EXHIBIT A
City of Santa Maria
Schematic Full-Time Bi-Weekly Rates
Effective 12-28-2024
Adopted 02-18-2025
Grade Description Assoc. Step A Step B Step C Step D Step E Step F Step G Step H Bi-Weekly Rates
146 DIR OF RECREATION & PARKS (Corp Leader Broadband -
Non Safety) m 8,258.16 - - - 12,604.56
146 DIRECTOR OF FINANCE (Corp Leader Broadband - Non
Safety) m 8,258.16 - - - 12,604.56
146 DIRECTOR OF UTILITIES (Corp Leader Broadband - Non
Safety) m 8,258.16 - - - 12,604.56
319 DISPATCHER I pn 2,654.51 2,787.24 2,926.60 3,072.93 3,226.58 320 DISPATCHER II pn 3,079.23 3,233.19 3,394.85 3,564.59 3,742.82 441 ELECTRICAL AND INSTRUMENTATION TECHNICIAN g 3,504.82 3,680.06 3,864.06 4,057.26 4,260.12 239 ELECTRICIAN I g 2,789.77 2,929.26 3,075.72 3,229.51 3,390.99 227 ELECTRICIAN II g 3,229.51 3,390.99 3,560.54 3,738.57 3,925.50 302 ENGINEER I g 3,213.18 3,373.84 3,542.53 3,719.66 3,905.64 303 ENGINEER II g 3,542.55 3,719.68 3,905.66 4,100.94 4,305.99 317 ENGINEER III g 3,905.69 4,100.97 4,306.02 4,521.32 4,747.39 231 ENGINEERING TECH II g 2,501.43 2,626.50 2,757.83 2,895.72 3,040.51 232 ENGINEERING TECH III g 2,775.70 2,914.49 3,060.21 3,213.22 3,373.88 228 EQUIPMENT MECHANIC I g 2,310.21 2,425.72 2,547.01 2,674.36 2,808.08 225 EQUIPMENT MECHANIC II g 2,489.64 2,614.12 2,744.83 2,882.07 3,026.17 190 EXECUTIVE ASSISTANT m 3,102.38 3,257.50 3,420.38 3,591.40 3,770.97 253 FACILITIES SUPERVISOR g 3,368.66 3,537.09 3,713.94 3,899.64 4,094.62 281 FIELD MECHANIC g 2,616.93 2,747.78 2,885.17 3,029.43 3,180.90 332 FINANCE CLERK I g 1,882.50 1,976.63 2,075.46 2,179.23 2,288.19 333 FINANCE CLERK II g 2,075.85 2,179.64 2,288.62 2,403.05 2,523.20 329 FINANCE LEAD CLERK g 2,283.48 2,397.65 2,517.53 2,643.41 2,775.58 449 FIRE BATTALION CHIEF psmf 6,300.85 6,615.89 6,946.68 7,294.01 7,658.71 450 FIRE CAPTAIN f 3,681.37 3,865.44 4,058.71 4,261.65 4,474.73 189 FIRE CHIEF (Corp Leader Broadband - Safety) psmf 8,735.19 - - - 13,102.79 451 FIRE ENGINEER f 3,233.58 3,395.26 3,565.02 3,743.27 3,930.43 452 FIRE FIGHTER f 2,926.60 3,072.93 3,226.58 3,387.91 3,557.31 453 FIRE FIGHTER IN TRAINING f 2,191.45 2,301.02 2,416.07 2,536.87 2,663.71 443 FIRE INSPECTOR I f 2,553.12 2,680.78 2,814.82 2,955.56 3,103.34 444 FIRE INSPECTOR II f 2,814.83 2,955.57 3,103.35 3,258.52 3,421.45 446 FIRE MARSHAL m 6,154.11 6,461.82 6,784.91 7,124.16 7,480.37 295 FIRE PREVENTION OFFICER I f 2,660.59 2,793.62 2,933.30 3,079.97 3,233.97 296 FIRE PREVENTION OFFICER II f 2,926.60 3,072.93 3,226.58 3,387.91 3,557.31 254 FLEET SERVICES SUPERVISOR g 3,537.12 3,713.98 3,899.68 4,094.66 4,299.39 182 GIS ANALYST g 3,788.79 3,978.23 4,177.14 4,386.00 4,605.30 299 GIS MANAGER m 3,916.84 4,112.68 4,318.31 4,534.23 4,760.94 192 GIS TECHNICIAN I g 2,952.08 3,099.68 3,254.66 3,417.39 3,588.26 193 GIS TECHNICIAN II g 3,254.65 3,417.38 3,588.25 3,767.66 3,956.04 440 GRAPHICS TECHNICIAN g 2,264.17 2,377.38 2,496.25 2,621.06 2,752.11 372 GRANTS SPECIALIST I g 2,577.56 2,706.44 2,841.76 2,983.85 3,133.04 378 GRANTS SPECIALIST II g 2,841.78 2,983.87 3,133.06 3,289.71 3,454.20 209 GROUNDSKEEPER g 1,747.19 1,834.55 1,926.28 2,022.59 2,123.72 400 HEAVY EQUIPMENT MECHANIC g 2,827.18 2,968.54 3,116.97 3,272.82 3,436.46 401 HOUSING & COMMUNITY SERVICE TECHNICIAN g 2,505.98 2,631.28 2,762.84 2,900.98 3,046.03 423 INVESTIGATIVE SPECIALIST pn 2,641.67 2,773.75 2,912.44 3,058.06 3,210.96 426 INVESTIGATIVE SPECIALIST I pn 2,641.67 2,773.75 2,912.44 3,058.06 3,210.96 427 INVESTIGATIVE SPECIALIST II pn 2,912.45 3,058.07 3,210.97 3,371.52 3,540.10 286 LABORATORY COORDINATOR g 3,110.89 3,266.43 3,429.75 3,601.24 3,781.30 275 LANDFILL HEAVY EQUIP LEAD OPR g 2,720.12 2,856.13 2,998.94 3,148.89 3,306.33 274 LANDFILL HEAVY EQUIP OPR g 2,467.17 2,590.53 2,720.06 2,856.06 2,998.86 276 LANDFILL HEAVY EQUIP OPR II g 2,590.53 2,720.06 2,856.06 2,998.86 3,148.80 432 LEAD CUSTOMER SERVICE TECHNICIAN g 2,748.95 2,886.40 3,030.72 3,182.26 3,341.37 282 LEAD MECHANIC g 2,885.20 3,029.46 3,180.93 3,339.98 3,506.98 425 LEAD POLICE SERVICE TECHNICIAN pn 2,760.60 2,898.63 3,043.56 3,195.74 3,355.53 307 LEAD WASTEWATER OPERATOR g 3,244.92 3,407.17 3,577.53 3,756.41 3,944.23 308 LEAD WATER OPERATOR g 3,244.92 3,407.17 3,577.53 3,756.41 3,944.23 428 LEGAL OFFICE SPECIALIST - CONFIDENTIAL m 2,914.54 3,060.27 3,213.28 3,373.94 3,542.64 350 LIBRARIAN I g 2,404.28 2,524.49 2,650.71 2,783.25 2,922.41 248 LIBRARIAN II g 2,656.43 2,789.25 2,928.71 3,075.15 3,228.91 147 LIBRARIAN III m 4,480.11 4,704.12 4,939.33 5,186.30 5,445.62 352 LIBRARY ASSISTANT I g 2,029.25 2,130.71 2,237.25 2,349.11 2,466.57 354 LIBRARY ASSISTANT II g 2,237.54 2,349.42 2,466.89 2,590.23 2,719.74 351 LIBRARY CLERK g 1,581.36 1,660.43 1,743.45 1,830.62 1,922.15 146 LIBRARY DIRECTOR (Corp Leader Broadband - Non Safety) m 8,258.16 - - - 12,604.56 353 LIBRARY TECHNICIAN g 2,231.49 2,343.06 2,460.21 2,583.22 2,712.38 244 MAINTENANCE WORKER I g 2,009.99 2,110.49 2,216.01 2,326.81 2,443.15 240 MAINTENANCE WORKER II g 2,166.15 2,274.46 2,388.18 2,507.59 2,632.97 330 OFFICE ASSISTANT I g 1,701.70 1,786.79 1,876.13 1,969.94 2,068.44 328 OFFICE ASSISTANT II g 1,880.15 1,974.16 2,072.87 2,176.51 2,285.34 176 ORGANIZATIONAL / ENTERPRISE LEADER - NON SAFETY
(Broadband) m 6,519.61 - - - 10,866.01
City of Santa Maria
Schematic Full-Time Bi-Weekly Rates
Effective 12-28-2024
Adopted 02-18-2025
Grade Description Assoc. Step A Step B Step C Step D Step E Step F Step G Step H Bi-Weekly Rates
177 ORGANIZATIONAL / ENTERPRISE LEADER - SAFETY
(Broadband) psm 6,769.78 - - - 11,137.38
382 OUTREACH COORDINATOR g 2,264.17 2,377.38 2,496.25 2,621.06 2,752.11 183 PARK SERVICES OFFICER g 2,167.65 2,276.03 2,389.83 2,509.32 2,634.79 238 PARK SERVICES OFFICER II g 2,630.23 2,761.74 2,899.83 3,044.82 3,197.06 283 PARK SERVICES OFFICER III g 3,066.01 3,219.31 3,380.28 3,549.29 3,726.75 268 PARKS & FOREST SUPERVISOR g 3,340.50 3,507.53 3,682.91 3,867.06 4,060.41 430 PEG PRODUCTION MANAGER m 3,128.45 3,284.87 3,449.11 3,621.57 3,802.65 278 PLAN CHECK ENGINEER m 4,961.19 5,209.25 5,469.71 5,743.20 6,030.36 124 PLANNING DIVISION MANAGER m 6,287.93 6,602.33 6,932.45 7,279.07 7,643.02 216 PLANNING TECHNICIAN g 2,286.82 2,401.16 2,521.22 2,647.28 2,779.64 297 PLANS EXAMINER g 3,056.10 3,208.91 3,369.36 3,537.83 3,714.72 422 POLICE CORPORAL p 3,832.64 4,024.27 4,225.48 4,436.75 4,658.59 177 POLICE DIVISION COMMANDER (Org Leader Broadband -
Safety) psmp 6,769.78 - - - 11,137.38
416 POLICE LIEUTENANT pmm 6,012.25 6,312.86 6,628.50 6,959.93 7,307.93 413 POLICE OFFICER p 3,556.32 3,734.14 3,920.85 4,116.89 4,322.73 355 POLICE RECORDS SUPERVISOR g 2,820.25 2,961.26 3,109.32 3,264.79 3,428.03 327 POLICE RECORDS TECH-DETECTIVES g 2,315.25 2,431.01 2,552.56 2,680.19 2,814.20 325 POLICE RECORDS TECHNICIAN I g 2,143.88 2,251.07 2,363.62 2,481.80 2,605.89 326 POLICE RECORDS TECHNICIAN II g 2,315.25 2,431.01 2,552.56 2,680.19 2,814.20 410 POLICE SERGEANT pmm 4,853.51 5,096.19 5,351.00 5,618.55 5,899.48 256 POLICE SERVICES TECHNICIAN pn 2,503.95 2,629.15 2,760.61 2,898.64 3,043.57 390 POLICE TRAINEE pn 2,984.16 3,133.37 3,290.04 3,454.54 3,627.27 293 PRINCIPAL CIVIL ENGINEER m 5,534.48 5,811.20 6,101.76 6,406.85 6,727.19 127 PRINCIPAL PLANNER m 4,936.40 5,183.22 5,442.38 5,714.50 6,000.23 437 PROGRAM LEADER m 4,330.70 4,525.58 4,729.24 4,942.06 5,164.45 5,396.85 5,639.71 5,893.50 362 PROPERTY-EVIDENCE CLERK g 2,501.80 2,626.89 2,758.23 2,896.14 3,040.95 241 PUBLIC WORKS INSPECTOR g 2,552.46 2,680.08 2,814.08 2,954.78 3,102.52 135 PUBLIC WORKS OPERATIONS MGR m 5,111.39 5,366.96 5,635.31 5,917.08 6,212.93 169 PUBLIC WORKS TECHNICIAN I g 2,264.17 2,377.38 2,496.25 2,621.06 2,752.11 170 PUBLIC WORKS TECHNICIAN II g 2,505.98 2,631.28 2,762.84 2,900.98 3,046.03 257 RECREATION COORDINATOR g 2,615.79 2,746.58 2,883.91 3,028.11 3,179.52 285 RECREATION SUPERVISOR g 3,027.35 3,178.72 3,337.66 3,504.54 3,679.77 259 RECREATION TECHNICIAN g 2,264.17 2,377.38 2,496.25 2,621.06 2,752.11 316 REGULATORY COMPLIANCE MANAGER m 5,111.39 5,366.96 5,635.31 5,917.08 6,212.93 252 REGULATORY COMPLIANCE SPECIALIST I g 2,541.68 2,668.76 2,802.20 2,942.31 3,089.43 314 REGULATORY COMPLIANCE SPECIALIST II g 2,802.20 2,942.31 3,089.43 3,243.90 3,406.10 431 REGULATORY COMPLIANCE SUPERVISOR g 3,212.58 3,373.21 3,541.87 3,718.96 3,904.91 312 SECRETARY g 2,152.89 2,260.53 2,373.56 2,492.24 2,616.85 313 SECRETARY TO THE CITY MANAGER m 2,823.18 2,964.34 3,112.56 3,268.19 3,431.60 176 SENIOR ASSISTANT CITY ATTORNEY (Org Leader
Broadband - Non Safety) m 6,519.61 - - - 10,866.01
349 SENIOR BUILDING PERMIT TECH g 2,674.53 2,808.26 2,948.67 3,096.10 3,250.91 292 SENIOR CIVIL ENGINEER g 4,277.68 4,491.56 4,716.14 4,951.95 5,199.55 267 SENIOR CREW LEADER-MAINT SPEC g 2,681.38 2,815.45 2,956.22 3,104.03 3,259.23 321 SENIOR DISPATCHER pn 3,396.37 3,566.19 3,744.50 3,931.73 4,128.32 237 SENIOR PARK SERVICES OFFICER g 3,587.70 3,767.09 3,955.44 4,153.21 4,360.87 205 SENIOR PLANNER g 3,727.09 3,913.44 4,109.11 4,314.57 4,530.30 201 SENIOR PLANS EXAMINER g 3,542.55 3,719.68 3,905.66 4,100.94 4,305.99 337 SENIOR POLICE RECORDS TECH g 2,431.01 2,552.56 2,680.19 2,814.20 2,954.91 163 SENIOR PROJECT MANAGER m 4,696.07 4,930.87 5,177.41 5,436.28 5,708.09 210 SENIOR SYSTEMS ANALYST m 5,052.85 5,305.49 5,570.76 5,849.30 6,141.77 304 SENIOR TRAFFIC SIGNAL TECH g 2,998.81 3,148.75 3,306.19 3,471.50 3,645.08 184 SHAREPOINT DEVELOPER g 3,865.00 4,058.25 4,261.16 4,474.22 4,697.93 195 SOLID WASTE COLLECTIONS SUPV g 3,500.14 3,675.15 3,858.91 4,051.86 4,254.45 196 SOLID WASTE EQUIP CREW LDR g 2,403.48 2,523.65 2,649.83 2,782.32 2,921.44 246 SOLID WASTE EQUIP LEAD OPR g 2,658.08 2,790.98 2,930.53 3,077.06 3,230.91 222 SOLID WASTE EQUIPMENT OPR I g 2,244.12 2,356.33 2,474.15 2,597.86 2,727.75 224 SOLID WASTE EQUIPMENT OPR II g 2,289.00 2,403.45 2,523.62 2,649.80 2,782.29 197 SOLID WASTE LANDFILL SUPV g 3,500.14 3,675.15 3,858.91 4,051.86 4,254.45 154 SOLID WASTE MANAGER m 5,534.48 5,811.20 6,101.76 6,406.85 6,727.19 380 SPECIAL DISTRICTS COORDINATOR g 3,340.50 3,507.53 3,682.91 3,867.06 4,060.41 358 SPECIAL DISTRICTS SUPERVISOR g 3,726.44 3,912.76 4,108.40 4,313.82 4,529.51 381 SPECIAL DISTRICTS TECHNICIAN g 2,577.04 2,705.89 2,841.18 2,983.24 3,132.40 271 STREET MAINT SUPERVISOR g 3,368.66 3,537.09 3,713.94 3,899.64 4,094.62 214 SYSTEMS ANALYST I g 3,504.82 3,680.06 3,864.06 4,057.26 4,260.12 215 SYSTEMS ANALYST II g 3,865.00 4,058.25 4,261.16 4,474.22 4,697.93 290 TRAFFIC SIGNAL TECHNICIAN g 2,789.60 2,929.08 3,075.53 3,229.31 3,390.78 202 TRANSIT ASSISTANT g 1,747.19 1,834.55 1,926.28 2,022.59 2,123.72 229 TRANSIT COORDINATOR g 2,456.60 2,579.43 2,708.40 2,843.82 2,986.01 185 TRANSIT PLANNER g 3,176.23 3,335.04 3,501.79 3,676.88 3,860.72 288 TRANSIT SERVICES MANAGER m 5,111.39 5,366.96 5,635.31 5,917.08 6,212.93
City of Santa Maria
Schematic Full-Time Bi-Weekly Rates
Effective 12-28-2024
Adopted 02-18-2025
Grade Description Assoc. Step A Step B Step C Step D Step E Step F Step G Step H Bi-Weekly Rates
383 UTILITIES ACCOUNTING TECH I g 2,230.37 2,341.89 2,458.98 2,581.93 2,711.03 384 UTILITIES ACCOUNTING TECH II g 2,459.52 2,582.50 2,711.63 2,847.21 2,989.57 385 UTILITIES ACCOUNTING TECH III g 2,582.49 2,711.61 2,847.19 2,989.55 3,139.03 387 UTILITIES OUTREACH SPECIALIST g 2,270.26 2,383.77 2,502.96 2,628.11 2,759.52 207 UTILITIES TECHNOLOGY ANALYST g 3,504.82 3,680.06 3,864.06 4,057.26 4,260.12 334 UTILITY BILLING LEAD CLERK g 2,283.48 2,397.65 2,517.53 2,643.41 2,775.58 223 UTILITY BILLING SUPERVISOR g 2,397.63 2,517.51 2,643.39 2,775.56 2,914.34 306 WASTEWATER OPERATOR g 2,748.95 2,886.40 3,030.72 3,182.26 3,341.37 405 WASTEWATER OPERATOR I g 2,441.33 2,563.40 2,691.57 2,826.15 2,967.46 406 WASTEWATER OPERATOR II g 2,748.95 2,886.40 3,030.72 3,182.26 3,341.37 407 WASTEWATER OPERATOR III g 3,030.73 3,182.27 3,341.38 3,508.45 3,683.87 305 WASTEWATER OPERATOR TRAINEE g 2,441.33 2,563.40 2,691.57 2,826.15 2,967.46 198 WASTEWATER SUPERVISOR g 4,021.94 4,223.04 4,434.19 4,655.90 4,888.70 247 WATER CONSERVATION SPECIALIST g 2,031.08 2,132.63 2,239.26 2,351.22 2,468.78 309 WATER OPERATOR g 2,748.95 2,886.40 3,030.72 3,182.26 3,341.37 402 WATER OPERATOR I g 2,441.33 2,563.40 2,691.57 2,826.15 2,967.46 403 WATER OPERATOR II g 2,748.95 2,886.40 3,030.72 3,182.26 3,341.37 404 WATER OPERATOR III g 3,030.73 3,182.27 3,341.38 3,508.45 3,683.87 310 WATER OPERATOR TRAINEE g 2,441.33 2,563.40 2,691.57 2,826.15 2,967.46 258 WATER RESOURCES LEAD OPERATOR g 3,297.27 3,462.13 3,635.24 3,817.00 4,007.85 134 WATER RESOURCES MANAGER m 5,534.48 5,811.20 6,101.76 6,406.85 6,727.19 263 WATER RESOURCES OPERATOR g 2,990.68 3,140.21 3,297.22 3,462.08 3,635.18 199 WATER SUPERVISOR g 4,021.94 4,223.04 4,434.19 4,655.90 4,888.70 243 WATER SYSTEM OPERATOR I g 2,381.85 2,500.94 2,625.99 2,757.29 2,895.15 249 WATER SYSTEM OPERATOR II g 2,681.82 2,815.91 2,956.71 3,104.55 3,259.78
City of Santa Maria
Schematic Hourly Rates (Part-Time - Limited Service)
Effective 12/28/2024
Adopted 2-18-2025
Grade Description Assoc. Step A Step B Step C Step D Step E za ACCOUNT CLERK AIDE z 20.96 22.01 23.11 24.27 25.48
ac ADMINISTRATIVE AIDE I e 21.07 22.12 23.23 - -
ab ADMINISTRATIVE AIDE II e 24.39 25.62 26.89 - -
aa ADMINISTRATIVE AIDE III e 28.33 29.75 31.24 - -
al ASSIST LIBRARY TECHNICIAN e 16.75 17.59 18.47 - -
as ASSISTANT CLERK - OFFICE e 16.50 17.33 18.19 - -
ap ASST PUBLIC WORKS INSPECTOR e 29.06 30.51 32.04 - -
ae AQUATICS SAFETY & EDUCATIONAL SPEC e 17.90 18.80 19.74 - - cd CERTIFIED DISPATCH AIDE e 31.44 33.01 34.66
zc CLERK II z 18.09 18.99 19.94 20.94 21.99
zx COMMUNITY OUTREACH COORDINATOR z 25.57 26.85 28.19 29.60 31.08 cl CONSULTANT I e 39.92 41.92 44.02 - -
cm CONSULTANT II e 46.23 48.53 50.96 - -
cn CONSULTANT III e 53.85 56.54 59.36 - -
co CONSULTANT IV e 63.04 68.29 73.54 - -
cp CUSTOMER SERVICE PHONE OPER* e 16.50 17.33 18.19 - - ya EMERGENCY SERVICES SPECIALIST z 35.08 36.83 38.67 40.60 42.63 ec EXECUTIVE CONSULTANT e 112.00 117.60 123.48
zp FACILITY SPECIALIST II z 21.55 22.63 23.76 24.95 26.20 zq FACILITY SPECIALIST III z 23.17 24.33 25.55 26.83 28.17 lo GENERAL LABORER e 16.50 17.33 18.19 - -
d1 INTERIM DIRECTOR I e 63.04 68.29 73.54 - -
d2 INTERIM DIRECTOR II e 78.80 84.05 89.30 - -
d3 INTERIM DIRECTOR III e 94.55 99.81 105.06 - -
ci INTERN - GENERAL e 16.50 17.33 18.19 - -
ei INTERN - PROFESSION e 16.50 17.33 18.19 - -
i1 INVESTIGATIVE OFFICER I e 73.54 0.00 0.00 - -
i2 INVESTIGATIVE OFFICER II e 105.06 0.00 0.00 - -
zf LABORER III z 19.02 19.97 20.97 22.02 23.12
lp LIBRARY PAGE e 16.50 17.33 18.19 - -
zg LIBRARY TECHNICAL ASSISTANT z 21.51 22.59 23.72 24.91 26.16 lg LIFEGUARD e 16.50 17.33 18.19 - -
mt MAINTENANCE TECHNICIAN e 16.50 17.33 18.19 - -
ma MULTIMEDIA ASSISTANT e 16.50 17.33 18.19 - -
ps PARK SERVICES AIDE e 16.50 17.33 18.19 - -
zy PARK SERVICES COORDINATOR z 44.60 46.83 49.17 51.63 54.21 pc POLICE CADET e 16.75 17.59 18.47 - -
zi POLICE RECORDS CLERK z 19.93 20.93 21.98 23.08 24.23 po PROVISIONAL OFFICER e 39.91 41.91 44.01 46.21 48.52
ra RECREATION ACTIVITY SPECIALIST z 19.22 20.18 21.19 22.25 23.36 re RECREATION LEADER II e 16.50 17.33 18.19 - -
rc REGULATORY COMPLIANCE CLERK e 16.50 17.33 18.19 - -
ao RESERVE POLICE OFFICER LEVEL 1 e 21.01 - - - -
bo RESERVE POLICE OFFICER LEVEL 2 e 17.86 - - - -
ze SECURITY GUARD z 21.85 22.94 24.09 25.29 26.56
zz SENIOR LIFEGUARD z 21.22 22.28 23.39 24.56 25.79
sl SKILLED LABORER e 22.02 23.12 24.28 - -
sa STAFF AIDE - FACILITIES e 16.50 17.33 18.19 - -
zt STAFF ASSISTANT z 18.48 19.40 20.37 21.39 22.46
si SWIM INSTRUCTOR e 17.90 18.80 19.74 - -
sc SWIM POOL CLERK e 16.50 17.33 18.19 - -
t1 TECHNICAL AIDE I e 16.50 17.33 18.19 - -
t2 TECHNICAL AIDE II e 16.50 17.33 18.19 - -
t3 TECHNICAL AIDE III e 18.20 19.11 20.06 - -
tp TEMPORARY PLANNER e 34.84 36.59 38.41 - -
zr TRANSIT TECHNICIAN z 21.51 22.59 23.72 24.91 26.16
Hourly Rates
COUNCIL AGENDA REPORT
TO: City Council
FROM: Chenin Dow, Director of Community Development
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving a Professional Services Agreement with Rincon Consultants, Inc. for Environmental Analysis of the Package Delivery Warehouse Planned Development Permit Request and Authorizing the Director of Community Development to Exe
Description:
The City Council will consider approving a Professional Services Agreement for the environmental analysis and the preparation of an Environmental Impact Report for the Package Delivery Warehouse Planned Development Permit (PD2024-0003).
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
1. Adopt a Resolution approving a Professional Services Agreement with Rincon Consultants, Inc. for the environmental analysis and the preparation of an Environmental Impact Report for the Package Delivery Warehouse Planned Development (PD2024-0003); and
2. Authorize the Director of Community Development to execute the agreement.
DISCUSSION:
The Community Development Department received an application for a Planned Development permit from RRM Design Group on behalf of Seefried Industrial Properties, Inc. to construct a new 128,480 square-foot delivery warehouse and a fleet service facility on a 32.04-acre site in a PD/CM -AG (Planned Development/Commercial Manufacturing and Agriculture Overlay) district of the West Stowell Specific Plan. The property consists of two parcels located at the 1600 block of West Stowell Road.
An environmental analysis of the proposed project is necessary per the California Environmental Quality Act (CEQA). With preliminary studies indicating significant environmental impacts are possible, a n Environmental Impact Report (EIR) will be prepared. In the interest of efficiency, staff sent a Request for Proposals to consulting firms that specialize in environmental review services. 2 After receiving and reviewing proposals, the city determined that Rincon Consultants, Inc., has the experience, skills, technical expertise, and pro fessional licenses and certifications to qualify as the consultant to complete the EIR. Following the completion of environmental review, the subject Planned Development request will be considered at a future public hearing before the Planning Commission.
Fiscal Considerations
The consultant, Rincon Consultants Inc., has provided a proposal with a cost estimate of $121,592 to complete the work. The consultant contract is with the City and will be managed by the Community Development Department. The applicant is responsible for paying the full cost of the contract amount. Therefore, entering into the subject Professional Services Agreement will not result in any fiscal impacts to the city.
Impact to the Community
Authorizing the Community Development Director, or designee, to enter into a Professional Services Agreement with Rincon Consultants Inc., for environmental review services will have minimal impacts to the community. The contract will be managed by City staff and the full cost of the contract will be paid for by the applicant.
ATTACHMENTS
A. Resolution
Exhibit A
Exhibit B
Exhibit C
B. Professional Services Agreement
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
RINCON CONSULTANTS, INC. FOR THE ENVIRONMENTAL
ANALYSIS OF THE PACKAGE DELIVERY WAREHOUSE PLANNED
DEVELOPMENT PERMIT REQUEST AND AUTHORIZING THE
DIRECTOR OF COMMUNITY DEVELOPMENT TO EXECUTE
WHEREAS, the City distributed a Request for Proposals outlining the scope of the Environmental Analysis of the Package Delivery Warehouse Planned Development permit request (PD2024-0003); and
WHEREAS, after reviewing the proposal s that were received, the City selected Rincon Consultants, Inc. to prepare the Environmental Impact Report for the Package Delivery Warehouse Planned Development permit r equest based on their techn ical expertise and approach to the project; and
WHEREAS, it has been determined that Rincon Consultants, Inc. has the experience, skills, resources, and the necessary professional licenses and certifications to qualify as the consultant to perform the needed services, is willing to provide those services on mutually agreeable terms, and will complete the work in accordance with the California Environmental Quality Act; and
WHEREAS, the applicant, RRM Design Group on behalf of Seefried Industrial Properties, Inc. , will provide the City with the necessary funds in the amount of $121,592.00 that the consultant has identified as necessary to complete the environmental document . The Director of Community Development is authorized to designate these funds for this project.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1. The above recitals are true and correct and incorporated herein.
SECTION 2. That the Cit y Council authorize s the Director of Community Development to enter into a Professional Services Agreement with Rincon Consultants, Inc. to conduct environmental review and prepare an Environmental Impact Report for the Package Delivery Warehouse Planned Development permit request attached hereto as Exhibit “A” and incorporated herein by this reference; and
SECTION 3. The Director of Community Development is hereby authorized to enter into minor modifications to the Professional Services Agreement, consistent with the terms of this approval, in order to carry out the project.
2 SECTION 4. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.
Mayor
ATTEST:
Chief Deputy City Clerk
Exhibits:
A – Services to be Performed
B – Cost
C - Insurance
APPROVED AS TO FORM:
BY:
CITY ATTORNEY
CONTENTS:
BY:
DEPARTMENT DIRECTOR
BY:
CITY MANAGER
Rincon Consultants, Inc.
1530 Monterey Street, Suite D
San Luis Obispo, California 93401
805-547-0900
February 3, 2025
Rincon Project No. 24-17159
Cody Graybehl, Senior Planner
Planning Division, Community Development Department
City of Santa Maria
110 South Pine Street, Room 101
Santa Maria, California 93454
Via email: [email protected]
Subject: Revised Proposal for E nvironmental Review of the Stowell Road Package Delivery Warehouse Project, Santa Maria, California; Adding Transportation Peer Review Dear Mr. Graybehl:
Rincon Consultants, Inc. (Rincon) is pleased to submit this proposal to assist the City of Santa Maria (City) with the environmental documentation required by the California Environmental Quality Act (CEQA) for the proposed Stowell Road Package Delivery Warehouse Project. The following sections describe (1) our understanding of the project; (2) our proposed scope of work; (3) a preliminary project schedule; and (4) a proposed cost. We have included DKS, Inc. as a subconsultant to peer review transportation studies.
Background and Understanding of the Project
The project is a Planned Development Permit (PDP) to develop a package delivery warehouse at 1680 West Stowell Road on 32.04-a cres that consists of two parcels (APNs: 117 -820-012 and 117-820-013) currently being used to grow row crops. The property is located within the West Stowell Specific Plan area and the zone district is PD/CM -AG (Planned Development/Commercial Manufacturing - Agriculture Overlay). The total development area proposed is 251,593 square feet.
The main warehouse area proposed is 128,480 square feet, and 123, 113 square feet of accessory structures are also incorporated into the project. The accessory structures include two loading canopies attached to the warehouse, three detached remote restrooms, one automated vehicle inspection building and one fleet services building.
The City of Santa Maria is requesting support preparing CEQA review for the project. The applicant has provided the following studies that are to be peer reviewed by Rincon as part of this scope: Traffic Impact Study, Vehicle Miles Traveled (VMT) Analysis, Air Quality and Greenhouse Gas Study , Noise Impact Analysis, Cultural Resource Desktop Review, and Biological Resources Assessment. Following peer review, these studies will be utilized to support preparation of the CEQA documentation.
Scope of Work
Based on our preliminary review of the project information, including technical studies, we have concluded that the most efficient approach for this project, both in terms of schedule and budget, is to issue an Initial Study (IS) with the release of a Notice of Preparation (NOP). This IS will address all CEQA Appendix G listed impacts, except for Vehicle Miles Traveled (VMT). A focused Environmental Impact Report (EI R) will then be prepared to address the significant VMT impacts identified in the applicant's VMT analysis (NV5, dated 12/5/2024).
www.rinconconsultants.com EXHIB IT A
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 2 Since no other significant impacts have been identified from the other studies provided by the applicant, Rincon recommends preparing an EIR that solely addresses VMT impacts. This approach allows the City to issue a statement of overriding consideration f or the significant VMT impact , while streamlining the analysis of other issue areas.
The IS prepared per CEQA Guidelines Section 15063, will be released with the NOP. It will include mitigation measures to reduce other potentially significant impacts to less than significant levels and identify impacts that have no impact or are less than significant, thus not requiring further analysis in the EIR. If any additional significant impacts are identified during the NOP scoping process, they will also be assessed in the EIR.
This approach streamlines the process, focusing resources on the significant VMT impact while ensuring all other potential impacts are adequately addressed.
The following outlines our approach to major work tasks and our proposed level of effort and schedule to prepare the required CEQA documentation for the project.
Task 1 Project Initiation, Kickoff Meeting, and Project Management Within one week of authorization to proceed, Rincon staff will initiate the project and organize a kickoff meeting with City staff to review and confirm project plans and our approach to the environmental evaluation, gather any additional project materials /details available, and discuss any concerns regarding the project. Data collection and verification will be streamlined based on our experience with other development projects in the City of Santa Maria . We assume that the kickoff meeting will be virtual or via conference call and last approximately one hour.
Rincon’s Project Manager will be responsible for coordinating communication and maintaining a close working relationship with City staff during the execution of this project. This task includes participation in up to four conference calls to discuss the budget, schedule, and progress of the project at key milestones.
Task 2 Technical Studies Peer Review
Rincon will conduct peer reviews of the applicant provided technical studies. We will use senior -level staff that have the expertise to review these studies to make the determination if the reports can support a legally defensible CEQA document. The following studies will be peer reviewed: Air Quality and Greenhouse Gas Study, Noise Impact Analysis, Cultural Resource Desktop Review, Biological Resources Assessment, and . the Traffic Impact Study and VMT Analysis peer reviewed by DKS.
Task 2.1 Air Quality and Greenhouse Gas Peer Review
Rincon will peer review the project’s Air Quality and Greenhouse Gas Study completed by NV5 in June 2024. The peer review will be conducted with an eye for legal defensibility, exposure of the City to liability due to any errors and/or omissions, and for soundness and sufficiency in supporting analysis in the IS. Specifically, the review will consider of the following:
• Conclusions and recommendations should generally be well supported by facts, observation, analysis or explanation, and reports should be internally consistent. • Technical accuracy of the information provided.
• The analysis should address both the extent of the project (footprint) as well as the planned activities associated with the project (construction and operation).
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 3 Rincon will provide the peer review comments in a brief letter report. Preparers of the various technical documents will be responsible for making any revisions to the studies based on Rincon’s comments.
Task 2.2 Noise Impact Study Peer Review
Rincon will peer review the project’s Noise Impact Analysis completed by NV5 in June 2024. The peer review will be conducted with an eye for legal defensibility, exposure of the City to liability due to any errors and/or omissions, for soundness and suffic iency in supporting analysis in the IS, with consideration of the following:
• Conclusions and recommendations should generally be well supported by facts, observation, analysis or explanation, and reports should be internally consistent. • Technical accuracy of the information provided.
• The analysis should address both the extent of the project (footprint) as well as the planned activities associated with the project (construction and operation).
Rincon will provide the peer review comments in a brief letter report. Preparers of the various technical documents will be responsible for making any revisions to the studies based on Rincon’s comments.
After revisions to the Noise Impact Analysis, Rincon will prepare the noise IS section based upon the report contents.
Task 2.3 Cultural Resources Peer Review
Rincon will review the 2024 Cultural Resources Desktop Review for 1680 W Stowell Road, Santa Maria, California prepared by Albion Environmental, Inc. We understand that the study is limited only to a desktop review and does not include a Sacred Lands File Search with the Native American Heritage Commission, or field survey of the subject property.
The focus of the peer review will be to confirm if best practices for the identification of cultural resources were implemented, evaluate the adequacy of the cultural resource study, including its completeness, technical accuracy, verify applicable conclus ions and assumptions, and recommendations to ensure that they would minimize any identified cultural resources impacts consistent with the requirements of CEQA. The peer review is intended to determine if the cultural resources study is legally defensible and provides adequate support information for compliance with CEQA to determine if there are project -specific significant effects to cultural resources within the project site.
Task 2.4 Biological Resources Peer Review
Rincon will provide a peer review of the existing biological technical report prepared by Kevin Merk Associates, LLC. The peer review is intended to determine if the biological resources study is legally defensible and provides adequate support information for compliance with CEQA to determine if there are project-specific significant effects to biological resources within the project site . Our scope does not include fieldwork to determine accuracy of the report findings.
Deliverables
• Rincon will document our findings for each study in a Memorandum, including recommendations for any areas needing additional attention for legal defensibility, if necessary.
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 4 Task 2.5 Transportation Studies Peer Review
DKS, Inc., as a subconsultant to Rincon, will peer review both the Traffic Impact Study (TIS) and the Vehicle Miles Traveled (VMT) Analysis for the project. DKS will peer review the project’s TIS and VMT analysis completed by NV5. The peer review will be conducted with an eye for legal defensibility, exposure of the City to liability due to any errors and/or omissions, and for soundness and sufficiency in supporting analysis in the IS and EIR in regards to the VMT analysis. The TIS review is to assist the City in developing Conditions of Approval to address impacts to City roads in regards to physical impacts and addressing congestion. These are issues no longer identified as CEQA impacts. This budget includes attending up to two public meetings by DKS.
Deliverables
• DKS will document their findings for each study in a Memorandum, including recommendations for any areas needing additional attention for clarity, accuracy, and legal defensibility.
Task 3 Administrative and Final Draft IS and NOP
Using the City’s preferred format, Rincon will prepare an IS for the project in accordance with Section 15063(d) of the State CEQA Guidelines. Rincon will prepare an IS identifying and addressing issues needing no further study, issues that can be addressed with mitigation measures but do not require further study, and issues that will need further study in a focused EIR.
The Initial Study will become an appendix and incorporated into to a focused EIR and attached to the Notice of Preparation to publicly disclose issue areas that were determined in the Initial Study to not require further study, as well as those issues identified for further studies in the f ocused EIR.
Assumption for this scope is that VMT will be the only issue to be addressed in the focused EIR.
Task 3.1 Introduction and Project Description
The IS will include introductory sections that lay the groundwork for the CEQA environmental analysis to follow. The introduction will describe the purpose of the IS and will provide a discussion of the lead and responsible agencies for the project. The project description will include descriptions of the project site and characteristics relevant to the analysis as well as required discretionary approvals. The project description will include up to five graphics that will effectively illustrate the project location, surrounding land uses, and key project components based on graphics and data provided by the project applicant.
Task 3.2 Environmental Impact Analysis
Each of the environmental topics included in the State CEQA Guidelines Appendix G Environmental Checklist Form will be addressed at a level of detail sufficient to allow the City to make determinations of significance.
Where appropriate, impacts will be quantified. If existing data does not allow definitive quantification, reasonable assumptions will be used to qualitatively forecast potential impacts. C ity-approved standard mitigation measures will be incorporated into the IS, as necessary, to reduce identified impacts. Mitigation measures may include a broad range of programs and resource protection procedures as required by Ci ty processes and resource protection law. For each identified potential environmental impact, a mitigation measure (s) will be developed to reduce the impact below applicable thresholds of significance, if found feasible. This IS, after distribution with the NOP, will then be incorporated into the focused EIR using a table up front listing all impacts and associated mitigation City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 5 measures addressed in the IS. This will allow the EIR to focus just on the one anticipated significant impact – VMT.
Based on a preliminary review of the project, this scope of work assumes the IS will focus on the following environmental topics that may be affected by the project:
• Air Quality and GHG Emissions
• Biological Resources
• Cultural and Tribal Cultural Resources
• Hazards and Hazardous Materials (Applicant Study not provided) • Noise
• Transportation
Each of the listed topics above will be assessed based on the applicant provided technical study , as revised following Rincon’s peer review (Task 2 ). Rincon assumes that the reporting, analysis, and conclusions in these studies will be adequate to complete that impact section of the IS and contain all relevant information for completion of the associated Initial Study section. Task 3.2.1 Air Quality and Greenhouse Gas Emissions
After revisions to the Air Quality and Greenhouse Gas Study, Rincon will prepare the air quality and GHG emissions IS sections based upon the report contents . Rincon will briefly describe the status of applicable regulations such as Assembly Bill (AB) 32 (Global Warming Solutions Act), Senate Bill (SB) 97, and SB 32, considering the SB 32 GHG reduction target of 40 percent below 1990 levels by 2030.
If significant GHG emissions impacts are identified, Rincon will notify the City immediately to determine the path forward to ensure project compliance with CEQA. Rincon will assess the project’s consistency with Santa Barbara County Air Pollution Control District’s (SBCAPCD) Air Quality Attainment Plan. If significant air quality impacts are identified, mitigation measures will be developed to avoid or minimize impacts to less than significant.
Task 3.2.2 Noise
After revisions to the Noise Impact Analysis, Rincon will prepare the noise IS section based upon the report contents.. Rincon will summarize the findings and any required noise -reduction measures, if determined to be necessary, from the report in the IS or developed by Rincon.
Task 3.2.3 Cultural and Tribal Cultural Resources
After revisions to the cultural report, Rincon will prepare the cultural IS section based upon the report contents. This scope of work assumes that City staff will prepare and send related correspondence to appropriate Tribal representatives to meet the noticing and tribal consultation requirements of AB 52.
Rincon will incorporate a brief description of the City’s tri bal consultation efforts and results for this project, based on information provided by City staff. The IS will also include impact analyses for cultural and tribal cultural resources; including mitigation measures and monitoring requirements, if necessary, to reduce potential impacts to a less than significant level.
Task 3.2.4 Biological Resources
Rincon will prepare the b iological resources section of the CEQA Initial Study based on information provided in the biological technical report and following the CEQA Appendix G thresholds of significance. No fieldwork or additional studies are included in this scope. This will include a summary of the existing environmental conditions of the project site and areas that are immediately adjacent, City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 6 an overview of sensitive biological resources that are present and/or have the potential to be present, including, but not limited to, special status species, native vegetation communities, riparian and aquatic resources, protected trees, whether the proje ct site is located within a wildlife movement corridor or could impede regional wildlife movement, and presence of critical habitat or other designated resource overlay such as a Habitat Conservation Plan or Natural Community Conservation Plan. Rincon will include an impacts analysis for biological resources, including potential impacts from tree removal to nesting birds, and will provide suitable avoidance, minimization, and/or mitigation measures, if necessary, to reduce potential impacts to a less than significant level.
Task 3.2.6 Hazards and Hazardous Materials
Rincon will address potential risk of upset based on construction and operation of the proposed project. The analysis will include a site reconnaissance, a review of historical resources (aerial photographs and topographic maps) available online, and a rev iew of regulatory records that are readily available from online databases such as, but not limited to, Santa Barbara County Fire Department and Environmental Health Services, Department of Toxic Substances Control (EnviroStor website), and State Water Res ources Control Board (GeoTracker website) concerning past contaminant spills and/or cleanup activities within the proposed project area and adjacent properties.
Specific information regarding Cortese sites, landfills, hazardous material pipelines, per - and polyfluoroalkyl substances, and California Geologic Energy Management Division oil well records will be included. The nearby presence of educational facilities and airports will also be researched for potential hazardous material impacts. If significant impacts are identified, mitigation measures will be developed to avoid or minimize project impacts to the greatest extent feasible.
Assumptions
• Should documents related to hazardous materials, hazardous risks, or contamination be provided for Rincon review and inclusion in the Initial Study, additional fees will apply. • This scope and cost do not include attendance at in -person meetings or in -person regulatory records reviews.
• One round of response to comments (up to a maximum of 6 hours) is anticipated and budgeted for.
Task 3.2.7 Transportation
Rincon will prepare the transportation section based on the TIS and VMT analysis provided by the applicant. The VMT analysis will state this impact is identified as a significant and unavoidable impact to be further addressed in an EIR.
Task 3.2.8 Other Environmental Sections
For the remaining environmental topics included in the State CEQA Guidelines, the associated impact evaluations will consist of brief discussions of potential environmental impacts based on information provided for recent projects in the project site vicinity, other literature review, original research, and/or analysis. This scope of work presumes that environmental impacts areas associated with aesthetics, agriculture and forestry resources, energy, geology and soils, hazards and hazardous materials, land use and planning, hydrology and water quality, mineral resources, population and housing, utilities and service systems, and wildfire would not exceed applicable thresholds of significance, either with or without the application of standard conditions of approval or other existing regulatory requirements.
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 7 Deliverables
• Rincon will provide one (1) electronic copy of the Administrative Draft IS in Microsoft Word format and three (3) print copies.
Task 3.3 Notice of Preparation
Rincon will prepare a Notice of Preparation (NOP), consistent with CEQA Guidelines Section 15082.
The NOP will include a brief project description, project location, and summary of the probable environmental effects of the project. One draft copy of the NO P and Initial Study (digital pdf) will be submitted to the City of Santa Maria (City) for review and approval. Based on one round of consolidated City comments, Rincon will prepare a final document based on City comments received.
Deliverables
• Rincon will provide one (1) electronic copy of the Draft NOP in Microsoft Word format, and one (1) electronic copy of the Public Review Draft NOP in Microsoft Word format.
Task 3.4 Final Initial Study and Publish Initial Study and Notice of Preparation After City review of the Administrative Draft IS, Rincon will revise the document, as needed, to address any comments. Rincon will respond to one round of consolidated comments on the Administrative Draft IS and assumes that new analysis will not be required. Edits will be shown in tracked changes in a Screencheck Draft to address any minor, final comments prior to preparation and publication of the of the Public Review Draft IS. This task includes document production, editorial work, and coordination with City staff to publish the Draft IS for public review and comment to be published with the NOP.
Rincon will distribute the NOP and IS to the State Clearinghouse via CEQA Submit, as well provide to the City to submit to the County Clerk and identified responsible and trustee agencies via email sent via confirmation receipt. The City may also wish to n otify other interested parties of the NOP. Rincon can assist with identifying additional noticing as needed, as well as assistance publishing the IS and NOP on the City’s website and its availability for review in a local paper. The City will be responsible for noticing the availability of the project for review in a local paper.
Deliverables
• Rincon will provide one (1) electronic copy of the Screencheck Draft IS with tracked changes in Microsoft Word format and one (1) electronic copy of the Public Review IS and NOP in PDF format and two (2) print copies.
Task 4 Focused Environment Impact Report
This scope describes our approach to preparing a focused EIR to address VMT as a significant and unavoidable impact. Rincon believes this is the most effective approach to efficiently address CEQA for this project. It is assumed for this proposal that just a transportation section assessing VMT will be required as it will be the only identified significant and unavoidable impact. All other issue areas are assumed to have no impact or will be less than significant or can be mitigated to less than significant as assessed and disclosed in the IS and listed again in the EIR . This allows us to quickly produce a streamlined EIR that is only addressing VMT and to complete an Administrative Draft EIR three weeks after the close of the NOP comment period.
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 8 Task 4.1 Introduction, Executive Summary, Project Description, and Environmental Setting
These required introductory sections will be prepared based on project changes that have occurred during project development and additions to what was originally to be addressed in the EIR since initiation of the CEQA process. This will include a summary table of all comments received during the scoping process , how those comments have been addressed , and table listing all the mitigation measures identified in the IS and explanation how these impacts have been addressed and therefore will not be assessed in the EIR.
Task 4.2 Transportation Analysis
A transportation impact section will be included in the EIR. The transportation analysis in the focused EIR will have five main subsections:
• Setting
• Methodology and Significance Thresholds
• Impact analysis including both project-specific and cumulative impacts • Mitigation measures
• Residual Impacts
The analysis will be based on the TIS and VMT analysis provided by the applicant , peer reviewed by DKS and modified per the peer review comments.
Task 4.3 Alternatives, Significant Irreversible, Growth-Inducing and Cumulative Impacts
Based on the VMT study, comments received on the IS, and coordination with City staff and applicant as warranted, Rincon will develop alternatives that attempt to reduce VMT impacts to a less than significant impact or reduce to the extent feasible, in addition to the No Project alternative. This usually includes an alternative reducing the size or intensity of the project, project mitigation, or exploring other options that may reduce VMT. These options may become alternatives considered but rejected as not being feasible, would not reduce the impact significantly, too costly to implement, or for other reasons.
The EIR will include all other sections required by the CEQA Guidelines, including growth -inducing impacts and a discussion of irreversible changes. Drawing on the information provided in the environmental setting and preceding issue discussions and the IS , the growth -inducing impacts will address the potential for the project to directly induce economic growth and remove obstacles to growth in the area. The significant irreversible changes discussion will summarize the significant effects of the project, focusing on the plan’s unavoidably significant effects.
Task 4.4 Complete Administrative DEIR
This task involves the production, editorial work, and communication processes to prepare the Administrative Draft EIR for City review.
Task 4.5 Complete DEIR
This task involves incorporating City comments into the EIR, and communication processes to prepare the Screencheck and Draft EIR for circulation, public and agency review, and comment for a 45 -day period. Also included is the publishing of the EIR via CEQA Submit and on the City’s website, along with City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 9 a public notice and Notice of Availability (NOA) for placement in the local paper and County Clerk’s Office. Rincon assumes the City will be responsible for noticing in the local paper and to the County Clerk.
Deliverables
• Rincon will provide one (1) electronic copy each of the Administrative Draft EIR in Microsoft Word format, a Screencheck EIR responding to City comments, and Public Review ready EIR, as well the NOA, Notice of Completion (NOC), and EIR Summary for submittal via CEQA Submit, plus three (3) print copies of the Administrative Draft EIR.
Task 5 Response to Comments/Final EIR and Mitigation Monitoring and Reporting Program
After receipt of all comments received by the City, Rincon will prepare written responses for inclusion in the Final EIR along with any corrections or changes to the EIR based on comments received . The scope Rincon has assigned to this task is based on the assumption that no more than five comment letters are received, with no more than three of the comment letters having detailed comments directly related to the environmental analysis or conclusions. We have assumed that the response to comments will require up to 24 hours of professional time. This scope of work and the cost for this task does not include written responses for extensive labor union comments on the project, should any such comment letter be received. We reserve the right to reexamine and renegotiate t his task once the public review period is closed and the time required for this task is known with greater certainty.
This scope of work assumes that upon certification of the EIR and project approval, Rincon will prepare and file the Notice of Determination (NOD) with the State Clearinghouse via CEQA Submit and the City will submit the NOD to the County Clerk’s office. The City will be responsible for the filing fees, including the California Department of Fish and Wildlife fee.
Alongside preparation of the Final EIR, Rincon will prepare a Mitigation Monitoring and Reporting Program (MMRP) in accordance with State law and City standard format requirements. The MMRP will include implementation responsibility, timing, monitoring requirements, and standards for success of all mitigation measures included in the Final EIR.
Deliverables
• Rincon will provide one (1) electronic copy of the Responses to Comments in Microsoft Word format. After approval, Rincon will submit one (1) electronic copy of the Final EIR and one electronic copy of the MMRP in PDF format to the City and two (2) print copies.
Task 6 Meetings and Public Hearings
Rincon will attend at least six meetings, as requested in the RFP. The kickoff meeting is included under Task 1. This task covers three in -process meetings and two public hearings by our Project Manager.
He will be available to make presentations and participate in an advisory capacity as requested.
Additional meetings will be attended on a time and material basis as requested by City staff.
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 10 Assumptions
• Deliverables will not need to be provided in an Americans with Disabilities Act accessible format, but Rincon can provide an Americans with Disabilities Act compliant version of the document for an additional fee to be determined on a time-and-materials basis, if requested. • Applicant-provided technical studies will be generally sufficient to adequately address the relationship of the project to the identified CEQA significance thresholds, with conclusions that are supported by substantial evidence.
• Two rounds of peer review, first peer review of original study, and a second peer review of the updated study. Additional rounds of review over and above two (2) rounds may result in the need for a budget amendment.
• Any additional analysis, including fieldwork , needed to address peer review comments will be completed by the applicant’s consultants.
• Rincon’s scope for the peer review task assumes the applicant’s consultant team will respond to any peer review comments and recommendations and incorporate the findings of the peer review into revised technical reporting as appropriate. However, if City s taff would like to have Rincon’s resource specialists provide additional environmental analysis needed to respond to identified deficiencies, we are qualified and available to provide additional environmental services in accordance with our schedule of fees.
• The City Engineer will review and accept the Traffic Impact Study and VMT Analysis • No fieldwork or additional research will be required. • If additional impacts are added to the EIR for evaluation, a budget amendment will be required • This scope of work assumes that up to five comment letters containing comments on the content of the CEQA document will be received and that these letters can be responded to in a maximum of 24 professional staff hours. These assumptions are based on our p rior experience with CEQA reviews for other similar types of projects. The actual level of effort required to respond will depend on the length, detail, and sophistication of the comments, in addition to the number of letters received. We reserve the right to reevaluate the effort level and request a scope amendment upon close of the public comment period.
• Permit application fees/deposits are not included in this cost estimate and will be the responsibility of the City.
• The City will provide Rincon one set of consolidated comments for each deliverable submitted. • No changes to the Project Description will occur once preparation of the CEQA document has commenced.
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 11 Schedule
Rincon will complete the environmental review process based on the following schedule.
Task Duration
Task 1 Kickoff Meeting 1 day (within 1 week of notice to proceed) Tasks 2 and 3.1 Introduction and Project Description and Peer review of technical studies
3 weeks (from project kickoff and receipt of all
necessary project information)
City Review of Introduction and Project
Description
2 weeks
Tasks 3.2 and 3.3 Administrative Draft IS and NOP 10 weeks (from City approval of Introduction and Project Description)
City Review of Administrative Draft IS and
NOP
2 weeks
Task 3.4 Screencheck Draft IS and NOP 2 weeks
City Review of Screencheck Draft IS and
NOP
1 week
Task 3.4 Public Review IS and NOP 2 weeks
Public Review Period for IS and NOP 30 days
Tasks 4.1 through 4.3 Administrative Draft Focused EIR 3 weeks City Review of Administrative Draft EIR 2 weeks
Task 4.4 Screencheck Focused EIR 2 weeks
Task 4.5 City Review and Publish 1 week
Public Review Focused EIR 45 days
Task 5 Administrative Draft Final EIR, Including
Responses to Comments, and MMRP
3 weeks
City Review of Final Documents 2 weeks
Task 5 Produce Final EIR, Including Responses to
Comments, and MMRP
1-2 weeks
Task 6 Attend Public Hearing(s) TBD
Assuming turnaround times for City review as indicated above for each Rincon deliverable, the total project process can be completed in approximately 6-7 months including City review times and the 30- day and 45 day public review periods. The ability to meet this schedule will depend on timely receipt of technical and project information including the revisions to applicant-prepared technical studies, City review times for draft work products, the level of public comment, and staff’s direction on addressing unanticipated issues that may arise during the process.
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 11 Cost
Rincon will prepare the IS, NOP and focused EIR in accordance with our proposed scope of services for an estimated fee of $121,592. The table below provides a breakdown of costs by major work item.
All services would be provided on a time and expense reimbursement basis in accordance with our standard fee schedule (attached).
This offer for professional services will remain in effect for a period of 60 days from the date of this proposal. During this period, questions regarding our proposed scope of services may be directed to Eric VonBerg, Project Manager, and Megan Jones, Principal of Rincon Consultants, Inc.
EXHIBIT B
City of Santa Maria
Proposal for Environmental Review of the Stowell Road Package Delivery Warehouse Project 12 Cost Table
Hours
Labor
Budget
Direct
Expenses
Total
Budget
Task 1 Project Initiation, Kickoff Meeting, and Project Management
65 $15,921 $0 $15,921
Task 2 Technical Studies Peer Review 47 $13,044 $0 $13,044 Task 2.1 Air Quality and Greenhouse Gas Study Peer Review 11 $3,138 $0 $3,138 Task 2.2 Noise Impact Study Peer Review 11 $3,138 $0 $3,138 Task 2.3 Cultural Resources Peer Review 11 $3,204 $0 $3,204 Task 2.4 Biological Resources Peer Review 8 $1,872 $0 $1,872 Task 2.5 Traffic Impact Study & VMT Analysis Peer Review 6 $1,692 $11,600 $13,292 Task 3 Administrative and Final Draft IS & NOP 248 $53,362 $460 $53,466 Task 3.1 Introduction and Project Description 19 $3,966 $0 $3,966 Task 3.2 Environmental Impact Analysis 197 $42,706 $104 $42,810 Task 3.3 Draft & Final Notice of Preparation 16 $3,238 $0 $3,238 Task 3.4 Final Initial Study and Publish Initial Study and NOP 16 $3,452 $356 $3,452 Task 4 Focused Environment Impact Report 63 $13,178 $185 $13,178 Task 4.1 Introduction, Project Description, and Environmental Setting 14 $2,834 $0 $2,834 Task 4.2 Transportation 13 $2,682 $0 $2,682
Task 4.3 Alternatives 16 $3,564 $0 $3,564
Task 4.4 Complete Administrative DEIR 13 $2,626 $110 $2,626 Task 4.5 Complete DEIR 7 $1,472 $75 $1,472
Task 5 Response to Comments/Final EIR and MMRP 32 $7,128 $0 $7,128 Task 6.1 Meeting and Hearing Attendance 24 $6,504 $210 $6,714 Project Total 479 $109,137 $12,455 $121,592
Thank you for considering Rincon for this assignment. Please do not hesitate to contact us if you have questions about this proposal or need additional information.
Sincerely,
Rincon Consultants, Inc.
Eric VonBerg
Supervising Planner/Project Manager
[email protected]
Contact for Clarification
Megan Jones, MPP
Managing Principal
[email protected]
Authorized to contractually obligate and negotiate
on behalf of Rincon Consultants, Inc.
Attachments
Attachment 1 Fee Schedule
Attachment 1
Fee Schedule
Rincon Consultants, Inc.
Effective January 1, 2025
Standard Fee Schedule for Environmental Sciences and Planning Services Professional, Technical and Support Personnel* January 1, 2025 – December 31, 2025 Senior Principal $330
Principal $318
Director $318
Senior Supervisor II $302
Supervisor I $282
Senior Professional II $264
Senior Professional I $246
Professional IV $218
Professional III $203
Professional II $180
Professional I $160
Associate III $135
Associate II $121
Associate I $113
Field Technician $97
Technical Editor $152
Project Accountant $129
Billing Specialist $111
Publishing Specialist $124
Clerical $111
* Professional classifications include environmental scientists, urban planners, biologists, geologists, marine scientists, GHG verifiers, sustainability experts, cultural resources experts, data technology experts, and other professionals. Expert witness services consisting of depositions or in-court testimony are charged at the hourly rate of $400.
Reimbursable Expenses
Direct Cost Rates
Photocopies – B/W $0.25 (single-sided), $0.45 (double-sided) Photocopies – Color $1.55 (single-sided), $3.10 (double-sided) Photocopies – 11” by 17” $0.55 (B/W), $3.40 (color)
Oversized Maps $8.50/square foot
Digital Production $15/CD, $20/flash drive
Light-Duty and Passenger Vehicles* $90/day
4WD and Off-Road Vehicles* $150/day
* Current IRS mileage rate for mileage over 50 and for all miles incurred in employee-owned vehicles.
Direct Costs. Other direct costs associated with the execution of a project, that are not included in the hourly rates above, are billed at cost plus 16%. These may include, but are not limited to, laboratory and drilling services, subcontractor services, authorized travel expenses, permit charges and filing fees, mailings and postage, performance bonds, sample handling and shipment, rental equipment, and vehicles other than covered by the above charges.
Annual Escalation. Standard rates subject to 3.5% annual escalation, on January 1.
Payment Terms. All fees will be billed to Client monthly and shall be due and payable upon receipt or as indicated in the contract provisions for the assignment. Invoices are delinquent if not paid within 10 days from receipt or per the contractually requi red payment terms.
Rincon Consultants, Inc.
Effective January 1, 2025
Equipment Rate
Environmental Site Assessment
Soil Vapor Extraction Monitoring Equipment $160
Four Gas Monitor $137
Flame Ionization Detector $110
Photo Ionization Detector $82
Hand Auger Sampler $62
Water Level Indicator, DC Purge Pump $46
CAPDash $7,500
Natural Resources Field Equipment
UAS Drone $300
Spotting or Fiberoptic Scope $170
Pettersson Bat Ultrasound Detector/Recording Equipment $170 Sound Level Metering Field Package (Anemometer, Tripod and Digital Camera) $113 GPS (Submeter Accuracy) $67
Infrared Sensor Digital Camera or Computer Field Equipment $57 Scent Station $23
Laser Rangefinder/Altitude $11
Pitfall Traps, Spotlights, Anemometer, GPS Units, Sterilized Sample Jar $9 Mammal Trap, Large/Small $1.55/$0.55
Water and Marine Resources Equipment
Boat (20-foot Boston Whaler or Similar) $800
Multiparameter Sonde (Temperature, Conductivity, Turbidity, DO, pH) with GPS $170 Water Quality Equipment (DO, pH, Turbidity, Refractometer, Temperature) $62 Refractometer (Salinity) or Turbidity Meter $38
Large Block Nets $114
Minnow Trap $98
Net, Hand/Large Seine $57
Field Equipment Packages
Standard Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet, Safety Equipment, and Botanic Collecting Equipment)
$114
Remote Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet and Mifi, Delorme Satellite Beacon, 24‐Hour Safety Phone)
$144
Amphibian/Vernal Pool Field Package (Digital Camera, GPS, Thermometer, Decon Chlorine, Waders, Float Tube, Hand Net, Field Microscope)
$170
Fisheries Equipment Package (Waders, Wetsuits, Dip Nets, Seine Nets, Bubblers, Buckets) $57 Underwater and Marine Sampling Gear (Photo/Video Camera, Scuba Equipment [Tanks, BCD, Regulators, Wetsuits, etc.])
$57/diver
Marine Field Package (Personal Flotation Devices, 100-foot Reel Tapes with Stainless Carabiners, Pelican Floats, Underwater Slates, Thermometer, Refractometer, Anemometer, Various Field Guides)
$100
Insurance, Hazard, and Fees
Historic Research Fees $55
L&H Dive Insurance $57/diver
Level C Health and Safety $70/person
Atty. Rev. 2018 EXHIBIT C
2.05 INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the contact insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, his/her agents, representatives, or employees. If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the contractor.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001), inc luding products and completed operations, property damage, bodily injury and personal & advertising injury.
2. Insurance Services Office Business Auto Coverage Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, coveri ng hired (Code 8) and non-owned autos (Code 9).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the Consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability - $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability - $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: Statutory limits.
4. Employer's Liability - $1,000,000 per accident for bodily injury or disease.
Atty. Rev. 2018
5. Errors and Omissions Liability - $1,000,000 per occurrence or claim, $2,000,000 aggregate.
C. Self-insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention.
D. Other Insurance Provisions
The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form or an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions are used).
2. For any claims related to this project, the Consultant's insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or reduced, except with notice stating the title of this contract to the City. All notices provided pursuant to this MOU shall be given to the City representative listed for notice in this MOU and shall specify the title of this MOU. Notice may be given by overnight mail, facsimile with confirmation of receipt, or certified mail with re turn-receipt requested.
4. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
5. If any of the required policies provide claims-made coverage:
a. The Retroactive Date must be shown, and must be before the date Atty. Rev. 2018
of the contract or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the contract of work. c. If coverage is canceled or non -renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five years after completion of work.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
F. Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
G. Special Risks or Circumstances
Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Attachment B
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made on _____________ by and between Rincon Consultants, Inc. a California Corporation (“Contractor”) and the City of Santa Maria, a California Municipal Corporation and charter city (“City”), in Santa Maria, California, based on the following recitals:
1. Whereas, the City needs to conduct environmental review and prepare an environmental document for the Package Delivery Warehouse Planned Development (PD2024 -0003) Project (“Project”); and
2. Whereas, the Contractor has the experience, skills, resources, and the necessary professional licenses and certifications to qualify as Contractor to perform the needed services, and is willing to provide those services on mutually agreeable terms.
NOW, THEREFORE, IT IS AGREED:
1. Recitals true. The above recitals are true.
2. General.
2.01. Term and Termination. The term of this contract is [insert text], beginning on the date first written above. This contract may be extended by mutual consent of the parties. This contract may be terminated for breach of its terms or conditions, or because of discovery of any act which violates local, state or federal law. Termination is effective 14 days after deposit of notice as specified in this Agreement.
2.02. Services to be Performed. Contractor shall determine the method, details and means of providing environmental services. More specifically, Contractor agrees to perform the specific services listed in Exhibit “A.”
2.03 City’s Duties. City’s duties under this Agreement are to cooperate with Contractor in the performance of the contract and timely pay invoices.
2.04. Payment. Payment terms under this Agreement are listed in Exhibit “B.” Total cost shall not exceed $121,592.00 unless this agreement is amended in writing by both parties.
2.05. Insurance. Contractor shall provide insurance as listed in Exhibit “C.”
2.06. Exhibits. Exhibits “A,” “B,” and “C” are attached and incorporated.
3. Contractor’s Obligations.
3.01. Minimum Amount of Service. Contractor shall devote sufficien t time to perform services under this agreement efficiently and effectively. Contractor may represent, perform services for and be employed by additional individuals or entities, in Contractor’s sole discretion, as long as the performance of these extra-contractual services does not interfere with or present a conflict with City's business.
3.02. Tools and Equipment. Except as otherwise stated in this Agreement, Contractor will supply all tools and equipment necessary to perform this Agreement.
3.03. Status. Contractor (including its employees) is an independent contractor. No employer/employee relationship exists between Contractor and the City. Contractor's assigned personnel shall not be entitled to any benefits payable to employees of the City. The City is not required to make any deductions or withholdings from the compensation payable to Contractor under this agreement.
3.04. Indemnification. To the fullest extent permitted by law, the Contractor shall indemnify, defend (with independent counsel approved by the City) and hold harmless the City, and
Atty. Rev. 2021
its directors, officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and a dministrative expenses, and defense costs including, but not limited to, reasonable attorneys’ fees, court costs and costs of alternative dispute resolution) regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of the Contractor or the acts or omissions of an employee, agent or subcontractor of the Contractor. The provisions of this paragraph survive completion of the services or the termination of this contract. The provisions of this Sect ion are not limited by the provisions of the Section relating to insurance.
3.05. Conflict of Interest. Consultant will comply with all conflict of interest laws and regulations including, without limitation, the CITY’S Conflict of Interest Code (on file in the City Clerk’s Office). All officers, employees and/or agents of CONSULTANT who will be working on behalf of the City pursuant to this Agreement, may be required to file Statements of Economic Interest. Therefore, it is incumbent upon the CONSULTANT or CONSULTING FIRM to notify that CITY of any staff changes relating to this Agreement.
A. In accomplishing the scope of services of this Agreement, all officers, employees and/or agents of CONSULTANT(S), unless as indicated in Subsection B, will be performing a very limited and closely supervised function, and, therefore, unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of CONSULTANT, except as indicated in Subsection B.
______________
Initials
B. In accomplishing the scope of services of this Agreement, CONSULTANT(S) will be performing a specialized or general service for the CITY, and there is substantial likelihood that the CONSULTANT’S work product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following CONSULTANT(S) shall be subject to Disclosure Category “1” of the CITY’S Conflict of Interest Code.
______________
Initials
4. Miscellaneous
4.01. Notices. All communication relating to the day -to-day activities of this Agreement shall be exchanged between a designated representative of the CITY and a representative of CONTRACTOR, listed below . All notices shall be addressed as follows unless a written c hange is filed with the City:
To City: To Contractor:
City of Santa Maria Rincon Consultants, Inc.
Community Development Department 1530 Monterey Street, Suite D Attn: Cody Graybehl, Senior Planner San Luis Obispo, CA 93401 110 S. Pine Street, Room 101
Santa Maria, CA 93458
Atty. Rev. 2021
If the designated Representative or address of either party changes during the term of this agreement, a written notice shall be given to the other party prior to the effective date of change. Any written notices required un der this agreement shall be effective five (5) days after deposit into United States mail, postage prepaid, addressed to the designated Representative, or upon confirmation of receipt of delivery if another notification process is used.
4.02. Compliance With Laws, etc. Contractor shall comply with all laws including , but not limited to, the rules and policies of the City, in performing this agreement.
4.03. Integration. This agreement constitutes the entire agreement of the parties with respect to t he subject matter. All modifications, amendments, or waivers of the terms of this agreement must be in writing and signed by the appropriate representatives of the parties.
4.04. Interpretation. This agreement shall be interpreted in accordance with t he laws of the State of California.
4.05. Jurisdiction. Jurisdiction and venue of all disputes over the terms of this agreement shall be in the County of Northern Santa Barbara, State of California.
4.06. Warranty of authority. Each person signing this agreement on behalf of a party warrants that he or she has authority to do so.
4.07. No Waiver. Failure to enforce with respect to a default shall not be construed as a waiver.
4.08. Severability. The provisions of this agreement are severable. If any p art of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by mutual written consent of the parties.
4.09. Submittals. In addition to any oth er submittals required by this agreement, Contractor shall submit copies of its current business license and current certificate of workers compensation coverage to the City before beginning work on this project.
4.10 Prevailing Wage. If applicable, Contractor and all subContractors are required to pay the general prevailing wage rates of per diem wages and overtime and holiday wages determined by the Director of the Department of Industrial Relations under Section 1720 et seq. of the California Labor Cod e. The Director's determination is on file and open to inspection at www.dir.ca.gov and is referred to and made a part hereof; the wage rates therein ascertained, determined and specified are referred to and made a part hereof as though fully set forth her ein.
IN WITNESS WHEREOF, this agreement is executed by the parties on the date first written above.
CONTRACTOR CITY OF SANTA MARIA
________________________ _________________________
By: Megan Jones By: Chenin Dow
Managing Principal Community Development Director
APPROVED AS TO FORM:
__________________________
City Attorney
Atty. Rev. 2021
EXHIBIT “A”
SERVICES TO BE PEFORMED
Atty. Rev. 2021
EXHIBIT “B”
PAYMENT TERMS
Atty. Rev. 2021
EXHIBIT “C”
INSURANCE
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Dawn Jackson, Library Director
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving an Agreement with the County of Santa Barbara and the Cities of Lompoc, Goleta, Santa Barbara, and Carpinteria for the Operation of a County-wide Free Library System for Fiscal Year 2024-2025
Description:
The City Council will consider approving an Agreement with the County of Santa Barbara to provide for the operation of a Countywide Free Library System for Fiscal Year 2024-2025.
RECOMMENDATION:
Adopt a Resolution approving an Agreement with the County of Santa Barbara, the cities of Lompoc, Goleta, Santa Barbara, and Carpinteria to provide for the operation of a Countywide Free Library System for Fiscal Year 2024-2025.
BACKGROUND:
Since 1962, the County of Santa Barbara (County) has contracted annually with the cities of Lompoc, Santa Barbara, and Santa Maria to provide free library service to the cities and unincorporated areas of Santa Barbara County. The cities of Goleta and Carpinteria have contracted with the County since the formation of their city libraries in 2018 and 2022, respectively. Library funding is a discretionary matter decided each year by the Board of Supervisors.
Each city library is responsible for a separate "zone." Santa Maria is designated as Zone 3 which includes the cities and unincorporated areas located within or in close proximity to Cuyama, Guadalupe, Los Alamos, and Orcutt. With County funds, which have been allocated historically on a per-capita basis, the Santa Maria Public Library operates four branch libraries in Cuyama, Guadalupe , Los Alamos, and Orcutt. All County residents have free and equal access to all public libraries within the County.
Last year's Agreement for Fiscal Year 2023-2024 was brought to the City Council and approved on November 7, 2023.
2 DISCUSSION:
On December 17, 2024, the Board of Supervisors approved the Countywide Free Library System contract for Fiscal Year 2024-2025. The per capita base allocation for Fiscal Year 2024-2025 is $9.15 with additional funding allocated to County branches to mitigate a potential loss of open hours and programming reductions. The County contribution to library services in Zone 3 for 2024-2025 is based on a total population of 158,856. The Fiscal Year funding totals $ 1,709,234. This figure includes the additional allocation of $191,801 from cannabis funding, which provides an additiona l $21,045 for Cuyama , $30,249 for Guadalupe, $29,742 for Los Alamos, and $110,765 for Orcutt. In addition, Orcutt will receive $55,000 in other County funding to be used for rent, and the Main Library will receive $8,900 from the small branch library fund to expand Bookmobile services to unincorporated locations within Zone 3, such as school visits and occasional stops that will not impact service to Santa Maria residents.
The term of the County agreement commenced on July 1, 2024, and continues until June 30, 2025.
The payments are to be made by the County to cities in two installments: the first after execution of the Agreement by all parties, and no earlier than October 1, 202 4, but no later than February 1, 2025; and the second payment no earlier than March 1, 2025, but no later than April 1, 2025. Cities are to provide the County with an annual statement of receipts and disbursements no later than 60 days after the end of the fiscal year (Agreement Section 17, Reports of Receipts and Disbursements).
The County's Community Services Director is the designated representative for the County and the cities' Chief Librarians are the designated representatives for each of their citie s for the purpose of notices and correspondence (Agreement Section 1, Designated Representative and Section 22, Notices).
Alternative(s)
An alternative would be to decline the agreement and lose valuable funding to operate County branches.
Fiscal Considerations
Library Zone 3 (Santa Maria) will receive a total of $ 1,709,234. The City Main Library is allocated $1,062,898 or 62 percent of all County funds based on a population of 115,191 and small branch funding for the Bookmobile. The County branches will receive $646,336 calculated on a population estimate of 43,665 and cannabis funding allocated by the County Supervisors to cover projected deficits. County branch total budgets will be set as follows: Cuyama $29,289, Guadalupe $109,634, Los Alamos $51,309, and Orcutt $456,104.
Impact to the Community
The funds received under this Agreement are an important segment of the budget for the Main Library, as well as the County branches operated by the Santa Maria Public Library, located in Cuyama, Los Alamos, Guadalupe, and Orcutt. Renewal of this Agreement is 3 essential to maintain funding for library programs and to continue providing library services to all Zone 3 libraries and surrounding communities.
ATTACHMENTS
A. Resolution Approving an Agreement with the County of Santa Barbara B. Agreement for Operation of a Free Countywide Library System Fiscal Year 202 4-2025 C. Santa Barbara County Library Zones Map
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
APPROVING AN AGREEMENT WITH THE COUNTY OF SANTA BARBARA, AND
THE CITIES OF LOMPOC, GOLETA, SANTA BARBARA, AND CARPINTERIA
TO PROVIDE FOR THE OPERATION OF A COUNTYWIDE FREE LIBRARY SYSTEM FOR FISCAL YEAR 2024-2025
WHEREAS, the City of Santa Maria has contracted with the County of Santa Barbara since 1962 to provide library service to the unincorporated areas of the County; and
WHEREAS, the City of Santa Maria is responsible for "Zone 3," which is comprised of County branch libraries in Cuyama, Los Alamos, Orcutt, and Guadalupe with funds provided by the County; and
WHEREAS, all County residents have free and equal access to all public libraries within the County; and
WHEREAS, the 2024-2025 Agreement provides revenue and appropriations of $9.15 per capita and additional funding for branches based on projected deficits for a total of $1,709,234.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1 . The City Manager, or designee , is authorized to execute the Agreement incorporated herein by reference with the County of Santa Barbara, the cities of Lompoc, Goleta, Santa Barbara , and Carpinteria to provide for the operation of a Countywide Free Library system, and all other agreements or documents required to effectuate the terms of the agreement.
SECTION 2. The City Manager, or designee, is authorized to appropriate, release, and expend funds and issue warrants to comply with the terms of the agreement.
SECTION 3. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance with the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
///
Attachment A
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
Docusign Envelope ID: 2AB6B2A5-77 43-4C80-88FD-9FAC 133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
AGREEMENT FOR OPERATION OF A FREE COUNTYWIDE LIBRARY
SYSTEM
THIS AGREEMENT FOR OPERATION OF A FREE COUNTYWIDE LIBRARY SYSTEM ("Agreement") is hereby made by and among:
THE COUNTY OF SANTA BARBARA, a political subdivision of the State of California hereinafter, referred to as "County,"
CITY OF SANTA BARBARA, a municipal corporation, hereinafter referred to as "Santa Barbara," and
CITY OF LOMPOC, a municipal corporation, hereinafter referred to as "Lompoc," and CITY OF SANT A MARIA, a municipal corporation, hereinafter referred to as "Santa Maria," and
CITY OF CARPINTERIA, a municipal corporation, hereinafter referred to as "Carpinteria," and
CITY OF GOLETA, a municipal corporation, hereinafter referred to as "Goleta" (Santa Barbara, Carpinteria, Lompoc, Santa Maria, and Goleta hereinafter referred to collectively as the "Managing Cities" and each individually as a "Managing City").
WITNESSETH THAT:
WHEREAS, the parties hereto desire to operate a Countywide network of library services that provide for all inhabitants of the County of Santa Barbara open access to diverse resources and ideas that inspire learning, promote reading and enhance community life; and WHEREAS, the parties hereto desire to contract for the furnishing to all inhabitants of the County, including residents within cities, an equitable level of Countywide library services; and WHEREAS, the parties hereto recognize that, because library users cross jurisdictional boundaries, a Countywide network of library services best serves the needs of all users; and WHEREAS, the parties hereto believe such services can be most efficiently provided through the use of existing facilities within and outside of the five Managing Cities without the creation of County- operated duplicate establishments; and
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System WHEREAS, the parties hereto believe the fairest method of equalizing County funding for library services is for the County to contribute to the Managing Cities a given and equal amount of money for each person residing within their respective zones, with additional funds allocated annually for County branch libraries as hereinafter provided; and WHEREAS, the parties hereto desire to memorialize herein their agreement that the sums hereinafter specified will be sufficient contribution by the County during the term of this Agreement; and
WHEREAS, each Managing City, with the exception of Santa Barbara, is a member of the Black Gold cooperative library system, a service agency established by the authorization of the Public Library Development Act of 1963, since such membership is extended to the incorporated as well as the unincorporated areas of the County; and
WHEREAS, it is the intent of the parties hereto to use reliable local public revenue to fund core library services; federal, state and philanthropic money, if available, shall be used to supplement, but not supplant, local revenues appropriated for public libraries; and WHEREAS, in order to maintain service levels, funding from the County, Managing Cities and other jurisdictions should include annual increases according to an accepted regional consumer price index; and
WHEREAS, the parties hereto desire to work together and with other jurisdictions to increase funding and service levels for the Countywide network of library services.
NOW, THEREFORE, the parties hereto agree as follows:
1. Designated Representative
County's Community Services Department ("CSD") Director is the designated representative of County, and will administer this Agreement for and on behalf of County. Each of the Managing Cities' respective Library Directors is the designated representative for such Managing City. Each party hereto shall notify each of the other parties hereto in the event of a change of such party's designated representative.
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
2. Services to be Rendered
A map of Santa Barbara County Library Zones ("Zones," and each a "Zone") is attached hereto as Exhibit A and incorporated herein by reference ("Zone Map"). Each Managing City shall assume and provide the services of a public library for the Zone assigned to such Managing City hereunder, including, but not limited to, within the incorporated cities within such Zone, as described in greater detail in Section 5, below. The Library Director for each Managing City shall plan and administer a consolidated library program in the incorporated and unincorporated areas of the such Managing City's Zone.
All materials purchased by a jurisdiction within the County of Santa Barbara shall be available to all residents within the County of Santa Barbara via a direct loan or interlibrary loan, without charge. Each Managing City is encouraged to build collections that reflect community needs and wants within its assigned Zone, and may set restrictions on interlibrary loans of certain materials such as new titles and high demand items (for a period up to six (6) months), reference materials, and rotating or rental collections.
3. Term
The term of this Agreement shall be for the Fiscal Year 2024-2025, commencing on July 1, 2024, and terminating on June 30, 2025 {"Term"), unless earlier terminated in accordance with the provisions of this Agreement.
4. Termination by County or Withdrawal by Cities
At any time during the Term of this Agreement, County may, upon six-months' prior written notice to each of the Managing Cities, terminate this Agreement. At any time during the Term of this Agreement, each Managing City may, upon six-months' prior written notice to County and each of the other Managing Cities, withdraw from and cease to be a party to this Agreement. If any Managing City withdraws from this Agreement, then such Managing City shall repay to the County funds previously distributed to that Managing City hereunder on a pro rata basis with respect to the number of days remaining in the Term after such withdrawal becomes effective.
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
5. Library Zones
Each Managing City shall have the primary obligation to provide library services within the Zone assigned to such Managing City, as described in greater detail below. a Santa Barbara shall furnish library services to all persons inhabiting Zone 1, including the City of Santa Barbara, and the unincorporated areas of Montecito, Summerland, and Mission Canyon.
b. Lompoc shall furnish library services to all persons inhabiting Zone 2, including the City of Lompoc, and the unincorporated areas of the communities of Mission Hills, Vandenberg Village, and all of Vandenberg Space Force Base. c. Santa Maria shall furnish library services to all persons inhabiting Zone 3, including the Cities of Guadalupe and Santa Maria, and the unincorporated areas of the communities of Cuyama, Los Alamos, and Orcutt.
d. Goleta shall furnish library services to all persons inhabiting Zone 4, includingthe Cities of Goleta, Solvang, and Buellton, and the unincorporated areas of the communities of the Eastern Goleta Valley, Community Service Area 3 (CSA 3), Isla Vista, Gaviota, Hope Ranch, Los Olivos, and Santa Ynez.
e. Carpinteria shall furnish library services to all persons inhabiting Zone 5, including the City of Carpinteria and the unincorporated area of Toro Canyon. f Subject to County's contribution as set forth in Section 6.a, below, no Managing City may change the level of service (i.e., hours of operations or staffing) provided at County library branches (defined below) within such Managing City's Zone ("Service Level Change") without first complying with the provisions of this Section 5.f. the CSD Director or his or her designee ("CSD Director"). Any changes to the level of service must also be presented to the Library Advisory Committee for input. Each Managing City must provide written notice of each proposed or pending Service Level Change to the CSD Director and the Library Advisory Committee at least 90 days prior to implementation of such Service Level Change. Following receipt of such Service Level Change notice, the CSD Director will schedule a time for such Managing City to present such proposed Service Level Change to, and consult with, the Library Advisory Committee regarding same. The CSD Director or his or her designee will consult with such Managing City's Library Director within 30 days of the CSD Director's receipt of such Service Level Change notice. Such Managing City and its Library Director shall duly take into
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System consideration input from the CSD Director and the Library Advisory Committee regarding such proposed Service Level Change. "County library branches" include: County/City branch libraries within the Cities of Buellton, Solvang, and Guadalupe, referred to in this agreement as a "partner city" or "partner cities," as well as County branch libraries in the unincorporated areas of Montecito, Vandenberg Village, Orcutt, Los Alamos, and Cuyama.
6. Deposit and Allotment of Funds
Contribution for FY 2024/25:
a. County agrees to contribute $4,850,607 in Fiscal Year 2024/25 ("County Contribution"), which sum includes (i) $4,059,151 for library services (a per capita level of support of approximately $9.15), to be used for operations and acquisition of books and materials for inhabitants of the County of Santa Barbara, and (ii) $630,056 allocated to mitigate hours and programming reductions of County library branches at risk of reducing service levels. For the purpose of allocating the County Contribution among the Managing Cities for the 2024/2025 Fiscal Year, the parties hereto agree that the population count in each of the Zones, as determined in accordance with subpart 6.b, below, is as follows:
ATTACHMENT B
Docusign Envelope ID: 2A8682A5-7743-4C80-88FD-9FAC13384668 FY 2024-2025 Agreement for Operation of a Countywide Library System Table 1:
FY 24-25 FY 24-25 FY24-25 FY 24-25 FY24-25 FY 24-25 Total Population $9.15 Base • Per Cannabis/GFC Sm all Library Other County County Funding Library Branch Estimates Capita (incl. CPI) Funding Fund Funding by Zone Santa Barbara/Eastsid1 89,679 820,563 - . . 820,563
Montecito 9,156 83,777 230,294 50,000 - 364,071
Zone 1 98,835 904,340 230,294 50,000 . 1,184,634
Lompoc 49,089 449,164 - - . 449,164
Vandenberg Village 10,485 95,938 40,033 15,000 . 150,971 Zone 2
Santa Maria
Cuyama
Guadalupe
Los Alamos
Orcutt
Zone 3
Goleta
Isla Vista
Buellton
Solvang
Zone4
Carpinteria
Zone 5
General
59,574 545,102 40,033 15,000 - 600,135
115,191 1,053,998 - 8,900 . 1,062,898
901 8,244 21,045 - - 29,289
8,676 79,385 30,249 . - 109,634
2,357 21,567 29,742 - . 51,309
31,731 290,339 110,765 - 55,000 456,104
158,856 1,453,533 191,801 8,900 55,000 1,709,234
63,699 582,846 . - - 582,846
25,630 234,515 - 12,500 . 247,015
10,212 93,435 71,777 . . 165,212
10,212 93,435 96,151 . . 189,586
109,752 1,004,231 167,928 12,500 - 1,184,659
16,606 151,945 - - . 151,945
16,606 151,945 - . . 151,945
. . - . 20,000 20,000
Total 443,623 4,059,151 630,056 86,400 75,000 4,850,607 b. Subject to County budgetary appropriations and availability of funds, the portion of the County Contribution to be allocated and paid to each Managing City shall be based on: population figures certified for January I of the immediately preceding fiscal year, and published in June of that year, as shown in the California State Library (Certification of Population Figures), but one year in arrears ( e.g., FY 24/25 population based upon June I, 2023 data). Notwithstanding the foregoing, in no event shall the amount paid to a Managing City hereunder exceed the amount set forth in the "FY 24/25 Total County Funding by Zone" column for such Managing City in Table I, above.
ATTACHMENT B
Docusign Envelope ID: 2AB682A5-7743-4C80-88FD-9FAC13384668 FY 2024-2025 Agreement for Operation of a Countywide Library System c. Although the parties hereto acknowledge that Goleta may, in addition to the funds provided hereunder, receive other funds during the Term from County Service Area Number Three ("CSA No. 3"), established in 1990 by Measure L to fund the Goleta Valley Library via parcel tax assessment ("Measure L Funds"), this Agreement does not create, and shall not be construed as creating or giving rise to any duty, responsibility, obligation, promise, or liability on the part of the County with respect to the provision of Measure L Funds to Goleta or CSA No. 3. Goleta covenants and agrees that and Measure L Funds received by Goleta shall only be used for extended library facilities and services in CSA No. 3, d. Except as otheiwise provided herein, the payments to be made by County to each Managing City hereunder shall be made in two installments: the first after execution of this Agreement by such Managing City, no earlier than October 1, 2024, but no later than February 1, 2025, and the second payment no earlier than March 1, 2025, but no later than April 1, 2025; provided, however, that payment to a Managing City hereunder shall be conditioned on such Managing City's compliance with the reporting requirements hereunder.
e. In the event that any of the funds allocated to a library hereunder are not expended during the Tenn, such unspent funds shall be retained by the Managing City that is assigned hereunder to the Zone in which such library is located for use after the Term for library services at such library branch.
f No funds paid by County to any Managing City hereunder shall be used for purposes other than such Managing City's administration, maintenance, and operation of consolidated library services within such Managing City's Zone. Any funds provided hereunder which are used for other
purposes shall be reimbursed to County by the Managing City to whom such funds were disbursed hereunder.
g. In addition to the County Contribution, the County shall work in good faith to secure funding commitments from each city in which a branch library is operated through separate agreements with those cities. Partner cities are expected to contribute an amount at least equal to County funding for libraries within their
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System jurisdiction as shown in Table 1, above. Payments from partner cities shall be made according to the schedule set forth in Section 6.d, above. h. If a branch library moves from one Zone to another, or a new Zone is created for a branch library, the County may reserve a portion of funding allocated to the Managing City for the new Zone to reimburse the Managing City that administered such re-zoned branch library in its prior Zone for residual expenses for a period of one year after such relocation or re-zoning.
7. County Buildings
Ownership of branch library buildings and the land on which such buildings are situated or are to be situated, if situated on County land or purchased with County funds, shall be vested in County, and this Agreement shall not confer any rights on any Managing City to any such County owned branch library building or real property in any Zone. County may designate any such County building(s) for use by a particular Managing City or Managing Cities to serve a particular Zone or Zones, or any portion thereof. In so designating County buildings, County shall consider the recommendations of the Library Advisory Committee, as well as public comments and other relevant information.
Each Managing City to which a branch building is designated shall maintain, repair, and operate such branch library building to the extent funding is available and in accordance with Section 9, below. Upon a change or termination of such building designations, the Managing City shall vacate such building and return such building to County in the same condition as the Managing City received it, usual wear and tear excepted.
8. Furnishings, Equipment and Supplies
The parties hereto agree all furnishings and equipment, including, but not limited to, books, shelves, desks, tables, chairs, study carrels, telecommunication and computer equipment and systems, office machines, appliances, fixtures and HV AC systems, that are contained in and designated for use solely in a branch library for which the County is responsible for the property insurance. Such branch library locations include Cuyama, Montecito, Solvang and Vandenberg Village. In all other locations, the furnishings and equipment of each branch library shall be
ATTACHMENT B
Docusign Envelope ID: 2AB682A5-7743-4C80-88FD-9FAC13384668 FY 2024-2025 Agreement for Operation of a Countywide Library System deemed to be the property of the Managing City responsible for administering the Zone where such branch library is located.
Each Managing City shall solely be responsible for the cost of purchasing all office and restroom supplies needed for the operation of the branch libraries located within such Managing City's respective Zone ("Essential Supplies"), and shall notify the CSD Director in writing in the event that such Managing City lacks sufficient funding for such Essential Supplies, in which case, such Managing City may use funds provided hereunder for the stated purpose of purchasing such otherwise unaffordable Essential Supplies.
9. Facility Maintenance and Repair
Each Managing City shall perform all necessary maintenance, repairs, and replacements with respect to the branch libraries at locations owned by the County (i.e., Cuyama, Montecito, Solvang and Vandenberg Village) within such Managing City's Zone, in accordance with the Maintenance and Repair Responsibilities schedule attached hereto as Exhibit B and incorporated herein by reference, with the exception of the City of Carpinteria, which is subject to a separate 99-year lease agreement with the County. All such maintenance and repair work shall be done in a competent and workmanlike manner. Each Managing City shall notify the CSD Director in writing of any necessary maintenance or repairs to a County-owned branch within such Managing City's Zone that exceed the funds available to such Managing City hereunder. For maintenance and repairs that are the responsibility of County hereunder, each Managing City shall send a written request for service of such facilities within such Managing City's Zone to County at the address set forth below:
County of Santa Barbara, General Services Department
Attn: General Services Facilities Manager, Scott Hosking 1105 Santa Barbara Street, 2nd Floor
Santa Barbara, CA, 93101
Email: [email protected]
Phone: 805.568.2533
Each Managing City is allowed to use the funds provided to such Managing City hereunder for the stated purpose of facility maintenance and repair of such Managing City's branch locations. of
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
10. Janitorial Services
Each Managing City shall be responsible for directly managing and paying costs for janitorial services at each branch location in its respective Zone, unless a supplemental agreement is made with a partner city. Each Managing City is allowed to use the funds provided to such Managing City hereunder for the stated purpose of janitorial services.
11. Utilities
Each Managing City shall be responsible for paying the utilities and connection costs associated with the branch locations in its respective Zone, unless a supplemental agreement is made with a partner city. The utility service costs shall include charges for electricity, water, natural gas, telephone, cable, internet, and sewer services. Each Managing City is allowed to use the funds provided to such Managing City hereunder for the stated purpose of paying utilities at its branch locations.
Since County is assuming responsibility for paying utilities ( electricity, natural gas, refuse, and water) at the Solvang branch (located within Zone 4) and the Cuyama branch (located within Zone 3), County will withhold $5,000 from its allocations to both Goleta (Zone 4) and Santa Maria (Zone 3), to cover the costs of such utilities. In June 2025, County will deduct the actual costs of such utilities from such withholdings, and then transfer any remaining balance to Goleta (Zone 4), and Santa Maria (Zone 3), as applicable. Any additional utility costs that are incurred with respect to any of the Montecito, Solvang, or Cuyama branch locations that are not directly charged to County will be paid by each Managing City responsible for administering such Zone (i.e., Goleta for Solvang, Santa Maria for Cuyama, Santa Barbara for Montecito ).
12. Administration Charees
Each Managing City may recover from the funds allocated to it hereunder an administrative charge, in an amount not to exceed 25% of such Managing City's annual operating budget, that is reasonable and sufficient to reimburse the Managing City for the costs and expenses necessary to provide library services pursuant to this Agreement. Such administration charges may include the following items:
a. Administrative oversight including meetings with municipal leaders, Friends of the Library, and management from zone branch libraries; City Council meetings and
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC 133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System presentations; County Library Advisory representation and reporting; development and management of annual budgets; and, strategic planning. b. Human Resources Management, including time sheets; payroll; staff evaluations processing; promotions; new hire and termination processing; scheduling; training; and, internal communications.
c. Risk Management, including on the job injury and workers' compensation forms and reporting processing; and, building insurance reporting. d. Accounting, including reconciliation of cash receipts; materials (books, magazines, audio books, DVDs) purchases, receipts, and verification; invoice payment; digital vendor service initiation, purchase, and monitoring; and gift funds accounting. e. Information technology (IT), including the development, maintenance, and use of computer systems, software, networks, and equipment for the processing and distribution of voice and data communications.
f Reporting, including creation of reports to Federal, State and/or local authorities; quarterly and annual report generation for Santa Barbara County. g. Adult literacy, including tutor training; supervision of tutors and learners, workforce development.
h. User account management, including shipment, returns, holds, problem solving accounts, managing disputes, and damaged and lost item management.
1. Research and material access, including advanced research by librarians; interlibrary materials requests outside the cooperative system; gift materials processing; and, collection management.
J. Other, including ordering supplies and equipment; centralized liaison for services and communications with external parties; publicity and public relations support; technical troubleshooting; and, website and social media updates. k Allocated costs from Centralized City Departments, such as Information Technology, City Manager's Office, Legal Services, and Human Resources, in alignment with generally accepted cost accounting allocation principles.
ATTACHMENT B
Docusign Envelope ID: 2AB682A5-7743-4C80-88FD-9FAC13384668 FY 2024-2025 Agreement for Operation of a Countywide Library System Each Managing City shall document the financial basis for such administration charges if the total combined branch administration charges exceed 10% of the total County payments to the Managing City hereunder.
13. Library Advisory Committee
County's Board of Supervisors has by appointment created a Library Advisory Committee.
The term of office of each member of the Library Advisory Committee shall annually and automatically renew each year, unless replaced at the pleasure of the Board of Supervisors or by request of the nominating jurisdiction.
Each Managing City shall nominate one member for appointment by the Board of Supervisors. In addition, the partner cities of Buellton, Guadalupe, and Solvang, in recognition of their significant contributions to free library service within the County, may each nominate one member for appointment by the Board of Supervisors, and the County Supervisor of each supervisorial district shall nominate one member. In recognition of County Service Area 3 's significant contributions to free library service, County's Board of Supervisors shall appoint one member from the residents of County Service Area 3. The Supervisors shall further appoint one member of its Board, or a designee, to chair the Library Advisory Committee.
The Library Advisory Committee shall meet at least quarterly to review services and operations and to make advisory recommendations to the Board of Supervisors as follows:
a Ensure adequate library services to all the inhabitants of County; b. Review the operation of the library system and this Agreement; c. Submit advisory recommendations to ensure adequate service to branch libraries; d. Promote collaborative exchange of information among libraries; • Review annual library budgets and reports of service levels; and • Receive notices of reductions to the level of library services; and • Receive citizen input regarding library-related issues and make recommendations thereon.
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
14. Indemnification
In lieu of and notwithstanding the pro rata risk allocation which might otherwise be imposed between the parties pursuant to California Government Code Section 895.6, the parties hereto agree that all losses or liabilities incurred by a party hereto shall not be shared pro rata, but instead all parties hereto agree that, pursuant to California Government Code Section 895.4, each of the parties hereto shall fully indemnify and hold each of the other parties hereto, and their officers, board members, employees and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined by California Government Code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, board members, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such party under this Agreement. No party, nor any officer, board member, employee or agent thereof, shall be resp.onsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of any of the other parties hereto, or their officers, board members, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such other parties underthis Agreement.
15.lnsurance
Each Managing City to which a building is designated shall obtain and maintain in effect
during the period of such designation general and automobile liability insurance covering the use of such building by that Managing City to which it is designated, and by its officers, agents, employees or volunteers acting on Managing City's behalf or at Managing City's direction, with single limit coverage of not less than $1 million. Each Managing City shall also maintain Workers' Compensation coverage as required by the California Labor Code and employers' liability insurance. All insurance coverages are to be placed with insurers which ( 1) have a Best's rating of no less than A VII, and (2) are admitted insurance companies in the State of California. All other · insurers require the prior approval of County. The general and automobile liability insurance policy shall name County, its officers, agents and employees as additional insured, and shall not be canceled without giving at least thirty-days' prior written notice to County. County shall be furnished with a certificate of insurance by Managing City to which a branch library building has been designated prior to performance by Managing City. A copy of the endorsement evidencing
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System County has been added as a named additional insured on the policy must be attached to the certificate of insurance. The policy or policies shall include severability of interest or cross liability clause or equivalent wording. The policy or policies shall contain a provision of the following form: "Such insurance as is afforded by this policy shall be primary and contributory to the full limits stated in the declarations, and if County has other valid and collectible insurance for a loss covered by this policy, that other insurance shall be excess only".
As an alternative to the liability insurance requirements contained above, a Managing City can provide evidence in writing to County showing that it has an approved self-insurance program and will then only be required to submit a certificate of insurance for the difference, if any, between its self-insurance limit and $1 Million combined single limit coverage.
The property insurance for each building shall be borne by the party that owns the building.
For branch locations housed within a County-owned building, County shall be responsible for property insurance for both the building and its contents. Such locations include Carpinteria, Cuyama, Montecito, Solvang and Vandenberg Village. For each branch library located within a leased building, Managing City that is the lessee of the building space shall be responsible for property insurance for both the building and its contents. For the purpose of this Agreement, "content" includes furnishings, equipment, and supplies as identified in Section 8, as well as audiovisual and electronic materials such as books, subscriptions, government documents, and microfilm used by library patrons. Each Managing City is allowed to use the funds herein made available for the stated purpose of property insurance for contents in its respective branch facilities.
16. Budget, Revenue/Expenditure and Services Plan
a. On or before December 31, 2024, each Library Director shall confer with the County and a representative from each city in which a branch library operates in its zone to review expected funding and service levels for the next fiscal year. The CSD Director or his or her designee will initiate and lead this effort. b. Upon completion of review of expected funding and service levels under subsection
16.a, above, the County shall work in good faith to secure funding commitments from each branch library's partner city (and friends organization if the operating budget relies on more than $50,000 from friends organizations) and notify the
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-77 43-4C80-88FD-9FAC 133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System Library Director of expected funding amounts from the County, partner city, friends organizations, and other sources for the upcoming fiscal year. c. Upon completion of the activities in both subsections 16.a and 16. b, above, but no later than March 1 of each year, each Library Director shall submit to the County a Revenue/Expenditure plan and proposed budget for each branch. Such plan shall include:
• Operations budget for the previous, current, and upcoming fiscal year by branch library, as well as current reserves, if any, held by Managing City, broken out by branch library;
• Report of service levels in relation to adopted minimum or agreed upon target service levels, with estimated costs to reach adopted minimum or agreed upon target service levels;
• Anticipated changes to service levels;
• Capital/infrastructure needs and estimated costs; and • A library services plan for any unincorporated community within its zone that has a population of more than 10,000 and does not have a branch library.
17. Reports of Receipts and Disbursements
Upon adoption of a library budget by each Managing City, the Managing City shall provide to the County's designated representative a written copy of such budget showing the amount to be spent in each branch including anticipated disbursements from reserves and gifts. Amendments to branch budgets must be reviewed by the Library Advisory Committee prior to review by the Board of Supervisors. Such amendments may include unanticipated or required reductions or increases in revenue via any source. Managing Cities shall provide County with copies of amendments to branch budgets upon County's request.
Annually, each Managing City shall provide County with a statement of all receipts and disbursements made pursuant to this Agreement, listing all items of receipt and expenditure throughout the year. Such statements showing the amount spent in each respective County branch located in that Managing City's Zone shall include an itemization of salaries and wages, materials, supplies, and services, capital outlay, and use of reserves and gifts. In particular, such statement
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System shall show as separate items those obligations and expenditures which are made or incurred for the purpose set forth in Section 6. The annual financial statements shall be submitted no later than sixty (60) days after the end of the fiscal year. Each Managing City shall keep accurate accounts and records for funds expended to accomplish the purpose of this Agreement, and shall make such accounts and records available at all times for inspection and audit by authorized agents of the County of Santa Barbara. All such accounts and records shall be retained for at least a period of five (5) years after the fiscal year to which such records relate. All accounting records shall be kept in accordance with generally accepted accounting principles. COUNTY shall have the right to audit and review all such documents and records at any time during Managing City's regular business hours or upon reasonable notice. In addition, if this Agreement exceeds ten thousand dollars ($10,000.00), each Managing City shall be subject to the examination and audit of the California State Auditor, at the request of the COUNTY or as part of any audit of the COUNTY, for a period of three (3) years after final payment under the Agreement (Cal. Govt. Code Section 8546.7). Managing Cities shall be subject to, participate in, and cooperate with, all audits, examinations or reviews, whether by COUNTY, the State, or the Federal Government.
If federal, state or COUNTY audit, examination or review exceptions, findings, adjustments or disallowances are made relating to this Agreement, each Managing City shall reimburse its share respectively of all such exceptions, adjustments, and disallowances. ts. Gifts
Each Managing City shall have or adopt a gift policy, to inventory, characterize, track, and report on gifts made directly to a Managing City's individual branch library. Each ManagingCity shall provide a copy of its gift policy to the County. Each Managing City shall notify County of any changes made in the gift policy. In the event any person gives or bequeaths any gift directly to any library herein referred to, such gift shall be treated according to the gift policy of Managing City or County, as applicable. Any gift accepted for a library in the unincorporated areas of County shall become the property of County. Any gift accepted by a Main Library shall become the property of that Managing City. Each gift given directly to a library shall, to the extent desired by the presenter, contain specific reference regarding preferred use (i.e., programs, equipment, books etc.).
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
19. Emer2ency
In the event of an emergency (a) which results in a loss of library materials, and/or (b) which affects the ability of any branch library to maintain the current level of library service, any party hereto may request the assistance of any other party in obtaining replacement library materials necessary for the functioning of the affected branch; provided, that all expenditures for replacement materials are approved in advance and in writing by the requesting party, the assisting party shall be entitled to full reimbursement from the requesting party for all expenditures made in accordance with applicable laws governing the assisting party.
20. Assi2nment
No Managing City shall assign or otherwise transfer, in whole or in part, directly or indirectly, whether by operation of law or otherwise, this Agreement or any of such Managing City's rights or obligations hereunder, or any monies payable hereunder, without the prior written consent of County in each instance. Any attempt to so transfer without County's prior written consent shall be voidable by County.
21. Provisions Required by Law Deemed Inserted
Each and every provision oflaw and clause required by law to be inserted in this Agreement shall be deemed to be inserted herein, and this Agreement shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted or is not correctly inserted, then upon request of any party hereto this Agreement shall forthwith be physically amended to make such insertion or correction.
22. Notices
Any notice or consent required or permitted to be given under this Agreement shall be given to the respective parties in writing, by first class mail, postage prepaid, or otherwise delivered as follows:
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System County of Santa Barbara
Jesus Armas,
Community Services Director
123 East Anapamu Street, 2 nd Floor
Santa Barbara, CA 93101
Dawn Jackson, Library Director
Santa Maria Public Library
421 S. McClelland Street
Santa Maria, CA 93454
Sarah Bleyl, Library Director
Lompoc Public Library
501 E. North Avenue
Lompoc, CA 93436
Elizabeth Saucedo, Library Director
Goleta Valley Library
500 North Fairview
Goleta, CA 93117
Brandon Beaudette, Library Director
Santa Barbara Public Library
P.O. Box 1019
Santa Barbara, CA 93102
Jody Thomas, Library Director
Carpinteria Public Library
5141 Carpinteria A venue
Carpinteria, CA 93013
or at such other address or to such other person that the parties may from time to time designate. Notices and consents under this section, which are sent by mail, shall be deemed to be received five (5) days following their deposit in the U.S. mail.
23. Section Headin2s
The headings of the several sections, and any table of contents appended hereto, shall be solely for convenience of reference and shall not affect the meaning, construction or effect hereof.
24. Seyerability
If any one or more of the provisions contained herein shall for any reason be held to be invalid, illegal, or unenforceable in any respect by a court of competent jurisdiction, then such provision or provisions shall be deemed severable from the remaining provisions hereof, and such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein.
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-77 43-4C80-88FD-9FAC 133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
25. Remedies Not Exclusive
No remedy herein conferred upon or reserved to County is intended to be exclusive of any other remedy or remedies, and each and every such remedy, to the extent permitted by law, shall be cumulative and in addition to any other remedy given hereunder or now or hereafter existing at law or in equity or otherwise.
26. Entire A2reement and Amendment
In conjunction with the matters considered herein, this Agreement contains the entire understanding and agreement of the parties hereto regarding the subject matter hereof, and there have been no promises, representations, agreements, warranties, or undertakings by any of the parties, either oral or written, of any character or nature hereafter binding except as set forth herein.
This Agreement may be altered, amended, or modified only by an instrument in writing, executed by all the parties to this Agreement and by no other means. Each party waives its future rights to claim or assert that this agreement was modified, canceled, superseded, or changed by any oral agreements, course of conduct, waiver, or estoppel.
27. Successors and Assi2ns
All representations, covenants, and warranties set forth in this Agreement, by or on behalf of, or for the benefit of any or all of the parties hereto, shall be binding upon and inure to the benefit of such party and its permitted successors and assigns.
28. Compliance with Law
Each party hereto shall, at its sole cost and expense, comply with all County, State, and Federal ordinances, regulations, and statutes now in force or which may hereafter be in force with regard to this Agreement. The judgment of any court of competent jurisdiction, or the admission of any such party in any action or proceeding against such party that such party has violated any such ordinance or statute, shall be conclusive of that fact as between such party and County, whether or not County is a party in such litigation.
I() uf -::
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System
29. California Law
This Agreement shall be governed by the laws of the State of California. Any litigation regarding this Agreement or its contents shall be filed in the County of Santa Barbara, if in state court, or in the federal district court nearest to Santa Barbara County, if in federal court.
30. Execution of Counterparts
This Agreement may be executed m any number of counterparts and each of such counterparts shall for all purposes be deemed to be an original; and all such counterparts, or as many of them as the parties shall preserve undestroyed, shall together constitute one and the same instrument.
31. Authority
All signatories to this Agreement warrant and represent that they have the power and authority to enter into this Agreement in the names, titles, and capacities herein stated and on behalf of any entities, persons, or firms represented or purported to be represented by such signatories and that all formal requirements necessary or required by any local, state and/or federal law in order to enter into this Agreement have been fully complied with. Furthermore, by entering into this Agreement, each party hereby warrants that it shall not have breached the terms or conditions of any other contract or agreement to which that party is obligated, which breach would have a material effect hereon.
32. Di2ita1 and/or Electronic Sienatures
Digital and/or electronic signatures created in a manner consistent with the County's Electronic and Digital Signature Policy ITAM-0430 (12/8/2020) shall satisfy the County's requirements for signing this document. Signatures can be made by electronic, scanned, faxed, and/or digital means. Contracts signed with proper electronic and digital signatures are valid and enforceable.
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System ATTACHMENTS:
• Exhibit A - County Zone Service Delivery Map
• Exhibit B - Maintenance and Repair Responsibilities for County Owned Library Facilities 2l
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System IN WITNESS WHEREOF, the parties have executed this Agreement to be effective as of the date executed by County.
ATTEST:
Mona Miyasato
County Executive Officer
Clerk of the Board
B�b� 11-< cikL��
Deputy Clerk
RECOMMENDED FOR APPROVAL:
Community Services Department
la
DocuSlgned by:
L!;���04�6���--
By: __________ _
Department Head
APPROVED AS TO FORM:
Rachel Van Mullem
County Counsel
!,
Signed by:
�c�l��
By:-----------
Deputy County Counsel
Page :22 of27
COUNTY OF SANTA BARBARA � ·,
By:\. �
SteveL�
Chair, Board of Supervisors
Date: 12 -l 1-L-v{:
APPROVED AS TO ACCOUNTING
FORM:
Betsy M. Schaffer, CPA
Auditor-Controller Ir Signed by:
By: ____ L:_so_�_o_ssl/l,(}.,_01_oe_3!_E_��--St...1A,_
Deputy
APPROVED AS TO FORM:
Greg Milligan
Risk Manager
!
✓
Signed by:
L�t�� By:-----------
Risk Management
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the __ _ day of ________ _, 2025.
CITY OF SANTA MARIA
By:�---------
Mayor
APPROVED AS TO FORM:
By:
City Attorney
ATTEST:
By:
City Clerk
APPROVED AS TO FORM:
By: __________ _
Risk Manager
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the __ _ day of _______ , 2025.
CITY OF SANTA BARBARA
By:�---------
City Administrator
APPROVED AS TO FORM:
By:
City Attorney
nf ""'
ATTEST:
By:�--------
City Clerk
APPROVED AS TO FORM:
By: ____________ _
Risk Manager
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the __ _ day of _______ , 2025.
CITY OF LOMPOC ATTEST:
By: ________ _ By:
Mayor ______ _ City Clerk ________ _
APPROVED AS TO FORM:
By:
City Attorney
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the __ _ day of ________ , 2025.
CITY OF GOLETA ATTEST:
By: By: _______ _
Mayor _________ _ City Clerk ________ _
APPROVED AS TO FORM:
By: __________ _
City Attorney
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 FY 2024-2025 Agreement for Operation of a Countywide Library System IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the __ _ day of ______ _, 2025.
CITY OF CARPINTERIA ATTEST:
By: __________ _ By:.--------
Mayor _________ _ City Clerk ________ _
APPROVED AS TO FORM:
By: __________ _
City Attorney
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 Exhibit A - Map of Library Service Delivery Zones
of the
FY 2024-2025 Agreement for Operation of a County-wide Library System
ATTACHMENT B
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ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668 Exhibit B - Maintenance and Repair Responsibilities for Library Facilities of the
FY 2024-2025 Agreement for Operation of a County-wide Library System
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC13384668 EXHIBIT "B"
MAINTENANCE AND REPAIR RESPONSIBILITIES FOR COUNTY LIBRARY FACILITIES
CUY AMA, MONTECITO, SOLVANG AND VANDENBERG VILLAGE
ITEM NOT COUNTY MANAGING
NO. ITEM APPLICABLE CITY
1. Building Exterior
Repair Walls X
Painted Surfaces* X
Door and Window Trim X
Doors, Hardware X
Windows: Hardware and Screens X
Locks X
Roof X
Rain Gutters X
Flashing X
Down Spouts X
Lighting
Bulbs X
Fixtures X
Transformers X
Fluorescent Lights X
Ballast X
Handrails X
Signs (County Designation) X
Timers X
Gutters X
Decking Walkways Replace Maintain
Exterior Patios X
Decking (Overdecking on roof top area) X
Water Softener, Filter and Conditioner X
Stairs X
Roof Drains X
Gates X
Gas/Water Lines X
Elect. Lines X
Phone/ Computer Lines X
Sewer Lines X
ATTACHMENT B
Docusign Envelope ID: 2AB682A5-7743-4C80-88FD-9FAC13384668
ITEM NOT COUNTY MANAGING
NO. ITEM APPLICABLE CITY
2. Building Interior
Repair Walls X
Painted Surfaces X
Doors, Hardware X
Locks X
General Cleaning X
Floor, Sweeping and Cleaning X
Carpet, Vacuum and Cleaning X
Window Coverings X
Lighting
Bulbs X
Fixtures X
Transformers X
Fluorescent Lights X
Ballast X
Handrails (ADA) X
Signs X
Timers X
Drinking Fountains X
Ceiling X
Showers X
Toilet/Urinals (Replacement) X
Toilet/Urinals (Maintenance) X
Sink & Faucets (Replacement) X
Sink & Faucets (Maintenance) X
Gas Lines X
Water Lines X
Sewer Lines/Drains X
Phone Lines & Jacks X
Computer Lines & Jacks X
T.V. Cable & Jacks X
Phones X
Towel Racks X
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-7743-4C80-88FD-9FAC133B4668
ITEM NOT COUNTY MANAGING
NO. ITEM APPLICABLE CITY
Garbage Disposal X
Refrigerator/ Microwave X
Stove X
Counter Tops, replacement X
Cabinets, replacement X
Dish Washer X
Trash Compactor X
3. Grounds
Drinking Fountains X
Mail Boxes X
Fences X
Trash Bins X
Trash Enclosures Replace Maintain
Bike Racks X
Signs (County) X
Litter Pick-up X
Lighting
Parking Lot X
Driveways X
Walkways X
Timers ( external) X
Timers (internal) X
Signs X
Cleaning, Sidewalks, Walkways, Parking Lot X
4. Landscaping
Trees X
Shrubs X
Flowers X
Lawn X
ATTACHMENT B
Docusign Envelope ID: 2AB6B2A5-77 43-4C80-88FD-9FAC 133B4668
ITEM NOT COUNTY MANAGING
NO. ITEM APPLICABLE CITY
Watering X
Sprinkler, Repair and Replace X
Headers X
Rodent/Pest X
Seeding X
Fertilizer X
Plant Trimming X
Plant Removal X
Plant Replacement X
Tree Care & Trimming X
5. Mechanical Systems
Electrical Panels, Breaker, Interior X
Electrical Fuses, Interior Replace Maintain
Electrical Receptacle, Switches, Interior X
Electrical Central Switches X
Elevator X
Heating Replace Maintain
Air Conditioning Replace Maintain
Water Heater Replace Maintain
6. Roadways/Parking Lots
Repair & Maintenance
Striping X
Handicap Signage X
Asphalt Surface, Curbing X
Cement Surface, Curbing X
Wheel Stops X
Drainage X
Signs X
ATTACHMENT B
Docusign Envelope ID: 2AB682A5-7743-4C80-88FD-9FAC13384668
ITEM NOT COUNTY MANAGING
NO. ITEM APPLICABLE CITY
7. Fire Equipment
Sprinklers X
Hoses X
Extinguisher (interior) X
Alarm Systems X
Smoke Detectors Replace Maintain
8. Other Items
Paper supplies, dispensers, waste containers, X
soap in restrooms and kitchens
Interior janitorial products and services X
Interior Floor Waxing, Sweeping X
Window Washing (interior & exterior) X
Exterior sweeping entry, sidewalks and X
walkways
Janitorial service for public areas or X
common use areas
Broken window glass or door glass** X
Refuse, Rubbish and Garbage Disposal X
Cleaning Storage Rooms, Utility Rooms X
Exterminating X
Carpet Replacement, X
Linoleum Replacement, and/or
Tile Replacement
Building Foundation X
Flooring (wood & concrete) X
Utility mains & appurtenances X
Library Drop Box X
ATTACHMENT B
ATTACHMENT C
Santa Barbara County Library Zones Map
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Daniel Cohen, Interim Chief of Police
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving the Donation of K9 and Headset Equipment from the Santa Maria Police Council
Description:
The City Council will consider approving the receipt of donations of K9 and Headset Equipment from the Santa Maria Police Council to enhance safety in the Santa Maria Police Department.
RECOMMENDATION:
Adopt a Resolution approving the donation of K9 and headset equipment to the Santa Maria Police Department from the Santa Maria Police Council.
BACKGROUND:
The Santa Maria Police Council (SMPC) is a 501(c)(3) non -profit corporation with the mission to serve and support the Santa Maria Police Department (SMPD) by way of purchasing safety materials, equipment, and training for the men and women of the department over and above what the City’s operating budget has allocated. Since the SMPC’s formation in August 2007, they h ave donated many items of equipment and funded training for the SMPD.
Government Code Section 37354 provides that the City Council may accept any gift, bequest, or devise made to or for the City, or to or for any of its offices in their official capacity, or in trust for any public purpose. City Administration Memo CAM 2017-01 sets forth procedures for reviewing, accepting, and acknowledging gifts and/or donations offered to the City in order to: 1) establish compliance with the law in a consistent manner regardless of the source of the donation; 2) establish uniform procedures for the receipt of donations to the City; 3) cultivate an environment where residents and businesses want to contribute to the City’s programs and facilities; 4) promptly acknowledg e and express appreciation for donations; and 5) assure donations are properly inventoried and accounted for.
DISCUSSION:
The donation of funding to purchase an additional K9 service animal, training, and equipment necessary to expand the K9 unit will s ignificantly benefit the department and 2 community. The additional K9 service animal will expand the availability of this tool, which allows officers to safely locate concealed evidence and suspects.
The donation of headset equipment will replace equipmen t that is past its functional service life. The headsets provide portable radio connectivity allowing for essential communications during SWAT and K9 operations. The headsets are also critical to protect the hearing of officers during these operations as well as during range training.
Fiscal Considerations
There is no fiscal impact on the General Fund associated with this donation. The total cost of the K9 expansion includes purchase of the K9, all travel costs necessary for training as well as equipmen t needed and is estimated at $51,140, which will be paid in full by the SMPC. Minimal costs outside of these expenses will be absorbed within the existing budget of the unit.
The total cost of the headset equipment is estimated at $35,904 and will be paid in full by the SMPC. In accordance with the City’s Gift and/or Donation Policy, offers of donations valued at more than $25,000 must be accepted by the City Council.
Impact to the Community
This donation highlights the vital role the Santa Maria Police Department plays in the community, as recognized by the Santa Maria Police Council. The donated equipment and associated training will significantly enhance the safety of both police officers and the community, further supporting the department's ongoing efforts to protect and serve.
Attachments:
A - Resolution
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MARIA, CALIFORNIA, ADOPTING THE
DONATION OF K9 AND HEADSET EQUIPMENT TO THE CITY
OF SANTA MARIA POLICE DEPARTMENT FROM THE SANTA
MARIA POLICE COUNCIL
WHEREAS, the Santa Maria Police Council has donated K9 and headset equipment with an estimated value of $87,044; and
WHEREAS, Government Code Section 37354 provides that the City Council may accept any gift, bequest, or devise made to or for the City, or to or for any of its officers in their official capacity or in trust for any public purpose; and
WHEREAS, the City’s Gift and/or Donation Policy CAM 2017-01 requires offers of monetary donations or items valued more than $25,000 must be accepted by the City Council.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1. Accept the donation of K9 and headset equipment from the Santa Maria Police Council in the estimated amount of $87,044, and direct the City Manager or designee, to prepare a letter of appreciation to the Santa Maria Police Council; and
SECTION 2. The Chief Deputy City Clerk is hereby authorized to make m inor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
///
///
///
///
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving an Award of Bid to John Madonna Construction Co., Inc. for Well 6s Intertie Project, Bid No. 2024-13
Description:
The City Council will consider approving the award of Bid No. 2024-13 for the construction of the Well 6S Intertie Project. This project consists of installing new water line piping and connections to Well No. 6, along Airpark Drive.
Environmental Notice: Environmental Review for this project was completed through the preparation of an Initial Study/Mitigated Negative Declaration for the City of Santa Maria Well 6 s Intertie Special Project (SCH# 2022120105) pursuant to the California Environmental Quality Act State Guidelines.
RECOMMENDATION:
Adopt a Resolution awarding a bid to John Madonna Construction Co., Inc., in the amount of $1,153,158.55, for the construction of Well 6s Intertie Project, Bid No. 2024-13.
BACKGROUND:
Under the direction of the City of Santa Maria Utilities Department, the project was designed by HDR Inc. This project will consi st of installing approximately 2,000 feet of new 18-inch ductile iron water line piping and connections to Well No. 6, adjacent to the Santa Maria Public Airport, along Airpark Drive.
DISCUSSION:
The project was extensively advertised for bids. The City received five bids, which were opened on January 14, 2025. A summary of the bids submitted are as follows:
Bidder Bid Amount
John Madonna Construction Co., Inc. $ 1,153,158.55
Tierra Contracting $ 1,434,465.00
The J.F. Will Company Inc. $ 1,461,977.00
Joseph Construction and Consulting Inc
dba Joseph Engineering
$ 1,552,279.19
Specialty Construction, Inc. $ 1,559,400.00
A detailed tabulation of the bids received is attached (Attachment B). Signed proposals and bid bond forms are available for viewing in the office of the Director of Public Works located at 110 South Pine Street, Suite 221, Santa Maria, CA 93458.
The lowest responsive, responsible bid was submitted by John Madonna Construction Co., Inc., in the amount of $1,153,158.55.
John Madonna Construction Co., Inc., from San Luis Obispo, CA has performed and successfully completed similar work for many cities throughout the Central Coast. In addition, they have submitted references for their work history. City staff has checked the firm’s references and are comfortable with the ability of the contractor to perform the work successfully. Therefore, the recommended action is to award the bid to John Madonna Construction Co., Inc. in the amount of $1,153,158.55.
Alternative(s)
The alternative to the recommended action would be to reject all bids.
Fiscal Considerations
Funding for this project is supported by the Utilities Department, “Well 6 to Well 11 Intertie” account.
Available Budget Account Amount
002-011-080-52-58
$ 1,546,460.81
Estimated Expenditures Amount
Award
Contingency (20%)
$ 1,153,158.55
$ 230,631.71
Inspection, Testing, Staff Time (10%) $ 138,379.03 Total $ 1,522,169.29
Impact to the Community
The community will benefit from the inter -connect of Well No. 6 to Well No. 11, as this project will provide an additional source of water to the current water supply system.
ATTACHMENTS
A. Resolution
B. Detailed Bid Results
C. Agreement
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
AWARDING A BID TO JOHN MADONNA CONSTRUCTION CO., INC.,
IN THE AMOUNT OF $1,153,158.55 FOR THE CONSTRUCTION
OF WELL 6S INTERTIE PROJECT, BID NO. 2024-13
WHEREAS, the City of Santa Maria formally advertised Well 6s Intertie Project, Bid No. 2024-13 (“Project”); and
WHEREAS, the Notice Inviting Bids was published and posted in compliance with applicable sections of the Public Contract Code; and
WHEREAS, the bids were publicly opened at 2:00 p.m. on January 14, 2025; and
WHEREAS, John Madonna Construction Co., Inc., was determined to be the lowest responsive, responsible bidder who included all required documentation, bid bonds, and signatures; and
WHEREAS, an Environmental Review for this project was completed through the preparation of an Initial Study/Mitigated Negative Declaration for the City of Santa Maria Well 6 s Intertie Special Project (SCH# 2022120105) pursuant to the California Environmental Quality Act State Guidelines.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1. The Mayor is hereby authorized and directed to execute, for and on behalf of the City of Santa Maria, an Agreement with John Madonna Construction Co., Inc., for the Well 6s Intertie Project, Bid No. 2024-13, for the award amount of $1,153,158.55;
SECTION 2. The award of the bid is conditional upon execution of the Agreement by the successful bidder in the form and terms set forth therein by the City;
SECTION 3. The City Manager, or designee, is hereby authorized and directed to designate funds from the Utilities Account for the approved project in the amount of $1,522,169.29;
SECTION 4 . The City Manager, or designee, is hereby authorized to approve Contract Change Orders so long as expenditures do not exceed funding approved for the project; and
SECTION 5. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent
of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
City of Santa Maria
Bid Results for Project WELL 6S INTERTIE PROJECT (2024‐13) Issued on 12/09/2024
Bid Due on January 14, 2025 2:00 PM (PST)
BASE BID SCHEDULE
Item Code Description Unit Quantity Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total 1 1 MOBILIZATION, DEMOBILIZATION, BONDS AND INSURANCE LS 1 $135,000.00 $135,000.00 $100,000.00 $100,000.00 $128,520.00 $128,520.00 $40,688.90 $40,688.90 $50,000.00 $50,000.00 2 2 CONSTRUCTION DEWATERING T&M 1 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 3 3 SHORING FOR WORKER PROTECTION LS 1 $29,500.00 $29,500.00 $35,000.00 $35,000.00 $38,976.00 $38,976.00 $58,415.80 $58,415.80 $47,600.00 $47,600.00 4 4 EROSION CONTROL MEASURES LS 1 $8,000.00 $8,000.00 $15,000.00 $15,000.00 $22,992.00 $22,992.00 $34,193.77 $34,193.77 $31,150.00 $31,150.00 5 5 DISINFECTION AND PRESSURE TESTING LS 1 $12,000.00 $12,000.00 $25,000.00 $25,000.00 $15,672.00 $15,672.00 $41,467.41 $41,467.41 $15,400.00 $15,400.00 6 6 REMOVE EXISTING WELL PIPING LS 1 $3,500.00 $3,500.00 $5,000.00 $5,000.00 $11,112.00 $11,112.00 $11,888.34 $11,888.34 $18,000.00 $18,000.00 7 7 CONVENTIONAL BORE (30‐INCH STEEL CASING) LS 1 $282,200.00 $282,200.00 $175,000.00 $175,000.00 $222,376.00 $222,376.00 $218,388.03 $218,388.03 $371,000.00 $371,000.00 88 2 ‐INCH AIR RELEASE AND VACUUM VALVE EA 3 $6,995.00 $20,985.00 $3,500.00 $10,500.00 $11,936.00 $35,808.00 $6,879.44 $20,638.32 $8,500.00 $25,500.00 99 1 2 ‐INCH GATE VALVE & VALVE BOX EA 1 $5,890.00 $5,890.00 $3,850.00 $3,850.00 $8,590.00 $8,590.00 $5,228.02 $5,228.02 $6,000.00 $6,000.00 10 10 14 ‐INCH GATE VALVE & VALVE BOX EA 2 $14,550.00 $29,100.00 $10,000.00 $20,000.00 $19,318.00 $38,636.00 $20,687.85 $41,375.70 $14,500.00 $29,000.00 11 11 18 ‐INCH DUCTILE IRON PIPE LF 2035 $283.53 $576,983.55 $489.00 $995,115.00 $437.00 $889,295.00 $506.14 $1,029,994.90 $450.00 $915,750.00 Subtotal $1,153,158.55 Subtotal $1,434,465.00 Subtotal $1,461,977.00 Subtotal $1,552,279.19 Subtotal $1,559,400.00 John Madonna Construction Co., Inc. Tierra Contracting The J. F. Will Company, Inc. Joseph Engineering Specialty Construction, Inc.
Attachment B
Attachment C
AGREEMENT
THIS AGREEMENT, made and entered into this 18th day of February 2025, by and between John Madonna Construction Co., Inc., hereinafter referred to as "Contractor," and the City of Santa Maria in the County of Santa Barbara, California, hereinafter referred to as "Owner."
WITNESSETH:
That for and in consideration of the promises and agreements hereinafter made and exchanged, Owner and Contractor agree as follows:
1. That Contractor shall complete the work generally described as follows: Well 6s Intertie Project (PW Bid No. 2024-13), in accordance with the Contract Documents therefore, adopted by the City Council, of Owner, as prepared by City of Santa Maria.
2. That Owner will pay Contractor progress payments and the final payment, in accordance with the provisions of the contract documents, with warrants drawn on the appropriate fund or funds as required, at the prices bid on the proposal form accepted by Owner and set forth in this agreement.
Total Bid of ONE MILLION , ONE-HUNDRED FIFTY-THREE THOUSAND, ONE
HUNDRED FIFTY-EIGHT DOLLARS AND FIFTY-FIVE CENTS
Contract Price in Figures $1,153,158.55
3. Contractor agrees to complete said work within the contract time of forty-five (45) working days, from the day following the issuance of the Notice to Proceed, and approved extensions thereof, to the satisfaction of Owner before final payment is made.
4. Time is of the essence on this contract.
5. It is mutually understood and agreed that time is of the essence of this agreement and that it is difficult to ascertain the amount of damages required to properly compensate Owner for failure by Contractor to comply with all the contract requirements within the time fixed in the agreement.
In accordance with California Government Code, Section 53069.85, the amount of liquidated damages to be paid to Owner for each day completion is delayed beyond the time for completion, shall be five hundred ($500) dollars . Contractor hereby acknowledges that it has reviewed said provisions relating to liquidated damages and the amount thereof and accepts the same as being reasonable under the circumstances and as a material part of the consideration for this contract. Contractor also acknowledges that progress payments made after the scheduled completion date do not constitute a waiver of liquidated damages.
Attachment C
6. That, in accordance with Section 1774 of the California Labor Code, Contractor will pay, and will require subcontractors to pay, employees on the project a salary or wage at least equal to the prevailing salary or wage established for such work as set forth in the wage determinations and wage standards applicable to this work, contained in or referenced in the contract documents.
7. That, in accordance with Section 1775 of the California Labor Code, Contractor shall forfeit to Owner, as a penalty, not more than two hundred dollars ($200) for each day, or portion thereof, for each worker paid, either by Contractor or any subcontractor, less than the prevailing rates as determined by the Director of the California Department of Industrial Relations for the work.
8. That, in accordance with Section 1777.5 of the Labor Code, this agreement fixes the responsibility of compliance with said Section 1777.5 for all apprenticeable occupations with the prime Contractor.
9. That, except as provided in Section 1815 of the California Labor Code, in the performance of the work not more than eight (8) hours shall constitute a day's work, and not more than forty (40) hours shall constitute a week's work; that Contractor shall not require more than eight (8) hours of labor in a day nor more than forty (40) hours of labor in a week from any person employed by Contractor or any subcontractor; that Contractor shall conform to Division 2, Part 7, Chapter 1, Article 3 (Section 1810, et seq.) of the California Labor Code; and that Contractor shall forfeit to Owner, as a penalty, the sum of twenty-five dollars ($25) for each worker employed in the execution of the work by Contractor or any subcontractor for each day during which any worker is required or permitted to labor more than eight (8) hours in violation of said Article 3.
10. That Contrac tor shall carry workers' compensation insurance and require subcontractors to carry workers' compensation insurance as required by the California Labor Code.
11. That Contractor shall have furnished, prior to execution of the contract, three bonds approved by Owner: (1) the faithful performance bond in the amount of one-hundred percent (100%) of the contract price, to guarantee the faithful performance of the work; (2) the labor and material bond in the amount of one-hundred percent (100%) of the contract price, to guarantee payment of all claims for labor and materials furnished; and (3) the guarantee and defective material bond in the amount of ten percent (10%) of the contract price, to guarantee the one year maintenance of public improvements.
This contract shall not become effective until such bonds are supplied to and approved by Owner.
12. That Contractor, prior to execution of the contract shall comply with the following Department of Industrial Relations requirements.
1. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Attachment C
Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].
2. 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.
3. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
13. That this agreement, by reference, includes the contract documents defined in Document 00700, General Conditions.
14. That Contractor agrees to devote the time necessary to perform the services set forth in this agreement in an efficient and effective manner. Contractor may represent, perform services for and be employed by additional in dividuals or entities, in Contractor's sole discretion, as long as the performance of these extra -contractual services does not interfere with or present a conflict with City's business.
15. The agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this section shall be construed as consent by City to any assignment of this agreement or any interest in this agreement.
(REMAINDER OF PAGE LEFT INTENTIONALLY BLANK.)
Attachment C
IN WITNESS WHEREOF, said Contractor and the Mayor of Santa Maria, by Resolution No. of the City Council, of Owner thereunto duly authorized, have caused the names of said parties to be affixed hereto, each in triplicate, the day and year first above written.
CONTRACTOR:
___________________________
John Madonna
CEO
OWNER:
Alice Patino
Mayor
ATTEST:
Donna G. Schwartz
Chief Deputy City Clerk
APPROVED AS TO FORM:
_______________________________
Risk Manager
_______________________________
City Attorney
Attachment C
EXHIBIT “A”
INSURANCE REQUIREMENTS
Provider shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Provider, his/her agents, representatives, or employees. If the Provider maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Provider.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial G eneral Liability coverage (occurrence form CG 0001), including products and completed operations, property damage, bodily injury and personal & advertising injury.
2. Insurance Services Office Business Auto Coverage Form Number CA 00 01 covering any au to (Code 1), or if Provider has no owned autos, covering hired (Code 8) and non-owned autos (Code 9).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the Provider's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability.
5. Cyber Liability Insurance, Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasi on of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response co sts as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
Attachment C
B. Minimum Limits of Insurance
Provider shall maintain limits no less than:
1. General Liability - $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability - $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: Statutory limits.
4. Employer's Liability - $1,000,000 per accident for bodily injury or disease.
5. Errors and Omissions Liability - $1,000,000 per occurrence or claim, $2,000,000 aggregate.
6. Cyber Liability- $2,000,000 per occurrence or claim, $2,000,000 aggregate.
C. Self-insured Retentions
Self-insured retentions must be declared to and approved by the City.
The City may require the Provider to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention.
D. Other Insurance Requirements
The liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Provider including materials, parts or equipment furnished in connection with such work or
operations. General liability coverage can be provided in the Attachment C
form or an endorsement to the Provider’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions are used).
2. For any claims related to this project, the Provider's insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Provider's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or reduced, except with notice stating the title of this contract to the City. All notices provided pursuant to this Agreement shall be given to the City representative listed for notice in this agreement and shall specify the title of this Agreement. Notice may be given by overnight mail, facsimile with confirmation of receipt, or certified mail with return-receipt requested.
4. Provider hereby grants to City a waiver of any right to subrogation which any insurer of said Provider may acquire against the City by virtue of the payment of any loss under such insurance. Provider agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not t he City has received a waiver of subrogation endorsement from the insurer.
5. If any of the required policies provide claims-made coverage:
a. The Retroactive Date must be shown, and must be
before the date of the contract or the beginning of contract work. b. Insurance must be maintained and evidence of
insurance must be provided for at least five (5) years after completion of the contract of work.
c. If coverage is canceled or non -renewed, and not
replaced with another claims -made policy form with a
Retroactive Date prior to the contract effective date, the Provider must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Attachment C
F. Verification of Coverage
Provider shall furnish the City with original certificates and amendatory endorsements of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Provider’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
G. Special Risks or Circumstances
The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving an Award of Bid to Kaweah Pump Inc. for Well 12s Rehabilitation Project, Bid No. 2024-15
Description:
The City Council will consider approving the award of Bid No. 2024-15 for the construction of the Well 12s Rehabilitation Project. This project consists of the well rehabilitation work of Well 12s.
Environmental Notice: The Project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 of the California Environmental Quality Act State Guidelines.
RECOMMENDATION:
Adopt a Resolution awarding a bid to Kaweah Pump Inc., in the amount of $349,615, for the construction of the Well 12s Rehabilitation Project, Bid No. 2024-15.
BACKGROUND:
Under the direction of the City of Santa Maria Utilities Department, the project was designed internally by Utilities staff. This project will consist of well rehabilitat ion work, including but not limited to, pump disassembly & modifications, column extension & pump assembly, downhole inspection (video surveillance, steel casing integrity and casing plumbness testing), well performance testing, water sampling, standard in dustry mechanical and chemical well treatments.
DISCUSSION:
The project was extensively advertised for bids. The City received six bids, which were opened on January 7, 2025. A summary of the bids submitted are as follows:
Bidder Bid Amount
Kaweah Pump Inc. $349,615.00
South Valley Companies Inc. $351,000.00
General Pump Company $368,022.73
Zim Industries, Inc. dba Bakersfield Well &
Pump Company
$396,400.00
Pacific Coast Well Drilling, Inc. $472,000.00
Layne Christensen Company $571,398.00
A detailed tabulation of the bids received is attached (Attachment B). Signed proposals and bid bond forms are available for viewing in the office of the Director of Public Works located at 110 South Pine Street, Suite 221, Santa Maria, CA 93458.
The lowest responsive, responsible bid was submitted by Kaweah Pump Inc., in the amount of $349,615.
Kaweah Pump Inc., based in Visalia, CA, has successfully performed similar work for many cities throughout California, particularly in the Central Valley. In addition, they have submitted references for their work history. City staff has checked the firm’s references and are comfortable with the ability of the contractor to perform the work successfully.
Therefore, the recommended action is to award the bid to Kaweah Pump Inc. in the amount of $349,615.
Alternative(s)
The alternative to the recommended action would be to reject all bids
Fiscal Considerations
Funding for this project is supported by the Utilities Department, “Well Maintenance” account.
Available Budget Account Amount
002-011-080-52-14
$ 1,620,426.41
Estimated Expenditures Amount
Award
Contingency (20%)
$ 349,615.00
$ 69,923.00
Inspection, Testing, Staff Time (12%) $ 41,953.80 Total $ 461,491.80
Impact to the Community
The community will benefit from the maintenance of Well 12s.
ATTACHMENTS
A. Resolution
B. Detailed Bid Results
C. Agreement
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
AWARDING A BID TO KAWEAH PUMP INC., IN
THE AMOUNT OF $349,615 FOR THE CONSTRUCTION
OF THE WELL 12S REHABILITATION PROJECT, BID NO. 2024-15
WHEREAS, the City of Santa Maria formally advertised Well 12s Rehabilitation Project, Bid No. 2024-15 (“Project”); and
WHEREAS, the Notice Inviting Bids was published and posted in compliance with applicable sections of the Public Contract Code; and
WHEREAS, the bids were publicly opened at 2:00 p.m. on January 7, 2025; and
WHEREAS, Kaweah Pump Inc. , was determined to be the lowest responsive, responsible bidder who included all required documentation, bid bonds, and signatures; and
WHEREAS, the project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 – Existing (operation, repair, maintenance, leasing, etc.) of the California Environmental Quality Act State Guidelines because the scope of work to be conducted is an existing public facility, with negligible expansion of the existing uses.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1. The Mayor is hereby authorized and directed to execute, for and on behalf of the City of Santa Maria, an Agreement with Kaweah Pump Inc., for the Well 12s Rehabilitation Project, Bid No. 2024-15, for the award amount of $349,615.00; and
SECTION 2. The award of the bid is conditional upon execution of the Agreement by the successful bidder in the form and terms set forth therein by the City; and
SECTION 3. The City Manager, or designee, is hereby authorized and directed to designate funds from the following identified account: Water Resources Fund 002 “Well Maintenance” for the approved project in the amount of $461,491.80; and
SECTION 4 . The City Manager, or designee, is hereby authorized to approve Contract Change Orders so long as expenditures do not exceed funding approved for the project; and
SECTION 5. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent
of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
City of Santa Maria
Bid Results for Project WELL 12S REHABILITATION PROJECT (2024‐15) Issued on 11/27/2024
Bid Due on January 07, 2025 2:00 PM (PST)
BASE BID SCHEDULE
Item Code Description Unit Quantity Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total Unit Price Total 1 1 Mobilization/Demobilization LS 1 $35,000.00 $35,000.00 $50,000.00 $50,000.00 $22,865.45 $22,865.45 $70,000.00 $70,000.00 $45,000.00 $45,000.00 $72,333.00 $72,333.00 2 2 Pump Disassembly & Modifications, Column Extension & Pump Assembly T&M 1 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 $55,000.00 3 3 Downhole Inspection LS 1 $13,865.00 $13,865.00 $25,000.00 $25,000.00 $26,925.68 $26,925.68 $17,500.00 $17,500.00 $15,000.00 $15,000.00 $19,500.00 $19,500.00 4 4 Well Performance Testing (Pre‐ and Post‐Rehabilitation) N/A 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $43,300.00 $0.00 $0.00 $0.00 5 4.1 Test Pump Installation & Removal EA 2 $25,000.00 $50,000.00 $20,000.00 $40,000.00 $26,126.36 $52,252.72 $35,000.00 $70,000.00 $18,500.00 $37,000.00 $67,321.00 $134,642.00 6 4.2 Well Performance Testing HR 12 $550.00 $6,600.00 $1,000.00 $12,000.00 $975.30 $11,703.60 $600.00 $7,200.00 $525.00 $6,300.00 $530.00 $6,360.00 7 5 Water Sampling EA 2 $550.00 $1,100.00 $6,000.00 $12,000.00 $589.77 $1,179.54 $3,500.00 $7,000.00 $3,500.00 $7,000.00 $1,210.00 $2,420.00 8 6 Well Rehabilitation N/A 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $284,700.00 $0.00 $0.00 $0.00 9 6.1 Tanks, Piping & Treatment System LS 1 $45,000.00 $45,000.00 $40,000.00 $40,000.00 $40,467.27 $40,467.27 $45,000.00 $45,000.00 $82,500.00 $82,500.00 $38,700.00 $38,700.00 10 6.2 Mechanical Treatment HR 24 $550.00 $13,200.00 $1,000.00 $24,000.00 $853.18 $20,476.32 $600.00 $14,400.00 $1,200.00 $28,800.00 $537.00 $12,888.00 11 6.3 Pre ‐Chemical Airlift/Swab Development HR 24 $550.00 $13,200.00 $1,000.00 $24,000.00 $966.82 $23,203.68 $600.00 $14,400.00 $1,450.00 $34,800.00 $737.00 $17,688.00 12 6.4 Chemical Treatment LS 1 $55,000.00 $55,000.00 $20,000.00 $20,000.00 $37,899.20 $37,899.20 $68,500.00 $68,500.00 $95,000.00 $95,000.00 $95,554.00 $95,554.00 13 6.5 Redevelopment HR 24 $550.00 $13,200.00 $1,000.00 $24,000.00 $853.18 $20,476.32 $600.00 $14,400.00 $525.00 $12,600.00 $737.00 $17,688.00 14 6.6 Disinfection LS 1 $7,500.00 $7,500.00 $5,000.00 $5,000.00 $8,577.95 $8,577.95 $5,500.00 $5,500.00 $12,500.00 $12,500.00 $11,880.00 $11,880.00 15 6.7 Alternative Treatment (OPTIONAL) LS 1 $33,450.00 $33,450.00 $0.00 $0.00 $40,756.36 $40,756.36 $0.00 $0.00 $18,500.00 $18,500.00 $43,135.00 $43,135.00 16 7 Packer Installation LS 1 $7,500.00 $7,500.00 $20,000.00 $20,000.00 $6,238.64 $6,238.64 $7,500.00 $7,500.00 $22,000.00 $22,000.00 $43,610.00 $43,610.00 Subtotal $349,615.00 Subtotal $351,000.00 Subtotal $368,022.73 Subtotal $396,400.00 Subtotal $472,000.00 Subtotal $571,398.00 Kaweah Pump Inc South Valley Companies Inc. General Pump Company Bakersfield Well & Pump Company Pacific Coast Well Drilling, Inc. Layne Christensen Company Attachment B
Attachment C
AGREEMENT
THIS AGREEMENT, made and entered into this 18th day of February 2025, by and between Kaweah Pump Inc., hereinafter referred to as "Contractor," and the City of Santa Maria in the County of Santa Barbara, California, hereinafter referred to as "Owner."
WITNESSETH:
That for and in consideration of the promises and agreements hereinafter made and exchanged, Owner and Contractor agree as follows:
1. That Contractor shall complete the work generally described as follows : Well 12s Rehabilitation Project (PW Bid No. 2024 -15), in accordance with th e Contract Documents therefore, adopted by the City Council, of Owner, as prepared by City of Santa Maria.
2. That Owner will pay Contractor progress payments and the final payment, in accordance with the provisions of the contract documents, with warrants drawn on the appropriate fund or funds as required, at the prices bid on the proposal form accepted by Owner and set forth in this agreement.
Total Bid of THREE HUNDRED FORTY-NINE THOUSAND, SIX HUNDRED FIFTEEN
DOLLARS
Contract Price in Figures $349,615.00
3. Contractor agrees to complete said work within the contract time of sixty (60) working days, from the day following the issuance of the Notice to Proceed, and approved extensions thereof, to the satisfaction of Owner before final payment is made.
4. Time is of the essence on this contract.
5. It is mutually understood and agreed that time is of the essence of this agreement and that it is difficult to ascertain the amount of damages required to properly compensate Owner for failure by Contractor to comply with all the contract requirements within the time fixed in the agreement.
In accordance with California Government Code, Section 53069.85, the amount of liquidated damages to be paid to Owner for each day completion is delayed beyond the time for completion, shall be five hundred ($500) dol lars. Contractor hereby acknowledges that it has reviewed said provisions relating to liquidated damages and the amount thereof and accepts the same as being reasonable under the circumstances and as a material part of the consideration for this contract. Contractor also acknowledges that progress payments made after the scheduled completion date do not constitute a waiver of liquidated damages.
Attachment C
6. That, in accordance with Section 1774 of the California Labor Code, Contractor will pay, and will require subcontractors to pay, employees on the project a salary or wage at least equal to the prevailing salary or wage established for such work as set forth in the wage determinations and wage standards applicable to this work, contained in or referenced in the contract documents.
7. That, in accordance with Section 1775 of the California Labor Code, Contractor shall forfeit to Owner, as a penalty, not more than two hundred dollars ($200) for each day, or portion thereof, for each worker paid, either by Contractor or any subcontractor, less than the prevailing rates as determined by the Director of the California Department of Industrial Relations for the work.
8. That, in accordance with Section 1777.5 of the Labor Code, this agreement fixes the responsibility of compliance with said Section 1777.5 for all apprenticeable occupations with the prime Contractor.
9. That, except as provided in Section 1815 of the California Labor Code, in the performance of the work not more than eight (8) hours shall constitute a day's work, and not more than forty (40) hours shall constitute a week's work; that Contractor shall not require more than eight (8) hours of labor in a day nor more than forty (40) hours of labor in a week from any person employed by Contractor or any subcontractor; that Contractor shall conform to Division 2, Part 7, Chapter 1, Article 3 (Section 1810, et seq.) of the California Labor Code; and that Contractor shall forfeit to Owner, as a penalty, the sum of twenty-five dollars ($25) for each worker employed in the execution of the work by Contractor or any subcontractor for each day during which any worker is required or permitted to labor more than eight (8) hours in violation of said Article 3.
10. That Contractor shall carry workers' compensation insura nce and require subcontractors to carry workers' compensation insurance as required by the California Labor Code.
11. That Contractor shall have furnished, prior to execution of the contract, three bonds approved by Owner: (1) the faithful performance bond in the amount of one-hundred percent (100%) of the contract price, to guarantee the faithful performance of the work; (2) the labor and material bond in the amount of one-hundred percent (100%) of the contract price, to guarantee payment of all claims for labor and materials furnished; and (3) the guarantee and defective material bond in the amount of ten percent (10%) of the contract price, to guarantee the one year maintenance of public improvements.
This contract shall not become effective until such bonds are supplied to and approved by Owner.
12. That Contractor, prior to execution of the contract shall comply with the following Department of Industrial Relations requirements.
1. No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Attachment C
Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].
2. 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.
3. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
13. That this agreement, by reference, includes the contract documents defined in Document 00700, General Conditions.
14. That Contractor agrees to devote the time necessary to perform the services set forth in this agreement in an efficient and effective manner. Contractor may represent, perform services for and be employed by additional in dividuals or entities, in Contractor's sole discretion, as long as the performance of these extra -contractual services does not interfere with or present a conflict with City's business.
15. The agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this section shall be construed as consent by City to any assignment of this agreement or any interest in this agreement.
(REMAINDER OF PAGE LEFT INTENTIONALLY BLANK.)
Attachment C
IN WITNESS WHEREOF, said Contractor and the Mayor of Santa Maria, by Resolution No. of the City Council, of Owner thereunto duly authorized, have caused the names of said parties to be affixed hereto, each in triplicate, the day and year first above written.
CONTRACTOR:
___________________________
William Gargan
Vice President
OWNER:
Alice M. Patino
Mayor
ATTEST:
Donna G. Schwartz
Chief Deputy City Clerk
APPROVED AS TO FORM:
_______________________________
Risk Manager
_______________________________
City Attorney
Attachment C
EXHIBIT “A”
INSURANCE REQUIREMENTS
Provider shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Provider, his/her agents, representatives, or employees. If the Provider maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Provider.
A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001), including products and completed operations, property damage, bodily injury and personal & advertising injury.
2. Insurance Services Office Business Auto Coverage Form Number CA 00 01 cov ering any auto (Code 1), or if Provider has no owned autos, covering hired (Code 8) and non-owned autos (Code 9).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the Provider's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability.
5. Cyber Liability Insurance, Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasi on of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
Attachment C
B. Minimum Limits of Insurance
Provider shall maintain limits no less than:
1. General Liability - $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability - $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: Statutory limits.
4. Employer's Liability - $1,000,000 per accident for bodily injury or disease.
5. Errors and Omissions Liability - $1,000,000 per occurrence or claim, $2,000,000 aggregate.
6. Cyber Liability- $2,000,000 per occurrence or claim, $2,000,000 aggregate.
C. Self-insured Retentions
Self-insured retentions must be declared to and approved by the City.
The City may require the Provider to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention.
D. Other Insurance Requirements
The liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Provider including materials, parts or equipment furnished in connection with such work or
operations. General liability coverage can be provided in the Attachment C
form or an endorsement to the Provider’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions are used).
2. For any claims related to this project, the Provider's insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees and volunteers. Any insurance or self -insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Provider's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or reduced, except with notice stating the title of this contract to the City. All notices provided pursuant to this Agreement shall be given to the City representative listed for notice in this agreement and shall specify the title of this Agreement. Notice may be given by overnight mail, facsimile with confirmation of receipt, or certified mail with return-receipt requested.
4. Provider hereby grants to City a waiver of any right to subrogation which any insurer of said Provider may acquire against the City by virtue of the payment of any loss under such insurance. Provider agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not t he City has received a waiver of subrogation endorsement from the insurer.
5. If any of the required policies provide claims-made coverage:
a. The Retroactive Date must be shown, and must be
before the date of the contract or the beginning of contract work. b. Insurance must be maintained and evidence of
insurance must be provided for at least five (5) years after completion of the contract of work.
c. If coverage is canceled or non -renewed, and not
replaced with another claims -made polic y form with a
Retroactive Date prior to the contract effective date, the Provider must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
E. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Attachment C
F. Verification of Coverage
Provider shall furnish the City with original certificates and amendatory endorsements of the applicable policy langu age effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Provide r’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
G. Special Risks or Circumstances
The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving the DDS Partnership Parcel Map, Tract 6039
Description:
The City Council will consider approving a two-lot subdivision of APN 128-120-003 which will include the dedication of a public sewer easement, public utility easement, and a public pedestrian access easement.
Environmental Notice: The Project qualifies for a Class 15 categ orical exemption based on Section 15315 (Minor Land Divisions). No further environmental review is required.
RECOMMENDATION:
Adopt a Resolution approving the DDS Partnership Parcel Map, Tract 6039.
BACKGROUND:
The tentative Parcel Map for Tract 6039 subdivision was approved by the Planning Commission on October 16, 2024. The 5.81-acre lot is located at the northwest corner of Main Street and Concord Street.
This is a subdivision of one lot into two lots for commercial retail uses.
DISCUSSION:
The DDS Partnership Parcel Map, Tract 6039, has been reviewed and approved by the City Engineer and the Community Development Director. With input from the Community Development, Recreation & Parks, and Public Works Departments the establishment of a sewer easement, public utility easement, and public pedestrian access easements were required as a condition of approval.
The City Clerk’s Office is in receipt of the parcel map. No sureties are required for the subdivision, as no public improvements are req uired. City Council action is required for the approval of public easements.
The Public Works Department has collected the appropriate required fees from the subdivider.
2 Alternative(s)
If the parcel map is unacceptable, the City Council shall make its re commended corrections, instruct the City Attorney and/or City Engineer to draft a new agreement and/or revise the final or parcel map, and defer approval until an acceptable agreement and/or final or parcel map has been resubmitted.
The City Council shall deny approval of a final or parcel map upon making a finding that it does not comply with the requirements of Section 11 -3.03(f) of this title or for failure to substantially meet and perform requirements or conditions which were applicable to the subdivision at the time of approval of the official tentative map. Any disapproval due to nonconformance with an official tentative map shall include a finding that identifies the unmet or unperformed requirements or conditions.
If the failure of the map to meet a requirement or condition is determined by the City Council to result from a technical or inadvertent error that does not materially affect its validity, the map may still be approved.
Fiscal Considerations
The City has been reimbursed for all plan chec king and administration fees associated with this Parcel Map review.
Impact to the Community
Impacts from this project were addressed and mitigated through environmental and planning processes. This Parcel Map follows the General Plan for the orderly development of this area of the City.
ATTACHMENTS
A. Resolution
B. Parcel Map Tract 6039
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
APPROVING THE DDS PARTNERSHIP PARCEL MAP, TRACT 6039
WHEREAS, the proposed Parcel Map for the subdivision known as the DDS Partnership Parcel Map, Tract 603 9, substantially conforms to the tentative map as approved by the Planning Commission of the City of Santa Maria on October 1 6, 2024, and the conditions as imposed thereon.
WHEREAS, with input from the Community Development, Recreation & Parks, and Public Wo rks Departments the establishment of a sewer easement, public utility easement, and public pedestrian access easements were required as a condition of approval.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
Section 1. The proposed DDS Partnership Parcel Map, Tract 6039, in the form on file with the Chief Deputy City Clerk, is hereby approved, and the Mayor, or in the Mayor's absence the City Manager, is hereby authorized and directed to execute the same on behalf of the City.
SECTION 2. The City Engineer has examined the Parcel Map, that the subdivision is substantially in conformance with the tentative map, and that all provisions of the Subdivision Map Act and Local Ordinances have been complied with.
SECTION 3. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
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PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.
______________________________
Mayor
ATTEST:
____________________________________
Chief Deputy City clerk
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
Attachment B
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Authorizing the Signing of the Landowner Concurrence Form for Eat Sweet Farms to Seek Grant Funding Through the U.S. Department of Agriculture Natural Resources Conservation Service to Construct Improvements Across City-Owned Prop
Description:
The City Council will consider authorizing a Landowner Concurrence Form to install structural activities across City-owned property.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution authorizing the signing of the Landowner Concurrence Form for Eat Sweet Farms to seek grant funding through the U.S. Department of Agriculture Natural Resources Conservation Service to construct improvements across City-owned property.
BACKGROUND:
The City owns parcel 128 -091-008, which contains an access roadway from Prell Road to the City’s water storage reservoirs. This roadway is used for access to critical water infrastructure and also is the alignment for the City’s water supply pipeline to the reservoirs. This roadway bisects two parcels (APN 128 -091-004 and APN 128-091-005) which are operated by Eat Sweet Farms. During severe rain events, drainage from parcel 128-091-005 ha s damaged Prell Road, limiting access as well as potentially compromising water supply for the city. Eat Sweet Farms is proposing a stormwater basin and other improvements to store storm water and safely convey it to the other side of the roadway.
DISCUSSION:
Eat Sweet Farms is applying to the U.S. Department of Agriculture Natural Resources Conservation Service (USDA-NRCS) EQIP program (Environmental Quality Incentives Program). Eat Sweet Farms is applying for a cost share for constructing a concrete surface crossing as well as connecting to an existing culvert under the City road for 2 stormwater to flow from APN 128 -091-005 to APN 128 -091-004. The grant would fund roughly half the cost of the originally estimated bid of around $200,000. The review and notification of successful applicants is to occur in March 2025. In addition to the Landowner Concurrence Form, Eat Sweet Far ms would need an encroachment permit from the City in order to do this work. At that time, Eat Sweet Farms would provide the final engineering design and indicate which contractor is doing the work. These plans would also have to be approved by the USDA-NRCS engineer.
If Eat Sweet Farms is chosen as a successful applicant, work is anticipated to commence in late Summer or early Fall of 2025.
Alternative(s)
The City Council may elect not to sign the Landowner Concurrence Form. In doing so, Eat Sweet Farms would need to find alternative funding sources to construct the improvements across the access roadway.
Fiscal Considerations
The City does not have any fiscal responsibility for these improvements or the grant application. Eat Sweet Farms has not provided any payment to the City to sign the Landowner Concurrence Form. However, when applying for an Encroachment Permit, Eat Sweet Farms wo uld be required to cover the cost of the City Public Works Department’s review and approval of engineering drawings, as well as inspections of any improvements within City-owned property.
Impact to the Community
These improvements are necessary to reduce the impact caused by increased stormwater runoff from farming operations above the roadway to protect the City’s water supply and access to vital infrastructure.
Other Agency Review
If the Resolution is approved, the USDA -NRCS will review the Eat Sweet EQ IP grant application and the Landowner Concurrence form in consideration of funding approval.
ATTACHMENTS
A. Resolution
B. CPA-1257_Landowner Concurrence
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
AUTHORIZING THE SIGNING OF THE LANDOWNER CONCURRENCE
FORM FOR EAT SWEET FARMS TO SEEK GRANT FUNDING THROUGH
THE U.S. DEPARTMENT OF AGRICULTURE NATURAL RESOURCES
CONSERVATION SERVICE TO CONSTRUCT IMPROVEMENTS
ACROSS CITY-OWNED PROPERTY
WHEREAS, The City owns parcel 128-091-008, also known as Prell Road; and
WHEREAS, This roadway is used for access to critic al water infrastructure and the State waterline that supplies water to the City lies below this roadway; and
WHEREAS, Eat Sweet Farms is applying to the U.S. Department of Agriculture Natural Resources Conservation Service Environmental Quality Incentiv es Program (USDA-NRCS EQIP) to construct an Arizona crossing and tie-into existing culverts under the City road for stormwater to flow; and
WHEREAS, in order to qualify for the EQIP program, Eat Sweet Farms needs the City’s permission (Landowner Concurrence Form) to proceed; and
WHEREAS, it is in the City’s best interest to assist Eat Sweet Farms in obtaining these grant funds to mitigate potential impacts to the City’s infrastructure.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1 . Authorize the City Manager to sign the Landowner Concurrence Form; and
SECTION 2 . The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
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PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
U.S. Department of Agriculture
Natural Resources Conservation Service
NRCS-CPA-1257
June 2023
Landowner Concurrence Form to Install Structural or Vegetative Activities This form is used for the applicant to obtain written documentation of landowner concurrence for the purpose of installing structural or vegetative conservation activities on land they lease. Structural and vegetative conservation activities are those activities with a lifespan greater than one year.
Applicant Name: Landowner Name: Date Prepared:
Application No. Farm Name (opt):
Conservation Activity: Farm No. & Tract No. Field Nos.
1. 2.
3. 4.
5. 6.
7. Landowner Concurrence
permission to install and maintain conservation activities on the land identified. I understand that I am not a party to any contract between NRCS and the applicant to install or maintain the above listed activities.
Landowner Signature: Print Name: Date:
Non- Discrimination Statement
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: [email protected]. USDA is an equal opportunity provider, employer, and lender.
By signing this form, I, the landowner, hereby agree that the above-named applicant, if awarded a contract with the USDA Natural Resources Conservation Service (NRCS) has Clear Form
Attachment B
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving a Final Map and Subdivision Improvement Agreement for Skylight Homes, Tract 6033
Description:
The City Council will consider approving the Final Map and Subdivision Improvement Agreement for Skylight Homes, Tract 6033. This step is required to officially record the subdivision and ensure the necessary public improvements are completed.
Environmental Notice: The Project was adequately covered in a previously adopted Mitigated Negative Declaration prepared for the General Plan Land Use and Zone Amendment GPZ2021-0001; document pursuant to California Environmental Quality Act State Guidelines Section 15162.
RECOMMENDATION:
1. Adopt a Resolution a pproving the final map and Subdivision Improvement Agreement with People’s Self -Help Housing Corporation, allowing the deferral of certain public improvements for Skylight Homes, Tract 6033;
2. Authorize the Mayor to sign the Subdivision Improvement Agreement; and
3. Authorize the Chief Deputy City Clerk to certify the title sheet and forward the map to the County Clerk-Recorder for official recordation.
BACKGROUND:
People’s Self-Help Housing, a nonprofit developer, is planning a single-family housing project known as Skylight Homes. The project site is 8.88 acres and is located east of Santa Maria Way, near the city’s southern boundary. The Planning Commission approved the tentative map for this 49 -lot subdivision on January 17, 2023. The development will include 49 single-family homes and one shared lot for utilities, open space, and private roads.
This is a subdivision of the one parcel into 49 lots for single-family residential housing and one common lot for utilities, open space, and private roadways.
DISCUSSION:
The Final Map for Skylight Homes has been reviewed and approved by the City Engineer and the Community Development Director. The developer must construct all required on- 2 site and off-site improvements according to city standards, including compliance with the General Plan, Municipal Code, and other applicable regulations.
To proceed, the developer must either complete the required improvements or enter into a Subdivision Improvement Agreement with the City, which includes financial guarantees for the work. This agreement has been prepared with input from the Community Development and Recreation & Parks Departments and has been approved by the Public Works Department. The C ity Clerk’s Office has received the signed agreement and required sureties.
Once the City Council approves the Final Map and the agreement, and all fees and security deposits are received, the Chief Deputy City Clerk will submit the documents to the Santa Barbara County Clerk-Recorder for official recordation.
Alternative(s)
If the City Council finds the agreement or Final Map unacceptable, they may:
Request revisions and defer approval until an acceptable version is resubmitted. Deny approval if the map does not meet City requirements, providing specific reasons for rejection.
Approve the map despite minor technical errors that do not affect its validity.
Fiscal Considerations
The City will be reimbursed for all plan review and administrative costs. The developer has provided bonds to cover the cost of public improvements and to guarantee their maintenance for one year after completion.
Impact to the Community
Potential impacts of this project were reviewed through environmental and planning processes. The Planning Commission approved the necessary land use changes, subdivision map, and development permits after holding public hearings. The developer has adjusted the project to address community concerns. Skylight Homes will provide affordable homeownership opportunities.
ATTACHMENTS
A. Resolution
B. Final Map Tract 6033
C. Public Improvement Plans
D. Subdivision Improvement Agreement
E. Bonds
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
APPROVING THE FINAL MAP AND SUBDIVISION
IMPROVEMENT AGREEMENT WITH PEOPLE’S SELF-HELP
HOUSING CORPORATION, ALLOWING THE DEFERRAL
OF CERTAIN PUBLIC IMPROVEMENTS
FOR SKYLIGHT HOMES, TRACT 6033
WHEREAS, the Final Map for Skylight Homes, Tract 6033, conforms to the tentative map approved by the Planning Commission on January 17, 2023, and meets all imposed conditions
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1. The Final Map and Subdivision Improvement Agreement for Skylight Homes, Tract 6033, as filed with the Chief Deputy City Clerk, are approved. The Mayor, or in their absence the City Manager, is authorized to sign the agreement on behalf of the City.
SECTION 2. The City Engineer is authorized to review, approve, and execute a Subdivision Improvement Extension Agreement as provided in Paragraph 5 of the Subdivision Improvement Agreement.
SECTION 3. The City Engineer is authorized to review, approve, and execute a novation of the agreement as provided in Paragraph 4 regarding the Subdivider’s obligations upon sale or disposition of the subdivision.
SECTION 4. The Chief Deputy City Clerk is authorized to certify the title sheet and forward the map to the County Clerk-Recorder for official recordation.
SECTION 5. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
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PASSED AND ADOPTED at a regular meeti ng of the City Council of the City of Santa Maria, California, held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
Attachment B
Attachment B
Attachment B
Attachment B
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment C
Attachment D
Atty Rev 2018
SUBDIVISION IMPROVEMENT AGREEMENT FOR
SKYLIGHT HOMES, TRACT 6033
THIS AGREEMENT is made on February 18, 2025, by and between the City of Santa Maria, a California Municipal Corporation (City), and People’s Self -Help Housing Corporation, a California non-profit corporation, in Santa Maria, California.
WHEREAS, pursuant to California law and the City ordinances , regulations and conditions, Subdivider has presented a final subdivision map for Skylight Homes, Tract 6033 (Subdivision), to the City for approval and recordation; and
WHEREAS, the City has approved a tentative map of the subdivision; the approval is on file in the Community Development Department and its terms and conditions are hereby incorporated into this Agreement; and
WHEREAS, before a final map is approved, State law requires that a subdivider either complete all required public improvements or enter into a secured agreement with the City for their completion; and
WHEREAS, in consideration of its final map approval, Subdivider desires to enter into this secured Agreement to install and complete, at its sole expense, all public improvement work (“Improvements”) required of the subdivision by the City; and
WHEREAS, the parties desire that the standards currently in force in the City shall apply to this Agreement, for the term of this Agreement and subject to Paragraph 5 of this Agreement;
NOW, THEREFORE, IT IS HEREBY AGREED as follows:
1. Subdivider to Construct Improvements . At its sole expense, Subdivider shall construct all improvements according to the conditions of the approved tentative map and the approved improvement plans, standards and specifications on file with the City Engineer and City Clerk. The improvement plans, standards and specifications are hereby incorporated by reference. Improvements identified in the City's AB 1600 fee program and constructed by the Subdivider will be reimbursed by the City in a manner set forth by the AB 1600 fee program or otherwise agreed upon by the Subdivider and the City.
Subdivider shall, at Subdivider’s expense, obtain all necessary permits and licenses for the construction and installation of the Improvements, give all necessary notices and pay all fees in accordance with adopted City fee schedules, and pay all taxes required by law.
Attachment D
Atty Rev 2018
Prior to construction, Subdivider shall acquire and dedicate all rights-of-way, easements, and other real property necessary for construction of the Improvements. The City does not accept any dedication of property until it accepts the Improvements located thereon. Rather, Subdivider hereby grants to the City, and City hereby accepts, a license for the City and its employees and contractors to enter the land upon which the Improvements are located to do all acts necessary to perform this Agreement. This license shall terminate upon City acceptance of the Improvements on said property.
Subdivider will not be allowed to purchase water meters from the City of Santa Maria for any residence until a building permit is issued for said residence.
With the exception of work required by the guarantee/defective material and planting/irrigation maintenance bonds and as otherwise provided in the paragraph below concerning subdivider performance with due care, risk of loss for any Improvement passes to the City upon the City acceptance of that Improvement. Risk of loss includes any and all liabilities, obligations, damages, costs, injuries or claims thereof, including but not limited to claims for damages or personal injury, including death and claims for property damage, associated with the Improvement. Until acceptance of an Improvement, Subdivider shall take reasonable actions to protect the public from each and every dangerous condition that exists during the construction of said Improvement. City shall act in a reasonably timely manner to have the Improvements accepted. With regard to work required by the guarantee/defective material and planting/irrigation maintenance bond, risk of loss passes to City upon termination of Subdivider's obligation under the bonds.
Unless Subdivider obtains an extension in writing pursuant to Paragraph 5, all public improvement work shall be completed within 12 months of recordation of the final map.
2. Security for Estimated Cost of Improvements . Prior to City Council approval of the final map, the Subdivider shall deposit security for the performance of this Agreement as required by Government Code §66499 et seq.
Security shall be in the form approved by the City Attorney, and in the following amounts:
a. Faithful Performance Bond : $ 369,600.00 to guarantee construction and installation of public improvements as specified in Paragraph 1.
b. Contractor, Labor and Material Bond (50%) : $ 184,800.00 to guarantee payment to Subdivider’s contractor, subcontractors, and to persons furnishing labor, materials or equipment for the construction or installation of on- site public improvements.
c. Guarantee and Defective Material Bond (10%): $36,960.00 to guarantee and warrant the on -site public improvement work and material for one year following completion and City acceptance.
Attachment D
Atty Rev 2018
d. Faithful Performance Bond : $ 160,000.00 to guarantee installation of the required public landscaping and irrigation as specified in Paragraph 1.
e. Contractor, Labor and Material Bond (50%) : $ 80,000.00 to guarantee payment to Subdivider’s contractor, subcontractors, and to persons furnishing labor, materials or equipment for the construction or installation of the required public landscaping and irrigation.
f. Guarantee and Defective Material Bond (10%): $16,000.00 to cover the cost of maintaining the landscaping for one year.
g. Monumentation Bond: $5,520.00 to guarantee installation of all subdivision public improvement monuments required by law prior to acceptance of the public improvements by the City, and to guarantee installation of individual property monuments within one year of the City’s acceptance of public improvements as called for on the final map.
h. Street Tree Bond: $5,500.00 to guarantee the installation of street and easement trees, including the cost of maintaining the trees for one year after acceptance.
Subdivider shall provide replacement security in the amounts required by law whenever a revision to the improvement plans results in a 10% or greater change to the estimated cost of Improvements.
Upon written request from Subdivider, City may reduce the amount of each faithful performance bond to reflect the portion of the work covered by the bond that has been completed by the Subdivider, except that no bond shall be reduced below the minimum amount required by Section 11-8- 06 of the Santa Maria Municipal Code.
The City may only release each bond required by this Agreement at the time provided for in Section 11-8-06 of the Santa Maria Municipal Code.
3. Personal Nature of Subdivider’s Obligations . Except as provided in Paragraph 4, all of Subdivider’s obligations under this Agreement are and shall remain personal obligations of Subdivider notwithstanding transfer of all or any part of the property within the Subdivision subject to this Agreement. Subdivider shall not be entitled to delegate its obligations under this Agreement without the express written consent of the City.
4. Subdivider’s Obligations on Sale or Disposition of
Subdivision. In connection with a transfer of the Subdivision, Subdivider may request a novation of this Agreement (replacement by an agreement with the transferee) and a replacement of Subdivider’s security with security provided by the transferee. Upon approval of the novation and substitution of the transferee’s security, the security required by this Agreement shall be released at the following times:
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Atty Rev 2018
a. Labor and material security shall be released after the passage of time within which liens can be recorded pur suant to California Civil Code §3114 et seq., measured from the date the novation is approved; and
b. All other security shall be released upon approval of the novation and substitution of the transferee’s security.
5. Extension of Agreement . Subject to Santa Maria Municipal Code §11-8-01(c), Subdivider may request an extension of time to complete Improvements required by this Agreement. The City Engineer shall be the sole and final judge as to whether or not good cause has been shown to entitle Subdivider to an extension.
Extensions will be subject to the execution of a subdivision improvement extension agreement, which may provide for the following additional consideration: (a) revision of the Improvement plans to provide for current design and construction standards; (b) revised Improvement construction estimates to reflect current Improvement costs; (c) reinstatement and/or increase of Improvement securities in accordance with revised construction estimates; and (d) increase in inspection fees to reflect current construction costs.
Subdivider shall pay the actual costs of processing the subdivision improvement extension agreement. Any such extension may be granted without notice to Subdivider’s surety and shall not affect the validity of this Agreement or release the surety or sureties on any security given for this Agreement.
6. Sales and Use Taxes.
For all construction work performed on the Project Owner/Developer agrees to make diligent and good faith efforts with the assistance of City’s designated representative to maximize the amount of sale and use tax the City receives as a result of the Project.
The Owner/Developer will include a provision in all construction contracts with qualifying contractors, subcontractors and material suppliers holding reseller’s permits requiring that they obtain a sub-permit from the California State Board of Equalization to book and record construction materials purchases/sales as sales or use taking place within the City.
Upon request by the City or the City’s designated representative, Owner/Developer shall make available copies of such contracts or other documentation demonstrating compliance with these requirements. Owner/Developer shall have the right to redact unrelated portions of such contracts when presenting them to the City or the City’s representative.
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Owner/Developer shall cooperate, to the extent allowed by applicable laws, with the City and its designated representative to diligently and in good faith pursue reasonable strategies that they identify to maximize sales or use taxes to be received by the City.
7 . General Provisions.
a. Notices. All notices required or provided for under this Agreement shall be in writing and delivered in person or sent by mail, postage prepaid and addressed as provided in this Section. Notice shall be effective on the date it is delivered in person, or, if mailed, on the date of deposit in the United States Mail.
Notices shall be addressed as follows unless a written change is filed with the City:
Notice to City:
City Engineer
City of Santa Maria
110 S. Pine Street, Suite 101
Santa Maria, CA 93458-5082
Notice to Subdivider:
Kenneth Trigueiro
People’s Self-Help Housing Corporation
1060 Kendall Road
San Luis Obispo, CA 93451
(805)540-2453
Notice to Surety:
Susan M. Exline
Harco National Insurance Co
3003 Oak Road, Suire 200
Walnut Creek, CA 94597
(925)953-5238
b. Time of Essence. Time is of essence in performance of this Agreement.
c. Compliance with Laws . Subdivider, its agents, employees, contractors, and subcontractors shall comply with all federal, state and local laws in the performance of the Improvements and land development work required by this Agreement. Subdivider acknowledges that Subdivider, not the City, is responsible for determining applicability of and complying with all local, state and federal laws, including but not limited to provisions of the California Labor Code, Public Contract Code and Government Code. The City makes no express or implied representation as to the applicability or inapplicability of any such laws to this Agreement or the parties’ respective rights or obligations hereunder, including but not limited to payment of prevailing wages, competitive bidding, subcontractor listing, or similar or different Attachment D
Atty Rev 2018
matters. Subdivider further acknowledges that the City shall not be liable or responsible in law or equity for any failure by Subdivider to comply with any such laws, regardless of whether the City knew, could have known, or should have known of the need for such compliance or whether the City failed to notify Subdivider of the need for such compliance.
Notwithstanding the other provisions of this subparagraph, City represents that this Agreement satisfies the Santa Maria Municipal Code requirements for subdivision improvement security agreements.
d. Subdivider to Perform with Due Care. Subdivider, its agents, employees, contractors and subcontractors will perform this Agreement with due care. If any legal proceeding alleges liability of the City, its officers, contractors and/or employees arising or resulting from the negligent action(s) or omission(s) of Subdivider, its agents, employees, contractors and/or subcontractors arising out of said performance, Subdivider will defend (in a manner reasonably acceptable to City), hold harmless and indemnify City, its officers, contractors and employees, but such indemnity shall be only to the extent the liability of the City does not arise from its sole negligence or misconduct. This paragraph shall survive City acceptance of the Improvements under this Agreement.
e. Remedies upon Subdivider’s Default . City reserves to itself all remedies available at law or in equity for breach of Subdivider’s obligations under this Agreement. This includes, but is not limited to, using security to mitigate City damages because of Subdivider’s default. Failure to enforce with respect to a default shall not be construed as a waiver.
f. Proceeding to Enforce. In the event that a proceeding is brought to enforce the terms of this Agreement, the prevailing party shall be entitled to litigation costs and reasonable attorney’s fees. If the proceeding seeks Subdivider’s performance hereunder and the City prevails, Subdivider also agrees to pay all City costs and expenses to obtain performance, including but not limited to architects’ and engineers’ fees.
g. Severability. The provisions of this Agreement are
severable. If any portion of this Agreement is held invalid by a court of competent jurisdiction, the remainder of the Agreement shall remain in full force and effect unless amended or modified by mutual written consent of the parties.
h. Captions. The captions of this Agreement are for
convenience and reference only and shall not define, explain, modify, limit, exemplify, or aid in the interpretation, construction or meaning of any provisions of this Agreement.
i. Incorporation of Recitals. The recitals to this Agreement are hereby incorporated into the terms of this Agreement.
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j. Entire Agreement. This Agreement constitutes the entire agreement of the parties with respect to the subject matter. All modifications, amendments, or waivers of the terms of this Agreement must be in writing and signed by the appropriate representatives of the parties.
k. Recordation. This Agreement, or a memorandum hereof, may be recorded. If either such document is recorded, when all the Improvements have been accepted and upon the written request of Subdivider, City shall sign and acknowledge a termination of the recorded document.
l. Interpretation. This Agreement shall be interpreted in accordance with the laws of the State of California.
m. Jurisdiction. Jurisdiction of all disputes over the terms of this Agreement shall be in the County of Santa Barbara, State of California.
n. Warranty of Authority. Each person signing this Agreement on behalf of the subdivider warrants that he or she has authority to do so.
o. Approvals. Whenever either party’s approval is required pursuant to the terms of this Agreement, such approval shall not be unreasonably withheld, delayed or conditioned.
p. Benefit of Agreement. This Agreement is intended
exclusively for the benefit of the parties hereto. No third party: (i) may enforce the terms of this Agreement; (ii) is entitled to the performance or enforcement of this Agreement by either party; or (iii) may claim the existence of any duty or obligation by either party to the third party based upon this Agreement.
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IN WITNESS WHEREOF, this Agreement is executed by the parties as of the date hereinabove first written.
CITY OF SANTA MARIA
A municipal corporation
of the State of California
“CITY”
ATTEST:
By: ______________________________ By: ________________________________ Chief Deputy City Clerk Mayor
APPROVED AS TO FORM: CONTENTS:
By: ______________________________ By: ________________________________ City Attorney Department Head
By: ________________________________
City Manager
“SUBDIVIDER”
People’s Self-Help Housing Corporation
By: ______________________________ By: __________________________________ Kenneth Trigueiro, President & CEO
James Summer, Director of Home Ownership
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COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Authorization to Explore the Consolidation of Guadalupe Transit Bus Services
Description:
The City Council will consider authorizing the City Manager to direct staff to explore the potential benefits and challenges of consolidating Guadalupe Transit Services with Santa Maria Regional Transit and report back with recommendations.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
The City’s transit staff requests City Council authorize the City Manager to direct staff to prepare a Letter of Intent to the City of Guadalupe to explore the potential consolidation of Guadalupe’s transit bus service with Santa Maria Regional Transit. Once the evaluation is complete, staff will report back to the Council with their findings and a formal recommendation.
BACKGROUND:
Municipalities are typically responsible for developing and managing their local public transit systems. This involves navigating complex funding applications, overseeing contracts, and ensuring strict compliance with federal and state regulations, which are the primary funding source for these services.
Currently, Santa Maria and Guadalupe operate separate transit system s, each with its own administrative burdens. While some coordination exists, these parallel systems create inefficiencies. Given the strong connection between the two communities and the reliance of residents on both transit agencies for daily needs, conso lidation may provide operational improvements.
DISCUSSION:
Recent challenges, such loss of key City and contractor transit staff in Guadalupe and increasing regulatory demands beyond the scope of current work assignments, have made managing the Guadalupe Flyer more difficult. These challenges include:
2 Difficulty meeting reporting requirements and developing an electric bus transition plan.
Challenges in administering grants and meeting deadlines. Difficulty keeping up with growing demand and preparing fo r the upcoming expiration of the current transit operations contract.
A recent State of California T ransit Development Act review and a prior 2017 regional integration study recommends exploring consolidation to improve efficiency, optimize resource allocation, and better serve the region’s needs.
Initial discussions between Santa Maria, Guadalupe, and the Santa Barbara County Association of Governments (SBCAG) have focused on the potential benefits of integrating the Guadalupe Flyer into Santa Maria Regional Transit (SMRT).
Key Advantages of Consolidation:
Streamlined Operations: Centralized management of routes, fares, and technology.
Improved Efficiency: Shared resources (fleet, staff, funding) and optimized resource allocation.
Enhanced Service: Seamless travel experience for riders between the two communities.
Stronger Administrative Capacity: Leverage SMRT's experienced staff, existing contracts, and established processes.
Improved Compliance: Better equipped to meet evolving regulations and fu nding requirements.
Moving Forward:
Exploring consolidation would help determine the benefits and challenges SMRT would assume in administering Guadalupe's transit routes. While Guadalupe could ultimately relinquish direct administrative responsibilities , it would continue supporting the service through reallocated transit funding historically provided to Guadalupe. This would streamline funding management processes and centralize operations, fare structures, and technological advancements. Benefits inclu de improved efficiency through shared resources (fleet, staff, funding), better data collection for service planning, and a more seamless travel experience for riders between the two communities.
If approved, City staff will send a Letter of Intent (Attachment A) to the City of Guadalupe, memorializing the approval of the recommendation and as to initiate the discussions.
Alternative(s)
City Council may elect not to explore the consolidation of Guadalupe Transit Services into SMRT's core services. However, this alternative is not recommended because the two communities are both economically intertwined.
3 Environmental Review
This does not constitute a project. Further, California State Bill 2922 (SB922) exempts transit projects from having to conduct the CEQA analysis until 2030.
Fiscal Considerations
There are no impacts on the City’s General Fund. The Transit Program operates as an Enterprise Fund, sustained solely by its own sources of federal and state funding, as well as locally generated revenues (e.g., fares). SMRT’s consolidation of Guadalupe routes would create no fiscal impacts on the City’s transit program and could create new funding streams to offset any financial obligations should consolidation be recommended.
Impact to the Community
There are no anticipated impacts on Santa Maria or Guadalupe riders from exploratory discussions about consolidating Guadalupe Transit Services with SMRT. Should consolidation ultimately be recommended, a public participation process would be initiated before making a recommendation to the City Council s. SMRT is committed to maintaining service levels, and consolidation could enhance service delivery for Guadalupe residents for accessing schools, job sites, and commercial opportunities in Santa Maria.
Other Agency Review
The potential consolidation of Guadalupe Transit Services into SMRT is supported by the City of Guadalupe, the County of Santa Barbara, and SBCAG.
ATTACHMENTS
A. Letter of Intent – Explore Service Consolidation
110 S. PINE STREET ● SANTA MARIA, CALIFORNIA 93458 ● 805-925-0951 EXT. 2225
CITY OF SANTA MARIA
PUBLIC WORKS DEPARTMENT
Attachment A
Letter of Intent
From: City of Santa Maria
To: City of Guadalupe
Date: February 19, 2025
Subject: Intent to Explore Consolidation of Transit Services Consistent with the City Council Action taken at the February 18, 2025, meeting, this letter formally expresses the City of Santa Maria’s willingness to jointly explore with the City of Guadalupe the potential of consolidation of Guadalupe’s transit servic es with Santa Maria Regional Transit (SMRT).
Background:
Municipalities are responsible for developing and managing local public transit, a complex undertaking involving funding applications, contract oversight, and strict regulatory compliance.
Currently, Santa Maria and Guadalupe operate separate transit systems. However, a growing trend is the strong interdependence of both community’s transit systems by the transit riding public and only modest ability to coordinate the two transit systems.
Transit Challenges:
Recent challenges, including staffing shortages and increasing regulatory demands, have made managing a public transit system even more difficult. These challenges include:
Difficulty meeting reporting requirements and developing an electric bus transition plan.
Challenges in administering grants and meeting deadlines. Difficulty keeping up with growing demand and preparing for the upcoming expiration of the current transit operations contract.
The anticipated outcomes of a recent (2024) State of California TDA review , an existing 2016 Regional Coordination Study and current SBCAG Transit Technical Advisory Committee discussions amongst transit operators, recommend exploring the idea of transit system consolidation to enhance efficiency, optimize resource allocation, and to better serve the region and its riders.
Potential Benefits of Consolidation:
Streamlined Operations: Centralized management of routes, fares, and technology. Improved Efficiency: Shared resources (fleet, staff, funding) and optimized resource allocation.
Enhanced Service: Seamless travel experience for riders between the two communities.
110 S. PINE STREET ● SANTA MARIA, CALIFORNIA 93458 ● 805-925-0951 EXT. 2225
CITY OF SANTA MARIA
PUBLIC WORKS DEPARTMENT
Attachment A
Stronger Administrative Capacity: Leverage SMRT’s experienced staff, existing contracts, and established processes.
Improved Compliance: Better equipped to meet evolving regulations and funding requirements.
Moving Forward:
Staff will coordinate meetings, exploring the idea of a consolidation of transit services that would analyze benefits and challenges for both Cities , if Santa Maria Re gional Transit (SMRT) assumed the administrative responsibility of Guadalupe's transit routes.
We believe that exploring this opportunity presents significant potential for improved public transportation services for both Santa Maria and Guadalupe. We lo ok forward to collaborating with the City of Guadalupe and other stakeholders to further investigate this potential partnership.
Sincerely,
Gamaliel Anguiano
Transit Manager | City of Santa Maria
Public Works | Transit Division
[email protected] | 805|361-9660 x 2480
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Confirming the Transit Division’s Legal Capacity to Administer F ederal Transit Administration-Funded Programs and Projects
Description:
The City Council will consider confirming the legal capacity of the City of Santa Maria Transit Division to administer and implement programs and projects funded by the Federal Transit Administration. This acknowledgment will serve to reinforce the City’s commitment to responsible stewardship of federal funds and compliance with all applicable regulations.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution confirming the Transit Division’s legal capacity to admi nister Federal Transit Administration-funded programs and projects.
BACKGROUND:
The City of Santa Maria Transit Division receives funding from the F ederal Transit Authority (FTA) to support various transit programs and projects, including fixed-route bus service, paratransit services, and procurement of buses. The FTA requires grantees to demonstrate legal capacity to administer these funds and comply with federal requirements. This report serves to document and affirm the City’s legal capacity in this regard.
DISCUSSION:
Per the Dear Colleague letter from the FTA, dated December 6, 2024, all FTA grantees are required to provide documentation and certification that it has the leg al capacity to carry out FTA-funded programs and projects.
Opinion of Counsel: Each recipient must be legally empowered to carry out the activities specified in the award.
Authorizing Resolution: Each recipient organization must have a Resolution or equivalent from the recipient’s Board of Directors or an equivalent Authorizing 2 Official, confirming responsibility for applying for assistance and legally committing the applicant or recipient to compliance with terms of an award.
Alternative(s)
No alternative is recommended. Beginning March 5, 2025, the FTA will prevent any recipients who have not properly identified the Opinion of Counsel and Authorizing Resolution in their Recipient Document profile from transmitting or submitting new applications unless the y have correctly labeled and uploaded the required legal documents.
Environmental Review
This does not constitute a project. Furthermore, California State Bill 2922 (SB922) exempts transit projects from having to conduct the CEQA analysis requirements until 2030.
Fiscal Considerations
There are no impacts on the City’s General Fund. As an Enterprise fund, Transit is fully funded with federal and state funding and as such requires this documentation to further obtain federal funding through FTA.
Impact to the Community
There are no anticipated community impacts in Santa Maria.
ATTACHMENTS
A. Resolution
B. Dear Colleague letter from FTA
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA
CONFIRMING THE TRANSIT DIVISION’S LEGAL CAPACITY
TO ADMINISTER FEDERAL TRANSIT ADMINISTRATION-FUNDED
PROGRAMS AND PROJECTS
WHEREAS, the City of Santa Maria Transit Division, an enterprise fund, receives funding from the Federal Transit Administration (FTA) to support various transit programs and projects, including fixed-route bus service and paratransit services; and
WHEREAS, the FTA Dear Colleague letter d ated December 6, 2024, requires all grantees to provide documentation and certification confirming their legal capacity to carry out FTA -funded programs and projects, including an Opinion of Counsel and an Authorizing Resolution from the recipient’s governing body; and
WHEREAS, the City Council has received federally administered triennial audits affirming the City’s legal capacity to administer FTA -funded programs and projects, in which these audit reports outline the legal basis for this capacity, including relevant state and local laws, and confirms that the City possesses the necessary legal authority to enter into agreements with the FTA, receive and expend federal funds, and ensure compliance with all applicable federal regulations; and
WHEREAS, the City Council finds that the City of Santa Maria has the legal capacity to administer and implement FTA -funded programs and projects through its Transit Division; and
WHEREAS, the City Council desires to formally confirm this legal capacity and authorize the Transit Division to apply for, receive, and administer FTA funds. This acknowledgment will serve to reinforce the City’s commitment to responsible stewardship of federal funds and compliance with all applicable regulations.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Santa Maria, California, that:
SECTION 1. The City Council hereby confirms the legal capacity of the City of Santa Maria Transit Division to administer and implement programs and projects funded by the FTA.
SECTION 2. The City Council acknowledges the report presented regarding the legal basis for this capacity, including relevant state and local laws, and further confirms that the City possesses the necessary legal a uthority to enter into agreements with the FTA, receive and expend federal funds, and ensure compliance with all applicable federal regulations.
SECTION 3. The City’s Transit Division administrators are hereby authorized to apply for, receive, and administer FTA funds for transit programs and projects.
SECTION 4. This Resolution shall take effect immediately upon its adoption.
SECTION 5 . The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the C ity Council of the City of Santa Maria, California held this 18th of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
D
ecember 6, 2024
D
ear Colleague:
F
TA is pleased to announce the release of a recent enhancement in TrAMS, FTA’s grants management system of record, specific to the organization and labeling of recipient documents.
As you are aware, one of the prerequisites to be a recipient of FTA funding is demonstrating legal capacity to carry out the project(s) included in federal assistance awards. This is generally based on the review of the recipient organization’s documentation and certification that it has the legal capacity to carry out FTA-funded programs and projects. Specifically, the recipient must be eligible and authorized under state or local law to request, receive, and spend FTA funds to administer FTA-assisted projects.
• Opinion of Counsel: Each recipient must be legally empowered to carry out the activities specified in the award.
• Authorizing Resolution: Each recipient organization must have a resolution or equivalent, from the recipient’s Board of Directors or equivalent Authorizing Official, to be responsible for applying for assistance and legally committing the applicant or recipient to compliance with terms of an award.
This enhancement provides updated document labels within the Recipient Document profile module for these two required documents, as well as includes an enhanced search functionality for all users to find important documents that may be uploaded in their profile. In an effort to assist with the rollout of this enhancement, TrAMS has attempted to proactively label any documents that were named using these terms for the recipient. However, all recipients are asked to review and confirm that the correct document was properly labeled by the system.
Additionally, if the system was unable to locate a document labeled using these terms, recipients must locate and properly identify both documents within their Recipient profile.
Beginning March 5, 2025, TrAMS will prevent any recipients that have not properly identified the Opinion of Counsel and Authorizing Resolution in their Recipient Document profile from transmitting or submitting new applications unless they have correctly labeled and/or uploaded their required legal documents.
1200 New Jersey Avenue, SE
Washington, DC 20590
Headquarters
Attachment B
2 T
o prevent any grant making delays please confirm and/or upload in TrAMS current copies of your Authorizing Resolution and Opinion of Counsel for your organization. This can be completed by selecting your organizations record using your Recipient ID under Recipient Organizations.
Once your organization has been selected, next click on Related Actions and select the Recipient Documents field. Finally confirm or upload each document using the Opinion of Counsel and Authorizing Resolution Document Types. Information on this enhancement and a short tutorial video are available on FTA’s TrAMS webpage.
S
incerely,
B
ruce Robinson
Associate Administrator
Office of Program Management
Federal Transit Administration
Attachment B
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Alex Posada, Recreation and Parks Director
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving the 2025 Off -Highway Motor Vehicle Grant Application
Description:
The City Council will consider approving the Recreation and Parks Department to apply for the State of California Department of Parks and Recreation Off-Highway Vehicle Grant Funds
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
Adopt a Resolution approving the Recreation and Parks Department to apply for grant funds for the State of California, Department of Parks and Recreation, Off -Highway Vehicle Grant Funds.
BACKGROUND:
The Off -Highway Motor Vehicle Recreation (OHMVR) Division of the California Department of Parks and Recreation administers grant funding to assist public agencies with law enforcement, education, safety, and maintenance related to off-highway vehicle (OHV) recreation. These grants help communities manage off -highway vehicle use, enforce regulations, and mitigate environmental impacts caused by unauthorized riding in sensitive areas.
The City of Santa Maria Recreation and Parks Department has previously been awarded OHV grant funding three times —twice for education and safety initiatives (Ride3 Program) and once for law enforcement. These grants have helped fund programs to educate riders on responsible OHV use and have provided resources for patrolling and enforcing laws in areas affected by off-highway vehicle activity.
Given the growing need for improv ed law enforcement capabilities in remote areas, the department seeks to secure additional funding for specialized equipment that will allow City Rangers to effectively monitor and enforce regulations in locations that are difficult to access with standard patrol vehicles.
2 DISCUSSION:
The City of Santa Maria Recreation and Parks Department intends to apply for up to $100,000 in OHV Grant Funds to acquire additional law enforcement equipment, including off -road-capable vehicles and other necessary gear. T hese resources will improve City Rangers' ability to patrol trails, open spaces, and other areas where unauthorized OHV activity has been reported.
The increase in illegal OHV use in restricted areas has led to environmental degradation, safety hazards fo r pedestrians and cyclists, and disturbances to nearby residential neighborhoods. Expanding the department’s enforcement capabilities will allow Rangers to proactively address these issues, ensuring compliance with City ordinances while protecting natural spaces from damage.
The requested funding will be used to purchase:
Off-Road Utility Vehicles (UTVs) or All-Terrain Vehicles (ATVs) – To allow Rangers to access areas that are impassable by standard patrol trucks. Protective Gear and Equipment – Such as helmets, communication devices, and emergency response kits to ensure Ranger safety.
Surveillance and Monitoring Tools – Including trail cameras and GPS tracking systems to document violations and support enforcement actions.
Alternative(s)
Decline to Approve the Resolution – Resulting in City Rangers continuing to operate with existing equipment, which may limit their ability to effectively patrol and enforce regulations in difficult-to-access areas.
Fiscal Considerations
The OHV grant requires a minimum of 25% matching funds, which the City can provide using current resources. If awarded, the grant would provide up to $100,000 in funding, requiring a minimum City contribution of $25,000. These matching funds will be allocated from existing department budgets and will not require additional appropriations from the General Fund.
Impact to the Community
Approving this grant application will have a significant positive impact on the Santa Maria community by enhancing public safety, protecting natural resourc es, and improving the overall quality of life for residents. With increased law enforcement capabilities, City Rangers will be better equipped to patrol open spaces and deter illegal off -highway vehicle (OHV) activity, reducing safety hazards for pedestria ns, cyclists, and other recreational users.
ATTACHMENTS
A – Resolution - 2025 State of California Department of Parks and Recreation Off-Highway Vehicle Grant Funds
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA MARIA, CALIFORNIA, APPROVING THE
RECREATION AND PARKS DEPARTMENT TO APPLY FOR
GRANT FUNDS FOR THE STATE OF CALIFORNIA,
DEPARTMENT OF PARKS AND RECREATION, OFF-HIGHWAY
VEHICLE GRANT FUNDS
WHEREAS, The people of the State of California have enacted the Off -Highway Motor Vehicle Recreation Act of 2003, which provides funds to the State of California and its political subdivisions for Operation and Maintenance, Restoration, Law Enforcem ent, and Education and Safety for off-highway vehicle recreation; and
WHEREAS, the Off-Highway Motor Vehicle Recreation Division with the California Department of Parks and Recreation has been delegated the responsibility to administer the program; and
WHEREAS, procedures established by the California Department of Parks and Recreation require the Applicant’s Governing Body to certify by resolution the approval to receive grant funding from the Off-Highway Motor Vehicle Grant funds; and
WHEREAS, this Project appears on, or is in conformance with this jurisdiction’s adopted general or master plan and is compatible with the land use plans of those jurisdictions immediately surrounding the Project;
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1. Approves the receiving of grant funding from the Off-Highway Vehicle Grant or Cooperative Agreement Program; and
SECTION 2. Certifies that this agency understands its legal obligations to the State upon approval of the Grant; and
SECTION 3. Certifies that this agency understands the California Public Resources Code requirement that Acquisition and Development Projects be maintained to specific conservation standards; and
SECTION 4 . Certifies that the Project will be well -maintained during its useful life; and
SECTION 5 . Certifies that this agency will implement the Project with diligence once funds are available and the Applicant has reviewed, understands, and agrees with the Project Agreement; and
SECTION 6. Certifies that this agency will provide the required matching funds; and
SECTION 7. Certifies that the public and adjacent property owners have been notified of this Project (as applicable); and
SECTION 8 . Appoints the Director of Rec reation and Parks or their designee as agent to conduct all negotiations, execute and submit all documents including, but not limited to Applications, agreements, amendments, payment requests and so on, which may be necessary for completion of the Project.
SECTION 9. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 18th day of February 2025.
I, the undersigned, hereby certify t hat the
foregoing Resolution Number_____ was
duly adopted by the City Council of the City
of Santa Maria, California following a roll
call vote:
Ayes:
Noes:
Absent: __________________________
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Alex Posada, Recreation and Parks Director
DATE: February 18, 2025
SUBJECT: Adoption of a Resolution Approving a Professional Services Agreement with West Coast Arborist for Tree Maintenance Services
Description:
The City Council will review and consider approving a 24-month professional services agreement with West Coast Arborist for tree maintenance services around the City using the “cooperative purchasing” clause of the City’s Purchasing Guidelines.
RECOMMENDATION:
Adopt a Resolution approving a Professional Services Agreement with W est Coast Arborist for Tree Maintenance Services.
BACKGROUND:
West Coast Arborist, Inc. (WCA), is a family-operated statewide provider of professional tree care services. They hold contracts with many cities in California, including the City of Santa Maria. WCA provides the City with a local crew of three personnel and a supervisor.
When necessary, they have the resour ces to send in additional crews to assist with special projects. WCA provides the majority of the regularly scheduled and emergency tree work throughout the city. This crew will typically trim 3 ,250 trees; remove 30 trees that are compromised; and track n ew trees planted in new developments using their proprietary inventory system, Arbor Access. This system tracks all the maintenance performed on street trees in the City and is available to City staff as needed.
The City’s relationship with WCA has been excellent over the years and their work has reduced tree limb failures and tree root incursion significantly, thus reducing the City’s exposure to liability.
DISCUSSION:
In an effort to bridge a gap in our current contract with WCA, and to provide City staff with the time necessary to prepare its own comprehensive Request for Proposal for arborist services, staff recommends awarding a 24-month contract to WCA, using the cooperative procurement process, referred to as “piggybacking”. This process allows the City to use another agency’s procurement process, to award its own contract for the same services.
Staff propose to use the current City of Carpinteria procurement process on which to base this 24-month contract with WCA. The City of Carpinteria contra ct was issued on March 2 1, 2024, meeting the requirements of the City’s purchasing policy. The City of Santa Maria’s contract with WCA found in Attachment A closely follows the City of Carpinteria’s contract terms and conditions. By using this cooperative purchasing process, the City of Santa Maira will benefit from continuing to provide the tree work necessary to keep the urban forest well cared for and reduce liability exposures.
Alternative(s)
The City Council can choose not to approve this cooperative purchasing agreement, if so tree work around the City would stop, until the City could prepare, release, and evaluate requests for proposals from other firms.
Fiscal Considerations
The recommendation would authorize staff to continue to work with WCA as the City’s tree service contractor, for an amount of approximately $300,000. annually. Funds for this work come from a variety of sources, including Gas Tax, Measure A, landscape district assessments, and the General Fund , and have previously been approved in the 2024-25 Fiscal Year budget.
Impact to the Community
Regularly scheduled tree work keeps the urban forest thriving, reduces exposure to liability and helps identify inequities in the urban forest around the city. Trees provide the generation of oxygen, absorb CO2 in the atmosphere and help to mitigate urban flooding by storing rainwater. Trees that are not properly cared for are not able to provide these benefits.
ATTACHMENTS
A. Resolution
B. Professional Services Agreement - West Coast Arborist
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
APPROVING A PROFESSIONAL SERVICES AGREEMENT WITH
WEST COAST ARBORIST FOR TREE MAINTENANCE SERVICES
WHEREAS, the City is in need of securing citywide tree maintenance services, and wish to do so in the most cost-effective and expeditious manner; and
WHEREAS, West Coast Arborist has provided this service for the City for more than 10 years , with an excellent performance record, and maintains the professional and technical knowledge to provide these services to the City; and
WHEREAS, the City’s Purchasing Guidelines cooperative purchasing clause, allows for the City to use another jurisdiction’s competitive bidding process as a basis to award a “piggyback” contract; and
WHEREAS, the City has found that the City of Carpinteria’s current contract with West Coast Arborist, is s ufficiently similar in scope, pricing and was award less than 12 months ago, that it could be used to “piggyback” and award a new contract.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California as follows:
SECTION 1. That the above recitals are true and correct.
SECTION 2. West Coast Arborist is awarded a contract to perform professional tree care services Citywide.
SECTION 3. That the City Council authorizes the Director of Recreation & Parks or designee to execute the agreement on the City’s behalf.
SECTION 4 . The Chief Deputy City Clerk is hereby aut horized to make m inor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
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PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria on this 18th day of February 2025.
Mayor
ATTEST:
Chief Deputy City Clerk
APPROVED AS TO FORM:
By:
City Attorney
APPROVED AS TO CONTENT:
By:
Department Director
By:
City Manager
Attachment B
AGREEMENT FOR PROFESSIONAL SERVICES
URBAN FOREST MAINTENANCE
This Agreement is made on February 18, 2025, by and between, West Coast Arborist , a California Corporation (“Contractor”), and the City of Santa Maria, a California Municipal C orporation and charter City (“City”), in the Santa Maria, California, based on the following recitals:
1. The City is involved in the maintenance of trees (“Urban Forest”) in certain public right- of-way areas and public parks throughout the City of Santa Maria; and
2. The City requires a duly qualified tree contractor with experience in providing professional tree maintenance services throughout the City of Santa Maria; and
3. West Coast Arborist is a firm having the necessary experience and qualificati ons to provide technical and maintenance services; and
4. The City has designated funding each year for the provisions of tree maintenance services from several sources, including special districts and gas tax; and
6. West Coast Arborist has submitted their contract with the City of Carpinteria, entered into in March 2024, for the City of Santa Maria’s consideration as a “piggyback” contract.
7. This contract is similar in scope, cost , and duration, to the needs of the City of Santa Maria and conforms w ith the City of Santa Maria’s cooperative purchasing clause (“piggyback”) in the City’s Purchasing Guidelines
NOW, THEREFORE, IT IS AGREED:
1. Recitals True. The above recitals are true.
2. General.
2.01 Term and Termination . The term of this contract is two (2) years, beginning on July 1, 2024 . This contract may be terminated for breach of its terms and conditions, or because of discovery of any act which violates local, state or federal law. Termination is effective 14 days after deposit of notice, as s pecified in this Agreement.
2.02 Services to be Performed . Exhibit “ B” details the scope of work to be performed by West Coast Arborist and they shall determine the method, details and means of providing service and delivery of tree maintenance throughout the City.
2.03 City’s Duties. City’s duties under this Agreement are to cooperate with West Coast Arborist in the performance of the Agreement and timely pay ment of invoices.
Monitor and evaluate the work performed by West Coast Arborist on an as nee ded basis.
2 2.04 Payment and Liquidated Damages . City shall pay West Coast Arborist for the services provided under this Agreement in accordance with the prices quoted in Exhibit “A”. Payment terms under this Agreement are listed in Exhibit “ B”. Work to correct improper pruning problems shall be performed within 48 hours of being notified either in writing or verbally of the problem. If corrections are not made within the time period specified by the Urban Forest Staff , the Urban Forest Staff may, i) self- perform all or part of the work to resolve the issue and any restoration resulting from delays with City of Santa Maria Employees, and/or ii) outsource the repair, service, and restoration, etc. to another Licensed Contractor, and deduct the amount paid for labor and materials, plus penalties, and a 15% Administrative Expense from the monthly billing.
2.05 Insurance. West Coast Arborist shall provide insu rance as set forth in Exhibit “C”.
2.06 Exhibits. Exhibits “ B”, “ C” and “D” are attached hereto a nd incorporated herein.
3. Contractor’s Obligations.
3.01 Minimum Amount of Service. West Coast Arborist shall devote sufficient time to perform services under this Agreement efficiently and effectively. West Coast Arborist may represent, perform services for, and be employed by additional individuals or entities at West Coast Arborist sole discretion, as long as the performance of these extra -contractual services does not interfere or present a conflict with City’s business.
3.02 Schedules. West Coast Ar borist shall provide a work schedule specifically outlining the days of the week that a specific work order will be performed . For example: tree pruning, tree removal, root pruning, tree planting , etc. This schedule must be approved by the Urban Forest Staff. All work performed shall be completed on the days indicated on the approved work schedule and can be changed only with the approval of the Urban Forest Staff.
3.03 Tools and Equipment . Except as otherwise stated in this Agreement, West Coast Arbor ist will supply all tools and equipment necessary to perform this Agreement. All West Coast Arborist vehicles shall be easily identified by the public with a magnetic sign attached to each vehicle with the name of the company, phone number and a statement to the effect that the crew is under contract with the City of Santa Maria Recreations and Parks Department.
3.04 Status. West Coast Arborist (including its employees) is an independent contractor. No employer/employee relationship exists between West Coast Arborist and the City. West Coast Arborist assigned personnel shall not be entitled to any benefits payable to employees of the City. The City is not required to make any deductions or withholdings from the compensation payable to West Coast Arbori st under this agreement.
3.05 License. West Coast Arborist must have a State of California C-27 Landscape Contractor License.
3.06 Indemnification. To the fullest extent allowed by law, West Coast Arborist shall indemnify, defend (with independent co unsel approved by the City) and hold harmless the City , and its directors , officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and adm inistrative costs of alternative dispute resolution) regardless of nature or type that arises out of, pertain to, or relate to the negligence, reckless, or willful misconduct of West Coast Arborist or the acts or omissions of an employee, agent or subcont ractor of West Coast Arborist . The provisions of this paragraph survive completion of the services or the termination of this contract. The provisions of this Section are not limited by the provisions of the Section relating to insurance.
4. Miscellaneous
4.01. Notices . All communication relating to the day -to-day activities of this Agreement shall be exchanged between a designated representative of the CITY and a representative of CONTRACTOR, listed below. All notices shall be addressed as follows u nless a written change is filed with the City:
To City: Recreation and Parks To: Contractor: West Coast Arborist Attn. Director of Recreation & Parks Attn. Lorenzo Perez 615 S. McClelland 2200 E Via Burton
Santa Maria, CA 93454 Anaheim, CA 92806
If the designated Representative or address of either party changes during the term of this Agreement, a written notice shall be given to the other party prior to the effective date of change. Any written notices required under this Agreement shall be effective five (5) days after deposit into United States mail, postage prepaid, addressed to the designated Representative, or upon confirmation of receipt of delivery if another notification process is used.
4.02. Compliance With Laws, etc. Contractor shall comply with all laws, including but not limited to the rules and policies of the City, in performing this Agreement.
4.03. Integration. This Agreement constitutes the entire agreement of the parties with respect to the subject matter. All modifications, amendments, or waivers of the terms of this Agreement must be in writing and signed by the appropriate representatives of the parties.
4.04. Interpretation. This Agreement shall be interpreted in accordance with the laws of the State of California.
4.05. Jurisdiction. Jurisdiction and venue of all disputes over the terms of this Agreement shall be in the County of Northern Santa Barbara, State of California.
4.06. Warranty of Authority. Each person signing th is Agreement on behalf of a party warrants that he or she has authority to do so.
4.07. No Waiver. Failure to enforce with respect to a default shall not be construed as a waiver.
4 4.08. Severability. The provisions of this Agreement are severable. If any part of this Agreement is held invalid by a court of competent jurisdiction, the remainder of the Agreement shall remain in full force and effect unless amended or modified by mutual written consent of the parties.
4.09. Submittals. In addition to a ny other submittals required by this Agreement, Contractor shall submit copies of its current business license and current certificate of workers compensation coverage to the City before beginning work on this project.
4.10 Prevailing Wage. If applicable, Contractor and all subcontractors are required to pay the State prevailing wage rates with certified payroll Pursuant to CA Labor Code Section 1771 et seq., http:www.dir.ca.gov/PWD/index.htm The Director's determination is on file and open to inspection at www.dir.ca.gov and is referred to and made a part hereof; the wage rates therein ascertained, determined and specified are referred to and made a part hereof as though fully set forth herein. Obtain the project D.I.R. number from the Recreation and Parks Business Program Leader.
IN WITNESS WHEREOF, this Agreement is executed by the parties on the date first written above.
CONTRACTOR
West Coast Arborist, a California corporation
By: ___________________________
Patrick Mahoney
President
By: ___________________________
Richard Mahoney
Vice-President/Secretary
CITY
CITY OF SANTA MARIA, a political subdivision of
the State of California
By:
Alex Posada
Director of Recreation and Parks
ATTEST:
By: _____________________________
Donna G. Schwartz
Chief Deputy City Clerk
EXHIBIT “A”
SCOPE OF WORK
Description
The Urban Forest preserves and sustains the quality of life for the City of Santa Maria . The Urban Forest helps improve air quality, reduces noise and wind, reduces stor m runoff, captures carbon and improves the quality of life for residents and animals. Proper maintenance supports the complicated interface between nature and the urban environment. Locations of work are shown in “Attachment A.”
Work Included
West Coast Arborist must have a working knowledge of tree pruning, tree take down and removals, stump grinding and root pruning, tree planting , and other related work. West Coast Arborist shall keep City representative informed of structural defects, diseases, dying and dead trees. Trees shall be kept in their natural form to the extent possible.
Severability of Tasks
The City reserves the right of severability; any clause or task within these specifications may be deleted at the discretion of the Recreation and Par ks Department. Adjustments to the contract costs will be made accordingly.
Quality Assurance
West Coast Arborist and/or employees must be properly licensed and registered to perform pest control work described below. Staffing Sheets are shown in “Attachment B.”
Site Conditions
Existing Condit ions. West Coast Arborist shall inspect the entire site and be familiar with the requirements and growth habits of all existing trees at each site. Contractor will be responsible to post no parking signs at least 48 hours before work is to be performed as needed.
INITIAL
Environmental Conditions West Coast Arborist shall immediately advise the Recreation and Parks Department of disease or pest problems and any other conditions, which may be detrimental to the condition of the trees. _____________ INITIAL
Scheduling
Maintenance services shall be provided on a schedule of Monday through Saturday, between the hours of 7:00 a.m. and 4:00 p.m. West Coast Arborist shall provide to the Urban Forest Staff for approval, a work schedule specifically outlining on which days of the week specific tasks of the Agreement will be performed, for example: tree pruning, tree removals, root pruning, tree planting , etc. All work performed within the Agreement area shall be complete d on the days indicated and can only be ch anged with the acknowledgement and approval of the Recreation and Parks Department representative.
West Coast Arborist shall submit a monthly report that indicates all the work that was performed within the contra cted area, tree pruning, tree removals, root pruning, tree planting, etc. (as referenced in this Attachment A), to the Urban Forest Staff
6 Warranty
West Coast Arborist shall furnish all supervision, labor, materials, and equipment necessary for the complete maintenance of all tree work orders.
All trees shall be maintained in accordance with best management practices using approved ISA arborist standards. ISA code of ethics will apply and be followed.
West Coast Arborist shall restore or replace any trees, shrubs, ground covers, lawn, perennials, annuals, or irrigation components damaged by West Coast Arborist action or lack of action.
West Coast Arborist is obligated to notify the Urban Forest Staff of any dead or dying trees.
West Coast Arborist shall not be responsible for the following, unless specifically agreed upon:
Replacement of trees damaged or destroyed by storms, or other causes beyond West Coast Arborist’s control.
Equipment
West Coast Arborist shall provide and maintain all equipment necessary to properly complete the tree maintenance work , including 45 ft aerial boom truck, chip truck, chipper and stump grinder .
Equipment shall be safe, proper, efficient, and suited to and for, the job.
PRODUCTS
Pesticides
Pesticide applications will be on a request basis only , integrated pest management (IPM) should be used with the intent of minimizing the use of pesticides . All pesticides MUST be registered in the State of California and conform to all requirements of the California Food and Agriculture Code. West Coast Arborist must be properly licensed and registered to perform pest control work. Personal protection equipment shall be used at all times when applying pesticides.
EXECUTION
Tree Planting
West Coast Arborist shall be responsib le for follow Under Ground Service (USA) n otification procedures and planting following the Recreation and Parks Tree and Landscape Standards.
Tree Pruning
West Coast Arborist shall comply with all City of Santa Maria Municipal Code, American National Standard Institute, ANSI A300 and International Society of Arboriculture Best Management Practices for all pruning. Deviating from these standards will result in nonpayment to West Coast Arborist for the trees in question.
Tree Removal/Stump Grinding
West Coast Arborist shall remove trees when dire cted on approved work orders. All tree removals include stump grinding unless otherwise directed by Urban Forest Staff , stump holes are to be filled as needed to eliminate hazards. West Coast Arborist shall be res ponsible for follow Under Ground Service (USA) notification procedures prior to stump grinding.
Debris Removal
All refuse/debris from the maintenance operation must be picked up and removed from the work site and disposed of properly as directed by Urban Forest Staff.
Safety
Comply with all Ca l-OSHA and ANSI standards for safe working practices. Comply with all CALTRANS and City traffic control standards.
Road Work
West Coast Arborist shall follow all Caltrans specification outlined in the Work Area Tr affic Control Handbook for all City and Highway roadway work site delineation. West Coast Arborist will obtain annual encroachment permit from Caltrans for Highway 166 and 135, and from the Cities Public Works Department for all other roadways.
Additional
West Coast Arborist shall provide to the Urban Forest Staff the name and phone number of the individual responsible for this Agreement between the hours of 7:00 a.m. and 4:00 p.m.
At no time shall West Coast Arborist engage in any work that is considered beyond the scope of the original Agreement without written approval by Urban Forest Staff. All additional work shall include the cost of materials, hourly rate, time required to perform the repair and total.
West Coast Arborist shall provide a 24-hour emergency phone number and name of two (2) contact individuals. These individuals shall be able to be reached in the event of an emergency between 4:00 p.m. and 7:00 a.m. Should the phone number or contact persons change during the course of the Agreement, those changes must be provided to the Urban Forest Staff.
EMERGENCY CONTACTS:
Name:
Phone Number:
Name:
Phone Number:
8 EXHIBIT “B”
CONTRACTORS DOCUMENTS
1. Attached in compliance with the Cities Cooperative Service guidelines the City of Carpinteria’s RFP for Tree Trimming & Tree Maintenance Services
EXHIBIT “C”
PAYMENT TERMS
West Coast Arborist fees and compensation: amount, how, and when payable. West Coast Arborist agrees that for all work and services, including supplies and equipment , pertaining to the Tree Maintenance Services and required to be furnished by West Coast Arborist to the City, that City agrees to pay to West Coast Arborist, and West Coast Arborist agrees to accept and receive as payment in full the fees as set forth below for each work order as follows:
Twice Monthly Progress Billing. West Coast Arborist shall furnish City with an itemized monthly progress billing for all services rendered. Such progress payments shall be due and payable by the City to West Coast Arborist within thirty (30) days after presentation of the approved invoices.
Separate billing sheets shall be submitted for each billing fund; gas tax, Districts & parks . Do not combine any fund types on the same bill.
West Coast Arborist agrees to pay pena lties automatically deducted from monthly billing as detailed in Section 2.04.
West Coast Arborist has the right to dispute penalties imposed by the Urban Forest Supervisor or his/her representative, by written response to the notification of said penalti es within five (5) working days from the date of notification.
EXHIBIT “D”
INSURANCE REQUIREMENTS
West Coast Arborist shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by West Coast Arborist, his/her agents, representatives, or employees. If West Coast Arborist maintains broader coverage and/or higher limits than the minimums shown above, th e City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Contractor.
Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence Form CG 0001), including products and completed operations, property damage, bodily injury and personal &advertising injury.
2. Insurance Services Office Business Auto Coverage Form Number CA 00 01 covering any (Code 1), or if Consultant has no owned autos, covering hired (Code 8) and non-owned autos (Code 9).
3. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the Consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability.
Minimum Limits of Insurance
West Coast Arborist shall maintain limits no less than:
1. General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Worker’s Compensation: Statutory limits.
4. Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
5. Errors and Omissions Liability-$1,000,000 per occurrence or claim, $2,000,000 aggregate
10 Self-insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require West Coast Arborist to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration and defense expenses within the retention.
Other Insurance Provisions
The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
1. The City, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by o r on behalf of West Coast Arborist including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form or an endorsement to West Coast Arborist insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37 forms if later revisions are used).
2. For any claims related to this project, West Coast Arborist insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled or reduced, except with notice stating the title of this contract to the City. All notices provided pursuant to th is Agreement shall be given to the City re presentative listed for notice in this agreement and shall specify the title of this Agreement. Notice may be given by overnight mail, facsimile with confirmation of receipt, or certified mail with return - receipt requested.
4. West Coast Arborist hereby grants to City a waiver of any right to subrogation which any insurer of said West Coast Arborist may acquire against the City by virtue of the payment of any loss under such insurance. West Coast Arborist agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
5. If any of the required policies provide claims-made coverage:
a. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, West Coast Arborist must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
West Coast Arborist shall furnish the City with origi nal certificates and amendatory endorsements of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the wo rk beginning shall not waive West Coast Arborist obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the cove rage required by these specifications at any time.
Special Risks or Circumstances
The city reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 12 ATTACHMENT A
ATTACHMENT A
ATTACHMENT A
14 ATTACHMENT A
ATTACHMENT A
CITYWIDE STAFFING SHEET
16 Contractor’s Name: West Coast Arborist
Name, years of experience and Certifications of crew Foreman_____________________
Number of full-time employees …………………………………………………
Number of part-time employees ………………………………………………..
Number of temporary/seasonal employees…………………………………...
Average years of employees are employed by bidder ………………………
Average hours per week that part-time employees ………………………….
Describe full-time and part-time employees and their qualifications, including certifications and licenses and how crew will be staffed.
Describe account/clerical employees, their qualifications and skills and how your firm will utilize these skills to perform the scope of services as outlined in this Contract.
ATTACHMENT B
COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Xenia Bradford, Interim Finance Director
DATE: February 18, 2025
SUBJECT: Receive and File the Financial Report for the Second Quarter ending December 31, 2024, and Adoption of a Resolution Approving Second Quarter Amendments
Description:
The City Council will consider receiving the 2024 -25 Second Quarter Financial Report and approving proposed budget amendments.
Environmental Notice: The activity is not a “Project” as defined under Sec tion 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
1. Receive and file the Financial Report for the Second Quarter ending December 31, 2024; and
2. Adopt a Resolution approving Second Quarter Amendments to the 2024 -25 Budget for personnel and operational changes.
BACKGROUND:
Four times each year, City staff completes a comprehensive analysis of City finances, including projected fund balances, revenues to date, departmental expenditures, encumbrances, and potential adjustments. This financial report summarizes the second quarter financial analysis.
DISCUSSION:
The Quarterly Financial Report for the Second Quarter Ending December 31, 2024 (Attachment B) provides an overview of the current economic outlook at the State and National levels; General Fund revenues, expenditures, projected fund balances; Measure U activity ; and activity in the three Enterprise Funds. Th ough this information is not audited and does not contain all the usual year-end adjustments, accruals, or disclosures, the information does pr ovide a general picture of the City’s activity and the developing financial trends.
While the 2024-25 adopted budget sets forth the budget and approved programs for the fiscal year, from time to time the need to adjust the budget may occur. Through quarterly reports, City departments submit budget requests to Finance and the City Manager for 2 review. The budget amendments shown in Attachment C are recommended by the City Manager for approval. Reasons for the requested budget amendments are provided for each item within the attachment.
In addition to the review of the current fiscal year activity, staff have prepared an updated General Fund Forecast (including Measure U) as well as an update to action taken by the City Manager and Department Directors to reduce the structural budget deficit.
During the Fiscal Year 2024 -26 Biennial Financial Plan development, a struc tural gap was identified in the General Fund (including Measure U). On September 17, 2024, staff provided the City Council with an update on Citywide efforts to begin to close the budget gap in alignment with the City Council goal of long-term financial sustainability.
Staff identified $6.5 million dollars in operating reductions that were placed into effect by the City Manager. The savings are projected to be realized by the end of the Fiscal Year (FY) 2024-25, narrowing the budget imbalance. While $3.7 million, out of the $6.5 million total, is earmarked as one-time savings by holding vacant positions, staff will continue to hold positions vacant into the second year of the financial plan. The City Manager has implemented a hiring freeze for all non-safety positions funded by the General Fund and Measure U.
Furthermore, to alleviate the structural budget deficit, staff recommend s drawing some funds set aside as reserve for pensions. Per the City Council policy established in 2018, the City has designated a total of $13.2 million in reserves for unfunded liability pension payments. The City’s pension payments are projected to escalate through approximately FY 2030-31. Payments toward the unfunded liability for pe nsions are contributing to the projected ongoing budget deficit. Staff recommend commencing utilizing the reserves to balance the budget. The proposed amendment would draw on $3,188,076 from the unfunded pensions reserve account instead of the Local Economic Augmentation fund.
While staff are taking proactive measures to close the structural budget gap, costs continue to outpace revenue growth in the General Fund (including Measure U). The City of Santa Maria General Fund receives funds primarily from sales tax, followed by property taxes. While the economy continues to expand at a steady rate, the rising costs of labor and inflation have far outpaced the growth in revenue. The long -term fiscal forecast for the General Fund (including Measure U) has been updated to reflect the op erating redactions based on the City Manager implemented policies. The redactions are reflected in the graph starting with the current Fiscal Year 2024-25. The redactions are not sufficient to fully close the budget gap. If the revenue and expenditure trends continue on this path, the City will continue to draw on reserves. The shaded blue area represents the anticipated draw on fund balances over the years.
3 Revenue Options
To address long -term fiscal sustainability, staff recommend s continuing to r eview new revenue options and full-cost recovery from development. Staff recommend consideration of an additional sales tax increase by another half cent and options to form Citywide Community Facilities District. Staff also recommend engaging in strategies for additional economic development activity to grow the City’s economic base.
A general half cent sales tax increase could be considered for November 2026 General Election, which would require majority vote of the voters.
Community Facilities Distri ct formation can fund infrastructure and/or services and can be used on pay -as-you-go basis or to support bond financing. Community Facilities District where there are more than 12 voters, requires two -thirds approval of registered voters in the district.
Staff recommends conducting voter approval sentiment survey during the next fiscal year to determine revenue option strategies.
Fiscal Impact
The proposed budget amendments will result in the following increases and decreases in the financial position by fund.
1. Increase appropriations in the General Fund from Unfunded Liability Pension Reserves by $3,188,076 and decrease appropriation from the Local Economic Augmentation Fund by $3,188,076.
4 2. Reallocate two of the Recreation & Parks Department’s full -time Maintenance Worker I positions from the General Fund to the Landscape District Funds in the amount of $200,000.
3. Increase appropriations in the Water Fund for implementation of SpryPoint backflow module software in the amount of $30,200.
4. Increase Growth Mitigation fund appropriations by $150,000 to pay for the Growth Mitigation fund program update.
5. Increase Growth Mitigation fund appropriations by $125,000 to reflect appropriate funding for the purchase of Lot 20 of Tract No. 6008 previously approved by the Council on December 17, 2024.
6. Increase in appropriations of $1,035,000 in the Growth Mitigat ion Fund and $960,000 in the Developer / Grant Street Projects for drainage improvement projects.
7. Increase appropriations in the Grants Street Projects fund by $2,469,226 for REAP 2.0 grant to pay for Sewer Project.
8. Increase Transit appropriations by $76 4,993 to purchase an additional five buses.
9. Increase Transit operating budget by $100,785 to support Micro Transit services that began operating in September of 2024.
Impact to the Community
The interim financial statement provides the community with an understanding of the financial activity of the City’s primary funds.
ATTACHMENTS
A. Resolution
B. Quarterly Financial Report Second Quarter Ending December 31, 2024 C. Proposed Budget Amendments
Attachment A
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MARIA, CALIFORNIA,
APPROVING SECOND-QUARTER AMENDMENTS TO
THE 2024-25 BUDGET FOR PERSONNEL AND OPERATIONAL CHANGES
WHEREAS, certain personnel and operational issues are brought forward for the City Council’s consideration in conjunction with the quarterly financial report; and
WHEREAS, it is recommended to amend the 2024-25 budget for subsequent appropriations, actions, and costs as determined to be in the public’s best interest.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
SECTION 1 . Increase appropriations in the General Fund from Unfunded Liability Pension Reserves by $3,188,076 and decrease appropriation from the Local Economic Augmentation Fund by $3,188,076.
SECTION 2 . Reallocate two of the Recreation & Parks Department’s full -time Maintenance Worker I positions from the General Fund to the Landscape District Funds in the amount of $200,000.
SECTION 3. Increase appropriations in the Water Fund for implementation of SpryPoint backflow module software in the amount of $30,200.
SECTION 4. Increase Growth Mitigation fund appropriations by $150,000 to pay for the Growth Mitigation fund program update.
SECTION 5. Increase Growth Mitigation fund appropriations by $125,000 to reflect appropriate funding for t he purchase of Lot 20 of Tract No. 6008 previously approved by the Council on December 17, 2024.
SECTION 6. Increase appropriations in the Growth Mitigation Funds in the amount of $1,035,000 and in the Developer Grant Street Projects Fund in the amount of $960,000 for Drainage Capital Improvement Projects.
SECTION 7. Increase appropriations in the Grants Street Projects fund by $2,469,226 for REAP 2.0 grant to pay for Sewer Project.
SECTION 8. Increase Transit appropriations by $764,993 to purchase a n additional five buses.
SECTION 9. Increase Transit operating budget by $100,785 to support Micro Transit services that began operating in September of 2024.
SECTION 10. The Chief Deputy City Clerk is hereby authorized to make m inor changes herein to address clerical errors, so long as substantial conformance of the intent of this
document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.
ATTEST:
Chief Deputy City Clerk
Mayor
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Interim Department Director
_______________________________
City Manager
QUARTERLY
FINANCIAL
REPORT
SECOND QUARTER ENDED
DECEMBER 31, 2024
ATTACHMENT B
1 MAYOR
Alice Patino
MAYOR PRO TEM
Carlos Escobedo
COUNCIL
Gloria Soto
Maribel Aguilera-Hernandez
Gloria Flores
CITY MANAGER
David W. Rowlands
REPORT PREPARED BY
Xenia Bradford
Interim Director of Finance
206 East Cook Street
Santa Maria, CA 93454
(805)925-0951 Ext. 2215
www.cityofsantamaria.org
QUARTERLY
FINANCIAL
REPORT
CITY OF SANTA MARIA, CA
V
TABLE OF CONTENTS
ECONOMIC INDICATORS ..................................................... 1 GENERAL FUND ................................................................. 2 MEASURE U FUND ............................................................. 6 ENTERPRISE FUNDS............................................................ 7
WATER/WASTEWATER FUND
SOLID WASTE FUNDS
PUBLIC TRANSIT FUNDS
FY 2024-26 BIENNIAL BUDGET ......................................... 8 FUND BALANCE ................................................................. 8
GENERAL FUND
MEASURE U FUND
Quarterly Financial Report: Second Quarter Ending December 31, 2024
1 ECONOMIC INDICATORS
The year 2024 finished with a stable labor market, low unemployment, and tamer inflation, although there were increases in mortgage rates, insurance premiums, and in prices for vehicles, food and housing.
Over the four quarters of 2024, real GDP growth was 2.5 percent, moderating from 3.2 percent over the four quarters of the previous year. The economy grew 2.5 percent in 2022, 2.9 percent in 2023.
Inflation rose 2.9 percent during 2024, yet the cost of many staples such as food, cars, vehicle insurance and housing is much higher now compared to four years ago. Inflation has declined significantly from its pandemic- era peak of 9.1 percent in J une 2022, following a scant 1.4 percent level in January 2021. However, it remains above the Federal Reserve's target of 2 percent.
Employers added 2.2 million jobs in 2024, an average of 186,000 jobs per month, according to the Bureau of Labor Statistics. That was less than the increase of 3.0 million in 2023, an average monthly gain of 251,000. Most forecasters expected a sharper slowdown, believing that inflation and high interest rates would take a bigger toll.
For 2024, employment trended up in health care, government, and social assistance.
The unemployment rate held steady around 4 percent throughout the year, ending at 4.1 percent through December, or 6.9 million people. This compares to a jobless rate of 3.6 percent for 2023. The country has added jobs for 48 months in a row.
California’s unemployment rate of 5. 5 percent in December was one-tenth of a point higher than November .
California’s job market expansion officially entered its 5 6th month, according to the State Employment Development Department. Seven of California's 11 industry sectors gained jobs in December with the largest increase in Leisure and Hospitality (+7,500). Santa Maria’s jobless rate in December was 7.6 percent (3,700 people), and Santa Barbara County’s unemployment rate was 4.5 percent.
Housing affordability across most of the country is elusive for many but not all as prices increase and more buyers enter the market as the economy continues to add jobs. Consumers are getting used to a new normal range of mortgage rates near 7 p ercent. The median existing -home sales price rose to a record $407,500 , the 18 th consecutive month of year-over-year price increases, the National Association of Realtors reported. It also said U.S. home sales have not been this slow since 1995. Housing costs eat up about 45 percent of a median family’s income, well above the 30 percent considered normal according to an Atlanta Federal Reserve report.
California’s housing market closed the year with sales up 4.3 percent from 2023, and the median price up 6.3 percent to $861,020. Santa Barbara County’s median sold home price was $1.27 million for the year, down 6.8 percent compared to 2023. The Santa Maria home market remained strong, according to the Santa Maria Association of Realtors. The median sale pri ce in 2024 in zip code 93458 was $584,500, up 14.6 percent from $510,000 for 2023. The median sale price in 2024 in zip code 93454 was $600,000, up 11.1 percent from $540,000 for 2023.
KEY STATISTICS
Quarterly Financial Report: Second Quarter Ending December 31, 2024
2 GENERAL FUND
Budget:
The table below presents the budget as adopted and amended along with expenditures through December 31, 2024. General Fund appropriations adopted on June 18, 2024, were $108.72 million compared to budgeted sources of $100.15 million, inclusive of an $8.34 million draw from the Local Economic Augmentation Fund (LEAF) as a revenue source, and the use of $8.57 million of available General Fund balance . At the end of FY 2023 -24 there were several projects, contracts, and transactions that were not yet complete d. The remaining appropriations for those have been carried forward into FY 2024-25.
GENERAL FUND
(in thousands)
Adopted
Budget
Current
Budget
2024-25
Actual
Percent of
Current Budget
Revenues & Transfers In
Sales Tax $ 31,872 $ 31,872 $ 16,048 50.4%
Property Tax 26,498 26,498 8,619 32.5%
Hotel/Bed Tax 4,274 4,274 1,777 41.6%
Licenses, Permits & Fees 3,196 3,196 2,559 80.1%
All Other Revenues 34,309 35,446 11,878 42.6%
Total Revenues & Transfers In $ 100,149 $ 101,286 $ 40,881 40.4%
Expenses & Transfers Out
Staffing $ 73,048 $ 73,097 $ 33,083 45.3%
Contracts & Services 10,184 12,277 4,469 36.4%
Materials & Supplies 4,257 4,367 2,558 58.6%
Maintenance & Operations 10,835 10,854 5,109 47.1%
Capital Outlay 1,800 2,340 67 2.8%
Debt Service 267 267 134 50.0%
Transfers 8,328 8,403 - 0.0%
Total Expenses & Transfers Out $ 108,719 $ 111,605 $ 45,420 40.7%
Year-Over-Year Comparison:
The chart below compares revenue receipts, expenditures, and transfers through the second quarter ending December 31, 2024, versus the second quarter ending December 31, 2023.
Quarterly Financial Report: Second Quarter Ending December 31, 2024
3 GENERAL FUND (CONTINUED)
Major Revenues:
Through the second quarter, receipts for four major General Fund revenue sources (Sales Tax, Property Tax, Hotel Tax, and Licenses, Permits, & Fees) are at 44.1 percent of projections and account for approximately 71 percent of total General Fund re venues. Revenues are higher than the second quarter receipts from the prior year primarily due to property tax and licenses, permits & fees; however, hotel tax and sales tax are lower.
Revenue Variances:
The following highlights what is driving the variances in these individual revenue sources received through the second quarter:
Property Tax : The bulk of these payments are received through Santa Barbara County in December, January, April, and May of each year. Property Tax received is 3.6 percent, or $298 thousand more than that received in the same period last fiscal year.
Sales Tax: The chart below, as of the first quarter of FY 2024-25, reflects total sales taxes coming in 3.3 percent, or $269 thousand, less than the first quarter of FY 2023-24 for all major business groups. Due to
Quarterly Financial Report: Second Quarter Ending December 31, 2024
4 concerns about the economy, consumers are continuing to reduce spending in the Autos and Transportation category.
GENERAL FUND (CONTINUED)
Receipts through the second quarter of FY 2024-25 are 3.2 percent, or $527 thousand, less than those for the same period last year.
Hotel/Bed Tax : Through September, Transient Occupancy Tax (TOT) receipts are 3.1 percent, or $ 56 thousand, less than last fiscal year and behind estimates by 8.4 percent, or $359 thousand. Licenses, Permits, & Fees : Revenue of $ 2.56 million through the second quarter exceeds projections by
30.1 percent, or $961 thousand, and is 38.3 percent, or $709 thousand, more than that through the second quarter of FY 2023-24. This is due to a marked increase in development, including strong commercial activity as well as Accessory Dwelling Units (ADUs) and Junior Accessory Dwelling Units (JADUs). ADUs have continued to increase in popularity, with the number of permits issued outpacing those issued last year by 25 percent. The proliferation of ADUs in Santa Maria is among the highest in the state on a per- capita basis, with unit counts exceeding those of cities with much larger populations. Permit activity is anticipated to continue to exceed projections throughout the current fiscal year as development remains strong and housing prices remain high, driving residents to seek more affordable alternatives.
Expenditures:
Through the second quarter, operating expenditures, excluding debt service and transfers, are at 44.0 percent of total budget. Expenditures, as shown above in the Expenditure Categories chart above on the right, are trending within budget except for Materials & Supplies.
Expenditure Variances:
Quarterly Financial Report: Second Quarter Ending December 31, 2024
5 Financial Reporting policies require an explanation of variances greater than 5 percent of major categories and departmental variances greater than 10 percent.
Staffing: Under budget by 4.7 percent, or $3.47 million, due to vacancies mostly experienced in the Police and Fire departments, as well as overtime savings for the Fire Department, mostly due to the over hire of Firefighter positions in anticipation of staffing new Engine 6. Recruitments of lateral and entry positions continue to be the Police Department’s focus to fill 29 vacancies. Contracts & Services: Under budget by 13.6 percent, or $1.67 million, due to timing of the General Plan Update project and the payment for contractual services with Santa Barbara County for Animal Control Services.
Capital Outlay: Under budget by 47.2 percent, or $1.1 million , due to the timing of the General Fund contribution to be provided to the Capital Projects – General Fund for the Enhanced Roadway Maintenance project, which will be made in the third quarter. Transfers Out: Transfers from the General Fund to other funds as approved in the adopted budget will be evaluated in the third quarter.
GENERAL FUND (CONTINUED)
Materials & Supplies: Over budget by 8.6 percent, or $375 thousand, due to a significant increase in water rates and the amount of watering required of the Recreation & Parks Department necessitated by Senate Bill (SB) 1383, which requires the spreading of a pre-defined amount of compost each year. Once placed at appropriate depths the compost needs to be watered regularly until it has been locked into the ground.
As of December 31, irrigation has been shut off at a ll parks, except for those areas with new vegetation that will require ongoing irrigation.
The chart below presents the percentages of expenditures by department. Community Development: Under budget by 16.5 percent, or $1.18 million, due to timing of the General Plan Update project and the payment for contractual services with Santa Barbara County for Animal Control Services.
Public Works: Under budget by 17.1 percent, or $1.23 million, due to a transfer from the General Fund to the Capital Projects – General Fund for the Enhanced Roadway Maintenance project, which will be evaluated in the third quarter.
Quarterly Financial Report: Second Quarter Ending December 31, 2024
6 Quarterly Financial Report: Second Quarter Ending December 31, 2024
7 MEASURE U FUND
The table below presents the budget as adopted and amended along with actual expenditures as of December 31, 2024. Measure U Fund appropriations adopted on June 20, 2024, were $31.1 million compared to budgeted sources of $26.7 million and the use of $4.41 million of available Measure U Fund balance.
MEASURE U FUND
(in thousands)
Adopted
Budget
Current
Budget
2024-25
Actual
Percent of
Current Budget
Revenue $ 26,716 $ 26,716 $ 13,648 51.1%
Expenses
Community Development $ 824 $ 824 406 49.2%
City Manager’s Office 1,435 1,435 335 23.3%
Finance 3 3 - 2.9%
Library 1,015 1,015 485 47.8%
Recreation & Parks 3,071 3,384 1,349 39.9%
Fire 11,946 17,939 5628 31.4%
Police 12,836 12,870 6362 49.4%
Total Expenses $ 31,130 $ 37,470 $ 14,565 38.9%
Revenues received through the second quarter are at 51.1 percent of budget, or $13.65 million. Expenditures are at 38.9 percent of budget, or $4.17 million under budget, primarily due to capital project activity and a delay in the operation of Regional Dispatch noted below.
The City Manager’s Office budget includes costs of maintaining the City’s mass notification system database, a position for the Public, Education, and Government (PEG), and the Motorola Backhaul Refresh and Refresh of CAD/RMS capital projects. The Finance budget is for the annual independent audit of Measure U financial activity.
The Fire Department budget includes the City’s proportional cost of participating in the Regional Dispatch, which is anticipated to begin in early 2025.
Through September, Measure U expended 88.1 percent on Public Safety, 5.5 percent on Youth Services, and 6.4 percent on Quality of Life.
Quarterly Financial Report: Second Quarter Ending December 31, 2024
8 ENTERPRISE FUNDS
The Statement of Revenues and Expenses through the second quarter ending December 31, 2024, for the three enterprise funds, are shown in the table below.
ENTERPRISE FUNDS
(in thousands)
Water /
Wastewater
Solid
Waste
Public
Transit
Revenues
Charges for Service $ 32,785 $ 17,860 $ 319
Interest Income 959 449 56
Other Revenue 1,058 219 4,303
Total Revenues $ 34,803 $ 18,528 $ 4,678
Expenses
Operating $ 8,605 $ 15,066 $ 3,229
Capital 1,781 8,213 1,394
State Water Payment 12,355 - -
Debt Service 695 - -
Total Expenses $ 23,436 $ 23,279 $ 4,623
Revenues/Expenses $ 11,367 $ 4,751 $ 55
Water/Wastewater Funds:
Revenues exceeded expenditures by $11.4 million, which is $4.6 million more than last year. Revenues increased 19.0 percent, or $5.57 million, compared to the prior year due to higher revenues generated through sales of metered water (+20.2%, or $4.0 million) and sewer service charges (+30.3%, or $1.7 million). Expenses are $928 thousand more than last year. Water and Wastewater operational expenses are under budget by 14.5 percent due to personnel savings from vacant positions and timing of maintenance and contractual agreements.
Solid Waste Funds:
The Solid Waste Fund reports refuse collection and disposal activities. Solid Waste revenues were $4.8 million less than expenditures. Operational costs are under budget by
9.3 percent, or $3.5 million due to personnel savings from vacant positions and timing of maintenance and contractual agreements..
Public Transit Funds:
Quarterly Financial Report: Second Quarter Ending December 31, 2024
9 The City operates the Santa Maria Regional Transit (SMRT) and Breeze Transit systems, which are funded by a combination of Federal grants, State transportation funds, and user fares . Fare revenue is $ 320 thousand, which is about $27 thousand more than last year. The farebox ratio is 9.9 percent based on fares received and operating expenses recorded to date.
FY 2024-26 BIENNIAL BUDGET
The final budget was presented with a public hearing at the City Council meeting held on June 18, 2024. Public engagement occurred during the City Council’s meetings in May and June along with budget presentations and discussions with department directors. Get the latest information on the public meetings related to the development of the FY 2024 -26 biennial budget by visiting the City’s website at:
https://www.cityofsantamaria.org/services/departments/city-clerk-records/agendas-reports-meeting-videos.
GENERAL FUND & MEASURE U FUND BALANCE SUMMARY
General Fund:
The General Fund Fiscal Year 2023-24 year-end audited results will be presented in May with the Third Quarter Financial Report. The audited financial statements will reflect final results for actual receipts for revenues and will encompass all expenditures including carryovers per Council adopted policies and accounting principles. The table below shows revenues are at 40.4 percent of projections while expenditures are at 40.7 percent of appropriations through the second quarter of Fiscal Year 2024-25.
GENERAL FUND
(in thousands)
Adopted
Budget
2nd Quarter
Percent
Beg. Fund Bal. $ 8,570
Revenues* 100,149 40,881 40.4%
Expenditures* 108,719 45,420 40.7%
Rev/Exp $ (8,570) $ (4,539)
Measure U Fund:
The table below shows revenues are at 51.1 percent of projections while expenditures are at 38.9 percent of appropriations.
MEASURE U FUND
(in thousands)
Adopted
Budget
2nd Quarter
Percent
Beg. Fund Bal. $ 4,414
Revenues* 26,716 13,648 51.1%
Expenditures* 31,130 14,565 38.9%
Rev/Exp $ (4,414) $ (917)
It is important to note these are only estimates because the City’s annual audit for FY 2023-24 is not finalized.
Quarterly Financial Report: Fourth Quarter Ending June 30, 2024
10 This Page Intentionally Left Blank
MAYOR & COUNCIL
Gloria Soto
Councilmember
District 3
Maribel Aguilera-
Hernandez
Councilmember
District 4
Alice Patino
Mayor
At-Large
Carlos Escobedo
Councilmember
District 1
Gloria Flores
Councilmember
District 2
City of Santa Maria, California
110 E. Cook Street
Santa Maria, CA 93454
cityofsantamaria.org
EXPLORE
the City’s budget online at
www.cityofsantamaria.org/services/departments/city-manager-s-office/city-budget
CITY OF SANTA MARIA DISTRICTS
DISTRICT 2
Gloria Flores
DISTRICT 1
Carlos Escobedo
DISTRICT 3
Gloria Soto
DISTRICT 4
Maribel Aguilera-Hernandez
Attachment C
PROPOSED BUDGET AMENDMENTS:
CITY MANAGER’S OFFICE, FINANCE
Increase appropriations in the General Fund from Unfunded Liability Pension Reserves by $3,188,076 and decrease appropriation from the Local Economic Augmentation Fund by $3,188,076.
To alleviate the structural budget deficit, staff recommend drawing some funds set aside as reserve for pensions. Per the City Council policy established in 2018, the City has designated a total of $13.2 million in reserves for unfunded liability pension payments. The City’s pension payments are projected to escalate through approximately FY 2030 -31. Payments toward the unfunded liability for pensions are contributing to the projected o ngoing budget deficit. Staff recommend commencing utilizing the reserves to balance the budget. The proposed amendment would draw on $3,188,076 from the unfunded pensions reserve account instead of the Local Economic Augmentation fund.
RECREATION & PARKS/GENERAL FUND & LANDSCAPE DISTRICT FUNDS
Reallocate two (2) of the Recreation & Parks Department’s full-time Maintenance Worker I positions from the General Fund to the Landscape District Funds in the amount of $200,000.
Property owners located within one of the four master Landscape Districts pay a special assessment for lighting and landscaping in their neighborhoods to be adequately maintained and renovated as needed. According to an analysis prepared by the Recreation & Parks Department, anticipated revenues will increase by approximately $3.4 million over the next four years due to new approved developments going online, potentially new plan check fees, and consumer price index (CPI) increases.
Funding is available to reallocate two current General Fund position allocations to the Special District Fund. Approval of this request will allow the Department to serve the special landscaping needs of the community at a more appropriate level, as well as reduce the financial burden carried by the General Fund.
PUBLIC UTILITIES/WATER FUND
Increase appropriations by $30,200 for the purchase of the Backflow module, an add-on offered by the new Utility Billing Software, SpryPoint.
The Utilities Department requests an additional appropriation in the amount of $30,200 for the purchase of the Backflow module, an add -on offered by the new Utility Billing Software, SpryPoint. Staff have confirmed that this module was not included in the original SpryPoint purchase, which had previously been approved by the Council. The Finance Department has recommended submitting this request in the second quarter.
PUBLIC WORKS/GROWTH MITIGATION FUND
Increase appropriations by $150,000 for the AB 1600 Growth Mitigation Program Update.
The Public Works Department is requesting an increase in the appropriation in the amount of $150,000 to pay for the Growth Mitigation Program Update project .
Increase appropriations by $125,000 for the purchase of Lot 20 of Tract No. 6008 in the City of Santa Maria for the Police Department.
On December 17, 2024, Resolution No. 2024 -150 authorized the purchase of Lot 20 of Tract No. 6008 in the City of Santa Maria for the Police Department in the amount of $125,000. The funds for this acquisition have been identified in the AB 1600 Growth Mitigation Program as a strategic opportunity to support the future growth of the Police Department. The Public Works Department is requesting an increase in appropriation of $125,000 in the Growth Mitigation Fund to fund the purchase agreement.
PUBLIC WORKS/GROWTH MITIGATION FUND & DEVELOPER / GRANT STREET
PROJECTS FUND
Increase appropriations by $1,995,000 for Drainage Improvement Projects listed in the Capital Improvements Plan.
The current adopted Growth Mitigation Plan lists the Drainage Improvement Projects in the Capital Improvement Plan. Public Works requested funding for Drainage Improvement Projects through the FY 2024 -26 budget process, but the funding was denied because a dditional grant funding information was needed. Grant funding appropriation was confirmed in July 2024, stating $959,752 has been designated to the City of Santa Maria for stormwater drainage projects in the community. The Public Works Department is reques ting an increase in appropriations of $1,035,000 in the Growth Mitigation Fund and $960,000 in the Developer / Grant Street Projects Fund for these projects.
PUBLIC WORKS/DEVELOPER / GRANT STREET PROJECTS FUND
Increase appropriations by $2,469,226 for Sewer Project.
In July 2024, the City was awarded REAP 2.0 funds. On November 19, 2024, Resolution No. 2024-150 authorized the Public Works Department to enter into an agreement between the City of Santa Maria and Santa Barbara County Association of Governments awarding the City project funds to increase sewer capacity and construct multimodal improvements in the downtown area.
This project was already identified to be funded by the American Rescue Plan Act (ARPA); however, it was determined the ARPA funds e armarked for the sewer project could be better used for other projects. The Public Works Department is requesting an increase in appropriations of $2,469,226 in the Developer / Grant Street Projects Fund for the REAP 2.0 Sewer Project.
PUBLIC WORKS/TRANSIT FUND
Increase appropriations by $764,993 for Purchase of Five Buses.
The Public Works Department is requesting an increase in appropriations for Transit to purchase an additional five buses. The appropriation is supported by awarded Federal and State funding.
Increase appropriations by $100,785 for Transit Operations.
The Public Works Department is requesting an increase in appropriations for Transit operations in the amount of $100,785. On March 16, 2021, and December 7, 2021, the City Council approved Santa Maria Regional Transit (SMRT) route adjustments to the Short-Range Transit Plan (Resolution Nos. 2021-125 and 2021-137). SMRT has unveiled a Micro Transit service to aid in the service increases as of September 19, 2024.