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
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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
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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.
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(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
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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
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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.
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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
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EXHIBIT A
CONSULTANT'S PROPOSAL
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Total Compensation Study
RFP Response
Project #: TC07082022
Prepared for:
The City of Arroyo Grande
July 8, 2022
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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
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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.
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NARRATIVE
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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.
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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
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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.
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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
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BUDGET & SCOPE OF WORK
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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:
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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,
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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
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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.
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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
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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.
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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.
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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.
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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.
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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
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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.
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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
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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
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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
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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.
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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.
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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
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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.
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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
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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
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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
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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
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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
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EXHIBIT A
SCOPE OF WORK
Page 94 of 138
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EXHIBIT B
PAYMENT SCHEDULE
Page 95 of 138
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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
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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.
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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
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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).
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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.
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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
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