Agenda packet, regular meeting — West Covina City Council, June 2, 2026 (part 1 of 2)

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
JUNE 2, 2026, 7:00 PM
REGULAR MEETING
CITY HALL COUNCIL CHAMBERS
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Letty Lopez-Viado
Mayor Pro Tem Ollie Cantos
Councilwoman Rosario Diaz
Councilmember Brian Gutierrez
Councilman Tony Wu
Please turn off all cell phones and other electronic devices prior to entering the Council Chambers

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

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

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

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

PUBLIC COMMENTS

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

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

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

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

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

AGENDA
CITY OF WEST COVINA
CITY COUNCIL/SUCCESSOR AGENCY

TUESDAY JUNE 2, 2026, 7:00 PM
REGULAR MEETING

INVOCATION
Led by Pastor Al Richardson from New Beginning Christian Fellowship of West Covina

PLEDGE OF ALLEGIANCE
Led by Mayor Pro Tem Cantos

ROLL CALL

REPORTING OUT FROM CLOSED SESSION

PRESENTATIONS
Certificate Recognizing Miss Nikki's Event Productions for its Night Market at Hurast Ranch Taste of West Covina Presentation Recognizing SisigLA
Taste of West Covina Presentation Recognizing La Vaquita Cafe Presentation by Valley Light Center

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

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

CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and can be acted on by one roll call vote.

There will be no separate discussion of these items unless members of the City Council/Community Development Commission request specific items to be removed from the Consent Calendar for separate discussion or action.

APPROVAL OF MEETING MINUTES
1) CONSIDERATION OF APPROVAL OF THE MAY 5, 2026, CITY COUNCIL/SUCCESSOR AGENCY REGULAR AND CLOSED SESSION MEETING MINUTES, AND THE MAY 19, 2026, CITY COUNCIL/SUCCESSOR AGENCY/WEST COVINA COMMUNITY SERVICES FOUNDATION REGULAR SESSION MEETING MINUTES. THE MAY 19, 2026, CLOSED SESSION MEETING WAS CANCELED.

That the City Council approve the following minutes:

The May 5, 2026, City Council/Successor Agency/West Covina Regular and Closed Session Meeting Minutes, and;
The May 19, 2026, City Council/Successor Agency/West Covina Community Services Foundation Regular Session Meeting Minutes. The May 5, 2026 Closed Session Meeting was canceled.

CITY ATTORNEY'S OFFICE
2) CONSIDERATION OF CITY MANAGER EMPLOYMENT AGREEMENT WITH MILAN

MRAKICH
Pursuant to the direction provided at the May 5, 2026 City Council meeting, it is recommended that the City Council:

1. Appoint Milan Mrakich as the City Manager.

2. Approve the City Manager Employment Agreement with Milan Mrakich.

CITY CLERK'S OFFICE
3) CONSIDERATION OF RESOLUTIONS RELATING TO THE NOVEMBER 5, 2026 ELECTION It is recommended that the City Council adopt the following Resolutions relating to the November 3, 2026 General Municipal Election:

RESOLUTION NO. 2026-47 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, CALLING FOR THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 3, 2026 FOR THE

ELECTION OF CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS OF THE

LAWS OF THE STATE OF CALIFORNIA RELATING TO GENERAL LAW CITIES RESOLUTION NO. 2026-48 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, REQUESTING THE BOARD OF SUPERVISORS

OF THE COUNTY OF LOS ANGELES TO CONSOLIDATE A GENERAL MUNICIPAL ELECTION TO BE HELD ON NOVEMBER 3, 2026 WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON THAT DATE PURSUANT TO SECTION 10403 OF THE

CALIFORNIA ELECTIONS CODE
RESOLUTION NO. 2026-49 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, ADOPTING REGULATIONS FOR CANDIDATES FOR ELECTIVE OFFICE PERTAINING TO CANDIDATES’ STATEMENTS

SUBMITTED TO THE VOTERS FOR AN ELECTION TO BE HELD ON TUESDAY, NOVEMBER 3, 2026

COMMUNITY DEVELOPMENT
4) CONSIDERATION OF RESOLUTION APPROVING AND ADOPTING LIST OF FISCAL YEAR 2026-2027 PROJECTS FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2026-36- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING AND ADOPTING A LIST OF FISCAL YEAR 2026-2027 PROJECTS FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017

FIRE DEPARTMENT
5) CONSIDERATION OF AN AGREEMENT WITH ON DUTY HEALTH FOR FIRE

DEPARTMENT WELLNESS PROGRAM
It is recommended that the City Council take the following action:

Authorize the City Manager to negotiate and execute a Professional Services Agreement with On Duty Health, LLC to provide employee health services at a cost of $1,518 per employee, for a total annual expenditure not to exceed $106,260, in such form as approved by the City Attorney

PUBLIC WORKS
6) CONSIDERATION OF NEED TO CONTINUE EMERGENCY REPAIRS AT FIRE STATION 3 It is recommended that the City Council review the emergency action for the emergency conditions at Fire Station 3 and adopt the following resolution:

RESOLUTION NO. 2026-50 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, DETERMINING, BY A FOUR-FIFTHS VOTE OF THE CITY

COUNCIL, THAT THERE IS A NEED TO CONTINUE THE EMERGENCY ACTION AT FIRE STATION 3
7) CONSIDERATION OF AGREEMENT FOR JANITORIAL SERVICES FOR CITY BUILDINGS

AND FACILITIES
It is recommended that the City Council:

Award the contract for Request for Proposals (RFP) No. 2026-14 for janitorial services for City facilities to UMS, Inc. dba United Maintenance Systems.

1. Authorize the City Manager to negotiate and execute a Maintenance Services Agreement with UMS, Inc. dba United Maintenance Systems, in such final form as approved by the City Attorney, with an annual maximum compensation amount of $316,200 and an overall maximum compensation amount of $1,976,250 (which includes 25% for additional work as approved by the City Manager). The agreement includes an initial term of three years, from July 1, 2026 through June 30, 2029, with the option to extend the term for two (2) one (1) year periods; and

2. Authorize the City Manager to negotiate and execute any amendments or extensions to the agreement.

3. END OF CONSENT CALENDAR

HEARINGS

PUBLIC HEARINGS
8) CONSIDERATION OF PROGRAM YEAR (PY) 2026 COMMUNITY DEVELOPMENT BLOCK

GRANT (CDBG) ACTION PLAN
It is recommended that the City Council take the following actions:

1. Approve the proposed Program Year (PY) 2026 CDBG Action Plan; and Designate the City Manager as the official representative of the City to administer the programs, to execute and submit all required agreements, certifications, and documents required by the U.S. Department of Housing and Urban Development (HUD), and to execute all subrecipient agreements for the use of funds approved in the PY 2026 Annual Action Plan; and

2. Authorize the City Manager to negotiate and execute all necessary documents and agreements, in such final form as approved by the City Attorney, to carry out the City Council's direction.

3. 9) CONSIDERATION OF INTRODUCTION OF ORDINANCE NO. 2540 APPROVING CODE AMENDMENT NO. 26-01, AMENDING CHAPTER 26 OF THE WEST COVINA

MUNICIPAL CODE TO ESTABLISH REASONABLE DEVELOPMENT STANDARDS

FOR SUPPORTIVE AND TRANSITIONAL HOUSING, UPDATE THE LAND USE

TABLE REGARDING HOTEL AND MOTEL CONVERSIONS, AND ESTABLISH

CRITERIA FOR THE AUTOMATIC WITHDRAWAL OF INACTIVE OR INCOMPLETE

PLANNING APPLICATIONS
It is recommended that the City Council conduct a public hearing and introduce the following ordinance:

ORDINANCE NO. 2540 — AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING CODE AMENDMENT NO. 26-01, AMENDING CHAPTER 26 (ZONING) OF THE WEST COVINA MUNICIPAL CODE TO ESTABLISH

REASONABLE DEVELOPMENT STANDARDS FOR SUPPORTIVE AND TRANSITIONAL

HOUSING, UPDATE THE LAND USE TABLE REGARDING HOTEL AND MOTEL

CONVERSIONS, AND ESTABLISH CRITERIA FOR THE AUTOMATIC WITHDRAWAL OF

INACTIVE OR INCOMPLETE PLANNING APPLICATIONS
10) CONSIDERATION OF ADOPTION OF ORDINANCE NO. 2539 - AN ORDINANCE OF THE

CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING BY REFERENCE PORTIONS OF TITLE 10 (ANIMALS) OF THE LOS ANGELES COUNTY

CODE OF ORDINANCES RELATING TO SPAY AND NEUTER AND MICROCHIPPING REQUIREMENTS AND AMENDING CHAPTER 6 (ANIMALS AND FOWL) OF THE WEST

COVINA MUNICIPAL CODE
It is recommended that the City Council take the following actions:

1. Conduct a public hearing regarding Ordinance No. 2539.

2. Adopt the following ordinance:

ORDINANCE NO. 2539 - AN ORDINANCE OF THE CITY COUNCIL OF THE

CITY OF WEST
COVINA, CALIFORNIA, ADOPTING BY REFERENCE PORTIONS OF TITLE 10 (ANIMALS) OF THE LOS ANGELES COUNTY CODE OF ORDINANCES

RELATING TO SPAY AND NEUTER AND MICROCHIPPING REQUIREMENTS

RELATING TO SPAY AND NEUTER AND MICROCHIPPING REQUIREMENTS AND AMENDING CHAPTER 6 (ANIMALS AND FOWL) OF THE WEST COVINA

MUNICIPAL CODE

DEPARTMENTAL REGULAR MATTERS

CITY MANAGER'S OFFICE
11) CONSIDERATION OF ADOPTION OF CITY OF WEST COVINA POLICY REGARDING

DISRUPTION OF TELEPHONIC OR INTERNET SERVICE DURING MEETINGS Staff recommends that the City Council adopt the following resolution:

RESOLUTION NO. 2026-52 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, APPROVING AND ADOPTING A POLICY

REGARDING DISRUPTION OF TELEPHONIC OR INTERNET SERVICE DURING CITY

COUNCIL MEETINGS

COMMUNITY DEVELOPMENT
12) WEST COVINA GREEN STREET FEASIBILITY STUDY
It is recommended that the City Council receive and file the West Covina Green Street Feasibility Study update and provide feedback.

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

CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION (Per City of West Covina Standing Rules 4.f - Requests for reports, studies, or investigations that are not readily available must be placed on the City Council/Successor Agency agenda as items of business and must be approved by a majority of the City Council/Successor Agency Board.) 13) STATUS OF THE CITY OF WEST COVINA YOUTH BASKETBALL PROGRAM AT THE

CAMERON PARK COMMUNITY CENTER
It is recommended that the City Council receive and file this report.

CITY COUNCIL COMMENTS

ADJOURNMENT
Next Tentative City Council Meeting
Regular Meeting June 16, 2026 7:00 PM
RULES OF DECORUM
The following are excerpts from the West Covina Municipal Code:

Section 2-47. - Addressing the council.

Pursuant to the California Government Code, any person wishing to address the city council on any matter on the agenda or on any other matter within their jurisdiction, excluding any matter set for a public hearing, may do so upon first securing the recognition of the presiding officer during the time designated as “Oral Communications” on the agenda. The city council may not act on any item unless it is listed on the agenda.

Section 2-48. - Manner of addressing city council; time limit; persons addressing may be sworn. (a) Each person wishing to address the city council shall submit a speaker card to the city clerk prior to the commencement of the time designated for oral communications. No speaker cards will be accepted after the commencement of oral communications, except at the discretion of the presiding officer. (b) When called forward by the presiding officer or the city clerk, each person addressing the city council shall step up to the podium and give his or her name and city of residence in an audible tone of voice for the record.
(c) Each person addressing the city council during oral communications shall limit his or her comments to three (3) minutes, unless the time limit is modified by the presiding officer or the city council. In order to provide all speakers the opportunity to participate in oral communications, the presiding officer or the city council may reduce the time limit to allow reasonable time for all speakers to address the city council. (d) All remarks shall be addressed to the city council as a body and not to any member thereof. No person, other than the city council and the person having the floor, shall be permitted to enter into any discussion, either directly or through a member of the city council, without the permission of the presiding officer. No question shall be asked of a council member except through the presiding officer. (e) The presiding officer may require any person to be sworn as a witness before addressing the city council on any subject. Any such person who, having taken an oath that he or she will testify truthfully, willfully and contrary to such oath states as true any material matter which he knows to be false may be held to answer criminally and subject to the penalty prescribed for perjury by the provisions of the California Penal Code.

Section 2-50. - Decorum—Required.
(a) While the city council is in session, council members shall preserve order and decorum, and a council member shall neither, by conversation or otherwise, delay or disrupt the proceedings or the peace of the council nor interrupt any council member while speaking or refuse to obey the orders of the council or its presiding officer, except as otherwise herein provided. (b) Members of the public shall not willfully disrupt the meeting or act in a manner that actually disrupts, disturbs, impedes, impairs, or renders infeasible the orderly conduct of the meeting. For the purposes of this Code, “willfully disrupt” includes, but is not limited to, continuing to do any of the following after being warned by the presiding officer that the behavior is disrupting the meeting and failure to cease the behavior may result in removal from the meeting:
(1) Addressing the mayor or city council without first being recognized. (2) Persisting in addressing a subject or subjects, other than that before the mayor and city council. (3) Repetitiously addressing the same subject.
(4) Failing to relinquish the podium when directed to do so. (5) From the audience, interrupting or attempting to interrupt, a speaker, the presiding officer, a council member, or a staff member, or shouting or attempting to shout over a speaker, the presiding officer, a council member or a staff member.
(6) From the audience, engaging in disorderly, disruptive, or boisterous conduct, including, but not limited to, handclapping, stomping of feet, whistling, making noise, use of abusive, threatening or profane language or obscene gestures, yelling, obstructing the view of other audience members, or profane language or obscene gestures, yelling, obstructing the view of other audience members, or similar conduct which disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting.
(7) As a speaker, making slanderous or profane remarks or using loud, threatening, or abusive language which disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting; interrupting or attempting to interrupt the presiding officer, a council member, or a staff member; shouting over or attempting to shout over the presiding officer, a council member, or a staff member; or engaging in any other disorderly conduct which disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting. Nothing in this section or any rules of the city council shall be construed to prohibit public criticism of the policies, procedures, programs, or services of the city or of the acts or omissions of the city council.
(8) Engaging in behavior that constitutes use of force or a true threat of force. (c) It shall be unlawful to violate the provisions of this section. A person violating this section may be removed and barred from further participation at the meeting at which the violation occurs. (d) If any subsection, sentence, clause, or phrase or word of this section 2-50 is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this section. The city council hereby declares that it would have passed this section and each subsection, sentence, clause and phrase thereof, irrespective of the fact that any one or more subsections, sentences, clauses, phrases or words had been declared invalid or unconstitutional.

Section 2-51. - Enforcement of decorum.

The chief of police or any member or members of the police department or other members of the city staff may be designated by the council to be sergeant-at-arms when, in the opinion of the presiding officer, the services of a sergeant-at-arms is necessary, and the sergeant-at-arms shall carry out all orders and instructions given by the presiding officer for the purpose of maintaining order and decorum in accordance with section 2-50 at the council meeting, including, but not limited to, removing and barring from further participation at the meeting any person who is willfully disrupting the orderly conduct of the meeting.

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

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

The following are excerpts from the Penal Code:

Section 148. Resisting public or peace officers or emergency medical technicians in discharge of their duties; Removal of weapon from person or presence of public or peace officer. (a) (1) Every person who willfully resists, delays, or obstructs any public officer, peace officer, or an emergency medical technician, as defined in Division 2.5 (commencing with Section 1797) of the Health and Safety Code, in the discharge or attempt to discharge any duty of his or her office or employment, when no other punishment is prescribed, shall be punished by a fine not exceeding one thousand dollars ($1,000), or by imprisonment in a county jail not to exceed one year, or by both that fine and imprisonment.

Section 403. Disturbance of assembly or meeting other than religious or political.

Every person who, without authority of law, willfully disturbs or breaks up any assembly or meeting that is not unlawful in its character, other than an assembly or meeting referred to in Section 302 of the Penal Code or Section 18340 of the Elections Code, is guilty of a misdemeanor.

AGENDA ITEM NO. 1

COUNCIL/SUCCESSOR AGENCY REGULAR AND CLOSED SESSION MEETING MINUTES, AND THE MAY 19, 2026, CITY COUNCIL/SUCCESSOR AGENCY/WEST

COVINA COMMUNITY SERVICES FOUNDATION REGULAR SESSION MEETING MINUTES. THE MAY 19, 2026, CLOSED SESSION MEETING WAS CANCELED.

RECOMMENDATION:

That the City Council approve the following minutes:

BACKGROUND:

On May 19, 2026, a request was made to review the minutes of the May 5, 2026, City Council meeting to confirm the motion concerning the potential tax measure.

DISCUSSION:

During the City Council Requests for Reports, Studies, or Investigation portion of the City Council Meeting, Mayor Lopez-Viado asked if there was interest by Mayor Pro Tem Cantos and Councilmember Gutierrez to make a motion regarding the possibility of a tax measure. After much discussion, the following motion was made by Mayor Pro Tem Cantos and seconded by Councilmember Gutierrez: "To convene all stakeholders for the purpose of determining a framework for doing a public safety tax in support of Police and Fire." The request was approved on a 3-2 vote, with Councilman Wu and Councilwoman Diaz voting no.

City Council Meetings can be viewed online via https://www.youtube.com/@WestCovinaCity or on the City's webpage under the Current Meetings & Agendas webpage.

Prepared by: Lisa Sherrick, Assistant City Clerk
Attachments
Attachment No. 1 - 5/19/2026 Regular Session Minutes Draft Attachment No. 2 - 5/5/2026 Closed Session Minutes Draft Attachment No. 3 - 5/5/2026 Regular Session Minutes Draft CITY COUNCIL GOALS & OBJECTIVES: Enhance City Image and Effectiveness ATTACHMENT NO. 1

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY/

WEST COVINA COMMUNITY SERVICES FOUNDATION
MAY 19, 2026, 7:00 PM

REGULAR MEETING

CITY HALL COUNCIL CHAMBERS
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Letty Lopez-Viado
Mayor Pro Tem Ollie Cantos
Councilwoman Rosario Diaz
Councilmember Brian Gutierrez
Councilman Tony Wu

MINUTES

INVOCATION
Led by Chaplain MoseZetta Howard from Murph-Chapel St. Paul AME Church

PLEDGE OF ALLEGIANCE
Led by Councilman Wu

ROLL CALL
Council Members

Present: Council Members, Brian Gutierrez, Tony Wu, Mayor Pro Tem Ollie Cantos, Mayor Letty Lopez-Viado
ATTACHMENT NO. 1

REPORTING OUT FROM CLOSED SESSION
Closed Session was canceled

PRESENTATIONS
 Certificate Recognizing the Police Unity Tour
 Retirement Presentation Honoring Officer Jeff Mosley
 Proclamation Recognizing Nation Public Works Week
 Proclamation Recognizing Mental Health Awareness Month and Certificate Celebrating 55 Years Strong for L.A. CADA
 Proclamation Recognizing Asian American and Pacific Islander Month  Taste of West Covina Presentation Recognizing Islands Restaurant  Taste of West Covina Presentation Recognizing Preferred Services  Insurance Legislative Update

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

ORAL COMMUNICATIONS - Three (3) minutes per speaker
John Shewmaker
Josh Murray
Danny Roman
Mario Moet
Lamar Salas
Freeda Jaeger
Larry Petterson
Mario Sobalvarro
Jerri Potras
Elsie Messman
Steve Geoffrion
Doug Fore
Andrew Delgado
Carlos Rosales
Carlos
Charles Guerrero
Steve Bennett
Jeff A
Gary Edwards

CONSENT CALENDAR
ACTION: Motion by Mayor Pro Tem Cantos and Second by Councilman Wu, 4-0 to: Approve Consent Calendar Items 2, 3, and 6. (Item No.1, 4, and 5 was pulled by Councilmember Gutierrez)
ACTION: Motion by Councilman Wu and Second by Mayor Lopez-Viado, 2-2 (No:

Cantos, Gutierrez) to: Approve Consent Calendar Item No. 3. (Item No.3 was pulled by Councilmember Gutierrez)
ATTACHMENT NO. 1
ACTION: Motion by Mayor Lopez-Viado Wu and Second by Councilman Wu, 3-1 to: Approve Consent Calendar Item No. 5. (Item No.5 was pulled by Councilmember Gutierrez)

APPROVAL OF MEETING MINUTES
1) CONSIDERATION OF APPROVAL OF THE MAY 5, 2026, CITY

COUNCIL/SUCCESSOR AGENCY REGULAR SESSION MEETING MINUTES AND THE MAY 5, 2026, CITY COUNCIL/SUCCESSOR AGENCY CLOSED SESSION MEETING MINUTES.

Staff agreed to bring this item back at a future meeting

FINANCE DEPARTMENT
2) CONSIDERATION OF A MEMORANDUM OF UNDERSTANDING (MOU)

BETWEEN THE CITY AND THE WEST COVINA MAINTENANCE & CRAFTS

EMPLOYEES' ASSOCIATION (WCMCA)
Carried 4-0 to: adopt the following resolution:

RESOLUTION NO. 2026-28 — A RESOLUTION OF THE CITY COUNCIL OF

THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY AND THE

WEST COVINA MAINTENANCE & CRAFTS ASSOCIATION (WCMCA) FOR THE PERIOD OF JULY 1, 2024, THROUGH JUNE 30, 2028.
3) AUDIT COMMITTEE UPDATE
Carried 4-0 to: receive and file the informational report 4) PROPOSED FISCAL YEAR 2026-27 WEST COVINA COMMUNITY SERVICES

FOUNDATION BUDGET
Carried 2-2 (No: Cantos, Gutierrez) to:

1. Receive and file the Proposed Annual Budget; and

2. Schedule the Annual Budget (incorporated in the Operating and Capital Improvement Program Budget) for consideration at the June 16, 2026 City Council meeting.
5) CONSIDERATION OF BUDGET TRANSFER FOR COMMUNITY SERVICES

DEPARTMENT
ATTACHMENT NO. 1
Carried 3-1 (No: Gutierrez) to: approve the Budget Transfer of $182,751 for Other Special Events

PUBLIC WORKS
6) CONSIDERATION OF NEED TO CONTINUE EMERGENCY REPAIRS AT FIRE STATION 3
Carried 4-0 to: review the emergency action for the emergency conditions at Fire Station 3 and adopt the following resolution:

RESOLUTION NO. 2026-38 A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF WEST COVINA, CALIFORNIA, DETERMINING, BY A FOUR-FIFTHS VOTE OF

THE CITY COUNCIL, THAT THERE IS A NEED TO CONTINUE THE EMERGENCY ACTION AT FIRE STATION 3

END OF CONSENT CALENDAR

MAYOR/COUNCILMEMBERS REPORTS
None

CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION  Motion by Mayor Lopez-Viado to bring back a report on the basketball league.

Second by Councilman Wu. No objection.
 Motion by Councilman Wu to review the policy and guidelines on what can be reimbursed for council member purchases. Second by Mayor Lopez-Viado. No objection.

CITY COUNCIL COMMENTS
 Mayor Lopez-Viado reminded the public about the Memorial Day and Boba Fest events.
-THIS SECTION IS INTENTIONALLY LEFT BLANKADJOURNMENT
ATTACHMENT NO. 1
A motion to adjourn the Regular Meeting was made, and the meeting was adjourned at 10:58 p.m. The next regularly scheduled Regular Closed City Council Meeting will be held on Tuesday, June 2, 2026, at 7:00 p.m. in the Council Chamber, 1444 West Garvey Avenue South, West Covina, California.

Submitted By:
____________________________
Lisa Sherrick, CMC
Assistant City Clerk
__________________________
Letty Lopez Viado
Mayor
ATTACHMENT NO. 2

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
MAY 5, 2026, 6:00 PM

REGULAR MEETING - CLOSED SESSION
MANAGEMENT RESOURCE CENTER 3RD FLOOR
1444 W. GARVEY AVENUE SOUTH
WEST COVINA, CALIFORNIA 91790
Mayor Letty Lopez-Viado
Mayor Pro Tem Ollie Cantos
Councilwoman Rosario Diaz
Councilmember Brian Gutierrez
Councilman Tony Wu

MINUTES

CALL TO ORDER
A Regular Session Meeting was called to order by Mayor Lopez-Viado on Tuesday, May 5, 2026, at 6:00 p.m., in the Management Resource Center, 1444 West Garvey Avenue South, West Covina, California.

ROLL CALL
Council Members

Present: Council Members, Rosario Diaz, Tony Wu, Brian Gutierrez, Mayor Pro Tem Ollie Cantos, Mayor Letty Lopez-Viado
City Staff: Milan Mrakich, Acting City Manager, Nilesh Mehta, Assistant City Manager.

Thomas Duarte, City Attorney, Jamar M. Boyd-Weatherby, Jones Mayer, Michael Sargent, Graves & King
ATTACHMENT NO. 2

PUBLIC COMMENTS ON ITEMS ON THE AGENDA
None

CLOSED SESSION

1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION -Pursuant to Government Code Â§ 54957(b)(1)
Title: Acting City Manager

3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code Â§ 54957.6
City Negotiators: Mrakich, Duarte
Employee Organizations
 Confidential Employees
 Maintenance & Crafts Employees
 Non-Sworn
 W.C. Police Officers Association
 W.C. Firefighters Management Assoc.
 W.C. Firefighters Association, I.A.F.F., Local 3226
 General Employees
 Mid-Management Employees
 W.C. Police Management Association
Unrepresented Employee Group
 Department Heads

2. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION - Pursuant to Government Code Â§ 54956.9(d)(1)

1.Harris, Jessica Dawn v. City of West Covina (LA Superior Court; Case No.26PSCV00803)

2.Kennedy, Carter (a minor) v. West Covina Unified School District (LA Superior Court Case; No. 26PSCV00800)

3. Rodriguez, David v. City of West Covina (LA Superior Court Case; No. 23PSCV03801)

4. Rosales, Giesela v. City of West Covina (LA Superior Court Case; No. 24PSCV03968)

5. Viz, Satvik v. City of West Covina (LA Superior Court Case; No. 24PSCV03006)

6. Welsh, Albert v. City of Covina (LA Superior Court Case; No. 22STCV13917) ATTACHMENT NO. 2

REPORTING OUT FROM CLOSED SESSION
With regard to item number one, public performance evaluation on a motion by Councilwoman Diaz and a second by Mayor Lopez-Viado on a vote of 5-0, the City Council directed the City Attorney to negotiate and draft an agreement between the City and Milan Mrakich naming him as City Manager and this agreement will be brought back on June 2, 2026 for Council action.

With regard to item number two, under existing litigation, number two, Kennedy v City of West Covina This case is a non-jurisdictional matter, the incident did not occur on the City property and this case has been dismissed.

ADJOURNMENT
A motion to adjourn the Regular Closed Meeting was made by Mayor Letty LopezViado, and the meeting was adjourned at 6:43 p.m. The next regularly scheduled Regular Closed City Council Meeting will be held on Tuesday, May 19, 2026, at 6:00 p.m. in the Management Resource Center 3rd Floor, 1444 West Garvey Avenue South, West Covina, California.

Submitted By:
____________________________
Lisa Sherrick
Assistant City Clerk
__________________________
Letty Lopez-Viado
Mayor
ATTACHMENT NO. 3

CITY OF WEST COVINA

CITY COUNCIL/SUCCESSOR AGENCY
MAY 5, 2026, 7:00 PM

REGULAR MEETING

MINUTES

INVOCATION
Led by Pastor Mason Okubo from Immanuel First Lutheran Church

PLEDGE OF ALLEGIANCE
Led by Councilwoman Diaz

ROLL CALL
Council Members

Present: Council Members, Rosario Diaz, Brian Gutierrez, Tony Wu, Mayor Pro Tem Ollie Cantos, Mayor Letty Lopez-Viado
ATTACHMENT NO. 3

PRESENTATIONS
 Proclamation Recognizing National Corrections Officers and Employees Week  Proclamation Recognizing National Police Week
 Certificate Recognizing Baker2Vegas 1st Place
 Proclamation Recognizing the 57th Annual Professional Municipal Clerks Week  Proclamation Recognizing National Small Business Week  Taste of West Covina Presentation Recognizing El Pescador West Covina  Taste of West Covina Presentation Recognizing Mr. Menudo West Covina  Presentation by Vaccine Vet Clinic

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

ORAL COMMUNICATIONS - Three (3) minutes per speaker
John Shewmaker
Jerri Potras
Gloria G
Gregory McQueen
Josh Murry
Steve Bennett
Justin Harvey
Jesus Gomez
Patricia Mendoza
Samuel Martinez
J.D.

Ray Vincentt Vargas Jr

CONSENT CALENDAR
ACTION: Motion by Councilman Wu and Second by Councilwoman Diaz, 5-0 to:

Approve Consent Calendar Item No. 1, 2, and 4. (Item No.1 was not pulled however Councilmember Gutierrez voted ABSTAIN on Item No.1)
ATTACHMENT NO. 3
ACTION: Motion by Councilman Wu and Second by Councilwoman Diaz, 3-2 (No:

Cantos, Gutierrez) to: Approve Consent Calendar Item No. 3. (Item No.3 was pulled by Mayor Pro Tem Cantos)
ACTION: Motion by Councilman Wu and Second by Councilwoman Diaz, 5-0 to:

Approve Consent Calendar Item No. 5. (Item No.5 was pulled by Councilmember Gutierrez)

APPROVAL OF MEETING MINUTES
1) CONSIDERATION OF APPROVAL OF THE APRIL 21, 2026, CITY

COUNCIL/SUCCESSOR AGENCY REGULAR SESSION MEETING MINUTES AND THE APRIL 21, 2026, CITY COUNCIL/SUCCESSOR AGENCY CLOSED SESSION MEETING MINUTES.

Carried 4-1 (Abstain: Gutierrez) to: approve the April 21, 2026, City Council/Successor Agency Regular Session Meeting Minutes and the April 21, 2026, City Council/Successor Agency Closed Session Meeting Minutes.

COMMISSION SUMMARY OF ACTIONS
2) CONSIDERATION OF APPROVAL OF TRAFFIC RECOMMENDATIONS FROM THE TRAFFIC COMMITTEE MEETINGS BETWEEN DECEMBER 2025 AND MARCH 2026
Carried 5-0 to: approve the Traffic Committee recommendations detailed in the staff report for traffic engineering improvements citywide from the meetings held between December 2025 and March 2026.

CITY MANAGER'S OFFICE
3) CONSIDERATION OF EXCLUSIVE NEGOTIATION AGREEMENT FOR THE CITY

YARD PROJECT SITE IN THE CITY OF WEST COVINA
Carried 3-2 (No: Cantos and Gutierrez) to: authorize the Acting City Manager to negotiate and execute all necessary documents to effectuate an Exclusive Negotiation Agreement (ENA) with Brandywine Acquisition Group, LLC (Brandywine) for the sale of the City Yard property (811 South Sunset Avenue).

FIRE DEPARTMENT
4) CONSIDERATION OF SECOND AMENDMENT TO THE AGREEMENT WITH THE

REGENTS OF THE UNIVERSITY OF CALIFORNIA FOR EMS EDUCATOR ATTACHMENT NO. 3

SERVICES FOR THE FIRE DEPARTMENT
Carried 5-0 to: authorize the Acting City Manager to execute the Second Amendment to EMS Educator Services Agreement with the Regents of the University of California on behalf of the UCLA Center for Prehospital Care.

PUBLIC WORKS
5) CONSIDERATION OF NEED TO CONTINUE EMERGENCY REPAIRS AT FIRE STATION 3
Carried 5-0 to: review the emergency action for the emergency conditions at Fire Station 3 and adopt the following resolution:

RESOLUTION NO. 2026-35 A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF WEST COVINA, CALIFORNIA, DETERMINING, BY A FOUR-FIFTHS

VOTE OF THE CITY COUNCIL, THAT THERE IS A NEED TO CONTINUE THE EMERGENCY ACTION AT FIRE STATION 3

END OF CONSENT CALENDAR

DEPARTMENTAL REGULAR MATTERS

FINANCE DEPARTMENT
6) PROPOSED FISCAL YEAR 2026-27 OPERATING AND CAPITAL IMPROVEMENT

PROGRAM (CIP) BUDGET
ACTION: Motion by Mayor Pro Tem and Second by Councilmember Gutierrez Diaz, 2-3(No: Wu, Diaz, Lopez-Viado) to: Strike language Page 25: “Continue to respond to the global COVID-19 pandemic” and “With due regard to General Fund fiscal impacts, respond to California Department of Public Health (CDPH) proposed regulations. Seek provisional approval from CDPH for creation of a fiscally sustainable municipal health department. Prepare a Community Health Needs Assessment, Community Health Improvement Plan and other studies as may be required by CDPH and the Public Health Accreditation Board. Negotiate and execute agreement(s) for Health Department laboratory services”. And language on Page 53: “Advanced the Establishment of the West Covina Health Department: The City Manager’s Office continues to work in close coordination with the California Department of Public Health (CDPH) on the establishment of a local health department. This critical effort underscores the City’s dedication to expanding public health services and ensuring community well-being” – 2-3
ATTACHMENT NO. 3
ACTION: Motion by Mayor Lopez-Viado and Second by Councilman Wu, 5-0 to::

1. Receive and file the Proposed Fiscal Year 2026-27 Operating and Capital Improvement Program Budget; and

2. Schedule the budget for consideration at the June 16, 2026 City Council meeting. 7) LONG-RANGE FINANCIAL FORECAST FOR FY 2027-2031
No objection to receive and file the Long-Range Financial Forecast for fiscal years ending 2027-2031.

MAYOR/COUNCILMEMBERS REPORTS
 Councilmembers Diaz, Wu, and Mayor Pro Tem Cantos spoke on their attendance at the JPIA Conference.

CITY COUNCIL REQUESTS FOR REPORTS, STUDIES OR INVESTIGATION  Mayor Pro Tem Cantos asked for a resolution to present to Council regarding data centers and battery storage facilities. Second by Councilman Wu, no objection.
 Mayor Pro Tem Cantos would like to convene with all stakeholders for the purpose of determining a framework for doing a public safety tax supportive of police and fire. Second by Councilmember Gutierrez 3-2 (No: Diaz, Wu)

CITY COUNCIL COMMENTS
 Councilmembers wished all a Happy Mother’s Day
 Councilmember Gutierrez thanked Finance Director Ogawa for her work on the budget and also wished all a Happy Mother’s Day.
 Mayor Pro Tem Cantos shared information from Los Angeles County Commissioner Matt Kuranza, there is a $1000 grant for a kid who puts together the top video for 3 minutes about climate sustainability. If interested, please contact Mayor Pro Tem.
-THIS SECTION IS INTENTIONALLY LEFT BLANK-
ATTACHMENT NO. 3

ADJOURNMENT
A motion to adjourn the Regular Meeting was made, and the meeting was adjourned at 11:14 p.m. The next regularly scheduled Regular Closed City Council Meeting will be held on Tuesday, May 19, 2026, at 7:00 p.m. in the Council Chamber, 1444 West Garvey Avenue South, West Covina, California.

Submitted By:
____________________________
Lisa Sherrick, CMC
Assistant City Clerk
__________________________
Letty Lopez Viado
Mayor
AGENDA ITEM NO. 2

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: June 2, 2026
TO: Mayor and City Council
FROM: Thomas P. Duarte, City Attorney
SUBJECT: CONSIDERATION OF CITY MANAGER EMPLOYMENT AGREEMENT WITH

MILAN MRAKICH
RECOMMENDATION:

Pursuant to the direction provided at the May 5, 2026 City Council meeting, it is recommended that the City Council:

1. Appoint Milan Mrakich as the City Manager.

2. Approve the City Manager Employment Agreement with Milan Mrakich.

BACKGROUND:

Pursuant to the West Covina Municipal Code, the City Manager is appointed by a majority vote of the City Council. The City Manager is selected by the City Council on the basis of his or her executive and administrative qualifications with special reference to his or her actual experience in or knowledge of accepted practices of municipal administration.

The City Manager serves at the pleasure of the City Council. The City Manager’s powers and duties are set forth in the Municipal Code and the employment agreement between the City and the City Manager.

DISCUSSION:

During the May 5, 2026 Closed Session meeting, the City Council directed the City Attorney to negotiate and draft an employment agreement (Attachment No. 1) with Milan Mrakich.

Highlights of the agreement include:

Waiver of educational requirements;
Initial term of one (1) year;
After the initial term, the agreement will automatically extend on a month-to-month basis unless the Council notifies the City Manager of its intent not to extend the agreement or terminates the agreement;
Annual salary of $249,562;
Compaction provision that provides that the City Manager shall never be paid less than the annual base salary of the City's next highest paid employee and for automatic salary adjustments to ensure the City Manager's salary is $1.00 more than the annual base salary of the next highest paid employee;
Annual performance reviews;
No severance pay;
No severance pay;
Benefits commensurate with those provided to Department Heads.

LEGAL REVIEW:

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

Prepared by: Thomas P. Duarte, City Attorney
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

The provisions of the agreement fall within the parameters of the current City Manager budget allocation at an annual salary of $249,562.

Attachments
Attachment No. 1 - City Manager Employment Agreement
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Maintain and Enhance City Facilities and Infrastructure Achieve Fiscal Sustainability and Financial Stability
Respond to the Global COVID-19 Pandemic
Expand Economic Development Opportunities
Enhance City Image and Effectiveness
ATTACHMENT NO. 1

CITY MANAGER EMPLOYMENT AGREEMENT

BETWEEN

CITY OF WEST COVINA
AND

MILAN MRAKICH
THIS CITY MANAGER EMPLOYMENT AGREEMENT (“Agreement”) is made and entered into as of June 2, 2026 (“Effective Date”), by and between the CITY OF WEST COVINA, a municipal corporation (hereinafter, “City”) and MILAN MRAKICH, an individual (hereinafter, “Employee”). City and Employee are hereinafter collectively referred to as the “Parties” and individually as “Party.”

RECITALS
WHEREAS, pursuant to Section 2-147 of the West Covina Municipal Code, the City Manager is appointed by the West Covina City Council (“City Council”) on the basis of his or her executive and administrative qualifications with special reference to his or her actual experience in or knowledge of accepted practices of municipal administration; and WHEREAS, the City is best served by a City Manager who establishes and maintains a strong partnership with the City Council and the community, and such a partnership is best achieved by the City Manager’s involvement in a broad spectrum of community activities; and WHEREAS, Employee has worked in the public sector for approximately 40 years; and WHEREAS, Employee has worked for the City since 2019, including serving as the Code Enforcement Manager, Code Enforcement Director, and Director of Public Safety; and WHEREAS, on May 20, 2025, the City Council appointed Employee as the Acting City Manager; and
WHEREAS, the City Council now desires to employ the services of Employee in the capacity of City Manager; and
WHEREAS, the City requires a bachelor’s degree from an accredited college or university, with major course work in business or public administration, or a related field, with a master’s degree in a related field preferred, for the position of the City Manager; and WHEREAS, the City Council desires to waive the educational requirements for Employee; and
WHEREAS, the City Council further desires to provide certain benefits, establish certain conditions of employment, and establish working conditions for Employee; and WHEREAS, Employee desires to accept employment as City Manager, effective June 3, 2026, under the terms and conditions set forth in this Agreement.

NOW THEREFORE, in consideration of the mutual covenants, promises, and representations hereinafter set forth, the Parties hereto agree as follows:
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1.0. WAIVER OF EDUCATIONAL REQUIREMENTS
The City Council acknowledges that Employee has extensive public sector experience and has successfully served as the Acting City Manager since May 2025. In recognition of such experience and service, the City Council waives the City’s requirement for Employee to have a bachelor’s degree from an accredited college or university, with major course work in business or public administration, or a related field, to serve as the City Manager.

2.0. DUTIES

2.1. Appointment. City hereby appoints and employs Employee as City Manager for the City.

2.2. City Manager Duties and Authority. Employee shall perform the functions and duties of City Manager as set forth in the West Covina Municipal Code (hereinafter, “Code”) and shall perform such other legally permissible and proper duties and functions as the City Council may from time to time assign. The City may amend the provisions of the Code relating to the functions and duties of the City Manager, as it deems appropriate, without Employee’s approval or an amendment to this Agreement. Employee may only exercise those powers expressly granted to him as City Manager through the Code or any resolution or minute action of the City Council.

2.3. Compliance with Laws. Employee shall perform his duties to the best of his ability in accordance with the highest professional and ethical standards of the profession. Employee shall comply with and carry out the City’s rules and regulations and Employee shall obey the laws of the State of California and the United States of America as they apply to the performance of his duties.

2.4. Hours Worked. Employee shall devote his time, ability, and attention to matters of the City and to the performance of this Agreement. Employee acknowledges and agrees that his duties may involve expenditures of time in excess of the regularly established workday or in excess of a forty (40) hour workweek and may also include time outside of normal office hours (including attendance at City Council meetings and various community meetings, forums, or workshops). Employee is expected to devote necessary time outside normal hours to business of the City.

Employee is also expected to regularly attend City-sponsored and community events and establish and maintain partnerships with the community. To that end, Employee will be allowed flexibility in setting his office hours, provided that Employee shall work as necessary during customary business hours to satisfactorily perform his City Manager duties and shall be available to other City staff during customary business hours. Employee shall be classified as an exempt employee for purposes of the Fair Labor Standards Act and shall not be entitled to any form of compensation for overtime.

2.5. No Other Employment. Employee agrees to remain in the exclusive employ of the City during the term of this Agreement. Employee shall not, without the City Council’s prior written consent, render services of any kind to others for compensation or engage in any other activity which would materially interfere with the performance of his duties under this Agreement. Notwithstanding the 3 of 10
foregoing, Employee may perform incidental and occasional teaching, writing, consulting, or volunteer work, provided that such activities do not materially interfere with the performance of his duties under this Agreement.

2.6. Conflicts Prohibited. Employee shall not engage in any activity which is or may become a conflict of interest with his obligations to the City or which might create an incompatibility of office as defined under California law. Employee shall also timely complete and file financial disclosure statements immediately upon entry into his employment and annually thereafter pursuant to California law.

3.0. TERM

3.1. Term. The term of this Agreement shall become effective on June 3, 2026, and will remain in full force and effect through the end of the business day on June 2, 2027, unless sooner terminated as set forth herein. Commencing on June 3, 2027, this Agreement shall automatically extend on a month-to-month basis unless the City Council notifies Employee of its intent not to extend the Agreement or terminates this Agreement as set forth herein.

3.2. Prior Termination. Nothing in this Agreement shall prevent, limit, or otherwise interfere with the right of the City Council to terminate the services of Employee as the City Manager at any time.

4.0. COMPENSATION

4.1. Salary. Effective June 3, 2026, City agrees to pay Employee for his services rendered hereunder at an annual rate of Two Hundred Forty-Nine Thousand Five Hundred Sixty-Two Dollars and Zero Cents ($249,562.00), which sum shall be considered the base salary and shall be payable in installments at the same times as the City’s other employees are paid, and subject to customary withholdings.

4.2. Salary Adjustments. City agrees to consider adjusting said base salary and other benefits of Employee, in the City Council’s sole discretion, subject to the performance evaluation process described in Section 9.0 (Performance Evaluation) of this Agreement, which shall be merit based.

4.3. Compaction. Employee’s annual base salary shall never be less than the annual base salary (excluding overtime and any incentive compensation) of the City’s next highest paid employee. In the event that a promotion or adjustment to the salary schedule would result in Employee being paid less than the City’s next highest paid employee’s annual base salary, Employee’s annual base salary will automatically and effective on the same date be set at one dollar ($1.00) more than the annual base salary of the City’s next highest paid employee without further action by the City Council.

5.0. EMPLOYEE BENEFITS

5.1. Insurance. During the term of this Agreement, Employee shall be entitled to the same medical, dental, vision, and life insurance benefits, if any, which are provided to all other Department Heads of City. Employee shall be required to pay for medical, dental, vision, and life insurance benefits, if any, in the same manner as 4 of 10
all other Department Heads of City. Insurance coverage(s) shall be provided in the same manner as offered to all other Department Heads of the City.

5.2. Retirement. Employee shall be covered by the California State Employee Retirement System (CalPERS). Employee’s retirement formula will be as set forth in the City’s contract with CalPERS. City shall pay the full amount of the CalPERS employer cost. Employee shall pay the full member contribution for Employee’s CalPERS retirement plan.

5.3. Holidays. Employee shall be eligible for paid leave on City-recognized holidays to the same extent as other City Department Heads.

5.4. Vacation. Employee shall accrue and be credited with vacation leave as is provided to all other City Department Heads as set forth in the Department Head Salary & Benefit Schedule, as it may be amended from time to time. Employee shall provide at least five (5) days’ advance written notice to the City Council prior to taking any vacation leave. If Employee has reached the maximum allowed unused vacation leave balance, and is unable to take vacation leave due to work urgency, industrial injury, extended medical leave, extraordinary circumstances, or pre-scheduled leave as authorized by the City Council, the City Council will approve a waiver of the maximum allowed unused balance for a period not to exceed six (6) months per fiscal year. Employee shall designate a City Department Head to serve as Acting City Manager during any period Employee takes vacation leave and shall advise the City Council of such designation.

5.5. Sick, Administrative and Floating Holiday Leave. Employee shall accrue and be credited with sick leave, administrative leave, and floating holiday leave as is provided to all other City Department Heads. Employee may use such paid leave in the same manner as all other Department Heads, as set forth in the Department Head Salary & Benefit Schedule, as it may be amended from time to time. Prior to taking any administrative or floating holiday leave, Employee shall provide at least five (5) days’ advance written notice to the City Council of same. If Employee requires sick leave of more than one (1) day, Employee shall advise the City Council as soon as reasonably practicable regarding such sick leave. Employee shall designate a City Department Head to serve as Acting City Manager during any period Employee takes any leave provided for in this Section and shall advise the City Council of such designation.

5.6. Cash-Out Program. Employee shall be entitled to participate in the City’s annual sick leave or other leave cash-out program, in the same manner as all City Department Heads.

5.7. Deferred Compensation. City agrees to provide to Employee the same amount of deferred compensation as is provided to all City Department Heads, with the same frequency as the same is provided to all City Department Heads. Employee may utilize such funds in the same manner as all City Department Heads, as set forth in the Department Head Salary & Benefit Schedule, as it may be amended from time to time.

5.8. Car Allowance. City shall provide Employee with the same automobile allowance as is provided to all other City Department Heads.
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5.9. Other Benefits. The City shall provide Employee such other benefits as mandated by law.

6.0. BUSINESS EXPENSES AND PROFESSIONAL DEVELOPMENT

6.1. Expense Reimbursement. City recognizes that Employee may incur certain expenses of a non-personal, job-related nature that are reasonably necessary to Employee’s service as City Manager. City agrees to reimburse Employee for such expenses on a monthly basis, provided that the expenses are incurred and submitted according to the City’s regular reimbursement requirements and such other requirements as may be designated by the City Council. The City Council authorizes the Finance Director to reimburse Employee for such expenses upon the presentation of a receipt, voucher, statement, or personal affidavit of duly executed expenses.

6.2. Memberships. City agrees to budget and to reimburse or pay for professional dues, memberships, and subscriptions necessary for Employee’s participation in such organizations as the Parties may agree to as necessary and appropriate for his continued professional participation, growth, and advancement, and for the good of the City during his employment as City Manager.

6.3. Trainings. City agrees to budget and to reimburse or pay the reasonable costs for Employee’s attendance and participation in meetings, institutes, training programs, conferences, conventions, and similar gatherings that support leadership development and the advancement of the Parties’ mutually agreed upon goals, and which are related to Employee’s duties or City’s operations and held in the continental United States. For purposes of this paragraph, reasonable expenses are limited to the reasonable and actual costs of registration, coach-class airfare (where applicable), ground transportation and meals. Reasonable expenses will also include the reasonable and actual cost of lodging for meetings more than sixty (60) miles outside of the City’s boundaries.

7.0. AT-WILL RELATIONSHIP
Employee understands and agrees that the City Manager is appointed by, and serves at the pleasure of, the City Council. Accordingly, Employee agrees that: (1) the City Manager is an “at will” position that may be terminated by the City Council at any time, with or without cause (as defined in Section 8.2 below); (2) there is no express or implied promise made to Employee for any form of continued employment as the City Manager; and (3) this Agreement is the sole and exclusive basis for the City Manager employment relationship between Employee and City.

8.0. TERMINATION

8.1. City Termination without Cause. The City Council may terminate this Agreement and Employee’s employment as the City Manager without cause in its absolute discretion at any time by providing written notice to Employee.

8.2. City Termination for Cause. The City Council may immediately terminate this Agreement and Employee’s employment with the City for cause by providing written notice to Employee of such termination.
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For purposes of this Agreement, “cause” is defined as:
(a) Employee refusing or failing to carry out the duties of the City Manager as set forth in the California Government Code, the Code, or this Agreement; (b) Employee’s conviction of a felony;
(c) Employee’s conviction of a misdemeanor arising out of Employee’s duties under this Agreement and involving a willful or intentional violation of law; (d) Employee being charged with, entering a guilty plea or a plea of nolo contendere to, or being convicted of, a crime involving moral turpitude or personal gain;
(e) Employee’s conviction of any crime involving an “abuse of office or position,” as that term is defined in California Government Code section 53243.4;
(f) Employee’s repeated failure to carry out a directive or directives of the City Council made by the City Council as a body; and/or
(g) Any grossly negligent action or inaction by Employee that materially and adversely: (i) impedes or disrupts the operations of City or its organizational units; (ii) is detrimental to employees or public safety; or (iii) violates properly established rules or procedures of City.

8.3. Employee Voluntary Resignation. Employee may voluntarily resign from his position as the City Manager at any time during the term of this Agreement by providing the City Council at least sixty (60) days written notice unless the Parties otherwise agree in writing.

8.4. Termination Obligations. In the event of the termination of this Agreement, Employee agrees that all property, including, without limitation, all equipment, tangible proprietary information, documents, records, notes, agreements, and computer-generated materials furnished to or prepared by Employee incident to his employment as City Manager, belongs to City and shall be returned promptly to City. Employee’s obligations under this subsection shall survive the termination of this Agreement.

8.5. No Severance. In the event of the termination of this Agreement by City, with or without cause, or of Employee’s voluntary resignation, Employee shall receive no severance.

9.0. PERFORMANCE EVALUATION

9.1. Performance Objectives. City, through the City Council, and Employee shall establish mutually agreed upon performance objectives for each year this Agreement remains in effect. Such performance objectives shall be agreed upon by the Parties as necessary for the proper operation of the City in the attainment of the City Council’s policy objectives and shall further establish a relative priority among the agreed-upon objectives. The objectives shall be reasonably attainable 7 of 10
within the limitations of the City Council-approved operating and capital improvement budgets, authorized appropriations, and staff levels. Unless otherwise agreed to by the Parties, the initial performance objectives shall be established within three (3) months of the Effective Date of this Agreement.

9.2. Annual Evaluation. City, through the City Council, shall conduct an annual evaluation of Employee’s performance on or before the anniversary date of this Agreement during each year that this Agreement remains in effect. Such evaluation shall be shared and discussed with Employee in closed session as permitted by applicable law. Any public report of Employee’s evaluation shall be made in accordance with an agreement of the Parties as to format and content. In addition to annual performance evaluations, the City Council may schedule performance evaluations of Employee as it deems appropriate.

10.0. OTHER TERMS AND CONDITIONS OF EMPLOYMENT
The City Council may from time to time fix other terms and conditions of employment relating to the performance of Employee provided such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement, the Code or other applicable law.

11.0. CONFIDENTIAL INFORMATION
Employment with the City creates a relationship of confidence and trust between Employee and the City, with respect to all Confidential Information of the City. “Confidential Information” includes, but is not limited to, trade secrets, knowledge, or data of the City or any of its constituent entities or members that Employee may produce, obtain, or otherwise acquire or have access to during the course of Employee’s employment with the City, including, but not limited to, personnel information, passwords, and computer security systems. Employee agrees that during and after Employee’s employment with the City, Employee (i) shall keep all Confidential Information confidential and shall not directly or indirectly use, divulge, publish or otherwise disclose or allow to be disclosed any aspect of Confidential Information without prior written consent of the City Council; and (ii) shall refrain from any action or conduct which might reasonably or foreseeably be expected to compromise the confidentiality or proprietary nature of the Confidential Information. Upon termination of employment as City Manager for any reason, Employee agrees to return promptly to the City all writings and other tangible things in Employee’s possession that contain Confidential Information.

12.0. INDEMNIFICATION

12.1. City Indemnification. To the extent required by law, City shall defend and indemnify Employee, using legal counsel of City’s choosing, against any civil proceeding brought against Employee, in his official or individual capacity or both, on account of an act or omission in the scope of his employment as City Manager, unless such act or omission was due to actual fraud, corruption, or actual malice. If City determines there is a conflict of interest between the City and Employee and that independent counsel is required for Employee’s defense, City shall select and pay reasonable fees of such independent counsel for Employee’s defense. Employee shall cooperate fully in the investigation and defense of any civil action or proceeding.
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12.2. Exception to Indemnification. Notwithstanding the foregoing, Employee acknowledges and agrees that City reserves its rights pursuant to California Government Code section 825(a) not to pay any judgment, compromise, or settlement until it is established that the injury arose out of an act or omission occurring within the scope of his employment, and that City’s agreement to defend and indemnify him does not constitute an agreement to pay any punitive damages awarded against him. In that regard, Employee acknowledges and agrees that pursuant to California Government Code section 825(b), City may not make a determination whether or not to indemnify an employee for an award of punitive damages until such time as the award is made.

13.0. REIMBURSEMENT TO CITY REQUIRED
Notwithstanding the provisions of this Agreement, the following provisions requiring reimbursement for certain compensation and/or indemnification provided to Employee by the City apply:
(a) Paid Leave. Pursuant to California Government Code section 53243, in the event that Employee is convicted of a crime involving an abuse of his office or position, as defined by California Government Code section 53243.4, Employee shall fully reimburse the City for any paid leave or salary provided by the City for the time period in which the Employee is under investigation for such crimes. (b) Legal Defense. Pursuant to California Government Code section 53243.1, in the event that Employee is convicted of a crime involving an abuse of his office or position, as defined by California Government Code section 53243.4, Employee shall fully reimburse the City for all the costs of his legal criminal defense if a defense has been provided at City’s expense.
(c) Cash Settlement. Pursuant to California Government Code section 53243.2, in the event that Employee is convicted of a crime involving an abuse of his office or position, as defined by California Government Code section 53243.4, Employee shall fully reimburse the City for any cash settlement paid to Employee relating to the termination of this Agreement.

14.0. GENERAL PROVISIONS

14.1. Exemption from Personnel System. Employee acknowledges and agrees that pursuant to Section 2-236 of the West Covina Municipal Code, the classification and salary resolution and the Personnel Rules do not apply to the position of the City Manager.

14.2. Entire Agreement. This Agreement is the final expression of the complete agreement of the Parties with respect to the matters specified herein and supersedes all prior oral or written understandings. Except as prescribed herein, this Agreement cannot be modified except by written mutual agreement signed by the Parties.

14.3. No Assignment. This Agreement is not assignable by either City or Employee. 9 of 10

14.4. 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.

14.5. Severability. In the event that any provision of this Agreement is finally held or determined to be illegal or void by a court having jurisdiction over the Parties, the remainder of the Agreement shall remain in full force and effect unless the parts found to be void are wholly inseparable from the remaining portions of the Agreement.

14.6. 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.

14.7. Waiver. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement. 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.

14.8. Independent Legal Counsel. Each of the Parties acknowledges that he/it has been represented by independent legal counsel of his/its own choosing, or if not, has been advised to obtain independent legal counsel and has freely and voluntarily waived and relinquished the right to legal counsel. Further, each Party who has not obtained independent legal counsel acknowledges that the failure to have independent legal counsel will not excuse such Party’s failure to perform under this Agreement or any agreement referred to in this Agreement.

14.9. Governing Law; Venue. This Agreement shall be interpreted and construed according to the laws of the State of California, and venue shall be in the County of Los Angeles.

14.10. Notices. All notices shall be personally delivered or mailed to the addresses listed below:

Employee: Milan Mrakich
At most recent address on file in Employee’s personnel file City: City Council
City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
10 of 10
With a copy to: West Covina City Attorney
Jones Mayer
3777 N. Harbor Blvd.

Fullerton, CA 92835
IN WITNESS WHEREOF, the Parties hereto have hereunto affixed their signatures as of the date and year first above written.

CITY OF WEST COVINA
____________________________
Letty Lopez-Viado
Mayor

EMPLOYEE
____________________________
Milan Mrakich
ATTEST:
____________________________
Lisa Sherrick, CMC
Assistant City Clerk
APPROVED AS TO FORM:
____________________________
Thomas P. Duarte
City Attorney
AGENDA ITEM NO. 3

ELECTION
RECOMMENDATION:

It is recommended that the City Council adopt the following Resolutions relating to the November 3, 2026 General Municipal Election:

RESOLUTION NO. 2026-47 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, CALLING FOR THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 3, 2026 FOR THE

ELECTION OF CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS OF THE LAWS OF

THE STATE OF CALIFORNIA RELATING TO GENERAL LAW CITIES
RESOLUTION NO. 2026-48 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, REQUESTING THE BOARD OF SUPERVISORS OF THE

COUNTY OF LOS ANGELES TO CONSOLIDATE A GENERAL MUNICIPAL ELECTION TO BE HELD ON NOVEMBER 3, 2026 WITH THE STATEWIDE GENERAL ELECTION TO BE HELD ON THAT DATE PURSUANT TO SECTION 10403 OF THE CALIFORNIA ELECTIONS CODE RESOLUTION NO. 2026-49 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING REGULATIONS FOR CANDIDATES FOR ELECTIVE OFFICE PERTAINING TO CANDIDATES’ STATEMENTS SUBMITTED TO THE VOTERS FOR AN ELECTION TO BE HELD ON TUESDAY, NOVEMBER 3, 2026 BACKGROUND:

The City's general municipal elections are held on the first Tuesday after the first Monday in November of even-numbered years to coincide with the statewide general elections. The date for the 2026 election is November 3, 2026. Pursuant to Ordinance No. 2328, members of the City Council for Districts 2,4 and 5 were elected in the year 2018 and then in each fourth year thereafter. The four-year terms for the elected City Clerk and the elected City Treasurer expire in 2026 and therefore must be voted on in the 2026 election.

DISCUSSION:

West Covina's General Municipal Election will be held on November 3, 2026, to select one Member of West Covina's General Municipal Election will be held on November 3, 2026, to select one Member of the City Council to represent District 2, one Member of the City Council to represent District 4, one Member of the City Council to represent District 5, a City Clerk, and a City Treasurer, each for the full term of four years. In accordance with the requirements of the California Elections Code, the City Council must adopt certain resolutions pertaining to the General Municipal Election.

Proposed Resolution No. 2026-47 calls for and gives notice of the election. Proposed Resolution No. 2026-48 requests that the Los Angeles County Board of Supervisors consolidate the City's General Municipal Election with the Statewide General Election to be held on November 3, 2026. Proposed Resolution No. 2026-49 outlines regulations relating to candidates' statements for the November 3, 2026 election, including the requirement that a candidate filing a statement pay in advance to the City his or her pro rata share of the estimated costs of printing, handling, translating, and mailing the candidate statements filed, as estimated by the Registrar-Recorder/County Clerk. Once actual costs are determined by the Registar-Recorder/County Clerk, candidates may be billed for additional expenses or refunded for excess paid. Proposed Resolution No. 2026-49 also provides that candidate statements shall not exceed 200 words. However, pursuant to California Elections Code section 13307, the City Council may authorize an increase in the limitation on words for the candidate statement from 200 to 400 words.

Online Candidate Statements
If authorized by the County Elections Official, candidates will have the option to have their candidate statements published only online or to have their candidate statements printed in the hard copy sample ballot/voter guide. The cost to publish a candidate statement only online in the November 2026 election is estimated at $280. The cost to print the candidate statement in the hard copy sample ballot/voter guide is estimated at $400 per column.

Registered voters of the City interested in running for the open seats must complete the nomination process prescribed by the California Elections Code. The nomination period is Monday, July 13, 2026 through Friday, August 7, 2026. The filing period is extended to Wednesday, August 12, 2026, if the incumbent does not file nomination papers.

LEGAL REVIEW:

The City Attorney's Office has reviewed the resolutions and approved them as to form.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendation; or

2. Provide alternative direction.

Prepared by: Lisa Sherrick, Assistant City Clerk
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

The estimated cost for the election is $310,000 and has been included in the FY2026-27 Proposed Budget:

Account No. Account Name FY2026-27
Proposed Budget
110.501.12.03.00.00.61.61180 Elections $310,000
Additionally, each candidate filing a statement is required to pay in advance to have their statement included in the Official Sample Ballot Booklet. In the event of underpayment, the candidate must pay the balance of the cost incurred. In the event of overpayment, the excess amount will be refunded to the candidate. The Candidate Statement advances are held in a deposit account (110.000.00.00.00.00.22.22216).

Attachments
Attachment No. 1 - Resolution No. 2026-47
Attachment No. 2 - Resolution No. 2026-48
Attachment No. 3 - Resolution No. 2026-49
CITY COUNCIL GOALS & OBJECTIVES: Enhance City Image and Effectiveness ATTACHMENT NO. 1
RESOLUTION NO. 2026-47

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, CALLING FOR THE

HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE
HELD ON TUESDAY, NOVEMBER 3, 2026 FOR THE

ELECTION OF CERTAIN OFFICERS AS REQUIRED BY

THE PROVISIONS OF THE LAWS OF THE STATE OF

CALIFORNIA RELATING TO GENERAL LAW CITIES
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, under the provisions of the laws relating to general law cities in the State of California, a General Municipal Election will be held on November 3, 2026, for the election of municipal officers.

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

SECTION 1. Pursuant to the requirements of the laws of the State of California relating to general law cities, there is called and ordered to be held in the City of West Covina, California, on Tuesday, November 3, 2026, a General Municipal Election for the purpose of electing one Member of the City Council to represent District 2, one Member of the City Council to represent District 4, one Member of the City Council to represent District 5, a City Clerk and a City Treasurer, each for the full term of four years.

SECTION 2. The ballots to be used at the election shall be in form and content as required by law.

SECTION 3. The Assistant City Clerk is authorized, instructed and directed to coordinate with the County of Los Angeles Registrar-Recorder/County Clerk to procure and furnish any and all official ballots, notices, printed matter and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the election.

SECTION 4. The vote centers for the election shall be open at 7:00 a.m. on the day of the election and shall remain open continuously from that time until 8:00 p.m. on the same day when the vote centers shall be closed, except as provided in Sections 4005 and 14401 of the California Elections Code. Vote centers shall also be open on such other dates and times as determined by the County of Los Angeles Registrar- Recorder/County Clerk in accordance with Section 4005 of the California Elections Code.

SECTION 5. In all particulars not recited in this resolution, the election shall be held and conducted as provided by law for holding municipal elections.

SECTION 6. Notice of the time and place of holding the election is given and the Assistant City Clerk is authorized, instructed and directed to give further or additional notice of the election, in the time, form and manner required by law.

SECTION 7. The City Council authorizes the Assistant City Clerk to administer said election and authorizes all reasonable and actual election expenses to be paid by the City upon presentation of a properly submitted bill.

SECTION 8. 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 2nd day of June, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, CMC, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-47 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 2nd day of June, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
ATTACHMENT NO. 2
RESOLUTION NO. 2026-48

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, REQUESTING THE BOARD

OF SUPERVISORS OF THE COUNTY OF LOS ANGELES

TO CONSOLIDATE A GENERAL MUNICIPAL ELECTION
TO BE HELD ON NOVEMBER 3, 2026 WITH THE

STATEWIDE GENERAL ELECTION TO BE HELD ON THAT
DATE PURSUANT TO SECTION 10403 OF THE

CALIFORNIA ELECTIONS CODE
The City Council of the City of West Covina hereby finds and declares as follows:

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

SECTION 1. Pursuant to Section 10403 of the California Elections Code, the Board of Supervisors of the County of Los Angeles is hereby requested to consent and agree to the consolidation of the General Municipal Election with the Statewide General Election on Tuesday, November 3, 2026, for the purpose of electing one Member of the City Council to represent District 2, one Member of the City Council to represent District 4, one Member of the City Council to represent District 5, a City Clerk, and a City Treasurer, each for the full term of four years.

SECTION 2. The County of Los Angeles Board of Supervisors is requested to issue instructions to the Registrar-Recorder/County Clerk to take any and all steps necessary for the holding of the consolidated election.

SECTION 3. The City of West Covina acknowledges that the consolidated election will be held and conducted in the manner prescribed in Section 10418 of the California Elections Code. The election shall be held in all respects as if there were only one election, and only one form of ballot shall be used. The election will be held and conducted in accordance with the provisions of law regulating the statewide election.

SECTION 4. The County of Los Angeles Registrar-Recorder/County Clerk is authorized to canvass the returns of the General Municipal Election.

SECTION 5. The City of West Covina recognizes that additional costs will be incurred by the County of Los Angeles by reason of the consolidation and agrees to reimburse the County of Los Angeles for any costs incurred upon the presentation of a properly submitted bill.

SECTION 6. The Assistant City Clerk is hereby directed to file a certified copy of this resolution with the County of Los Angeles Board of Supervisors and the County of Los Angeles Registrar-Recorder/County Clerk.

SECTION 7. 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 2nd day of June, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, CMC, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-48 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 2nd day of June, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
ATTACHMENT NO. 3
RESOLUTION NO. 2026-49

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, ADOPTING REGULATIONS

FOR CANDIDATES FOR ELECTIVE OFFICE PERTAINING
TO CANDIDATES’ STATEMENTS SUBMITTED TO THE

VOTERS FOR AN ELECTION TO BE HELD ON TUESDAY,
NOVEMBER 3, 2026
The City Council of West Covina hereby finds and declares as follows:

WHEREAS, the City Council of the City of West Covina called a General Municipal Election to be held on November 3, 2026 for the purpose of electing one Member of the City Council to represent District 2, one Member of the City Council to represent District 4, one Member of the City Council to represent District 5, a City Clerk, and a City Treasurer, each for the full term of four years; and
WHEREAS, Section 13307 of the California Elections Code provides that the governing body of any local agency may adopt certain regulations pertaining to materials prepared by any candidate for a municipal election, including cost of the candidate’s statement; and
WHEREAS, Section 13307(c)(1) of the California Elections Code provides that if the elections official who is conducting the election or the county elections official who is conducting a local agency’s election, including a local election that is consolidated with the county election, permits electronic distribution of a candidate’s statement, each candidate for nonpartisan elective office in the local agency may prepare a candidate’s statement for the purpose of electronic distribution; and WHEREAS, Section 13307(c)(2) of the California Elections Code provides that a candidate’s statement prepared pursuant to subdivision (c) shall be posted on the internet website of the elections official, and may be included in a voter’s pamphlet that is electronically distributed by the elections official, but shall not be included in a voter’s pamphlet that is printed and mailed to voters; and
WHEREAS, Section 13307(d) of the California Elections Code authorizes the local agency to estimate the total cost of printing, handling, translating, mailing, and electronically distributing candidate’s statements and to require each candidate filing a candidate’s statement to pay in advance to the local agency his or her estimated pro rata share as a condition to having his or her statement included in the voter’s pamphlet.

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

SECTION 1. Pursuant to Section 13307(a) of the California Elections Code, each candidate for elective office to be voted for at the election to be held in the City of West Covina on November 3, 2026 may prepare a candidate’s statement on an appropriate form provided by the Assistant City Clerk. The statement may include the name, age and occupation of the candidate and a brief description of no more than 200 words of the candidate’s education and qualifications expressed by the candidate himself or herself.

Words will be counted in accordance with the word count standards set forth in Section 9 of the California Elections Code. The statement shall not include the party affiliation of the candidate, nor membership or activity in partisan political organizations. The statement shall be filed in typewritten (hard copy) and electronic format in the Office of the City Clerk at the time the candidate’s nomination papers are filed. The statement may be withdrawn, but not changed, during the period for filing nomination papers and until 5:00 p.m. of the next working day after the close of the nomination period. The statement shall comply with all provisions of law, including, but not limited to, Sections 13307 and 13308 of the California Elections Code.

SECTION 2. A candidate may request to have their candidate statement translated in Spanish and included in the official sample ballot booklet and/or distributed electronically, at the candidate’s expense. The County of Los Angeles RegistrarRecorder/County Clerk only includes English and Spanish candidate statements in the official sample ballot booklet for candidates who have made such request. Further, the County of Los Angeles Registrar-Recorder/County Clerk provides translations of candidate statements in languages required by the federal Voting Rights Act of 1965.

Such booklets are sent only to voters who have requested translated materials.

SECTION 3. The Assistant City Clerk shall work with the County RegistrarRecorder/County Clerk to estimate the total cost of printing, handling, translating, mailing, and electronically distributing candidates’ statements filed, including the costs incurred as a result of complying with the Voting Rights Act of 1965 as amended, and require each candidate filing a statement to pay in advance to the City of West Covina his or her estimated pro rata share as a condition of having his or her statement included in the voter information guide or electronically distributed. The estimate is just an approximation of the actual cost that varies from one election to another election and may be significantly more or less than the estimate, depending on the actual number of candidates filing statements. Accordingly, the City of West Covina is not bound by the estimate and may, on a pro rata basis, bill the candidate for additional actual expenses or refund any excess paid depending on the final actual cost. In the event of underpayment, the Assistant City Clerk shall require the candidate to pay the balance of the cost incurred. In the event of overpayment, the Assistant City Clerk shall prorate the excess amount among the candidates and refund the excess amount paid within 30 days of the election. The Assistant City Clerk shall include on the receipt for payment the information required pursuant to Section 13307(d) of the California Elections Code regarding the estimated payment.

SECTION 4. No candidate will be permitted to include additional materials in the sample ballot booklet.

SECTION 5. The Assistant City Clerk shall provide each candidate or the candidate’s representative a copy of this resolution at the time the nominating papers are issued.

SECTION 6. All previous resolutions establishing City Council policy on candidate’s statements are repealed.

SECTION 7. This resolution shall apply only to the election to be held on November 3, 2026 and shall then be repealed.

SECTION 8. 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 2nd day of June, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, CMC, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-49 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 2nd day of June, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
AGENDA ITEM NO. 4

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: June 2, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF RESOLUTION APPROVING AND ADOPTING LIST OF FISCAL YEAR 2026-2027 PROJECTS FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
RECOMMENDATION:

It is recommended that the City Council adopt the following resolution:

RESOLUTION NO. 2026-36- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING AND ADOPTING A LIST OF FISCAL YEAR 2026-2027 PROJECTS FUNDED BY SENATE BILL 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
BACKGROUND:

On April 28, 2017, Governor Brown signed into law Senate Bill 1 (SB 1), known as the Road Repair and Accountability Act of 2017, to address statewide basic road maintenance, rehabilitation, and critical safety needs on both State highways and local streets and roads. SB 1 increased per-gallon fuel excise taxes, increased diesel fuel sales taxes and vehicle registration fees, and established inflationary adjustments to tax rates in future years.

Since November 1, 2017, the State Controller has deposited portions of this funding into the newly established Road Maintenance and Rehabilitation Account (RMRA). Pursuant to Streets and Highways Code Section 2032(h), a portion of RMRA funding is apportioned by formula to eligible cities and counties for eligible street and road maintenance, rehabilitation, and critical safety improvement projects.

Agencies receiving RMRA funding are required to comply with all applicable Federal and State laws, regulations, policies, and procedures. In order to remain eligible to receive RMRA funds, the City must annually expend for street, road, and highway purposes an amount no less than the average annual expenditures from the City’s General Fund during Fiscal Years 2009–10 ($655,146), 2010–11 ($446,279), and 2011–12 ($600,020).

Based on information submitted by the City’s Finance Department during the established base years, the State Controller’s Office (SCO) calculated the City’s required Maintenance of Effort (MOE) at $567,148 annually. The City must continue to meet or exceed this MOE threshold in order to remain eligible for SB 1 funding.

DISCUSSION:

The City of West Covina has received RMRA funding in previous fiscal years, which has primarily been utilized to support the City’s Annual Residential Streets Rehabilitation Program. A summary of RMRA funding received over the past six fiscal years is provided below.

Fiscal Year RMRA Funds Received
Fiscal Year 2020-21 $1,858,151
Fiscal Year 2021-22 $2,038,174
Fiscal Year 2022-23 $2,418,468
Fiscal Year 2023-24 $2,709,511
Fiscal Year 2024-25 $2,805,101
Fiscal Year 2025-26 $2,899,984
The City of West Covina is estimated to receive approximately $3,074,513 in RMRA funding for Fiscal Year 2026-27. Staff recommends allocating the FY 2026-27 RMRA funding toward the annual Residential Streets Rehabilitation Program for Fiscal Year 2026-27. This program includes asphalt rehabilitation and maintenance improvements at various locations throughout the City, including cold milling and overlay, slurry seal applications, and related pavement preservation treatments identified through the City’s Pavement Management Program.

In addition, staff proposes allocating a portion of RMRA funding toward the annual Pedestrian and Vehicle Traffic Safety Improvements project for Fiscal Year 2026-27. This project includes signage, striping, and other traffic-related safety improvements throughout the City that have been reviewed and approved by both the City Traffic Committee and City Council.

Pursuant to SB 1 requirements, the City must annually adopt a resolution identifying the projects proposed to receive RMRA funding. The resolution must include a description and location of each proposed project, the anticipated project schedule, and the estimated useful life of the proposed improvements.

The proposed Resolution (Attachment No. 1) identifies the annual Residential Streets Rehabilitation Program for Fiscal Year 2026-27 and the Pedestrian and Vehicle Traffic Safety Improvements for Fiscal Year 2026-27 as proposed RMRA-funded projects. In addition, the resolution includes the Annual Residential Streets Rehabilitation Program for Fiscal Year 2025–26, as the project may utilize a portion of Fiscal Year 2026–27 RMRA funding during project delivery and completion.

LEGAL REVIEW:

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

OPTIONS:

The City Council has the following options:

1. Approve Staff's recommendation; or

2. Provide alternative direction.

Fiscal Impact
FISCAL IMPACT:

In order to receive RMRA funds, the City must meet a MOE requirement using discretionary funding from the General Fund. The City's MOE requirement is $567,148, which has been included in the FY2026-2027 adopted budget as a transfer from the General Fund to SB1 Road Maintenance Rehab (Fund 237). The expected RMRA allocation for FY 26-27 will be $3,074,513.

Attachments
Attachment No. 1 - Resolution No. 2026-36
ATTACHMENT NO. 1
Resolution No. 2026-36

Page 1 of 3 ends

RESOLUTION NO. 2026-36

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, APPROVING AND
ADOPTING A LIST OF FISCAL YEAR 2026-2027
PROJECTS FUNDED BY SENATE BILL 1: THE ROAD
REPAIR AND ACCOUNTABILITY ACT OF 2017
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, the Governor signed Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017, into law in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of the City are aware of the projects proposed for funding in the community and which projects have been completed each fiscal year; and WHEREAS, the City must adopt by resolution a list of projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the City will receive an estimated $3,074,513 in RMRA funding in Fiscal Year 2026-27 from SB 1; and
WHEREAS, the SB 1 funding will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and
WHEREAS, the City used a Pavement Management System (StreetSaver) to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community’s priorities for transportation investment; and
WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate the local streets identified in this resolution throughout the City; and WHEREAS, the 2023 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in “at-risk” condition and this revenue will help the City increase the overall quality of its road system and over the next decade will bring the City’s streets and roads into a better condition; and Resolution No. 2026-36

Page 2 of 3 ends

WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.

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

SECTION 1. The foregoing recitals are true and correct.

SECTION 2. The following proposed projects will be funded in-part or solely with Fiscal Year 2026-27 Road Maintenance and Rehabilitation Account revenues:

Project Title: Residential Streets Rehabilitation Program, FY 26/27 (Maintenance Zone 1)
Project Description: Asphalt rehabilitation and maintenance including cold-mill & overlay and slurry seal construction at various locations Citywide, as identified on the City’s Pavement Management Program.

Project Location: Residential streets within City of West Covina, west of N Vincent Ave, east of Puente Ave/Ardilla St, N La Sena Ave (city limits), north of Interstate 10 Freeway, and south of W Puente Ave/Los Angeles St/E Badillo St (city limits).

Estimated Project Schedule: Start (01/2027) – Completion (12/2027) Estimated Project Useful Life: 10-15 years
Project Title: Pedestrian and Vehicle Traffic Safety Improvements (26-27) Project Description: Signage and striping improvements throughout the City of West Covina.

Project Location: Local roads within City of West Covina, west of N Grand Ave/ S Nogales St/S Lemon Ave (city limits), east of Grenel Dr/ S Nogales St/Kimberley Dr/S Azusa Ave/Valinda Ave/Puente Ave (city limits), north of Fairgrove Ave/Francisquito Ave/Alwood St/E Amar Rd/Temple Ave/Valley Blvd (city limits), south of E Workman Ave/W Badillo St/Los Angeles St (city limits).

Estimated Project Schedule: Start (01/2027) – Completion (12/2027) Estimated Project Useful Life: 10-15 years
SECTION 3. The following previously proposed and adopted project may utilize Fiscal Year 2026-27 Road Maintenance and Rehabilitation Account revenues in its delivery. With the relisting of this project in the adopted fiscal year resolution, the City is reaffirming to the public and the State its intent to fund these projects with Road Maintenance and Rehabilitation Account revenues:

Resolution No. 2026-36

Page 3 of 3 ends

Project Title: Annual Residential Streets Rehabilitation Program, FY 25/26 (Maintenance Zone 11)
Project Description: Asphalt rehabilitation and maintenance including cold-mill & overlay and slurry seal construction at various locations Citywide, as identified on the City’s Pavement Management Program.

Project Location: Residential streets within City of West Covina, west of Nogales St, east of Azusa Ave (city limits), north of Giano Ave/Wednesday Dr/Tuesday Dr/Gehrig St/Amanada St (city limits), and south of Amar Rd and La Puente Rd.

Estimated Project Schedule: Start (01/2026) – Completion (12/2026) Estimated Project Useful Life: 10-15 years
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 2nd day of June, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, CMC, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-36 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 2nd day of June, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
AGENDA ITEM NO. 5

DEPARTMENT WELLNESS PROGRAM
RECOMMENDATION:

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

Comprehensive health and wellness programs are a critical component of firefighter safety, operational readiness, and long-term workforce sustainability. Firefighting is among the most physically and psychologically demanding professions, with personnel routinely exposed to extreme physical exertion, hazardous environments, traumatic incidents, irregular sleep cycles, and cumulative occupational stress. National fire service organizations including the National Fire Protection Association (NFPA), the International Association of Firefighters (IAFF), and the International Association of Fire Chiefs (IAFC) strongly advocate for the implementation of structured, ongoing health and wellness programs to address these risks.

A joint study conducted by the IAFF and IAFC confirms the well-designed health and wellness programs significantly reduce line-of-duty injuries and illnesses, decrease cardiovascular events the leading cause of firefighter line-of-duty deaths and improve overall firefighter performance and career longevity. The study further highlights departments with comprehensive wellness initiatives experience reduced lost work time, lower workers’ compensation costs, and improved mental resilience among personnel.

NFPA 1583, Standard on Health-Related Fitness Programs for Fire Department Members, establishes the minimum requirements for a fire department health-related fitness program. The standard provides a framework for developing a structured, ongoing program to ensure that firefighters are physically capable of safely and effectively performing essential job functions. Historically, these services were provided through Santa Ana College. However, the program has not been consistently maintained.

In prior years, this program was funded through the Human Resources Department. The intent of this action is to transfer funding to the Fire Department budget to ensure consistent, sustainable implementation of annual health and wellness evaluations and testing, thereby enhancing firefighter safety, physical readiness, and mental well-being.

Additionally, the Occupational Safety and Health Administration (OSHA) requires annual respiratory fit testing, medical evaluations, and hearing conservation testing for firefighters. While respiratory fit testing is currently completed annually, a comprehensive wellness program ensures full compliance with OSHA requirements while aligning with NFPA 1583 and the recommendations of the IAFF and IAFC.

The primary objectives of reestablishing an annual firefighter health and wellness program include reducing the risk of cardiovascular events, preventing injuries, decreasing lost work time, supporting mental and behavioral health, improving job performance and career longevity, and reducing workers’ compensation claims.

In addition to physical fitness, modern fire service wellness programs emphasize the importance of mental health and behavioral well-being. Firefighters face elevated risks of stress-related conditions, including anxiety, depression, and post-traumatic stress. Integrating mental health screening, education, and early intervention into a comprehensive wellness program supports psychological resilience, reduces stigma, and promotes a healthier and more effective workforce.

DISCUSSION:

The proposed, On Duty Health's Platinum Five-Year Program provides a comprehensive, evidence-based health and wellness solution specifically designed for the unique occupational risks faced by firefighters. This program directly aligns with the department’s objectives to enhance firefighter safety, improve operational readiness, reduce line-of-duty injuries and illnesses, and support long-term workforce sustainability, while maintaining compliance with NFPA, IAFF, IAFC, and OSHA standards.

In this proposal, On Duty Health would deliver a structured, five-year rotational screening program for approximately 70 department members, ensuring annual evaluations while strategically sequencing advanced diagnostic testing to maximize clinical value and cost efficiency. Core components conducted annually include comprehensive laboratory testing, full physical examinations, and cardiopulmonary fitness assessments, supporting early identification of cardiovascular risk factors—the leading cause of firefighter line-of-duty deaths nationwide.

The recommended package further strengthens the department’s cancer prevention and early detection efforts through advanced screening modalities that exceed traditional wellness program offerings. These include full-body and targeted ultrasound imaging, PFAS exposure testing, LP-PLA2 cardiovascular risk testing, low-dose CT lung cancer screening with coronary calcium scoring, brain MRI screening, and the Galleri® multi-cancer detection blood test. Collectively, these services address both occupational cancer risks and cardiovascular disease, which remain two of the most significant long-term health threats to the fire service.

Mental and behavioral health is a critical component of this program. Enhanced psychological screening is incorporated within the five-year cycle to identify stress-related conditions, support early intervention, and promote psychological resilience. This integrated approach aligns with current fire service best practices, emphasizing the importance of mental wellness alongside physical health.

The On Duty Health delivery model further supports program sustainability and administrative efficiency. All medical records are maintained in a secure, fully electronic system, providing individual members with year-to-year access to their health data while offering the department an anonymized, department-wide analytics dashboard. This data-driven approach enables leadership to identify trends, target injury and illness prevention strategies, and make informed decisions regarding health improvement initiatives.

In addition to annual evaluations, On Duty Health offers ongoing occupational health services, including return-to-duty evaluations, new hire medical assessments, health education seminars, behavioral health support, nutrition counseling, and fitness training. This “one-stop” service model reduces fragmentation, improves continuity of care, and ensures consistent application of NFPA 1583 and OSHA requirements, including respiratory medical evaluations and hearing conservation testing.

Overall, the On Duty Health Platinum Package represents a proactive investment in firefighter health that supports early detection, injury and illness prevention, reduced lost work time, improved mental and physical performance, and long-term reductions in workers’ compensation and healthcare-related costs. Transferring this program to the Fire Department budget ensures consistent, sustainable implementation and reinforces the department’s commitment to firefighter safety, readiness, and well-being.

Pursuant to Section 2-335(3) of the West Covina Municipal Code, a procurement of items that are available from only one (1) source, or only one (1) source is able to supply a commodity or service within the timeframe or under the terms and conditions which meet the needs of the City is exempt from the City's competitive procurement requirements. Staff believes On Duty Health meets the sole source requirements due to the overall complexity of the service package.

LEGAL REVIEW:

The City Attorney's Office did not review this staff report.

OPTIONS:

The City Council has the following options:

1. Approve staff's recommendations; or

2. Provide alternative direction.

Prepared by: Mike Browne, Assistant Fire Chief
Additional Approval: Roxanne E. Lerma, Assistant City Manager Fiscal Impact
FISCAL IMPACT:

Approval of the On Duty Health Platinum Five-Year Screening Program will result in an annual General Fund cost of $106,260 to provide comprehensive health and wellness evaluations for approximately 70 fire department personnel. This recurring investment is intended to reduce long-term general fund exposure by proactively addressing the primary drivers of firefighter medical claims, lost work time, and workers’ compensation costs through early detection and prevention. However, a funding source has not been identified for the program. The Fire Department will work with the Finance Department to identify one. An update will be provided to the City Council at a future meeting.

Attachments
Attachment No. 1 On Duty Health Full Proposal
Attachment No. 2 On Duty Health Platinum Package Quote
Attachment No. 3 On Duty Health Sole Source Letter
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Enhance City Image and Effectiveness
Keeping First Responders
Healthy & Fit For Service
Firefighter & Physician Owned
ATTACHMENT NO. 1
Proposal for
West Covina, CA Fire Department
Health and Fitness Assessments with enhanced
Cancer, Cardiac and Mental Health Screening

On-site Occupational Health
Providers Specialized in
First Responder Health
Prepared For
Mike Browne
Proposed On
5-11-2026
Proposal is CONFIDENTIAL
Keeping First Responders
Healthy & Fit For Service
On Duty Health
First Responder Health
512.655.3578
[email protected]
1752 E Lugonia Ave, STE 117-4949
Redlands, CA 92373
Dear West Covina Fire Department:

Thank you for your proposal request from On Duty Health regarding your upcoming annual first responder health & fitness assessments. We take very seriously the high calling that it is to serve this critical population. And we’re confident that we’ll provide you with expert health assessments as well as excellent customer service.

Included in this proposal, you’ll find the outline of services we offer, including a full NFPA 1580 and WFI compliant annual assessment at your department.

This includes a full body ultrasound screening, comprehensive labs, maximal stress testing utilizing WFI protocol, TRUE VO2 Max testing, vision and audiometry testing, muscular strength and endurance testing, in-depth behavioral health assessment, and more.

Our medical record system is fully electronic, meaning that each of your patients will always have a secure online portal through which they can track their health results year to year. And, we provide administration with a department-wide analytics dashboard to help inform your decisions on where to implement health improvement plans, with our guidance.

We also hope to partner with you to offer continuing services such as returnto-duty assessments, new hire assessments, health education seminars, behavioral health support, nutrition counseling and fitness training. Consider us your one-stop-shop for all your fire health needs.

One of our Co-Owners and Co-Founders is a Fire Chief with 30 years in the industry, bringing a first responder-tailored experience and perspective to everything we do. We practice evidence-based medicine, following current peer-reviewed research, offering novel cancer screening tools such as MultiCancer Early Detection Blood Tests and Low Dose CT. Our physicians are board certified in cardiology, radiology, dermatology, general and preventative medicine. And our team of Physician Assistants, Nurse Practitioners, Ultrasound Technicians, Exercise Physiologists, Counselors, Nutritionists, Personal Trainers and Phlebotomists are all specifically trained in first responder occupational health.

Again, thank you for your request. I’m hopeful that we’ll be working together soon to help keep your first responders healthy and fit for service. And please don’t hesitate to call or email us if you have any questions.

Warm regards,
Kristin Batla, DMSc, PA-C
Chief Medical Officer, Co-owner
On Duty Health
Highlights
• Full NFPA 1580 and WFI
compliant annual assessment
at your department.
• Full body ultrasound
screening, including
Radiology followup for
abnormal findings
• CPET - Cardiopulmonary
Exercise Testing (stress
testing with TRUE VO2 Max
testing), including Cardiology
followup for abnormal findings
• Comprehensive labs and
urinalysis
• Vision and audiometry testing
• Muscular strength and
endurance testing
• In-depth behavioral health
assessments
• Department-wide de-identified
Health Dashboards
• Human Performance Data
Analysis
• Return-to-duty assessments
• New hire assessments
• Health education seminars
• Behavioral health support
• Nutrition counseling
• Fitness training
• Conducting, participating in,
and incorporating the latest
research in first responder
health
Company Profile
On Duty Health is a physician, firefighter and femaleowned, customer-service-centered healthcare company specifically specialized in mobile first responder health.

We currently serve over 9,200 first responders in 145
agencies across California, Texas, Missouri, Iowa &
Colorado with our comprehensive annual health and
fitness assessments.

Our occupational medical practice was founded in early 2020 from the inspiration of our Co-Owner and Co-Founder, Fire Chief Brent Batla. Chief Batla shared the major health issues faced by firefighters:

Cancers (NIOSH)
• 9% higher risk of being diagnosed with cancer
• 14% higher risk of dying from cancer
• Significantly higher risk for specific types of cancer Cardiac Deaths (NFPA)
40-50% of annual duty-related fatalities
Behavioral Health Issues (IAFF)
19% experienced suicidal thoughts
27% struggled with substance abuse
65% suffer from PTSD
80% said asking for help would make them seem “weak”
With the above statistics in mind, our system has been designed to identify life threatening issues early so a firefighter may have the best chance at not only surviving, but thriving well into retirement. We are fully NFPA-compliant, but go well beyond the NFPA standards by incorporating the latest research and knowledge in firefighter-specific health concerns. And, we bring the best value for your taxpayer dollars by focusing on providing the most comprehensive option, for the best pricing; This includes providing our full physical assessment for every member, every year, as well as providing for Radiology and Cardiology followups when indicated.

Programs & Options

BRONZE PROGRAM
*Please Note: Our pricing for all programs scales depending on number of patients confirmed.

Offers NFPA 1580 Compliance
Labs & Urinalysis
• Urinalysis
• Complete Blood Count
• Complete Metabolic Panel
• Lipid Panel with LDL/HDL Ratio
• A1C (Glucose)
• Thyroid Stimulating Hormone
Physical Examination
• Comprehensive Physical with Health History & Vitals
• Advanced Vision Testing (Titmus V2)
• Audiometry Testing
• Skin Cancer Assessment
• Behavioral Health Assessment (Questionnaires & Oral exam) • Sleep Disruption Questionnaire
• Breast Cancer Screening and Mammogram Recommendation/Review (females) • Review of Results w/ Personalized Health Plan
Cardiopulmonary Screening & Fitness Assessment
• EKG Treadmill Stress Testing; Consisting of 12-lead EKG treadmill/bicycle stress test to maximal volition utilizing WFI protocol, VO2 Max Calculation (NO True VO2) • Pulmonary Function Testing (Spirometry)
• Metabolic Analysis w/ Body Composition
• Muscular Endurance, Strength and Flexibility Evaluation • Human Performance Assessment
Virtual Health Education Seminars
Total per person* $769
SILVER PROGRAM (most popular)
Above and beyond the NFPA Standard. Adds Enhanced Labs, Ultrasound and CPET. The healthcare backbone for ~70% of our agencies. Offered every year, for every member (not with certain elements only offered every-other-year.)
Labs & Urinalysis
• Bronze Program Labs, PLUS:
• C-Reactive Protein
• CA-125 Ovarian Cancer Screening (females)
• Prostate Specific Antigen (male patients 40 and over) • Fecal Occult Screening Kit (patients 40 and over)
Comprehensive Physical
• Per Bronze Program
Cardiopulmonary Screening & Fitness Assessment
• Bronze Program Assessment, PLUS:
• Cardiopulmonary Exercise Testing (CPET) consisting of 12-lead EKG treadmill or bicycle stress test to maximal volition utilizing WFI protocol, Blood Pressure readings, and TRUE VO2 Max Testing • Cardiology followup as indicated Ultrasound Enhanced Cancer Screening
• Ultrasound imaging of the carotid arteries, aorta & aortic valves, thyroid, liver, pancreas, gall bladder, spleen, kidneys, bladder, pelvic (women), testicular and prostate (men)
• Radiology followup for abnormal findings, as indicated Department Physician Services
• Fit-for-Duty Guidance: Expert evaluation and recommendations regarding work restrictions, accommodations, and return-to-duty determinations • Policy & Labor Support: Medical input for departmental health policies and participation in MOU and labor negotiations as an independent clinical authority • Case Management & Follow-Up: Continuous physician guidance for members with identified medical conditions, including coordination, monitoring, and return-to-work support
• Independent Medical Oversight: Objective, evidence-based medical opinions aligned with occupational health, NFPA standards and industry best practices Virtual Health Education Seminars
Total per person $879

GOLD PROGRAM
Premium protection for your team, including additional cancer, cardiac and behavioral health screening options
Enhanced Labs & Urinalysis
• Silver Program Labs, PLUS:
• Fecal Occult Screening Kit (ALL patients)
+ Hormone Levels Testing (Testoterone- males, Estrogen- females) Comprehensive Physical
• Per Silver Program
Cardiopulmonary Screening & Fitness Assessment
• Per Silver Program
Ultrasound Enhanced Cancer Screening
• Per Silver Program
Low Dose CT Lung Screening AND Coronary Calcium Scoring • Lung Cancer Screening & Coronary Calcium Scoring, conducted every 5 years (1/5th of department annually) • Conducted through regional radiology partner Enhanced Psychological Screening
• Enhanced Behavioral Health Questionnaires
• Telemedicine evaluation includes 30 minute check-in with a licensed mental health professional, specialized in first responder health
• Conducted every 5 years (1/5th of department annually) Department Physician Services
• Per Silver Program
Virtual Health Education Seminars
Total per person $1,179
PLATINUM PROGRAM (5 Year Program)
1Conducted on Year One, 2Conducted on Year Two, 3Conducted on Year Three, 4Conducted on Year Four, 5Conducted on Year Five, *Patients must provide a marriage license for this service to be provided Elite, nation-leading program offering the most comprehensive screening options available for first responders. Departments must be subscribed with full agency for five year period to participate Every Year:

Gold Labs & Urinalysis
Comprehensive Physical
Cardiopulmonary Screening & Fitness Assessment
Ultrasound Enhanced Cancer Screening135
Spouse/Partner Ultrasound Benefit (no charge)5
LP-PLA2 - Lipoprotein-associated Phospholipase A2 - Stroke and Cardiovascular Disease Risk Blood Test1 (conducted one time)
PFAS (Perfluoroalkyl and polyfluoroalkyl) Substance Testing1 Low Dose CT Lung Screening with Coronary Calcium Scoring2 MCED Test (Multicancer Early Detection Blood Test)3
Enhanced Psychological Screening4 (may be excluded if department has program in place) In-Person Health Education Seminars Hosted at Your Department for Each Shift5 Periodic Virtual Health Education Seminars
Total per person, per year, for five years $1,479
Platinum Program Visual Matrix Year 1 Year 2 Year 3 Year 4 Year 5 Enhanced (Gold) Labs √ √ √ √ √
Full Physical √ √ √ √ √
Cardiopulmonary Assessment (CPET) √ √ √ √ √
Ultrasound Cancer Screening √ √ √
Spouse/Partner Ultrasound (included at no charge) √
PFAS Levels Testing √
LP-PLA2 √
Low Dose CT Lung and Coronary Calcium Scoring √
MCED Test (Galleri or CancerGuard) √
Enhanced Psychological Screening √
In-Person Health Education Seminars √

ALL PROGRAMS
at a Glance
All Programs Visual Matrix BRONZE SILVER GOLD PLATINUM
Labs & Urinalysis √ √ √ √
Full Physical √ √ √ √
Cardiopulmonary Assessment √ √ √ √
Periodic Virtual Health Education Seminars √ √ √ √
Departmental Health Dashboards √ √ √ √
Department Physician Services √ √ √ √
Ultrasound √ √ √
Enhanced Labs √ √
Hormone Testing √ √
Low Dose CT Lung and Coronary Calcium Scoring √ √
Enhanced Psychological Screening √ √
Spouse/Partner Ultrasounds (No Charge) √
PFAS √
LP-PLA2 √
MCED Test √
In-Person Health Education Seminars √
Additional Screening Options
Item Description Pricing
New Hire Physical • Includes all elements of Bronze Program (full labs, physical, and EKG Stress Testing).

Physicals are to be performed at a nearby department. Rapid Strike new hire option is available on-site with a minimum of 3 patients.
$879
Extended New Hire
Lab Panel (Optional)
• Recommended to establish baseline, then repeated post-exposure • Hepatitis Panel (A, B, C)
• HIV Screening
• TB Screening (QuantiFERON Gold Blood Test)
• Urine Drug Screen
• Heavy Metals I Profile
$435
Preemployment
Psychological
Screening
• Hosted in-person
• POST Standard. Includes questionnaires and an evaluation with a licensed mental health specialist, specialized in first responder health • Employer receives a “suitable” or “unsuitable” recommendation $499
Annual Enhanced
Psychological
Screening
• Enhanced Behavioral Health Questionnaires
• Telemedicine evaluation includes 30 minute check-in with a licensed mental health professional, specialized in first responder health
$199
Return-to-Duty
Physical
• Patient is reevaluated and cleared/not cleared based on the issue in question $299 Ultrasound Only • Offered as an “a la carte” standalone option • Ultrasound imaging of the carotid arteries, aorta & aortic valves, thyroid, liver, pancreas, gall bladder, spleen, kidneys, bladder, pelvic (women), testicular and prostate (men)
• Radiology followup for abnormal findings, as indicated $249
Additional Services Available (per person)
Item Description Pricing
Cancer Labs Galleri Multi-Cancer Early Detection Blood Test (50+ cancers) $749 CancerGuard EX Multi-Cancer Early Detection Blood Test $699 OneTest Premium Multi-Cancer Early Detection Blood Test $429 EsoGuard Esophageal Cancer Test $1,399
Cancer Marker Screening Panel (CEA, CA 19-9, AFP, Amylase, Lipase) $99 CA-125 (ovarian cancer screening - women) $49
Cancer antigen 15-3 (CA 15-3) [breast cancer] $99
Additional Fecal Occult Colorectal Cancer Screening Kits $69 Other Labs Hepatitis A, B and C Test (Acute Hepatitis Panel) $69 QuantiFERON Gold TB (Blood test) $89
Medical Professionals Urine Drug Screen (12 drug panel) $99 Nicotine Screening (Urine) $49
HIV testing $49
Heavy Metals Profile I, Blood (arsenic, lead, mercury) $129 Heavy Metals Profile II, Blood (arsenic, cadmium, lead, mercury) $159 Cholinesterase (HazMat) testing $69
Testosterone or Estrogen levels $49
Lp-PLA2 Activity - Aid in predicting risk of coronary heart disease $99 PFAS Toxin Testing (Polyfluoroalkyl - man made chemicals) $399 CT Scanning Low Dose CT Lung Screening (available through regional partners) $499 CT Coronary Artery Calcium Scoring (available through regional partners) $299 MRI Brain MRI (available through regional partners) $699 DMV/DOT DOT Certified Medical Examination (Class B) (During exam, not after-the-fact) $99 DMV Form Sign-off (Firefighter Endorsement Form 546) $0 Personal Training Our certified personal trainer can work with individual patients through Telehealth to improve health outcomes through customized workout programming $169/mo
Nutrition Counseling Each health assessment comes standard with nutrition recommendations. However, our licensed nutritionist can work with a patient via Telehealth who needs extra guidance for meal planning, shopping, cooking, and more for enhanced health outcomes $169/mo
On Duty Health Key Advantages:

Decision Science through Data Analytics
Awareness of your department’s overall health is extremely important. We assist you by providing a de-identified Health Dashboard which shares various key health metrics, guiding you for improving the health and longevity of your crew. This datadriven model allows department administration to see exactly where attention and investment might be needed.

Electronic Medical Records & Patient Portal
Gone are the days of scribbling all of your patient history down on multiple sheets of paper, and then receiving printouts of your health information, only to misplace them and potentially compromising your Private Health Information. We are fully electronic. Every aspect of our assessment goes directly into our EMR system, and each patient gets secure access to their own Patient Portal, where they can access results, track their health from year to year, message their provider, and more.

Personalized Health Analysis
Each of our exams includes a comprehensive Human Performance analysis of the patient’s health data and results by a provider. The provider then makes recommendations for areas that require improvement. Additionally, both the patient and the provider can track the patient’s health statistics from year to year, providing a clear picture of their overall health trends.

No Patient Left Behind
We offer the most competitive pricing, while also offering the most advanced, comprehensive exam available. Our COO, as a retired Fire Chief, has made it a priority for us to offer this high-level of service, while keeping costs down to ensure taxpayers that their dollars are being spent wisely. From our lower pricing, you can see one simple, but important reality: On Duty Health is focused on First Responder Health, not maximizing profits. An important principle in our pricing structure is: NO PATIENT LEFT BEHIND. That means, for most of our packages, every patient is receiving the Ultrasound Screening and Stress Testing every year. While there is some research to support age stratification, where patients under 40 receive these tests over longer intervals, we regularly find cancer and life threatening heart conditions in this younger population. Our system does not cut corners to save ourselves money. We provide the most comprehensive option by including these important testing elements for each patient every year.

Research Driven
We are not only interested in utilizing the newest available research for first responder health, we are driving it. We have been involved in multiple collaborations to further first responder health and wellness, particularly in regards to first responder Behavioral Health, Cancer, and Cardiac Health, with organizations such as the National Fire Academy, Fire Service Psychology Association, the National Disease Research Interchange’s Center for Fire, Rescue, and EMS Health Research, and Loma Linda University.

Multi Cancer Early Detection Tests
We are excited to offer multiple Multi Cancer Early Detection Tests such as the Galleri Test by Grail, CancerGuard by Exact Sciences, OneTest, EsoGuard, and more. All tests are offered at a first responder discount. Tests can also be ordered through our online store as a cash-pay option if department budget doesn’t allow for these services, and may also be offered to spouses or retirees.

Spouse Benefit
Your spouse/partner’s health directly impacts your well-being and your ability to perform at your best on the job. To support the entire first responder family, On Duty Health offers a Spouse Ultrasound Benefit that provides access to potentially life-saving screening services for departments on our Platinum Five Year Program, on the fifth year of the program. In addition, spouses, family members and retirees will receive discounted pricing through our online store for full examinations, ultrasound-only services, MCED tests and more, as long as the department is willing to host.

Department Physician & Medical Oversight Services
On Duty Health’s Department Physician & Medical Oversight Services are included as part of our standard program and are not billed as an additional or separate consulting fee, unlike many occupational health providers. Through direct access to our Chief Medical Officer and collaborating physicians, departments receive ongoing clinical guidance on complex fit-for-duty decisions, health-related policy development, and labor or MOU discussions where medical expertise is required. When a member is identified with a medical concern, our providers remain engaged throughout the process, providing continuity of guidance and support to both the department and the member until resolution or safe return to duty. This integrated provider consult model ensures agencies have consistent, objective medical leadership embedded within their wellness and occupational health program.

Qualifications & Certifications
Our medical team is fully certified and licensed per state and national healthcare law requirements. Our Advanced Practice Providers (NPs & PAs) are currently licensed to practice in the State of California and are specifically trained in Occupational Health. They are supervised by our Medical Director, Wayne Dysinger, MD, MPH, who is a physician in Loma Linda with 38 years of experience. Dr. Dysinger is specially trained in Lifestyle Medicine.

We are also fully compliant with Corporate Practice of Medicine Laws (CPOM) in the State of California.

California Based
We are based in Southern California, and currently serve 58 California cities, from the San Diego area all the way up to Eureka.

CA References:

Wayne Seacrist, Palm Springs Fire & Police - 120 patients [email protected], 760.880.1037
Alex Kargbo, Santa Barbara Fire - 100 patients
[email protected], 408.964.0013
Jay Enns, Paso Robles Fire & Police - 90 patients
[email protected], 805.227.7560
Sid Jamotte, Marin County Firefighters (Ross Valley, CA) - 200 patients [email protected], 415.250.8236
Reviews:
✪✪✪✪✪ On Duty Health has set a very high bar for Health and Wellness screenings, and consulting. The team at On Duty Health took great care of our Firefighters, spent ample time explaining the findings of our assessments, and set us up for success to better serve our community. We look forward to working with them annually. -Sid Jamotte, Health & Wellness Coordinator, Ross Valley, CA FD.
✪✪✪✪✪ On Duty Health has been great for all our members at Santa Barbara City Fire and would recommend ODHs services to any and everybody. Amazing staff and end product. -Alex Kargbo, Health & Wellness Coordinator, Santa Barbara, CA FD. ✪✪✪✪✪ This is our second year using this service. We are very pleased. Thank you for keeping our people healthy. Amazing staff and end product. -Brian Hayward, Division Chief, Heartland Fire & Rescue, CA. ✪✪✪✪✪ To say we are thrilled with the quality of service provided by your crew is an understatement. I can't say enough how much we enjoyed having them here for four weeks and the fact that they want to come back is better yet! We would love to have any and all of them back next year - they were all very friendly, professional and clearly experienced in handling the unique challenges of providing physical assessments to members of the fire service. -Jim Wold, Health & Wellness, Stockton, CA FD CURRENT CA CLIENTS:

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Follow Us
@ondutyhealth
Contact
o. 512.655.3578
f. 512.528.3589
e. [email protected]
California:
1752 E Lugonia Ave, STE 117-4949
Redlands, CA 92374
Texas:
2028 E Ben White Blvd, STE 240-4949
Austin, TX 78741
www.onduty.health

ESTIMATE
On Duty Health, PLLC
2028 E Ben White Blvd, Ste 240-
4949
Austin, TX 78741-6966
[email protected]
+1 (512) 655-3578
www.onduty.health
Bill to
West Covina, CA Fire Department
1444 W. Garvey Ave. South
West Covina, CA 91790
Ship to
West Covina, CA Fire Department
1444 W. Garvey Ave. South
West Covina, CA 91790
Estimate details
Estimate no.: 1462
Estimate date: 05/11/2026
# Date Product or service Description Qty Rate Amount

1. "Platinum Package - Enhanced"
Health & Fitness Assessment
Elite, nation-leading program offering
the most comprehensive screening
options available for first responders.

Departments must be subscribed with
full agency for five year period to
participate.

Every Year- Enhanced Labs &
Urinalysis
• Urinalysis • Complete Blood Count •
Complete Metabolic Panel • Lipid Panel
with LDL/HDL Ratio (Total Cholesterol) •
A1C (Glucose/Hemoglobin) • Thyroid
Stimulating Hormone • C-Reactive
Protein • CA-125 Ovarian Cancer
Screening (females) • Prostate Specific
Antigen (male patients 40 and over) •
Fecal Occult Screening Kit (ALL
Patients) • Hormone Levels Testing
(Testoterone- males, Estrogen- females)
Every Year- Comprehensive Physical
• Comprehensive Physical with Health
History & Vitals • Advanced Vision
Testing (Titmus V2) • Audiometry
Testing • Skin Cancer Assessment •
Behavioral Health Assessment
(Questionnaires & Oral exam) • Sleep
Disruption Questionnaire • Breast
Cancer Screening and Mammogram
Recommendation/Review (females) •
Review of Results w/ Personalized
Health Plan
Every Year- Cardiopulmonary
Screening & Fitness Assessment
70 $1,479.00 $103,530.00
ATTACHMENT NO. 2
• Cardiopulmonary Exercise Testing
(CPET) consisting of 12-lead EKG
treadmill or bicycle stress test to
maximal volition, Blood Pressure
readings, and TRUE VO2 Max Testing
• Cardiology followup as indicated •
Pulmonary Function Testing
(Spirometry) • Metabolic Analysis w/
Body Composition • Muscular
Endurance, Strength and Flexibility
Evaluation •
Years 1/3/5- Ultrasound Enhanced
Cancer Screening
• Ultrasound imaging of the carotid
arteries, aorta & aortic valves, thyroid,
liver, pancreas, gall bladder, spleen,
kidneys, bladder, pelvic (women),
testicular and prostate (men) •
Radiology followup for abnormal
findings, as indicated
Year 1- LP-PLA2 Test + PFAS Levels
Testing
Year 2- Low Dose CT Lung Screening
AND Coronary Calcium Scoring
• Lung Cancer Screening & Coronary
Calcium Scoring • Conducted through
regional radiology partner
Year 3- MCED Test (Galleri or
CancerGuard)
Year 4- Enhanced Psychological
Screening
• Enhanced Behavioral Health
Questionnaires • Telemedicine
evaluation includes 30 minute check-in
with a licensed mental health
professional, specialized in first
responder health
Year 5- In-Person Health Education
Seminars
Year 5- Spouse/Partner Ultrasound
Benefit at no charge
Continuous- Department Physician
Services
• Fit-for-Duty Guidance: Expert
evaluation and recommendations
regarding work restrictions,
accommodations, and return-to-duty
determinations • Policy & Labor
Support: Medical input for
departmental health policies and
participation in MOU and labor
negotiations as an independent clinical
authority • Case Management & FollowUp: Continuous physician guidance for members with identified medical
conditions, including coordination,
monitoring, and return-to-work support
• Independent Medical Oversight:

Objective, evidence-based medical
opinions aligned with occupational
health, NFPA standards and industry
best practices
Periodic- Virtual Health Education
Seminars

2. On Site Phlebotomy Sending phlebotomist on-site to
perform draws and urinalysis
70 $39.00 $2,730.00
Note to customer
Please note: This estimate is subject to our Cancellation Policy. It is also subject to our Unplanned Paperwork Requests Policy, which states:

For any form/paperwork requests, there will be a $19 fee for ALL forms processed outside of an appointment with a provider (unplanned DOT forms, unplanned Medical Clearance Forms, unplanned stats gathering, etc). Our standard processing time is 5-7 business days.

Total $106,260.00
Accepted date Accepted by
to k e n = 4 7 e b 3 1 1 c e 2 f3 4 e 3 7 b d 9 7 4 7 5 2 a 4 1 2 a 6 0 2 a 3 0 e 7 e 9 8 7 2 9 4 4 6 b c b 2 3 b a b fc d 8 4 a 3 d 6 c f0 4 8 2 3 4 8 f8 4 6 4 7 b c a 2 f4 a 8 9 9 0 e 7 c 3 0 a 2

SOUL SOURCE LETTER
West Covina, CA Fire Department
Acting Chief Mike Browne
October 1, 2025
Dear Chief Browne:

On Duty Health is a provider of comprehensive, on-site health assessment services specifically specialized in firefighter health. These health assessments meet and exceed NFPA 1580 specifications, including full body ultrasound cancer screening, comprehensive labs, a maximal 12-lead EKG treadmill stress testing utilizing WFI protocol, TRUE VO2 Max testing, vision and audiometry testing, muscular strength and endurance testing, in-depth behavioral health analysis and more. On Duty Health is locally based, and firefighter co-owned.

On Duty Health is specifically the sole source for a locally based, on-site firefighter health specific occupational medicine practice that conducts TRUE VO2 Max testing. TRUE VO2 Max testing gives a member a more accurate picture of their cardiopulmonary health, as opposed to just a standard VO2 Max Calculation. We are a sole source in this category for offering Cardiology and Radiology followups with reports for any abnormal results found with the patient, when indicated. We are also a sole source for providing the most comprehensive screening options available, including multiple MCED (Multi-Cancer Early Detection Test) offerings, Low Dose CT Lung Screening and Coronary Calcium Scoring, as well as other premium options included in our standard package offerings.

With our comprehensive, on-site health assessment program, we offer a very unique combination of tools to give your member the best picture possible of their health.

Sincerely,
Greg Batla, MBA
On Duty Health
Chief Executive Officer
On Duty Health
1752 E Lugonia Ave, STE 117-4949
Redlands CA 92374 512.655.3578
ATTACHMENT NO. 3
AGENDA ITEM NO. 6

AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE: June 2, 2026
TO: Mayor and City Council
FROM: Milan Mrakich, Acting City Manager
SUBJECT: CONSIDERATION OF NEED TO CONTINUE EMERGENCY REPAIRS AT FIRE STATION 3
RECOMMENDATION:

It is recommended that the City Council review the emergency action for the emergency conditions at Fire Station 3 and adopt the following resolution:

RESOLUTION NO. 2026-50 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST

COVINA, CALIFORNIA, DETERMINING, BY A FOUR-FIFTHS VOTE OF THE CITY COUNCIL, THAT THERE IS A NEED TO CONTINUE THE EMERGENCY ACTION AT FIRE STATION 3 BACKGROUND:

On April 7, 2026, the City Council adopted Resolution No. 2026-32 determining that an emergency exists at Fire Station 3 due to a rodent infestation and that the emergency will not permit the competitive solicitation for bids, and directing and authorizing the Acting City Manager to cause emergency repairs to be performed and to take any directly related and immediate action required by the emergency.

Pursuant to Public Contract Code Section 22050(c), the City Council is required to review the emergency action at every regularly scheduled meeting until the action is terminated, to determine, by a four-fifths vote, that there is a need to continue that action. The City Council is also required to terminate the action at the earliest possible date that conditions warrant.

On April 21, 2026, the City Council adopted Resolution No. 2026-34, determining, by a four-fifths vote, that there was a need to continue the emergency action at Fire Station 3.

On May 5, 2026, the City Council adopted Resolution No. 2026-35, determining, by a four-fifths vote, that there was a need to continue the emergency action at Fire Station 3.

On May 19, 2026, the City Council adopted Resolution No. 2026-38, determining, by a four-fifths vote, that there was a need to continue the emergency action at Fire Station 3.

DISCUSSION:

The Acting City Manager authorized staff to proceed with all necessary work under the emergency action to safeguard the immediate health and safety of personnel at Fire Station 3. As detailed in the April 7, 2026 staff report, the rodent infestation presents serious health and sanitation hazards, exposing firefighters to unsafe living and working conditions.

The City has executed a Construction Services Agreement with Sunshine Pacific Group America, Inc., and repair work continues at Fire Station 3.

Public Works continues to coordinate closely with Fire Department Management and Fire Station 3 personnel to maintain safety during the remediation process, including the provision of temporary accommodations.

As the repair work is ongoing, staff recommends that the City Council determine there is a need to continue the emergency action.

LEGAL REVIEW:

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

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:

This is strictly an administrative item. Therefore, there is no fiscal impact associated with this action.

Attachments
Attachment No. 1 - Resolution No. 2026-50
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
Enhance City Image and Effectiveness
ATTACHMENT NO. 1
RESOLUTION NO. 2026-50

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

WEST COVINA, CALIFORNIA, DETERMINING, BY A

FOUR-FIFTHS VOTE OF THE CITY COUNCIL, THAT

THERE IS A NEED TO CONTINUE THE EMERGENCY
ACTION AT FIRE STATION 3
The City Council of the City of West Covina hereby finds and declares as follows:

WHEREAS, Public Contract Code section 1102 defines an “emergency” as “a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services”; and
WHEREAS, pursuant to Public Contract Code section 22050(a)(1), in the case of an emergency, the City, pursuant to a four-fifths vote of the City Council, may repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts; and WHEREAS, pursuant to Public Contract Code section 22050(a)(2), before the City Council takes any action pursuant to paragraph (1), it shall make a finding, based on substantial evidence set forth in the minutes of its meeting, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency; and
WHEREAS, pursuant to Section 2-357(a) of the West Covina Municipal Code, in cases of an emergency, the City Council, after making a finding, based on substantial evidence set forth in the minutes of the meeting, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency, may, by a four-fifths (⅘) vote of the City Council, repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts; and WHEREAS, City staff recently identified a significant rodent and rat infestation within Fire Station 3; and
WHEREAS, the infestation poses a clear and imminent danger requiring immediate action to avoid health and safety issues; and WHEREAS, on April 7, 2026, the City Council adopted Resolution No. 2026-32, finding, by a four-fifths vote, that an emergency exists at Fire Station 3 which will not permit the competitive solicitation for bids and directing and authorizing the Acting City Manager to cause emergency repairs to be performed and to take any directly related and immediate action required by the emergency; and
WHEREAS, pursuant to Public Contract Code section 22050(c), if the City Council orders emergency repairs, the City Council is required to review the emergency action at its next regularly scheduled meeting and at every regularly scheduled meeting thereafter until the action is terminated, to determine, by a four-fifths vote, that there is a need to continue the action, and to terminate the action at the earliest possible date that conditions warrant so that the remainder of the emergency action may be completed by a competitive solicitation for bids; and
WHEREAS, on April 21, 2026, the City Council adopted Resolution No. 2026-34, determining, by a four-fifths vote, that there was a need to continue the emergency action at Fire Station 3; and
WHEREAS, on May 5, 2026, the City Council adopted Resolution No. 2026-35, determining, by a four-fifths vote, that there was a need to continue the emergency action at Fire Station 3; and
WHEREAS, on May 19, 2026, the City Council adopted Resolution No. 2026-38, determining, by a four-fifths vote, that there was a need to continue the emergency action at Fire Station 3.

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

SECTION 1. Based upon the information provided in the staff report accompanying this resolution, the City Council determines that there is a need to continue the emergency action at Fire Station 3.

SECTION 2. The City Manager shall report to the City Council at every regularly scheduled meeting until this emergency action is terminated the reasons justifying why the emergency continues to exist and whether there is a need to continue the emergency action.

SECTION 3. In accordance with Public Contract Code section 22050(c)(3), the City Council will terminate the emergency action at the earliest possible date that conditions warrant so that the remainder of the emergency action may be completed by a competitive solicitation for bids.

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 2nd day of June, 2026.

Letty Lopez-Viado
Mayor

APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick, CMC
City Attorney Assistant City Clerk
I, LISA SHERRICK, CMC, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2026-50 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 2nd day of June, 2026, by the following vote of the City Council:

AYES:

NOES:

ABSENT:

ABSTAIN:

Lisa Sherrick, CMC
Assistant City Clerk
AGENDA ITEM NO. 7

BUILDINGS AND FACILITIES
RECOMMENDATION:

It is recommended that the City Council:

Award the contract for Request for Proposals (RFP) No. 2026-14 for janitorial services for City facilities to UMS, Inc. dba United Maintenance Systems.

2. Authorize the City Manager to negotiate and execute any amendments or extensions to the agreement.

3. BACKGROUND:

United Maintenance Systems has been providing janitorial services to the City of West Covina since February 1, 2017. The current agreement includes janitorial services for City-owned buildings and facilities, namely: City Hall Civic Center (City Hall, Police Department and Communications), West Covina Sportsplex, Cameron Park Community Center, Cortez Park Senior Center, Palmview Park Community Center and Public Works Administrative Building. These services include cleaning, polishing and vacuuming of floors, dusting, window washing, spot cleaning, cleaning and disinfecting of all restrooms, emptying trashcans, restocking of supplies, and other janitorial duties.

The current agreement is scheduled to expire on June 30, 2026.

DISCUSSION:

On March 17, 2026, the RFP 2026-14 for janitorial services was advertised and sent out to subscribers through the City's third party website, Planet Bids.

A mandatory pre-proposal meeting was held on March 25, 2026, and was attended by 22 janitorial service contractors.

On April 9, 2026, fourteen (14) proposals were received from the following firms:

Bidder: Monthly Cost
Universal Building Maintenance LLC
dba Allied Universal Janitorial Services
$        28,604
Base Hill, Inc. $        25,211
CCS Facility Services $        29,997
Coast 2 Coast Preservations dba Diverse Janitorial $        34,113 Coastal Building Services (CBS, Inc.) $        33,984
DMS Facility Services, Inc. $        52,055
Executive Facilities Services, Inc. (EFS, Inc.) $        37,297 Guaranteed Janitorial Service, Inc. $        33,386
JJ Property Maintenance Network, Inc. $        40,088
Merchants Building Maintenance, LLC $        32,409
Santa Fe Janitorial Maintenance Services, Inc. $        41,321 Smart N Clean Co. $        24,672
Ultimate Maintenance Services, Inc. $        42,420
United Maintenance Systems $        26,350
A review panel evaluated the proposals based on qualifications, experience, proposed work plan, understanding of the City’s needs, and cost competitiveness using the following criteria:

Criteria: Maximum Points
Completeness of Proposal 25
Relevant Experience and Qualifications
of Proposed Project Team
25 Capacity to Perform 30
Proposed Cost 20
Total Score 100
Staff completed their review and evaluated the proposals with the average score and ranking as follows:

Bidder: Average Score: Ranking:

United Maintenance Systems 88 1
Merchants Building Maintenance, LLC 84 2
Smart N Clean Co. 80 3
Executive Facilities Services, Inc. (EFS, Inc.) 77 4
Guaranteed Janitorial Service, Inc. 76 5
CCS Facility Services 75 6
Coast 2 Coast Preservations dba Diverse Janitorial 73 7 Base Hill, Inc. 68 8
DMS Facility Services, Inc. 68 8
Coastal Building Services (CBS, Inc.) 66 10
Bidder: Average Score: Ranking:

Santa Fe Janitorial Maintenance Services, Inc. 65 11
Ultimate Maintenance Services, Inc. 63 12
JJ Property Maintenance Network, Inc. 62 13
Universal Building Maintenance LLC
dba Allied Universal Janitorial Services 61 14
Following review and evaluation of all submitted proposals, United Maintenance Systems received the highest overall ranking and was determined to be the most qualified firm to provide janitorial services for the City’s facilities. UMS is a family-owned and operated business. The owner has been in the janitorial business for over 34 years and has personal experience in the field. They have proven to be effective and flexible throughout this and prior contract terms. UMS works with a variety of different large companies, and service many high-maintenance government facilities such as the City of West Covina, City of Glendora, City of Cypress, Howmet Aerospace and California State University of Los Angeles.

A draft of the agreement is included as Attachment No. 2.

LEGAL REVIEW:

The City Attorney's Office will review the final form of the agreement prior to execution.

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 janitorial services is included in the Fiscal Year 2026-27 operating budget within the respective facility maintenance accounts.

Funding Source: Account Number: Amount:

Service Contracts –
Buildings
110.503.61.52.00.00.61.61300. $265,200
Other Contractual Services –
West Covina Sportsplex
242.504.61.51.10.39.61.61200. $ 51,000
Attachments
ATTACHMENT NO. 1 - RFP 2026-14 Janitorial Services for City Facilities Attachment No. 2 - Draft Agreement
CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety
Achieve Fiscal Sustainability and Financial Stability
Enhance City Image and Effectiveness

ATTACHMENT NO. 1
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 2 of 103 Attachment H Statement of Compliance
Attachment I DIR Number Request and Certification Form
Proposals must be submitted no later than 1:30 pm on April 9, 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 Karen Ogawa, Finance Director. The City Representative can be reached via e-mail at [email protected] or by phone at (626) 939- 8438. 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 County-operated 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.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 3 of 103 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 three (3) years, 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.

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.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 4 of 103

8.4 FEE SCHEDULE
The fee schedule should include hourly rates, miscellaneous fees and other anticipated expenses, and the total cost of the services. The Fee Schedule (in Excel format) is available for download as part of this RFP. Proposers shall complete the Fee Schedule by entering data electronically, printing and signing, and including a copy in the submitted proposal. In addition, proposers shall upload the completed Excel spreadsheet as a separate attachment with the proposal.

Instructions are included with Attachment D.

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.

8.8 FINANCIAL STATEMENTS
The proposer shall submit with his/her/its proposal financial documents for the most current year in which a tax return has been submitted with interim financial documents as of the last month end. The financial documents are to include Income Statement, Balance Sheet and Statement of Cash Flows.

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 Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 5 of 103 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 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 Finance Director via email at [email protected]. A hard copy of the request must also be mailed to the Finance Director 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 Finance Director and Purchasing Manager within five (5) business days following the opening of the proposals. This includes all protests relating to advertising of the Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 6 of 103 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.gov 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.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 7 of 103 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.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 8 of 103 Proposals will be ranked according to the following criteria:

Criteria Maximum Points
Completeness of Proposal 25
Relevant Experience and Qualifications of
Proposed Project Team
25 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 Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 9 of 103 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 J 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 Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 10 of 103 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 J).

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ATTACHMENT A

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

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

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

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 ___________

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ATTACHMENT B

SUBCONTRACTOR CAMPAIGN CONTRIBUTION ACKNOWLEDGEMENT FORM (IF APPLICABLE)
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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: _________________________________

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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

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City of West Covina Request for Proposals Page 17 of 103 SAM.GOV DEBARMENT AND SUSPENSION VERIFICATION

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ATTACHMENT D

FEE SCHEDULE
Fee Schedule Instructions

1. The Fee Schedule and Supplemental – Hourly Rate and Specialty Vehicles/Equipment Schedules are a requirement of the RFP.

2. The Fee Schedule with Supplemental – Hourly Rate and Specialty Vehicles/Equipment Schedule (in Excel format) is available for download.

3. Complete the Fee Schedule and Supplemental – Hourly Rate and Specialty Vehicles/Equipment Schedule by entering data electronically. Items in green require Contractor data input.

4. Print, sign, and include a copy in proposal.

5. In addition, upload the completed Excel spreadsheet as a separate attachment with your proposal.
a. Save as: Company Name
b. Protect your workbook

6. See Samples on next pages
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City of West Covina Request for Proposals Page 19 of 103 A separate Supplemental – Hourly Rate and Specialty Vehicles/Equipment Schedule of detailed hourly personnel and equipment rate sheet and costs for other services offered must be included with the proposal. (See Next Page)
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ATTACHMENT E

SCOPE OF SERVICES
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 22 of 103 SCOPE OF SERVICE:

Before award of the contract can be approved, the City shall be satisfied that the contractor involved meets the following requirements:

A. Contractor has completed one or more accounts of the same size, scope or value of the type of work specified in this contract. In these accounts, the contractor must have provided full service janitorial service of the type of work specified in this contract. References shall be provided to the City.

B. Contractor has organizational capacity, technical competence and equipment necessary to satisfactorily provide services required in this contract.

C. Contractor maintains an office within a 50-mile radius of job site and to provide the office with phone service during normal working hours. If a telephone answering service is utilized, the answering service shall be capable of contacting the Contractor by cellular phone, radio or pager.

Should the Contractor maintain an office beyond a 50-mile radius of the job site, the following criteria are required:
i. The Contractor shall provide the City with the name, address and telephone number of an employee residing within a 50-mile radius of the job site. This employee shall be required to maintain 24-hour phone service with the City. If a telephone answering service is utilized, the employee of the Contractor shall be required to respond to the City by radio or pager on a 24-hour basis, and report to the project site within one (1) hour after such notification.
ii. This employee shall have supervisory capacity.
iii. Should this employee of the Contractor move out of the 50-mile radius of the job site, a new employee may be substituted, upon prior approval of the City.

D. A Call Out - Regardless of location of Contractor’s office, the Contractor is required to provide the City with a 24-hour phone number for emergency call out and contact outside normal working hours. Contractor’s response to the project site following an emergency call-out shall not be more than one hour after notification. Failure to comply with this on-call / emergency call out requirement or failure to report to the project site within one-hour after notification may result in liquidated damages in the sum of $500.00 for each occurrence. Should the Contractor fail to respond as specified by the contract, the Contractor shall be liable for any loss and/or costs sustained by the City to correct said emergency in addition to any other damages or remedies.

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City of West Covina Request for Proposals Page 23 of 103 E. Personnel Qualifications – All Contractors’ employees shall be required to comply with the work rules established for City buildings. All personnel working in or near the project location shall be of good character, neat in appearance, and in appropriate uniforms (including company name and name badges for each worker). Appearance and uniforms are subject to the approval of the Contract Officer. Any Contractor’s employee whose employment or performance is objectionable to the City shall be immediately removed from the premises. A request by the City to remove an employee shall not constitute an order to discipline or discharge the employee. All actions taken by the Contractor in regard to employee discipline shall be at the sole discretion of the Contractor. The City shall be held harmless in any disputes the Contractor may have with the Contractor’s employees. This shall include, but not limited to, charges of discrimination, harassment, and discharge without just cause. The City of West Covina Police Department will conduct security background checks of the Contractor’s employees.

F. Security – Contractor shall be responsible for use of all City keys issued to him then, under no circumstances, shall Contractor’s employees admit anyone to areas controlled by a key in their possession. All doors and windows shall be closed and locked upon completion of cleaning operations in the area. All areas shall be double-checked at the end of shift to verify the areas are secured. On occasion, certain areas, which are normally open for cleaning, may be secured. In such a situation cleaning shall take place only upon request.

Contractor shall not duplicate any keys for premises under any circumstances. Any lost keys or need for additional keys shall be promptly reported to or requested from Public Works/Maintenance Division. To avoid the possibility of tracing lost keys to the premises, the Contractor shall not put identification on any keys.

Employees of Contractor shall not disturb papers or personal effects on desks, open drawers or cabinets, use telephone, radio or television sets, computers or tamper with other personal or City property. Due to the confidential nature of certain buildings or areas, designated times will be established for cleaning.

G. Increase/Decrease in Scope of Work - It is understood that this specification’s description of work is the City’s present service requirements only, and the scope of work may increase or decrease during the term of the contract. City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 24 of 103 deducting from said work. No such extra work may be undertaken unless a written change order is first given by the Contract Officer to the Contractor, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Contractor. Increases in compensation of twenty-five percent (25%) of the Contract Sum, or $25,000 whichever is greater, as approved by the Contract Officer. Any greater increases, taken either separately or cumulatively must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services or reasonably contemplated therein.

H. Public Safety – All operations will be conducted so as to provide maximum safety for the public.

I. Transportation to Facilities - It shall be the responsibility of the Contractor to provide consistent, reliable transportation for equipment and staff to service identified facilities. All costs related to the maintenance and operation of said transportation vehicle(s) shall be the sole responsibility of the Contractor.

J. Interpretation of Specifications – The City of West Covina Maintenance Division shall be the interpreting authority of technical specifications for Janitorial Services.

K. Responsibility, Coordination, Meetings – Work shall be performed by competent workers supervised by a supervisor who is competent in speaking English and has experience and technical training in custodial maintenance work. The Contractor shall meet with the City Representative once weekly or daily if required. The contractor shall attend additional meetings if deemed necessary by the City. The Contractor’s on-site supervisor and the City’s representative shall conduct daily inspections of the premises to ensure compliance with the work required by this contract. Extra or project work authorized by the City shall also be inspected on a regular basis and performed to the standards of the City.

L. Inspection of Facilities - The City reserves the right to make all final determinations as to whether the work has been satisfactorily completed. In the event that results of the Janitorial Service are considered unsatisfactory by the City Representative, the Contractor shall be required to re-clean the unsatisfactory area at no cost to the City. Said service shall be performed without interruption in the regular cleaning schedule.

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1. CITY HALL

SPECIFIC OFFICES TO BE EXCLUDED FROM THIS SERVICE
City Manager’s Office (3,312 square feet)
Human Resources Office/Risk Management suite (1,764 square feet) Information Technology office (1,368 square feet)
Total of 6,444 square feet. These offices will be serviced by City Staff ONLY DAILY SERVICE – Custodial Porter on site at City Hall for 4 hours from 8:00am – 12:00pm to work when City Hall is open for business. Provide Porter services as needed on a daily basis. Scope of work to vary. Furnish all labor, equipment, materials and supervision to perform the Porter service.

NIGHT: Monday through Thursday (work hours shall be after 6:30 p.m.) NIGHTLY SERVICES - The following tasks shall be performed four (4) days per week, Monday through Thursday (except holidays). Furnish all labor, equipment, materials and supervision to perform the janitorial services as described herein.

1. Empty office trash containers.

2. Replace trash liners as needed.

3. Vacuum thoroughly all carpeted areas. Spot clean spill marks as needed.

4. Thoroughly clean and disinfect all toilets, urinals, sinks, counters, mirrors, paper holders, stainless steel and door handles.

5. Wet mop restrooms with disinfectant.

6. Check and restock soap and paper supplies as needed in all restrooms.

7. Sweep second and third floor hallways with chemical treated dust mop.

8. Sweep first floor exterior tile with chemical treated dust mop.

9. Clean first floor employee break room and kitchen including:
tables and chairs, emptying trash and replacing liners, Wet mop floor, clean counters and sink.

10. Dust all furniture including: desks, chairs, counters, filing cabinets and shelves.

11. Spot clean walls, light switches, doors and doorknobs as necessary.

12. Remove all cobwebs (interior and exterior).

13. Make sure all doors, restrooms and elevators are securely locked. Check weekly calendar to insure that doors, restrooms and elevators in use for night meetings are accessible until meetings are completed.

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14. Clean and polish all water fountains on each floor.

15. Sweep and dust east and west stairways, including
handrails.

16. Spot clean walls in stairwells.

17. Walk the third-floor balcony and remove trash as needed.

18. Service elevators, including polishing all stainless-steel doors, clean door tracks, clean walls, doorframes and
electric eyes. Vacuum carpet and clean exterior doors on each floor.

19. Clean and disinfect kitchenettes including counter tops, sinks and floors.

20. Spot clean glass entry doors on all floors.

21. Thoroughly clean and disinfect first floor and Council Chamber restroom including toilets, urinals, sinks,
mirrors, paper holders, stainless steel, door handles,
partitions and doors. Replenish all soap and paper
supplies as needed.

22. Dust mop first floor with chemically treated dust mops.

WEEKLY SERVICES - The following tasks shall be performed at City Hall.

1. Breezeway (First Floor)
a. Empty outdoor trash cans and replace liners as needed. b. Mop breezeway floor

2. City Council Chambers, (First Floor)
a. Empty trash containers in Council Chambers and replace liners as needed.
b. Transport all glassware and pitchers to the kitchen
area and clean. Clean and tidy kitchen area.
c. Vacuum thoroughly all carpeted areas of
Council Chambers and Community Meeting
Room. Spot clean carpets as needed.
d. Follow calendar closely each day for special cleaning needs.
e. Dust all wood surfaces in Council Chambers.
f. Clean Council Members chairs.

3. City Hall building and offices.
a. Cleaning crew at City Hall shall start at 6:30pm
during the week when City Hall is open for
business.
b. Dust all window sills (do not include exterior
windows facing north and south on second floor).
c. Clean telephones.
d. Damp mop all tile areas (includes basement print shop). e. Clean all glass walls in cubicles.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 27 of 103 f. Clean and stock custodial room in City Hall and Police Department.
g. Dust all vents and tops of partitions in restrooms.
h. Clean glass doors and all glass surfaces to 7’ height MONTHLY SERVICES - The following tasks shall be performed at City Hall.

1. Dust all ceiling and wall vents and return air grills.

2. Polish office tile areas once per month.

3. Clean glass on first floor display case and basement display case.

4. Clean inside and out of all entry glass doors.

5. Hand sweep carpet edges in Community Room and City
Council Chambers

6. Machine clean and seal restrooms.

7. Clean elevator carpets with hot water extraction system and apply soil retardant.

8. Polish or seal hallway tile surfaces on second and third floors.

QUARTERLY SERVICES – The following tasks shall be performed at City Hall.

1. Dust all office area mini-blinds.

2. Clean all glass surfaces over 7’.

SEMI-ANNUAL SERVICES – The following tasks shall be done at City Hall.

1. Strip and re-wax first floor tile areas every six months. May be done on an area- by-area basis provided areas are treated at least once every six months. City will provide a schedule to be followed.

2. Strip and re-wax basement print shop floor.

3. Clean City Hall exterior windows and window sills.

2. CITY YARD MAINTENANCE OFFICE
NIGHT: Monday through Thursday (work hours shall be after 6:00 p.m.) NIGHTLY SERVICES - The following tasks shall be performed four (4) days per week, Monday through Thursday (except holidays). Furnish all labor, equipment, materials and supervision to perform the janitorial services as described herein.

1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area.

2. Sweep all vinyl floors using the dustless method.

3. Vacuum and spot clean all carpeting.

4. Clean, disinfect and polish drinking fountain.

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5. Sweep all tile floors with a chemically treated dust mop.

6. Wash entrance doors (both sides) and polish metal.

7. Spot clean doors, door frames, and around light switches, removing all smudges.

8. Dust all furniture, file cabinets, window partition sills, ledges, etc.

9. Wash and polish all counter tops.

10. Spot clean interior windows and sills.

11. Clean kitchen and kitchenette daily.

WEEKLY SERVICE – One (1) time per week.

1. Sweep, remove black marks and buff vinyl floors.

2. Clean and disinfect ear and mouthpieces of all telephones.

3. Wax executive furniture with furniture polish. (Shall be cleared of miscellaneous articles).

4. Clean air vents weekly.

MONTHLY SERVICE – One (1) time per month.

1. Perform high dusting, i.e. door sashes and tops of partition.

2. Clean baseboards and kick plates of dust and all marks.

3. Brush down wall and/or ceiling vents.

4. Wash all windows (interior and exterior).

SEMI-MONTHLY SERVICE – Two (2) times per month.

1. Polish all wooden interior doors.

2. Wax vinyl floors with approved applicant.

QUARTERLY SERVICE – Every three (3) months.

1. Machine strip floors.

2. Refinish and buff vinyl floors.

RESTROOM DAILY SERVICE – (Except holidays) – Four (4) days a week, Monday thru Thursday.

1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required.

2. Clean and wash with disinfectant both sides of toilet seats.

3. Clean and polish all mirrors and chrome fixtures.

4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors.

5. Refill tissue, hand towel, seat cover and soap dispensers.

6. Spot clean walls (including partitions).

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7. Empty and wash with disinfectant sanitary napkin containers and replace inserts.

8. Empty waste containers and wipe outside clean.

9. Sweep and mop floors with a germicidal disinfectant.

BI-WEEKLY SERVICE – Two (2) times per month.

1. Pour hot water down floor drain to prevent sewer gases from escaping.

2. Pour hot water down sinks.

MONTHLY SERVICE – One (1) time per month.

1. Brush and wash vents.

2. Wash area around vents.

QUARTERLY SERVICE – Every three (3) months.

1. Machine strip floors with germicidal disinfectant.

2. Refinish and buff all floors.

3. POLICE DEPARTMENT AND POLICE FACILITIES
Furnish all labor, equipment, materials and supervision to perform the janitorial services as described herein.

DAY: Work hours 8 a.m. to 5 p.m. Monday through Friday and 10 a.m. to 4 p.m. on Saturday, Sunday and holidays
DAILY SERVICES - The following tasks shall be performed by full time day personnel, five days per week, Monday through Friday (except holidays).

1. Empty trash and replace liners as needed.

2. Pick up and clean showers as needed.

3. Dust mop main floor lobby and lunch room with chemically treated dust mops.

4. Dust mop the basement offices, locker rooms, copy rooms and hallways with chemically treated dust mops once per day.

5. Wet mop north and south stairwells once per day.

6. Dust mop basement and main floor exterior entrances with chemically treated dust mops.

7. Spot mop all spills and footprints from basement offices.

8. Dust and clean north and south stairwell handrails and facings, and wall spots on walls in stairwell once per day.

9. Thoroughly clean and disinfect basement restrooms, including Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 30 of 103 cleaning and disinfecting of all toilets, urinals, sinks mirrors, paper holder, stainless steel partitions and door handles.

10. Inspect and clean all vents, partitions and doors inside and out.

11. Replenish all soap and paper supplies as needed.

12. Perform a secondary cleaning and stocking routine of the basement and main floor restrooms.

13. Spot clean all doorway glass.

14. Spot clean main floor glass and displays.

15. Clean front desk counter, cabinets, and public telephone.

16. Spot clean all doors; walls and rails for smudge marks and prints.

17. Spot clean spill marks on carpets.

18. Thoroughly clean lunchrooms including outside patio tables, chairs and concrete.

19. Provide custodial services as requested by management personnel.

20. Clean crime lab and designated basement offices.

21. Clean booking area.

22. Check and clean interrogation area.

23. Empty rear and booking area trash containers and replace trash liners as needed.

24. Clean firing range.

25. Clean all cabinet surfaces.

WEEKLY SERVICES - to be performed once weekly by full time day personnel.

1. Clean police monuments in front of police station

2. Wet mop and machine polish basement hallways, weight room and offices with tile floors.

3. Dust all window ledges.

4. Clean glass doors and all glass surfaces to 7’ height.

5. Clean glass walls in cubicles.

MONTHLY SERVICES – to be performed by day personnel

1. Wash interior glass in main floor counter area.

2. Clean ceiling areas at vents and at exterior lights.

3. Wash all exterior/interior windows over 7’ in height.

NIGHT: Work hours 6:00 p.m. to 11:00 p.m.

NIGHTLY SERVICES - The following tasks shall be performed seven (7) days per week.

1. Vacuum thoroughly all carpeted areas.

2. Clean carpet with hot water extraction method with power Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 31 of 103 head, upon request for additional charge.

3. Spot clean carpets for spills, stains and marks.

4. Sweep tile thoroughly each with chemically treated dust mops.

5. Spot mop spill marks.

6. Wet mop lunch room, restrooms, locker rooms and shower rooms with disinfectant. Empty trash and replace liners, dust tops of lockers and clean mirrors.

7. Thoroughly clean and disinfect all toilets, urinals, sinks, mirrors, paper holders, stainless steel, and door handles in restrooms.

8. Replenish soap and paper supplies in restrooms.

9. Report any plumbing irregularities.

10. Clean glass entry door.

11. Empty all trash containers.

12. Replace trash liners as needed.

13. Dust all desks, counters, tables, furniture, and lobby display areas including plaques.

14. Clean fingerprint area including counters, walls, doors, etc.

15. Properly align furniture after vacuuming.

16. Clean glass partitions for prints and smudges in Detective Bureau.

17. Empty pencil sharpeners.

18. Spot-clean wall as needed.

19. Remove cobwebs and debris (interior and exterior).

20. Empty trashcans in parking areas.

WEEKLY SERVICES – to be performed by night personnel

1. Hand-sweep carpet edges.

2. Wet mop lunchroom and offices, which have, tile floors.

3. Thoroughly clean, scrub, and detail shower area including walls, floors, ceiling, drains, fixtures, doors and coving.

4. Inspect and clean vents, partitions and doors.

5. Flush drains and fill floor drains.

6. Dust windowsills.

7. Clean and polish office desks, counters and tables.

8. Dust picture frames and high surfaces.

9. Sweep shooting range.

MONTHLY SERVICES – to be performed by night personnel

1. Machine scrub and polish all tile floors.

2. Floors are to be stripped and maintain a high gloss
professional look.

3. Clean all air vents.

4. Acid wash showers and thoroughly scrub
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QUARTERLY SERVICES

1. Dust mini-blinds once every three months.

2. Clean all glass surfaces over 7’

POLICE JAIL AREA
To be performed between 12:00 noon to 2:00 p.m. Monday through Friday. Between 2:00 p.m. to 4:00 p.m. on Saturday. On Sundays between 3:00 p.m. to 5:00 p.m. From Monday through Friday the contract employee assigned to City Hall may assist with these duties.

DAILY SERVICES

1. Check with jailer for disposition of jail due to overnight use during the morning (between 8:30 a.m. to 9 a.m.).

2. Throughout the day respond to “special needs” of jailer for clean-up of feces, urine, vomit, etc.

3. Dust mop all floors, including cells, hallways, kitchen, booking area, all holding areas, and printing area with fresh chemically – treated dust mops.

4. Clean and wash all counters, wood and door windows with disinfectant cleaner.

5. Clean all chairs and bottoms of doors.

6. Empty all trash containers and replace all trash liners as needed.

7. Dust all horizontal surfaces and vents.

8. Thoroughly clean and disinfect all cells including spot cleaning mattresses and thoroughly maintain mattress area, sinks and toilets.

9. Clean windows of cells.

10. Wet mop all floors with disinfectant cleaner.

11. Clean light fixtures in hallways and cells as needed.

12. Clean storage area including sweeping, setting up of the shelves, placing blankets and other supplies in designated places, and removing all trash.

13. Clean kitchen area (including floors).

14. Replenish all paper supplies.

15. Clean all emergency boxes “enter and exit” boxes, and intercom boxes, or sooner if needed.

16. Clean the two microwave ovens, stove, refrigerator, light fixtures, vents, sinks, cabinets and clock.

17. Tend to emergency cleaning as needed.

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WEEKLY SERVICES

1. Machine polish hallway floors once per week.

MONTHLY SERVICES

1. Clean inside of oven with oven cleaner.

2. Pumice-stone areas.

SERVICE GROUP
Cleaning of these areas must be coordinated with Police Captain.

DAILY SERVICES

1. Vacuum thoroughly all carpeted areas.

2. Clean and polish desks.

3. Check for cobwebs and remove as needed.

4. Empty trash cans.

5. Spot clean entry glass door.

MISCELLANEOUS - as requested.

COMMUNICATIONS DEPARTMENT
Day-work to be performed between the hours of 6:30 a.m. to 8:00 a.m. Monday through Friday and between 8:00 am to 10 am on Saturday and Sunday.

DAILY SERVICES

1. Empty all trash containers and replace all trash-liners. Wash and spot clean all trash containers daily, or sooner if needed.

2. Sweep all floors thoroughly.

3. Visually check all corners and edges for cobwebs, debris, and buildup.

4. 5. Visually check all corners and edges for cobwebs, debris, and buildup.

6. Wet mop all floors.

7. Thoroughly clean restrooms, including cleaning and
disinfecting of all toilets, urinals, sinks, mirrors, paper holders, stainless steel, and door handles.

8. Inspect and clean vents, partitions, and doors inside and out daily.

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9. Replenish all soap and paper supplies.

10. Dust all low horizontal surfaces including desks, filing cabinets, and counters.

11. Spot clean all walls, filing cabinet doors and vents.

12. Vacuum all carpets thoroughly.

13. Spot clean carpets for spills as needed.

WEEKLY SERVICES

1. Hand-sweep carpet edges.

2. Clean telephones.

3. Clean all windowsill ledges.

4. Clean glass doors and all glass surfaces to 7’ height.

MONTHLY SERVICE

1. Wash all exterior/interior windows over 7’ in height.

QUARTERLY SERVICE

1. Seal restroom floors every three months.

2. Clean all blinds once every three months.

TWICE-YEARLY SERVICE

1. Machine scrub floors every six months.

4. CAMERON COMMUNITY CENTER
Working hours shall be between the hours of 10:00p.m. and 7:00a.m. MondayFriday (except holidays)

DAILY SERVICES

1. Clean Floors - Wood and Tile Floors
a. The Contractor shall sweep the floor with a treated dust mop to remove all dirt, trash dust, particles and other debris.
b. The Contractor shall wet mop the floor.
c. When wet mopping, ensure that the floors, walls,
baseboards, corners, thresholds, and adjacent surfaces
are free of dirt, dust, streaks, spills, stains, gum, tar and Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 35 of 103 other foreign substances, including those resulting from the cleaning equipment and the splashing of cleaning
solution.
d. The Contractor shall operate the City provided floor machine
e. The Contractor shall ensure that all cleaning solutions have been mixed according to the manufacturer’s
directions and are appropriate for the floor surface.
f. The Contractor shall take the necessary precautions, including the display of “wet floor” signs to ensure that facility users are advised of wet/slippery floors (if
cleaning occurs during course of business hours).

2. Clean Carpets and Floor Mats
a. The Contractors shall use a carpet vacuum to remove
surface soil and embed frit from all areas accessible to the carpet vacuum.
b. Chairs, tables and trash receptacles shall be moved to vacuum underneath and then replaced to their original
positions.
c. The beater bars or brush of the vacuum shall be adjusted to correspond to the pile height of the carpet.
d. A tank vacuum with a crevice tool and brush attachment shall be used to clean all areas that are inaccessible to the carpet vacuum.
e. The Contractor shall also spot clean the carpet to remove all spots, stains, gum, tar and other foreign substances. f. When spot cleaning carpet, the Contractor shall use a spray foam product and soft bristle brush to agitate the area; any dampness shall be removed by blotting area
with a clean soft cloth.
g. The City’s Representative(s) shall be notified if spotcleaning effort is not effective.

3. Clean Furnishings
a. The contractor shall spot clean all furnishings (i.e., furniture) such as desks, chairs, cabinets, display cases, counters, tables and other furnishings.
b. Furnishings shall be free of dust particles, lint, litter, stains, smudges, fingerprints, gum, tar, grease, marks, streaks and foreign substances.
c. Item on top of the furnishings shall not be disturbed during the cleaning procedure.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 36 of 103

HARD SURFACE
a. The Contractor shall use a sponge, clean cloth and spray bottle of neutral detergent or glass cleaner to clean
washable surfaces.
b. Glass cleaners shall be used on all glass surfaces. After cleaning, these surfaces shall have a clean uniform
appearance, free from streaks, spots and other evidence of removable soil.

CLOTH
a. The Contractor shall use a lightly treated dust cloth, tank vacuum with dusting attachment, or a combination
thereof to clean surfaces.
b. When spot cleaning cloth furnishings, the Contractor shall use a spray foam product and a sponge to agitate
the area; any dampness shall be removed by blotting the area with a clean soft cloth.
c. The Contractor shall notify the City’s Representative(s) if spot-cleaning effort is not effective.

4. Empty and Clean Trash Receptacles
a. The Contractor shall empty all trash receptacles on
breezeway (6) and in the facility.
b. Liners shall be replaced when soiled or torn; existing liners, which are clean, shall be reused.
c. The interior and exterior of trash receptacles will be free of trash, liquids, gum, grease and other foreign
substances.
d. Those trash receptacles, which are found to contain
liquids or other substances, which could be the cause of odors, shall be washed out and dried before new liners
are installed.
e. The removed trash shall be placed into the dumpster
located in the exterior trash enclosure.
f. No trash shall be left on the ground around the enclosure. g. The trash enclosure shall remain closed at all times.

5. Clean Kitchen
a. All marks, stains, graffiti, dirt, dust, food particles and other foreign substances shall be removed.
b. Clean & Disinfect all sinks, appliances and drains.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 37 of 103

6. Clean Drinking Fountains
a. The Contractor shall use an approved germicidal
cleaner, applied from a spray bottle, a clean sponge,
small brush or mildly abrasive pad to remove all hard
water deposits, obvious soil, steaks, smudges and
foreign substances from and polish the drinking fountain and entire cabinet.

7. Clean Restrooms
Clean & Disinfect Sinks, Toilet, Urinals, Exposed Plumbing a. The Contractor shall use a germicidal cleaner, a clean sponge, abrasive pad, toilet bow mop, clean cloth and
cleanser to completely clean and disinfect all exposed
surfaces of sinks, toilets and urinals.
b. The cleaning shall include the drying and polishing of all exposed hardware.
c. The interior of toilets, toilet seats and urinals shall be scoured using a bowl mop.
d. After the interior has been scoured, the fixture shall be flushed and the water level followed down with a circular motion of the bowl mop to remove stains and chemical
rings.
e. After cleaning, the fixtures shall present a clean, bright, shiny appearance.
f. Fixtures shall be free of all visible soils, scales, blood, feces, rust stains, scum, streaks, oily smudges, mineral deposits and other foreign substances.
g. All metal hardware such as flush valves, faucets valves and faucets shall be wiped dry and be free of streaks,
spots, stains, etc.
h. Inoperable or broken fixtures shall be immediately
reported to the City’s Representative(s).
i. Clear Sink, Urinal & Toilet Stoppage
j. The Contractor shall attempt to clear all toilets and sink stoppages by use of a plunger or other device.
k. If the attempt to clear the stoppages(s) has failed the Contractor shall post an “out of order” sign on the sink, urinal. Or toilet stall door and shall immediately report the stoppage(s) to the City’s Representative(s).
l. Where main sewer stoppages occur, the Contractor
shall secure/lock the restroom and post an “Out of
Order” sign on the restroom door and shall immediately
report the stoppage(s) to the City’s Representative(s).

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 38 of 103 Clean Walls, Partitions, Door Frames & Door Handles
a. The Contractor shall spot clean walls, partitions
(including the interiors of toilet stalls and doors), door frames and door handles and remove all dirt, cobwebs,
graffiti, marks, blood, feces, smears, and other foreign substances.
b. The Contractor shall ensure that water/cleaning fluids are not spilled onto floors or adjacent areas.

Clean & Disinfect Restroom Floors
a. The Contractor shall begin cleaning/disinfecting
operation by sweeping floor with dust mop or broom to
remove all dirt, dust, trash, particles and other debris. b. The Contractor shall also remove all feces, blood and vomit.
c. The Contractor shall then thoroughly wet the entire floor utilizing a wet mop, mop bucket and wringer and a
germicidal cleaner solution.
d. The solution must be allowed to remain on the floor for three to four minutes and shall then be agitated using a scrub brush or an abrasive pad.
e. The cleaning solution shall be removed using a wellwrung mop. f. After being mopped, the floor shall have a uniform
appearance with no streaks, film swirl marks, detergent residue, mop strings, and grout should be free of mold or other evidence of soil.
g. The Contractor shall ensure that there are no splash marks or mop steaks left in fixtures, walls, baseboards, trash receptacles, etc.

Clean Mirrors
a. The Contractor shall remove all soil, streaks, smudges, film and foreign substance, from the mirror surface and frame, using glass cleaning solution and a cloth.
b. Mirror surface shall be polished with a clean, dry cloth so that it presents a uniform, clean appearance.

Fill & Clean Paper Dispensers
a. The Contractor shall refill all paper towel. Toilet tissue and other paper dispensers to the proper fill level.
b. The Contractor shall also wipe clean the dispensers and adjacent surfaces with a germicidal cleaner to remove
handprints and smudges.

Fill & Clean Soap Dispensers
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 39 of 103 a. The Contractor shall refill all soap dispensers to their proper fill level, in accordance with manufacturer’s
instructions.
b. The Contractor shall also wipe clean the dispensers and adjacent surfaces, removing any spills created during
the refilling process.
c. The Contractor shall check all dispensers for proper operation and shall report inoperative devices to the
City’s Representative(s).

8. Clean Exterior Remove Litter
a. The Contractor shall collect and remove all litter and debris located in the shrub bed, entrances and patio.
b. Litter/debris shall be placed into the dumpster/container located in the exterior trash enclosure.
c. No trash should be left on the ground around the
enclosure or on top of the enclosure.
d. The trash enclosure shall remain closed at all times.

Sweep Entryways & Walkways
a. The Contractor shall sweep the entryways and
walkways to remove all dirt, debris, and litter.
b. The Contractor shall ensure that sweeping operations do not pose a hazard to people using the facility.

9. Clean Bleachers Remove Litter
a. The Contractor shall sweep and pick up any trash that is left in the bleachers.
b. The Contractor will spot mop as needed to remove
any spills, stains, debris, or foreign substances.

WEEKLY SERVICES

1. Clean Glass Doors, Partitions, Panels, and Windows
a. The contractor shall spot clean glass doors, glass
partitions, glass panels and windows.
b. The glass surfaces shall be cleaned completely and
dried, and shall present a uniform appearance free of all dirt, smudges, fingerprints, graffiti, streaks and foreign substances.
c. The contractor shall dust and spot clean all window
frames below 6 feet so that they are free of dust, dirt, grime, streaks, graffiti and other foreign substances.

2. Clean Walls
a. The Contractor shall spot clean walls, including light Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 40 of 103 switches to remove all dirt, cobwebs, mold, graffiti,
grease, marks, stains, smears, and other foreign
substances.
b. The Contractor shall ensure that the walls are uniformly clean, that there are no smudge spots on the wall
overlaps and that water/cleaning fluids are not spilled onto floors or adjacent areas.

3. Clean Doors, Door Frames and Entrance Glass
a. The Contractor shall spot clean doors, including door handles, and door frames to remove all dirt, cobwebs,
mold, graffiti, grease marks, smears, mold, and other
foreign substances.
b. The Contractor shall ensure water/ cleaning fluids are not spilled onto floors or adjacent areas.
c. The Contractor shall clean the interior sides of the entrance glass, entrance doors and adjacent windows.
d. The surfaces shall be completely cleaned and dried,
and shall present a uniform appearance free of all dirt, grime, smudges, streaks and foreign substances.

4. Dust Clocks, Telephones and TV’s
a. The Contractor shall dust/polish, with a treated cloth, the exterior surfaces of all clocks, telephones and TV’s. b. These items shall be free of dust, dirt, smudges and fingerprints.

5. Dust All Furniture and Other Low Surfaces
a. The Contractor shall dust low surfaces.
b. These items shall be free of dust, dirt, cobwebs and other foreign substances.

6. Dust Ledges and Other High Surfaces
a. The Contractor shall dust ledges and other high
surfaces.
b. These items shall be free of dust, dirt, cobwebs and other foreign substances.

7. Wash Walls, Partitions, Doors Frames & Door Handles
a. The Contractor shall thoroughly and completely wash all walls, partitions (including the interiors of toilet stalls), doorframes and door handles with germicidal cleaner.
b. The Contractor shall ensure that the walls and partitions are uniformly clean, there are no smudges, spots on the wall overlaps and that water/cleaning fluid are not spilled onto floors or adjacent areas.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 41 of 103 c. After washing, the walls, partitions, doorframes and door handles shall present a clean bright, shiny
appearance.

MONTHLY SERVICES

1. Buff Tile Floors
a. This operation shall take place after the daily cleaning operation has been completed.
b. Excessive wax build-up shall not be present on floor, corners or baseboards.
c. The Contractor shall take the necessary precautions, including the display of “wet floor” signs to ensure that facility user are advised of wet/slippery floors (if cleaning occurs during course of business hours).

SEMI-ANNUAL SERVICE

1. Cleaning Ceiling Vents & Lights Fixtures
a. The Contractor shall notify the City’s Representatives(s) of burned out light bulbs and missing or damaged ceiling tiles.

2. Restrooms
Strip and Seal Floors
a. No wax shall be applied
b. The floor shall be free of dirt, dust, mold, streaks, marks, stains, cleaning application residue, watermarks,
cleaning equipment marks, splashing and dissolved and
finished particles and other foreign substances.
c. Walls, baseboards and other surfaces shall be clean and free of watermarks, cleaning equipment marks and
splashing.
d. The Contractor shall ensure that baseboards, tile fixtures and other equipment are not damaged, disfigured or
impaired.
e. The Contractor shall take the necessary precautions, including the display of “wet floors” signs to ensure that facility user are advised of wet/slippery floors (if cleaning occurs during course of business hours).

ANNUAL

1. Clean Glass Doors, Partitions, Panels & Windows
a. The Contractor shall thoroughly clean Venetian blinds with a mild detergent, so that they are free of dust, grime Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 42 of 103 and other foreign substances.

2. Clean Ceiling Vents and Light Fixtures
a. The Contractor shall clean the gymnasium vents and light fixtures to remove all dirt, particles and cobwebs.
b. The Contractor shall notify the City’s Representatives(s) of burned out light bulbs.

7. SHADOW OAK RECREATION CENTER
Working hours shall be between the hours of 10:00p.m. and 7:00a.m. SundayThursday (except holidays) DAILY SERVICE – Five (5) days a week (Except holidays)

1. Empty trash cans outside of the building, but inside the gates and waste containers, wipe clean and reline, if necessary, and remove trash to designated area.

2. Sweep all vinyl floors using the dustless method.

3. Vacuum and spot clean all carpeting.

4. Clean, disinfect and polish drinking fountain.

5. Wash splash marks from wall around drinking fountain.

6. Wash entrance doors (both sides) and polish metal.

7. Spot clean doors, door frames, and around light switches, removing all smudges.

8. Dust all furniture, file cabinets, window partition sills, ledges, etc.

9. Wash and polish all counter tops.

10. Spot clean interior windows and sills.

WEEKLY SERVICE – Once (1) a week

1. Sweep, remove black marks and buff vinyl floors.

2. Clean and disinfect ear and mouthpieces of all telephones

3. Wax executive furniture with furniture polish.

4. Spot Clean walls
SEMI-MONTHLY SERVICE – Twice (2) a month

1. Wax vinyl floors with approved applicant.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 43 of 103 MONTHLY SERVICE – Once (1) a month

1. Perform high dusting (i.e. door sashes and tops of partitions).

2. Clean baseboards and kick plates of dust and all marks.

3. Brush down wall and /or ceiling vents.

4. Wash windows (interior and exterior).

QUARTERLY SERVICE – once (1) every three (3) months

1. Machine strip floors.

2. Refinish and buff vinyl floors.

RESTROOM DAILY SERVICE – Five (5) days per week (except holidays)

1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required.

2. Clean and wash with disinfectant both sides of toilet seats.

3. Clean and polish all mirrors and chrome fixtures.

4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors.

5. Refill tissue, hand towel, seat cover and soap dispensers.

6. Spot clean walls (including partitions).

7. Empty and wash with disinfectant sanitary napkin containers and replace inserts.

8. Empty waste containers and wipe outside clean.

9. Sweep and mop floors with a disinfectant cleaner.

BI-WEEKLY SERVICE – Twice (2) a week

1. Pour hot water down floor drain to prevent sewer gases from escaping.

2. Pour hot water down sinks.

MONTHLY SERVICE – Once (1) a month

1. Brush and wash vents.

2. Wash area around vents.

QUARTERLY SERVICE – Once (1) every Three (3) months

1. Machine strip floors with disinfectant cleaner.

2. Refinish and buff all floors.

8. PALM VIEW RECREATION CENTER
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 44 of 103 Working hours shall be between the hours of 8:00p.m. and 6:00a.m. Monday - Friday (except holidays)

DAILY SERVICES

1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area.

2. Sweep all vinyl floors using the dustless method.

3. Vacuum and spot clean all carpeting.

4. Clean, disinfect and polish drinking fountain.

5. Wash splash marks from walls around drinking fountain.

6. Wash entrance doors (both sides) and polish metal.

7. Spot clean doors, door frames, and around light switches, removing all smudges.

8. Dust all furniture, file cabinets, window partition sills, ledges, etc.

9. Wash and polish all counter tops.

10. Spot clean interior windows and sills.

WEEKLY SERVICE

1. Sweep, remove black marks and buff vinyl floors.

2. Clean and disinfect ear and mouthpieces of all telephones.

3. Wax executive furniture with furniture polish. (Shall be cleared of miscellaneous articles).

4. Spot clean walls.

SEMI-MONTHLY SERVICE

1. Sweep floors.

2. Wax vinyl floors with approved applicant.

MONTHLY SERVICE

1. Perform high dusting (i.e. door sashes and tops of partition).

2. Clean baseboards and kick plates of dust and all marks.

3. Brush down wall and/or ceiling vents.

4. Wash windows (interior and exterior).

QUARTERLY SERVICE

1. Machine strip floors.

2. Refinish and buff vinyl floors.

RESTROOM DAILY SERVICE
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 45 of 103

1. Clean and wash with disinfectant bowls, urinals and sinks and replace deodorant as required.

2. Clean and wash with disinfectant both sides of toilet seats.

3. Clean and polish all mirrors and chrome fixtures.

4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors.

5. Refill tissue, hand towel, seat cover and soap dispensers.

6. Spot clan walls (including partitions).

7. Empty and wash with disinfectant sanitary napkin containers and replace inserts.

8. Empty waste containers and wipe outside clean.

9. Sweep and mop floors with disinfectant cleaner.

BI-WEEKLY SERVICE

1. Pour hot water down floor drain to prevent sewer gases from escaping.

2. Pour hot water down sinks.

MONTHLY SERVICE

1. Brush and wash vents.

2. Wash area around vents.

QUARTERLY SERVICE

1. Machine strip floors with disinfectant cleaner.

2. Refinish and buff all floors.

9. SENIOR CITIZENS CENTER
Working hours shall be between the hours of 10:00p.m. and 7:00a.m. MondayFriday (except holidays)

DAILY SERVICE

1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area.

2. Sweep all vinyl floors using the dustless method.

3. Vacuum and spot clean all carpeting.

4. Clean, disinfect and polish drinking fountain.

5. Wash splash marks from walls around drinking fountain.

6. Wash entrance doors (both sides) and polish metal.

7. Spot clean doors, door frames, and around light switches, removing all smudges.

8. Dust all furniture, file cabinets, window partition sills, ledges, Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 46 of 103 etc.

9. Sweep and wipe down benches in breezeway

10. Wash and polish all counter tops

11. Spot clean interior windows and sills.

RESTROOM DAILY SERVICE

1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required.

2. Clean and wash with disinfectant both sides of toilet seats.

3. Clean and polish all mirrors and chrome fixtures.

4. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors.

5. Refill tissue, hand towel, seat cover and soap dispensers. 6 Spot clean walls (including partitions).

7. Empty and wash with disinfectant sanitary napkin containers and replace inserts.

8. Empty waste containers and wipe outside clean.

9. Sweep and mop floors with disinfectant cleaner.

WEEKLY SERVICE

1. Sweep, remove black marks and buff vinyl floors.

2. Clean and disinfect ear and mouthpieces of all telephones.

3. Wax executive furniture with furniture polish (Shall be cleared of miscellaneous articles).

4. Spot clean walls.

5. Disinfect door handles

6. Remove cobwebs from breezeway

SEMI-MONTHLY SERVICE

1. Wax vinyl floors with approved applicant.

MONTHLY SERVICE

1. Perform high dusting (i.e. – door sashes, and tops of partitions).

2. Clean baseboards and kick plates of dust and all marks.

3. Brush down wall and/or ceiling vents.

4. Wash windows (interior and exterior).

QUARTERLY SERVICE

1. Machine strip floors.

2. Refinish and buff vinyl floors.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 47 of 103

3. Power wash Breezeway and all main entrances

BI-WEEKLY SERVICE

1. Pour hot water down floor drain to prevent sewer gases from escaping.

2. Pour hot water down sinks.

MONTHLY SERVICE

1. Brush and wash vents.

2. Wash area around vents.

QUARTERLY SERVICE

1. Machine strip floors with disinfectant cleaner.

2. Refinish and buff all floors.

10. WEST COVINA SPORTSPLEX
Working hours shall be between the hours of 10:00p.m. and 7:00a.m. MondayFriday (except holidays)

MAIN BUILDING

DAILY SERVICES

1. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area.

2. Sweep all vinyl floors using the dustless method.

3. Vacuum and spot clean all carpeting.

4. Clean, disinfect and polish drinking fountain.

5. Sweep all tile floors with a chemically treated dust mop.

6. Wash entrance doors (both sides) and polish metal.

7. Spot clean doors, door frames, and around light switches, removing all smudges.

8. Dust all furniture, file cabinets, window partition sills, ledges, etc.

9. Wash and polish all counter tops.

10. Spot clean interior windows and sills.

11. Clean kitchen and kitchenette daily.

12. Wipe down appliances like coffee makers, toasters, and microwaves

RESTROOM DAILY SERVICES
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 48 of 103

1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required.

2. Clean and wash with disinfectant both sides of toilet seats.

3. Clean and polish all mirrors and chrome fixtures.

4. Clean and sanitize all sinks

5. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors.

6. Refill tissue, hand towel, seat cover and soap dispensers.

7. Spot clean walls (including partitions).

8. Empty and wash with disinfectant sanitary napkin containers and replace inserts.

9. Empty waste containers and wipe outside and reline, if necessary, and remove trash to designated area.

10. Sweep and mop floors with a disinfectant cleaner.

11. Wipe down walls

WEEKLY SERVICES

1. Sweep, remove black marks and buff vinyl floors.

2. Clean and disinfect ear and mouthpieces of all telephones.

3. Wax executive furniture with furniture polish. (Shall be cleared of miscellaneous articles).

4. Clean air vents weekly.

MONTHLY SERVICES

1. Perform high dusting, i.e. door sashes and tops of partition.

2. Clean baseboards and kick plates of dust and all marks.

3. Brush down wall and/or ceiling vents.

4. Wash all windows (interior and exterior).

SEMI-MONTHLY SERVICES

1. Polish all wooden interior doors.

2. Wax vinyl floors with approved applicant.

QUARTERLY SERVICES

1. Machine strip floors.

2. Refinish and buff vinyl floors.

ANNUAL SERVICE
Shampoo all carpets
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 49 of 103 RESTAURANT BUILDINGS – TWO (2) RESTAURANTS

DAILY SERVICES

1. Wipe down walls

2. Brush, scour, and clean grill

3. Clean griddle, range, flattop, and fryer

4. Wipe down other appliances like coffee makers, toasters, and microwaves

5. Clean and disinfect all prep surface areas, including cutting boards

6. Clean and soak all beverage dispenser heads at soda
stations

7. Clean and sanitize all sinks

8. Wipe down surfaces of ice machine

9. Refill any soap or hand sanitizer dispensers

10. Sweep and mop all floors, including walk-ins refrigerators and storage areas

11. Empty waste containers, wipe clean and reline, if necessary, and remove trash to designated area.

12. Wipe down and sanitize down recycling bins

13. Empty and clean grease traps

14. Sweep all vinyl floors using the dustless method.

15. Vacuum and spot clean all carpeting.

16. Mop floors with a disinfectant cleaner.

17. Clean, disinfect and polish drinking fountain.

18. Wash entrance doors (both sides) and polish metal.

19. Spot clean doors, door frames, and around light switches, removing all smudges.

20. Dust all furniture, window partition sills, ledges, etc.

21. Wash and polish all counter tops.

22. Spot clean interior windows and sills.

WEEKLY SERVICES

1. Clean ovens

2. Delime faucet heads and sinks Boil out deep fryer

3. Use drain cleaner on floor drains

4. Clean and sanitize walk-in refrigerators and storage areas

5. Clean anti-fatigue mats

MONTHLY SERVICES

1. Clean behind oven, stoves, and fryers (the hotline)

2. Run cleaning and sanitizing chemicals through coffee and espresso machine
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 50 of 103

3. Burn, clean, and sanitize ice machines

4. Empty, clean, and sanitize freezers

5. Clean refrigerator coils

6. Clean and sanitize walls and ceiling

7. Clean restaurant vent hoods

8. Replace or discard any pest traps

ANNUAL SERVICE
Shampoo all carpets

RESTROOM DAILY SERVICES

1. Clean and wash with disinfectant bowls, urinals, and sinks and replace deodorant as required.

2. Clean and wash with disinfectant both sides of toilet seats.

3. Clean and polish all mirrors and chrome fixtures.

4. Clean and sanitize all sinks

5. Clean and wash with disinfectant Pullman tops, partitions (undersides and tops) and doors.

6. Refill tissue, hand towel, seat cover and soap dispensers.

7. Spot clean walls (including partitions).

8. Empty and wash with disinfectant sanitary napkin containers and replace inserts.

9. Empty waste containers and wipe outside and reline, if necessary, and remove trash to designated area.

10. Sweep and mop floors with a disinfectant cleaner.

11. Wipe down walls
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 51 of 103

HOLIDAYS
Except for the Police Department which requires service 365 days per year and the West Covina Sportsplex requiring service during days the Sportsplex is open to the public, the City will not require janitorial service on those holidays which are observed by the City: - New Year’s Day - Presidents’ Day - Memorial Day - Independence Day - Labor Day - Thanksgiving Day - Friday after Thanksgiving - Day before Christmas (Christmas Eve) - Christmas Day Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 52 of 103

SUPPLIES AND EQUIPMENT
The contractor shall provide all supplies: to carry out the cleaning and disinfecting operations within this contract, and shall meet the standards of the Federal Occupational Safety and Health Act and Cal OSHA. The contactor shall submit a written list of all supplies (i.e. cleaners, disinfectants, floor cleaners, polish and wax) with attached Safety Data Sheets (SDS) intended for use in the buildings for approval by the City of West Covina. Adequate quantities of properly labeled supplies (minimum of two weeks inventory) must be on-hand to perform cleaning at all times. Contractor to provide an estimated monthly usage along with an estimated monthly cost of supplies.

The City of West Covina shall furnish: paper goods, trash can liners and hand soap.

These include kitchen and bathroom paper towels, plastic trash bags (assorted sizes), toilet tissue, sanitary napkins, tampons, toilet seat liners and hand soap.

The contractor shall provide all equipment: to carry out cleaning operations. The use of HEPA filter vacuums is a requirement throughout the building. Dust mops are to be cleaned and treated prior to each day’s use. All equipment listed in contractor’s proposal is to be for daily cleaning requirements. All equipment must be in good working order and ready for inspection. In case of equipment breakdown, forty-eight (48) hours shall be allowed for repair or replacement.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 53 of 103

QUALITY STANDARDS
.

CLEANING TERMS
BUFF: Machine buff with proper brush or pad to maintain floor luster.

CARPET CLEANING METHOD: Hot water carpet extractor with power head.

CLEAN: Remove all dirt and marks with approved
cleaner.

DISINFECTANT: A germicidal cleaner for germ control.

DE-SCALING/ ACID CLEANING: Use an approved hydrochloric acid, not exceeding 10% in solution.

DUST: Remove all loose dirt and debris.

MACHINE STRIP: Remove all surface dirt, stains and wax with warm water, floor cleaner or disinfectant cleaner and
dry with vacuum or mop.

MOP: Remove all surface dirt and stains with a mop
and warm water containing floor cleaner or
disinfectant cleaner.

POLISH: Machine polish, or rub with dry cloth.

REFINISH: Apply proper floor coating (wax or polish or
sealer) and buff.

SWEEP: Remove all loose dirt and litter with sweeping
tool (dustless type) on smooth concrete or tiled
floors, on other hard floors, use hair floor brush.

VACUUM: Remove all surface and embedded dirt with a
suction cleaner.

WASH: Remove all dirt, stains and marks with approved
cleaner, rinse and dry.

SPECIAL NEEDS: Cleaning requests by authorized City
personnel, such as, cleaning up spills and
providing paper goods in restrooms.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 54 of 103

CLEANING STANDARDS, GENERAL
The following cleaning standards shall be used on a daily basis, and during the quality assurance inspection process to assess the quality of cleaning performance per attribute in the nine major areas identified on the Quality Assurance Form.

ENTRANCES
Mats and Carpet – Shall be free of spots, stains, gum, dirt and debris without causing damage. They shall appear visibly and uniformly clean. Adjoining walls, doors and floor surfaces shall also be free of dust, soil and cleaner residue.

Glass and Metal Surfaces – Shall appear streak-free, film-free and uniformly clean. This shall include the elimination of dust and soil from sills and ledges and AC / heat registers.

Corners/Thresholds – Shall be free of dust, dried-soil, crud, finish build-up and debris.

These areas shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue and dried-slurry.

Floors and Cove Bases – Shall be free of dust, dried-soil, gum, spots, stains and debris.

Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that results in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

Walls and Fixtures - Shall be free of dust, dried-soil and soil without causing damage.

These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

ELEVATORS
Tracks – Shall be free of dirt and debris. Tracks shall appear visibly clean. This shall include the elimination of standing water from wet cleaning procedures.

Lights – Shall be free of dust and soil and stains without causing damage. Diffusers shall remain in proper position; they shall appear streak-free, film free and uniformly clean.

Walls and Doors – Shall be free of dust, soil, spots and stains without causing damage.

They shall appear streak-free, film-free and uniformly clean. Bright metal surfaces shall be polished to a high-shine. This shall include the elimination of polish residue and/or film.

Floors, Carpet and Cove Bases – Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard resilient floors shall have multiple coats of a slip resistant seal and finish applied that results in a consistent high-shine. Floors, carpet and cove bases shall Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 55 of 103 appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

CORRIDORS
Floors and Cove Bases – Shall be free of dust, dried-soil, gum, spots, stains and debris.

Walls and Fixtures – Shall be free of dust, dried-soil and gum without causing damage.

These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Water Fountains – Shall be free of dust, soil, scale and water spots without causing damage. Bright work shall be disinfected and polished to a streak-free shine. Water fountains shall appear visibly and uniformly clean. This shall include the elimination of film and cleaner residue.

STAIRWELLS
Rails and Walls – Shall be free of dust, dried-soil and scale without causing damage.

These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks, lint, standing water, or cleaner residue.

Steps and Landings – Shall be free of dust, dried soil, gum, stains and debris. This shall include risers and cove bases. These surfaces shall appear uniformly smooth and clean without leaving dust streaks, lint, standing water, cleaner residue or film.

RESTROOMS / SHOWERS / LOCKER ROOMS
Maintaining a sanitary restroom / shower / locker room environment that minimizes the possibility of cross-infection, is considered of the highest priority by the department.

Sanitation levels shall be closely monitored by inspection, and approved testing methods.

Health and safety code standards, Title 11, Section 1124.

Dispensers – Shall be free of dust, dried-soil, bacteria and soil without causing damage.

These surfaces shall appear visibly and uniformly clean and disinfected. This shall include the elimination of film, streaks and cleaner residue. Dispensers shall be refilled when required with proper expendable supply item.

Hardware – Shall be free of dust, soil, bacteria and scale without causing damage. Bright work shall appear visibly and uniformly clean, disinfected and polished to a streak-free shine. This shall include the elimination of polish residue.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 56 of 103 Sinks – Shall be free of dust, soil, bacteria, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, and polished-dry. This shall include the elimination of streaks, embedded soil, film, and water spots.

Mirrors – Shall be free of dust and soil. Mirrors and surrounding metal framework shall appear streak-free, film-free and uniformly clean.

Toilets and Urinals – Toilets, toilet seats and urinals shall be free of dust, bacteria, soil, organic matter, cleaner residue and scale without causing damage. These fixtures shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks, film and water spots.

Partitions – Shall be free of dust, soil and graffiti without causing damage. Partitions shall appear visibly and uniformly clean, disinfected and polished-dry. This shall include the elimination of streaks and film.

Shower Stalls – Shall be free of dust, soil, bacteria, cleaner residue and soap film without causing damage. They shall appear visibly and uniformly clean, disinfected and polisheddry. Acid wash and scrub if required. This shall include the elimination of streaks, film, embedded soil, and water spots.

Waste Containers – Contents shall be removed from waste containers and can liners replaced. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

Walls and Doors – Shall be free of dust, soil, spots and stains without causing damage.

These surfaces shall appear visibly and uniformly clean/disinfected. This shall include the elimination of film, streaks and cleaner residue. Ceramic walls and wainscots; and metal kick plates, handles and push plates on doors shall also be polished-dry.

Floors and Baseboards – Shall be free of dust, soil, gum, stains and debris. Floors shall have multiple coats of a slip-resistant seal/finish applied that results in a consistent shine.

Floors and cove bases shall appear visibly and uniformly clean and disinfected. This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

Air Vents – Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

Light Fixtures – Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

OFFICES
Furniture and Equipment – Shall be free of dust, dried-soil and soil without causing Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 57 of 103 damage. They shall appear visibly and uniformly clean. This shall include the elimination of cleaner residue, streaks and film.

Telephones – Shall be free of dust and soil. They shall be uniformly clean, disinfected and polished-dry.

Lamps – Shall be free of dust, dried-soil and soil without causing damage. Lamps shall appear visibly and uniformly clean. This shall include the elimination of streaks, cleaner residue and film.

Walls and Doors – Shall be free of dust, dried-soil and soil without causing damage.

These surfaces shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Waste Containers - Contents shall be removed from waste containers and can liners replaced, as required. Inside and outside of the container shall be cleaned and disinfected. Containers shall appear visibly and uniformly clean. This shall include the elimination of streaks, foodstuff and the presence of an offensive odor emitting from the container.

Partitions – Shall be free of dust, soil without causing damage. Partitions shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

Air Vents – Shall be free of dust and soil. This also pertains to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

Floors, Carpet and Baseboards – Shall be free of dust, dried-soil, soil, gum, spots, stains and debris. Hard/resilient floors shall have multiple coats of a slip-resistant seal and finish applied that results in a consistent high-shine. Floors, carpet and cove bases shall appear visibly and uniformly smooth and clean. This shall include the elimination of dust streaks, lint, standing water, cleaner residue, embedded soil and foreign objects.

WINDOWS
Glass – Shall be free of dust and soil without causing damage. This also applies to adjoining sills, blinds and framework. They shall appear visibly and uniformly clean. This shall include the elimination of streaks, film and cleaner residue.

MISCELLANEOUS
Kitchenettes – Refrigerators, microwaves, stoves and garbage disposals shall be cleaned and disinfected, free of embedded soil and organic matter. This shall include the elimination of streaks, film and cleaner residue. Sinks shall be free of dust, soil, cleaner residue, soap film, and water spots. This shall include the elimination of foodstuff and Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 58 of 103 removing an offensive odor. Ovens will be cleaned with oven cleaner. Bright work shall be cleaned and polished.

Air Vents – Shall be free of dust and soil. This also applies to air distribution units and exhaust vents. They shall appear visibly and uniformly clean.

Light Fixtures – Shall be free of dust and soil without causing damage. Diffusers shall remain in proper position, and appear streak-free and uniformly clean.

JANITORIAL CLOSETS AND STOREROOM
Shelves – Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment shall be stocked/organized, neatly on shelves.

Janitor Carts – Shall be free of dust, dried-soil and soil. They shall appear visibly and uniformly clean. Supplies and equipment stored on janitor carts shall also be free of dust and soil, and organized, neatly.

Walls – Shall be free of dust, dried-soil and soil without causing damage. They shall appear visibly and uniformly clean. This shall include the elimination of film, streaks and cleaner residue.

Utility sinks – Shall be free of dust, soil, cleaner residue, and soap film. Utility sinks shall appear visibly and uniformly clean. This shall include the elimination of streaks, embedded soil, film, and water spots. Bright work shall be cleaned, de-scaled and polished.

Floors – Shall be free of dust, dried soil, soil, gum, spots, stains and other debris. Hard resilient floors shall have multiple coats of a slip resistant seal and finish applied that results in a consistent high-shine. Floors shall appear visibly and uniformly smooth and clean.

This shall include the elimination of dust streaks, lint, standing water, cleaner residue and film.

Report any facility issues (repairs needed) to the City of West Covina Public Works Maintenance Division (626) 939-8458.

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 59 of 103

ATTACHMENT F

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

Janitorial Services for City Facilities
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CERTIFICATE OF INSURANCE

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 61 of 103

ATTACHMENT G
W-9
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 62 of 103 FORM W-9

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 63 of 103

ATTACHMENT H

STATEMENT OF COMPLIANCE
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 64 of 103

STATEMENT OF COMPLIANCE
The undersigned declares that the Proposal submitted to provide tree trimming and tree maintenance services, as described in, and in response to City of West Covina RFP No. __________, was prepared in strict compliance with the instructions, conditions, and terms listed in the RFP, Scope of Services and Draft Agreement, with exceptions listed below, if applicable. At least one box for each item must be checked.

RFP Instructions and
Terms & Conditions:

No Exceptions Taken Exceptions Taken
Scope of Services: No Exceptions Taken Exceptions Taken Draft Agreement: No Exceptions Taken Exceptions Taken
If any exceptions are taken, this Statement of Compliance shall include a narrative that identifies each item to which the Proposer is taking exception or is recommending change, including the suggested re-wording of the contractual obligations or suggested change in the RFP, and identifies the reasons for submitting the proposed exception or change. When available, please reference specific line-item numbers as provided in the RFP. The City reserves the right to rule as non-responsive and reject any Proposals that are not accompanied with the required documentation as described above.

Signature Date
Printed Name and Title Name of Proposer
[Attach a separate sheet(s) detailing each exception being taken, if applicable] Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 65 of 103

ATTACHMENT I

DIR NUMBER REQUEST AND CERTIFICATION FORM
Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 66 of 103 DIR Number Request and Certification Form
All contractors are required to provide a valid Department of Industrial Relations (DIR) Janitorial Contractor Registration Number. Proposers must also complete the certification section below to confirm the accuracy of the information provided.

1. Proposer Information
Legal Business Name:

DBA (if any):

Business Address:

Phone Number:

Email Address:

2. DIR Registration Information
DIR Janitorial Contractor Registration Number:

Registration Expiration Date:

3. Certification
I hereby certify under penalty of perjury that the foregoing information is true and correct.

I further certify that our firm is registered with the California Department of Industrial Relations as a janitorial contractor pursuant to Labor Code Sections 1420–1434.

Authorized Representative Name:

Title:

Signature:

Date:

Janitorial Services for City Facilities
City of West Covina Request for Proposals Page 67 of 103

ATTACHMENT J

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.
.
1 [Name of Contractor]
Form Revised February 2023

CITY OF WEST COVINA

MAINTENANCE SERVICES AGREEMENT
WITH
_____________________________
FOR

THIS MAINTENANCE 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.)] (“Contractor”).

RECITALS
A. City proposes to utilize the services of Contractor as an independent contractor to City to ______________, as more fully described herein; and B. Contractor represents that it has the experience and expertise to properly perform such services and holds all necessary licenses to practice and perform the services; and C. City and Contractor 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 CONTRACTOR

1.1. Scope of Services. Contractor shall provide the professional services described in the Scope of Services attached hereto as Exhibit “A,” incorporated herein by this reference.

1.2. Registration with DIR. Contractor and any subcontractor(s) of Contractor shall comply with the provisions of Labor Code Sections 1420–1434 requiring registration with the DIR.

1.3. Performance to Satisfaction of City. Contractor agrees to perform all the work to the complete 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 Contractor to review the quality of the work and resolve the matters of concern;
(b) Require Contractor to repeat the work at no additional fee until it is satisfactory; and/or
(c) Terminate the Agreement as hereinafter set forth.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
.
2 [Name of Contractor]
Form Revised February 2023

1.4. Compliance with Applicable Law. Contractor 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. Contractor shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys’ fees and costs, presented, brought, or recovered against City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Contractor’s performance under this Agreement.

1.5. Non-discrimination. In performing this Agreement, Contractor 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.

1.6. Non-Exclusive Agreement. Contractor 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. Public Records Act Disclosure. Contractor 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 Contractor, 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 Contractor 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.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
.
3 [Name of Contractor]
Form Revised February 2023

2.0. COMPENSATION AND BILLING

2.1. Compensation. Contractor 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”).

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

2.2. Additional Services. Contractor shall not receive compensation for any services provided outside the scope of services specified in the Contractor’s Proposal unless the City, prior to Contractor 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.

2.3. Method of Billing. Contractor 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 Contractor’s services which have been completed to City’s sole satisfaction. City shall pay Contractor’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 Contractor’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. The services shall be performed in strict compliance with the project schedule agreed to by City and Contractor, which 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 the Contractor is encountered, a time extension may be mutually agreed upon in writing by the City and the Contractor. The Contractor 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.
.
4 [Name of Contractor]
Form Revised February 2023
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 Contractor. In the event of such termination, Contractor 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 Contractor 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 Contractor 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 Contractor, 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.

4.3. Compensation. In the event of termination, City shall pay Contractor 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 the Contractor, 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 Contractor 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.

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
.
5 [Name of Contractor]
Form Revised February 2023

5.0. INSURANCE

5.1. Minimum Scope and Limits of Insurance. Contractor 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) 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) per occurrence, Four Million Dollars ($4,000,000) 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.
(a) Automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Contractor 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) combined single limit for each accident.
(b) 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) per accident for bodily injury or disease. Contractor 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 Contractor 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 Contractor 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 Contractor 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 responsible for any claims in law or equity occasioned by failure of the Contractor to comply with this section.

If the Contractor 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 Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to 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.
.
6 [Name of Contractor]
Form Revised February 2023

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 the Contractor pursuant to its contract with the City; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; automobiles owned, leased, hired, or borrowed by the Contractor.
(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 Contractor’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: Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance.

Contractor 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: The Contractor’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 the Contractor 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. Contractor 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.
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7 [Name of Contractor]
Form Revised February 2023

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.

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

6.3. Project Managers. City shall designate a Project Manager to work directly with Contractor in the performance of this Agreement.

Contractor shall designate a Project Manager who shall represent it and be its agent in all consultations with City during the term of this Agreement. Contractor or its Project Manager shall attend and assist in all coordination meetings called by City.

6.4. Notices. Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile, 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) at the time of transmission if such communication is sent by facsimile or by Email; 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 CONTRACTOR: IF TO CITY:
_________________
_________________
_________________
City of West Covina
1444 West Garvey Ave. South
West Covina, CA 91790
Tel: _________________ Tel: _________________
Fax: _________________
Email: ________________
Fax: _________________
Email: _______________
Attn: _________________ 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 Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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8 [Name of Contractor]
Form Revised February 2023
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.

6.7. Assignment. Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor’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 Contractor of Contractor’s obligation to perform all other obligations to be performed by Contractor hereunder for the term of this Agreement.

6.8. Indemnification and Hold Harmless. Contractor 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 Contractor’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 Contractor, 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 Contractor, 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 Contractor, 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 the Contractor, its employees, and/or authorized subcontractors under this Agreement, whether or not the Contractor, its employees, and/or authorized subcontractors are specifically named or otherwise asserted to be liable. Notwithstanding the foregoing, the Contractor 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 Contractor’s Proposal, which shall be of no force and effect.

6.9. Independent Contractor. Contractor is and shall be acting at all times as an independent contractor and not as an employee of City. Contractor 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 Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor 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. Contractor 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 Contractor and its officers, agents, and employees, and all business licenses, if any are required, in connection with the services to be performed hereunder. Contractor 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. Contractor further agrees to indemnify and hold City harmless from any failure of Contractor to comply with the applicable worker’s compensation laws. City shall have the right to offset against the amount of any fees due Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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9 [Name of Contractor]
Form Revised February 2023
to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this paragraph.

6.10. PERS Eligibility Indemnification. In the event that Contractor or any employee, agent, or subcontractor of Contractor 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, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Contractor 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, Contractor 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. 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 Contractor or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Contractor 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 Contractor. 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 Contractor. Contractor 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. Contractor or Contractor’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.

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

6.13. Conflict of Interest. Contractor and its officers, employees, associates and subcontractors, if any, will comply with all conflict of interest statutes of the State of California applicable to Contractor’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. Contractor covenants that none of Contractor’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. Contractor further covenants that in the performance of this Agreement, no person having such interest shall be used by Contractor as an officer, employee, agent, or subcontractor.

Contractor further covenants that Contractor has not contracted with nor is performing 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.
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10 [Name of Contractor]
Form Revised February 2023
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 Contractor and/or its subcontractors 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.

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

6.14. 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.

6.16. 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.

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

6.18. 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.

6.19. 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.

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

6.21. 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.

6.22. 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 Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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11 [Name of Contractor]
Form Revised February 2023
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.

6.23. 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.

6.24. 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.

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

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

CONTRACTOR

__________________________________ Date: __________________________ Signature
__________________________________
Name and Title

ATTEST:
__________________________________
Lisa Sherrick
Assistant City Clerk
APPROVED AS TO FORM:

Note: City reserves the right to modify, amend and/or strike any provision of this sample agreement prior to the award of a contract.
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12 [Name of Contractor]
Form Revised February 2023
__________________________________ Date: __________________________ Thomas P. Duarte
City Attorney
APPROVED AS TO INSURANCE:
__________________________________ Date: __________________________ Carmelita Underwood
Director Human Resources/Risk Management
City of West Covina
RFP No.

Name of Proposer Company
Green shaded cells require Contractor data input
All measurements are approximate
1 CITY HALL
(≈14,950 sq. ft.)
Tile/Other to Carpet ratio: 60/40 with Breezeway 12,000 square foot tile. $ -
2 CITY YARD MANTENANCE OFFICE
(≈10,350 sq. ft.)
Tile/Other to Carpet ratio: 35/65
$ -
3 POLICE DEPARTMENT AND POLICE FACILITIES
(≈21,210 sq. ft.)
Tile/Other to Carpet ratio: 70/30
$ -
4 CAMERON COMMUNITY CENTER
(≈25,520 sq. ft.)
Tile/Other to Carpet ratio: 75% wood floor, 10% tile 15% concrete $ -
5 SHADOW OAK RECREATION CENTER
(≈9,630 sq. ft.)
Tile/Other to Carpet ratio: 80/20
$ -
6 PALMVIEW RECREATION CENTER
(≈5,560 sq. ft.)
Tile/Other to Carpet ratio: 80/20
$ -
7 SENIOR CITIZENS CENTER
(≈24,890 sq. ft.)
Tile/Other to Carpet ratio: 90/10
$ -
8 WEST COVINA SPORTSPLEX
(≈10,074 sq. ft.)
Tile/Other to Carpet ratio: 90/10
$ -

BUILDINGS TOTALS
(≈122,184 sq. ft.) $ - $ -
All measurements are approximate
Signature:

Name and Title of Authorized Signatory:

Date:

JANITORIAL SERVICES FOR CITY FACILITIES
ITEM NO.. LOCATION/DESCRIPTION TOTAL PRICE

PER MONTH

TOTAL PRICE

PER YEAR
ITEM NO.. LOCATION/DESCRIPTION TOTAL PRICE

PER MONTH

TOTAL PRICE

PER YEAR
City of West Covina - RFP Page 1 of 1 Fee Schedule

ADDENDUM TO RFP POSTING AND DOCUMENTS
Public Works
Department

Page 1 of 1 ends

West Covina City CouncilJune 2, 2026

West Covina City Council
June 2, 2026