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CC 2022-08-23 Agenda PackageCITY COUNCIL MEETING AGENDA SUMMARY Tuesday, August 23, 2022, 6:00 p.m. In person at: Arroyo Grande City Council Chambers 215 E. Branch Street, Arroyo Grande, CA 93420 AND via Zoom at: Please click the link below to join the Zoom Meeting: https://us02web.zoom.us/j/83255848846 Webinar ID: 832 5584 8846 Or by Telephone: 1-669-900-6833; 1-346-248-7799 In compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M. Brown Act, this City Council meeting is being conducted in a hybrid in-person/virtual format. Members of the public may participate and provide public comment on agenda items during the meeting in person at the location identified above, by joining the Zoom meeting, or by submitting written public comments to the Clerk of the Council at publiccomment@arroyogrande.org. Meetings will be broadcast live on Channel 20 and streamed on the City’s website and www.slo-span.org. 1.CALL TO ORDER 2.ROLL CALL 3.MOMENT OF REFLECTION 4.FLAG SALUTE CAMP FIRE CENTRAL COAST - TRAIL LIGHTERS 5.AGENDA REVIEW 5.a.Closed Session Announcements None. 5.b.Ordinances read in title only None. 6.SPECIAL PRESENTATIONS 6.a.Update Regarding Countywide COVID-19 Efforts (McDONALD) Recommended Action: Receive update, accept public comments, discuss, and provide direction as necessary. 6.b.City Manager Communications (McDONALD) Recommended Action: Receive correspondence/comments as presented by the City Manager and Provide direction, as necessary. 7.COMMUNITY COMMENTS AND SUGGESTIONS This public comment period is an invitation to members of the community to present issues, thoughts, or suggestions on matters not scheduled on this agenda. Comments should be limited to those matters that are within the jurisdiction of the City Council. Members of the public may provide public comment in-person or remotely by joining the Zoom meeting utilizing one of the methods provided below. Please use the “raise hand” feature to indicate your desire to provide public comment. Click the link below to join the webinar: https://us02web.zoom.us/j/83255848846; Webinar ID: 832 5584 8846 • Or by Telephone: 1-669-900-6833; 1-346-248-7799 Press * 9 to “raise hand” for public comment • The Brown Act restricts the Council from taking formal action on matters not published on the agenda. In response to your comments, the Mayor or presiding Council Member may: • Direct City staff to assist or coordinate with you. • A Council Member may state a desire to meet with you. • It may be the desire of the Council to place your issue or matter on a future Council agenda. Please adhere to the following procedures when addressing the Council: • Comments should be limited to 3 minutes or less. • Your comments should be directed to the Council as a whole and not directed to individual Council members. • Slanderous, profane or personal remarks against any Council Member or member of the audience shall not be permitted. 8.CONSENT AGENDA The following routine items listed below are scheduled for consideration as a group. The recommendations for each item are noted. Any member of the public who wishes to comment on any Consent Agenda item may do so at this time. Any Council Member may request that any item be withdrawn from the Consent Agenda to permit discussion or change the recommended course of action. The City Council may approve the remainder of the Consent Agenda on one motion. 8.a.Consideration of Cash Disbursement Ratification (VALENTINE) Recommended Action: Ratify the attached listing of cash disbursements for the period of July 16 through July 31, 2022. 8.b.Approval of Minutes (MATSON) Recommended Action: Page 2 of 138 Approve the minutes of the Regular City Council Meeting of August 9, 2022, as submitted. 8.c.Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance of Remote Teleconference Meetings of the Legislative Bodies Pursuant to Government Code Section 54953(e)(3) (McDONALD) Recommended Action: Adopt a Resolution declaring a continued local emergency related to the Coronavirus (COVID-19) pandemic and authorizing the continuance of remote teleconference meetings pursuant to Government Code Section 54953(e)(3). 8.d.Consideration of a Consultant Services Agreement with unCOMPlicated HR to Prepare a Total Compensation Study (VALENTINE) Recommended Action: Approve a Consultant Services Agreement with unCOMPlicated HR to prepare a Total Compensation Study. 8.e.Consideration of Award of Construction Contract to Raminha Construction, Inc. for the Oak Park Boulevard Drainage Repairs Project, PW 2020-04 (ROBESON) Recommended Action: Award a construction contract to Raminha Construction, Inc. in the amount of $238,679 and authorize the City Manager to approve change orders for 15% of the contract, $35,802, for unanticipated costs during the construction phase of the project (construction contract costs = $238,679 + $35,802 = $274,481). 8.f.Monthly Water Supply and Demand Update (ROBESON) Recommended Action: Receive and file the monthly Water Supply and Demand Report. 8.g.Consideration of Temporary Use Permit 22-003; Authorizing Closure of City Streets and Use of City Property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022; Applicant – Jim Guthrie (PEDROTTI) Recommended Action: Adopt a Resolution approving Temporary Use Permit 22-003, authorizing closure of City streets and use of City property for the 84th annual Arroyo Grande Valley Harvest Festival. 9.PUBLIC HEARINGS None. 10.OLD BUSINESS None. 11.NEW BUSINESS 11.a.Consideration of Street Selection for the 2022 Pavement Management Program (ROBESON) Page 3 of 138 Recommended Action: Review and approve the recommended treatments and streets for the 2022 Pavement Management Program, including the streets identified in Attachments 1 through 3, and direct staff to work with the City’s design consultant to value engineer proposed treatments and proposals for the streets identified in Attachment 4. 12.CITY COUNCIL REPORTS 12.a.MAYOR RAY RUSSOM: California Joint Powers Insurance Authority (CJPIA)1. South San Luis Obispo County Sanitation District (SSLOCSD)2. Tourism Business Improvement District Advisory Board3. Other4. 12.b.MAYOR PRO TEM GEORGE: County Water Resources Advisory Committee (WRAC)1. Visit SLO CAL Advisory Board2. Other3. 12.c.COUNCIL MEMBER BARNEICH: Audit Committee1. Homeless Services Oversight Council (HSOC)2. Zone 3 Water Advisory Board3. Other4. 12.d.COUNCIL MEMBER PAULDING: Air Pollution Control District (APCD)1. Brisco/Halcyon Interchange Subcommittee2. Council of Governments/Regional Transit Authority/ South County Transit (SLOCOG/SLORTA/SCT) 3. REACH SLO Advisory Commission4. Other 5. 12.e.COUNCIL MEMBER STORTON: Brisco/Halcyon Interchange Subcommittee1. Five Cities Fire Authority (FCFA)2. Integrated Waste Management Authority Board (IWMA)3. Page 4 of 138 South County Chambers of Commerce Governmental Affairs Committee4. Other5. 13.COUNCIL COMMUNICATIONS Any Council Member may ask a question for clarification, make an announcement, or report briefly on his or her activities. In addition, subject to Council policies and procedures, Council Members may request staff to report back to the Council at a subsequent meeting concerning any matter or request that staff place a matter of business on a future agenda. Any request to place a matter of business for original consideration on a future agenda requires the concurrence of at least one other Council Member. 14.CLOSED SESSION None. 15.ADJOURNMENT All staff reports or other written documentation, including any supplemental material distributed to a majority of the City Council within 72 hours of a regular meeting, relating to each item of business on the agenda are available for public inspection during regular business hours in the City Clerk’s office, 300 E. Branch Street, Arroyo Grande. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by the Americans with Disabilities Act. To make a request for disability-related modification or accommodation, contact the Legislative and Information Services Department at 805-473-5400 as soon as possible and at least 48 hours prior to the meeting date. This agenda was prepared and posted pursuant to Government Code Section 54954.2 Agenda reports can be accessed and downloaded from the City’s website at www.arroyogrande.org If you would like to subscribe to receive email or text message notifications when agendas are posted, you can sign up online through the “Notify Me” feature. City Council Meetings are cablecast live and videotaped for replay on Arroyo Grande’s Government Access Channel 20. The rebroadcast schedule is published at www.slo-span.org. Page 5 of 138 Item 8.a. MEMORANDUM TO: City Council FROM: Nicole Valentine, Administrative Services Director BY: Lynda Horejsi, Accounting Manager SUBJECT: Consideration of Cash Disbursement Ratification DATE: August 23, 2022 SUMMARY OF ACTION: Review and ratify cash disbursements. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is a $3,678,762.60 fiscal impact that includes the following items:  Accounts Payable Checks $2,748,362.05  Payroll & Benefit Checks $930,400.55 RECOMMENDATION: Ratify the attached listing of cash disbursements for the period of July 16 through July 31, 2022. BACKGROUND: Cash disbursements are made weekly based on the submission of all required documents supporting the invoices submitted for payment. Prior to payment, Administrative Services staff reviews all disbursement documents to ensure that they meet the approval requirements adopted in the Municipal Code and the City’s Purchasing Policies and Procedures Manual. ANALYSIS OF ISSUES: The attached listing represents the cash disbursements required of normal and usual operations during the period. The disbursements are accounted for in the FY 2021 -22 and FY 2022-23 budgets. Page 6 of 138 Item 8.a. City Council Consideration of Cash Disbursement Ratification August 23, 2022 Page 2 ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendation; 2. Do not approve staff’s recommendation; or 3. Provide other direction to staff. ADVANTAGES:  The Administrative Services Department monitors payments of invoices for accountability, accuracy, and completeness using standards approved by the City Council.  Invoices are paid in a timely manner to establish goodwill with merchants.  Discounts are taken where applicable. DISADVANTAGES: There are no disadvantages identified in this recommendation. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. July 16 – July 31, 2022 – Accounts Payable Check Register 2. July 29, 2022 – Payroll and Benefit Check Register Page 7 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name107/18/2022 294544 $ 1,519.53 ELECTIONS CANDIDATE MAILER 010.4145.5208 US POSTMASTER207/22/2022 294545 84.00 FOLLOW UP SAMPLES-MERCEDES 640.4710.5310 ABALONE COAST ANALYTICAL INC307/22/2022 294545 33.00 WELL # 8 SAMPLE 640.4710.5310 ABALONE COAST ANALYTICAL INC407/22/2022 294546 900.00 07/24 SOUND PRODUCTION SUMMER 010.4421.5504 ADEPT EVENTS LLC507/22/2022 294547 750.00 06/22 WEBSITE STREAMING & ARCHIVING 010.4002.5303 AGP VIDEO, INC607/22/2022 294547 2,402.50 06/22 CABLECASTING 010.4002.5330 AGP VIDEO, INC707/22/2022 294548 68.08 BLDG MAINT- TOWEL DISPENSER 010.4201.5604 AMAZON CAPITAL SERVICES807/22/2022 294548 72.61 FLEET MAINT SUPPLIES-CAR WASH 010.4203.5601 AMAZON CAPITAL SERVICES907/22/2022 294548 860.92 INVESTIGATIONS-PRINTER 010.4201.5701 AMAZON CAPITAL SERVICES1007/22/2022 294549 160.00 REFUND-DOGGIE CLASS 010.0000.4605 MALINDA ANTONGIOVANNI1107/22/2022 294550 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 NATISHA APODACA1207/22/2022 294551 167.92 07/22 COMMUNICATIONS MAINTENANCE 010.4204.5606APPLIED TECHNOLOGY GROUP INC1307/22/2022 294552 9.80 PARKS MATS, MOPHEADS 010.4213.5303 ARAMARK UNIFORM SERVICES1407/22/2022 294553 553.80 REIMBURSE-STARRY NIGHT DANCE FOOD 010.4424.5252 ARROYO GRANDE LIONS CLUB1507/22/2022 294554 33.97 ACCT#235841-39568063 ALARM 220.4303.5303 AT & T1607/22/2022 294554 198.33 ACCT#238451-01839190 RADIO 010.4145.5403 AT & T1707/22/2022 294555 22.43 BAN#9391033180 473-0386 CITY HALL FAX 010.4145.5403 AT&T1807/22/2022 294556 10,200.00 SCADA SYSTEM INVENTORY 640.5953.7301 AUTOSYS LLC1907/22/2022 294557 360.00 REFUND-CROSSROADS LEARNING 010.0000.4605 TIFFANY BAKER2007/22/2022 294558 89.00 REFUND-SCIENCE CAMP 010.0000.4605 BROOKE BATES2107/22/2022 294558 96.00 REFUND-SCIENCE CAMP 010.0000.4605 BROOKE BATES2207/22/2022 294559 623.00 06/22 DOGGIE CLASSES 010.4424.5351 IRINA BEATTY2307/22/2022 294560 106.67 BUSINESS CARDS-PEREZ, HOLUB 010.4102.5255 BOONE PRINTING & GRAPHICS INC2407/22/2022 294560 53.34 BUSINESS CARDS-BLDG PERMIT TECH 010.4212.5201 BOONE PRINTING & GRAPHICS INC2507/22/2022 294561 996.69 PATROL SUPPLIES-MEDICAL 010.4203.5255 BOUND TREE MEDICAL, LLC2607/22/2022 294562 1,678.45 (6) DRUMS SODIUM HYPOCHLORATE 640.4712.5274 BRENNTAG PACIFIC INC2707/22/2022 294562 902.37 280 GALL SODIUM HYPOCHLORITE 640.4712.5274 BRENNTAG PACIFIC INC2807/22/2022 294563 319.00 04/22-06/22 DIESEL FUEL TAX RETURN010.0000.1202 CA DEPT OF TAX & FEE ADMIN2907/22/2022 294564 1,304.89 04/22-06/22 SMIP 010.0000.2208 CA ST DEPT OF CONSERVATION3007/22/2022 294564 (65.24) 04/22-06/22 SMIP 010.0000.4801 CA ST DEPT OF CONSERVATION3107/22/2022 294565 233.00 04/22-06/22 STATE GREEN BLDG STD FEE 010.0000.2223 CALIFORNIA BUILDING STANDARDS3207/22/2022 294565 (23.30) 04/22-06/22 10% LOCAL RETAINER 010.0000.2223 CALIFORNIA BUILDING STANDARDS3307/22/2022 294566 65,076.91 LEASE#BL10590-PATROL & PW FLEET 010.4201.5801 CALIFORNIA FIRST LEASING CORP3407/22/2022 294566 8,125.77 LEASE#BL10590-PATROL & PW FLEET 010.4201.5802 CALIFORNIA FIRST LEASING CORP3507/22/2022 294566 13,494.14 LEASE#BL10590-PATROL & PW FLEET 010.4305.5801 CALIFORNIA FIRST LEASING CORP3607/22/2022 294566 1,684.93 LEASE#BL10590-PATROL & PW FLEET 010.4305.5802 CALIFORNIA FIRST LEASING CORP3707/22/2022 294566 7,439.69 LEASE#BL10590-PATROL & PW FLEET 220.4303.5801 CALIFORNIA FIRST LEASING CORP3807/22/2022 294566 928.95 LEASE#BL10590-PATROL & PW FLEET 220.4303.5802 CALIFORNIA FIRST LEASING CORP3907/22/2022 294567 186.25 06/23 SVC CALL- CITY HALL 010.4213.5303 CAME SECURITY ALARMSPage 8 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name4007/22/2022 294568 $ 3.49 HEX PLUG 010.4305.5255 CARQUEST AUTO PARTS4107/22/2022 294568 33.56 PW41-LUBE, FUEL 220.4303.5601 CARQUEST AUTO PARTS4207/22/2022 294568 34.50 PW27- LUBE, FUEL 220.4303.5601 CARQUEST AUTO PARTS4307/22/2022 294568 122.82 PW1 BATTERY, HYDRAULIC OIL 220.4303.5603 CARQUEST AUTO PARTS4407/22/2022 294568 28.84 PW-52 FILTERS 640.4712.5601 CARQUEST AUTO PARTS4507/22/2022 294568 5.81 PW-10 PART FOR AIR TANK 640.4712.5255 CARQUEST AUTO PARTS4607/22/2022 294569 194.11 BOOTS- PW EMPLOYEE 220.4303.5148 CARR'S BOOTS & WESTERN4707/22/2022 294569 194.11 BOOTS- PW EMPLOYEE 220.4303.5148 CARR'S BOOTS & WESTERN4807/22/2022 294569 134.02 BOOTS- PW EMPLOYEE 612.4610.5148 CARR'S BOOTS & WESTERN4907/22/2022 294570 756.46 ACCT#8245100960211791 REC TV & DARK FIBER 010.4145.5401 CHARTER COMMUNICATIONS5007/22/2022 294570 1,349.00 ACCT#8245100960302509 IT BROADBAND 010.4140.5303 CHARTER COMMUNICATIONS5107/22/2022 294570 987.20 ACCT#8245100960223598 PD DARK FIBER 010.4145.5401 CHARTER COMMUNICATIONS5207/22/2022 294571 1,478.75 PROFESSIONAL SERVICES ENGINEER 350.5472.7001 CIO SOLUTIONS LP5307/22/2022 294571 2,629.10 SFP 1000BASE-LX GIGABIT EHERNET 350.5472.7001 CIO SOLUTIONS LP5407/22/2022 294571 4,768.00 07/22 STRATEGIC SUPPORT 010.4140.5303 CIO SOLUTIONS LP5507/22/2022 294571 1,570.00 07/22 CROWDSTRIKE CYBERSECURITY 010.4140.5303 CIO SOLUTIONS LP5607/22/2022 294572 3,204.45 PRE-EMPLOYMENT SCREENING-POLICE 010.4201.5315 CUESTA POLYGRAPH5707/22/2022 294572 2,450.00 PRE-EMPLOYMENT SCREENING-POLICE 010.4201.5315 CUESTA POLYGRAPH5807/22/2022 294572 3,060.00 PRE-EMPLOYMENT SCREENING-POLICE 010.4201.5315 CUESTA POLYGRAPH5907/22/2022 294572 3,000.00 PRE-EMPLOYMENT SCREENING-POLICE 010.4201.5315 CUESTA POLYGRAPH6007/22/2022 294573 768.00 ROLLER SKATING CLASSES-SUMMER 010.4424.5351 DOOMSDAY SKATE LLC6107/22/2022 294574 121.28 BROOM, RAKE, SHOVEL 010.4420.5273 FARM SUPPLY CO6207/22/2022 294575 543.23 TOILET TISSUE 010.4213.5604 FASTENAL COMPANY6307/22/2022 294575 1,082.08 TRASH CAN LINERS 220.4303.5613 FASTENAL COMPANY6407/22/2022 294576 866.25 ENGINEERING SERVICES FOR STORM DRAIN SYSTEM350.5797.7301 GARING TAYLOR & ASSOCIATES INC6507/22/2022 294577 949.65 PW50 FILTERS 220.4303.5601 GIBBS INTERNATIONAL TRUCKS INC6607/22/2022 294578 159.00 REFUND LEGO STEM CAMP LESS ADMIN FEE 010.0000.4605 KC GILWAY6707/22/2022 294579 4,055.20 JR SCIENCE CAMPS 7/11-7/14 010.4424.5351 NICHOLE GUIDOTTI6807/22/2022 294580 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 JODI HUNT6907/22/2022 294581 24,561.41 4542 GALL 87 OCT GASOLINE 010.0000.1202 JB DEWAR, INC7007/22/2022 294582 300.00 LIGHTING REPAIRS-PARKING LOT & PD LANDSCAPING 010.4213.5303 JD ELECTRIC7107/22/2022 294583 169.00 REFUND-BASKETBALL CAMP010.0000.4605 ANNA KIM7207/22/2022 294584 920.40 05/22 PROF FEES-HOTEL RFQ 010.0000.2563 KOSMONT & ASSOCIATES INC7307/22/2022 294584 1,657.50 06/22 PROF FEES-HOTEL RFQ 010.0000.2563 KOSMONT & ASSOCIATES INC7407/22/2022 294585 149.00 REFUND-SOCCER 010.0000.4605 MOLLY LANNEN7507/22/2022 294586 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 KIM LOKER7607/22/2022 294587 112.00 BASKETBALL SCORER- 8 GAMES x $14 010.4424.5352 BROOKE MADSON7707/22/2022 294588 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 DEBORAH MEDRANO7807/22/2022 294588 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 DEBORAH MEDRANOPage 9 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name7907/22/2022 294589 $ 2.67 PW-5 FASTENERS 640.4712.5255 MINER'S ACE HARDWARE, INC8007/22/2022 294589 16.14 BLEACH, SPRAY BOTTLE 640.4712.5255 MINER'S ACE HARDWARE, INC8107/22/2022 294589 189.14 FIRE HYDRANT PAINT & SUPPLIES 640.4712.5610 MINER'S ACE HARDWARE, INC8207/22/2022 294590 169.00 REFUND-BASKETBALL CAMP 010.0000.4605SARA NESPER8307/22/2022 294591 53.53 06/22 COPIER OVERAGE 010.4204.5602 OFFICE18407/22/2022 294592 18.79 06/22 DELIVERY CHARGES 010.4201.5208 ON TRAC8507/22/2022 294593 33.20 ELECTRIC-WELL#11 352 LA CANADA 640.4711.5402 PACIFIC GAS & ELECTRIC CO8607/22/2022 294593 21.06 ELECTRIC-484 BAKEMAN LN 219.4460.5304 PACIFIC GAS & ELECTRIC CO8707/22/2022 294594 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 DAVID PAHLER8807/22/2022 294595 119.95 07/22 WIFI SVC HUBNER SITE 010.4201.5403PEAKWIFI LLC8907/22/2022 294596 4,213.75 CCB 03/22 CWSRF APPLICATION640.5975.7501 CITY OF PISMO BEACH9007/22/2022 294596 62,364.49 CCB 01/22-03/22 PM, PERMITTING & FINAL DESIGN 640.5975.7501 CITY OF PISMO BEACH9107/22/2022 294596 4,484.38 CCB 04/22 CWSRF APPLICATION640.5975.7501 CITY OF PISMO BEACH9207/22/2022 294596 38,754.63 CCB 04/22 PM, PERMITTING & FINAL DESIGN 640.5975.7501 CITY OF PISMO BEACH9307/22/2022 294596 159.38 CCB 02/22 EIR 640.5975.7501 CITY OF PISMO BEACH9407/22/2022 294596 260.00 CCB 03/22-04/22 EIR 640.5975.7501 CITY OF PISMO BEACH9507/22/2022 294597 600.00 07/24 SUMMER CONCERT SERIES BAND 010.4421.5504 KELLY S. POWERS9607/22/2022 294598 60.34 COUNCIL CHAMBERS WATER 010.4213.5303 READYREFRESH BY NESTLE9707/22/2022 294599 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 GENE REBOLLAR9807/22/2022 294600 137.00 REFUND-BASKETBALL CAMP010.0000.4605KATIE REIBLE9907/22/2022 294601 260.97 (2) 2.5 GALL HERBICIDE 220.4303.5613 SITEONE LANDSCAPE SUPPLY LLC10007/22/2022 294601 100.92 RANCHO GRANDE-GLUE, PVC FITTING 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC10107/22/2022 294601 11.36 SOTO-MISC PVC FITTINGS 010.4430.5605 SITEONE LANDSCAPE SUPPLY LLC10207/22/2022 294602 961.84 PERMIT#510-2 RENEWAL- GAS DISP 010.4305.5303 SLO COUNTY AIR POLLUTION10307/22/2022 294603 2,029.50 CROSS CONNECTION PROGRAM 640.4710.5303 SLO COUNTY ENVIRONMENTAL10407/22/2022 294604 15,007.92 LAFCO 2022-23 ALLOCATION 010.4145.5503 SLOACTTC10507/22/2022 294605 169.00 REFUND-BASKETBALL CAMP010.0000.4605 SHAUN SMITH10607/22/2022 294606 14.79 GAS SERVICES-350 S ELM 010.4145.5401 SOCALGAS10707/22/2022 294606 126.09 GAS SERVICES-1375 ASH ST 010.4145.5401 SOCALGAS10807/22/2022 294606 49.69 GAS SERVICES-200 N HALCYON 010.4145.5401 SOCALGAS10907/22/2022 294607 6,000.00 07/22 TBID ADMIN FEE + TBID SU 240.4150.5303 SOUTH COUNTY CHAMBERS11007/22/2022 294608 25.00 REFUND-CIM ANNUAL REGISTRATION 010.0000.4602 KAMERON SRIMOUNGCHANH11107/22/2022 294609 629.48 OTS-DUI CHECKPOINT SUPPLIES 010.4209.5255 STATEWIDE SAFETY & SIGNS INC11207/22/2022 294610 60.00 SOFTBALL SCORER-3 GAMES x$15 + 1 ADMIN HRS 010.4424.5352 HEATHER STRAUSBURG11307/22/2022 294611 106.52 UNIFORMS-POLICE 010.4203.5272 TEMPLETON UNIFORMS11407/22/2022 294611 461.11 UNIFORMS-POLICE 010.4203.5272 TEMPLETON UNIFORMS11507/22/2022 294611 438.69 UNIFORMS-POLICE 010.4203.5272 TEMPLETON UNIFORMS11607/22/2022 294612 51.00 CC PH 5 YR LOCAL SALES TAX 010.4002.5301 THE MCCLATCHY COMPANY LLC11707/22/2022 294612 79.05 CC PH INTRO ORD SB 9 010.4002.5301 THE MCCLATCHY COMPANY LLCPage 10 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name11807/22/2022 294612 $ 68.85 CC PH AGTIB ANNUAL ASSESSMENT010.4002.5301 THE MCCLATCHY COMPANY LLC11907/22/2022 294612 94.35 PC PH HINESLEY 010.4130.5301 THE MCCLATCHY COMPANY LLC12007/22/2022 294612 357.00 NOTICE TO BIDDERS-PW21-010 612.5821.7301 THE MCCLATCHY COMPANY LLC12107/22/2022 294613 76.53 SUPPLIES-SPECIAL MEETING FOOD 010.4001.5201 U.S. BANK12207/22/2022 294613 50.00 SOUTH COUNTY CHAMBERS 06/22 LUNCHEON 010.4002.5501 U.S. BANK12307/22/2022 294613 1,500.00 TRAINING-CCAC TTC SERIES 300 010.4002.5501 U.S. BANK12407/22/2022 294613 5.38 BRISCO'S CARD FOR EMPLOYEE RECOGNITION 010.4101.5319 U.S. BANK12507/22/2022 294613 412.86 TRAINING-EXECUTIVE RETREAT SUPPLIES 010.4101.5501 U.S. BANK12607/22/2022 294613 400.00 PAYPAL CCMF DUES 010.4101.5503 U.S. BANK12707/22/2022 294613 25.00 S. CTY CHAMBERS 06/22 LUNCHEON 010.4120.5501 U.S. BANK12807/22/2022 294613 528.85 ZOOM 010.4140.5303 U.S. BANK12907/22/2022 294613 499.98 GODADDY CERT RENEWAL 010.4140.5303 U.S. BANK13007/22/2022 294613 159.00 POWERADMIN.COM DISK MGR 010.4140.5303 U.S. BANK13107/22/2022 294613 99.00 YOUR MEMBER-CAREERS MISAC 010.4140.5303 U.S. BANK13207/22/2022 294613 400.97 LEADERSHIP RETREAT-LUNCHES 010.4145.5501 U.S. BANK13307/22/2022 294613 52.80 AUTHORIZE.NET CC FEE 010.4145.5555 U.S. BANK13407/22/2022 294613 201.48 OFFICE SUPPLIES-TONER, RIBBON 010.4201.5201 U.S. BANK13507/22/2022 294613 122.41 EMPLOYEE RECOGNITION010.4201.5504 U.S. BANK13607/22/2022 294613 215.00 CALBO MEMBERSHIP 010.4212.5503 U.S. BANK13707/22/2022 294613 72.05 OFFICE SUPPLIES-ENGINEERING DRONE SD CARD & 010.4301.5201 U.S. BANK13807/22/2022 294613 135.87 ROGER FLORIST- STAFF CONDOLENCES 010.4421.5255 U.S. BANK13907/22/2022 294613 25.00 SOUTH COUNTY CHAMBERS 06/22 LUNCHEON 010.4421.5501 U.S. BANK14007/22/2022 294613 250.00 BIG BIG SLO ADVERTISING-SUMMER 010.4421.5504 U.S. BANK14107/22/2022 294613 62.84 AMAZON-DRUM FOR RAFFLE SUMMER 010.4421.5504 U.S. BANK14207/22/2022 294613 150.00 NBX-MEDIA FOR SUMMER CONCERT SERIES 010.4421.5504 U.S. BANK14307/22/2022 294613 51.40 AG BAKERY-PRESCHOOL GRADUATION 010.4423.5253 U.S. BANK14407/22/2022 294613 29.64 STARRY NIGHT DANCE SUPPLIES 010.4424.5252 U.S. BANK14507/22/2022 294613 26.93 BIG 5 -BASKETBALL SUPPLIES 010.4424.5257 U.S. BANK14607/22/2022 294613 466.77 SNACK SUPPLIES 010.4425.5259 U.S. BANK14707/22/2022 294613 47.28 OFFICE MAX-OFFICE SUPPLIES 220.4303.5201 U.S. BANK14807/22/2022 294613 160.00 MSA-TRAINING 220.4303.5501 U.S. BANK14907/22/2022 294613 12.99 SMART&FINAL- SUPPLIES 640.4712.5255 U.S. BANK15007/22/2022 294613 165.53 TRAINING- SACRAMENTO STATE 640.4712.5501 U.S. BANK15107/22/2022 294613 140.00 MSA LUNCH/TRAINING 640.4712.5501 U.S. BANK15207/22/2022 294613 235.62 1" TANK MOUNT VALVE ASSEMBLY 640.4712.5609 U.S. BANK15307/22/2022 294613 15.48 FREIGHT 640.4712.5609 U.S. BANK15407/22/2022 294613 82.90 SUPPLIES FOR TEAM BLDG TRAINING 010.4307.5501 U.S. BANK15507/22/2022 294613 543.06 UNIFORMS-MOTORCYCLE BREECHES 010.4203.5272 U.S. BANK15607/22/2022 294613 51.25 UNIFORMS/EQUIPMENT-NAME STRIPS 010.4203.5272 U.S. BANKPage 11 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name15707/22/2022 294613 $ 9.00 FREIGHT 010.4203.5272 U.S. BANK15807/22/2022 294613 125.00 TRAINING. TUITION-CRISIS INTERVENTION 010.4203.5501 U.S. BANK15907/22/2022 294613 300.00 TRAINING, TUITION -DRONE & CRISIS INTERVENTION 010.4203.5501 U.S. BANK16007/22/2022 294613 20.46 PROP & EVIDENCE SUPPLIES-FLASH 010.4204.5255 U.S. BANK16107/22/2022 294613 201.91 INVESTIGATION SUPPLIES 010.4204.5255 U.S. BANK16207/22/2022 294613 538.74 OFFICE MAX-PROJECTOR FOR WCCC 010.4421.5701 U.S. BANK16307/22/2022 294614 122.78 06/22 COPY MACH MAINT 010.4102.5602 ULTREX BUSINESS PRODUCTS (DBA)16407/22/2022 294614 210.70 CM PRINTER BLACK TONER 010.4101.5201 ULTREX BUSINESS PRODUCTS (DBA)16507/22/2022 294615 625.00 PROF SVCS-SUCCESSOR AGENCY & E 286.4103.5303 URBAN FUTURES, INC16607/22/2022 294616 6,750.00 STREET SWEEPING SERVICES 220.4303.5303 VENCO POWER SWEEPING INC16707/22/2022 294616 2,250.00 STREET SWEEPING SERVICES 010.4307.5303 VENCO POWER SWEEPING INC16807/22/2022 294617 8,051.99 06/30 TBID ONLINE MKTG, SOCIAL 240.4150.5301 VERDIN MARKETING INK16907/22/2022 294617 5,000.00 07/22 WEBSITE REDEVELOPMENT PLAN & ANALYSIS 240.4150.5301 VERDIN MARKETING INK17007/22/2022 294618 288.88 ACCT#472480460-00002 CITY IPAD 010.4145.5403 VERIZON WIRELESS17107/22/2022 294618 68.10 ACCT#808089883-00003 CIM CELL 010.4425.5255 VERIZON WIRELESS17207/27/2022 294619 24.18 AFLAC AFTER TAX: Payment 011.0000.2126 AFLAC INSURANCE17307/27/2022 294619 814.78 AFLAC PRE TAX: Payment 011.0000.2126 AFLAC INSURANCE17407/27/2022 294620 3,153.50 POLICE DEPT DUES: Payment 011.0000.2116 ARROYO GRANDE POLICE ASSN17507/27/2022 294621 58,014.16 SOCIAL SECURITY 011.0000.2105 CITY OF ARROYO GRANDE17607/27/2022 294621 15,151.48 MEDICARE 011.0000.2105 CITY OF ARROYO GRANDE17707/27/2022 294621 108,416.52 FEDERAL WITHHOLDING 011.0000.2104 CITY OF ARROYO GRANDE17807/27/2022 294622 32,854.98 STATE PIT W/H 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT17907/27/2022 294622 2,836.79 STATE SDI CONTRIBUTION 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT18007/27/2022 294623 3,360.00 AG CAREER FIREFIGHTERS ASSN: Payment 011.0000.2115 FIVE CITIES PROF. FIREFIGHTERS18107/27/2022 294624 8,928.56 EE DEFERRED COMP FLAT 011.0000.2117 ICMA RETIREMENT CORP18207/27/2022 294625 77.75 PRE-PAID LEGAL SERVICES: Payment 011.0000.2125 LEGALSHIELD18307/27/2022 294626 46,890.18 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT18407/27/2022 294626 31,200.67 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT18507/27/2022 294626 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT18607/27/2022 294626 1,152.40 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT18707/27/2022 294626 259.69 PERS BUYBACK - PRE TAX: Payment 011.0000.2106 PERS - RETIREMENT18807/27/2022 294626 0.56 ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT18907/27/2022 294627 1,174.02 SEIU DUES: Payment 011.0000.2118 S.E.I.U. LOCAL 62019007/27/2022 294628 2,932.49 EE PARS CONTRIBUTION PAYDATE 07/22/22 011.0000.2107 US BANK OF CALIFORNIA19107/27/2022 294628 733.13 ER PARS CONTRIBUTION PAYDATE 07/22/22 011.0000.2107 US BANK OF CALIFORNIA19207/29/2022 294629 252.00 HALCYON/FAIR OAKS WATER SAMPLES 640.4710.5310 ABALONE COAST ANALYTICAL INC19307/29/2022 294630 356.00 TAI CHI SUMMER SESSION 2 010.4424.5351 DIXIE D ADENIRAN19407/29/2022 294631 900.00 07/31 SUMMER CONCERT SOUND PRODUCTION 010.4421.5504 ADEPT EVENTS LLC19507/29/2022 294632 750.00 05/22 WEBSITE STREAMING & ARCHIVING 010.4002.5303 AGP VIDEO, INCPage 12 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name19607/29/2022 294632 $ 3,295.00 05/22 CABLECASTING 010.4002.5330 AGP VIDEO, INC19707/29/2022 294633 1,772.00 CASH FOR GRASS- 1772 SQ FT 226.4306.5554 PRESTON ALLEN19807/29/2022 294634 1,471.00 FY22/23 RENEWAL ACIP CRIME 010.4145.5580 ALLIANT INSURANCE SERVICES INC19907/29/2022 294635 17.54 PURCHASE WATER METERS FOR FY 2021/22 640.4712.5207 AQUA-METRIC SALES CO(DBA)20007/29/2022 294635 1,410.60 PURCHASE WATER METERS FOR FY 2021/22 640.4712.5207 AQUA-METRIC SALES CO(DBA)20107/29/2022 294635 49.03 PURCHASE WATER METERS FOR FY 2021/22 640.4712.5207 AQUA-METRIC SALES CO(DBA)20207/29/2022 294636 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 YAMILET ARMENTA20307/29/2022 294637 701.65 ANNUAL APCD TEST- CORP YARD 010.4305.5303 B & T SVC STN CONTRACTORS, INC20407/29/2022 294638 168.00 PW-10-CLEAR CK ENG LIGHT & REPROGRAM PCM 640.4712.5601 BACK ON THE ROAD AUTOMOBILE20507/29/2022 294638 1,669.43 PD-4608 REPAIR 010.4203.5601 BACK ON THE ROAD AUTOMOBILE20607/29/2022 294639 323.20 PRO LITHIUM JUMP STARTER 010.4420.5601 BATTERY SYSTEMS20707/29/2022 294640 50.00 CAR WASH-PD ADMIN 010.4201.5601 BOB'S EXPRESS WASH20807/29/2022 294640 22.00 CAR WASH-PW#4 & PW#8 ENGINEERING010.4301.5601 BOB'S EXPRESS WASH20907/29/2022 294640 20.00 CAR WASH- 100 TOKENS 010.4420.5601 BOB'S EXPRESS WASH21007/29/2022 294640 40.00 CAR WASH- 100 TOKENS 220.4303.5601 BOB'S EXPRESS WASH21107/29/2022 294640 12.00 CAR WASH-PW22 220.4303.5601 BOB'S EXPRESS WASH21207/29/2022 294640 20.00 CAR WASH- 100 TOKENS 612.4610.5601 BOB'S EXPRESS WASH21307/29/2022 294640 10.00 CAR WASH-PW10 640.4712.5601 BOB'S EXPRESS WASH21407/29/2022 294640 20.00 CAR WASH- 100 TOKENS 640.4712.5601 BOB'S EXPRESS WASH21507/29/2022 294640 507.00 CAR WASH-PD PATROL 010.4203.5601 BOB'S EXPRESS WASH21607/29/2022 294640 107.00 CAR WASH-PD SUPPORT SVCS 010.4204.5601 BOB'S EXPRESS WASH21707/29/2022 294640 21.00 CAR WASH-PW CMAX & PW TRUCK 010.4307.5601 BOB'S EXPRESS WASH21807/29/2022 294641 200.00 WASHING MACHINE REBATE226.4306.5554 JUDY BROWN21907/29/2022 294642 747.00 CASH FOR GRASS 747 SQ FT 226.4306.5554 JAMES BROZ22007/29/2022 294643 335.72 (4) TENNIS NETS-PICKLEBALL 010.4430.5605 BSN SPORTS, LLC22107/29/2022 294644 1,200.23 PRINT ANNUAL WATER QUALITY REPORT 640.4710.5201 BURDINE PRINTING (DBA)22207/29/2022 294645 52.82 2X12 LUMBER 220.4303.5613 BURKE AND PACE OF AG, INC22307/29/2022 294646 18,692.30 EMERGENCY STORM DRAIN REPLACEMENT 350.5797.7001 CALPORTLAND CONSTRUCTION22407/29/2022 294647 228.72 PW-51 PARTS FOR VACTOR 612.4610.5601 CARQUEST AUTO PARTS22507/29/2022 294647 55.97 PW56 WIPER BLADES, TIRE SHINER 220.4303.5601 CARQUEST AUTO PARTS22607/29/2022 294647 43.29 PW59 WIPER BLADES 220.4303.5601 CARQUEST AUTO PARTS22707/29/2022 294648 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 JESSICA CHAPMAN22807/29/2022 294649 180.27 ACCT#8245100960223572 PD TV 010.4145.5401 CHARTER COMMUNICATIONS22907/29/2022 294649 736.80 ACCT#8245100960211288 PW DARK FIBER 010.4145.5401 CHARTER COMMUNICATIONS23007/29/2022 294649 327.16 ACCT#8245100960216667 DARK FIBER 010.4145.5401 CHARTER COMMUNICATIONS23107/29/2022 294649 1,349.00 ACCT#8245100960301246-INTERNET 211.4101.5330 CHARTER COMMUNICATIONS23207/29/2022 294649 95.39 ACCT#8245100960129431COUNCIL CHAMBER 010.4145.5401 CHARTER COMMUNICATIONS23307/29/2022 294649 26.72 ACCT#8245100960129431COUNCIL CHAMBER 010.4145.5401 CHARTER COMMUNICATIONS23407/29/2022 294650 261.78 PW-1 CUTTING EDGE 220.4303.5603 COASTLINE EQUIPMENT(DBA)Page 13 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name23507/29/2022 294651 $ 120.00 REFUND-TENNIS CAMP C CUNEO 010.0000.4605 JOLENE CUNEO23607/29/2022 294651 120.00 REFUND-TENNIS CAMP A CUNEO 010.0000.4605 JOLENE CUNEO23707/29/2022 294652 745.00 CASH FOR GRASS-745 SQ FT226.4306.5554 JAMES CUTSHAW23807/29/2022 294653 58.00 PARK RENTAL REFUND-STROTHER 010.0000.4354 CASSANDRA DAVIS23907/29/2022 294653 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 CASSANDRA DAVIS24007/29/2022 294654 372.59 METRO INTERNET CIRCUIT 010.4140.5303 DIGITAL WEST NETWORKS INC24107/29/2022 294655 1,480.05 (6) METER BOXES 640.5946.7001 FAMCON PIPE AND SUPPLY INC24207/29/2022 294656 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 XOCHI FARIAS24307/29/2022 294657 42.87 SHOVEL 010.4420.5605 FARM SUPPLY CO24407/29/2022 294657 124.52 NOZZLE, LOPPERS, BROOM 010.4420.5605 FARM SUPPLY CO24507/29/2022 294658 510.00 CASH FOR GRASS- 510 SQ FT226.4306.5554 FIRST UNITED METHODIST24607/29/2022 294659 840.00 NEEDLE ARTS 5/6-6/24010.4424.5351 ELIZABETH FRYER24707/29/2022 294660 1,263.75 DESIGN PEDESTRIAN CROSSING IMPROVEMENTS 350.5607.7501 GHD INC24807/29/2022 294660 4,151.25 DESIGN PEDESTRIAN CROSSING IMPROVEMENTS 350.5607.7501 GHD INC24907/29/2022 294661 131.41 NEW SAMPLE CELLS 640.4712.5255 HACH COMPANY25007/29/2022 294662 1,114.14 PW-68 TOOL BOX 640.4712.6201 HEACOCK TRAILERS & TRUCK25107/29/2022 294663 50.00 PARK DEPOSIT REFUND-RANCHO GRANDE 010.0000.2206 JOANNA HERNANDEZ25207/29/2022 294664 200.00 WASHING MACHINE REBATE 226.4306.5554 GEORGE HOOVER25307/29/2022 294665 162.28 (20) MALE ADAPTERS 640.5946.7001 ICONIX WATERWORKS (US) INC25407/29/2022 294666 1,343.21 LO SIDE BOX FOR 2013 F250 220.4303.5601 INDUSTRIAL TRUCK BODIES25507/29/2022 294667 50.00 PARK DEPOSIT REFUND-STROTHER 010.0000.2206 KYLE KELLY25607/29/2022 294668 1,319.50 ART CAMPS 07/11-0715 010.4424.5351 LYNNE LANE25707/29/2022 294669 104.04 COTTER PINS, GLOVES 010.4305.5255 LAWSON PRODUCTS, INC25807/29/2022 294670 3,919.67 ASSESSMENT-YRS 1993-2008, INSTALLMENT 3 010.4145.5141 LOCAL AGENCY WORKERS COMP.25907/29/2022 294671 600.00 07/31 SUMMER CONCERT SERIES BAND 010.4421.5504 LINDA MARTIN26007/29/2022 294672 20.84 WIRE ROPE CLIP, FASTENERS 010.4430.5605 MINER'S ACE HARDWARE, INC26107/29/2022 294672 153.43 KNEE PADS, SAFETY GLASSES, SAW220.4303.5613 MINER'S ACE HARDWARE, INC26207/29/2022 294672 276.86 (4) AQUAPHALT ASPHALT PATCH, SUN HAT 220.4303.5613 MINER'S ACE HARDWARE, INC26307/29/2022 294672 36.60 KILZ PRIMER, COPPER UNION 010.4213.5604 MINER'S ACE HARDWARE, INC26407/29/2022 294672 39.18 WINDSHIELD FLUID, PRUNER, NOZZLE 010.4213.5604 MINER'S ACE HARDWARE, INC26507/29/2022 294672 80.80 LAVATORY FAUCET 010.4213.5604 MINER'S ACE HARDWARE, INC26607/29/2022 294672 5.70 FASTENERS 010.4420.5605 MINER'S ACE HARDWARE, INC26707/29/2022 294672 21.53 FAUCET SUPPLY LINES 010.4213.5604 MINER'S ACE HARDWARE, INC26807/29/2022 294672 43.09 VELCRO, FASTENERS 010.4305.5255 MINER'S ACE HARDWARE, INC26907/29/2022 294672 311.29 HOSE, DRIMMEL TOOL KIT, RAKES 010.4420.5273 MINER'S ACE HARDWARE, INC27007/29/2022 294672 183.15 (2) 10 PACK LED LIGHTBULBS 010.4213.5604 MINER'S ACE HARDWARE, INC27107/29/2022 294672 60.30 GIF RECEPTACLE, COVER, WOOD FILLER 010.4213.5604 MINER'S ACE HARDWARE, INC27207/29/2022 294672 28.00 FAUCET & SINK TOOL 010.4213.5604 MINER'S ACE HARDWARE, INC27307/29/2022 294672 18.31 SUN HAT 220.4303.5255 MINER'S ACE HARDWARE, INCPage 14 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name27407/29/2022 294672 $ 17.20 (4) KEYS 220.4303.5603 MINER'S ACE HARDWARE, INC27507/29/2022 294672 10.76 CEMENT TROWEL 640.4712.5273 MINER'S ACE HARDWARE, INC27607/29/2022 294672 176.78 FIRE HYDRANT PAINT 640.4712.5610 MINER'S ACE HARDWARE, INC27707/29/2022 294673 200.00 LIFT STN#7 PUMP REPAIR 612.4610.5610 NVIRO27807/29/2022 294674 168.00 PRIVATE TENNIS LESSONS 010.4424.5351 SUZANNE M PETRIE27907/29/2022 294675 653.06 BOLT,NUT,CUTTING EDGE 220.4303.5603 QUINN COMPANY28007/29/2022 294676 23.00 SWEAT SHIRT EMBROIDERY 010.4430.5255 R & T EMBROIDERY, INC28107/29/2022 294676 77.50 (10) AG HATS & LOGO 010.4420.5255 R & T EMBROIDERY, INC28207/29/2022 294676 100.00 (10) AG HATS & LOGO 220.4303.5255 R & T EMBROIDERY, INC28307/29/2022 294677 350.00 PW15 ANNUAL INSPECTION ALTEC BOOM 220.4303.5601 R A BATCHELOR CO.28407/29/2022 294678 300.00 FIREARMS INSTR TRAINING POST PER DIEM 010.4203.5501 TIMOTHY RAMIREZ28507/29/2022 294679 231.00 REFUND CIM SUMMER WEEK 5 010.0000.4602 MYKEL RANGEL28607/29/2022 294680 169.00 REFUND BASKETBALL CAMP010.0000.4605 STACIE RAPPLEYE28707/29/2022 294681 237.00 REFUND CIM SUMMER WK 9 010.0000.4602 MEGAN RICHERT28807/29/2022 294682 62.79 PW-4 OIL CHG, FILTER 010.4301.5601 SANTA MARIA TIRE INC28907/29/2022 294683 3,041.60 SUMMER TENNIS CAMPS 07/18-07/2 010.4424.5351 PATIENCE SMITH SANTOS29007/29/2022 294684 40,000.00 REPAIR AND RESURFACE FOUR TENNIS COURTS 350.5561.7001 SAVIANO COMPANY INC29107/29/2022 294684 6,000.00 REPAIR AND RESURFACE FOUR TENNIS COURTS 350.5565.7001 SAVIANO COMPANY INC29207/29/2022 294685 200.00 WASHING MACHINE REBATE 226.4306.5554TAMAR SEKAYAN29307/29/2022 294686 150.00 PARK DEPOSIT REFUND-STROTHER #1,2,3 010.0000.2206 LYSA SIAMAS29407/29/2022 294687 291.44 DOG PARK IRRIGATION PARTS, HUNTER I-40 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC29507/29/2022 294687 298.37 RANCHO GRANDE PARK IRRIGATION 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC29607/29/2022 294687 43.27 HAND SAW 010.4420.5605 SITEONE LANDSCAPE SUPPLY LLC29707/29/2022 294688 158.16 BRASS PIPE NIPPLES VARIOUS LENGTHS 640.5946.7001 STREATOR PIPE & SUPPLY29807/29/2022 294689 52.95 CHARTER BUSINESS TV - 300 E BRANCH 010.4145.5401 TIME WARNER CABLE29907/29/2022 294690 134.27 (4) 12X24 SIGNS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS30007/29/2022 294690 96.39 (2) 18X24 SIGNS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS30107/29/2022 294690 81.59 (4) NO PARKING BUS STOP SIGNS 220.4303.5613 TRAFFIC MANAGEMENT PRODUCTS30207/29/2022 294691 194.75 PIPE LOCATOR, WOOD PLUGS 640.4712.5273 USA BLUE BOOK30307/29/2022 294692 2,815.03 FY22/23 ANNUAL MEMBERSHIP 640.4710.5503 USA OF N CA & NV30407/29/2022 294692 1,090.17 FY22/23 CA STATE FEE FOR REGULATORY COSTS 640.4710.5503 USA OF N CA & NV30507/29/2022 294693 50.00 PARK DEPOSIT REFUND-ELM ST 010.0000.2206 CRYSTAL VAZQUEZ30607/29/2022 294694 3,042.02 2021 URBAN WATER MANAGEMENT PLAN 640.4710.5303 WATER SYSTEMS CONSULTING INC30707/29/2022 294695 232.25 PD-REPAIR OUTSIDE WATER LEAK 010.4213.5303 WATERBOYS PLUMBING30807/29/2022 294695 823.70 SOTO-REPLACED URINAL 010.4213.5303 WATERBOYS PLUMBING30907/29/2022 294695 590.00 PLUMBING RETROFIT- 964 THE PIKE 226.4306.5303 WATERBOYS PLUMBING31007/29/2022 294696 134.44 TREE- DIANA PL 36" COAST LIVE 010.4420.5308 WEST COVINA NURSERIES31107/29/2022 294696 311.03 (4) TREES- CHINESE PISTACHE 010.4420.5308 WEST COVINA NURSERIES31207/29/2022 294697 120.00 REFUND DOGGIE CLASS 010.0000.4605 SAREMA WOOLDRIDGEPage 15 of 138 CITY OF ARROYO GRANDECHECK LISTINGJULY 16 - JULY 31, 2022ATTACHMENT 1LineCheck Date Check # Amount Description Acct # Vendor Name31307/29/2022 294698 $ 5,933.90 SOCCER-SUMMER SESSION 1 & 2 010.4424.5351 YOUTH EVOLUTION BASKETBALL31407/29/2022 294698 3,075.80 BASKETBALL SUMMER CAMPS SESSION 1010.4424.5351 YOUTH EVOLUTION BASKETBALL31507/29/2022 294698 417.20 SOCCER SUMMER CAMPS SESSION 1010.4424.5351 YOUTH EVOLUTION BASKETBALL31607/29/2022 294698 954.80 SOCCER SUMMER CAMPS SESSION 2010.4424.5351 YOUTH EVOLUTION BASKETBALL31707/29/2022 294698 2,109.80 BASKETBALL SUMMER CAMPS SESSION 2010.4424.5351 YOUTH EVOLUTION BASKETBALL31807/29/2022 294699 44.75 UB REFUND CUSTOMER #00024704 640.0000.2301 VALERIE BALSTER31907/29/2022 294700 31.53 UB REFUND CUSTOMER #00027121 640.0000.2301 SAMANTHA HUBER32007/29/2022 294701 22.25 UB REFUND CUSTOMER #00026600 640.0000.2301 MARIA MARTINEZ MARIN32107/29/2022 294702 528.40 UB REFUND CUSTOMER #00003667 640.0000.2301 ROBERT MONTANO32207/29/2022 294703 119.70 UB REFUND CUSTOMER #00024957 640.0000.2301 BUDDY OLIVERA32307/29/2022 294704 49,122.05 FEDERAL WITHHOLDING: Payment 011.0000.2104 CITY OF ARROYO GRANDE32407/29/2022 294704 50,711.42 SOCIAL SECURITY: Payment 011.0000.2105 CITY OF ARROYO GRANDE32507/29/2022 294704 12,762.34 MEDICARE: Payment 011.0000.2105 CITY OF ARROYO GRANDE32607/29/2022 294705 2,113.40 CASDI: Payment 011.0000.2111 CA ST EMPLOYMENT DEVEL DEPT32707/29/2022 294705 19,754.95 STATE WITHHOLDING: Payment 011.0000.2108 CA ST EMPLOYMENT DEVEL DEPT32807/29/2022 294706 395.30 DEPT OF CHILD SUPPORT SERVICES 011.0000.2114 CA STATE DISBURSEMENT UNIT32907/29/2022 294707 32,682.14 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT33007/29/2022 294707 46,615.10 PERS RETIREMENT: Payment 011.0000.2106 PERS - RETIREMENT33107/29/2022 294707 117.11 PERS BUYBACK - AFTER TAX: Payment 011.0000.2106 PERS - RETIREMENT33207/29/2022 294707 1,166.90 PERS Employer Pick Up: Payment 011.0000.2106 PERS - RETIREMENT33307/29/2022 294707 259.69 PERS BUYBACK - PRE TAX: Payment 011.0000.2106 PERS - RETIREMENT33407/29/2022 294707 (0.03) ROUNDING DIFFERENCE 010.0000.4818 PERS - RETIREMENT33507/29/2022 294708 179,164.00 FY22/23 UNFUNDED LIABILITY ANNUAL LUMP SUM 010.0000.1111 PERS - RETIREMENT33607/29/2022 294708 1,319,522.00 FY22/23 UNFUNDED LIABILITY ANNUAL LUMP SUM 010.4145.5128 PERS - RETIREMENT33707/29/2022 294708 68,669.00 FY22/23 UNFUNDED LIABILITY ANNUAL LUMP SUM 220.4303.5128 PERS - RETIREMENT33807/29/2022 294708 30,487.00 FY22/23 UNFUNDED LIABILITY ANNUAL LUMP SUM 612.4610.5128 PERS - RETIREMENT33907/29/2022 294708 124,871.00 FY22/23 UNFUNDED LIABILITY ANNUAL LUMP SUM 640.4710.5128 PERS - RETIREMENT34007/29/2022 294709 1,878.47 PARS: Payment 011.0000.2107 US BANK OF CALIFORNIA $ 2,748,362.05 Page 16 of 138 . General Fund 877,946.00 5101 Salaries Full time 226,269.54 Streets Fund 14,521.15 5101 Volunteer Employee Retirement - American Rescue Plan Act 6,391.74 5102 Salaries Part-Time - PPT 3,893.49 Sewer Fund 8,397.72 5103 Salaries Part-Time - TPT 19,784.29 Water Fund 23,143.94 5105 Salaries OverTime 15,876.33 930,400.55 5106 Salaries Strike Team OT - 5107 Salaries Standby 1,618.40 5108 Holiday Pay 1,704.66 5109 Sick Pay 10,035.78 5110 Annual Leave Buyback - Administrative Services - 5111 Vacation Buyback - Information Services - 5112 Sick Leave Buyback - Community Development - 5113 Vacation Pay 14,551.10 Police 13,821.83 5114 Comp Pay 935.76 Public Works - Maintenance 899.40 5115 Annual Leave Pay 11,345.05 Public Works - Enterprise 1,155.10 5116 Salaries - Police FTO 539.16 Recreation - Administration - 5121 PERS Retirement 30,381.45 Recreation - Special Events - 5122 Social Security 49,892.22 * Children In Motion - 5123 PARS Retirement 1,095.60 * 15,876.33 5126 State Disability Ins. 2,765.00 * 5127 Deferred Compensation - 5131 Health Insurance - 5132 Dental Insurance - 5133 Vision Insurance - 5134 Life Insurance 11.75 5135 Long Term Disability - 5137 Leave Payouts 15,756.35 5142 Unemployment Insurance 2,132.15 5143 Uniform Allowance - 5149 Motor Pay 81.60 5150 Bi-Lingual Pay - 5151 Cell Phone Allowance - 5170 Employee Retention Incentive Pro 521,730.87 * 930,400.55 * The first installment of the Employee Retention Incentive Program was paid to eligible employees on 07/22/2022 and is included in this report. Total FCFA payroll cost for this period is $164,319.17. FCFA payroll and accounts payable expenditures are processed as part of the JPA financial services agreement between Arroyo Grande, Grover Beach and Oceano Community Services District. Arroyo Grande's portion of the FCFA annual budget is identified in the contractual services budget. OVERTIME BY DEPARTMENT: CITY OF ARROYO GRANDE DEPARTMENTAL LABOR DISTRIBUTION PAY PERIOD 07/08/2022 - 07/21/2022 7/29/2022 BY FUND BY ACCOUNT Page 17 of 138 1 Item 8.b. ACTION MINUTES REGULAR MEETING OF THE CITY COUNCIL August 9, 2022, 6:00 p.m. Hybrid City Council Chamber/Virtual Zoom Meeting 215 East Branch Street, Arroyo Grande Council Members Present: Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council Member Paulding, Council Member Storton Staff Present: City Clerk Jessica Matson, City Attorney Timothy Carmel, City Manager Whitney McDonald, Assistant City Manager/Public Works Director Bill Robeson, Police Chief Michael Martinez, Utilities Manager Shane Taylor, Recreation Services Director Sheridan Bohlken, Administrative Services Director Nicole Valentine Given the recent increase in COVID-19 cases in San Luis Obispo County, and in compliance with Assembly Bill (AB) 361, which allows for a deviation of teleconference rules required by the Ralph M. Brown Act, this meeting was conducted in a hybrid in-person/virtual format. _____________________________________________________________________ 1. CALL TO ORDER 2. ROLL CALL City Clerk Matson took roll call. 3. MOMENT OF REFLECTION 4. FLAG SALUTE Members of Camp Fire Central Coast of California, Inc., led the flag salute. 5. AGENDA REVIEW 5.a Closed Session Announcements None. Page 18 of 138 2 Item 8.b. 5.b Ordinances read in title only None. 6. SPECIAL PRESENTATIONS 6.a Update Regarding Countywide COVID-19 Efforts City Manager McDonald provided a brief update on COVID-19 including current statistics and vaccine appointment information. Mayor Ray Russom invited public comment. No public comments were received. No action was taken on this item. 6.b City Manager Communications City Manager McDonald provided information regarding the Village Business Roundtable Meeting, the distribution of the Recreation Fall Activity Guide; and discussed upcoming items for Council consideration. Mayor Ray Russom invited public comment. No public comments were received. No action was taken on this item. 6.c Introduction and Oath of Office - Police Officers Enriquetta Peinado and Raymon Easter Police Chief Martinez introduced Police Officers Enriquetta Peinado and Raymon Easter, highlighted their educational and professional backgrounds, and facilitated the badge pinning ceremony. City Clerk Matson administered the Oath of Office. Mayor Ray Russom invited public comment. No public comments were received. 7. COMMUNITY COMMENTS AND SUGGESTIONS Mayor Ray Russom invited public comment. Speaking from the public was Chris Pyles. No further public comments were received. 8. CONSENT AGENDA Moved by Council Member Storton Seconded by Mayor Pro Tem George Approve Consent Agenda Items 8.a. through 8.f., with the recommended courses of action. AYES (5): Mayor Ray Russom, Mayor Pro Tem George, Council Member Barneich, Council Member Paulding, and Council Member Storton Passed (5 to 0) 8.a Consideration of Cash Disbursement Ratification Ratified the listing of cash disbursements for the period of July 1 through July 15, 2022. Page 19 of 138 3 Item 8.b. 8.b Consideration of Statement of Investment Deposits Received and filed the report listing investment deposits of the City of Arroyo Grande as of June 30, 2022, as required by Government Code Section 53646(b). 8.c Approval of Minutes Approved the minutes of the Regular City Council Meeting of July 26, 2022, as submitted. 8.d Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the Coronavirus (COVID-19) Pandemic Adopted a Resolution entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DECLARING A CONTINUED LOCAL EMERGENCY RELATED TO THE CORONAVIRUS (COVID-19) PANDEMIC". 8.e Consideration of Approval of a Memorandum of Understanding with Lucia Mar School District to Provide Free Child Care through the Bright Futures Extended Learning Opportunities Program for the 2022-23 School Year Approved and authorized the City Manager to execute the MOU with LMUSD for the City to provide child care free of charge to students at Ocean View Elementary school for the 2022-23 school year and be reimbursed through the ELOP grant. 8.f Consideration of Confirming the Environmental Determination, Approval of Construction Plans and Specifications, Award of Construction Contract to Central Coast Playgrounds, Inc, and Authorization of Budget Adjustment of $110,015 from Local Sales Tax Fund 1) Confirmed that the project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guidelines Section 15302(b) and direct staff to file a Notice of Exemption; 2) Approved the construction plans and specifications for the Elm Street Park Inclusive Playground Replacement Project, PW 2022-02; 3) Awarded a construction contract to Central Coast Playgrounds, Inc. in the amount of $106,399.50 and authorize the City Manager to approve change orders for 10% of the contract, $10,640.00, for unanticipated costs during the construction phase of the project (construction contract costs = $106,399.50 + $10,640.00 = $117,039.50; and 4) Allocated $110,015 from the Local Sales Tax Fund balance to cover the subject project expenses. 9. PUBLIC HEARINGS None. 10. OLD BUSINESS None. 11. NEW BUSINESS 11.a Receive an Update Regarding the Five Cities Fire Authority (FCFA), the Results of the Oceano Fire Tax Measure A-22, and the Process for a Wind-Down Period as Defined by the Third Amendment to the FCFA Joint Exercise of Powers Agreement Page 20 of 138 4 Item 8.b. City Manager McDonald presented the staff report and responded to questions from Council. Mayor Ray Russom invited public comment. No public comments were received. No action was taken on this item. The report was received and filed. 11.b 2021 Annual Report for the Northern Cities Management Area Utilities Manager Taylor presented the staff report and responded to questions from Council. Mayor Ray Russom invited public comment. No public comments were received. No action was taken on this item. The report was received and filed. 12. COUNCIL COMMUNICATIONS Council Member Barneich stated that she will not be at the next scheduled City Council meeting. Mayor Ray Russom stated that she and Mayor Pro Tem George will be attending the Village Business Roundtable Meeting on August 10th. 13. CLOSED SESSION None. 14. ADJOURNMENT There being no further business to come before the City Council, Mayor Ray Russom adjourned the meeting at 7:26 p.m. in memory of Mel Cottrell. _________________________ Caren Ray Russom, Mayor _________________________ Jessica Matson, City Clerk Page 21 of 138 Item 8.c. MEMORANDUM TO: City Council FROM: Whitney McDonald, City Manager Timothy J. Carmel, City Attorney SUBJECT: Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance of Remote Teleconference Meetings of the Legislative Bodies Pursuant to Government Code Section 54953(e)(3) DATE: August 23, 2022 SUMMARY OF ACTION: Adoption of the Resolution will continue the declared local emergency related to the COVID-19 pandemic and will also enable the City to continue to comply with the requirements of legislation, AB 361, to authorize the continued use of teleconferencing for meetings of the City’s legislative bodies. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There are no direct fiscal impacts related to the proposed action; however, adoption of the Resolution will facilitate the ability for the City to request resources including financial support and reimbursement from the State Office of Emergency Services and the Federal Emergency Management Agency for costs incurred in preparation and/or response to the COVID-19 pandemic. RECOMMENDATION: Adopt a Resolution declaring a continued local emergency related to the Coronavirus (COVID-19) pandemic and authorizing the continuance of remote teleconference meetings pursuant to Government Code Section 54953(e)(3). BACKGROUND: As the City Council is aware, in accordance with Section 8.12.060 of the Arroyo Grande Municipal Code, the former City Manager, in his capacity as the Dire ctor of Emergency Services, proclaimed a local emergency on March 16, 2020, regarding the COVID -19 pandemic. The City Council ratified the proclamation at its regular meeting on March 24, 2020, and adopted resolutions declaring a continued local emergency since that time as the pandemic has persisted. Page 22 of 138 Item 8.c. City Council Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance of Remote Teleconference Meetings of the Legislative Bodies Pursuant to Government Code Section 54953(e)(3) August 23, 2022 Page 2 In addition, AB 361 amended Government Code Section 54953, adding a new subsection (e) that permits legislative bodies, when there is a proclaimed State of Emergency declared by the Governor pursuant to Government Code Section 8625, to make a determination to authorize meeting remotely via teleconferencing as a result of the emergency. To do so, a resolution would need to be adopted in which the legislative body finds that meeting in person would present imminent risks to the health or safety of attendees, or that State or local officials have imposed or recommended measures to promote social distancing. The City Council first adopted a Resolution making findings in accordance with AB 361 and Government Code Section 54953(e) at its September 28, 2021 meeting. The Resolution is valid for thirty (30) days after teleconferencing for the first time under the new regulations. If the State of Emergency remains active after that 30 day period, the local agency may act to renew its resolution authorizing remote teleconferenced meetings by passing another resolution which includes findings that the State of Emergency declaration remains active, the local agency has reconsidered the circumstances of the State of Emergency, and the local agency has either identified: A) ongoing, direct impacts to the ability to meet safely in-person, or B) active social distancing measures as directed by relevant State or local officials. In the past, the City has adopted separate resolutions related to the continuing emergency declaration and the continuance of remote teleconference meetings pursuant to Government Code Section 54953(e)(3). Staff has combined the two items into one resolution to eliminate the need for separate agenda items. ANALYSIS OF ISSUES: Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City Council is to “Review the need for a continuing emergency declaration at regularly scheduled meetings at least every twenty-one (21) days until the emergency is terminated.” Accordingly, the City Council has adopted the appropriate Resolutions declaring a continued local emergency related to the COVID-19 pandemic within the required 21-day time period since the ratification of the proclamation at its March 24, 2020 meeting. This item is being presented to the City Council to satisfy the requirements of Section 8.12.065(C) given the ongoing State of Emergency proclaimed by the Governor, the ongoing public health orders issued by the State, and the ongoing work requi red of City staff to respond to the pandemic and these proclamations and orders. In addition, the Resolution will allow the City to continue conducting its public meetings via teleconference. The Resolution includes continued findings based upon a determin ation that, as a result of the proclaimed State of Emergency in California due to the COVID-19 pandemic and its continued spread in San Luis Obispo County and Arroyo Grande Page 23 of 138 Item 8.c. City Council Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance of Remote Teleconference Meetings of the Legislative Bodies Pursuant to Government Code Section 54953(e)(3) August 23, 2022 Page 3 through the Omicron, BA2 and other variants of SARS-CoV-2, which are far more transmissible than prior variants of the virus and, as even fully vaccinated individuals can spread the virus to others, holding meetings in person would present imminent risks to the health or safety of attendees. While the Resolution provides authority for the City to continue conducting public meetings remotely for the next thirty (30) days, the City has also determined to resume meetings in-person prior to the expiration of that thirty-day period, and conducted the City Council meetings beginning on March 8, 2022, as in-person meetings at Council Chambers while also retaining an option for the public, staff, and consultants to participate via Zoom. It is recommended that the proposed Resolution be adopted to continue to provide flexibility for future meetings of the City Council and its advisory bodies in the event that guidance from the State or County Health Officers changes within the next thirty (30) days. This flexibility will also allow members of the City Council or advisory bodies to attend meetings remotely if they also desire or if they are required to quarantine due to exposure to COVID-19. Based upon the foregoing, it is recommended that the City Council adopt the Resolution declaring the need to continue the emergency declaration an d also authorizing the continuance of remote teleconference meetings pursuant to Government Code Section 54953(e)(3). ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Adopt the Resolution declaring the need to continue the declared local emergency and authorizing the continuance of remote teleconference meetings; 2. Do not adopt the Resolution; or 3. Provide other direction to staff. ADVANTAGES: Adoption of the Resolution will satisfy the requirement of the Arroyo Grande Municipal Code regarding the periodic review of the declared local emergency related to the COVID- 19 pandemic. It will also satisfy the requirements of Government Code Section 54953(e)(3) and allow the City to safely continue carrying out its business in a manner that will minimize the risk of contracting COVID-19 for everyone involved. DISADVANTAGES: No disadvantages have been identified to adopting the Resolution. ENVIRONMENTAL REVIEW: No environmental review is required for this item. Page 24 of 138 Item 8.c. City Council Consideration of Adoption of a Resolution Declaring a Continued Local Emergency Related to the COVID-19 Pandemic and Authorizing the Continuance of Remote Teleconference Meetings of the Legislative Bodies Pursuant to Government Code Section 54953(e)(3) August 23, 2022 Page 4 PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. Proposed Resolution Page 25 of 138 ATTACHMENT 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DECLARING A CONTINUED LOCAL EMERGENCY RELATED TO THE CORONAVIRUS (COVID- 19) PANDEMIC AND AUTHORIZING THE CONTINUANCE OF REMOTE TELECONFERENCE MEETINGS OF THE LEGISLATIVE BODIES OF THE CITY OF ARROYO GRANDE PURSUANT TO GOVERNMENT CODE SECTION 54953(e) WHEREAS, in accordance with Section 8.12.060 of the Arroyo Grande Municipal Code, the former City Manager, in his capacity as the Director of Emergency Services proclaimed a local emergency on March 17, 2020, regarding the COVID-19 pandemic; and WHEREAS, the City Council ratified the emergency proclamation through adoption of Resolution No. 4974 at its regular meeting on March 24, 2020; and WHEREAS, Arroyo Grande Municipal Code Section 8.12.065(C) provides that the City Council is to review the need for a continuing emergency declaration at regularly scheduled meetings at least every twenty-one (21) days until the emergency is terminated; and WHEREAS, the City Council has adopted Resolutions declaring a continued local emergency related to the coronavirus (COVID-19) pandemic on April 14, April 28, May 12, May 26, June 9, June 23, July 14, August 11, August 25, September 8, September 22, October 13, October 27, November 10, November 24, December 8, 2020, January 12, January 26, February 9; February 23; March 9, March 23, April 13, April 27, May 11, May 25, June 8, June 22, July 27, August 10, August 24, September 14, September 28, October 12, October 26, November 9, November 23, December 14, 2021, January 11, January 25, February 8, February 22, March 8, March 22, April 12, April 26, May 10, May 24, June 14, June 28, July 26, and August 9, 2022; and WHEREAS, the Secretary of Health and Human Services Director issued a Determination that a Public Health Emergency Exists and has existed as of January 27, 2020 ; and WHEREAS, the President of the United States declared a State of National Emergency; the Governor of the State of California has proclaimed a State of Emergency for the State of California and issued Executive Orders and direction regarding measures to mitigate the spread of cases of COVID-19 within the State of California and all recitals set forth therein, are included as though fully set forth herein; and WHEREAS, subsequently, in March 2020, in response to the COVID -19 pandemic, Governor Newsom issued Executive Orders N-25-20 and N-29-20. These orders suspended certain elements of the Brown Act and specifically allowed for legislative Page 26 of 138 RESOLUTION NO. PAGE 2 bodies as defined by the Brown Act to hold their meetings entirely electronically with no physical meeting place. On June 11, 2021, Governor Newsom issued Executive Order N - 08-21 which provided that the provisions in Executive Order N-29-20 suspending certain elements of the Brown Act would continue to apply through September 30, 2021; and WHEREAS, on September 16, 2021 Governor Newsom signed AB 361, which added subsection (e) to Government Code section 54953 of the Brown Act, and makes provision for remote teleconferencing participation in meetings by members of a legislative body, without compliance with the requirements of Government Code section 54953(b)(3), subject to the existence of certain conditions; and WHEREAS, a required condition of AB 361 is that a state of emergency is declared by the Governor pursuant to Government Code section 8625, proclaiming the existence of conditions of disaster or of extreme peril to the safety of persons and property within the State caused by conditions as described in Government Code sectio n 8558; and WHEREAS, the City Council has adopted a Resolution making findings in accordance with AB 361 and Government Code Section 54953(e) authorizing remote teleconference meetings on September 28, October 26, November 23, and December 14, 2021, and o n January 25, February 22, March 22, April 12, May 10, June 14, June 28, and July 26, 2022; and WHEREAS, the COVID-19 pandemic continues to spread rapidly worldwide and in the U.S., continuing to present an immediate and significant risk to public health and safety, and resulting in serious illness or death to vulnerable populations, including the elderly and those with underlying health conditions. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande that: 1. All recitals set forth above, are true, correct and incorporated herein. 2. A local emergency is declared to continue to exist throughout the City of Arroyo Grande, and the City has been undertaking, and will continue through termination of this emergency to undertake necessary measures and incur necessary costs, which are directly related to the prevention of the spread of COVID -19 and are taken in furtherance of: the Secretary of Health and Human Services’ determination that a public health emergency has existed since January 27, 2020; the Governor’s Proclamation of a State of Emergency on March 4, 2020; the President of the United States’ Declaration of a National Emergency on March 13, 2020 and the City Director of Emergency Services’ Proclamation of Lo cal Emergency on March 17, 2020; and related orders and directives. Page 27 of 138 RESOLUTION NO. PAGE 3 3. In accordance with the requirements of Government Code Section 54953(e)(3), the City Council of the City of Arroyo Grande hereby finds and determines that it has reconsidered the circumstances of the State of Emergency and that the State of Emergency continues to exist and to directly impact the ability to meet safely in person due to the COVID-19 pandemic, and its continued spread in San Luis Obispo County and Arroyo Grande through the Omicron,BA2 and other variants of SARS-CoV-2, which are far more transmissible than prior variants of the virus, and can be spread to others even by fully vaccinated individuals, and therefore holding meetings in person would present imminent risks to th e health or safety of attendees. 4. The City Manager and legislative bodies of the City of Arroyo Grande are hereby authorized and directed to take all actions necessary to carry out the intent and purpose of this Resolution including, continuing to conduct open and public remote teleconferencing meetings in accordance with the requirements of Government Code section 54953(e) and other applicable provisions of the Brown Act. 5. This Resolution shall take effect immediately upon its adoption and shall be effective for thirty (30) days after its adoption, subject to being extended for an additional 30 day period by the City Council’s adoption of a subsequent resolution in accordance with Government Code section 54953(e)(3) to further extend the time during which the legislative bodies of the City of Arroyo may continue to teleconference without compliance with paragraph (3) of subdivision (b) of Government Code section 54953. On motion of Council Member , seconded by Council Member , and by the following roll call vote, to wit: AYES: NOES: ABSENT: The foregoing Resolution was approved this 23rd day of August, 2022. Page 28 of 138 RESOLUTION NO. PAGE 4 CAREN RAY RUSSOM, MAYOR ATTEST: JESSICA MATSON, CITY CLERK APPROVED AS TO CONTENT: WHITNEY MCDONALD, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Page 29 of 138 Item 8.d. MEMORANDUM TO: City Council FROM: Nicole Valentine, Administrative Services Director Tashina Ureno, Human Resources Officer SUBJECT: Consideration of a Consultant Services Agreement with unCOMPlicated HR to Prepare a Total Compensation Study DATE: August 23, 2022 SUMMARY OF ACTION: Approval of an Agreement with unCOMPlicated HR to complete a Total Compensation Study. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The total cost proposal for the study is a not-to-exceed amount of $42,000. This includes $30,000 for the consultant to complete the City’s compensation study, plus an additional $12,000 that represents an additive alternative proposal to be reimbursed from the Five Cities Fire Authority (FCFA) if the FCFA elects to complete a compensation study. The FY 2022-23 budget appropriated $30,000 for the Total Compensation Study. The study will involve a significant amount of personnel resources from all departments, in particular Human Resources. RECOMMENDATION: Approve a Consultant Services Agreement with unCOMPlicated HR to prepare a Total Compensation Study. BACKGROUND: The City has not completed a comprehensive formal compensation review in over 5 years. Class specifications and job descriptions are established for each position. Many of these were updated as the City realigned several positions and reorganized several departments during the Great Recession, and others have been adjusted as needed since. Although, in January 2017, the City Council approved a Consultant Services Agreement with Koff Associates to perform a compensation study. The Final Report received by the City in June 2017 was not presented to Council. As part of the annual City Council goal and priority-setting process in 2021, Council established a goal of Investing in People, including a priority to “e valuate and implement Page 30 of 138 Item 8.d. City Council Consideration of a Consultant Services Agreement with unCOMPlicated HR to Prepare a Total Compensation Study August 23, 2022 Page 2 employee retention, attraction, recruitment, development, and support strategies.” Completion of a Citywide salary survey was identified as one mechanism to support this goal and has been prioritized as a work effort for this fiscal year. Historically, the City of Arroyo Grande has utilized the other incorporated cities within San Luis Obispo County (Atascadero, Grover Beach, Morro Bay, Paso Robles, Pismo Beach, and San Luis Obispo) in salary and compensation surveys. Over the past few years, it has been recognized that salary and other components of compensation in the City were falling behind other comparison cities. The City Council has been supportive of incremental adjustments in order to more closely align Arroyo Grande salaries with the median among comparison cities; although, no formal policy position has been adopted that median is the desired market position. In addition, the FCFA is in need of similar compensation study services and a combined approach with the City’s study will provide a cost-effective solution. The FCFA will reimburse the City for all expenses related to that portion of the work that is attributable to their positions. This segment of the work to be completed was included in the Request for Proposals (RFP) as an additive alternative proposal. ANALYSIS OF ISSUES: The City anticipates using this study as a basis for making recommendations to the Council for future changes in salaries and benefits for both represented and unrepresented employees. The goal of the study is to provide the City Council with a snapshot in time of where the City stands compared to other agencies in compensating employees. The study scope includes assisting the City with developing a strategy for implementation of the recommendations, however, changes to salaries or benefits for represented employees would need to follow the meet and confer process. The study does not obligate the City to make any changes to current compensation or benefits. Ultimately, the decisions on how to use the information gleaned from the study will be up to the City Council. In short, the study will provide the City with the “starting point” for this process. The total compensation study will provide a basis of how the City’s compensation compares to other agencies and provide Council with detailed analysis and expert recommendations for future planning and actions involving compensation. The consultant will work with staff to determine the necessary number of benchmark classifications for the City, data points (at a minimum, top step salary, specialty pay, employer contributions to health insurance, retirement formulas, and employee contributions), and comparison agencies. Paid time off benefits and anticipated cost of living adjustments shall be gathered and included in the evaluation. The consultant will gather data using an active method of pulling data and verifying accuracy as necessary based on substantive job matches and provide data in a written report, with visual aids, calculating the market median and identifying the distance from the median for City benchmark data. The consultant will assist in at least two meetings with a staff advisory Page 31 of 138 Item 8.d. City Council Consideration of a Consultant Services Agreement with unCOMPlicated HR to Prepare a Total Compensation Study August 23, 2022 Page 3 committee. The report should be delivered in final form, following preliminary review by City staff, no later than December 19, 2022. The proposed agreement provides the following scope of services for the City’s study: 1. Determine the necessary number of benchmark classifications for the City, data points (at a minimum, top step salary, specialty pay, employer contributions to health insurance, retirement formulas, and employee contributions), and comparison agencies. Paid time off benefits and anticipated cost of living adjustments shall be gathered and included in the evaluation. 2. Gather data using an active method of pulling data and verifying accuracy as necessary based on substantive job matches and provide data in a written report, with visual aids. 3. Calculate the market median and identify the distance from the median for City benchmark data. 4. Assist in at least two meetings with a staff advisory committee. 5. Present the final Compensation Report to the City Council. The City issued a Request for Proposal (RFP) for the service s and one competent firm responded, unCOMPlicated HR. The proposal was evaluated and it is recommended that the City contract with unCOMPlicated HR for the proposed scope of work. The process outlined by unCOMPlicated HR is tailored for a smaller, engaged organization and is more inclusionary of the employee base. The proposed stakeholder engagement aligns with the City’s needs. The City was contacted by other firms but they indicated they are under other immediate obligations and did not believe they could meet the project schedule and did not submit proposals. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve a Consultant Services Agreement with unCOMPlicated HR to prepare a Total Compensation Study; 2. Direct staff to solicit additional proposals with an extended project schedule; or 3. Provide other direction to staff. ADVANTAGES: The consultant is well qualified to perform the scope of work of this project. The consultant’s proposal is within the allocated budget for the project. Completion of a compensation study will provide the City Council with valuable information related to employee compensation as the City prepares for negotiations with represented employee groups. Page 32 of 138 Item 8.d. City Council Consideration of a Consultant Services Agreement with unCOMPlicated HR to Prepare a Total Compensation Study August 23, 2022 Page 4 DISADVANTAGES: There are no identified disadvantages to the City other than the resources that will be dedicated to this effort. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. Proposed Agreement for Consultant Services Page 33 of 138 AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of August 24, 2022, between unCOMPlicated HR (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1.TERM This Agreement shall commence on August 24, 2022 and shall remain and continue in effect until August 24, 2023, unless sooner terminated pursuant to the provisions of this Agreement. 2.SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in Consultant's Proposal dated July 8, 2022, attached hereto as Exhibit “A”, and incorporated herein by this reference. 3.PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4.AGREEMENT ADMINISTRATION City’s Administrative Services Director shall represent City in all matters pertaining to the administration of this Agreement. Annabelle Gamez shall represent Consultant in all matters pertaining to the administration of this Agreement. 5.PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference. 6.SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a)The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. ATTACHMENT 1 Page 34 of 138 (b)In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7.TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a)Bankruptcy or insolvency of any party; (b)Sale of Consultant’s business; or (c)Assignment of this Agreement by Consultant without the consent of City. (d)End of the Agreement term specified in Section 1. 8.DEFAULT OF CONSULTANT (a)The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b)If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9.LAWS TO BE OBSERVED. Consultant shall: (a)Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b)Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or Page 35 of 138 employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c)At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d)Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e)The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10.OWNERSHIP OF DOCUMENTS (a)Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. 11.INDEMNIFICATION (a)Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all Page 36 of 138 losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subContractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b)Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subContractors of Consultant. (c)General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subContractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. 12.INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C” attached hereto and incorporated herein as though set forth in full. 13.INDEPENDENT CONSULTANT (a)Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. Page 37 of 138 (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14.UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15.NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. 16.RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subContractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b)Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subContractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property Page 38 of 138 located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17.NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: City of Arroyo Grande Director of Administrative Services 300 E. Branch Street Arroyo Grande, CA 93420 To Consultant: unCOMPlicated HR P.O. Box 2941 Clovis, CA 93613 18.ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19.GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20.ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into Page 39 of 138 this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. 21.TIME City and Consultant agree that time is of the essence in this Agreement. 22.CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “D”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit “A”, attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals. 23.CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24.AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25.AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. Page 40 of 138 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By:__________________________ By:____________________________ Caren Ray Russom, Mayor Its:____________________________ (Title) Attest: ____________________________ Jessica Matson, City Clerk Approved As To Form: _____________________________ Timothy J. Carmel, City Attorney Page 41 of 138 EXHIBIT A CONSULTANT'S PROPOSAL Page 42 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Total Compensation Study RFP Response Project #: TC07082022 Prepared for: The City of Arroyo Grande July 8, 2022 Page 43 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 1 TABLE OF CONTENTS Report I. Disclosures ............................................................................................................. 2 II. Narrative a. Why unCOMPlicate HR .......................................................................... 4 b. Who We Are ............................................................................................. 4 c. What We Bring ......................................................................................... 4 d. The Study ................................................................................................... 5 e. How We Work .......................................................................................... 5 f. Our Project Commitment ....................................................................... 6 g. Organizational Information .................................................................... 7 III. Budget and Scope of Work a. Pricing ......................................................................................................... 9 b. Breakdown, Explanations, & Pricing .................................................... 9 IV. City of Arroyo Grande Project Timeline ....................................................... 16 V. Project Terms ...................................................................................................... 17 Attachments A. unCOMPlicate HR Organization Information a. Key Personnel b. About Us B. Consultant Resumes a. Annabelle Gamez b. Vanessa Schneider C. References D. Insurance Certificate E. Work Sample – First 5 Madera County Page 44 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 2 DISCLOSURES • unCOMPlicate HR is providing a Request For Proposal (RFP) Total Compensation Study Response to the City of Arroyo Grande (City). • The listed pricing is valid for 90 days and expires on October 6, 2022. • For the City to obtain maximum benefit, accuracy and effectiveness for this project, all Job Descriptions included in this survey, should be revised, and updated to reflect the current job duties. • In an effort to reduce overall project costs, it is our recommendation that all work will be performed remotely and all meetings be conducted virtually unless otherwise specified in the proposal. Unforeseen travel expenses are excluded from this proposal but will be provided upon request. Page 45 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 3 NARRATIVE Page 46 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 4 WHY UNCOMPLICATE HR? By virtue of being a small business, we can confidently assure you that your project will be treated at the highest priority that it deserves from start to finish. We take the idea of “Redefining Simplicity” to heart, so it is reflected in every one of our projects. We believe that our “Work Sample” that we provided in the attachments section demonstrates this and we encourage you to review it. My business partner and I met while working at one of the largest Community Action Agencies in the nation for over ten years. The organization was focused on serving the underserved which is a value that resonates with both of us. During our time at an organization with over 1200 employees, we were solely responsible for conducting all regular “in-house” compensation, classification and benefit studies. We were able to successfully navigate this complex organization of more than 30 unique programs through the path to the California $15 minimum wage and beyond. Although our firm is only two years old, that does not properly reflect the level of experience and expertise that we offer. A review of the following proposal along with our personnel information within it will provide you with a stronger understanding of our extensive knowledge. WHO WE ARE unCOMPlicate HR (UHR) is a small, women, and minority owned consulting agency located in Fresno, California. We are a team of two who started our business in 2019 after realizing that there is a real need for compensation, benefit, and Human Resource Information System (HRIS) expertise in the Central Valley. Our names are Annabelle Gamez and Vanessa Schneider. We are two individuals that are passionate about serving our community and being a part of positive change. Both of us hold Society for Human Resources Management Certified Professional (SHRM-CP) and Professional in Human Resources (PHR) certifications. We are confident that we are the right fit for the City of Arroyo Grande (City). We look forward to having the opportunity to meet your team. WHAT WE BRING Collectively, we bring 37+ years of Human Resources (HR) experience which includes 22+ years in non-profit. We have spent most of our careers specializing in what we consider the “complicated” parts of HR. A quick glance at our resumes will show our advanced knowledge in compensation, benefits, and systems. Some people may call these things boring, but we find them fascinating. We have found that being excited about what we are working on allows us to make things unCOMPlicated for our clients. Page 47 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 5 This RFP is focused on classification, compensation, and benefits which, as you know, carry a lot of weight for any employer. These are structures that you want to ensure you get right. Compensation is often seen as this “elephant in the room” topic that people are not comfortable talking about. As a result, assumptions are made by staff and vital compensation decisions are made on the fly, or based on emotion, instead of data to support the decision. As an employer, we know that you have probably gone online to attempt to price a job, and if your experience is like most, you get an extremely wide range of results. We can filter through all the noise and provide you with a customized true view of your compensation realities. Employer sponsored benefits are often undervalued or overlooked as part of the total compensation package. It is vital that employers understand and properly convey the value and richness of their compensation and benefit plans. This can be used as a competitive advantage and valuable tool for recruiting and retaining the right talent. Often, when comparing benefit information, it becomes an apples to oranges review that can make it difficult to identify more competitive and enhanced offerings. We at UHR will take that complex data and present it in an easy-to-follow format that will take the guesswork out of knowing the City’s total benefits plan value. THE STUDY We would like to applaud the City of Arroyo Grande for taking the especially important step of conducting this Total Compensation study to ensure that it is competitive. This shows that you value your employees and want to make sure you are getting the most out of your investment in your employees. As compensation and benefit experts, along with getting through this project, we want to assist you with the next steps of your total compensation journey. The best part is that we are here to help you with more in-depth services. At the completion of this project, we know that our findings may lead to some real structural changes at the City. Frequently, clients are not sure how to proceed with carrying out this process or simply lack the time to implement any changes effectively. We offer a rich selection of services that we can discuss further, if you so choose, to make sure that you reach all your compensation and benefit goals. HOW WE WORK UHR views all the projects it takes on as partnerships with our clients. We know the importance of understanding that everyone is on the same team and we are all working Page 48 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 6 toward a common goal. Ultimately, we are here to serve you, and we are confident you will be pleased with our high level of personable and professional service. To ensure we get off to the right start with our partnership, UHR will be hosting a remote meeting session, at no additional cost, with the appropriate leadership (to be identified by the City) to introduce ourselves, learn more about your team and gain a deeper understanding of your overall goals for this project. Our success in completing this project does rely on some support from the City at the beginning of this project to ensure that we have all relevant the City information and documents. Once all the requested information has been received, we will begin our work quietly in the background and will only come to you with unforeseen questions, or clarifications. Our goal is to make this process as seamless as possible for the City so you can continue to conduct your day-to-day operations as we work diligently to meet our established project deadline. OUR PROJECT COMMITMENT We know that strong communication is a key component of all successful work. For this reason, our service model includes bi-weekly email updates to appropriate team members to keep everyone informed of the overall project status. Any questions or concerns can be emailed directly to us, and we will work to resolve them. In addition, we will work with the project team to schedule periodic meetings to discuss the progress of the project and any pertinent questions or challenges. By the end of our project partnership, we will have equipped you with the data you need to move forward with benefit and compensation decisions with confidence and knowledge of your standing in the marketplace. After the report is complete, we will work with you through the implementation process by providing a guide and training tools to ensure consistent administration moving forward. Finally, we will conduct an overall satisfaction survey to measure our success in your project expectations. Page 49 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 7 ORGANIZATIONAL INFORMATION Legal Name of Firm: unCOMPlicate HR Inc. Type of Entity: Partnership Contact Name: Annabelle Gamez Contact Address: PO BOX 2941 Clovis, CA 93613 Contact Phone: 628.333.5952 Contact Email: ag@uncomplicatehr.com Website: uncomplicatehr.com Name of person authorized to enter into contract on behalf of firm: Annabelle Gamez or Vanessa Schneider Primary Services: Compensation, Benefits, & HR Systems consulting Primary Market/Customers: Private, non-profit, & public sector Number of Years in Business: Two years Page 50 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 8 BUDGET & SCOPE OF WORK Page 51 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 9 PRICING Service Types Projected Hours Hourly Rate Total Project Cost Not to Exceed Project Kick-Off 16 $150 $2,400 Comprehensive Compensation & Benefit Study 152 $150 $22,800 Comprehensive Compensation & Benefits Findings Report 24 $150 $3,600 Findings Review Meeting - Onsite 8 $150 $1,200 Findings Review Presentation - - Included - - City of Arroyo Grande Total 200 - $30,000 Additional Services FCFA Total Compensation Survey 80 $150 $12,000 FCFA Total Compensation Findings Report 12 $150 $1,800 FCFA Findings Review Meeting Included FCFA Findings Review Presentation Included FCFA Total 92 $13,800 Additional Work Non-Specified Tasks $150/hr BREAKDOWN, EXPLANATIONS, & PRICING The following information will provide you with detailed explanations about what all our service offerings entail. City of Arroyo Grande Total Project Investment $30,000 This custom-built bundle meets all City of Arroyo Grande Total Compensation Study RFP requirements. Project Kick-Off ($2,400) unCOMPlicate HR (UHR) will be hosting a remote meeting session with the appropriate leadership (to be identified by the City). We will walk away from the meeting with a clear understanding of the following: Page 52 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 10 1. Overall project goals 2. Expected project roles and responsibilities between the City and UHR 3. Identification of benchmark classifications and data points 4. Primary City point of contact during project During this phase of the project UHR will collect and review City organizational information and will work to develop a comprehensive action plan for the completion of this project. Identify Comparable Labor Market (Included) Compare and contrast a mutually agreed upon number of comparable and relevant private and public sector organizations. a. Comparable organizations i. City to provide the following: 1. Agreement to the finalized list of potential survey participants and any disclose preferences 2. Any additional historical data or other pertinent information that would be useful to project ii. UHR Responsibilities: 1. Review list of comparable organizations based on a combination of factors including: resident population, geographic size, budget, and scope of services 2. Obtain City approval of participant list Comprehensive Compensation and Benefit Study ($22,800) UHR will conduct an overall compensation competitive analysis report for the City to include comprehensive pay analysis (base pay, specialty pay, and benefits) for current City positions. Analysis will include organizational factors such as location, type, size, and funding. It will consist of compensable specific factors such as experience, skills, and education level. a. Establish appropriate benchmarking standards and conduct salary surveys as needed for similar positions with comparable entities as required. i. City to provide the following: 1. Digital copy of last Compensation study for the City, if applicable 2. Digital copies of current salary tables with positions and assigned grades 3. Current method for administering salary increases and annual effective date 4. All information related to pay step progression and any other types of compensation pay such as longevity pay, Page 53 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 11 certification pay, education incentives, special assignment or special duty pay, standby pay, bonus pay, etc ii. UHR Responsibilities: 1. Design and administer custom survey collection tool to include: a. Top step salary b. Specialty pay c. Anticipated cost of living adjustments 2. Analyze, compare and normalize collected data 3. Conduct market analysis of pay 4. Recommend appropriate salary ranges for each benchmarked positions based on survey results 5. Create Total Compensation Study report for the City to include calculating the market median and identifying the distance from the median for City benchmark data b. Conduct a comprehensive benefits survey including value of the total benefits package to the employee and the total cost of the employer of salary and all benefits i. City to provide the following: 1. Employer paid defined contribution rates and all related policies to include eligibility and vesting schedule 2. Copies of all employee medical/vision/dental/life insurance/STD/LTD/and any other ancillary benefits schedules of coverage including eligibility 3. Employer contribution amounts and employee premiums for all benefit coverage provided to employees 4. Complete benefit policies and procedures related to all paid leave accruals and limits 5. All accrual rates, vesting schedules, eligibility, maximum accruals allowed for all paid time off benefits and any other paid leave provided to City employees 6. Any additional information or other benefit offerings that may be helpful to this study ii. UHR Responsibilities: 1. Design and administer custom survey collection tool to include: a. Benefits b. Employer contributions to health insurance c. Retirement formulas d. Employee contributions e. Paid time off Page 54 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 12 2. Conduct market analysis of benefits 3. Collect all relevant items from survey participants 4. Consolidate and review all collected information 5. Analyze, compare, and normalize all collected data 6. Recommend changes to benefit policies as needed 7. Create overall findings and recommendations in Benefit Study report Findings Review Report ($3,600) UHR will generate a single electronically formatted report that will provide all findings and recommendations in a user-friendly format. The report will contain the following components: 1. Table of contents 2. UHR Disclosures 3. Executive Summary 4. Background Information 5. Client and Project Profile 6. Study Overview 7. Our Methodology 8. Findings & Recommendations a. Compensation Study b. Benefits Study 9. General Compensation Definitions 10. Required Appendices Findings Review Meetings (Included) While we are confident that our finalized report will be easy-to-follow and have all the information you need, UHR will participate in up to two (2) meetings of up to ninety (90) minutes each with a staff advisory committee to provide the opportunity to have any questions answered through our comprehensive review. Findings Review Presentation to City Council– Onsite ($1,200) UHR will generate a dynamic, visual, high-level presentation and present it the City Council. Additional Service – Five Cities Fire Authority (FCFA) Total Compensation Survey ($12,000, not included in total project cost) UHR will conduct a classification review of six (6) full-time classifications and a Total Compensation Survey against comparable agencies (City of Atascadero, City of Morrow Bay, City of Paso Robles, City of San Luis Obispo, Cambria Community Services District, City of Santa maria, City of Lompoc, Carpinteria Summerland Fire District, and CAL Fire) as identified by FCFA. The expected timeline for the FCFA Total Compensation project is 5-6 weeks, a detailed project timeline will be provided if awarded the contract. Page 55 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 13 a. Classification Review i. City or FCFA to provide the following: 1. Copies of current job descriptions 2. Copy of current organization structure 3. Any additional historical data or other pertinent information that would be useful to this project ii. UHR Responsibilities 1. Review current classification documents to ensure compliance with the latest regulatory requirements and best practices 2. Provide recommended updates to current classifications b. Compensation Survey i. City or FCFA to provide the following: 1. Digital copy of last Compensation study for the City if applicable 2. Digital copies of current salary tables with positions and assigned grades 3. Current method for administering salary increases and annual effective date 4. All information related to pay step progression and any other types of compensation pay such as longevity pay, certification pay, education incentives, special assignment or special duty pay, standby pay, bonus pay, etc ii. UHR Responsibilities 1. Design and administer custom survey collection tool 2. Analyze, compare and normalize collected data 3. Conduct market analysis of pay 4. Recommend appropriate salary ranges for each benchmarked positions based on survey results 5. Create Total Compensation Study report for the FCFA c. Benefit Survey i. City or FCFA to provide the following: 1. Employer paid defined contribution rates and all related policies to include eligibility and vesting schedule 2. Copies of all employee medical/vision/dental/life insurance/STD/LTD/and any other ancillary benefits schedules of coverage including eligibility 3. Employer contribution amounts and employee premiums for all benefit coverage provided to employees 4. Complete benefit policies and procedures related to all paid leave accruals and limits Page 56 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 14 5. All accrual rates, vesting schedules, eligibility, maximum accruals allowed for all paid time off benefits and any other paid leave provided to City employees 6. Any additional information or other benefit offerings that may be helpful to this study ii. UHR Responsibilities 1. Design and administer custom survey collection tool 2. Conduct market analysis of benefits 3. Collect all relevant items from survey participants 4. Consolidate and review all collected information 5. Analyze, compare, and normalize all collected data 6. Recommend changes to benefit policies as needed 7. Create overall findings and recommendations in Benefit Study report Additional Services – FCFA Findings Review Report ($1,800, not included in total project cost) UHR will generate a single electronically formatted report that will provide all findings and recommendations in a user-friendly format. The report will contain the following components: 1. Table of contents 2. UHR Disclosures 3. Executive Summary 4. Background Information 5. Client and Project Profile 6. Study Overview 7. Our Methodology 8. Findings & Recommendations a. Classification Review b. Compensation Study c. Benefits Study 9. General Compensation Definitions 10. Required Appendices Additional Services – FCFA Findings Review Meeting (Included) While we are confident that our finalized report will be easy-to-follow and have all the information you need, UHR will participate in one (1) remote meeting of up to ninety (90) minutes with appropriate leadership to provide the opportunity to have any questions answered through our comprehensive review. Page 57 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 15 Additional Services – FCFA Findings Review Presentation (Included) UHR will generate a dynamic, visual, high-level presentation and present it to appropriate leadership in a remote meeting. Page 58 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 16 CITY OF ARROYO GRANDE PROJECT TIMELINE This expected timeline is for completion of the Classification and Compensation study. This meets all criteria described in the RFP Proposal from the City of Arroyo Grande released on June 15, 2022. The overall timeline is fifteen (15) weeks from anticipated project commencement date to anticipated final work product as described below: Project Phase Notes Weeks Project Contract Executed 8/23/2022 Projected Start Date 8/30/2022 Project Kick-Off Once contract has been signed by all parties. Date and time to be determined by mutual agreement. 1-2 Comprehensive Compensation & Benefits Study Conduct compensation and benefits survey & analyze findings 3-10 Preliminary Comprehensive Compensation & Benefits Findings Report Generate preliminary Comprehensive Compensation and Benefits Findings Report 11 Findings Report Review City to review preliminary findings report and provide feedback 12-13 Final Comprehensive Compensation & Benefits Findings Report Generate final Comprehensive Compensation and Benefits Findings Report 14-15 Findings Review Meeting Meet with appropriate leadership to provide overview of findings and respond to questions TBD Findings Review Presentation Generate and present a high-level overview of overall study TBD Projected Completion Date December 13, 2022 Dates are subject to change as mutually agreed upon and as described below. *Important Notice. Project commencement will begin on the date indicated above if all documents requested are received from the City as scheduled. Project start date could be delayed until all City information as described in the proposed detailed Scope of Work, are received by UHR. It is clearly understood by all parties that any delay in receiving this information will automatically extend and delay the project start date and completion. UHR will not bear any responsibility for delays caused that are not in their control. Page 59 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 17 PROJECT TERMS This RFP response has been prepared for: Client City of Arroyo Grande 300 E. Branch Street Arroyo Grande, CA 93420 805.473.5400 Service Provider unCOMPlicate HR Inc. PO BOX 2941 Clovis, CA 93613 628.333.5952 Job Name City of Arroyo Grande Total Compensation Study Project # TC07082022 Project Cost City Arroyo Grande - $30,000 Five Cities Fire Authority - $13,800 Payment Terms Payment schedule to be submitted upon contract award and mutually agreed upon Contract Subsequent contract will be submitted to the City upon notification of project award for mutual signatures. Proof of required insurance coverages/endorsements will be provided at time of contract award. Respectfully submitted on July 8, 2022, Vanessa Schneider, SHRM-CP, PHR Annabelle Gamez, SHRM-CP, PHR unCOMPlicate HR Inc. Page 60 of 138 Redefining Simplicity || unCOMPlicate HR || 628.333.5952 Page 18 ATTACHMENTS Page 61 of 138 Confidential – For Internal Use Only || 04.21.2022 || unCOMPlicate HR || 628.333.5952 Page 9 Vanessa Schneider Co-Founder Annabelle Gamez Co-Founder Project Experience: Executive Compensation Review, Compensation, Benefits, and Classification Studies. Project Responsibilities: Client contact, information meetings, data collection & review. Present findings. Years of Overall Experience: 25 Years Years of UHR Experience: 2 Years Certifications: SHRM-CP & PHR Project Experience: Executive Compensation Review, Compensation, Benefits, and Classification Studies. Project Responsibilities: Information meetings, data collection and review, report writing, presentation development. Present findings. Years of Overall Experience: 12 Years Years of UHR Experience: 2 Years Certifications: SHRM-CP & PHR Key Personnel Page 62 of 138 About Us We are proud to be a minority & women-owned consultant firm based in Fresno, California. We bring over 37 years of combined experience in all aspects of Human Resources to our work. Specializing in finding manageable compensation solutions for even the most complex organizations. Contact Information: Annabelle Gamez, SHRM-CP, PHR Consultant/Co-founder ag@uncomplicatehr.com 628-333-5952 Vanessa Schneider, SHRM-CP. PHR Consultant/Co-founder vs@uncomplicatehr.com 628-333-5942 Website: www.uncomplicatehr.com General Email: info@uncomplicatehr.com Mailing Address: P.O. BOX 2941, Clovis, CA 93613 Page 63 of 138 ANNABELLE GAMEZ, SHRM-CP, PHR 628.333.5952 • AG@UNCOMPLICATEHR.COM References Available Upon Request LinkedIn: www.linkedin.com/in/Annabelle-gamez-shrm-cp-phr Innovative and strategic leader with over twenty years of experience in all facets of Human Resources. Specialized expertise in benefit design & administration, compensation & classification surveys, planning, and management, HRIS implementation/management, performance management, strategic leadership, and total rewards strategies. PROFESSIONAL EXPERIENCE Co-Founder, Consultant unCOMPlicate HR |Fresno, CA October 2019 - Present Compensation & Benefits Manager Fresno EOC |Fresno, CA August 2012 – December 2021 Human Resources Manager Fresno EOC |Fresno, CA July 2009 – July 2012 Human Resources Director TPG Hospitality |Fresno, CA June 2008 - September 2009 Corporate HRIS/Benefits Administrator Homestake Mining Company |San Francisco, CA February 1999 - October 2000 Human Resources Supervisor Nestle USA, David & Sons Division |Fresno, CA 1996 - 1999 Human Resources Specialist Nestle USA, David & Sons Division |Fresno, CA 1991 – 1996 PROFESSIONAL CERTIFICATIONS SHRM-CP 2015 – Present PHR 2000 - 2003, 2010 - Present PROFESSIONAL AFFILIATIONS Central California SHRM Board Member 2015 – 2017 Central California SHRM Member 2009 – Present SHRM Member 2008 - Present PROFESSIONAL SKILLS Benefit Administration • Proven expertise and leadership in benefit design, implementation, annual enrollments, employee education and compliance for fully insured and self-funded health plans. • Manage key vendor relationships in support of benefit plan enhancements and cost containment analysis. • Ensure plan enhancements and design changes are of value, competitive and incorporate wellness initiatives. • Conduct and participate in benefit surveys to remain competitive. Compensation Planning • Proven expertise and leadership in compensation planning, design, and administration including expatriate programs. • Regularly conduct external job market analysis, benchmarking, classification, job evaluation and leveling to ensure internal and external equity and alignment within market. • Conduct compensation surveys and analysis for targeted groups, including early education. • Restructured compensation plan and salary tables, consolidated compensation structure by 90%, providing a simplified, streamlined approach that is innovative and flexible. HRIS Implementation/Management • Strong HRIS management experience with ADP, Ascentis, Cyborg, Kronos, iVantage, PeopleSoft, and Sage. • Led multiple implementation teams successfully. Strategic Leadership • Partner, enlist and provide guidance and feedback to key executives and other partners as needed. • Foster collaboration and teamwork in working relationships cross-functionally. Total Rewards Strategies • Created and implemented total compensation statement for employees. • Successfully influenced leadership to approve conversion from traditional vacation plan to Paid Time Off plan, managed implementation and communication to employees. Page 64 of 138 VANESSA SCHNEIDER, SHRM-CP, PHR 628.333.5942 • VS@UNCOMPLICATEHR.COM • FRESNO, CA References Available Upon Request LinkedIn: www.linkedin.com/in/vanessa-schneider-shrm-cp-phr Self-motivated hard worker who enjoys working with people to help them serve their needs. Extremely reliable, very fast learner who is a strong communicator and is constantly striving to take on and solve complex problems with innovative solutions. Specializes in HRIS management, and complex data reporting. JOB HISTORY Co-Founder, Consultant, unCOMPlicate HR, October 2019 – Present Senior HR Manager - Systems Fresno EOC, May 2021 – October 2021 HR Manager – Systems, Fresno EOC, February 2019 – May 2021 HR Generalist, Fresno EOC, August 2012 – May 2021 HRIS Analyst, Fresno EOC, July 2011 – August 2012 HR Office Assistant, Fresno EOC May 2010 – June 2011 Head Start Intern, Fresno EOC March 2010 – May 2010 EDUCATION California State University, Fresno BS, Business Administration/Human Resource Management Honors: Cum Laude 2007-2009 Fresno City College Leon S. Peters Honor Program – General Education 2005 – 2007 PROFESSIONAL CERTIFICATIONS SHRM-CP Society for Human Resource Management January 2015 – May 2024 Professional in Human Resources (PHR) HR Certification Institute February 2015 – May 2024 SPECIAL RECOGNITION Community Action All-Star Fresno EOC February 2014 KEY ACCOMPLISHMENTS • Successfully led two HRIS database conversions for Agency while ensuring maintenance of 1.5 million+ unique data points in system. • Independently conducted Head Start Compensation study and created user guide for future studies. • Collaborated with Compensation & Benefits Manager to successfully create and implement new Agency Compensation Structure and Salary Table WORK EXPERIENCE • Conducts complex data analysis and accurate reporting in a user-friendly format. • Creates & conducts ad-hoc reports for all levels of organizations. • Developed strong working relationships throughout agency to create cross-program synergy. • Collaborated with Compensation & Benefits Manager to successfully create and implement new Agency Compensation Structure and Salary Table • Served as the Agency HRIS Administrator by implementing innovative solutions within system parameters and resolving system errors • Responsible for creating and overseeing Electronic Open Enrollment process for Agency. • Audits HRIS data and outside reports for accuracy and integrity • Led two HRIS database conversions for Agency • Maintained all personnel changes within HRIS for 1200+ employees • Researched and corrected inconsistencies within personnel files and HRIS Page 65 of 138 REFERENCES Monica Ramirez - Executive Director First 5 Madera County Mramirez@first5madera.org 559-675-4006 Industry: Public Date(s) of Service: 2021, 2022 Description of Work Provided: Conducted a complete Compensation, Classification and Benefit study. Created and conducted custom compensation philosophy survey for employees and Commissioners. Michael Garcia – Retired HR Officer Fresno EOC Path525@gmail.com 559-288-5066 Industry: Non-Profit Date(s) of Service: 2009-2021 Description of Work Provided: Conducted regular, compensation, classification, and benefit studies & surveys for organization size of 1200+ employees. Created new salary structures, revised salary schedules, re-organization restructures and detailed analysis. Korinna Pedrosa – Former HR Director of Richard Heath & Associates kpedrosa@att.net 559-259-5713 Industry: Private – Energy Conservation Date(s) of Service: 2019 Description of Work Provided: Conducted Executive Compensation Study. Presented to Board of Directors. Page 66 of 138 EXHIBIT B PAYMENT SCHEDULE Consultant shall be paid for actual work performed in accordance with Consultant’s Proposal. However, the total compensation paid to Consultant shall not exceed $42,000. Consultant will invoice City no more than monthly. City shall mail payment for the net amount of uncontested invoices no later than thirty (30) days after receipt of each invoice by the City. Any past due balances under this Agreement shall bear interest at the rate of 1.5 percent per month (18.0 annual percentage rate) on unpaid balances. Page 67 of 138 EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self-insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subContractors or others involved in the Work. The scope of coverage provided is subject to approval of Page 68 of 138 City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subContractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subContractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make Page 69 of 138 any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent. 7.Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. 8.Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to being required) to comply with the requirements of the certificate. 9.It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subContractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subContractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subContractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subContractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12.The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial Page 70 of 138 additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. Page 71 of 138 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Page 72 of 138 EXHIBIT D CITY'S REQUEST FOR PROPOSALS Page 73 of 138 REQUEST FOR PROPOSAL FOR TOTAL COMPENSATION STUDY DEADLINE FOR PROPOSALS: JULY 8, 2022 Page 74 of 138 City of Arroyo Grande RFP for Total Compensation Study -2- INTRODUCTION The City of Arroyo Grande is committed to providing competitive and equitable compensation for City employees. The City’s compensation policy is to structure wage rates, benefits, and salary administration systems that are competitive, equitable, and adequate. The last comprehensive compensation review was conducted in 2017. The City seeks to review current compensation to ensure alignment with the City’s compensation policy, ensuring equitable and competitive wages, and to enable continued retention and attraction of well qualified staff. Study results will provide the necessary data for objective information for analysis by the City for compensation planning, future budget forecasting, and provide the data needed to facilitate fair discussions with employee groups regarding compensation and benefits. Additionally, The City of Arroyo Grande is a member of the Five Cities Fire Authority, a three-member Joint Powers Agreement to provide fire services to the communities of Arroyo Grande, Grover Beach, and Oceano. The Five Cities Fire Authority (FCFA) is seeking similar professional consulting services and may be included in this study as an additive alternative proposal. SCOPE OF WORK The consultant will work with staff to determine the necessary number of benchmark classifications for the City, data points (at a minimum, top step salary, specialty pay, employer contributions to health insurance, retirement formulas and employee contributions), and comparison agencies. Paid time off benefits and anticipated cost of living adjustments shall be gathered and included in the evaluation. Consultant will gather data using an active method of pulling data and verifying accuracy as necessary based on substantive job matches and provide data in a written report, with visual aids, calculating the market median and identifying the distance from the median for City benchmark data. Consultant will assist in at least two meetings with a staff advisory committee. The report should be delivered in final form, following preliminary review by City staff, no later than December 19, 2022. PROJECT SCHEDULE Preliminary Schedule Tasks June 15, 2022 • Release of RFP July 8, 2022 • Proposals Due July 15, 2022 • Complete proposal evaluations July 22, 2022 • Conduct finalist interviews and finalize recommendation August 23, 2022 • Execute Contract August 30, 2022 • Start Work September 12, 2022 • Meet with City staff to determine benchmark classifications, data points, and comparison agencies October • Review classifications and gather data November • Develop preliminary report and allow time for staff to validate December • Deliver final report Page 75 of 138 City of Arroyo Grande RFP for Total Compensation Study -3- PROJECT BUDGET Up to $30,000 based on projected time and resources and dependent on number of required visits to Arroyo Grande. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue of its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be sent either electronically to hr@arroyogrande.org or a paper copy can be enclosed in an envelope that shall be sealed and addressed to the City of Arroyo Grande Attn: Tashina Ureno, HR Officer, 300 E. Branch Street, Arroyo Grande, CA 93420. To guard against premature opening, the proposal should be clearly labeled with the proposal title, name of bidder, and date and time of proposal opening. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Exhibit C. 4. Proposal Quotes and Unit Price Extension. The extension of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder’s intention and the proposal total will be corrected to conform to the specified unit price. 5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Human Resources Officer for its withdrawal, in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the “Notice Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened Page 76 of 138 City of Arroyo Grande RFP for Total Compensation Study -4- and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals. 6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested as the primary submitter in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 7. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the “special terms and conditions” in Section C of these specifications for proposal evaluation and contract award criteria. 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. CONTRACT PERFORMANCE 11. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 12. Business License & Tax. The Contractor must have a valid City of Arroyo Grande business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 473-5400. 13. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with all federal, state, county, city, and special district laws, ordinances, and regulations. Page 77 of 138 City of Arroyo Grande RFP for Total Compensation Study -5- 14. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable county, state, and federal laws, and City of Arroyo Grande ordinances, regulations, and adopted codes during its performance of the work. 15. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 16. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 17. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 18. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City’s sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 19. Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor. 20. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 21. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 22. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance Page 78 of 138 City of Arroyo Grande RFP for Total Compensation Study -6- of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 23. Hold Harmless and Indemnification. (a) Non-design, non-construction Professional Services: To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. (b) Non-design, construction Professional Services: To the extent the Scope of Services involve a “construction contract” as that phrase is used in Civil Code Section 2783, this paragraph shall apply in place of paragraph A. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, except for such loss or damage arising from the active negligence, sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. (c) Design Professional Services: In the event Consultant is a “design professional”, and the Scope of Services require Consultant to provide “design professional services” as those phrases are used in Civil Code Section 2782.8, this paragraph shall apply in place of paragraphs A or B. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8) Consultant shall indemnify, defend and hold harmless the City and its elected officials, officers, employees, volunteers and agents (“City Indemnitees”), from and against all claims, damages, injuries, losses, and expenses including costs, attorney fees, expert consultant and expert witness fees arising out of, pertaining to or relating to, the negligence, recklessness or willful misconduct of Consultant, except to the extent caused by the sole negligence, active negligence or willful misconduct of the City. Negligence, recklessness or willful misconduct of any subcontractor employed by Consultant shall be conclusively deemed to be the negligence, recklessness or willful misconduct of Consultant unless adequately corrected by Consultant. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their Page 79 of 138 City of Arroyo Grande RFP for Total Compensation Study -7- costs of defense, including reasonable legal fees, incurred in defense of such claims. In no event shall the cost to defend charged to Consultant under this paragraph exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. (d) The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance. 24. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 25. Termination for Convenience. The City may terminate all or part of this Agreement for any or no reason at any time by giving 30 days written notice to Contractor. Should the City terminate this Agreement for convenience, the City shall be liable as follows: (a) for standard or off-the-shelf products, a reasonable restocking charge not to exceed ten (10) percent of the total purchase price; (b) for custom products, the less of a reasonable price for the raw materials, components work in progress and any finished units on hand or the price per unit reflected on this Agreement. For termination of any services pursuant to this Agreement, the City’s liability will be the lesser of a reasonable price for the services rendered prior to termination, or the price for the services reflected on this Agreement. Upon termination notice from the City, Contractor must, unless otherwise directed, cease work and follow the City’s directions as to work in progress and finished goods. 26. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor’s surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the terminations thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or Page 80 of 138 City of Arroyo Grande RFP for Total Compensation Study -8- provided by the Contractor shall be based solely on the City’s assessment of the value of the work- in-progress in completing the overall work scope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. Page 81 of 138 City of Arroyo Grande RFP for Total Compensation Study -9- PROPOSAL CONTENT Proposal Content. Your proposal must include the following information: Submittal Forms  Proposal submittal summary.  Certificate of insurance.  References from at least three firms for whom you have provided similar services.  At least two sample benchmark compensation reports you have produced for a public sector client in the past five years.  Assurance that data and information regarding the required services can be provided and collaborated on digitally. Qualifications  Experience of your firm and those of sub-consultants in performing work and projects relevant to the Scope of Services outlined and described in the request.  Resumes of the individuals who would be assigned to this project, including any sub- consultants, with their corollary experience highlighted and specific roles in this project clearly described.  Standard hourly billing rates for the assigned staff, including any sub-consultants.  Statement and explanation of any instances where your firm or sub-consultant has been removed from a project or disqualified from proposing on a project. Work Program  Detailed description of your approach to completing the work.  Detailed schedule by task and sub-task for completing the work.  Estimated hours for your staff in performing each phase and task of the work, including sub- consultants, so we can clearly see who will be doing what work, and how much time it will take.  Detailed budget by task and sub-task for completing the work.  Services or data to be provided by the City.  Services and deliverables provided by the Consultant(s).  Any other information that would assist us in making this contract award decision.  Description of assumptions critical to development of the response which may impact cost or scope.  Availability of consultant to present findings to City Council. Requested Changes to Terms and Conditions The City desires to begin work soon after selecting the preferred Consultant Team. To expedite the contracting process, each submittal shall include requested redlined changes to terms and conditions, if necessary. Page 82 of 138 City of Arroyo Grande RFP for Total Compensation Study -10- Proposal Length Proposal length should only be as long as required to be responsive to the RFP, including attachments and supplemental materials. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee and evaluated on the following criteria:  Understanding of the work required by the City.  Quality, clarity and responsiveness of the proposal.  Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City.  Recent team experience in successfully performing similar services.  Creativity of the proposed approach in completing the work.  Value  Writing skills.  References.  Background and experience of the specific individuals managing and assigned to this project. As reflected above, contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award:  Issue RFP 06/15/2022  Receive proposals 07/08/2022  Complete proposal evaluations 07/15/2022  Conduct finalist interviews and finalize recommendation 07/22/2022  Execute contract 08/23/2022  Start work 08/30/2022 Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City and shall be delivered to the City upon demand. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of the City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. Page 83 of 138 City of Arroyo Grande RFP for Total Compensation Study -11- Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. Required Deliverable Products. The Contractor will be required to provide:  One electronic submission - digital-ready original .pdf of all final documents. If you wish to file a paper copy, please submit in sealed envelope to the address provided in the RFP.  Corresponding computer files compatible with the following programs whenever possible unless otherwise directed by the project manager: Word Processing: MS Word Spreadsheets: MS Excel Desktop Publishing: InDesign Virtual Models: Sketch Up  City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. ALTERNATIVE PROPOSALS  Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternative and discuss under what circumstances the City would prefer one alternative to the other(s). Additionally, as previously mentioned, the City of Arroyo Grande is one of the three partner agencies that comprise the Five Cities Fire Authority (FCFA). The FCFA was formed approximately twelve (12) years ago and employs 26 full-time and 2 part-time employees. There are 6 full-time classifications. While job descriptions are fairly updated, the FCFA is seeking consultant assistance in reviewing classification documents for compliance with the latest regulatory requirements and best practices. The FCFA is also interested in obtaining a total compensation (salary and benefit) survey for all classifications. Comparison agencies for FCFA are identified as: City of Atascadero, City of Morro Bay, City of Paso Robles, City of San Luis Obispo, Cambria Community Services District, City of Santa Maria, City of Lompoc, Carpenteria Summerland Fire District, and CAL FIRE. Proposers should indicate the additional cost to include FCFA classifications in the scope of services, as an additive alternative to the proposal.  Attendance at Meetings and Hearings. As part of the work scope and included in the contract price is attendance by the Contractor at up to one public meeting to present and discuss its findings and recommendations. Contractor shall attend as many "working" meetings with staff as necessary in performing work-scope tasks; such meetings may be telephonic or computer based using standard collaboration tools. Page 84 of 138 City of Arroyo Grande RFP for Total Compensation Study -12-  Accuracy of Specifications. The specifications for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its proposal, the bidder and all subcontractors named in its proposal shall bear sole responsibility for proposal preparation errors resulting from any misstatements or omissions in the plans and specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the effect of ambiguities or defects in the plans and specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in writing of specification or plan defects or ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the proposal. To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful bidder to achieve the project’s objective or standard beyond the amounts provided there for in the proposal. In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever, Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1) working day of contractor's becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute. Page 85 of 138 City of Arroyo Grande RFP for Total Compensation Study -13- FORM OF AGREEMENT AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of _________________ 2022, between ____________________ (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on ____________________, 2022 and shall remain and continue in effect until ____________________________, 2023, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in Exhibit “A”, attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION City’s ____________________ shall represent City in all matters pertaining to the administration of this Agreement. ____________________shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. Page 86 of 138 City of Arroyo Grande RFP for Total Compensation Study -14- 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant’s business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. 8. DEFAULT OF CONSULTANT (a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. Page 87 of 138 City of Arroyo Grande RFP for Total Compensation Study -15- 10. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. 11. INDEMNIFICATION (a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subContractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subContractors of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subContractor or any other person or entity involved by, for, with or on Page 88 of 138 City of Arroyo Grande RFP for Total Compensation Study -16- behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C” attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub- agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. Page 89 of 138 City of Arroyo Grande RFP for Total Compensation Study -17- 16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subContractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subContractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. Page 90 of 138 City of Arroyo Grande RFP for Total Compensation Study -18- 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: City of Arroyo Grande City Manager 300 E. Branch Street Arroyo Grande, CA 93420 To Consultant: _____________________________ _____________________________ _____________________________ _____________________________ 18. ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. OR [Note 3: this section is optional and should be included only when the project is particularly time sensitive] City and Consultant agree that time is of the essence in this Agreement. City and Consultant further agree that Consultant’s failure to perform on or at the times set forth in this Page 91 of 138 City of Arroyo Grande RFP for Total Compensation Study -19- Agreement will damage and injure City, but the extent of such damage and injury is difficult or speculative to ascertain. Consequently, City and Consultant agree that any failure to perform by Consultant at or within the times set forth herein shall result in liquidated damages of ___________ dollars ($_______) per day for each and every day such performance is late. City and Consultant agree that such sum is reasonable and fair. Furthermore, City and Consultant agree that this Agreement is subject to Government Code Section 53069.85 and that each party hereto is familiar with and understands the obligations of said Section of the Government Code. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “D”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit “E”, attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder. Page 92 of 138 City of Arroyo Grande RFP for Total Compensation Study -20- IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF ARROYO GRANDE CONSULTANT By:__________________________ By:____________________________ Caren Ray Russom, Mayor Its:____________________________ Attest: (Title) _____________________________ Jessica Matson, City Clerk Approved As To Form: _____________________________ Timothy J. Carmel, City Attorney Page 93 of 138 City of Arroyo Grande RFP for Total Compensation Study -21- EXHIBIT A SCOPE OF WORK Page 94 of 138 City of Arroyo Grande RFP for Total Compensation Study -22- EXHIBIT B PAYMENT SCHEDULE Page 95 of 138 City of Arroyo Grande RFP for Total Compensation Study -23- EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self -insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits. Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to City for injury to employees of Consultant, subContractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $_____________ per occurrence. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically Page 96 of 138 City of Arroyo Grande RFP for Total Compensation Study -24- include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subContractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subContractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. Page 97 of 138 City of Arroyo Grande RFP for Total Compensation Study -25- 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subContractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 10. Consultant agrees to ensure that subContractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subContractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subContractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to Page 98 of 138 City of Arroyo Grande RFP for Total Compensation Study -26- expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Page 99 of 138 Item 8.e. MEMORANDUM TO: City Council FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Jill McPeek, Capital Improvement Project Manager SUBJECT: Consideration of Award of Construction Contract to Raminha Construction, Inc. for the Oak Park Boulevard Drainage Repairs Project, PW 2020-04 DATE: August 23, 2022 SUMMARY OF ACTION: Award a construction contract to install new underground storm drain pipes that will provide a permanent solution for conveying storm water runoff within the Oak Park/El Camino Real area. Work is anticipated to begin in September 2022. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: An allocation of $400,000 of American Rescue Plan Act (ARPA) funds were made available in the amended FY 2021-22 Capital Improvement Program budget for the design, inspection, construction, and contingencies of the subject project. Upon receipt of construction bids, it is now estimated that the total project costs will be $389,772 as shown in the table below. Any unused ARPA funds will be allocated towards a similar infrastructure project. Staff time will be necessary to coordinate construction activities with the engineering and construction management consultants , and the construction contractor. RECOMMENDATION: Award a construction contract to Raminha Construction, Inc. in the amount of $238,679 and authorize the City Manager to approve change orders for 1 5% of the contract, $35,802, for unanticipated costs during the construction phase of the project (construction contract costs = $238,679 + $35,802 = $274,481). Construction 238,679$ Construction Contingencies (15%)35,802 Construction Mgt/Inspection 92,980 Design & Survey 22,311 Total 389,772$ Page 100 of 138 Item 8.e. City Council Consideration of Award of Construction Contract to Raminha Construction, Inc. for the Oak Park Boulevard Drainage Repairs Project, PW 2020 -04 August 23, 2022 Page 2 BACKGROUND: During a rain event at the end of December 2019, Public Works crews responded to flooding on El Camino Real east of Oak Park Boulevard. Investigations revealed the flooding was caused by storm drain system failures along Oak Park Boulevard and El Camino Real. These failures have caused substantial soil and debris deposits in the storm drain pipes and box culvert, and have created a large a void surrounding a manhole on Oak Park Boulevard at El Camino Real. A semi-permanent lane closure has been established to direct traffic away from the area of the void. On January 14, 2020, the Council established an emergency repair project for the storm drain system on Oak Park Boulevard at El Camino Real. On February 25, 2020, the Council adopted a resolution terminating the emergency action for repairs because the emergency repairs were completed. However, currently, during ¼ to ½ inch rain events, storm water floods this portion of El Camion Real and is pumped uphill via a temporary above ground pipe to a drainage inlet El Camino Real that ultimately enters the Caltrans right of way and drainage system near West Branch. The permanent Oak Park Drainage Repairs Project associated with the award of this construction contract, will convey a significant amount of storm water that accumulates in the low area to the south of the Oak Park Boulevard and El Camino Real intersection. The permanent project will alleviate flooding issues at El Camino Real and convey storm water in a volume and in distribution flow approved by Caltrans . On June 28, 2022 (Attachment 2), the City Council approved construction plans and specifications for the Oak Park Drainage Repairs Project, PW 2020-04. In general, the project includes removing and replacing an existing drainage inlet, installing a new manhole, concrete junction boxes, installing a new HDPE pipe within the City and Caltrans right-of-way, and connecting the drainage piping to an existing box culvert within the Hwy 101 right-of-way. Additional project components include restoring landscaping, providing traffic control, storm water control, and complying with the provisions of the Caltrans Permit. ANALYSIS OF ISSUES: On August 4, 2022, six bids were received for the Oak Park Drainage Repairs Project (Attachment 1). The project specifications state that the lowest bidder will be determined using the Base Bid. There were no Bid Alternates. Following review, it has been determined that the lowest Base Bid was receive d from Raminha Construction, Inc., that Raminha Construction, Inc.’s bid is responsive, and that Raminha Construction, Inc. is a responsible bidder. Based on the total project budget available, an award of a construction contract to Raminha Construction, Inc. is recommended. It is also recommended that a construction Page 101 of 138 Item 8.e. City Council Consideration of Award of Construction Contract to Raminha Construction, Inc. for the Oak Park Boulevard Drainage Repairs Project, PW 2020 -04 August 23, 2022 Page 3 contingency of 15% be set aside for unanticipated costs during the construction phase of the project due to the complexity of working with the State Highway right of way. The contract time is 60 working days and it is anticipated work will be performed September to November 2022. Because the work will be performed within the State Highway right of way, the contractor must comply with the provisions of the project’s Caltrans Encroachment Permit, which may require nighttime construction. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve the recommended actions as proposed; 2. Award a construction contract but authorize the City Manager to only approve 10% of the contract for unanticipated costs during the construction phase of the project; 3. Do not award a construction contract for the project at this time; or 4. Provide other direction to staff. ADVANTAGES: The drainage improvements will provide a permanent solution for conveying storm water runoff within the area and to help reduce the potential for flooding of the adjacent roadways. DISADVANTAGES: There will be traffic inconveniences to the travelling public during construction. These will be minimized as much as possible. Staff and/its consultants will monitor the traffic control to conform to the requirements of the Municipal Uniform Traffic Control Devices manual (MUTCD) to mitigate any negative effects. ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Guideline Section 15301(b) for minor alteration of existing public facilities used to provide sewerage or other public utility services invol ving negligible or no expansion. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. Bid Opening Log Sheet 2. June 28, 2022 Staff Report and Attachments Page 102 of 138 ATTACHMENT 1 Page 103 of 138 ATTACHMENT 2 Attachment 2 - Staff Report from the June 28, 2022 and attachments is available as a link: Staff Report from the June 28, 2022 and attachments Page 104 of 138 Item 8.f. MEMORANDUM TO: City Council FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Shane Taylor, Utilities Manager SUBJECT: Monthly Water Supply and Demand Update DATE: August 23, 2022 SUMMARY OF ACTION: The update reports the City’s total water supply and demand for July, 2022. Current Lopez Reservoir level and projected levels are provided in the attachments. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Approximately two (2) hours of staff time is required to prepare the report. RECOMMENDATION: Receive and file the monthly Water Supply and Demand Report. BACKGROUND: On October 12, 2021, the City Council adopted a Resolution declaring a Stage 1 Water Shortage Emergency, and implementing emergency water conservation measures and restrictions as a result of the extreme drought conditions. In July, the City’s water use was 195.6 acre-feet with a per capita use of 104 gallons per day/per person. There was a total of 0 inches of rainfall in the City in July, 2022. ANALYSIS OF ISSUES: The United States Drought Monitor, as of August 8, 2022, shows San Luis Obispo County in a severe drought. Rainfall to date for the period July 1, 2022, through July 31, 2022, is 0 inches at the Corporation Yard rain gauge. Lopez Lake, as of August 8, 2022, is at 25.3% capacity (12,504 acre-feet). Page 105 of 138 Item 8.f. City Council Monthly Water Supply and Demand Update August 23, 2022 Page 2 The new water year began on April 7, 2022, and the City’s annual Lopez Lake contract supply had been reduced 10% on August 24, 2021, by the enactment of the Low Reservoir Response Plan (LRRP). On July 21, 2022, the Zone 3 Advisory Board approved the Technical Advisory Committee’s recommendations to reduce contract deliveries by 20% prior to the lake reaching 10,000 acre feet. As a result, the City began reducing the flow of deliveries on July 26 , 2022, to 1.7 million gallons per day compared to the normal flow of 2.2 million gallons per day. In addition to Lopez Lake deliveries, the City has 1323 acre-feet of groundwater entitlement from the Santa Maria basin and wells within the Pismo formation that can produce 160 acre-feet per year. The third quarter monitoring for the Santa Maria Basin sentry wells was completed on July 11th. The deep well index was 5.34 feet above sea level, which is 2.16 feet below the deep well index threshold value of 7.5 feet and 1.91 feet lower than the index value on year ago. This is the first quarter that the level has been below the 7.5 threshold value. If the index level stays below the 7.5 level for six consecutive quarters, or if indication of sea water intrusion occurs, this could trigger additional water restrictions for Arroyo Grande. This predicted use for water year 2022/23 is 2,213 acre-feet based on average rainfall. The July 2022 water use was 18% lower than the July 2021 water use. This reduction exceeds our goal of 10% overall reduction from the previous year. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Receive and file the report; or 2. Provide other direction to staff. ADVANTAGES: This report provides the City Council and the public with the current and projected conditions of our water supply and demand. DISADVANTAGES: No disadvantages noted at this time. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the Ci ty’s website in accordance with Government Code Section 54954.2 Page 106 of 138 Item 8.f. City Council Monthly Water Supply and Demand Update August 23, 2022 Page 3 Attachments: 1. Lopez Monthly Operations Report for July, 2022 2. Lopez Reservoir Storage Projection 3. Monthly Water Use Comparison 4. Monthly Monitoring Report Page 107 of 138 San Luis Obispo County Flood Control and Water District Zone 3 - Lopez Project - Monthly Operations Report July, 2022 0.00 Note: Deliveries are in acre-feet. One acre foot = 325, 850 gallons or 43, 560 cubic feet. Safe yield is 8,730 acre-f eet. "Year to Date" is January to present for State water, April to present for Lopez deliveries, and July to present for rainfall. 663.10 April to Present 0.00 Arroyo Grande 1832 Lopez Dam Operations Lake Elevation (full at 522.37 feet)462.43 Storage (full at 49200 acre feet)12595 Rainfall 0 Downstream Release (4200 acre feet/year)187.2 Spillage (acre feet)0 This Month Year to Date 730.09 0.00 742.10 167.48 Entl.Surplus Water Declared Usage 2574 Total Available Water Lopez Water Deliveries 0.00Oceano CSD 242.4 102.50 0.00345 263.84Grover Beach 640 204.20 67.19844 73.11Pismo Beach 713.6 300.80 34.781014 31.01CSA 12 196 82.40 10.81278 823.911240125.00 53.83968.50 263.2875049.14 State Water Deliveries 1031.0636241432.00 280.265056 1193.952206187.14Total Contractor Difference (feet)-59.94 % Full 25.6% Comments: 1) Oceano supplied water to Canyon Crest via Arroyo Grande's Edna turn out. A total of 2.18 AF delivered to Canyon Crest was added to Oceano's water usage this month and 2.18 AF was subtracted from Arroyo Grande's usage this month. 2) Lopez Water Deliveries are now operated under the Low Reservoir Response Plan (LRRP). On July 21, 2022 AC endorsed a 20% entitlement reduction (retroactive to April 2022) in anticipation of reaching the 10,000 AF trigger of the LRRP. Entitlements shown represent a 20% reduction. 3)Surplus water shown is actually "Carry Over" water as designated in the LRRP. 4) On April 2022, the County presented the Stored State Water minus evaporation losses dating back to the January 1, 2015 water recharacterization. On December 31, 2021 the calculated Stored State Water minus evaporation losses was 659.82 AF. Evaporation losses will be presented annually. April to Present Lopez Entitlement+Surplus Water Usage 0 50 100 150 200 Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22Acre FeetAG GB OCSD PB CSA12 January to Present State Water Usage 0 50 100 150 Jan '22 Feb '22 Mar '22 Apr '22 May '22 Jun '22 Jul '22Acre FeetOCSD PB CSA12 SanMig San Miguelito 52.931204.50 This Month % Total January to Present Usage This Month % of Annual Request Usage % of Annual Request 167.48 Total Water Deliveries This Month 49.14 67.19 159.78 19.31 4.5 467.40 Annual Request 0.00 Usage 0.00 0.00 0.00 0.00 % 0.00 0.00 0.00 0.00 0.00 663.10 0.00 263.84 73.11 31.01 1031.060.00 1344.00 SWP Deliveries SWP Deliveries Change in Storage 239 51.86 809.87This Month Stored State Water 0.0% 9.1%25.8% 0.0%0.0% 10.5%31.3% 4.9%7.2% 5.5%11.1% 10.1%66.4% 8.9%56.1% 6.6%35.1% 7.7%20.4%8.5%54.1% 3.8%44.1% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 36.2% 0.0% 41.2% 10.2% 15.8% 28.5%0.0% Entitlement Surplus Usage %Usage % Entitlement Surplus Usage % 758.01Last Month Stored State Water Surplus Requested 742.10 102.50 204.20 300.80 82.40 1432.00 Monday, August 8, 2022 Page 1 of 1Report printed by:AdminData entered by:D. Bravo ATTACHMENT 1 Page 108 of 138 5.440.54 4.70 2.14 0.24 0.52 1.42 5.16 0.22 0.94 2.38 0.30 7.33 0.430.34 2.873.10 2.77 0.900.33 0.060.030.02 0.320.62 1.34 2.03 3.02 3.25 2.91 1.13 0.410.070.030.02 0.320.62 1.70 2.24 3.12 2.982.84 0.98 0.360.070.030.02 0.350.67 1.842.24 2.762.98 3.01 0.98 0.41 12/4/2022, 10000 0.00 2.00 4.00 6.00 8.00 10.00 12.00 14.00 0 5000 10000 15000 20000 25000 30000 35000 40000 1/1/20202/1/20203/1/20204/1/20205/1/20206/1/20207/1/20208/1/20209/1/202010/1/202011/1/202012/1/20201/1/20212/1/20213/1/20214/1/20215/1/20216/1/20217/1/20218/1/20219/1/202110/1/202111/1/202112/1/20211/1/20222/1/20223/1/20224/1/20225/1/20226/1/20227/1/20228/1/20229/1/202210/1/202211/1/202212/1/20221/1/20232/1/20233/1/20234/1/20235/1/20236/1/2023Storage (AF)Date LOPEZ RESERVOIR STORAGE PROJECTION Actual Precipitation Predicted Precipitation Actual Storage 20,000 AF Storage Projection Storage Projection (No Rain) 10,000 AF 1. Storage projection is based on predicted rainfall from longrangeweather.com, inflow based on predicted rainfall, 20-21 downstream release requests, and municipal usage. 2.Municipal Usage is based on Jan 2010-Dec 2020 average monthly deliveries. 3. Predicted inflow is based off of historical precipitation and storage data. Antecedant moisture conditions are factored into the model.The first rainstorms after months without rain will cause less inflow than rainstorms during the rainy season. If the average daily rainfall for the previous three months is below 1 inch the model will multiply the predicted inflow by 0.1, if the average is above 1 inch the inflow is multiplied by 1.25. ATTACHMENT 2 Page 109 of 138 NOTE: There was a 18% reduction in July 2022 compared to July 2021 ATTACHMENT 3 Page 110 of 138 ATTACHMENT 4 Below is the information you have submitted for the month of July 2022. We use your most recently submitted monthly report in our calculations Reporter Shane Taylor Report Type Short Urban Water Supplier(Number) Arroyo Grande City of (608) Public Water System ID(s) CA4010001 Reporting Month 0722 County/Counties San Luis Obispo Population 17963 Total Potable Water Production 195.6 AF Commercial Agricultural Water 0 AF Residential Use Percentage 80 % Estimated R-GPCD 91.57 Qualification State Water Resources Control Board Office of Research, Planning & Performance Page 111 of 138 Item 8.g. MEMORANDUM TO: City Council FROM: Brian Pedrotti, Community Development Director BY: Patrick Holub, Associate Planner SUBJECT: Consideration of Temporary Use Permit 22-003; Authorizing Closure of City Streets and Use of City Property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23 - 24, 2022; Applicant – Jim Guthrie DATE: August 23, 2022 SUMMARY OF ACTION: Approval of the permit will authorize the use of City property and closure of City streets for the annual Arroyo Grande Valley Harvest Festival (Harvest Festival or Festival) on September 23 and 24, 2022. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Application fees for this event have been waived pursuant to Resolution 3760, which established policies to waive permit application fees for certain annual temporary events meeting the following criteria:  The applicant is a local non-profit organization;  The group/organization donates at least 50% of its budget to support programs/activities within the City of Arroyo Grande or the Five Cities Area;  Proceeds from the event or activity will be used for a specific City of Arroyo Grande or Five Cities area public project, program or cause;  The event or activity is organized and operated by non-paid volunteers; and  The event or activity is open to the public. The temporary use permit fee being waived is $302. Historically, fees and costs for this event have been waived because the City has served as co-sponsor of the event. The staff hours needed for the event are as follows: 1. 94 Police Department overtime hours; 2. 72 Public Works overtime hours; 3. 7 Community Development regular hours; and 4. 17 Recreation Department regular hours Page 112 of 138 Item 8.g. City Council Consideration of Temporary Use Permit 22-003; Authorizing Closure of City Streets and Use of City Property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022; Applicant – Jim Guthrie August 23, 2022 Page 2 The cost for this staff time is estimated to total approximately $8,000 and is included in the City’s operating budget for staff time. RECOMMENDATION: Adopt a Resolution approving Temporary Use Permit 22 -003, authorizing closure of City streets and use of City property for the 84th annual Arroyo Grande Valley Harvest Festival. BACKGROUND: The first Harvest Festival was organized by the Woman’s Club in 1937 as a two-day celebration held in an elementary school building. Food, craft booths and entertainment were included. The event was held in the classrooms and a children’s pet parade took place on the Saturday of the Festival. The Woman’s Club ran the Festival until 1946 when they asked for community supporters to take over the event. The event was cancelled in 2020 and 2021 due to the COVID-19 pandemic. The event has resumed normal operations and the event organizers are requesting similar accommodations for the event this year. ANALYSIS OF ISSUES: The 84th Annual Arroyo Grande Valley Harvest Festival is scheduled for Friday, September 23, 2022, from 4:00 pm until 8:00 pm, and Saturday, September 24, 2022, from 10:00 am until 4:00 pm. Setup will begin on Thursday, September 22, 2022, at 5:00 p.m. and cleanup will end early Sunday morning, September 25, 2022. Activities at the Festival will include entertainment, food, games and crafts booths, contests and a parade. Festival Areas The Festival organizers request the closure of the following streets or use of the following areas for the Festival:  Heritage Square Park;  Short Street from Nelson Street to the Swinging Bridge and from East Branch Street to Centennial Park;  Nelson Street from Mason Street to Bridge Street;  Bridge Street from the Lucia Mar Unified School District Parking lot to Branch Street;  Kiwanis Park;  Olohan Alley from Bridge Street to Mason Street; and  City Hall parking lot at 300 East Branch Street. The area devoted to the Festival remains unchanged from previous years. A map depicting the areas of the City utilized for the festival is included as Attachment 2. Page 113 of 138 Item 8.g. City Council Consideration of Temporary Use Permit 22-003; Authorizing Closure of City Streets and Use of City Property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022; Applicant – Jim Guthrie August 23, 2022 Page 3 Parade The parade route will run from the intersection of West Branch Street and Traffic Way, travel east through the Village core, turn south on South Mason Street, and end at Poole Street, with parade dispersal to occur on South Mason Street between Poole and Allen Streets. The parade staging areas will include:  West Branch Street from the Shell Station to Rodeo Drive;  Old Ranch Road from West Branch Street to the east end of the five -acre City owned dirt lot at the northeast corner of the intersection of Old Ranch Road and West Branch Street, including use of the lot; and  West Branch Street between Old Ranch Road and t he South County Regional Center. Road closures needed for the parade route, staging areas and detour routes include:  West Branch Street from Rodeo Drive to East Branch Street;  Wesley Street between Larchmont and West Branch Street;  East Branch Street from Traffic Way to Mason Street;  South Mason Street from East Branch Street to Poole Street;  Old Ranch Road from West Branch Street to the end of the City owned property;  North Mason from Le Point Street to East Branch Street;  Bridge Street from Branch Street to Traffic Way; and  Nelson Street from Mason to Traffic Way. These road closures are requested from 8:00 am until noon on Saturday, September 24, 2022, with no-parking enforcement beginning at 8:00 am, with the exception of the staging area, for which an 8:00 am closure with no-parking enforcement beginning at 7:00 am is requested. The detour route around the City via East Cherry Avenue, West Branch Street and Huasna Road remains unchanged from previous years. City crews will begin setting up road closures at 6:00 am on Saturday, September 24th, beginning with the lower volume roadways and intersections. Attachment 3 depicts the location of the road closures and detour routes associated with the parade. This map will be widely publicized in advanc e of the event. During the 2011 Harvest Festival parade, an additional detour route was established by opening the gate at the top of Miller Way, between Miller Way and Emerald Bay Drive. This detour was established for use by affected residents of the Miller Way, Miller Court, Le Point Street and W. Le Point Street area only, and residents in those areas were notified of the additional detour. No issues have been identified as a result of the gate opening and it has been included as part of this year’s event. Page 114 of 138 Item 8.g. City Council Consideration of Temporary Use Permit 22-003; Authorizing Closure of City Streets and Use of City Property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022; Applicant – Jim Guthrie August 23, 2022 Page 4 ALTERNATIVES: 1. Adopt a Resolution of the City Council of the City of Arroyo Grande approving Temporary Use Permit 22-003, authorizing closure of City streets and use of City property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022 2. Modify and adopt a Resolution of the City Council of the City of Arroyo Grande approving Temporary Use Permit 22-003, authorizing closure of City streets and use of City property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022 3. Do not adopt the attached Resolution 4. Provide other direction to staff ADVANTAGES: The Festival, now in its 84th year, is a tradition in the community. The Festival celebrates the community’s heritage, builds a sense of community, brings families and friends together, provides fundraising opportunities for local community organizations, and provides quality family-oriented entertainment. DISADVANTAGES: The closure of streets will have an impact on parking and traffic congestion and requires the expenditure of City resources to ensure safety. ENVIRONMENTAL REVIEW: In compliance with the California Environmental Quality Act (CEQA), it has been determined that this project is Categorically Exempt per Section 15304(e) of the CEQA Guidelines regarding minor temporary uses of land. PUBLIC NOTIFICATION AND COMMENTS: The event organizers are required to place an advertisement in the September 11, 2022 edition of The Tribune advising residents of street closures. The event organizers are required to mail or hand deliver the map depicting street closures and detours to every property located within the area where street closures will occur. The event organizers are also required to mail or hand deliver a notification of the opening of the gate between Emerald Bay Drive and Miller Way to every property accessed from Miller Way, Miller Court, the 200 and 100 blocks of Le Point Street, and W. Le Point Street. All of the information regarding circulation impacts will be posted prominently on the City’s website and social media pages. Additionally, staff will utilize the City’s message boards to inform members of the public of the road closures and detours. The Agenda was posted at City Hall and on the City’s website in accordance with Government Code 54954.2. Page 115 of 138 Item 8.g. City Council Consideration of Temporary Use Permit 22-003; Authorizing Closure of City Streets and Use of City Property for the 84th Annual Arroyo Grande Valley Harvest Festival, Friday and Saturday, September 23-24, 2022; Applicant – Jim Guthrie August 23, 2022 Page 5 Attachments: 1. Proposed Resolution 2. Festival Areas 3. Road Closure and Detour Map Page 116 of 138 ATTACHMENT 1 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING TEMPORARY USE PERMIT 22-003, AUTHORIZING CLOSURE OF CITY STREETS AND USE OF CITY PROPERTY FOR THE 84th ANNUAL ARROYO GRANDE VALLEY HARVEST FESTIVAL, FRIDAY AND SATURDAY, SEPTEMBER 23-24, 2022 WHEREAS, organizers of the annual Arroyo Grande Valley Harvest Festival have requested closure of City streets and use of City property; and WHEREAS, the Arroyo Grande Municipal Code (AGMC) provides for the issuance of temporary use permits for events such as the Arroyo Grande Harvest Festival and AGMC Section 10.16.050 authorizes the City Council to restrict parking on any street, and California Vehicle Code Section 21101(e) authorizes the closure of streets for parades and local special events; and WHEREAS, organizers of the annual Arroyo Grande Valley Harvest Festival will be responsible for the cleanup and removal of all garbage and debris generated by the event; and WHEREAS, the City Council finds, after due study and deliberation, that the following circumstances exist: Temporary Use Permit Findings: 1. The operation of the requested use at the location proposed and within the time period specified will not jeopardize, endanger, or otherwise constitute a menace to the public health, safety, or general welfare. The operation of the Harvest Festival will not jeopardize, endanger, or otherwise constitute a menace to the public health, safety or general welfare. The Festival is a family friendly event that will be held during daytime hours on Friday and Saturday September 23rd and 24th, 2022. Adherence to conditions of approval ensure that the Festival is operated in a safe and orderly manner. 2. The proposed site is adequate in size and shape to accommodate the temporary use without material detriment to the use and enjoyment of other properties located adjacent to and in the vicinity of the site. The proposed site is adequate in size and shape to accommodate the temporary use without detriment to the use and enjoyment of other properties located adjacent to and in the vicinity of the site due to road closures encompassing the entire Festival site. Page 117 of 138 RESOLUTION NO. PAGE 2 The proposed site is approximately ten (10) acres in size, which is large enough to prevent spill over from the event onto surrounding properties. 3. The Festival area is adequately served by streets or highways having sufficient width and improvements to accommodate the kind and quantity of traffic that the temporary use will or could reasonably be expected to generate. The proposed site is adequately served by East Branch Street, North and South Mason Street, and Traffic Way, which are of sufficient width and improvements to accommodate the kind and quantity of traffic that the temporary use will generate. 4. Adequate temporary parking to accommodate vehicular traffic to be generated by the use will be available either on-site or at alternate locations acceptable to the City Council. Adequate parking to accommodate traffic to be generated by the Harvest Festival will be provided by use of City parking lots in the vicinity. Permitted street parking in areas not affected by road closures and parking restrictions will suffice. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby approve Temporary Use Permit 22-003 authorizing the following actions and use of the following described City property for the Harvest Festival: Harvest Festival – Friday & Saturday, September 23rd & 24th, 2022 1. “No-parking/tow away” restrictions and use of the City parking area behind the former City Hall from the entrance of Mason Street and extending to the area of the Gazebo and Short Street for use between the hours of 5:00 p.m. on Thursday, September 22, 2022 until 8:00 a.m. Sunday, September 25, 2022. 2. The use of the Heritage Square Park for various displays, activities, and contests from 8:00 a.m. to 6:00 p.m. on Saturday, September 24, 2022. 3. “No-parking/tow away” restrictions and the use and closure of Short Street from Nelson to the Swinging Bridge from 8:00 a.m. to 6:00 p.m. on Saturday, September 24, 2022. 4. “No-parking/tow away” restrictions and the use and closure of Nelson Street from Mason Street to Bridge Street from 8:00 a.m. to 6:00 p.m. on Saturday, September 24, 2022. 5. “No-parking/tow away” restrictions and the use and closure of Mason Street from Le Point Street to Poole Street from 8:00 a.m. to 12:00 p.m. on Saturday, September 24, 2022. Page 118 of 138 RESOLUTION NO. PAGE 3 6. “No-parking/tow away” restrictions of Poole Street from Mason Street to Traffic Way from 8:00 a.m. to 12:00 p.m. on Saturday, September 24, 2022. 7. “No-parking/tow away” restrictions and the use and closure of Bridge Street from Traffic Way to Branch Street from 8:00 a.m. to 6:00 p.m. on Saturday, September 24, 2022. 8. “No-parking/tow away” restrictions and use and closure of Kiwanis Park, Olohan Alley from Bridge Street to Short Street, and the City Hall parking lot of 300 East Branch Street from 8:00 a.m. to 9:00 p.m. on Friday, September 24, 2021 and from 8:00 a.m.to 6:00 p.m. on Saturday, September 24, 2022. 9. The use of the City’s electrical service as needed for the lighting of booths, sound system, and contests. 10. That the City Council authorizes “no-parking/tow away” restrictions and closure of a portion of West Branch Street from U.S. Highway 101 to Stanley Avenue on Saturday, September 24, 2022 from 10:00 a.m. to 12:00 p.m. 11. That the Arroyo Grande Police Department will control traffic around the parade route, and police officers will be stationed to give instructions to motorists on detouring the parade route. 12. That three parking spaces on Mason Street at the corner of Nelson Street, adjacent to Nelson Green be reserved for vehicles associated with the petting zoo. 13. That the gate between Emerald Bay Drive and Miller Way will be opened at 8 a.m. until 12:00 p.m. on Saturday, September 24, 2022 for increased resident access. BE IT FURTHER RESOLVED, that the following streets shall be closed for the Harvest Festival Parade on Saturday, September 24, 2022, from 8:00 a.m. to noon, with “no- parking/tow away” restrictions starting at 7:00 am:  West and East Branch Street from Rodeo Drive to Mason Street;  Old Ranch Road from West Branch Street to the end of the City owned property;  Wesley Street between Larchmont and West Branch Street;  Traffic Way from Fair Oaks Avenue to Station Way;  North Mason Street from East Branch Street to Tally Ho Road ; and  South Mason Street from East Branch Street to Poole Street. In addition, E. Branch will be closed from Mason to Highway 227 (Bus Barn) from 8 a.m. to 12 noon; however, parking will be allowed. BE IT FURTHER RESOLVED, that the Harvest Festival Committee will adhere to certain requirements and conditions imposed by the City regarding cleanup and traffic control and all other applicable conditions of the Temporary Use Permit with the above findings Page 119 of 138 RESOLUTION NO. PAGE 4 and subject to the conditions as set forth in Exhibit "A", attached hereto and incorporated herein by this reference. On motion by Council Member seconded by Council Member and by the following roll call vote, to wit: AYES: NOES: ABSENT: The foregoing Resolution was passed and adopted this 23rd day of August, 2022. Page 120 of 138 RESOLUTION NO. PAGE 5 ______________________________________ CAREN RAY RUSSOM, MAYOR ATTEST: ______________________________________ JESSICA MATSON, CITY CLERK APPROVED AS TO CONTENT: ______________________________________ WHITNEY McDONALD, CITY MANAGER APPROVED AS TO FORM: ______________________________________ TIMOTHY J. CARMEL, CITY ATTORNEY Page 121 of 138 RESOLUTION NO. PAGE 6 EXHIBIT “A” CONDITIONS OF APPROVAL TEMPORARY USE PERMIT 22-003 84th ANNUAL HARVEST FESTIVAL FRIDAY AND SATURDAY, SEPTEMBER 23rd AND 24th, 2022 GENERAL CONDITIONS: 1. The Harvest Festival Committee shall ascertain and comply with all State, County and City requirements as are applicable to this project. 2. The event shall occur in substantial conformance with the application and plans on file in the Community Development Department. 3. The Harvest Festival Committee shall comply with all of the Conditions of Approval for Temporary Use Permit 22-003. 4. To the full extent permitted by law, the Harvest Festival Committee shall indemnify, defend and hold harmless the City, its agents, officers, and employees from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, this Temporary Use Permit except liability arising out of the proven sole negligence of the City. PUBLIC WORKS DEPARTMENT CONDITIONS: 5. The Harvest Festival Committee is to contact the Public Works Department no later than September 9, 2022 regarding the number and location of trash receptacles to be placed in the downtown area. 6. The Harvest Festival Committee is responsible for disposal of its garbage into large trash containers. The Harvest Festival Committee is responsible for providing adequate dumpsters to accommodate all garbage and recycling in addition to required trash containers. 7. The Harvest Festival Committee is responsible for providing trash can liners for all trash containers. 8. The Harvest Festival Committee is responsible for providing additional restroom supplies for the festival. The Harvest Festival Committee is also responsible for monitoring and maintenance of restroom facilities. Should the City provide these Page 122 of 138 RESOLUTION NO. PAGE 7 supplies, the Harvest Festival Committee will reimburse the City for the cost of these supplies and related staff time. 9. Supplemental restroom facilities shall be provided by the Harvest Festival Committee. 10. The Public Works Department will provide and place all delineators, signs and barricades for road closures, “no-parking/tow away” and detour routes. The Harvest Festival Committee shall pay for all water barricades. 11. The Harvest Festival Committee shall place an advertisement in the September 11, 2022 edition of The Tribune advising residents of street closures and “no- parking/tow away” restrictions. 12. At least two (2) weeks in advance of the event, the Harvest Festival Committee shall mail or hand deliver a notification of street closures to every property located within the area where street closures will occur. 13. At least two (2) weeks in advance of the event, the Harvest Festival Committee shall mail or hand deliver a notification of the opening of the Emerald Bay Drive gate to every property accessed from Miller Way, Miller Court, the 200 and 100 block of Le Point Street, and W. Le Point Street. 14. The Harvest Festival Committee shall provide a $1,000,000 commercial general liability insurance policy naming the City as additional insured subject to approval by the City Attorney. Proof of insurance shall be submitted to the Director of Legislative and Information Services ten (10) days before the event. BUILDING AND LIFE SAFETY DIVISION CONDITIONS: 15. A handicapped accessible toilet shall be included where other portable toilets are located. 16. All electrical must be inspected by the Building and Life Safety Division prior to the event opening. 17. All tape used for marking the booth locations shall be removed by the Harvest Festival Committee immediately following the event. 18. The project shall comply with the most recent edition of the Codes as adopted by the City of Arroyo Grande. Specifically, all temporary-wiring provisions of the California Electrical Code must be met. 19. A member of the Harvest Festival Committee shall be assigned to the Swinging Bridge to enforce the five (5) person limit for the duration of the event. Page 123 of 138 RESOLUTION NO. PAGE 8 FIVE CITIES FIRE AUTHORITY CONDITIONS: 20. Emergency access must be maintained to the satisfaction of the Fire Chief. 21. All food booths (cooking) must comply with the Five Cities Fire Authority guidelines, must have County Health Department approval, and must ensure total compliance of booth operators. The Five Cities Fire Authority will not allow non-compliant booths to operate. 22. The use of generators must be reviewed and approved by the Fire Chief. 23. A detailed chart or map will be provided to the Fire Chief for approval prior to the event, showing placement of all booths, to include actual dimensions of acce ss pathways for fire apparatus and emergency vehicles. 24. Per the approval of the Fire Chief, there will be medical service dedicated to the event. 25. All fire lanes must be posted and enforced in accordance with Police Department and Five Cities Fire Authority guidelines. Fire lanes and access must be approved by the Fire Chief. 26. The Harvest Festival Committee shall identify an individual to act as liaison with the Five Cities Fire Authority for the purpose of maintaining life and safety. 27. Prior to opening the event, the fire access road shall be posted. The Harvest Festival Committee shall provide continuous enforcement of the fire access road during the event. 28. The Harvest Festival Committee will coordinate and be responsible f or costs associated with San Luis Ambulance to provide standby personnel and equipment for Bike Medic and golf cart transport for the entire duration of the Festival. Page 124 of 138 ATTACHMENT 2Page 125 of 138 ATTACHMENT 3 Page 126 of 138 Item 11.a. MEMORANDUM TO: City Council FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Jill McPeek, Capital Improvement Project Manager SUBJECT: Consideration of Street Selection for the 2022 Pavement Management Program DATE: August 23, 2022 SUMMARY OF ACTION: Approval of the recommended treatments and streets will allow the City to prepare construction documents for the 2022 Pavement Management Program projects. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The FY 2022-23 Capital Improvement Program (CIP) budget includes $4,786,548 for the subject project, and it is anticipated that $1,478,117 of unencumbered FY 2021 -022 revenues will be available for carryover for a total budget of $6,264,665 ($68,900 of Urban State Highway Account (USHA) funds, $768,685 of General Fund, $307,200 of Senate Bill 1 (SB1) funds, and $5,119,880 of Local Sales Tax funds). It is estimated $5,109,700 will be used for construction and $510,915 for construction contingencies. The remaining $644,050 will be used for consultant engineering and testing services for the project, and additional pavement management program items that include the annual StreetSaver subscription and City-wide striping refresh. Staff time will be necessary to coordinate the design plans with the consultant. RECOMMENDATION: Review and approve the recommended treatments and streets for the 2022 Pavement Management Program, including the streets identified in Attachments 1 through 3, and direct staff to work with the City’s design consultant to value engineer proposed treatments and proposals for the streets identified in Attachment 4. BACKGROUND: In 2017, based on recommendations from staff and the City’s pavement consultant, the City Council approved a street repairs program focused on addressing potential structural issues and other critical point repairs, rather than a rotating slurry seal program, in order to prioritize spending of the City’s limited budget. This approach has also resulted in Page 127 of 138 Item 11.a. City Council Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022 Page 2 annual street repair programs that have provided corrections to arterials and collector streets, with little to no ability to address needs on residential streets. On April 10, 2018, the City Council reviewed treatment options for the 2018 Street Repairs project (James Way) and selected Alternative 1 - Digouts and Overlay, as the preferred alternative. For this alternative, it was estimated that 2-1/2 years of the City’s Pavement Management Program budget would be dedicated to James Way, with, digouts completed in Summer 2018 and curb ramps and overlain y scheduled to be completed in the subsequent years (e.g., 2019 and 2020). The digouts of James Way were completed in 2018, however, due to ongoing deterioration and the winter rains of 2019, two vital arterials, West Branch Street and Traffic Way, reached a critical point of deterioration in 2019 that would have moved into a full “reconstruction category” without immediate repairs to multiple segments. In response, on June 11, 2019, Council approved digout improvements on West Branch Street and Traffic Way and delayed the curb ramps and overlay on James Way based on the fact that the digouts previously completed were effective and could hold up another year or two without deteriorating while awaiting a full overlay treatment. In order to stretch the available budget and slow the deterioration of certain streets to help avoid near-term reconstruction for the 2021 Street Repairs project, staff and the City’s pavement engineer recommended to Council in April 2021 that the City continue to correct base failures (digouts) and alligator cracking on streets found to be in the most urgent condition up to the amount of the budget available. On July 27, 2021, Council reviewed alternatives for appropriating funds in excess of the 20% Fund Balance Goal Limit and elected to invest $1.75 million of excess reserves into the City’s infrastructure, specifically pavement maintenance. As a result, additional street segments that had been evaluated and identified in the April 27, 2021 staff report were added to the 2021 Street Repairs project utilizing the excess reserves. At that time, it was identified that any funds remaining after the 2021 Street Repairs project wo uld be carried over to the 2022 pavement management program. The City’s contractor has recently completed the 2021 Street Repairs project and it is estimated that approximately $1.478 million will be carried over to the 2022 pavement management program. In addition, $3.6 million of Sales Tax monies have been made available for the 2022 pavement management program through reallocation of funds previously allocated to the Brisco/Halcyon Interchange Project, savings from Sales Tax projects that were funded through American Recovery Plan Act (ARPA), and allocations of the Sales Tax fund balance. In total, the FY 2022-23 CIP budget includes $6,264,665 for the 2022 Street Repairs project ($68,900 of Urban State Highway Account (USHA) funds, $768,685 of General Fund, $307,200 of Senate Bill 1 (SB1) funds, and $5,119,880 of Local Sales Tax funds). Page 128 of 138 Item 11.a. City Council Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022 Page 3 ANALYSIS OF ISSUES: The proposed 2022 Pavement Management Program was developed in consultation with City’s pavement engineer and consists of a combination of three pavement maintenance strategies that may be employed because of the greater number and amount of streets that can be addressed with this year’s additional funding. These three strategies are: 1. Preventive Maintenance 2. Pavement Rehabilitation 3. Hot Spot Repairs on Key City Streets The purpose of this approach is to maximize the additional amount of funding infused into this year’s pavement management program budget while also addressing critical point needs within the City’s roadway network. If approved, the proposed 2022 Street Repair project will include some slurry seal treatments as well as repairs to a number of residential streets, as described in more detail below and in the attachments. The proposed strategy assumes that the increase will be limited due to the one-time nature of additional funds for the 2022 project. Consistent annual increases will allow staff to modify the annual pavement maintenance strategy on a longer-term basis. Strategy 1: Preventative Maintenance $1,683,000 Pavement maintenance treatments are designed to slow the pavement aging process. Mainly, the treatments are designed to protect the pavement from the adverse effects of water and to some extent vehicle traffic. Over the past several years, the City has elected to forego preventative maintenance treatments to focus on correcting structural deficiencies (digouts) on streets segments, mainly collectors and arterials, that had moved into a critical point of deterioration and would most likely move into a reconstruction category without immediate structural repairs. For this year’s program, it is recommended that some preventative maintenance be accomplished due to the additional funding available. Twelve areas within the City have been identified that would benefit from receivi ng a slurry seal preventative maintenance treatment at this time. A slurry seal helps to preserve and protect the underlaying pavement structure, provides a new wearing surface, protects it from sun damage, and most importantly seals the pavement, thus preventing the infiltration of water, which is the most frequent cause of pavement failure. These streets were selected using a best first approach that will keep the City’s good streets in good condition. The City has expended several millions of dollars t o improve streets throughout the City. Currently 26% of the City’s network is identified as in “Good” condition (PCI between 90-71). Preventative maintenance will preserve that condition. This year’s program, as proposed, will address approximately 12.4% p ercent of those good condition streets. Page 129 of 138 Item 11.a. City Council Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022 Page 4 A map of the twelve locations and street list are presented in Attachments 1 and 2. Strategy 2: Pavement Rehabilitation $1,580,000 Pavement rehabilitation consists of treatments used to restore the existing pavement or to add additional structural support to the pavement. For this year’s program, staff is recommending completing the James Way digout and overlay rehabilitation project. The project consists of overlaying the pavement on James Way from Equestrian Way to Tally Ho Road where digouts were previously performed. This street segment was selected to stay in alignment with the intent to come back in the future, when funds were available, and complete the James Way project that was partially completed in 2018. An asphalt overlay is a layer of new asphalt applied over the existing base layer of asphalt on a road. An overlay is a treatment that can significantly extend the useful life of the road when the base of the pavement is in good shape. The project will also include upgrading twenty-four non-compliant curb ramps within the project limits as an overly is considered an alteration of a street under the Americans with Disabilities Act (ADA) and triggers the City’s obligation to provide ADA compliant curb ramps where pedestrian walkways intersect the resurfaced street. Scenario 3: Hot Spot Repairs on Key City Streets $1,837,000 Digout Repairs $373,000 Digouts are small areas of deteriorated pavement which are removed and replaced with new asphalt concrete to correct base failures and to help slow the deterioration of a street and avoid near-term reconstruction. Staff’s recommendation is to continue with the a pproach of performing localized repairs or digouts on key streets throughout the City. This approach is a “stop-gap” measure to keep important streets safe and help reduce the need for the road crew’s immediate attention. The City has successfully used this approach over the past few years to address important, well used streets throughout the City. A list of streets proposed to include digout repairs is presented in Attachment 3. Value Engineer Selected Residential Streets $1,464,000 Staff recommends using the remaining funds in this year’s budget to address residential streets that are in poor condition. A proposed street list is presented in Attachment 4. These streets have a PCI between 27 and 49. Residential streets are typically low volume Page 130 of 138 Item 11.a. City Council Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022 Page 5 roads that were constructed with a thin layer of asphalt concrete ranging between 2 and 3 inches. Poor roads with low PCIs do not always require reconstruction. Sometimes these roads look bad but are still structurally adequate. The intent is to test these pavements, using non-destructive deflection testing to determine the structural adequacy of the pavement. If it is determined that the pavement is structurally adequate, then value engineering methods can be applied. Value Engineering is defined as the art of providing the most cost-effective pavement treatments without sacrificing quality or longevity. Value engineering approaches used in the past by other agencies include TMOs (thin maintenance overlays), cape seals with or without a leveling course, or fiberized slurry seals. The streets list in Attachment 4 were identified as moving into a condition requiring reconstruction, which is estimated at $4,115,000. For this year’s program, staff is recommending a value engineering process of these streets, preceded by deflection testing, in order to stretch the amount of funding available. The goal is to address as many streets as possible on the list. It should be noted that some treatments will trigger curb ramp upgrades. Seventeen potential curb ramps have been iden tified that may need to be upgraded depending on the selected treatment. The current estimated construction cost of a curb ramp is approximately $10,000. Staff is recommending to work closely with the design engineer to evaluate value engineering options with the intent of treating most, if not all, of the streets presented in Attachment 4. Should the Council agree with the three pavement maintenance strategies presented above, it is recommended Council direct staff to work with the design engineer to eval uate the selected street segments identified in Attachment 4, verify that the proposed treatments are appropriate for each street segment, and identify the associated treatment costs. Staff will then return to Council to present the findings and recommenda tions and to request approval with the plans and specifications for the 2022 Street Repairs project. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: 1. Approve staff’s recommendation; 2. Do not approve staff’s recommendation; 3. Direct staff to investigate other potential treatments and streets and return to Council; or 4. Provide other direction to staff. ADVANTAGES: The available pavement management program budget will be maximized by employing three different pavement management strategies. Slurry seals will help to preserve and protect the underlaying pavement structure from sun and water. Overlays will significantly extend the useful life of the road when the pavement base is in good shape. Digouts will Page 131 of 138 Item 11.a. City Council Consideration of Street Selection for the 2022 Pavement Management Program August 23, 2022 Page 6 provide permanent repairs where the pavement is failing helping to extend the pavement life. Value engineering will determine the most cost-effective pavement treatments. DISADVANTAGES: Implementation of the proposed pavement maintenance strategies reduces available funding for other potential street maintenance projects. ENVIRONMENTAL REVIEW: The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline Section 15301(c) covering the repair and maintenance of existing streets, sidewalks, gutters and similar facilities. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. Attachments: 1. Proposed Pavement Maintenance Locations Map 2. Proposed Pavement Maintenance Streets List 3. Proposed Digout Repairs on Key City Streets List 4. Proposed Residential Streets List for Value Engineering 5. Staff Report from the April 10, 2018 City Council meeting 6. Staff Report from the June 11, 2019 City Council meeting 7. Staff Report and Attachments from the April 27, 2021 City Council meeting 8. Staff Report and Attachments from the July 27, 2021 City Council meeting Page 132 of 138 ATTACHMENT 1 Page 133 of 138 City of Arroyo Grande Potential Slurry Seal Streets Road Name BegLocation EndLocation Est. Section Cost Courtland Street (S)Ash Street Raspberry Avenue $28,315 Courtland Street (S)Strawberry Avenue COP at CIW $23,547 Courtland Street (S)COP at CIW E. Grand Avenue $10,618 Courtland Street (S)Raspberry Avenue Strawberry Avenue $248,625 Strawberry Avenue Boysenberry Street Courtland Street $10,054 Strawberry Avenue Courtland Street Cul De Sac $6,116 Blackberry Avenue Boysenberry Street Cranberry Street $17,595 Huckleberry Avenue Cranberry Street Courtland Street $8,211 Cedar Street Aspen Street Spruce Street $37,086 Loganberry Avenue Cranberry Street Courtland Street $7,876 Blueberry Avenue Boysenberry Street Courtland Street $8,093 Raspberry Avenue Boysenberry Street Cranberry Street $17,595 Cranberry Avenue Raspberry Avenue Blackberry Avenue $11,981 Boysenberry Street Raspberry Avenue Courtland Street $15,584 Seabright Avenue Oak Park Boulevard Cranberry Street $4,105 $455,401 El Camino Real City Limit Oak Park Boulevard $2,412 El Camino Real Oak Park Boulevard Hillcrest Drive $39,087 El Camino Real Hillcrest Drive W/C 850' E/O Hillcrest Drive $21,609 El Camino Real W/C 850' E/O Hillcrest Drive Brisco Road $31,524 El Camino Real Brisco Road Halcyon Road (North)$82,444 El Camino Real Halycyon Road (North)Bennett Road $50,133 El Camino Real Bennet Road E. Grand Avenue $19,283 $246,492 Los Ciervos Vista Drive Cul De Sac $13,548 Los Ciervos Court Vista Drive Cul De Sac $5,080 Puesta del Sol Los Ciervos Vista Drive $21,352 Vista Drive PCC at Median La Canada $134,314 Asilo Street La Canada Vista Drive $19,143 Asilo Street La Canada Street (North End)La Canada Street (South End)$75,114 Paraiso Court Asilo Steet Cul De Sac $2,798 La Canada Asilo Street Vista Drive $13,151 Rosemary Court La Canada Cul De Sac $19,917 $304,417 Rosemary Lane West End Cul De Sac $17,965 Sombrillo Salida de Sol Rosemary Court $13,842 Salida de Sol James Way Cul De Sac $10,013 $41,820 Hidden Oak Road James Way End of Road $16,533 Quail Ridge Court Hidden Oak Road Cul De Sac $5,613 $22,146 Village Glen Drive James Way Hidden Oak Road $84,179 $84,179 Ridgeview Way Tally Ho Road White Court $10,806 White Court Ridgeview Way Cul De Sac $5,118 $15,924 SUBTOTAL SUBTOTAL SUBTOTAL GROUP 1 GROUP 2 GROUP 3 GROUP 4 GROUP 5 GROUP 6 GROUP 7 SUBTOTAL SUBTOTAL SUBTOTAL SUBTOTAL Page 1 of 2 ATTACHMENT 2 Page 134 of 138 City of Arroyo Grande Potential Slurry Seal Streets Road Name BegLocation EndLocation Est. Section Cost Pearwood Avenue Huasna Road Oak Hill Road (EOS)$20,778 $20,778 Flora Road Coach Road End of Street $12,542 Coach Road Branch Mill Road Flora Road - CIW N/O Flora $13,582 Tanner Lane Flora Road Branch Mill Road $11,360 Greenwood Drive Flora Road End of Street $11,943 $49,427 James Way Oak Park Boulevard Equestrian Way $175,383 $175,383 E. Grand Avenue (EB)El Camino Real PCC @ 101 Overcrossing $13,347 E. Grand Avenue (WB)El Camino Real PCC @ 101 Overcrossing $13,347 E. Grand Avenue (EB)AC @ Hwy 101 Overpass W. Branch $35,333 E. Grand Avenue (WB)PCC @ Hwy 101 Overpass W. Branch $35,333 Branch Street (W)E. Grand Avenue Traffic Way $8,739 Branch Street (W)Traffic Way Bridge Street $64,542 Branch Street (E)Bridge Street (Bricks)Mason Street (Bricks)$86,567 $257,208 Orchard Avenue Fair Oaks Avenue West Cherry Avenue $38,774 Orchard Avenue West Cherry Avenue COP S. of Pilgram Way $77,704 Orchard Avenue COP S. of Pilgram Way Castillo de Mar $47,191 Cherry Avenue (W)Arroyo Avenue End of Street (AGHS)$17,387 Castillo del Mar End of Street Orchard Avenue $52,418 Via Avante Castillo del Mar Cul De Sac $4,265 Via Firenze (North)Castillo del Mar Cul De Sac $5,758 Via Firenze (South)Castillo de Mar Cul De Sac $5,758 Via Belmonte Court (North)Castillo del Mar Cul De Sac $4,672 Via Belmonte Court (South)Castillo del Mar Cul De Sac $9,099 $263,026 $1,682,274 SUBTOTAL SUBTOTAL SUBTOTAL TOTAL SUBTOTAL SUBTOTAL GROUP 12 GROUP 11 GROUP 10 GROUP 9 GROUP 8 Page 2 of 2Page 135 of 138 City of Arroyo Grande Potential Digout Repairs on Key Streets List of Selected Streets Estimated Const. Costs Nevada Street - E. Branch Street to Le Point Street 15,000$ Mason Street - E. Branch Street to Le Point Street 40,000$ Traffic Way - Address Tree Roots between Fair Oaks Avenue and Bridge Street 10,000$ Huasna Road - Callie Court to City Limit (After Strother Park)300,000$ California Street at Intersection of Fair Oaks Avenue 8,000$ 373,000$ Page 1 of 1 ATTACHMENT 3 Page 136 of 138 City of Arroyo Grande Proposed Residential Streets for Value Engineering Value Engineer Reminaing Funds on the Following Street Segements Actual Estimated Costs Available Budget Stevenson Drive - James Way to Hodges Road 99,000$ Hodges Road - Equestrian Way to Cul De Sac 254,000$ Equestrian Way - James Way to Noyes Road (11 Ramps)1,230,000$ Acron Drive - Equestrian to Equestrian 523,000$ Oak Leaf Circle - Equestrian Way to Cul De Sac 105,000$ Scenic Circle - Equestrian Way to Cul De Sac 143,000$ Mustang Circle - Equestrian Way to Cul De Sac 124,000$ Vista Circle - Equestrian Way to Cul De Sac 144,000$ Vista Drive - Equestrian Way to PCC S/O Los Ciervos Court 933,000$ Arabian Circle - Vista Drive to Cul De Sac (2 Ramps)241,000$ Deer Trail Circle - Equestrian Way to Cul De Sac 189,000$ Via Vaquero - Rancho Parkway to Via Bandolero (4 Ramps)130,000$ Estimated Cost if the Right Treatment was Used:4,115,000$ Use remaining project funds and value engineer these streets 1,464,000$ Page 1 of 1 ATTACHMENT 4 Page 137 of 138 ATTACHMENTS 5 - 8 Attachment 5 – April 10, 2018 Staff Report Attachment 5 is available as a link: https://ca-arroyogrande.civicplus.com/AgendaCenter/ViewFile/Item/6944?fileID=12909 Attachment 6 – June 11, 2019 Staff Report Attachment 6 is available as a link: https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/8570?fileID=15248 Attachment 7 – April 27, 2021 Staff Report and Attachments Attachment 7 is available as links: https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/10957?fileID=17104 https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/10957?fileID=17209 Attachment 8 – July 27, 2021 Staff Report and Attachments Attachment 8 is available as links: https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17362 https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17388 https://www.arroyogrande.org/AgendaCenter/ViewFile/Item/11251?fileID=17387 Page 138 of 138