Agenda packet, regular meeting, first session — Santa Fe Springs City Council, July 18, 2023 (part 1 of 2)

Agenda
07-18-2023 AGENDA.PDF
Meeting Materials
07-18-2023 AGENDA PACKET.PDF

1. Documents:

2. Documents:
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AGENDA

REGULAR MEETINGS OF THE SANTA FE SPRINGS

PUBLIC FINANCING AUTHORITY

WATER UTILITY AUTHORITY

HOUSING SUCCESSOR

SUCCESSOR AGENCY

AND CITY COUNCIL
July 18, 2023
6:00 P.M.

Annette Rodriguez, Councilmember
William K. Rounds, Councilmember
Joe Angel Zamora, Councilmember
Jay Sarno, Mayor Pro Tem
Juanita Martin, Mayor
Council Chambers
11710 Telegraph Road
Santa Fe Springs, CA 90670
You may attend the City Council meeting telephonically or electronically using the following means:

Electronically using Zoom: Go to Zoom.us and click on “Join A Meeting” or use the following link:
https://zoom.us/j/521620472?pwd=U3cyK1RuKzY1ekVGZFdKQXNZVzh4Zz09 Zoom Meeting ID: 521620472 Password: 659847
Telephonically: Dial: 888-475-4499 Meeting ID: 521620472 Public Comment: The public is encouraged to
address City Council on any matter listed on the
agenda or on any other matter within its
jurisdiction. If you wish to address the City
Council, please use the "Raise Hand" function
via Zoom once the Mayor opens Public
Comment during the meeting. You may also
submit comments in writing by sending them to
the City Clerk's Office at
[email protected]. All written
comments received by 12:00 p.m. the day of the
City Council Meeting will be distributed to the
City Council and made a part of the official record
of the meeting. Written comments will not be
read at the meeting, only the name of the person
submitting the comment will be announced.

Americans with Disabilities Act: In compliance
with the ADA, if you need special assistance to
participate in a City meeting or other services
offered by this City, please contact the City Clerk’s
Office. Notification of at least 48 hours prior to the
meeting or time when services are needed will
assist the City staff in assuring that reasonable
arrangements can be made to provide
accessibility to the meeting or service.

SB 1439: Effective January 1, 2023, City Council
Members are subject to SB 1439 and cannot
participate in certain decisions for a year after
accepting campaign contributions of more than
$250 from an interested person. The Council
Member would need to disclose the donation and
abstain from voting.

Pursuant to provisions of the Brown Act, no
action may be taken on a matter unless it is listed
on the agenda, or unless certain emergency or
special circumstances exist. The City Council
may direct staff to investigate and/or schedule
certain matters for consideration at a future City
Council meeting.

Please Note: Staff reports, and supplemental
attachments, are available for inspection at the
office of the City Clerk, City Hall, 11710 E.

Telegraph Road during regular business hours
7:30 a.m.-5:30 p.m., Monday-Thursday and every
other Friday. Telephone: (562) 868-0511.

City of Santa Fe Springs
Regular Meetings July 18, 2023
2 1. CALL TO ORDER

2. ROLL CALL
Annette Rodriguez, Councilmember
William K. Rounds, Councilmember
Joe Angel Zamora, Councilmember
Jay Sarno, Mayor Pro Tem
Juanita Martin, Mayor

3. INVOCATION

4. PLEDGE OF ALLEGIANCE

5. INTRODUCTIONS

PUBLIC FINANCING AUTHORITY

6. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote.

Any item may be removed from the Consent Agenda and considered separately by the Public Financing Authority.
a. Minutes of the June 20, 2023 Public Financing Authority Meetings (City Clerk) Recommendation:
 Approve the minutes as submitted.
b. Monthly Report on the Status of Debt Instruments Issued through the City of Santa Fe Springs Public Financing Authority (PFA) (Finance)
Recommendation:
 Receive and file the report.

WATER UTILITY AUTHORITY

7. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote.

Any item may be removed from the Consent Agenda and considered separately by the Water Utility Authority.
a. Minutes of the June 20, 2023 Water Utility Authority Meetings (City Clerk) Recommendation:
 Approve the minutes as submitted.
b. Monthly Report on the Status of Debt Instruments Issued through the City of Santa Fe Springs Water Utility Authority (WUA) (Finance)
Recommendation:
 Receive and file the report.
c. Status Update of Water-Related Capital Improvement Projects (Public Works) Recommendation:
 Receive and file the report.

City of Santa Fe Springs
Regular Meetings July 18, 2023
3 HOUSING SUCCESSOR

Minutes of the June 6 and 20, 2023 Housing Successor Meetings (City Clerk) Recommendation:
 Approve the minutes as submitted.

SUCCESSOR AGENCY

9. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the Successor Agency.

Minutes of the June 6 and 20, 2023 Successor Agency Meetings (City Clerk) Recommendation:
 Approve the minutes as submitted.

CITY COUNCIL

10. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the City Council.
a. Minutes of the June 6, 7, 16, and 20, 2023 Special and Regular City Council Meetings (City Clerk)
Recommendation:
 Approve the minutes as submitted.
b. Second Reading and Adoption of Ordinance No. 1130 Amending Chapter 32 of Title III of the Santa Fe Springs Municipal Code relating to City Commissions and Committees (Community Services)
Recommendation:
 Adopt Ordinance No. 1130, an ordinance of the City of Santa Fe Springs amending Sections 32.33 and 32.34 of Chapter 32 of Title III of the Code of Santa Fe Springs relating to City Commissions and Committees. c. Approval of Vending Machine Agreement between City of Santa Fe Springs and T&L Vending (Community Services)
Recommendation:
 Approve a three-year Vending Machine Agreement with T&L Vending for the Operation of the Vending Machines; and
 Authorize the Mayor to execute the Vending Machine Agreement with T&L Vending.

City of Santa Fe Springs
Regular Meetings July 18, 2023
4 d. Approval of Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy (Community Services)
Recommendation:
 Approve the Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy;
 Authorize the Mayor to execute and sign the Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy, DBA Matt Leinart Flag Football.
e. Fire Station Bay Doors Replacement – Authorize to Advertise (Fire) Recommendation:
 Approve the scope of work.
 Authorize the Department of Fire-Rescue to advertise for door replacement bids.
f. City Hall Roof Replacement – Award of Contract (Public Works) Recommendation:
 Appropriate $1,290,000.00 from the Utility Users Tax (UUT) Capital Improvements Fund to the City Hall Roof Replacement (PW 220005);  Accept the bids; and
 Award a contract Best Contracting Services, Inc., of Gardena, California, in the amount of $1,512,816.00.
g. On-Call Transportation Services for Bussing with A&D – Contract Renewal (Public Works)
Recommendation:
 Approve the agreement with A&D Transportation L.P., of Santa Fe Springs, California, to provide On-Call Transportation Services; and  Authorize the Mayor to execute the agreement on behalf of the City. h. Proposition A Discretionary Incentive Grant Program for Data Sharing – Approval of MOU with Metro (Public Works)
Recommendation:
 Approve and authorize the Mayor to execute the Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (LACMTA).
i. City of Irwindale Agreement for Traffic Signal Maintenance Services (Public Works) Recommendation:
 Approve the agreement with the City of Irwindale to provide Traffic Signal Maintenance Services; and
 Authorize the Mayor to execute the Agreement on behalf of the City. j. Approve of Parcel Map No.082433 – 9920 Pioneer Boulevard (Public Works) Recommendation:
 Approve Parcel Map No. 082433;
City of Santa Fe Springs
Regular Meetings July 18, 2023
5  Find that Parcel Map No. 082433 together with the provisions for its design and improvement, is consistent with the City’s General Plans; and  Authorize the City Engineer and City Clerk to sign Parcel Map No. 082433. k. California Highway Patrol (CHP) – Request for Approval of Traffic Control Plans for National Night Out (NNO) 2023 (Police Services)
Recommendation:
 Approve the traffic control plans prepared for the closure of several City streets in the immediate vicinity of the California Highway Patrol located on Orr and Day Road for the detouring of traffic for the 2023 National Night Out Event to be held on Saturday, August 5, 2023.
l. Award to Ford of Long Beach for the Purchase of One (1) New 2023 Ford F-150 Truck (Finance)
Recommendation:
 Accept the bids; and
 Award the order to Ford of Long Beach for one (1) New 2023 Ford F-150 truck; and
 Authorize the Director of Purchasing Services to issue a purchase order in the amount of $41,911.40 to Ford of Long Beach.
m. Purchase of One (1) 2024 New/Unused Chevrolet Trax from Gilmar Automotive Group (Finance)
Recommendation:
 Accept the bids;
 Appropriate $7,195.03 from the general equipment replacement fund to fully fund this vehicle purchase; and
 Authorize the Director of Purchasing Services to issue a purchase order in the amount of $25,567.40.
n. Award an Order to Swarco-McCain Inc. for the Purchase of Traffic Signal Cabinets (Finance)
Recommendation:
 Award an order to Swarco-McCain Inc. for the purchase of traffic signal cabinets; and
 Authorize the Director of Purchasing Services to process a Purchase Order in the amount of $61,986.08 to Swarco-McCain Inc. o. Award to S & J Supply Co. for the Purchase of Industrial Fire Hydrants (Finance) Recommendation:
 Award to S & J Supply Co. for the purchase of industrial fire hydrants; and  Authorize the Director of Purchasing Services to process a Purchase Order in the amount of $60,028.02 to S & J Supply Co.

City of Santa Fe Springs
Regular Meetings July 18, 2023
6 PUBLIC HEARING

11. Resolution No. 9875 – Levy Annual Assessments for Heritage Springs Assessment District No. 2001-1 (Hawkins Street and Palm Drive) FY 2023/24 (Public Works) Recommendation:
 Open the Public Hearing;
 Receive any comments from the public wishing to speak on this matter and thereafter close the Public Hearing;
 Adopt Resolution No. 9875 confirming the diagram and assessment, and providing for annual assessment levy; and
 Authorize the Director of Finance to execute all documents necessary with the County of Los Angeles in order to process the collection of assessments related to Heritage Springs Assessment District No. 2001-1 (Hawkins Street and Palm Drive) for FY 2023/24.

PUBLIC HEARING

12. Resolution No. 9876 - Levy Annual Assessments for City of Santa Fe Springs Lighting District No. 1 (FY 2023/24) (Public Works)
Recommendation:
 Open the Public Hearing;
 Receive any comments from the public wishing to speak on this matter and thereafter close the Public Hearing;
 Adopt Resolution No. 9876 confirming the diagram and assessment, and providing for annual assessment levy; and
 Authorize the Director of Finance to execute all documents necessary with the County of Los Angeles in order to process the collection of assessments related to Lighting District No. 1 for FY 2023/24.

PUBLIC HEARING

13. Resolution No. 9871 – Approving the Issuance by the California Municipal Finance Authority (the “CMFA”) qualified 501(c)(3) bonds in an aggregate principal amount not to exceed $55,000,000 for the purpose of financing or refinancing the acquisition, rehabilitation, improvement and equipping of Citrus Court Apartments and certain other matters relating thereto (Planning)
Recommendation:
 Open the public hearing, receive the staff report and any comments from the public regarding the proposed issuance of qualified 501(c)(3) bonds by the California Municipal Finance Authority (the “CMFA”), a joint exercise of powers authority and public entity of the State of California, in an amount not to exceed $55,000,000, (the “Bonds”), to finance or refinance the acquisition, rehabilitation, improvement and equipping of a 138-unit multifamily rental housing project, generally known as Citrus Court Apartments, located at 8121 Broadway Avenue, Whittier, California (the “Project”)  Conduct the Public Hearing under the requirements of the Tax Equity and Fiscal Responsibility Act (TEFRA), and as required by Section 147(f) of the Internal Revenue Code of 1986, as amended (the “Code”).

City of Santa Fe Springs
Regular Meetings July 18, 2023
7  Adopt Resolution No. 9871, approving the issuance of the Bonds by the CMFA for the benefit of Citrus Whittier LLC, with Affordable Housing Alliance II, Inc., dba Integrity Housing as the sole member (the “Borrower”) which is an organization described in Section 501(c)(3) of the Internal Revenue Code of 1986 (the “Code”), to provide for the financing of the Project, such adoption is solely to satisfy the requirements of TEFRA, the Code and the California Government Code Section 6500 (and following).  Authorize the Mayor and or designee to execute any and all documents deemed necessary or advisable to carry out, give effect to, and comply with the terms and intent of Resolution No. 9871 and the financing approved hereby.

PUBLIC HEARING

14. Resolution No. 9874 – Approval of Programs/Projects Proposed for Funding During FY 2023/2024 Under the City’s Community Development Block Grant (CDBG) Cooperation Agreement with the County of Los Angeles (City Manager) Recommendation:
 Open the Public Hearing;
 Receive any comments from the public wishing to speak on this matter and thereafter close the Public Hearing;
 Approve the acceptance of CDBG funds as described in the body of this report;
 Adopt Resolution No. 9874; and
 Authorize Staff to transmit the planning documents to the County of Los Angeles Community Development Commission.

PUBLIC HEARING

15. Confirmation of 2022/23 Weed Abatement Charges (City Clerk) Recommendation:
 Open the Public Hearing
 Receive any comments from the public wishing to speak on this matter and thereafter close the Public Hearing;
 Confirm the charges listed in the Los Angeles County Agricultural Commissioner’s 2022/23 Weed Abatement Assessment Roll and instruct the County Auditor to enter the amounts of these assessments against the respective parcels of land as they appear on the current assessment roll.

NEW BUSINESS

16. City Manager Employment Agreement with René Bobadilla (City Attorney) Recommendation:
 Approve and authorize the Mayor to execute the Employment Agreement between the City of Santa Fe Springs and René Bobadilla.

17. Presentation by Consultant AECOM on the Objective Development Standards Project, which will be integrated into the Targeted Zoning Ordinance Updates Project (Planning) Recommendation:

City of Santa Fe Springs
Regular Meetings July 18, 2023
8  Receive the project presentation from AECOM, provide feedback as desired, and thereafter file the report.

18. Little Lake School District Pioneer Blvd. Frontage Road Improvement – Approval of Cost Sharing Memorandum of Understanding (Public Works)
Recommendation:
 Approve Memorandum of Understanding with Little Lake School District;  Authorize the Mayor to execute Memorandum of Understanding;  Approve adding the Pioneer Blvd Frontage Road Improvement 2023 Project to the Capital Improvement Plan; and
 Appropriate $61,525.00 from the Utility Users Tax (UUT) Capital Improvements Fund to the Pioneer Blvd Frontage Road Improvement Project.

19. PRESENTATIONS
a. Presentation from State Senator Bob Archuleta
b. Recognition of the 2023 Beautification Award Recipients (Community Services) c. Introduction of New Employee, Jose Larios, Associate Civil Engineer (Public Works) d. Every 15 Minutes Program – St. Paul High School (Police Services)

20. PUBLIC COMMENTS This is the time when comments may be made by members of the public on matters within the jurisdiction of the City Council, not on the agenda. The time limit for each speaker is three minutes unless otherwise specified by the Mayor.

21. CITY MANAGER’S AND EXECUTIVE TEAM REPORTS

22. APPOINTMENTS TO BOARDS, COMMITTEES, COMMISSIONS

23. COUNCIL COMMENTS/ AB1234 COUNCIL CONFERENCE REPORTING

24. ADJOURNMENT
I, Janet Martinez, City Clerk for the City of Santa Fe Springs, do hereby certify under penalty of perjury under the laws of the State of California, that the foregoing agenda was posted at the following locations; City’s website at www.santafesprings.org; Santa Fe Springs City Hall, 11710 Telegraph Road; Santa Fe Springs City Library, 11700 Telegraph Road; and the Town Center Plaza (Kiosk), 11740 Telegraph Road, not less than 72 hours prior to the meeting. 07/14/2023
Janet Martinez, CMC, City Clerk Date Posted
.

AGENDA

REGULAR MEETINGS OF THE SANTA FE SPRINGS

PUBLIC FINANCING AUTHORITY

WATER UTILITY AUTHORITY

HOUSING SUCCESSOR

SUCCESSOR AGENCY

AND CITY COUNCIL
July 18, 2023
6:00 P.M.

Please Note: Staff reports, and supplemental
attachments, are available for inspection at the
office of the City Clerk, City Hall, 11710 E.

Telegraph Road during regular business hours
7:30 a.m.-5:30 p.m., Monday-Thursday and every
other Friday. Telephone: (562) 868-0511.

City of Santa Fe Springs
Regular Meetings July 18, 2023
2 1. CALL TO ORDER

2. ROLL CALL
Annette Rodriguez, Councilmember
William K. Rounds, Councilmember
Joe Angel Zamora, Councilmember
Jay Sarno, Mayor Pro Tem
Juanita Martin, Mayor

3. INVOCATION

4. PLEDGE OF ALLEGIANCE

5. INTRODUCTIONS

PUBLIC FINANCING AUTHORITY

6. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote.

WATER UTILITY AUTHORITY

7. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote.

City of Santa Fe Springs
Regular Meetings July 18, 2023
3 HOUSING SUCCESSOR

Minutes of the June 6 and 20, 2023 Housing Successor Meetings (City Clerk) Recommendation:
 Approve the minutes as submitted.

SUCCESSOR AGENCY

Minutes of the June 6 and 20, 2023 Successor Agency Meetings (City Clerk) Recommendation:
 Approve the minutes as submitted.

CITY COUNCIL

City of Santa Fe Springs
Regular Meetings July 18, 2023
6 PUBLIC HEARING

PUBLIC HEARING

NEW BUSINESS

17. Presentation by Consultant AECOM on the Objective Development Standards Project, which will be integrated into the Targeted Zoning Ordinance Updates Project (Planning) Recommendation:

City of Santa Fe Springs
Regular Meetings July 18, 2023
8  Receive the project presentation from AECOM, provide feedback as desired, and thereafter file the report.

21. CITY MANAGER’S AND EXECUTIVE TEAM REPORTS

22. APPOINTMENTS TO BOARDS, COMMITTEES, COMMISSIONS

23. COUNCIL COMMENTS/ AB1234 COUNCIL CONFERENCE REPORTING

CONSENT AGENDA
Monthly Report on the Status of Debt Instruments Issued through the City of Santa Fe Springs Public Financing Authority (PFA)

BACKGROUND
The Santa Fe Springs Public Financing Authority (PFA) is a City entity that has periodically issued debt for the benefit of the Santa Fe Springs community. The following is a brief status report on the debt instruments currently outstanding that were issued through the PFA.

Consolidated Redevelopment Project 2006-A Tax Allocation Bonds Financing proceeds available for appropriation at 6/30/2023 None Outstanding principal at 6/30/2023 $37,857,128
Bond Repayment
The former Community Development Commission (CDC) issued a number of tax allocation bonds before it was dissolved by State law effective February 1, 2012 which are administered by the City acting as Successor Agency under the oversight of the appointed Oversight Board. The Successor Agency no longer receives tax increment. Instead, distributions from the Redevelopment Property Tax Trust Fund (RPTTF) are received based on approved obligations. It is anticipated that sufficient allocations from the RPTTF will continue to be made to the Successor Agency to meet ongoing debt service obligations.

Unspent Bond Proceeds
Under an approved Bond Expenditure Agreement, unspent bond proceeds of the former CDC in the amount of approximately $19 million were transferred to the City in July 2014.

The funds are to be spent in accordance with the original bond documents. The unspent proceeds continue to be a source of funding within the City’s capital improvement program (CIP).
2016 Bond Refunding
In July 2016, the Successor Agency issued its 2016 Tax Allocation Refunding Bonds, which paid off several bond issuances of the former CDC. The bonds were originally issued through the Public Financing Authority and included the 2001 Series A, 2002 Series A, 2003 Series A, the current interest portion of the 2006 Series A, and 2006 Series B bond issuances.

RECOMMENDATION
• Receive and file the report.

ITEM NO. 6B
Public Financing Authority Monthly Report Page 2 of 2
Report Submitted By: Travis Hickey Date of Report: July 13, 2023 Finance & Administrative Services
2017 Bond Refunding
In December 2017, the Successor Agency issued its 2017 Tax Allocation Refunding Bonds, which paid off the 2007 Tax Allocation Bonds of the former CDC. The 2007 Bonds were originally issued through the Public Financing Authority.

Tom Hatch
Interim City Manager/Executive Director
FOR ITEM NO. 7A
PLEASE SEE ITEM NO. 10A
City of Santa Fe Springs
Pla Water Utility Authority Meeting July 18, 2023
Report Submitted By: Travis Hickey Date of Report: July 13, 2023 Finance & Administrative Services

CONSENT AGENDA
Monthly Report on the Status of Debt Instruments Issued through the City of Santa Fe Springs Water Utility Authority (WUA)

BACKGROUND
The Santa Fe Springs Water Utility Authority (WUA) is a City entity that has issued debt for the benefit of the Santa Fe Springs community. The following is a brief status report on the debt instruments currently outstanding that were issued through the WUA.

Water Revenue Bonds, 2013
Financing proceeds available for appropriation at 6/30/2023 None Outstanding principal at 6/30/2023 $6,890,000
Water Revenue Bonds, 2018
Financing proceeds available for appropriation at 6/30/2023 None Outstanding principal at 6/30/2023 $610,000
In May 2013 the Water Utility Authority issued the 2013 Water Revenue Bonds in the amount of $6,890,000. The bonds refunded the existing 2003 Water Revenue Bonds (issued through the Public Financing Authority) and provided additional funds for water improvement projects in the amount of $2,134,339. The funds were restricted for use on water system improvements. In August 2013 the Water Utility Authority Board appropriated the proceeds for the Equipping Water Well No. 12 Project and all proceeds were since used on this project.

In January 2018 the Water Utility Authority issued the 2018 Water Revenue Bonds in the amount of $1,800,000. The bonds refunded the existing 2005 Water Revenue Bonds (issued through the Public Financing Authority). No additional funds were raised through the issuance of the 2018 Water Revenue Bonds.

The City budget includes sufficient appropriations and adequate revenues are expected to be collected to meet the debt service obligations associated with the 2013 and 2018 Water Revenue Bonds.

The WUA was formed in June of 2009. Water revenue bonds issued prior to this date were issued through the City of Santa Fe Springs Public Financing Authority.

Tom Hatch
Interim City Manager/Executive Director

RECOMMENDATION
• Receive and file the report.

ITEM NO. 7B
City of Santa Fe Springs
Water Utility Authority Meeting July 18, 2023
Report Submitted By: Yvette Kirrin Date of Report: July 13, 2023 Interim Director of Public Works

CONSENT AGENDA
Status Update of Water-Related Capital Improvement Projects

BACKGROUND
This report is for informational purposes only. The following is a listing of current active water projects.

Water Utility SCADA Programming And Maintenance Update
The Water Utility’s Supervisory Control And Data Acquisition (SCADA) software and system components are vital in operating and monitoring the drinking water system pressure, imported water connections, and the City’s five underpass pump stations.

SCADA allows staff to remotely monitor and make changes to specific system parameters.

The Request for Proposal to bring in a qualified firm to assist the Water Utility Authority in meeting its normal SCADA operational and maintenance needs is currently advertised.

Water Well No. 2 Status Update
On July 20, 2021, the City Council approved awarding the contract to General Pump Company Inc. to assess Water Well No. 2. The contractor completed the initial assessment and has submitted to the City their final report, which confirmed one contaminant, and provided two scenarios for treatment.

The Request for Proposal for the engineering design of a temporary water treatment system for Water Well No. 2, to reduce the initial cost of bringing the water well back into service, is currently advertised.

Water Well No. 12 Status Update
Drilled and constructed in August of 2012, the water produced by Water Well No. 12 has not met State and Federal drinking water standards due to various contaminants.

The well has been evaluated several times over the last several years with no decision to implement treatment.

The Request for Proposal to assess Water Well No. 12 and prepare technical specifications to aid in the design of a treatment system is currently advertised.

Tom Hatch
Interim City Manager/Executive Director
Attachments:

None

RECOMMENDATION
• Receive and file the report.

ITEM NO. 7C
FOR ITEM NO. 8
PLEASE SEE ITEM NO. 10A
FOR ITEM NO. 9
PLEASE SEE ITEM NO. 10A
City Council Meeting July 18, 2023
Report Submitted By: Janet Martinez, City Clerk/ Date of Report: July 14, 2023 Fernando Munoz, Deputy City Clerk
City of Santa Fe Springs

CONSENT AGENDA
Minutes of the June 6, 7, 16, and 20, 2023 Special and Regular City Council Meetings

BACKGROUND
Staff has prepared minutes for the following meetings:
• Regular City Council Meeting of June 6, 2023
• Special City Council Meeting of June 7, 2023
• Special City Council Meeting of June 16, 2023
• Special City Council Meeting of June 20, 2023
• Regular City Council Meeting of June 20, 2023
Staff hereby submits the minutes for Council’s approval.

Tom Hatch
Interim City Manager
Attachment:

1. June 6, 2023 Regular Meeting Minutes

2. June 7, 2023 Special Meeting Minutes

3. June 16, 2023 Special Meeting Minutes

4. June 20, 2023 Special Meeting Minutes

5. June 20, 2023 Regular Meeting Minutes

RECOMMENDATION(S)
• Approve the minutes as submitted.

ITEM NO. 10A
APPROVED:

MINUTES OF THE REGULAR MEETINGS OF THE

CITY COUNCIL
June 6, 2023

1. CALL TO ORDER
Mayor Martin called the meeting to order at 6:00 p.m., and introduced Laila Rivera, 4th grade student from Santa Fe Springs Christian School as the “Mayor for the Day”.

2. ROLL CALL
Members present: Councilmembers/Directors: Rodriguez, Rounds, Zamora, Mayor Pro Tem/Vice Chair Sarno and Mayor/Chair Martin.

Members absent: None.

3. INVOCATION
Invocation was led by Cindy Jarvis

4. PLEDGE OF ALLEGIANCE
Heart & Hustle Baseball Team led the Pledge of Allegiance.

5. INTRODUCTIONS
Chamber of Commerce CEO Kathie Fink, and Starbucks Store Manager Daniel O’ Marah.

Mayor Martin requested Item No. 11 be considered after Item No. 5.

11. PRESENTATIONS
a. Introduction of the 2023 Memorial Scholarship Program Recipients and Chamber of Commerce Youth Enrichment Fund Destiny Scholarships Recipients (City Manager) b. Recognition of 2023 SFS Art Fest Sponsors and Volunteers (Community Services) c. Fire Department’s 65th Anniversary (Fire)

HOUSING SUCCESSOR

6. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the Housing Successor.

Minutes of the May 2, 2023 Housing Successor Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.

It was moved by Mayor Pro Tem Sarno, seconded by Councilmember Rodriguez, to approve the minutes as submitted, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Minutes of the June 6, 2023 Housing Successor, Successor Agency, and City Council Meetings

Page 2 ends

Nayes: None

Absent: None

SUCCESSOR AGENCY

7. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the Successor Agency.

Minutes of the May 2, 2023 Successor Agency Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.

It was moved by Councilmember Rodriguez, seconded by Councilmember Rounds, to approve the minutes as submitted, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

CITY COUNCIL

8. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the City Council.
a. Minutes of the May 2, 2023 Special and Regular City Council Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.
b. Approval of Batting Cage Facility Concession Agreement (Community Services) Recommendation:
• Authorize the Mayor to execute the Concession Agreement with Henry Hernandez for the Operation of the Batting Cage Facility located at Little Lake Park.
c. Approval of Agreement between City of Santa Fe Springs and the Boys and Girls Club of Whittier for College Bound Program (Community Services) Recommendation:
• Authorize the Director of Community Services to execute and sign the Agreement between the City of Santa Fe Springs and the Boys and Girls Club of Whittier to offer a College Bound Program.
d. Approval of In-kind Services Agreement between the City of Santa Fe Springs and Southeast Area Social Services Funding Authority (SASSFA) for Fiscal Year (FY) 2023-24 for Congregate Senior Meal Program (Community Services) Recommendation:
• Approve In-kind services agreement between the City of Santa Fe Springs and Southeast Area Social Services Funding Authority (SASSFA) for FY 2023-2024; and
• Authorize the Mayor to execute the In-kind services agreement.

Minutes of the June 6, 2023 Housing Successor, Successor Agency, and City Council Meetings

Page 3 ends

e. Exemplary Performance of Active Network Vendor Agreement (Community Services)
Recommendation:
• Continue the services with Active Network for Recreation Management Software subject to periodic review by Community Services staff. f. Approval of Code of Conduct for Community Services City Facilities, Parks and Programs (Community Services)
Recommendation:
• Authorize the Director of Community Services to adopt the Code of Conduct Administrative Policy for Community Services City Facilities, Parks and Programs in the City of Santa Fe Springs.
g. Adoption of the City’s Fiscal Year 2023-24 Investment Policy (Finance) Recommendation:
• Adopt the Investment Policy for fiscal year 2023-24.
h. Resolution No. 9870 – Adoption of Annual Appropriation (GANN) Limit for Fiscal Year 2023-24 (Finance)
Recommendation:
• Adopt Resolution No. 9870 setting the appropriation limit for Fiscal Year 2023-24.
i. Introduction of Ordinance No. 1129 Repealing and Replacing Sections 53.45 to

53.52 of Chapter 53 of Title V of the Santa Fe Springs Municipal Code Relating to Cross-Connection Control Devices (Public Works)
Recommendation:
• Introduce by title only and waive further reading of Ordinance No. 1129:

AN ORDINANCE OF THE CITY OF SANTA FE SPRINGS
REPEALING AND REPLACING SECTIONS 53.45 TO 53.52 OF
CHAPTER 53 OF TITLE V OF THE CODE OF SANTA FE SPRINGS
RELATING TO CROSS-CONNECTION CONTROL DEVICES.
j. Resolution Nos. 9866 and 9867 – Approval of Engineer’s Report (Fiscal Year 2023/24) in Conjunction with Annual Levy of Assessment for Heritage Springs Assessment District No. 2001-1 (Hawkins Street and Palm Drive) (Public Works) Recommendation:
• Adopt Resolution No. 9866, approving the Engineer’s Report (Fiscal Year 2023/24) in conjunction with the annual levy of assessments for the Heritage Springs Assessment District No. 2001-01; and
• Adopt Resolution No. 9867 declaring the City of Santa Fe Springs’ intention to provide for an annual levy and collection of assessments for Heritage Springs Assessment District No. 2001-01, and setting the public hearing for the Council meeting of July 18, 2023.
k. Resolution Nos. 9868 and 9869 – Approval of Engineer’s Report (Fiscal Year 2023/24) in Conjunction with Annual Levy of Assessments for Street Lighting District No. 1 (Public Works)
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Recommendation:
• Adopt Resolution No. 9868, approving the Engineer’s Report (Fiscal Year 2023/24) in conjunction with the annual levy of assessments for Street Lighting District No. 1; and
• Adopt Resolution No. 9869, declaring the City of Santa Fe Springs’ intention to provide for an annual levy and collection of assessments for Lighting District No. 1, and setting the public hearing for the Council meeting of July 18, 2023.
l. Municipal Services Yard Warehouse and Administration Office Roof Replacement – Final Payment (Public Works)
Recommendation:
• Approve the Final Payment (less 5% Retention) to Four Seasons Roofing Inc. of Montebello, California in the amount of $270,191.36 for the subject project.
m. On-Call Professional Engineering Services for the Designs of Commercial Street Improvement Shoemaker Avenue and Broadway Avenue – Approval of Task Orders (Public Works)
Recommendation:
• Accept the Request For Quotes (RFQ’s);
• Approve Task Order No. 1 to BKF Engineers for the Design of Commercial Street Improvement Shoemaker Ave in the amount of $54,574.00; • Approve Task Order No. 24 to Onward Engineering for the Design of Commercial Street Improvement Broadway Ave in the amount of $46,825.00;
• Authorize the Interim Director of Public Works to execute two Task Orders for On-Call Professional Engineering Services with BKF Engineers and Onward Engineering.
n. Authorization to Bid a New/Unused Ford Escape Hybrid for the Department of FireRescue Fire and Environmental Safety Inspector (Fire) Recommendation:
• Authorize the Director of Purchasing Services to solicit bids on behalf of the Department of Fire/Rescue for (1) new Ford Escape Hybrid to replace a City vehicle that was a total loss following an accident on April 26, 2023. o. Award to Regency Lighting for the Purchase of LED Roadway Street Lighting Fixtures (Finance)
Recommendation:
• Award to Regency Lighting for the purchase of LED roadway street lighting fixtures; and
• Authorize the Director of Purchasing Services to process a Purchase Order in the amount of $669,375.91 to Regency Lighting. p. Fire Station Headquarters Roof Replacement – Authorization to Advertise for Construction Bids (Public Works)
Recommendation:
• Approve adding the Fire Station Headquarters Roof Replacement Project Minutes of the June 6, 2023 Housing Successor, Successor Agency, and City Council Meetings

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to the Capital Improvement Plan;
• Appropriate $1,449,000 from the Capital Improvement Plan / Utility Users Tax (UUT) Fund to the Fire Station Headquarters Roof Replacement Project;
• Approve the Specifications; and
• Authorize the Interim City Engineer to advertise for construction bids. q. Adopt Resolution No. 9863 Approving the Zero Emission Bus Rollout Plan (Public Works)
Recommendation:
• Adopt Resolution No. 9863.
r. Approval of Side Letter #1 (Certification Pay) to the 2021-2024 Memorandum of Understanding Between the City of Santa Fe Springs and the Santa Fe Springs Employees Association (SFSEA) (Finance/HR)
Recommendation:
• Approve side letter #1 (Certification Pay) to the 2021-2024 Memorandum of Understanding between the City of Santa Fe Springs and the Santa Fe Springs Employees Association (SFSEA).

It was moved by Councilmember Rounds, seconded by Councilmember Zamora, to approve Items 8A through 8R, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

NEW BUSINESS

9. Introduction and Discussion of City’s Proposed Fiscal Year 2023-24 Budget (Finance) Recommendation:
• Provide staff direction regarding revenue and expenditure matters included in the fiscal year 2023-24 proposed budget.

Interim City Manager, Tom Hatch introduced Director of Finance and Administrative Services, Travis Hickey, to provide a report on Item No. 9. He briefly touched on the City’s economic outlook, and highlighted some of the main components in the proposed budget.

He also spoke about the General Fund and the proposed position adjustments.

Mayor Pro Tem Sarno asked about the timing for replacing certain vehicles.

Director Hickey stated that the order window is small and the City is being proactive by appropriating money for vehicles that staff foresees will need to be replaced within the next fiscal year. Lastly, he touched on details pertaining to the Water Utility Fund.

Councilmember Rodriguez asked about purchasing and installing infant changing tables at Heritage Park.

Interim City Manager Hatch stated that funds were being used from the current fiscal year to achieve that goal.

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10. City Clerk’s Office Renovation – Authorization to Advertise for Construction Bids (Public Works)
Recommendation:
• Approve the Specifications for the City Clerk’s Office Renovation project; and
• Authorize the City Engineer to advertise for construction bids.

Interim Director of Public Works, Yvette Kirrin provided a brief presentation on Item No.

10. It was moved by Councilmember Rodriguez, seconded by Councilmember Rounds, to approve the specification for the City Clerk’s Office Renovation project, and authorize the City Engineer to advertise for construction bids, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

12. PUBLIC COMMENTS
The following members of the public were present to make a comment: Bruce Crow, Lee Squire, and Lisette Gonzalez. Alicia Lara submitted a public comment via email.

13. CITY MANAGER’S AND EXECUTIVE TEAM REPORTS
• Director of Community Services, Maricela Balderas spoke about the In-Services Staff Training, Hawaiian Luau Dance, and Father’s Day Event. She also provided information on the Southeast Los Angeles Senior Ball, the California Library Association Conference, and the First Friday: Island Inspiration event at the library. • Director of Finance and Administration, Travis Hickey spoke about the Human Resources Training and Development offerings and workshops. He also spoke about the newly updated City websites.
• Fire Chief, Chad Van Meeteren spoke about the Station Tour and Ladder Demonstration at one of the City Fire Stations. He also spoke about a show-and-tell event at Ada S. Nelson Elementary School.
• Director of Police Services, Dino Torres spoke staff participating at the annual Whittier Police Department Open House and attending the Public Safety Trainings. Lastly, he promoted the first Community Block Party of the year schedule for Saturday, June 17th.
• Director of Planning, Wayne Morrell provided an update on his trip to ICSC (International Council of Shopping Centers).
• Interim Director of Public Works, Yvette Kirrin provided project updates for the Residential Street Improvements Project, the Rosecrans Marquardt Grade Separation, the Los Nietos Parking Lot Improvements, and other projects around the City.

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14. APPOINTMENTS TO BOARDS, COMMITTEES, COMMISSIONS
Councilmember Rounds appointed Paul and Yoko Nakamura to the Senior Advisory Committee.

15. COUNCIL COMMENTS
Councilmember Rodriguez thanked staff for going above and beyond to service the residents. She also reported attending Contract Cities Annual Municipal Seminar in Indian Wells with the rest of Council that included seminars that ranged in topics from homelessness to health and wellness. She thanked the Women’s Club for contributing to City events, and also spoke attending the scholarship award ceremony for Santa Fe High School.

Councilmember Rounds spoke about attending Contract Cities Annual Municipal Seminar in Indian Wells and acknowledged the children that attended the Council meeting for being an integral part of the community.

Councilmember Zamora thanked the Mayor for the Day Rivera and also spoke about the many offerings the City has during the summer. He also spoke about attending Contract Cities Annual Municipal Seminar in Indian Wells, and extended his thanks to staff.

Mayor Pro Tem Sarno thanked Mayor for the Day Rivera and also thanked the Finance Department for creating a comprehensive budget. He wished everyone in attendance a Happy Father’s Day, and also spoke about attending Contract Cities Annual Municipal Seminar in Indian Wells
Mayor Martin spoke about attending Contract Cities Annual Municipal Seminar in Indian Wells and thanked Mayor for the Day Rivera for leading the meeting. She promoted the Meet the Mayor event and also thanked everyone for attending the Council Meeting.

16. ADJOURNMENT
Mayor Martin and Mayor for the Day Rivera adjourned the meeting at 8:07 p.m. _____________________
Juanita Martin
Mayor
ATTEST:
_____________________
Janet Martinez Date
City Clerk
APPROVED:

MINUTES OF THE SPECIAL MEETINGS OF THE

CITY COUNCIL
June 7, 2023

1. CALL TO ORDER
Mayor Martin called the meeting to order at 8:47 a.m.

2. ROLL CALL
Members present: Councilmembers: Rodriguez, Rounds, Zamora, Mayor Pro Tem Sarno, and Mayor Martin
Members absent: None

3. PUBLIC COMMENTS
There was no one wishing to speak during public comments.

CITY COUNCIL

CLOSED SESSION

4. PUBLIC EMPLOYMENT
(Pursuant to California Government Code Section 54957)
TITLE: City Manager
Mayor Martin recessed the meeting at 8:47 p.m.

Mayor Martin convened the meeting at 12:58 p.m.

5. CLOSED SESSION REPORT
City Attorney, Ivy M. Tsai provided a closed session report: Direction was given to staff and no reportable action was taken.

6. ADJOURNMENT
Mayor Martin adjourned the meeting at 12:58 p.m.
_____________________
Juanita Martin
Mayor
ATTEST:
_____________________
Janet Martinez Date
City Clerk
APPROVED:

MINUTES OF THE SPECIAL MEETINGS OF THE

CITY COUNCIL
June 16, 2023

1. CALL TO ORDER
Mayor Martin called the meeting to order at 3:19 p.m.

2. ROLL CALL
Members present: Councilmembers: Rodriguez, Rounds, Zamora (via teleconference), Mayor Pro Tem Sarno (via teleconference), and Mayor Martin Members absent: None

3. PUBLIC COMMENTS
There was no one wishing to speak during public comments.

CITY COUNCIL

CLOSED SESSION

4. PUBLIC EMPLOYMENT
(Pursuant to California Government Code Section 54957)
TITLE: City Manager
Mayor Martin recessed the meeting at 3:20 p.m.

Mayor Martin convened the meeting at 4:14 p.m.

5. CLOSED SESSION REPORT
City Attorney, Ivy M. Tsai provided a closed session report: Direction was given to staff and no reportable action was taken.

6. ADJOURNMENT
Mayor Martin adjourned the meeting at 4:14 p.m.
_____________________
Juanita Martin
Mayor
ATTEST:
_____________________
Janet Martinez Date
City Clerk
APPROVED:

MINUTES OF THE SPECIAL MEETINGS OF THE

CITY COUNCIL
June 20, 2023

1. CALL TO ORDER
Mayor Martin called the meeting to order at 5:01 p.m.

2. ROLL CALL
Members present: Councilmembers: Rodriguez, Rounds, Zamora, Mayor Pro Tem Sarno, and Mayor Martin
Members absent: None

3. PUBLIC COMMENTS
There was no one wishing to speak during public comments.

CITY COUNCIL

CLOSED SESSION

4. PUBLIC EMPLOYMENT
(Pursuant to California Government Code Section 54957)
TITLE: City Manager

CLOSED SESSION

5. CONFERENCE WITH LABOR NEGOTIATIORS
Agency Designated Representatives: City Manager
Employee Organizations: Santa Fe Springs City Employees’ Association and Santa Fe Springs Firefighters’ Association
Mayor Martin recessed the meeting at 5:02 p.m.

Mayor Martin convened the meeting at 5:22 p.m.

6. CLOSED SESSION REPORT
City Attorney, Ivy M. Tsai provided a closed session report: On a motion made by Councilmember Rounds, seconded by Mayor Martin, the City Council voted unanimously to appoint Rene Bobadilla as the next City Manager. Direction was given to staff to bring back an employment agreement for approval at the July 18 City Council meeting.

7. ADJOURNMENT
Mayor Martin adjourned the meeting at 5:23 p.m.

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_____________________
Juanita Martin
Mayor
ATTEST:
_____________________
Janet Martinez Date
City Clerk
APPROVED:

MINUTES OF THE REGULAR MEETINGS OF THE

CITY COUNCIL
June 20, 2023

1. CALL TO ORDER
Mayor Martin called the meeting to order at 6:00 p.m.

2. ROLL CALL
Members present: Councilmembers/Directors: Rodriguez, Rounds, Zamora, Mayor Pro Tem/Vice Chair Sarno, and Mayor/Chair Martin.

Members absent: None.

3. INVOCATION
Mayor Pro Tem Sarno led the invocation.

4. PLEDGE OF ALLEGIANCE
The Youth Leadership Advisory Committee led the pledge of allegiance.

5. INTRODUCTIONS
Mayor Martin announced that Rene Bobadilla was selected to become the next City Manager of the City of Santa Fe Springs. She also introduced Kathy Fink, Chamber of Commerce CEO.

PUBLIC FINANCING AUTHORITY

6. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote.

Any item may be removed from the Consent Agenda and considered separately by the Public Financing Authority.
a. Minutes of the May 16, 2023 Public Financing Authority Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.
b. Monthly Report on the Status of Debt Instruments Issued through the City of Santa Fe Springs Public Financing Authority (PFA) (Finance)
Recommendation:
• Receive and file the report.

It was moved by Councilmember Zamora, seconded by Councilmember Rodriguez, to approve Item Nos. 6A and 6B, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None
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WATER UTILITY AUTHORITY

7. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote.

Any item may be removed from the Consent Agenda and considered separately by the Water Utility Authority.
a. Minutes of the May 16, 2023 Water Utility Authority Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.
b. Monthly Report on the Status of Debt Instruments Issued through the City of Santa Fe Springs Water Utility Authority (WUA) (Finance)
Recommendation:
• Receive and file the report.
c. Status Update of Water-Related Capital Improvement Projects (Public Works) Recommendation:
• Receive and file the report.
d. On-call Supervisory Control and Data Acquisition (SCADA) Programing and Maintenance – Issue Request for Proposal (Public Works) Recommendation:
• Authorize the Interim Director of Public Works to issue a Request for Proposal for On-call SCADA Programing and Maintenance.

It was moved by Councilmember Rounds, seconded by Mayor Pro Tem Sarno, to approve Item Nos. 7A through 7D, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

NEW BUSINESS

8. Water Well No. 2 – Engineering Design Services for a Temporary Water Treatment System and Pump and Motor Equipment – Authorization Request for Issuance of a Request for Proposal (Public Works)
Recommendation:
• Authorize the Interim Director of Public Works to issue a Request for Proposal for Engineering Design Services for a Temporary Water Treatment System and Pump and Motor Equipment for Water Well No. 2.

Interim Director of Public Works, Yvette Kirrin provided a brief presentation on Item No. 8.

It was moved by Mayor Pro Tem Sarno, seconded by Councilmember Rodriguez, to authorize the Interim Director of Public Works to issue a Request for Proposal for Engineering Design Services for a Temporary Water Treatment System and Pump and Motor Equipment for Water Well No. 2, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None
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9. Water Well No. 12 Assessment – Issue Request for Proposal (Public Works) Recommendation:
• Authorize the Interim Director of Public Works to issue a Request for Proposal for Water Well No. 12 Assessment.

Interim Director of Public Works, Yvette Kirrin provided a brief presentation on Item No.

9. It was moved by Councilmember Zamora, seconded by Councilmember Rounds, to authorize the Interim Director of Public Works to issue a Request for Proposal for Proposal for Water Well No. 12 Assessment, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

HOUSING SUCCESSOR

Minutes of the May 16, 2023 Housing Successor Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.

It was moved by Councilmember Rodriguez, seconded by Mayor Pro Tem Sarno, to approve the minutes as submitted, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

SUCCESSOR AGENCY

11. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the Successor Agency.

Minutes of the May 16, 2023 Successor Agency Meetings (City Clerk) Recommendation:
• Approve the minutes as submitted.

It was moved by Councilmember Rounds, seconded by Councilmember Zamora, to approve the minutes as submitted, by the following vote:

Ayes: Zamora, Sarno, Rodríguez, Rounds, and Martin
Nayes: None

Absent: None
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CITY COUNCIL

12. CONSENT AGENDA
Consent Agenda items are considered routine matters which may be enacted by one motion and vote. Any item may be removed from the Consent Agenda and considered separately by the City Council.
a. Minutes of the May 16 and May 30, 2023 Special and Regular City Council Meetings (City Clerk)
Recommendation:
• Approve the minutes as submitted.
b. Approve an Amendment to the CliftonLarsonAllen, LLP Professional Services Agreement to Exercise the Two-Year Optional Extension for Auditing the Financial Statements for the Fiscal Years 2022-23 and 2023-24 (Finance) Recommendation:
• Authorize the Mayor to execute an amendment to the professional services agreement with the firm of CliftonLarsonAllen, LLP to perform the City’s annual independent financial audit for the fiscal years 2022-23 and 2023-24.
c. Award to Regency Lighting for the Purchase of Power Pedestals (Finance) Recommendation:
• Award to Regency Lighting for the purchase of power pedestals; and • Authorize the Director of Purchasing Services to process a Purchase Order in the amount of $50,602.37 to Myers Power Products, Inc. d. Award an Order to Swarco McCain Inc. for the Purchase of Traffic Signal Cabinets (Finance)
Recommendation:
• Award an order to Swarco McCain Inc. for the purchase of traffic signal cabinets; and
• Authorize the Director of Purchasing Services to process a Purchase Order in the amount of $41,401.04 to Swarco McCain Inc. e. Authorize the Disposal of Surplus and Obsolete Equipment by Way of Public Auction (Finance)
Recommendation:
• Declare the below equipment surplus; and authorize their disposal by way of public auction.
f. Request Approval to Sell a 2006 Pierce Dash 100’ Platform Fire Truck to Brindlee Mountain Fire Apparatus (Fire)
Recommendation:
• Authorize the Director of Finance and Administrative Services to sell a 2006 Pierce Dash 100’ Platform Fire Truck to Brindlee Mountain Fire Apparatus for $155,000.

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g. Reorganization and Modernization of the Safe Neighborhood Team (SNT)/Residential Emergency and Disaster (READI) Program (Police Services) Recommendation:
• Approve the reorganization and modernization of the Safe Neighborhood Team (SNT)/Residential Emergency and Disaster (READI) program and dissolve the existing SNT/READI committee and bylaws.
h. 2022 General Plan Housing Element Annual Progress Report (Planning) Recommendation:
• Find and determine that the Annual Progress Report is exempt from The California Environmental Quality Act (CEQA), pursuant to Section 15061(b) (3). The 2022 Annual Report was assessed in accordance with the authority and criteria contained in CEQA and the State CEQA Guidelines.

It can be seen with certainty that there is no possibility that the report may have a significant effect on the environment. The report does not authorize construction and any future development proposed pursuant to the programs in the City’s Housing Element will require separate environmental analysis when details of those proposals are known. • Authorize staff to forward the 2022 General Plan Housing Element Annual Progress Report to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Planning and Research (OPR).
i. Residential Concrete Improvements – Final Payment (Public Works) Recommendation:
• Approve the Final Payment to CT&T Concrete Paving Inc. of Diamond Bar, California, for $470,638.80 (Less 5% Retention) for the subject project.
j. Resolution No. 9864 – Adopt Residential Streets Improvements South Florence Avenue (Triangle) and Longworth Ave (Orr & Day Road to Harvest Ave) Project for Road Repair and Accountability Act of 2017 Funds (Fiscal Year 2023/24) (Public Works)
Recommendation:
• Adopt Resolution No. 9864 approving the Residential Streets Improvements South Florence Avenue Project to be partially funded by SB1, the Road Repair and Accountability Act;
• Authorize the Interim Director of Public Works to submit an application to the California Transportation Commission for the allocation of Road Maintenance and Rehabilitation Account (SB1) funds to the Residential Streets Improvements South Florence Avenue Project.
k. Betty Wilson Center Roof Replacement – Final Payment (Public Works) Recommendation:
• Approve the Final Payment to Chapman Coast Roofing Inc. of Fullerton, California in the amount of $99,413.00 (less 5% Retention) for the subject project.

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l. Little Lake Park Parking Lot Improvements – Authorization to Advertise for Construction Bids (Public Works)
Recommendation:
• Approve the Plans and Specifications; and
• Authorize the Interim City Engineer to advertise for construction bids. m. Update City Ordinance No. 1129 – Cross-Connection Control Program (Public Works)
Recommendation:
• Adopt Ordinance No. 1129 regarding Backflow Prevention and CrossConnection Control Program Requirements. n. Revising Rules for Youth Based Commissions and Committees (Community Services)
Recommendation:
• Introduce by title only and waive further reading of Ordinance No. 1130, an ordinance of the City of Santa Fe Springs amending Sections 32.33 and 32.34 of Chapter 32 of Title III of the Code of Santa Fe Springs relating to City Commissions and Committees; and
• Adopt Resolution No. 9873, a resolution of the City Council of the City of Santa Fe Springs, California, setting rules for the Youth Leadership Committee.

It was moved by Councilmember Rounds, seconded by Councilmember Zamora, to approve the consent agenda, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

NEW BUSINESS

13. Resolution No. 9872 – Approving the City’s Fiscal Year 2023-24 Operating Budget and Related Actions (Finance)
Recommendation:
• Adopt Resolution No. 9872 approving and adopting the Fiscal Year 2023-24 Operating Budget, Fiscal Year 2023-24 Salary Schedule, and authorizing the carryover of certain unspent appropriations.

Director of Finance, Travis Hickey provided a brief presentation on Item No. 13.

Council provided words of praise to the Finance Department for the budget creation process.

It was moved by Councilmember Rounds, seconded by Councilmember Rodriguez, to adopt Resolution No. 9872 approving and adopting the Fiscal Year 2023-24 Operating Budget, Fiscal Year 2023-24 Salary Schedule, and authorizing the carryover of certain unspent appropriations, by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None
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14. Approval of 2024 SFS Art Fest Consultant Agreement between the City of Santa Fe Springs and Crepe’s & Grapes, LLC. and Proposed Event Fees Recommended by the Heritage Arts Advisory Committee (HAAC) (Community Services)
Recommendation:
• Authorize the Director of Community Services to execute and administer a Professional Services Agreement (PSA) in the amount of $55,000.00 with Crepes and Grapes Café, LLC. Sandra Hahn for the anticipated services to be performed for 2024 SFS Art Fest event.

OPTION 1 – Recommendations made by HAAC for Proposed Event Fees o $10.00 presale admission fee for each night (processing fees of 3.7% + $1.79 service fee paid by participants);
o $15 flat admission fee per person sold at the door;
o $35.00 fee for paint and wine activity;
o $25.00 Film Artist entry fee to include one (1) screening and Q&A session; o $20.00 Artist Artwork fee to include two (2) art piece submittals; Artist entry fees includes entry to both Preview and Showcase night and event; o Approve two (2) night $18.00 presale general admission fee (processing fees paid by participants) with no senior citizen or city employee discount;
o Approve students and individuals 18 & younger free artist and admission entry;
o Artists to pay a 20% selling fee to the City for artwork sold.

OPTION 2
o Approve all fees recommended by the HAAC in Option #1 with City to cover cost of processing fees;
o Approve two night presale special admission fee ($18.00) and include a separate senior and city employee discount for admission; oArtists to pay a 20% selling fee to the City for artwork sold.

OPTION 3
o No admission fees for both nights;
o No artist entry fees;
o No age requirements;
o Maintain $35.00 fee for paint and wine activity;
oArtists to pay a 20% selling fee to the City for artwork sold.

Family & Human Services Manager, Ed Ramirez provided a presentation on Item No. 14. Mayor Pro Tem Sarno asked about eliminating the processing fees associated with admission. Manager Ramirez stated that it would be difficult to do so as the fees are tied to the ticketing process.

Bruce Crow provided public comment on Item No. 14.

At the request of Council, Manager Ramirez went into detail of the amount of money made during the ArtFest, and elaborated on the accounts used to fund the event. City Attorney, Ivy M. Tsai clarified that Council can make any kind of combinations with the options provided. Discussion ensued amongst Council, and directed staff to look into additional options to be brought back as a study session item for further discussion at a subsequent council meeting.

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It was moved by Mayor Pro Tem Sarno, seconded by Councilmember Rounds, to authorize the Director of Community Services to execute and administer a Professional Services Agreement (PSA) in the amount of $55,000.00 with Crepes and Grapes Café, LLC. Sandra Hahn for the anticipated services to be performed for 2024 SFS Art Fest event, and by the following vote:

Ayes: Rodríguez, Rounds, Zamora, Sarno and Martin
Nayes: None

Absent: None

15. PRESENTATIONS
a. Proclamation declaring July 2023 as Park & Recreation Month in the City of Santa Fe Springs (Community Services)
b. Introduction of Newly Promoted and New Community Services Employees (Community Services)
c. Milestone Recognition (City Manager)

16. PUBLIC COMMENTS
The following members of the public spoke during public comments: Lee Squire and Janie Rodriguez.

17. CITY MANAGER’S AND EXECUTIVE TEAM REPORTS
• Interim City Manager, Tom Hatch spoke in regards to the City’s birthday and Employee Appreciation Luncheon event that took place on Monday, May 15, 2023. • Director of Community Services, Maricela Balderas spoke about the Lakeview Park Playground Ribbon Cutting on June 16th and the Father’s Day event on the same date.

She also provided information on upcoming events such as the Get Acquainted Cookouts, Independence Day & Salute to Military Heroes Event, the 2023 Concert & Movie Series, and the Older Adults Red, White, and Blue Dance. • Director of Finance, Travis Hickey spoke about Financial Wellness Week offerings, which were hosted by Benefit Financial Services Group and Mission Square Finance. • Fire Chief, Chad Van Meeteren spoke about the Trailblazers Summer Camp at one of the fire stations. He also commended a City firefighter on passing his acting engineer certification exam.
• Director of Police Services, Dino Torres spoke about Police Services staff attending a Mental Health and Public Safety seminar on June 16th. He also provided information on the upcoming Pepper Spray Self Defense training led by JPIA for police staff. • Director of Planning, Wayne Morrell spoke about the demolition of the former Chris & Pitts building to make way for a 44-unit affordable housing site with underground parking. He also spoke about the delay for building inspectors that can take up to a few weeks.
• Interim Director of Public Works, Yvette Kirrin provided updates on the following ongoing CIP projects: Los Nietos Park Parking Lot Improvements, the Triangle Project, the Carmenita Rd at Telegraph Rd Intersection Project, and the Rosecrans/Marquardt Grade Separation Project. She also provided information on applications submitted for the Southern California Edison “Charge Ready” Project Application.

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18. APPOINTMENTS TO BOARDS, COMMITTEES, COMMISSIONS
There were no appointments.

19. COUNCIL COMMENTS/AB1234 COUNCIL CONFERENCE REPORTING Councilmember Rodriguez thanked staff for the current summer offerings. She spoke about attending the Father’s Day event, welcomed the new hires, and asked about adding a stop sign to the intersection of Houghton Ave and Pioneer Blvd. Lastly, she invited everyone to the Independence Day celebrations.

Councilmember Rounds also congratulated the new hires and congratulated the Hernandez family on their importance milestone. He promoted the summer offerings and wished everyone in attendance a Happy Independence Day.

Councilmember Zamora welcomed the new staff and acknowledged the hard work by staff. He also thanked all the fathers who attended the Father’s Day event, and thanked all the volunteers.

Mayor Pro Tem Sarno congratulated Rene Bobadilla on his appointment to City Manager, and thanked Tom Hatch for his guidance during the transition period. He also commended Interim Director Kirrin on her changes within the Public Works Department, especially with staff communication. He agreed with the addition of additional stop signs and wished everyone in attendance a Happy Independence Day.

Mayor Martin thanked Interim City Manager Hatch for his contributions to the City, and said that she was happy to see the new playground equipment being used.

20. ADJOURNMENT
Mayor Martin adjourned the meeting at 7:41 p.m. in memory of Paul Nakamura. _____________________
Juanita Martin
Mayor
ATTEST:
_____________________
Janet Martinez Date
City Clerk
City of Santa Fe Springs
City Council Meeting July 18, 2023
Report Submitted By: Maricela Balderas/Gus Hernandez Date of Report: July 14, 2023 Community Services Department

CONSENT AGENDA
Second Reading and Adoption of Ordinance No. 1130 Amending Chapter 32 of Title III of the Santa Fe Springs Municipal Code relating to City Commissions and Committees

BACKGROUND
At the City Council meeting on June 20, 2023, Ordinance No. 1130 was introduced, amending Sections 32.33 and 32.34 of Chapter 32 of Title III of the Code of Santa Fe Springs relating to City Commissions and Committees. The attached draft ordinance amends the Santa Fe Springs Municipal Code Section 32.33 and 32.34 to allow an exception to appointments and the term for youth based commissions and committees.

Youth based committees and commissions are unique as appointments for these governing and advisory bodies traditionally occur at the beginning of the school year to allow members to serve full year terms. The draft ordinance revises rules for youth based commissions and committees to better align with the beginning and end of the traditional school year.

LEGAL REVIEW
The City Attorney’s office prepared Ordinance No. 1130.

Tom Hatch
Interim City Manager
Attachment:

1. Ordinance No. 1130

RECOMMENDATION
• Adopt Ordinance No. 1130, an ordinance of the City of Santa Fe Springs amending Sections 32.33 and 32.34 of Chapter 32 of Title III of the Code of Santa Fe Springs relating to City Commissions and Committees.

ITEM NO. 10B
APPROVED:

ITEM NO.:
1ST READING:
2ND READING:

ORDINANCE NO. 1130

AN ORDINANCE OF THE CITY OF SANTA FE SPRINGS AMENDING SECTIONS

32.33 AND 32.34 OF CHAPTER 32 OF TITLE III OF THE CODE OF SANTA FE

SPRINGS RELATING TO CITY COMMISSIONS AND COMMITTEES

THE CITY COUNCIL OF THE CITY OF SANTA FE SPRINGS DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1. Section 32.33 of Chapter 32 of Title III of the Code of Santa Fe Springs is hereby amended to read as follows:
§ 32.33 APPOINTMENTS.

Beginning in 2021, except for youth-based commissions and committees, appointments to commissions and committees shall be made in January.

SECTION 2. Section 32.34 of Chapter 32 of Title III of the Code of Santa Fe Springs is hereby amended to read as follows:
§ 32.34 TERM.

The term of service for any individual appointed to a commission or committee shall be two years beginning in January, except for youth-based commissions and committees. Any individual appointed to fill an unexpired term shall serve for the unexpired portion of that term. All commission and committee members shall continue in office until their successors are appointed.

SECTION 3. Any provision of the Code of Santa Fe Springs inconsistent with the provisions of this Ordinance, to the extent of such inconsistencies and no further, is hereby repealed or modified to that extent necessary to effect the provisions of this Ordinance.

SECTION 4. If any section, subsection, phrase, or clause of this Ordinance is for any reason held to be unconstitutional, such decision will not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each section, subsection, phrase or clause thereof irrespective of the fact that any one or more sections, subsections, phrases, or clauses may be declared unconstitutional.

SECTION 5. The City Clerk shall certify to the adoption of this Ordinance, including the vote for and against and shall post a certified copy of this ordinance, within 15 days after its passage to be posted in at least three (3) public places within the City as established by ordinance, and, in compliance with Section 36933 of the Government Attachment 1
APPROVED:

ITEM NO.:
2 Code.

PASSED and ADOPTED this ___ day of _______, 2023, by the following roll call vote:

AYES:

NOES:

ABSENT:
___________________________
ATTEST: Juanita Martin, Mayor
_____________________________
Janet Martinez, CMC, City Clerk
City of Santa Fe Springs
City Council Meeting July 18, 2023
Report Submitted By: Maricela Balderas/Ruby Picon Date of Report: July 14, 2023 Department of Community Services

CONSENT AGENDA
Approval of Vending Machine Agreement between City of Santa Fe Springs and T&L Vending

BACKGROUND
As part of the Health & Wellness Initiative, staff partnered with Healthier 4 U Vending in 2016 to bring four vending machines to the City of Santa Fe Springs for staff and visitors’ enjoyment. These vending machines offer healthier snack and drink alternatives. All the machines dispense a variety of snacks and drinks and are equipped to accept cash, coins, and credit/debit cards.

Once the vending machines were installed, the owners entered into a Location Agreement with the Department of Community Services and agreed to pay 5% flat gross profit quarterly. The machines were operated by Joseph Welch of Better 4 You Vending; however, in 2023, he transferred over the vending machines to T&L Vending due to his transition out of the vending business. T&L Vending has subsequently added a fifth vending machine to City facilities.

The machines are at the following locations:
• Activity Center (3)
• Gus Velasco Neighborhood Center (1)
• Town Center Hall (1)

FISCAL IMPACT
The vendor pays the City pay 5% flat gross profit quarterly. These monies are used to support health & wellness-related programs and services. Since 2016, the City has collected approximately $3,845.

LEGAL REVIEW
The City Attorney has reviewed the Vending Machine Agreement.

Tom Hatch
Interim City Manager
Attachment

1. Vending Machine Agreement with T&L Vending

RECOMMENDATION
• Approve a three-year Vending Machine Agreement with T&L Vending for the Operation of the Vending Machines; and
• Authorize the Mayor to execute the Vending Machine Agreement with T&L Vending.

ITEM NO. 10C

VENDING MACHINE AGREEMENT
WITH

T&L VENDING
THIS AGREEMENT (“Agreement”) is made and entered into this 1st day of August, 2023 (“Effective Date”), by and between the CITY OF SANTA FE SPRINGS, a municipal corporation (“CITY”), and T&L ENTERPRISES, INC., a California corporation(“VENDOR”).

W I T N E S S E T H :

WHEREAS, on February 11, 2016, the CITY entered into a Location Agreement with Healthier 4 U Vending Affiliate to locate four snack food vending machines (Vending Machines) in CITY facilities; and
WHEREAS, Healthier 4 U Vending Affiliate sold the aforementioned Vending Machines to Joseph Welch; and
WHEREAS, Joseph Welch sold the aforementioned Vending Machines to VENDOR; and WHEREAS, CITY and VENDOR desire to enter into this Agreement for VENDOR to operate five Vending Machines in City facilities.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. OBLIGATIONS OF PARTIES

1.1. CITY. The CITY agrees to provide space for five vending machines at locations solely determined by the CITY in the Gus Velasco Neighborhood Center, the Activity Center and Town Center Hall and to provide electricity for their operation.

1.2. VENDOR. VENDOR agrees to operate the Vending Machines using, at a minimum, generally accepted standards and practices for vending machine operation, including keeping them fully stocked, maintaining them and keeping them in good repair and working condition. Maintenance, repair and stocking shall be conducted during normal business hours, which are as follows: Gus Velasco Neighborhood Center (Monday through Friday 8:00 a.m. to 5:00 p.m.); Activity Center (Monday through Thursday 11:00 a.m. to 9:00 p.m. and Friday 11:00 a.m. to 2:00 p.m.); and Town Center Hall (Monday through Thursday 9:00 a.m. to 6:30 p.m. and Friday 9:00 a.m. to 5:00 p.m.)

2.0. NOT EXCLUSIVE

2.1. VENDOR acknowledges that the CITY may enter into agreements with other VENDORs for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

3.0. RENT AND PAYMENT

3.1. Rent. In return for the space being provided for the Vending Machines in the aforementioned public buildings and the electricity for the operation of the Vending Machines, VENDOR agrees to pay the CITY five percent (5%) of the flat gross profit of the Vending Machines.
2 3.2. Method of Payment. Vendor shall pay the aforementioned rent on a quarterly basis. VENDOR will submit an accounting for each quarter of the calendar year and a check for five percent (5%) of the flat gross proft to the CITY, within not less than ten (10) calendar days following the last day of the quarter (e.g., April 10; July 10; October 10; and January 10).

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three years, ending on July 31, 2026, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties.

4.2. Notice of Termination. The CITY and VENDOR have the right with, or without cause, at any time, to terminate this Agreement by providing at least thirty (30) days prior written notice to the other.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. VENDOR shall obtain, maintain and keep in full force and effect during the term of this AGREEMENT all of the following minimum scope of insurance coverages with an insurance company approved by the CITY and in a form satisfactory to the CITY. The CITY shall be named as an additional insured. (a) General Liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than One Million Dollars ($1,000,000), combined single limits, per occurrence.
(b) If VENDOR has employees, it shall have Workers’ compensation insurance as required by the State of Calfornia.

6.0. GENERAL PROVISIONS

6.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification.

6.2. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile, or if mailed, shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery; (b) at the time of transmission if such communication is sent by facsimile; and (c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO VENDOR: IF TO CITY:

T&L Vending
16781 Trudy Lane
City of Santa Fe Springs
11710 E. Telegraph Road
3 Huntington Beach, CA 92647
Tel: (714) 330-5106
Santa Fe Springs, CA 90670
Tel: (562) 868-0511
Attn: Tony LaCasto Attn: Gus Hernandez

6.3. Attorneys’ Fees. In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

6.4. Governing Law. This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles, California.

6.5. Assignment. VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Vendor’s interest in this Agreement without the CITY’S prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement.

Regardless of the CITY’S consent, no subletting or assignment shall release VENDOR of VENDOR’S obligation to perform all other obligations to be performed by Vendor hereunder for the term of this Agreement.

6.6. Indemnification and Hold Harmless. VENDOR agrees to defend, indemnify, hold free and harmless the CITY, its elected officials, officers, agents and employees, at VENDOR’S sole expense, from and against any and all claims, actions, suits or other legal proceedings brought against the CITY, its elected officials, officers, agents and employees relating to the Vending Machines or arising out of the acts or ommissions of VENDOR, its employees, and/or authorized subvendors. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by VENDOR, its employees, and/or authorized subvendors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the Vending Machines or the acts or ommissions of VENDOR, its employees, and/or authorized subvendors, and/or whenever any claim, action, complaint or suit asserts liability against the CITY, its elected officials, officers, agents and employees based upon the Vending Machines or the acts or omissions of VENDOR, its employees, and/or authorized subvendors under this Agreement, whether or not the Vendor, its employees, and/or authorized subvendors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, VENDOR shall not be liable for the defense or indemnification of the CITY for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the CITY.

6.7. Non-Liability. The CITY shall not be liable for any damages to the Vending Machines due to fire, theft, vandalism, or any other cause with the exception of willful misconduct of the CITY.

6.8. Independent Contractor. VENDOR is and shall be acting at all times as an independent contractor and not as an employee of the CITY. VENDOR shall have no power to incur any debt, obligation, or liability on behalf of the CITY or otherwise act on behalf of the CITY as an agent. Neither the CITY nor any of its agents shall have control over the conduct of 4 VENDOR or any of VENDOR’S employees, except as set forth in this Agreement. VENDOR shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the CITY. VENDOR shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for VENDOR and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. VENDOR shall indemnify and hold the CITY harmless from any and all taxes, assessments, penalties, and interest asserted against the CITY by reason of the independent vendor relationship created by this Agreement. VENDOR further agrees to indemnify and hold the CITY harmless from any failure of VENDOR to comply with the applicable worker’s compensation laws. The CITY shall have the right to offset against the amount of any fees due to VENDOR under this Agreement any amount due to the CITY from VENDOR as a result of VENDOR’S failure to promptly pay to the CITY any reimbursement or indemnification arising under this paragraph.

6.9. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. (SIGNATURES FOR THIS AGREEMENT APPEAR ON THE NEXT PAGE) 5 VENDOR: T&L VENDING
By:__________________________
(Signature)
__________________________________
Printed Name
__________________________________
Title

CITY OF SANTA FE SPRINGS
A Municipal Corporation
__________________________________
Juanita Martin
Mayor
ATTEST:
__________________________________
Janet Martinez, CMC
City Clerk
APPROVED AS TO FROM:
__________________________________
Ivy M. Tsai
City Attorney
City of Santa Fe Springs
City Council Meeting July 18, 2023
Report Submitted By: Maricela Balderas/Gus Hernandez Date of Report: July 14, 2023 Community Services Department

CONSENT AGENDA
Approval of Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy

BACKGROUND
Youth sports are a critical starting point in a person’s lifelong journey toward an active and healthy lifestyle. Studies have demonstrated that children and teenagers who engage with sports not only grow up more physically active and confident, but also gain physical and mental health benefits that follow them throughout their lives. It is vital for municipalities to support providers of youth sports programs, specifically, sports organizations that have an “Everyone Plays” philosophy and governing bodies.

These organizations play an important role in fostering youth’s interest in athletics, and in youth becoming contributing members of society. They provide basic understanding of certain sports through practice and games entirely.

This would be the first year that the City enters into an agreement for a youth sports organization to operate its flag football program. Under this agreement, the Orange County Flag Football Academy (organization) will operate the City’s flag football program. The organization will be provided field space at the Santa Fe Springs Athletic Fields to operate the program during the months of August through December of 2023, and will be provided a storage closet for storage of equipment. The organization will procure all equipment, supplies, and officials/scorekeeper services to operate the program. Additionally, the organization will facilitate registration and pay the City 30% of the revenue, after material fees are accounted, generate practice and game schedules, and communicate with all coaches and parents throughout the season.

It is the City’s intention to enter into a one (1) year agreement with this organization, with an optional extension of one (1) additional year.

City staff and the leadership of both organizations met in May and June of 2023 and collaborated on the terms outlined in the agreements.

RECOMMENDATIONS
• Approve the Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy;
• Authorize the Mayor to execute and sign the Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy, DBA Matt Leinart Flag Football.

ITEM NO. 10D
Agreement for Flag Football Page 2 of 3
Report Submitted By: Maricela Balderas/Gus Hernandez Date of Report: July 14, 2023 Community Services Department

ANALYSIS
The following outlines some of the key provisions of the agreement:
• Organization agrees to follow all local, county, and State health guidelines for indoor and outdoor youth sports activities, to help stop the spread of illnesses, viruses, and communicable diseases.
• With the City's prior approval, ORGANIZATION will be able to host fundraiser tournaments. ORGANIZATION will be responsible for City staffing fees, at a rate of $30 per hour that will be covered by the money raised.
• There will be no use of CITY athletic fields when facilities are unplayable due to rain or other conditions. Public Works staff will determine whether fields can be used after rain.
• CITY will not provide keys and/or alarms to ORGANIZATION. CITY will assign City staff during season hours, who will supervise facilities and grant facility access to ORGANIZATION.
• City will not be held responsible for loss, damage or theft of equipment or personal articles owned, leased or rented by the ORGANIZATION and stored on City property.
• ORGANIZATION agrees that in order to ensure a safe sports program and to protect participants, the ORGANIZATION will conduct criminal background checks at the ORGANIZATION’S expense on all volunteers, 18 years and older.
• ORGANIZATION shall provide the personnel necessary to supervise and conduct the activities as set forth in this AGREEMENT at the Subject Facilities, and shall furnish and supply any and all equipment and material, which may be necessary for such activities conducted at the Subject Facilities.
• ORGANIZATION agrees to provide uniforms, medal/trophy, and flags to each participant that is registered.
• ORGANIZATION agrees to provide and maintain, a registration platform for the purposes of conducting league registration, at the ORGANIZATION’s expense.
• A registration fee will be charged by the ORGANIZATION, at a comparable and competitive price. Resident participants of the city of Santa Fe Springs, or students attending any school within the city boundary of Santa Fe Springs, will be charged no more than $150 per registrant and must receive a discounted registration rate. ORGANIZATION may charge non-residents of Santa Fe Springs a higher rate, to be determined by the ORGANIZATION. • ORGANIZATION agrees that the CITY will conduct its own registration on its own platform, as advertisement and the registration period has already begun. ORGANIZATION agrees to invoice the CITY for each participant at a rate of $150 for participants registered through the CITY’s registration platform.

Agreement for Flag Football Page 3 of 3
Report Submitted By: Maricela Balderas/Gus Hernandez Date of Report: July 14, 2023 Community Services Department
• ORGANIZATION agrees to pay the CITY 30% of registration fees collected, less material fees, for each participant through the ORGANIZATIONS’ registration platform. The 30% fee (less material fee) is to be paid to the CITY no later than 4 weeks after the commencement of the season. • ORGANIZATION agrees to setup all fields with any equipment necessary to conduct a flag football league.
• For use of a facility outside of the agreed upon periods of use or another City facility not identified in the Use Agreement, the request must be made at least two weeks in advance to the Parks & Recreation Services Division to allow for staffing, subject to facility availability. The ORGANIZATION would be responsible for staffing fees at a rate of $30 per hour, in addition to other direct costs.

FISCAL IMPACT
In accordance to the Use Agreement, the organization would contribute 30% of the registration fees, after material fees are paid. The City estimates that at registration cost of $150 per participant, approximately $35 would go toward material fees. Based on the 30%, at 75 participants, staff estimates that the organization would pay the City $2,587 for the season (4 months). Under similar agreements, other youth sports partner organizations pay the City $2,000 for 8 months of priority usage.

Additionally, under this agreement, the City would be saving on the following:

Description Total
Staff (5 hours per week x 10 weeks x 4 staff) $6,000
Football Officials $1,400
Equipment and Supplies $2,500
Total Approximate Savings $9,900
According to the Internal Revenue Service, as of July 6, 2023, the Orange County Football Academy, Inc. (EIN 46-4923379) is exempt from federal income tax under Internal Revenue Code Section 501(c)(4).

LEGAL REVIEW
The City Attorney has reviewed the proposed Agreement.

Tom Hatch
Interim City Manager
Attachment

1. Use Agreement for Athletic Fields and Facilities with Orange County Flag Football Academy

Page 1 of 15 ends

COMMUNITY SERVICES DEPARTMENT

PARKS & RECREATION SERVICES DIVISION

USE AGREEMENT FOR AT HLETIC FIELDS & FACILITIES
THIS AGREEMENT is made and entered into this ___ day of ________, 2023 (“Effective Date”), by and between the CITY OF SANTA FE SPRINGS, a California municipal corporation (hereinafter referred to as “CITY”) and ORANGE COUNTY FOOTBALL ACADEMY, (hereinafter referred to as "ORGANIZATION”).

RECITALS:

A. It is CITY's desire to serve the public interest of the community by providing a program of organized youth sports; and
B. It is the CITY’s desire to partner with a youth sports non-profit organization that has an “Everyone Plays” philosophy where registration is open and non-exclusive to any youth in the community; and
C. The goal and purpose of ORGANIZATION is to provide a youth flag football sports program to the youth of the community.

D. In consideration of the mutual covenants and conditions contained herein, the parties do hereby agree as follows:

1. TERM OF AGREEMENT
This AGREEMENT shall remain in effect through December 31, 2024, unless terminated earlier at any time by either party giving to the other party at least thirty (30) days written notice of termination. The term of this AGREEMENT may be extended for up to one additional one-year period upon mutual agreement of the parties.

2. USE OF PREMISES
A. CITY grants ORGANIZATION the right to use the following locations (“Subject Facilities”), subject to the terms and conditions of this Agreement:
• Santa Fe Springs Athletic Fields, located at 10068 Pioneer Boulevard in Santa Fe Springs.
• Lake Center Athletic Park, located at 11641 Florence Avenue (when Santa Fe Springs Athletic Fields are not available).
• Storage closet inside of the offices at Santa Fe Springs Athletic Fields, located at 10068 Pioneer Boulevard in Santa Fe Springs.

ATTACHMENT 1

Page 2 of 15 ends

B. Use of the Subject Facilities is subject to the procedures, rules, and requirements set forth in the following exhibits attached to this AGREEMENT and incorporated herein by this reference:

Exhibit A: Facility Use Procedures and Rules
Exhibit B: Facility Use Requirements
Exhibit C: Organization’s Responsibilities
Exhibit D: Maintenance, Inspection, Improvements, and Signage These procedures, rules, and requirements are subject to revision from time to time by CITY. CITY shall provide a copy of any revised exhibits to ORGANIZATION and such revised exhibit shall govern and replace the attached and be incorporated herein.

C. ORGANIZATION shall not permit the Subject Facilities or any part thereof to be used for:

1. The conduct of any offensive, noisy or dangerous activity.

2. The creation or maintenance of a public nuisance.

3. Anything which fails to comply with public regulations or rules of any public authority at any time, applicable to the Subject Facility; or

4. Any purpose or in any manner which will obstruct, interfere with or infringe upon the rights of the residents of adjoining properties.

3. REVOCATION
Any violation of this AGREEMENT by ORGANIZATION and/or any league run by ORGANIZATION using the Subject Facilities, may result in the immediate loss of use of the Subject Facilities. ORGANIZATION is responsible for payment of all costs and damages incurred by CITY relating to ORGANIZATION’s failure to adhere to the terms of this AGREEMENT.

4. LEGAL COMPLIANCE
ORGANIZATION shall keep itself informed of City, State and Federal Laws, ordinances and regulations, which in any manner affect the performance of its activities pursuant to this AGREEMENT. ORGANIZATION shall at all times observe and comply with all such laws, ordinances and regulations. Neither CITY, nor its officers, volunteers, attorneys, agents or employees shall be liable at law or in equity as a result of ORGANIZATION's failure to comply with this section.

5. NO EXCLUSIVE RIGHT; NO TRANSFERABILITY
This AGREEMENT does not give the ORGANIZATION any right to the exclusive use of the Subject Facilities, restrooms, or any other public facility. ORGANIZATION agrees that the rights herein granted shall not be assigned to or transferable to any persons, teams, organizations, or leagues.

Page 3 of 15 ends

All alterations and additions to the Subject Facilities or surrounding grounds shall become the property of CITY. Nothing contained in this paragraph shall authorize ORGANIZATION to make or place any alterations, changes or improvements on the Subject Facilities without the prior written consent of CITY.

6. NOTICE
All notices respecting this AGREEMENT shall be served by certified mail, postage prepaid, addressed as follows:

To CITY: City of Santa Fe Springs
Community Services Department
Attention: Director of Community Services
9255 S. Pioneer Boulevard
Santa Fe Springs, CA 90670
To ORGANIZATION: Orange County Football Academy
Attention: Frank Albers, Chief Operating Officer
11641 Florence Ave.

Santa Fe Springs, CA 90670
Notice shall be deemed to have been served seventy-two (72) hours after the same has been deposited in the United States Postal Service.

7. ATTORNEYS FEES
Should any litigation or other legal action be commenced between the parties hereto to interpret or enforce the provisions of this AGREEMENT, in addition to any other relief to which the party may be entitled in law or equity, the prevailing party in such litigation or legal action shall be entitled to recover costs of suit and reasonable attorney's fees.

8. GOVERNING LAW
This AGREEMENT will be governed by and constructed in accordance with the laws of the State of California.

9. ASSIGNMENT
Neither this AGREEMENT nor any duties, rights or obligations under this AGREEMENT may be assigned by ORGANIZATION, either voluntarily or by operation of law without the express written consent of CITY.

10. INSURANCE
A. ORGANIZATION shall maintain insurance throughout the term of this Agreement in conformance with the requirements set forth below. ORGANIZATION will use existing coverage to comply with these requirements. If that existing coverage does not meet

Page 4 of 15 ends

the requirements set forth herein, ORGANIZATION agrees to amend, supplement or endorse the existing coverage to do so.

B. ORGANIZATION acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required ($2 million). Any insurance proceeds available to ORGANIZATION in excess of the limits and coverage identified in this AGREEMENT and which is applicable to a given loss, claim or demand, will be equally available to CITY.

C. ORGANIZATION shall provide the following types and amounts of insurance:

Commercial General Liability Insurance: ORGANIZATION shall maintain commercial general liability insurance including coverage for premises, products and completed operations, independent contractors/vendors, personal injury and contractual obligations.

The limits of ORGANIZATION’s insurance shall apply to this Agreement as if set forth herein, but in no event shall provide combined single limits of coverage of not less than $2,000,000 per occurrence, $4,000,000 general aggregate. There shall be no cross liability exclusion for claims or suits by one insured against another.

D. Insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California and with an A.M. Best’s rating of A- or better and a minimum financial size VII, and shall comply with the following:

1. ORGANIZATION agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insured CITY, its officials, employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992 or similarly worded endorsement. ORGANIZATION also agrees to require all contractors, and subcontractors to do likewise.

2. No liability insurance coverage provided to comply with this AGREEMENT shall prohibit ORGANIZATION, or ORGANIZATION‘s employees, or agents, from waiving the right of subrogation prior to a loss. ORGANIZATION agrees to waive subrogation rights against CITY regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise.

3. All insurance coverage and limits provided by Contractor and available or applicable to this AGREEMENT are intended to apply to the full extent of the policies. Nothing contained in this AGREEMENT or any other agreement relating to CITY or its operations limits the application of such insurance coverage.

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

5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor.

Page 5 of 15 ends

6. All coverage types and limits required are subject to approval, modification and additional requirements by CITY, as the need arises. ORGANIZATION shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect CITY’s protection without CITY’s prior written consent.

7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverage required and an additional insured endorsement to ORGANIZATION’s general liability policy, shall be delivered to CITY at or prior to the execution of this AGREEMENT. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, CITY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by CITY shall be charged to and promptly paid by ORGANIZATION or deducted from sums due ORGANIZATION, at CITY option.

8. Certificate(s) are to reflect that the insurer will provide 30 days notice to CITY of any cancellation of coverage. ORGANIZATION agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “attempt” (as opposed to being required) to comply with the requirements of the certificate.

9. It is acknowledged by the parties of this AGREEMENT that all insurance coverage required to be provided by ORGANIZATION or any subcontractor, is intended to apply first and on a primary, non-contributing basis in relation to any other insurance or selfinsurance available to CITY. ORGANIZATION shall ensure that each policy of insurance required herein reflects this AGREEMENT and is written into each policy.

10.ORGANIZATION agrees to ensure that its sub consultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by ORGANIZATION, provide the same minimum insurance coverage required of ORGANIZATION. ORGANIZATION agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section.

11.ORGANIZATION agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein. If ORGANIZATION’s existing coverage includes a deductible or self-insured retention, the deductible or selfinsured retention must be declared to CITY. At that time CITY shall review options with ORGANIZATION, which may include reduction or elimination of the deductible or selfinsured retention, substitution of other coverage, or other solutions. To the extent CITY agrees to any deductible or self-insured retention under any policy required under this AGREEMENT to which CITY is named as an additional insured, ORGANIZATION shall be required to modify the policy to permit CITY to satisfy the deductible or selfinsured retention in the event ORGANIZATION is unable or unwilling to do so as a means to ensure CITY can avail itself to the coverage provided under each policy.

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12.CITY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving ORGANIZATION ninety (90) days advance written notice of such change. If such change results in substantial additional cost to ORGANIZATION, CITY will negotiate additional compensation proportional to the increased benefit to CITY.

13.For purposes of applying insurance coverage only, this AGREEMENT will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this AGREEMENT.

14.ORGANIZATION acknowledges and agrees that any actual or alleged failure on the part of CITY to inform ORGANIZATION of non-compliance with any insurance requirement in no way imposes any additional obligations on CITY nor does it waive any rights hereunder in this or any other regard.

15.ORGANIZATION will renew the required coverage annually as long as CITY, or its employees or agents face an exposure from operations of any type pursuant to this AGREEMENT. This obligation applies whether or not the AGREEMENT is canceled or terminated for any reason. Termination of this obligation is not effective until CITY executes a written statement to that effect.

16.ORGANIZATION shall provide proof that policies of insurance required herein expiring during the term of this AGREEMENT have been renewed or replaced with other policies providing at least the same coverage and upon the same terms and conditions herein. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from ORGANIZATION’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to CITY within five days of the expiration of the coverage.

17.Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements, or as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive.

18.These insurance requirements are intended to be separate and distinct from any other provision in this AGREEMENT and are intended by the parties here to be interpreted as such.

19.The requirements in this Section supersede all other sections and provisions of this AGREEMENT to the extent that any other section or provision conflicts with or impairs the provisions of this Section.

20.ORGANIZATION agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge CITY or ORGANIZATION for the cost of additional insurance coverage required by this AGREEMENT. Any such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these

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requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto.

E. ORGANIZATION agrees to provide immediate notice to CITY of any claim or loss against ORGANIZATION arising out of the work performed under this AGREEMENT. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

11. INDEMNIFICATION
ORGANIZATION shall indemnify, defend, and hold harmless CITY, its City Council, each member thereof, present and future, members of boards and commissions, its officers, agents, employees and volunteers from and against any and all liability, claims, allegations, expenses, including defense costs and legal fees, and claims for damages whatsoever, including, but not limited to, those arising from breach of contract, bodily injury, economic loss, death, illness, personal injury, property damage, loss of use, or property loss however the same may be caused and regardless of the responsibility for negligence. ORGANIZATION’s obligation to indemnify, defend and hold harmless includes, but is not limited to, any liability or expense, including defense costs and legal fees, arising from or relating in any way to ORGANIZATION’S use of the Subject Facilities. It is further agreed, ORGANIZATION’s obligations to indemnify, defend and hold harmless will apply even in the event of concurrent active or passive negligence on the part of CITY, its City Council, each member thereof, present and future, or its officers, agents and employees, except for liability resulting from the sole negligence or willful misconduct of CITY, its officers, employees or agents relating to ORGANIZATION’s use of the Subject Facility under this AGREEMENT. In the event CITY, its officers, employees, agents and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the use encompassed by this AGREEMENT, and upon demand by CITY, ORGANIZATION shall have an immediate duty to defend CITY at ORGANIZATION’s cost or at CITY’s option, to reimburse CITY for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters.

12. ACKNOWLEDGEMENT RELATING TO CORONAVIRUS/COVID-19
The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is understood to be extremely contagious and is believed to be spread from person-to-person contact and contaminated surfaces/objects.

People reportedly can become infected and show no symptoms and therefore, spread the disease. Evidence has shown that COVID-19 can cause serious and potentially lifethreatening illness and even death. As a result, federal, state, and local governments and federal and state health agencies recommend social distancing and have, in many locations, prohibited the congregation of groups of people.

The CITY has put in place preventative measures to reduce the spread of COVID-19; however, the CITY cannot guarantee that participants will not become exposed to or infected with COVID-19 while participating in activities in an CITY park or CITY facility.

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Further, participating in said activities may increase a person’s risk and of contracting COVID-19.

By signing the agreement, the ORGANIZATION acknowledges the contagious nature of COVID-19 and voluntarily assumes the risk of exposure to or infection by COVID-19 by its use of the Specific Facilities, and that such exposure or infection may result in personal injury, illness, permanent disability, and death. The ORGANIZATION further agrees and acknowledges that the Indemnification obligations set forth in Section 11 shall apply to any COVID-19 related liability, claims, allegations, damages and expenses.

13. INDEPENDENT CONTRACTOR
Volunteer administrators, volunteer coaches, parents, contractors, employees and/or officers and directors of ORGANIZATION shall not be deemed to be employees or agents of CITY as a result of the performance of this AGREEMENT.

14. ENTIRE AGREEMENT OF THE PARTIES
This AGREEMENT supersedes any and all agreements, either oral or written, between the parties hereto with respect to the use of the Subject Facility by ORGANIZATION and contains all of the covenants and conditions between the parties with respect to the use of the Subject Facility. Each party to this AGREEMENT acknowledges that no representations, inducements, promises or agreement, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement, or promise not contained in this AGREEMENT has been made by the parties. Unless otherwise provided in this AGREEMENT, modification of this AGREEMENT can only be made in writing, signed by both parties to this AGREEMENT.

15. COUNTERPARTS
This AGREEMENT may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

16. AUTHORITY TO EXECUTE THIS AGREEMENT
The persons executing this AGREEMENT on behalf of the parties warrants and represents that they have the authority to execute this AGREEMENT on behalf of said parties and has the authority to bind the parties to the provisions of this AGREEMENT.

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17. ELECTRONIC SIGNATURES
The parties acknowledge and agree that execution of this AGREEMENT by electronic signatures or electronic transmittal of signatures are the same as handwritten signatures for the purposes of validity, enforceability, and admissibility.

IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year first above written.
[If ORGANIZATION is a corporation, two signatures are required: Signature 1 – the Chairperson of the Board, the President, or any Vice President; Signature 2 – the Secretary, any Assistant Secretary, the Chief Financial Officer, or any Assistant Treasurer (Corp. Code § 313).]

ORANGE COUNTY FOOTBALL ACADEMY
By:
(Signature)
(Print Name)
(Title)
By:
(Signature)
(Print Name)
(Title)

CITY OF SANTA FE SPRINGS
Juanita Martin
Mayor
ATTEST:

Janet Martinez, CMC
City Clerk
APPROVED AS TO FORM:

Ivy M. Tsai
City Attorney

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EXHIBIT A – FACILITY USE PROCEDURES AND RULES

1. ORGANIZATION agrees to follow all local, county, and State health guidelines for indoor and outdoor youth sports activities, to help stop the spread of illnesses, viruses, and communicable diseases.

2. For opening/closing day ceremonies, if hosting, CITY will provide at a minimum two (2) canopies, a 2-speaker PA system that includes a microphone, twenty-four (24) chairs, US/CA flag, and a podium.

3. With the City's prior approval, ORGANIZATION will be able to host fundraiser tournaments. ORGANIZATION will be responsible for City staffing fees, at a rate of $30 per hour that will be covered by the money raised.

4. Closure of Fields - Fields may be scheduled for closure and rehabilitation to allow for recovery due to heavy usage. The dates and times of closure to be determined by both the Community Services and Public Works Departments.

5. There will be no use of CITY athletic fields when facilities are unplayable due to rain or other conditions. Public Works staff will determine whether fields can be used after rain.

6. Any damages to the Subject Facilities or appurtenant CITY facilities caused by ORGANIZATION or its use of the Subject Facilities, or damages to CITY equipment, will be ORGANIZATION's responsibility to replace or repair. In the event ORGANIZATION fails or refuses to replace or repair damage, CITY may cause such replacement and/or repair to be undertaken and ORGANIZATION agrees to reimburse CITY for the costs incurred to do so.

7. CITY will not provide keys and/or alarms to ORGANIZATION. CITY will assign City staff during season hours, who will supervise facilities and grant facility access to ORGANIZATION.

8. Vehicles are not allowed on a park without advance written approval by the Community Services Department. Vehicles must follow all posted signs, rules and regulations, including, but not limited to, parking restrictions (red zones, staff parking, accessible parking). Temporary reservation of parking spaces is allowed, but must be monitored by ORGANIZATION. Any temporary signage must be neat, clean, and free of any wear and tear or vandalism.

9. No power vehicles/equipment other than City operated are permitted on the fields.

10.City will not be held responsible for loss, damage or theft of equipment or personal articles owned, leased or rented by the ORGANIZATION and stored on City property.

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EXHIBIT B – FACILITY USE REQUIREMENTS
CITY must receive the following in order for ORGANIZATION to begin using the Subject Facilities:

B. 501(c)(3) designation from the I.R.S. or a nonprofit designation of good/active standing from the California Franchise Tax Board and/or the California Secretary of State.

C. Complete list of names, addresses and telephone numbers of the current Board of Directors or other responsible persons of ORGANIZATION.

D. Name and contact information of ORGANIZATION’s liaison or designee who will work directly with designated City staff. All correspondence will be made through liaison. Requests made by any other member of the organization will not be honored until confirmation has been received by liaison or designee.

E. Master calendar of events to include (if applicable):
• Practice dates & times (including team/coach name)
• Game dates & times (including team names)
• Meeting dates & times (meeting dates to include board meetings, umpire clinics, president's meetings, parent meetings, coach meetings, team parent meetings, etc.)
• Opening Day/Closing Ceremony dates & times
• Picture dates & times
F. Additional dates for the following must be submitted no less than six (6) weeks prior to the date (subject to facility availability):
• Tournaments
• All-star team practices or games
• Special events (movie nights, trunk-or-treats, fundraising events) G. One copy of the Certificate of Insurance ($2 million liability) listing CITY as an additional insured and a copy of the policy endorsement including verbiage verifying CITY is named as an additional insured.

H. A roster identifying the city of residence of each player.

The above requested documents must be submitted at least two (2) weeks prior to use (unless specified otherwise above). If the documents are not submitted in a timely fashion, CITY may withhold use of the Subject Facilities.

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EXHIBIT C - ORGANIZATION’S RESPONSIBILITIES
A. ORGANIZATION must obtain and provide proof of required health permits to operate and handle food from concession stand/kitchen, food truck, or food vending area, if selling or distributing food.

B. ORGANIZATION shall follow all local, county, and State health guidelines for indoor and outdoor youth sports activities, to help stop the spread of illnesses, viruses, and communicable diseases.

C. ORGANIZATION is responsible for regulating the conduct of its board members, staff, volunteers, coaches, players, and parents while using the Subject Facilities.

D. Power vehicles/equipment other than City operated are not permitted on the field without written authorization from the CITY.

E. ORGANIZATION agrees that in order to ensure a safe sports program and to protect participants, the ORGANIZATION will conduct criminal background checks at the ORGANIZATION’S expense on all volunteers, 18 years and older, who will be in a position to supervise youth under 18 years of age or vulnerable adults.

ORGANIZATION also agrees that failure of an individual to submit to a required criminal background check will result in prohibiting said individual from coaching and/or supervising children or vulnerable adults. ORGANIZATION agrees to make every effort to prevent an individual with a history of dangerous criminal behavior from having contact with children or vulnerable adults who are participating in the League.

F. Any documents, photo copies, or scans, must be done on ORGANIZATION equipment and at the ORGANIZATION'S expense.

G. Any organization mail shall be made to the ORGANIZATION'S PO Box, or headquarter mailing address that is not a City address.

H. ORGANIZATION shall provide the personnel necessary to supervise and conduct the activities as set forth in this AGREEMENT at the Subject Facilities, and shall furnish and supply any and all equipment and material, which may be necessary for such activities conducted at the Subject Facilities. Athletic Field Lining and Marking must be done with prior written approval of CITY.

I. ORGANIZATION agrees to provide uniforms, medal/trophy, and flags to each participant that is registered.

J. ORGANIZATION agrees to provide and maintain, a registration platform for the purposes of conducting league registration, at the ORGANIZATION’s expense.

K. A registration fee will be charged by the ORGANIZATION, at a comparable and competitive price. Resident participants of the city of Santa Fe Springs, or students attending any school within the city boundary of Santa Fe Springs, will be charged

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no more than $150 per registrant and must receive a discounted registration rate.

ORGANIZATION may charge non-residents of Santa Fe Springs a higher rate, to be determined by the ORGANIZATION.

L. ORGANIZATION agrees that the CITY will conduct its own registration on its own platform, as advertisement and the registration period has already begun.

ORGANIZATION agrees to invoice the CITY for each participant at a rate of $150 for participants registered through the CITY’s registration platform.

M. ORGANIZATION agrees to pay the CITY 30% of registration fees collected, less material fees, for each participant through the ORGANIZATIONS’ registration platform. The 30% fee (less material fee) is to be paid to the CITY no later than 4 weeks after the commencement of the season. Material fees are considered, but not limited to uniforms, equipment, and cost of officials.

N. ORGANIZATION agrees to setup all fields with any equipment necessary to conduct a flag football league.

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EXHIBIT D – MAINTENANCE, INSPECTION, IMPROVEMENTS, AND SIGNAGE

MAINTENANCE
A. ORGANIZATION shall be responsible for all damages or injury to property or equipment caused by ORGANIZATION, its agents, employees, volunteers, participants and/or any other individual at the Subject Facilities during ORGANIZATION’s use of the Subject Facilities.

B. All maintenance such as field preparation to include lining of the fields, marking of the fields will be performed by the CITY (provided that practice and game schedules are provided as outlined in EXHIBIT B-FACILITY USE REQUIREMENTS, Item E).

C. Setup of temporary equipment for the purposes of check-in, practices, and games will be performed by ORGANIZATION.

D. ORGANIZATION is responsible for the facility being free of trash and/or debris caused by group usage upon conclusion of each day's use, including but not limited to fields, spectator areas, parking lots, walkways or streets.

E. ORGANIZATION is responsible for the daily maintenance and cleaning of the storage area that is provided for storing of equipment.

F. ORGANIZATION is required to report any damage to persons or property or acts of vandalism to CITY immediately. Any equipment that is owned by ORGANIZATION shall be maintained by the ORGANIZATION at the ORGANIZATION'S expense. Any equipment that is owned by the CITY shall be maintained by the CITY.

INSPECTION
A. ORGANIZATION and CITY shall conduct a joint safety walk to inspect the Subject Facilities prior to each use by ORGANIZATION to ensure that it is free from any defects and/or hazards that may pose a danger to participants, spectators and/or any other person who is at the Subject Facilities as part of ORGANIZATION’s use of the Subject Facilities. ORGANIZATION shall immediately notify CITY of any defect or hazard identified so that CITY has sufficient time to warn of the defect or hazard and/or remediate the defect or hazard prior to ORGANIZATION’s use of the Subject Facilities. ORGANIZATION agrees that should it fail to conduct any such inspection and/or fail to timely notify CITY of any defect or hazard identified, ORGANIZATION shall be solely responsible for any damage or injury, whether to persons or property, arising from the defect or hazard.

B. CITY shall have the right to enter the Subject Facilities utilized hereunder as needed. However, CITY’s exercise of the right to enter shall not create any duty on the part of CITY to inspect the Subject Facilities for defects or hazards under section A herein.

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IMPROVEMENTS
A. The removal, alteration, or addition to any facility or grounds must be approved and performed by CITY. This shall include any proposed changes that would alter the design or appearance of the existing landscape of the Subject Facilities. No trees, shrub, or ground covers shall be planted, trimmed or removed without written consent from CITY.

B. Any requests to modify or improve park fields and facilities shall be submitted in writing for approval to the Parks & Recreation Services Division, at least sixty (60) days prior to the date of any proposed changes.

C. Assistance by ORGANIZATION, its agents, employees, or its participants with any such removal, alteration, addition, or painting shall be solely at the discretion and with prior written consent of CITY.

D. Nothing in this section shall be interpreted as prohibiting the normal maintenance of the facility by ORGANIZATION as specified herein.

E. All alterations and additions to the Subject Facilities or surrounding grounds shall be the property of CITY.

SIGNAGE
No signs shall be raised on the Subject Facilities described herein unless written approval is obtained from CITY. Such a request for approval shall be directed to the Parks & Recreation Services Division. No sponsor advertising sign shall be installed on buildings or grounds without the prior written consent of CITY. Banners/advertising may only be displayed during the season; however, banners displaying registration information, may be posted prior to the beginning of the season. Any banners that are damaged, vandalized, or outdated (dates have passed), must be removed by ORGANIZATION in a timely manner. Temporary reservation of parking spaces is allowed but must be monitored by ORGANIZATION. Any temporary signage must be neat, clean, and free of any wear and tear or vandalism.

City Council Meeting July 18, 2023
Report Submitted By: Fire Chief Chad Van Meeteren Date of Report: July 6, 2023 Department of Fire-Rescue
City of Santa Fe Springs

CONSENT AGENDA
Fire Station Bay Doors Replacement – Authorization to Advertise

BACKGROUND
Fire Station 1, located at 11300 Greenstone Ave, has eight (8) roll-up style bay doors that have exceeded their service life. These doors were installed when the station was built in 1972. The door frames and supporting hardware have been stressed from daily usage over the past 51 years to the point that the doors are requiring nearly monthly repair. Unfortunately, parts are no longer available, so major repairs require custom built panels or retrofitting of newer style panels available on the market today. The customization of panels comes at a repair cost that is unsustainable. The bay doors have also warped and twisted to the point that they do not always open as they should. The partial opening of a door could cause damage to fire apparatus as they are pulling out of the station and would prevent the response to an emergency. Any contact with fire apparatus and a bay door could cost a substantial amount of money and force the apparatus to be unavailable for use until the proper repairs have been made.

Fire Station 3, located at 15517 Carmenita Road, has three (3) roll-up style bay doors that have exceeded their service life as well. These doors were installed when the station was built in 1963. Similar to Station 1, the door frames and supporting hardware have been stressed from daily usage. In recent years, the front door has sustained major damage that has formed a crack down the center of the door. This door has been reinforced with structural steel to prevent failure or collapse. However, the door is now heavy and causing door openers to fail at a faster rate. Because of this, the need for premature replacement of door openers is an additional repair and maintenance cost. Also similar to station 1, parts are no longer available for these doors, so major repairs require custom built panels or retrofitting of newer style panels available on the market today. The customization of panels comes at a repair cost that is unsustainable.

The scope of work would include the removal of all doors, track, and associated equipment. All bays would receive new painted light weight industrial roll up doors, tracks, springs, anchors, and openers. The scope also includes proper disposal of all debris.

RECOMMENDATION
• Approve the scope of work.
• Authorize the Department of Fire-Rescue to advertise for door replacement bids.

ITEM NO. 10E
City Council Meeting July 18, 2023
Report Submitted By: Fire Chief Chad Van Meeteren Date of Report: July 6, 2023 Department of Fire-Rescue
City of Santa Fe Springs
The estimated cost for the Fire Station Apparatus Bay Doors Replacement project is $485,000. The total estimated project cost comes from fire departments in surrounding cities that have performed similar projects.

The project scope of work is complete, and the Department of Fire-Rescue is ready to advertise for the replacement bids for this project, upon City Council approval.

FISCAL IMPACT
The Fire Station Bay Doors Replacement project is an approved Capital Improvement Plan project. The project is funded through the Capital Improvement Plan / Utility Users Tax (UUT) Funds with a budget of $485,000. Staff may recommend an appropriation of funds at the time of Award of Contract if necessary.

INFRASTRUCTURE IMPACT
Upon completion, Fire Station 1 and 3 will have all new apparatus bay doors with a renewed service life, reduction in annual maintenance and repair costs, and station security will be enhanced.

Tom Hatch
Interim City Manager
Attachment(s):

1. Request for Bids

THE CITY OF SANTA FE SPRINGS

REQUEST FOR BIDS

FIRE STATION -

APPARATUS BAY DOORS REPLACEMENT

SPECIFICATIONS AND BID DOCUMENTS

DEPARTMENT OF FIRE-RESCUE

THE CITY OF SANTA FE SPRINGS

SANTA FE SPRINGS, CALIFORNIA

THE CITY OF SANTA FE SPRINGS

SANTA FE SPRINGS, CALIFORNIA

CONTRACT DOCUMENTS

PLANS AND SPECIFICATIONS
FOR

FIRE STATION -

APPARATUS BAY DOORS REPLACEMENT
Chad Van Meeteren
Fire Chief
July 2023

INQUIRIES REGARDING THIS PROJECT

MAY BE DIRECTED TO
OWNER
City of Santa Fe Springs
Department of Fire-Rescue
11300 Greenstone Avenue
Santa Fe Springs, CA 90670
Phone (562) 944-9713
FAX (562) 941-1817
Contact: Michael Glaze, Battalion Chief
(562) 783-8738 (Cellular)

TABLE OF CONTENTS

NOTICE INVITING SEALED BIDS A

INSTRUCTIONS TO BIDDERS B

PROPOSAL C

PROFESSIONAL SERVICES AGREEMENT D

GENERAL SPECIFICATIONS E
ATTACHMENT A – SCOPE OF THE WORK
ATTACHMENT B – UTILITY COMPANY LISTING
ATTACHMENT C – BID GRADING SHEET
ATTACHMENT D – EXAMPLE PICTURES OF NEW BAY DOORS
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NOTICE INVITING SEALED BIDS
FOR

FIRE STATION

APPARATUS BAY DOORS REPLACEMENT

IN THE CITY OF SANTA FE SPRINGS
PUBLIC NOTICE IS HEREBY GIVEN that the City of Santa Fe Springs as AGENCY, invites sealed bids for the above-stated project and will receive such bids in the Fire Headquarters Office, City of Santa Fe Springs, 11300 Greenstone Ave, Santa Fe Springs, California 90670, until 11:00 a.m. on Friday, August 11, 2023.

Bids will be publicly opened and read at 11:30 a.m. in the Fire Department Headquarters Training Classroom, located at 11300 Greenstone Ave, Santa Fe Springs on Wednesday, August 16, 2023. Bidders or their authorized agents are invited to be present for the opening of bids.

The work consists of performing all measurements, and furnishing all materials, equipment, tools, labor, licenses, insurance, disposal, clean-up, warranty information, incidentals and supervision as required by the Plans and Specifications. The general items of work include: See ATTACHMENT A.

A non-mandatory pre-bid meeting is scheduled for Friday, July 28, 2023, at 9:30 a.m. at Fire Station No. 1, 11300 Greenstone Ave., Santa Fe Springs, CA 90670. The meeting will begin promptly at 9:30 a.m. A City representative will be present. Attendance will be taken for follow-up contact purposes only. A formal presentation is not planned; however, verbal questions will be answered only insofar as directing the request to the proper portion of the Bid documents. Submittal of written questions following the meeting is encouraged and the CITY will determine if a response is warranted. Response to written question will be in the form of a CITY-issued Addendum as identified elsewhere in the Specifications.

Attendance at this meeting is not mandatory. The CITY will accept bids from Contractors that do not attend the meeting. There will be no follow-up pre-bid meeting for any contractors whom may be unable to attend this meeting.

The local prevailing wages, as determined by the State of California, Director of Industrial Relations pursuant to the provisions of Section 1773.2 of the Labor Code of the State of California are on file at the City Hall, City of Santa Fe Springs, 11710 Telegraph Road, Santa Fe Springs, California 90670, and are available for review by any interested party on request at City Hall. The Contractor for this work shall perform all the basic regulations, requirements and procedures pursuant to the Davis-Bacon Act and related prevailing wage statutes, including Title I of the State and Local Fiscal Assistance Act of 1972. All contractors and subcontractors must furnish electronic certified payroll directly to the Labor Commissioner (aka Division of Labor Standards Enforcement).
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● No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial relations pursuant to Labor Code section 1725.5. ● The project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

Attention is directed to the provisions of Section 1777.5 (Chapter 1411, Statutes of 1968) of the Labor Code concerning the employment of apprentices by the Contractor or any such subcontractor. Affirmative action to ensure against discrimination in employment practices on the basis of race, color, national origin, ancestry, sex, religion or handicap will also be required.

The AGENCY will deduct retention from progress payments as specified in Section 9 of Part 1 - General Provisions, of the Special Provisions. The Contractor may substitute an escrow holder surety of equal value to the retention. The Contractor shall be the beneficial owner of the surety and shall receive any interest thereon. Substitution of securities for monies withheld to ensure performance of this contract will be permitted pursuant to Government Code Section 4590.

In entering into a public works contract, or a subcontract, to supply goods, services, or materials pursuant to a public works contract, the Contractor, or subcontractor, offers and agrees to assign to the awarding body all rights, title and interest in, and to, all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section 15) or under the Cartwright Act (Chapter 2 [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time the awarding body tenders final payment to the Contractor, without further acknowledgment by the parties.

Special attention is called to Page B-4 of the Instruction to Bidders regarding liability insurance requirements. The successful bidder will be held to strict compliance with those requirements.

Contractors who cannot comply should not bid.

The Department of Industrial Relations (DIR) State of California is currently in full implementation of Senate Bill 854 for new public works projects. The public works reforms (SB 854) were signed into law on June 20, 2014. The reforms made several significant changes to the administration and enforcement of prevailing wage requirements by the Department of Industrial Relations (DIR). SB 854 established a public works contractor registration program to replace prior Compliance Monitoring Unit (CMU) and Labor Compliance Program (LCP) requirements for bond-funded and other specified public works projects. The fees collected through the program established by SB 854 are used to fund DIR’s public works activities. Contractors and Subcontractors must comply with DIR registration requirements as specified in Labor Code 1725.5, 1771.1(a), 1771.1, 1771.4. Additional information is available on DIR’s Public Works webpage (www.dir.ca.gov), with resources that include a webinar, presentation slides and frequently asked questions regarding SB 854. Special attention is called out to Page B-6 of Instruction to Bidders regarding Wage Scale.
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Bids must be prepared on the approved original proposal forms, which are stamped “Official Bid” in red ink, in conformance with the Instructions to Bidders and submitted in a sealed envelope plainly marked on the outside. Plans and Special Provisions must be purchased from or furnished by the City of Santa Fe Springs – no other company or agency has been given authorization to sell, duplicate or transfer Contract documents. Bid Proposals received from companies not on the official plan holders list, which is posted to a link available from the City’s website, shall not be accepted.

The successful bidder shall be licensed per provisions of the Business and Professions Code and shall possess a valid California Contractor's License “X” at the time the contract is awarded. The successful Contractor and all subcontractors will also be required to possess a business license from the City of Santa Fe Springs before the commencement of work.

DEBARMENT: No Contractor or Subcontractor may be awarded a contract on a bid proposal if they have been Debarred by the State pursuant to Labor Code Sections 1777.1 and 1777.7 and Public Contracts Code Section 6109.

The AGENCY reserves the right to reject any or all bids, to waive any irregularity in any bid received, and to be the sole judge of the merits of the respective bids received and to take all bids under advisement for a period not to exceed 30 days. The AGENCY will award the contract to the bidder that can best meet the parameters established in the bid scoring process as so determined by the AGENCY. (See Attachment C – Bid Grading Sheet).

Copies of the Contract Documents are available during regular business hours at the City of Santa Fe Springs Department of Fire-Rescue Administrative Offices located at 11300 Greenstone Ave., Santa Fe Springs, California 90670. The regular business hours are from 7:30 a.m. to 5:30 p.m. (Closed on alternating Fridays).

Further information regarding this project can be obtained by calling the City of Santa Fe Springs Department of Fire-Rescue, Battalion Chief Michael Glaze, at (562) 944-9713.

BY ORDER OF the City of Santa Fe Springs.

CHAD VAN MEETEREN, FIRE CHIEF

OF THE CITY OF SANTA FE SPRINGS

DEPARTMENT OF FIRE-RESCUE
July 18, 2023
2023-07
2023-07 Fire Station – Apparatus Bay Doors Replacement
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INSTRUCTIONS TO BIDDERS

PROPOSAL FORMS
Bids shall be submitted in writing on the original Proposal forms, which are stamped “Official Bid” in red ink provided by the Agency. No duplicates shall be accepted. Contract Documents and Specifications must be purchased from or furnished by the City of Santa Fe Springs. The Proposal shall not be changed and no additions shall be made to the items mentioned therein. Unauthorized conditions, exemptions, limitations, or provisions attached to a proposal will render it informal and cause its rejection.

PREPARATION OF BIDS
Bids must be submitted on the prescribed forms. Bid prices must be filled in, IN INK in both unit prices and amounts, and must be noted with clear distinction in dollars and cents. In case of discrepancy between unit prices and amounts, unit prices will govern. Erasures or other changes must be noted over the signature of the bidder. The Agency will not consider any proposal not meeting these requirements.

DELIVERY OF PROPOSAL
Proposals shall be enclosed in a sealed envelope plainly marked on the outside, “FIRE STATION APPARATUS BAY DOORS -- DO NOT OPEN WITH REGULAR MAIL.” The sealed envelope shall also have clearly marked on the outside the company name and address of the bidder. Proposals may be mailed or delivered by messenger. However, it is the bidder’s responsibility alone to ensure delivery of the proposal in the hands of the Agency’s designated official at the City of Santa Fe Springs Department of Fire-Rescue, Administrative Offices, 11300 Greenstone Ave, Santa Fe Springs, 90670, prior to the bid opening hour stipulated in the Notice Inviting Sealed Bids. Late proposals will not be accepted. A late proposal shall be defined as being received after the stipulated hour in the appropriate receiving office, according to such clocks in use for bid reception, as determined by the designated City Official.

REGISTRATION OF CONTRACTORS
Before submitting bids, Contractors shall be licensed with the classification as indicated in the Notice Inviting Bids, in accordance with the provision of Chapter 9, Division 3 of the Business and Professions Code. If a Federal Aid Project Number is shown on the plans or in the Special Provisions, Public Contract Code Section 10164 takes precedence.

QUESTIONS PRIOR TO OPENING OF BIDS
Questions regarding documents, discrepancies or omissions shall be communicated to Battalion Chief Michael Glaze in writing, by letter, fax or e-mail ([email protected]), by 11:30 AM on Friday, August 4, 2023, to provide time for issuing and forwarding an addendum, should the City consider an addendum necessary. The City will not be responsible for over interpretation of the Plans and Specifications.

WITHDRAWAL OF PROPOSALS
A proposal may be withdrawn by a written request signed by the bidder. Such request must be delivered to the Agency's designated official prior to the bid-opening hour stipulated in the Notice Inviting Sealed Bids. The withdrawal of the proposal will not prejudice the right of the bidder to 2023-07 Fire Station – Apparatus Bay Doors Replacement
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submit a new proposal, providing there is time to do so.

IRREGULAR PROPOSALS
Unauthorized conditions, limitations or provisions attached to a proposal will render it irregular and may cause its rejection. The completed proposal forms shall be without interlineations, alterations, or erasures. Alternative proposals will not be considered. No oral, telegraphic, or telephonic proposal, modification, or withdrawal will be considered.

REJECTION OF PROPOSALS
Proposals may, at the discretion of the Agency, be rejected if they show any alteration of form, additions not called for, conditional or alternative bids, incomplete bids, or irregularities of any kind. The right is reserved by Agency to reject any or all proposals.

TAXES
No mention shall be made in the proposal of Sales Tax, Use Tax or any other tax, as all amounts bid will be deemed and held to include any such taxes, which may be applicable.

BIDDERS INTERESTED IN MORE THAN ONE BID
No person, firm, or corporation shall be allowed to make, file or be interested in more than one bid for the same work, unless alternative bids are called for. A person, firm or corporation who has submitted a sub-proposal to a bidder or who has quoted price on materials to a bidder, is not thereby disqualified from submitting a proposal or quoting prices to other bidders.

CONTRACTOR'S LICENSE DECLARATION
Bidders are notified that a Contractor's License Declaration is required to be executed in accordance with Section 7028.15(e) of the Business and Professions Code and submitted with the Bid.

EXAMINATION OF PLANS, SPECIFICATIONS AND WORK SITE
Bidders must satisfy themselves by personal examination of the work site, Plans, Specifications, and other contract documents and by any other means as they may believe necessary, as to the actual physical conditions, requirements and difficulties under which the work must be performed.

No bidder shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. The submission of a Bid will be conclusive evidence that the Bidder has investigated and is satisfied as to the conditions to be encountered, as to the character, quality and quantities of work to be performed and materials to be furnished, the difficulties to be encountered, and to the requirements of the Proposal, Plans, Specifications and other Contract Documents.

The Bidder is required to ascertain the locations of the existing utility services, and other underground facilities, and to provide for carrying out his/her operations so as to cause the minimum possible inconvenience to the occupants of property along any streets affected. All work and costs involved in the safeguarding of the property of others shall be at the expense of the Bidder to whom the contract may be awarded.

The Bidder shall examine the local conditions, read each and every clause of the Specifications, 2023-07 Fire Station – Apparatus Bay Doors Replacement
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including all costs necessary to complete the specified work in his/her Bid prices, and agree that if he/she is awarded the Contract, no claim against the City will be made based upon ignorance of local conditions or misunderstanding of any provision of the Contract. Should the conditions turn out otherwise than anticipated by him/her, the Bidder shall agree to assume all risks incident thereto.

ENGINEER’S ESTIMATE
The preliminary estimate of quantities of work to be done and materials to be furnished are approximately as shown upon the plans and are given as a basis of comparison of bids only. The Agency does not expressly or by implication agree that the actual amount of work will correspond therewith. The Engineer’s Estimate will not be available on Federal Projects.

EQUIVALENT MATERIALS
Approval of equipment and materials offered as equivalents to those specified must be obtained in writing from the AGENCY by 11:30 AM on Friday, August 4, 2023. Requests for consideration of equivalents must be submitted in writing, allowing sufficient time for complete consideration of all specifications, samples, references, tests and other details to the full satisfaction of the Agency.

LEGAL RESPONSIBILITIES
All proposals must be submitted, filed, made and executed in accordance with State and Federal laws relating to bids for contracts of this nature whether the same or expressly referred to herein or not. Any bidder submitting a proposal shall by such action thereby agree to each and all of the terms, conditions, provisions and requirements set forth, contemplated and referred to in the Plans, Specifications and other contract documents, and to full compliance therewith.

LIABILITY INSURANCE REQUIREMENTS
The Contractor shall not commence work under this Contract until he has obtained all insurance required under this section, and such insurance has been approved by the City, nor shall the Contractor allow any Subcontractor to commence work on his subcontract until all similar insurance required of the Subcontractor has been obtained.

A. Worker's Compensation Insurance - The Contractor shall take out and maintain during the life of this Contract, worker's compensation insurance for all his employees engaged on or at the site of the project, and in case any of his work is sublet, the Contractor shall require the Subcontractor similarly to provide worker's compensation insurance for all of the latter's employees, unless such employees are covered by the protection afforded by the worker's compensation insurance carried by the Contractor.

B. Public Liability and Property Damage Insurance - The Contractor shall take out and maintain during the life of this Contract such public liability and property damage insurance as shall protect him and the Agency from all claims for personal injury, including accidental death, as well as from claims for property damage arising from operations under this contract. The amount of such insurance shall be as hereinafter set forth. The Contractor shall require the Subcontractors, if any, to take out and maintain similar public liability and property damage insurance. The amounts of such insurance shall be as hereinafter set forth.
2023-07 Fire Station – Apparatus Bay Doors Replacement
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In case any work under this Contract is to be performed on or at the site of the Project by a Subcontractor, the Contractor shall also take out and maintain such Contractor's contingent or protective insurance as will protect him and the Agency from damage claims arising from the operations of any Subcontractor, the amounts of such insurance as hereinafter set forth. If any Subcontractor shall subcontract any portion of his subcontract, the Contractor shall require him to take out and maintain such contingent or protective insurance as will protect such Subcontractor from damage claims arising from operations of the second Subcontractor. Such contingent or protective insurance shall be in the same amount as the primary Subcontractor's public liability and property damage insurance.

As provided above, the Contractor shall take out and maintain public liability insurance for injuries, including accidental death to any one person, in an amount not less than One Million Dollars ($1,000,000); and subject to the same limit for each person; on account of any one accident in an amount of not less than Two Million Dollars ($2,000,000); and property damage insurance in an amount of not less than Five Hundred Thousand Dollars ($500,000); Contractor's contingent or protective insurance for public liability and property damage in amounts not less than the respective amounts noted above. As provided above, the Contractor shall require all Subcontractors, whether primary or secondary, if any, to take out and maintain public liability and property damage insurance in amounts hereinbefore set forth for the Contractor.

In addition, Contractor shall take out and maintain public liability insurance in accordance with insurance coverage and amounts identified within the LACDPW, Flood Control Permits. Said coverage and amounts shall meet the minimums as required between the more restrictive limits imposed, either within these City Specifications, or the LACDPW Flood Control permit documents.

C. Insurance Covering Special Hazards - The following special hazards shall be covered by rider or riders to the above-mentioned public liability insurance or protective damage insurance policy or policies or by special policies of insurance in amounts as follows:

Automotive and truck where operated, in amounts as above; material hoists, where used, in amounts as above.

D. Proof of Carriage of Insurance - The Contractor shall furnish satisfactory proof of full compliance with all the insurance requirements herein prior to execution of the contract, including additional insured endorsement, Form B, CG 2010, with an edition date prior to 1993, unless approved otherwise by the Agency attorney.

1. All certificates of insurance with respect to liability insurance of any kind shall name the City of Santa Fe Springs, and the City of Santa Fe Springs as Additional Insured with respect to the performance by the Contractor of the work which is the subject of the Contract.

2. The certificate of liability insurance shall conform to Section 7-3 of the Standard Specifications and these provisions, except the provision whereby “the policy shall insure the Agency, its officers…while acting within the scope of their duties of the 2023-07 Fire Station – Apparatus Bay Doors Replacement
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work” is eliminated on Federal projects (if a Federal Project No. is indicated on the Plans or these Special Provisions).

3. The full and complete Project name shall be shown on the Certificate of Insurance.

4. A Workers’ Compensation Certificate as prescribed by Labor Code §1861 and in the form attached hereto as Exhibit “A,” which acknowledges the Contractor’s obligation to secure the payment of workers’ compensation for its employees before beginning work.

E. Notification of Cancellation of Insurance - Certificates of proof of carriage of insurance shall provide for not less than thirty (30) day notice of change or cancellation prior to acceptance of the work.

F. Renewal of Insurance - The insurance required herein will be renewed annually as long as Contractor continues operations in any way related to this agreement or Agency or Agency's employees face an exposure from such operations. This obligation applies whether the contract is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. This requirement is in addition to coverage required to be maintained for completed and discontinued operations as required elsewhere.

G. Working in Railroad Right-of-Way – Whenever working within railroad right-of-way, the Contract shall furnish insurance to the affected railroad in the amounts and form required by said railroad. It is the Contractor’s responsibility to determine such requirements.

WAGE SCALE
The Contractor shall pay to all workmen engaged in the work, the prevailing rates of wages for public works contracts, as determined by the Director of the Department of Industrial Relations (DIR) of the State of California or Secretary of Labor for Federal Rates, whichever is greater. A copy of said determination is on file at the City Hall of the City of Santa Fe Springs and will be made available for review to any interested person. General prevailing wage determinations by DIR are also available on the Internet at www.dir.ca.gov.

Contractor shall forfeit, as penalty to City, the sum of $25.00 or higher amount as set by statute, for each calendar day, or portion thereof, for each worker employed who is paid less than the stipulated prevailing rates for such work or craft in which said workman is employed for any work done under this contract, by Contractor of by any subcontractor in violation of the provisions of this agreement.

The Department of Industrial Relations (DIR) State of California is currently in full implementation of Senate Bill 854 for new public works projects. Additional information is available on DIR’s Public Works webpage (www.dir.ca.gov), with resources that include a webinar, presentation slides and frequently asked questions regarding SB 854. The highlights of the SB 854 requirements are as follows:

Registration of Public Works projects using the PWC-100 form:
• Awarding agencies are required by law to notify DIR of any public works project within five (5) days after awarding the contract for the project. This applies to any project that would be 2023-07 Fire Station – Apparatus Bay Doors Replacement
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considered a public work requiring the payment of prevailing wages under California Labor Code.
• Awarding agencies must use the PWC-100 form to provide the required notice and register a project with DIR.

Registration of Public Works Contractors and Subcontractors:
• Contractors and Subcontractors must complete registration with DIR (www.dir.ca.gov), this is a mandatory condition for bidding on any Public Works Projects. In the event the City receives a bid proposal from a contractor without a DIR registration, that bid will be considered null and void thus disqualified from the bidding process. • Contractors and Subcontractors must comply with DIR registration requirements as specified in Labor Code 1725.5, 1771.1(a), 1771.1, 1771.4.
• Contractors are subject to a registration and annual renewal fee set initially at $300. The fee is non-refundable and applies to all contractors and subcontractors who intend to bid or perform work on public works projects (as defined under the Labor Code). • Contractors apply and pay the fee online and must meet minimum qualifications to be registered as eligible to bid and work on public works projects:
¨ Must have worker’s compensation coverage for any employees and only use subcontractors who are registered public works contractors.
¨ Must have Contractors State License Board License if applicable to trade. ¨ Must not have any delinquent unpaid wage or penalty assessments owed to any employee or enforcement agency.
¨ Must not be under federal or state debarment.
¨ Must not be in prior violation of this registration requirements once it becomes effective.

However, for the first violation in a 12-month period, a contractor may still qualify for registration by paying an additional penalty.
• The public works project is subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR).

Certified Payroll Reporting by Contractors and Subcontractors • Contractors and Subcontractors will be required to submit certified payroll records (CPRs) directly to the Labor Commissioner, using DIR’s data-driven electronic Certified Payroll Record (eCPR) reporting system. Contractors will input CPR data directly into the online form. In addition, Contractor and Subcontractor shall maintain the records and certifications and make them available for inspection, pursuant to Labor Code §1776. • Projects will need to be registered with DIR (using the PWC-100 form) in order for a contractor or subcontractor to use this system. Contractors and subcontractors will then be able to identify the correct project and associate their payroll records with that project using the eCPR system. 2023-07 Fire Station – Apparatus Bay Doors Replacement
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The successful bidder will be held to strict compliance with SB 854 requirements.

Contractors who cannot comply should not bid.

NONCOLLUSION DECLARATION
A non-collusion, in the form attached hereto as Exhibit “B,” shall be filled out, signed and submitted with the bid (Public Contract Code § 7106)

AWARD OF CONTRACT
The AGENCY will award the contract to the bidder that can best meet the parameters established in the bid scoring process as so determined by the AGENCY (Refer to Attachment C - Bid Grading Sheet). The Agency reserves the right to award the bid or the bid alternate to the lowest responsible bidder. Additionally, the Agency reserves the right to reject any or all proposals, to waive any irregularity, and to take the bids under advisement for a period not to exceed 30 days, all as may be required to provide for the best interests of the Agency. In no event will an award be made until all necessary investigations are made to the responsibility and qualifications of the bidder to whom award is contemplated. All bids will be compared with the Estimate and budget.

The Contractor selected by the Agency to complete this project must be able to perform, with its own organization, Contract work amounting to at least 50 percent of the Contract Price with the exception of Specialty Items as addressed in the Standard Specifications. Contractor must also be able to provide past project documentation and references that demonstrate that Contractor has successfully completed projects of similar scope and size within the past thirty-six (36) months.

Exhibit “A”
Instructions to Bidders
2023-07 Fire Station – Apparatus Bay Doors Replacement
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WORKERS’ COMPENSATION CERTIFICATION
Pursuant to Sections 1860 and 1861 of the Labor Code, the Contractor shall submit the following certification:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”

CONTRACTOR
By:

Title:

Exhibit “B”
Instruction to Bidders
2023-07 Fire Station – Apparatus Bay Doors Replacement
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NONCOLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

I am the ________________ of _______________________, the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham.

The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true.

The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ___________ [date], at _______________ [city], _______________ [state].

By:

Title:

Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-1

PROPOSAL
FOR

FIRE STATION -- APPARATUS BAY DOORS REPLACEMENT

IN THE CITY OF SANTA FE SPRINGS
TO: City of Santa Fe Springs Department of Fire-Rescue, as AGENCY In accordance with AGENCY’S Notice Inviting Bids, the undersigned BIDDER hereby proposes to furnish all materials, equipment, tools, labor and incidentals required for the above-stated project as set forth in the Plans, Specifications and contract documents therefore, and to perform all work in the manner and time prescribed therein.

BIDDER declares that this original proposal was purchased from or furnished by the City of Santa Fe Springs and is based upon careful examination of the work site, Plans, Specifications, Instruction to Bidders and all other contract documents. If this proposal is accepted for award, BIDDER agrees to enter into a contract with AGENCY at the unit and/or lump sum prices set forth in the following Bid Schedule. BIDDER understands that failure to enter into a contract in the manner and time prescribed will result in forfeiture to AGENCY of the guarantee accompanying this proposal.

THE AGENCY RESERVES THE RIGHT TO INCREASE OR DECREASE THE AMOUNT OF ANY QUANTITY SHOWN AND TO DELETE ANY ITEM FROM THE CONTRACT. It is agreed that the unit and/or lump sum prices bid include all appurtenant expenses, taxes, royalties and fees.

In the case of discrepancies in the amounts bid, unit prices shall govern over extended amounts, and figures must be noted with clear distinction in dollars and cents. Erasures or other changes must be noted over the signature of the bidder.

If awarded the Contract, the undersigned further agrees that in the event of the BIDDER'S default in executing the required contract and filing the necessary bonds and insurance certificates within 10 working days after the date of AGENCY'S notice of award of contract to the BIDDER, the proceeds of the security accompanying this bid shall become the property of the AGENCY and this bid and the acceptance hereof may, at the AGENCY'S option, be considered null and void.

Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-2

UNIT EXTENDED

DESCRIPTION UNIT PRICE AMOUNT

1. Mobilization. 1 $ $

2. STATION 1: Remove and dispose of four (4)
existing sectional front doors, four (4) exisiting
sectional rear doors, and one (1) existing interior
roll-up partition door, including all associated
tracks, springs, bumpers, supporting elements,
raising/lowering mechanisms, safety devices, and
actuator panels/controls.
1 $ $

3. STATION 1: Supply and install four (4) new
aluminum, sectional, panelized FRONT doors,
with all supporting hardware, raising/lowering
mechanisms, control panels, safety devices and
weather proofing; Doors to be 3 x 6 panel design,
with windows in top five (5) rows, solid panels in
bottom row; All aluminum door surfaces and trim
work to be painted with a high-quality, weatherresistant paint, color TBD. (Details in Attachment A apply to this section).
4 $ $

4. STATION 1: Supply and install four (4) new,
can-style, roll-up rear doors with all supporting
hardware, raising/lowering mechanisms, control
panels, safety devices, weather-proofing, remote
controls; All aluminum door surfaces and trim
work to be painted as decsribed in #2 above; Color
TBD. (Details in Attachment A apply to this
section).
4 $ $

ESTIMATE

QUANTITY

FIRE STATION - APPARATUS BAY DOORS REPLACEMENT

IN THE CITY OF SANTA FE SPRINGS

BID SCHEDULE
Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-

UNIT EXTENDED

DESCRIPTION UNIT PRICE AMOUNT

ESTIMATE

QUANTITY

FIRE STATION - APPARATUS BAY DOORS REPLACEMENT

IN THE CITY OF SANTA FE SPRINGS

BID SCHEDULE

5. STATION 1: Supply and install one (1) new,
can-style roll-up interior partition door, with all
supporting hardware, control panels and safety
devices; Door, can and trim work to be painted as
described in #2 above; Color TBD; Supply and
install electrical source as needed. Details in
Attachment A apply to this section).
1 $ $

6. STATION 3: Remove and dispose of one (1)
existing sectional front door, two (2) exisiting rollup rear doors, including all associated tracks, springs, bumpers, supporting elements,
raising/lowering mechanisms, safety devices, and
actuator panels/controls.
1 $ $

7. STATION 3: Supply and install one (1) new
aluminum, sectional, panelized FRONT door, with
all supporting hardware, raising/lowering
mechanisms, control panels, safety devices and
weather proofing; Doors to be 6 x 6 panel design,
with windows in row 3, solid panels in all other
rows; All aluminum door surfaces and trim work
to be painted with a high-quality, weather-resistant
paint, color TBD. (Details in Attachment A apply
to this section).
1 $ $
Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-

UNIT EXTENDED

DESCRIPTION UNIT PRICE AMOUNT

ESTIMATE

QUANTITY

FIRE STATION - APPARATUS BAY DOORS REPLACEMENT

IN THE CITY OF SANTA FE SPRINGS

BID SCHEDULE

8. STATION 3: Supply and install two (2) new,
can-style, roll-up REAR doors with all supporting
hardware, raising/lowering mechanisms, control
panels, safety devices, weather-proofing, remote
controls; All aluminum door surfaces and trim
work to be painted as decsribed in #2 above; Color
TBD. (Details in Attachment A apply to this
section).
2 $ $ $ $
TOTAL AMOUNT OF BASE BID $
Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-5 Name of Subcontractor* License Number Location of Office Item No. Value DIR No.

It is understood that this bid is based upon completing the work within FORTY (40) WORKING DAYS. If awarded the Contract for the work, the undersigned hereby agrees to sign said Contract and to furnish the necessary insurance certificates within ten (10) working days from the date upon which the City Engineer mails to the undersigned, first class mail, postage prepaid, a notice informing the undersigned that the AGENCY has awarded such Contract to the undersigned.

The undersigned, if awarded the contract, intends to subcontract certain portions of said contract in accordance with the following schedule (attach additional sheet if needed):

The undersigned bidder hereby represents as follows:

As required in the Public Contract Code, the bidder must list all proposed subcontractors that he or she intends to utilize on this Project and the portion of work to be subcontracted out.

Failure to include a complete list could be sufficient cause to reject a bidder's proposal as nonresponsive.

That no representation, oral or in writing, of the AGENCY, its officers, agents, or employees has induced the Contractor to enter into this contract excepting only those contained in this form or contract and the papers made a part hereof by its terms.

Dated this _____________ day of ___________________________, 2023.

NAMEOF BIDDER: ______________________________________________________________ (Please type or print)
BY: ___________________________________________________________________________ BUSINESS ADDRESS: ___________________________________________________________ ________________________________________________________________________________ TELEPHONE (____) ______________________ FAX No. (____) ______________________ EMAIL: __________________________________________
DIR No.: _________________________________
Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement
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CONTRACTOR STATEMENT OF

QUALIFICATION QUESTIONNAIRE
(This questionnaire must be submitted with bid proposal.) The undersigned Bidder certifies that it is, at the time of bidding, and shall be, throughout the period of the contract, licensed under the provisions of Chapter 9, Division 3, of the Business and Professions Code of the State of California, to do the type of work contemplated in the Contract Documents. Bidder further certifies that it is skilled and regularly engaged in the general class and type of work called for in the Contract Documents.

The Bidder represents that it is competent, knowledgeable, and has special skills concerning the nature, extent, and inherent conditions of the work to be performed. Bidder further acknowledges that there are certain inherent conditions existent in the type of work contemplated in the Contract Documents which may create unsafe conditions hazardous to persons and property. Bidder expressly acknowledges that it is aware of such risks and that it has the skill and experience to foresee and to adopt protective measures to adequately and safely perform the work with respect to such hazards.

A. ESSENTIAL REQUIREMENTS FOR QUALIFICATION
If the answer to any of questions 1 through 3 is “No”, or if the answer to any of questions 4 through 7 is “Yes”, the Agency reserves the right to deem the Bidder ineligible or not responsible for purposes of the Contract.

1. Bidder possesses a valid and current California Contractor’s license as required for the project for which it intends to submit a bid.

Yes ____ No ____

2. Bidder will comply with and provide all insurance as defined in Section 7-3, Liability Insurance per these Specifications.

Yes ____ No ____

3. Bidder has current Workers’ Compensation insurance coverage as required by the Labor Code or is legally self-insured pursuant to Labor Code section 3700 et seq.

Yes ____ No ____

4. Has your contractor’s license been revoked at any time in the last five (5) years? Yes ____ No ____

5. Has a surety firm completed a contract on your behalf, or paid for completion because your firm was default terminated by the project owner within the last five (5) years? Yes ____ No ____

6. At the time of submitting this Qualification Questionnaire, is your firm ineligible to bid on or has it been disqualified from bidding, or from being awarded a public works contract, or from performing as a subcontractor, on any public works contract with any other municipal agency?
Yes ____ No ____

7. At any time during the last five (5) years, has your firm, or any of its owners or officers, been convicted of a crime involving the bidding, awarding, or performance of a government contract?
Yes ____ No ____
Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement
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1. Agency:

Address:

Phone No.: Contact:

Project: Year Completed

2. Agency:

Address:

Phone No.: Contact:

Project: Year Completed

3. Agency:

Address:

Phone No.: Contact:

Project: Year Completed

4. Agency:

Address:

Phone No.: Contact:

Project: Year Completed
NOTE: The Contractor may attach previously prepared reference sheets in lieu of completing this form.

REFERENCES
Please list a minimum of three references for similar roll-up door removal and installation that Contractor has completed under a contract awarded by the indicated Agency to Contractor. Include the Agency's name, address, telephone number, and contact person of responsible charge. Public Works contracts should be the primary preference.

Complete information is important. Contractor qualifications and experience as well as quality, fitness and capacity of Contractor will be used as evaluation criteria and a determining factor in award of contract recommendation by the City Engineer. A lack of references or unsuitable summary of past performance as reported by references, may be considered by AGENCY as sufficient reason to reject bid(s).

Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement
C-8

EQUAL EMPLOYMENTOPPORTUNITY COMPLIANCE
BIDDER certifies that in all previous contracts or subcontracts, all reports which may have been under the requirements of any AGENCY, State or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding.

AFFIRMATIVE ACTION CERTIFICATION
BIDDER certifies that affirmative action has been taken to seek out and consider minority business enterprises for those portions of the work to be subcontracted and that such affirmative actions have been fully documented, that said documentation is open to inspection, and that said affirmative action will remain in effect for the life of any contract awarded hereunder. Furthermore, BIDDER certifies that affirmative action will be taken to meet all equal employment opportunity requirements of the contract documents.

NONCOLLUSION AFFIDAVIT
BIDDER declares that the only persons or parties interested in this proposal as principals are those named herein; that no officer, agent, or employee of the AGENCY is personally interested, directly or indirectly, in this proposal; that this proposal is made without connection to any other individual, firm, or corporation making a bid for the same work and that this proposal is in all respects fair and without collusion or fraud.

Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-9 Non Collusion Affidavit
(Title 23 United States Code Section 112 and
Public Contract Code Section 7106)
To the CITY of Santa Fe Springs

DEPARTMENT OF FIRE-RESCUE
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the bidder declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

NOTE:

The above Noncollusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Noncollusion Affidavit. Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.

Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-10

CONTRACTOR'S LICENSE DECLARATION
(Business and Professions Code Section 7028.15)
The undersigned declares that he or she is __________________________ of ________________ _______________________________ the party making the foregoing Bid (hereinafter, the "Bidder").

1. Bidder's Contractor's License Number is as follows: ____________________________

2. The expiration date of Bidder's Contractor's License is_____________________, 20______.

3. Bidder acknowledges that Section 7028.15(e) of the Business and Professions Code provides as follows:

The undersigned declares under penalty of perjury that the foregoing is true and correct.

Executed on ________________________, 2023, at ____________________________________ ________________________________________________________________________________ (Insert city and state where declaration was signed)
______________________________________________
Signature
______________________________________________
Typed Name
______________________________________________
Title
______________________________________________
Name of Bidder
"A licensed contractor shall not submit a bid to a public agency unless his or her contractor's license number appears clearly on the bid, the license expiration date is stated, and the bid contains a statement that the representations therein are made under penalty of perjury. Any bid not containing this information or a bid containing information, which is subsequently proven false, shall be considered nonresponsive and shall be rejected by the public agency."
Submitted by: _________________________
2023-07 Fire Station - Apparatus Bay Doors Replacement C-11

BIDDER'S VIOLATION OF LAW/SAFETY QUESTIONNAIRE
In accordance with Government Code Section 14310.5, the Bidder shall complete, under penalty or perjury, the following questionnaire:

QUESTIONNAIRE
Has the Bidder, any officer of the Bidder or any employee of the Bidder who has a proprietary interest in the Bidder ever been disqualified, removed or otherwise prevented from bidding on or completing a Federal, State or local government project because of a violation of law or a safety regulation? Yes ______ No ______
If the answer is yes, explain the circumstances in the space provided.

NOTE:

This questionnaire constitutes a part of the Proposal, and a signature portion of the Proposal shall constitute signature of this questionnaire.

D - 1

CITY OF SANTA FE SPRINGS

PROFESSIONAL SERVICES AGREEMENT
WITH
______________
This Professional Services Agreement (“Agreement”) is made and effective as of [Insert date] (“Effective Date”), by and between the City of Santa Fe Springs, a California municipal corporation, (“City”) and , a [sole proprietorship/partnership/limited liability partnership/corporation] (“Consultant”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on [Insert date] and shall remain and continue in effect until the services described herein are completed, but in no event later than [Insert date] unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Consultant shall perform the services described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full (“Services”). Consultant shall complete the Services according to any schedule of performance set forth in Exhibit A. To the extent that Exhibit A is a proposal from Consultant and contains provisions inconsistent with this Agreement, the provisions of this Agreement shall govern.

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

4. CITY MANAGEMENT
[The City Manager] or designee shall represent the City in all matters pertaining to the administration of this Agreement, including review and approval of all products submitted by Consultant.

5. PAYMENT
A. City agrees to pay Contractor within thirty (30) days of receipt of invoice after completion of the work and acceptance by the City for the total of the Agreement unless additional payment is approved as provided in this Agreement. [Consultant Name]
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B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by [the City Manager] or designee. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to in writing by the City and Consultant at the time the City’s written authorization is given to Consultant for the performance of said services.

C. Consultant will submit invoices monthly for actual Services performed. Payment shall be made within thirty (30) days of receipt of each invoice as to all nondisputed fees. If the City disputes any of Consultant's Services or fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice therefor.

6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The City may at any time, for any reason, without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon Consultant at least ten (10) days’ prior written notice. Upon receipt of said notice, Consultant shall immediately cease all Services under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the City shall pay to Consultant the actual value of the Services performed up to the time of termination, unless the City disputes any of the Services performed or fees. Upon termination of the Agreement pursuant to this section, Consultant will submit an invoice to the City pursuant to Section 5.

7. DEFAULT OF CONSULTANT
If the City determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, the City shall serve Consultant a written notice of the default. Consultant shall have seven (7) days after service of said notice to cure the default. In the event that Consultant fails to cure the default within such period of time or fails to present the City with a written plan for the diligent cure of default if such default cannot be cured within seven days, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. The City shall also have the right to offset against the amount of any fees due to Consultant any costs incurred by the City as a result of Consultant’s default.
[Consultant Name]
D - 3

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

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

9. INDEMNIFICATION AND DEFENSE
A. Indemnity.

To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the City and any and all of its officials, officers, employees, agents, and/or volunteers (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs, caused in whole or in part by the acts, errors, or omissions of Consultant, its officers, agents, employees, or subconsultants (or any agency or individual that Consultant shall bear the legal liability thereof) in the performance of Services under this Agreement.

B. Duty to Defend.

In the event the City, its officials, officers, employees, agents, and/or volunteers are made a party to any claim, action, lawsuit, or other adversarial proceeding [Consultant Name]
D - 4
(“Action”) arising from the performance of the Services under this Agreement, whether or not Consultant is named in such Action, and upon demand by the City, Consultant shall defend the City at Consultant’s sole cost, or at the City’s option, to reimburse the City for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense.

C. Payment by the City for Services is not a condition precedent to enforcement of this section. Consultant’s duty to defend, indemnify, and hold harmless the City shall not extend to the City’s sole or active negligence. In the event of any dispute between Consultant and the City as to whether liability arises from the sole or active negligence of the City or its officials, officers, employees, agents, and/or volunteers, Consultant will be obligated to pay for the City’s defense until such time as a final judgment has been entered adjudicating the City as solely or actively negligent. Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs including, but not limited to, attorney’s fees, expert fees and costs of litigation.

10. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit C attached hereto and made a part of this Agreement.

11. INDEPENDENT CONTRACTOR
A. Consultant is and shall at all times remain as to the City a wholly independent consultant and/or independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither the City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement.

Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against the City, or bind the City in any manner.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, the City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for the City. The City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in [Consultant Name]
D - 5
connection with the services to be performed hereunder. Consultant shall indemnify and hold the City harmless from any and all taxes, assessments, penalties, and interest asserted against the City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold the City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. The City shall have the right to offset against the amount of any fees due to Consultant under this Agreement as a result of Consultant’s failure to promptly pay to the City any reimbursement or indemnification arising under this paragraph.

C. In the event that Consultant or any employee, agent, or subconsultant of Consultant providing Services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (CalPERS) to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless the City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City.

D. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the City, including but not limited to eligibility to enroll in CalPERS as an employee of the City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for CalPERS benefits.

12. LEGAL RESPONSIBILITIES
Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of Services pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws and regulations. The City and its officials, officers, employees, and agents, shall not be liable at law or in equity occasioned by failure of Consultant to comply with this Section.

13. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with this Agreement or any Services to [Consultant Name]
D - 6
be conducted as a result of this Agreement. Violation of this section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.

14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of the City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Services during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any Agreement or sub-agreement, or the proceeds thereof, for Services to be performed under this Agreement.

15. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without the City's prior written authorization, unless the information is clearly public. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the City Manager or designee, or unless requested by the City’s attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the Services performed under this Agreement or relating to the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives the City notice of such court order or subpoena.

B. Consultant shall promptly notify the City should Consultant, its officers, employees, agents, and/or subconsultants be served with any summons, complaint, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement and the Services performed hereunder or the City, unless the City is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the City of such Discovery. The City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless the City is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with the City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, the City's right to review any such response does not imply or mean the right by the City to control, direct, or rewrite said response, or that the City has an obligation to review any such response or verifies any response it has reviewed.

16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) [Consultant Name]
D - 7
delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mail by the United States Postal Service, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To the City: City of Santa Fe Springs
11710 E. Telegraph Road
Santa Fe Springs, CA 90670
Attention:

To Consultant:

Attention:

ASSIGNMENT
Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the City. Because of the personal nature of the Services to be rendered pursuant to this Agreement, only _____________ shall perform the Services described in this Agreement, unless otherwise agreed to by City. Consultant shall provide City fourteen (14) days' notice prior to the departure of ____________ from Consultant's employ. Should he/she leave Consultant's employ, City shall have the option to immediately terminate this Agreement, within three (3) days of the close of said notice period. Upon termination of this Agreement, Consultant’s sole compensation shall be payment for actual Services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the City and Consultant. Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide the City with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant which shall include and indemnity provision similar to the one provided herein and identifying the City as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from the City for such insurance.

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

18. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this [Consultant Name]
D - 8
Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the City.

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

20. SERVICES SCHEDULED/TIME OF COMPLETION
[Note: This section is optional and should be included only when the project is particularly time-sensitive.]
City and Consultant agree that time is of the essence in this Agreement. City and Consultant further agree that Consultant’s failure to perform on or at the times set forth in this Agreement will damage and injure City, but the extent of such damage and injury is difficult or speculative to ascertain. Consequently, City and Consultant agree that any failure to perform by Consultant at or within the times set forth herein shall result in liquidated damages of [Insert amount] dollars ($__.00) per day for each and every day such performance is late or delayed. City and Consultant agree that such sum is reasonable and fair. Furthermore, City and Consultant agree that this Agreement is subject to Government Code section 53069.85 and that each party hereto is familiar with and understands the obligations of Section 53069.85.

21. AMENDMENTS
Any amendments to this Agreement must be in writing and executed by the parties hereto, or their respective successors and assigns, in order to be valid.

22. NON-EXCLUSIVE AGREEMENT
Consultant acknowledges that the City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

23. ATTORNEYS’ FEES
In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.
[Consultant Name]
D - 9

24. CONSTRUCTION
The parties hereto have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

25. WAIVER
The delay or failure of any party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

26. SEVERABILITY
If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

27. COUNTERPARTS
This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

28. AUTHORITY TO EXECUTE THIS AGREEMENT
The persons executing this Agreement on behalf of the parties warrants and represents that they have the authority to execute this Agreement on behalf of said parties and has the authority to bind the parties to the provisions of this Agreement.

29. ELECTRONIC SIGNATURES
The parties acknowledge and agree that execution of this Agreement by electronic signatures or electronic transmittal of signatures are the same as handwritten signatures for the purposes of validity, enforceability, and admissibility. [Consultant Name]
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
[If Consultant is a corporation, two signatures are required: Signature 1 – the Chairperson of the Board, the President, or any Vice President; Signature 2 – the Secretary, any Assistant Secretary, the Chief Financial Officer, or any Assistant Treasurer (Corp. Code § 313).]

CITY OF SANTA FE SPRINGS CONSULTANT
Juanita Martin, Mayor Name:

Title:

Date: Date:

ATTEST: CONSULTANT
Name:

Janet Martinez, City Clerk Title:

Date:

APPROVED AS TO FORM:

Ivy M. Tsai, City Attorney
Attachments: Exhibit A Services
Exhibit B Fee Schedule
Exhibit C Insurance Requirements

EXHIBIT A

SERVICES

EXHIBIT B

FEE SCHEDULE

EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of the City, and prior to commencement of Services, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to the City. If Consultant maintains higher limits than the minimum limits shown below, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. [Note: Verify minimum limit for each coverage with Risk Manager.] General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

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

Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
[Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees.]
Workers’ compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000 per accident for bodily injury or disease).

Consultant shall submit to the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.
[Note: If the required limits for general liability, auto and employer’s liability are $1 million or less, the following paragraph may be omitted.]
Umbrella or excess liability insurance. [Optional depending on limits required].

Consultant shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
• A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
• Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies.

Other provisions or requirements
Proof of insurance. Consultant shall provide certificates of insurance to the City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies at any time.

Duration of coverage. Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Consultant, or Consultant’s agents, representatives, employees or subconsultants.

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

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

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

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

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

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

Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to the City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.

Additional insured status. General liability policies shall provide or be endorsed to provide that the City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.

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

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

Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the Services who is brought onto or involved in the Services by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subconsultants, and others engaged in the Services will be submitted to the City for review.

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

Self-insured retentions. Any self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City.

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

Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Services. 2023-07 Fire Station - Apparatus Bay Doors Replacement
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GENERAL SPECIFICATIONS

SCOPE OF WORK
The work consists of furnishing all labor, equipment, materials, licenses, insurance, disposal, clean-up, warranty information, supervision and incidentals as required by the Specifications, Special Provisions and Contract documents. The general items of work include removal and disposal of existing bay doors and associated components; installation of new bay doors and associated accessories as indicated in Attachment A.

LOCATION OF WORK
The general location and limit of the work is as follows:

FIRE STATION NO. 1: 11300 Greenstone Ave., Santa Fe Springs, CA 90670 FIRE STATION NO. 3: 15517 Carmenita Rd., Santa Fe Springs, CA 90670

TIME FOR COMPLETION
The Contractor shall complete all work in every detail within FORTY (40) WORKING DAYS of the proposed Construction Start Date of SEPTEMBER 18, 2023. The proposed Construction Completion Date is NOVEMBER 10, 2023. The completion date may be extended by the AGENCY based on the availability of materials.

CONTRACTOR’S CONSTRUCTION SCHEDULE
The Contractor’s proposed construction schedule shall be submitted to the AGENCY within ten (10) working days after the date of the AGENCY’S execution of the Contract Agreement. The schedule shall be supported by written statements from each supplier of materials or equipment indicating that all orders have been placed and acknowledged, and setting forth the dates that each item will be delivered.

LIQUIDIATION DAMAGES
The liquidated damage value is $1,000 per working day. Failure of the contractor to complete any specified construction sequence on phase by the time allowed will also result in the assessment of liquidated damages.

NOTIFICATION
The Contractor shall notify the City of Santa Fe Springs and the owners of all utilities and substructures not less than 48 hours prior to starting construction. A list of names and telephone numbers is included in the APPENDIX for the convenience of the Contractor, and is not guaranteed to be complete, correct, or applicable to this Project.

EMERGENCY INFORMATION
The names, addresses and telephone numbers of the Contractor and subcontractors, or their representatives, shall be filed with the City of Santa Fe springs Department of Fire-Rescue, Administrative Offices (11300 Greenstone Avenue), and the Police Services Center (11576 Telegraph Road).
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STANDARD SPECIFICATIONS
The Standard Specifications of the Agency are contained in the 2018 Edition of the Standard Specifications for Public Works Construction, the "Greenbook," including latest amendments and supplements, as written and promulgated by the Joint Cooperative Committee of the Southern California Chapter of the American Public Works Association and the Southern California District of the Associated General Contractors of California. Copies of these Standard Specifications are available from the publisher, Building News, Incorporated, 1612 So. Clementine Street, Anaheim, California 92802, telephone (714) 517-0970.

The Standard Specifications set forth above will control the general provisions, construction materials, and construction methods for this Contract except as amended by the Plans, Special Provisions, or other Contract documents. The following Special Provisions are supplementary and in addition to the provisions of the Standard Specifications unless otherwise noted and the section numbers of the Special Provisions coincide with those of the said Standard Specifications. Only those sections requiring elaborations, amendments, specifying of options or additions are called out.

SUBCONTRACTING
In order to clarify the requirements and procedures for approval of subcontractors, the following points are emphasized:

1. The Contractor shall submit a letter to the City (if requested by the City) requesting approval of the subcontractor(s). Included in the letter shall be a list of the names and addresses of each subcontractor; items to be subcontracted, by item number; brief description of the item; and Contract bid value. In this Contract, “Contract Bid Value,” means the portion of the Contractor’s total bid which is attributable to such subcontracted items.

2. Request for approval must be submitted for ALL proposed subcontractors, including those proposed to work only on items identified as "Specialty Items."

3. The mere listing of the subcontractors in the Bidder's Proposal does not meet the requirements for approval of subcontractors.

4. The City must give approval in writing before the subcontractor is permitted to work.

5. The dollar value amount subcontracted will be based on the Contract bid item price, not on the subcontractor's price to the Contractor.

ADDITIONAL REQUIREMENTS:

1. Contractor will be required to furnish a certificate of liability insurance as required by the City Attorney. City shall be named as additional insured on the certificate.

2. Contractor will be required to have in his possession a valid business license as issued by the City of Santa Fe Springs.

3. Contractor shall provide unit cost for completing all areas listed on proposal and bills shall reflect actual constructed quantities.
2023-07 Fire Station - Apparatus Bay Doors Replacement
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4. Concrete sealer, hardener and densifier; and joint sealant will conform to the Standard Specifications for Public Works (Greenbook) and the attached Specifications.

5. Contractor will provide a construction schedule to the Engineer within ten (10) working days after the date of the City’s execution of the Contract Agreement. The schedule shall be supported by written statements from each supplier of materials or equipment indicating that all orders have been placed and acknowledged, and setting forth the dates that each item will be delivered.

Page 1 of 6 ends

ATTACHMENT A
Scope of the Work
Contractor is to take all measurements and provide all labor, materials, licenses, insurance, disposal, clean-up, warranty informa9on and supervision related to this project at both job sites.

The Contractor’s proposed construc9on schedule shall be submi?ed to the AGENCY within ten (10) working days aEer the date of the AGENCY’S execu9on of the Contract Agreement. The schedule shall be supported by wri?en statements from each supplier of materials or equipment indica9ng that all orders have been placed and acknowledged, and seJng forth the dates that each item will be delivered.

STATION 1 (HQ)
OLD FRONT DOORS – STATION 1
Remove and dispose of four (4) exis6ng sec6onal front doors, including:
• All tracks, springs, bumpers, and suppor6ng elements. • Raising & lowering mechanisms.
• Safety devices.
• Actuator buEons/panels.

OLD REAR DOORS – STATION 1
Remove and dispose of four (4) exis6ng sec6onal rear doors, including:
• All tracks, springs, bumpers, and suppor6ng elements. • Raising & lowering mechanisms.
• Safety devices.
• Actuator buEons/panels.

OLD INTERIOR PARTITION DOOR – STATION 1
Remove and dispose of one (1) exis6ng manual roll-up door, inside mechanic’s shop, including:
• All associated tracks, supports and manual control equipment.

NEW FRONT DOORS – STATION 1
(All front openings are approximately 12 feet 4 inches high, and 12 feet 7 inches wide)

Page 2 of 6 ends

Install four (4) new, aluminum, panelized doors with supporLng hardware (see example picture).
• 3 x 6 panel format.
• Painted red panels in boEom row only.
• Painted por6ons to use a durable, high-quality, weather-resistant paint. • Window panels to be 6nted and offer UV protec6on.
o Will need to see examples of 6n6ng shades.

Install new raising / lowering mechanisms.
• Openers to be wall-mounted.
• Relocate electrical sources as needed.
• The electric source for each opener must also be connected with the sta6on’s emergency generator, in case of main grid failure.
• Each opener must have a manual back-up method for opening/closing the door. o Manual opera6on must be reached while standing on floor. o Manual opera6on must be achievable by one firefighter. • Doors must completely open/close within 12 seconds of actua6ng. • With doors open fully, the boEom of each door must be higher than highest point of the opening.
• Each opener to have separate actuator buEons / remote control frequencies. o One actuator panel on each side of apparatus bay.
§ Individual controls for each opener.
• Open
• Close
• Stop
§ Two separate controls to open/close all front doors.
• Open All
• Close All
Safety Mechanisms
• All openings to have individual Telco sensor strips on each side. o Prevents door from closing if opening is not clear.
o Causes door to stop and re-open fully if an obstruc6on is sensed during closing.
• All doors to have sensors on boEom that detect resistance while closing. o Sensors to signal for closing mechanism to stop.
o Doors automa6cally re-opens fully a[er stopping.

NEW REAR DOORS – STATION 1
(All rear openings are approximately 12 feet 4 inches high, and 12 feet 7 inches wide.)

Page 3 of 6 ends

Install four (4) new, aluminum, can-style roll-up doors with all supporLng hardware (see example picture).
• Painted red, using a durable, high-quality, weather-resistant paint. • “Windows” for daylight penetra6on to match picture.
• Bays 1, 2 and 3 are for main apparatus garage.
• Bay 4 is for mechanic shop access.

Install new raising / lowering mechanisms.
• Openers to be wall-mounted.
• Relocate electrical sources as needed.
• The electric source for each opener must also be connected with the sta6on’s emergency generator, in case of main grid failure.
• Each opener must have a manual back-up method for opening/closing the door. o Manual opera6on must be reached while standing on floor. o Manual opera6on must be achievable by one firefighter. • Doors must completely open/close within 12 seconds of actua6ng. • With doors open fully, the boEom of each door must be higher than highest point of the opening.
• CONTROL PANELS FOR BAYS 1-2-3
o Each opener to have separate actuator buEons / remote control frequencies.
o One control panel on each side of apparatus bay.
§ Individual controls for each opener.
• Open
• Close
• Stop
§ Two separate controls to open/close doors 1-2-3.
• Open All
• Close All
• CONTROL PANEL FOR BAY 4 (MECHANIC SHOP)
o One actuator panel to control only Bay 4 door.
§ Open
§ Close
§ Stop
Safety Mechanisms
• All openings to have individual Telco sensor strips on each side. o Prevents door from closing if opening is not clear.
o Causes door to stop and re-open fully if an obstruc6on is sensed during closing.
• All doors to have sensors on boEom that detect resistance while closing. o Sensors to signal for closing mechanism to stop.
o Doors automa6cally re-opens fully a[er stopping.

Page 4 of 6 ends

NEW INTERIOR PARTITION DOOR – STATION 1
(Interior opening is approximately 14 feet 1 inch high, and 13 feet wide).

Install one (1) new, aluminum, can-style roll-up door with all supporLng hardware. • Same type as rear doors, just without “windows.”
• Painted red, using a durable, high-quality, weather-resistant paint.

Install new raising / lowering mechanisms.
• Add/Extend electrical work as needed (No need for link to sta6on emergency generator).
• Openers to be wall-mounted.
• Opener must have a manual back-up method for opening/closing the door. o Manual opera6on must be reached while standing on floor. o Manual opera6on must be achievable by one firefighter. • Door must completely open/close within 12 seconds of actua6ng. • With doors open fully, the boEom of each door must be higher than highest point of the opening.
• Two control panels, one on each side of the interior door opening. o Open
o Close
o Stop

STATION SECURITY
At the end of each work day, the apparatus bay openings shall be capable of being secured as to prevent animals and non-department personnel from gaining access to the sta6on. The apparatus bay openings should also, as reasonably possible, be secured from adverse weather condi6ons.

WEATHER PROTECTION
The finished exterior doors shall be sufficiently weather proof against rain and wind. When closed, there shall be no visible openings where weather may penetrate, or where foreign objects may be passed through. All exterior doors shall be of sufficient construc6on as to withstand sustained winds of at least 100 miles per hour.

STATION 3

OLD DOORS
Remove and dispose of one (1) front sec6onal door and two (2) rear roll-up doors, along with all hardware, tracks, springs, suppor6ng elements, raising/lowering mechanisms and safety devices.

Page 5 of 6 ends

NEW FRONT DOOR – STATION 3
(Front opening is approximately 11 feet 6 inches high, and 24 feet wide).

Install one (1) new, aluminum, panelized door with supporLng hardware (see example picture).
• 6 x 6 panel format.
• Painted red panels in rows (from boEom) 1, 2, 4, 5 and 6 • Painted por6ons to use a durable, high-quality, weather-resistant paint. • Window panels in row 3 to be 6nted and offer UV protec6on. o Will need to see examples of 6n6ng shades.

Safety Mechanisms
• All openings to have individual Telco sensor strips on each side. o Prevents door from closing if opening is not clear.
o Causes door to stop and re-open fully if an obstruc6on is sensed during closing.
• All doors to have sensors on boEom that detect resistance while closing. o Sensors to signal for closing mechanism to stop.
o Doors automa6cally re-opens fully a[er stopping.

NEW REAR DOORS – STATION 3
(North-side rear opening is approximately 11 feet 6 inches high, and 12 feet wide). (South-side rear opening is approximately 11 feet 1 inch high, and 12 feet wide).

Install two (2) new, aluminum, can-style roll-up doors with all supporLng hardware (see example picture).
• Painted red, using a durable, high-quality, weather-resistant paint.

Page 6 of 6 ends

• “Windows” for daylight penetra6on to match picture.

ATTACHMENT C

CITY OF SANTA FE SPRINGS DEPARTMENT OF FIRE-RESCUE

APPARATUS BAY DOORS REPLACEMENT

EVALUATION SHEET
Bidder Name: __________________________
Reviewer Scores:
_____ _____ _____ Reviewer 1 Reviewer 2 Reviewer 3
Three (3) Score Average: _________________
Evaluation criteria are as follows:

No. Evaluation Criteria Scoring Method Weight (Points) Score

1. Quality and Responsiveness of the
Proposal
Points Based 15

2. Thoroughness of Scope of Work Points Based 30

3. Cost Points Based 30

4. References Points Based 15

5. Warranty Points Based 10
Total 100
Reviewer
_______________
Score Total
_______________
Print Name
_______________
Signature

ATTACHMENT D
Example Pictures
Front Doors (Exterior)
Rear Doors (Exterior)
Rear Doors (Interior)
City of Santa Fe Springs
City Council Meeting July 18, 2023
Report Submitted By: Yvette Kirrin Date of Report: July 14, 2023 Interim Director of Public Works

CONSENT AGENDA
City Hall Roof Replacement – Award of Contract

BACKGROUND
The City Hall Roof has sustained a substantial amount of damage due to exposure from weather elements causing the deterioration of roof material and creating numerous leaks into the facility. The City Hall roof has exceeded its service life and requires replacement. The scope of work consists of the complete removal of the existing built-up roofing systems (approximately 23,350 square feet), installation of a specified TREMCO (or equal) roofing system with appurtenances including any subroof plywood replacement as needed, installation of new roof ladders, replacement of all deteriorated drain covers and the repair of lobby skylight.

In an effort to minimize the impact on City Hall patrons, City Council and staff, the contractor will construct the project in three phases. All of the work must be completed in each phase before proceeding to the next phase. All hot moping will be performed on the Fridays City Hall is closed and/or Saturdays/Sundays. The contractor’s activities will be confined to the hours between 7:00 a.m. and 6:00 p.m., Monday through Friday and 8:00 a.m. to 6:00 p.m. on Saturdays and Sundays. The contractor will also furnish/install mobile Air Conditioning units and fans in the City Hall Chambers/offices throughout the phases of the project. The above mentioned conditions imposed on the contractor has increased the overall construction cost.

Bids were opened on June 28, 2023, and a total of three bids were received. City staff reviewed the proposals and determined that all bid proposals comply with the project specifications. The low bidder for the project was Best Contracting Services, Inc., of Gardena, California, with a bid totaling $1,512,816.00. The bid proposal for the following bidders reflects the bid amount read publicly during the bid opening held on June 28, 2023, and staff audited corrected results.

Company Name Publicly Read Bid Audited Bid

1. Best Contracting Services, Inc. $1,512,816.00 $1,512,816.00

2. AME Builders Inc. $1,871,300.00 $1,871,300.00

3. Letner Roofing Co. $2,000,000.00 $2,000,000.00
The bid proposal submitted by Best Contracting Services, Inc., in the amount of $1,512,816, is approximately 23% above the Engineer’s Estimate of $1,223,350.

RECOMMENDATION
• Appropriate $1,290,000.00 from the Utility Users Tax (UUT) Capital Improvements Fund to the City Hall Roof Replacement (PW 220005);
• Accept the bids; and
• Award a contract Best Contracting Services, Inc., of Gardena, California, in the amount of $1,512,816.00.

ITEM NO. 10F
City Hall Roof Replacement – Award of Contract Page 2 of 2 Report Submitted By: Yvette Kirrin Date of Report: July 14, 2023 Interim Director of Public Works
The Department of Public Works has reviewed the bids and determined the low bid submitted by Best Contracting Services, Inc., to be responsive and responsible.

LEGAL REVIEW
The City Attorney’s office has reviewed the proposed agreement.

FISCAL IMPACT
The City Hall Roof Replacement project is an approved Capital Improvement Plan project. The project is funded through Capital Improvement Plan / Utility Users Tax (UUT) Funds with a budget of $715,000. Staff is recommending an appropriation of funds in the amount of $1,290,000 from the Utility Users Tax Capital Improvement Fund to the City Hall Roof Replacement (PW 220005) to offset the total project budget shortfall.

The total project cost breakdown is as follows:

ITEM BUDGET
Construction $ 1,512,816
Design $ 62,000
Engineering $ 80,000
Inspection $ 80,000
Contingency $ 270,184
Total Project Cost $ 2,005,000
Approved CIP Project Approved UUT Funds
City Hall Roof Replacement $ 715,000
Anticipated Total Project Expenditures $ (2,005,000)
Project Budget Shortfall $ 1,290,000)

INFRASTRUCTURE IMPACT
Upon completion of the City Hall Roof Replacement project, the roof service life will be renewed, and the materials inside the building will be properly protected and maintenance repairs will be reduced.

Tom Hatch
Attachment: Interim City Manager

1. Agreement
2022-12 City Hall Roof Replacement
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CITY OF SANTA FE SPRINGS

CONTRACT AGREEMENT
FOR

CITY HALL ROOF REPLACEMENT

IN THE CITY OF SANTA FE SPRINGS
This Contract Agreement is made and entered into the above-stated project this day of 18th day of July, BY AND BETWEEN the City of Santa Fe Springs, as AGENCY, and Best Contracting Services, Inc., as CONTRACTOR in the amount of $1,512,816.00.

WITNESSETH that AGENCY and CONTRACTOR have mutually agreed as follows:

ARTICLE I
The contract documents for the aforesaid project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications, details, standard drawings, CDBG contract provisions and forms, and appendices; together with this Contract Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, or extending the work contemplated as may be required to ensure its completion in an acceptable manner. All of the provisions of said contract documents are made a part hereof as though fully set forth herein.

ARTICLE II
For and in consideration of the payments and agreements to be made and performed by AGENCY, CONTRACTOR agrees to furnish all materials and perform all work required for the above-stated project, and to fulfill all other obligations as set forth in the aforesaid contract documents. 2022-12 City Hall Roof Replacement
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ARTICLE III
CONTRACTOR agrees to receive and accept the prices set forth in the Proposal as full compensation for furnishing all materials, performing all work, and fulfilling all obligations hereunder. Said compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid contract documents; and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work.

ARTICLE IV
AGENCY hereby promises and agrees to employ, and does hereby employ, CONTRACTOR to provide the materials, do the work and fulfill the obligations according to the terms and conditions herein contained and referred to, for the prices aforesaid, and hereby contracts to pay the same at the time, in the manner, and upon the conditions set forth in the contract documents. No work or portion of the work shall be paid for until it is approved for payment by the City Engineer. Payment made for completed portions of the work shall not constitute final acceptance of those portions or of the completed project.

ARTICLE V
CONTRACTOR acknowledges the provisions of the State Labor Code requiring every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that code and certifies compliance with such provisions.

Contractor further acknowledges the provisions of the State Labor Code requiring every employer to pay at least the minimum prevailing rate of per diem wages for each craft classification or type of workman needed to execute this contract as determined by the Director of Labor Relations of the State of California. The Contractor is required to pay the higher of either the State or Federal Wages.

ARTICLE VI
Except as to the sole or active negligence or willful misconduct of the AGENCY and notwithstanding the existence of insurance coverage required of CONTRACTOR pursuant to this contract, CONTRACTOR shall save, keep defend, indemnify, hold free and harmless AGENCY, its officers, officials, employees, agents and volunteers from and against any and all damages to property or injuries to or death of any person or persons, and shall defend, indemnify, save and hold harmless AGENCY, its officers, officials, employees, agents and volunteers from any and all claims, demands, suits, actions or proceedings of any kind or nature, including, but not by way of limitation, all civil claims, workers’ compensation claims, and all other claims resulting from or 2022-12 City Hall Roof Replacement
D-3
arising out of the acts, errors or omissions of CONTRACTOR, its employees and/or authorized subcontractors, whether intentional or negligent, in the performance of this Agreement.

This indemnification provision is independent of and shall not in any way be limited by the Insurance Requirements of this Agreement. AGENCY approval of the Insurance contracts required by this Agreement does not in any way relieve the CONTRACTOR from liability under this section.

AGENCY shall notify CONTRACTOR of the receipt of any third party claim related to this Agreement within seven (7) business days of receipt. The City is entitled to recover its reasonable costs incurred in providing the notification. (Pubic Contracts Code Section 9201)

ARTICLE VII
AGENCY shall comply with Pub Cont. Code §20104.50 as follows:
20104.50.
(a) (1) It is the intent of the Legislature in enacting this section to require all local governments to pay their contractors on time so that these contractors can meet their own obligations. In requiring prompt payment by all local governments, the Legislature hereby finds and declares that the prompt payment of outstanding receipts is not merely a municipal affair, but is, instead, a matter of statewide concern.
(2) It is the intent of the Legislature in enacting this article to fully occupy the field of public policy relating to the prompt payment of local governments’ outstanding receipts. The Legislature finds and declares that all government officials, including those in local government, must set a standard of prompt payment that any business in the private sector which may contract for services should look towards for guidance.
(b) Any local agency which fails to make any progress payment within 30 days after receipt of an undisputed and properly submitted payment request from a contractor on a construction contract shall pay interest to the contractor equivalent to the legal rate set forth in subdivision (a) of Section 685.010 of the Code of Civil Procedure.
(c) Upon receipt of a payment request, each local agency shall act in accordance with both of the following:
(1) Each payment request shall be reviewed by the local agency as soon as practicable after receipt for the purpose of determining that the payment request is a proper payment request. (2) Any payment request determined not to be a proper payment request suitable for payment shall be returned to the contractor as soon as practicable, but not later than seven days, after receipt. A request returned pursuant to this paragraph shall be accompanied by a document setting forth in writing the reasons why the payment request is not proper. 2022-12 City Hall Roof Replacement
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(d) The number of days available to a local agency to make a payment without incurring interest pursuant to this section shall be reduced by the number of days by which a local agency exceeds the seven-day return requirement set forth in paragraph (2) of subdivision (c). (e) For purposes of this article:
(1) A “local agency” includes, but is not limited to, a city, including a charter city, a county, and a city and county, and is any public entity subject to this part. (2) A “progress payment” includes all payments due contractors, except that portion of the final payment designated by the contract as retention earnings. (3) A payment request shall be considered properly executed if funds are available for payment of the payment request, and payment is not delayed due to an audit inquiry by the financial officer of the local agency.
(f) Each local agency shall require that this article, or a summary thereof, be set forth in the terms of any contract subject to this article.

2022-12 City Hall Roof Replacement
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ARTICLE VIII
CONTRACTOR affirms that the signatures, titles and seals set forth hereinafter in execution of this Contract Agreement represent all individuals, firm members, partners, joint venturers, and/or corporate officers having principal interest herein.

IN WITNESS WHEREOF, the parties hereto for themselves, their heirs, executors, administrators, successors, and assigns do hereby agree to the full performance of the covenants herein contained and have caused this Contract Agreement to be executed in triplicate by setting hereunto their name, titles, hands, and seals as of the date noted above.

By:

CONTRACTOR
BEST CONTRACTING SERVICES, INC.

SEAN TABAZADEH, CEO/SECRETARY

ADDRESS

CITY OF SANTA FE SPRINGS

By: JUANITA MARTIN, MAYOR
ATTEST:

JANET MARTINEZ, CITY CLERK
APPROVED AS TO FORM:

IVY M. TSAI, CITY ATTORNEY
(Contractor signature must be notarized with proper acknowledgement attached.) City of Santa Fe Springs
City Council Meeting July 18, 2023
Report Submitted By: Yvette Kirin Date of Report: July 14, 2023 Interim Director of Public Works

CONSENT AGENDA
On-Call Transportation Services for Bussing Services with A&D – Contract Renewal

BACKGROUND
On February 13, 2020, the City Council approved the On-call Transportation Services agreement with A&D Transportation L.P. (A&D) to provide on-call transportation bussing services. The services included staff augmentation and charter services. The Agreement expired on February 13, 2023. We are seeking authorization to enter into another three-year (3) agreement with A&D, effective July 19, 2023, through June 30, 2026.

With the recent approval of an additional full-time bus driver, we anticipate using fewer staff augmentation services. However, we feel it is prudent to have an on-call transportation service in case of unforeseen future events.

Staff requests that the City Council approve a three-year agreement with a cost not to exceed $150,000 for the total three-year term. A&D has provided transportation services to the City for the past 20 years and is familiar with the City's high standard of service provided to residents. Additionally, they are familiar with the City routes, programs, and residents.

LEGAL REVIEW
The City Attorney’s office has reviewed the On-call Transportation Services Agreement.

FISCAL IMPACT
The cost associated with the agreement will be paid using Local Return funds and will have no impact on the General Fund or Fiscal Year 2023/24 Public Works Budget.

Tom Hatch
Interim City Manager
Attachment:

Attachment No. 1: Professional Services Agreement

RECOMMENDATION
• Approve the agreement with A&D Transportation L.P., of Santa Fe Springs California, to provide On-Call Transportation Services; and • Authorize the Mayor to execute the agreement on behalf of the City.

ITEM NO. 10G

Page 1 of 18 ends

CITY OF SANTA FE SPRINGS

PROFESSIONAL SERVICES AGREEMENT
WITH
A&D TRANSPORTATION, L.P.

This Professional Services Agreement (“Agreement”) is made and effective as of July 19, 2023 (“Effective Date”), by and between the City of Santa Fe Springs, a California municipal corporation, (“City”) and A&D Transportation, L.P. a Delaware limited partnership (“Consultant”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on July 19, 2023 and shall remain and continue in effect until the services described herein are completed, but in no event later than June 30, 2026 unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Consultant shall perform the services described and set forth in the Scope of Work, attached hereto as Exhibit A, and Consultant’s Rates and Conditions, attached hereto as Exhibit B, both incorporated herein as though set forth in full (“Services”). Consultant shall complete the Services according to any schedule of performance set forth in Exhibit A.

To the extent that Exhibits A and B and contain provisions inconsistent with this Agreement, the provisions of this Agreement shall govern.

4. CITY MANAGEMENT
The City Manager or designee shall represent the City in all matters pertaining to the administration of this Agreement, including review and approval of all products submitted by Consultant.

5. PAYMENT
A. City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit B, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed One Hundred Fifty

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Thousand dollars ($150,000.00) for the total term of the Agreement unless additional payment is approved as provided in this Agreement.

B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by [the City Manager] or designee. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to in writing by the City and Consultant at the time the City’s written authorization is given to Consultant for the performance of said services.

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of any fees due to Consultant any costs incurred by the City as a result of Consultant’s default.

9. INDEMNIFICATION AND DEFENSE
A. Indemnity.

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B. Duty to Defend.

In the event the City, its officials, officers, employees, agents, and/or volunteers are made a party to any claim, action, lawsuit, or other adversarial proceeding (“Action”) arising from the performance of the Services under this Agreement, whether or not Consultant is named in such Action, and upon demand by the City, Consultant shall defend the City at Consultant’s sole cost, or at the City’s option, to reimburse the City for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense.

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expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold the City harmless from any and all taxes, assessments, penalties, and interest asserted against the City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold the City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. The City shall have the right to offset against the amount of any fees due to Consultant under this Agreement as a result of Consultant’s failure to promptly pay to the City any reimbursement or indemnification arising under this paragraph.

E. Consultant will not employ any regular employee of the City while this Agreement is in effect, nor shall the City employ any regular employee of the Consultant while this Agreement is in effect.

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

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response, or that the City has an obligation to review any such response or verifies any response it has reviewed.

16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mail by the United States Postal Service, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To the City: City of Santa Fe Springs
11710 E. Telegraph Road
Santa Fe Springs, CA 90670
Attention: Kevin Periman
To Consultant: A&D Transportation L.P.
9850 Terradell Street
Pico Rivera, CA 90650
Tel: (562) 942-8099
Attention: Andy Hernandez

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

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Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.

20. AMENDMENTS
Any amendments to this Agreement must be in writing and executed by the parties hereto, or their respective successors and assigns, in order to be valid. employees perform services similar to those services contemplated by this Agreement.

21. ATTORNEYS’ FEES
In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

22. WAIVER
The delay or failure of any party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

23. SEVERABILITY
If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

24. COUNTERPARTS
This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement.

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25. AUTHORITY TO EXECUTE THIS AGREEMENT
The persons executing this Agreement on behalf of the parties warrants and represents that they have the authority to execute this Agreement on behalf of said parties and has the authority to bind the parties to the provisions of this Agreement.

26. ELECTRONIC SIGNATURES
The parties acknowledge and agree that execution of this Agreement by electronic signatures or electronic transmittal of signatures are the same as handwritten signatures for the purposes of validity, enforceability, and admissibility.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
[If Consultant is a corporation, two signatures are required: Signature 1 – the Chairperson of the Board, the President, or any Vice President; Signature 2 – the Secretary, any Assistant Secretary, the Chief Financial Officer, or any Assistant Treasurer (Corp. Code § 313).]

CITY OF SANTA FE SPRINGS CONSULTANT
____________________________ ____________________________ Name: ______________________
Title: _______________________
Date: ______________________ Date: _______________________ ATTEST: CONSULTANT
__________________________ ____________________________ Janet Martinez, City Clerk Name: ______________________ Title: _______________________
Date: _______________________
APPROVED AS TO FORM:
_________________________
Ivy M. Tsai, City Attorney
Attachments: Exhibit A Scope of Services
Exhibit B Rates and Conditions

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Exhibit C Insurance Requirements

EXHIBIT A

SCOPE OF SERVICES

EXHIBIT B

RATES AND CONDITIONS

EXHIBIT C

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

Workers’ compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000 per accident for bodily injury or disease).

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

Umbrella or excess liability insurance. Consultant shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
• A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
• Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies.

City Council Meeting July, 18, 2023
Report Submitted By: Yvette Kirin, Date of Report: July 14, 2023 Interim Director of Public Works
City of Santa Fe Springs

CONSENT AGENDA
Proposition A Discretionary Incentive Grant Program for Data Sharing – Approval of MOU with Metro

BACKGROUND
On November 14, 1980, the voters of the County of Los Angeles approved by majority vote Proposition A, establishing a one-half percent sales tax for public transit purposes.

The City is entitled to funds under the Proposition A Discretionary Incentive program for collecting and reporting data for the National Transit Database (NTD) from the Fiscal Year (FY) 2019-20 Report year.

On March 15, 2022, the Federal Transit Administration (FTA) published in the Federal Register the Fiscal Year 2021-22 apportionments, allocations, and program information including unit values for the data reported to the NTD. At its September 26, 2021 Board meeting, LACMTA approved the Fiscal Year 2021-22 transit fund allocations. This includes a $14,100 payment to the City of Santa Fe Springs for voluntarily submitting NTD data to LACMTA for Fiscal Year 2019-20, including supplemental funding for the City as CARES Act Equivalent funds to support transportation programs that are impacted by the COVID-19 Crisis.

LEGAL REVIEW
The City Attorney’s office has reviewed the proposed MOU

FISCAL IMPACT
Entering into the MOU with LACMTA entitles the City to collect $14,100 of Proposition A funds for collecting and reporting FY 2019-20 NTD statistics. These additional funds will benefit the City’s existing dial-a-ride services.

Tom Hatch
Interim City Manager
Attachment:

1. Los Angeles County Metropolitan Transportation Authority-Memorandum of Understanding.

RECOMMENDATION
• Approve and authorize the Mayor to execute the Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (LACMTA).

ITEM NO. 10H

City of Santa Fe Springs
City Council Meeting July 18, 2023
Report Submitted By: Yvette Kirrin, Acting Director Date of Report: July 14, 2023 Department of Public Works

CONSENT AGENDA
City of Irwindale Agreement for Traffic Signal Maintenance Services

BACKGROUND
The City of Santa Fe Springs has been providing traffic signal maintenance services to the City of Irwindale since October 1995. There was an agreement modification in 2014, to define the scope of work, as well as an update to the number of traffic signals, and flashing beacons. Currently the City of Irwindale has twenty-four (24) signalized intersections at various locations that are 100% within Irwindale’s jurisdiction. Irwindale also has two (2) yellow flashing beacons.

There was a five-year agreement extension in 2014 that has expired. Staff recommends approving the attached agreement to continue the Traffic Signal Maintenance Services. The agreement term will continue subject to a 90 day written notice of termination by either City of Irwindale or City of Santa Fe Springs.

The scope of work remains unchanged and the monthly charges remain the same, as Santa Fe Springs will continue to provide routine maintenance to the traffic signals and flashing beacons and extraordinary maintenance of the street lights, in-pavement lighting, and radar feedback signs.

LEGAL REVIEW
The City Attorney’s office has reviewed the traffic signal agreement.

FISCAL IMPACT
This agreement with City of Irwindale generates at least $50,000 yearly in additional revenue.

INFRASTRUCTURE IMPACT
There is no infrastructure impact.

Tom Hatch
Interim City Manager
Attachments

1. Traffic Signal Agreement with the City of Irwindale
• Approve the agreement with the City of Irwindale to provide Traffic Signal Maintenance Services; and
• Authorize the Mayor to execute the Agreement on behalf of the City.

ITEM NO. 10I
01005.0006/905705.1 Page 1 of 8

CITY OF IRWINDALE

AGREEMENT

WITH SANTA FE SPRINGS

FOR TRAFFIC SIGNAL MAINTENANCE
THIS AGREEMENT is made and entered into this 18th day of July, 2023 by and between the City of Irwindale, a Charter City (“Irwindale”) and the City of Santa Fe Springs, a municipal corporation (“Contractor”). Contractor and Irwindale are sometimes collectively referred to as (“Parties”).

WITNESS
WHEREAS, on October 23, 2014, Parties entered into Agreement for traffic signal, illuminated street name sign and highway intersection lighting maintenance (the “2014 Agreement”); and
WHEREAS, Parties desire for this Agreement to replace and WHEREAS, Irwindale has twenty-four (24) signalized intersections at various locations shared with other agencies, and from time to time, may signalize other intersections; and
WHEREAS, Irwindale has two (2) yellow flashing beacon locations 100% owned by Irwindale; and
WHEREAS, Irwindale seeks 24-hour maintenance of Irwindale’s traffic signals; and
WHEREAS, Contractor has specialized knowledge, training, and experience in the routine preventative and extraordinary maintenance services of traffic signals; and WHEREAS, Contractor desires to perform the maintenance services for Irwindale under this Agreement; and
WHEREAS, Irwindale desires Contractor provide such services, subject to the terms and conditions set forth in this Agreement; and
WHEREAS, the purpose of this Agreement is to provide routine preventative and extraordinary maintenance services for existing traffic signals, and those new traffic signals that from time to time may be installed by Irwindale during the life of this Agreement.

Now, therefore, in consideration of the mutual covenants and conditions set forth herein, the Parties agree as follows:

City of Irwindale
Agreement

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Santa Fe Springs City CouncilJuly 18, 2023

Santa Fe Springs City Council
July 18, 2023