West Covina City Council
February 3, 2026

(b) Pattern-based escalation. The city council may determine that escalation is warranted where misconduct reflects a pattern rather than an isolated incident. A pattern may be established by repeated violations of the standards of conduct set forth in division 2 of this article, repeated matters supported by investigation or advisory findings under division 3 of this article, or repeated failure to comply with corrective or remedial governance-based measures authorized under section 2- 725 of this article.
(c) Escalation based on noncompliance or ineffectiveness. Escalation may be warranted where a city council memberan elected or appointed official fails to comply fully or in good faith with corrective or remedial governance-based measures, interim governance-based measures, or participation obligations imposed pursuant to division 3 of this article, or where such measures have proven ineffective to mitigate identified material adverse risks to city governance or city operations.
(d) Escalation based on severity or risk. Nothing in this division requires the city council to proceed sequentially through each category of response. The city council may authorize more restrictive governance-based measures, even in the absence of a pattern, where the misconduct presents a material adverse risk to the lawful functioning of city governance or city operations, or to public safety; where external findings or court orders are operative; or where delay would materially compromise governance or safety.
(e) Reliance on division 3 record. Governance-based measures and escalation under this division shall be based on the record developed pursuant to division 3 of this article, including investigative reports, advisory findings, reliance on external findings or orders, documented violations of interim governance-based measures, and documented compliance or noncompliance with corrective or remedial governance-based measures. The city council shall not be required to independently re-investigate or re-adjudicate facts already developed through those processes.
(f) Removal-seeking action as last resort. Any removal-seeking action contemplated by this division is intended as a last resort and shall be pursued only where authorized by law and where lesser governance-based measures are insufficient to protect the lawful functioning of city governance or city operations, or public safety. Removal-seeking action is further governed by sections 2-729 and 2-730 of this article and shall not be operative absent enabling legislative or constitutional authority.

Sec. 2-725. - Corrective and remedial measures.

Corrective and remedial measures under this section are governance-based measures intended to address misconduct that is reasonably remediable, to clarify expectations, and to reduce material adverse risk to the lawful functioning of city governance or city Ordinance No. 2537

operations.

Corrective and remedial measures shall be informed by the record developed pursuant to division 3 of this article, including investigations authorized under section 2-718, advisory findings under section 2-719, reliance on external findings or orders under section 2-720, and other information properly before the city council. (a) Purpose and use. The purpose of corrective and remedial measures is to address misconduct through education, guidance, facilitated intervention, or other structured governance-based measures. Such measures are appropriate where the city council determines that the misconduct does not present an immediate or substantial material adverse risk to the lawful functioning of city governance or city operations, or to public safety, and that remediation is reasonably likely to be effective.
(b) Types of corrective and remedial measures. Corrective and remedial measures may include, as appropriate to the circumstances, mandatory or recommended training related to city governance, ethics, conflicts of interest, Brown Act compliance, workplace conduct, or other relevant subjects; written governance directives clarifying permissible conduct, communication protocols, or professional boundaries; facilitated governance interventions or coaching; and requirements to acknowledge receipt and understanding of applicable policies, directives, or expectations.
(c) Authorization and implementation. Corrective and remedial measures shall be authorized by majority vote of the city council members present and eligible to vote, taken in open session except where closed session consideration is expressly authorized by law. The city council may specify the scope, duration, and completion requirements for such measures, including reasonable deadlines for completion.
(d) Effect of compliance or noncompliance. Successful completion of authorized corrective or remedial measures may be considered by the city council in determining whether further escalation under section 2-724 of this article is warranted. Failure to comply fully or in good faith with authorized measures, refusal to participate, or subsequent misconduct demonstrating that remediation has been ineffective may be considered in determining whether escalation pursuant to section 2-724 is appropriate.

Sec. 2-726. - Governance-based limitations and restrictions.

Governance-based limitations and restrictions under this section are durable governance- based measures intended to regulate the exercise of office, not the holding of office, where such limitations or restrictions are reasonably necessary to protect the lawful functioning of city governance or city operations, or to mitigate material adverse risk to public safety. Limitations and restrictions imposed pursuant to this section do not remove a city council member from office, suspend the office, or constitute a Ordinance No. 2537

determination of criminal or civil liability.
(a) Circumstances warranting limitations. The city council may authorize governancebased limitations and restrictions where it determines that continued unrestricted exercise of office presents a material adverse risk to the lawful functioning of city governance or city operations, or to public safety, and that limitations or restrictions under this section are reasonably necessary to mitigate the identified risk, whether alone or in combination with other governance-based measures. (b) Types of limitations and restrictions. Governance-based limitations and restrictions may include, as reasonably necessary under the circumstances, limitations on participation in specified city council matters or agenda items; removal from or limitation of committee, board, or liaison assignments; requirements that specified interactions with identified persons or entities occur only through designated city staff or in structured settings; restrictions on access to nonpublic information where necessary to protect city operations or to comply with external findings or orders; and other durable constraints reasonably designed to mitigate identified material adverse risks while preserving the elective nature of public office. (c) Authorization and scope. Governance-based limitations and restrictions shall be authorized by majority vote of the city council members present and eligible to vote, taken in open session except where closed session consideration is expressly authorized by law. The authorizing action shall specify the nature, scope, and duration of the limitations imposed and shall be reasonably tailored to the risks identified in the record developed pursuant to division 3 of this article. (d) Quorum and continuity of governance. Governance-based limitations and restrictions shall be implemented, to the extent reasonably practicable and consistent with applicable law, in a manner that preserves the city council’scity’s ability to establish a quorum and to conduct the essential business of the city.

Nothing in this subsection shall be construed to require the city council to disregard or modify a court order, restraining order, or other legally binding directive issued by a court of competent jurisdiction.
(e) Duration and review. Governance-based limitations and restrictions shall remain in effect only for the duration reasonably necessary to address the identified material adverse risks and shall be subject to periodic review by the city council.

The city council may modify or lift such limitations where circumstances materially change, where compliance is demonstrated, or where the identified risks have been adequately mitigated.

Sec. 2-727. - Referral to external authorities and proceedings.

Referral to external authorities under this section is a governance-based escalation mechanism by which the city council may transmit matters involving alleged misconduct by a city council memberan elected or appointed official to entities with independent Ordinance No. 2537

investigatory, enforcement, or adjudicatory authority where the conduct exceeds, or may exceed, the city council’s institutional authority to address internally.

Referral under this section is intended to ensure compliance with applicable law, protect public safety, and address matters that may require criminal, civil, administrative, regulatory, or professional review by external bodies.
(a) Circumstances warranting referral. The city council may authorize referral where it determines that the conduct at issue may implicate criminal law, civil law, ethics or campaign-finance requirements, conflicts of interest laws, professional standards, court orders, or other legal obligations beyond the city council’s authority to enforce. Referral may also be warranted where the misconduct presents a material adverse risk to the lawful functioning of city governance or city operations, or to public safety.
(b) Mandatory referral where required by law. Nothing in this article shall be construed to limit, delay, or excuse referral to external authorities where such referral is required by state or federal law. Where information available to the city reasonably indicates conduct that must be reported or referred to law enforcement, prosecutorial authorities, regulatory agencies, or other entities pursuant to applicable legal requirements, the city council or appropriate city official shall ensure that such referral is made in accordance with law. (c) Authorization and procedure. Referral shall be authorized by majority vote of the city council members present and eligible to vote, taken in open session except where disclosure of the referral itself is restricted by law. The city council may direct that relevant materials developed pursuant to this article be transmitted to the external authority, subject to applicable confidentiality, privilege, and informationprotection requirements. (d) Effect of referral. Referral to external authorities does not preclude the city council from continuing to impose or maintain governance-based measures under this article, including interim measures under section 2-721 or governance-based limitations under section 2-726, where reasonably necessary to protect the lawful functioning of city governance or city operations, or public safety. Conversely, the city council may determine that further action under this article should be deferred, modified, or escalated based on the status or outcome of external proceedings. (e) No adjudication by city council. Authorization of referral under this section shall not be construed as a determination by the city council that misconduct occurred, nor as a finding of criminal or civil liability. The city council’s role under this section is limited to governance oversight and compliance with applicable legal obligations.

Sec. 2-728. - Censure.

Censure is a formal governance-based measure by the city council intended to publicly Ordinance No. 2537

condemn conduct that undermines the integrity, safety, or lawful functioning of city governance or city operations. Censure does not remove a city council memberan elected or appointed official from office, suspend the office, or constitute a determination of criminal or civil liability. It is an institutional expression of disapproval adopted to protect city governance, provide transparency, and establish a clear record of the city council’s response.

The procedures set forth in this section establish the minimum procedure required before adoption of a resolution of censure. Nothing in this section shall be construed to require the city council to conduct an adjudicatory or trial-like proceeding, or to limit the city council’s discretion to structure its deliberations in a manner consistent with applicable law.
(a) Initiation of censure. The city council may initiate censure proceedings where it determines that the conduct at issue implicates one or more provisions of division 2 of this article and that corrective or remedial governance-based measures under section 2-725 of this article are insufficient, ineffective, or inappropriate under the circumstances. Initiation of censure shall occur by action taken in open session and shall require a majority vote of the city council members present and eligible to vote.
(b) Written notice. No fewer than ten (10) calendar days prior to the city council meeting at which a resolution of censure is to be considered, the city council memberelected or appointed official who is the subject of the proposed censure shall be provided with written notice. The notice shall describe the conduct at issue with reasonable specificity, identify the provisions of this article implicated, and state the date, time, and place of the city council meeting at which the proposed censure will be considered.
(c) Access to materials. At the time notice is provided, the city council memberelected or appointed official subject to the proposed censure shall be provided access to the materials upon which the proposed censure is based, including investigative reports, advisory findings, or external findings relied upon by the city council, subject to redaction or withholding as required by law. (d) Opportunity to respond. Before the city council votes on a resolution of censure, the city council memberelected or appointed official who is the subject of the proposed censure shall be afforded an opportunity to respond in open session.

This opportunity shall include the ability to make an oral statement to the city council and to submit written materials for inclusion in the public record no later than five (5) calendar days prior to the meeting.

If the proposed censure arises from a complaint submitted by another city council member, that council memberelected or appointed official, that elected or appointed official may also be afforded a limited opportunity to address the city council in open session, subject to the same time, place, and manner limitations.

Ordinance No. 2537

The city council memberelected or appointed official who is the subject of the proposed censure may be represented by counsel at the city council member’selected or appointed official’s own expense. Reasonable time, place, and manner limits may be imposed to ensure orderly proceedings. (e) Public comment. Public comment on a proposed resolution of censure shall be permitted in accordance with the Brown Act and the city council’s rules of procedure. Public comment shall be limited to the subject matter of the proposed censure. City council membersElected or appointed official shall not use public comment to present evidence, call witnesses, elicit testimony, or conduct examination or cross-examination, and public comment shall not be treated as an evidentiary record.
(f) No evidentiary or adjudicatory hearing. Censure proceedings are legislative and governance-based in nature and shall not constitute an evidentiary or adjudicatory hearing. No party has the right to call witnesses, compel testimony, or conduct cross-examination. Nothing in this section prohibits the city council, in its discretion and by action taken in open session, from receiving additional information or statements where doing so would assist deliberation, provided such action does not convert the proceeding into a trial-like hearing.
(g) Consideration and vote. Following notice, opportunity to respond, and public comment, the city council may deliberate and vote in open session on whether to adopt a resolution of censure at the noticed meeting or a continued meeting.

Adoption of a resolution of censure shall require a majority vote of the city council members present and eligible to vote, unless a higher threshold is required by law. (h) Contents and effect of censure. A resolution of censure may describe the conduct at issue and its impact on city governance or city operations, identify the standards of conduct implicated, and include a formal statement of condemnation or disapproval. A resolution of censure may also articulate expectations for future conduct and reference the potential for escalation under this division if misconduct continues or recurs.

Sec. 2-729. - Impeachment.

Impeachment under this article is a removal-seeking governance action of last resort. It is intended to address extraordinary circumstances in which a city council member’san elected or appointed official’s continued service presents an intolerable material adverse risk to the lawful functioning of city governance or city operations, or to public safety, and where lesser governance- based measures have been ineffective, have been disregarded, or are clearly inadequate under the circumstances.

Impeachment is not intended to punish political disagreement, unpopular viewpoints, or lawful legislative conduct. It is reserved for serious misconduct demonstrating that Ordinance No. 2537

continued service is incompatible with the lawful and safe functioning of municipal governance.
(a) Threshold for initiation. Impeachment proceedings may be initiated where the city council determines, based on the record developed pursuant to division 3 of this article, that one or more of the following conditions exist, whether arising from a single incident or from repeated conduct over time:
(1) Repeated or willful non-compliance with corrective or remedial governancebased measures, governance-based limitations or restrictions, or other measures authorized under this article, demonstrating that lesser responses are ineffective to mitigate identified risks;
(2) Egregious misconduct that, by its nature or severity, renders corrective measures, censure, or governance-based limitations clearly inadequate or inappropriate;
(3) A final judicial, administrative, or arbitral finding establishing conduct that would justify removal, forfeiture, or disqualification from public office under applicable law; or
(4) Willful violation of court orders, restraining orders, or other legally binding directives relating to city governance or the exercise of city council authority. (b) Initiation of impeachment proceedings. Impeachment proceedings shall be initiated by a majority vote of the city council members present and eligible to vote, taken in open session to the extent permitted by law. The initiating action shall identify the general grounds for impeachment and the provisions of this article implicated.
(c) Written notice. Upon initiation of impeachment proceedings, the city council memberelected or appointed official who is the subject of the proceedings shall be provided with written notice describing the conduct at issue with reasonable specificity, identifying the applicable standards under this article, and outlining the procedural steps to follow. The notice shall provide no fewer than thirty (30) calendar days before commencement of any impeachment-related proceeding before an independent hearing officer.
(d) Independent hearing officer. Impeachment proceedings shall be conducted before an independent hearing officer retained by the city as authorized by the city council. The hearing officer shall not be a city employee and shall not be subject to the direction or control of the city council memberelected or appointed official who is the subject of the proceedings.

To promote neutrality and institutional separation, the city council may authorize retention of the hearing officer through a neutral dispute-resolution provider, such as JAMS, the American Arbitration Association (AAA), Judicate West, or a Ordinance No. 2537

comparable organization, or may retain a retired judicial officer or similarly qualified neutral with experience in public-sector governance matters.

The hearing officer shall exercise independent judgment and conduct the proceeding consistent with applicable law and the minimum procedural safeguards required for removal-seeking actions. The city council shall not serve as the finder of fact in impeachment proceedings.

The fact that the city council, the city attorney, outside counsel, the city manager, or a designee may retain, coordinate, or provide legal or procedural guidance regarding scope or compliance with law shall not, by itself, compromise the independence of the hearing officer, provided that such guidance does not direct factual findings or recommendations.
(e) Procedure before hearing officer. The city council memberelected or appointed official subject to impeachment shall be afforded, at a minimum, a reasonable opportunity to be represented by counsel at their own expense, to submit evidence, and to respond to the allegations before the hearing officer, subject to applicable constitutional, statutory, and common-law rights and privileges.

These procedures establish the minimum procedure applicable to impeachment proceedings under this article and shall not be construed to create a trial-like forum, to adopt evidentiary rules beyond those required by law, or to expand the city’s authority beyond that authorized by statute or constitution. Any provision of defense costs or reimbursement shall be governed exclusively by applicable state law.
(f) Written findings and recommendation. Upon conclusion of the proceedings, the independent hearing officer shall issue written findings and a recommendation addressing whether removal or other removal-related action is warranted. The findings shall be based on the record developed and transmitted to the city council for final consideration.
(g) Final Action by city council. Following receipt of the hearing officer’s findings and recommendation, and after public comment to the extent required or permitted by law, the city council may take final action in open session by a supermajority vote of the city council members present and eligible to vote, to the extent authorized by law. Final action may include acceptance or rejection of the recommendation in whole or in part and, where authorized, removal from office. (h) Requirement of enabling authority. This section shall not be operative unless and until authority to impeach city council memberselected or appointed officials is granted to municipalities by the State of California through enabling legislation or a constitutional amendment. Nothing in this article shall be construed to assert or imply that the city presently possesses impeachment authority absent such authorization.

Ordinance No. 2537

Sec. 2-730. - Disqualification from future office following impeachment.

Disqualification under this section is a removal-related governance action, distinct from impeachment. It is intended to address extraordinary circumstances in which a city council memberan elected or appointed official, having been removed from office following impeachment proceedings, is determined to be unfit to hold future electivepublic office due to misconduct demonstrating a fundamental incompatibility with the lawful functioning of city governance or city operations, or with public safety.

Disqualification is not automatic upon impeachment or removal. It is a separate and additional action that may be considered only after completion of impeachment proceedings pursuant to section 2-729 of this article and only where expressly authorized by law.
(a) Relationship to impeachment. Disqualification may be considered only following completion of impeachment proceedings under section 2-729 and only where the city council has taken final action resulting in removal from public office. (b) Separate vote required. Any determination to disqualify a city council memberan elected or appointed official from holding future electivepublic office shall require a separate vote of the city council, distinct from and subsequent to any vote on impeachment or removal. Disqualification shall not be implied, inferred, or imposed by operation of law absent such separate action.
(c) Voting threshold. Disqualification under this section may be authorized only by a supermajority vote of the city council members present and eligible to vote, to the extent authorized by law.
(d) Findings required. Prior to any vote on disqualification, the city council shall adopt written findings, based on the record developed pursuant to division 3 of this article and the findings issued in the impeachment proceeding, that the misconduct at issue demonstrates that the individual’s future service in electivepublic office would pose a material adverse risk to the lawful functioning of city governance or city operations, or to public safety.
(e) Scope of disqualification. Any disqualification authorized under this section shall be limited to future service in electivepublic office within the City of West Covina, unless broader disqualification is expressly authorized by applicable law. Nothing in this section shall be construed to affect eligibility for state or federal office. (f) Preservation of electoral authority. Nothing in this section shall be construed to override voter eligibility requirements, recall procedures, or constitutional protections except to the extent expressly authorized by law. Disqualification is intended as an extraordinary governance safeguard and shall be construed narrowly.

Ordinance No. 2537

(g) Requirement of enabling authority. This section shall not be operative unless and until authority to disqualify elected officials city council members from future elective office is granted to municipalities by the State of California through enabling legislation or a constitutional amendment. Nothing in this article shall be construed to assert or imply that the City presently possesses disqualification authority absent such authorization.

SECTION 3. Environmental Compliance. The City Council hereby finds that it can be seen with certainty that there is no possibility that the adoption and implementation of this Ordinance will have a significant effect on the environment. The Ordinance is therefore exempt from the environmental review requirements of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines.

SECTION 4. Severability. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance and each section, subsection, sentence, clause, and phrase thereof irrespective of the fact that any one or more portions be declared invalid or unconstitutional.

SECTION 5. Effective Date. This Ordinance shall take effect thirty (30) calendar days after its adoption. Provisions of Article XII of Chapter 2 of the West Covina Municipal Code that are expressly conditioned on the existence of enabling legislation or constitutional authority, including but not limited to provisions relating to coercive investigations, suspension pending adjudication, impeachment, or disqualification from future public office, shall not be operative unless and until such authority is granted, as expressly provided within Article XII. All other provisions of Article XII shall be operative upon the effective date of this Ordinance and shall apply prospectively in accordance with the terms of Article XII.

SECTION 6. Certification and Publication. The City Clerk shall certify to the adoption of this Ordinance and cause the same to be published or posted in the manner required by law.

PASSED, APPROVED, AND ADOPTED this ___3rd day of
__________,February, 2026.

Letty Lopez-Viado
Mayor
Ordinance No. 2537

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Ordinance No. 2537 was introduced at a regular meeting of the City Council held on the 20th day of January, 2026, and adopted at a regular meeting of the City Council held on the ____3rd day of __________,February, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick
Assistant City Clerk
AGENDA ITEM NO. 5

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF DRAFT REQUEST FOR PROPOSALS FOR ASSESSMENT

ENGINEERING SERVICES AND BUDGET AMENDMENT FOR SUCH SERVICES RECOMMENDATION:

It is recommended that the City Council:

Authorize the Community Development Department to issue a formal Request for Proposals (RFP) for Assessment Engineering Services; and

1. 2. Adopt the following resolution:

RESOLUTION NO. 2026-11 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

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

SERVICES)
BACKGROUND:

The City of West Covina has multiple maintenance districts throughout the City. A City Maintenance District is a special benefit district formed under State law that allows a City to levy and collect assessments on properties that receive a direct benefit from the maintenance of public improvements and services within the district boundaries. These districts are commonly established to ensure funding for the continued upkeep of local infrastructure and amenities that are above and beyond the City’s general maintenance responsibilities.

The purpose of a maintenance district is to provide a reliable and equitable funding mechanism to maintain improvements such as landscaping, irrigation systems, street lighting, sidewalks, medians, and other public facilities that directly benefit the properties within the district. The costs of providing these services are distributed among property owners in proportion to the special benefits received.

Assessment engineering services are required to assist the City in administering these districts in compliance with the California Constitution, the Landscaping and Lighting Act of 1972, and Proposition 218 requirements. These services typically include preparing the annual Engineer’s Report, calculating assessments, updating district diagrams and benefit zones, and ensuring transparency and fairness in the allocation of costs. By securing these professional services, the City can ensure that each maintenance district remains financially stable, legally compliant, and able to continue providing the intended level of service to its benefiting properties.

DISCUSSION:

Issuing an RFP will allow the City to solicit competitive proposals from qualified contractors to provide a comprehensive Assessment Engineering Services to evaluate the assessment rates and update the tax rolls for the City's Citywide Sewer Service Charges, Landscape Maintenance Districts Nos. 4, 6, 7, and the Citywide Lighting and Maintenance District, and provide recommendations regarding updating the special tax rate assessed within the Coastal Safe and Scrub Community Facilities District. The scope of services includes:

Task 1: Evaluation of assessment rate and propositions 218 balloting Task 2: Annual Administration - Landscape and Lighting Act of 1972 Districts Task 3: Annual Administration - Citywide Sewer Service Charges Task 4: Annual Administration - Coastal Safe and Scrub Community Facilities Districts If approved, the Request for Proposals will follow the schedule outlined below:

1. RFP release: February 4, 2026

2. Questions due: February 13, 2026

3. Responses due: February 16, 2026

4. Proposals due: February 19, 2026

5. Potential Interview: Week of March 2, 2026

6. Selection of proposer (tentative date): April 21, 2026, City Council Meeting The Draft RFP specifies that proposals will be evaluated to determine the company or person best suited to complete the project based on qualifications, experience and pricing including:

Qualifications and experience as provided in a resume or statement of qualifications Ability to effectively communicate and conduct presentations Cost of services
Reference checks
Additionally, all proposers will be asked to identify or affirm each of the following requirements:

Have a minimum of three (3) similar projects within the last three (3) years providing the same or similar services requested in this RFP.

Have no outstanding or pending complaints as determined through the Better Business Bureau or State of California Department of Consumer Affairs.

Have the administrative and fiscal capability to provide and manage the proposed services.

Proposals will be ranked according to the following criteria:

Critieria Maximum
Points
Completeness of Proposal 20
Relevant Experience and Qualifications of Proposed
Project Team 30
Capacity to Perform 30
Proposed Cost 20
Total 100
The RFP also provides that, at the City’s discretion, in-person interviews may be conducted in accordance with Section 9, Oral Presentations, of the RFP with up to the three highest-scoring proposers based on the evaluation rubric. All interviewed proposers will be asked the same questions, with equal point values assigned to each question.

LEGAL REVIEW:

The City Attorney's Office reviewed the staff report. The City Attorney's Office has not reviewed the draft The City Attorney's Office reviewed the staff report. The City Attorney's Office has not reviewed the draft RFP.

OPTIONS:

The City Council has the following options:

1. Adopt staff's recommendation; or

2. Provide an alternative direction.

Prepared by: Robert Ortega, CIP Project Manager
Fiscal Impact
FISCAL IMPACT:

Staff anticipates the cost of these services will be approximately $175,000 to $225,000, with the fees recovered through the LMD assessment.

Attachments
Attachment No.1 - RFP
Attachment No. 2 - Resolution No. 2026-11
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
Enhance City Image and Effectiveness

ATTACHMENT NO.1
City of West Covina Request for Proposals

Assessment Engineering Services
Approved by: RFP No.

Effective Date

1. GENERAL
The City of West Covina (City) is seeking proposals from qualified consultants to provide  comprehensive  Assessment  Engineering  Services  to  evaluate  the assessment rates and update the tax rolls for the City’s Citywide Sewer Service Charges, Landscape Maintenance Districts Nos. 4, 6, 7, and the Citywide Lighting and Maintenance District, and provide  recommendations  regarding updating the special tax rate assessed within the Coastal Sage and Scrub Community Facilities District.

2. RFP SCHEDULE
 RFP release:
 Questions due:
(Questions must be posted on City’s Planet Bids portal)  Responses to questions posted:
(Responses will be posted on City’s Planet Bids portal)  Proposals due:
 Selection of proposer (tentative date):
(For contracts awarded by the City Council, City Council agendas are posted on www.westcovina.org on the Wednesday prior to the first and third Tuesdays each month.)

3. PROPOSAL SUBMISSION
Proposals  must  be  for  the  entire  scope  of  services  outlined  in  this RFP.

Incomplete  proposals  will  not  be  considered. Proposals  will  be  received electronically  (online  only)  via  City  of  West  Covina’s  PlanetBids  portal  at https://www.westcovina.org/departments/finance/finance/bids-rfps.

Proposals must be submitted with the following attachments:

Attachment A: Statement of Non-Collusion by Contractor
City of West Covina Request for Proposals

Attachment B: Subcontractor Campaign Contribution Acknowledgement Form Attachment C: Sam.gov Verification – Debarment & Suspension Verification Attachment D: Fee Schedule
Attachment F: Certificate of Insurance
Attachment G: W-9
Proposals  must  be  submitted  no  later  than  _____ on _______, 2026.

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

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

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

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

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

Services
The City offers 16 parks, four community centers, a Sports Complex, and a Countyoperated library. The City provides a full range of services to its citizens, including police,  fire  and  emergency  medical;  construction  and  maintenance  of  streets, traffic  signalization  and  other  infrastructure;  planning  and  building  safety;  and social, recreational and cultural activities and events. However, the City contracts City of West Covina Request for Proposals

out building and safety services, engineering, and business licensing. Additionally, water utilities and solid services are provided and billed externally.

The  City  is  financially  accountable  for  the  Successor  Agency  to  the  former Redevelopment Agency of the City of West Covina, a financing authority and a housing authority, which are combined within the City’s financial statements.

Landscape Maintenance District No.4 (LMD4)
Landscape Maintenance District No.4  (“LMD4”) was established pursuant to the Landscaping  and  Lighting  Act  of  1972  in  1975.  This  district  is  located  in  the southeastern  part  of the  City.  The  assessments  collected  are  used to maintain landscaping, irrigation, hardscape (e.g. sidewalks, walls, etc.), and area lighting on 130 acres of public open space within the boundaries of the district. To encourage innovative housing types and neighborhood designs and to preserve the ridgelines in  the  San  Jose  Hills,  this  area  was  originally  developed  with  relatively  narrow street rights-of-way and small lot sizes. The resulting surplus land was converted to landscaped slope areas and park-like “green belt” areas containing walkways, landscaping, and lighting.

Landscape Maintenance District No.6 (LMD6)
Landscape Maintenance District No.6  (“LMD6”) was established pursuant to the Landscaping and Lighting Act of 1972 in 1980 at the request of the owner of the development  in  lieu  of  forming  a  Homeowners’  Association.  LMD6  is  generally located in the eastern end of the City, known as South Hills. The funds collected by the district are used to maintain landscaping and irrigation in public open space areas  within  its  boundaries.  LMD6  contains  238  single-family  dwellings, approximately 12 acres of landscaped and irrigation areas, and approximately 65 acres of natural areas.

Landscape Maintenance District No.7 (LMD7)
Landscape Maintenance District No.7  (“LMD7”) was established pursuant to the Landscaping and Lighting Act of 1972 in 1980 at the request of the owner of the development  in  lieu  of  forming  a  Homeowners’  Association.  LMD7  is  generally located in the eastern end of the City. The funds collected by the district are used to  maintain  landscaping  and  irrigation  in  public  open  space  areas  within  its boundaries.  Currently,  LMD7  contains  372  improved  and  8  unimproved  singlefamily residential parcels. When development is 100 percent complete, LMD7 will contain 380 developed single-family  residential parcels, 25 acres of landscaped and irrigated area, and 105 acres of natural area.

Citywide Lighting and Maintenance District
The  Citywide  Lighting  and  Maintenance  District  (“Citywide  District”)  was established pursuant to the Landscaping and Lighting Act of 1972 in 1976. As the name implies, this district encompasses the entire City. Prior to Fiscal Year 1997- 1998, the Citywide District funded a variety of public improvements and services, which included: street tree maintenance, median maintenance, park maintenance, City of West Covina Request for Proposals

municipal  pool  maintenance,  area  lighting  maintenance,  traffic  signal maintenance,  traffic  engineering,  and  street  lighting  engineering.  Since  the passage of Proposition 218 in November 1996 and the subsequent property owner approval  in  July  1997,  the  Citywide  District  assessment  currently  funds  only services  that  have  been  designated  as  a  “Special  Benefit,”  which  is  the maintenance of most of the streetlights and street trees within the City.

The Citywide District funds the operation and maintenance of assessable (special benefit) street trees and street lighting. These funds are used for the operations and  maintenance  of  streetlights,  trimming  of  street  trees,  and  removal  and replacement of diseased street trees.

Citywide Sewer Service
In Fiscal Year 1978-1979, the City Council established the Citywide Sewer Service Charge pursuant to Section 38902 of the Government Code for sewer operation, maintenance, and capital costs. The City collects the Sewer Service Charge as part of the property tax roll. The Sewer Service Charge funds the maintenance and operation  of  the  City’s  sewer  system,  assuring  that  lines  are  clear  and  flowing properly. This  includes  routine  video  inspections,  jetting,  and  cleaning  of  sewer lines. The fees also fund capital improvements, including the purchase of sewer equipment and rehabilitation/replacement of sewer mainlines and appurtenances.

The Sewer Service Charge is based on general land use categories:  residential and  non-residential. A fixed fee  is  charged for  each  dwelling  unit for  residential properties  and  for  every  667  square  feet  of  floor  area  for  other  types  of  nonresidential  developments.  Properties  not  connected  to  the  sewer  mainlines  are exempt from the charge.

Coastal Sage and Scrub (CSS) Community Facilities District (CFD) The  City  established  the  West  Covina  Coastal  Sage  and  Scrub  Community Facilities District No.1 in 2004 pursuant to the Mello-Roos Community Facilities Act of 1982 for the purpose of restoring and maintaining habitat areas as described in the Coastal Sage Scrub Conservation and Monitoring Plan. The district may also fund the maintenance of parkway landscaping and lighting.

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

7. CONTRACT PERIOD
It is anticipated that the initial term of the agreement will be for a period of on (1) year, with the option to extend the term for up to two  (2) additional  years upon mutual written agreement of the City and the selected contractor, contingent upon satisfactory performance of the selected contractor.

City of West Covina Request for Proposals

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

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

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

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

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

8.4 FEE SCHEDULE
Provide  a  not-to-exceed fee  proposal that  includes  a  breakdown for  each task specified in the Scope of Services (Attachment E).  The proposer shall provide a detailed summary and breakdown of the staffing classifications, hourly rates, total number of hours, miscellaneous fees, and other anticipated expenses, and the total cost of the services necessary to support each task (Attachment D).

ATTACHMENT NO.1
City of West Covina Request for Proposals

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

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

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

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

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

10. TERMS AND CONDITIONS OF RFP

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

Upon request of the City, the corporation or other entity must provide a certified copy of the bylaws or resolution of the board of directors showing the authority of City of West Covina Request for Proposals

the officer signing the proposal to execute contracts on behalf of the corporation or other entity.

ATTACHMENT NO.1
City of West Covina Request for Proposals

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

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

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

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

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

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

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

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

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

City of West Covina Request for Proposals

10.6 DISCLAIMERS AND RESERVATION OF RIGHTS
This RFP does not commit the City to award a contract. The City reserves, in its sole  discretion,  the  right  to  reject  any  and  all  proposals,  the  right  to  cancel  or postpone the RFP or project in whole or in part at any time, the right to negotiate with any qualified proposer and the right to decline to award the agreement to any of the proposers. The City reserves the right to waive any immaterial irregularities in a proposal or a submission of a proposal.

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

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

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

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

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

10.9 PRESS RELEASES
City of West Covina Request for Proposals

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

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

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

Proposals will be ranked according to the following criteria:

Criteria Maximum Points
Completeness of Proposal 20
Relevant Experience and Qualifications of
Proposed Project Team
30 Capacity to Perform 30
Proposed Cost 20
TOTAL 100

10.11 CAMPAIGN CONTRIBUTIONS
City of West Covina Request for Proposals

(a) Prohibited Contributions.

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

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

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

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

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

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

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

10.13 PERMITS AND LICENSES
City of West Covina Request for Proposals

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

ATTACHMENT NO.1
City of West Covina Request for Proposals

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

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

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

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

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

equipment required to perform the services in accordance with the requirements of this RFP.

ATTACHMENT NO.1
City of West Covina Request for Proposals

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

11. INSURANCE
Insurance requirements are set forth in the sample agreement (Attachment H) City of West Covina Request for Proposals

ATTACHMENT A

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

NON-COLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

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

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

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

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

Firm  _______________________________________
______________________________________
(Signature)
______________________________________
(Print Name & Title)
Street _______________________________________
City_______________________ State_____ Zip ___________
City of West Covina Request for Proposals

ATTACHMENT B

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

SUBCONTRACTOR CAMPAIGN CONTRIBUTION

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

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

CONTRACTOR:

Company: _____________________________

By: ___________________________________

Title: __________________________________

Date: _________________________________
SUBCONTRACTOR:

Company: _____________________________

By: ___________________________________

Title: _________________________________

Date: _________________________________

ATTACHMENT C
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
How to Search Exclusion Information
 Select “Search” from the header menu from any page on SAM.gov  In the filters, under “Select Domain,” select “Entity Information, then select “Exclusions.”
 Use the filters or keyword box to enter search criteria and see your results  See sample on next page

SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION

ATTACHMENT D

FEE SCHEDULE
City of West Covina Request for Proposals

FEE SCHEDULE
The following matrix summarizes each task and its deliverables as part of this Scope of Services.

Task 1 Evaluation of Assessment Rates and Proposition 218 Balloting A. Evaluation of Assessment Rates:

DISTRICT FEES
Maintenance District No.4
Maintenance District No 6
Maintenance District No.7
Citywide Lighting and Maintenance District
Citywide Sewer Service Charge
Coastal Sage and Scrub CFD
Sub-Total $

1. Detailed summary of total cost of the services necessary to support each task (include staffing information, total hours, miscellaneous fees, and other anticipated expenses):

B. Proposition 218 ballot process (OPTIONAL – dependent on assessment of fees).

DISTRICT FEES
Maintenance District No.4
Maintenance District No 6
Maintenance District No.7
Citywide Lighting and Maintenance District
Sub-Total $
City of West Covina Request for Proposals

1. Detailed summary of total cost of the services necessary to support each task (include staffing information, total hours, miscellaneous fees, and other anticipated expenses):

TASK II Annual Administration – Landscape and Lighting Act of 1972

DISTRICT
FEES
FY 2024-2025 FY 2025-2026 FY 2026-2027
Maintenance District No.4
Maintenance District No.6
Maintenance District No.7
Citywide Lighting and
Maintenance District
Sub-Total $ $ $

1. Detailed summary of total cost of the services necessary to support each task (include staffing information, total hours, miscellaneous fees, and other anticipated expenses):

TASK III Annual Administration – Citywide Sewer Service Charges

DISTRICT
FEES
FY 2024-2025 FY 2025-2026 FY 2026-2027
Citywide Sewer Service
Charge
Sub-Total $ $ $

1. Detailed summary of total cost of the services necessary to support each task (include staffing information, total hours, miscellaneous fees, and other anticipated expenses):

TASK IV Annual Administration – Coastal Sage and Scrub Community Facilities District

DISTRICT
FEES
FY 2024-2025 FY 2025-2026 FY 2026-2027
Coastal Sage and Scrub
CFD
Sub-Total $ $ $

1. Detailed summary of total cost of the services necessary to support each task (include staffing information, total hours, miscellaneous fees, and other anticipated expenses):

ATTACHMENT E

SCOPE OF SERVICES
City of West Covina Request for Proposals

SCOPE OF SERVICES

1. GENERAL PROJECT DESCRIPTION
The consultant will provide Assessment Engineering Services to evaluate and provide recommendations regarding the assessment rates and tax rolls for the City’s citywide Sewer Service Charges, Landscape Maintenance Districts Nos. 4, 6, 7, and Citywide Lighting and Maintenance District, and provide recommendations regarding updating the special tax rate assessed within the Coastal Sage and Scrub Community Facilities District.

2. SCOPE OF SERVICES
The City will provide the following items and/or services, when applicable:
 Current tax rolls in digital format for each district  Current Engineer’s Report for each district
 Maps of each district
 Provide access to DAWeb
 Operating and Capital Improvement Program budgets
TASK I: EVALUATIONS OF ASSESSMENT RATE AND PROPOSITION 218

BALLOTING
A full study is needed to ascertain what a proper level of maintenance would cost and explore how to properly set the assessment rate accordingly. Based on recommendations from the consultant as a result of this evaluation, the City may elect to use a petition to gauge the interest of an increased assessment prior to initiating a Proposition 218 ballot process to understand if there is community support for the increase. If a petition is successful in obtaining the City Council’s established signature threshold, the City may elect to proceed with a Proposition 218 ballot process. As part of the petition signature validation and in the event the City proceeds with a Propositions 218 ballot process, the city may request the consultant to complete additional task(s) that may occur simultaneously, including, but not limited to:

1. Identify attributes related to assessments for parcels.

2. Calculate new assessment rates for parcels.

3. Prepare and submit Zone-specific Engineer’s Report.

4. Provide community outreach support and/or attend community meetings to properly inform property owners on the effects of a successful or unsuccessful Proposition 218 vote and to gauge community support of a proposed increase in assessment.

5. Provide support and validation of the submitted petition signatures and signatures removal requests, and tabulate the final, verified count and determine if the petition is successful or unsuccessful in meeting the City Council’s established signature threshold pursuant to the Street Lighting and Landscape maintenance Assessment District Proposition 218 Petition Guidelines.

6. Prepare and submit any revision to Zone-specific Engineer’s Report. Prepare and submit related Proposition 218 ballots and notices. This includes any potential revote ballots and notices.

7. Attend City Council meetings related to Proposition 218 new or increased assessments, including ballot tabulation. Consultant shall complete the ballot tabulation procedures and provide City with final tabulation report.

8. Evaluate and update assessment factors for parcels. Include any final approved assessment changes in applicable fiscal year Engineer’s Report.

TASK II: ANNUAL ADMINISTRATION – LANDSCAPE AND LIGHTING ACT OF 1972

DISTRICTS
Provide the following services to complete the updating of Maintenance District No.4 (with 3,230 parcels), Maintenance District No.6 (with 238 parcels), Maintenance District No.7 (with 380 parcels) and the Citywide Lighting and Maintenance District (with about 25,775 parcels) tax rolls to levy assessments for the next fiscal year (s) based on the requirements of the Lighting and Landscaping Act of 1972.

1. Review existing methodology and prepare Engineer’s Report for each district.

2. Prepare three (3) staff reports for City Coucil for each district at the following stages of the process:
a. Ordering of Engineer’s Report
b. Preliminary approval of Engineer’s Report and setting public hearing date. c. Approval of Engineer’s Report and public hearing.

3. Attend city Council meetings for the preliminary approval of Engineer’s Report and public hearing for each district.

4. Obtain digital copy of existing database from County of Los Angeles Assessor and update the existing database. Compare with previous fiscal year tax rolls to determine any discrepancies and report to City.

5. Prepare and furnish Preliminary Assessments Roll for each district in digital format with new proposed assessment rates provided by the City.

6. After confirmation of assessment rates by City Council, submit assessment rolls for each district in the required format to the County of Los Angeles Auditor/Controller’s office. Make necessary corrections, if required, after receipt of the Exception Report from the County of Los Angeles. Furnish one (1) bound copy and digital file in excel format of the Final Assessment Roll for each District to the City.

7. Evaluate and update assessment factors for parcels. Include any final approved assessment changes in applicable fiscal year Engineer’s Report.

TASK III: ANNUAL ADMINISTRATION – CITYWIDE SEWER SERVICE CHARGES Provide the following services to complete the updating of Citywide Sewer Service Charges (with approximately 25,204 parcels) tax rolls to levy the charges for the next fiscal year(s) pursuant to Selection 38902 of the Government Code.

1. Review existing methodology and prepare Engineer’s Report.

2. Prepare two (2) staff reports for City Council for each district at the following stages of the process:
a. Setting of rates and public hearing date.
b. Approval of rates and public hearing.

3. Attend City Council meetings for the setting of rates and public hearings.

4. Obtain digital copy of tax roll from County of Los Angeles Assessor and update the existing database. Compare with previous fiscal year tax rolls to determine any discrepancies and report to City.

5. Prepare and furnish Preliminary Assessment Roll for each district in digital format with new proposed charges provided by the City.

6. After confirmation of charges by the City Council, submit “Assessment Rolls” in the required format to the County of Los Angeles Auditor/Controller’s office.

Make necessary corrections, if required, after receipt of the Exception Report from the County of Los Angeles. Furnish on (1) bound copy and a digital copy (pdf) of the Final “Assessment Roll” to the City.

7. Evaluate and update assessment factors for parcels. Include any final approved assessment changes in applicable fiscal year Engineer’s Report.

TASK IV: ANNUAL ADMINISTRATION – COASTAL SAGE AND SCRUB

COMMUNITY FACILITIES DISTRICT
Provide the following services to complete the updating of Coastal Sage and Scrub Community Facilities District (with approximately 25 parcels) tax rolls to levy the charges for the next fiscal year(s) pursuant to Section 3114.5 of the Street and Highway Code, Section 53328.3 of the Government Code, and Notice of Special Tax Lien recorded on January 4, 2005 as document No. 05-0023585.

1. Review existing methodology and prepare Engineer’s Report.

2. Prepare two (2) staff reports for City Council for each district at the following stages of the process:
c. Setting of rates and Public Hearing date
d. Approval of rates and Public Hearing

3. Attend City Council meetings for the setting of the rates and Public Hearing

4. Obtain digital copies of the tax roll from County of Los Angeles Assessor and update the existing database. Compare with previous fiscal year tax rolls to determine any discrepancies and report to City.

5. Prepare and furnish Preliminary Assessment Roll for each district in digital format with new proposed charges provided by the City.

6. After confirmation of charges by the City Council, submit the “Assessment Roll” in the required format to the County of Los Angeles Auditor/Controller’s office.

Make necessary corrections, if required, after receipt of the Exception Report from the County of Los Angeles. Furnish one (1) bound copy and computer disk of the Final “Assessment Roll” to the City.

7. Evaluate and update assessment factors for parcels. Include any final approved assessment changes in applicable fiscal year Engineer’s Report.

ATTACHMENT F

CERTIFICATE OF INSURANCE
(AS OUTLINED IN ATTACHMENT H, SECTION 5, INSURANCE)

CERTIFICATE OF INSURANCE

ATTACHMENT G
W-9
City of West Covina Request for Proposals

ATTACHMENT H

SAMPLE AGREEMEMT
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025

PROFESSIONAL SERVICES AGREEMENT

BETWEEN

CITY OF WEST COVINA
AND
_____________________
FOR
___________________________
THIS PROFESSIONAL SERVICES AGREEMENT is made and entered into this _____ day of ____________, 2026 (“Effective Date”), by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and _________ a [(state) (entity information)] (“Consultant”).

RECITALS
A. City proposes to utilize the services of Consultant as an independent contractor to City to _________________, as more fully described herein; and B. Consultant represents that it has that degree of specialized expertise contemplated within California Government Code Section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. City and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.0. SERVICES PROVIDED BY CONSULTANT

1.1. Scope of Services. Consultant shall provide the professional services described in the Scope of Services, attached hereto as Exhibit “A” and incorporated herein.

1.2. Professional  Practices.  All  professional  services  to  be  provided  by  Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional  consultants  in  similar  fields  and  circumstances  in  accordance  with  sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Consultant’s performance of this Agreement. Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws and regulations. City officers and employees shall not be liable at law or in equity for any claims or damages occurring as a result of failure of Consultant to comply with this section.

1.3. Performance to Satisfaction of City. Consultant agrees to perform all the work to the  reasonable  satisfaction  of the  City.  Evaluations  of the  work  will  be  conducted  by the  City Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) Meet  with  Consultant  to  review  the  quality  of  the  work  and  resolve  the matters of concern;
(b) Require  Consultant  to  repeat  the  work  at  no  additional  fee  until  it  is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.

1.4.  Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but  not  limited  to,  those  laws  related  to  minimum  hours  and  wages;  occupational  health  and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement.

1.5. Non-Discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decisionmaking, medical condition, genetic information, marital status, sex, gender, gender identity,  gender  expression,  age,  sexual  orientation,  or  veteran  or  military  status,  except  as permitted pursuant to Section 12940 of the California Government Code.

1.6. Non-Exclusive  Agreement.  Consultant  acknowledges  that  City  may  enter  into agreements  with  other  consultants  for  services  similar  to  the  services  that  are  subject  to  this Agreement  or  may  have  its  own  employees  perform  services  similar  to  those  services contemplated by this Agreement.

1.7. Confidentiality. Employees of Consultant in the  course of their duties may have access  to  financial,  accounting,  statistical,  and  personnel  data  of  private  individuals  and employees  of  City.  Consultant  covenants  that  all  data,  documents,  discussion,  or  other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City.  City  shall  grant  such  authorization  if  disclosure  is  required  by  law. All  City  data  shall  be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

1.8. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement  and  all  reports,  documents,  information  and  data,  including,  but  not  limited  to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act  (California Government Code Section  7920.000 et seq.).

Exceptions  to  public  disclosure  may  be  those  documents  or  information  that  qualify  as  trade secrets, as that term is defined in California Government Code Section 7924.510, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable  or  responsible  for  the  disclosure  of  any  trade  secret  including,  without  limitation,  those records so marked if disclosure is deemed to be required by law or by order of the court.

2.0. COMPENSATION AND BILLING
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025

2.1. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit  “B,” attached hereto and made a part of this Agreement  (the  “Fee Schedule”).

Consultant’s total compensation shall not exceed _______ Dollars ($ _____.00).

2.2. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in Consultant’s Proposal unless the City Manager, prior to Consultant performing the additional services, approves such additional services in writing, memorialized in an amendment to this Agreement. Any additional services shall be charged at Consultant’s standard hourly rates as detailed in the Fee Schedule. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable.

2.3. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than once a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.4. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after the termination or expiration of this Agreement.

3.0. TIME OF PERFORMANCE

3.1. Commencement  and  Completion  of  Work.  Unless  otherwise  agreed  to  by  the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit “C,” attached hereto  and  incorporated  herein  by this  reference.  The  Project  Schedule may  be  amended  by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.2. Excusable  Delays.  Neither  party  shall  be  responsible  for  delays  or  lack  of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party.  If  a  delay  beyond  the  control  of  Consultant  is  encountered,  a  time  extension  may  be mutually  agreed  upon  in  writing  by  the  City  and  Consultant.  Consultant  shall  present documentation satisfactory to the City to substantiate any request for a time extension.

4.0. TERM AND TERMINATION

4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of ______ months, ending on __________, 20__, unless previously terminated as provided herein  or  as  otherwise  agreed to  in  writing  by the  parties. [Optional language if extensions permitted: Thereafter, this Agreement may be extended for a maximum of  [spell out number (#) ]  successive  one  (1)  year  periods.  Such  extensions,  if  any,  will  be  evidenced  by  a  written amendment to this Agreement.]

4.2. Notice  of  Termination.  The  City  reserves  and  has  the  right  and  privilege  of Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing at least fifteen (15) days prior written notice to Consultant. In the event of such termination, Consultant shall immediately stop rendering  services  under  this  Agreement  unless  directed  otherwise  by  the  City.  If  the  City suspends, terminates or abandons a portion of this Agreement such suspension, termination or abandonment shall not make void or invalidate the remainder of this Agreement.

If  Consultant  defaults  in  the  performance  of  any  of  the  terms  or  conditions  of  this Agreement, it shall have ten  (10) days after service upon it of written notice of such default in which to cure the default by rendering a satisfactory performance. In the event that Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice  to  any  other  remedy  to  which  it  may  be  entitled  to  at  law,  in  equity,  or  under  this Agreement.

The City also shall have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement, immediately upon service of written notice of termination on Consultant, if the latter should:
(a) Be adjudged bankrupt;
(b) Become insolvent or have a  receiver of its assets or property appointed because of insolvency;
(c) Make a general assignment for the benefit of creditors; (d) Default  in  the  performance  of  any  obligation  or  payment  of  any indebtedness under this Agreement;
(e) Suffer any judgment against it to remain unsatisfied or unbonded of record for thirty (30) days or longer; or
(f) Institute  or  suffer  to  be  instituted  any  procedures  for  reorganization  or rearrangement of its affairs.

4.3. Compensation.  In  the  event  of  termination,  City  shall  pay  Consultant  for reasonable costs incurred and professional services satisfactorily performed up to and including the effective date of the City’s written notice of termination, within forty-five  (45) days after the effective date of the notice of termination or the final invoice of Consultant, whichever occurs last.

Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein.

4.4. Documents. In the event of termination of this Agreement, all documents prepared by  Consultant  in  its  performance  of  this  Agreement  including,  but  not  limited  to,  finished  or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten  (10) days of the effective date of the notice of termination, at no cost to City.

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Consultant shall obtain, maintain, and Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company authorized to do business in California, with a current A.M. Best’s rating of no less than A:VII, and approved by City:
(a) Commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than Two Million Dollars ($2,000,000.00) per occurrence, Four Million Dollars ($4,000,000.00) general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. (b) Automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than One Million Dollars ($1,000,000.00) combined single limit for each accident.
(c) Workers’ compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury or disease.

Consultant agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

By execution of this Agreement, Consultant certifies as follows:

I am aware of, and will comply with, Section 3700 of the California Labor Code, requiring every employer to be insured against liability of Workers’  Compensation  or  to  undertake  self-insurance  before commencing any of the work.

Consultant  shall  also  comply  with  Section  3800  of  the  California  Labor Code by securing, paying for and maintaining in full force and effect for the duration of this Agreement, complete Workers’ Compensation Insurance, and shall furnish a Certificate of Insurance to the City before execution of this Agreement by the City. The City, its officers and employees shall not be  responsible  for  any  claims  in  law  or  equity  occasioned  by  failure  of Consultant to comply with this section.
(d) Professional liability (errors & omissions) insurance that covers the services to be performed in connection with this Agreement, in the minimum amount of One Million Dollars ($1,000,000.00) per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the Effective Date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
If Consultant maintains higher limits or has broader coverage than the minimums shown above, the City requires and shall be entitled to all coverage, and to the higher limits maintained by Consultant.

Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

5.2. Endorsements. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(a) Additional Insureds: The City of West Covina and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of Consultant pursuant to its contract with the City; products and completed operations of Consultant; premises owned, occupied or used by Consultant; automobiles owned, leased, hired, or borrowed by Consultant. (b) Notice of Cancelation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (c) Primary Coverage: Consultant’s insurance coverage shall be primary insurance as respects the City of West Covina, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of West Covina shall be excess and not contributing with the insurance provided by this policy. (d) Waiver of Subrogation: Consultant hereby grants to City a waiver of any right  to  subrogation  which  any  insurer  of  said  Consultant  may  acquire against the City by virtue of the payment of any loss under such insurance.

Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of  subrogation, but this provision applies  regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
(e) Coverage Not Affected: Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the City of West Covina, its officers, officials, agents, employees, and volunteers.
(f) Coverage Applies Separately: Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.3.  Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention  shall  be  approved  in  advance  by  City. The  City may  require  Consultant to  purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim  administration,  and  defense  expenses  within  the  retention.  The  policy  language  shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.

5.4. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025

5.5. Non-limiting. Nothing in this Section shall be construed as limiting in any way the indemnification provision contained in this Agreement.

6.0. GENERAL PROVISIONS

6.1. 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.

6.2. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.3. Key Personnel. It is the intent of both parties to this Agreement that Consultant shall make available the professional services of __________________, who shall coordinate directly with City. Any substitution of key personnel must be approved in advance in writing by City’s Representative.

6.4. Notices.  Any  notices,  documents,  correspondence  or  other  communications concerning this Agreement or the work hereunder may be provided by personal delivery, Email or by U.S. mail. If  by U.S. mail,  it  shall  be  addressed  as  set forth  below  and  placed  in  a  sealed envelope,  postage  prepaid,  and  deposited  in  the  United  States  Postal  Service.  Such communication  shall  be  deemed  served  or  delivered:  (a)  at  the  time  of  delivery  if  such communication is sent by personal delivery; (b) one (1) business day after the Email is sent if such communication is sent by Email, provided that no delivery failure notification has been received; and (c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:
_________________
_________________
_________________
City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
Tel:  _________________ Tel: _________________
Email:  _________________
Attn: ________________
Email: _________________
Attn: _______________

6.5. Attorneys’ Fees. If litigation is brought by any party in connection with this Agreement against another party, 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.

6.6. Governing Law. 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.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025

6.7. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City’s consent, no subletting or assignment shall release Consultant of Consultant’s obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement.

6.8. Indemnification and Hold Harmless. Consultant agrees to defend, with counsel of City’s choosing, indemnify, hold free and harmless the City, its elected and appointed officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of the performance of Consultant, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon the work performed by Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.

6.9. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.10.  PERS Eligibility Indemnification. In the  event that  Consultant  or  any  employee, agent,  or  subcontractor  of  Consultant  providing  services  under  this  Agreement  claims  or  is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify,  defend,  and  hold  harmless  City for the  payment  of  any  employee  and/or  employer contributions  for  PERS  benefits  on  behalf  of  Consultant  or  its  employees,  agents,  or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
Notwithstanding  any  other  agency,  state  or  federal  policy,  rule,  regulation,  law  or ordinance  to  the  contrary,  Consultant  and  any  of  its  employees,  agents,  and  subcontractors providing  service under this Agreement  shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.11. Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.

6.12. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and  expenses,  including  attorneys’  fees,  arising  out  of  or  resulting  from  City’s  use  of  such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished  by  Consultant.  Consultant  shall  deliver  to  City  any  findings,  reports,  documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other related items as requested by City or its authorized representative, at no additional cost to the  City.  Consultant  or  Consultant’s  agents  shall  execute  such  documents  as may  be necessary from time to time to confirm City’s ownership of the copyright in such documents.

6.13.  Electronic Safeguards. Consultant  shall identify  reasonably foreseeable internal and  external  risks  to  the  privacy  and  security  of  personal  information  that  could  result  in  the unauthorized disclosure, misuse, alteration, destruction or other compromise of the information.

Consultant  shall  regularly  assess  the  sufficiency  of  any  safeguards  and  information  security awareness training  in  place to  control  reasonably foreseeable  internal  and  external  risks,  and evaluate and adjust those safeguards in light of the assessment.

6.14. Economic Interest Statement. Consultant hereby acknowledges that pursuant to California Government Code Section 87300 and the Conflict of Interest Code adopted by City, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advice under this Agreement, prior to the commencement of work, unless waived by the City Manager.

6.15. Conflict of Interest. Consultant and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant’s services under this Agreement, including, but not limited to, the Political Reform Act of 1974 (California Government Code Section 81000, et seq.) and California Government Code Sections 1090-1092. Consultant covenants that none of Consultant’s officers or principals have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of the services hereunder, including in any manner in violation of the Political Reform Act.

Consultant further covenants that in the performance of this Agreement, no person having such interest shall be used by Consultant as an officer, employee, agent, or subconsultant. Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or indirectly, with any Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City and further covenants and agrees that Consultant and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City prior to the completion of the work under this Agreement.

6.16. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.17. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.18. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.19. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant 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.

6.20. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.21. Construction. 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.

6.22. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.23. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. 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.

6.24. 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 Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.

Form Revised July 2025
court or arbitrator of competent jurisdiction shall be binding, then both parties agree to substitute such provision(s) through good faith negotiations.

6.25.  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.

6.26. 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.

6.27. Taxpayer Identification Number. Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
.
[Name of Contractor]
Form Revised February 2023
47 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CITY OF WEST COVINA,
A municipal corporation
__________________________________ Date:  __________________________ [Name]
[Mayor or City Manager]

CONSULTANT
__________________________________ Date:  __________________________ Signature
__________________________________
Name and Title
__________________________________ Date:  __________________________ Signature
__________________________________
Name and Title
ATTEST:
__________________________________
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:
__________________________________
Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
__________________________________
Carmelita Underwood
Risk Management
ATTACHMENT NO. 2
RESOLUTION NO. 2026-11

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING A BUDGET

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

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

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

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

SECTION 1. The City Council hereby approves Budget Amendment No. 2026-17, attached hereto as Exhibit A, for Fiscal Year 2025-26.

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

APPROVED AND ADOPTED this 3rd day of February, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-11 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 3rd day of February, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
Exhibit A
City of West Covina
Fiscal Year 2025-26
Budget Amendment No. 2026-17
Fund No. - Name
Current
Budget
Proposed
Amendment
Amended
Budget
Fund 181-Maintenance District #1
Revenue $818,500 $0 $818,500
Expenditures $812,018 12,000 $824,018
Net Change in Fund Balance $6,482 $12,000 $(5,518)
Fund 182-Maintenance District #2
Revenue $289,800 $0 $289,800
Expenditures 487,480 12,000 499,480
Net Change in Fund Balance $(197,680) $12,000 $(209,680) Fund 183-Coastal Sage and Scrub CFD
Revenue $116,300 $0 $116,300
Expenditures 150,980 7,500 158,480
Net Change in Fund Balance $(34,680) $7,500 $(42,180)
Fund 184-Maintenance District #4
Revenue $1,088,350 $0 $1,088,350
Expenditures $1,902,123 20,000 $1,922,123
Net Change in Fund Balance $(813,773) $20,000 $(833,773) Fund 186-Maintenance District #6
Revenue $169,700 $0 $169,700
Expenditures 336,261 12,000 348,261
Net Change in Fund Balance $(166,561) $12,000 $(178,561) Fund 187-Maintenance District #7
Revenue $191,450 $0 $191,450
Expenditures 377,781 12,000 389,781
Net Change in Fund Balance $(186,331) $12,000 $(198,331) Fund 188-Citywide Maintenance District
Revenue $1,976,303 $0 $1,976,303
Expenditures 2,376,615 40,000 2,416,615
Net Change in Fund Balance $(700,312) $40,000 $(440,312) Exhibit A (continued)
City of West Covina
Fiscal Year 2025-26
Budget Amendment No. 2026-17
Fund No. - Name
Current
Budget
Proposed
Amendment
Amended
Budget
Fund 189-Sewer Maintenance
Revenue $4,689,600 $0 $4,689,600
Expenditures 2,626,060 40,000 2,666,060
Net Change in Fund Balance $(2,063,540) $40,000 $(2,023,540) EXPENDITURE TOTAL INCREASE $155,500
AGENDA ITEM NO. 6

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF DRAFT REQUEST FOR PROPOSALS FOR CITY ENGINEERING

SERVICES, TRAFFIC ENGINEER SERVICES, ENGINEERING GRANT

WRITING/ADMINISTRATION SERVICES, AND ON-CALL GENERAL ENGINEERING

SERVICES
RECOMMENDATION:

Staff recommends that the City Council authorize the Community Development Department to issue a formal Request for Proposals (RFP) for the City and Traffic Engineering, Grant Writing/Administration, and On-Call General Engineering Services.

BACKGROUND:

Historically, the City of West Covina provided Engineering services through a fully staffed Engineering Division of the Public Works Department. In 2015, the City hired Willdan as its contract Traffic Engineer to oversee traffic issues and improvements. In June 2018, upon the resignation of the Public Works Director/City Engineer, the City contracted with Willdan to manage the Public Works Department.

In November 2018, City Hall was reorganized to eliminate the Public Works Department and create the Community Development Department (Building, Economic Development, Engineering and Planning) and the Public Services Department (Community Services and Public Works Maintenance). At that time, the City contracted with Willdan to serve as its contract City Engineer. In June 2019, as part of the discussions on the Fiscal Year 2019-20 Budget, it was determined that the remaining Engineering Division positions would be eliminated (vacant and filled positions) and an Engineering consultant firm would be contracted to provide all Engineering services for the City. In October 2023, the City Council approved the reorganization of City departments, including re-establishing the Public Works Department.

However, Engineering remains within the Community Development Department.

Currently, the City's engineering services are provided by Transtech Engineers, Inc. (Transtech) with one City staff personnel serving as the CIP Project Manager (since June 2024). Transtech has provided the City's engineering, traffic engineering, grant writing, and administrative engineering services since September 2019. Most recently, Transtech's agreement was extended on a month-to-month basis in September 3, 2024, to provide the City with sufficient time to go through the Request for Proposal (RFP) process, hire the best firm, and investigate the possibility of staffing the Engineering Division with City employees.

Staff posted an RFP for City Engineering services, Traffic Engineering services, Grant Writing and Administration services, and on-call general engineering services on PlanetBids on August 12, 2024. On Administration services, and on-call general engineering services on PlanetBids on August 12, 2024. On April 15, 2025, the RFP was taken to the Council for award; however, the City Council directed staff to reject all bids and to readvertise, as they were not comfortable with staff's recommendation. Staff were then directed to readvertise and request additional information.

On June 24, 2025, staff advertised the RFP on Planetbids with the requested information; however, staff did not move forward with the award of the RFP, as additional internal review was needed to confirm project scope, timing, and resource availability prior to advancing.

DISCUSSION:

To ensure the RFP process meets the needs of the Council, staff is seeking City Council feedback on the proposed Request for Proposals (RFP) included as Attachment No.1 — Draft RFP. The Draft RFP is substantially the same version as the one previously issued on 6/24/2025.

The Draft RFP solicits professional engineering consultant services that perform professional municipal services. The scope of work includes:

1. City Engineer Services

2. Traffic Engineering Services

3. On-Call Engineering Services
The RFP specifies that proposals will be evaluated and ranked based on the evaluation criteria outlined in the table below:

Criteria Maximum
Points
Completeness of Proposals 20
Relevant Experience and Qualifications of the
Proposed Project Team 30
Capacity to Perform 30
Proposed Cost 20
Total 100
Additionally, the RFP states that an in-person oral presentation (in accordance with Section 9) by the proposers in final contention for award of an agreement services may, in City's discretion, be required as a part of this RFP process. All interviewed proposers will be asked the same questions, with equal point values assigned to each question. If interviews are conducted, the contract award will be based on the highest combined interview score.

LEGAL REVIEW:

The City Attorney's Office reviewed the staff report. The City Attorney's Office has not reviewed the draft RFP.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendation; or

2. Provide an alternative direction.

Prepared by: Robert Ortega, CIP Project Manager
Additional Approval: Neil Mehta, Assistant City Manager Attachments
Attachment No.1 - RFP
CITY COUNCIL GOALS & OBJECTIVES: Maintain Good Intergovernmental Relations ATTACHMENT NO.1

CITY ENGINEERING SERVICES, TRAFFIC

ENGINEER SERVICES, ENGINEERING GRANT
WRITING/ADMINISTRATION SERVICES, AND ONCALL GENERAL ENGINEERING SERVICES Approved by: RFP No.

Effective Date

1. GENERAL
The City of West Covina (City) is seeking proposals from qualified vendors to provide City Engineering services, traffic engineering services, grant writing and administration services, and on-call general engineering services.

2. RFP SCHEDULE
• RFP release:
• Questions due:
(Questions must be posted on City's Planet Bids portal) • Responses to questions posted:
(Responses will be posted on City's Planet Bids
portal)
• Proposals due:
• Interview date: Tentatively scheduled for the week of • Award of Contract (tentative date):
(For contracts awarded by the City Council, City Council agendas are posted on www.westcovina.org on the Wednesday prior to the first and third Tuesdays each month.)

3. PROPOSAL SUBMISSION
Proposals must be for the entire scope of services outlined in this RFP. Incomplete proposals will not be considered. Proposals will be received electronically (online only) via City of West Covina's PlanetBids portal at
https://www.westcovina.org/departments/finance/finance/bids-rfps.

Proposals must be submitted with the following attachments:

Attachment A:

Attachment B:

Attachment C:

Attachment D:

Attachment F:

Attachment G:

Statement of Non-Collusion by Contractor
Subcontractor Campaign Contribution Acknowledgement
Form Sam.gov Verification - Debarment & Suspension
Verification Fee Schedule
Certificate of Insurance
W-9
Proposals must be submitted no later than XX on XX. Submissions received after this deadline will be rejected. Submissions by facsimile or electronic mail will not be accepted.

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

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

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

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

Services
The City offers 16 parks, four community centers, a Sports Complex, and a Countyoperated library. The City provides a full range of services to its citizens, including police, fire and emergency medical; construction and maintenance of streets, traffic signalization and other infrastructure; planning and building safety; and social, recreational and cultural activities and events. However, the City contracts out building and safety services, engineering, and business licensing. Additionally, water utilities and solid services are provided and billed externally.

The City is financially accountable for the Successor Agency to the former Redevelopment Agency of the City of West Covina, a financing authority, and a housing authority, which are combined within the City’s financial statements.

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

7. CONTRACT PERIOD
It is anticipated that the initial term of the agreement will be for a period of two (2) years, with the option to extend the term for up to three (3) additional years upon mutual written agreement of the City and the selected contractor, contingent upon satisfactory performance of the selected contractor.

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

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

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

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

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

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

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

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

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

9. ORAL PRESENTATIONS/INTERVIEW
An in-person oral presentation by the proposers in final contention for award of an agreement for services may, in City’s discretion, be required as a part of this RFP process. The purpose of the oral presentation would be twofold: first, to allow the proposer to demonstrate capabilities of the company and to clarify the proposer’s responses to the RFP; second, to allow the City staff to meet the proposer’s key personnel who would be assigned to this project. Attendance at such a presentation shall be at the proposer’s expense and all key personnel shall attend in-person. Virtual presentations and/or participation will not be accommodated.

The oral presentation/interview is tentatively scheduled for the week of September 9, 2025.

10. TERMS AND CONDITIONS OF RFP

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

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

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

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

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

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

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

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

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

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

10.6 DISCLAIMERS AND RESERVATION OF RIGHTS
This RFP does not commit the City to award a contract. The City reserves, in its sole discretion, the right to reject any and all proposals, the right to cancel or postpone the RFP or project in whole or in part at any time, the right to negotiate with any qualified proposer and the right to decline to award the agreement to any of the proposers. The City reserves the right to waive any immaterial irregularities in a proposal or a submission of a proposal.

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

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

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

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

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

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

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

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

Proposals will be ranked according to the following criteria:

Criteria Maximum Points
Completeness of Proposal 20
Relevant Experience and Qualifications
of Proposed Project Team
30 Capacity to Perform 30
Proposed Cost 20
TOTAL 100

10.11 CAMPAIGN CONTRIBUTIONS
(a) Prohibited Contributions.

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

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

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

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

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

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

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

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

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

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

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

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

10.17 EXAMINATION OF LOCATIONS AND SPECIFICATIONS
Proposers are expected to carefully examine the locations of the proposed services and the specifications set forth in this RFP and all attachments hereto. By submitting a proposal, the proposer declares he/she/it has carefully reviewed the locations of the proposed services and all specifications and requirements set forth in this RFP, and that proposer will furnish all labor, materials, machinery, tools and equipment required to perform the services in accordance with the requirements of this RFP.

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

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

ATTACHMENT A

STATEMENT OF NON-COLLUSION BY CONTRACTOR

NON-COLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

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

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

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

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

Firm
(Signature)
(Print Name & Title)
Street
City State Zip

ATTACHMENT B

SUBCONTRACTOR CAMPAIGN CONTRIBUTION ACKNOWLEDGEMENT FORM (IF APPLICABLE)

SUBCONTRACTOR CAMPAIGN CONTRIBUTION

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

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

CONTRACTOR:

Company:

By:

Title:

Date:

SUBCONTRACTOR:

Company:

By:

Title:

Date:

ATTACHMENT C
SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION
How to Search Exclusion Information
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ATTACHMENT D

FEE SCHEDULE

FEE SCHEDULE

ATTACHMENT E

SCOPE OF SERVICES

SCOPE OF SERVICES
In general, the consultant shall perform professional municipal engineering services, traffic engineering services, grant writing/application and administration services, project management services, engineering support, permit administration, and plan check. The scope of work includes, but shall not be limited to, the following:

City Engineer Services

1. Manage plan review and inspection services for all public right-of-way encroachment permits to confirm compliance with all applicable codes, regulations, policies, standards, and best practices. Such permits may include construction work; construction or vehicle operations; oversize vehicles; street closures; temporary storage of vehicles, storage pods, trash bins, or other objects; news racks; and ongoing encroachment by awnings, sidewalk dining, etc. Services will include but may not be limited to the following:
 Receiving/processing permit applications, assessing permit fees, and issuing permits
 Performing pre-work inspections as needed to evaluate existing conditions  Reviewing plans and specifications
 Writing corrections and redlining of plans
 Determining appropriate conditions to impose on permits  Determining whether a traffic control plan is required and reviewing such plans
 Performing regular inspections of ongoing work and inspections of completed work to ensure compliance with approved plans and permit conditions
 Maintaining regular communication with the applicant, job superintendent, or other project representatives as needed

2. Maintain a communication channel for applicants and job superintendents to communicate directly with the public works inspector via telephone, and/or with the city engineer on behalf of the inspector. Provide continuity of inspection services through project completion.

3. Provide a public works inspector to maintain a consistent on-site presence at City Hall and within the City on a regular and/or on an as-needed basis, with the understanding that this means a frequent presence to ensure timely inspections of ongoing work in the public right-of-way and address issues as they arise. The expected requirement for a typical encroachment permit is 4 to 5 days a week at approximately 4 hours of work each day.
1 [Name of Consultant]
Form Revised July 2024

4. Provide plan review of grading, drainage, and improvement plans for private and public development projects. Services will include, but are not limited to the following:
 Receiving/processing permit applications, assessing permit fees, and issuing permits
 Reviewing plans and specifications
 Writing corrections and redlining of plans
 Determining appropriate conditions to impose on permits  Providing pick-up and delivery of plans at City Hall and maintaining a log of plans in process and their status accessible at any time by City staff  Learning and effectively utilizing the City’s cloud-based software for permit issuance and tracking

5. Provide plan review of plans submitted for planning or zoning review for public works issues. This may include conceptual or preliminary plans, architectural plans, site plans, and preliminary grading plans. Services will include but are not limited to the following:
 Reviewing project applications, plans, and related documents  Identifying major public works issues to be addressed through the planning process prior to plan check submittal including but not limited to grading, offsite improvements, and traffic  Writing conditions of approval related to public works issues to be imposed on the project through the planning process
 Providing pick-up and delivery of plans at City Hall and maintaining a log of plans in process and their status accessible at any time by City staff  Learning and effectively utilizing the City’s permitting software for permit issuance and tracking

6. Provide review of projects submitted under the Subdivision Map Act and related provisions of the West Covina Municipal Code. This includes but may not be limited to tentative and final maps, lot mergers, lot line adjustments, certificates of compliance, dedications, vacations, and easements. Services will include but are not limited to the following:
 Reviewing applications, maps, legal descriptions, deeds, and related documents
 Providing redline documents and writing corrections
 Writing conditions of approval to be imposed on tentative maps  Providing pick-up and delivery of documents at City Hall and maintaining a log of reviews in process and their status accessible at any time by City staff
 Learning and effectively utilizing the City’s permitting software for project tracking
1 [Name of Consultant]
Form Revised July 2024

7. Provide city engineering services, including but not limited to the following:
1 [Name of Consultant]
Form Revised July 2024
 Attend meetings with City staff, public officials, developers, contractors, and the public as needed
 Attend Commission and City Council meetings as needed  Represent the City as its city engineer while interfacing with the public and other agencies including but not limited to Los Angeles County Department of Public Works, Southern California Edison, and the water purveyors that serve the City
 Serve as the primary liaison to the Los Angeles County Department of Public Works for technical and policy issues
 Review documents and reports from other agencies pertaining to West Covina infrastructure or public works matters and provide recommendations to staff on appropriate responses or actions
 Provide guidance and technical assistance to City staff on public works and engineering laws, policies, procedures, and best practices including but not limited to the California Public Contract Code, Streets and Highways Code, and Subdivision Map Act
 Provide guidance and technical assistance to field staff regarding infrastructure and maintenance issues

8. Provide a dedicated City Engineer to maintain regular on-site presence at City Hall, with a consistent minimum of 8 hours a week, and a consistent schedule agreed upon by the selected firm and the City. Hours may be adjusted over time depending on project volume and workload. While in the office, the City Engineer will be expected to provide internal and external customer service, including seeing customers at the counter, meeting with City staff, and taking phone calls. To ensure continuity and efficiency, the same individual shall fulfill this role on an ongoing basis.

9. Provide a dedicated Associate Engineer to maintain regular on-site presence at City Hall, anticipated at 24-30 hours a week, with a consistent schedule agreed upon by the selected firm and the City. Hours may be adjusted over time depending on project volume and workload. While in the office, the Associate Engineer will be expected to provide internal and external customers, including seeing customers at the counter, maintaining regular office hours, meeting with City staff, and taking phone calls. The Associate Engineer will be responsible for project management, construction management, related inspections, and permit application intake/issuance. To ensure continuity and efficiency, the same individual shall fulfill this role on an ongoing basis.

10. Assist Capital Improvement Project Manager in project and contract management services for public works projects and other select capital improvement projects to be determined. Services will include but are not limited to the following:
 Prepare project plans, bid specifications, and Notice Inviting Bids  Conduct pre-bid meetings
1 [Name of Consultant]
Form Revised July 2024
 Respond to inquiries and prepare addendums to bid specifications as needed
 Prepare staff reports and other documents as may be needed for contract approval
 Monitor labor compliance
 Prepare contract change orders
 Review project invoices for accuracy and contract compliance  Prepare staff reports and other documents as may be needed for project acceptance
 Maintain all project documents and files on behalf of City  When applicable, work with City’s grant administrator on grant-funded projects to prepare additional paperwork as necessary for grant compliance

11. Assist Capital Improvement Project Manager in project management and manage consultant contracts for public works services, such as updating plans or preparing studies beyond this scope of services. Services will include but are not limited to the following:
 Prepare and distribute RFPs or RFQs
 Evaluate proposals submitted and interview consultants as needed  Negotiate price and contract terms with consultant on behalf of City  Prepare staff reports and other documents as may be needed for contract approval
 Direct consultant work, serve as liaison with consultant, and review work product
 Monitor work and progress and review invoices to ensure consistency with project budget and schedule

12. Advise City staff as to grants or other funding available for public works projects and, when so directed, initiate and prepare applications for such funding or grants.

13. Assist the City in processing grant applications and administration of awarded grants.

14. Monitor trends, legislation, and standard practices and advise the Community Development Director on appropriate codes, policies, procedures, and practices to adopt.

15. Coordinate, consult, and provide input to other departments and agencies as may be required, including but not limited to planning, building, code compliance, the Los Angeles County Department of Public Works, Los Angeles County Sheriff’s Department, Los Angeles County Fire Department, the City’s consultant for building and safety services, the City’s consultant for NPDES compliance, and utility providers.
1 [Name of Consultant]
Form Revised July 2024

16. Prepare, implement, and enforce policies and procedures. 1 [Name of Consultant]
Form Revised July 2024

17. In the event of a local, regional, or national emergency or disaster, provide engineering and public works plan review and inspection services as required to appropriately respond to the emergency, including after regular business hours.

18. Provide any other services as may be necessary for administration and enforcement of the California Public Contract Code, Streets and Highways Code, Subdivision Map Act, applicable provisions of the West Covina Municipal Code, and any other codes pertaining to public works and engineering matters.

Traffic Engineering Services
Provide traffic engineering services, including but not limited to the following:
 Review and provide comments on traffic impact studies prepared by other consultants for development projects
 Review and provide comments on proposed development projects pertaining to traffic issues including but not limited to traffic impacts, site access and circulation, and parking
 Prepare conditions of approval for projects
 Review and provide engineering judgement on traffic safety issues raised by City staff, the Traffic Committee, and the public
 Conduct traffic reviews and prepare reports with recommendations for issues including but not limited to stop sign warrants, crosswalk installation and removal, traffic calming, speed surveys, accident histories, and other general traffic safety and related issues
 Prepare and make presentations to the Traffic Committee and City Council regarding traffic reviews and recommendations
 Serve as the primary liaison to the Los Angeles County Department of Public Works for traffic signal timing and maintenance, striping, signs, and other traffic issues
On-Call Engineering Services
Provide municipal engineering services on an “on-call” or “as needed” basis for various duties assigned by Community Development Director and/or Deputy Community Development Director. Services may include but are not limited to the following:
 General consulting and technical advice
 Private development application reviews
 Infrastructure design, construction and/or operation
 Assistance with the Capital Improvement Program
 Reviewing and certifying design plans, specifications and cost estimates for City capital projects
1 [Name of Consultant]
Form Revised July 2024
 Performing the lead role in the engineering review, coordination and technical administration of assessment districts and bond issue projects to provide coordinated and cost-effective project
 Reviewing private development construction plans, mapping and projects for compliance with City adopted design standards, subdivision standards and Building Code and related work as required
 Assisting the City in processing Federal, State and regional permits  Assisting the City with processing grant applications  Miscellaneous engineering tasks, feasibility studies, investigations, and other duties as directed by the Community Development Director and/or Deputy Community Development Director
 Assist in the new permit processing software (Accela) conversion process. 1 [Name of Consultant]
Form Revised July 2024

ATTACHMENT F

CERTIFICATE OF INSURANCE
(AS OUTLINED IN ATTACHMENT H, SECTION 5, INSURANCE)
1 [Name of Consultant]
Form Revised July 2024

CERTIFICATE OF INSURANCE

ATTACHMENT G
1 [Name of Consultant]
Form Revised July 2024
W-9

ATTACHMENT H

SAMPLE AGREEMENT
Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
SAMPLE

CITY OF WEST COVINA

PROFESSIONAL SERVICES AGREEMENT
WITH
FOR
THIS PROFESSIONAL SERVICES AGREEMENT is made and entered into this day of , 20 (“Effective Date”), by and between the CITY OF WEST COVINA, a municipal corporation (“City”), and , a [the state where incorporation/organization occurred] [type of organization (corporation, limited liability company, limited partnership, etc.)] (“Consultant”).

RECITALS
A. City proposes to utilize the services of Consultant as an independent contractor to City to , as more fully described herein; and
B. Consultant represents that it has that degree of specialized expertise contemplated within California Government Code Section 37103, and holds all necessary licenses to practice and perform the services herein contemplated; and
C. City and Consultant desire to contract for the specific services described in Exhibit “A” and desire to set forth their rights, duties and liabilities in connection with the services to be performed; and
D. No official or employee of City has a financial interest, within the provisions of Sections 1090-1092 of the California Government Code, in the subject matter of this Agreement; and
E. Consultant responded to the City’s Request for Proposals dated , incorporated via this reference as if fully set forth herein, and Consultant’s response to the Request for Proposals was a material inducement to the City ultimately entering into this agreement.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows:

1.1. SERVICES PROVIDED BY CONSULTANT

1.2. Scope of Services. Consultant shall provide the professional services described in the Scope of Services, attached hereto as Exhibit “A” and incorporated herein.

1.3. Professional Practices. All professional services to be provided by Consultant pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised by professional consultants in similar fields and circumstances in accordance with sound professional practices. Consultant also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
Consultant’s performance of this Agreement. Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. City officers and employees shall not be liable at law or in equity for any claims or damages occurring as a result of failure of the Consultant to comply with this section.

1.4. Performance to Satisfaction of City. Consultant agrees to perform all the work to the reasonable satisfaction of the City. Evaluations of the work will be conducted by the City Manager or his or her designee. If the quality of work is not satisfactory, City in its discretion has the right to:
(a) Meet with Consultant to review the quality of the work and resolve the matters of concern;
(b) Require Consultant to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.

1.5. Warranty. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement.

1.6. Non-discrimination. In performing this Agreement, Consultant shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, pregnancy, marital status, sex, gender, gender identity, gender expression, sexual orientation, or military or veteran status, except as permitted pursuant to Section 12940 of the Government Code.

1.7. Non-Exclusive Agreement. Consultant acknowledges that City may enter into agreements with other consultants for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement.

1.8. Confidentiality. Employees of Consultant in the course of their duties may have access to financial, accounting, statistical, and personnel data of private individuals and employees of City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

1.9. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
by the California Public Records Act (California Government Code Section 7920.000 et seq.).

Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in California Government Code Section 7924.510, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the court.

2.1. COMPENSATION AND BILLING

2.2. Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit “B,” attached hereto and made a part of this Agreement (the “Fee Schedule”).

Consultant’s total compensation shall not exceed Dollars ($ .00).

2.3. Additional Services. Consultant shall not receive compensation for any services provided outside the scope of services specified in the Consultant’s Proposal unless the City, prior to Consultant performing the additional services, approves such additional services in writing. It is specifically understood that oral requests and/or approvals of such additional services or additional compensation shall be barred and are unenforceable. Should the City request in writing additional services that increase the Scope of Services, an additional fee based upon the Consultant’s standard hourly rates shall be paid to the Consultant for such additional services.

2.4. Method of Billing. Consultant may submit invoices to the City for approval on a progress basis, but no more often than once a month. Said invoice shall be based on the total of all Consultant’s services which have been completed to City’s sole satisfaction. City shall pay Consultant’s invoice within forty-five (45) days from the date City receives said invoice. Each invoice shall describe in detail the services performed, the date of performance, and the associated time for completion. Any additional services approved and performed pursuant to this Agreement shall be designated as “Additional Services” and shall identify the number of the authorized change order, where applicable, on all invoices.

2.5. Records and Audits. Records of Consultant’s services relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City for inspection and/or audit at mutually convenient times from the Effective Date until three (3) years after the termination or expiration of this Agreement.

3.1. TIME OF PERFORMANCE

3.2. Commencement and Completion of Work. Unless otherwise agreed to by the parties, the professional services to be performed pursuant to this Agreement shall commence within five (5) days from the Effective Date of this Agreement. Said services shall be performed in strict compliance with the Project Schedule approved by City as set forth in Exhibit “C,” attached hereto and incorporated herein by this reference. The Project Schedule may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement.

3.3. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. If a delay beyond the control of the Consultant is encountered, a time extension may be Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
mutually agreed upon in writing by the City and the Consultant. The Consultant shall present documentation satisfactory to the City to substantiate any request for a time extension.

4.1. TERM AND TERMINATION

4.2. Term. This Agreement shall commence on the Effective Date and continue for a period of months, ending on , 20 , unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. [Optional language if extensions permitted: Thereafter, this Agreement may be extended for a maximum of [spell out number (#) ] successive one (1) year periods. Such extensions, if any, will be evidenced by a written amendment to this Agreement.]

4.3. Notice of Termination. The City reserves and has the right and privilege of canceling, suspending or abandoning the execution of all or any part of the work contemplated by this Agreement, with or without cause, at any time, by providing at least fifteen (15) days prior written notice to Consultant. In the event of such termination, Consultant shall immediately stop rendering services under this Agreement unless directed otherwise by the City. If the City suspends, terminates or abandons a portion of this Agreement such suspension, termination or abandonment shall not make void or invalidate the remainder of this Agreement.

If the Consultant defaults in the performance of any of the terms or conditions of this Agreement, it shall have ten (10) days after service upon it of written notice of such default in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement.

The City also shall have the right, notwithstanding any other provisions of this Agreement, to terminate this Agreement, at its option and without prejudice to any other remedy to which it may be entitled to at law, in equity, or under this Agreement, immediately upon service of written notice of termination on the Consultant, if the latter should:
a. Be adjudged a bankrupt;
b. Become insolvent or have a receiver of its assets or property appointed because of insolvency;
c. Make a general assignment for the benefit of creditors; d. Default in the performance of any obligation or payment of any indebtedness under this Agreement;
e. Suffer any judgment against it to remain unsatisfied or unbonded of record for thirty (30) days or longer; or
f. Institute or suffer to be instituted any procedures for reorganization or rearrangement of its affairs.

4.4. Compensation. In the event of termination, City shall pay Consultant for reasonable costs incurred and professional services satisfactorily performed up to and including Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
the effective date of the City’s written notice of termination, within forty-five (45) days after the effective date of the notice of termination or the final invoice of the Consultant, whichever occurs last. Compensation for work in progress shall be prorated based on the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein.

4.5. Documents. In the event of termination of this Agreement, all documents prepared by Consultant in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maps and reports, shall be delivered to the City within ten (10) days of the effective date of the notice of termination, at no cost to City.

5.1. INSURANCE

5.2. Minimum Scope and Limits of Insurance. Consultant shall obtain, maintain, and keep in full force and effect during the life of this Agreement all of the following minimum scope of insurance coverages with an insurance company authorized to do business in California, with a current A.M. Best’s rating of no less than A:VII, and approved by City:
(a) Broad-form commercial general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury with a policy limit of not less than Two Million Dollars ($2,000,000.00) per occurrence, Four Million Dollars ($4,000.000.00) general aggregate. (b) Business automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00) combined single limit per accident for bodily injury and property damage.
(c) Workers’ compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than One Million Dollars ($1,000,000.00) per accident for bodily injury or disease. Consultant agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against the City, its officers, agents, employees, and volunteers for losses arising from work performed by Consultant for the City and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.

By execution of this Agreement, the Consultant certifies as follows:

I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work.

The Consultant shall also comply with Section 3800 of the Labor Code by securing, paying for and maintaining in full force and effect for the duration of this Agreement, complete Workers’ Compensation Insurance, and shall furnish a Certificate of Insurance to the City before execution of this Agreement by the City. The City, its officers and employees shall not be Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
responsible for any claims in law or equity occasioned by failure of the consultant to comply with this section.
(d) Professional errors and omissions (“E&O”) liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence or claim, and Two Million Dollars ($2,000,000.00) aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retroactivity date shall be prior to the start of the work set forth herein.

Consultant shall obtain and maintain said E&O liability insurance during the life of this Agreement and for five (5) years after completion of the work hereunder. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of this Agreement, Consultant shall purchase “extended reporting” coverage for a minimum of five (5) years after completion of the work.

If the Consultant maintains higher limits or has broader coverage than the minimums shown above, the City requires and shall be entitled to all coverage, and to the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

5.3. Endorsements. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(a) Additional Insureds: The City of West Covina and its elected and appointed boards, officers, officials, agents, employees, and volunteers are additional insureds with respect to: liability arising out of activities performed by or on behalf of the Consultant pursuant to its contract with the City; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; automobiles owned, leased, hired, or borrowed by the Consultant.
(b) Notice of Cancelation: Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City. (c) Primary Coverage: The Consultant’s insurance coverage shall be primary insurance as respects the City of West Covina, its officers, officials, agents, employees, and volunteers. Any other insurance maintained by the City of West Covina shall be excess and not contributing with the insurance provided by this policy.
(d) Waiver of Subrogation: Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance.

Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
(e) Coverage Not Affected: Any failure to comply with the reporting provisions Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
of the policies shall not affect coverage provided to the City of West Covina, its officers, officials, agents, employees, and volunteers. (f) Coverage Applies Separately: The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

5.4. Deductible or Self Insured Retention. If any of such policies provide for a deductible or self-insured retention to provide such coverage, the amount of such deductible or self-insured retention shall be approved in advance by City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.

5.5. Certificates of Insurance. Consultant shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any services under this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

5.6. Non-limiting. Nothing in this Section shall be construed as limiting in any way the indemnification provision contained in this Agreement.

6.1. GENERAL PROVISIONS

6.2. 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.

6.3. Representatives. The City Manager or his or her designee shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement.

Consultant shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Consultant called for by this Agreement, except as otherwise expressly provided in this Agreement.

6.4. Key Personnel. It is the intent of both parties to this Agreement that Consultant shall make available the professional services of , who shall coordinate directly with City. Any substitution of key personnel must be approved in advance in writing by City’s Representative.

6.5. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, Email or by U.S. mail. If by U.S. mail, it shall be addressed as set forth below and placed in a sealed envelope, postage prepaid, and deposited in the United States Postal Service. Such communication shall be deemed served or delivered: (a) at the time of delivery if such Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
communication is sent by personal delivery; (b) one (1) business day after the Email is sent if such communication is sent by Email, provided that no delivery failure notification has been received; and (c) 72 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail.

IF TO CONSULTANT: IF TO CITY:

City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
Tel: Tel:

Email:

Attn:

Email:

Attn:

6.6. Attorneys’ Fees. If litigation is brought by any party in connection with this Agreement against another party, 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.

6.7. Governing Law. 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.

6.8. Assignment. Consultant shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Consultant’s interest in this Agreement without City’s prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement.

Regardless of City’s consent, no subletting or assignment shall release Consultant of Consultant’s obligation to perform all other obligations to be performed by Consultant hereunder for the term of this Agreement.

6.9. Indemnification and Hold Harmless.
(a) General Indemnification. Other than in the performance of design professional services, and to the fullest extent permitted by law, Consultant agrees to defend, with counsel of City’s choosing, indemnify, and hold harmless the City, its elected and appointed officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of the performance of the Consultant, its employees, and/or authorized subcontractors, of the work undertaken pursuant to this Agreement. The defense obligation provided for hereunder shall apply without any advance showing of negligence or wrongdoing by the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, errors, omissions or misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon the work performed by the Consultant, its employees, and/or authorized subcontractors under this Agreement, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.
(b) Indemnification for Design Professional Services. To the fullest extent permitted by law, Consultant agrees to defend, with counsel of City’s choosing, indemnify, and hold harmless the City, its elected and appointed officials, officers, agents and employees, at Consultant’s sole expense, from and against any and all claims, demands, actions, suits or other legal proceedings brought against the City, its elected and appointed officials, officers, agents and employees arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Consultant, its employees, and/or authorized subcontractors, in the performance of design professional services under this Agreement by a “design professional,” as such term is defined in California Civil Code section 2782.8(c). The defense obligation provided for hereunder shall apply without any advance showing of negligence, recklessness or willful misconduct of the Consultant, its employees, and/or authorized subcontractors, but shall be required whenever any claim, action, complaint, or suit asserts as its basis the negligence, recklessness, or willful misconduct of the Consultant, its employees, and/or authorized subcontractors, and/or whenever any claim, action, complaint or suit asserts liability against the City, its elected and appointed officials, officers, agents and employees based upon such negligence, recklessness, or willful misconduct, whether or not the Consultant, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Consultant shall not be liable for the defense or indemnification of the City for claims, actions, complaints or suits arising out of the sole active negligence or willful misconduct of the City. In no event shall the cost to defend charged to Consultant exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs.

This provision shall supersede and replace all other indemnity provisions contained either in the City’s specifications or Consultant’s Proposal, which shall be of no force and effect.

6.10. Independent Contractor. Consultant is and shall be acting at all times as an independent contractor and not as an employee of City. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent.

Neither City nor any of its agents shall have control over the conduct of Consultant or any of Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. Consultant shall secure, at its sole expense, and be responsible for any and all payment of Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Compensation, and other payroll deductions for Consultant and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Consultant shall indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.11. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.

6.12. Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance or services rendered under this Agreement, Consultant shall render any reasonable assistance and cooperation which City might require.

6.13. Ownership of Documents. All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Consultant or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Consultant agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Consultant. City shall indemnify and hold harmless Consultant from all claims, damages, losses, and expenses, including attorneys’ fees, arising out of or resulting from City’s use of such documents for other projects not contemplated by this Agreement or use of incomplete documents furnished by Consultant. Consultant shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other related items as requested by City or its authorized representative, at no additional cost to the City. Consultant or Consultant’s agents shall execute such documents as may be necessary from time to time to confirm City’s ownership of the copyright in such documents.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024

6.14. Electronic Safeguards. Consultant shall identify reasonably foreseeable internal and external risks to the privacy and security of personal information that could result in the unauthorized disclosure, misuse, alteration, destruction or other compromise of the information.

Consultant shall regularly assess the sufficiency of any safeguards and information security awareness training in place to control reasonably foreseeable internal and external risks, and evaluate and adjust those safeguards in light of the assessment.

6.15. Economic Interest Statement. Consultant hereby acknowledges that pursuant to Government Code Section 87300 and the Conflict of Interest Code adopted by City, Consultant is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advice under this Agreement, prior to the commencement of work, unless waived by the City Manager.

6.16. Conflict of Interest. Consultant and its officers, employees, associates and subconsultants, if any, will comply with all conflict of interest statutes of the State of California applicable to Consultant’s services under this agreement, including, but not limited to, the Political Reform Act of 1974 (Government Code Section 81000, et seq.) and Government Code Sections 1090-1092. Consultant covenants that none of Consultant’s officers or principals have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of the services hereunder, including in any manner in violation of the Political Reform Act. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be used by Consultant as an officer, employee, agent, or subconsultant.

Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City and further covenants and agrees that Consultant and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the City prior to the completion of the work under this Agreement.

6.17. Prohibited Employment. Consultant will not employ any regular employee of City while this Agreement is in effect.

6.18. Order of Precedence. In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. If, and to the extent this Agreement incorporates by reference any provision of any document, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over the document referenced.

6.19. Costs. Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein.

6.20. No Third Party Beneficiary Rights. This Agreement is entered into for the sole benefit of City and Consultant 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.

6.21. Headings. Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement.

6.22. Construction. 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.

6.23. Amendments. Only a writing executed by the parties hereto or their respective successors and assigns may amend this Agreement.

6.24. Waiver. The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. 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.

6.25. 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.

6.26. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. Counterpart written signatures may be transmitted by facsimile, email or other electronic means and have the same legal effect as if they were original signatures.

6.27. 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.

6.28. Taxpayer Identification Number. Consultant shall provide City with a complete Request for Taxpayer Identification Number and Certification, Form W9, as issued by the Internal Revenue Service.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
1 [Name of Consultant]
Form Revised July 2024
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written.

CITY OF WEST COVINA,
A municipal corporation
[Name]
[Mayor or City Manager]

CONSULTANT
Date:

Date:

Signature
Name and Title
Date:

Signature
Name and Title
ATTEST:

Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:

Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:

Carmelita Underwood
Risk Management
AGENDA ITEM NO. 7

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF INCREASE IN HOURLY RATES FOR LIMITED SERVICE

COMPENSATION SCHEDULE TO REFLECT INCREASE IN STATE HOURLY MINIMUM WAGE EFFECTIVE JANUARY 1, 2026
RECOMMENDATION:

It is recommended that the City Council:

Approve wage adjustments to limited services positions to bring them into compliance with the State’s minimum wage requirement effective January 1, 2026; and

1. 2.  Adopt the following resolution:

RESOLUTION NO. 2026-13 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, AMENDING THE LIMITED SERVICE COMPENSATION SCHEDULE

FOR CONSISTENCY WITH STATE LAW
BACKGROUND:

On April 4, 2016, Governor Jerry Brown signed SB 3 (Leno, Chapter 4), which gradually raised the State minimum wage.  As of January 1, 2024, the State minimum wage is increased annually for the inflation based on the national Consumer Price Index (CPI).  The annual inflationary increases are capped at

3.5% regardless of the CPI in any given year.  California’s minimum wage increased to $16.90 per hour for all employers on January 1, 2026.

DISCUSSION:

Effective January 1, 2026, the State minimum wage increased from $16.50 per hour to $16.90 per hour – a 2.42% increase.  Due to this increase, seven (7) classifications within the City’s Limited Service Compensation Schedule (i.e., part-time position schedule) will fall below the State $16.90 minimum wage requirement and must be adjusted accordingly.  Additionally, six (6) classifications also need adjusting due to compaction.

LEGAL REVIEW:

The City Attorney’s Office has reviewed the resolution and approved it as to form.

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

There will be a minimal increase, which can be absorbed within the Fiscal Year 2025-26 budget.

Therefore, there is no financial impact to the City’s General Fund.

Attachments
Attachment No. 1 - Resolution No. 2026-13
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability ATTACHMENT NO. 1
RESOLUTION NO. 2026-13

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, AMENDING THE LIMITED

SERVICE COMPENSATION SCHEDULE FOR

CONSISTENCY WITH STATE LAW
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, on December 17, 2024, the City Council adopted Resolution No. 2024-69, amending the Limited Service Compensation Schedule for consistency with State law; and
WHEREAS, the State minimum wage increased to $16.90 per hour effective January 1, 2026; and
WHEREAS, the City of West Covina is required to comply with such law by ensuring City employees are paid at the level established; and WHEREAS, the State minimum wage impacts the current hourly wage for the following seven (7) classifications: Cable TV Production Assistant, Day Care Teacher, Food Services Worker, Intern, Maintenance Assistant, Office Aide I, and Recreation Leader; and
WHEREAS, due to compaction, the State minimum wage impacts the current hourly wage for the following six (6) classifications: Assistant Cook, Day Care Director, Office Aide II, Office Aide III, Police Cadet, and Recreation Site Coordinator; and WHEREAS, the City Council desires to amend the Limited Service Compensation Schedule for consistency with State law.

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

SECTION 1. The Limited Services Compensation Schedule is hereby amended as set forth in the attached Exhibit A.

SECTION 2. The effective date of this limited service hourly rate adjustment for the Cable TV Production Assistant, Day Care Teacher, Food Services Worker, Intern, Maintenance Assistant, Office Aide I, and Recreation Leader is January 1, 2026. The effective date for the limited service hourly rate adjustment for the Assistant Cook, Day Care Director, Office Aide II, Office Aide III, Police Cadet, and Recreation Site Coordinator classifications will be effective the first available payroll period following January 3, 2026.

SECTION 3. Effective January 1, 2026, the Limited Service Compensation Schedule attached hereto as Exhibit A shall supersede and replace the Limited Service Compensation Schedule adopted through Resolution No. 2024-69.

SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately.

APPROVED AND ADOPTED this 3rd day of February, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-13 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 3rd day of February, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk

EXHIBIT A

LIMITED SERVICE COMPENSATION SCHEDULE

CITY OF WEST COVINA

LIMITED SERVICE COMPENSATION SCHEDULE
Effective January 1, 2026
PAY
RANGE

HOURLY BASE RATE

CLASSIFICATION
STEP 1 STEP 2 STEP 3
Assistant Cook PT05 $18.48 $19.40 $20.37
Cable TV Production Assistant PT01 $16.90 $17.75 $18.64 Day Care Director PT11 $20.86 $21.90 $23.00
Day Care Teacher PT03 $16.90 $17.75 $18.64
Food Services Worker PT02 $16.90 $17.75
Intern PT09 $16.90 $20.00
Maintenance Assistant PT02 $16.90 $17.75
Office Aide I PT02 $16.90 $17.75
Office Aide II PT04 $18.15 $19.06
Office Aide III PT07 $19.40 $20.35
Police Background Investigator PT13 $40.00 $45.00 $50.00 Police Cadet PT16 $18.50 $19.43 $20.40
Recreation Leader PT01 $16.90 $17.75 $18.64
Recreation Site Coordinator PT06 $18.55 $19.48 $20.45
Auxiliary Safety Reserves
Police Officer Level III Reserve PT20 $25.00
Police Officer Level II Reserve PT14 $32.00
Police Officer Level I Reserve PT15 $40.00
PD Sergeant Level I Reserve PT08 $41.60
PD Lieutenant Level I Reserve PT10 $43.26
PD Commander Level I Reserve PT12 $45.00
AGENDA ITEM NO. 8

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: PURCHASING REPORT AND REJECTION OF UNAWARDED BID RECOMMENDATION:

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

Receive and file the listing of all contracts and purchase orders that were awarded by the Acting City Manager from July 1, 2025 to December 31, 2025.

1. 2. Reject the unawarded requests for bids and requests for proposals detailed within the staff report.

BACKGROUND:

Sections 2-337 and 2-356 of the West Covina Municipal Code require a report be presented to the City Council on a semi-annual basis listing all contracts and purchase orders that have been awarded by the City Manager pursuant to the City Manager’s authority during the preceding six months.  The report must include a description of the materials or services or public project performed, the vendor/contractor name and the total amount of the expenditure.  The last report was submitted to the City Council at the August 19, 2025 City Council meeting.

DISCUSSION:

Staff is submitting a Purchasing Report (Attachment No. 1) that provides a list of all purchase orders entered into under the Purchasing Officer’s and Acting City Manager’s authority during the period of July 1, 2025 through December 31, 2025.

During this process, staff identified request for bids (RFB) and request for proposals (RFP) that were posted and opened, but not awarded. The RFBs and RFPs are listed in Table 1 below. Per West Covina Municipal Code Sections 2-334, 2-354, and 2-355, the City Council may reject any and all bids or proposals presented. Staff is presenting the RFBs and RFPs listed below for formal rejection by City Council.

RFB/RFP Description RFB/RFP # Posted Bid Closed
Catering Services for State of City 2026-05 07-28-2025 08-11-2025 City Engineering/Traffic Services 2025-19 06-24-2025 08-21-2025 Federal Lobbyist 2026-02 10-08-2025 11-13-2025
Grant Writing Services 2026-03 10-01-2025 11-06-2025
LEGAL REVIEW:

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

OPTIONS:

The City Council has the following options:

1. Approve Staff’s recommendations; or

2. Provide alternative directions.

Prepared by: Karen Ogawa, Finance Director
Additional Approval: Roxanne E. Lerma, Assistant City Manager Attachments
Attachment No. 1 - Purchasing Report
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability ATTACHMENT NO. 1
City of West Covina
Contracts & Purchase Orders Issued under Section 2-337- and 2-356 of the Municipal Code July 1, 2025 to December 31, 2025
Vendor Name Item Description Amount FYE2025
Sum of Amount Ordered Original PO FY
Vendor Name PO Description 26
AARDVARK TACTICAL KBT Kinetic Breaching Tool RAM k 13,913.75 ACTION COMMUNITY FOO CDBG Public Service 4,900.00
ADVEXURE LLC DroneSense mobile streaming and 13,824.00
ALLIANT INSURANCE SE Government crime insurance 6,445.00 ANTHONY RIVERA LED wall and setup/tear down 6,000.00
ASSIST LEAGUE OF COV CDBG Subrecipient 4,900.00
ATHANS ICE HOUSE Snow play area/slide 16,005.54
BE DAZZLE MY EVENTS State of City equipment 21,357.00
BLUEALLY TECHNOLOGY Email security subscription 31,815.00 BOOT BARN Boot allowance 2,800.00
BRADLEY DAVISON Clerical services 20,000.00
CDW GOVERNMENT INC Annual Veeam Server Backup Soft 7,350.00 Trend micro cloud one endpoint 7,842.00
COLE HUBER LLP Legal services - BKK Landfill 10,000.00
Legal services - Measure A 30,000.00
COLLEEN ISHIBASHI Clerical services 20,000.00
COMPLETE PAPERLESS S Laserfiche support 11,631.32
DANA SAFETY SUPPLY I Equipment 14,078.35
DANIELS TIRE SERVICE Tires 25,000.00
DELL COMPUTERS Desktops 38,859.27
DOOLEY ENTERPRISES I Supplies 28,872.69
ECOHERO SHOW LLC Community engagement for CRV 5,200.00
ELECTRA-MEDIA INC West Covina Auto Sign 2,634.18
West Covina Auto Sign Cellular 874.50
West Covina Auto Sign Maintenance 11,233.14
West Covina Auto Sign Programming 5,159.94
ESRI ARCGIS subscription 14,195.00
FORTRESS SECURITY & Security and fire alarm repairs 23,108.00 FRANCISCO BURCIAGA Catering services 22,987.14
FULL CIRCLE ELECTRON Recycling 5,500.00
GRAINGER INC Janitorial supplies 20,000.00
HEAVENLY FLOWERS State of City flowers 7,630.00
HOUSING RIGHTS CENTE Fair housing services 10,000.00
IMPEX TECHNOLOGIES Purge storage flash array 15,470.04
INTELESYSONE VOIP phone maintenance 11,689.00
INTIME SOLUTIONS INC Scheduling software 13,020.00
J & L CUSTOM AUTO BO Vehicle repairs 30,000.00
JENIFER HEYNEZ Clerical services 48,000.00
JGL MECHANICAL INC Replace 7.5 ton split system 31,827.00 JOE A GONSALVES & SO Consultant for property management plans etc. 30,000.00 JOHNSON HEALTH TECH Equipment 27,700.62
KJ CONSULTANTS INC Fire plan check services 40,000.00
LN CURTIS & SONS COR SCBA flow testing 5,550.00

ATTACHMENT NO. 1
City of West Covina
Contracts & Purchase Orders Issued under Section 2-337- and 2-356 of the Municipal Code July 1, 2025 to December 31, 2025
Vendor Name Item Description Amount FYE2025
LOCALITY MEDIA INC Cloud/internet based records maintenance 42,630.00 MACIAS, ENRIQUE Tuition reimbursement 2,284.44
MAK FIRE PROTECTION Fire plan check services 20,000.00
MITY-LITE INC Chairs 15,681.21
MOTOROLA SOLUTIONS I Radio management 22,875.00
MULTIFORCE SYSTEMS C Replacement of phoneline modem 5,812.00 MV PUBLIC TRANSPORTA Event shuttle 4,000.00
PARABON NANOLABS INC DNA analysis services 9,190.00
PJ PRINTERS INC Printing services 14,450.27
PROJECT 29:11 A COMM Food bank services 5,000.00
PRUDENTIAL OVERALL S Maintenance / repairs 13,033.70
QUADIENT Postage 30,000.00
RELX Accurint Virtual Crime Center su 21,441.54
Desk Officer Reporting System li 14,493.13
REVOLUTION FOODS PBC Frozen Meals for Senior Nutrition 20,000.00 SAUCE CREATIVE SERVI City Discover brochure 22,950.00
SECTRAN SECURITY INC Armored truck services 6,719.76
SEQUOIA ENGINEERING Maintenance / repairs 15,987.55
SQUARE SIGNS, LLC Fire Station 1 sign 3,558.40
SSP INC Lockers for WCPD evidence 25,635.77
STUDIO CITY SOUND State of City - AV 6,159.00
TELEFLEX LLC Supplies 14,000.00
THE PARTY STAFF INC State of City - food services 6,111.00 THE TECH 10 GROUP Sound/lighting for Festival of Frights 11,000.00 TOP NOTCH PLUMBING I Orangewood Park emergency repairs 23,358.99 Water heater replacement 7,908.92
VALLEY LIGHT INDUSTR Bus shelter cleaning services 14,000.00 VERDEK LLC ChargePoint network connection 9,545.00
VERITIV OPERATING CO Fire janitorial supplies 8,000.00
WAXIE SANITARY SUPPL Janitorial services 40,000.00
WILLDAN FINANCIAL SV Professional services - Comm Dev 50,000.00 WILLIAMS SCOTSMAN IN Fire Station 1 temporary building lease 39,445.00 YWCA OF SAN GABRIEL Case management services 4,900.00
ZOLL MEDICAL CORP GP Medical supplies 15,000.00
Grand Total $ 1,282,543.16

AGENDA ITEM NO. 9

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF THE FIRST QUARTER FINANCIAL REPORT AND BUDGET AMENDMENT FOR FISCAL YEAR 2025-26
RECOMMENDATION:

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

1. Receive and file the First Quarter Financial Report for Fiscal Year 2025-26; and

2. Adopt the following resolution:

RESOLUTION NO. 2026-15 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

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

This report is intended only to provide the City Council and the public with an overview of the City’s general fiscal condition.  The financial information included in this report is preliminary, unaudited and subject to revision upon completion of the City’s closing and audit.  The City will make the Quarterly Financial Report available on the City’s website for review by the City’s stakeholders.

DISCUSSION:

The City has completed the first quarter of Fiscal Year 2025-26.  The Quarterly Report (Attachment No. 1) summarizes the overall financial performance of the City for the period of July 1, 2025 through September 30, 2025, but it is not meant to be inclusive of all finance and accounting transactions.  While the focus of the report is the General Fund, summary financial information is also provided for the Enterprise Fund and Special Revenue Funds.

The information presented reports revenues as they are received and expenditures when paid.

Revenues and expenditures are only accrued at year-end to account for such activity in the correct fiscal year.  Additionally, a budget amendment (Attachment No. 2) is proposed with the Quarterly Report to adjust revenue and expenditures based on the activity to date.

LEGAL REVIEW:

The City Attorney’s Office has reviewed the resolution and approved it as to form.

The City Attorney’s Office has reviewed the resolution and approved it as to form.

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

The original General Fund budget for Fiscal Year 2025-26 had a net change of $81,657.  The first quarter budget amendment had a negative impact of $81,940 for General Fund and “special Revenues of $400,750 for a total of $482,690.

The proposed amendment includes the following changes for in General Fund (Fund 110) appropriations:

Attachments
Attachment No. 1 - First Quarter Financial Report
Attachment No. 2 - Resolution No. 2026-15
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability Enhance City Image and Effectiveness

CITY OF WEST COVINA

FIRST QUARTER FINANCIAL REPORT
Fiscal Year 2025-26
ATTACHMENT NO. 1
The City has completed the first quarter of Fiscal Year (FY) 2025-26. This report summarizes the overall
financial performance of the City for the period of July 1, 2025, through September 30, 2025, but it is not
meant to be inclusive of all finance and accounting
transactions. While the focus of the report is the
General Fund, summary financial information is also
provided for the Enterprise Fund and Special Revenue
Funds. The information presented is unaudited. This
report is intended to provide City Council and the
public with an overview of the City’s general fiscal
condition.

The revenue and expenditures per the Budget to YearTo-Date (YTD) Actual comparisons include any appropriations made as of September 30, 2025. The
information presented reports revenues as they are
received and expenditures when paid. Revenues and
expenditures are only accrued at year end to account
for such activity in the correct fiscal year.

GENERAL FUND
The General Fund (GF) is the general operating fund
for the City. It provides the resources to sustain the
day-to-day activities and services to the community.

All nine departments receive support, either directly
or indirectly, from the General Fund.

Chart 1: GF Budget vs. YTD Actual
The General Fund original budget for FY 2025-26 was
$97.8 million in revenue, $97.8 million in expenditures and net transfers, for a total net change of fund
balance of $81,657. With only 25% of the year
complete, General Fund revenues are 4.8% of budget,
and expenditures are 24.7%. Total revenues are $4.7
million, and expenditures are $24.2 million leaving a
total revenue less expenditures negative $19.5 million.

GENERAL FUND REVENUE
The City’s two major General Fund revenue sources
are Property Tax and Sales Tax which make up 65% of
the General Fund revenues combined. Table 1 below
summarizes revenue to-date.

Table 1:GF Revenue - Budget vs. YTD Actuals

PROPERTY TAX
The first major property tax distribution to the City for the fiscal year is received in December which is
included on next quarter report. Included in this line
are Secured Property Taxes, Property Taxes In-Lieu of
Vehicle License Fees (VLF), and residual payments
from the dissolution of the former redevelopment
agency.

SALES TAX
As of September 30, 2025, the allocation received
represents approximately 7.6% of the total sales tax
allocation for the year. This is typical for this time of year as there is a two-month lag in sales tax
distributions. The City will continue to receive sales tax allocations with the final quarter allocation distributed by the California State Department of Taxes and Fees
Administration (CDTFA) in August 2025.

Revenue Source Current Budget YTD Actual %
Property Tax 37,345,400 - 0.0%
Charges for Services 8,957,830 659,835 7.4%
Fines & Forfeitures 1,749,600 78,956 4.5%
Interdepartmental Charges 1,196,210 - 0.0%
Licenses & Permits 4,101,000 761,866 18.6%
Other Revenues 137,400 8,996 6.5%
Other Taxes 10,534,000 374,231 3.6%
Revenue from Other Agencies 3,847,000 433,404 11.3%
Sales Tax 26,500,000 2,013,432 7.6%
Use of Money & Property 1,915,000 340,736 17.8%
Transfers In/Out 1,555,888 - 0.0%
Grand Total 97,839,328 4,671,455 4.8%
City of West Covina First Quarter Financial Report FY 2025-26 2 | P a g e

OTHER TAXES
This category includes Franchise Fees, Business
License Tax, Transient Occupancy Tax (TOT), and
Property Transfer Tax. At the end of the first quarter
only $374k or 3.6% of the original budget projection
was collected. This is due to a lag in when these
revenues are received. Additionally, these taxes are
not evenly disbursed throughout the year.

CHARGES FOR SERVICES
These revenues include plan check and zoning related
fees, recreation fees, interfund charges, police, and
fire fees. These fees are trending below projected at
approximately 7% or $660k through September 2025.

LICENSE & PERMITS
Revenues for licenses & permits include building and
engineering permits, and animal licenses. Revenue
projections are trending slightly under projected at
19% of the original budget projection or $762k.

REVENUES FROM OTHER AGENCIES
This category includes Vehicle In-Lieu, State Mandated
Cost reimbursement revenue, the exchange of Prop A
funds, and mutual aid cost reimbursement for strike
team deployments for the Fire Department. Most of
this revenue is received once within the fiscal year.

The Prop A Exchange (which accounts for $2.6 million)
typically does not occur until the end of the fiscal year.

To date the Fire Department has spent over $514k in
mutual aid overtime, this plus an administrative fee
will be reimbursed and the overage is included in the
proposed budget amendment.

INTERDEPARTMENTAL CHARGES
This category includes overhead chargebacks from
internal service funds: General Liability, Workers
Compensation, and Fleet Maintenance. These charges
are billed monthly and equally distributed.

USE OF MONEY & PROPERTY
This category includes rental and interest income.

These are trending under projections at 18% or $341k
through September 2025.

FINES & FORFEITURES
This category includes late payment penalties,
collection agency fees, code fines, vehicle impound
fees, and administrative citations. Overall, fines and
forfeitures are only 5% for the quarter.

OTHER REVENUES
This category includes proceeds from auction,
advertising, final map, and other miscellaneous
revenue. At the end of the first quarter, $9k or 7% of
the original budget projection has been realized. This
is typical for this time of year. Prior year had a onetime reimbursement during this first quarter.

TRANSFERS IN
This category includes a transfer from the Successor
Agency for administrative costs. This transfer is made
at the end of the fiscal year.

REVENUES PROJECTIONS
Revenue projections (see Table 2) are revised with the
Quarterly Report based on actuals to date. The
proposed amendment of $200,000 in revenue for the
General Fund is for mutual aid cost reimbursement.

Table 2: GF Revenue Projection
Revenue Source
Current
Budget
Proposed
Adj.

Revised
Projection
Actual
Charges for Services 8,957,830 8,957,830 659,835
Fines & Forfeitures 1,749,600 1,749,600 78,956
Interdepartmental Charges 1,196,210 1,196,210 0
Licenses & Permits 4,101,000 4,101,000 761,866
Other Revenues 137,400 137,400 8,996
Other Taxes 10,534,000 10,534,000 374,231
Property Tax 37,345,400 37,345,400 0
Revenue from Other Agencies 3,847,000 200,000 4,047,000 433,404 Sales Tax 26,500,000 26,500,000 2,013,432
Use of Money & Property 1,915,000 1,915,000 340,736
Transfers In/Out 1,555,888 1,555,888 0
Grand Total 97,839,328 200,000 98,039,328 4,671,455
City of West Covina First Quarter Financial Report FY 2025-26 3 | P a g e

GENERAL FUND EXPENDITURES
As of September 30, 2025, with 25% of the year
complete, 24.7% of the General Fund budget was
expensed (see Table 3). With the exception of Code
Enforcement are trending at or under budget (25%).

Table 3: GF Expenditures – Budget vs. YTD Actual

GENERAL FUND OVERTIME
Overall, overtime in the General Fund is trending
overall below budget with the exception of
Administration and Finance. Table 4 summarizes
overtime by department within the General Fund.

Table 4: GF Overtime YTD
Overall, total General Fund Revenue ($4.7M) less
expenditures ($24.2M) for the year is negative $19.5
million. Negative revenue less expenditures is typical
for this time of year due to the lag in property and
sales tax revenue – the City’s primary revenue sources.

Chart 2: GF 1st Quarter Revenue Less Expenditures by FY

PROPOSED BUDGET AMENDMENT
The original adopted General Fund budget for FY
2025-26 was $97,839,328 for revenues and
$97,757,671 in expenditures, including transfers, for a net change in Fund Balance of $81,657. The first
quarter budget amendment proposes adding
$281,940 in expenditures. With $200,000 in revenue
proposed, the net impact on the General Fund of
$81,940. Table 5 outlines the proposed expenditure
amendment.

Table 5: Summary of Proposed GF Budget Amendment
The proposed General Fund budget amendment
totals $281,940 and includes the following:

Department Current Budget YTD Actual %
Administration 2,150,949 440,921 20.5%
City Clerk 448,507 112,723 25.1%
Code Enforcement 612,775 30.3% 2,022,514
Community Development 205,535 7.2% 2,843,895
Community Services 674,769 24.8% 2,721,240
Finance 3,948,207 887,116 22.5%
Fire 26,210,482 5,339,881 20.4%
Human Resources 227,648 25.3% 901,100
Police 37,416,154 7,552,291 20.2%
Public Works 567,177 11.0% 5,140,641
Transfers 13,985,008 7,576,251 54.2%
Grand Total 97,788,697 24,197,087 24.7%
Department Current Budget YTD GF
Overtime %
Administration 4,706 1,790 38.0%
Finance 854 725 84.8%
Fire 3,062,612 726,781 23.7%
Police 3,359,660 704,061 21.0%
Code Enforcement 246,241 67,656 27.5%
Public Works 43,962 666 1.5%
Community Services 95,368 24,808 26.0%
Human Resources - 1,020 100.0%
Grand Total 6,813,403 1,527,506 22.4%
Department
Current
Budget Requested BA Amended Budget
Administration 2,150,949 2,150,949
City Clerk 448,507 448,507
Community Development 2,843,895 16,280 2,860,175
Finance 3,948,207 12,200 3,960,407
Fire 26,210,482 253,460 26,463,942
Police 37,416,154 37,416,154
Code Enforcement 2,022,514 2,022,514
Public Works 5,140,641 5,140,641
Community Services 2,721,240 2,721,240
Transfers 13,985,008 13,985,008
Human Resources 901,100 901,100
Grand Total 97,788,697 281,940 98,070,637
City of West Covina First Quarter Financial Report FY 2025-26 4 | P a g e

1. Finance ($12k): The budget is proposed to be
increased to reflect actuals for leave lump sums
for employee separations.

2. Fire ($253k): Mutual Aid overtime expenditures
are proposed to be increased based on actuals.

Revenue has also been proposed to be increased.

3. Community Services ($16k): The budget is
proposed to be increased to reflect actuals for
lump sums for employee separations.

ENTERPRISE FUND (FUND 375)
This fund accounts for the computer services provided
by the Police Department to other public safety
agencies for a fee. The programs are marketed to both
public and private agencies. The Police Department
also utilizes these products and services. Revenue is
generally billed once annually. Expenditures are
trending over budget due to one-time annual
expenses (see Table 6).

Table 6: Police Enterprise Budget vs. YTD Actuals
SPORTSPLEX (FUND 242)
This fund accounts for activity at the West Covina
Sportsplex, a recreation facility which amenities
include softball fields, a pavilion, playgrounds, and
restaurants.

Early in the fiscal year, there were emergency repairs
to the Sportplex tent of approximately $400k of which
insurance covered $268k. Proposed budget
amendment of $400k is for the tent repairs.

Budget versus actual comparisons for both revenue
and expenditures for the Sportsplex are presented in
Table 7.

Table 7: Sportsplex Budget vs. YTD Actuals

OTHER FUNDS
Table 8 shows a summary of budget versus actuals for
other funds:

Table 8: Other Funds Budget vs. YTD Actuals
Type Current Budget YTD Actual %
Revenue 302,100 0 0.0%
Expenditure 1,135,370 6,980 0.6%
Revenue Less Expenditures (833,270) (6,980)
Type
Current
Budget YTD Actual %
Revenue
Charges for Services 240,000 81,095 33.8%
Other Revenues 19,600 - 0.0%
Use of Money & Property 155,800 (828) -0.5%
Transfers In/Out 917,627 - 0.0%
Revenue Total 1,333,027 80,267 Expenditure
Salaries & Benefits 886,027 224,086 25.3%
Materials & Services 447,000 61,849 13.8%
Capital Investments - 400,747 0.0%
Expenditure Total 1,333,027 686,681 Revenues less Expenditures - (606,414) Fund Grouping Current Budget YTD Actual % Assessment Districts
Revenue 4,650,403 - 0.0%
Expenditure 6,443,258 674,526 10.5%
Capital Project Funds
Revenue 729,400 29,258 4.0%
Expenditure 2,193,400 232,470 10.6%
CDBG
Revenue 800,000 54,211 6.8%
Expenditure 357,214 134,580 37.7%
Debt Service
Revenue 14,835,169 7,576,251 51.1%
Expenditure 16,006,808 1,200 0.0%
Gas Tax
Revenue 3,073,448 522,335 17.0%
Expenditure 2,916,603 528,796 18.1%
Grant Funds
Revenue 348,088 28,239 8.1%
Expenditure 457,082 657,785 143.9%
Housing Authority
Revenue 217,200 758 0.3%
Expenditure 1,966,049 269,089 13.7%
Internal Service Funds
Revenue 10,569,796 892,913 8.4%
Expenditure 31,767,508 6,457,996 20.3%
Metro Funds
Revenue 10,648,172 2,350,027 22.1%
Expenditure 14,709,971 395,243 2.7%
City of West Covina First Quarter Financial Report FY 2025-26 5 | P a g e
Table 8: Other Funds Budget vs. YTD Actuals (continued)

FOR MORE INFORMATION
This summary report is derived from detailed financial
information generated by the City’s Finance
Department. Additional financial information is
available online at www.westcovina.org.

Fund Grouping Current Budget YTD Actual %
Other SR Funds
Revenue 4,909,168 1,747,892 35.6%
Expenditure 10,401,307 993,304 9.5%
SB1
Revenue 3,637,696 518,649 14.3%
Expenditure 4,875,000 34,922 0.7%
Sewer Maintenance
Revenue 4,689,600 - 0.0%
Expenditure 2,626,060 447,333 17.0%
Successor Agency
Revenue 2,915,344 - 0.0%
Expenditure 9,630,660 20,831 0.2%
ATTACHMENT NO. 2
RESOLUTION NO. 2026-15

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING A BUDGET

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

QUARTER FINANCIAL REPORT)
The City Council of the City of West Covina hereby finds and declares as follows:

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

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

SECTION 1. The City Council hereby approves Budget Amendment No. 2026-15, attached hereto as Exhibit A, for Fiscal Year 2025-26.

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

APPROVED AND ADOPTED this 3rd day of February, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST

Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-15 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 3rd Day of February, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
Exhibit A
City of West Covina
Fiscal Year 2025-26
Budget Amendment No. 2026-15
Fund No. - Name
Current
Budget
Proposed
Amendment
Amended
Budget
Fund 110-General Fund
Revenue $97,839,238 $200,000 $98,039,328
Expenditures $97,788,697 281,940 $98,070,637
Net Change in Fund Balance $50,631 $81,940 $(31,309)
Fund 218-State Homeland Security Program
Revenue $108,000 $17,140 $125,140
Expenditures 108,000 17,140 125,140
Net Change in Fund Balance $0 $0 $0
Fund 242-Sportsplex
Revenue $1,333,027 $0 $1,333,027
Expenditures 1,333,027 400,750 1,733,777
Net Change in Fund Balance $0 $400,750 $(400,750)
EXPENDITURE TOTAL INCREASE $482,690
AGENDA ITEM NO. 10

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF APPROVAL AND TRANSMITTAL OF AN ADMINISTRATIVE BUDGET AND A RECOGNIZED OBLIGATION PAYMENT SCHEDULE (“ROPS”) FOR THE PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2027 FOR THE SUCCESSOR

AGENCY TO THE FORMER WEST COVINA REDEVELOPMENT AGENCY
RECOMMENDATION:

It is recommended that the City Council, acting as the Successor Agency to the former West Covina Redevelopment Agency, adopt the following resolution:

RESOLUTION NO. 2026-09 – A RESOLUTION OF THE SUCCESSOR AGENCY TO THE

FORMER WEST COVINA REDEVELOPMENT AGENCY APPROVING AND AUTHORIZING THE

TRANSMITTAL OF AN ADMINISTRATIVE BUDGET AND A RECOGNIZED OBLIGATION PAYMENT SCHEDULE (“ROPS”) FOR THE PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2027
BACKGROUND:

In accordance with Health and Safety Code Section 34177(o)(1), the Successor Agency is required to file a Recognized Obligation Payment Schedule (“ROPS”) annually in order to receive a distribution of property tax increment dollars with which to fund the obligations of the former Redevelopment Agency.

These obligations include bond debt service payments, amounts due under existing agreements with commercial property owners, repayment of amounts borrowed from the Housing Fund to fund property tax shifts mandated by the State, costs of litigation to protect assets of the former Redevelopment Agency, repayment of loans to the City, and administrative costs of the Successor Agency to wind-down the affairs of the former Redevelopment Agency.

While many of these listed items are not necessary debt, they are considered obligations for purposes of this mandated report and must be listed on the ROPS if they are to be funded by distributions of future tax increment dollars.  These items are not obligations of the City of West Covina.

DISCUSSION:

The ROPS schedule (Exhibit A) lists all amounts that will be paid for the period of July 1, 2026 through The ROPS schedule (Exhibit A) lists all amounts that will be paid for the period of July 1, 2026 through June 30, 2027.  Once the ROPS is approved by the Successor Agency and Oversight Board, it then must be forwarded to the State Department of Finance (DOF) by February 1, 2026.  DOF hold final approval authority of the terms listed on the ROPS and directs the Los Angeles County Auditor-Controller to distribute tax increment funds to the Successor Agency.  Many of the obligations listed on the ROPS are estimates, i.e., variable rate debt service payments, litigation, etc.

The Successor Agency is also required to adopt and administrative budget for each annual period.  The administrative budget for the Successor Agency for the period of July 1, 2026 through June 30, 2027 can be found in Exhibit B.  The budget is to be funded by the administrative allowance, which is 3% of the enforceable obligations, after loan payments, or $250,000 annually; whichever is greater.  The City will absorb any administrative costs above the administrative allowance.

The total amount of funding requested for the enforceable obligations from the Redevelopment Property Tax Trust Fund (RPTTF) on ROPS 2026-27 is $14,912,573 and includes many of the same items that have been previously approved by DOF.  Of this, $12,653,154 has previously been denied by the DOF; however, staff continues to pursue these reimbursements for the City (Sales Tax Reimbursement Agreement (#26) and City/Successor Agency Loan for litigation expenses (#76), among others).  A total of $2,259,419 is anticipated to be approved.

LEGAL REVIEW:

Successor Agency Counsel has reviewed and approved the resolution as to form.

Prepared by: Karen Ogawa, Finance Director
Additional Approval: Roxanne E. Lerma, Assistant City Manager Attachments
Attachment No. 1 - Resolution No. 2026-09
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability ATTACHMENT NO. 1
RESOLUTION NO. 2026-09

A RESOLUTION OF THE SUCCESSOR AGENCY TO THE

FORMER WEST COVINA REDEVELOPMENT AGENCY

APPROVING AND AUTHORIZING THE TRANSMITTAL OF

AN ADMINISTRATIVE BUDGET AND RECOGNIZED
OBLIGATION PAYMENT SCHEDULE (“ROPS”) FOR THE
PERIOD OF JULY 1, 2026 THROUGH JUNE 30, 2027
WHEREAS, pursuant to ABX1 26, enacted on June 28, 2011, and as subsequently amended by AB 1484, SB 341, and SB 107 (“Dissolution Act”), the Redevelopment Agency to the City of West Covina was dissolved as of February 1, 2012, and the City of West Covina elected to serve as the Successor Agency to the former Redevelopment Agency to the City of West of Covina; and
WHEREAS, pursuant to Health and Safety Code section 341779(q), commencing on and after July 1, 2018, the County of Los Angeles, where more than 40 oversight boards were created by the Dissolution Act, has five consolidated oversight boards, each encompassing the five supervisorial districts; and
WHEREAS, Health and Safety Code section 34177(o)(1) requires that the ROPS for the period of July 1, 2026 to June 30, 2027 be submitted after oversight board approval to the State of California Department of Finance and the Los Angeles County AuditorController by February 1, 2026; and WHEREAS, the West Covina City Council, acting as Successor Agency to the former West Covina Redevelopment Agency, reserves the right to appeal any determination of the State of California Department of Finance or other entity regarding the propriety of this Resolution as well as any future determinations; and WHEREAS, the West Covina City Council, acting as Successor Agency to the former West Covina Redevelopment Agency, intends to comply with the state-mandated obligations established hereunder; and
WHEREAS, all other legal prerequisites to the adoption of this Resolution have occurred.

NOW, THEREFORE, THE WEST COVINA CITY COUNCIL, ACTING AS

SUCCESSOR AGENCY TO THE FORMER WEST COVINA REDEVELOPMENT AGENCY, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The foregoing recitals are incorporated into this Resolution by this reference, and constitute a material part of this Resolution.

SECTION 2. The Recognized Obligation Payment Schedule (“ROPS”) attached hereto as Exhibit “A” is approved and the Acting Executive Director is authorized to submit the ROPS to the Oversight Board for approval and transmit the same to the Los Angeles County Auditor-Controller, the California State Controller, and the State of California Department of Finance in accordance with Health and Safety Code section 34177 subject to all reservations of rights and contingencies set forth above.

SECTION 3. The Administrative Budget for the Successor Agency for the annual period of July 1, 2026 through June 30, 2027 attached hereto and as Exhibit “B” is approved and the Acting Executive Director is authorized to transmit the same to the Los Angeles County Auditor-Controller, the California State Controller, and the State of California Department of Finance in accordance with Health and Safety section 34177 subject to all reservations of rights and contingencies set forth above.

SECTION 4. The Acting Executive Director or designee is authorized to take all actions necessary to implement this Resolution, including without limitation, the posting of this Resolution and the Recognized Obligation Payment Schedule on the City’s website and any other reasonable acts in furtherance of approval of the Recognized Obligation Payment Schedule and Administrative Budget.

SECTION 5. The Secretary shall certify to the passage and adoption of this Resolution it shall become effective immediately.

APPROVED AND ADOPTED this 3rd day of February, 2026.

Letty Lopez-Viado
Chair

APPROVED AS TO FORM ATTEST

Thomas P. Duarte Lisa Sherrick, CMC
Counsel Secretary
I, LISA SHERRICK, SECRETARY of the Successor Agency to the former West Covina Redevelopment Agency, do hereby certify that the foregoing Resolution No. 2026- 09 was duly adopted by the West Covina City Council, acting as the Successor Agency to the former West Covina Redevelopment Agency, at a regular meeting thereof held on the 3rd day of February, 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Secretary

EXHIBIT A

RECOGNIZED OBLIGATION PAYMENT SCHEDULE
Recognized Obligation Payment Schedule (ROPS 26-27) - Summary Filed for the July 1, 2026 through June 30, 2027 Period Successor Agency: West Covina
County: Los Angeles
Current Period Requested Funding for Enforceable
Obligations (ROPS Detail)
26-27A Total
(July -
December)
26-27B Total
(January -
June)
ROPS 26-27
Total
A Enforceable Obligations Funded as Follows (B+C+D) $ - $ - $ - B Bond Proceeds - - -
C Reserve Balance - - -
D Other Funds - - -
E Redevelopment Property Tax Trust Fund (RPTTF) (F+G) $ 13,132,882 $ 1,779,691 $ 14,912,573 F RPTTF 13,014,304 1,661,113 14,675,417
G Administrative RPTTF 118,578 118,578 237,156
H Current Period Enforceable Obligations (A+E) $ 13,132,882 $ 1,779,691 $ 14,912,573 Certification of Oversight Board Chairman:

Name Title
Pursuant to Section 34177 (o) of the Health and Safety
code, I hereby certify that the above is a true and
accurate Recognized Obligation Payment Schedule for
the above named successor agency. /s/
Signature Date
West Covina
Recognized Obligation Payment Schedule (ROPS 26-27) - ROPS Detail July 1, 2026 through June 30, 2027

A B C D E F G H I J K L M N O P Q R S T U V W
Item
# Project Name Obligation Type
Agreement
Execution
Date
Agreement
Termination
Date
Payee Description Project
Area
Total
Outstanding
Obligation
Retired ROPS
26-27 Total
ROPS 26-27A (Jul - Dec)
26-27A
Total
ROPS 26-27B (Jan - Jun)
26-27B
Total
Fund Sources Fund Sources
Bond
Proceeds
Reserve
Balance
Other
Funds RPTTF Admin RPTTF
Bond
Proceeds
Reserve
Balance
Other
Funds
RPTTF
Admin
RPTTF
$45,628,329 $14,912,573 $- $- $- $13,014,304 $118,578 $13,132,882 $- $- $- $1,661,113 $118,578 $1,779,691 3 2006 Lease
Revenues
Bonds
Bond
Reimbursement
Agreements
09/19/
2006
06/01/2036 City of
West
Covina
Reimburse City
for BLD Debt
Service
Merg/
Citywide
11,445,000 N $1,438,100 - - - 309,050 - $309,050 - - - 1,129,050 - $1,129,050 10 CSS - CFD Remediation 10/19/
2004
10/19/2054 Coastal
Sage
Scrub
CFD
CFD
Assessment
Merged 100,000 N $100,000 - - - 50,000 - $50,000 - - - 50,000 - $50,000 11 Repay County
Loan
Third-Party
Loans
06/19/
1990
08/20/2021 County of
Los
Angeles
Repay Loan of
Deferred Tax
Increment
Merged - N $- - - - - - $- - - - - - $-
12 SA
Administrative
Budget
Admin Costs 01/01/
2014
06/30/2018 SA staff,
Various
Administration
for both project
areas
Merged 237,156 N $237,156 - - - - 118,578 $118,578 - - - - 118,578 $118,578 13 City
Cooperative
Agreement
City/County
Loan (Prior 06/
28/11), Other
02/15/
2011
06/30/2018 City of
West
Covina
Reimbursement
of advanced
SA expenses
Merged - N $- - - - - - $- - - - - - $-
23 City Note -
Administration
City/County
Loan (Prior 06/
28/11), Other
08/09/
1971
06/30/2025 City of
West
Covina
Repay City for
admin &
construction
Merged 7,281,414 N $728,141 - - - 728,141 - $728,141 - - - - - $- 24 City Note - CIP City/County
Loan (Prior 06/
28/11), Other
02/28/
1972
06/30/2025 City of
West
Covina
Repay City for
capital projects
Merged 7,281,414 N $728,141 - - - 728,141 - $728,141 - - - - - $- 25 City Note
Revolving
City/County
Loan (Prior 06/
28/11), Other
12/16/
1985
06/30/2025 City of
West
Covina
Repay City for
revolving credit
Merged 7,281,414 N $728,141 - - - 728,141 - $728,141 - - - - - $- 26 Sales Tax
Reimbursement
Bond
Reimbursement
Agreements
07/25/
2005
06/30/2025 City of
West
Covina
Reimburse City
for CFD Sales
Tax
Merged 7,050,992 N $7,050,992 - - - 7,050,992 - $7,050,992 - - - - - $- 45 1998 - 2006
Bonds
Fees 04/01/
1998
09/01/2030 US Bank/
BNY
Bond Fiscal
Agent & Liquity
Prov Fees
Merged 8,000 N $8,000 - - - - - $- - - - 8,000 - $8,000 50 Unfunded
Pension
Liabilities
Unfunded
Liabilities
07/01/
1966
06/30/2026 CalPERS Payment for
unfunded
pension
obligations
Merged 1,073,575 N $1,073,575 - - - 1,073,575 - $1,073,575 - - - - - $- 51 Retirement
Benefits
Unfunded
Liabilities
09/19/
2001
06/30/2034 Former
employees
Payment for
retirement
obligations -
OPEB
Merged 1,117,731 N $1,117,731 - - - 1,117,731 - $1,117,731 - - - - - $- 60 Special
Assessments
on RDA-owned
Project
Management
Costs
01/01/
2014
06/30/2018 City of
West
Covina
Citywide
Lighting &
Landscape
Merged 200 N $200 - - - 100 - $100 - - - 100 - $100

A B C D E F G H I J K L M N O P Q R S T U V W
Item
# Project Name Obligation Type
Agreement
Execution
Date
Agreement
Termination
Date
Payee Description Project
Area
Total
Outstanding
Obligation
Retired ROPS
26-27 Total
ROPS 26-27A (Jul - Dec)
26-27A
Total
ROPS 26-27B (Jan - Jun)
26-27B
Total
Fund Sources Fund Sources
Bond
Proceeds
Reserve
Balance
Other
Funds RPTTF Admin RPTTF
Bond
Proceeds
Reserve
Balance
Other
Funds
RPTTF
Admin
RPTTF
parcels Maint District
#2
67 Project
Administrative
Costs
Project
Management
Costs
09/27/
2011
06/30/2018 Various Project specific
related costs
for
environmental
land use
consulting for
BKK Landfill
Merged - N $- - - - - - $- - - - - - $-
73 Loan
Agreement
Unfunded
Liabilities
09/16/
2014
06/30/2018 City of
West
Covina
Reimbursement
of advanced
SA expenses
Merged - N $- - - - - - $- - - - - - $-
74 Cooperative
Agreement
Unfunded
Liabilities
09/16/
2014
06/30/2018 City of
West
Covina
Reimbursement
of advanced
SA expenses
Merged - N $- - - - - - $- - - - - - $-
76 Loan
Agreement
Unfunded
Liabilities
09/16/
2014
06/30/2018 City of
West
Covina
Reimbursement
of advanced
SA expenses
(legal
expenses)
Merged 1,226,433 N $1,226,433 - - - 1,226,433 - $1,226,433 - - - - - $- 77 Housing
Successor
Admin
Housing Entity
Admin Cost
07/01/
2015
06/30/2018 Housing
Successor
Agency
AB 471 -
Housing Admin
Merged - N $- - - - - - $- - - - - - $-
117 Bond
Disclosure
Fees 07/01/
2015
06/30/2018 Various Bond
Disclosure
costs
1,500 N $1,500 - - - - - $- - - - 1,500 - $1,500
119 Interim
Arbitrage
Report
Fees 07/01/
2015
06/30/2018 Various Interim
Arbitrage
Report
2,000 N $2,000 - - - 2,000 - $2,000 - - - - - $-
140 2017 Tax
Allocation
Refunding
Bonds
Refunding
Bonds Issued
After 6/27/12
02/07/
2017
09/01/2030 US Bank Refund items #
1, 2, 4 & 5
1,520,000 N $470,963 - - - - - $- - - - 470,963 - $470,963 141 2017 Tax
Allocation
Refunding
Bonds
Fees 02/07/
2017
09/01/2030 US Bank Trustee Fees 1,500 N $1,500 - - - - - $- - - - 1,500 - $1,500 144 Anticipated/
Existing
Litigation
Litigation 06/30/
2020
06/30/2021 Jones &
Mayer &
Various
Enforcement of
contractual
obligations and
rights under a
2006
agreement.
- N $- - - - - - $- - - - - - $-
West Covina
Recognized Obligation Payment Schedule (ROPS 26-27) - Report of Cash Balances July 1, 2023 through June 30, 2024
(Report Amounts in Whole Dollars)
Pursuant to Health and Safety Code section 34177 (l), Redevelopment Property Tax Trust Fund (RPTTF) may be listed as a source of payment on the ROPS, but only to the extent no other funding source is available or when payment from property tax revenues is required by an enforceable obligation.

A B C D E F G H
ROPS 23-24 Cash Balances
(07/01/23 - 06/30/24)
Fund Sources
Comments
Bond Proceeds Reserve Balance Other Funds RPTTF
Bonds issued
on or before
12/31/10
Bonds issued
on or after
01/01/11
Prior ROPS
RPTTF and
Reserve
Balances retained
for future
period(s)
Rent, grants,
interest, etc.

Non-Admin
and Admin
1 Beginning Available Cash Balance (Actual 07/01/23)
RPTTF amount should exclude "A" period distribution
amount.
1,488,979 493,016 2,278,440
2 Revenue/Income (Actual 06/30/24)
RPTTF amount should tie to the ROPS 23-24 total
distribution from the County Auditor-Controller
61,970 99,638 2,583,344
3 Expenditures for ROPS 23-24 Enforceable Obligations
(Actual 06/30/24)
(20,164) 3,089,202
4 Retention of Available Cash Balance (Actual 06/30/24) RPTTF amount retained should only include the amounts
distributed as reserve for future period(s)
-
5 ROPS 23-24 RPTTF Prior Period Adjustment
RPTTF amount should tie to the Agency's ROPS 23-24 PPA
form submitted to the CAC
No entry required 669,144
6 Ending Actual Available Cash Balance (06/30/24)
C to F = (1 + 2 - 3 - 4), G = (1 + 2 - 3 - 4 - 5)
$- $- $1,571,113 $592,654 $1,103,438
West Covina
Recognized Obligation Payment Schedule (ROPS 26-27) - Notes July 1, 2026 through June 30, 2027
Item # Notes/Comments
3 10
11 12
13 23
24 25
26 45
50 51
60 67
73 74
76 77
117
119
140
141
144

EXHIBIT B

ADMINISTRATIVE BUDGET
Exhibit B
Percent Annual Amount Jul - Dec 2026 Jan - Jun 2027
Salaries & Benefits
City Manager 10% 35,600 17,800 17,800
Assistant Finance Director 5% 12,600 6,300 6,300
Finance Director 10% 28,300 14,150 14,150
Senior Accountant 15% 19,400 9,700 9,700
$ 47,950 95,900 $ 47,950 $
Consulting Services
18,000 36,000 18,000
6,000 12,000 6,000
12,000 24,000 12,000
6,000 12,000 6,000
$ 42,000 84,000 $ 42,000 $
Legal Fees
1,750 3,500 1,750
1,000 2,000 1,000
1,000 2,000 1,000
1,000 2,000 1,000
715 1,429 715
$ 5,465 10,929 $ 5,465 $
Overhead*
City Manager 0.4% 1,100 550 550
Assistant Finance Director 4.6% 9,300 4,650 4,650
Finance Director 9.2% 20,660 10,330 10,330
Senior Accountant 13.9% 13,768 6,884 6,884
$ 22,414 44,827 $ 22,414 $
Audit Fees 1,500 750 750
Total Budget $ 237,156 $ 118,578 $ 118,578
Successor Agency To The West Covina Redevelopment Agency Administrative Budget
July 1, 2026 through June 30, 2027 Period
Recognized Obligation Payment Schedule (ROPS 26-27)
Subtotal Salaries & Benefits
*Overhead includes the cost of using the buildings, utilities, insurance, repair and maintenance, and office supplies as outlined in the City's cost allocation plan.

Subtotal Overhead
Subtotal Consulting Services
Subtotal Legal Fees
Line Item #23-25
Line Item #26
Line Item #50 - 51
Line Item #76
Line Item #23-25
Line Item #26
Line Item #50 - 51
Line Item #76
Property Disposition Compliance
AGENDA ITEM NO. 11

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: February 3, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF AUTHORIZATION TO PURCHASE PARK AMENITIES (PICNIC

TABLES AND DRINKING FOUNTAINS)
RECOMMENDATION:

Staff recommends that the City Council:

1. Authorize the purchase of the following park amenities to support ongoing park improvements and enhance public accessibility and use, provided the total cost for all amenities does not exceed $300,000:

Sixty-five (65) 8-foot PVC Traditional Picnic Tables
Thirty (30) 8-foot PVC Traditional ADA One-End Picnic Tables Four (4) Elkay Outdoor Pedestal Fountains with Pet Station Seven (7) Elkay Outdoor Upper Bottle Filling Stations
Six (6) Elkay Outdoor Pedestal Fountains

2. Authorize the Acting City Manager to execute all necessary purchase documents in accordance with the City's procurement policies.

BACKGROUND:

The Public Works Department has identified the need to replace aging picnic tables and drinking fountains throughout City parks. The new picnic tables and hydration stations will improve user experience, provide ADA accessibility, and enhance the overall aesthetics and functionality of park facilities.

DISCUSSION:

The proposed PVC picnic tables are durable, weather-resistant, and low-maintenance, ideal for high-use public spaces. The Elkay outdoor non-refrigerated, non-filtered fountains and bottle fillers promote sustainability and accessibility, including features for pet hydration. Staff obtained a competitive quote utilizing the Burke Sourcewell Contract No.  010521-BUR ( https://www.sourcewell-mn.gov/cooperative-purchasing/010521-BUR), confirmed warranty, product availability and delivery schedules in compliance with the City’s procurement policy.

Approval of this purchase will allow the City to continue improving park amenities, ensuring safe, functional, and inclusive environments for residents and visitors to enjoy.

LEGAL REVIEW:

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

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendation; or

2. Provide alternative direction.

Prepared by: Renee M. G. Chavez, Management Analyst I
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Funding for this purchase is available in the approved Capital Improvement Fund CIP Project C23007 Account Numbers:
160.503.80.84.00.00.77.77000      $200,000
166.503.80.84.00.00.77.77000      $100,000
Total cost for the amenities (benches and drinking fountains) will not exceed $300,000.

Attachments
Attachment No. 1 - Est 10788 City of West Covina- Amenities Attachment No. 2 - Summary Burke_ Contract 010521-Sourcewell Attachment No. 3 - Burke Contract 010521 with Extension Attachment No. 4 - Burke Contract Price Information
Attachment No. 5 -Find Your California Commercial Playground Equipment Representative Attachment No. 6 Warranty_Benches
Attachment No. 7 - Warranty_Fountain
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability A Creative and Active Community
A Well-Planned Community
Enhance City Image and Effectiveness
ESTIMATE VALID FOR 30 DAYS
Acceptance of estimate: the above prices, specifications and conditions are satisfactory and are hereby accepted. Any alterations or deviations from the above will be accepted only upon written notice and will become an extra charge over and above the estimate period. 50% deposit due with order, unless net 30 terms have been approved.

Innovative Playgrounds Co., Inc.
12407 E. Slauson Ave. Unit D
Whittier, CA 90606
562-693-5200
www.innovplay.com
Estimate

ADDRESS
City of West Covina
1444 West Garvey Ave.

West Covina, CA 91790
Sourcewell ID#: 28903

SHIP TO
City of West Covina
1444 West Garvey Ave.

West Covina, CA 91790
ESTIMATE # DATE
10788 01/13/2026
TRACKING NO. SALES REP
Amenities Alvino

ACTIVITY DESCRIPTION AMOUNT
PLAY EQUIPMENT Supply Burke Site Amenities to include:
(65) 580-1013 8' PVC Traditional Picnic Table, Portable LIST PRICE: $116,415.00
"SOURCEWELL CUSTOMER DISCOUNT" APPLIED ($17,462.25)
(Burke Sourcewell Contract # 010521-BUR)
98,952.75T
PLAY EQUIPMENT Supply Burke Site Amenities to include:
(30) 580-0226 8' PVC Traditional ADA Picnic Table, One End LIST PRICE: $50,370.00
"SOURCEWELL CUSTOMER DISCOUNT" APPLIED ($7,555.50)
(Burke Sourcewell Contract # 010521-BUR)
42,814.50T
PLAY EQUIPMENT Supply (4) Elkay Outdoor Pedestal Fountain with Pet Station Non-Filtered Non-Refrigerated Evergreen LK4400DBEVG. (Open Market)
28,103.59T
PLAY EQUIPMENT Supply (7) Elkay Outdoor ezH2O® Upper Bottle Filling Station Bi-Level Pedestal Non-Filtered NonRefrigerated Evergreen LK4420BF1UEVG. (Open Market)70,875.00T PLAY EQUIPMENT Supply (6) Elkay Outdoor Pedestal Fountain Non-Filtered Non-Refrigerated Evergreen LK4400EVG. (Open Market)
27,942.00T
FREIGHT Burke Shipping charge to WEST COVINA, CA. Freight price valid for 30 days only, due to fluctuating fuel pricing. Please requote after 02/11/26.
5,085.00
INCLUDES-1 Pricing includes supply only. 0.00T
EXCLUDES-1 Pricing excludes receiving, unloading and storage of parts, impact attenuation surfacing, installation and any site work/preparation/additional amenities.

0.00T
PAYMENT TERMS:

NET 30 ON PO'S FROM CITIES, SCHOOL DISTRICTS, STATE, OR FEDERAL ENTITIES.

SUBTOTAL 273,772.84
TAX (9.75%) 26,197.06
TOTAL $299,969.90
Accepted By Accepted Date
ATTACHMENT NO. 1
BCI Burke
Playground equipment
#010521-BUR
Maturity Date: 2/17/2026
Website: bciburke.com/sourcewell
Products & Services
Sourcewell contract 010521-BUR gives access to the following types of goods and services:

Playgrounds
Shade canopies
Dog park equipment
Outdoor fitness
Outdoor music
Site amenities
Swings
Slides
Climbers
Playground design
Obstacle course
Outdoor classroom
Locate your local dealer or representative
(nongovernment site)
Additional information can be found on the vendor-provided, nongovernment website at:
bciburke.com/sourcewell
Products & Services Buy Sourcewell Documents Contact Information 11/4/25, 10:28 AM BCI Burke: Contract 010521-BUR | Sourcewell https://www.sourcewell-mn.gov/cooperative-purchasing/010521-BUR 1/1 ATTACHMENT NO. 2
Rev. 7/2022 1

CONTRACT EXTENSION
Contract Number:

Sourcewell and
202 12th Street Northeast
P.O. Box 219
Staples, MN 56479
(Sourcewell) (Vendor)
have entered into Contract Number: 110719-
for the procurement of:

The Contract has an expiration date of Decemb r, but the parties may extend the Contract by mutual consent.

Sourcewell and Vendor acknowledge that extending the Contract benefits the Vendor, Sourcewell and Sourcewell’s Members. Vendor and Sourcewell agree to extend the Contract listed above for an additional period, with a new Contract expiration date of Dece mber , . All other terms and conditions of the Contract remain in full force and effect.

Sourcewell
________________________________
Authorized Signature
________________________________
Name
________________________________
Title
________________________________
Date
________________________________
Authorized Signature
________________________________
Name
________________________________
Title
________________________________
Date
DocuSign Envelope ID: BA5ACFC9-4B94-4187-AF3B-DCBA82157237 BCI Burke
010521-BUR
54937-1865
010521-BUR
Playground and Water Play Equipment with Related Accessories and Services Director of Operations and Procurement/CPO
2025-02-17
North Fond du Lac, Wisconsin
727 Northwest Way
11/27/2023 | 3:06 PM CST
Jeremy Schwartz
2026-02-17
11/27/2023 | 1:33 PM PST
Marianne Larson
Contract Administration & Events Manager
010521-BUR
Rev. 10/2020 1
Solicitation Number: RFP #010521

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and BCI Burke Company, LLC, 727 Northwest Way, Fond du Lac, WI 54937 (Vendor).

Sourcewell is a State of Minnesota local government agency 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 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 Playground and Water Play Equipment with Related Accessories and Services from which Vendor was awarded a contract.

Vendor 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 February 17, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract.

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

Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.







 
 
 



ATTACHMENT NO. .3
010521-BUR
Rev. 10/2020 2
All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’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. Vendor 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, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Vendor’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 is effective past the expiration of the Vendor’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’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, Vendor must permit the Equipment and Products to be 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 






 
 
 



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Rev. 10/2020 3
time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

Vendor 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 Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor 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, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Vendor 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
Vendor 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 Contract Administrator. This form is available from the assigned Sourcewell Contract 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; 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 






 
 
 



010521-BUR
Rev. 10/2020 4
restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and 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. Vendor 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.

Vendor 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. Vendor’s employees may be required to perform work at governmentowned facilities, including schools. Vendor’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 Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract. 






 
 
 



010521-BUR
Rev. 10/2020 5
Vendor’s acceptable forms of payment are included in Attachment A. 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 Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. 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 (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor 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 Vendor 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 goods to be purchased;

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

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

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. Vendor 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:

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. 






 
 
 



010521-BUR
Rev. 10/2020 6
B. BUSINESS REVIEWS. Vendor 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, 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, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer 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 Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor 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. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Vendor 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 by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’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. 






 
 
 



010521-BUR
Rev. 10/2020 7
Vendor 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 Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor 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.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor 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 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 the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

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

D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. 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, 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 






 
 
 



010521-BUR
Rev. 10/2020 8
respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees, arising out of the performance of this Contract by the Vendor 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.

12. GOVERNMENT DATA PRACTICES
Vendor 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 Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

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

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







 
 
 



010521-BUR
Rev. 10/2020 9
a. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. 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, Vendor 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 Vendor 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 vendors which may be used until the next printing). Vendor 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 Vendor 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. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

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

14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.







 
 
 



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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 to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration 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 Vendor 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 Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have 30 calendar days to cure an outstanding issue.

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

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.

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming 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:







 
 
 



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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, Vendor 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. Vendor 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, Vendor 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 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







 
 
 



010521-BUR
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4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional Liability. During the term of this Contract, Vendor will maintain coverage for all claims the Vendor may become legally obligated to pay resulting from any actual or alleged negligent act, error, or omission related to Vendor’s professional services required under this Contract.

Minimum Limits:
$2,000,000 per claim or event
$2,000,000 – annual aggregate
Failure of Vendor 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, Vendor 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 Contract 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 Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

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






 
 
 



010521-BUR
Rev. 10/2020 13
maintained by the Vendor or its subcontractors. Where permitted by law, Vendor 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. Vendor 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 Vendor conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor 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 Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

Vendor 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. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

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 also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. 






 
 
 



010521-BUR
Rev. 10/2020 14
The following list only applies when a Participating Entity accesses Vendor’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. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

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 






 
 
 



010521-BUR
Rev. 10/2020 15
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. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor 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. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor 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). Vendor 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 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. Vendor 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). Vendors must file any required certifications. Vendors 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 






 
 
 



010521-BUR
Rev. 10/2020 16
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. Vendors 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. Vendors 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, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor 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, Vendor 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, Vendor 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). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’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 Vendor’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 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.







 
 
 



010521-BUR
Rev. 10/2020 17

22. CANCELLATION
Sourcewell or Vendor 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 Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell BCI Burke Company, LLC
By: __________________________ By: __________________________ Jeremy Schwartz Doug Pietrowski
Title: Director of Operations &
Procurement/CPO
Title: Chief Financial Officer
Date: ________________________ Date: ________________________ Approved:

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







 
 
 








 











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$GGHQGXPB3OD\JURXQGB:DWHUB3OD\B(TXLSPHQWB5)3B
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$0 
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$0 
$GGHQGXPB3OD\JURXQGB:DWHUB3OD\B(TXLSPHQWB5)3B
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$0 
Bid Number: RFP 010521 Vendor Name: BCI Burke Company, LLC