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Home My WebLink About021616 - Agenda - Regular MeetingCity of Diamond Bar City Council Agenda Tuesday, February 16, 2016 6:30p.m. - Regular Meeting The Government Center South Coast Air Quality Management District/ Main Auditorium 21865 Copley Drive, Diamond Bar, CA 91765 Nancy A. Lyons Mayor Carol Herrera Council Member Ruth M. Low Council Member Jimmy Lin Mayor Pro Tem Steve Tye Council Member City Manager James DeStefano • 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 Americans 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 scheduled meeting. Have online access? City Council Agendas are now available on the City of Diamond Bar's web site at www.CityofDiamondBar.com 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 some. Welcome to the meeting of the Diamond Bar City Council. Meetings are open to the public and are broadcast live on Time -Warner Cable Channel 3 and Verizon ROS television Channel 47. You are invited to attend and participate. 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. 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, Time -Warner Cable Channel 3, ROS television Channel 47 and on the City's website at www.ci.diamond-bar.ca.us. 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.ci.diamond-bar.ca.ds General information: (909) 839-7000 CITY OF DIAMOND BAR CITY COUNCIL AGENDA February 16, 2016 REGULAR MEETING: CALL TO ORDER: PLEDGE OF ALLEGIANCE: INVOCATION: ROLL CALL: APPROVAL OF AGENDA: Next Resolution No. 2016-03 Next Ordinance No. 04 (2016) 6:30 p.m. Mayor Pastor Sung Kim, Gateway Friends Church Council Members Herrera, Low, Tye, Mayor Pro Tem Lin, Mayor Lyons Mayor 1. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: 1.1 Presentation to "Report for Reward" recipient Charles Fisher. 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: 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. FEBRUARY 16, 2016 PAGE 2 3. PUBLIC COMMENTS: "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 COMMENT: 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 3m Annual Bridal Show — February 21, 2016 — 11 am to 3 pm. — Diamond Bar Center, 1600 Grand Avenue. 5.2 Planning Commission Meeting — February 23, 2016 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 Parks and Recreation Commission Meeting — February 25, 2016 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.4 City Council Meeting — March 1, 2016 — 6:30 p.m., AQMD/Government Center Auditorium, 21865 Copley Drive. 6. CONSENT CALENDAR: 6.1 Waive reading in full of all ordinances and resolutions and adopt the Consent Calendar. 6.2 City Council Minutes — Regular Meeting of February 2, 2016. Recommended Action: Approve as submitted. Requested by: City Clerk FEBRUARY 16, 2016 PAGE 3 6.3 Parks and Recreation Commission Minutes: (a) Regular Meeting of October 22, 2015. (b) Regular Meeting of November 19, 2015. Recommended Action: Receive and File. Requested by: Community Services Department 6.4 Ratification of Check Register — Dated January 28, 2016 through February 10, 2016 totaling $1,015,874.50. Recommended Action: Ratify. Requested by: Finance Department 6.5 Authorization to Exceed the City Manager's Purchasing Authority of $40,000 to Extend Vendor Services for Vertical Street Pole Banners Provided by Exterior Products, in an Amount Not -to -Exceed $50,000 for FY 2015/16. Recommended Action: Authorize. Requested by: Community Services Department 6.6 Appropriate $134,747 of Prop A Funds to the FY 2015/16 CIP Budget; Adopt Resolution No. 2016 -XX: Approving Plans and Specifications and Establishing a Project Payment Account; Award a Construction Contract for the Traffic Signal Infrastructure Upgrades Project to Elecnor Belco Electric, Inc. in the Amount of $396,957 and Authorize a Contingency Amount of $40,000 for Contract Change Orders to be Approved by the City Manager, for a Total Authorization Amount of $436,957. Recommended Action: Appropriate; Adopt, Award and Authorize. Requested by: Public Works Department. 6.7 Award a Design and Construction Administration/Inspection Services Contract for Area 4 Residential and Collector Street Rehabilitation to Onward Engineering in the Amount of $119,753 and Authorize a Contingency Amount of $12,000 for Change Orders to Be Approved by the City Manager for a Total Authorization Amount of $131,753. FEBRUARY 16, 2016 PAGE 4 Recommended Action: Award. Requested by: Public Works Department 6.8 Approval of Contract Amendment No. 1 in the Amount of $50,000 for a Not -to -Exceed Total Cost of $125,000 Per FY with David Evans and Associates, Inc. (DEA) to Provide Landscape Plan Checking Services for Three FY (2015/16 through 17/18) with an Option for Two -One Year Extension. Recommended Action: Approve. Requested by: Community Development Department 7. PUBLIC HEARINGS: None. 8. COUNCIL CONSIDERATION: 8.1 Adopt Resolution No. 2016 -XX: Amending the FY 2015-16 Municipal Budget. Recommended Action: Adopt. Requested by: Finance Department 8.2 City Council Appointments to Parks and Recreation Commission, Planning Commission and Traffic and Transportation Commission. Recommended Action: Confirm. Requested by: City Council 9. COUNCIL SUB -COMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: 10. ADJOURNMENT: Agenda No. 6.1 6.1 Waive reading in full of all ordinances and resolutions and adopt the Consent Calendar. There is no report for this agenda item. 1 Agenda No. 6.2 MINUTES OF THE CITY COUNCIL REGULAR MEETING OF THE CITY OF DIAMOND BAR FEBRUARY 2, 2016 CLOSED SESSION: 5:45 p.m., Room CC -8 @fflgy Public Comments: 1) Government Code Section 54956.8 - Conference with Real Property , Negotiations Property: APN 8760-015-001 1600 Grand Avenue. Diamond Bar, CA 91765 Agency Negotiator: James DeStefano, City Manager David DeBerry, City Attorney Negotiating Parties: City and Preferred Hospitality, Inc. Under Negotiations: Price and Terms of Payment CM/DeStefano reported that Council discussed a property matter and as a result no reportable action was taken during Closed Session. CALL TO ORDER: Mayor Lyons 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: Mayor Lyons led the Pledge of Allegiance. INVOCATION: Monsignor James Loughnane, St. Denis Catholic Church provided the invocation. ROLL CALL: Council Members Herrera, Low, Tye, and Mayor Lyons. ABSENT: Mayor Pro Tem Lin was excused. STAFF PRESENT: James DeStefano, City Manager; David DeBerry, City Attorney; Ryan McLean, Deputy City Manager; Ken Desforges, IS Director; David Liu, Public Works Director; Bob Rose, Community Services Director; Dianna Honeywell; Finance Director; Greg Gubman, Community Development Director; Amy Haug, Human Resources Manager; Kimberly Young, Senior Civil Engineer; Cecilia Arellano, Public Information Coordinator; Alfa Lopez, Management Analyst; and Anthony Santos, Management Analyst. APPROVAL OF AGENDA: As presented. SPECIAL PRESENTATIONS, CERTIFICATES, PROCLAMATIONS: None FEBRUARY 2, 2016 PAGE 2 CITY COUNCIL 2. CITY MANAGER REPORTS AND RECOMMENDATIONS: CM/DeStefano announced that the Systems Information Department recently received an award from Municipal Information Systems Association of California (MISAC) a statewide information technology organization, for excellence in information technology for its practices for the 2015. IS/Desforges and his team do an outstanding job supporting all the departments in the City with providing all information services, security for the City and its customers/clients. The City Council participated in a fun -filled Alex Morgan tribute/celebration on Sunday. He acknowledged staff's support of an event headed by PIM/Roa and her staff who coordinated with Alex Morgan and her team. PIM/Roa and her team put together banners, public information regarding the event, as well as all the many activities held that day for Ms. Morgan. Congratulations to PIM/Roa and her team. CM/DeStefano then introduced Captain Scroggins who provided a review of the 2015 crime statistics and a general law enforcement update for 2016. Capt. Scroggins stated that at the end of 2014 with a record low crime rate, major legislative changes came into effect with Proposition 47. In spite of the changes, at the end 2015 the crime rate was still at a low with 868 crimes reported in Diamond Bar which were mostly property crimes. There were only 58 crimes against persons and unfortunately there was one homicide early in 2015 which was a domestic issue that was quickly solved. There were 4 allegations of sexual assault, 25 aggravated assaults and 28 robberies. The balance of 810 crimes were property crimes. Most crimes in Diamond Bar are burglary (residential and commercial) and theft (primarily vehicle theft). The Sheriff's Department is committed to continuing efforts to educate residents about reducing opportunities for criminals to commit crime through educational efforts of the Neighborhood Watch programs headed by Deputy Aaron Schiller and the Special Assignment Team. Captain Scroggins said he believes most of the theft crimes are preventable. A lot of people leave their cars unlocked which provides an opportunity for someone who is checking doors whether in a shopping center parking lot or residential parking. People leave items visible in their vehicles which tempts theft. People should fortify their homes with burglar alarm systems which provide notice to the Sheriff's Department to dispatch officers to the residence in an attempt to minimize the damage and loss and catch the perpetrators. The Department also continues to promote formation of Neighborhood Watch groups throughout the community. Vacation checks are important. People need to call the Department to let them know when they are away so that volunteers can be dispatched to conduct daily vacation checks. During the past year and a -half with vacation checks there have been no crimes at those homes. FEBRUARY 2, 2016 PAGE 3 CITY COUNCIL The past five years have been good years for crime statistics. He believes that Proposition 47 which was passed at the end of 2014 has significantly changed the risk versus reward for criminals in the criminal's favor. While arrests remain consistent at the station the charges and times served have been significantly reduced. Unfortunately, the trend has risen at the beginning of 2016 but the Department will continue to work very hard with the City's great support. Everyone must work together as a team to reduce crime. When residents see something even slightly suspicious they need to call the Sheriff's Department immediately. If anyone has a problem when calling in they should notify him and he will review the calls to make sure that any problems with the response is resolved. He expects 100 percent satisfaction from the residents of Diamond Bar. 2015 was a good year and cities with crime rates comparable to Diamond Bar are La Quinta, Flintridge, Agoura Hills, Santa Clarita, Temple City, Rancho Palos Verdes and Rolling Hills Estates. He said he looks forward to a successful 2016. 3. PUBLIC COMMENTS: Pui-Ching Ho, Diamond Bar Library, announced upcoming library events including a celebration of the Chinese New Year co-sponsored by the Diamond Bar Chinese-American Association; a tenant/landlord informational workshop on Wednesday, February 17 at 4:00 p.m., and Thursday, February 18 at 6:00 p.m. She announced that the LA County Board of Supervisors appointed Ms. Skye Patrick as Library Director for the LA County Public Library System effective February 1, 2016. Ms. Patrick was the Director of Broward County (Florida) Libraries Division and prior to that assignment Ms. Patrick served as the Assistant Director for the Queens Public Library in New York. Ms. Patrick earned a BA Degree in Fine Arts from Northern Michigan University and a Masters Degree in Library Information Science from the University of Pittsburgh. Check the library's website at www.colapublib.org for additional information and programs. David Leong, Lot 8, Kicking Horse Drive, talked about his right to enjoyment and use of his property. Current and future development adjoining his backyard will traverse and affect his property and his family's life. Some parts that have been cleared and may be cleared may be illegal. Material oak trees and other vegetation accommodate nesting birds and deer and coyotes forage in the area. Oak trees and native bird species are protected under California law. There is also a small creek running in the area and there may be creatures in the creek that are protected. If the proposed development is approved the environmental impact from removal of trees and clearing of vegetation as well as, the changes in topography will be significant. The City, Fish and Wildlife Department and other authorities should perhaps demand review of an EIR. If the proposed development is approved he will lose part of his property and the use and enjoyment thereof. In addition, the homeowners will be subject to annoyance and bad health effects of noise and dust from the construction for a prolonged period. The developer should not be favored at the expense of the homeowners. FEBRUARY 2, 2016 PAGE 4 CITY COUNCIL The developers claim they have an easement right but there is no easement right. The minutes of the Board of Supervisors in regard to Tract No. 32482 in Map Book 1003, Page 14 with a recording date of March 25, 1982 states "that the private and future storm drain easement and private and future street shown on said map and herein offered for dedication be and the same are hereby rejected; that the private and future storm drain ingress and egress is met and that the future street shown on said map and herein offered for dedication being the same are hereby rejected." Therefore, the developers do not have easement right so he is opposed to the current development as far as future development and urges the City not to approve these projects. Chia Teng said that last year he presented documents and photographs to the City Council of the Millennium Development verifying the removal of more than 800 protected trees prior to completion of the mitigation plan. In his opinion, Millennium is in violation of the City's Code and the EIR and CM/DeStefano pointed out that he was mistaken. He went back and reviewed the documents again and believes he was correct. He also presented evidence of the stockpiling of dirt that was removed from a grading project from a neighboring site which to him was a clear violation of the EIR and the City Code because in doing so a grading permit was needed which was not done. He talked about speakers who spoke during the January 19 City Council meeting about HOA problems and a congested gate and the developer's response. He asked the City Council to give consideration to further development of the Millennium project. Naila and Asad Barlas, speaking on behalf of the South Asian Parent Association invited the City Council to its 3rd Evening of Colors on March 18 at 7:00 p.m. in the Diamond Palace and asked the City Council to consider donating during their fundraiser. Hofu Wu, Kicking Horse Tract No. 7, said he has concerns similar to those voiced by his neighbor Dr. Leong and the proposed future project. On January 12 the Planning Commission approved one of the proposed developments and he found out that the developer misled the Commission about approval of the plan which was submitted to his HOA two years ago and had expired. The developer has a new plan which is very different from the original plan and it has not been submitted for approval. They have asked for bigger pads which requires substantial landfill and a seven foot tall retaining wall which he believes exceeds the code. In addition, the retaining wall is on the property line which is a problem within the Building Code which requires a setback. He missed the deadline for appealing the Planning Commission decision and wanted to bring his concern to the City Council. Michelle Yi spoke to the City Council about her right to speak to the City Council. She noticed that every time a member of The Country comes before the City Council to address their concerns about Millennium Kurt Nelson comes to the podium to rebuke their concerns and calls out his telephone number and says FEBRUARY 2. 2016 PAGE 5 CITY COUNCIL that anyone who has concerns should call him. The members of The Country are here to speak to the City's elected officials, not to Kurt Nelson or Millennium. Millennium sued 890 homeowners who are currently in litigation so members are talking to Millennium through their lawyers. If Millennium really wants to talk to The Country HOA it should drop its lawsuit. She reiterated her concerns about The Country gates which she believes have exceeded vehicular capacity by 30 percent. She provided a copy of the 1983 community plan for Diamond Bar and pointed to an area designated as "Toner Canyon SC Area" which Millennium is a part of at this time and was never meant for building 48 homes. This was the home of many oak trees (protected trees) which she guessed changed when the City of Diamond Bar incorporated and became independent from the County and then the City of Diamond Bar came up with a new General Plan in 1995. Even in 1995 the area was designated as an Open Space/Recreational Use/Cultural Use. She is defending against Kurt Nelson's claim that Millennium was always meant to develop. It was never meant to develop into 48 homes that would further burden The Country's 890 homeowners who currently have only two gates. She lives in the Crystal Ridge which is part of the SC Area but she will not be sad that her home is sitting in what was once the home of many endangered birds, oak trees and walnut trees but all of the Diamond Bar citizens should have united to prevent further destruction of the beautiful rural setting and wildlife habitat. Kurt Nelson, Millennium Development, said he was not sure what development was being spoken about by some of the speakers. He assumes there is another development near the first speaker's backyard because that is not their tract and the tract number and sewer easement has nothing to do with Millennium or its property. Contrary to what one of speakers said, he completely respects any homeowner who is concerned about a development adjacent to their property. He has been in that position and most homeowners, unless they are extremely wealthy and fortunate, lie awake at night thinking about their mortgages. He respects everyone's right to wish that they were the last people in and nothing else would be built. He took issue with the gentleman who said he laughed at him or that he was not considerate to him. His reaction to Michelle Yi's comments about the gate are well received because Kurt Nelson is very happy that the gentleman admits that where he has lived for the last 18 years would not be there if the people who wanted to keep him out when his company was building Crystal Ridge got their way. His home and every home in both phases of Crystal Ridge and Windmill which are now part of The Country were developed from parcels in Parcel Map 1528 which were always intended to be part of The Country Estates Development which he knows because as previously stated, his company bought the company that developed the entire Country and the easements are in place. Yes, there is a lawsuit. His giving out his phone number is because residents of The Country have spread misinformation about the infrastructure and the tract about the makeup of the Homeowner's Association. All members are perfectly free to discuss concerns that they may have about the infrastructure, about how many people will be there. There is not anything that prevents the speaker or anybody watching at home from talking FEBRUARY 2, 2016 PAGE 6 CITY COUNCIL about that. There is no need to discuss the litigation. He wished that everybody would remember that there is such a thing as property rights. There is a family that owns this property and fortunately for them, the company he works for, is now a partner in 50 percent or more of the property and has extremely deep pockets so there is enough money to carry this issue through. But he wishes that people would stop and consider when they come up to this podium and make accusations about stockpiling and the EIR and things that are demonstrably not true over and over and over again, that they affect somebody that just like they do, lies awake at night and wonders about their home and their mortgage. Developers are not always big corporations like Lennar and they do not run off as soon as they finish building the house. Most developers are very hardworking and honest businesses. And in this state, developers do not run away from their developments, not with the statute of limitations, performance bond requirements and financial guarantees that are required to be put up. So to those who live in The Country Estates and are really concerned about the Millennium project he would love to talk with those folks. For those who for whatever reason want to use a City Council meeting as a political platform because of struggles on The Country Estates Homeowners Association Board he cannot discuss the pending litigation. Why does The Country Board's attorney ask him (Kurt Nelson) under oath if he attended fundraisers for certain Council people and ask him if he remembers names of any of The Country homeowners neighbors who were at those fundraisers? For those who are really concerned about their homes he would love to talk with them because they have his sympathy and he will never laugh at them. Therina Lin, 2708 Rocky Trail, spoke about the history of Millennium and the annexation agreement between Millennium and The DBCEA and the pending lawsuit. She asked the City Council to ask Millennium to build their own gate so that their project is totally separate from their beautiful Country Estates community and stop approving the Final Tract Map to the proposed 48 home project and help the homeowners keep the peaceful life of The Country Estates. Theresa Lee said she is here today because she understands that Millennium's Tract Map is coming up for Final Tract Map approval. The map will expire on February 21, 2016 and she understands that Millennium has filed for a 60 -day extension. The homeowners of The Country Estates have suffered for the last 10 years because of this development. Somehow this development was approved under so many conditions that were supposed to have been met many, many years ago but the project was stalled and a lot of grief has been placed on the community. What happened to the trees that were removed and the enjoyment the residents had of the scenery, canyons, trees and birds. Everything is wiped out because a clear and grub permit was granted in 2008. What was the intent of granting that permit because she highly doubts the legitimacy of that permit? Even today, when she asked Bonterra if they ever saw the clear and grub permit he says "No", but he knows that it was granted. As an agency that is supposed to supervise the environment on behalf of the City to administer the environmental mitigations, the supervisions, construction, etc. by a FEBRUARY 2, 2016 PAGE 7 CITY COUNCIL company that was hired by the City of Diamond Bar which does not have a permit. Eight years later there is still no erosion plan in place and now with EI Nino is the soil stable? This is liability that is being placed on the neighboring residents. Millennium has exercised so many tactics. They have filed bankruptcies one after the other and their intent is to impose all of the expensive infrastructures on the 890 homeowners. She is concerned that the homeowners cannot trust this developer. The City is the gatekeeper and it should protect its residents. She asked the City Council to deny the continuance and not approve the Final Tract Map. 4. RESPONSE TO PUBLIC COMMENTS: CM/DeStefano said he did not have a response to public comments because this is another chapter of the ongoing dispute between private property owners over development within a private gate -guarded community. From the City's perspective, the Millennium Project, as he has referenced many, many times, was approved by the City Council after Public Hearings, Public Notice, Certification of an Environmental Impact Report and hundreds of conditions associated with the project's development in February 2006. A few years later, a second, much smaller project was approved off of Alamo Heights by a Jerry Yeh, a developer who operates under the Horizon Pacific banner. Some of the speakers were referring to one or the other and maybe both projects. The comments were a bit hard to follow. Speakers who had concerns with Mr. Yeh's project (Horizon Pacific) at the end of Alamo Heights can speak to or meet with Mr. Yeh who meets often with Country homeowners, who has developed a couple of projects in The Country Estates and has his corporate offices in the City of Walnut. CM/DeStefano said he is very sure that Mr. Yeh would be very interested in meeting with concerned residents and if those folks do not have his number the City can provide them with his numbers that are on file. The balance of the comments and in particular, one of the last speakers, really spoke to the ongoing dispute amongst and between The Country Estates and the Millennium Development Project and that can only be resolved with dialogue and opportunities that have been offered many times by one of the members of the development team to sit down and talk about those different issues. The developer for the Millennium Project is implementing the conditions imposed by the City many years ago and is working his way through those conditions and yes, has recently asked for an extension of time to complete those tasks. Sometime in the near future the Council will be weighing in on the appropriateness of either an extension of time or approval of the Final Map which is a ministerial act since the real discretionary act on the City Council took place almost 10 years ago. A lot of the other concerns possibly could have and should have been resolved by prior Country Estates Board of Director members, prior general managers, prior negotiations and by example, when a development is proposed within the City on public streets, there is typically a traffic analysis that is done and if there are necessary and important traffic improvements (widening, signals, etc.) those are conditioned upon the developer to contribute toward 1.1 FEBRUARY 2, 2016 PAGE 8 CITY COUNCIL those improvements or provide those improvements in -whole. Some of the work that is seen near Brea Canyon Road and Diamond Bar Boulevard is a result of the Lennar Developers (Willow Heights) implementing their conditions to physically improve that roadway. That is an example of what The Country Estates could have done in prior years to generate resources or physical improvements to physically modify their gates in order to respond to increasing traffic that will occur with more homes and will occur with homes that have increased in size which is possibly an education going forward in terms of what The Country Estates can condition upon development that is proposed within its boundaries. Again, this is a private party matter and he would encourage private party members to meet and talk about the different issues and see if they can come to a resolution on the smallest of the items while working toward a resolution on the much larger items. M/Lyons said her understanding was that when the timeframe expires on February 21 that the 60 -day extension is automatic through the State of California and asked CM/DeStefano if that was a correct assumption. CM/DeStefano responded "Yes", subdivisions in this State are regulated by the State of California via the Subdivision Map Act of the State of California and cities have local implementing ordinances. It is the State Subdivision Map Act and the decisions that have been made over the years that have given additional life to this project over the past 10 years and within those regulations yes, there is a provision that should a request for extension of time be processed prior to the termination of the grant an automatic 60 -day extension is granted which does not come before the City Council but is automatic within the State of California's regulations. SCHEDULE OF FUTURE EVENTS: 5.1 Planning Commission Meeting — February 9, 2016 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.2 Traffic and Transportation Commission Meeting — February 11, 2016 — 7:00 p.m., Windmill Community Room, 21810 Copley Drive. 5.3 Household Hazardous Waste and Electronic Waste Roundup, February 13, 2016, Gateway Corporate Center on Bridge Gate Drive from 9:00 a.m. to 3:00 p.m. 5.4 Presidents Day — February 15, 2016 — City offices closed in observance of Presidents Day. City Offices reopen Tuesday, February 16, 2016 at 7:30 a. m. 5.5 City Council Meeting — February 16, 2016 — 6:30 p.m., AQMD Government Center Auditorium, 21865 Copley Drive. FEBRUARY 2, 2016 PAGE 9 CITY COUNCIL 6. CONSENT CALENDAR: C/Low moved, C/Herrera seconded, to waive reading in full of all ordinances and approve the Consent Calendar as presented with C/Low abstaining from approval of Item 6.1. Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS: Herrera, Low, Tye, M/Lyons NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: MPT/Lin 6.1 Waive Reading in full of all Ordinances and Resolutions and Adopt the Consent Calendar. 6.2 APPROVED CITY COUNCIL MINUTES — Regular Meeting of January 19, 2016 —As presented. 6.3 RECEIVED AND FILED TRAFFIC AND TRANSPORTATION COMMISSION MINUTES: (a) Regular Meeting of September 10, 2015. (b) Regular Meeting of October 8, 2015. (c) Regular Meeting of November 12, 2015. 6.4 RECEIVED AND FILED PLANNING COMMISSION MINUTES — Regular Meeting of January 12, 2016. 6.5 RATIFIED CHECK REGISTER — Dated January 14, 2016 through January 27, 2016 totaling $1,452,378.07. 6.6 APPROVED TREASURER'S STATEMENT —Month of December 2015. 6.7 ADOPTED ORDINANCE NO. 03(2016): AMENDING SECTION 1.04.010 OF TITLE 1 AND VARIOUS PROVISIONS OF TITLE 6 OF THE DIAMOND BAR CITY CODE RELATING TO PENALTIES AND CIVIL REMEDIES FOR OFFENSES PERTAINING TO ANIMAL REGULATIONS. 6.8 APPROVED NOTICE OF COMPLETION FOR RONALD REAGAN AND PETERSON PARK PARKING LOT REHABILITATION PROJECTS. 6.9 ADOPTED RESOLUTION NO. 2016-02: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR AUTHORIZING THE SUBMITTAL OF APPLICATION(S) FOR ALL CALRECYCLE GRANTS TO THE DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY (CALRECYCLE) AND, AUTHORIZED THE CITY MANAGER TO EXECUTE ANY AGREEMENTS, CONTRACTS, AND REQUESTS FOR PAYMENT, AS NECESSARY TO IMPLEMENT THE PROGRAM UNTIL RESCINDED. FEBRUARY 2, 2016 PAGE 10 CITY COUNCIL 6.10 APPROVED CONTRACT AMENDMENT WITH THE TAIT GROUP (TTG) IN THE NOT -TO -EXCEED AMOUNT OF $40,000 FOR PROFESSIONAL CONSULTING/ADVOCACY SERVICES RELATED TO THE STATE ROUTE 57/60 FREEWAY CONGESTION RELIEF STRATEGY AND STATE/FEDERAL FREIGHT PLANS. 7. PUBLIC HEARINGS: None. 8. COUNCIL CONSIDERATION: None. 9. COUNCIL SUBCOMMITTEE REPORTS AND MEETING ATTENDANCE REPORTS/COUNCIL MEMBER COMMENTS: C/Herrera thanked Captain Scroggins and the Sheriff's Department for doing such a great job in keeping Diamond Bar safe and for his coming to the City Council meeting to provide tips in keeping our properties, cars and homes safer. It takes everyone watching out for each other to keep the City safe. She thanked staff for the outstanding event celebrating Alex Morgan. She received a lot of feedback from her relatives and heard Alex say several times during the event that the whole thing was just so very well organized thanks to our outstanding staff that did a super job in coordinating the entire event. Alex was very overwhelmed by the magnitude of residents and young people who appeared at the event to honor her. Congratulations and thank you to staff. She knows that staff invested a lot of hard work and time in planning and executing the event. C/Low echoed C/Herrera's comments. She thanked Captain Scroggins for his work in keeping the City safe. It is a bit alarming when such a large percentage of the crimes were property crimes and how Prop 47 has really decimated law enforcement's ability to apply effective consequences for criminal acts. Thank you for their efforts to help residents learn to mitigate and look out for each other. She thought that the Alex Morgan event was absolutely wonderful thanks to staff. Alex Morgan, a super soccer star and super rock star and we are all proud and pleased that this is her hometown and the event was a great reflection of the love and affection that the community shares. She congratulated C/Tye for being honored as a "Special Friend" by the Diamond Bar Friends of the Library, an honor well-deserved for his years of dedication to literacy, service to that group and advocating for the library and for all to read. Last Wednesday, Thursday and Friday she attended the League of California Cities Council Member "Boot Camp". There was a lot to learn and she looks forward to serving the City of Diamond Bar. It is an honor to do so. She wished everyone a Happy Chinese New Year, the year of the Monkey celebrated on February 8. One does not have to be Chinese to celebrate that happy day. One can go to a restaurant, enjoy good food, be with family, share presents and have good luck all year long. C/Tye acknowledged the comments made by the other Councilmembers to Captain Scroggins and the Sheriff's Department tonight. The Council appreciates everything they do to keep the community as safe as possible. He FEBRUARY 2, 2016 PAGE 11 CITY COUNCIL met with the folks from ALADS (Association for Los Angeles Deputy Sheriff's) last week and it is a privilege to tell them what Diamond Bar considers its police department, the Diamond Bar/Walnut Sheriff's Station. The City Council and residents are grateful for everything the Department does and for keeping Diamond Bar safe. Congratulations to IS/Deforges and his team for being recognized by MISAC now twice. It speaks to the team that Diamond Bar has and that Council is grateful for everything they do for the City. A couple of weeks ago he attended the LA County Parks Needs Assessment meeting along with a group of residents who came up with a list of 10 things that got on the list. The highlight of the last couple of weeks was the ceremony for Alex Morgan. It was very difficult to fit a celebration into her schedule with all that she is doing. For a young lady she is probably the most gracious and humble sports superstar he has ever been around. The Sheriff tried to keep her on time being respectful of the time she was spending in Diamond Bar and every time they told her it was probably time to be leaving she replied no, I've got 10 more minutes. On the way out to the parking lot as she was finally leaving she took time to greet and sign autographs for between 50-100 people and young women with selfies. It was great to have the opportunity to honor her and staff did a terrific job. It was not easy because it was an unfolding event as time went on. Thank you to staff and all who were involved in the event. M/Lyons stated that she and C/Low represented the city at the Diamond Bar Friends of the Library annual awards ceremony and it was wonderful that they were able to present an award to C/Tye who earned the "Special Friend" award due to his many years of service to the Diamond Bar Friends of the Library. Somehow the Snow Fest event was eclipsed by the Alex Morgan event but the tons of snow, sledding, fun, good and games were very much appreciated by the residents and thank you to staff for that event as well. She showed slides of the Alex Morgan event and said staff believes there were about 2500-2800 people who participated. There was a lot for people to do while awaiting Alex Morgan's arrival — different types of soccer games, popcorn and drinks. However, most people chose to stand where they could get a good glimpse of Alex as she arrived. The City Council presented Alex with the first Key to the City. Diamond Bar considers Alex to be such an important role model for the City and its young people that it had a new award made up and she was presented with the inaugural Key to Diamond Bar. Staff put this event together in a very short period of time with games, food, music, award and "Meet and Greet" and signed autographs for children. The event was terrific and when it was over Alex presented the City with one of her Jerseys. She wrote a note to all of the City residents which will be framed and displayed in City Hall. The note says "City of Diamond Bar, thank you for shaping who I am today and making me dream big." As C/Tye said, Alex Morgan is a first-class young lady who is very modest and very appreciative of all of the work staff did to make it a very, very special morning for which M/Lyons offered her thanks and appreciation to staff. FEBRUARY 2, 2016 PAGE 12 CITY COUNCIL ADJOURNMENT: With no further business to conduct, M/Lyons adjourned the Regular City Council Meeting at 7:49 p.m. TOMMYE CRIBBINS, CITY CLERK The foregoing minutes are hereby approved this day of 2016. NANCY LYONS, MAYOR Agenda No -6.3(a) CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 OCTOBER 22, 2015 CALL TO ORDER: Chairwoman Hsieh called the Parks and Recreation Commission meeting to order at 7:04 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE.OF ALLEGIANCE: Commissioner Owens led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Ted Owens, and Chairwoman Kim Hsieh Absent: Commissioner Benny Liang and Vice Chairman Lew Herndon were excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Mickey McKitrick, Recreation Specialist, and Debbie Gonzales, Administrative Coordinator MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by CSD/Rose 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the August 27, 2015 regular meeting - as presented. C/Owens moved, C/Grundy seconded, to approve the meeting minutes of August 27, 2015 as presented. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Grundy, Owens NOES: COMMISSIONERS: None ABSTAIN: COMMISSIONERS:. Chair/Hsieh ABSENT: COMMISSIONERS: Liang, VC/Herndon 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey 2.1.1 Power Point Presentation on Youth Baseball Picnic and Field Attendant Duties — RS/McKitrick OCTOBER 22, 2015 PAGE 2 P&R COMMISSION C/Owens asked how responsible the user groups are in picking up after themselves and RS/McKitrick responded that it depends on the size of the user group. Smaller groups respond to staff and the bigger the group the slower they can be to respond. It also depends on who heads the organization. One of the bigger groups that had a change in leadership has improved. C/Owens asked how responsive the school district had been to provide seating in the gymnasium, RS/McKitrick said he called last week and asked for the chairs to be put out or for the bleachers to be opened on that side and he was told it would be done and unfortunately, it did not happen. He asked them to go to Lorbeer and take pictures of the chairs teams were sitting on so that they could see the difference between the two gyms. He asked for 10 chairs on both sides which to him was not an unreasonable request and hoped the chairs would be put out this week. C/Owens asked if people who attended had places to sit and RS/McKitrick said there are not very many spectators at the games. Typically, bleachers are open on the fan side of the court. Chair/Hsieh asked if the parking issue had been ongoing for some time and RS/McKitrick responded "yes." Summitridge in particular is not routinely allocated because of the parking issues. The problem is with people parking on both sides of the roadway and blocking access to and from the Diamond Bar Center. Peterson is not typically an issue but has been during construction. C/Owens asked if there had been any squabbles among the people who have been parking there. RS/McKitrick said that people are concerned about kids having to walk to the parking lot to their parent's cars and are upset when people pull into the parking lot and drive carelessly. RS/McKitrick said that since the parking lot signage installation the traffic officers have been responsive to the parking situation. C/Grundy asked if staff had attempted to contact skate park users about the trash. RS/McKitrick said that staff is not aware who is using the skate park on any given day. However, one of the park patrons is well known to a city employee and sometimes staff is given advance notice about a planned event which allows staff to respond. RS/McKitrick explained to Chair/Hsieh that there are no reservations required for use of the skate park. RS/Murphey stated that one group contacted the city about filming at the skate park and were provided information about the insurance requirements, deposit and expectations. Chair/Hsieh said that because the city OCTOBER 22, 2015 PAGE 3 P&R was providing free use of the park it was unacceptable for individuals and groups to trash the park so all groups should be required to contact the city and clean up after using the park. She suggested that notices be sent to the individuals who are running these group activities that the city will make it more restrictive for use if the groups cannot be self -policing. C/Owens asked if the screens for the batting cages belonged to the city or the user groups and RS/McKitrick responded that they are owned by the city. They are chained down and can be flipped to accommodate right and left-handed hitters but they cannot be removed. 2.2 Parks Report— PMS/Jordan C/Hsieh asked if the shrubs could be trimmed back from the sidewalk at Pantera Park. PMS/Jordan explained that the shrubs are trimmed to the back of the sidewalk which does not leave much room for them to grow. The shrubs are mature and woody and if they are cut back too much they will look bare. C/Grundy asked if there had been any vandalism or theft of copper recently and PMS/Jordan responded "no." 2.2.1 Power Point Presentation on Diamond Canyon Park — CSD/Rose Chair/Hsieh asked if the city would be planting more drought - tolerant plants and CSD/Rose responded yes. In fact, the medians along Diamond Bar Boulevard have been sprayed and the turf is being removed and the area will be refilled with mulch and drought - tolerant plantings. Also, there are areas of "gratuitous" turf in parks and at City Hall that will be replaced in a similar manner. Obviously, the urgency of these upgrades will depend on the winter rains. Ultimately, the effort is to move municipalities to a much more drought -tolerant landscape and/or more use of recycled water. 2.3 CIP Projects — CSD/Rose A. Steep Canyon Trail Connector and Pantera Park Trail — Plans have gone through the first round of plan check and revisions are being made by the landscape architect for the second round of plan check. Once plans are approved the project will go out to bid. B. Diamond Canyon Park Design — as reported under 2.1.1 PowerPoint presentation. OCTOBER 22, 2015 PAGE 4 P&R COMMISSION C. Design of Heritage Park Improvements — The consultant team has developed the concept plan for all of the park improvements which has been presented to the City Manager's office for consideration. Until the concept plan is approved construction documents will not be developed. D. Design of Longview Park South and Stardust Park Improvements — Play equipment at both locations has been removed. The design was presented to the City Manager's office and Architerra Design Group has been asked to do some revisions to the design for which Architerra Design Group submitted a proposal which will be presented to the City Council for consideration. E. Rubber Resurfacing at Peterson Park and Heritage Park — The City Council awarded a contract to remove and replace the rubber surfacing at both parks. The rubber surfacing has been removed at Peterson Park. However, when the surfacing was removed it revealed that the support posts to the play equipment were rusted through. Staff halted the replacement and the City has received three bids for replacement of the play equipment. Funds will need to be appropriated by the City Council for the project to move forward since there are no funds budgeted for replacement of the play equipment at this time. Rubber surfacing for Heritage Park is on backorder and the earliest the work will be completed will be the end of November. The tot lot remains open. F. Installation of Swings at Longview Park North The survey work was completed and the installation will include a two -bay swing set for ages 2-12 and replacement of the accessible walkway from Longview Drive to the tot lot. The rubber surfacing at the play equipment was completed. G. Larkstone Park Design and Construction — As previously reported, Lewis Homes recently sold its interest in the housing project to Lennar Homes and the park will be built as part of the housing development similar to the construction of the Diamond Canyon Park as part of the Willow Heights project. Park plans are currently undergoing the first round of plan check which should be completed next week. The timeframe for construction of the park and the homes is yet to be determined. However, it appears that Lennar is anxious to begin both projects. Chair/Hsieh asked about the city's plans for addressing possible landslide issues in light of the impending EI Nino. CSD/Rose explained that the Emergency Operations Team continues to meet on a regular basis to identify areas of concern in the city and make sure that storm drains and OCTOBER 22, 2015 PAGE 5 P&R V -ditches are clear, make sure that residents are aware that drains around their homes need to be kept clear to prevent landslides and erosion. Drains on private property are the responsibility of the property owner. Staff is sending out information communitywide, information is being publicized in newsletters and in some cases, staff members are going door to door in areas of concern to remind people they need to be prepared. Staff is staging and deploying materials (erosion control devices) in areas of concern to channel water away from slopes. Sandbags will be deployed in many areas where the city has responsibility and sand and sandbags are available at all three fire stations free of charge to the public. Staff is employing equipment to other locations from the storage unit at the back of Sycamore Canyon Park which is inaccessible during rainstorms when the creek overflows. In fact, LA County and all cities in southern California are going through the same exercise and preparation for what has been described as the biggest ever EI Nino event and the forecast is for heavy rain during January, February and March. CSD/Rose responded to C/Owens that Public Works and Community Development are working with the City of Industry to put together an erosion control plan. During the July rain significant mud flowed down through the condominium complex on Washington down to Lycoming so City of Industry is planning a significant amount of erosion control material for that area. C/Grundy asked about Sunset Crossing/Minnequa. CSD/Rose said that area was repaired and where staff is able to do so the drainage areas will be kept free of debris. In areas away from staffs view the property owners will be advised to make sure their areas are kept free of debris. C/Grundy asked if there was anything the city could do this time to avoid being caught up in landslide lawsuits. CSD/Rose said the reason the city was involved in a lawsuit was because the City Council decided the city would help repair the hill which was privately owned and when it slid again it suddenly became the city's fault. Remediation was done during that time. 2.4 List of pending Commission requests — CSD/Rose 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5, ANNOUNCEMENTS: C/Grundy said he refereed at Lorbeer Middle School a couple of weeks ago. In spite of the heavy use he was impressed that the field was holding up pretty well and had really good coverage. OCTOBER 22, 2015 PAGE 6 P&R COMMISSION Chair/Hsieh thanked staff for their hard work and the reports. She asked how many kids attended the baseball party and RS/McKitrick said that all of the teams were present this year. Within each team there were some who were not present. There were at least 400-500 people during the day. ADJOURNMENT: C/Grundy moved, C/Owens seconded to adjourn the meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Hsieh adjourned the meeting at 8:22 p.m. The foregoing minutes are hereby approved this 28thday of January 12016 Attest: krr- SIEH, CHAIR OMAN Agenda No.6.3(b) CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 NOVEMBER 19, 2015 CALL TO ORDER: Vice -Chair Herndon called the Parks and Recreation Commission meeting to order at 7:01 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Grundy led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Benny Liang, Ted Owens, and Vice Chairman Lew Herndon Absent: Chairwoman Kim Hsieh was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Alison Meyers, Community Services Coordinator, and Debbie Gonzales, Administrative Coordinator MATTERS FROM THE AUDIENCE: Jack Tanaka thanked Parks and Recreation Commissioners and staff for their hard work on behalf of the community. He thanked Ted Owens for his diligent work over the past 10 years as his appointee to the Commission. CALENDAR OF EVENTS: As presented by CSD/Rose 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the October 22, 2015 regular meeting — Minutes will be taken to the January 28, 2016 meeting for approval due to lack of quorum. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey C/Owens asked if the number of girls enrolled in youth basketball' had increased and RS/Murphey said that she believed the number had increased slightly because overall enrollment has increased. She said she would follow up regarding exact numbers. NOVEMBER 19, 2015 PAGE 2 P&R COMMISSION 2.1.1 PowerPoint Presentation on Youth Programs — CSC/Meyers VC/Herndon thanked CSC/Meyers for the work she does for the youth. He asked the limit on the number of youths that can be at the day camp and CSC/Meyers responded that it is limited to 100 because of the busing and limited space. 2.2 Parks Report — PMS/Jordan C/Owens asked if many cities were trying the fertigation system and PMS/Jordan responded that according to the vendor there are several cities that have tried the system. PMS/Jordan said he had not been in touch with any of those cities but staff did see some of the before and after shots during the presentation. The system seems to be very promising. The cost is about $3,000 per year or about $4,000 including the initial installation. Diamond Bar is in the second month of using the system so time will reveal its success or failure. C/Grundy said he refereed on the field two weeks ago and compared to the condition the field is usually in this time of year he thought it was a lot better and felt the system was working. 2.2.1 Power Point Presentation on Carlton Peterson Park — PMS/Jordan 2.3 CIP Projects — CSD/Rose A. Steep Canyon Trail Connector and Pantera Park Trail — Corrected plans were submitted for the second round of plan check. Once plans are complete the project will go out to bid. B. Diamond Canyon Park Construction — Construction continues and the contractor indicates construction will be completed by February 2016 with a plant -establishment and maintenance period to follow which means the park should be open for use the beginning of summer 2016. C. Design of Heritage Park Improvements — The consultant team has developed the concept plan for all of the park improvements which includes the new outdoor restroom. Plans are being reviewed by staff to determine whether it will be incorporated into the project plans. D. Design of Longview Park South and Stardust Park Improvements — The City Council awarded a contract to Architerra Design Group to conduct value engineering on the project which is currently under review with completion anticipated by the first week of December after which they will present their results for staff's review and decision about what elements should be included in the design. Staff anticipates this project will go out to bid next Spring. NOVEMBER 19, 2015 PAGE 3 P&R COMMISSION E. Rubber Resurfacing at Peterson Park and Heritage Park — The rubber surfacing at Peterson Park was removed. Since the play equipment needs to be replaced it has now been deemed a Public Works project which will require plans and specifications for the rubber surfacing and play equipment in order to go out to bid and get a contractor to build the improvements. Proposals were received today and are being reviewed prior to award of contract to the consultant to design the improvements. The rubber surfacing at Heritage Park should be completed in the near future. F. Installation of Swings at Longview Park North — Conceptual plans have been completed. The plan is on hold awaiting verification of the funding mechanism for the other improvements at Peterson Park since play equipment replacement was an unexpected added expense (about $60,000). G. Larkstone Park Design and Construction — Lennar Homes has submitted plans for this project which are currently going through plan check. Lennar hopes to have the park completed by November 2016 at which time they plan to build model homes and home sale stock immediately thereafter. At the request of VC/Herndon CSD/Rose updated the Commission on the Grand Avenue/Diamond Bar Boulevard Beautification project. C/Grundy asked when the Heritage Park plans would come to the Commission for review. CSD/Rose responded that plans have changed and it will depend on what can be included within the budget that is available. C/Grundy said the focus was on the playground equipment and making it more accessible for special needs and asked if that was still in question. CSD/Rose responded that it was not in question, it is a matter of how much of it can be replaced within the budget. 2.4 List of pending Commission requests — CSD/Rose updated the Commission on pending Commission requests. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Commission Meeting Scheduled for December 24, 2015. The Commission concurred to adjourn tonight's meeting to January 28, 2016. NOVEMBER 19, 2015 PAGE 4 P&R COMMISSION 5. ANNOUNCEMENTS: C/Grundy said he was glad that Lorbeer field has coverage and if it could be mowed a little tighter it would help because the clumps make it difficult to run. PMS/Jordan explained that the clumps are remnants from the perennial rye mix that was used several years ago which does need to be kept pretty tight. If there was a very tight healthy stand of all perennial rye it would be a non -issue. When there is Bermuda grass around clumps it becomes a tripping hazard and staff is attempting to keep them as tight as possible. C/Grundy thanked the city for sending out notices regarding the Grand Avenue Beautification project construction which helped everyone avoid problematic issues. Some who did not read the notice wished they had. He thanked staff for providing. reports to the Commission and wished everyone Happy Holidays. C/Liang spoke off mike. C/Owens thanked staff for their hard work on behalf of the City and the information provided to keep the Commission on top of things. C/Owens commented that the recognition ceremony for Jack Tanaka was great. VC/Herndon asked the date of the January park walkthrough and PMS/Jordan said he would prefer to do it a couple of Mondays prior to the Commission meeting but would do so at VC/Herndon's convenience. VC/Herndon said that any Monday would be fine and PMS/Jordan said he would contact VC/Herndon to set up a time.VC/Herndon complimented staff on the great job they do on behalf of the City and thanked CSC/Meyers for all she does for the youth. C/Grundy thanked Jack Tanaka who has been a huge supporter of the youth as well. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, Vice -Chair Herndon adjourned the meeting at 8:09 p.m. to January 28, 2016. The foregoing minutes are hereby approved this lay of an ua]zy 12016. Agenda 4 6 .4 Meeting Date: February 16, 2016 CITY COUNCIL 71P- AGENDA REPORT TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Maa TITLE: Ratification of Check Register dated January 28, 2016 through February 10, 2016 totaling $ 1,015,874.50 RECOMMENDATION: Ratify. FINANCIAL IMPACT: Expenditure of $ 1,015,874.50 in City funds. 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 January 28, 2016 through February 10, 2016 for $ 1,015,874.50 is being presented for ratification. All payments have been made in compliance with the City's purchasing policies and procedures. 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: Luisa Allen Accounting Technician REVIEWED BY: Finance Director Attachments: Affidavit and Check Register — 01/28/16 through 02/10/16. CITY OF DIAMOND BAR CHECK REGISTER AFFIDAVIT The attached listings of demands, invoices, and claims in the form of a check register including checks dated January 28, 2016 through February 10, 2016 has been audited and is certified as accurate. Payments have been allowed from the following funds in these amounts: Description Amount General Fund $484,729.28 Com Org Support Fund $480.00 Prop A - Transit Fund $80,165.86 Prop C - Transit Tax Fund $25,937.74 Intergrated Waste Management Fund $11,716.55 Com Dev Block Grant Fund $20,000.00 COPS Fund (Public Safety) $4,700.00 LLAD 38 Fund $24,512.70 LLAD 39 Fund $24,569.55 LLAD 41 Fund $10,088.31 Used Motor Oil Blk Grant $259.42 Beverage Ctnr Recy Grant $192.73 Capital Imp Projects Fund $327,582.68 Vehicle Maint/Rept Fund $939.68 $1,015,874.50 Signed: _ Ul Dianna Honeywell Finance Director SUNGARD PENTAMATION INC PAGE NUMBER: DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT 10100 115216 01/28/16 AMERICOM AMERICOMP GROUP 0014070 TONERS -PRINTER 0.00 1,264.36 10100 115217 01/28/16 ANGELSON ANGELS ON THE FRONTLINE 001 FACILITY REFUND -DBC 0.00 50.00 10100 115216 01/28/16 CALCOAAU CALIFORNIA COACH AUTO BO 5204090 TOWING -COMM SVCS 0.00 105.00 10100 115219 01/28/16 CANTRELL CANTRELL'S FEED BIN 0015350 STRAW BALES -SNOW FEST 0.00 7.,481.53 10100 115220 01/28/16 CPRSX CPRS DISTRICT 10 0015350 REC TRNG-STAFF 0.00 165.00 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 15-2722 0.00 161.10 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 12-2722 0.00 91.53 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 13-1779 0.00 97.20 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 13-880 0.00 53.13 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 0015551 PROF.SVCS-PLAN CHECK 0.00 63.85 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 15-2722 0.00 -161.10 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 13-1779 0.00 -97.20 10100 17.5221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 12-2722 0.00 -91.53 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEE -PR 13-880 0.00 -53.13 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PR 13-1779 0.00 540.00 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PR 15-2722 0.00 895.00 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PR 13-880 0.00 295.16 10100 115221 01/28/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-PR 15-2722 0.00 508.50 TOTAL CHECK 0.00 2,302.51 10100 115222 01/28/16 DAYNITEC DAY & NITE COPY CENTER 0014090 PRINT SVCS-C/RECEIPTS 0.00 1,393.89 10100 115223 01/28/16 DENNISCA CAROL A DENNIS 0015510 PROF.SVCS-T & T MTG 0.00 50.00 10100 115224 01/28/16 DBWOMANS DIAMOND BAR WOMAN'S CLUB 0114010 CASINO NIGHT -2/6/16 0.00 480.00 10100 115225 01/28/16 DISCROOT DISCOUNT ROOTER CO 0014093 MAINT SVCS -LIBRARY 0.00 85.00 10100 115226 01/28/16 DIVEPRIN DIVERSIFIED PRINTERS 0014095 PRINT SVCS-DBCONN 0.00 3,817.00 10100 115227 01/28/16 DUNSTONE SHANNON DUNSTONE 001 RECREATION REFUND 0.00 148.00 10100 115228 01/28/16 ECLECTIC ECLECTIC PRINTING 0015350 SUPPLIES-Y/BSKTBLL 0.00 595.14 10100 115229 01/28/16 EXCELLAN EXCEL LANDSCAPE INC 0015340 MONTHLY MAINT-PARKS 0.00 325.00 10100 115229 01/28/16 EXCELLAN EXCEL LANDSCAPE INC 1415541 MONTHLY MAINT-DIST 41 0.00 4,143.87 10100 115229 01/28/16 EXCELLAN EXCEL LANDSCAPE INC 1395539 MONTHLY MAINT-DIST 39 0.00 11,610.95 10100 115229 01/26/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MONTHLY MAINT-DIST 38 0.00 11,718.00 10100 115229 01/28/16 EXCELLAN EXCEL LANDSCAPE INC 13B5538 ADDL MAINT-DIST 38 0.00 47.82 10100 115229 01/28/16 EXCELLAN EXCEL LANDSCAPE INC 1415541 ADDL MAINT-DIST 41 0.00 235.57 TOTAL CHECK 0.00 28,081.21 10100 115230 01/28/16 FEDEX FEDEX 0014090 EXPRESS MAIL -GENERAL 0.00 66.28 10100 115231 01/28/16 FRANCHIS FRANCHISE TAX BOARD 001 WITHHOLDING ORDER 0.00 18.39 10100 115232 01/28/16 GILLRAJK RAJKAWHAR GILL 001 FACILITY CHRGS-DBC 0.00 -221.00 1 SUNGARD PENTAMATION INC DATE: 02/10/2016 CITY OF DIAMOND BAR TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.000 ACCOUNTING PERIOD: 8/16 PAGE NUMBER: 2 ACCTPA21 -----DESCRIPTION------ FUND - 001 - GENERAL FUND FACILITY REFUND -DHC 0.00 CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION 10100 115232 01/26/16 GILLEAJK RAJKAWHAR GILL 001 TOTAL CHECK SUPPLIES -RD MAINT 0.00 82.08 10100 115233 01/28/16 GREENEME MELANIE GREENE 001 10100 115234 01/28/16 HIWAYSAF HI WAY SAFETY INC 0015554 10100 115235 01/28/16 IVES HUMANE SOCIETY OF POMONA 0014431 10100 115236 01/28/16 INTEREMO INTERIOR REMOVAL SPECIAL 001 10100 115237 01/28/16 KENSHARD KENS HARDWARE 0014093 10100 115237 01/28/16 KENSHARD KENS HARDWARE 0015333 10100 115237 01/28/16 KENSHARD KENS HARDWARE 0015340 10100 115237 01/28/16 KENSHARD KENS HARDWARE 0015554 TOTAL CHECK ADMIN FEE -EN 03-363 0.00 10100 115238 01/28/16 KUNGCHAR CHARLIE KUNG 001 10100 115239 01/28/16 LEIGHTON LEIGHTON & ASSOCIATES, I 001 10100 115239 01/28/16 LEIGHTON LEIGHTON & ASSOCIATES, I 001 10100 115239 01/28/16 LEIGHTON LEIGHTON & ASSOCIATES, I 001 TOTAL CHECK 0.00 10100 115240 01/28/16 LEXISLAW LEXISNEXIS MATTHEW BENDE 0014411 10100 115241 01/28/16 LIEBERTC LIEBERT CASSIDY WHITMORE 0014020 10100 115242 01/28/16 LACMTA LOS ANGELES COUNTY MTA 1125553 10100 115242 01/28/16 LACMTA LOS ANGELES COUNTY MTA 1125553 TOTAL CHECK 0.00 10100 115243 01/28/16 LACPUBWK LOS ANGELES COUNTY PUBLI 0015340 10100 115244 01/28/16 POSTNET LW POSTNET INC 1155515 10100 115245 01/28/16 MEETASUR SURENDRA MEHTA 0015510 10100 115246 01/28/16 METROLIN METROLINK 1125553 10100 115246 01/28/16 METROLIN METROLINK 1125553 TOTAL CHECK 10100 115247 01/28/16 MJAINC MITCHELL J ARCHITECTURE 001 10100 115248 01/28/16 MOKKENNE KENNETH MOK 0015510 101.00 115249 01./28/16 LYONSNAN NANCY LYONS 0014010 10100 115250 01/28/16 NJBL NATIONAL JUNIOR BASKETBA 001 10100 115251 01/28/16 OLYMPIC OLYMPIC STAFFING SERVICE 0015510 PAGE NUMBER: 2 ACCTPA21 -----DESCRIPTION------ SALES TAX AMOUNT FACILITY REFUND -DHC 0.00 700.00 0.00 479.00 RECREATION REFUND 0.00 47.00 SUPPLIES -RD MAINT 0.00 82.08 ANIMAL CONTROL -FEB 16 0.00 10,273.50 REFUND-RECYC DEPOSIT 0.00 1,500.00 SUPPLIES -CITY HALL 0.00 37.69 SUPPLIES -DBC 0.00 191.75 SUPPLIES -PARKS 0.00 538.26 SUPPLIES -RD MAINT 0.00 63.67 0.00 831.37 RECREATION REFUND 0.00 173.00 ADMIN FEE -EN 03-363 0.00 -568.08 PROF.SVCS-EN 03-363 - 0.00 3,156.00 ADMIN FEE -EN 03-363 0.00 568.06 0.00 3,156.00 PUBLICATIONS-CMGR 0.00 56.07 LEGAL SVCS-H/R 0.00 1,926.00 MTA PASSES -DEC 15 0.00 1,714.00 CITY SUBSIDY -DEC 15 0.00 460.00 0.00 2,174.00 SUMP PUMP MAINT-DEC 0.00 983.92 BANNERS -CITY HALL 0.00 422.55 T & T COMM -JAN 16 0.00 45.00 CITY SUBSIDY -DEC 15 0.00 14,905.10 METROLINK PASSES -DEC 0.00 59,620.40 0.00 74,525.50 REFUND -PL 2014-465 0.00 2,071.64 T & T COMM -JAN 16 0.00 45.00 TRAVEL REIMB-SAC 0.00 488.90 FACILITY REFUND-HRTGE 0.00 200.00 TEMP SVCS-P/WKS1/7/16 0.00 317.76 SUNGARD PENTAMATION INC PAGE NUMBER: 3 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transaCt.ek_date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 DESCRIPTION------ SALES TAX SUPPLIES -COMP WKSHPS 0.00 PARK PAY PHONES -FEB 0.00 T & T COMM -JAN 16 0.00 PROF.SVCS-PLAN CHECK 0.00 SIGN REPAIR -LIBRARY 0.00 0RAN DVIEW MAINT-15/16 0.00 RECREATION REFUND 0.00 WEED & LITTER MAINT 0.00 ELECT SVCS -DBC FUND - 001 - GENERAL FUND ELECT SVCS -DIST 38 0.00 CASH ACCT CHECK NO ISSUE IT VENDOR NAME FUND/DIVISION 10100 115252 01/28/16 ORBISCOR ORBIS CORPORATION 1155515 10100 115253 01/28/16 PIS PACIFIC TELEMANAGEMENT S 0015340 10100 115254 01/28/16 PECHYEDW EDWARD PECHY 0015510 101.00 1.15255 01/28/16 PENCOENG PENCO ENGINEERING INC 0015551 10100 115256 01/28/16 RCNEONSI ROCIO CHALACAN 0014093 10100 115257 01/28/16 SGVCSC SAN GABRIEL VALLEY CONSE ODIS558 10100 115258 01/25/16 SEKIEMIL EMILY SEKI 001 10100 115259 01/28/16 SOCIALVO SOCIAL VOCATIONAL SERVIC 0015558 101D0 115260 01/28/16 SCE SOUTHERN CALIFORNIA EDIS 0015333 10100 115260 01/28/16 SCE SOUTHERN CALIFORNIA EDIS 1385538 10100 115260 01/28/16 SCE SOUTHERN CALIFORNIA EDIS 1385538 10100 115260 01/28/16 SCE SOUTHERN CALIFORNIA EDIS 0015340 10100 115260 01/28/16 SCE SOUTHERN CALIFORNIA EDIS 1415541 TOTAL CHECK 10100 115261 01/28/16 THECOMDY THE COMDYN GROUP INC 0014070 10100 115262 01/28/16 SCGAS THE GAS COMPANY 0015333 10100 115262 01/28/16 SCGAS THE GAS COMPANY 0014093 10100 115262 01/28/16 SCGAS THE GAS COMPANY 0015340 TOTAL CHECK 10100 115263 01/28/16 ADELPHIA TIME WARNER CABLE 0014070 10100 115263 01/28/16 ADELPHIA TIME WARNER CABLE 0014070 TOTAL CHECK 10100 115264 01/28/16 TODAJIM JIM TODA 001 10100 115264 01/28/16 TODAJIM JIM TODA 001 TOTAL CHECK 101D0 115265 01/28/16 UNITEDDA UNITED DATA SERVICES INC 0014070 10100 115266 01/28/16 USHEALTH US HEALTHWORKS MEDICAL G 0014060 10100 115267 01/28/16 VANTAGEP VANTAGEPOINT TRNSFR AGNT 001 10100 115267 01/28/16 VANTAGEP VANTAGEPOINT TRNSFR AGNT 001 TOTAL CHECK 10100 115268 01/28/16 VEGAJAEL JAEL VEGA 001 10100 115269 01/28/16 VERIZONC VERIZON CALIFORNIA 0014090 10100 115270 01/28/16 GRAINGER W.W. GRAINGER INC. 0014093 DESCRIPTION------ SALES TAX SUPPLIES -COMP WKSHPS 0.00 PARK PAY PHONES -FEB 0.00 T & T COMM -JAN 16 0.00 PROF.SVCS-PLAN CHECK 0.00 SIGN REPAIR -LIBRARY 0.00 0RAN DVIEW MAINT-15/16 0.00 RECREATION REFUND 0.00 WEED & LITTER MAINT 0.00 ELECT SVCS -DBC 0.00 ELECT SVCS -DIST 38 0.00 ELECT SVCS -DIST 38 0.00 ELECT SVCS -PARKS 0.00 ELECT SVCS -DIST 41 0.00 0.00 CONSULTING SVCS -1/16 0.00 GAS SVCS -DBC 0.00 GAS SVCS -CITY HALL 0.00 GAS SVCS -HERITAGE 0.00 0.00 INTERNET SVCS-C/HALL 0.00 INTERNET SVCS-C/HALL 0.00 0.00 FACILITY REFUND-PNTRA 0.00 FACILITY REFUND-PNTRA 0.00 0.00 STORAGE -BACKUP TAPES 0.00 PRE-EMPLOYMENT PHYSCL 0.00 1/29/16 -LOAN DEDUCTIO 0.00 1/29/16-P/R DEDUCTION 0.00 0.00 FACILITY REFUND -DBC 0.00 PH.SVCS-PARKS FAX IN 0.00 SUPPLIES -CITY HALL 0.00 AMOUNT 432.95 495.84 45.00 320.77 712.80 5,984.88 105.00 1,982.76 5,021.58 103.81 109.43 29.38 51.58 5,315.78 1,067.06 2,253.60 2,223.29 365.58 4,842.47 67.97 320.74 388.71 100.00 175.00 275.00 517.50 911.00 3,610.00 5,642.74 9,252.74 2111M1D: 774.01 301.77 SUNGARD PENTAMATION INC PAGE NUMBER: 4 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160126 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION 10100 115271 01/28/16 WAXIESAN WAXIE SANITARY SUPPLY 0014093 10100 115271 01/28/16 WAXIESAN WAXIE SANITARY SUPPLY 0015333 TOTAL CHECK 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115272 01/28/16 WESTCOAS WEST COAST ARBORISTS INC 1415541 101.00 115272 01/28/16 WESTCOAS WEST COAST ARBORISTS INC 0015558 10100 115272 01/28/16 WESTCOAS WEST COAST ARBORISTS INC 0015558 TOTAL CHECK 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/1.6 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 10100 115273 01/28/16 WILLDANG WILLDAN GEOTECHNICAL 001 TOTAL CHECK SECURITY GUARD SVCS 0.00 10100 115276 02/04/16 AIPARTYR Al PARTY RENTALS 0015350 10100 115277 02/04/16 AARP AARP 0015350 10100 115278 02/04/16 ACCESSCO ACCESS CONTROL SECURITY 0015333 10100 115278 02/04/16 ACCESSCO ACCESS CONTROL SECURITY 0015333 TOTAL CHECK AREA 3 REHAB CIP PROJ 0.00 10100 115279 02/04/16 AFLAC AFLAC 001 10100 115280 02/04/16 AGREDANO ROSA AGREDARD 001 10100 115281 02/04/16 ALBERTSO ALBERTSONS LLC 0015350 10100 115281 02/04/16 ALBERTSO ALBERTSONS LLC 0015350 10100 115281 02/04/16 ALBERTSO ALBERTSONS LLC 0015350 TOTAL CHECK 10100 115282 02/04/16 ALEXANDE ALEXANDER & LYNN INC 0015350 10100 115283 02/04/16 AAA ALL AMERICAN ASPHALT 2505510 10100 115283 02/04/16 AAA ALL AMERICAN ASPHALT 2505510 10100 115283 02/04/16 AAA ALL AMERICAN ASPHALT 250 10100 115283 02/04/16 AAA ALL AMERICAN ASPHALT 2S0 TOTAL CHECK 10100 115284 02/04/16 DRIVERAL ALLIANT INSURANCE SERVIC 0015350 10100 115285 02/04/16 AMERICAS AMERICAN CAB LLC 1135553 10100 115285 02/04/16 AMERICAB AMERICAN CAB LLC 1135553 TOTAL CHECK 10100 115286 02/04/16 BAPTISTE ANTONIO BAPTISTE 001 -----DESCRIPTION------ SALES TAX SUPPLIES -CITY HALL 0.00 SUPPLIES -DBC 0.00 0.00 TREE MAINT-DIST 41 0.00 WATERING SVCS -DEC 15 0.00 TREE MAINT-DEC 15 0.00 0.00 PROF.SVCS-PR 15-2073 0.00 PROF.SVCS-PR 15-1403 0.00 PROF.SVCS-PR 15-2288 0.00 ADMIN FEE -PR 15-2073 0.00 ADMIN FEE -PR 15-1403 0.00 ADMIN FEE -PR 15-2288 0.00 ADMIN FEF. -PR 15-2288 0.00 ADMIN FEE -PR 15-1403 0.00 ADMIN FEE -PR 15-2073 0.00 0.00 EQ RENTALS -SNOW FEST 0.00 AARP MATURE DRIVING 0.00 SECURITY GUARD SVCS 0.00 SECURITY GUARD SVCS 0.00 0.00 JAN 2016-SUPP INS PRM 0.00 FACILITY REFUND -DBC 0.00 SUPPLIES -SNOW FEST 0.00 SUPPLIES-REC 0.00 SUPPLIES -SR PROG 0.00 0.00 CONTRACT CLASS -WINTER 0.00 AREA 3 REHAB CIP PROJ 0.00 AREA 3 REHAB CIP PROS 0.00 RETENTIONS PAYABLE 0.00 RETENTIONS PAYABLE 0.00 0.00 SPIT, INC -SNOW FEST 0.00 HOLIDAY RIDE SVCS -DEC 0.00 DIAMOND RIDE SVCS -DEC 0.00 0. 00 FACILITY REFUND -DBC 0.00 557.00 1,019.75 1,576.75 567.80 699.00 1,945.00 3,211.80 800.00 400.00 200.00 144.00 72.00 36.00 -36.00 -72.00 -144.00 1,400.00 4,719.35 80.00 743.60 763.20 1,506.80 1,766.80 500.00 217.23 69.09 40.00 326.32 567.00 36,580.00 90,764.50 -4,538.23 -1,829.00 120,977.27 6%-w]MII; 3,249.00 22,388.75 25,637.75 100.00 SUNGARD PENTAMATION INC PAGE NUMBER: 5 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.D00' ACCOUNTING PERIOD: 8/16 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT 10100 115287 02/04/16 EVERGREE ROBYN A BECKWITH 0014093 PLANTS MAINT-C/HALL 0.00 325.00 10100 115287 02/04/16 EVERGREE ROBYN A BECKWITH 0014093 PLANTS MAINT-LIBRARY 0.00 107.00 10100 115287 02/D4/16 EVERGREE ROBYN A BECKWITH 0015340 PLANT SVCS -HERITAGE 0.00 135.00 10100 115287 02/D4/16 EVERGREE ROBYN A BECKWITH 0015333 PLANT SVCS -DBC 0.00 177.00 TOTAL CHECK 0.00 744.00 10100 1,15288 02/04/16 BESTLTG BEST LIGHTING PRODUCTS 0014093 SUPPLIES -CITY HALL 0.00 143.42 10100 115288 02/04/16 BESTLTG BEST LIGHTING PRODUCTS 0015333 SUPPLIES -DBC 0.00 233.79 TOTAL CHECK 0.00 377.21 10100 115289 02/04/16 BISHOPJO JOHN E BISHOP 0015350 CONTRACT CLASS -WINTER 0.00 206.40 10100 115290 02/04/16 BREAUXKA KATHY BREAUX 0015350 CONTRACT CLASS -WINTER 0.00 180.60 10100 115291 02/04/16 CACOMMER CALIFORNIA RETROFIT INC 0015333 SUPPLIES -DBC 0.00 102.19 10100 115292 02/04/16 CDW-G CDW GOVERNMENT .0014070 ANNE MAINT-CISCO 2016 0.00 44,181.00 10100 115293 02/04/16 CHARTER CHARTER OAK GYMNASTICS, 0015350 CONTRACT CLASS -WINTER 0.00 270.00 10100 115294 02/D4/16 CITYOFWA CITY OF WALNUT 1264411 RISK YOUTH COUNSELING 0.00 4,700.00 1O1D0 115295 02/04/16 COMMBANK COMMUNITY BANK 250 RETENTIONS PAYABLE 0.00 1,829.00 10100 115295 D2/04/16 COMMBANK COMMUNITY BANK 250 RETENTIONS PAYABLE 0.00 4,538.23 TOTAL CHECK 0.00 6,367.23 10100 115296 02/04/16 COMMDEVE COMMUNITY DEVELOPMENT CO 125 HIP LOAN REPAYMENT 0.00 10,000.00 10100 115297 02/04/16 COMMDEVE C0MMUNITY DEVELOPMENT CO 125 HIP LOAN REPAYMENT 0.00 10,000.00 10100 115298 02/04/16 DAVIDEVA DAVID EVANS AND ASSOCIAT OD1 PROF.SVCS-PR 15-2255 0.00 2,970.00 10100 115298 02/04/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEES -PR 15-2255 0.00 595.35 10100 115298 02/04/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 ADMIN FEES -PR 15-2255 0.00 -595.35 10100 115298 02/04/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF -SVCS -PLAN CHECK 0.00 202.50 10100 115298 02/04/16 DAVIDEVA DAVID EVANS AND ASSOCIAT 001 PROF.SVCS-GRADING PLN 0.00 135.00 TOTAL CHECK 0.00 3,307.50 10100 115299 02/04/16 DAYNITEC DAY & NITE COPY CENTER 0015510 PRINT SVCS-P/WORKS 0.00 51.62 10100 115300 02/04/16 DELTACAR DELTA CARE PMI 001 FEB 16 -HMO DENTAL PRM 0.00 237.89 10100 115301 02/04/16 DELTADEN DELTA DENTAL 001 FEB 16 -DENTAL PREMIUM 0.00 4,701.04 10100 115302 02/04/16 DHMAINTE DH MAINTENANCE 0015333 ADDL MAINT-DHC 0.00 500.00 1D100 115303 02/04/16 DMPR4LLC DMPR 4 LLC 0014090 STORAGE RENTAL -FEB 1.6 0.00 1,411.00 10100 115304 02/04/16 DUENASMI MICHELLE DUENAS 001 RECREATION REFUND 0.00 129.00 10100 115305 02/04/16 ECCONSTR E C CONSTRUCTION CO 250 RETENTIONS PAYABLE 0.00 -94.76 101D0 115305 02/D4/16 ECCONSTR E C CONSTRUCTION CO 250 RETENTIONS PAYABLE 0.00 -9,240.26 SUNGAR) PENTAMATION INC PAGE NUMBER: 6 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: tiansact.ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT 10100 115305 02/04/16 ECCONSTR E C CONSTRUCTION CO 2505510 PARK REHAB-REAGAN 0.00 1,895.20 10100 115305 02/04/16 ECCONSTR E C CONSTRUCTION CO 2505510 PARK REHAB -PETERSON 0.00 184,805.15 TOTAL CHECK 0.00 177,365.33 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MAINT SVCS -DIST 38 0.00 40.98 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC - 1385538 MAINT SVCS -DIST 38 0.00 43.36 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MAINT SVCS -DIST 38 0.00 45.40 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1395539 MAINT SVCS -DIST 39 0.00 45.75 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1415541 MAINT SVCS -DIST 41 0.00 182.16 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MAINT SVCS -DIST 38 0.00 284.39 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MAINT SVCS -DIST 38 0.00 567.65 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MEMO CREDIT -DIST 38 0.00 -1,740.00 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 0015340 MONTHLY MAINT-PARKS 0.00 325.00 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1415541 MONTHLY MAINT-DIST 41 0.00 4,143.87 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 MONTHLY MAINT-DIST 38 0.00 10,848.00 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1395539 MONTHLY MAINT-DIST 39 0.00 11,610.95 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1395539 ADDL MAINT-DIST 39 0.00 120.56 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1395539 ADDL MAINT-DIST 39 0.00 130.34 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 ADDL MAINT-DIST 38 0.00 356.48 10100 115306 02/04/16 EXCELLAN EXCEL LANDSCAPE INC 1385538 ADDL MAINT-DIST 38 0.00 469.81 TOTAL CHECK 0.00 27,474.70 10100 115307 02/04/16 FEHRPEER FEHR & PEERS 0015551 TRAFFIC COUNT -DEC 15 0.00 1,419.52 10100 115308 02/04/16 FIDUCIAR FIDUCIARY EXPERTS LLC 0014050 CONSULTANT SVCS-457PL 0.00 1,250.00 10100 115309 02/04/16 GATEWAYC GATEWAY CORPORATE CENTER 001..4093 ASSOCIATION DUES -FEB 0.00 1.,601.00 10100 115309 02/04/16 GATEWAYC GATEWAY CORPORATE CENTER 0014093 CAPITAL CONTRIBUTION 0.00 184.00 TOTAL CHECK 0.00 1,785.00 10100 115310 02/04/16 GOODYEAR GOOD YEAR AUTO SERVICE C 5204090 VEH MAID'T-COMM SVCS 0.00 834.68 10100 115311 02/04/16 GORDENME MEGHAN GORDEN 001 FACILITY REFUND -DHC 0.00 100.00 10100 115312 02/04/16 HIROSEJE JEFFREY HIROSE 0015350 CONTRACT CLASS -WINTER 0.00 54.00 10100 7.1.5313 02/04/16 JJKELLER J J KILLER AND ASSOCIATE 001.4060 PUBLICATIONS-H/R 0.00 288.41. 10100 115314 02/04/16 JOHNLHUN JOHN L HUNTER & ASSOC. I 0015510 PROF.SVCS-STORM WATER 0.00 6,959.00 10100 115315 02/04/16 KHAJAVID DOLORES KHAJAVI 001 RECREATION REFUND 0.00 46.00 10100 115316 02/04/16 KLEINGAB GA13RIELA KLEIN 0015350 CONTRACT CLASS -WINTER 0.00 1,029.60 10100 115317 02/04/16 LIEBESH SHERI LIEBE 001 FACILITY REFUND -DBC 0.00 450.00 10100 11531.8 02/04/16 LACPUBWK LOS ANGELES COUNTY PUBLI 0015510 INDUSTRIAL WASTE -OCT 0.00 2,226.62 10100 115319 02/04/16 MAGICALS MAGICAL STEPS ACADEMY 0015350 CONTRACT CLASS -WINTER 0.00 54.00 10100 115320 02/04/16 MAKJOYCE JOYCE DIK YAN MAK 001 FACILITY REFUND -DBC 0.00 100.00 SUNGARD PENTAMATION INC PAGE NUMBER: 7 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: tYansaCt.Ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 -----DESCRIPTION- ---- SALES TAX FEB 16 -EAP PREMIUMS 0.00 REPEATER SVCS -FEB 0.00 FACILITY REFUND -DHC 0.00 CONTRACT CLASS -FALL 0.00 GRAND BEAUTIFICATION 0.00 FACILITY REFUND -DBC 0.00 OFFICIALS SVCS -JAN FUND - 001 - GENERAL FUND OFFICIALS SVCS -JAN 0.00 CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION 10100 115321 02/04/16 MANAGEDH MANAGED HEALTH NETWORK 001 10100 115322 02/04/16 MOBILERE MOBILE RELAY ASSOCIATES 0014440 10100 115323 02/04/16 NIJJARPE PETE NIJJAR 001 10100 115324 02/04/16 KIDZLOVE NORTH AMERICAN YOUTH ACT 007.5350 10100 115325 02/04/16 ONWARDEN ONWARD ENGINEERING 2505510 10100 115326 02/04/16 PARKJOON JOON PARK 001 10100 115327 02/04/16 PATTONCA CAMERON PATTON 0015350 10100 115327 02/04/16 PATTONCA CAMERON PATTON 0015350 10100 115327 02/04/16 PATTONCA CAMERON PATTON 0015350 TOTAL CHECK FEB 16-SUPP LIFE INS 0.00 10100 115328 02/04/16 PENCOENG PENCO ENGINEERING INC 0015551 10100 115329 02/04/16 PITTJENN JENNIE PITTMAN 001 10100 115330 02/04/16 RFDICKSO R F DICKSON COMPANY INC 0015554 10100 115331 02/04/16 ROSSCREA ROSS CREATIONS 0015350 1.0100 115332 02/04/16 SGVCSC SAN GABRIEL VALLEY COPSE 0015558 10100 115332 02/04/16 SGVCSC SAN GABRIEL VALLEY COPSE 0014440 TOTAL CHECK 10100 115333 02/04/16 SHEPHERD SHERI SHEPHERD 0015350 10100 115334 02/04/16 SILVERAD SILVERADO STAGES INC 1125350 10100 115334 02/04/16 SILVERAD SILVERADO STAGES INC 1125350 TOTAL CHECK 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 0015340 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 1385538 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 1415541 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 1395539 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 0015510 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 1385538 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 0015510 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 0015510 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 0015510 10100 115335 02/04/16 SCE SOUTHERN CALIFORNIA EDIS 0014093 10100 115335 02./04/16 SCE SOUTHERN CALIFORNIA EDIS 0015340 TOTAL CHECK 10100 115336 02/04/16 STANDARD STANDARD INSURANCE OF OR 001 10100 115336 02/04/16 STANDARD STANDARD INSURANCE OF OR 001 10100 115336 02/04/16 STANDARD STANDARD INSURANCE OF OR 001 TOTAL CHECK -----DESCRIPTION- ---- SALES TAX FEB 16 -EAP PREMIUMS 0.00 REPEATER SVCS -FEB 0.00 FACILITY REFUND -DHC 0.00 CONTRACT CLASS -FALL 0.00 GRAND BEAUTIFICATION 0.00 FACILITY REFUND -DBC 0.00 OFFICIALS SVCS -JAN 0.00 OFFICIALS SVCS -JAN 0.00 0.00 OFFICIALS SVCS -JAN 0.00 0.00 0.00 ELECT PROF.SVCS-PLAN CHECK 0.00 RECREATION REFUND 0.00 0.00 S'S SWEEPING SVCS -DEC 0.00 SVCS -DIST 41 SOUND SYS -CITY B/DAY 0.00 ELECT GRANDVIEW TRAIL MAINTE 0.00 WINTER STORM PREPRDNS 0.00 0.00 0.00 SVCS -DIST 38 INN LYY93W mop RyX`o2tl11YYmi: 1=@H MEMO CREDIT-00MM SVCS 0.00 SHUTTLE SVCS -SNOW FST 0.00 0.00 ELECT SVCS -PARKS 0.00 ELECT SVCS -DIST 38 0.00 ELECT SVCS -DIST 41 0.00 ELECT SVCS -DIST 39 0.00 ELECT SVCS-T/CONTROL 0.00 ELECT SVCS -DIST 38 0.00 ELECT SVCS-T/CONTROL 0.00 ELECT SVCS-T/CONTROL 0.00 ELECT SVCS-T/CONTROL 0.00 ELECT SVCS -CITY E{ALL 0.00 ELECT SVCS -PARKS 0.00 0.00 FEB 16-STD/LTD 0.00 FEB 16 -LIFE INS PREM 0.00 FEB 16-SUPP LIFE INS 0.00 0.00 AMOUNT 136.80 78.75 400.00 1,618.20 22,872.85 100.00 504.00 504.00 630.00 1,638.00 331.63 94.00 17,308.20 400.00 1,099.49 1,404.51 2,504.00 269.40 -10.00 1,560.00 1,550.00 37.84 27.70 258.54 450.89 468.47 548.29 375.16 387.67 212.79 9,729.07 3,646.44 16,142.86 2,112.70 1, 036.93 525.00 3,674.63 SUNGARD PENTAMATION INC PAGE NUMBER: 8 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT 10100 115337 02/D4/16 TENNISAN TENNIS ANYONE INC 0015350 CONTRACT CLASS -WINTER 6.00 3,095.40 101D0 115338 02/04/16 THESAUCE THE SAUCE CREATIVE SERVI 0015340 SUPPLIES -PARKS 0.00 282.79 101D0 115338 02/04/16 THESAUCE THE SAUCE CREATIVE SERVI 0015350 PRINT SVCS -CITY B/DAY 0.00 599.50 TOTAL CHECK 0.00 882.29 10100 115339 02/04/16 TUCKERRA RAYMOND MICHAEL TUCKER 0015350 CONTRACT CLASS -WINTER D.00 540.00 10100 115340 02/04/16 VALLEYCR VALLEY CREST LANDSCAPE M 0014095 CLEANUP-PANTERA PK 0.00 150.00 10100 115340 02/04/16 VALLEYCR VALLEY CREST LANDSCAPE M 0015350 CLEANUP -SNOW FEST 0.00 900.00 10100 115340 02/04/16 VALLEYCR VALLEY CREST LANDSCAPE M 0015340 ADDL MAINT-HER1'PAGE 0.00 451.76 10100 115340 02/04/16 VALLEYCR VALLEY CREST LANDSCAPE M 0015340 ADDL MAINT-DBB MEDIAN 0.00 471.76 10100 115340 02/04/16 VALLEYCR VALLEY CREST LANDSCAPE M 0015340 ADDL MAINT-PANTERA 0.00 608.24 TOTAL CHECK 0.00 2,581.76 10100 115341 02/04/16 VSP VISION SERVICE PLAN 001 FEB 16 -VISION PREMIUM 0.00 1,742.99 10100 115342 02/04/16 WANGLINL LIN LIN WANG 001 FACILITY REFUND-HRTGE 0.00 20D.00 10100 115343 02/04/16 WAXIESAN WAXIE SANITARY SUPPLY 0015333 SUPPLIES -DBC 0.00 416.18 10100 115343 02/04/16 WAXIESAN WAXIE SANITARY SUPPLY 0015333 SUPPLIES -DHC 0.00 554.79 10100 115343 02/04/16 WAXIESAN WAXIE SANITARY SUPPLY 0014093 SUPPLIES -CITY HALL 0.00 835.28 TOTAL CHECK 0.00 1,806.25 10100 115344 02/04/16 WESTCOAS WEST COAST ARBORISTS INC 0015558 WATERING SVCS -DEC 0.00 1,048.50 10100 115344 02/04/16 WESTCOAS WEST COAST ARBORISTS INC 0015558 TREE MAINT-JAN 2016 D.00 10,790.20 TOTAL CHECK 0.00 11,838.70 10100 115345 02/04/16 WESTONDA DANIEL JOSEPH WESTON 0015350 CONTRACT CLASS -WINTER 0.00 36.00 10100 115346 02/D4/16 WONG1'HOM THOMAS WONG 0015350 CONTRACT CLASS -WINTER 0.00 336.0D 10100 115347 02/04/16 YAN1PARTI MARTIN YAN 001 FACILITY REFUND -DBC 0.00 1,050.00 10100 115348 02/04/16 YEPHOWAR HOWARD YEP 001 FACILITY REFUND -DBC 0.00 400.00 10100 FY15/16 02/04/16 CALPERS CA PUBLIC F.MPL RETIREMEN 001 FY 1.5/16 1959 SRVR BEN 0.00 168.00 10100 03 -PP 16 01/28/16 PAYROLL PAYROLL TRANSFER 112 P/R TRANSFER-03/PP 16 0.00 1,916.36 10100 03 -PP 16 01/28/16 PAYROLL PAYROLL TRANSFER 001 P/R TRANSFER-03/PP 16 0.00 187,103.78 10100 03 -PP 16 01/28/16 PAYROLL PAYROLL TRANSFER 113 P/R TRANSFER-03/PP 16 0.00 299.99 10100 03 -PP 16 01/28/16 PAYROLL PAYROLL TRANSFER 115 P/R TRANSFER-03/PP 16 0.00 10,861.05 10100 03 -PP 16 01/28/16 PAYROLL PAYROLL TRANSFER 138 P/R TRANSFER-03/PP 16 0.00 1,041.58 10100 03 -PP 16 01/28/16 PAYROLL PAYROLL TRANSFER 139 P/R TRANSFER-03/PP 16 0.00 600.11 10100 03 -PP 7.6 01/28/16 PAYROLL PAYROLL TRANSFER 141 P/R TRANSFER-03/PP 16 0.00 504.92 TOTAL CHECK - 0.00 202,327.79 10100 FY 15/16 02/04/16 CALPERS CA PUBLIC EMPL RETIREMEN 001 FY 15/16 1959 SRVR BEN 0.00 2,142.00 10100 PP 01/02 02/04/16 PERSHEAL PERS HEALTH 001 FEB 16 -HEALTH INS PREM 0.00 42,021.84 10100 PP 01/02 02/04/16 PERSHEAL PERS HEALTH 0014090 FEB 16 -RETIREE HEALTH 0.00 625.00 SUNGARD PENTAMATION INC PAGE NUMBER: 9 DATE: 02/10/2016 CITY OF DIAMOND BAR ACCTPA21 TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160128 00:00:00.000' and '2016D210 00:00:00.000' ACCOUNTING PERIOD: 8/16 FUND - 001 - GENERAL FUND CASH ACCT CHECK NO ISSUE DT VENDOR NAME 10100 PP 01/02 02/D4/16 PERSHEAL PERS HEALTH TOTAL CHECK 1D100 PP 03/16 01/28/16 PERSRETI PERS RETIREMENT FUND 10100 PP 03/16 01/28/16 PERSRETI PERS RETIREMENT FUND 10100 PP 03/16 01/28/16 PERSRETI PERS RETIREMENT FUND TOTAL CHECK 10100 PP 25/16 02/04/16 PERSRETI PERS RETIREMENT 10100 PP 25/16 02/04/16 PERSRETI PERS RETIREMENT TOTAL CHECK 10100 PP02/16- 02/04/16 PERSRETI PERS RETIREMENT FUND 10100 PP02/16- 02/04/16 PERSRETI PERS RETIREMENT FUND 10100 PP02/16- 02/04/16 PERSRETI PERS RETIREMENT FUND TOTAL CHECK TOTAL CASH ACCOUNT TOTAL FUND FUND/DIVISION -----DESCRIPTION— ---- SALES TAX 0014060 FEB 16 -HEALTH ADMIN BE 0.00 0.00 001 RETIRE CONTRIB-PEPRA 0.00 001 RETIRE CONTRIB-EE 0.00 001 SURVIVOR BENEFIT 0.00 0.00 001 RETIRE CONTRIB-PEPRA 0.00 001 SURVIVOR BENEFIT 0.00 0.00 001 RETIRE CONTRIB-PEPRA 0.00 001 RETIRE CONTRIB-EE 0.00 001 SURVIVOR BENEFIT 0.00 0.00 0.00 0.00 AMOUNT 144.25 42,791.09 788.54 27,143.59 49.29 27,981.42 93 .16 2.00 95.16 186.32 223.84 8.00 418.16 1,015,422.35 1,015,422.35 SUNGARD PENTAMATION INC DATE: 02/10/2016 CITY OF DIAMOND BAR TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 FUND - 160 - USED MOTOR OIL ELK GRT CASH ACCT CHECK NO ISSUE DT VENDOR NAME 10100 115274 01/28/16 POSTNET LW POSTNET INC TOTAL CASH ACCOUNT TOTAL FUND FUND/DIVISION -----DESCRIPTION------ SALES TAX 1605516 PRINT SVCS-U/OIL GRNT 0.00 0.00 0.00 PAGE NUMBER: 10 ACCTPA21 AMOUNT 259.42 259.42 259.42 SUNGARD PENTAMATION INC DATE: 02/10/2016 CITY OF DIAMOND BAR TIME: 10:31:32 CHECK REGISTER - DISBURSEMENT FUND SELECTION CRITERIA: transact.ck_date between '20160128 00:00:00.000' and '20160210 00:00:00.000' ACCOUNTING PERIOD: 8/16 PAGE NUMBER: 11 ACCTPA21 FUND - 161 - BEVERAGE CTNR RECY GRT CASH ACCT CHECK NO ISSUE DT VENDOR NAME FUND/DIVISION -----DESCRIPTION------ SALES TAX AMOUNT 10100 115275 01/28/16 ULINEINC ULINE INC 1615516 SUPPLIES -BEV CNTNR 0.00 192.73 TOTAL CASH ACCOUNT 0.00 192.73 TOTAL FUND 0.00 192.73 TOTAL REPORT 0.00 1,015,874.50 CITY COUNCIL Agenda #_ 6._5 Meeting Date: 2/16/2016 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Man gR� TITLE: AUTHORIZATION TO EXCEED T E CITY MANAGER'S PURCHASING AUTHORITY OF $40,000 TO EXTEND VENDOR SERVICES FOR VERTICAL STREET POLE BANNERS PROVIDED BY EXTERIOR PRODUCTS, IN AN AMOUNT NOT -TO - EXCEED $50,000 FOR THE 2015/16 FISCAL YEAR. RECOMMENDATION: Approve. FINANCIAL IMPACT: Funds for these services are included in the General Fund of the 2015/16 fiscal year budget. BACKGROUND/DISCUSSION: Exterior Products provides vertical street pole banners for several City programs and events including: the Armed Forces banner program, City Birthday Party, Concert/Movies in the Park and Holiday Banners. Exterior Products provides exceptional service throughout the year with a 24 hour response team, traffic control plan and detailed maps of the banner locations for our Armed Forces program. In addition, Exterior Products stores over 250 City banners throughout the year when they are not in use for these various programs: City Birthday Party, Concerts/Movies in the Park and Holiday Banners. During the past year, staff conducted two RFP processes for the services that Exterior Products provides, one for banner related services and the other for the production of new holiday banners. They were the low bidder, and although several companies were able to produce and install the banners, none were able to provide storage nor duplicate the quality hardware Exterior Products is able to supply. Staff expects this bidding pattern to continue in the 2016/17 Fiscal Year, Lastly, City staff reports that Exterior Products continues to be extremely professional, and is very responsive in fulfilling the needs of the City. Per the City's Purchasing Ordinance, an award for services to a single vendor in a fiscal year shall not exceed the City Manager's purchasing authority of $40,000 without prior approval from the City Council. Staff anticipates expenditures of $18,900 for Armed Forces, $3,000 for City Birthday Party, $4,600 for Concerts/Movies in the Park and $20,432 for Holiday banners for the 2015/16 fiscal year, for a total estimated expenditure not to exceed $50,000. PREPARED BY: Christy Murphey, Recreation Superintendent Andee Tarazon, Community Services Coordinator REVIE E Y: i B os Community Services Director Attachment: Banner Services RFP, Bid Worksheet, Bid Holiday Banners RPF, Bid Worksheet, Bids REQUEST FOR PROPOSAL roy The City of Diamond Bar is currently accepting proposals for Banner Services, including installation, removal and storage for City owned banners during the 15/16 Fiscal Year. Proposals must be submitted to the City of Diamond Sar by Thursday, May 14 2015 at 5 30om The City of Diamond Bar's is currently seeking professional vendors to design, install, remove and store various City owned banners for the 1.5/16 Fiscal Year. All banners will be installed In the City of Diamond Bar on street poles. Banner locations will be determined based on event/program. Scope of Work To be considered, Proposals must be submitted to the City of Diamond Bar by Thursday, May 14, 2015 @5:30pm. All proposal must be itemized and include tax, delivery and any other additional charges. Please submit your quote based on the information provided. Once the vendor has been selected, actual banner information and locations will be provided. Minimum Requirements City Vertical Banners— Please or on the following • (25) Installation/Removal/ Storage for existing 30" x 96" vertical banners. (30) Production/Installation of new 30" x 96" Military banners: full color, double sided, vertical. 15oz blackout vinyl, 1- piece, double layer pole sleeve, grommets top and bottom. Every banner has different name and branch. City to provide design. (30) Banner Brackets: High wind banner flex III with 31" fiberglass arms with 5/8 bands. (2) Banner Emergency Removals — deliver back to Diamond Bar City Hall. * (1) Single banner installation — use existing brackets. Services • A master list and map of all military banners located in the City, including the name and branch on each banner. List to be provided to City within 1 month of contract award. • Banner installation/removal to take place per the City's schedule request. • Provide proof of liability and auto insurance, $1,000,000, Provide Additional Endorsement naming the City of Diamond Bar, its officials, employees and agents as additionally insured on an endorsement. If you have any questions, please contact Andee Tarazon at 809.839.7067. Please submit all proposals to• City of Diamond Bar Attention:Andee Tarazon 21810 Copley Drive, Diamond Bar, CA 91765 E -Mail: atarazon@dlamondbarca aov Fax: 909.348.8316 To be considered, proposals must be submitted to the City of Diamond Bar by Thursday, May 14, 2015 @5:30pm. City of Diamond Bar BID /QUOTATION WORKSHEET FORM Atttrch Written Bids from Vendors To This Form i'nip1gyee Name* Andee Tarazan Department: community services Extension: - 7067 Date* 6.09.2915 Aceount Number: 003.5350,45300,41200,45305 Description (if Items) or, Service(s): Quantity: 1 Vertical Streefi 13<artners - _... ;UUP IIOR INF 7RMAT10 N (3 itTnIC UO'IL ViThI GIlJMj Vendor Name Date of Quote 1 Exterior Products 4.29.2015 Phone Number: .714.632..3509 Method {email/fazlphone) E -Mail Address 7031 N. Shepard Streefi. Anaheim, CA 92&05 Contactr JR rrilex#enar�roclucis.❑el '—._'– Vendor Name 2 Quick Signs Date of Quote. 4.29.2015 Phone Number: 71457,',.9313 Method (emaillfaxlphone) E Mai[ Address 14051 Newport Ave, Ste A, Tustin CA 82780 Contact: Steve stevea)oran ecaunt si ns.com Vendor Name' Date of Quote 3 Metro Signs 4.29.2015 Phone Number: 310.257.8888 M;Ihod (email/fax/phone) to -Mail Address 2675 Skypark Or. #302, Torrance CA 90506 Contact: inf si ninstallers.orp BID/Qtlf)TE TABULATIQ]t 16:xterior Products Quick Signs N9ctro Signs Description: ". uantit : Unit Price: Total: Knit Price Totdc Unit Price :.Total.: Vertical Street Banners }; 8.407.$1) S 8.40780 S S S S 5 S S 4 sutllotaf: S 8,407,$0 Subtotal; subtetul: S Freight: Freight: h - Preighf: Sales *tax: sides Tax: sil:ll'S tN%: TOTAL; S 8,407.84) 'J'OTAL: $ TOTAL.: S rot Products, Corp North Shepard Straet Etimmte 003571 elm, CA 6206 .. (714)632-3509 Doke 5/4/2015 ('714) 632-3989 I: jrOexterforpruducts.net .. Start Sri Da{e Shipping Via Re TD Terms Special Illf3 - In H<v JR hi3f1 I Bill Ta: Ship To: City of Diamond bar City of Diamond Bar 21610 E. Copley Drive 21910 E. Copley Drive ITlamond fear, CA 91765 Diamond Bar, CA 91765 Contact Andee Tarazon Plluna. (909) 839.7067 Fax: (909) e4B-6916 Lanlactr Ari Tarazon Chane: (4091 839-7087 zra'd; riTaamnmTDieinond6.�rC3t Gni{ Armed Forces Banners Fiscal Year July 2015 - June 2016 30 6anners� 30" x 96' 15 oz. blackout vinyl, 1 Poceflayu, (tare)piete banner} 99.00 L,9J0.0© doyt(q layer pole pocket grommets Cop/ bottom digitally processed, double sIdro banner 2 year warranty when instailod on our brdcLer.s i Each banner las cu'otcanr nanne and specified nlditary ©ranch 3C Brackets, Irligh Mart Flex LCI adjustable wf 31 z llUl voied ribergl85s Hrnl 1aS,00 3,7.ri0:DL fastened with HD 5/8' worm drive t, nd (Last $125 479) k 25 Labor for installation Install}remOve/score rxtSFro; tumors A5,00 1,125D0 1 Cabo, for rstaHdNdrn Install 1 single banner (min trip for truck lc $7_501 r 150.174 150.00 lnciude., master hst/Inap based on tur[cnt knsta6atlurr antl futw-e orders CLAD ". 3rdciie6bor fntbn LI -50 Order 5i- k 00.00 $ i!J' for f 4,00 Replace t-4 ,, 99.00 $ 105,00 $ 6o.0o 2 Fmengency Service Calls �',: 150.00 30LS110 158.00 D1 -l= to; 24 hour response fire to remove 1-1 banners 245.00 Sat -5w for 24 how r -sponse tifnG ro R'_'movc 1-4 toolllers Freight) Shipping Catculabed $5,40/ banner Contractors License A 947016, 6-77219 Federal Tax l6 e 27-7.383769 Subtotal 7, &'dfi dta Quote Valid Vatub 6/4/2015 F� T x Nib —sSI Freight 1"o2,mii Seller Signa tore; Jeff 9RRavnsky Cilstorrrer Approval Total 9�✓16780 Tit€e: Princlpat Sign, entail or fax to 714-632-3589 F=��-11 Morse sign this asfialnte and fax 1w 714-632-35891{o indkahe your 3ppmv,,L 11.1-111, ....... ........... 1-1-1111-111, 1 11-.--------_.. - .......... .... .—.11-11 —.1-1 _, ... . ........... .. ...... ........ _... ..., .,........., Our designs survey results and confidential quotes are not to be copied, shared or distributed lass Is a mnfF,r amninu.r Canon for he: rrtcnded nodpienl aiiri a conlmmnir itinn privilf9er,, ry IoW LmrcclEaCion su67eet to 151/1, r stud'na lce TK rant t t .,hall he cor to er' n l ,^ P nr'f n with the Int s c ihx gtrilrc, of CA, ryat al Panna rip or )oIrF Vent[rP Arnl robin of lbs nI2S- a➢y dIgpure. or daw, n so (r EJ inty anmra cul of th 5 fit -wrrr 1 L r e tried F fr 1 r)i ogdcltfi r-kh'nNnn h, unsucees,Pul ,tarty„ lar soh rl or agrees rn cinl6ursr Ch su¢taSsl porgy ihnrsfn for s le nronwtln o P"-_25 o 1 rtom yls fr,, .i REQUEST FOR PROPOSAL The City of Diamond Bar is currently accepting proposals for Banner Services, Including, production, installation, removal and storage for City owned Holiday banners during the 15/16 Fiscal Year. Proposals must be submitted to the City of Diamond Bar by Thursday August 20 2015 at 530pm The City of Diamond Bar's is currently seeking a professional vendor to produce, install, remove and store City owned Holiday banners for the 15/16 Fiscal Year. All banners will be installed in the City of Diamond Bar on street poles. Banner locations will be determined based on available pole locations. Scope of Work To be considered, proposals must be submitted to the City of Diamond Bar by Thursday, August 20, 2015.�7a 5:30pm. All proposal must be itemized and include tax, delivery and any other additional charges. Please submit your quote based on the information provided. Once the vendor has been selected, actual banner information, locations and installation dates will be provided. Minimum Requirements City Vertical Banners — Please quote on the following • (100) Production, installation, Removal, Cleaning and Storage for vertical holiday banners, • Banners Specifications 30" x 96" — City to Provide Design: n full color—digital printed 720 dpi o double sided (same image both sides) o 4 grommets top & bottom 0 18oz blackout matte vinyl, duplex print, 1-piece/layer double layer pole pocket o Liquid lamination of UV coating -2 coats each side, o 5 year warranty • (100) Banner Brackets Rentals: High wind banner flex III with 31" cantilevered fiberglass arms with 5/8" worm drive bands. Withstands 70 m.p.h. winds. • (2) Banner Emergency Call Outs—weekday, weekend. • (1) Copy of banner bracket specifications w/proof of engineered wind tunnel test / stamp for 70 MPH winds. • (1) Copy of mobile operation plan on a multi -lane road, • (1) Copy of maintenance and storage plan for banners. Services • A master list and map of all Holiday banners located in the City. List to be provided to City within 1 month of contract award. • Banner production, installation, removal to take place per the City's schedule request. Install November 2015, Remove January 2015. • Provide proof of general liability and auto insurance, $1,000,000, • Provide Additional Endorsement naming the City of Diamond Bar, its officials, employees and agents as additionally insured on an endorsement. If you have any questions, please contact Andee Tarazon at 909.839.7067. Please submit all Proposals to: City of Diamond Bar Attention: Andee Tarazon 21810 Copley Drive, Diamond Bar, CA 91765 E -Mail: atarazon(a cliamondbarca. ov Fax: 909.348.8316 To be considered, proposals must be submitted to the City of Diamond Bar by Thursday, August 20, 2015 @5:30pm. City of Diamond Bar BID /QUOTATION WORKSFIEET FORM Attach Written Ridsfrom Vendors To This Form Employee Name: Andee Tar-azottllepartroent; Community servloes Extension:7067 Date: 11 1/ 2015 Account Number: 001 5350. 412_00, 45300 Description of Item(s) o{• Service(s): Quantity: f Designs, Insiallation, Rontovat and slum ?e OF 1O0 I loiidn} Street ann rs. YENllOR7 SP(1RhSATION O BIDIQDOTE MINIMUM) Vendor Name Date of Quote Phone Number. Ma{hod (ernaiilfaxlp{ione) I Exterior Products 8,04.205 714,8323500 E -Mal 1031 N, Shepard Street, Anaheim. CA 92805 Address 1r(a7•axteuorprodut'iS.net Contact: JR Vendor Name Date of Quote I 2 kMerCa's nstaitS1gn5 Phone Nwnber. Method (emailllaxlphohe) I 8,04,2015' 714,693.25BJ F .Mail 1265 Manassero St Units 309-310, Anaheim. CA 92807 AddressvlckiaxmenGO_sfnstansianscom Contact: Vicki Venda oma,-._...�,_ I]ate of 4unte 8 Phone Number: Method (emaillfaxlphone) 8.04.2015 626,331.3368 3D E- Rowland, Covina CA 91723 A<Itrr_ss — Contact: OlDi UOT °rAsuu,�Tra,N- ExteriutProducts, Ametica's Ihstant Signs $lg'narannl Description: quantity: Unit Prue: 'Total: Unit Price Total: Unit ' Price Vertical Street ric Total: Banners 100 S IUftoo $ 10.2100.011 $ I>,O(}tl.60 S13J)00.00 O(t 4.5011.00 .S 19,506.110 S 19,510.00 t; $ 2,700.110 S _ $ - S S Sulxotssh $ 17,400.00 5nbrotal; $ 31S9fJ.U0 Snbmtal: S Freight: S -10.00 vreight: 4 - Freight: Sales Tax: 5 9]8,0(7 Sales "I "ax: $ 3-762011 Sales Taxi T6'{'AL: 5 78,SSS.dn 'C(TI"AL; S 37;2611.011 T9'CAL: i - Cxteriorproduct5, Corp. 1D31 North Shepard Street Anaheim, CA 92806 Phone: (>I4) 632^3509 Fax; (714) 632-3S84 not Bilk To; City of Dlamond Pear 21810 E. Copley Drive Diamond Bar, CA 91765 Contact: Andee Tara2,oit Phone: (909) 839-7D67 Fax: (404) 348-83I6 Ship To: City of Diamond Bar 21810 E. Copley Dnae Diamond Our, CA 91765 Cortecti Andee Tarazon Phone; (9D9) 839=7067 e-mail: ul -i zcrn_5l7jan lend P- (-,,e EstimatF 003624 f ato 8/9(2015 Fondant 'tax ID # 27-1383763 Quote Valid Until: 8/31./20:5 ,'after Signature'. ]efPIla Rovinsky T$Ic: priroifiat Customer Apprnvai Sign, emall 01 Fix to 714-63z-3589 Subtotal 171400.0 Tux I1E,.00 F eig it 540,eo Total 18.8�8.d0 iala,osd sr4n this e tin late and fox tui 714-652-35B9 is indicate your approval, Bar designs, surva results and tgnf Idonnal qutnes are not to be copies shror ed a dist intended re6pie+rt an a mrnm wa.fion nnvm nPd n, r,., rabucod rhi,. is a ,c. d"111111 Concent Ver subject to 15%r,br ....... IfLsing fee, IMA Contract shall Il .nmtrued and governed it arruM :,ce r irr the laws cf h r State of t.A Neta "ar!nen:hipI oUn rt Venture Arhrtr roti©n of Vi pates any dispute or claim In law cr equit7 rrinu out of 15 a9r�me t bu tleel 11 by neutnn f CA. of travon ae t!n u0.r sra3 a2 In < 4 P' r e p l y P p f C ac oro a ry rs Y.o thambor5e Jre excr osrui & tlryrcuti for its r as rn ble ex i rs s .rid �,tornc s acs Contra„oi uat :asuoos hit;, o sin -..1 or cte of Cod. Holiday Banners Fiscal Year July 2015 - lune 2016. too Banners: 30" x 9S1 IS oz, Blackout matte vinyl, 1 piece/layer- (complete banner) IO2.00 10,200,00 double layer pole pocket, grommets top/ hortom unlimited ttes7gns and colors- Printed 720 dpi digf- ly pr©tesed, double, aided Dinner tS year wartanly with lamination and installed or our brackets 100 Brackets: High Wind I lox III ad)usiable W/ 3A" C2ntlievered tlhcrgiass arm fastened with HD 518" ivorin (i eauds (Llai 1125.]0) Conditions are. for rental. for 45 days' no charge') 4 Fftgineered hardware with proof of ivIDd toad - 100 Labor: instal/remove/store existing barriers Includes annual clearing 4S.D0 4,500 pO includes coordination wlto current nr111tary banners 1€70 labor: Liquid Laminabon- Mand tell- l coots Mal fif9h dens ffy ShorE nap r088r ID Gallons Of Co UV Iarnratc 1n matte ❑nish 195.89 per gal. included 27-00 2, 760.oq 11)15 $958.90 Is included In the price. 1 coats each soda, 24 hours in betwebn cases Fondant 'tax ID # 27-1383763 Quote Valid Until: 8/31./20:5 ,'after Signature'. ]efPIla Rovinsky T$Ic: priroifiat Customer Apprnvai Sign, emall 01 Fix to 714-63z-3589 Subtotal 171400.0 Tux I1E,.00 F eig it 540,eo Total 18.8�8.d0 iala,osd sr4n this e tin late and fox tui 714-652-35B9 is indicate your approval, Bar designs, surva results and tgnf Idonnal qutnes are not to be copies shror ed a dist intended re6pie+rt an a mrnm wa.fion nnvm nPd n, r,., rabucod rhi,. is a ,c. d"111111 Concent Ver subject to 15%r,br ....... IfLsing fee, IMA Contract shall Il .nmtrued and governed it arruM :,ce r irr the laws cf h r State of t.A Neta "ar!nen:hipI oUn rt Venture Arhrtr roti©n of Vi pates any dispute or claim In law cr equit7 rrinu out of 15 a9r�me t bu tleel 11 by neutnn f CA. of travon ae t!n u0.r sra3 a2 In < 4 P' r e p l y P p f C ac oro a ry rs Y.o thambor5e Jre excr osrui & tlryrcuti for its r as rn ble ex i rs s .rid �,tornc s acs Contra„oi uat :asuoos hit;, o sin -..1 or cte of Cod. Estimate America's Instant Signs p,[IAE AS 1265 Manassero St., Units 309-310 lfi Anaheim, CA 92807 Sph. (714) 693-2989 fax (714) 693-2925 email aisigns@aol.com Description: Holiday Street Banners & Pole Brackets Prepared For Andee Tarazon Company City of Diamond ear Dear Andee: Estimate: Printed: Ph : (909) 839-7067 Page 1 of 2 28201 51141201 5 11 46 47A email: atarazon@diamondbarcagov Below is the pricing to purchase the banners and the bracket system, Unfortunately, we are not equipped for rentals, storage or installation. Please feel free to call If you have any questions, or you'd tike us C begin work. Sincerely Vicki Frazier Product Font Qty Sides Height Width Unit Cost Item Total 1 Digital -Banner 18oz, 100 1 34 60 $150.00 $15,000.00 Calor: 4tc digital on 18 oz. banner Description: DIGITAL BANNER: " 30" x 96" banners # City to Provide Design, ready to print Full color # digital printed 720 dpi Double sided (same image both sides) ' 4 grommets top & bottom " 18oz blackout matte vinyl, duplex print, 1-piecellayer Double layer pole pocket for 3t4" poles Liquid lamination of UV coating # 2 coats each side Pricing is based on one order, minimum order of 100 Texf: 2 Banner bracket system t 100 1 0 0 — Color: Description: BannerSaverBracketSystem ' Two piece base casting • Spring tension assembly Mounting instructions " 2 large safety pins 2 large plastic zip ties 2 sleeved black fiberglass arms * Withstands 70 m.p.h. winds Text: wvvw.Americas lnstantSig ns.com $195.00 $19,500.00 Company: City of Diamond.. Bar 21810 Copley Dr, Received/Accepted By: Diamond Bar, CA 91765 1 1 www.Ameficaslnstanisigns.com Estimate America's Instant Signs Page 2 of 2 P-rEI AL, 1265 Manassero St., Units 309-310 Estimate. 2Q� ` Anaheim, CA 92907 +C' ph. (714) 693-2969 `? fax (714) 693-2925 Printed. 8!1412015 11 46:47AM email: aisigns@aal.00m Notes: DEPOSIT_ 50%deposit Is required upon DaceInOnt of orovr; balanoo due upon cornpietlon. e Item Total Ir Line Sue Item $ 34,500.00 $34,600.00 Taxes: $2,760.00 Total_ I $37,260.00 I Company: City of Diamond.. Bar 21810 Copley Dr, Received/Accepted By: Diamond Bar, CA 91765 1 1 www.Ameficaslnstanisigns.com Agenda # 6. 6 Meeting Date: February 16, 2016 CITY COUNCIL x�� 9 AGENDA REPORT X989 TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Ma TITLE: APPROPRIATE $134,747 OF PROF A FUNDS TO THE FY 2015-2016 CIP BUDGET; APPROVE RESOLUTION 2016 -XX APPROVING PLANS AND SPECIFICATIONS AND ESTABLISHING A PROJECT PAYMENT ACCOUNT; AWARD THE CONSTRUCTION CONTRACT FOR THE TRAFFIC SIGNAL INFRASTRUCTURE UPGRADES PROJECT TO ELECNOR BELCO ELECTRIC, INC. IN THE AMOUNT OF $396,957.00 AND AUTHORIZE A CONTINGENCY AMOUNT OF $40,000 FOR CONTRACT CHANGE ORDERS TO BE APPROVED BY THE CITY MANAGER, FOR A TOTAL AUTHORIZATION AMOUNT OF $436,957.00. RECOMMENDATION: Appropriate, approve, and award. FISCAL IMPACT: As part of the FY 2015-2016 Capital Improvement Program, $230,000 of Prop A Funds, $15,000 of Measure R Funds, and $125,000 of AB2766 were budgeted for the Traffic Signal Infrastructure Project for a total allocation of $370,000 for design, construction administration and construction. To date, $67,790 has been encumbered for design and construction administration services. There is $302,210 remaining in the current budget. As shown in the table below, an appropriation of $134,747 from Prop A Fund is being requested for the construction contract. FY15-16 CIP Proj.# 24914 Budget Encumbrance Total Traffic Signal Infrastructure $370,000.00 $ 370,000.00 Iteris, Inc. Design & CM Contract $ 58,790.00 $ 311,210.00 Iteris, Inc. Contingency (10%) $ 9000.00 $ 302,210.00 Elecnor Belco Electric, Inc Contract $ 396,957.00 $ (94,747.00) Elecnor Belco Electric, Inc Contingency (10%) $ 40,000 $ (134,747.00) Prop A Appropriation $ $134,747.00 $ 0 1 The contingency amount for Elecnor Belco Electric, Inc. in the total amount of $40,000 will only be used in the event of unforeseen circumstances that will warrant a contract change order. The City's project team has a solid track record of keeping project costs within the original contract award. In the event that this project continues that record and the contingency is not used, $40,000 Prop A funds will be returned to the fund balances in FY16- 17. BACKGROUND/DISCUSSION: In June 2014, the Traffic Signal Operation & Maintenance Master Plan was completed by KOA Corporation and staff to provide an evaluation and a comprehensive inventory of the City's traffic signal system. The four (4) primary tasks associated with the Traffic Signal Operation & Maintenance Master Plan included assessing the current conditions and maintenance operations of the overall City's traffic signal system, identifying areas for improvements, discussing planned improvements for the City's traffic signal system, and recommending courses of action to address the deficiencies. A three (3) phase Traffic Signal Infrastructure Upgrades Plan was recommended with a total budget of $1.2M. Staff proposed an annual budget of $400,000 for the next three (3) fiscal years, beginning in the FY 2014-2015. Following is the 3 -year proposed improvements: Proposed Improvements FY 14 -IS FY 15-16 FY 16-17 $60,000 — Rewire five $40,000 — Rewire three $30,000 — Rewire two intersections. intersections to be determined. intersections to be determined $240,000 — Replace 5.5 miles of $180,000 — Replace 4.3 miles $180,000 — Replace 4.3 miles of copper cables with new fiber optic of copper cables with new fiber copper cables with new fiber cables along Diamond Bar optic cables along Diamond Bar optic cables along Lemon Avenue Boulevard between Grand Avenue Boulevard between Grand between Golden Springs Drive and Oak Crest Drive; Brea Canyon Avenue and Highland Valley and Lycoming Street; Brea Road between Diamond Bar Road; Golden Springs Drive Canyon between Washington Boulevard and Silver Bullet Drive; between Brea Canyon Road Street and Pathfinder Road; and, and, Pathfinder Road between and Calbourne Drive. Pathfinder Road between Brea Diamond Bar Boulevard and Canyon Road and Peaceful Hills Fernhollow Drive. Road. $28,000 — Traffic signal $30,000 - Traffic signal $85,000 - Traffic signal component replacements such as component replacements such component replacements such as signal relays, conflict monitors, as signal relays, conflict signal relays, conflict monitors, traffic signal cabinets, pedestrian monitors, traffic signal cabinets, traffic signal cabinets, pedestrian countdown signal indications, and pedestrian countdown signal countdown signal indications, and video detection cameras. indications, and video detection video detection cameras. cameras. $72,000 — Replace 15 traffic signal $150,000 - Replace 30 traffic $105,000 - Replace 21 traffic controllers and firmware. signal controllers and firmware. signal controllers and firmware. 061 The Traffic Signal Infrastructure Upgrades Phase I Project will enhance the overall communication network infrastructure by replacing existing copper cable with fiber optic cable to allow for higher data flow thus avoiding future reduction in bandwidth speed as more communication units (i.e., video detection cameras & closed circuit television cameras) are added to the system. Based on field assessment conducted by our design consultant during the design phase, following are the final recommended comprehensive upgrades for Phase One of the traffic signal system. Rewiring: 1. Diamond Bar Boulevard & Cold Springs Lane 2. Diamond Bar Boulevard & K -Mart Drive 3. Grand Avenue & Montefino Avenue II. Interconnect Replacement: Replace 5.5 miles of copper cable with new fiber optic cable along Diamond Bar Boulevard between Grand Avenue and Oak Crest Drive; Brea Canyon Road between Diamond Bar Boulevard and Silver Bullet Drive; and, Pathfinder Road between Diamond Bar Boulevard and Fernhollow Drive. III. Traffic Signal Components Upgrades: Signal components (relays, conflict monitors, and pedestrian countdowns signal indications) at the following locations have already received new upgrades as part of the City's traffic signal maintenance contract and will not be included in this Phase 1 Project: Diamond Bar Boulevard & Tin/Crestview 2. Diamond Bar Boulevard & Grand Avenue 3. Diamond Bar Boulevard & Mountain Laurel Way 4. Diamond Bar Boulevard & Maple Hills Road 5. Diamond Bar Boulevard & Kiowa Crest Drive 6. Golden Springs Drive & Adel Drive 7. Golden Springs Drive & Grand Avenue 8. Golden Springs Drive & High Knob Road IV. New 2070 Controllers with D4 Software Upgrades: 1. Brea Canyon Road & Diamond Bar Boulevard 2. Diamond Bar Boulevard & Temple Avenue 3. Diamond Bar Boulevard & Golden Springs Drive 4. Diamond Bar Boulevard & Grand Avenue 5. Diamond Bar Boulevard & Palomino Drive 6. Diamond Bar Boulevard & K -Mart Drive 7. Diamond Bar Boulevard & Sunset Crossing Road 8. Golden Springs Drive & Brea Canyon Road 9. Grand Avenue & Golden Springs Drive 10. Grand Avenue & Longview Drive 11. Grand Avenue & Summitridge Drive 12. Grand Avenue & Shotgun Lane 13. Grand Avenue & Montefino Avenue 14. Grand Avenue & Lavender Drive 15. Pathfinder Road & Fernhollow Drive V. Traffic Signal Video Detection Upgrade: (Alternative Bid): 1. Diamond Bar Boulevard & Grand Avenue See Attachment "A" showing Proposed Traffic Signal Upgrades locations. With the completion of the plans and specifications, the project was advertised for bids on December 30, 2015. On February 1, 2016, seven (7) bids were received. Elecnor Belco Electric, Inc. submitted the lowest base bid in the amount of $396,957. The bids received were as follows: Company Bid Amount 1. Elecnor Belco Electric, Inc. $396,957.00 2. DBX, Inc. $402,171.95 3. CA Professional Engineering, Inc. $406,892.50 4. Asplundh Construction, Inc. $413,393.60 5. Crosstown Electrical & Data, Inc. $427,844.00 6. VT Electric, Inc. $466,188.25 7. Aegis ITS $565,797.08 The engineer's estimate is $419,000 with a schedule of ninety (90) working days. Staff has verified the contractor state license for Elecnor Belco Electric, Inc. to be valid. Elecnor Belco Electric, Inc. also has performed other similar satisfactory projects for City of Newport Beach, City of Los Angeles and Alameda Corridor -East Construction Authority. The project schedule is tentatively set as follows: Award of Contract Start of Construction Completion of Construction PREPARED BY: Christian Malpica, Associate Engineer REVIEWE . —/ /d�, David G -d d 15-. E. Director of Public Works February 16, 2016 Late March 2016 Late June 2016 DATE PREPARED: February 8, 2016 K7lbl//V/ll�� - Dianna Honeywell Finance Director Attachments: Exhibit "A" — Proposed Traffic Signal Upgrades Locations Contractor Agreement Resolution 2016 -XX 91 EXHIBIT "A" Proposed Traffic Signal Upgrades - Locations DI BARND Tntersection Aew+re Traffic Signal Controllers RESOLUTION NO. 2016 -XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR APPROVING THE DESIGN AND PLANS FOR THE CONSTRUCTION OF TRAFFIC SIGNAL INFRASTRUCTURRE UPGRADES PROJECT PURSUANT TO GOVERNMENT CODE SECTION 830.6 AND ESTABLISHING A PROJECT PAYMENT ACCOUNT. The City Council of the City of Diamond Bar does resolve as follows: SECTION 1: The City Council finds and declares as follows: A. The City retained Iteris, Inc. ("Consultant") as the engineer to design and prepare the plans for Traffic Signal Infrastructure Upgrades Project, B. The Consultant informed the City Engineer that these plans are complete and that construction of the Project may begin; C. The City Engineer reviewed the completed design and plans for the Project and agrees with the Consultant that the plans are complete and the Project may be constructed; D. The City Council wishes to obtain the immunities set forth in Government Code § 830.6 with regard to the plans and construction of the Project. SECTION 2: Design Immunity; Authorization. A. The design and plans for the Project are determined to be consistent with the City's standards and are approved. B. The design approval set forth in this Resolution occurred before actual work on the Project construction commenced. C. The approval granted by this Resolution conforms with the City's General Plan. D. The City Engineer, or designee, is authorized to act on the City's behalf in approving any alterations or modifications of the design and plans approved by this Resolution. E. The approval and authorization granted by this Resolution is intended to avail the City of the immunities set forth in Government Code § 830.6. SECTION 3: Project Payment Account. For purposes of the Contract Documents administering the Project, the City Council directs the City Manager, or designee, to establish a fund containing sufficient monies from the current fiscal year budget to pay for the Project ("Project Payment Account"). The Project Payment Account is the sole source of funds available for the Contract Sum, as defined in the Contract Document administering the Project. SECTION 4: The City Clerk is directed to certify the adoption of this Resolution. SECTION 5: This Resolution will become effective immediately upon adoption. PASSED, APPROVED, AND ADOPTED this 16th day of February, 2016. Nancy A. Lyons, Mayor I, Tommye A. Cribbins, City Clerk of the City of Diamond Bar, California, do hereby certify that the foregoing Resolution No. 2016 -XX was duly and regularly passed and adopted by the City Council of the City of Diamond Bar, California, at its regular meeting held on the 16th day of February, 2016, by the following vote, to wit: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: ABSTAIN: COUNCILMEMBERS: rommye A. Cribbins, City Clerk AGREEMENT The following agreement ("AGREEMENT") is made and entered into, in duplicate, as of the date executed by the Mayor and attested to by the City Clerk, by and between Elecnor Belco Electric Incorporated hereinafter referred to as the "CONTRACTOR" and the City of Diamond Bar, California, hereinafter referred to as "CITY." WHEREAS, pursuant to Notice Inviting Sealed Bids, bids were received, publicly opened, and declared on the date specified in the notice; and WHEREAS, CITY accepted the bid of CONTRACTOR Elecnor Belco Electric Incorporated and; WHEREAS, CITY has authorized the Mayor to execute a written contract with CONTRACTOR for furnishing labor, equipment and material for the Traffic Signal Infrastructure Upgrades Project in the City of Diamond Bar. NOW, THEREFORE, in consideration of'the mutual covenants herein contained, it is agreed: 1. GENERAL SCOPE OF WORK: CONTRACTOR shall furnish all necessary labor, tools, materials, appliances, and equipment for and do the work for the Traffic Signal Infrastructure Upgrades Project Project in the City of Diamond Bar. The work to be performed in accordance with the plans and specifications, dated December 2015 (The Plans and Specifications) on file in the office of the City Clerk and in accordance with bid prices hereinafter mentioned and in accordance with the instructions of the City Engineer. 2. INCORPORATED DOCUMENTS TO BE CONSIDERED COMPLEMENTARY: The Plans and Specifications are incorporated herein by reference and made a part hereof with like force and effect as if set forth in full herein. The Plans and Specifications, CONTRACTOR'S Bid dated February 1, 2016 together with this AGREEMENT, shall constitute the contract between the parties. This AGREEMENT is intended to require a complete and finished piece of work and anything necessary to complete the work properly and in accordance with the law and lawful governmental regulations shall be performed by the CONTRACTOR whether set out specifically in the contract or not. Should it be ascertained that any inconsistency exists between the aforesaid documents and this AGREEMENT, the provisions of this AGREEMENT shall control. 3. COMPENSATION: CONTRACTOR agrees to receive and accept the prices set forth in its Bid Proposal as full compensation for furnishing all materials, performing all work, and fulfilling all obligations hereunder. Said compensation shall cover all expenses, losses, damages, and consequences arising out of the nature of the work during its progress or prior to its acceptance including those for well and faithfully completing the work and the whole thereof in the manner and time specified in the aforesaid contract documents; and also including those arising from actions of the elements, unforeseen difficulties or obstructions encountered in the prosecution of the work, suspension or discontinuance of the work, and all other unknowns or risks of any description connected with the work. 1 4. TERM OF CONTRACT: CONTRACTOR agrees to complete the work within ninety (90) working days from the date of the notice to proceed. CONTRACTOR agrees further to the assessment of liquidated damages in the amount of five -hundred ($500.00) dollars for each calendar day the work remains incomplete beyond the expiration of the completion date. CITY may deduct the amount thereof from any monies due or that may become due the CONTRACTOR under this AGREEMENT. Progress payments made after the scheduled date of completion shall not constitute a waiver of liquidated damages. 5. INSURANCE: CONTRACTOR shall not commence work under this contract until he has obtained all insurance required hereunder in a company or companies acceptable to CITY nor shall the CONTRACTOR allow any subcontractor to commence work on his subcontract until all insurance required of the subcontractor has been obtained. The CONTRACTOR shall take out and maintain at all times during the life of this contract the following policies of insurance: a. Workers' Compensation Insurance: Before beginning work, the CONTRACTOR shall furnish to the CITY a certificate of insurance as proof that he has taken out full workers' compensation insurance for all persons whom he may employ directly or through subcontractors in carrying out the work specified herein, in accordance with the laws of the State of California. Such insurance shall be maintained in full force and effect during the period covered by this contract. In accordance with the provisions of Section 3700 of the California Labor Code, every CONTRACTOR shall secure the payment of compensation to his employees. The CONTRACTOR, prior to commencing work, shall sign and file with the CITY a certification as follows: "I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for workers' compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of work of this contract." b. For all operations of the CONTRACTOR or any sub -contractor in performing the work provided for herein, insurance with the following minimum limits and coverage: 1) General Liability - $2,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this AGREEMENT or the general aggregate limit shall be twice the required occurrence limit. 2) Automobile - $1,000,000 per accident for bodily injury and property damage. 2 C. 3) Employer's Liability - $1,000,000 per accident for bodily injury or disease. Each such policy of insurance provided for in paragraph b. shall: 1) Be issued by an insurance company approved in writing by CITY, which is authorized to do business in the State of California. 2) Name as additional insured the City of Diamond Bar, its officers, agents and employees, and any other parties specified in the bid documents to be so included; 3) Specify it acts as primary insurance and that no insurance held or owned by the designated additional insured shall be called upon to cover a loss under the policy; 4) Contain a clause substantially in the following words: "it is hereby understood and agreed that this policy may not be canceled nor the amount of the coverage thereof reduced until thirty (30) days after receipt by CITY of a written notice of such cancellation or reduction of coverage." 5) Otherwise be in form satisfactory to the CITY The policy of insurance provided for in subparagraph a. shall contain an endorsement which: 1) Waives all right of subrogation against all persons and entities specified in subparagraph 4.c.(2) hereof to be listed as additional insured in the policy of insurance provided for in paragraph b. by reason of any claim arising out of or connected with the operations of CONTRACTOR or any subcontractor in performing the work provided for herein; 2) Provides it shall not be canceled or altered without thirty (30) days' written notice thereof given to CITY. e. The CONTRACTOR shall, prior to performing any work under this AGREEMENT, deliver to the City Manager or his designee the original policies of insurance required in paragraphs a. and b. hereof, or deliver to the City Manager or his designee a certificate of the insurance company, showing the issuance of such insurance, and the additional insured and other provisions required herein. Self Insured Retention/Deductibles. All policies required by this AGREEMENT shall allow CITY, as additional insured, to satisfy the self-insured retention ("SIR") and/or deductible of the policy in lieu of the Owner (as the named insured) should CONTRACTOR fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. CONTRACTOR understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this AGREEMENT. Failure by CONTRACTOR as primary insured to pay its SIR or deductible constitutes a material breach of this AGREEMENT. Should CITY pay the SIR or deductible on CONTRACTOR's behalf upon the CONTRACTOR's failure or refusal to do so 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 CONTRACTOR for breach of this AGREEMENT in addition to any other damages incurred by CITY due to the breach. 6. PREVAILING WAGE: Notice is hereby given that in accordance with the provisions of California Labor Code, Division 2, Part 7, Chapter 1, Articles 1 and 2, the CONTRACTOR is required to pay not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the public works is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work. In that regard, the Director of the Department of Industrial Relations of the State of California is required to and has determined such general prevailing rates of per diem wages. Copies of such prevailing rates of per diem wages are on file in the Office of the City Clerk of the City of Diamond Bar, 21810 Copley Drive, Diamond Bar, California, and are available to any interested party on request. CITY also shall cause a copy of such determinations to be posted at the job site. CONTRACTOR shall forfeit, as penalty to CITY, not more than two hundred dollars ($200.00) for each laborer, workman or mechanic employed for each calendar day or portion thereof, if such laborer, workman or mechanic is paid less than the general prevailing rate of wages hereinbefore stipulated for any work done under this AGREEMENT, by him or by any subcontractor under him. CONTRACTOR and any of its subcontractors must be registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5, which precludes the award of a contract for a public work on any public works project awarded after April 1, 2015. This Agreement is subject to compliance monitoring and enforcement by the Department of Industrial Relations. 7. APPRENTICESHIP EMPLOYMENT: In accordance with the provisions of Section 1777.5 of the Labor Code, and in accordance with the regulations of the California Apprenticeship Council, properly indentured apprentices may be employed in the performance of the work. CONTRACTOR is required to make contribution to funds established for the administrative of apprenticeship programs if he employs registered apprentices or journeymen in any apprenticeship trade on such contracts and if other CONTRACTOR'S on the public works site are making such contributions. CONTRACTOR and subcontractor under him shall comply with the requirements of Sections 1777.5 and 1777.6 in the employment of apprentices. Information relative to apprenticeship standards, wage schedules and other requirements may be obtained from the Director of Industrial Relations, ex -officio the Administrator of Apprenticeship, San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices. 8. LEGAL HOURS OF WORK: Eight (8) hours of labor shall constitute a legal day's work for all workmen employed in the execution of this contract, and the CONTRACTOR and any sub -contractor under him shall comply with and be governed by the laws of the State of California having to do with working hours set forth in Division 2, Part 7, Chapter 1, Article 3 of the Labor Code of the State of California as amended. CONTRACTOR shall forfeit, as a penalty to City, twenty-five dollars ($25.00) for each laborer, workman or mechanic employed in the execution of the contract, by him or any sub- CONTRACTOR under him, upon any of the work hereinbefore mentioned, for each calendar day during which the laborer, workman or mechanic is required or permitted to labor more than eight (8) hours in violation of the Labor Code. 9. TRAVEL AND SUBSISTENCE PAY: CONTRACTOR agrees to pay travel and subsistence pay to each workman needed to execute the work required by this contract as such travel and subsistence payments are defined in the applicable collective bargaining agreements filed in accordance with Labor Code Section 1773.8. 10. CONTRACTOR'S LIABILITY: The CITY and its officers, agents and employees ("Indemnitees") shall not be answerable or accountable in any manner for any loss or damage that may happen to the work or any part thereof, or for any of the materials or other things used or employed in performing the work; or for injury or damage to any person or persons, either workers or employees of CONTRACTOR, of its subcontractors or the public, or for damage to adjoining or other property from any cause whatsoever arising out of or in connection with the performance of the work. CONTRACTOR shall be responsible for any damage or injury to any person or property resulting from defects or obstructions or from any cause whatsoever. CONTRACTOR will indemnify Indemnities against and will hold and save Indemnitees harmless from any and all actions, claims, damages to persons or property, penalties, obligations or liabilities that may be asserted or claimed by any person, firm, entity, corporation, political subdivision, or other organization arising out of or in connection with the work, operation, or activities of CONTRACTOR, its agents, employees, subcontractors or invitees provided for herein, whether or not there is concurrent passive negligence on the part of CITY. In connection therewith: a. CONTRACTOR will defend any action or actions filed in connection with any such claims, damages, penalties, obligations or liabilities and will pay all costs and expenses, including attorneys' fees, expert fees and costs incurred in connection therewith. b. CONTRACTOR will promptly pay any judgment rendered against CONTRACTOR or Indemnitees covering such claims, damages, penalties, obligations and liabilities arising out of or in connection with such work, operations or activities of CONTRACTOR hereunder, and CONTRACTOR agrees to save and hold the Indemnitees harmless therefrom. C. In the event Indemnitees are made a party to any action or proceeding filed or prosecuted against CONTRACTOR for damages or other claims arising out of or in connection with the work, operation or activities hereunder, CONTRACTOR agrees to pay to Indemnitees and any all costs and expenses incurred by 4 Indemnitees in such action or proceeding together with reasonable attorneys' fees. Contractor's obligations under this section apply regardless of whether or not such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee. However, without affecting the rights of CITY under any provision of this AGREEMENT, Contractor shall not be required to indemnify and hold harmless CITY for liability attributable to the active negligence of CITY, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where CITY is shown to have been actively negligent and where CITY active negligence accounts for only a percentage of the liability involved, the obligation of Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of CITY. So much of the money due to CONTRACTOR under and by virtue of the contract as shall be considered necessary by CITY may be retained by CITY until disposition has been made of such actions or claims for damages as aforesaid. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California. This indemnity provision shall survive the termination of the AGREEMENT and is in addition to any other rights or remedies which Indemnitees may have under the law. This indemnity is effective without reference to the existence or applicability of any insurance coverage which may have been required under this AGREEMENT or any additional insured endorsements which may extend to Indemnitees. CONTRACTOR, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the CONTRACTOR regardless of any prior, concurrent, or subsequent passive negligence by the Indemnitees. 11. NON-DISCRIMINATION: Pursuant to Labor Code Section 1735, no discrimination shall be made in the employment of persons in the work contemplated by this AGREEMENT because of the race, color or religion of such person. A violation of this section exposes the CONTRACTOR to the penalties provided for in Labor Code Section 1735. 12. PAYMENT FUND: A City Council resolution established a Project Payment Account, encumbered money in the current budget, and assigned that money to the Project Payment Account, which is the sole source of funds available for payment of the contract sum set forth in Section 3 of this AGREEMENT. CONTRACTOR understands and agrees that CONTRACTOR will be paid only from this special fund and if for any reason this fund is not sufficient to pay CONTRACTOR, CONTRACTOR will not be entitled to payment. The availability of money in this fund, and CITY's ability to draw from this fund, are conditions precedent to CITY's obligation to make payments to CONTRACTOR. 13. TERMINATION: This AGREEMENT may be terminated by the CITY, without cause, upon the giving of a written "Notice of Termination" to CONTRACTOR at least thirty (30) days prior to the date of termination specified in the notice. In the event of such termination, CONTRACTOR shall only be paid for services rendered and expenses necessarily incurred prior to the effective date of termination and those reasonably necessary to effectuate the termination. CONTRACTOR shall not be entitled to any claim for lost profits. State of California "CONTRACTOR'S" License No. #738518 CONTRACTOR'S Business Phone (909) 993-5470 CONTRACTOR'S emergency phone which can be reached at any time: IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT with all the formalities required by law on the respective dates set forth opposite their signatures. By: Title: Date: By: Title: Date: CITY OF DIAMOND BAR, CALIFORNIA By: NANCY A. LYONS, MAYOR Date ATTEST: By: TOMMYE CRIBBINS, CITY CLERK APPROVED AS TO FORM: DAVID DEBERRY, CITY ATTORNEY Date 7 CITY COUNCIL Agenda # 6 , 7 _ Meeting Date: February 16, 2016 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Man TITLE: AWARD A DESIGN AND 8ONSTRUCTION ADMINISTRATION/ INSPECTION SERVICES CONTRACT FOR AREA 4 RESIDENTIAL AND COLLECTOR STREET REHABILITATION TO ONWARD ENGINEERING IN THE AMOUNT OF $119,753.00 AND AUTHORIZE A CONTINGENCY AMOUNT OF $12,000.00 FOR CHANGE ORDERS TO BE APPROVED BY THE CITY MANAGER FOR A TOTAL AUTHORIZATION AMOUNT OF $131,753.00. RECOMMENDATION: Award. FINANCIAL IMPACT: The FY 2015-2016 CIP Budget allocated $1,750,000 for the Area 4 Residential and collector Street Rehabilitation Project utilizing various funding sources. BACKGROUND/DISCUSSION:. As shown in Exhibit "A, the project objective is to complete approximately 14.4 centerline miles of residential & collector roadways with slurry seal/chip seal or some other recommended pavement rehabilitation application and to remove/repair isolated damaged AC pavement. On January 25, 2016, four (4) proposals were received for design and construction administration/ inspection services for the Residential and Collector Area 4 Street Rehabilitation Project in response to the City's Request for Proposals (RFP). The proposals were reviewed and evaluated based on 1) general responsiveness to the City's RFP, 2) staff and firm experience with projects in similar size and scope, 3) approach/methodology, 4) hours and level of effort, 5) ability to meet the City's schedule and expectations, and 6) references. 1 The table below lists the proposed fees from these professional engineering consultants: Consultant Total Design and Construction Administration Fees Onward Engineering $ 119,753.00 Tait & Associates, Inc. $183,066.00 PENCO $ 190,856.00 TKE $333,700.00 In consideration of the six (6) criteria mentioned above, staff concurred that the best qualified firm for this project is Onward Engineering. Onward Engineering submitted a thorough proposal for design and construction administration/ inspection services which detailed their methodology and approach clearly while identifying critical strategies that have been tailored specifically for this project and to the City's needs. Also, Onward Engineering emphasized the need to prepare an expeditious design schedule to ensure construction completion prior to nearby schools' August 2016 fall term start date. Lastly, Onward Engineering has assigned staff that has been proven to be qualified in design and inspection of similar projects. Onward Engineering has continuously been reliable and responsive to the City's needs and consistently provided a high level of quality and dedication to every project awarded to them in the past. It had also been staff's experience that Onward Engineering keeps track of a list of "Lessons Learned" from past projects that are carried over to future projects and help improve management of these projects. Attached is the Consulting Services Agreement with the firm's scope of services and fee schedules. The project schedule for this year's slurry seal/overlay project is tentatively set as follows: Task Tentative Schedule Notice to Proceed with Design February 2016 Plans and Specifications Complete May 2016 Construction Contract Award June 2016 Construction Complete August 2016 2 PREPARED BY: John Beshay, Associate Engineer Date Prepared: February 8, 2016 REVIEWED Y: Dav iu, P.E. Director of Public Works Attachments: Exhibit A- Onward Engineering Proposal Scope of Work & Fee Schedule Area 4 Exhibit B -Consulting Services Agreement Exhibit C- Area 4 Residential & Collector Map Exk-,Utk "R" OE uses a 5 -step approach for public works projects which correlates to the Project Management Institute (PMI) standards for project management. By implementing this approach, we feel thatwe are oroactively ensuring quality and the successful design of this project. - Develop goals --- Visit project site '-. Define scope Select team - Direct project exeaction Manage - Monitor project work `Control m -- project - Closeout project - Prep lessons learned - Establish objectives _ _ Identify Stakeholders stakeholders Calculate budget Calculate schedule Establish comm plan project - Provide CA Manageteam __. Verify scope - Control scope - Control schedule Comply w/ doc - control Establish doc control _ Set QA/QC Plan Manage stakeholders - -Perform Control cast OC - Distribute information �y �� -Repport performance R Control risks - Our Quality Policy states that OE is committed to understanding and meeting the City's needs and complying with statutory and regulatory obligations at all times. Therefore, all projects will be executed in a manner that emphasizes safety, quality, schedule and maximum cost effectiveness. Our team prides itself on the quality of the engineering and construction management services it provides. As a matter of fact, members of our projectteams make great efforts to assure that each project is of the highest possible quality, meeting or exceeding the needs and expectations of our valued Clients. OE's Quality System consists of three integrated and coordinated components; these are: 1. The Quality Assurance/Quality Control Manual (Design and Construction Projects) 2. The Standard Operating Procedures 3. The Project Quality Control Plan. This is the Project/Site specific QC plan. Project Understanding Onward Engineering (OE) is a firm committed to client satisfaction and personalized solutions. Our approach to preparing this proposal was the first become familiar with the project site, projected scope, and the City's vision. OE has visited the project limits to conduct a preliminary field investigation, carefully reviewed the City's RFP, and handpicked ourteam. This allows us to present a carefully constructed approach and scope, realistic schedule, an inclusive and fine-tuned fee. The City of Diamond Bar is requesting a team to provide full design engineering, construction management, and inspection services on the Area 4 Residential and Collector Rehabilitation Project. The limits cover 14.4 miles, north of Pathfinder Road and west of the 57 freeway, as shown on the following page. The project budget is $1.75 million. Our experience on these types of projects including experience in the City of Diamond Bar has taught us several things. First, the field investigation must be carefully conducted to make note of secondary improvements such as manhole drop-offs and water valves. During the field walk, our team will measure the slope of each street. Streets with a high slope can cause quantities to be underestimated. Measuring the slope allows our design team to be much more accurate. Second, our team will use the Pavement Management System (PMS) to get a preliminary cost estimate. This will allow us to get a good handle on the budget necessary to incorporate the recommended design. After getting this preliminary estimate, curfield walk will confirm these costs. During the field walk, we can make adjustments to get within budget if necessary. Adjustments at that point are easier to do on an as needed basis. This allows us to have flexibility throughout the design; instead of hitting a wall and requiring full redesigns because the budget does not work. We will also assess alternative rehabilitation methods for the City's review. One of these potential alternatives is an Emulsion -Aggregate Slurry Mix. This mix is utilized by the city of Anaheim. It is a homogenous mat which adheres firmly to the surface and provides a skid - resistant surface texture. This can be coupled with an accelerator to minimize impact on residents. The third lesson learned is to perform a pre -construction field walk where we take a complete video of the existing parkway. This allows us to avoid/justify resident complaints about broken sprinklers, driveways, landscaping, and the like. In our experience, this is a great way to eliminate drawnout complaints and to properly assess liability and Contractor performance. Another lesson learned involves the reporting in the field during construction. Quantities will be recorded on a daily basis and alerts at 25%, 50%, 75%, and 90% milestones will be triggered. The Construction Manager will then assess that bid item to make sure that the quantities are where they should be. This allows us to proactively manage the work and to be on top of any potential overages before they occur. na a9. U LAmon Geek s>es`"Y 4fl°. S �wv ,4� ngsi' sse n 'o ! W_Inuf CCICPWb 1 {^knr t� q,?nVxWYFd 9rarMl�Ad 1, tEF AM P Industry s ceai!. Rung s'p"s ly'"c-'2rrnus Dr n' cme+ i i my es - ELheMn � SI. Penis Lxlhollc Chm�h a uy2 e a ?alh:indO p�. ao� r 1� QCT ii�Ixmand 8eF 1 Err Creon 1111-1 _ .n Field Observations Our initial field observation indicate that the AC exhibits longitudinal and block cracking throughout the project limits as well as potholes of varying sizes. Weeds and grass were also growing in some areas where the AC had deteriorated adjacent to the curb. The OE design team will, upon selection, go back out and walk every street to identify the most cost effective rehabilitation method while also meeting the City's goals. Additionally, we noted various traffic control devices including split speed humps and raised pavement markers. These will be called out on the plans that they are replaced or preserved during construction. The sidewalk in specific locations was severely uplifted. We were also able to find slotted gutters, which the City may want to consider removing and replacing since they are unsafe for cyclists and wheelchairs. During the field walk, we noted areas where there was ponding in the cross gutters. OE will ensure that our design addresses drainage concerns and includes proper cross falls. Concrete improvements will be prioritized and photographed so that the City can include the most critical improvements based on the available budget. OE will expeditiously prepare the design so as to ensure construction completion before schools open on August 15, 2016. To achieve this, we will make this project their ultimate priority and we will not over allocate the proposed design team Design Scope of Work Our corporate culture thrives on innovation, and we are dedicated to keeping up with industry standards and new technologies. OE provides ingenuity in its engineering solutions. We consider every project an opportunity to make peoples' lives more comfortable. As a company, we feel it's important to base our goals and objectives on a solid foundation of good corporate ethics. The following is our proposed scope of work for this project, we have no exceptions to the City's stated scope of work. OE will set up a design kick-off meeting with City staff to discuss the scope of work, objectives, design criteria, technical requirements, and project schedule. It is important that the scope of work and schedule be reviewed by the City at this meeting to ensure a smooth and successful project. OE will utilize this meeting to identify additional meetings to be coordinated for specific milestones. Deliverables Meeting minutes and agenda The OE team will compile and review all existing plans and documents available from the City of Diamond Bar and County Public Works Department. Existing documentation research that will be reviewed includes State, County, City, utility, and other pertinent records and documents, existing street, signal, storm drain, gas, sewer, and water main improvement plans, topographic data maps, record drawings, utility plans, geotechnical reports, survey centerline and private property monument data, and other important information. All records will be compiled and returned to the City upon project completion. Deliverables -Existing records matrix and copies of existing records OE will conduct a field survey to confirm existing site conditions, develop base sheets, inventory repairs, and to shape the scope of work. OE will identify areas for slurry seal, rehabilitation, AC pavement reconstruction, and grind and overlay. Additionally, the OE team will identify all slotted cross gutters for removal and replacement. A prioritized list of damaged sidewalk, damaged curb and gutter, and non-compliant access ramps will also be noted so that the City can determined, based on the budget, what to address. The precise limits of removal and replacement will be called out during construction. OE will verify records drawings and data and inventory roadway signage and existing pavement markings. OE will prepare a photo log of key project areas. OE will coordinate with the City to ensure that all desired improvements are noted to ensure that all necessary data is obtained and considered in the design. A report of our findings will be prepared and presented to the City prior to proceeding with the design. Deliverables: - Site evaluation notes, photos, & video (parkway, roadway, & other repair locations) - Pavement marking and roadway signage inventory We believe that utility notifications are a low cost/high value component of every design project. Our past experience working on similar projects has allowed us to set a highly successful utility coordination protocol that greatly assists in the success of public works projects. First, we focus on confirming the contacts for all existing utility facilities. OE will conduct existing records research and coordination with utilities in the area and all design work will be coordinated with the affected utilities. OE will conduct an online design investigation through Dig -Alert which allows our staff to research and confirm the most recent contacts for all present affected utilities. Each company will be contacted & informed of the upcoming project. OE then conducts a three -pronged utility coordination and investigation protocol which involves a detailed local utility research, a three-step utility notification protocol (inform, advise, relocate/adjust), as well as utility coordination meetings. If we deem it necessary, we will meet individually with the affected agencies, at no additional cost to the City, to ensure project success. We will notify all affected utility companies to alert them of the upcoming project and request verification of the sizes, depths, and locations of their underground lines, facilities, and substructures within the project vicinity. After receipt of Information from the utilities, OE will cross check the plotted locations with field review information to ensure the existing utility lines are shown in their proper locations. Once the proposed improvements have been finalized, OE will identify potential utility conflicts and determine where relocations will be required. Deliverables -Utility contact matrix -1n, 2nd, and Yd utility notices -Utility notification log -Correspondence to each utility company Once the Site Research Phase is complete, OE will immediately begin the preparation of the plans to make 65% and 90% submissions. Our design team will begin to populate the plan set with the necessary plan information. OE will also coordinate with adjacent agencies or utilities and submit the necessary plans for the review or approval. Each submittal will be preceded by submission of an electronic copy. This allows us to ensure that the schedule milestones are met. OF will coordinate plan check meetings at the 65% and 90% submittal phases with the City. OE will also prepare a summary of the submittal review comments and scanned redlined plans in electronic format on CD. Upon receipt of the comments, OF will actively incorporate all comments and bring the previously noted plans to 90% completion level. Plans will indicate AC pavement reconstruction areas as well as mill and overlay limit. Our plants that will also include striping plans and will reference traffic control per California MUTCD. Plan sheets expected for this project include: 1- Title Sheet (1 page) 2- Plan Sheets at 100 scale (15 pages) Deliverables -65% & 90% Plans (2 hard copies dated and marked "Check Set" & digital copy) Clarity of bid items, site control, and payment method for each item of work are crucial in the preparation of the project specifications. OE will edit the "boiler plate" specifications provided by the City of Diamond Bar. OE will also prepare the technical portion of the project specifications utilizing the Standard Specifications for Public Works Construction (latest), Standard Plans for Public Works Construction (latest), and the City's Standard Specifications and Plans (which we are extremely familiar with) . We will ensure that each pay item is clearly referenced and described in each applicable section of work. The bid schedule will be included per City Standard and as directed and approved by City staff. Close attention will be paid to the delineation of each bid item to ensure that the specified project scope covers the full intent of the City. Deliverables -65% & 90% Specifications submitted in email in Microsoft Word Format For this work item, OE will prepare an Engineer's Estimate in tabular form for each construction item showing quantity, unit price, and total cost. Additionally, we will submit backup documentation. The cost estimate development will be a continuous process which begins at project inception and ends with design completion. Our office constantly updates the unit price records from recent local projects in an effort to provide the most accurate project estimated costs. It is important to take into consideration the size and location of the project in comparison to the baseline projects. OE will utilize our knowledge of rehabilitation methods and our conceptual design documentation to aid in the preparation of the Preliminary Statement of Probable Costs. The OE design team will meet with the City to discuss project scope adjustments before the preparation of plans and specs. With the use of Civil BD software, we are able to track the quantities and costs while preparing the plan set. This allows us to keep the cost in mind as we conduct our design. We are aware of the City's budget, and we will work with the City throughout the design to ensure that any cost reduction measures are incorporated in to the project to ensure the project is completed within the allotted budget. Deliverables -65% & 90% Engineer's Estimate Once the City has completed the review of the 90% PS&E, OE will meet with City staff to go over any final comments. Upon receipt of the comments, OE will expeditiously work towards the completion and submittal of the 100% PS&E. It is not anticipated that any major changes will be required for the 100% Submittal and it will be our goal to have a quick turnaround so that the City can actively pursue getting this project out to bid. Additionally, if upon submittal of the 100% PS&E package it is noted that minor changes are needed, OE will incorporate all necessary changes. OE will plot the final plan set, wet sign all necessary bid documents and will compile our design files for a final submittal to the City. At this phase plans will be guaranteed to meet the 5 C's, consistent, clear, correct, constructible, and complete. A discussion of our QA/QC plan can be found following this section. Deliverables -Engineer wet signed hard copy plans (3 bond copies) -PDF copies of Plans and Specifications on CD OE will provide ongoing support services during the bid phase. We have a multitude of experience providing bid assistance and construction management services. We will respond to Requests for Clarification (RFC) and Requests for Information (RFIs), make revisions to the PS&E if requested, prepare addenda at the City's request. Deliverables -RFI responses (RFI Log) -Addenda (if issued) The Contractor will re-establish centerline monuments and prepare corner records. However, the OE team will oversee this work item and review submittal prior to County recordation. If it is discovered that a signed and reviewed set of plans requires revisions due to errors and omissions or as a result of utility company review of the plans and specifications, OE will make changes in a timely manner at no cost to the City of Diamond Bar. Any other changes requested by the City during construction resulting from changed conditions will be done in a timely manner so that the construction proceeds unobstructed. Project Controls Achieving design quality is the foundation for keeping costs under control during construction. Nothing is more important than design quality. It must be stressed during all stages of project design, including concept development, preliminary design, detailed design, and bid and award. Effective Construction Management (CM) begins during design because the costs of CM, including change orders and claims, are largely determined by the design quality. Nothing provides a better return on investment than focusing resources to produce a quality design. Emphasizing design quality and design clarity is the surest way to minimize the amount of change orders and construction costs. There is no better or more effective way to control total project costs than producing well-documented, well designed plans and specifications. Quality assurance is a proactive measure taken to ensure the systems and procedures are in conformance with the City's requirements and expectations. Plans and specifications must be of high quality, which means they must be clear and understandable, complete, accurate, consistent, and constructible. The Contractor receiving these plans should know exactly what to bid thus minimizing areas of interpretation to a minimum. The requirement for public bidding puts additional pressure on the design engineering team to achieve both quality and clarity in plans and specifications. Accuracy and consistency among the calculations, drawings, specifications, and all project documents are essential to achieving the desired project quality. Our submitted documents will go through three levels of review prior to each submittal: Initial Peer Review, Project Manager Review, and QA/QC Review. This three tiered review allows for error mitigation on three separated levels of detail: ground level (drafting, calculations, and document formatting), project management level (design and project intent compliance) and quality assurance level (completeness of document and ensure "biddable" plans). Plan checks will ensure that the plans meet the 5 C's: consistent, clear, correct, constructible, and complete. Our project engineers and project managers recognize that quality is the result of several processes. It requires many individuals performing many appropriate activities at the right time during the plans development process. Quality Control does not solely consist of a review after a product is completed. It is an approach and a realization that quality is something that occurs throughout the design process. QC means performing all activities in conformance with valid requirements, no matter how large or small their overall contribution to the design process. Good CAD techniques, attention to detail, and ensuring the plans are correct and useful to the contractor are also essential to quality. The design team follows OE's established design policies, procedures, standards and guidelines in the preparation and review of all design products for compliance and good engineering practice as directed by the Project QC Plan. OE has a versatile construction management and Inspection team that is capable of taking on multiple roles. Due to our dedication to modernization and commitment to quality, we have a perfectly blended team of technology conscious individuals and well -seasoned construction managers and Inspectors. We guarantee that our staff can complete construction from A to Z while staying in communication with the client to ensure full satisfaction. Our construction managers and inspectors of record (IOR) place a high value on quality and safety, and will institute a set of controls to manage scheduling and budgeting efficiently. OE has assumed that the construction will last 45 working days per the City's RFP. OE understands the City's goal of completing construction priorto August 15t', 2015. Ourschedule reflects a comfortable expeditious schedule which will meet this deadline while ensuring that the final product, both during design and construction, is of the high quality that meets and exceeds the City's expectations. Whatfollows is a general description of our scope of work during construction which further showcases our understanding of the work required by the City as a result of this RFP: Pre -Construction Phase Constructability Review The CM will review the PS&E to become familiar with the project. The Benefits: CM will run the initiation of project controls at this phase as well as Allows our team to convey all project specific information reviewing and commenting on the Contractor's preliminary schedule, and key items. Allows our submittals, and notifications to utilities. The CM will arrange/conduct team to gain a solid pre -construction meetings and answer questions from the City and understanding of the project businesses. requirements and City goals. Deliverables: The Construction inspector will review PS&E and become familiar with Meeting agenda, notices, and the Contractor's preliminary schedule while making suggestions to the minutes. CM. The inspector will also attend pre -construction meeting and answer questions as necessary. RFI Coordination The CM will review RFI's, samples, shop drawings, and coordinate with Benefits: the project designer for interpretation. The CM will also conduct Quick and accurate responses to Contractor to minimize meetings with the Contractor to discuss and resolve any RFIs. delays. Deliverables: The Construction Inspector will provide assistance for background, Assist in RFI review. clarifications, provide field data for necessary RFI information. Submittal Review The CM will process/track RFI's, submittals, shop drawings, change Benefits orders, revisions, review estimates for reasonableness and cost Ensures all contractor effectiveness. materials, methods & notices are in compliance with PS&E. The Construction Inspector will provide assistance for background, Deliverables: clarifications, and provide field information as necessary. submittal log, stamped submittals, recommendations. Construction Phase Weekly Progress Meetings (Bi -Weekly) The CM will schedule/conduct weekly progress and dispute Benefits: resolution meetings as necessary to discuss contract issues, Allows discussion of procedures, progress, problems, CCOs, submittals, RFIs, deficiencies milestones and issues to ensure compliance with the and schedules. These meetings will be conducted weekly at the city's PS&E. initial stages, then may transition to bi-weekly. Deliverables: The Construction Inspector will attend weekly and bi-weekly Meeting agenda, minutes, and weekly statement of progress meetings to communicate, coordinate and resolve any calendar, working days issues that may arise at the job site. report, and status reports. Project Schedule Review The CM will review schedule updates. The CM will compare work Benefits: progress with planned schedule and notify the Contractor of any Provides a solid baseline schedule for planning and slippages and pursue options to get the Contractor back on analysis of project during the schedule. The CM will obtain weekly updates from Contractor that construction phase. incorporate progress, weather delays, and CCO impacts. The CM will assist the City in negotiating time extensions and submit monthly Deliverables: progress reports to the City with a narrative on the progress and construction schedule updates. complete Earned Value Analysis. The Construction Inspector will review construction progress schedules regularly, verify schedules are on track, identify deviations, and ensure corrective actions are taken to bring the project back on schedule. Community Coordination The CM shall serve as primary contact and authority for this task. Benefits: Respond to questions and concerns of community, and coordinate Minimizes construction with the Inspector to ensure project update signs. The CM will assist impact to residents and businesses. the City with coordinating services of other consultants and review Public Notices to ensure accuracy and to avoid business impacts. The Deliverables: CM will notify the City's Project Manager with any significant issue, community coordination records to include business and work with the Inspector to compile a log of all queries and name, contact, phone discussions with business community. number, address, discussion notes including the date of The Construction Inspector will update signs within project limits, discussion, and any action and coordinate with the Contractor, safe and acceptable access to taken. adjacent businesses during construction. The Inspector will coordinate the mitigation of construction impacts with all necessary parties, and ensure all Public Notices are distributed to each business affected by the project. Construction Inspection The CM will work closely with the Construction Inspector and review Benefits: Daily Construction Reports (DCRs) provided by the Inspector. Ensures active monitoring and documentation of jobsite and project progress. Also, provides The Construction Inspector will provide continuous inspections so the notes on labor, weather, project is constructed according to specifications. The IOR will also progress, key items, and field prepare DCRs and WSWD, monitor compliance with City's Construction observations. clear Demolition & Recycling Ordinance, review soil compaction and documentation of existing condition, progress of materials testing certifications of compliance, and coordinate with the construction, and final field City regarding quality of work completed. Take photos and video prior, conditions. during, and after construction, and prepare a Daily Photo Diary which will be available with the DCR in real-time to the City. The Inspector will Deliverables: prepare field blue -line set of drawings to incorporate Contractor record Daily reports, weekly statement of working days, daily photo drawing markups. Lastly, assist in monthly progress payment diary, raw image files &video. recommendations by making measurements of bid items. OE has coordinated with AESCO to provide as needed materials testing services during construction. Geotechnical inspection assumes 4 half days during AC and 4 full days during Slurry operations. Job Safety Compliance The CM will work with the contractor to implement job safety Benefits: procedures in compliance with CAL -OSHA requirements, and monitor Ensures a safe and successful construction project from Contractor's compliance with established safety protocol. inception to completion. Also, ensure full federal, state and The Construction Inspector will monitor job safety procedures in local safety standard compliance with CAL -OSHA requirements, monitor contractors compliance. compliance with established safety program, document deficiencies and hazards, and investigate, report on accidents, observe construction Deliverables: safety, public safety and convenience, and report discovered problems safety infraction reports. to City. Change Orders The CM will establish, implement and coordinate systems for Benefits: processing all contract change orders. Review and evaluate, via an Provides clear documentation review and recommendation independent cost estimate, cost proposals submitted by the contractor for change orders to maximize for all contract change orders. The CM will negotiate CCO and prepare value of contract. using City's standard format and give recommendations. Quantity and cost analysis will be performed for negotiation of CCOs. The CM will also analyze any additional claims and perform claims administration Deliverables: Change order notesand including coordinating, monitoring, togging, and tracking claim Status. recommendations. The CM will also evaluate cost reduction proposals and provide recommendations to the City. The inspector will maintain data for CCOs. Progress Payments The CM will track quantities of work completed for progress payment, Benefits: develop & implement procedures for review & process of progress Provide accurate measurements of work payment applications, assist the City with review, certification, and completed by the Contractor. process of payments. The CM will keep track of monthly progress and access the contractors' progress payment applications. If the CM notes Deliverables: any discrepancies, the differences will be negotiated with the ensure accurate records are contractor before processing payments through the City's PM. kept of actual quantities installed, provides back-up. Labor Compliance The CM will monitor compliance with Prevailing Wages, and ensure Benefits: compliance with Federal Labor Laws& the Davis -Bacon Act. The CM will Ensures full grant funding ensure contractors submit certified payroll reports and that labor/hours compliance. reported by the Contractor match DCRs. Deliverables: Contractor Certified Payroll The Construction Inspector will conduct field construction employee Records, CM payroll review interviews, and verify & document job -site posting of wage rate notes, employee interview information & labor compliance posters. forms, interview reports. Construction Documentation The CM will establish job control documents including DCRs, weekly and bi-weekly status reports, weekly statement of working days, construction change orders, and certified payroll records and labor compliance documents. The CM will receive, log, and document monthly construction payments, material receipts, weigh certificates, and material submittals. Our Construction Inspector will maintain coordination with the CM for all project records, including but not limited to; DCRs, correspondence, submittals, CCOs, progress payments, Lab and Field Test Reports, Materials Delivery Tickets and Compliance Certification, Progress Reports, Progress Photos, and Meeting Minutes, guarantees, certifications, affidavits, leases, easements, deeds, 0&M manuals warranties, and all other necessary documents. Water Quality & SWPPP The Construction Inspector shall monitor and enforce the Contractor Benefits: compliance with Water Quality Control Plans. The Inspector will also Clear communication and oversee Contractor's Storm Water Pollution Prevention (SWPPP) records to contractor. responsibilities. Post -Construction Phase Final Walkthrough & Inspection The CM will recommend and conduct final inspection with the City staff Benefits: and project design consultant. confirmation to all stakeholders of final completion of work. The Construction Inspector will conduct final inspection and close-out encroachment and construction permits. As -Built Plans The CM will maintain "as -built" work records and activities during Benefits: construction. Transmit Contractor and IOR red -lines for incorporation Representation & documentation of Feld changes into As -Built Plans, review plans to ensure accuracy and quality, and made during construction & deliver as -built & electronic drawings to City. accurate records. The Construction Inspector will review the Contractor's as-builts daily Deliverables and ensure the Contractor keeps these records up to date throughout IOR and contractor Red- Lines, designer coordination records, construction. The Inspector will coordinate preparation and submittal final as -built documentation. of as-builts. Punch Lists & Non -Compliance Items The CM will issue preliminary & final punch list and monitor and follow- Benefits: through with contractor until completion of punch list items. The CM Clear communication and records to Contractor. All non - will review and distribute the Inspector's notes regarding non- compliant items are noted and compliant work items and recommend mitigating procedures for fixing fixed prior to notice of non-compliance. The CM will also finalize the bid items, claims, change completion. orders, punch list Items, correct shop drawings, and oversee the completion of record drawings. Deliverables Preliminary and Final Punch lists. Inspector's Non - The Construction Inspector will prepare in -progress punch lists at Compliance Notice, Non - completion of each project phase until completion. The Inspector will compliance Notes direct and notify contractors about non-compliance and correct compliance problems as discovered. Completion Recommendations The CM will evaluate completion of work and recommend final Benefits: inspection. This includes preparing the Report of Expenditures Checklist Ensures that work items and necessary attachments. The CM will also provide support for completed as specified. construction claims analysis and litigation and will be available for any audits including internal City audits. Deliverables: Final completion The Construction Inspector will provide notes and concurrence to the recommendation, final report of completion. CM regarding final completion of all field work. Final Payment Request The CM will review and process request for final payment and release Benefits: retention. Develop a reasonable cost control system, including regular Ensure payment is provided to Contractor, organized cost monitoring of actual costs for activities in progress and estimates for tracking data for future uncompleted tasks and proposed changes and identify variances reference. between costs. Deliverables: The Construction Inspector will confirm final field quantities to the CM. Final payment recommendation. The Inspector will provide complete measurements and calculations to administer progress payments and make recommendations for payments. Submit Project Files The CM will maintain a project filing system in compliance with Caltrans Benefits: LAPM, finalize and deliver all project files, records, exhibits, Provides a single source location for the entire project's coordination documentation and submittals to the City for final records, active monitoring and review/archiving. documentation of jobsite and project progress. The Construction lnspectorwill maintain field notes and provide all field inspection notes, as-builts, pictures, material tickets, permits and other Deliverables: Final project files per LAPM, documents. final project report, as -built and digital set of drawings, construction files. ONWARD ENGINEERING PROPOSAL FOR AREA 4 RESIDENTIAL & COLLECTOR STREET REHABILITATION DESIGN SERVICES AND CONTRACT ADMINISTRATION/INSPECTION SERVICES IN THE CITY OF DIAMOND BAR Phase Task ProjeR Tasks QA/QC Manager MejdJ Ataya, PE $110 Hours Project Manager Justin Smeets, PE $105 Noun Pr.j.d Engineers $90 Hours T Total . i ..?,... ,..._, SITE RESEARCH.. _Total IV CONSTRUCTION PHASE I 1 Rickaff Meeting 2 4 2 35 $820 1 2 Research and Review of Available Data $4,935 8 28 180 $3,360 1 3 site Evaluation $51,300 15 80 $8,775 1 4 Utillty Research & Notification $13,288 2 24 14 $2,370 SUBTOTAL SITE RESEARCH 2 29 1 134 1 229 $15,325 $13,288 $71,893 II PROJECT DESIGN TOTAL DESIGN &CONSTRUCTION ADMIN/INSPECTION I I I$119,753 II 1 Prepare 65%PS&E 12 50 100 $15,570 11 2 65%Pl ri Check Meeting 4 4 $780 II3 Prepare 90% ME 8 20 70 $9,280 II 4 90%Plan Check Meeting 4 4 $780 II 5 Prepare 10096 &Final PS&E 4 15 20 $3,815 'II 6' Reimbursable Expenses _ ]-$900 II SUBTOTAL PROJECT DESIGN 24 93 198 $31,125 III BID ASSISTANCE III 1 IBid ASSiSnnce 10 1 4 $1,410 III ISUBTOTAL BID ASSISTANCE 0 10 1 4 $1,410 SUBTOTAL I DE51GN SERVICES $2,860 $13,860 $30,240 $47,860 Phase 'Task ProjeR Tasks Construction Manager Justin 5meetsPE , $105 Hours Construction Inspector Steve Bauer $90 Hours Sub -Consultant N/A LUMP SUM _Total IV CONSTRUCTION PHASE IV 1 Pre-Construcdon Phase 35 14 $4,935 IV 2 Construction Phase' 180 36D $51,300 IV 3 Geotechnical Testing*' $13,288 $13,288 IV 4 Past -Construction Phase 14 10 $2,370 IV SUBTOTAL CONSTRUCTION PHASE 1 229 1 384 1 $13,288 $71,893 TOTAL DESIGN &CONSTRUCTION ADMIN/INSPECTION I I I$119,753 ' Construction Services hours calculated off of 45 working days with 4 hrs/day for CM and 8 hrs/day for Inspection. Onward Engineering will hill only for actual hours spent "Geotechnical inspection assumes 4 half days of nuclear gauge testing with 2 samples taken, lab testing and max density testing for AC, and 4 days of sampling from slurry seal with testing per Greenbook. This fee also includes preparation of a report and daily diaries for the Exhibit `B" CONSULTING SERVICES AGREEMENT THIS AGREEMENT (the "Agreement") is made as of February 16, 2016, by and between the City of Diamond Bar, a municipal corporation ("City") and Onward Engineering, ("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 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. David G. Liu, Director of Public Works and/or his designee 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 to the satisfaction of the City's Project Manager and the City Manager 2. Term of Agreement. This Agreement shall take effect February 16, 2016, and shall continue unless earlier terminated pursuant to the provisions herein. 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 pursuant to this Agreement shall not exceed One -hundred nineteen thousand seven hundred fifty three dollars and zero cents ($119,753.00) 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. Exhibit `B" C. City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 30% 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. 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. 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 by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Consultant, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto. 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. 2 ExMbit `B" 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 reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for 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. Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with: (1) Any and all claims under Worker's Compensation acts and other employee benefit acts with respect to Consultant's employees or Consultant's contractor's employees arising out of Consultant's work under this Agreement; and (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, regardless of City's passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Consultant's legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay any final judgment rendered against the Indemnitees. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to extend to any third party indemnification rights of any kind. (3) To the fullest extent permitted by law, Consultant agrees to indemnify and hold Indemnitees entirely harmless from all liability arising out of any claim, loss, injury to or death of persons or damage to property caused by the negligent professional act or omission in the performance of professional services pursuant to this Agreement. 3 Exhibit `B" 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 comprehensive general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 combined single limit 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 combined single limit of $1,000,000. If such insurance is on a claims made basis, Consultant agrees to keep 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, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive 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 non -renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City ten (10) day's prior written notice thereof. Consultant agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City. 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 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 m Exhibit `B" 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. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention ("SIR") and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Consultant understands and agrees that satisfaction of this requirement is an express condition 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 Contractor 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. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Consultant prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Consultant's prior written consent, use the same for other unrelated projects. 5 Exhibit `B" 12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire. 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 records, 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 reproduce 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 covenants 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 its services hereunder. Consultant further covenants 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 services under this Agreement. All of the services required under this Agreement will be performed by ri Exhibit `B" Consultant or under it supervision, and all personnel engaged in the work shall be qualified to perform such services. Except as otherwise authorized by the City's Project Manager, David G. Liu, Director of Public Works and/or his designee shall be the person who primarily performs the work provided under this Agreement. Except as provided in this Agreement, Consultant 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: employment, 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 subcontracts for standard commercial supplies or raw materials. 17. Time of Completion. Consultant agrees to commence the work provided for in this Agreement within (5) days of being notified by the City to proceed and to diligently prosecute completion of the work within two hundred forty five (245) calendar days from such date or as may otherwise be agreed to by and between the City's Project Manager and the Consultant. 18. Time Is of the Essence. Time is of the essence in this Agreement. Consultant shall do all things necessary and incidental to the prosecution of Consultant's work. 19. 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 Exhibit `B" 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. 20. 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. 21. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments. 22. 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 default 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. 23. 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. 24. 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. 25. 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 8 Exhibit `B" addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section. "CONSULTANT" Onward Engineering 300 S. Harbor Blvd, Ste. 814 Anaheim, CA 92805 Attn.: Majdi Ataya, P.E. Phone: (714)533-3050 E -Mail: MAtaya@oe-eng.com "CITY" City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765-4178 Attn.: David G. Liu, P.E. Phone: (909)839-7040 E-mail: DLiu@DiamondBarCA.Gov 27. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California. 28. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument. 29. Entire Agreement. This Agreement, and any other documents incorporated herein by reference, represent the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a person duly authorized to do so under the City's Purchasing Ordinance. IN WITNESS of this Agreement, the parties have executed this Agreement as of the date first written above. "Consultant" Onward Engineering By: Printed Name: Title: "City" CITY OF DIAMOND BAR Bv: Nancy A. Lyons, Mayor By: ATTEST: Printed Name: Tommye Cribbins, City Clerk 0 Exhibit `B" Approved as to form: A City Attorney *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. 10 "C EXHIBIT " CITY COUNCIL Agenda # 6.8 Meeting Date: February 16, 2016 AGENDA REPORT TO: Honorable Mayor and Members ,of the City Council VIA: James DeStefano, City Manage ? TITLE: APPROVAL OF CONTRACT AMENDMENT NO. 1 IN THE AMOUNT OF $50,000 FOR A NOT -TO -EXCEED TOTAL COST OF $125,000 PER FISCAL YEAR WITH DAVID EVANS AND ASSOCIATES, INC. (DEA) TO PROVIDE LANDSCAPE PLAN CHECKING SERVICES FOR THREE FISCAL YEARS (2015/16 THROUGH 2017/18) WITH AN OPTION FOR TWO ONE-YEAR EXTENSIONS. RECOMMENDATION: Approve. FINANCIAL IMPACT: There is no additional appropriation required since costs associated with DEA's landscape plan checking services are funded through application and processing fees paid to the City by project developers. The three-year Consulting Services Agreement authorizes the Consultant to submit invoices to the City for a not -to -exceed amount of $125,000 per fiscal year. BACKGROUND/DISCUSSION: On June 2, 2015, the City executed a three-year Consulting Services Agreement with DEA to provide landscape plan checking services. The current contract expires on June 30, 2018. From July 2015 to January 2016, landscape plan check and project management billings totaled approximately $55,000. A significant percentage of those billings have been generated by the large-scale and complex Willow Heights, Diamond Canyon Park, Millennium and South Pointe West projects. The remainder of the billings have been for new custom homes and new commercial construction. The original contract amount of $75,000 will be exhausted at the end of March 2016. City Council approval is required for an increase of $50,000 above the amount previously authorized in order to continue the landscape plan check and inspection services required to process the projects through the end of the current fiscal year in June 2016. Going forward, staff anticipates that the Millennium, South Pointe West and Crooked Creek subdivisions to progress into the construction document phases and inspections, resulting in landscape review billings to be higher to those generated during the previous years. It is thus recommended that the City Council authorize the City Manager to execute the proposed amendment with DEA to provide ongoing landscape plan checking services for a not -to -exceed total amount of $125,000 per fiscal year. Prepared by: ce ,3 Senior Planner Attachments: Reviewed by: Greg Gubman, AICP Community Development Director 1. Amendment No. 1 to Consulting Services Agreement Dated June 2, 2015 2. Consulting Services Agreement Dated June 2, 2015 Amendment No. 1 to Consulting Services Agreement — David Evans and Associates, Inc. Page 2 Attachment 1 AMENDMENT NO. 1 FOR THE CONSULTING SERVICES AGREEMENT FOR LANDSCAPE PLAN CHECK SERVICES This Amendment No. 1 to the CONSULTING SERVICES AGREEMENT (the "Amendment No. 1") is made and entered into this 16th day of February 2016, by and between the City of Diamond Bar, a municipal corporation ("City") and David Evans & Associates, Inc., an Oregon corporation ("Consultant"). RECITALS A. City and Consultant heretofore entered into a Consulting Services Agreement for landscape plan check services dated June 2, 2015 ("Original Agreement'). B. The not to exceed compensation is the Original Agreement was the amount of seventy-five thousand dollars ($75,000). The parties now desire to amend the Original Agreement by increasing the compensation to account for unanticipated costs encountered in the performance of the Original Agreement. NOW, THEREFORE, in consideration of the foregoing and the promises and covenants herein, Section 3 of the Original Agreement is hereby amended in its entirety to read as follows: 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 pursuant to this Agreement shall not exceed one hundred twenty-five thousand dollars ($125,000) per fiscal year 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. Except as specifically set forth in this Amendment No. 1, all other terms and conditions set forth in the Original Agreement shall be and remain in full force and effect. IN WITNESS of this Amendment No. 1, the parties have executed this Amendment No. 1 to the Original Agreement for landscape plan check services as of the day and year first set forth above. "Consultant" "City' DAVID EVANS AND ASSOCIATES CITY OF DIAMOND BAR By: Printed Na Title: 1140525.1 In Nancy A. Lyons, Mayor By: Printed Name: Title: Approved as to form: In David DeBerry, City Attorney ATTEST: Tommye Cribbins, City Clerk `NOTE: If Consultant is a corporation, the City requires the following signatures(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. J-2 ADDITIONAL INSURED ENDORSEMENT 1140525.1 Attachment 2 CONStlLVNG SERVICES AGREEMENT LANIDSCAPE PP AN CHECK SERVICES THIS AGREEMENT (the "Agreement') is made as of June 2, 2015 by and between the City of Diamond Bar, a municipal corporation ("City") and David Evans & Associates, Inc., an Oregon corporation ("Consultant"). A. City desires to utilize the services of Consultant as an independent contractor to provide consulting services to City as set forth in Exhibit "A", Consultants Proposal dated April 24, 2015. NOW, THEREFORE, in consideration of performance by the parties of the covenants and conditions herein contained, the parties hereto agree as follows: 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 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. The Community Development Director or his designee (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 to the satisfaction of the City's Project Manager and the City Manager. 2. - Term of Agreement. This Agreement shall take effect July 1, 2015, and shall continue until June 30, 2018 unless earlier terminated pursuant to the provisions herein. This Agreement may be extended by the parties for up to two one-year extensions. 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 pursuant to this Agreement shall not exceed seventy-five thousand dollars ($75,000) per fiscal year 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. City will pay Consultant the amount invoiced the City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 30% 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. i. 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. 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 by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal or State agency regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly J-2 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY independent contractor relationship between City and Consultant, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto. C. Consultant shall fully comply with the 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 reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for Consultant's failure to comply with this Section. S. 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. Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with: (1) Any and all claims under Worker's Compensation acts and other employee benefit acts with respect to Consultant's employees or Consultant's contractor's employees arising out of Consultant's work under this Agreement; and (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, regardless of City's passive negligence, but excepting such loss or damage which is caused by the sole active negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Consultant's legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all J-3 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY other costs and fees of litigation. The Consultant shall promptly pay any final judgement rendered against the Indemnitees. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. Except for the Indemnitees, this Agreement shall not be construed to extend to any third party indemnification rights of any kind. (3) To the fullest extent permitted by law, Consultant agrees.to indemnify and hold Indemnitees entirely harmless from all liability arising out of any claim, loss, injury to or death of persons or damage to property caused by the negligent professional act or omission in the performance of professional services pursuant to this Agreement. 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 comprehensive general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 combined single limit 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 combined single limit of $1,000,000. If such insurance is on a claims made basis, Consultant agrees to keep 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, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive general liability, property damage, and automobile liability shall provide that -4 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY 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 non -renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City ten (10) day's prior written notice thereof. Consultant agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City. 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 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. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention ("SIR") and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primarily 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 Contractor fails to keep the insurance required under this Agreement in full force and effect, City may take out the J -S ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Consultant, which amounts may be deducted from any payments due to Consultant. I. Consultant shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsement 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. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Consultant prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Consultant's prior written consent, use the same for other unrelated projects. 12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire. 13. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Consultant and its subcontractors shall maintain reasonable full and complete books, documents, papers, accounting records, 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 reproduce 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. 14. Conflict of Interest. A. Consultant covenants 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 its services hereunder. Consultant further covenants 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 J-6 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY would conflict in any manner with the perronra.nce 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. 16. 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 reasonable necessary to effectuate the termination. The City shall not be liable for any claim of lost profits. 16. Personnel/Designated Person. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services 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 qualified to perform such services. Except as otherwise authorized by the City's Project Manager, Greg Clark shall be the person who primarily performs the work provided under this Agreement. Except as provided in this Agreement, Consultant reserved 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. 17. ikon -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: employment, 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. J-7 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials. 1®. Time of Completion. Consultant agrees to commence the work provided for in this Agreement within (5) days of being notified by the City to proceed and to diligently prosecute completion of the work as agreed to by and between the Project Manager and the Consultant. 19. 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 the 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 and 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. 20. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any Consultant's obligation 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. 21. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments. 22. tion -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 default 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. 23. 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. 24. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, shall 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 J-8 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY .Oy the parties hereto. In the event the parties are unable to mutually agree upon the mediator to be selected hereunder, the City Council shall select such a neutral, third party mediation service and the City Council's decision shall be final. The paries 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 referral of any such dispute or controversy, and mutual good faith efforts to resolve the same thereby, shall be conditions 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. "CONSULTANT" Attn.: Greg Clark .,, Phone: E-Mail: (♦ r' "CITY" City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765-4178 Attn.: James DeStefano Phone: 909-839-7010 E -Mail: 26. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California. 27. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument. 28. Entire Agreement. This Agreement, and any other documents incorporated herein by specific reference, represent the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a person duly authorized to do so under the City's Purchasing Ordinance. IN WITNESS of this Agreement, the parties have executed this Agreement as of the date first written above. J-9 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY "Consultant" "City" DAVID EVANS AND ASSOCIATES, =' z -CITY OF DIAMOND BAR By: J: !ti ti oc Printed Name: k' :1-n 5` P�, f, e Ld es Title: -',`rn Piesi`dei?+ PrinteA Ndme: Title: A656CI14t L= By: _ Steve Tye, yo ATTEfT: f �. Tommye dribbins, City Clerk *NOTE: If Consultant is a corporation, the City requires the following signatures(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. J-10 ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY JL J J-il ADDITIONAL INSURED ENDORSEMENT EXCESS LIABILITY April 24, 2015 Mr. Greg Gubman MV of Dlarnowd Bar Community Development Director 21810 Copley Drive Diamond Bar, CA 91765 Subject: PROPOSAL FOR LANDSCAPE AND PLAN CHECK SERVICES - COiFstli UNrly DEVELOPMENT Dear Mr. Gubman: On behalf of David Evans and Associates, Inc. (DEA), we want to thank you for the opportunity to submit this proposal for landscape architectural plan checking and inspection services. We have enjoyed our on-going working relationships with you and your team having provided these services to you for the past few years. As you know, we have an outstanding team of professional landscape architects, irrigation designers and construction managers available to assist the city of Diamond Bar with the above noted services. DEA provides plan checking, construction management and inspection, in addition to landscape architectural support, to a number of local agencies including not only Diamond Bar, but also the cities of La Quinta, Palm Desert, Lake Elsinore, San Gabriel, Chino, Anaheim, and Walnut. DEA also provides design review services at the conceptual level of plan submittal, should this be desired. We review preliminary plans for compliance with municipal codes, specific plans, appropriate use of planting materials, and the basics of good design. We can also assist with matters related to current city and state water conservation requirements as well as water auditing. In addition to our plan checking services, we offer a highly skilled and creative design team with a wealth of experience in park and recreation design, streetscape and downtown revitalization plans, trails planning, and construction administration services. We thank you once again forthe opportunity to continue in our role providing plan checking services for the City of Diamond Bar. We have truly enjoyed working with you and look forward to the next step in the selection process. Please note that this proposal shall remain valid for a minimum of 90 days from the date of this letter. Sincerely, DAVID EVANS AND ASSOCIATES, INC. Kim S. Rhodes, L.A. 3867 Client Manager/ Vice President L e Greg Clark, `L.A. 5320 Project Manager/ Associate Proposal for the Agreement for Landscape and Plan Check SeMces Plarming Department Prepared for the City of Diamond Bar Community Development Department— Planning Division 21810 Copley Drive Diamond Bar, CA 91765 Contact: Mr. Greg Gubman Mrs. Grace Lee (909)839-7032 Prepared by David Evans and Associates, Inc. 4200 Concours, Suite 150 Ontario, California 91764 Contact: Mr. Greg Clark, PLA 5320 Associate / Project Manager 909.481.5750 f: 909.481.5757 Email: gciark@deainc.com April 24, 2015 Table of Contents Section 1: Firm Information........................................................3 Section 2: Project Team...............................................................4 Section 3: Project Understanding and Items of Work...............11 Section 4: Project Experience...........::.......................................12 Section 5: Hourly Rate Schedule...............................................15 Section 6: Evidence of Insurance...............................................16 sec o—D' L Hr km jnfer �uagall Founded in 1976, DEA is an employee -owned consulting company that provides multidisciplinary services to clients within the land development, energy, transportation, and water/environmental markets. Centered on the core purpose of "improving the quality of life while demonstrating stewardship of the built and natural environments", our more than 600 landscape architects, engineers, surveyors, scientists, and planners work together to understand client needs, provide creative thinking and technical excellence, and deliver outstanding service. The full range of DEA services available includes, but is not limited to: • Civil Engineering • Land Surveying 0 3D Laser Scanning o Landscape Architecture o Land Planning • Environmental Planning • Structural Engineering o GPS Surveying o GIS Mapping o Right of Way Acquisition o Environmental Engineering o Natural Resource Management • Transportation Planning/Engineering/Design Finanda0 9n$®runa4o®n DEA is a corporation organized under the laws of the state of Oregon and is a financially stable firm. Founded in 1976, DEA has shown steady growth in revenues and staff throughout its history. DEA has become a national leader in sustainable design and management solutions, and has consistently provided its clients with award- winning approaches to transportation, energy, water resources, and land development design, planning, and management. As a result, the company has consistently ranked among Engineering News Record's Top 100 Pure Design firms in the U.S. and among the leaders in many of its local markets. The firm enjoys a stable and long term relationship with its primary banking partner, Bank of the West. seusta6caa�6VuS a DEA's Founder and Chairman of the Board, David Evans, P.E., P.L.S., says, "If we are to be stewards of our environment, we must understand sustainability and build sustainable practices into ourinternal office operations and our external service offerings." These are words that DEA staff members live by daily. When designing a new project, DEA staff members look at ways to use sustainable design. Some of the common principles they look for are materials that provide a low impact on society; energy efficiency; quality and durability — items that last long and function better; reuse and recycle ability; and renew ability. DEA currently practices waste prevention. Recyclable materials are collected in 11 DEA offices. Nine offices purchase paper and other office products with recycled content. Double -sided copying and printing are being used in some offices—all offices have duplex units on their copy machines and 85% of DEA stevvardship a Evsu-ana Yc[o[c Nc staff surveyed said they double -side when photocopying. 75% reuse office paper before recycling it. Se¢toon 2. Pvogect Team DEA staff assigned to this contract have the experience and capabilities to provide superior services. Our management structure explains the appropriate chain of command and reporting responsibilities. This organization and structure is very important to the success of our clients, the project goals, and us. DEA has a team management approach, which provides flexibility and innovative thinking, while maintaining strict adherence to the project's goals and schedule. At DEA, organization is of the utmost importance, matching each project with the correct resources to ensure that work tasks are carried out on schedule and within budget. The management plan for each project is adjusted and refined once the project is initiated. DEA's team resources are shown in our organization chart provided in this section. Brief bios for each key team member are included below. Additionally, full resumes of key staff are included for your review. Greg Clark, RLA 5320 — Mr. Clark will serve as project manager and will be the primary contact between the City and DEA regarding day-to-day plan check services. He is a landscape architect and an associate of DEA with more than 17 years of experience in the fields of landscape architecture, park planning and architecture. Mr. Clark has been responsible for landscape architectural design on numerous projects, including design and planning for parks, playgrounds, sports facilities, streetscapes, commercial, industrial, developer housing, apartment housing, and private residential projects. His experience includes providing plan checking, inspection and assistance to DEA's project manager for our current Lake Elsinore contract. He currently serves as City landscape architect for the City of San Gabriel including his role on the Design Review Board. Kim S. Rhodes, RLA 3867 — Ms. Rhodes is a California registered landscape architect, client manager, and vice president with DEA. For the past 26 years, she has been responsible for landscape architectural design and management on numerous projects, including design and planning for parks, trails, hotels, streetscapes, sports facilities, schools, commercial, residential, and industrial developments. Ms. Rhodes currently serves as the client manager of several agency on-call plan checking contracts and has worked with the staff at the City of Diamond Bar for over 10 years on projects including parks and trails in addition to streetscape improvement projects. Almabeth Anderson, RLA 49805 — Ms. Anderson is a registered landscape architect with DEA and has over 19.. years of experience in urban design, streetscape and park projects, in addition to other related public work improvement projects. She has also coordinated with public agencies and various other disciplines involved in the design process. Ms. Anderson has collaborated with community advisory groups, regulatory agencies, and other mixed audiences, in which she has organized consensus -building activities. She has performed several duties ranging from the conceptual design to design development, through completion of construction documents. Ms. Anderson's experience also includes bid assistance and construction observation. !on S. One, CID— Mr. Oen is a certified commercial irrigation designer (CID) and also a partnerwith the U.S. Environmental Protection Agency's (EPA's) WaterSense program. Forthe past 13 years, he has worked on a wide variety of irrigation projects including sports parks, hotels, resorts, residential, and commercial developments. His responsibilities also include preparing irrigation master meter plans for various master planned community developments. Ted Young, CLIA—Mr. Young is a Certified Landscape Irrigation Auditor and Landscape Construction Inspector. Forthe past 19 years, Mr. Young has been responsible for landscape irrigation design, project management, and construction management/ inspection on numerous private as well as municipal projects. Mr. Young's experience in landscape and irrigation system design over the yeafs'has resulted in his success in landscape construction inspection and management. Possessing certifications for landscape irrigation auditing (CLIA) and Storm Water Pollution Prevention (SWPPP) inspection, he brings several added benefits to his construction knowledge and experience. Additionally, Mr. Young's working knowledge of Caltrans landscape construction policies and procedures has also resulted in proven results in a diverse number of projects ranging from roadwayto regional parks to water mainlines to golf course projects. GREG CLARK, RLA 5320 Project Manager/ Associate Mr. Clark will serve as assistant project manager. He is a landscape architect and an associate of DEA with more than 19 years of experience in the fields of landscape architecture, park planning and architecture. Mr. Clark has been responsible for landscape architectural design on numerous projects, including design and planning for parks, playgrounds, sports facilities, streetscapes, commercial, industrial, developer housing, apartment housing, and private residential projects. His experience includes providing landscape DRC review, plan checking, inspection and assistance as DEA's project managerfor our current Diamond Bar contract. He currently serves as City landscape architect for the City of San Gabriel including his role on the Design Review Board forthe City of Chino and Lake Elsinore. Experience: Plan Checking Services, Lake Elsinore, California Mr. Clark currently serves as the city of Lake Elsinore's licensed landscape architect Education B.S. Landscape Architecture, 1996, University of Nevada, Las Vegas Registration Registered Landscape Architect, California, (5320), 2007, expires 10/31/13 Professional Memberships Business Development Association/ Inland Empire American Society of Landscape Architects Years of Experience providing landscape design review, plan checking, and inspection services for Parks 1 19 and Recreation Department. He attends and assists the city during Design Review Commission meetings as requested. Mr. Clark assisted the city in the development of its landscape design guidelines, the master planning and the landscape inspection of the City's 19 -acre Canyon Hills Community Park. Design Review Board, Chino, California Mr. Clark currently serves as the consulting landscape architect to the Design Review Board reviewing City projects for compliance with approved design guidelines, as well as, for aesthetic and functional compatibility. Mr. Clark attends Board meetings to discuss projects with the development team, planning staff, planning commissioners, and consultant architect. On -Call Landscape Plan Checking Services, San Gabriel, California Mr. Clark currently serves as the city's licensed landscape architect providing landscape design review and plan checking for all projects involving landscape architecture. Mr. Clark attends and assists during the Design Review Commission meetings on project discussions for approval. As an extension to city staff, Mr. Clark also assists the city with ongoing discussion, review and suggestions to better the current city standard design guidelines for topics such as sustainability, historic preservation, new and proper construction techniques. The city is almost entirely built -out which means all projects submitted for review are in -fill type projects. The Cove, San Jacinto, California As project manager and landscape designer, Mr. Clark was involved with the design and construction documents for one of KB Home's most recent development projects in southern California. This 5 -tract hillside development offers many challenges that include coordination with various city, tribal, county, state and federal agencies, and the design of water quality/mitigation basins and protection of vernal pools. The design and construction of the development includes a 7 -acre neighborhood with sports facilities, picnic areas, playgrounds, and a restroom building. A pedestrian walk through a linear greenbelt with a seasonal stream acts as a main corridor for each neighborhood tract throughout the development. 6 IIM S. RHODES, RLA 3867 Client Manager/ QA/QC Ms. Rhodes is a California registered landscape architect, client manager, and vice president with DEA. For the past 28 years, she has been responsible for landscape architectural design and management on numerous projects, including design and planning for parks, trails, hotels, streetscapes, sports facilities, schools, commercial, residential, and industrial developments. Ms. Rhodes currently serves as the client manager of several agency on-call plan checking contracts and has worked with the staff at the City of Diamond Bar for over 10 years on projects including parks and trails in addition to streetscape improvement projects. Experience: On -Call Landscape Architectural Plan Checking Services, Various Cities, California Ms. Rhodes currently serves as principal -in -charge for the City of Anaheim, Lake Elsinore, Chino, Chino Hills, and San Gabriel for on-going plan checking services. These contracts include landscape architecture plan review and compliance with the city landscape guidelines and / or any specific plan criteria. On -Call Landscape Architectural Services, Diamond Bar, California Ms. Rhodes served as project manager on this on-call contract providing the city of Diamond Bar with landscape architectural services. The services provided included design of park improvements, streetscapes and trail, in addition to providing plan check services on an "as needed" basis. She led five separate streetscape projects in addition to the design of a custom picnic shelter and trailhead. Education B.S. Landscape Architecture, 1985, California State Polytechnic University, Pomona Registration Registered Landscape Architect, California, (3867), 1993 Professional Memberships American Society of Landscape Architects (ASLA) — Board of Directors Student Liaison (2010 -Present) CLASS Fund — Scholarship Co - Chair (2011— present) California Parks and Recreation Society (CPRS) American Public Works Association (APWA)— Coachella Valley Ronald Reagan and Heritage Parks, Diamond Bar years of Experience Ms. Rhodes served as principal in charge for ADA upgrades at two Diamond Bar 29 parks. Each park was observed for ADA compliance of parking areas, restrooms and site furnishings. Recommendations were made in accordance with the best utilization of play areas, as well as suggestions on playground equipment components and accessible play surfaces for the physically challenged. DEA provided design services, tot lot construction documents, cost estimates, and park accessibility inventories for each park. Sycamore Canyon Trail, Diamond Bar, California Ms. Rhodes provided quality assurance/quality control on the staging area and trail head within Sycamore Canyon Park. The trail, which is .6 mile in length, starts in the undeveloped portion of the Sycamore Canyon Park and travels above the creek, shaded by sycamores and oak trees. The trail passes through a walnut woodlands riparian habitat, where oak, walnut, and sycamore trees were planted to create a home for wildlife. Thetrail and trail head consist of decomposed granite, wood rail fencing, informational kiosks, view deck overlooking a year- round natural waterfall, view area with decorative seating overlooking the valley, drinking fountains, lighting at parking area, as well as the use of native plant materials throughout the project. Almabeth Anderson, RLA 49805 Landscape Architect Ms. Anderson is a registered landscape architect with DEA and has over 18 years of experience in urban design, streetscape and park projects, in addition to other related public work improvement projects. She has also coordinated with public agencies and various other disciplines involved in the design process. Ms. Anderson has collaborated with community advisory groups, regulatory agencies, and other mixed audiences, in which she has organized consensus -building activities. She has performed several duties ranging from the conceptual design to design development, through completion of construction documents. Ms. Anderson's experience also includes bid assistance and construction observation. Experience: Education B.S., Landscape Architecture, 1997, University of Nevada, Las Vegas Registration Registered Landscape Architect, California (4985), 2004 Registered Landscape Architect, Nevada (782), 2DD8 Years of Experience Lemon Avenue Interchange, Diamond Bar, California 118 Ms. Anderson prepared the conceptual and final design for the Lemon Avenue/ State Route 60 Interchange in the City of Diamond Bar. DEA landscape architects and the design team prepared Caltrans compliant Plans, Specifications, and Estimates (PS&E), for several acres of landscape planting areas surrounding the proposed interchange at the city limits of Diamond Bar and the City of Industry. DEA's contract work also included the development of a thematic aesthetic treatment for over 1,000 feet of cast -in-place concrete retaining walls. The logo for the City of Diamond Bar, depictions of rolling hills, sycamore trees, and iconic vintage windmills were skillfully integrated into formliner patterns on the walls adjacent to both the on and off ramps at the interchange. Ruben Ayala Park, Chino, California Ms. Anderson assisted with the conceptual, final design, and construction services for Ruben Ayala Park in Chino. The park features four tennis courts, four basketball half courts, and nine soccer fields. Additionally, a synthetic turf field for soccer and football was provided; boasting covered stadium seating for over 300 spectators. Colorful the mosaics and water misters are just some of the amenities proposed for incorporation into future phases of the 68 acre park development. A 100' diameter circular play area, with an adjacent brick seat wall, was custom designed, with areas for children ages 2-5, and a separate area for ages 5-12. The children's play area is located between two picnic shelters, accommodating groups of up to 40 guests. Gibson Mariposa Park, EI Monte, California As project landscape architect, Ms. Anderson worked with Amigos de Los Rios, an environmental and community activist group providing design assistance, project coordination, and preparation of construction documents. The park was themed after butterflies; creating exciting opportunities to integrate unique design elements into the park. The monument sign resembled a large caterpillar, the shade canopies were shaped like large butterflies, and a community stage was modeled after a caterpillar -eaten leaf. Plantings were designed for the butterfly habitat, using only California native plant material. The Tracks,at Brea, Segment 3, Brea, California Ms. Anderson is assisting with the conceptual and final construction documents for a one mile segment of Class I meandering trail through an abandoned rail corridor in Brea. Segment 3 includes work between Brea Boulevard and State College Boulevard and incorporates both hard and soft surface trail, native plantings, site furnishings, and a lighted parking area. Future uses include a restroom building, splashpad, plaza space, community gardens, bioswale, fitness area and interpretive signage. The site will undergo soil remediation efforts prior to the construction of the trail. Segment 3 is one of 6 segments planned for the four mile trail that traverses from West to east across the city. SON S. OEN, CCD Certified Irrigation Designer Mr. Oen is a certified commercial irrigation designer (CID) and a partnerwiththe U.S. Environmental Protection Agency's (EPA's) WaterSense program. For the past 16 years, he has worked on a wide variety of irrigation projects including sports parks, hotels, resorts, residential, and commercial developments. His responsibilities also include preparing irrigation master meter plans for various master planned community developments. Experience: West Valley Water District Demonstration Garden, Rialto, California The West Valley Water District is one of several local water purveyors in the region. They provide water to approximately 50,000 residents. The purpose of this demonstration garden is to show water conservation system to public. As the lead Education B.S. Landscape Irrigation Science, 1998 California State Polytechnic University, Pomona Professional Affiliations Irrigation Association (Certified Commercial Irrigation Designer #3085) U.S. Environmental Protection Agency's WaterSense program (Partner) Years of Experience in irrigation design, Mr. Oen worked closely with District staff and the landscape 16 architect to demonstrate several saving techniques such as using low water used plant materials / native shrubs and implementing drip irrigation system with 'smart' controller. By using low flow irrigation systems and implementing 'smart' irrigation controllers, the water surface run-off is virtually eliminated. Hunter Hobby Park, Riverside, California Mr. Oen provided irrigation design for Hunter Hobby Park. The existing 32 acre park was named for its unique themed activities which include a model train track and station. The DEA team was responsible for the preparation of the design development package and final construction documents. The proposed park improvement project included the construction of new ball fields, a soccer field, tennis and basketball courts, a parking lot, picnic areas, age-appropriate children's playgrounds, restroom facilities, walking paths, open play areas, new model train tracks and a new station design. Deleo Regional Sports Park, Riverside County, California Mr. Oen provided irrigation design for a 27 -acre sports park in western Riverside County. The park site includes two softball fields, four soccer fields, basketball courts, a tennis court, two play areas, a dog park, a skateboarding area, walking trails, picnic shelters, restroom and concessions area, and a trail connection to regional hiking and equestrian trails. Park amenities were discussed at community meetings where they were prioritized according to the needs of the local community. In addition to meeting the needs of the community, the park also considers sustainable design practices such as the use of reclaimed water, bio-swales for storm water treatment, and recycled materials for site furnishings. University Community Park Rehabilitation, Irvine, California San Carlo, San Marco and San Leandro Neighborhood Parks, Irvine, California The Community / Neighborhood Parks are existing mature parks located within the city of Irvine. Working closely with the City Public Work Department, Mr. Oen successfully achieved the goal to record the existing irrigation improvements and to prepare construction drawings for the rehabilitation of the existing irrigated systems in order to comply with the current City standards. The tasks also include reviewing the existing park plans and field verifying site conditions. TED YOUNG, CLIA Certified Landscape Irrigation Auditor, Inspector Mr. Young is a Certified Landscape Irrigation Auditor and Landscape Construction Education Inspector. For the past 19 years, Mr. Young has been responsible for landscape B.S., Landscape Architecture, irrigation design, project management, and construction management /inspection 1996, Kansas State University on numerous private as well as municipal projects. Mr. Young's experience in Registration landscape and irrigation system design overthe years has resulted in his success in Certified Landscape Irrigation landscape construction inspection and management. Possessing certifications for Auditor #48812 — 2002 landscape irrigation auditing (CLIA) and Storm Water Pollution Prevention (SWPPP) South Coast Air4uality inspection, he brings several added benefits to his construction knowledge and Management District experience. Additionally, Mr. Young's working knowledge of Caltrans landscape Certification of completion construction policies and procedures has also resulted in proven results in a diverse #07-08-4895 number of projects ranging from roadway to regional parks to water mainlines to golf course projects. Storm Water Pollution Prevention Plan Inspector - CALTRANS Experience: Professional Memberships On -Call Landscape Plan Checking Services Diamond Bar, California Irrigation Association As the landscape plan checker for the City of Diamond Bar, Mr. Young assisted with Years of Experience reviewing landscape plans for compliance with city standards and Conditions of 19 Approval. On -Call Landscape Plan Checking Services, Chino Hills, California As the City of Chino Hills landscape inspector, Mr. Young played a key role in the review of landscape development within the city. He participated on the Design Review Committee for the City at the beginning stages of design development, and continued reviewing the projects as the City Landscape Plan Checker. With plan check approval, Mr. Young used the approved plans for construction inspection. On -Call Landscape Plan Checking Services Lake Elsinore, California Mr. Young was a part of plan checking and inspection of landscape projects installed within the city of Lake Elsinore. Plans were checked to meet the city standards and professional design standards for the industry. This included landscape plant material usage, irrigation design and construction methods. Installation was then inspected for accuracy and correctness with the approved Landscape Plans by Mr. Young in the field. Final approvals were given to a City representative forthe Landscaping portions of completed projects. 1-10 at Citrus / Cherry Interchange Construction Inspection, Fontana, California Mr. Young provided landscape construction inspection services for each of two high profile interchange replacement projects in the City of Fontana. Inspection services included material submittal reviews, coordination with Caltrans and City oversight representatives, landscape planting, irrigation system installation, irrigation system communication coordination, rock blanket and gravel placement, structures aesthetics (reviews for walls and bridge), pay estimate work, and project documentation. Construction Inspection for the 1-10 Widening, Yucaipa, California Mr. Young provided landscape construction inspection services for several miles of highway widening and interchange construction in the City of Yucaipa. Inspection services included materials submittal reviews, coordination with Caltrans oversight representatives, structures aesthetics (CIP retaining wall) rock blanket, erosion control, irrigation system renovation, landscape planting, and plant establishment work, pay estimate work, and project documentation. Sactoan 3 Pvc1rect Uhidevstandng and Items of Work DEA landscape architects are currently working with the City of Diamond Baron this contract and hence are extremely familiar with staff requirements and expectations. As noted throughout this proposal, DEA has also provided plan checking services on an as -needed basis for the Cities of San Gabriel, Chino, Chino Hills, Anaheim, Walnut, La Quinta, and Palm Desert. Additional services provided to some of those listed above include site inspection and construction management services in addition to City landscape architectural tasks such as representation at DRB, Planning Commission, and City Council meetings. Utilizing outside consultants such as DEA assists agencies in streamlining internal processes—allowingourteam to assist with day-to-day plan checking, inspection, coordination with applicants, in addition to providing design services as needed. Because we currently provide the City of Diamond Bar with plan checking services, we've provided both a project manager and assistant project manager yet again, to ensure we have skilled resources and technical support to address the needs of each of our clients when serving as an extension to staff. Our organization chart highlights several team members available for a contract of this nature; however, we are supported by 15 landscape architects, designers and construction managers within the Southern California Region alone. Our designated project manager and assistant project manager both reside in our Ontario office and are therefore readily accessible to yourteam. We anticipate the annual contract to include primarily planting and irrigation plan checking, however, the following typical tasks may be included on an as -needed basis as requested bythe city: • DRC Review o Meetings with Project Planners o Plan Review including consistency with the General Plan, Development Code, applicable Ordinances, and Design Guidelines. • Site Visits o Preparation of Plan Check Comments (Digital and Hard Copy) Notification to and/or coordination with project Applicants Supplemental Plan Checks after initial review a Review of Construction Plans and Documents (first by Landscape Architect, Second by team members with expertise in site planning and grading) a Inspection Services Preparation of Site Inspection Report for Project Planner and Coordination with Applicant o Landscape Advisory Resource 0 Attendance at Meetings (DRC, Planning Commission, City Council) Based on the above noted tasks and our on-going relationship with the City of Diamond Bar, DEA can continue to provide the necessary services with our in-house team and therefore no outside subconsultants will be required. If selected, our team will meet with City staff and obtain pertinent documents, procedures, applications, or any other items deemed necessary to gain a thorough understanding of the guidelines and policies required to perform the work. Section 4: Project Experience On-CaH Landscape -Services, Diamond Bar, California DEA landscape architects are currently providing the city of Diamond Bar with design and plan checking services including ADA improvements, park renovations, trail design, streetscape enhancements, and plan checking on an as -needed basis. Reference: Mr. Bob Rose, (909) 396-5694 City of Diamond Bar, Community Services Director 21825 E. Copley Drive, Diamond Bar, CA 91765 Pura Checking Services, Chino Hills, California DEA landscape architects are currently providing on call plan checking services to the city of Chino Hills for various land development projects. Reference: Mr. Ryan Gackstetter, (909) 364-2749 City of Chino Hills, Community Development Department 2001 Grand Avenue, Chino Hills, CA 91709 City Landscape Architect, San Gabriel, California DEA provided design review committee support, plan checking, pre -application review, and on-call landscape architectural services for all landscape related projects. Reference: Ms. Mark Gallatin, (626) 626-457-4623 City of San Gabriel, Planning Manager 425 Mission Drive, San Gabriel, CA 91778 Pian CCheck Services, La Quinta, California DEA provided on-call plan checking services to the city of La Quinta, as well as design, planning and construction management on parks, streetscapes and downtown revitalization projects. Reference: Mr. Nick Nickerson, (760) 323-5344 (NAI Consulting) City of La Quinta 78-495 Calle Tampico, La Quinta, CA 92253 Design Review Services, Chino, California DEA staff provided landscape plan checking services in addition to serving as the consulting landscape architect to the design review board, evaluating all plans for two new master planned communities. DEA reviewed the projects for compliance with approved design guidelines, as well as, for aesthetic and functional compatibility. Reference: Ms. Chris Lovell, (909) 464-8335 City of Chino 13220 Central Avenue, Chino, CA 91710-4127 Grh-CO Landscape AchMtercturaj SSeFv CC ---'en Anaheim, California DEA provided landscape architectural plan checking services to the city of Anaheim for various residential, commercial and municipal projects. Reference: Ms. Elsa Covarrubias, (714) 765-5153 ext. 5363 City of Anaheim, Building Division 200 South Anaheim Boulevard, Suite 276, Anaheim, CA 92805 COViSukant Servkn, City of Pasadena, California DEA assisted the City of Pasadena Department of Parks and Recreation by providing a DEA landscape architect / designerfull time at the City to assist with park design and construction. Reference: Mr. Loren Pluth, (626) 744-4191 City of Pasadena 233 W. Mountain, Room 255, Pasadena, CA 91109 Trolley RaVcn Obi ]ir proe9ern`i ent Project, San Diego, California DEA landscape architects were tasked with providing design concepts and construction document preparation for six transit station platforms for the San Diego Green Line in downtown San Diego. This light rail system, operated by Metropolitan Transit Systems (MTS), is undergoing multi -million -dollar system and equipment upgrades which required renovation to the paving, shelters, ramps, and landscaping at each of the six stations. Under contract with San Diego Associated Governments (SANDAL), the DEA team formed a professional partnership with the program, project, and operations managers from multiple agencies throughout the design process. Reference: Eric Adams, (619) 699-1974 SANDAG 401 B Street, Suite 800, San Diego, CA 92101 Dejeo Re&naj SportS Park, Riverside County, California DEA provided civil engineering and landscape architectural services forthis 27 - acre sports park for Riverside County EDA in western Riverside County. The park site will include two softball fields, four soccer fields, basketball courts, a tennis court, two play areas, a dog park, a skateboarding area, walking trails, picnic shelters, restroom and concessions area, and a trail connection to regional hiking and equestrian trails. Park amenities were discussed at community meetings where they were prioritized according to the needs of the local community. In addition to meeting, the needs of the community the park will also consider sustainable design practices such as the use of reclaimed water, bio-swales for storm watertreatment, and recycled materials forsite furnishings. currently providing construction management services. Reference: Mr. Jason Plotkin, (951) 955-0169 Riverside County EDA 3403 10th Street, Suite 500, Riverside, CA 92501 DEA is Hurater Hobby puk, Riverside, California Having successfully won a large on-call contract with the City of Riverside, DEA landscape architects and civil engineers began working with City staff to further define the preliminary concept plan for Hunter Hobby Park. The existing 32 acre park was named for its unique themed activities which include a model train track and station. The DEA team was responsible for the preparation of the design development package and final construction documents. The proposed park improvement project included the construction of new ball fields, a soccer field, tennis and basketball courts, a parking lot, picnic areas, age-appropriate children's playgrounds, restroom facilities, walking paths, open play areas, new model train tracks and a new station design. Re erence: Ms. Ewina Lau, (951) 826-2012 City of Riverside 3936 Chestnut Street, Riverside, CA 92501 The Cove, San Jacinto, California DEA provided design services for this 246 -acre master -planned community in the city of San Jacinto. Residents of "The Cove' will enjoy a wide range of amenities, including a 7 -acre public park, four neighborhood parks, a greenbelt/paseo, natural open space, vernal pools, and an elementary school. As visitors arrive at "The Cove', they experience a dense colorful, yet drought tolerant, landscaping along Cottonwood Avenue, the greenery of the 7.0 -acre public park, and the dramatic backdrop of the eastern face of the Lakeview Hills. The public park will offer both passive and active recreational opportunities to the residents of the project and surrounding communities. The proposed amenities consist of a parking lot, regulation -size little league baseball field, two full-size basketball courts, a large thematic playground, open space, perimeter walks, picnic areas, large picnic gazebos, a restroom, decorative landscaping, and a parking lot. Six alkali vernal pools have been identified which will be preserved and restored and serve as an educational 2.5 -acre vista enveloped by the public park. The lighted greenbelt/paseo will serve as a pedestrian and bicycle link between the individual planning areas, the pocket parks, the school, and Cottonwood Avenue, which is the main collector road throughout the project. The greenbelt will enhance the rural feeling of the community by creating landscape buffer zones between planning areas while providing eight -foot wide walkways, decorative access points and rest areas, and a naturalized low - flow storm runoff channel. The 69 acres of natural open space will be left natural and undeveloped to preserve scenic topographic features, rock out-croppings, and biological resources found in those areas. Reference: Mr. Ron Kammeyer, (951) 537-8585 City of San Jacinto 595 South San Jacinto Avenue, San Jacinto, CA 92583 Secdc n 5e HcujirCV fate SkhadWa Rates Effective through lune 30, 2016 � Offi a Staff Project Manager $160.00 Professional Landscape Architect $145.00 Irrigation Designer $120.00 Landscape / Irrigation Inspector (non -licensed LA) $120.00 Landscape Designer $110.00 Clerical $85.00 Engineering (Services and rates available upon request) Note: Authorized overtime will be charged at 1.5 times the above rate. Rei nbursable_Expenses Client shall pay the costs, plus 10%, for any applicable governmental fees, title company charges, sub -consultant fees, outside vendor reproduction costs, in-house reproduction costs, mileage, and delivery or messenger services incurred on Client's behalf. * Please note that fees may increase up to 5% annually. Section 6: Evidence of insurance hisurance Coverage Limits Comprehensive General Liability Automobile Liability Workmen's Comprehensive Insurance/Employer's Liability (Umbrella covers over $500,000 in California) Professional Liability Insurance Insurance Company Names Continental Casualty Insurance Kemper National Below you will find a sample insurance certificate. R 0 CERTIFICATE OF LIABILITY INSURANCE $2,000,000 $1,000,000 $ 500,000 $5,000,000 Agent and Phone Number Bruce Oleszczek (503)306-2809 x¢� ILU201S 1 11262014 TN6 C RCATE R MSUED 0. 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MA14 1:rHsls •c 100 + xxxxxxx Txxxzxxx lD[an 1urnWaIG.NIE Fxxmx 7aa _ VI mlk�i[a .e N x R PT:9215t`S 1`JIMIL IL1f91S x z fc •cl•velxl s mRRCIR S IAOIIA00 ' p fRYMSILNAL� 1}ApWIY M N LPLYA:Ltth - IJN�ID I+JR91S ST'R O.A14:S1A'IU.NL A ynLT6RLI:ATR51.119Aw Rmnp c.IkeonMrtDue6iNtiR¢Ek HavD.w•.amlRee�AaSe•Y.uvheeC•nx.w•4rcVrrJ 6VWk1VIr' OF'IKSVRAHLE CERTIFICATE HOLDER CANCEL M, EVOE23 GVIfILNCE Of L'051IR•ixY[ AMN➢AMOFmEIIPNEVSGR PoUCESe[cACYNAEppEFOPE IXE fENaTOM NTE THFRCLG. Rp110E \'A1 ¢ 11VFA6p IL ACCpM4SEYNRCVMNEIdIp IAWWp1/6. g� p TSA¢0{F ACDTi➢CORPORAPOSL AN1ig11Lc rz.ervelL ACORP36 QP1GCl3 TMPCORDINM1CD1MbjDYGf['jlil JMiIkS D1AMR0 rLy O Dianii m' -lad 1,39ir BED /QT®TATEON WOMIKSHIE-EETi FORM Attach Written Bids from Vendors To This Foran Attachment 2 Emapioyee Name: Grace S. ]Lee Department: Community Development Extension: 7032 Date: 5/6/15 Account Number: Description of Item(s) or Service(s): Landscape Plan Checking Quantity: 1 VENDOR INFORMATION (3 BID/QUOTE Vendor Name Date of Quote Phone Number: Method (email/fax/phone) 1 David Evans and Associates Inc. 4/24/2015 909-481-5750 Email Address 4200 Concours, Suite 150, Ontario, CA 91764 Contact: Greg Clark Vendor Name Date of Quote Phone Number: Method (email/fax/phone) 2 MIG 5/1/2015 714-871-3638 Email Address 11 109 West Union Avenue, Fullerton, CA 92832 Contact: Steven Lang Vendor Name Date of Quote Phone Number: Method (email/fax phone) 3 David Volz Design 5/5/2015 714-641-1300 Email Address 151 Kalmus Drive, Suite M8, Costa Mesa, CA 92626 - Contact: David Volz BID/QUOTE TABULATION David Evans and Associates Inc. MIG David Volz Design Description: Quantity: Unit Price: Total: Unit Price Total: Unit Price Total: Project Manager/ Landscape Architect $ 160.00 Principal Landscape Architect $ 175.00 Principal $ 220.00 Landscape Architect $ 145.00 Landscape Architect $ 145.00 Landscape Architect - $ 193.00 Irrigation Designer $ 120.00 Irrigation Specialist - $ 145.00 Project Designer $ 135.00 Clerical $ 85.00 -$ - Administrator $ 115.00 - Subtotal: $ - Subtotal: $ - Subtotal: $ - Freight: Freight: $ - Freight: Sales Tax: Sales Tax: Sales Tax: TOTAL: I See Above TOTAL: I See Above TOTAL: Sec Above Agenda # 8 , 1 Meeting Date: February 16, 2016 CITY COUNCIL®. AGENDA REPORT �`0�nvoasIW TO: Honorable Mayor and Members of the City Council FROM: James DeStefano, City Ma TITLE: Resolution No. 2016 -XX approving Fiscal Year 2015-2016 Budget Amendment. RECOMMENDATION: Adopt BACKGROUND: The City Council adopted Resolution No. 2015-14 on May 5, 2015 approving the FY15-16 Municipal Budget. The City Council has approved additional appropriations as they have occurred throughout the year. It is City policy for staff and the City Council to periodically review the annual budget and make adjustment as deemed necessary. DISCUSSION: The City's current adjusted General Fund Budget for FY15-16 shows anticipated resources of $27,244,019. It is recommended that the resource estimate be increased by $1,431,948 to $28,675,967. The current approved General Fund appropriations budget equals $26,898,967. It is recommended that this budget be increased by $209,216 to $27,108,183. In addition, the use of fund balance reserves in the amount of $97,773 are being appropriated due to an increase in Economic Development costs, additional funds required for the maintenance of the Lighting and Landscape Districts, and for the design and construction of a clock to be located at the intersection of Diamond Bar Blvd. and Grand Avenue. These recommended changes in the General Fund estimated resources and appropriations will result in an estimated $15,677,379 in General Fund fund balance at the end of the fiscal year. This estimated fund balance is up from $15,422,653 in the 2015/16 adopted budget. General Fund Revenues: When the FY15-16 Budget was adopted, careful consideration went into the preparation of the revenue estimates. The economy has continued to improve during the last year with nearly all categories of revenues showing growth. In preparation for the mid -year budget review, staff spent a considerable amount of time examining the City's revenues to ensure valid revenue estimates in this time of economic stabilization. • Other Taxes – Included in the "Other Taxes" category are Sales Tax, Transient Occupancy Tax, Property Transfer Tax and Franchise Tax. This category of revenue is being increased by $502,000. There are several components that make up the increase in this category. The first component is sales tax which is being increased by $342,000. This increase is due to better than expected results in the Business & Industry sector, diversification in the sales tax base and the wind down/final reconciliation (one time adjustment) of the Triple Flip. The second component of the increase is a $75,000 increase to transient occupancy tax (TOT) revenue due to higher occupancy rates at local hotels. The third component of the increase is an $85,000 increase to the property transfer tax revenue due to a higher rate of home sales during the fiscal year. • State Subventions — Property Tax In Lieu of Vehicle License Fees is being increased by $74,878 based on actual collections received in January 2015. Motor Vehicle In -Lieu is being increased by $22,865 for a one-time payment received during the current fiscal year. Fines & Forfeitures – Included in this category are Vehicle Code Fines, Municipal Code Fines, False Alarm Fees and Parking Fines. This category of revenue has been adjusted downward by $2,500 which is an increase in Municipal Code Fines ($2,500), an increase in False Alarm Fees ($10,000) due to the success of a program aimed at better allocating Sheriff's Department resources, offset by a decrease in Parking Fines ($15,000) which is due to lower collection activity. • Current Service Charges – This category includes Planning, Building and Engineering fees, as well as, Recreation fees. It is recommended that the revenue projections be increased by $614,175. This is based on significant increases in permit volume in the Planning, Building and Engineering departments due to increased building volume. Also included in this category is the "one-time" recognition of unclaimed property ($500,000) re -categorized to General Fund revenue. 2 Current Budget Amendment Adjusted Budget Resources Annual Revenue $23,762,746 $1,334,175 $25,096,921 Use of Fund Balance Reserve 3,481,273 97,773 3,579,046 Total Resources $27,244,019 $1,431,948 $28,675,967 Total Appropriations 26,898,967 209,216 27,108,183 Impact to Fund Balance $345,052 $1,222,732 $1,567,784 Unreserved Fund Balance @ Beg of FY $17,840,641 $17,840,641 Less Uses of Unreserved Fund Bal (3,633,273) (97,773) (3,731,046) Estimated Unreserved Fund Bal @ End of FY $14,552,420 $1,124,959 $15,677,379 General Fund Revenues: When the FY15-16 Budget was adopted, careful consideration went into the preparation of the revenue estimates. The economy has continued to improve during the last year with nearly all categories of revenues showing growth. In preparation for the mid -year budget review, staff spent a considerable amount of time examining the City's revenues to ensure valid revenue estimates in this time of economic stabilization. • Other Taxes – Included in the "Other Taxes" category are Sales Tax, Transient Occupancy Tax, Property Transfer Tax and Franchise Tax. This category of revenue is being increased by $502,000. There are several components that make up the increase in this category. The first component is sales tax which is being increased by $342,000. This increase is due to better than expected results in the Business & Industry sector, diversification in the sales tax base and the wind down/final reconciliation (one time adjustment) of the Triple Flip. The second component of the increase is a $75,000 increase to transient occupancy tax (TOT) revenue due to higher occupancy rates at local hotels. The third component of the increase is an $85,000 increase to the property transfer tax revenue due to a higher rate of home sales during the fiscal year. • State Subventions — Property Tax In Lieu of Vehicle License Fees is being increased by $74,878 based on actual collections received in January 2015. Motor Vehicle In -Lieu is being increased by $22,865 for a one-time payment received during the current fiscal year. Fines & Forfeitures – Included in this category are Vehicle Code Fines, Municipal Code Fines, False Alarm Fees and Parking Fines. This category of revenue has been adjusted downward by $2,500 which is an increase in Municipal Code Fines ($2,500), an increase in False Alarm Fees ($10,000) due to the success of a program aimed at better allocating Sheriff's Department resources, offset by a decrease in Parking Fines ($15,000) which is due to lower collection activity. • Current Service Charges – This category includes Planning, Building and Engineering fees, as well as, Recreation fees. It is recommended that the revenue projections be increased by $614,175. This is based on significant increases in permit volume in the Planning, Building and Engineering departments due to increased building volume. Also included in this category is the "one-time" recognition of unclaimed property ($500,000) re -categorized to General Fund revenue. 2 This is offset by a decrease in Recreation Fees ($81,150) due to fewer adult excursions and the cancelation of the Tiny Tots program at Pantera Park. Use of Money and Property — This category is being increased by $67,000. Investment income is being increased due to better than expected yields on investments and realized gains on investments sold. Cost Reimbursements — This category is being increased by nearly $51,000 due to higher than anticipated legal fees related to code enforcement cases being recovered during the fiscal year. • The changes in revenue estimates are outlined in Exhibit A. General Fund Appropriations: When the budget was adopted in May 2015 the General Fund appropriations equaled $26,068,682, which included the use of Fund Balance reserves ($3,481,273), for Economic Development, Capital Improvement Projects, the updating of the General Plan, the continued implementation of a document scanning system, the removal of Parkway Curbs, and the subsidy to the three Lighting and Landscape Districts. Prior to these mid -year budget amendments, the City Council had authorized carryovers and additional appropriations in the amount of $830,284 for a total of $26,898,967. These additional appropriations consisted primarily of: Amount ameras at bvcamore Document Imaging System (carryovers) $ 111,890 Civic Center Server Room HVAC Upgrade $ 80,000 Economic Development - Professional Services (carryovers) $ 52,762 Public Works - Consultant Services (add'I + carryovers) $ 302,472 Miscellaneous budget carryovers/adjustments $ 169,160 $ 830,284 The following are the highlights of the proposed changes in the General Fund appropriations: • City Attorney — Special Legal Services costs are tracking lower than originally anticipated so this budget has been adjusted downward by $10,000. Information Systems — This division's budget has been increased by $22,950 primarily due to increased need for additional support for various departmental projects. • General Government — This budget has been increased by $14,400 due to the implementation of a redundant telephone system designed to back up the phone system in the event of an outage. • Civic Center- This budget has been decreased by $51,500 which is due to a proposed server room air conditioning projects being transferred to the CIP fund offset by higher electrical costs ($21,000) and additional painting services at City Hall ($7,500). • Public Information — This budget has been increased by $28,565 for costs incurred related to the 57/60 Groundbreaking Ceremony and the Alex Morgan Celebration which honored the hometown hero in January. • Emergency Prep — This budget has been increased by $15,000 due to additional costs related to EI Nino storm preparations. • Community Development Administration —This budget has been increased by a net of $1,000. The savings realized from not attending a conference was applied toward the cost of the Cal Poly Pomona Innovation Village EIR review. • Building & Safety — This budget has been increased by $55,325 primarily due to increase contract services costs related to increased permit volume. These costs are offset by an increase in building permit revenue in the amount of $138,325. • Diamond Bar Center — The Diamond Bar Center budget has been reduced by $24,475 due primarily to salary savings. • Park Operations — This budget has been decreased by $19,500 due primarily to savings realized by the City's water conservation efforts. • Recreation — This budget has been decreased by $60,108. This reduction is due to salary savings and a reduction in program costs offset by the purchase of a new stage for the Movies in The Park series that takes place during the summer. • Public Works Administration —Appropriations have been increased by $57,575 due to increased costs for consultant services related to increased permit volume offset by salary savings. • Engineering —Appropriations have been decreased by $11,386 which is due to an increase in consultant services related to increased permit volume offset by salary savings. • Landscape Maintenance — This budget has been increased by $27,000 due to the tree removal on Lycoming and the need for a water truck to water the trees in the medians after the irrigation was shut off in order to meet mandatory water restrictions. • Transfer out — It is estimated that an additional $164,370 will be transferred out of the General Fund to other funds. This includes a transfer to the CIP Fund in the amount of $140,000 which is for the clock in the median of Diamond Bar Blvd and Grand Avenue and the transfer of the server room HVAC project to the CIP fund. Also included are additional transfers to the LLAD's. There are brief explanations of all of the adjustments to the General Fund appropriations beginning on page 13 of Exhibit A. Special Revenue and Internal Service Funds: General Plan Revision Fund This fund has been increased by $2,000 for additional investment revenue. Gas Tax Fund This fund has been reduced by $25,256 due to lower revenue projections. A transfer out to the CIP fund has been added in order to fund the design of two monument signs in the City. Proposition A Fund This fund has been reduced by $66,540. This reduction is due to a reduction in program costs related to excursions ($15,850), the change in funding source from Prop A to Prop C funds for two street projects ($185,690) offset by an additional appropriation for the Traffic Signal Infrastructure Upgrade project ($135,000). Proposition C Fund The Proposition C Fund appropriations are being increased by $185,690 due to the change in funding source from Prop A to Prop C for a portion of the Grand Ave. project and the Diamond Bar Blvd/Brea Canyon Road Enhancement project. MAP -21 Fund Federal STPL revenue is being increased due to anticipated receipts during the fiscal year. Integrated Waste Management Fund This fund has been increased by $2,000 for additional investment revenue. Traffic Improvement Fund This fund has been increased by $5,000 for additional investment revenue. Sewer Mitigation Fund This fund has been increased by $1,000 for additional investment revenue. Air Quality Improvement Fund This fund has been increased by $1,000 for additional investment revenue. Waste Hauler Fund This fund has been increased by $500 for additional investment revenue Park & Facility Development Fund This fund has been increased by $1,000 for additional investment revenue COPS Fund This fund has been increased by $400 for additional investment revenue. CA Law Enforcement Equipment Program (CLEEP) Fund This fund has been increased by $200 for additional investment revenue. PEG Fees Fund This fund has been increased by $500 for additional investment revenue. LLAD 38 This fund has been adjusted to reflect the $539,465 rebate which will be received from Metropolitan Water District for a turf replacement project. Additional costs for tree maintenance of $35,500 are anticipated which is offset by a $20,000 savings realized from the City's water conservation efforts. The net result is an additional transfer from the General Fund in the amount of $16,340 will be required. LLAD 39 This fund has been reduced by $12,657 due primarily to savings realized by the City's water conservation efforts. LLAD 41 This fund requires an additional transfer from the General Fund due to the carryover of expenditures from the prior year. This fund has also realized a savings of $9,000 related to the City's water conservation efforts. Used Motor Oil Grant Fund This fund has been increased by $100 for additional investment revenue. Beverage Container Recycling Grant Fund This fund has been increased by $300 for additional investment revenue. Vehicle Maintenance & Replacement Fund This fund has been increased by $2,500 for additional investment revenue. Equipment Maintenance & Replacement Fund This fund has been increased by $1,500 for additional investment revenue. Building Facility & Maintenance Fund This fund has been increased by $2,000 for additional investment revenue. As mentioned above, this source of funds used to be part of the Integrated Waste Management Fund. Grant funds are being carried over ($24,443) and additional expenditures are being requested based on program needs. FINANCIAL IMPACT: General Fund The Mid -Year Budget Amendment includes an increase in estimated revenue for the General Fund in the amount of $1,431,948 and an increase in General Fund appropriations in the amount of $209,216 which is outlined in Exhibit A. 0 Special Revenue, Internal Service and Capital Improvement Funds Changes to the other funds are outlined in Exhibit A. The following is a brief recap of the changes: Revenue Appropriations Fund Bal Increase/ Increase/ Net Increase (Decrease) (Decrease) (Decrease) Special Revenue Funds General Plan Revision $ Gas Tax Proposition A Proposition C MAP -21 Integrated Waste Management Traffic Improvement Sewer Mitigation Air Quality Improvement Fund Waste Hauler Fund Park & Facility Development Fund COPS CLEEP PEG Fees LLAD 38 LLAD 39 LLAD 41 Used Motor Oil Grant Beverage Container Recycling Total Special Fund Changes $ Internal Service Funds Vehicle Replacement Fund Equipment Replacement Fund Building Facility & Maintenance Fd Total Internal Srvc Funds Changes CIP Fund Traffic Control Improvements Misc Capital Improvements Total CIP Fund Changes 2,000 $ - $ 2,000 (25,256) 55,000 (80,256) (66,540) 66,540 - 185,690 (185,690) 335,338 - 335,338 2,000 - 2,000 5,000 5,000 1,000 - 1,000 1,000 - 1,000 500 - 500 1,000 - 1,000 400 - 400 200 - 200 500 - 500 555,805 15,700 540,105 - (12,657) 12,657 11,576 (8,900) 20,476 100 100 300 300 891,463 $ 168,293 $ 723,170 2,500 2,500 1,500 1,500 2,000 2,000 6,000 6,000 135,000 135,000 195,000 195,000 330,000 330,000 General Fund Changes 1,431,948 209,216 1,222,732 Grand Totals $2,659,411 $707,509 $1,951,902 7 Overall the Mid -Year Budget amendment proposes an increase in Estimated Revenue of $2,659,411 for all funds and an overall increase in Appropriations of $707,509 for all funds. PREPARED BY: Dianna L. Honeywell Finance Director It //1/ , ' / / -. _S Ml I Attachments: Resolution No. 2016 -XX Amending the FY 15-16 Budget Exhibit A - Budget Worksheets RESOLUTION NO. 2016 -XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DIAMOND BAR AMENDING THE FY14-15 MUNICIPAL BUDGET. WHEREAS, the City Council has adopted Resolution No. 2015-14, A Resolution of the City Council of the City of Diamond Bar approving and adopting a budget for the City of Diamond Bar for the Fiscal Year commencing July 1, 2015 and ending June 30, 2016 including maintenance and operations, special funds and capital improvements and appropriating funds for accounts departments, divisions, object and purposes therein set forth (herein referred to as the 'Budget'); and WHEREAS, the City Council may choose to amend the Budget from time to time throughout the fiscal year; and WHEREAS, an amendment to the FY 2015-16 Budget is attached as Exhibit A; and WHEREAS, the Amendment has been presented to the City Council at a City Council meeting; and WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Diamond Bar as follows: Section 1. The City Council hereby finds and determines that the FY15-16 Annual Budget be amended as set forth in the attached Exhibit A. Section 2. There are hereby appropriated for obligations and expenditures by the City Manager the amounts shown on the attached Exhibit. All obligations and expenditures shall be incurred and made in the manner provided by the provisions of State law and City ordinances and resolutions applicable to purchasing and contracting. The City Clerk shall certify to the adoption of this Resolution. PASSED, ADOPTED AND APPROVED this day of 2016. Nancy A. Lyons, Mayor 0 I, Tommye Cribbins, City Clerk of the City of Diamond Bar, do hereby certify that the foregoing Resolution was passed, adopted and approved at a regular meeting of the City Council of the City of Diamond Bar held on the day of 2016, by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAINED: COUNCIL MEMBERS: ATTEST: Tommye Cribbins, City Clerk of the City of Diamond Bar 10 Exhibit A CITY OF DIAMOND BAR FY 2015-16 MID YEAR BUDGET AMENDMENT GENERAL FUND Fund Bal Reserves @ Beg of Year 17,840,641 Previous 17,840,641 Mid Year 17,840,641 Available Resources Adopted Budget Adjustments Current Budget Amendment Adi Budget Estimated Resources Property Taxes 4,532,440 - 4,532,440 - 4,532,440 Other Taxes 6,887,000 - 6,887,000 502,000 7,389,000 State Subventions 5,343,400 - 5,343,400 97,743 5,441,143 Fines & Forfeitures 552,500 - 552,500 (2,500) 550,000 Current Services & Charges 3,538,633 - 3,538,633 614,175 4,152,808 Use of Money & Property 1,130,225 - 1,130,225 67,000 1,197,225 Cost Reimbursements 87,500 1,886 89,386 50,614 140,000 Transfers -In Other Funds 1,578,997 110,165 1,689,162 5,143 1,694,305 Fund Balance Reserves 3,481,273 3,481,273 97,773 3,579,046 27,131,968 112,051 27,244,019 1,431,948 28,675,967 Appropriations 15,422,653 9 (870,233) 14,552,420 1,124,959 15,677,379 City Council 171,394 - 171,394 - 171,394 City Attorney 250,000 - 250,000 (10,000) 240,000 City Manager/City Clerk 1,127,162 111,890 1,239,052 - 1,239,052 Finance 670,295 - 670,295 - 670,295 Human Resources 303,801 - 303,801 - 303,801 Safety Program 17,450 - 17,450 - 17,450 Information Technology 994,611 114,000 1,108,611 22,950 1,131,561 General Government 327,770 - 327,770 14,400 342,170 Civic Center 502,390 97,149 599,539 (51,500) 548,039 Public Information 691,497 17,660 709,157 28,565 737,722 Economic Development 316,675 52,762 369,437 15,000 384,437 Law Enforcement 6,323,116 - 6,323,116 - 6,323,116 Volunteer Patrol 6,000 - 6,000 - 6,000 Fire 15,000 - 15,000 - 15,000 Animal Control 130,782 - 130,782 - 130,782 Emergency Preparedness 61,900 11,650 73,550 - 73,550 Community Dev/Planning 643,616 - 643,616 1,000 644,616 Building & Safety 662,228 -- 662,228 55,325 717,553 Neighborhood Improvement 317,576 - 317,576 - 317,576 Community Svcs Admin 324,118 5,550 329,668 - 329,668 Diamond Bar Center - Ops 1,106,444 48,130 1,154,574 (24,475) 1,130,099 Park Operations 1,081,840 (5,557) 1,076,283 (19,500) 1,056,783 Recreation 2,035,085 1,885 2,036,970 (60,108) 1,976,862 Public Works - Admin 806,823 111,525 918,348 57,575 975,923 Engineering 364,579 190,947 555,526 (11,386) 544,140 Road Maintenance 1,707,639 49,643 1,757,282 - 1,757,282 Landscape Maintenance 184,205 (11,650). 172,555 27,000 199,555 Transfer Out - Other Funds 4,924,687 34,700 4,959,387 164,370 5,123,757 Total Appropriations 26,068,683 830,284 26,898,967 209,216 27,108,183 Excess Resources over Approp 1,063,285 (718,233) 345,052 1,222,732 1,567,784 Fund Bal Reserves @ Beg of Year 17,840,641 17,840,641 17,840,641 Available Resources 18,903,926 (718,233) 18,185,693 1,222,732 19,408,425 Uses of Fund Balance Reserves: Economic Development 316,675 316,675 15,000 331,675 General Plan 10,000 10,000 10,000 Transfer Out- LLADS 279,032 279,032 22,773 301,805 Document Scanning System 20,000 20,000 20,000 Parkway Curb Removal 129,933 129,933 129,933 Security @ Skatepark - 38,000 38,000 38,000 Security Cameras - 114,000 114,000 114,000 Public Works CIP 2,080,717 2,080,717 60,000 2,140,717 Community Services CIP 644,916 644,916 644,916 3,481,273 152,000 3,633,273 97,773 3,731,046 Est Fund Bal Reserves @ 6/30/16 15,422,653 9 (870,233) 14,552,420 1,124,959 15,677,379 Exhibit A FY 2015-16 MIDYEAR BUDGET AMENDMENT GENERAL FUND REVENUES Current Midyear Account # Budget Amendment Adj Budget Explanation Property Taxes Current Secured 4,258,800 001-30010 4,258,800 - Current Unsecured 001-30020 175,240 �', 175,240 Supplemental Roll 001-30050 81,400 81,400 Prior Year Property Taxes 001-30100 (10,000) (10,000) i 2,000 25,000 4,532,440 Misc Property Tax 001-30020 001-30250 'I 2,000 25,000 '..Interest, Penalties & Delinq 4,532,440 - Other Taxes - Sales Tax -_ 001-31010 -- -- - 3,534,718 241,508 3,776,226 Per HdL estimates Sales Tax Comp Fund 001-31011 001-31200 823,282 100,492 923,774 Per Hdt estimates Transient Occupancy Tax Franchise Tax 875,000 75,000 950,000 Tracking @ approx $85,000/mo 001-31210 1,419,000 235,000 6,887,000 _ - 1,419,000 Property Transfer Tax 001-31250 85,000 502,000 320,000 7,389,000 Adj to last year's actual State Subventions Homeowners Exemption 001-31340 30,000 - 30,000 Motor Vehicle In Lieu 001-31700 - 22,865 74,878 22,865 5,388,278 One time receipt Based on actual reed in Jan 2016 VLF - Property Tax In Lieu 001-31701 5,313,400 5,343,400 97,743 5,441,143 - - - & Forfeitures Fines Vehicle Code Fines 001-32150 001-32200 275,000 - 275,000 General Fines �_ _ 15,000 - 15,000 Municipal Code Fines 001-32210.. 2,500 2,500 5,000 Based on collection activity Parking Fines 001-32230 230,000 (15,0.00) 215,000 Based on collection activity Impound Fees 001-32250 15,000 15,000 False Alarm Fees _'. 001-32270', 15,000. 10,000 25,000 Based on collection activity _ 552,500. (2,500). 550,000 Building Fees _ Building Permit Fees �I 001-34110 _ _ - 381,000 47,375 428,375 '_ Adj to permit fee type allocations/increased permit volume Plumbing Permit Fees 001-34120. - 50,800 II, 6,250 57,050 Adj to permit fee type allocations/increased permit volume - Electrical Permit Fees I, 001-34130 49,500 36,900 i 6,840 56,340 Adj to permit fee type allocations/increasedpermit volume Mechanical Permit Fees 001-34140 3,615 40,515 Adj to permit fee type allocations/increased permit volume '. (Permit Issuance Fees 001-34200 1 53,400 875 Adj to permit fee type .allocations/increased permit 54,275 volume lc Exhibit A 13 FY 2015-16 MIDYEAR BUDGET AMENDMENT GENERAL FUND REVENUES Current Mid Year Account # Budget Amendment Adj Budget Explanation 001-34250 001-34300 001-34310 001-34350 19,000 455,200 15,400 4,700 - 9,230 1 60,310 3,085. 535 Adj to permit fee type allocations/increased permit 28,230 volume Adj to permit fee type allocations/increased permit 515,510 volume Adj topermit fee -type allocations/increased permit 18,485 'ivolume Adj to permit fee type allocations/increased permit _ 5,235 volume Inspection Fees - Bldg 1 Plan Check Fees - Bldg Plan Retention Fee SM_ IP Fees �'.. Bldg Standards Admin 001-34355 1,600 210 1,810 - 500 Adj to permit fee type allocations/increased permit volume Adj to permit fee type allocations/increased permit volume Waste Reduction Fees 001-34415 500 1,068,000 138,325 1,206,325 Planning Fees _ Current Planning Fees Developer Fees Willow Heights Dev Fee 001-34430 001-34550 001-34552 220,000 - 840,000 - 220,000 500,000 500,000 'Unclaimed Property reclassification - 840,000 Willow Heights Pk Impr Fee 001-34554 215,400 - 215,400 Business License Fee 001-34560 22,000 - 22,000 _ Business License Late Fee 001-34561 001-34562 11500 2,200 _ - - 1,500 (Business License Late Fee 2,200 1,301,100 500,000 1,801,100 Engineering Fees _ Plan Check Fees - Eng Permit Fees - Engineering 001-34610 20,000 10,000 30,000 1lncreased permit volume _ 2,500 75,000 2,500 1 -001-34620 Encroachment Permit 001-34630 - 75,000'. - Inspections -Engineering 001-34640 20,000 47,000'. 67,000.Increased permit volume Soils/Mise Eng Fee 001-34650 20,000 - 20,000 'Waste Hauler Fees 001-34662 90,934 - 90,934 ;Industrial Waste - - 001-34665 --_---- 30,000 - 30,000 258,434 57,000 315,434 --- 13 Exhibit A FY 2015-16 MID YEAR BUDGET AMENDMENT GENERAL FUND REVENUES Account # Current Budget Mid Year Amendment Adj Budget Explanation Recreation Fees Taommunit Activities 001-34720 88,380 y (15,437) 72,943 Offset by reduction in expense Senior Activities 001-34730 61,140 1 (16,713) 44,427 _Offset by reduction in expense Athletic Programs ! 001-34740 109,079 109,079 (Offset with salary savings and Fee Programs 001-34760 272,000 (49,000) 223,000 'program expense reduction Contract Classes_ 1 001-34780 270,500'' - 270,500 Special Event Fees 001-34800 110,000 110,000 - 911,099 (81,150) 829,949 - -_-- Use of Money and Property 182,00064,000 10000 225 186,000 stmentEarnings 001-36100 001-36120 l 001-36600 246,000 /Loss on Sale of Invest 10,000 22 186,000 670,000ity 25,000 20,000 I rned Check Charge Rents & Concessions 001-36610 001-36615 001-36618 001-36620 enter Rental 670,000 25,000 Security age Park Building Rent 20,000 Parks & Fields Rent 001-36625 00146630 _ 001-36635 20,000 (2,000) _ 18,000 ,Rentals are tracking lower Sale of Assets -- -. 500 500 .Proceedsfrom Sale - - 1,500 1,500 - 3,000 Film Permit Revenue 001-36637 001-36640 City Store Sales. - 6,500 - 'Printed Material Sales 001-36650 1_001-36660 (1,5.00) 5,000 Donations 500 5,000 5,666--10,000- ,00010,0001,127,225 500_ Miscellaneous Revenue 001-36900 1,127,22567,000 1,194,225 Cost Reimbursements - - - Cost Reimbursement 001-36950 89,386 50,614 140,000 Recoverablelegalfeesfrom code enforcement cases Prop Damage Reimb - 001-36800 _ 2,500 2,500 Prop Damage Reimb - 001-36810 500 500 92,386 1 50,614 143,0.00 Interfun_d Transfers - Transferin - Law EnfFund --.. 001-39012 _.---. 375,835 375,835 Transfer In -Traffic Mit Fund 001-39116 110,165 _-__116J65 - 5 _. ' iTransferIn -Gas Tax Fund 001-39111 1,000,000 1,000,000 Transfer In - Int Waste Mgmt 001-39115 60,066 Transferin -Safe Parks Fund 001-39123 40,910 60,066 40,910 'Transfer In - COPS Fund 001-39126 102,186 102,186 Transfer In - LLAD 39 001-39139 - 5,143 5,143 1,689,162 5,143 1,694,305 Total General Fund Revenue Adjustment I 23,762,7461 1,334,175 25,096,921 14 Exhibit A FY 2015-16 MIDYEAR BUDGET AMENDMENT GENERAL FUND APPROPRIATIONS Current Mid Year Account# Budget Amendment Adj Budget Explanation -- City Attorney (4020) Special Legal Services 44021 25,000 (10,000) 15,000 Lower than anticipated costs Finance (4050) 25,000 (10,000), 15,000 - - 42110 3,000 1,000 - Printing Education & Training 4,000 42340 4,000 (1,000) 3,000 7,000 - 7,000 �iVacation/Sick Payout Staff Printing Needs -Toner 'Add'I user support/work for depts Information Systems (4070) Salaries 331,910 1,000 40010 326,610 5,300 Overtime _ Operating Supplies Professional Services 40020 500 500 41200 _ 20,500 1,750 22,250: 136,800 44000 124,500 12,300 PS - Data Processing Svcs 44030 57,000 3,100 60,100 Time Warner 529,110 22,950 552,060 General Government (4090) ' Telephone 42125 36,000 14,400 50,400 Windstream/Paetech 36,000 14,400 50,400 1- - Civic Center (4093) .Utilities 42126 42210 163,230 21,000 184,230I1Electricity 189,521 Paint ingServices MaintofGrounds/Bldgs 182,021 7,500 Mamt of Grounds/Bldgs 46410 Public Information (4095) 100,390 (80,000), 20,390 'Transfer Server HVAC project to CIP fund -- 445,641 (51,500), 394,141 3,500 -- Alex Morgan Celebration Operating Supplies 41200 1,650 5,150 Small Tools & Equipment 1 41300 3,800 880 4,680 Alex Morgan Celebration Promotional Supplies 41400 20,200 1 98,000 9,620 29,820 Alex Morgan Celebration Printing 42110 2,210 100,210 Alex Morgan Celebration Photography 1 42112 1,500 575 2,075 Alex Morgan Celebration Advertising ! 42115 49,500 600 - 50,100 Alex Morgan Celebration Professional Services 44000 97,552 13,030 110,582 l Alex Morgan Ceebration --- --_ - 274,052 28,565 j 302,617 _ _- - -- Emergency Prep (4440) 9 500 Operating Supplies P g Pp 41200 15,000 24,500 '.. 24,500 EI NiStm no or Prep _ -- _- _. Community Developmpnt Administration (5210) 5,500 - _ ' Travel-Conferences/Research _ _ 42330 (4,000) 1,500 Staff did not attend CA APA -- Prof Services - Environmental _-__-- -- 44240 14,865 5,000 19,865 Cal Poly Innovation Village EIR Review 20,365 1,000 1 21,365 - Building & Safety (5.220) CS -Building & Safety 45201 532,000 55,325 587,325 Increased Permit Volume/Offset by increased revenue 532,000 55,325 587,325 15 FY 2015-16 MID YEAR BUDGET AMENDMENT GENERAL FUND APPROPRIATIONS Current Mid Year Account# Budget Amendment Community Services Administration (5310) Education & Training 42340 2,000 Professional Services 44000 Diamond Bar Center (5333) 12,105_ 891 77 694-- (225) I (175) (375) Salaries 40010 278,135 Overtime 40020 (24,475 City Paid Benefits 40070 40080-CS332 103,733 Retirement 40080 'Worker's Comp STD/LTD Worker's Comp 40083 500 STD/LTD 40084_ 1,000 _ Medicare Benefit Allotment 40085 40090 40085-CS332 TechnoloRvAllowance 42124 _300 500 800 17.750 (5001 17.250 47,118 (29,000) 3,200 ---_---(650) 2,000 2,625 26,197 (4,400) 12,105_ 891 77 694-- (225) I (175) (375) 0 Utilities -42126 ___... _.-_ Recreation (5350) 'MaintofGrounds/Buildings 42210 35,500 21,797 'Salary Savings 11,600 Salaries 40010 512,891 40030-CS332 361,358 40070-CS332 12,043 _ 278,135 Recreation Superintendant (24,475 Park Operations (5340) 40080-CS332 103,733 Reduction in program costs Reduction in program costs 'Worker's Comp STD/LTD 40083-CS332 21,016 500 Overtime 40020 1,000 Reduction in program costs 2,500 40085-CS332 Operating Supplies 41200 31,000 40090-CS332 3,000 Utilities -42126 ___... _.-_ Recreation (5350) 235,3131, 5,200., _.. --- --- ------- 267,313'. 21,797 'Salary Savings 11,880 .Salary Savings Salaries 40010 512,891 40030-CS332 361,358 40070-CS332 12,043 23,916 Salary Savings PT Salaries City Recreation Superintendant 47,100 Retirement 40080-CS332 103,733 Reduction in program costs Reduction in program costs 'Worker's Comp STD/LTD 40083-CS332 21,016 500 40084-6CS332 3,5281 10,500 Reduction in program costs Medicare Benefit Allotment 40085-CS332 30,583 9,700 New Stage 40090-CS332 125,781 OperSupplies- AdultExcursions 41200-CS310 -780 OperSupplies - Tiny Tots OperSupplies- Seniors 41200-CS332 8,000 41200-CS351 42410-CS332 9,600 _ 1,000 Admissions - Youth Activities iC5- Excursions -Adult Excursions 45310-CS310'. 15,500 45310-CS351 25,000 CS Excursions -Seniors Miscellaneous Improvements 46250-CS306 - 16 Exhibit A Explanation 118,118 3,500 Anticipated (Salary Savings 5,200., _.. --- --- 1,975 :Salary Savings 21,797 'Salary Savings 11,880 .Salary Savings 716 Salary Savings 22,358 Salary Savings 23,916 Salary Savings 600 Recreation Superintendant 47,100 New HVAC Motor/Replace Fire anel Panel - 3,500Anticipated add'( OT 34,000 .Sycamore Canyon Park 210,313 Water conservation savings 247,813 507,291 ISalarySavings 335,018 Salary Savings 11,099 Salary Savings (3,952) 99,781 Salary Savings (527) 20,489 Salary Savings (161) 3,367SalarySavings (404), 30,179Salary Savings (10,530)' 11_5,251 Salary Savings (250)1 530 4,000 Reduction in program costs (4,000) (600) Reduction in program costs Reduction in program costs 9,000 (500) 500 Reduction in program costs (5,000) 10,500 Reduction in program costs (11,000) 9,700 14,000 Reduction in program costs 9,700 New Stage Exhibit A FY 2015-16 MID YEAR BUDGET AMENDMENT GENERAL FUND APPROPRIATIONS Adj Budget Explanation Works Admin (5510) Current Account # Budget Mid Year Amendment Public Salary _ 40010 Benefit Allotment 40090 Engineering 45221 CS: Inspections 45227 295,265 (10,000) 285,265 Salary Savings ___CS 38,322 (2,450) 31,500 38,525 _ _ 35,872 Salary Savings 78,276 109,776 Consultant services 41,475 ISOuthpointe/Offset by increased 80,000 revenue 453,338 57,575 510,913 -- - - Engineering (5551) .Salary 40010 Benefit Allotment 400.90 128,519 (18,000) (4,500) 110,519Salary Savings 21,186 26,886 8661 6 38,000 Salary Savings ,CS -Plan-Check 45223 11,114'. ISouthpointe/Offset by increased revenue 176,591 (11,386) Landscape Maintenance (5558) CS -Tree Maintenance _ 45509 107,205 21,000 CS - Tree Watering 45510 17,300'. 6,000 124,505 27,000 Transfers Transfer Out- ComOrg Fd 49011 15,000 165,205 128,205 Lycoming tree removal 23,300 Water truck for median trees 151,505 -- 15,000 _ Transfer Out- Law Enforce 49012 Transfer Out - Park Dev Fund 49124 - 366,072 ---- 366,072 --- 215,400 215,400 Transfer Out - CIPFund 49250 49370 2,760,333 140,000 '.Clock in median of DBB/Grand; '',transfer Server HVAC project to 2,900,333'.CIPfund 85.7,141 Transfer Out - Debt Svc _ 857,141 Transfer Out - Selflns 49510 311,409 155,000 311,409 ' Transfer Out - Comp Equip 49530 155,000 .Transfer Out-- LLAD #38 49138 1 187,814 16,340 204,154 Add1 transfer required Transfer Out LLAD #39 49139 3,546 (3,546) - Transfer Out LLAD 441 49141 87,672 11,576 99,248 Ado transfer required 4,959,387 164,370 5,123,757 - 209,216 9,596,016 Total Appropriation Change 9,386,800 17 Exhibit A FY 2015-16 MIDYEAR BUDGET AMENDMENT SPECIAL FUNDS CHANGES Adj Budget Explanation Account # Current Mid Year Budget Amendment General Plan Revision Fund (015) Investment Earnings 015-36100 4,000 4,000 2,000 6,000 ',Interest Revenue---- 2,000 6,000 1 Gas Tax (111) Updated projections _ Gas Tax -2105 111-31705 348,616 (5,318), 343,298 _ Gas Tax -2106 - 111-31710 184,532 (12,367)1 172,165 Updated projections Gas Tax -2107 111-31720 476,622 (444)', 476,178 3,000 7,500 Updated projections Gas Tax - 2107.5 111-31730 4,500 HUTA 111-31731 _2_7.6,390 Interestlncome 111-36100 3,500 1,294,160 Updated projections Updated projections _ (12,127), 264,263 2,000. 5,500 Interest Revenue - -- Design of 2 monument signs 25,256 ( )' 1,268,904 55,000 Transfer Out - CIP 111-9915-49250 1,175,919 1,230,919 Proposition A Fund (112) CS Excursions - Adult Excur 112-5350-45310-CS310 11,700 (7,000) CS- Excursions -Tiny Tots 112 5350-45310-CS332 1,700 (850) __.. -- -- (8,000) CS - Excursions -Seniors 112-5350-45310-CS351 25,000 j �iiTransfer Out- CIP Fund 112-9915-49250 645,690 185,690 -- Transfer Out -CIP Fund 112-9915-49250 460,000 135,000 1,144,090 (66,540) 4,700 Reduction in program costs Reduction in program costs 850 17,000 '. Reduction in program costs Change in funding source per 460,000MTA Add Approp for Traffic Signal 595,000 Upgrades (#24914) 1,077,550 Proposition C Fund (113) Transfer Out -CIP Fund - 113-9915-49250 437,075 185,690 -- 'Change in funding source per 622,7651MTA 622,765 437,075 185,690 MAP -21 Fund (114) Federal -STPL Revenue I 114-31331 752,885 335,338 1,088,223 IAdj not carried over 752,885 335,338 1,088,223 Integrated Waste Management Fund (115) Investment Earnings 115-36100- 8,000 2,000 10,000 Add']interest Revenue - 8,000 2,000 10,000 Traffic Improvement Fund (116) Investment Earnings 116-36100 3,000 5,000 8,000 Add'I lnterest Revenue -- - 31000 5,000 8,000 Sewer Mitigation Fund (117) Investment Earnings 117-36100 - g 1,000 '�. - 1,000 Add9 Interest Revenue -- 1,000 11000 W1 Exhibit A FY 2015-16 MID YEAR BUDGET AMENDMENT SPECIAL FUNDS CHANGES Current Mid Year Account # Budget Amendment Adj Budget Explanation Air Quality Improvement Fund (118)' 118-36100- AcT Interest Revenue - -- Investment Earnings 750 1,000 -1,750 750 1,000 ' 1,750 Waste Hauler Fund (121) 121-36100 Investment Earnings 500 ', 500 1,000 -Add I Interest Revenue 500 500 1,000 - Park & Facility Development Fund (124) Investment Earnings 124-36100 - 1,000 1,000 2,000 A d -I Interest Revenue - 1,000 1,000 2,000 COPS (126) Investment Earnings 126-36100 1,000 400 1,400 lAdd'I Interest Revenue - 1,000 400 1,400 CA Law Enforcement Equipment Program Investment Earnings Fund (128)' 128-36100 200 200 400 Add'I Interest Revenue 200 200 400 PEG Fees Fund (135) Investment Earnings 135-36100 500 500 1,000 Add Interest Revenue 500 500 1,000 LLAD 38 (138) Transfer In - GF Cost Reimbursement -- _ 138-39001 187,814 16,340 204,154 Add'I transfer from GF TMWD Rebatete ori- -- - 138-36950 - 539,465 1 539,465 --- 187,814 555,805 743,619 Overtime 138-5538-40020200 Utilities- 138-5538-42126 - 152,668 200 Anticipated OT (20,000) 35,500 132,668 Water conservation savings -- Higher rate of removal of 86,688 ''dead/diseased trees 219,556 '.CS -Tree Maintenance - - 138-5538-45509 51,188 203,856 15,700 LLAD 39 (139) - 200 200 Anticipated OT 72,300 !Water conservation savings Overtime 139-5539-40020 Utilities 139-5539-42126 90,300 (18,000) 5,143 Transfer Out - GF 139-9915-49001 - 5,143 Savings transferred back to GF 77,643 90,300 (12,657) IW Exhibit A FY 2015-16 MID YEAR BUDGET AMENDMENT SPECIAL FUNDS CHANGES Current Mid Year Budget Amendment AdjBudgetExplanation Account# LLAD 41 (141) _- -_-- - - Transfer In - GF 141-39001 - -' 87,672 11,576 -- 99,248 Add trans er rt� of m GF - -- 87,672 11,576 1 99_,248 _ - 100 57,600 (9,000) Overtime "'. 141-5541-40020 100 48,600 Anticipated OT '.Utilities '�141-554142126 Waterconservationsavings -- - --- ---I ,900) 48,700 _-- - - - - Used MotorOil0) investment 160-36100 -- -- 100 100 Add'I Interest Revenue 100 100 Beverage Container Recycling Grant (161) I Investment Earnings 161-36100- 200 -300 500 Add In�Revenue 200 300 500 VehicleMaintenance eplacementFund ( 520) &_. Replacement Fund investment Earnings - 2,500' 2,500 L_ 5,000 1 Add'lntereRevenue - -- 2,500 2,500 5,000 Equipment Maintenance & Replacement Fund (530) - Investment Earnings 530-36100 1,000 - 1,500 2,500 Add'I Interest Revenue - 1,000 1,500 2,500 Building Facility & Maintenance Fund (540) Investment Earnings " 540-36100 1,000 2,000 3,000 A I� Revenue 1,000 2,000 3,000 20 Exhibit A FY 2015-16 MIDYEAR BUDGET AMENDMENT CAPITAL IMPROVEMENT PROJECT MID -YEAR ADJUSTMENTS Current Mid Year Account If Budget Amendment Adj Budget Explanation Capital Improvement Fund (250) 2,760,333 1,175,919 Transferin - General Fund 250-39001 60,000 80,000 Street Clock on DBB (use sale of Prop A funds in GF fund 2,820,333 balance) 'Server Room Air Conditioner '..Replacement Transferin - General Fund 250-39001 Transferin - Gas Tax _ 250-_39.1.11 55,000 1,230,919 (185,690) 460,000 Design of 2 monument signs - Transfer In - Prop A - '_ 250-39112 Transferin - Prop A 250-39112 - Prop C 250-39113 645,690 Change Funding Source per MTA 645,690 1.35,000 595,000_ Add'I Approp for Traffic Signal Upgrades !Transferin 437,075 - 185,690 330,000 622,765 5,729,017 Change Funding Source per MTA 5,664,707 4,660,000 3,473,194 Traffic Control Improvements 250-5510-46412 135,000 4,795,000 Traffic Signal Upgrades Misc Capital Improvements 250-5510-46420 195,000 330,000 3,668,194 8,463,194 Street Clock, Server Room HVAC, 2 Monument Signs 8,133,194 i — 21 CITY COUNCIL Agenda # 8.2 Meeting Date: Feb. 16, 2016 AGENDA REPORT TO: Honorable Mayor and Members of the City Council VIA: James DeStefano, City Manager TITLE: City Council Appointment of Parks and Recreation, Planning and Traffic and Transportation Commissioners. RECOMMENDATION: Ratify Council Appointments. FINANCIAL SUMMARY: None. BACKGROUND/DISCUSSION: The City of Diamond Bar currently has three standing commissions: Parks and Recreation Commission, Traffic and Transportation Commission and Planning Commission which serve in an advisory capacity to the City Council. City Council Members are authorized to appoint one individual each to these commissions, to serve a two-year term. Upon the end of each term, Council Members may choose to reappoint standing commissioners or choose new appointees. Attached are the proposed appointees. February 28, 2016 marks the end of the current term. At this time, it is appropriate for the City Council to make their Commission appointments for the next two years. PRqPARED BY: �_ ai L_ Tommye Cribbins, City Clerk Attachment Mayor Nancy A. Lyons Dave Grundy Parks and Recreation Commission Mahendra Garg Traffic and Transportation Commission Ken Mok - Planning Commission Mayor Pro Tem Jimmy Lin Kim Hsieh Parks and Recreation Commission Shokoufeh Mirzaei Traffic and Transportation Commission Raymond W. Wolfe Planning Commission Council Member Carol Herrera Benny Liang Parks and Recreation Commission Ed Pechy Traffic and Transportation Commission Jennifer "Fred" Mahlke Planning Commission Council Member Ruth M. Low Manisha Sulakhe Parks and Recreation Commission Dr. Cynthia Quan Traffic and Transportation Commission Frank Farago Planning Commission Council Member Steve Tye Lew Herndon Parks and Recreation Commission Surendra P. Mehta Traffic and Transportation Commission Naila Barlas Planning Commission TO: CITY CLERK FROM: 4 � t"--�V �. ./,C� � ! DATE: „moi � � � ✓j ADDRESS: PHONE: (Optional) (.Optional) ORGANIZATION: p AGENDA#/SUBJECT: I expect to address the Council on the subject agenda/subject item. Please have the Council Minutes reflect my name and address as written above. Signature This document is a public record subject to disclosure under the Public Records Act. TO: CITY CLERK FROM: �t c 11 I /} I DATE: _ ADDRESS:PHONE (Optional) ORGANIZATION: AGENDA#/SUBJECT: f - (�760 (Optional) Utl act I expect to address the Council on the subject agenda/subject item. Please have the Council Minutes reflect my name and address as written above. This document is a public record subiect to disclosure undF Di lDI01D BAR M TO: FROM: ADDRESS: ORGANIZATION: CITY CLERK I UA-l(111DATE: AGENDA#/SUBJECT: PHONE: (Optional) I expect to address the Council on the subject agenda/subject item. Please have the Council Minutes reflect my name and address as written above. _ k V �Y t Signature This document is a public record subject to disclosure under the Public Records Act.