintenance projects in the City of San Marino since 2000.
•
•
Deep understanding of the City’s infrastructure and requirements for successful project execution.
Proven track record of delivering innovative, cost-effective solutions tailored to municipal needs. 16 PAGE 92 of 238
Ali Darwiche
Hydro Jet Operator Supervisor
Cell: (626) 376-0091
Professional Summary
Experienced and detail-oriented Hydro Jet Operator Supervisor with nearly two decades of expertise in sewer system maintenance and rehabilitation. Proven ability to lead field crews, manage complex cleaning operations, and deliver exceptional results on municipal and commercial sewer projects. Skilled in advanced hydro-jetting techniques, root cutting, and debris removal, with a strong commitment to safety, compliance, and efficiency.
Professional Experience
Premier Pipe Inc.
Hydro Jet Operator Supervisor (2019 – Present)
•
•
Manage and oversee hydro-jetting operations for large-scale sewer and storm drain cleaning projects.
Lead a team of operators to ensure efficient and compliant cleaning, adhering to NASSCO and OSHA standards.
•
•
Perform advanced hydro-jetting tasks, including root intrusion removal and heavy debris extraction.
Coordinate with municipalities, including the City of San Marino, to meet project specifications and ensure client satisfaction.
Pipe Tec, Inc.
Hydro Jet Operator Supervisor (2013 – 2018)
•
•
•
•
Supervised hydro-jetting crews on sewer maintenance projects across Southern California.
Conducted on-site troubleshooting for challenging cleaning operations, ensuring project success.
Trained team members on safe and effective hydro-jetting techniques and confined space procedures.
Oversaw cleaning operations for municipal clients, including manhole-to-manhole sewer cleaning and debris removal.
Advanced Sewer Technologies
Hydro Jet Operator (2004 – 2013)
•
•
•
•
Operated high-pressure hydro-jetting equipment to clean sewer and storm drain lines.
Collaborated with inspection teams to ensure pipelines were prepared for CCTV assessments.
Removed blockages and obstructions from pipelines, maintaining efficient flow and system functionality.
Gained foundational expertise in confined space operations and sewer system maintenance.
Key Skills
•
•
•
•
•
•
Advanced Hydro-Jetting Operations
Team Leadership and Crew Supervision
Root Cutting and Heavy Debris Removal
Municipal Sewer Maintenance Expertise
Safety and Compliance (OSHA, CAL-OSHA)
Client Communication and Project Coordination
Certifications
•
•
Confined Space Entry Certified
OSHA 30-Hour Construction Safety Certified
Relevance to the City of San Marino
•
•
•
Extensive experience working on municipal sewer systems, including direct involvement in the City of San Marino’s projects since 2007.
Proven ability to lead efficient and compliant cleaning operations tailored to meet city-specific standards and requirements.
In-depth understanding of the City’s infrastructure and proactive problem-solving for maintenance challenges.
17 PAGE 93 of 238
Arturo Ventura
Camera Technician & Quality Control Specialist
Cell: (909)775-2109
Professional Summary
Skilled Camera Technician and Quality Control Specialist with extensive experience in pipeline inspection, video analysis, and sewer system maintenance. Known for a meticulous approach to detail, ensuring accurate condition assessments and compliance with industry standards. Proficient in advanced CCTV technology and committed to delivering reliable results for municipal and commercial projects.
Professional Experience
Premier Pipe Inc.
Camera Technician (2023 – Present)
• Perform CCTV inspections of sewer mainlines and manholes for condition assessments in compliance with NASSCO PACP standards.
• Operate advanced inspection equipment to capture high-resolution video and document sewer infrastructure conditions.
•
•
Collaborate with project teams to ensure timely and accurate reporting of findings.
Support rehabilitation planning by identifying structural defects and operational issues.
Houston and Harris
Camera Technician & Quality Control/Video Reviewer (2019 – 2023) •
•
•
•
Conducted video inspections of sewer pipelines, ensuring thorough documentation of structural conditions and maintenance needs.
Reviewed and analyzed inspection footage for accuracy, consistency, and compliance with PACP standards.
Prepared detailed reports and recommendations based on video findings to support maintenance and rehabilitation projects.
Coordinated with field crews to troubleshoot and resolve inspection challenges in real-time.
Key Skills
•
•
•
•
•
•
Advanced CCTV Pipeline Inspection
Quality Control and Video Review
Detailed Reporting and Condition Assessment
Compliance with NASSCO PACP Standards
Collaboration with Field Teams and Project Managers
Strong Attention to Detail and Problem-Solving
Certifications
•
•
NASSCO PACP Certified (2020)
Confined Space Entry Certified
Relevance to the City of San Marino
•
•
•
Expertise in conducting precise condition assessments and providing actionable insights for sewer maintenance projects.
Skilled in delivering accurate documentation and supporting long-term infrastructure planning for municipalities.
Proficient in integrating inspection data into GIS systems for enhanced project efficiency. 18 PAGE 94 of 238
Leonardo Cabrera
Camera Technician Supervisor
Cell: (909)204-8189
Professional Summary
Highly experienced Camera Technician Supervisor with over 16 years of expertise in sewer pipeline inspection and maintenance. Skilled in managing field crews, conducting detailed condition assessments, and ensuring compliance with NASSCO standards. Proficient in operating and supervising advanced CCTV inspection systems, with a proven track record of supporting large-scale municipal and commercial projects.
Professional Experience
Premier Pipe Inc.
Camera Technician Supervisor (2019 – Present)
•
•
•
•
Lead a team of camera technicians to perform high-quality CCTV inspections of sewer and storm drain pipelines.
Oversee data collection, ensuring accurate documentation and compliance with NASSCO PACP, MACP, and LACP standards.
Collaborate with clients and project managers to address complex inspection challenges and provide actionable recommendations.
Utilize advanced technology, including GIS-compatible software, to enhance reporting and planning.
Pipe Tec, Inc.
Camera Technician Supervisor (2013 – 2019)
•
•
•
•
Supervised a team of technicians performing pipeline inspections for municipal and commercial clients.
Managed field operations, ensuring efficient and accurate completion of inspection tasks.
Reviewed inspection footage and reports for quality assurance and adherence to industry standards.
Trained new technicians in advanced camera operation and data collection methods.
Advanced Sewer Technologies
Camera Operator (2007 – 2013)
•
•
•
Conducted CCTV inspections of sewer lines, documenting structural and operational conditions.
Worked closely with field crews to prepare pipelines for inspection and assess maintenance needs.
Gained foundational expertise in condition assessment and pipeline rehabilitation planning.
Key Skills
•
•
•
•
•
•
Advanced CCTV Inspection and Data Analysis
Team Leadership and Supervision
Compliance with NASSCO PACP, MACP, and LACP Standards
GIS Data Integration and Reporting
Training and Mentoring of Technicians
Collaboration with Municipal Clients and Project Teams
Certifications
•
•
•
NASSCO PAC P, MACP, and LACP Certified
Confined Space Entry Certified
OSHA 30-Hour Construction Safety Certified
Relevance to the City of San Marino
•
•
•
Extensive experience in conducting CCTV inspections and condition assessments for municipal sewer systems.
Skilled in providing accurate and actionable insights to support infrastructure maintenance and rehabilitation.
Proven ability to lead inspection teams, ensuring high-quality results tailored to city-specific requirements. 19 PAGE 95 of 238
DG Insurance
PO Box 520
Newbury Park, CA 91319
Phone: (805)379-3899
Fax: (805)379-2355
November 25, 2024
Faze 1 Corp
Po Box 1578
Upland, CA 91785
Dear Fayz,
This letter is to confirm that we are willing to provide an insurance certificate for you for the policies we handle for your business. We cannot provide any certificates for policies we don't handle for you, and we cannot certify these your coverages will meet the requirements of all vendors you work with, but we can attest to our willlingness to provide requested insurance certificates for the policies we handle for you.
Sincerely,
Jake DeGennaro
DG Insurance
[email protected]
20 PAGE 96 of 238
City of San Marino Proposal Due Date: November 25, 2024 3 PM 2024-RFP-008 ADDENDUM 1 CITYWIDE SEWER SYSTEM CLEANING/ MAINTENANCE SERVICES __________________________________________________________________________________________________ ADDENDUM NUMBER 1 TO REQUEST FOR PROPOSALS
Date: November 18, 2024
CITYWIDE SEWER SYSTEM CLEANING AND MAINTENANCE SERVICES 2024-RFP-008
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 RFP/RFQ document remains unchanged. The documents are modified and/or clarified as follows:
1.A list of all sewer “Hot Spots” in the City (line item 2 in pricing proposal in RFP) is attached to provide additional information to assist prospective vendors with proposal.
Acknowledgement Required Below
PROPOSER MUST ACKNOWLEDGE THIS AMENDMENT BY SIGNING BELOW AND ATTACHING THE SIGNED ADDENDUM TO THE PROPOSAL:
Premier Pipe Inc. Company Name ______________________________________ Fayz Ashker Contact Person _______________________________________ Signature ___________________
Date ________________________________________________ 11/25/24 Amber Shah, PE
Director of Park and Public Works / City Engineer
City of San Marino
[email protected]
(626) 300-0765
21 ADDENDUM 1
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5 Recommendations
This section incorporates the identified improvements of previous sections into a recommended list of capital improvement program (CIP) projects and O&M programs. The CIP projects are subsequently prioritized by the level of sewer failure risk posed if the project is not competed. The estimated costs of the gravity sewer CIP projects, pump station improvements and O&M programs are also given.
5.1 Gravity Sewer CIP Projects
The gravity sewer (i.e. gravity main and manhole) CIP projects were developed by grouping improvements by their rehabilitation/repair method. After the development of the CIP projects, the projects were prioritized based on a high, medium and low priority approach that took into consideration the level of sewer failure risk the project poses if not competed. The list of gravity sewer CIP projects in Table 5.1 is the result of this prioritization. Highest priority improvements were group in to Project R1; medium priority improvements in Project R2; and low priority improvements in Projects R3 through R10. Locations of projects are shown graphically on Figure 5.1.
San Marino Wastewater Collection System Condition Assessment Page 55 PAGE 100 of 238 Table 5.1: Gravity Sewer Rehabilitation and Repair
Project ID
R1
Description
Pipeline Repair/Replacement. Project includes four (4) full segment pipeline replacement (717 LF) and 19 excavated point repairs at various locations. Improvements are recommended due to the severity of the internal condition of the pipeline.
Manhole Repair and Flush Tank Modification. Project includes location and modification of all City dead-end manholes (approximately 80 assumed). The 3 manhole walls and 63 manhole troughs identified in this condition assessment also shall be rehabilitated.
R2
R3
R4
R5
R6
R7
R8
R9
R10
Sewer Lining – Area 1A. Project includes a collection of 35 pipeline segments with a combined length of approximately 7,700 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
Sewer Lining – Area 1B. Project includes a collection of 50 pipeline segments with a combined length of approximately 11,000 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
Sewer Lining – Area 1C. Project includes a collection of 40 pipeline segments with a combined length of approximately 10,600 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
Sewer Lining – Area 1D. Project includes a collection of 35 pipeline segments with a combined length of approximately 9,000 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
Pipeline Repair and Lining. Project includes combination of internal CIPP lining of approximately 4,400 LF of pipeline in Area 1E and 30 locations that require in-situ point repair throughout the City.
Sewer Lining – Area 2A. Project includes a collection of 25 pipeline segments with a combined length of approximately 5,100 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
Sewer Lining – Area 2B. Project includes a collection of 45 pipeline segments with a combined length of approximately 11,000 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
Sewer Lining – Area 2C. Project includes a collection of 50 pipeline segments with a combined length of approximately 12,400 LF identified as in need of internal cleaning and lining to address structural or other risk factors.
San Marino Wastewater Collection System Condition Assessment Page 56 PAGE 101 of 238 Project R1 consists of the most severe pipeline defects (highest priority) that require excavation and replacement of pipe. Pipelines in this category have structural deficiencies, fractures and/or joint offsets that present a heightened risk of pipe collapse and/or sewer overflow. Project R1 is recommended to be completed within the next two years. Tables 5.2 and 5.3 provide detail on the four replace in place pipelines and 19 excavation point repair pipelines, respectively, recommended for Project R1.
Table 5.2: Project R1 – Replace in Place Pipelines
Manhole Pipe
Upstream Downstream Diameter
(inch)
Length Material
ID ID Location (ft) Findings
2107
2126
2125
1625
Canterbury Rd
California Blvd
California Blvd
8 8
8 8
300
210
50 VCP
VCP
VCP
VCP
Multiple sags 2097
2124
2126
1370
Abandoned CCTV due to large sag
Abandoned CCTV due to large sag
Huntington Dr 64 LF sag in pipe
(South Alley)
157
Total 717
San Marino Wastewater Collection System Condition Assessment Page 59 PAGE 102 of 238 Table 5.3: Project R1 – Excavation Point Repair Pipelines Upstream Downstream
ID ID
Excavation point repair to replace section
of pipe with offset joint & reinstate drop
connection
1428 1420 Roxbury Rd Large offset joint
Excavation point repair to replace section
of pipe with offset joint, then CIPP line
entire length of pipe
Large offset joint;
Fractures throughout
pipe
1282 1283 El Molino Ave
One 3 LF pipe segment
of corroded cast iron
pipe
Excavation point repair to replace cast iron
section of pipe with VCP
S. Oak Knoll
Ave
1237
1270
1238
1269
Excavation point repair to replace section
of pipe with sag Monterey Rd 15 LF sag
Excavation point repair to replace section
of pipe with sag, then CIPP line entire
length of pipe (because it is near other
pipe that needs CIPP lining)
10 LF sag;
Multiple Fractures at a
Single Joint
LACSD Trunk
Sewer MH
San Marino
Ave 2455
2458
Upstream end of pipe
blocked by brick
structure
Excavation point repair to replace section
of pipe with brick structure 2102
2044
Robles Ave
Robles Ave
Large offset joint;
Multiple Fractures at a
Single Joint;
Excavation point repair to replace section
of pipe with offset joint, then CIPP line
entire length of pipe (because it is near
other pipe that needs CIPP lining)
2643
Fine Roots at a Single
Joint
Excavation point repair to replace section
of pipe with hole, then CIPP line entire
length of pipe (because it is near other
pipe that needs CIPP lining)
Valentine
Elementary
School
Hole with soil visible;
Small offset joint 1591
1469
1531
1453
Broken pipe;
Intruding lateral;
Fine roots in joints
throughout
Excavation point repair to replace section
of broken pipe and trim intruding lateral,
then CIPP line entire length of pipe
Lorain Rd
5 LF and 15 LF sags;
Fine roots in joints
throughout
Excavation point repair to replace section
of pipe with sags, then CIPP line entire
length of pipe
1661
1245
1247
Lorain Rd
Granada Ave
Wilson Ave
1481
1626
1248
Excavation point repair to replace section
of pipe with sag & reconnect lateral 3 LF sag
Hole with soil visible;
Medium roots in joints
throughout
Excavation point repair to replace section
of pipe with hole, then CIPP line entire
length of pipe
San Marino Wastewater Collection System Condition Assessment Page 60 PAGE 103 of 238 Table 5.3: Project R1 – Excavation Point Repair Pipelines Upstream Downstream
ID ID
Excavation point repair to replace section
of pipe with hole & reinstate drop
connection, then CIPP line entire length of
pipe
Hole with soil visible;
Fine roots in joints
throughout
1341 1340 Ashbourne Dr
Broken pipe;
Intruding lateral;
Fine roots in joints
throughout
Excavation point repair to replace section
of broken pipe & trim intruding lateral,
then CIPP line entire length of pipe
Kensington
Rd 1024
1023
1023
1692
Multiple Fractures and
Medium roots at a Single
Joint
Kensington
Rd
Excavation point repair to replace section
of pipe with fractures and root intrusion
Excavation point repair to replace section
of pipe with sag & trim intruding lateral
Kensington
Rd
6 LF sag;
1692
1042
1674
1022
1041
1040
Intruding lateral
Excavation point repair to replace section
of pipe with hole Euston Rd
Euston Rd
Hole with soil visible
Large offset joint
Excavation point repair to replace section
of pipe with offset joint
Broken Pipe;
Fine roots in joints
throughout
Excavation point repair to replace section
of broken pipe, then CIPP line entire length
of pipe
1503 1484 Sherwood Rd
Note: All pipelines listed are 8-inch VCP.
Project R2 consists of the medium priority improvements focused on modification of all flush tanks within the system as well as rehabilitation of manholes identified as needing rehabilitation during the condition assessment.
Modification of flush tanks would allow for easier in-situ (no excavation) rehabilitation and cleaning maintenance of the pipelines adjacent to manholes currently containing flush tanks. While the exact count of flush tanks is unknown, based on the number of dead end manholes, 80 flush tanks are estimated to be in the City’s system. A total of 66 manholes were identified in the condition assessment as in need of rehabilitation. Due to the large number of defects observed in manholes adjacent to pipelines during the CCTV assessment for this condition assessment, a thorough inspection of all City manholes with a 360-degree camera crew is recommended as an ongoing O&M project to continue to identify manhole rehabilitation needs. Quantity assumptions for Project R2 are listed in Table 5.1.
The low priority projects (Projects R3 through R10) contain pipeline defects that require in-situ rehabilitation (cured-in-place pipe lining and in-situ point repair) that were considered as having the lowest risk of pipeline collapse and/or sewer overflow. There was a total of approximately 71,000 LF (13.3 miles) of pipeline that contained defects that required in-situ rehabilitation. It is recommended that this work be done in phases.
Breaking up the in-situ rehabilitation work into eight (8) projects (Projects R3 through R10) by location in the City produced a set of projects that each cost approximately $1M. The eight (8) City subareas of these projects are shown in Figure 5.2; five (5) subareas of Area 1 and three (3) subareas of Area 2.
San Marino Wastewater Collection System Condition Assessment Page 61 PAGE 104 of 238 Figure 5.2 – Subareas of City of San Marino
5.2 Pump Station Improvements
Site visits with operations staff were conducted at each of the three City-owned and operated sewer pump stations in August 2018. The following Table 5.4 provides a summary of the recommended improvements at each station.
Table 5.4: Pump Station Improvements
Project ID
PS1
Description
Avondale Pump Station Improvements, including: constructing bypass pump connection, rehabilitating wet well, and replacing sump pump and fan.
Orlando Pump Station Improvements, including: installing standby pump, constructing bypass pump connection, modification of valve vault, and replacing control panel.
PS2
PS3 Monterey Pump Station Improvements, including: installing standby pump, constructing bypass pump connection, modification of dry well, and replacing control panel.
San Marino Wastewater Collection System Condition Assessment Page 62 PAGE 105 of 238
5.3 O&M Sewer Programs
This section outlines the recommended sewer operations and maintenance programs based on the O&M programs evaluation performed in Section 4.0. The following Table 5.5 provides a summary of the recommended O&M programs to be newly established by the City. Note that these programs would be in addition to the City’s existing O&M program expenditures.
Table 5.5: O&M Sewer Programs
Project ID Description
M1 System Mapping and GIS Updates – outsourced, performed annually M2 Condition Assessment and CIP Development – outsourced, performed biennially after first two years of completing full system (remaining 30 miles over 2 years) M3 Capacity Assurance and I/I Reduction – outsourced,11 Smart Covers for 3 months in Winter 2020 to assess system capacity and identify wet weather defect flows Pipe Lining – outsourced, 10,000 LF annually for 10 years following the proposed CIP projects Manhole Inspection – outsourced, 210 MHs annually (20% of system annually) Manhole Rehabilitation – outsourced, 10 MHs lined, 32 MHs repaired annually Pump Station Annual Service Contract O&M – outsourced, 3 pump stations annually M4
M5
M6
M7
M8 Overflow Emergency Response Equipment – one-time acquisition of mini-jetter and vacuum trailers
San Marino Wastewater Collection System Condition Assessment Page 63 PAGE 106 of 238 Annual
Equipment/
Service Cost*
Equipment
Assumption
Annual Labor
Cost Program ID Program Description Labor Assumption Service Assumption Annual Cost Recommended Additional Operations and Maintenance Programs Update GIS with projects from
previous year and 1/5th of City
with standard GIS IDs and
conduct survey if pipeline
diameters & MH inverts at
$500/MH
GIS Update (Performed Annually over
5 years) and
$3,025 Annual GIS License Fee
Sewer Mapping and GIS
Updates M1
M2
-
-
-
-
$108,525
$75,000
$108,525
Pipeline CCTV Inspection/Assessment
for remainder of system (30 miles
over 2 years) and formalized process
for continued assessment
15 miles of CCTV review and CIP
development per year at
$5,000/mi
Condition Assessment
and CIP Development $75,000
Capacity Assurance and One-time Sewer Flow Monitoring (11 11 Flow Meters for 6 Weeks at $8k per Cover M3
M4
M5
M6
M7
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
$88,000
$2,000,000
$63,000
I/I Reduction Basins)
Annual Sewer Pipe Lining starting in
2032
10,000LF Lined Annual at
$200/LF Pipe Lining $2,000,000
$63,000
Annual Manhole
Manhole Inspection Inspection/Assessment (210/yr for 5
years)
210 MH at $300/ea
Annual Manhole Rehabilitation: (10
Lined, 32 Rehab/yr)
10 MH at $15k/ea, 32 MH at
$2k/ea Manhole Rehabilitation $214,000
$15,000
$214,000
$15,000 Pump Station Annual
Service Contract O&M
Annual Pump Station O&M 3 stations at $5k/PS
One-time purchase of mini-jetter and
vacuum trailers for improved
emergency response
1 mini-jetter @
$100K and 1 vacuum
trailer at $150k
Overflow Emergency
Response M8 - - - $250,000
SUBTOTAL $0 $2,813,525 $2,475,525
PAGE 107 of 238
Probable
Construction Cost
Probable Project
Cost Project ID Project Type Description/Location Priority Gravity Sewer Rehabilitation and Repair Projects Subtotal $17,182,000 $1,402,000
$1,694,000
$1,462,000
$2,047,000
$1,948,000
$1,657,000
$1,636,000
$992,000
R1
R2
R3
R4
R5
R6
R7
R8
R9
R10
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Sewer Rehabilitation and Repair
Open Trench Sewer Repairs at Various Locations
Manhole Repair and Flush Tank Modification
Sewer Lining and Repairs in Area 1A
Sewer Lining and Repairs in Area 1B
Sewer Lining and Repairs in Area 1C
Sewer Lining and Repairs in Area 1D
Sewer Lining and Repairs in Area 1E
Sewer Lining and Repairs in Area 2A
Sewer Lining and Repairs in Area 2B
Sewer Lining and Repairs in Area 2C
1 2
3 3
3 3
3 3
3 3
$1,005,000
$1,264,000
$1,083,000
$1,541,000
$1,463,000
$1,234,000
$1,218,000
$718,000
$1,563,000
$1,716,000
Subtotal
$2,075,000
$2,269,000
Pump Station Upgrade Projects (COMPLETED) $0
PS1
PS2
PS3
Pump Station
Pump Station
Pump Station
Avondale PS Upgrades
Orlando PS Upgrades
Monterey PS Upgrades
Total $17,182,000
PAGE 108 of 238
Project ID Description/Location 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 Gravity Sewer Rehabilitation and Repair Projects $1,402,000 $1,694,000 $1,462,000 $2,047,000 $1,948,000 $1,657,000 $2,628,000 $2,075,000 $2,269,000 $0 $0 R1
R2
R3
R4
R5
R6
R7
R8
R9
R10
Open Trench Sewer Repairs at Various Locations
Manhole Repair and Flush Tank Modification
Sewer Lining and Repairs in Area 1A
Sewer Lining and Repairs in Area 1B
Sewer Lining and Repairs in Area 1C
Sewer Lining and Repairs in Area 1D
Sewer Lining and Repairs in Area 1E
Sewer Lining and Repairs in Area 2A
Sewer Lining and Repairs in Area 2B
Sewer Lining and Repairs in Area 2C
$1,402,000
$1,694,000
$1,462,000
$2,047,000
$1,948,000
$1,657,000
$1,636,000
$992,000
$2,075,000
$2,269,000
Pump Station Upgrade Projects (COMPLETED) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 PS1
PS2
PS3
Avondale PS Upgrades
Orlando PS Upgrades
Monterey PS Upgrades
Rehabiltation/Replacement Projects $1,402,000
$0
$1,694,000
$0
$1,462,000
$0
$2,047,000
$0
$1,948,000
$0
$1,657,000
$0
$2,628,000
$0
$2,075,000
$0
$2,269,000
$0
$0
$0
$0
O&M Staffing $0
O&M Service Contracts $725,525 $740,036
$2,434,000
$754,836
$2,217,000
$769,933
$2,817,000
$785,332
$2,733,000
$692,513
$2,350,000
$706,363
$3,334,000
$720,491
$2,795,000
$2,734,901
$5,004,000
$4,789,599
$4,790,000
$4,885,391
Annual TOTAL $2,128,000 $4,885,000
PAGE 109 of 238
Project R1 Estimated Project Cost
Estimated
Item No. Item Description
Excavation Point Repair
Unit
EA
Unit Price
$15,000
$300
Item Total Quantity
1 2
19 $ 285,000
215,100 Replace Pipe in Place from Existing Manhole
to Existing Manhole LF 717 $
3 4
5 Bypassing EA
EA
EA
22 14
4 $10,000
$1,500
$7,500
$
$
$
220,000
21,000
30,000
Reconnect Lateral after Pipe Replacement
Remote Site Set-up
Subtotal $ 772,000
General Requirements (10%) $ 78,000
Contingency (20%) $ 155,000
Construction Total $ 1,005,000
Soft Costs (Small Project):
Engineering (14%) $ 145,000
Construction Mgmt & Engineering Services During Construction (20%) $ 201,000 Administration (5%) $ 51,000
Project Total $ 1,402,000
PAGE 110 of 238
Project R2 Estimated Project Cost
Estimated
Quantity
80 Item No. Item Description Unit
EA
Unit Price
$10,000.00
$15,000.00
Item Total
800,000
45,000
1 2
Modify Flush Tank $
Rehabilitate Manhole Wall with Cured in Place
Liner (Only 2018 Condition Assessment) EA 3 $
Rehabilitate Manhole Trough with Cementious
Repair Product (Only 2018 Condition Assessment) 3 EA 63 $2,000.00 $ 126,000 Subtotal $ 971,000
General Requirements (10%) $ 98,000
Contingency (20%) $ 195,000
Construction Total $ 1,264,000
Soft Costs (Medium Project):
Engineering (13%) $ 164,000
228,000
38,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
Project Total $ 1,694,000
PAGE 111 of 238
Project R3 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 7,655 $2.00 $ 15,310
2 15,310
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
7,655
7,655
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 497,575
4 5
Bypassing EA
EA
26 $10,000
$200
$
$
260,000
42,000 Reinstate Active Lateral or Drop Connection
after CIPP Lining 210
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
3 0
$600 $
$
1,800
$7,500 -
Subtotal $ 832,000
General Requirements (10%) $ 84,000
Contingency (20%) $ 167,000
Construction Total $ 1,083,000
Soft Costs (Medium Project):
Engineering (14%) $ 151,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
195,000
33,000
Project Total $ 1,462,000
PAGE 112 of 238
Project R4 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 10,915 $2.00 $ 21,830
2 21,830
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
10,915
10,915
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 709,475
4 5
Bypassing EA
EA
37 $10,000
$200
$
$
370,000
51,000 Reinstate Active Lateral or Drop Connection
after CIPP Lining 255
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
4 1
$600 $
$
2,400
$7,500 7,500
Subtotal $ 1,185,000
General Requirements (10%) $ 119,000
Contingency (20%) $ 237,000
Construction Total $ 1,541,000
Soft Costs (Medium Project):
Engineering (12%) $ 181,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
278,000
47,000
Project Total $ 2,047,000
PAGE 113 of 238
Project R5 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 10,525 $2.00 $ 21,050
2 21,050
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
10,525
10,525
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 684,125
4 5
Bypassing EA
EA
36 $10,000
$200
$
$
360,000
38,400 Reinstate Active Lateral or Drop Connection
after CIPP Lining 192
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
0 0
$600 $
$
-
$7,500 -
Subtotal $ 1,125,000
General Requirements (10%) $ 113,000
Contingency (20%) $ 225,000
Construction Total $ 1,463,000
Soft Costs (Medium Project):
Engineering (12%) $ 177,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
264,000
44,000
Project Total $ 1,948,000
PAGE 114 of 238
Project R6 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 8,441 $2.00 $ 16,882
2 16,882
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
8,441
8,441
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 548,665
4 5
Bypassing EA
EA
29 $10,000
$200
$
$
290,000
33,400 Reinstate Active Lateral or Drop Connection
after CIPP Lining 167
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
9 5
$600 $
$
5,400
$7,500 37,500
Subtotal $ 949,000
General Requirements (10%) $ 95,000
Contingency (20%) $ 190,000
Construction Total $ 1,234,000
Soft Costs (Medium Project):
Engineering (13%) $ 162,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
223,000
38,000
Project Total $ 1,657,000
PAGE 115 of 238
Project R7 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 4,395 $2.00 $
$
8,790
2 3
Post-cleaning and Post-Lining CCTV Inspection LF
LF
4,395
4,395
$2.00
$65
8,790
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) $ 285,675
Install 4-foot Long CIPP Sectional Liner in 6-
inch or 8-inch Nominal Diameter Pipe
Bypassing
4 5
6 EA
EA
EA
30 45
84 $5,000
$10,000
$200
$
$
$
150,000
450,000
16,800 Reinstate Active Lateral or Drop Connection
after CIPP Lining
7 8
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
1 2
$600 $
$
600
$7,500 15,000
Subtotal $ 936,000
General Requirements (10%) $ 94,000
Contingency (20%) $ 188,000
Construction Total $ 1,218,000
Soft Costs (Medium Project):
Engineering (13%) $ 161,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
220,000
37,000
Project Total $ 1,636,000
PAGE 116 of 238
Project R8 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 5,026 $2.00 $ 10,052
2 10,052
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
5,026
5,026
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 326,690
4 5
Bypassing EA
EA
17 $10,000
$200
$
$
170,000
22,400 Reinstate Active Lateral or Drop Connection
after CIPP Lining 112
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
7 1
$600 $
$
4,200
$7,500 7,500
Subtotal $ 551,000
General Requirements (10%) $ 56,000
Contingency (20%) $ 111,000
Construction Total $ 718,000
Soft Costs (Medium Project):
Engineering (17%) $ 122,000
Construction Mgmt & Engineering Services During Construction (18%) $ 130,000 22,000
992,000
Administration (3%) $
Project Total $
PAGE 117 of 238
Project R9 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 10,998 $2.00 $ 21,996
2 21,996
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
10,998
10,998
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 714,870
4 5
Bypassing EA
EA
37 $10,000
$200
$
$
370,000
52,400 Reinstate Active Lateral or Drop Connection
after CIPP Lining 262
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
7 2
$600 $
$
4,200
$7,500 15,000
Subtotal $ 1,201,000
General Requirements (10%) $ 121,000
Contingency (20%) $ 241,000
Construction Total $ 1,563,000
Soft Costs (Medium Project):
Engineering (12%) $ 183,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
282,000
47,000
Project Total $ 2,075,000
PAGE 118 of 238
Project R10 Estimated Project Cost
Estimated
Item No. Item Description Unit Unit Price Item Total Quantity Clean 6-inch or 8-inch Diameter Pipes to be
CIPP Lined 1 LF 12,343 $2.00 $ 24,686
2 24,686
3 Post-cleaning and Post-Lining CCTV Inspection LF
LF
12,343
12,343
$2.00
$65
$
$
Install UV Cured CIPP Liner in 6-inch or 8-inch
Nominal Diameter Pipe (Manhole to Manhole) 802,295
4 5
Bypassing EA
EA
42 $10,000
$200
$
$
420,000
37,200 Reinstate Active Lateral or Drop Connection
after CIPP Lining 186
6 7
Trim Intruding Lateral/Object
Remote Site Set-up
EA
EA
6 1
$600 $
$
3,600
$7,500 7,500
Subtotal $ 1,320,000
General Requirements (10%) $ 132,000
Contingency (20%) $ 264,000
Construction Total $ 1,716,000
Soft Costs (Medium Project):
Engineering (11%) $ 192,000
Construction Mgmt & Engineering Services During Construction (18%) $ Administration (3%) $
309,000
52,000
Project Total $ 2,269,000
PAGE 119 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: John Incontro, Police Chief
Naved Qureshi, Police Commander
DATE: January 8, 2025
SUBJECT: APPROVAL TO PURCHASE IN-CAR MOBILE DISPATCH
RADIOS FOR POLICE VEHICLES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Safe Community
Efficient, Responsive, and Effective City Services
BACKGROUND
In-car mobile radios are essential for maintaining continuous and reliable communication between field units and dispatch in real-time. The current radio systems in use are over 15 years old and have experienced consistent reliability issues, including signal interference, outdated features, and limitations in integration with modern communication networks.
The Motorola APX8500 is recognized as an industry-leading radio solution, offering advanced functionality and superior performance that meets our department's requirements for secure, high-quality communication.
DISCUSSION
The department is requesting the purchase of eight new Motorola radios each fiscal year for FY 24-25 and FY 25-26. This upgrade is essential for enhancing officer safety, improving reliability, and facilitating better internal and external communication.
The existing Motorola mobile radios are over 15 years old and no longer supported by Motorola for parts or software. Our radio service provider has Gretchen Shepherd-Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 120 of 238
informed us that future software updates cannot be applied to the current radios, which may render them inoperable within the next 18 to 24 months.
Interagency Communications Interoperability (ICI) radio system is currently upgrading their infrastructure, which necessitates that the city also upgrades its equipment software. The department's existing radios operate on UHF and 700 band frequencies. When ICI progresses from phase one to phase two of its upgrade, the frequency splits will require a software update for our current radios. The city's radio service provider believes that the existing radios will not support the new software.
Additionally, the Los Angeles County communication center, known as the Los Angeles Regional Interoperable Communications System (LARICS), is making changes to its infrastructure that will also require a software upgrade to maintain access to channels for mutual aid. Being able to communicate effectively with surrounding agencies, the airship, and other agencies within the City’s mutual aid area and the California Office of Emergency Services is critical for our operations.
The Motorola APX8500 is created to tackle current radio challenges caused by outdated equipment. Its dual-band functionality provides improved communication coverage, and its P25 compliance (federal safety and security requirements) allows the department to collaborate effectively with local and federal agencies, enhancing multi-jurisdictional cooperation. The radio's audio quality, particularly in noisy environments, will greatly enhance the clarity and effectiveness of communication during field operations.
Furthermore, Motorola Solutions, Inc. is the leading provider of radio communications systems and products for the U.S. Government and public safety market. The P25 APX8500 radio system that Motorola designs and manufactures includes proprietary hardware and software components that are not available commercially, except through Motorola and its authorized channel partners.
One notable challenge related to this procurement is the integration and installation process of the radios. The APX8500 radios are intended for installation in each of the vehicles, which could incur additional labor costs.
However, the city’s radio vendor has put forth a comprehensive installation plan, indicating that the integration of the radios can be accomplished with minimal disruption to daily operations.
FISCAL IMPACT & PROCUREMENT REVIEW
The Department intends to purchase eight new Motorola APX8500 radios for use in staff and detective vehicles over each fiscal FY 24-25 and FY 25-26 PAGE 121 of 238
budget cycles. These radios will require regular maintenance, programming, and installation in the designated replacement vehicles to ensure optimal performance. The estimated annual maintenance cost for all radios is expected to be under $500, which will be funded by the Department's operating budget.
The initial budget amount requested for eight in-car radios was $100,000.00, with an additional $16,000.00 allocated for installation. The total cost for the radios came in under budget by just over $31,000.00.
Below is a breakdown of the expenses for the new radios.
Initial cost of $84,592.20 will be funded by Cops fund:
EQUIPMENT EXPENSE
(8) Motorola APX8500 In-car Radios $72,230.32
Radio Service & Installation $5,500.00
Tax $6,861.88
Total $84,592.20
The proposed future system and equipment acquisition from Motorola Solutions, Inc. is critical for implementing a proprietary radio communications technology essential for seamless communication with the ICIS regional radio system. This unique technology, developed exclusively by Motorola Solutions, Inc., is vital for ensuring reliability and support. Therefore, securing this sole source purchase in compliance with S.M.C.C. 02.06.05.B.2 is appropriate, necessary, and crucial for maintaining effective connectivity with the ICIS radio system. Due to the proprietary nature of this technology, competition is limited to original equipment manufacturers and their authorized exclusive distributors, making the sole source purchase through Motorola Solutions, Inc. both strategic and essential.
LEGAL REVIEW
The City Attorney's office has reviewed this report and approved as to form.
RECOMMENDATION
Staff recommends the City Council to approve the purchase of Motorola APX8500 in-car mobile radios, as included in the Fiscal Year 2025 Budget. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
PAGE 122 of 238
“I move to approve the purchase of eight Motorola APX8500 in-car mobile radios, and appropriate $84,592.20 from the Cops Fund appropriated fund balance into account 233-30-4150-9470.”
ATTACHMENTS
1. Motorola APX8500 In-car Radio Cost Proposal
2. Foothill Communications Installation Proposal
3. Motorola Solutions Sole Source Letter
PAGE 123 of 238
QUOTE-2930662
SAN MARINO POLICE DEPT
(8) APX 8500
12/10/2024
The design, technical, pricing, and other information (“Information”) furnished with this submission is confidential proprietary information of Motorola Solutions, Inc. or the Motorola Solutions entity providing this quote (“Motorola”) and is submitted with the restriction that it is to be used for evaluation purposes only. To the fullest extent allowed by applicable law, the Information is not to be disclosed publicly or in any manner to anyone other than those required to evaluate the Information without the express written permission of Motorola.
MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license. All other trademarks are the property of their respective owners. © 2020 Motorola Solutions, Inc. All rights reserved.
PAGE 124 of 238
12/10/2024
SAN MARINO POLICE DEPT
2200 HUNTINGTON DRIVE
SAN MARINO, CA 91108
RE: Motorola Quote for (8) APX 8500
Dear Naved Qureshi,
Motorola Solutions is pleased to present SAN MARINO POLICE DEPT with this quote for quality communications equipment and services. The development of this quote provided us the opportunity to evaluate your requirements and propose a solution to best fulfill your communications needs.
This information is provided to assist you in your evaluation process. Our goal is to provide SAN MARINO POLICE DEPT with the best products and services available in the communications industry. Please direct any questions to Brett Cox at [email protected].
We thank you for the opportunity to provide you with premier communications and look forward to your review and feedback regarding this quote.
Sincerely,
Brett Cox
QUOTE-2930662
PAGE 125 of 238
Billing Address:
San Marino PD
2200 HUNTINGTON DRIVE
SAN MARINO, CA 91108
US
Shipping Address:
SAN MARINO POLICE DEPT
2200 HUNTINGTON DR
SAN MARINO, CA 91108
US
Quote Date:12/10/2024
Expiration Date:03/10/2025
Quote Created By:
Brett Cox
BRETT.COX@
motorolasolutions.com
657-705-4357
End Customer:
SAN MARINO POLICE DEPT
Naved Qureshi
[email protected]
626-300-0720
Contract: 18105 - LA COUNTY , CA
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price APX™ 8500
1 M37TSS9PW1AN APX8500 ALL BAND MP
MOBILE
8 $5,893.68 $4,302.39 $34,419.12
1a G851AG ADD: AES/DES-XL/DES-OFB
ENCRYP APX AND ADP
8 $879.00 $641.67 $5,133.36
1b G51AT ENH:SMARTZONE 8 $1,650.00 $1,204.50 $9,636.00
1c G78AT ENH: 3 YEAR ESSENTIAL SVC 8 $288.00 $288.00 $2,304.00 1d G298AS ENH: ASTRO 25 OTAR W/
MULTIKEY
8 $814.00 $594.22 $4,753.76
1e B18CR ADD: AUXILIARY SPKR 7.5
WATT APX
8 $66.00 $48.18 $385.44
1f G322AA ADD:REMOTE MOUNT VIP
CBL APX
8 $39.00 $28.47 $227.76
1g G444AH ADD: APX CONTROL HEAD
SOFTWARE
8 $0.00 $0.00 $0.00
1h GA01517AA DEL: NO J600 ADAPTER CABLE
NEEDED
8 $0.00 $0.00 $0.00
1i G806BL ENH: ASTRO DIGITAL CAI OP
APX
8 $567.00 $413.91 $3,311.28
1j GA01670AA ADD: APX E5 CONTROL HEAD 8 $717.00 $523.41 $4,187.28 1k W22BA ADD: STD PALM
MICROPHONE APX
8 $79.00 $57.67 $461.36
QUOTE-2930662
(8) APX 8500
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
PAGE 126 of 238
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 1l W688AR ADD: EXT EMERG
PUSHBUTTON APX
8 $62.00 $45.26 $362.08
1m G361AH ENH: P25 TRUNKING
SOFTWARE APX
8 $330.00 $240.90 $1,927.20
1n GA00580AA ADD: TDMA OPERATION 8 $495.00 $361.35 $2,890.80 1o GA01606AA ADD: NO BLUETOOTH/
WIFI/GPS ANTENNA NEEDED
8 $0.00 $0.00 $0.00
1p G89AC ADD: NO RF ANTENNA
NEEDED
8 $0.00 $0.00 $0.00
1q G67EH ADD: REMOTE MOUNT E5 MP 8 $327.00 $238.71 $1,909.68 1r QA09113AB ADD: BASELINE RELEASE SW 8 $0.00 $0.00 $0.00 1s G304AC ADD: RS232 DATA INTFC CBL
TRK APX
8 $55.00 $40.15 $321.20
Subtotal $72,230.32
Estimated Tax $6,861.88
Grand Total $79,092.20(USD)
Notes:
QUOTE-2930662
(8) APX 8500
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.
Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800
PAGE 127 of 238
Foothill Communications, Inc.
133 N. San Gabriel Blvd #206
Pasadena CA 91107
United States
Quote
#EST9927
12/17/2024
EST9927
1 of 1
Bill To Ship To TOTAL
Angelica Gonzalez
San Marino Police Department
2200 Huntington Dr.
San Marino CA 91108
United States
San Marino Police Department
2200 Huntington Dr.
San Marino CA 91108
United States $5,500.00
Expires: 1/16/2025
Sales Rep Shipping Method
[email protected]
No. Qty Item Tax Rate Amount
1 1 Removal of existing XTL5000 mobile radio and O5 control head and installation of new APX8500 mobile radio and control head into existing 6 patrol vehicles and to swap a Kenwood NX5800 and remote with a a APX8500 and remote head into the take home Tahoe. Some cables may be abandoned in place. This does not include replacment antannas, radio programming or any non Motorola intergration (PVP).
No $5,500.00 $5,500.00
Subtotal $5,500.00
Tax Total (9.5%) $0.00
Total $5,500.00
Deposit $
** DO NOT PAY – THIS IS AN ESTIMATE **
Equipment, hardware and materials covered by manufacturer’s warranty if applicable. Orders over $25,000. may require a deposit.
Modifications or deviations from those prescribed above requiring additional cost will be performed only upon emailed/written direction and will incur charges over & above the estimate.
Cancellation of Service Calls within 24 business hours may be subject to a cancellation fee.
Delivery dates / completion of services is subject to strikes, accidents and vendor supply chains which are beyond our control.
Authorized Signature: __________________________________________________________ P.O. # ____________________ Print Name: _____________________________________________________________________ Date: ____________________ PAGE 128 of 238
Motorola Solutions, Inc.
10680 Treena St., Suite 200
San Diego, CA 92131
December 30, 2024
Commander Naved Qureshi
City of San Marino
Subject: Motorola Solutions Sole Source- APX8500 RADIO EQUIPMENT Motorola Solutions, Inc. (“Motorola”) is the market leader in radio communications systems and products for the U.S. Government and Public Safety Market and is pleased to have the city of San Marino, CA as a valued customer. The P25 APX8500 radio subscribers we design and manufacture contain proprietary hardware and software components which are not commercially available except through Motorola and its channel partners.
The APX 8500 radio hardware and software options that are proposed to the city of San Marino will be used on the ICI ASTRO25 Trunked System. This system is used by many of the ICI Regional Member agencies, including the city of San Marino to provide mission critical radio communications for their first responders. The ICI ASTRO25 system offers several proprietary features and services that are only available to Motorola APX subscribers operating on an ASTRO25 system.
Specifically, the APX 8500 radios that San Marino currently uses, and that are proposed, are capable of using Motorola’s SmartConnect. SmartConnect is proprietary service on the ICI Regional system that enables public safety communication where Land Mobile Radio (LMR) connectivity is compromised. The APX radios are able to either use in vehicle Wi-Fi hot spots or Wi-Fi hotspots located in City and County facilities to transmit and receive radio communications from the County ASTRO25 system via the internet.
This unique feature is available only to APX radios that have been equipped with Wi-Fi hardware and the SmartConnect feature.
Additionally, the ICI system also features Over-the-Air Rekey of the APX radios encryption keys and Over-the-Air-Programming. Both services use Motorola proprietary hardware located in the ASTRO25 Core to track and process these actions, and minimize system and County resources to do so.
If you have any questions regarding our radio equipment, please contact me at (657) 705-4357 or at [email protected].
Sincerely,
Brett Cox
Motorola Solutions, Inc.
Brett Cox
Sr. Account Executive
PAGE 129 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Nicole Tibbet, Community Engagement Manager
DATE: January 8, 2025
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE 5 YEAR
LEASE WITH COPYFREE FOR SIX PRINTERS/COPIERS
AND TO AMEND THE LEASE TO INCLUDE ALL CITY
COPIERS AND PRINTERS AS ADDITIONAL LEASES
EXPIRE
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
The City of San Marino has been leasing printers and copiers from CopyFree since 2011. In 2011, the Administration Department decided to start leasing from CopyFree for the City Hall upstairs printer. Soon after, all other departments started leases with CopyFree for their printers/copiers in subsequent years.
A city of our size and operation benefits from leasing copiers and printers rather than purchasing them for several reasons. Examples include being able to project out budget impacts from printers over longer terms and not need to make larger capital purchases at unknown intervals to replace printers the City may own. Additionally, leases come with built-in maintenance and toner costs, so the City can also better project out materials and maintenance costs. Leases also enable the City to “right size” the printers/copiers we need for each department and usage without selling and buying new devices that can often cost tens of thousands of dollars each.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 130 of 238
From 2011 to this year, all departments managed their own leases with CopyFree. To consolidate oversight of City technology, staff evaluated all of the various leases with CopyFree along with department usage and are working on consolidating the agreement to be overseen by our IT operation and include all of our City devices into one managed agreement. As the City and CopyFree have 12 current leases extending to 2028, staff expects the consolidation to occur over the next four years. This consolidation will allow for better management of the contracts, improved buying power for the City, and more efficient oversight/utilization of the City’s resources.
DISCUSSION
Approve 5 Year Lease for 6 Printer/Copiers
The San Marino Crowell Public Library currently has five printer/copier devices that have expired leases. The San Marino Fire Department has one copier with an expired lease. Staff are seeking approval to execute the lease in Attachment 1 (5-year lease agreement with CopyFree) to install new devices and primary servicing of printing equipment for those two departments.
Authorization of the City Manager to amend the lease to Include additional devices that will be up for renewal in the next four years.
There are an additional 6 printer/copier devices throughout the City, each on their own lease agreement, that will have expired leases over the next four years. Staff are seeking approval from the City Council to authorize the City Manager to roll those new leases into this approved 5-year lease as they come up for renewal. Staff will ensure that the devices are evaluated to make sure that any renewed leases are for the proper sized equipment based on actual department usage.
FISCAL IMPACT & PROCUREMENT REVIEW
Staff has ensured that CopyFree is utilizing the National Association of State Procurement Officials (NASPO) State of California Agreement with Canon to ensure that the pricing offered is the lowest possible price for these devices.
Procurement is in compliance with the City’s municipal code due to a cooperative purchase program utilizing a purchasing agreement received by another public agency.
The fiscal impact for the attached 5-year lease for 6 devices is $13,855.56 annually, for a total contract amount of $69,277.80 over 5 years.
PAGE 131 of 238
The total annual cost for the remaining 6 leases is $26,168.04. Using a 4% CPI factor to anticipate future increases in pricing, it is estimated that the agreement for the remaining 6 devices will have a not-to-exceed annual cost of $28,000 with all devices rolled into one lease.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the council (1) move to approve the authorization of the City Manager to execute a 5-year lease with CopyFree for six printers/ copiers and (2) authorize the City Manager to amend the lease to include all city copiers and printers as additional leases expire. If the Council agrees, the appropriate motion would be:
“I move to authorize City Manager to execute 5-year lease with CopyFree for six printers/copiers for $13,855.56 per year and (2) authorize the City Manager to amend the lease to include all city copiers and printers as additional leases expire in an amount not-to-exceed $28,000 annually.”
ATTACHMENTS
1. 5-Year Lease Agreement with CopyFree
2. NASPO State of California Canon Agreement
5 year Lease- 6 devices
Monthly Lease Amount 741.85
Monthly Equipment Base Rate 412.78
Total Annual Am ount 13,855.56
Total 5-year Am ount 69,277.80
PAGE 132 of 238
601 S. San Gabriel Blvd., San Gabriel, CA 91776
Ph: 626-285-0911 | Fax: 626-285-2684
www.copyfree.com
SO#:
Account #: CO04-000 SHIP TO Same as Invoice To Account #:
Customer Name
Address
City State State Zip
CA
Contact/Title Contact/Title Telephone
Email Address Email Address Fax
Order Date Requested Install Time PO # Sales Invoice #
12/12/2024
EQUIPMENT AND SUPPLIES Addendum attached
Unit Price
$3,570.00
LEASE OPTION
Lease App. # Credit Card #
Sales Tax %
End of Term Pmt Frequency -
FMV Monthly
Lease # Rental Term Contract # Deposit %
See Above 0.00%
Model Serial # Advance Payment(s) Promotion Code
See Above See Above
Service Included Plan Type (see Maintenance Plan Types in Terms) Billing Start Date Agreement Term P.O. # Toner Inclusive Maximum Allotted Toner Expiration Copies Base Billing Cycle Overage Billing Cycle Contract # Equipment Covered: Contract Base Total: $412.78
B/W Color B/W Color B/W Color
1 iWR 3,000 3,000 $0.0148 $0.0842 $99.00
2 iWR 13,200 - $0.0114 - - $50.16
3 iWR 3,000 3,000 $0.0115 $0.0702 $81.70
4 iWR 3,000 3,000 $0.0115 $0.0702 $81.70
5 - - - - - - - -
6 iWR 6,000 3,300 $0.0115 $0.0702 $100.22
OFFICE USE ONLY
x
SM Date
Customer's Authorized Signature Date
OP Date
CA Date
Customer's Printed Name Title
1 EA 5963C002AA
New Canon imageRUNNER ADVANCE DX C3926i Ships w/ Cabinet Type-W, Inner FinisherL1, and Toner Setup Kit (Crowell Library - 2nd Floor - Admin Office) Included 1 EA 5963C002AA
New Canon imageRUNNER ADVANCE DX C3926i Ships w/ Cabinet Type-W, Toner Setup Kit, and Jamex 9557 Coin/Bill Vending Machine Jamex with Automated Reporting Software to Include 5 Years Extended Warranty (Crowell Library - 1st Floor - Public Use) Included 1 EA 2939V452 Peel & Stick Respostionable Media 36" x 100' - 1 Roll/Box Included 2 EA 0856V683 Economy Bond Paper (75 gsm), 42"x 150ft Included 1 EA 1708BE65AA TX-4200 4 Year eCarePAK Included
1 EA 1156C002AB Maintenance Cartridge MC-30 Included
SALES ORDER AGREEMENT
*For meter collection using imageWARE Remote, enter "iWR" (see imageWARE Remote Meter Collection under Terms and Conditions). 5963C002AA
Balance Due
New Canon imageRUNNER ADVANCE DX C259iF Ships w/ Toner Setup Kit (Crowell Library - 1st Fl - Circulation Workroom Office)
New Canon imageRUNNER ADVANCE DX 529iF Ships w/ Toner Setup Kit (Crowell Library -1st Floor – Circulation (Passport))
Extended Price
5847C003AA $741.85
Item #
5848C002AA
6855C010AA
New Canon iR ADV DX C3926i (Fire Department)
New Canon iR ADV DX C3926i (Crowell Library -2nd
Floor - Admin Office)
New Canon iR ADV DX 529iF (Crowell Library -1st
Floor – Circulation (passport))
New Canon iR ADV DX C259iF (Crowell Library - 1st
Fl - Circulation Workroom Office)
6 EA 100
Implementation Services - Delivery, Installation and Network Connectivity up to 5 workstations
60 Months
Description
See Above
Canon Financial
60 Subtotal
Leasing Company
MAINTENANCE INFORMATION
1 EA Included
Grand Total
Term (mo)
No Charge
Serial #
Exclusions &
Special
Instructions:
Plan I Service Program is an all-inclusive service contract that includes toner, parts, & labor; excludes staples and paper. Should Customer’s use of consumable supplies exceed the manufacturer’s published yields for these items, Customer agrees that Copyfree shall have the right to charge for any such excess usage, which shall be deemed an “Excessive Supply Usage Charge.”. TX-4200 includes extended eCarePAK to cover 5 years total. Excludes consumable supplies (including prints heads, ink tanks, and maintenance kit cartridges).
Base Rate Overage Rate Starting Meter Allowance Copies Per Overage Billing Cycle
By your signature below, you agree to lease/purchase, as specified above, the items listed above or in any addendum(s) to this agreement. Also, by your signature below, you agree to purchase the maintenance services specified above. By executing this agreement, you acknowledge that you have read this agreement, received a copy of this agreement, and certify that you are authorized to execute this agreement on behalf of Customer. Authorized signature acknowledges terms/conditions of this agreement, including expiration dates, and/or meter readings.
New Canon iR ADV DX C3926i (Crowell Library -1st
Floor - Public Use)
New Canon imagePROGRAF TX-4200 (Crowell
Library - Basement)
Make / Model Meter Method*
$741.85
Sales Tax Plus Applicable Taxes
Included
See Below
CSMP/PROMOTION
Included
City of San Marino - Crowell Library ; Fire Dept.
City
1 EA
Plan I
Exp. Date
Queena Wei
Salesperson
Address
2200 Huntington Drive
Zip
San Marino
Nicole Tibbet / Community Engagement Mgr
[email protected]
PURCHASE OPTION
Fax
(626) 300-0781
Telephone
91108
Deposit $0.00
$0.00
7-24-70-46-01
$741.85
New Canon imagePROGRAF TX-4200 Ships w/ Main Unit, SS-41 Stacker, Stand,1 Print Head, Starter Ink Tanks MBK/BK/C/M/Y (330ml), 1 Maintenance Cartridge (Installed), 2" Roll Holder with 3" Adapters, Installation Guide, User Registration Card, Printer Warranty Statement, Print Head Warranty Statement, Call Center Notice, Media Compatibility Flyer, PosterArtist Web Notice Flyer, iWR Service Terms Leaflet, Safety and Environmental Information, USB port (High Speed),
Power Cable & Screw, Gigabit Ethernet (Built-In) (Crowell Library - Basement) New Canon imageRUNNER ADVANCE DX C3926i Ships w/ Cabinet Type-W, Inner FinisherL1, Super G3 FAX Board-BH1, and Toner Setup Kit (Fire Dept.) Plan I Service Maintenance Plan - ** See Details Below ** City of San Marino
Customer Name
INVOICE TO
Requested Install Date
1 EA
Leasing Company
1 EA
Quantity
Monthly
Make
Payment Frequency
Special Pricing per the terms and conditions of Canon CSU Contract# 7-24-70-46-01. Please provide PO# as reference and also indicate "Per the terms and conditions of NASPO Contract# 7-24-70-46-01" on the PO issued to Copyfree.
Copyfree will assist customer with the pick up and return of (7) previous machines under (5) Leases. Lease # 001-0687029-002: (1) C356iF (SN# 2QC05178); (1) C3530i (SN# 2GU00932); (1) 525iF (SN# 2WU01085). Lease # 001-0687029-003: (1) C5560i III (SN# 2HT04303) and Lease # 001-0687029-004 (1) Jamex 9557 (SN# K00001747). Lease # 001-0687029-005 (1) TX-4000 (SN# AFMM01004). Lease # 001- 0735725-003 (1) C5535i III (SN# 2KJ10433); upon delivery and installation of new equipment, freight charge of $4,109.00 ($587.00/unit) waived. Scope of service will be included: machine pickup at customer's location, cleaning, packing, insurance, and freight back to Leasing Center. All cost will be covered by Copyfree.
CPI will be adjusted to average 3.5% annually
Early upgrade of Lease # 001-0687029-005 expiring 8/20/2025 with 10 months remaining. Special Upgrade to consolidate 5 Leases (# 001-0687029-002; 001-0687029-003; 001-0687029-004; 001-0687029-005; 001-0735725-003) to start/end at the same time.
Canon Financial
Quarterly
RENTAL OPTION
Check #
Upgrade
Yes No Plan H Plan I
10AM-12PM 1PM-4PM
Yes No
Trade-In Dispose
Plan D Plan F
Amex MasterCard Visa
PAGE 133 of 238
601 S. San Gabriel Blvd., San Gabriel, CA 91776
Ph: 626-285-0911 | Fax: 626-285-2684
www.copyfree.com
SO #
General Terms and Conditions
1. TITLE: Title to the equipment described on Page 1 of Sales Order Agreement shall remain in COPYFREE TECHNOLOGY, lNC. (hereinafter called "Copyfree.") until the purchase price paid in full and is received at Copyfree's place of business.
2. PAYMENTS: lf the purchaser of said equipment (hereinafter called "Customer'') fails to pay Copyfree's invoices for said equipment when due, Copyfree may elect to: A. Declare the entire sum then owing, to be immediately due and payable, and bring suit to recover said sum, or B. Enter upon the premises of Customer, or the premises where the said equipment or any part thereof is located, and take possession thereof, and, as permitted by law, retain all payments made by Customer as reasonable rental for the use of said equipment. Customer hereby grants such permission to enter and waives, as consistent with law or public policy, all claims and right of action for damages caused by such entry.
3. RISK OF LOSS: Notwithstanding Paragraph 1 above, it is specifically agreed between the parties that the risk of loss shall pass to Customer as soon as the equipment is delivered to common carrier, licensed trucker, or to Customer and that risk of loss shall not be altered by the fact that the conduct of either party hereto may constitute a default or breach.
4. DELIVERY: A. Copyfree reserves the right to make delivery in installments. All such installments shall be separately invoiced and paid for when due, without regard to subsequent deliveries. Delay in delivery of any installment shall not relieve Customer of its obligation to accept the remaining installments. B. Customer shall pay for equipment delivery charges, and equipment placement charges as specified on Page 1 of Sales Order Agreement. C. Copyfree will not be liable for failure to deliver, or for delays in delivery because of causes beyond Copyfree's control, including, without limitation, strikes, delays of carrier or suppliers, government acts and regulations. Receipt of orders from all sources in excess of Copyfree's or its suppliers then scheduled production capacity, or other causes beyond Copyfree's control. D. This order shall not be cancellable by Customer for delays in delivery or other cause until ten days after written notice of such intention to cancel shall have been actually received by Copyfree, and Customer shall be obligated to accept any portion of the goods shipped or delivered by Copyfree during such period.
5. ACCEPTANCE: The signing of the order on Page 1 of Sales Order Agreement constitutes an offer, by Customer to purchase the goods described therein, and for the prices and terms specified, and such offer does not become binding until accepted by Copyfree at its head office. Customer agrees that Copyfree may accept an electronic image of this Agreement as an original, and that electronic copies of the Customer's signature will be treated as an original for all purposes.
6. GOVERNING LAW: This contract shall be governed by and construed according to the laws of stale of California and it is expressly understood and agreed by the parties that the contract is entered into at the office of Copyfree where acceptance of this contract is made.
7. WARRANTIES:
A. New Equipment and Accessories:
(1) Copyfree warrants that the goods covered by this order will be when delivered to Customer, of merchantable quality, and will be free from defects in workmanship and material for a period of 90 days from the date of delivery or agreeable number of copies, whichever occurs first by Copyfree under ordinary use and conditions. Copyfree's obligation hereunder is expressly limited to the repair or replacement (at Copyfree's option) of any such defects as are returned to Copyfree's office freight prepaid within the warranty period, and which are, upon inspection by Copyfree, proven to be defective. If not repaired or replaced by Copyfree, Copyfree's liability shall be limited to the stated selling price of such defective part or parts. Other parts, not under warranty will be at such costs as Copyfree may, from time to time generally establish. In no event shall Copyfree be liable for any resulting or consequential damages for failure to repair or replace any defective part or parts. (2) Upon request of Customer, Copyfree will, for a period of 90 days from date of installation of the equipment described on Page 1 of Sales Order Agreement hereof, make all necessary adjustments, repairs, and/or parts replacements to keep said equipment in good working order, provided that such adjustment, repair or replacement is not required because of negligence, misuse, or equipment alteration by any person other than an employee of Copyfree.
(3) It is understood that consumables (fuser rollers, drums, master, developer and toner) carry separate warranties, and are not covered by the above expressed warranties. The above described consumables will be replaced by Copyfree on a prorated basis only.
(4) Also not covered is damage to cosmetic items such as, but not limited to, metal, glass, plastics, stands, doors, trays and cassettes. (5) Damage due to accidents or negligence of Customer is also not covered.
B. Reconditioned Equipment and Accessories:
(1) Reconditioned equipment means used equipment which has been subject to the following processes by Copyfree. (1) Cleaning, (2) Inspection, (3) Replacement of defective or worn components with new, remanufactured or used components, (4) lnstallation of all modification kits deemed necessary by Copyfree, and (5) operational testing. (2) All warranties described under paragraph 7(a) above for new equipment and accessories apply to reconditioned equipment. BUT FOR ONLY A 30 DAY PERIOD.
C. Used Equipment sold "As ls": "As ls" equipment sold under this contract is purchased by Customer “As Is" and Copyfree does not warrant that it is of MERCHANTABLE QUALITY, nor that it CAN BE USED FOR ANY PARTICULAR PURPOSE, nor does Copyfree make any EXPRESS WARRANTIES of any kind for said "As ls" equipment. There are no other warranties which extend beyond the face hereof. All other warranties, express or implied are hereby excluded.
D. Exchange: lf, at Copyfree's option, any equipment is exchanged, the unexpired portion of the warranty in effect on the replaced equipment shall continue on the replacement equipment for a maximum of 90 days from the date of the delivery of the original equipment.
8. ln any action brought on or under this contract, the prevailing party shall be entitled to all costs, including reasonable attorneys fees.
9. Finality of this Writing: This agreement constitutes the entire contract and exclusively determines the rights and obligations of the parties hereto any prior course of dealing, custom, or usage of trade or course of performance notwithstanding. No oral representations made by any employee or agent of the parties, and not included in this written document will be considered as a part of this agreement. This agreement may not be modified or terminated except in writing, signed by the Customer, and by an officer of Copyfree.
10. This contract shall not be binding on Copyfree until approved by Copyfree's branch office manager or head office.
11. Copyfree reserves the right at any time to revoke any credit extended to Customer if Customer fails to pay for any goods when due or if in Copyfree's opinion there is a material adverse change in Customer's financial condition.
12. Copyfree warrants that the goods covered by this contract when delivered to Customer are of merchantable quality and will be free from defects in workmanship and material for a period of 90 days. (New machine only by manufacturer’s standard warranty policies).
13. After goods are delivered Customer agrees to bear all risk of theft, loss of damage and that it is Customer’s responsibility to make sure that he has fire and theft insurance upon acceptance of delivery.
14. If invoices to Customer are unpaid and overdue, Copyfree may at this option pick up the said goods and a 25% restocking fee will be charged. Also copies made will be charged $0.35 per copy.
15. Warranty excludes consumable supplies such as drum kit, developer, fuser kit, toner, paper and staples. Also not covered is damage to cosmetic items such as, but not limited to, metal, glass, plastics, stands, doors, trays and cassettes.
16. $25.00 Charge for each returned check.
17. Item(s) referred to on this “Sales Order Agreement” carry a manufacturer/dealer warranty against all manufacturing defects for a period of 90 days, unless specified otherwise. Non-defective item(s) cannot be returned for refund after 24 hours of purchase. If returned within 24 hours, there will be a 25% restocking charge.
MAINTENANCE PLAN TYPES
Summary description of Maintenance Plan Type selected on Page 1 of Sales Order Agreement:
PROGRAM D (Regular): Covers labor, travel charges and general parts including gears, thermistors, bushings, bearings, clutches, pulleys, switches, relays, transformers & electrical wires/jacks. Does NOT cover hard disk drives, PCB boards, motors, belts, lamps, and power supplies, PM kit items such as drums, drum blades, master units, rollers, toners developers, and paper. There is no extra charge on priority calls and has unlimited calls within the allowed period and meter. This contract does not cover any consumable supplies such as toners, papers or staples.
PROGRAM F (Labor Only): Covers labor and travel charges. No extra charge on priority calls and has no maximum allowable calls. This contract does not cover loaners, however a loaner can be provided at an additional charge.
PROGRAM H (Full Service Plus): Covers labor and travel charges; major parts such as electronic boards, motors, and power supplies; as well as consumable parts such as drums, drum blades, paper feed tires, rollers, scrapers, corona wires, lamps and PM kits. It does NOT cover hard disk drives or supplies such as staples, toners, developers & paper. Unlimited number of service calls provided during the term of the contract.
PROGRAM I (Premium Full Service): Covers labor, travel charges & general parts including electronic boards, motors, power supplies, lamps, and consumable items such as drums, drum blades, rollers, paper feed tires, scrapers, corona wires & PM kits. Does NOT cover hard disk drives. No extra charge on priority calls and provides unlimited service calls for the term of the contract. This contract includes supplies.
Paper and staples excluded.
imageWARE Remote Meter Collection
Customer agrees to provide meter readings to Copyfree, if applicable, in accordance with the meter read option selected and Copyfree's normal procedures. If Customer has elected to utilize the imageWARE Remote features of the equipment, Customer has authorized Copyfree to (a) transmit use and service data accumulated by the Equipment over Customer's network by means of an HTTPS protocol and (b) to store, analyze and use such data for purposes related to servicing the Equipment and for product improvement.
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601 S. San Gabriel Blvd., San Gabriel, CA 91776
Ph: 626-285-0911 | Fax: 626-285-2684
www.copyfree.com
SO #
Comprehensive Maintenance Agreement Terms and Conditions
1. DESCRIPTION OF SERVICES PROVIDED: Copyfree will maintain the equipment in good working order. Service will include: A. Unscheduled repairs upon request by customer during Copyfree's normal working hours. B. Ongoing maintenance as defined by current Copyfree service policies applicable to the respective products which include: lubrication, cleaning, adjustments, and the replacement of parts which are unserviceable. C. The un-serviceability of parts will solely be determined by Copyfree and replaced on an exchange basis. Replaced parts will become the property of Copyfree. D. On-site engineering improvements (retrofits) deemed mandatory by Copyfree.
2. SERVICES NOT INCLUDED: Services not included in CMA will be charged in accordance with Copyfree's labor and materials rates then in effect. Services not included are not limited to, but include the following: A. Optional retrofits. B. Service connected with relocation of equipment. C. Installation of accessories, attachments, or other devices. D. Ongoing maintenance of any accessories, attachments, or other devices not listed from the onset of this agreement. E. Exterior cleaning, refinishing or painting of equipment. F. Performance of normal operator functions as described in the original equipment manufacturers (OEM) operator manuals. G. Incomplete service calls requiring repeat visit to Customer location due to customer not having supplies available at time of service call performance. H. Repair of damage from any cause from other than ordinary use, except damage caused by the sole negligence of Copyfree. I. Copyfree will not assume any liability for any conditions arising from electrical circuitry, including but not limited to power surges, external to the Equipment and Equipment line cord, nor is any external electrical work covered under this agreement. J. Increase in service time resulting from neglect or unique application. K. Work directly or indirectly required due to Customer's Information Systems, including but not limited to Software, Computers, Data, Files and Network, including but not limited to additions or changes, not specified as hardware covered by the Agreement. CUSTOMER IS RESPONSIBLE FOR TIME AND ADDITIONAL WORK INCURRED TO DIAGNOSE PROBLEMS, WHICH ARE FOUND TO BE INFORMATION SYSTEMS RELATED AND NOT A FAILURE OF THE HARDWARE.
3. HARDWARE ONLY COVERED: Only Equipment and Accessories hardware are covered by this Agreement. Copyfree is not responsible in any way for Customer's Information Technologies, including, but not limited to, Software, Computers, Data, Files and Network. On an as needed basis Copyfree may access or otherwise utilize Customer's Information Technologies in order to diagnose, adjust, or otherwise remedy problems related or seemingly related to Customer's Equipment; however, Copyfree is not responsible for Customer's Equipment failure to perform in whole or in part due to Customer's Information Systems.
A. Customer is responsible for executing separate license Agreements(s) and Copyfree is not a party to and has no responsibilities whatsoever in regards to such license Agreement(s).
B. Copyfree makes absolutely NO WARRANTIES OF MERCHANTABILITY, DATA ACCURACY, SYSTEM INTEGRATION OR FITNESS FOR USE. AND TAKES ABSOLUTELY NO RESPONSIBILITY FOR THE FUNCTION OR DECENTIVE NATURE OF SUCH SOFTWARE, SYSTEMS INTEGRATION, YEAR 2000 COMPLIANCE OR OTHER USE IN REGARDS TO SUCH SOFTWARE. C. With the exception of willful negligence, CUSTOMER HOLDS COPYFREE HARMLESS AND WITHOUT ANY LIABILITY FOR DAMAGE OR ANY OTHER CLAIMS REGARDING DAMAGE TO CUSTOMER'S INFORMATION SYSTEMS.
4. REPLACEMENT OF MACHINES AND ACCESSORIES: If Copyfree, in its sole judgment, cannot maintain the equipment in good working order, may replace the equipment with another unit in good working order of the same product designation subject to the following provisions: A. Copyfree may replace the equipment, and or accessories, with the same model, or comparable equipment with similar capabilities. If replacement unit has greater capabilities, Customer agrees to pay then current service rates for the replacement unit. If a replacement unit is required, Copyfree will bear all equipment placement, removal, and transportation charges, exclusive of excess rigging. Copyfree may discharge its obligations under this Paragraph by making payment to Customer equal to the Equipment's fair market wholesale value. No additional warranties apply to the replacement unit. The replaced unit becomes the property of Copyfree. The replacement unit is provided to Customer free of liens or any other obligations. B. The replacement of equipment or accessories is limited to a specified period of time. This period is five (5) years for equipment with a rated speed of fifty pages (50) per minute and above, and three (3) years for equipment with a rated speed of forty-nine (49) pages per minute or less. This period is from the date of original equipment manufacturer or remanufacture.
5. INVOICING: A. Customer shall submit true and accurate equipment meter reading to Copyfree for all equipment by the end of the second work day of each billing period in any reasonable manner requested by Copyfree. If Customer fails to submit meter reading, Copyfree may estimate meter readings and invoice accordingly. B. Charges may be billed in advance. Payments are due within thirty (30) days of invoice date.
Late payments will incur a 2.0% charge per month beginning on the thirty first (31st) day after the invoice date on the unpaid balance or at the maximum legal rate whichever rate is lower. For payments not made within forty-five (45) days of invoice date, Copyfree reserves the right to remove any parts replaced into the equipment during the preceding six months or supplies provided previously by Copyfree. Customer agrees that this may render the Equipment inactive. Disabling Equipment as described herein does not reduce Customer's charges while the machine is disabled.
6. PRICE INCREASE: If increased, the maximum yearly price increase shall not exceed ten percent (10%) or the annual percentage increase of the Consumer Price Index (CPI), whichever is greater, rounded up to the nearest dollar.
7. BREACH or DEFAULT: A. If Customer does not pay the amounts due hereunder or breaches any terms of this agreement, Copyfree, at its sole discretion, may terminate this agreement effective upon written notice. B. Customer agrees to pay to Copyfree its reasonable and necessary attorney's fees and legal expenses incurred in exercising any of its rights and remedies upon breach of this agreement by Customer.
8. DAMAGES: Copyfree shall not be responsible for direct, incidental or consequential damages including, but not limited to, damages arising from the use or performance of equipment or the loss or use of the equipment.
9. FORCE MAJEURE: Except for the obligations of payment set forth herein, neither Copyfree nor Customer shall be responsible for failure of performance of contracts resulting from orders placed hereunder, due to causes beyond its control, including, but not limited to, work stoppages of Copyfree employees or employees of others, fires, civil disobedience, civil commotions, riots, rebellions, insurrections, acts of God, and similar occurrences. Copyfree will not be responsible for failure of performance resulting from the equipment manufacturer failing to supply needed parts in a timely and reasonable manner.
10. TERM and RENEWAL: This Agreement shall cover the indicated period of time, and is effective on the date, as designated. IT IS IMPLICITLY AGREED BY BOTH PARTIES THAT UNLESS THE CUSTOMER PROVIDES WRITTEN NOTICE TO COPYFREE THIRTY (30) DAYS IN ADVANCE OF EXPIRATION OF THE ORIGINAL TERM AND ANY SUBSEQUENT RENEWAL TERM, THEN THE AGREEMENT SHALL AUTOMATICALLY RENEW FOR ADDITIONAL PERIOD OF TWELVE MONTHS.
11. CANCELLATION: A. Customer may cancel this agreement with thirty (30) days written notice as provided above and the payment of any Early Termination charges. Both Customer and Copyfree agree that due to the uncertain nature of comprehensive maintenance (all parts and labor for scheduled and unscheduled service requirements), specific projected profits derived from maintenance agreements are difficult to calculate; therefore, Customer agrees that Early Termination charge described herein does not constitute "liquidated damages" and are fair and reasonable amounts to compensate Copyfree for lost profits as a result of any cancellation prior to the end of the specified term. C. Early termination charges will be assessed based upon the number of remaining months left in the contract multiplied by the monthly minimum for each machine being cancelled. The number of months to be charged will not exceed twelve. For units without a monthly minimum, the multiple base will be $50.00 or the average monthly billings average over the term of the agreement whichever is greater. D. In the event of Cancellation by Customer, no refund of advance payments for MA's will be made by Copyfree. At Copyfree's sole discretion, a credit equal to the amount of unused advanced payment, less early termination charges or any other amounts due Copyfree from Customer, may be applied onto Customer's account for the acquisition of products or services offered by Copyfree.
12. CANCELLATION BY COPYFREE FOR OBSOLESCENCE: Copyfree may cancel any individual unit of equipment, regardless of it being included on a Comprehensive Maintenance Agreement with other equipment, if the equipment is more than five years old from the date of installation as a factory new unit, and in the sole opinion of Copyfree, can no longer be efficiently serviced. Copyfree will provide thirty (30) days advance written notice to Customer, and MA pricing will be adjusted by Copyfree to fairly reflect removal of equipment from agreement.
13. ALTERATIONS, ATTACHMENTS, AND SUPPLIES: If Customer makes an alteration, attaches a device, or utilizes a supply item that, in Copyfree's sole judgment increases the cost of Services, Copyfree will either propose an additional Service Charge or request that Equipment be returned to its standard configuration or that use of the supply item be discontinued. If, within five days of such proposal or request, Customer does not remedy the problem or agree in writing to do so immediately, Customer shall be in default of its obligation to Copyfree. If Copyfree believes that an alteration, attachment, or supply item affects the safety of Copyfree's personnel or Equipment users, Copyfree shall notify Customer of the problem and may withhold maintenance until the problem is remedied. Failure to notify Customer of a hazardous situation does not create any liability for Copyfree whatsoever. Withholding maintenance as described herein does not reduce Customer's charges or obligations.
14. CONSUMABLE SUPPLIES: A. Unless specified in writing, consumable supplies are charged separately from MA and include, but are not limited to, developer, toner, fuser oils, staples, paper and/or stitcher wire. B. Retained Title to all supplies furnished hereunder, including consumable parts such as drums, toners, developers, and other, remains in Copyfree's ownership until said supplies are consumed to the extent they may not be further utilized in the copy or print making process. In the event of Customer's default or cancellation of this agreement, all such supplies and consumable parts shall be returned to Copyfree on demand. Additionally, Copyfree reserves the right to charge Customer a prorated amount for any unused portion of consumable parts and supplies remaining. This proration shall be established by using the following formula: Copyfree Retail Item Price divided (/) by Manufacturers Estimated Yield Drum Volume multiplied by (x) Actual Remaining Drum Volume = Prorated Amount. C. Customer agrees to utilize only supplies manufactured by the same manufacturer of the equipment. D. For Equipment utilizing a cartridge type consumable products, Customer agrees to purchase consumable supplies solely from Copyfree. E.
Customer agrees to pay all applicable taxes and full shipping and handling for all consumable supplies, including consumable supplies covered under contract. F. For Maintenance Agreements in which supplies are included, MA pricing is based on consumable supplies yields published by the manufacturer. Should Customer’s use of consumable supplies exceed the manufacturer’s published yields for these items, Customer agrees that Copyfree shall have the right to charge for any such excess usage, which shall be deemed an “Excessive Supply Usage Charge.” Excessive Supply Usage Charges shall be established by using the following formula: Excess Supply Quantity multiplied by (x) Copyfree Retail Item price = Excessive Supply Usage Charge, whereby Excess Supply Quantity = Total Quantity Ordered Under Contract minus (-) NormalUse Quantity minus (-) Previously Billed Quantity and whereby Normal-Use Quantity = Equipment’s Current Meter Reading divided (/) by Manufacturer’s Published Item Yield.
15. COLOR EQUIPMENT METER NOTIFICATION: Equipment producing color images may require one scan or development for each black (mono) image and several complete scans or developments for full color images. Technologies and terms may vary from product to product; however, the cost per image for Equipment producing color images will be billed determined by the individual Equipment's meter configuration or set up.
16. RECRUITMENT AND HIRING OF EMPLOYEES: Customer and Copyfree agree not to solicit or recruit, either directly or indirectly, one another's employees. Customer and Copyfree agree to not employ, nor contract as a consultant, any former employee of the other until such employee has had minimum of six (6) months of employment separation.
17. GENERAL: A. Copyfree shall have free access to the equipment to perform service thereon and verify meter readings. B. Customer shall designate a key operator for each machine at each location. Customer should provide Copyfree with a complete listing of the key operators including machine serial number, location, and telephone number, prior to Copyfree beginning service. Copyfree will have the right to train and instruct key operators as deemed necessary by Copyfree. C. Copyfree will have the right to provide mandatory training for any operators when deemed necessary by Copyfree. D. Customer will provide proper space and environmental conditions as specified in the operator or technical manuals published by the manufacturer of the equipment. E. Customer agrees to use a surge suppressor that meets or exceeds the recommended specification of the equipment manufacturer. F. The terms copy, print, image, scan, impression, and development are used interchangeably and refer to a single billing unit with an image area of 8.5 x 11 inches or less. G. This contract may not be assigned by Customer without the prior written consent of Copyfree. H. Customer agrees to pay for all parking fees associated with service calls.
18. CHANGES TO AGREEMENT: This Comprehensive Maintenance Agreement constitutes the entire Agreement between Copyfree and Customer with respect to the subject matter hereof and may not be modified or terminated orally. No modification, termination or attempted waiver of this Agreement shall be valid unless in writing and signed by the party against whom the same is sought to be enforced.
19. REMOTE DATA COLLECTION: A. Copyfree may utilize 3rd party technology to automatically collect and transmit certain data from equipment via secure electronic transmission to an off-site location. Data collected from equipment may be used by Copyfree or a designated service provider to service equipment, or for Copyfree billing, or supplies replenishment. Automatically transmitted data may include, but is not limited to, product registration, meter read, supply level, equipment configuration and settings, software version, and error code data. All such data shall be transmitted in a secure manner specified by the developer of the technology being utilized. B. For Maintenance Agreements in which proactive monitoring services are included, Customer agrees to install a Data Collection Agent provided by Copyfree on a networked, Internet-accessible computer running at all times. For non-networked devices, Customer agrees to install an additional local agent on the computer to which the device is connected.
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PAGE 145 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: John Incontro, Police Chief
DATE: January 8, 2025
SUBJECT: ACCEPTANCE OF BODY WORN CAMERA GRANT FUNDS
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
• Safe Community
• Fiscally Responsible and Transparent City Government
• Efficient, Responsive, and Effective City Services
BACKGROUND
During the Fiscal Year 2024-25 Budget Process, City Council approved bodyworn cameras (BWCs) as one of the Police Department’s priority initiatives and an objective for the fiscal year.
The Police Department evaluated three vendors and received a quote from each of the vendors. The Department selected LensLock Inc. as the best choice for the Department. A recommendation was presented to the Mayor and City Council on October 25, 2024, and approval was given to the City Manager to sign a contract with LensLock Inc. for body-worn and in-car video cameras at a cost of $294,337.10 for five years of service.
DISCUSSION
The Police Department applied for and was awarded a Bureau of Justice Assistance grant in the amount of $80,000. The purpose of the federal grant program is to provide funds and technical support for BWCs to any law enforcement department with 50 or fewer full-time sworn personnel, to rural agencies, and to federally recognized tribal agencies. The grant is administered by Justice Systems Strategies, Inc. (JSS), and is titled the Small Rural Tribal Body Worn Camera Program.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
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Funds must be used to purchase or lease BWCs and may include expenses reasonably related to a comprehensive BWC program, like the addition of updated in-car video cameras. The Department’s current in-car video cameras are reaching the end of their usable life and therefore have been included in the LensLock Inc. contract entered for the San Marino Police Department.
The grant performance period started January 1, 2024, and ends December 31, 2026. All purchases made within this period are reimbursable up to $80,000, by grant funds. Additionally, the City of San Marino must match one dollar for every dollar of federal funds requested.
Additional Award Requirements
The Department must have a BWC Policy that meets the Department of Justice, Office of Justice Programs and JSS approval. The Police Department has developed a policy that has been reviewed by the City Attorney, the Human Resources Director and the California Joint Powers Insurance Authority (CJPIA), the City’s insurer. Once the City has signed the contract for the award, the Department’s policy will be submitted to JSS for approval.
Also, the Department will be required to submit monthly reports, as well as a final report after the project end date. The reports will include the submission of both financial and programmatic information. All Police Department records related to the grant must be maintained for three years after the project end date.
FISCAL IMPACT & PROCUREMENT REVIEW
As required by the grant, the grant transactions will be tracked separately under the Body Worn Camera Grant Fund #228. Listed below are the budget adjustments needed for FY 24/25 to create the new fund in order to track the transactions. These budget adjustments are needed to record the grant expenditure and related reimbursement. The remaining funds will be used next fiscal year to contribute towards the second payment to LensLock Inc.
Account#
Budget
Adjustment
Needed
228-30-4613-0002 61,948
228-30-3201-5550 61,948
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LEGAL REVIEW
The City Attorney's office has reviewed this report and approved as to form.
RECOMMENDATION
Staff recommend that the City Council accept the grant funds, authorize the City Manager to sign the grant agreement, and approve the budget adjustments needed. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to accept the grant funds, authorize the City Manager to sign the grant agreement, and approve budget adjustments needed.”
ATTACHMENT
1. Small, Rural, and Tribal Law Enforcement Agency Body-Worn Camera Policy and Implementation Program – Subaward Agreement Between the San Marino Police Department and the U.S. Department of Justice PAGE 148 of 238
Supporting Small, Rural, and Tribal Law Enforcement Agency Body-Worn Camera Policy and Implementation Program
SUBAWARD (“MICRO-GRANT”) AGREEMENT BETWEEN
San Marino Police Department
And
SUBAWARD INFORMATION
Name: San Marino Police Department
Address: 2200 Huntington Drive
San Marino, CA
91108
Award Number 59625078
Federal Identification Number 95-6000783
Micro-grantee UEI QDM5CHK63KL3
Program Period: Start Date - End Date 01/01/2024-12/31/2026 Total Amount of the Federal Award $ 80,000.00
Match Amount $ 80,000.00
By signing this document, you agree to accept and comply with the award requirements including award conditions, assurances and certifications that were presented within the application portal and the associated attachments, as well as any additional requirements or conditions imposed subsequent to the program start date of this award by DOJ, OJP or JSS on San Marino Police Department. These conditions apply during the project period. These requirements encompass financial, administrative, and programmatic matters, including specific restrictions on use of funds in the approved budget.
In addition to the specified award conditions, the micro-grantee also agrees to abide by the general Federal award conditions accepted by the prime award agency, Justice & Security Strategies, Inc. which can be found at the following link: https://www.srtbwc.com/wp-content/uploads/2022/03/SRT-BWC-Micro-Grantee-Award-Special- Conditions.pdf.
Should San Marino Police Department accept the award and then fail to comply with an award requirement, JSS, on behalf of DOJ, will pursue appropriate remedies for non-compliance, which may include termination of the award and/or a requirement to repay award funds.
AGENCY APPROVAL SUBRECIPIENT ACCEPTANCE
Dr. Shellie Solomon, CEO, Justice & Security Strategies, Inc. 1835 E Hallandale Beach Blvd #387, Hallandale Beach, FL 33009 [email protected], 888-235-0565
Typed Name and Title of Authorized Subrecipient Official Signature of Approving Official Signature of Authorized Subrecipient Official Date: Date:
Federal Award Number: 15PBJA-23-GK-04176-BWCX, October 1, 2023, C.F.D.A. No: 16.835. Federal Award Project Description: The Fiscal Year 2023 Supporting Small and Rural Agency Body-Worn Camera Policy and Implementation Program (SRA-BWC) will provide funding and program development support to small and rural agencies that intend to initiate expanded body-worn camera programs. The provider will be responsible for designing and administering a competitive funding solicitation that distributes micro-grants to qualified small and rural agencies to implement a body-worn camera program. They will also identify the needs of micro-grantee agencies and deliver standard and customized training and technical assistance (TTA) to those agencies. This is not a research and development grant.
This project was supported by Grant No. 15PBJA-23-GK-04176-BWCX awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of Justice’s Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice.
Docusign Envelope ID: B2E9CC9F-C91D-4A4B-A994-C569AB2C6DE7 PAGE 149 of 238
1 Attachment A: Award Specific Requirements
1) Body-worn Camera (“BWC”) Policy Review Required in Order to Receive Funding: Micro-grantee is required to successfully demonstrate that they have developed BWC policies that are purposeful, comprehensive, and deliberately designed and acceptable to DOJ’s Office of Justice Programs (OJP) and JSS. All funding except 10% of the total award amount under this micro-grant will be held until Micro-grantee’s BWC policy is approved in writing by JSS.
a) If Micro-grantee already developed a BWC policy, JSS must review and approve the policy, and Micrograntee’s executive officers must certify that their policy was developed in a comprehensive, deliberate, and planned manner, and is consistent with relevant state laws; or b) If Micro-grantee has not yet developed a BWC policy, Micro-grantee must develop a BWC policy as a condition of this micro-grant. Micro-grantee must work with JSS to ensure that policy development is purposeful, comprehensive and deliberate.
2) Monthly Reporting Required: In order to be eligible for reimbursement under this micro-grant, Micro-grantee will be required to submit monthly reports, as well as a final report after the project end date, through the online micro-grant portal no later than dates to be specified by JSS. These reports will require submission of both financial and programmatic information. Micro-grantee must collect and maintain data concerning the work performed under this micro-grant in a manner and timeframes specified by JSS. The financial and programmatic data elements, outputs and outcomes will be outlined by JSS in the online micro-grant portal for this program. 3) Budget and spending restrictions: In addition to all restrictions in funding previously communicated to Micrograntee, specified in the solicitation or budget submission form for this micro-grant, outlined in the special conditions below, or specified in applicable federal law and regulations, Micro-grantee may not use funds from this micro-grant to pay for:
a) Costs associated conferences, including but not limited to costs for hosting, developing, sponsoring, or attending conferences. Important note: Conferences are defined by DOJ to mean “a meeting, retreat, seminar, symposium, workshop or event whose primary purpose is the dissemination of technical information beyond the non-Federal entity."
b) Costs associated with a website, including software development, updating, programming, design, or otherwise any website-related expense.
c) Any consultant rate in excess of $650 per day unless approved in writing by JSS prior to expenditure. 4) Audit and monitoring:
a) Should Micro-grantee’s audit, if applicable, under Part 2 CFR 200 or related regulations contain findings related to this micro-grant, Micro-grantee understands all payments under this micro-grant may stop until those findings are resolved in a manner approved by JSS.
b) Micro-grantee agrees to comply with all micro-grant monitoring guidelines, protocols, and procedures, and to cooperate with JSS and BJA (including its Office of the CFO) on all grant and program monitoring requests, including:
i. Requests related to desk reviews, enhanced programmatic desk reviews, and/or site visits. ii. Providing all documentation requested or otherwise necessary to complete monitoring tasks, by the deadlines set by JSS or BJA.
Failure to cooperate with BJA's or JSS’s grant monitoring activities may result in sanctions affecting Micrograntee’s DOJ awards, including, but not limited to: withholdings and/or other restrictions on access to this or other grant funds; termination of this or other grant awards, referral to the Office of the Inspector General for audit review; designation of Micro-grantee as a DOJ High Risk grantee. 5) Close-out: Micro-grantee will comply with all close-out procedures provided by JSS and submit its final report no later than the date specified by JSS during close-out.
Docusign Envelope ID: B2E9CC9F-C91D-4A4B-A994-C569AB2C6DE7 PAGE 150 of 238
2 Attachment B: Award Specific Requirements
Because your organization’s funding (referred to below as a “subgrant” or “micro-grant”) utilizes OJP funds, DOJ requires your organization to comply with certain federal legal requirements in addition to the requirements of your Micro-grant Agreement with JSS. These additional requirements are:
1) Federal rules that apply to this Subgrant: Micro-grantee is required to comply with the federal rules governing the financial management of federal grants like this Subgrant. These rules are called the Uniform Guidance and can be found at 2 CFR 200. The Uniform Guidance contains requirements about how an organization may spend federal funds, the tracking of receipt and spending of federal funds, and other financial requirements.
For additional details about these requirements, see the OJP website at https://ojp.gov/funding/Part200UniformRequirements.htm.
If you have a question or believe there is a conflict between any documents JSS provides you and the Uniform Guidance, contact JSS immediately for clarification.
2) DOJ Grants Financial Guide: Micro-grantee agrees to comply with the requirements of the DOJ Grants Financial Guide and any updates made to this document, which is located at:
https://www.ojp.gov/sites/g/files/xyckuh241/files/media/document/DOJ_FinancialGuide_1.pdf. 3) Record retention and access: All micro-grantee records of any kind that relate to this Subgrant must be kept by your organization for 3 years from the date you submit your final report at the end of the Subgrant. Micro-grantee records that relate to this Subgrant means any document, record, or data or any kind whatsoever concerning this Subgrant. This includes but is not limited to: agreements, contracts, purchase orders, receipts, reports, financial documents, computer data, personnel files, and any other paper or document related to this Subgrant in any way.
Also, your organization must provide access to these records to JSS, OJP and other federal inspectors and agencies. For more details about this requirement, please see 2 C.F.R. 200.333. The records you must provide access to include performance measurement information about this Subgrant.
If micro-grantee is eligible and elects to use an indirect cost rate as described in 2 C.F.R. 200.414(f), micro-grantee must advise JSS in writing that it is eligible and elects to use an indirect cost rate. Micro-grantee must comply with all requirements of 2 CFR Part 200 concerning indirect cost rates. The “de minimis” rate may be applied only to modified total direct costs (MTDC) as defined by the Part 200 Uniform Requirements. 4) Requirement to report potentially duplicative funding: If micro-grantee currently has other active federal grants, or if micro-grantee receives any other award of federal funds during the period of performance for this micro-grant, micro-grantee promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, micro-grantee must promptly notify the DOJ awarding agency (OJP or OVW, as appropriate) and JSS in writing of the potential duplication, and, if so requested by the DOJ awarding agency or JSS, must seek a grant adjustment modification to eliminate any inappropriate duplication of funding. 5) Requirement to report breach of confidential information: Personally Identifiable Information (PII) is information that can be used, by itself or together with other information, to identify someone. The full definition can be found at 2 CFR 200.79. Micro-grantee must have procedures to respond if there is an actual or imminent “breach” of PII if micro-grantee either:
a) creates, collects, uses, processes, stores, maintains, disseminates, discloses, or disposes of PII within the scope of an OJP grant-funded program or activity, or
b) uses or operates a "Federal information system," which typically is a database that a federal agency uses.
As a law enforcement agency, micro-grantee’s organization collects and maintains PII. Therefore, micro-grantee must have written procedures on how micro-grantee will respond if there is an actual or imminent breach of PII.
A breach of PII, as defined in OMB M-17-12, means: The loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where (1) a person other than an authorized user accesses or potentially accesses PII or (2) an authorized user accesses or potentially accesses PII for an other than authorized purpose.
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3 Micro-grantee’s procedures required by this section must include a requirement to report an actual or imminent breach to JSS within 12 hours of when it occurs. This is required so that JSS can report the breach to OJP within 24 hours as legally required by OJP. Micro-grantee must contact JSS immediately using the method specified by JSS and no later than 12 hours if a breach of PII occurs or is about to occur to make sure this gets reported to OJP within 24 hours as required.
6) Subgrants: Micro-grantee is not permitted to award subgrants—also referred to as subawards—with the funds from this Subgrant unless you have written approval from JSS in advance of issuing the subaward. 7) Procurement rule—cannot discriminate against associates of the federal government: When buying any goods or services with funds from this micro-grant (this is known as a “procurement transaction”), micro-grantee must not discriminate against any person or business because of their status as an “associate of the federal government” (or because a person or entity is affiliated or owned by such an associate). A person or entity is an “associate of the federal government” if they are engaged or employed (in the past or at present) by or on behalf of the federal government-as an employee, contractor or subcontractor (at any tier), grant recipient or -subrecipient (at any tier), agent, or otherwise-in undertaking any work, project, or activity for or on behalf of (or in providing goods or services to or on behalf of) the federal government, and includes any applicant for such employment or engagement, and any person or entity committed by legal instrument to undertake any such work, project, or activity (or to provide such goods or services) in future.
8) Human trafficking: Micro-grantee must comply with all U.S. Department of Justice requirements related to trafficking in persons. This includes, but is not limited to, the requirement micro-grantee and its employees must not engage in:
a) Severe forms of trafficking in persons
b) Procurement of a commercial sex act
c) Use of forced labor in the performance of the Subgrant d) Acts that directly support or advance trafficking in persons.
Examples are included in Section B at this website: https://ojp.gov/funding/explore/prohibitedconduct-trafficking Micro-grantee’s full obligations related to prohibited conduct in trafficking in persons can be found at that link above and are incorporated here with this reference. Micro-grantee’s micro-grant can be terminated immediately for violation of these requirements.
9) Rules for trainings developed with funds from this micro-grant: Any training materials micro-grantee develops or delivers with funds from this micro-grant must comply with the Department of Justice OJP training requirements.
These requirements include that:
a) Trainers comply with the law and cannot discriminate. b) The content of the training and the materials must be accurate, relevant, useful and well-matched to the purpose of the training.
c) Trainers must be well-qualified in the subject area. d) Trainers must demonstrate highest standards of professionalism.
Details about these requirements can be found here:
https://ojp.gov/funding/Implement/TrainingPrinciplesForGrantees-Subgrantees.html. 10) Compliance with DOJ Regulations pertaining to civil rights and nondiscrimination: Equal Employment Opportunity: Micro-grantee must uphold all requirements for an equal employment opportunity organization. This means it must comply with all applicable requirements of 28 CFR Part 42, relating to civil rights and nondiscrimination and includes the requirements for equal employment opportunity programs provided in 28 CFR 42 Subpart E if Micro-grantee is required to have such a program.
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4 As of July 19, 2023, micro-grantees with awards greater than $25,000 must comply with the EEOP requirements.
The Office of Civil Rights no longer accepts or approves sub-recipient Certification/Verification of Exemption Forms. Instead sub-recipients must complete the Verification Forms and Utilization Reports in the EEOP Report Builder found at https://eeop.ocr.ojp.gov/certsub/homepage. Forms must be submitted to JSS through the Grant Application portal prior to receipt of payment.
11) Civil Rights: Nondiscrimination on basis of religion: Micro-grantee must comply with all applicable requirements of 28 CFR 38 regarding nondiscrimination on the basis of religion or religious beliefs. 12) Prohibition on using Subgrant funds for lobbying or influencing government officials: Micro-grantee may not use any of the funds from this Subgrant for lobbying, whether directly or indirectly. Lobbying means supporting or opposing the enactment, repeal, modification or adoption of any law, regulation or policy at any level of government.
See 18 USC 1913 for additional details.
Also, Micro-grantee may not use any of the funds from this Subgrant to pay any person to influence or attempt to influence any federal agency, member of Congress or any of their employees concerning a federal grant, contract, or any other federal award. There are exceptions, including an exception for tribal organizations. See 31 USC 1352 for details.
Contact JSS immediately if you have any questions about this section or whether a specific situation falls within these rules.
13) Duty to report fraud, waste, abuse, and misconduct: Micro-grantee must promptly report to the DOJ Office of the Inspector General (OIG) any credible evidence that any person (whether they work for your organization or not) has (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws of fraud, conflict of interest, bribery, gratuity, or similar misconduct, in connection with funds under this award.
You can report potential fraud, waste, abuse, or misconduct involving or relating to these Subgrant funds by: (1) online submission accessible via the OIG webpage at https://oig.justice.gov/hotline/contact-grants.htm (select “Submit Report Online”); (2) mail directed to: U.S. Department of Justice, Office of the Inspector General, Investigations Division, ATTN: Micro-grantee Reporting, 950 Pennsylvania Ave., NW, Washington, DC 20530; and/or (3) by facsimile directed to the DOJ OIG Investigations Division (Attn: Micro-grantee Reporting) at (202) 616- 9881 (fax). Additional information is available from the DOJ OIG website at https://oig.justice.gov/hotline. 14) No restriction on reporting fraud, waste or abuse permitted: Micro-grantee may not require any employee or contractor to sign a confidentiality agreement that restricts or bans reporting of waste, fraud or abuse to a federal agency. This does not apply to the federal Standard Forms 312 or 4414 regarding not disclosing certain classified or sensitive information.
If JSS learns that micro-grantee is requiring agreements or statements from its employees or contractors that restrict or prohibit reporting of fraud, waste, abuse or misconduct, JSS is required by law to stop all payments under this micro-grant to micro-grantee.
15) No retaliation for reporting gross mismanagement of federal funds: Micro-grantee may not retaliate against an employee for the employee’s disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. This requires that Micro-grantee comply with applicable provisions of 41 USC 4712.
16) Encouragement to ban text messaging while driving: Micro-grantee is encouraged to adopt and enforce policies banning employees from text messaging while driving and to establish policies and educate its employees to decrease crashes caused by distracted drivers.
17) Requirements if designated “high risk” by a federal agency: If micro-grantee is designated “high risk” by a federal grant-making agency other than DOJ, currently or at any time during the course of this micro-grant, micrograntee must disclose this and any other information requested immediately to JSS at the contact information provided by JSS and to OJP by email at [email protected]. “High risk” includes any status under which a federal awarding agency provides additional oversight due to micro-grantee’s past performance, or other programmatic or financial concerns with the micro-grantee. Micro-grantee’s disclosure must include the following: 1. The federal awarding agency that designates micro-grantee high risk, 2. The date micro-grantee was designated high risk, 3. The high-risk point of contact at that federal awarding agency (name, phone number, and email address), and 4. The reasons for the high-risk status, as set out by the federal awarding agency.
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5 Micro-grantee agrees to comply with all additional requirements imposed by OJP or JSS if micro-grantee is designated as high risk by DOJ or any other federal agency. 18) Copyright and data rights: Micro-grantee acknowledges that OJP has a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use for Federal purposes: (1) any copyrighted work developed under this Subgrant; and (2) any rights of copyright to which Micro-grantee purchased with Subgrant funds.
Micro-grantee acknowledges that OJP has the right to (1) obtain, reproduce, publish, or otherwise use the data first produced under this Subgrant; and (2) authorize others to receive, reproduce, publish, or otherwise use this data for Federal purposes.
If Micro-grantee refuses to accept terms affording the Government such rights, JSS is required to report this to OJP and not proceed with an agreement with Micro-grantee.
19) Micro-grantee integrity and performance matters: Requirement to report information on certain civil, criminal, and administrative proceedings to SAM and FAPIIS.
Micro-grantee must comply with all applicable requirements regarding reporting of information on civil, criminal, and administrative proceedings connected with either this micro-grant or any other grant, cooperative agreement, or procurement contract from the federal government.
If the total value of micro-grantee’s currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, then during that period of time, micro-grantee must maintain the currency of information reported to the System for Award Management (SAM) that is made available in the Federal Awardee Performance and Integrity Information System (FAPIIS) about civil, criminal, or administrative proceedings described in this special condition.
The details of recipient obligations regarding the required reporting (and updating) of information on certain civil, criminal, and administrative proceedings to the federal designated integrity and performance system (currently, “FAPIIS”) within SAM are posted on the OJP web site at https://ojp.gov/funding/FAPIIS.htm (Award condition:
Recipient Integrity and Performance Matters, including Recipient Reporting to FAPIIS), and are incorporated by reference here.
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TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Hillary Guirola-Leon, Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: January 8, 2025
SUBJECT: APPROVAL OF RESOLUTION R-24-02 TO TRANSFER
UNALLOCATED FY 2025-26 CDBG PROJECT FUNDS TO
THE CDBG REVOLVING GRANT FUND
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Safe Community
Well-Maintained Infrastructure
Fiscally Responsible and Transparent City Government
BACKGROUND
On January 8, 2025, the City Council conducted a public hearing concerning the FY 2025-26 Community Development Block Grant (CDBG) Program. The motion adopted as a result of the meeting outlined the City’s plan for expending allocated funds for the FY 2025-26 cycle. The City is to receive an allocation of $65,044 in federal funds for CDBG programs in FY 2025-26. Of the $65,044, $9,757 will be used to fund a Senior Outreach Program by the Community Services Department in FY 2025-26. The allocation of remaining FY 2025-26 funds leaves a remaining unallocated balance of $55,287 of CDBG federal funds that the City has available to designate to a capital improvement.
DISCUSSION
Considering the amount of planned sidewalk reconstruction work, the amount of available CDBG funds, and the various Federal regulations that constrain the use of the CDBG funds, staff is recommending that the City Council authorize the transfer of $55,287 to the CDBG revolving grant fund to be used Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 155 of 238
at a future time for a CDBG eligible project such as an ADA-compliant sidewalk replacement. Funds can be held by the Los Angeles County Development Authority for a total of three years, in which time the City can continue to transfer funds into the CDBG revolving grant fund. Adoption of the attached resolution is required to authorize the transfer.
FISCAL IMPACT & PROCUREMENT REVIEW
Transferring $55,287 of the unallocated balance to the CDBG revolving grant funds will not impact other City funds.
Procurement review is not applicable.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Subject to the approval of the City Council adopting Resolution No. R-25-01 to adopt the CDBG project(s) for FY 2025-26 on January 8, 2025, staff recommends the City Council adopt the resolution allowing for the City to transfer $55,287 of the FY 2025-26 CDBG allocation to the CDBG revolving grant fund. If the Council concurs with staff’s recommendation, the appropriate motion would be:
“I move to adopt Resolution No. R-25-02 authorizing the transfer of the City’s unallocated CDBG funds for Fiscal Year 2025-26, totaling $55,287, to the CDBG revolving grant fund.”
ATTACHMENTS
1. Resolution No. R-25-02
PAGE 156 of 238
RESOLUTION NO. R-25-02
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
MARINO, CALIFORNIA AUTHORIZING AND APPROVING THE
TRANSFER OF THE CITY’S UNALLOCATED COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDS FOR FISCAL YEAR 2025-26
TO THE COMMUNITY DEVELOPMENT BLOCK GRANT REVOLVING
GRANT FUND
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Marino, California’s follows:
SECTION 1. Recitals
A. The City of San Marino is a participating agency under the County of Los Angeles Community Development Block Grant (CDBG) Program.
B. The Los Angeles County Community Development Block Grant (CDBG) Program has allocated $65,044 to the City of San Marino for Fiscal Year 2025-26.
C. The City has considered and evaluated CDBG eligible projects and community needs, and designated $9,757 of the Fiscal Year 2025-26 CDBG funds for a senior services program and the remaining $55,287 for a future ADA Compliant Sidewalk Replacement Program.
D. The Los Angeles County Development Authority offers participating agencies the opportunity to transfer designated funding to a revolving grant fund which will be returned to the City to be used at a future time for a CDBG eligible project.
SECTION 2. After conducting a public hearing, the City Council hereby authorizes the transfer of $55,287 in unallocated CDBG funds to the CDBG Revolving Grant Fund. The City Council authorizes adjustments to the programmed amounts as needed and available, as well as in the event that the City receives a different total funding amount. The City Manager or her designee is also authorized to approve all necessary contracts and agreements needed to transfer to the CDBG Revolving Grant Fund the minimum amount of its unallocated CDBG funds required for the City to be in compliance with the CDBG’s drawdown requirements.
SECTION 3. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
PAGE 157 of 238
CITY OF SAN MARINO RESOLUTION NO. R-25-01
PASSED, APPROVED, AND ADOPTED this 8th day of January, 2025. ______________________________
GRETCHEN SHEPHERD ROMEY
MAYOR
ATTEST:
__________________________
ALISON WALKER
CITY CLERK
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SAN MARINO )
I HEREBY CERTIFY that the foregoing Resolution No. R-25-02 was duly adopted by the City Council of the City of San Marino at a Regular Meeting held on the 8th day of January 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
___________________________________
ALISON WALKER
CITY CLERK
PAGE 158 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Hillary Guirola-Leon, Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: January 8, 2025
SUBJECT: RECEIVE AND FILE FINANCIAL REPORT FOR FIRST
QUARTER (JULY 2024 THROUGH SEPTEMBER 2024)
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
BACKGROUND
The following presents the financial activity of the City for the quarter ended September 30, 2024, as well as the fiscal year-to-date financial information.
These figures are unaudited and have been compiled by the Finance Department. Financial information as noted at September 30, 2023, has been included for comparative purposes.
DISCUSSION
During the First Quarter of 2025 (July 2024 through September 2024), General Fund revenues increased by $513k or 29% versus the First Quarter of 2024. Property Tax revenues increased by 3.4% as compared to prior year quarter. In October 2024, staff met with HDL, the city’s property tax consultants, to review FY 2024-25 projections. The total 2024-25 taxable assessed value for San Marino is $8.38 billion, a $352.77 million or 4.4% increase over the prior year. This 4.4% growth compares favorably with the 4% growth projection used for the FY 24-25 budget.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 159 of 238
Utility User Tax revenues increased by $85k (24%) from prior year quarter.
Revenues also increased due to the fluctuations in market value of the City’s investments and an increase in investment returns.
Total General Fund expenses for the quarter increased by $553K or 16% compared to last year. The increase is primarily due to negotiated salary increases and the Unfunded Accrued Liability (UAL) required payment as calculated by the Pension valuation. The General Liability fund expenditures increased by $206K (27%) from prior year due to an increase in insurance premiums. The Workers’ Compensation fund as of September 2024 is at 98% of the budgeted amount for FY 2024-25 and a mid-year adjustment may be needed for this fund.
Additional first quarter details are provided in the tables below.
First Quarter 2025 versus First Quarter 2024 Financial Information Below are the revenues and expenditures for the General Fund (Fund 101), the Public Safety Fund (Fund 103), and all of the Special Revenue Funds.
PAGE 160 of 238
QUARTERLY FINANCIAL REPORT
GOVERNMENTAL FUNDS (UNRESTRICTED)
General Fund (101)
Revenues YTD PY YTD $$$ %
Taxes 1,184,223 1,044,311 139,912 13.4% Note 1
Licenses & Permits 332,018 307,491 24,527 8.0% Note 2
Charges for Service 306,740 269,299 37,441 13.9% Note 3 Intergovernmental - - 0
Fines & Forfeitures 5,810 2,155 3,655 169.6%
Money & Property 422,741 111,619 311,122 278.7% Note 4
Miscellaneous 3,219 6,338 (3,119) -49.2%
General Fund Total Revenues 2,254,752 1,741,214 513,538 29.5% Expenses YTD PY YTD $$$ %
City Council 14,802 14,114 688 4.9%
City Attorney 17,283 18,825 (1,543) -8.2%
Non-Departmental 1,105,415 273,352 832,064 304.4%
City Manager's Office 179,268 205,368 (26,100) -12.7%
Human Resources 128,123 133,411 (5,288) -4.0%
Finance Department 191,429 256,609 (65,180) -25.4%
Community Development 514,163 557,182 (43,019) -7.7%
Emergency Services 14,761 11,973 2,789 23.3%
Parks and Public Works 851,016 950,406 (99,390) -10.5%
Recreation Department 562,413 570,530 (8,117) -1.4%
Library Department 342,562 435,825 (93,263) -21.4%
El Molino Viejo 60,000 - 60,000 0.0%
General Fund Total Expenses 3,981,236 3,427,595 553,642 16.2% Note 5 Net Income-General Fund (1,726,485) (1,686,380) (40,104) -2.4% Public Safety Fund (103)
Revenues YTD PY YTD $$$ %
Taxes 15,225 15,458 (233) -1.5%
Charges for Service 170,500 173,984 (3,485) -2.0%
Intergovernmental 5,053 1,190 3,863 324.5%
Fines & Fees 12,684 11,858 826 7.0%
Miscellaneous 2,365 3,376 (1,011) -30.0%
205,826 205,867 (41) 0.0% Note 6
Expenses YTD PY YTD $$$ %
Police Department 3,141,696 2,723,599 418,097 15.4%
Fire Department 2,724,347 2,493,301 231,046 9.3%
5,866,043 5,216,900 649,143 12.4% Note 7
Net Income-Public Safety Fund (5,660,217) (5,011,033) (649,184) -13.0%
SPECIAL REVENUE FUNDS (RESTRICTED)
YTD PY YTD $$$ %
Revenues 357,666 354,425 3,241 0.9%
Expenses 156,788 20,833 135,955 652.6% Note 8
Net Income-Special Revenue Funds 200,878 333,592 (132,714) -39.8% Total Revenues-All Funds 3,043,238 2,518,495 524,744 20.8% Total Expenses-All Funds 11,995,669 12,177,641 (181,971) -1.5% Net Income-All Funds (8,952,431) (9,659,146) 706,715 7.3% CY vs PY
CY vs PY
CY vs PY
CY vs PY
CY vs PY
PAGE 161 of 238
Items of Note:
1. Increase in Taxes is due to Property Taxes increasing by $16k (3.4%).
Utility Users Tax Revenue has also increased as compared to prior year by $85K (24%).
2. Increase in Licenses & Permits is due to Building Permits increasing by $24K compared to last year.
3. Increase in Charges for Service of $37k is due to Plan Check Fees increasing by $30k compared to prior year.
4. Increase in Money & Property is due to fluctuations of the market value of the City’s investments and interest rates increasing. Interest rates were higher for Q1 2025 (approximately 4.5% yield for LAIF) vs Q1 2024 (approximately 3.3% for LAIF), which caused the higher interest revenue for the quarter.
5. Overall increase in Non-sworn Department expenses of $553k (16.2%) compared to the prior year. Increase is due to cost of living adjustments of 4% related to salaries as stipulated in the various MOUs. The year-to-date actuals are trending in line with the budgeted amounts. The increase is also due to an increase in the pension required unfunded accrued liability (UAL) payment of $158K.
6. Overall, the revenues in the Public Safety Fund 103 are trending similar to prior year.
7. Increase in Sworn Department expenses of $649k (or 12.4%) is due to CPI increases related to materials and supplies as well as cost of living adjustments related to salaries. The increase is also due to an increase in the pension required unfunded accrued liability (UAL) payment of $405K.
8. Increase in expenditures related to Special Revenue Funds is due to the timing of capital expenditures.
All Funds Revenue Summary at September 30, 2024
In the next summary, budgeted revenues are shown against actual revenue at September 30, 2024 and in comparison to the prior year at this same time period.
PAGE 162 of 238
Adopted Year-to-Date Increase/(Decrease) Prior Year
Budget Actual % v. Prior Year Actual
General Funds Group
General Fund 30,389,888 2,254,752 7% 513,538 1,741,214
Public Safety Fund 4,669,994 205,826 4% (41) 205,867
Fourth ofJuly 75,425 52,965 70% 5,420 47,545
San Marino Center 0 0 0% 0 0
American Rescue Plan 401,406 0 0% 0 0
Donations to City 116,600 10,466 9% (1,318) 11,783
Total General Fund 35,653,313 2,524,008 7% 517,599 2,006,409 Special Revenue Funds
Gas Taxes 674,428 95,492 14% 5,174 90,318
CDBG 227,000 0 0% 0 0
County Park Prop A 0 0 0% 0 0
Prop A Transit 427,314 81,673 19% (2,158) 83,831
Drought 1,000 0 0% 0 0
Air Quality (AQMD) 19,000 7 0% (51) 58
STPL 210 0 0% 0 0
TDA 19,340 0 0% 0 0
Prop C Transit 326,770 67,746 21% (1,855) 69,600
PEG Fees 51,000 6,483 13% 6,483 0
Asset Forfeiture 3,200 0 0% 0 0
Granada Ave. 0 0 0% 0 0
Used Oil Grant 1,200 0 0% 0 0
OTS Gant 20,760 (2,015) -10% (2,015) 0
Recycling 103,000 0 0% 0 0
COPS 236,000 0 0% 0 0
Homeland Security Grant 0 0 0% 0 0
County Measure R 521,077 50,804 10% (1,309) 52,113
Measure W 292,000 0 0% 0 0
County Measure M 296,054 57,477 19% (1,027) 58,504
Total Special Revenue Funds 3,219,353 357,666 11% 3,241 354,425 Capital Project Fund
Capital Projects 25,000 0 0% 0 0
Internal Service Fund
Capital Equipment 658,456 161,564 25% 3,903 157,661
Total Internal Service Funds 658,456 161,564 25% 3,903 157,661 Fiduciary Fund
Agency Fund 0 0 0% 0 0
Total All Revenue 39,556,122 3,043,238 8% 524,744 2,518,495 All Revenue by Fund
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete PAGE 163 of 238
All Funds Expenditure Summary at September 30, 2024
In the next summary, budgeted expenditures are shown against actual expenditures at September 30, 2024, and in comparison to the prior year at this same time period.
Adopted Year-to-Date Increase/(Decrease) Prior Year
Budget Actual % v. Prior Year Actual
General Funds Group
General Fund 16,509,371 3,981,236 24% 553,641.65 3,427,594.56 Public Safety Fund 16,927,552.00 5,866,043.00 35% 649,143.00 5,216,900.00 Fourth ofJuly 122,594.00 62,843.00 51% (1,496.00) 64,339.00 San Marino Center - - 100% - -
Donations to City 145,241.00 5,494.00 4% 2,967.00 2,527.00 American Rescue Plan - - 0% (6,236.00) 6,236.00
Workers' Compensation 721,135.00 703,203.00 98% 385,281.00 317,922.00 General Liability 976,323.00 973,429.00 100% 206,875.00 766,554.00 Total General Fund 35,402,216 11,592,248 33% 1,790,176 9,802,073 Special Revenue Funds
Gas Taxes 1,231,053.00 - 0% - -
CDBG 227,000.00 2,799.00 1% 2,799.00 -
County Park Prop A - - 100% - -
Prop A Transit 1,471,695.00 47,107.00 3% 45,274.00 1,833.00 Air Quality 43,000.00 19,560.00 45% 19,560.00 -
Drought - - 0% - -
STPL - - 0% - -
TDA 19,000.00 - 0% (19,000.00) 19,000.00
Prop C Transit 650,000.00 - 0% - -
OTS Grant - 8,862.00 0% 8,862.00 -
Used Oil Grant - 8,699.00 0% 8,699.00 -
CADept of Conservation Fund 91,000.00 - 0% - -
COPS 431,168.81 69,761.00 16% 69,761.00 -
Homeland Security Grant - - 0% - -
County Measure R 755,000.00 - 0% - -
Measure W Clean Water Fund 267,418.00 - 0% - -
County Measure M 1,225,000.00 - 100% - -
Total Special Revenue 6,411,335 156,788 2% 135,955 20,833 Capital Projects Funds
Capital Projects 13,844,331.00 73,110.00 1% (1,696,261) 1,769,371 Debt Service Funds
Debt Service - - 0% (574,888) 574,888
Internal Service Funds
Capital Equipment 705,818.00 173,523.00 25% 163,047 10,476 Total Expenditures 56,363,700 11,995,669 21% (181,971) 12,177,641 All Expenditures by Fund
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete PAGE 164 of 238
FISCAL IMPACT & PROCUREMENT REVIEW
This report has no fiscal impact and requires no procurement review.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends that Council receive and file this report. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the financial report reflecting the City’s revenues and expenditures as of September 30, 2024.”
ATTACHMENTS
1. Revenue Summary Report at September 30, 2024
2. Expenditure Summary Report at September 30, 2024
PAGE 165 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
GOVERNMENTAL FUNDS (UNRESTRICTED)
General Fund (101)
Taxes
Property Taxes 20,150,000 487,318 2% 471,221 16,097 3.4% Sales Taxes 627,000 $ 40,495.75 6% $ 36,742.82 3,753 10% Franchise Taxes 724,000 $ 40,419.45 6% $ 40,657.83 (238) -1% Property Transfer Taxes 211,000 $ 67,710.50 32% $ 40,752.53 26,958 66% Utility Users Taxes 2,188,900 439,920 20% 354,523 85,397 24% Business License Taxes 446,000 $ 108,360.00 24% $ 100,414.00 7,946 8% Subtotal Taxes 24,346,900 1,184,223 5% 1,044,311 139,912 13.4% Licenses & Permits
Street & Curb Permits 125,000 29,518 24% 61,767 (32,249) -52% Building Permits 723,000 285,448 39% 227,896 57,552 25% Tree Permits 44,000 10,920 25% 13,695 (2,775) -20%
Bicycle Licenses - 100% - - 0 0%
Film Permits 25,000 6,132 25% 4,133 1,999 48%
Subtotal Licenses & Permits 917,000 332,018 36% 307,491 24,527 8% Charges for Service
Administration 375 46% 172 153 19 12%
Planning & Building Department 489,000 153,156 31% 122,196 30,960 25% Public Works, Streets, Parks Department 132,000 22,140 17% 22,118 23 0% Recreation Department 719,707 94,381 13% 81,316 13,065 16% Library Department 176,250 36,892 21% 43,517 (6,625) -15% Subtotal Charges for Service 1,517,332 306,740 20% 269,299 37,441 14% Intergovernmental
VLF 14,500 0% - - - 0%
VLF Swap (Motor Vehicle In-Lieu) 2,100,456 0% - - - 0%
COVID-19 Reimbursements - 100% - - - 100%
Cenic Rebates 10,560 0% - - - 0%
Subtotal Intergovernmental 2,125,516 0% - - - 0%
Fines & Forfeitures
Fines & Fees 500 0% - 25 (25) -100%
Tree Fines 4,500 0% - - - 0%
Business License NOVs & Admin Citation Fees 11,200 5,810 52% 2,130 3,680 173% Subtotal Fines & Forfeitures 16,200 5,810 36% 2,155 3,655 170% Money & Property
Rentals - PW - 100% 4,525 - 4,524.67 0%
Rents & Concessions - Park 187,800 46,838 25% 53,773 (6,935.50) -13% Rents & Concessions - Recreation 75,140 12,903 17% - 12,903.00 0% Library Rentals 2,500 12% 295 474 (179.00) 34589%
Unrealized Gain (Loss) on Investments - 100,094 100% (63,856) 163,950 0% Interest Income 431,000 258,086 60% 121,228 136,858.46 113% Subtotal Money & Property 696,440 422,741 61% 111,619 311,122 279% Miscellaneous
Miscellaneous 760,000 3,219 0% 2,292 927 40%
Damage to City Property 5,000 0% - - 0 0%
Sale of Property 5,000 0% - 4,046 (4,046) -100%
City Reimbursements 500 0% - - 0 0%
Old Mill Reimbursements - 100% - - 0 0%
Miscellaneous - Library - 100% 0 0%
Subtotal Miscellaneous 770,500 3,219 0% 6,338 (3,119) -49% General Fund Total 30,389,888 2,254,752 7% 1,741,214 513,538 29% Fiscal Year 2024-25
Revenue Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
PAGE 166 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Revenue Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
1,783,137
PAGE 167 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Revenue Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Public Safety Fund (103)
Taxes
Property Taxes 3,528,294 0% - - 0 0%
Augmentation Fund 218,100 15,225 7% 15,458 (233) -2%
Subtotal Taxes 3,746,394 15,225 0% 15,458 (233) -2%
Charges for Service
Shared Fire Command - 100% 0 0%
Paramedic Services 673,000 146,869 22% 153,520 (6,651) -4% All Other Charges 73,300 23,631 32% 20,464 3,167 15%
Subtotal Charges for Service 746,300 170,500 23% 173,984 (3,485) -2% Intergovernmental
POST and GEMT Reimbursements 9,000 5,053 56% 1,190 3,863 325% Subtotal Intergovernmental 9,000 5,053 56% 1,190 3,863 325% Fines & Fees
Parking Citations 23,400 4,280 18% 3,554 726 20%
Vehicle Code Fines 65,000 8,404 13% 8,304 100 1%
Subtotal Fines & Fees 88,400 12,684 14% 11,858 826 7%
Miscellaneous
Strike Team Reimbursements 75,000 0% - - 0 0%
All Other Misc 4,900 2,365 48% 3,376 (1,011) -30%
Subtotal Miscellaneous 79,900 2,365 3% 3,376 (1,011) -30% 4,669,994 205,826 4% 205,867 (41) 0%
Fourth of July Fund (104) 75,425 52,965 70% 47,545 5,420 11% San Marino Center Fund (105) 0 100% - - 0 0%
American Rescue Fund (245) 401,406 0% - - 0 0%
Donations Fund (281) 116,600 10,466 9% 11,783 (1,318) -11% GENERAL FUNDS GROUP TOTAL 35,653,313 2,524,008 7% 2,006,409 517,599 26%
SPECIAL REVENUE FUNDS (RESTRICTED)
Gas Tax Fund (202)
Interest Income 5,700 0% - - - 0%
Section 2105 77,920 13,234 17% 12,182 1,052 9%
Section 2106 48,657 8,505 17% 7,831 674 9%
Section 2107 106,488 19,504 18% 17,006 2,498 15%
Section 2107.5 3,000 0% - 3,000 (3,000) -100%
Section 2032 321,210 28,339 9% 26,390 1,948 7%
Traffic Congestion Relief - Prop 42 - 100% - - - 0%
Section 2103 111,453 25,910 23% 23,909 2,001 8%
674,428 95,492 14% 90,318 5,174 6%
Total Public Safety Fund
Total Gas Tax Fund
PAGE 168 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Revenue Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Community Development Block Grant Fund (204) 227,000 0% - - 0 0% County Park Prop A Fund (206) 0 0% - 0 0 0%
Prop A Transit Fund (207) 427,314 81,673 19% 83,831 (2,158) -3% Drought Fund (209) 1,000 0% - - 0 0%
Air Quality Management District Fund (212) 19,000 0% 7 58 (51) -89% STPL Fund (213) 210 0% - - 0 0%
Transportation Development Act (TDA) Fund (214) 19,340 0% - - 0 0% PAGE 169 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Revenue Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Prop C Transit Fund (215) 326,770 67,746 21% 69,600 (1,855) -3% Public Education and Government (PEG) Fund (216) 51,000 6,483 13% - 6,483 0% Asset Forfeiture (Police) (217) 3,200 0% - - 0 0%
Granada Ave. Assessment Dist. #2 Fund (220) - 100% - - 0 0% Used Oil Grant Fund (221) 1,200 0% - - 0 0%
OTS Grant Fund (223) 20,760 (2,015) -10% - (2,015) 0%
California Recycling Grant Fund (226) 103,000 0% - - 0 0% Citizens' Option for Public Safety (COPS) Fund (233) 236,000 0% - - 0 0% Homeland Security Grant (240) - 100% 0 0 0 0%
Measure R Transit Fund (243) 521,077 50,804 10% 52,113 (1,309) -3% Measure W Clean Water Fund (246) 292,000 0 0% - 0 100%
Measure M Transit Fund (247) 296,054 57,477 19% 58,504 (1,027) -2% SPECIAL REVENUE RESTRICTED FUNDS TOTALS 3,219,353 357,666 11% 354,425 3,241 1%
PROPRIETARY FUNDS (INTERNAL SERVICES)
Capitalized Equipment Fund (591) 658,456 161,564 25% 157,661 3,903 2% INTERNAL SERVICE FUNDS TOTALS 658,456 161,564 25% 157,661 3,903 2%
CAPITAL PROJECTS FUND
Interest Income - 100% - - 0 0%
Reimbursement - 100% - - - 0%
Huntington Library Donation 25,000 0% - - 0 0%
25,000 0% - 0 0 0%
FIDUCIARY FUNDS
PAGE 170 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Revenue Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Agency Fund (609) 0 0% - - 0 0%
FIDUCIARY FUNDS TOTALS 0 0% - 0 0 0%
ALL REVENUE GROUPS & FUNDS TOTAL 39,556,122 3,043,238 8% 2,518,495 524,744 21% PAGE 171 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
GOVERNMENTAL FUNDS (UNRESTRICTED)
General Fund (101)
City Council 29,475 14,802 50% 14,114 688 5%
City Attorney 405,000 17,283 4% 18,825 (1,543) -8%
Non-Departmental 2,567,262 1,105,415 43% 273,352 832,064 304% Administration
City Manager's Office 945,213 179,268 19% 205,368 (26,100) -13% Human Resources 792,289 128,123 16% 133,411 (5,288) -4% Finance Department 819,436 191,429 23% 256,609 (65,180) -25% Administration 2,556,938 498,820 20% 595,388 735,496 124% Community Development Department 2,605,974 514,163 20% 557,182 (43,019) -8% Emergency Services 61,150 14,761 24% 11,973 2,789 23%
Public Works, Streets, Parks Department
Administration 667,508 132,985 20% 127,460 5,525 4%
Fleet 268,482 67,673 25% 101,155 (33,481) -33%
Sewers 302,710 18,915 6% 21,771 (2,855) -13%
Streets 1,103,790 194,880 18% 252,069 (57,190) -23%
Parks 546,734 139,396 25% 152,516 (13,119) -9%
Public Grounds 1,138,727 254,779 22% 243,499 11,280 5%
Buildings 278,530 42,388 15% 51,937 (9,549) -18%
Subtotal Parks & PW 4,306,481 851,016 20% 950,406 (99,390) -10% Recreation Department
CSD - Admin 809,688 173,870 21% 148,378 25,491 17%
Rec- Administration 495,290 112,971 23% 127,550 (14,580) -11% Aquatics 149,538 55,478 37% 47,396 8,082 17%
Youth 342,218 94,103 27% 95,624 (1,521) -2%
Adult 24,230 5,527 23% 14,870 (9,343) -63%
Community Events & Enrichment 173,568 33,681 19% 47,963 (14,282) -30% Contract Classes 150,613 45,495 30% 64,605 (19,110) -30% Facilities & Rentals 170,168 41,289 24% 24,144 17,146 71% San Marino Center/Thurnher House 0% 0%
Subtotal Recreation 2,315,313 562,413 24% 570,530 (8,117) -1% Library Department
Administration 501,273 134,663 27% 180,717 (46,054) -25% Adult Services 310,593 56,591 18% 75,647 (19,056) -25%
Children's Services 289,496 55,949 19% 68,225 (12,277) -18% Processing 28,377 5,686 20% 5,260 426 8%
Circulation 472,039 89,673 19% 105,975 (16,302) -15%
Subtotal Library 1,601,778 342,562 21% 435,825 (93,263) -21% El Molino Viejo 60,000 60,000 100% - 60,000.00 0%
Total General Fund 16,509,371 3,981,236 24% 3,427,594.56 553,642 16% Public Safety Fund (103)
Police Department 9,652,432 3,141,696 33% 2,723,599 418,097 15% Fire Department 7,275,120 2,724,347 37% 2,493,301 231,046 9% Public Safety Fund 16,927,552 5,866,043 35% 5,216,900 649,143 12% Fourth of July Event Fund (104)
4th of July 122,594 62,843 51% 64,339 (1,496) -2%
4th of July Event Fund 122,594 62,843 51% 64,339 (1,496) -2% San Marino Center Fund (105)
San Marino Center - 0% - - 0% -
SM Center Fund - 0% - - 0% -
Fiscal Year 2024-25
Expenditure Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
PAGE 172 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Expenditure Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Donations to City Fund (281)
Police 10,500 0% - 0 0 0%
Fire - 0% - 1,811 (1,811.00) -100%
Lacy Park 87,441 0% - 0 0 0%
Recreation 2,300 0% - 0 0 0%
Preschool - 0% - - 0% -
Thurnher House - 0% - - 0% -
Library Administration 2,000 0% - - 0 0%
Library Adult Services 16,500 1,658 10% 248 1,410 569%
Library Children's Services 26,500 3,836 14% 468 3,368 720% Donations to City Fund 145,241 5,494 4% 2,527 2,967 117% American Rescue Plan Fund (245)
HVAC System & ARPA Bonus Pay - 0% - 6,236 (6,236) -100% American Rescue Plan Fund - 0% - 6,236 (6,236) -100%
Workers' Compensation Fund (595)
Administration - 0% - - 0% -
Human Resources 283,795 194,955 69% 181,594 13,361 7%
Community Development 6,660 0 0% 2,908 (2,908) -100%
Police 146,520.00 174,701.00 119% 58,137 116,564 200%
Fire 244,200 332,698 136% 75,031 257,667 343%
PW Administration 26,640 297 1% 252 18% 45
Recreation Administration 6,660 552 8% - 552 0%
Library Administration 6,660 0% - - 0% -
Workers' Comp Fund 721,135 703,203 98% 317,922 385,281 121% General Liability Fund (596)
CJPIA Insurance Premiums 976,323 973,429 100% 766,554 206,875 27% General Liability Fund 976,323 973,429 100% 766,554 206,875 27% GENERAL FUND GROUP TOTAL 35,402,216 11,592,248 33% 9,802,073 1,790,176 18%
SPECIAL REVENUE FUNDS (RESTRICTED)
Gas Tax Fund (202)
Street Rehabilitation 1,231,053 0 0% - 0 0%
Gas Tax Fund 1,231,053 0 0% 0 0 0%
Community Development Block Grant Fund (204) 227,000 2,799 1% 0 2,799 0% Prop A Transportation Fund (207)
Administration/Finance 1,160,500 0 0% 0 0 0%
Streets 188,565 2,218.00 1% - 2,218 0%
Walking School Bus 70,000 19,786 28% - 19,786 0%
Youth 42,500 23,853 56% 1,833 22,020 1201%
Adult 10,130 1,250 12% 0 1,250 0%
Prop A Transportation Fund 1,471,695 47,107 3% 1,833 45,274 2470% 45,274
PAGE 173 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Expenditure Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Air Quality Fund (212)
Vehicle Replace-Comm Development & PD 43,000 19,560 45% 0 19,560 0% Air Quality Fund 43,000 19,560 45% 0 19,560 0%
19,560
Transportation Development Act (TDA) Fund (214)
City Wide Sidewalk 19,000 0% - 19,000 (19,000) -100%
TDA Fund 19,000 0% - 19,000 (19,000) -100%
Prop C Transit Fund (215)
Streets 650,000 0% - - 0% -
Prop C Fund 650,000 0% - - 0% -
Used Oil Grant (221)
Planning & Building - 8,699 0% - 8,699 0%
Used Oil Fund - 8,699 0% - 8,699 0%
OTS Grant (223)
Police Contract Services - 8,862 0% - 8,862 0%
OTS Grant Fund - 8,862 0% - 8,862 0%
CA Dept of Conservation Fund (226)
Street Rehabilitation 91,000 0% - - 0% -
OTS Grant Fund 91,000 0% - - 0% -
COPS Fund (233)
Capital Equipment 138,410 - - -
Police Contract Services 292,759 69,761 24% - 69,761 0% COPS Fund 431,169 69,761 16% - 69,761 0%
Measure R Fund (243)
Street Rehabilitation 755,000 0% - - 0 0%
Measure R Fund 755,000 0% - - 0 0%
Measure W Clean Water Fund (246)
Stormwater 267,418 0% - - 0% -
Measure W Fund 267,418 0% - - 0% -
Measure M Fund (247)
Street Rehabilitation 1,225,000 0% - - 0% -
Measure M Fund 1,225,000 0% - - 0% -
SPECIAL REVENUE RESTRICTED FUNDS TOTALS 6,411,335 156,788 2% 20,833 135,955 653%
CAPITAL PROJECTS FUNDS
Capital Projects Fund (394)
PD Utilization Study 3,705.00 0% - - 0 0%
FS Bathroom Remodel 18,250.00 0% - - 0 0%
EOC Improvements 11,394 0% - 0 0%
San Marino Center Renovations 479,251 0% - 1,309,263 (1,309,263) -100% Emergency Generator System 31,888 0% - - 0 0%
City Hall Re-Carpeting 60,000 0% - - 0 0%
City Hall Campus Roof Repair 50,000 0% - - 0 0%
PW Facility Renovations 175,545 0% - - 0 0%
Public Works Vehicle Awning Co 15,000 0% - - 0 0%
Stoneman Path Forward 130,000 0% - - 0
Citywide Irrigation Upgrades 80,261 1,892 2% - 1,892 0% Stoneman Facility Upgrades 319,900 0% - - 0 0%
EV Charging Stations 150,000 0% - - 0 0%
Fuel Station Awning Cover 60,000 0% - - 0 0%
Sewer Projects 0% 0
Drainage Wash Improvement Program 50,000 0% - - 0 0%
PAGE 174 of 238
FY 23-24
Budget @ 9.30.24 % @ 9.30.23 $ %
Fiscal Year 2024-25
Expenditure Summary Report
For Quarter Ended September 30, 2024 -- 25% of Fiscal Year Complete Fiscal Year 2024-25 Current Year v. Prior Year
Sewer/Storm Drain Replacement 191,833 0% - - 0 0%
Sewer System Mgmt Plan Update 13,372 0% - - 0 0%
Sewer Master Plan 53,583 0% - - 0 0%
Catch Basin Replacement 37,356 0% - - 0 0%
Culvert Replacement Program 420,939 4,022 1% - 4,022 0% Lift Station Replacements 2,590,690 5,328 0% 30,272 (24,944) -82% Street Projects 0
Street Rehab Program 6,361,594 0% - 51,708 (51,708) -100% Pavement Condition Assessment 6,613 0% - 3,000 (3,000) -100% Street Tree Management Plan 78,685 0% - - 0 0%
Sidewalk Repair - Various Streets 477,752 0% - 375,128 (375,128) -100% Citywide Traffic Improvements 135,870 29,046 21% - 29,046 0% Traffic Signal Cabinets 113,215 0% - - 0
Huntington/Mission St. Beautification 500,000 0% - - 0 0% Neighborhood Traffic Calming 54,359 0% - - 0 0%
Bridge Maintenance Program 20,000 0% - - 0 0%
Alley & Parking Lot Improvements 519,246 3,327 1% 3,327 0% Biennial Striping & Markings 105,130 29,495 28% - 29,495 0% Streetlight Management Plan 150,000 0% - - 0 0%
Lacy Park Projects 0
Lacy Park Playground Management Program 243,900 0% - - 0 0% Condition Assessment 50,000 0% - - 0 0%
Barth Room Lighting 10,000 0% - - 0 0%
Old Mill Facility Repairs 75,000 0% - - 0 0%
Capital Projects Fund 13,844,331 73,110 1% 1,769,371 (1,696,261) -96% CAPITAL PROJECTS FUNDS TOTAL 13,844,331 73,110 1% 1,769,371 (1,696,261) -96%
DEBT SERVICE FUNDS
Debt Service Fund (401)
Interest Expense - 0% - 29,888 (29,888) -100%
Principal Repayment - 0% - 545,000 (545,000) -100%
Debt Service Fund - 0% - 574,888 (574,888) -100%
DEBT SERVICE FUNDS TOTAL - 0% - 574,888 (574,888) -100%
PROPRIETARY FUNDS (INTERNAL SERVICES)
Capitalized Equipment Fund (591)
Non-Departmental 0% 0% -
Finance 265,000 63,387 24% 32 63,355 197984%
Police 8,000 0% - 8,428 (8,428) -100%
Fire 167,818 77,821 46% - 77,821 0%
Fleet 190,000 7,791 4% 2,016 5,775 286%
Streets 25,000 24,524 98% - 24,524 0%
Lacy Park 7,000 0% - - 0% -
Library Administration 43,000.00 0% - - 0% -
Capitalized Equipment Fund 705,818 173,523 25% 10,476 163,047 1556% INTERNAL SERVICE FUNDS TOTAL 705,818 173,523 25% 10,476 163,047 1556% ALL EXPENDITURE GROUPS & FUNDS TOTAL 56,363,700 11,995,669 21% 12,177,641 (181,971) -1% PAGE 175 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Hillary Guirola-Leon, Finance Director
DATE: January 8, 2025
SUBJECT: CASH AND INVESTMENT REPORT FOR THE MONTH OF
NOVEMBER 2024
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
BACKGROUND
The City of San Marino’s Investment Policy adopted by the City Council on April 10, 2024, Section 16.0, Reporting, stipulates that the Treasurer shall review and render monthly reports to the City Council of all cash and investments held by the City.
The report shall include the following information for all cash accounts and bank deposits:
● Balance at the end of the month
● Interest rate (for all interest-bearing active deposits) The report shall include the following information for all investments:
● A listing of individual securities held at the end of the month, by security type;
● Issuer, date of maturity, date of purchase, par and the dollar amount invested;
● Coupon, discount or earnings rate; and
● Current market value as of the date of the report and the source of this same valuation; and
● The weighted average maturity and weighted average yield of all Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 176 of 238
investments combined.
The above information may be submitted in the form of copies of statements received by the custodial institution. For investments with LAIF, the most recent statement or statements received from the State Treasurer may be included in the monthly report in lieu of the information noted above.
The report shall include a listing of all investment transactions for the month (Government Code Section 53607). The report must also include a statement of compliance of the portfolio to the statement of investment policy, or manner in which the portfolio is not in compliance, as well as a statement denoting the ability of the local agency to meet its expenditure requirements for the next six months, or an explanation as to why sufficient money shall, or may, not be available (Government Code Section 53646).
Reports shall be rendered to the City Council and City Manager within 30 days following the end of the month of the period covered by the report.
DISCUSSION
PORTFOLIO SUMMARY
The City maintains petty cash on City facilities, cash in bank, cash in a transactional investment account, deposits with the Local Agency Investment Fund (LAIF), two Section 115 Trusts, investments in negotiable Certificates of Deposit, investments in Municipal Securities, and investments in U.S.
Government Agency Securities. All items are detailed in the attachment to this report.
A summary of portfolio content is found below. The attachment to this report offers specific detail on each category of investment.
PAGE 177 of 238
PORTFOLIO PERFORMANCE
As of November 30, 2024, the annual percentage yield earned on the bank IMMA is 3.88%. The effective yield for LAIF deposits is 4.477%. The average yield on CDs is 3.28%. The average yield on US Government Agency Securities is 1.899%. The effective yield on Municipal Securities is 4.218% Total combined portfolio yield for November 2024 is 3.67%.
Allocation
Petty Cash on City Premises $ 1,397 0%
Cash in Bank-checking accounts 3,963,373 13%
Cash in Bank-IMMA 1,463,168 5%
CERBT Section 115 Trust 800,000 3%
CEPPT Section 115 Trust 1,500,000 5%
Deposits with LAIF 10,938,784 36%
Certificates of Deposit 7,053,000 23%
Treasury Obligations - 0%
US Government Agency Securities 4,000,000 13%
Municipal Securities 979,500 3%
Cash and Investments $ 30,699,222 100%
Cash and Investments Portfolio Summary
City of San Marino
PAGE 178 of 238
FISCAL IMPACT & PROCUREMENT REVIEW
There is no fiscal impact and procurement review is not applicable. 2022 2023 2024
Jan 0.234 2.425 4.012
Feb 0.278 2.624 4.122
Mar 0.365 2.831 4.232
Apr 0.523 2.870 4.272
May 0.684 2.993 4.332
Jun 0.861 3.167 4.480
Jul 1.09 3.305 4.516
Aug 1.276 3.434 4.579
Sep 1.513 3.534 4.575
Oct 1.772 3.670 4.518
Nov 2.007 3.843 4.477
Dec 2.173 3.929
Local Agency Investment Fund (LAIF)
Average Monthly Effective Yields
2022 2023 2024
Jan $38,874,033 $42,597,554 $39,122,223
Feb $39,427,777 $43,137,917 $38,930,344
Mar $37,844,008 $40,882,226 $37,428,779
Apr $42,640,301 $44,354,391 $42,745,381
May $44,028,030 $46,423,758 $45,009,003
Jun $43,343,341 $43,117,061 $43,336,679
Jul $40,325,190 $37,719,068 $36,943,792
Aug $39,295,510 $35,726,641 $35,154,415
Sep $37,543,079 $33,058,478 $34,014,793
Oct $37,097,652 $31,757,354 $31,862,773
Nov $35,389,890 $30,557,552 $30,699,222
Dec $41,311,610 $37,017,250
Total Cash and Investments
PAGE 179 of 238
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council receive and file this report. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the Cash and Investment Report for the Month of November 2024.”
ATTACHMENTS
1. Treasurer’s Report as of November 30, 2024
PAGE 180 of 238
City of San Marino
Treasurer's Report
As of November 30, 2024
Maturity
Date
Par
Value
Bank
Balance
Market
Deposit/Investment Type Value
Cash on Premises
Bank/Issuer Rate
Petty Cash & Cash Drawer
Petty Cash
Petty Cash & Cash Drawer
Petty Cash & Cash Drawer
Petty Cash & Cash Drawer
Petty Cash
City Hall 522.77 522.77 522.77
Fire Department
Recreation Department
Library
Lacy Park
Police Department
300.00
100.00
324.20
150.00
-
300.00
100.00
324.20
150.00
-
300.00
100.00
324.20
150.00
-
1,396.97 1,396.97 1,396.97
Cash in Bank-checking accounts
Investment Transaction Interest Account US Bank-153xxxx77181 342,223 342,223 342,223 General Operating
Payroll (ZBA)
Worker's Compensation (ZBA)
Sub total
East West Bank-00-811xx753
East West Bank-00-811xx761
East West Bank-00-811xx779
3,621,150 3,621,150 3,621,150
-
-
-
-
-
-
3,963,373 3,963,373 3,963,373
Cash in Bank-money market account
Money Market
Total Cash in Bank
East West Bank-00-811xx787 1,463,168
5,426,541
1,463,168
5,426,541
1,463,168
5,426,541
3.88%
Maturity
Date
Par
Value
Book
Value
Market
Deposit/Investment Type Value
Investments
Bank/Issuer Rate
Pooled Funds
Pooled Funds
Pooled Funds
California Employers' Retiree Benefit Trust (CERBT)
California Employers' Pension Prefunding Trust (CEPPT)
State of California Local Agency Investment Fund (LAIF) 800,000
1,500,000
10,938,784
800,000
1,500,000
10,938,784
877,488
1,654,146
10,961,329 4.477%
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
CIBC Bank US CUSIP #12547CAK4 (FDIC #33306
Pinnacle Bank Elberton GA CUSIP #72346RBM3 (FDIC #14065) Finwise Bank CUSIP #31810PAY5 (FDIC #35323)
02/24/25
02/25/25
03/14/25
04/07/25
04/08/25
04/14/25
05/07/25
05/13/25
07/15/25
07/28/25
08/11/25
08/18/25
08/22/25
11/17/25
12/08/25
05/19/26
06/08/26
06/16/26
07/15/26
07/23/26
08/13/26
09/28/26
09/29/26
04/20/27
245,000
243,000
156,000
246,000
246,000
248,000
248,000
248,000
249,000
243,000
243,000
243,000
248,000
248,000
249,000
249,000
245,000
250,000
248,000
248,000
248,000
248,000
243,000
246,000
245,000
243,000
156,000
246,000
246,000
248,000
248,000
248,000
249,000
243,000
243,000
243,000
248,000
248,000
249,000
249,000
245,000
250,000
248,000
248,000
248,000
248,000
243,000
246,000
244,919
243,289
154,181
244,300
244,210
248,585
244,556
248,613
247,102
243,972
244,012
243,965
249,253
240,002
241,386
237,146
247,940
237,368
235,334
235,181
234,578
234,862
246,894
238,274
4.60%
5.25%
0.50%
2.55%
2.50%
5.10%
1.30%
5.00%
3.20%
5.10%
5.10%
5.05%
5.10%
0.90%
1.25%
0.90%
5.05%
0.85%
0.95%
0.95%
0.90%
1.15%
5.10%
2.75%
American Express Natl Bank CUSIP #02589AC34 (FDIC #27471) BMW Bank of North America CUSIP #05580AL85 (FDIC #35141) Triad Business Bank CUSIP #89580DAX0 (FDIC #59188)
HSBC Bank USA NA CUSIP #44329ME33 (FDIC #57890)
Commercial Bank Harrogate TN CUSIP #20143PES5 (FDIC #22354) Celtic Bank CUSIP #15118RZA8 (FDIC #57056)
Barclays Bank Delaware CUSIP #0674KRW9 (FDIC #57203)
Amerant Bank NA CUSIP #02357QBZ9 (FDIC #22953)
Northern Bank & Trust MA CUSIP #66476QEC8 (FDIC #18266) Wells Fargo Bank NA CUSIP #949764EZ3 (FDIC #3511)
Capital One Nat'l Assn CUSIP #14042RQC8 (FDIC #4297)
BankUnited NA CUSIP #066519RX9 (FDIC #58979)
Goldman Sachs Bank USA CUSIP #38149MWH2 (FDIC #33124)
Bank of America NA CUSIP #06051XEG3
UBS Bank USA CUSIP #90348JM72 (FDIC #57565)
Toyota Financial SGS BK CUSIP #89235MLC3 (FDIC #57542)
Bank Hapoalim B. M. CUSIP #06251A2Y5 (FDIC #33686)
Synchrony Bank CUSIP #87164WA24
State Bank of India CUSIP #856285XL0 (FDIC #33682)
Citibank NA CUSIP #17312Q4A4 (FDIC #7213)
Morgan Stanley Bank NA CUSIP #61773TDG5 (FDIC #32992)
PAGE 181 of 238
City of San Marino
Treasurer's Report
As of November 30, 2024
Maturity
06/07/27
06/07/27
06/21/27
06/20/28
07/17/29
Par
245,000
Bank
245,000
Market
US Bank Safekeeping 248,984
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
Popular BK New York BRH IN CUSIP#73317ADB5
Morgan Stanley Private BK NATL CUSIP#61768E4S9
Medallion BK Utah CUSIP#58404DVG3
BNY Mellon NA INSTL CTF DEP CUSIP#05584CPT7
Sallie Mae Bank Murray Utah CD CUSIP#795451DK6
4.80%
4.90%
4.75%
4.50%
4.50%
3.28%
245,000
245,000
245,000
245,000
7,053,000
245,000
245,000
245,000
245,000
7,053,000
249,479
248,742
248,350
249,821
6,975,296.91
Treasury Obligations
None None - - - 0.00%
US Government Agency Securities
US Bank Safekeeping Federal Home Loan Bank CUSIP #3130AUW34 02/14/25 250,000 500,000
1,000,000
1,000,000
250,000
500,000
500,000
4,000,000
250,000
500,000
1,000,000
1,000,000
250,000
500,000
500,000
4,000,000
249,875
496,345
977,028
967,759
237,223
473,730
503,289
3,905,249
4.550%
2.250%
0.720%
1.040%
0.900%
1.600%
5.100%
1.899%
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
US Bank Safekeeping
Federal Home Ln MTG Corp CUSIP #3134GXNB6
Federal Home Loan Bank CUSIP #3130AN4N7
Federal Farm Credit Bank CUSIP #3133ENCD0
Federal Farm Credit Bank CUSIP #3133EMH21
Federal Farm Credit Bank CUSIP #3133ENHC7
Federal Home Loan Bank CUSIP #3130B1L70
03/28/25
07/14/25
10/27/25
06/15/26
12/14/26
05/26/28
Municipal Securities
US Bank Safekeeping
US Bank Safekeeping
Univ CA REGTS MED CTR Pool Rev CUSIP #913366EN6
California ST GO Taxable CUSIP #13063DMA3
05/15/25
04/01/26
500,000
500,000
1,000,000
504,865
474,635
979,500
501,460
488,675
990,135.00
5.785%
2.650%
4.218%
12,053,000
Total Cash & Investments 30,719,721.50
12,032,500
30,699,221.50
11,870,680.65
30,791,582.78 3.67%
I hereby certify that this report is in compliance with the City’s Investment Policy as adopted by the City Council on April 10, 2024, and the source of market valuation is obtained from various bank statements, the monthly CERBT, CEPPT & LAIF statements and the investment safekeeping account statement with US Bank. The City has the ability to meet its expenditure requirements for the next six months.
Hillary Guirola-Leon December 16, 2024
Hillary Guirola-Leon, Interim City Treasurer
PAGE 182 of 238
LAIF
Date Type of Transaction
No transactions this month
Amount Notes
East West Bank Money Market Account
Date Type of Transaction Amount Notes
To Cover Operating Expenses for Month of November
10/31/2024 Transfer to East West Bank Operating Account (350,000) 2024 US Bank
Date
Date
Date
Type of Transaction
11/25/2024 City National Bank CUSIP #178180GR0 (FDIC #17281) Matured Amount
Amount
Amount
Notes
Notes
Notes
244,000
CalPERS CERBT Trust
Type of Transaction
No transactions this month
CalPERS CEPPT Trust
Type of Transaction
No transactions this month
PAGE 183 of 238
Institution:
Weekly as of Date:
Signature Date
Name and Title
Weekly Call Report Certification
Local Agency Security Program
Two authorized officers are required to executed the Weekly Call Report pursuant to CCR§16005.1.1(a).
The authorized signers of East West Bank each declares, for himself or herself alone and not for the other: I hereby verify that I have personal knowledge of the matters set forth in the Weekly Call Report (as of 11/27/2024) submitted pursuant to GC§ 53663(b) and CCR§16005.4.2 to the best of my knowledge and belief, the information contained therein is true and correct.
Name and Title
Lily Li, VP- Assistant Treasury Operation Manager
East West Bank
11/27/2024
Signature Date
Keith Kishiyama, SVP- Dir. Of Corporate Finance
ϭϭͬϮϵͬϮϬϮϰ ϭϭͬϮϵͬϮϬϮϰ
Signature ature
PAGE 184 of 238
Weekly Call Report
Local Agency Security Program
California Department of Financial Protection and Innovation Institution Name: East West Bank CID #: 194
Total
Mailing Address:
Weekly Report As of Date:
135 N Los Robles Ave, 8th Floor , Pasadena, CA 91101
11/27/2024 Submission Date: 11/29/2024
Pool #1 (x110%) Pool #2 (x150%) Pool #3 (x105%)
$ -
$ -
$ -
$ -
Less: CDAR Deposits: $ -
$ -
$ -
$ -
$ -
$ -
Total Deposits & Accrued Interest:
Less: Deposits Subject to Waivers:
Less: Interest:
Less: Uncollected Funds:
$ -
$ 748,523,435.78
$ -
$ -
$ 411,093,485.54
$ 1,572,802,532.74
$ 448,829,584.55
$ -
$ -
$ 411,093,485.54
$ 1,572,802,532.74
$ 448,829,584.55
Federal Home Loan Bank of San
Francisco
Minimum Collateral Required:
$ -
$ -
$ -
$ 712,879,462.65
$ 748,523,435.78
$ - $ 712,879,462.65
$ -
$ -
$ -
Less: Other (Specify on Line 17):
Total Secured Deposits:
$ 61,476,564.22
Agent of Depository:
SVP- Dir. Of Corporate Finance
VP- Assistant Treasury Operation Manager
Authorizer #1 Name:
Authorizer #2 Name:
Authorizer #1 Title:
Authorizer #2 Title:
Keith Kishiyama
Lily Li
415-315-2796
[email protected]
Description of Other Deposits:
$ 810,000,000.00
Excess/Deficiency in Pledged Collateral: $ 61,476,564.22 Preparer Name:
Preparer Title:
Preparer Phone #:
Preparer Email Address:
Bing Fu
Senior Treasury Analyst
Market Value of Pledged Securities as of
Weekly Report Date: $ -
$ -
$ -
$ -
$ 810,000,000.00
PAGE 185 of 238
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PAGE 187 of 238
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TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Hillary Guirola-Leon, Finance Director
Mark Siegfried, Accounting Manager/Controller
DATE: January 8, 2025
SUBJECT: RECEIVE AND FILE MONTHLY DISBURSEMENTS REPORT
FOR DECEMBER 2024
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
The City publishes a report on total disbursements each month pursuant to Government Code Sections 37202 and 37208.
DISCUSSION
There are three source points for disbursement: (1) items disbursed from the City’s General Checking account, including electronic funds transfers (EFTs); (2) items disbursed from the City’s Workers’ Compensation Account (collaboratively managed by City staff and the workers’ compensation thirdparty administrator); and (3) items disbursed through the payroll process, inclusive of direct deposit transfers to employees, hardcopy checks issued to employees, and electronic transfers to State and Federal taxing authorities.
FISCAL IMPACT & PROCUREMENT REVIEW
Procurement review is not applicable.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 189 of 238
DECEMBER 2024 DISBURSEMENTS SUMMARY
EXPENDITURES BY MONTH – PAST SIX MONTHS VERSUS PRIOR YEAR Description Am ount
General Account Checks $ 1,050,134
General Account Electronic Fund Transfers 1,112,153
Worker's Compensation Checks 43,733
Salaries and Taxes Paid 1,080,691
$ 3,286,711
Operating Expenditures $ 2,498,680 76%
CIP Expenditures 788,031 24%
$ 3,286,711
S chedule of Disbursem ents - Decem ber 2024
PAGE 190 of 238
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council receive and file the Monthly Disbursements Report for the month of December 2024. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to receive and file the Monthly Disbursements Report for the month of December 2024.”
PAGE 191 of 238
ATTACHMENTS
1. December 2024 Transactions by Account Summary
PAGE 192 of 238
User:
Printed: 12/23/2024 - 3:09PM
MSiegfried
Transactions by Account
Batch: 00000.00.0000
Accounts Payable
Account Number Vendor Description GL Date Check No Amount PO No 101 00 1060 0000 Alhambra Chrysler/Jeep/Dodge Brake Rotor & Pad 12/27/2024 20344 935 20 Vendor Subtotal: 935.20
101 00 1060 0000 Ford of Montebello Fuel Lines 12/13/2024 20311 136 86 101-00-1060-0000 Ford of Montebello Transmitter 12/13/2024 20311 46.50 101-00-1060-0000 Ford of Montebello Fuel Canister 12/13/2024 20311 120.26 101-00-1060-0000 Ford of Montebello Exhaust Valve 12/13/2024 20311 148.66 Vendor Subtotal: 452.28
101-00-1060-0000 O'Reilly Auto Parts Brake Rotor, Pads & Filters 12/13/2024 0 190.03 101-00-1060-0000 O'Reilly Auto Parts Battery 12/13/2024 0 236.46 Vendor Subtotal: 426.49
101-00-1060-0000 Tire Hub Tires (4) 12/13/2024 20333 401.20 Vendor Subtotal: 401.20
101-00-1060-4340 Southern Counties Fuels Fuel 12/13/2024 0 16,432.44 Vendor Subtotal: 16,432.44
101-01-4376-0000 Nick Boswell Photography Council Member Portrait 12/27/2024 0 164.25 101-01-4376-0000 Nick Boswell Photography Council Member Portrait 12/27/2024 0 164.25 Vendor Subtotal: 328.50
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 1 PAGE 193 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-01-4376-0000 U.S. Bank Amazon-Council Binder Tabs 12/23/2024 20392 61.31 101-01-4376-0000 U.S. Bank Amazon-Council Binder for Agendas 12/23/2024 20392 86.66 101-01-4376-0000 U.S. Bank Amazon-Council Meeting Supplies 12/23/2024 20392 20.36 Vendor Subtotal: 168.33
101-01-4376-0000 Vina Engraving Name Plates , Name Badges & Plaque 12/27/2024 20391 1,093.68 Vendor Subtotal: 1,093.68
101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 810.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 1,800.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 5,136.10 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 150.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 2,850.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 1,770.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 480.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 600.00 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 21,450.81 101-06-4106-2755 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 5,769.50 Vendor Subtotal: 40,816.41
101-06-4106-2756 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 2,570.00 101-06-4106-2756 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 1,099.00 Vendor Subtotal: 3,669.00
101-06-4106-2758 Burke, Williams & Sorensen LLP Legal Service Oct 2024 12/13/2024 0 180.00 Vendor Subtotal: 180.00
101-08-4016-0000 Ameritas Life Insurance Corp Adjustment Premium Dec 2024 12/27/2024 20346 80.28 Vendor Subtotal: 80.28
101-08-4016-0000 John Penido Medical Retirement Dec 2024 12/13/2024 0 755.00 Vendor Subtotal: 755.00
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 2 PAGE 194 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-08-4016-0000 PERS (Medical) Retired Medical Premium Jan 2025 12/27/2024 0 13,200.00 Vendor Subtotal: 13,200.00
101-08-4150-0000 PERS (Medical) Admin Fee for Active Jan 2025 12/27/2024 0 439.89 101-08-4150-0000 PERS (Medical) Admin Fee for Retired Jan 2025 12/27/2024 0 124.79 Vendor Subtotal: 564.68
101-08-4150-0500 IntelesysOne ST 50A 12/27/2024 0 630.00 000001158 101-08-4150-0500 IntelesysOne 10 Concurrent Audio Conference Ports 12/27/2024 0 368.00 000001158 101-08-4150-0500 IntelesysOne Essentials License 12/27/2024 0 1,839.00 000001158 101 08 4150 0500 IntelesysOne Additional Site 12/27/2024 0 156 00 000001158 101-08-4150-0500 IntelesysOne Courtesy License 12/27/2024 0 447.00 000001158 101-08-4150-0500 IntelesysOne SIP Trunk License 12/27/2024 0 26.00 000001158 101-08-4150-0500 IntelesysOne ST 1D 12/27/2024 0 315.00 000001158 101-08-4150-0500 IntelesysOne Sourcewell Discount 12/27/2024 0 -894.00 000001158 101-08-4150-0500 IntelesysOne ST 100A 12/27/2024 0 336.00 000001158 101-08-4150-0500 IntelesysOne Virtual Phone Capacity 12/27/2024 0 32.00 000001158 101-08-4150-0500 IntelesysOne E911 up to 5 12/27/2024 0 231.00 000001158 101-08-4150-0500 IntelesysOne Telephone License 12/27/2024 0 150.00 000001158 101-08-4150-0500 IntelesysOne Mailbox Only License 12/27/2024 0 9.00 000001158 Vendor Subtotal 3,645 00
101-08-4150-0500 SDI Presence LLC IT Managed Service Nov 2024 12/27/2024 0 15,210.00 101 08 4150 0500 SDI Presence LLC Annual DUO License 12/27/2024 0 342 20 Vendor Subtotal: 15,552.20
101 08 4150 0500 U S Bank Amazon-Network Switch for Fleet Off 12/23/2024 20392 82 11 101-08-4150-0500 U.S. Bank Oracle-Monthly DNS Sept 2024 12/23/2024 20392 1.51 Vendor Subtotal: 83.62
101-08-4150-0750 AT&T Mobility Citywide Cell Phone Service Nov 2024 12/13/2024 20307 1,784.73 101-08-4150-0750 AT&T Mobility Citywide Cell Phone Service Nov 2024 12/13/2024 20306 2,257.32 Vendor Subtotal: 4,042.05
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 3 PAGE 195 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-08-4324-0000 San Marino School District SMUSD Parking Lot Lease 11/21/24-1 12/27/2024 20383 36,005.70 Vendor Subtotal: 36,005.70
101-08-4376-0000 AT&T Mobility Hotspot Service Nov 2024 (Uniform) 12/13/2024 20306 60.00 101-08-4376-0000 AT&T Mobility Hotspot Service Nov 2024 (Non-Unifo 12/13/2024 20307 50.00 Vendor Subtotal: 110.00
101-08-4500-9025 AT&T Phone Service Nov-Dec 2024 City Hal 12/27/2024 20348 779.28 Vendor Subtotal: 779.28
101-09-4150-0000 Quench USA, Inc Drinking Water Service Dec 2024-City 12/13/2024 20322 48.06 Vendor Subtotal: 48.06
101-09-4150-0500 Cities Digital Laserfiche Annual Support 2/24/25-2/2 12/27/2024 20353 1,365.00 Vendor Subtotal: 1,365.00
101-09-4202-0000 LC - M News Inc Public Notice 7/4/24-7/25/24 12/27/2024 20369 2,695.00 101-09-4202-0000 LC - M News Inc Public Notice 7/31/24 & 8/31/24 12/27/2024 20369 1,713.00 Vendor Subtotal: 4,408.00
101-09-4376-0000 U.S. Bank Amazon-Engagement Stickers for Play 12/23/2024 20392 21.88 101-09-4376-0000 U.S. Bank Amazon-Breakroom Supplies 12/23/2024 20392 48.08 101 09 4376 0000 U S Bank Amazon-Employee Pumpkin Decoratin n 12/23/2024 20392 40 76 101-09-4376-0000 U.S. Bank Amazon-Employee Pumpkin Decoratin 12/23/2024 20392 20.79 101-09-4376-0000 U.S. Bank Amazon-Breakroom Supplies 12/23/2024 20392 47.01 101-09-4376-0000 U.S. Bank Krispy Kreme-Employee Pumpkin Co 12/23/2024 20392 118.33 101-09-4376-0000 U.S. Bank Starbucks-Coffee-Employee Pumpkin 12/23/2024 20392 44.00 Vendor Subtotal: 340.85
101-09-4396-0000 U.S. Bank Women Leading Government-Member 12/23/2024 20392 52.01 101-09-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 4 PAGE 196 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 120.31
101-09-4420-0000 U.S. Bank ITI Direct Mail- City Information Mai 12/23/2024 20392 2,457.29 Vendor Subtotal: 2,457.29
101-10-4106-3415 Steve A Filarsky, Attorney at Law Legal Service Nov 2024 12/27/2024 0 238.00 Vendor Subtotal: 238.00
101-10-4106-3415 RCS Investigation & Consulting LLC IA Investigation 12/27/2024 20375 12,375.00 Vendor Subtotal: 12,375.00
101-10-4150-0000 Health & Human Resource Center, In Employee Assistance Program Jan 202 12/13/2024 20303 257.48 Vendor Subtotal: 257.48
101-10-4150-0000 The Counseling Team Intl. Employee Support Service Dec 2024 P 12/13/2024 0 1,451.10 Vendor Subtotal: 1,451.10
101-10-4150-0000 USI Insurance Service National, Inc Group Benefit Fee Jan 2025 12/13/2024 20338 1,250.00 Vendor Subtotal: 1,250.00
101-10-4436-0000 CPS HR Consulting Fire Exam for Engineer 12/2/24 12/27/2024 20355 379.50 Vendor Subtotal: 379.50
101-10-4436-0000 Lizette Guerrero Reimbursement-Floral Centerpiece (12 12/27/2024 0 440.00 Vendor Subtotal: 440.00
101-10-4436-0000 U.S. Bank Costco-Staff Food for Trunk or Treat E 12/23/2024 20392 29.97 101-10-4436-0000 U.S. Bank Amazon-Employee Training Binder Ta 12/23/2024 20392 18.52 101-10-4436-0000 U.S. Bank Etsy-Employee Appreciation Lunch In 12/23/2024 20392 23.76 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 5 PAGE 197 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-10-4436-0000 U.S. Bank Costco-Staff Food for Trunk or Treat E 12/23/2024 20392 131.64 101-10-4436-0000 U.S. Bank Sam's Club-Drinks and Snack for City 12/23/2024 20392 146.11 101-10-4436-0000 U.S. Bank Jimmy Johns-Trunk or Treat Staff Foo 12/23/2024 20392 97.00 Vendor Subtotal: 447.00
101-10-4480-0000 U.S. Bank Portola Hotel-Conference 3 Nights L. G 12/23/2024 20392 964.98 Vendor Subtotal: 964.98
101-11-4150-0000 Raftelis Financial Consultants, Inc Sewer Rate Study Nov 2024 12/27/2024 20374 730.00 000001155 Vendor Subtotal: 730.00
101-11-4150-0000 Total Compensation Systems, Inc GASB 75 Valuation FY 6/30/25 Audit 12/13/2024 20334 1,350.00 Vendor Subtotal: 1,350.00
101-11-4150-0500 OpenGov, Inc Open Gov Procurement 12/1/24-11/30 12/27/2024 0 18,912.60 Vendor Subtotal: 18,912.60
101-11-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-City Hall 12/27/2024 0 287.82 Vendor Subtotal: 287.82
101-11-4316-0000 U.S. Bank Amazon-Monitors for Finance Directo 12/23/2024 20392 360.38 Vendor Subtotal: 360.38
101-11-4396-0000 Mark Siegfried Reimbursement for CPA License Rene 12/27/2024 20382 250.00 Vendor Subtotal: 250.00
101-11-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.31 101-11-4396-0000 U.S. Bank CSMFO-Membership M.Siegfried 12/23/2024 20392 150.00 101-11-4396-0000 U.S. Bank GFOA-Membership M.Siegfried 12/23/2024 20392 190.00 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 6 PAGE 198 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 408.31
101-11-4468-0000 U.S. Bank Sherton LA-Parking Mid-Autumn Fest 12/23/2024 20392 10.00 101-11-4468-0000 U.S. Bank Government Finance Officer-GAAP U 12/23/2024 20392 180.00 Vendor Subtotal: 190.00
101-11-4480-0000 U.S. Bank CSMFO-Chapter Meeting H.Guirola-L 12/23/2024 20392 50.00 Vendor Subtotal: 50.00
101-14-4010-0000 Ameritas Life Insurance Corp Adjustment Premium Dec 2024 12/27/2024 20346 45.60 Vendor Subtotal: 45.60
101-14-4104-6270 The Code Group Inc Fire Plan Check Service Sept 2024 12/13/2024 0 1,826.50 101-14-4104-6270 The Code Group Inc Over the Counter Plan Check Service 12/13/2024 0 642.50 101-14-4104-6270 The Code Group Inc Fire Inspection Service Oct 2024 12/13/2024 0 9,831.49 101-14-4104-6270 The Code Group Inc Plan Check Service Sept 2024 12/13/2024 0 8,552.50 101-14-4104-6270 The Code Group Inc Over the Counter Plan Check Service 12/13/2024 0 517 50 101-14-4104-6270 The Code Group Inc Fire Inspection Service Sept 2024 12/13/2024 0 5,311.89 101-14-4104-6270 The Code Group Inc Fire Inspection Service Nov 2024 12/27/2024 0 8,980.59 101-14-4104-6270 The Code Group Inc Over the Counter Plan Check Service N 12/27/2024 0 862.50 101-14-4104-6270 The Code Group Inc Fire Plan Check Service Nov 2024 12/27/2024 0 2,543.00 101-14-4104-6270 The Code Group Inc Plan Check Service Nov 2024 12/27/2024 0 10,126.00 Vendor Subtotal: 49,194.47
101-14-4150-0000 Mobius Planning LLC Phase 3 Preparation of The Draft Hous 12/27/2024 20365 53,000.00 Vendor Subtotal: 53,000.00
101-14-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-CDD 12/27/2024 0 161.67 Vendor Subtotal: 161.67
101-14-4316-0000 CopyFree Technology Inc Shipping Toner -CDD 12/13/2024 0 17.37 101-14-4316-0000 CopyFree Technology Inc Copier Contract Base Rate 12/21/24-1/ 12/27/2024 0 327.61 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 7 PAGE 199 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 344.98
101-14-4376-0000 Hashtag Promotions Setup and Virtual Proof "5" 12/13/2024 20315 5.00 000001153 101-14-4376-0000 Hashtag Promotions License Vehicle Stickers Year '6" 12/13/2024 20315 580.00 000001153 101-14-4376-0000 Hashtag Promotions Tax 9.5 % 12/13/2024 20315 75.05 000001153 101-14-4376-0000 Hashtag Promotions License Vehicle Stickers Year '5" 12/13/2024 20315 210.00 000001153 101-14-4376-0000 Hashtag Promotions Shipping 12/13/2024 20315 21.84 000001153 101-14-4376-0000 Hashtag Promotions Setup and Virtual Proof "6" 12/13/2024 20315 15.00 000001153 Vendor Subtotal: 906.89
101-14-4376-0000 Office Depot Reissue Check- Lost -Office Supplies 12/13/2024 20319 87.36 101-14-4376-0000 Office Depot Paper & Office Supplies 12/13/2024 20319 91.82 101-14-4376-0000 Office Depot Office Supplies 12/27/2024 20367 63.05 Vendor Subtotal: 242.23
101-14-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 Vendor Subtotal: 68.30
101-14-4398-0000 Aubrey Stark-Miller Reissue Check- Lost Check Mileage 4 12/27/2024 20385 10.72 Vendor Subtotal: 10.72
101-14-4420-0000 U.S. Bank LA County Record Office-Recording F 12/23/2024 20392 78.75 101-14-4420-0000 U.S. Bank LA County Record Office-Recording F 12/23/2024 20392 141.75 Vendor Subtotal: 220.50
101-14-4500-9025 AT&T Mobility Hotspot Service Nov 2024 (Bldg.Inspe 12/13/2024 20307 20.00 Vendor Subtotal: 20.00
101-14-4508-0000 U.S. Bank Alhambra Car Wash- Car Wash Code E 12/23/2024 20392 25.99 Vendor Subtotal: 25.99
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 8 PAGE 200 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-14-4508-0000 WEX Bank Fuel- 10/25/24-11/25/24-CDD 12/13/2024 20342 35.94 Vendor Subtotal: 35.94
101-36-4376-0000 Office Depot Reissue Check- Lost -Office Supplies 12/13/2024 20319 117.86 Vendor Subtotal: 117.86
101-36-4500-9025 Charter Communications Cable Service 11/1/24-11/30/24-EOC 12/27/2024 20390 202.43 Vendor Subtotal: 202.43
101-40-4104-0000 EcoNomics, Inc Solid Waste Negotiation Nov 2024 12/27/2024 20358 17,433.58 Vendor Subtotal: 17,433.58
101-40-4104-0000 Hartzog & Crabill, Inc TES for Preparation of Updated Traffic 12/27/2024 20361 2,516.00 Vendor Subtotal: 2,516.00
101-40-4104-0000 Transtech Engineers, Inc Traffic Engineering Service- General O 12/13/2024 20335 474.00 Vendor Subtotal: 474.00
101-40-4150-0000 VESTIS Floor Mats-PD 12/13/2024 20304 52.32 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/13/2024 20304 90.90 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/13/2024 20304 45.73 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/13/2024 20304 45.73 101 40 4150 0000 VESTIS Floor Mats PD 12/13/2024 20304 52 32 101-40-4150-0000 VESTIS Floor Mats-PD 12/13/2024 20304 52.32 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/13/2024 20304 90.90 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/27/2024 20345 45.73 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/27/2024 20345 46.66 101-40-4150-0000 VESTIS Floor Mat Service-PD 12/27/2024 20345 52.32 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/27/2024 20345 90.90 101-40-4150-0000 VESTIS Cleaning Uniform Service 12/27/2024 20345 90.90 Vendor Subtotal: 756.73
101-40-4150-0500 U.S. Bank Apple.com-ICloud Storage PW 12/23/2024 20392 2.99 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 9 PAGE 201 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 2.99
101-40-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-PW 12/27/2024 0 268.46 Vendor Subtotal: 268.46
101-40-4316-0000 CopyFree Technology Inc Copier Contract Base Charge 12/6/24- 12/13/2024 0 27.00 Vendor Subtotal: 27.00
101-40-4376-0000 Remington Pure Drinking Water Service Dec 2024-PW 12/27/2024 20384 38.00 Vendor Subtotal: 38.00
101-40-4376-0000 U.S. Bank Office Depot-Office Supplies 12/23/2024 20392 75.64 101-40-4376-0000 U.S. Bank Sky Blueprint-Playground Rendering 12/23/2024 20392 165.00 101-40-4376-0000 U.S. Bank Uline-Credit 12/23/2024 20392 -97.33 101-40-4376-0000 U.S. Bank Amazon-Table Cloths with City Logo 12/23/2024 20392 205.82 Vendor Subtotal: 349.13
101-40-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 Vendor Subtotal: 68.30
101-40-4480-0000 Amber Shah Reissue Check-Training Per Diem Rat 12/27/2024 0 20.00 101-40-4480-0000 Amber Shah Reissue Check-Training Per Diem Rat 12/27/2024 0 34.00 101 40 4480 0000 Amber Shah Reissue Check-Training Per Diem Rat 3/12 12/27/2024 0 102 00 101-40-4480-0000 Amber Shah Reissue Check-Training Per Diem Rat 12/27/2024 0 54.00 Vendor Subtotal: 210.00
101-40-4480-0000 U.S. Bank Hilton Hotel-MMASC Conference 3 N 12/23/2024 20392 1,386.36 Vendor Subtotal: 1,386.36
101-40-4492-0003 VESTIS Cleaning Uniform Service 12/13/2024 20304 83.25 101-40-4492-0003 VESTIS Cleaning Uniform Service 12/13/2024 20304 41.88 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 10 PAGE 202 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-40-4492-0003 VESTIS Cleaning Uniform Service 12/13/2024 20304 83.25 101-40-4492-0003 VESTIS Cleaning Uniform Service 12/13/2024 20304 41.88 101-40-4492-0003 VESTIS Cleaning Uniform Service 12/27/2024 20345 83.25 101-40-4492-0003 VESTIS Cleaning Uniform Service 12/27/2024 20345 41.88 101 40 4492 0003 VESTIS Cleaning Uniform Service 12/27/2024 20345 83 25 101-40-4492-0003 VESTIS Cleaning Uniform Service 12/27/2024 20345 42.73 Vendor Subtotal: 501.37
101-40-4492-0004 VESTIS Cleaning Uniform Service 12/13/2024 20304 60.38 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/13/2024 20304 60.38 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/13/2024 20304 120.03 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/13/2024 20304 120.03 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/27/2024 20345 61.60 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/27/2024 20345 120.03 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/27/2024 20345 120.03 101-40-4492-0004 VESTIS Cleaning Uniform Service 12/27/2024 20345 60.38 Vendor Subtotal: 722.86
101-42-4150-0000 R & A Tank Technologies LLC Gas Tank Monthly Inspection Dec 202 12/27/2024 0 175.00 Vendor Subtotal: 175.00
101-42-4376-0000 U.S. Bank Amazon-Fuel/Oil Label Stickers 12/23/2024 20392 118.33 101-42-4376-0000 U.S. Bank Harbor Freight-Shop Supplies 12/23/2024 20392 44.08 101 42 4376 0000 U S Bank Harbor Freight Shop Lights 12/23/2024 20392 99 19 101-42-4376-0000 U.S. Bank Amazon-Fleet Supplies 12/23/2024 20392 60.21 Vendor Subtotal: 321.81
101-44-4150-0000 316 Engineering & Construction Sewer Cleaning & Maintenance Servic 12/13/2024 0 18,075.64 101-44-4150-0000 316 Engineering & Construction Sewer Cleaning & Maintenance Area # 12/27/2024 0 46,403.95 Vendor Subtotal: 64,479.59
101-44-4150-5170 SWRCB Fees Star Water Board Annual Permit 7/1/24 12/27/2024 20387 3,945.00 Vendor Subtotal: 3,945.00
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 11 PAGE 203 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-44-4150-5170 State Water Resource Control Board State Water Resource Annual Permit 7 12/13/2024 20328 10,920.00 Vendor Subtotal: 10,920.00
101-48-3152-0000 Southern California Edison Reissue Check-Lost Refund Street Per 12/13/2024 20302 575.00 Vendor Subtotal: 575.00
101-48-4150-0000 Yunex LLC Traffic Signal Maintenance-Nov 2024 12/13/2024 0 1,353.75 101-48-4150-0000 Yunex LLC Traffic Signal Pole Repair Huntington/ 12/13/2024 0 4,649.75 101-48-4150-0000 Yunex LLC Traffic Signal Call Outs Oct 2024 12/13/2024 0 2,258.20 Vendor Subtotal: 8,261.70
101-48-4150-9020 Athens Services Street Sweeping Nov 2024 12/27/2024 20347 17,059.65 Vendor Subtotal: 17,059.65
101-48-4316-0000 U.S. Bank Tool Shack-Shaft for Forklift 12/23/2024 20392 38.59 Vendor Subtotal: 38.59
101-48-4376-0000 Ganahl Lumber Company Electrical Box 12/13/2024 20313 20.93 Vendor Subtotal: 20.93
101-48-4376-0000 Lawn Mower Corner Maintenance Supplies 12/27/2024 20363 66.11 101-48-4376-0000 Lawn Mower Corner Maintenance Supplies 12/27/2024 20363 55.10 Vendor Subtotal 121 21
101-48-4376-0000 Southeast Construction Products Inc Sand for Sandbags 12/13/2024 20324 335.95 Vendor Subtotal 335 95
101-48-4376-0000 Sharpline Solutions, Inc Cold Patch Asphalt 12/27/2024 20381 1,900.92 Vendor Subtotal 1,900 92
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 12 PAGE 204 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101 48 4376 0000 Underground Service Alert/SC CA State Fee Dig Alert Tickets 12/13/2024 0 38 37 101-48-4376-0000 Underground Service Alert/SC Dig Alert Tickets 12/13/2024 0 102.50 Vendor Subtotal: 140.87
101-48-4376-0000 U.S. Bank Sharpline Solutions-Asphalt Cold Patc 12/23/2024 20392 856.04 101-48-4376-0000 U.S. Bank Home Depot-Street Maintenance Supp 12/23/2024 20392 214.50 101-48-4376-0000 U.S. Bank Lighting Supply-Lightbulbs 12/23/2024 20392 28.55 Vendor Subtotal: 1,099.09
101-48-4376-0000 Walters Wholesale Electric Co Conduit & Electrical Supplies 12/13/2024 20340 1,007.33 Vendor Subtotal: 1,007.33
101-48-4508-0000 U.S. Bank Mission Express-Tint for Truck #511 12/23/2024 20392 248.38 Vendor Subtotal: 248.38
101-50-4150-0000 Ted Cruz Bee Removal-City Tree 12/27/2024 20351 395.00 Vendor Subtotal: 395.00
101-50-4376-0000 Ganahl Lumber Company Park Maintenance Supplies 12/27/2024 20360 60.87 Vendor Subtotal: 60.87
101-50-4376-0000 Southeast Construction Products Inc Mulch 12/13/2024 20324 255.01 Vendor Subtotal: 255.01
101-50-4376-0000 Remington Pure Drinking Water Service Dec 2024-Lac 12/27/2024 20384 79.99 Vendor Subtotal: 79.99
101-50-4376-0000 U.S. Bank Corpimagegr-Flags for War Memorial- 12/23/2024 20392 678.00 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 13 PAGE 205 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 678.00
101-50-4404-0000 Otto and Sons Nursery Roses for Lacy Park 12/13/2024 20320 2,090.83 Vendor Subtotal: 2,090.83
101-50-4404-0000 San Gabriel Nursery & Florist Poinsettia for Lacy Park 12/27/2024 20380 895.44 Vendor Subtotal: 895.44
101-50-4500-4950 The Gas Company Gas Service Oct-Nov 2024-Lacy Park 12/13/2024 20330 36.36 Vendor Subtotal: 36.36
101-50-4500-9025 AT&T Phone Service Nov-Dec 2024 Lacy Pa 12/27/2024 20348 30.65 Vendor Subtotal: 30.65
101-50-4500-9025 Charter Communications Cable Internet Service 11/25/24-12/24/ 12/13/2024 20331 149.98 Vendor Subtotal: 149.98
101-52-4150-0000 County of Los Angles Public Health Backflow Fees- SMCC 12/13/2024 20308 37.00 Vendor Subtotal: 37.00
101-52-4150-0000 Mariposa Tree Management Inc Tree Prune Citywide Nov 2024 12/27/2024 0 66,738.48 Vendor Subtotal: 66,738.48
101-52-4376-0000 JHM Supply Irrigation Supplies 12/13/2024 0 114.78 101-52-4376-0000 JHM Supply Irrigation Supplies 12/13/2024 0 344.91 101-52-4376-0000 JHM Supply Irrigation Supplies 12/13/2024 0 556.98 101-52-4376-0000 JHM Supply Irrigation Supplies 12/27/2024 0 267.37 Vendor Subtotal: 1,284.04
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 14 PAGE 206 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-52-4376-0000 U.S. Bank Harbor Freight-Air Hose Reel 12/23/2024 20392 98.10 101-52-4376-0000 U.S. Bank Chevron Fuel- City Pumps Down-PW 12/23/2024 20392 199.02 101-52-4376-0000 U.S. Bank Home Depot-Maintenance Supplies 12/23/2024 20392 17.61 Vendor Subtotal: 314.73
101-52-4404-0000 San Gabriel Nursery & Florist Poinsettia for City Facilities 12/27/2024 20380 1,565.26 Vendor Subtotal: 1,565.26
101-52-4508-0000 O'Reilly Auto Parts Car Wash Supplies 12/13/2024 0 28.64 Vendor Subtotal: 28.64
101-53-4150-0000 Base Hill, Inc Citywide Janitorial Service Nov 2024 12/13/2024 0 9,064.13 Vendor Subtotal: 9,064.13
101-53-4150-0000 SDS Security Design Systems Security Alarm Service Jan 2025-FD 12/27/2024 20377 107.00 101-53-4150-0000 SDS Security Design Systems Security Alarm Service Jan 2025-City 12/27/2024 20377 65.00 101-53-4150-0000 SDS Security Design Systems Security Alarm Service Call- SMCC 12/27/2024 20377 145.00 101-53-4150-0000 SDS Security Design Systems Security Alarm Service Jan 2025-SMM 12/27/2024 20377 148.49 101-53-4150-0000 SDS Security Design Systems Security Alarm Service Call- SMCC W 12/27/2024 20377 200.00 101-53-4150-0000 SDS Security Design Systems Fire Alarm Service Jan 2025-City Hall 12/27/2024 20377 95.00 101-53-4150-0000 SDS Security Design Systems Security Alarm Service Jan 2025-Thur 12/27/2024 20377 67.00 101-53-4150-0000 SDS Security Design Systems Fire Alarm Service Jan 2025-SMCC 12/27/2024 20377 150.00 Vendor Subtotal: 977.49
101-53-4150-0000 Total Exterminating Inc Monthly Extermination-Library 12/27/2024 0 125.00 101-53-4150-0000 Total Exterminating Inc Monthly Extermination-City Hall 12/27/2024 0 125.00 Vendor Subtotal: 250.00
101-53-4206-0000 Roger L Mendell AC Maintenance-City Hall 12/27/2024 0 216.00 Vendor Subtotal: 216.00
101-53-4206-0000 SDS Security Design Systems Security Alarm Service- SMCC New 12/27/2024 20377 301.50 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 15 PAGE 207 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 301.50
101-53-4206-0000 San Marino Plumbing Svc Inc Faucet Repair-Stoneman 12/13/2024 20326 701.27 101-53-4206-0000 San Marino Plumbing Svc Inc Faucet Repair-Stoneman 12/13/2024 20326 701.27 Vendor Subtotal: 1,402.54
101-53-4206-0000 U.S. Bank Home Depot-Maintenance Supplies 12/23/2024 20392 93.02 101-53-4206-0000 U.S. Bank Home Depot-Electrical Work Supplies 12/23/2024 20392 413.03 101-53-4206-0000 U.S. Bank Home Depot-Stoneman Repairs 12/23/2024 20392 322.54 101-53-4206-0000 U.S. Bank Dunn-Edwards-Paint for Library Break 12/23/2024 20392 137.02 101 53 4206 0000 U S Bank Home Depot Surge Protectors for Offi 12/23/2024 m 20392 137 66 101-53-4206-0000 U.S. Bank Global Industrial-Waste Containers for 12/23/2024 20392 1,028.94 101-53-4206-0000 U.S. Bank Antrim's Lock & Key-Re-Key Stonem 12/23/2024 20392 704.73 Vendor Subtotal: 2,836.94
101-59-4376-0000 U.S. Bank Delta Distributing-Jackets for Mainten 12/23/2024 20392 370.44 101-59-4376-0000 U.S. Bank Home Depot-Safety Equipment for Ma 12/23/2024 20392 129.29 Vendor Subtotal: 499.73
101-59-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 101-59-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 Vendor Subtotal: 136.60
101-59-4468-0000 U.S. Bank CPRS-Conference E.Covarrubias 12/23/2024 20392 41.60 101-59-4468-0000 U.S. Bank CPRS-Conference C.Johnson 12/23/2024 20392 41.60 101-59-4468-0000 U.S. Bank CPRS-Conference D.Doperoy 12/23/2024 20392 46.80 Vendor Subtotal: 130.00
101-59-4480-0000 U.S. Bank Hilton Hotel-MMASC Conference 3 N 12/23/2024 20392 1,086.36 Vendor Subtotal: 1,086.36
101-60-4150-0000 Remington Pure Drinking Water Service Dec 2024-Ston 12/27/2024 20384 35.00 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 16 PAGE 208 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 35.00
101-60-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-SMCC 12/27/2024 0 148.11 Vendor Subtotal: 148.11
101-60-4316-0000 CopyFree Technology Inc Copier Contract Base Rate 12/11/24-1/ 12/27/2024 0 228.39 Vendor Subtotal: 228.39
101-60-4376-0000 Office Depot Reissue Check- Lost -Office Supplies 12/13/2024 20319 87.88 101-60-4376-0000 Office Depot Paper & Office Supplies 12/13/2024 20319 96.90 101-60-4376-0000 Office Depot Office Supplies 12/27/2024 20367 70.69 Vendor Subtotal: 255.47
101-60-4376-0000 U.S. Bank Target-Bins 12/23/2024 20392 77.18 101-60-4376-0000 U.S. Bank Amazon-Office Supplies 12/23/2024 20392 19.70 Vendor Subtotal: 96.88
101-60-4398-0000 Angie Padilla Mileage-Stoneman/SMCC 10/16/24-12 12/27/2024 20370 46.10 Vendor Subtotal: 46.10
101-60-4398-0000 Alisa Yingling Mileage-City Hall/SMCC 9/16/24-11/2 12/13/2024 0 15.41 Vendor Subtotal: 15.41
101-60-4420-0000 U.S. Bank LCM-News Lil's Learners Ad 12/23/2024 20392 300.00 Vendor Subtotal: 300.00
101-62-4376-0000 U.S. Bank Target-Lil' Learners Refund 12/23/2024 20392 -10.12 101-62-4376-0000 U.S. Bank Target-Lil' Learners Supplies 12/23/2024 20392 71.18 101 62 4376 0000 U S Bank Target Lil' Learners Supplies 12/23/2024 20392 56 85 101-62-4376-0000 U.S. Bank Amazon-Lil' Learners Supplies 12/23/2024 20392 33.92 101-62-4376-0000 U.S. Bank Target-Lil' Learners Supplies 12/23/2024 20392 10.95 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 17 PAGE 209 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-62-4376-0000 U.S. Bank Discount School-Lil' Learners Credit 12/23/2024 20392 -157.64 101-62-4376-0000 U.S. Bank Discount School-Lil' Learners Paint 12/23/2024 20392 48.72 101-62-4376-0000 U.S. Bank Target-Bins 12/23/2024 20392 60.10 101-62-4376-0000 U.S. Bank Fun Express-Lil' Learners Credit 12/23/2024 20392 -16.74 Vendor Subtotal: 97.22
101-64-4376-0000 U.S. Bank Amazon-Senior Connection Craft 12/23/2024 20392 7.22 101-64-4376-0000 U.S. Bank Stonefire Grill -Senior Happy Hour Cr 12/23/2024 20392 -11.02 101-64-4376-0000 U.S. Bank Dollar Tree-Senior Connection & Happ 12/23/2024 20392 116.06 101-64-4376-0000 U.S. Bank Stonefire Grill -Senior Happy Hour Fo 12/23/2024 20392 697.50 101-64-4376-0000 U.S. Bank Amazon-Happy Hour Backdrop 12/23/2024 20392 10.82 101-64-4376-0000 U.S. Bank Amazon- Senior Connection & Happy 12/23/2024 20392 38.49 101-64-4376-0000 U.S. Bank Sam's Club-Senior Happy Hour Suppli 12/23/2024 20392 55.16 101-64-4376-0000 U.S. Bank Sam's Clubs -Senior Happy Hour Supp 12/23/2024 20392 37.90 101-64-4376-0000 U.S. Bank Amazon-Senior Happy Hour Supplies 12/23/2024 20392 137.79 101-64-4376-0000 U.S. Bank Five Below-Senior Connection Activit 12/23/2024 20392 10.47 Vendor Subtotal: 1,100.39
101-64-4486-0000 Gold Coast Tours Senior Trip 12/3/24 12/13/2024 20314 2,684.00 Vendor Subtotal: 2,684.00
101-66-4150-0000 Ross Miller Sound System for Home for the Holid 12/27/2024 0 1,150.00 Vendor Subtotal: 1,150.00
101-66-4150-0000 Tecnica Arte y Folklore Reissue Check-Dance Performer for Tr 12/13/2024 20329 500.00 Vendor Subtotal: 500.00
101-66-4150-0000 U.S. Bank Extra Fun Jumpers -Trunk or Treat Ga 12/23/2024 20392 884.00 Vendor Subtotal: 884.00
101-66-4308-0000 Power Trip Rentals Light Towers for Home for Holiday Ev 12/27/2024 0 1,449.69 Vendor Subtotal: 1,449.69
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 18 PAGE 210 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-66-4308-0000 Patriot Portable Restroom Los Angel Portable Restrooms for Home for Holi 12/27/2024 20373 424.99 Vendor Subtotal: 424.99
101-66-4356-0000 U.S. Bank Alliant Insurance -Home for the Holid 12/23/2024 20392 263.00 Vendor Subtotal: 263.00
101-66-4376-0000 U.S. Bank San Marino Cafe-Costume Contest Pri 12/23/2024 20392 25.00 101-66-4376-0000 U.S. Bank Smart & Final- Kitchen Supplies 12/23/2024 20392 22.04 101-66-4376-0000 U.S. Bank Asian Stars-Costume Contest Prizes 12/23/2024 20392 25.00 101-66-4376-0000 U.S. Bank Swirlz-Costume Contest Prizes 12/23/2024 20392 175.00 101-66-4376-0000 U.S. Bank Sam's Clubs-Cookies for Home for the 12/23/2024 20392 590 68 101-66-4376-0000 U.S. Bank Fun Express-Home for the Holiday Cr 12/23/2024 20392 957.90 101-66-4376-0000 U.S. Bank Amazon-Trunk or Treat Supplies 12/23/2024 20392 427.00 101-66-4376-0000 U.S. Bank Amazon-Trunk or Treat Supplies 12/23/2024 20392 59.10 101-66-4376-0000 U.S. Bank Costco-Trunk or Treat Candy 12/23/2024 20392 229.90 101-66-4376-0000 U.S. Bank El Sol-Home for the Holiday Game Pr 12/23/2024 20392 189.00 101-66-4376-0000 U.S. Bank Costco-Trunk or Treat Supplies 12/23/2024 20392 99.95 101-66-4376-0000 U.S. Bank Spirit Halloween-Trunk or Treat Suppl 12/23/2024 20392 88.00 101-66-4376-0000 U.S. Bank Smart & Final-Trunk or Treat Supplies 12/23/2024 20392 19.98 101-66-4376-0000 U.S. Bank Amazon-Home for the Holiday Game 12/23/2024 20392 119.14 101-66-4376-0000 U.S. Bank 4 Leaf Print-Home for the Holidays Ba 12/23/2024 20392 326 07 101-66-4376-0000 U.S. Bank Smart & Final-Trunk or Treat Supplies 12/23/2024 20392 12.12 101-66-4376-0000 U.S. Bank Amazon-Home for the Holiday Craft 12/23/2024 20392 74.36 101-66-4376-0000 U.S. Bank Ralphs-Water, Napkins for Trunk or Tr 12/23/2024 20392 18.07 101-66-4376-0000 U.S. Bank Dominos- Trunk or Treat Staff Dinner 12/23/2024 20392 210.29 101-66-4376-0000 U.S. Bank San Marino Cafe-Costume Contest Pri 12/23/2024 20392 25.00 101-66-4376-0000 U.S. Bank Amazon-Trunk or Treat Decorations 12/23/2024 20392 189.53 101-66-4376-0000 U.S. Bank Party City-Home for Holiday Supplies 12/23/2024 20392 71.61 101-66-4376-0000 U.S. Bank Five Below-Home for the Holiday Dec 12/23/2024 20392 114.66 Vendor Subtotal: 4,069.40
101-68-4102-0000 Andrew Chidester Contracted Classes-Fall 2024 Sports 12/13/2024 0 3,711.00 Vendor Subtotal: 3,711.00
101-68-4102-0000 Brit-West Soccer Contracted Classes-Fall 2024 Soccer 12/13/2024 0 2,511.00 Vendor Subtotal: 2,511.00
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 19 PAGE 211 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-68-4102-0000 Chess Masters Inc Contracted Classes- Fall 2024 Chess 12/13/2024 0 2,076.00 Vendor Subtotal: 2,076.00
101-68-4102-0000 Hong-Yi Hiroki Ralpho Hon Contracted Classes-Fall 2024 Piano 12/13/2024 20316 2,433.60 Vendor Subtotal: 2,433.60
101-68-4102-0000 Lango Foothills LLC Contracted Classes-Fall 2024 Spanish 12/13/2024 0 1,344.60 Vendor Subtotal: 1,344.60
101-68-4102-0000 Johnny W Lee Contracted Classes-Fall 2024 Tae Kwo 12/13/2024 0 788.90 Vendor Subtotal: 788.90
101-68-4102-0000 Payke Gymnastics Contracted Classes-Fall 2024- Gymnas 12/27/2024 20371 4,557.00 Vendor Subtotal: 4,557.00
101-68-4102-0000 Rocketology Contracted Classes-Fall 2024 Science 12/13/2024 0 1,776.00 Vendor Subtotal: 1,776.00
101-68-4102-0000 Waylie Tang Contracted Classes-Fall 2024 Line Dan 12/27/2024 20388 1,980.00 Vendor Subtotal: 1,980.00
101-68-4102-0000 Tippi Toes West San Gabriel Valley Contracted Classes-Fall 2024 Dance 12/13/2024 20332 1,723.80 Vendor Subtotal: 1,723.80
101-68-4102-0000 Mary Ulin Contracted Classes-Fall 2024 English 12/13/2024 0 943.80 Vendor Subtotal: 943.80
101-68-4102-0000 Bi Dan Yu Contracted Classes- Fall 2024 Art 12/13/2024 20343 1,752.60 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 20 PAGE 212 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 1,752.60
101-70-4376-0000 U.S. Bank Home Depot-CSD Tool Set 12/23/2024 20392 403.70 101-70-4376-0000 U.S. Bank Westlake Ace Hardware-Library Repai 12/23/2024 20392 31.38 101-70-4376-0000 U.S. Bank Grainger-Stoneman Mats & Co2 Cartr 12/23/2024 20392 581.32 101-70-4376-0000 U.S. Bank Amazon-Gatehouse Thermal Paper 12/23/2024 20392 65.69 101-70-4376-0000 U.S. Bank Amazon-Gatehouse Bug Zapper 12/23/2024 20392 39.41 101-70-4376-0000 U.S. Bank Home Depot-Library Repairs Supplies 12/23/2024 20392 84.35 101-70-4376-0000 U.S. Bank Home Depot-Gate House Trash Can 12/23/2024 20392 26.78 101-70-4376-0000 U.S. Bank 3D Partners Group-Building Signage 12/23/2024 20392 733.45 Vendor Subtotal: 1,966.08
101-70-4500-4950 The Gas Company Gas Service Oct-Nov 2024-Stoneman 12/13/2024 20330 21.81 101-70-4500-4950 The Gas Company Gas Service Oct-Nov 2024-SMCC 12/13/2024 20330 59.86 101-70-4500-4950 The Gas Company Gas Service Oct-Nov 2024-Thurnher 12/13/2024 20330 34.92 Vendor Subtotal: 116.59
101-70-4500-9025 AT&T Phone Service Oct-Nov 2024-Pool 12/13/2024 20305 29.09 Vendor Subtotal: 29.09
101-70-4500-9025 Charter Communications Cable Internet Service 12/1/24-12/31/2 12/27/2024 20390 350.00 Vendor Subtotal: 350.00
101-90-4150-0000 Quench USA, Inc Drinking Water Service Dec 2024-Libr 12/13/2024 20322 50.59 Vendor Subtotal: 50.59
101-90-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-Library 12/27/2024 0 211.34 101-90-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-Library 12/27/2024 0 215.72 101-90-4316-0000 Canon Financial Services Inc Copier Lease Dec 2024-Library 12/27/2024 0 190.48 Vendor Subtotal: 617.54
101-90-4376-0000 U.S. Bank Amazon-Gloves 12/23/2024 20392 48.65 101-90-4376-0000 U.S. Bank Amazon-Phone Charger 12/23/2024 20392 59.10 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 21 PAGE 213 of 238
Account Number Vendor Description GL Date Check No Amount PO No 101-90-4376-0000 U.S. Bank Amazon-Office Supplies 12/23/2024 20392 16.21 101-90-4376-0000 U.S. Bank Amazon-Heaters (2) 12/23/2024 20392 141.24 101-90-4376-0000 U.S. Bank Amazon-Heater 12/23/2024 20392 70.62 101-90-4376-0000 U.S. Bank Office Depot-Credit 12/23/2024 20392 -145.61 101-90-4376-0000 U.S. Bank Amazon-Office Supplies 12/23/2024 20392 43 92 101-90-4376-0000 U.S. Bank Amazon-Gloves 12/23/2024 20392 43.70 Vendor Subtotal: 277.83
101-90-4412-0000 U.S. Bank USPS-Postage 12/23/2024 20392 418.40 101-90-4412-0000 U.S. Bank USPS-Postage 12/23/2024 20392 418.40 101-90-4412-0000 U.S. Bank USPS-Postage 12/23/2024 20392 7.09 101-90-4412-0000 U.S. Bank USPS-Postage 12/23/2024 20392 32.00 Vendor Subtotal: 875.89
101-90-4500-4950 The Gas Company Gas Service Oct-Nov 2024-Library 12/13/2024 20330 154.15 Vendor Subtotal: 154.15
101-90-4500-9025 Charter Communications Cable Internet Service 12/2/24-1/1/25- 12/27/2024 20390 153.99 Vendor Subtotal: 153.99
101-91-4370-0335 Ingram Library Services Books 12/13/2024 0 327.80 101-91-4370-0335 Ingram Library Services Credit 12/13/2024 0 -12.48 101-91-4370-0335 Ingram Library Services Books 12/13/2024 0 28.71 101-91-4370-0335 Ingram Library Services Books 12/13/2024 0 196.55 101-91-4370-0335 Ingram Library Services Books 12/27/2024 0 68.79 101-91-4370-0335 Ingram Library Services Books 12/27/2024 0 403.28 101 91 4370 0335 Ingram Library Services Books 12/27/2024 0 28 05 101-91-4370-0335 Ingram Library Services Books 12/27/2024 0 22.13 101-91-4370-0335 Ingram Library Services Books 12/27/2024 0 254.55 101-91-4370-0335 Ingram Library Services Books 12/27/2024 0 108.82 101-91-4370-0335 Ingram Library Services Books 12/27/2024 0 21.31 Vendor Subtotal: 1,447.51
101-91-4370-0335 U.S. Bank Amazon-Book 12/23/2024 20392 19.56 101-91-4370-0335 U.S. Bank Amazon-Book 12/23/2024 20392 17.04 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 22 PAGE 214 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 36.60
101-92-4370-0000 Ingram Library Services Books 12/13/2024 0 13.26 101-92-4370-0000 Ingram Library Services Books 12/13/2024 0 395.53 101-92-4370-0000 Ingram Library Services Books 12/13/2024 0 35.58 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 12.93 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 12.27 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 12.44 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 84.14 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 25.92 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 24.92 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 5.24 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 12.68 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 92.52 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 34.60 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 40.37 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 365.19 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 64.80 101-92-4370-0000 Ingram Library Services Books 12/27/2024 0 14.99 Vendor Subtotal: 1,247.38
101-93-4376-0000 Demco Inc Processing Supplies 12/13/2024 0 486.61 Vendor Subtotal: 486.61
101-93-4376-0000 U.S. Bank Amazon-Filament Tape for Processing 12/23/2024 20392 30.10 Vendor Subtotal: 30.10
Subtotal for Fund: 101 567,534.27
102-00-2010-0000 CA State Disbursement Unit PR Batch 00701.12.2024 Earnings Wit 12/06/2024 0 822.19 102-00-2010-0000 CA State Disbursement Unit PR Batch 00702.12.2024 Earnings Wit 12/20/2024 0 822.19 Vendor Subtotal: 1,644.38
102-00-2010-0000 State Franchise Tax Board PR Batch 00701.12.2024 Earnings Wit 12/06/2024 20325 100.00 102-00-2010-0000 State Franchise Tax Board PR Batch 00702.12.2024 Earnings Wit 12/20/2024 20379 133.24 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 23 PAGE 215 of 238
Account Number Vendor Description GL Date Check No Amount PO No 102-00-2010-0000 State Franchise Tax Board PR Batch 00702.12.2024 Earnings Wit 12/20/2024 20378 100.00 Vendor Subtotal: 333.24
102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Cancer Insur 12/20/2024 0 73.70 102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Cancer Insur 12/20/2024 0 211.30 102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Critical Illne 12/20/2024 0 71.88 102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Group Hospt 12/20/2024 0 15.56 102 00 2011 0000 American Fidelity Assurance PR Batch 00702.12.2024 Disability ST Tax 12/20/2024 0 923 20 102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Accident Ins 12/20/2024 0 67.98 102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Life Insuranc 12/20/2024 0 1,478.90 102-00-2011-0000 American Fidelity Assurance PR Batch 00702.12.2024 Accident Ins 12/20/2024 0 396.00 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Group Hospt 12/06/2024 0 15.56 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Accident Ins 12/06/2024 0 67.98 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Accident Ins 12/06/2024 0 396.00 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Life Insuranc 12/06/2024 0 1,478.90 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Critical Illne 12/06/2024 0 71.88 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Cancer Insur 12/06/2024 0 211.30 102 00 2011 0000 American Fidelity Assurance PR Batch 00701.12.2024 Disability ST Tax 12/06/2024 0 923 20 102-00-2011-0000 American Fidelity Assurance PR Batch 00701.12.2024 Cancer Insur 12/06/2024 0 73.70 Vendor Subtotal: 6,477.04
102-00-2012-3080 TIAA-Cref Financial Services PR Batch 00701.12.2024 Deferred Com 12/06/2024 0 490.40 102-00-2012-3080 TIAA-Cref Financial Services PR Batch 00702.12.2024 Deferred Com 12/20/2024 0 490.40 Vendor Subtotal: 980.80
102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00701.12.2024 Deferred Com 12/06/2024 0 1,548.80 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00701.12.2024 Deferred Com 12/06/2024 0 16,217.21 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00701.12.2024 Deferred Com 12/06/2024 0 302.95 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00701.12.2024 Deferred Com 12/06/2024 0 703.95 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00702.12.2024 Deferred Com 12/20/2024 0 1,838.77 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00702.12.2024 Deferred Com 12/20/2024 0 6,325.00 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00702.12.2024 Deferred Com 12/20/2024 0 703.95 102-00-2012-3190 TIAA-Cref Financial Services PR Batch 00702.12.2024 Deferred Com 12/20/2024 0 16,717.21 102 00 2012 3190 TIAA Cref Financial Services PR Batch 00702.12.2024 Deferred Com Pa a 12/20/2024 0 302 95 Vendor Subtotal: 44,660.79
102 00 2012 6050 U S Bank PR Batch 00701.12.2024 PARS Emplo on 12/06/2024 0 791 58 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 24 PAGE 216 of 238
Account Number Vendor Description GL Date Check No Amount PO No 102-00-2012-6050 U.S. Bank PR Batch 00701.12.2024 PARS Emplo 12/06/2024 0 791.58 102-00-2012-6050 U.S. Bank PR Batch 00702.12.2024 PARS Emplo 12/20/2024 0 923.49 102-00-2012-6050 U.S. Bank PR Batch 00702.12.2024 PARS Emplo 12/20/2024 0 923.49 Vendor Subtotal: 3,430.14
102-00-2012-6160 PERS PR Batch 00701.12.2024 PERS Buy B 12/06/2024 0 103.41 102-00-2012-6160 PERS PR Batch 00701.12.2024 PERS Emplo 12/06/2024 0 78,895.79 102-00-2012-6160 PERS PR Batch 00701.12.2024 PERS Emplo 12/06/2024 0 695.98 102-00-2012-6160 PERS PR Batch 00701.12.2024 PERS Surviv 12/06/2024 0 105.09 102-00-2012-6160 PERS PR Batch 00701.12.2024 PERS Emplo 12/06/2024 0 46,564.22 102-00-2012-6160 PERS PR Batch 00702.12.2024 PERS Emplo 12/20/2024 0 71,675.91 102-00-2012-6160 PERS PR Batch 00702.12.2024 PERS Buy B 12/20/2024 0 103.41 102-00-2012-6160 PERS PR Batch 00702.12.2024 PERS Surviv 12/20/2024 0 103.23 102-00-2012-6160 PERS PR Batch 00702.12.2024 PERS Emplo 12/20/2024 0 42,366.16 102-00-2012-6160 PERS PR Batch 00702.12.2024 PERS Emplo 12/20/2024 0 863.89 Vendor Subtotal: 241,477.09
102-00-2012-7030 TIAA-Cref Financial Services PR Batch 00701.12.2024 Retirement H 12/06/2024 0 607.80 102-00-2012-7030 TIAA-Cref Financial Services PR Batch 00702.12.2024 Retirement H 12/20/2024 0 607.80 Vendor Subtotal: 1,215.60
102-00-2012-7031 IAFF-MERP PR Batch 00701.12.2024 Medical Exp 12/06/2024 0 2,200.00 102-00-2012-7031 IAFF-MERP PR Batch 00702.12.2024 Medical Exp 12/20/2024 0 2,200.00 Vendor Subtotal: 4,400.00
102-00-2014-0000 Humana Insurance Co PR Batch 00701.11.2024 Life Optiona 11/08/2024 20317 668.17 102-00-2014-0000 Humana Insurance Co PR Batch 00702.11.2024 Life Optiona 11/22/2024 20317 623.96 102-00-2014-0000 Humana Insurance Co PR Batch 00702.11.2024 Life Optiona 11/22/2024 20317 16.72 Vendor Subtotal: 1,308.85
102-00-2015-0000 Mutual of Omaha PR Batch 00702.12.2024 Short Term D 12/20/2024 20366 306.03 Vendor Subtotal: 306.03
102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 PERS Platinu 12/20/2024 0 48,527.25 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 25 PAGE 217 of 238
Account Number Vendor Description GL Date Check No Amount PO No 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 Blue Shield A 12/20/2024 0 9,776.07 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 Health Net S 12/20/2024 0 3,286.24 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 Peace Office 12/20/2024 0 2,484.00 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 Kaiser Perma 12/20/2024 0 64,532.09 102-00-2016-0000 PERS (Medical) PR Batch 00702 12 2024 Anthem Blue 12/20/2024 0 34,734.04 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 UnitedHealth 12/20/2024 0 1,732.80 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 UnitedHealth 12/20/2024 0 3,025.12 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 PERS Gold ( 12/20/2024 0 1,736.30 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 SHARP 12/20/2024 0 2,257.97 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 Blue Shield T 12/20/2024 0 1,919.09 102-00-2016-0000 PERS (Medical) PR Batch 00702.12.2024 Anthem Blue 12/20/2024 0 8,435.30 Vendor Subtotal: 182,446.27
102-00-2017-0000 Ameritas Life Insurance Corp PR Batch 00702.12.2024 Ameritas - V 12/20/2024 20346 1,804.64 102-00-2017-0000 Ameritas Life Insurance Corp Adjustment Premium Dec 2024 12/27/2024 20346 26.76 Vendor Subtotal: 1,831.40
102-00-2024-2530 San Marino Firefighters Assn PR Batch 00701.12.2024 Firefighter D 12/06/2024 0 950.68 102-00-2024-2530 San Marino Firefighters Assn PR Batch 00702.12.2024 Firefighter D 12/20/2024 0 950.68 Vendor Subtotal: 1,901.36
102-00-2024-2750 San Marino City Employees Assn PR Batch 00701.12.2024 San Marino C 12/06/2024 0 420.00 102-00-2024-2750 San Marino City Employees Assn PR Batch 00702.12.2024 San Marino C 12/20/2024 0 420.00 Vendor Subtotal: 840.00
102-00-2024-2850 San Marino Supervisory Employee A PR Batch 00701.12.2024 SM Supervis 12/06/2024 0 255.00 102-00-2024-2850 San Marino Supervisory Employee A i n PR Batch 00702 12 2024 SM Supervis 12/20/2024 0 255.00 Vendor Subtotal: 510.00
102-00-2024-6490 San Marino Police Officers Asn PR Batch 00701 12 2024 San Marino P 12/06/2024 0 938.24 102-00-2024-6490 San Marino Police Officers Asn PR Batch 00702.12.2024 San Marino P 12/20/2024 0 938.24 Vendor Subtotal: 1,876.48
102-00-2032-0000 American Fidelity Assurance PR Batch 00702.12.2024 Dep Care/12 12/20/2024 0 312.49 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 26 PAGE 218 of 238
Account Number Vendor Description GL Date Check No Amount PO No 102-00-2032-0000 American Fidelity Assurance PR Batch 00701.12.2024 Dep Care/12 12/06/2024 0 312.49 Vendor Subtotal: 624.98
102-00-2036-0000 American Fidelity Assurance PR Batch 00702.12.2024 Flexible Spen 12/20/2024 0 1,133.47 102-00-2036-0000 American Fidelity Assurance PR Batch 00701.12.2024 Flexible Spen 12/06/2024 0 1,133.47 Vendor Subtotal: 2,266.94
Subtotal for Fund: 102 498,531.39
103-30-4010-0000 Ameritas Life Insurance Corp Adjustment Premium Dec 2024 12/27/2024 20346 9.32 103-30-4010-0000 Ameritas Life Insurance Corp Adjustment Premium Dec 2024 12/27/2024 20346 9.32 Vendor Subtotal: 18.64
103-30-4010-0000 PERS (Medical) Adjustment Premium Jan 2025 12/27/2024 0 841.13 Vendor Subtotal: 841.13
103-30-4150-0000 All City Management Services Inc School Crossing Guard Services 11/10 12/13/2024 0 8,568.00 103-30-4150-0000 All City Management Services Inc School Crossing Guard Service 11/24/ 12/27/2024 0 3,808.00 Vendor Subtotal 12,376 00
103-30-4150-0000 Dr. Detail P.H,D Wash Patrol Vehicles Nov 2024 12/13/2024 0 1,080.00 103 30 4150 0000 Dr Detail P H,D Wash Patrol Vehicles Oct 2024 12/13/2024 0 1,170 00 Vendor Subtotal: 2,250.00
103 30 4150 0000 Foothill Communication Inc Maintenance for Dispatch Console 12/27/2024 20359 8,999 99 Vendor Subtotal: 8,999.99
103 30 4150 0000 Pasadena Humane Society Animal Control Service Nov 2024 12/13/2024 0 7,589 62 Vendor Subtotal: 7,589.62
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 27 PAGE 219 of 238
Account Number Vendor Description GL Date Check No Amount PO No 103-30-4150-0000 Phoenix Group Information Systems Citations Processing Service Oct 2024 12/13/2024 0 1,180.52 Vendor Subtotal: 1,180.52
103-30-4150-0000 Superior Court of California County Revenue Distribution County Fees Oct 12/13/2024 20327 1,252.50 Vendor Subtotal: 1,252.50
103-30-4150-0000 Vital Medical Service, LLC Medical Clearance Pre/Post Booking N 12/13/2024 0 2,813.00 Vendor Subtotal: 2,813.00
103-30-4150-0500 AT&T Mobility E-Citation Service Nov 2024 12/27/2024 20350 200.52 Vendor Subtotal: 200.52
103-30-4150-0500 U.S. Bank Apple.com-ICloud Storage-PD 12/23/2024 20392 0.99 Vendor Subtotal: 0.99
103-30-4316-0000 CopyFree Technology Inc Copier Contract Base Charge 12/6/24- 12/13/2024 0 206.44 Vendor Subtotal: 206.44
103-30-4316-0000 U.S. Bank Wayfair -Bookshelf for Management A 12/23/2024 20392 179.57 103-30-4316-0000 U.S. Bank Evike Super Store-Handguard Airsoft R 12/23/2024 20392 59.54 103-30-4316-0000 U.S. Bank Harbor Freight-Vise for Armory 12/23/2024 20392 44.09 103-30-4316-0000 U.S. Bank Gunmag Warehouse-AR-15 Training M 12/23/2024 20392 193.50 Vendor Subtotal 476 70
103-30-4376-0000 Coast to Coast Computer Products Toner (3) 12/27/2024 20356 607.73 Vendor Subtotal 607 73
103-30-4376-0000 Office Depot Reissue Check- Lost -Office Supplies 12/13/2024 20319 344.19 103 30 4376 0000 Office Depot Paper 12/27/2024 20367 344 19 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 28 PAGE 220 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 688.38
103-30-4376-0000 Pi Variables Flares for PD 12/27/2024 20372 545.31 Vendor Subtotal: 545.31
103-30-4376-0000 Remington Pure Drinking Water Service Dec 2024-PD 12/27/2024 20384 38.00 Vendor Subtotal: 38.00
103-30-4376-0000 U.S. Bank Supplies 12/23/2024 20392 257.14 103-30-4376-0000 U.S. Bank Amazon-Breakroom Supplies 12/23/2024 20392 57.89 103-30-4376-0000 U.S. Bank Office Depot-USB for DA Discovery 12/23/2024 20392 11.45 103-30-4376-0000 U.S. Bank Amazon-Breakroom Supplies 12/23/2024 20392 25.05 103-30-4376-0000 U.S. Bank Amazon-Magnets & Padlocks 12/23/2024 20392 131.82 103-30-4376-0000 U.S. Bank Amazon-Office Supplies 12/23/2024 20392 31.74 103-30-4376-0000 U.S. Bank Party City Trunk or Treat Supplies 12/23/2024 20392 11.03 103-30-4376-0000 U.S. Bank Amazon-Office Supplies 12/23/2024 20392 29.50 103-30-4376-0000 U.S. Bank Amazon-Trunk or Treat Supplies 12/23/2024 20392 15.76 103-30-4376-0000 U.S. Bank Amazon-Trunk or Treat Supplies 12/23/2024 20392 29.51 Vendor Subtotal: 600.89
103-30-4376-0175 Dooley Enterprises Inc Taxes 12/13/2024 20309 681.46 000001149 103-30-4376-0175 Dooley Enterprises Inc Winchester Range 9mm 124 gr JHP +P 12/13/2024 20309 4,191.00 000001149 103-30-4376-0175 Dooley Enterprises Inc Winchester Range .233 Remington 55g 12/13/2024 20309 4,602.00 000001149 Vendor Subtotal: 9,474.46
103-30-4376-0200 U.S. Bank Amazon-Trunk or Treat Supplies 12/23/2024 20392 78.82 103-30-4376-0200 U.S. Bank Sam's Club-Candy for PD to Handout 12/23/2024 20392 177.32 103-30-4376-0200 U.S. Bank Amazon-Trunk or Treat Supplies 12/23/2024 20392 29.52 Vendor Subtotal: 285.66
103-30-4396-0000 U.S. Bank Rotary Club-Quarterly Membership Ch 12/23/2024 20392 440.00 103-30-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 Vendor Subtotal: 508.30
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 29 PAGE 221 of 238
Account Number Vendor Description GL Date Check No Amount PO No 103 30 4412 0000 U S Bank UPS Store Postage 12/23/2024 20392 15 12 103-30-4412-0000 U.S. Bank Fedex Office- Postage to Mail Watchg 12/23/2024 20392 9.91 Vendor Subtotal: 25.03
103-30-4415-0000 Jose Corney Training-Commuter Lunch 1/9/25 12/27/2024 20354 8.00 103-30-4415-0000 Jose Corney Training-Mileage 1/9/25 12/27/2024 20354 61.64 103-30-4415-0000 Jose Corney Training-Mileage 1/8/25 12/27/2024 20354 61.64 103-30-4415-0000 Jose Corney Training-Commuter Lunch 1/8/25 12/27/2024 20354 8.00 Vendor Subtotal: 139.28
103-30-4415-0000 Nancy Elizarraras Reissue - Lost Training Check 12/20/2 12/13/2024 0 105.08 103-30-4415-0000 Nancy Elizarraras Reissue - Lost Training Check 5/3/23 12/13/2024 0 56.47 103-30-4415-0000 Nancy Elizarraras Reissue - Lost Training Check 5/24/24 12/13/2024 0 36.54 103-30-4415-0000 Nancy Elizarraras Reissue - Lost Training Check 7/14/23 12/13/2024 0 190.65 103-30-4415-0000 Nancy Elizarraras Reissue - Lost Training Check 3/11/24 12/13/2024 0 26.76 Vendor Subtotal: 415.50
103-30-4415-0000 U.S. Bank EB The Patrol Search-Credit 12/23/2024 20392 -188.58 103-30-4415-0000 U.S. Bank Hertz-Rental Car Training Ofc. Archul 12/23/2024 20392 255.41 103 30 4415 0000 U S Bank Southwest Flight Training Ofc Archul s t h 12/23/2024 20392 507 92 103-30-4415-0000 U.S. Bank Multi-Agency-Training Sgt.Bestpitch 12/23/2024 20392 190.53 103-30-4415-0000 U.S. Bank Hampton Inn-Training Hotel 3 Nights 12/23/2024 20392 319.77 Vendor Subtotal: 1,085.05
103-30-4436-0000 Robert Patrick Sanderson Background Check-Police Officer App 12/27/2024 20376 1,700.00 Vendor Subtotal: 1,700.00
103-30-4436-0000 U.S. Bank Cafe X20-Interview Panel Lunch Reco 12/23/2024 20392 26.46 Vendor Subtotal: 26.46
103-30-4468-0000 Frank Calistro Training-Mileage 12/9/24 12/27/2024 20352 49.05 103-30-4468-0000 Frank Calistro Training-Per Diem Rate Lunch 12/9/24 12/27/2024 20352 23.00 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 30 PAGE 222 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 72.05
103-30-4468-0000 Kevin Cordischi Training- Per Diem Rate Lunch 12/9/2 12/27/2024 0 23.00 Vendor Subtotal: 23.00
103-30-4468-0000 Nia Hernandez Training-Per Diem Rate Lunch 12/9/24 12/27/2024 0 23.00 Vendor Subtotal: 23.00
103-30-4468-0000 Alejandro Sandoval Reissue Checks-Lost Check Training-M 12/27/2024 0 10.48 Vendor Subtotal: 10.48
103-30-4468-0000 U.S. Bank TAP-Rack-Training Ofc. Calistro 12/23/2024 20392 700.00 103-30-4468-0000 U.S. Bank FBI-LEEDA-Training Sgt Wilson 12/23/2024 20392 795.00 103-30-4468-0000 U.S. Bank Calibre Press-Training Ofc. Salcido & 12/23/2024 20392 739.54 Vendor Subtotal: 2,234.54
103-30-4468-0000 Kenric Wu Training-Per Diem Rate Lunch 12/9/24 12/27/2024 0 23.00 Vendor Subtotal: 23.00
103-30-4480-0000 John Incontro Reimbursement -Conference Hotel 3 N 21/13/2024 20318 1,257.87 Vendor Subtotal: 1,257.87
103-30-4480-0000 U.S. Bank CA Police Chief-Conference Sgt.Bestp 12/23/2024 20392 150.00 103-30-4480-0000 U.S. Bank Spanglish Kitchen -Food for Staff Wor 12/23/2024 20392 100.24 103-30-4480-0000 U.S. Bank Hyatt-Hotel IACP Conference 3 Nigh 12/23/2024 20392 1,718.84 103-30-4480-0000 U.S. Bank Smart & Final-Snack & Drinks -Accid 12/23/2024 20392 94.06 103-30-4480-0000 U.S. Bank Hyatt-Hotel IACP Conference 4 Nigh 12/23/2024 20392 2,044.88 103-30-4480-0000 U.S. Bank Sherton Hotel- Training Parking A. Go 12/23/2024 20392 51.70 Vendor Subtotal: 4,159.72
103-30-4492-0003 Entenmann-Rovin Co Badge-Officer Fertig 12/13/2024 20310 86.93 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 31 PAGE 223 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 86.93
103-30-4492-0003 U.S. Bank Amazon-Firearm Light Holster 12/23/2024 20392 221.41 103-30-4492-0003 U.S. Bank Amazon-Weapon Light 12/23/2024 20392 169.44 Vendor Subtotal: 390.85
103-30-4492-0004 U.S. Armor Corporation Ballistic Vest- Recruit Officer Rodrigu 12/13/2024 20337 877.37 Vendor Subtotal: 877.37
103-30-4500-9025 AT&T Phone Service Oct-Nov 2024-PD 12/13/2024 20305 2,077.98 103-30-4500-9025 AT&T Phone Service Nov-Dec 2024 PD 12/27/2024 20348 289.43 Vendor Subtotal: 2,367.41
103-30-4500-9025 AT&T Long Distance Long Distance Phone Service-PD 12/27/2024 20349 48.90 Vendor Subtotal: 48.90
103-30-4500-9025 AT&T Mobility MiFi Service Nov 2024 (Chief Incontr 12/13/2024 20306 40.24 Vendor Subtotal: 40.24
103-30-4500-9025 Charter Communications Cable Internet Service 11/1/24-11/30/2 12/27/2024 20390 229.98 Vendor Subtotal: 229.98
103-30-4508-0000 Thorson Motor Center Check Engine Light Vehicle #18 12/27/2024 20389 250.00 Vendor Subtotal: 250.00
103-30-4508-0000 U.S. Bank Chevron Fuel- City Pumps Down-PD 12/23/2024 20392 175.00 103-30-4508-0000 U.S. Bank Sinclair-Fuel- City Pumps Down- PD 12/23/2024 20392 68.71 103-30-4508-0000 U.S. Bank Home Depot-Foam for Car Door PD C 12/23/2024 20392 83.72 103 30 4508 0000 U S Bank New Century BMW -Motorcycle Repa 12/23/2024 20392 1,425 77 103-30-4508-0000 U.S. Bank Shell Fuel- City Pumps Down-PD 12/23/2024 20392 63.00 103-30-4508-0000 U.S. Bank Mission Express-Tint for PD Tahoe 12/23/2024 20392 289.77 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 32 PAGE 224 of 238
Account Number Vendor Description GL Date Check No Amount PO No 103-30-4508-0000 U.S. Bank Chevron Fuel- City Pumps Down-PD 12/23/2024 20392 79.74 103-30-4508-0000 U.S. Bank Home Depot-Foam for Car Door PD C 12/23/2024 20392 56.10 103-30-4508-0000 U.S. Bank Home Depot-Tote for Bike Parts Stora 12/23/2024 20392 11.00 103-30-4508-0000 U.S. Bank Shell Fuel- City Pumps Down-PD 12/23/2024 20392 163.68 103 30 4508 0000 U S Bank Chevron Fuel City Pumps Down PD 12/23/2024 20392 30 00 103-30-4508-0000 U.S. Bank Chevron Fuel- City Pumps Down-PD 12/23/2024 20392 84.40 Vendor Subtotal: 2,530.89
103-30-4508-0000 WEX Bank Fuel- 10/25/24-11/25/24-PD 12/13/2024 20342 18.18 103-30-4508-0000 WEX Bank Fuel- 10/25/24-11/25/24-PD 12/13/2024 20342 72.58 Vendor Subtotal: 90.76
103-34-4010-0000 Ameritas Life Insurance Corp Adjustment Premium Dec 2024 12/27/2024 20346 -19.16 Vendor Subtotal: -19.16
103-34-4010-0000 Humana Insurance Co Adjustment Premium Dec 2024 12/13/2024 20317 -82.50 Vendor Subtotal: -82.50
103-34-4010-0000 Mutual of Omaha Adjustment Premium Dec 2024 12/27/2024 20366 -32.71 Vendor Subtotal: -32.71
103-34-4150-0000 EMS QI Partners, LLC EMS QI & Education Nov 2024 12/13/2024 0 2,330.00 Vendor Subtotal: 2,330.00
103-34-4204-0000 U.S. Bank Pasadena Star News-Subscription Nov 12/23/2024 20392 26.00 103-34-4204-0000 U.S. Bank LA Times-Subscription Nov 2024-FD 12/23/2024 20392 16.00 Vendor Subtotal: 42.00
103-34-4206-0000 U.S. Bank Amazon-Station Repair 12/23/2024 20392 13.64 103-34-4206-0000 U.S. Bank Amazon-Hose Nozzle 12/23/2024 20392 18.60 103-34-4206-0000 U.S. Bank Home Depot-Station Repair 12/23/2024 20392 28.51 103-34-4206-0000 U.S. Bank Rag Company-Towels 12/23/2024 20392 108.55 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 33 PAGE 225 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 169.30
103-34-4316-0000 Turnout Maintenance Co LLC Turnout Maintenance 12/13/2024 20336 18.00 Vendor Subtotal: 18.00
103-34-4376-0000 Life-Assist Inc Ambulance Supplies 12/13/2024 0 395.91 Vendor Subtotal: 395.91
103-34-4376-0000 Office Depot Reissue Check- Lost -Office Supplies 12/13/2024 20319 8.90 103-34-4376-0000 Office Depot Reissue Check- Lost -Office Supplies 12/13/2024 20319 111.03 Vendor Subtotal: 119.93
103-34-4376-0000 U.S. Bank Smart & Final-Halloween Candy 12/23/2024 20392 210.14 103-34-4376-0000 U.S. Bank Cal Oaks Pharmacy-Flashlight Batterie 12/23/2024 20392 26.92 103-34-4376-0000 U.S. Bank Ralphs-Bottle Water Engine 12/23/2024 20392 92.40 103-34-4376-0000 U.S. Bank UPS Store-Shipping 12/23/2024 20392 23.04 103-34-4376-0000 U.S. Bank BBQ Galore -Cooking Supplies 12/23/2024 20392 63.92 103-34-4376-0000 U.S. Bank Amazon-Battery 12/23/2024 20392 109.48 103-34-4376-0000 U.S. Bank Pacific Coast Flag-Flags 12/23/2024 20392 447.23 Vendor Subtotal: 973.13
103-34-4396-0000 U.S. Bank Amazon Prime-City Prime Membershi 12/23/2024 20392 68.30 103-34-4396-0000 U.S. Bank Rotary Club-Quarterly Dues Chief Rue 12/23/2024 20392 440.00 Vendor Subtotal: 508.30
103-34-4468-0000 U.S. Bank Rio Hondo-Training Academy A.Marti 12/23/2024 20392 1,677.00 103-34-4468-0000 U.S. Bank National Assoc of EMS Educators-EM 12/23/2024 20392 95.00 103-34-4468-0000 U.S. Bank Red Helmet-Training A.Jimenez 12/23/2024 20392 400.00 Vendor Subtotal: 2,172.00
103-34-4492-0004 U.S. Bank Fireman's Graphics-Helmet Shield 12/23/2024 20392 75.08 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 34 PAGE 226 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 75.08
103-34-4500-9025 U.S. Bank Ringcental-Fax Line Nov & Dec 2024 12/23/2024 20392 23.89 Vendor Subtotal: 23.89
103-34-4508-0000 Puretec Industrial Water Engine 91 Water 12/13/2024 20321 126.67 Vendor Subtotal: 126.67
103-34-4508-0000 U.S. Bank Metro Express Lanes-Fastrak Fee 12/23/2024 20392 40.00 103-34-4508-0000 U.S. Bank Shell Fuel- City Pumps Down-FD 12/23/2024 20392 115.71 103-34-4508-0000 U.S. Bank Home Depot-Vehicle Repair 12/23/2024 20392 89.21 103-34-4508-0000 U.S. Bank Bear Frame-Wheel Alignment for RA 12/23/2024 20392 85.00 Vendor Subtotal: 329.92
Subtotal for Fund: 103 76,212.85
204-64-4150-0000 U.S. Bank Ralphs-Senior Happy Hour Gift Cards 12/23/2024 20392 250.00 Vendor Subtotal: 250.00
204-64-4150-0000 Village Fitness + Physical Therapy Instructor- Fall Balance Strong 9/11/24 12/13/2024 20339 1,100.00 Vendor Subtotal: 1,100.00
204-64-4150-0000 Lauren Weaver Instructor-Fall Yoga 9/10/24-12/6/24 12/13/2024 20341 2,300.00 Vendor Subtotal: 2,300.00
Subtotal for Fund: 204 3,650.00
207-64-4208-0000 Gold Coast Tours Prop A Senior Trip 12/3/24 12/13/2024 20314 1,350.00 Vendor Subtotal: 1,350.00
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 35 PAGE 227 of 238
Account Number Vendor Description GL Date Check No Amount PO No 207-64-4208-0000 H & L Charter Co, Inc Prop A Senior Trip 12/10/24 12/27/2024 20362 1,482.50 Vendor Subtotal: 1,482.50
Subtotal for Fund: 207 2,832.50
212-50-4613-0000 La Verne Power Equipment Inc Electric Riding Mower 12/27/2024 0 23,440.00 000001152 Vendor Subtotal: 23,440.00
Subtotal for Fund: 212 23,440.00
221-50-4376-0000 U.S. Bank Global Industrial-Waste Containers for 12/23/2024 20392 2,057.88 Vendor Subtotal: 2,057.88
Subtotal for Fund: 221 2,057.88
233-30-4613-9300 10-8 Retrofit Outfitting of PD 2024 Chevy Tahoe 12/13/2024 20323 12,167.59 000001138 Vendor Subtotal: 12,167.59
Subtotal for Fund: 233 12,167.59
243-48-4600-0535 Transtech Engineers, Inc Measure R Funding Assessment 12/13/2024 20335 574.75 Vendor Subtotal: 574.75
Subtotal for Fund: 243 574.75
246-46-4600-8024 Dudek Lacy Park Culvert Replacement Projec 12/13/2024 0 8,030.00 Vendor Subtotal: 8,030.00
Subtotal for Fund: 246 8,030.00
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 36 PAGE 228 of 238
Account Number Vendor Description GL Date Check No Amount PO No 281-60-4376-0000 U.S. Bank Bestbuy- Baseball Game for Trunk or T 12/23/2024 20392 385.86 281-60-4376-0000 U.S. Bank Starlink-Internet for Trunk or Treat Ba 12/23/2024 20392 165.00 Vendor Subtotal: 550.86
281-66-4376-0002 U.S. Bank 4 Leaf Print-Track Meet Banner 12/23/2024 20392 175.89 281-66-4376-0002 U.S. Bank 4 Leaf Print-Track Meet Banners 12/23/2024 20392 175.89 Vendor Subtotal: 351.78
281-91-4376-2575 4 Leaf Print, LLC Library Open House Banner 12/27/2024 0 84.46 Vendor Subtotal: 84.46
281-91-4376-2575 U.S. Bank Amazon-Puzzles for Peaceful Puzzling 12/23/2024 20392 32.83 281-91-4376-2575 U.S. Bank Amazon-Gnome Cookies Jars Supplies 12/23/2024 20392 91.81 281 91 4376 2575 U S Bank Amazon Gnome Cookies Jars Supplie 12/23/2024 20392 29 55 281-91-4376-2575 U.S. Bank Amazon-Hot Chocolate for Adult Prog 12/23/2024 20392 41.39 281-91-4376-2575 U.S. Bank Amazon-Gnome Cookies Jars Supplies 12/23/2024 20392 52.53 281-91-4376-2575 U.S. Bank Amazon-Spelling Bee Program Suppli 12/23/2024 20392 10.94 Vendor Subtotal: 259.05
281-92-4150-2575 Lau Martial Club Hung Kuen Dance Lion Dancers for Library Open House 12/27/2024 20364 688.00 Vendor Subtotal: 688.00
281-92-4370-2575 Ingram Library Services Books 12/27/2024 0 138.61 Vendor Subtotal: 138.61
281-92-4376-0000 U.S. Bank Amazon-YA Dinovember Program Sup 12/23/2024 20392 33.92 Vendor Subtotal: 33.92
281-92-4376-2575 U.S. Bank Amazon-YA Monster Mash Program S 12/23/2024 20392 10.94 281-92-4376-2575 U.S. Bank Target-YA Board Game Cafe 12/23/2024 20392 13.08 281-92-4376-2575 U.S. Bank Target-Broomstick Bash Program Supp 12/23/2024 20392 14.51 281-92-4376-2575 U.S. Bank Target-Bag Refund 12/23/2024 20392 -0.20 281-92-4376-2575 U.S. Bank Michaels Stores-Refund 12/23/2024 20392 -35.78 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 37 PAGE 229 of 238
Account Number Vendor Description GL Date Check No Amount PO No 281-92-4376-2575 U.S. Bank Target-Broomstick Bash Supplies 12/23/2024 20392 127.62 281-92-4376-2575 U.S. Bank Target-Children's Maker Mondays Pro 12/23/2024 20392 235.35 281-92-4376-2575 U.S. Bank Amazon-YA Monster Mash Program S 12/23/2024 20392 88.37 281-92-4376-2575 U.S. Bank Target-Bag Refund 12/23/2024 20392 -0.30 281-92-4376-2575 U.S. Bank Target-YA Board Game Cafe 12/23/2024 20392 19.77 281-92-4376-2575 U.S. Bank Amazon-Trunk or Treat Lights 12/23/2024 20392 59.12 281-92-4376-2575 U.S. Bank Target-Broomstick Bash Program Supp 12/23/2024 20392 65.40 281-92-4376-2575 U.S. Bank Amazon-YA Monster Mash Program S 12/23/2024 20392 48.77 Vendor Subtotal: 646.65
Subtotal for Fund: 281 2,753.33
394-46-4600-8024 Dudek Lacy Park Culvert Replacement Projec 12/13/2024 0 512.50 394-46-4600-8024 Dudek Lacy Park Box Culvert Replacement N 12/27/2024 0 1,096.25 Vendor Subtotal: 1,608.75
394-48-4600-0510 Devil Mountain Wholesale Nursery L Trees ( 27) 12/27/2024 20357 2,074.75 Vendor Subtotal: 2,074.75
394-48-4600-0533 Hartzog & Crabill, Inc Traffic Engineering Service On Call N 12/27/2024 20361 861.25 Vendor Subtotal: 861.25
394-48-4600-9271 Onyx Paving Company Street Rehab Project Payment #1 12/27/2024 20368 699,502.10 Vendor Subtotal: 699,502.10
394-48-4600-9272 CJ Concrete Construction Inc Sidewalk Project Retention 12/13/2024 0 6,080.63 394-48-4600-9272 CJ Concrete Construction Inc Sidewalk Project Retention 12/13/2024 0 14,442.81 Vendor Subtotal: 20,523.44
Subtotal for Fund: 394 724,570.29
591-34-4613-9300 Sirennet Lights for BC9 12/13/2024 0 1,518.00 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 38 PAGE 230 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 1,518.00
591-34-4613-9300 U.S. Bank Beetronics-BC Touchscreen Monitors 12/23/2024 20392 1,914.06 Vendor Subtotal: 1,914.06
591-42-4613-0450 La Verne Power Equipment Inc Electric Power Tools 12/27/2024 0 1,780.82 000001150 Vendor Subtotal: 1,780.82
591-42-4613-0501 Enterprise Fleet Management Monthly Fleet Lease Nov 2024 12/13/2024 0 2,412.01 Vendor Subtotal: 2,412.01
591-50-4613-0000 La Verne Power Equipment Inc Electric Riding Mower 12/27/2024 0 11,622.99 000001152 Vendor Subtotal: 11,622.99
Subtotal for Fund: 591 19,247.88
595-10-4150-0000 AdminSure Inc Workers' Comp Claims Admin Jan 202 12/27/2024 0 1,980.00 Vendor Subtotal: 1,980.00
595-10-4356-0000 Self-Insurance Plans Workers' Comp Revolving Assessment 12/27/2024 20386 41,506.35 Vendor Subtotal: 41,506.35
Subtotal for Fund: 595 43,486.35
609-00-2002-0000 Metro Water Domestic Water Oct 2024 12/27/2024 0 176,097.81 Vendor Subtotal: 176,097.81
609-00-2048-2575 Friends of Crowell Public Lib Credit Card Sales Friends Bookstore N 12/13/2024 20312 1,099.50 AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 39 PAGE 231 of 238
Account Number Vendor Description GL Date Check No Amount PO No Vendor Subtotal: 1,099.50
Subtotal for Fund: 609 177,197.31
Report Total: 2,162,286.39
AP-Transactions by Account (12/23/2024 - 3:09 PM) Page 40 PAGE 232 of 238
TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Alison Walker, City Clerk
DATE: January 8, 2025
SUBJECT: APPROVAL OF MINUTES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
BACKGROUND
The City Council of the City of San Marino, at a regular meeting held on Wednesday, April 9, 2014, approved the action minute format for City Council and all advisory body meetings.
DISCUSSION
Attached for Council consideration are the following City Council minutes:
Regular meeting of December 11, 2024.
FISCAL IMPACT & PROCUREMENT REVIEW
None.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
PAGE 233 of 238
RECOMMENDATION
Staff recommends the Council approve the December 2024 minutes. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve the minutes of the regular meeting of December 11, 2024.”
ATTACHMENTS
1. Minutes of December 11, 2024 - Regular Meeting
PAGE 234 of 238
MINUTES
REGULAR MEETING
OF THE SAN MARINO CITY COUNCIL
WEDNESDAY, DECEMBER 11, 2024 AT 6:00 PM
CITY HALL COUNCIL CHAMBERS
AND
23, NO. 61, LANE 208, RUI'AN STREET,
DA’AN DISTRICT, TAIPEI CITY, TAIWAN 106
CALL TO ORDER
Mayor Huang called the regular meeting to order at 6:01 p.m. in the City Hall Council Chambers, located at 2200 Huntington Drive, San Marino, California 91108.
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor Huang.
ROLL CALL: PRESENT: Council Member Chou, Council Member Lo, Council Member Talt, Vice Mayor Shepherd Romey, Mayor
Huang
ABSENT: None
PUBLIC COMMENTS
The following person(s) provided comment:
- James Coupe, Linda Wah
CITY MANAGER'S REPORT
City Manager Eskandar gave the report.
ELECTION
1. ADOPTION OF RESOLUTION NO. R-24-33 CERTIFYING THE NOVEMBER 5, 2024, ELECTION RESULTS
City Clerk Walker presented the staff report.
The following person(s) provided public comment:
- None
Vice Mayor Shepherd Romey moved, seconded by Council Member Talt to accept the official canvass of the General Municipal Election and Special Municipal Election held on November 5, 2024, and adopted Resolution No. R24-33 declaring the results thereof.
Motion passed by the following vote:
PAGE 235 of 238
CITY COUNCIL MINUTES REGULAR MEETING
WEDNESDAY, DECEMBER 11, 2024 PAGE 2 OF 4
AYES: Council Member Chou, Council Member Lo, Council Member Talt, Vice Mayor Shepherd Romey, Mayor Huang
NOES: None
ABSTAIN: None
ABSENT: None
CEREMONIAL
2. PRESENTATION OF CITY TILES TO, AND REMARKS FROM, OUTGOING
CITY COUNCIL MEMBER STEVE TALT
Mayor Huang presented a City Tile to outgoing Council Member Talt. Outgoing Council Member Talt provided remarks.
3. PRESENTATION OF CITY TILES TO, AND REMARKS FROM, OUTGOING CITY COUNCIL MEMBER AND MAYOR, STEVEN W. HUANG
Vice Mayor Shepherd Romey presented a City Tile to outgoing Mayor and Council Member Huang. Outgoing Council Member Huang provided remarks.
4. OATH OF OFFICE ADMINISTERED TO NEWLY ELECTED MEMBER OF THE
SAN MARINO CITY COUNCIL HUNTER CHANG
City Clerk Walker administered the oath of office to Council Member Hunter Chang.
5. OATH OF OFFICE ADMINISTERED TO NEWLY ELECTED MEMBER OF THE
SAN MARINO CITY COUNCIL JOHN CHOU
City Clerk Walker administered the oath of office to Council Member John Chou.
6. REMARKS FROM NEWLY ELECTED COUNCIL MEMBERS
Council Members Hunter Chang and John Chou provided remarks.
7. REORGANIZATION OF THE CITY COUNCIL BY SELECTING A MAYOR AND
VICE MAYOR
Council Member Lo moved, seconded by Council Member Chang, to appoint Vice Mayor Shepherd Romey to serve as Mayor.
Motion passed by the following vote:
AYES: Council Member Chang, Council Member John Chou, Council Member Tony Chou, Council Member Lo, Mayor Shepherd Romey NOES: None
ABSTAIN: None
ABSENT: None
Council Member Lo moved, seconded by Council Member Chang, to appoint PAGE 236 of 238
CITY COUNCIL MINUTES REGULAR MEETING
WEDNESDAY, DECEMBER 11, 2024 PAGE 3 OF 4
Council Member Tony Chou to serve as Vice Mayor.
Motion passed by the following vote:
AYES: Council Member Chang, Council Member Chou, Council Member Lo, Vice Mayor Chou, Mayor Shepherd Romey
NOES: None
ABSTAIN: None
ABSENT: None
8. REMARKS FROM THE NEWLY APPOINTED MAYOR
Mayor Shepherd Romey provided remarks.
CONSENT CALENDAR
Council Member Lo moved, seconded by Council Member Chou, to approve Items 9 through 15 of the consent calendar.
Motion passed by the following vote:
AYES: Council Member Chang, Council Member Chou, Council Member Lo, Vice Mayor Chou, Mayor Shepherd Romey
NOES: None
ABSTAIN: None
ABSENT: None
9. APPROVAL OF AMENDMENT NO. 2 TO THE AGREEMENT WITH DUDEK
FOR PROFESSIONAL DESIGN SERVICES FOR THE CULVERT
REPLACEMENT PROGRAM EXTENDING THE TERM THROUGH DECEMBER 31, 2025
The City Council approved Amendment No. 2 with Dudek extending the term of the Professional Design Services Agreement for the Culvert Replacement Program through December 31, 2025, and authorized the City Manager to execute the amendment on behalf of the City.
10. APPROVAL OF AMENDMENT NO. 2 WITH ECONOMICS, INC. FOR SOLID
WASTE CONSULTING SERVICES EXTENDING THE TERM THROUGH
DECEMBER 31, 2025
The City Council approved Amendment No. 2 to the Professional Services Agreement with Economics, Inc. for solid waste consulting services extending the term through December 31, 2025 and authorized the City Manager to execute the Amendment on behalf of the City.
11. CASH AND INVESTMENT REPORT FOR THE MONTH OF OCTOBER 2024 The City Council received and filed the Cash and Investment Report for the Month of October 2024.
12. RECEIVE AND FILE MONTHLY DISBURSEMENTS REPORT FOR NOVEMBER 2024
PAGE 237 of 238
CITY COUNCIL MINUTES REGULAR MEETING
WEDNESDAY, DECEMBER 11, 2024 PAGE 4 OF 4
The City Council received and filed the Monthly Disbursements Report for the month of November 2024.
13. SCHEDULED VACANCIES FOR COMMISSIONS, COMMITTEES, AND BOARDS FOR CALENDAR YEAR 2025
The City Council accepted and filed the Local Appointments List for all City commissions, committees, and boards for calendar year 2025, and directed the City Clerk to post the list.
14. APPOINTMENT OF ADVISORY BODY MEMBER TO THE PUBLIC SAFETY
COMMISSION
The City Council appointed Brian Davis as a full member of the Public Safety Commission to serve a partial term to end on May 31, 2026.
15. APPROVAL OF MINUTES
The City Council approved the minutes of the regular meeting of November 13, 2024, and the adjourned regular meeting of November 20, 2024.
WRITTEN COMMUNICATIONS OR PUBLIC WRITINGS DISTRIBUTION
The following person(s) provided written communications or public writings:
- James Coupe
FUTURE AGENDA ITEMS
The following item(s) were requested:
- None
ADJOURNMENT
At 7:12 p.m., Mayor Shepherd Romey adjourned the meeting.
ALISON WALKER
CITY CLERK
PAGE 238 of 238