I. CALL TO ORDER
II. ROLL CALL
III. PUBLIC COMMENT - CLOSED SESSION ITEMS
IV. CLOSED SESSION
CITY OF SOLEDAD
JOINT CITY COUNCIL/SUCCESSOR AGENCY/HOUSING AUTHORITY AND SUCCESSOR
HOUSING AGENCY REGULAR MEETING AGENDA
WEDNESDAY, FEBRUARY 5, 2025
CITY HALL, COUNCIL CHAMBERS
6:00 PM
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Welcome to your City of Soledad City Council/Successor Agency Meeting. Your City Councilmembers/Agencymembers are:
Mayor Anna Velazquez
Councilmember Fernando Cabrera
Councilmember Fernando Ansaldo-Sanchez
Councilmember Evarista Banuelos
Councilmember Ben Caldera
At this time, any member of the public may address the Council/Agency on Closed Session items appearing on the agenda. Speakers will have a limited time of three (3) minutes. Please be brief and to the point.
1. The City Council will recess to closed session pursuant to Government Code Section 54956.9(a)(d)(1) to confer with its attorney regarding pending litigation which has been initiated formally and to which the City is a party: WC Claim of Bravo
2. The City Council will recess to closed session pursuant to Government Code Section 54956.8 to give instructions to the City’s negotiator concerning the sale/exchange/lease of property located at Assessor Parcel Numbers 022-533-028-000. 1 V. CLOSED SESSION REPORTS
VI. PLEDGE OF ALLEGIANCE
VII. ADDITIONS/MODIFICATIONS TO THE AGENDA
VIII. PUBLIC COMMENT
IX. INTRODUCTION OF NEW EMPLOYEES
X. COUNCIL PRESENTATIONS
XI. YOUTH COUNCIL REPORT
1. Soledad Youth Council (SYC) Monthly Report
XII. CONSENT CALENDAR
1. Minutes
At this time any member of the public may address the City Council on items not appearing on the agenda and items of interest to the public that are within the jurisdiction of the Council. A public comment card should be filled out completely to ensure the speaker is called upon to give comment. Public comments are generally limited to three (3) minutes; the mayor may further limit the time for public comments depending on the agenda schedule. Please be brief and to the point.
No action or discussion shall be taken on an item not appearing on the agenda.
Zachary Corda, Water Department, Maintenance Worker
Valente Reynozo, Parks Department, Maintenance Worker
Christopher Diaz, Parks Department, Maintenance Worker
Jerry Zavala, Wastewater Department, Utility Maintenance Mechanic Carla James, Water Resources Manager
Luciano Morga, Utility Maintenance Mechanic
1. The City Council of the City of Soledad will present a Proclamation in Honor of Black History Month to The Village Project.
2. The City Council of the City of Soledad will present a Certificate of Achievement to Natasha McCann.
3. The City Council of the City of Soledad will present a Proclamation in Recognition of the Community Work of Lideres Campesinas.
Attachments:
Staff Report
Attachments:
Staff Report
Minutes_of_12-18-2024
COUNCIL ACTION: ________________________________
2 2. Warrants
3. Human Resources Department Activity Report
4. Community and Economic Development Department Activity Report
5. Parks and Recreation Department Activity Report
6. Public Works Department Activity Report
7. Police Department Activity Reports
8. Fire Department Activity Report
Attachments:
Staff Report
56165 - 56370
Department Credit Card Logs - 12/2024
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Placer AI Data
Building Permits Issued 12/2024
Building Permits Issued 01/2025
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
December & 2nd Qtr. Report 2024
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Activity Report 02/2025
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
December 2024
January 2025
COUNCIL ACTION: ________________________________
3 9. Community Engagement Department Activity Report
10. Resolution No. 6189, A Resolution of the City Council of The City of Soledad Approving and Authorizing the City Manager to Execute a Facility Use Agreement Between the City and the Soledad Little League.
11. Resolution No. 6191, A Resolution of the City Council of the City of Soledad Declaring Surplus Equipment and Authorizing the Sale, Donation, or Disposal of such Property
12. Resolution No. 6192, A Resolution of the City Council of the City of Soledad Approving and Authorizing the City Manager to Execute a Professionals Services Agreement with EMC Planning Group, Inc. in an Amount Not to Exceed $70,000 to Provide Planning Services for the Almond Acres Subdivision Project.
13. Resolution No. 6193, A Resolution of the City Council of the City of Soledad Approving a Contract for Construction Services with Zara Construction Inc. in an Amount of $192,164 Plus a Attachments:
Staff Report
Soledad Activity Report 1/2025
Call Volume 12/2024
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Resolution No. 6189
Exhibit A
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Resolution No. 6191
Exhibit A
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Exhibit A - EMC Contract for Almond Acres EIR
Resolution No. 6192
Map
Agreement_Almond Acres Focused EIR
COUNCIL ACTION: ________________________________
4 15% Contingency for a Total not to Exceed Amount of $220,988.60 for the Highway Safety Improvement Program Cycle (HSIP) 10 and Authorizing The City Manager to Execute said Contract on Behalf of the City of Soledad
14. Resolution No. 6194, A Resolution of the City Council of the City of Soledad Approving a List of Proclamations for the Calendar Year 2025
15. Resolution No. 6195, A Resolution of the City Council of the City of Soledad Establishing 2025 City Council Meeting Dates
XIII. MAYOR'S REPORTS AND ACKNOWLEDGMENTS
XIV. COUNCILMEMBERS' REPORTS AND ACKNOWLEDGMENTS
XV. CITY MANAGER'S REPORT
XVI. FUTURE AGENDA ITEMS
XVII. ADJOURNMENT
Attachments:
Staff Report
Resolution No. 6193
Exhibit A
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Resolution No. 6194
Exhibit A
COUNCIL ACTION: ________________________________
Attachments:
Staff Report
Resolution No. 6195
COUNCIL ACTION: ________________________________
In compliance with the American with Disabilities Act, if you need special assistance to participate in this meeting, please contact Deputy City Clerk Darlene Noriega at (831) 223-5014. Notification of at least 48hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (RCRF 35.102-35.104).
Any writing or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at City Hall located at 248 Main Street, Soledad, California during normal business hours.
En caso que usted necesite ayuda en leer o en entender este aviso de Junta Publica, usted puede ponerse en contacto con la oficina del Edificio Municipal en 248 Calle Main o llamar al número (831) 223-5014, y el aviso será traducido para usted.
5 Cualquier escrito o documento proporcionado a la mayoría del Concejo Municipal con respecto a cualquier asunto en esta agenda se pondrá a disposición para inspección pública en el Ayuntamiento ubicado en 248 Main Street, Soledad, California durante el horario laboral.
Advanced submittal of public comments via email are due by 2:00 P.M. on the day of the scheduled meeting to the Deputy City Clerk at [email protected] Comments are limited to 250 words or less and effort will be made to read your comment into the record, but some comments may not be read due to time limitations. The City Clerk will read email comments, provided that the reading shall not exceed three (3) minutes. The email comments submitted shall become part of the record.
La entrega anticipada de comentarios públicos por correo electrónico debe presentarse antes de las 2:00 p.m. del día de la reunión programada a la Secretaria Municipal al email [email protected]. Los comentarios están limitados a 250 palabras o menos y se hará un esfuerzo para leer su comentario en el registro, pero es posible que algunos comentarios no se lean debido a limitaciones de tiempo. La Secretaria Municipal leerá los comentarios del correo electrónico, siempre que la lectura no exceda los tres (3) minutos. Los comentarios enviados por correo electrónico pasarán a formar parte del registro.
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6 SUBJECT: Soledad Youth Council (SYC) Monthly Report
TO: Honorable Mayor Anna Velazquez and City Council
FROM: Yessica Ornelas and Youth Commissioners
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 1.
Recommendation
None
Executive Summary
The Soledad Youth Council (SYC) is committed to fostering youth leadership, civic engagement, and community collaboration. This report provides an overview of key activities, presentations, and accomplishments from the past quarter, reflecting the Council’s active role in supporting city initiatives and addressing community needs.
Background
The selection of the Soledad Youth Commissioners and Youth Council was finalized in late 2024. This report outlines their activities.
Review & Analysis
Parks and Recreation Master Plan Presentation
Youth Council Commissioners delivered a presentation on the Parks and Recreation Master Plan to SYC members. The presentation focused on the framework categories used to evaluate and prioritize construction and improvement projects, including parks, recreational facilities, and open spaces.
Members gained a detailed understanding of the master plan’s objectives and its importance in shaping the city’s recreational landscape. The session also helped identify potential areas where youth could contribute ideas, particularly in the development of youth-focused facilities and programs. The SYC plans to collaborate with the Parks and Recreation Department to explore ways to include youth perspectives in upcoming projects.
Special District Director Presentation
The Director of Special Projects hosted an interactive Q&A session with SYC members, offering insights into their roles and responsibilities. The discussion highlighted the Directors work overseeing 7 the recruitment and onboarding of social workers for the Family Resource Center (FRC), oversight of counseling services to address mental health challenges within the community, effective resolution of community complaints, and ensuring the availability of essential resources and support services at the FRC. This session provided members with a deeper appreciation for the city’s efforts to address social and mental health needs. The SYC recognizes the FRC as a valuable resource for youth-centered initiatives and intends to leverage its support for future events.
Gingerbread House Community Building Activity
As part of a team-building initiative, the SYC organized a gingerbread house competition. Members collaborated in teams of three to design and construct their houses, with a festive prize awarded to the winning group. This activity fostered creativity, teamwork, and a spirit of friendly competition among Council members.
Additionally, the team-based approach established a collaborative dynamic that will benefit the Council’s upcoming YPAR project.
Youth Participatory Action Research (YPAR) Framework Review The SYC revisited the Youth Participatory Action Research (YPAR) framework, focusing on the "Heads, Hands, and Heart" model. This session was designed to equip members with a foundational understanding of the research methodology guiding their initiatives throughout the year.
A. The "Heads" component emphasized critical thinking and analysis to identify and understand community issues.
B. The "Hands" element focused on implementing actionable projects to address these issues effectively.
C. Lastly, the "Heart" component highlighted the importance of emotional investment and commitment to improving the community.
This framework will be a reference point for upcoming YPAR initiatives, ensuring structured and impactful engagement. Members are now better prepared to undertake research projects that address local challenges.
Conclusion
The Soledad Youth Council continues to inspire youth involvement and contribute meaningfully to the community. This quarter’s activities have reinforced members’ skills, expanded their understanding of civic processes, and deepened their commitment to positive change. Moving forward, the SYC is eager to build on this momentum and enhance its collaboration with city departments and community stakeholders.
Financial Considerations
The work of the Soledad Youth Council and Youth Commissioners has already been allocated into the 2024-25 budget, and as such, there are no additional financial considerations.
Alternatives
Accept Report
Reject Report
Planning/CEQA
The report by Youth Council is not considered a project pursuant the California Environmental Quality 8 Act
(CEQA) Guidelines Section 15378.
Public Notice Requirements
None
9 SUBJECT: Minutes
TO: Honorable Mayor Velazquez and City Council
FROM: Darlene Noriega, Deputy City Clerk
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
AGENDA ITEM NO. 1.
10 Minutes
City of Soledad
Joint City Council/Successor Agency/Housing Authority/Successor Housing Agency/ Regular Meeting
December 18, 2024
CALL TO ORDER
Mayor Velazquez Called the Joint City Council/ Successor Agency/ Housing Authority/ Successor Housing Agency/ Regular Meeting to order at 6:06 p.m.
ROLL CALL
The Following Councilmembers/Agency members were present when the meeting was called to order:
Mayor/Chair Anna M. Velazquez
Councilmember/Agency Member Fernando Cabrera
Councilmember/Agency Member Fernando Ansaldo-Sánchez
Councilmember/Agency Member Evarista Bañuelos
Councilmember/Agency Member Ben Caldera
THE FOLLOWING COUNCILMEMBER WAS ABSENT
None
PUBLIC COMMENT ON CLOSED SESSION ITEMS
MEETING RECESS TO CLOSED SESSION
Mayor Velazquez recessed at 6:06 p.m.
CLOSED SESSION
The City Council will recess to closed session pursuant to Government Code Section 54956.8 to give instructions to the City's negotiator concerning the sale/exchange/lease of property located between Santa Clara Street and Bryant Canyon Road, Assessor Parcel Numbers 022-441-017 and 022-522-037.
Instructions may include price and other considerations and terms of payment.
MEETING RECONVENED FROM CLOSED SESSION
Mayor Velazquez reconvened the meeting at 6:47 p.m.
11 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
CLOSED SESSION REPORTS
1. City Attorney Mike Rodriquez reported with respect to item no. 1, the council met with its real property negotiator regarding the identified property on the agenda. There was discussion, however there was no reportable action taken.
PLEDGE OF ALLEGIANCE
Anyssa Guzman led the Pledge of Allegiance
ADDITIONS/MODIFICATIONS TO THE AGENDA
None
PUBLIC COMMENT
None
COUNCIL PRESENTATIONS
Councilmember Banuelos presented a Certificate of Achievement to the Soledad High School Aztecs Cheerleading team.
The Soledad High School Aztecs Cheerleading team and Coaches were present to accept the certificate and thanked the Soledad City Council for the recognition.
Councilmembers gave praise to the Cheerleading team.
CONSENT CALENDAR
There were no public comments.
Mayor Velazquez has requested to have a separate discussion for item no. C-6.
Councilmember Ansaldo-Sanchez requested to have a separate discussion for item no. C-8.
Motion: Councilmember Cabrera made motion to approve items C-1, C-2, C-3, C-4, C-5, and C-7. Motion was seconded by Councilmember Ansaldo-Sanchez and was carried by unanimous vote:
Action
Ayes: Cabrera, Ansaldo-Sanchez, Caldera, Banuelos, Velazquez Noes: None
Abstain: None
Absent: None
12 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
C-1. Minutes of 12-04-2024
C-2. Warrants 56062 - 56164
C-3. Resolution No. 6184, A Resolution of the City Council of the City of Soledad Approving Amendment No. 2 of the Summary of Job Classifications and Salary Schedule for Fiscal Year 2024/25 C-4. Mutual Aid to the City of Gonzales for Temporary Wastewater Final Treatment and Disposal C-5. Resolution No. 6185, A Resolution of the City Council of the City of Soledad Approving a Subordination Agreement with KeyBank National Association concerning the Gabilan Family Apartments Project
C-7. Resolution No. 6187, A Resolution of the City Council of the City of Soledad Approving the Purchase of Replacement Traffic Cameras from SurveillanceGRID Integration Inc. in an Amount Not to Exceed $55,000; Authorizing the City Manager to Execute Said Contract on Behalf of the City of Soledad; and Approving a Budget Amendment to Increase the SLESF Revenues by $94,663.46 and Increase the General Fund Police Department Operating Budget by the Same Amount Motion: Councilmember Banuelos made motion to approve items C-6 and C-8. Motion was seconded by Councilmember Cabrera and was carried by unanimous vote:
Action
Ayes: Banuelos, Cabrera, Caldera, Ansaldo-Sanchez, Velazquez Noes: None
Abstain: None
Absent: None
C-6. Resolution No. 6186, A Resolution of The City Council of the City of Soledad Approving and Authorizing the City Manager to Execute Amendment No. 3 to the CSG Consultants Inc. Agreement Extending the Contract Term Until June 30, 2025, in the Amount Not to Exceed $225,000 for Fiscal Year 24/25 and Adding Planning Services to the Scope
Mayor Velazquez asked staff to make sure the City does go out for RFP in the future.
C-8. Resolution No. 6188, A Resolution of the City Council of the City of Soledad Approving a Contract Change Order for Construction Services with Plummerbuilt Inc. for the Amount of $127,320 plus a 20% Construction Contingency ($25,465) for a Total Not-to-Exceed Amount of $756,535 for the Water Reclamation Facility Metal Building Project and Authorizing the City Manager to Execute Said Contract Change Order on Behalf of the City of Soledad.
Councilmember Ansaldo-Sanchez asked if the contingency should be 20%. 13 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
City Manager Hunter said the 20% contingency is typical.
Assistant City Engineer Alex Ramos was present and added further clarification regarding the item.
BUSINESS
B-1. Presentation on the Assembly Bill 413 (AB413)
Assistant City Engineer Juan Huerta presented the staff report and PowerPoint presentation.
Council members had numerous questions and comments regarding the item.
Assistant City Engineer Alex Ramos also presented further clarifying information.
Mayor Velazquez requested that the information and video for the public be presented and distributed in both English and Spanish.
There were no public comments.
Council Action:
This item was an informational presentation and no action was taken.
The presentation was received by the City Council and direction was provided to staff.
B-2. Consideration of the Appropriation and Allocation of Community Development Block Grant (CDBG) Program Income Funds in the Amount not to Exceed $500,000 to Eligible Activities in Accordance with the State CDBG Program Income Policy
Economic Development Coordinator Tencia Vargas presented the staff report and PowerPoint presentation.
Consultant Angel Johnstone was present via Zoom and commented with further explanation.
Housing Analyst Beatriz Trujillo presented further clarification.
There were no public comments.
Council members had various questions and comments.
City Manager Hunter also gave information regarding the home buyer program that the City is interested in pursuing. She also explained further information regarding the Soledad Community Center Kitchen.
Council Action:
This item was an informational presentation and no action was taken.
The presentation was received by the City Council, and direction was provided to staff to apply for $300,000 for Homebuyer Assistance, $100,000 for the Community Center, and $100,000 for Economic Development.
14 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
B-3. Receive and Accept the Mini-Grants Closeout Report Community Engagement Manager Jesus Valenzuela presented the staff report and PowerPoint presentation.
Representatives from South County Animal Rescue, Our Neighborhood Pet Project, and United Methodist Church were present in the meeting via Zoom and in person. Each group thanked the City for the allocation of funding.
Councilmembers had numerous comments.
Council Action:
This item was an informational presentation and no action was taken.
B-4. Revisit and Discuss City of Soledad Resolution No. 5278, Declaring the City of Soledad as a Sanctuary City for all residents, regardless of immigrant status and provide direction, as necessary.
Community Engagement Manager Jesus Valenzuela presented the staff report.
City Manager Megan Hunter gave further clarification regarding a City resolution that was passed in 2017.
The City will also be attending County Ad Hoc meetings.
Alba gave public comment and would like clarification on what it means to be a sanctuary city regarding immigration. She would also like to know what the law is, and what can the new President do or not do.
What will happen to families that are separated.
City Manager Hunter said the City cannot stop the Federal Government from entering the City and enforcing the immigration laws. Being a sanctuary City means that the City will not use the City resources to support immigration enforcement.
City Attorney Rodriquez agreed with City Manager Hunter and reiterated that the City will not be doing immigration enforcement. Residents will be able to continue to feel comfortable with interfacing with the City and City Law Enforcement, without feeling fear.
City Manager Hunter added that the City cannot stop the Federal Government from coming into the City.
The Federal Government is higher than the City. The City needs to provide information and support to families if separation happens.
Maria Martinez said families in Soledad are feeling fear. There needsto be community forums that provide information regarding lawyers, and a plan of action in case of emergencies. Lideres de Campesinas have resources to share with the City and they appreciate the efforts of the City.
Reverend Maria Inez said the safety of families is important. There has been a meeting with the Bishop and the Superintendent regarding immigration issues. There will be a training at the Methodist Church in January. She would like to see the Methodist church serve as a sanctuary of safety for the residents of Soledad. There will also be a workshop regarding immigration, and she would like the council to be involved, along with the Sheriff, and Police.
15 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
Maria Lopez is concerned because she is a single parent and she would like to know, what would happen with the children if a single parent were deported.
Mayor Velazquez said these questions are why it is important to have informational forums. Immigration attorneys will have expertise on the subject.
There were no further public comments.
Councilmembers had numerous comments.
City Attorney Rodriquez said this is an evolving subject. There may be further discussion regarding recommendations for additional actions. Much of this will depend on what the President and Federal Government do. The focus should be on communication with the public, workshops, coordinating activities with the County, and staying informed on what can and cannot be done. The framework is done; the next step is to create a safety net for people.
Mayor Velazquez said she would like to bring the resolution back to the council to reaffirm the language, to ensure families have protections. She would also like the City to have an Ad hoc Immigration Subcommittee.
Councilmember Cabrera and Councilmember Caldera will work together on the Ad Hoc Immigration Subcommittee. The mayor would like the council to partner with the Soledad Unified School District. She would like a list of documents that families can put together to ensure that if something happens to a parent, all documents are together. She also added that there are mandates already being put in place at the State level.
City Manager Hunter said the Immigration Subcommittee should also look into what reaffirming the resolution would mean, and what the impact would be.
City Attorney Rodriquez clarified that there are instances in which the City services would have to participate; for example, if someone is engaging in criminal activity and they are an immigrant.
Mayor Velazquez clarified that the resolution in place already includes language stating the City will not be protecting any immigrant engaged in criminal activity.
Council Action:
This item was an informational presentation and no action was taken.
The presentation was received by the City Council and direction was provided to staff.
B-5. Consideration of Appointment of Mayor Pro Tempore and Various Appointments to Council and City Committees
Mayor Velazquez presented the report and thanked the council members for their service on all the different committees throughout the County. The following appointments were made:
• AMBAG (Association of Monterey Bay Area Government Board) - Councilmember Ansaldo-Sanchez, and as Alternate, Councilmember Caldera
• CAC (Citizens Advisory Committee) - Councilmember Caldera, there is no alternate for this committee. • MST (Monterey-Salinas Transit) – Councilmember Cabrera, and as Alternate, Councilmember Banuelos
16 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
• SVSWA (Salinas Valley Solid Waste Authority) - Councilmember Banuelos, and as Alternate, Councilmember Caldera
• TAMC (Transportation Agency of Monterey County) – Mayor Velazquez, and as Alternate, Councilmember Ansaldo-Sanchez
• SSVBA (South Salinas Valley Broadband Authority) – Councilmember Caldera, and as Alternate, Mayor Velazquez
• Affordable Housing Subcommittee – Councilmember Banuelos, and Councilmember Cabrera • Policy & Procedures Subcommittee – Mayor Velazquez and Councilmember Ansaldo-Sanchez • Legislative Subcommittee – Councilmember Cabrera and Councilmember Ansaldo-Sanchez • Soledad Historical Society – Councilmember Banuelos, and the Alternate as Councilmember Caldera • Ad Hoc Immigration Subcommittee – Councilmember Caldera and Councilmember Cabrera • Based on the rotation policy, Councilmember Cabrera will now serve as Mayor Pro tem for the year 2025.
MAYOR’S REPORTS AND ACKNOWLEDGMENTS
1. On 12/06 She met with members of the Civic Academy.
2. On 12/06 she attended the Soledad Tree Lighting event. She also thanked City Staff, Liberty Chapel, and Girl Scouts Troop 35308.
3. On 12/07 she attended the Soledad Christmas Parade. She thanked everyone involved including City staff and Soledad Auto Sales.
4. On 12/09 she attended the MST Board of Directors.
5. On 12/10 she attended and supported the outreach efforts by MST in Soledad.
6. On 12/11 she attended the City of Soledad employee Holiday luncheon. She also thanked City Manager Megan Hunter and the Windmill Restaurant.
7. On 12/11 She attended the Soledad Unified School District Board meeting.
8. On 12/13 She presented certificates to Maggie Campa and Debbie Ramirez for their many years of service to the Community of Soledad.
9. On 12/14 she attended the Girl Scout Troop 35332 along with the American Legion from the Cities of Soledad, Greenfield, and Gonzales for the Wreaths Across America event.
10. She was not able to attend the Cops Giving Tree, T Mobile ribbon cutting, or Cookies with Santa events. She thanked the Soledad Police Department, T Mobile, and CDCR for their efforts in those events.
11. She acknowledged her son, Gabriel, for completing his first semester at San Jose State University.
COUNCILMEMBERS’ REPORTS AND ACKNOWLEDGMENTS
Councilmember Caldera had 2 items to report:
1. On 12/06 he attended the City of Soledad tree lighting ceremony.
2. On 12/07 he attended the Soledad Christmas Parade event.
Councilmember Ansaldo-Sanchez had 7 items to report:
1. On 12/06 he attended the City of Soledad tree lighting event.
2. On 12/07 he attended the Soledad Christmas Parade event. He thanked City staff for their efforts.
3. On 12/11 he attended the Soledad Unified School District meeting.
4. On 12/11 he attended the Salinas Valley Pride celebrations Board meeting.
5. On 12/12 He attended the Legislative Committee along with Mayor Pro Tem Cabrera.
6. He acknowledged his Sister and all students who have completed their first semester at their universities.
17 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
7. He wished Silvia Sanchez Lee a Happy Birthday.
Councilmember Cabrera had no items to report.
Councilmember Banuelos had 10 items to report:
1. On 12/06 she attended the City of Soledad Tree Lighting and thanked City staff for their efforts.
2. On 12/07 she attended the Soledad Christmas Parade.
3. On 12/09 she attended the Know Your Rights meeting in the City of Seaside.
4. On 12/11 she attended the City’s holiday luncheon.
5. On 12/13 she attended the Cops Giving Tree.
6. On 12/14 she attended the first Wreath Across America at the Soledad Cemetery.
7. On 12/14 she attended Cookies with Santa. She thanked the Soledad Recreation Department and T Mobile.
8. On 12/16 she attended the Soledad Cemetery Board.
9. On 12/17 she attended the agenda review meeting with City Manager Hunter.
10. On 12/21 she will be attending the free community lunch at Liberty Chapel Church.
CITY MANAGERS’ REPORT
City Manager Hunter reported 5 items:
1. She wished the city council happy holidays and a happy new year and thanked them for supporting initiatives and staff.
2. The Community Development Department is moving to City Hall. City Hall will start making changes within the building to create more space.
3. Both she and Financial Analyst Jesus Yanez are working with the team from the University of Kansas in moving forward to a strategic plan.
4. She will be on vacation starting 12/19/2024 – 01/06/2023.
5. She is tentatively planning a study session regarding Miramonte on 01/29
FUTURE AGENDA ITEMS
Councilmember Ansaldo-Sanchez requested 1 future agenda item:
1. He would like an update on the rental registry.
City Manager Hunter will be sure to go over the information at the strategic planning session. The strategic planning sessions will be complete by March, or early April, in time for the budget.
Councilmember Cabrera requested 1 future agenda item:
1. He would like to do a recognition for Soledad native Mario Alvarez Martinez. Mr. Martinez was the weightlifting silver medalist in the 1984 Olympic Games
2. Mayor Velazquez would like to schedule the State of the City in February.
ADJOURNMENT
Meeting adjourned at 10:00 p.m.
Minutes Approved: January 15, 2025
18 City of Soledad City Council/Successor Agency Regular Meeting Minutes of December 18, 2024.
_______________________________________
ANNA M. VELAZQUEZ, Mayor/Chair
________________________________________
MEGAN HUNTER, City Manager
19 SUBJECT: Warrants
TO: Honorable Mayor Velazquez and City Council
FROM: Mike Howard, Finance Manager
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
AGENDA ITEM NO. 2.
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48 SUBJECT: Human Resources Department Activity Report
TO: Honorable Mayor Anna Velazquez and City Council
FROM: Francine Uy, Human Resources Manager
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
Open Recruitments:
Community and Economic Development Director - Closes 1/31/25 Police Officer - Continuous. Water Reclamation Shift Supervisor - Open until filled.
Vacancy Status Update:
(1) IT Manager (formally IT Director) - Coming soon.
(1) Police Chief - Coming soon.
(1) Homeless Services Coordinator - Candidate currently in the pre-employment background process.
Recently Hired (December/January):
Christopher Diaz, Maintenance Worker
Carla James, Water Resources Manager
Ariana Mora, Senior Planner
Temporary Staffing:
(1) Water Reclamation Chief Plant Operator - Special assignment. (1) Office Specialist (Community Development) - Peak workload in the Building Division.
(1) Office Assistant (Police Department) - Peak workload in the Records Division. (2) Maintenance Worker - (1) Parks Maintenance - Backfill for WC injury, (1) Water - Backfill for non-industrial injury.
(2) Utility Maintenance Mechanic - (1) Backfill vacant WR Shift Supervisor, (1) Backfill for non-industrial injury.
AGENDA ITEM NO. 3.
49 SUBJECT: Community and Economic Development Department Activity Report TO: Honorable Mayor Velazquez and City Council
FROM: Beatriz Trujillo, Acting Community and Economic Development Department Director
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
ECONOMIC DEVELOPMENT DIVISION UPDATES:
CDBG BUSINESS ASSISTANCE LOAN PROGRAM
Following the December 8th Council meeting and per Council directive, staff will be allocating Program Income funds (from the CDBG Housing and Economic Development programs) with a maximum limit of $500,000, across Economic Development, Housing Programs, and Public Facilities Activities.
On December 12th, the CDBG Loan Review Committee convened to evaluate a loan application from a new mobile coffee business. The Committee’s recommendation is to approve a loan of up to $35,000, which will be used to purchase equipment, inventory, and provide working capital for the new business and will create 1 full time job.
BUSINESS ENGAGEMENT
Staff continues to actively engage with the local business community. As part of the "Shop Local" campaign, staff created content for the city's social media platforms, highlighting the positive impact of supporting local businesses and the benefits to the local economy. Additionally, staff collaborated with the Public Works Department to coordinate the installation of "Shop Local" banners along the Front Street Corridor.
On January 30th, staff, along with Public Works personnel, held a "Cafecito and Conversation" meeting to discuss the potential implementation of Timed Parking Zones along Front Street, from Encinal to East Street. The meeting, attended by Front Street business owners, aimed to gather feedback on whether they would support this initiative.
ART MURAL PROJECT – CESAR CHAVEZ PARK
With the recent completion of Phase 1 of the Mural Installation, staff is actively collaborating with the Arts Council for Monterey County on Phase 2, which will focus on the Front Street Bridge at the southern entrance to Soledad. This area is a key entry point AGENDA ITEM NO. 4.
50 to the city and would greatly benefit from the addition of murals to enhance its visual appeal.
SOLEDAD CONTAINER VILLAGE PROJECT
Staff continues to collaborate with the Monterey County Business Council to complete the feasibility study for the Soledad Container Village Project. Once the Project Plan is finalized, staff plans to provide an update to the Council.
In the meantime, staff is actively seeking funding sources for the container project and believes there are promising opportunities to explore.
COMMUNITY EVENTS
Staff worked closely with the Public Works Department to decorate Cesar Chavez Park for the holiday season. Additionally, staff successfully secured a sponsorship from Gourley Construction, which funded the purchase of four trees and lights for the park.
The Christmas event was a collective effort, with all departments collaborating to ensure its success.
SEE MONTEREY
As a member of See Monterey, the City of Soledad had the opportunity to promote its community events to attract visitors. The Economic Development team developed promotional content for both the Christmas Tree Lighting and Christmas Celebration events, which was featured on the See Monterey website.
PLACER AI
After each community event, staff utilizes data from Placer.AI to assess the impact of the events on visitor traffic. For detailed information, please refer to Attachment 1, which contains data on the 2024 Tree Lighting and Christmas Celebration held at Cesar Chavez Park.
PLANNING DIVISION UPDATES:
SOLEDAD GENERAL PLAN
The city has hired Place Works Inc. to assist in creating and updating the 2045 General Plan for Soledad. Currently, the staff is working on the Land Use Alternatives. City staff hosted an interactive community outreach event for the Alternatives to gather more input and ideas on the community's focus and needs. The event was very well attended, with at least 40 participants. We are gathering this feedback information and reworking the alternative. Once it has been finalized, the information will be presented to the General Plan Steering Committee and Planning Commission, and then final approval will be obtained from the City Council. For more information about the General Plan on the website Siempre Soledad - www.soledadgeneralplan2045.com , or you can get the material at City Hall.
SOLEDAD MARKETPLACE
Tractor Supply permit is officially ready to be issued. The applicant will need to come in and pay for the permit and fees before issuance.
DaVita is ready to be finalized within the next couple of weeks. They did inform the City that they are anticipating to be open to the public in February of 2025. 51 Quick Quack Carwash has officially submitted their application for a Car Wash CUP Amendment #2 and SPR- ARC review. Staff have returned comments to the applicant for revisions.
PANDA EXPRESS
Currently under Construction and Inspections. Everything is progressing forward, they are anticipating opening in January of 2024
HOLIDAY INN
The project applicant has submitted the Site Plan and Architectural Design plan for city staff to review. The application was incomplete, and comments/ deficiencies were sent back to the applicant for additional information and submission. The city has not received any communication since August.
SUHSD HOUSING PROJECT
Staff is continuing to work with SUSD to proceed with the construction process. The applicant has submitted Building Plans to the City for an At-risk Plan Review. Comments were sent back to the applicant. The Applicant knows that all Plan Checks are At-Risk Plan Checks from now until ownership. City staff is waiting for the Applicants submit corrections and documents for the Lot Merger application.
Miramonte (Former Miravale III)
Staff continues to work on the Certification of Completion with LAFCO. City Manager Megan Hunter has been the lead in LAFCO meetings to address the ag conservation easement efforts. Staff will continue to fulfill LAFCO requirements. Staff has also been working with the developer on the Development Agreement with the direction of the City Manager. The Development Agreement is anticipated to be presented to City Council early 2025.
HOUSING DIVISION UPDATES:
2024 HOMEOWNERSHIP SUPER NOTICE OF FUNDING AVAILABILITY City Staff is prepared to apply for the 2024 Homeownership Super NOFA. This funding provides Loans and Grants to Local Public Entities and Nonprofits for Homeownership Development Projects, Self-Help Technical Assistance Projects, Mortgage Assistance Programs, Owner-Occupied Rehabilitation Programs, ADU/JADU Programs, Shared Housing Programs, and Programs for the Acquisition of Manufactured Housing for Agricultural Households. The deadline to submit an application is February 13, 2024.
ENCAMPMENT RESOLUTION FUND (ERF)
The City of Soledad has received two funding agreements from the County of Monterey to support the Salinas Riverbed Encampment Resolution project. Additionally, the City has extended an employment offer for a Homeless Outreach Coordinator, which is funded by ERF-3 funds. The City has identified AMEG as the vendor for the modular units, and City staff will prepare a contract for the City Council's review at the meeting scheduled for February 5th.
52 BUILDING DEPARTMENT UPDATE:
Please see the attached building permit log.
53 The Tree Lighting and Christmas Celebration events generated approximately 2.7k visits, with an average stay of 53 minutes. This was an increase of 1.2% from last year and 6.7% from 2 years ago.
Below are some metrics from the Placer.AI platform:
Metrics provide key insights about a property or traffic area based on the panel used to estimate performance during the report's selected date range. In this case, the selected date range was Friday, December 6th to Saturday, December 7th.
The Visits Trend indicates visitation performance over time to a property during the selected time period.
54 Visitor Journey visualizes the flow of visitation activity to and from the property/area by showing the top "Prior" and "Post" locations. This allows you to identify the locations and brands that visitors visit before and after your selected area.
Visit Duration indicates the amount of time, in minutes, that a visitor spends at a location. The chart shows a breakdown of visits by dwell time ranges (i.e., 15-29 minutes, 30-44 minutes, etc.). 55 Permit List
32 Records
Permit # Issued Any Parcel Address Site Address Type Project Description Valuation Totals 240464 12/02/2024 100 Inca Drive 100 Inca Drive
RESIDENTIAL WALL
HEATER Replacement of single wall heater 60K BTU $4,000.00 240468 12/02/2024 626 SUMMERFIELD
DR
626 SUMMERFIELD
DR SOLAR / PV SYSTEM SOLAR/PV SYSTEM/8 MODULES, 3.16 KW, 1BATTERY STORAGE $15,004.00 240469 12/02/2024 1915 PALM AVE 1915 PALM AVE SOLAR / PV SYSTEM 8.61kW roof mount solar $35,000.00 240470 12/02/2024 264 PINE ST 264 PINE ST RESIDENTIAL REROOF
REMOVE EXISTING, REPLACE WITH COMP
SHINGLES $14,000.00
240473 12/04/2024 521 Front Street 521 Front Street
COMMERCIAL
PLUMBING REPLACING SEWER LINE PARKING LOT 40 FT $6,000.00 240461 12/05/2024 1271 CARMELO ST 1271 CARMELO ST RESIDENTIAL EVCS Install 48A Ford Pro EV Charger $900.00 240461 12/05/2024 UNKNOWN 1271 CARMELO ST RESIDENTIAL EVCS Install 48A Ford Pro EV Charger $900.00 240471 12/06/2024 646 ASILOMAR AVE 646 ASILOMAR AVE RESIDENTIAL WATER HEATER R&R Water Heater & Sheetrock Firewall $4,000.00
240476 12/06/2024 233 OAK ST 233 OAK ST RESIDENTIAL REROOF
REMOVE EXISTING, REPLACE WITH COMP
SHINGLES $4,000.00
240475 12/11/2024 1145 FRONT ST 1145 FRONT ST COMMERCIAL PLUMBING Install Backflow Preventer $3,650.00
240482 12/11/2024 981 LAS FLORES ST 981 LAS FLORES ST SOLAR / PV SYSTEM ROOF MOUNT SOLAR 8 MODULES 3.16KW $19,980.00 240477 12/12/2024 739 Lopez 739 Lopez SOLAR / PV SYSTEM Roof Mount Solar 11 Modules, 4.51kW, 1ESS $49,563.00 240489 12/12/2024 522 DELGADO WAY 522 DELGADO WAY SOLAR / PV SYSTEM SOLAR/PV SYSTEM/11 MODULES, 4.345 KW /1
BATTERY
$17,255.00
240490 12/12/2024 1318 MADERA ST 1318 MADERA ST
(UNIT A) SOLAR / PV SYSTEM SOLAR/PV SYSTEM/7 MODULES, 2.765 KW / 1BATTERY STORAGE $12,253.50 1/6/25, 3:46 PM office.smartgovcommunity.com/Permits/PermitList/Print https://office.smartgovcommunity.com/Permits/PermitList/Print 1/3 56 Permit # Issued Any Parcel Address Site Address Type Project Description Valuation Totals 240493 12/16/2024 845 PORTOLA ST 845 PORTOLA ST SOLAR / PV SYSTEM ROOF MOUNT SOLAR 8 MODULES 3.16KW $13,004.00 240495 12/16/2024 1572 MUNRAS ST 1572 MUNRAS ST RESIDENTIAL REROOF Residential Re-Roof 2,800 SQ. FT. $5,000.00 240474 12/17/2024 1475 PALM AVE 1475 PALM AVE SOLAR / PV SYSTEM ROOF MOUNT SOLAR 12 MODULES , 4.92KW, 1 ESS $33,398.71
240491 12/17/2024 1354 MADERA ST 1354 MADERA ST RESIDENTIAL
ELECTRICAL
Removal and reinstall existing PV system to
accommodate new roofing at existing location. $3,500.00 240458 12/18/2024 128 Kidder Street 128 Kidder Street
COMMERCIAL REROOF Reroof -overlay TPO Versi Weld $70,000.00 240497 12/18/2024 527 GRANADA ST 527 GRANADA ST RESIDENTIAL REROOF Re-Roof 1,248 sq. ft. $5,000.00 230284 12/20/2024 1001 HIGHPOINT CT
1001 HIGHPOINT CT
(UNIT A)
ACCESSORY
DWELLING UNIT
New Detached ADU 746.0 SQ.FT w/ 73 SQ. FT.
Porch $128,275.69
230284 12/20/2024 UNKNOWN 1001 HIGHPOINT CT
(UNIT A)
ACCESSORY
DWELLING UNIT
New Detached ADU 746.0 SQ.FT w/ 73 SQ. FT.
Porch $128,275.69
240384 12/20/2024 1014 PALM AVE 1014 PALM AVE ACCESSORY
STRUCTURES
New Garage 600 SQ FT w/NEW DRIVEWAY
APPROACH $38,514.00
240478 12/20/2024 235 WEST ST 235 WEST ST COMMERCIAL PV
SOLAR SYSTEM
Installation of commercial roof mount grid-tied
solar photovoltaic system (144.55kW)
$436,000.00
240479 12/20/2024 527 GRANADA ST 527 GRANADA ST SOLAR / PV SYSTEM Roof Mount Solar 16 Modules, 6.56kW, 2 ESS $45,477.05 240496 12/20/2024 1572 MUNRAS ST 1572 MUNRAS ST SOLAR / PV SYSTEM Roof Mount Solar 22 modules, 9.02 kws, 2 ESS $68,661.00 240418 12/23/2024 306 MAYA CIR 306 MAYA CIR ACCESSORY
DWELLING UNIT
Convert garage to ADU 390 SQ FT $68,753.05
240481 12/23/2024 1428 MONTEREY
STREET
1428 MONTEREY
STREET
SOLAR / PV SYSTEM A commercial solar Installation of 20.8KWDC - BUILDING B $39,459.00
1/6/25, 3:46 PM office.smartgovcommunity.com/Permits/PermitList/Print https://office.smartgovcommunity.com/Permits/PermitList/Print 2/3 57 Permit # Issued Any Parcel Address Site Address Type Project Description Valuation Totals 240483 12/23/2024 230 EIGHTH STREET 230 EIGHTH STREET SOLAR / PV SYSTEM commercial solar 56 modules, 27.16 KWDC - BUILDING A $31,450.00
240484 12/23/2024 230 EIGHTH STREET 230 EIGHTH STREET SOLAR / PV SYSTEM commercial solar 56 modules, 27.16 KWDC - BUILDING B $31,450.00
240486 12/23/2024 230 EIGHTH STREET 230 EIGHTH STREET SOLAR / PV SYSTEM commercial solar 56 modules, 27.16 KWDC - Building C $31,450.00
240487 12/23/2024 230 EIGHTH STREET 230 EIGHTH STREET SOLAR / PV SYSTEM commercial solar 56 modules, 27.16 KWDCBuilding D $31,450.00 240488 12/23/2024 230 EIGHTH STREET 230 EIGHTH STREET SOLAR / PV SYSTEM commercial solar 56 modules, 27.16 KWDCBuilding E $31,450.00 240499 12/23/2024 136 GOLDENROD ST 136 GOLDENROD ST SOLAR / PV SYSTEM SOLAR/PV SYSTEM/13 MODULES, 5.135 KW, 1 BATTERY STORAGE $16,756.50
1/6/25, 3:46 PM office.smartgovcommunity.com/Permits/PermitList/Print https://office.smartgovcommunity.com/Permits/PermitList/Print 3/3 58 Permit List
24 Records
Permit # Issued Any Parcel Number Site Address Type Project Description Valuation Totals 240150 01/02/2025 022-321-001 437 GABILAN
DRIVE
NEW COMMERCIAL
BUILDING New Cell Site Facility - Located at Blas Santana Park $100,000.00 240480 01/02/2025 022-051-023 1428 MONTEREY
STREET
SOLAR / PV SYSTEM commercial solar 43 modules, 20.8KWDC - BUILDING A
$39,459.00
250001 01/02/2025 22311071000 785 GRANADA ST RESIDENTIAL RE-ROOF REMOVE EXISTING, REPLACE WITH SHINGLES $7,000.00 240466 01/03/2025 022311065000 713 GRANADA ST
(UNIT A)
ACCESSORY DWELLING
UNIT
Garage Conversion ADU 436 Sq. Ft. $44,245.28
240498 01/03/2025 22421023000 352 FRANSCIONI
ST SOLAR / PV SYSTEM Pv Roof Mount(2.765kw)(7 panels)2 ess $19,253.00 250005 01/06/2025 22481068000 968 LA COLINA ST SOLAR / PV SYSTEM SOLAR/PV SYSTEM/8 MODULES, 3.16 KW, 1 BATTERY STORAGE $13,004.00
250006 01/08/2025 22521008000 633
SUMMERFIELD DR SOLAR / PV SYSTEM Pv Roof Mount(5.530kw)(14 panels)1 ess $17,507.00 240467 01/10/2025 22515019000 622 LUNA WAY
(UNIT A)
ACCESSORY DWELLING
UNIT
Convert garage to an ADU 549 SQ FT $55,712.52
250007 01/10/2025 022142028000 398 Dixi Street
SOLAR PV WITH
ELECTRICAL PANEL
UPGRADE
ROOF MOUNT SOLAR 14 MODULES 5.67
KWS/PANEL UPGRADE $17,773.00
250011 01/10/2025 22142006000 1037 PALM AVE RESIDENTIAL ADDITION OR REMODEL WINDOW SITIN - WILL USE SAME WINDOWS $10,000.00 250012 01/10/2025 22153013000 1345 WALKER DR RESIDENTIAL RE-ROOF REMOVE EXISTING, REPLACE WITH SHINGLES $14,000.00 250008 01/13/2025 022292030000 471 NESTLES
ROAD
COMMERCIAL
ELECTRICAL Electrical Raceway added to Building - Davita $9,300.00 1/27/25, 8:32 AM office.smartgovcommunity.com/Permits/PermitList/Print https://office.smartgovcommunity.com/Permits/PermitList/Print 1/2 59 Permit # Issued Any Parcel Number Site Address Type Project Description Valuation Totals 250010 01/13/2025 022291024 600 NESTLES
ROAD
COMMERCIAL
MECHANICAL Installation of CO2 Gas Detection System $2,000.00 250014 01/13/2025 022305006000 1354 MADERA ST RESIDENTIAL RE-ROOF REMOVE EXISTING, REPLACE WITH NEW UNDERLAY & 30YR COMP SHINGLES $17,750.00
240421 01/16/2025 22461092000 101 MARKET
STREET
RESIDENTIAL WALL
HEATER COMPLETE REPLACEMENT OF WALL HEATER $1,200.00
250003 01/16/2025 22192014000 1572 MUNRAS ST RESIDENTIAL
PLUMBING
NEW WATER SOFTENER INSTALL ON SIDE OF
RESIDENCE. TANKLESS WATER HEATER
CHANGEOUT IN THE SAME LOCATION
$10,000.00
250004 01/16/2025 22192050000 1749 JOHNSON
DR
RESIDENTIAL
PLUMBING
NEW WATER SOFTENER INSTALL ON SIDE OF
RESIDENCE. TANKLESS WATER HEATER
CHANGEOUT IN THE SAME LOCATION
$10,000.00
250017 01/16/2025 022-361-018-000 1003 HIGHPOINT
COURT
RESIDENTIAL HVAC
SYSTEM Ductwork changeout like for like $21,797.00
250015 01/17/2025 22311071000 785 GRANADA ST RESIDENTIAL
ELECTRICAL
removal and reinstall existing PV system. To
accommodate new roofing at existing location. $3,500.00 250020 01/21/2025 022171010000 1618 VOSTI AVE RESIDENTIAL RE-ROOF REMOVE EXISTING, REPLACE WITH 40YR COMP SHINGLES $11,500.00
250021 01/23/2025 022517061000 574 CAMINO
ARROYO
RESIDENTIAL EVCS Install 48A Ford Pro EV Charger $600.00 250022 01/23/2025 22132002000 551 SOLEDAD ST RESIDENTIAL ELECTRICAL INSTALLATION OF BACKUP GENERATOR $7,500.00
250023 01/23/2025 22511015000 1035 SAN
GABRIEL SOLAR / PV SYSTEM SOLAR/PV SYSTEM/14 MODULES, 5.74 KW /1STORAGE BATTERY $17,906.00
250026 01/24/2025 22461092000 101 MARKET
STREET
RESIDENTIAL WALL
HEATER complete replacement of wall heater only #149 $1,200.00 1/27/25, 8:32 AM office.smartgovcommunity.com/Permits/PermitList/Print https://office.smartgovcommunity.com/Permits/PermitList/Print 2/2 60 SUBJECT: Parks and Recreation Department Activity Report TO: Honorable Mayor Velazquez and City Council
FROM: Jessica Potts, Parks and Recreation Director
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
AGENDA ITEM NO. 5.
61 Fitness Gym Total Usage
94 244 338
24 109 133
2 0 2
763 763
315 315
0 0
0 87 87
23 23
15 15
1323 353 1676
0 84
0 166
0 0
56 184
490
Fitness Gym
189
10 93
0 37
33 17
379 0
* (# of individuals based on a family size of 4)
Family – Membership*
Employee
Totals
December 31, 2024 Active Memberships Total 379
Senior – Membership
City Use/SPR Partner: (Holiday: Tree Lighting, Christmas Parade. Staff Holiday lunch, PW mtg, Cops Giving Tree) **ttl= #check-ins (daily served) reg= # registered
Estimated Program/Outreach Served Total
Membership Report
Community Center Active Membership
Adult – Membership
Adult – Couple
Teen – Membership
Youth – Membership
Youth Mini – Membership
School District Use: HS Basketball practice, Gabilan Christmas Program Programs/Outreach (Registered Participants)
Pre-K Programming (Art & Science, Jr. Sports): Ages 2-5 (weekly-reg) Youth Programming (Art & Science, Dance & Drama): Ages 6-17 (weekly-reg), Teen night, Hip Hop, Digital Art Camp: Ages 5-12 (daily/weekly-seasonal. Camp-30 max-ttl) Youth Sports: (Soccer League & Volleyball League: 5-13, Co-Ed, wkly practice & games- reg), Karate (2x wk x 6wks) Special Needs:
Fitness Classes
Adult Activities:
Senior Activities: Social (monthly program- ttl), Bingo, Fitness Special Event/Activity: Cookies with Santa (184)
City Sponsored/Waiver: (Celebration Nation-monthly, General Plan Wkshp) Program Report
Senior – Drop-in
Adult – Membership
Teen – Membership
Youth – Membership
Youth Mini – Membership
Senior – Membership
Employee – Membership
Family – Membership
*Discontinued Gym Membership due to program time decreasing available open gym time.
Total December 2024 Usage 1676
Youth & Teen – Drop-in
Recreation Staff Report
December 2024
Memberships & Drop-In Usage
Adult – Drop-in
62 PROGRAMS OF NOTE
-
-
-
-
COLLABORATIONS/OUTREACH/GENERAL
-
-
-
-
-
FACILITIES Council Waiver City/SPR
Use Rented
Sports Fields - Travel Ball, Travel Football, Soccer Orgs, SMRD, SPR Soccer 0 0 102
Sports Fields - Resident rent/use 0 0 0
SCC Facility - Celebration Nation, 3 0 0
Booked Completed Pending
General Public Event Rentals 2 3 2
T-Mobile Ribbon Cutting 2024 Cookies with Santa
Christmas Parade
Hours Used
Met with TMD Creative; PR firm to discuss capital campaign promotional kit.
T-Mobile Stage Hometown Grant/Stage renovation ribbon cutting Facility closed for holidays: 12/24 & 25
General operations, facilities upkeep, staff management Hip Hop Program Performances: Holiday parade, Cookies with Santa Holiday Events: Cookies with Santa, Christmas Tree Lighting, Holiday Parade Continued ongoing monthly program sessions
Community Center and Kitchen Modernization project construction complete. Kitchen has been signed back over to the City. First use 12/13 for Cops Giving tree to provide community families with holiday dinner. Will research utilization of kitchen for community commercial use as an incubator kitchen for local entrepreneurs Senior Programs: SoCo Senior Social, a monthly free lunch and resource service for seniors. Free senior cooking class and low-impact fitness class in partnership with Monterey County Health Department, 63 Fitness Gym Total Usage
208 604 812
140 603 743
2 0 2
2248 2248
1078 1078
0 0
196 196
61 61
109 109
4042 1207 5249
57 351
22 776
24 0
5 195
520
0 0
541
2491
Fitness Gym
189 0
10 0
93 0
0 0
0 37 0
33 17
379 0
* (# of individuals based on a family size of 4)
Family – Membership*
Employee
Totals
End of 2nd Quarter Active Memberships Total 379
Adult – Membership
Adult – Couple
Teen – Membership
Youth – Membership
Youth Mini – Membership
Senior – Membership
City Use/SPR Partner: (Measure S Meeting, PD Citizen Academy, Youth Volunteer Mtg (CED)) **ttl= #check-ins (daily served) reg= # registered
Estimated Program/Outreach Served Total
Membership Report
Community Center Active Membership
Fitness Classes
Adult Activities: Cooking Class (Blue Zones)
Senior Activities: Social (monthly program- ttl), Senior Travel Club Special Event/Activity: Outreach, Community Events, Seasonal Programs (lg events attend unknown/est.) City Sponsored/Waiver: (Celebration Nation-monthly)
School District Use:
Programs/Outreach (Registered Participants)
Pre-K Programming (Art & Science, Jr. Sports): Ages 2-5 (weekly-ttl) Youth Programming (Art & Science & Drama(3 times a week)): Ages 6-17 (weekly-ttl) Camp: Ages 5-12 (weekly-seasonal. Camp-25 max, + After Camp Program-ttl) Youth Sports: Basketball Clinic, Youth Soccer (5-13, Co-Ed, wkly practice & games- reg) Special Needs: Special Kids Connect Parents Night Out, Special Needs Youth Basketball (weekly 6 wks) Employee – Membership
Family – Membership*
Total 2024 2nd Quarter Usage 5249
Program Report
Senior – Drop-in
Adult – Membership
Teen – Membership
Youth – Membership
Senior – Membership
Recreation Staff Report
October 1 - December 31, 2024 - 2nd Quarter
Memberships & Drop-In Usage
Adult – Drop-in
Youth & Teen – Drop-in
64 Highlights from 2nd Quarter
Fall Youth Soccer Program
Aceing Autism Tennis Program
Super Hero Fall Festival SPR Hip-Hop program performing at Cookies with Santa Day of the Dead Celebration T-Mobile ribbon cutting at the SPR Cookies with Santa KITCHEN RENOVATION: BEFORE AFTER
65 SUBJECT: Public Works Department Activity Report
TO: Honorable Mayor Anna Velazquez and City Council
FROM: Donald Wilcox, Public Works Director/City Engineer
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
AGENDA ITEM NO. 6.
66 PUBLIC WORKS DEPARTMENT ACTIVITY REPORT
MEETING
DATE: February 5, 2025
New Public Works Staff
• Public Works Department is happy to announce our newest members on board! o Zachary Corda, Water Department, Temporary Maintenance Worker o Valente Reynozo, Parks Department, Temporary Maintenance Worker o Christopher Diaz, Parks Department, Maintenance Worker o Jerry Zavala, Wastewater Department, Temporary Utility Maintenance Mechanic o Carla James, Water Resources Manager
o Luciano Morga, Temporary Maintenance Mechanic
Our newest members will be attending the February 5
th Council Meeting to be introduced
to Council during the public comment period.
Projects and Activities
• Assembly Bill (AB) 413
➢ With the newly passed and now enforceable as of January 1, 2025, AB 413 will be making an impact to the City of Soledad and the rest of California. Each jurisdiction has a different approach from what should be installed to help deter vehicles from parking at marked and unmarked crosswalks, whether that be painted red curb, signage, a combination of both, or some other means. The City is working diligently to come to a decision and have it adhere to the existing Traffic and Vehicle Codes and Policies, California Vehicle Code, and California Manual on Uniform Traffic Control Devices.
As a reminder to the residents of the City of Soledad, parking is not allowed 20 feet from a marked or unmarked crosswalk. If the intersection has a bulb-out (curb extension), the distance is slightly reduced, and therefore, no parking will be allowed 15 feet from a marked or unmarked crosswalk.
The City of Soledad Engineering staff participated in creating a short video in English and Spanish to help residents better understand the new parking law.
Links: English Assembly Bill (AB) 413
Spanish Proyecto de Ley de la Asamblea 413 (AB 413)
• Front Street Maintenance Project
➢ This project continues to progress with the recent completion of the Storm Drain inlets. The following work remains to be completed: Paving, Stamped Asphalt, and the transporting of asphalt grindings to the WRF. The paving schedule needs to be updated to account for the additional work related to the underpass Storm Drain Inlets and potentially replacing two sanitary sewer manholes. 67 • Community Center Modernization Project
➢ The Community Center Modernization Project is nearing its end, with the recent completion of the paint touch-ups in the Gym/Stage area. Pending items on the horizon are as follows: ADA Push Button/Automatic Closers to be installed on Jan. 7, as well as the completion of the rekeying of the doors in the facility, gym lighting update for Thursday in hopes of obtaining a delivery date. • Corp Yard Modular
➢ The Corp Yard Modular was finally delivered and installed! City Staff and Contractor completed the punch list walkthrough on January 3
rd. Minor cosmetic items remain,
such as the skirting and minor touch-ups. The contractor is scheduled to return to complete items before Staff takes this before Council for acceptance and release of retention.
Projects out for Bids (PlanetBids) Updates:
➢ Upcoming Projects:
o Highway Safety Improvement Program Cycle 10 (Rebid): Due to the increased costs observed in the first round of bids, upon review, City Staff believed it was in the best interest of the City to reject bids and rebid with a reduced scope of work while maintaining key safety factors within the project.
The bid due is scheduled for January 15, 2025.
o Construction Management Services for the Recycled Water Conveyance Project: As the 90% Design plans for the overall recycled water project have been completed, Staff will be formally putting out to bid the Construction Management Services required to help facilitate this project. The tentative post date is Jan. 8th, with a due date of January 22, 2025.
Water Department Activities
• Well 11 Pump
➢ Public Works just installed a submersible pump and motor at Well 11. PW Staff will continue monitoring and ensuring Well 11 continues operating smoothly. • Well 9 SCADA
➢ PW Staff also completed the SCADA upgrades at Well 9. This helps ensure the Well is functioning as intended, providing real-time alerts to operators, serving as the brain for the well, and ensuring the City of Soledad residents continue to have water services.
• Forklift Training
➢ PW Staff were sent to Greenfield to receive Forklift Training and certification! It was a successful turnout with the participating South County Cities and one of many shared training opportunities organized amongst the four cities. Per OSHA requirements, forklift operators must be certified and recertified every three years. 68 • Water Meter Replacement Training
➢ PW Staff performed a 2-inch meter replacement training with a new hire! The City of Soledad has a variety of sized meters, which is just one of many training opportunities that allow PW staff to learn and teach.
• Hydrant Flushing
➢ Yearly Hydrant Flushing is being performed as part of the maintenance of the Water Distribution System. This enables the water lines to be flushed out to remove deposits and ensures the hydrants operate as intended.
• Storm Drain Illicit Discharge
➢ The City of Soledad was providing mutual aid to the City of Gonzalez in which we were taking their effluent (treated wastewater) into the City’s Sanitary Sewer collection system. Due to a misunderstanding, the Hauling Company was dumping effluent from their WWTP into the Storm Sewer. PW Staff responded to the incident per the Storm Drain Illicit Discharge and Sanitary Spill Emergency Response Plan and were successfully able to prevent additional wastewater from making it down the Storm Drain by intercepting at a manhole downstream of the source. Since then, a Debrief of the incident has occurred and further training and discussions are to be had to help PW even further respond to these emergency Scenarios.
Water Reclamation Facility Activities:
• WRF Weed Abatement
➢ PW staff continue efforts to perform weed abatement within the RIBs to ensure they percolate as intended and operate smoothly.
• WRF Storm Basin
➢ Due to the surrounding farmers, Costa Farms & Keith Day, the Storm Basin has tremendously expanded enabling the increase in capacity for the stormwater collected at the Regional Recharge Basin adjacent to the 101.
Regional Recharge Basin Video Link:
https://www.instagram.com/cityofsoledadca/reel/DBM8h3zSxx-/ • WRF Repairs
➢ PW Staff managed to repair Aeration Blower #3 (vital for everyday operations: no air, means no bugs doing treatment). The week right before the holidays, oil began dripping from the vessel due to a seal leak. Repairs were performed by borrowing parts from Blower #1 (currently inoperable). PW Staff plans to have Blower #2 serviced ASAP to prevent trouble if blower #3 goes out again. ➢ Post-anoxic mixers were repaired as they were mixing but not introducing oxygen.
Mixer 1 had come loose from its anchoring stainless steel cabling. PW staff were able to fish out the cabling and replace it with a better-quality cable to put the mixer back in service.
➢ Pump #3 was found to have failed due to a dead short. PW Staff were able to replace it immediately after digging out the brand-new replacement City Council had approved years ago. The attached photo shows a depiction of the SCADA depiction of the Decant Station (pumps that dewater drain water from the screw-press). 69 • Sewer System Management Plan (SSMP) Audit
The City of Soledad is enrolled under the State Water Resources Control Board (State Water Board) General Waste Discharge Requirement (WDR) Order for Sanitary Sewer Systems.
Enrollees under the Reissued General WDR Order are required to develop a Sewer System Management Plan (SSMP) which must be audited at least every three (3) years and updated every six (6) years according to the State Water Board’s regulatory schedule. To comply with the SSMP Audit requirements, the City collaborated with Fischer Compliance, LLC to complete an SSMP Audit covering August 2021 through August 2024. Fischer Compliance, LLC has certified that the SSMP Audit Report meets and/or exceeds the minimum requirements specified by the Reissued General WDR Order. The audit is attached and must be uploaded to the State by February 02, 2025. A summary of the 2024 SSMP Audit Findings is below.
2024 SSMP Audit Findings
The SSMP is comprised of eleven (11) Elements, with the SSMP Audit itself being Element 10 – Internal Audits. The SSMP Audit reviewed all 11 SSMP Elements and identified deficiencies within the SSMP that could either lead to potential violations or were considered as Areas of Concern (AOC) towards WDR conformance. The SSMP Audit (Element 10) was found to be a potential violation due to not being completed in previous years (after the adoption of the original SSMP). With this 2024 SSMP Audit completion, the risk of a potential violation has been eliminated.
Two SSMP Elements (SSMP Elements 3 and 4) had identifiable AOCs. For SSMP Element 3 (Legal Authority), the 2024 SSMP Audit revealed the need for the City to completely review its existing legal authority in all relevant sewer ordinances to ensure compliance with the Reissued WDR. For SSMP Element 4 (Operations & Maintenance Program), the 2024 SSMP Audit identified several AOCs, all of which pertain to specific programs and procedures at several sewer system locations.
The SSMP Audit also exposed several findings related to Specifications (Specs) within the Reissued General WDR Order that were also classified as either potential violations or AOCs. Only two potential violations were discovered – one under Spec 5.4 SSMP Audits, and one under Spec 5.13 Notification, Monitoring, Reporting, and Recordkeeping. Five AOCs were noted under Spec 5.1 Designation of LRO, Spec 5.2 SSMP Implementation/Development, Spec 5.6 System Resilience, Spec 5.12 Sewer Emergency Response Plan (SERP), and Spec 5.19 Proper Operations & Maintenance.
After review of the 2024 SSMP Audit findings and recommended corrective actions, City Staff propose moving forward with a 2025 SSMP Update as required by the Reissued General WDR Order. Staff will concentrate on the abovementioned findings during the SSMP Update, which will be due by August 2, 2025.
70 Figure
1- Corp Yard Modular
71 Figure
2- Corp Yard Modular Interior
72 Figure
3- Well Pump #11
73 Figure
4- Well 9 SCADA
74 Figure 5 - South County Forklift Training
75 Figure
6- Water Meter Installation
76 Figure
7- Hydrant Flushing
77 Figure 8 - Collections Team on the
78 Figure
9- Weed Abatement
79 Figure 10 - Decant Pump Station SCADA Image
80 Figure 11 - Aeration Blower
81 SUBJECT: Police Department Activity Reports
TO: Honorable Mayor Velazquez and City Council
FROM: Damon C. Wasson, Chief of Police
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
AGENDA ITEM NO. 7.
82 83
84 85
86 87
88 89
90 91
92 93
94 95
96 SUBJECT: Fire Department Activity Report
TO: Honorable Mayor Velazquez and City Council
FROM: Jason Luckenbach, Battalion Chief
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
Fire Department Activity Report for December 2024 / January 2025.
AGENDA ITEM NO. 8.
97 City of Soledad Fire Department
525 Monterey Street, Soledad, CA 93960
STAFF REPORT
January 26, 2025
To: Mayor and City Council
From: Jason Luckenbach, Battalion Chief
Subject: Activity Report – December 2024 / January 2025 BUSINESS INSPECTIONS / PRE-PLANS:
(16) Business Inspections have been completed
(7) Re-Inspections completed
(1) Fire Department Pre-Plans completed
HYDRANT TESTING:
(4) Hydrants Tested in the month of September.
SUSPECTED OPIOID INCIDENTS:
***(1) suspected Opioid Incidents ran by the Fire Department in December TRAININGS:
12/18/24 – Fire Department personnel held a HazMat training class for the Public Works Department.
1/6/25 – 1/19/25 – All Fire Personnel assigned to the City of Soledad attended a State Accredited Advance Fire Fighter Truck Academy, in preparation for our new apparatus. 98 PUBLIC RELATIONS:
Fire Department and CAL FIRE crews assisted City Staff with the Christmas Tree Lighting decorations and preparations for the Christmas Parade.
OPERATIONS:
Due to the multiple Wildland Fires that started on January 7th in the Los Angeles area, Battalion Chief Jason Luckenbach (with additional overhead personnel), 10+ Fire Engines, multiple hand crews and multiple bulldozers from BEU CAL FIRE responded while being committed for multiple weeks to assist with suppression/support efforts. 99 Station 37 - Call Volume
10 91
4 7
6 118
12 106
2 5
6 131
0 20 40 60 80 100 120 140
Fires
Medicals
Traffic Accidents
Hazardous Conditions
Public Service Assists
Total Calls (Last 30 days)
Fires Medicals Traffic
Accidents
Hazardous
Conditions
Public Service
Assists
Total Calls
(Last 30 days)
Current 12 106 2 5 6 131
2023 10 91 4 7 6 118
DECEMBER 1ST - JANUARY 4TH
Current 2023
100
SUBJECT: Community Engagement Department Activity Report TO: Honorable Mayor Anna Velazquez and City Council
FROM: Jesus Valenzuela, Community Engagement Manager
COUNCIL COMMUNICATION
THROUGH: Megan Hunter, City Manager
MEETING
DATE: February 5, 2025
Social Media Report for January 2 – January 29, 2025
Facebook
Views: 108.5k – 98% increase
Reach: 21.6k – 124.3% increase
Content Interactions: 445 – 26.1% decrease
Page Visits: 4.1k – a 18.7% increase
New follows: 72 new follows
Total followers: 4,907
Soledad – 35.4%
Women – 68.5%
Men – 31.5%
Instagram
Views: 48.9k – 13.8% increase
Reach: 4.1k – 26.4% decrease
Content Interactions: 809 – 48.5% increase
Visits: 1.1k –16.9% decrease
New Followers: 52
Total followers: 1,902
Soledad –44.3%
Women – 65.1%
Men – 34.9%
Twitter
Data for Twitter is currently unavailable
Christmas Events
The Office of Community Engagement and Community supported the Christmas Tree Lighting Ceremony on December 6 and the Christmas Celebration on December 7, 2024.
AGENDA ITEM NO. 9.
101
We supported with the promotion and the capturing of content.
AB 413
In order to promote awareness about the new law, AB 413, we partnered with the Public Works Department to create an informative flyer and video. This video was also translated into Spanish and received a good response on our social media outlets.
Fire Department
The Office of Community Engagement will focus more on the Soledad Fire Department. We created a video on the EMS services and the Zoll AutoPulse machine, a vital piece of equipment the Fire Department uses in emergencies. We have also been creating content on the building of the new Fire Apparatus Bay, including a post that reached 883 people.
Public Works Support
With the construction across Front Street, we have been capturing content on the progress. One such post about the construction at the underpass on the southern end of Front Street received 54 likes and 12 shares, was viewed 40,452 times, and reached 14,754 people.
Youth Work
The Youth Commissioners have been meeting regularly with the larger Youth Council.
Recently, we had a conversation with representatives from Greenfield and Gonzales to explore the idea of a second youth summit.
Know Your Rights
The Office of Community Engagement held its first Know Your Rights forum on January
29. We counted over 120 participants. While we did have technical issues with the livestream, this was a great show of the partnership between the City, the community, and nonprofits. To help promote the event, we went out with Civics Academy participants to pass out over 500 flyers outside churches and at food distribution sites. We also passed out around 300 red cards along with the flyers at the same sites. 102
SUBJECT: Resolution No. 6189, A Resolution of the City Council of The City of Soledad Approving and Authorizing the City Manager to Execute a Facility Use Agreement Between the City and the Soledad Little League.
TO: Honorable Mayor Velazquez and City Council
FROM: Jessica Potts, Parks and Recreation Director
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 10.
Recommendation
It is recommended that the City Council of the City of Soledad consider and adopt Resolution6189, "Approving and Authorizing the City Manager to Execute a Facility Use Agreement Between the City and the Soledad Little League".
Executive Summary
City and the Soledad Little League (“League”) are proposing to enter into a new Facility Use Agreement (“Use Agreement”) whereby the City would grant the use of several fields for six months and allow the League to keep a 40-yard storage container on city property. In lieu of collecting fees for this park use, the League would commit to providing enhanced maintenance of the park, including quarterly clean-up efforts for the duration of the Agreement. For use of the city concession stands for fundraising and storage, the League would pay $150.00 per month through the season. The partnership through collaborative field care provides an invaluable role in continuing to offer the Soledad community with meaningful youth programming opportunities and ballfields. Staff is recommending, as a follow-up to a successful one-year trial Use Agreement in 2024 with the League, that the City and League enter into a longer 3-year term agreement, with two annual options of renewal, for a total of 5 years.
Background
Soledad Little League has been a fixture in the community since the early 1950s, providing opportunities for all youth ages 4-14 an avenue to play recreational baseball in the city. The League is a non-profit organization with an all-volunteer Board of Directors and coaches. The League and the City have had a long-standing verbal agreement with terms of use that have included:
Annual reservation of the Chester Aaroe Park Little League Field and Field 3 at Jesse Gallardo Park for youth sports practices and games from February through July, dependent on post-season 103
play.
Use of the Chester Aaroe Little League Field concession stand with the purpose of fundraising purposes and storage of related items.
Space to accommodate a large storage container for league-related supplies.
Cooperative field and facilities maintenance during seasonal uses.
The League and the City entered into a mutually beneficial Facility Use Agreement for 2024, which included enhanced field and facility maintenance provided by the League in coordination with the Parks Maintenance division of the Public Works Department. The partnership successfully aided in field maintenance, vandalism abatement, and reduced staff time and costs. As a result of the work done in coordination with the City, the fields received topsoil, clay, and base upgrades, dugout repairs and renovations, and general field care. The volunteers associated with the League provide valuable expertise and manpower, enabling better field and park maintenance.
Review & Analysis
After a successful one-year Use Agreement in 2024, it is recommended that the City and the League enter into a new Use Agreement with an extended term of` 3 years, with two options for annual renewal, for a total of five years. An approved Use Agreement will ensure that properties are utilized and maintained up to the standard of the City to best protect City and League mutual expectations, liabilities, and overall relationship by clearly outlining the duties and responsibilities of both parties in the use of the City facilities that include Chester Aaroe Park Little League Field and concession stands, and field 3 of Gallardo Park, as well as property located behind the ball field at Chester Aaroe Park Little League Field. By the terms of the Use Agreement, in addition to reserving City fields to run a youth Little League program, the League would also use the City concession stand and property for its storage container.
Key points of the Use Agreement require the League to:
1. Continue to provide enhanced park maintenance, including field and pitcher mound repair/restoration, weed abatement, removal of trash, debris, and graffiti, cleaning of bathrooms, and dugout rehab/maintenance during the Little League season (February - July).
2. Organize quarterly 4-hour volunteer clean-ups (total of 4 per year) in conjunction with city staff.
3. Pay $150 per month for use of the concession stands and City property for storage.
4. Notify Parks and Recreation staff when the scheduled field or lights are not required and make sure the general public can use the park when practices and games are not scheduled.
Because the Little League provides a level of maintenance, including restoration of the fields, removal of graffiti, weed abatement, repair of the dugouts, and painting that no other organization provides, it is recommended that the City waive field rental fees. This level of maintenance is estimated to be the equivalent of 40 hours of labor per month with a value of at least $8,640. This offsets the approximately $4,204.55 in fees that would not be collected.
It is proposed in the Use Agreement that the City collect $150 per month from the League for use of the concession stand and for placement of a 40-yard storage container on City property. This fee represents a single-use rental in the City Fee Schedule. The offset of fees will serve as fundraising support in return for the additional value of labor and supplies contributed to the care of the City facilities. 104
Resolution No. 6189
Exhibit A
Financial Considerations
Per the established fee schedule, the use of the field for organized sports is as follows:
$1/hour practice
$2/hour game
The proposed agreement would waive the use fees in exchange for agreed-upon maintenance as detailed in the Use Agreement. This would equate to a loss in revenues estimated to be around $4,204.55 for the use of two fields for 6 months, 6 days a week, an average of 6 hours per day. The agreement would also waive the use fees of 16 concession stand uses, which is estimated to be a loss in revenues of around $2200. Total annual loss in revenues are estimated to be around $6600.
The revenue loss will be balanced by the in-kind exchange of labor and maintenance valued at approximately $8,640, as outlined above.
Alternatives
Approve the Resolution as recommended.
Do not approve the Resolution and provide other direction to Staff.
Planning/CEQA
The City of Soledad has determined that the proposed action of approving a Facility Use Agreement with the Little League is not a project as defined by the California Environmental Quality Act (CEQA) per Guidelines Section 15378. Because the proposed action and this matter have no potential to cause any effect on the environment or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378. The work that the League is undertaking is minor maintenance work to existing facilities and is also exempt under CEQA Guidelines Section 15301- Existing Facilities.
Public Notice Requirements
Not Applicable
Attachment(s):
105
RESOLUTION NO. 6189
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A
FACILITY USE AGREEMENT BETWEEN THE CITY AND THE SOLEDAD LITTLE LEAGUE
WHEREAS, the Little League’s purpose is to “create a local youth baseball and/or softball program built on life lessons, socialization, and sportsmanship that benefits all of the children and the adult volunteers who support those efforts”; and
WHEREAS, the Soledad Little League (“League”) is a chartered member of the Little League and is a non-profit dedicated to offering Soledad youth the opportunity to participate in competitive baseball; and
WHEREAS, in addition to youth development, the League provides stewardship of the fields through repairs, maintenance, and groundskeeping, which helps the City defray associated costs; and
WHEREAS, the League's efforts in augmenting field maintenance benefit City of Soledad residents and several youth organizations that are now able to play on some of the best ballfields in Monterey County
WHEREAS, the City and the Soledad Parks and Recreation Department are interested in supporting the League by providing field facilities for the purpose of holding practices and games, including the use of the Chester Aaroe Concession stand and space for the League storage container; and
WHEREAS, the City desires to clarify mutual expectations with the Little League organization regarding the use of facilities for their youth sports program; and WHEREAS, City and League have successfully completed a one-year Facility Use Agreement for 2024, benefiting both parties and the community; and WHEREAS, staff is recommending that the Council approve a new Facility Use Agreement with the League with terms similar to the previous agreement, whereby the City would grant the use of several fields for six months and allow the League to keep a 40-yard storage container on the City property, in return for the League’s commitment to providing enhanced maintenance of the fields and park, including quarterly clean-up efforts for the duration of the Agreement, and payment of $150 per month for use of the city concession stand and placement of a storage container on City property, over a new three-year term with two one-year options.
NOW THEREFORE BE IT HEREBY RESOLVED by the City Council of the City of Soledad that the Council hereby approves the “Facility Use Agreement” (Exhibit A) between the City of Soledad and Soledad Little League, a copy of which is attached hereto as Exhibit A and 106
by this reference incorporated herein, and authorizes and directs the City Manager to execute the Lease on behalf of the City of Soledad.
PASSED AND ADOPTED by the City Council of the City of Soledad, at a regular meeting duly held on the 5th day of February 2025, by the following vote:
AYES, and in favor thereof Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
ANNA M. VELAZQUEZ, Mayor
ATTEST:
MEGAN HUNTER, City Clerk
107
1 CITY OF SOLEDAD
FACILITY USE AGREEMENT
BETWEEN
CITY OF SOLEDAD AND SOLEDAD LITTLE LEAGUE
THIS AGREEMENT (herein “Agreement”) is made and entered into this __ day of February, 2025, by and between the CITY OF SOLEDAD, a California municipal corporation (“CITY”) and the SOLEDAD LITTLE LEAGUE, a non-profit organization (“LEAGUE”).
RECITALS
A. The Little League’s purpose is to “create a local youth baseball and/or softball program built on life lessons, socialization, and sportsmanship that benefits all of the children and the adult volunteers who support those efforts”.
B. The Soledad Little League (“LEAGUE”) is a chartered member of the Little League and is a non-profit dedicated to offering Soledad youth the opportunity to participate in competitive baseball.
C. CITY and the Soledad Parks and Recreation Department are interested in supporting the LEAGUE by providing field facilities for the purpose of holding practices and games, including the use of the Chester Aaroe Concession stands and space for the LEAGUE storage container. The purpose of this Agreement is to delineate the terms of LEAGUE’s use of CITY facilities and the responsibilities of each party.
D. CITY and LEAGUE have recently successfully completed a one-year agreement with terms and conditions similar to those set forth herein.
E. Based on the success of the prior year’s agreement, and in consideration of the mutual covenants and conditions set forth below, the Parties do hereby agree as follows:
AGREEMENT
1. TERM OF AGREEMENT. The CITY grants LEAGUE the right to the use of Chester Aaroe Parks and Jesse Gallardo Parks Field 3 (“Parks”) for a three (3) year term commencing on February 6, 2025, and terminating on December 31, 2027. The Agreement may be extended administratively by the City Manager for two additional one-year periods until December 31, 2029, upon confirming LEAGUE’S compliance with the terms and conditions herein.
2. USE OF PARKS. LEAGUE shall have the non-exclusive right to use the Parks for the purpose of conducting a competitive youth baseball program from February 6 – August 1 of each year during the term of this Agreement. Use shall include practice, scheduled games and tournaments, spectator observation, and related supporting activities, such as food concessions Exhibit A
108
2 operation. The CITY grants LEAGUE the right to use the Parks for placement of a storage container for its equipment during the term of this Agreement. LEAGUE’s right to use the Parks will begin on the above-stated date and upon the submission of the following documents and information, which will be updated annually, to CITY:
A. Parks Use Form
B. Complete list of names, addresses and telephone numbers of the current Board of Directors or other responsible persons of the League.
C. 501(c)(3) designation form from the IRS or a nonprofit designation from the California Franchise Tax Board and/or the California Secretary of State.
D. Master calendar of use and events.
E. Certificate of Insurance listing the CITY, its elected officials, officers, employees, agents and volunteers as additional insureds in accordance with Section __ of this Agreement.
F. Proof of criminal history record background checks for all adult volunteers or employees assisting with the LEAGUE’s program.
This Agreement is not intended to give LEAGUE any right to the exclusive use of PARKS, restrooms or other CITY facilities, other than non-exclusive limited temporary rights for scheduled events. LEAGUE agrees that the rights granted herein shall not be assigned to or transferable to any persons, teams or leagues. Parks may be used by the general public when not scheduled for LEAGUE use.
Fields in PARKS may be scheduled for closure and rehabilitation by CITY to allow for recovery due to weather or heavy usage. All such closures are at the discretion of CITY, with prior notice provided to LEAGUE.
3. RESPONSIBILITIES OF LEAGUE. LEAGUE agrees to:
A. Delegate the League President to represent LEAGUE concerning use, scheduling, maintenance, improvements, or matters of concern to LEAGUE or CITY.
B. Provide certified and trained staff in sufficient numbers to provide suitable adult supervision of participants and be responsible for the conduct of players and spectators associated with the LEAGUE.
C. Furnish and supply any and all equipment and material which may be necessary for LEAGUE activities at the Parks. Equipment and materials may be stored in a container provided by LEAGUE at the Parks. All such materials will be stored at LEAGUE’s risk, without warranty or guarantee of safety. Said container must be removed at LEAGUE’s expense within 30 days of a written request from CITY. 109
3 D. Provide a schedule of practice sessions and games at least 30 days in advance.
E. Notify Recreation Manager of any schedule changes, when possible, at least 24 hours in advance.
F. Notify the City of all proposed removal, alterations or additions to Parks and obtain CITY approval prior to initiating such work.
G. Maintain and keep all CITY facilities, including but limited to ball fields and Little League Concession Stand in good condition and remove all trash and debris.
H. Provide proof of criminal history record background checks for all adult volunteers assisting with the program at the CITY facility.
I. Enforce all CITY rules.
J. Follow and enforce all rules and regulations as it pertains to running a concession stand and selling food products. This includes all applicable regulations enforced by the Monterey County Health Department.
K. Ensure that the Parks is not used for the conduct of any offensive, noisy or dangerous activity, or any use that would be considered a public nuisance under City Code, or for any use which would serve to obstruct, interfere with or infringe upon the rights of the other users or residents of adjoining properties.
4. RESPONSIBILITIES OF CITY. CITY agrees to:
A. Provide all utilities necessary for PARKS, including use of lights during approved reserved times.
B. Conduct regular and routine maintenance of Parks, including mowing, watering and restrooms.
C. Provide full use of PARKS concession stand for LEAGUE’s use during reserved field use times and storage.
D. Coordinate with LEAGUE representative to develop a schedule that best meets the needs of the CITY and the LEAGUE.
E. Meet with LEAGUE as necessary during the off-season and monthly during the season to discuss use of facilities, scheduling and other concerns associated with use of facilities.
5. FEES. The LEAGUE shall pay CITY $150.00 (One Hundred and Fifty dollars) for the use of Parks Concession Stands beginning March 1, 2025. Payment for the use of Concession stands shall be made prior to the 1st day of each month from March 1-July of each year of this Agreement.
110
4 In lieu of payment of fees for Parks use (field and lights) established in the City’s Fee Schedule, LEAGUE will provide enhanced maintenance of the Parks as outlined in Section 6.
Maintenance.
6. MAINTENANCE. All LEAGUE use-related maintenance, such as field preparation, lining of the fields, and set up of temporary equipment will be performed by LEAGUE.
LEAGUE shall be responsible for all damages or injury to property or equipment caused by the LEAGUE, its agents, employees volunteers, participants and/or other individuals as the PARKS during LEAGUE’s use of the PARKS.
A. LEAGUE shall be responsible for the PARKS being free of trash and/or debris caused by group usage upon the conclusion of each day’s use.
B. LEAGUE shall be responsible for cleaning bathroom and removing any graffiti after the conclusion of each day’s use.
C. LEAGUE shall cooperatively work with Public Works Maintenance Staff on weed abatement and repair/rehabilitation of the concession stand and dugouts from February through August of each year.
D. Annually, LEAGUE shall work with CITY Staff on a repair plan for baseball fields and pitchers’ mound. Upon approval of the Public Works Manager (Maintenance), LEAGUE shall repair baseball fields and repair/build up pitcher’s mound in accordance with approved baseball field standards.
E. Quarterly (4 times per year) LEAGUE shall participate in 4-hour volunteer clean-up efforts at the Parks in coordination with Public Works Maintenance Staff.
F. LEAGUE is required to report any damage to persons or property or acts of vandalism to CITY immediately upon discovery. LEAGUE shall inspect the Parks prior to each use by LEAGUE to ensure that it is free from any defects and/or hazards that may pose a danger to participants, spectators and/or any other person who is in attendance at PARKS as part of the LEAGUE’S use of the same. LEAGUE agrees that should it fail to conduct such inspection and/or notify the CITY of any defect or hazard, LEAGUE shall be solely responsible for any damage or injury, whether to persons or property, arising therefrom.
7. IMPROVEMENTS. All facilities and improvements at Parks and all improvements made by any party to the Parks during the term hereof, are and shall continue to be the property of CITY. In particular, the improvements owned by CITY include but are not limited to baseball files, dugouts, backstops, fences, scoreboards, bleachers, landscaping, concession stand and restrooms. The storage container and its contents and removable equipment and supplies in the concession facility are owned by LEAGUE.
The removal, alteration, or addition to the PARKS and construction of any kind to existing amenities and structures must be approved in advance by CITY. All such requests should be 111
5 submitted so as to allow CITY adequate time to review and approve or disapprove any proposed change. CITY assistance with any removal, alteration addition or construction shall be solely at the discretion and with prior written consent of CITY. Nothing herein shall be interpreted as prohibiting the normal maintenance of the Parks by CITY or LEAGUE as otherwise referenced herein.
All alterations and additions to the PARKS or surrounding grounds and all construction of any kind to existing structures shall become the property of CITY.
8. INDEMNIFICATION.
A. To the fullest extent permitted by law, LEAGUE shall indemnify, hold harmless and defend the City of Soledad and each of its officers, officials, employees, agents and volunteers (“City Indemnitees”) from any and all loss, liability, fines, penalties, forfeitures, costs and damages, including but not limited to personal injury, death at any time, and property damage, and including further attorney's fees, litigation and legal expenses incurred by the City Indemnitees or held to be the liability of the City Indemnitees (including plaintiff’s or petitioner’s attorney’s fees if awarded, in connection with the City Indemnitees’ defense of its actions in any proceeding) (collectively, “Losses”) incurred by any City Indemnitees from any and all claims, demands and actions in law or equity (collectively, a “Claim”), whether in contract, tort or strict liability, resulting from, arising or alleged to have arisen directly or indirectly out of performance or in any way connected with: (i) the making of this Agreement; (ii) the performance of this Agreement; (iii) the engaging in any LEAGUE baseball-related activities; or (iv) the City’s granting, issuing or approving use of this Agreement. If any portion of a claim, demand or action in law gives rise to indemnification under this Agreement, LEAGUE shall be responsible for indemnifying, holding harmless or defending the City Indemnitees as to the entire claim, demand, or action in law. The LEAGUE’s indemnification obligations under the proceeding portions of this paragraph shall apply regardless of whether the City Indemnitees are negligent but shall not apply to any losses caused solely by the gross negligence or willful misconduct of any City Indemnitees.
If the LEAGUE should subcontract all or any portion of the work to be performed under this Agreement, the LEAGUE shall require each subcontractor to indemnify, hold harmless and defend the City Indemnitees in accordance with the terms of the two prior paragraphs of this Section. Notwithstanding the preceding sentence, any subcontractor who is a “design professional” as defined in Section 2782.8 of the California Civil Code shall, in lieu of indemnity requirements set forth in the two prior paragraphs of this Section, be required to indemnify, hold harmless and defend the City Indemnitees to the fullest extent allowed by law, from any and all Claims and Loses that arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of the design professional, its principals, officers, employees, agents or volunteers in the performance of this Agreement.
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6 B. Reimbursement. The LEAGUE and its successors in interest agrees to and shall reimburse the CITY for any and all costs and expenses, including reasonable attorneys’ fees and costs and all court and filing fees arising from the CITY’s approval of the LEAGUE utilizing the CITY’s field or entering into this Agreement.
C. Selection of Attorney. The CITY shall have the right to approve any counsel selected by the LEAGUE and said approval shall not be unreasonably withheld. the LEAGUE shall reimburse the CITY for any and all of the CITY’s costs, including any attorney and staff time, to determine the suitability of the attorney or attorneys proposed by the LEAGUE. Notwithstanding the foregoing, the CITY shall have final approval of all briefs, pleadings, proposed settlements, filings, etc., submitted on behalf of the CITY in any litigation related to the defense of this matter. The LEAGUE shall reimburse the CITY for the City Attorney’s Office review time at the current hourly rate for litigation.
9. INSURANCE. Throughout the term of this Agreement, the LEAGUE shall pay for and maintain in full force and effect insurance as required by State law and as set forth in this Agreement per the limits and provisions set forth below:
A. Commercial General Liability. the LEAGUE shall obtain, pay for and maintain in effect during the life of this Agreement, a policy of commercial general liability insurance issued by an insurance company rated not less than “A-VII” in Best Insurance Rating Guide and admitted to do business in California, on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000.00 per occurrence.
B. Bond. Subject to authorization by the Soledad Municipal Code, in the alternative to maintaining Commercial General Liability, the LEAGUE shall post a bond, in a form subject to approval by the City Attorney, with the CITY in the amount of $2,000,000.00.
C. Failure to Maintain Required Insurance. Any failure to maintain the required insurance shall be sufficient cause for the CITY to terminate this Agreement and/or the authorization of the LEAGUE to engage in any activity at the CITY’s Little League field. The City may provide the LEAGUE with written notice of its intent to terminate this Agreement unless the CITY receives proof the LEAGUE obtained the required insurance within seven (7) days from the date upon the notice. If the LEAGUE fails to timely provide proof of the required insurance, the LEAGUE shall immediately cease all business activity relating to any CITY property. Failure to immediately cease all business activity shall subject the LEAGUE to the penalties, enforcement and cost recovery provisions established within the Soledad Municipal Code.
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7 D. Policies. All of the policies of insurance shall be primary insurance and shall name the CITY, its elected and appointed officers, employees and agents as additional insureds and any insurance maintained by the CITY or its officers, employees or agents may apply in excess of, and not contribute with the LEAGUE’s insurance. The LEAGUE and the insurer is deemed hereof to waive all rights of subrogation and contribution it may have against the CITY, its officials, officers, employees and agents and their respective insurers. Moreover, the insurance policy must specify that where the primary insured does not satisfy the self-insured retention, any additional insured may satisfy the self-insured retention.
E. Duty. The duty to indemnify the CITY shall apply to all claims and liability regardless of whether any insurance policies or coverage limits are applicable.
10. SUBCONTRACTOR. If the LEAGUE should subcontract all or any portion of the services to be performed under this Agreement, the LEAGUE shall require each subcontractor to comply with the terms and conditions of this Agreement.
11. TERMINATION.
A. For Convenience. Either party may terminate this agreement for any reason by providing written notification to the other party thirty (30) days before the effective date of the termination.
B. For Cause. Either party may terminate this Agreement immediately for cause, which shall include without limitation, a material violation of the provisions of the agreement by the other party, any act which exposes a party to others for personal injury or property damage.
C. Upon termination, LEAGUE shall be responsible for restoring Parks to the condition existing prior to the commencement of this Agreement with no damage thereto.
12. ATTORNEY’S FEES. If any party is required to commence any proceeding or legal action to enforce or interpret any term or condition of this Agreement, the prevailing party in such proceeding or action shall be entitled to recover from the other party its reasonable attorney's fees and costs.
13. NOTICES. Any notice required or intended to be given to either party under the terms of this Agreement shall be in writing and shall be deemed to be duly given if delivered personally, transmitted by facsimile followed by telephone confirmation or receipt, or sent by United States registered or certified mail, with postage prepaid, return receipt requested, addressed to the party to which notice is to be given at the party’s address set forth on the signature page of this Agreement or at such other address as the parties may from time to time designate by written notice. Notices served by United States mail in the manner above described shall be deemed sufficiently served or given at the time of the mailing thereof. 114
8 14. GOVERNING LAW AND VENUE. This Agreement shall be governed by, and construed and enforced in accordance with, the laws of the State of California. Venue for purposes of the filing of any action regarding the enforcement or interpretation of this Agreement and any rights and duties hereunder shall be Monterey County, California.
15. SEVERABILITY. The provisions of this Agreement are severable. The invalidity or unenforceability of any one provision in this Agreement shall not affect the other provisions.
16. INTERPRETATION. The Parties acknowledge that this Agreement in its final form is the result of the combined efforts of the Parties and that, should any provision of this Agreement be found to be ambiguous in any way, such ambiguity shall not be resolved by construing this Agreement in favor of or against any Party, but rather by construing the terms in accordance with their general accepted meaning.
17. AMENDMENTS AND MODIFICATIONS. This Agreement may be modified only by written instrument duly authorized and executed by all Parties herein.
18. ENTIRE AGREEMENT. This Agreement contains the entire agreement between the Parties with respect to the subject matter hereof.
19. COUNTERPARTS. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all together shall constitute but one and the same agreement.
20. KNOWING AND VOLUNTARY AGREEMENT. The parties to this Agreement acknowledge and agree that each of them has had a full and fair opportunity to carefully read and review the terms and provisions of this Agreement and consult with their own attorney concerning the meaning and effect of this Agreement. By executing this Agreement, each of the parties hereto represents, acknowledges, and agrees that such party carefully read and fully understands all the provisions of this Agreement, and that they are knowingly and voluntarily entering into this Agreement and signing it of their own free will.
IN WITNESS WHEREOF, the Parties have duly executed this Agreement on the day and year first above written.
SOLEDAD LITTLE LEAGUE
By: ______________________________
Chris Camacho
President
CITY OF SOLEDAD
By: ______________________________
Jessica Potts
Parks and Recreation Director
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9 Dated: ___________________________ Dated: ___________________________ By: ______________________________
Megan Hunter
City Manager
Dated: ___________________________
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SUBJECT: Resolution No. 6191, A Resolution of the City Council of the City of Soledad Declaring Surplus Equipment and Authorizing the Sale, Donation, or Disposal of such Property
TO: Honorable Mayor Velazquez and City Council
FROM: Diego Herrera, Information Technology Technician
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 11.
Recommendation
It is recommended that the City Council of the City of Soledad adopt Resolution No.6191, "Declaring Surplus Equipment and Authorizing the Sale, Donation, or Disposal of such Property".
Executive Summary
City property may be deemed surplus due to factors such as age, high maintenance costs, obsolescence, or other relevant reasons. Disposal of this property cannot occur until the City Council officially declares it surplus. In past years, surplus property has included vehicles, office furniture and equipment, e-waste (such as outdated computers and peripherals), tools, unclaimed recovered property, and various miscellaneous items. Currently, the City has accumulated several items that need to be declared surplus in order for them to be sold or disposed of properly.
Background
Since the last surplus project on August 21, 2024, City staff has identified additional surplus items from City Hall and in the Information Technology Department as detailed in “Exhibit A”. The City makes no guarantee whether the items sold need repair and all items are sold “AS IS” with no warranty implied. Additionally, it is stipulated that the buyer is responsible for omissions and any repairs necessary to pass (if applicable). In previous years, the City Council has declared property not in use or obsolete, surplus property and authorized the Sale, Donation, Destruction, or Disposal of said property.
The surplus property consists of office furniture, equipment, and electronic waste such as obsolete computers and peripherals, tools, equipment, and other miscellaneous items.
Review & Analysis
A review of old City property reveals that the City has a variety of items that are obsolete, outdated, or no longer useful. Under Government State Code Section 37350 – 37351, the City has the ability to dispose of property for the common benefit of the City. 117
Resolution No. 6191
Exhibit A
Due to the age of the equipment, the cost of refurbishing them was more significant than the value of the items. The surplus workstations cannot be updated to Windows 11 and will be unable to get updates once that operating system goes to the end of its life. Most other items are cabling, batteries, broken laptops and monitors, and computer peripherals that cannot be reused. All items have been wiped off any city data, and hard drives have been wiped using DOJ standards and have been physically destroyed to prevent recovery. In addition to these items, the City is also disposing of three (3) task desks, four (4) wooden bookshelves, and one (1) metal shelf.
The removal of these items will free up space to accommodate the Community and Economic Development Department staff who have moved to City Hall and the new Homeless Outreach and Services Coordinator.
Financial Considerations
The sale, donation, or disposal of the property will have minimal financial impact. Proceeds from the sale of surplus property will be recorded as revenue in the General Fund. This process will free up space in City Hall and reduce the need for additional storage. The IT department will dispose of electronic waste, much of which can be recycled at the Johnson Canyon Landfill & Recycling Center at no cost to the city.
Alternatives
Adopt Resolution No. 6191
Do not surplus the property. This is not recommended as storing all the items will become increasingly difficult.
Planning/CEQA
The approval and declaration of surplus property is not considered a project for purposes of CEQA since it has no potential for resulting in either a direct or indirect impact to the environment. (See CEQA Guidelines Section 15378.)
Public Notice Requirements
Not Applicable.
Attachment(s):
118
RESOLUTION NO. 6191
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD
DECLARING SURPLUS EQUIPMENT AND AUTHORIZING THE SALE, DONATION,
OR DISPOSAL OF SUCH PROPERTY
WHEREAS, Government State Code Section 37350 - 37351 provides for the ability of cities to dispose of property for the common benefit of the City; and WHEREAS, the City of Soledad has accumulated material that is either obsolete, outdated or is no longer of use to the City and thus is considered surplus property; and WHEREAS, the value, obsolescence and condition of these items make it impractical to trade the same in on future purchases of new inventory items and to obtain a maximum return for said surplus items, and as such, it is in the best interest of the City to sell, donate or dispose of the same; and
WHEREAS, the City Council of the City of Soledad has in the past declared obsolete, outdated or property no longer of use to the City as surplus property and authorized that the property be sold, destroyed or donated to other agencies for use; and WHEREAS, staff has compiled a list of surplus equipment “Exhibit A” and is recommending that the Council deem the lists as surplus property and direct staff to dispose of such property.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Soledad as follows:
1. Based upon the findings and recommendations of City Staff, the items of inventory belonging to said City, as shown in Exhibit “A” attached hereto, are declared surplus to the foreseeable needs of the City; and
2. That it is deemed to be for the common benefit of the residents of said City to dispose of said inventory by sale, donation or other appropriate means.
PASSED AND ADOPTED by the City Council of the City of Soledad at a regular meeting duly held on the 5th day of February 2025 by the following vote:
AYES, and in favor thereof Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
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____________________________
ANNA M. VELAZQUEZ, Mayor
ATTEST:
_____________________________________
MEGAN HUNTER, City Clerk
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EXHIBIT A
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD
DECLARING SURPLUS EQUIPMENT AND AUTHORIZING
THE SALE, DONATION OR DISPOSAL OF SUCH PROPERTY
ITEM LIST:
Computer and Related Technology Equipment
20lbs of phone cables/chargers
20lbs of HDMI cables
20lbs monitor VGA cables
20x wired keyboards
20lbs of various electronic peripherals
5x desk monitor arms
1x SonicWall T2300 Model:TZ300 S/N:18B1697374D8
1x Dell Inspiron 1000 laptop Model: PP08S S/N:8N9VZ51 2x Logitech speakers Model: S00182 S/N:2126ALN01HT8, 2229ALN012X8 2x HP EliteDesk Model: 800G2 Mini S/N: MXL6251T3M & 2UA61624LV 5x monitor stands
1x Dell Latitude 5300 laptop Model:5300 S/N:8DT7LW2
20x blank CD’s
4x Cisco Access Points Model: AIR-AP28021I-B-K9 S/N: FCW2335PPTW, KWC22220532, KWC222703ED, FJC2239M297
2x HP laptops Model: 9470M & 15-ef2127wm S/N: CNU3279GJ4 & 5CD133333R 1x Dell Latitude E5440 laptop Model: E5440 S/N: FX40M12 1x Dell Latitude 5580 laptop Model: 5580 S/N: B19VMH2 1x Dell OptiPlex 5050 SFF Desktop Model: 5050 S/N:8VFZLN2 2x External Hard Drive Model: SRD00F2 S/N: NA7DMSWF & NA7HF1PA 1x StarTech Hub Model: SV231HDMIUA S/N: GG2711UD00114 1x EV Charger Semma Connect 620 Model: 620 S/N: BAE902713 2x HP 24mh Monitor Model: 24mh S/N: 3CM10401VR, 3CM10401T1 3x Cisco Catalyst 2960-CX Model: 2960-CX S/N: FOC2135Y4L3, FOC2208Y0KP, FOC2208Y0EK
Furniture
4x Wooden bookshelves
1x Metal shelf
3x Small task desks
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SUBJECT: Resolution No. 6192, A Resolution of the City Council of the City of Soledad Approving and Authorizing the City Manager to Execute a Professionals Services Agreement with EMC Planning Group, Inc. in an Amount Not to Exceed $70,000 to Provide Planning Services for the Almond Acres Subdivision Project.
TO: Honorable Mayor Velazquez and City Council
FROM: Beatriz Trujillo, Acting Community and Economic Development Director, Ariana Mora, Senior Planner
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 12.
Recommendation
It is recommended that the City Council of the City of Soledad consider and adopt Resolution No.6192, “Approving and Authorizing the City Manager to Execute a Professional Services Agreement with EMC Planning Group, Inc. in an Amount Not to Exceed $70,000 to Provide Planning Services for the Almond Acres Subdivision Project.
Executive Summary
Nino Homes (“Developer”) submitted an application for the development of Almond Acres (“Project”), a 12.48-acre site west of Orchard Lane (APN 022-281-005). The proposed Project includes 55 singlefamily homes and a 12-unit multifamily development while retaining a 3.32-acre senior mobile home park. Under an existing planning services agreement, the City retained EMC Planning Group to complete the required environmental work for this Project, completing an Initial Study (IS) to determine the extent of the potential impacts. After completing this IS, it was determined that the Developer would be unable to mitigate the impact to Vehicle Miles Traveled (VMT), therefore requiring a more limited, focused Environmental Impact Report (EIR). EMC provided a proposal for the EIR of $68,095.50. Staff is proposing a new standalone contract in an not to exceed $70,000 for this Project. These services will be fully funded by the Developer through an existing Reimbursement Agreement, which is already in place.
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Background
The City has been contracting with EMC Planning Group for periodic planning assistance as development projects arise since 2016. In June 2024, Nino Homes (“Developer”) submitted an application for Almond Acres ("Project"), which includes a Planned Unit Development (PUD) and Vesting Tentative Map (VTM) for a 12.48-acre site west of Orchard Lane (APN 022-281-005). This proposed project would involve the construction of 55 single-family homes and a 12-unit multifamily housing complex while retaining a 3.32-acre senior mobile home park. The City and Developer established a Cost Reimbursement Agreement to facilitate the required environmental review, ensuring the project remains entirely developer-funded.
After the application was submitted, the City retained EMC through a existing planning services agreement to initiate the required environmental review through the California Environmental Quality Act (CEQA). EMC completed an Initial Study (IS) identifying an impact to Vehicle Miles Traveled (VMT), which could not be mitigated as a small rural community with a large number of commuters.
As a result, a focused Environmental Impact Report (EIR) would have to be completed.
Review & Analysis
During the initial project review, staff engaged EMC’s on -call services to conduct an Initial Study (IS) to determine the level of environmental clearance and ensure compliance with CEQA. This analysis determined that a focused EIR was necessary to address impacts to Vehicle Miles Traveled (VMT), which could not be mitigated. As a rural community, minimizing VMT is difficult for any project to achieve. It is unfortunate that this Project, which is densely developed, includes affordable housing, and located across the street from a bus stop was unable to mitigate VMT impacts. This is the first project being evaluated for VMT and it is clear that the City will need to create new VMT policies to streamline environmental review of infill housing development in the future.
After it was determined that a focused EIR was necessary, the City requested a proposal from EMC for the expanded scope of work. EMC submitted a proposal for $68,095.50 and a term ending on December 31, 2025, as detailed in Attachment A. To ensure that there is sufficient budget and time to complete this process, which could be impacted by unforeseen circumstances, Staff is recommending an that the Council approval a resolution for a not to exceed amount of $70,000 and the term be extended to December 31, 2025.
The proposed agreement would allow Staff to initiate the technical work required to complete the focused EIR and move the Project forward. The entitlement process consisting of the subdivision Vesting Tentative Map (VTM) and Planned Unit Development (PUD) is stalled until the completion of the EIR. It is expected that final approval of the project—which includes the PUD, VTM, and certification of the EIR—will be presented to the Council later this year, following a recommendation for approval from the Planning Commission as required by Title 17-Zoning of the Soledad Municipal Code.
The Developer has reviewed and consented to the agreement, as outlined in Exhibit “A.” Staff is recommending that the City Council approve this agreement so that work can begin on the EIR as soon as possible. As noted above, this project will result in 55 small lot single-family homes, a 12-unit affordable multi-family senior housing complex, and preservation of a senior mobile home park, thereby contributing to the implementation the 6th Cycle Regional Housing Needs Allocation (RHNA). 123
Exhibit A - EMC Contract for Almond Acres EIR
Resolution No. 6192
Map
Agreement_Almond Acres Focused EIR
Financial Considerations
The budget for the proposed scope of work from EMC Planning Group is $68,095.50. However, Staff is recommending that the agreement be approved for an amount not to exceed $70,000 to allow for a small contingency in case additional technical support is needed. The Developer will fully fund the costs for this agreement through an existing executed Reimbursement Agreement managed by the Community and Economic Development Department. The Developer has been working with the City to keep sufficient funds in the Project's reimbursement account. Upon approval of this agreement, the applicant will be required to deposit additional funding. Insufficient funds in the Developer’s account will trigger the Community and Economic Development Director to stop work until adequate funds are deposited.
Alternatives
Approve the resolution.
Modify the resolution and provide other direction to Staff.
Disapprove the resolution. This is not recommended as the Staff would have to pause this Project, which is part of the pipeline of housing projects in the Housing Element, previously adopted by the Council.
Planning/CEQA
The proposed agreement in itself is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378). Rather, approval of the agreement would allow the City to initiate the EIR in order to comply with CEQA.
Public Notice Requirements
None required
Attachment(s):
124
Attachment “A”
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF SOLEDAD AND
EMC PLANNING GROUP INC.
THIS AGREEMENT for consulting services is made by and between the City of Soledad (“City”) and EMC Planning Group Inc (“Consultant”) (together referred to as the “Parties”) as of _________________ (the “Effective Date”).
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A , and incorporated herein, at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on December 31, 2025, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City’s right to terminate the Agreement, as referenced in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement according to the standards observed by a competent practitioner of the profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder.
1.5 Public Works Requirements.
Intentionally Left Blank
Section 2. COMPENSATION. City hereby agrees to pay Consultant a not-to-exceed amount of $70,000 notwithstanding any contrary indications that may be contained in Consultant’s proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City in writing, Consultant shall not bill City for duplicate services performed by more than one person. 125
Consulting Services Agreement between City of Soledad and CC Reso No. ____ Date____ EMC Planning Group Inc. Page 2 of 14
Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
The beginning and ending dates of the billing period; A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
At City’s option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense;
The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder;
The Consultant’s signature;
Consultant shall give separate notice to the City when the total number of hours worked by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours within a 12-month period under this Agreement and any other agreement between Consultant and City. Such notice shall include an estimate of the time necessary to complete work described in a given task order and the estimate of time necessary to complete work under any other agreement between Consultant and City, if applicable.
2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to each task order within 60 days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. 126
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In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit A.
2.6 Reimbursable Expenses. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded.
2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in this section, and only under the terms and conditions set forth herein.
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, unless otherwise specified below, shall procure the types and amounts of insurance listed below against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Consultant and its agents, representatives, employees, and subcontractors. Consistent with the following provisions, Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this section and under forms of insurance satisfactory in all respects, and that such insurance is in effect prior to beginning work to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's bid. Consultant shall not allow 127
Consulting Services Agreement between City of Soledad and CC Reso No. ____ Date____ EMC Planning Group Inc. Page 4 of 14
any subcontractor to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence that such insurance is in effect to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. Consultant shall maintain all required insurance listed herein for the duration of this Agreement.
4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than $2,000,000 per accident. In the alternative, Consultant may rely on a selfinsurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than $2,000,000 per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering comprehensive General Liability on an “occurrence” basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition), Code 1 (any auto). No endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a. The Insurance shall cover on an occurrence or an occurrence basis, and not on a claims-made basis.
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Consulting Services Agreement between City of Soledad and CC Reso No. ____ Date____ EMC Planning Group Inc. Page 5 of 14
b. City, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobiles owned, leased, hired, or borrowed by the Consultant
c. For any claims related to this Agreement or the work hereunder, the Consultant’s insurance covered shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
d. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after 30 days’ prior written notice has been provided to the City.
4.3 Professional Liability Insurance.
4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than $1,000,000 covering the licensed professionals’ errors and omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim.
4.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates.
c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must purchase an extended period coverage for a minimum of five years after completion of work under this Agreement. d. A copy of the claim reporting requirements must be submitted to the City for review prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII. 129
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4.4.2 Verification of coverage. Prior to beginning any work under this Agreement, Consultant shall furnish City with a complete copy of the certificate of insurance delivered to Consultant by the insurer. Certificates of insurance shall show the signature of a person authorized by that insurer to bind coverage on its behalf. If the City does not receive the required insurance documents prior to the Consultant beginning work, it shall not waive the Consultant’s obligation to provide them. If the Certificate of Insurance refers to the policy and it is necessary as a reference, then the City will reserve the right to require complete copies of all required insurance policies at any time.
4.4.3 Deductibles and Self-Insured Retentions. Consultant shall disclose to and obtain the written approval of City for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
4.4.4 Wasting Policies. No policy required by this Section 4 shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).
4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from vendor by virtue of the payment of any loss.
Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the entity for all work performed by the consultant, its employees, agents, and subcontractors.
4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant’s breach:
Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;
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Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES.
To the full extent permitted by law, ______________ shall indemnify, defend, and hold harmless Owner, its governing body, officers, agents, employees, and volunteers from and against any and all liability, loss, damage, claims, expenses and costs (including, without limitation, attorney fees and costs and fees of litigation) (collectively, “Liability”) arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of Engineer in the performance of this Agreement, except such Liability caused by the active negligence, sole negligence or willful misconduct of Owner. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Engineer or its agents or employees under Workers’ Compensation acts, disability benefits acts, or other employee benefit acts. This indemnification obligation is not limited by any limitation on the amount or type of damages available under any applicable insurance coverage and shall survive the expiration or early termination of this Agreement with respect to Liability arising during the term of the Agreement.
The Consultant’s obligation to defend and indemnify shall not be excused because of the Consultant’s inability to evaluate Liability or because the Consultant evaluates Liability and determines that the Consultant is not liable to the claimant. The Consultant must respond within 30 days, to the tender of any claim for defense and indemnity by the City, unless this time has been extended by the City. If the Consultant fails to accept or reject a tender of defense and indemnity within 30 days, in addition to any other remedy authorized by law, so much of the money due the Consultant under and by virtue of this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the claim or suit for damages, or until the Consultant accepts or rejects the tender of defense, whichever occurs first.
With respect to third party claims against the Consultant, the Consultant waives any and all rights of any type to express or implied indemnity against the Indemnitees.
Notwithstanding the forgoing, to the extent this Agreement is a “construction contract” as defined by California Civil Code Section 2782, as may be amended from time to time, such duties of consultant to indemnify shall not apply when to do so would be prohibited by California Civil Code Section 2782.
In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Section 6. STATUS OF CONSULTANT.
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6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits.
6.2 Consultant Not an Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient 132
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of, or applicant for any services or programs provided by Consultant under this Agreement.
Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant.
Consultant may cancel this Agreement upon 60 days’ written notice to City and shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement, as provided for herein. Consultant understands and agrees that, if City grants such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement.
Similarly, unless authorized by the Contract Administrator, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.
8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique personal competence, experience, and specialized personal knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator. 133
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8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement.
8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City’s remedies shall included, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in a given task order not finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work described in a given task order that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant’s Performance. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties.
9.2 Consultant’s Books and Records. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the City under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the 134
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examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of 3 years after final payment under the Agreement.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Monterey or in the United States District Court for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq.
Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous 12 months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands 135
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that, if this Agreement is made in violation of Government Code § 1090 et seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant.
Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by Community and Economic Development Department ("Contract Administrator"). All correspondence shall be directed to or through the Contract Administrator or his or her designee.
10.10 Notices. Any written notice to Consultant shall be sent to:
EMC Planning Group Inc.
Attn: Michael Groves
601 Abrego St
Monterey, CA 93940
Any written notice to City shall be sent to:
City of Soledad
Community & Economic Development Director
248 Main Street
Soledad, CA 93960
10.11 Professional Seal. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp/seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility," as in the following example.
_________________________________________
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Integration. This Agreement, including the scope of work attached hereto and incorporated herein as Exhibit A represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral.
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10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. [SIGNATURES ON FOLLOWING PAGE]
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The Parties have executed this Agreement as of the Effective Date.
CITY OF SOLEDAD EMC Planning Group Inc.
____________________________ ______________________________ Megan Hunter, City Manager Michael Groves, Senior Principal Attest:
____________________________
Megan Hunter, City Clerk
Approved as to Form:
____________________________
Michael Rodriquez, City Attorney
138
RESOLUTION NO. 6192
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH EMC PLANNING GROUP INC. IN AN AMOUNT NOT TO EXCEED $70,000 TO PROVIDE PLANNING SERVICES FOR
THE ALMOND ACRES SUBDIVISION PROJECT
WHEREAS, the City has received a request from Nino Homes (“Developer”) to construct a small subdivision known as Almond Acres consisting of 55 small lot, single-family homes, a 12- unit affordable multifamily senior housing complex, and preservation of a 3.32-acre senior mobile home park (“Project”) on an approximately 12.48 acre lot located west of Orchard Lane and off Cedar Lane (APN 022-0281-005); and
WHEREAS, the Project requires the completion of an entitlement process including a Vesting Tentative Map and Planned Unit Development (“Project”) and environmental review to comply with the California Environmental Quality Act (CEQA); and WHEREAS, since 2016, the City has worked with EMC Planning Group, Inc. to provide on-call planning services for multiple planning tasks, including CEQA assistance, preparation, and compliance; and
WHEREAS, under an existing planning services agreement, the City retained EMC Planning Group to complete the required environmental work for this Project, completing an Initial Study (IS) to determine the extent of the potential impacts; and WHEREAS, after completing this IS, EMC identified significant and unavoidable impacts related to vehicle miles traveled (“VMT”), requiring the preparation of a focused Environmental Impact Report (“EIR”); and
WHEREAS, given EMC’s knowledge of the Project after completing the IS, Staff requested and received a proposal from EMC to perform the EIR for a cost of $68,095.50; and WHEREAS, Staff is recommending that the amount of the contract be increased to $70,000 and timeline extended to December 31, 2025 to allow for additional funding and time to account for unforeseen circumstances that could cause delays or result in added cost; and
WHEREAS, funding for the Agreement will be paid entirely by the Developer through a Reimbursement Agreement; and
WHEREAS, this Project is included in the housing pipeline in the City’s Housing Element and will contribute to the implementation of the 6th Cycle Regional Housing Needs Allocation (RHNA).
NOW THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Soledad that the Council approves a Professional Services Agreement between the City and EMC Planning Group, Inc. through December 31, 2025 in an amount not to exceed $70,000, a copy of which is attached hereto as Exhibit A and by this reference incorporated herein, and the City Manager is authorized and directed to execute the same on behalf of the City. 139
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Soledad duly held on the 5th day of February 2025, by the following vote:
AYES, in favor thereof, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
ANNA VELAZQUEZ, Mayor
ATTEST:
MEGAN HUNTER, City Clerk
140
ORCHARD VILLAS
GABILAN
ELEMENTARY
SCHOOL
SOLEDAD MISSION
RECREATION DISTRICT
C A L L E V A L V E R D E
CITY OF SOLEDAD
NINO HOMES AT
LIBERTY COURT
SAN VICENTE ELEMENTARY SCHOOL
AROMAS
PLACE
O R C H A R D L A N E
CAMBRIA
DRIVE
CADENA
DRIVE
PARCEL A
3.32 AC
SHEET
OF
SCALE:
DRAWN:JOB No.:
SUBMITTAL / REVISION
Civil Engineering
Land Surveying
6 Harris Court
Monterey, California
1" = 40'
BDE
4478.01
C-2
3 VESTING TENTATIVE MAP
ALMOND ACRES
LOT AND BOUNDARY MAP
SOLEDAD, CALIFORNIA
APN: 022-281-005
NOT FOR CONSTRUCTION
7/12/2024
BDE
CITY SUBMITTAL
Existing Mobile Home Park
Attachment 2 - Almond Acres Subdivision
PARCEL A
3.32 AC 3
Existing Mobile Home Park Exis ng M bile Home ark
141
December 31, 2024
Megan Hunter
City Manager
City of Soledad
248 Main Street
Soledad, CA 93960
Re: Contract to Prepare a Focused EIR for the Almond Acres Project Dear Megan,
Thank you for requesting a scope and budget to prepare an EIR to focus on the previously discussed significant and unavoidable vehicle miles traveled (VMT) impact. The following scope and budget are proposed.
Scope of Work
Task 1 Project Management/Consultation
This task includes coordinating staff, general management and administration, and providing CEQA consultation for City staff. This proposal includes up to five hours of meetings, including virtual meetings.
Task 2 Notice of Preparation
EMC Planning Group will prepare the notice of preparation (NOP) that will be released to solicit feedback from public agencies on the scope and content of the EIR in accordance with CEQA Guidelines Section 15082. A draft NOP will be sent electronically (PDF) to the City for review and comment. EMC Planning Group will incorporate any and all comments into the final NOP, which will be provided to the City for its submittal to the State Clearinghouse. The initial study will be included as an attachment to the NOP. 142
Megan Hunter
City of Soledad
December 31, 2024, Page 2
This proposal assumes that the City will post the NOP with the County Clerk and the State Clearinghouse, and send copies to those on the City’s CEQA documentation distribution list.
As part of the NOP process, it is possible that comments on the scope and/or conclusions in the attached initial study will be received. It is assumed that such comments would not require that revisions be made to the initial study or require new technical analyses. If such are required, a contract amendment would be required.
Task 3 Administrative Draft EIR
The administrative draft EIR will include the following sections: Introduction, Summary, Environmental Setting, Consistency Analysis, Project Description, Vehicle Miles Traveled Analysis, Cumulative Impacts, Unavoidable Impacts, Growth Inducing Impacts, Alternatives (up to three, including the “No Project” alternative), Organization and Persons Contacted, and Sources, as well as appropriate appendices. The initial study being prepared for the project will be included as an appendix as a basis to focus the scope of the EIR on the VMT issue.
Note: Due to the basic nature of the project issues, we’re assuming that a proof draft EIR task is not necessary. If the City chooses to have the City Attorney’s office review the CEQA documentation, the ability to omit a proof draft task may be uncertain. If this task proves to be required, a contract amendment would be required and the project schedule would be extended by approximately six to eight weeks, with the assumption the City Attorney will provide comments on the administrative draft EIR within three weeks of receiving the document.
Task 4 Public Review Draft EIR
EMC Planning Group will prepare the public review draft EIR after reviewing and incorporating all City comments on the administrative draft EIR. EMC Planning Group will electronically provide one (1) PDF copy of the public review draft EIR and appendices for the City’s use in the public review draft distribution process. No hard copies will be provided. The City is also responsible for uploading the public review draft EIR to the City’s website.
Task 5 Administrative Final EIR and Draft Mitigation Monitoring and Reporting Program
Upon completion of the 45-day public review period, EMC Planning Group will evaluate the comments received on the public review draft EIR and prepare written responses in consultation with City staff. EMC Planning Group will prepare an administrative final EIR, 143
Megan Hunter
City of Soledad
December 31, 2024, Page 3
including a draft response to comments document, and draft mitigation monitoring and reporting program (MMRP), which will include mitigation measures from both the initial study/mitigated negative declaration and the EIR.
The budget accommodates responding to up to five (5) comment letters at the total level of effort shown in the budget. If the level of effort would exceed the assumed number of hours, a contract amendment may be required.
Task 6 Final EIR and Final Mitigation Monitoring and Reporting Program
EMC Planning Group will prepare a final EIR and provide an electronic (PDF) copy to the City. EMC Planning Group will also prepare the final MMRP after incorporating all City input on the draft MMRP. The final MMRP will be provided electronically (PDF) to the City at the same time as the final EIR.
Task 7 CEQA Findings and Statement of Overriding
Considerations
EMC Planning Group will prepare a draft version (in PDF format) of the CEQA findings and statement of overriding considerations for review by City staff. It is assumed that City staff and/or the City Attorney will review and make any modifications to the draft version to prepare the final version.
The budget for this task includes time for EMC Planning Group to attend a virtual meeting to answer questions on the draft findings, if needed.
Task 8 Public Hearings
EMC Planning Group will attend two public hearings, one Planning Commission and one City Council, to answer questions on the environmental analysis and documentation.
Schedule and Budget
A preliminary schedule is shown below.
The EIR budget can be found attached to this contract amendment. 144
Megan Hunter
City of Soledad
December 31, 2024, Page 4
Task Number
Of Weeks
Cumulative
Number of Weeks
Prepare Admin Draft NOP/ 2 2
City Staff Review/Prepare and Distribute Final NOP 1 3
Prepare Admin Draft EIR 4 6
City Staff Admin Draft EIR Review 2 8
Prepare Public Review Draft EIR 2 10
45-Day Public Review Period 7 17
Prepare Administrative Final EIR 3 20
City Staff Review 2 22
Prepare Final EIR/MMRP 1 23
CEQA Findings and Statement of Overriding Considerations 3 25 Total 25
Please let me know if you have any questions.
Sincerely,
Shoshana Lutz
Senior Planner
Attached: EIR Budget
145
Task
Staff Senior
Principal
Senior
Planner Graphics Production
Manager
Admin./
Production
Billing Rate (Per Hour) $295.00 $225.00 $150.00 $165.00 $125.00 Task 1 Project Management and Consultation 12 20 0 0 3 35 $8,415.00 Task 2 Notice of Preparation 2 8 3 1 0 14 $3,005.00
Task 3 Administrative Draft EIR 24 77 6 3 0 110 $25,800.00 Task 4 Public Review Draft EIR 6 20 0 3 0 29 $6,765.00
Task 5 Administrative Final EIR and Draft MMRP 4 32 0 1 0 37 $8,545.00 Task 6 Final EIR and Final MMRP 2 8 0 1 0 11 $2,555.00
Task 7 CEQA Findings and Statement of Overriding Considerations 7 24 0 1 0 32 $7,630.00 Task 8 Public Hearings 3 14 0 0 0 17 $4,035.00
Subtotal (Hours) 60 203 9 10 3 Total Hours Total Cost
Subtotal (Cost) $17,700.00 $45,675.00 $1,350.00 $1,650.00 $375.00 285 $66,750.00 Additional Costs
Production/Printing Costs
Travel Costs
Postal/Deliverables
Miscellaneous
Administrative Overhead 15%
Total
Hexagon Transportation Consultants (virtual attendance at 1 public hearing) Subconsultant Overhead 15%
Total
Total Costs
NOTE: This proposed budget is valid for 90 days
$50.00
$195.50
$25.50
$0.00
$120.00
$0.00
$1,000.00
$68,095.50
$150.00
$1,150.00
Almond Acres Project - Focused EIR Contract Amendment Budget EMC Planning Group Inc.
Subconsultant Fees
Total
Hours Total Cost
146
SUBJECT: Resolution No. 6193, A Resolution of the City Council of the City of Soledad Approving a Contract for Construction Services with Zara Construction Inc. in an Amount of $192,164 Plus a 15% Contingency for a Total not to Exceed Amount of $220,988.60 for the Highway Safety Improvement Program Cycle (HSIP) 10 and Authorizing The City Manager to Execute said Contract on Behalf of the City of Soledad TO: Honorable Mayor Velazquez and City Council
FROM: Juan Huerta, Assistant Engineer
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 13.
Recommendation
It is recommended that the City Council of the City of Soledad Consider and Adopt Resolution No. 6193, “Approving a Contract for Construction Services with Zara Construction in an Amount of $192,164 plus a 15% Contingency for a total not to exceed amount of $220,988.60 for the Highway Safety Improvement Program Cycle (HSIP) 10 Project and Authorizing the City Manager to Execute said Contract on Behalf of the City of Soledad”.
Executive Summary
The Highway Safety Improvement Program, enacted by the federal government, aims to significantly reduce fatalities and serious injuries on all public roads. The City of Soledad applied for and received funding from Cycle 10 of this program, totaling $250,000, to address safety concerns at two of the city's existing intersections. The project will focus on improving safety at the intersections of North Street and Main Street, as well as Anderson Street and West Street, which have been identified as needing enhancements. Planned improvements include the installation of curb islands, high-visibility crosswalks, enhanced crosswalk signage, pavement markers, rectangular rapid flashing beacons, flashing stop signs, and truncated domes at existing curb ramps. These enhancements will significantly increase safety at both locations and benefit the community.
Background
The City of Soledad participates in several Street Safety funding programs, including the Active Transportation Plan (ATP), Highway Safety Improvement Plan (HSIP), Safe Routes to Schools (SRTS), and Local Road Safety Plan (LRSP). The city applies for funding from these programs to budget for data collection, public outreach, and design and construction of needed road safety projects. 147
The Highway Safety Improvement Program (HSIP) is a core federal aid program that aims to significantly reduce traffic fatalities and serious injuries on all public roads. The HSIP requires a datadriven, strategic approach to improving highway safety on all public roads with a focus on performance. The city applied for and was awarded HSIP Cycle 10 funding of $250,000 to support pedestrian safety improvements at existing intersections. The intersections associated with the project were selected due to safety concerns near schools, particularly during peak hours when students arrive and leave school.
Review & Analysis
The original HSIP 10 project had a broader scope that included work at five intersections throughout the City of Soledad. However, the bids received from qualified contractors for this scope were significantly higher than the available funding. As a result, the city decided to reject the initial bids and reissue them with a reduced scope. This revised plan will focus on one primary intersection, with the potential for a second as a bid alternate.
The intersection selected for this project is the one at Main Street and North Street, located near Main Street Middle School. The alternate location for bidding is at Anderson Street and West Street. These intersections were identified as high-priority areas that would yield the best benefit-to-cost ratio (BCR).
The proposed safety improvements at these intersections will include curb islands, high-visibility crosswalks, enhanced crosswalk signage, pavement markers, rectangular rapid flashing beacons, flashing stop signs, and truncated domes at existing curb ramps. The city aims to implement these safety enhancements at the Main and North Street intersection and at the alternate location on Anderson and West Street.
Staff prepared and formally advertised through Planetbids a formal Request for Bids (RFB) from qualified individuals or firms for the Highway Safety Improvement Program Cycle 10 Project. This RFB was rebid on December 18, 2024, with a bid close date of January 15, 2025. The City received five (5) bids, as shown in the table:
Name of Bidder
Bid Amount
Zara Construction $127,070.00
Grade Break Engineering
Inc
$153,787.00
TCW Concrete $159,822.00
F. Loduca Co. $195,039.50
Monterey Peninsula
Engineering
$221,401.50
Staff has reviewed the bids and determined that Zara Construction is both the lowest bidder and a responsive, responsible bidder. Zara Construction’s bid of $127,070 is below the Engineer’s Estimate of $131,970. Therefore, staff recommends approving a contract with Zara Construction for the construction services associated with the base bid, as well as the bid alternate totaling $65,094.
Additionally, there will be a 15% contingency of $28,824.60. This brings the total amount to not exceed $220,988.60 for the Highway Safety Improvement Program Cycle (HSIP) 10 Project. The City 148
Resolution No. 6193
Exhibit A
will use its standard contract form for this agreement.
Financial Considerations
Funding for this project will be allocated from the Highway Safety Improvement Program Cycle 10 (HSIP) grant. A total of $250,000 has been allocated specifically for the project's construction phase.
This funding will cover the base bid, the bid alternative, and will also include a 15% contingency, amounting to a total of $220,988.60.
Alternatives
Approve the resolution as presented; or
Approve the resolution with modifications; or
Reject the proposed resolution. This is not recommended as the HSIP Cycle 10 funding must be expended before the March 2026 deadline, and it will enable the City to improve safety near Main Street Middle School further.
Planning/CEQA
The proposed project is categorically exempt under Class 1(c) Existing Facilities, having met the qualifying criteria provided under CEQA Guidelines Section 15301. Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features involving negligible or no expansion of existing or former use. Section 15301 provides some, but does not limit the project scope to, examples of such projects, existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes). As detailed above, the HSIP 10 project would be exempt from CEQA applicability.
Public Notice Requirements
None Required.
Attachment(s):
149
RESOLUTION NO. 6193
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD
APPROVING A CONTRACT FOR CONSTRUCTION SERVICES WITH ZARA CONSTRUCTION IN AN AMOUNT OF $192,164 PLUS A 15% CONTINGENCY FOR A TOTAL NOT TO EXCEED AMOUNT OF $220,988.60 FOR THE HIGHWAY SAFETY IMPROVEMENTS CYCLE 10 (HSIP 10) PROJECT AND AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF
SOLEDAD
WHEREAS the City of Soledad participates in several street safety funding programs and WHEREAS, the City successfully applied for and received Highway Safety Improvement Program Cycle 10 (HSIP 10) funding of $250,000 to enhance pedestrian safety at five intersections; and
WHEREAS, the City advertised the HSIP 10 project through Planetbids, but the received bids were significantly higher than the funding amount; and WHEREAS, due to initial bids exceeding the available funding, the City decided to reject the bids and rebid with a reduced scope of work aimed at enhancing pedestrian safety improvements at one intersection, with the option to address an additional intersection; and WHEREAS, staff prepared a revised Request for Bids (RFB) and on December 18, 2024, formally readvertised the HSIP 10 Project through Planetbids, soliciting qualified individuals for construction services with a bid close date of January 15, 2025; and WHEREAS, the City received five (5) bids for the HSIP 10 Project; and WHEREAS, staff reviewed the bid proposal and determined that Zara Construction is the lowest responsive and responsible bidder; and
WHEREAS, staff, therefore, recommends approval of a contract with Zara Construction for the construction services of the HSIP 10 Project for the base bid amount of $192.164 plus a 15% contingency for a total amount of $28,824.60 and the City’s Standard Contract form will be used; and
WHEREAS, the proposed project is categorically exempt under Class 1(c) Existing Facilities, having met the qualifying criteria provided under CEQA Guidelines Section 15301.
Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features involving negligible or no expansion of existing or former use; and WHEREAS, the City received a grant through the Highway Safety Improvement Program Cycle 10 Program to fund this project.
150
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Soledad hereby approves a Construction Services Contract between the City of Soledad and Zara Construction for the HSIP Cycle 10 Project in an amount not to exceed $220,988.60, and a copy of the bid proposal from Zara Construction Inc. is attached as "Exhibit A" and incorporated by reference.
BE IT FURTHER RESOLVED that the City Council of the City of Soledad authorizes and directs the City Manager to execute this contract on behalf of the City.
PASSED AND ADOPTED by the City Council of the City of Soledad at a regular meeting duly held on the 5th day of February 2025 by the following vote:
AYES, and in favor thereof, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
ANNA M. VELAZQUEZ, Mayor
ATTEST:
MEGAN HUNTER, City Clerk
151
construction
proposal
PREPARED FOR
Zara Construction Inc.
2343 Donner Pass Ave
Sacramento, CA 95835
Phone: +1 (650) 353-8485
Email: [email protected]
PREPARED BY
CSLB NUMBER: 1063261
DIR NUMBER: 1000854264
Class General Eng. A & B
Exhibit A
152
Pedestrian Safety Improvements Project 2024 Form BID PROPOSAL HSIP Cycle 10
Project Number: ST22-003 Page 10
Bid Proposal
Pedestrian Safety Improvements Project HSIP Cycle 10
______________________________________________________ (“Bidder”) hereby submits this Bid Proposal to the City of Soledad (“City”) for the above-referenced project (“Project”) in response to the Notice Inviting Bids and in accordance with the Contract Documents referenced in the Notice.
1. Base Bid. Bidder proposes to perform and fully complete the Work for the Project as specified in the Contract Documents, within the time required for full completion of the Work, including all labor, materials, supplies, and equipment and all other direct or indirect costs including, but not limited to, taxes, insurance and all overhead, for the following price (“Base Bid”):
$_______________________________________________________.
2. Bid Alternates. Bidder submits the following prices for the specified bid alternate:
Alternate A – Additive Bid Items (Anderson Street and West Street) Add/Deduct: $_____________________
3. Addenda. Bidder agrees that it has confirmed receipt of or access to, and reviewed, all addenda issued for this bid. Bidder waives any claims it might have against the City based on its failure to receive, access, or review any addenda for any reason. Bidder specifically acknowledges receipt of the following addenda:
Addendum: Date Received: Addendum: Date Received:
#01 _____________ #05 _____________
#02 _____________ #06 _____________
#03 _____________ #07 _____________
#04 _____________ #08 _____________
4. Bidder’s Certifications and Warranties. By signing and submitting this Bid Proposal, Bidder certifies and warrants the following:
4.1 Examination of Contract Documents. Bidder has thoroughly examined the Contract Documents and represents that, to the best of Bidder’s knowledge, there are no errors, omissions, or discrepancies in the Contract Documents, subject to the limitations of Public Contract Code § 1104.
4.2 Examination of Worksite. Bidder has had the opportunity to examine the Worksite and local conditions at the Project location.
4.3 Bidder Responsibility. Bidder is a responsible bidder, with the necessary ability, capacity, experience, skill, qualifications, workforce, equipment, and resources to perform or cause the Work to be performed in accordance with the Contract Documents and within the Contract Time.
4.4 Responsibility for Bid. Bidder has carefully reviewed this Bid Proposal and is solely responsible for any errors or omissions contained in its completed bid. All statements and information provided in this Bid Proposal and enclosures are true and correct to the best of Bidder’s knowledge.
153
Pedestrian Safety Improvements Project 2024 Form BID PROPOSAL HSIP Cycle 10
Project Number: ST22-003 Page 11
4.5 Nondiscrimination. In preparing this bid, the Bidder has not engaged in discrimination against any prospective or present employee or Subcontractor on grounds of race, color, ancestry, national origin, ethnicity, religion, sex, sexual orientation, age, disability, or marital status.
4.6 Iran Contracting Act. If the Contract Price exceeds $1,000,000, Bidder is not identified on a list created under the Iran Contracting Act, Public Contract Code § 2200 et seq. (the “Act”), as a person engaging in investment activities in Iran, as defined in the Act, or is otherwise expressly exempt under the Act.
5. Award of Contract. By signing and submitting this Bid Proposal, Bidder agrees that, if City issues the Notice of Potential Award to Bidder, then within ten days following issuance of the Notice of Potential Award to Bidder, Bidder will do all of the following:
5.1 Execute Contract. Enter into the Contract with City in accordance with the terms of this Bid Proposal, by signing and submitting to City the Contract prepared by City using the form included with the Contract Documents;
5.2 Submit Required Bonds. Submit to City a payment bond and a performance bond, each for 100% of the Contract Price, using the bond forms provided and in accordance with the requirements of the Contract Documents;
5.3 Insurance Requirements. Submit to City the insurance certificate(s) and endorsement(s) as required by the Contract Documents; and
5.4 Certificates of Reported Compliance. Submit to City valid Certificates of Reported Compliance for its fleet and its listed Subcontractors, if applicable, if the Project involves the use of vehicles subject to the Off-Road Regulation. (See Section 16 of the Instructions to Bidders.)
6. Bid Security. As a guarantee that, if awarded the Contract, Bidder will perform its obligations under Section 4 above, Bidder is enclosing bid security in the amount of ten percent of its maximum bid amount in one of the following forms (check one):
____ A cashier’s check or certified check payable to City and issued by _______________________________ [Bank name] in the amount of $____________________________.
____ A bid bond, using the Bid Bond form included with the Contract Documents, payable to City and executed by a surety licensed to do business in the State of California.
This Bid Proposal is hereby submitted on _________________________, 20__. [Signatures are on the following page.]
154
Pedestrian Safety Improvements Project 2024 Form BID PROPOSAL HSIP Cycle 10
Project Number: ST22-003 Page 12
s/ ___________________________________ ______________________________________ Name and Title
s/ ___________________________________ ______________________________________ [See Section 3 of Instructions to Bidders] Name and Title _____________________________________ ______________________________________ Company Name License #, Expiration Date, and Classification _____________________________________ ______________________________________ Address DIR Registration #
_____________________________________ ______________________________________ City, State, Zip Phone
_____________________________________ ______________________________________ Contact Name Contact Email
END OF BID PROPOSAL
155
Pedestrian Safety Improvements Project 2024 Form BID SCHEDULE HSIP Cycle 10
Project Number: ST22-003 Page 13
Bid Schedule
This Bid Schedule must be completed in ink and included with the sealed Bid Proposal. Pricing must be provided for each Bid Item as indicated. Items marked “(SW)” are Specialty Work that must be performed by a qualified Subcontractor. The lump sum or unit cost for each item must be inclusive of all costs, whether direct or indirect, including profit and overhead. The sum of all amounts entered in the “Extended Total Amount” column must be identical to the Base Bid price entered in Section 1 of the Bid Proposal form.
AL = Allowance CF = Cubic Feet CY = Cubic Yard EA = Each LB = Pounds LF = Linear Foot LS = Lump Sum SF = Square Feet TON = Ton (2000 lbs) Base Bid
BID
ITEM
NO.
ITEM DESCRIPTION EST.
QTY. UNIT UNIT
COST
EXTENDED
TOTAL AMOUNT
1 Mobilization 1 LS $ $
2 Traffic Control System 1 LS $ $
3 Water Pollution Control 1 LS $ $
4 CPM Schedule 1 LS $ $
5 Lead Compliance Plan 1 LS $ $
6 Grind and Removal of Existing Roadway 21 CY $ $
7 Minor Concrete (Type A1 Curb)* 267 LF $ $
8 Minor Concrete (Sidewalk Median Paving)* 356 SF $ $
9 Remove and Relocate Monument 1 EA $ $
10 Removal of Thermoplastic Striping 691 SF $ $
11 Thermoplastic Crosswalk (Continental) 360 SF $ $
12 Pavement Marking (Limit Line/Stop Line) 71 SF $ $
13 Solar Powered LED Stop Signs 3 EA $ $
14 Install Traffic Sign and Post 1 EA $ $
15 Remove Traffic Sign and Post 4 EA $ $
16 Pavement Markings (White) 135 SF $ $
17 Thermoplastic Traffic Stripe – Detail 39 150 LF $ $
18 Thermoplastic Traffic Stripe – Detail 39A 120 LF $ $ 19 Red Curb Markings 89 LF $ $
* Final Pay Quantity
TOTAL BASE BID: Items 1 through 19 inclusive: $_____________________________________ Note: The amount entered as the “Total Base Bid” should be identical to the Base Bid amount entered in Section 1 of the Bid Proposal form.
BIDDER NAME: ________________________________________________________________ 156
Pedestrian Safety Improvements Project 2024 Form BID SCHEDULE HSIP Cycle 10
Project Number: ST22-003 Page 14
Alternate A – Additive Bid Items (Anderson Street and West Street) BID
ITEM
NO.
ITEM DESCRIPTION EST.
QTY. UNIT UNIT
COST
EXTENDED
TOTAL AMOUNT
A-1 Solar Powered Rectangular Rapid
Flashing Beacon
2 EA $ $
A-2 Detectable Warning Surface 36 SF $ $
A-3 Removal of Thermoplastic Striping 520 SF $ $
A-4 Thermoplastic Crosswalk (Continental) 480 SF $ $
A-5 Pavement Marking (Limit Line/Stop Line) 20 SF $ $
A-6 Pavement Marking (Yield Line) 48 SF $ $
A-7 Solar Powered LED Stop Signs 1 EA $ $
A-8 Install Traffic Sign and Post 2 EA $ $
A-9 Remove Traffic Sign and Post 4 EA $ $
A-10 Pavement Markings (White) 22 SF $ $
TOTAL BID ALTERNATE “A”: Items A-1 through A-10 inclusive: $___________________________ Note: The amount entered as the Total Bid Alternate “A” should be identical to the Total Bid Alternate “A” amount entered in Section 1 of the Bid Proposal form
BIDDER NAME: ________________________________________________________________
END OF BID SCHEDULE
157
Pedestrian Safety Improvements Project 2024 Form SUBCONTRACTOR LIST HSIP Cycle 10
Project Number: ST22-003 Page 15
Subcontractor List
For each Subcontractor that will perform a portion of the Work in an amount in excess of one-half of 1% of the Bidder’s total Base Bid,1 the bidder must list a description of the Work, the name of the Subcontractor, its California contractor license number, the location of its place of business, its DIR registration number, and the portion of the Work that the Subcontractor is performing based on a percentage of the Base Bid price.
DESCRIPTION
OF WORK
SUBCONTRACTOR
NAME
CALIFORNIA
CONTRACTOR
LICENSE NO.
LOCATION OF
BUSINESS
DIR REG. NO. PERCENT
OF
WORK
END OF SUBCONTRACTOR LIST
1 For street or highway construction, this requirement applies to any subcontract of $10,000 or more. 158
Pedestrian Safety Improvements Project 2024 Form NONCOLLUSION DECLARATION HSIP Cycle 10
Project Number: ST22-003 Page 16
Noncollusion Declaration
TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID
The undersigned declares:
I am the __________________________ [title] of _____________________________________ [business name], the party making the foregoing bid.
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham.
The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
This declaration is intended to comply with California Public Contract Code § 7106 and Title 23 U.S.C § 112.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on _______________ [date], at __________________________________ [city], _______ [state]. s/________________________________________
__________________________________________
Name [print]
END OF NONCOLLUSION DECLARATION
159
Pedestrian Safety Improvements Project 2024 Form BIDDER’S QUESTIONAIRE HSIP Cycle 10
Project Number: ST22-003 Page 19
Bidder’s Questionnaire
PEDESTRIAN SAFETY IMPROVEMENTS PROJECT
HIGHWAY SAFETY IMPROVEMENT PROGRAM (HSIP) CYCLE 10
Within 48 hours following a request by City, a bidder must submit to City a completed, signed Bidder’s Questionnaire using this form and all required attachments, including clearly labeled additional sheets as needed. City may request the Questionnaire from one or more of the apparent low bidders following the bid opening, and may use the completed Questionnaire as part of its investigation to evaluate a bidder’s qualifications for this Project. The Questionnaire must be filled out completely, accurately, and legibly. Any errors, omissions, or misrepresentations in completion of the Questionnaire may be grounds for rejection of the bid or termination of a Contract awarded pursuant to the bid.
Part A: General Information
Bidder Business Name: _______________________________________________ (“Bidder”) Check One: ___ Corporation (State of incorporation: ___________________) ___ Partnership
___ Sole Proprietorship
___ Joint Venture of: __________________________________ ___ Other:___________________________________________
Main Office Address and Phone: ______________________________________ ________________________________________________________________ Local Office Address and Phone: _____________________________________ ________________________________________________________________ Website Address: __________________________________________________ Owner of Business: ________________________________________________ Contact Name and Title:_____________________________________________ Contact Phone and Email: ___________________________________________ Bidder’s California Contractor’s License Number(s): _______________________ Bidder’s DIR Registration Number: ____________________________________ Part B: Bidder Experience
1. How many years has Bidder been in business under its present business name? ____ years
2. Has Bidder completed projects similar in type and size to this Project as a general contractor? _____ Yes _____ No
3. Has Bidder ever been disqualified from a bid on grounds that it is not responsible, or otherwise disqualified or debarred from bidding under state or federal law? _____ Yes _____ No
160
Pedestrian Safety Improvements Project 2024 Form BIDDER’S QUESTIONAIRE HSIP Cycle 10
Project Number: ST22-003 Page 20
If yes, provide additional information on a separate sheet regarding the disqualification or debarment, including the name and address of the agency or owner of the project, the type and size of the project, the reasons that Bidder was disqualified or debarred, and the month and year in which the disqualification or debarment occurred.
4. Has Bidder ever been terminated for cause, alleged default, or legal violation from a construction project, either as a general contractor or as a subcontractor? _____ Yes _____ No
If yes, provide additional information on a separate sheet regarding the termination, including the name and address of the agency or owner of the subject project, the type and size of the project, whether Bidder was under contract as a general contractor or a subcontractor, the reasons that Bidder was terminated, and the month and year in which the termination occurred.
5. Provide information about Bidder’s past projects performed as general contractor as follows:
5.1 Six most recently completed public works projects within the last three years;
5.2 Three largest completed projects within the last three years; and
5.3 Any project which is similar to this Project including scope and character of the work.
6. Use separate sheets to provide all of the following information for each project identified in response to the above three categories:
6.1 Project name, location, and description;
6.2 Owner (name, address, email, and phone number);
6.3 Prime contractor, if applicable (name, address, email, and phone number);
6.4 Architect or engineer (name, email, and phone number);
6.5 Project and/or construction manager (name, email, and phone number);
6.6 Scope of work performed (as general contractor or as subcontractor);
6.7 Initial contract price and final contract price (including change orders);
6.8 Original scheduled completion date and actual date of completion;
6.9 Time extensions granted (number of days);
6.10 Number and amount of stop notices or mechanic’s liens filed;
6.11 Amount of any liquidated damages assessed against Bidder; and
6.12 Nature and resolution of any project-related claim, lawsuit, mediation, or arbitration involving Bidder.
Part C: Safety
1. Provide Bidder’s Experience Modification Rate (EMR) for the last three years:
Year EMR
2. Complete the following, based on information provided in Bidder’s CalOSHA Form 300 or Form 300A, Annual Summary of Work-Related Illnesses and Injuries, from the most recent past calendar year:
2.1 Number of lost workday cases: ____
2.2 Number of medical treatment cases: ____
2.3 Number of deaths: ____
161
Pedestrian Safety Improvements Project 2024 Form BIDDER’S QUESTIONAIRE HSIP Cycle 10
Project Number: ST22-003 Page 21
3. Has Bidder ever been cited, fined, or prosecuted by any local, state, or federal agency, including OSHA, CalOSHA, or EPA, for violation of any law, regulation, or requirements pertaining to health and safety?
_____ Yes _____ No
If yes, provide additional information on a separate sheet regarding each such citation, fine, or prosecution, including the name and address of the agency or owner of the project, the type and size of the project, the reasons for and nature of the citation, fine, or prosecution, and the month and year in which the incident giving rise to the citation, fine, or prosecution occurred.
4. Name, title, and email for person responsible for Bidder’s safety program:
_________________________________________ ______________________ Name Title Email
Part D: Verification
In signing this document, I, the undersigned, declare that I am duly authorized to sign and submit this Bidder’s Questionnaire on behalf of the named Bidder, and that all responses and information set forth in this Bidder’s Questionnaire and accompanying attachments are, to the best of my knowledge, true, accurate and complete as of the date of submission. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Signature: ______________________________ Date: ________________ By: _______________________________________________________________ Name and Title
END OF BIDDER’S QUESTIONNAIRE
162
163
164
165
166
167
168
YEARS OF OPERATION AND DETAILS OFQUALIFYING
WORK OF A SIMILAR NATURE
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 1 )
• Architect/Engineer
Grading And Mulching
• Contact Number
• Project Manager
• Phone
Preparation of site through grading & much application. +1 (916) 782-7200 +1 (408) 375-6666
+1 (408) 375-6666
Clearing And Grubbing Clearing of unwanted vegetation & debris for site readiness.
Sprinkler Irrigation Installation sprinkler system for efficient water distribution.
LEGAL & OVERVIEW
• Claims or Disputes None reported.
• Compliance Fully compliant with city regulations & contractual obligations.
Playground Equipment Setup Assembly & installation of playground structures.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$1,350,000
Fixed, within budget
05/08/2023
05/25/2023
0 days
None filed
Liquidated Damages None assessed
Excavation & Underground Utilities Ground excavation installation of necessary udergorund utilities.
Borges Architectural
Group
Talha Chaudhry
Talha Chaudhry
Sacramento, CA
169
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 2 )
• Architect/Engineer
Flashing Beacons
• Contact Number
• Project Manager
• Phone
Installation of flashing beacons for enhanced visibility.
K. Friedrich, R. Ohlson (530) 745-3528
(530) 745-3528
Thermoplastic Striping Application of durable thermoplastic road striping.
Signage Installation Setup of essential crosswalk and safety signage.
LEGAL & OVERVIEW
• Claims or Disputes None reported.
• Compliance Fully compliant with Placer County regulations and contractual obligations.
ADA Ramps Installation of 2 ADA-compliant curb ramps.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$168,880
Fixed, within budget
07/24/2024
08/10/2024
0 days
None filed
Liquidated Damages None assessed
County of Placer Cheyenne Toney
Cheyenne Toney
Placer County
Granite Bay, California, USA
HSIP CYCLE 11 – Crosswalk Project
170
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 3 )
• Architect/Engineer
Flashing Beacons
• Contact Number
• Project Manager
• Phone
Installation of flashing beacons for improved pedestrian safety.
Roland W. Yip, Ac #78990 (650)-400-1462
(650)-400-1462
In-ground Lights Removal Trenching and removal of existing in-ground lighting.
Striping Update Upgrading and updating of road striping.
LEGAL & OVERVIEW
• Claims or Disputes None reported.
• Compliance Fully compliant with City of Pacifica regulations and contractual obligations.
Signage Installation Placement of new signage for safety and directions.
Painted Bulb Outs with Delineators Installation of bulb outs with delineators for traffic guidance.
ADA Ramps Installation of 2 ADA-compliant curb ramps.
Slurry Seal Application of slurry seal for enhanced surface durability.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$307,000
$25,000
06/10/2024
06/21/2024
0 days
None filed
Liquidated Damages None assessed
City of Pacifica Sean Rose
Sean Rose
City of Pacifica
540 Crespi Drive, Pacifica, CA 94044
Midblock Crosswalk Improvements
171
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 4)
• Architect/Engineer
Asphalt Paving
• Contact Number
• Project Manager
• Phone
Laying of asphalt for road intersection.
(916) 782-7200 530-575-7569
530-575-7569
Concrete Work Installation of concrete structures.
Landscaping Landscaping and beautification of site.
LEGAL & OVERVIEW
• Claims or Disputes None reported.
• Compliance Fully compliant with contractual obligations and safety standards.
Signals Installation of traffic signals.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$379,421
No additional costs
06/15/2022
07/31/2022
0 days
None filed
Liquidated Damages None assessed
Borges Architectural
Group
Greg Cunningham
Greg Cunningham
Greg Cunningham, Contracting Officer
3237 Peace Keeper Way, Suite 101, McClellan Park, CA 95652 Bowerman Road Intersection Improvement
172
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 5 )
• Architect/Engineer
Grading
• Project Manager
• Phone
Site grading and leveling.
530-822-7400
530-822-7400 Ext. 306
Landscaping Landscaping for aesthetics and soil stability.
Planting Plant installation as per design.
LEGAL & OVERVIEW
• Claims or Disputes None reported.
• Compliance Fully compliant with Yuba City standards and contractual obligations.
Conduits Installation of conduits for utilities.
Park Picnic Tables Setup of picnic tables, including ADA-compliant tables.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$277,450
No additional costs
10/21/2022
11/05/2022
0 days
None filed
Liquidated Damages None assessed
Not specified Eduardo Nick Ramos,
PE, CFM
Eduardo Nick Ramos, PE, CFM
Yuba City
1130 Civic Center Blvd, Yuba City, CA 95993
Sutter County Development Services
173
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 6 )
• Architect/Engineer
Electrical Pole Lights
• Project Manager
• Phone
Installation of electrical pole lights.
+1 (916) 627-3219
+1 (916) 627-3219
Excavation Ground excavation for project setup.
Bark Mulching Application of bark mulch across designated areas.
LEGAL & OVERVIEW
• Claims or Disputes No claims, lawsuits, or arbitrations reported. • Compliance Fully compliant with city regulations and contractual obligations.
ADA Ramps Construction of ADA-compliant access ramps.
Plumbing Plumbing setup and connection.
Utility Trenching Trenching and utility line installations.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$521,200
No
08/27/2023
09/11/2023
0 days
None filed
Liquidated Damages None assessed
Not specified Juan Zúñiga, PE, CPESC,
QSD
Juan Zúñiga, PE, CPESC, QSD
Elk Grove
City of Elk Grove, 8401 Laguna Palms Way, Elk Grove, CA 95758 Forest Service Procurement and Property Services (PPS)
174
DESIGN & ENGINEERING TEAM PROJECT MANAGEMENT
SCOPE OF WORK
( PROJECT 7 )
• Architect/Engineer
• Contact Number
24” PVC Pipe Installation
• Project Manager
• Phone
Installation of 24-inch PVC piping for the project.
+1 (650) 999-4190
+1 (650) 999-4190
Concrete Work Conducted necessary concrete work for the project.
Excavation Ground excavation to prepare the site.
LEGAL & OVERVIEW
• Claims or Disputes None reported.
• Compliance Fully compliant with city regulations and contractual obligations.
Landscaping Landscaping around project area.
Clearing and Grubbing Removal of unwanted vegetation and debris for site readiness.
FINANCIAL OVERVIEW
Initial Contract Value
Final Construction Cost
Original Completion Date
Actual Completion Date or Select
“Still in Progress”
Time Extensions Granted
Stop Notices/Mechanic’s Liens
$651,070
No
03/07/2023
03/28/2023
0 days
None filed
Liquidated Damages None assessed
Not specified
Not specified
Simon Bill
Simon Bill
Hawthorn Suites by Wyndham
12180 Tributary Point Dr, Gold River, CA 95670
Pipe Renovation Phase II
175
176
SUBJECT: Resolution No. 6194, A Resolution of the City Council of the City of Soledad Approving a List of Proclamations for the Calendar Year 2025 TO: Honorable Mayor Anna Velazquez and City Council
FROM: Jesus Valenzuela, Community Engagement Manager
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 14.
Recommendation
It is recommended that the City Council consider and adopt Resolution No.6194, "Approving the List of Proclamations for Calendar Year 2025".
Executive Summary
In 2024, the Office of Community Engagement and the City Clerk compiled a list of proclamations that are typically presented to honor the achievements of individuals and organizations, both past and present. These proclamations include observances like Women's History Month and initiatives aimed at raising awareness about issues such as Domestic Violence Awareness Month. This list was presented to the Council in January for approval, intending to streamline the process of preparing and adding these proclamations to the agenda. Staff is now presenting an updated list for 2025 for the Council's consideration.
Background
Proclamations allow the City to celebrate both national and local heroes and organizations while raising awareness of important issues, such as breast cancer. The City Council has expressed its desire to present proclamations as a way to honor nonprofit organizations, community groups, and businesses that positively impact our local community and encourage greater engagement at City Hall. In 2024, the Soledad City Council approved an annual list of proclamations. Prior to this, staff addressed Council requests for proclamations on a case-by-case basis. With the implementation of this annual calendar, our goal is to draft and present these proclamations proactively and in a timely manner. 177
Review & Analysis
The City Council could not meet in January to approve the updated list of proclamations for the 2025 calendar year. Therefore, Staff posted a proclamation for the Martin Luther King Jr. Holiday based on last year's list.
Below is the proposed list of proclamations for the remainder of the calendar year. It is important to note that the approval of this list does not prevent the inclusion of other significant proclamations. As long as the Council provides staff with sufficient notice regarding which proclamation they wish to issue, along with the name and contact information of the agency to which the proclamation will be presented, those additional proclamations can be accommodated.
February
Black History Month
March
American Red Cross Month
National Women’s History Month
April
National Library Week (April 6 – April 12)
National Volunteer Week (April 20 – 26)
Purple Up! For Military Kids! (April 15)
May
Asian Pacific American Heritage Month
Mental Health Awareness Month
Small Business Week (May 4 - 10)
Public Service Recognition Week (May 4 – 10)
National Police Week (May 11 - 17)
National Public Works Week (May 18 – 24)
June
LGBTQ + Pride Month
World Bicycle Day (June 3)
Dia Del Niño (June 8)
Juneteenth (June 19)
July
Parks and Recreation Month
August
National Night Out (August 6)
178
Resolution No. 6194
Exhibit A
September
Hispanic Heritage Month
Childhood Cancer Awareness Month
National Recovery Month
Latino Conservation Week (Sept 13 – 20)
POW/MIA Recognition Day (Sept 19)
October
National Breast Cancer Awareness Month Proclamation
Substance Use Prevention Month
Domestic Violence Awareness Month Proclamation
November
National Alzheimer’s Disease Awareness Month
Shop Local
Financial Considerations
There are minimal supply costs associated with producing the proclamations.
Alternatives
Approve Resolution No. 6194.
Approve the Resolution with modifications.
Reject the Resolution.
Planning/CEQA
The approval of Proclamations for the calendar year 2025 is not considered a project pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15378.
Public Notice Requirements
None.
Attachment(s):
179
RESOLUTION NO. 6194
A RESOLUTION OF THE CITY COUNCIL APPROVING A LIST OF
PROCLAMATIONS FOR THE CALENDAR YEAR 2025
WHEREAS, proclamations allow the City to celebrate both national and local heroes and organizations while raising awareness of important issues, such as breast cancer; and WHEREAS, the City Council has expressed its desire to continue presenting proclamations as a way to honor nonprofit organizations, community groups, and businesses that positively impact our local community and encourage greater engagement at City Hall; and WHEREAS, in 2024, the Soledad City Council approved an annual list of proclamations compiled by the Office of Community Engagement and the City Clerk; and WHEREAS, prior to this, staff addressed Council requests for proclamations on a case-bycase basis; and WHEREAS, with the implementation of this annual calendar, our goal is to draft and present these proclamations proactively and in a timely manner.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Soledad hereby approves the proclamations list for the 2025 calendar year, incorporated herein as Exhibit A, and may, from time to time, update the list by action of the City Council.
PASSED AND ADOPTED by the City Council of the City of Soledad at a regular meeting duly held on the 5th day of February 2025 by the following vote:
AYES, and in favor thereof, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
ANNA M. VELAZQUEZ, Mayor
ATTEST:
MEGAN HUNTER, City Clerk
180
EXHIBIT A
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD APPROVING A LIST OF PROCLAMATIONS FOR THE CALENDAR YEAR 2025 February
Black History Month
March
American Red Cross Month
National Women’s History Month
April
National Library Week (April 6 – April 12)
National Volunteer Week (April 20 – 26)
Purple Up! For Military Kids! (April 15)
May
Asian Pacific American Heritage Month
Mental Health Awareness Month
Small Business Week (May 4 - 10)
Public Service Recognition Week (May 4 – 10)
National Police Week (May 11 - 17)
National Public Works Week (May 18 – 24)
June
LGBTQ + Pride Month
World Bicycle Day (June 3)
Dia Del Niño (June 8)
Juneteenth (June 19)
July
Parks and Recreation Month
181
August
National Night Out (August 6)
September
Hispanic Heritage Month
Childhood Cancer Awareness Month
National Recovery Month
Latino Conservation Week (Sept 13 – 20)
POW/MIA Recognition Day (Sept 19)
October
National Breast Cancer Awareness Month Proclamation
Substance Use Prevention Month
Domestic Violence Awareness Month Proclamation
November
National Alzheimer’s Disease Awareness Month
Shop Local
182
SUBJECT: Resolution No. 6195, A Resolution of the City Council of the City of Soledad Establishing 2025 City Council Meeting Dates
TO: Honorable Mayor Velazquez and City Council
FROM: Darlene Noriega, Deputy City Clerk
MEETING DATE: February 5, 2025
CITY OF SOLEDAD
STAFF REPORT
THROUGH: Megan Hunter, City Manager
AGENDA ITEM NO. 15.
Recommendation
It is recommended that the City Council adopt Resolution No.6195, A Resolution of the City Council of the City of Soledad Establishing 2025 City Council Meeting Dates.
Executive Summary
Pursuant to Section 2.04.010 of the Municipal Code, the Council may, by resolution, set times and dates for regularly scheduled meetings. Typically, the City establishes the meeting schedule in December before the start of a new calendar year. However, given the packed agendas in December 2024 and the meeting cancellation in January, this item is being brought to the Council for consideration in February.
The resolution may be changed as necessary based on the needs of the Council.
Background
On December 2, 2020, the City Council changed the meeting times to 6:00 PM to accommodate work schedules and better accommodate the public and established the annual meeting schedule. This item will set the regular meeting schedule for calendar year 2025. At present, no changes are proposed to time the meetings are scheduled.
Review & Analysis
In November 2024, Staff proposed the cancelation of the January 1, 2025 meeting since it fell on a holiday (New Year's Day), and the Council agreed. Therefore, a meeting was not held on this date. The January 15, 2025 was also canceled due to lack of business. For this reason, the item to establish the Council meeting schedule is being presented on February 5th.
The last two years, the Council canceled the 2nd meeting in July to take a summer recess. In keeping with this practice, staff is recommending the cancelation of this meeting. 183
Resolution No. 6195
Financial Considerations
This is a regular administrative task and there are no anticipated costs associated with this action.
Cancelation of one meeting in July would reduce costs for translation and overtime.
Alternatives
The Council may consider alternatives and provide appropriate direction at the meeting.
Planning/CEQA
Establishing City Council meeting dates is not an action under CEQA.
Public Notice Requirements
None.
Attachment(s):
184
RESOLUTION NO. 6195
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOLEDAD ESTABLISHING
A NEW CITY COUNCIL MEETING DATE AND TIME
WHEREAS, the Soledad City Council’s meeting schedule currently establishes the Council’s regular meeting date and time as the first and third Wednesdays of each month at 6:00 PM; and WHEREAS, Soledad Municipal Code Section 2.04.010 provides that the time of the City Council’s regular meetings shall be fixed from time to time by City Council resolution.
NOW THEREFORE, BE IT HEREBY RESOLVED by the City Council of the City of Soledad that the City Council regular meeting schedule shall be established as the first and third Wednesday of every month at 6:00 PM. The City Council shall adopt a calendar of meetings for each succeeding year in accordance with this schedule, subject to exceptions for meeting dates scheduled on holidays or during any period in which the Council decides in advance to modify the schedule. The regular meeting schedule for the year 2025 shall be as follows:
January 15
February 5, 19
March 5, 19
April 2, 16
May 7, 21
June 4, 18
July 2
Aug. 6, 20
Sept. 3, 17
Oct. 1, 15
Nov. 5, 19
Dec. 3, 17
PASSED AND ADOPTED by the City Council of the City of Soledad at a regular meeting duly held on the 5th day of February 2025, by the following vote:
AYES, and in favor thereof Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
____________________________
ANNA M. VELAZQUEZ, Mayor
ATTEST:
_____________________________________
MEGAN HUNTER, City Clerk
185