HomeMy WebLinkAbout2020 03 04 staff reportNOTICE AND CALL
OF A
SPECIAL MEETING
OF THE
CITY COUNCIL
TO THE MEMBERS OF THE AFOREMENTIONED AGENCIES AND THE CITY CLERK OF
THE CITY OF BALDWIN PARK
NOTICE IS HEREBY GIVEN that a Special Meeting is hereby called to be held on
WEDNESDAY, March 4, 2020 at 5:30 PM. at City Hall — 3rd Floor Conference Room 307,
14403 East Pacific Avenue, Baldwin Park, CA 91706.
Said Special Meeting shall be for the purpose of conducting business in accordance with
the attached Agenda.
NO OTHER BUSINESS WILL BE DISCUSSED
Dated: February 27, 2020. Alp��
Manuel Lozano
Mayor
AFFIDAVIT OF POSTING
I, Lourdes Morales, Chief Deputy City Clerk of the City of Baldwin Park hereby certify under
penalty of perjury under the laws of the State of California that the foregoing agenda was
posted on the City Hall bulletin board not less than 24 hours prior to the meeting of March 4,
2020.
Lourdes Morales,
Chief Deputy City Clerk
AGENDA
BALDWIN PARK
CITY COUNCIL
SPECIAL MEETING
Please note
time and
meeting
MARCH 4, 2020 location
5:30 PM
CITY HALL - 3' Floor, Conference Room 307
14403 EAST PACIFIC AVENUE
BALDWIN PARK, CA 91706
(626) 960-4011
HUB OF
....
SAN�,CaAE KIEL "o
'V . E"
Manuell_ozano - Mayor
Paul C. Hernandez - Mayor Pro Tem
Alejandra Avila - Council Member
Monica Garcia - Council Member
Ricardo Pacheco - Council Member
PLEASE TURN OFF CELL PHONES AND PAGERS WH/LE MEET/NG /S /N PROCESS
POR FA VOR DE APA GAR SUS TELEFONOS CEL ULARES Y BEEPERS DURANTE LA JUNTA
PUBLIC COMMENTS COMENTARIOS DEL PUBLICO
The public is encouraged to address the City Se invita al publico a dirigirse al Concilio o cualquiera
Council or any of its Agencies listed on this otra de sus Agencias nombradas en esta agenda,
agenda, but only on any matter posted on this para hablar solamente sobre asunto publicado en esta
agenda. If you wish to address the City Council agenda. Si usted desea la oportunidad de dirigirse al
or any of its Agencies, you may do so during the Concilio o alguna de sus Agencias, pods hacerlo
PUBLIC COMMUNICATIONS period noted on durante el periodo de Comentarios del Publico
the agenda. Each person is allowed three (3) (Public Communications) anunciado en la agenda. A
minutes speaking time. A Spanish-speaking cada persona se le permite hablar por tres (3)
interpreter is available for your convenience. minutos. Hay un interprete para su conveniencia.
CITY COUNCIL
SPECIAL MEETING — 5:30 P.M.
CALL TO ORDER
ROLL CALL: Council Members: Alejandra Avila, Monica Garcia, Ricardo
Pacheco, Mayor Pro Tem Paul C. Hernandez and Mayor Manuel
Lozano
PUBLIC COMMUNICATIONS
Three (3) minute speaking time limit
Tres (3) minutos sera el limite para hablar
THIS IS THE TIME SET ASIDE TO ADDRESS THE CITY COUNCIL
PLEASE NOTIFY THE CITY CLERK IF YOU REQUIRE THE SERVICES OF AN INTERPRETER
No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special
circumstances exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions
asked by persons; or 2) Direct staff to investigate and/or schedule matters for consideration at a future meeting.
(Government Code §54954.21
ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO
FAVOR DE NOTIFICAR A LA SECRETARIA SI REQUIERE LOS SERVICIOS DEL INTERPRETS
No se podra tomar accion en algon asunto a menos que sea incluido en la agenda, o a menos que exista algona
emergencia o circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a
declaraciones o preguntas hechas por personas; o 2) Dirigir personal a investigar y/o fijar asuntos para tomar en
consideracion en juntas proximas. (Codigo de Gobierno §54954.2)
OPEN SESSION/STUDY SESSION
NONE
RECESS TO CLOSED SESSION
1. Conference with Labor Negotiators
Pursuant to Government Code Section 54957.6:
Agency Designated Representative: Rebecca T. Green, Richards Watson Gershon,
Shannon Yauchzee, Chief Executive Officer, and
Laura Thomas, Human Resources/Risk Manager
Employee Organizations: Baldwin Park City Employees Association (CEA)
Baldwin Park Classified Confidential Employees Association
(CCEA)
Baldwin Park Classified Management Employees Association
(CMEA)
Baldwin Park Police Management Employees Association
(PMEA)
Baldwin Park Police Association (POA)
Service Employee International Union (SEIU)
2. Conference With Legal Counsel—Existing Litigation
Pursuant to paragraph (1) of subdivision (d) of Government Code Section 54956.9:
Case Name: Velasco v. City of Baldwin Park, et al.
Case No. 2:19-cv-07956-GW (AGRx)
Case Name: Baldwin Park Free Speech Coalition v. City of Baldwin Park
Case No. 2:19-cv-09884-E
Case Name: Rodriguez v. City of Baldwin Park
Case No. BC 665690
3. Real Property Negotiations Pursuant to Government Code §54956.8:
A. Property: 4150 Puente Avenue (CAN 17-06)
Negotiating Parties: City of Baldwin Park and Shaun Bershatski, RUKLI, Inc.
B. Property: 13111 Spring Street & 428 Cloverleaf Drive (CAN 17-07)
Negotiating Parties: City of Baldwin Park and Ming Hong Huang, 428 Cloverleaf,
LLC.
C. Property: 5117 Calmview Avenue (CAN 17-08)
Negotiating Parties: City of Baldwin Park and Victor Chevez and Helen Chau,
Casa Verde Group
D. Property: 13467 Dalewood Street (CAN 17-09)
Negotiating Parties: City of Baldwin Park and Darrin Oganesian and Ryan
Oganesian, RD Baldwin Park
E. Property: 14837 & 14841 Ramona Boulevard (CAN 17-10)
Negotiating Parties: City of Baldwin Park and Phil Reyes, and Alexis Reyes,
Organic Management Solutions, LLC.
F. Property: 5148 Bleecker Street (CAN 17-12)
Negotiating Parties: City of Baldwin Park and Sergio Torres, Enrique Vega and
Moses Acosta, Medical Grade Farms BP
G. Property: 15023 Ramona Boulevard (CAN 17-13)
Negotiating Parties: City of Baldwin Park and Shaun Szameit, Joshua Pierce and
Kevin Huebner, Kultiv8 Group, LLC.
H. Property: 4621 Littlejohn Street (CAN 17-15)
Negotiating Parties: City of Baldwin Park and Teresa Tsai, GSC Capital Group
I. Property: 5157 Azusa Canyon Road (CAN 17-17)
Negotiating Parties: City of Baldwin Park and Mike Sandoval and Ed Barraza,
Elite Green Cultivators
J. Property: 5175 Commerce Drive (CAN 17-18)
Negotiating Parties: City of Baldwin Park and Linda Thong, Pacific Cultivation,
LLC.
K. Property: 13450 Brooks Drive, Unit A & C (CAN 17-27)
Negotiating Parties: City of Baldwin Park and Jonathan Yuan Kai Lee, Jefferson
Liou, and Jerrell Austin Shepp, Cloud Control, Inc.
L. Property: 4802 Littlejohn Street (CAN 17-28)
Negotiating Parties: City of Baldwin Park and Marco Perez and Ren Yoneyama,
VRD, Inc.
M. Property: 13460 Brooks Drive (CAN 17-31)
Negotiating Parties: City of Baldwin Park and Sigrid Lopez and Artem
Karapetyan, Green Health Industries, LLC.
N. Property: 1529 Virginia Avenue (CAN 18-01)
Negotiating Parties: City of Baldwin Park and Erik Intermill, Esource LLC
O. Property: 5018 Lante Street
Negotiating Parties: City of Baldwin Park and Distinct Indulgence
(Corporate Name Change Memo)
P. Property: 14551 Joanbridge Street (CAN 17-02)
Negotiating Parties: City of Baldwin Park and Baldwin Park Tale Corp.
Q. Property: 13940 Ramona Blvd. (Vallarta Supermarket)
Negotiating Parties: City of Baldwin Park and John Gebhardt/Bryan Norcutt
4. Conference With Legal Counsel—Anticipated Litigation
Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government
Code Section 54956.9:
Potential Case(s): Two (2)
RECONVENE IN OPEN SESSION
REPORT FROM CLOSED SESSION
ADJOURNMENT
CERTIFICATION
I, Lourdes Morales, Chief Deputy City Clerk of the City of Baldwin Park hereby that, certify
under penalty of perjury under the laws of the State of California that the foregoing agenda was
posted on the City Hall bulletin board not less than 24 hours prior to the meeting of March 4,
2020.
Lourdes Morales
Chief Deputy City Clerk
PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public
viewing and inspection at City Hall, 2nd Floor Lobby Area or at the Los Angeles County Public Library in the City of Baldwin Park. For
further information regarding agenda items, please contact the office of the City Clerk at (626) 960-4011 ext. 466 or e-mail
ImoralesRbaldwinpark. com.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the
Public Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make
reasonable arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE 11)
BALDWIN PARK CITY COUNCIL
REGULAR MEETING
MARCH 4,20211
00 PIM
COUNCIL CHAMBER
14403 E. Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011
VA Ll
ol,.
o
Manuel Lozano - Mayor
Paul C. Hernandez - Mayor Pro Tem
Alejandra Avila - Council Member
Monica Garcia - Council Member
Ricardo Pacheco - Council Member
PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IS IN PROCESS
POR FAVOR DE APAGAR SUS TELEFONOS CELULARES Y BEEPERS DURANTE LA JUNTA
PUBLIC COMMENTS
The public is encouraged to address the City
Council or any of its Agencies listed on this
agenda on any matter posted on the agenda or
on any other matter within its jurisdiction. If you
wish to address the City Council or any of its
Agencies, you may do so during the PUBLIC
COMMUNICATIONS period noted on the
agenda. Each person is allowed three (3)
minutes speaking time. A Spanish speaking
interpreter is available for your convenience.
COMENTARIOS DEL PUBLICO
Se invita al publico a dirigirse al Concilio o cualquiera
otra de sus Agencias nombradas en esta agenda, para
hablar sobre cualquier asunto publicado en la agenda o
cualquier tema que este bajo su jurisdiccion. Si usted
desea la oportunidad de dirigirse al Concilio o alguna de
sus Agencias, podra hacerlo durante el periodo de
Comentarios del Publico (Public Communications)
anunciado en la agenda. A cada persona se le permite
hablar por tres (3) minutos. Hay un interprete para su
conveniencia.
o a
Council
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a`
}sr is >a: a.tributed to ar7e Cit ° CC'L., cif less f hae, 72 hours, p, i,r to that r",eetirl,,:i w#1 be a ai a.,ble for pwbfic i .",..`;rte"€. d°..,.?.f
Ci(y Cterk's office at '14403 E. Pacific Avh nE{ae', 3rdFloor duk s; g.o�°a`?.C€l v'ess�lie ss hE at,tas (du afai+?.2a.
- r` ,�a,, sd y, ':30 a,,, -n,, - 6:00 p,nnj
CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL
CITY COUNCIL
REGULAR MEETING — 7:00 PM
Council Members: Alejandra Avila, Monica Garcia, Ricardo
Pacheco, Mayor Pro Tern Paul C. Hernandez and Mayor Manuel
Lozano
REPORT FROM CLOSED SESSION
PROCLAMATIONS, COMMENDATIONS & PRESENTATIONS
Oath of Office for New Planning Commissioner Marlen Garcia.
Baldwin Park 2020 Job Fair Presentation by Benjamin Martinez, Community
Development Director.
PUBLIC COMMUNICATIONS
Three (3) minute speaking time limit
Tres (3) minutos sera el limite para hablar
THIS IS THE TIME SET ASIDE TO ADDRESS THE CITY COUNCIL
PLEASE NOTIFY THE CITY CLERK IF YOU REQUIRE THE SERVICES OF AN INTERPRETER
No action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances
exist. The legislative body or its staff may: 1) Briefly respond to statements made or questions asked by persons; or 2) Direct
staff to investigate and/or schedule matters for consideration at a future meeting. [Government Code §54954.2)
ESTE ES EL PERIODO DESIGNADO PARA DIRIGIRSE AL CONCILIO
FAVOR DE NOTIFICAR A LA SECRETARIA S1 REQUIERE LOS SERVICIOS DEL INTERPRETS
No se podra tome acci6n en algOn asunto a menos que sea incluido en la agenda, o a menos que exista algOna emergencia o
circunstancia especial. El cuerpo legislativo y su personal podran: 1) Responder brevemente a declaraci6nes o preguntas
hechas por personas; o 2) Dirigir personal a investigar y10 fijar asuntos para tomar en consideraci6n en juntas proximal.
[Codigo de Gobiemo §54954.21
City Council Agenda Page 2
CONSENT CALENDAR
All items listed are considered to be routine business by the City Council and will be approved with one motion. There will be
no separate discussion of these items unless a City Councilmember so requests, in which case, the item will be removed from
the general order of business and considered in its normal sequence on the agenda.
1. City of Baldwin Park's Warrants and Demands
Staff recommends that the City Council ratify the attached Warrants and Demands
Register.
2. Claim Rejection
Staff recommends that Council reject the following claims and direct staff to send the
appropriate notice of rejection to claimant(s):
Anderson, Torri Claimant alleges bodily injury
3. Authorization to Proceed with Advertisement of a Request for Proposals for
Janitorial Services for all City Facilities
Staff recommends that the City Council authorize staff to advertise the RFP for the
janitorial services for all City facilities.
4. Approval of Resolution for California Declared Disaster DR #4305; CAL OES ID#
037-03666; 2017 Winter Storm Damage Reimbursement
Staff recommends that the City Council:
1. Approve the attached Agent Resolution DR #4305; and
2. Authorize the Chief Executive Officer/CEO, Chief of Police or the Director of
Finance to complete and sign all appropriate documentation necessary to close out
this reimbursement claim.
5. Approval of a Memorandum of Agreement Between the City of Baldwin Park and
San Gabriel Valley Council of Governments (SGVCOG) for Participation in the San
Gabriel Valley Bike Share Regional Program
Staff recommends that the City Council:
1. Approve the Memorandum of Agreement (MOA) between the City of Baldwin Park
and the San Gabriel Valley Council of Governments (SGVCOG) for participation in
the San Gabriel Valley Bike Share Regional Program; and
2. Authorize the Mayor and City Clerk to execute the MOA with the San Gabriel
Valley Council of Governments.
City Council Agenda
Page 3
6. Adopt Resolution No. 2020-007 "A Resolution of the City Council of the City of
Baldwin Park Authorizing the Director of Public Works to Execute Program
Supplement No. T60 to Administering Agency -State Agreement for State Funded
Projects No. 00378S for the Maine Avenue/Pacific Avenue Corridor Complete
Streets Improvements, Phase 11 Project."
It is recommended that the City Council adopt Resolution No. 2020-007, entitled, "A
Resolution of the City Council of the City of Baldwin Park Authorizing the Director of
Public Works to Execute Program Supplement No. T60 to Administering Agency -State
Agreement for State Funded Projects No. 00378S for the Maine Avenue/Pacific Avenue
Corridor Complete Streets Improvements, Phase 11 Project."
PUBLIC HEARING
NONE
REPORTS OF OFFICERS
NONE
CITY COUNCIL / CITY CLERK / CITY TREASURER / STAFF REQUESTS &
COMMUNICATIONS
None Listed
ADJOURNMENT
CERTIFICATION
I, Lourdes Morales, Chief Deputy City Clerk of the City of Baldwin Park hereby certify that,
under penalty of perjury under the laws of the State of California that the foregoing agenda
was posted on the City Hall bulletin board not less than 72 hours prior to the meeting. Dated
this 4th day of March, 2020.
4 a, 41 f4
Lourdes Morales,
Chief Deputy City Clerk
PLEASE NOTE: Copies of staff reports and supporting documentation pertaining to each item on this agenda are available for public viewing
and inspection at City Hall, 2nd Floor Lobby Area. For further information regarding agenda items, please contact the office of the City Clerk at
(626) 960-4011 ext. 466 or via e-mail at Imorales@baldwinpark.com.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Public
Works Department or Risk Management at (626) 960-4011. Notification 48 hours prior to the meeting will enable staff to make reasonable
arrangements to ensure accessibility to this meeting. (28 CFR 34.102.104 ADA TITLE II)
City Council Agenda
Page 4
ITEM NO.
TO: Honorable Mayor and Members of the City Council
FROM: Rose Tam, Director of Finance /
DATE: March 4, 2020 �✓�/
SUBJECT: City of Baldwin Park's Warrants and Demands
SUMMARY
Attached is the Warrants and Demands Register for the City of Baldwin Park to be ratified by the City
Council.
RECOMMENDATION
Staff recommends that the City Council ratify the attached Warrants and Demands Register.
FISCAL IMPACT
The payroll for the last period was $514,885.70 and the attached General Warrants Register was
$1,077,944.28 for a total amount of $1,592,829.98.
BACKGROUND
The attached Claims and Demands report format meets the required information as set out in the
California Government Code. Staff has reviewed the requests for expenditures for the appropriate
budgetary approval and for the authorization from the department head or its designee. Pursuant to
Section 37208 of the California Government Code, the Chief Executive Officer or his/her designee does
hereby certify to the accuracy of the demands hereinafter referred. Payments released since the
previous City Council meeting and the following is a summary of the payment released:
1. The last payroll of the City of Baldwin Park consists of check numbers 200758 to 200781.
Additionally, Automated Clearing House (ACH) Payroll deposits were made on behalf of City
Employees from control number 19489 to 19775 for the period of January 26, 2020 through
February 08, 2020, inclusive; these are presented and hereby ratified in the amount of
$514,885.70.
2. General Warrants, with the bank drafts in the amount of $159,358.67 and the checks from
227817 to 228017 in the amount of $918,585.61 for the period of February 07, 2020 to February
20, 2020, inclusive; in the total amount of $1,077,944.28 constituting of claims and demands
against the City of Baldwin Park, are herewith presented to the City Council as required by law,
and the same hereby ratified.
LEGAL REVIEW
Not Applicable
ATTACHMENT
1. Check Register
Attachment 1
Check Register
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ITEM NO. 2
TO: Honorable Mayor and Members of the City Council
OF..,
",
. �
,.�'�7r I FROM: Shannon Yauchzee, Chief Executive Officer
EL I Laura J. Thomas, Human Resources &Risk Manage
E wQh
,�g DATE: March 4, 2020
SUBJECT: Claim Rejection
SUMMARY
This report seeks City Council consideration and direction to reject the Claims for Damages to person
or property received for filing against the City of Baldwin Park.
RECOMMENDATION
Staff recommends that the City Council reject the following claims and direct staff to send the
appropriate notice of rejection to claimant(s):
Anderson, Torri Claimant alleges bodily injury
This government claim, and all government claims, should be considered as potential lawsuits in the
future. Thus, it is requested that all City Staff, the Mayor and all Councilmembers refrain from making
any statements, whether public or private in nature. It is important that no statements be made so as
to not prejudice this claim in any way which can happen if public or private comments are made about
this claim by City staff or Councilmembers.
FISCAL IMPACT
Fiscal impact is unknown at this time.
BACKGROUND
In order for the statute of limitations to begin on the claims received, it is necessary for the City
Council to reject the claims by order of motion and that the claimants are sent written notification of
said action.
ALTERNATIVES
There are no other alternatives for the Council to consider since rejection of the claims is necessary
for the Statute of Limitations to begin on the claims received.
LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.
STAFF REF
ITEM NO. J
TO: Honorable Mayor and Members of the City Councils
FROM: Manuel Carrillo Jr., Director of Recreation & Community Servic s
DATE: March 4, 2020 ey
SUBJECT: Authorization to Proceed with Advertisement of a Request for
Proposals for Janitorial Services for all City Facilities
SUMMARY
This report requests City Council consideration to receive authorization to advertise for the request for
proposal (RFP) for janitorial services for all City facilities.
RECOMMENDATION
Staff recommends that the City Council authorize staff to advertise the RFP for the janitorial services
for all City facilities.
FISCAL IMPACT
FY2019/20 budget has a General Fund allocation of $131,820 for janitorial services. There's no fiscal
impact at this to go out to bid once bids are received will, staff will present at a subsequent meeting.
BACKGROUND
The City currently contracts out its janitorial services to California Cleaning Maintenance, which have
provided their services to the City for the last ten (10) years. The RFP specifications reflect the current
hours of operation for each specific building and needs to maintain regular operations.
ALTERNATIVES
The alternative would be to not to proceed with the advertisement for a RFP for janitorial services for
all city facilities or proceed with an alternative option.
LEGAL REVIEW
None is required.
ATTACHMENT
1. RFP
Attachment 1
RFP "Request for Proposal"
REQUEST FOR PROPOSALS (RFP)
FOR JANITORIAL SERVICES
FOR CITY FACILITIES
PROPOSAL INSTRUCTIONS, GENERAL CONDITIONS,
SCOPE OF WORK, CONTRACTOR SELECTION AND
CONTRACT AWARD
Mandatory Bidders Meeting: Friday, March 20, 2020 at 11:OOAM
Proposals Due: Thursday, April 2, 2020 at 3:OOPM
CITY OF BALDWIN PARK
Recreation and Community Services
Building Maintenance Division
TABLE OF CONTENTS
Notice Inviting Sealed Bids....................................................................................................4
Part 1 -
Introduction and Instruction to Bidders.....................................................................5
1.
General Scope of Work............................................................................................5
2.
Mandatory Pre -Bid Meeting.....................................................................................5
3.
Proposal Form.........................................................................................................5
4.
Signature.................................................................................................................6
5.
Form and Deliver of Bids.........................................................................................6
6.
Bid Security..............................................................................................................6
7.
Modifications............................................................................................................6
8.
Erasures Inconsistent or Illegible Bids.....................................................................6
9.
Examination of Site and Contract Documents.........................................................7
10.
Withdrawal of Bids...................................................................................................7
11.
Agreements and Bonds...........................................................................................7
12.
Interpretation of Documents.....................................................................................7
13.
Bidders Interested in More than One Bid.................................................................7
14.
Award of Contract....................................................................................................8
15.
Alternatives..............................................................................................................8
16.
Competency of Bidders............................................................................................8
17.
Listing of Subcontractor...........................................................................................8
18.
Contractor's License................................................................................................8
19.
Anti-Discrimination...................................................................................................8
20.
Hold Harmless.........................................................................................................9
21.
Insurance................................................................................................................. 9
22.
Routine Inspections...............................................................................................10
23.
Performance of Work.............................................................................................10
24.
Contract and Liquidated Damages........................................................................10
25.
Schedule of work and Hours of Operation..............................................................10
26.
Contract Term........................................................................................................10
27.
Compliance with Applicable Statures, Ordinates and Regulations ........................11
28.
Governing Law and Partial Invalidity......................................................................11
29.
City License...........................................................................................................11
30.
Prevailing Wages...................................................................................................11
31.
Bonds....................................................................................................................11
Part 2 -
General Conditions.................................................................................................12
1.
Representatives.....................................................................................................12
2.
Proposed Costs.....................................................................................................12
3.
Contractor Staff/Employees & Workers.................................................................12
4.
Work Schedule......................................................................................................12
5.
Vehicle Limitations.................................................................................................13
6.
Traffic Control, Public Convenience and Safety.....................................................13
7.
Waiver....................................................................................................................13
8.
Data to be Furnished by the Contractor.................................................................13
9.
Contractors Operations/Storage............................................................................13
10.
Office, Telephone & Radios...................................................................................13
11.
Signage..................................................................................................................13
12.
Independent Contractor.........................................................................................13
13.
Contractor Customer Service Standards...............................................................14
Part 3 — Performance of the Work.......................................................................................15
1.
Performance of Work — General............................................................................15
2.
No Assign or Delegation........................................................................................15
3.
Defective Work......................................................................................................15
4.
Communications Regarding the Work...................................................................15
5.
Emergency Work...................................................................................................15
6.
Subcontractors.......................................................................................................15
7.
Cooperation with Other Work Forces.....................................................................16
8.
Protection of Property............................................................................................16
9.
Cleaning and environmental Controls....................................................................16
10.
Recyclable Products..............................................................................................17
Part 4 — Technical Specifications Scope of Work: Janitorial Services.................................18
1.
General..................................................................................................................18
2.
Cleaning Products, Paper Goods and Supplies.....................................................18
3.
Painted/Hard Surfaces and Fixtures......................................................................18
4.
Floors.....................................................................................................................18
5.
Kitchens.................................................................................................................19
6.
Restrooms, Locker Rooms and Jail.......................................................................19
7.
Doors, Switch Plates and Drinking Fountains........................................................20
8.
Trash Receptacles.................................................................................................20
9.
Windows, Glass Doors and Partitions....................................................................20
10.
Dusting...................................................................................................................20
11.
Office Furniture, Desks and File Cabinets.............................................................20
Part 5 — Minimum Frequency Schedule..............................................................................21
1.
Schedule................................................................................................................21
2.
Daily Janitorial Services.........................................................................................21
3.
Weekly...................................................................................................................
23
4.
Bi -Monthly Janitorial Services................................................................................23
5.
Monthly Janitorial Services....................................................................................23
6.
Quarterly Janitorial Schedule.................................................................................23
7.
Building Security....................................................................................................24
Agreement...........................................................................................................................
25
Bidder's Bond to Accompany Proposal...............................................................................27
BidGuarantee.....................................................................................................................28
Contract Bond — California Faithful Performance Bond.......................................................29
Labor and
Material Payment Bond......................................................................................30
Non -Collusion Affidavit........................................................................................................31
Listof Reference.................................................................................................................32
BidProposal
........................................................................................................................33
NOTICE INVITING SEALED BIDS
The City of Baldwin Park invites sealed bids on the following:
JANITORIAL MAINTENANCE SERVICES FOR CITY FACILITIES
Sealed bids will be received up to the hour of 3:OOPM at the Esther Snyder Community
Center Front Counter on Thursday, April 2, 2020. All bids received will be publicly opened
and declared at the Esther Snyder Community Center Meeting Room 1 (4100 Baldwin Park
Blvd., Baldwin, California 91706). It is anticipated the bids will be presented to the City
Council soon thereafter for award of contract.
The Bidder's Packet, which includes the specifications, proposal sheet, and other
documents, may be obtained from the Department of Recreation and Community Services
at 4100 Baldwin Park Blvd., Baldwin Park, California 91706, (626) 388-0565 or e-mail at
mmorenoO-baldwinpark.com.
All bidders interested in additional information may contact Maria Moreno at (626) 388-
0565 Monday through Thursday, between the hours of 8:OOAM and 3:30PM.
Maria Moreno
Operations Supervisor
City of Baldwin Park
Date
PART 1
INTRODUCTION AND INSTRUCTIONS TO BIDDERS
GENERAL SCOPE OF WORK: The scope of this contract shall be to furnish all labor,
equipment, tools, cleansers and disinfectants to do all work necessary to perform the
required janitorial services at the following locations:
SITE
ADDRESS
City Hall: Council Chambers, Basement, 1st, 2" , and 3d
Floors
14403 E. Pacific Avenue
Baldwin Park Parking Structure 5 levels
14403 E. Pacific Avenue
Arts & Recreation Center ARC
14403-B E. Pacific Avenue
Esther Snyder Community Center, Morgan Park
Restrooms and Julia McNeill Senior Center
4100 Baldwin Park Boulevard
Teri G. Muse Family Service Center
14305 Morgan Street
Teen Center & Skate Park and Hilda L . Solis Park
Restrooms
15010 Badillo Avenue
Barnes Park Family Recreation Center
3251 Patritti Avenue
Walnut Creek Nature Park
701 N. Frazier Avenue
Hamilton City Yard
13135 Garvey Avenue
NOTE:
a. City will furnish storage areas for cleaning supplies and miscellaneous
paper goods such as trashcan liners, toilet paper, paper towel, etc.
b. All employees must submit to a complete background check through the
State of California Department of Justice and the FBI. Said check must
be completed prior to receiving access to secure areas or where children
are present. Anyone working in the Police Department will need to
comply with the CJIS Training. It will be the responsibility of the
contractor to arrange with the Baldwin Park Police Department for this
process as well as the cost associated.
c. In addition, a day porter shall be scheduled daily for general cleaning at
the Police Department for a minimum of 2 hours during business hours.
2. MANDATORY PRE-BID MEETING: A mandatory pre-bid meeting is scheduled for
11:OOAM, Friday, March 20, 2020 for all interested bidders. All participants will
assemble at the Esther Snyder Community Center, Meeting Room 1 located at 4100
Baldwin Park Blvd., Baldwin Park, CA. Bidders MUST ATTEND the pre -meeting to
address questions and tour the two (2) major facilities.
3. PROPOSAL FORM: All proposals must be on the forms furnished by the City,
completed in full, and signed by the authorized representative of the organization
providing the bid. All items and statements shall be properly filled out. Numbers shall
be stated both in words and in figures where so indicated, and where there is a conflict
in the words and the figures, the words shall govern. The signatures of all persons
signing the bid shall be in long hand. Prices, wording, and notations must be in ink or
typewritten. Erasures or other changes shall be noted over by signature of the bidder.
4. SIGNATURE: The proposal shall bear the signature of the person or persons duly
authorized to sign the bid. If bidder is a corporation, the legal name of the corporation
shall first be set forth, together with to signatures: one form from the Chairman of the
Board, the President, or Vice -President, and one form from the Secretary, Chief
Financial officer, or Assistant Treasurer. Alternatively, the signatures of other
authorized officers or agents may be affixed, if duly authorized by the corporation. The
proposal shall include the title of such signatories below the signature and shall bear the
corporate seal. In the event that the bidder is a joint venture or partnership, the bidder
shall submit certifications signed by authorized officers of each of the parties to the joint
venture or partnership, naming the individual who shall be the agent of the joint venture
or partnership who shall sign all necessary documents for the joint venture or
partnership, and who shall act on all matters relative to the contract resulting therefore
for the joint venture or partnership. If bidder is an individual, his signature and post
office address must be shown.
5. FORM AND DELIVER OF BIDS: The complete bid shall be enclosed in a sealed
envelope, addressed and delivered or mailed to the City, and must be received on or
before the time set forth in the notice calling for bids for the opening of bids. The
envelope shall be plainly marked in the upper left hand corner with the bidder's name,
the contract designation, and the date and time for the opening of bids. It is the bidder's
sole responsibility to ensure that its bid is received prior to the scheduled closing time
for receipt of bids. Any bid received after the scheduled closing time for receipt of bids
shall be returned to the bidder unopened. At the time set forth in the notice calling for
bids for the opening of bids, the sealed bids shall be opened and read aloud at the
City's offices.
6. BID SECURITY: Each bid should be accompanied by a certified or cashier's check or
bid bond in the amount of not less than ten percent (10%) of the total bid amounts
stated in the bid. Said check or bond shall be made payable to the City and shall be
given as a guarantee that the bidder, if awarded the work, will enter into an agreement
within five working days after award of the contract, and will furnish, on the prescribed
forms, the necessary insurance certificates, and those security devices in accordance
with the contract documents. In case of refusal or failure to enter into the agreement,
the check or bid bond, as the case may be, shall be forfeited to the City.
7. MODIFICATIONS: Changes in or additions to the bid form, recapitulations of the work
bid upon, alternative proposals or any other modification of the bid form which is not
specifically called for in the contract documents may result in the City's rejection of the
bid as not being responsive to the invitation to bid.
8. ERASURES INCONSISTENT OR ILLEGIBLE BIDS: The bid submitted must not
contain any erasures, interlineations, or other corrections unless each such correction
creates no inconsistency, and is suitably authenticated by signatures of the person or
persons signing the bid. In the event that City determines that any bid is unintelligible,
inconsistent or ambiguous, the City may reject such bid as not being responsive to the
invitation to bid.
9. EXAMINATION OF SITE AND CONTRACT DOCUMENTS: At its own expense and
prior to submitting its bid, each bidder shall examine the contract documents; visit the
site and determine the local conditions which may in any way affect the performance of
the work, including the prevailing wages and other relevant factors; familiarize itself with
all Federal, State and local laws, ordinances, rules, regulations and codes affecting the
performance of the work, including the cost of permits and licenses required for the
work; determine the character, quality, and quantities of the work to be performed and
the materials and equipment to be provided; and correlate its observations,
investigations, and determinations with the requirements of the contract documents.
The contract documents show and describe the existing conditions as they are believed
to be, and City shall not be liable for any loss sustained by the bidder resulting from any
variance between the conditions and design data given in the contract documents and
the actual conditions revealed during the bidder's examination or during the progress of
the work.
10. WITHDRAWAL OF BIDS: Any bid may be withdrawn, either personally or by written
request, at anytime prior to the scheduled closing time for receipt of bids. The bid
security for bids withdrawn prior to the scheduled closing time for receipt of bids, in
accordance with this paragraph, shall be returned upon demand.
11. AGREEMENTS AND BONDS: The agreements form which the successful bidder, as
Contractor, will be required to execute, and the form of the payment bids which such
Contractor will be required to furnish in accordance with Civil Code Section 3247 prior to
execution of the Agreement, are included in the contract documents and should be
carefully examined by the bidder. Unless otherwise specified, the payment bond shall
be in the amount of fifty percent (50%) of the amount of the contract. The Contractor
may also be required to furnish a performance bond in the amount of one hundred
percent (100%) of the contract and in the form included in the contract documents, and
certificates of insurance as required in the contract, all prior to execution of the contract.
12. INTERPRETATION OF DOCUMENTS: If any prospective bidder is in doubt as to the
true meaning of any part of the contract documents, or finds discrepancies in, or
omissions from same, a written request for an interpretation or correction thereof may
be submitted to the City. The bidder submitting the request shall be responsible for its
prompt delivery. Any interpretation or correction of the contract documents will be made
only by addendum duly issued by the City, and a copy of such addendum will be mailed
or delivered to each bidder receiving a set of the contract documents. No person is
authorized to make any oral interpretation of any provision in the contract documents,
nor shall any oral interpretation be binding on the City.
13. BIDDERS INTERESTED IN MORE THAN ONE BID: No person, firm or corporation
shall be allowed to make, or file, or be interested in more than one bid for the same
work unless alternate bids are specifically called for. A person, firm or corporation that
has submitted a sub proposal to a bidder, or that has quoted prices of materials to a
bidder, is not thereby disqualified from submitting a proposal or quoting prices to other
bidders or making a prime proposal.
14. AWARD OF CONTRACT: City reserves the right to reject any or all bids, or to waive
any irregularities or informalities in any bids or in the bidding. If two identical low bids
are received form responsible bidders, the City will determine in its discretion, which bid
will be accepted. The award of the contract, if made by the City, will be by action of the
City Council and to the lowest responsible bidder, therefore from among those bidders
responsive to the call for bids. In the event and award is made to a bidder, and such
bidder fails or refuses to execute the contract and provide the required documents
within then (10) days after notification of the award of the contract to bidder, the City
may award the contract to the next lowest bidder or release all bidders.
15. ALTERNATIVES: If alternate bids are called for, the contract may be awarded at the
election of the City Council to the lowest responsible bidder on the base bid, or on the
base bid and any alternate or combination of alternates.
16. COMPETENCY OF BIDDERS: In selecting the lowest responsible bidder,
consideration will be given not only to the financial standing but also to the general
competency of the bidder for the performance of the work covered by the bid. By
submitting a bid, each bidder agrees that the City, in determining the successful bidder
and its eligibility for the award, may consider the bidder's experience and facilities,
conduct and performance under other contracts, financial condition, reputation in the
industry, and other factors which could affect the bidder's performance of the work.
City may also consider the qualifications and experience of subcontractors and other
persons and organizations (including those who are to furnish the principal items of
material and equipment) proposed for those portions of the work. Operating costs,
maintenance considerations, performance data and guarantees of materials and
equipment may also be considered by the City. In this regard, City may conduct such
investigations as City deems necessary to assist in the evolution of any bid and to
establish the responsibility, qualifications and financial ability of the bidder, proposed
subcontractors, and other persons and organizations to do the work in accordance with
the contract documents to the City's satisfaction within the prescribed time; and the City
reserves the right to reject the bid of any bidder who does not pass any such evaluation
to the satisfaction of the City. No bid for the work will be accepted from a contractor
who is not licensed in accordance with applicable State Law.
17. LISTING SUBCONTRACTOR: Each bidder shall submit, on the form furnished with the
contract documents, a list of the proposed subcontractors on this project as required by
the Subletting and Subcontracting Fair Practices Act (Public Contract Code Section
4100 et seq.). If alternate bids are called for and the bidder intends to use different or
additional subcontractors, a separate list of subcontractors must be submitted for each
such alternate.
18. CONTRACTOR'S LICENSE: If, at the time the bids are submitted, bidder is not
licensed to perform the project in accordance with the law; such bid will not be
considered.
19. ANTI -DISCRIMINATION: It is the policy of the City that in connection with all work
performed under contracts, there be no unlawful discrimination against any prospective
or active employee engaged in the work because of race, color, ancestry, national
origin, religious creed, sex, age, marital status, physical disability, mental disability, or
medical condition. The Contractor agrees to comply with applicable Federal and
California laws including, but not limited to, the California Fair Employment and Housing
Act, beginning with Government Code Section 12900 and Labor Code Section 1735. In
addition, the Contractor agrees to require like compliance by any subcontractors
employed on the work by such Contractor.
20. HOLD HARMLESS: The Contractor shall defend, indemnify and hold harmless City, its
officers, agents, and employees from every claim or demand made, and every liability,
loss, damages, or expense, of any nature whatsoever, which may be incurred by reason
of:
a. Liability for damages for (1) death or bodily injury to persons; (2) injury to, loss or
theft of property; or (3) any other loss, damage or expense arising under either
(1) or (2) above, sustained by the Contractor upon or in connection with the work
called for in this Agreement, except for liability resulting from the sole negligence,
or willful misconduct of the City, its officers, employees, agent or independent
contractors who are directly employed by the City, and except for liability
resulting from the active negligence of the City.
b. Any injury to or death of persons or damage to property caused by any act,
neglect, default of the Contractor, or any person, firm or corporation employed by
the Contractor, either directly or by independent contract, including all damages
due to loss or theft, sustained by any person, firm or corporation, including City,
arising out of, or in any way connected with the work covered by this Agreement,
whether said injury or damage occurs either on or off City property, if the liability
arose from the negligence or willful misconduct of anyone employed by the
Contractor, either directly or by independent contract, and not by the active
negligence of the City.
C. The Contractor, at Contractor's own expense, cost, and risk shall defend: At
City's request, any and all actions, suits or other proceedings that may be
brought or instituted against City, its officers, agents or employees, on any such
claim or liability, and shall pay or satisfy any judgment that may be rendered
against City, its officers, agents or employees in any action, suit or other
proceedings as a result thereof.
21. INSURANCE: Contractor shall secure, maintain in full force and effect and bear the
cost of complete Workers' compensation Insurance in accordance with the Labor Code,
for the duration of the project or contract and shall furnish to the City prior to the
execution of the contract, a certificate of Workers' Compensation Insurance, which
meets the requirements of Section 3700 of the Labor Code. Neither City nor any of its
officers or employees shall be responsible for any claims or suit in law or equity
occasioned by the failure of the Contractor to comply with the provisions of this
paragraph.
During the performance of the work and until its acceptance by City, Contractor shall
maintain in force public liability and property damage insurance in an amount
acceptable to City's Risk Manager to cover all awards judgments for any death, injury,
loss or damage arising out of the performance of the work by Contractor.
Public liability insurance shall be in an amount of not less than one million dollars
($1,000,000) for injuries, including accidental death, to any one person or one accident.
Property damage insurance shall be in an amount of not less that one million dollars
($1,000,000). Such insurance shall have the City of Baldwin Park as the named co-
insured. Contractor shall furnish the City concurrently with execution of the contract a
valid endorsement of Liability Insurance and Workers' Compensation in the amounts
prescribed.
22. ROUTINE INSPECTIONS: The Director of Recreation and Community Services or his
authorized agent shall at all times have access to the work, and shall be furnished with
every reasonable facility for ascertaining full knowledge regarding the workmanship and
equipment used and employed in the work. The inspection of the work shall not relieve
the Contractor of any of his obligations to fulfill the contract.
23. PERFORMANCE OF WORK: Contractor shall furnish all materials, tools equipment,
safety equipment and labor necessary to perform in a good and workmanlike manner,
the work as called for, in the manner designated in, and in strict conformity with, the
instructions for said work.
For non-performance or non-compliance, City shall withhold compensation for any
period during which Contractor fails, in total or in part, to satisfactorily perform the full
scope of work as set forth in the contract documents as indicated under Liquidated
Damages.
24. CONTRACT DURATION AND LIQUIDATED DAMAGES: All work must be completed
within the time limits set forth in the specifications. It is agreed that damages for the
failure of the Contractor to complete the total work described herein within the time
limits required are impossible to ascertain but that the sum of two hundred dollars
($200.00) per day is a reasonable estimate. Should the work not be completed within
the specified time for completion, the Contractor shall be liable for liquidated damages;
payable to the City, in the amount of two hundred dollars ($200.00) for each calendar
day of delay in completion.
25. SCHEDULE OF WORK AND HOURS OF OPERATION: Contractor shall complete all
of the work as during non -operation hours as indicated for each facility on page 22 and
shall provide a schedule at the commencement of the contract as indicated in the
Minimum Frequency Schedule.
26. CONTRACT TERM: The contract shall be valid for 12 months for the work as
described in the Bid Proposal and specifications and may be terminated at any time by
10
a majority vote of the City Council. At the option of the City, the Agreement may be
extended for four (4) additional one-year terms based upon acceptable performance by
the Contractor, acceptable fees and subject to the same terms and conditions of the
Agreement. Pricing is to remain firm as submitted in the initial RFP. Should the option
to renew for additional years be exercised, City and Contractor shall negotiate any and
all price modifications. The contract shall not be assignable or transferable by either
party without the express written consent of the other party.
27. COMPLIANCE WITH APPLICABLE STATURES, ORDINANCES AND
REGULATIONS: Contractor shall comply with all applicable Federal, State of
California, Los Angeles County and City statutes, ordinances and regulations.
28. GOVERNING LAW AND PARTIAL INVALIDITY: The laws of the State of California
shall govern this Agreement. If any provision in the contract is held by any court to be
invalid, void or unenforceable, the remaining provisions shall nevertheless continue in
force.
29. CITY LICENSE: The successful bidder will be required to have or obtain and maintain
a valid City of Baldwin Park Business License. Subcontractors are also required to
obtain and maintain a valid City of Baldwin Park Business License.
30. PREVAILING WAGES: Prevailing wages as prescribed by the Labor Code of the State
of California and as published by the Department of Industrial Relations shall apply for
the various job classifications employed in this work.
31. BONDS: All bonds obtained for this contract shall be from an "A" rated surety company
that is admitted to do business in the State of California, and is acceptable to the City's
Risk Manager.
11
Part 2
GENERAL CONDITIONS
1. REPRESENTATIVES: The Director of Recreation and Community Services shall be
the representative of the City and, except as otherwise expressly provided herein, shall
make all decisions and interpretations to be made by the City under the provisions of
the Contract Documents. Instructions and information given by the Director to the
Contractor's Representative shall be the same as if communicated directly to the
Contractor. The decision(s) of the Director shall be final and binding on all questions
concerning the acceptability of materials, supplies or machinery, the classification of
materials or supplies, and execution of the work. The Director will make periodic
observations of materials and completed work to observe their compliance with the
Contract Documents, but he/she is not responsible for the site conditions, operations,
equipment, personnel, or the maintenance of a safe place to work or any safety in, on,
or about the site of work.
2. PROPOSED COSTS: The monthly prices and lump sum amounts to be paid for the
areas listed in the Compensation Schedules shall include full compensation for
furnishing all labor, cleaning supplies, vehicles, equipment and incidentals necessary to
complete the work under the Contract. This shall include the Contractor's costs
involved with bonding, insurance, worker's compensation, overhead, financing,
mobilization, public convenience and safety, storage of equipment and materials,
security against theft and vandalism, clean-up and all other items incidental to the work.
3. CONTRACTOR STAFF/EMPLOYEES & WORKERS: The Contractor shall provide
sufficient personnel to perform all work in accordance with this RFP. At no time, will the
Contractor allow its crew to be diminished in size or labor hours so as to not effectively
complete the assigned maintenance tasks. A qualified, English-speaking foreman in
the employ of the Contractor shall supervise all of the Contractor's maintenance
personnel. At least one (1) member of each crew working at each site shall be able to
communicate both orally and in writing in English and a crew shall consist of no less
than two (2) employees. At no time, shall the Contractor provide less than two persons
at each site. Contractor shall require employees to wear a uniform identifying them as
an employee of the Contractor while working in the City. This shall include proper work
shoes and uniform clothing with a name badge and photo ID. If any person employed
by the Contractor or any subcontractor shall fail or refuse to carry out the directions of
the Director, or is in the opinion of the Director, incompetent, intemperate, or disorderly;
or uses threatening or abusive language to any person on the work site; or is otherwise
unsatisfactory, he/she shall be discharged from the facility immediately, and shall not
again be employed on the work except with the written consent of the Director.
4. WORK SCHEDULE: The Contractor shall accomplish all maintenance required under
this RFP between the hours of 10:OOPM and 5:OOAM, Monday through Sunday
including holidays, except as where noted in the Minimum Frequency Schedules.
Exceptions may be made to normal work hours where incidence of use may be too
great during the specified hours to allow for proper maintenance. The City may grant,
on an individual basis, permission to perform maintenance at other hours. Special
12
notification listing exact dates for infrequent operations shall be furnished to the Director
at least five (5) days prior to performing these operations. The City shall have the
authority to suspend the work, wholly or in part, for such a period as may be deemed
necessary due to renovation or construction, or to such other conditions as are
considered unfavorable for the suitable prosecution of the work.
5. VEHICLE LIMITATIONS: The Contractor shall at no time drive vehicles on turf or
sidewalks for any reason unless prior authorization has been granted.
6. TRAFFIC CONTROL, PUBLIC CONVENIENCE AND SAFETY: The Contractor shall
conduct its operations so as to offer the least possible obstruction and inconvenience to
the public, and shall have underway, no greater length or amount of work than can be
prosecuted properly with due regard to the rights of the public.
7. WAIVER: A waiver by City of any breach of any term, covenant, or condition contained
in the Contract Documents shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant, or condition contained therein, whether
of the same or a different character.
8. DATA TO BE FURNISHED BY THE CONTRACTOR: The Contractor shall furnish the
Director with such information as it may desire respecting the progress and manner of
the work, including all information necessary to determine its costs, such as the number
of persons employed, their pay, the time during which they worked on site and other
pertinent data. This may be requested at any time, and must be turned over to the City
within five (5) days of request.
9. CONTRACTORS OPERATIONS/STORAGE: Storage space for small equipment will
be provided by the City, any other needs required for its maintenance operations,
should be provide by the Contractor at its own expense. City will furnish storage areas
for cleaning supplies and miscellaneous paper goods such as trash liners, toilet paper,
paper towels, etc.
10. OFFICE, TELEPHONE & RADIOS: Contractor is required to maintain an office and
provide telephone service so that all calls from the City have no toll charge. If a
telephone answering service is utilized, the answering service shall be capable of
contacting Contractor by radio or pager. Contractor staff shall be capable of
communicating with City staff using cellular phones.
11. SIGNAGE: Contractor shall display a sign indicating Contractor's name and license
number on both sides of all maintenance vehicles. All signs used by the Contractor
shall be kept "Graffiti Free" at all times. Contractor shall not post advertising signs
and/or banners within the maintained areas. Contractor shall remove all unauthorized
signs and advertising within the maintained areas.
12. INDEPENDENT CONTRACTOR: The Contractor in the performance of the work
hereunder will be acting in an independent capacity and not as an agent, employee,
partner, or joint venture of the City.
13
13. CONTRACTOR CUSTOMER SERVICE STANDARDS: The Contractor shall at all
times represent the City in a professional, friendly and efficient manner.
14
Part 3
PERFORMANCE OF THE WORK
1. PERFORMANCE OF WORK — GENERAL: Contractor shall, at its own cost and
expense, furnish all necessary materials, supplies, labor, transportation, and equipment
for doing and performing work required under this RFP. Contractor agrees that all
services performed hereunder shall be provided in a manner commensurate with the
highest professional standards and shall be performed by qualified and experienced
personnel; that any work performed by Contractor under the Contract will be performed in
the best manner; that any material furnished shall be subject to the approval of the
Director; and that both work and materials will meet fully the requirements of this RFP.
2. NO ASSIGNMENT OR DELEGATION: Contractor shall not assign or delegate the
duties or obligation under this Contract or its interest therein in whole or in part without
the prior written consent of the City, which may be withheld at the City's sole discretion.
3. DEFECTIVE WORK: The Contractor shall redo at its own expense any part of the work
that has been improperly executed, even though it has been included in the monthly
estimates. If Contractor refuses or neglects to redo such defective work, prior to
acceptance of the work, the City at the expense of the Contractor, plus 30% for
overhead expenses may perform it, and Contractor's sureties shall be liable.
4. COMMUNICATIONS REGARDING THE WORK: After award of the Contract, all
communications regarding the work covered by this RFP shall be addressed and
mailed, or hand delivered to:
Maria Moreno, Operations Supervisor
City of Baldwin Park
4100 Baldwin Park Blvd.
Baldwin Park, CA 91706
Phone: 626-388-0565
E-mail: mmoreno@baldwinpark.com
5. EMERGENCY WORK: In case of an emergency that threatens loss or injury of
property, and/or safety of life, the Contractor shall act, without previous instructions from
the City, as the situation may warrant. Contractor shall notify the City of the emergency
and the action taken immediately thereafter. If such emergency arises out of or is the
result of operations by the Contractor, the cost of the corrective measures will be billed
to the Contractor and deducted from Contractor's payment as provided in the Contract
Documents. The performance of emergency work by City forces will not relieve the
Contractor of any of its responsibilities, obligations, or liabilities under the Contract.
6. SUBCONTRACTORS: All subcontracts, if any, shall contain a reference to the
Contract between the City and the Contractor, and the terms of the Contract and all
parts thereof shall be made part of each subcontract insofar as applicable to the work
covered thereby. Nothing contained in this RFP shall be construed as creating any
contractual relationship between any subcontractor and the City. The Contractor shall be
15
considered the employer of any subcontractor, and is fully responsible to the City for the
acts and omissions of persons employed by them as he/she is for the acts and omissions
of persons directly employed by Contractor. The Contractor shall be responsible for the
coordination of the subcontractors, and material suppliers engaged upon its work. It shall
be Contractor's duty to see that all of its subcontractors commence their work at the
proper time and carry it on with due diligence so that they do not delay or injure either the
work or materials; and that all damage caused by them or their workers are remedied at
Contractor's expense. The City will not undertake to settle differences between the
Contractor and its subcontractors or between subcontractors. The Contractor shall utilize
the services of specialty subcontractors, without additional expense to the City, on those
parts of the work, which are specified to perform by specialty Contractors.
7. COOPERATION WITH OTHER WORK FORCES: The City reserves the right to
perform other work at or near the maintenance areas at any time by the use of its own
forces or other contractors. Other contractors, utilities and/or public agencies and their
contractors, and City personnel may be working in the vicinity during the Contract term.
There may be some interference between these activities and the work completed under
this RFP. The Contractor shall cooperate and coordinate its work with that of other work
forces to assure timely completion of work.
8. PROTECTION OF PROPERTY: The Contractor shall safely guard all public and
private property or improvements from damage or loss in connection with this Contract
at all times. Should any facility, structure, or property be damaged during operations of
the Contractor, it shall immediately notify the proper owners or authorities. The
Contractor shall pay all damages and losses incurred. Without exception, all exterior
doors are to remain locked while the Contractor is in the building. Doors are to be
locked and alarms set when the building is vacated following completion of work.
Contractor shall be responsible for all costs associated with their failure to set the alarm
or secure any facility (i.e. false alarm fees, stolen items or equipment, damage repairs,
etc.). Contractor shall be issued keys to all facilities prior to the start of the work. In the
event keys are lost or stolen while in Contractor's care, Contractor shall be responsible
for all costs associated with the re -keying of any and all facilities, and duplication of
keys for all authorized personnel. The Contractor shall be responsible for any materials,
equipment and/or supplies so furnished and for the care of all work until its completion
and final acceptance. Contractor shall at its own expense replace damaged or lost
materials and repair -damaged parts of the work.
9. CLEANING AND ENVIRONMENTAL CONTROLS: Maintain areas free of waste
materials, debris, and rubbish. Maintain sites in a clean and orderly condition. Remove
waste materials, debris and rubbish from site and dispose of all trash. The Contractor
shall take appropriate action to ensure that no dust originates from the maintained areas.
Water containing mud, silt, or other pollutants from activities, shall not be allowed to enter
the storm drains or surrounding landscaped areas. An approved NPDES recovery system
must be used. Any equipment or vehicles driven and/or operated within or adjacent to a
street gutter, storm drain, runoff conveyance or ocean shall be checked and maintained
daily to prevent leaks of materials that, if introduced to water, could be deleterious to
aquatic life. The Contractor shall comply with all litter and pollution laws. All Contractors,
subcontractors and employees shall also obey these laws and it shall be the responsibility
16
of the Contractor to ensure compliance. Contractor shall comply with OSHA's standards
as it applies to the janitorial service industry.
10. RECYCLABLE PRODUCTS: The Contractor is encouraged to support the City of
Baldwin Park in recycling efforts. All recyclable trash containers are to be empty to its
appropriate trash bin. We also encourage the use of green sealed cleaning products,
whenever possible.
17
Part 4
TECHNICAL SPECIFICATIONS
SCOPE OF WORK: JANITORIAL SERVICES
1. GENERAL: The work to be done consists of complete and thorough janitorial
maintenance of the City's facilities. Said maintenance shall include but not be limited to:
community centers, kitchens, restrooms, locker rooms, pool, pool deck, elevators,
stairways, gymnasiums, offices, meeting rooms, jail and classrooms; carpet and
upholstery cleaning; cleaning and polishing drinking fountains and other metal surfaces;
window washing, litter and debris removal; restocking restroom and kitchen, soap and
paper supplies, clean, sweep, dry mop, wet mop, strip, wax, sanitize, scrub and vacuum
floors; clean, scrub and maintain walls; clean ceiling vents; remove cobwebs; clean
window sills, windows, light fixtures, plumbing fixtures and window coverings; and other
maintenance required to maintain the facilities listed in the RFP. All facilities are to be
cleaned and prepared for business by 6:OOAM as per the Minimum Frequency
Schedules.
2. CLEANING PRODUCTS, PAPER GOODS AND SUPPLIES: Contractor shall provide
all labor, equipment, tools, cleansers, and disinfectants to do all work necessary to
perform the required janitorial services.
3. PAINTED/HARD SURFACES AND FIXTURES: The Contractor shall thoroughly wash
all interior painted surfaces with an approved cleaner, in accordance with the Minimum
Frequency Schedules. Additionally, walls and counter surfaces shall be spot cleaned
as needed to remove spills, finger marks, ink and pencil marks, and other dirty areas.
Counter surfaces will be polished twice per week, or more often if necessary to maintain
a clean surface area. Mirrors, powder shelves, plumbing fixtures, light fixtures, and
ceiling grates, etc., shall be cleaned and dusted in accordance with the Minimum
Frequency Schedules. All increased cleaning schedules for specialty areas are
included in the Minimum Frequency Schedules. All stainless steel surfaces shall be
cleaned and polished with an approved polish. All basins, counter tops, fixtures, toilet
bowls, and urinals shall be cleaned with an approved germicidal detergent solution. All
dispensers shall be cleaned and disinfected and refilled with approved solutions.
4. FLOORS: Restroom floors shall be thoroughly cleaned with an approved germicidal
detergent solution. Floors shall be waxed and polished as requested by the City to
maintain a high luster gloss finish. Special attention shall be paid during floor cleaning
and waxing to remove grout stains and to prevent wax from becoming built up at the
base of the fixtures and on baseboards. All non-skid mats shall be rinsed and
disinfected daily.
Carpeted areas and rugs shall be thoroughly vacuumed daily and any staples,
paperclips, etc., shall be removed from the floor. Carpet stains shall be spot cleaned
with rug spotter at the time of detection. Carpeted surfaces shall be cleaned as needed
to maintain a clean appearance. Doormats and chair mats shall be cleaned
concurrently with vacuuming. Carpet cleaning methods shall be consistent with carpet
W
manufacturer's recommendations or as otherwise approved the by Director. All
carpeted areas shall be thoroughly cleaned quarterly.
Hard surface floors shall be swept and/or dust mopped using dust control sweeping
mops. Special attention shall be paid during floor cleaning and waxing to prevent wax
from becoming built up on baseboards. All hard surface floors shall be stripped and
waxed in accordance with the Minimum Frequency Schedule, or more often if
necessary to maintain a high luster finish. All baseboards and molding strips shall be
cleaned as needed to remove stains, spots and dust.
LVT floors shall be thoroughly cleaner with a PH7 neutral floor solution cleaner in
accordance with the manufacture's recommendations.
Wood floors shall be maintained in accordance with the manufacture's
recommendations.
Concrete floors shall be maintained in a manner consistent with composite flooring
material.
Gymnasium floors shall be cleaned with a City approved cleaner and specially treated
dust mops. Remove trash, debris and spillages in areas around and under bleachers.
Dry mop/sweep gymnasium floors, including door thresholds/plates daily.
Shoe marks shall be removed from all floors upon detection.
5. KITCHENS: Kitchen floors shall be thoroughly cleaned with a germicidal detergent
solution. Floors shall be waxed and polished as requested by the City to maintain a
high luster gloss finish. Special attention is required during floor cleaning and waxing to
remove grout stains and to prevent wax from becoming built up at the base of the
fixtures and on baseboards. Exterior surfaces of all appliances, including stove,
refrigerator and microwave shall be cleaned daily. Sinks shall be thoroughly cleaned
using an approved detergent. Floor drains shall receive an enzyme treatment weekly or
more often if requested by the City.
6. RESTROOMS/LOCKER ROOMS AND JAIL: The Contractor shall clean basins,
fixtures, countertops, partitions, toilet bowls and urinals with an approved germicidal
detergent solution daily. All restroom dispensers shall be disinfected and refilled daily.
All paper and soap supplies shall be restocked as needed, including toilet tissue, hand
soap, seat covers, sanitary supplies and deodorizers.
The Contractor shall wash and polish mirrors, dust shelves, etc., including flushometer,
piping and toilet seat hinges, light fixtures, disposal bins and tops of stall partitions.
Both sides of toilets shall be washed daily with an approved germicidal solution. The
Contractor shall report any leaks or plugged drains to the Director upon discovery.
Debris on walls and ceiling shall be removed daily. Walls and ceilings shall be cleaned
as needed to maintain a clean surface.
19
All restroom drains shall receive an enzyme treatment weekly or more often if requested
by the City. Enzyme products must be approved by City prior to use.
Deodorant aerosol cans shall be replaced as needed.
7. DOORS, SWITCH PLATES AND DRINKING FOUNTAINS: All doors, door frames,
kick plates, door hardware, switch plates, and drinking fountains shall be cleaned on a
daily basis to remove any spillage, smudge marks, and ink and pencil marks. Stainless
steel and brass hardware shall be cleaned and polished as needed to maintain a shiny
appearance and to prevent scale and rust from forming.
Drinking fountains (inside and attached to building) shall be kept clean at all times.
Every instance of damage and/or inoperable drinking fountains shall be reported to the
Director.
8. TRASH RECEPTACLES/OUTDOOR HANDRAILS AND BRIDGES: The Contractor
shall empty all trash receptacles and replace liners daily. Trashcans shall be wiped
down to remove spills, smudges or ink/pencil marks as needed. Outdoor trashcans
shall be steamed cleaned at least monthly. All handrails (inside and stair cases) shall
be wiped down. Walking bridges or pedestrian connectors hall be swept daily and mop
spills. Bridges shall be washed quarterly.
9. WINDOWS, GLASS DOORS AND PARTITIONS: The Contractor shall clean all interior
and exterior windows in accordance with the Minimum Frequency Schedule. Finger
marks, smudges, and spills shall be cleaned from all glass surfaces and mirrors at the
time of detection. Cleaners shall be non-abrasive and special care shall be taken so
that glass treatment (tinting) is not scratched, damaged or removed.
10. DUSTING: The Contractor shall dust all exposed surfaces daily, including desks, filing
cabinets, cabinets, tables and chairs, telephones, bookcases and other office
equipment using specially treated dust cloths or feather dusters, with the exception of
desks and tables covered with papers and other work materials. Desk or cabinet tops
will be thoroughly cleaned when left cleared. High dusting (above 10 feet) shall be
performed monthly by the 7th day of the month and shall also include tops of
doorframes, partitions, air vents, overhead shelves, special molding, and inside and
outside of florescent light coverings. All blinds shall be cleaned (dusted) monthly.
Vending machines shall be dusted on a weekly basis.
11. OFFICE FURNITURE, DESKS AND FILE CABINETS: The sides of all furniture shall
be cleaned and waxed to remove smudges and/or marks on an as needed basis.
Contractor is not to disturb any computers, papers, folders, etc., on desks. Desks
are to be thoroughly cleaned when all items are removed from desk surfaces.
All upholstered furniture shall be vacuumed twice monthly, or more often if necessary,
to maintain the fabrics in a dirt and spot -free manner.
20
Part 5
MINIMUM FREQUENCY SCHEDULE
1. SCHEDULE:
SITE
SERVICE DAYS
SERVICE TIME
City Hall:
Council Chambers
4 Days (M -Th.)
12:OOAM to 4:OOAM
Basement
7 Days
8:OOPM to 4:OOAM Directed by staff
15t Floor
7 Days
8:OOPM to 4:OOAM Directed by staff
- Day Porter 2Hrs. Police Dept.
2"d Floor
5 Days (Sun. -Th.)
8:OOPM to 4:OOAM
3`d Floor
5 Das Sun. -Th.
8:OOPM to 4:OOAM
Parking Structure
Underground/Stairs (PD)
6 Days (M -Sat.)
10:OOPM to 3:OOAM
Ground Level/Stairs
7 Days
10:OOPM to 3:OOAM
2nd Level/Stairs
6 Days (M -Sat.)
10:OOPM to 3:OOAM
3rd Level/Stairs
6 Days (M -Sat.)
10:OOPM to 3:OOAM
4t" Level (PD)
6 Days (M -Sat.)
10:OOPM to 3:OOAM
5t" Level
6 Days(M-Sat.)
10:0013M to 3:OOAM
Arts & Recreation Center
7 Days
1:OOAM to 6:OOAM
Historical Society
2 days Tues. & Th.
8:OOPM to 4:OOAM
Esther Snyder Community Center
7 Days
10:30PM to 5:OOAM
Aquatic Center
6 Days (Sun. -Fri.)
9:OOPM to 5:OOAM
Morgan Park Restrooms*, "'
7 Days
10:OOPM to 7:OOAM
Julia McNeill Senior Center
7 Das
1:OOAM to 6:OOAM
Teri G. Muse Family Service Center
6 Das Sun. -Fri.
10:OOPM to 6:OOAM
Teen Center & Skate Park and
Hilda L. Solis Park
7 Days
10:OOPM to 6:OOAM
Skate Park Restrooms ", *"
7 Days
10:OOPM to 6:OOAM
Playground Restrooms*
7 Das
10:OOPM to 6:OOAM
Barnes Park Family Rec. Center
6 Days (Sun. -Fri.)
9:OOPM to 5:OOAM
Restrooms*, **
7 Das
9:OOPM to 5:OOAM
Walnut Creek Nature Park
Restrooms', **
7 Das
9:OOPM to 6:OOAM
Hamilton City Yard
5 Days (M -F)
6:OOPM to 4:OOAM
Outside Restrooms
7 Days
6:OOPM to 5:OOAM
Mechanic Shop
5 Days (M -F)
6:OOPM to 5:OOAM
* Provide Out Door Day Porter - cleaning between 12 noon to 2:OOPM 7 days a week
"May Is'— Sept. Vh Outdoor Day Porter to clean
2. DAILY JANITORIAL SERVICES:
General Facilities:
• Dust all desks, tables, chairs, filing cabinet tops, cabinets, telephones, bookcases
and other office equipment using specially treated dust cloths or feather duster.
• Feather dust around computers and computer equipment.
• Empty and reline all interior wastebaskets and trashcans. Place trash in trash
dumpsters. Wipe inside and outside of trashcans and spray with disinfectant.
• Empty and reline exterior trashcans in the Police Department parking lot, north
entrance, compound area, around City Hall and all of parking structure levels.
• Remove fingerprints, smudges and spills from glass windows, doors and partitions,
elevators and mirrored walls.
21
• Remove smudges from doors, doorframes, handles, knobs, bars, and woodwork and
wall switches.
• Clean, polish and sanitize drinking fountains (inside and attached to facilities).
• Remove finger marks, ink marks and smudges from tabletops, walls and counters.
• Clean hard surface areas, partitions, doors, stairways, elevators and walls, etc.
• Clean windowsills and ledges.
• Clean baseboards and molding strips.
• Remove cobwebs.
• Restock paper towel, toilet paper, seat covers and hand soap dispensers.
• Return all chairs to proper locations.
• Clean door thresholds/plates and door frames.
• Remove trash, debris and spillages in areas around and under bleachers.
• Wipe down padded surfaces/mats.
• Mop mats with disinfectant.
• Clean showcases and directories (attached to facilities and parking structure) .
• Clean the interior and exterior on elevator cabs.
• Clean and polish stainless steel surfaces and fixtures.
• Notify City of any graffiti that cannot be removed with normal cleaning solutions.
Kitchens:
• Thoroughly germa-clean kitchen with approved disinfectant.
• Clean exterior surfaces of all appliances (i.e.
• Clean sinks, counters, cabinets and fixture:
coffeepots will be required.
• Spot clean doors and walls.
• Clean floor drains.
• Notify City of any leaks or plugged drains.
microwaves, stoves, refrigerators, etc.)
. No cleaning of dishes, silverware, or
Restrooms/Showers/Locker Rooms and Jail:
• Clean restroom floors with germicidal detergent solution.
• Clean locker rooms and shower walls and floors with a fungicide.
• Clean basins, countertops, fixtures, toilet bowls and urinals with germicidal detergent
solution.
• Clean, disinfect and refill restroom dispensers (paper goods, soap). Restock toilet
tissue, hand soap, seat covers, paper towels, sanitary supplies and deodorizers.
Toilet tissue to be replaced when more than 1/3 of the roll is gone.
• Wash and polish mirrors, powder shelves, bright work, etc., including flush-ometer,
piping and toilet seat hinges, light fixtures, disposal bins and tops of stall partitions.
• Wash both sides of toilet seats with germicidal solution.
• Spot clean restroom doors, walls and partitions.
• Notify City of any leaks or plugged drains.
• Clean partitions, etc.
• Remove grout stains (if this is not maintained a quarterly detail is required)
• The cleaning services in the jail will be at the direction of the jailer who will be in
charge of providing access to all rooms within the jail area. All fixtures, walls, floors,
etc., are to be thoroughly cleaned in accordance with the specifications found herein.
22
Floors:
• Sweep and/or dust mop all hard surfaces using dust control sweeping mops.
• Clean and vacuum floor mats. All non-skid mats shall be rinsed and disinfected.
• Wet mop hard surfaces and composite floors with a City Facilities Manager
approved cleaner.
• Vacuum carpets and rugs COMPLETELY. Remove any staples, paper clips,
confetti, etc., from carpets.
• Clean locker rooms floors with a fungicide.
• Sweep with chemically treated dust mop including gym.
• Vacuum carpets in all areas and spot clean carpet stains with rug spotter.
• Remove any spillage on floors.
• Remove shoe marks.
• Pour clean water in all floor drains to flush traps.
3. WEEKLY JANITORIAL SERVICES:
• Clean and dust vending machines.
• Power wash locker rooms flooring and tile areas.
• Polish counter surfaces to maintain clean surface area.
4. BI -MONTHLY JANITORIAL SERVICES (Twice Per Month):
• Polish all metal doorframes and kick plates.
• Vacuum all upholstered furniture, such as desk chairs and guest chairs, etc.
• Dust all blinds and window coverings.
• Wash down staircases indoors and outdoors.
• Steam clean exterior concrete restroom floors.
• Clean and dry interior windows and glass doors.
• Perform high dusting, such as tops of doorframes, partitions, air vents, overhead
shelves, book cases, cabinets, light covers, fire extinguisher casing, special molding,
etc.
• Clean all basketball backboards.
• Clean inside/outside of florescent light covers.
5. MONTHLY JANITORIAL SERVICES:
• Steam clean elevator platforms (20' out from door).
• Clean roof top skylights.
• Vacuum and wipe down all ceiling vents. Remove and wash as needed.
• High dusting main lobbies (everything above 10 feet).
• Clean all basketball backboards.
• Machine scrub all interior restroom floors.
• Clean and dry exterior windows and glass doors, including hard water
deposits.
• Clean and machine polish hard surface floors.
• Power wash playground structures and indicated on schedule.
6. QUARTERLY JANITORIAL SCHEDULE:
23
• Strip, wax and machine polish tiles and all hard surface floors.
• All carpeted areas shall be thoroughly cleaned stain free.
• Scrub and wash janitor's room.
• Clean Upholstery with approved cleaner.
• Wash down all pedestrian overhead bridges and parking structure fins with
approved cleaner.
7. BUILDING SECURITY:
• All exterior doors are to remain locked while cleaning crew is in the building.
NO EXCEPTIONS.
• Secure all exterior and interior doors and windows. Turn off all but security
night lighting.
• Reset alarms when leaving the buildings.
24
AGREEMENT
THIS AGREEMENT made and entered into this day of 2020, by and
between the CITY OF BALDWIN PARK, a municipal corporation (hereinafter "CITY") and
(hereinafter" CONTRACTOR"):
WITNESSETH:
The parties hereto do agree as follows:
(1) RECITALS: This Agreement is made and entered into with respect to the following facts:
(a) That CITY has heretofore solicited sealed public bids for janitorial services as
specified herein and accordance with the plans and specifications in said City; and
(b) That CONTRACTOR has submitted bid to accomplish said work; and
(c) That the City Council of CITY has heretofore determined, in accordance with all
applicable laws, that CONTRACTOR'S said bid constitutes the lowest responsible
bid and has heretofore awarded said bid to said CONTRACTOR; and
(d) That CONTRACTOR is fully qualified to perform the work as hereinafter described.
(2) CONTRACTOR DOCUMENTS: The following documents, incorporated herein by this
reference shall constitute the contract documents referred to in this Agreement.
(a). Notice Inviting Sealed Bids dated
(b). Contractor's Bid dated
(c) Bid Proposals
(d) Instructions to Bidders
(e) Specifications
(f) Bidder's Bond or Guarantee Bond
(g) Workers Compensation Certificate
(h). Liability Insurance Certificate
(1). Performance Bond and Labor and Material Bond
(3) NATURE OF WORK: CONTRACTOR agrees to furnish all materials, tools, equipment,
apparatus, transportation, labor and service necessary to perform and complete in a good
and workmanlike manner the services in the manner designated in the Agreement and the
contract documents.
(4) TERM OF AGREEMENT: This Agreement shall commerce within ten days of the Notice to
Proceed and shall be valid for a period of thirty-six months thereafter. The Agreement may
be terminated at anytime by a majority vote of the City Council. The Agreement shall not
be assignable or transferable by either party without the express written consent of the
other party. The City reserves the right to negotiate an extension to the initial contract for
an additional period of one (1) year prior to expiration of the contract.
(5) WARRANTY: Warranty for labor and material will be for a period of not less than one (1)
year.
25
(6) INDEMNIFICATION: The CONTRACTOR shall hold harmless the CITY and the City's
agents and employees against all claims, demands, actions and suits brought against any
of them arising from the CONTRACTOR'S work under this Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on
the day and year first above written.
ATTEST:
City Clerk Date
W
CITY OF BALDWIN PARK
Mayor Date
Contractor:
Signature
Name
Title
BIDDER'S BOND TO ACCOMPANY PROPOSAL
(Note: If the bidder desires to submit a bond with the proposal instead of cash, certified
check, or a cashier's check, the following form should be executed.)
KNOW ALL MEN BY THESE PRESENTS,
That as principal, and as Surety, a
company admitted to do business in the State of California are held and firmly bound unto
the CITY OF BALDWIN PARK, hereinafter called "CITY" in the sum of:
Dollars ($ ), which is not less than ten percent (10%) of the total amount of
bid, for the payment of which sum well and truly to be made we bind ourselves, our heirs,
executors, administrators, successors, and assigns, jointly and severally, firmly by these
presents.
WHEREAS, as Principal has submitted a bid to said City to perform all work required under
the Specifications of the City for the projects entitled:
JANITORIAL SERVICES
NOW, THEREFORE, if said Principal is awarded a contract by said City and within the time
and in the manner required under the heading "Instruction to Bidders", bound with said
Specifications, then this obligation shall be null and void; otherwise it shall remain in full
force and effect. In the event suit is brought upon this bond, a reasonable attorney's fee to
be taxed as costs in said suit and to be included in the judgment therein rendered.
SIGNED AND SEALED, this day of 2020.
Seal and Notarial
Acknowledgment
of Surety
4W
27
PRINCIPAL (Seal)
SIGNATURE
BID GUARANTEE
(Note: The following is to be used in case cash, a cashier's check, or a certified check
accompanies the proposal).
Accompanying this proposal is a certified check or a cashier's check payable to the order of
the City of Baldwin Park, or cash in the amount not less than ten percent (10%) of the total
amount of bid:
Dollars, ($ ).
The proceeds of the same shall become the property of said City, if, in case this proposal shall
be accepted by said City through the City Council, the undersigned shall fail to execute a
contract with and furnish the insurance and bonds required by the City of Baldwin Park within
the specified time otherwise, the same is to be returned to the undersigned as set forth in the
Instructions for Bidders.
BIDDER DATE
W.
CONTRACT BOND — CALIFORNIA
FAITHFUL PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS:
That we as principal and a Corporation organized
under the laws of and duly organized under
the laws of and duly authorized to transact business in the State
of bound unto the City of Baldwin Park as oblige, in the sum of:
which is not less than one
whereof well and truly to
executors, administrators,
presents. .
Dollars ($ ),
hundred percent (100%) of the Contract amount, for the payment
be made the Principle and surety bind themselves, their heirs,
successors, and assigns, jointly and severally, firmly by these
SIGNED, sealed and dated this day of , 2020.
WHEREAS, the Principal and the Oblige have entered into a written Contract, hereinafter
called the contract, a copy of which is or may be attached hereto, dated the day of
2020 for:
JANITORIAL SERVICES
NOW THEREFORE, the condition of the foregoing obligation is such that if the Principal shall
well and truly perform and fulfill all of said Contract, and during the life of any guaranty required
under the Contract, and shall also well and truly perform and fulfill all the undertakings,
covenants, terms, conditions, and agreements of and all duly authorized modifications of said
Contract that may hereafter be made, then this obligation shall be void; otherwise to remain in
full force and effect.
SURETY
QI
Attorney -In -Fact
29
LABOR AND MATERIAL
PAYMENT BOND
KNOW ALL MEN BY THESE PRESENTS:
That we, as Principal and of
and authorized to transact surety business in the State of
California, as Surely, are held and firmly bound unto any and all material men, person, companies
or corporations furnishing materials, provisions, provender or other supplies used in, upon, for or
about the performance of the work contracted to be executed or performed under the contract
hereinafter mentioned, and all persons, companies or corporations renting or hiring teams, or
implements, or machinery for a contributing to said work to be done, and all persons supplying both
work and materials as aforesaid, in the sum of
_Dollars,($ ), which is not less than fifty percent (50% of the contract amount,
lawful money of the United States of America, for the payment whereof well and truly to be made,
we hereby bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and
severally, firmly by these presents.
SIGNED, sealed with our seals and dated this day of 2020.
The condition of the foregoing obligation is such that, whereas the above bounded Principal has
entered into a contract, date 2020, with
to perform the following work to wit:
JANITORIAL SERVICES
NOW THEREFORE, if the above bounden PRINCIPAL, contractor, person, company or
corporation, or his or its sub -contractor, fails to pay for any materials, provisions, provender, or
other supplies, or teams used in, upon, for or about the performance of the work contracted to
be done, or for any work or labor to persons named in Section 3181 of the Civil Code, hereon
of any kind, or for amounts due under the Unemployment Insurance Code with respect to such
work or labor deducted, withheld and paid over to the Franchise Tax Board from the wages of
employees of the contractor and his sub -contractor pursuant to Section 18806 of the Revenue
and Taxation Code, that the SURETY on this bond will pay the same, in an amount not
exceeding the sum specified in this bond, AND ALSO, in case suite, said attorney's fee to be
taxed as costs in said suite and to be included in the judgment therein rendered.
This bond is executed for the purpose of complying with the laws of the State of California
designated as Title 15, Chapter 7, Works of Improvement, commencing with Section 3426 of
the Civil Code of the State of California and all amendments thereto, and shall insure to the
benefit of any of the persons named in Section 3181 on the Civil Code of the State of
California.
(SEAL) SURETY
(SEAL) By:
Attorney -In -Fact
30
NON -COLLUSION AFFIDAVIT
The undersigned in submitting a bid for performing the following work by contract, being duly
sworn, deposes and says:
That he has not, either directly or indirectly, entered into any agreement, participated in any
collusion, or otherwise taken any action in restraint of free competitive bidding in connection
with such contract.
Collusion
Signature of Bidder
Title
Date
Business Address
Place of Residence
Subscribed and sworn to before me this
day of ,2020.
Notary Public in and for the
County of Los Angeles, State of CA
My Commission expires , 200_
31
LIST OF REFERENCES
Provided at least five (5) references representing a good sample of the vendor's customers
(i.e., new customers if less than 5 years, customers of 5 years or more and customers of 10
years or more). If any customers are municipalities or governmental agencies, please list
them.
NAME OF
COMPANY
HOW
LONG
(YEARS)
TELEPHONE
NUMBER
OF
COMPANY
NAME OF
CONTACT
PERSON
32
BID PROPOSAL FY 2019/2020
Bidder Name:
The above-named Bidder, having examined the proposed Contract Documents and having
visited the sites and examined the conditions affecting the work, hereby proposes and agrees
to furnish all labor, materials, supplies and equipment, and to perform operations necessary to
complete the work as required by proposed Contract Documents.
ITEM
NO.
LOCATION
APPROX.
SQ. FT.
MONTHLY
PRICE
1
City Hall
85,000
$
2
Parking Structure
176,200
$
3
Arts & Recreation Center
15,000
$
4
Esther Snyder Community Center
44,000
$
5
Julia McNeill Senior Center
11,646
$
6
Teri G. Muse Family Service Center
5,150
$
7
Teen Center & Skate Park
9,200
$
8
Barnes Park Family Recreation Center
3,500
$
9
Walnut Creek Nature Park
750
$
10
Hamilton City Yard
10,000
$
11
Playground Services (Hilda L. Sons, Morgan Park & Barnes Park)
$
12
Outdoor Restroom Day Porter Services (12PM-2PM)
$
13
Outdoor Restroom Day Porter Services (5PM-6PM)
Ma 18` -Sept. 30`h
$
14
Day Porter Hourly Rate for Special Events
(only on an as needed basis forspecial events
Per staff
$
TOTAL COST PER MONTH
$
TOTAL ANNUAL COST
$
THE ANNUAL SUM (spell out amount):
L_ .1
Signature
Print Name
Title
Company
33
BID PROPOSAL FY 2020/2021
Bidder Name:
The above-named Bidder, having examined the proposed Contract Documents and having
visited the sites and examined the conditions affecting the work, hereby proposes and agrees
to furnish all labor, materials, supplies and equipment, and to perform operations necessary to
complete the work as required by proposed Contract Documents.
ITEM
NO.
LOCATION
APPROX.
SQ. FT.
MONTHLY
PRICE
1
City Hall
85,000
$
2
Parking Structure
176,200
$
3
Arts & Recreation Center
15,000
$
4
Esther Snyder Community Center
44,000
$
5
Julia McNeill Senior Center
11,646
$
6
Teri G. Muse Family Service Center
5,150
$
7
Teen Center & Skate Park
9,200
$
8
Barnes Park Family Recreation Center
3,500
$
9
Walnut Creek Nature Park
750
$
10
Hamilton City Yard
10,000
$
11
Playground Services (Hilda L. Sons, Morgan Park & Barnes Park)
$
12
Outdoor Restroom Day Porter Services (12PM-2PM)
$
13
Outdoor Restroom Day Porter Services (5PM-6PM)
Ma 18' -Sept. 30tH
$
14
Day Porter Hourly Rate for Special Events
(only on an as needed basis forspecial events
Per staff
$
TOTAL COST PER MONTH
$
TOTAL ANNUAL COST
$
THE ANNUAL SUM (spell out amount):
L_
Signature
Print Name
Title
Company
34
BID PROPOSAL FY 2021/2022
Bidder Name:
The above-named Bidder, having examined the proposed Contract Documents and having
visited the sites and examined the conditions affecting the work, hereby proposes and agrees
to furnish all labor, materials, supplies and equipment, and to perform operations necessary to
complete the work as required by proposed Contract Documents.
ITEM
NO.
LOCATION
APPROX.
SQ. FT.
MONTHLY
PRICE
1
City Hall
85,000
$
2
Parking Structure
176,200
$
3
Arts & Recreation Center
15,000
$
4
Esther Snyder Community Center
44,000
$
5
Julia McNeill Senior Center
11,646
$
6
Teri G. Muse Family Service Center
5,150
$
7
Teen Center & Skate Park
9,200
$
8
Barnes Park Family Recreation Center
3,500
$
9
Walnut Creek Nature Park
750
$
10
Hamilton City Yard
10,000
$
11
Playground Services (Hilda L. Sons, Morgan Park & Barnes Park)
$
12
Outdoor Restroom Day Porter Services (12PM-2PM)
$
13
Outdoor Restroom Day Porter Services (5PM-6PM)
Ma 1 s` -Se t. 30th
$
14
Day Porter Hourly Rate for Special Events
(only on an as needed basis forspecial events
Per staff
$
TOTAL COST PER MONTH
$
TOTAL ANNUAL COST
$
THE ANNUAL SUM (spell out amount):
Signature
Print Name
Title
Company
35
BID PROPOSAL FY 2022/2023
Bidder Name:
The above-named Bidder, having examined the proposed Contract Documents and having
visited the sites and examined the conditions affecting the work, hereby proposes and agrees
to furnish all labor, materials, supplies and equipment, and to perform operations necessary to
complete the work as required by proposed Contract Documents.
ITEM
NO.
LOCATION
APPROX.
SQ. FT.
MONTHLY
PRICE
1
City Hall
85,000
$
2
Parking Structure
176,200
$
3
Arts & Recreation Center
15,000
$
4
Esther Snyder Community Center
44,000
$
5
Julia McNeill Senior Center
11,646
$
6
Teri G. Muse Family Service Center
5,150
$
7
Teen Center & Skate Park
9,200
$
8
Barnes Park Family Recreation Center
3,500
$
9
Walnut Creek Nature Park
750
$
10
Hamilton City Yard
10,000
$
11
Playground Services (Hilda L. Sous, Morgan Park & Barnes Park)
$
12
Outdoor Restroom Day Porter Services (12PM-2PM)
$
13
Outdoor Restroom Day Porter Services (513M -613M)
Ma 1st -Sept. 301h
$ "
14
Day Porter Hourly Rate for Special Events
(only on an as needed basis forspecial events
Per staff
$
TOTAL COST PER MONTH
$
TOTAL ANNUAL COST
$
THE ANNUAL SUM (spell out amount):
Signature
Print Name
Title
Company
36
STAFF REPORT
ITEM NO. 'T
TO: Honorable Mayor and Co ' members
FROM: Steven M. McLedn, f of Police 1
DATE: March 4, 2020 1
SUBJECT: Approval Of Resolution For California Declared Disaster DR#
4305; CAL OES ID# 037-03666; 2017 Winter Storm Damage
Reimbursement
SUMMARY
This report requests City Council approval of the attached Resolution DR# 4305, CAL OES IN 037-
03666; for the 2017 Winter Storm Damage to the City of Baldwin Park Facilities. The State of
California, Governor's Office of Emergency Services (Cal OES) has approved a reimbursement of
$13,172 to be released to the City of Baldwin Park.
RECOMMENDATION
Staff recommends that the City Council:
1. Approve the attached Agent Resolution DR #4305; and
2. Authorize the Chief Executive Officer/CEO, Chief of Police, or the Director of Finance to
complete and sign all appropriate documentation necessary to close out this reimbursement
claim.
FISCAL IMPACT
There is no fiscal impact associated with this item.
BACKGROUND
The City of Baldwin Park experienced a major rain storm as did many parts of Southern California in
2017. In response to the severe weather, many of the City's facilities suffered extensive water
damage that required emergency repairs to be done immediately.
DISCUSSION
This measure was taken in an effort to safeguard both Public Health and City property for further
damages resulting from the severe and continuous heavy rains.
ALTERNATIVES
None
LEGAL REVIEW
This report does not require review by the City Attorney.
ATTACHMENTS
1. Agent Resolution DR #4305 and Project Assurances for Federal Assistance Form
Attachment 7
Agent Resolution DR #4305 and Project
Assurances for Federal Assistance Form
STATE OF CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES Cal OES ID No:
Cal OES 130
037-03666
DESIGNATION OF APPLICANT'S AGENT RESOLUTION
FOR NON -STATE AGENCIES
BE rr RESOLVED BY THE
CITY COUNCIL
OF THE CITY OF BALDWIN PARK
(Governing Body)
THAT CHIEF EXECUTIVE OFFICER
(Title of Authorized Agent)
(Name of Applicant)
OR
CHIEF OF POLICE OR
(Title of Authorized Agent)
DIRECTOR OF FINANCE
(Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the CITY OF BALDWIN PARK a public entity
(Name of Applicant)
established under the laws of the State of California, this application and to file it with the California Governor's Office of Emergency
Services for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford
Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.
THAT the CITY OF BALDWIN PARK a public entity established under the laws of the State of California,
(Name of Applicant)
hereby authorizes its agent(s) to provide to the Governor's Office of Emergency Services for all matters pertaining to such state disaster
assistance the assurances and agreements required.
Please check the appropriate box below:
This is a universal resolution and is effective for all open and future disasters up to three (3) years following the date of approval below.
This is a disaster specific resolution and is effective for only disaster number(s) DR# 4305
Passed and approved this day of
20
SHANNON YAUCHZEE, CEO/CITY MANAGER
(Name and Title of Governing Body Representative)
STEVEN M. MCLEAN, CHIEF OF POLICE
(Name and Title of Governing Body Representative)
ROSE TAM, DIRECTOR OF FINANCE
I, JEAN M. AYALA
(Name)
CITY OF BALDWIN PARK
(Name of Applicant)
(Name and Title of Governing Body Representative)
CERTIFICATION
duly appointed and CITY CLERK
(Title)
do hereby certify that the above is a true and correct copy of a
Resolution passed and approved by the CITY COUNCIL
(Governing Body)
on the day of 120—.
(Signature)
Cal OES 130 (Rev.9/13) Page 1
the CITY OF BALDWIN PARK
(Name of Applicant)
CITY CLERK
(Title)
STATE OF CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES
Cal OES 130 - Instructions
A Designation of Applicant's Agent Resolution for Non -State Agencies is required of all Applicants to be eligible to
receive funding. A new resolution must be submitted if a previously submitted Resolution is older than three (3) years
from the last date of approval, is invalid or has not been submitted.
When completing the Cal OES Form 130, Applicants should fill in the blanks on page 1. The blanks are to be filled in as
follows:
Resolution Section:
Governing Body: This is the group responsible for appointing and approving the Authorized Agents.
Examples include: Board of Directors, City Council, Board of Supervisors, Board of Education, etc.
Name of Applicant: The public entity established under the laws of the State of California. Examples include: School
District, Office of Education, City, County or Non-profit agency that has applied for the grant, such as: City of San Diego,
Sacramento County, Burbank Unified School District, Napa County Office of Education, University Southern California.
Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency
Management Agency and the Governor's Office of Emergency Services regarding grants applied for by the Applicant. There are
two ways of completing this section:
1. Titles Only: If the Governing Body so chooses, the titles of the Authorized Agents would be entered here, not
their names. This allows the document to remain valid (for 3 years) if an Authorized Agent leaves the position
and is replaced by another individual in the same title. If "Titles Only" is the chosen method, this document
must be accompanied by a cover letter naming the Authorized Agents by name and title. This cover letter can
be completed by any authorized person within the agency and does not require the Governing Body's signature.
2. Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents would be
listed. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the position
listed on the document or their title changes.
Governing Body Representative: These are the names and titles of the approving Board Members.
Examples include: Chairman of the Board, Director, Superintendent, etc. The names and titles cannot be one of the
designated Authorized Agents, and a minimum of two or more approving board members need to be listed.
Name and Title: This is the individual that was in attendance and recorded the Resolution creation and approval.
Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the
designated Authorized Agents or Approving Board Member (if a person holds two positions such as City Manager and
Secretary to the Board and the City Manager is to be listed as an Authorized Agent, then the same person holding the
Secretary position would sign the document as Secretary to the Board (not City Manager) to eliminate "Self
Certification."
Cal OES 130 (Rev.9/13) Page 2
STATE OF CALIFORNIA
GOVERNOR'S OFFICE OF EMERGENCY SERVICES
Cal OES 89
Disaster No: DR94305
Cal OES ID No: 037-03666
DUNS No: 070207998
PROJECT ASSURANCES FOR FEDERAL ASSISTANCE
SUBRECIPIENT'S NAME: CITY OF BALDWIN PARK, POLICE DEPARTMENT
(Name of ftaaniation)
ADDRESS: 14403 E. PACIFIC AVENUE
CITY: BALDWIN PARK
TELEPHONE: 626-960-1955 EXT. 411
AUTHORIZED AGENT: STEVEN M. MCLEAN
STATE: CA ZIP CODE: 91706
FAX NUMBER: 626-338-5545
EMAIL ADDRESS: SMCLEAN((a»BALDWINPARK.COM
ASSURANCES — CONSTRUCTION PROGRAMS
CHIEF OF POLICE
Note: Certain of these assurances may not be applicable to all of your projects. If you have questions, please contact the California
Governor's Office of Emergency Services. Further, certain federal assistance awarding agencies may require applicants to
certify to additional assurances. If such is the case, you will be notified.
As the duly authorized representative of the applicant, I certify that the subrecipient named above:
1. Has the legal authority to apply for federal assistance, and the institutional, managerial and financial capability (including
funds sufficient to pay the non-federal share of project costs) to ensure proper planning, management, and completion of the
project described in this application.
2. Will give the awarding agency, the Comptroller General of the Unites States, Federal Office of Inspector General 2 CFR
200.336, and if appropriate, the state, through any authorized representative, access to and the right to examine all records,
books, papers, or documents related to the assistance; and will establish a proper accounting system in accordance with
generally accepted accounting standards or agency directives.
3. Will not dispose of modify the use of or change the terns of the real property title, or other interest in the site and facilities
without permission and instructions from the awarding agency. Will record the federal interest in the title of real property in
accordance with awarding agency directives and will include a covenant in the title of real property acquired in whole or in
part with federal assistance fiords to assure nondiscrimination during the useful life of the project.
4. Will comply with the requirements of the assistance -awarding agency with regard to the drafting, review and approval of
construction plans and specifications.
5. Will provide and maintain competent and adequate engineering supervision at the construction site to ensure that the
complete work conforms with the approved plans and specifications and will furnish progress reports and such other
information as may be required by the assistance awarding agency or state.
6. Will initiate and complete the work within the applicable time frame after receipt of approval of the awarding agency.
7. Will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the
appearance of personal or organizational conflict of interest, or personal gains.
8. Will comply with the Lead -Based Paint Poisoning Prevention Act (42 U.S.C. §§ 4801 et seq.), which prohibits the use of
lead based pain in construction or rehabilitation of residence structures.
Cal OES 89 (Rev.02/17) (Page 1 of 3)
Will comply with all federal statutes relating to nondiscrimination. These include but are not limited to: (a) Title VI of the
Civil Rights Act of 1964 (P.L 88-352) which prohibits discrimination on the basis of race, color, or national origin; (b) Title
IX of the Education Amendments of 1972, as amended (20 U.S.0 §§ 1681-1683 and 1685-1686) which prohibits
discrimination on the basis of sex; (c) Section 504 of the rehabilitation Act of 1973, as amended (29 U.S.C. § 794) which
prohibit discrimination on the basis of handicaps; (d) the Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101-
6107) which prohibits discrimination on the basis of age; (e) the Drug Abuse Office and Treatment Act of 1972 (P.L. 93-
255) as amended, relating to nondiscrimination on the basis of drug abuse; (f) the Comprehensive Alcohol Abuse and
Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (P.L. 91-616) as amended, relating to nondiscrimination
on the basis of alcohol abuse or alcoholism; (g) §§ 523 and 527 of the Public Health Service Act of 1912 (42 U.S.C. 290 dd-
3 and 290 ee-3) as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil
Rights Act of 1968 (42 U.S.C. § 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental, or financing of
housing; (i) any other nondiscrimination provisions in the specific statute(s) which may apply to the application.
10. Will comply, or has already complied, with the requirements of Titles II and III of the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970 (P.L. 91-646) which provides for fair and equitable treatment of persons
displaced or whose property is acquired as a result of federal and federally assisted programs. These requirements apply to
all interests in real property acquired for project purposes regardless of federal participation in purchases.
11. Will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973
(P.L. 93-234) which requires recipients in a special flood hazard area to participate in the program and to purchase flood
insurance if the total cost of insurable construction and acquisition is $5,000 or more.
12. Will comply with environmental standards which may be prescribed pursuant to the following: (a) institution of
environmental quality control measures under the National Environmental Policy Act of 1969 (P.O 91-190) and Executive
Order (EO) 11514; (b) notification of violating facilities pursuant to EO 11738; (c) protection of wetlands pursuant to EO
11990; (d) evaluation of flood hazards in floodplains in accordance with EO 11988; (e) assurance of project consistency
with the approved state management program developed under the Coastal Zone Management Act of 1972 (16 U.S.C. §§
1451 et seq.); (f) conformity of federal actions to State (Clean Air) Implementation Plans under Section 176(c) of the Clean
Air Act of 1955, as amended (42 U.S.C. § 7401 et seq.); (g) protection of underground sources of drinking water under the
Safe Drinking Water Act of 1974, as amended, (P.L. 93-523); and (h) protection of endangered species under the
Endangered Species Act of 1973, as amended (P.O. 93-205).
13. Will comply with the Wild and Scenic Rivers Act of 1968 (16 U.S.C. §§ 1271 et seq.) related to protecting components or
potential components of the national wild and scenic rivers system
14. Will assist the awarding agency in assuring compliance with Section 106 of the National Historic Preservation Act of 1966,
as amended (16 U.S.C. 470), EO 11593 (identification and preservation of historic properties), and the Archeological and
Historic Preservation Act of 1974 (16 U.S.C. 469a-1 et seq.).
15. Will comply with Standardized Emergency Management (SEMS) requirements as stated in the California Emergency
Services Act, Goverment Code, Chapter 7 of Division 1 of Title 2, Section 8607.1(e) and CCR Title 19, Sections 2445,
2446, 2447, and 2448.
16. Subrecipients expending $750,000 or more in federal grant funds annually are required to secure an audit pursuant to
OMB Uniform Guidance 2 CFR Part 200, Subpart F. Will cause to be performed the required financial and compliance
audits in accordance with the Single Audit Act of 1984 and the Single Audit Act Amendments of 1996.
17. Will disclose in writing any potential conflict of interest to the Federal awarding agency or pass-through entity in
accordance with §200.112.
18. Will comply with all applicable requirements of all other federal laws, Executive Orders, regulations and policies governing
this program.
19. Has requested through the State of California, federal financial assistance to be used to perform eligible work approved in
the subrecipient application for federal assistance. Will, after the receipt of federal financial assistance, through the State of
California, agree to the following:
a. The state warrant covering federal financial assistance will be deposited in a special and separate account, and will be
used to pay only eligible costs for projects described above;
b. To return to the State of California such part of the funds so reimbursed pursuant to the above numbered application,
which are excess to the approved actual expenditures as accepted by final audit of the federal or state government.
c. In the event the approved amount of the above numbered project application is reduced, the reimbursement applicable
to the amount of the reduction will be promptly refunded to the State of California.
Cal OES 89 (Rev.02/17) (Page 2 of 3)
20. The non -Federal entity for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency
or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially
affecting the Federal award §200.113. Failure to make required disclosures can result in any of the remedies described in
§200.338 Remedies for noncompliance, including suspension or debarment.
21. Will not make any award or permit any award (subaward or contract) to any party which is debarred or suspended or is
otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order 12549 and
12689, "Debarment and Suspension."
"I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized by the above named
subrecipient to enter into this agreement for and on behalf of the said subrecipient, and by my signature do bind the subrecipient
to the terns thereof."
STEVEN M. MCLEAN
PRINTED NAME
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL
CHIEF OF POLICE 01-26-2020
TITLE
Cal OES 89 (Rev.02/17) (Page 3 of 3)
DATE
STAFF REPORT
ITEM NO. J
TO: Honorable Mayor and Members of the City Council
FROM: Sam Gutierrez, Director of Public Works
DATE: March 4, 2020
SUBJECT: Approval of a Memorandum of Agreement Between the City of
JAW Baldwin Park and San Gabriel Valley Council of Governments
(SGVCOG) for Participation in the San Gabriel Valley Bike Share
Regional Program
SUMMARY
This report is requesting City Council approval a Memorandum of Agreement (MOA), which will
authorize the City to participate in a Bike Share Regional Pilot Program led by the San Gabriel Valley
Council of Governments (SGVCOG). Through this MOA the City of Baldwin Park will designate Gotcha
Media Holdings, LLC as the sole operator of the bike share pilot program.
RECOMMENDATION
Staff recommends that the City Council:
1. Approve the Memorandum of Agreement (MOA) MOA between the City of Baldwin Park and
the San Gabriel Valley Council of Governments (SGVCOG) for participation in the San Gabriel
Valley Bike Share Regional Program; and
2. Authorize the Mayor and City Clerk to execute the MOA with the San Gabriel Valley Council of
Governments.
FISCAL IMPACT
There is no impact to the General Fund. Participation in the Bike Share Regional Pilot Program will be
at no cost to the City. Consequently, there is no fiscal impact as a result of approval of this MOA.
BACKGROUND
In 2016, SGVCOG submitted an application to the Caltrans Active Transportation Program (ATP) to
implement a regional bike share pilot program ("Regional Pilot Program") in the San Gabriel Valley. In
2017, SGVCOG was awarded $4.5 million to implement the pilot program and to deploy a minimum of
840 bicycles and 84 stations in 15 participating cities in the San Gabriel Valley. It is estimated that
under this program fifty percent of these bicycles will be deployed in disadvantaged communities.
The Regional Pilot Program would allow the implementation of a regional bike share program, with the
goal of increasing the share of bicycling trips within the region, decreasing drive alone trips, promoting
and encouraging bicycling as a safe and sustainable mode of transportation for short local trips,
including one-way trips, and expanding low-cost transportation options. A Regional Pilot Program
would allow cities to implement a bike share program without having to manage and implement a
program individually — saving staff time, reducing costs, and maximizing economies of scale.
SGVCOG will be implementing a dock -less E -bike share system, rather than a traditional system, in
order to address some of the challenges that have arisen with previously implemented bike share
systems. E -bikes allow riders to travel further, faster, and easier, even up hills. With a dock -less system,
cities and users have more flexibility for the options available to users to end their rides. Cities can
utilize traditional bike share stations or smaller mobility hubs as locations where users can end their e -
bike rides. Many companies' bikes also offer precise location tracking technology that allows the City
and the company to manage where bikes are dropped at the end of rides. Given the topography and
the anticipated distances that riders would travel, the SGVCOG determined that the best way to
structure the program for the community would be to implement a 100% E -bike program.
In addition to the City of Baldwin Park, 13 other cities and the unincorporated areas of the County of
Los Angeles have signed up to participate in the initial launch of the program. Participating cities could
participate in the program at no cost and could work closely with the selected vendor to determine the
appropriate number and locations of a -bikes and stations in the City. The City can participate in the
program at no cost.
On September 2018, SGVCOG initiated a joint request for proposals including all participating cities to
procure a sole vendor to implement the a -bike share pilot program for the fifteen participating
jurisdictions in the region. The SGVCOG received proposals from 6 e -bike share companies: Bewegen
Tech, Gotcha Media Holdings, LLC, HopR, Jump by Uber, Ride On, and Veoride.
A Technical Evaluation Committee (TEC) that included staff from the SGVCOG and the cities of
Pasadena, San Dimas, and South Pasadena reviewed the proposals and selected Gotcha Media
Holdings, LLC (Gotcha) as the vendor. Gotcha's a -bike more precise location tracking technology
allows the company to see whether the a -bikes were dropped by users at the appropriate stations.
Gotcha currently operates at least 48 bike share systems across the country and more programs are
currently in development. For example, Gotcha is implementing a similar regional a -bike share system
in North County San Diego, in the cities of Del Mar, Encinitas, and Solana Beach.
DISCUSSION
At its meeting on February 25, 2019, SGVCOG's Capital Projects Committee executed a 3 -year
agreement — with an optional 3 -year extension — with Gotcha to implement the a -bike share pilot
program at a cost of $1,926,500. The contract also includes a number of key performance indicators
with which Gotcha must comply, as outlined below:
• Gotcha Smartphone Application shall be functional at least 99.5% of the time,
• 90% of all bikes shall have at least 50% of full charge at all times;
• Maintenance and inspection shall be performed on all bicycles at least monthly or every 200
miles, which is less;
• All reports shall be resolved within 2 hours during business hours (8 a.m. — 8 p.m. Monday
through Friday except for State and Federal holidays);
• Any report outside of business shall be resolved within 2 hours of the start of the next business
hours;
• A dashboard is available to cities at all times that provides real-time data on total trips, average
number of daily riders, average distance of riders, pick-up and drop-off heat maps, trip route
heat maps, location of parked bikes, average duration of trips, and unique riders per work;
• 90% of all bicycles are parked in compliance with the agreed-upon parking strategy at all times.
Once the program has launched, users will be able to download the Gotcha smartphone application
in order to access the e -bikes. The Gotcha smartphone application also allows users to see the current
location of e -bikes. To ride, users can use their smartphone to scan a code on the bike to unlock it. At
the end of the ride, users will lock the bike and end their ride in the application. If a user returns the
bike to a location that has not been designated as a "station", they will be charged an additional fee. If
the user returns the bike to a location that is outside of the service area entirely, they will be charged
a fee of $50. Users that do not have a smartphone can purchase a card that can be scanned on the
bikes as well. These cards can be purchased at designated locations throughout the City.
On January 15, 2020, the Council adopted Resolution No. 2020-001, which authorized participation in
the SGVCOG Bike Share Regional Pilot Program approved the installation of bike share stations at
various locations citywide. To facilitate participation in the SGVCOG's Regional Pilot Program, a MOA
between the City of Baldwin Park and SGVCOG would need to be executed. Under the MOA,
SGVCOG will be responsible for the following:
• Managing the contract with Gotcha;
• Paying for all infrastructure (e -bikes and stations) associated with the program. SGVCOG's
contract;
• Monitoring compliance with key performance indicators, as outlined in the Gotcha contract;
• Providing monthly program reports to the City;
• Monitoring and coordinating with Gotcha to ensure that implementation issues are addressed
in a timely manner;
• Coordinating marketing and launch activities in conjunction with Gotcha.
The City will be responsible for the following:
• Designating Gotcha as the sole operator of a pilot bike share program, who would operate
under the terms and conditions of Gotcha's agreement with the SGVCOG.
• Facilitating the implementation of the program by helping to identify potential bike share stations
and facilitating their installation;
• Participating in program development;
• Providing support as needed to support program marketing and program launch;
• Designating a project manager to participate in coordination calls and respond to
correspondence;
• Notifying the SGVCOG of any proposed regulations, ordinances, or requirements that could
impact program implementation;
• Report incidents of non-compliance with key performance indicators.
The MOU would end at the same time as the SGVCOG's contract with Gotcha on February 28, 2022.
The City would have no financial commitment as part of the MOU and would receive a -bikes and e -
bike share stations at no cost.
If the MOU is adopted by the City Council, staff will continue working with the SGVCOG and Gotcha
to facilitate the implementation of the Regional Pilot Program in the City.
ENVIRONMENTAL
The action being considered by the City Council is exempt from the California Environmental Quality
Act (CEQA) because it is not a "project" under Section 15378(b)(5) of CEQA Guidelines. The action
involves an organizational or administrative activity of government that will not result in the direct or
indirect physical change in the environment.
ALTERNATIVES
1. The City Council may choose not to adopt the Memorandum of Agreement.
2. Provide Staff with alternative direction.
LEGAL REVIEW
This report has been reviewed and approved by the City Attorney as to legal form and content.
ATTACHMENTS
1. Memorandum of Agreement
2. Location Map
Attachment 1
Memorandum of Agreement
MEMORANDUM OF AGREEMENT
MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF BALDWIN PARK AND THE SAN
GABRIEL VALLEY COUNCIL OF GOVERNMENTS FOR PARTICIPATION IN THE SAN
GABRIEL VALLEY REGIONAL E -BIKE SHARE PROGRAM
This Memorandum of Agreement ("MOA" or "Agreement") is made as of (date) by and between
the City of Baldwin Park ("City") and the San Gabriel Valley Council of Governments ("SGVCOG").
The City and SGVCOG are sometimes referred to herein as Party or collectively as Parties.
RECITALS:
A. The SGVCOG was established to have a unified voice to maximize resources and
advocate for regional and member interests to improve the quality of life in the San
Gabriel Valley by the member cities and other local governmental agencies;
B. The SGVCOG received funding through the Caltrans Active Transportation Program (ATP)
to implement a San Gabriel Valley Regional Pilot E -Bike Share Program ("Regional Pilot
Program");
C. The San Gabriel Valley Regional E -Bike Share Program will allow users to travel easily
throughout the region;
D. The City and the SGVCOG have a shared desire to increase the share of biking trips,
decrease drive alone trips, promote and encourage bicycling as a safe and sustainable mode
of transportation for short local trips, and expand low-cost transportation options;
E. The SGVCOG completed a competitive procurement to select a vendor to operate and
implement the Regional Pilot Program;
F. The SGVCOG selected Gotcha Media Holdings, LLC, through its competitive procurement
process to implement and operate the Regional Pilot Program;
G. The SGVCOG entered into a three-year agreement with Gotcha Media Holdings, LLC to
implement and operate the Regional Pilot Program (referred to herein as the "Contract");
H. The City desires to participate in the Regional Pilot Program.
NOW, THEREFORE, the Parties agree to the following:
I. GENERAL CONDITIONS:
A. The Parties to this MOA are the City and the SGVCOG.
B. The term of this MOA shall commence upon execution of the MOA by all Parties and shall
continue through the end of the SGVCOG's Contract with Gotcha Media Holdings, LLC on
February 27, 2022. The term of this MOA may be extended by mutual agreement of all
Parties through written consent.
C. The Parties agree to not seek any reimbursement from any of the other Parties for
communication related to this MOA performed by City or SGVCOG staff associated with this
effort
II. RESPONSIBILTIES OF EACH OF THE PARTIES:
A. SGVCOG
1. Will work with Gotcha Media Holdings, LLC to manage ongoing coordination of project calls
and in-person meetings throughout the life of the Regional Pilot Program.
2. Will monitor compliance with the following key performance indicators, as defined in the
SGVCOG's contract with Gotcha Media Holdings, LLC, and enforce penalties for non-
compliance, as outlined in the Contract:
a. App & customer service support portal
b. Bicycle distribution
c. Bicycles in service (in working order)
d. Bicycle maintenance & repairs
e. Report responsiveness
f. Data reporting
g. Bicycle parking
3. Will provide monthly program reports to the City. The SGVCOG will work with Gotcha Media
Holdings, LLC to develop custom reports as requested by the City.
4. Will monitor and coordinate with Gotcha Media Holdings, LLC to ensure that
implementation issues, non-compliance with key performance indicators, and customer
complaints are resolved in a timely fashion.
5. Will coordinate marketing and launch activities in conjunction with Gotcha Media Holdings,
LLC.
B. City
1. Will designate Gotcha Media Holdings, LLC as the sole operator of a bike share pilot
program in the City during the one-year pilot period.
2. Will facilitate implementation by helping to identify potential a -bike share stations and
helping to coordinate the installation of these stations.
3. Will participate in program development to facilitate implementation in the City.
4. Will provide support as needed for activities related to marketing and program launch.
5. Will participate in coordination calls and meetings with all parties throughout the life of the
Regional Pilot Program.
6. Will provide a Project Manager with name, title, and contact information.
7. Will actively engage in the implementation of the Regional Pilot Program including,
responding to correspondence, i.e., phone calls, e-mails and attending in-person meetings.
8. Will notify SGVCOG and Gotcha Media Holdings, LLC of any proposed regulations,
ordinances, or requirements that could impact implementation of the Regional Pilot
Program prior to adoption or implementation.
9. Report incidents of non-compliance with key performance indicators to Gotcha Media
Holdings, LLC and the SGVCOG.
10. Report customer complaints and other issues to Gotcha Media Holdings, LLC and the
SGVCOG.
III. PROJECT MANAGEMENT:
A. For purposes of this MOA, the SGVCOG designates the following individual as its Project
Manager:
Caitlin Sims
Principal Management Analyst
1000 S. Fremont Ave, Unit 42
Bldg. A10 -N, Suite 10210
Alhambra, CA 91803
626.457.1800
csims(a)_sgvcog.org
B. For purposes of this MOA, the City of Baldwin Park designates the following individual as
its Project Manager:
John Beshay
Engineering Manager
14403 E. Pacific Avenue
Baldwin Park, CA 91706
(626) 960-4011 Ext. 459
jbeshay _baldwinpark.com
C. Additional Parties' contacts include the following individuals:
Marisa Creter
Executive Director
San Gabriel Valley Council of Governments
mcreter _sgvcog.org
Either Party may designate a new Project Manager or additional contact upon written notice to
the other Party containing the contact information as set forth above.
IV. DEFAULT:
A. Default under this MOA is defined as any one or more of the following:
(i) The SGVCOG or the City fail to comply with the terms and conditions contained in
this MOA;
(ii) The SGVCOG or the City fail to perform satisfactorily or to make sufficient progress
toward completion, or make a material change to the communication related to the
MOA or budget without the SGVCOG's prior written consent or approval; or
(iii) The SGVCOG or the City is in default of any other applicable requirements.
V. REMEDIES:
A. In the event of a Default a written notice of such Default will be provided by the Party
alleging the Default and the defaulting Party shall provide a plan to the non -defaulting Party
as soon as practical to cure the Default within 30 days of receipt of such written notice. In
the event the defaulting Party fails to cure the Default or commit to cure the Default and
commence the same within such 30 -day period to the satisfaction of the non -defaulting
Party, the non -defaulting Party may terminate this MOA.
B. Effective upon receipt of written notice of termination the defaulting Party shall not
undertake any new work or obligation with respect to this Agreement unless so approved
in writing by the non -defaulting Party.
Subject to each Party's agreement to provide prior written notice with a 30 -day period to cure the
Default, the remedies described herein are non-exclusive. Each Party shall have the right to
enforce any and all rights and remedies herein or which may be now or hereafter available at
law.
VI. TERMINATION:
A. This MOA may be terminated by any Party to the MOA at any time and for any reason.
Termination will occur 30 days after written notice is mailed by first-class mail, postage pre-
paid, by any Party of its intent to terminate the MOA to the other Party.
B. This MOA may be terminated if exchange of services and levels of effort of Parties does
not meet parameters as outlined in this MOA.
VII. INDEMNITY:
A. Neither the SGVCOG or any officer or employee thereof is responsible for any injury,
damage or liability occurring by reason of anything done or omitted to be done by the City,
its officers, agents and contractors in connection with this MOA. To the fullest extent
permitted by law, the City shall defend (at the City's sole cost and expense with legal
counsel reasonably acceptable to the SGVCOG), indemnify, protect, and hold harmless
the SGVCOG, its subsidiaries, officers, directors, employees, and agents from and against
any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration
awards, settlements, damages, demands, orders, penalties, and expenses including legal
costs and attorney fees, including but not limited to claims arising from injuries to or death
of persons (the City's employees included), for damage to property, including property
owned by the SGVCOG, or from any violation of any federal, state, or local law or
ordinance, alleged to be caused by the negligent acts, omissions or willful misconduct of
the City, its officers, directors, employees or agents in connection with or arising out of the
performance of this MOA.
B. Neither the City or any officer or employee thereof is responsible for any injury, damage or
liability occurring by reason of anything done or omitted to be done by the SGVCOG, its
subsidiaries, officers, agents and contractors in connection with this MOA. To the fullest
extent permitted by law, the SGVCOG shall defend (at the SGVCOG's sole cost and
expense with legal counsel reasonably acceptable to the City), indemnify, protect, and hold
harmless the City, its officers, directors, employees, and agents from and against any and
all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards,
settlements, damages, demands, orders, penalties, and expenses including legal costs and
attorney fees, including but not limited to claims arising from injuries to or death of persons
(the SGVCOG's employees included), for damage to property, including property owned
by the City, or from any violation of any federal, state, or local law or ordinance, alleged to
be caused by the negligent acts, omissions or willful misconduct of the SGVCOG, its
officers, directors, employees or agents in connection with or arising out of the performance
of this MOA.
VIII. OTHER TERMS AND CONDITIONS:
A. The City, its contractors, officers, agents and employees in the performance of this MOA
are not contractors, officers, agents or employees of the SGVCOG and attest to no
organizational or personal conflicts of interest and agree to notify the SGVCOG
immediately in the event that a conflict, or the appearance thereof, arises. The City, its
contractors, officers, agents and employees, shall not represent themselves as contractors,
officers, agents or employees of the SGVCOG and shall have no powers to bind the
SGVCOG in contract or otherwise.
B. This MOA, along with the applicable requirements of the SGVCOG, constitutes the entire
understanding between the Parties, with respect to the subject matter herein. The MOA
shall not be amended, nor any provisions or breach hereof waived, except in writing signed
by the Parties who agreed to the original MOA or the same level of authority.
C. In the event that there is any legal court (e.g., Superior Court of the State of California,
County of Los Angeles, or the U.S. District Court for the Central District of California)
proceeding between the Parties to enforce or interpret this Agreement or the applicable
requirements of the SGVCOG to protect or establish any rights or remedies hereunder,
each Party shall bear its own costs and expenses, including attorneys' fees.
D. Neither Party hereto shall be considered in default in the performance of its obligations
hereunder to the extent that the performance of any such obligation is prevented or delayed
by unforeseen causes including acts of God, floods, earthquake, fires, acts of a public
enemy, and government acts beyond the control and without fault or negligence of the
affected Party. Each Party hereto shall give notice promptly to the other of the nature and
extent of any such circumstances claimed to delay, hinder, or prevent performance of any
obligations under this MOA.
E. Neither Party shall assign this MOA, or any part thereof, without the prior written consent
and prior approval of the other Party. Any such purported assignment without prior written
consent shall be void and unenforceable.
F. This Agreement shall be governed by California law and any applicable federal law.
G. If any provision of this MOA is held by a court of competent jurisdiction to be invalid, void,
or unenforceable, the remaining provisions shall nevertheless continue in full force without
being impaired or invalidated in any way.
H. The terms of this MOA shall inure to the benefit of, and shall be binding upon, each of the
parties and their respective successors and assigns.
This MOA constitutes the entire agreement between the Parties with respect to the subject
matter of this MOA and supersedes all prior and contemporaneous agreements and
understandings.
For the City of Baldwin Park
CITY OF BALDWIN PARK SAN GABRIEL VALLEY COUNCIL OF
GOVERNMENTS
Manual Lozano, Mayor
By:
Date:
Date:
/e\»: 6�ar :01
Robert Tafoya, City Attorney
Date:
ATTEST:
Jean M. Ayala, City Clerk
Date:
Attachment 2
Location Map
Recommended Hub Locations for Baldwin Park
# Name Location/ Docks: Notes
Type Rec. (Max.)
2 — 0605D Morgan Park Other/
Rack
4 — 0608A Baldwin Park Other/
Station Virtual
6 — 0609E Francisquito Ave Sidewalk/
& Ramona Blvd Rack
8 — 0613D Frazier St & On -street/
Francisquito Ave Rack
Note: * Alternate Locations
5 (6) Morgan Park parking lot, 2 spaces in
southwest corner
Southwest corner of Ramona Ave/ Downing
6 (6) Ave at train station entrance next to
monument
South of Ramona Blvd, west side of
8 (15) Francisquito Ave across the street from 76
gas station, next to bus shelter
South side of Frazier Street, east of
6 (35) Francisquito Ave, between red curb and
buffered bike lane
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STAFF REPORT
ITEM NO.
TO: Honorable Mayor and Members of the City Council
FROM: Sam Gutierrez, Director of Public Work'23�
DATE: March 4, 2019
SUBJECT: Adopt Resolution No. 2020-007 "A Resolution of the City
Council of the City of Baldwin Park Authorizing the Director of
Public Works to Execute Program Supplement No. T60 to
Administering Agency -State Agreement for State Funded
Projects No. 00378S for the Maine Avenue/Pacific Avenue
Corridor Complete Streets Improvements, Phase II Project."
SUMMARY
This report requests City Council consideration for the adoption of Resolution 2020-007, authorizing
the Director of Public Works to execute Program Supplement Agreement No. T60 to Administering
Agency -State Agreement for State Funded Projects No. 00378S, for the Maine Avenue and Pacific
Avenue Corridor Complete Streets Phase II Project. The Program Supplement Agreement will
incorporate the Project into the Master Agreement for administering state funded projects.
RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 2020-007, entitled, "A Resolution of the
City Council of the City of Baldwin Park Authorizing the Director of Public Works to Execute
Program Supplement No. T60 to Administering Agency -State Agreement for State Funded
Projects No. 00378S for the Maine Avenue/Pacific Avenue Corridor Complete Streets
Improvements, Phase II Project."
FISCAL IMPACT
There is no impact to the General Fund. The execution of the Program Supplement will disburse
$1,068,000.00 to the City (CIP Project No. 20-97, Account No. 270-50-520-58100-15701) in Active
Transportation Program (ATP) Cycle 3 grant funds for the construction of Complete Streets
improvements along the Maine Avenue and Pacific Avenue corridor.
BACKGROUND
Through the collaborative efforts of the City and its community partners Maine Avenue and Pacific
Avenue corridor was identified as a priority location that would benefit greatly by the implementation of
the City's Complete Streets Policy, Living Streets Manual and Green Streets resolution. In October
2011, the City received its first grant for complete street improvements along the northern portion of the
corridor between Los Angeles Street and Arrow Highway. The Grant was in the amount of $1,000,000
and included pedestrian and bicycle safety improvements through the Federal Safe Routes to School
(SRTS) Program. In August 2014, the City was awarded a Grant in the amount of $2,201,000 through
the Active Transportation Program (ATP), Cycle 1 call -for -projects for additional Complete Street
improvements along the same route as the Federal SRTS Grant.
On April 13, 2017, the City of Baldwin Park was informed that the California Transportation Commission
(CTC) approved grant funding for the Maine Avenue and Pacific Avenue Corridor between Los Angeles
Street and Ardilla Street (South City Limit) as part of the Southern California Association of
Governments (SCAG) Regional Program of the 2017 ATP Cycle 3 call -for -projects process. The grant,
in the amount of $1,068,000, was awarded for the construction of Complete Street Improvements along
the southern portion of the corridor.
DISCUSSION
The Project will continue the improvements started in previous phases of the project consisting of the
installation of ADA compliant improvements such as sidewalks, curb extensions, bulb -out and access
ramps, installation of dedicated Class II bike lanes, stormwater quality improvements such as rain
gardens and catch basin relocations, drought tolerant street landscape and smart irrigation
improvements and roadway resurfacing. Additionally, the project includes the installation of detectable
warning surfaces where needed, pruning tree roots and installing root barriers and installation of bus
stop amenities such as bus shelters and trash cans.
On January 5, 2020, the CTC approved the allocation of funds to the City of Baldwin Park. As a
condition for the disbursement of funds, the City must execute Program Supplement Agreement No.
T60 (attached), which adopts and incorporates this project into the existing Administering Agency -State
Agreement for State Funded Projects No. 00378S entered between the City and the State on June 21,
2012. The Program Supplement Agreement contains specific technical information regarding the
project, such as detailed cost, scope, and schedule.
ALTERNATIVES
1. The City Council may choose not to award a construction contract, reject all bids and re -bid the
project. This action is not recommended as re -bidding the project will delay the work and
increase costs.
2. Provide Staff with alternate direction.
ENVIRONMENTAL REVIEW
The subject Maine Avenue and Pacific Avenue Corridor Complete Street Improvements Phase II
Project is exempt from the California Environmental Quality Act (CEQA) pursuant to a Class 1 (Section
15201, Existing Facilities), subsection (c) exemption, which includes the repair, maintenance, and/or
minor alteration of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and
similar facilities (this includes road grading for the purpose of public safety). The key consideration for
a Class 1 exemption is whether the project involves negligible or no expansion of an existing use.
LEGAL REVIEW
None Required.
ATTACHMENTS
1. Resolution No. 2020-007
2. Program Supplement No. T60
Attachment 1
Resolution No. 2020-007
RESOLUTION NO. 2020-007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BALDWIN PARK
AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXECUTE PROGRAM
SUPPLEMENT NO. T60 TO ADMINISTERING AGENCY -STATE AGREEMENT FOR
STATE FUNDED PROJECTS NO. 00378S FOR THE MAINE AVENUE AND PACIFIC
AVENUE CORRIDOR COMPLETE STREETS IMPROVEMENTS, PHASE II
PROJECT
WHEREAS, the City of Baldwin Park is eligible to receive Federal and/or State
funding for Transportation Projects; and
WHEREAS, the Federal and/or State Agencies revised the programming and
funding process for Transportation Projects, which are incorporated into new Master
Agreements; and
WHEREAS, Master Agreements, Program Supplement Agreements, Fund
Exchange Agreements and/or Fund Transfer Agreements need to be executed with
Federal and State Agencies including the California Department of Transportation
before such funds could be claimed; and
WHEREAS, the City of Baldwin Park wishes to delegate authorization to
execute these agreements and any amendments thereto to the Director of Public
Works or his designee.
NOW THEREFORE, IT IS HEREBY RESOLVED AS FOLLOWS:
SECTION 1. All of the above recitals are all true and correct.
SECTION 2. That the City of Baldwin Park agrees to comply with all
conditions and requirements set forth in the Master Agreement and applicable
statutes, regulations, and guidelines for all federally and/or State Funded
Transportation Projects.
SECTION 3. That the Mayor and City Council approved Master Agreement
which is effective June 1, 2009 and all Program Supplements and any Amendments
thereto, for Federally and/or State Funded Projects.
SECTION 4. That the Director of Public Works or his designee be authorized to
execute the Program Supplement Agreement No. T60 and any Amendments thereto
for federally and/or State Funded Projects.
SECTION 5. The City Clerk shall certify to the adoption of this Resolution.
Resolution No. 2020-007
Program Supplement Agreement No. T60 to
Administering Agency -State Agreement for State Funded
Projects No. 00378S
Page 2
PASSED, APPROVED, AND ADOPTED this 4th day of March 2020.
MANUELLOZANO
MAYOR
ATTEST:
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES SS:
CITY OF BALDWIN PARK
I, JEAN M. AYALA, City Clerk of the City of Baldwin Park do hereby certify that the
foregoing Resolution No. 2020-007 was duly adopted by the City Council of the City
of Baldwin Park at a regular meeting thereof held on March 4, 2020 and that the
same was adopted by the following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN
J EAN M. AYALA
CITY CLERK
COUNCIL MEMBERS:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
Attachment 2
Program Supplement No. T60
PROGRAM SUPPLEMENT NO. T60
to
ADMINISTERING AGENCY -STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 00378S
Adv Project ID Date: January 14, 2020
0720000003 Location: 07-LA-0-BWP
Project Number: ATPL-5323(037)
E.A. Number:
Locode: 5323
This Program Supplement, effective 12/04/2019, hereby adopts and incorporates into the Administering Agency -State
Agreement No. 00378S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and
the STATE with an effective date of 06/21/12 and is subject to all the terms and conditions thereof. This PROGRAM
SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of
Resolution No. approved by the ADMINISTERING AGENCY on (See copy
attached).
The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived
from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special
Covenants and remarks set forth on the following pages.
PROJECT LOCATION: Maine Avenue/Pacific Avenue Corridor Complete Streets Improvements, Phase 11
TYPE OF WORK: A road diet- including the reduction of vehicle travel lanes
Estimated-Coo_State Funds
s__t Mafching Funds
.STATE $1,068,000.00 LOCAL OTHER
$3,153,418.401 $2,085,418.40 j $0.00
i
i
CITY OF BALDWIN PARK STATE OF CALIFORNIA
Department of Transportation
By By
Title ___ . .. Chief, Office of Project Implementation
Date -- -- Division of Local Assistance
Attest
Date
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
n
Accounting Officer .__ Q Date /1 1/t o Z+J $1.068.000.00
Program Supplement 00 -378S -T60- SERIAL Page 1 of 4
07-LA-0-BWP
ATPL-5323(037)
SPECIAL COVENANTS OR REMARKS
1. A. This PROJECT will be administered in accordance with the applicable CTC STIP
guidelines and the Active Transportation Program guidelines as adopted or amended, the
Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines
(LAPG), and this PROGRAM SUPPLEMENT.
B. This PROJECT is programmed to receive State funds from the Active Transportation
Program (ATP). Funding may be provided under one or more components. A
component(s) specific fund allocation is required, in addition to other requirements, before
reimbursable work can occur for the component(s) identified. Each allocation will be
assigned an effective date and identify the amount of funds allocated per component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of eligible
PROJECT expenditures for the component(s) allocated. Unless otherwise determined,
the effective date of the component specific allocation will constitute the start of
reimbursable expenditures.
C. STATE and ADMINISTERING AGENCY agree that any additional funds made
available by future allocations will be encumbered on this PROJECT by use of a STATE -
approved Allocation Letter and STATE Finance Letter. ADMINISTERING AGENCY
agrees that STATE funds available for reimbursement will be limited to the amount
allocated by the California Transportation Commission (CTC) and/or the STATE.
D. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve
supplementary allocations, time extensions, and fund transfers between components.
Funds transferred between allocated project components retain their original timely use of
funds deadlines, but an approved time extension will revise the timely use of funds criteria
for the component(s) and allocation(s) requested. Approved supplementary allocations,
time extensions, and fund transfers between components made after the execution of this
PROGRAM SUPPLEMENT will be documented and considered subject to the terms and
conditions thereof. Documentation will consist of a STATE approved Allocation Letter,
Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate.
E. This PROJECT is subject to the timely use of funds provisions enacted by the Active
Transportation Program guidelines, as adopted or amended, and by approved CTC and
State procedures as outlined below.
Funds allocated for the environmental & permits (E&P), plan specifications & estimate
(PS&E), and right-of-way components are available for expenditure until the end of the
second fiscal year following the year in which the funds were allocated.
Funds allocated for the construction component are subject to an award deadline and
contract completion deadline. ADMINISTERING AGENCY agrees to award the contract
within 6 months of the construction fund allocation and to complete and accept the
construction within 36 months of award.
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Program Supplement 00 -378S -T60- SERIAL Page 2 of 4
07 -LA -0-B W P
ATP L-5323(037)
SPECIAL COVENANTS OR REMARKS
Local Assistance Engineer immediately after project contract award and prior to the
submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract.
Failure to do so will cause a delay in the State processing of invoices for the construction
phase.
G. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits
(E&P), plans specifications & estimate (PS&E), and right-of-way costs no later than 180
days after the end of last eligible fiscal year of expenditure. For construction costs, the
ADMINISTERING AGENCY has 180 days after project completion or contract acceptance
to make the final payment to the contractor prepare the final Report of Expenditures and
final invoice, and submit to STATE for verification and payment.
H. ADMINISTERING AGENCY agrees to submit the final report documents that
collectively constitute a "Report of Expenditures" within one hundred eighty (1'80) days of
PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report
of Expenditures" within 180 days of PROJECT completion will result in STATE imposing
sanctions upon ADMINISTERING AGENCY in accordance with the current LAPM and the
Active Transportation Program (ATP) Guidelines.
L ADMINISTERING AGENCY indirect costs, as defined in 2 CFR, Part 200, Uniform
Administrative Requirements, Cost Principles and Audit Requirement for Federal Awards,
to be claimed must be allocated in accordance with an Indirect Cost Allocation Plan
(ICAP), submitted, reviewed, and approved in accordance with Caltrans Audits and
Investigations requirements which may be accessed at: www.dot.ca.gov/hq/audits/.
ADMINISTERING AGENCY agrees to comply with, and require all sub -recipients and
project sponsors to comply with 2 CFR, Part 200, Uniform Administrative Requirements,
Cost Principles and Audit Requirement for Federal Awards, and all applicable Federal
and State laws and regulations.
ADMINISTERING AGENCY agrees, and will assure that its contractors and
subcontractors will be obligated to agree, that Contract Cost Principles and Procedures,
48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., and all
applicable Federal and State laws and regulations, shall be used to determine the
allowability of individual PROJECT cost items.
Any Fund expenditures for costs for which ADMINISTERING AGENCY has received
payment or credit that are determined by subsequent audit to be unallowable under 2
CFR, Part 200, or 48 CFR, Chapter 1, Part 3, are subject to repayment by
ADMINISTERING AGENCY to STATE. Should ADMINISTERING AGENCY fail to
reimburse Funds due STATE within 30 days of demand, or within such other period as
may be agreed in writing between the Parties hereto, STATE is authorized to intercept
and withhold future payments due ADMINISTERING AGENCY from STATE or any third -
party source, including, but not limited to, the State Treasurer, the State Controller, and
the California Transportation Commission.
Program Supplement 00 -378S -T60- SERIAL Page 3 of 4
07 -LA -0-B W P
ATPL-5323(037)
SPECIAL COVENANTS OR REMARKS
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to
comply with all reporting requirements in accordance with the Active Transportation
Program guidelines, as adopted or amended.
K. This PROJECT has received funds from Active Transportation Program (ATP). The
ADMINISTERING AGENCY agrees to administer the project in accordance with the CTC
Adopted SB1 Accountability and Transparency Guidelines.
Program Supplement 00 -378S -T60- SERIAL Page 4 of 4