Temecula City Council
January 9, 2024

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
us
and Co
201-10
Emergency Operations Plan (EOP)
EM
Emergency plan
Until Superseded
GC 550
E Dnve
US
Hard Copy
201-11
Grant Files
EM
2 CFR 200
State and Emergency Management grants
10 yrs
EM/RM Drive
GC 8550

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
202

ORGANIZATION PLANNING FILES
322
US
HR Drive
202-01
Workforce Planning
HR
Organization charts, lists, reports, etc.

Until Superseded
GC 34090
203

CITY PLANNING FILES
P
Hard Copy
GC 34090 AD;
EnerGov
Project files, applications, notices, correspondence
203-01
Tentative Map Files/Tentative Tract Maps
CD, PW
H & S 19850;
PW Drive
related to project, exhibits, environmental
Permanent
documents, etc.

GC 4003;
X Drive
GC 4004
Laserfiche
P
Hard Copy
GC 34090 AD;
EnerGov
Project files, applications, notices, correspondence
203-02
Tentative Parcel Map Files
CD, PW
H & S 19850;
PW Drive
related to project, exhibits, environmental
Permanent
documents, etc.

GC 4003;
X Drive
GC 4004
Laserfiche
P
EnerGov
GC 34090 AD;
X Drive
Project files, applications, notices, correspondence
203-03
Zone Change Files
CD
H & S 19850;
Laserfiche
related to project, exhibits, environmental
Permanent
documents, etc.

GC 4003;
GC 4004
P
EnerGov
GC 34090 AD;
X Drive
Project files, applications, notices, correspondence
203-04
Variance Files
CD
H & S 19850;
Laserfiche
related to project, exhibits, environmental
Permanent
documents, etc.

GC 4003;
GC 4004

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
C + 2
EnerGov
Project files, applications, notices, correspondence
203-07
Minor Temporary Use Permit

CSD, CD
related to project, exhibits, environmental
2021 and prior
GC 34090
X Drive
documents, etc. (Refer to Series 203-48 for Master
and Major TUP's)
P
Hard Copy
GC 34090 AD;
EnerGov
Project files, applications, notices, correspondence
203-08
Conditional Use Permit Files
CD
H & S 19850;
X Drive
related to project, exhibits, environmental
Permanent
documents, etc.

GC 4003;
Laserfiche
GC 4004
P
EnerGov
GC 34090 AD;
X Drive
Project files, applications, notices, correspondence
203-10
Modifications (includes minor, major, review)
CD
H & S 19850;
Laserfiche
related to project, exhibits, environmental
Permanent
documents, etc.

GC 4003;
GC 4004
P
EnerGov
Project files, applications, notices, correspondence
203-11
General Plan/Development Code and Amendments
CD, CM
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Hard Copy
P
Laserfiche
Project files, applications, notices, correspondence
203-12
Lot Line Adjustment

CC, CD,PW
related to project, exhibits, environmental
Permanent
GC 34090 AD
EnerGov
documents, etc.

X Drive
Environmental Initial Study, Environmental Impact
P
EnerGov
Project files, applications, notices, correspondence
203-13
CD
related to project, exhibits, environmental
Permanent
Report and Environmental Assessments
p
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-15
Comprehensive Sign Program
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
US + 2
EnerGov
Project files, applications, notices, correspondence
203-16
Temporary Signs
CD
related to project, exhibits, environmental
Until Superseded + 2
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-17
Sign Permit
CD
Laserfiche
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Hard Copy
P
PW Drive
Project files, applications, notices, correspondence
203-19
Parcel Merger
CP �D'
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
Laserfiche
documents, etc.

X Drive
P
EnerGov
Project files, applications, notices, correspondence
203-20
Home Occupation Permit
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
203-21
Specific Plans/Specific Plan Amendments
CD, CM
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
Hard Copy
PW Drive
Project files, applications, notices, correspondence
203-22
Certificate of Compliance

CC, CD,
EnerGov
related to project, exhibits, environmental
Permanent
PW
GC 34090 AD
Laserfiche
documents, etc.

X Drive
P
EnerGov
Project files, applications, notices, correspondence
203-23
Waivers of Final Map
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Hard Copy
P
PW Drive
Project files, applications, notices, correspondence
203-24
Development Plans

CD, CM,
EnerGov
related to project, exhibits, environmental
Permanent
PW
GC 34090 AD
Laserfiche
documents, etc.

X Drive
P
EnerGov
Covenants & Agreements, Project files,
203-25
Second Dwelling Unit Permit
CC, CD
X Drive
applications, notices, correspondence related to
Permanent
GC 34090 AD
Hard Copy
project, exhibits, environmental documents, etc.

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
Project files, applications, notices, correspondence
203-28
Development Agreements
CD, CM
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
203-31
Landscape Agreements/Bonds/Plans
CD
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
203-32
Appeals
CD
EnerGov
related to project, exhibits, environmental
Permanent
GC 34090
X Drive
documents, etc.
203-34
Massage License Supplemental
CD
2 Years
Hard Copy
License application supplemental documents,
2021 and prior
GC 34090
passport, drivers licese, etc
P
EnerGov
203-35
Massage License/Application
CD
Application, license certicate in Energov,
Permanent
GC 34090 AD
X Drive
correspodence
P
EnerGov
Project files, applications, notices, correspondence
203-36
Findings of Public Convenience or Necessity
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-37
Development Impact Fee Reduction
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-38
Extension of Time
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-39
Habitat Acquisition Negotiations Strategy (HANS)
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-40
Minor Exception
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-41
Model Home Complex
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-42
Pre -Application Review
CD
I
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
EnerGov
Project files, applications, notices, correspondence
203-43
Residential Tract Product Review
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-44
Vendors License
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-45
Wireless Antenna Facility
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Noticing documents, project correspondence,
203-46
Long Range Planning Projects
CD
invoices, receipts, exhibits, EIR documents,
Permanent
GC 34090 AD
X Drive
required forms
P
EnerGov
Project files, applications, notices, correspondence
203-47
Certificate of Historical Appropriateness
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Master/ Major Temporary Use Permits and Special
P
EnerGov
Project Iles, applications, notices, correspondence
203-48
Events
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

P
EnerGov
Project files, applications, notices, correspondence
203-49
Special Studies
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
X Drive
documents, etc.

Hard Copy
203-50
Zoning Letter
CD
GC 34090
EnerGov
Zoning letters and relevant information
Permanent
Planning Drive

INFORMATION TECHNOLOGY COMPUTER
204

APPLICATIONS, AUDIO/VIDEO & DIRECTORIES
P
P Drive
204-06
Public Meeting Media

CC, ITSS
GC 34090.7
Audio, visual recordings
Permanent
AD
Meeting Audio Recordings (Boards & Commissions,
C + 2
P Drive
204-07
ITSS
Audio recordings
2021 and prior
Directors Hearing, etc.)
GC 34090
Security Video Recordings (Routine Video Recording,
1 Year
Video
204-08
including street intersections)
ITSS
GC 34090.6
Management
Regular and ongoing operations
2022 and prior
System

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
2 Years
Video
204-09
Video used in traffic studies
ITSS
GC 34090
Management
Traffic and road condition surveys
2021 and pri
System
2021 and prior unless part
Public Record Emails -
of ongoing project, within
204-10
Electronic Mail
ITSS
3 Years
Outlook
Retain land use and PW project emails until the
CEQA statute of limitations
GC 34090
project is approved and the CEQA statute of
limitations period expires without litigation.
or subject to other statutory
protection
204-11
Proximity Card Log/List
ITSS
Access Control
Tracking Log
Permanent
GC 34090 AD
204-12
Help Desk Tickets
ITSS
C + 3
IT Ticket
Employee service requests
2020 and prior
GC 34090
System
205

BUDGET FILES
C + 2
Hard CopyAnnual
205-01
Budget Working Paper Files
FIN
Operating Budget back up documents
2021 and prior
GC 34090
Finance Drive
C + 2
Hard Copy
205-02
Proposed Budget
FIN
Questica
Annual Operating Budget (City Council
2021 and prior
p
GC 34090
Workshop/Report)
Finance Drive
Final Adopted City Budget &
P
Hard Copy
205-03
FIN
GC 34090 AD,
Laserfiche
Adopted -Final Annual Operating Budget
Permanent
Mid -year Budget
40802 and
Questica
documents and Midyear Budget documents
53901
Finance Drive
4 AA
Hard Copy
205-04
Budget Adjustments
FIN
Tyler Eden/Munis
Journals, budget adjustment requests
FY 18/19 and prior
GC 34090
Finance Drive
P
Hard Copy
205-09
Capital Improvement Program Budget
FIN
Questica
Adopted -Annual Capital Improvement Program
Permanent
GC 34090 AD
Budget
Finance Drive
C + 2
Finance Drive
State of California yearly budget information with
205-13
State Budget Information
FIN
2021 and prior
GC 34090
population

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
206

REPORTING FILES
P
Hard Copy
Comprehensive Annual Financial Reports
206-02
(CAFR/Annual Financial Statements)
FIN
GC 34090 AD
Tyler EdenDrive
Final CAFR
Permanent
Finance Drive
206-04
State Controller's Report
FIN
P
Hard Copy
Final State Controllers Report submitted to State of
Permanent
GC 34090 AD
Finance Drive
California
P
Hard Copy
Final Street Report submitted to the State of
206-05
Street Report
FIN
California
Permanent
GC 34090 AD
Finance Drive
206-06
Statement of Indebtedness (RDA)
FIN
P
Hard Copy
Final RDA Financial Statements (SOI) submitted to
Permanent
GC 34090 AD
Finance Drive
the State of California
207

COST ANALYSIS STUDIES
207-01
Cost Analysis Studies Files
FIN
Final Fee Studies (City Council Report)
Permanent
GC 34090 AD
F nardce DrCop ve

REDEVELOPMENT (RDA) & SUCCESSOR AGENCY
208

THE REDEVELOPMENT AGENCY (SARDA)
P
Hard Copy
Project files, applications, notices, correspondence
208-01
Redevelopment Plan
CD
RDA Drive
related to project, exhibits, environmental
Permanent
GC 34090 AD
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
208-02
Redevelopment Projects
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
208-03
Redevelopment Programs
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
208-04
Housing Programs
Idocuments,
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
etc.

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

RECORD CATEGORY

OFFICE OF

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)

RETENTION &
FILE
RECORD

APPROVED
NUMBER
&

LOCATION

DESTRUCTION DATES

OF RECORDS
LEGAL
(Updated each January)

CITATION
C + 2
Hard Copy
208-05
Affordable Housing Compliance
CD
RDA Drive
Operating Budget, Unit Status Report, Statement of
Permanent
GC 34090
Compliance
Monthly Income
Software
US
Hard Copy
Project files, applications, notices, correspondence
208-06
Owner Participation Rules
CD
related to project, exhibits, environmental
Until Superseded
GC 34090
RDA Drive
documents, etc.

US
Hard Copy
Project files, applications, notices, correspondence
208-07
Relocation Assistance, Rules & Guidelines
CD
related to project, exhibits, environmental
Until Superseded
GC 34090
RDA Drive
documents, etc.

P
Hard Copy
Project files, applications, notices, correspondence
208-08
Special Studies - RDA/SARDA
CD
related to project, exhibits, environmental
Permanent
GC 34090 AD
RDA Drive
documents, etc.
209

FUNDING PROGRAMS
T + 4
Hard CopyApplications,
209-01
Community Services Funding Program
CM
supporting documents
2019 and prior if terminated
GC 34090
Hard Drive
3 Office + 5
Hard Copy
Project files, contracts, proposals, statements,
209-02
CDBG Public Service Admin Files
CD, CM
GC 34090;
Planning Drive
reports, environmental review, grant documents,
2016 and prior
applications, inventory, plans, regulations (see also
409-18)
P
Hard Copy
Electronic — Includes Consolidate Plan, Annual
Action Plans, Analysis of Impediments,
209-03
CDBG Planning Documents
CD
Assessment of Fair Housing, Consolidated Action
Permanent
GC 34090 AD
Planning Drive
and Performance Evaluation Report (CAPER),
Amendments (i.e. notices, actual substantial
amendments, agreements, etc.)

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
2 + 3
Hard Copy
Project files, contracts, proposals, statements,
209-04
CDBG Funding Applications
CD
reports, environmental review, grant documents,
2018 and prior
GC 34090
Planning Drive
selected applications, inventory, plans, regulations
US
Hard Copy
209-05
CDBG Policy Manuals
CD
Procedures and policies
Until Superseded
GC 34090
Planning Drive
300

MANAGEMENT FILES
301

DEPARTMENTAL MANAGEMENT FILES
US
Hard CopyAgendas,
301-02
Conference and Meetings
ALL
outlines, lists, notes, etc.

Until Superseded
GC 34090
Hard Drive
US
Hard CopyProcedures
301-03
Departmental Procedures
ALL
Until Superseded
GC 34090
Hard Drive
US
301-04
Signature Authority & Notices of Appointment
CC
GG 34090
Hard Copy
Delegation of signature authority
Until Superseded
302

REPORTS MANAGEMENT FILES
303

FORMS MANAGEMENT FILES
US
Hard Drive
303-01
Forms (Masters)
ALL
Shell forms
Until Superseded
GC 34090
Laserfiche
304

RECORDS MANAGEMENT FILES
US
Hard Drive
304-01
Filing Systems & Procedures (Includes TUFFS)
CC
Lists
Until Superseded
GC 34090
P
CC Drive
304-02
Department Inventories and Worksheets
CC
Yearly inventory sheets, worksheets
Permanent
GC 34090 AD
Hard copy
Records Destruction Authorization Files and
P
Hard Drive
304-03
Certificates
CC
Certificates of Destruction
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard CopyListings
304-06
Department Transfer Lists
CC
of documents transferred to Records
Permanent
GC 34090 AD
Laserfiche
P
CC Drive
304-07
Retention Schedules
CC
Retention schedule (City Council Report)
Permanent
GC 34090 AD
305

RISK MANAGEMENT
P
Hard Copy
305-01
Insurance Policies
ALL
Laserfiche
City Owned Policies
Permanent
GC 34090 AD
€M/RM Drive
3 AS
Hard Copy
2020 and prior years after
305-02
Claims Filed by the City
HR
Refer to Series 704-13 for Claims Against the City
GC 34090
€M/RM Drive
settled
CL + 7
Hard CopyAccident/Incident
305-03
Accident Reports — City Assets
HR
Reports
2016 and prior closed
GC 34090
€M/RM Drive
Risk Management Reports — Loss Analysis, Safety,
CL + 7
€M/RM Drive
305-04
HR
Accident/Incident Reports
2016 and prior closed
etc.

GC 34090
AS + 3
€M/RM Drive
305-05
Self -Insured Documentation
HR
Insurance Policies; Certificate of Consent
2020 and prior after settled
GC 34090
CL + 3
F1M/RM Drive
305-06
Incident Reports (Non -employee)
HR
Accident/Incident Reports
2020 and prior closed
GC 34090
400

ACCOUNTING, PAYROLL & RETIREMENT
401

ACCOUNTING & REVENUE FILES
Also see Section 409
4 AA
Hard Copy
401-03
General Ledger File/AJE/BJE
FIN
GC 34090
Tyler Eden/Munis
Journal and budget adjustments
FY 18/19 and prior
CCP337
Finance Drive
4 AA
Hard Copy
401-06
Accounts Payable
FIN
Tyler Eden/Munis
Vendor invoices with check copies, draw files
FY 18/19 and prior
GC 34090
Finance Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
4 AA
Hard Copy
401-07
Accounts Receivable
FIN
Finance Drive
Billing invoices with backup documents
FY 18/19 and prior
GC 34090
Tyler Eden/Munis
4 AA
Hard Copy
401-10
Demands & Warrants (checks)
FIN
Tyler Eden/Munis
Copies of A/P checks
FY 18/19 and prior
GC 34090
Finance Drive
4 AA
Laserfiche
401-13
List of Demands
FIN
Check listing issued monthly (City Council Report)
FY 18/19 and prior
GC 34090
4 AA
Hard CopyPetty
401-14
Petty Cash Files
FIN
cash receipts with backup documents
FY 18/19 and prior
GC 34090
4 AA
Hard CopySales
401-16
Sales Tax (Also see 409-11)
FIN
tax backup documents
FY 18/19 and prior
GC 34090
Finance Drive
4 AA
Hard Copy
401-19
Quarterly Financial Statements
FIN
GC 34090 &
Laserfiche
Reports of quarterly financials (City Council Report)
FY 18/19 and prior
CCP 337
Finance Drive
4 AA
Hard CopyState
401-20
State Revenues
FIN
of California revenue information
FY 18/19 and prior
GC 34090
Finance Drive
Hard Copy
4 AA
Questica
401-21
Fiscal Analysis
FIN
Finance Drive
Income, balance, cash flow statements
FY 18/19 and prior
GC 34090
4 AA
Hard Copy
401-25
Vouchers and Voucher Register (Cash Disbursement
FIN
CCP 337
Tyler
Daily cash receipt backup documents
FY 18/19 and prior
Journal)
Cashiering
GC 34090
Finance Drive
4 AA
Hard CopyTracking
401-35
Internal Service Funds
FIN
of services and goods
FY 18/19 and prior
GC 34090
Finance Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
4 AA
Hard Copy
401-37
Asset Management Inventory
FIN
Tyler Eden/Munis
Fixed assets inventory
FY 18/19 and prior
GC 34090
Finance Drive
402

RECEIPTS & BILLING FILES
4 AA
Hard Copy
402-02
Daily Cash Receipts
FIN
Tyler
Daily cash backup documents
FY 18/19 and prior
GC 34090
Cashiering
Finance Drive
4 AA
Hard Copy
402-05
Permits and Permit Fees
FIN
EnerGov
Listing of permit fees
FY 18/19 and prior
GC 34090
Finance Drive
Business license applications, changes and
P
Hard Copy
renewals
402-06
Business Licenses
FIN
Permanent
GC 34090
EnerGov
Finance Drive
403

CITY BANKING FILES
4 AA
Hard Copy
Copies of Bank Deposits, checks, deposit slips,
403-01
Bank Deposit Files
FIN
direct deposits
FY 18/19 and prior
GC 34090
Finance Drive
4 AA
Hard CopyCopies
403-02
Bank Statements
FIN
of Bank Statements
FY 18/19 and prior
GC 34090
Finance Drive
4 AA
Hard CopyCopies
403-03
Check Stubs, Cancelled/Voided Checks
FIN
of A/P checks and voids
FY 18/19 and prior
GC 34090
Finance Drive
3 AT
Hard Copy
2021 and prior after
403-05
Banking Service Files
FIN
Bank fees file
GC 34090
termination
4 AA
Finance Drive
403-06
Bank Reconciliation
FIN
Monthly bank reconciliation documents
FY 18/19 and prior
GC 34090
4 AA
Hard CopyA/P
403-08
A/P Checks (Numerical Listing)
FIN
checks
FY 18/19 and prior
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
404

PAYROLL FILES
C + 4
Hard Copy
404-01
IRS Forms (W2's, W-4's, EDD, 941, 1099, etc.)
FIN
GC 34090
Finance Drive
Copies of W-2, W-4, payroll reports, 941 reports
2019 and prior
sent to IRS
CFR 1627.3
C + 4
Hard Copy
404-02
Payroll Deductions/Benefit Reports
FIN
GC 34090
Tyler Eden/Munis
Payroll reports
2019 and prior
P29 CFR
1627.3
4 AA
Tyler Eden/Munis
404-03
Payroll System Reports
FIN
Payroll reports
FY 18/19 and prior
GC 34090
4 AA
Tyler Eden/Munis
404-04
Time Sheets
FIN
Payroll timesheets, Time Off Requests
FY 18/19 and prior
GC 34090
4 AA
Hard Copy
404-06
Vacation & Sick Leave
FIN
Finance Drive
Payroll leave report
FY 18/19 and prior
GC 34090
Tyler Eden/Munis
4 AA
Tyler Eden/Munis
404-09
Unemployment Compensation Files
FIN
Payroll unemployment forms
FY 18/19 and prior
GC 34090
P
Tyler Eden/Munis
404-14
PERS — Payroll Deduction Reports
FIN
Payroll pension reports sent to CalPers
Permanent
29 CFR 1627.3
4 AA
Tyler Eden/Munis
404-16
Workers Compensation
FIN
Workers Compensation yearly audit files
FY 18/19 and prior
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
405

BOND FILES
M + 10
Hard Copy
Certificates of participation, distribution lists,
405-01
Bond Issue Maintenance Files
CC, PW
53921 &
M + 10
agreements, amendments, maps
CCP 337.5
P
Hard Copy
405-09
Bonds, Development and Performance
CC, PW
53921 &
Bonds, correspondence, tracking lists
Permanent
CCP 337.5
M + 10
Hard Copy
405-16
Bonds Other
CC
53921 &
Bonds, correspondence, tracking lists
M + 10
CCP337.5
406

AUDIT FILES
P
Hard CopyCity
406-07
City Annual Audit
FIN
Annual Financial Reports Audited
Permanent
GC 34090 AD
Finance Drive
P
Hard CopyCity
406-08
Single Audit
FIN
Annual Financial Reports Audited
Permanent
GC 34090 AD
Finance Drive
P
Hard CopyRDA
406-09
Redevelopment Agency Audit
FIN
Annual Financial Report Audited
Permanent
GC 34090 AD
Finance Drive
Riverside County Transportation Commission/Measure
P
Finance Drive
406-10
FIN
Measure A Annual Audit
Permanent
A Audit
GC 34090 AD
P
Finance DriveAnnual
406-11
Other Audits
FIN
Financial Reports Audited
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
407

RETIREMENT FILES
4AA
Hard Copy
407-01
Individual Vested Interest Records
FIN
Laserfiche
City investment portfolio records
FY 18/19 and prior
GC 34090
Sempro
Finance Drive
P
Hard Copy457
407-02
Deferred Compensation Plans
HR
Plan Documents
Permanent
GC 34090
HR Drive
P
Hard CopyRetirement
407-04
Retirement Correspondence and Information (PERS)
HR
contract, amendments
Permanent
GC 34090 AD
HR Drive
408

INVESTMENTS FILES
FY Puchase +
Hard Copy
408-04
Investments
FIN
6 Investments, CD deposit information, bonds
FY 15/16 and Prior
GC 34090 AD
4AA
Hard Copy
408-06
Monthly Treasurer's Report
FIN
Laserfiche
City monthly bank reconciliation
FY 18/19 and prior
GC 34090
Sempro
Finance Drive
4AA
Hard CopyInvestment
408-07
Administration
FIN
administration
FY 18/19 and prior
GC 34090
Sempro
4 AA
Hard Copy
State of California Local Agency Investment Fund
408-10
(LAIF)
FIN
Sempro
Investment information
FY 18/19 and prior
GC 34090
Finance Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
409
REVENUE & TAXATION (Also refer to Section 401)
4 AA
Hard Copy
409-01
Administration
FIN
Finance Drive
City revenue administration
FY 18/19 and prior
GC 34090
Tyler Eden/Munis
Tyler Cashiering
P
Hard Copy
409-04
User Fee Studies
FIN
Finance Drive
Permanent
GC 34090 AD
Tyler Eden/Munis
Tyler Cashiering
City User Fee studies
P
Hard Copy
409-05
Development Impact Fees (DIF)
FIN
Finance Drive
City Impact Fee studies
Permanent
GC 34090 AD
Tyler Eden/Munis
Tyler Cashiering
4 AA
Hard Copy
409-06
Franchise Fees
FIN
Finance Drive
City Franchise Fees information
FY 18/19 and prior
GC 34090
Tyler Eden/Munis
Tyler Cashiering
P
Hard CopyCity
409-07
Fee Schedules
FIN
Fees Schedule
Permanent
GC 34090 AD
Finance Drive
4 AA
Hard Copy
409-10
Property Tax
FIN
Tyler Eden/Munis
City property tax information
FY 18/19 and prior
GC 34090
Tyler Cashiering
Finance Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard CopyCity
409-11
Sales Tax (Also refer to series 401-16)
FIN
sales tax information, HDL Reports
Permanent
GC 34090 AD
Finance Drive
4 AA
Hard Copy
409-12
Transient Occupancy Tax (TOT)
FIN
Tyler Cashiering
City TOT information
FY 18/19 and prior
GC 34090
Finance Drive
P
Hard Copy
409-15
TCSD Fees
FIN
Tyler Eden/Munis
TCSD Fees
Permanent
GC 34090 AD
Rec 1
Finance Drive
4 AA
Hard Copy
409-16
Documentary Transfer Tax
FIN
Tyler Eden/Munis
City tax information
FY 18/19 and prior
GC 34090
Finance Drive
P
Hard Copy
409-17
Temecula Public Financing Corporation (TPFA)
FIN
Laserfiche
TPFA (City Council Report)
Permanent
GC 34090 AD
Finance Drive
P - Successful
C + 2
Hard Copy
Grants information, applications, project proposals,
Permanent - Successful
409-18
Grants
ALL
Unsuccessful
notification of grant, objectives, reports, exhibits
Unsuccessful - 2021 and
(see also 209-02)
prior
GC 34090 AD
Finance Drive
4 AA
Hard Copy
409-23
Gas Tax
FIN
Tyler Eden/Munis
Gas tax revenues
FY 18/19 and prior
GC 34090
Finance Drive
4 AA
Hard Copy
409-24
Vehicle Impound Fee
FIN
Tyler Eden/Munis
Vehicle fee information
FY 18/19 and prior
GC 34090
Finance Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
409-25
Development Agreement Fees
FIN
Development Agreement
Permanent
GC 34090 AD
Tyler Eden/Munis
Finance Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard CopyProp
409-27
Jarvis Prop 218
FIN
218 information
Permanent
GC 34090 AD
4 AA
Hard Copy
409-28
County Revenues, Other
FIN
Tyler Eden/Munis
County revenue information
FY 18/19 and prior
GC 34090
Finance Drive
4 AA
Hard Copy
409-29
State Revenues, Other
FIN
Tyler Eden/Munis
State Revenues information
FY 18/19 and prior
GC 34090
Finance Drive
Data Ticket
4 AC
Tyler Eden/Munis
409-31
Parking Legal Citations
FIN
Finance Drive
Parking citations information
2019 and prior after closed
GC 34090
410

ECONOMIC DEVELOPMENT
P
Hard CopyLoan
410-01
Loans & Incentives
ED
information
Permanent
GC 34090 AD
P
ED Drive
410-02
Studies/Research/Demographics & Census
ED
Claritas reports, QLMP
Permanent
GC 34090 AD
C + 2
ED Drive
Agendas, notices, CALED, ICSC, PIO Lunch,
410-03
Meetings/Seminars/Conferences/ Showcases
ED
GC 34090
Broker's Breakfast, Temecula Trekkers
2021 and prior
US
ED Drive
410-05
Temecula Businesses
ED
Creative Spaces Project, correspondence
Until Superseded
GC 34090
Us
ED Drive
410-06
Business Development/Projects
ED
Business information
Until Superseded
GC 34090
Us
Hard Copy
Application guidelines, applications, funding charts,
410-07
Sponsorship &Funding Requests
ED
final sponsorship binder
Until Superseded
GC 34090
ED Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
CM Drive
Script, event information, audio/visual recordings,
410-08
State of the City Address
CM, ED
GC 34090 AD
Video
photos, PowerPoint Presentation
Permanent
C + 2
CM Drive
410-09
Film Permits
CM, ED
GC 34090
Hard Copy
Film permits received from vendor
2021 and prior

PERSONNEL, SALARY & BENEFITS,

CLASSIFICATION, RECRUITMENT, TESTING,
500

TRAINING, MEDICAL, COMPLIANCE, SAFETY,

INCENTIVES & AWARDS
501

PERSONNEL RECORDS
S+50
Pre -employment and new hire documentation,
personnel actions, performance evaluations,
training documents, general employment
501-01
Individual Personnel File
HR
GC 34090,
Hard Copy
correspondence, benefits, confidential information
Separation + 50
12946
HR Drive
(medical information, leave of absence
documentation), grievances, administrative
complaints, investigations
US
Hard CopyPersonnel
501-02
Personnel Policy File
HR
policy
Until Superseded
GC 34090
HR Drive
502

SALARY & BENEFITS
P
HR Drive
502-01
Employee Benefit Plans
HR
Cafeteria Plan documents
Permanent
GC 34090 AD
us
HR Drive
502-02
Salary Studies
HR
Salary Studies
Until Superseded
GC 34090
P
HR Drive
502-04
Salary Schedules
HR
Salary Schedules
Permanent
GC 34090 AD
P
HR Drive
Management Compensation Plan (City Council
502-07
Management Compensation Plan
HR
Report)
p )
Permanent
GC 34090 AD
P
HR Drive
City Council Compensation Plan (City Council
502-08
Council Compensation Plan
HR
Report)
p )
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
503

PERSONNEL CLASSIFICATION FILES
P
NeoGov
503-01
Classification Specifications
HR
Class Specifications
Permanent
GC 34090 AD
HR Drive
us
HR Drive
503-02
Classification Studies
HR
Classification Study results
Until Superseded
GC 34090
505

RECRUITMENT
AC + 3
NeoGov
Job applications, position announcements,
505-01
Recruitment File (including job application)
HR
2021 and prior after closed
GC 34090
interview ratings, eligibility list
,
g g y
507

TRAINING FILES
T + 2
HR Drive
2021 and prior after
507-03
Employee Career Development Training Rosters
HR
Training Participant Rosters
GC 34090
termination
T + 2
NeoGov
2021 and prior after
507-04
Safety Training Rosters
HR
Training Participant Rosters
GC 34090
HR Drive
termination
T + 2
NeoGov
2021 and prior after
507-05
Mandated Training Rosters
HR
Training Participant Rosters
termination
GC 34090
HR Drive
508

WORKERS COMP
AT + 50
Hard Copy
CCR 14311;
HR Drive
Individual Workers' Compensation file (Work Status
508-02
Employee Workers Compensation Claims
HR
15400.2;
Reports, DWC-1 Form and Acknowledgement)
50 Years After Termination
CA LC 110-
139.E

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
509

COMPLIANCE FILES
Hard Copy
P
HR Drive
OSIP Report; Section 111 Reporting, CHP
509-05
Compliance Reports (EED, SCO, OSHA, etc.)
HR, PW
PW Drive
Inspection (DOT), Material Safety Data Sheets
Permanent
(MDS)
GC 34090 AD
510

SAFETY FILES
P
€WRM Drive
510-01
Safety Committee Meeting/Minutes
HR
Agenda, meeting minutes
Permanent
GC 34090 AD
P
€WRM Drive
510-02
Accident/Safety Investigation Files (OSHA, etc.)
HR
Accident/Incident Reports
Permanent
GC 34090 AD
P
€WRM Drive
510-03
Safety Manual
HR
Safety Manuals
Permanent
GC 34090 AD
P
Hard Copy
Individual DOT Driver File (Test results, DMV
510-05
Department of Transportation DOT Program
HR
Permanent
GC 34090 AD
€MfRM Drive
Reports, Pull Program Authorization, Medical Card)
511

INCENTIVE AND SERVICE AWARDS
P
HR Drive
511-01
Employee Recognition
HR
Service award tracking
Permanent
GC 34090 AD
C + 2
HR Drive
511-02
City Sponsored Employee Activities (Team PACE)
HR
Team PACE event plans, meeting minutes
2021 and prior
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION

PURCHASING, CONTRACTING, EQUIPMENT AND
600

SERVICE FILES
601

PURCHASING FILES
4 AA
SQL Reports
Tyler Eden/Munis
Purchase orders, purchase order reports, backup
601-01
Purchase Orders
FIN
FY 17/18 and prior
documents
GC 34090
M Drive
Hard Copy
P Successful
Hard Drive
Successful Permanent;
601-03
Bid Files
ALL
Planet Bids
Notice of Inviting Bid (NIB) and unsuccessful bid
Unsuccessful 2019 and
4 Unsuccessful
bonds (CC retains paper)
prior (Successful bid bond
filed with contract)
CCP 337.5
Finance Drive
US
Tyler Eden/Munis
601-04
Authorization to Purchase other than Bid
FIN
Bid authorization
Until Superseded
GC 6254
3 AA
Tyler Eden/Munis
601-05
Department Requisition File
FIN
Requisition file, backup documents
FY 19120 and prior
GC 34090
US
Finance Drive
601-06
Purchasing Policy and Procedures
FIN
Purchasing policies and procedures
Until Superseded
GC 6254
3 AA
601-08
Vendors Lists
FIN
Listing of vendors
FY 18/19 and prior
GC 34090
Tyler Eden/Munis
3 AA
Finance Drive
601-13
Credit Applications
FIN
Credit application
FY 18/19 and prior
GC 34090
Successful:

Hard Copy
AA +5
Successful: 2018 and prior
601-15
RFQs, RFPs and RFI's
ALL
2 Unsuccessful
Hard Drive
Quotes, proposals, exhibits, correspondence
if closed; Unsuccessful:
2021
Planet Bids
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
602

CONTRACTS & AGREEMENTS
Hard Copy
Contracts , Agreements, Amendments, Contract
P
Finance Drive
Agreements, contracts, amendments and contract
602-00
Change Orders and Leases
CC, PW
change orders
Permanent
GC 34090 AD
Laserfiche
Hard Copy
P
Finance Drive
602-01
Franchises
CC
Agreements, Contracts, Amendments
Permanent
GC 34090 AD
Laserfiche
C + 2
Hard CopyGeneral
602-02
Contracts and Agreements General Correspondence
CC
Correspondence
2021 and prior
GC 34090
Finance Drive
US + 4
Hard Copy
Tyler Eden/Munis
Certificates of Insurance (Departments maintain
602 05
Vendor Certificates of Insurance
ALL
copies for their records)
Until Superseded + 4
GC 34090
Offsite Vendor
603

INVENTORY SUPPLY FILES & FIXED ASSETS
US + 2
Hard Drive
603-01
Master Inventory of Equipment

FIN, ITSS
Listing of inventory
Until Superseded
GC 34090
C + 2
Hard CopyCity
603-02
Fuel Records File (Gasoline, Oil, etc.)
FIN
revenue administration
2021 and prior
GC 34090
L + 4
Hard Copy
City vehicle title records, registrations, sales
603-03
Vehicle Registration Records

CC, FIN
GC 34090
contract and release correspondence
Life/Sale of Vehicle +4
VC 9900
US
Hard CopyVehicle
603-05
Vehicle Maintenance Policy
PW
maintenance policy
Until Superseded
GC 34090
PW Drive
Hard Copy
Life/Sale of Vehicle
603-06
Fleet/Vehicle Maintenance Records
PW
L
All Fleet/Vehicle maintenance records
Permanent - Database info
Lucity
in Lucity

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
CARB reporting (VIN, Make and Model, license
plate number, GVWR, body type, fule and
Hard Copy
5 powertrain type, date of purchase, odomoter,
603-07
Zero Emission Fleet Vehicles

PW, FIN
PW Drive
2029
CCR 2013.3
engine family and engoine model), purchase lease
Tyler Munis
agreements, sales information, transer of liability
forms, out of state registration form, DMV filing

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
604

SALVAGE AND SURPLUS SALES
C + 2 After
Tyler Eden
Disposal
2021 and prior after
604-01
Salvage and Surplus Sales

FIN, PW
Asset surplus
Finance Drive
disposal
GC 34090
PW Drive
605

PUBLICATION AND PRINTING FILES
C + 2
Hard CopyPublication
605-01
Proof of Publication
CC
Approval, Proof of Publication
2021 and prior
GC 34090
EQUIPMENT LOG, SERVICE RECORDS and WORK
606
ORDERS
C + 2 After
606-01
Equipment Instruction, Information and Warranties
ALL
Disposal
Hard Drive
Equipment information pamphlets, books, manuals
2021 and prior after
disposal
disposal
GC 34090
C + 2 After
2021 and prior after
Disposal
Lucity
disposal
606-03
Equipment Service Records & Equipment Maintenance
ALL
Service/Maintenance documentation, logs
Permanent - Database info
GC 34090
in Lucity
C + 2
Hard Copy
2021 and Prior - Hard
606-04
Work Orders and Service Requests
PW
Citizen Requests, Service Order Requests
Copies
Lucity
Permanent - Database info
GC 34090
PW Drive
in Lucity
607

SERVICES CONTRACTED
P
Hard Copy
607-02
Misc. Mechanics Lien & Stop Notices
PW
Laserfiche
Preliminary Notices, Stop Notices
Permanent
GC 34090 AD
PW Drive
700

LEGISLATIVE, ELECTIONS & LEGAL FILES
701

LEGISLATIVE FILES
City Council, Agency, Board, Commission &
P
Hard Copy
Agendas, staff reports, exhibits, departmental
701-02
Committee Agendas
CC
I GC 34090 AD
I Laserfiche
Ireports
Permanent

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
Permanent - Read into
P
Hard Copy
Record
701-03
Request to Speak Forms
CC
Speaker Slips, Emails submitted for the record
Electronic
C + 2 - Not read into the
C + 2
record (Public Comment)
P
Hard Copy
Permanent - Originals may
701-04
City Council Ordinances
CC
Ordinances, exhibits, logs
GC 34090(e)
Laserfiche
not be destroyed
ed
City Council, Agency, Board, Commission &
P
Hard Copy
Permanent - Originals may
701-05
Committee Resolutions
CC
GC 34090(e)
Laserfiche
Resolutions, exhibits, logs
not be destroyed
City Council, Agency, Board, Commission and
P
Hard Copy
Permanent - Originals may
701-10
Committee Minutes
CC
GC 34090(e)
Laserfiche
Minutes
not be destroyed
Selected: T + 4
City Council, Board, Committee, Commission &
Selected: Termination +4
701-11
Agency Reference Papers, Applications, Appointments
CC
Not Selected:

Hard Copy
Applications, correspondence
Not Selected: 2021 and
& Resignations
C + 2
prior
GC 34090
Federal & State Legislative Information &
P
Hard Copy
701-12
Correspondence
CC
GC 34090 AD
Correspondence
Permanent
P
Hard Copy
Replace superseded pages;
701-14
Municipal Code
CC
GC 34090(e)
Municipal Code, updates
Code and Insertion Guides
AD
Website
Permanent
701-15
Signed Meeting Cancellation Notices
CC
Hard Copy
Notices
Permanent
GC 34090 AD
pe
C + 4
Hard CopyNotices
701-16
Public Hearing Notices
CC
2019 and prior
GC 34090
P
Hard CopyCommittee
701-18
City Seal/Logo
CC
documents, seal, correspondence
Permanent
GC 34090 AD
P
Hard Copy
LAFCO documents, county resolution, studies,
701-19
City of Temecula Articles of Incorporation
CC
Permanent
GC 34090 AD
exhibits

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
CC Drive
701-22
History of Elected/Appointed Officials
CC
I
List of elected/appointed officials
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
702

ELECTION FILES
P
Hard Copy
702-02
Election Historical/Operational Files
CC
Primary/General election correspondence,
Permanent
GC 34090 AD
CC Drive
publications, resolutions, results, etc.
702-04
Miscellaneous Election Ballots
CC
Hard Copy
Proposition 218
Permanent
GC 34090 AD
Successful:

T+4
Hard Copy
Successful:Term + 4
702-06
Nomination Files
CC
Unsuccessful:

Nomination Papers
Unsuccessful: Election +2
E + 2
Elected Mayor, City Council
Campaign Statements
P/E + 5/E+7
Hard Copy
members and suppporting
committees: Permanent
FPPC Form 400 Series & 501
GC 81009 (b)
Laserfiche
Non -Elected (Election + 5) -
702-08
CC
FPPC documents
2018 and prior
Misc.

GC 81009 (c)
Net File
Individuals/Committees (E
+ 7) — 2016 and prior
(Must Retain in Paper Form
for 2 Years)
Campaign Disclosure Log
P
CC Drive
702-09
CC
GC 34090 AD
Log
Permanent
P
Hard Copy
702-10
Annexation, Consolidation & Boundary Files
CC
GC 34090(a)
LAFCO documents, reports, recorded maps, notice
Permanent
of intent, correspondence
AD
C + 8 months
Hard Copy
Petition, correspondence, ballot turn in, ballot title, For petition: 8 months after
702-11
Initiatives, Referendums and Recalls
CC
certification of election if on
C + 2
notice of intent
ballot or after final

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
702-12
Misc. Petitions
CC
GC 34090
Hard Copy
Neighborhood petitions
2021 and prior
5 ATR
Hard Copy
GC 53235.2 -
702-13
AB 1234 Ethics Training & AB 1661 Harassment
CC
Ethics GC
Certificate of Proof, Proof of Participation List
2018 and prior
Prevention Training
12950.1,
53237, 53237.5
HP
GC 12950.1,
703
LEGAL
53237 and
53237.5 - HP
CL + 2
Web QA
PRA Requests, correspondence, documents
703-01
Public Records Act Requests (PRA's)
CC
2021 and prior after closed
GC 34090
produced
Requests for Copies of Building Plans/Structural
CC
CL + 2
Hard Copy
Request, Architect Consent Correspondence,
703-02
Drawings
Web QA
Owner Declaration, Postal Cards, Proof of Receipt
2021 and prior
GC 34090
and B & S Letter via CC Dept.

P
Hard Copy
Permanent - Final
703-03
Litigation Against City
CC, HR
Individual Working Files (Claim, Litigation Notices,
documents transferred to
GC 34090
EM/RM Drive
Depositions, Case Status Reports)
City Clerk and retained with
litigation file
C + 4
Hard CopyNotices
703-06
Bankruptcy Filings/Foreclosure Notices
CC
related to contracts
2019 and prior
GC 34090
Laserfiche
C + 2
Hard Copy
703-08
Subpoenas
CC
Subpoena, correspondence, log
2021 and prior
GC 34090
Web QA Portal
P
Hard Copy
Permanent - Final
703-09
Litigation by City
CC, HR
Individual Working Files (Claim, Litigation Notices,
documents transferred to
GC 34090 AD
EMIRM Drive
Depositions, Case Status Reports)
City Clerk and retained with
litigation file
704

LEGAL AFFAIRS FILES
CL + 5
Hard Copy
704-04
Affidavits Files
CC
Mailings & Postings
2018 and prior
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
704-05
Judgment Files
CC
Hard Copy
Legal documents, correspondence
Permanent
GC 34090 AD
Statements of Economic Interest
C + 7
Laserfiche
FPPC documents
2016 and prior
FPPC Form 700
704-07
CC
GC 81009(e)(f)
(Must Retain in Paper Form
(g)
for 2 Years)
GC 87200
P
Hard Copy
704-08
Conflict of Interest Code
CC
Permanent
P
704-09
Wage Garnishment & Levies
FIN
Hard Copy
Payroll employee garnishment information
Permanent
GC 34090 AD
CL + 2
Hard Copy
Citations, complaints, officer comments/notes,
Permanent - Database Info
photos, notices, violation lists/reports,
in Energov
704-10
Code Enforcement Case Files
CE
GC 34090 (d)
B & S Drive
nuisance/vehicle/weed abatement records,
2021 and prior closed for
AD
Energov
warrants, demand for payment, invoices and
non energov records
related records
Hard Copy
P
EnerGov
Code cases, reports, correspondence, invoices,
704-11
Code Enforcement Liens
CC, CE
GC 34090 (a)
Laserfiche
photos, liens, warrants, demand payment letters
Permanent
AD
B & S Drive
resolutions and noticing
Hard Copy
City Attorney Correspondence (General) /Closed
C + 2
Office 365
704-12
Session Materials
ALL
Hard Drives
Correspondence, exhibits, reports
2021 and prior
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
3 AS
Claim, exhibits, general correspondence (Refer to
704-13
Claims Against the City
CC
Hard Copy
305-02 for claims filed by the City)
2020 and prior after settled
GC 34090
P
704-15
Notary Public
GC 34090 (d),
Hard Copy
Notary Bond, Errors & Omissions Policy
Permanent
CC
GG8289
C + 2
Hard Copy
Miscellaneous Petitions/Protests (See 702-12 for
704-19
election petitions)
CC
GC 34090,
Petitions
2021 and prior
50115
C + 7
Hard Copy
704-22
FPPC Form 800 Series
CC
GC 34090, GC
FPPC documents, backupdocuments
201 e and prior -Must retain
Laserfiche
paper form for 2 years
81009
705

ASSESSMENT/SPECIAL DISTRICTS
P
C + 2 Ballots
705-01
Assess ment/Special Districts
CC
GC 34090
Hard Copy
Reports, correspondence, ballots
Permanent
Ballots - C + 2
GC 53753 (e)
(2)
P
Hard Copy
705-05
Temecula Community Services District
FIN
Finance Drive
TCSD Levy
Permanent
GC 34090 AD
Tyler Eden/Munis
P
Hard Copy
705-12
Industrial Development Authority (IDA)
FIN
Finance Drive
IDA Levy
Permanent
GC 34090 AD
Tyler Eden/Munis

ENGINEERING, CONSTRUCTION, BUILDING AND
800

CAPITAL PROJECTS
801

GENERAL ENGINEERING
P
Hard Copy
801-03
Improvement Plans — Storm Drain
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
g p
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
801-04
Improvement Plans — Street All Weather Access
p ( )
PW
PW Drive
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
Laserfiche
P
Hard Copy
801-05
Grading Plans
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
802

ENGINEERING AND CONSTRUCTION PERMITS
P
Hard Copy
802-02
Grading Permits
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
Hard Copy
802-05
Encroachment Permits
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
Hard Copy
802-07
Right of Entry
CD, PW
Laserfiche
Document files, court filings, noticing,
Permanent
GC 34090 AD
correspondence
PW Drive
P
Hard Copy
802-08
Flood Plain Development Permits
PW
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
Laserfiche
easements, legal descriptions
PW Drive
803

MAP FILES
P
Hard Copy
803-01
Final Tract Maps
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
Hard Copy
803-02
Final Parcel Maps
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION

BUILDING PLANS, PERMITS AND
805

SPECIFICATIONS
P
EnerGov
805-01
Sewer Specifications
CD
Procedures and policies
Permanent
GC 34090 AD
Permits Plus
P
EnerGov
805-03
Landscape Specifications
CD, PW
Permits Plus
Procedures and policies
Permanent
GC 34090 AD
Hard Copy
PW Drive
P
Hard Copy
Regional Standard Drawings and Specifications for
Laserfiche
Standard drawings, standard specifications, plans,
805-04
Public Works
PW
GC 34090 AD
PW Drive
reports, studies, calculations
Permanent
Website
P
Hard CopyProcedures
805-06
Building Codes
BS
and policies
Permanent
GC 34090 AD
B & S Drive
P
EnerGov
Building permits, plans, applications, contact
Permanent -For life of
805-07
Building Permits
BS
Laserfiche
information, related permit documents and
database records
structure
GC 34090 AD
Permits Plus
P
EnerGov
Architectural/structural drawings, Title 24's,
Permanent - For life of
805-08
Building Plans
BS
GC 34090 AD
Laserfiche
Structural Calculations, tenant improvement plans
structure
H & S 19850
Hard Copy
806

CAPITAL PROJECTS
P
Hard CopyProject
806-01
5-Year Plan
ALL
files, plans, reports
Permanent
GC 34090 AD
Hard Drive
P
Hard Copy
Project files, documents, plans, specifications,
806-04
Projects in Progress
PW
Permanent
GC 34090 AD
PW Drive
reports, logs
P
Hard Copy
Project files, documents, plans, specifications,
806-05
Completed Projects
p
PW
Laserfiche
reports
Permanent
GC 34090 AD
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
807

INSPECTION FILES
Hard Copy
B & S Drive
P
EnerGov
807-01
Inspectors Daily Reports
CD, PW
Permits Plus
Inspection reports
Permanent
Laserfiche
GC 34090 AD
PW Drive
P
EnerGov
807-02
Billboard and Sign Files
CD
Permits Plus
Building permits, plans, applications, contact
Permanent
GC 34090 AD
Hard Copy
information, related permit documents
B & S Drive
P
EnerGov
807-03
Deputy Inspectors/City Fee Required
CD
Permits Plus
Contact information, fee information, reports
Permanent
GC 34090 AD
Hard Copy
B & S Drive
900

LABOR RELATIONS FILES
P
HR Drive
901-00
Labor Relations
HR
Employee relations documentation
Permanent
GC 34090 AD
P
HR Drive
901-01
Meet and Confer
HR
Negotiation, resolution documentation
Permanent
GC 34090 AD
Memorandum of Understanding, Management
P
HR Drive
901-02
HR
Employee MOU, Management Compensation Plan
Permanent
Compensation Plan
GC 34090 AD
P
HR Drive
901-05
Bargaining Unit Organization Files
HR
Bargaining Unit documentation
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION

RIGHT-OF-WAY, BOUNDARY AND PROPERTY
1000
FILES
1001

RIGHT-OF-WAY FILES
P
Hard CopyDeeds,
1001-01
Easements Granted BY City
CC
agreements, grants, legal description
Permanent
GC 34090 AD
P
Hard CopyDeeds,
1001-02
Easements Granted BY County
CC
agreements, grants, legal description
Permanent
GC 34090 AD
P
Hard CopyIOD,
1001-03
Irrevocable Offers of Dedication (I.O.D.)
CC
legal description
Permanent
GC 34090 AD
CC
P
Hard CopyAgreements
1001-04
Encroachment Files
Permanent
GC 34090 AD
P
Hard CopyQuitclaim
1001-05
Quitclaims
CC
Deed
Permanent
GC 34090 AD
P
Hard CopyDeeds,
1001-06
Easement Grant TO City
CC
agreements, grants, legal description
Permanent
GC 34090 AD
1002

PROPERTY FILES
P
Hard CopyGrant
1002-01
Property Acquisition Files
CC
Deeds, agreements
Permanent
GC 34090 AD
P
Hard CopyLease
1002-02
Property Lease Files
CC
agreements
Permanent
GC 34090 AD
P
Hard CopyAgreements,
1002-03
Property Sale Files
CC
escrow documents, correspondence
Permanent
GC 34090 AD
P
Hard CopyRecorded
1002-06
Vacations
CC
resolution, reports
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
EnerGov
1002-07
Annexations

CC, CD, CM
Permits Plus
Project files, applications, notices, correspondence
Permanent
GC 34090 AD
X Drive
related to project, plans, etc.

Hard Copy
P
Hard CopyRecorded
1002-08
Property Management
CC
resolution, reports
Permanent
GC 34090 AD
P
Hard CopyFinal
1002-10
Eminent Domain Acquisition
CC
Order of Condemnation, deeds
Permanent
GC 34090 AD
P
Hard CopyReports
1002-11
Appraisals
CC
Permanent
GC 34090 AD
Laserfiche
1003

BOUNDARY FILES
P
EnerGov
Project files, applications, notices, correspondence
1003-01
Boundary Description
rY p
CD
Permits Plus
related to project, plans, etc.

Permanent
GC 34090 AD
X Drive
P
EnerGov
1003-02
Sphere of Influence
CD
Permits Plus
Project files, applications, notices, correspondence
Permanent
GC 34090 AD
X Drive
related to project, plans, etc.

Hard Copy
1100

PUBLIC SERVICES AND PUBLIC RELATIONS

STREET MAINTENANCE AND IMPROVEMENT
1110
FILES
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110 01
Street Improvement
PW
Laserfiche
easements, legal descriptions
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110 02
Off -Site Plans (Ramps, Sidewalks, Curbs, etc.)
PW
Laserfiche
easements, legal descriptions
g p
Permanent
GC 34090 AD
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER
&

LOCATION

DESTRUCTION DATES

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
1110-03
Bridges
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
Hard Copy
1110-04
Street Planning
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
1110-05
Street Maintenance and Repairs
PW
Hard Copy
Maintenance and inventory records
Permanent
GC 34090 AD
PW Drive
Lucity
P
Hard Copy
1110-06
in Crosswalks, Bike Lanes, etc.

Striping g ( )
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
Hard Copy
1110-07
Street Names and Signs
PW
Lucity
GIS data base, street sign inventory
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
1110-08
Street Furniture (Bus Benches, etc.)
PW
Lucity
Street maintenance/inventory records
Permanent
GC 34090 AD
PW Drive
P
Hard Copy
1110-09
State Highways & Freeways
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
P
Hard Copy
1110-10
Street Inventory

PW, ITSS
GIS System
GIS data base
Permanent
GC 34090 AD
Lucity
PW Drive
P
Hard Copy
1110-11
Medians

PW, ITSS
GIS System
GIS data base, maintenance/inventory records
Permanent
GC 34090 AD
Lucity
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
1110-12
Slopes

PW, ITSS
GIS System
GIS database, maintenance/inventory records
Permanent
GC 34090 AD
Lucity
PW Drive
P
EnerGov
1110-13
Street Numbering & Naming
CD
GIS database, lists, maps
Permanent
Permits Plus
GC 34090 AD
X Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1110-14
Detour Plans
PW
GC 34090 AD
Laserfiche
easements, legal descriptions
Permanent
PW Drive
1120

STREET LIGHTING FILES
C + 2
Hard Copy
Service Order Requests (SOR's) and SCE
2021 and prior -Originals
1120-02
Street Lighting Maintenance Files
PW
GC 34090
Lucit y
maintenance
are sent to SCE
PW Drive
1130

SPECIAL SERVICES FILES
Volunteer Program Applications (Community Service,
C + 2
Hard Copy
Applications, Minor Consent Forms, TB Test, Live
1130-01
CSD
2021 and prior
etc.)
GC 34090
Volgistics
Scan
P
ar opy
1130-04
Special Events Permits
CSD
EnerGov
Permits
Permanent
GC 34090
CSD Drive
1141

SPECIAL STUDIES FILES
P
Hard Copy
Plans, reports, studies, easements, legal
1141-01
Flood Control Studies
PW
Laserfiche
descriptions
Permanent
GC 34090 AD
PW Drive
P
Hard CopyStudies,
1141-02
Demographic & Statistical Studies
ED
supporting documents
Permanent
GC 34090 AD
ED Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
1150

ANIMAL CONTROL FILES
C + 2
EnerGov
1150-01
Animal Control Correspondence
CE
Permits Plus
Code cases, reports, correspondence, noticing
2021 and pri
GC 34090
B&S Drive
1160

TRAFFIC CONTROL AND PARKING
P
Hard Copy
1160-01
Traffic Control Files
PW
Laserfiche
Plans, reports, studies, bonds, agreements,
Permanent
GC 34090 AD
easements, legal descriptions
PW Drive
C + 2
Hard Copy
1160-02
Traffic Studies and Surveys
PW
Laserfiche
Reports, studies
2021 and prior
GC 34090
PW Drive
P
Hard Copy
Plans, reports, studies, bonds, agreements,
1160-04
Traffic Requests— Public Inquiry
PW
Lucit y
easements, legal descriptions
Permanent
GC 34090 AD
PW Drive
C + 5
Hard Copy
1160-06
Traffic Consultants
PW
Laserfiche
Reports, studies
2018 and prior
GC 34090
PW Drive
1161

TRAFFIC MAPS
P
Hard Copy
1161-02
Street Maps

ITSS/PW
GIS System
GIS database, street improvement plans
Permanent
GC 34090 AD
Laserfiche
PW Drive
P
Hard Copy
1161-03
Speed Survey
PW
Laserfiche
Traffic documents, reports, studies
Permanent
GC 34090 AD
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
1162

TRAFFIC SIGNAL FILES
L
Hard Copy
1162-01
Traffic Signals

ITSS, PW
Lucity
GIS database, traffic signal plans
Life
GC 34090
PW Drive
L
Hard Copy
1162-02
Traffic Signal Maintenance
PW
GIS System
Reports, service maintenance records, PM, Service
Life
GC 34090
Lucity
Order Requests
PW Drive
1162-03
Traffic Signal Timing
PW
C+2
Enterprise
Signal timing
C+2 (retention started
GC 34090
software
2024)
1163

PARKING FILES
1163-01
Park and Rides
CC
GC 34090
Hard Copy
Correspondence
2021 and prior
1170

SANITATION, SEWERS & STORMDRAINS
US
Hard CopyGeneral
1170-09
Storm Drains and Flood Control
CC
correspondence, updates
Until Superseded
GC 34090
1180

PUBLIC RELATIONS FILES
1180-02
Historical Documents
ALL
P
Hard Copy
Incorporation news clippings, historical press
Permanent
GC 34090
Hard Drive
releases
C + 2
MyCivic
1180-03
Public Inquiry and Complaints (Except Consumer)
ALL
GC 34090,
Office 365
General correspondence
2021 and prior
945.6
CCP 338, 342
Hard Copy
P
Hard CopyAgendas,
1180-06
Public Ceremony Files
CM
outlines
Permanent
GC 34090 AD
C + 2
Hard CopySurveys,
1180-08
Public Questionnaires/Surveys

CM, CSD
summaries, results, reports
2021 and prior
GC 34090
Hard Drive
P
Hard CopyNewsletters
1180-09
Municipal Newsletter
CM
I
Permanent
GC 34090 AD
Hard Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard CopyListings
1180-10
Donations TO the City
CC
of donated items
Permanent
GC 34090 AD
C + 2
Hard CopyGeneral
1180-11
Organizations and Clubs, General

CM, CSD
correspondence
2021 and prior
GC 34090
C + 2
Hard CopyCopies
1180-12
Community Education
CSD
of print collateral, media files
2021 and prior
GC 34090
Hard Drive
C + 2
Hard CopyPress
1180-13
Special Events and City Sponsored Events

CM, CSD
releases, permits, supporting documentation
2021 and prior
GC 34090
Hard Drive
C + 2
Hard CopyPress
1180-14
City Promotional Campaign

CM, CSD
releases, collateral
2021 and prior
GC 34090
Hard Drive
P
Hard CopyLetters,
1180-16
Sister City Program

CM, CSD
itinerary, items of historical significance
Permanent
GC 34090 AD
Hard Drive
US + 2
Hard CopyPublications,
1180-18
City Publications & Brochures
ALL
brochures, postal cards, etc.

Until Superseded + 2
GC 34090
Hard Drive
P
Hard Copy
Reports delivered in conjunction with City business
1180-20
Speeches
CM
speech outlines (retain items of historical
Permanent
GC 34090 AD
Hard Drive
significance)

PUBLIC UTILITIES, COMMUNICATIONS, AND
1200

TRANSPORTION FILES
1201

GENERAL UTILITIES FILES
P
Hard CopyAgreement
1201-01
Public Utilities Commission
CC
Permanent
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
1202

GAS AND ELECTRIC FILES
P
Hard CopyFranchise
1202-01
Franchise Files
CC
documentation
Permanent
GC 34090 AD
Laserfiche
P
Hard CopyCorrespondence,
1202-03
Easements Granted TO Southern California Edison
CC
recorded documents, exhibits
Permanent
GC 34090 AD
Laserfiche
1203

RADIO FILES
AE+2
1203-01
Radio Station License
CC
GC 34090
Hard Copy
License
AE + 2
1207

TRANSPORTATION FILES
C + 2
Hard Copy
1207-05
Regional Issues
CM, PW
Meeting agendas
2021 and prior
GC 34090
PW Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
1300

PUBLIC SAFETY FILES
1301

PUBLIC SAFETY
C + 2
Hard CopyCorrespondence,
1301-01
Law Enforcement
CM
enforcement documentation
2020 and prior
GC 34090
C + 2
EnerGov
1301-02
Public Safety, General
CD, CM
Permits Plus
Code cases, reports, correspondence, noticing
2021 and prior
GC 34090
B&S Drive
C + 2
EnerGov
AVA Quarterly Reports, reimbursement
1301-08
Abandoned Vehicles & Houses
CD
Permits Plus
documents, correspondence, noticing
2021 and prior
GC 34090
B&S Drive
C + 2
Hard CopyCorrespondence,
1301-13
Border Patrol
CC, CM
enforcement documentation
2021 and prior
GC 34090
1302

FIRE DEPARTMENT
P
Hard Copy
Project files, applications, notices, correspondence
1302-06
Fire Department Facilities
p
FP
Laserfiche
related to project, plans, etc.
permanent
GC 34090 AD
FP Drive
P
Hard Copy
Project files, applications, notices, correspondence
1302-08
Fire Permit Files
FP
GC 34090 AD
EnerGov
related to project, plans and database records
Permanent
Permits Plus
Laserfiche

PARKS, RECREATION, ENVIRONMENTAL AND
1400

EDUCATION FILES
1401

PARKS AND FACILITIES
Community Service Rules & Regulations (Council
P
Hard Copy
1401-00
CSD
Ordinances, resolutions
Permanent
Adopted)
GC 34090 AD

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
City Facilities and Parks Reports, Studies &
P
Hard Copy
1401-01

CC, CSD
Reports, studies, summaries and regulations
Permanent
Regulations
GC 34090 AD
Recreation Forms (Activity Registrations, Park/Facility P
Hard Copy
1401-10
CSD
Forms, rosters
Permanent
Rentals, Sign -In Sheets, Rosters, etc.)
GC 34090
CivicRec
1402

CULTURAL RECREATION FILES
1403

ENVIRONMENTAL FILES
P
Hard Copy
1403-01
Community Design Manual
CD
Planning Drive
Manual
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403-02
Landscaping Guidelines
CD
Planning Drive
Guidelines
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-03
Air Pollution/Air Element
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403-04
Archaeological Surveys
CD
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
P
Hard Copy
1403-07
Resource Conservation Areas
CD
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive
P
Hard Copy
1403-08
Energy Conservation
CD
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
1403-09
City -Wide Clean-up Campaigns
CD
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive
Hard Copy
P
Planning Drive
Reports, studies, surveys, environmental
1403-10
Noise Pollution
CD
X Drive
documents
Permanent
GC 34090 AD
P
Hard Copy
1403-11
Tree Trimming and Removal
PW
Lucit y
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
documents
PW Drive
P
Hard Copy
1403-12
Recycling
CD
Planning Drive
Reports, studies, surveys, environmental
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403-13
Safe Drinking Water Act
CD
Hard Copy
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive
P
Hard Copy
1403-14
Congestion Management
CD
Hard Copy
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Planning Drive
documents
X Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER
&

LOCATION

DESTRUCTION DATES

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
1403-15
Stephen's Kangaroo Rat Mitigation
p g g
CD
Planning Drive
Reports, studies, surveys, environmental
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403 16
Multi -Species Habitat Conservation Plan
CD
Planning Drive
Reports, studies, surveys, environmental
documents
permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-17
CEQA
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403-18
Landfills
CD
Planning Drive
Reports, studies, surveys, environmental
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403-19
Erosion Control Plans
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
P
Hard Copy
1403 20
Earthquake Standards/Hazardous Buildings
9 g
CD
PlanningReports,
Drive
studies, surveys, environmental
documents
permanent
GC 34090 AD
X Drive
P
Hard Copy
Reports, studies, surveys, environmental
1403 21
Mining Projects
CD
Plannin Drive
g
documents
Permanent
GC 34090 AD
X Drive

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER
&

LOCATION

DESTRUCTION DATES

OF RECORDS
LEGAL
(Updated each January)

CITATION
P
Hard Copy
1403-22
Federal Endangered S Act FESA
Species g p (
CD
Planning Drive
Reports, studies, surveys, environmental
documents
Permanent
GC 34090 AD
X Drive
P
X Drive
1403-23
Santa Ana Watershed Project Authority
CD
Planning R
Reports, studies, surveys, environmental
Permanent
GC 34090 AD
Drive
documents
Paper
P
Hard Copy
Reports, studies, surveys, environmental
1403-24
Environmental Pests
CD
Planning Drive
documents
Permanent
GC 34090 AD
X Drive
1405

EDUCATION FILES
C + 2
Hard CopyGeneral
1405-01
Temecula Valley Unified School District
CM
correspondence
2021 and prior
GC 34090
C + 2
Hard CopyGeneral
1405-02
Universities, College & Higher Education
CM
correspondence
2021 and prior
GC 34090
C + 2
Hard Copy
1405-03
Charter, Private, Public & Christian Schools
CM
General correspondence
2021 and prior
GC 34090

Exhibit A
City of Temecula
Records Retention Destruction Schedule WORKING DRAFT
Adopted by City Council Resolution No. 2024- , January, 2024 RECORD
SERIES

OFFICE OF

RETENTION &

RECORD CATEGORY

RETENTION

RECORDS

DOCUMENT/RECORD TYPE(S)
FILE
RECORD

APPROVED
NUMBER

DESTRUCTION DATES
&

LOCATION

OF RECORDS
LEGAL
(Updated each January)

CITATION
GOVERNMENT ORGANIZATIONS AND OFFICES:
1500

INTERNATIONAL, NATIONAL AND LOCAL
International, National and Local Government
C + 2
Hard Copy
1500-01
Organizations & Offices
ALL
General correspondence
2021 and prior
GC 34090
1501

UNITED STATES OFFICES AND ORGANIZATIONS
C + 2
Hard CopyGeneral
1501-01
United States Offices & Organizations
ALL
correspondence
2021 and prior
GC 34090
1502

CALIFORNIA OFFICES AND ORGANIZATIONS
C + 2
Hard CopyGeneral
1502-01
California Offices & Organizations
ALL
correspondence
2021 and prior
GC 34090
1503

REGIONAL ORGANIZATIONS
C + 2
Hard CopyGeneral
1503-01
Regional Organizations
ALL
correspondence
2021 and prior
GC 34090
1504

RIVERSIDE COUNTY FILES
C + 2
Hard Copy
1504-01
Riverside County Offices
ALL
General correspondence
2021 and prior
GC 34090

Item No. 11

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: John Crater, Division Chief, Temecula Fire Department DATE: January 9, 2024
SUBJECT: Approve Resolution Designating Certain City Officials to Execute Applications and Documents for Grant Funding through the Department of Homeland Security, State of California and Riverside County
PREPARED BY: Mikel Alford, Emergency Manager
RECOMMENDATION: That the City Council adopt this resolution entitled:

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

TEMECULA, CALIFORNIA, DESIGNATING AND

AUTHORIZING CERTAIN CITY OFFICIALS TO EXECUTE

APPLICATIONS AND DOCUMENTS FOR THE PURPOSES OF

OBTAINING FEDERAL FINANCIAL ASSISTANCE

PROVIDED BY THE FEDERAL DEPARTMENT OF

HOMELAND SECURITY AND SUB -GRANTED THROUGH

THE STATE OF CALIFORNIA AND THE COUNTY OF

RIVERSIDE
BACKGROUND: To be eligible to receive financial assistance established under the Federal Emergency Management Agency's (FEMA) Emergency Management Performance Grant (EMPG) and the State Homeland Security Grant Program (SHSP), the State of California requires a resolution adopted by the City Council that designates certain city officials as eligible to apply for and receive federal financial assistance under the above -mentioned grant programs.

To that end, staff is recommending that the City Council adopt a resolution which would authorize the City Manager, or his/her designee, to execute and submit FEMA and SHSP Grants for, and on behalf of the City of Temecula.

FISCAL IMPACT: There is no fiscal impact with the passing of this resolution.

ATTACHMENTS: Resolution

RESOLUTION NO.2024-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF TEMECULA, CALIFORNIA, DESIGNATING AND

AUTHORIZING CERTAIN CITY OFFICIALS TO EXECUTE

APPLICATIONS AND DOCUMENTS FOR THE PURPOSES

OF OBTAINING FEDERAL FINANCIAL ASSISTANCE

PROVIDED BY THE FEDERAL DEPARTMENT OF

HOMELAND SECURITY AND SUB -GRANTED THROUGH

THE STATE OF CALIFORNIA AND THE COUNTY OF
RIVERSIDE.

WHEREAS, the City Council of the City of Temecula heretofore adopted Resolution No. 2024- designating and authorizing certain City officials to execute said applications and documents; and
WHEREAS, the California Governor's Office of Emergency Services requires that the Temecula City Council adopt Resolution No. 2024- in order to be eligible to apply for and receive federal financial assistance provided by the federal Department of Homeland Security and sub -granted through the State of California and the County of Riverside Emergency Management Department; and
WHEREAS, the City of Temecula desires to continue to accept the State Homeland Security Program (SHSP) and Emergency Management Program Grant (EMPG) grants for grant years 2023, 2024, 2025 and 2026.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TEMECULA, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

Section 1. That the City Manager, or his/her designee, are hereby authorized to execute and submit for and on behalf of the City of Temecula, a local government established under the laws of the State of California, applications and other related documents, including agreements amendments, extensions, and grant award documents, for the purpose of obtaining federal financial assistance provided by the federal Department of Homeland Security and sub -granted through the State of California.

Section 2. That this authorization shall be in effect for the duration of the Fiscal Years 2022, 2023, 2024, 2025 and 2026 grant periods of the SHSP and EMPG.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Temecula this 9th day of January, 2024.

James Stewart, Mayor
ATTEST:

Randi Johl, City Clerk
[SEAL]

STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss

CITY OF TEMECULA )
I, Randi Johl, City Clerk of the City of Temecula, do hereby certify that the foregoing Resolution No. 2024- was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 9th day of January, 2024, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

Randi Johl, City Clerk

Item No. 12

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick Thomas, Director of Public Works / City Engineer DATE: January 9, 2024
SUBJECT: Approve Consultant Agreement with STC Traffic, Inc. for the Safety Lights and Signal Communications Upgrade — Citywide, PW23-13
PREPARED BY: Nick Minicilli, Senior Civil Engineer
Julie Tarrant, Principal Management Analyst
RECOMMENDATION: That the City Council:

1. Approve a consultant agreement with STC Traffic, Inc., in the amount of $317,730, for the Safety Lights and Signal Communications Upgrade - Citywide, PW23-13; and

2. Authorize the City Manager to approve extra work authorizations not to exceed the contingency amount of $31,773, which is equal to 10% of the agreement amount.

BACKGROUND: On May 9, 2022, the Caltrans Division of Local Assistance announced the Cycle 11 Call for Projects for the Highway Safety Improvement Program (HSIP).

On August 23, 2022, the City Council approved Resolution 2022-67 approving the filing of the project application for Highway Safety Improvement Program (HSIP) Cycle 11 funds. The Public Works Department -Traffic Division submitted a project application, and on March 9, 2023, the city was awarded HSIP Cycle 11 funding for the Safety Lights and Signal Communications Upgrade- Citywide project, in the amount of $2,441,310.

The Project will upgrade all traffic signal safety lights to LED and install communication system upgrades to 127 intersections throughout the City. Specific project improvements include LED streetlights, signal wiring, vehicle heads, pedestrian heads, controller cabinets, fiber cable, ethernet switches, wireless radios, and related communication equipment to improve safety and operations with optimized traffic signal timing coordination. Signal timing coordination will be improved along Butterfield Stage Road and Ynez Road corridors. The HSIP funding for the project is $2,441,310, with a City match of $814,590 in DIF-Traffic Signals and Measure S funds. The total project costs including the City match is $3,255,900.

On July 26, 2023, the Department of Public Works publicly posted on the City's online bidding service, Planet Bids, Request for Proposal No. 275 to solicit design consultant proposals for the Project. The design consultant solicitation was publicly advertised between July 26, 2023 and

August 22, 2023 and the City received four (4) proposals. City staff panel members reviewed each proponent's proposal, excluding cost proposals, which were submitted under separate file and concealed until full review was conducted. After panel review and discussion of proposals, the proponents were ranked as follows:

1. STC Traffic, Inc.

2. Willdan

3. Advantec Consulting Engineers, Inc.

4. Minagar & Associates, Inc.

Subsequent to proposal review and rankings, staff reviewed the STC Traffic, Inc. cost proposal and determined the amount to be fair and equitable. Staff finalized the terms of the proposal and negotiated a not -to -exceed fee of $317,730 for engineering design services (Tasks 1-6 in the RFP 275). The remaining tasks required to complete the project will be covered under a separate agreement for Construction Support, identified as Task 7 in RFP 275.

STC Traffic, Inc., is a full -service Traffic Engineering, Planning, and ITS firm with extensive experience in designing and implementing innovative and effective traffic signal communication systems. STC Traffic, Inc., has designed and provided construction support for similar projects throughout Southern California.

Staff recommends the approval of the agreement with STC Traffic Inc., in the amount of $317,730, with a contingency amount of $31,773 for engineering design services. The combined total fee for the overall scope of work, including contingency is $349,503.

FISCAL IMPACT: The Safety Lights and Signal Communications Upgrade- Citywide project is identified in the City's Capital Improvement Program (CIP) Budget for Fiscal Years 2024-2028. It is funded with Highway Safety Improvement Program (HSIP) funds, DIF-Traffic Signals, and Measure S. Adequate funds are available in the project account for the engineering design services agreement in the amount of $317,730, plus the $31,773 contingency, for a total encumbrance of $349,503.

ATTACHMENTS: 1. Agreement

2. Project Description

AGREEMENT FOR CONSULTANT SERVICES BETWEEN
CITY OF TEMECULA AND STC TRAFFIC, INC.

STREETLIGHT AND SIGNAL COMMUNICATIONS UPGRADE- CITYWIDE, PROJECT NO. PW23-13
THIS AGREEMENT is made and effective as of January 9, 2024, between the City of Temecula, a municipal corporation (hereinafter referred to as "City"), and STC Traffic, Inc. a Corporation (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

TERM
This Agreement shall commence on January 9, 2024 and shall remain and continue in effect until tasks described herein are completed, but in no event later than December 31, 2024, unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Consultant shall perform the services and tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A.

3. PERFORMANCE
Consultant shall faithfully and competently exercise the ordinary skill and competence of members of their profession. Consultant shall employ all generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

4. PAYMENT
a. The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit B, Payment Rates and Schedule, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Any terms in Exhibit B, other than the payment rates and schedule of payment, are null and void. This amount shall not exceed Three Hundred Seventeen Thousand Seven Hundred Thirty Dollars and Zero Cents ($317,730.00), for the total term of this agreement unless additional payment is approved as provided in this Agreement.
b. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the City Manager .

Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of said services.

C. Consultant will submit invoices monthly for actual services performed.

Invoices shall be submitted between the first and fifteenth business day of each month, for 08/09/2021

services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the City disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. For all reimbursements authorized by this Agreement, Consultant shall provide receipts on all reimbursable expenses in excess of Fifty Dollars ($50) in such form as approved by the Director of Finance.

5. PREVAILING WAG
Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of workman needed to execute this Agreement from the Director of the Department of Industrial Relations.

Copies may be obtained from the California Department of Industrial Relations Internet website at http://wvvw.dir.ca.Qov . Consultant shall provide a copy of prevailing wage rates to any staff or sub -Consultant hired, and shall pay the adopted prevailing wage rates as a minimum. Consultant shall comply with the provisions of Sections 1720, 1725.5, 1771.1(a), 1773.8, 1775, 1776, 1777.5, 1777.6, and 1813 of the Labor Code. Pursuant to the provisions of 1775 of the Labor Code, Consultant shall forfeit to the City, as a penalty, the sum of $200.00 for each calendar day, or portion thereof, for each laborer, worker, or mechanic employed, paid less than the stipulated prevailing rates for any work done under this Agreement, by him or by any subconsultant under him, in violation of the provisions of the Agreement. This project, work, or service will be subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR) pursuant to Labor Code Section 1771.4.

6. REGISTRATION WITH THE DEPARTMENT OF INDUSTRIAL RELATIONS Registration with the Department of Industrial Relations (DIR) is mandatory as a condition for bidding, providing certain services, and working on a public works project as specified in Labor Code Section 1771.1(a). Consultant and any subcontractors must be registered with the Department of Industrial Relations to be qualified to bid, or provide a proposal and/or time and material quote or be listed in a bid, proposal or quote, subject to the requirements of Public Contract Code Section 4104; or engage in the performance of any contract that is subject to Labor Code Section 1720 et seq., unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. Consultant and subcontractors will be required to provide proof of registration with the DIR. For more information regarding registration with the Department of Industrial Relations, refer to http://www.dir.ca.gov/Public-Works/PublicWorks.html

7. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE a. The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement.
b. In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement 08/09/2021

pursuant to this Section, the Consultant will submit an invoice to the City, pursuant to Section entitled "PAYMENT" herein.

8. DEFAULT OF CONSULTANT
a. The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. b. If the City Manager or his delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, it shall serve the Consultant with written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

9. OWNERSHIP OF DOCUMENTS
a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts there from as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the work, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files containing data generated for the work, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and

10. INDEMNIFICATION
The Consultant agrees to defend, indemnify, protect and hold harmless the City of Temecula, Temecula Community Services District, and/or the Successor Agency to the Temecula Redevelopment Agency, its officers, officials, employees and volunteers from and against any and all claims, demands, losses, defense costs or expenses, including attorney fees and expert 08/09/2021

witness fees, or liability of any kind or nature which the City of Temecula, Temecula Community Services District, and/or the Successor Agency to the Temecula Redevelopment Agency, its officers, agents, employees or volunteers may sustain or incur or which may be imposed upon them for injury to or death of persons, or damage to property arising out of Consultant's negligent or wrongful acts or omissions arising out of or in any way related to the performance or non- performance of this Agreement, excepting only liability arising out of the negligence of the City of Temecula, Temecula Community Services District, and/or the Successor Agency to the Temecula Redevelopment Agency.

11. INSURANCE REQUIREMENTS
a. Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.

Minimum Scope of Insurance. Coverage shall be at least as broad as:
1) Insurance Services Office Commercial General Liability form No. CG 00 01 11 85 or 88.
2) Insurance Services Office Business Auto Coverage form CA 00 01 06 92 covering Automobile Liability, code 1 (any auto). If the Consultant owns no automobiles, a non -owned auto endorsement to the General Liability policy described above is acceptable 3) Worker's Compensation insurance as required by the State of California and Employer's Liability Insurance. If the Consultant has no employees while performing under this Agreement, worker's compensation insurance is not required, but Consultant shall execute a declaration that it has no employees. 4) Professional Liability Insurance shall be written on a policy form providing professional liability for the Consultant's profession.

Limits of Insurance. Consultant shall maintain limits no less than:
1) General Liability: One Million ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2) Automobile Liability: One Million ($1,000,000) accident for bodily injury and property damage.
3) Worker's Compensation as required by the State of California; Employer's Liability: One Million Dollars ($1,000,000) per accident for bodily injury or disease. 4) Professional Liability Coverage: One Million Dollars ($1,000,000) per claim and in aggregate.

C. Deductibles and Self -Insured Retentions. Any deductibles or self -insured retentions shall not exceed Twenty Five Thousand Dollars and No Cents ($25,000). d. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
08/09/2021

1) The City of Temecula, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees and volunteers are to be covered as insured's, as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Temecula, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees or volunteers.
2) For any claims related to this project, the Consultant's insurance coverage shall be primary insurance as respects the City of Temecula, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees and volunteers. Any insurance or self -insured maintained by the City of Temecula, Temecula Community Services District, and/or the Successor Agency to the Temecula Redevelopment Agency, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. 3) Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City of Temecula, the Temecula Community Services District, and the Successor Agency to the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees or volunteers.
4) The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
5) Each insurance policy required by this agreement shall be endorsed to state in substantial conformance to the following: If the policy will be canceled before the expiration date the insurer will notify in writing to the City of such cancellation not less than thirty (30) days' prior to the cancellation effective date
6) If insurance coverage is canceled or, reduced in coverage or in limits the Consultant shall within two (2) business days of notice from insurer phone, fax, and/or notify the City via certified mail, return receipt requested of the changes to or cancellation of the policy.
e. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of A-:VII or better, unless otherwise acceptable to the City. Self insurance shall not be considered to comply with these insurance requirements. f. Verification of Coverage. Consultant shall furnish the City with original endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. The endorsements are to be on forms provided by the City. All endorsements are to be received and approved by the City before work commences. As an alternative to the City's forms, the Consultant's insurer may provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications.

12. INDEPENDENT CONTRACTOR
a. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City 08/09/2021

nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City.

Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner.
b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.

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

14. RELEASE OF INFORMATION
a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. b. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.

15. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, that provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by Notice. Notice shall be effective upon 08/09/2021

delivery to the addresses specified below or on the third business day following deposit with the document delivery service or United States Mail as provided above.

Mailing Address: City of Temecula
Attn: City Manager
41000 Main Street
Temecula, CA 92590
To Consultant: STC Traffic, Inc.

Attn: Jason Stack
5865 Avenida Encinas, Suite 218
Carlsbad, CA 92008

16. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the City. Upon termination of this Agreement, Consultant's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the City Council and the Consultant.

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

18. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with geographic jurisdiction over the City of Temecula. In the event such litigation is filed by one party against the other to enforce its rights under this Agreement, the prevailing party, as determined by the Court's judgment, shall be entitled to reasonable attorney fees and litigation expenses for the relief granted.

19. PROHIBITED INTEREST
No officer, or employee of the City of Temecula that has participated in the development of this agreement or its approval shall have any financial interest, direct or indirect, in this Agreement, the proceeds thereof, the Consultant, or Consultant's sub -contractors for this project, during his/her tenure or for one year thereafter. The Consultant hereby warrants and represents to the City that no officer or employee of the City of Temecula that has participated in the development of this agreement or its approval has any interest, whether contractual, non - contractual, financial or otherwise, in this transaction, the proceeds thereof, or in the business of the Consultant or Consultant's sub -contractors on this project. Consultant further agrees to notify the City in the event any such interest is discovered whether or not such interest is prohibited by law or this Agreement.
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20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each parry's own independent investigation of any and all facts such party deems material.

21. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he or she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. The City Manager is authorized to enter into an amendment on behalf of the City to make the following non -substantive modifications to the agreement: (a) name changes; (b) extension of time; (c) non -monetary changes in scope of work; (d) agreement termination. 08/09/2021

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

CITY OF TEMECULA
By:

James Stewart, Mayor
ATTEST:

By:

Randi Johl, City Clerk
APPROVED AS TO FORM:

By:

STC TRAFFIC, INC.
(Two Signatures of corporate officers required unless
corporate documents authorize only one person to sign the agreement on behalf of the corporation.)
Jason Stack, President
By:

Peter M. Thorson, City Attorney CONSULTANT
STC Traffic, Inc.

Jason Stack
5973 Avenida Encin
Carlsbad, CA 92008
(760) 602-4209
STC Traffic, Inc.

Suite 218
08/09/2021

EXHIBIT A
Tasks to be Performed
All tasks to be performed are per the proposal provided by the Consultant attached hereto and incorporated herein as though set forth in full.

Scope of Work and Approach
Each scope of work item is listed with our methodology, enhancements and services that add value, and the task deliverable(s). The scope of work is organized according to the scope of services contained in the RFP with modifications and enhancements to individual scope elements to provide a productive project.

Task 1: Project Management and Coordination
One of the big benefits of our company's approach to project coordination is access. The City of Temecula has a direct line of communication to all our project staff from management and technical leads to junior staff. This level of access isn't always necessary but very convenient when it is. We stay true to our organization chart. You will see our key staff on the project. There is no bait or switch. We also recognize the value of coordinating with staff. You manage the corridors and existing systems and have intrinsic knowledge. We do not put a fixed limit on coordination. We are focused on project delivery, and it is to our benefit and the project's benefitto access this knowledge as much as possible. • Kickoff Meeting: Following the Notice to Proceed, STC will conduct a project kickoff meeting with City staff to discuss project approach, scope of work, schedule, invoicing, and address any questions or requests for information. An updated work plan and schedule will be provided. Key STC staff will attend the meeting including managers and technical leads. • Progress Meetings: The project duration is 7 months, and the kick-off meeting would serve as the first progress meeting. There will be three formal meetings including monthly progress meetings with City staff to develop the design of the project, resolve design issues, discuss staff comments STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 21 10 08/09/2021

Citywide Project No. PW23-13 • Streetlight and Signal Communications Upgrade on PS&E submittals, discuss progress and address any other issues. The design of the project will be developed in coordination with the City. STC will complete and circulate meeting agenda's two days in advance and meeting minutes within five working days. • Staff Availability: Rob Blough, Christian Lambarth, Brett Hansen, Alain Hungerford and key staff will meet with the City's Project Manager as necessary throughout the project to review status.

Deliverable reviews will also be held during regular progress meetings or when necessary. This is considered part of regular task coordination. Meetings will be conducted via conference call and when possible or preferred STC will also meet in person. • Project Schedule: A detailed preliminary project schedule has been prepared using Microsoft Project and is included at the end of this section.

Enhancements Task 1:
• An accelerated schedule with PS&E and signal timing tasks in parallel and PS&E complete 7 months from NTP.

Deliverable Task 1:
• Meeting minutes; progress reports, schedule, and overall project management and coordination.

Task 2: Utility Coordination
Utility contacts will be requested from the City and record drawings will be requested for areas where new conduit, pull boxes and vaults are expected to be installed. Utility companies will also be notified of these planned facilities in the area of the project. A utility base map will be prepared showing information from these record drawings. These base maps will serve as the background and be incorporated in the detailed design. STC will work with the City to coordinate with utility companies following the first detailed design submittal to begin utility conflict checks. It is anticipated that all new facilities will be designed to avoid private utilities. Any private utilities that are impacted will require the local agency to prepare the Notice to Owner (LAPM 14-D) form and obtain acceptance and signatures from the private owner prior to submitting the right-of-way certification form to Caltrans. STC will prepare the LAPM 14-D for any utility relocations required and submit it to the City for transmittal to each affected utility company. Although the implementing agency self -certifies right-of-way clearance for state funded HSIP projects, it is important to document impacted private utilities in case of an audit by Caltrans.

Deliverable Task 2:
• Letter request to utility companies and notification of future facilities, utility plan base map, completed LAPM 14-D (As Needed)
Task 3: Engineering Design Plans

3.1 Obtain and review all available City records and as -built plans. Inventory of the existing traffic signal and communications infrastructure is the critical first step in the PS&E process. STC has performed extensive work and research work in Temecula and has institutional knowledge of the traffic signal systems. STC will research City records and obtain all documentation relevant to the signal system. This documentation is expected to include (but is -not limited to): traffic signal as -built plans, traffic signal STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 22

Citywide Project No. PW23-13 • Streetlight and Signal Communications Upgrade P�
�Q.
interconnect plans and draft city-wide traffic signal master plans. Documentation will also be obtained from other departments within the city such as Information Systems that have communications infrastructure (and records). STC will pour over the documentation to glean the necessary information.

Deliverable Task 3.1:
• As -built documentation (as requested)

3.2 Perform Field Review. STC will conduct field reviews to verify existing field conditions, traffic signal equipment, above ground utilities, wireless line of sight, communications infrastructure (signal poles and assemblies, vehicle signal heads, pedestrian signal heads/push-buttons, pull -boxes, proofing of conduit to confirm routes and contents, cables, street name signs, controller cabinet/controller type, detection, intersection safety lighting/street lighting), and any special conditions that might create conflicts or change orders during construction. STC will enhance record information with field reviews of each traffic signal except for locations where only safety lighting is being improved. As a cost savings measure for the City, safety lighting replacement only locations will be designed using as -built information, City input, and on-line mapping resources. Any safety lighting location with insufficient information will be reviewed in the field. The data gathered from the field review will be recorded and organized onto a project ShareFile and permanently available to the City for ongoing records keeping. Accurate office records of field traffic signal system conditions and operations is critical for effective management and maintenance. As -built records will be marked up in the field and conditions will be recorded with pictures. The field documentation will also be utilized for PS&E development. Importantly, people performing this task must have a detailed understanding of traffic and communication systems to properly evaluate and identify and inventory equipment and conditions. Our staff are former public works electricians and IMSA certified technicians and are qualified in all aspects of traffic signal systems.

Deliverable Task 3.2:
• Field notes and photos (as requested)
• Existing traffic signal infrastructure, communications, and cabinet field review inventory (60 intersection locations)

3.3 Prepare Basis of Design. STC process properly starts with a concept for the system that ties directly to this ultimate use and is why we prepare a Project Basis of Design which serves as a critical reference that documents our rationale, criteria, principals, assumptions, and constraints. The basis document reduces risks of unknowns and ensures that our concept has been vetted, is understood, and has the answers to progress to the detailed design phase with the confidence of the City and design team.

STC will prepare a Basis of Design summarizing all field work findings in a technical memo which includes but is not limited to wireless line of sight surveys, existing conduit deficiency, deficient and non-standard signal equipment, utility conflicts, and any issues that will affect the design. Preliminary costs will be presented to the City for the anticipated improvements and will be compared with the available HSIP funding.

Deliverable Task 3.3:
• Basis of Design Technical Memo
STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 23

Citywide Project No. PW23-13 • Streetlight and Signal Communications Upgrade �T4ti�
P�

3.4 Prepare Design Plans. STC will prepare detailed design plans at 1"=40' scale for installation of traffic signal and communications equipment, fiber optic cable, interconnect conduit and wireless radio equipment. The base plans, where the excavation or boring of conduit is being proposed, will indicate roadway width, right-of-way, centerline, utility information, sidewalks, driveways, landscaping and any other topographic features. As -built traffic signal plans will be used and redlined for signal rewiring and ATC cabinet replacements. Tables will be prepared for upgrading vehicle/ped heads and LED lighting. Plans will be produced on City standard title block and follow City, CAMUTCD, and Caltrans standard plan and specifications. The plans shall depict new and existing affected infrastructure, construction details, and detailed fiber splice diagrams. The following are assumed for plan development:
• When new conduit is required, the plans will show the proposed location of all new conduit, pull boxes and vaults. In these areas, any existing utilities found through record drawing research or during field review will be shown on the plans.
• Where new fiber cable is installed in the existing conduit, the plans will show each project intersection with a match line to the adjacent intersections. The plans will note the approximate distance of conduit between intersections and the number of pull boxes. If any existing pull boxes and conduit sweeps need to be replaced this will be noted as well. • Where wireless radios are needed, each intersection will be shown along with the wireless radio installation location and conduit paths requiring new cable. If repeaters are required the plans will be expanded to show those locations. It is anticipated 6 wireless locations will be shown per plan sheet.
• Detailed splice diagrams will be shown for fiber connections with up to 6 intersections per sheet. • Tables will be provided showing quantities and intersection locations for LED safety light replacement and vehicle/ped head replacement.
• As -built traffic signal plans will be relined for signal rewiring and ATC cabinet replacements and will include pertinent information for contractor to complete the work.

The detailed design plan set is anticipated to have the following sheets: 1-Title Sheet, 1-Detail Sheet, 2-Keymap Tables, 21-(1"=20') Scale Markups, 1-Network Architecture, 6-(1"=40') Scale Traffic Signal Improvements, 2-(1"=40') Scale Wireless, 15-(1"=40') Scale Fiber, and 6-Splice Diagrams. In the interest of schedule and budget, the first detailed design plan submittal (65%) will contain full detail for each plan and detail sheet but will not include splice diagrams. All subsequent submittals (95%, 100%) will contain all the details necessary for bid.

Deliverable Task 3.4:
• Detailed design plans as listed above (65%, 95% & 100%) for the following locations:
o 20 intersections new fiber and conduit; 21 intersections new signal wiring; 6 intersections new ATC Cabinet; 11 intersections new wireless radio; 25 intersections new backplates or vehicle/ped heads shown in a table; 119 intersections with 463 new LED safety lights shown in a table
• Project bid package and special provisions for traffic signal and communications implementation (65%, 95%, & 100%).
• Engineers estimate (65%, 95%, 100%).
• One "D" size Mylar Set, electronic PDF copy and electronic CADD files.

STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 24

Citywide Project No. PW23-13 • Streetlight and Signal Communications Upgrade P�
Task 4: Specifications and Estimate
STC will prepare project technical specifications and estimates with the goal of maximizing the available PS&E and construction funding. The following elements of work are expected to deliverthe PS&E package:

4.1 Prepare Specifications. STC will prepare the project bid package for the traffic signal equipment procurement and construction phase of the project. The City will provide a copy of its latest General Conditions and General Provisions to use as a template. STC will modify this template as necessary and include any necessary attachments/exhibits per Caltrans Local Assistance Manual requirements. The City may desire to bid portions of the project in separate packages to increase efficiency and potentially reduce bid pricing. If this approach is selected it is anticipated the retroreflective backplate improvements for each signalized city traffic signal will be bid separate from the other project improvements. The approach to breaking this work out while limiting cost to the city will be to include a map of the City showing each project location with an intersection number along with a table summarizing the improvements at each location. The intersection numbers will be traceable between the map and the summary table. Quantities provided in the grant will be field verified during field work and included in the bid package.

Deliverable Task 4.
• Detailed specifications (95% & 100% submittal).

4.2 Prepare Engineer's Estimate: STC will generate a project bid list with anticipated costs and quantify all improvements in a detailed engineers estimate. The detailed engineers estimate will serve as quantity and unit price validation for the bid list items. The cost estimate will be submitted to the City for review at the 65%, 95%, and 100% design levels.

Deliverable Task 4.2:
• Engineer's Estimate (65%, 95% & 100% submittal).

Task 5: Request for Authorization (RFA) to Proceed with Construction STC will prepare all necessary documents required for the Funding Allocation Request to proceed with construction (CON) in compliance with LAPM state funded HISP project implementation procedures. The following documents are anticipated to be included with the funding allocation request package for construction:
• Request for Funding Allocation Form; State -only Finance Letter for Construction; Detailed Engineer's Cost Estimate for Construction items; HSIP approved project list printout STC understands that no right-of-way acquisition is anticipated for this project. STC will provide the City with a copy of the completed funding allocation package for input and will address any comments. Upon City review and approval, STC will submit the funding allocation package for Caltrans review and will resubmit it until approvals are obtained.

Deliverable Task 5:
• RFA Form; State -only Finance Letter for Construction; Detailed Engineer's Cost Estimate for Construction Items; Printout from List of Selected HSIP Projects Highlighting City's Project STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 25

Citywide Project No. PW23-13 • Streetlight and Signal Communications Upgrade P�
Task 6: Traffic Signal Coordination Timing Plans

6.1 Traffic Data Review and Pre -Evaluation of Existing Conditions. The traffic data review will commence immediately following NTP including field reconnaissance, geometric conditions, current signal timing, and traffic collisions. STC will evaluate the (18) intersections along Ynez Road between Date Street and Santiago Road as well as the corridor conditions in the field to ensure we have a detailed and accurate view of operations. Corridor and intersection documentation summarized including collisions related to signal timing from the City's LRSP. Signal timing will be reviewed CA MUTCD standards and compliance.

Traffic turning movement count data will be provided to STC by the City. It is anticipated that the City will provide AM, Mid -day, PM, and weekend peak hour counts and these will be used to develop coordination plans for those specific time periods. Travel time runs will be conducted before any modifications to timing are made. STC will utilize GPS location and time stamped travel time analysis software. The runs will also be video recorded from the driver's perspective with a dash cam. This same process for travel time runs will be repeated following the new coordination timing implementation for pre -project comparisons.

Baseline timing will be prepared that accounts for compliance and industry practice review. These will be documented on calculation spreadsheets for each intersection noting measurements and formulas.

Impacts of the revised baseline timing on existing coordination plans will be summarized and reviewed with City staff. These include clearance times, lead pedestrian intervals, minimum times, and other similar timing values. It is especially important to consider the impacts of the times on the project corridor cycle lengths and the east -west crossing arterial coordination cycle lengths. The goal will be to preserve crossing arterial coordination. A report will be prepared that summarizes the traffic volume data collection, travel time runs, collision data, standard compliance, operational observations, impacts, and strategies to mitigate baseline timing changes on the project corridor and crossing arterials.

Deliverable Task 6.1:
• Report, GPS and Video Recorded Travel Runs

6.2 Synchro Model Development. STC will perform the Synchro model development and analysis. The Synchro microsimulation model will be developed on version 12, which is the latest and can be saved with backwards compatibility to version 11 or 10. One of the benefits of version 12 is more advanced simulation. This will be useful for complex areas of the corridors including the closely spaced grouping of intersections near the heavily traveled Ynez Road/Winchester Road and Ynez Road/Rancho California Road intersections. Preparation of the existing conditions model will commence with NTP in parallel with data collection for the baseline conditions report. Our approach to Synchro is to calibrate the model as accurately as possible to match conditions on the street. These include basic parameters like the prevalent travel speed along the corridor rather than the posted speed, turning movement conditions like sneak -by right turns and turn pocket queues, and vehicle mix and pedestrian demand. These also include the more intricate parameters like signal timing and differences in parameters and functions in control software and how these relate to calibrating Synchro.

Deliverable Task 6.2:

Fully coded electronic synchro file; Technical memo summarizing global settings, timing values, and proposed signal groupings based on coordination factors STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 26

�'Citywide Project No. PW23-13 • Streetlight and Signal Communications Upgrade Lr U
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6.3 Traffic Signal Timing Optimization. Our engineers are trained to operate Synchro and not let the program operate itself. The program provides buttons that will "optimize" an intersection or network with one click. This is part of the convenience of the application but also a potential trap. There is no single click optimization. Too often engineers rely too heavily on the program, take it for granted, and run with results that are not properly critiqued. Optimizing the model is an iterative process that requires discretion, review, adjustment, and rerun. We continue to use our field observations and data collection to guide decisions. For instance, are the travel patterns unidirectional, bidirectional, or weighted towards one or another and where's the best location to start the "band" according to the time space diagram.

Our approach is to run the application until we've "beat" it several times and have the best results backed up with reason and recorded in the tracking matrix.

Deliverable Task 6.3:

Fully coded electronic synchro files for optimized model including a summary of performance metrics by intersection and corridor; Preliminary Coordination Timing Plans Task 7: Construction Support Services

7.1 Construction Engineering Support. STC will perform construction engineering services during the construction phase of the project. This includes bid assistance (response to questions and bid review), material submittal reviews, response to request for information and clarification (RFI's and RFC's), equipment configuration support, system integration support, technical installation support, attend construction meetings, and record as -built drawings.

Deliverable Task 7.1:
• Project Record As-builts

7.2 Coordination Implementation and Report. Developed signal coordination plans will be bench tested and provided to City for review prior to field implementation. STC will implement coordination plans, observe operations, and perform field adjustments as necessary. Implementation is where the rubber hits the road so to speak. When we implement the timing we have staff at the ATMS (either remote or on site) updating and downloading databases, while staff on the street are observing and confirming operations and ready to deal with issues and/or fine tune plans. This is a coordinated effort. Staff are armed with computers with the appropriate programs to perform onsite analysis and make changes and record and track changes. Paper and electronic (USB) copies of the timing databases are provided in the controller cabinet. We excel at implementation. Our staff are trained to understand the traffic conditions, intersection, and corridor characteristics, relate this to operations, and the hardware and software. We observe and note phasing, detection, and geometric relation to timing. STC shall perform before and after performance analysis for Ynez Road. STC will perform travel runs to measure corridor travel time, speed, delay, and number of stops. The before and after travel conditions will be compared to determine synchronization benefits and results will be provided in final report.

Deliverable Task 7.2:
• Final Synchro network with post implementation timing values; final report on before/after study.

STC Traffic, Inc. I Streetlight and Signal Communications Upgrade — Citywide 27

EXHIBIT B
Payment Rates and Schedule
Cost for services shall be as per Contractors proposal attached hereto and incorporated herein as though set forth in full but in no event shall the total cost of services exceed $317,730.00 for the total term of the Agreement unless additional payment is approved as provided in the Payment section of this Agreement.
11 08/09/2021

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STATE OF CALIFORNIA
s\ Office of the Secretary of State
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m` STATEMENT OF INFORMATION
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CORPORATION
California Secretary of State
1500 11th Street
Sacramento, California 95814
(916) 653-3516
Entity Details
Corporation Name STC TRAFFIC, INC.

Entity No. 2599032
Formed In CALIFORNIA
Street Address of Principal Office of Corporation
Principal Address
Mailing Address of Corporation
Mailing Address
Attention
Street Address of California Office of Corporation
Street Address of California Office
Officers
For Office Use Only
-FILED -
File No.: BA20231333179
Date Filed: 8/25/2023
5973 AVENIDA ENCINAS, SUITE #218
CARLSBAD, CA 92008
5973 AVENIDA ENCINAS, SUITE #218
CARLSBAD, CA 92008
5973 AVENIDA ENCINAS, SUITE #218
CARLSBAD, CA 92008
Officer Name
Officer Address
Position(s)
0 JASON STACK
5973 AVENIDA ENCINAS, SUITE #218
CARLSBAD, CA 92008
Chief Executive Officer, Chief Financial Officer, Secretary Additional Officers
Officer Name Officer Address Position Stated Position
None Entered
Directors
Director Name
Director Address
0 Jason Stack
5973 AVENIDA ENCINAS SUITE 218
CARLSBAD, CA 92008
The number of vacancies on Board of Directors is: 0
Agent for Service of Process
Agent Name
Agent Address

JASON STACK
141 SANFORD STREET
ENCINITAS, CA 92024
Type of Business
Type of Business TRAFFIC ENGINEERING AND TRANSPORTATION Email Notifications
Opt -in Email Notifications Yes, I opt -in to receive entity notifications via email.

Labor Judgment
No Officer or Director of this Corporation has an outstanding final judgment issued by the Division of Labor Standards Enforcement or a court of law, for which no appeal therefrom is pending, for the violation of any wage order or provision of the Labor Code.

Electronic Signature
® By signing, I affirm that the information herein is true and correct and that I am authorized by California law to sign.

Jason Stack 0812512023
Signature Date
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City of Temecula
Fiscal Years 2024-28
Capital Improvement Program

TRAFFIC SIGNAL - SAFETY LIGHTS AND SIGNAL COMMUNICATIONS UPGRADE- CITYWIDE Infrastructure Project
Project Description: This project will upgrade all traffic signals safety lights to LED and install communication system upgrades to42 signals citywide.

Upgraded traffic signal improvements include LED street lights, signal wiring, vehicle heads, controller cabinets, fiber cable, ethernet switches, wireless radios, and related communication equipment to improve safety and operations with optimized traffic signal timing coordination. Signal timing coordination will be improved along the Butterfield Stage Road and Ynez Road corridors.

Benefit: This project will upgrade the City's traffic signal safety lights to LED, Sustainable and Resilient City, and upgrade traffic signal communication system equipment to improve mobility and connectivity.

Core Value: Transportation Mobility and Connectivity
Project Status: This is a new project.

Department: Public Works - Account No. 210.265.999.5800.PW23-13 Level: I
Project Cost:

Prior Years
Actuals
2023-24
2022-23 Adopted 2024-25 2025-26 2026-27 2027-28
Adjusted Budget Projected Projected Projected Projected Total Project
Cost
5801-Administration
50,000
50,000
5804-Construction
2,775,900
2,775,900
5805-Construction Engineering
225,000
225,000
5802-Design & Environmental
205,000
205,000
Total Expenditures
255,000 3,000,900
3,255,900
Source of Funds:
4243-DIF-Traffic Signals
50,000 544,590
594,590
4477-HSIP-Highway Safety
205,000 2,236,310
2,441,310
Improvement Program
4002-Measure S
220,000
220,000
Total Funding
255,000 3,000,900 - -
3,255,900
Future Operating & Maintenance Costs:

Total Operating Costs I I I
Notes :

1. Highway Safety Improvement Program - Cyclell awarded on March 9, 2023.

2. City Match is $764,590 based on the HSIP application and grant. Additional appropriated local funds are for administration 158

Item No. 13

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick A. Thomas, Director of Public Works/City Engineer DATE: January 9, 2024
SUBJECT: Approve Consultant Agreement with International Cybernetics Company, LP dba IMS Infrastructure Management Services, for the Pavement Management Program Update, PW23-09
PREPARED BY: Avlin Odviar, Principal Civil Engineer
Samantha Preciado, Assistant Engineer II
RECOMMENDATION: That the City Council:

1. Approve consultant agreement with International Cybernetics Company, LP dba IMS Infrastructure Management Services, in the amount of $99,980, for the Pavement Management Program Update, PW23-09; and

2. Authorize the City Manager to approve extra work authorizations not to exceed the contingency amount of $9,998, which is equal to 10% of the agreement amount.

BACKGROUND: The Pavement Management Program (PMP) Update will collect data using Laser Crack Measurement System (LCMS-2) 3D pavement imaging technology. Data and imagery collected from the survey, of all paved public roadways within the City, will be loaded into the City's pavement management program software, Lucity. The pavement condition survey will assist IMS to deliver Pavement Condition Index (PCI) rating and supporting data (inventory, distress, rutting, and roughness information) for each roadway section. The condition results will assist IMS and the City to determine a multi -year pavement management plan for maintenance priorities.

On September 26, 2022, the City issued a Request for Proposal (RFP No. 276) inviting qualified consulting firms to submit a proposal to provide consultant services for the Project. By the filing deadline of October 25, 2023, staff received three (3) proposals. The list included the following firms:

1. IMS Infrastructure Management Services Tempe, Arizona

2. MDS Technologies, Inc Park Ridge, California

3. GoodRoads, Inc Charlotte, North Carolina

The firms were ranked as shown above. Based on their submitted proposal, staff determined that International Cybernetics Company, LP dba IMS Infrastructure Management Services (IMS) was the most qualified consultant. IMS has successfully performed similar projects for various public agencies including the City of Temecula. Staff has negotiated a scope of work and an equitable fee with IMS for their Consultant Services.

FISCAL IMPACT: The Pavement Management Program Update, PW23-09, is included in the City's Capital Improvement Program (CIP) Budget for Fiscal Years 2024-2028. The funding sources include Measure S and Road and Repair Accountability Act (RMRA). Adequate funds are available, in the project account, to cover the proposed $99,980 for consultant services plus $9,998 contingency, for a total encumbrance of $109,978.

ATTACHMENTS: 1. Agreement

2. Project CIP Budget Sheet

AGREEMENT FOR CONSULTANT SERVICES BETWEEN

CITY OF TEMECULA AND INTERNATIONAL CYBERNETICS COMPANY, LP dba IMS INFRASTRUCTURE MANAGEMENT SERVICES

PAVEMENT MANAGEMENT PROGRAM UPDATE
PROJECT NO. PW23-09
THIS AGREEMENT is made and effective as of January 9, 2024, between the City of Temecula , a municipal corporation (hereinafter referred to as "City"), and International Cybernetics Company, LP dba IMS Infrastructure Management Services a LP (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on January 9, 2024 and shall remain and continue in effect until tasks described herein are completed, unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
Consultant shall perform the services and tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A.

3. PERFORMANCE
Consultant shall faithfully and competently exercise the ordinary skill and competence of members of their profession. Consultant shall employ all generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

4. PREVAILING WAGES
Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of workman needed to execute this Contractor from the Director of the Department of Industrial Relations. Copies may be obtained from the California Department of Industrial Relations Internet website at http://www.dir.ca.gov . The contractor shall provide a copy of prevailing wage rates to any staff or sub -contractor hired, and shall pay the adopted prevailing wage rates as a minimum.

Contractor shall comply with the provisions of Sections 1720, 1725.5, 1771.1(a), 1773.8, 1775, 1776, 1777.5, 1777.6, and 1813 of the Labor Code. Pursuant to the provisions of 1775 of the Labor Code, Contractor shall forfeit to the City, as a penalty, the sum of $200.00 for each calendar day, or portion thereof, for each laborer, worker, or mechanic employed, paid less than the stipulated prevailing rates for any work done under this Agreement, by him or by any subcontractor under him, in violation of the provisions of the Agreement. This project, work, or service will be subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR) pursuant to Labor Code Section 1771.4.

5. REGISTRATION WITH THE DEPARTMENT OF INDUSTRIAL RELATIONS Registration with the Department of Industrial Relations (DIR) is mandatory as a condition for bidding, providing certain services, and working on a public works project as specified in Labor Code Section 1771.1(a). Contractor and any subcontractors must be registered with the Department of Industrial Relations to be qualified to bid, or provide a proposal and/or time and material quote or be listed in a bid, proposal or quote, subject to the requirements of Public Contract Code Section 4104; or engage in the performance of any contract that is subject to Labor Code Section 1720 et seq., unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. Contractor and subcontractors will be required to provide proof of registration with the DIR. For more information regarding registration with the Department of Industrial Relations, refer to http://www.dir.ca.gov/Public-Works/PublicWorks.html

6. PAYMENT
a. The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit B, Payment Rates and Schedule, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Any terms in Exhibit B, other than the payment rates and schedule of payment, are null and void. This amount shall not exceed Ninety - Nine Thousand Nine Hundred Eighty Dollars and Zero Cents ($99,980.00) for the total term of this agreement.
b. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the City Manager .

Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of said services.

The City Manager may approve additional work up to ten percent (10%) of the amount of the Agreement as approved by City Council. Any additional work in excess of this amount shall be approved by the City Council.

C. Consultant will submit invoices monthly for actual services performed.

Invoices shall be submitted between the first and fifteenth business day of each month, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non -disputed fees. If the City disputes any of Consultant fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. For all reimbursements authorized by this Agreement Consultant shall provide receipts on all reimbursable expenses in excess of fifty dollars ($50) in such form as approved by the Director of Finance.

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

pursuant to this Section, the Consultant will submit an invoice to the City, pursuant to Section entitled "PAYMENT" herein.

8. DEFAULT OF CONSULTANT
a. The Consultant failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. b. If the City Manager or his delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, it shall serve the Consultant with written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance.

In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

9. OWNERSHIP OF DOCUMENTS
a. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts there from as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. b. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the work, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files containing data generated for the work, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files.

C. With respect to the design of public improvements, the Consultant shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A, without the written consent of the Consultant.

10. INDEMNIFICATION, HOLD HARMLESS, AND DUTY TO DEFEND
a. Indemnity for Design Professional Services. In the connection with its design professional services, Consultant shall hold harmless and indemnify City, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their elected officials, officers, employees, servants, designated volunteers, and those City agents serving as independent contractors in the role of City officials (collectively, "Indemnitees"), with respect to any and all claims, demands, damages, liabilities, losses, costs or expenses, including reimbursement of attorneys' fees and costs of defense (collectively, "Claims" hereinafter), including but not limited to Claims relating to death or injury to any person and injury to any property, which arise out of, pertain to, or relate in whole or in part to the negligence, recklessness, or willful misconduct of Consultant or any of its officers, employees, sub -contractors, or agents in the performance of its professional services under this Agreement. b. Other Indemnities. In connection with any and all claims, demands, damages, liabilities, losses, costs or expenses, including attorneys' fees and costs of defense (collectively, "Damages" hereinafter) not covered by Paragraph 10.a. above, Consultant shall defend, hold harmless and indemnify the Indemnitees with respect to any and all Damages, including but not limited to, Damages relating to death or injury to any person and injury to any property, which arise out of, pertain to, or relate to acts or omissions of Consultant or any of its officers, employees, subcontractors, or agents in the performance of this Agreement, except for such loss or damage arising from the sole negligence or willful misconduct of the City, as determined by final arbitration or court decision or by the agreement of the parties. Consultant shall defend Indemnitees in any action or actions filed in connection with any such Damages with counsel of City's choice, and shall pay all costs and expenses, including all attorneys' fees and experts' costs actually incurred in connection with such defense. Consultant duty to defend pursuant to this Section 10.b. shall apply independent of any prior, concurrent or subsequent misconduct, negligent acts, errors or omissions of Indemnitees."

11. INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.
a. Minimum Scope of Insurance. Coverage shall be at least as broad as:
i. Insurance Services Office Commercial General Liability form No.

CG 00 01 11 85 or 88.
ii. Insurance Services Office Business Auto Coverage form CA 00 01 06 92 covering Automobile Liability, code 1 (any auto). If the Consultant owns no automobiles, a non -owned auto endorsement to the General Liability policy described above is acceptable. iii. Worker's Compensation insurance as required by the State of California and Employer's Liability Insurance. If the Consultant has no employees while performing under this Agreement, worker's compensation insurance is not required, but Consultant shall execute a declaration that it has no employees. iv. Professional Liability Insurance shall be written on a policy form providing professional liability for the Consultant's profession.

b. Minimum Limits of Insurance. Consultant shall maintain limits no less than:

1. General Liability: Two Million ($2,000,000) per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: One Million ($1,000,000) per accident for bodily injury and property damage.

3. Worker's Compensation as required by the State of
California; Employer's Liability: One million dollars ($1,000,000) per accident for bodily injury or disease.

4. Professional Liability Coverage: One million ($1,000,000) per claim and in aggregate.

C. Deductibles and Self -Insured Retentions. Any deductibles or self -insured retentions shall not exceed Twenty Five Thousand Dollars and No Cents ($25,000). d. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
1) The City of Temecula, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees and volunteers are to be covered as insured's, as respects: liability arising out of activities performed by or on behalf of the Consultant's products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Temecula, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees or volunteers.
2) For any claims related to this project, the Consultant insurance coverage shall be primary insurance as respects the City, the Temecula Community Services District, the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees and volunteers. Any insurance or self -insured maintained by the City of Temecula, Temecula Community Services District, and/or the Successor Agency to the Temecula Redevelopment Agency, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. 3) Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City of Temecula, the Temecula Community Services District, and/or the Successor Agency to the Temecula Redevelopment Agency, their officers, officials, employees or volunteers. 4) The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
5) Each insurance policy required by this agreement shall be endorsed to state: should the policy be canceled before the expiration date the issuing insurer will endeavor to mail thirty (30) days' prior written notice to the City.

6) If insurance coverage is canceled or, reduced in coverage or in limits the Consultant shall within two (2) business days of notice from insurer phone, fax, and/or notify the City via certified mail, return receipt requested of the changes to or cancellation of the policy.
e. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of A -:VI I or better, unless otherwise acceptable to the City. Self insurance shall not be considered to comply with these insurance requirements. f. Verification of Coverage. Consultant shall furnish the City with original endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. The endorsements are to be on forms provided by the City. All endorsements are to be received and approved by the City before work commences. As an alternative to the City's forms, the Consultant's insurer may provide complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications.

12. INDEPENDENT CONTRACTOR
a. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers, employees, agents, or volunteers shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City.

Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner.
b. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.

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

14. RELEASE OF INFORMATION
a. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order

shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena.
b. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.

15. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, that provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by Notice. Notice shall be effective upon delivery to the addresses specified below or on the third business day following deposit with the document delivery service or United States Mail as provided above.

Mailing Address: City of Temecula
Attn: City Manager
41000 Main Street
Temecula, CA 92590
To Consultant: International Cybernetics Company, LP dba IMS Infrastructure Management Services
Attn: Michael Nieminen, CEO
10630 7511 Street North
Largo, FL 33777

16. ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the City. Upon termination of this Agreement, Consultant sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the City Council and the Consultant.

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

18. GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with geographic jurisdiction over the City of Temecula. In the event such litigation is filed by one party against the other to enforce its rights under this Agreement, the prevailing party, as determined by the Court's judgment, shall be entitled to reasonable attorney fees and litigation expenses for the relief granted.

19. PROHIBITED INTEREST
No officer, or employee of the City of Temecula that has participated in the development of this agreement or its approval shall have any financial interest, direct or indirect, in this Agreement, the proceeds thereof, the Consultant, or Consultant's sub -contractors for this project, during his/her tenure or for one year thereafter. The Consultant hereby warrants and represents to the City that no officer or employee of the City of Temecula that has participated in the development of this agreement or its approval has any interest, whether contractual, non - contractual, financial or otherwise, in this transaction, the proceeds thereof, or in the business of the Consultant or Consultant's sub -contractors on this project. Consultant further agrees to notify the City in the event any such interest is discovered whether or not such interest is prohibited by law or this Agreement.
9011MED! a IIN=F-,TCI0=14ky,I= I,IN
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

21. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he or she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. The City Manager is authorized to enter into an amendment on behalf of the City to make the following non -substantive modifications to the agreement: (a) name changes; (b) extension of time; (c) non -monetary changes in scope of work; (d) agreement termination.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

CITY OF TEMECULA
By:
-James Stewaft-,-M yogi
ATTEST:

By:

RANDI JOHL, CITY CLERK
APPROVED AS TO FORM:

International Cybernetics Company, LP dba IMS
Infrastructure Management Services
(Two Signatures of corporate officers required unless corporate documents authorize only one person to sign the agreement on behalf of the corporation.)
By. -N-A - -- -
Michael Nieminen, CEO
By: ----A --
John Till, Controller
By:

Peter M. Thorson, City Attorney Consultant
International Cybernetics Company, LP dba IMS
Infrastructure Management Services
Michael Nieminen, CEO
10630 7511 Street North,
Largo FL 33777
(480) 462 - 4030
mnieminen(@Internationaicvbernetics.com
9 EXH I BIT A

TASKS TO BE PERFORMED AND SCHEDULE
The specific elements (scope of work) of this service include:
10 EXHIBIT `A' : Scope, Imm
Infrastructure Management Services
Fees & SInfrastructure^hedul IMS Management Services
4 8380 S Kyrene Rd. Ste. 101, Tempe, AZ 85284
Phone: (480) 839-4347 Fax: (480) 839-4348
www.imsanslysis.com
To:

Samantha Preciado, Assistant Engineer II
Date:

November 27, 2023
From:

Jim Tourek, Client Services Manager
Project:

Temecula, CA
Subject:
2022-24 Pavement Data Collection/ Mgt.

Project No:

PW23-09
Thank you for taking the time to review the pavement data collection services offered by IMS Infrastructure Management Services. The City of Temecula maintains approximately 760 centerline miles of paved roads. For the 2023 project, we are proposing to capture all arterial classified roads with 2-pass testing and locals with a single pass for a project total of 998 test miles. The pavement condition and final analysis will be loaded into the Lucity software. Additionally, one -forward view images will be delivered in the Excel analysis spreadsheet (no Lucity sync) via hyperlinks — fee includes IMS hosting the images.

Planned 2023-24 Project Base Scope Fees:

DETAILED PROJECT SCOPE:

Task Description
Activities
Deliverables
Base Service Items and
Activities — Project Initiation

1. Project Initiation
Conduct kick-off meeting confirming scope, extent and
Technical memo detailing
content of surveys, set milestones and deliverables.
scope of work, budget and
• Confirm key contacts, roles and responsibilities and project deliverables.
documentation.
• Identify location of key data elements such as traffic data, GIS, existing roadway inventories, historical data, and pavement management data.
■ Identify deficient data and the means to obtain it.
■ Provide data QA plan to the City.
■ Confirm phases of the work and invoicing methodology.

2. Network Referencing,
Include street number & block order in referencing.

Survey maps and inventory
Update & GIS Linkage
Obtain roadway attributes from GIS for functional class, for use on the project.
traffic, width, length, pavement type, curb type, etc.

Inventory spreadsheet
• Create survey maps for use by the LCMS-2 and monitor
containing all assigned GIS
production.

ID's
• Using the City's GIS centerline topology, develop a network roadway inventory suitable for use in the City's Pavement Management system.
• Link each segment to its parent GIS section.
• Obtain roadway attributes from GIS for functional class, traffic, width, length, pavement type, curb type, etc.
• Develop exceptions report for lengths that do not match GIS.

3. Network Inventory Checks
Complete a review of the aerial photography of the City to Programmed survey maps
& Survey Map Development
confirm network integrity.
and inventory for use on the
project.

IMS Infrastructure Management Services IMS Scope -of -Work Rev] 2023 Temecula page I

Temecula, WA
Pavement Management Services
DETAILED PROJECT SCOPE:

Task Description Activities
Base Service Items and Activities — Field Surveys
runs
�....., ,�. ,. �. ,,�..� �...,.,
Deliverables

4. LCMS-2 Mobilization/ • Mobilize surface distress, roughness, and rutting testing Equipment calibration results Calibration equipment to project.
• Calibrate equipment.

5. LCMS-2 Field Data • Collect ASTM D-6433 distresses and attributes delivered in Complete two passes on Collection (Pavement block -to -block segmentation basis, IMS will survey arterials and 1-pass on locals for 5a approximately 382 centerline miles with 2-pass testing of an approximated 458 test miles.

Condition) pp y p g pp
arterials and 1-pass of locals for a survey total of an estimated 458 test miles.

Expansion of distresses to include longitudinal, transverse, alligator, and block cracking, raveling, bleeding,
patches/potholes, rutting, roughness, and distortions.
■ Laser based LCMS-2 will incorporate the use of lasers and rate gyroscopes, digital images, touch screen event board, and GPS acquisition.
■ Dual wheel path testing collecting International Roughness Index (IRI) data at no additional charge.

5. Annual Fee: Downward • Annual Fee: Downward Images in Inform Continuous Intervals Delivering Inform software with Images in Inform (Web Based; No Crack Display) image viewer— includes hosting Continuous Intervals . Annual Hosting fee — 111 year is included for no charge fee. Both for 1-year at no charge. (Web Based; No Crack
Display) & Annual host
Base Service Items and Activities — Data Management

7. Pavement Condition For each data stream (surface distress, roughness, GPS, Excel spreadsheet of the 100-foot, 7a Data QA/QC, deflection), aggregate and process the data at 100-foot sectional data, and index values Processing & intervals. containing all assigned GIS ID's.

Formatting Develop individual index scores for surface distress and Shapefiles of the condition data at thf
roughness as appropriate. 100 foot and segment levels.
• Develop structural index for each roadway segment,
• Develop a pavement condition score for each section.
• Process the same data to the segment level.
■ Develop exceptions report: lengths not matching GIS.
■ Complete QA of data.

8. Update Lucity • Update Lucity Operating Parameters (aka, Decision Trees) IMS PM will work with city staff to Operating • It will be programmed to develop a multi -year maintenance and Update Lucity Operating Parameters Parameters (aka. rehabilitation plan using "cost of deferral". (aka. Decision Trees) Decision Trees) • It will also have referenced deterioration curves for each functional classification, pavement type, and even pavement strength rating,
9, Lucity Pavement Following the field surveys and data processing, complete the City can use Lucity to generate Analysis, & Budget following analysis in the Easy Street spreadsheet: differing budget scenarios. Shapefile:

Development • Present status and PCI report: Excel c/w PC] charts. & KML file of the processed data alon, • Fix all needs analysis and budget. with Cost Benefit Analysis . • Budget driven analysis ($/year estimate).
• Level of service analysis ($ to hit set target).
• Funding necessary on an annual basis to ensure an average overall pavement condition of 70, 75, or 80.

IMS Infrastructure Management Services IMS Scope -of -Work Revl 2023 Temecula page 2

Temecula, WA
Pavement Management Services
10,
Pavement Condition
Assemble data from the IMS Client Review Spreadsheet
Databases of ready to load
Lucity Data Load &
(CRS) for loading to the Lucity software spreadsheet by IMS. information; configured to the
GIS Integration
Format & prep Lucity database for analysis runs.
agency's requirements.

11. IMS Draft written
Assemble report for review & comment prior to final.

Delivery of draft report as outlined.
report.

12. IMS Final written
Assemble any agency comments, making necessary
Final report &shape files — both hard
report.
revisions, then report for finalizing and send report.
copies (2) and electronic format.

13. City Council
Assemble any agency comments, making necessary revisions, Final report &shape files — both hard
Presentation — Virtual
then report for finalizing and send report.
copies (2) and electronic format.
w/Onsite Add

14. Collect and Deliver
• Process views (up to 4) of LCMS-2 video into 20' intervals. 1-view of center front imagery at 15'
14a
Digital Images (20'
• Link images to the City's existing GIS centerline.
intervals. Deliver w/GPS at least
Intervals) & IMS
• Provide viewing tool for a virtual drive experience.
coordinate data.& IMS hosting of Images
hosting
• IMS hosting of Images
Planned 2023-24 Proiect Schedule:

IMS Proposed Schedule for Temecula, CA: 6-Month Duration Assumes an NTP is issued, preliminary work commences early -January 2024 DurationTask Description •
Estimate Completion
1 Council Approval, Executed Agreement & NTP to be Issued 2 weeks January 2024 2 -GIS Acquisition, Re -segmentation, and Validation
2 weeks
January 2024
3 Review Map Iterations and Approval
2 weeks
February 2024
4 Kick-off Meeting (Virtual)
1 day
February 2024
5 RST LCMS-2 Pavement Network Survey (458 test miles)
2 weeks
Mid -February 2024
6 QC/QA Program for Collected Data
8 weeks
March -April 2024
7 Deliver Network Condition Data/Analysis software set-up 1 week
Early -May 2024
8 Pavement Condition Data Format for Load to Lucity
1 week
May 2024
9 Lucity Analysis & Draft Report
3 weeks
Early -June 2024
10 Final Project Deliverables & Load to City's Lucity
2 weeks
Late -June 2024
Adds
I Imagery deliverables & Council Meeting
4 months
By Late -June 2024
Thank you for considering IMS as a viable solution to your pavement management needs and we will strive to remain an asset and extension of the City of Temecula's staff and team. If any questions arise, please do not hesitate to contact me at (480) 462-4030 or'tourek imsanal sis.com.

Regards,
IMS Infrastructure Management Services, LP
Jim Tourek
West Region Client Services Manager
IMS Infrastructure Management Services IMS Scope -of -Work Rev] 2023_Temecula page 3

EXHIBIT B

PAYMENT RATES

IMS Quotation for
Professional Services
Imm
an ICC Company
IMS Infrastructure Management Services, LP
1750 S. Los Feliz Dr., # 111, Tempe, AZ 85281
Phone: (480) 839-4347 Fax: (480) 839-4348
www.irnsanslysis.com
To:

Samantha Preciado, Assistant Engineer II
Date:

November 27, 2023
From:

Jim Tourek, Client Services Manager
Project:

City of Temecula, CA
Subject:
2023-24 Pavement Management Services
Project No:

PW23-09
Thank you for requesting a quote for pavement management services. IMS is proposing the following.

Temecula, CA: FY24 Base Scope of Services
2023 IMS Pavement Management Program Update
Task Activity
Quant Units
Unit Rate
Total
Project Initiation
1 Project Initiation
1 LS
$3,000.00
$3,000.00
2 Network Referencing & GIS Linkage
382 CL
$5.00
$1,910.00
3 Network Inventory Checks & Survey Map Development
382 CL
$3,00
$1,146.00
Field Surveys
4 RST Mobilization/Calibration
1 LS
$3,000.00
$3,000,00
5 RST Field Data Collection (1-passArterialsBCollectors; 1-pass Locals& Alleys) 382 CL
$95.00
$36.290.00
13 a, LCMS-2 RST Automated Field Data Collection (Add end passAll Arterials Streets) 76 per T-MI
$155.00
$11,780.00
6 Annual Fee: Downward Images in Inform Continuous Intervals (wee Based; No Crack Display) Included in Base Activities
(Yr. 1)
a. Data Fee for Hosling
Included in Base Activities(Yr.
1)
Data Management
7 Data QA/QC, Processing, Format, & Supply (Excel; File Geodatabaw; KML) 382 CL
$20-00
$7,640.00
8 Update Lucity Operating Parameters (aka, Decision Trees) 1 LS
$4,750,00
$4,750.00
9 Lucity 5-Year Pavement Analysis & Budget Development
1 LS
$5,500-00
$5,500-00
10 Pavement Data Load - Lucity
1 LS
$4,375.00
$4,375,00
a. Subconsultant to Take Approved Pavement Data & Load to City Servers 1 LS
$2,500.00
$2,500.00
11 Standard IMS Draft Written Report
1 LS
$2,500.00
$2,500,00
a, Standard IMS Final Written Report
1 LS
$500,00
$500,00
12 Project Management
1 LS
$2,884,00
$2,884-00
13 City Council Presentation - Virtual
1 EA
$3,500,00
$3,500.00
a. Add for an Onsite City Council Presentation
1 EA
$2,000.00
$2,000.00
14 Collection/Delivery of Digital Images @ 20' Intervals (1-view) 458 T-MI
$10.00
$4,580M
a. Add for Hyperlink in Excel Spreadsheet
1 EA
$2.125,00
$2.125.00
PMP Project Total:
$99,980.00
Temecula, CA: IMSAdditional Optional Services
2023 IMS Pavement Management Program Update
Value -Added Service Activities:
15 Annual Fee: Downward Images in Inform Continuous Intervals Year 2+ 1 LS/YR
$4,000,00
$4,000.00
a, Data Fee for Hosting (web Based; No Crack Display) Year 2+ 458 T-Mi/YR
$2,00
9$ 16.00
Annual add:
$4.916,00
Thank you for considering IMS as a viable solution to your pavement management and we will strive to remain an asset and extension of the Temecula staff and team.

If there are any
questions, comments, or
concerns please do not hesitate to reach out via my office number at (480) 462-4030 or email
via
'[email protected].

IMS Infrastructure Management Services, LP
Jim Tourek, Client Services Manager Page 2 has the hourly rates — RFP response.

IMS Infrastructure Management Services IMS PMP Rev2 Quote - Temecula (2023-24) page 1

IMS Quotation for
Professional Services
Im
an ICC Company
IMS Infrastructure Management Services, LP
1750 S. Los Feliz Dr., # 111, Tempe, AZ 85281
Phone: (480) 839-4347 Fax: (480) 839-4348
www.imsanalysis.corn
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IMS Infrastructure Management Services IMS PMP Rev2 Quote - Temecula (2023-24) page 2

Ak
The Heart of Southern California
Wine Country

PAVEMENT MANAGEMENT PROGRAM UPDATE
Infrastructure Project
Project Description: This project consists of evaluating the conditions of all public roadways within the City (approximately310 miles) evaluating and upgrading the City's existing Pavement Management Program software, and providing capital improvement planning for a five-year Capital Improvement Program (CIP) budget.

Benefit: This project will provide the City with a roadmap for maintaining its roadways.

Core Value: A Safe and Prepared Community
Project Status: This is a new project.

Department: Public Works - Account No. 210.265.999.5800.PW23-09 Level: I
City of Temecula
Fiscal Years 2024-28
Capital Improvement Program
Aft
n
he Heart of Southern CalifOrnia
Wine Country
2023-24
Prior Years
2022-23 Adopted 2024-25 2025-26 2026-27 2027-28
Total Project
Project Cost:

Actuals
Adjusted Budget Projected Projected Projected Projected Cost
5801-Administration
75,000
75,000
5802-Design & Environmental
300,000
300,000
Total Expenditures
375,000
375,000
Source of Funds:
4002-Measure S
4102-RM RA
85,020
289,980
85,020
289,980
Total Funding
375,000
375,000
Future Operating & Maintenance Costs:

Total Operating Costs
Notes :

1. Road and Repair Accountability Act (RMRA)
143

Item No. 14

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick Thomas, Director of Public Works/City Engineer DATE: January 9, 2024
SUBJECT: Approve First Amendment to Utility Agreement with Southern California Edison Company for the I-15/French Valley Parkway Improvements — Phase II Project, PW16-01
PREPARED BY: Amer Attar, Engineering Manager
Avlin R. Odviar, Principal Civil Engineer
RECOMMENDATION: That the City Council approve the first amendment to the utility agreement with Southern California Edison Company to amend the total estimated cost to $1,714,000 for relocation of utilities necessary for the I-15/French Valley Parkway Improvements — Phase II project, PW16-01.

BACKGROUND: On December 14, 2021, the City Council approved the Utility Agreement with Southern California Edison Company (SCE) for the relocation of existing overhead power lines necessitated by the I-15/French Valley Parkway Improvements — Phase II project (Project). The agreement established cost liability at 100% City with an estimated cost of $972,540.00.

In October 2022, SCE performed all work necessary to successfully complete the facility relocation including removal and installation of transition poles, removal of wooden H-poles, installation of 100 foot tall Tubular Steel Poles (TSP), conducting a scheduled power outage, performing traffic control for detours and freeway closures with the California Highway Patrol and Caltrans, installation of high voltage conductors for two distribution circuits, re -energizing both circuits, and obtaining all required permitting. Some of this work was performed twice due to late cancellation of work originally scheduled for September 2022, as SCE and CHP crews were diverted to address the emergency priority presented by the Fairview Fire.

In October 2023, SCE completed its accounting of full relocation costs and is requesting an amendment to the agreement to cover the actual relocation cost.

FISCAL IMPACT: The I-15/French Valley Parkway Improvements — Phase II project is identified in the City's Capital Improvement Program (CIP) Budget Fiscal Years 2024-28 and funded by several sources. The agreement is supported by Surface Transportation Improvement

Program (STIP) funds, which would be utilized to cover the additional cost of $741,460.00 associated with this First Amendment. There are sufficient funds in the project account to cover the additional cost.

ATTACHMENTS: 1. SCE Request for Amendment dated October 12, 2023

2. First Amendment to Utility Agreement No. 43272_SCE

3. CIP Project Sheets

SOUTHERN CALIFORNIA
EDISON
An EDISON INTERNATIONAL- Company
October 12, 2023
Avlin Odviar
C/O Aaron Adams
City of Temecula
41000 Main Street
Temecula, CA 92590
SUBJECT: Request for Amended Utility Agreement
Relocation of SCE Distribution Facilities
Cynthia Wagner
Project Manager
Transmission Project Management
SCE Project ID #:2049
Agency's E.A. Number: INFRALUL-5459(031)
Project Location: I-1 5 North from Winchester Road to I-21 5 junction, Cities of Murrieta and Temecula
SCE is requesting an Amended Utility Agreement for Utility Agreement #43272-SCE for the following reasons and amounts:

Due to the Right -of -Way Certification date and the requirement to have a cost estimate/cost liability provided ahead of Final Engineering and Design, the following costs were not included in the original Cost Liability Letter dated October 19, 2021 :
a. 2 - 100' Tubular Steel Poles (TSPs)
b. Distribution Electrical Contractor Costs to perform the work. c. Environmental Impacts including the requirement for Biological Surveys for both civil and electrical work.
d. Permitting requirements including CHP costs for full freeway closure (4 CHP Units), site specific traffic control plans including extensive detour plans across 2 cities e. Traffic Control Contractor costs including message boards and labor costs for full freeway closure and street side lane closures.
f. 175 Ton Crane costs to set (2) Tubular Steel Poles

2. Field Change Order for Shoo -fly to keep existing Caltrans and Billboard Meters energized.

Please note that this project is being billed on an Actual Cost Basis. The Final Bill will contain an Itemized Statement of Costs. Final Billing cannot be completed until a fully executed Amended Utility Agreement has been received.

Distribution: TD1642508
Total Costs: $1,714,000.00
City Liability (100%): $1,714,000.00
SCE Liability (0%): $0.00
909-265-5038
[email protected] Page 1

Please prepare an Amended Utility Agreement in the amount of $1,714,000.00 and forward it to my attention.

Should you have any further questions feel free to contact me at 909-265-5038.

Sincerely,
c0�-
Cynthia Wagner
Project Manager
Transmission Construction & Technical Support (C&TS-PMO) cc: Project File
909-265-5038
[email protected] Page 2

CITY OF TEMECULA

AMENDMENT TO UTILITY AGREEMENT
District County Route Post Mile Project ID No. EA
8 Riversid 15,21 6,4/9.7; 0800020178 43272
e 5 R8.4/9.3
Federal Aid No.: INFRALUL-5459(031)
Owner's File: Drawing No. 12275190.01, Work Order No,
TD1642508
FEDERAL PARTICIPATION: On the Project 2 Yes ❑ No
On the Utilities M Yes ❑ No
FIRST AMENDMENT TO UTILITY AGREEMENT NO. 43272 SCE
WHEREAS, the City of Temecula, hereinafter called "CITY", and Southern California Edison Company, hereinafter called "OWNE:R," have entered into that certain Utility Agreement No.43272_SCE, dated December 14, 2021, which Agreement sets forth the terms and conditions pursuant to which OWNER has relocated overhead distrii,ution lines to accommodate CITY's construction orl Interstate,15 and intersiate 215, Project No. PW16-01 Interstate 15./ French Valley Parkway Improvements - Ph :�5e i}; and, WHEREAS, in the performance of said work, increased costs over and above those estimated at the time of the execution of said Agreement were incurred due to the fact that -certain relocation cost w ,re not available at th tim of tl�e ex ti n of aid A ree ent including:
2 -- 100: Tubular Steel Poles, Distribution Electrical Contractor, biolocaical surveys armittin4.

California Highway Patrol support for reeway closure, 175 Ton crane, and field changes to maintain owe ; and,
WHEREAS, it has been determined that, since final costs have overrun the arnount shown in said Agreement by 76 0, and when the increased cost exceeds by 25% the estimated amount set forth in said Agreement, said Agreement shall be amended to show the increased cost of the work to the CITY; and,

CITY OF TEM ECULA

AMENDMENT TO UTILITY AGREEMENT
WHEREAS, the estimated cost to the CITY of the work to be performed under said Agreement was 5-972.540,00, and by reason of the increased costs referred to above, the amended estimated cost to the CITY is 11,714,000.00.

NOW, THEREFORE, it is agreed between the parties as follows:

1. The estimated cost to the CITY of $972,540.00 as set forth in said Agreement is hereby amended to read 1714.000.00.

2. All other terms and conditions of said Agreement remain unchanged.

CITY OF TEMECULA

AMENDMENT TO UTILITY AGREEMENT
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Utility Agreement No. 43272_SCE this day of

CITY OF TEMECULA

APPROVED
By
James "Stew" Stewart,
Mayor
ATTEST:

By
Randi Johl, City Clerk
APPROVED AS TO FORM:

SOUTHERN CALIFORNIA EDISON COMPANY

APPROVED
By s�� fZ01�/23
Date Whitney Blake Chalson Date
Senior Manager
Date

CITY OF TEMECULA

AMENDMENT TO UTILITY AGREEMENT
By
Peter M. Thorson, City Date
Attorney

DO NOT WRITE BELOW - FOR ACCOUNTING PURPOSES ONLY (CALTRANS) PLANNING AND MANAGEMENT TO COMPLETE UNSHADED FIELDS:

UTILITY COMPLETES:

T
CODE

DOCUMENT
NUMBER
SUF
FIX
DIST
UNIT
CHG
DIST

PROD ID/EA
SUB
JOB

SPECIAL

DESIGNATION
FFY
FA
OBJ
CODE
DOLLAR
AMOUNT
UA
UA
PROJECT ID/EA FUNDING VERIFIED:

Sign>
Print>
R/W Planning and Date
Management
Distribution: 2 originals to R/W Accounting
1 original to Utility Owner
1 original to File
REVIEW/REQUEST FUNDING:

Sign>
Print>
Utility Coordinator Date

Aft
t he Heat of Saut Cu farni,
Wile•Cu.:-.ir.:

City of Temecula
Fiscal Years 2024-28
Capital Improvement Program
1-15 / FRENCH VALLEY PARKWAY IMPROVEMENTS - PHASE II
Circulation Project
Project Description: This project includes the design and construction of the two lane northbound collector/distributer road system beginning north of the Winchester Road Interchange on -ramps and ending just north of the 1-15/1-215 junction with connectors to 1-15 and 1-215.

Benefit: This project will address and improve traffic circulation in the City's northern area by providing the northbound collector/distributer road system.

Core Value: Transportation Mobility and Connectivity
Project Status: Construction May 2023 through February 2025.

Department: Public Works - Account No. 210.265.999.5800.PW16-01 / 726 Level: I
Project Cost:

Prior Years
Actuals
2022-23
Adjusted
2023-24
Adopted
Budget
2024-25 2025-26
Projected Projected
2026-27 2027-28
Projected Projected
Total Project
Cost
5801-Administration
3,064,343
366,456
300,000
170,000
3,900,799
5804-Construction
89,940,000
15,000
89,955,000
5805-Construction Engineering
33,033
10,867,967
10,901,000
5802-Design & Environmental
19,346,698
122,605
19,469,303
5700-Land Acquisition
13,806,538
716,714
14,523,251
5240-Utilities
1,993
1,993
Total Expenditures
36,252,605
102,013,741
315,000
170,000
138,751,346
Source of Funds:
4271-CFD 01-02 (Harveston)
1,005,840
1,005,840
4242-DIF-Street Improvements
75,360
75,360
4001-General Fund
4,236,174
41236,174
4668-INFRA Grant
50,000,000
50,000,000
4170-Measure A
1,627,914
1,627,914
4002-Measure S
3,761,973
1,799,612 300,000 170,000
6,031,585
4438-Reimbursements
6,023,000
61023,000
4465-SAFETEA-LU
1,602,360
1,602,360
4426-STIP-Surface Transportation
47,600,000
47,600,000
Improvement Program
4473-TUMF (CETAP/RCTC)
472,841
999,668
1,472,509
4474-TUMF (RCTC)
2,343,000
2,343,000
4472-TUMF (WRCOG)
1 13,406,3901
3,327,214
1 16,733,604
Total Funding
32,952,492
105,328,854 300,000 170,000
138,751,346
Future Operating & Maintenance Costs:
71 Aft
WhC'n..,I
City of Temecula
Fiscal Years 2024-28
Capital Improvement Program
1-15 / FRENCH VALLEY PARKWAY IMPROVEMENTS - PHASE II
Circulation Project
2023-24
Prior Years
2022-23 Adopted 2024-25 2025-26 2026-27 2027-28
Total Project
Project Cost:

Actuals
Adjusted Budget Projected Projected Projected Projected Cost
Total Operating Costs
Notes :

1. General Fund Includes Required Contribution match for TUMF (CETAP/RCTC) funds.

2. State Transportation Improvement Program 2014 RCTC Call for projects as approved by the Commission on November 13, 2013 ($10,000,000).

3. TUMF (RCTC)- Regional funding is pursuant to RCTC Agreement No.06-72-048-00 for a total of $7,517,000 ($5,517,000-ROW; $2,000,000-PS&E). $200,000 City Match, Phase I expended $3,174,000-ROW; $2,000,000 PS&E; $200,000 City Match. Phase II expended $2,343,000 ROW.

4. TUMF (WRCOG) - TUMF Zone funding is pursuant to WRCOG Agreement No. 06-SW-TEM-1079 for a total of $11,575,000 reduced to $11,451,875 ($975,752-PA&ED; $8,801,875-PS&E; $1,674,248-ROW) for Phase I and Phase II.

5. TUMF (WRCOG) - TUMF Zone funding is pursuant to WRCOG Agreement No. 05-SW-TEM-1064 for $4,078,000 reduced to $4,043,000 ($108,724 PA&ED;3,934,296 PS&E) for Phase I and Phase 11.

6. TUMF (WRCOG) - TUMF Zone Funding is pursuant to WRCOG Agreement No. 05-SW-TEM-1064 for $1,925,000-ROW. No expenditures for Phase 1.

7. TUMF (CETAP/RCTC) - Funding is pursuant to the RCTC Agreement No.17-73-007-00 in the amount of $1,472,509 ($673,562 ROW; $798,947 DESIGN; $106,603 City Match).
72 Item No. 15

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick Thomas, Director of Public Works / City Engineer DATE: January 9, 2024
SUBJECT: Approve First Amendment to Consultant Agreement with T.Y. Lin International for the I-15/French Valley Parkway Improvements — Phase II, PW16-01 PREPARED BY: Amer Attar, Engineering Manager
Avlin R. Odviar, Principal Civil Engineer
RECOMMENDATION: That the City Council approve the first amendment to the agreement for consultant services with T.Y. Lin International in an amount not to exceed $150,000, to provide continued construction support during construction of the I-15/French Valley Parkway Improvements — Phase II, PW 16-01.

BACKGROUND: On August 23, 2022, the City Council approved the agreement for construction support services on a time and materials basis in the amount of $350,000.

Construction of the project has required extensive coordination and engineering support from T.Y.

Lin International in evaluating and responding to Requests For Information (RFI), performing structural calculations and analyses of construction alternatives, and assisting with preparation of contract change orders (CCO). To date, approximately 95% of the original contract amount of $350,000 has been expended. Additional contract funds are necessary for continued engineering support.

FISCAL IMPACT: The I-15/French Valley Parkway Improvements — Phase II project is included in the City's Capital Improvement Program (CIP) Budget FY 2024-28. Project costs are supported by numerous sources of funds as shown in the attached CIP Project Budget sheet.

There are sufficient funds within the project budget available to cover the cost of this amendment, $150,000.

ATTACHMENTS: 1. First Amendment

2. CIP Project Budget Sheet

FIRST AMENDMENT TO AGREEMENT BETWEEN
CITY OF TEMECULA AND T.Y. LIN INTERNATIONAL
1-15/FRENCH VALLEY PARKWAY IMPROVEMENTS — PHASE 11, PW16-01 THIS FIRST AMENDMENT is made and entered into as of January 9, 2024 by and between the City of Temecula, a municipal corporation (hereinafter referred to as "City"), and T.Y. Lin International, a Corporation (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

This Amendment is made with the respect to the following facts and purposes:
a. On August 23, 2022, the City and Consultant entered into that certain Agreement entitled "Agreement for Consultant Services Between City of Temecula and T.Y. Lin International, 1-1 5/French Valley Parkway Improvements — Phase 11, PW16-01," in the amount of $350,000.00.
b. The parties now desire to increase the payment in the amount of $150,000.00 and to amend the Agreement as set forth in this Amendment.

2. Section 6 of the Agreement entitled "PAYMENT" at paragraph "a" is hereby amended to read as follows:

The City agrees to pay Consultant monthly, in accordance with the payment rates and schedules and terms set forth in Exhibit B, Payment Rates and Schedule, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Any terms in Exhibit B, other than the payment rates and schedule of payment, are null and void. The FIRST Amendment amount shall not exceed One Hundred Fifty Thousand Dollars and No Cents ($150,000.00), for additional engineering support services for a total Agreement amount of Five Hundred Thousand Dollars and No Cents ($500,000.00).

3. Exhibit "B" to the Agreement is hereby amended by adding thereto the items set forth on Attachment "A" to this Amendment, which is attached hereto and incorporated herein as though set forth in full.

4. Except for the changes specifically set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. 08/09/2021

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

CITY OF TEMECULA
By
James "Stew" Stewart, Mayor
ATTEST:

By:

Randi Johl, City Clerk
APPROVED AS TO FORM:

By
T.Y. LIN INTERNATIONAL
(Two Signatures of corporate officers required unless
corporate documents authorize only one person to sign
the agreement on behalf of the corporation.)
By: r�� "�
James Orr, Vice President
Peter M. Thorson, City Attorney CONSULTANT
T.Y. Lin International
Attn: Rodrigo Gonzalez
3633 East Inland Empire Blvd., Suite 700
Ontario, CA 91764
909-912-6903
Rod [email protected]
2 City Purchasing Mgr.

Initials and Date:

O8/09/2021

ATTACHMENT

EXHIBIT B

PAYMENT RATES AND SCHEDULE

GENERAL
The tasks described in the Scope of Work (Exhibit A) will be performed on a time and materials basis at the direction of the City or its delegate. It is understood that the actual work effort is not known and will be a function of the extent of inquiries, changes, and clarifications that arise as a result of the construction of the project. Actual cost shall not exceed the Total Fee without prior authorization from the City.

Fee (Original Agreement)................................................................$ 350,000.00 Fee (FIRST Amendment)............................................................... 150,000.00 TotalFee.....................................................................................$ 500,000.00 08/09/2021

Aft
t he Heat of Saut Cu farni,
Wile•Cu.:-.ir.:

City of Temecula
Fiscal Years 2024-28
Capital Improvement Program
1-15 / FRENCH VALLEY PARKWAY IMPROVEMENTS - PHASE II
Circulation Project
Project Description: This project includes the design and construction of the two lane northbound collector/distributer road system beginning north of the Winchester Road Interchange on -ramps and ending just north of the 1-15/1-215 junction with connectors to 1-15 and 1-215.

Benefit: This project will address and improve traffic circulation in the City's northern area by providing the northbound collector/distributer road system.

Core Value: Transportation Mobility and Connectivity
Project Status: Construction May 2023 through February 2025.

Department: Public Works - Account No. 210.265.999.5800.PW16-01 / 726 Level: I
Project Cost:

Prior Years
Actuals
2022-23
Adjusted
2023-24
Adopted
Budget
2024-25 2025-26
Projected Projected
2026-27 2027-28
Projected Projected
Total Project
Cost
5801-Administration
3,064,343
366,456
300,000
170,000
3,900,799
5804-Construction
89,940,000
15,000
89,955,000
5805-Construction Engineering
33,033
10,867,967
10,901,000
5802-Design & Environmental
19,346,698
122,605
19,469,303
5700-Land Acquisition
13,806,538
716,714
14,523,251
5240-Utilities
1,993
1,993
Total Expenditures
36,252,605
102,013,741
315,000
170,000
138,751,346
Source of Funds:
4271-CFD 01-02 (Harveston)
1,005,840
1,005,840
4242-DIF-Street Improvements
75,360
75,360
4001-General Fund
4,236,174
41236,174
4668-INFRA Grant
50,000,000
50,000,000
4170-Measure A
1,627,914
1,627,914
4002-Measure S
3,761,973
1,799,612 300,000 170,000
6,031,585
4438-Reimbursements
6,023,000
61023,000
4465-SAFETEA-LU
1,602,360
1,602,360
4426-STIP-Surface Transportation
47,600,000
47,600,000
Improvement Program
4473-TUMF (CETAP/RCTC)
472,841
999,668
1,472,509
4474-TUMF (RCTC)
2,343,000
2,343,000
4472-TUMF (WRCOG)
1 13,406,3901
3,327,214
1 16,733,604
Total Funding
32,952,492
105,328,854 300,000 170,000
138,751,346
Future Operating & Maintenance Costs:
71 Aft
WhC'n..,I
City of Temecula
Fiscal Years 2024-28
Capital Improvement Program
1-15 / FRENCH VALLEY PARKWAY IMPROVEMENTS - PHASE II
Circulation Project
2023-24
Prior Years
2022-23 Adopted 2024-25 2025-26 2026-27 2027-28
Total Project
Project Cost:

Actuals
Adjusted Budget Projected Projected Projected Projected Cost
Total Operating Costs
Notes :

1. General Fund Includes Required Contribution match for TUMF (CETAP/RCTC) funds.

2. State Transportation Improvement Program 2014 RCTC Call for projects as approved by the Commission on November 13, 2013 ($10,000,000).

3. TUMF (RCTC)- Regional funding is pursuant to RCTC Agreement No.06-72-048-00 for a total of $7,517,000 ($5,517,000-ROW; $2,000,000-PS&E). $200,000 City Match, Phase I expended $3,174,000-ROW; $2,000,000 PS&E; $200,000 City Match. Phase II expended $2,343,000 ROW.

4. TUMF (WRCOG) - TUMF Zone funding is pursuant to WRCOG Agreement No. 06-SW-TEM-1079 for a total of $11,575,000 reduced to $11,451,875 ($975,752-PA&ED; $8,801,875-PS&E; $1,674,248-ROW) for Phase I and Phase II.

5. TUMF (WRCOG) - TUMF Zone funding is pursuant to WRCOG Agreement No. 05-SW-TEM-1064 for $4,078,000 reduced to $4,043,000 ($108,724 PA&ED;3,934,296 PS&E) for Phase I and Phase 11.

6. TUMF (WRCOG) - TUMF Zone Funding is pursuant to WRCOG Agreement No. 05-SW-TEM-1064 for $1,925,000-ROW. No expenditures for Phase 1.

7. TUMF (CETAP/RCTC) - Funding is pursuant to the RCTC Agreement No.17-73-007-00 in the amount of $1,472,509 ($673,562 ROW; $798,947 DESIGN; $106,603 City Match).
72 Item No. 16

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick Thomas, Director of Public Works/City Engineer DATE: January 9, 2024
SUBJECT: Approve Third Amendment to Consultant Agreement with EXP U.S. Services Inc. for the Santa Gertrudis Creek Trail Phase II — Margarita Under -Crossing, PW 19- 04 PREPARED BY: Avlin R. Odviar, Principal Civil Engineer William Becerra, Associate Engineer II
RECOMMENDATION: That the City Council approve the third amendment to the agreement for consultant services with EXP U.S. Services Inc. for the Santa Gertrudis Creek Trail Phase II — Margarita Under -Crossing, PW 19-04, increasing the agreement amount by $156,809.57.

BACKGROUND: On June 10, 2020, the City Manager, under the authorities delegated by the City Council of the City of Temecula in Resolution 2020-35, awarded the consultant contract to EXP U.S. Services, Inc., in the amount of $420,755.33 with a contingency amount of $42,077.53, for the preparation of construction plans, specifications, and estimate (PS&E) and environmental documents for the Santa Gertrudis Creek Trail Phase II — Margarita Under - Crossing, PW19-04. On July 13, 2021, the City Council approved the First Amendment to the Agreement to increase the contingency amount by $65,450. On June 14, 2022, the City Council approved the Second Amendment to the Agreement to increase the contingency amount by $40,000. The agreement, as amended, is in the amount of $420,775.33 plus $147,527.53 of contingency.

Since that time, four extra work authorization have been approved for services relating to environmental regulatory permitting, relocation of existing water utilities, permitting costs from California Department of Fish and Wildlife, California Regional Water Control Board, and Riverside County Flood Control District (District), preparation of public utility easement acquisition and temporary construction easement documents, and additional engineering services related to the licensing agreement with the District.

Additional consultant services related to construction compliance and construction engineering support is necessary to support the construction of the Santa Gertrudis Creek Trail Phase II — Margarita Under -Crossing. This Third Amendment to the Agreement will add work to the Agreement to enable EXP U.S. Services Inc. to perform the additional consultant services.

FISCAL IMPACT: The Santa Gertrudis Creek Trail Phase II — Margarita Under - Crossing, project is identified in the City's Capital Improvement Program (CIP) Budget for Fiscal Years 2024-2028. The sources of funds include Measure S and Senate Bill 1. Adequate funds are available in the project account to cover the Third Amendment amount of $156,809.57, for a total agreement encumbrance of $725,112.43.

ATTACHMENTS: 1. Third Amendment

2. Project Description

3. Project Location

THIRD AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES BETWEEN CITY OF TEMECULA AND EXP U.S. SERVICES, INC.

SANTA GERTRUDIS CREEK TRAIL PHASE II — MARGARITA UNDER -CROSSING PROJECT NO. PW19-04
AGREEMENT NO. 2020-092
THIS THIRD AMENDMENT is made and entered into as of January 9, 2024 by and between the City of Temecula, a municipal corporation (hereinafter referred to as "City"), and EXP U.S. Services Inc (hereinafter referred to as "Consultant"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

This Amendment is made with the respect to the following facts and purposes:
a. On June 10, 2020, the City and Consultant entered into that certain Agreement entitled "Agreement for Consultant Services", in the amount of $420,775.33 plus 10% contingency in the amount of $42,077.53.
b. On July 13, 2021, the City and Consultant entered the First Amendment to the Agreement to increase the contingency in the amount of $65,450.00.

C. On June 14, 2022, the City and Consultant entered the Second Amendment to the Agreement to increase the contingency in the amount of $40,000.00. d. The parties now desire to add scope of work and increase payment in the amount of $156,809.57 (One Hundred Fifty -Six Thousand Eight Hundred Nine Dollars and Fifty -Seven Cents), and to amend the Agreement as set forth in this Amendment.

2. Section 6 of the Agreement entitled "PAYMENT" at paragraph "a" is hereby amended to read as follows:

The City agrees to pay Consultant monthly, in accordance with the payment rates and schedules and terms set forth in Exhibit B, Payment Rates and Schedule, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. Any terms in Exhibit B, other than the payment rates and schedule of payment, are null and void. The THIRD Amendment amount shall not exceed $156,809.57 (One Hundred Fifty -Six Thousand Eight Hundred Nine Dollars and Fifty -Seven Cents) for Construction Compliance Monitoring Services for a total Agreement amount of $725,112.43 (Seven Hundred Twenty -Five Thousand One Hundred Twelve Dollars and Forty -Three Cents).

3. Exhibit A and B to the Agreement is hereby amended by adding thereto the items set forth on Attachment "A" to this Amendment, which is attached hereto and incorporated herein as though set forth in full

4. Except for the changes specifically set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. 08/09/2021

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

CITY OF TEMECULA
By:

James Stewart, Mayor
ATTEST:

By:

Randi Johl, City Clerk
APPROVED AS TO FORM:

By:

EXP U.S. Services Inc.
(Two Signatures of corporate officers required unless
corporate documents authorize only one person to sign
the agreement on behalf of the corporation)
By:

Gabriel Rod uez, Vie resident
By:

Khalil Saba, Vice President
Peter M. Thorson, City Attorney CONSULTANT
EXP U.S. Services Inc.

Gabriel Rodriguez, Project Manager
473 E. Carnegie Drive, Suite 200
San Bernardino, CA 92404
(909) 228-2821
[email protected]
08/09/2021

ATTACHMENT A

EXHIBIT A
Attached hereto and incorporated herein as though set forth in full is the additional scope of work as provided by the Consultant.
08/09/2021

"ex P*

SCOPE OF WORK
This scope of work includes compliance monitoring during the estimated 9-month construction timeline as well as archaeological monitoring during ground disturbing activity, as needed. CONSULTANT will provide compliance support to fulfill environmental compliance permitting requirements.

TASK 1 - CONSTRUCTION COMPLIANCE MONITORING
Task 1.1 - Compliance Monitoring
CONSULTANT will provide environmental compliance oversight during Project construction. ESA will integrate into the Project team as an expert advisor and assist with agency coordination, construction monitoring, compliance problem solving, and documentation to ensure the Project is implemented in a manner consistent with the mitigation measures identified in the MMRP. Monitoring frequency will be determined by the Compliance Manager, in communication with the management team.

Assumptions: This task assumes compliance monitoring will be conducted one day per week at 12 hours per day (on average including travel time) throughout the course of the Project. This frequency will vary as determined by the Compliance Manager and in coordination with the City to respond to varying activity levels and the current phase of construction. A total of four hundred and thirty-two (432) CONSULTANT labor hours are estimated to complete this task.

Noise monitoring is not included in this scope of work due to the uncertainty regarding the potentially significant time and expense. If active least Bell's vireo are present that require continuous noise monitoring under MM-BIO-3 of the MMRP, a contract modification request will be issued depending on the conditions and course of action as determined by the City.

Deliverables: Daily logs, compliance -related reports (e.g., Incident Reports), and Final Compliance Report.

Task 1.2 - Archaeological Monitoring
CONSULTANT will provide qualified archaeological monitors to observe ground disturbing activities alongside Native American monitors, as needed. Monitors will observe soil disturbances, inspect exposed soils, and will re -direct equipment in the event potential resources are encountered. The monitors will conduct a cursory inspection of any discoveries; however, in the event potentially significant resources are encountered, further investigation beyond the scope of work described here may be required. In this case, a senior archaeologist will report to the site to conduct additional assessment of the discovery and to make appropriate treatment recommendations. Archaeological monitors will prepare daily monitoring logs that describe the types of construction activities observed, soil conditions, and PW19-04 Page 2 of 4

any resources encountered.

Assumptions: This task assumes up to 10 days of archaeological monitoring during ground -disturbing activity. In addition, this task will include coordination time for the reporting of one find of archaeological significance (e.g., requiring review by a Senior Archaeologist). This task does not include the potential discovery of human remains, which would require additional coordination that cannot be accurately estimated within this scope. Discoveries requiring additional coordination may require a contract modification due to the uncertain nature of the discovery process and requirements.

Deliverables: Archaeological monitors will prepare daily monitoring logs that describe the types of construction activities observed, soil conditions, and any resources encountered. All logs will be included in the Final Compliance Report.

Task 1.3 - Final Compliance Report
Upon completion of project construction, a Final Compliance Report will be provided to the City. This report will include results of the project for each relevant mitigation measure and permitting condition, a summary of compliance events, daily logs for compliance and archaeological monitoring, and site photographs documenting the construction progress, conditions, and any unanticipated environmental impacts.

Assumptions: One round of revisions to the Final Compliance Report will be included to respond to any additional requests or comments from the City.

Deliverables: One (1) Final Compliance Report will be provided to the City in electronic format. Additionally, one (1) printed copy will be provided to City upon request.

Task 1.4 - Project Coordination and Management
Project compliance meetings are expected to be conducted at weekly intervals throughout the course of the Project. The Compliance Manager will prepare an agenda and host these meetings (1 hour) with the construction management and compliance teams. Additional coordination time for responding to compliance incidents, reviewing daily logs, and communication with the construction management team is estimated at one (1) hour per week throughout the course of the project. This task also includes time dedicated to GIS and data management coordination, senior review, and agency meetings. The total time required for this task is estimated at eighty-nine (89) hours.

Assumptions: If additional time is needed for coordination or communication with the City, modifications may be necessary to complete the project. Any modifications will be agreed upon in advance. In addition, this task will include coordination time for the reporting of one find of archaeological significance (as mentioned in the Archeological Monitoring scope above).

PW19-04 Page 3 of 4

exp.

TASK 2 - CONSTRUCTION ENGINEERING SUPPORT
Task 2.1 — Construction Engineering Support
CONSULTANT shall attend 6 construction meetings and review and respond to RFI's and material submittals within five calendar days of receipt. CONSULTANT has anticipated the hours denoted in the fee schedule for each of the respective disciplines. The fees for this task are shown for budgetary purposes only.

Deliverables: Digital copy of RFI and submittal responses in PDF format.

Task 2.2 — Record Drawings
Based on as -built drawings provided by the contractor upon completion of construction, CONSULTANT shall prepare record drawings. CONSULTANT has anticipated the hours denoted in the fee schedule for each of the respective disciplines. The fees for this task are shown for budgetary purposes only.

Deliverables: Final record drawings in digital AutoCAD and PDF format.

Fee
Based on our understanding of the Project, the Scope of Work, and assumptions provided above, our estimated fee by task is provided in the attached fee schedule.

Please Note: This is a not -to -exceed budget and time not expended will not be invoiced.

Conversely, should the effort required to provide these services be greater than assumed, or additional professional services beyond those set forth in this Scope of Work are required, CONSULTANT will notify the City immediately and a resolution will be sought. CONSULTANT will request written authorization from the City to proceed prior to the initiation of out -of -scope services. In the event of contract modification requests by the City, CONSULTANT reserves the right to escalate rates beyond the values included in this proposal. CONSULTANT also reserves the right to transfer fees among line items, as budget flexibility is needed to respond to shifts in effort that may occur due to unexpected circumstances..

PW 19-04 Page 4 of 4

EXHIBIT B
Attached hereto and incorporated herein as though set forth in full an increase payment in the amount of $156,809.57 for additional work as provided by the Consultant. 08/09/2021

i00
o oft
;go exp
FIRM: EXP U.S. Services Inc.

SANTA GERTRUDIS CREEK PHASE II
City of Temecula
AMENDMENT 3 LABOR HOUR and FEE ESTIMATE
EXP U.S. SERVICES
INC.

NCM
ESA
EMI
TASK
NO.

TASK DESCRIPTIONS
Project Manager
Roadway
Designer
Structures Lead
Senior Bridge
Engineer
Bridge Engineer
Senior CADD
Senior Director III
Managing
Associate III
Principal
Consultant I
Consultant VI
Consultant III
Principal
Senior Project
Engineer
Total Hours

TASK TOTAL
$290
$112
$251
$152
$111
$131
$336
$223
$202
$159
$122
$254
$138
1 CONSTUCTION COMPLIANCE MONITORING

1.1 Compliance Monitoring
432
432
$68,688.00

1.2 Archaeological Monitoring
120
120
$14,640.00

1.3 Final Compliance Report
2 24
8 34
$7,640.00

1.4 Project Management and Coordination
6 9
72 8
95 $22,436.00
2 CONSTRUCTION ENGINEERING SUPPORT

2.1 Construction Engineering Support
12 40
16 40
24 8
8 16
164
$26,005.92

2.2 As-Builts
2 32
34 $4,178.72
SUB -TOTAL (W/O ODC's)
SUB -TOTAL (W/O ODC's)
$143,588.64

OTHER DIRECT COSTS (ODC'S)
ODC'S (Incl. Data Tech Management)
$13,220.93
TOTAL HOURS:
20 72
16 40
24 8
11 96
16 432
120
8 16
879
TOTAL (W/ ODC's) LABOR:
$5,800.00
$8,097.12
$4,018.08
$6,077.20
$2,652.00
$1,044.72
$3,696.00
$21,408.00
$3,232.00
$68,688.00
$14,640.00
$2,029.76
$2,205.76
$156,809.57
TOTAL FEE: $156,809.57

f
Adk
The Heart of Southern California
Wine Country
City of Temecula
Fiscal Years 2024-28
Capital Improvement Program

SANTA GERTRUDIS CREEK PHASE II - MARGARITA UNDER -CROSSING Infrastructure Project
Project Description: This project includes the design, environmental, and construction of the under -crossing in Santa Gertrudis Creek at Margarita Road to connect to the pedestrian/bicycle trail. The under -crossing at Margarita Road will provide a continuous paved trail along the Santa Gertrudis Creek at this location.

Benefit: The project provides a safe pedestrian and bicycle trail connection for the community.

Core Value: Transportation Mobility and Connectivity
Project Status: Project is anticipated to be completed in Fiscal Year2023-24.

Department: Public Works - Account No. 210.265.999.732 / PW19-04 Level: I
Project Cost:

Prior Years
Actuals
2023-24
2022-23 Proposed 2024-25 2025-26 2026-27 2027-28
Adjusted Budget Projected Projected Projected Projected Total Project
Cost
Administration
172,512
275,488
448,000
Construction
1,631,179 819,663
2,450,842
Construction Engineering
370,000
370,000
Design & Environmental
380,596
253,368 31,350
665,314
Land Acquisition
21,500
21,500
MSHCP
81,559
81,559
Total Expenditures
553,108
2,633,094 851,013
4,037,215
Source of Funds:

Measure S
Senate Bill 1
553,108
1,131,094 851,013
1,502,000
2,535,215
1,502,000
Total Funding
553,108
2,633,094 851,013 -
4,037,215
Future Operating & Maintenance Costs:

Total Operating Costs
Notes :

1. California Transportation Commission (CTC) adopted the2019 Active Transportation Program Augmentation on January30 - 31, 2019. 148

Santa Gertrudis Creek Phase II - Margarita Undercrossing 1989 Infrastructure/ Other Project Location
0 200 400 Feet
The map SantaGertrudisCreekPhasel I.mxd is maintained by City of Temecula GIS. Data and information represented on this map are subject to update I Al and modification. The City of Temecula assumes no warranty or legal responsibility for the information contained on this map. This map is not for reprint or resale. Visit the City of Temecula GIS online at https://temeculaca.gov/gis 2018 Aerial Data 148

Item No. 17

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick Thomas, Director of Public Works/City Engineer DATE: January 9, 2024
SUBJECT: Approve Increase to the Construction Contingency Authorization for the Citywide Concrete Repairs, PW23-17
PREPARED BY: Amer Attar, Engineering Manager
Emalee Sena, Engineering Technician II
RECOMMENDATION: That the City Council:

1. Approve an increase to the construction contingency for the Citywide Concrete Repair Project, PW23-17 by $100,000; and

2. Increase the City Manager's construction contract change orders approval authority by $100,000.

BACKGROUND: On October 24, 2023, the City Council awarded a construction contract to Loamic Builders, Inc. for the construction of the Citywide Concrete Repair Project, PW23-17in the amount of $318,244.27. The City Council also authorized the City Manager to approve construction contract change orders for the contingency amount of $31,824.43.

The Citywide Concrete Repair Project, PW23-17 is an annual maintenance project to repair various concrete facilities within the City's public right-of-way. Currently, the Citywide Concrete Repair Project is in the beginning stages of construction.

Staff has identified additional locations that require concrete repairs., The locations of additional concrete repair are listed below:
• Temecula Help Center on Pujol Street: Cross gutter and sidewalk repair • Remington Ave: Sidewalk repair
• Winchester Road and Jefferson Ave: Recess median
• Vail Ranch: Curb ramps and sidewalk repair
The costs of the additional improvements are unknown at this time. Staff recommends an increase to the City Manager's construction contract change orders approval authority by $100,000 to make sure all the requested additions are completed.

FISCAL IMPACT: The Concrete Repair Project is funded in the Operating Budget with Measure A funds. There are sufficient funds in Measure A to cover the increase to the authorized contingency by $100,000. With this addition, the new total encumbrance of the project will be $450,068.70.

ATTACHMENTS: None

Item No. 18

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Patrick Thomas, Director of Public Works / City Engineer DATE: January 9, 2024
SUBJECT: Approve Plans and Specifications and Authorize Solicitation of Construction Bids for the I-15/SR-79S Interchange Enhanced Landscaping Project, PW17-19 PREPARED BY: Avlin R. Odviar, Principal Civil Engineer
Shawna Bennetts, Associate Civil Engineer
RECOMMENDATION: That the City Council approve the plans and specifications and authorize the Department of Public Works to solicit construction bids for the I-15/SR-79S Interchange Enhanced Landscaping Project, PW17-19.

BACKGROUND: Construction of the Interstate 15/State Route 79 South Ultimate Interchange project included reconfiguring the southbound ramps on the west side of the interchange. During construction, the City in conjunction with the Pechanga Band of Luiseno Indians and Visit Temecula Valley developed an alternative landscaping concept to enhance and beautify the areas between the new ramps, 1-15, and Temecula Parkway. With Caltrans approval, the City pursued design and development of the enhanced landscaping in lieu of the originally planned replacement planting.

The I-15/State Route 79 South Interchange Enhanced Landscaping project includes planting, irrigation, and hardscape elements using species, colors, and patterns that embrace our regional history, foster connections to the land, and embody the culture of native inhabitants. The design is based on the I-15 Branding & Visioning Plan to beautify the I-15 corridor and Temecula interchanges with themes and monumentation consistent our community's identity.

The plans and specifications are complete. The contract documents are available for review in the Director of Public Works' office. Final approvals are expected soon from Caltrans, under the Streamlined Oversight Project (SOP) process. Upon receipt, the Project will be advertised for construction bids.

The Engineer's estimate of construction cost is $1,928,000 and estimate of construction duration is 100 working days (approximately 5 months).

This project has an Initial Study (Negative Declaration) and Categorical Exclusion (23 USC 326) approved June 2009, Revalidated May 2015, approved by the State of California, Department of Transportation (Caltrans) October 2020 and June 2023.

FISCAL IMPACT: The I-15/State Route 79 South Interchange Enhanced Landscaping Project is identified in the City's Capital Improvement Program (CIP) budget for Fiscal Years 2024-2028, and is funded with an Intergovernmental Agreement (IGA) with The Pechanga Tribe and Measure S funds. Adequate funds are available in the project accounts.

ATTACHMENTS: 1. Project Description

2. Enhanced Landscaping Exhibit

f
ANk
The Heart aF Sauthern Cali{arnia
Wine Country
City of Temecula
Fiscal Years 2023-27
Capital Improvement Program
I-15/STATE ROUTE 79 SOUTH INTERCHANGE ENHANCED LANDSCAPING Infrastructure Project
Project Description: The project includes the landscape beautification of the west side of the Interstate 15/State Route 79 South (Temecula Parkway) interchange with enhanced landscaping & hardscape inspired by the 1-15 Branding & Visioning Plan.

Benefit: This project meets the City-wide long-term goals as identified in the Quality of Life Master Plan to include a Healthy and Livable City and Economic Prosperity.

Core Value: Healthy and Livable City
Project Status: This project is in the design phase with construction scheduled for FY 2022-23.

Department: Public Works - Account No. 210.265.999.690 / PW17-19 Level: I
Project Cost:

Prior Years
Actuals
2022-23
2021-22 Adopted 2023-24 2024-25 2025-26 2026-27
Adjusted Budget Projected Projected Projected Projected Total Project
Cost
Administration
79,315
123,263
202,578
Construction
2,480,000
2,480,000
Construction Engineering
350,000
350,000
Design & Environmental
311,661
214,244
525,905
Total Expenditures
i 390,976
337,507 2,830,000
3,558,483
Source of Funds:

Measure 5
Reim bursement-Pechanga IGA
441,350
287,133 330,000
2,500,000
1,058,483
2,500,000
Total Funding
441,350
2,787,133 330,000
3,558,483
Future Operating & Maintenance Costs:

Total Operating Costs 1 56,240 58,490 60,830 62,046
Notes :

1. Operating & Maintenance costs reflect the ongoing irrigation and landscape maintenance required by CalTrans. 140

PU' ESKA MOUNTAIN LANDSCAPE CHARCTER ON 1-15

MANTENANCE ACCESS

COAST LIVE OAK

TREE GROUPINGS
"BASKET' PATTERN UTILIZING DECORATIVE ROCK
QUERCUS AGRIFOL. A
(COAST LIVE OAK)

PINUS HALEPENSIS
06,1-EPPO PINE)

GRASS BANDS
"FEATHER" PATTERN
v 09/18/2019
R,jM �^ 0 25' W' lm'
.r' ��� �q-_ + � � >' � rye•
1�

INTERCHANGE PATTERN ART DECORAT V E ROCK

GROUTED ROCK COBBLE
- MEDIANS
I-15/79 SOUTH TEMECULA PKWY INTERCHANGE -

LOCAL NATIVE AMERICAN SCULPTURE ART
- SHOTCRETE ROCK BASE
4CEPTUAL PLAN - POTENTIAL SCOPE REDUCTION'
-15 CORRIDOR BRANDING & VISIONING
CITY OF TEMECULA, CAe

Item No. 19

ACTION MINUTES

TEMECULA COMMUNITY SERVICES DISTRICT MEETING

COUNCIL CHAMBERS
41000 MAIN STREET

TEMECULA, CALIFORNIA
DECEMBER 12, 2023

COUNCIL MEMBER CURTIS BROWN

TO PARTICIPATE ELECTRONICALLY
VIA ZOOM FROM: SHERATON MAUI
2605 KAANAPALI PARKWAY
LAHAINA, MAUI, HI 96761
CALL TO ORDER at 6:52 PM: President James Stewart
ROLL CALL: Alexander, Brown (virtual), Kalfus, Schwank, Stewart CSD PUBLIC COMMENTS -None

CSD CONSENT CALENDAR
Unless otherwise indicated below, the following pertains to all items on the Consent Calendar.

Approved the Staff Recommendation (5-0): Motion by Kalfus, Second by Schwank. The vote reflected unanimous approval.

11. Approve Action Minutes of November 28, 2023
Recommendation:

That the Board of Directors approve the action minutes of November 28, 2023.

12. Approve Financial Statements for the 4th Quarter Ended June 30, 2023 Recommendation: That the Board of Directors:

1. Receive and file the financial statements for the 4th quarter ended June 30, 2023; and

2. Approve the following Fiscal Year 2022-23 Budget Adjustment:
a. Increase the TCSD Service Level "L" - Lake Park Maintenance Fund Utilities operating account (196.180.999.5240) by $5,100 to cover the higher than anticipated utilities cost.

CSD DIRECTOR OF COMMUNITY SERVICES REPORT

CSD GENERAL MANAGER REPORT

CSD BOARD OF DIRECTORS REPORTS

CSD ADJOURNMENT
At 6:55 PM, the Community Services District meeting was formally adjourned to Tuesday, January 9, 2024 at 5:00 PM for a Closed Session, with a regular session commencing at 6:00 PM, City Council Chambers, 41000 Main Street, Temecula, California.

James Stewart, President
ATTEST:

Randi Johl, Secretary
[SEAL]

Item No. 20

ACTION MINUTES

SUCCESSOR AGENCY TO THE TEMECULA REDEVELOPMENT AGENCY MEETING

COUNCIL CHAMBERS
41000 MAIN STREET

TEMECULA, CALIFORNIA
DECEMBER 12, 2023

COUNCIL MEMBER CURTIS BROWN

TO PARTICIPATE ELECTRONICALLY
VIA ZOOM FROM: SHERATON MAUI
2605 KAANAPALI PARKWAY
LAHAINA, MAUI, HI 96761
CALL TO ORDER at 6:55 PM: Chair Zak Schwank
ROLL CALL: Alexander, Brown (virtual), Kalfus, Schwank, Stewart SARDA PUBLIC COMMENTS - None

SARDA CONSENT CALENDAR
Unless otherwise indicated below, the following pertains to all items on the Consent Calendar.

Approved the Staff Recommendation (5-0): Motion by Stewart, Second by Kalfus. The vote reflected unanimous approval.

13. Approve Financial Statements for the 4th Quarter Ended June 30, 2023 Recommendation: That the Board of Directors receive and file the financial statements for the 4th quarter ended June 30, 2023.

14. Approve Recognized Obligation Payment Schedule and Administrative Budget for the Period of July 1, 2024 Through June 30, 2025 (ROPS 24-25)
Recommendation: That the Board of Directors adopt resolutions entitled:

RESOLUTION NO. SARDA 2023-02

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE

SUCCESSOR AGENCY TO THE TEMECULA REDEVELOPMENT

AGENCY APPROVING A RECOGNIZED OBLIGATION PAYMENT
SCHEDULE FOR THE PERIOD OF JULY 1, 2024 THROUGH JUNE
30, 2025 PURSUANT TO HEALTH AND SAFETY CODE SECTION
34177 AND TAKING CERTAIN ACTIONS IN CONNECTION

THEREWITH

RESOLUTION NO. SARDA 2023-03

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE

SUCCESSOR AGENCY TO THE TEMECULA REDEVELOPMENT

AGENCY APPROVING THE PROPOSED ADMINISTRATIVE

BUDGET PURSUANT TO HEALTH AND SAFETY CODE SECTION
34177 AND TAKING CERTAIN ACTIONS IN CONNECTION

THEREWITH

SARDA EXECUTIVE DIRECTOR REPORT

SARDA BOARD OF DIRECTOR REPORTS

SARDA ADJOURNMENT
At 6:57 PM, the Successor Agency to the Temecula Redevelopment Agency meeting was formally adjourned to Tuesday, January 9, 2024, at 5:00 PM for a Closed Session, with a regular session commencing at 6:00 PM, City Council Chambers, 41000 Main Street, Temecula, California.

Zak Schwank, Chair
ATTEST:

Randi Johl, Secretary
[SEAL]
N

Item No. 21

ACTION MINUTES

JOINT TEMECULA PUBLIC FINANCING AUTHORITY AND

CITY COUNCIL MEETING

COUNCIL CHAMBERS
41000 MAIN STREET

TEMECULA, CALIFORNIA
DECEMBER 12, 2023

COUNCIL MEMBER CURTIS BROWN

TO PARTICIPATE ELECTRONICALLY
VIA ZOOM FROM: SHERATON MAUI
2605 KAANAPALI PARKWAY
LAHAINA, MAUI, HI 96761
CALL TO ORDER at 6:57 PM: Chair/Mayor Zak Schwank
ROLL CALL: Alexander, Brown (virtual), Kalfus, Schwank, Stewart TPFA PUBLIC COMMENTS — None

TPFA / COUNCIL CONSENT CALENDAR
Unless otherwise indicated below, the following pertains to all items on the Consent Calendar.

Approved the Staff Recommendation (5-0): Motion by Stewart, Second by Alexander. The vote reflected unanimous approval.

15. Approve Deposit/Reimbursement Agreement and Initiate Community Facilities District Formation Proceedings Related to the Prado Development
Recommendation: That the City Council/Board of Directors adopt resolutions entitled:

RESOLUTION NO. 2023-93

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

TEMECULA APPROVING A DEPOSIT/REIMBURSEMENT

AGREEMENT - PRADO
RESOLUTION NO. TPFA 2023-12

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE

TEMECULA PUBLIC FINANCING AUTHORITY

ACKNOWLEDGING RECEIPT OF A DEPOSIT RELATIVE TO

THE FORMATION OF A COMMUNITY FACILITIES

DISTRICT, AND AUTHORIZING AND DIRECTING ACTIONS

WITH RESPECT THERETO - PRADO

TPFA/COUNCIL EXECUTIVE DIRECTOR REPORT

TPFA/COUNCIL BOARD OF DIRECTORS REPORTS

TPFA/COUNCIL ADJOURNMENT
At 6:58 PM, the Joint Temecula Public Financing Authority and City Council meeting was formally adjourned to Tuesday, January 9, 2024 at 5:00 PM, for a Closed Session, with regular session commencing at 6:00 PM, City Council Chambers, 41000 Main Street, Temecula, California.

Zak Schwank, Chair/Mayor
ATTEST:

Randi Johl, Secretary
[SEAL]

Item No. 22

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Randi Johl, Director of Legislative Affairs/City Clerk DATE: January 9, 2024
SUBJECT: Consider Appointment of Person or Election to Fill Vacancy in Council District 1 Pursuant to Government Code Section 36512
PREPARED BY: Randi Johl, Director of Legislative Affairs/City Clerk RECOMMENDATION: That the City Council consider the vacancy in District 1 resulting from the resignation of Curtis Brown and take one of the following actions to address the vacancy pursuant to Government Code Section 36512:

1. Appoint a person to serve as Council Member for District 1 through the certification of the November 2024 general municipal election, when the person elected will serve the last two years of the District 1 term.

2. Direct staff to initiate an application process, after which Council will appoint a person to serve as Council Member for District 1 through the certification of the November 2024 general municipal election, when the person elected will serve the last two years of the District 1 term.

3. Take no action to appoint a person to serve as the Council Member for District 1, operate as a four -person City Council through the certification of the November 2024 general municipal election, when the person elected will serve the last two years of the District 1 term.

BACKGROUND: Former City Council Member Curtis Brown submitted his resignation on December 13, 2024. The effective date of the resignation was January 1, 2024.

Government Code Section 36512 (hereinafter "Code") states that within 60 days of its occurrence, the City Council must fill the vacancy by appointment or call for a special election. The sixty-day deadline is March 1, 2024. The Code also states that if a vacancy occurs in the first half of a term of office, and at least 130 days prior to the next general municipal election, the person appointed to fill the vacancy shall hold office until the next general municipal election, and the person elected will hold office for the unexpired balance of the term. The next general municipal election for Temecula is in November 2024. The District 1 contest to fill the balance of the unexpired term will be placed as a special election on the November 2024 ballot.

Option 1: Appointment
The Code requires that if a vacancy is filled by appointment, the actual appointment be made within 60 days (March 1, 2024). The Government Code does not specify how an appointment is to be made. The City Council is free to appoint any person who is a registered voter of District 1 at the time of appointment. The name and address of the person appointed must meet current voter registration records. The person appointed will serve as the Council Member for District 1 through

the certification of the November 2024 general municipal election, when the person elected will serve the last two years of the District 1 term.

Option 2: Appointment After Application Process
An application process, followed by an appointment, may also be used to fill a vacancy. The best practice for an application process is as follows:

Candidate Pool — The appointment would be available to all residents of District 1, over the age of 18, registered to vote in District 1 at the time of appointment. The name and address of the person appointed must meet current voter registration records.

Advertising and Outreach — To ensure consistency with existing efforts for board, committee and commission recruitments, the same advertising and outreach would be conducted for the Council vacancy appointment. Current advertising efforts include printed newspaper, website publication, physical postings and social media usage.

Application — The application for appointment would be similar to that which was previously utilized in Temecula and include information related to contacts, education, employment, public service, open-ended questions, and the ability to include supplemental information.

Presentation / Interview — The presentation/interview would be at a special and/or regularly scheduled council meeting. The Council would conduct 10-minute rounds for each applicant consisting of a 5-minute presentation to be followed by a 5-minute question/answer period. The question/answer period provides the Council with an opportunity to obtain additional information related to the application packet or the presentation. Applicants present in alphabetical order based on last name. Depending upon the number of applications, times and days could be adjusted. The presentation/interview, as well as City Council deliberation, must be publicly noticed and accessible pursuant to the Brown Act.

Timing and Term for Appointment - The newly appointed Council Member must be seated on or before March 1, 2024. The person appointed will serve as the Council Member for District 1 through the certification of the November 2024 general municipal election, when the person elected will serve the last two years of the District 1 term. A potential timeline is as follows:
• January 9, 2023 — Direct Staff to Pursue Appointment Option • January 12, 2023 — Advertise/Publish/Post Vacancy by Appointment • January 15, 2023 — January 30, 2023 - Open Application Period for Vacancy • January 30, 2023 — Deadline to Submit Application for Appointment • February 13, 2023 — Council Meeting (Presentations/Interviews and Appointee Selection) • February 27, 2023 — Seat New City Council Member at 2nd Meeting in February Option 3: No Appointment, Special Election Only
Should the City Council wish to not fill the vacancy by appointment, it may continue to operate as a four -member Council through the certification of the November 2024 general municipal election, when the person elected will serve the last two years of the District 1 term. The City Council may give additional direction to staff to ensure appropriate representation of District 1 residents in the interim until such time as the person elected to serve the second half of the term is seated.

FISCAL IMPACT: There is no fiscal impact associated with the consideration of this item. The anticipated costs of the November 2024 election will increase slightly due to the addition of the District 1 special election on the ballot. The City of Temecula already has District 2 and 4 contests, along with a local measure related to term limits, on the November 2024 ballot. All estimated costs will be included in the 2024-2025 budget for the City Clerk's Office.

ATTACHMENTS: None

Item No. 23

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Randi Johl, Director of Legislative Affairs/City Clerk DATE: January 9, 2024
SUBJECT: Consider Appointments to City Council Committees for Calendar Year 2024 PREPARED BY: Randi Johl, Director of Legislative Affairs/City Clerk RECOMMENDATION: That the City Council appoint members to serve on committees for calendar year 2024 and approve related City Council Committee Appointments List.

BACKGROUND: The City Council annually appoints members of its legislative body to serve as liaisons to City boards and commissions, external organizations, standing committees, and ad hoc subcommittees. Each year the City Council Committee Assignments List is reviewed and revised for the upcoming calendar year. The Council Members appointed serve a calendar year (January 1 — December 31). For appointments to external organizations that include a stipend, Form 806 is completed and posted pursuant to requirements set forth by the Fair Political Practices Commission. Proposed changes to committee names, dates, and/or descriptions are visible in italics and/or strikethrough text. It is therefore recommended that the City Council review and approve the committee list and make related appointments.

FISCAL IMPACT: None
ATTACHMENT: City Council Committee Assignments List

2024 CITY COUNCIL COMMITTEE ASSIGNMENTS
(Last Updated: January 9, 2024)
Commission Liaison One Member
Current Member
Community Services Commission
Stewart
Old Town Local Advisory Committee
TBD
Planning Commission
Kalfus
Traffic Safety Commission
Alexander
Race, Equity, Diversity, and Inclusion Commission
Schwank
Standing Committees Two Members — Publicly Noticed
Current Members
Arts and Cultural Affairs Subcommittee
TBD, Schwank
City Sustainability Program Subcommittee
Kalfus, Stewart
E-Government and Temecula Outreach Subcommittee
Alexander, Schwank
Economic Development Subcommittee
Kalfus, Stewart
Old Town Steering Subcommittee
TBD, Schwank
Finance Subcommittee
Kalfus, Stewart
Infill Land Use and Project Review Subcommittee
Schwank, Stewart
Infrastructure Beautification Subcommittee
Alexander, Stewart
Joint City Council/TVUSD Subcommittee
TBD, Schwank
Military Subcommittee
Alexander, Schwank
Move 1-15 Through Temecula Valley / Southwest Elected
Collaborative Subcommittee
TBD, Stewart
Parks, Recreation and Community Services Subcommittee
Schwank, Stewart
Public Works Subcommittee
1 Alexander, TBD
Surplus Lands Act Subcommittee
I Kalfus, Stewart
Representative Assignments — Meet In Person As Needed
External Organizations - Stipend Not Included
Current Member(s)
Animal Shelter Liaison/JPA Representative
Stewart
League of California Cities — Voting Delegate
Note: Mayor and Mayor Pro Tem Unless Otherwise Designated Schwank, (Alternate Stewart)
National League of Cities — Voting Delegate
Note: Mayor and Mayor Pro Tem Unless Otherwise Designated Schwank, (Alternate Stewart)
Pechan a Tribal Council Representative
TBD
Rancho California Water District Liaison
Stewart, Alternate Schwank
Southwest Riverside County Energy Authority JPA
Schwank, Stewart
Temecula Sister City Liaison
Alexander
Representative Assignments — Meet In Person Regularly
Current Member(s)
External Organizations — Stipend Included
Western Riverside County Regional Conservation Authority (RCA) Stewart, (Alternate Alexander)
Note: Meet Monthly on 1st Monday at 12:30 p.m.

Riverside County Habitat Conservation Agency Board (RCHCA) Stewart, (Alternate Alexander)
Note: Meet Quarterly on 3rd Thursday at 11:30 a.m.

Riverside County Transportation Commission (RCTC)
Stewart, (Alternate Alexander)
Note: Meet Monthly on 2nd Wednesday at 9:30 a.m.

Riverside Transit Agency (RTA)
Schwank, (Alternate TBD)
Note: Meeting Monthly on 4t" Thursday at 2:00 p.m.

WRCOG Executive Committee and Zone Committee Stewart, (Alternate Alexander) Note: Meet Monthly on 1 sr Monday at 2 p.m.

Ad Hoc Committees Two Members
Current Members
Altair Property Ad Hoc Subcommittee
TBD, Stewart
Butterfield / Temecula Parkway Properties Ad Hoc Subcommittee Alexander, Kalfus
GeunGil PFetE)GOI Manual Ad HOGS bGGFnFnmtt
Alexander, Ka# is
Community Service Funding Ad Hoc Subcommittee
Schwank, Stewart
County Center Drive Development Ad Hoc Subcommittee

TBD, TBD
Diaz Property Ad Hoc Subcommittee
Kalfus, Schwank
Franchise Agreements Ad Hoc Subcommittee

TBD, TBD
French Valley Parkway Interchange Ad Hoc Subcommittee
TBD, Stewart
General Plan Update Ad Hoc Subcommittee
Alexander, Stewart
Higher Education Ad Hoc Subcommittee
Kalfus, Schwank
Hospital Ad Hoc Subcommittee
TBD, Schwank
Human Services Ad Hoc Subcommittee
Alexander, Kalfus
Murrieta Creek Project Ad Hoc Subcommittee
Schwank, Stewart
Old Town Civic Center Ad Hoc Subcommittee
Alexander, Stewart
Police Base of Operations Ad Hoc Subcommittee
Schwank, Stewart
Promenade in Temecula Ad Hoc Subcommittee
Alexander, Stewart
Public Recognitions Ad Hoc Subcommittee
Alexander, Stewart
Public Safety Ad Hoc Subcommittee
Alexander, Kalfus
Roripaugh Ranch (aka Sommers Bend) Ad Hoc Subcommittee
Kalfus, Schwank
Seraphina Property Ad Hoc Subcommittee
Schwank, Stewart
Service Level Assessments Ad Hoc Subcommittee
Schwank, Stewart
Strategic Fiscal Planning Ad Hoc Subcommittee
Schwank, Stewart
Supportive Housing/Services Ad Hoc Subcommittee
Alexander, Schwank
Trails / Open Space Ad Hoc Subcommittee
Schwank, Stewart
TVE2 (Small Business Incubator) Ad Hoc Subcommittee
Alexander, Stewart
Uptown Temecula Ad Hoc Subcommittee
Alexander, Schwank
Ad Hoc Subcommittees are formed for a specific limited purpose and operate for a limited time until its purposes are fulfilled ("ad hoc") as opposed to "standing committees" that have continuing subject matter jurisdiction. The descriptions of the purposes and duration of the ad hoc subcommittees are as follows:

Altair Property Ad Hoc Subcommittee — This subcommittee will provide staff direction on development options for the property located west of Pujol below the western escarpment. Development on this property would include the construction of the Western By -Pass Corridor and has potential for an "in town" residential neighborhood adjacent to Old Town. The term of this subcommittee is through the completion of the development and disposition of the property.

Butterfield and Temecula Parkway Properties Ad Hoc Subcommittee — The subcommittee will provide land use and project review direction to staff on the potential development proposals near the intersections of Butterfield Stage Road and Temecula Parkway and Deportola Road. The term of the subcommittee is through the development of properties adjacent to these intersections. 2 Community Service Funding Ad Hoc Subcommittee — This subcommittee reviews funding applications from various non-profit organizations requesting Community Service Funding for the year. This subcommittee will review the applications and funding associated with this program for Fiscal Year 2024-2025 and report back on its recommendations to the City Council by December 2024.

Council Protocol Manual Ad Hoc Subcommittee This subcommittee will work with staff to develop a Protocol Manual s'm'lar to other cities consisting of various policies applicable to the City Council. The term of the subGOMmittee shall be through the GOMpletion and adoption of the PrOtOGGI Manual by the full City Council.

County Center Drive Development Ad Hoc Subcomittee
This subcommittee will provide land use and project review direction to staff on the potential development proposals on Ynez Road at the terminus of County Center Drive. The term of the subcommittee is through the development of properties at this location.

Diaz Property Ad Hoc Subcommittee — This subcommittee is responsible for evaluating and negotiating terms and conditions associated with the disposition and development of the Agency owned property located at the Northwest Corner of Diaz Road and Dendy Parkway. The term of this subcommittee is through the completion of the development or disposition of the property.

Franchise Aqreements Ad Hoc Subcommittee — This subcommittee will review issues and proposed changes that arise in 2024 with the City's franchise agreements (solid waste, telecommunications, electricity, gas, water, etc.) and provide staff direction regarding the same. Related recommendations will be provided to the City Council by December 2024.

French Valley Parkway Interchange Ad Hoc Subcommittee — This subcommittee shall work with representatives from Caltrans, Federal Highways, and elected officials at the city, state, and federal levels for Phase II and III. The term of this subcommittee is through the completion of the construction of the interchange project.

General Plan Update Ad Hoc Subcommittee — This subcommittee will provide direction and recommendations relating to the General Plan update project, which will kick-off with updating several supporting components including the Housing Element, Circulation Element. The term of this subcommittee is through the adoption of a comprehensive General Plan Update.

Higher Education Ad Hoc Subcommittee — This subcommittee is responsible for attracting and facilitating the development of a higher education facility and programs in the City of Temecula, including the new higher education complex acquired by MSJC and expansion of CSUSM in the City.

Related recommendations will be provided to the City Council by December 2024.

Hospital Ad Hoc Subcommittee — This subcommittee will monitor and provide feedback on the implementation of the development plan for the existing Temecula Valley Hospital. It is anticipated that this subcommittee will need to continue through the implementation of the development plan.

Human Services Ad Hoc Subcommittee — This subcommittee will identify nonprofit stakeholders and evaluate services and programs related to special needs, homelessness, seniors, behavioral and mental health, etc., ensuring coordinated delivery to underrepresented/underserved segments of the community. This subcommittee will also review funding associated with these programs and services for Fiscal Year 2024-2025 and report back on its recommendations to the City Council by December 2024.

Murrieta Creek Project Ad Hoc Subcommittee — This subcommittee will provide direction and recommendations that involve the Army Corps of Engineers Project that improves Murrieta Creek to 3 provide added flood protection. The term of this subcommittee is through the completion of the Murrieta Creek Improvement Project.

Old Town Civic Center Ad Hoc Subcommittee — This subcommittee is responsible for evaluating and negotiating terms and conditions associated with the disposition and development of the Agency owned property located adjacent to the Town Square along Main Street in Old Town. The term of this subcommittee is through the completion of the adjacent properties.

Police Base of Operations Ad Hoc Subcommittee — This subcommittee will work with staff to evaluate and discuss alternatives to the police base of operations located at the Southwest Station and related funding mechanisms. Related recommendations will be provided to the City Council by December 2024.

Promenade in Temecula Ad Hoc Subcommittee - This subcommittee would provide direction and review of any potential development applications associated with the City's regional mall in 2024.

Related recommendations will be provided to the City Council by December 2024.

Public Recognitions Ad Hoc Subcommittee — This subcommittee reviews applications from the community to recognize various residents and businesses by providing them with a distinguished award of honor and/or other recognition beyond standard recognitions. The subcommittee will meet in September/October to review the annual nominations. Related recommendations will be provided to the City Council by December 2024.

Public Safety Ad Hoc Subcommittee — This subcommittee will work with staff to evaluate and discuss the City's public safety operations, opportunities for efficiencies, and other related matters that arise in 2024. Related recommendations will be provided to the City Council by December 2024.

Roripaugh Ranch (aka Sommers Bend) Ad Hoc Subcommittee — This subcommittee will monitor and report on the issues affecting the community facility district bonds, and development issues affecting the Roripaugh Ranch Specific Plan and the development now known as Sommers Bend. The term of this subcommittee is through the build out of the Roripaugh Ranch Specific Plan.

Seraphina Property Ad Hoc Subcommittee — This subcommittee will provide staff direction on development proposals at the property located on the northeast corner of Joseph Road and Nicolas Road. The term of this subcommittee is through the completion and buildout of the project.

Service Level Assessments Ad Hoc Subcommittee — This subcommittee will provide staff direction regarding landscape maintenance zones throughout the City, proposals for new assessments, public outreach and recommendations to the full City Council. The term of this subcommittee will be through the completion of the Proposition 218 process in December 2024.

Strategic Fiscal Planning Ad Hoc Subcommittee —This subcommittee will provide direction regarding fiscal policies and strategies related to new revenue streams and a new User Fee Study. Related recommendations will be provided to the City Council by December 2024.

Supportive Housing/Services Ad Hoc Subcommittee — This subcommittee will work with staff to identify and implement solutions to provide both housing and supportive services for families and individuals who meet the criteria of extremely low, very low and low income by evaluating affordable housing development opportunities utilizing remaining affordable housing bond proceeds. The term of this subcommittee is through the expenditure of the available Affordable Housing bond proceeds.

Trails and Open Space Ad Hoc Subcommittee — This subcommittee will provide direction on efforts underway to enhance and complete existing trails and connections, consider additional trail ways for 4 multi -purpose use including equestrian, pedestrian, and cycling. This subcommittee also provides direction on potential annexations of areas within the City's Sphere of Influence and potential purchase of permanent open space property. Related recommendations will be provided to the City Council by December 2024.

TVE2 (Small Business Incubator) Ad Hoc Subcommittee —This subcommittee will evaluate policies and procedures related to incubator use, including the 2nd floor which is planned to become a regional Entrepreneurial Resource Center, a one -stop shop for business assistance. If requested, this subcommittee will also review applications from developing entrepreneurs for incubator use and selection in 2024-25. Related recommendations will be provided to the City Council by December 2024.

Uptown Temecula Ad Hoc Subcommittee — This subcommittee will provide staff direction to analyze the potential urbanized extension of Old Town with increased commercial and corporate office opportunities, mixed use residential development, and the implementation of the Uptown Temecula Specific Plan and In -Lieu Road Fee. The term of this subcommittee is through the implementation and development of the Uptown Temecula Specific Plan.
5 Item No. 24

CITY OF TEMECULA

AGENDA REPORT
TO: City Manager/City Council
FROM: Christapher Durham, Captain
DATE: January 9, 2024
SUBJECT: Temecula Sheriff's Monthly Report (November 2023) PREPARED BY:

RECOMMENDATION:

Chris Mattson, Sergeant
Receive and file.

The following report reflects the Temecula Sheriff's Station activity for November 2023.

PATROL SERVICES
Overall calls for police service.................................................................................................5,654 "Priority One" calls for service......................................................................................................61 Average response time for "Priority One" calls.........................................................................5.65

VOLUNTEERS
Chaplain.........................................................................................................................................82 Community Action Patrol (CAP) hours..................................................................................608.20 Reserve officer hours (patrol)........................................................................................................10 Explorer.....................................................................................................................................67.50 Station/Administration .....................................................................................................................9 Total Volunteer hours.............................................................................................................801.70

OLD TOWN STOREFRONT
Total customers served.....................................................................................833 Fingerprints/Live Scan.....................................................................................249 Policereports filed..............................................................................................3 Citationssigned off..........................................................................................15 Totalreceipts...........................................................................................................................$7,454

CRIME PREVENTION
Crime prevention/Neighborhood watch meetings...........................................................................0 Safety presentations/Training................................................................................0 Specialevents...................................................................................................................................5 Residential/Business security surveys conducted............................................................................0 Residences/Businesses visited for past crime follow-up.................................................................0 StationTours....................................................................................................................................0 Planning Review Projects.......................................................................................3 Temp Outdoor Use Permits....................................................................................8

SPECIAL TEAMS (CORE)
ReportsWritten...............................................................................................24 Onsight felony arrests.....................................................................................................................3 On sight misdemeanor arrests................................................................................2 Felony arrest warrants served.................................................................................2 Misdemeanor arrest warrants served.............................................................................................34 AreaChecks.....................................................................................................60 CampChecks................................................................................................................................27 PedestrianChecks.....................................................................................................40 Traffic Stops/Vehicle Checks..................................................................................................... 2/1 Outreachattempts / Success...................................................................................................... 14/3 SPECIAL TEAMS (Metro District Team)
Onsight, felony arrests.......................................................................................9 On sight, misdemeanor arrests.......................................................................................................18 Felony arrest warrants served..........................................................................................................

I
Misdemeanor arrest warrants served
.............................................................................................52 Bar/Business checks......................................................................................................................80 D.U.I. Arrests..................................................................................................................................4 Traffic/Parking citations.............................................................................................................218 FirearmsSeized................................................................................................

I
SPECIAL TEAMS (Special Enforcement Team)
Onsight felony arrests......................................................................................................................3 On sight misdemeanor arrests...........................................................................................................4 Felony arrest warrants served........................................................................................................... I Misdemeanor arrest warrants served................................................................................................5 Follow-up investigations/search warrants.....................................................................5 Parole/Probation Searches...............................................................................................................2 PedestrianChecks...................................................................................................2 Traffic Stops/Vehicle Checks.....................................................................................................12/5 Marijuana Dispensary Checks.........................................................................................................0

ROBBERY/BURGLARY SUPPRESSION TEAM
BeginningCaseload.......................................................................................................................88 TotalCases Assigned......................................................................................................................8 TotalCases Closed........................................................................................................................I I Search Warrants prepared/served.................................................................................................13 Arrests..............................................................................................................................................6 Outof Custody Filings............................................................................................3

TRAFFIC
Citations issued for hazardous violations....................................................................................752 Non -hazardous citations...............................................................................................................136 Parkingcitations...........................................................................................................................176

Stop Light Abuse/Intersection Program (S.L.A.P.) citations.........................................................73 Seatbelts.........................................................................................................................................21 CellPhone Cites...........................................................................................................................237 Injurycollisions.............................................................................................................................30 D.U.I. Arrests.................................................................................................................................30 Grant -funded D.U.I. Traffic safety checkpoints/saturation enforcement........................................0 Grant -funded traffic click it or ticket/traffic enforcement..............................................................2

INVESTIGATIONS
BeginningCaseload.....................................................................................................................143 TotalCases Assigned....................................................................................................................28 TotalCases Closed........................................................................................................................39 Search Warrants prepared/served
.................................................................................................35 Arrests..............................................................................................................................................

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Outof Custody Filings............................................................................................4 Sex Offenders Processed....................................................................................24

PROMENADE MALL TEAM
Callsfor service...........................................................................................................................130 Felonyarrest/filings.........................................................................................................................2 Misdemeanor arrest/filings
............................................................................................................12 TrafficCitations..............................................................................................10 Total customers served................................................................................................................887 Fingerprints/Live Scans...............................................................................................................232 Totalreceipts............................................................................................ $6,747

SCHOOL RESOURCE DEPUTIES
Felonyarrest.....................................................................................................................................2 Misdemeanor arrests........................................................................................................................6 Reports...........................................................................................................................................19 Citations.........................................................................................................................................28 Meetings/Presentations................................................................................................................122

REQUEST TO SPEAK

FORMS, ELECTRONIC

COMMENTS AND

DOCUMENTS SUBMITTED

FOR THE RECORD

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C
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C1989
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1989 ,1�
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1989 DatTd q
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e_MLCVCe_
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ecty-,f

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ivxv
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-A i4 ; :A CITY OF TEMECULA
rexy Cr T '
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Date: N)
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texv %
\_ Date: c --
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� �Oo,_4 6f
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CITY OF TEMECULA
�1989 Date: ! I p
l Z 0 Zy
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PRseS'c)
1-q -- �2-1-I
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ORDINANCE NO. 987

AN ORDINANCE OF THE COUNTY OF RIVERSIDE RELATING TO

THE UNLAWFUL POSSESSION OF A CATALYTIC CONVERTER
The Board of Supervisors of the County of Riverside ordains as follows:

Section 1. FINDINGS. The Board of Supervisors of Riverside County finds that the theft of catalytic converters has been an increasing problem in Riverside County in recent years. In the County, there were at least 200 reports of catalytic converter thefts in 2022 and, as of July 1, 2023, there were at least 316 reports by victims. The external location of catalytic converters and the use of valuable precious metals, including rhodium, palladium and platinum, in catalytic converters makes these devices a target for thieves. Individuals in possession of stolen catalytic converters often recycle them for substantial profit. while victims of these thefts suffer the consequences of paying thousands of dollars in repairs, the inconvenience of repairing their vehicles, and feeling unsafe in the community. Finding the victim of these crimes is extremely difficult due to the manner in which the catalytic converter thefts occur and lack of identifying markers on catalytic converters to link a stolen catalytic converter to the victim. The inability to identify the victims of catalytic converter thefts can inhibit the ability to successfully prosecute individuals for the thefts. This ordinance is necessary to provide the County a means to protect the public, deter this criminal activity and promote a more productive use of Riverside County resources.

Section 2. PURPOSE. Catalytic converter theft is an increasing problem within Riverside County and causes significant financial damage to the victims. The purpose and intent of this ordinance is to curb the theft of catalytic converters throughout the County and to provide the County with reasonable means to address the impact on the community and the victims posed by increasing catalytic converter thefts.

Section 3. AUTHORITY. In accordance with the California Constitution, Article XI, Section 17, a county may make and enforce within its limits all local, police, sanitary and other ordinances and regulations not in conflict with general laws.

Section 4. DEFINITIONS. As used in this ordinance, the following terms shall have the following meanings:

COUNTY OF RIVERSIDE'S NOTICE OF MOTION AND MOTION TO DEPOSIT FUNDS AND ATTORNEY FEES

09.12.2023 3.5

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28 Section 4.
1611 owing meanings:

DEFINITIONS. As used in this ordinance, the following terms shall have the A. Board. The County of Riverside Board of Supervisors.

B. Coun . The County of Riverside.

C. Catalytic converter. Any exhaust emission control device, or portion thereof, that converts toxic gases and pollutants in exhaust gas from an internal combustion engine into less -toxic pollutants.
1). Documentation or other proof. Written document(s) clearly identifying the vehicle from which the catalytic converter originated based on the totality of the circumstances, which includes, but is not limited to, the following types of documents:

1. Bill of sale from the original owner with photographs.

2. Verifiable documentation from an auto -body shop proving the owner relinquished the catalytic converter to the auto -body shop.

3. Verifiable electronic communication from the previous owner to the possessor relinquishing ownership of the catalytic converter.

4. Photographs of the vehicle from which the catalytic converter originated.

5. Vehicle registration associated with the catalytic converter containing an etched associated license plate number or vehicle identification number or driver's license number of registered vehicle owner.

E. Lawful Possession. This term includes: (1) being the lawful owner of the catalytic converter or (2) being in possession of the catalytic converter with the lawful owner's verifiable written consent. It is not required to prove the catalytic converter was stolen to establish the possession is an Unlawful Possession.

F. Enforcement Officer. The Sheriff, the Transportation and Land Management Agency Director, Building Official, Code Enforcement Official, County Counsel, or District Attorney, and their designees.

ORDINANCE NO.987
AN ORDINANCE OF THE COUNTY OF RIVERSIDE RELATING TO THE UNLAWFUL POSSESSION OF n

CATALYTIC CONVERTER

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29 Section 5. UNLAWFUL POSSESSION OF A CATALYTIC CONVERTER. Barring any provision of state law permitting the same, it is unlawful for any person to possess any catalytic converter which is not attached to a vehicle unless the person has a verifiable valid proof of ownership of the catalytic Iconverter.

A. This section does not apply to a detached catalytic converter that has been verifiably tested, certified, and labeled or otherwise approved for reuse, and is being bought or sold for purposes of reuse in accordance with the federal Clean Air Act (42 U.S.C. § 7401 et seq.) and regulations under the Clean Air Act, as they may be amended from time to time.

B. It is unlawful for any person to knowingly falsify or cause to be falsified any information in a record intended to show valid proof of ownership.

C. Evidence of unlawful possession may be presumed by the number of detached catalytic converters within one's possession and/or by the condition of the dismantled catalytic converter(s), including but not limited to, the manner a catalytic converter has been detached or cut from a vehicle.

Section 6. VIOLATIONS AND ENFORCEMENT.

A. Misdemeanor Penalty. Any person who violates any provision of this ordinance is guilty of a misdemeanor, and upon conviction shall be punished by a fine not exceeding one thousand dollars ($1,000), or by imprisonment in the county jail for a term not exceeding one year, or by both. Upon any second or subsequent conviction of the offense, the person shall be punished by the penalties of a fine of one thousand dollars ($1,000) and by imprisonment in the County jail for one year.

B. State Penalties Apply. Nothing in this ordinance shall be intended to limit any of the penalties provided for under California law, including but not limited to the Penal Code, with regard to the sale, use, possession, delivery, and/or receipt of catalytic converters.

ORDINANCE NO. 987
AN ORDINANCE OF THE COUNTY OF RIVERSIDE RELATING TO THE UNLAWFUL. POSSESSION OF A

CATALYTIC CONVERTER

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C. Administrative Civil Penalty. In addition to any other penalties provided by law, whenever an Enforcement Officer determines a violation of this ordinance has occurred, the Enforcement Officer shall have the authority to issue an administrative citation with an administrative civil penalty to any person responsible for the violation. Any administrative civil penalty shall be one thousand dollars ($1,000) for the first offense, two thousand dollars ($2,000) for the second offense within thirty-six (36) months, and five thousand dollars ($5,000) for each subsequent offense within thirty-six (36) months. The administrative citation shall contain the following information: (1) date, location and approximate time the violation was observed; (2) the amount of the administrative civil penalty imposed for the violation; (3) instructions for the payment of the administrative civil penalty, the time period by which it shall be paid, and the consequences of failure to pay the administrative civil penalty within this time; (4) instructions on how to appeal the administrative citation; and (5) the signature of the Enforcement Officer. The failure of the administrative citation to set forth all required contents shall not affect the validity of the administrative citation or any proceedings to enforce said citation.

The administrative civil penalty may be imposed via the administrative process set forth in this ordinance or may be imposed by the court if the violation requires court enforcement without an administrative process.

D. Separate Offenses. Acts, omissions, or conditions in violation of this ordinance that continue, exist, or occur on more than one day constitute separate violations on each day. Violations continuing, existing, or occurring on the service date, the effective date, and each day between the service date and the effective date are separate violations. A person is guilty of a separate offense for each and every day or portion thereof during which he or she commits, continues, or permits a violation of this ordinance. A person is deemed guilty of a separate offense for each and every violation of this ordinance, or any portion thereof. Likewise, a person shall be ORDINANCE NO.987

AN ORDINANCE OF THE COUNTY OF RIVERSIDE RELATING TO THE UNLAWFUL POSSESSION OF A

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deemed guilty of a separate offense for each and every catalytic converter in the person's possession that is not attached to a vehicle unless the person has a valid proof of ownership of the catalytic converter.

Section 7. APPEAL OF ADMINISTRATIVE CIVIL PENALTIES.

A. Notice of Appeal. The recipient of an administrative citation may appeal its validity by filing a written notice of appeal with the County department that issued the administrative citation. The written notice of appeal must be filed within twenty (20) calendar days of service of the administrative citation. The notice of appeal shall be accompanied by either an advance deposit of the administrative civil penalty imposed in the administrative citation or a request for advance deposit hardship waiver as set forth below. Failure to properly file a written notice of appeal within this time period shall constitute a waiver of the right to appeal the administrative citation. The notice of appeal shall be submitted on a form provided by the County department that issued the administrative citation and shall contain the following information: (1) a brief statement setting forth the appellant's interest in the proceedings; (2) a brief statement of the material facts which the appellant claims support a contention that no violation exists and that no administrative civil penalty should be imposed or that an administrative civil penalty of a different amount is warranted; (3) an address at which the appellant agrees that notice of any additional proceeding or an order relating to the imposition of the administrative civil penalty may be received by mail; and (4) the notice of appeal must be signed by the appellant under penalty of perjury.

B. Advance Deposit Hardship Waiver. Any person filing a notice of appeal to contest an administrative citation and who is financially unable to make the advance deposit of the administrative civil penalty as required may submit a request for advance deposit hardship waiver with the notice of appeal. The request for advance deposit hardship waiver shall be filed with the County department that issued (lie ORDINANCE NO. 987

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28 administrative citation on a form provided by the same County department. The request shall be documented by a sworn affidavit, together with any supporting documents or materials, demonstrating to the satisfaction of the Enforcement Officer the person's actual financial inability to deposit the full amount of the administrative civil penalty in advance of the hearing. The requirement of depositing the full amount of the administrative civil penalty shall be stayed for ten (10) calendar days pending a determination by the Enforcement Officer of the approval or denial of the request for advance deposit hardship waiver. The Enforcement Officer shall issue a written determination stating the approval or listing the reasons for the denial of the request for advance deposit hardship waiver. The written determination shall be mailed to the appellant at the address provided in the request. If the Enforcement Officer denies a request for advance deposit hardship waiver, the appellant shall remit the deposit to the County within fifteen (15) calendar days of the date of mailing notice of the denial. The written determination of the Enforcement Officer on this matter shall be final.

C. Hearing on Appeal of Administrative Citation. Upon receipt of a timely filed notice of appeal of an administrative citation with an administrative civil penalty, an appeal hearing to consider the issuance of the administrative civil penalty shall be held before the County Hearing Officer, appointed by the Board of Supervisors pursuant to Ordinance No. 643 and Government Code section 27720. At the time fixed in the notice of hearing, the County Hearing Officer shall receive evidence from the Enforcement Officer and the appellant regarding the violation of prohibitions contained in Section 5 of this ordinance, as well as any facts the appellant claims support a contention that no violation exists and that no administrative civil penalty should be imposed or that an administrative civil penalty of a different amount is warranted. In conducting the hearing, the County Hearing Officer shall not be ORDINANCE NO.987

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8 limited by the technical rules of evidence. Failure of the appellant to appear shall not affect the validity of the proceedings or order issued thereon.

D. County Hearing Officer's Decision. The County Hearing Officer shall issue a written decision following the appeal hearing, which shall be issued to the appellant at the appellant's address set forth in the notice of appeal. If the administrative citation is determined to have been valid at the time of its issuance, the County Hearing Officer shall affirm the administrative civil penalty amount pursuant to subsection C. of Section 6 of this ordinance, and order said penalty to be paid within fifteen (15) calendar days of issuance of the County Hearing Officer's decision. The County Hearing Officer's decision shall contain instructions for obtaining judicial review of the decision as set forth below.

E. Judicial Review of County Hearing Officer's Decision on Administrative Civil Penalty. Within twenty (20) calendar days of the date of issuance of the filial decision of the County Hearing Officer, the appellant may contest the County Hearing Officer's decision by filing an appeal in the Riverside County Superior Court pursuant to Government Code section 53069.4. The fee for filing the appeal is specified in Government Code section 70615 ($25.00 as of the effective date of this ordinance) and shall be paid to the Clerk of the Court. The failure to file the written appeal and to pay the filing fee within this period shall constitute a waiver of the right to an appeal, and the County Hearing Officer's decision shall be deemed final and confirmed. A copy of the notice of appeal of the County Hearing Officer's Decision filed in the Riverside County Superior Court shall be served in person or by first class mail upon the County Department that issued the administrative citation by the appellant. The conduct of the appeal hearing is a subordinate judicial duty and may be performed by traffic trial commissioners and other subordinate judicial officials at the direction of the Presiding Judge of the Riverside County Superior Court. The appeal shall be heard de novo, and the contents of the file of the County 7 ORDINANCE NO.987

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Department that issued the administrative citation shall be received into evidence. A copy of the administrative citation and the Hearing Officer's Decision shall be admitted into evidence as prima facie evidence of the facts stated therein. The Court shall request that the County Department's file be forwarded to the Court, to be received within fifteen (15) calendar days of the request. The Court shall retain the fee for filing the appeal regardless of the outcome of the appeal. If the Court finds in favor of the appellant, the amount of the fee shall be reimbursed to the appellant by the County in accordance with the judgment of the Court. If the penalty has not been deposited and the decision of the Court is against the appellant, the County Department that issued the administrative civil penalty may proceed to collect the penalty using all means available under the law.

Section 8. NON-EXCLUSIVE REMEDIES AND PENALTIES. All remedies and penalties for violations of the prohibitions in this ordinance shall be cumulative and not exclusive. Enforcement by use I of any administrative, criminal or civil action, citation or administrative proceeding or abatement remedy does not preclude the use of additional citations or other remedies as authorized by other ordinance or law.

I Enforcement remedies may be employed concurrently or consecutively. Conviction and punishment of or enforcement against any person hereunder shall not relieve such person from the responsibility of correcting, removing or abating a violation, nor prevent the enforced correction, removal or abatement thereof.

Section 9. SEVERABILITY. The provisions of this ordinance are separate and severable. If any provision of this ordinance is for any reason held by a court to be unconstitutional or invalid, the Board declares that it would have passed this ordinance irrespective of the invalidity of the provision held to be unconstitutional or invalid. Such unconstitutionality or invalidity shall therefore not affect the remaining provisions of this ordinance, or the validity of its application to other persons or circumstances.

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28 Section 10. EFFECTIVE DATE. This ordinance shall take cl'icct thirty (30) days from the date of adoption.

BOARD OF SUPERVISORS OF THE COUNTY

OF RIVERSIDE, STATE OF CALIFORNIA
By:-
KEVIN JEFFRIES, Chair
County of Riverside Board of Supervisors
ATTEST:

CLERK OF THE BOARD
KIMBERLY A. RECTOR
By:

Aeputy,
dieX of the Board
( SEAL)
APPROVED AS TO FORM.-
MINH C. TRAN
County Counsel
Kelly Moran
Chief Deputy County Counsel
9 ORDINANCE NO.987

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Subject: FW: TEMECULA CITY COUNCIL REGULAR MEETING Public comments From: Mark Goodacre
Subject:TEMECULA CITY COUNCIL REGULAR MEETING Public comments CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

All-
I was hoping to make the meeting tonight, and may still be able to, but in the chance I can't, I wanted to put on record,the questions I have regarding the processes each of you are obligated of fulfill when considering approving or disapproving the expansion of a facility in our City,where mentally, emotionally and physically ill people will be transported to and dropped off for treatment? I think we all understand and can read the Subsequent Environmental Impact Report online, but nowhere in that report does it address the potential criminal aspect of allowing this type of facility to be built and operated here. I assume,with public safety being paramount to your decision making, I would like to hear what each of you have done to investigate the possibility of a rise in crime, homelessness, drug addicts on our streets, and this facility becoming a magnet for illicit drug users who,will be briefly treated here,then released into our community? I'm sure law enforcement was consulted in areas where similar facilities are located and are operating, as a way to determine what impacts these types of facilities have had on the communities. Is this correct? Please articulate what you have discovered in these cases?If you have not done any investigation yet,will you? Have you spoken to other city leaders where these are operating, and more importantly to cities where they are not and ask them,why? If you have not done this yet,will you commit to doing so? Profits and Jobs are all great, but not at the sacrifice of public safety and community standards,which are areas that need to be considered, above all else.

Lastly,each of you have been elected to represent the constitruents of your areas. Have youj had meeting with them,as a way to put your finger on the pulse of the community, regarding this? If not,why not?Will you in the future?
Hope to see you tonight.

Mark Goodacre
American Freightways
10845 Rancho Bernardo Rd, Ste.100,
San Diego, CA 92127
O: 858.217.3330

i

F: 858.217.3331
E: mgoodacre(c afwy.net
www.americanfreightways.net
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