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Home My WebLink About101618 - Agenda - Regular Meeting City Council Agenda Tuesday, October 16, 2018 Study Session - 5:30 PM- Room CC-8 Regular Session - 6:30 PM The Government Center South Coast Air Quality Management District/ Main Auditorium 21865 Copley Drive, Diamond Bar, CA 91765 RUTH M. LOW Mayor CAROL HERRERA Mayor Pro-Tem JIMMY LIN Council Member NANCY A. LYONS Council Member STEVE TYE Council Member City Manager Dan Fox • City Attorney David DeBerry • City Clerk Tommye Cribbins Copies of staff reports or other written documentation relating to agenda items are on file in the Office of the City Clerk, and are available for public inspection. If requested, the agenda will be made available in an alternative format to a person with disability as required by Section 202 of the Am ericans with Disabilities Act of 1990. If you have questions regarding an agenda item, please contact the City Clerk at (909) 839-7010 during regular business hours. In an effort to comply with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation(s) in order to communicate at a City public meeting, must inform the City Clerk a minimum of 72 hours prior to the sched uled meeting. Have online access? City Council Agendas are now available on the City of Diamond Bar’s web site at www.diamondbarca.gov Please refrain from smoking, eating or drinking in the Council Chambers. The City of Diamond Bar uses recycled paper and encourages you to do the same. DIAMOND BAR CITY COUNCIL MEETING RULES Welcome to the meeting of the Diamond Bar City Council. Meetings are open to the public and are broadcast live on Spectrum Cable Channel 3 and Frontier FiOS television Channel 47. You are invited to attend and participate. PUBLIC INPUT Members of the public may address the Council on any item of business on the agenda during the time the item is taken up by the Council. In addition, members of the public may, during the Public Comment period address the Council on any Consent Calendar item or any matter not on the agenda and within the Council’s subject matter jurisdiction. Persons wishing to speak should submit a speaker slip to the City Clerk. Any material to be submitted to the City Council at the meeting should be submitted through the City Clerk. Speakers are limited to five minutes per agenda item, unless the Mayor determines otherwise. The Mayor may adjust this time limit depending on the number of people wishing to speak, the complexity of the matter, the length of the agenda, the hour and any other relevant consideration. Speakers may address the Council only once on an agenda item, except during public hearings, when the applicant/appellant may be afforded a rebuttal. Public comments must be directed to the City Council. Behavior that disrupts the orderly conduct of the meeting may result in the speaker being removed from the Council chambers. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COUNCIL Agendas for regular City Council meetings are available 72 hours prior to the meeting and are posted in the City’s regular posting locations, on DBTV Channel 3, Spectrum Cable Channel 3, Frontier FiOS television Channel 47 and on the City’s website at www.diamondbarca.gov. A full agenda packet is available for review during the meeting, in the foyer just outside the Council chambers. The City Council may take action on any item listed on the agenda. ACCOMMODATIONS FOR THE DISABLED A cordless microphone is available for those persons with mobility impairments who cannot access the podium in order to make a public comment. Sign language interpretation is available by providing the City Clerk three business days’ notice in advance of a meeting. Please telephone (909) 839-7010 between 7:30 a.m. and 5:30 p.m. Monday through Thursday and 7:30 a.m. to 4:30 p.m. on Fridays. HELPFUL PHONE NUMBERS Copies of agendas, rules of the Council, Cassette/Video tapes of meetings: (909) 839-7010 Computer access to agendas: www.diamondbarca.gov General information: (909) 839-7010 Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk’s Office at 21810 Copley Dr., Diamond Bar, California, during normal business hours. THIS MEETING IS BEING BROADCAST LIVE FOR VIEWING ON SPECTRUM CABLE CHANNEL 3 AND FRONTIER FiOS TELEVISION CHANNEL 47, AS WELL AS BY STREAMING VIDEO OVER THE INTERNET AND BY REMAINING IN THE ROOM, YOU ARE GIVING YOUR PERMISSION TO BE TELEVISED. THIS MEETING WILL BE RE-BROADCAST EVERY SATURDAY AND SUNDAY AT 9:00 A.M. AND ALTERNATE TUESDAYS AT 8:00 P.M. AND ARE ALSO AVAILABLE FOR LIVE AND ARCHIVED VIEWING ON THE CITY’S W EB SITE AT WWW.DIAMONDBARCA.GOV. CITY OF DIAMOND BAR CITY COUNCIL AGENDA October 16, 2018 Next Resolution No. 2018-41 Next Ordinance No. 03(2018) STUDY SESSION: 5:30 p.m., Room CC-8 PUBLIC COMMENTS: DIAMOND BAR BLVD. COMPLETE STREETS PROJECT DESIGN ALTERNATIVES CALL TO ORDER: 6:30 p.m. PLEDGE OF ALLEGIANCE: Mayor INVOCATION: Tim Park, Sr. Pastor, Evangelical Free Church ROLL CALL: Lin, Lyons, Tye, Mayor Pro Tem Herrera, Mayor Low APPROVAL OF AGENDA: Mayor 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: 3. PUBLIC COMMENTS: OCTOBER 16, 2018 PAGE 2 "Public Comments" is the time reserved on each regular meeting agenda to provide an opportunity for members of the public to directly address the Council on Consent Calendar items or matters of interest to the public that are not already scheduled for consideration on this agenda. Although the City Council values your comments, pursuant to the Brown Act, the Council generally cannot take any action on items not listed on the posted agenda. Please complete a Speaker's Card and give it to the City Clerk (completion of this form is voluntary). There is a five-minute maximum time limit when addressing the City Council. 4. RESPONSE TO PUBLIC COMMENTS: Under the Brown Act, members of the City Council may briefly respond to public comments but no extended discussion and no action on such matters may take place. 5. SCHEDULE OF FUTURE EVENTS: 5.1 Diamond Bar Restaurant Week -through October 21. 5.2 Planning Commission Meeting – October 23, 2018 – 6:30 p.m., Windmill Community Room, 21810 Copley Drive. Cancelled 5.3 Parks and Recreation Commission Meeting – October 25, 2018 – 6:30 p.m., Windmill Community Room, 21810 Copley Drive. 5.4 Halloween Party – October 27, 2018 – 9:00 a.m. – 12:00 p.m., Pantera Park, 738 Pantera Drive. 5.5 American Recycles Day – November 3, 2018 – 9:00 a.m. – 2:00 p.m., AQMD/Government Center Parking Lot, 21865 Copley Drive. 5.6 City Council Meeting – November 6, 2018 – 6:30 p.m., AQMD/Government Center Auditorium, 21865 Copley Drive. 6. CONSENT CALENDAR: All items listed on the Consent Calendar are considered by the City Council to be routine and will be acted on by a single motion unless a Council Member or member of the public request otherwise, in which case, the item will be removed for separate consideration. 6.1 CITY COUNCIL MEETING MINUTES. 6.1.a Regular Meeting of October 2, 2018. Recommended Action: Approve. Requested by: City Clerk OCTOBER 16, 2018 PAGE 3 6.2 PARKS AND RECREATION COMMISSION MEETING MINUTES FOR AUGUST 23, 2018. 6.2.a Regular Meeting of August 23, 2018. Recommended Action: Receive and file. Requested by: Parks & Recreation Department 6.3 RATIFICATION OF CHECK REGISTER DATED SEPTEMBER 27, 2018 THROUGH OCTOBER 10, 2018 TOTALING $690,438.74. Recommended Action: Ratify. Requested by: Finance Department 6.4 CONSULTING SERVICES AGREEMENTS FOR ON-CALL CIVIL ENGINEERING AND/OR ARCHITECTURAL SERVICES WITH HR GREEN (HRG), PENCO ENGINEERING, INC. (PENCO) AND TAIT AND ASSOCIATES (TAIT). Recommended Action: A. Approve, and authorize the Mayor to sign, Consulting Service Agreement for a period commencing October 18, 2018 through June 30, 2021 in a not to exceed annual amount of $91,000 with HR Green for On-Call Civil Engineering Services; B. Approve, and authorize the Mayor to sign, Consulting Service Agreement for a period commencing October 18, 2018 through June 30, 2021 in a not to exceed annual amount of $91,000 with Penco Engineering, Inc. for On-Call Civil Engineering and Landscape Architectural Services; and C. Approve, and authorize the Mayor to sign, Consulting Service Agreement for a period commencing October 18, 2018 through June 30, 2021 in a not to exceed annual amount of $67,000 with Tait and Associates, Inc. for On-Call Civil Engineering and Architectural Services. Requested by: Public Works Department 6.5 PURCHASE AND LICENSE AGREEMENT WITH SIEMENS INDUSTRY INC., FOR INSTALLATION AND IMPLEMENTATION OF AN ADAPTIVE TRAFFIC CONTROL SYSTEM (ATCS) AND PURCHASE OF REQUIRED SERVERS FROM CDWG. Recommended Action: A. Approve, and authorize the Mayor to sign, the Purchase and License Agreement with Siemens Industry, Inc. for $666,525.00 with a contingency amount of $67,000.00 for contract change OCTOBER 16, 2018 PAGE 4 orders to be approved by the City Manager, for a total authorization amount of $733,525.00; and B. Approve, and authorize the City Manager to issue a Purchase Order, to purchase three (3) servers from CDWG in the amount of $48,310.79. Requested by: Public Works Department 6.6 FISCAL YEAR 2018-19 APPROPRIATION ADJUSTMENTS FOR GENERAL FUND, SPECIAL REVENUE FUNDS AND CAPITAL PROJECT CARRYOVERS AND FISCAL YEAR 2017-18 FINAL ADJUSTMENTS. Recommended Action: A. Approve an appropriation from General Fund reserves of $260,341.46 to carry forward appropriations from FY 2017-18 to FY 2018-19 for previously encumbered goods and services; B. Approve an appropriation from various Special Revenue Funds reserves of $87,538.89 to carry forward appropriations from FY 2017-18 to FY 2018-19 for previously encumbered goods and services; C. Approve a budget adjustment to carry forward capital project appropriations which are decreased by $122,183.92; D. Carry over the related purchase orders encumbered in FY 2017-18 in the amount of $1,638,724.32 to FY 2018-19; and, E. Approve final budget adjustments to FY 2017-18 for additional appropriations in various accounts including $11,197.97 for the General Fund and $56,078.75 in Special Revenue Funds. Requested by: Finance Department 7. PUBLIC HEARINGS: 8. COUNCIL CONSIDERATION: 9. COUNCIL SUB-COMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: 10. ADJOURNMENT: Agenda #: 1 Meeting Date: October 16, 2018 CITY COUNCIL STUDY S ESSION REPORT TO: Honorable Mayor and Members of the City Council VIA: Daniel Fox, City Manager FROM: David Liu, Public Works Director/City Engineer TITLE: DIAMOND BAR BLVD. COMPLETE STREETS PROJECT DESIGN ALTERNATIVES The Diamond Bar Blvd. Complete Streets Project (Project) further extends the Council’s desire to implement prominent streetscape elements at major intersections, corridors and entry points of the City. The Project is located along Diamond Bar Blvd. between Golden Springs Drive and the SR 60 Freewa y. It will incorporate Complete Streets elements that aid in enhancing pedestrian and bicycle features, Green Streets elements that will aid in stormwater treatment, and Streetscape elements that will enhance the overall aesthetic treatment of the corridor. At the August 21, 2018 City Council meeting staff presented two conceptual alternatives that have been developed for the Project. Both conceptual alternatives incorporate key Streetscape, Green Streets, and Complete Streets design elements such as:  Enhanced paver crosswalks at all intersection locations within the corridor  Streets trees with decorative steel tree grates and pavers  Concrete post and wood rails with landscape planters to create a buffer between vehicular traffic and the parkway  Enhanced landscape medians with concrete post, wood rail and decorative steel panels  Decorative traffic signal poles  Enhanced bicycle lanes  Stormwater treatment through bioswales 1 Packet Pg. 7 The major differences between the two alternatives are: ALTERNATIVE 1 ALTERNATIVE 2 * 12' Parkway Width * 17' Parkway Width * 5' Bike Lanes on Street Grade * 5' Bike Lanes Separated from Street * 6' Sidewalks * 4' Sidewalks * Low Utility Impact * Moderate Utility Impact due to relocation of curb and gutter including relocation of street lights * No Significant Change to vehicle behavior (The total number of travel lanes remain unchanged) * Tighter vehicle turns and reduced speeds (The total number of travel lanes will remain unchanged) * Maintain crosswalk length * Shorter crosswalk length * $4.5 Million * $5 Million Discussion by the Council largely centered around the differences between the two alternatives with respect to the proposed improvements to the bike lane and the impacts to the pedestrian path of travel. Alternative 1 For Alternative 1, the 5 foot bike lane is being proposed to remain on grade with vehicular traffic and will be enhanced with colored asphalt. The pedestrian path of travel (sidewalk) will be 6 feet wide with a 6’ planter/swale separating the pedestrians from both vehicular and bicycle traffic. 1 Packet Pg. 8 Existing sidewalks on arterial raodways elsewhere in the City are anywhere from 4 to 10 feet wide. Along Diamond Bar Blvd. at Grand Avenue where streetscape improvements have been installed, the pedestrian path of travel is 5.5 feet wide with a 2.5 foot wide curb adjacent planter and a post and rail that requires an additional 14 inches of width. The pedestiran path of travel along Brea Canyon Road adjacent to Diamond Canyon Park is 4 feet 4 inches wide with a 2 foot curb adjacent planter and a post and rail that requires an additional 14 inches of width . The pedestrian path of travel proposed along Golden Springs Drive and Grand Avenue for the streetscape enchancements project will be 5-6 feet wide with a 2-3 foot wide curb adjacent planter and post and rail. Brea Canyon Road Pedestrian Path of Travel ~4’4” wide 1 Packet Pg. 9 Diamond Bar Blvd. The colored bike lane enhancement is slowly being implemented in other neighboring local jurisdictions including Chino Hills with red colored asphalt and Claremont with green colored asphalt. A common complaint regarding the colored asphalt bike lanes is with respect to maintenance. Tire marks from both vehicles and bicycles are more prominent requiring constant repainting. Pedestrian Path of Travel ~5’6” wide 1 Packet Pg. 10 Chino Hills Claremont Alternative 2 For Alternative 2, the 5 foot bike lane is being proposed to be relocated to the same 1 Packet Pg. 11 grade as the pedestrian path of travel and will be separated from vehicular traffic by a 4 foot swale (planter) and separated from pedestrians by a 4 foot planter area. The pedestrian path of travel (sidewalk) will be 4 feet wide which is a comparable width to the pedestrian path of travel at Brea Canyon Road along the frontage of Diamond Canyon Park with the enhanced streetscape elements. Alternative 2 with the separated bike lane is a newer type of roadway enhacement that hasn’t been implemented widespread but projects within the San Gabriel Valley are slowly creating similar bike lanes in an effort to incorpo rate Complete Streets objectives into their roadway systems. 1 Packet Pg. 12 The City incoporated a similar multi-use path along Brea Canyon Road south of Fountain Springs Drive to the southerly City Limit on the east side of the roadway where the pedestrian path of travel and bike lane are on the same grade with the bike lane destinguished with colored concrete. The pedestrian path of travel is 5 feet wide and the bike lane is 6 feet wide. Brea Canyon Road Multi Use Path Brea Canyon Road Pedestrian Path of Travel ~5 feet wide Bike Lane ~6 feet wide 1 Packet Pg. 13 Temple City has incorporated a separated bike lane along Rosemead Blvd. where a swale (planter) separates the bike lane from vehicular traffic but the bike lane remains on the same grade as vechular traffic. This is commonly re ferred to as a Class IV bikeway and is being considered in the updated General Plan Circulation Element. Rosemead Blvd. Finally, Alternative 2 will require the street lights to be relocated that may create significant time impacts to the construction schedule by Edison. Additional pedestrian lighting may be necessary to properly illuminate the pathway for both pedestrians and bicyclists creating a potential cost increase of up to $200,000 dependng on the design which is included in the preliminary cost estimate of $5 million for Alternative 2. Funding Update The Diamond Bar Blvd. Complete Streets Project has been listed on the San Gabriel Valley Council of Governments Measure M Multi-year Subregional Program Funding project list and will be reviewed by the Governing Board in November. Fifty-four projects were submitted and sixteen are recommended for funding. The Diamond Bar Complete Streets Project is recommended for $3 million in funding. Additionally, staff submitted an Active Trasnportation Pr ogram Cycle 4 Grant application for the Golden Springs Drive Mobility Improvements Project. The project will include the intersection of Diamond Bar Blvd. and Golden Springs Drive. The grant request for this proejct was $1,908,000 for three interesections. Attachments: 1 Packet Pg. 14 1. 1.a DRAFT Power Point Presentation 1 Packet Pg. 15 Diamond Bar Blvd. Complete Streets Project City Council Study Session October 16, 2018 DRAFT 1.a Packet Pg. 16 Background •Project further extends Council’s vision to incorporate Streetscape Elements at other arterial intersections, corridors and City entry points •Two (2) alternatives were presented to Council on August 21 for consideration 2 1.a Packet Pg. 17 Diamond Bar Blvd. Complete Streets Corridor Improvements •Diamond Bar Blvd. between SR 60 Freeway and Golden Springs Drive •Key elements of the project include –Streetscape Elements –Green Street Elements –Complete Street Elements N 3 1.a Packet Pg. 18 Conceptual Alternatives Alternative 1 •Utilizes the existing street parkway •Bike lanes adjacent to vehicle lanes on same grade as vehicles •Incorporates streetscape, green streets, and complete street elements •Construction Cost Estimate $4.5 Million Alternative 2 •Widens parkway •Bikes lanes are in the parkway on same grade as pedestrian sidewalk •Incorporates streetscape, green streets, and complete street elements •Construction Cost Estimate $5 Million 4 1.a Packet Pg. 19 5 1.a Packet Pg. 20 Alternative 1 Enhanced Crosswalks and Decorative Traffic Signals at all intersections Parkway Trees with decorative tree grates New ornamental trees in medians 3 existing pine trees to remain Parkway post and rail with planters 6 1.a Packet Pg. 21 Alternative 1 7 *The number of travel lanes will remain unchanged from current conditions. 1.a Packet Pg. 22 Bike Lane Enhancements Solid Green Asphalt Paving Striped Green Asphalt Paving 8 1.a Packet Pg. 23 Chino Hills-Fairfield Ranch Road Claremont-Town Ave. 9 1.a Packet Pg. 24 Alternative 2 Enhanced Crosswalks and Decorative Traffic Signals at all intersections Parkway Trees with decorative tree grates New ornamental trees in medians 3 existing pine trees to remain Parkway post and rail with planters 10 1.a Packet Pg. 25 Alternative 2 11 *The number of travel lanes will remain unchanged from current conditions. 1.a Packet Pg. 26 Alternative 2 12 1.a Packet Pg. 27 Brea Canyon Road south of Fountain Springs Drive Pedestrian Path of Travel ~5 feet wide Bike Lane ~6 feet wide 13 1.a Packet Pg. 28 Rosemead Blvd. Project 2 mile suburban bikeway in Temple City 14 1.a Packet Pg. 29 Broadway and Third Street Protected Bike Lanes in Long Beach 15 1.a Packet Pg. 30 Indianapolis Cultural Trail 8 mile world class urban bike and pedestrian path in downtown Indianapolis, Indiana 16 1.a Packet Pg. 31 Pedestrian Path of Travel ~4’4” wide Pedestrian Path of Travel ~5’6” wideBrea Canyon Road Diamond Bar Blvd. 17 1.a Packet Pg. 32 Green Street Elements Bioswales and/or Infiltration Trenches for stormwater treatment 18 1.a Packet Pg. 33 Planting Palette Median Trees Bioswale Shrubs Rockwork Plantings Camphor Tree Tulip Tree Grass mix with Rock Cobble/Swale Drought Tolerant mix with Boulders Golden Monkey Flower California Gray Rush and Golden Sedge 19 1.a Packet Pg. 34 Planting Palette Parkway Trees Median Plantings Crepe Myrtle Yellow Medicine Aloe Santa Barbara Daisy Red Yucca Agave Blue Flame 20 1.a Packet Pg. 35 Streetscape Elements 21 1.a Packet Pg. 36 Open House •September 27, 2017 for residents and business owners •21 Attendees –18 identified as residents –5 identified as business owners/managers •20 Survey Cards completed •Alternative 2 was identified as the preferred alternative •Priority was identified for Decorative Historical elements such as post and rail, steel panels •Landscape and Hardscape elements were second in priority •Emphasis on the importance of maintenance 22 1.a Packet Pg. 37 Comparison •12’ Parkway Width •5’ Bike Lanes on Street grade •6’ Sidewalks •Low Utility impact •No significant change to vehicle behavior •Maintain crosswalk length •$4.5 Million •17’ Parkway Width •5’ Bike Lanes Separated from Street •4’ Sidewalks •Moderate Utility impact due to need to relocate street lights and possibly implement pedestrian level lighting •Tighter vehicle turns and reduced speeds •Shorter crosswalk length •$5 Million Alternative 1 Alternative 2 23 1.a Packet Pg. 38 Funding Opportunities •SGVCOG Measure M Multi-Year Subregional Program (MSP) Funding –16 projects out of 54 submitted are recommended for funding –DBB Complete Streets is recommended for $3 million –Governing Board will review project list in November •Active Transportation Program Cycle 4 Grant –Golden Springs Drive Mobility Improvements Project includes intersection of Diamond Bar Blvd. –Total grant request of $1.908 million for three intersections –Staff recommendations to be issued in December with Commission adoption in June 2019 24 1.a Packet Pg. 39 Next Steps •Select a preferred alternative to prepare the plans, specifications and engineering estimate (PS&E) •4-5 months to complete PS&E •Continue to seek grant opportunities for full construction funding •Construction start is contingent on grant funding 25 1.a Packet Pg. 40 Agenda #: 6.1 Meeting Date: October 16, 2018 TO: Honorable Mayor and Members of the City Council FROM: Daniel Fox, City Manager TITLE: CITY COUNCIL MEETING MINUTES. STRATEGIC GOAL: Open, Engaged & Responsive Government RECOMMENDATION: Approve. PREPARED BY: Attachments: 1. 6.1.a Regular Meeting of October 2, 2018. 6.1 Packet Pg. 41 MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR OCTOBER 2, 2018 CALL TO ORDER: Mayor Low called the Regular City Council meeting to order at 6:30 p.m. in the South Coast Air Quality Management District/Government Center Auditorium, 21865 Copley Drive, Diamond Bar, CA. PLEDGE OF ALLEGIANCE: M/Low led the Pledge of Allegiance. INVOCATION: Shaykh Nomaan Baig, Institute of Knowledge, provided the Invocation. ROLL CALL: Council Members Lin, Lyons, Tye, Mayor Pro Tem Herrera and Mayor Low Staff Present: Dan Fox, City Manager; David DeBerry City Attorney; Ryan McLean, Assistant City Manager; David Liu, Public Works Director; Greg Gubman, Community Development Director; Ryan Wright, Parks & Recreation Manager; Dianna Honeywell, Finance Director; Anthony Santos, Assistant to the City Manager; Amy Haug, Human Resources/Risk Manager; Dannette Allen, Management Analyst; Cecilia Arellano, Public Information Coordinator; and, Tommye Cribbins, City Clerk. APPROVAL OF AGENDA: As Presented. 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 M/Low and Council Members presented Certificates of Recognition to the Porter Family for opening their homes during an evacuation at Diamond Bar High School. The Gehringer family was unable to attend. NEW BUSINESS OF THE MONTH: 1.2 M/Low and Council Members presented a Certificate Plaque to Tancca Tea House, 1123 Grand Avenue as New Business of the Month. Owners were unable to be present. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: None. 3. PUBLIC COMMENTS: Allen Wilson inquired about the Brown Act for three City Councilmembers to be at the same event and whether the public would be able to comment on Item 8.1. Jeff Lowe, owner, Alchemy Theater, asked if his small community theater group could be located at 249 S. Diamond Bar Boulevard. M/Low suggested Mr. Lowe meet with City staff to discuss his objectives. 6.1.a Packet Pg. 42 OCTOBER 2, 2018 PAGE 2 CITY COUNCIL C/Lin said he loved theater and was very happy that Mr. Lowe was making this proposal. 4. RESPONSE TO PUBLIC COMMENTS: CM/Fox indicated that accepting public comments on Item 8.1 would be at the pleasure of the Council. 5. SCHEDULE OF FUTURE EVENTS: 5.1 Diamond Bar Restaurant Week – October 5th through 21st with 23 restaurants participating. Check out www.dbrestaurantweek.com for all of the latest participants and their restaurant week specials. 5.2 Planning Commission Meeting – October 9, 2018 – 6:30 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 Traffic and Transportation Commission Meeting – October 11, 2018 – 6:30 p.m., Windmill Community Room, 21810 Copley Drive. 5.4 City Council Meeting – October 16, 2018 – 6:30 p.m., ACMD/Government Center Auditorium, 21865 Copley Drive. 5.5 Halloween Party (Fall Fun Festival/Barktoberfest) – October 27, 2018 – 9:00 a.m. to 12:00 noon – Pantera Park, 738 Pantera Drive. 5.6 America Recycles Day – November 3, 2018 – 9:00 a.m. to 2:00 p.m., AQMD/Government Center, 21865 Copley Drive. 6. CONSENT CALENDAR: C/Lyons moved, MPT/Herrera seconded, to approve the Consent Calendar with C/Lyons pulling Item 6.4 for separate action. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Lin, Lyons, Tye, MPT/Herrera, M/Low NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 6.1 APPROVED CITY COUNCIL MINUTES: 6.1a REGULAR MEETING OF SEPTEMBER 18, 2018 – as presented. 6.2 RATIFIED CHECK REGISTER DATED SEPTEMBER 13, 2018 THROUGH SEPTEMBER 26, 2018 TOTALING $1,457,180.98. 6.3 APPROVED TREASURER’S STATEMENT FOR AUGUST 2018. 6.1.a Packet Pg. 43 OCTOBER 2, 2018 PAGE 3 CITY COUNCIL 6.5 APPROVED DESIGN AND PLANS AND AWARD OF CONSTRUCTION AGREEMENT TO MICON CONSTRUCTION, INC. FOR THE PLAYGROUND SURFACING REPLACEMENT AND ADA IMPROVEMENTS PROJECT AT STARSHINE PARK – CDBG PROJECT NO. 60186617. A) APPROPRIATED $16,341 OF CDBG FUND RESERVES TO THE FISCAL YEAR 2018-19 CAPITAL IMPROVEMENTS PROGRAM (CIP) BUDGET FOR THE PLAYGROUND SURFACING REPLACEMENT AND ADA IMPROVEMENTS PROJECT AT STARSHINE PARK; B) ADOPTED RESOLUTION NO. 2018-40 APPROVING THE DESIGN AND PLANS, AND ESTABLISHING A PROJECT PAYMENT ACCOUNT, FOR THE PLAYGROUND SURFACING REPLACEMENT AND ADA IMPROVEMENTS PROJECT AT STARSHINE PARK; C) REJECTED THE ALTERNATE BID SCHEDULE AND ALTERNATE BID ITEMS (#13-21) IN THE AMOUNT OF $16,992; AND, D) APPROVED AND AUTHORIZED THE MAYOR TO SIGN, A CONSTRUCTION AGREEMENT WITH MICON CONSTRUCTION, INC. IN THE AMOUNT OF $127,936 APPROVING THE BASE BID SCHEDULE, PLUS A CONTINGENCY AMOUNT OF $7,590, FOR CONTRACT CHANGE ORDERS TO BE APPROVED BY THE CITY MANAGER, FOR A TOTAL AUTHORIZATION AMOUNT OF $135,526. MATTERS WITHDRAWN FROM CONSENT CALENDAR: 6.4 FIRST AMENDMENT TO AGREEMENT FOR CITY REQUESTED ENHANCEMENTS DURING CONSTRUCTION OF NEW RAMPS AT LEMON AVENUE AND STATE ROUTE 60 BY AND BETWEEN THE CITY OF DIAMOND BAR AND THE ALAMEDA CORRIDOR-EAST CONSTRUCTION AUTHORITY. A) APPROPRIATE $60,000 OF MEASURE ME FUND RESERVES AND $45,000 OF MEASURE R FUND RESERVES TO THE FISCAL YEAR 2018-19 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR THE LEMON AVENUE INTERCHANGE AT THE STATE ROUTE 60 FREEWAY PROJECT; B) APPROVE THE TRANSFER OF $20,000 OF MEASURE ME FUND SAVINGS FROM PROJECT #26016 (GROUNDWATER DRAINAGE IMPROVEMENTS – PHASE I) TO PROJECT #23316 (LEMON AVENUE INTERCHANGE AT SR 60) IN THE FISCAL YEAR 2018 -19 CIP BUDGET; AND, 6.1.a Packet Pg. 44 OCTOBER 2, 2018 PAGE 4 CITY COUNCIL C) APPROVE AND AUTHORIZE THE MAYOR TO SIGN, THE FIRST AMENDMENT TO THE AGREEMENT WITH THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS TO INCREASE THE NOT - TO-EXCEED AMOUNT TO $165,000. C/Lyons asked for reassurance that future groundwater drainage projects would continue to be funded. CM/Fox stated that that was correct. The savings staff proposes to transfer to this project is a result of the amount saved from two recent storm drain projects that came in under budget. The additional projects in the CIP are separate line items and will continue to be funded. C/Lin asked why $165,000 was being appropriated when the amendment is for $125,000. CM/Fox responded that the total contract is for $165,000 and the amendment adds $125,000 for the paving. The current $40,000 contract for the Lemon Avenue Interchange project is for a variety of landscape enhancements, traffic signal modifications, traffic signage and striping under the City’s responsibility. The contract is being amended from $40,000 to $165,000 for a net increase of $125,000. C/Lin asked if the 1 ½ acres of land that was vacated on the McDonald’s site for the on and off ramps would be deeded back to the City of Diamond Bar once the ramps are closed. CM/Fox responded that staff has indicated an interest in having “first right -of- refusal” over that property if and when the State goes through the vacation process. C/Lin felt the property would be a perfect location for a public arts display. C/Lyons moved, MPT/Herrera seconded, to approve Item 6.4 as stated. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Lin, Lyons, Tye, MPT/Herrera, M/Low NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None 7. PULIC HEARINGS: NONE. 8. COUNCIL CONSIDERATION: 8.1 ECONOMIC DEVELOPMENT STATUS REPORT. 6.1.a Packet Pg. 45 OCTOBER 2, 2018 PAGE 5 CITY COUNCIL CM/Fox said that in response to MPT/Herrera’s request staff is providing and update on the new development and existing programs and businesses in the City. There has been a lot of interest in the new Sprouts Center (former Kmart site) which in the past year has opened Sprouts, Coffee Bean Tea Leaf, Chipotle and Ross with The Habit Burger Grill being under construction with an opening estimated close to the end of 2018/early 2019. The Charles Company, owner of the center, has been actively marketing the property to fill remaining vacancies a nd continues to have interest in acquiring a variety of businesses including banks, nail salons, restaurants and other retailers. Staff continues to work with the Charles Company on a regular basis and hopes to, in the very near future, share good news with respect to additional tenants. McDonald’s is located in the Center but under separate ownership and recently made a major investment in the rehabilitation of their store and remodeling of the façade and drive-through lane at Diamond Bar Boulevard and Gentle Springs Drive. The Walnut Pool site located on Golden Springs Drive near the Caltrans facility and the SR57/60 overpass was remodeled last year and is in the process of leasing a new 8500 square foot office complex. There has been a lot of interest in Big Lots; however, CM/Fox believes the owner has some unrealistic expectations on price. Staff has presented him with a number of national retail tenants who have not been able to reach agreement on business terms. They are currently looking to remodel the building to be split up into smaller commercial spaces they feel would garner them more suitable rents that would meet their financial business model. The Hampton Inn Suites is moving forward with their entitlements, currently in the environmental review and traffic analysis stage, for the Brea Canyon Road trailer storage site. The project is for 109 hotel rooms which will serve as a significant investment in that portion of the community and clean up some unsightly conditions. There are approximately 48,000 square feet of professional office and medical space and about 9,500 square feet of retail and restaurant uses that will be bundled on the site with the hotel. This project should be moving through the Planning Commission and City Council process in early 2019. In the Gateway Corporate Center, the Holiday Inn just spent $12 million on renovating their hotel which was a private investment in the community. The new DB Grill and Lounge, the restaurant inside the hotel, is open . In addition, they are restaurant week participants. This serves as another indication that there is a real investment/reinvestment in Diamond Bar which is encouraged. Niagara Water will be moving their headquarters from Ontario to Diamond 6.1.a Packet Pg. 46 OCTOBER 2, 2018 PAGE 6 CITY COUNCIL Bar into a 30,000 square foot office building purchased in the Corporate Center. It is anticipated they will begin Tenant Improvements this fall and be ready to occupy the site in early 2019 with approximately 700 employees. This supports the notion that the City is able to market itself as a corporate center/daytime destination with current large employers such as AQMD, Niagara, Allstate and other businesses. Some of the current programs include: A City Council Economic Development Committee consisting of Councilmembers Lyons and Herrera meets quarterly with staff to provide updates and to discuss different programs and initiatives that are ultimately brought to the City Council as deemed appropriate. Restaurant Week which kicks off this Friday, October 5th and runs through October 21st is probably the City’s most visible program and a great way to celebrate and bring the community together. Last year the City began partnering with SCORE, a non-profit business resource organization of thousands of volunteer business counselors who are former CEO’s of Fortune 500 companies who volunteer their time to teach people how to run a business and mentor aspiring entrepreneurs and business owners. The City hosts workshops at the Diamond Bar Center and have one -on-one mentoring sessions at no cost that are hosted at City Hall by appointment. The General Plan Update will include a new Economic Development Element which is not a requirement by the State but something the City chose to create because of the importance of economic development in the community. This element will respond to public interest in creating a town center and will include town center areas and focuses and include policies that will encourage that type of growth and vision for the future as well as, policies for new and existing businesses. Other organizations and resources include continuing participation with the Regional Chamber of Commerce to sponsor and support local and regional events including Restaurant Week as well as, the San Gabriel Economic Partnership who advocate for industry and business as well as, offer support for things such as the SR57/60 Confluence Project and advocate for funding at the state, local and federal level. When this infrastructure is completed, it will help to attract new businesses and residents who want to be in this area. Diamond Bar actively participates in the International Council of Shopping Centers to market its available sites and facilitate communications between property owners and potential tenants. In addition, the City takes advantage of a variety of other professional resources and services related to financial and others who perform analysis of projects including Keyser Marston Associates. Kosmot Companies has helped and continues to help the City secu re hotel sites, infrastructure financing options and other real estate services. H dL 6.1.a Packet Pg. 47 OCTOBER 2, 2018 PAGE 7 CITY COUNCIL Company provides the City’s property tax estimates, sales tax estimates and has been instrumental on the retail side of securing some of the more recent transactions including Smart & Final, Waba Grill, Sprouts, Ross, Chipotle and everything having to do with the Charles Company. HdL has also helped the City prepare an Economic Development Action Plan that was approved by the City Council last October which provides the roadmap where the City identified seven different areas of the community, each with a separate market and demographics. MPT/Herrera thanked CM/Fox for his very comprehensive overview of all of the different things Diamond Bar has been doing over the past many years, particularly at the ICSC where staff and Council Members take brochures about each shopping center to show the schematics of the center and where the vacancies are and how many square feet of space is available which are handed out to businesses that residents would like to have come to Diamond Bar. MPT/Herrera asked CM/Fox who makes the final decision about whether a business comes or does not come to this City? CM/Fox said that ultimately, it is a business decision between the property owner and the prospective tenant. Diamond Bar staff and Council can facilitate the communications, impress potential tenants with the City’s demographics and point them to different amenities throughout the community, but ultimately, if the owner and prospective tenant are unable to agree on the basic business terms, there is not much more the City can do. C/Tye said that a member of the public commented that there are so many empty store fronts and “we’re not addressing them” and really, nothing could be further from the truth. Walmart made the decision to come to Diamond Bar (an international corporation); Coffee Bean and Tea Leaf has been around for 50 years, was started in Los Angeles and they made the decision to come to Diamond Bar; Chipotle saves residents the trouble of driving to City of Industry or Walnut because they came to Diamond Bar – and those decisions are being made for good reason. He wonders how many people remember a time when he and MPT/Herrera were on the Council that led a campaign to persuade Trader Joes to come to Diamond Bar and locate in what is now the Super H Mart property. They delivered 11,000 post cards to Trader Joes to convince them that this is the right place. They liked the demographics, they liked the traffic count, but didn’t like the location and chose to go elsewhere. There are a lot of moving parts, but he does not believe it is fair to say that we are not addressing them. We’re helping the folks that own the former Big Lots, we are with the ICSC and doing everything we can. Again, we’re not the realtor or property owner and we’re not really trying to say “come rent from us”, we’re saying “this is what is available”. He believes that when the City turned around Vons leaving, Hagan occupying overnight, Hagan leaving 6.1.a Packet Pg. 48 OCTOBER 2, 2018 PAGE 8 CITY COUNCIL after a few months and fortunately, landing Smart & Final Extra, whether one likes that format or not, Diamond Bar is fortunate to have that storefront occupied and producing sales tax revenue for the City. He thinks overall, the City is doing everything it can do in every possible arena. C/Lyons thanked CM/Fox for the very comprehensive update and there are good things working and there are good things signed. And she imagines that a lot of people were unaware that Diamond Bar was ge tting a Hampton Inn & Suites which was something that was signed fairly recently. And it seems to her that there is something else on that property that may not yet be signed. CM/Fox said that staff is unaware of anything other than what has been mentioned including a separate retail building, a restaurant building and a medical and professional office building that will be part of that development. MPT/Herrera said that some people get frustrated with the vacancies and there have been some businesses that are attracted to a different location who talk with the property owner and determine, that because of the high rent being asked, they back out. Is there anything that the City can do to impose a lower rent? CM/Fox responded that there really is nothing that the City can do to affect the rents. Rent control for commercial uses is actually prohibited under state law. There is not really anything from a legislative standpoint that the City can do to manage or control the amount of rent the market will bear. M/Low opened the item for public comment. Bob Velker, stated that although he praised the City Council for the action plan he felt that the report didn’t have a date on it. He feels that the reports was lacking in data, substance, direction and is very superficial. He hopes there is more to it than this. C/Lin asked Mr. Velker what “document” he referred to . Mr. Velker stated that it was the report that was attached to the agenda for tonight’s meeting. With no further public comments made, M/Low closed public comments. CM/Fox explained that the attachment in the agenda packet is the three - year development action plan that was reviewed at two study sessions by the City Council in June and October 2017. It is intended to be a high - 6.1.a Packet Pg. 49 OCTOBER 2, 2018 PAGE 9 CITY COUNCIL level document to maintain flexibility and to be able to be responsive to changes in the market and changes in property conditions. Overall, it sets the commitment to work toward economic development and what the City can do and what the City cannot do with respect to these opportunity areas as they come and go over time. The actual information that is passed out to perspective tenants is contained in separate documents. Further, this document is intended to be an interactive process which can be updated and the City can be flexible moving forward and conditions change. M/Low said that the document has the various areas divided into inter - regions within the City and within each of the areas there are overall objectives as well as, specific tasks that relate to the particular focus areas which seems to her to be a very organized way of handling it. The subcommittee meets quarterly so that the Council and staff is keeping a close watch on this and measuring the pulse of the economic viability of these areas. As members of the City Council, nothing happens without money as everyone knows, and the economic development brings in the tax dollars that fund the City’s programs, roadway improvements, public safety and even this meeting tonight. One can be sure that the City Council has economic development as one of its top, top priorities together with traffic and public safety. She appreciates the comments this evening and she thanked CM/Fox for his excellent report. C/Lin said that despite what has been said this evening he believes the staff of this City has done a very good job in growing economic development. He remembers 17 years ago when he first moved to Diamond Bar the Super H Mart site was completely blighted and even the four corners at Diamond Bar Boulevard and Grand Avenue was fairly blighted. And in 17 years these areas have been transported into very viable economic centers for the City of Diamond Bar. The facts speak for themselves and there is no doubt that economic development is an ongoing activity. It is not something one sets a goal that can be attained by a certain date and then quits. It is an ongoing pursuit and he applauds staff’s efforts and without the City Council, nothing moves forward. MPT/Herrera said how much she appreciated their constant efforts in this area and in particular to CM/Fox and his staff for putting together this report which shows that the City is doing a great deal in every way and in every year to enhance economic development. 9. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: C/Tye said that “silly season” refers to the way people behave before an election, not that “they” are silly. He is sorry if he offended anyone with that comment, but it does get to what we saw with the senate judiciary committee and the way 6.1.a Packet Pg. 50 OCTOBER 2, 2018 PAGE 10 CITY COUNCIL adults are behaving and the way the mailboxes are full everyday of what he thinks are at the very least half -truths. Folks posting inaccurate information or misconstruing the facts or implying by innuendo with no chance for anyone to deal with it will be over in 36 days. He encouraged people to vote and exercise their right to do so. It was wonderful to have the Porter family here tonight and to honor them for the action they took. It is very encouraging that a teenager stepped up while mom wasn’t home and it shows she raised her kids well. At a recent meeting Mary Lou Vargas and David Hernandez were honored for what they did – stopping their cars at a busy intersection to help someone in need. People in this community know how to take care of each other and the City is grateful for them making this community a better place. His dad told him many years ago there are two things you can be sure of with the Dodgers and the Rams – they will break your heart every year. So with the Dodgers heading toward the World Series let’s hope they bring the trophy back to Los Angeles after 30 years. MPT/Herrera spoke about the funeral mass was held for Monsignor Jim Loughnane who passed away on September 17th and thanked the Walnut/Diamond Bar Sheriff’s Station personnel for the tremendous job they did in helping with crowd and traffic control. There were a lot of cars and over 1 ,000 people attended the mass at St. Denis Church and, the Sheriff’s Department was a wonderful and helpful presence. C/Lin echoed C/Tye’s comments about the Porter family and the Gehringer family. This is what defines humanity and Diamond Bar. He asked CA/DeBerry to address Mr. Wilson’s question about three Council Members being at the same event whether it violates the Brown Act. CA/DeBerry said he believed the question was should three Councilmembers avoid being seen in the same place at any cost and the answer to that is “no.” In this and other cities the full contingency of Cou ncil Members often attend the same community events such as Concerts in the Park, 4th of July, and various fundraising events for different foundations and, there is something in the Constitution called Freedom of Association and the Brown Act is a very li mited restriction on people’s rights to associate and it says “a quorum of the Council (3) cannot meet at the same place and time to discuss City business” and never in his 23 years as a City Attorney has he advised the City Council never to be in the same place at any cost. He just advises them not to discuss City business unless it is in a noticed meeting when three or more are present. C/Lyons reported that last Friday she attended the San Gabriel Valley Legislative Power Luncheon where all four speakers were female and they all informed the audience members on a number of legislative issues. One of the speakers was our very own M/Low who spoke very knowledgably about things in Diamond Bar including traffic. M/Low did a great job in representing t he City and we are very proud to have her. Tomorrow night starts the beginning of the Read Together Diamond Bar activities at the library with a screening at 5:30 of the film Lion. She 6.1.a Packet Pg. 51 OCTOBER 2, 2018 PAGE 11 CITY COUNCIL and many others read the book over the summer. The book was original ly titled A Long Way Home and it was updated to Lion. The book is excellent and the movie screening tomorrow is free and she hopes everyone will join her at the library at 5:30. On Sunday she will be at the Diamond Bar Multi -Cultural Festival at Peterson Park from 11:00 a.m. to 3:00 p.m. Restaurant Week starts this Friday M/Low thanked C/Lyons for her compliment about the Legislative luncheon. It was a pleasure to be part of a speaking engagement along with Congresswoman Napolitano, Supervisor Hahn and State Senator Chang and what was nice about that was their affirmance and their commitment, each one of them, to helping the City with the SR57/60 Confluence project. They all said they were behind the City and that they were working hard to secure the funding for the project. And importantly, they understand how terrible that freeway intersection is and we vow to get that done. She thanked staff for their participation in the event as well. Last week she, Lin and Lyons attended the Evergreen Seniors Association to join them in celebrating the Harvest Moon Festival. This group has over 1000 members who really know how to party. They were celebrating birthday and moon festival with good food, singing and dancing. Be sure to check out the event next year which is open to everyone and is a lot of fun. A special thanks to Mr. Chi, their Chairman and founder for the special recognition. She has noticed that on trash pickup days there are certain people who have gone around the neighborhoods and taking recyclables from various trash cans which is against the law. We have Anti-Scavenging Ordinances so if you see people doing this, please feel free to call the Sheriff’s Department to report them. The reason the City has these ordinances is because when people are scavenging into trash bins and looking for recyclables it becomes an act of theft because once the homeowner puts the recycling into the bin and puts it on the sidewalk the recyclables belong to the trash hauler. Also, the City has various goal s for recyclables it must meet and when they are being pulled out it could put the City in jeopardy and it creates health hazards and public safety issues, potential of identity theft, etc. Please drive safely in and about the schools, especially during morning arrival and afternoon exit. Bad behavior is dangerous behavior. Please drive safely. She thanked staff for another great month of work which is much appreciated. ADJOURNMENT: With no further business to conduct, M/Low adjourned the Regular City Council Meeting at 7:41 p.m. _____________________________________ TOMMYE CRIBBINS, CITY CLERK The foregoing minutes are hereby approved this day of , 2018. 6.1.a Packet Pg. 52 OCTOBER 2, 2018 PAGE 12 CITY COUNCIL RUTH M. LOW, MAYOR 6.1.a Packet Pg. 53 Agenda #: 6.2 Meeting Date: October 16, 2018 TO: Honorable Mayor and Members of the City Council FROM: Daniel Fox, City Manager TITLE: PARKS AND RECREATION COMMISSION MEETING MINUTES FOR AUGUST 23, 2018. RECOMMENDATION: Receive and file. PREPARED BY: Attachments: 1. 6.2.a Regular Meeting of August 23, 2018. 6.2 Packet Pg. 54 6.2.a Packet Pg. 55 6.2.a Packet Pg. 56 6.2.a Packet Pg. 57 6.2.a Packet Pg. 58 6.2.a Packet Pg. 59 6.2.a Packet Pg. 60 Agenda #: 6.3 Meeting Date: October 16, 2018 TO: Honorable Mayor and Members of the City Council FROM: Daniel Fox, City Manager TITLE: RATIFICATION OF CHECK REGISTER DATED SEPTEMBER 27, 2018 THROUGH OCTOBER 10, 2018 TOTALING $690,438.74. STRATEGIC GOAL: Responsible Stewardship of Public Resources RECOMMENDATION: Ratify. FINANCIAL IMPACT: Expenditure of $690,438.74. BACKGROUND: The City has established the policy of issuing accounts payable checks on a weekly basis with City Council ratification at the next scheduled City Council Meeting. DISCUSSION: The attached check register containing checks dated September 27, 2018 through October 10, 2018 for $690,438.74 is being presented for ratification. All payments have been made in compliance with the City’s purchasing policies and procedur es. Payments have been reviewed and approved by the appropriate departmental staff and the attached Affidavit affirms that the check register has been audited and deemed accurate by the Finance Director. PREPARED BY: 6.3 Packet Pg. 61 Attachments: 1. 6.3.a Check Register Affidavit 10-16-18 2. 6.3.b Check Register 10-16-18 6.3 Packet Pg. 62 6.3.a Packet Pg. 63 SUNGARD PENTAMATION INC PAGE NUMBER: 1DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT10100 126791 10/03/18 ACSI ACSI 001 MISC PAYABLE-PP 20/18 0.00 192.0010100 126792 10/03/18 DRIVERAL ALLIANT INSURANCE SERVIC 0015350 SPCL EVENT INS-DB4YTH 0.00 214.0010100 126793 10/03/18 AMERICAB AMERICAN CAB LLC 1135553 DIAMOND RIDE SVCS-JUL 0.00 24,841.7510100 126794 10/03/18 ASCE AMERICAN SOCIETY OF CIVI 0015551 MEMBERSHIP DUES-YOUNG 0.00 300.0010100 126795 10/03/18 ASCE AMERICAN SOCIETY OF CIVI 0015551 MEMBERSHIP DUES-BESHA 0.00 300.0010100 126796 10/03/18 ARCADEPA ARCADE & PARTY RENTALS B 0015350 ARCADE RENTALS-DB4YTH 0.00 350.0010100 126797 10/03/18 BEARSTAT BEAR STATE AIR CONDITION 0015333 REQ MAINT-SEPT 18 DBC 0.00 1,030.1010100 126798 10/03/18 EVERGREE ROBYN A BECKWITH 0014093 PLANT MAINT-C/HALL 0.00 325.0010100 126798 10/03/18 EVERGREE ROBYN A BECKWITH 0014093 PLANT MAINT-LIBRARY 0.00 107.0010100 126798 10/03/18 EVERGREE ROBYN A BECKWITH 0014093 PLANT REPLACEMENT 0.00 70.8510100 126798 10/03/18 EVERGREE ROBYN A BECKWITH 0015333 PLANT MAINT-DBC 0.00 200.0010100 126798 10/03/18 EVERGREE ROBYN A BECKWITH 0015556 PLANT MAINT-HERITAGE 0.00 156.80TOTAL CHECK 0.00 859.6510100 126799 10/03/18 BESTLTG BEST LIGHTING PRODUCTS 1385538 MAINT SVCS-DIST 38 0.00 157.0710100 126799 10/03/18 BESTLTG BEST LIGHTING PRODUCTS 0015333 MAINT SVCS-DBC 0.00 157.0710100 126799 10/03/18 BESTLTG BEST LIGHTING PRODUCTS 0014093 MAINT SVCS-CITY HALL 0.00 235.8310100 126799 10/03/18 BESTLTG BEST LIGHTING PRODUCTS 0015556 MAINT SVCS-PARKS 0.00 1,142.09TOTAL CHECK 0.00 1,692.0610100 126800 10/03/18 CARDMONI MONICA CARDENAS 001 FACILITY REFUND-PNTRA 0.00 100.0010100 126801 10/03/18 CHANGDEB DEBBIE CHANG 001 FACILITY REFUND-S/CYN 0.00 100.0010100 126802 10/03/18 CHEMPROL CHEM PRO LABORATORY INC 0014093 WATER MAINT-C/HALL 0.00 155.0010100 126803 10/03/18 CHOUAND ANDREW B CHOU 0015350 P & R COMM-JUN 18 0.00 45.0010100 126804 10/03/18 DAPEERRO DAPEER ROSENBLIT & LITVA 0014020 LEGAL SVCS-AUG 2018 0.00 3,997.7510100 126805 10/03/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 2505510 CONSULTANT SVCS-AUG 0.00 4,316.0710100 126806 10/03/18 DAYNITEC DAY & NITE COPY CENTER 001 PRINT SVCS-PR17-18590 0.00 43.7010100 126806 10/03/18 DAYNITEC DAY & NITE COPY CENTER 0015510 PRINT SVCS-P/WORKS 0.00 68.4310100 126806 10/03/18 DAYNITEC DAY & NITE COPY CENTER 001 PRINT SVCS-PR17-20295 0.00 13.66TOTAL CHECK 0.00 125.7910100 126807 10/03/18 DENNISCA CAROL A DENNIS 0015350 PROF.SVCS-P & R MTG 0.00 75.0010100 126808 10/03/18 DMV DEPARTMENT OF MOTOR VEHI 5204030 CLEAN AIR VEH DECAL 0.00 22.0010100 126809 10/03/18 DBHANDCA DIAMOND BAR HAND CAR WAS 5205556 CAR WASH-PKS & REC 0.00 17.9910100 126809 10/03/18 DBHANDCA DIAMOND BAR HAND CAR WAS 5205556 CAR WASH-PKS & FAC 0.00 54.9710100 126809 10/03/18 DBHANDCA DIAMOND BAR HAND CAR WAS 5205554 CAR WASH-RD MAINT 0.00 78.9710100 126809 10/03/18 DBHANDCA DIAMOND BAR HAND CAR WAS 5204093 CAR WASH-POOL VEH 0.00 294.836.3.bPacket Pg. 64 SUNGARD PENTAMATION INC PAGE NUMBER: 2DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNTTOTAL CHECK 0.00 446.7610100 126810 10/03/18 DOGGIEWA DOGGIE WALK BAGS INC 1155515 SUPPLIES-DOGGIE BAGS 0.00 1,119.1010100 126811 10/03/18 DUNNEDWA DUNN EDWARDS CORPORATION 0015556 MAINT SVCS-PETERSON 0.00 309.3510100 126811 10/03/18 DUNNEDWA DUNN EDWARDS CORPORATION 0015556 SUPPLIES-PARKS 0.00 25.88TOTAL CHECK 0.00 335.2310100 126812 10/03/18 PROFORMA ELEMENT 7, LLC 0014096 PROMO SUPPLIES-DBRW 0.00 820.5110100 126813 10/03/18 ELITEPAI ELITE PAIN MANAGEMENT IN 001 FACILITY REFUND-DBC 0.00 100.0010100 126814 10/03/18 EMERALD EMERALD LANDSCAPE SERVIC 0014093 LANDSCAPE SVCS-C/HALL 0.00 980.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0015556 RODENT CONTROL-PNTRA 0.00 30.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0015556 PEST CONTROL-HERITAGE 0.00 40.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0015333 RODENT CONTROL-DBC 0.00 40.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0015556 PEST CONTROL-PARKS 0.00 50.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0014093 PEST CONTROL-C/HALL 0.00 50.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0014093 RODENT CONTROL-C/HALL 0.00 65.0010100 126815 10/03/18 EXTERMIN EXTERMINETICS OF SO CAL 0015333 PEST CONTROL-DBC 0.00 75.00TOTAL CHECK 0.00 350.0010100 126816 10/03/18 FUNEXPRE FUN EXPRESS LLC 0015350 USE TAX 0.00 68.0910100 126816 10/03/18 FUNEXPRE FUN EXPRESS LLC 0015350 SUPPLIES-HALLOWEEN 0.00 716.7510100 126816 10/03/18 FUNEXPRE FUN EXPRESS LLC 001 USE TAX 0.00 -68.09TOTAL CHECK 0.00 716.7510100 126817 10/03/18 GRUNDYDA DAVID J. GRUNDY 0015350 P & R COMM-JAN 2018 0.00 45.0010100 126818 10/03/18 HSIEHKIM KIM HSIEH 0015350 P & R COMM-JAN 2018 0.00 45.0010100 126818 10/03/18 HSIEHKIM KIM HSIEH 0015350 P & R COMM-JUNE 18 0.00 45.00TOTAL CHECK 0.00 90.0010100 126819 10/03/18 IISHEARO II SHEA ROOFING 001 REFUND-C/D DEPOSIT 0.00 300.0010100 126820 10/03/18 INLANDEM INLAND EMPIRE TOURS & TR 1125350 TRANS-EXCURSION 0.00 980.0010100 126821 10/03/18 KAPLANDE DENEAN KAPLAN 0015350 CONTRACT CLASS-FALL 0.00 639.0010100 126822 10/03/18 LAURINMA MATTHEW LAURIN 001 FACILITY REFUND-S/CYN 0.00 100.0010100 126823 10/03/18 LELANDMI MICHELE LELAND 001 FACILITY REFUND-PNTRA 0.00 100.0010100 126823 10/03/18 LELANDMI MICHELE LELAND 001 FACILITY REFUND-PNTRA 0.00 50.00TOTAL CHECK 0.00 150.0010100 126824 10/03/18 LIANGBEN BENNY LIANG 0015350 P & R COMM-JAN 2018 0.00 45.0010100 126825 10/03/18 LACPUBWK LOS ANGELES COUNTY PUBLI 0015556 SUMP PUMP MAINT-AUG 0.00 627.1710100 126826 10/03/18 MOBILEIN MOBILE INDUSTRIAL SUPPLY 0015556 SUPPLIES-PKS & FAC 0.00 176.016.3.bPacket Pg. 65 SUNGARD PENTAMATION INC PAGE NUMBER: 3DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT10100 126827 10/03/18 MOONLIGH MOONLIGHT PRESS 0015210 SUPPLIES-ENVELOPES 0.00 361.3510100 126828 10/03/18 NGOCECIL CECILIA NGO 001 FACILITY REFUND-DBC 0.00 1,300.0010100 126828 10/03/18 NGOCECIL CECILIA NGO 001 FACILITY REFUND-DBC 0.00 37.22TOTAL CHECK 0.00 1,337.2210100 126829 10/03/18 ORORATHO THOMAS M ORONA 0015350 P & R COMM-JUNE 18 0.00 45.0010100 126830 10/03/18 RFDICKSO R F DICKSON COMPANY INC 0015554 ST SWEEPING SVCS-AUG 0.00 17,648.8810100 126831 10/03/18 RAMOMELB MELBA RAMOS 001 FACILITY REFUND-REAGA 0.00 100.0010100 126832 10/03/18 SPENTERT S P ENTERTAINMENT LLC 0015350 PHOTOBOOTH-DB4YTH 0.00 350.0010100 126833 10/03/18 SCFUELS SC FUELS 5205554 FUEL-RD MAINT SEPT 0.00 348.3410100 126833 10/03/18 SCFUELS SC FUELS 5205556 FUEL-PKS & FAC SEPT 0.00 787.0110100 126833 10/03/18 SCFUELS SC FUELS 5205230 FUEL-CODE ENFOR SEPT 0.00 75.4210100 126833 10/03/18 SCFUELS SC FUELS 5204093 FUEL-POOL VEH SEPT 0.00 131.48TOTAL CHECK 0.00 1,342.2510100 126834 10/03/18 SHEPPARD SHEPPARD, MULLIN, RICHTE 0014020 LEGAL SVCS-T/HERMANOS 0.00 7,343.0910100 126835 10/03/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 346.1410100 126835 10/03/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 104.4410100 126835 10/03/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 233.3810100 126835 10/03/18 SCE SOUTHERN CALIFORNIA EDIS 0015556 ELECT SVCS-T/CONTROL 0.00 62.7310100 126835 10/03/18 SCE SOUTHERN CALIFORNIA EDIS 1385538 ELECT SVCS-T/CONTROL 0.00 25.2110100 126835 10/03/18 SCE SOUTHERN CALIFORNIA EDIS 0014093 ELECT SVCS-C/HALL 0.00 16,162.73TOTAL CHECK 0.00 16,934.6310100 126836 10/03/18 SULAKHEM MANISHA SULAKHE 0015350 P & R COMM-JAN 2018 0.00 45.0010100 126836 10/03/18 SULAKHEM MANISHA SULAKHE 0015350 P & R COMM-JUNE 18 0.00 45.00TOTAL CHECK 0.00 90.0010100 126837 10/03/18 USDEPART U S DEPARTMENT OF EDUCAT 001 MISC PAYABLE-PP 20/18 0.00 263.3310100 126838 10/03/18 VERIZONW VERIZON WIRELESS 0014070 CELL CHRGS-PW,CS,CD 0.00 1,389.5910100 126839 10/03/18 WVEF WALNUT VALLEY EDUCATIONA 001 FACILITY REFUND-DBC 0.00 1,000.0010100 126840 10/03/18 WVEF WALNUT VALLEY EDUCATIONA 0114010 ANNL TEDDY BEAR TEA 0.00 500.0010100 126841 10/03/18 WAXIESAN WAXIE SANITARY SUPPLY 0015333 SUPPLIES-DBC 0.00 360.2810100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 PROF.SVCS-PR 16-2446 0.00 1,000.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 PROF.SVCS-PR 18-25033 0.00 800.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 PROF.SVCS-PR 16-2461 0.00 400.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 ADMIN FEE-PR 16-2446 0.00 180.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 ADMIN FEE-PR 18-25033 0.00 144.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 ADMIN FEE-PR 16-2461 0.00 72.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 ADMIN FEE-PR 16-2446 0.00 -180.0010100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 ADMIN FEE-PR 18-25033 0.00 -144.006.3.bPacket Pg. 66 SUNGARD PENTAMATION INC PAGE NUMBER: 4DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT10100 126842 10/03/18 WILLDANG WILLDAN GEOTECHNICAL 001 ADMIN FEE-PR 16-2461 0.00 -72.00TOTAL CHECK 0.00 2,200.0010100 126877 10/10/18 4IMPRINT 4IMPRINT INC 0014096 PRINT SVCS-REST WEEK 0.00 199.8710100 126878 10/10/18 AARROWHE AARROWHEAD SECURITY INC 0015333 SECURITY SVCS-HERITAG 0.00 111.6610100 126878 10/10/18 AARROWHE AARROWHEAD SECURITY INC 0015333 SECURITY SVCS-HERITAG 0.00 111.6610100 126878 10/10/18 AARROWHE AARROWHEAD SECURITY INC 0015333 SECURITY SVCS-HERITAG 0.00 232.6310100 126878 10/10/18 AARROWHE AARROWHEAD SECURITY INC 0015333 SECURITY SVCS-DBC 0.00 656.0010100 126878 10/10/18 AARROWHE AARROWHEAD SECURITY INC 0015333 SECURITY SVCS-DBC 0.00 1,330.6210100 126878 10/10/18 AARROWHE AARROWHEAD SECURITY INC 0015333 SECURITY SVCS-DBC 0.00 1,581.85TOTAL CHECK 0.00 4,024.4210100 126879 10/10/18 ADUSUMIL GOKUL ADUSUMILLI 001 FACILITY REFUND-REAGA 0.00 100.0010100 126880 10/10/18 AOS ADVANCED OFFICE 0014070 RICOH COPY CHARGES 0.00 764.8810100 126881 10/10/18 ALFAROSA SANDRA ALFARO 001 FACILITY REFUND-S/CYN 0.00 100.0010100 126882 10/10/18 DRIVERAL ALLIANT INSURANCE SERVIC 0015350 SPCL INS-VET RECOGNI 0.00 355.0010100 126882 10/10/18 DRIVERAL ALLIANT INSURANCE SERVIC 0015350 SPCL EVENT-HALLOWEEN 0.00 624.00TOTAL CHECK 0.00 979.0010100 126883 10/10/18 ALWAYSJU ALWAYS JUST FOR FUN 0015350 BALLOONS-HALLOWEEN 0.00 350.0010100 126884 10/10/18 AGSINC AMERICAN GUARD SERVICES 0014411 CROSSING GUARD SVCS 0.00 14,905.8010100 126885 10/10/18 ANCHETAJ JO ANN ANCHETA 001 FACILITY REFUND-PNTRA 0.00 100.0010100 126886 10/10/18 ASKARGIN GINWA ASKAR 001 RECREATION REFUND 0.00 297.5010100 126887 10/10/18 BALDWINC CAROLE BALDWIN 0015350 CONTRACT CLASS-FALL 0.00 268.2010100 126888 10/10/18 BARRETTT THOMAS BARRETT 0015350 CONTRACT CLASS-SUMMER 0.00 150.0010100 126889 10/10/18 VALLEYCR BRIGHTVIEW LANDSCAPE SER 0015556 ADDL IRRIGATION REPR 0.00 518.0610100 126889 10/10/18 VALLEYCR BRIGHTVIEW LANDSCAPE SER 0015556 ADDL IRRIGATION REPR 0.00 533.2510100 126889 10/10/18 VALLEYCR BRIGHTVIEW LANDSCAPE SER 0015556 ADDL IRRIGATION REPR 0.00 536.4710100 126889 10/10/18 VALLEYCR BRIGHTVIEW LANDSCAPE SER 0015556 ADDL IRRIGATION REPR 0.00 716.4710100 126889 10/10/18 VALLEYCR BRIGHTVIEW LANDSCAPE SER 0015333 LANDSCAPE MAINT-SEPT 0.00 5,645.4710100 126889 10/10/18 VALLEYCR BRIGHTVIEW LANDSCAPE SER 0015556 LANDSCAPE MAINT-SEPT 0.00 30,117.53TOTAL CHECK 0.00 38,067.2510100 126890 10/10/18 BRYACHUN CHUNG BRYANT 001 REFUND-C/D DEPOSIT 0.00 250.0010100 126891 10/10/18 CHENMARK MARK CHENG 001 FACILITY REFUND-PNTRA 0.00 100.0010100 126892 10/10/18 REINBERG CNC PRINTWERKS 0014030 PRINT SVCS-BUS CARDS 0.00 350.4010100 126893 10/10/18 COMMDEVE COMMUNITY DEVELOPMENT CO 1255215 TITLE REPORT REFUND 0.00 20.0010100 126893 10/10/18 COMMDEVE COMMUNITY DEVELOPMENT CO 125 LOAN REPAYMNT-LOPEZ 0.00 7,062.00TOTAL CHECK 0.00 7,082.006.3.bPacket Pg. 67 SUNGARD PENTAMATION INC PAGE NUMBER: 5DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT10100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 15-101 0.00 294.4610100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 15-34 0.00 297.0010100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 15-321 0.00 271.2410100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 15-528 0.00 520.0010100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 17-169 0.00 832.0010100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 17-167 0.00 1,152.5010100 126894 10/10/18 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PL 17-77 0.00 1,455.00TOTAL CHECK 0.00 4,822.2010100 126895 10/10/18 DAYNITEC DAY & NITE COPY CENTER 0015510 PRINT SVCS-P/WORKS 0.00 65.5510100 126896 10/10/18 DENNISCA CAROL A DENNIS 0014030 PROF.SVCS-CNCL MTG 0.00 100.0010100 126896 10/10/18 DENNISCA CAROL A DENNIS 0155210 PROF.SVCS-GPAC MTG 0.00 500.00TOTAL CHECK 0.00 600.0010100 126897 10/10/18 DEPTOFJU DEPARTMENT OF JUSTICE 0014060 PROF.SVCS-H/R 0.00 32.0010100 126898 10/10/18 DFSFLOOR DFS FLOORING LP 0014093 CARPET MAINT-SEPT 18 0.00 550.0010100 126899 10/10/18 DREWJOHN JOHN T DREW 001 FACILITY REFUND-M/HLL 0.00 100.0010100 126900 10/10/18 DYETTBHA DYETT & BHATIA, URBAN & 0155210 GEN PLAN UPDATE-AUG 0.00 30,996.0910100 126901 10/10/18 ECOFERTI ECOFERT INC 0015556 FERTIGATION SVCS-SEPT 0.00 290.0010100 126902 10/10/18 FRONTIER FRONTIER COMMUNICATIONS 0014030 PH.SVCS-CMGR FAX 0.00 89.3310100 126902 10/10/18 FRONTIER FRONTIER COMMUNICATIONS 0014070 PH.SVCS-ANALOG C/HALL 0.00 157.2410100 126902 10/10/18 FRONTIER FRONTIER COMMUNICATIONS 0014030 PH.SVCS-CH/ ELEVATOR 0.00 162.8910100 126902 10/10/18 FRONTIER FRONTIER COMMUNICATIONS 0015556 PH.SVCS-HERITAGE PK 0.00 57.9010100 126902 10/10/18 FRONTIER FRONTIER COMMUNICATIONS 0015556 PH.SVCS-HERITAGE FAX 0.00 96.41TOTAL CHECK 0.00 563.7710100 126903 10/10/18 GEOLDJIA ANDRE GEOLDJIAN 001 FACILITY REFUND-S/CYN 0.00 100.0010100 126904 10/10/18 GUTIERRE GENEVIEVE GUTIERREZ 001 FACILITY REFUND-HRTGE 0.00 800.0010100 126905 10/10/18 HANSONMA MAUREEN HANSON 001 FACILITY CHRGS-HERITA 0.00 -9.3110100 126905 10/10/18 HANSONMA MAUREEN HANSON 001 FACILITY CHRGS-HERITA 0.00 -45.0010100 126905 10/10/18 HANSONMA MAUREEN HANSON 001 FACILITY REFUND-HERIT 0.00 800.0010100 126905 10/10/18 HANSONMA MAUREEN HANSON 001 FACILITY CHRGS-HERITA 0.00 -150.00TOTAL CHECK 0.00 595.6910100 126906 10/10/18 HSUMINI MIN I HSU 001 FACILITY REFUND-PANTE 0.00 100.0010100 126907 10/10/18 HRCCINC HUMAN RESOURCE CAPITAL C 0014060 EMPLOYEE DEVELOPMENT T 0.00 7,579.9910100 126908 10/10/18 HUSSAIND DANIEL HUSSAIN 001 REFUND-C/D DEPOSIT 0.00 250.0010100 126909 10/10/18 JONESKEV KEVIN D JONES 0015551 SR-57/60 F/CONFLUENCE 0.00 4,000.0010100 126910 10/10/18 LANCESOL LANCE, SOLL & LUNGHARD L 0014050 AUDIT SVCS-2018 F/WRK 0.00 13,432.006.3.bPacket Pg. 68 SUNGARD PENTAMATION INC PAGE NUMBER: 6DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT10100 126911 10/10/18 LOPEZPAU PAULINE LOPEZ 001 FACILITY REFUND-S/CYN 0.00 200.0010100 126912 10/10/18 MASSEYMA MARK MASSEY 001 FACILITY REFUND-DBC 0.00 100.0010100 126912 10/10/18 MASSEYMA MARK MASSEY 001 FACILITY REFUND-DBC 0.00 81.00TOTAL CHECK 0.00 181.0010100 126913 10/10/18 MAYDWELL MAYDWELL MASCOTS INC 1155515 ENVIRONMNTL MASCOT 0.00 2,214.6110100 126914 10/10/18 MCECORPO MCE CORPORATION 1385538 MONTHLY MAINT-SEPT 0.00 5,002.0010100 126914 10/10/18 MCECORPO MCE CORPORATION 1415541 MONTHLY MAINT-SEPT 0.00 5,673.0010100 126914 10/10/18 MCECORPO MCE CORPORATION 1395539 MONTHLY MAINT-SEPT 0.00 17,373.00TOTAL CHECK 0.00 28,048.0010100 126915 10/10/18 MOBILEIN MOBILE INDUSTRIAL SUPPLY 0015556 CYLINDER ARGON 0.00 8.0010100 126915 10/10/18 MOBILEIN MOBILE INDUSTRIAL SUPPLY 0015350 SUPPLIES-HELIUM 0.00 93.00TOTAL CHECK 0.00 101.0010100 126916 10/10/18 MTACDIAM MTAC DIAMOND BAR 001 FACILITY REFUND-DBC 0.00 100.0010100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 1155515 SUPPLIES-SOLID WASTE 0.00 79.9110100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 0014095 SUPPLIES-P/INFO 0.00 184.7310100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 0015556 SUPPLIES-PKS & FAC 0.00 251.4610100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 0015210 SUPPLIES-PLNG/BLDG 0.00 135.4710100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 0015333 SUPPLIES-DBC 0.00 212.8610100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 0015350 SUPPLIES-RECREATION 0.00 373.2110100 126917 10/10/18 OFFICESO OFFICE SOLUTIONS 0014030 SUPPLIES-CMGR 0.00 1,290.95TOTAL CHECK 0.00 2,528.5910100 126918 10/10/18 RTSC REGIONAL TAP SERVICE CEN 1125553 CITY SUBSIDY-AUG REG 0.00 3,512.8010100 126918 10/10/18 RTSC REGIONAL TAP SERVICE CEN 1125553 TAP SVCS-AUG 18 REG 0.00 14,051.2010100 126918 10/10/18 RTSC REGIONAL TAP SERVICE CEN 1125553 TAP SVCS-AUG SR 0.00 162.5010100 126918 10/10/18 RTSC REGIONAL TAP SERVICE CEN 1125553 CITY SUBSIDY-AUG SR 0.00 162.5010100 126918 10/10/18 RTSC REGIONAL TAP SERVICE CEN 1125553 COMMISSION-AUG 2018 0.00 -536.67TOTAL CHECK 0.00 17,352.3310100 126919 10/10/18 RETAILMA RETAIL MARKETING SERVICE 1155515 SHOPPING CART RETRVL 0.00 353.5010100 126920 10/10/18 RKPROMOS RK PROMOS 0015350 PROMO ITEMS-VET RECOG 0.00 570.2310100 126921 10/10/18 RKACONSU RKA CONSULTING GROUP 0015220 BLDG & SFTY SVCS-AUG 0.00 65,178.8010100 126922 10/10/18 SCHAFERC SCHAFER CONSULTING 5304070 CONSULTANT SVCS-SEPT 0.00 244.0810100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 788.5710100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 1395539 ELECT SVCS-DIST 39 0.00 444.9210100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 1415541 ELECT SVCS-DIST 41 0.00 252.5110100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 256.9310100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 2,293.3010100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 0015556 ELECT SVCS-PARKS 0.00 3,844.4210100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 0015510 ELECT SVCS-T/CONTROL 0.00 121.8910100 126923 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 1385538 ELECT SVCS-DIST 38 0.00 522.186.3.bPacket Pg. 69 SUNGARD PENTAMATION INC PAGE NUMBER: 7DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNTTOTAL CHECK 0.00 8,524.7210100 126924 10/10/18 SCE SOUTHERN CALIFORNIA EDIS 001 FACILITY REFUND-DBC 0.00 100.0010100 126925 10/10/18 SPARKLET SPARKLETTS 0015556 EQ RENTAL-C/CYN PARK 0.00 12.0010100 126925 10/10/18 SPARKLET SPARKLETTS 0015556 WATER SUPPLIES-C/CYN 0.00 20.9810100 126925 10/10/18 SPARKLET SPARKLETTS 0015556 ENERGY SURCHARGE 0.00 5.14TOTAL CHECK 0.00 38.1210100 126926 10/10/18 SPARKLET SPARKLETTS 0014030 EQ RENTAL-C/HALL 0.00 3.9910100 126926 10/10/18 SPARKLET SPARKLETTS 0014030 WATER SUPPLIES-C/HALL 0.00 363.57TOTAL CHECK 0.00 367.5610100 126927 10/10/18 ADELPHIA SPECTRUM BUSINESS 0014070 CABLE SVCS-DBC 0.00 103.8310100 126927 10/10/18 ADELPHIA SPECTRUM BUSINESS 0014070 CABLE SVCS-HERITAGE 0.00 259.98TOTAL CHECK 0.00 363.8110100 126928 10/10/18 THAMESAS ASHLEY THAMES 001 FACILITY CHRGS-HERITA 0.00 -35.0010100 126928 10/10/18 THAMESAS ASHLEY THAMES 001 FACILITY REFUND-HERIT 0.00 200.00TOTAL CHECK 0.00 165.0010100 126929 10/10/18 THECOMDY THE COMDYN GROUP INC 0014070 GIS SUPPORT SVCS-9/14 0.00 3,974.6810100 126930 10/10/18 THEPOLYP THE POLY POST 0014096 AD-DB RESTAURANT WK 0.00 1,598.8510100 126931 10/10/18 THESAUCE THE SAUCE CREATIVE SERVI 0015350 PROMO CARDS-H/PARTY 0.00 500.0010100 126931 10/10/18 THESAUCE THE SAUCE CREATIVE SERVI 0015350 BANNERS-HALLOWEEN PTY 0.00 776.1210100 126931 10/10/18 THESAUCE THE SAUCE CREATIVE SERVI 0015350 PROMO CARDS-H/PARTY 0.00 841.38TOTAL CHECK 0.00 2,117.5010100 126932 10/10/18 ULINEINC ULINE INC 0014096 POSTCARDS-DBRW 0.00 82.1310100 126932 10/10/18 ULINEINC ULINE INC 1155515 STORAGE CONTAINERS 0.00 84.1910100 126932 10/10/18 ULINEINC ULINE INC 1615516 PROMO ITEMS-RECYCLING 0.00 741.41TOTAL CHECK 0.00 907.7310100 126933 10/10/18 USBANK US BANK 0014050 CITY CREDIT CARD-SEPT 0.00 20,426.0010100 126934 10/10/18 WAXIESAN WAXIE SANITARY SUPPLY 0015333 SUPPLIES-DBC 0.00 1,566.4110100 126934 10/10/18 WAXIESAN WAXIE SANITARY SUPPLY 0015333 MEMO CREDIT-DBC 0.00 -64.4510100 126934 10/10/18 WAXIESAN WAXIE SANITARY SUPPLY 0015333 MEMO CREDIT-DBC 0.00 -19.2310100 126934 10/10/18 WAXIESAN WAXIE SANITARY SUPPLY 0014093 SUPPLIES-CITY HALL 0.00 31.7110100 126934 10/10/18 WAXIESAN WAXIE SANITARY SUPPLY 0015333 SUPPLIES-DBC 0.00 45.7610100 126934 10/10/18 WAXIESAN WAXIE SANITARY SUPPLY 0015333 SUPPLIES-DBC 0.00 443.57TOTAL CHECK 0.00 2,003.7710100 126935 10/10/18 WESTCOAS WEST COAST ARBORISTS INC 0015558 WATERING SVCS-SEPT 0.00 1,020.0010100 126935 10/10/18 WESTCOAS WEST COAST ARBORISTS INC 0015558 TREE MAINT SVCS-SEPT 0.00 3,742.50TOTAL CHECK 0.00 4,762.5010100 126936 10/10/18 PAETECCO WINDSTREAM 0014070 PHONE SVCS-C/HALL 0.00 1,960.4410100 PP20/18 10/03/18 TASC TASC 001 10/5/18-P/R DEDUCTIONS 0.00 1,458.886.3.bPacket Pg. 70 SUNGARD PENTAMATION INC PAGE NUMBER: 8DATE: 10/10/2018 CITY OF DIAMOND BAR ACCTPA21TIME: 10:26:07 CHECK REGISTER - DISBURSEMENT FUNDSELECTION CRITERIA: transact.ck_date between ’20180927 00:00:00.000’ and ’20181010 00:00:00.000’ACCOUNTING PERIOD: 4/19 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT10100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 001 P/R TRANSFER-20/PP 18 0.00 190,055.0810100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 112 P/R TRANSFER-20/PP 18 0.00 7,209.6310100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 113 P/R TRANSFER-20/PP 18 0.00 4,199.0910100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 115 P/R TRANSFER-20/PP 18 0.00 12,052.3510100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 138 P/R TRANSFER-20/PP 18 0.00 1,556.1710100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 139 P/R TRANSFER-20/PP 18 0.00 898.3910100 18-PP 20 10/03/18 PAYROLL PAYROLL TRANSFER 141 P/R TRANSFER-20/PP 18 0.00 898.39TOTAL CHECK 0.00 216,869.1010100 20/18-PP 10/03/18 PERSRETI PERS RETIREMENT FUND 001 RETIRE CONTRIB-PEPRA 0.00 2,941.5810100 20/18-PP 10/03/18 PERSRETI PERS RETIREMENT FUND 001 RETIRE CONTRIB-EE 0.00 28,598.6610100 20/18-PP 10/03/18 PERSRETI PERS RETIREMENT FUND 001 SURVIVOR BENEFIT 0.00 53.01TOTAL CHECK 0.00 31,593.2510100 PP 20/18 10/03/18 VANTAGEP VANTAGEPOINT TRNSFR AGNT 001 10/5/18-P/R DEDUCTIONS 0.00 41,779.0110100 PP 20/18 10/03/18 VANTAGEP VANTAGEPOINT TRNSFR AGNT 001 10/5/18-LOAN DEDUCTION 0.00 3,386.75TOTAL CHECK 0.00 45,165.76TOTAL CASH ACCOUNT 0.00 690,438.74TOTAL FUND 0.00 690,438.74TOTAL REPORT 0.00 690,438.746.3.bPacket Pg. 71 Agenda #: 6.4 Meeting Date: October 16, 2018 TO: Honorable Mayor and Members of the City Council FROM: Daniel Fox, City Manager TITLE: CONSULTING SERVICES AGREEMENTS FOR ON-CALL CIVIL ENGINEERING AND/OR ARCHITECTURAL SERVICES WITH HR GREEN (HRG), PENCO ENGINEERING, INC. (PENCO) AND TAIT AND ASSOCIATES (TAIT). STRATEGIC GOAL: Responsible Stewardship of Public Resources RECOMMENDATION: A. Approve, and authorize the Mayor to sign, Consulting Service Agreement for a period commencing October 18, 2018 through June 30, 2021 in a not to exceed annual amount of $91,000 with HR Green for On-Call Civil Engineering Services; B. Approve, and authorize the Mayor to sign, Consulting Service Agreement for a period commencing October 18, 2018 through June 30, 2021 in a not to exceed annual amount of $91,000 with Penco Engineering, Inc. for On-Call Civil Engineering and Landscape Architectural Services; and C. Approve, and authorize the Mayor to sign, Consulting Service Agreement for a period commencing October 18, 2018 through June 30, 2021 in a not to exceed annual amount of $67,000 with Tait and Associates, Inc. for On -Call Civil Engineering and Architectural Services. FINANCIAL IMPACT: The Fiscal Year 2018-19 Public Works Operating Budget has an available balance of $201,000 for as-needed professional engineering and architectural services and $48,000 for plan check and inspection services related to land development projects . Each firm is being recommended for an annual authorization of $67,000 for as-needed services for the Public Works Department. For land development related projects requiring engineering services, funding will be 6.4 Packet Pg. 72 provided through separate developer fees/deposits paid by the applicant prior to the plan/report review stage. In addition to the as-needed engineering services authorization, Penco and HR Green are being recommended to provide plan check and inspection services with an additional allocation of $24,000 for a total annual authorization of $91,000 respectively. For subsequent fiscal years, the total annual contract amount for each consultant would be based on the approved City Council appropriations as part of the annual budget process. BACKGROUND: To supplement the City’s professional capabilities, civil engineering and architectural services have been utilized by the City on an as-needed basis to ensure efficiency in Public Works Department functions such as land development project processing; operation and maintenance of critical roadways, sewer, and storm drain infrastructure; and operation and maintenance of public faci lities such as parks, the Diamond Bar Center, Heritage and Pantera Park community buildings and the Diamond Bar Civic Center building housing City Hall and County Library. The current consultant service agreements for civil engineering services are set t o expire on October 18, 2018 and the agreements for architectural services are set to expire on December 19, 2018. A Request for Proposals (RFP) was issued on August 27, 2018 and a total of thirteen (13) firms submitted proposals. A panel comprised of three (3) staff members independently reviewed each proposal and then collaborated to determine the most qualified consultants using the following evaluation criteria: • Responsiveness and comprehensiveness of proposal • Firm/assigned personnel’s experience with the City and other public agencies • Quality of previous work performed by the firm • Resources and fee required to perform the requested services • Relevant References (Record of performance) The staff panel unanimously agreed that HR Green, Penco, an d TAIT will best serve the needs of the Public Works Department as well as fully augment the City’s professional capabilities. Proposals were received from the following firms with the top three identified based on the evaluation process. 1. Penco 2. TAIT 3. HR Green 4. Onward Engineering 5. Kimley-Horn 6. Transtech 7. BOA Architecture 8. NV5 6.4 Packet Pg. 73 9. MNS Engineers, Inc. 10. Robert Boarders and Associates 11. SVA 12. IMEG 13. Hirsch & Associates, Inc. There is a broad range of services within the engineering and architecture industry such as:  Project development  Civil/electrical/mechanical/plumbing/structural engineering design  Architectural design  Landscape architecture design  Land development plan check  Construction support and inspection For the scope of services required for Public Works functions within the City, it is beneficial to retain a full range of professional capabilities with consulting firms that are able to meet and address the City’s vision and goals when serving the community and maintaining critical infrastructure. Penco is currently under contract with the City for on -call engineering services and has performed exceptionally well on both land development plan check and engineering design with the completion of the design for the Pantera Park Walkway Lighting Project. TAIT is currently under contract with the City for on -call architectural services and has also performed exceptionally well developing conceptual plans for the new Sunset Crossing Park for grant funding application. This contract will expand TAIT’s services to include on-call engineering services. Staff met with the HR Green team and they were able to demonstrate significant experience in providing a variety of services including engineering design, land development plan check, federal funding compliance, grant writing, environmental compliance, staff augmentation, construction management and survey. HR Green has proposed a strong cohesive team with experience in critical areas of engineering services. Staff is proposing a three-year contact arrangement with the option to extend the contract agreement for two (2) additional years. Any extension proposed will be presented to the City Council after the initial three year term for review and consideration. LEGAL REVIEW: City Attorney has reviewed and approved each agreement as to form. PREPARED BY: 6.4 Packet Pg. 74 Attachments: 1. 6.4.a HR Green - Consulting Services Agreement 2. 6.4.b Penco - Consulting Services Agreement 3. 6.4.c TAIT - Consulting Services Agreement 6.4 Packet Pg. 75 1 Professional Services - Design 1352730.1 CONSULTING SERVICES AGREEMENT Design Professional THIS AGREEMENT (the "Agreement") is made as of October 16, 2018 by and between the City of Diamond Bar, a municipal corporation ("City") and HR Green Pacific, Inc., a California corporation ("Consultant"). 1. Consultant's Services. Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the City the On-Call Civil Engineering services set forth in the attached Exhibit "A", which is incorporated herein by this reference. As a material inducement to the City to enter into this Agreement, Consultant represents that it has thoroughly investigated the work and understands the work. Consultant represents that it is qualified to perform such consulting services by virtue of its experience and the training, education of its principals and employees. Kimberly M. Young, Senior Civil Engineer, herein referred to as the “City’s Project Manager”), shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City’s Project Manager to the extent required by the City’s Project Manager, and that all performances required hereunder by Consultant shall be performed as set forth in the Scope of Services. 2. Term of Agreement. This Agreement shall take effect October 18, 2018, and shall continue until June 30, 2021 unless earlier terminated pursuant to the provisions herein. The City shall have the option to extend this Agreement for one (1) additional two (2) year term, subject to the same terms and conditions contained herein, by giving Consultant written notice of the exercise of this option at least thirty (30) days prior to the expiration of the initial Term. In the event the City exercises its option to extend the Term, Consultant's compensation shall be subject to an adjustment upon the effective date of extension as follows: Any increase in compensation will be negotiated between the City and the Consultant, but in no event shall the increase exceed the amount that the Consumer Price Index ("CPI") for the Los Angeles-Anaheim-Riverside metropolitan area for the month immediately preceding the Adjustment Date (the "Index Month") as reported by the Bureau of La bor Statistics of the United States Department of Labor, has increased over the CPI for the month one year prior to the Index Month. Any exercise of an option to extend the Term and/or increase in compensation, negotiated or based upon CPI, shall be subject to approval of the City Council. 3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of 6.4.a Packet Pg. 76 2 Professional Services - Design 1352730.1 services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant pursuant to this Agreement shall not exceed Ninety-one Thousand Dollars ($91,000) without the prior written consent of the City. The above not to exceed amount shall include all costs, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses. 4. Payment. A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred. B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed. C. The City will pay Consultant the amount properly invoiced within 35 days of receipt. D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice. 5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement. The amendment shall set forth the changes of work, extension of time , if any, and adjustment of the fee to be paid by City to Consultant. 6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control. In the event of any inconsistency between this Agreement and the attached exhibits, the following order of precedence shall apply: (a) This Agreement; (b) The City's Request for Proposal, dated August 27, 2018; and (c) Consultant's Proposal dated September 10, 2018. 7. Status as Independent Contractor. A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City. 6.4.a Packet Pg. 77 3 Professional Services - Design 1352730.1 B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City which are based in part or whole on a claim that any personnel provided by Consultant under this Agreement are employees of the City. Including claims arising under Workers Compensation laws, public employee retirement laws, unemployment insurance, or disability insurance. C. Consultant shall fully comply with Workers' Compensation laws regarding Consultant and Consultant's employees. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with applicable Worker's Compensation laws. D. Consultant shall, at Consultant’s sole cost and expense fully secure and comply with all federal, state and local governmental permit or licensing requirements, including but not limited to the City of Diamond Bar, South Coast Air Quality Management District, and California Air Resources Board. E. In addition to any other remedies it may have, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any amount or penalty levied against the City f or Consultant’s failure to comply with this Section. 8. Standard of Performance. Consultant shall perform all work at the standard of care and skill ordinarily exercised by members of the profession under similar conditions and represents that it and any subcontractors it may engage, possess any and all licenses which are required to perform the work contemplated by this Agreement and shall maintain all appropriate licenses during the performance of the work. 9. Indemnification. To the maximum extent permitted by Civil Code section 2782.8, Consultant shall indemnify and hold harmless City, its officers, officials, employees ("Indemnitees") from and against liability, damage, expense, cost (including without limitation reasonable attorneys' fees, expert f ees caused by: (1) Any and all claims under Worker’s Compensation acts and other employee benefit acts with respect to Consultant’s employees or Consultant’s contractors; (2) Any and all claims arising out of Consultant's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement. (3) The Consultant's obligations to indemnify, and hold harmless the City shall survive termination of this Agreement. 6.4.a Packet Pg. 78 4 Professional Services - Design 1352730.1 10. Insurance. A. Consultant shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the City the following insurance: (1) a policy or policies of broad-form commercial general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 per claim and in the aggregate coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Consultant, its officers, employees, agents, and independent contractors in performance of services under this Agreement; (2) property damage insurance with a minimum limit of $500,000.00 per occurrence; (3) automotive liability insurance written on an occurrence basis covering all owned, non-owned and hired automobiles, with minimum combined single limits coverage of $1,000,000.00; (4) Worker's Compensation insurance when required by law, with a minimum limit of $500,000.00 or the amount required by law, whichever is greater; and (5) Professional liability insurance covering errors and omissions arising out of the performance of this Agreement with a per claim and in the aggregate limit of $1,000,000. If such insurance is on a claims made basis, Consultant agrees to ke ep such insurance in full force and effect for at least five years after termination or date of completion of this Agreement. B. The City, its officers, employees, and agents, shall be named as additional insureds on the policies as to general liability, property damage, and automotive liability. The policies as to commercial general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the City shall be excess insurance only. C. All insurance policies shall provide that the insurance coverage shall not be canceled, (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City thirty (30) day's prior written notice thereof, with ten (10) day exception for non-payment of premium. Consultant shall provide City with a minimum of ten (10) day notice of a proposed or actual non - renewal or reduction in its policies. Consultant agrees that it will not cancel, or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City of any material changes. D. All policies of insurance shall cover the obligations of Consultant pursuant to the terms of this Agreement and except for professional liability insurance, shall be issued by an insurance company which is authorized to do business in the State of California or which is approved in writing by the City; and shall be placed have a current 6.4.a Packet Pg. 79 5 Professional Services - Design 1352730.1 A.M. Best's rating of no less than A-, VII. In the case of professional liability insurance, such coverage shall be issued by companies either licensed or admitted to conduct business in the State of California so long as such insurers possesses the aforementioned Best's rating. E. Consultant shall submit to City (1) insurance certificates indicating compliance with the minimum insurance requirements above, and (2) insurance policy endorsements or a copy of the insurance policy evidencing the additional insured requirements in this Agreement, in a form acceptable to the City. F. Self-Insured Retention/Deductibles. The amount of the SIR or deductible shall be subject to review by the City. Consultant understands and agrees that satisfaction of this requirement is an express con dition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Consultant’s due to such failure in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by City due to the breach. G. Subrogation. With respect to any Workers' Compensation Insurance or Employer's Liability Insurance, the insurer shall waive all rights of subrogation and contribution it may have against the Indemnitees. H. Failure to Maintain Insurance. If Consultant fails to keep the insurance required under this Agreement in full force and effect, City may take out the necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Consultant, which amounts may be deducted from any payments due Consultant. I. Consultant shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the City for review and approval. All insurance for subcontractors shall be subject to all of the requirements stated herein. 11. Confidentiality. Consultant in the course of its duties may have access to confidential data of City, private individuals, or employees of the City, which is not subject to disclosure under the California Public Records Act (“CPRA”). Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement which are not considered public records under the CPRA shall be deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. 12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement 6.4.a Packet Pg. 80 6 Professional Services - Design 1352730.1 shall be and remain the property of City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire. Any unauthorized reuse or misuse of materials by City shall be at City’s sole risk and without recourse to Consultant. 13. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Consultant and its subcontractors shall maintain reasonably full and complete books, documents, papers, accounting r ecords, and other information (collectively, the “records”) pertaining to the costs of and completion of services performed under this Agreement. The City and any of their authorized representatives shall have access to and the right to audit and reproduc e any of Consultant's records regarding the services provided under this Agreement. Consultant shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Consultant agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from the City, and copies thereof shall be furnished if requested. 13. Conflict of Interest. A. Consultant represents, to the best of its knowledge, that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of i ts services hereunder. Consultant further represents that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of hardware or software to City as a result of the performance of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. 14. Termination. The City may terminate this Agreement with or without cause upon fifteen (15) days' written notice to Consultant. The effective date of termination shall be upon the date specified in the notice of termination, or, in the event no date is specified, upon the fifteenth (15th) day following delivery of the notice. In the event of such termination, City agrees to pay Consultant for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Consultant shall discontinue performing services, unless the notice provides otherwise, except those services reasonably necessary to effectuate the termination. The City shall be not liable for any claim of lost profits. 15. Personnel/Designated Person. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the servic es under this Agreement. All of the services required under this Agreement will be performed by Consultant or under it supervision, and all personnel engaged in the work shall be 6.4.a Packet Pg. 81 7 Professional Services - Design 1352730.1 qualified to perform such services. Except as provided in this Agreement, C onsultant reserves the right to determine the assignment of its own employees to the performance of Consultant's services under this Agreement, but City reserves the right in its sole discretion to require Consultant to exclude any employee from performing services on City's premises. 16. Non-Discrimination and Equal Employment Opportunity. A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto. Such nondiscrimination shall include but not be limited to the following: e mployment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. B. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcon tracts for standard commercial supplies or raw materials. 17. Reserved. 18. Timeliness of Performance. Consultant shall prosecute its services diligently, and as expeditiously as is consistent with professional standard of care . 19. Reserved. 20. Delays and Extensions of Time. Consultant's sole remedy for delays outside its control shall be an extension of time. No matter what the cause of the delay, Consultant must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Consultant’s control. If Consultant believes that delays caused by the City will cause it to incur additional costs, it must specify, in writing , why the delay has caused additional costs to be incurred and the exact amount of such cost within 10 days of the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount absent a written amendment to this Agreement. In no event shall the Consultant be entitled to any claim for lost profits due to any delay, whether caused by the City or due to some other cause. 6.4.a Packet Pg. 82 8 Professional Services - Design 1352730.1 21. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant's obligations hereunder, without the prior written consent of City, and any attempt by Consultant to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect. 22. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments. 23. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any d efault which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default. 24. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and consultants. 25. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, which cannot be resolved by the parties, may be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected, as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. The parties agree to utilize their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that mutual good faith efforts to resolve the same any dispute or controversy as provided herein, shall be a condition precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy. 26. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section. 6.4.a Packet Pg. 83 6.4.aPacket Pg. 84 10 Professional Services - Design 1352730.1 *NOTE: If Consultant is a corporation, the City requires the following signature(s): -- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant Treasurer. If only one corporate officer exists or one corporate officer holds more than one corporate office, please so indicate. OR -- The corporate officer named in a corporate resolution as authorized to enter into this Agreement. A copy of the corporate resolution, certified by the Secretary close in time to the execution of the Agreement, must be provided to the City. 6.4.a Packet Pg. 85 6.4.aPacket Pg. 86 6.4.aPacket Pg. 87 PREPARED FOR City of Diamond Bar Ms. Kimberly Young, PE Senior Civil Engineer City of Diamond Bar Department of Public Works 2810 Copley Drive Diamond Bar, CA 91765-4177 September 10, 2018 PROPOSAL FOR On-Call Land Development and General Engineering Services 1260 Corona Pointe Court I Suite 305 Corona, CA 92879 Phone: 855.900.4742 www.hrgreen.com 6.4.a Packet Pg. 88 On-Call Land Development and General Engineering Services P a g e | 5 at the surveyed locations. The report will be the document used by the Police Department and the courts in the day-to-day legal defense activities of the established speed limit.  Assisted in selection of design consultant and providing ongoing support services to implement $5.845 million Proposition C and Measure R funded Traffic Management System proj ect which involves traffic signal improvements and modifications at 43 signalized intersections throughout the City and within six Foothill Transit bus routes  Prepared PS&E to pave a City-owned gravel parking lot. Scope included elevation check in the field to determine whether the existing gravel lot requires re-grading prior to paving, preparation of a site plan, technical special provisions for the pavement and striping, and an estimate of probable construction cost. City of Palos Verdes Estates Reference: Ken Rukavina, PE, I Public Works Director/City Engineer 310.378.7820 I krukavina@pvestates.org 340 Palos Verdes Dr. West I Palos Verdes Estates, CA 90274 HR Green Project Manager: Mike Myers, PE  Initially, HR Green provided full staffing transition services from previous, long -time consultant, including, but not limited to plan review, general engineering, building and safety administration,  Provided interim City Engineer who was eventually hired by City of Palos Verdes Estates  Design engineering for intersection, road, drainage, and parking improvements  GIS for asset inventory / management  Initiated parking modifications, including signage replacement, and prepared work orders to initiate signage and striping modifications performed by City public works staff for Malaga Cove Plaza parking modifications  Construction management and inspection of citywide roadway, pavement rehabilitation, and drainage  Project management of forcemains  Provide next-day and same-day inspections, as needed  Provide plan checks per designated turnaround schedule C. Project Understanding Delivering the civil engineering design; review of infrastructure, CIP, and land development projects; and inspection services requires blending effective project management skills, formalized and paperless processes (e.g., electronic plan check, GIS-based design, mobile field inspection applications, etc.), and diverse project delivery and design options to save time, reduce cost, and enhance collaboration. Consequently, it is important to rely on and utilize consultant staff who are proficient in providing not only a full range of services requested in your RFP, while working seamlessly with various City departments, but also coordinating closely with developers, Caltrans, adjacent cities, and the County to advance economic prosperity, development momentum, infrastructure improvements, and community safety and cleanliness. 6.4.a Packet Pg. 89 On-Call Land Development and General Engineering Services P a g e | 6 HR Green provides a “one stop/single source” solution to process, review, design, inspect, and approve new construction and improvements. Our expertise is ideally suited to deliver the highest quality services, at the least cost, with optimal efficiency. Moreover, we exclusively serve public agencies and have no conflict of interest. Our General Engineering Approach Our approach will generally follow the steps set forth below: Kick-Off Meeting & Site Reconnaissance  Hold a kick-off meeting with City staff to discuss major features and details of design project.  Identify jurisdictional agency approval and/or permit requirements.  Establish clear lines of communication.  Gather background data available from the City.  Discuss any special requirements, constraints, and/or opportunities available that are in the best interest of the City to expedite the project in a cost-effective and timely manner.  Discuss project completion issues and milestones.  Perform field visit(s) to review and document field conditions, verify existing topographic data, and assess specific concerns / constraints and issues. Task Order Negotiation  Develop, subm it, refine, and negotiate task order proposal with City that includes a detailed scope of work, identification of subcontract work, deliverables, project milestone schedule, resource requirements, documentation required from the Caltrans Local Assistance Procedures Manual (if necessary), and budget. Research and Review  Upon notice-to-proceed, further research and gather all available relevant information, data, and reports.  Obtain existing drawings files for topographic and base mapping, as-built data, survey control data, hydrology studies, geotechnical studies, right-of-way maps, and existing utility information from the City.  Research plans not available through City for existing roads, drainage facilities, and utilities.  Contact impacted utility agencies by registered mail to obtain existing plans or updated information.  Hold coordination meetings with utility agencies, as needed. Initial Evaluation / Agency Coordination  Identify alternative solutions for key elements of design task order and evaluate feasibility based on various factors (e.g., cost-effectiveness, constructability, utility impacts, safety, implementation, schedule, ease of operations and maintenance, sustainability, etc.).  Present findings to City and coordinate with other impa cted agencies. Environmental Documentation  Evaluate need for CEQA or NEPA documentation based on funding and specific project requirements.  Develop necessary documentation. 6.4.a Packet Pg. 90 On-Call Land Development and General Engineering Services P a g e | 7  Obtain required permits from regulatory agencies, as needed, including U.S. Army Corps of Engineers, Air Quality Management Board, Regional Water Quality Control Board, California Department of Fish and Wildlife, Caltrans, etc. Design Development  Review existing studies and design documents for adequacy, value, completeness, assumptions, and compliance with required standards and criteria.  Complete preliminary design to effectively implement required infrastructure improvements.  Review documentation (e.g., existing geotechnical data and reports, sub-grade compaction records, traffic studies, and other design and master plan studies). Client / Agency Review  Present findings and recommendations to City for review and concurrence.  Coordinate with permitting agencies for plan check review and comments.  Submit construction plans, specifications and engineer’s estimate to City at agreed upon milestones (hardcopy and digital formats conforming to City’s requirements). Project Finalization, Approvals, and Permit Processing  Compile input, concerns, and comments from permitting agencies and present them to City for resolution and direction to finalize plans.  Support City in obtaining all required approvals and permits from the permitting agencies. Construction Support  Assist City, as needed, in responding to RFIs, evaluating revision requests, providing construction staking, performing as-built surveys, and developing ”as-built” plans. Some key issues we regularly address on infrastructure projects are highlighted below: Street and Bridge Improvements  Minimize Community Impacts  Maintain Ingress / Egress  Efficient Traffic Control  Structure Type Selection (Bridge, MSE Retaining Walls, etc.)  Aesthetics  On-Street Parking Alternatives  Optimize Pavement Rehabilitation Methods  Streamline Right-of-Way & Permitting  Effective Structural Design in Tight Constraints (e.g., Drilled Shafts vs. Pile Caps)  ADA Compliant Sidewalks/Curb Ramps Storm Drainage Improvements  Avoid Utility Conflicts/Maintain Adequate Clearance  Minimize Community Impacts  Maintain Ingress / Egress  Adequate Capacity to Accommodate 100-Year Storm Event  Comply with Regulatory/Water Quality Requirements  Streamline Right-of-Way & Permitting  Sustainability/Low Impact Design/Hydromodification 6.4.a Packet Pg. 91 On-Call Land Development and General Engineering Services P a g e | 8 “HR Green provides thorough and accurate review comments to our development engineers, and responds quickly to expedited review requests. Their proficiency to collaborate using digital commenting of plans (electronic plan check) has saved us time and money.” - Daniel Wozniak Project Manager Pulte Homes Corporation Water and Sewer Improvements  Soils Conditions  Right-of-Way Clearance  Utility Conflict Avoidance  Multi-Agency/Community Coordination  Odor Control  Maintain Consumer Water Supply During Construction  Traffic Control  Cross-Connection and Coverage Testing  Operations and Maintenance/Accessibility  Equipment Reliability Our Land Development Plan Check Approach There must be a coordinated effort and responsibility to review, track , and coordinate all applications and requests received in the City. To help assure that submittals from any applicant are properly handled, HR Green has a proven internal plan review coordination process, GreenTRExSM, to make certain that each plan received is properly processed and returned on time. The status of any plan can be easily determined at any point in time. HR Green's GreenTREx development review process/program allows us to efficiently complete plan tasks concurrently. This is a formalized and integrated process whereby Technician data input and processing, Review, and Experienced professional staff manage quality control functions that are consistently implemented on each and every project.  Initial Review Once we receive a complete set of plan documents, we will perform our plan review in the agreed-upon timeframe, reviewing for compliance to all standards. All corrections are identified based on compliance with specified standards, ordinances, and regulations and clearly identify the areas requiring corrections or revisions. Generally, corrections are provided in two ways: 1. Redlines made on the plans; 2. Correction matrix detailing the items needing to be addressed before plan approval. The correction matrix provided will contain the following:  The date plans were received  The date the plan review was completed  The name and contact information of the reviewer  Transmittal of Plans and Comment Lists for Plan Review At the heart of our approach in delivering our services to you is the recognition that there must be a coordinated effort to track and coordinate all submittals and requests received. To help assure that submittals are properly coordinated and tracked, we have established an internal pl an review coordination process in which each plan received for review is properly handled, processed, and returned on time. 6.4.a Packet Pg. 92 On-Call Land Development and General Engineering Services P a g e | 9 Upon completion of our review, any comments generated are consolidated into a correction letter which is forwarded to the applicant. At the same time, an electronic copy is maintained within the City system for reference.  Rechecks Once we have verified that the resubmittal package is complete, we perform a recheck in the agreed -upon timeframe. This process is repeated until the project plan documents are ready to be recommended for approval.  Plan Approval Upon plan approval, our team will sign a copy of the final plans, scan, and provide an electronic copy for City records. Electronic Plan Review / Tracking of Review Comments We will track review comments to verify that each comment has been addressed by the design team. This is critical on larger, multi-disciplined projects where there may be overlap between design disciplines. Comments from each review cycle are summarized electronically by our staff. Design responses are added and included with the next submittal to verify that all comments have been addressed. This approach has been effective in resolving comments at early stages, avoiding repeat comments by rev iewers, and coordinating responses among disciplines. We also update a detailed tracking log whereby the agency can identify the status of any project through the review lifecycle process in real time. Our Inspection Approach In order to comply with Greenbook, MS4 Permit, and local design standards, it is important to assign qualified and accredited inspectors to monitor public and private construction work, street rehabilitation, and infrastructure improvements that comply with project plans and specifications. Our staff uses a Construction Management Plan (CMP) to manage projects. The CMP is a project-specific plan that serves as a guideline for the execution of all construction-related activities. The purpose of the plan is to facilitate smooth coordination and communication among parties involved, including the designers and the City staff, and to establish protocols for effective execution of the project requirements. The CMP is prepared immediately after our mobilization and updated continually as a project matures. A partial list of the activities and procedures covered in the CMP includes: Section One -- Management Plan Section Two – Administrative Procedures  Project Description  Key Project Success Factors  Directory of Participants  Organization Chart  Responsibility Assignment Matrix  Emergency Response Plan  Safety Plan  QA/Inspection Plan  Disputes/Claims Management Plan  Records Management  RFI Management  Submittal Management  Meeting Management  Scheduling  Change Orders  Pay Applications  Monthly Reports  Correspondence  Punch Lists  Closeout 6.4.a Packet Pg. 93 On-Call Land Development and General Engineering Services P a g e | 10 Our inspectors bring extensive land development and CIP public works infrastructure experience to cities throughout Southern California. They know community concerns, environmental characteristics, and provide inspection services for projects, regardless of their construction type or size. They handle all inspection services for all types of municipal projects, including developments, encroachment permits, overlay, construction, street maintenance, landscape, traffic signal, drainage, wet/dry utilities, and similar projects. Our staff is dedicated to providing the highest level of customer service and ensuring that all work is in conformance with City requirements and all other applicable design standards, water quality requirements, and codes with detailed daily reports and photographic documentation provided. Our inspectors utilize field inspection applications and hand held devices (e.g., document in writing, pictures, and report findings weekly to project file) tied digitally to the project design records. Our inspection can be adjusted on fast track projects to provide a high level of coordination specifically suited to gain compliance with all applicable codes on a shortened timetable. The need to track and assess design changes in the field has created a need for inspectors on these projects to be especially aware of changing conditions. Fast-track projects may be built into small phases based on incremental design and fabrication steps. In such cases, our inspection team keeps daily logs to track corrections and plan review changes. Our inspection team also provides on-call inspection services to cover staff vacation time, peak workloads, specialized inspection activities and others as needed. T hese activities may include:  Next-day inspections  Same-day response to important or urgent inspection requests  Inspections of a clearly urgent nature (emergencies, serious life-safety concerns, etc.) D. Fee Schedule Personnel Classification Hourly Billing Rate Prevailing Rate Project Manager $175-200 Principal-in-Charge $205-225 QA/QC Manager $165-185 Senior Civil Plan Checker $165-185 Civil Plan Checker $140-165 Map Checker $145-180 Professional Engineer $150-175 Associate Engineer $135-160 Assistant Engineer $110-140 Transportation Manager $155-185 Transportation Planner $125-150 CAD Designer $135-165 CASp Reviewer $130-150 Surveyor $115-145 6.4.a Packet Pg. 94 On-Call Land Development and General Engineering Services P a g e | 11 Two-Person Survey Crew $175-195 $330-350 Technician / Project Administrator $75-90 Construction Manager $150-175 Construction Inspector $95-140 $135-165 Notes: 1. Other disciplines are available based upon the needs of the City. 2. We understand consultant fees for improvement plan check and inspection will be compensated at 82% of the applicable fees as established in the City’s current Public Works Fee Schedule. 3. Fees on average will cover up to three (3) plan checks and inspections 4. All general engineering tasks will be negotiated on a case by case basis using the hourly rates provided for personnel assigned to the contract. Professional Reimbursement / Hourly and Overtime Rates: The hourly billing rates include the cost of salaries of the HR Green employees, plus sick leave, vacation, holiday and other fringe benefits. The percentage added to salary costs includes indirect overhead costs and fee (profit). All employees classified as “non-exempt” by the U.S. Department of Labor will be compensated at 1.5 times salary, as per state and Federal wage and hour for overtime hours. Billing rates will be calculated accordingly for overtime hours. Prevailing Wage: Please note that for prevailing wage projects the total project cost can be higher than HR Green would otherwise charge. For prevailing wage projects, the billing rates for straight time will be as shown above. Overtime, weekend, holiday, and other special pay rates defined by the State of California Department of Industrial Relations Group II “Construction Inspector and Field Soils and Materials Tester” will be multiples of the straight hourly rates shown. Overtime and Saturday work will be billed at 1.5 times that shown above. Sunday and State Holidays will be billed at 2.0 times that shown above. The rates provided are based on the prevailing wage determination at the time of the proposal. In years marked with a double asterisk (**) by the Department of Industrial Relations, the rates will be adjusted on the effective dates established by the State and pursuant to the pre-determined escalation rates. Direct/Reimbursable Expenses and Subconsultants: Reimbursement for direct expenses, as listed below, incurred in connection with the work, will be at cost plus 1 2.5 percent for items such as: a. Maps, photographs, reproductions, printing, equipment rental and special supplies related to the work. b. Subconsultants and other outside services, if needed. c. Specific telecommunications and delivery charges. d. Special fees, insurance, permits, and licenses applicable to the work. e. Outside computer processing, computation, and proprietary programs purchased for the work. f. Mileage and vehicle costs directly related to City services. g. Travel expenses (e.g., hotel, meals, transportation, etc.) Our hourly fees/rates shall remain effective through June 30, 2019 and may be adjusted annually thereafter as negotiated with and agreed to by the City. 6.4.a Packet Pg. 95 HRGreen.com Phone 855.900.4742 Email gwentz@hrgreen.com 1260 Corona Pointe Court, Suite 305 Corona, CA 92879 6.4.a Packet Pg. 96 1 Professional Services - Design 1292538.1 CONSULTING SERVICES AGREEMENT Design Professional THIS AGREEMENT (the "Agreement") is made as of October 16, 2018 by and between the City of Diamond Bar, a municipal corporation ("City") and Penco Engineering (a Cannon Company) ("Consultant"). 1. Consultant's Services. Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the reasonable satisfaction of the City the On-call Civil Engineering services set forth in the attached Exhibit "A", which is incorporated herein by this reference. As a material inducement to the City to enter into this Agreement, Consultant represents and warrants that it has thoroughly investigated the work and fully understands the difficulties and restrictions in performing the work. Consult ant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees. Kimberly M. Young, Senior Civil Engineer (herein referred to as the “City’s Project Manager”), shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City’s Project Manager to the extent required by the C ity’s Project Manager, and that all performances required hereunder by Consultant shall be performed to the satisfaction of the City’s Project Manager and the City Manager 2. Term of Agreement. This Agreement shall take effect October 18, 2018, and shall continue until June 30, 2021 unless earlier terminated pursuant to the provisions herein. The City shall have the option to extend this Agreement for one (1) additional two (2) year term, subject to the same terms and conditions contained herein, by giving Consultant written notice of the exercise of this option at least thirty (30) days prior to the expiration of the initial Term. In the event the City exercises its option to extend the Term, Consultant's compensation shall be subject to an adjustment u pon the effective date of extension as follows: Any increase in compensation will be negotiated between the City and the Consultant, but in no event shall the increase exceed the amount that the Consumer Price Index ("CPI") for the Los Angeles-Anaheim-Riverside metropolitan area for the month immediately preceding the Adjustment Date (the "Index Month") as reported by the Bureau of Labor Statistics of the United States Department of Labor, has increased over the CPI for the month one year prior to the Index Month. Any exercise of an option to extend the Term and/or increase in compensation, negotiated or based upon CPI, shall be subject to approval of the City Council. 6.4.b Packet Pg. 97 2 Professional Services - Design 1292538.1 3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant in any fiscal year and is subject to the City Council approval of the budget per fiscal year pursuant to this Agreement shall not exceed Ninety-one Thousand Dollars ($91,000) without the prior written consent of the City. The above not to exceed amount shall include all costs Consultant incurs for services performed on or after August 1, 2018 through the term of this Agreement, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses. 4. Payment. A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred. B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed. C. City will pay Consultant the amount invoiced the City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 10% of any invoice until all work is completed, which sum shall be paid within 35 days of completion of the work and receipt of all deliverables. D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice. 5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement. The amendment shall set forth the changes of work, extension of time , if any, and adjustment of the fee to be paid by City to Consultant. 6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control. In the event of any inconsistency between this Agreement and the attached exhibits, the following order of precedence shall apply: (a) This Agreement; (b) The City's Request for Proposal, dated August 27, 2018; and (c) Consultant's Proposal dated September 10, 2018. 7. Status as Independent Contractor. A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor 6.4.b Packet Pg. 98 6.4.b Packet Pg. 99 6.4.b Packet Pg. 100 6.4.b Packet Pg. 101 6.4.b Packet Pg. 102 6.4.b Packet Pg. 103 6.4.b Packet Pg. 104 6.4.b Packet Pg. 105 6.4.b Packet Pg. 106 Proposal for: On-Call Civil Engineering & Architectural Services General Engineering Services Submitted to: City of Diamond Bar Department of Public Works September 10, 2018 6.4.b Packet Pg. 107 City of Diamond Bar On-Call Civil Engineering and Architectural Services - General Engineering Services Page 9 The following approach describes how our typical approach to defining scopes and executing a civil engineering design project would satisfy the requirements in the City of Diamond Bar. Once provided with a specific project, a more detailed description of each task will be provided. Our scope of the Design Stage usually consists of the following phases: Data Collection and Base Plan Preparation, Preliminary Engineering, Construction Documents – Final Engineering, and Bidding and Construction Assistance. Phase I - Data Collection and Base Plan Preparation. During this phase, PENCO will meet with the City staff and hold a kickoff meeting to identify project goals, schedule, criteria, and constraints, obtain city records, and establish the lines of communication. Also during this phase, PENCO will identify all utility companies, permitting agencies, and required environmental clearances needed for the project. In addition, PENCO will proceed to conduct specific Topographic Surveys of the project site in NAD83 and NAVD88 and, in some cases, obtain aerial topographic map. The scope of the survey will depend on the Project. In some cases, cross sections will be obtained in order to aid in the design of the proposed improvements. We will also include Right- of-Way information based on record maps and proceed to prepare Base Plans using the City standard format. The base plans will be the standard 24” x 36” size sheets and will include topographic surveys, right-of-way, and underground utility information. Phase II - Preliminary Engineering. During this phase of the Project, PENCO will apply general information obtained for the project and will proceed to present detailed recommendations and alternative designs for City approval. We will also perform a detailed field review of the Project Site to verify the accuracy of the base plan and to identify any additional constraints that may affect the design. PENCO will then proceed to develop alternative conceptual designs to meet the City’s Project goals. This will include preparing additional studies (alignments, hydrology, and hydraulics) required to develop such alternatives and will then evaluate the alternatives based on cost and constructability. To complete this phase, PENCO will meet with the City and present the alternatives and provide our recommendations based on the pros and cons of each of C. PROJECT UNDERSTANDING GENERAL ENGINEERING APPROACH & METHODOLOGY 6.4.b Packet Pg. 108 City of Diamond Bar On-Call Civil Engineering and Architectural Services - General Engineering Services Page 10 the alternatives presented. We will then incorporate City comments and obtain approval before proceeding in the preparation of the Construction Documents. PENCO is aware that the projects may range from the preparation of improvement plans for street rehabilitation, widening, realignment, streetscape work, or other related street improvements; upgrades, modifications, extensions and/or replacement of sewer and storm drain facilities; to the preparation of studies and supporting documentation for the areas listed, including hydrology and hydraulic analysis, storm drain and sewer studies, network analysis, the preparation of NPDES, WQMP and SWPPP Reports, the processing of CEQA compliance and NEPA documentation, and inspection services for grading, street, sanitary sewer, storm drain and facility improvements. PENCO is prepared to provide community outreach assistance by appearing at public meetings to provide exhibits and answer technical questions or any other assistance the City may need. Phase III - Construction Documents - Final Engineering. PENCO will prepare the Construction Documents in compliance with the City requirements and , as necessary, specific funding guideline requirements. The Construction Plans will typically include a title sheet, typical section plan sheet, plan and profile sheets, detail sheets, erosion control sheet, signing and striping, and traffic control sheets, etc., as needed. The plans will be prepared on our previously prepared base plans, clearly defining the limits of work, limits of removals, and clearly defining the new construction items. PENCO will prepare the Project Specifications in the City’s required format, using the City “Boiler Plate,” or the APWA “Greenbook” Standard Specifications for Public Works Construction. Project Specifications will be prepared and submitted to the City using Microsoft Word. We will also prepare a detailed Engineer’s Construction Cost Estimate for the Project. The estimate will serve as the basis of the bid sheet for the Project. During this phase of the Project, PENCO will coordinate with all Utility Companies, Caltrans, and other Cities and obtain the required permits for the specific projects. In addition, during this Construction Document phase, all Environmental clearances and NPDES applications will be processed and secured. Submittals of 60%, 90% and 100% Final Construction Plans, Specifications, and Estimates to the City are anticipated at the submittal requirements. Phase IV - Bidding and Construction. During the bidding phase, PENCO will attend the pre-bid meeting, answer bidder questions, attend job walks, assist in the preparation of the addenda, analyze bids, and recommend award. PENCO could also provide construction staking for the Project, and for this item, we will coordinate with the City staff and the selected Contractor. Once the project is awarded, PENCO will attend the preconstruction meeting, visit the site, review shop drawings and submittals, and respond to RFI’s to interpret plans or to provide resolutions to changed field conditions. Once construction is completed, PENCO will utilize redlines provided by the Contractor and any other available information to prepare “As-Built” drawings. PROJECT MANAGEMENT PLAN (PMP) Successful completion of the project will require a well-conceived management and control plan, based on past successful strategies. Mr. Gary Solsona, PE, QSD, Project Manager, will have responsibility for project management activities to meet the specifics for this project. The PENCO team’s PMP will be the summation of PENCO’s past successful strategies and Mr. Solsona’s role as Project Manager. PENCO’s PMP will include special emphasis on project communications procedures, preparation of Scope of Work, and the submittal process. Upon Notice-to-proceed (NTP), and before initiating any work, our team will prepare and submit a PMP for the City’s review and approval. The specific elements of the PMP can be categorized into three key areas: Progress Report Systems, Cost/Design Schedule Control, and QA/QC. Project Delivery Process. A successful project begins with an effective Scoping Meeting to establish project expectations, assumptions, scope, schedule, and budget. PENCO’s staff will meet with City Staff early in the process to determine project criteria such as design criteria, engineering standards, project constraints, schedule requirements, and potential coordination with other projects within the area. This information will be used by the PENCO team to develop a concise and detailed scope of work, schedule, and budget for the project. Progress Reporting Systems. Mr. Solsona’s proactive communication style means that he will always be available to the City’s Project Manager. This accessibility, combined with our team’s understanding of the City’s needs, generates a team that is ready to mobilize quickly and assign the right staff to a given task. 1. Document Control. Before initiating any task order, PENCO will complete a checklist that includes a list of project deliverables and submittal formats. Adherence to Document Control Plan requirements assures quality and speeds up project delivery. Our PMP will also include a detailed Document Control Plan for the project. The Document Control Plan specifies procedures for documenting, transmitting, and storing communication items for the project 6.4.b Packet Pg. 109 City of Diamond Bar On-Call Civil Engineering and Architectural Services - General Engineering Services Page 11 including meeting minutes, correspondence, submittals, and filing of hard copies and electronic files. 2. Progress Reporting. The PENCO team will provide the City’s Project Manager with a monthly status report. This report will include project management status, work accomplished during the reporting period, work to be completed during the next reporting period, budget and schedule status, potential out-of-scope items, and issues and concerns raised during the reporting period. 3. Communication Plan. Recognizing that effective project communication is the key component for a successful project, our team will once again focus on clearly defining project team communications. Mr. Solsona will be the single point-of-contact for the City’s Project Manager and all team communication. • A Project Communications Plan will be developed as part of the overall PMP. This Communications Plan will include a list of contact information for all team members, their roles, and responsibilities of the project. • The Project Communications Plan will be monitored closely. At each Project Development Team (PDT) meeting, the team will discuss any success and failures of the team’s communication with the City of Diamond Bar and/or the City’s staff members, and will proactively look for opportunities to improve the project team’s communication. Cost Control / Design Schedule Control. Upon receipt of the Notice-to-Proceed (NTP), our team will develop a Work Breakdown Structure (WBS) budget and schedule program to monitor the project budget and schedule. PENCO’s accounting system is designed to assist Mr. Solsona and financial managers in efficiently monitoring project costs. Project cost sheets will be available weekly for Mr. Solsona, and will show all labor and indirect costs by task. This information, and a detailed estimate of physical progress made during each reporting period, will be used to prepare status reports and update an earned value report. The project will be reviewed at each project milestone or bi-monthly. Our Project Management team will conduct monthly project schedule reviews to identify potential deviations and formulate a plan of action to minimize impacts to the schedule. Schedule updates will be made available to City Staff for review. Mr. Solsona will use an Action Item Checklist as a management tool to track the responsibilities of PENCO team project personnel. Each item will identify the responsible individual and due date, and will be diligently tracked by Mr. Solsona to assure completion. Mr. Solsona will monitor progress of the designing team members, on a weekly basis. Completion will be tracked and compared to the baseline schedule; slippage will be identified and corrective actions taken to restore the schedule to original forecasted completion dates. PENCO is committed to a preparing a project for the City of Diamond Bar that is not only technically successful, but fiscally responsible as well. Accordingly, all project expenditures will be tabulated and monitored on a weekly basis by Mr. Solsona, who will be responsible for taking corrective action on the baseline budget, as required. To conduct the project control effort, PENCO will utilize Microsoft Office software for project management scheduling, and cost control. Microsoft Project will be used to establish the master project schedule in accordance with the agreed-upon work breakdown, so that the schedule can be integrated into discrete work elements for budgeting and monitoring purposes. The master project schedule will provide essential information necessary to determine the project’s critical path and to report the project’s status. QA/QC Process and Procedures The Project Team is committed to providing the City with the best possible product, on schedule and within budget. To accomplish this, the Team has a Quality Assurance/Quality Control (QA/QC) Program that is organized in a manner that will accommodate the specific needs and requirements of the Project. PENCO’s QA/QC program is generally divided into two phases: a. Design Team Review. This review is performed by members of the Project Team as the work progresses. Prior to the start of any design work, an analysis is made to determine the technical requirements, the needs and requirements of the Client, jurisdictional requirements, and any fiscal constraints or schedule requirements of the Project. At this time, specific quality control requirements and internal review procedures are established for the Project. The quality control requirements usually include the following: • Analyzing design requirements and assigning work tasks to specific design or drafting staff. • This is conducted by personnel of equal or higher classification than the Staff accomplishing the work. • Establishing internal review procedures with PENCO’s checklist. All designs are reviewed by members of the Design Team. Review of work, both completed tasks and those tasks in progress during the project design. This will include review by the design staff. 6.4.b Packet Pg. 110 City of Diamond Bar On-Call Civil Engineering and Architectural Services - General Engineering Services Page 12 • The Project Manager reviews all quality control steps and revisions with the Project Engineer before incorporating in the final plans. The Project Manager reviews the monthly project budget and the project schedule to ensure the project complies with established goals and the City’s requirements. • The City is encouraged to be involved in the QA/QC process. PENCO will maintain regular contact with City Staff and will schedule project status meetings to insure that the project objectives are met. b. Independent Peer Review. This review is conducted at various project phases such as the 60%, 90% and 100% Final by design personnel who are outside of the regular Project Design Team. Peer review consists of a detailed review of project work products. This process involves the assignment of senior personnel, including Principals of the Team member firms, to perform detailed, independent reviews of the work being performed on the Project. The selection of senior personnel for this task is based on professional expertise, specific knowledge of similar projects, and years of experience. The detail reviewer’s responsibility will include: Evaluation of the overall project concept at preliminary phase; Verification of the adequacy of the design to achieve the project goals; Evaluation of possible design alternatives; Review of QA/QC by the Design Team Review; Review the project for constructability. Review with a contractor set of eyes; Recommendations made by the independent reviewer are made directly to the Project Manager, who has the responsibility to evaluate the recommendations and implement changes, as required. Stakeholder Coordination It is imperative to keep all stakeholders well informed of project status including, but not limited to, utilities, permit agencies, City departments, residences and businesses. We discuss and resolve issues as they evolve. We make sure that the contractor is aware of the notification requirements for apprising stakeholders of the work that may impact them. SURVEY APPROACH Survey and Mapping Services General Requirements PENCO has determined that J Braley, PLS, will be your Survey Manager. Mr. Braley will maintain accessibility during all business hours for City inquiries relating to projects, project communications, and project performance. The single quality that differentiates PENCO from our competitors, since most consultants have strong technical skills, is our ability to communicate with our clients and maintain project budgets and deliverables. Official Map Preparation PENCO has two Professional Surveyors on staff, with an accumulative 90 years of experience in surveying and mapping. PENCO’s experience with the preparation of Final Maps (Tract Maps and Parcel Maps), and Records of Survey allows us to prepare these maps in a manner that will provide for a minimum number of plan checks. Legal Descriptions PENCO has experience with the Vacations of Public right-of-ways, preparation of legal descriptions, exhibit plats and traverse closure calculations each of which is an integral component of processing and recording easements. We are very familiar with simple one page easements along with the multi-segmented, many paged, easements that are often times prepared for public agencies, water districts or Southern California Edison Company. PENCO also is very adept at the plotting or interpreting of existing easements of record that is often times necessary in the verification of subsurface utilities being consistent with easements of record. Topographic Survey Mapping PENCO has experience providing topography to our public works, institutional, and general contracting clients in the local area. In accordance with appropriate agency standards and PENCO’s standards, we incorporate horizontal control, based upon the California Coordinate System, NAD’83, Zone VI, 2007 Epoch, and vertical control based, upon NAVD’88 datum. PENCO utilizes the latest GPS and total station technology to prepare detailed project topography. A topo survey, if there is such a thing, would typically be a combination of aerial topography and ground specific topography. Our electronic data and drawing files are created within AutoCAD Civil3d software and established to be consistent with the appropriate agency’s mapping standards. Right of Way Survey The typical street right-of-way base map is compiled from record data available from a combination of resources. This mapping process should begin with a thorough investigation at the County Recorder’s office to obtain copies of recorded final maps (i.e.: Tract Maps, Parcel Maps, Record of Surveys, Corner Records, Lot Line Adjustments, etc.) along with a preliminary title report for each of the abutting land parcels to the proposed street right-of-way. The base map process will also incorporate a collection, review and understanding of current centerline tie notes on file with the County of Los Angeles. The Right-of-Way base map is the foundation of 6.4.b Packet Pg. 111 City of Diamond Bar On-Call Civil Engineering and Architectural Services - General Engineering Services Page 13 a successful design survey for the Engineer/Surveyor and is a very critical component in the civil design phase and in the determination of public and private ownership. Street Monument Preservation Due to the number of ALTA Surveys, Public Works Strip Topographic Surveys, and Institutional Aerial Topographic Survey Maps prepared by PENCO, we often prepare Pre-Construction Corner Record Certificates and Post-Construction Corner Record Certificates in accordance with the California Land Surveyor’s Act, Section 8771. This process allows for the verification of existing monuments and centerline ties, along with the replacement of centerline monuments and reference ties. Construction Staking PENCO has spent many years developing a very strong Construction Staking process that lends itself to a series of checks and balances on our in-house support calculations and field staking operations. PENCO’s team of office and field surveyors have been working together for approximately 15 years, and we take great pride in our workmanship and communication skills. Upon receipt of an NTP from the City, we would typically prepare a Survey Staking Plan, based upon project information provided by the City. This would include boundary data, easement information, and all proposed construction items (i.e.: utilities, buildings, curbs, gutters, walkways, etc.) that are to be constructed. The Survey Staking Plan would include specific staking items, per the daily work request, along with the stake numbers, point numbers, coordinate values, stake elevation, and stake offset. This plan will be utilized in conjunction with the daily grade sheets prepared by our field surveyors and two copies left at the site. The Survey Staking Plan is intended to, and has been proven to, minimize project restaking; and provides an excellent reference map for general contractors’ subcontractors. As-Built Surveys As-Built Surveys are quickly becoming a more common request in the construction industry. This has much to do with the cost of materials and time loss on construction projects that are forced to remove curbs, gutters, utilities, and sometimes building footings and walls due to being constructed incorrectly. Upon receipt of an NTP from the City, we would request hard copy plans and electronic CAD files of the construction project and prepare a Staking Plot that depicts boundary, easements of record, along with the proposed construction features (i.e., utilities, public improvements, hardscaping, buildings, etc.). This Staking Plan is used by the field surveyors to complete their daily staking tasks and two copies are left at the site for the project superintendent. This plan will identify the current staking that was placed for the contractor’s use, along with stake identifications being point numbers, coordinate values, point description, and stake offsets. The Staking Plan is to be utilized in conjunction with the daily grade sheets, and the plan standard is to have field survey verification, horizontal and vertical, of particular construction components throughout the construction project. PENCO would respond to a City request, determine exact scope of “As-Built” limits needed, determine control that was utilized for construction of said facilities, collect field data, prepare field notes, obtain site photographs of pertinent objects, transmit to our office, prepare mapping exhibits, along with a summary explanation report of findings. Benchmark Verifications/Establishment PENCO maintains the most up to date survey equipment available and repeatedly is determining the relationship of one benchmark to another throughout the appropriate agency. Our standard field process is to incorporate a minimum of three record benchmarks in a project assessment. We will provide benchmark verification level notes, along with any adjustments that may be required. If necessary, a project specific secondary site benchmark will be established for project construction utilization. This benchmark could be set in a number of differing methods depending on the appropriate agency and the project requirements. Horizontal and Vertical Control PENCO’s survey crews establish or verify horizontal and vertical control, on a daily basis, for the following types of projects: design topo; boundary mapping; public works; and land development. We utilize the California Coordinate System of 1983, Zone VI, 2007 Epoch for horizontal control network, and the North American Datum of 1988 for our vertical datum. All control establishments are documented with daily field notes, depicting specific equipment utilized, field measurements, staff, weather conditions, etc. INSPECTION SERVICES Our subconsultant, FCG, has a wealth of experience in Construction Management and Inspection. We have successfully managed and inspected many public works projects and developed strong relationships based on trust and respect. Communication is a key process to ensure the success of any project. Although many of the components are the same, we hand-craft a technical approach for each of our Client’s Projects depending on the needs of the stakeholders that can include coordination, field inspection, project support, project cost and schedule, contract change orders, safety, project close-out and acceptance, construction scheduling, and quality management. 6.4.b Packet Pg. 112 Page 13a LANDSCAPE ARCHITECTURE SERVICES Our approach to providing landscape architecture services is to first meet with the City staff to get a clear understanding of each project and how the City would like us to function. We are able to provide service as a seamless extension of City staff; however, we also understand the need to work independently to deliver high quality products that meet the City’s guidelines, on time, and on budget. In addition, we bring a unique set of skills that will provide added value to the City’s improvement projects including Sustainable Landscape and LID design, Water Efficient Irrigations, Universal Access design and Multi-Modal design including Green and Complete Streets. Our general scope of services consists of four phases: 1) Preliminary Design, 2) Design Development, 3) Construction Documents and 4) Bidding and Construction Support Services. The Preliminary Design phase consists of a kickoff meeting with City staff, preparation of a conceptual design and participating in community workshops. The Design Development phase includes identifying design/construction alternatives to minimize project costs and mitigate conflicts between proposed and existing site conditions, preparation of a preliminary opinion of probable construction costs and a project progress meeting with City staff. The Construction Documents phase consists of preparation of drawings and specifications based on the approved design development documents (site construction / layout plans, planting plans, irrigation plans and/or associated details). The Bidding and Construction Support Services phase includes attending the pre-bid meeting, assisting the City in reviewing bids, attending the pre-construction meeting, review of RFIs and submittals of landscaping and irrigation related items of work and preparation of as-built drawings of the planting and irrigation plans. 6.4.b Packet Pg. 113 City of Diamond Bar On-Call Civil Engineering and Architectural Services - General Engineering Services Page 14 D. FEE SCHEDULE E. INSURANCE F. CONSULTING SERVICES AGREEMENT PENCO has reviewed the Insurance requirements and does not have any proposed changes. PENCO has reviewed the Consulting Services Agreement and does not have any proposed changes. FEE SCHEDULE Effective January 1, 2018 through December 31, 2021 PERSONNEL HOURLY RATE Principal $ 230.00 - $250.00 Engineering Manager $ 210.00 - $230.00 Survey Manager $ 210.00 - $230.00 Senior Project Manager $ 200.00 - $220.00 Project Manager $ 180.00 - $195.00 Senior Project Engineer $ 170.00 - $185.00 Project Engineer $ 155.00 - $170.00 Senior Design Engineer $ 150.00 - $165.00 Design Engineer $ 135.00 - $150.00 Associate Engineer $ 105.00 - $115.00 Project Assistant $ 95.00 - $105.00 Processor $ 95.00 - $105.00 Senior Project Surveyor $ 160.00 - $175.00 Project Surveyor $ 135.00 - $150.00 Senior Survey Technician $ 120.00 - $130.00 Survey Technician $ 95.00 - $105.00 2-Man Survey Crew $ 230.00 - $250.00 2-Man Survey Crew Prevailing Wage $ 280.00 - $305.00 1-Man Survey Crew $ 175.00 - $190.00 All terms and conditions will be per the On-Call contract with the City of Fullerton. PENCO’s Fee Schedule is for use in invoicing the City of Fullerton. These proposed rates are negotiable. REIMBURSABLE COSTS All reimbursable costs shall be billed at cost plus 15% Mileage shall be billed at the current IRS standard mileage rate 6.4.b Packet Pg. 114 PENCO Engineering, Inc. 16842 Von Karman Avenue, Suite 150 Irvine, CA 92606 (949) 753-8111 www.pencoeng.com Gary A. Solsona, PE, QSD Public Works Manager PENCO Engineering, Inc. Direct: 949-777-1580 Mobile: 909-234-7857 gsolsona@pencoeng.com 6.4.b Packet Pg. 115 Proposal for: On-Call Civil Engineering & Architectural Services Land Development Services Submitted to: City of Diamond Bar Department of Public Works September 10, 2018 6.4.b Packet Pg. 116 City of Diamond Bar On-Call Civil Engineering and Architectural Services - Land Development Services Page 11 PENCO’s approach to project review success in providing exceptional On-Call Land Development Services (including plan check and inspection) to the City of Diamond Bar encompasses many facets of team work, communication, quality control/quality assurance, project understanding and intent, budget constraints, close coordination with City staff, utility purveyors and any other stake holders that may be affected by the designated project within this contract. At the top of this important list of factors that will lead to our project success is effective communication between our internal review team and the City’s Project Manager and staff to ensure we provide the City with the support they are looking for but also to minimize the impact to any politically sensitive areas or disruption to the general public’s ability to navigate within the City’s proposed project limits. The closest possible rapport will be developed with the City’s Project Manager to understand any special budget constraints, time schedules and associated impacts. Building an excellent communications will allow us to more easily define problem areas, technical requirements and to facilitate a smoother acceptance and approval process. Within our highly skilled staff of engineers, project managers, QA/QC team and constructability reviewers are personnel that take their chosen profession very seriously. This team strives for the highest quality of service in each project review. Because our plan check engineers are also experienced designers that utilize the local, regional and other applicable design standards on a day to day basis, we can assure the improvement plans and associated reports and documents will meet the current applicable codes and standards. PENCO uses these very important project controls to deliver a project review that meets the City’s financial goals, schedule and ability to deliver to its citizens the level of professionally developed projects that are consistent with the values and goals of the City of Diamond Bar. We will succeed as a partner with the City of Diamond Bar in the projects we are selected to review now and in the future. APPROACH General plan checking review services include review of the conditions of approval, review of reference material, review of City standard plans and plan check requirements, accessibility, constructability/ clarity, maintenance and general design and inspection services. Inspection services will be performed by our subconsultant, FCG Consultants. We will perform grading, right-of-way, and site accessibility plan reviews for projects constructed in the City for conformance with City Codes and ordinances, including the “Greenbook” Standard Specifications for Public Works Construction, County Standards and Design Manual, and California Building Codes related to site accessibility. If circumstances arise, we will review the WQMP along with grading review, or by itself in conformance with Regional Board NPDES permit, City Codes and ordinances and other City specific requirements. Extensive coordination is required between the different City departments and engineer of record to ensure quick turnaround times. We, as the City’s Plan Check Engineer, will do everything possible to expedite the services process. PENCO understands plan checking will follow a set schedule of turnaround time-frames as established by the City and shall not exceed three total plan check cycles. Should any occasion arise where a plan check is expected to exceed three cycles, PENCO will inform the City’s engineering staff and a meeting will be coordinated by the City with PENCO and the developer to resolve outstanding issues. PENCO will scan all plan checks for record keeping purposes until plans receive final approval by the City. A record of when plans are received and returned to the City will also be kept. PENCO understands that all improvement plan check services shall be performed by or under the responsible charge of a California Licensed Professional Engineer (and/or California Licensed Land Surveyor as applicable) eligible to prepare and sign such plans. Development Plan Checking Services PENCO also understands that a minimum, plan check services shall be provided in conformance with the most current version of the following documents and standards: • California Building Codes related to site accessibility • Low Impact Development Ordinance No. 11(2013) • City of Diamond Bar Grading Plan Check Requirements • City of Diamond Bar Grading Ordinance and Hillside Management Ordinance C. PROJECT UNDERSTANDING METHODOLOGY 6.4.b Packet Pg. 117 City of Diamond Bar On-Call Civil Engineering and Architectural Services - Land Development Services Page 12 • APWA Standard Plans and Standard Specifications (Greenbook) for improvements in Public R/W • Approved Specific Plans, Site Plans, Environmental Documents, and/or Tentative and Final Maps • Grants, easements, or vacations as applicable • Traverse, Lot and Tract Boundary Closures for final or parcel maps Subdivision Map Act • Conditions of Approval and Title Reports PENCO understands that for land development projects, prior to completion of the first plan check, PENCO shall research existing City engineering records including, but not limited to the documents described above for consistency with the proposed improvements. PENCO shall also visit the project site to verify the proposed improvements are consistent with the physical constraints in the field. Facilitating the Plan Check Process We understand the concern, need and desire to complete plan checks within three (3) plan checks or less. It has been our experience that when three (3) plan checks or more are required, there is potentially an issue or concern that has not been addressed up front or there has been a breakdown in communication. We have experienced success in the past by implementing the following approach. 1. Timely and complete technical reviews of the submitted plans and associated reports. 2. Sound record keeping and documentation of when plan reviews are submitted, and returned, correspondence files, meeting minutes (if necessary) plan check mark-ups and reference materials. 3. Communication between plan reviewer(s) and the Engineer/Architect of Record through phone calls, e-mails, faxes and plan check review meetings, as needed. Keeping our client and the project owners informed through CC’s of Review Memo’s, e-mails and Plan Check Logs. Record Keeping and Reporting Through years of experience, we have developed streamlined procedures that produce timely, accurate and consistent plan reviews. All Improvement Plans submitted will be logged into a plan check log. The plan check log tracks the engineer of record, types of improvement plans submitted, date submitted, due date to be completed, and any significant comments or submittal requirements outstanding for that plan review. PENCO will provide regular updates (typically on a weekly basis) of the status of plan reviews to report progress and anticipated return dates of projects that are in for plan check. Turnaround Time Although plan review turnaround time frames will vary with the complexity or extent of the project, the requirements outlined in the City’s RFP are acceptable. From our experience, the plan check review periods are as follows: • 1st Submittal: PENCO will complete the initial plan check work, of drawings and of related documents, within ten (10) working days from the date that complete drawings and related documents arrive in consultant’s office. An exception shall be that, for projects of major size and/or complexity (as mutually agreed), the period of performance shall be negotiated with the City. • When plan corrections shall be required, a written plan correction list shall be provided to the applicant, or the applicant’s agent(s). • 2nd Submittal: PENCO will complete the second plan check work, of drawings and of related documents, within ten (10) working days from the date the complete and revised drawings and related documents arrive in consultant’s office. Plans and documents for re-checking shall be submitted (in response to correction lists) by the applicant, or by the applicant’s agent(s). • 3rd Submittal: PENCO will complete any subsequent re-checks, of drawings and of related documents, within ten (10) working days from the date the complete and revised drawings and related documents arrive in consultant’s office. Plans and documents for subsequent re-checking shall be submitted (in response to correction lists) by the applicant, or by the applicant’s agent(s). • Approval: One (1) week Expedited reviews although not typical, are anticipated and we are open to having discussions with the City and executing these types of reviews, if necessary. Potential Scope of Services The Scope of Services for potential tasks may include: Mass, Rough and/or Precise Grading Plans: PENCO will perform review of rough grading plans for substantial conformance to the approved documents from the entitlement process, including but not limited to tentative map, drainage concepts (hydrology and hydraulics), water quality BMPs, etc. Review of precise grading plans consists of conformance with the City’s grading ordinance and subdivision manual, including 6.4.b Packet Pg. 118 City of Diamond Bar On-Call Civil Engineering and Architectural Services - Land Development Services Page 13 but not limited to, verification of detailed finish grade elevations to show drainage patterns, flowlines for lot drainage, proposed paving, grading plans are signed and sealed by a Registered Civil Engineer, and may include identifying all previous preliminary grading permits issued for the project site. Street Improvements Plans: PENCO will review subdivision street improvement plans, provide comments and recommend for approval. We will check for compliance with City adopted Standard Plans and applicable regulations using the checklist available on-line or as provided by staff. Services shall include initial and subsequent reviews, full or partial plan review services, interaction with the client and recommendations to City staff for final approval. To ensure adequate document preparation, we shall attend project status meetings with City staff and with others as required to discuss status and/or details of the project. Wet Utility Plan Review (Sewer, Water, Storm Drain, Potable Water and/or Recycled Water): PENCO will perform review of wet utility plans, consisting of sewer, water and storm drain, including, but not limited to, verifying conformance to City’s design standards, constructability of the proposed wet utility design improvements considering site constraints, design requirements, existing conditions, confirm labels and calculations of pipe slopes, pipe size, material and hydraulic data. Additional items for review include verification of basic separation standards for water mains and sanitary sewers/storm drains in compliance with the California Waterworks Standards and California Department of Public Health criteria to prevent contamination of the public water supplies, verification of pressure zone boundaries, if necessary, for water improvements, confirmation of existing storm drain and sewer structure capacities, identify potential utility conflicts, and compare manhole rim elevation versus pad elevations. Hydrology Studies and Hydraulics Calculations: Services can include, but is not limited to the below: • Provide preliminary design review of hydrology/ hydraulics technical reports for proposed private development projects and attend City design review meetings as necessary. PENCO will be performing the duties to complete these task orders. • Verify the new site won’t put additional stress on the existing drainage system • Verify post-development flow doesn’t exceed existing conditions • Verify all tributary areas that may increase the proposed development’s runoff Water Quality Management Plans (WQMP) Review: We will review the WQMP in conformance with the Regional Board NPDES permit, Model WQMP, City Codes and ordinances and other City specific requirements. Reviewers will be a certified Qualified SWPPP Developer (QSD) and Qualified SWPPP Practitioner (QSP). Map Checking (Easements and Right-Of-Way Dedications, Lot Line Adjustments, Tract and Parcel Maps, Title and Closure Reports): PENCO will provide review of subdivision improvement projects, which would include review of easements and right-of-way dedications; lot line adjustments; tract and parcel maps; title and closure reports; and all applicable plans and recommendations as well as any other related reports and recommendations to ensure constructability considering site constraints, design requirements, and existing conditions. Typically, tasks would include initial site assessments, review of all plans, and reports. The following general approach describes PENCO’s approach to define scopes and to execute Survey Map Checks for assigned projects. At this time, each task has been simplified; once we are provided with a specific project, a more detailed description of each task will be provided. Our scope of the Final Map Plan Check program usually consists of the following phases: • 1st Plan Check • 2nd Plan Check • 3rd Plan Check • Additional Plan Checks as needed 1st Plan Check: During this phase, PENCO will review title reports, deeds, record maps, tie notes, and Corner Records for impact on boundary establishment. We will provide a thorough review on the first plan check to ensure adherence to the Subdivision Map Act, The County Subdivision Ordinance, and the City map checking procedures. We will review our comments with City staff before issuing to the surveyor/ Engineer of Record. In addition, we will review our comments with City staff before issuing to the surveyor/Engineer of Record. We will utilize these standard procedures for each subsequent plan check. Each submittal will comply with a timeline that will be established by the City at the start of the project plan check process. 2nd Plan Check: During this phase, PENCO will check the revisions against comments made in the 1st Plan Check and issue to the surveyor/Engineer of Record for resubmittal. 6.4.b Packet Pg. 119 City of Diamond Bar On-Call Civil Engineering and Architectural Services - Land Development Services Page 14 3rd Plan Check: During this phase, PENCO will check the revisions against comments made in 2nd plan check and issue to the surveyor/Engineer of Record for final Mylar request. Inspection Services: Our subconsultant, FCG, has a wealth of experience in Construction Management and Inspection. We have successfully managed and inspected many public works projects and developed strong relationships based on trust and respect. Communication is a key process to ensure the success of any project. Although many of the components are the same, we hand-craft a technical approach for each of our Client’s Projects depending on the needs of the stakeholders that can include coordination, field inspection, project support, project cost and schedule, contract change orders, safety, project close-out and acceptance, construction scheduling, and quality management. QA/QC PROGRAM FOR ENGINEERING PLAN CHECK REVIEW The plan review is performed by assigned members of the project team. Prior to the start of any plan check work, an analysis will be made to determine the plan check requirements, including City’s plan check guidelines, jurisdictional requirements, and any fiscal constraints or schedule requirements of the project. 6.4.b Packet Pg. 120 City of Diamond Bar On-Call Civil Engineering and Architectural Services - Land Development Services Page 15 D. FEE SCHEDULE Effective January 1, 2018 through December 31, 2021 PERSONNEL HOURLY RATE Project Manager $ 190.00 - $210.00 Senior Plan Check Engineer $ 150.00 - $180.00 Plan Check Engineer $ 130.00 - $150.00 Project Assistant $ 95.00 - $105.00 Senior Project Surveyor $ 160.00 - $175.00 Project Surveyor $ 135.00 - $150.00 All terms and conditions will be per the On-Call contract with the City of Diamond Bar. PENCO’s Fee Schedule is for use in invoicing the City of Diamond Bar. These proposed rates are negotiable. E. INSURANCE F. CONSULTING SERVICES AGREEMENT PENCO has reviewed the Insurance requirements and does not have any proposed changes. PENCO has reviewed the Consulting Services Agreement and does not have any proposed changes. 6.4.b Packet Pg. 121 PENCO Engineering, Inc. 16842 Von Karman Avenue, Suite 150 Irvine, CA 92606 (949) 753-8111 www.pencoeng.com Gary A. Solsona, PE, QSD Public Works Manager PENCO Engineering, Inc. Direct: 949-777-1580 Mobile: 909-234-7857 gsolsona@pencoeng.com 6.4.b Packet Pg. 122 1 Professional Services - Design 1292538.1 CONSULTING SERVICES AGREEMENT Design Professional THIS AGREEMENT (the "Agreement") is made as of October 16, 2018 by and between the City of Diamond Bar, a municipal corporation ("City") and Tait and Associates, Inc. ("Consultant"). 1. Consultant's Services. Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the reasonable satisfaction of the City the On-call Civil Engineering and Architectural services set forth in the attached Exhibit "A", which is incorporated herein by this reference. As a material inducement to the City to enter into this Agreement, Consultant represents and warrants that it has thoroughly investigated the work and fully understands the difficulties and restrictions in performing the work. Consultant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees. Kimberly M. Young, Senior Civil Engineer (herein referred to as the “City’s Project Manager”), shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City’s Project Manager to the extent required b y the City’s Project Manager, and that all performances required hereunder by Consultant shall be performed to the satisfaction of the City’s Project Manager and the City Manager 2. Term of Agreement. This Agreement shall take effect October 18, 2018, and shall continue until June 30, 2021 unless earlier terminated pursuant to the provisions herein. The City shall have the option to extend this Agreement for one (1) additional two (2) year term, subject to the same terms and conditions contained herein, by giving Consultant written notice of the exercise of this option at least thirty (30) days prior to the expiration of the initial Term. In the event the City exercises its option to extend the Term, Consultant's compensation shall be subject to an adjustment upon the effective date of extension as follows: Any increase in compensation will be negotiated between the City and the Consultant, but in no event shall the increase exceed the amount that the Consumer Price Index ("CPI") for the Los Angeles-Anaheim-Riverside metropolitan area for the month immediately preceding the Adjustment Date (the "Index Month") as reported by the Bureau of Labor Statistics of the United States Department of Labor, has increased over the CPI for the month one year prior to the Index Month. Any exercise of an option to extend the Term and/or increase in compensation, negotiated or based upon CPI, shall be subject to approval of the City Council. 6.4.c Packet Pg. 123 2 Professional Services - Design 1292538.1 3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant in any fiscal year and is subject to the City Council approval of the budget per fiscal year pursuant to this Agreement shall not exceed Sixty-seven Thousand Dollars ($67,000) without the prior written consent of the City. The above not to exceed amount shall include all costs Consultant incurs for services performed on or after August 1, 2018 through the term of this Agreement, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses. 4. Payment. A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred. B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent and any extra work performed. C. City will pay Consultant the amount invoiced the City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 10% of any invoice until all work is completed, which sum shall be paid within 35 days of completion of the work and receipt of all deliverables. D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice. 5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement. The amendment shall set forth the changes of work, extension of time , if any, and adjustment of the fee to be paid by City to Consultant. 6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control. In the event of any inconsistency between this Agreement and the attached exhibits, the following order of precedence shall apply: (a) This Agreement; (b) The City's Request for Proposal, dated August 27, 2018; and (c) Consultant's Proposal dated September 10, 2018. 7. Status as Independent Contractor. A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor 6.4.c Packet Pg. 124 6.4.cPacket Pg. 125 6.4.cPacket Pg. 126 6.4.cPacket Pg. 127 6.4.cPacket Pg. 128 6.4.cPacket Pg. 129 6.4.cPacket Pg. 130 6.4.cPacket Pg. 131 6.4.cPacket Pg. 132 6.4.cPacket Pg. 133 6.4.cPacket Pg. 134 6.4.cPacket Pg. 135 6.4.cPacket Pg. 136 6.4.cPacket Pg. 137 6.4.cPacket Pg. 138 Agenda #: 6.5 Meeting Date: October 16, 2018 TO: Honorable Mayor and Members of the City Council FROM: Daniel Fox, City Manager TITLE: PURCHASE AND LICENSE AGREEMENT WITH SIEMENS INDUSTRY INC., FOR INSTALLATION AND IMPLEMENTATION OF AN ADAPTIVE TRAFFIC CONTROL SYSTEM (ATCS) AND PURCHASE OF REQUIRED SERVERS FROM CDWG. STRATEGIC GOAL: Safe, Sustainable & Healthy Community RECOMMENDATION: A. Approve, and authorize the Mayor to sign, the Purchase and License Agreement with Siemens Industry, Inc. for $666,525.00 with a contingency amount of $67,000.00 for contract change orders to be approved by the City Manager, for a total authorization amount of $733,525.00; and B. Approve, and authorize the City Manager to issue a Purchase Order, to purchase three (3) servers from CDWG in the amount of $48,310.79. FINANCIAL IMPACT: The implementation of the ATCS is part of a multi-year Capital Improvement Project. Funding for the ATCS is provided from Prop A funds and MTA Grant Funds. Sufficient funds are included in the FY 18/19 CIP budget to cover the proposed agreements, as identified below. Previous ATCS Related Projects FY 16/17 & FY 17/18 Project #24616 Procurement and Implementation Budget Encumbrance/ Expenses Balance Prop A Funds $360,000.00 $360,000.00 Metropolitan Transportation Authority (MTA) Grant Funds $1,400,000.00 $1,760,000.00 Kimley Horn - Develop a Procurement /Implementation Plan and Provide Construction $239,081.00 $1,520,919.00 6.5 Packet Pg. 139 The proposed Agreement with Siemens Industry Inc. is for $666,525.00, plus a contingency amount of $67,000 for a total authorization of $733,525.00. Additionally, the purchase of three (3) required servers from CDWG is for the amount of $48,310.79. Annual Maintenance costs of approximately $30,150 will be requested as part of the annual operating budget process beginning in the fiscal year 2019-2020 budget. BACKGROUND/DISCUSSION: The City currently utilizes TransCore’s TranSuite traffic management system which enables remote monitoring and control of traffic signal timing from the Traffic Management Center (TMC). The current system enables staff to coordinate all the traffic signals along the main arterial roadways by utilizing time -of-day plans (timing plans that run at specific times of the day) and traffic responsive timing plans (plans that are implemented based on volume thresholds triggered by significant incidents). An Adaptive Traffic Control System (ATCS) is a state-of-the-art traffic management system that continuously monitors prevailing traffic conditions and provides real -time traffic signal timing optimization by automatically adjusting signal timing parameters to optimize traffic flow, reduce delays and improve the capability to respond to various events that disrupt traffic flow and cause excessive congestion. Diamond Bar Boulevard, Golden Springs Drive and Grand Avenue are three major corridors within the City that experience the heaviest traffic impacts related to peak hour demands and significant incidents. An ATCS to address both the continuous and Support, including Contingency (FY16/17) Nextech (BlueTOAD) Units $39,242.13 $1,481,676.87 Available ATCS Project Balance $1,481,676.87 ATCS Project Proposed FY 18/19 Project #24616 Proposed Expenditures Balance Opening Balance $1,481,676.87 Siemens Industry, Inc.- Installation and Implementation of ATCS $666,525.00 Contingency for Installation and Implementation (10%) $67,000.00 Server Purchase $48,310.79 Anticipated Project Balance After Completion $696,841.08 6.5 Packet Pg. 140 unpredictable fluctuation in traffic and pedestrian demand along these major corridors has been identified as the most effective way to reduce traffic delays, manage queue lengths, enhance traffic free-flow, and reduce travel time and side street. The City received a grant from the Los Angeles County Metropolitan Transportation Authority (Metro) as part of the Call for Projects to implement an ATCS along the three (3) major arterials within the City. The project includes a total of 48 traffic signals listed below:  Grand Avenue – Six (6) traffic signals between Golden Springs Drive and Longview Drive  Diamond Bar Boulevard – 24 traffic signals between Mission/Temple and SR-57  Golden Springs Drive – 18 traffic signals between Temple/Avenida Rancheros and Calbourne Drive (See Attachment 1 – Project Area Map) The scope of work developed for the ATCS Project can be summarized as follows: 1. Field assessment, modifications or upgrades to equip 48 signalized intersections with compatible hardware and software components. 2. Installation, configuration and testing of ATCS and all related software and equipment to ensure the solution works as a cohesive addition to existing systems in the City. 3. Comprehensive training for City staff that will cover operations, administration, and maintenance of the ATCS system. 4. A Before and After Study to quantify the effectiveness and performance of the ATCS. Per the RFP, a “Before and After” study is required to thoroughly evaluate the system’s performance. The study to be performed by Siemens will include:  Capturing traffic flow during Incidents Nextech BlueTOAD Bluetooth units that were installed in FY 17-18 have been collecting travel and routing data along the three (3) corridors for a few months. Siemens will utilize this data to determine the amount of traffic being diverted from freeway incidents onto the 3 arterials. After implementation of ATCS, this data will be compared to similar incidents that occur after the ATCS is implemented to determine how well the ATCS is managing the non -recurring congestion. Once the before and after data is analyzed by the vendor , additional adjustment to the system can be made to ensure optimal performance.  Capturing impacts on side street traffic flow. 6.5 Packet Pg. 141 Along with improving traffic flow, Siemens will also look at how the implementation of the system will impact delays to side streets. Siemens will utilize Bluetooth data to determine Origin-Destination/most travel routes by reviewing the turning volumes. This data will enable the vendor, with the help of the City’s traffic consultant, to identify side streets that might need special timing modifications such as streets near schools, shopping centers, recreation centers, and multi-family housing complexes. Comparison of travel time data for these routes will provide additional insight on how the ATCS is beneficial in managing delay to side streets. Additionalty, a separate “Before and After” study to determine end-to-end travel and demonstrate “through” traffic improvements is being conducted by Kimley - Horn.  End-to-end travel characteristics for each of the three study arterials This study is essential to determine how the adaptive system is benefitting the “through” traffic movement traveling along the three (3) arterials for the entire stretch. “Before” information such as travel time, number of stops, delay and average speeds along three (3) main arterials using floating car runs was collected by Kimley-Horn during the initial stages of the Project. Kimley-Horn will be collecting “After” conditions data post implementation and fine-tuning of the ATCS system. Vendor Proposals On February 26, 2018, a Request for Proposal (RFP) to furnish, install, and integrate an ATCS was released to qualified companies inviting them to submit proposals. On March 26, 2018, four (4) proposals were received. Siemens Industry, Inc. submitted the lowest cost proposal for $949,000.00. Proposals received are listed below: 1. Siemens Industry, Inc. $949,000.00 2. KLD Engineering, P.C. $1,339,979.56 3. TransCore $1,483,424.00 4. Rhythm Engineering $3,841,153.24 The wide spread in proposal amounts is due mainly to differences in the amount proposed for the following aspects of the Project, including:  System and Detection Design  System Warranty and Maintenance  System Hardware Installation  Technical Support Proposal Evaluation The proposals were evaluated by a committee of staff and consultants utilizing the 6.5 Packet Pg. 142 following evaluation criteria and weights:  Vendor Qualifications 35 percent  Work Plan 20 percent  Training, On-Going Support and Technical Assistance 15 percent  Fee Schedule 20 percent  Overall Quality of Proposal/Project Schedule 10 percent Vendor Demonstrations The evaluation committee determined that two vendors should be invited for a detailed demonstration of their ATCS. The two vendors were:  TransCore  Siemens Industry, Inc. City Staff requested live demonstrations from TransCore and Siemens Industry, Inc. and to focus on the functional requirements as the basis of their presentation. Each vendor demonstrated their system’s capability, performance, and benefits of their system. Also, the vendors were required to describe their approach to training, demonstrate experience with Caltrans, and demonstrate their knowledge of the City’s existing traffic conditions. The project managers from each company presented the qualifications of key team members, work plans, staffing plans and their staff’s experience with similar projects. Vendor Selection City Staff determined that Siemens Industry, Inc. offered the best solution. The ATCS proposed by Siemens Industry, Inc. has an adaptive software product called Split Cycle Offset Optimization Technique (SCOOT). For the SCOOT system to be effective Siemens is including two additional software applications TACTICS and SEPAC. TACTICS is a device level management system and typically runs the day-to-day traffic plans as developed by the traffic engineer. SEPAC is a local controller software that is focused on enhancing the performance of traffic signal controllers and is compatible with Caltrans 2070 controllers and ATC controllers that are currently in use at all signalized intersections within the City. The proposal from Siemens can be summarized into five (5) main categories: 1. Detection Study and Installation: Siemens will conduct a detailed detection study assessment to evaluate and investigate the intersections to facilitate or improve operations with detector additions or modifications. Siemens will provide and install any needed advanced d etectors as a part of this software implementation to ensure the ATCS has the best data input possible. Based upon review of lane diagram documents Siemens has proposed $142,500.00 as an estimate of the cost for any potentially suggested additions and/or modifications of 75 detectors. These estimated “detector additions or modifications” are intended to be enhancements above the systems minimum 6.5 Packet Pg. 143 requirements, which the City already meets subject to confirmation by the study. Additionally, the City has other advanced detection technology already installed (i.e., advanced loop detectors and cameras) which may reduce that estimate. 2. Software, System Installation, Configuration, and Testing: Siemens is proposing their software application suite that includes SC OOT, TACTICS, and SEPAC. The installation will include concurrent activities of converting intersection databases to SEPAC, configuring communications, installing TACTICS, and converting the traffic responsive timing plans to prepare the intersections for SCOOT control. The SCOOT server will be installed and parameters configured to prepare for a smooth transition. 3. Training: Siemens will provide a comprehensive training program covering the operations, administration, and maintenance of the system. 4. Plans, Studies and Engineering: Siemens will provide plans and specifications for any required detector modifications, Before and After Study and Detection Studies. 5. Software Maintenance: The software service agreement will provide the City with technical support for the Siemens software suite at a fixed annual fee for ten years. A revised best, last and final offer, dated 9/14/2018 was submitted by Siemens Industry, Inc. for $666,525.00 (Attachment 2). Servers Three servers are required to operate the ATCS. As required by the City’s Purchasing Ordinance, a competitive bid process was conducted to find the best price for the three required servers, as specified by Siemens (Attachment 3). The results of the competitive bid process are as follows: Bids received: 1. CDWG $48,310.79 2. PCMG $54,793.80 3. GovConnection $55,617.88 In conclusion, once installed, the ATCS will provide second -by-second traffic flow monitoring and automatically adjust traffic signal timing in response to changing conditions. This system will reduce travel times, minimize environmental impacts, and provide an economic benefit by reducing vehicular delays and fuel consumption. The Siemens ATCS uses advance detectors to provide queue estimation and arrival predictions at the intersections, allowing for the system to quickly adjust to changing traffic flow conditions, resulting in smoother traffic flow. It is recommended that the City Council approve the Purchase and License Agreement 6.5 Packet Pg. 144 with Siemens Industry, Inc. and authorize the purchase of three (3) servers from CDWG to implement the ATCS. PREPARED BY: REVIEWED BY: Attachments: 1. 6.5.a ATCS Project Area Map 2. 6.5.b Purchase License Agreement, Siemens 3. 6.5.c CDWG Quote 6.5 Packet Pg. 145 Intersection of Golden Springs Drive/Avenida Rancheros maintained and controlled by the City of Pomona. 6.5.a Packet Pg. 146 6.5.b Packet Pg. 147 6.5.b Packet Pg. 148 6.5.b Packet Pg. 149 6.5.b Packet Pg. 150 6.5.b Packet Pg. 151 6.5.b Packet Pg. 152 6.5.b Packet Pg. 153 6.5.b Packet Pg. 154 6.5.b Packet Pg. 155 6.5.b Packet Pg. 156 6.5.b Packet Pg. 157 6.5.b Packet Pg. 158 6.5.b Packet Pg. 159 6.5.b Packet Pg. 160 6.5.b Packet Pg. 161 6.5.b Packet Pg. 162 6.5.b Packet Pg. 163 6.5.b Packet Pg. 164 6.5.b Packet Pg. 165 6.5.b Packet Pg. 166 6.5.b Packet Pg. 167 6.5.b Packet Pg. 168 6.5.b Packet Pg. 169 6.5.b Packet Pg. 170 6.5.b Packet Pg. 171 6.5.b Packet Pg. 172 6.5.b Packet Pg. 173 6.5.b Packet Pg. 174 6.5.b Packet Pg. 175 6.5.b Packet Pg. 176 6.5.b Packet Pg. 177 6.5.b Packet Pg. 178 6.5.b Packet Pg. 179 6.5.b Packet Pg. 180 6.5.b Packet Pg. 181 6.5.b Packet Pg. 182 6.5.b Packet Pg. 183 6.5.b Packet Pg. 184 6.5.b Packet Pg. 185 6.5.b Packet Pg. 186 6.5.b Packet Pg. 187 6.5.b Packet Pg. 188 6.5.b Packet Pg. 189 6.5.b Packet Pg. 190 6.5.b Packet Pg. 191 6.5.b Packet Pg. 192 6.5.b Packet Pg. 193 6.5.b Packet Pg. 194 6.5.b Packet Pg. 195 6.5.b Packet Pg. 196 6.5.b Packet Pg. 197 6.5.b Packet Pg. 198 6.5.b Packet Pg. 199 6.5.b Packet Pg. 200 6.5.b Packet Pg. 201 6.5.b Packet Pg. 202 6.5.b Packet Pg. 203 6.5.b Packet Pg. 204 6.5.b Packet Pg. 205 6.5.b Packet Pg. 206 6.5.b Packet Pg. 207 6.5.b Packet Pg. 208 6.5.b Packet Pg. 209 6.5.b Packet Pg. 210 6.5.b Packet Pg. 211 6.5.b Packet Pg. 212 6.5.b Packet Pg. 213 6.5.b Packet Pg. 214 6.5.b Packet Pg. 215 6.5.b Packet Pg. 216 6.5.b Packet Pg. 217 6.5.b Packet Pg. 218 6.5.b Packet Pg. 219 6.5.b Packet Pg. 220 6.5.b Packet Pg. 221 6.5.b Packet Pg. 222 6.5.b Packet Pg. 223 6.5.b Packet Pg. 224 6.5.b Packet Pg. 225 6.5.b Packet Pg. 226 6.5.b Packet Pg. 227 6.5.b Packet Pg. 228 6.5.b Packet Pg. 229 6.5.b Packet Pg. 230 6.5.b Packet Pg. 231 6.5.b Packet Pg. 232 6.5.b Packet Pg. 233 6.5.b Packet Pg. 234 6.5.b Packet Pg. 235 6.5.b Packet Pg. 236 6.5.b Packet Pg. 237 6.5.b Packet Pg. 238 6.5.b Packet Pg. 239 6.5.b Packet Pg. 240 6.5.b Packet Pg. 241 6.5.b Packet Pg. 242 6.5.b Packet Pg. 243 6.5.b Packet Pg. 244 6.5.b Packet Pg. 245 6.5.b Packet Pg. 246 6.5.b Packet Pg. 247 6.5.b Packet Pg. 248 6.5.b Packet Pg. 249 6.5.b Packet Pg. 250 6.5.b Packet Pg. 251 6.5.b Packet Pg. 252 6.5.b Packet Pg. 253 6.5.b Packet Pg. 254 6.5.b Packet Pg. 255 6.5.b Packet Pg. 256 6.5.b Packet Pg. 257 6.5.b Packet Pg. 258 6.5.b Packet Pg. 259 6.5.b Packet Pg. 260 6.5.b Packet Pg. 261 6.5.b Packet Pg. 262 6.5.b Packet Pg. 263 6.5.b Packet Pg. 264 6.5.b Packet Pg. 265 6.5.b Packet Pg. 266 6.5.b Packet Pg. 267 6.5.b Packet Pg. 268 6.5.b Packet Pg. 269 6.5.b Packet Pg. 270 6.5.b Packet Pg. 271 6.5.b Packet Pg. 272 6.5.b Packet Pg. 273 6.5.b Packet Pg. 274 6.5.b Packet Pg. 275 6.5.b Packet Pg. 276 6.5.b Packet Pg. 277 6.5.b Packet Pg. 278 6.5.b Packet Pg. 279 6.5.b Packet Pg. 280 6.5.b Packet Pg. 281 6.5.b Packet Pg. 282 6.5.b Packet Pg. 283 6.5.b Packet Pg. 284 6.5.b Packet Pg. 285 6.5.b Packet Pg. 286 6.5.b Packet Pg. 287 6.5.b Packet Pg. 288 6.5.b Packet Pg. 289 6.5.b Packet Pg. 290 6.5.b Packet Pg. 291 6.5.b Packet Pg. 292 6.5.b Packet Pg. 293 6.5.b Packet Pg. 294 6.5.b Packet Pg. 295 6.5.b Packet Pg. 296 6.5.b Packet Pg. 297 6.5.b Packet Pg. 298 6.5.b Packet Pg. 299 6.5.b Packet Pg. 300 6.5.b Packet Pg. 301 Page 1 of 3 QUOTE CONFIRMATION DEAR ALFREDO ESTEVEZ, Thank you for considering CDWG for your computing needs. The details of your quote are below. Click here to convert your quote to an order. QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL KBGT934 8/23/2018 HPE DL380 GEN10 8736638 $48,310.79 QUOTE DETAILS ITEM QTY CDW#UNIT PRICE EXT.PRICE HPE ProLiant DL380 Gen10 - rack-mountable - no CPU - 0 GB - 0 GB 3 4723429 $1,429.58 $4,288.74 Mfg. Part#: 868703-B21 UNSPSC: 43211501 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) Intel Xeon Silver 4114 / 2.2 GHz processor 3 4748293 $716.93 $2,150.79 Mfg. Part#: 826850-L21 UNSPSC: 43201503 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) Intel Xeon Silver 4114 / 2.2 GHz processor 3 4800860 $716.93 $2,150.79 Mfg. Part#: 826850-B21 UNSPSC: 43201503 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE SmartMemory - DDR4 - 16 GB - DIMM 288-pin 6 4727301 $331.08 $1,986.48 Mfg. Part#: 815098-B21 UNSPSC: 32101602 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE - storage drive cage - SATA 6Gb/s / SAS 12Gb/s / PCIe 3 4729423 $83.91 $251.73 Mfg. Part#: 826708-B21 UNSPSC: 43201609 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE 300GB 12G SAS 15K SFF SC Digitally Signed HDD 24 4621310 $328.17 $7,876.08 Mfg. Part#: 870753-B21 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE DVD–RW (–R DL) / DVD-RAM drive - Serial ATA - internal 3 3559656 $84.08 $252.24 Mfg. Part#: 726537-B21 UNSPSC: 43201818 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE 96W Smart Storage Battery - battery - Li-Ion 3 4917109 $65.20 $195.60 Mfg. Part#: P01366-B21 UNSPSC: 26111711 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) 6.5.c Packet Pg. 302 Page 2 of 3 QUOTE DETAILS (CONT.) HPE Smart Array P408I-A SR Gen10 - storage controller (RAID) - SATA 6Gb/s / 3 4723432 $389.62 $1,168.86 Mfg. Part#: 804331-B21 UNSPSC: 43201557 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE High Performance Fan Kit - system fan kit 3 4739991 $155.46 $466.38 Mfg. Part#: 867810-B21 UNSPSC: 40101604 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE - power supply - hot-plug / redundant - 800 Watt - 908 VA 6 4723434 $246.52 $1,479.12 Mfg. Part#: 865414-B21 UNSPSC: 39121004 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE power cable - 6 ft 6 2515457 $7.13 $42.78 Mfg. Part#: AF556A UNSPSC: 26121636 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE Integrated Lights-Out Advanced - license + 3 Years 24x7 Support - 1 ser 3 4447141 $305.69 $917.07 Mfg. Part#: BD505A UNSPSC: 43232804 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE cable management arm - 2U 3 3339635 $47.45 $142.35 Mfg. Part#: 733664-B21 UNSPSC: 39131709 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE Small Form Factor Easy Install Rail Kit - rack rail kit - 2U 3 3428550 $73.00 $219.00 Mfg. Part#: 733660-B21 UNSPSC: 24102001 Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE Foundation Care Call-To-Repair Service - technical support - for HPE In 3 4408779 $52.26 $156.78 Mfg. Part#: H7J36A5#R2M UNSPSC: 81112201 Electronic distribution - NO MEDIA Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) HPE Foundation Care Call-To-Repair Service - extended service agreement - 5 3 4784242 $7,441.71 $22,325.13 Mfg. Part#: H7J36A5#WAH UNSPSC: 81111812 Electronic distribution - NO MEDIA Contract: California HP Ent NVP Cpter Equipmt HPE c/o CDW (MNNVP-134 7-15-70-34-002) PURCHASER BILLING INFO SUBTOTAL $46,069.92 Billing Address: CITY OF DIAMOND BAR ACCOUNTS PAYABLE 21810 COPLEY DR DIAMOND BAR, CA 91765-4460 Phone: (909) 860-2489 Payment Terms: Net 30 Days-Govt State/Local SHIPPING $0.00 SALES TAX $2,240.87 GRAND TOTAL $48,310.79 6.5.c Packet Pg. 303 Page 3 of 3 DELIVER TO Please remit payments to: Shipping Address: CITY OF DIAMOND BAR ALFREDO ESTEVEZ 21810 COPLEY DR DIAMOND BAR, CA 91765-4460 Phone: (909) 860-2489 Shipping Method: DROP SHIP-GROUND CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 Need Assistance? CDWG SALES CONTACT INFORMATION Jon Cacioppo |(877) 603-6330 |joncac@cdwg.com This quote is subject to CDW’s Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager ' 2018 CDWG LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239 6.5.c Packet Pg. 304 Agenda #: 6.6 Meeting Date: October 16, 2018 TO: Honorable Mayor and Members of the City Council FROM: Daniel Fox, City Manager TITLE: FISCAL YEAR 2018-19 APPROPRIATION ADJUSTMENTS FOR GENERAL FUND, SPECIAL REVENUE FUNDS AND CAPITAL PROJECT CARRYOVERS AND FISCAL YEAR 2017-18 FINAL ADJUSTMENTS. STRATEGIC GOAL: Responsible Stewardship of Public Resources RECOMMENDATION: A. Approve an appropriation from General Fund reserves of $260,341.46 to carry forward appropriations from FY 2017-18 to FY 2018-19 for previously encumbered goods and services; B. Approve an appropriation from various Special Revenue Funds reserves of $87,538.89 to carry forward appropriations from FY 2017 -18 to FY 2018-19 for previously encumbered goods and services; C. Approve a budget adjustment to carry forward capital project appropriations which are decreased by $122,183.92; D. Carry over the related purchase orders encumbered in FY 2017 -18 in the amount of $1,638,724.32 to FY 2018-19; and, E. Approve final budget adjustments to FY 2017 -18 for additional appropriations in various accounts including $11,197.97 for the General Fund and $56,078.75 in Special Revenue Funds. BACKGROUND: Each fiscal year, the City Council adopts a budget and appropriates the funds included in that budget. The City’s budget policies state that prior year appropriations lapse unless they are approved for carryover into the following fiscal year. Encumbrances for previously ordered goods and services not received by June 30 th must be carried over and re-appropriated in the new fiscal year. After FY 2017-18 was preliminarily closed, 6.6 Packet Pg. 305 staff was able to determine which capital projects were not completed by June 30 th and should be carried over into the next fiscal year for completion. DISCUSSION: Carry Forward of General Fund Operating Appropriations At the end of fiscal year 2017 -18 there were various goods and services encumbered but not received or paid for and therefore the related purchase orders must be carried over into FY 2018-19. The carryover of these appropriations is an appropriation of General Fund reserves because as previously stated, all appropriations lapse and the end of the prior fiscal year. These unexpended funds must be carried over and re - appropriated in order to complete the projects that were in prog ress at June 30, 2018. Attachment 1 lists operating expenditure purchase order carryovers and the related budget adjustments in the amount of $260,341.46 for the General Fund. Special Revenue and Internal Service Funds Carryover Appropriations There were also various goods and services funded by special revenue funds and internal service funds that were encumbered but not paid for by June 30, 2018. Some of these items include professional services related to the update of the General Plan, landscape services in the LLAD’s, and vehicles ordered for the City’s fleet. Attachment 2 lists the special funds and internal funds purchase order carryovers and related budget adjustments. Purchase orders required to be carried over total $487,538.89 and the additional appropriation totals $87,538.89. Capital Project Carryover Appropriations The amount of open purchase orders at June 30, 2018 requiring carry over into FY 2018-19 that are related to the Capital Improvement Project budget total $860,843.97. When the budget for FY 2018-19 was approved by the City Council, it included new appropriations for capital projects as well as estimated carryovers for existing projects. Often, capital projects require more than one fiscal year for completion. Now that FY 2017-18 has been preliminarily closed, staff is able to compare the estimated carryover appropriations already included in the FY 2018 -19 budget and the actual amount of funds still required for each project. The amount already appropriated in the FY 2018 - 19 budget for carryover projects is $7,745,882. Attachment 3 lists capital projects in progress at year-end. The schedule compares the portion of the project that was estimated to be carried over into FY 2018 -19 as stated in the adopted budget and what portion of the project was actually completed by June 30, 2018. The difference between the two is what is what requires a re -appropriation of funds that were not included in the adopted budget. When comparing the estimated carryover included in the FY 2018-19 budget and the amount required to be carried over, the amounts differ by <$122,183.92>. Therefore, the total appropriations for carryover projects needs to be reduced in FY 2018-19 by $122,183.92 6.6 Packet Pg. 306 Final FY 2017-18 Budget Adjustments There is one department and a couple of funds that require additional appropriations at June 30, 2018 due to unforeseen expenditures being incurred. The Finance Department requires an additional appropriation ($11,197.97) due to less staff time spent on transit related activities and salary costs being charged directly to the General Fund. Other funds that require additional appropriations at June 30, 2018 include the Waste Hauler Fund ($6,078.75) and the Street Beautification Fund ($50,000) for additional transfers to the CIP fund related to street projects. PREPARED BY: REVIEWED BY: Attachments: 1. 6.6.a General Fund Carry-Overs from FY 2017-18 2. 6.6.b Special Revenue Carry-Over from FY 2017-18 3. 6.6.c Capital Projects Carry-Overs from FY 2017-18 6.6 Packet Pg. 307 Dept #Department Name Budget Actual Open Encumbrances Encumbrances Already Carried Over (Over)/Under Carryover Requested Carryover Already Included In FY 18/19 FY 17/18 Add'l Approp Total Approp 4010 City Council 177,397.00 171,149.29 - 6,247.71 - - 4020 City Attorney 770,000.00 760,264.96 46,490.55 (36,755.51) 46,490.55 46,490.55 4030 City Mgr/Clerk 1,534,616.00 1,372,818.30 18,308.03 143,489.67 18,308.03 30,000.00 (11,691.97) 4050 Finance 759,455.00 770,652.97 - (11,197.97) 11,197.97 11,197.97 4060 Human Resources 417,175.00 328,947.86 - 88,227.14 - 4065 Safety Program 19,000.00 7,503.38 - 11,496.62 - 4070 Info Systems 1,234,906.68 1,147,374.70 22,698.83 64,833.15 22,698.83 22,698.83 4093 Civic Center 550,043.56 468,841.26 1,359.00 79,843.30 1,359.00 1,359.00 4095 Public Info 837,633.00 767,335.63 45,565.08 24,732.29 45,565.08 45,565.08 4096 Economic Dev 321,835.00 191,791.62 2,575.75 127,467.63 2,575.75 2,575.75 4411 Law Enforcement 6,691,593.00 6,646,313.40 45,279.60 - 4415 Law Enf Vol Patrol 6,000.00 2,654.07 3,345.93 - 4421 Fire 15,000.00 11,955.23 3,044.77 - 4431 Animal Control 174,500.00 173,510.50 989.50 - 4440 Emergency Prep 74,700.00 51,391.21 23,308.79 - 5210 Community Dev 668,775.00 636,137.51 32,637.49 - 5220 Building & Safety 908,550.00 820,017.05 88,532.95 - 5230 Neighborhood Impr 325,070.00 282,922.12 42,147.88 - 5310 Com Svcs Admin 8,040.00 2,303.09 5,736.91 - 5333 DB Center 1,266,714.44 1,128,545.83 16,997.15 121,171.46 16,997.15 16,997.15 5350 Recreation 2,068,372.00 1,754,205.06 23,179.36 290,987.58 7,189.51 7,189.51 5510 Public Works 904,285.00 785,449.73 969.11 117,866.16 - 5551 Engineering 836,542.60 520,978.34 71,217.40 244,346.86 71,217.40 71,217.40 5554 Road Maint 1,845,260.00 1,604,666.84 12,550.64 228,042.52 12,550.64 12,550.64 5556 Park & Fac Maint 2,219,251.17 2,016,462.39 45,389.52 157,399.26 45,389.52 45,389.52 5558 Landscape Maint 347,460.00 342,613.40 356.84 4,489.76 - - 9915 Transfer Out 5,611,899.64 2,869,792.05 - - 2,742,107.59 - - - - 30,594,074.09 25,636,597.79 307,657.26 - 4,649,819.04 290,341.46 30,000.00 11,197.97 271,539.43 Open PO's to be carried over 290,341.46 Carryover's already in FY 18/19 budget (30,000.00) FY 18/19 carryover appropriation req'd 260,341.46 Add'l FY 17/18 appropriation 11,197.97 271,539.43 City of Diamond Bar General Fund FY 2017-18 to FY 2018-19 6.6.a Packet Pg. 308 Fund #Fund Name Exp Budget Exp Actual Outstanding Encumbrances Encumbrances Already Rolled (Over)/Under PO Carryover Requested Carryover Requested in FY 18-19 Budget Budget Carryover to FY 18/19 FY 17/18 Add'l Approp - 011 Com Org Supp Fund 15,000.00 14,712.21 287.79 - 012 Law Enforce Fund - - - 015 General Plan Rev 707,784.38 316,368.07 381,332.23 10,084.08 381,332.23 400,000.00 (18,667.77) 018 Technology Reserve 300,000.00 16,175.51 283,824.49 020 OPEB Reserve 99,580.00 98,301.00 1,279.00 108 329,170.00 - 329,170.00 109 Measure M 672,576.00 385,416.54 - 287,159.46 110 Measure R 1,284,822.00 1,282,206.99 - 2,615.01 111-49001 Gas Tax 992,362.00 939,088.07 53,273.93 111-49250 Gas Tax 247,822.00 191,235.88 - 56,586.12 - 1,240,184.00 1,130,323.95 - - 109,860.05 - - - 112-4090 Prop A - - - 112-5350 Prop A 72,750.00 62,582.46 10,167.54 112-5553 Prop A 1,834,610.00 1,163,773.94 670,836.06 112-9915 Prop A 324,814.15 13,092.12 311,722.03 - 2,232,174.15 1,239,448.52 - - 992,725.63 - - - 113-5510 Prop C - - - 113-5553 Prop C 562,665.00 427,269.01 135,395.99 - 113-9915 Prop C 838,211.00 414,671.20 423,539.80 - 1,400,876.00 841,940.21 558,935.79 - - - 114-9915 SAFETEA-LU 8,138,575.36 8,138,575.36 - - 115-5515 Int Waste Mgmt 670,199.00 495,487.79 16,294.00 158,417.21 16,294.00 16,294.00 115-9915 Int Waste Mgmt 30,000.00 30,000.00 - - - - - - 700,199.00 525,487.79 16,294.00 - 158,417.21 16,294.00 - 16,294.00 116-5510 Traffic Impr - - - - 116-9915 Traffic Impr 870,642.00 612,233.85 - 258,408.15 - 870,642.00 612,233.85 - 258,408.15 - - - City of Diamond Bar Special Revenue Funds Carryovers FY 2017-18 to FY 2018-19 6.6.b Packet Pg. 309 Fund #Fund Name Exp Budget Exp Actual Outstanding Encumbrances Encumbrances Already Rolled (Over)/Under PO Carryover Requested Carryover Requested in FY 18-19 Budget Budget Carryover to FY 18/19 FY 17/18 Add'l Approp - City of Diamond Bar Special Revenue Funds Carryovers FY 2017-18 to FY 2018-19 117-9915 Sewer Mitigation 64,551.00 - 64,551.00 - - 118-5098 Air Quality Mgmt 10,000.00 - - - 10,000.00 118-9915 Air Quality Mgmt 237,515.00 119,705.00 117,810.00 247,515.00 119,705.00 - - 127,810.00 - 119-9915 Trails & Bikeways 50,372.00 37,525.00 12,847.00 120-9915 MTA Grant 3,513,013.69 66,364.17 3,446,649.52 121-9915 Waste Hauler 128,000.00 134,078.75 (6,078.75) - 6,078.75 122-9915 Quimby 384,569.75 244,185.82 140,383.93 123-9915 Prop A Safe Parks 35,000.00 35,000.00 - - 124-9915 Park Dev Fund 55,000.00 8,540.06 46,459.94 - 125-5215 CDBG 119,400.00 83,543.28 35,856.72 125-5350 CDBG 10,602.00 14,652.68 (4,050.68) 125-9915 CDBG 358,463.00 266,964.94 91,498.06 - 488,465.00 365,160.90 123,304.10 - - 126-4411 COPS 21,500.00 9,899.02 11,600.98 126-9915 COPS 102,934.00 95,180.00 7,754.00 - - 124,434.00 105,079.02 19,354.98 - - - 131-9915 Street Beautification - 50,000.00 (50,000.00) 50,000.00 128-4411 CLEEP 10,000.00 7,199.46 2,800.54 - 135-4095 PEG 80,000.00 62,358.81 17,641.19 - - - 6.6.b Packet Pg. 310 Fund #Fund Name Exp Budget Exp Actual Outstanding Encumbrances Encumbrances Already Rolled (Over)/Under PO Carryover Requested Carryover Requested in FY 18-19 Budget Budget Carryover to FY 18/19 FY 17/18 Add'l Approp - City of Diamond Bar Special Revenue Funds Carryovers FY 2017-18 to FY 2018-19 138-5538 LLAD 38 474,714.83 413,535.68 9,820.00 51,359.15 9,820.00 - 9,820.00 139-5539 LLAD 39 433,327.18 364,180.50 8,370.50 60,776.18 8,370.50 8,370.50 141-5541 LLAD 41 272,679.80 207,995.36 24,540.00 40,144.44 24,540.00 24,540.00 160-5516 Recycling Grant 16,700.00 16,607.38 92.62 161-5516 Beverage Grant 24,300.00 16,007.53 8,292.47 370-4090 Debt Service 859,406.00 859,191.26 214.74 510-4081 Self Insurance 547,450.00 390,351.00 157,099.00 520-4090 Vehicle Replace 266,083.41 65,022.20 30,487.67 170,573.54 30,487.67 30,487.67 520-4093 27,000.00 9,407.30 17,592.70 520-5230 4,500.00 2,707.82 1,792.18 520-5310 - 159.91 (159.91) 520-5333 500.00 - 500.00 520-5350 - 313.55 (313.55) 520-5554 15,000.00 12,892.68 2,107.32 520-5556 31,000.00 36,898.67 - (5,898.67) - - 344,083.41 127,402.13 30,487.67 - 186,193.61 30,487.67 30,487.67 530-4070 Equip Replace 1,561,767.24 309,195.15 16,694.49 1,235,877.60 16,694.49 16,694.49 540 Building Maint 109,700.00 - 109,700.00 Total Special Rev 27,487,461.79 10,402,277.62 487,538.89 - 16,597,645.28 487,538.89 400,000.00 87,538.89 56,078.75 6.6.b Packet Pg. 311 Project #Project Name Total Budget Total Exp Required Carryover Carryover in 2018-19 Budget Add'l Carryover Req'd Open PO's Total Amount of PO's to carryover Add'l Carryover Funding Source 601832-16 Morning Canyon ADA 225,000.00 221,084.97 3,915.03 3,000.00 915.03 - - 125 01418 Residential & Collector Rehab - Area 6 1,710,000.00 44,743.75 1,665,256.25 1,650,000.00 15,256.25 5,256.25 5,256.25 121 24416 Pathfinder Road Rehab 420,000.00 300,000.00 120,000.00 20,000.00 - 20,000.00 20,000.00 N/A 24018 Traffic Signal Infratructure Upgrade - YR 3 476,128.00 169,520.00 306,608.00 476,128.00 (169,520.00) 220,408.00 220,408.00 110 - <150,000> 113 -<19,520> 24616 Adaptive Traffic Control System 1,760,000.00 158,860.10 1,601,139.90 1,610,000.00 (8,860.10) 89,463.03 89,463.03 112 - <19,477.97> 120 - 10,617.87 24716 Copley/GSD Intersection Mod 209,045.00 24,200.00 184,845.00 171,028.00 13,817.00 153,028.00 153,028.00 113 23316 Lemon Ave Interchange - CON 40,000.00 2,066.00 37,934.00 40,000.00 (2,066.00) 11,634.00 11,634.00 116 26016 Groundwater Drainage Improvements - PH 1 266,237.85 222,726.33 43,511.52 30,000.00 (25,000.00) 19,536.88 5,000.00 001 26018 Groundwater Drainage Improvements - PH 2 331,338.18 299,337.77 32,000.41 45,000.00 (33,000.00) 20,570.93 11,000.00 109 26116 Sewer System Master Plan 64,551.00 - 64,551.00 64,551.00 - 64,551.00 64,551.00 N/A 26217 DBB Complete Streets (GSD - 60 FWY) Design 300,000.00 94,840.92 205,159.08 200,000.00 5,159.08 201,025.08 201,025.08 109 26516 Design of Two Monument Signs 657,700.00 55,700.00 602,000.00 602,000.00 - 695.00 695.00 N/A 22818 Grand/GSD Intersection Enhancements 1,588,040.00 38,170.20 1,549,869.80 1,511,511.00 38,358.80 50,346.59 50,346.59 108 - 76,529 113 - <13,169.20> 119 - <25,001.00> 8,048,040.03 1,631,250.04 6,416,789.99 6,423,218.00 (164,939.94) 856,514.76 832,406.95 25414 Design of Heritage Pk Comm Center 170,676.00 25,676.00 145,000.00 145,000.00 - - - N/A 60172115 ADA - Stardust/Longview CDBG Consultant 4,597.00 - 4,597.00 - 4,597.00 - - 125 25517 Design of Canyon Loop Trail 50,000.00 - 50,000.00 50,000.00 - - - N/A 25917 Sycamore Canyon Park Slope Erosion Repairs - Design 153,149.48 118,935.66 34,213.82 - 34,213.82 23,288.82 23,288.82 122 24917 Pantera Park Lighting 500,000.00 - 500,000.00 500,000.00 2,990.00 2,990.00 2,990.00 N/A 601866-17 Playground Surfacing/ADA Impr Starshine 143,160.00 14,540.80 128,619.20 127,664.00 955.20 2,158.20 2,158.20 125 25618 DBC Roof Rehabilitation (Phase II-Section F&I)100,000.00 - 100,000.00 100,000.00 - - - N/A 25818 HVAC Replacement for City Hall 400,000.00 - 400,000.00 400,000.00 - - - N/A 1,521,582.48 159,152.46 1,362,430.02 1,322,664.00 42,756.02 28,437.02 28,437.02 9,569,622.51 1,790,402.50 7,779,220.01 7,745,882.00 (122,183.92) 884,951.78 860,843.97 CITY OF DIAMOND BAR CIP CARRYOVERS FY 2017-18 to FY 2018-19 6.6.c Packet Pg. 312