helping hand, engaging in projects from painting windows and small rocks, enhancing the courtyard at the ARTree, spreading mulch to create a safe pedestrian walkway at the Newhall Community Center, installing sand at the Newhall Park playground area, and much more. Mayor Smyth commented that the City had a 230 percent increase in the number of volunteers who participated, with 300 volunteers taking part this year. Mayor Smyth expressed his appreciation to all of the hard-working volunteers for all they do in the community.
Mayor Smyth remarked that Thursday, October 17, marked the last SENSES Block Party of 2024, which brought unforgettable evenings of live music, themes, activities, and great times among friends, families, and neighbors. He mentioned that engaging themes transformed Main Street into other worlds like Alice in Wonderland and Pirates. He mentioned that this year the City celebrated the 100th SENSES Block Party in August. Mayor Smyth commented that this year brought another incredible lineup and looks forward to what is in store for 2025.
Mayor Smyth announced that on Saturday, November 16, from 4 p.m. to 8 p.m., the ultimate kick-off to the holiday season begins with Light Up Main Street. He invited the community to take a step onto Main Street in Old Town Newhall where they will be transported to a Winter Wonderland, complete with real snow, photos with Santa, and tens of thousands of dazzling holiday lights. Mayor Smyth mentioned that this annual festive Santa Clarita tradition will feature the highly anticipated Tree Lighting Ceremony at 5:30 p.m.
CONSENT CALENDAR
All items approved except Item 12.
RESULT: APPROVED [UNANIMOUS]
MOVER: Laurene Weste, Councilmember
SECONDER: Jason Gibbs, Councilmember
AYES: Smyth, Miranda, Gibbs, McLean, Weste
ITEM 1
APPROVAL OF SPECIAL MEETING MINUTES – The minutes are submitted for approval.
RECOMMENDED ACTION: City Council approve the minutes of the October 17, 2024, Special Meeting
ITEM 2
APPROVAL OF SPECIAL MEETING MINUTES – The minutes are submitted for approval.
RECOMMENDED ACTION: City Council approve the minutes of the October 22, 2024, Special Meeting
ITEM 3
APPROVAL OF REGULAR MEETING MINUTES – The minutes are submitted for approval.
RECOMMENDED ACTION: City Council approve the minutes of the October 22, 2024, Regular Meeting
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Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
ITEM 4
CHECK REGISTER NO. 22
Check Register No. 22 for Period 09/20/24 through 10/03/24 and 10/10/24. Electronic Funds Transfers for the Period 09/23/24 through 10/04/24.
RECOMMENDED ACTION:
City Council approve and ratify for payment the demands presented in Check Register No. 22.
ITEM 5
RECREATION MANAGEMENT SYSTEM REPLACEMENT CONTRACT
This item considers an award of a five-year contract to Kaizen Labs for a new, state-of-the-art Recreation Management System (RMS) that will serve as the customer portal, point-of-sale, and management platform for the City's popular recreation programs.
RECOMMENDED ACTION:
City Council:
1. Award a five-year contract to Kaizen Labs for the replacement of the City of Santa Clarita's Recreation Software Management System for a total amount not to exceed $1,360,000.
2. Appropriate funding in the amount of $160,000 from the Technology Replacement Fund (Fund 720) to Expenditure Account 7202203-516101 for Fiscal Year 2025-26.
3. Authorize an ongoing annual appropriation from the General Fund balance (Fund 100) to Technology Services Expenditure Account 1002200-516101 for annual support, hosting, and maintenance beginning in Fiscal Year 2026-27 for $169,150, Fiscal Year 2027-28 for $75,000, Fiscal Year 2028-29 for $50,000, and Fiscal Year 2029-30 for $35,000, contingent upon the appropriation of funds in the annual budget for such fiscal years.
4. Authorize an ongoing annual appropriation from the General Fund balance (Fund 100) to Finance Expenditure Account 1002102-516132 for credit card processing fees beginning in Fiscal Year 2025-26 for $54,000, with an annual increase of three percent through Fiscal Year 2029-30 based on increased estimated revenue projections.
5. Authorize the City Manager or designee to modify the award over the course of the contract term with Kaizen Labs based on revenue actuals.
6. Authorize the City Manager or designee to execute all contracts and associated documents and approve future upgrades at no additional cost, subject to City Attorney approval.
B
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Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
ITEM 6
FLOCK SAFETY AUTOMATED LICENSE PLATE READER CAMERAS CONTRACT City Council to consider approving a two-year contract with an option for two, one-year renewals with Flock Safety for the lease and deployment of 35 Automated License Plate Reader cameras.
RECOMMENDED ACTION:
City Council:
1. Approve a two-year contract with Flock Group, Inc. for the lease of 35 Flock Safety Automated License Plate Reader cameras in an amount of $261,250, with an option for two, one-year renewals in an amount of $125,000 annually, for a total amount not to exceed $511,250.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
Addressing the Council were Glenda (no last name provided), Tony Maldonado, and Di Zimmerman.
Councilmember Gibbs commented that the staff report mentioned that the Los Angeles Sheriff’s Department (LASD) and other law enforcement agencies will have access to data. He mentioned that as he understood the data is generated constantly, placed onto a Flock server, and when accessed by LASD or other agencies they can pull that data, which saves for a 30-day rotation and will consistently delete. Councilmember Gibbs inquired on whether LASD constantly downloads the data from Flock; were there specific times they go to access the data; and what initiates LASD to pull information from the system. Captain Justin Diez of LASD responded that the Sheriff’s Department would access the data when one of the Flock cameras gets a “hit” on a particular license plate associated to a wanted person, amber alert, missing person, or stolen vehicle. Captain Diez commented on the investigative part of when a crime has occurred, stating that detectives would have 30 days to access the camera to review footage, search for specific descriptors of the vehicle, which would assist in determining the owner of the registered vehicle.
Councilmember Gibbs inquired regarding the protocols for other law enforcement agencies having access. Captain Diez responded that LASD does not share the data with any private agencies; however, as long as there is a signed agreement with other law enforcement agencies LASD does share the data and vice versa.
Councilmember Gibbs inquired on whether any of the upper courts have addressed the Flock system in regards to constitutionality, and City Attorney Joe Montes responded that he was not aware of any final decisions on Flock related lawsuits; however, there are pending lawsuits.
Councilmember Gibbs requested that staff provide quarterly updates on Flock security cameras to the Public Safety Committee.
Councilmember Weste inquired on whether the Flock system can be used to track amber alerts, civil alerts, stolen cars, and cars linked to serious crimes. Captain Diez responded that the Flock system would be able to do so, commented on the efficiency of the flock cameras, and remarked 5 Packet Pg. 292
Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
on the removal of human error.
ITEM 7
VALENCIA HERITAGE TENNIS COURT IMPROVEMENTS DESIGN CONTRACT PROJECT P1021
This item considers an award for a design contract for tennis courts improvements at Valencia Heritage Park, which includes an additional tennis court, site improvements and amenities.
RECOMMENDED ACTION:
City Council:
1. Award a design contract to Hirsch and Associates, Inc., for the Valencia Heritage Tennis Court Improvements Design Project P1021 in the amount of $81,420 and authorize a contingency in the amount of $8,142, for a total contract amount not to exceed $89,562.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
ITEM 8
FIRST AMENDMENT TO THE AGREEMENT FOR THE PROVISION OF GARBAGE,
RECYCLABLE MATERIALS, AND ORGANIC WASTE COLLECTION SERVICES AND
ANNUAL RATE ADJUSTMENT
This is an Amended and Restated Agreement and a request for an annual rate adjustment for Solid Waste Collection Services.
RECOMMENDED ACTION:
City Council adopt a resolution approving the Amended and Restated Agreement between the City of Santa Clarita and Burrtec Waste Industries, Inc., for the provision of garbage, recyclable materials, organic waste collection, and the annual rate adjustment.
Addressing the Council were Glenda (no last name provided), Tony Maldonado, and Di Zimmerman.
Adopted Resolution No. 24-70
ITEM 9
PRESERVATION OF 40 +/- ACRES OF REAL PROPERTY IN LOS ANGELES COUNTY, ENCORE PROPERTY, ASSESSOR PARCEL NO. 2865-021-004
This item considers the acquisition of this property supporting the City's commitment to preserve open space lands in an effort to complete the open space greenbelt surrounding the Santa Clarita Valley.
RECOMMENDED ACTION:
City Council:
1. Approve the purchase of 40+/- acres of real property northwest of the City of Santa Clarita, Assessor Parcel Number 2865-021-004, at a total cost of $195,310, which includes property 5 Packet Pg. 293
Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
purchase price, escrow, title, due diligence costs, maintenance, and payment of annual property taxes.
2. Appropriate one-time funds in the amount of $195,310 from the Open Space Preservation District Fund (Fund 358) to Open Space Preservation District Expenditure Account 3587501- 520104.
3. Appropriate ongoing funds in the amount of $8,600 from Open Space Preservation District Fund (Fund 358) to Open Space Expenditure Accounts 3587501-518503 ($3,600) and 3587501-511101 ($5,000) for annual property taxes and ongoing maintenance.
4. Find this acquisition exempt from review under the California Environmental Quality Act (CEQA) pursuant to Article 19, Section 15313 (Class 13); Section 15317 (Class 17); and Section 15325 (Class 25).
5. Authorize the City Manager or designee, to execute all documents, subject to City Attorney approval.
Addressing the Council was Tony Maldonado.
ITEM 10
PRESERVATION OF 169 +/- ACRES OF REAL PROPERTY IN LOS ANGELES COUNTY, HARTIGAN PROPERTY, ASSESSOR PARCEL NOS. 3211-001-034, 3211-001-042, 3214- 022-024, AND 3214-022-025
This item considers the acquisition of this property supporting the City's commitment to preserve open space lands in an effort to complete the open space greenbelt surrounding the Santa Clarita Valley.
RECOMMENDED ACTION:
City Council:
1. Approve the purchase of 169+/- acres of real property northeast of the City of Santa Clarita, Assessor Parcel Numbers 3211-001-034, 3211-001-042, 3214-022-024, 3214-022-025, at a total cost of $702,046, which includes property purchase price, escrow, title, due diligence costs, maintenance, and payment of annual property taxes.
2. Appropriate one-time funds in the amount of $664,837 from the Open Space Preservation District Fund (Fund 358) to Open Space Preservation District Expenditure Account 3587501-520104 and $37,209 from the General Fund (Fund 100) to Property Acquisition Account 1007503-520104.
3. Appropriate ongoing funds in the amount of $17,538 from the Open Space Preservation District Fund (Fund 358) to Open Space Expenditure Accounts 3587501-518503 ($12,803) and 3587501-511101 ($4,735) for annual property taxes and ongoing maintenance.
4. Appropriate ongoing funds in the amount of $982 from the General Fund (Fund 100) to Finance Administration Account 1002100-518503 ($717) and to the Property Acquisition 5 Packet Pg. 294
Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
Management Expenditure Account 1007503-514101 ($265) for annual property taxes and ongoing maintenance.
5. Find this acquisition exempt from review under the California Environmental Quality Act (CEQA) pursuant to Article 19, Section 15313 (Class 13); Section 15317 (Class 17); and Section 15325 (Class 25).
6. Authorize the City Manager or designee, to execute all documents, subject to City Attorney approval.
Addressing the Council was Tony Maldonado.
Councilmember Weste commented on working hard to get an Open Space Preservation District passed and that she was proud to live in a City where 67 percent of the voters mandated the City purchase the open space; she clarified that the open space cannot be built on. She remarked that the only way that it could be rescinded is if the community voted by 67 percent again to remove it from open space. Councilmember Weste commented that this piece of land was purchased from John Hartigan who wanted it to be open space and a for the legacy in the community.
Councilmember Weste announced Mr. Hartigan sadly had passed away a few days prior.
Councilmember Weste asked the Council to entertain the naming of this open space land after John Hartigan, and upon Council consenus, Mayor Smyth requested an item be agenized at the next regularly scheduled City Council meeting to consider naming options.
ITEM 11
2024-25 CIRCULATION IMPROVEMENT PROGRAM, PROJECT C0073 - DESIGN
CONTRACT
This item considers awarding a design contract for the 2024-25 Circulation Improvement Program project. The project will modify three existing intersections to enhance traffic circulation and maximize capacity. The intersections include Newhall Ranch Road and McBean Parkway, Golden Valley Road and Centre Pointe Parkway, and Magic Mountain Parkway and Valencia Boulevard.
RECOMMENDED ACTION:
City Council:
1. Award the design contract to Encompass Consultant Group, Inc. for the 2024-25 Circulation Improvement Program, Project C0073, in the amount of $382,204 and authorize a contingency in the amount of $38,220, for a total contract amount not to exceed $420,424.
2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
ITEM 12 WAS MOVED TO ITEMS PULLED FOR A SEPARATE VOTE
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Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
ITEM 13
RIVERVIEW PROJECT - MASTER CASE 21-205
This item considers approval of the Riverview Project (Master Case 21-205), including 318 residential units and 127,000 square feet of commercial space located at the current Saugus Speedway property.
RECOMMENDED ACTION:
City Council adopt a resolution adopting the Mitigated Negative Declaration (MND) prepared for the project and approving Master Case 21-205, including Architectural Design Review 21- 025, Conditional Use Permit 21-014, Development Review 21-019, Hillside Development Review 22-001, Minor Use Permit 21-027, Oak Tree Permit 21-003, and Tract Map 83605, subject to the conditions of approval.
ITEM 14
CONTRACT EXPENDITURE AUTHORITY FOR ON-CALL BUILDING & SAFETY
CONSULTING FIRMS
This item considers an increase in expenditure authority for contracts with previously selected, qualified vendors to provide as-needed building plan review, building inspection, and permit- related professional services to the City of Santa Clarita.
RECOMMENDED ACTION:
City Council:
1. Authorize an expenditure authority increase to the City of Santa Clairta's on-call Building & Safety consulting firms JAS Pacific, Scott Fazekas & Associates, Interwest Consulting Group, and TRB and Associates in the amount of $500,000, resulting in a total on-call expenditure authority amount of $1,000,000 for Fiscal Year 2024-25.
2. Appropriate one-time funds in the amount of $500,000 from the General Fund (Fund 100) to Building & Safety Expenditure Account 1003800-516101.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
ITEM 15
LETTER OF AGREEMENT WITH SANTA CLARITA VALLEY AUTOMOBILE DEALERS
ASSOCIATION FOR THE SHOP LOCAL PROGRAM
City Council to consider the continuance of a public/private partnership agreement with the Santa Clarita Valley Automobile Dealers Association for the Shop Local program.
RECOMMENDED ACTION:
City Council:
1. Approve $70,000 for a public/private partnership with the Santa Clarita Automobile Dealers Association for continuing the Shop Local program for Fiscal Year 2024-25, per the attached Letter of Agreement.
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Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
2. Authorize the City Manager or designee to execute all contract documents and up to four annual renewal options, subject to City Attorney approval, not to exceed $70,000 in each fiscal year, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
ITEMS PULLED FOR A SEPERATE VOTE
RESULT: APPROVED
MOVER: Laurene Weste, Councilmember
SECONDER: Jason Gibbs, Councilmember
AYES: Smyth, Miranda, Gibbs, McLean, Weste
ABSTAIN: McLean
ITEM 12
RIVERVIEW PROJECT - MASTER CASE 21-205
This item considers approval of the Riverview Project (Master Case 21-205), including 318 residential units and 127,000 square feet of commercial space located at the current Saugus Speedway property.
RECOMMENDED ACTION:
City Council adopt a resolution adopting the Mitigated Negative Declaration (MND) prepared for the project and approving Master Case 21-205, including Architectural Design Review 21- 025, Conditional Use Permit 21-014, Development Review 21-019, Hillside Development Review 22-001, Minor Use Permit 21-027, Oak Tree Permit 21-003, and Tract Map 83605, subject to the conditions of approval.
Addressing the Council were Douglas (no last name provided), Tony Maldonado who read two written comment cards in Spanish, G Rick, and Nicholas Azarian.
Councilwoman McLean commented that at the last City Council meeting she requested the item be brought back with some retail to serve residents who would be living in the development. She commented that she did not hear back; therefore was requesting again, as part of the Conditions of Approval, to have the developer make the commitment to encourage mixed use in the development. Councilwoman Mclean mentioned that she had inquired about bus stops at the development and received confirmation from City Manager Ken Striplin that there would be access to school bus facilities for children. Lastly, Councilwoman McLean commented that on package page 340, under Environmental Services, it stated that all single-family residential dwellings must be designed with space for three, 90-gallon trash cans. However, she wanted to make staff aware that most trash cans are 96-gallons, and whether something needed to be changed to make space for 96-gallon trash cans.
Councilmember Weste commented that she would want the decision on the size of the trash cans be left up to City staff; mentioned that there would be a tremendous amount of retail on the other side of the parking lot with the Sunridge project; and would not want to redesign the project. 5 Packet Pg. 297
Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
Adopted Resolution No. 24-71
PUBLIC PARTICIPATION II
No additional requests to speak were received.
ADJOURNMENT
Mayor Smyth adjourned the Regular Meeting in memory of Audrey Quiros, Dr. Lester A.
Tanner, Grace Elliott, and Steve Zimmer at 7:42 pm.
______________________________________
MAYOR
ATTEST:
______________________________________
CITY CLERK
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Minutes Acceptance: Minutes of Nov 12, 2024 6:00 PM (Consent Calendar)
Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: CHECK REGISTER NOS. 23 AND 24
DEPARTMENT: Administrative Services
PRESENTER: Brittany Houston
RECOMMENDED ACTION
City Council approve and ratify for payment the demands presented in Check Register No. 23 and Check Register No. 24.
BACKGROUND
Check Register No. 23 for the Period 10/04/24 through 10/17/24 and 10/24/24 in the aggregate amount of $7,395,652.58 inclusive of Electronic Funds Transfers for the Period 10/07/24 through 10/18/24 in the aggregate amount of $978,789.76.
Check Register No. 24 for the Period 10/18/24 through 10/31/24 and 11/07/24 in the aggregate amount of $17,673,671.54 inclusive of Electronic Funds Transfers for the Period 10/21/24 through 11/01/24 in the aggregate amount of $4,631,535.49.
FISCAL IMPACT
Adequate funds are available in the budgeted expenditure accounts to support the check register payments.
ATTACHMENTS
Memo - Check Register No. 23
Memo - Check Register No. 24
Check Register No. 23 (available in the City Clerk's Reading File) Check Register No. 24 (available in the City Clerk's Reading File) 6 Packet Pg. 299
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Attachment: Memo - Check Register No. 23 (Check Register No. 23 & 24)
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Attachment: Memo - Check Register No. 23 (Check Register No. 23 & 24)
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Attachment: Memo - Check Register No. 23 (Check Register No. 23 & 24)
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Attachment: Memo - Check Register No. 24 (Check Register No. 23 & 24)
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Attachment: Memo - Check Register No. 24 (Check Register No. 23 & 24)
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Attachment: Memo - Check Register No. 24 (Check Register No. 23 & 24)
Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: LOCAL APPOINTMENTS LIST/DECLARING VACANCIES
DEPARTMENT: Administrative Services
PRESENTER: Mary Cusick
RECOMMENDED ACTION
City Council:
1. Approve the Local Appointments List.
2. Declare vacancies on the Planning Commission; Parks, Recreation and Community Services Commission; Arts Commission; and Open Space Preservation District Financial Accountability and Audit Panel.
3. Approve the recruitment process for the vacancies.
BACKGROUND
Section 54970 et seq. of the Government Code, also known as “The Maddy Act,” takes into consideration a vast and largely untapped reservoir of talent which exists among the citizenry that frequently is not aware of the opportunities for participation on local regulatory and advisory boards and commissions. For that reason, the Maddy Act was enacted for maximum public awareness of appointments to be made by the Governor, the City Council, or other legislative bodies.
Government Code Section 54972 requires that, on or before December 31 of each year, the legislative body (City Council) must cause to be prepared a list of appointments of all ongoing boards, commissions, and committees that are appointed by the City Council. The list must include which terms will expire during the next calendar year, with the name of the incumbent appointee, the date of appointment, the date the term expires, and the necessary qualifications for the position. Section 54973 requires that legislative bodies designate the public library with the largest service population within the jurisdiction to receive a copy of the list.
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Terms of various Planning Commissioners; Parks, Recreation and Community Services Commissioners; Arts Commissioners; and Open Space Preservation District Financial Accountability and Audit Panel members will expire on December 31, 2024. The various appointees, their appointment dates, the dates those appointments expire, and names of the Councilmembers who made the appointments are provided in the attached Local Appointments List.
Pursuant to applicable resolutions and/or ordinances, members of the Planning Commission; Parks, Recreation and Community Services Commission; Arts Commission; and Open Space Preservation District Financial Accountability and Audit Panel serve at the will of the Council for regular appointed terms of four years.
Pursuant to procedures adopted by the City Council in Resolution 91-194, below is a recommended schedule for the appointment process:
November 26 Council declares vacancies
November 27 City Clerk posts and prepares for publication the Notice of Vacancies December 19 Deadline for City Clerk to receive applications January 14 Nominating authority submits nominations for ratification by the City Council
It is anticipated the newly appointed members to the City’s commissions and panel will be administered the oath of office at their next regularly scheduled, respective meetings following appointment.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Sufficient funds necessary to publish the Notice of Vacancies are contained within the City's Fiscal Year 2024-25 adopted budget.
ATTACHMENTS
Local Appointments List
Resolution 91-194
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CITY OF SANTA CLARITA - LOCAL APPOINTMENTS LIST
COPIES MAY BE OBTAINED FROM THE CITY CLERK’S OFFICE
23920 VALENCIA BLVD., SANTA CLARITA, CA 661-255-4391
November 26, 2024
THIS NOTICE SHALL REMAIN POSTED UNTIL SUPERSEDED
PLANNING COMMISSION
Name Appointment Date Expiration Date Nominated By
Timothy Burkhart January 12, 2021 December 31, 2024 Jason Gibbs Renee Berlin January 12, 2021 December 31, 2024 Cameron Smyth Lisa Eichman January 10, 2023 December 31, 2026 Marsha McLean
Denise Lite
September 24, 2024 December 31, 2026 Laurene Weste
Patsy Ayala January 10, 2023 December 31, 2026 Bill Miranda
Duties: The Planning Commission shall have the power and duty, except as otherwise provided by law, to investigate and make recommendations to the City Council regarding review of proposals for major public works projects; review proposals for acquisition of property for street, park or other public purposes; make recommendations to the City Council with respect to a specific plan or regulation or amendment; hold public hearings on proposed zoning; hear and decide applications for conditional uses or other permits; hear and decide applications for exceptions or variances; consider tentative maps of proposed subdivisions; have and exercise all of the powers, duties, rights, privileges and authorities of a City Planning Commission, as provided for by the State of California.
Qualifications: Each of the five (5) Commissioners shall be a resident of the City and shall be appointed by and serve at the pleasure of the City Council.
PARKS, RECREATION AND COMMUNITY SERVICES COMMISSION
Name Appointment Date Expiration Date Nominated By
Jonathan Waymire January 12, 2021 December 31, 2024 Jason Gibbs Henry Rodriguez January 12, 2021 December 31, 2024 Cameron Smyth Peggy Stabile January 10, 2023 December 31, 2026 Marsha McLean Rebecca Skye Ostrom January 10, 2023 December 31, 2026 Laurene Weste Di Thompson February 27, 2024 December 31, 2026 Bill Miranda
Duties: The Parks, Recreation and Community Services Commission shall have the power and duty, except as otherwise provided by law, to advise the City Council in all matters pertaining to parks, public recreation, and community services; cooperate with other governmental agencies and civic groups in the advancement of sound park, recreation, a nd community services planning and programming; and have and exercise all of the powers, duties, rights, privileges and authorities of a City Parks, Recreation and Community Services Commission, as provided for by the State of California.
Qualifications: Each of the five (5) Commissioners shall be a resident of the City and shall be appointed by and serve at the pleasure of the City Council.
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Attachment: Local Appointments List (Local Appointments List/Declaring Vacancies)
CITY OF SANTA CLARITA - LOCAL APPOINTMENTS LIST
COPIES MAY BE OBTAINED FROM THE CITY CLERK’S OFFICE
23920 VALENCIA BLVD., SANTA CLARITA, CA 661-255-4391
November 26, 2024
THIS NOTICE SHALL REMAIN POSTED UNTIL SUPERSEDED
ARTS COMMISSION
Name Appointment Date Expiration Date Nominated By
April Scott-Goss January 12, 2021 December 31, 2024 Jason Gibbs Andrea Vibe January 25, 2022 December 31, 2024 Cameron Smyth Dr. Michael Millar January 10, 2023 December 31, 2026 Marsha McLean Patti Rasmussen January 10, 2023 December 31, 2026 Laurene Weste Susan Shapiro January 10, 2023 December 31, 2026 Bill Miranda
Duties: The Arts Commission shall have the power and duty, except as otherwise provided by law, to advise the City Council and the Director of Parks, Recreation and Community Services, or City Manager, in all matters pertaining to arts programming and public art; cooperate with other governmental agencies and civic groups in the advancement of sound arts development and arts planning and programming; and have and exercise all of the powers, duties, rights, privileges and authorities of a City Arts Commission, as provided for by the State of California.
Qualifications: Each of the five (5) Commissioners shall be a resident of the City and shall be appointed by and serve at the pleasure of the City Council.
OPEN SPACE PRESERVATION DISTRICT
FINANCIAL ACCOUNTABILITY AND AUDIT PANEL
Name Appointment Date Expiration Date Nominated By
Sunil Rajpal January 12, 2021 December 31, 2024 Jason Gibbs Kyle Jellings January 12, 2021 December 31, 2024 Cameron Smyth Sandra Cattell January 10, 2023 December 31, 2026 Marsha McLean Susan Orloff January 10, 2023 December 31, 2026 Laurene Weste Wendy Langhans January 10, 2023 December 31, 2026 Bill Miranda
Duties: The Financial Accountability and Audit Panel reviews and recommends approval of the annual work program to City Council to ensure land acquisition priorities are adhered to; reviews the accounting of the funds generated by the Open Space Preservation District; works in conjunction with the City’s independent auditor to ensure the Preservation District funds were spent properly and good fiscal management of the funds is occurring; makes determinations as to whether the expenditures are consistent with the criteria and the requirements established in the Engineer’s Report; and approves an annual written report for the public, summarizing these actions.
Qualifications: Each of the five (5) Panel Members shall be a resident of the City and shall be appointed by and serve at the pleasure of the City Council.
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Attachment: Local Appointments List (Local Appointments List/Declaring Vacancies)
CITY OF SANTA CLARITA - LOCAL APPOINTMENTS LIST
COPIES MAY BE OBTAINED FROM THE CITY CLERK’S OFFICE
23920 VALENCIA BLVD., SANTA CLARITA, CA 661-255-4391
November 26, 2024
THIS NOTICE SHALL REMAIN POSTED UNTIL SUPERSEDED
BOARD OF LIBRARY TRUSTEES
Name Appointment Date Expiration Date Appointed By
Marsha McLean May 23, 2023 June 30, 2026 Jason Gibbs
Jason Gibbs June 11, 2024 June 30, 2027 Bill Miranda
Laurene Weste June 11, 2024 June 30, 2027 Bill Miranda
Cameron Smyth June 14, 2022 June 30, 2025 Laurene Weste Bill Miranda June 14, 2022 June 30, 2025 Laurene Weste
Duties: The Santa Clarita Public Library shall be governed and operated in accordance with the provisions of the Municipal Libraries Act. (Education Code Section 18900 et seq.)
Qualifications: Each of the five (5) Trustees shall be appointed by the Mayor with the consent of the City Council and hold office for three years.
GREATER LOS ANGELES COUNTY VECTOR CONTROL
BOARD OF TRUSTEES
Name Appointment Date Expiration Date Nominated By
Heidi Heinrich January 10, 2023 January 8, 2027 City Council
Duties: Board member duties and responsibilities include setting policy, establishing the budget, approving expenditures, and retaining legal counsel.
Qualifications: The appointee shall (1) be appointed by the City Council, (2) be a resident voter of the City of Santa Clarita, and (3) serve a full two or four-year term. It is the intent of the Legislature that persons appointed to boards of trustees have experience, training, and education in fields that will assist in the governance of the districts. (Health & Safety Code 2000 et seq.)
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Attachment: Local Appointments List (Local Appointments List/Declaring Vacancies)
CITY OF SANTA CLARITA - LOCAL APPOINTMENTS LIST
COPIES MAY BE OBTAINED FROM THE CITY CLERK’S OFFICE
23920 VALENCIA BLVD., SANTA CLARITA, CA 661-255-4391
November 26, 2024
THIS NOTICE SHALL REMAIN POSTED UNTIL SUPERSEDED
NORTH COUNTY TRANSPORTATION COALITION
Name Appointment Date Expiration Date Nominated By
Jason Gibbs January 26, 2021 Council Discretion City Council Marsha McLean November 13, 2018 Council Discretion City Council Mike Hennawy January 25, 2022 Council Discretion City Council Damon Letz January 25, 2022 Council Discretion City Council Adrian Aguilar November 13, 2018 Council Discretion City Council
Duties: The mission is to improve the movement of people and goods in the North Los Angeles County subregion through the development of policies and programs that address critical transportation issues, promote economic development, and maximize transportation opportunities for the subregion and its member jurisdictions.
Qualifications: The North County Transportation Coalition Joint Powers Authority (JPA) has 12 Governing Board members. Of these members, the Santa Clarita City Council appoints four representatives: one member of the City Council; one representative from a business community organization; one at-large representative; and one non-voting ex officio representative of Santa Clarita Transit. Additionally, one alternate representative of the Governing Board is designated.
Should any person serving on the Governing Board fail to maintain the status as required by Section 5 of the JPA, that person’s position shall be deemed vacated as of the date such person ceases to qualify.
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Attachment: Local Appointments List (Local Appointments List/Declaring Vacancies)
7.b
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Attachment: Resolution 91-194 (Local Appointments List/Declaring Vacancies)
7.b
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Attachment: Resolution 91-194 (Local Appointments List/Declaring Vacancies)
Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: CITYWIDE TREE MAINTENANCE AND INVENTORY CONTRACT DEPARTMENT: Administrative Services
PRESENTER: Andrew Adams
RECOMMENDED ACTION
City Council:
1. Approve an increase, in the current Fiscal Year, of $325,320 to the existing West Coast Arborist, Inc. contract for a total contract amount not to exceed $6,499,592.
2. Award a two-year contract to West Coast Arborists, Inc., beginning in Fiscal Year 2025-26, to provide tree maintenance services, for a total two-year amount not to exceed $6,700,548, plus up to three additional one-year renewal options beginning in year three, not to exceed the annual amount of $3,350,274, plus Consumer Price Index upon request of the contractor and approval of the City of Santa Clarita.
3. Appropriate a one-time amount, in the current Fiscal Year, of $90,000 from the Self Insurance Fund (Fund 721) to expenditure account 7212306-516101.
4. Beginning in Fiscal Year 2025-26, appropriate an ongoing amount of $99,684 from the Areawide Fund (Fund 367) and $73,270 from the Landscape Maintenance District Fund (Fund 357) to the expenditure accounts identified in Attachment A, totaling $172,954.
5. Appropriate a one-time amount of $109,250 beginning in Fiscal Year 2025-26, and an ongoing amount of $56,350, from the Hart Park Fund (Fund 140) to expenditure account 1402401-516101 for the care of trees at Hart Park.
6. Appropriate an amount of $30,000 from the Oak Tree Preservation Fund (Fund 406) to expenditure account 4062401-516101 beginning in Fiscal Year 2024-25 through Fiscal Year 2026-27.
8 Packet Pg. 314
7. Authorize the City Manager, or designee, to execute all contracts and associated documents subject to City Attorney approval, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal years.
BACKGROUND
The City of Santa Clarita (City) performs proactive, routine maintenance on an urban forest comprising approximately 115,000 trees. Approximately half of these trees are funded by Landscape Maintenance Districts (LMD), with the remainder supported by the General Fund.
Proactive maintenance enhances the health and vitality of the City’s trees, while mitigating risks such as large branch failures or full tree collapse due to age, drought, or extreme weather events.
West Coast Arborists, Inc. (WCA), the City’s current tree maintenance contractor, is under contract through June 30, 2025. In addition to routine services—proactive pruning, emergency response, tree plantings, and removals—WCA also supports various City projects, such as the Annual Reforestation Program, the Annual Concrete Rehabilitation Program, and the Annual Overlay Programs. West Coast Arborists, Inc. also assists with ongoing tree inventory efforts, with approximately 45,000 trees still to be inventoried as of October 2024.
To adequately facilitate the remaining tree maintenance activities in Fiscal Year (FY) 2024-25, including the completion of the tree inventory efforts, staff recommends increasing the contract authority to the current WCA contract by $325,320, bringing the total not to exceed contract amount to $6,499,592. Of this amount, $235,320 will support ongoing maintenance activities, including proactive pruning, oak tree preservation measures, emergency responses, and assistance with the aforementioned City projects. The remaining $90,000 will fund the completion of the tree inventory, which will enhance the City’s ability to address problematic trees, respond to tree-claim discovery requests, and track maintenance history. To further support this effort, staff successfully negotiated a reduction in inventory fees from $4 per tree to $2 per tree. Due to the risk related benefits associated with completing the inventory expeditiously, staff recommends a one-time appropriation of $90,000 from the Self Insurance Fund (Fund 721) in FY 2024-25.
Looking beyond June 2025, City staff has evaluated methods to meet the City’s future tree maintenance needs. Staff recommends a piggyback approach, leveraging the City of Victorville’s recent competitive procurement process, which awarded WCA a contract similar in operational scope to the City’s current contract. Through negotiations, staff secured a more competitive pricing model than that awarded to Victorville, effective July 1, 2025, and locked in for the first two years. This negotiated pricing represents only a 6.31 percent increase —requiring an appropriation of $172,954 annually beginning in FY 2025-26—over the City’s current contract, nearly 1 percent below the projected Consumer Price Index increase for FY 2025-26. The projected CPI increase of at least 7% accounts for the two-year freeze in CPI adjustments under the City’s current agreement with WCA, which maintained rates from FY 2022-23 through FY 2024-25. The City is authorized to piggyback onto Victorville’s agreement in accordance with the City of Santa Clarita Municipal Code (SCMC) § 3.12.270(E). This allows the City to leverage a contract established through a competitive process previously conducted by another public agency. A copy of Victorville’s staff report approving the contract is attached for reference.
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Therefore, staff recommends awarding a new contract to WCA, effective July 1, 2025, to manage the City’s tree maintenance activities. The initial contract term will be two years, for a total amount not to exceed $6,700,548, with three, one-year renewals, each not to exceed an annual amount of $3,350,274 plus CPI upon request of the contractor and approval of the City.
The proposed agreement with WCA outlines a comprehensive plan for Citywide tree maintenance, detailing budget allocations, service expectations, and competitive pricing comparisons. West Coast Arborists, Inc. will prune approximately 17,500 trees annually.
Alongside scheduled pruning, WCA will respond to Resident Service Center requests, support Citywide reforestation, assist organizational projects, and address tree-related emergencies as needed, including necessary removals. Additionally, WCA provides a web-based system to track work orders, project budgets, and individual tree maintenance histories.
Benchmarking against other municipalities, the City’s recommended contract with WCA proves cost-competitive. For example, in 2024, the City of Lancaster awarded a tree maintenance contract averaging $105 per tree for pruning, and Ventura’s similar contract averaged $140 per tree. In contrast, the City’s average price per tree under the proposed WCA contract will be $93.
Additionally, as the City assumes ownership and operation of Hart Park in FY 2025-26, it will undertake the maintenance of approximately 1,315 trees within the Park, particularly in high- traffic areas and near structures. A one-time appropriation of $109,250 is proposed for FY 2025- 26 to address immediate pruning needs for 600 trees and the removal of about 30 compromised trees. Starting in FY 2026-27, an ongoing appropriation of $56,350 will support continued maintenance of trees within Hart Park. These budget allocations align resources with the City’s expanding tree maintenance needs, and the addition of Hart Park to the City’s responsibilities.
Lastly, staff requests an annual appropriation of $30,000 from the City’s Oak Tree Fund for FY 2024-25 through FY 2026-27, totaling $90,000 over three years. Per the Oak Tree Preservation Ordinance (Chapter 17.51.040), these funds support oak tree preservation and regeneration, heritage oak identification, purchasing, monitoring, and maintaining oak trees, as well as educational programs on oak preservation. This appropriation will enable WCA to conduct oak tree pruning, disease diagnosis, pest management, and reforestation efforts under current and future contracts.
ALTERNATIVE ACTION
Other action as determined by the City Council.
B
FISCAL IMPACT
The recommended actions require a one-time appropriation of $90,000 in the current fiscal year from the Self Insurance Fund (Fund 721), and an annual appropriation of $30,000 from the Oak Tree Preservation Fund (Fund 406) beginning in FY 2024-25 through FY 2026-27. Beginning in FY 2025-26, ongoing appropriations of $99,684 from Areawide Fund (Fund 367); $73,270 from 8 Packet Pg. 316
Landscape Maintenance District Fund (Fund 357); and $109,250 ($52,900 one-time and $56,350 ongoing) from the Hart Park Fund (Fund 140). Remaining funding for future fiscal years is contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year. Cumulatively, if approved, the total available budget for WCA services will be $3,055,148 effective FY 2025-26.
ATTACHMENTS
City of Victorville Award to WCA
Santa Clarita - Price Schedule 2025-27
Attachment A
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36. Tree Trimming and Maintenance Services Contract, Project CC24-091
Recommendation:
That
the
Honorable
City
Council
approve
the
award
of
a
Tree
Trimming
and
Maintenance
Services
Contract
for
Project
CC24-091
to
West
Coast
Arborists,
Inc.
in the amount not to exceed $134,475.00.
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD) Item Number: 36
City Council / Board of Directors
Written Communications
Meeting of: August 20, 2024
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Tree Trimming and Maintenance Services Contract, Project CC24-091 Recommendation:
That the Honorable City Council approve the award of a Tree Trimming and Maintenance Services Contract for Project CC24-091 to West Coast Arborists, Inc. in the amount not to exceed $134,475.00.
Fiscal Impact:
The total expenditure of $134,475.00 for tree trimming and maintenance services has been allocated in the Fiscal Year 2024/2025 budget under the following account codes:
3705501-52300 - LMAD 1 – Contract Services - $2,000.00
3705502-52300 - LMAD 2 – Contract Services - $6,972.00
3705503-52300 - LMAD 3 – Contract Services - $19,236.00 3705505-52300 - LMAD 5 – Contract Services- $2,320.00
3705506-52300 - LMAD 6 – Contract Services - $19,572.00 3705507-52300 - LMAD 7 – Contract Services - $250.00
3705508-52300 - LMAD 8 – Contract Services - $1,225.00
3705530-52300 - DFAD 1 – Contract Services - $1,000.00
3705531-52300 - DFAD 2 – Contract Services - $250.00
3705532-52300 - DFAD 3 – Contract Services - $500.00
3705550-52300 - MAD 1 – Contract Services - $800.00
3705551-52300 - MAD 2 – Contract Services - $350.00
2505007-52300 - Open Space – Contract Services - $20,000.00 4250700-52300 - Sewer – Contract Services - $10,000.00 1006000-52300 - Parks – Contract Services - $50,000.00
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD) 3 7
2 2
Strategic Plan Goal:
This item aligns with Goal E, Invest in Infrastructure, which focuses on creating a healthy and livable community by maintaining the City’s assets through investment in infrastructure and innovations. By having a qualified contractor for tree trimming and maintenance services, the City ensures the safety and aesthetic values of its public spaces and facilities.
Background:
The City has over 8,400 trees within various Landscape Maintenance Assessment Districts, Drainage Facilities Assessment Districts and Maintenance Assessment Districts (LMADs/DFADs/MADs), open space, public right-of-ways, parks and other City facility areas, that are funded by various assessment districts and general fund budgets. To effectively maintain these trees, the Public Works Department and Community Services Department utilize outside contractors for tree trimming and maintenance services due to the specialized equipment and expertise required for the job.
Staff conducted a competitive proposal solicitation using informal procedures in accordance with Victorville Municipal Code Section 2.28.200. On May 2, 2024, a Request for Proposal (RFP) for qualified tree trimming and maintenance contractors was distributed to seven (7) contractors via email and posted on the City of Victorville’s website and ebidboards. A mandatory pre-bid meeting was held on May 14, 2024, and proposal submittals were due on May 29, 2024. The City received proposals from the following contractors:
•Mariposa Tree Management (Irwindale, Ca)
•West Coast Arborists Inc. (Ontario, Ca)
•Integrity Arborist and Ecoscape (Riverside, Ca)
Discussion:
A selection committee consisting of three City staff members conducted a thorough review of the proposals submitted. The evaluation criteria included qualifications and experience, references, services and equipment, GPS asset management, schedule of compensation, and quality and completeness of the proposal.
The contractors were evaluated based on the following criteria:
•Qualifications (20 points)
oQualifications and experience of the firm and its staff oDemonstrated ability to perform like services for comparable agencies oLicensing required to perform various tree maintenance and arborist services
oTraining of staff and safety record
oAbility of the firm to provide bonding and the proper insurance coverage •References (15 points)
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD) 3 7
2 2
oVerified references from past and present clients
•Services & Equipment (20 points)
oProposed approach to perform annual tree trimming and maintenance, GPS inventory asset management and arborist inspection services oAbility of the firm to provide services to the City
oList of equipment
oLocation of office from which the work will be provided •GPS Asset Management (15 points)
oAbility to provide a database of all City maintained trees oMethod for completing and updating the tree inventory
oHave a current functional database system with current clients oQuality of database software, Internet accessibility
oTechnical support for software and data management
oPlan for migrating existing City database into proposer’s software •Schedule of Compensation (15 points)
oEvaluation of the firm’s fee schedule
oCompleteness of services offered to the City
•Quality and Completeness of Proposal (15 points)
oRelevance and conciseness of Bid Proposal and Statement of Qualifications
Using these criteria, the contractors were ranked as follows:
Contractor Evaluator No. 1 Evaluator No. 2 Evaluator No. 3 Average Ranking Mariposa Tree
Mgmt.
82 94 87.5 87.8 2
West Coast
Arborists Inc.
90 95 95.5 93.5 1
Integrity Arborist
and Ecoscape
62 88 70.5 73.5 3
In accordance with Victorville Municipal Code (VMC) section 2.28.200, the City Council may award the construction contract to the best value bidder, with VMC 2.28.040, outlining the criteria for determining the best value bidder. West Coast Arborists, Inc. (WCA) emerged as the top-ranked bidder due to the following criteria items:
- VMC 2.28.040(a)(2) - The bidder's ability, capacity and skills to provide the goods and/or services in accordance with bid specifications;
- VMC 2.28.040(a)(5) - The bidder's ability to provide future maintenance, repair, parts and service for the use of the goods purchased or facility constructed, if appropriate; and
- VMC 2.28.040(a)(6) - The bidder's favorable record of performance under prior contracts with the city (if any) and other purchasers where such bidder has previously been awarded such contracts;
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD) 3 7
2 2
Accordingly, staff recommends that the Honorable City Council award the Tree Trimming and Maintenance Services Contract to WCA in an amount not to exceed $134,475.00.
Public Works staff and Community Services staff recommend awarding the Construction Agreement to WCA due to their comprehensive proposal and demonstrated ability to meet all requirements.
Staff remains available for any questions the Council may have.
Attachments: A. Construction Agreement
B. Cost Proposals
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD)
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD)
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD)
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Attachment: City of Victorville Award to WCA (TREE MAINTENANCE CONTRACT AWARD) 1 Service Request Prune 0-6 DSH
Each
$80.00
2 Service Request Prune 7-12 DSH
Each
$160.00
3 Service Request Prune 13-18 DSH
Each
$240.00
4 Service Request Prune 19+ DSH
Each
$325.00
5 Crown Raise/Clearance Prune
Each
$64.00
6 Palm Tree Prune
Each
$94.00
7 Tree & Stump Removal
Inch
$48.00
8 Stump Grinding
Inch
$20.00
9 Root Prune
Linear Foot
$20.00
10 Root Barrier Installation
Linear Foot
$20.00
11 Plant 15 Gallon Tree
Each
$215.00
12 Plant 24" Box Tree
Each
$395.00
13 Plant 36" Box Tree
Each
$1,075.00
14 Plant 48" Box Tree
Each
$1,875.00
15 Plant 60" Box Tree
Each
$5,000.00
16 Tree Watering
Man Hour
$99.00
17 Arborist Report
Man Hour
$174.00
18 Resistograph Testing
Man Hour
$174.00
19 Ground Penetrating Radar
Man Hour
$700.00
20 Air Spade Services
Man Hour
$174.00
21 Fumigation
Man Hour
$174.00
22 Fertilization
Man Hour
$174.00
23 Risk Assessment-level 1, 2, 3
Man Hour
$174.00
24 Soil Testing
Man Hour
$174.00
25 Tree Well Enhancement
Man Hour
$174.00
26 Tree Spraying-ground level
Inch
$3.00
27 Tree Spraying-aerial lift
Inch
$5.00
28 Insecticide Trunk Banding
Inch
$6.00
29 PGR Trunk Banding
Inch
$3.00
30 PGR Soil Application
Inch
$5.00
31 Fertilizer Drenching
Inch
$4.00
32 Trunk Injection-insecticide/miticide
Inch
$6.00
33 Trunk Injection-fungicide
Inch
$5.00
34 Trunk Injection-insecticide & fungicide
Inch
$9.00
CITY OF SANTA CLARITA
Item
Schedule of Compensation for Year 2025 - 2026
Tree Maintenance Services performed by WCA, Inc.
Description
Unit
Proposed Prices
Printed on: 11/12/2024 10:29:59 AM
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Attachment: Santa Clarita - Price Schedule 2025-27 (TREE MAINTENANCE CONTRACT AWARD) 35 GPS Tree Inventory
Each
$4.00
36 Specialty Equipment ($1200/8hrs)
Hour
$150.00
37 Crew Rental - per man
Man Hour
$99.00
38 Emergency Services (3 workers @ $447/hr)
Man Hour
$149.00
39 Grid Tree Pruning - General Fund
Each
$92.00
40 Grid Tree Pruning - LMAD
Each
$94.00
41 Tree Well - Fill in cutouts with mulch
Each
$24.00
The proposed rates match those from the City of Victorville's formal competitive bid, which WCA successfully secured. We are pleased to offer these rates starting on 7/1/2025, with a guarantee they will remain unchanged for 24 months.
CITY OF SANTA CLARITA
Item
Schedule of Compensation for Year 2025 - 2026
Tree Maintenance Services performed by WCA, Inc.
Description
Unit
Proposed Prices
Printed on: 11/12/2024 10:29:59 AM
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Attachment: Santa Clarita - Price Schedule 2025-27 (TREE MAINTENANCE CONTRACT AWARD) 3572411 - 516112 $9,212 $581 $9,793
3572412 - 516112 $49,337 $3,113 $52,450
LMD T3 VAL HILLS 3572413 - 51611 2 $26,024 $1,642 $27,666 3572414 - 516112 $37,720 $2,380 $40,100
3572415 - 516112 $19,040 $1,201 $20,241
3572416 - 516112 $12,568 $793 $13,361
3572417 - 516112 $48,845 $3,082 $51,927
3572418 - 516112 $81,073 $5,116 $86,189
3572419 - 516112 $4,171 $263 $4,434
3572420 - 516112 $28,004 $1,767 $29,771
3572420 - 516112 $24,960 $1,575 $26,535
3572420 - 516112 $7,915 $499 $8,414
3572423 - 516112 $10,589 $668 $11,257
3572424 - 516112 $9,841 $621 $10,462
3572425 - 516112 $176,433 $11,133 $187,566
3572426 - 516112 $106,954 $6,749 $113,703
3572427 - 516112 $30,764 $1,941 $32,705
3572428 - 516112 $1,512 $95 $1,607
3572430 - 516112 $5,268 $332 $5,600
3572431 - 516112 $2,626 $166 $2,792
3572432 - 516112 $16,799 $1,060 $17,859
3572433 - 516112 $2,995 $189 $3,184
3572434 - 516112 $7,105 $448 $7,553
3572435 - 516112 $3,347 $211 $3,558
3572435 - LMD 8 ACKERMAN AVENUE
516112 - TREE TRIMMING
3572433 - LMD 6 CANYON CREST
516112 - TREE TRIMMING
3572434 - LMD 7 CREEKSIDE
516112 - TREE TRIMMING
3572431 - LMD 4 VIA PRINCESSA/SIERRA HIGHWAY
516112 - TREE TRIMMING
3572432 - LMD 5 SUNSET HILLS
516112 - TREE TRIMMING
3572428 - LMD 1 GOLDEN VALLEY CENTEX
516112 - TREE TRIMMING
3572430 - LMD 3 SIERRA HEIGHTS
516112 - TREE TRIMMING
3572426 - LMD T47 NORTH PARK
516112 - TREE TRIMMING
3572427 - LMD T52 STONECREST
516112 - TREE TRIMMING
3572424 - LMD T31 SHANGRI-LA
516112 - TREE TRIMMING
3572425 - LMD T46 NORTHBRIDGE
516112 - TREE TRIMMING
516112 - TREE TRIMMING
LMD T23B SECO VILLAS
516112 - TREE TRIMMING
3572423 - LMD T29 AMERICAN BEAUT
Y
516112 - TREE TRIMMING
3572419 - LMD T17 RAINBOW GLEN
516112 - TREE TRIMMING
LMD T23 MOUNTAIN VIEW
516112 - TREE TRIMMING
LMD T23A MOUNTAIN VIEW CONDOS (SECO CYN)
3572417 - LMD T7 CENTRAL VALLEY & NORTH VALLEY
516112 - TREE TRIMMING
3572418 - LMD T8 SUMMIT
516112 - TREE TRIMMING
3572415 - LMD T5 VALENCIA GLEN
516112 - TREE TRIMMING
3572416 - LMD T6 SOUTH VALENCIA VALLEY
516112 - TREE TRIMMING
3572414 - LMD T4 VALENCIA MEADOWS
516112 - TREE TRIMMING
Ongoing
Appropriation
Increase
Recommended
New Budget
3572411- LMD T1 FAIRCLIFF
LMD T1 FAIRCLIFF
3572412- LMD T2 OLD ORCHARD
516112- TREE TRIMMING
LMD & Areawide Tree Trimming Budget FY25-26
Zone/Area Name Key Org & Account Current Budget
3572413 - LMD T3 VALENCIA HILLS
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Attachment: Attachment A (TREE MAINTENANCE CONTRACT AWARD) 3572436 - 516112 $10,002 $631 $10,633
3572437 - 516112 $54,308 $3,427 $57,735
3572438 - 516112 $8,489 $536 $9,025
3572439 - 516112 $57,236 $3,612 $60,848
3572440 - 516112 $8,324 $525 $8,849
3572441 - 516112 $5,534 $349 $5,883
3572442 - 516112 $1,978 $125 $2,103
3572443 - 516112 $6,552 $413 $6,965
3572444 - 516112 $1,804 $114 $1,918
3572446 - 516112 $4,229 $267 $4,496
3572447 - 516112 $60,492 $3,817 $64,309
3572448 - 516112 $14,896 $940 $15,836
3572449 - 516112 $30,024 $1,895 $31,919
3572450 - 516112 $24,135 $1,523 $25,658
3572451 - 516112 $20,339 $1,283 $21,622
3572452 - 516112 $6,290 $397 $6,687
3572453 - 516112 $5,035 $318 $5,353
3572454 - 516112 $3,000 $189 $3,189
3572455 - 516112 $1,031 $65 $1,096
3572456 - 516112 $8,657 $546 $9,203
3572457 - 516112 $10,886 $687 $11,573
3572458 - 516112 $4,411 $278 $4,689
3572459 - 516112 $7,162 $452 $7,614
3572460 - 516112 $2,648 $167 $2,815
3572461 - 516112 $18,612 $1,174 $19,786
3572462 - 516112 $39,360 $2,484 $41,844
3572463 - 516112 $16,634 $1,050 $17,684
3572462 - LMD T69 WEST HILLS
516112 - TREE TRIMMING
3572463 - LMD T68 WEST CREEK VILLAGE
516112 - TREE TRIMMING
3572460 - LMD 30 PENLON
516112 - TREE TRIMMING
3572461 - LMD 31 FIVE KNOLLS
516112 - TREE TRIMMING
3572458 - LMD T71 HASKELL RANCH
516112 - TREE TRIMMING
3572459 - LMD 29 VILLA METRO
516112 - TREE TRIMMING
3572456 - LMD T62 CANYON HGHTS
516112 - TREE TRIMMING
3572457 - LMD T67 MIRAMONTES
516112 - TREE TRIMMING
3572454 - LMD T44 BOUQUET CANYON
516112 - TREE TRIMMING
3572455 - LMD T48 SHADOW HILLS
516112 - TREE TRIMMING
3572452 - LMD T33 CANYON PARK
516112 - TREE TRIMMING
3572453 - LMD T20 EL DORADO VILLAGE
516112 - TREE TRIMMING
3572450 - LMD T65 FAIR OAKS PHASE 1
516112 - TREE TRIMMING
3572451 - LMD T65A FAIR OAKS PHASE 2&3
516112 - TREE TRIMMING
3572448 - LMD 28 NEWHALL
516112 - TREE TRIMMING
3572449 - LMD T51 VALENCIA HIGH SCHOOL
516112 - TREE TRIMMING
3572446 - LMD 26 CENTER POINTE COMMERCIAL
516112 - TREE TRIMMING
3572447 - LMD 27 CIRCLE J
516112 - TREE TRIMMING
3572443 - LMD 22 HMNMH
516112 - TREE TRIMMING
3572444 - LMD 24 CANYON GATE
516112 - TREE TRIMMING
3572441 - LMD 20 GOLDEN VALLEY RANCH COMMERCIAL
516112 - TREE TRIMMING
3572442 - LMD 21 GOLDEN VALLEY RANCH RESIDENTIAL
516112 - TREE TRIMMING
3572439 - LMD 18 TOWN CENTER
516112 - TREE TRIMMING
3572440 - LMD 19 BRIDGEPORT
516112 - TREE TRIMMING
3572437 - LMD 16 VALENCIA INDUSTRIAL CTR
516112 - TREE TRIMMING
3572438 - LMD 17 BOUQUET/RAILROAD AVENUE
516112 - TREE TRIMMING
3572436 - LMD 15 RIVER VILLAGE
516112 - TREE TRIMMING
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Attachment: Attachment A (TREE MAINTENANCE CONTRACT AWARD) 3572464 - 516112 $2,000 $126 $2,126
3577312-516112 $4,000 $252 $4,252
$1,161,170 $73 ,270 $1 ,234,440
3672400 - 516112 $103,805 $6,550 $110,355
3677307 - 516112 $98,060 $6,188 $104,248
$201,865 $12,738 $214 ,603
3672401 - 516101 $1,377,909 $86,946 $1,464,855
$1,377,909 $86 ,946 $1 ,464,855
$2,740,944 $172,954 $2,913,898
3672401 URBAN FORESTRY
516101- CONTRACTUAL SERVICES
TOTAL GENERAL FUND 367
GRAND TOTAL
3672400- AREAWIDE 2008-1/T1 AD-VALOREM
516112 - TREE TRIMMING
3677307 AREAWIDE PARK TREES
516112 - TREE TRIMMING
TOTAL AREAWIDE FUND 367
3572464 - LMD 32 VISTA CANYON
516112 - TREE TRIMMING
3577312- TESORO ADOBE
516112 - TREE TRIMMING
TOTAL LMD FUND 357
8.c
Packet Pg. 330
Attachment: Attachment A (TREE MAINTENANCE CONTRACT AWARD)
Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: CITRUS BUILDING TENANT IMPROVEMENTS, PROJECT F1030 -
DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award the design contract to Wolcott Architecture for the Citrus Building Tenant Improvements, Project F1030, in the amount of $214,790 and authorize a contingency in the amount of $20,210, for a total contract amount not to exceed $235,000.
2. Appropriate one-time funds in the amount of $235,000 from the Citrus Facility Fund (Fund 130) to expenditure account F1030130-516101; increase Transfer Out to Citrus Facility Fund (Fund 130) to expenditure account 1009500-710130 and Transfers In from General Fund (Fund 100) revenue account 130-600100 by $235,000.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
On October 10, 2023, the City Council approved the acquisition of an approximately 15,000- square-foot facility located on Citrus Street, as shown on the attached Location Map. The facility was acquired as a long-term investment for the City of Santa Clarita (City) and for the purpose of relocating the operations of public television. The facility is currently subdivided into three units, with two of the units maintaining active 10-year leases. The largest unit, which is approximately 9,500 square feet, was deemed as a suitable site for a new, modern studio that would help meet the current and future demands of public television.
9 Packet Pg. 331
On December 29, 2023, the grant deed transferring ownership of the facility to the City was recorded with Los Angeles County. However, as part of the purchase agreement, the previous owner, Lundgren Management (Lundgren), was authorized to lease back the property in order to cease its operations permanently. Lundgren continued to maintain use of the facility through February 2024. The following is a brief chronology of City staff’s efforts to move forward with the needed tenant improvements for the relocation of public television. Additional details are provided further in the agenda.
• March - June: Conceptual plans developed in collaboration with SCVTV • May - June: Development of a Request for Proposal (RFP) • June - July: RFP was available for submissions
• August: Interviews, discussions, and negotiations with proposers • September - October: Conceptual plans modified to reduce scope of work
City staff worked collaboratively with SCVTV on conceptual plans that would maximize the usability of the unit, while minimizing the potential costs of the tenant improvements. Several design concepts were developed and each would provide public television with an approximately 1,920-square-foot stage, which is substantially larger than the existing 670-square-foot stage at the current site in Newhall. This project supports the Sustaining Public Infrastructure theme of the City's five-year strategic plan, Santa Clarita 2025.
The scope of work for this design contract includes architectural, structural, mechanical, electrical, and plumbing design services required to prepare construction documents. These documents will consist of complete plans, specifications, and engineer’s estimates for construction. Bid assistance will also be provided to support the solicitation for a construction contract.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms to provide design services for the Citrus Building Tenant Improvements project. The RFP was published and circulated via the City’s e-procurement system, BidNet, on June 11. The City transmitted the solicitation to 1,451 vendors on BidNet, of which 51 vendors downloaded the RFP. A total of two companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel, comprised of staff from the Public Works department and City Manager’s Office, scored the responses using the following categories of weighted criteria:
• Consultant’s qualifications and overall project team experience (30 points) • Proposed methodology and ability to meet the scope of work (30 points) • Proposer’s understanding of the project (20 points)
• References (20 points)
9 Packet Pg. 332
After the initial review, both firms were interviewed. Based on the evaluation and interviews, the evaluation panel scored the responses based on a 100-point scale, with the results outlined below:
Rank Company Location Score
1 Gensler Los Angeles, CA 80
2 Wolcott Architecture Los Angeles, CA 78
During the proposal review process, both submissions were found to be suitable, with Gensler receiving a slightly higher score. However, after reviewing Gensler’s fee proposal, staff observed that it was substantially higher than the “Estimated Contract Value” noted in the RFP. After further discussions with Gensler, City staff concluded that we could not find a mutually agreeable fair and reasonable price.
Following procedures outlined in the City’s Purchasing Policy, staff then engaged the next highest-ranked firm, Wolcott Architecture (Wolcott). After careful evaluation, Wolcott's proposal was found to provide good value and to meet the City’s design requirements, resulting in a successful agreement at a fair and reasonable price.
Wolcott demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. They analyzed the project location and identified key design factors that will need to be addressed in the design. Based on their design and technical experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the design contract to Wolcott. The proposal is available in the City Clerk’s Reading File.
Design work is expected to begin in January 2025 and a complete set of construction documents ready for bidding is expected to be available by September 2025. The station is anticipated to be ready for occupancy by June 2026.
The requested budget appropriation will provide for a building assessment, utility fees, and staff time.
California Government Code 4526 prescribes the selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architect and engineering services based on cost. City staff was able to reach an agreement with Wolcott at a fair and reasonable price.
The requested contingency will cover the cost of design constraints and account for potential design modifications requested by the City and other permitting agencies during the design of the project. This includes power and air conditioning improvements to the existing building infrastructure to accommodate the extra lighting and equipment required for broadcast studios.
ALTERNATIVE ACTION
Other action as determined by the City Council.
9 Packet Pg. 333
FISCAL IMPACT
Upon approval of the recommended actions, $235,000 will be transferred from General Fund (Fund 100) to Citrus Facility Fund (Fund 130) to fund the Citrus Building Tenant Improvements Project F1030130-516101.
ATTACHMENTS
Location Map
Proposal for Wolcott Architecture (available in the City Clerk's Reading File) 9 Packet Pg. 334
9.a
Packet Pg. 335
Attachment: Location Map (CITRUS BUILDING TENANT IMPROVEMENTS - DESIGN CONTRACT)
Agenda Item: 10
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: FINAL TRACT MAP, ACCEPTANCE OF OFFERS OF DEDICATION,
AND REJECTION OF IRREVOCABLE OFFER OF DEDICATION
FOR TRACT MAP NO. 51644-19 (TESORO HIGHLANDS)
DEPARTMENT: Public Works
PRESENTER: Amalia Marreh
RECOMMENDED ACTION
City Council:
1. Approve the Final Tract Map for Tract No. 51644-19.
2. Accept on behalf of the public the offers of dedication and grant of: (1) the easements for sanitary sewers and sanitary sewer ingress and egress purposes; (2) all sanitary sewers and appurtenant structures; (3) the easements for covered storm drain, storm drain appurtenant structures, ingress and egress purposes; (4) the right to restrict or prohibit the erection or construction of any buildings or structures within lots 47 through 55, inclusive; (5) the right to restrict or prohibit any and all allowable uses or construction within those areas designated as open space on this map.
3. Reject the irrevocable offer of dedication and grant in fee simple of all lot 36 for flood control purposes.
4. Authorize the City Manager or designee to rescind the rejection and accept the offer of dedication and grant in fee simple of all of lot 36 for the purposes of transferring to Los Angeles County Flood Control District when construction of the improvements is completed to the satisfaction of the Director of Public Works.
5. Make findings as follows: This project is consistent with the provisions of Sections 66474 and 66474.1 of the Subdivision Map Act and should be approved.
10 Packet Pg. 336
6. Instruct the Director of Administrative Services to endorse the Special Assessment Statement on the face of the Final Tract Map for Tract No. 51644-19, which indicates all special assessments levied by the City of Santa Clarita are paid.
7. Instruct the City Clerk to endorse the City Clerk’s Statement on the face of the Final Tract Map for Tract No. 51644-19, which embodies the approval of said map, the acceptance of the dedications shown thereon, and the rejection of the irrevocable offer of dedication and grant in fee simple shown thereon.
8. Instruct the City Surveyor to endorse the City Surveyor’s Statement on the face of the Final Tract Map for Tract No. 51644-19, which provides for verification that the map is technically correct.
9. Instruct the City Engineer to endorse the City Engineer’s Statement on the face of Final Tract Map for Tract No. 51644-19, which provides for verification of substantial conformance with the Tentative Tract Map and all provisions of local ordinances and state laws applicable at the time of approval.
BACKGROUND
The Final Tract Map for Tract No. 51644-19, a location map exhibit of which is attached, has been reviewed by City of Santa Clarita (City) staff and found to be in substantial conformance with the principles and standards required by the Unified Development Code and State Subdivision Map Act. On November 7, 2018, the Los Angeles County Department of Regional Planning approved the Revised Vesting Tentative Tract Map No. 51644-1. On November 12, 2019, the City Council approved the Tesoro del Valle Annexation (Master Case 19-115). This area was subsequently annexed to the City on November 14, 2022. The subject property is located within the Tesoro del Valle area, north of Tesoro del Valle Road.
The Final Tract Map No. 51644-19 consists of a subdivision of 34.20 acres into 55 lots and allows for the construction of 31 single-family residential units, 77 condominium units within 4 multi-family lots, 3 private park lots, 6 open space lots, and various private streets and utility service lots.
Lot 36, as indicated on the attached location map, will be developed as a debris and desilting basin for flood control purposes. The offer of dedication in fee simple for this lot is being rejected on the map until the improvements are constructed and completed to the satisfaction of the Director of Public Works. Following acceptance, ownership of the basins will be transferred to Los Angeles County Flood Control District.
The Final Tract Map for Tract No. 51644-19 was reviewed to the satisfaction of the City Surveyor and the City Engineer and found to be in substantial conformance with the previously approved Tentative Tract Map. The conditions of approval established by the County of Los Angeles and adopted by the City were also met and fees have been and/or will be paid as indicated on the attached Fact Sheet. Therefore, the Final Tract Map is ready for City Council approval and acceptance of the dedications shown thereon.
10 Packet Pg. 337
Pursuant to Section 66474.1 of the Subdivision Map Act, a legislative body shall not deny approval of a final or parcel map if it was previously approved as a tentative map for the proposed subdivision and if it finds the final or parcel map is in substantial compliance with the previously approved tentative map.
ALTERNATIVE ACTION
Staff has not identified alternative actions that would conform to requirements set forth in the Subdivision Map Act.
FISCAL IMPACT
The resources required to implement the recommended action are contained within the City's adopted FY 2024-25 budget.
ATTACHMENTS
Location Map
Fact Sheet
10 Packet Pg. 338
10.a
Packet Pg. 339
Attachment: Location Map (APPROVE MAP/ACCEPT/REJECT OFFER OF DEDICATION TR51644-19
FACT SHEET
TRACT MAP 51644-19
Location: Within the Tesoro community north of Tesoro del Valle Road.
Acreage: Approximately 34.20 acres
Number of Lots: Fifty-five (55)
Use: Thirty-one (31) single family residential units, Seventy-Seven (77) condominium units within four (4) multi-family lots, three (3) private park lots, six (6) open space lots, and various private streets and utility service lots.
Owner: BLC Tesoro LLC, a Delaware Limited Liability Company; Western Alliance Bank, an Arizona Corporation; Lennar Homes of California, Inc. a California Corporation.
Trails/Paseos: No new trails are being dedicated to the City by this map.
B&T Fees: All applicable Bridge and Thoroughfare (B&T) Fee(s) will be paid prior to the issuance of building permits, in accordance with the conditions of approval issued by the County of Los Angeles prior to annexation.
Transit Fees: The Transit Fee obligation was not required by the County of Los Angeles.
Quimby Fees: The Quimby obligation for the development has previously been satisfied with the dedication of 12 acres for a private park.
School Fees: All applicable School Fee(s) will be paid prior to issuance of building permits.
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Packet Pg. 340
Attachment: Fact Sheet (APPROVE MAP/ACCEPT/REJECT OFFER OF DEDICATION TR51644-19 (TESORO))
Agenda Item: 11
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: 2024-25 OVERLAY AND SLURRY SEAL PROGRAM, PROJECT M0157 - DESIGN CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award the engineering design and construction support services contract to Pavement Engineering, Inc., for the 2024-25 Overlay and Slurry Seal Program, Project M0157, in the amount of $709,820, and authorize a contingency in the amount of $106,473, for a total contract amount not to exceed $816,293.
2. Authorize the City Manager or designee to execute up to three annual renewal options not to exceed the base annual contract, inclusive of contingency, plus any adjustment consistent with the appropriate Consumer Price Index.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) is responsible for maintaining 1,301 lane miles of streets. The Overlay and Slurry Seal Program is an integral part of the City’s efforts to maintain our street and roadway system. The Overlay and Slurry Seal Program improves streets Citywide with various treatments ranging from a full overlay with new asphalt to slurry coating. These treatments enhance the structural properties of the roadway and increase pavement life. This results in a smoother and safer ride for vehicles, an enhanced appearance of the roadway and surrounding areas, and an extended life of the roadway. Each year, streets are studied and tested to identify those needing treatment. Accordingly, streets are selected using field evaluations by the engineer, the information contained in the Pavement Management System, and the City’s Five-Year Pavement Plan. This project supports the Sustaining Public 11 Packet Pg. 341
Infrastructure theme of the City’s five-year strategic plan, Santa Clarita 2025.
The scope of work for this engineering design and construction support services contract includes the preparation of conceptual design details and complete plans, specifications, and estimates required to prepare construction documents, and to provide construction support services for the project. Bid assistance will also be provided to support the solicitation for the construction contracts.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms to provide design services and construction support services for the 2024-25 Overlay and Slurry Seal Program. The RFP was published and circulated via the City’s e-procurement system, BidNet, on October 1, 2024. The City transmitted the solicitation to 3,131 vendors on BidNet, of which 64 vendors downloaded the RFP. A total of three companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel, comprised of staff from the Public Works department, scored the responses using the following categories of weighted criteria:
• Recent experience in similar projects (20 points)
• Schedule and availability (20 points)
• Quality of proposal materials/proposed services in relation to project scope (20 points) • Understanding of key development items (20 points)
• Qualification of team and resources (15 points)
• References (5 points)
The evaluation panel scored the responses based on a 100-point scale, with the results outlined below:
Rank Company Location Score
1. Pavement Engineering, Inc. Santa Clarita, CA 96
2. EXP U.S. Services, Inc. . Glendale, CA 90
3. Willdan Engineering Industry, CA 76
In reviewing proposals, the evaluation panel awarded the highest score to Pavement Engineering, Inc. The evaluation panel determined that Pavement Engineering’s Inc.’s proposal offered the best overall value to meet the design and construction support needs.
Pavement Engineering Inc. demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. They demonstrate the necessary professional qualifications, a full understanding of the project with recent experience on similar projects in the City, and the ability to meet an aggressive design timeline. Based on the completeness of their proposal for this project, staff recommends awarding the engineering design and construction support services contract to Pavement Engineering, Inc. The proposal is available in the City Clerk’s Reading File.
The requested approval will give staff the ability to renew up to three annual contracts for 11 Packet Pg. 342
engineering design and construction support services. Staff is seeking City Council authorization to execute renewal contracts to expedite the design phase of the Overlay and Slurry Seal Program and provide continuity of design from year-to-year.
California Government Code 4526 prescribes the selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. City staff was able to reach an agreement with Pavement Engineering, Inc., at a fair and reasonable price.
The contingency will also cover the cost of unforeseen additional engineering studies and/or plans that may be required as the evaluation of each specific location is developed. The contingency may also cover traffic studies and surveys, and it will provide funding needed to proactively design plans and specifications for City streets to be used in future construction opportunities. Proactively designing plans and specifications for City streets to create a construction plan inventory is fiscally responsible as it will allow staff to maximize construction budgets by adding pre-designed plans and specifications in the case of projects savings or if additional project funds become available.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in project expenditure accounts M0157233-516101 (TDA Article 8 Fund), M0157264-516101 (Measure R Local Return), M0157265-516101 (Prop C Grant Fund), M0157266-516101 (Measure M Local Return), M0157267-516101 (Senate Bill 1) to support the recommended contract.
ATTACHMENTS
Proposal for Pavement Engineering, Inc. (avalable in the Clerk's Reading File) 11 Packet Pg. 343
Agenda Item: 12
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: SUMMARY VACATION OF PORTIONS OF THE PUBLIC RIGHT-
OF-WAY KNOWN AS PLACERITA CANYON ROAD LOCATED
NEAR SIERRA HIGHWAY
DEPARTMENT: Public Works
PRESENTER: Amalia Marreh
RECOMMENDED ACTION
City Council:
1. Adopt a resolution for the summary vacation of portions of the public right-of-way known as Placerita Canyon Road, as described in Exhibit “A” Legal Description, and as shown on Exhibit “B” Exhibit Map of the attached resolution.
2. Reserve easements for public utility purposes as specified in the attached resolution, as described in Exhibit “C” Legal Description, and as shown on Exhibit “D” Exhibit Map of the attached resolution.
3. Direct the City Clerk to record the certified original resolution in the Los Angeles County Registrar-Recorder’s office.
BACKGROUND
The portions of the public right-of-way to be vacated, as shown in the attached location map, were originally granted to the County of Los Angeles and the State of California in parts. The first part was recorded in Book 17446, Page 186, Official Records on April 19, 1940, which conveyed an easement to the County of Los Angeles for public highway known as Placerita Canyon Road. On January 3, 1941, a document was recorded in Book 18596, Page 127, by Standard Oil Company of California giving and conveying the County of Los Angeles right-of- way for use as a public highway. On March 14, 1955, Instrument No. 3835 was recorded in Book 47182, Page 104, Official Records, by Standard Oil Company of California granting an easement to the County of Los Angeles to use as a public highway.
12 Packet Pg. 344
Upon incorporation, the City of Santa Clarita became the successor of the rights granted and/or conveyed by the documents described above. These portions of the public right-of-way are not needed for road purposes, and the property owner requested the vacation. The vacation will not have an impact to the existing paved street and right-of-way along Placerita Canyon Road near Sierra Highway.
Per Section 8331 of the Streets and Highways Code, the legislative body of a local agency may summarily vacate a street or highway if both of the following conditions exist:
1. For a period of five consecutive years, the street or highway has been impassable for vehicular travel; and
2. No public money was expended for maintenance on the street or highway during such period.
Both of these conditions exist on this portion of the public right-of-way; therefore, City Council may summarily vacate this property.
A certain easement for public utility purposes will be reserved as specified in the attached resolution.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The resources required to implement the recommended action are contained within the City's adopted FY 2024-25 budget.
ATTACHMENTS
Location Map
Resolution
12 Packet Pg. 345
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12.a
Packet Pg. 346
Attachment: Location Map (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN
RESOLUTION NO. 24-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA,
CALIFORNIA, SUMMARILY VACATING PORTIONS OF THE PUBLIC RIGHT-
OF-WAY KNOWN AS PLACERITA CANYON ROAD LOCATED NEAR SIERRA
HIGHWAY
WHEREAS, the offer of dedication being summarily vacated fully meets the requirements of Section 8331 of the Streets and Highways Code, which states “The legislative body of a local agency may summarily vacate a street or highway if both of the following conditions exist: (a) For a period of five consecutive years, the street or highway has been impassable for vehicular travel. (b) No public money was expended for maintenance on the street or highway during such period”; and the current owner requests that a portion of the public right-of-way be vacated; and
WHEREAS, under Chapter 4, Summary Vacation of Part 3 of Division 9 of the California Streets and Highways Code, no public hearing is required and no public hearing was held; and
WHEREAS, pursuant to Government Code Section 65402, on November 7, 2024 the Community Development Director for the City of Santa Clarita found and determined that the proposal to vacate portions of the public right-of-way known as Placerita Canyon Road” is in conformity with the City’s General Plan.
NOW, THEREFORE, pursuant to the provisions of the California Streets and Highways Code, the City Council of the City of Santa Clarita, California, does hereby resolve as follows:
SECTION 1. That it is hereby found and determined that portions of the public right-of- way known as Placerita Canyon Road, as described in Exhibit “A”, a legal description, and as shown on Exhibit “B” plat, attached hereto and incorporated herein by this reference, which real property located in the City of Santa Clarita, County of Los Angeles, State of California, fully meets the requirements of Section 8331 of the Streets and Highways Code, which states “The legislative body of a local agency may summarily vacate a street or highway if both of the following conditions exist: (a) For a period of five consecutive years, the street or highway has been impassable for vehicular travel. (b) No public money was expended for maintenance on the street or highway during such period” and such portions of the public right-of-way and easement is therefore vacated, subject to Section 3 herein.
SECTION 2. General Plan Consistency. The City Council has reviewed and considered Community Development Director’s determination and finds that the proposed vacation of portions of the public right-of-way known as Placerita Canyon Road is in conformity with the General Plan of the City of Santa Clarita, including the Circulation Element.
SECTION 3. That within the street to be vacated, there are public utility facilities that would be affected by the vacation; therefore, easements are hereby reserved and excepted from the vacation for public utility purposes as described below:
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS PLACERITA CYN RD NEAR SIERRA
The City of Santa Clarita, a Municipal Corporation does hereby RESERVE to Southern California Edison Company, a public utility, regulated by the California Utilities Commission, an easement and rights that are necessary to use, maintain, operate, repair, replace, remove, or renew facilities upon, over, and across the real property in the City of Santa Clarita, County of Los Angeles, State of California as described in Exhibit “C” a legal description, and as shown on Exhibit “D” plat, attached hereto and incorporated herein by this reference.
SECTION 4. The City Clerk shall certify to the adoption of this resolution.
PASSED, APPROVED, AND ADOPTED this ____ day of _____________ 2024.
______________________________
MAYOR
ATTEST:
_______________________________
CITY CLERK
DATE:__________________________
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Mary Cusick, City Clerk of the City of Santa Clarita, California, do hereby certify that the foregoing Resolution 24- _____ was duly adopted by the City Council of the City of Santa Clarita, California at a regular meeting thereof, held on the ___ day of ___________ 2024, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
______________________________
CITY CLERK
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS PLACERITA CYN RD NEAR SIERRA
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9000 EXHIBITS
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9251 PLACERITA CANYON ROAD VACATION.DOC
EXHIBIT “A”
LEGAL DESCRIPTION
VACATION OF PLACERITA CANYON ROAD
THOSE PORTIONS OF GOVERNMENT LOT 3 AND THE SOUTHEAST QUARTER OF THE NORTHWEST QUARTER OF SECTION 6, TOWNSHIP 3 NORTH, RANGE 15
WEST, SAN BERNARDINO MERIDIAN, IN THE CITY OF SANTA CLARITA,
COUNTY OF LOS ANGELES, STATE OF CALIFORNIA LYING WITHIN THE
BOUNDARIES OF PLACERITA CANYON ROAD AS DESCRIBED IN DOCUMENTS RECORDED APRIL 19, 1940 IN BOOK 17446 PAGE 186 AND RECORDED MARCH 14, 1955 AS INSTRUMENT NO. 3835 IN BOOK 47182 PAGE 104 AND JULY 11, 1941 IN BOOK 18596 PAGE 127, ALL OF OFFICIAL RECORDS, RECORDS OF SAID COUNTY, BOUNDED AS FOLLOWS:
BOUNDED ON THE NORTH BY THE NORTH LINE OF SAID GOVERNMENT LOT 3;
BOUNDED ON THE SOUTHEAST BY THE NORTHWESTERLY LINE OF SIERRA HIGHWAY DESCRIBED AS PARCEL 2 IN DEED TO THE STATE OF CALIFORNIA RECORDED APRIL 5, 1976 AS INSTRUMENT NO. 41, OF SAID OFFICIAL RECORDS;
EXCEPT THEREFROM THAT PORTION OF PLACERITA CANYON ROAD AS DESCRIBED IN SAID BOOK 17446 PAGE 186 LYING WESTERLY OF THE
SOUTHWESTERLY PROLONGATION OF THE SOUTHEASTERLY LINE OF SALLY ROAD, 50 FEET WIDE, AS SHOWN ON MAP OF TRACT NO. 10699 RECORDED IN BOOK 165 PAGES 36 AND 37 OF MAPS, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY.
9-26-2024
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS PLACERITA CYN RD NEAR SIERRA S E C. 6, T. 3 N., R. 1 5 W., S. B. M. 9-26-2024
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS PLACERITA CYN RD NEAR SIERRA
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS PLACERITA CYN RD NEAR SIERRA
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS
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Attachment: Resolution (SUMMARY VACATION OF PORTIONS OF PUBLIC RIGHT-OF-WAY KNOWN AS
Agenda Item: 13
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: FORMER SENIOR CENTER, PROJECT F0006 - BUILDING
ASSESSMENT CONTRACT
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Award a contract to HH Fremer Architects, Inc. for the Former Senior Center, Project F0006, in the amount of $133,000 and authorize a contingency in the amount of $13,300, for a total contract amount not to exceed $146,300.
2. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
On July 9, 2024, the City Council approved the transfer of William S. Hart Regional Park (Hart Park) from the County of Los Angeles to the City of Santa Clarita (City). The Hart Park property includes the former Senior Center, which was vacated when the new Senior Center facility opened on Golden Valley Road and Five Knolls Drive in 2019. Staff have assessed that the 11,460 square-foot building could be utilized as a future community arts and veterans center.
The scope of work for this project includes providing a report on the current condition of the structure, its contents, and all utilities, which staff will use to determine feasibility for use as a community arts and veterans center. The assessment will survey the site and grounds; structural systems; compliance with the Americans with Disabilities Act; building envelope; interior building components; mechanical, electrical, and plumbing systems; and commercial kitchen.
This project supports the Building and Creating Community theme of the City’s five-year strategic plan, Santa Clarita 2025.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting 13 Packet Pg. 357
firms to provide assessment services for the Former Senior Center project. The final assessment report will be used to solicit proposals for design services in 2025, to be followed by construction. The RFP was published and circulated via the City’s e-procurement system, BidNet, on September 5, 2024. The City transmitted the solicitation to 2,150 vendors on BidNet, of which 67 vendors downloaded the RFP. A total of two companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel, comprised of staff from the Public Works, Neighborhood Services, and Economic Development departments scored the responses using the following categories of weighted criteria:
• Contractor qualifications, plan of study, scope of work, and program management (40 points)
• Experience on similar projects (30 points)
• Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards (30 points)
The evaluation panel scored the responses based on a 100-point scale, with the results outlined below:
Rank Company Location Score
1 HH Fremer Architects, Inc. Santa Monica, CA 93
2 Maestro Development LLC Los Angeles, CA 73
In reviewing proposals, the evaluation panel awarded the highest score to HH Fremer Architects, Inc. (Fremer Architects). The evaluation panel determined that Fremer Architects’s proposal offered the best overall value to meet the building assessment needs.
Fremer Architects demonstrated an in-depth understanding of the project needs and provided a detailed scope of work and approach to the project. They analyzed the project location and identified key factors that will need to be addressed in the assessment. Based on their experience with similar projects, and the completeness of their proposal for this project, staff recommends awarding the assessment contract to Fremer Architects. The proposal is available in the City Clerk’s Reading File.
California Government Code 4526 prescribes the selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architect and engineering services based on cost. City staff was able to reach an agreement with Fremer Architects at a fair and reasonable price.
The requested contingency will cover the cost of unforeseen assessment constraints and account for potential assessment modifications requested by the City and other permitting agencies during the assessment of the project. This includes any change orders for additional work requested by the City.
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ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in project expenditure account F0006723-516101 (Facilities Fund) to support the recommended contract.
ATTACHMENTS
Location Map
Proposal for HH Fremer Architects, Inc. (available in the City Clerk's Reading File) 13 Packet Pg. 359
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Attachment: Location Map (FORMER SENIOR CENTER - BUILDING ASSESSMENT)
Agenda Item: 14
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: VETERANS HISTORICAL PLAZA PLAQUE REQUEST
DEPARTMENT: Economic Development
PRESENTER: Phil Lantis
RECOMMENDED ACTION
City Council approve the request to add a plaque at the Veterans Historical Plaza.
BACKGROUND
The local and regional chapters of the Daughters of the American Revolution (DAR) are requesting a plaque be added at the Veterans Historical Plaza (Vets Plaza) to commemorate the 250th anniversary of the founding of the United States of America. The sign would be placed at the Vets Plaza in near proximity to Newhall Avenue, as shown on the aerial map and photographs included in the proposal attachment, and would be installed in the coming year, prior to the 250th anniversary in 2026.
As described in the City of Santa Clarita Veterans Historical Plaza Special Use Facility Policy, there are three required steps for improvements and modifications to be made at the Vets Plaza, including: 1) review by the Santa Clarita Valley Veterans Memorial, Inc., (SCV Veterans) organization; 2) review by the Parks, Recreation and Community Services Commission (Commission); and 3) approval by the City Council.
The proposed sign was shared with SCV Veterans for their review and they supported the proposal. Additionally, this item was presented to the Commission at their meeting held on November 7, 2024. The Commission supported the request to be presented to the City Council for approval.
Additionally, members of the advisory committee who worked with City staff on the planning of the Veterans Day Ceremony requested that the Space Force flag be added to the Veterans Historical Plaza. After discussing several options, it was determined that, given the physical limitations of the site, the best option was to add the Space Force flag to the Coast Guard flag 14 Packet Pg. 361
pole. The Space Force flag was added during the Veterans Day Ceremony. There were no concerns raised by the community.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no fiscal impact associated with this item. The Daughters of the American Revolution will cover the cost of the plaque and installation.
ATTACHMENTS
Daughters of the American Revolution Plaque Proposal
PRCS Commission Vet Plaza Sign Presentation 11072024
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST)
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Attachment: Daughters of the American Revolution Plaque Proposal (VETERANS HISTORICAL PLAZA SIGN REQUEST) Veterans Historical Plaza Signage RequestParks, Recreation, and Community Services CommissionNovember 7, 2024
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA Request ProcessVeterans Historical Plaza Special Use Facility PolicySCV Veterans Memorial, Inc.Parks, Recreation, and Community Services CommissionCity Council
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA Daughters of the American Revolution•Women’s service organization whose members can trace their lineage to the American Revolution•United States Semiquincentennial (250) Celebration•“America 250 Patriot Markers”•District VIII of the California Society of Daughters of the American Revolution will fund the entire project
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA Proposed Plaque Location
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA Proposed Sign and Base Design•Bronze Sign (approximately 18” by 18”)•Base will be four feet tall
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA Questions?
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Attachment: PRCS Commission Vet Plaza Sign Presentation 11072024 (VETERANS HISTORICAL PLAZA
Agenda Item: 15
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 26, 2024
SUBJECT: SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR 2024-25 AGREEMENT
DEPARTMENT: Recreation and Community Services
PRESENTER: Noely Allevato
RECOMMENDED ACTION
City Council approve an agreement with the Santa Clarita Valley Committee on Aging in the amount of $525,000 and authorize the City Manager or designee to execute all documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) supports opportunities for recreation and wellness programs, transit-related services, and home-delivered meals for seniors through annual funding provided by the City to the Santa Clarita Valley Committee on Aging (SCVCOA).
During Fiscal Year 2023-24, the SCVCOA utilized funds to serve over 61,400 seniors through recreation and wellness programs. They served 537,796 meals through the Meals on Wheels Program - Santa Clarita and the Bella Vida Drive Thru. Of those, over 10,000 meals were provided as a direct result of the funding provided by the City. Additionally, SCVCOA successfully provided over 3,250 bus trips to meet the medical, grocery shopping, and other essential needs of the senior community.
As part of the City's Fiscal Year 2024-25 budget, the City Council allocated $525,000 to the SCVCOA. This is an ongoing annual commitment. This appropriation will provide support for the following senior services administered by the SCVCOA: $275,000 for recreation, health, and wellness programs; $150,000 for transit-related services; and $100,000 for home-delivered meals.
In response to a request from the SCVCOA, the City Council approved a $50,000 ongoing increase to the grant for recreation and wellness services during the Fiscal Year 2024-25 annual budget process, increasing the appropriation from $225,000 to $275,000. This request resulted from increased attendance, expanded class offerings, and growing community demand. 15 Packet Pg. 380
Additionally, the annual grant had remained unchanged for the past 10 years.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds have been appropriated in the Fiscal Year 2024-25 budget in accounts 1005000- 516101 ($375,000) and 1001010-516102 ($150,000).
ATTACHMENTS
Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft 15 Packet Pg. 381
AGREEMENT BETWEEN
THE CITY OF SANTA CLARITA
AND
SANTA CLARITA VALLEY COMMITTEE ON AGING
FOR
FISCAL YEAR 2024-2025
THIS AGREEMENT, dated for purposes of identification only this 1ST day of July 2024, made and entered into by and between the CITY OF SANTA CLARITA, a municipal corporation, hereinafter referred to as “ City,” and SANTA CLARITA VALLEY COMMITTEE ON AGING (SCVCOA) hereinafter referred to as “Grantee.”
W I T N E S S E T H
WHEREAS, the City supports opportunities for recreation and wellnes s programs , transit-related services, and home-delivered meals for Santa Clarita Valley seniors; and
WHEREAS, the City has appropriated $525,000 in Fiscal Year 2024-25 annual funds to Grantee to provide programs and se rvices to Santa Clarita seniors : $275,000 for recreation and wellness programs; $150,000 for transit-related services; and $100,000 solely and exclusively for home-delivered meals; and
WHEREAS, Grantee represents that it is capable of providing such services.
NOW, THEREFORE, FOR AND IN CONS IDERATION OF THE MUTUAL
PROMISES, COVENANTS, AND CONDITIONS HEREIN CONTAINED, THE PARTIES HERETO AGREE AS FOLLOWS:
1. City agrees to award to Grantee and Grantee agrees to accept from City the City Council-approved award of $525,000, to be distributed as follows:
a) For recreation and wellness programs, home -delivered meals, and transit-related services, the payment will be divided into two equal payments of $ 262,500. The first payment shall cover the period from July 1, 2024, through December 31, 2024, and the second payment shall cover the period from January 1, 2025, through June 30, 2025.
Expenditures made by the Grantee in the implementation of this Agreement will be made for the purpose of providing the services as outlined in the attached exhibits:
Exhibit A: Service Description - Recreation and Wellness Exhibit B: Transit-Related Services
Exhibit C: Reporting Requirements
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR
2. Grantee agrees that services to be provided under this Agreement must be adequate to ensure the maximum utilization of Grantee’s facility and services by Santa Clarita seniors and that the use of Grantee’s facility and services shall be granted to eligible seniors of City.
3. Grantee agrees to provide City a copy of the agency’s single independent audit report and other narrative and statistical reports, as detailed in Exhibit C - Reporting Requirements.
4. Grantee agrees that City may, at any time, audit any and all of Grantee’s books, documents, or records relating to this Agreement.
5. City and its respective elected and appointed boards, officials, officers, agents, employees, and volunteers (individually and collectively, “ Indemnities”) shall have no liability to Grantee or any other person for, and Grantee shall indemnify, defend, protect, and hold harmless Indemnities from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs, and expenses of whatever nature, including reasonable attorney’s fees and disburse ments (collectively, “Claims”), which Indemnities may suffer or incur or to which Indemnities may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or alle gedly caused by the Grantee’s performance of or failure to perform any services under this Agreement, or by the negligent or willful acts or omissions of Grantee, its agents, officers, directors, or employees, committed in performing any of the services under this Agreement.
If any action or proceeding is brought against indemnities by reason of any of the matters against which Grantee has agreed to indemnify indemnities as provided above, Grantee, upon notice from City, shall defend indemnities at its exp ense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnities need not have first paid for any of the matters to which indemnities are entitled to indemnification in order to be so indemnified. The limits of the insurance required to be maintained by Grantee in this Agreement shall not limit the liability of Grantee hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement
The provisions of this section do not apply to claims occurring as a result of the City’s active negligence or willful acts of omission.
6. Without limiting City’s right to indemnification, it is agreed that Grantee shall secure prior to commencing any activities under this Agreement, and maintain du ring the term of this Agreement, insurance coverage (if applicable) and consistent with standards in such agencies as follows:
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR
A. General Liability and Property Damage Insurance : Grantee agrees to procure and maintain general liability and property damag e insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any ac t or activities of Grantee, its subconsultants, or any person acting for Grantee or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Grantee, or its subconsultants, or any person acting for Grantee, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss.
Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits.
B. Automotive Insurance: Grantee shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Grantee does not own automobiles, Grantee shall provide a waiver releasing City from all liability resulting from Grantee’s use of personal vehicles on project.
C. Worker’s Compensation Insurance : Grantee shall procure and maintain Worker’s Compensation Insurance in the amount of $1,000,000 per occurrence or as will f ully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Grantee and City against any loss, claim, or damage arising from a ny injuries or occupational diseases happening to any worker employed by Grantee in the course of carrying out the Agreement.
D. Professional Liability Insurance : Grantee shall procure and maintain Professional Liability Insurance coverage (if applicable) in an amount not less than $1,000,000, and Grantee shall maintain such coverage for at least one (1) year from the termination of this Agreement.
E. General Insurance Requirements
b) All insurance shall be primary insurance and shall name the City of Santa Clarita as an additional insured with exception to Worker’s Compensation. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an addition al insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. c) If the operation under this Agreement results in an increased or decreased risk in th e opinion of the City’s Risk Administrator, then Grantee agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Administrator.
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d) Grantee agrees that provisions of this paragraph as to maintenance o f insurance shall not be construed as limiting in any way the extent to which Grantee may be held responsible for the payment of damages to persons or property resulting from Grantee’s activities, the activities of its subconsultants, or the activities of any person or persons for which Grantee is otherwise responsible.
e) A Certificate of Insurance and an additional insured e ndorsement (for general and automobile liability) evidencing the above insurance coverage with a company acceptable to the City’s Risk Administrator shall be submitted to City prior to execution of this Agreement on behalf of the City.
f) The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or cancele d by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Grantee shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established.
g) All required insurance must be in effect prior to awarding the grant, and it or a successor policy must be in effect for the duration of the Agreement. Maintenance of proper insurance coverage is a material element of the Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Grantee, at any time during the term of this Agreement, should fail to secure or maintain any i nsurance required under this Agreement, City shall be permitted to obtain such insurance in Grantee’s name and shall be compensated by Grantee for the cost of the insurance premiums.
h) Should Grantee, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain coverage at Grantee’s expense and deduct the cost of such insurance from payments due to Grantee under this Agreement or terminate. In the alternative, should Grantee fail to meet any of the insurance requiremen ts under this Agreement, City may cancel the Agreement immediately with no penalty. i) Should Grantee’s insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Grantee must notify City within 24 hours of receipt of no tice of cancellation. Furthermore, Grantee must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer’s issuance of notice of cancellation. Grantee must ensure that there is no lapse in coverage.
7. Nothing herein contained shall be construed as limiting in any way the extent to which Grantee may be held responsible for payments of damages to persons or property resulting from Grantee’s or its subcontractor’s performance of the work covered under this Agreement.
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR
8. This Agreement supersedes any and all agreements, either oral or written, between the parties hereto with respect to the services by the Grantee for City and contains all of the covenants and agreements between the parties with respect to the re ndering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, either orally or otherwis e, have been made by any party, which are not embodied herein, and that no other agreement, statement, or promise not contained in this Agreement shall be valid or binding. Any modification of this Agreement will be effective only if it is in writing signed by the party to be charged.
9. The period of this Agreement shall extend from July 1, 2024, and expire on June 30, 2025. However, this Agreement may be extended year to year after its initial expiration, based upon the same terms and conditions, and upon request by the Grantee, approval by the City Council, and appropriation of funds.
10. This Agreement may be suspended or terminated at any time by either party upon giving thirty (30) days written notice. City may immediately suspend or terminate this Agreement verbally (followed by written confirmation) or in writing with or without cause. In such event, Grantee will be compensated for all services rendered and all necessarily incurred costs performed in good faith in accordance with the terms of this Agreement that have not been previously reimbursed, to the date of said suspension or termination to the extent that funds are available.
11. Grantee agrees that funds shall be disbursed or encumbered no later than June 30, 2025. Any and all funds remaining as of June 30, 2025, which have not been disbursed or encumbered, shall be returned to City unless a written extension is requested of the City.
12. Grantee agrees to indemnify and hold City, its officers, agents and employees harmless from any and all claims of the United States of America for reimbursements of funds o r any portion thereof due to the improper use of funds.
13. Pursuant to Senate Bill 542, chaptered in 1999, the Employment Development Department (EDD) of the State of California requires that a W-9 Form be filed by all vendors for all contracts entered into with the City. Grantee agrees to complete all required forms necessary to comply with EDD regulations. This requirement became effective January 1, 2001.
14. Notices and communication concerning this Agreement shall be sent to the following addresses:
City of Santa Clarita Grantee
23920 Valencia Boulevard, Suite 120 SCV Committee on Aging Santa Clarita, CA 91355 SCV Senior Center
Attn: Kenneth W. Striplin 27180 Golden Valley Road Santa Clarita, CA 91350
Attn: Kevin MacDonald
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR
15. The effective date of this Agreement shall be the latest date of execution hereinafter set forth opposite the names of the signatures hereto. In the event Grantee fails to set forth a date of execution opposite the name(s) of Grantee’s signature, Grantee hereby authorizes City, by and through its representative, to insert the date of execution by Grantee’s signator(s) as the date said Agreement, as executed by Grantee, is received by City.
[SIGNATURES ON NEXT PAGE]
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ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE . The Parties agree that this Agreement may be transmitted and signed by electronic mail by either/any or both/all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7.
IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of
FOR GRANTEE:
SANTA CLARITA VALLEY COMMITTEE ON AGING:
By:
Print Name & Title
Date:
FOR CITY OF SANTA CLARITA:
KENNETH W. STRIPLIN, CITY MANAGER
By:
City Manager
Date:
APPROVED AS TO FORM:
JOSEPH M. MONTES, CITY ATTORNEY
By:
City Attorney
Date:
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR Exhibit A
Recreation and Wellness Service Description
Fiscal Year 2024-25
The Santa Clarita Valley Committee on Aging, d.b.a. Santa Clarita Valley Senior Center ("SCV Senior Center") operates a wide range of recreation, health and wellness programs that promote the quality of life of seniors in the City of Santa Clarita by encouraging socialization, physical fitness, lifelong learning, advocacy, and emotional support.
The Recreation and Wellness funding from the City of Santa Clarita partially supports over 30 different classes, activities and support programs for Seniors. The goal is to offer a variety of options and support to meet the needs of all levels of Seniors.
The Fiscal Year (FY) 2024-25 we will be introducing new classes and activities for those attending the SCV Senior Center. In addition, we will complete a major project to bring some of our classes and activities “virtually” through a variety of mediums to those who are homebound, specifically those in our Meals on Wheels program. “Senior Center without Walls”
Classes and services provided to seniors at the SCV Senior Center both Live and via Zoom include:
Health & Wellness
Health & Wellness Lectures (weekly)
Assessment & Case Management
Senior Resource Day
Caregiver Support Groups
Grief & Emotional Support Groups
Health Screenings: Blood Pressure,
Hearing and Flu/Covid Clinic
Medicare & MediCal Advocacy
Nutrition Counseling
Psychological Counseling
Senior Center Orientation
Beauty Bus (Quarterly)
Lifelong Learning
Fine Arts: Watercolors and Drawing
Creative Writing
Archaeology & Anthropology
Physical Fitness/Activities
Chair Pilates
Flex & Flow Yoga
Sit-N-B-Fit Exercise
Tai Chi Ch'uan
Tai Chi/Meditation/Acupressure
Zumba Gold and Zumba Gold Toning
Fitness Center
Pickleball Lessons
Line Dancing
Social Recreation
Bella Vida Concert Series (Monthly)
Billiards
Pinochle/Mah Jong and other games
Wii Bowling League
Silvertones – chorus
Bella Vida Bingo (Monthly)
Needle Crafter Club
Trips and Tours
Performance Projections FY 2024-25
The SCV Senior Center Recreation and Wellness program expects to engage and assist thousands of individuals this year and we are on track for a record setting year with most classes at capacity once again.
In addition to our “Senior Center without Walls” program - we will introduce a new quarterly “Lecture” Series bringing in notable speakers of interest to Seniors of Santa Clarita.
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR Transit-Related Services by
The Santa Clarita Valley Committee on Aging (Grantee) for The City of Santa Clarita
Fiscal Year 2024-2025
The City and the Grantee agree that the Grantee will provide the following transit-related services during Fiscal Year 2024-2025.
1. Grantee agrees to administer the "Reduced Fare Program" for eligible low -income Dial-a- Ride (DAR) and Access customers. This shall include qualifying individuals, based on current Department of Housing and Urban Development (HUD) and Community Development Block Grant (CDBG) established income levels, as established by HUD annually. A list of eligible individuals shall be sent to the City on a monthly basis.
2. Grantee agrees to sell the “Reduced Fare Program” fare media to eligible individuals on TAP and remit all proceeds to the City no later than the 20th day of each month.
3. Grantee agrees to provide for customers who cannot be accommodated on Dial-a-Ride, taxi, rideshare, or Transportation Network Companies (e.g. Uber and Lyft) vouchers or urgent-need service when Dial-a-Ride is not in operation. Documentation will be turned into the City on a quarterly basis listing names and the number of vouchers or urgent-need services provided.
4. Grantee agrees to coordinate services available to locations outside the Dial-a-Ride service area for Dial-a-Ride customers. Documentation will be turned into the City on a quarterly basis listing the names and the number of services provided.
5. Grantee agrees to be a temporary staging location in the event a Dial-a-Ride customer cannot be transported to their final destination.
6. Grantee agrees to provide a singular contact person for the marketing of transit programs to Senior Center clients, as well as distributing transit schedules, flyers, and user handbooks.
7. Grantee agrees to n etwork with healthcare providers and Senior Center participants to improve Dial-a-Ride service provided for medical appointment trips.
8. The City and Grantee agree to independently develop new group ride services providing fixed-schedule links between senio r complexes and popular destinations, and to jointly promote all group ride services. Ridership numbers from group ride services must be turned into the City on a quarterly basis.
9. Grantee agrees to increase the knowledge and understanding of Santa Clarit a’s fixed-route local bus system through daily contact between staff and senior citizens.
10. Grantee agrees to be an active participant in the Accessibility Advisory Committee as a member agency which provides service to seniors or people with disabilities w ho use Santa Clarita Transit, and to have a representative at each committee meeting.
Exhibit B
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR
11. The City agrees to be an active participant on the Grantee Advisory Council as a member agency which provides service to seniors or people with disabilities, and to have a representative at each committee meeting.
12. The City agrees to provide annual training for Grantee volunteers regarding proper pass sale procedures, and qualifying standards.
13. Grantee agrees to allow the City to inspect, evaluate and monitor its facilities and have access to program operation and activities including the interviewing of Grantee and Reduced Fare Program participants as required by the City. Facilities include all files, records, and other documents related to the performance of this Agreement. Activities include attendance at staff, board of directors, advisory committee, and advisory board meetings, and observation of ongoing program functions. Grantee will ensure the cooperation of its staff and board members in such efforts. City Project Coordinator or his/her designee will conduct periodic program progress reviews. These reviews will focus on the extent to which the planned program has been implemented and measurable goals achieved effectiveness of program management, and impact of the program.
14. Grantee agrees to establish and maintain on a current basis an adequate accounting system in accordance with generally accepted accounting principles and standards.
This satisfies the requirement of the MOU executed in March 1992 for an annual agreement by the City of Santa Clarita and the Santa Clarita Valley Committee on Aging. The Grantee agrees to the above list of services for Fiscal Year 2024-2025.
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR Reporting Requirements
Fiscal Year 2024-2025
G
rantee agrees to provide City a copy of the agency’s single independent audit report and the following narrative and statistical reports:
Recreation and Wellness Programs
Grantee shall provide the City the following reports upon completion of this Agreement:
A. A detailed listing of actual costs incurred for all activities listed herein.
B. Statistical reports on number of seniors served through the Recreation and Wellness Programs, including a comparison to prior years.
C. A final year-end statistics report in narrative form providing description of Recreation and Wellness services provided and success of program during the term of the Agreement.
D. A copy of the agency’s single independent audit report.
Home-Delivered Meals Program
Grantee shall submit two reports to City: 1) one progress report covering July 1, 20 24, to December 31, 2024, due by January 15, 2025; and 2) a final report covering January 1, 202 5 to June 30, 2025, due by July 15, 2025. The reports shall be submitted in narrative format and shall contain the following:
A. Demographic Data – Total number of new clients assessed for Program participation; number of completed reassessments for existing Program clients; number of new clients served by the Progr am; number of clients discharged from the Program; number of clients moved from the wait list to Program participation; number of emergency clients in the Program; and number of meals delivered by the Program to City senior residents. All demographic information shall be broken down for each month within the contract period, with the first report covering the start of the contract period to December 31, 20 24, and the second report covering January 1, 2025, to the end of the contract period.
B. Purchases Made/ Services Provided – In detail, purchases made, services provided, and progress toward the specific purpose of the City grant funding during the first reporting period, and then for the entire reporting period in the second report. This information shall include food and materials purchased, salaries of staff that directly prepare or provide home-delivered meals, and vehicle costs associated with Program service delivery.
C. Program Effectiveness – In detail, describe the difference that the grant has made tow ards helping seniors who otherwise would not have been helped absent this grant.
D. Number Served by Grant – Number of City residents served by the grant during the reporting period as well as the total number of City residents who received home-delivered meal service by Grantee whether related to the grant or not.
Exhibit C 15.a
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR E. Total Expenditures – Amount spent to-date.
F. Additional Documentation – Copies of documentation (invoices, receipts) showing expenses paid by City grant and any color photographs, if available, of any of the services that were provided because of the grant.
Transit-Related Services
Grantee shall provide the City the following reports:
A. A detailed listing of actual costs incurred for all activities listed herein.
B. Statistical reports on number of s eniors served and the amount of Dial-A-Ride passes sold, including a comparison to quarters.
C. Quarterly reports in narrative form providing description of services provided and success of program during the term of the Agreement.
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Attachment: Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft (SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR