Agenda packet, regular meeting — West Covina City Council, August 19, 2025 (part 1 of 3)

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
Updated August 16, 2025
Item No. 16
AUGUST 19, 2025, 7:00 PM

REGULAR MEETING

CITY HALL COUNCIL CHAMBERS
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Tony Wu
Mayor Pro Tem Letty Lopez-Viado
Councilman Ollie Cantos
Councilwoman Rosario Diaz
Councilmember Brian Gutierrez
Please turn off all cell phones and other electronic devices prior to entering the Council Chambers

AMERICANS WITH DISABILITIES ACT
The City complies with the Americans with Disabilities Act (ADA). If you will need special assistance at a Council meeting, please call (626) 939-8433 (voice) or (626) 960-4422 (TTY) from 8am to 5pm Monday through Thursday. Please call at least one day prior to the meeting date to inform us of your particular needs and to determine if accommodation is possible. For sign language interpreter services at Council meetings, please request no less than four working days prior to the meeting.

AGENDA MATERIAL
Agenda material is available for review at the City Clerk's Office, Room 317 in City Hall, 1444 W. Garvey Avenue South, West Covina and at www.westcovina.org. Any writings or documents regarding any item on this agenda, not exempt from public disclosure, provided to a majority of the City Council that is distributed less than 72 hours before the meeting, will be made available for public inspection in the City Clerk’s Office, Room 317 of City Hall located at 1444 W.

Garvey Avenue South, West Covina, during normal business hours.

NOTICE
The City Council will regularly convene on the first and third Tuesday of the month. The West Covina Community Development Commission, West Covina Public Financing Authority and the West Covina Community Services Foundation are agencies on which the City Council serves as members. Agendas may contain items for these boards, as necessary.

PUBLIC COMMENTS

ADDRESSING THE CITY COUNCIL
Any person wishing to address the City Council on any matter listed on the agenda, excluding any matter set for a public hearing, or on any other matter within their jurisdiction must complete a speaker card that is provided at the entrance to the Council Chambers and submit the card to the City Clerk prior to the commencement of Oral Communications. No speaker cards will be accepted after the commencement of Oral Communications, except at the discretion of the Presiding Officer.

Please identify on the speaker card whether you are speaking on an agenda item or non-agenda. Requests to speak on agenda items will be heard prior to requests to speak on non-agenda items. Comments are limited to three (3) minutes per speaker, unless modified by the Presiding Officer or the City Council.

Any testimony or comments regarding a matter set for a public hearing will be heard during the hearing.

While members of the public are free to level criticism of City policies and the action(s) or proposed action(s) of the City Council or its members, members of the public may not engage in behavior that is disruptive to the orderly conduct of the meeting, including, but not limited to, speaking off topic, speaking beyond the speaker’s allotted time limit, making slanderous or profane remarks or using loud, threatening, or abusive language which disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting. Members of the public may not threaten any person with physical harm or act in a manner that may reasonably be interpreted as an imminent threat of physical harm. The City of West Covina will not tolerate harassment based upon a person’s race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, gender, sexual orientation, or age.

RULES OF DECORUM
Excerpts from the West Covina Municipal Code and Penal Code pertaining to the Rules of Decorum will be found at the end of agenda.

AGENDA
CITY OF WEST COVINA
CITY COUNCIL/SUCCESSOR AGENCY

TUESDAY AUGUST 19, 2025, 7:00 PM
REGULAR MEETING

INVOCATION
Led by Pastor Matt Chavez from One and All Church

PLEDGE OF ALLEGIANCE
Led by Mayor Wu

ROLL CALL

REPORTING OUT FROM CLOSED SESSION
ORAL COMMUNICATIONS - Three (3) minutes per speaker
Please step forward to the podium and state your name and city of residence for the record when recognized by the Mayor.

CITY MANAGER'S REPORT
City Manager's report on current City projects.

CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the City Council/Community Development Commission request specific items to be removed from the Consent Calendar for separate discussion or action.

CITY MANAGER'S OFFICE
1) CONSIDERATION OF EXTENSIONS TO TRANSPORTATION AND LEASE AGREEMENTS WITH MV TRANSPORTATION, INC.

It is recommended that the City Council take the following actions:

Approve a one (1) year extension to both the Transportation Services Agreement and the Lease Agreement with MV Transportation, Inc., extending the terms of both agreements through September 2, 2026; and

1. Authorize the Acting City Manager to negotiate and execute amendments memorializing the extensions and the maximum annual cost for the transportation services as outlined in MV Transportation Inc.'s cost proposal, in such final form as approved by the City Attorney.

2. 2) CONSIDERATION OF SIXTH AMENDMENT TO AGREEMENT WITH NATIONWIDE

ENVIRONMENTAL SERVICES FOR STREET SWEEPING SERVICES
It is recommended that the City Council:

Authorize the Acting City Manager to execute the Sixth Amendment to the Street Sweeping Contract with Joe's Sweeping, Inc. dba Nationwide Environmental Services, in such final form as approved by the City Attorney.

1. Adopt the following resolutions, approving the necessary budget amendments associated with the Sixth Amendment:

2. RESOLUTION NO. 2025-68 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2024 AND ENDING JUNE 30, 2025 (SERVICE

CONTRACTS)
RESOLUTION NO. 2025-69 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2026 (SERVICE

CONTRACTS)
3) CONSIDERATION OF A MEMORANDUM OF UNDERSTANDING WITH THE LOS ANGELES

COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (LACMTA) FOR

COLLECTING AND REPORTING DATA FOR THE NATIONAL TRANSIT DATABASE It is recommended that the City Council authorize the Acting City Manager to execute the Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (LACMTA) for collecting and reporting data for the National Transit Database (NTD), in substantially the form as attached and in such final form as approved by the City Attorney.
4) CONSIDERATION OF PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS FOR A PORTION OF DEVELOPMENT SITE (APN 8474-007-940) IN THE

CITY OF WEST COVINA
It is recommended that the City Council authorize the Acting City Manager to execute the Purchase and Sale Agreement & Joint Escrow Instructions with Real SAET West Covina, LLC (Project Passion Restaurant Group) for the sale of the property located at the northeast corner of the West Covina Mall on E. Garvey Avenue South.
5) CONSIDERATION OF AGREEMENT FOR EXECUTIVE LEVEL RECRUITMENT SERVICES It is recommended that the City Council:

Approve the selection of TS Talent Solutions of Tripepi Smith & Associates, Inc. to conduct the recruitments for the City Manager and Fire Chief positions.

1. Authorize the Mayor to execute an agreement with Tripepi Smith & Associates, Inc., in such form as approved by the City Attorney.

2. COMMUNITY SERVICES
6) CONSIDERATION OF REJECTION OF RFP 2026-05 STATE OF THE CITY CATERING

PROPOSALS AND AUTHORIZATION FOR THE ACTING CITY MANAGER TO PROCURE

SUCH SERVICES
Staff recommends that the City Council reject all proposals received in response to RFP No.

Staff recommends that the City Council reject all proposals received in response to RFP No. 2026-05 State of the City Catering Services due to submitted quotes significantly exceeding reasonable pricing.

Staff further recommends that the City Council authorize the Acting City Manager to secure catering services for the 2025 State of the City event at a total cost not to exceed $30,000 for an anticipated attendance of 550 guests or fewer. This authorization will allow for direct negotiation with qualified caterers to ensure a cost-effective solution while maintaining the quality and service standards expected for the event.

FINANCE DEPARTMENT
7) CONSIDERATION OF PURCHASING REPORT AND REJECTION OF UNAWARDED BIDS It is recommended that the City Council take the following actions:

Receive and file the listing of all contracts and purchase orders that have been awarded by the City Manager from February 1, 2025 to June 30, 2025.

1. 2. Reject the unawarded bids detailed within the staff report. 8) CONSIDERATION OF MONTHLY SALARY FOR ACTING CITY MANAGER It is recommended that the City Council approve the Acting City Manager's request to be paid a monthly salary of one dollar ($1.00) more than the highest paid subordinate supervised by the Acting City Manager, effective as of May 24, 2025.
9) CONSIDERATION OF A MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE

CITY AND THE CITY OF WEST COVINA POLICE MANAGEMENT ASSOCIATION (WCPMA) It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2025-70 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, APPROVING THE MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY AND THE WEST COVINA POLICE MANAGEMENT ASSOCIATION (WCPMA) FOR THE PERIOD OF JANUARY 1, 2025 THROUGH DECEMBER 31, 2027

POLICE DEPARTMENT

PUBLIC WORKS
10) CONSIDERATION OF REJECTION OF SOLE PROPOSAL RECEIVED FOR REQUEST FOR PROPOSALS (RFP NO. 2025-10) FOR SHOPPING CART RETRIEVAL SERVICES Staff recommends that the City Council reject the sole proposal received in response to the Request for Proposals (RFP No. 2025-10) for Shopping Cart Retrieval Services, as the proposal was non-responsive and lacked competitive pricing. 11) CONSIDERATION OF AUTHORIZATION TO PURCHASE SPECIALIZED FLEET VEHICLE:

DUMP TRUCK
It is recommended that the City Council:

Authorize the purchase of one (1) Dump Truck for the Public Works Department's Fleet Services Division from WC Performance Ford, the lowest responsible bidder, in an amount not to exceed $100,000.

1. Authorize the Acting City Manager to execute the purchase order and/or agreement required for the purchase.

2. In the event the Dump Truck is no longer available from WC Performance Ford at the time of purchase, authorize the Acting City Manager to purchase the Dump Truck from another vendor that submitted a bid or purchase a comparable vehicle meeting the City's specifications, provided the purchase price shall not exceed $100,000.

3. 12) CONSIDERATION OF AUTHORIZATION TO PURCHASE TPMT HYDRAULIC DRIVEN

AIRLESS PUMP SPRAY SYSTEM FOR INSTALLATION ON TRUCK CHASSIS It is recommended that the City Council:

Authorize the purchase of a TPMT Hydraulic Driven Airless Pump Spray System, to be installed on a City-purchased truck chassis, from Roadline Products, Inc. in the amount of $159,411.88, including equipment, installation, and applicable taxes and fees.

1. Authorize the Acting City Manager to execute the purchase order and/or agreement required for the purchase.

2. 3. Adopt the following resolution:

RESOLUTION NO. 2025-66 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2026 (TPMT

HYDRAULIC DRIVEN AIRLESS PUMP SPRAY SYSTEM)
13) APPROVAL OF PURCHASE ORDER FOR FORD FLEET CARE FOR FISCAL YEAR 2025-26 It is recommended that the City Council:

Authorize the Acting City Manager to issue a purchase order to Ford Fleet Care utilizing the Sourcewell Cooperative Purchasing Agreement for Fiscal Year 2025-2026.

1. Authorize the Acting City Manager to execute any purchase order change orders within the FY2025-26 budget for Fund 365, Fleet Management.

2. 14) CONSIDERATION OF AUTHORIZATION TO PURCHASE SPECIALIZED FLEET VEHICLE -

BOOM TRUCK
It is recommended that the City Council:

1. Authorize the purchase of one (1) VersaLift SST-40-EIH-02 boom truck from WC Performance Ford, the lowest responsible bidder, in an amount not to exceed $185,813.

2. Authorize the Acting City Manager to execute the purchase order and/or agreement required for the purchase of the boom truck.

3. In the event the boom truck is no longer available from WC Performance Ford at the time of purchase, authorize the Acting City Manager to purchase a comparable vehicle meeting the City's specifications, provided the purchase price shall not exceed $200,000.

4. Adopt the following resolution:

RESOLUTION NO. 2025-64 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2026 (BOOM TRUCK) 15) CONSIDERATION OF AUTHORIZATION TO PURCHASE TRUCK CHASSIS FOR

INSTALLATION OF PAINT TRUCK AIRLESS PUMP SYSTEM
It is recommended that the City Council take the following actions:

1. Reject the bid received for Request for Bids (RFB) No. 2025-14.

Authorize the purchase of a new 2024 Ford Super Duty F-450 DRW XL 2WD Reg Cab 169" WB 84" CA truck chassis to support the installation of the TPMT Hydraulic Driven Airless Pump Spray System for roadway striping and pavement marking operations from Ken Grody Ford in an amount not to exceed $60,478.

2. 3. Authorize the Acting City Manager to execute the purchase order and/or agreement required for the purchase.

In the event the truck chassis is no longer available from Ken Grody Ford at the time of purchase, authorize the Acting City Manager to purchase a comparable vehicle meeting the City's specifications provided the purchase price shall not exceed $90,000.

4. 5. Adopt the following resolution:

RESOLUTION NO. 2025-65 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2026 (TRUCK CHASSIS)

END OF CONSENT CALENDAR

DEPARTMENTAL REGULAR MATTERS
16) REVIEW OF STREET SWEEPING PROGRAM AND STRATEGIES
It is recommended that the City Council provide direction.

MAYOR/COUNCILMEMBERS REPORTS
AB 1234 Conference and Meeting Report (verbal, if any)
(In accordance with AB 1234, Councilmembers shall make a brief report or file a written report on any meeting/event/conference attended at City expense.)

CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION (Per City of West Covina Standing Rules 4.f - Requests for reports, studies, or investigations that are not readily available must be placed on the City Council/Successor Agency agenda as items of business and must be approved by a majority of the City Council/Successor Agency Board.) 17) PRESENTATION AND UPDATE ON CITY COUNCIL REQUESTED AUDIT OF CITY

PARTNERED SPECIAL EVENTS WITH NON-PROFIT ORGANIZATIONS
It is recommended that the City Council receive and file the report.

CITY COUNCIL COMMENTS

ADJOURNMENT
Next Tentative City Council Meeting
Regular Meeting Date September 2, 2025 7:00 PM
RULES OF DECORUM
The following are excerpts from the West Covina Municipal Code:

Sec. 2-48. Manner of addressing council; time limit; persons addressing may be sworn.

Each person addressing the council shall step up to the rostrum, shall give his or her name and city of residence in an audible tone of voice for the record and unless further time is granted by the council, shall limit his or her address to five (5) minutes.
a.
b. The city council may establish a limit on the duration of oral communications.

All remarks shall be addressed to the council as a body and not to any member thereof. No person, other than the council and the person having the floor, shall be permitted to enter into any discussion, either directly or through a member of the council, without the permission of the presiding officer. No question shall be asked of a councilmember except through the presiding officer.
c.

The presiding officer may require any person to be sworn as a witness before addressing the council on any subject. Any such person who, having taken an oath that he or she will testify truthfully, willfully and contrary to such oath states as d.
such person who, having taken an oath that he or she will testify truthfully, willfully and contrary to such oath states as true any material matter which he knows to be false may be held to answer criminally and subject to the penalty prescribed for perjury by the provisions of the Penal Code of the state.

Sec. 2-50. Decorum--Required.

While the council is in session, the members shall preserve order and decorum, and a member shall neither, by conversation or otherwise, delay or disrupt the proceedings or the peace of the council nor interrupt any member while speaking or refuse to obey the orders of the council or its presiding officer, except as otherwise herein provided. a.

Members of the public shall not willfully disrupt the meeting or act in a manner that actually impairs the orderly conduct of the meeting. For the purposes of this code, “willfully disrupt” includes, but is not limited to, continuing to do any of the following after being warned by the Mayor that continuing to do so will be a violation of the law:
a. Addressing the Mayor and City Council without first being recognized. b. Persisting in addressing a subject or subjects, other than that before the Mayor and City Council. c. Repetitiously addressing the same subject.
d. Failing to relinquish the podium when directed to do so.

From the audience, interrupting or attempting to interrupt, a speaker, the Mayor, a council member, or a staff member or shouting or attempting to shout over a speaker, the Mayor, a council member or a staff member. e.

As a speaker, interrupting or attempting to interrupt the Mayor, a council member, or a staff member, or shouting over or attempting to shout over the Mayor, a council member, or a staff member. Nothing in this section or any rules of the council shall be construed to prohibit public criticism of the policies, procedures, programs, or services of the City or of the acts or omissions of the City Council. It shall be unlawful to violate the provisions of this Section.
f.
b.

If any subsection, sentence, clause, or phrase or word of this Section 2-50 is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Section. The City Council hereby declares that it would have passed this section and each subsection, sentence, clause and phrase thereof, irrespective of the fact that any one or more subsections, sentences, clauses, phrases or words had been declared invalid or unconstitutional.

Sec. 2-52. Persons authorized to be within council area.

No person, except city officials, their representatives and members of the news media shall be permitted within the rail in front of the council chamber without the express consent of the council.

The following are excerpts from the Penal Code
148(a) (1) Every Person who willfully resists, delays, or obstructs any public officer, peace officer, or an emergency medical technician, as defined in Division 2.5 (commencing with Section 1797) of the Health and Safety code, in the discharge or attempt to discharge any duty of his or her office or employment, when no other punishment is prescribed, shall be punished by a fine not exceeding one thousand dollars ($1,000), or by imprisonment in a county jail not to exceed one year, or by both that fine and imprisonment.
403 Every person who, without authority of law, willfully disturbs or breaks up any assembly or meeting that is not unlawful in its character, other than an assembly or meeting referred to in Section 303 of the Penal Code or Section 18340 of the Elections Code, is guilty of a misdemeanor.

AGENDA ITEM NO. 1

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF EXTENSIONS TO TRANSPORTATION AND LEASE AGREEMENTS WITH MV TRANSPORTATION, INC.

RECOMMENDATION:

It is recommended that the City Council take the following actions:

2. BACKGROUND:

The City's current public transit service consists of a fixed route shuttle system and a demand response Dial-A-Ride (DAR) service. The fixed route service consists of a single alignment, the Green Line, operating Monday - Friday, from 6:30 a.m. to 6:25 p.m. (North) and 6:30 a.m. to 6:30 p.m. (South). Each direction is served by a single vehicle with a 30-minute headway. The DAR operates Monday-Saturday from 8:00 a.m. to 8:00 p.m., and Sunday from 8:00 a.m. to 6:30 p.m. Four vehicles are dedicated to the program.

On June 18, 2024, the City Council approved a 12-month pilot microtransit project that serves over half of the area of the City. Go West Covina launched on November 18, 2024. The underperforming Red and Blue lines were discontinued on February 1, 2025, as the area they served was covered by the microtransit program. The Dial-A-Ride and Green Line services have not changed. To address the City's desire to provide real-time information, MVT installed in-vehicle technology for the Green Line vehicles.

The technology provides real-time bus tracking data for riders via a mobile phone application. The platform, TripShot, has iOS and Android mobile applications.

DISCUSSION:

Current agreements with MVT are set to expire on September 2, 2025. Staff requested a proposal from MV Transportation, Inc. (MVT) for a status quo service level, which includes the Green Line and Dial-A-Ride, for a term of one (1) year. The cost proposal is attached. (Attachment No. 1.) During this time, staff will evaluate the continuance and potential expansion of the Go West Covina microtransit service.

Staff recommends that the City Council approve one-year extensions to the Transportation Services Agreement and Lease Agreement with MVT, and authorize the Acting City Manager to execute amendments memorializing the extensions and the maximum annual cost for the transportation services as outlined in MVT's cost proposal, in such final form as approved by the City Attorney.

LEGAL REVIEW:

The City Attorney's Office has reviewed the amendments and approved them as to form and will approve the final form of the amendments prior to execution.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendation; or

2. Provide alternative direction.

Fiscal Impact
FISCAL IMPACT:

The proposal from MVT, for the term September 2025 - September 2026, is for an amount not to exceed $1,377,165. In addition, the ongoing costs of the real-time technology for the 12-month term of the extension is $14,328. This is within the appropriated program budget. Transit services are funded with Proposition C and Measure R Local Returns. The approved FY 2025-2026 budget for the shuttle and dial-a-ride services is summarized in the table below.

Program Account FY 2025-2026 Budget
Shuttle 122.504.61.53.29.61.61.61200 348,600
122.504.61.53.29.62.61.61200 580,800
224.504.61.53.29.61.61.61200 231,840
Subtotal - Shuttle $1,161,240
Dial-A-Ride 122.504.61.53.30.00.61.61200 710,000
Subtotal - Dial A Ride $ 710,000
Total Program Budget $1,871,240
Contract Limit $1,377,165
Budget Balance $ 494,075
The months of July and August will be billed at rates under the current amendment. At this time, it is expected the budget will be sufficient to cover costs in Fiscal Year 2025-2026. Staff will return with a budget amendment later in the fiscal year, if necessary.

This program is proposed to continue being funded by Los Angeles County Metropolitan Transportation Authority (Metro) Proposition C (Fund 122) and Measure R (Fund 224), which may only be used for transportation-related purposes. Additionally, extension of the lease agreement will result in $3,000 per month or $36,000 annually in General Fund revenue.

Attachments
Attachment No. 1 - Cost Proposal
Attachment No. 2 - MVT - Agreement
Attachment No. 3 - Transportation Services - Ninth Amendment Attachment No. 4 - Lease - Eighth Amendment
Fiscal Year 2025-2026
$ 74.57
5,613
$ 418,555
$ 58.64
6,195
$ 363,275
$ 781,830
Annual Fixed Cost $ 595,335
Monthly Fixed Cost $ 49,611
$ 1,377,165
Multiplied by Estimated
Revenue Hours x 6,195

GRAND TOTAL BY

FISCAL YEAR

DAR TOTAL
Multiplied by Estimated
Revenue Hours x 11,807
Revenue Hours x 5,613
Fixed-route TOTAL
Dial-A-Ride
Cost per Revenue Hour

APPENDIX A

COST SUMMARY MATRIX
Fixed-route
Cost per Revenue Hour
Multiplied by Estimated
ATTACHMENT NO. 1
TRANSPORTATION AGREE1\1ENT FOR THE PROVISION OF FIXED

ROUTE SHUTTLE SERVICES AND DIAL-A-RIDE SERVICES FOR THE CITY OF \VEST COVINA
THIS AGREEMENT is entered into this 18th day of December 2013, by and betv,,een the City of West Covina, hereinafter refened to as the "City", and, MV Transportation, Inc., hereinafter refened to as the "Contractor" or "Operator".

WITNESS ETH:
'\VHEREAS, the City has determined that it requires management, operation and maintenance services for the fixed route shuttle service and dial-a-ride service to provide transportation services to the general population; and
WHEREAS, City has circulated a Request for Proposals for Transit Operations Contract City of West Covina Purchasing Specifications 0413-A, dated April 18, 2013, which is attached hereto as Exhibit "A" and incorporated herein by reference; and WHEREAS, Contractor has submitted its proposal entitled Proposal To City of \Vest Covina For Transit Operations Contract Purchasing Spec. 0413-A, dated May 23, 2013, attached hereto as Exhibit "B", and incorporated herein by reference; �md WHEREAS, Contractor has submitted its offer of additional and/or alternate tenns entitled Best and Final Offer-Transit Operations Contract RFP Number: 0413-A, dated August 6, 2013, attached hereto as Exhibit "C", and incorporated herein by reference; and , 1 WHEREAS, the Contractor has represented that it has the necessary expertise, personnel and qualifications to provide the requested service; and ·wHEREAS, City Council approved the execution of this Agreement at a regularly scheduled City Council Meeting on December 17t11
, 2013, with an effective date of March 3
rd
,
2014; and
NOW, THEREFORE, it is mutually understood and agreed as follows:

ARTICLE 1

COMPLETE AGREEMENT, PRECEDENCE OF DOCUMENTS
This Agreement and the attached forms and documents referred to herein and incorporated herein by reference, and the Request for Proposal (Exhibit "A"), Proposal (Exhibit "B"), submitted by the Contractor dated May 23, 2013, and Best and Final Offer (Exhibit "C"), submitted by the Contractor dated August 6, 2013 constitute the complete and exclusive Agreement between the City and the Contractor (Contract Documents) and supersede all prior representations, understandings, and communications. The invalidity in whole or in part of any provision of this ATTACHMENT NO. 2

services to the City of\Vest Covina v,1ill not exceed its Best and Final Offer, barring any changes in the scope of work by the City. Contractor's not to exceed prices for the five-year agreement are as follows, with the optional sixth and seventl1 year contained in the Best and Final Offer.

March 2014-2015
Fixed Route $623,983 (Hourly Rate of $53.56)
Dial-A-Ride $34 7,063 (Hourly Rate of $45.67)
Total $971,047
March 2015-2016
Fixed Route $623,776 (Hourly Rate of $53.54)
Dial-A-Ride $346,662 (Hourly Rate of$45.61)
Total $970.437
March 2016-2017
Fixed Route $635,177 (Hourly Rate of $54.52)
Dial-A-Ride $352,883 (Hourly Rate of $46.43)
Total $988,059
March 2017-2018
Fixed Route $645,220 (Hourly Rate of $55.38)
Dial-A-Ride $358,331 (Hourly Rate of $47.15)
Total $1,003,551
March 2018-2019
Fixed Route $655,908 (Hourly Rate of $56.30)
Dial-A-Ride $364,123 (Hourly Rate of $47.91)
Total $1,020,031
In addition, Contractor shall provide the following unconditional satisfaction wananty to the City:

In the event the City is dissatisfied with Con.tractor's service for any reason during the term of the Agreement, the City may terminate the Agreement. In the event the Agreement is so terminated, Contractor will refund to the City any and all profits made by Contractor resulting from this Agreement, during tlr.e.final l2 months during the period prior to the termination.

Furthermore, Contractor commits that its price is valid, and barring any changes in the scope of work, the company commits that its price will not clzange from its submitted cost proposal for the period of this agreement and any extensions to this agreement.

Contractor Initials:
27 1
MV Transportation, Inc.

Ninth Amendment

NINTH AMENDMENT TO

CITY OF WEST COVINA

TRANSPORTATION SERVICES AGREEMENT
WITH
MV TRANSPORTATION, INC.

THIS NINTH AMENDMENT (“Amendment”) is made and entered into as of August 19, 2025 (“Effective Date”) by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and MV TRANSPORTATION, INC., a California corporation (“Contractor”).

WHEREAS, City and Contractor entered into a Transportation Services Agreement dated December 18, 2013 for Contractor to provide Fixed Route Shuttle Services and Dial-A-Ride services for the City (“Agreement”); and
WHEREAS, City and Contractor amended the fee schedule due to State-imposed increases to the minimum wage, through the First Amendment to the Agreement; and WHEREAS, Article 4 of the Agreement provides for an initial term of March 3, 2014 through March 2, 2019, with the option for City and Contractor to extend the term for two (2) additional one (1) year periods; and
WHEREAS, City and Contractor exercised the first extension option and extended the term through March 2, 2020, through the Second Amendment to the Agreement; and WHEREAS, City and Contractor exercised the second extension option and extended the term through March 2, 2021, through the Third Amendment to the Agreement; and WHEREAS, City and Contractor agreed to extend the term on a month-to-month basis while the City conducted a formal solicitation for transportation services, and agreed to establish a new transportation services pilot program with Uber, through the Fourth Amendment to the Agreement; and
WHEREAS, City and Contractor agreed to extend the term on a month-to-month basis, for a period not to exceed six (6) months, while the City conducted a formal solicitation for transportation services, and removed the transportation pilot program with Uber from the scope of Contractor’s services, through the Fifth Amendment to the Agreement; and WHEREAS, City and Contractor agreed to extend the term for one (1) additional year, through the Sixth Amendment to the Agreement; and
WHEREAS, City and Contractor agreed to extend the term for one (1) additional year, through the Seventh Amendment to the Agreement; and
WHEREAS, City and Contractor agreed to extend the term for one (1) additional year, through the Eighth Amendment to the Agreement; and
WHEREAS, the City discontinued the Red and Blue Lines in February 2025; and WHEREAS, City and Contractor desire to extend the term for one (1) additional year; and ATTACHMENT NO. 3
2 MV Transportation, Inc.

Ninth Amendment
WHEREAS, City and Contractor desire to set forth Contractor’s compensation during the extension period accordingly.

NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

1. The term of the Agreement shall be extended for one (1) year, through September 2, 2026. Pursuant to the Fourth Amendment to the Agreement, either party may terminate the Agreement for convenience with thirty (30) days’ written notice to the other party.

2. Commencing September 3, 2025, for transportation services, City agrees to pay Contractor a monthly fee in the amount of Forty-Nine Thousand Six Hundred Eleven Dollars ($49,611.00) (“Monthly Fixed Fee”). In addition to the Monthly Fixed Fee, City agrees to pay Contractor the following hourly rates:

Fixed Route Shuttle Services: $74.57 per hour
Dial-A-Ride Services: $58.64 per hour

3. All terms not defined herein shall have the same meaning and use as set forth in the Agreement.

4. Except as expressly amended by this Amendment, all other terms, conditions and provisions of the Agreement shall remain unchanged and are in full force and effect. From and after the date of this Amendment, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by the First Amendment, Second Amendment, Third Amendment, Fourth Amendment, Fifth Amendment, Sixth Amendment, Seventh Amendment, Eighth Amendment (“Prior Amendments”), and this Amendment. The Agreement, together with the Prior Amendments and this Amendment, contains the entire agreement between the City and Contractor and supersedes all prior negotiations, understandings or agreements.

5. This Amendment may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. Delivery of an executed counterpart of this Amendment by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Amendment.

Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each party who has executed it. The parties waive all rights to challenge the admissibility or authenticity of this Amendment in a court of law based solely on the absence of an original signature.

6. The persons executing this Amendment on behalf of the parties hereto warrant that they are duly authorized to execute this Amendment on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Amendment.
3 MV Transportation, Inc.

Ninth Amendment
IN WITNESS WHEREOF, City and Contractor have executed this Amendment as of the date set forth above.

CITY OF WEST COVINA
Milan Mrakich
Acting City Manager

CONTRACTOR
Marie Meisenbach Graul
Chief Financial Officer
ATTEST:

Monique S. De La Rosa
Deputy City Clerk
APPROVED AS TO FORM:

Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:

Carmelita Underwood
Risk Management
1 MV Transportation, Inc.

Lease Agreement – Eighth Amendment

EIGHTH AMENDMENT TO

CITY OF WEST COVINA

LEASE AGREEMENT
WITH
MV TRANSPORTATION, INC.

FOR

LEASE OF SPACE AT CITY YARD
THIS EIGHTH AMENDMENT (“Amendment”) is made and entered into as of August 19, 2025 (“Effective Date”) by and between the CITY OF WEST COVINA, a municipal corporation (“City” or “Landlord”) and MV TRANSPORTATION, INC., a California corporation (“Tenant”).

WHEREAS, City and Tenant entered into a Lease Agreement dated January 22, 2014 for the lease of a portion of the City Yard in connection with the Transportation Services Agreement dated December 18, 2013 between City and Tenant for Fixed Route Shuttle services and Dial-ARide services for the City (“Lease Agreement”); and WHEREAS, the Lease Agreement had an initial term of sixty (60) months, with two (2) one (1)-year extension options pursuant to Fundamental Lease Provisions, Section 1(h); and WHEREAS, the Lease Agreement allowed storage of approximately nine (9) transportation vehicles used by Tenant pursuant to Fundamental Lease Provisions, Section 1(j); and
WHEREAS, through the First Amendment to the Lease Agreement, Landlord and Tenant extended the term of the Lease Agreement through January 22, 2020, added storage for five (5) additional transportation vehicles at a rate of $300.00 per month, and added the option for Tenant to request in writing additional storage space for transportation vehicles at a rate of $2.00 per day, per space; and
WHEREAS, through the Second Amendment to the Lease Agreement, Landlord and Tenant extended the term of the Lease Agreement through March 2, 2021 and decreased said additional storage from five (5) to three (3) additional transportation vehicles at a rate of $180.00 per month; and
WHEREAS, through the Third Amendment to the Lease Agreement, Landlord and Tenant agreed to extend the term of the Lease Agreement on a month-to-month basis, for up to twelve (12) months, to coincide with an extension to Transportation Services Agreement, and memorialized certain terms outlined in the Second Amendment; and WHEREAS, through the Fourth Amendment to the Lease Agreement, Landlord and Tenant agreed to extend the term of the Lease Agreement on a month-to-month basis, for up to six (6) months, to coincide with an extension to the Transportation Services Agreement; and WHEREAS, through the Fifth Amendment to the Lease Agreement, Landlord and Tenant agreed to extend the term of the Lease Agreement for a period of one (1) year, to coincide with an extension to the Transportation Services Agreement; and ATTACHMENT NO. 4
2 MV Transportation, Inc.

Lease Agreement – Eighth Amendment
WHEREAS, through the Sixth Amendment to the Lease Agreement, Landlord and Tenant agreed to extend the term of the Lease Agreement for a period of one (1) year, to coincide with an extension to the Transportation Services Agreement; and WHEREAS, through the Seventh Amendment to the Lease Agreement, Landlord and Tenant agreed to extend the term of the Lease Agreement for a period of one (1) year, to coincide with an extension to the Transportation Services Agreement; and WHEREAS, Landlord and Tenant now desire to extend the term of the Lease Agreement for a period of one (1) year, to coincide with an extension to the Transportation Services Agreement.

NOW, THEREFORE, based on the foregoing Recitals and for good and valuable consideration, the receipt and sufficiency of which is acknowledged by both parties, Landlord and Tenant hereby agree as follows:

1. The term of the Lease Agreement shall be extended for one (1) year, through September 2, 2026. Landlord and Tenant understand and agree that the term of the Lease Agreement is intended to coincide with the term of the Transportation Services Agreement and that termination of the Transportation Services Agreement shall result in automatic termination of the Lease Agreement.

2. All terms not defined herein shall have the same meaning and use as set forth in the Lease Agreement.

3. Except as expressly amended by this Amendment, all other terms, conditions and provisions of the Lease Agreement shall remain unchanged and are in full force and effect. From and after the date of this Amendment, whenever the term “Lease” or “Agreement” appears in the Lease Agreement, it shall mean the Lease Agreement, as amended by the First Amendment, Second Amendment, Third Amendment, Fourth Amendment, Fifth Amendment, Sixth Amendment, Seventh Amendment (“Prior Amendments”), and this Amendment. The Lease Agreement, together with the Prior Amendments and this Amendment, contains the entire agreement between the Landlord and Tenant and supersedes all prior negotiations, understandings or agreements.

4. This Amendment may be executed in one or more counterparts, each of which shall be deemed an original, and may be executed by electronic signatures. All counterparts shall be construed together and shall constitute one agreement.

Delivery of an executed counterpart of this Amendment by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Amendment. Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each party who has executed it. The parties waive all right to challenge the admissibility or authenticity of this Amendment in a court of law based solely on the absence of an original signature.

5. The persons executing this Amendment on behalf of the parties hereto warrant that they are duly authorized to execute this Amendment on behalf of said parties 3 MV Transportation, Inc.

Lease Agreement – Eighth Amendment
and that by doing so, the parties hereto are formally bound to the provisions of this Amendment.

IN WITNESS WHEREOF, Landlord and Tenant have executed this Amendment as of the date set forth above.

CITY OF WEST COVINA
________________________________
Milan Mrakich
Acting City Manager
MV TRANSPORTATION, INC.
________________________________
Marie Meisenbach Graul
Chief Financial Officer
ATTEST:
________________________________
Monique S. De La Rosa
Deputy City Clerk
APPROVED AS TO FORM:
________________________________
Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
________________________________
Carmelita Underwood
Risk Management
AGENDA ITEM NO. 2

ENVIRONMENTAL SERVICES FOR STREET SWEEPING SERVICES
RECOMMENDATION:

It is recommended that the City Council:

1. Adopt the following resolutions, approving the necessary budget amendments associated with the Sixth Amendment:

2. RESOLUTION NO. 2025-68 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2024 AND ENDING JUNE 30, 2025 (SERVICE CONTRACTS) RESOLUTION NO. 2025-69 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2025 AND ENDING JUNE 30, 2026 (SERVICE CONTRACTS) BACKGROUND:

The City of West Covina provides street sweeping services for cleaning approximately 463 curb miles of its streets. On June 18, 2002, the City entered into a Contract Services Agreement (the "Agreement") with Nationwide Environmental Services, a division of Joe’s Sweeping, Inc. (“Nationwide”), for citywide street sweeping. The City and Nationwide previously executed five amendments to the Agreement.

The City originally contracted for weekly (four times a month) service and has adjusted the frequency of street sweeping over the term of the Agreement. From 2015 until early 2025, the City had bi-weekly service.

On December 5, 2023, the Council approved changing street sweeping from bi-weekly to weekly, including four-hour windows for parking restrictions, and directed staff to finalize negotiations with Nationwide for a weekly sweeping schedule and present the amendment to the City Council at a future meeting.

DISCUSSION:

Since early January 2025, Nationwide has been providing weekly street sweeping services while staff and Nationwide worked to finalize the Sixth Amendment to the Agreement.

The proposed Sixth Amendment includes the following terms:

Effective January 6, 2025, the City will pay Nationwide a monthly base sum of $111,331.75, with a maximum annual compensation of $1,335,891, adjusted annually for increases in the Consumer Price Index (CPI).

Hourly rate of $150.00 per hour for additional services not specified in the Scope of Services, adjusted annually for increases in the Consumer Price Index.

Term of five years, commencing January 1, 2025 and ending December 31, 2029, with two automatic five-year extensions, unless the Agreement is terminated for cause.

Clarification on annual CPI calculations.

Clarification on the authority of the City Manager to administer the Agreement and issue all notices and make all determinations pursuant to the Agreement, provided that the City Manager will obtain formal direction from the Council prior to issuing a notice of termination.

Pursuant to Section 2-330(a) of the West Covina Municipal Code, which was added through the adoption of Ordinance No. 2524 in November 2024, unless otherwise approved by the City Council, the maximum duration for any agreement for goods and/or services cannot exceed five (5) years. Prior to approving an agreement with a duration that exceeds five (5) years, the City is required to document the rationale for entering into the agreement and why such agreement is in the best interest of the City. As outlined above, the City entered into the Agreement with Nationwide in 2002. Through the Fifth Amendment to the Agreement, executed in November 2012, the City agreed to a 15-year rolling term. Through the proposed Sixth Amendment, Nationwide has agreed to remove the 15-year rolling term. Instead, there will be an initial term of five years, followed by two automatic five-year extension periods, unless the Agreement is terminated for cause. Because this amendment will modify the term of an existing agreement with a term that is more favorable to the City, staff believes the proposed amendment is in the best interest of the City.

Staff recommends that the City Council authorize the Acting City Manager to execute the Sixth Amendment, in such final form as approved by the City Attorney, and adopt the proposed resolutions.

LEGAL REVIEW:

The City Attorney's Office has reviewed the amendment and approved it as to form and will approve the final form of the amendment prior to execution.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendations; or

2. Provide alternative direction.

Prepared by: Milan Mrakich, Acting City Manager
Fiscal Impact
FISCAL IMPACT:

The amendment and associated funding for the additional street sweeping schedule was not accounted in the adoption of the budget. If approved, a budget amendment is needed for $356,655 for Fiscal Year 2024-25 and $635,895 for Fiscal Year 2025-26 in Measure R. There is sufficient funding in the fund and has been approved by Los Angeles Metro.

FY2024-25 FY2025-26
Estimated Fiscal
Impact

FYE FYE
Project Account No.

FY2024-25
Budget
FY2025-26
Budget
FYE
2025
FYE
2026
Service Contracts224.503.61.52.70.00.61.61300.700,000 700,000 1,056,6551,335,895 Attachments
Attachment No. 1 - Sixth Amendment
Attachment No. 2 - Resolution No. 2025-68
Attachment No. 3 - Resolution No. 2025-69
CITY COUNCIL GOALS & OBJECTIVES: A Well-Planned Community Enhance City Image and Effectiveness
1 Street Sweeping Contract
Sixth Amendment

SIXTH AMENDMENT TO THE STREET SWEEPING CONTRACT BETWEEN THE

CITY OF WEST COVINA AND NATIONWIDE ENVIRONMENTAL SERVICES

THIS SIXTH AMENDMENT TO THE STREET SWEEPING CONTRACT BETWEEN

THE CITY OF WEST COVINA AND NATIONWIDE ENVIRONMENTAL SERVICES (hereinafter “Sixth Amendment”) is made and entered into as of August 19, 2025 (“Effective Date”) by and between JOE’S SWEEPING, INC., a California corporation DBA NATIONWIDE ENVIRONMENTAL SERVICES (hereinafter “Contractor” or “Nationwide”) and the CITY OF WEST COVINA, a California municipal corporation (hereinafter “City”). Nationwide and City are collectively referred to herein as the “Parties” and individually as “Party.” Recitals
A. On or about June 18, 2002, the City entered into a Contract Services Agreement (“Agreement”) with Contractor for citywide street sweeping.

B. On or about June 7, 2006, the Parties amended the Agreement (“First Amendment”) to reflect the addition of a tipping fee adjustment, restrictive diesel cost increases, diesel adjustments, retroactive tipping fees, and a modification to sweep three (3) organized events per year, at no additional cost to the City (“First Amendment”).

C. On or about May 1, 2007, the City Council authorized a five-year extension of the Agreement including monthly fuel adjustments and annual tipping fee and Consumer Price Index (CPI) adjustments, with the option to renew annually during an additional five-year period.

D. On or about May 1, 2007, the Parties amended the Agreement to reflect, among other things, the addition of a Consumer CPI adjustment and to reflect the terms of a street sweeping monitoring system (“Second Amendment”).

E. On or about March 4, 2008, the Parties amended the Agreement to extend the term of the Agreement, modify the scope of services to require certain vehicles to be used for street sweeping, require compliance with the South Coast Air Quality Management District Rules, and modify the compensation to Contractor (“Third Amendment”).

F. On or about May 9, 2009, the Parties amended the Agreement to change the sweeping frequency from twice monthly to weekly sweeping and increase the monthly sum paid to Contractor in exchange for changing the frequency of street sweeping services to weekly sweeping (“Fourth Amendment”).

G. On or about November 15, 2012, the Parties amended the Agreement to extend the Agreement through November 1, 2027, provide a rolling fifteen (15) year term, for Contractor to forego CPI increases until July 2015, to increase the frequency of sweeping of all center medians from twice a month to once a week, to increase sweeping of all major intersections to once a week and to authorize Contractor to ATTACHMENT NO. 1
2 Street Sweeping Contract
Sixth Amendment
purchase compressed natural gas from the City Yard Fuel Station (Fifth Amendment).

H. The Agreement, together with the First Amendment, Second Amendment, Third Amendment, Fourth Amendment, Fifth Amendment, and this Sixth Amendment, is collectively referred to herein as the “Agreement”.

I. The City and Contractor wish to further amend the Agreement as set forth herein in this Sixth Amendment.

NOW, THEREFORE, the City and Contractor agree as follows:

1. Amendment to Section 1.1. The first paragraph of Section 1.1 (Scope of Services) of the Agreement is amended to read as set forth below. Subsections (a) through (e) of Section 1.1 of the Agreement shall remain in full force and effect.

1.1 Scope of Services: As a material inducement of City entering into the Agreement, Contractor represents and warrants that Contractor is a provider of first-class work and services and Contractor is experienced in performing the work and services contemplated herein. Contractor covenants that it shall follow the highest professional standards in performing the work and services required herein.

Contractor’s services shall include the services as detailed in the Scope of Services, attached hereto as Exhibit “A.”

2. Deletion of Section 1.1(f). Subsection (f) of Section 1.1 of the Agreement is deleted in its entirety.

3. Deletion and Replacement of Exhibit A. On the Effective Date of this Sixth Amendment, Exhibit “A” to the Agreement is deleted in its entirety and replaced with the Exhibit “A” attached to this Sixth Amendment.

4. Amendment to Section 2.1. Section 2.1 (Base Monthly Sum) of the Agreement is amended to read as follows:

Effective January 6, 2025, or such date as agreed to by the Parties, the City shall pay to Contractor the base monthly sum of One Hundred Eleven Thousand Three Hundred Thirty-One Dollars and Seventy-Five Cents ($111,331.75), which shall compensate Contractor for all of the services Contractor is obligated to perform under the terms of the Agreement, except as provided for in Section 1.8, 2.4, and

2.5 and as otherwise provided for in the Agreement. Contractor shall be compensated as specified herein, but not exceeding the maximum annual amount of One Million Three Hundred Thirty-Five Thousand Nine Hundred Eighty-One Dollars ($1,335,981.00) (“Contract Sum”) except as otherwise provided for in the Agreement, including but not limited to, Section 1.8, Section 2.4, and Section 2.5. 3 Street Sweeping Contract
Sixth Amendment

5. Amendment to Section 2.4 (CPI Adjustments). Contractor agrees to forgo the CPI adjustment provided for in Section 2.4 of the Agreement for the 2025/2026 fiscal year.

6. Amendment to Section 2.4. Section 2.4 (CPI Adjustment) is amended to read as follows:

On July 1, 2026, and on each July 1 thereafter during the Term of this Agreement, or any Extension Period, the Contract Sum provided in the Agreement shall be increased in an amount equal to the 12-month percent change in the Consumer Price Index (“CPI”) for All Urban Consumers (“CPI-U”) for the Los-Angeles-Long Beach-Anaheim area as reported by the U.S. Bureau of Labor Statistics, provided that any increase above 7% for any given twelve (12) month period requires the prior express approval of the City Council (“7% Exception”). The change in the CPI-U shall be calculated based on the 12-month percent change in the CPI-U from the previous April. If the 7% Exception does not apply, Contractor shall provide written notice to the City Manager or his/her designee detailing the CPI-U increase and the revised Contract Sum based on such CPI-U increase prior to July 1. In the event the 7% Exception applies, Contractor shall submit the request for the CPI-U increase above 7% to the City Manager or his/her designee within thirty (30) days after the CPU-U is available, or Contractor waives its right to the CPI-U increase for any amount above 7% and in such case the CPI-U increase for that year will be 7%. In the event the 7% Exception applies, the City Manager will cause the request to be placed on a City Council agenda as soon as practicable after receiving Contractor’s request and the supporting documentation. If the City Council does not approve the request for the 7% Exception, then the CPI-U increase for said year shall be 7% and the Contract Sum will be increased by that amount effective beginning that July 1. Increases to the Contract Sum pursuant to this Section will go into effect on July 1.

7. Amendment to Section 3.3. Section 3.3 (Force Majeure) of the Agreement is amended to read as follows:

3.3. Force Majeure. A Party’s performance of any obligation under the Agreement shall be suspended if, and to the extent that, the Party is unable to perform because of any event of Force Majeure. In any such event, the Party unable to perform shall be required to resume performance of its obligations under the Agreement upon the termination of the event or cause that excused performance hereunder. As used herein, “Force Majeure” means an event which is beyond the reasonable control of a Party, including without limitation, (a) acts of God including flood, fire, earthquake, hurricane or explosion, pandemic, epidemics, or quarantine restrictions; (b) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (c) government order or law that prevents either Party from performing its obligations as set forth in this Agreement; (d) action by any governmental authority that prevents either Party from performing its obligations as set forth in this Agreement; and (e) strikes, labor stoppages or slowdowns or other industrial disturbances, other than those involving the Parties’ employees. 4 Street Sweeping Contract
Sixth Amendment
Neither Party shall be liable for any delay or default in, or failure of, performance resulting from or arising out of any Force Majeure event, and no such delay, default in, or failure of performance shall constitute a breach by either Party hereunder.

Where a Force Majeure event gives rise to a failure or delay in either Party performing its obligations under the Agreement (other than obligations to make payment), those obligations will be suspended for the duration of the Force Majeure event. A Party who becomes aware of a Force Majeure event which gives rise to any failure or delay in performing its obligations under the Agreement will notify the other in writing within ten (10) days of the commencement of such failure or delay and inform the other of the period for which it is estimated that such failure or delay will continue. The affected Party shall take reasonable steps to mitigate the effects of the Force Majeure event.

8. Amendment to Section 3.4. Section 3.4 (Term) of the Agreement is amended to read as follows:
(a) Term. The term of the Agreement shall continue in full force and effect for a period of five (5) years, commencing on January 1, 2025 and expiring on December 31, 2029, except as otherwise extended pursuant to the terms of this Agreement, including Section 3.4(b) (hereinafter referred to as the “Term”). (b) Extensions of Term. Commencing on January 1, 2030, the Term of the Agreement shall automatically extend, on the same terms and conditions set forth in the Agreement, for two (2)successive five (5) year periods(each successive five (5) year period is referred to as an “Extension Period”), unless previously terminated as provided for in the Agreement, or as otherwise agreed to in writing by the Parties. For avoidance of doubt, the first Extension Period shall begin January 1, 2030, and thereafter the second Extension Period shall automatically extend the Term of the Agreement for an additional successive Extension Period which shall begin at the expiration of the first Extension Period. The City and the Contractor each agree that, unless terminated as provided for in the Agreement, the Term will automatically extend as set forth in this Section without any further action from the Parties. For avoidance of doubt, unless previously terminated as provided for herein, this Agreement shall automatically expire upon the expiration of the second Extension Period.

9. Amendments to Section 7.8. Section 7.8(a) of the Agreement is amended to delete the following sentence in its entirety:

Determination whether Contractor has defaulted on the contract under the provisions of this subsection shall be made by the Maintenance Operations Manager or his representatives and his decision shall be binding on Contractor.

Further, consistent with the Fifth Amendment, Section 7.8 of the Agreement is amended to remove in their entirety subsections (b) (At the Option of City), (c) (At the Option of Either Party), and (d) (By Mutual Consent of the Parties).
5 Street Sweeping Contract
Sixth Amendment

10. Amendment to Section 4.3. Section 4.3 (Prohibition Against Assignment) of the Agreement is amended to read as follows:

The experience, knowledge, capability and reputation of Contractor, its principals, and employees were a substantial inducement for the City to enter into this Agreement. Neither this Agreement nor any interest herein may be transferred, assigned, conveyed, or encumbered, voluntarily or by operation of law, without the prior written approval of the City Council which shall not be unreasonably withheld. Any attempt by Contractor or a shareholder in Contractor to assign or transfer this Agreement or any interest herein without the City Council’s prior written approval shall be void and of no effect. For the purposes hereof, an assignment shall be deemed to include a change in any person or entity that is the controlling shareholder of Contractor as presently constituted, or any merger or dissolution of Contractor. Notwithstanding the foregoing, Contractor or any shareholder in Contractor may assign or transfer its shareholder interest to a person who is a member of the Samuelian family by birth or marriage, or to a trust for the benefit of a person who is member of the Samuelian family by birth or marriage, without the prior approval of the City Council.

11. Amendment to Section 2. Section 2 (Compensation) of the Agreement is amended to add a new Section 2.6 (Additional Services), to read as follows:

2.6. Additional Services. City agrees to pay Contractor at a rate of One Hundred Fifty Dollars ($150.00) per hour (“Hourly Rate”) for additional services not specified in the Scope of Services as requested by the City Manager or Public Works Director (“Additional Services”). On July 1, 2026 and each July 1 thereafter during the Term of this Agreement, Contractor may increase the Hourly Rate based on the increase to the Consumer Price Index (“CPI”) as determined pursuant to Section 2.4. Contractor shall provide written notice to the City of the increased Hourly Rate in the manner set forth in Section 2.4. The Parties agree with respect to this Section 2.6 that no CPI adjustment shall exceed five percent (5%”).

12. Deletion of Sections 5.3 and 5.5. Sections 5.3 (Labor and Materials and Performance Bonds) and 5.5 (Substitution of Sureties) of the Agreement are deleted in their entirety.

13. Amendment to Section 4.1. Section 4.1 (Representative of Contactor) is amended to designate the following principals for Contractor:

Ani Samuelian

14. Amendment to Section 4.2. Section 4.2 (Contract Officer) of the Agreement is amended to read as follows:

The Contract Officer shall be the City Manager orsuch person as may be designated by the City Manager of the City. It shall be the Contractor’s responsibility to ensure 6 Street Sweeping Contract
Sixth Amendment
that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any questions to the Contract Officer. Unless otherwise specified in the Agreement, or required by applicable law, any approval of City required under this Agreement shall mean approval of the Contract Officer.

Notwithstanding the foregoing, Contractor acknowledges and agrees that only the Mayor and/or the City Manager are authorized to sign documents on behalf of the City as required to carry out the terms of this Agreement, including any amendments to this Agreement.

15. Amendment to References to Maintenance Operations Manager. All references in the Agreement to “Maintenance Operations Manager” are amended to read “Contract Officer.”

16. Amendment to Section 3.2. Section 3.2 (Schedule of Performance) of the Agreement is amended to read as follows:

Contractor shall provide street sweeping services in accordance with the Sweeping Schedule set forth in Exhibit “A” (“Schedule of Performance”).

17. Deletion of Exhibit C. Exhibit “C” to the Agreement is deleted in its entirety.

18. Amendment to Section 9.1. Section 9.1 is amended to read as follows:

Any notices, documents, correspondence or other communications concerning this Agreement or the performance of work hereunder may be provided by personal delivery, by certified or registered mail (postage prepaid and return receipt requested), or by nationally recognized overnight carrier (such as FedEx or UPS) to the addresses set forth below. Such communication shall be deemed served or delivered: (a) at the time of delivery if such communication is sent by personal delivery; (b) 72 hours after deposit in the mail as reflected by the official U.S. postmark if such communication is sent through certified or registered mail; and (c) if sent by overnight delivery, upon the earlier to occur of actual receipt or the next business day after being sent by such delivery.

To City: City of West Covina
1444 W. Garvey Ave. S.

West Covina, CA 91790
Attn: City Manager
To Contractor: Nationwide Environmental Services
11914 Front St.

Norwalk, CA 90650
Attn: Ani Samuelian
Each Party may change its address for receipt of notices by providing notice of the change to the other Party in accordance with this Section. Notwithstanding the foregoing, correspondence regarding the day-to-day administration of this 7 Street Sweeping Contract
Sixth Amendment
Agreement and notices required pursuant to Sections 2.4 and 2.6 (CPI-U and CPI increases) may be sent by email to the designated representatives of the Parties.

Email communications shall be deemed served or delivered one (1) business day after the email is sent, provided that no delivery failure notification has been received.

19. Authority of City Manager. City and Contractor agree that the City Manager has the authority to make all determinations and issues all notices pursuant to the Agreement, provided, however, that, the City Manager will obtain formal direction from the City Council prior to issuing a notice of termination. Contractor acknowledges and agrees that such direction may be provided in an open or closed session of the City Council.

20. Integration; Continuing Effect of Agreement. Except as expressly amended by this Sixth Amendment, all other terms, conditions and provisions of the Agreement, as amended by the First Amendment, the Second Amendment, the Third Amendment, the Fourth Amendment, and the Fifth Amendment, shall remain unchanged and are in full force and effect. From and after the date of this Sixth Amendment, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by the First Amendment, the Second Amendment, the Third Amendment, the Fourth Amendment, the Fifth Amendment and this Sixth Amendment. The Agreement, together with the First Amendment, the Second Amendment, the Third Amendment, the Fourth Amendment, the Fifth Amendment, and this Sixth Amendment, contains the entire agreement between the City and Contractor and supersedes all prior negotiations, understandings or agreements.

21. No Default. The Parties agree that neither Party is in breach of any material provision of the Agreement as of the Effective Date of this Sixth Amendment.

22. Corporate Authority. The persons executing this Sixth Amendment on behalf of the Parties hereto warrant that (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Sixth Amendment on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Sixth Amendment, and (iv) the entering into this Sixth Amendment does not violate any provision of any other agreement to which said Party is bound.

23. Counterparts; Electronic Signatures. This Sixth Amendment may be executed in one or more counterparts, each of which shall be deemed an original, and may be executed by electronic signatures. All counterparts shall be construed together and shall constitute one agreement. Delivery of an executed counterpart of this Sixth Amendment by a .pdf data file or other scanned executed counterpart by email shall be equally as effective as delivery of a manually executed counterpart of this Sixth Amendment. Each duplicate and counterpart shall be equally admissible in evidence, and each shall fully bind each Party who has executed it. The Parties waive all right to challenge the admissibility or authenticity of this Sixth Amendment in a court of law based solely on the absence of an original signature.
[Signature page follows.]
8 Street Sweeping Contract
Sixth Amendment
CITY OF WEST COVINA JOE’S SWEEPING, INC. DBA NATIONWIDE

ENVIRONMENTAL SERVICES
By: By:

Milan Mrakich Ani Samuelian
Acting City Manager President
Date: Date:

ATTEST: By:

Suzy Samuelian
Secretary
By:

Monique S. De La Rosa
Deputy City Clerk Date:

APPROVED AS TO FORM:

By:

Thomas P. Duarte
City Attorney

EXHIBIT A

SCOPE OF SERVICES
EXHIBIT “A”

SCOPE OF SERVICES
SECTION 1. SPECIFICATIONS, QUALITY, EQUIPMENT.

1.1 Specifications.

These specifications are intended to cover all labor and standards of workmanship to be employed in the work called for in these specifications or reasonably implied by terms of same. Work or materials of a minor nature which may not be specifically mentioned, but which may be reasonably assumed as necessary for the completion of this work shall be performed by the Contractor as if described in the specifications.

1.2 Quality. Workmanship shall be in accord with the best standard practices. Both materials and workmanship shall be subject to the approval of the City Manager or designee.

1.3 Materials and Equipment.
(a) All materials and equipment required to complete the work under this Agreement shall be furnished by the Contractor.
(b) All equipment used for the performance of this Agreement shall be standard heavy-duty street sweeping equipment, necessary to properly clean streets and alleys of litter, dirt, rocks, leaves, and other debris. Equipment shall be properly maintained both as to condition and appearance so as to ensure a high level of street sweeping services All equipment must be properly registered and insured.

Equipment performance shall meet South Coast Air Quality Management District’s Standards (compressed natural gas) (CNG).
(c) Contractor shall display signs approved by the City Manager or designee on street sweeping equipment used in the contract, identifying that they are under contract to the City of West Covina. These signs shall be visible from both sides of the sweeper and shall be removed when said equipment is operating outside of the City limits.
(d) Sweepers shall be equipped with double-check valves on the water fill lines or by other means ensure a continuous air-gap is maintained between the tank water level and water fill line.

1.4 Contractor License. All personnel employed by the contractor to perform the work as specified herein shall possess and maintain a valid Class C Driver’s License.

1.5 Personnel Qualifications and Requirements.

All personnel providing services pursuant to this Agreement shall be of good character, competent, neat in appearance and in appropriate uniforms (including name badges for each worker) as approved by the City Manager or designee. Contractor shall provide a workforce sufficient to complete the work as it is specified herein (during normal working hours).

SECTION 2. DESCRIPTION OF WORK AND WORMANSHIP

2.1 General Scope. The Contractor shall provide its own equipment, labor, fuel and other materials necessary to complete the required work. The Contractor shall be responsible for the maintenance and repair of its own equipment and the availability, presence, and supervision of its employees to perform street sweeping as described herein including, but not limited to:
(a) Contractor shall sweep all public streets with curb and gutter, all alleys as listed in Section 2.10(a), parking lots/facilities as listed in Section 2.10(b), arterials as listed in Section 2.10(c), all street medians within the incorporated limits of the City of West Covina (hereinafter jointly referred to as the “Sweeping Area”) and all of the Sweeping Area is described in this Exhibit “A” at Section 2.10 hereinafter. Street sweeping schedule for each area shall be arranged so as to be the day following the scheduled rubbish collection day. Schedule is attached hereto as Attachment 1 (hereinafter sometimes referred to as “City Maps”). The schedule may be changed upon mutual agreement of both parties. (b) Contractor shall report to the City any circumstance which prohibits specified street sweeping activities such as heavy debris, low hanging tree limbs, potholes and/or other obstacle(s) within 24 hours.
(c) Contractor must have two-way communication at all times with sweeper(s) utilized in this Agreement.
(d) City shall provide Contractor water for dust control at no cost to Contractor. (e) Street sweepers shall operate at suggested manufacturer’s requirements including but not limited to the amount of water used for cleaning and dust control. Street sweeper shall operate at a speed not to exceed 10 mph.

2.2 Disposal of Sweeping Debris.
(a) All debris and refuse collected by the Contractor shall become its property. (b) No dumping of sweeping debris will be allowed at any public location within the City of West Covina, except at the City Yard. Contractor will deliver a 40 yard roll-off bin for street sweeping debris at the City Yard, the debris will be loaded into the roll-off bin by City Staff. Contractor will be responsible to haul away the bin once it is full.
(c) The Contractor shall be required to dispose of the sweeping debris in a legal manner.

2.3 Sound Control. Care shall be taken to not make excessive noise before 7:00 a.m. In addition, the Contractor shall conform to the City’s noise regulations as set forth in Article IV (Noise Regulations) of Chapter 15 (Miscellaneous Provisions Relating to Public Health and Safety) of the West Covina Municipal Code. Said noise level requirements shall apply to all equipment on the job or related to the job that may or may not be owned by the Contractor. The use of loud sound signals shall be avoided in favor of light warnings except those required by safety laws for the protection of personnel. Full compensation for conforming to the requirements of this section shall be considered as included in the prices paid for the various contract items of work involved and no additional compensation will be allowed therefor.

2.4 Complaints/Work Requests. The West Covina Maintenance Division staff will forward by phone and written notice to the Contractor’s representative all service requests and citizen complaints as they are received. It shall be the Contractor’s obligation to resolve all complaints within 24 hours.

2.5 Deficiencies. Any specific problem area which does not meet the conditions of the specifications set forth herein shall be called to the attention of the Contractor.

2.6 Working Hours. See City Maps attached hereto as Attachment 1.

2.7 Holidays. No sweeping will be done on the holidays listed below. When the holidays fall on a weekday, sweeping will take place on the following scheduled day per the posting.

New Year’s Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

2.8 Inclement Weather. Contractor shall not be expected to sweep any of the streets as listed under Section 2.10 during heavy rains and other inclement weather as determined by the City Manager or designee.

2.9 Additional Work.
(a) In the event the City desires to extend the street sweeping program to include newly constructed streets or alleys, or streets or alleys procured through annexations, after the effective date of this Agreement, then any additional sweeping which is required of the contractor shall be paid for at the applicable hourly rate.
(b) Contractor from time to time may be requested to provide street sweeping services immediately following parades, community celebrations, and other activities involving City streets, alleys or parking areas. Compensation for this work will be paid at the current hourly rate.
(c) In the event of inclement weather, the Contractor shall perform any work missed because of such inclement weather which can be reasonably swept by Contractor in the normal course of business as requested by the City Manager or designee at no additional cost.
(d) All sweeping as identified as additional work herein shall be performed by additional sweepers so as not to interfere with proper completion of the regular street sweeping schedule.

2.10 Areas of Service.
(a) ALLEYS: Alleys to be swept once per week.
(1) Alley between Puente and Ardilla Avenue; and between Havenbrook and MacDevitt Street.
(2) Alley between North Garvey Avenue and Willow Avenue and approximately 400’ East of Sunkist Avenue.
(3) Alley between Broadmoor Avenue and California Avenue; and Francisquito Avenue and Delhaven Avenue.
(4) Alley between Hollow Avenue and Sunset Avenue; and North of Rowland Avenue.
(5) Alley between Sunset Avenue and Shadydale Avenue; and South of Workman Avenue and North of Workman Avenue.
(6) Alley between Glendora Avenue and Silver Birch; and Vine Avenue and Truman Place.
(7) Alley between Glendora Avenue and Larimore Avenue; and Michelle Street and Merced Place.
(8) Alley between Puente Avenue and El Dorado Street; and Vincent Avenue and Carvol Avenue.
(9) Alley between Vincent Avenue and Maplewood Avenue; and Eckerman Avenue and Rowland Avenue.
(10) All alleyways between North Garvey Avenue and Shamwood Street; and Maplewood Avenue and Toland Avenue.
(11) Alley between Mardina Street and Lark Ellen Avenue; and Idahome Street and Astell Avenue (cul-de-sac).
(12) All alleyways between Dalewood Avenue and Walnut Creek Parkway; and Glendora Avenue and Garden Glen Street.
(13) Alley between Glendora Avenue and Craig Drive; and Cameron Avenue and Mobeck Street.
(14) All alleyways between Harvest Moon Street and Amar Road; and Brentwood Avenue and Lark Ellen Avenue.
(15) All alleyways between Azusa Avenue and Phillips Avenue; and Badillo Street and Puente Avenue.
(16) Alley between Homerest Avenue and Azusa Avenue and North of Stuart Avenue.
(17) Alley between Holly Oak Place and Azusa Avenue; and Stuart Avenue and Walnut Creek Parkway.
(18) Alley between Winston and Azusa Avenue and North of Stuart Avenue. (19) Alley between Azusa Avenue and Cajon Avenue; and Cameron Avenue and Alaska Street.
(20) Alley between Fleetwell Avenue and Azusa Avenue; and Michelle Avenue and Francisquito Avenue.
(21) Alley between Azusa Avenue and Cajon Avenue and South of Greenville Avenue.
(22) Alley between Azusa Avenue and Cajon Avenue and South of Larkwood Avenue.23) Alley between Woodlane Drive and Ridgewood Drive and North of Amar Road.
(23) Alley between Mardina Street and North Garvey Avenue and Meadow Road and East of Mockingbird Lane.
(24) Alley between Hillborn Avenue and Hollenbeck Street; and Cortez Street and Rio Verde Drive.
(25) Alley between Evergreen Avenue and Cameron Avenue; and Shasta Street and Manzanita Drive.
(26) Alley between Charlinda Street and Cameron Avenue and Citrus Avenue. (27) Alleys between Glendora Avenue and Vine Avenue.
(28) Alley between Valinda Avenue and Serenade Avenue and between Mobeck Street and Cameron Avenue.
(b) PARKING LOTS/YARD: Except as provided in the Agreement, to be done on a weekly basis as listed below and will include cleaning of parking lot perimeters, corners and behind wheel stops:
(1) Parking lots located at the following parks: Del Norte, Palmview, Cortez, Galster, Friendship, Shadow Oak, Walmerado and Orangewood. (2) Parking lots located at: Senior Center, Heritage House, Municipal Pool, City Hall, City Yard and Fire Administration.
(3) Parking lot adjacent to east side of Glendora Avenue from Dalewood Street to Walnut Creek Parkway; and
(4) Parking lot located at Cameron Park shall be swept three times a week. (5) City Yard Equipment Storage Yard.
(c) ARTERIALS: To be swept once per week:
(1) West Covina Parkway from South Garvey to Glendora Avenue; (2) South Garvey from West Covina Parkway to 500 feet East of Sunset Avenue; (3) Aroma Drive from Azusa Avenue to Fairgrove Avenue;
(4) Glendora Avenue from South Garvey to South City Limits; (5) Lakes Drive from Glendora Avenue to Vincent Avenue; (6) Plaza Drive from California Avenue to Lakes Drive;
(7) Vincent Avenue from Glendora Avenue to NCL;
(8) California Avenue from West Covina Parkway to 1,000 feet North of Plaza Drive;
(9) Sunset Ave. from north City limit (NCL) to south City limit (SCL); (10) Lark Ellen Ave. from NCL to SCL;
(11) Azusa Avenue from NCL to SCL;
(12) Hollenbeck Street from NCL to SCL;
(13) Citrus Street from NCL to SCL;
(14) Barranca Street from NCL to SCL;
(15) Puente Ave. from east City limit (ECL) to west City limit (WCL); (16) Rowland Ave. from ECL to WCL;
(17) Workman Ave. from ECL to WCL;
(18) Cameron Ave. from ECL to WCL;
(19) Vine Ave. from Glendora Ave. to Citrus St.;
(20) Merced Ave. from WCL to Hollenbeck St.;
(21) Amar Road from ECL to WCL;
(22) Nogales ST. from NCL to SCL;
(23) Shadow Oak Road from Amar Road to Nogales St.;
(24) La Puente Road from Amar Road to ECL;
(25) Grand Ave. from NCL to SCL;
(26) Azusa Canyon Road from NCL to San Bernardino Road; (27) Badillo Street from WCL to SCL;
(28) East Eastland Center Drive from Citrust Street to 500 feet east and from Barranca Street to 200 feet west;
(29) East Garvey North from Barranca Street to 300 feet east; (30) Francisquito Avenue from WCL to ECL;
(31) Orange Avenue from Cameron Avenue to SCL;
(32) Pacific Avenue from WCL to Cameron Avenue;
(33) San Bernardino Road from WCL to ECL;
(34) South Sentous Avenue from Valley Blvd. to La Puente Road; (35) Valinda Avenue from Amar Road to Glendora Avenue;
(36) Valley Boulevard from WCL to ECL.
(d) Medians – Once per week.
(e) See City Maps attached hereto as Attachment 1 for Sweeping Schedule.

ATTACHMENT 1

SWEEPING SCHEDULE
City of West Covina
Proposed Weekly Sweeping Route Map
This Photo by
Monday
Posting Division
Route Boundary
Alternate Day
Posting
Prepared by N.E.S.

Alternate Side &
Alternate Day Posting
Alternate Side &
Alternate Day Posting
Alternate Side &
Alternate Day Posting
Tuesday 10 AM – 2 PM
Alternate Side &
Alternate Day Posting
Tuesday 10 AM – 2 PM
Alternate Side &
Alternate Day Posting
Tuesday 10 AM – 2 PM
7 AM – 11 AM
10 AM – 2 PM
1 PM – 4 PM
Monday Route
Tuesday 10 AM – 2 PM
Monday Route
Tuesday 10 AM – 2 PM
Monday Route
Tuesday 10 AM – 2 PM
Monday Route
Tuesday 10 AM – 2 PM
Monday Route
Tuesday 10 AM – 2 PM
Monday Route
Tuesday 10 AM – 2 PM
City of West Covina
Proposed Weekly Sweeping Route Map
Alternate Side &
Alternate Day Posting
Monday 10 AM – 2 PM
This Photo by
Tuesday
Posting Division
Route Boundary
Prepared by N.E.S.
7 AM – 11 AM 10 AM – 2 PM 1 PM – 4 PM
Alternate Side &
Alternate Day Posting
Monday 10 AM – 2 PM
Tuesday Route
Monday 10 AM – 2 PM
Puente Ave
Tuesday Route
Monday 10 AM – 2 PM
Tuesday Route
Monday 10 AM – 2 PM
City of West Covina
Proposed Weekly Sweeping Route Map
Alternate Side & Alternate
Day Posting
Thursday 10 AM – 2 PM
Alternate Side &
Alternate Day Posting
Thursday 10 AM – 2 PM
This Photo by
Wednesday
Posting Division
Route Boundary
Prepared by N.E.S.
7 AM – 11 AM 1 PM – 4 PM
10 AM – 2 PM
Wednesday Route
Thursday 10 AM – 2 PM
Wednesday Route
Thursday 10 AM – 2 PM
Wednesday Route
Thursday 10 AM – 2 PM
City of West Covina
Proposed Weekly Sweeping Route Map
Alternate Side & Alternate
Day Posting
Friday 10 AM – 2 PM
Alternate Side & Alternate
Day Posting
Friday 10 AM – 2 PM
This Photo by
Thursday
Posting Division
Route Boundary
Prepared by N.E.S.
7 AM – 11 AM
1 PM – 4 PM
10 AM – 2 PM
Thursday Route
Friday 10 AM – 2 PM
Thursday Route
Friday 10 AM – 2 PM
Thursday Route
Friday 10 AM – 2 PM
Thursday Route
Friday 10 AM – 2 PM
Thursday Route
Friday 10 AM – 2 PM
Francisquito Ave.

Thursday Route
Friday 10 AM – 2 PM
City of West Covina
Proposed Weekly Sweeping Route Map
Alternate Side & Alternate
Day Posting
Thursday 10 AM – 2 PM
Alternate Side & Alternate
Day Posting
Thursday 10 AM – 2 PM
This Photo by
Friday
Posting Division
Route Boundary
Prepared by N.E.S.
7 AM – 11 AM
10 AM – 2 PM
1 PM – 4 PM
Friday Route
Thursday 10 AM – 2 PM
Friday Route
Thursday 10 AM – 2 PM
Friday Route
Thursday 10 AM – 2 PM
ATTACHMENT NO. 2
RESOLUTION NO. 2025-68

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING A BUDGET

AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2024 AND ENDING JUNE 30, 2025 (SERVICE

CONTRACTS)
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, on May 7, 2024, the City Manager presented to the City Council a proposed budget for Fiscal Year 2024-25 in compliance with Section 2-151(m) of the West Covina Municipal Code; and
WHEREAS, the City held meetings and community workshops and conducted an online budget survey in order to solicit input from the public regarding the proposed budget; and
WHEREAS, on June 4, 2024, the City Council adopted a budget for the 2024-25 Fiscal Year; and
WHEREAS, amendments must periodically be made to the budget to conform to changed circumstances following adoption of the budget.

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

SECTION 1. The City Council hereby approves Budget Amendment No. 2025-21, attached hereto as Exhibit A, for Fiscal Year 2024-25.

SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 19th day of August, 2025.

Tony Wu
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Monique S. De La Rosa
City Attorney Deputy City Clerk
I, MONIQUE S. DE LA ROSA, DEPUTY CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2025-68 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of August, 2025, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Monique S. De La Rosa
Deputy City Clerk
Exhibit A
City of West Covina
Fiscal Year 2024-25
Budget Amendment No. 2025-21
Service Contracts
Fund No. - Name
Current
Budget
Proposed
Amendment
Amended
Budget
Fund 224-Measure R
Revenue 1,997,382 1,997,382
Expenditures 700,000 356,655 1,056,655
Net Change in Fund Balance 1,297,382 356,655 940,727
EXPENDITURE TOTAL INCREASE 356,655
ATTACHMENT NO. 3
RESOLUTION NO. 2025-69

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING A BUDGET

AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2025 AND ENDING JUNE 30, 2026 (SERVICE

CONTRACTS)
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, on June 3, 2025, the City Manager presented to the City Council a proposed budget for Fiscal Year 2025-26 in compliance with Section 2-151(m) of the West Covina Municipal Code; and
WHEREAS, the City held meetings and community workshops and conducted an online budget survey in order to solicit input from the public regarding the proposed budget; and
WHEREAS, on June 17, 2025, the City Council adopted a budget for the 2025-26 Fiscal Year; and
WHEREAS, amendments must periodically be made to the budget to conform to changed circumstances following adoption of the budget.

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

SECTION 1. The City Council hereby approves Budget Amendment No. 2026-04, attached hereto as Exhibit A, for Fiscal Year 2025-26.

SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 19th day of August, 2025.

Tony Wu
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Monique S. De La Rosa
City Attorney Deputy City Clerk
I, MONIQUE S. DE LA ROSA, DEPUTY CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2025-69 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 19th day of August, 2025, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Monique S. De La Rosa
Deputy City Clerk
Exhibit A
City of West Covina
Fiscal Year 2025-26
Budget Amendment No. 2026-04
Service Contracts
Fund No. - Name
Current
Budget
Proposed
Amendment
Amended
Budget
Fund 224-Measure R
Revenue 2,042,282 2,042,282
Expenditures 700,000 635,895 1,335,895
Net Change in Fund Balance 1,342,282 635,895 706,387
EXPENDITURE TOTAL INCREASE 635,895
AGENDA ITEM NO. 3

ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY (LACMTA)

FOR COLLECTING AND REPORTING DATA FOR THE NATIONAL TRANSIT

DATABASE
RECOMMENDATION:

It is recommended that the City Council authorize the Acting City Manager to execute the Memorandum of Understanding (MOU) with the Los Angeles County Metropolitan Transportation Authority (LACMTA) for collecting and reporting data for the National Transit Database (NTD), in substantially the form as attached and in such final form as approved by the City Attorney.

BACKGROUND:

After data reporting was required by Congress in 1974, the Federal Transit Administration's (FTA) NTD was set up to be the repository of data about the financial, operating, and asset conditions of American transit systems. The NTD records the financial, operating, and asset conditions of transit systems, helping to keep track of the industry and provide public information and statistics. The NTD is designed to support local, state and regional planning efforts and help governments and other decision-makers make multi-year comparisons and perform trend analyses. It contains a wealth of information such as agency funding sources, inventories of vehicles and maintenance facilities, safety event reports, measures of transit service provided and consumed, and data on transit employees.

FTA uses NTD data to apportion funding to urbanized and rural areas in the United States. Transit agencies report data on a number of key metrics including Vehicle Revenue Miles (VRM), Vehicle Revenue Hours (VRH), Passenger Miles Traveled (PMT), Unlinked Passenger Trips (UPT), and Operating Expenses (OE).

On November 14, 1980, the voters of the County of Los Angeles approved Proposition A, an ordinance establishing a one-half percent sales tax for public transit purposes. At its September 26, 2001 meeting, the LACMTA authorized payment of Proposition A Discretionary Incentive funds to each participating agency in an amount equal to the Federal funds generated for the region by each agency’s reported data. Annually, data collected by the City's transit contractor is reported by staff to the NTD.

DISCUSSION:

At its June 27, 2024 Board meeting, LACMTA approved the Fiscal Year (FY) 2024-25 transit fund allocations, which included funds to make payments to all cities that voluntarily reported NTD data for FY 2022-23. Based on its participation in the program, West Covina may invoice LACMTA in the amount of $127,978 in Proposition A Incentive funds. These Proposition A Incentive funds are separate from the Proposition A funds that are used for the annual Fund Exchange.

This amount is determined by the amount of Vehicle Revenue Miles and the FTA Unit Rate of $0.686483228324693. Vehicle Revenue Miles are the miles a vehicle travels while in revenue service.

This excludes travel to and from storage facilities, training operators prior to revenue service, road tests and deadhead travel, as well as school bus and charter services. In 2022-23, the City reported 141,973 revenue miles for the fixed route and 44,452 revenue miles for the Dial-A-Ride.

Except for Fund Exchange, Proposition A Incentive funds may be used for all other regular Proposition A-eligible transportation activities.

LEGAL REVIEW:

The City Attorney's Office has reviewed the agreement and approved it as to form and will approve the final form of the agreement prior to execution.

Prepared by: Kelly McDonald, Assistant to the City Manager Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Once the memorandum of understanding is executed, the City may invoice for payment in the amount of $127,978. The funds will be deposited in Fund 120 - Proposition A Discretionary.

Attachments
Attachment No. 1 - MOU with LACMTA - Prop A Incentive NTD Voluntary FY 2025 CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability Maintain Good Intergovernmental Relations
Enhance City Image and Effectiveness
MOUPAIWECO25000

PROPOSITION A DISCRETIONARY INCENTIVE GRANT PROGRAM

MEMORANDUM OF UNDERSTANDING

FOR COLLECTING AND REPORTING DATA FOR THE

NATIONAL TRANSIT DATABASE
FOR REPORT YEAR 2023
This Memorandum of Understanding (MOU) is entered into as of June 1, 2025 by and between Los Angeles County Metropolitan Transportation Authority (“LACMTA”) and the City of West Covina (the “City”).

WHEREAS, on November 14, 1980, the voters of the County of Los Angeles approved by majority vote Proposition A, an ordinance establishing a one-half percent sales tax for public transit purposes; and
WHEREAS, at its September 26, 2001 meeting, the LACMTA authorized payment of Proposition A Discretionary Incentive funds to each participating agency in an amount equal to the Federal funds generated for the region by each agency’s reported data; and WHEREAS, at its June 27, 2024 meeting, LACMTA approved the Fiscal Year FY 2024-25 transit fund allocations, which included funds to make payments to all cities that voluntarily reported NTD data for FY 2022-23; and
WHEREAS, the City has voluntarily submitted their FY2022-23 data to the National Transit Database (NTD) and have successfully met all NTD and Federal Transit Administration (FTA) requirements in order to generate Federal 5307 funds for the Los Angeles County region; and
WHEREAS, the City has requested funds under the Proposition A Discretionary Incentive Program for collecting and reporting data for the NTD from the FY 2022-23 Report Year (the “Project”); and
WHEREAS, on May 5, 2025, the Federal Transit Administration (FTA) published in the Federal Register the FY 2024-25 Apportionments, Allocations, and Program Information including unit values for the data reported to the NTD; and WHEREAS, the parties desire to agree on the terms and conditions for payment for the Project.

NOW, THEREFORE, LACMTA and the City hereby agree to the following terms and procedures:

ATTACHMENT NO. 1
ARTICLE 1. TERM
This Memorandum of Understanding (“MOU”) will be in effect from June 1, 2025, through June 30, 2028 at which time all unused funds shall lapse.

ARTICLE 2. STANDARDS
To receive payment for the submittal of the FY 2022-23 NTD statistics, the City warrants that it:

A. Adhered to the Federal Guidelines for collecting and Reporting NTD statistics including all audit requirements;
B. Prepared and submitted the FY 2022-23 ANNUAL NTD REPORT of the City’s fixed-route and/or demand response transit service to the NTD on or before October 31, 2023;
C. Prepared and submitted the FY 2022-23 ANNUAL NTD REPORT of the City’s fixed-route and/or demand response transit service to the LACMTA on or before February 15, 2024;
ARTICLE 3. PAYMENT OF FUNDS TO CITY
LACMTA shall pay the City for collecting and reporting FY 2022-23 NTD statistics.

LACMTA shall pay the City for submitting the FY 2022-23 ANNUAL NTD REPORT for the applicable transit services as follows:

MOTOR BUS SERVICE
For City’s motor bus service, LACMTA shall pay an amount equal to the 141,973 revenue vehicle miles reported by the City multiplied by the FTA unit value of

0.686483228324693 per revenue vehicle mile. See Attachment A for detail.

DIAL-A-RIDE SERVICE
For City’s dial-a-ride service, LACMTA shall pay an amount equal to the 44,452 revenue vehicle miles reported by the City multiplied by the FTA unit value of

0.686483228324693 per revenue vehicle mile. See Attachment A for detail.

The City shall submit one invoice to LACMTA prior to June 30, 2028, in the amount of $127,978 to receive its payment described above.

INVOICE BY CITY:

Send invoice with supporting documentation to:

Los Angeles County Metropolitan Transportation Authority Accounts Payable
P. O. Box 512296
Los Angeles, CA 90051-0296
[email protected]
Re: LACMTA MOU# MOUPAIWECO25000 M.S. Chelsea Meister (99-21-3) ARTICLE 4. CONDITIONS
The City agrees to comply with all requirements specified by the FTA guidelines for reporting NTD statistics.

The City understands and agrees that LACMTA shall have no liability in connection with the City’s use of the funds. The City shall indemnify, defend, and hold harmless LACMTA and its officers, agents, and employees from and against any and all liability and expenses including defense costs and legal fees and claims for damages of any nature whatsoever, arising out of any act or omission of the City, its officers, agents, employees, and subcontractors in performing the services under this MOU.

The City is not a contractor, agent or employee of LACMTA. The City shall not represent itself as a contractor, agent or employee of LACMTA and shall have no power to bind LACMTA in contract or otherwise.

4.3 The City agrees that expenditure of the Proposition A Discretionary Incentive funds will be used for projects that meet the eligibility, administrative, audit and lapsing requirements of the Proposition A and Proposition C Local Return guidelines most recently adopted by the LACMTA Board.

4.4 These expenditures will be subject to AUDIT as part of LACMTA’s annual Consolidated Audit.

ARTICLE 5. REMEDIES
LACMTA reserves the right to terminate this MOU and withhold or recoup funds if it determines that the City has not met the requirements specified by the FTA for collecting and submitting NTD statistics through LACMTA.

ARTICLE 6. MISCELLANEOUS
This MOU constitutes the entire understanding between the parties, with respect to the subject matter herein.

The MOU shall not be amended, nor any provisions or breach hereof waived, except in writing signed by the parties who agreed to the original MOU or the same level of authority.

ARTICLE 7. CONTACT INFORMATION

7.0 LACMTA's Address:

Los Angeles County Metropolitan Transportation Authority One Gateway Plaza
Los Angeles, CA 90012
Attention: Chelsea Meister (99-21-3)
[email protected]

7.1 City’s Address:

West Covina
1444 W. Garvey Ave. South
West Covina,CA 91790
Attn: Kelly McDonald
[email protected]
IN WITNESS WHEREOF, the City and LACMTA have caused this MOU to be executed by their duly authorized representatives on the date noted below:

CITY:

City of West Covina Los Angeles County Metropolitan
Transportation Authority
_________________________ By: ___________________________

STEPHANIE WIGGINS
Mayor/City Manager Chief Executive Officer
Date: ____________________ Date: _______________________ APPROVED AS TO FORM: APPROVED AS TO FORM:

DAWYN R. HARRISON
County Counsel
By: _____________________ By: ____________________
Legal Counsel Deputy
Date: ____________________ Date: __________________

ATTACHMENT A
LACMTA Voluntary NTD Reporting Program for FY22
Using FY24 FTA Formula Programs Apportionment Data Values Jurisdiction MODE
Total Vehicle
Revenue Miles $ from VRM
Tier II
Operator
Deduction
Total ($)Due to
Jurisdiction
Alhambra MB 158,987 109,141.91 109,142
Alhambra DR 98,869 67,871.91 67,872
Artesia DR (DT) 4,712 3,234.71 3,235
Azusa DR 56,416 38,728.64 38,729
Baldwin Park MB 183,638 126,064.41 126,064
Baldwin Park DR 26,715 18,339.40 18,339
Bell TD
Bell MB 33,271 22,839.98 22,840
Bell DR 16,347 11,221.94 11,222
Bellflower MB 71,986 49,417.18 49,417
Bellflower DR 14,205 9,751.49 9,751
Bell Gardens MB 98,902 67,894.56 67,895
Bell Gardens DR 25,856 17,749.71 17,750
Burbank MB 216,013 148,289.30 (21,700) 126,590
Calabasas MB 86,082 59,093.85 59,094
Calabasas DR 3,852 2,644.33 2,644
Carson MB 28,100 19,290.18 19,290
Carson TN
Carson DR 71,628 49,171.42 49,171
Cerritos MB 99,328 68,187.01 68,187
Cerritos DR 40,026 27,477.18 27,477
Compton MB 179,908 123,503.82 123,504
Compton DR 110 75.51 76
Covina DR 47,348 32,503.61 32,504
Cudahy MB 33,109 22,728.77 22,729
Cudahy DR 10,947 7,514.93 7,515
Downey MB 101,069 69,382.17 69,382
Downey DR 40,311 27,672.83 27,673
Duarte MB
El Monte MB 221,914 152,340.24 152,340
El Monte DR 60,076 41,241.17 41,241
Glendora MB 40,735 27,963.89 27,964
Glendora DR 39,545 27,146.98 27,147
Huntington Park MB 130,598 89,653.34 89,653
Huntington Park DT 42,309 29,044.42 29,044
LACDPWAvocado MB 39,286 26,969.18 26,969
LACDPWELA MB 211,455 145,160.31 145,160
LACDPWELA DR 39,971 27,439.42 27,439
LACDPWEast Valinda MB 44,182 30,330.20 30,330
LACDPWKing Medical MB 33,586 23,056.23 23,056
LACDPWWillowbrook Shuttle MB 70,091 48,116.30 48,116
LACDPWS.Whittier MB 183,982 126,300.56 126,301
LACDPWAthens MB 36,912 25,339.47 25,339
LACDPWLennox MB 27,669 18,994.30 18,994
LACDPWFloranceFirestone MB 58,082 39,872.32 39,872
Lakewood DR 54,228 37,226.61 37,227
Lawndale MB
Lynwood MB 140,961 96,767.36 96,767
Malibu DT 2,764 1,897.44 1,897
ManhattanBeach DR 23,747 16,301.92 16,302
Maywood MB 32,291 22,167.23 22,167
Maywood DR 15,175 10,417.38 10,417
MontereyPark MB 116,534 79,998.64 79,999
MontereyPark DR 24,919 17,106.48 17,106
Pico Rivera DR 17,166 11,784.17 11,784
Rosemead MB 100,780 69,183.78 69,184
Rosemead DR 38,611 26,505.80 26,506
Santa Fe Springs DR 14,694 10,087.18 10,087
South Gate MB 114,106 78,331.86 78,332
South Gate DT 116,358 79,877.59 79,878
SouthPasadena DR 27,187 18,663.42 18,663
WestCovina MB 141,973 97,462.08 97,462
WestCovina DR 44,452 30,515.55 30,516
West Hollywood MB 114,998 78,944 78,944
Total 4,054,074 2,783,054 (21,700) 2,761,354
FY25 Revenue Mile Rate 0.68648
DID NOT REPORT FOR 2023
DID NOT REPORT FOR 2023
DID NOT REPORT FOR 2023
DID NOT REPORT FOR 2023
AGENDA ITEM NO. 4

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF PURCHASE AND SALE AGREEMENT AND JOINT ESCROW INSTRUCTIONS FOR A PORTION OF DEVELOPMENT SITE (APN 8474-007-940) IN

THE CITY OF WEST COVINA
RECOMMENDATION:

It is recommended that the City Council authorize the Acting City Manager to execute the Purchase and Sale Agreement & Joint Escrow Instructions with Real SAET West Covina, LLC (Project Passion Restaurant Group) for the sale of the property located at the northeast corner of the West Covina Mall on E. Garvey Avenue South.

BACKGROUND:

The City of West Covina owns approximately 21 acres of property at the West Covina Mall, including a

2.35-acre parcel identified as APN 8474-007-940 (the “Development Site”) (Attachment No. 1). The City declared the property surplus under Government Code Section 54221(b) through Resolution No. 2021-93 on September 21, 2021. In compliance with the Surplus Land Act (Government Code Sections 54220-54233), the City issued a notice of availability for the property, seeking proposals for its highest and best use. However, no proposals were received.

The Development Site is comprised of surface parking stalls and a canopy sign on the northeastern section of the mall property. In addition, the Development Site is subject to a Construction Operating and Reciprocal Easement Agreement (COREA).

The COREA was executed on December 24, 1973, first amended on December 16, 1976, secondly amended on June 21, 1990, and thirdly amended on October 15, 1993. Under Section 9.3 of the COREA, “The parking ratio for the Shopping center shall at all times comply with the applicable requirements of any governmental agency having jurisdiction over the Shopping Center and, subject to Section 15.4 hereof, there shall be provided and available within the Automobile Parking Area in the Shopping center not less than 4.72 automobile parking spaces for each 1,000 square feet of Initial Planned Floor Area in the Shopping Center.” Additionally, under Section 9.5, “No Party shall use or permit the use of the Automobile Parking Area for any purpose other than parking and passage of pedestrians and motor vehicles unless specifically provided otherwise in this REA.” DISCUSSION:

DISCUSSION:

As previously noted, in accordance with the Surplus Land Act, the City issued a Notice of Availability for the property, inviting purchase proposals. However, no responses were received.

Subsequently, the City of West Covina received multiple unsolicited offers from Project Passion Restaurant Group to acquire a portion of the Development Site. Most recently, an unsolicited offer was submitted on April 4, 2023, proposing to purchase the site for $2 million.

This offer was presented to the City Council during its Closed Session meeting on December 5, 2023.

The Council declined the $2 million proposal and directed staff to obtain an independent appraisal of the property.

On December 19, 2023, staff engaged SoCal Appraisal Network to conduct the appraisal of the Plaza Property. The resulting appraisal, dated February 8, 2024, and received on February 9, 2024, valued the Development Site at $3,300,000. The appraisal was presented to the City Council in Closed Session on February 20, 2024. Following this, the Council directed staff to proceed based on the appraised value and communicate the findings to Project Passion Restaurant Group.

After negotiations, the City received a Letter of Intent from Project Passion Restaurant Group offering to purchase the Development Site for $3 million. The City Council accepted this offer during the Closed Session meeting on April 16, 2024. Subsequently, on May 21, 2024, the Council directed staff to move forward with Project Passion Restaurant Group as the preferred developer for the site.

At its August 20, 2024 Closed Session meeting, the City Council authorized staff to initiate formal negotiations and enter into an Exclusive Negotiation Agreement with Project Passion Restaurant Group.

On January 21, 2025, the City Council approved the execution of all necessary documents to formalize the Exclusive Negotiation Agreement and begin negotiations on a Purchase and Sale Agreement for the development of a portion of the site as an 8,800-square-foot restaurant. The developer’s conceptual development plan is provided as Attachment No. 2.

City staff and the City Attorney's Office have since negotiated the terms of the proposed Purchase and Sale Agreement with Project Passion Restaurant Group. The Purchase and Sale Agreement are outlined in Attachment No. 3. Key terms include:

1. Purchase Price: $3,000,000

2. Deposit: $150,000

3. Feasibility Period: 240-Days

4. Closing Cost: Shared 50/50%
As part of the Purchase and Sale Agreement, the developer and the City will be required to finalize the subdivision of the parcel and complete all necessary planning entitlements in order to close escrow on the sale.

Additionally, because the Development Site is subject to the Conditions of Reciprocal Easement Agreement (COREA), which restricts the use of the property for parking purposes, Project Passion Restaurant Group will be required to enter into the COREA agreement.

LEGAL REVIEW:

The City Attorney's Office has reviewed and approved the Purchase and Sale Agreement as to form.

OPTIONS:

The City Council has the following options:

1. Approve staff’s recommendation; or

2. Provide alternative directions.

Prepared by: Gerardo Rojas, Acting Economic Development & Housing Manager Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Upon execution of the Purchase and Sale Agreement, the Developer will be required to submit an earnest money deposit of one hundred fifty thousand dollars ($150,000.00) to the City. This deposit is intended to cover the City’s actual third-party, out-of-pocket legal and related expenses necessary to complete the sale of the Development Site. If the transaction proceeds to closing, the City will receive $3 million from the property sale.

All predevelopment costs—including legal fees, permitting, demolition, and construction expenses—will be the sole responsibility of the Developer, making this a turn-key sale for the City. Following the completion of the land transaction, the City will begin receiving property tax revenue from the site. Upon completion and operation of the restaurant by Project Passion Restaurant Group, the City will also receive ongoing sales tax revenue generated by the establishment.

Attachments
Attachment No. 1 - City Owned Parcels Aerial
Attachment No. 2 - Project Development Proposed Site
Attachment No. 3 - PSA Executed by Buyer
CITY COUNCIL GOALS & OBJECTIVES: Expand Economic Development Opportunities

DEVELOPMENT SITE MAP
ATTACHMENT NO. 1
Conceptual Site Development Plans
ATTACHMENT NO. 2

AGENDA ITEM NO. 5

SERVICES
RECOMMENDATION:

It is recommended that the City Council:

Approve the selection of TS Talent Solutions of Tripepi Smith & Associates, Inc. to conduct the recruitments for the City Manager and Fire Chief positions.

1. Authorize the Mayor to execute an agreement with Tripepi Smith & Associates, Inc., in such form as approved by the City Attorney.

2. BACKGROUND:

The City of West Covina is seeking to fill two critical executive positions: City Manager and Fire Chief.

Due to the specialized nature of these roles and the need for timely placement of highly qualified leaders, the City solicited proposals from executive recruitment firms with extensive experience in municipal executive searches.

Three firms submitted proposals:

Bob Murray & Associates – Extensive history (25+ years) in local government recruitments, strong outreach network, and diversity-focused approach.

1. TS Talent Solutions (Tripepi Smith) – Strong marketing capabilities, extensive California municipal connections, and competitive pricing.

2. Peckham & McKenney – Over 85 years of combined experience in municipal government and executive search, proven record with City Manager and Fire Chief placements, and highly personalized, relationship-based recruitment process.

3. DISCUSSION:

Staff evaluated the three firms based on:

Experience with both City Manager and Fire Chief recruitments.

Candidate outreach and engagement strategy.

Diversity, equity, and inclusion practices.

Timeline and ability to meet the City’s desired schedule.

Cost and value.

Bob Murray & Associates quoted an all-inclusive fee of $28,000 for each executive recruitment, except for City Manager and Police Chief recruitments. Bob Murray & Associates offers a structured 10-step process, an extensive candidate database, and strong diversity outreach. However, as noted, their quoted $28,000 per recruitment excludes City Manager recruitments, which may result in a higher cost.

Peckham & McKenney quoted a fee of $28,000 to $32,000 for each executive recruitment, determined based on the position, timing of the search, and components of the search process. Peckham & McKenney has a strong record of placing City Managers and Fire Chiefs across California and offers an all-inclusive pricing model. However, their recruitment strategies are more traditional and do not leverage the same level of innovative marketing or outreach channels as TS Talent Solutions.

TS Talent Solutions (Tripepi Smith) quoted a fixed fee of $19,500 for each recruitment, plus expenses, for an estimated total of $23,500 per recruitment. During staff's evaluation, TS Talent Solutions stood out for:

Innovative marketing and outreach utilizes advanced social media campaigns, professional video production, and targeted digital advertising to reach passive and active candidates.

Extensive California municipal network; strong relationships with city leaders and executive talent pipelines statewide.

Competitive pricing offers cost-effective services without sacrificing quality, with a clear scope of work that includes advertising and outreach.

Tailored candidate engagement focuses on telling each city’s story to attract candidates who align with the community’s values and strategic goals.

Commitment to diversity incorporates inclusive recruitment strategies to expand candidate pools.

Based on these factors, staff believes TS Talent Solutions (Tripepi Smith) offers the most effective combination of innovative outreach, statewide municipal connections, and competitive pricing to attract the best-qualified candidates for these two high-profile searches.

LEGAL REVIEW:

The City Attorney's Office has reviewed this staff report.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendations; or

2. Provide alternate direction.

Prepared by: Carmelita Underwood, HR/Risk Director
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Recruitment costs for the City Manager and Fire Chief positions, as quoted by TS Talent Solutions for $23,500, will be funded from the professional services budget. The final cost will depend on the scope of services selected but is expected to remain within the allocated budget ( 110.501.14.08.10.00.061.61100).

Attachments
Attachment No. 1 - Tripepi Smith Talent Solutions
Attachment No. 2 - Bob Murray & Associates
Attachment No. 3 - Peckman & Mc Kenney
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability

EXECUTIVE RECRUITMENT

SERVICES
City of West Covina
July 2025
By: Ryder Todd Smith
Co-founder & Principal
Tripepi Smith & Associates
ATTACHMENT NO. 1
Executive Recruitment Services: City of West Covina
2 Table of Contents
COVER LETTER................................................................................3 ABOUT TS TALENT SOLUTIONS....................................................4 EXECUTIVE RECRUITMENT EXPERIENCE....................................9 OUR RECRUITMENT TEAM...........................................................13 OUR STRATEGY & APPROACH....................................................17 COST PROPOSAL ..........................................................................21 REFERENCES.................................................................................25 Executive Recruitment Services: City of West Covina
3 COVER LETTER
Thank you for the opportunity to present TS Talent Solutions’ executive recruitment services in the City of West Covina.

Our parent company, Tripepi Smith, is a force multiplier for communication operations for nearly 200 public agencies across California. Executive Recruiter Christine Martin leads our executive searches, bringing over 20 years of local government experience as the former Assistant City Manager in Livermore, California. Additionally, with a team of 70+ members, Tripepi Smith can harness extensive networks, knowledge and talents — making our firm an invaluable partner for executive recruitment services via TS Talent Solutions (TSTS). Given TS Talent Solutions’ unique mix of technical prowess, industry competency and recruitment wisdom, we provide many advantages to the clients we serve:

1. Tripepi Smith knows people and people know us. We are widely connected in the local government world. Through our partnerships with the largest local government associations in California and over 200 local government agencies, we have a vast network of professionals to tap into.

2. Tripepi Smith understands marketing. We prioritize carefully crafted language and quality visuals to attract the right applicants. Paired with Christine Martin’s strategic knowledge and expertise, we work with our clients to identify the right skill set and personality for the position, compile those requirements into a compelling recruitment package and ensure that the position is presented to the most qualified candidates.

3. TS Talent Solutions is a good fiscal option. As a division of Tripepi Smith, our team delivers high-quality services at a cost that provides fiscal advantages compared to other firms.

Thank you for considering us in this endeavor. We eagerly await the opportunity to discuss our proposal in more detail.

Authorization
I affirm that I have the necessary authority to bind Tripepi Smith Talent Solutions of Tripepi Smith & Associates to agreements with the City of West Covina and to make the following statements on behalf of the firm. This proposal is valid for 60 days from the date of submission.

Regards,
Ryder Todd Smith
Co-Founder & President, Tripepi Smith & Associates, Inc.

[email protected] • (626) 536-2173 • PO Box 52152, Irvine, CA 92619 Executive Recruitment Services: City of West Covina
4 ABOUT TS TALENT SOLUTIONS
A Public Affairs Firm that Understands Talent
TS Talent Solutions (TSTS) is a staffing firm under the umbrella of Tripepi Smith and Associates, Inc., a marketing and public affairs firm. The firm has dedicated itself to solving communication challenges within the local government world since its inception in 2002. It was a natural progression to move into recruitment and talent solutions. Tripepi Smith has worked with more than 200 agencies over the past year alone, including hundreds of city managers, department leaders and other executive staff. We know what and who makes an effective government leader and use that experience to attract, evaluate and retain high-quality talent. With a skilled team of writers, graphic designers and project managers, we can provide the level of support our clients need from beginning to end. We leverage our communications skill set to not only capture the attention of top talent but also to inspire them to take action.

Launching TS Talent Solutions à Through our work at Tripepi Smith, our team has developed a savvy understanding of the major operations of each department within local government agencies, joint powers authorities, special districts, higher education institutions and private sector businesses while simultaneously expanding a network of relationships and platforms that inextricably connect us to the local government community. Thus, TS Talent Solutions was born.

Creative
Tripepi Smith’s creative professionals have worked with public and private clients on imagery, colors and graphic design in an array of projects. Our firm offers creative services that address not only traditional media such as print, websites, logo design and advertising but also non-traditional marketing services, including email campaigns, social media, blogging, SEO (Search Engine Optimization), video production and more. This integrated approach to content development makes the process more efficient and effective for clients. Moreover, they help capture the compelling stories and personalities behind client agencies on their quests to recruit new talent. High-quality materials that present an authentic picture of the job opportunity are powerful tools for attracting the right candidates.

Content x Distribution = Impact
Tripepi Smith was born in the digital era and brings significant technical skills to the table. We take digital communications seriously and recognize how critical it is to not only develop great visuals and messaging but to ensure the audiences we want to reach actually see that content. Without content distribution, there is no impact. We apply this framework to the work we do at TSTS to broadcast local government positions across the industry landscape. For example, we leverage PublicCEO to reach over 17,000 local government executives.

Executive Recruitment Services: City of West Covina
5 Distinguishing Factors
No other recruitment firm can match the public agency access and expertise that we offer, thanks to our parent company’s work with 200+ public agency clients. Tripepi Smith’s extensive experience across communication and recruitment sectors provides invaluable insights that we share with each new client.

Key Advantages
Right Price
Our full-service, boutique-level searches average 10-15% lower than prevailing market rates, ensuring exceptional value for our clients. While Tripepi Smith has a great deal of talent and experience, TS Talent Solutions is an aggressive upstart. It’s crucial to us that we offer clients exceptional value as they support our growth during these early stages.

Professional Network
Tripepi Smith has extensive roots in local government, serving over 200 public agency clients across the West Coast and beyond. Our significant investment in over 20 professional associations and organizations provides direct access to a vast network of industry professionals, representing a diverse range of agency types, departments and career stages.

City Manager Connections
Tripepi Smith is the preferred choice for marketing and communications among city managers. We’ve worked hand-in-hand with many talented city managers over the years. Our connections within the city manager community allow us to attract a wider pool of prospective candidates and ensure our search strategies are grounded in real-world experience.

Sunshine Approach
We bring a bright and positive approach to recruitment, creating an enjoyable process that’s energizing, transparent and effective for our clients and the talent we work with.

Digital Dominance
Tripepi Smith is renowned for our ability to dominate digital platforms and help organizations connect with their target audiences. We leverage our marketing expertise to reach all corners of the online market, raising the profile of both the agencies and the positions we are recruiting for.

Spectrum of Services
Talent Quest Opt for our flat-fee, full-service, boutique-level search, where we meticulously identify a candidate pool and successfully fill specific positions.

Search Support Utilize our graphic designers and digital platforms in tandem with your in-house resources to promote positions efficiently.

Culture Curation Clearly define and promote your organizational ethos to attract talent who are passionate about contributing to and thriving within your unique culture.

Strategic Planning Develop a clear long-term direction for your agency, aligning the efforts of both governing boards and agency staff.

Executive Recruitment Services: City of West Covina
6 Key Advantages
Grounded in Civic Affairs
CFO Nicole Tripepi Smith is a second-generation civic-affairs professional (her father was a city manager for 28 years). President Ryder Todd Smith brings over 20 years of public agency experience to the table.

Tailored Approach
People are at the core of our work at TSTS. Our commitment to #ABL – Always Be Learning – cultivates our appreciation for the fact that each community has a distinct character, shaped by its constituents, council and staff. Collaboration with each new agency deepens our understanding of successful recruitment and strategic planning, continuously expanding our experience and refining our approach to working with diverse stakeholders. This also means that we don’t offer a one-size-fits-all approach. We tailor services to your specific goals and and our recommendations are informed by experience with dozens of agencies across the West Coast. For every new client, we combine proven methods with customized strategies that address your unique needs.

By the Numbers
Executive Recruitment Services: City of West Covina
7 Our Network of Professionals
Tripepi Smith is a household name among the West Coast’s local government agencies. We attend conferences held by the largest national, state and local associations across the West Coast, including ICMA, California Special Districts Association, Municipal Management Association of Northern (and Southern) California, League of California Cities and Washington City/County Managers Association.

We’ve been supporting many of these organizations for more than 20 years and have boots-on-theground experience networking at events, which often are a hub for job-seekers.

Our sponsorship and affiliation with professional industry groups include:

Independent Cities Association Institute for
Local Government
International City/County
Management Association
University of Southern California
City/County Management Fellowship
California City
Management Foundation
San Gabriel Valley
City Managers’ Association
California Association
of Public Information Officials
California Special
District Association
League of California Cities Texas Association of
Municipal Information Officers
California Contract
Cities Association Texas City Management Association
Orange County City
Manager Association
Texas Women’s
Leadership Institute
Cal-ICMA Urban Management Assistants
of North Texas
California Municipal Revenue
and Tax Association Texas Municipal League
Municipal Management
Association of Northern California
Washington City/County Management
Association
Municipal Management
Association of Southern California
Executive Recruitment Services: City of West Covina
8 Tripepi Smith Sample Client Roster
We have a network of 200+ satisfied clients in the local government space. We are happy to connect you with contacts at our client agencies who can share their experience working with Tripepi Smith.

California City Management
Foundation
City of Aliso Viejo
City of American Canyon
City of Atascadero
City of Azusa
City of Baldwin Park
City of Bellflower
City of Benicia
City of Burlingame
City of Claremont
City of Coronado
City of Cotati
(City of) Culver City
City of Cupertino
(City of) Daly City
City of Danville
City of Duarte
City of El Cerrito
City of Encinitas
City of Fountain Valley
City of Foster City
City of Fullerton
City of Gilroy
City of Grover Beach
City of Hawaiian Gardens
City of Hayward
City of Healdsburg
City of Hercules
City of Huntington Beach
City of Indian Wells
City of Irvine
City of La Cañada Flintridge
City of La Palma
City of La Puente
City of La Verne
City of Laguna Hills
City of Laguna Niguel
City of Lake Forest
City of Lakeport
City of Lancaster
City of Livermore
City of Lomita
City of Lynwood
City of Malibu
City of Manhattan Beach
City of Manteca
City of Martinez
City of Menifee
City of Millbrae
City of Morgan Hill
City of Murrieta
City of Napa
City of Orange
City of Orinda
City of Pacifica
City of Palm Desert
City of Palmdale
City of Paramount
City of Pico Rivera
City of Pismo Beach
City of Placentia
City of Pomona
City of Rancho Mirage
City of Rancho Palos Verdes
City of Riverbank
City of Rohnert Park
City of Rolling Hills Estates
City of San Clemente
City of San Leandro
City of Santa Ana
City of Santa Clarita
City of Santa Paula
City of Saratoga
City of Stanton
City of South Gate
City of South Pasadena
City of Tracy
City of Vallejo
Costa Mesa Sanitary District
Del Paso Manor Water District
West County Wastewater District
Independent Cities Association
Independent Cities Finance Authority
Institute for Local Government
League of California Cities
Municipal Management Association
of Northern California
Municipal Management Association
of Southern California
Orange County City Manager
Association
San Gabriel Valley City Managers’
Association
Claremont McKenna College
Executive Recruitment Services: City of West Covina
9 EXECUTIVE RECRUITMENT EXPERIENCE
TS Talent Solutions has a strong track record of delivering effective recruitment solutions for public agencies. Below you will find a list of all of our placements as well as our active and upcoming recruitments.

Our Active & Upcoming Recruitments

POSITION AGENCY STATUS
Finance Director City of Cudahy Beginning Stages
Parks & Recreation Manager City of Ojai Interviews
Engineer Supervisor City of Santa Fe, NM Active Recruitment Engineer City of Santa Fe, NM Active Recruitment
Risk & Safety Compliance Officer City of Santa Fe, NM Active Recruitment Public Utilities Director City of Santa Fe, NM Active Recruitment Afforable Housing Director City of Santa Fe, NM Active Recruitment Our Placements

POSITION CITY PLACEMENT DATE
Director of Innovation & Technology City of Rancho Cucamonga May 2025 Public Works Director City of Palos Verdes Estates May 2025 Deputy City Manager City of Santa Fe, NM May 2025
Executive Director Humboldt County Association of
Governments
April 2025
City Manager City of Indian Wells March 2025
Finance Director City of Commerce February 2025
Human Resources Director City of Menifee January 2025
General Manager Humboldt Bay Municipal Water District December 2024 Executive Director Redwood Coast Energy Authority October 2024 Human Resources and Risk Manager City of Bell August 2024 Information Technology Director City of Pasco, WA May 2024 City Manager City of Lomita April 2024
Deputy Director of Community Services City of Bell November 2023 Executive Recruitment Services: City of West Covina
10 POSITION CITY PLACEMENT DATE
Chief Financial Officer City of Menifee October 2023
Economic Development Director City of Pasco, WA July 2023 City Manager City of La Cañada Flintridge May 2023
Community Services Director City of Bell March 2023
Harbor Director City of Morro Bay February 2023
Parks & Recreation Superintendent City of Fairfield January 2023 Finance Director City of American Canyon January 2023
Finance Director City of Fairfield July 2022
DEI Manager City of San Luis Obispo February 2022
Public Works Director City of Manteca February 2022
Budget Officer City of Tracy January 2022
Finance Director City of Paramount January 2022
Parks & Recreation Director City of American Canyon January 2022 City Manager City of Tracy December 2021
Finance Director City of Manteca December 2021
City Manager City of Manteca September 2021
Fire Chief City of Morro Bay July 2021
Public Works Director City of Morro Bay May 2021
City Attorney City of Manteca February 2021
Director of Development Services City of Manteca September 2020 City Engineer City of Manteca July 2020
Executive Recruitment Services: City of West Covina
11 Our Search Support Work
We also offer a smaller-scale recruitment package for agencies that need help generating qualified applicants but aren’t ready to invest in a full-service executive search. Whether it's crafting compelling marketing materials or leveraging our extensive network to identify strong candidates, our Search Support services can be customized to fit your unique needs. We’ve helped the following agencies successfully attract talent through this approach:

POSITION CITY ENGAGEMENT DATE
Communications & Public Engagement
Manager
City of Newark June 2025
Economic Development Analyst City of Big Bear Lake May 2025 Principal Planner City of Indio January 2025
City Engineer City of Rosemead August 2024
Planning and Economic Development
Manager
City of Rosemead August 2024
Police Captain City of Palos Verdes Estates June 2024
Assistant Finance Director City of Indian Wells March 2024 Human Resources & Risk Manager City of Bell February 2024 Senior Human Resources Analyst City of Bell November 2023 Associate Engineer City of Bell November 2023
Associate Civil Engineer Town of Atherton February 2023 Assistant City Manager City of Saratoga February 2023
City Clerk City of Morro Bay June 2022
Records Program Coordinator West County Wastewater District June 2022 IT Systems Analyst City of Morro Bay February 2022
City Engineer City of Morro Bay December 2021
Engineering Tech III/IV City of Morro Bay December 2021 Finance Director City of Morro Bay July 2021
Assistant City Manager City of Morro Bay April 2021
Executive Recruitment Services: City of West Covina
12 Placement Highlight
Eric Ceja, Assistant City Manager
City of Indian Wells
The City of Indian Wells appointed Eric Ceja as Assistant City Manager in March 2025 following a successful recruitment process by our team.

With nearly 19 years in local government, Eric Ceja brings extensive expertise in economic and community development to the Indian Wells team. Throughout his career, he has led business recruitment and retention efforts, facilitated housing and retail developments and managed intergovernmental relations and development agreements.

As part our recruitment efforts, we designed a 5-page digital recruitment brochure highlighting the City’s mission statement, featuring key information about the City and outlining the ideal candidate.

In addition to posting the opportunity across various job boards and reaching out directly to candidates via our network, we launched a social media campaign across our platforms to amplify the reach.

As a result of our strategic outreach, we sourced 106 applicants from across the nation.

Executive Recruitment Services: City of West Covina
13 OUR RECRUITMENT TEAM
Christine Martin brings over 20 years of experience in the public sector, providing exceptional service to local government. Prior to joining Tripepi Smith, Christine was the Assistant City Manager for the City of Livermore. She worked for Livermore for 21 years, serving in the City Manager’s Office for seven years and as a planner in the Community Development Department for 14 years.

Christine is a courageous, solutions-oriented servant leader. She has strong political acumen and a positive, can-do work ethic. In her role as Assistant City Manager, Christine established and oversaw the city’s communications and emergency management programs, created and implemented the city’s first-ever five-year strategic plan and served as liaison on council subcommittees, including a complex, controversial equity and inclusion subcommittee with elected officials and community members. She was also responsible for the city’s legislative platform and represented the city as a member of the Tri-Valley City Council legislative coalition. Christine built successful relationships in the region and served as chair of the Alameda County City Managers Association.

Christine is also a graduate of the ICMA High Performance Leadership Academy, where she honed her leadership skills in organizational development and change management, negotiation and collaboration and effective communication.

Christine is the face of all TS Talent Solutions recruitments.

Leveraging her extensive local government connections and the broader Tripepi Smith network, Christine conducts targeted outreach to attract top talent. She manages the entire
recruitment process, from screening applicants and facilitating interviews to supporting agencies through the offer and negotiation stages.

Placements
v City of Rancho Cucamonga,
Director of Innovation and
Technology
v City of Santa Fe, Deputy City
Manager
v City of Palos Verdes Estates,
Public Works Director
v Humboldt County Association of
Governments, Executive Director
v City of Commerce, Finance
Director
v City of Indian Wells, Assistant
City Manager
v City of Menifee, Human
Resources Director
v Humboldt Bay Municipal Water
District, General Manager
v Redwood Coast Energy
Authority, Executive Director
v City of Bell, Human Resources &
Risk MAnager
Active Recruitments
v City of Cudahy, Finance Director
v City of Ojai, Parks & Recreation
Manager
v City of Santa Fe, Affordable
Housing Director
v City of Santa Fe, Public Utilties
Director
v City of Santa Fe, Risk & Safety
Compliance Officer
Executive Recruitment Services: City of West Covina
14 Kylie brings a diverse skillset to the team
from her experience in several industries,
such as litigation services, academic
administration and music marketing. She
graduated from Biola University with a
Bachelor of Science in Business
Administration with a concentration in
Business Management. She has a strong
background in social media strategy,
website development, writing and
scheduling and high-volume operations
due to her experiences as Administrative
Assistant at Biola University, Marketing
Intern at Transparent Productions, Social
Media Marketing Manager at TSE
Worldwide Press and Operations Associate
at TSG Reporting.

As Senior Recruitment Coordinator,
Kylie has played an integral role as
TSTS’ lead project manager, overseeing
a variety of successful recruitments.

Placements Supported
v City of Rancho Cucamonga, Director of Innovation and
Technology
v City of Santa Fe, Deputy City Manager
v City of Palos Verdes Estates, Public Works Director
v Humboldt County Association of Governments, Executive Director
v City of Commerce, Finance Director
v City of Menifee, Human Resources Director
v Humboldt Bay Municipal Water District, General Manager v Redwood Coast Energy Authority, Executive Director
v City of Bell, HR/Risk Manager
v City of Pasco, IT Director
v City of Lomita, City Manager
v City of Bell, Deputy Director of Community Services
v City of Menifee, Chief Financial Officer
v City of Pasco, Community & Economic Development Director v City of Bainbridge Island, City Attorney
v City of La Cañada Flintridge, City Manager
v City of Bell, Community Services Director
v City of Morro Bay, Harbor Director
v City of Fairfield, Parks & Recreation Superintendent
v City of American Canyon, Finance Director
v West City Wastewater District, Records Program Coordinator v City of Fairfield, Finance Director
v City of San Luis Obispo, Deputy Building Official
Active Recruitments
v City of Cudahy, Finance Director
v City of Ojai, Parks & Recreation Manager
Executive Recruitment Services: City of West Covina
15 Morgan is a digital media and communications professional with a strong foundation in creative strategy, public engagement and operational leadership. She has managed executive recruitment efforts, supported cross-functional teams and developed tailored messaging across press releases, newsletters, websites and social media. Her experience includes conducting audience research, running digital ad campaigns and increasing
engagement across diverse communities. Combining creative insight with a data-informed approach, she has led teams in producing high-impact deliverables such as graphics, articles and social content to ensure alignment with organizational goals and values.

As Recruitment Coordinator, Morgan facilitates all TSTS project management, supporting a range of successful
recruitments.

Placements Supported
v City of Rancho Cucamonga, Director
of Innovation and Technology
v City of Palos Verdes Estates, Public
Works Director
v Humboldt County Association of
Governments, Executive Director
v City of Commerce, Finance Director
Active Recruitments
v City of Cudahy, Finance Director
As a result-driven professional, Julia is dedicated to driving efficiency and success through her experiences in
communications and marketing. She earned a Bachelor of
Science in Communications with a minor in Digital Arts from the Placements Supported
v City of Santa Fe, Deputy City Manager
v City of Ojai, Recreation Manager
Executive Recruitment Services: City of West Covina
16 State University of New York at Oneonta. Julia further developed her skills in email marketing campaigns, detailoriented writing and research while working for a commercial real estate firm in New York. She built a strong foundation in social media management and general communications
through internships with The Metropolitan Golf Association and Fashion in Action.

As Assistant Recruitment Coordinator, Julia assists in the development of recruitment marketing materials, conducts research to generate prospective candidates and manages the distribution and promotion of all open positions.
v City of Needles, Finance Director
v Humboldt County Association of
Governments, Executive Director
v City of Indian Wells, Assistant City
Manager
v City of Commerce, Finance Director
Active Recruitments
v City of Santa Fe, Affordable Housing
Director
v City of Santa Fe, Public Utilties Director
v City of Santa Fe, Risk & Safety
Compliance Officer
Sofia Gonzalez is an energetic team player with experience in advertising sales, marketing strategy, social media
management and marketing communications. She graduated
cum laude from San Diego State University with a Bachelor of Science in Business Administration with an emphasis in
Marketing. While in college, she worked in the advertising department for the university newspaper, The Daily Aztec and developed her sales and customer relationship skills
immensely. Sofia gained valuable marketing skills during two internships with Axos Bank, where she became skilled in brand image, content writing and consumer engagement.

As Assistant Recruitment Coordinator, Sofia assists in the development of recruitment marketing materials, conducts research to generate prospective candidates and manages the distribution and promotion of all open positions.

Placements Supported
v City of Rancho Cucamonga, Director of
Innovation and Technology
v City of Palos Verdes Estates, Public
Works Director
Active Recruitments
v City of Santa Fe, Affordable Housing
Director
v City of Santa Fe, Public Utilties Director
v City of Santa Fe, Risk & Safety
Compliance Officer
Executive Recruitment Services: City of West Covina
17 OUR STRATEGY & APPROACH
Great teams are the cornerstone of excellent public agencies and service delivery. That is why our Talent Quest service is formulated to find the highest quality candidate that best fits your organization.

At the core of all we do is a deep respect for the local government profession and our commitment to ethical standards.

Our team at TSTS is committed to delivering a seamless, transparent and collaborative recruitment experience that ensures the ideal fit for your open positions. We start each of our recruitments by gaining a deep understanding of the organization’s culture, values and specific needs for the role. This informs our development of targeted messaging to resonate with both active and passive candidates.

Then we leverage a combination of digital advertising, professional networks and direct outreach to ensure a broad and diverse applicant pool.

We understand that personal connection in recruitment can go a long way by fostering trust, building rapport and enhancing overall satisfaction for everyone involved. We strive to provide a uniquely personalized approach, combining top-tier expertise with a personal, human touch to ensure a successful search.

Tailored Approach: This proposal outlines our standard recruitment process; however, we recognize that each agency may have its own preferences. Our team is fully adaptable and prepared to manage the recruitment according to your preferred approach, should it differ from the process and timeline outlined below.

Recruitment Timeline
Below is our typical recruitment timeline. We are prepared to adjust it according to the City's preferences.

Executive Recruitment Services: City of West Covina
18 Recruitment Process
Below is our proposed process, but we're flexible and can adapt to your unique needs and preferences. 1 » We develop the candidate profile.

To kick off the recruitment process, we will meet with relevant stakeholders to identify key knowledge, skills and abilities desired in potential candidates, as well as any specific challenges and opportunities facing the City of West Covina. This stage is critical for understanding your organizational culture and aligning on what “ideal fit” truly means for your team.
(Optional/Add-On) Based on conversations with City of West Covina staff and/or key stakeholders, we will provide a recommendation regarding suggested participation from community members, department heads and other staff. We can also execute stakeholder, staff and/or community outreach and engagement to gather feedback on the selection of new candidates.

All of the insights we gather will be used to draft a detailed candidate profile. This profile becomes the foundation for outreach strategy, candidate screenings and final evaluations.
2 » We craft attractive, strategic marketing materials.

Compelling visuals and strong messaging are essential to attracting high-quality applicants. Our in-house marketing experts will create a cohesive suite of branded, engaging materials to support outreach and position promotion, including:
• A professionally designed six page digital recruitment brochure that highlights the position, your organizational culture, exciting key projects, the benefits of joining your team and instructions on how to apply.
• Five social media posts (including graphic design) for distribution on Tripepi Smith social media channels.
• Compelling job board language for professional placements.

These materials are designed not only to inform but to inspire interest from top-tier candidates.

Executive Recruitment Services: City of West Covina
19 3 » We conduct extensive outreach to source talent.

Once marketing materials are approved, we will launch a robust outreach campaign to build a strong and diverse candidate pool. Our outreach strategy includes:
• Advertising the position through diverse and professional organizations, membership agencies and targeted publications.
• Amplifying visibility by sharing and resharing social media posts across our Tripepi Smith LinkedIn, Instagram, Facebook and X channels. • Leveraging our extensive and diverse network to generate interest and applications.
• Conducting targeted research and proactively reaching out to qualified candidates who may not be actively seeking new opportunities. • Incorporating a national, regional, in-state and local search scope tailored to the City of West Covina’s needs at the beginning of the engagement. • Engaging with internal candidates who express interest in the position.

These strategies ensure we leave no stone unturned in the search for exceptional talent.
4 » We collect applications and screen top candidates.

As applications roll in, we will acknowledge receipt, thoroughly review each one and evaluate them against the required and desired qualifications outlined in the candidate profile. We will rank applicants accordingly and conduct preliminary interviews with the most qualified individuals. We will also provide an objective evaluation of any internal candidates.

We will then present a comprehensive candidate packet to key staff and stakeholders that includes:
• A complete list of all applicants.
• All submitted resumes and cover letters.
• Summary profiles for top candidates who received a preliminary screening interview.
• A list of candidates recommended to proceed to the interview phase.

We will facilitate a discussion with your team to review these materials and share our insights. The final decision on which candidates move forward rests with the appointed staff and stakeholders.

Executive Recruitment Services: City of West Covina
20 5 » We coordinate and facilitate interviews.

Once finalists are selected, our team will manage all aspects of the interview process to ensure a positive experience for both you and the candidates. Our responsibilities include:
• Developing tailored interview questions, screening and evaluation tools and a comprehensive selection matrix.
• Coordinating with candidates and panelists, including managing travel logistics. • Maintaining clear and consistent communication with all stakeholders throughout the process, including interview panelists and staff. • Keeping candidates informed and updated on their status and next steps.

Executive Recruiter Christine Martin will help facilitate the interviews and can travel onsite, as needed. Her attendance in-person is dependent on the preferences and needs of the City.
6 » We take the recruitment to the finish line.

When you’ve identified your preferred candidate, we will continue supporting you through the final stages of the process. This can include:
• Assisting with employment contract negotiations.
• Conducting thorough reference checks and background screenings (e.g., DMV, civil, criminal).
• Providing guidance on onboarding strategies and communications, if desired.

We will also notify all remaining candidates of the outcome in a respectful and timely manner, closing the loop and ensuring a positive candidate experience throughout.

Executive Recruitment Services: City of West Covina
21 COST PROPOSAL
The Talent Quest level of engagement provides the City of West Covina with comprehensive recruitment services to connect you with the most capable and talented candidates available in the market. The fixed cost for each executive recruitment is $19,500, plus expenses, for an estimated total of $23,500.

TALENT QUEST COST
Executive Recruitment $19,500
Estimated Expenses* $4,000
ESTIMATED TOTAL $23,500
Fees for each recruitment will be collected in three installments as follows:

1. Upon execution of the agreement - $6,500

2. Following presentation of candidates - $6,500, plus expenses

3. Upon candidate’s acceptance of offer - $6,500, plus all remaining expenses Volume Discount
We are pleased to offer a volume-based discount structure should you engage us to assist with more than one recruitment. We will apply a $1,000 discount to the second executive recruitment and a $2,000 discount to the third and all subsequent executive recruitments through June 2026.

Service Guarantee
By guaranteeing industry-standard services, we strive to connect you with the highest-caliber talent available. If the selected candidate resigns or is terminated for cause within one year of their appointment, we will conduct another search at no additional professional services charge. You will only need to cover recruitment expenses, including advertising fees, background check fees and travel costs.
*Estimated Expenses
We estimate $4,000 in expenses, which include:
• Paid placements on various digital job boards and hotspots popular with local government agencies. One such platform is the well-known PublicCEO job board for a $425 fee. • Travel reimbursement for one on-site visit.
• Third-party services for background checks.

If expenses appear to exceed the budget outlined above, TS Talent Solutions will discuss that budget risk with City staff and seek authorization before exceeding that expense budget.

Executive Recruitment Services: City of West Covina
22 A Note About Our Competitive Price
You may notice that our pricing is lower than other firms. We leveraged the wealth of talent and experience at Tripepi Smith to create TS Talent Solutions and enter into the recruitment sector. Our service, as much as our price, is competitive, though we never compromise on quality. Each client receives the best of the best, top-tier storytelling about your organization, direct customer service and personalized attention. Our goal is to deliver exceptional value while building lasting partnerships as we continue to grow into the recruiting space.

As-Needed Services
Tripepi Smith will apply the following standard hourly rates and related fees for any authorized asneeded (Time & Materials) work. Such work must be clearly authorized in writing before proceeding. 2025-26 Hourly Rates Standard Reduced Retainer
Principal $380 $315
Director $265 $225
Art/Creative Director $265 $225
Senior Business Analyst $205 $180
Business Analyst $150 $125
Junior Business Analyst $115 $100
Senior Videographer/Animator $205 $175
Senior Photographer $175 $150
Videographer/Photographer $140 $120
Junior Videographer/Photographer $115 $100
Senior Graphic Designer $195 $165
Graphic Designer $140 $120
Junior Graphic Designer $115 $100
Web Developer $210 $185
Junior Web Developer $115 $100
Drone Operator $205 $180
Council Chamber A/V Operator $115 $100
Invoicing & Payment Terms
At Tripepi Smith, we bill on either a Retainer, Fixed Fee or Time & Materials basis, with each billing type following its own payment schedule. Regardless, terms are Net 30 days. • Fixed Fee work is billed upon defined milestones.

Executive Recruitment Services: City of West Covina
23 • Time & Materials work is billed in 15-minute increments (i.e. 4.0, 1.25, 6.5 or 0.75 hours) at the end of the month in which work is done.
• Retainer work is billed on the 15th of each month.

Other Cost Information
Tripepi Smith has related service fees that may come up during our engagement that we want to tell you about.

Annual Increase
Tripepi Smith will increase the hourly rates and retainer fees for all resources by 5% or the national CPI index – whichever is higher – each year on the anniversary of the contract, starting on the first anniversary of any contract when the contract duration is longer than one year. Otherwise, new rates will be negotiated with each new contract.

Retainer Discount
When a client’s retainer exceeds $7,500 per month, they gain access to our reduced retainer rates.

Travel Costs
Travel costs must be pre-authorized and then will be reimbursed by the client for any requested travel to complete a requested scope of work. Travel costs may include airfare, lodging, car rentals and gas.

Additionally, when client work requires that we be onsite, we will invoice for a resource’s travel time at 50% of the resource’s hourly rate.

Equipment Costs
Tripepi Smith offers some services that require equipment, such as drone operations and video production. As such, in those cases, the following rates apply:

Half Day (Under 4 Hours) Full Day (4+ Hours)
Video $450 $650
Drone $550 – Flat Fee
Please note that A/V equipment fees are based on the amount and type of equipment required, with pricing tailored to the specifics of each event.

Music and Video Licensing
Sometimes, the client will want Tripepi Smith to apply music or use stock imagery/video while producing video. In these cases, we will need to apply licensing fees of approximately $100 per song and $200 if we use stock video imagery. This will provide a license for the use of the music and video footage to Tripepi Smith and its clients.

Executive Recruitment Services: City of West Covina
24 Service Fees
Tripepi Smith prefers that clients pay service providers directly to avoid unnecessary administrative costs. You should also know, however, that we have no economic interest in service providers, unless otherwise specified in this proposal.

If a client asks Tripepi Smith to pay for a service provider bill, we will apply a 10% agency fee to the reimbursement expense. Typical service fees include, but are not limited to: print, mailing, digital advertising, media placements, voiceovers, translations and closed captions.

Partner Access
Tripepi Smith has access to entities that may be relevant to our engagement. These partnerships allow Tripepi Smith to offer clients extra media reach or additional services at partner pricing.

Local Information Network of Knowledge (LINK): www.LocalInfoNetwork.com – A community forum for local government professionals in California to discover and share resources, policies, sample work products, best practices and more.

PublicCEO: www.PublicCEO.com – Digital news about public affairs, reaching over 17,500 California government executives through a daily podcast, job board, video podcast and more.

Civic Business Journal: www.CivicBusinessJournal.com – Digital interest stories on the people, companies and solutions that make local government in California more effective.

FlashVote: www.FlashVote.com – Statistically valid surveying that helps leaders make decisions. • Disclaimer: Tripepi Smith President Ryder Todd Smith is an investor in FlashVote.

Tripepi Smith Talent Solutions: www.TSTalentSolutions.com – A multifaceted recruitment consultancy service, combining local government access with communications to advance talent quests and build culture warriors.

Meltwater: www.TripepiSmith.com/Media-Intelligence – An enterprise-class, comprehensive media monitoring solution that is best combined with Tripepi Smith’s analytics team.

Tripepi Smith owns PublicCEO, a local government news publication dedicated to providing a statewide perspective on California’s cities, counties and special districts. PublicCEO reaches over 17,500 local government executives — city managers, county administrators and public executives included — through a daily newsletter, website and job board. The publication actively seeks stories promoting cross-sector partnerships to provide decision-makers with best practices, perspectives on trends, innovations and access to opportunities.

Executive Recruitment Services: City of West Covina
25 REFERENCES
City of Rancho Cucamonga
Peter Castro
Deputy City Manager
909-774-2408
[email protected]
We recently filled the Director of Innovation and Technology position in Rancho Cucamonga. Our scope for this recruitment included:
• Meeting with City staff and key personnel
• Development of candidate profile
• Recruitment brochure & marketing materials
• Job board posting and management
• Direct networking and outreach campaign
• Screening of applicants and presentation of candidates • Interview coordination and facilitation
• Assistance with selection process and negotiations
City of Indian Wells
Chris Freeland
City Manager
760-346-2489
[email protected]
We recently we filled the Assistant City Manager position in Indian Wells. This scope included:
• Meeting with City staff and key personnel
• Development of candidate profile
• Recruitment brochure & marketing materials
• Job board posting and management
• Direct networking and outreach campaign
• Screening of applicants and presentation of candidates • Interview coordination and facilitation
• Assistance with selection process and negotiations
We also assisted with an Assistant Finance Director recruitment. Our scope of work for this recruitment was much smaller. It included:
• Meeting with City staff and key personnel
• Development and distribution of marketing materials
City of Menifee
Armando Villa
City Manager
951-672-6777
[email protected]
TS Talent Solutions has filled two key roles in the City of Menifee: Human Resources Director and Chief Financial Officer.

Our scope of work for both positions included:
• Meeting with City staff and key personnel
• Development of candidate profile
• Recruitment brochure & marketing materials
• Job board posting and management
• Direct networking and outreach campaign
• Screening of applicants and presentation of candidates • Interview coordination and facilitation
• Assistance with selection process and negotiations
A Proposal to Conduct Executive Recruitment Services
on behalf of the City of
1544 Eureka Road, Suite 180
Roseville, CA 95661
(916) 784-9080
(916) 784-1985 fax
ATTACHMENT NO. 2
July 29, 2025
Mayor Tony Wu &
Members of the City Council
City of West Covina
1444 West Garvey Avenue South
West Covina, CA 91790
Submitted via email to: [email protected]
Dear Mayor Wu & Members of the City Council:

Bob Murray & Associates is pleased to submit a proposal to provide Executive Recruitment Services for the City of West Covina. The following details our qualifications and describes our systematic—yet flexible—method of identifying, recruiting, and screening outstanding candidates on your behalf. It also includes a proposed budget, timeline, and guarantee for each recruitment conducted.

At Bob Murray & Associates, we pride ourselves on providing quality service to local governments, non-profit agencies, and private firms. Our recruitment process helps you to determine the direction of the search and the types of candidates you seek while capitalizing on our decades of experience and vast network of contacts to reach those candidates. Our expertise ensures that the candidates we present to the City of West Covina will match the criteria you have established, be a positive placement for your organization, and be outstanding in their field.

Bob Murray & Associates has an unmatched record of success in recruiting local government professionals. With over 25 years of experience, we have placed over 2,100 executives and professionals including but not limited to:

City/County Managers
General Managers
Executive Directors
Chief Technology Officers
Chief Operating Officers
Chief Financial Officers
City Attorneys/County Counsels
Community Development Directors
Economic Development Directors
Equity Officers
Finance Directors
Fire Chiefs
Health & Human Services Directors
Human Resources Directors
Independent Police Auditors
Police Chiefs
Public Works Directors
Planning Directors
We work as a team on every search at Bob Murray & Associates. Your Executive Recruiter would be Stacey Stevenson, Jon Lewis, Yasmin Beers, Adele Fresé, or Mike Ishii who would serve as the Project Lead. Each recruitment is also assigned a dedicated Recruiting Coordinator to help manage administrative details, logistics, and marketing. Together, they will ensure a seamless recruitment experience from beginning to end.

To learn first-hand of the quality of our services and why the majority of our engagements come from repeat and referred clients, we invite you to contact the references listed on page 14 of the attached proposal.

We look forward to your favorable consideration of our qualifications. Please do not hesitate to contact us at (916) 784-9080 with any questions.

Sincerely,
Valerie Gaeta Phillips
President, Bob Murray & Associates

TABLE OF CONTENTS
THE RECRUITMENT PROCESS................................................................4 STEP 1 DEVELOP THE CANDIDATE PROFILE........................................................4 Optional Service: Community and Staff Involvement.......................................................4 STEP 2 DESIGN/DISTRIBUTE BROCHURE AND ADVERTISEMENTS ...................4 Reaching Diverse Candidates .........................................................................................5 STEP 3 RECRUIT CANDIDATES ................................................................................5 STEP 4 SCREEN CANDIDATES ..................................................................................5 STEP 5 CONDUCT PRELIMINARY INTERVIEWS......................................................4 STEP 6 SEARCH PUBLIC RECORDS...........................................................................4 STEP 7 MAKE RECOMMENDATIONS .......................................................................4 STEP 8 FACILITATE FINAL INTERVIEWS.................................................................4 STEP 9 CONDUCT BACKGROUND AND REFERENCE CHECKS ............................5 STEP 10 ASSIST IN NEGOTIATIONS.........................................................................5 COMPLETE ADMINISTRATIVE ASSISTANCE .......................................6 COSTS AND GUARANTEE ..........................................................................7 PROFESSIONAL FEE AND EXPENSES ......................................................................7 Optional Services ...........................................................................................................7 GUARANTEE...............................................................................................................8 RECRUITMENT SCHEDULE .....................................................................8 FIRM PROFILE..............................................................................................9 REFERENCES..............................................................................................14 Bob Murray & Associates Proposal for the City of West Covina Page 4

THE RECRUITMENT PROCESS
Bob Murray & Associates’ recruiters are specialists in finding positive placements and providing security and fairness to candidates and clients while ensuring the integrity of the search process.

Outlined below are the steps in our proven recruitment process, refined through our 30+ years of experience in executive recruiting.

STEP 1 DEVELOP THE CANDIDATE PROFILE
Our understanding of the City of West Covina’s needs will be key to a successful search. Stacey Stevenson, Jon Lewis, Yasmin Beers, Adele Fresé, or Mike Ishii will meet with the appropriate hiring authority and key stakeholders to learn as much as possible about the ideal candidate for the position. We want to become familiar with the values and culture of the organization, as well as to understand the current and future issues, challenges, and opportunities in the City of West Covina.

Stacey Stevenson, Jon Lewis, Yasmin Beers, Adele Fresé, or Mike Ishii will review and help define the City’s wish-list regarding the ideal candidate’s personality, management style, knowledge, skills, and abilities and will work with the City to identify expectations regarding education and experience. The appropriate city hiring manager and Ms. Stevenson, Mr. Lewis, Ms. Beers, Ms.

Fresé, or Mr. Ishii will discuss compensation, benefits, and other key information necessary to ensure that outstanding candidates are attracted to this opportunity. The profile we develop together at this stage will drive subsequent recruitment efforts.

Optional Service: Community and Staff Involvement
We find that many of our clients value a recruitment process that opens the opportunity for community members, business leaders, organization representatives, and employees to provide input regarding the ideal candidate. Our recruiters are skilled in designing and facilitating forums, town hall meetings, and online surveys that allow equitable involvement from a variety of constituencies and in consolidating feedback into a cohesive narrative of common themes.

If the City of West Covina so desires, we will work with the appropriate hiring manager to create a customized community and/or staff input process.

STEP 2 DESIGN/DISTRIBUTE BROCHURE AND ADVERTISEMENTS
Ms. Stevenson, Mr. Lewis, Ms. Beers, Ms. Fresé, or Mr. Ishii and your dedicated Recruitment Coordinator will use the candidate profile developed with the City of West Covina to create a professional recruitment brochure, with the assistance of our professional graphic designer. The four-page, full-color brochure will describe the community, organization, position, ideal candidate, and compensation and will include pictures provided by the City of West Covina that you feel best represent your organization and your community.

Upon your approval, your recruiter will send the brochure by postal mail and email to a targeted audience, personally inviting potential candidates to apply for the position. We will also place the recruitment brochure on our website, which attracts over 11,000 unique hits weekly and is a trusted Bob Murray & Associates Proposal for the City of West Covina Page 5 resource for candidates seeking executive and professional positions. Two sample brochures are included in this proposal package for your reference.

Your recruiter will also design an effective advertising campaign appropriate for each recruitment.

Our broadest outreach comes through our active social media involvement on Facebook, LinkedIn, and X (formerly Twitter), where upcoming and current positions are posted. Sources such as Western City Magazine, PublicCEO, and the Careers in Government website will be used to reach an extensive local government audience, while position-specific postings will be chosen to attract candidates who have built their careers in and are committed to the field for which you are recruiting.

Bob Murray & Associates does not typically place ads with job aggregators or general job posting sites such as CareerBuilder, Monster, or Indeed, as we have found that the broad reach of these sites does not necessarily lead to quality candidates for executive and professional positions.

Reaching Diverse Candidates
Bob Murray & Associates, a woman- and minority-owned business, is proud of its commitment to attracting and placing diverse candidates. Not only do we place advertisements with websites designed to attract minority and female candidates, but our President, Valerie Phillips, is a member herself of many diversity-focused organizations including the Local Government Hispanic Network, the League of Women in Government, the Professional Women’s Network, Mexican Professionals, and Women Leading Government. She networks frequently with fellow members to gain insight into which potential candidates are leaders in their field.

Your recruiter will seek to reach candidates in communities and organizations with demographic profiles and populations served like that of the City of West Covina, to maximize the potential for individuals from a wide variety of backgrounds, cultures, and life experiences, to be considered for the specific position being recruited.

STEP 3 RECRUIT CANDIDATES
The strongest candidates are often those who are successful and content in their current positions and need to be sold on a new opportunity. Our extensive network of contacts, developed through over 1,400 successful placements, is a primary source for identifying and obtaining referrals for these candidates. Our in-house database of 40,000 current and former executive and professional candidates is a valuable resource that can only be built over time—time that we have invested into perfecting our process for finding the right candidates for our clients. Our aggressive outreach efforts are focused on phone calls to personally invite potential applicants, answer questions, and allay any reservations, and these efforts are essential to the success of the recruitment.

STEP 4 SCREEN CANDIDATES
Following the closing date for an individual recruitment, your recruiter will screen all resumes we have received, using the criteria established in the candidate profile as a basis upon which to narrow the field of candidates. Internal candidates receive sensitive consideration, and your Bob Murray & Associates Proposal for the City of West Covina Page 4 recruiter will discuss with the City’s hiring manager how the City of West Covina wishes to proceed with these candidates.

STEP 5 CONDUCT PRELIMINARY INTERVIEWS
Ms. Stevenson, Mr. Lewis, Ms. Beers, Ms. Fresé, or Mr. Ishii will personally interview the top 10 to 15 candidates from the resume screening, with the goal of determining which candidates have the greatest potential to succeed in your organization. To reduce travel-related expenses to our clients and increase efficiency in the search process, these interviews are typically conducted via Zoom or Teams.

STEP 6 SEARCH PUBLIC RECORDS
Under the direction of your recruiter, your dedicated Recruitment Coordinator will conduct a review of published print and online articles for each recommended candidate. Sources include Lexis-Nexis™, Google, social media, and our contacts in the field. This will alert your recruiter to any further detailed inquiries we may need to make before our recommendations are finalized.

STEP 7 MAKE RECOMMENDATIONS
Based on our findings during the preliminary interview process, Ms. Stevenson, Mr. Lewis, Ms.

Beers, Ms. Fresé, or Mr. Ishii will recommend a limited number of candidates for your further consideration. Your Recruiter will make specific recommendations and will help facilitate discussions regarding the candidate pool, but the final determination of those to be considered will be up to you.

We typically recommend 6-8 candidates that we feel will best match your expectations, and we prepare a detailed written report on each candidate. This bound report provided to each member of the decision-making body includes:

Candidate list with Recommended Finalists identified in Group 1 and Group 2 (primary and secondary recommendations), as well as Internal candidates Summary of experience and education for each Recommended Finalist candidate Complete cover letter and resume for each Recommended Finalist candidate List of Other Applicants (those who did not meet minimum qualifications or were otherwise unsuitable, based on our screening process)
Bob Murray & Associates maintains all search records for a period of seven (7) years following each recruitment, and we are happy to forward cover letters and resumes for each applicant by postal mail or email as soon as the recruitment closes to new applications.

STEP 8 FACILITATE FINAL INTERVIEWS
Our years of experience will be invaluable as we help you develop an interview process that objectively assesses the qualifications of each candidate. We will work with the City of West Bob Murray & Associates Proposal for the City of West Covina Page 5 Covina to craft and implement an interview approach that fits your needs. This may include individual and panel interviews with City staff and key stakeholders, community/employee interview panels, writing and presentation samples, meet-and-greets, or another specialized process element Ms. Stevenson, Mr. Lewis, Ms. Beers, Ms. Fresé, or Mr. Ishii helps the City of West Covina design.

Ms. Stevenson, Mr. Lewis, Ms. Beers, Ms. Fresé, or Mr. Ishii will be present on-site during the interviews to facilitate as necessary during the process and to guide discussion to consensus regarding final candidates. Bound interview books will be provided to each interview panel member containing:

Recruitment brochure with candidate profile
Interview schedule
Suggested interview questions
Experience summary, cover letter, resume, and rating form for each candidate
Ranking forms for use during the panel interview process We will work closely with your staff to coordinate interview dates and times and reach out directly to candidates to schedule. Our goal is to ensure that each candidate has a positive experience, as the way the entire process is conducted will influence the final candidates’ perception of your organization.

STEP 9 CONDUCT BACKGROUND AND REFERENCE CHECKS
Ms. Stevenson, Mr. Lewis, Ms. Beers, Ms. Fresé, or Mr. Ishii and your Recruitment Coordinator will conduct detailed reference checks for up to three (3) final candidates. To gain an accurate and honest appraisal of the candidates’ strengths and weaknesses, we will talk candidly with people who have direct knowledge of their work and management style. In addition to gaining a 360- degree view of candidates from the perspective of their supervisors, subordinates, and peers for the past several years, we will make a point of speaking confidentially to individuals who may have further insight into a candidate’s abilities but who may not be on their preferred list of contacts.

Your Recruitment Coordinator will work with candidates and our professional backgrounding firm, HireRight, to conduct credit, civil litigation, and motor vehicle record checks and verify candidates’ degrees.

STEP 10 ASSIST IN NEGOTIATIONS
We recognize the critical importance of successful negotiations and can serve as your representative during this process. Your recruiter will know what other organizations have done to put deals together with great candidates and what the current market is like in the industry you’re recruiting. Your recruiter will be available to advise you regarding current approaches to difficult issues, such as housing and relocation. We will represent your interests and advise the chosen candidate and you regarding salary, benefits, and employment agreements, with the goal Bob Murray & Associates Proposal for the City of West Covina Page 6 of putting together a deal that results in the appointment of your chosen candidate. With our proven experience and vested interest in a positive outcome, we can turn a very difficult aspect of the recruitment into one that is straightforward and agreeable for all parties involved.

COMPLETE ADMINISTRATIVE ASSISTANCE
We receive many unsolicited testimonials each year from clients and candidates alike noting our prompt, considerate, accurate, and professional service during the search process. Throughout the recruitment, in time intervals that suit the City of West Covina, we will provide you with updates on the status of the search and attend to all administrative details on your behalf.

Candidates receive immediate acknowledgement of their applications, as well as personal phone calls and/or emails (as appropriate) advising them of their status at each critical point in the recruitment. Candidates who receive preliminary or final interviews and are not chosen to move forward in the interview process will receive personal calls from your recruiter on behalf of the City of West Covina.

It is our internal company standard that all inquiries from clients and candidates receive a response within the same business day whenever possible, and certainly within 24 hours if the inquiry is received during the work week. Your recruiter will be available to the City of West Covina by office phone, cell phone, and email at any time to ensure a smooth and stress-free recruitment process.

Bob Murray & Associates Proposal for the City of West Covina Page 7

COSTS AND GUARANTEE

PROFESSIONAL FEE AND EXPENSES
The all-inclusive fixed, flat professional services fee for each Executive Recruitment on behalf of the City of West Covina is $28,000. (This proposal does NOT include recruitments for a City Manager or a Police Chief.) Services provided for in this fee consist of all steps outlined in this proposal, including an onsite meeting per recruitment. The professional fee does not limit the amount of time invested by Bob Murray & Associates in promoting a successful outcome for this project. In fact, our mission for this project is to ensure we assist in identifying the right candidate for the City of West Covina. Therefore, your recruiter will contact the City at the first anniversary of the placement to confirm an effective transition has occurred.

Optional Additional Cost Services
Community/Staff Input Forum: $1,500/day, plus travel expenses if in person. $250/meeting if virtual
Online survey: $500 (Surveys include formatting questions and preparing survey link.

Services do not include summaries or analysis of data.) Additional on-site meeting days: $1,500/day/recruiter, plus travel expenses Additional background checks: $300/candidate
Additional reference checks: $500/candidate
Additional hires: $9,000/candidate
Other services: $250/hour or $1,500/day
Bob Murray & Associates Proposal for the City of West Covina Page 8

GUARANTEE
Should a candidate recommended by our firm resign or be terminated within the first 12 months of employment, we will provide the City of West Covina with professional services to secure a replacement. Services will be provided at no cost, aside from additional expenses incurred on the City of West Covina’s behalf during the new search. We are confident in our ability to recruit outstanding candidates and do not expect the City to find it necessary to exercise this provision of our proposal.

RECRUITMENT SCHEDULE
We are prepared to start work on this assignment upon receipt of a signed professional services agreement or other written, authorized notification. A full search can be completed in 13-16 weeks from the date of initial meetings with our client.

The final recruitment schedule will be determined in collaboration with the City of West Covina.

A typical timeline of tasks and events is included here for reference.

Bob Murray & Associates Proposal for the City of West Covina Page 9

FIRM PROFILE

OUR STAFF
Bob Murray & Associates is a small firm focusing exclusively on executive search services. We have a team of fourteen (15):

Bob Murray, Founder
Valerie Gaeta Phillips, President
Gary Phillips, Executive Vice President
Joel Bryden, Vice President
Yasmin Beers, Senior Executive Recruiter
Adele Fresé, Senior Executive Recruiter
Stacy Stevenson, Senior Executive Recruiter
Jon Lewis, Executive Recruiter
Stephanie Dietz, Executive Recruiter
Jeff Mori, Executive Recruiter
Alexandria Kopack, Recruitment and Operations Manager
Kathy Lolas, Senior Recruitment Coordinator
Grace Marshall, Senior Recruitment Coordinator
Steph Souza, Assistant Recruitment Coordinator
George Lolas, Contracts Administrator
Please see your lead recruiter’s biography below:

STACEY STEVENSON, SENIOR EXECUTIVE RECRUITER

In Ms. Stevenson’s 32 years of service in municipal government, she worked for the California cities of San Diego, National City, and Murrieta. Ms. Stevenson began her professional career in City of San Diego as a Personnel Analyst and went on to work in the Personnel, Metropolitan Wastewater, Engineering, and Contracting departments; as well as the City Manager’s office, progressing from Analyst to Deputy Director. She also assumed special projects such as the creation and opening of the City’s neighborhood service centers and Liaison to the City Council.

From San Diego she joined the City of National City where she served as the Director of Human Resources, the Director of Administrative Services, and Deputy City Manager. She oversaw Community Services, Finance, Human Resources, and Information Technology; and managed special projects such as the balloting and passage of the City’s local sales tax and the implementation of a new payroll module.

Bob Murray & Associates Proposal for the City of West Covina Page 10 In the City of Murrieta, Ms. Stevenson served as Administrative Services Director and Deputy City Manager, again overseeing Community Services, Finance, Human Resources, and Information Technology, and managing special projects. Ms. Stevenson has also served as a commissioner on both the Child Care and Civil Service Commissions for the City of Chula Vista.

Ms. Stevenson holds a Bachelor’s degree in Industrial Organizational Psychology as well as a Master of Business Administration degree with an emphasis in Human Resource Management.

YASMIN BEERS, SENIOR EXECUTIVE RECRUITER
Yasmin Beers brings over 33 years of municipal government experience to Bob Murray and Associates. Yasmin retired as the City Manager for Glendale with a population of over 200,000. She served as Chief Executive Officer overseeing close to 2,000 employees serving in Police, Fire, Public Works, Parks, Community Development, Library Arts & Culture, Innovation Performance & Audit, and Water & Power to name a few.

Yasmin’s three decades of experience in public service brings extensive background in public sector finance, human resources management, contract negotiations, strategic planning & organizational leadership, policy development, emergency response & planning, team building and performance improvement. Throughout her career, Yasmin has had a great deal of experience in recruiting, selecting and hiring employees for executive and management level positions with a focus on the organizational needs and culture.

Yasmin currently serves on the Glendale Memorial Hospital Community Board of Directors and the Advisory Board for Village Christian School. Yasmin is a past member of Soroptimist International of Glendale where she served as President in 1999/2000. She is a past board member of Glendale Healthy Kids, Salvation Army and the American Red Cross. In 2011 the Glendale Chamber of Commerce recognized Yasmin as Woman of the Year; in 2013 she was the recipient of The Armenian American Woman of Excellence Award; in 2014 Yasmin was recognized by the Glendale Educational Foundation for her distinguished service and philanthropic efforts; in 2015, YWCA awarded Yasmin with the Heart & Excellence Award; in 2017, she was recognized by Business Life Magazine as a Women Achiever; and in 2018 the California State Senate recognized Yasmin as one of the Woman of the Year, each a tribute to her core values that represent her civic responsibilities, volunteerism and community service.

Yasmin has a Bachelor of Arts degree in Political Science from California State University, Northridge and a Master’s degree in Organizational Leadership from Woodbury University.

Bob Murray & Associates Proposal for the City of West Covina Page 11 ADELE FRESÉ, SENIOR EXECUTIVE RECRUITER

Adele Fresé brings 27 years of local government experience to Bob Murray & Associates, having retired as Chief of Police in Salinas, CA prior to joining the firm in 2021. Adele began her public service career in 1985 as an active-duty member of the United States Marine Corps before serving the City of Corpus Christi for 20 years.

Adele has extensive experience in hiring and promotional processes, as well as interviewing candidates for advancement in all aspects of local government.

During her 7 years as a Chief of Police, Adele exercised strong leadership and implemented monumental changes leading to the diversification of her agency’s sworn staff. Adele’s commitment to collaboration with the public and law enforcement agencies earned her the Partner of the Year Award from Homeland Security Investigations, and her Department the Community Policing Award from the Community Policing Institute of California.

Adele received her Bachelor of Science degree in Criminal Justice Administration from California State University at Hayward, and a minor degree in Sociology. She earned a Master of Science in Public Safety, completed the Senior Executives in State and Local Government program at the Harvard Kennedy School, and PERF’s Senior Management Institute for Police. She is a Texas Certified Public Manager.

JON LEWIS, EXECUTIVE RECRUITER
Jon Lewis brings over 30 years of municipal government experience to Bob Murray and Associates. Jon began his career in public service in 1991 with the City of Newport Beach, an iconic coastal community of 53 square miles in Southern California. After successfully working his way through the ranks of the Police Department, he honorably retired in December of 2022 after serving as the Chief of Police for nearly seven years. Jon is known for his commitment to selfless service, ethical leadership and maintaining longstanding community partnerships. During his tenure as Chief of Police, the Newport Beach Police Department achieved reduction in crime to historic lows through effective, data-driven community policing strategies as well as excellence in emergency response and 911 call answer times.

Jon graduated with honors from California State University Long Beach with a Bachelor of Science degree in Criminal Justice and Speech Communication and holds a Master of Arts degree in Criminal Justice from Chapman University. He is a graduate of several advanced law enforcement training courses including the California Commission on Peace Officer Standards and Training Command College. Jon has authored two university-level textbooks in criminal justice and is an instructor with the Center for Criminal Justice Research and Training at California State University Long Beach.

He and his wife, Darcy, have two children and reside in Orange County.

Bob Murray & Associates Proposal for the City of West Covina Page 12

MICHAEL ISHII, EXECUTIVE RECRUITER

Michael Ishii is a retired Police Chief and consultant specializing in public safety and government technology. From August 2024 to January 2025, he served as Interim Police Chief for the Fountain Valley Police Department in Orange County, CA.

Previously, he spent 32 years with the Hawthorne Police Department, serving as Chief from 2018 to 2022. During his tenure, he helped transform the department into a community policing-driven organization focused on employee empowerment, officer wellness, and innovation. He spearheaded the Hawthorne Safe Initiative, enhancing public safety in parks, schools, neighborhoods, traffic, and businesses. He launched Care for Blue, a wellness program supporting mental health, career development, financial planning, and physical well-being. Under his leadership, HPD became the first agency in the region to hire a fulltime Medical Director and implement a paramedic and EMT training program for officers, significantly improving emergency response capabilities. These initiatives strengthened departmental culture, resilience, and public trust, positioning HPD as a leader in innovative policing.

Mike is currently an Instructor for the California Police Chiefs Association (CPCA) Executive Leadership Program. He is also a member of the National Association of Asian American Law Enforcement Commanders (NAAALEC), where he provides career guidance, leadership training, and mentorship to its members, helping to cultivate the next generation of law enforcement leaders.

Mike also serves on the Advisory Board for Carfax for Police, offering expertise on data-driven law enforcement strategies and technology integration. Additionally, he is a subject matter expert in community policing with the U.S. Department of Justice Community Oriented Policing Services (COPS Office), contributing to national policing initiatives.

Mike received his MA from California State University Dominguez Hills in Negotiation, Conflict/Management, and BA from California State University Long Beach in Communication Studies - Interpersonal and Organizational Communication.

Mike was born in Japan and grew up on a US military base near Tokyo. He is fluent in Japanese.

Bob Murray & Associates Proposal for the City of West Covina Page 13

CORPORATION
Bob Murray & Associates was founded in May 2000 and operated under the corporation name MBN Services, Inc. until June 2014; our new corporation name is GVP Ventures, Inc., incorporated in California in 2014. Contact information for the corporation and the firm is as follows:

GVP Ventures, Inc. OR Bob Murray & Associates
1544 Eureka Road, Ste. 180
Roseville, CA 95661
(916) 784-9080
[email protected]
Our corporation and firm are financially sound (and have been so since 2000), with documentation from our accountant available to your organization prior to final execution of a professional service agreement. We have never been involved in any litigation, aside from our personnel serving as expert witnesses when called to do so.

PROFESSIONAL ASSOCIATIONS
Our firm, represented by either our President or our Executive Vice President, are involved in the following organizations to remain engaged with current and future issues relevant to the work we conduct on behalf of clients like County of Lassen:

California Special Districts Association
California City Management Foundation (CCMF)
Engaging Local Government Leaders (ELGL)
International City/County Management Association (ICMA) International Network of Asian Public Administrators (I-NAPA) League of California Cities
League of Women in Government
Municipal Management Association of Northern California (MMANC) Municipal Management Association of Southern California (MMASC) National Forum for Black Public Administrators (NFBPA)
Members of our leadership team not only attend events sponsored by these associations but are also frequently called upon to serve as panel members and to provide specialized lectures regarding industry-specific issues.

Recent and upcoming speaking engagements and trainings provided by our staff include:
“Role of the Chief” class, annually presented by Jon Lewis on behalf of the California Police Chiefs Association;
MMANC and MMASC annual mock interviews;
Annual League of California Cities Booth; and
Annual League of California Cities City Manager’s Conference (City Manager hosted event).

Bob Murray & Associates Proposal for the City of West Covina Page 14

REFERENCES
Clients and candidates are the best testament to our ability to conduct quality searches. Clients for whom Bob Murray & Associates has recently conducted similar searches are listed below:

CLIENT: City of Petaluma, CA
POSITIONS: Finance Director/Deputy City Manager
City Clerk
Police Chief
Public Works Director
Director of Water Resources & Utilities
REFERENCE: Ms. Peggy Flynn, City Manager
(707) 778-4345
CLIENT: City of Ventura, CA
POSITIONS: City Manager
City Attorney
Assistant City Manager
Police Chief
REFERENCE: Ms. Danielle Keys, Human Resources Director
(805) 654-7852
CLIENT: Monterey County, CA
POSITIONS: County Administrative Officer
Risk Manager
Human Resources Director
County Counsel
Military & Veterans Affairs Officer
Director of Social Services
REFERENCE: Ms. Sonia DeLaRosa, Chief Administrative Officer, (831) 755-5312
We appreciate the City of West Covina’s consideration of our proposal and look forward to working with you.

Bob Murray & Associates Proposal for the City of West Covina Page 15 Prepared for the exclusive use of the City of West Covina, CA

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Proposal for City of West Covina, California
Executive Recruitment
July 28, 2025
Peckham & McKenney
Peckham & McKenney provides executive search services to local government agencies primarily in California (CA), and is headquartered in Roseville, CA. The firm, founded in 2004 by Bobbi (Peckham) McKenney and Phil McKenney, and under the ownership and leadership of Anton “Tony” Dahlerbruch, maintains and is recognized for an unsurpassed commitment to service that has resulted in decades of successful placements and positive relationships with local government and applicants alike. Our team is comprised of Executive Recruiters who are based in northern and southern California and represent over 85 collective years of experience in local government and executive search. Our team also includes administrative, research, and marketing and design professionals for conducting searches. We are proud of our reputation as one of the most trusted and respected executive recruitment firms in the country.

Since 2004, we have conducted innumerable executive level recruitments. The scope of our recruitments includes all executive and department level positions in cities, counties and special districts including City Manager, Fire and Police Chief, Finance Director, Public Works Director, etc.

A full list of all our searches be viewed here, and specific, recent searches for every position will be provided on request. To learn more about Peckham & McKenney, we also invite you to visit our web site at www.peckhamandmckenney.com.

Scope of Services
It is our understanding that the City of West Covina is seeking to have a search firm available for finding potentially several executive level positions including, possibly, City Manager and/or Fire Chief. For each search desired by the City, the process will include, in summary, the following steps:

Step 1 City discussion with Recruiter to discuss the recruitment interests, position, and search process.

Step 2 Recruitment:

Step 2 A: Pre-recruitment / Recruiter works with City liaison to confirm schedule and future meeting dates, obtain photographs, receive employee compensation and benefits, etc.

Step 2 B: Recruiter meets with hiring authority. Recommended and included in this Scope of Services is also group meeting(s) (virtual) with immediate subordinates and / or peers of the ATTACHMENT NO. 3

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position. The purpose of the meeting(s) is to learn the specific interests for the ideal candidate, organizational culture, projects for the person in the position, and what the successful candidate will need to know to be successful in the role.

Step 2 C: Recruiter prepares, provides to, and receives from the City the approval of Candidate Profile. (2 weeks)
Step 2 C: Recruiter conducts direct and personal outreach, posts and advertises to find applicants. (5 weeks)
Step 2 D: Recruiter conducts supplemental process to review and preliminarily evaluate applicant’s alignment with the Candidate Profile and City’s previously stated interests for candidates. (2 weeks)
Step 2 E: Recruiter provides Candidate Book(s) to City. Recruiter and City representative(s) meet to review list of all applicants, materials of applicants recommended to be considered for an interview, and interview process. (1 week)
Step 2 F: City hosts in-person interview(s) facilitated by Recruiter. City selects finalist candidate for second interview.

Step 2 G: Concurrent with City / finalist candidate contract negotiations, for non-safety positions, and /or if the finalist is an external candidate, Recruiter conducts background and reference check of the finalist candidate. (1 week)
Cost of Services
Over years of experience, we have found that an all-inclusive fee is simpler, cost-effective, and efficient. The all-inclusive fee includes, as applicable to each phase, the out-of-pocket costs associated with advertising, consultant travel, administrative support / printing / copying / postage / materials, telephone / technology, partial background checks on recommended candidates, and full background check on selected finalist only. It is the City’s responsibility to cover the costs associated with candidate attendance in the interview process.

The fee for each individual search process will range between $28,000 and $32,000. The fee will be determined in discuss of each position based on the position, timing of the search, and components of the search process.

Process of Payment and Insurance
One-third of the fee is due as a retainer upon execution of each search. The second third will be invoiced within approximately 30 days after Step 1 is completed. The final third will be invoiced approximately 30 days thereafter. All payments are due within 30 days following the invoice date.

Peckham & McKenney carries Professional Liability Insurance ($1,000,000 limit), Commercial General Liability Insurance ($2,000,000 General Liability, and $4,000,000 Products) and Automobile Liability Insurance ($1,000,000). Our Insurance Broker is B&B Premier Insurance

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Solutions, Agoura Hills, CA. Necessary insurance documentation will be provided to the City of Santa Barbara in a timely manner.

Guarantee
• We will connect with you and our placement in 6 months and 1 year after the appointment to check-in.
• We will conduct a second search within 6 months of our search process if a candidate is not placed.
• If the placement vacates the position within 1 year from the date of accepting the offer, we agree to conduct a second search within 6 months of the vacancy.

Because of how we conduct recruitments, it is unusual that we are unsuccessful in providing a placement, an individual is not placed, or the placement vacates the position within a year. In the unlikely event that no qualified candidates are identified as a result of the search efforts, and it is mutually agreed that the result is due to the search effort and/or process, we will extend the search for a second time for $7,200 (expenses). Otherwise, if a second search is necessary, a qualified applicant is not selected, or the selected candidate is separated from employment within 1 year after accepting the offer, a second search will be conducted within 6 months for the discounted fixed fee of $17,000 to $18,500 as determined by the position (external candidates only, and except in the event of budgetary cutbacks, promotion, position elimination, or illness/death, etc.).

Diversity Statement
Peckham & McKenney is committed to diversity in its broadest possible definition in every aspect of each executive recruitment our firm provides. Peckham & McKenney does not discriminate on the basis of race, color, religion, creed, sex/gender, national origin/ancestry, disability, pregnancy, sexual orientation (including transgender status), marriage or family status, military status, or age.

We are fully compliant with all applicable federal and state employment laws and regulations in all of our recruitments.

References
Client and applicant references will be provided on request. years City Manager
City of Malibu, California
Community
With approximately 10,000 residents,
1,000 local businesses, and 11 to 15
million annual visitors, the 21-mile
coastal City of Malibu is iconic for its
past and present. To maintain local
control over development, growth and
the imposition of taxes, the City of
Malibu incorporated in 1991 becoming
the 87th city (of 88 cities) in Los
Angeles County. Local folklore and
mystic contribute to the community’s
rich history and current fame that is
encompassed by beautiful open space,
picturesque views, epic surfing, celebrity
residents, memorable films, and lyrics
in numerous well-known songs. While
still in recovery-mode from the 2018
Woolsey Fire and the 2024 Franklin
Fire, the City now is faced with
rebuilding from the 2025 Palisades
fire and ensuing floods and landslides.

With a sense of resiliency, commitment,
fortitude, and community, residents
and businesses are seeking a prompt
return to the quality of life that is special
in Malibu.

This is a transformational era for Malibu
where the immediate opportunity exists
to be purposeful, innovative, effective,
thoughtful and strategic in quickly
rebuilding while positioning the City for
future resiliency and sustainability.

The Organization
The City of Malibu is a general law City
operating under a Council/Manager
form of government. The 5 members of
the City Council are elected at-large;
they serve staggered 4-year terms, with
the Mayor being selected from among
the Council Members on a rotational
basis. The City Council is responsible
for appointing the City Manager,
City Attorney, and City Treasurer.

The City Manager serves the Mayor
and City Council and is responsible
for implementing the City Council’s
goals and policies, providing policy
recommendations, administering the
municipal code, and overseeing the
effective and efficient delivery of day-today public services.

The City of Malibu is considered a
contract city. As such, through both
contract services and in-house personnel,
the City provides a full range of
municipal services. The current 2024-
25 fiscal year budget consisted of $60
million in General Fund expenditures,
$17 million for capital improvements, and
a healthy General Fund undesignated
reserve of $73 million, placing the City
is in excellent financial condition. A
total of approximately 120 full time and
part time personnel provide services
through 9 Departments: Administration,
City Clerk, Community Services,
Environmental Sustainability, Planning,
Public Safety, and Public Works
(including wastewater treatment). Public
Safety (police, fire and animal control)
are provided by Los Angeles County,
recreational programing is provided
through joint use agreements with a
variety of educational institutions. Other
services such as the City Attorney, water,
street maintenance and garbage collection
services are also provided via contract or
by Los Angeles County.

The City Manager
Position
In support of, and consistent with, the
Municipal Code the City Manager will
maintain the City’s “unique land and
marine environment [and] rural character
of its residential community,” and
“gradually recycle areas of deteriorated
commercial development, … and
provide passive, coastal-depending and
resource-dependent visitor-serving
recreational opportunities”. Furthermore,
and consistent with the typical role of a
City Manager, the successful applicant
will be responsible for working with and
supporting the City Council, achieving
defined and unexpected objectives,
leading and managing, fiscal and budget
accountability, community relations, the
delivery of City services, compliance with
the Municipal Code and General Plan,
working collaboratively with others, and
implementing workplans.

The Ideal Candidate
The ideal candidate is a seasoned and
experienced leader, communicator,
diplomat, and a collaborator for working
with the City Council, State and regional
elected officials, staff, stakeholders, other
public agencies, contract service providers
• Have a working
knowledge of
the intricacies
and complexities
of municipal
operations.
• Be positive,
optimistic,
adaptive, and calm
for overcoming challenges, achieving
goals, and inspiring motivation and
support.
• Engage in organizational development
for mentoring and coaching staff,
empowering success, supporting
creativity and innovation, and
recruiting and retaining staff.
• Provide an accessible and approachable
style of leadership and management,
and also contributes fun and humor in
the workplace.
• Be emotionally intelligent, politically
savvy, and apolitical.
• Lead as a role model with personal
integrity, honesty, accountability and
transparency.
• Communicate effectively.
• Build consensus and partnerships.
• Navigate bureaucracy to remove
roadblocks.
• Engage in courageous conversations.
• Represent the City in a positive
manner.
• Display decisiveness, confidence
and competence in a humble and
understated manner.
• Contribute enthusiasm tempered by
wisdom.
• Serve as a trusted and credible resource
for input, guidance, insight and
perspective.
• Be proactive.
• Anticipate the needs and outcomes.
5) Community goals are to build and
maintain a high quality of life.
4) The position provides the opportunity
to build an organization, accomplish
work, develop a professional
reputation and engage with others in
a world renowned community.
3) The local and nearby urban and
natural environment includes
and provides unsurpassed and
incomparable lifestyle opportunities
and attributes.
2) The compensation for the successful
candidate will be attractive.
1) It’s Malibu.

The ideal candidate will have experience:
• Working with(in) multiple
departments such as Planning,
Finance, Public Works and/or
Recreation and all aspects of personnel
supervision.
• Multi-tasking, balancing resources,
prioritizing, and complex problem
solving.
• Goal setting, developing work plans
and program evaluation.
• Overseeing the development,
construction and implementation
of projects and infrastructure
improvements.
• Providing a high level responsiveness
and customer service.
• Communicating and engaging
with residents, business, and
intergovernmental partners and
agencies.
• Crisis and disaster response,
management and recovery.

Moreover, as an individual that is oriented
to the big picture, thinks strategically,
and provides vision for achieving
organizational and community goals, the
ideal candidate will:
future crisis and disasters; public safety
(and in particular, traffic and safety
on Pacific Coast Highway); managing
tourism; responding to the State
housing mandate; protecting the coastal
and natural environment; enhancing
public amenities; debt management;
intergovernmental relations; and
strengthening the positive work
environment for City employees.

Why serve as City Manager in Malibu?
So many great reasons!
10) The City Council members
engage with each other; they are a
collaborative and respectful team that
endeavors to reach consensus and
compromise.
9) The staff team is seasoned, stable,
professional, and works well together.
8) The City is in excellent fiscal
condition.
7) The City Manager will affect
positive, legacy-defining change and
improvements.
6) This opportunity seeks an individual
with ingenuity, innovation, and
creativity.
and consultants. The ideal candidate is
also an individual with an open mind,
fortitude, and drive, and sees challenges
as opportunities. Current and future
significant goals, topics and projects
for the City Manager include disaster
recovery and rebuilding; supporting
the business community; balancing
development and environmental
protections; mitigating and responding to
The Recruitment
Process
To apply for this exciting career
opportunity, please visit our website:

Peckham & McKenney
www.peckhamandmckenney.com
Please do not hesitate to contact Anton
“Tony” Dahlerbruch at (310) 567-1554
or (866) 912-1919 if you have any
questions regarding this position or
recruitment process.

Desired
Qualifications
The preferred candidate will have 5 to
10 years of leadership experience as a
Chief Executive, Assistant/Deputy Chief
Executive or Department Head in a
public agency of comparable complexity.

Alternatively, non-traditional applicants
that illustrate significant leadership
roles who demonstrate the ability to
administratively lead a municipality
and personnel; learn and apply the
principals of public sector governance
and engagement; and manage local
government processes and regulatory
requirements will be considered.

Having knowledge and experience
with legislation, laws, regulations and
requirements applying to California
municipalities and coastal communities
are desirable. Further, to be considered,
applicants must possess a Bachelor’s
degree; a Master’s degree is desired.

Compensation
While the current salary is approximately
$270,000, it is the City Council’s intent
for the salary of their next City Manager
to be in the top quartile of City Manager
salaries in the region, the City Manager’s
salary will be based on the experience
and qualifications presented by the final
candidate. The City of Malibu provides a
wide range of excellent benefits including
the following:

Retirement: The City participates in
the Public Employees’ Retirement System
(PERS). Classic CalPERS members
2% at age 55 retirement formula,
one-year average. City pays employer
and employee contributions for classic
members. New members to CalPERS,
new PEPRA formula 2% at age 62,
three-year average. Employee pays 7.25%
member contribution. The City does not
contribute to Social Security..

Deferred Compensation: City
will contribute 6% of salary to a qualified
compensation plan.

Other Insurance: Term Life
insurance coverage up to $400,000. Long
Term/Short Term Disability coverage.

Health Insurance: Medical,
Dental, Vision Care, and EAP benefits
are offered through the City. A selection
of medical plans are available, and the
monthly premiums are covered 100% for
employee and family, up to the PERS
Choice PPO medical plan level. Dental,
Vision and EAP premiums are covered
100% for employee and family.

Leaves
Vacation: 22 days (180 hours) per year.

Sick: 12 days (96 hours) per year.

Holidays: 11 fixed holidays per year.

Administrative: 10 days (80 hours)
per year.

Vehicle Allowance: $400 per
month in lieu of mileage reimbursement.

Relocation Expenses: Negotiable.

Search Schedule
Filing deadline ...................................................................June 6, 2025 Supplemental process (as necessary)..............................July 9 - 20, 2025 Meeting to review all applicants...........................................July 3, 2025 In-person finalist interview process.........................July 10 and 11, 2025 These dates have been confirmed, and it is recommended
that you plan your calendar accordingly.
www.peckhamandmckenney.com
years Fire Chief
City of Monterey Park, California
The City
Consistent with its motto “Pride in the
Past, Faith in the Future,” the City of
Monterey Park, California (population
approximately 60,000) is well recognized
as a community oriented, culturally
diverse and resilient city that is one
of the best places to live and work in
America. With a strong, supportive and
embracing spirit among residents as well
as businesses, good schools, a diverse
population, convenient access to all
corners of Los Angeles, as well as nearby
recreational opportunities, Monterey Park
is a vibrant, excellent community to call
home and conduct commerce.

Incorporated in 1916 the City of
Monterey Park is named for the oakcovered Monterey Hills. The City is located adjacent to the Long Beach
Freeway (710) on the west, the San
Bernardino Freeway (Interstate 10) on
the north, and the Pomona Freeway
(State Highway 60) on the south which
provide north-south and east-west access
to all of Southern California. Monterey
Park is additionally well served by public
rail and bus transit lines to downtown
Los Angeles, providing residents and
employees with many alternatives for
traveling to work, shopping, and home.

Monterey Park is a rich mix of people
of many backgrounds and experiences
that make for one of the most diverse
and community-oriented cities in the
region. The City’s Farmers Market,
Cherry Blossom Festival, Lunar New
Year Festival, Cinco de Mayo, Play Days
(City's birthday), 4th of July celebration,
and bustling community Library
contribute to providing residents with
an excellent quality of life. In addition,
Monterey Park maintains 60% of its space
for residential living, 12% for industrial,
10% for commercial and retail use and
18% for schooling and recreational
facilities for a healthy blend of residence
and commerce. Major businesses in the
community include auto sales, banking,
medical, education, and food service.

For more information about the City
of Monterey Park, please visit www.
montereypark.ca.gov.

The Organization
The City of Monterey Park is a fullservice general law city under the Council-Manager form of government.

The 5 members of the City Council
are elected by district for 4 year,
overlapping terms of office. The Mayor
position rotates every 9.5 months
amongst Council members. The City
Manager, Inez Alvarez, is appointed
by the City Council and serves as the
City’s chief executive officer. Seasoned
and experienced elected and appointed
officials comprise a healthy and positive
working environment. The organization’s
excellent leadership, collaborative
nature, and civility and respect of others,
contribute to Monterey Park being an
employer of choice. The City’s highly
positive culture is evidenced by the
organization’s 2024 survey, retreat and
“All Team Charter” (see page 534-553)
resulting in the vision statement: “The
City of Monterey Park is an unparalleled
team of thriving, innovative, and
inclusive leaders”, the mission statement:
“The mission of the City of Monterey
Park is to provide excellent service, foster
growth and opportunity, and create a
joyous collaborative environment”, and
organization values of: communication,
teamwork, respect, integrity and
professionalism.

The City organization is led by a
vibrant, progressive, collaborative,
committed, team-oriented, and creative
Executive Team. The Executive Team
consists of the City Manager, City
Attorney, Assistant City Manager,
and the Directors of the Community
Development, Finance, Fire, Human
Resources, Library, Police, Public Works,
and Recreation & Community Services
Departments. The City is comprised
of 336 full-time equivalent personnel
and a General Fund operating budget
of approximately $66 million. With
retirements, approximately 1/3 of the
operations and support staff team have
been hired within the last 3 years. The
Executive Team works collaboratively to
achieve City goals, support each other,
and problem solve.
• Is politically savvy
and astute while
being apolitical.
• Values and
embraces
collaboration,
differences,
discussion with
others and
problem solving.

Recognizes challenges and problems as
an opportunity for a positive solution.

Seeks solutions, consensus and
common ground.
• Is collaborative and works well with
City personnel, stakeholders and
interested parties.
• Trains, mentors, empowers, delegates
to, champions, educates, and
professionally develops personnel.
• Values and illustrates personal and
organizational accountability.
• Seeks a professional environment
where the team desires and is
motivated to enhance the organization
• Is innovative, creative and thinks
“outside the box”; embraces best
practices and technology.
• With a “can-do” attitude, rolls up their
sleeves and gets involved to help and
support others.
• Effectively multi-tasks, is flexible and
nimble for new issues, and addresses
multiple priorities.
• Demonstrates the emotional
intelligence and personal qualities of
being excellent listener and writer,
having a positive demeanor, humility,
integrity, honesty and a strong,
positive work ethic.
• Thrives in a responsive and customerservice oriented organization.

Fire Suppression/Emergency Operations,
Fire Prevention/ Environmental Safety
and Emergency Medical Services
programs; directs the City's Disaster
Preparedness activities and programs;
directs department record keeping and
communications programs; assesses
current and future fire prevention
and suppression requirements of the
community and recommends appropriate
policies, programs and methods; and
assures complete integrity of operations
and develops high standards of
professional conduct.

The Ideal Candidate
The City is seeking a Fire Chief who is
well rounded with a strong operational
background and a solid understanding
of the larger Citywide organization.

The selected candidate will be a servant
leader who is in tune with and attentive
to their team. They will be an excellent
communicator who listens to and
empowers the team to take ownership
over their Department. Candidates with
a proven track record of mentoring,
coaching, and succession planning will
be valued. The successful candidate for
Fire Chief must be collaborative and
appreciate and desire a professional
environment devoid of silos and focused
on building partnerships and maintaining
teamwork.

The successful Fire Chief is described as
an individual who:
• Is thoughtful, strategic, collaborative
and purposeful in setting and
implementing goals.
• Speaks and presents complicated items
clearly to all audiences in a manner
that is understandable.
• Genuinely cares about achieving
City Council goals and community
interests.

Classification (PPC) rating of Class 1.

The team culture welcomes creativity and
ingenuity, empowering each firefighter
to contribute ideas that will propel the
Department forward to meet those
challenges of today.

The Department’s 55 sworn and 12
civilian staff support six Divisions:

Administration, Operations, Emergency
Medical Services, Prevention,
Community Risk Reduction, and Code
Enforcement. The FY 2024-2025 budget
is $20.9 million.

The Department is an all-risk emergency
response department and responds to
approximately 9,000 calls for service a
year. Dispatch services are consolidated
and provided by the Verdugo Fire
Communications Center who dispatches
to its 13 member agencies based on a
closest available asset methodology.

The Position
Under administrative direction of the
City Manager, the Fire Chief provides
leadership, planning, direction and
control to the City's Fire Administration,
The Department
The Fire Department takes immense pride
and has a deep sense of responsibility
in providing the City with the best
public protection service there is to offer.

The Department has a commitment to
excellence and embraces cutting-edge
technologies and methodologies to stay
ahead of the curve for the community. The
City is one of 132 agencies (out of 33,000)
that has achieved a Public Protection
The Recruitment
Process
To apply for this key position and exciting
career opportunity, please submit a
current resume and cover letter that
specifically addresses your fit with the
City through our website at:

Peckham & McKenney
www.peckhamandmckenney.com
Resumes are acknowledged within
two business days. Contact Roberta
Greathouse at 831.998.3194, toll-free at
866.912.1919, or via email at Roberta@
PeckhamandMcKenney.com if you have
any questions regarding this position or
the recruitment process.

Experience/Education
Requirements
Any combination equivalent to
graduation from a college or university
of recognized standing with major
coursework in Public Administration
or related field supplemented by
extensive formal and in-service
training courses in Fire Science and
Administration plus five years of
increasingly responsible fire supervisory
experience with permanent standing of
at least a Battalion Chief. A Master's
Degree is desirable
The Compensation
The City is prepared to offer a
competitive salary in the range of
$154,932 to $245,640 DOQ. The City
offers excellent benefits including:

Annual Leave:
• Holidays: 12 paid holidays plus 2
floating holidays.
• Vacation: Accrual of vacation is based
on prior experience and vacation is
typically accrued at 80 hours per year.

Up to 80 hours of vacation or holiday
may be cashed-out annually.
• Sick: 88 hours
• Administrative: 80 hours
Insurance for Employees and
Eligible Dependents:
• Medical: $1,995/month toward
medical insurance with a variety of
medical insurance plans to choose
from. The City provides $500/month
cash in lieu.
• Dental: $130/month
• Vision: $30/month
• Life: $150,000 life insurance policy
(employee only).

Retirement:
• CalPERS Defined Benefit Pension:
3% @ 55, single highest year or

2.7% @ 57, three average years.

Classic members pay 12% and new
members pay 12.75% of the employee
contribution. The City does not
participate in the Social Security
System, except for the mandatory
employee-paid 1.45% Medicare
contribution.
• Deferred Compensation: City will
match up to $250/pay period.

Incentive Pay:
• Educational Incentive: 6% of base
salary per month for a Master’s degree.
• Longevity: 4.5% of base salary @
20 years and 9% of base salary @
25 years.
• Tuition Reimbursement: $4,500/year.
• Uniform Allowance: $806/year.

Search Schedule
Filing Deadline:.................................................................June 8, 2025 Supplemental process (as necessary):...........................June 16 - 17, 2025 Meeting to review all applicants:..........................................July 1, 2025 In-Person panel interview process:.....................................July 14, 2025 In-Person finalist interview process: ..................................July 15, 2025 These dates have been confirmed, and it is recommended
that you plan your calendar accordingly.
www.peckhamandmckenney.com
AGENDA ITEM NO. 6

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: August 19, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF REJECTION OF RFP 2026-05 STATE OF THE CITY CATERING

PROPOSALS AND AUTHORIZATION FOR THE ACTING CITY MANAGER TO PROCURE

SUCH SERVICES
RECOMMENDATION:

BACKGROUND:

Since the City’s Centennial year, the State of the City has traditionally been hosted at the West Covina Sportsplex. This annual event has become a valued tradition, serving as an opportunity to bring together community members, civic leaders, and stakeholders to reflect on the City’s progress and vision for the future.

The State of the City program typically includes the recognition of City employees, local businesses, school districts, and other community partners, while also highlighting the City’s accomplishments over the past year.

Historically, catering for the event has been provided either internally by the Community Services Department or through contracts with local businesses. This approach has allowed the City to showcase local talent and resources while delivering a quality experience for attendees.

DISCUSSION:

For the 2025 State of the City event, the City issued RFP No. 2026-05 State of the City Catering Services to secure a qualified caterer for an anticipated 550 attendees or fewer. The RFP was posted on July 28, 2025 and closed on August 11, 2025. The solicitation was advertised through PlanetBids, the City’s online procurement platform, to ensure transparency and to encourage competitive proposals from a broad range of vendors.

Upon the closing of the RFP period, the City received two proposals from:

NAME OF COMPANY PROPOSED COST
Chef Dora $86,389.33
Vucacious Catering LLC $102,893.67
Upon review of all proposals received, staff determined that the submitted quotes were significantly higher than both historical costs for this event and comparable market rates for similar catering services.

Even when factoring in inflation and potential increases in food and labor costs, the proposed amounts exceeded budget expectations and were not considered fiscally responsible.

Given the City’s long standing tradition of hosting the State of the City at the West Covina Sportsplex and the importance of maintaining a high quality experience for attendees, staff recommends that it is in the City’s best interest to reject the current proposals and authorize the Acting City Manager to directly secure a caterer, at a total cost not to exceed $30,000. This will provide flexibility to negotiate competitive pricing and ensure that the event remains both memorable and cost effective.

This approach is consistent with past practices, as catering for previous State of the City events has successfully been handled internally by the Community Services Department or through partnerships with local businesses. By proceeding in this manner, the City can preserve the tradition and quality of the event while exercising fiscal prudence.

LEGAL REVIEW:

The City Attorney's Office has reviewed the staff report.

OPTIONS:

The City has the following options:

1. Approve staff's recommendation; or

2. Provide alternate direction.

Prepared by: Susie Perez, Deputy Community Services Director Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

There is no fiscal impact associated with this report unless the City Council provides direction to proceed with awarding a contract to the lowest-priced proposer. Funding for the State of the City event has been included in the adopted budget for the current fiscal year.

Attachments
Attachment No. 1 - Chef Dora Catering RFP Proposal.

Attachment No. 2 - Vucacious Catering Proposal
Attachment No. 3 - RFP 2026-05 SOTC Catering Services
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability

Vucacious Catering LLC
1828 Lincoln Blvd, Suite B
Santa Monica, CA 90404
Phone: (310) 853-8005
Email: [email protected]
Website: www.vucacious.com
August 11, 2025
Jazmin Hernandez
Purchasing Manager
City of West Covina
1444 W Garvey Ave S, Room 308
West Covina, CA 91790
Re: Proposal Submission – 2025 State of the City Dinner Dear Ms. Hernandez:

Vucacious Catering LLC is pleased to submit our proposal to provide full-service catering for the City of West Covina’s 2025 State of the City Dinner. As a Santa Monica–based, women-owned business with over 12 years of experience delivering high-profile, largescale events, we are confident in our ability to meet and exceed the requirements outlined in the City’s Request for Proposals.

We understand the significance of this annual event as a premier civic occasion and will bring the highest level of culinary excellence, hospitality, and operational precision. Our proposed menu, Celebration of Californian Farms, showcases locally sourced, seasonal products from Californian farmers and purveyors. Our experienced service team will ensure a seamless guest experience from setup to final breakdown.

Please contact me directly with any questions or requests for additional information. I am authorized to bind Vucacious Catering LLC to all commitments made in this proposal.

Sincerely,
Signed electronically
Kim Vu
Owner
Vucacious Catering LLC
ATTACHMENT NO. 2

7.2 PROJECT SUMMARY
Vucacious Catering recognizes the 2025 State of the City Dinner as a distinguished occasion to celebrate West Covina’s achievements, engage community stakeholders, and share the City’s vision for the future. We understand that this event requires a formal seated dinner service for approximately 550 guests, preceded by a cocktail reception, and followed by dessert service, in accordance with the Scope of Services (Attachment E).

Our approach integrates:
• Culinary Excellence – A menu designed specifically for this event, Celebration of Californian Farms, featuring premium, locally sourced ingredients from California farms, Farmers Market–fresh produce, and handcrafted dishes to reflect the City’s commitment to quality and hospitality.
• Professional Service – Uniformed, highly trained waitstaff providing table service for all guests; licensed bartenders providing both beer/wine service and a signature cocktail selected in collaboration with City staff.
• Operational Reliability – Complete provision of all food, beverage, staffing, equipment, and rentals required for service; precise adherence to the City’s event timeline; and compliance with all local health and safety regulations.

The objective is to create an elevated guest experience that represents the City’s values of excellence, professionalism, and community engagement.

7.3 METHODOLOGY
Planning and Coordination
• Confirm final menu selections with City staff and coordinate signature cocktail choice.
• Schedule logistics with venue management, City event staff, and Town and Country Event Rentals for equipment delivery.
• Assign lead Event Manager for point-of-contact duties on event day.

Event Execution Timeline (aligned to City schedule)
• 12:00 PM – Load-In: Delivery of all food, bar supplies, and rental equipment.

Installation of service areas, prep stations, and bars. • 4:30 PM – Final Preparations: Staff in uniform; all stations stocked; final service briefing.
• 5:30 PM – Cocktail Reception: Two appetizer stations open; non-alcoholic beverages and full bar (if selected) operational.
• 6:30 PM – Dinner Service: Two entrée options plus vegetarian option served to seated guests, with sides and fresh salad.
• 7:30 PM – Dessert Stations: Two self-serve dessert stations opened; bars remain in service.
• 7:30–9:00 PM – Partial Breakdown: Non-essential items cleared discreetly. • 9:00 PM – Final Breakdown: All catering equipment, rentals, trash, and food waste removed. Venue returned to original condition.

Quality Control
• Event Manager monitors all service points to ensure timeliness and quality. • Redundant staff assigned for rapid response to service delays or guest needs. • Compliance with all food safety, sanitation, and ABC regulations.

Vucacious Catering
1828 Lincoln Blvd Suite B
Santa Monica, CA 90404
Phone: 310-853-8005
Fax: 310-853-8005
www.vucacious.com
City of West Covina - State Of The City Dinner
Jazmin Hernandez
City of West Covina
Prepared For: Event Date: 9/4/2025 - Thursday
Address: 1444 W Garvey Ave S 308
West Covina, CA 91790
Phone: Work: 626-939-8705
Email: [email protected]
Proposal #: 5659 Guest Count: 550
Service Style: Stations Occasion: Presentation
Account Manager: Kim Vu
[email protected]
Venue: West Covina SportsPlex
2100 S Azusa Ave
West Covina, CA 91792
Last Change: 8/11/2025
Timeline: 11:00 AM Staff Kitchen Departure
12:00 PM Staff Arrival - Load In
2:00 PM Event Start
5:30 PM Cocktail Reception Start
6:30 PM Dinner Start
7:30 PM Dessert Start
9:00 PM Event End
11:00 PM Staff Departure - Load Out
Printed Date: 8/11/2025 Page 1 of 8
esign_initials_1
Printed Date: 8/11/2025 Event #: 5659 Page
2 of8
esign_initials_2

Celebration of Californian Farms
Welcome Appetizer Display
Chef's Choice Dinner
Antipasti Misti
Three Beautifully Plated Platters:

Italian Parma Ham / Dry Aged Salami / Capacola
Roasted Sweet Peppers / Grilled Fennel / Grilled Asparagus / Grilled Eggplant Fresh Mozzarella / Provolone / Parmigiano Reggiano Cheeses Assorted Cured Olives / Tomatoes / Dried & Fresh Fruit / Spiced Nuts / Breads & Crostini Mediterranean Mezze
Seasonal Hummus / Weiser Farm Eggplant Baba Ganoush / Buttermilk Cucumber Tzatziki / Grilled Pita Bread / Santa Monica Farmers Market Rainbow Crudite Vegetables
Jumbo shrimp with black pepper cocktail sauce
Bacon Wrapped Dates
Bacon / Bautista Farm Dates / Balsamic Glaze
Hearts of Palm "Ceviche"
Tutti Frutti Farm Heirloom Tomato & Red Onion / JJ Ranch Avocados / Nori / Kafir Lime / Persian Cucumber / Tortilla Chips
Dinner Buffet
Heirloom Tomato Salad
Tutti Frutti Farm Tomatoes / Wild Arugula / Red Onion / Fresh Mozzarella / Toasted Hazelnuts / Balsamic Reduction Vinaigrette
Belgian Endive Salad
Grilled Tamai Farm Corn / Murray's Farm Dried Figs / Tutti Frutti Farm Tomato / Candied Walnut / Basil Vinaigrette Red Wine Braised Brisket
Harris Natural Brisket / Weiser Farm Mixed Root Vegetables Apricot Glazed & Lemongrass Marinated Chicken
Mary's Organic Chicken Breast / Microgreens
Eggplant Gratin Tart
Eggplant / Swiss Chard / Wild Mushrooms / Caramelized Onion / Zucchini / Goat Cheese / Port Salut / Parmigiano Reggiano Rosemary Roasted Potatoes
Weiser Farm Potatoes / Fresh Rosemary
Dessert Station
Olson Farms Peach Cobbler
Classic Streusel Topping
Assorted Cookies
Chocolate Chip / Oatmeal Raisin / Chocolate Chocolate Chunk / Vegan Peanut Butter Printed Date: 8/11/2025 Event #: 5659 Page 4 of 8
esign_initials_3
Vegan Chocolate Brownies
Blueberry Streusel Bar
Lemon Poppy Seed Cake
Full Bar With Beer & Wine Plus A Signature Cocktail
Suggestions Below
Signature Cocktail Package

SPICY CUCUMBER MARGARITA
Arette Tequila Reposado / BroVo Orange Curacao / Fresh Pressed Cucumber Juice / Fresh Pressed Lime Juice / Jalepeno Syrup / Spicy Rim Salt / Limes

EARL GREY OLD FASIONED
Four Roses Bourbon / Earl Grey Demerera / Bergamot Bitters / Orange Peel Printed Date: 8/11/2025 Event #: 5659 Page 5 of 8
esign_initials_4
Food
Qty Description Unit Price Total
550 Chef's Choice Dinner T,S $50.00 $27,500.00
125 Antipasti Misti T,S $0.00 $0.00
125 Mediterranean Mezze T,S $0.00 $0.00
125 Jumbo shrimp with black pepper cocktail sauce T,S $0.00 $0.00 125 Bacon Wrapped Dates T,S $0.00 $0.00
125 Hearts of Palm "Ceviche" T,S $0.00 $0.00
550 Heirloom Tomato Salad T,S $0.00 $0.00
550 Belgian Endive Salad T,S $0.00 $0.00
550 Red Wine Braised Brisket T,S $0.00 $0.00
550 Apricot Glazed & Lemongrass Marinated Chicken T,S $0.00 $0.00 550 Eggplant Gratin Tart T,S $0.00 $0.00
550 Rosemary Roasted Potatoes T,S $0.00 $0.00
125 Olson Farms Peach Cobbler T,S $0.00 $0.00
125 Assorted Cookies T,S $0.00 $0.00
125 Vegan Chocolate Brownies T,S $0.00 $0.00
125 Blueberry Streusel Bar T,S $0.00 $0.00
125 Lemon Poppy Seed Cake T,S $0.00 $0.00
550 Signature Cocktail Package T,S $0.00 $0.00
Food Subtotal $27,500.00
Beverage
Qty Description Unit Price Total
550 House Full Bar T,S $30.00 Per Person $16,500.00
Includes all standard spirits: vodka, gin, rum, tequila, whiskey Includes all standard mixers: club soda, tonic water
Includes all standard juices: lemon, lime, cranberry, orange, grapefruit Includes all standard syrups: simple, honey, demerera
Includes all standard liqueurs: orange curacao, campari, aperol, bitters, dry vermouth, sweet vermouth
Includes all standard garnishes: cherries, olives, lemons, limes, oranges Includes wine: red, white, rose, sparkling
Includes beer: IPA, pilsner
Includes waters: flat, sparkling
Includes sodas: regular, diet
Includes supplies: cocktail napkins, straws, cocktail picks Includes ice
Includes bar kit
Does not include tabling, labor, trash cans
550 Coffee Service (Individual) T,S $3.00 Each $1,650.00 Caffe Luxxe Coffee / Decaf / Tazo Hot Tea / "Milks" / "Sugars" / Paper Hot Cups / Stirrers / Cocktail Napkins
550 Lemonade T,S $3.00 Each $1,650.00
"Lemonade Stand" To Be Included In House Full Bar Cost
Classic Lemonade / Strawberry Lemonade / Mint Iced Tea
Beverage Subtotal $19,800.00
Rental
Qty Description Unit Price Total
600 White Rim Dinner Plate T,S $1.05 Each $630.00
1,200 White Rim Salad/Dessert Plate T,S $1.05 Each $1,260.00 Printed Date: 8/11/2025 Event #: 5659 Page 6 of 8
esign_initials_5
600 Dinner Forks T,S $1.20 Each $720.00
600 Dinner Knives T,S $0.80 Each $480.00
600 Dessert / Salad Fork T,S $1.10 Each $660.00
Salad / Dessert Fork
600 Dinner Spoon S $1.05 Each $630.00
1,200 Perception Water Goblet T,S $1.10 Each $1,320.00
1,200 Perception Wine Glass T,S $1.10 Each $1,320.00
600 Double Old Fashioned Glass T,S $1.40 Each $840.00
600 High Ball Glass T,S $1.40 Each $840.00
600 Champagne Flute 5oz T,S $1.40 Each $840.00
600 Footed Coffee Mug S $1.10 Each $660.00
(Stackable, No Saucer Needed) Fine Rimmed
600 Linen Napkins T,S $1.35 Each $810.00
18 8'x30" Table T,S $9.95 Each $179.10
24 Stainless Steel Chafer S $78.00 Each $1,872.00
4 6 Ft Transit Cabinet T,S $250.00 Each $1,000.00
2 33 Gallon Trash Can T,S $9.90 Each $19.80
6 Trash Can, Slim Jim 23 Gallon Black T,S $10.00 Each $60.00 1 Rentals Delivery Fee T,S $279.50 Each $279.50
2 Timed Delivery/Pickup T,S $279.50 Each $559.00
Rental Subtotal $14,979.40
Miscellaneous
Qty Description Unit Price Total
550 Disposables T,S $0.00 $0.00
Cocktail Napkins
Miscellaneous Subtotal $0.00
Staffing
Qty Description Unit Price Total
6 Bartender T,S $39.50 11 hrs $2,607.00
2 Chef T,S $49.50 11 hrs $1,089.00
6 Cook T,S $39.50 11 hrs $2,607.00
2 Event Manager T,S $49.50 11 hrs $1,089.00
20 Server T,S $39.50 11 hrs $8,690.00
Staffing Subtotal $16,082.00
Charges: $78,361.40
20% Administrative Service Charge: $15,672.28
Subtotal: $94,033.68

9.75% Los Angeles Sales Tax 2025: $8,859.99
Post-Tax Subtotal: $102,893.67
Payments: $0.00
Printed Date: 8/11/2025 Event #: 5659 Page 7 of 8
esign_initials_6
Gratuity: ___________
Total: $102,893.67
Balance Due: ___________
Deposit Due: 8/22/2025 50% Deposit Amount: $51,446.84
CLIENT_SIG_1
CLIENT_NAME_1
CLIENT_DATE_1
Signer Name:

Sign Date:

Printed Date: 8/11/2025 Event #: 5659 Page 8 of 8
esign_initials_7

7.5 EXCLUDED OR SUBCONTRACTED SERVICES
Vucacious Catering will subcontract rental equipment through Town and Country Event Rentals, a leading Southern California event rental provider with extensive experience in municipal, corporate, and large-scale events. Their services will include delivery, setup, and retrieval of all dinnerware, glassware, flatware, linens, service equipment, and auxiliary items as specified in our proposal.

All cooking, food preparation, staffing, bar service, and waste removal will be performed by Vucacious Catering staff.

7.6 LIST OF SIMILAR SERVICES COMPLETED
Client/Agency
Contact
Person
Dates Summary of Services
SP+ [Contact
on file]
February 13,
2022
Catered transportation crew for Super Bowl
2022 – provided 2,500 boxed meals for drivers
over one day.

Skechers USA [Contact
on file]
October
2024
One-month catering contract – 150 meals
(breakfast, lunch, afternoon snack) daily,
Monday–Friday.

Fox Sports NFL
Division
Melissa
Garcia
Aug 2022–
Feb 2023
Weekly catering for NFL production team –
465 meals for breakfast, lunch, and dinner
every Sunday.

7.7 REFERENCES

1. Len Lanzi
Stubbs Alderton
Email: [email protected]
Phone: (310) 499-3162

2. Melissa Garcia
Fox Sports
Email: [email protected]
Phone: (619) 301-8081

3. Erin Whitaker
Parker Whitaker Productions
Email: [email protected]
Phone: (253) 678-1529
City of West Covina Request for Proposals

Page 11 of 36 ends

ATTACHMENT A

STATEMENT OF NON-COLLUSION BY CONTRACTOR
City of West Covina Request for Proposals

Page 12 of 36 ends

NON-COLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

I am the _____________________ of _____________________________, the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

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

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

Firm _______________________________________
______________________________________
(Signature)
______________________________________
(Print Name & Title)
Street _______________________________________
City_______________________ State_____ Zip ___________

Owner Vucacious Catering LLC
Aug 11, 2025
Santa Monica, CA 90403
Vucacious Catering LLC
Phuong Kim Vu Pariser / Owner
1828 Lincoln Blvd Suite B
Santa Monica CA 90403
City of West Covina Request for Proposals

Page 13 of 36 ends

ATTACHMENT B

SUBCONTRACTOR CAMPAIGN CONTRIBUTION ACKNOWLEDGEMENT FORM (IF APPLICABLE)
City of West Covina Request for Proposals

Page 14 of 36 ends

SUBCONTRACTOR CAMPAIGN CONTRIBUTION

ACKNOWLEDGMENT FORM
Proposer [or Contractor] is required to identify any known subcontractor who will provide goods or services with an anticipated or actual value of $15,000 or more in connection with any contract which may be awarded pursuant to this Request for Proposal if the proposed contract with the Proposer [or Contractor] has an anticipated or actual value of $30,000 or more.

By my signature below, I certify that as a subcontractor I reviewed and am in compliance with West Covina Municipal Code section 2-405.1(c), in reference to campaign contributions to any individual holding City elective office, and that I will comply with Section 2-405.1(c) at all times while providing services as a subcontractor.

CONTRACTOR:

Company: _____________________________

By: ___________________________________

Title: __________________________________

Date: _________________________________
SUBCONTRACTOR:

Company: _____________________________

By: ___________________________________

Title: _________________________________

Date: _________________________________
Vucacious Catering LLC
Phuong Kim Vu Pariser
Owner
August 11, 2025

NOT APPLICABLE
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This system contains Controlled Unclassified Information (CUI). All individuals viewing, reproducing or disposing of this information are required to protect it in accordance with 32 CFR Part 2002 and GSA Order CIO 2103.2 CUI Policy.

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This is a U.S. General Services Administration Federal Government computer system that is "FOR OFFICIAL USE ONLY." This system is subject to monitoring. Individuals found performing unauthorized activities are subject to disciplinary action including criminal prosecution.

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

INSURER(S) AFFORDING COVERAGE
INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A : NAIC #
NAME: CONTACT
(A/C, No): FAX
E-MAIL ADDRESS:

PRODUCER
(A/C, No, Ext): PHONE

INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:
(Per accident)
(Ea accident)
$
$
N / A

SUBR WVDADDL
INSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $
$
$
$ PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person) COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOS ONLY AUTOS NON-OWNED OWNED SCHEDULED

ANY AUTO

AUTOMOBILE LIABILITY

Y / N WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED?
(Mandatory in NH) DESCRIPTION OF OPERATIONS below
If yes, describe under

ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEEE.L. EACH ACCIDENT EROTH- STATUTE PER
(MM/DD/YYYY) LIMITS POLICY EXP(MM/DD/YYYY) POLICY EFFLTR TYPE OF INSURANCE POLICY NUMBER INSR

EXCESS LIAB
UMBRELLA LIAB EACH OCCURRENCE $ AGGREGATE $
$
OCCUR
CLAIMS-MADE DED RETENTION $
PRODUCTS - COMP/OP AGG $ GENERAL AGGREGATE $ PERSONAL & ADV INJURY $ MED EXP (Any one person) $
EACH OCCURRENCE $ DAMAGE TO RENTED
PREMISES (Ea occurrence) $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC

CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)

CANCELLATION

CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED

AUTOS ONLY
5/15/2025
Inszone Insurance Services, LLC
2721 Citrus Road, Suite A
Rancho Cordova, CA 95742
Certificate Team 877-308-9663 916-400-2625 [email protected] License#: 0F82764 Oregon Mutual Insurance Company 14907 VUCACAT-01 Markel Insurance Company 38970 Vucacious Catering, LLC
1828 Lincoln Blvd., Ste. B
Santa Monica, CA 90404
272263720
A X 2,000,000 X 300,000 5,000 2,000,000 4,000,000 X
Y Y CMO 50 2 3925438 5/16/2025 5/16/2026
4,000,000
A 1,000,000 X
X X
Y Y CMO 50 2 3925438 5/16/2025 5/16/2026
A X X 1,000,000 Y Y CMO 50 2 3925438 5/16/2025 5/16/2026 1,000,000 X
10,000
B Y MWC0213142-03 5/16/2025 5/16/2026
X
1,000,000 1,000,000 1,000,000
A
A
Liquor Liability
Liquor Liability
CMO 50 2 3925438
CMO 50 2 3925438
5/16/2025
5/16/2025
5/16/2026
5/16/2026
Aggregate Limit
Each Common Cause
$2,000,000
$1,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

Form W-9
(Rev. October 2018)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
a Go to www.irs.gov/FormW9 for instructions and the latest information.

Give Form to the
requester. Do not
send to the IRS.

Print or type.

See Specific Instructions on page 3.
1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor or
single-member LLC
C Corporation S Corporation Partnership Trust/estate
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) a Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner.

Other (see instructions) a
4 Exemptions (codes apply only to
certain entities, not individuals; see
instructions on page 3):

Exempt payee code (if any)
Exemption from FATCA reporting
code (if any)
(Applies to accounts maintained outside the U.S.)
5 Address (number, street, and apt. or suite no.) See instructions. 6 City, state, and ZIP code
Requester’s name and address (optional)
7 List account number(s) here (optional)
Part I Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number
––
or
Employer identification number
–
Part II Certification
Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign
Here Signature of
U.S. person a Date a
General Instructions
Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid)
• Form 1099-DIV (dividends, including those from stocks or mutual funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)
• Form 1099-B (stock or mutual fund sales and certain other transactions by brokers)
• Form 1099-S (proceeds from real estate transactions)
• Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition)
• Form 1099-C (canceled debt)
• Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

Cat. No. 10231X Form W-9 (Rev. 10-2018)
Vucacious Catering LLC
✔ S
1828 Lincoln Blvd Suite B
Santa Monica, CA 90404
4 6 0 8 9 7 4 5 4
03/03/2025
ATTACHMENT NO. 3
City of West Covina Request for Proposals

Page 2 of 36 ends

Proposals must be submitted no later than 5 PM on August 11, 2025.

Submissions received after this deadline will be rejected. Submissions by facsimile or electronic mail will not be accepted.

Submission of a proposal shall constitute acknowledgment and acceptance of all terms and conditions contained in this RFP and all exhibits and attachments hereto.

4. CONTACT WITH CITY OFFICIALS AND REPRESENTATIVES
The sole City Representative as contact person for all questions and matters regarding this RFP is Jazmin Hernandez, Purchasing Manager. The City Representative can be reached via e-mail at [email protected] or by phone at (626) 939-8705. Proposers that contact any City official or representative other than the designated City Representative as set forth in this RFP may be disqualified with no further consideration given to the proposal submitted.

All questions regarding the specifications in this RFP are required to be addressed via City’s PlanetBids site by the designated date and time. Responses will be posted on the City’s PlanetBids site.

5. BACKGROUND
The City of West Covina is located in the San Gabriel Valley, 20 miles east of downtown Los Angeles and 15 miles north of Orange County. Incorporated as a general law city in 1923, the City operates under the council/manager form of government. The City’s 16 square miles flourished with walnut groves and orange groves for many decades. The City has developed into a commercial and residential community, with a population currently estimated at about 110,200 residents.

Services
The City of West Covina is soliciting proposals from qualified and experienced catering service providers for the 2025 State of the City, scheduled for Thursday, September 4, 2025, commencing at 5:30 PM. This prestigious event will bring together community leaders, local businesses, residents, and regional stakeholders for an evening of civic celebration, vision sharing, and engagement.

The selected caterer will be expected to provide comprehensive full-service catering for approximately 550 guests, including meal preparation, event staffing, clean-up and all necessary equipment and service materials. The City seeks a vendor who demonstrates high quality standards, professionalism, creativity, and City of West Covina Request for Proposals

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the ability to deliver a seamless guest experience that reflects the City’s excellence and hospitality.

6. SCOPE OF SERVICES
The scope of services to be provided is described in Attachment E of this RFP.

7. PROPOSAL FORMAT
The proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements and on providing a complete and clear description of the offer. Proposals that appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity of this RFP may be rejected.

The proposal should contain the sections in the order indicated below. This standardization will facilitate evaluation of the comparative merits of all proposals submitted.

7.1 COVER LETTER
Provide a letter of introduction, approximately one (1) page in length, including the name, address and telephone number of the person(s) to contact who will be authorized to represent the proposer. This letter shall be signed by an officer of the proposer authorized to bind the proposer to all commitments made in the proposal.

7.2 PROJECT SUMMARY SECTION
The Project Summary section should describe your understanding of the City, the work to be done, and the objective to be accomplished referring to specific sections of the scope of services.

7.3 METHODOLOGY SECTION
Provide a detailed description of the approach and methodology to be used to accomplish the scope of services of this RFP to achieve City satisfaction, along with a proposed timeline to complete the project, if applicable.

7.4 FEE SCHEDULE
The fee schedule should include hourly rates, miscellaneous fees and other anticipated expenses, and total cost of the services.

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7.5 EXCLUDED OR SUBCONTRACTED SERVICES
Provide details of any necessary services relating to the proposal/service process which will not be included in your proposal, including those which the proposer expects to be performed by City staff and/or by other contractors or subcontractors. If you intend to subcontract any portion of the work, identify the subcontractor(s) and provide details regarding their qualifications.

7.6 LIST OF SIMILAR SERVICES COMPLETED
Provide a complete listing of all similar services that have been provided within the past three (3) years. Include name of agency or company, project manager/contact, dates services were provided and summary of services provided.

7.7 REFERENCES
The proposer shall submit with his/her/its proposal a list of at least three (3) clients using the same or similar services being proposed, with names, addresses, email addresses and telephone numbers. A survey of references will be made to determine, among other things, the proposer’s success in meeting the needs of the contracting agency in a timely manner.

8. ORAL PRESENTATIONS
An oral presentation by the proposers in final contention for award of an agreement for services may, in City’s discretion, be required as a part of this RFP process.

The purpose of the oral presentation would be twofold: first, to allow the proposer to demonstrate capabilities of the company and to clarify proposer’s responses to the RFP; second, to allow the City staff to meet the proposer’s key personnel who would be assigned to this project. Attendance at such a presentation shall be at the proposer’s expense.

9. TERMS AND CONDITIONS OF RFP

9.1 SIGNED SUBMISSION OF PROPOSALS
Each proposal must be signed in longhand by the person or persons legally authorized to bind the proposer to the proposal and contracts. The name and title of each person signing shall by typed or printed below that person’s signature.

Upon request of the City, the corporation or other entity must provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation or other entity.

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9.2 LATE SUBMISSION OF PROPOSALS
Any submission of proposals received after the due date and time specified in this RFP will not be considered.

9.3 ACCURACY OF PROPOSALS; WITHDRAWAL OF PROPOSALS
Proposers shall take all responsibility for any errors or omissions in their proposals.

To withdraw a proposal, the proposer must submit a written request to the Purchasing Manager via email at [email protected]. A hard copy of the request must also be mailed to the Purchasing Manager at 1444 W. Garvey Avenue S., Room 308, West Covina, CA 91790. The written request must be signed by the authorized representative of the proposer and must be submitted prior to the deadline for submitting proposals.

Withdrawals will not be permitted after the deadline for submitting proposals.

9.4 ADDENDUM TO THE RFP
Any modifications or changes to this RFP will be made by written addendum.

Addenda will be posted on the City’s PlanetBids page. No verbal modification will be binding on the City.

9.5 PROTEST PROCEDURES
All protests regarding the RFP process must be submitted in writing to the Purchasing Manager within five (5) business days following the opening of the proposals. This includes all protests relating to advertising of the RFP, deadlines, proposal opening, and any protests relating to alleged improprieties or ambiguities in the specifications. This requirement does not apply to protests relating to staff recommendations as to award of a contract. Protests relating to staff recommendations of award of a contract may be directed to the Purchasing Manager within three (3) business days of the posted agenda recommending award by City Council or receipt of notice of intent to award. City may post such notice of intent to award on the City’s PlanetBids portal.

City Council agendas are available for review at least 72 hours before City Council meetings, which are held on the first and third Tuesday of each month, at www.westcovina.org and at the City Clerk's Office, Room 317 in City Hall, 1444 W. Garvey Avenue South, West Covina, during normal business hours.

9.6 DISCLAIMERS AND RESERVATION OF RIGHTS
This RFP does not commit the City to award a contract. The City reserves, in its sole discretion, the right to reject any and all proposals, the right to cancel or City of West Covina Request for Proposals

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postpone the RFP or project in whole or in part at any time, the right to negotiate with any qualified proposer and the right to decline to award the agreement to any of the proposers. The City reserves the right to waive any immaterial irregularities in a proposal or a submission of a proposal.

9.7 NOTICE REGARDING DISCLOSURE OF CONTENTS OF PROPOSALS All proposals submitted in response to this RFP shall become the exclusive property of the City of West Covina and will be a matter of public record. Proposers must identify, in writing, the elements of the proposal which proposer defines as business or trade secrets that are exempt from disclosure under the California Public Records Act (California Government Code Section 7920.000 et seq.) and plainly mark such items as “Trade Secret”, “Confidential”, or “Proprietary”.

Any proposer claiming such an exemption must identify the specific provision of the California Public Records Act that provides an exemption from disclosure for each item that the proposer claims is not subject to disclosure under said Act. Any proposer claiming such an exemption must also state in its proposal that the proposer agrees to defend, indemnify and hold harmless the City and its officers, employees, agents and volunteers from any action brought against the City for its refusal to disclose such material, trade secrets and other proprietary information to any party making a request therefor. Any proposer who fails to include such a statement shall be deemed to have waived any right to an exemption from disclosure as provided by said Act. Any exemption request must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever.

If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

Notwithstanding the foregoing, all proposals submitted may be kept confidential until a contract is awarded.

9.8 PROPOSAL VALIDITY PERIOD
Pricing, terms and conditions stated in the proposer’s response shall remain valid for 120 days from the date of submission of the proposal to the City.

9.9 PRESS RELEASES
The selected contractor shall not issue any news or press releases relating to an award of contract resulting from this RFP or issue any advertising copy mentioning the City or quoting the opinion of any City official, officer or employee without prior written approval from the City Manager.

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9.10 EVALUATION AND SELECTION PROCESS
In accordance with Section 2-334 of the West Covina Municipal Code, the City will award the contract to the lowest responsible bidder, as defined Section 2-327 of the West Covina Municipal Code. Price will be considered along with other factors, including, but not limited to, the ability, capacity and skill of the bidder to provide the services, whether the bidder can provide the services within the time specified, the bidder’s record of performance on previous orders or contracts for the City or other public entities, and the quality, availability and adaptability of the bidder’s services.

Proposals will be evaluated to determine the company or person best suited to complete the project based on qualifications, experience and pricing including:
qualifications and experience as provided in a resume or statement of qualifications; ability to effectively communicate and conduct presentations; cost of services; reference checks. All proposers should identify or affirm each of the following requirements:
(a) Have a minimum of three (3) similar projects within the last three (3) years providing the same or similar services requested in this RFP. (b) Have no outstanding or pending complaints as determined through the Better Business Bureau or State of California Department of Consumer Affairs.
(c) Have the administrative and fiscal capability to provide and manage the proposed services.

Proposals will be ranked according to the following criteria:

Criteria Maximum Points
Experience and Qualifications 20
Menu Options including Food and
Beverage
20 Staffing and Service Plan 15
Equipment and Self-Sufficiency 15
Proposed Cost 10
Completeness of Proposal 10
Bar Service Options 5
Clean Up, Trash, and Food Waste
Disposal Plan
5 TOTAL 100
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9.11 CAMPAIGN CONTRIBUTIONS
(a) Prohibited Contributions.

Pursuant to Section 2-404.1(a) of the West Covina Municipal Code:

No person who is an applicant or proposer to be a party to a city contract, or who is a party to a city contract, as defined in section 2-403, other affected party, or related persons, shall make a contribution to an individual holding city elective office where the city contract has a total anticipated or actual value of thirty thousand dollars ($30,000.00) or more, or a combination or series of such contracts or agreements having a value of thirty thousand dollars ($30,000.00) or more.

Further, pursuant to Section 2-404.1(c) of the West Covina Municipal Code:

No person acting as a subcontractor under a subcontract through a city contract, as defined in section 2-403, or related persons, shall make a contribution to a council member where an individual subcontract has a total anticipated or actual value of fifteen thousand dollars ($15,000.00) or more, or a combination or series of such individual subcontracts with the same subcontractor, for the same or different projects with the aggregate value of fifteen thousand dollars ($15,000.00) or more. (b) Subcontractor Acknowledgement Form.

If a subcontractor is utilized for any part of the proposal, then a completed Subcontractor Campaign Contributions Acknowledgement Form is required to be returned with proposal.

9.12 CONFLICT OF INTEREST
City of West Covina employees are prohibited from participating in the selection process for this RFP if they have any financial or business relationship with any proposer. This RFP process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities, including, but not limited to, the City’s Conflict of Interest and Ethics Policy.

Proposers shall not offer, give or agree to give any City employee any gratuity or anything of value whatsoever in connection with this RFP. The offer or attempt to give any such gratuity or anything of value to any City employee will be cause for disqualification from participation in this RFP.

9.13 PERMITS AND LICENSES
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The selected contractor and all of his/her/its employees or agents shall secure and maintain in force such licenses and permits as are required by law.

9.14 PRE-CONTRACTUAL EXPENSES
The City shall not be liable for any expenses incurred by potential contractors relating to the preparation or submission of proposals. Pre-contractual expenses shall not be included in a proposer’s fee schedule. Pre-contractual expenses include, but are not limited to, expenses incurred by a proposer in:
• Preparing a proposal in response to this RFP;
• Submitting a proposal to the City;
• Oral presentations required by the City;
• Negotiating with the City in any manner related to the proposal submitted;
• Any other expenses incurred by the proposer prior to the execution of a contract with the City, if any.

9.15 AGREEMENT TO CONDITIONS
The selected proposer will be required to execute an agreement for services. A sample of the agreement is included as Attachment H to this RFP. The sample agreement may be modified by the City prior to award of a contract.

Submission of a proposal shall be deemed acceptance of all the terms set forth in this RFP and the sample agreement for services unless the proposer includes with its proposal, in writing, any conditions or exceptions requested by the proposer to the sample agreement. The terms of the sample agreement, including insurance and indemnification requirements, are standard City requirements and will be modified only if extraordinary circumstances exist.

9.16 PIGGYBACKING OPTION
The City would like to make the same pricing structures available to other government agencies. Proposers shall indicate in their proposal whether they agree to extend pricing to other agencies and for what length of time. Inclusion is not mandatory and will have no bearing on the contract award.

9.17 EXAMINATION OF LOCATIONS AND SPECIFICATIONS
Proposers are expected to carefully examine the locations of the proposed services and the specifications set forth in this RFP and all attachments hereto. By submitting a proposal, the proposer declares he/she/it has carefully reviewed the locations of the proposed services and all specifications and requirements set forth City of West Covina Request for Proposals

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in this RFP, and that proposer will furnish all labor, materials, machinery, tools and equipment required to perform the services in accordance with the requirements of this RFP.

9.18 DEBARMENT AND SUSPENSION
Proposers may not be debarred or suspended or otherwise listed on the Excluded Parties List System (EPLS) in the General Services Administration System for Award Management (SAM). Proposers must include verification that the company as well as the company’s principals are not listed (are not debarred, suspended or otherwise ineligible) through the General Services Administration System for Award Management (sam.gov). Proposers must also enclose a printout of the search results that includes the record date.

10. INSURANCE
Insurance requirements are set forth in the sample agreement (Attachment H).

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ATTACHMENT A

STATEMENT OF NON-COLLUSION BY CONTRACTOR
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NON-COLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

I am the _____________________ of _____________________________, the party making the foregoing bid.

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ATTACHMENT B

SUBCONTRACTOR CAMPAIGN CONTRIBUTION ACKNOWLEDGEMENT FORM (IF APPLICABLE)
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SUBCONTRACTOR CAMPAIGN CONTRIBUTION

CONTRACTOR:

Company: _____________________________

By: ___________________________________

Title: __________________________________

Date: _________________________________
SUBCONTRACTOR:

Company: _____________________________

By: ___________________________________

Title: _________________________________

Date: _________________________________

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West Covina City CouncilAugust 19, 2025

West Covina City Council
August 19, 2025