Agenda packet, regular meeting — West Covina City Council, September 16, 2025

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
SEPTEMBER 16, 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 SEPTEMBER 16, 2025, 7:00 PM
REGULAR MEETING

INVOCATION
Led by Chaplin Lisa Mayo

PLEDGE OF ALLEGIANCE
Led by Councilmember Gutierrez

ROLL CALL

REPORTING OUT FROM CLOSED SESSION

PRESENTATIONS
West Covina American Little League Baseball Champions
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.

FINANCE DEPARTMENT
1) CONSIDERATION OF LONG-RANGE FINANCIAL FORECAST FOR FISCAL YEARS ENDING 2026 TO 2030
It is recommended that City Council receive and file the Long-Range Financial Forecast for fiscal years ending 2026 to 2030.

POLICE DEPARTMENT
2) CONSIDERATION OF MEMORANDUM OF UNDERSTANDING (MOU) WITH COVINA

VALLEY UNIFIED SCHOOL DISTRICT (CVUSD) FOR ONE SCHOOL RESOURCE OFFICER

AT SOUTH HILLS HIGH SCHOOL, INCLUDING COST-SHARING FOR CROSSING GUARD

SERVICES
It is recommended that the City Council authorize the Acting City Manager execute a new five-year Memorandum of Understanding with the Covina Valley Unified School District (CVUSD) for the School Resource Officer Program at South Hills High School and cost-sharing for crossing guard services.
3) CONSIDERATION OF PURCHASE OF POLICE VEHICLES
It is recommended that the City Council authorize the purchase of ten (10) Dodge Durango Patrol vehicles and two (2) Chevrolet Trax CSO (Community Service Officer) vehicles, from National Auto Fleet Group through Sourcewell Master Vehicle Contract # 091521-NAF, for a total of $621,028.62, including taxes and fees, using previously budgeted federal asset forfeiture funds.

END OF CONSENT CALENDAR

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.) 4) CONSIDERATION OF CENSURE OF COUNCIL MEMBER BRIAN GUTIERREZ It is recommended that the City Council:

Provide direction to staff regarding a censure hearing relating to Council Member Brian Gutierrez in response to the complaint submitted by Mayor Pro Tem Lopez-Viado.

1. If the Council directs that a censure hearing be held, schedule the hearing for a regular or special meeting on a future date.

2. 3. Direct that the Acting City Manager serve as the presiding officer of any censure.

Authorize the Acting City Manager to engage Buchalter APC as special counsel to represent the City in the Doe v. City of West Covina (Los Angeles County Superior Court Case No. 25STCV26419) matter.

4. CITY COUNCIL COMMENTS

ADJOURNMENT
Next Tentative City Council Meeting
Regular Meeting , Date October 7,2025 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 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. d.

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: September 16, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF LONG-RANGE FINANCIAL FORECAST FOR FISCAL YEARS ENDING 2026 TO 2030
RECOMMENDATION:

It is recommended that City Council receive and file the Long-Range Financial Forecast for fiscal years ending 2026 to 2030.

BACKGROUND:

Local government financial condition analysis consists of defining and measuring financial condition, identifying any warning trends, conducting data analysis, and writing a report of analysis. Beyond the annual budget cycle and multi-year capital plan, governments need to identify long-term financial trends.

Long-term financial planning involves projecting revenues, expenses, and key factors that have a financial impact on the organization. Understanding long-term trends and potential risk factors that may impact overall financial sustainability allows staff to proactively address these issues. A long-term financial planning process allows Council to focus on long-term objectives, encourages strategic thinking, and promotes overall awareness for financial literacy in an organization.

Additionally, the State audit recommended the City prepare financial analyses that evaluate both the short-term and long-term financial implications of significant spending decisions. The City's action in regard to this finding was to use a multi-year forecast to quantify the impact of decisions on the City’s financial condition. The City originally developed a multi-year forecast in 2020.

As was contemplated in the City's Financial Recovery Plan, annually staff prepares and updates the forecast to include all projected revenue and expenditures, adding information on new assumptions, unanticipated costs, and cost-saving actions.

DISCUSSION:

The purpose of the forecast update is to provide long-term context for annual decisions that will be made with the FY 2025-26 Budget and FY 2026-30 Capital Improvement Plan. This forecast was developed to create a forward-looking, conservative baseline budgetary outlook for the City’s General Fund under a given set of revenue and expenditure growth assumptions.

The Long-Range Financial Forecast (Attachment No. 1) is part of the annual budget process.

Staff presented the proposed Long Range Financial Forecast for the fiscal years ending 2026-2030 to the City Council on May 20, 2025. Staff has revised the Long Range Financial Forecast pursuant to the Council's direction at that meeting.

LEGAL REVIEW:

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

OPTIONS:

The City Council has the following options:

1. Approve staffs recommendation; or

2. Provide alternative direction.

Prepared by: Karen Ogawa, Finance Director
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Based on the revenue and expenditure assumptions, the General Fund is anticipated to have a surplus in Fiscal Year 2025-26 through Fiscal Year 2026-27 and Fiscal Year 2029-30. Fiscal Year 2027-28 and Fiscal Year 2028-29 are projected to have a deficit.

Fund balance reserves are anticipated to decrease from 19% in Fiscal Year 2024-25 to 18% in Fiscal Year 2029-30. The Unassigned General Fund balance of 18% is in compliance with the Fund Balance Policy.

Attachments
Attachment No. 1 - Long-Range Financial Forecast
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability Long-Range
Financial Forecast
FISCAL YEARS ENDING 2026 TO 2030
City of West Covina
WWW.WESTCOVINA.ORG | 1444 W GARVEY AVE, WEST COVINA CA, 91790

09.03.2025
ATTACHMENT NO. 1
City of West Covina Long-Range Financial Forecast: FYE 2026-2030

Page 1 of 7 ends

Overview
The purpose of this forecast is to provide long-term context for annual decisions that will be made with the Fiscal Year Ending (FYE) 2026 Budget and FYE 2026-2030 Capital Improvement Plan. This forecast was developed to create a forward-looking, conservative baseline budgetary outlook for the City’s General Fund under a given set of revenue and expenditure growth assumptions.

The revenue and expenditure growth assumptions have been updated based on historical trends, actuarial reports, and CPI trends. The base year for this forecast is FYE 2025.

Revenue
The City’s major revenue sources include property taxes and sales tax. Each of these revenue sources are driven by the growth of the local economy and the City’s population. This is also true of several of the City’s other revenue sources including fees and charges for service, franchise taxes, and licenses and permits.

Revenue Growth Assumptions
 Based on historical prior year actuals Property Tax is assumed to increase by 4.9% - the median over the past ten years.
 The Property Tax in Lieu of Vehicle License Fee grows with estimated increase in assessed valuation.  Sales Tax estimates are provided by the City’s sales tax consultant, HdL, and are forecasted to increase by 3.5% in FYE 2026 to 3.0% by FYE 2030.
 The following are assumed to grow with CPI which has average of 3.18% over the past ten years:
o Business License Tax
o Transient Occupancy Tax
o Franchise Fees
o Charges for service that increase with CPI
o Rental Income
o Licenses and Permits
o Use Of Money/Property
Table 1. Forecasted Revenue Growth Assumptions
Major Revenue Source FYE 2026 FYE 2027 FYE 2028 FYE 2029 FYE 2030 Property Taxes 4.90% 4.90% 4.90% 4.90% 4.90%
Sales And Use Taxes 3.50% 3.20% 3.00% 3.00% 3.00%
Business License Tax 3.18% 3.18% 3.18% 3.18% 3.18%
Transient Occupancy Tax 3.18% 3.18% 3.18% 3.18% 3.18%
Other Taxes 0.00% 0.00% 0.00% 0.00% 0.00%
Fines And Forfeits 0.00% 0.00% 0.00% 0.00% 0.00%
Franchise 3.18% 3.18% 3.18% 3.18% 3.18%
Licenses & Permits 3.18% 3.18% 3.18% 3.18% 3.18%
Use Of Money/Prop 3.18% 3.18% 3.18% 3.18% 3.18%
Charges For Services-CPI 3.18% 3.18% 3.18% 3.18% 3.18%
Charges For Services-Non-CPI 0.08% 0.08% 0.08% 0.08% 0.08% Rental Income 3.18% 3.18% 3.18% 3.18% 3.18%
Other Revenues 0.00% 0.00% 0.00% 0.00% 0.00%
City of West Covina Long-Range Financial Forecast: FYE 2026-2030

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Expenditure Overview
Expenditures are forecasted for the City’s two major funds: General and Debt Service. The baseline forecast presented herein includes expenditures already approved by and/or committed to by the City Council. Rising costs due to inflation, and/or interest rates are also anticipated and included in this forecast through growth factors applied to each forecast category. Miscellaneous Expenditure Growth Assumptions
 Based salaries have been projected to reflect the increases per current and anticipated memorandums of understanding.
 The forecast assumes recruitment of all budgeted positions with annual estimated vacancy savings within larger staffing groups.
 Projected employer contributions to California Public Employees’ Retirement System (CalPERS) are based on the latest Actuarial Valuation.
 Increases in expenditures are based on historical actuals and CPI which has averaged around 3.18%.  The forecast does not assume increases in contributions to Other Post Employment Benefits (OPEB).  Workers Compensation and Insurance claims have been based on recent actuarial study. The initial forecast assumes fully funding recurring expenditures but does not address the current liability.

Table 2. Forecasted Expenditure Growth Assumptions
Expenditures FYE 2026 FYE 2027 FYE 2028 FYE 2029 FYE 2030 Salaries & Benefits 11.56% 8.29% 6.30% 5.41% 1.96%
Base Salaries 2.80% 2.80% 2.80% 2.80% 3.00%
Health Plans 4.00% 4.00% 4.00% 4.00% 4.00%
Dental/Vision/Life Plans 2.00% 2.00% 2.00% 2.00% 2.00%
Medicare 2.00% 2.00% 2.00% 2.00% 3.00%
CalPERS Miscellaneous -8.53% -1.46% -2.70% -1.39% -1.41% CalPERS Safety -8.53% -1.46% -2.70% -1.39% -1.41%
PERS UAL Payment 61.18% 37.98% 27.53% 21.58% 1.37%
Materials & Services 0.25% 0.46% 0.42% 0.42% 0.42%
Contract/Professional Services 2.00% 2.00% 2.00% 2.00% 2.00% Fuel 3.18% 3.18% 3.18% 3.18% 3.18%
Legal Services 3.18% 3.18% 3.18% 3.18% 3.18%
Materials & Services 0.00% 0.00% 0.00% 0.00% 0.00%
Miscellaneous 0.00% 0.00% 0.00% 0.00% 0.00%
Repair & Maintenance 0.00% 0.00% 0.00% 0.00% 0.00%
Supplies & Materials 0.00% 0.00% 0.00% 0.00% 0.00%
Training/Conferences/Meetings 0.00% 0.00% 0.00% 0.00% 0.00% Utilities 3.18% 3.18% 3.18% 3.18% 3.18%
Claim Paid -5.91% 9.15% 6.16% 6.17% 6.18%
City of West Covina Long-Range Financial Forecast: FYE 2026-2030

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General Fund Projections
Based on the revenue and expenditure assumptions, the General Fund is anticipated to have surplus, revenue over expenditures, in FYE 2025 through FYE 2027 and FYE 2030. FYE 2028 and FYE 2029 is projected to have a deficit of approximately $465,000 and $1.1 million respectfully.

Figure 1. Forecasted General Fund Revenue and Expenditures Fund balance reserves are anticipated to decrease from 19% in FYE 2025 to 18% in FYE 2030. The Unassigned General Fund balance of 18% is in compliance with the Fund Balance Policy.

Figure 2. Forecasted General Fund Ending Fund Balance (Unassigned) There are several factors contributing to this. The first is unfunded accrued liability (UAL) with CalPERS. The second is projected losses for general liability and workers compensation. Lastly, expenditures are increasing at a faster rate than revenues. The following sections have more on the UAL, general liability and workers compensation.

City of West Covina Long-Range Financial Forecast: FYE 2026-2030

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Future Pension Costs
The City currently has a total of two pension plans administered by CalPERS and two retirement enhancement plans administered by PARS. The pension plans consist of a miscellaneous agent plan and a safety agent plan.

The retirement enhancement plan consists of an Employer Paid Member Contribution (EPMC) replacement supplemental retirement plan and a supplemental retirement plan for executive staff and City Council.

The total plan contributions are determined through CalPERS’ annual actuarial valuation process. The actuarially determined rate is the estimated amount necessary to finance the costs of benefits earned by employees during the year, with an additional amount to finance any unfunded accrued liability (UAL). In 2020, the City issued taxable Lease Revenue Bonds to provide financing to pay the City’s unfunded pension liabilities to CalPERS.

However, as of the latest actuarial report received in 2023, the City’s net pension related liability will be over $39.7 million for the miscellaneous and safety plans – meaning the city reported a liability again as of June 30, 2023.

Table 3. Projected CalPERS Rates.

CalPERS Rates FYE 2026 FYE 2027 FYE 2028 FYE 2029 FYE 2030 Miscellaneous 9.01% 8.90% 8.70% 8.60% 8.50%
Safety 21.87% 21.50% 20.90% 20.30% 19.80%
UAL Payment FYE 2026 FYE 2027 FYE 2028 FYE 2029 FYE 2030 Miscellaneous 1,188,807 1,537,000 1,884,000 2,232,000 2,260,000 Safety 2,586,853 3,481,000 4,374,000 5,268,000 5,343,000 Total UAL $3,775,660 $5,018,000 $6,258,000 $7,500,000 $7,603,000 The PARS retirement enhancement plan consists of an EPMC replacement supplemental retirement plan and a supplemental retirement plan for executive staff and City Council. The City makes all contributions to these plans. Participants do not make any contributions. The City is currently only funding the benefit payments payable each year.

Figure 3. Forecasted Pension Employer Costs
City of West Covina Long-Range Financial Forecast: FYE 2026-2030

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Other Post Employment Benefits (OPEB)
The City administers a single employer defined benefit plan which provides healthcare benefits to eligible retirees and their dependents in accordance with various labor agreements. The table below summarizes these costs over the forecast period.

Table 4. Retiree Benefits
Retiree Benefit ($ Millions) FYE 2024 FYE 2025 FYE 2026FYE 2027FYE 2028FYE 2029FYE 2030 Medical 2.22 2.29 2.33 2.38 2.43 2.48 2.53
Health Savings Plan 0.34 0.42 0.42 0.42 0.42 0.42 0.42
Total $2.55 $2.71 $2.75 $2.80 $2.85 $2.89 $2.94
Debt Service
The General Fund will generally be responsible for funding the following debt service payments annually:
2018 Lease Revenue Refunding Bonds, Series A and B
On November 20, 2018, the City issued $19,310,000 of Lease Revenue Bonds, Series A and $4,855,000 of taxable Lease Revenue Bonds, Series B to provide financing for the advance refunding of the City's 2002 Lease Revenue Bonds Series A, 2004 Lease Revenue Bonds Series A&B, and the 2013 Lease Revenue Refunding Bonds Series A.
2020 Lease Revenue Bonds, Series A
On July 23, 2020, the City issued $204,095,000 of taxable Lease Revenue Bonds to provide financing to pay the City’s unfunded pension liabilities to CalPERS, to establish a reserve fund, and pay issuance costs. The bonds mature annually through August 1, 2044, in amounts ranging from $3,645,000 to $16,105,000, with interest rates that range from 1.747% to a maximum of 3.892% over the term of the bonds.

Energy Efficiency Loans Payable
In May 2021, the City entered into two lease-purchase agreements for the acquisition and installation of certain energy conservation equipment and improvements (solar) and installation of certain energy conservation equipment including lighting and HVAC (non-solar) with an aggregate principal borrowing of $6,602,048.

Table 5. Debt Service Payments
Debt Service
($ Millions) FYE 2026 FYE 2027 FYE 2028 FYE 2029 FYE 2030 Principal $5,907,696 $6,295,249 $6,717,502 $7,168,788 $7,633,591 Interest $7,714,385 $7,540,661 $7,345,261 $7,127,764 $6,888,807 Total Debt Service $13,622,081 $13,835,910 $14,062,763 $14,296,552 $14,522,398 City of West Covina Long-Range Financial Forecast: FYE 2026-2030

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Self-Insured Workers Compensation and Liability
The City is self-insured for workers compensation and liability (automobile, general, and public officials). The City has always purchased excess insurances for workers compensation and liability. In compliance with Governmental Accounting Standards Board (GASB) Statement No. 10, the City has an actuarial study completed every two years.

Based on the latest actuarial study, the estimated outstanding workers compensation losses decreased by $1.2 million from our prior estimate of $14.1 million as of June 30, 2023 to $12.8 as of June 30, 2024. The change consists of:
 +$2.8 million from the additional year (2023/24) of exposure,  -$3.7 million for claim payments made during 2023/24, and  -$0.2 million due to a change in projected ultimate losses for 2022/23 and prior.

The decrease in outstanding workers compensation losses is mainly due to a decrease in case reserves of $1.5M.

Additionally, the estimated outstanding liability losses increased by $5.3 million from our prior estimate of $8 million as of June 30, 2023 to $13.2 million as of June 30, 2024. The change consists of:
 +$5.9 million from the additional year (2023/24)
of exposure,
 -$4.7 million for claim payments made during
2023/24, and
 +$4.1 million due to a change in projected
ultimate losses for 2022/23 and prior.

Figure 4. Debt Service Payments
Figure 5. Open Liability Claims
City of West Covina Long-Range Financial Forecast: FYE 2026-2030

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The increase in outstanding liability losses is mainly due to an increase in case reserves of $4.2 million.

The actuarial study also projected losses over $8.35 million in FYE 2026 and $21.29 million in FYE 2030. The cart below outlines these losses.

Figure 6. Liability & Workers’ Comp Compensation Projected Losses Paid AGENDA ITEM NO. 2

VALLEY UNIFIED SCHOOL DISTRICT (CVUSD) FOR ONE SCHOOL RESOURCE

OFFICER AT SOUTH HILLS HIGH SCHOOL, INCLUDING COST-SHARING FOR

CROSSING GUARD SERVICES
RECOMMENDATION:

It is recommended that the City Council authorize the Acting City Manager execute a new five-year Memorandum of Understanding with the Covina Valley Unified School District (CVUSD) for the School Resource Officer Program at South Hills High School and cost-sharing for crossing guard services.

BACKGROUND:

In recent years, City staff explored many cost saving and cost sharing opportunities. These included sharing the costs of School Resource Officers (SROs) and crossing guard services with local school districts. The City's most recent Memorandum of Understanding (MOU) with CVUSD for SRO services and cost-sharing for crossing guard services had a term of August 22, 2022 through June 5, 2025. To continue this arrangement with CVUSD, a new Memorandum of Understanding (MOU) is needed.

DISCUSSION:

The proposed new five-year MOU is attached (see Attachment No. 1), and has been reviewed by City Staff and CVUSD staff. Under this MOU, the City will continue to assign one officer to serve as the SRO at South Hills High School. CVUSD will share the cost for this SRO, and also pay for half the costs of providing crossing guard services at CVUSD schools located in the City of West Covina, through June 2030. CVUSD will reimburse the City for a portion the SRO salary costs, starting at $100,000 for the 2025-26 school year, and increasing each year, ending at $113,000 for the 2028-29 school year.

Additionally, CVUSD will pay for any SRO overtime hours during the school year.

Staff recommends that the City Council authorize the Acting City Manager to execute the new five-year MOU with CVUSD.

LEGAL REVIEW:

The City Attorney's Office has reviewed the agreement and approved it as to form.

Prepared by: Alex B. Houston, Police Administrative Services Manager Additional Approval: Karen Ogawa, Finance Director
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Estimated revenue amounts from CVUSD are proposed to start at $100,000 and be increased every year of the agreement, aligning to the following amounts included in the MOU:

School Year/Fiscal Year Amount
2025-26 $100,000
2026-27 $103,000
2027-28 $107,000
2028-29 $110,000
2029-30 $113,000
Five-Year Total $533,000
Additionally, the District will pay 100% of the overtime costs that the City incurs for the SRO to provide services. The fully burdened cost of an SRO ranges from $180,000 to over $200,000. The funding received from the district supplements this cost for the City. Estimated revenue is included in the adopted FY 2025-26 General Fund budget for these reimbursements.

Attachments
Attachment No. 1 - CVUSD MOU 2025-2030
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Maintain Good Intergovernmental Relations
Covina Valley School District
SRO Program-2025-2030

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MEMORANDUM OF UNDERSTANDING

BETWEEN THE CITY OF WEST COVINA AND

THE COVINA-VALLEY UNIFIED SCHOOL DISTRICT

FOR THE SCHOOL RESOURCE OFFICER PROGRAM AT

SOUTH HILLS HIGH SCHOOL
THIS MEMORANDUM OF UNDERSTANDING (“Agreement”) is entered into as of July 1, 2025 (“Effective Date”) by and between the CITY OF WEST COVINA, a municipal corporation (“City”) and the COVINA-VALLEY UNIFIED SCHOOL DISTRICT, a political subdivision of the State of California (“District”).

RECITALS
A. District needs services as part of the School Resource Officer Program (“SRO Program”), as more fully described herein (the “Services”).

B. City employs sworn peace officers specially trained, experienced and competent to provide the Services to District on the terms and in the manner described in this Agreement.

C. This Agreement is not intended to modify any program or service provided by City to District as of the Effective Date except as expressly provided herein.

D. City and District are joining together in a collaborative effort to provide one (1) School Resource Officer (“SRO”) to work with the South Hills High School (“SHHS”) community to help provide a safe and secure environment for all.

E. City and District desire to have a working relationship between the City and the District to provide a safe and secure learning environment for students, to encourage a positive learning experience, and to promote positive relationships between law enforcement and students.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions set forth herein, City and District agree as follows:

1.0. TERM
The term of this Agreement shall commence on the Effective Date and end on June 30, 2030, unless previously terminated as set forth herein.

ATTACHMENT NO. 1
Covina Valley School District
SRO Program-2025-2030

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2.0. GOALS AND OBJECTIVES
City and District agree that the goals and objectives of this Agreement and the SRO Program are:

A. The goals of the SRO Program are to assist the District at SHHSin providing a safe learning environment and to improve relationships between law enforcement officers and today’s students. The SRO Program should also attempt to promote a better understanding of the law enforcement officer’s role in society while educating students, parents, and school personnel, which will build a better community while also providing a role model in the educational system.

B. The first objective of the SRO is the protection of students and staff from negative influences and to assist in the maintenance of safety in the schools.

C. The second objective is for the SRO to act as an advisor to school staff in safety matters, violence reduction strategies, and legal aspects of the activities of students.

D. The third objective is for the SRO to facilitate learning in citizenship and related law education. The SRO will prepare and present specialized lectures on topics discussed by school staff. The SRO will provide students with information about their rights and responsibilities in the school and community.

E. The fourth objective is for the SRO to assist students through counseling and mediation in law related problems and to assist them by mediating disputes. The SRO will attempt to proactively identify problems with students and provide guidance to them in addressing their problems in a non-violent manner.

3.0. SCOPE OF SERVICES

3.1. Assignment of SRO. The City will assign one (1) sworn West Covina Police Department officer to act as the SRO, assigned to SHHS. The SRO will work on the school campus on a daily basis in order to reduce and prevent criminal activity, counsel andadviseschool staff on important safety issues, help teach students about safety, and provide students counseling and mediation specific to issues involving the law. The SRO will work four (4) days a week for ten (10) hours each day (“Normal Work Week”). The SRO will coordinate activities with the SHHS Principal and concerned staff members, and will seek permission, guidance, and advice prior to enacting any program within the school. The SRO will seek District and school input before any activity other than individualized police action is enabled, such as the usage of police dogs and the implementation of facilities/property searches. The SRO will remain an employee of the City.

Covina Valley School District
SRO Program-2025-2030

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3.2. Selection and Supervision of SRO. The Chief of Police will determine those individuals best suited for the assignment to the SRO Program in accordance with City’s employment procedures and conditions and advise the District of the eligible candidates. The Chief of Police will consider input from the District Superintendent as to the selection of the SRO, but the Chief of Police shall have the sole discretion in the selection of the SRO. The Chief of Police’s selections shall be final. The SRO shall perform the Services under the supervision and control of the Chief of Police.

3.3. Duties and Responsibilities of SRO. City and District agree that the SRO’s duties and responsibilities shall include:

A. Act as an effective liaison between school and District personnel, the West Covina Police Department, and elements of the juvenile justice system.

B. Maintain a high visibility presence in order to deter crime and allow easy availability for students who wish to make contact.

C. Act as counselor and advisor to students in need of guidance.

D. Teach short courses for students in areas such as explanation of the law, police procedures, drug abuse, and family violence.

E. Conduct workshops for teachers in areas such as gang awareness, drug usage, and juvenile law.

F. Address school assemblies and be involved in programs of an educational nature.

G. Take action to apprehend persons responsible for any criminal activity on campus.

H. Assist in and attend meetings of the School Attendance Review Board (SARB).

I. Provide innovative programs to enhance support and cooperation with the school in a mutual effort to create a better school environment.

J. Develop expertise in presenting various subjects such as understanding the laws, the police officer and the police mission.

K. Encourage individual and small group discussions about law enforcement related matters with students, faculty and parents.

Covina Valley School District
SRO Program-2025-2030

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L. Whenever possible, attend meetings of the school parent and faculty groups to solicit their support and understanding of the SRO Program and promote awareness of law enforcement functions.

M. Whenever possible, be available for conferences with students, parents and faculty members to assist them with problems of a law enforcement or crime prevention nature.

N. Be familiar with the community agencies which offer assistance to students and their families, such as mental health clinics, drug treatment centers, etc.

O. May act as an instructor for specialized short-term programs when invited to do so by the Superintendent or designee.

P. Coordinate all activities with the school administrative staff and seek permission, advice, and guidance prior to enacting any program within the school.

Q. Assist the Superintendent/Principal in developing plans and strategies to prevent and/or minimize dangerous situations which may result from student unrest.

R. Should it become necessary to conduct formal police interviews with students, the SRO shall adhere to school board policy and legal requirements with regard to such interviews.

S. Take law enforcement action as required. As soon as practical, and when legally permissible, the SRO shall make the
Superintendent/Principal of the school aware of such action. At the Superintendent’s/Principal’s request, the SRO may take appropriate law enforcement action against intruders and unwanted visitors who may appear at school related functions, to the extent the SRO may do so under the authority of the law.

T. Give assistance to other police officers in matters regarding his/her school assignment whenever necessary.

U. Maintain a detailed and accurate record of the operation of the SRO Program.

V. The SRO will be expected to participate in school functions such as athletic events, dances, PTA programs, and other school sponsored events when the staff and the SRO agree their attendance is advantageous.

Covina Valley School District
SRO Program-2025-2030

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3.4. School Breaks. District acknowledges and agrees that during periods when SHHS is on break, the SRO will be deployed back into police patrol operations for the City, and will be eligible to use leave time.

3.5. Time Off/Leave Time. District acknowledges and agrees that the SRO is eligible to take time off/leave time throughout the year. District acknowledges and agrees that this position will not be backfilled by other West Covina Police Department officers.

4.0. COMPENSATION

4.1. Compensation. For services provided during the Normal Work Week, District shall pay City as follows:
a. For the period commencing on the Effective Date and ending June 30, 2026 (2025-2026 school year), District shall pay City One Hundred Thousand Dollars ($100,000.00) for the SRO.
b. For the period commencing July 1, 2026 and ending June 30, 2027 (2026-2027 school year), District shall pay City One Hundred Three Thousand Dollars ($103,000.00) for the SRO.
c. For the period commencing July 1, 2027 and ending June 30, 2028 (2027-2028 school year), District shall pay City One Hundred Seven Thousand Dollars ($107,000.00) for the SRO.
d. For the period commencing July 1, 2028 and ending June 30, 2029 (2028-2029 school year), District shall pay City One Hundred Ten Thousand Dollars ($110,000.00) per SRO.
e. For the period commencing July 1, 2029 and ending June 30, 2030 (2029-2030 school year), District shall pay City One Hundred Thirteen Thousand Dollars ($113,000.00) per SRO.

The City will fund the remaining salary andbenefits and all equipment costs.

4.2. Overtime Costs. If the SRO provides services outside of the Normal Work Week, District shall pay City one hundred percent (100%) of the costs that the City incurs for the SRO to provide such services, with the understanding that the City is generally required to pay the SRO at least one and one-half (1.5) times their regular rate of pay for overtime.

4.3. Method of Billing. City will invoice the District for Services provided during the Normal Work Week and any overtime costs on a quarterly basis. District shall pay each invoice within thirty (30) days of receipt of the invoice.

5.0. CONTRIBUTION TO CROSSING GUARD SERVICES
Covina Valley School District
SRO Program-2025-2030

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In consideration for City’s participation in the SRO Program at SHHS, District agrees to pay for fifty percent (50%) of the City’s costs for providing crossing guard services at all District schools located within the City. The crossing guard services shall be provided at the following intersections/locations within the City of West Covina:

1. Mesa Elementary (S. Barranca St. / E. Sunset Hill Dr.)

2. Rowland Ave Elementary (E. Rowland Ave. / N. Astell Ave.)

3. Rowland Ave Elementary (E. Rowland Ave. / N. Lark Ellen Ave.)

4. Workman Elementary (E. Workman / N. Phillips Ave.)

5. Traweek Middle School (E. Rowland Ave. / N. Neil St.) City will invoice District for such costs on a quarterly basis. District will pay each invoice within thirty (30) days of receipt of the invoice.

6.0. PROGRAM EVALUATION
District and City will annually and collaboratively evaluate the performance, success, and effectiveness of the SRO Program. This evaluation may be utilized to determine further continuation of the SRO Program.

If the City enters into a memorandum of understanding or similar agreement during the term of this Agreement with another school district located within the City that contains provisions for payment to the City for a greater or lesser net amount for the same or similar SRO services, the City and the District agree to meet and confer in good faith to determine whether or not to amend this Agreement to adjust payment hereunder. Either the City or the District may initiate this meet and confer process and shall do so by delivering written notification of such request to the other party’s representative.

7.0. CONTINUATION
District and City may continue and renew the SRO Program by mutual written agreement, which may be memorialized by an amendment to this Agreement or a new agreement between the parties.

8.0. TERMINATION
District or City may terminate this Agreement at any time, with or without cause, by providing forty-five (45) days’ written notice to the other party. In the event of termination, District shall compensate City for services performed through the effective date of the termination. City shall continue to provide services after notice of termination and during the forty-five (45) day notice period unless District, in the notice of termination, requests that City not perform services.

9.0. INDEMNIFICATION
Covina Valley School District
SRO Program-2025-2030

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9.1. District Obligations. District agrees to defend, indemnify and hold harmless City, its elected and appointed officials, officers, agents, employees, and volunteers from and against any and all losses, claims, actions, damages, expenses or liabilities, including reasonable attorneys’ fees, arising out of or in any way connected with the District’s negligence or willful misconduct in the performance of this Agreement. District assumes workers’ compensation liability for injury or death of its officers, agents, employees, and volunteers, and assumes no workers’ compensation responsibility for the elected and appointed officials, officers, agents, employees, and volunteers of the City.

9.2. City’s Obligations. City agrees to defend, indemnify and hold harmless District, its officials, officers, agents, employees, and volunteers from and against any and all losses, claims, actions, damages, expenses or liabilities, including reasonable attorneys’ fees, arising out of or in any way connected with City’s negligence or willful misconduct in the performance of this Agreement. City assumes workers’ compensation liability for injury or death of its elected and appointed officials, officers, agents, employees, and volunteers, and assumes no workers’ compensation responsibility for the officials, officers, agents, employees, and volunteers of the District.

10.0. ASSIGNMENT
This Agreement may not be assigned or transferred by either party without the express written consent of the other party.

11.0. WAIVER
No waiver of any provision of this Agreement shall be effective unless in writing and signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.

12.0. SEVERABILITY
If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. Notwithstanding the foregoing, if the value of this Agreement, based upon the substantial benefit of the bargain for any party, is materially impaired, which determination made by the presiding court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

13.0. CONSTRUCTION
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SRO Program-2025-2030

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The parties have participated jointly in the negotiation and drafting of this Agreement and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.

14.0. INDEPENDENT CONTRACTOR
The parties understand and agree that in performing the Services under this Agreement, City and any person employed by or contracted with City to furnish labor and/or materials under this Agreement shall act as and be an independent contractor and not an agent or employee of the District.

15.0. NO THIRD PARTY BENEFICIARES
This Agreement is entered into for the sole benefit of City and District and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement.

16.0. NOTICES; REPRESENTATIVES
City and District have designated the following representatives to receive notices and act on their agency’s behalf in the administration of this Agreement. Notices shall be deemed given when personally delivered to the District or City representative or three (3) days after the date the notice is deposited in the United States mail, first-class postage prepaid, and addressed as set forth below.

CITY: Chief of Police
West Covina Police Department
1444 W. Garvey Ave. S.

West Covina, CA 91790
DISTRICT: Superintendent
Covina-Valley Unified School District
519 E. Badillo St.

Covina, CA 91793

17.0. ATTORNEYS’ FEES
In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof.

Covina Valley School District
SRO Program-2025-2030

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18.0. GOVERNING LAW; VENUE
This Agreement shall be governed by and construed under the laws of the State of California without giving effect to that body of laws pertaining to conflict of laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Los Angeles County, California.

19.0. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification.

20.0. COUNTERPARTS AND ELECTRONIC SIGNATURES
This Agreement 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 Agreement 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 Agreement. 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 Agreement in a court of law based solely on the absence of an original signature.

21.0. CORPORATE AUTHORITY
The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement. [SIGNATURE PAGE FOLLOWS.]

AGENDA ITEM NO. 3

It is recommended that the City Council authorize the purchase of ten (10) Dodge Durango Patrol vehicles and two (2) Chevrolet Trax CSO (Community Service Officer) vehicles, from National Auto Fleet Group through Sourcewell Master Vehicle Contract # 091521-NAF, for a total of $621,028.62, including taxes and fees, using previously budgeted federal asset forfeiture funds.

BACKGROUND:

The patrol vehicle is a basic tool needed by a patrol officer to perform the job of providing police service to residents. For patrol officers, their office space is their vehicle, and they count on those vehicles performing every time they enter them. These vehicles are used in intense pursuits, and often run nonstop supporting multiple patrol shifts round the clock—this greatly reduces these vehicle’s useful lifespan in comparison to regular civilian passenger vehicles. In comparison to a standard civilian car, the actual mileage and wear and tear on these units’ engines far exceeds the odometer numbers, because these patrol units frequently idle for long periods of time at crime scenes and traffic stops while officers use vehicle-mounted lights, mobile data computers, and communications equipment. Currently, ten (10) high-mileage patrol vehicles have been identified as needing replacement, along with two (2) vehicles for Community Service Officers (CSOs), used to support patrol operations in the field.

DISCUSSION:

National Auto Fleet Group has offered to provide twelve (12) vehicles to West Covina (ten (10) Patrol Durango vehicles, and two (2) CSO Trax vehicles), under the Sourcewell Master Vehicle Contract No. 091521-NAF pricing—see Attachment No. 1. This same multi-year Sourcewell contract (see Attachment No. 2) has been approved by the City Council for previous purchases of Police and Fire vehicles.

National Auto Fleet Group has again offered the contract pricing under this contract, totaling $621,028.62 for all 12 vehicles.

The Sourcewell program is a public agency, member-driven service cooperative that serves over 50,000 members. Sourcewell offers a multitude of contracted products, equipment, and service opportunities to local government agencies. Sourcewell offers its members purchasing contracts that are competitively bid nationally to enable contracted suppliers and member agencies to work smarter and more efficiently and bring considerable value to member agencies. By utilizing the Sourcewell purchasing contract services, local government agencies can expedite and purchase critical equipment much quicker than using traditional acquisition methods. Sourcewell products and suppliers are already approved by the United States General Service Administration, so no request for proposal or bidding is required. Utilizing the Sourcewell contract to purchase these police vehicles will help deliver these vehicles as soon as possible to the Police Department, and save considerable staff time.

Pursuant to Section 2-335(6) of the West Covina Municipal Code, purchases made through a cooperative purchasing agreement or program like Sourcewell are exempt from the informal and formal competitive procurement requirements of the Municipal Code provided certain requirements are met. As required by Section 2-335(6), the Purchasing Officer has determined that the purchase is in the best interest of the City, is to the City's economic advantage, and that the agreement was competitively awarded using a process that complies with policies, rules, and regulations as approved by the Purchasing Officer.

The price quote for the 10 Patrol Durango vehicles includes a “Maximum Care Service Contract” covering virtually all vehicle components (e.g., drive train, air conditioning, etc.), lasting five years or 100,000 miles with a zero (0) deductible. These service contracts will go into effect after the vehicles are received and equipped. When replaced, the older Police vehicles will be rotated to non-patrol uses, or auctioned.

To pay for these vehicles, the Police Department will utilize Federal U.S. Department of the Treasury asset forfeiture revenue that was previously received, and budgeted by the City Council in the FY 2025-26 adopted budget in Fund 118. The federal asset forfeiture program encompasses the seizure and forfeiture of assets that represent the proceeds of, or were used to facilitate, federal crimes. The primary mission of the program is to employ asset forfeiture powers in a manner that enhances public safety and security. This is accomplished by removing the proceeds of crime and other assets relied upon by criminals and their associates to perpetuate their criminal activity against our society. Asset forfeiture has the power to disrupt or dismantle criminal organizations that would continue to function if we only convicted and incarcerated specific individuals, denying these criminal organizations of their ill-gotten gains and instead channeling those resources to enhance public safety.

The asset forfeiture revenue that was received and included in the FY 2025-26 adopted budget stems from successful law enforcement and prosecution efforts of narcotics cases, involving the Police Department’s Special Enforcement Team (SET), in partnership with federal law enforcement agencies.

These cases are adjudicated at the federal level, which is often a lengthy process that results in irregular receipts of these funds. The federal government produces a lengthy publication concerning the spending rules and prohibitions associated with federal asset forfeiture funds called the Guide to Equitable Sharing of Federally Forfeited Property for State and Local Governments. Briefly, asset forfeiture funds are approved for supplemental law enforcement uses for the seizing law enforcement agency, must be accounted for separately from other funds to adhere to financial reporting and auditing requirements, and cannot be spent until the funds are actually received as revenue. Moreover, these funds cannot be used to replace (supplant) funding levels for police department items (like police officers, materials, services, supplies and equipment, etc.) previously funded from the City’s General Fund. For purchases over $25,000 made with this funding, the federal government requires that the vendor (seller) have an active registration at Sam.gov, which National Auto Fleet Group has. It is appropriate and allowable to use available federal asset forfeiture funds for these vehicles.

LEGAL REVIEW:

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

OPTIONS:

The options available to the City Council include:

1. Approve the staff recommendation, or

2. Provide alternative direction.

The purchase cost of these vehicles and warranties (totaling $621,028.62) will constitute no cost to the General Fund. Federal asset forfeiture revenue for these vehicles was previously received and budgeted in Fund 118.

Attachments
Attachment No. 1 - Price Quotes from National Auto Fleet Group Attachment No. 2 - Sourcewell Contract 091521 NAF
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
ATTACHMENT NO. 1

091521-NAF
Rev. 3/2021 1
Solicitation Number: RFP #091521

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive, Watsonville, CA 95076 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires November 8, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.

C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

ATTACHMENT NO. 2
091521-NAF
Rev. 3/2021 2
Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be

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Rev. 3/2021 3
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;

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x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell

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Rev. 3/2021 5
contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased

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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,

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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.

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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms

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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is

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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names

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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation

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and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S. Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

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22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell 72 Hour LLC dba: National Auto
Fleet Group
By: __________________________ By: __________________________ Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________

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AGENDA ITEM NO. 4

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: September 16, 2025
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF CENSURE OF COUNCIL MEMBER BRIAN GUTIERREZ RECOMMENDATION:

It is recommended that the City Council:

Provide direction to staff regarding a censure hearing relating to Council Member Brian Gutierrez in response to the complaint submitted by Mayor Pro Tem Lopez-Viado.

1. If the Council directs that a censure hearing be held, schedule the hearing for a regular or special meeting on a future date.

2. 3. Direct that the Acting City Manager serve as the presiding officer of any censure.

Authorize the Acting City Manager to engage Buchalter APC as special counsel to represent the City in the Doe v. City of West Covina (Los Angeles County Superior Court Case No. 25STCV26419) matter.

4. BACKGROUND:

The City of West Covina has a strong commitment to prohibiting and preventing discrimination, harassment, and retaliation in the workplace and in the conduct of City business. The City’s personnel rules reflect that commitment and apply directly to employees. In the California Supreme Court’s recent decision in Brown v. City of Inglewood ((2025) 18 Cal.5th 33, 57), the Supreme Court held: “We conclude that elected officials such as Brown, the City of Inglewood’s treasurer, fall outside the definition of the term ‘employee’ in section 1106 and cannot assert the protections of section 1102.5.” Based on the Supreme Court’s decision, it is the City’s understanding that its personnel rules do not extend to elected officials because they are not employees of the City. Nevertheless, the City Council remains committed to ensuring a safe and respectful environment for all individuals involved in City government.

This matter is before the City Council following its September 10, 2025 special meeting, at which the Council voted to place on the September 16, 2025 agenda consideration of Mayor Pro Tem Letty Lopez-Viado’s request for censure of Council Member Brian Gutierrez.

Key events to date are as follows:

September 3, 2025: Council Member Gutierrez transmitted a cease-and-desist letter to Mayor Pro Tem Lopez-Viado alleging retaliation and intimidation. The letter was transmitted via email and by personal service to her residence.

September 3–9, 2025: Council Member Gutierrez also submitted other correspondence raising complaints concerning Mayor Pro Tem Lopez-Viado’s conduct and alleging conflicts of interest.

September 9, 2025 (morning): Mayor Pro Tem Lopez-Viado submitted a written complaint to the September 9, 2025 (morning): Mayor Pro Tem Lopez-Viado submitted a written complaint to the City alleging harassment and intimidation by Council Member Gutierrez and requesting that the Council consider a censure.

September 9, 2025 (evening):

The City, through special counsel, transmitted a letter to Council Member Gutierrez advising that an independent investigation would be conducted, that interim protective measures were in place, and that the Council would consider in a special open session on September 10, 2025 whether to place an item on the September 16, 2025 agenda regarding the complaint submitted by Mayor Pro Tem Lopez-Viado.

The City, through special counsel, transmitted a letter to Mayor Pro Tem Lopez-Viado confirming that the City would move forward with an independent investigation and that interim protective measures were in place.

Council Member Gutierrez submitted a request that special counsel recuse himself, as well as a video recording of Mayor Pro Tem Lopez-Viado. It is not clear whether Mayor Pro Tem Lopez-Viado consented to this audio recording or if it violates California Penal Code.

September 10, 2025: In response to the Council’s call for a special meeting to address Mayor Pro Tem Lopez-Viado’s request for censure, a lawsuit was filed in Los Angeles Superior Court (Doe v.

City of West Covina, Case No. 25STCV26419) seeking injunctive relief. A hearing on the plaintiff's motion for preliminary injunction is currently scheduled for October 8, 2025.

This factual background may not be all-inclusive, and Council Member Gutierrez, Mayor Pro Tem Lopez-Viado, or other Council Members may have additional information or documents they wish to rely upon if a censure hearing is ultimately requested.

To ensure that the City does not interfere with judicial proceedings and that any process is carried out in compliance with applicable law, this staff report provides the Council with a framework for the censure process, the timing of a hearing, and the procedural requirements that must be observed.

DISCUSSION:

A. Authority to Censure
A city council, as a body, has the authority to express its opinion regarding the propriety of the actions of an individual council member. While a public admonishment is an informal statement of the opinion of one or more council members, a motion to censure is a formal statement of the opinion of the majority of the city council. A censure is generally understood to be “an official reprimand or condemnation; an authoritative expression of disapproval or blame.” (Black’s Law Dictionary, 10th ed. 2014).

Neither California statutory law nor the West Covina Municipal Code provides an explicit procedure for censure. The recommended procedure is outlined below.

It is also important to note the limits of a censure. A censure does not remove a council member from office or otherwise alter the official’s elected status. Its effect is symbolic: an expression of disapproval by the council as a whole. In some cases, censure may be accompanied by actions within the council’s discretion, such as removal from committees, assignments, or liaison roles, but it cannot extend to termination of office.

B. Agenda-Setting and Meeting Procedures
Under the Brown Act, agendas must be posted at least 72 hours before a regular meeting and at least 24 hours before a special meeting. A censure hearing may therefore be set at either a regular or special meeting, provided the applicable statutory notice requirements are met.

C. Pending Court Proceedings
On September 10, 2025, a lawsuit was filed in Los Angeles County Superior Court (Doe v. City of West Covina, Case No. 25STCV26419) seeking injunctive relief relating to censure. A hearing on the plaintiff’s motion for preliminary injunction is currently scheduled for October 8, 2025. Staff recommends that the City Council avoid interfering with judicial proceedings in this censure process.

D. Due Process Considerations
If the Council determines to proceed with a censure hearing, the process should provide Council Member Gutierrez with notice and a fair opportunity to be heard. At the public hearing on a motion for censure, it is recommended that the City Council conduct the proceeding in the following manner:

The hearing shall begin with a reading of the motion for censure against Council Member Gutierrez.

After the reading of the motion, members of the public may speak in favor of or in opposition to the motion, subject to City Council policies and the Brown Act.

After public comment, Council Member Gutierrez must be given the opportunity to present arguments against the motion for censure. Such arguments may be presented either orally or in writing.

After Council Member Gutierrez’s presentation, the remaining City Council Members shall have the opportunity to ask him questions regarding his presentation.

The City Council shall then openly deliberate on the motion for censure. The City Council shall not recess to closed session for deliberation. Passage of the motion for censure requires a majority vote of the City Council.

E. Presiding Officer
Because this matter involves allegations between Council Members, and to avoid any appearance of bias or conflict, staff recommends that the Acting City Manager serve as the presiding officer for any censure hearing. This approach ensures neutrality in administering the process while leaving the ultimate decision to the City Council as a whole.

F. Engagement of Buchalter APC
Staff recommends that the Council authorize the Acting City Manager to engage Buchalter APC to serve as special counsel in connection with this matter. Buchalter has experience representing the City as well as public entities in similar cases that involved a council member challenging corrective and remedial actions taken by the city. This prior experience positions Buchalter to provide continuity, efficiency, and informed guidance in defending the City should the litigation proceed.

If engaged, the Acting City Manager may also authorize Buchalter to pursue appropriate procedural remedies in the litigation initiated against the City, including the filing of a special motion to strike under California’s anti-SLAPP (Strategic Lawsuit Against Public Participation) statute ( See City of Montebello v. Vasquez (2016) 1 Cal.5th 409, 423 (“The council members' participation in the meeting that preceded the vote was constitutionally protected activity. ‘[P]ublic meetings, at which council members discuss matters of public interest and legislate, are conduct in furtherance of the council members' constitutional right of free speech in connection with public issues and issues of public interest. “Under the First Amendment, legislators are ‘given the widest latitude to express their views’ and there are no ‘stricter “free speech” standards on [them] than on the general public.”)), and to seek recovery of the City’s attorneys’ fees and costs from the plaintiff to the extent permitted by law.

LEGAL REVIEW:

The City Attorney's Office and special counsel have reviewed this staff report.

Fiscal Impact
FISCAL IMPACT:

There is no direct fiscal impact associated with placing this matter on the agenda or with scheduling a censure hearing. If the City Council determines to proceed with a hearing, staff will support the process as part of their regular duties.

Additional fiscal impacts could arise if further legal proceedings are initiated or if outside services are required in connection with the administration of the hearing. Because a lawsuit has been initiated against the City, costs associated with such representation will depend on the scope of proceedings and any court-ordered deadlines. If special counsel is engaged, the Acting City Manager may also authorize counsel to pursue available remedies in the litigation, including a special motion to strike under California’s anti-SLAPP statute. If such a motion is granted, the City would be entitled to recover its attorneys’ fees and costs from the plaintiff.

West Covina City CouncilSeptember 16, 2025

West Covina City Council
September 16, 2025