EXHIBIT A
City of South Pasadena
Chapter 36 Zoning
Focused Amendments to Various Sections
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36.200.020 Zoning Map and Zoning Districts.
TABLE 2-1. ZONING DISTRICTS
Zoning District Symbol Zoning District Name
General Plan Land Use
Classification Implemented by
Zoning District
Residential Districts
RE Residential Estate Very Low Density Intensity
Neighborhood
RS Residential Single Family Low Density Intensity
Neighborhood
RM Residential Medium Density Medium Density Intensity
Neighborhood
RH Residential High Density High Density Intensity
Neighborhood
36.220.020 Purposes of Residential Zoning Districts.
C. RM (Residential Medium Density) district. The RM zoning district applies to areas appropriate for a variety of housing types. Typical residential land uses include single-family bungalow courts, courtyard housing, townhomes, duplexes, triplexes, multiplexes, and other attached dwellings on smaller lots. The allowable residential density ranges from 5.1 to 14 30 dwelling units per acre. The RM zoning district is consistent with the Medium Density Neighborhood land use designation of the General Plan.
D. RH (Residential High Density) district. The RH zoning district is intended for areas appropriate for high density attached dwelling units, including courtyard housing, townhouses, condominiums, and apartments. The allowable residential density ranges from 14.1 30.1 to 24 45 dwelling units per acre.
The RH zoning district is consistent with the High Density Neighborhood land use designation of the General Plan.
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36.220.040 Residential Zoning District General Development Standards.
TABLE 2-3. RESIDENTIAL DISTRICT GENERAL DEVELOPMENT STANDARDS Requirement by Zoning District (1)
Development
Feature
RE RS RM RH
Allowable density Maximum of 3
du/acre
Maximum of 5
du/acre
5.1 to 14 30 du/acre 14.1 30.1 to 45 24
du/acre
SPMC Division 36.340 Hillside Protection
Paragraph B of South Pasadena Municipal Code Section 36.340.020 (Applicability) shall be amended as follows, with all other provisions of Section 36.340.020 remaining in effect without amendment:
“B. Exceptions. The provisions of Section 36.340.050 (Hillside Project Development Standards) shall not apply to parcels within the AM (Altos de Monterey) overlay zone, which are instead subject to the requirements of Section 36.250.030 (Altos de Monterey (AM) Overlay District). Additionally, Hillside Project Development Standards shall not apply to parcels identified as potential suitable sites for affordable housing as listed in the Housing Element (Table VI-50 for the 2021-2029 (6th Cycle) Housing Element).” 11 - 15
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ATTACHMENT 3
Resolution 7841
General Plan Amendment
Adopted: January 17, 2024
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General Plan and Downtown Specific Plan
Resolution No. 7841
As stated above, the City Council can make all of the necessary findings listed in SPMC Chapter 36.620.0?0(A) to adopt the General Plan Amendment.
SECTION 5: Based upon the foregoing, the City Council:
A Adopts the General Plan Amendment, thereby making the General Plan internally consistent with the adopted 2021-2029 Housing Element.
Specifically, the General Plan Amendment includes the following changes to General Plan, Part B, Chapter 3, Subsection D (Planning Designations):
"Medium Intensity: This land use classification permits attached housing types, such as courtyard housing, townhomes, bungalow court, and multiplexes, including single-family homes on smaller lots.
Scale: House-scale. Attached, semi-detached, and detached buildings.
Intensity: Max 44 30 units/acre.
Height: 1-3 stories.
High Intensity: This land use classification permits multi-family residential development. It is intended to identity and conserve existing concentrations of such development in the city. These areas are characterized by multi-story apartments and condominiums.
Scale: House-scale and some block-scale buildings. Attached, semidetached, and detached buildings.
Intensity: Max� 45 units/acre.
Height: 1-4 stories."
SECTION 6: This Resolution shall take effect immediately upon its adoption and after the close of the statute of limitations under the California Environmental Quality Act.
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PASSED, APPROVED AND ADOPTED ON this 17th day January, 2024.
ATTEST:
Mark Perez, De
(seal)
APPROVED AS TO FORM:
I HEREBY CERTIFY the foregoing Resolution No. 7841 was duly adopted by the City Council of the City of South Pasadena, California, at a regular meeting held on the 17th day of January 2024, by the following vote:
AYES: Cacciotti, Donovan, Primuth, Mayor Zneimer
NOES: None
ABSENT: Braun
ABSTAIN: None
¥�
(seal)
General Plan and Downtown Specific Plan Resolution No. 7841
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UASI 21 Grant Modification Acceptance
February 7, 2024
Analysis
In November 2022, City Council approved a two-year contract for the lease of 13 Flock Safety, Inc, ALPR cameras to be placed at 13 entry points into the City. ALPR cameras are intended to solely capture objective data of vehicles, including the license plate (full, partial, and temporary) and vehicle make/model/color. The cameras do not capture vehicle occupants, video, or audio. The data captured by the cameras is compared against databases containing vehicle information associated with criminal investigations, missing persons, Amber or Silver alerts, etc. Since the cameras can only read license plates, the technology removes possibility of bias, and can improve policing practices and build trust within the community. Several neighboring agencies, including San Marino, Alhambra, Temple City, Arcadia, and Pasadena also have Flock Safety, Inc. ALPR cameras, and data can be shared amongst the agencies. As part of the discussion, it was indicated that there was interest in potentially having cameras placed among City entrances and exits, major intersections, the business district, and some residential areas. The table below outlines the number of Flock hits for wanted/stolen vehicles, Amber alerts, etc. the Department has received since installation in April 2023.
Time Period Flock Hits (Wanted Vehicle, Stolen
Vehicle, etc.)
April 2023-December 2023 141
As part of the grant modification request, Police Department staff indicated 14 additional ALPR camera locations at which the cameras could be placed, and environmental effect reports were submitted as part of the modification request.
Tonight, staff is asking the City Council to approve the modification for the UASI 21 grant award from a virtual reality training simulator to ALPR cameras. Once the modification is approved, the Department expects to have the new cameras installed within approximately four weeks.
Proposed locations for the 14 additional cameras are as follows:
1) Fair Oaks (northbound) at Columbia
2) Fair Oaks at 110 Freeway (On-ramp)
3) Fremont Ave at Columbia (northbound)
4) Fremont Ave at Alhambra Rd (southbound)
5) Orange Grove at Columbia (northbound)
6) Orange Grove /110 Freeway (On-ramp)
7) Pasadena Ave (WB) at Arroyo Verde
8) Huntington Dr at Garfield Ave (westbound)
9) Huntington Dr at Alhambra Rd (southbound)
10) Fair Oaks at Monterey Rd (northbound)
11) Via Del Rey at Monterey (southbound)
12) Mission at Meridian (eastbound)
13) Huntington at Fair Oaks (eastbound)
14) Fremont at Monterey (eastbound)
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UASI 21 Grant Modification Acceptance
February 7, 2024
Fiscal Impact
The City of South Pasadena will receive a reimbursable grant award in the amount of $44,369 from UASI for the 2021 grant cycle, which will cover the first year of the two-year lease for ALPR cameras. The cameras are leased property, and the agreement can be terminated should the grant award not be renewed in the future. No Department or General Funds are being requested or utilized in completing this project.
Key Performance Indicators and Strategic Plan
This item is in line with the Strategic Plan priority 6d outlining the improvement of technology.
Commission Review and Recommendation
This item was/was not reviewed by the Public Safety Commission. 12 - 3
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City Council
Agenda Report ITEM NO. ___
DATE: February 7, 2024
FROM: Evelyn G. Zneimer, Mayor
PREPARED BY: Mark Perez, Deputy City Clerk
SUBJECT: Consideration of Appointments and Reappointments to City Boards, Commissions, and Committees
Recommendation
It is recommended by Mayor Zneimer that the City Council appoint the following to City Boards, Commissions, and Committees:
1. Minsun Meeker to the Library Board of Trustees to a full-term ending December 31, 2026;
It is recommended by Mayor Zneimer that the City Council re-appoint the following to City Boards, Commissions, and Committees for a full-term ending December 31, 2026:
1. Amitabh Barthakur to the Planning Commission.
2. Annalee A. Andres to the Public Arts Commission.
Background
At the January 17, 2024, City Council meeting, the City Council directed staff to continue the appointment of the Library Board of Trustees member to the February 7, 2024, City Council meeting to allow for further deliberation on the recommended appointment.
Furthermore, the appointments made to the Planning and Public Arts Commission have respectfully declined their appointments. Therefore, the Mayor has provided alternative appointments to the Planning and Public Arts Commission.
Discussion
The South Pasadena Municipal Code (SPMC) Section 2.23(a) states that, “Unless otherwise specified in this article, all boards and commissions shall consist of five adult members, all board and commission members to be appointed by the mayor of the city with at least three affirmative votes of the city council.” Vacancies other than by expiration of a term shall be filled by the mayor, with approval of the city council, for the unexpired portion of the term SPMC Section 2.26(a). The term of office for commissions is three years for a full term, running from January 1 through December 31 SPMC Section 2.25(a).
The City has continued community outreach to solicit applications to fill these and other advisory body vacancies. Existing unscheduled vacancies and vacancies occurring in 2024 have been posted on the City’s website consistent with the Maddy Act. For residents interested in serving on a City advisory body, the application is available on the City website or in the City Clerk’s Office.
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City Board, Commission, and Committee Appointments and Re-Appointments February 7, 2024,
Fiscal Impact
Cost for onboarding, training, and conducting commission meetings have been accounted for in department budgets.
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ATTACHMENT
December 06, 2023, Regular City Council Meeting Minutes 14 - 3
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CITY OF SOUTH PASADENA
CITY COUNCIL - REGULAR MEETING
M I N U T E S
WEDNESDAY, DECEMBER 06, 2023, AT 7:00 P.M.
CALL TO ORDER:
The Regular Meeting of the South Pasadena City Council was called to order by Mayor Primuth on Wednesday, December 06, 2023, at 7:21 P.M. The City Council Chambers are located at 1424 Mission Street, South Pasadena, California.
ROLL CALL:
PRESENT Mayor Jon Primuth
Mayor Pro Tem Evelyn G. Zneimer
Councilmember Jack Donovan
Councilmember Michael A. Cacciotti
Councilmember Janet Braun
ABSENT None.
Lucila Urzula, Deputy City Clerk, announced a quorum.
CITY STAFF PRESENT:
Arminé Chaparyan, City Manager; Roxanne Diaz, City Attorney; Mark Perez, Deputy City Clerk were present at Roll Call. Other staff members presented reports or responded to questions as indicated in the minutes.
PLEDGE OF ALLEGIANCE
The Flag Salute was led by Councilmember Braun.
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 2
CLOSED SESSION ANNOUNCEMENTS
1. CLOSED SESSION ANNOUNCEMENTS
A. CONFERENCE WITH LEGAL COUNSEL: ANTICIPATED LITIGATION (INITIATING)
(Government Code Section 54945.9(d)(4))
Number of Potential Cases: 1
City Attorney Roxanne Diaz stated that no reportable action was taken during closed session.
PUBLIC COMMENT
2. Public Comment – General (Non-Agenda Items)
In Person Comments:
Peter Giulioni spoke regarding the Finance Commission.
Anna McCool spoke regarding air purifiers at our local schools. (Corsi-Rosenthal Box) Angela Shang spoke regarding an upcoming show at the San Gabriel Mission Playhouse.
Zoom Comments:
None.
PRESENTATION
3. SPTOR RAFFLE DRAWING
Steve Inzuza and Alan Vlacich conducted the raffle.
Winners:
1. Laura Farbur
2. Steven and Estella Chang
3. Chris Cabin
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 3
4. SOCAL EDISON INFRASTRUCTURE PROJECT
Southern California Edison representative Jeannette Soriano gave a presentation on the City Hall Electrification Infrastructure Project.
CHANGES TO THE AGENDA
5. REORDERING OF, ADDITIONS, OR DELETIONS TO THE AGENDA None.
CONSENT CALENDAR
Mayor Pro Tem Zneimer requested to pull Item Nos. 7, 9, 14, and 15 for separate discussion. Councilmember Braun requested to pull Item No. 8 for separate discussion. A motion was made by Councilmember Cacciotti and seconded by Councilmember Braun to approve Item Nos. 6, 10, 11, 12, and 13 of the consent calendar as modified by the Additional Documents. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
6. APPROVAL OF PREPAID WARRANTS IN THE AMOUNT OF $12,749.20; GENERAL CITY WARRANTS IN THE AMOUNT OF $814,491.08; ONLINE PAYMENTS IN THE AMOUNT OF $37,031.69; VOIDS IN THE AMOUNT OF ($1,247.78): PAYROLL IN THE AMOUNT OF $855,295.28
Recommendation
It is recommended that the City Council approve the Warrants as presented.
A motion was made to approve the recommendation on the Consent Calendar.
7. MONTHLY INVESTMENT REPORTS FOR SEPTEMBER 2023
Recommendation
It is recommended that the City Council receive and file the Monthly Investment Report for September 2023.
Hsiulee Tran, Deputy Finance Director/Controller gave a presentation and responded to questions from the City Council.
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 4
COUNCIL MOTION AND ACTION:
Mayor Pro Tem Zneimer requested to pull Item No. 7 for separate discussion.
A motion was made by Mayor Pro Tem Zneimer and seconded by Councilmember Cacciotti to approve Item No. 7. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
8. JULY 2023 – SEPTEMBER 2023 BUDGET UPDATE
Recommendation
Staff recommends that the City Council receive and file the July 2023 – September 2023 Budget Update Report.
COUNCIL MOTION AND ACTION:
Councilmember Braun requested to pull item no. 8 for separate discussion. A motion was made by Councilmember Braun and seconded by Councilmember Cacciotti to receive and file Item No. 8. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
9. RECEIVE AND FILE THE 2022 – 2023 LIBRARY SPECIAL TAX ANNUAL REPORT
Recommendation
It is recommended that the City Council receive and file a report on the Fiscal Year 2022 – 2023 Library Special Tax as required by the State of California Local Agency Special Tax and Bond Accountability Act.
Cathy Billings, Library Director gave a presentation and responded to questions from the City Council.
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 5
COUNCIL MOTION AND ACTION:
Mayor Pro Tem Zneimer requested to pull item no. 9 for separate discussion. A motion was made by Mayor Pro Tem Zneimer and seconded by Councilmember Cacciotti to approve Item No. 9. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
10.CONSIDERATION OF DECLARING CERTAIN CITY PROPERTY AS SURPLUS AND DIRECT STAFF TO DISPOSE OF 2016 FORD E450 AND 2012 VPG MV-1 THROUGH THE CITY’S AUTHORIZED AUCTION VENDOR
Recommendation
It is recommended that the City Council declare a 2016 Ford E450 CNG bus and a 2012 VPG MV-1 CNG van from the Community Services Department as surplus property, and direct staff to dispose of the items in accordance with South Pasadena Municipal Code Section 2.99 – 29 and City’s Disposal of Surplus Property, through the City’s authorized auction vendor.
A motion was made to approve recommendation on the Consent Calendar.
11.CONSIDER THE APPROPRIATION OF $571,000 RECEIVED FROM THE STATE OF CALIFORNIA AS REIMBURSEMENT FOR THE DEPARTMENT’S COMPUTER – AIDED DISPATCH AND RECORDS MANAGEMENT SYSTEM COST
Recommendation
It is recommended that the City Council consider approving an appropriation of $571,000 received from the State of California to the Police Department’s fiscal year 2023-2024 operating budget for reimbursement of the cost of the Department’s Computer-Aided Dispatch and Records Management System (CAD/RMS) into the COPS Grants account 272-4010-4018-8520-000 Police State Grants – Equipment AB 3229.
A motion was made to approve recommendation on the Consent Calendar.
12.CONSIDERATION OF APPROVAL OF A REAPPROPRIATION OF THE STATE
AND LOCAL FISCAL RECOVERY FUNDS FOR THE FUNDING OF PURCHASE ORDER NO. 23358 WITH ACORN TECHNOLOGY SERVICES FOR THE
IMPLEMENTATION AND MIGRATION SUPPORT OF MICROSOFT OFFICE 365 14 - 9
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City of South Pasadena Page 6
Recommendation
It is recommended that the City Council consider approving an appropriation of $34,420 in State and Local Fiscal Recovery Funds to Account No. 206-2030-2032- 8170-000 (State and Local Fiscal Recovery Funds – Professional Services) to fund Purchase Order No. 23358 with Acorn Technology Services for the implementation and migration support of Microsoft Office 365.
A motion was made to approve recommendation on the Consent Calendar.
13.CONSIDERATION OF APPROVAL OF CITY COUNCIL MEETING MINUTES FOR SEPTEMBER 27, 2023 AND OCTOBER 04, 2023
Recommendation
It is recommended that the City Council consider the approval of the minutes for the Special and Regular Meetings of September 27, 2023 and October 04, 2023.
A motion was made to approve recommendation on the Consent Calendar.
14.CONSIDERATION OF A PURCHASE OF AN ASPHALT REPAIR VEHICLE FOR THE PUBLIC WORKS DEPARTMENT IN THE AMOUNT OF $420,952 FROM
BERGKAMP PAVEMENT PRESERVATION SOLUTIONS UTILIZING THE
HOUSTON GALVESTON AREA COUNCIL OF GOVERNMENTS (H-GAC)
COOPERATIVE PURCHASING PROGRAM
Recommendation
It is recommended that the City Council consider:
1. Approving the purchase of a FP5 Flameless Pothole Patcher asphalt repair vehicle from Bergkamp Pavement Preservation Solutions (Bergkamp) in the amount of $420,952, including taxes and fees; and approve the use of the H-GAC Cooperative purchasing program for the procurement pursuant to Municipal Code Section 2.99-29(19) and the City’s Purchasing Policy;
2. Appropriating $60,952 from the Water Enterprise Fund into Public Works Water Distribution Vehicles and Equipment Account No. 500-6010-6710-8540-000 to partially fund the purchase of the vehicle; and
3. Appropriating $60,000 from the Measure M Local Return Fund into a new Public Works Measure M Vehicles and Equipment Account No. 236-6010-6011-8540- 000 to partially fund the purchase of the vehicle.
Ted Gerber, Public Works Director gave a presentation and responded to questions from the City Council.
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 7
COUNCIL MOTION AND ACTION:
Mayor Pro Tem Zneimer requested to pull item no. 14 for separate discussion.
A motion was made by Mayor Pro Tem Zneimer and seconded by Councilmember Cacciotti to approve Item No. 14 as amended by the additional document. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
15.CONSIDERATION OF APPROVAL OF TASK ORDERS WITH ULTRASYSTEMS,
NINYO & MOORE, & SCEI TEC FOR ENVIRONMENTAL, GEOTECHNICAL, AND
PRELIMINARY DESIGN REPORTS FOR THE HUNTINGTON DRIVE REGIONAL
GREEN STREET STORMWATER PROJECT
Recommendation
It is recommended that the City Council consider approving:
1. A Task Order under an existing Master On-Call Professional Services Agreement with UltraSystems Environmental, Inc. to provide an environmental initial study for the Huntington Drive Regional Green Street Stormwater Project in the amount of $86,298.00, inclusive of $82,188.80 in fees and a 5% contingency of $4,109.20; and
2. A Task Order under an existing Master On-Call Professional Services Agreement with Ninyo & Moore to provide geotechnical evaluation for the Huntington Drive Regional Green Street Stormwater Project in the amount of $116,952.00, inclusive of $113,545.00 in fees and a 3% contingency of $3,407.00; and
3. A Task Order under an existing Master On-Call Professional Services Agreement with SEITec, Inc. to provide funding application support and a preliminary design report for the Huntington Drive Regional Green Street Stormwater Project in the amount of $132,634.00, inclusive of $126,318.14 in fees and a 5% contingency of $6,315.86.
Ted Gerber, Public Works Director gave a presentation and responded to questions from the City Council.
COUNCIL MOTION AND ACTION:
Mayor Pro Tem Zneimer requested to pull item no. 15 for separate discussion.
A motion was made by Mayor Pro Tem Zneimer and seconded by Councilmember Cacciotti to approve Item No. 15. The motion carried 5-0, by the following vote:
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AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
ACTION/DISCUSSION
16.CONSIDERATION OF AUTHORIZING THE CITY’S PARTICIPATION IN THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENT’S REGIONAL APPLICATION FOR THE CALRECYCLE SB 1383 LOCAL ASSISTANCE GRANT PROGRAM Recommendation
It is recommended that the City Council:
1. Provide direction on the use of funds from the first round of the CalRecycle Senate Bill 1383 Local Assistance Grant Program; and
2. Authorize the City Manager to execute a Letter of Authorization to allow the San Gabriel Valley Council of Government to apply for the second round of the CalRecycle Senate Bill 1383 Local Assistance Grant Program on behalf of the City.
Ted Gerber, Public Works Director gave a presentation and responded to questions from the City Council.
In-Person Comments:
None.
Zoom Comments:
None.
COUNCIL MOTION AND ACTION:
A motion was made by Councilmember Cacciotti and seconded by Mayor Pro Tem Zneimer to approve Item No. 16. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 9
17.CONSIDER THE ACCEPTANCE OF TRANSFORMATIVE TRANSPORTATION
STRATEGIES & MOBILITY SOLUTIONS PROGRAM OPPORTUNITY GRANT AWARD FROM THE SOUTH COAST AQMD IN THE AMOUNT OF $499,789 FOR
THE CITY ELECTRIFICATION PROJECT
Recommendation
It is recommended that the City Council:
1. Provide direction on the use of funds from the first round of the CalRecycle Senate Bill 1383 Local Assistance Grant Program; and
2. Authorize the City Manager to execute a Letter of Authorization to allow the San Gabriel Valley Council of Government to apply for the second round of the CalRecycle Senate Bill 1383 Local Assistance Grant Program on behalf of the City.
In-Person Comments:
None.
Zoom Comments:
None.
Ted Gerber, Public Works Director gave a presentation and responded to questions from the City Council.
Sergeant Anthony Abdalla responded to questions from the City Council.
COUNCIL MOTION AND ACTION:
A motion was made by Councilmember Cacciotti and seconded by Councilmember Donovan to approve Item No. 17. The motion carried 5-0, by the following vote:
AYES: Braun, Cacciotti, Donovan, Zneimer, Mayor Primuth NOES: None.
ABSENT: None.
ABSTAINED: None.
PUBLIC COMMENT – CONTINUED
18.CONTINUED PUBLIC COMMENT - GENERAL
None.
COMMUNICATIONS
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 10
19.COUNCILMEMBERS COMMUNICATIONS
Councilmember Braun inquired on what is the current policy regarding the naming of benches, trees, etc. within the city.
City Manager Chaparyan clarified that there is a written policy on the naming of benches, trees, etc. within the city.
The City Council directed staff to bring the naming policy before the council for discussion at a later meeting date.
Councilmember Braun requested that staff look into sidewalk repair programs.
City Manager Chaparyan clarified that the sidewalk repair programs would be included in the strategic plan discussion and that staff would be seeking council input.
Mayor Pro Tem Zneimer had no comments.
Councilmember Donovan had no comments.
Councilmember Cacciotti spoke regarding his attendance at a recent San Gabriel Valley Council of Governments meeting. He highlighted his attendance at the Holy Family Giving Bank Thanksgiving event. He praised the Mobile Crisis Outreach Team on their work with the public. He attended the San Gabriel Valley Council Merry Mingle event, where an individual from the Chinese Women’s Business Association donated 100 blankets to the San Gabriel Valley Council of Governments. He highlighted the tiger run which he participated in in place of Mayor Primuth. He highlighted his attendance at a recent fundraiser and San Gabriel Valley Council of Governments meeting.
Mayor Primuth thanked Community Services, City Clerk’s Division and the City Manager’s office for their work on State of the City. He supports Councilmember Braun’s request for staff to look into sidewalk repair programs. He stated that he would like the City Attorney’s input on the potential liability associated with sidewalk issues.
He went on to highlight his upcoming meetings at the South Pasadena Tournament of Roses Coffee event, Clean Power Alliance meeting, the Arroyo Verdugo JPA meeting, and the Youth and Government Legislative Bill Night.
20.CITY MANAGER COMMUNICATIONS
None.
ADJOURNMENT
There being no further matters, Mayor Primuth adjourned the meeting of the City Council at 9:07 P.M., to the next Regular City Council meeting scheduled on Wednesday, December 20, 2023.
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Regular Meeting Minutes December 06, 2023
City of South Pasadena Page 11
Respectfully submitted:
_______________________________
Mark Perez
Deputy City Clerk
APPROVED
_______________________________
Evelyn G. Zneimer
Mayor
Attest:
________________________________
Mark Perez
Deputy City Clerk
Approved at City Council Meeting:
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DATE:
FROM:
City Council
Agenda Report
February 7, 2024
Armine Chaparyan, City Manager �
PREPARED BY: Luis Frausto, Management Services Director ITEM NO. --
SUBJECT: Consideration of Approving an Agreement with Public Sector Personnel Consultants for Phase II of the Citywide
Classification and Compensation Study
Recommendation
It is recommended that the City Council consider:
1. Approving an agreement with Public Sector Personnel Consultants (PSPC) for Phase II of the Citywide Classification and Compensation Study for a total amount not to exceed $63,000; and
2. Authorize the City Manager to enter into any subsequent amendments, at the discretion of the City Manager, as long as the compensation for this agreement is not increased.
Executive Summary
In June 2023, the City engaged Public Sector Personnel Consultants (PSPC) for Phase I of a comprehensive classification and compensation study. The Phase I focus was on reviewing and updating the classification structure for all City positions, including updating class specifications and drafting a Classification Plan Review. Phase II, the compensation study, will offer a thorough compensation analysis and assist in developing an optimal compensation strategy for the City, considering available financial resources and potential fiscal impacts. Funding is available in the Department budget for this contract award, and no further funding is being requested at this time.
Background and Analysis
In June 2023, the City issued a Purchase Order for Phase I of the Classification and Compensation Study. A classification and compensation plan is crucial for an effective human resources system, serving as a foundational framework for City staff positions.
This framework encompasses the creation and maintenance of classification systems, compensation structures, and related policies and procedures for career development and pay practices. Regular classification and compensation studies are best practices for cities to adapt to changes in operations, organizational structures, and staffing, which impact the nature and classification of employees' work. With rising employee turnover, assessing competitiveness in compensation in the marketplace is vital. The study's findings will guide strategies to rectify classification issues and provide guidance regarding employee compensation, thereby assisting the City's capacity to attract and retain a skilled workforce.
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Approval of Phase II of Citywide Classification and Compensation Study February 7, 2024
The consultant has recently completed a review of classifications and made preliminary recommendations for classifications, titles, and benchmarks. Human Resources staff is reviewing the recommendations.
Phase II work relates to the compensation study, which will include salary data elements such as:
• Salary grade/step or open range salary plan structure • Salary range structured in terms of Minimum, Midpoint, and Maximum • City-supported benefits such as health insurance premiums and pension contributions
• Paid time off, skill pay, certification pay, longevity, flexible work, telework Phase II of the study involves a detailed compensation analysis, including various salary data elements like salary structures and benefits. Benchmark classifications, crucial for fair and equitable compensation among job classifications in relation to one another to address salary compaction, will be identified. These benchmarks help to guide the recommended salary adjustments, if any, to the City Council for their review. Without benchmarks, compensation plans can become distorted. Finally, the study will compare the City’s salary structures with those of similar public entities, providing a basis for the consideration of informed adjustments and a transition plan (i.e. determining next steps), including timelines, budget impact, and funding requirements.
The comprehensive classification and compensation study is a tool for upcoming labor negotiations with employee labor associations. As the City prepares to engage in these negotiations at the end of 2024, with contracts expiring in 2025, the study will provide data and insights. It will inform and provide additional data regarding compensation to help balance the discussions. The data offers a clear, objective understanding of current market trends, compensation, and classification standards. This information is important for developing mutually beneficial agreements that align with both the City's fiscal responsibilities and the expectations of its workforce.
Fiscal Impact
To date, the costs incurred and paid for, for Phase I of the study, is $30,000. No additional appropriation is required for this agreement. The Management Services Department has sufficient funds for the services under this agreement. Management Services will work with the Finance Department to complete inter-departmental transfers as allowed by the City’s Finance policies.
Key Performance Indicators and Strategic Plan
This agreement aligns with the Management Services Department’s Key Performance Indicators and the City’s Strategic Plan, which is committed to support and promote the employee experience by increasing retention and reducing employee turnover.
Attachment: Professional Services Agreement
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ATTACHMENT 1
Professional Services Agreement
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Professional Services Agreement – Consultant Services
Approved For Use 11/15/16
PROFESSIONAL SERVICES AGREEMENT
FOR CONSULTANT SERVICES
(City of South Pasadena / Public Sector Personnel Consultants)
1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into by and between the CITY OF SOUTH PASADENA, a California municipal corporation (“City”), and PUBLIC SECTOR PERSONNEL CONSULTANTS (PSPC) (“Consultant”).
2. RECITALS
2.1. City has determined that it requires the following professional services from a consultant: Compensation survey and analysis, also referred to a Compensation study.
2.2. Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.
2.3. Consultant represents that it has no known relationships with third parties, City Council members, or employees of City which would (1) present a conflict of interest with the rendering of services under this Agreement under Government Code Section 1090, the Political Reform Act (Government Code Section 81000 et seq.), or other applicable law, (2) prevent Consultant from performing the terms of this Agreement, or (3) present a significant opportunity for the disclosure of confidential information.
NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Consultant agree as follows:
3. DEFINITIONS
3.1. “Scope of Services”: Compensation survey and analysis, most commonly referred to as Compensation study, proposal to City attached hereto Exhibit A and incorporated herein by this reference.
3.2. “Agreement Administrator”: The Agreement Administrator for this project is Luis Frausto, Management Services Director. The Agreement Administrator shall be the principal point of contact at the City for this project. All services under this Agreement shall be performed at the request of the Agreement Administrator. The Agreement Administrator will establish the timetable for completion of services and any interim milestones. City reserves the right to change this designation upon written notice to Consultant
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3.3. “Approved Fee Schedule”: Consultant’s compensation rates are set forth in the fee schedule attached hereto as Exhibit B and incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.
3.4. “Maximum Amount”: The highest total compensation and costs payable to Consultant by City under this Agreement. The Maximum Amount under this Agreement is SixtyThree Thousand Dollars ($63,000).
3.5. “Commencement Date”: February 6, 2024
3.6. “Termination Date”: Until determined to be complete by the City of South Pasadena Management Services Director.
4. TERM
The term of this Agreement shall commence at 12:00 a.m. on the Commencement Date and shall expire at 11:59 p.m. on the Termination Date unless extended by written agreement of the parties or terminated earlier under Section 18 (“Termination”) below. Consultant may request extensions of time to perform the services required hereunder. Such extensions shall be effective if authorized in advance by City in writing and incorporated in written amendments to this Agreement.
5. CONSULTANT’S DUTIES
5.1. Services. Consultant shall perform the services identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement.
5.2. Coordination with City. In performing services under this Agreement, Consultant shall coordinate all contact with City through its Agreement Administrator.
5.3. Budgetary Notification. Consultant shall notify the Agreement Administrator, in writing, when fees and expenses incurred under this Agreement have reached eighty percent (80%) of the Maximum Amount. Consultant shall concurrently inform the Agreement Administrator, in writing, of Consultant’s estimate of total expenditures required to complete its current assignments before proceeding, when the remaining work on such assignments would exceed the Maximum Amount.
5.4. Business License. Consultant shall obtain and maintain in force a City business license for the duration of this Agreement.
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5.5. Professional Standards. Consultant shall perform all work to the standards of Consultant’s profession and in a manner reasonably satisfactory to City. Consultant shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules, and regulationsin any manner affecting the performance of this Agreement, including all Cal/OSHA requirements, the conflict of interest provisions of Government Code § 1090 and the Political Reform Act (Government Code § 81000 et seq.).
5.6. Avoid Conflicts. During the term of this Agreement, Consultant shall not perform any work for another person or entity for whom Consultant was not working at the Commencement Date if such work would present a conflict interfering with performance under this Agreement. However, City may consent in writing to Consultant’s performance of such work.
5.7. Appropriate Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the services identified in the Scope of Services. All such services shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. Tina Lopez, Human Resources & Risk Manager shall be Consultant’s project administrator and shall have direct responsibility for management of Consultant’s performance under this Agreement. No change shall be made in Consultant’s project administrator without City’s prior written consent.
5.8. Substitution of Personnel. Any persons named in the proposal or Scope of Services constitutes a promise to the City that those persons will perform and coordinate their respective services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. If City and Consultant cannot agree as to the substitution of key personnel, City may terminate this Agreement for cause.
5.9. Permits and Approvals. Consultant shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary for Consultant’s performance of this Agreement. This includes, but shall not be limited to, professional licenses, encroachment permits and building and safety permits and inspections.
5.10. Notification of Organizational Changes. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant’s firm or of any subcontractor. Change of ownership or control of Consultant’s firm may require an amendment to this Agreement.
5.11. 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 City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular 15 - 7
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business hours, upon oral or written request of City. In addition, pursuant to Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.
6. SUBCONTRACTING
6.1. General Prohibition. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement.
6.2. Consultant Responsible. Consultant shall be responsible to City for all services to be performed under this Agreement.
6.3. Identification in Fee Schedule. All subcontractors shall be specifically listed and their billing rates identified in the Approved Fee Schedule, Exhibit B. Any changes must be approved by the Agreement Administrator in writing as an amendment to this Agreement.
6.4. Compensation for Subcontractors. City shall pay Consultant for work performed by its subcontractors, if any, only at Consultant’s actual cost plus an approved mark-up as set forth in the Approved Fee Schedule, Exhibit B. Consultant shall be liable and accountable for any and all payments, compensation, and federal and state taxes to all subcontractors performing services under this Agreement. City shall not be liable for any payment, compensation, or federal and state taxes for any subcontractors.
7. COMPENSATION
7.1. General. City agrees to compensate Consultant for the services provided under this Agreement, and Consultant agrees to accept payment in accordance with the Fee Schedule in full satisfaction for such services. Compensation shall not exceed the Maximum Amount. Consultant shall not be reimbursed for any expenses unless provided for in this Agreement or authorized in writing by City in advance.
7.2. Invoices. Consultant shall submit to City an invoice, on a monthly basis or as otherwise agreed to by the Agreement Administrator, for services performed pursuant to this Agreement. Each invoice shall identify the Maximum Amount, the services rendered during the billing period, the amount due for the invoice, and the total amount previously invoiced. All labor charges shall be itemized by employee name and classification/position with the firm, the corresponding hourly rate, the hours worked, a description of each labor charge, and the total amount due for labor charges. 15 - 8
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7.3. Taxes. City shall not withhold applicable taxes or other payroll deductions from payments made to Consultant except as otherwise required by law. Consultant shall be solely responsible for calculating, withholding, and paying all taxes.
7.4. Disputes. The parties agree to meet and confer at mutually agreeable times to resolve any disputed amounts contained in an invoice submitted by Consultant.
7.5. Additional Work. Consultant shall not be reimbursed for any expenses incurred for work performed outside the Scope of Services unless prior written approval is given by the City through a fully executed written amendment. Consultant shall not undertake any such work without prior written approval of the City.
7.6. City Satisfaction as Precondition to Payment. Notwithstanding any other terms of this Agreement, no payments shall be made to Consultant until City is satisfied that the services are satisfactory.
7.7. Right to Withhold Payments. If Consultant fails to provide a deposit or promptly satisfy an indemnity obligation described in Section 11, City shall have the right to withhold payments under this Agreement to offset that amount.
8. PREVAILING WAGES
Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. Consultant shall defend, indemnify, and hold the City, tis elected officials, officers, employees, and agents free and harmless form any claim or liability arising out of any failure or alleged failure of Consultant to comply with the Prevailing Wage Laws.
9. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material (“written products” herein) developed by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by law. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant.
10. RELATIONSHIP OF PARTIES
10.1. General. Consultant is, and shall at all times remain as to City, a wholly independent contractor.
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10.2. No Agent Authority. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.
10.3. Independent Contractor Status. Under no circumstances shall Consultant or its employees look to the City as an employer. Consultant shall not be entitled to any benefits. City makes no representation as to the effect of this independent contractor relationship on Consultant’s previously earned California Public Employees Retirement System (“CalPERS”) retirement benefits, if any, and Consultant specifically assumes the responsibility for making such a determination. Consultant shall be responsible for all reports and obligations including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation, and other applicable federal and state taxes.
10.4. Indemnification of CalPERS Determination. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS 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.
11. INDEMNIFICATION
11.1 Definitions. For purposes of this Section 11, “Consultant” shall include Consultant, its officers, employees, servants, agents, or subcontractors, or anyone directly or indirectly employed by either Consultant or its subcontractors, in the performance of this Agreement. “City” shall include City, its officers, agents, employees and volunteers.
11.2 Consultant to Indemnify City. To the fullest extent permitted by law, Consultant shall indemnify, hold harmless, and defend City from and against any and all claims, losses, costs or expenses for any personal injury or property damage arising out of or in connection with Consultant’s alleged negligence, recklessness or willful misconduct or other wrongful acts, errors or omissions of Consultant or failure to comply with any provision in this Agreement.
11.3 Scope of Indemnity. Personal injury shall include injury or damage due to death or injury to any person, whether physical, emotional, consequential or otherwise, Property damage shall include injury to any personal or real property. Consultant shall not be required to indemnify City for such loss or damage as is caused by the sole active negligence or willful misconduct of the City.
11.4 Attorneys Fees. Such costs and expenses shall include reasonable attorneys’ fees for counsel of City’s choice, expert fees and all other costs and fees of litigation. 15 - 10
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Consultant shall not be entitled to any refund of attorneys’ fees, defense costs or expenses in the event that it is adjudicated to have been non-negligent.
11.5 Defense Deposit. The City may request a deposit for defense costs from Consultant with respect to a claim. If the City requests a defense deposit, Consultant shall provide it within 15 days of the request.
11.6 Waiver of Statutory Immunity. The obligations of Consultant under this Section 11 are not limited by the provisions of any workers’ compensation act or similar act.
Consultant expressly waives its statutory immunity under such statutes or laws as to City.
11.7 Indemnification by Subcontractors. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 11 from each and every subcontractor or any other person or entity involved in the performance of this Agreement on Consultant’s behalf.
11.8 Insurance Not a Substitute. City does not waive any indemnity rights by accepting any insurance policy or certificate required pursuant to this Agreement. Consultant’s indemnification obligations apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
12. INSURANCE
12.1. Insurance Required. Consultant shall maintain insurance as described in this section and shall require all of its subcontractors, consultants, and other agents to do the same.
Approval of the insurance by the City shall not relieve or decrease any liability of Consultant Any requirement for insurance to be maintained after completion of the work shall survive this Agreement.
12.2. Documentation of Insurance. City will not execute this agreement until it has received a complete set of all required documentation of insurance coverage. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. Consultant shall file with City:
• Certificate of Insurance, indicating companies acceptable to City, with a Best's Rating of no less than A:VII showing. The Certificate of Insurance must include the following reference: Compensation Study
• Documentation of Best’s rating acceptable to the City. • Original endorsements effecting coverage for all policies required by this Agreement.
• City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.
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12.3. Coverage Amounts. Insurance coverage shall be at least in the following minimum amounts:
• Professional Liability Insurance: $2,000,000 per occurrence, $2,000,000 aggregate
• General Liability:
• General Aggregate: $2,000,000
• Products Comp/Op Aggregate $2,000,000
• Personal & Advertising Injury $2,000,000
• Each Occurrence $2,000,000
• Fire Damage (any one fire) $ 100,000
• Medical Expense (any 1 person) $ 10,000
• Workers' Compensation:
• Workers' Compensation Statutory Limits
• EL Each Accident $1,000,000
• EL Disease - Policy Limit $1,000,000
• EL Disease - Each Employee $1,000,000
• Automobile Liability
• Any vehicle, combined single limit $1,000,000
Any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements or limits shall be available to the additional insured.
Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured
12.4. General Liability Insurance. Commercial General Liability Insurance shall be no less broad than ISO form CG 00 01. Coverage must be on a standard Occurrence form.
Claims-Made, modified, limited or restricted Occurrence forms are not acceptable.
12.5. Worker’s Compensation Insurance. Consultant is aware of the provisions of Section 3700 of the Labor Code which requires every employer to carry Workers' Compensation (or to undertake equivalent self-insurance), and Consultant will comply with such provisions before commencing the performance of the work of this Agreement. If such insurance is underwritten by any agency other than the State Compensation Fund, such agency shall be a company authorized to do business in the State of California.
12.6. Automobile Liability Insurance. Covered vehicles shall include owned if any, nonowned, and hired automobiles and, trucks. 15 - 12
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12.7. Professional Liability Insurance or Errors & Omissions Coverage. The deductible or self-insured retention may not exceed $50,000. If the insurance is on a Claims-Made basis, the retroactive date shall be no later than the commencement of the work.
Coverage shall be continued for two years after the completion of the work by one of the following: (1) renewal of the existing policy; (2) an extended reporting period endorsement; or (3) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement.
12.8. Claims-Made Policies. If any of the required policies provide coverage on a claimsmade basis the Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. Claims-Made Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.
12.9. Additional Insured Endorsements. The City, its City Council, Commissions, officers, and employees of South Pasadena must be endorsed as an additional insured for each policy required herein, other than Professional Errors and Omissions and Worker’s Compensation, for liability arising out of ongoing and completed operations by or on behalf of the Consultant. Consultant’s insurance policies shall be primary as respects any claims related to or as the result of the Consultant’s work. Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or consultants shall be noncontributory. All endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. General liability coverage can be provided using an endorsement to the Consultant’s insurance at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37.
12.10. Failure to Maintain Coverage. In the event any policy is canceled prior to the completion of the project and the Consultant does not furnish a new certificate of insurance prior to cancellation, City has the right, but not the duty, to obtain the required insurance and deduct the premium(s) from any amounts due the Consultant under this Agreement. Failure of the Consultant to maintain the insurance required by this Agreement, or to comply with any of the requirements of this section, shall constitute a material breach of this Agreement.
12.11. Notices. Contractor shall provide immediate written notice if (1) any of the required insurance policies is terminated; (2) the limits of any of the required policies are reduced; (3) or the deductible or self-insured retention is increased. Consultant shall provide no less than 30 days’ notice of any cancellation or material change to policies required by this Agreement. Consultant shall provide proof that cancelled or expired policies of insurance have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages. The name and address for Additional Insured 15 - 13
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Endorsements, Certificates of Insurance and Notices of Cancellation is: City of South Pasadena, Attn: Tina Lopez, Human Resources & Risk Manager, South Pasadena, CA 91030.
12.12. Consultant’s Insurance Primary. The insurance provided by Consultant, including all endorsements, shall be primary to any coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.
12.13. Waiver of Subrogation. Consultant hereby waives all rights of subrogation against the City. Consultant shall additionally waive such rights either by endorsement to each policy or provide proof of such waiver in the policy itself.
12.14. Report of Claims to City. Consultant shall report to the City, in addition to the Consultant’s insurer, any and all insurance claims submitted to Consultant's insurer in connection with the services under this Agreement.
12.15. Premium Payments and Deductibles. Consultant must disclose all deductibles and self-insured retention amounts to the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within retention amounts. Ultimately, City must approve all such amounts prior to execution of this Agreement.
City has no obligation to pay any premiums, assessments, or deductibles under any policy required in this Agreement. Consultant shall be responsible for all premiums and deductibles in all of Consultant’s insurance policies. The amount of deductibles for insurance coverage required herein are subject to City’s approval.
12.16. Duty to Defend and Indemnify. Consultant’s duties to defend and indemnify City under this Agreement shall not be limited by the foregoing insurance requirements and shall survive the expiration of this Agreement.
13. MUTUAL COOPERATION
13.1. City Cooperation in Performance. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Consultant’s services under this Agreement.
13.2. Consultant Cooperation in Defense of Claims. If any claim or action is brought against City relating to Consultant’s performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require in the defense of that claim or action.
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14. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during Consultant’s and City’s regular business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing).
If to City
Luis Frausto, Management Services
Director
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030
Telephone: (626) 403-7234
Facsimile: (626) 403-7241
If to Consultant
Matthew Weatherly, President
Public Sector Personnel Consultants, Inc.
2824 N. Power Road, #113-486
Mesa, AZ 85215
Telephone: (480) 947-6164
With courtesy copy to:
Roxanne Diaz, Esq.
South Pasadena City Attorney
Richards Watson Gerson
350 South Grand Avenue, 37th Floor
Telephone: (213) 626-8484
Facsimile: (213) 626-0078
15. SURVIVING COVENANTS
The parties agree that the covenants contained in paragraph 5.11 (Records), paragraph
10.4 (Indemnification of CalPERS Determination), Section 11 (Indemnity), paragraph
12.8 (Claims-Made Policies), paragraph 13.2 (Consultant Cooperation in Defense of Claims), and paragraph 18.1 (Confidentiality) of this Agreement shall survive the expiration or termination of this Agreement, subject to the provisions and limitations of this Agreement and all otherwise applicable statutes of limitations and repose.
16. TERMINATION
16.1. City Termination. City may terminate this Agreement for any reason on five calendar days’ written notice to Consultant. Consultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be returned to City upon the termination or expiration of this Agreement.
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16.2. Consultant Termination. Consultant may terminate this Agreement for a material breach of this Agreement upon 30 days’ notice.
16.3. Compensation Following Termination. Upon termination, Consultant shall be paid based on the work satisfactorily performed at the time of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the services required by this Agreement. The City shall have the benefit of such work as may have been completed up to the time of such termination.
16.4. Remedies. City retains any and all available legal and equitable remedies for Consultant’s breach of this Agreement.
17. INTERPRETATION OF AGREEMENT
17.1. Governing Law. This Agreement shall be governed and construed in accordance with the laws of the State of California.
17.2. Integration of Exhibits. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed on by City and Consultant.
17.3. Headings. The headings and captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and for convenience in reference to this Agreement. Should there be any conflict between such heading, and the section or paragraph thereof at the head of which it appears, the language of the section or paragraph shall control and govern in the construction of this Agreement.
17.4. Pronouns. Masculine or feminine pronouns shall be substituted for the neuter form and vice versa, and the plural shall be substituted for the singular form and vice versa, in any place or places herein in which the context requires such substitution(s).
17.5. Severability. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to the extent necessary to, cure such invalidity or unenforceability, and shall be enforceable in its amended form. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law. 15 - 16
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17.6. No Presumption Against Drafter. Each party had an opportunity to consult with an attorney in reviewing and drafting this agreement. Any uncertainty or ambiguity shall not be construed for or against any party based on attribution of drafting to any party.
18. GENERAL PROVISIONS
18.1. Confidentiality. All data, documents, discussion, or other information developed or received by Consultant for performance of this Agreement are deemed confidential and Consultant shall not disclose it without prior written consent by City. City shall grant such consent if disclosure is legally required. All City data shall be returned to City upon the termination or expiration of this Agreement.
18.2. Conflicts of Interest. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subcontractor to file, a Statement of Economic Interest with the City’s Filing Officer if required under state law in the performance of the services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
18.3. Non-assignment. Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City’s prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.
18.4. Binding on Successors. This Agreement shall be binding on the successors and assigns of the parties.
18.5. No Third-Party Beneficiaries. Except as expressly stated herein, there is no intended third-party beneficiary of any right or obligation assumed by the parties.
18.6. Time of the Essence. Time is of the essence for each and every provision of this Agreement.
18.7. Non-Discrimination. Consultant shall not discriminate against any employee or applicant for employment because of race, sex (including pregnancy, childbirth, or related medical condition), creed, national origin, color, disability as defined by law, disabled veteran status, Vietnam veteran status, religion, age (40 and above), medical condition (cancer-related), marital status, ancestry, or sexual orientation. Employment actions to which this provision applies shall include, but not be limited to, the 15 - 17
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following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; or in terms, conditions or privileges of employment, and selection for training. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, the provisions of this nondiscrimination clause.
18.8. Waiver. No provision, covenant, or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party asserted to have consented to the waiver. The waiver by City or Consultant of any breach of any provision, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same or any other provision, covenant, or condition.
18.9. Excused Failure to Perform. Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to causes beyond the control and without the fault or negligence of Consultant.
18.10. Remedies Non-Exclusive. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies.
18.11. Attorneys’ Fees. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the prevailing party shall be entitled to an award of reasonable attorneys’ fees and costs expended in the action.
18.12. Venue. The venue for any litigation shall be Los Angeles County, California and Consultant hereby consents to jurisdiction in Los Angeles County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement on the dates set forth below. ///
///
///
///
///
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Professional Services Agreement – Consultant Services
Approved For Use 11/15/16
“City”
CITY OF SOUTH PASADENA
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:_______________________________
“Consultant”
PUBLIC SECTOR PERSONNEL
CONSULTANTS (PSPC)
By:________________________________
Signature
Printed:_____________________________
Title:_______________________________
Date:_______________________________
Attest:
By:__________________________________
Mark Perez
Deputy City Clerk
Date:________________________
Approved as to form:
By:__________________________________
Roxanne Diaz, City Attorney
Date:________________________
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EXHIBIT A
SCOPE
A. SCOPE OF THE PROJECT
Total compensation survey and competitiveness analysis; salary range recommendations; fiscal impact estimates and multiple implementation scenarios; updated classification and compensation plan and classification and compensation plan implementation support for all included employees in all job classifications.
B. COMPENSATION SURVEY AND ANALYSIS
1. City Involvement in Compensation Plan Development
We will obtain policy direction from the City Council, Human Resources staff, and/or City Officials on the following key components of the salary plan development process:
• Comparator Employer Selection
• Benchmark Job Class Selection
• Compensation Competitiveness Policy
• Salary Structure Selection
• Job Evaluation Method-Salary Plan Linkage
• Draft Compensation Plan Review / Critique
• Total Compensation Points for Analysis
• Project Implementation Plan
2. Comprehensive Compensation Survey
We will collect the complete pay plans from each of the City's comparators and build a custom survey database to ensure accuracy and completeness, unique to the City's job classifications.
a. Data Collection Protocol will be developed in consultation with the City's project leaders to determine which salary data elements to include, such as:
Total Compensation Information (to be finalized with City Project Team / for approval)
• Salary grade/step or open range salary plan structure • Salary range structure Minimum, Midpoint, and Maximum • City-supported benefits such as health insurance premiums and pension contributions
• Paid time off, add pay, certification pay, longevity, flexible work, telework b. Benchmark Job Selection will be made by identifying City job classes common to its employment competitive public and private employers in the immediate area and throughout the region or State, clearly identifiable, and representative of standard occupational job groups.
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c. Comparator Employers Identification or Confirmation will be made in partnership with City staff, or per agreed upon lists from bargaining, and/or by research and input from PSPC.
d. Compensation Data Collection will be made by one or more of the following methods:
• Pre-survey contact with the selected comparator employers to solicit participation in the City's compensation survey{s)
• Extraction from the pay plans of designated public employers. • Customized salary and total compensation and benefits survey requests for local governments and other public employers, distributed by mail, fax, and e-mail.
• As desired, additional data extraction from established salary surveys and commercial survey sources such as Watson Wyatt, ERi, etc. e. Data Quality Control includes editing data for accuracy and proper matching to the City’s survey benchmark jobs, and phone/fax/E-mail follow-ups for data clarification and to obtain comparators’ benchmark job descriptions.
3. Prevailing Rates Calculation
We will consolidate the compensation data from all sources, enter the information into the EZ COMP™ program, and compute the prevailing rates, inclusive of costof-living differentials, as the statistical mean of the survey data for each benchmark job class. Data will be projected forward from the date of collection to a common date relating to the City's salary plan year by the annual Prevailing Rate Increase Factor {PRI) applicable at that time.
4. Compensation Competitiveness Comparison
We will provide the City with charts comparing its current salary structures to those of the selected public and private comparator employers. We will calculate the extent that the City's offerings vary from the prevailing rates and practices of other relevant employers.
C. PAY PLAN DEVELOPMENT
a. Compensation Competitiveness Policy
We will assist the City to select a compensation competitiveness policy which best fits its compensation strategy and financial resources, by providing fiscal impact estimates at various percentage relationships to the prevailing rates. b. Salary Plan Structure Development
We will review the City's current wage plans and 1) utilize the City's current wage plan structures to identify internally equitable and externally competitive salary ranges for each City job class or 2) prepare alternative salary range structures and 15 - 21
schedules for the City to select the best fit for its competitiveness strategy, with these optional criteria:
• Method of administration, i.e.: measured job performance, longevity, or skill • Width of the salary ranges, grades, or broad bands, from Minimum to Maximum
• Varying salary range widths for FLSA non-exempt or exempt positions • Open salary ranges for pay-for-performance or variable compensation plan • If steps within the salary ranges, number of steps, percentage separation • Number of salary ranges, grades, or broad bands in the salary schedule • Percentage of separation between salary ranges, grades or broad bands • Recognition for longevity, unique assignments, and special skill requirements
c. Salary Range Assignment Development
We will assign each job classification to a salary range in the City's current or selected new salary structure on the basis of a combination of factors, including:
• the prevailing rates for the benchmark job classes
• its current relationship to similar or occupationally related job classes • the 15% guideline for salary range separation between sequential job classes the 25% guideline for salary separation of a department head job class
d. Implementation Plan Development
We will consult with the Human Resources and Project Team on a plan for transition to the recommended plan, including a timetable for the principal activities, employee communication, impact on budget processes, and estimates of required financial
D. REPORTS AND PRESENTATIONS
1. Draft and Final Report Preparation
We will provide the City's project leader(s) with a draft of our report for review and critique, including the classification plan, compensation market data, salary comparison tables, fiscal estimates, salary range listings, and implementation procedures. We will incorporate their critique into the development of a final report summarizing the project's findings, recommendations, and detailed description of the City's updated position classification and compensation plans.
2. Final Report Presentations
We will conduct a workshop or formal presentation of our final report and recommendations to the Human Resources staff, City Officials, and employees. 15 - 22
3. EZ COMP™ Program Installation
We can install our EZ COMP™ program and project files on one of the Human Resources Department's computers and provide training to key staff in the maintenance and update of the classification and compensation plan.
4. Implementation Warranty
To ensure effective implementation of the new plan, we will analyze, evaluate, and provide a salary range recommendation for any new or changed job class, at no cost to the City for one year.
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EXHIBIT B
COST PROPOSAL
A. PROJECT COST ESTIMATE
We estimate that the project’s total cost, including all fees for professional services reimbursement for out-of-pocket expenses, will not exceed the indicated amounts.
Major Project Components
• Kick off Meetings, Employee Briefings $3,000
• Total Compensation Survey $50,000
• From Surveys, Compensation Plan, Draft Reviews, Final Presentations $10,000 Base Cost: $63,000
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16 16 - 1
Amendment to Agreement with Acorn
February 7, 2024
The Agreement also provides for additional services not covered as part of the ongoing services at a pre-established hourly rate. The additional services requested under this Second Amendment is pursuant to those hourly rates, which range from $90 to $125 an hour. Those hourly rates have remained the same since 2021.
Analysis
An amendment is requested for the provision of additional services in an amount not to exceed $354,400, a one-time cost. This cost request is to compensate Acorn for the professional services it has already provided to-date, as well as additional services required for the implementation of network hardware upgrades in the 2023-2024 Fiscal Year. The projects to be funded with the proposed second amendment consist of the following:
• Server Operating Systems Rebuild
• Azure Migration to Cloud Based Services
• Network Replacements of End-of-Life Equipment
• VoIP Implementation Assistance
• Antivirus/ Cybersecurity Software Implementation
• Secure Sockets Layer (SSL) Certification Renewal
• Software Licenses Renewals
• Microsoft Teams Setup
The services required are essential network upgrades required for the various IT infrastructure projects. The continuation of these additional services will ensure there are no network disruptions, and reduces the risk of IT system failures. These network hardware upgrades were required in order to implement and enhance the City's information technology systems. This work advanced several critical projects and have improved the efficiency and reliability of the City's IT infrastructure, which impacts both internal operations and the delivery of services to the community.
City staff has been satisfied with Acorn's customer service and expertise, and recommends that the City Council approve this amendment that has facilitated the network upgrade projects within the City's IT infrastructure.
It should be noted that the current agreement is set to expire on June 30, 2024, and staff plans to issue a Request for Proposal in the upcoming months to ensure the City is receiving high-quality IT support.
Fiscal Impact
No additional appropriation is required for this contract amendment. The Management Services Department has sufficient appropriated funds for these services. This proposed amendment will be funded through a combination of budgeted Information Technology funds, as well as Capital Improvement Project (CIP) funds budgeted for the new phone system.
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Amendment to Agreement with Acorn
February 7, 2024
Key Performance Indicators and Strategic Plan
This item aligns with Strategic Plan priorities “6d” Improve Technology. The City is underway with several significant technology improvement projects and is working closely with Acorn to implement them successfully.
Commission Review and Recommendation
This item was not reviewed by a commission or board.
Attachment: Proposed Second Amendment
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ATTACHMENT 1
Proposed Second Amendment
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SECOND AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH ACORN TECHNOLOGY
SERVICES FOR ADDITIONAL SERVICES
THIS SECOND AMENDMENT (“Amendment”) is made on this 7th day of February 2024, by and between the CITY OF SOUTH PASADENA (“CITY”) and ACORN TECHNOLOGY SERVICES. (“CONSULTANT’).
RECITALS
WHEREAS, on April 21, 2021, the CITY and CONSULTANT entered into a Professional Services Agreement (“Agreement”) for CONSULTANT to perform management of information technology services and support; and WHEREAS, on May 17, 2023, the Agreement was amended to properly reflect the costs incurred by the City from the Consultant and therefore the total annual amount was modified to an amount not to exceed $306,808 annually for information technology services and support (collectively “Agreement”); and
WHEREAS, the Agreement permits the City to request additional services not otherwise provided for in the Agreement at an established hourly rate; and WHEREAS, the City desires to obtain additional services from Consultant for certain network hardware upgrade projects in order to implement and complete the City’s IT initiatives (“Additional Services”) in an amount not to exceed $354,400;
NOW THEREFORE, THE CITY AND THE CONSULTANT AGREE AS
FOLLOWS:
Section 1. Section 3.4 of the Agreement entitled “Compensation” is hereby amended to read as follows:
““Compensation”: The total annual compensation and costs payable to Consultant by City for the Services rendered pursuant to this Agreement, shall be in the amount not to exceed of Three Hundred and Six Thousand Eight Hundred and Eight Dollars $306,808 annually. For the Additional Services described in the Second Amendment to the Agreement that are requested by the City and set forth in a change order, the City shall compensate Consultant for such services pursuant to the hourly rates set forth in the Agreement, not to exceed a maximum amount of Three Hundred and Fifty-Four Thousand Four Hundred Dollars ($354,400). Such 16 - 7
Additional Services shall be provided to City by Consultant pursuant to the terms of the Agreement.”
Section 2. All other terms, conditions, and provisions of the Agreement to the extent not modified by this Amendment, shall remain in full force and effect. “City”
City of South Pasadena
By:________________________________
Signature
Printed: Arminé Chaparyan
Title: City Manager
“Consultant”
Acorn Technology Services
By:______________________________
Signature
Printed: Mickey McGuire
Title: Consultant
Attest:
By:__________________________
Mark Perez , Deputy City Clerk
Approved as to form:
By:___________________________
Roxanne Diaz, City Attorney
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City Council
Agenda Report ITEM NO. ____
DATE: February 7, 2024
FROM: Evelyn G. Zneimer, Mayor
PREPARED BY: Luis Frausto, Management Services Director SUBJECT: Consideration of Approval of Mayor’s List of City Council Liaison and Regional Group Appointments
Recommendation
It is recommended that the City Council:
1. Approve the Mayor’s list of City Council Liaison and Regional Group Appointments to various commissions, boards, and committees; and
2. Adopt a Resolution, superseding Resolution No. 7812, appointing delegates, representatives, and alternates as official representatives of the City of South Pasadena.
Executive Summary
This is a list of appointments made by the Mayor for the City Council Liaison and Regional Group lists.
Background
At the beginning of every Mayoral term, appointments are made to various commissions, boards, committees, and regional groups for the calendar year. The majority of the appointments are recommended by the Mayor for Council approval; however, several agencies and organizations do require City Council action by resolution. In addition, some appointments are voted by the regional group and are listed on the Mayor’s appointment list for informational purposes only.
Analysis
The Mayor has submitted her list of City Council Liaison and Regional Group Appointments to the City Clerk’s Division. This is a routine annual item that requires approval by the City Council.
Fiscal Impact
Expenses for attending regional meetings are budgeted on an annual basis in the City Council budget.
Attachments:
1. List of Proposed City Council Liaison & Regional Group Appointments
2. Resolution
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ATTACHMENT List of Proposed City Council Liaison & Regional Group Appointments 17 - 3
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Liaison and Regional Group Appointments
Evelyn G. Zneimer, Mayor
February 7, 2024 to December 2024
City Commissions, Boards, and Committees Appointed Liaison Cultural Heritage Commission Donovan
Community Services Commission Donovan
Design Review Board Cacciotti
Finance Commission Braun
Fourth of July – Festival of Balloons Committee
*Pivoted to staff and volunteers in 2023
No Council Liaison
Mobility and Transportation Infrastructure Commission Zneimer Library Board of Trustees Primuth
Natural Resources and Environmental Commission Cacciotti Planning Commission Primuth
Public Art Commission Braun
Public Safety Commission Braun
Public Works Commission Zneimer
South Pasadena Tournament of Roses Committee Zneimer
Ad Hoc/Committees and other assignments Appointed Liaisons Ad Hoc Committee: SB 381 Implementation Committee
& Legislative Fix of SB 381 Sale of CalTrans Properties Primuth and Braun
Ad Hoc Committee: City Council and South Pasadena Unified School District
Primuth and Donovan
Ad Hoc Committee: Mission-Meridian Village Subcommittee (08/14/2013)
Donovan
Representative: South Pasadena Chamber of Commerce –
Legislative
Primuth
Representative: South Pasadena Chamber of Commerce –
Economic Development
Braun
Representative: South Pasadena Chamber of Commerce –
Chamber Board
City Manager/Deputy
City Manager
Ad Hoc Committee: Library (12/20/2023) Braun and Zneimer Metro Gold Line Technical Advisory Committee (TAC) City Manager and Tamara Binns
City Council Sub Committee: Economic Development Braun and Zneimer Regional Groups – Appointment by City Appointed
Liaison Alternate(s)
Arroyo Verdugo Communities Joint Powers
Authority Governing Board Primuth Cacciotti
California Contract Cities Legislative Committee Primuth Donovan 17 - 5
Liaison and Regional Group Appointments
Foothill Employment and Training Consortium
Policy Board Zneimer Braun
Los Angeles County City Selection Committee Zneimer
(always Mayor) Cacciotti
∆
Los Angeles County Sanitation Districts, Board of
Directors, District 16
Zneimer
(always Mayor) Donovan
CalCities, Los Angeles Division and Annual
Conference Braun Primuth
∆
Metro Gold Line Phase II Joint Powers Authority
(JPA) Cacciotti Primuth
Metro Gold Line Construction Authority
Mendel
Thompson,
Glendora Mayor
Paul Leon,
Ontario
Mayor
∆
San Gabriel Valley Council of Governments
Governing Board Zneimer Braun
∆
Southern California Association of Governments
General Assembly Cacciotti Braun
∆ San Gabriel Valley Mosquito and Vector Control
District
Robert S. Joe
(Resident)
(expires
12/31/2025)
Donovan
Clean Power Alliance
Donovan
Diana
Mahmud
(resident)
and Arpy
Kasparian
(staff)
Regional Groups –Appointment by Regional Group Appointed Liaison Alternate(s)
∆ Arroyo Verdugo Communities Joint Powers
Authority Appointed Representative to the
Southern California Association of Governments
(SCAG) Policy Committee (TC)
Zneimer Donovan
Santa Monica Mountains Conservancy Advisory
Committee Cacciotti Zneimer
∆
South Coast Air Quality Management District
San Gabriel Valley Board Member Cacciotti TBD
Metro San Gabriel Valley Service Council
John Harrington,
San Gabriel
Mayor
N/A
Requires FPPC Form
Council vote
Board Member is current Mayor; Alternate is appointed by Mayor Voted by Regional Group
∆ Stipend
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ATTACHMENT Resolution
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RESOLUTION NO. XXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTH PASADENA, CALIFORNIA, APPOINTING DELEGATES,
REPRESENTATIVES, AND ALTERNATES AS OFFICIAL
REPRESENTATIVES OF THE CITY OF SOUTH PASADENA,
SUPERSEDING RESOLUTION NO. 7812
WHEREAS, the City Council of the City of South Pasadena (City) at its regular meeting of December 20, 2023, reorganized as follows: Evelyn G. Zneimer, Mayor; Jack Donovan, Mayor Pro Tem; Jon Primuth, Councilmember; Janet Braun, Councilmember; and Michael Cacciotti, Councilmember; and WHEREAS, with the reorganization, the Mayor and the City Council make appointments to various agencies and organizations for the Mayoral term; and WHEREAS, several agencies and organizations require that the City Council formally approve its official delegates, representatives, and alternates to represent the City.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SOUTH
PASADENA, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
SECTION 1. The City Council of the City of South Pasadena does hereby confirm and appoint the following persons as Governing Board Representative and alternate member of the SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS for the term indicated:
Governing Board
Representative
Alternate Term
Mayor Zneimer Councilmember Braun 2024
SECTION 2. The City Council of the City of South Pasadena does hereby confirm and appoint the following persons as delegate and alternate member of the LEAGUE OF CALIFORNIA CITIES, LOS ANGELES DIVISION for the term indicated:
Delegate Alternate Term
Councilmember Braun Councilmember Primuth 2024
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SECTION 3. The City Council of the City of South Pasadena does hereby confirm and appoint the following persons as board member and alternate board member of the LOS ANGELES COUNTY SANITATION DISTRICTS BOARD OF DIRECTORS, DISTRICT 16 for the term indicated:
Board Member Alternate Term
Mayor Zneimer Mayor Pro Tem Donovan 2024
SECTION 4. The City Council of the City of South Pasadena does hereby confirm and appoint the following persons as delegate and alternate member of the METRO GOLD LINE PHASE II JOINT POWERS AUTHORITY BOARD for the term indicated:
Delegate Alternate Term
Councilmember Cacciotti Councilmember Primuth 2024
SECTION 5. The City Council of the City of South Pasadena does hereby confirm and appoint the following persons as delegate and alternate member of the ARROYO VERDUGO COMMUNITIES JOINT POWERS AUTHORITY for the term indicated:
Delegate Alternate Term
Councilmember Primuth Councilmember Cacciotti 2024
SECTION 6. The City Council of the City of South Pasadena does hereby confirm and appoint the following persons as delegate and alternate member of the
SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS GENERAL
ASSEMBLY for the term indicated:
Delegate Alternate Term
Councilmember Cacciotti Councilmember Braun 2024
SECTION 7. The City Council of the City of South Pasadena does hereby confirm and appoint the following person as delegate member of the SAN GABRIEL VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT for the term indicated:
Delegate Alternate Term
Robert S. Joe
(Community Member)
Mayor Pro Tem Donovan 2024
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SECTION 8. The City Council of the City of South Pasadena does hereby confirm and appoint the following person as delegate member of the CLEAN POWER ALLIANCE for the term indicated:
Delegate Alternate Term
Mayor Pro Tem Donovan Diana Mahmud
(Community Member)
and Arpy Kasparian
(Staff)
2024
SECTION 9. The City Council of the City of South Pasadena does hereby confirm and appoint the following person as delegate member of the FOOTHILL EMPLOYMENT AND TRAINING CONSORTIUM POLICY BOARD for the term indicated:
Delegate Alternate Term
Mayor Zneimer Councilmember Braun 2024
SECTION 10. Pursuant to the appointments made above, the City Council of the City of South Pasadena does hereby adopt the completed Form 806 of the Fair Political Practices Commission, and directs staff to take all other actions necessary to comply with the requirements of any applicable laws and regulations.
SECTION 11. The City Council declares that this resolution supersedes Resolution No.7812, which represented the previous appointment of delegates, representatives, and alternates as official representatives of the City of South Pasadena.
SECTION 12. The City Clerk of the City of South Pasadena shall certify to the passage and adoption of this resolution and its approval by the City Council and shall cause the same to be listed in the records of the City.
PASSED, APPROVED AND ADOPTED on this 7th day of February, 2024.
Evelyn G. Zneimer, Mayor
ATTEST: APPROVED AS TO FORM:
Mark Perez, Deputy City Clerk Roxanne Diaz, City Attorney 17 - 11
I HEREBY CERTIFY Resolution No. XXXX was duly adopted by the City Council of the City of South Pasadena, California, at a regular meeting held on the 7th day of February, 2024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINED:
Mark Perez, Deputy City Clerk
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18 18 - 1
Appropriate Funds and Award Contract to National Auto Fleet Group in the Amount of $393,881
February 7, 2024
Gas (CNG) vehicles. It is well established that PEV’s substantially reduce energy and maintenance costs of fleet operations while simultaneously eliminating Greenhouse Gas Emissions (GHG). Transitioning to an all-PEV fleet now will significantly advance the City towards the primary goal of achieving GHG emissions targets by 2030.
The Division receives annual funding support through Los Angeles County Metropolitan Transportation Authority (Metro) Proposition A Local Return Program. Monies from Proposition A will be allocated for the purchase of the two new 2022 electric eight (8) passenger vans. Since 2013, the Division has consistently updated its fleet. Overall, staff has successfully removed all gasoline-fueled buses. The fleet is currently comprised of two CNG fuel vehicles and two PEV’s sixteen (16) passenger vans.
Analysis
The Dial-A-Ride Program offers low-cost rides to seniors and disabled residents.
Currently, the Transit Division owns and maintains four vehicles in its fleet. There are two buses and two vans used for everyday transportation of seniors to and from medical appointments, and other excursions within the jurisdiction of the City. Special trips are also scheduled to various museums and gardens such as the Huntington Library, Descanso Gardens, Los Angeles County Arboretum, and the Wrigley Mansion. Moreover, the buses are used to transport seniors to luncheons at the War Memorial Building and other special events and trips provided in collaboration with the Senior Services Division.
In addition to supporting the City’s Climate Action Plan, the purchase of a PEV van will provide stability in quality of service, as well as decrease the cost of maintenance expended by the Division on an annual basis. Although upfront capital costs are higher for electric battery buses, the total cost of ownership is expected to be lower than a Diesel or CNG bus due to high efficiencies, lower fuel cost, and reduced maintenance.
In terms of procurement, South Pasadena Municipal Code's Section 2.99-29(19) and the City's Purchasing Policy permit the City to engage in cooperative procurement. This allows the City to adopt another public agency’s competitive bidding process for its acquisitions.
Sourcewell was created as a cooperative purchasing programs that bring together state purchasing officials from across the United States to solicit and award competitive bids collectively. The Sourcewell Cooperative Purchasing Program offers public sector agencies numerous benefits through cooperative purchasing. Leveraging cooperative master purchasing agreements enables cities to capitalize on the combined buying strength of several entities, achieving superior pricing and contract terms. This efficient system minimizes administrative burdens, guarantees uniform quality and standards, and speeds up procurement. This ensures cities can quickly access vital goods and services with fiscal prudence. Often referred to as "piggy-back agreements", these arrangements allow one agency to benefit from the pricing of another agency’s competitively bid contract. Accordingly, the City intends to adopt the pricing and terms specified in the 18 - 2
Appropriate Funds and Award Contract to National Auto Fleet Group in the Amount of $393,881
February 7, 2024
Sourcewell Cooperative Purchasing Program. Through Sourcewell, NAFG will be the vendor from which the City will purchase these vehicles.
Dial-A-Ride fleet currently has two larger vehicles that hold sixteen passengers. The first is a 2017 Phoenix PEV that was purchased in 2016. The second is a 2021 Phoenix PEV that was purchased in 2021 and was delivered on January 30, 2023. The remaining one vehicle in the fleet is a 2014 VPG (Vehicle Production Group) MV1. The MV1 is a Certified Natural Gas Vehicle. Based on what is listed on the Department of Transportation’s website, the MV1s have exceeded their useful life bench marker of five years. Staff is recommending retaining one MV1 as a backup vehicle.
Alternatives
City Council may also consider the following alternatives to this recommendation or any others they may discuss as a part of this report:
1. Maintain the status quo and not purchase buses;
2. Look at purchasing smaller vehicles; or
3. Purchase two larger-sized vans.
Fiscal Impact
The fiscal impact for FY 23/24 would require the appropriation of $393,881 from Proposition A to Account No. 205-8030-8024-8540, for the purchase of two eightpassenger ADA-compliant PEVs. An application has been submitted but not approved for the Hybrid and Zero Emissions and Bus Vouchered Program (HVIP). If the HVIP is approved, the City will receive a rebate of $90,000. No General Fund monies are being used for this project.
Key Performance Indicators and Strategic Plan
This item is in line with the Community Services Department Key Performance Indicators for pursuing the electrification of the city fleet as identified in the Fiscal Year 2023-2024 Budget, or under Environmental/Climate Action as Adopted in the 2021- 2026 Strategic Plan.
Commission Review and Recommendation
This matter was not reviewed by a Commission.
Attachments:
Make/Model & Year Van # Passenger Type Mileage Surplus
2012 VPG MV1 78 4 CNG 79,133 Yes
2014 VPG MV1 79 4 CNG 64,569 No
2017 Phoenix Plug-in
Vehicle
80 16 Electric 38,235 No
2021 Phoenix Plug-in
Vehicle
81 16 Electric 10,152 No
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Appropriate Funds and Award Contract to National Auto Fleet Group in the Amount of $393,881
February 7, 2024
1. Quote from National Auto Fleet Group
2. Sourcewell Contract with National Auto Fleet Group
3. Municipal Code Section 2.99-29(19) and Corresponding Purchasing Policy 18 - 4
ATTACHMENT 1
Quote from National Auto Fleet Group
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ATTACHMENT 2
Sourcewell Contract with National Auto Fleet Group
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091521-NAF
Rev. 3/2021 1
Solicitation Number: RFP #091521
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive, Watsonville, CA 95076 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires November 8, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
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091521-NAF
Rev. 3/2021 2
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be
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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;
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x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.
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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.
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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms
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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is
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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.
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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names
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091521-NAF
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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
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091521-NAF
Rev. 3/2021 17
and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S. Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
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22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
Sourcewell 72 Hour LLC dba: National Auto
Fleet Group
By: __________________________ By: __________________________ Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager
Date: ________________________ Date: ________________________ Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
18 - 26
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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC
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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC
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ATTACHMENT 3
Municipal Code Section 2.99-29(19) and
Corresponding Purchasing Policy
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it makes sense to do so. In any event, using departments should keep records of prospective bidders who contact the City to specifically request being included on a bidder’s list for future business opportunities. The department should review and update the bidder’s list annually.
Note: Given the City’s participation in CUPCCAA, the Public Works Department is required to establish and maintain lists of qualified contractors, identified by category of work, and provide notice to them of bidding opportunities for construction projects.
Recordkeeping
Using departments must retain bid documents in accordance with the City’s records retention schedule.
Competitive Bidding Solution (E-Procurement)
As part of the City’s efforts to continually evaluate processes and procedures for efficiency improvements, Finance Department staff will partner with the City Clerk and other staff members to assess e-procurement solutions to determine whether such a system should be procured for administering competitive bidding processes. Any such system shall adhere to the purchasing requirements specified in this document.
F. Purchasing Related Programs, Procedures and Requirements This section of the manual includes information on purchasing-related programs and procedures.
Purchase Requisition and Purchase Order Required
Unless procured by City-issued purchasing card, all purchases of goods and services greater than $2,500 require the submittal of a properly completed purchase requisition form and approval of a purchase order by the Purchasing Agent. Purchasing agent shall develop workflow processes.
Use of Blanket Purchase Orders
Blanket purchase orders are term contracts (usually for one year) for goods and/or services that can be purchased as needed throughout the year, as opposed to purchase orders that are used for onetime purchases. Blanket purchase orders are typically used for operational supplies such as hand tools, equipment, parts for equipment, etc., but can also be evaluated for other supplies that are required by using departments.
Local Vendor Purchasing Preference
Purchases from South Pasadena vendors are strongly encouraged where competitive prices and quality are apparent. When general funds are used for a purchase, local (in-city) vendors will be given a five percent preference of the quoted price. The cost of doing business in the City of South Pasadena is acknowledged to be considerably higher compared to the cost of doing business outside of the city. As further rationale for local preference is that one percent of the sales tax on most acquisitions returns to the City General Fund as revenue, effectively reducing the procurement cost.
Cooperative Procurements (“Piggybacking”)
The use of cooperative purchasing programs is encouraged as a way to obtain goods and/or services by aggregating volume, securing value pricing and reducing administrative overhead. Cooperative purchasing methods generally include the use of another public entity’s (local or state) competitive bidding process to establish a contract with that agency’s awardee (also known as “piggybacking”). 18 - 45
Additionally, there are numerous regional and national purchasing cooperatives that offer cost free memberships to access databases of available goods and/or services. Examples of state contracts and purchasing cooperatives include:
California Multiple Award Schedules (CMAS) of the Department of General Services (DGS), OMNIA Partners, Public Sector (formerly U.S. Communities), Sourcewell (formerly National Joint Partners Alliance), NASPO ValuePoint (formerly WSCA-NASPO, or the Western States Contracting AllianceNational Association of State Procurement Officials), and nppgov (national cooperative based in Seattle, WA)
Non-competitive Procurements
Non-competitive procurements represent purchases made without competitive bidding where it may otherwise be required. Examples of such procurements are provided below.
Sole source. A sole source procurement represents a purchase that can only be obtained from a single source.
Single source. A single source procurement represents a purchase that can be obtained from more than one source, but a decision is made to source the purchase based on compelling factors such as price/value, degree of specialization or technical expertise, or product standardization.
Cooperative procurements. Cooperative purchases leverage competitive bidding conducted by another agency, as specified above.
The City Manager or designee may authorize the purchase of goods and services up to $30,000 without competitive bidding if it is in the best interest of the City. The purchasing department must provide a written description explaining why competitive bidding is not in the City’s best interest.
Sourced purchases of goods and services greater than $30,000 must be approved by the City Council.
When submitting a purchase requisition for a sourced purchase, using departments must provide a written justification that explains why the procurement cannot be competitively bid.
Procuring Goods or Services During Emergencies
Emergency events that pose threats to life or property may require immediate purchases without complying with competitive bidding or other policy requirements. Requirements for making purchases in emergency situations are contained in Articles XI (Purchasing) and XIII (Awarding Public Works Contracts)
(https://www.codepublishing.com/CA/SouthPasadena/#!/SouthPasadena02.html). Emergency contracts may be subject to Public Contract Code Section 1102 and 22050.
Note: During declared disasters where the City may seek reimbursement from the Federal Emergency Management Agency (FEMA), many purchases must be procured using competitive bidding methods as established by the granting agency.
Environmentally Preferable Purchasing
In seeking to encourage the preservation and improvement of the environment, the City is establishing an Environmentally Preferable Purchasing Policy (EPP). The overall objective of the EPP is to help ensure that City purchases:
18 - 46
South Pasadena City Code 2.99-29 Purchasing system. Page 10 of 11 Procedures Prohibited. Purchases of supplies, materials, equipment or services shall not be split into smaller orders or components for the purpose of avoiding competitive bidding or more rigorous purchase procedures. (17) Equipment Leasing Agreements.
(a) As used in this section:
1. "Leasing of nonpurchasable equipment" means equipment which is available through "lease only" plans;
2. "Leasing purchasable equipment" means equipment which can be acquired through "lease with option to purchase" type plans; (b) Equipment Leasing. Leasing of purchasable or nonpurchasable equipment shall be in accordance with subsections (7), (8), (9), (10) and/or (19) of this section.
(18) Maintenance Agreements.
(a) As used in this section, "maintenance agreements" means agreements with maintenance service providers for the maintenance of city equipment in good operating condition subject to terms and conditions agreeable to both the provider and the city.
(b) Maintenance agreements shall be signed or terminated before agreement expiration by the purchasing agent with prior approval of the department head responsible for the equipment.
(19) Noncompetitive Procurements. Nothing contained in this section shall prohibit procurement made by sole source, single source, or cooperative procurement methods as addressed through and in accordance with the purchasing policy, where competitive bidding may otherwise be required. (20) Library Books and Periodicals. The city librarian may purchase library books, periodicals, audiovisual, CD-ROM, and electronic format materials in accordance with the budget approved by the city council. (21) Nothing contained in this section shall prohibit the city from purchasing supplies, services or equipment, without complying with the herein bidding procedure, from a supplier who offers the same or better price, terms and/or conditions as the supplier previously offered as the lowest responsible bidder under competitive procurement conducted by another city or public agency; provided, that the competitive procurement process of the other agency meets "he South Pasadena City Code is current through Ordinance No. 2373, and legislation passed through February 1, 202� 18 - 47
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19 19 - 1
SP Chamber of Commerce Agreement for Farmers’ Market
February 7, 2024
The Chamber of Commerce hires a market operator to manage the market, and works with the City’s Public Works, Police and City Manager’s Office to review and approve traffic control plans, and address any traffic or safety concerns related to the weekly market. The Chamber is responsible to ensure oversight and compliance with Los Angeles County Public Health requirements for food handling, restroom access and hand/ware washing, and has been able to meet these requirements with a longstanding agreement with nearby businesses, as well as the Iron Works Facility (Cityowned, leased to the South Pasadena Preservation Foundation, SPPF).
An agreement between the Chamber and the SPPF regarding use of the facility to support the Farmers Market for restroom use and market close-out operations ended and went month-to-month in Fall 2021, and the access and agreement for use of the facility ended in July 2022. The SPPF and the Chamber have not been able to come to an agreement on the use of the facility to support the Farmers Market to-date. The City has also been on a month-to-month agreement with the SPPF on the lease of the facility since Fall 2022, and continues negotiations on the facility use for a new agreement, which may incorporate some Farmers Market support elements.
Also, a few months ago, City staff was apprised that the SPPF had been bearing the utility cost for both the Museum facility, and the costs associated with powering the Farmers Market outlets. In negotiations and discussions with SPPF Board Members and the City Council, staff is committed to making the SPPF whole of these costs, once an agreement has been executed, and on an ongoing basis, utilizing the 7% fees paid by the Chamber to the City.
Analysis
Since the end of the agreement, the Chamber has been utilizing nearby businesses as well as incorporating the weekly rental of portable toilets, into the ongoing costs of the Market, at a rate of $550 per week ($410 portable restrooms, $140-150 businesses).
The Chamber states that this is a 65% increase to the cost of these items to the Chamber/ Farmers Market, and suggests an impact to future programming and events, such as the Eclectic Music Festival.
At this time, the Chamber is requesting that the City Council consider reduction of the 7% gross receipts provision in the existing five-year agreement, to make up for the increased cost of restrooms to support the Farmers Market.
Fiscal Impact
According to the current Agreement, the South Pasadena Chamber of Commerce will pay the City a total sum equal to 7% of gross revenues which includes payments made to the Chamber of Commerce by vendors or derived through sponsorships and special events associated with operation of the South Pasadena Farmers’ Market. The 7% of gross revenues includes 5% of gross revenues for use of the right-of-way, and 2% of gross revenues received by the Chamber of Commerce are placed in the City’s Capital 19 - 2
SP Chamber of Commerce Agreement for Farmers’ Market
February 7, 2024
Improvement Account. These revenues are to be paid to the City within 15 days after the close of each quarter.
The Chamber of Commerce pays the City about $24,000 annually through this cumulative 7% gross receipts, and any decrease in this percentage will impact those revenues to the City. Additionally, the City holds an annual financial agreement with the Chamber of Commerce for economic development activities and events, which is negotiated on an annual basis; the financial benefit to the Chamber for FY 2023-24 is $128,500. Any change to the 7% gross revenues paid to the City and retained by the Chamber will result in a change to the overall financial benefit to the Chamber.
Attachments:
1. Memo from South Pasadena Farmers Market
2. 2022-2027 Agreement for Farmers Market Operation
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ATTACHMENT 1
Chamber of Commerce Proposal
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ATTACHMENT 2
Farmers’ Market Agreement
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150734.1
AGREEMENT FOR OPERATION
OF
SOUTH PASADENA FARMERS’ MARKET
THIS AGREEMENT (“Agreement”) is made this 20th day of April, 2022 by and between the CITY OF SOUTH PASADENA (“City”) and SOUTH PASADENA CHAMBER OF COMMERCE (“Chamber”).
1. CHAMBER'S OBLIGATON. In exchange for the use of the City right-ofway and City’s approval of Chamber’s operation of a farmers’ market in the City, Chamber agrees to hold and supervise the SOUTH PASADENA FARMERS’ MARKET (“Market”) and to perform during the term of this Agreement, the tasks, obligations and services set forth in the body of this agreement and in the “Proposal” attached to and incorporated into this Agreement as Exhibit A (the “Proposal”). In addition, the Chamber will conduct, through the Market, a minimum of five (5) family-oriented events per year including but not limited to holiday themed activities and summer programming. Should there be a conflict between the obligations set forth in the Proposal and those included in the body of this Agreement, the provisions in the body of this Agreement shall take precedence.
2. TERM OF AGREEMENT. This Agreement shall have a term commencing on April 20, 2022 and terminating on June 30, 2027.
3. FAMILIARITY WITH WORK. By execution of this Agreement, Chamber warrants that
(1) The Chamber has successfully operated the Market since June 2010, and
(2) It carefully considered how the Market should be operated, and
(3) It fully understands the difficulties and restrictions attending the operation of the Market under this Agreement, and (4) It has proven it has technical competency and capacity to operate the Market according to all local, state and federal laws.
4. PAYMENT FOR APPROVAL AND USE OF RIGHT-OF-WAY. Chamber shall pay to City a total sum equal to 7% of gross revenues (payments made to the Chamber by vendors or derived through sponsorships and special events associated with the operation of the South Pasadena Farmers’ Market) received by Chamber for the operation of the Market (“Fee”), payable on quarterly basis to City for the use of City right-of-way and approval for the operation of the Market. Said fee shall be payable in two amounts as follows:
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a. Chamber shall pay to City a sum equal to 5% of gross revenues received by Chamber for the operation of the Market and the payment shall be due fifteen (15) calendar days after each quarter. b. Chamber shall also pay to City an additional sum equal to 2% of gross revenues received by Chamber for the operation of the Market, to be placed in a “Capital Improvement Fund” commencing with the first quarter of the Agreement. The payment shall also be due fifteen (15) calendar days after each quarter.
5. CAPITAL IMPROVEMENT ACCOUNT. The Chamber shall submit 2% of the revenues derived from the Market as indicated in Section 4(b) herein to the City’s Capital Improvement Account. Said account shall be managed by the City and decisions on how the fund is to be expended shall remain the sole discretion of the City with advisory input from the Chamber.
6. TIME FOR PERFORMANCE. Chamber shall not perform any work under this Agreement until Chamber furnishes proof of insurance as required under Paragraph “9” of this Agreement.
7. DESIGNATED ONSITE MANAGER. Chamber hereby designates Carole Gallegos as the Chamber’s current Onsite Manager, and said Manager shall be responsible for the Market operation and coordination with the City. Market operation shall be actually performed by, or shall be immediately supervised by, the Onsite Manager. Any change in the designated Onsite Manager must be approved by the City Manager of City.
8. HOLD HARMLESS; INDEMNIFICATION. Chamber hereby agrees to protect, indemnify and hold City and its employees, officers and servants free and harmless from any and all losses, claims, liens, demands and causes of action of every kind and character including, but not limited to, the amounts of judgment, interests, court costs, legal fees and other expenses incurred by the City arising in favor of any party, including claims, liens, debts, personal injuries, including employees of the City, death or damages to property (including property of the City) and without limitation by enumeration, all other claims or demands of every character occurring or arising directly out of the negligent acts, recklessness or willful misconduct of Chamber in the operation of the Market. This provision is not intended to create any cause of action in favor of any third party against Chamber or the City or to enlarge in any way the Chamber’s liability but is intended solely to provide for indemnification of the City for liability for damages or injuries to third persons or property arising from Chamber’s negligent operation hereunder.
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9. INSURANCE. Chamber shall procure and maintain at all times during the term of this Agreement insurance as set forth in Exhibit “B” attached hereto. Proof of insurance shall consist of a Certificate of Insurance provided on IOS-CGL form No. CG 00 01 11 85 or 88 executed by Chamber's insurer and in a form approved by, the City’s City Attorney.
10. LICENSES, PERMITS, AND FEES. Chamber shall obtain a City of South Pasadena Business License and any and all other permits and licenses required for the services to be performed under this Agreement.
11. ASSIGNMENT. This Agreement, the approvals granted by this Agreement and/or the operation of the Market may not be assigned. Any attempt by Chamber to assign this Agreement, the approvals granted by this Agreement and/or the operation of the Market without written approval of City is prohibited and shall be null and void.
12. FARMERS AND VENDORS. Chamber agrees to the following with regard to the Farmers and Vendors that participate in the operation of the Market:
a. The Chamber will assist the City in ensuring that all Farmers and Vendors comply with the City’s business license requirements, retail tax regulations and health code provisions; and
b. The ratio of Farmers (fresh produce and other certified agricultural products) to Vendors (packaged food and hot food) at each Market event shall be a Maximum of 80% Farmers to 20% Vendors, and a minimum of 50% Farmers to 50% Vendors.
c. The Chamber has worked to increase the number of quality farmers and certified producers. The current percentage of booth space occupied by agricultural products is 60%. The Chamber is agreeable to looking at further diversifying the variety and offerings at the Farmers’ Market, as availability of seasons produce and products allow.
13. OPERATIONS. Chamber agrees to take full responsibility for the following operational obligations:
a. Certified Farmers’ Market. Chamber shall ensure that the South Pasadena Farmers’ Market maintains its status as a “Certified Farmers’ Market.”
b. Day, Time and Location. The Market shall continue to operate on every Thursday and open to the public between the hours of 4:00 p.m. and 8:00 p.m. during Spring/Summer seasons and 4:00 p.m. and 7:00 p.m. during Winter/Fall seasons, with a setup time between 2:00 p.m. and 4:00 p.m. and a breakdown time between DocuSign Envelope ID: 0681EDA4-E752-4545-AD96-3B5E5A1EBA43 19 - 15
150734.1
8:00 p.m. and 10:00 p.m. Footprint of the Market shall remain the same and cannot be altered unless approved by City staff and City Council. The Market shall continue to operate on El Centro Street, between Mound Ave. and the Gold Line Stop and on Meridian Ave. between El Centro Street and Mission Street.
c. Parking. The Chamber will work with the City’s Public Works Department in reviewing the previously approved event Parking Management Plan. The Chamber will post signage to the parking lot, as well as host updated parking information on the Farmers’ Market website to help manage traffic and parking impacts for the event. The Chamber will continue to direct farmers, vendors and participants in locating and utilizing the off-street parking lots in the area, including the parking available at 1020 El Centro and on Meridian and Fairview. The Chamber will continue promotion of using the Gold Line. Information on the Market’s parking options will be added to the Farmers’ Market website, including use of the City’s parking maps to maximize the use of public parking areas. d. Street Closures and Site Layout. The Chamber shall be fully responsible to implement the City Approved street-closure plan. In addition, the Chamber shall ensure that all safety regulations are complied with including, but not limited to, compliance with fire lane requirements.
e. Electrical. The Chamber shall provide connection to electrical service for the Farmers and Vendors participating in the Market, commencing with the first Market operation under this Agreement.
The Chamber's payments to City pursuant to Paragraph 4 shall be inclusive of any Chamber electric utility costs.
f. Trash. The Chamber will coordinate with nearby businesses and the City Trash Collector to ensure that all trash generated by the Market operation is thoroughly cleaned up and disposed of properly. The Chamber will ensure that Farmers and Vendors comply with the ban on Polystyrene (Styrofoam), and City Ordinance No. 2269 prohibiting the use of single-use plastic bags. g. Restrooms. The Chamber will make arrangements for access to sufficient restroom facilities for farmers, vendors and participants through the Heritage Museum and other viable locations within the footprint of the Market. Chamber will monitor restroom needs, and temporary restrooms may be utilized in warmer months, when Market attendance and length of visits (including related picnicking and general community gatherings) typically increase. In the event DocuSign Envelope ID: 0681EDA4-E752-4545-AD96-3B5E5A1EBA43 19 - 16
150734.1
that additional restrooms are deemed necessary, the Chamber will communicate and work with the City on addressing the need. h. Intellectual Property Rights. Logos and any other form of creative media referring to the South Pasadena Farmers’ Market shall remain the property of the City during and after should the agreement be terminated.
i. Compliance with Health Guidelines. The Chamber shall comply with health regulations and guidelines issues by the Los Angeles County Department of Public Health considering the ongoing COVID-19 pandemic that began in 2020. The Chamber will ensure to continue making necessary adjustments and modifications to components of the market including selecting specific vendors, coordinating the safe layout of booths with social distance guidelines, limitation of Market hours if needed, staffing adjustments, and restrictions on gatherings and events. j. Duty to Notify. In operating the Market, the Chamber shall notify the City of any dangerous condition of public property of when it becomes aware.
14. RECORDS AND INSPECTIONS. Chamber shall maintain full and accurate financial records with respect to all Market operations covered under this Agreement. City shall have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Chamber shall maintain an up-to-date list of key personnel and telephone numbers for emergency contact after normal business hours.
15. REPORTS. On or before April 15th of each year, following the commencement of this Agreement, the Chamber, at its own expense, shall furnish to City a certified financial report of the Market operations. In addition, the Chamber shall furnish City with quarterly financial updates of the Market operation with the payment of the quarterly Fee to City and shall include a financial report of Market Operations in its annual report to the City. In addition, from time to time, the City may request certain added procedures for examination and reports of financial and statistical information concerning the Market.
16. AUDIT OR EXAMINATION. Chamber shall keep all records of funds received from the Market and make them accessible for audit or examination for a period of three years after final payments are issued and other pending matters.
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17. NOTICES. All notices given or required to be given pursuant to this Agreement shall be in writing and may be given by personal delivery or by mail. Notice sent by mail shall be addressed as follows:
City: Arminé Chaparyan, City Manager
City of South Pasadena
1414 Mission Street
South Pasadena, CA 91030
(626) 403-7210
Chamber: Laurie Wheeler, Executive Director
South Pasadena Chamber of Commerce
1121 Mission Street
South Pasadena, CA 91030
(626) 441-2339
If the name of the principal representative designated to receive the notices, demands or communications, or the address of such person, is changed, written notice shall be given within five (5) working days of said changes.
18. APPLICABLE LAWS, CODES AND REGULATIONS. Chamber shall perform all services described in accordance with all applicable laws, codes and regulations required by all authorities having jurisdiction over the Services.
19. NON-DISCRIMINATION. In the performance of this Agreement, Chamber shall not discriminate against any employee, subcontractor, operator or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age physical or mental handicap, medical condition, or sexual orientation. Chamber will take affirmative action to ensure that subcontractors, operators and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
20. MODIFICATION OF AGREEMENT. This Agreement may not be modified, nor may any of the terms, provisions or conditions be modified or waived or otherwise affected, except by a written amendment signed by all parties.
21. WAIVER. Iff at any time one party shall waive any term, provision or condition of this Agreement, either before or after any breach thereof, no party shall thereafter be deemed to have consented to any future failure of full performance hereunder.
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22. COVENANTS AND CONDITIONS. Each term and each provision of this Agreement to be performed by Chamber shall be construed to be both a covenant and a condition.
23. RIGHT TO TERMINATE. City and/or Chamber may terminate this Agreement at any time, with or without cause, in its sole discretion, with ninety (90) days written notice.
24. GOVERNING LAW. This Agreement shall be governed by and construed in accordance with laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Los Angeles. In the event of litigation in a U.S. District Court, exclusive venue shall lie in the Central District of California.
25. LITIGATION FEES. Should litigation arise out of this Agreement for the performance thereof, the court shall award costs and expenses, including attorney’s fees, to the prevailing party. In awarding attorney’s fees, the court shall not be bound by any court fee schedule but shall award the full amount of costs, expenses and attorney’s fees paid and/or incurred in good faith. “Prevailing Party” shall mean the party that obtains a favorable and final judgment or order from a court of law described in paragraph “24.” This paragraph shall not apply and litigation fees shall not be awarded based on an order or otherwise final judgment that results from the parties’ mutual settlement, arbitration, or mediation of the dispute.
26. SEVERABILITY. If any provision of this agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions nevertheless will continue in full force and effect without being impaired or invalidated in any way.
27. FORCE MAJEURE. The respective duties and obligations of the parties hereunder shall be suspended while and so long as performance hereto is prevented or impeded by strikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due.
28. INTEGRATED AGREEMENT. This Agreement, together with Exhibits “A,” and “B” supersede any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representation by any party, which is not embodied herein, nor any other agreement; statement or promise not contained in this Agreement shall be valid and binding. Any modification of the Agreement shall be effective only if it is in writing and signed by all parties.
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150734.1
Dated: _____________________ “CITY”
By: _______________________
Arminé Chaparyan
City Manager
Dated: _____________________ “CHAMBER”
By:_________________________
Andrew Berk
Chair, Board of Directors
APPROVED AS TO FORM:
______________________________
Andrew Jared
City Attorney
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7/18/2022
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150734.1
EXHIBIT “A”
PROPOSAL
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150734.1
EXHIBIT “B”
INSURANCE REQUIREMENTS
Additional Insured Status: The Chamber shall obtain, maintain, and keep in full force throughout the duration of the term of the Agreement, liability insurance covering the Chamber and, with the exception of Professional Liability Insurance, designating City including its elected or appointed officials, directors, officers, agents, employees, volunteers, or Chambers, as additional insured against any and all claims resulting in injury or damage to persons or property (both real and personal) caused by any aspect of the Chamber 's work or operations in amounts no less than the following and with such deductibles as are ordinary and reasonable in keeping with industry standards. It shall be stated, in the Additional Insured Endorsement, that the Chamber’s insurance policies shall be primary as respects any claims related to or as the result of the Chamber’s work.
Any insurance, pooled coverage or self-insurance maintained by the City, its elected or appointed officials, directors, officers, agents, employees, volunteers, or Chambers shall be non-contributory. General liability coverage can be provided in the form of an endorsement to the Chamber’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).
Primary Coverage: For any claims related to this contract, the Chamber’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Chamber’s insurance and shall not contribute with it.
Professional Liability Insurance $2,000,000/$4,000,000
General Liability:
a. General Aggregate $2,000,000
b. Products Comp/Op Aggregate $2,000,000
c. Personal & Advertising Injury $1,000,000
d. Each Occurrence $1,000,000
e. Fire Damage (any one fire) $ 50,000
f. Medical Expense (any one person) $ 5,000
Workers' Compensation:
a. Workers' Compensation Statutory Limits
b. EL Each Accident $1,000,000
c. EL Disease - Policy Limit $1,000,000
d. EL Disease - Each Employee $1,000,000
Automobile Liability
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a. Any vehicle, combined single limit$1,000,000
Notice of Cancellation: Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. The Chamber shall provide thirty (30) days advance notice to City in the event of material changes or cancellation of any coverage. Certificates of insurance and additional insured endorsements shall be furnished to City thirty (30) days prior to the effective date of this Agreement. Refusal to submit such certificates shall constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including termination of this Agreement. If proof of insurance required under this Agreement is not delivered as required or if such insurance is canceled and not adequately replaced, City shall have the right but not the duty to obtain replacement insurance and to charge the Chamber for any premium due for such coverage. City has the option to deduct any such premium from the sums due to the Chamber.
Waiver of Subrogation: Chamber hereby grants to City a waiver of any right to subrogation which any insurer of said Chamber may acquire against the City by virtue of the payment of any loss under such insurance. Chamber agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions: Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Chamber to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers: Insurance is to be placed with insurers authorized and admitted to write insurance in California and with a current A.M. Best's rating of A-:VII or better. Acceptance of insurance from a carrier with a rating lower than A-:VII is subject to approval by City 's Risk Manager. Chamber shall immediately advise City of any litigation that may affect these insurance policies.
Claims Made Policies:
If any of the required policies provide coverage on a claims-made basis:
1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Chamber must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.
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Verification of Coverage: Chamber shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Chamber’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Subcontractors: Chamber shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors.
Special Risks or Circumstances: Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Nothing in this section shall construed to as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Chamber may be held responsible for payments of damages to persons or property.
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City Council
Agenda Report ITEM NO. ____
DATE: February 7, 2024
FROM: Arminé Chaparyan, City Manager
PREPARED BY: John Downs, Finance Director
SUBJECT: Presentation of the Annual Comprehensive Financial Report (ACFR) for Fiscal Year Ending June 30, 2023
Recommendation
Staff recommends that the City Council receive and file the annual audit reports for the year ended June 30, 2023.
Background
After the close of each fiscal year, the Finance Department is responsible for the preparation and publication of the City’s Annual Comprehensive Finance Report (ACFR) following an independent, certified audit. The goal of the financial audit and report is to provide users with a reasonable assurance that the information presented in the statements is accurate and timely.
The ACFR presents information on the status of the City’s financial affairs, first on a citywide basis (Government-Wide Financial Statements) in which all the City activities are reported as governmental activities and business-type activities. A second set of statements (Fund Financial Statements) report separately the activities of all City Funds.
The ACFR is organized into three primary sections:
1. Introductory Section – includes the Finance Director’s Letter of Transmittal, List of Principal Officials, and the Organization Chart.
2. Financial Section – includes the Independent Auditors’ Report, Management’s Discussion and Analysis, and the general purpose financial statements, consisting of the combined financial statements, notes to the financial statements, and supplemental statements.
3. Statistical Section – includes comparative information on pertinent City data, such as expenditures, revenues, assessed valuations, tax levies, demographic data, and performance measurements.
20 20 - 1
Annual Comprehensive Financial Report for Fiscal Year Ending June 30, 2023 February 7, 2024
The ACFR is important for a number of reasons:
• The ACFR is utilized by the investment community, including bond buyers, underwriters, bond issuers, and credit rating agencies. • It serves as a public information tool in the form of a comprehensive presentation of all of the City’s financial activities.
• Due to a standardized format, the ACFR serves as a tool to provide a meaningful comparison to similar data for other cities.
The Annual Comprehensive Finance Report (ACFR) is a complete set of financial statements that summarizes the City’s financial position for the Fiscal Year. The report is prepared annually by city staff, and audited by an independent auditing firm, with the purpose of providing a reasonable assurance from an independent source that the information is reliable.
The audit-related items provided within this report include:
1. City of South Pasadena – Annual Comprehensive Financial Report (ACFR)
2. Independent Auditor’s Report – Government Auditing Standards
3. FY 2022-23 SAS 114 Letter
4. Management Letter
The audit for 2023 was recently completed by Rogers, Anderson, Malody & Scott, LLP (RAMS), in January 2024. The auditors rendered an unmodified opinion, which is the highest and optimal opinion issued by independent auditors.
Overall, the City’s total net position increased by $7,855,773 over the prior year, due to larger increases in revenues from charges for services, operating contributions and grants, property and other taxes, as well as uses of money and property than increases in expenses in General Government, Community Development and Public Works.
Discussion/Analysis
For FY 2022-23, RAMS performed an independent audit to determine that the financial statements are fairly presented and free from material misstatement. The independent auditor concluded there was reasonable basis for rendering an unmodified opinion, and that City’s financial statements are fairly presented in conformity with Generally Accepted Accounting Principles (GAAP).
In the FY 2021-2022 ACFR, the City had three findings, two material findings and one Significant Deficiency. The Material Weakness findings related to the timely preparation of “Bank Reconciliations” and the “Accounting and Management of Capital Assets”. The Significant Deficiency related to the City’s “Year-End Closing Process”. Two of these findings have dropped off from the previous year.
In finalizing the 2022-23 ACFR, the auditors listed out two material findings and concluded that the City has successfully addressed several of the prior year’s findings, relating to 20 - 2
Annual Comprehensive Financial Report for Fiscal Year Ending June 30, 2023 February 7, 2024
finding 2022-002 “Material Weakness – Accounting and Management of Capital Assets” and finding 2022-003 “Significant Deficiency – Year-End Closing Process”. However, a new finding related to the timely reporting of EMMA submissions related to the City’s Bond Covenants was noted. Finance Department staff will be working diligently to address and correct the weaknesses and deficiencies, and focus on meeting industry best practices to resolve all findings.
Listed below are financial highlights for FY 2022-23:
• The assets of the City exceeded liabilities at the close of the most recent fiscal year by $119,478,678.
• At the close of the current fiscal year, the City’s governmental funds reported combined fund balances of $41,184,299, an increase of $1,501,510. Of that amount, $16,915,922 (or approximately 41%) of total fund balances is the unassigned fund balance of the General Fund, and represents the fund balance available for spending at the City’s discretion.
• At the end of the fiscal year, the total General Fund balance is $23,676,136, while as previously mentioned, the emergency reserve fund balance (unassigned) for the General Fund was $19,050,705, or 49% the General Fund expenditures.
There are two primary citywide financial statements: Statement of Net Position and the Statement of Activities. Similar to a balance sheet in private sector accounting, the Statement of Net Position presents the City’s overall financial position at a specific point in time – in the City’s case, this is as of the last day of the fiscal year (June 30, 2023).
The Statement of Activities is similar to the income statement, presenting the City’s results of operations over a period of time.
City of South Pasadena Net Position
As of June 30, 2023 and 2022
2023 2022 2023 2022 2023 2022
Current and other assets $ 56,205,463 $ 48,147,358 $ 41,062,712 $ 32,651,303 $ 97,268,175 $ 80,798,661 Capital assets, net 56,286,150 56,780,684 84,548,150 86,761,153 140,834,300 143,541,837 Total assets 112,491,613 104,928,042 125,610,862 119,412,456 238,102,475 224,340,498 Deferred outflow of resources 21,745,356 17,238,038 6,543,874 6,454,058 28,289,230 23,692,096 Long-term liabilities 55,214,017 41,192,563 62,665,598 58,215,895 117,879,615 99,408,458 Other liabilities 14,450,070 9,754,672 4,013,535 4,070,213 18,463,605 13,824,885 Total liabilities 69,664,087 50,947,235 66,679,133 62,286,108 136,343,220 113,233,343 Deferred inflow of resources 9,545,040 21,247,803 1,024,767 1,928,543 10,569,807 23,176,346 Net investment in capital assets 55,139,529 56,780,684 29,984,714 36,060,721 85,124,243 92,841,405 Restricted 14,896,784 13,615,668 164,055 158,464 15,060,839 13,774,132 Unrestricted (15,008,471) (20,425,310) 34,302,067 25,432,678 19,293,596 5,007,368 Total net position $ 55,027,842 $ 49,971,042 $ 64,450,836 $ 61,651,863 $ 119,478,678 $ 111,622,905 Governmental Activities Business-Type Activities Total
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Annual Comprehensive Financial Report for Fiscal Year Ending June 30, 2023 February 7, 2024
The table above presents a summarized version of the City’s Statement of Net Position for FY 2022-23, and a comparison to the previous fiscal year. Net position may serve as a useful indicator of a government’s financial position. For South Pasadena, assets exceeded liabilities by $119,478,678 at the close of the fiscal year. This represents an increase of $7,855,773, or 7%, from the prior year. This increase is primarily due to increase in unrestricted investments.
Net investment in capital assets of $85,124,243 are by far the largest portion of the City’s net position, and reflects its investment in non-liquid capital assets (e.g. land, infrastructure, buildings, and equipment). The City uses these capital assets to provide services to citizens; consequently, these assets are not available for future spending. The second portion of the City net position, $15,060,839, represents special revenue resources that are subject to external restrictions on how they may be used.
Governmental activities net position increased by $5,056,800, due to larger increases in revenues from charges for services, operating contributions and grants, property and other taxes as well as uses of money and property than increases in expenses in General Government, Community Development and Public Works.
The City’s net investment in capital assets for its governmental activities and businesstype activities as of June 30, 2023, amounts to $56,286,150 and $84,548,150 (net of accumulated depreciation), a decline of $494,534 and $2,213,003, respectively. This investment in capital assets includes land, buildings, park improvements, roadways, vehicles, computer equipment, furniture, other equipment, and construction in progress.
The City maintains an Insurance Fund which accounts for insurance premiums, third party administration cost as well as settlement cost related to General Liability and Worker’s Compensation claims. The ending net position increased by $1,866,590 due to insurance cost recoveries related to prior years.
The City paid $1,304,637 in insurance premiums for General Liabilities, $702,982, Worker’s Compensation, $485,862, Property Program $100,299, Cyber Liability Program $9,937 and Employee Assistance Program of $5,646. Settlement claims of $1,361,184 for general liabilities and $603,317 for Worker’s Compensation claims.
Workers’ compensation and General Liability claims incurred prior to July 1, 2014 were covered through the City’s participation in the California Joint Powers Insurance Authority (CJPIA). The City paid a one-time $1,489,285 for retrospective adjustments for settled Worker’s Compensation and General Liability Claims from cases from 2013-14 and older that were settled by the Authority from fiscal years 2013-14 through 2021-22.
Business activities net position increased by $2,798,973 over the prior year mainly due to charges for services.
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Annual Comprehensive Financial Report for Fiscal Year Ending June 30, 2023 February 7, 2024
The 2023 ACFR was presented and reviewed by the City’s Finance Commission on January 24, 2024. After deliberation and discussion for clarification points, the Commission voted to receive and file the document subject to revisions to the Management Discussion & Analysis (MD&A) and to several notes within the ACFR. The revised document is presented to the City Council tonight.
Fiscal Impact
There is no cost associated with the presentation of this report. The cost of completing the audit through RAMS is a budgeted line item within the Finance Department budget.
Commission Review and Recommendation
The 2023 ACFR was presented and reviewed by the Finance Commission on January 24, 2024. RAMS made a presentation of the document, touch on the previous and current findings, touch on the marked improvements on timeline in completing the audit, as well as the improvements across the board in the department and work flows, and answer Commission questions. After deliberation and discussion for clarification points, the Commission voted to receive and file the document subject to revisions to the Management Discussion & Analysis (MD&A) and to several notes within the ACFR, and directed Vice Chair Rossi and Commissioner Quade to work directly with Finance Director Downs on the review and consideration of certain questions, concerns, or information provided by the audit. The Commission subcommittee met with staff on Monday, January 29, and had a productive review meeting and discussion. Minor revisions to the notes and the MD&A are expected, following the direction by the Commission, and the staff and City of South Pasadena Change in Net Position
For the Years Ended June 30, 2023 and 2022
2023 2022 2023 2022 2023 2022
Program revenues:
Charges for services $ 11,058,943 $ 8,114,870 $ 15,415,646 $ 16,075,073 $ 26,474,589 $ 24,189,943 Operating contributions and grants 6,010,569 4,263,342 - - 6,010,569 4,263,342 Capital contributions and grants 1,316,896 923,772 - - 1,316,896 923,772 General revenues:
Property taxes 18,728,374 17,906,070 - - 18,728,374 17,906,070 Other taxes 12,996,439 11,807,082 - - 12,996,439 11,807,082 Use of money and property 745,160 (466,697) 133,523 (360,030) 878,683 (826,727) Other 72,011 266,540 21,945 9,317,881 93,956 9,584,421
Total revenues 50,928,392 42,814,979 15,571,114 25,032,924 66,499,506 67,847,903 Expenses:
General government 14,558,524 12,798,257 - - 14,558,524 12,798,257 Public safety 17,246,487 17,075,166 - - 17,246,487 17,075,166 Community development 3,661,544 2,672,653 - - 3,661,544 2,672,653 Community services 4,682,762 5,219,387 - - 4,682,762 5,219,387 Public works 6,302,312 4,604,333 - - 6,302,312 4,604,333 Water - - 9,517,654 7,283,972 9,517,654 7,283,972
Sewer - - 1,285,403 (107,647) 1,285,403 (107,647)
Arroyo Seco Golf Course - - 1,389,047 1,314,725 1,389,047 1,314,725 Total expenses 46,451,629 42,369,796 12,192,104 8,491,050 58,643,733 50,860,846 Income before transfers 4,476,763 445,183 3,379,010 16,541,874 7,855,773 16,987,057 Increase in net position 5,056,800 445,183 2,798,973 16,541,874 7,855,773 16,987,057 Net position, beginning, as restated 49,971,042 49,525,859 61,651,863 45,109,989 111,622,905 94,635,848 Net position, ending $ 55,027,842 $ 49,971,042 $ 64,450,836 $ 61,651,863 $ 119,478,678 $ 111,622,905 Governmental Activities Business-Type Activities Total
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Annual Comprehensive Financial Report for Fiscal Year Ending June 30, 2023 February 7, 2024
auditors are working on those revisions. Staff will post and share the revised versions of documents as soon as they are available.
Key Performance Indicators and Strategic Plan
This item is in line with the Finance Department’s Key Performance Indicator. The audit commenced in November 2023 with the completion of the audit in January 2024.
Attachments:
1. FY 2022-23 Annual Comprehensive Financial Report (available on City Website, hard copy to City Council and Finance Commission, and limited distribution in Council Chambers)
2. FY 2022-23 Internal Control Report and Response
3. FY 2022-23 SAS 114 Letter
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ATTACHMENT 1
FY 2022-23 Annual Comprehensive Financial Report
(available on City Website, hard copy to City Council
and Finance Commission, and limited distribution in
Council Chambers)
https://www.southpasadenaca.gov/home/showpublish
eddocument/34303
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ATTACHMENT 2
FY 2022-23 Internal Control Report and Response
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735 E. Carnegie Dr. Suite I 00
San Bernardino, CA 92408
909 889 0871 T
909 889 5361 F
ramscpa.net
PARTNERS
Terry P Shea. CPA
Scott W Manno, CPA. CGMA
Leena Shanbhag, CPA. MST. CGMA
Bradferd A Weleb,r. CPA. MBA. CGMA
Jenny W Liu, CPA. MST
Gardenya Duran, CPA. CGMA
Brianna Schultz, CPA. CGMA
Brenda L. Odle, CPA. MST (Partner Emeritus)
MANAGERS/ STAFF
Seong-Hyea Lee, CPA. MBA
Evelyn Mo, entin-Barcena, CPA
Veronica Hernandez, CPA
Laura Arvizu, CPA
John Maldonado, CPA. MSA
Julia Rodnguez Fuentes. CPA. MSA
Dem, Hite. CPA
Jeffrey McKennan. CPA
MEMBERS
Amencan lnslltute of
Certified Public Accountants
PCPS Tlie A/CPA All,ance
for CPA Fmns
Governmental Aud,1
Qua/11y Cenre,
California Society of
Cert1f1ed Public Accountants
dil5b Proud Member of 9 AlliottGlobalAlliance~
mm
IIIIJ
ROGERS, ANDERSON , MALODY & SCOTT, LLP
CERTIFIED PUBLIC ACCOUNTANTS. SINCE 1948
STABILITY. ACCURACY. TRUST.
1 REPORT ON INTERNAL CONTROL OVER FINANCIAL
REPORTING AND ON COMPLIANCE AND OTHER MATTERS
BASED ON AN AUDIT OF FINANCIAL STATEMENTS
PERFORMED IN ACCORDANCE WITH
GOVERNMENT AUDITING STANDARDS
Independent Auditor’s Report
To the Honorable City Council
City of South Pasadena
We have audited, in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of South Pasadena (the City) as of and for the year ended June 30, 2023, and the related notes to the financial statements, which collectively comprise the City’s basic financial statements, and have issued our report thereon dated January 17, 2024.
Report on Internal Control over Financial Reporting
In planning and performing our audit of the financial statements, we considered the City’s internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an opinion on the effectiveness of the City’s internal control.
A deficiency in internal control exists when the design or operation of a control does not allow management or employees in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the City’s financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance.
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2 Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. We identified a certain deficiency in internal control, described in the accompanying Schedule of Findings and Responses as item 2023-001 that we consider to be a material weakness.
Report on Compliance and Other Matters
As part of obtaining reasonable assurance about whether the City’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed an instance of noncompliance or other matter that is required to be reported under Government Auditing Standards, and which is described in the accompanying Schedule of Findings and Responses as item 2023-002.
City’s Response to Findings
The City’s response to the findings identified in our audit is described in the accompanying Schedule of Findings and Responses. The City’s response was not subjected to the auditing procedures applied in the audit of the financial statements and, accordingly, we express no opinion on it.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose.
San Bernardino, California
January 17, 2024
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Schedule of Findings and Responses
Finding 2023-001 Material Weakness – Bank Reconciliations (previously reported as Finding 2022-001)
Criteria
Bank reconciliations should be prepared, reviewed and approved in a timely manner.
Condition and Context
During our audit, we noted that reconciliations of bank statements to the general ledger for various accounts were not reviewed and approved in a timely manner.
Cause
The City did not have controls in place to ensure the review and approval of bank reconciliations were performed in a timely manner.
Effect
Most of the problems encountered within the area of cash can be avoided if a proper system of checks and balances is incorporated into the City’s procedures.
Recommendation
We recommend that all of the bank accounts be reconciled monthly to the general ledger and that all unusual reconciling items be promptly investigated and adjusted with adequate explanations and that the review and approval of the reconciliations be promptly conducted. This is a repeat finding from the prior year, and although we observed progress toward correcting this item, it was not sufficient to fully remove the finding.
Views of Responsible Officials and Planned Corrective Actions See accompanying “Corrective Action Plan”.
Finding 2023-002 Material Weakness – Noncompliance with Debt Reporting Criteria
In order to maintain compliance with bond requirements, annual filings must be made in a timely manner to Electronic Municipal Market Access (EMMA).
Condition and Context
During the audit, we noted reporting of continuing disclosure on the Tax Allocation Bonds, Series 2000 had not been submitted to Electronic Municipal Market Access (EMMA) agency in a timely manner.
Cause
Due to the delay of financial reporting and issuance of the June 30, 2020 financial statements, the City fell out of compliance with the requirements noted above.
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Schedule of Findings and Responses
Effect
The City is not in compliance with bond reporting requirements.
Recommendation
We recommend the City prioritize timely financial reporting in the future to allow for timely reporting to EMMA. This is a repeat finding from the prior year, and although we observed some progress toward correcting this item, it was not sufficient to fully remove the finding.
Views of Responsible Officials and Planned Corrective Actions See accompanying “Corrective Action Plan”.
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ATTACHMENT 3
FY 2022-23 SAS 114 Letter
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735 E. Carnegie Dr. Suite I 00
San Bernardino, CA 92408
909 889 0871 T
909 889 5361 F
ramscpa.net
PARTNERS
Terry P Shea. CPA
Scott W Manno, CPA. CGMA
Leena Shanbhag, CPA. MST. CGMA
Bradferd A Weleb,r. CPA. MBA. CGMA
Jenny W Liu, CPA. MST
Gardenya Duran, CPA. CGMA
Brianna Schultz, CPA. CGMA
Brenda L. Odle, CPA. MST (Partner Emeritus)
MANAGERS/ STAFF
Seong-Hyea Lee, CPA. MBA
Evelyn Mo, entin-Barcena, CPA
Veronica Hernandez, CPA
Laura Arvizu, CPA
John Maldonado, CPA. MSA
Julia Rodnguez Fuentes. CPA. MSA
Dem, Hite. CPA
Jeffrey McKennan. CPA
MEMBERS
Amencan lnslltute of
Certified Public Accountants
PCPS Tlie A/CPA All,ance
for CPA Fmns
Governmental Aud,1
Qua/11y Cenre,
California Society of
Cert1f1ed Public Accountants
dil5b Proud Member of 9 AlliottGlobalAlliance~
mm
IIIIJ
ROGERS, ANDERSON , MALODY & SCOTT, LLP
CERTIFIED PUBLIC ACCOUNTANTS. SINCE 1948
STABILITY. ACCURACY. TRUST.
-1-
To the Honorable City Council
City of South Pasadena
We have audited the financial statements of the City of South Pasadena (the City) as of and for the year ended June 30, 2023, and have issued our report thereon dated January 17, 2024. Professional standards require that we advise you of the following matters relating to our audit.
Our Responsibility in Relation to the Financial Statement Audit As communicated in our engagement letter dated May 9, 2023, our responsibility, as described by professional standards, is to form and express opinions about whether the financial statements that have been prepared by management with your oversight are presented fairly, in all material respects, in accordance with accounting principles generally accepted in the United States of America. Our audit of the financial statements does not relieve you or management of your respective responsibilities.
Our responsibility, as prescribed by professional standards, is to plan and perform our audit to obtain reasonable, rather than absolute, assurance about whether the financial statements are free of material misstatement.
An audit of financial statements includes consideration of internal control over financial reporting as a basis for designing audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control over financial reporting. Accordingly, as part of our audit, we considered the internal control of the City solely for the purpose of determining our audit procedures and not to provide any assurance concerning such internal control.
We are also responsible for communicating significant matters related to the audit that are, in our professional judgment, relevant to your responsibilities in overseeing the financial reporting process. However, we are not required to design procedures for the purpose of identifying other matters to communicate to you.
We have provided our findings regarding significant control deficiencies and material weaknesses over financial reporting and material noncompliance and other matters noted during our audit in a separate letter to you dated January 17, 2024.
Planned Scope and Timing of the Audit
We conducted our audit consistent with the planned scope and timing we previously communicated to you.
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-2-
Compliance with All Ethics Requirements Regarding Independence The engagement team, others in our firm, as appropriate, and our firm, have complied with all relevant ethical requirements regarding independence.
Significant Risk Identified
We have identified the possibility of the following significant risks:
Management’s override of internal controls over financial reporting: Management override of internal controls is the intervention by management in handling financial information and making decisions contrary to internal control policy.
Revenue recognition: Revenue recognition is a generally accepted accounting principle that refers to the conditions under which an entity can recognize a transaction as revenue. Auditing standards indicate that recognizing revenue is a presumed fraud risk and usually classified as a significant risk in most audits.
These significant risks are presumptive in most audits and merit attention by the auditors due to the direct impact over financial reporting and internal control processes. Although identified as significant risks, we noted no matters of management override of controls or deviations from generally accepted accounting principles which caused us to modify our audit procedures or any related matters which are required to be communicated to those charged with governance due to these identified risks.
Qualitative Aspects of the City’s Significant Accounting Practices Significant Accounting Policies
Management has the responsibility to select and use appropriate accounting policies. A summary of the significant accounting policies adopted by the City is included in Note 1 to the financial statements. The City adopted GASB Statement No. 96, Subscription-Based Information Technology Arangements (SBITA), during 2023. No matters have come to our attention that would require us, under professional standards, to inform you about (1) the methods used to account for significant unusual transactions and (2) the effect of significant accounting policies in controversial or emerging areas for which there is a lack of authoritative guidance or consensus.
Significant Accounting Estimates
Accounting estimates are an integral part of the financial statements prepared by management and are based on management’s current judgments. Those judgments are normally based on knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ markedly from management’s current judgments.
The most sensitive accounting estimates affecting the financial statements are:
Management’s estimate of the fair value of investments is based on information provided by financial institutions. We evaluated the key factors and assumptions used to develop the fair value of investments and determined that it is reasonable in relation to the basic financial statements taken as a whole.
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Management’s estimate of depreciation expense is based on the useful lives of acquired assets. We evaluated the key factors and assumptions used to develop depreciation expense in determining that it is reasonable in relation to the financial statements taken as a whole.
Management’s estimate of the net pension liability and other post-employment benefits liability and related deferred inflows and outflows are based on actuarial reports provided by independent actuaries. We evaluated the key factors and assumptions used to develop the estimate in determining that it is reasonable in relation to the statements taken as a whole. Management’s estimate of leases receivable, deferred inflows of resources related to leases, and lease/SBITA amortization is based on present value calculations using certain terms and assumptions in the lease agreements in accordance with generally accepted accounting principles. Management’s estimate of lease/SBITA liabilities, right-to-use assets, and asset amortization is based on present value calculations using certain terms and assumptions in the lease agreements and estimated useful lives of assets in accordance with generally accepted accounting principles. We evaluated the key factors and assumptions used to develop the lease related estimates in determining that it is reasonable in relation to the financial statements taken as a whole.
Financial Statement Disclosures
Certain financial statement disclosures involve significant judgment and are particularly sensitive because of their significance to financial statement users. The most sensitive disclosures affecting the City’s financial statements relate to:
The disclosure of fair value of investments in the basic financial statements represents amounts susceptible to market fluctuations.
The disclosure of accumulated depreciation in the basic financial statements is based on estimated useful lives which could differ from actual useful lives of each capitalized item. The disclosure of net pension liability and other post-employment benefits liability and related deferred inflows and outflows in the basic financial statements is based on actuarial assumptions. Actual future liabilities may vary from disclosed estimates. The disclosure of leases receivable, deferred inflows of resources related to leases, lease/SBITA amortization, leases/SBITA liabilities, right-to-use assets, and asset amortization in the basic financial statements is based on certain terms and assumptions in the lease agreements which could differ from actual amounts.
Significant Difficulties Encountered during the Audit
We encountered no significant difficulties in dealing with management relating to the performance of the audit.
Uncorrected and Corrected Misstatements
For purposes of this communication, professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that we believe are trivial, and communicate them to the appropriate level of management. Further, professional standards require us to also communicate the effect of uncorrected misstatements related to prior periods on the relevant classes of transactions, account balances or disclosures, and the financial statements as a whole and each applicable opinion unit. Management has corrected all such mistatements.
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In addition, professional standards require us to communicate to you all material, corrected misstatements that were brought to the attention of management as a result of our audit procedures.
The attached Schedule A summarizes material misstatements that we identified as a result of our audit procedures that were brought to the attention of, and corrected by, management.
Disagreements with Management
For purposes of this letter, professional standards define a disagreement with management as a matter, whether or not resolved to our satisfaction, concerning a financial accounting, reporting, or auditing matter, which could be significant to the City’s financial statements or the auditor’s report. No such disagreements arose during the course of the audit.
Representations Requested from Management
We have requested certain written representations from management, which are included in the attached letter dated January 17, 2024.
Management’s Consultations with Other Accountants
In some cases, management may decide to consult with other accountants about auditing and accounting matters. Management informed us that, and to our knowledge, there were no consultations with other accountants regarding auditing and accounting matters.
Other Significant Matters, Findings, or Issues
In the normal course of our professional association with the City, we generally discuss a variety of matters, including the application of accounting principles and auditing standards, operating and regulatory conditions affecting the City, and operational plans and strategies that may affect the risks of material misstatement. None of the matters discussed resulted in a condition to our retention as the City’s auditors.
Other Information Included in Annual Reports
Pursuant to professional standards, our responsibility as auditors for other information, whether financial or nonfinancial, included in the City’s annual reports, does not extend beyond the information identified in the audit report, and we are not required to perform any procedures to corroborate such other information.
However, in accordance with such standards:
We applied certain limited procedures to the required supplementary information (RSI) that supplements the basic financial statements. Our procedures consisted of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We did not audit the RSI and do not express an opinion or provide any assurance on the RSI.
We were engaged to report on the combining and individual non-major fund financial statements and the budgetary comparison schedules, which accompany the financial statements but are not RSI. With respect to this supplementary information, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves.
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-5-
We were not engaged to report on introductory and statistical sections, which accompany the financial statements but are not RSI. We did not audit or perform other procedures on this other information and we do not express an opinion or provide any assurance on it.
This report is intended solely for the information and use of the Honorable City Council and management of the City and is not intended to be and should not be used by anyone other than these specified parties.
Very truly yours,
San Bernardino, California
January 17, 2024
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Client: CIT0011 - City of South Pasadena
Engagement: 2023 - City of South Pasadena
Period Ending: 6/30/2023
Trial Balance: TB Database - All Funds Schedule A
Workpaper: 3700.01 - Combined Journal Entries Report
Fund Level: All
Index: All
Account Description Debit Credit
Adjusting Journal Entries JE # 305
To reverse the PY FV adjustment for LAIF.
101-0000-0000-1035-000 LAIF - Fair Market Value 200,599.17 101-0000-0000-4805-000 Unrealized Gain / Loss 200,599.17 Total 200,599.17 200,599.17
Adjusting Journal Entries JE # 309
To recognize ARPA expenditures for FY22/23.
206-0000-0000-2600-000 Unearned Revenue 1,118,655.33
206-0000-0000-5073-000 Federal Grant - ARPA 1,118,655.33 Total 1,118,655.33 1,118,655.33
Adjusting Journal Entries JE # 311
To reverse the prepaid payroll entry.
101-4010-4011-7000-000 Salaries - Permanent 21,677.01
101-4010-4011-7010-000 Salaries - Temp / Part 788.66
101-4010-4011-7020-000 Overtime 5,100.52
101-4010-4011-7040-000 Holiday 2,788.96
101-4010-4011-7045-000 Overtime - Special Detail 848.21 101-4010-4011-7060-000 IOD - Safety 2,227.78
101-4010-4011-7100-000 Retirement 4,400.06
101-4010-4011-7108-000 Deferred Compensation 333.46
101-4010-4011-7110-000 Workers Compensation 1,190.67
101-4010-4011-7160-000 Life Insurance 1.18
101-4010-4011-7170-000 FICA - Medicare 468.82
101-4010-4011-7180-000 Uniform Allowance 249.16
101-5010-5011-7000-000 Salaries - Permanent 11,813.12
101-5010-5011-7020-000 Overtime 6,524.05
101-5010-5011-7030-000 Overtime - Flsa 159.94
101-5010-5011-7040-000 Holiday 1,024.56
101-5010-5011-7045-000 Overtime - Special Detail 332.50 101-5010-5011-7060-000 IOD - Safety 588.26
101-5010-5011-7100-000 Retirement 2,549.21
101-5010-5011-7108-000 Deferred Compensation 205.27
101-5010-5011-7110-000 Workers Compensation 1,607.50
101-5010-5011-7160-000 Life Insurance 2.36
101-5010-5011-7170-000 FICA - Medicare 289.10
101-5010-5011-7180-000 Uniform Allowance 84.03
500-6010-6710-7000-000 Salaries - Permanent 3,012.80
500-6010-6710-7020-000 Overtime 146.19
500-6010-6710-7100-000 Retirement 282.29
500-6010-6710-7108-000 Deferred Compensation 31.59
500-6010-6710-7110-000 Workers Compensation 99.35
500-6010-6710-7160-000 Life Insurance 0.19
500-6010-6710-7170-000 FICA - Medicare 45.81
500-6010-6711-7000-000 Salaries - Permanent 1,738.31
500-6010-6711-7020-000 Overtime 247.54
500-6010-6711-7040-000 Holiday 50.05
500-6010-6711-7100-000 Retirement 198.99
500-6010-6711-7108-000 Deferred Compensation 20.79
500-6010-6711-7110-000 Workers Compensation 81.87
500-6010-6711-7130-000 Group Health Insurance 42.86
500-6010-6711-7170-000 FICA - Medicare 30.14
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101-0000-0000-1450-000 Prepaid Expenses 65,254.39
500-0000-0000-1450-000 Prepaid Expenses 6,028.77
Total 71,283.16 71,283.16
Adjusting Journal Entries JE # 312
To record the accrued payroll.
101-2010-2011-7000-000 Salaries - Permanent 20,475.50
101-2010-2011-7020-000 Overtime 534.87
101-2010-2011-7100-000 Retirement 2,062.79
101-2010-2011-7108-000 Deferred Compensation 210.12
101-2010-2011-7110-000 Workers Compensation 234.25
101-2010-2011-7160-000 Life Insurance 5.49
101-2010-2011-7170-000 FICA - Medicare 304.65
101-2030-2031-7000-000 Salaries Permenant 10,492.97
101-2030-2031-7010-000 Salaries - Temp / Part 7,893.74
101-2030-2031-7100-000 Retirement 1,024.71
101-2030-2031-7108-000 Deferred Compensation 104.92
101-2030-2031-7110-000 Workers Compensation 219.09
101-2030-2031-7160-000 Life Insurance 5.38
101-2030-2031-7170-000 FICA - Medicare 266.60
101-2030-2033-7000-000 Salaries - Permanent 2,431.79
101-2030-2033-7100-000 Retirement 188.71
101-2030-2033-7108-000 Deferred Compensation 24.32
101-2030-2033-7110-000 Workers Compensation 26.41
101-2030-2033-7160-000 Life Insurance 7.07
101-2030-2033-7170-000 FICA - Medicare 35.26
101-3010-3011-7000-000 Salaries - Permanent 12,069.67
101-3010-3011-7020-000 Overtime 667.58
101-3010-3011-7100-000 Retirement 985.75
101-3010-3011-7108-000 Deferred Compensation 127.35
101-3010-3011-7110-000 Workers Compensation 122.70
101-3010-3011-7160-000 Life Insurance 3.55
101-3010-3011-7170-000 FICA - Medicare 184.68
101-4010-4011-7000-000 Salaries - Permanent 130,061.97
101-4010-4011-7010-000 Salaries - Temp / Part 4,731.97
101-4010-4011-7020-000 Overtime 30,603.12
101-4010-4011-7040-000 Holiday 16,733.79
101-4010-4011-7045-000 Overtime - Special Detail 5,089.29 101-4010-4011-7060-000 IOD - Safety 13,366.68
101-4010-4011-7100-000 Retirement 26,400.39
101-4010-4011-7108-000 Deferred Compensation 2,000.79
101-4010-4011-7110-000 Workers Compensation 7,144.00
101-4010-4011-7160-000 Life Insurance 7.07
101-4010-4011-7170-000 FICA - Medicare 2,812.95
101-4010-4011-7180-000 Uniform Allowance 1,494.95
101-5010-5011-7000-000 Salaries - Permanent 70,878.74
101-5010-5011-7020-000 Overtime 39,144.28
101-5010-5011-7030-000 Overtime - Flsa 959.67
101-5010-5011-7040-000 Holiday 6,147.36
101-5010-5011-7045-000 Overtime - Special Detail 1,995.00 101-5010-5011-7060-000 IOD - Safety 3,529.59
101-5010-5011-7100-000 Retirement 15,295.23
101-5010-5011-7108-000 Deferred Compensation 1,231.59
101-5010-5011-7110-000 Workers Compensation 9,644.99
101-5010-5011-7160-000 Life Insurance 14.14
101-5010-5011-7170-000 FICA - Medicare 1,734.63
101-5010-5011-7180-000 Uniform Allowance 504.19
101-6010-6011-7000-000 Salaries - Permanent 13,133.35
101-6010-6011-7010-000 Salaries - Temp / Part 716.50
101-6010-6011-7020-000 Overtime 329.85
101-6010-6011-7100-000 Retirement 1,272.43
101-6010-6011-7108-000 Deferred Compensation 134.64
101-6010-6011-7110-000 Workers Compensation 167.62
101-6010-6011-7160-000 Life Insurance 0.57
2 of 6
20 - 25
101-6010-6011-7170-000 FICA - Medicare 250.03
101-6010-6015-7000-000 Salaries - Permanent 1,441.28
101-6010-6015-7020-000 Overtime 50.11
101-6010-6015-7100-000 Retirement 157.98
101-6010-6015-7108-000 Deferred Compensation 14.91
101-6010-6015-7110-000 Workers Compensation 16.36
101-6010-6015-7170-000 FICA - Medicare 21.63
101-6010-6410-7000-000 Salaries - Permanent 3,205.84
101-6010-6410-7020-000 Overtime 136.05
101-6010-6410-7100-000 Retirement 342.57
101-6010-6410-7108-000 Deferred Compensation 33.42
101-6010-6410-7110-000 Workers Compensation 85.02
101-6010-6410-7160-000 Life Insurance 0.58
101-6010-6410-7170-000 FICA - Medicare 48.45
101-6010-6601-7000-000 Salaries - Permanent 6,992.61
101-6010-6601-7020-000 Overtime 1,045.50
101-6010-6601-7040-000 Holiday Pay 256.04
101-6010-6601-7100-000 Retirement 702.58
101-6010-6601-7108-000 Deferred Compensation 82.94
101-6010-6601-7110-000 Workers Compensation 278.64
101-6010-6601-7160-000 Life Insurance 0.57
101-6010-6601-7170-000 FICA - Medicare 120.26
101-7010-7011-7000-000 Salaries - Permanent 33,449.85
101-7010-7011-7010-000 Salaries - Temp / Part 1,047.09
101-7010-7011-7100-000 Retirement 3,246.48
101-7010-7011-7108-000 Deferred Compensation 334.50
101-7010-7011-7110-000 Workers Compensation 388.52
101-7010-7011-7160-000 Life Insurance 17.36
101-7010-7011-7170-000 FICA - Medicare 565.11
101-8010-8011-7000-000 Salaries - Permanent 27,110.90
101-8010-8011-7010-000 Salaries - Temp / Part 11,224.99 101-8010-8011-7100-000 Retirement 2,892.28
101-8010-8011-7108-000 Deferred Compensation 271.11
101-8010-8011-7110-000 Workers Compensation 468.46
101-8010-8011-7160-000 Life Insurance 11.57
101-8010-8011-7170-000 FICA - Medicare 1,106.55
101-8030-8021-7000-000 Salaries - Regular Employees 2,433.37 101-8030-8021-7010-000 Salaries - Temp / Part 6,661.46
101-8030-8021-7100-000 Retirement 461.23
101-8030-8021-7108-000 Deferred Compensation 24.33
101-8030-8021-7110-000 Workers Compensation Ins. 98.76
101-8030-8021-7170-000 FICA - Medicare 308.77
101-8030-8031-7000-000 Salaries - Permanent 5,270.02
101-8030-8031-7100-000 Retirement 611.85
101-8030-8031-7108-000 Deferred Compensation 52.71
101-8030-8031-7110-000 Workers Compensation 59.96
101-8030-8031-7170-000 FICA - Medicare 76.41
101-8030-8032-7000-000 Salaries - Permanent 501.39
101-8030-8032-7010-000 Salaries - Temp / Part 22,826.07 101-8030-8032-7100-000 Retirement 341.86
101-8030-8032-7108-000 Deferred Compensation 44.06
101-8030-8032-7110-000 Workers Compensation 259.24
101-8030-8032-7170-000 FICA - Medicare 1,510.82
205-2010-2210-7000-000 Salaries - Regular Employees 465.63 205-2010-2210-7100-000 Retirement 54.06
205-2010-2210-7108-000 Deferred Compensation 4.65
205-2010-2210-7110-000 Workers Compensation Ins. 5.06
205-2010-2210-7170-000 FICA - Medicare 6.75
205-8030-8024-7000-000 Salaries - Permanent 644.73
205-8030-8024-7100-000 Retirement 74.85
205-8030-8024-7108-000 Deferred Compensation 6.45
205-8030-8024-7110-000 Workers Compensation 7.00
205-8030-8024-7170-000 FICA - Medicare 9.34
205-8030-8025-7000-000 Salaries - Permanent 5,813.85
205-8030-8025-7010-000 Salaries - Temp / Part 2,080.54
3 of 6
20 - 26
205-8030-8025-7100-000 Retirement 743.91
205-8030-8025-7108-000 Deferred Compensation 58.14
205-8030-8025-7110-000 Workers Compensation 93.91
205-8030-8025-7170-000 FICA - Medicare 172.70
207-2010-2260-7000-000 Salaries - Permanent 214.91
207-2010-2260-7100-000 Retirement 24.95
207-2010-2260-7108-000 Deferred Compensation 2.15
207-2010-2260-7110-000 Workers Compensation 2.33
207-2010-2260-7170-000 FICA - Medicare 3.12
207-8030-8025-7000-000 Salaries - Regular Employees 5,342.70 207-8030-8025-7100-000 Retirement 451.86
207-8030-8025-7108-000 Deferred Compensation 53.43
207-8030-8025-7110-000 Workers Compensation Ins. 61.07
207-8030-8025-7170-000 FICA - Medicare 77.47
210-6010-6501-7000-000 Salaries - Permanent 14,128.59
210-6010-6501-7020-000 Overtime 809.37
210-6010-6501-7100-000 Retirement 1,414.90
210-6010-6501-7108-000 Deferred Compensation 149.38
210-6010-6501-7110-000 Workers Compensation 343.92
210-6010-6501-7160-000 Life Insurance 3.07
210-6010-6501-7170-000 FICA - Medicare 216.53
215-6010-6201-7000-000 Salaries - Permanent 373.51
215-6010-6201-7100-000 Retirement 35.97
215-6010-6201-7108-000 Deferred Compensation 3.73
215-6010-6201-7110-000 Workers Compensation 4.63
215-6010-6201-7170-000 FICA - Medicare 5.43
215-6010-6310-7000-000 Salaries - Permanent 1,827.51
215-6010-6310-7020-000 Overtime 163.95
215-6010-6310-7100-000 Retirement 205.23
215-6010-6310-7108-000 Deferred Compensation 19.92
215-6010-6310-7110-000 Workers Compensation 67.77
215-6010-6310-7170-000 FICA - Medicare 28.87
230-6010-6116-7000-000 Salaries - Permanent 19,788.12
230-6010-6116-7020-000 Overtime 1,790.37
230-6010-6116-7100-000 Retirement 1,695.77
230-6010-6116-7108-000 Deferred Compensation 215.81
230-6010-6116-7110-000 Workers Compensation 675.85
230-6010-6116-7160-000 Life Insurance 12.15
230-6010-6116-7170-000 FICA - Medicare 312.93
233-6010-6011-7000-000 Salaries - Permanent 1,829.67
233-6010-6011-7100-000 Retirement 141.98
233-6010-6011-7108-000 Deferred Compensation 18.30
233-6010-6011-7110-000 Workers Compensation 19.86
233-6010-6011-7170-000 FICA - Medicare 26.53
236-6010-6011-7000-000 Salaries - Permanent 1,829.67
236-6010-6011-7100-000 Retirement 141.99
236-6010-6011-7108-000 Deferred Compensation 18.29
236-6010-6011-7110-000 Workers Compensation 19.88
236-6010-6011-7170-000 FICA - Medicare 26.53
239-6010-6011-7000-000 Salaries - Permanent 1,139.65
239-6010-6011-7020-000 Overtime 5.97
239-6010-6011-7100-000 Retirement 109.00
239-6010-6011-7108-000 Deferred Compensation 11.48
239-6010-6011-7110-000 Workers Compensation 12.42
239-6010-6011-7160-000 Life Insurance 0.29
239-6010-6011-7170-000 FICA - Medicare 16.59
500-3010-3012-7000-000 Salaries - Permanent 6,662.49
500-3010-3012-7020-000 Overtime 296.94
500-3010-3012-7100-000 Retirement 561.27
500-3010-3012-7108-000 Deferred Compensation 69.62
500-3010-3012-7110-000 Workers Compensation 49.83
500-3010-3012-7160-000 Life Insurance 3.17
500-3010-3012-7170-000 FICA - Medicare 100.92
500-6010-6710-7000-000 Salaries - Permanent 18,076.79
500-6010-6710-7020-000 Overtime 877.12
4 of 6
20 - 27
500-6010-6710-7100-000 Retirement 1,693.77
500-6010-6710-7108-000 Deferred Compensation 189.53
500-6010-6710-7110-000 Workers Compensation 596.10
500-6010-6710-7160-000 Life Insurance 1.17
500-6010-6710-7170-000 FICA - Medicare 274.85
500-6010-6711-7000-000 Salaries - Permanent 10,429.85
500-6010-6711-7020-000 Overtime 1,485.26
500-6010-6711-7040-000 Holiday 300.32
500-6010-6711-7100-000 Retirement 1,193.91
500-6010-6711-7108-000 Deferred Compensation 124.71
500-6010-6711-7110-000 Workers Compensation 491.25
500-6010-6711-7130-000 Group Health Insurance 257.14
500-6010-6711-7170-000 FICA - Medicare 180.85
503-6010-6713-7000-000 Salaries - Permanent 1,124.16
503-6010-6713-7020-000 Overtime 25.05
503-6010-6713-7100-000 Retirement 101.71
503-6010-6713-7108-000 Deferred Compensation 11.48
503-6010-6713-7110-000 Workers Compensation 14.35
503-6010-6713-7170-000 FICA - Medicare 16.68
101-0000-0000-2300-000 Accrued Payroll Payable 606,951.71 205-0000-0000-2300-000 Accrued Payroll Payable 10,241.57 207-0000-0000-2300-000 Accrued Payroll Payable 6,233.99 210-0000-0000-2300-000 Accrued Payroll Payable 17,065.76 215-0000-0000-2300-000 Accrued Payroll Payable 2,736.52 230-0000-0000-2300-000 Accrued Payroll Payable 24,491.00 233-0000-0000-2300-000 Accrued Payroll Payable 2,036.34 236-0000-0000-2300-000 Accrued Payroll Payable 2,036.36 239-0000-0000-2300-000 Accrued Payroll Payable 1,295.40 500-0000-0000-2300-000 Accrued Payroll Payable 43,916.86 503-0000-0000-2300-000 Accrued Payroll Payable 1,293.43 Total 718,298.94 718,298.94
Adjusting Journal Entries JE # 314
To post the prior period adjustment for business210-0000-0000-9999-000 Depreciation Expense 1,341,288.94 500-0000-0000-9999-000 Depreciation Expense 2,237,885.00 210-0000-0000-3200-000 Fund Balance - Undesignated 1,341,288.94 500-0000-0000-3200-000 Fund Balance - Undesignated 2,237,885.00 Total 3,579,173.94 3,579,173.94
Adjusting Journal Entries JE # 316
To correct the SLFRF Fund net income as an
101-0000-0000-1000-000 Cash & Cash Equivalents 52,982.01 206-2030-2032-8170-000 Professional Service 52,982.01
101-2030-2032-8334-000 Subscription Finan Principal 52,982.01 206-0000-0000-1000-000 Cash & Cash Equivalents 52,982.01 Total 105,964.02 105,964.02
Adjusting Journal Entries JE # 318
To remove the CERBT activity as it is already
110-0000-0000-4802-000 Gain / Loss on Investments 73,737.41 110-3010-3011-8453 OPEB - General Government 399,528.31 110-3010-3011-8454 OPEB - Public Safety 741,981.15
110-0000-0000-1020-000 Investments 1,214,260.13
110-3010-3011-8170-000 Professional Services 986.74
Total 1,215,246.87 1,215,246.87
Adjusting Journal Entries JE # 319
Proposed entry to correct a voided check that
274-4010-4019-8520-000 Machinery & Equipment 62,680.00
274-0000-0000-2100-000 Accounts Payable 62,680.00
5 of 6
20 - 28
Total 62,680.00 62,680.00
Adjusting Journal Entries JE # 321
To post PBC JE's
101-0000-0000-2230-000 FICA Payable 14.88
101-0000-0000-4230-002 Utility Tax - Electric 53,903.85 101-0000-0000-4230-003 Utility Tax - Gas 160.60
101-0000-0000-4230-004 Utility Tax - Telephone 36,469.46 101-0000-0000-4230-006 Utility Tax - Cable 21,948.92
101-0000-0000-5505-000 Miscellaneous 22,428.06
101-6010-6011-8100-000 Vehicle Maintenance 641.83
101-6010-6011-8100-000 Vehicle Maintenance 1,299.08
101-6010-6601-8100-000 Vehicle Maintenance 2,762.20
101-6010-6601-8100-000 Vehicle Maintenance 560.00
215-6010-6201-8100-000 Vehicle Maintenance 186.67
215-6010-6310-8100-000 Vehicle Maintenance 150.61
101-0000-0000-1114-000 Accounts Receivable - Misc. 112,482.83 101-0000-0000-2100-000 Accounts Payable 5,263.11
101-0000-0000-2210-000 Federal Withholding Payable 22,129.89 101-0000-0000-2220-000 State Withholding Payable 313.05 215-0000-0000-2100-000 Accounts Payable 337.28
Total 140,526.16 140,526.16
Total Adjusting Journal Entries 7,212,427.59 7,212,427.59 6 of 6
20 - 29
20 - 30
20 - 31
20 - 32
20 - 33
20 - 34
21 21 - 1
Purchase and Sale Agreements of Unoccupied Caltrans Historic Surplus Properties February 7, 2024