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HomeMy WebLinkAboutAgenda Packet - February 25, 2002 - UBAZUSA LIGHT & WATER 729 N. AZUSA AVENUE AZUSA, CA 9 t 702 DICK STANFORD VICE CHAIRPERSON CRISTINA C. MADRID BOARD MEMBER 6:30 p.m. - Convene to Regular Meeting of • Call to Order • Pledge to the Flag • Roll Call 1. PUBLIC PARTICIPATION AGENDA AR MEETING OF UTILITY BOARD AND CITY COUNCIL UTILITY BOARD CHAIRPERSON AZUSA LIOXI 6 SA MONDAY, February 25, 2002 6:30 PM DAVE HARDISON BOARD MEMBER JOSEPH R. ROCHA BOARD MEMBER Azusa Utility Board and Azusa City Council (Person/Group shall be allowed to speak without Interruption up to five (5) minutes maximum time, subject to compliance with applicable meetingruies. Questions to the speaker or responses to the speaker's questions or comments, shall be handled after the speaker has completed his/her comments. Public Participation will be limited to sixty (60) minutes time.) I I 11. CONSENT CALENDAR A. Minutes. Recommendation: Approve minutes of regular meeting of January 28, 2002, as written. C. 17 E. nendation: Approve attached resolution to participate in the CIWMB used oil recycling grant program. Substation. Recommendation: Approve the contract with ABB Power T& D Services, in the amount not -to -exceed $20,395 to furnish and install two electric 12 kV circuits on existing control panel at Azusa substation. Reservoir. Recommendation: Approve Montgomery Watson Harza, Inc. as the engineer to analyze the South Reservoir for seismic and structural adequacy. Recommendation: Approve Civiltec, Inc. as the engineer to provide the required engineering design services for installation of 5,300 linear feet of 12 -inch pipeline to intersection of Citrus and Foothill easterly to Barranca, then southerly on Barranca to the south side of Alosta. F. Selection of Psomas Inc. to Provide Enguneerine Vesign services. Recommendation: Approve Psomas, Inc. as the engineer to provide the required engineering design services for installation of 4,300 linear feet of 20 -inch pipeline to Lakeview Terrace, southerly and easterly through Monrovia Nursery. G. Selection of Civiltec Inc to Provide Eneineerina Design Services. Recommendation: Approve Civiltec, Inc. as the engineer to provide the required engineering design services for installation of 5,500 linear feet of 12 -inch pipeline to Sixth Street from Virginia easterly to Cerritos Avenue. i H. Selection of SA Associates Inc. to Provide Enidneerine Design Services. Recommendation: Approve SA Associates, Inc. as the engineer to provide the required engineering design services for installation of 6,300 linear feet of 30 -inch pipeline to Dalton Avenue from Sierra Madre southerly to Fifth Street. I Recommendation: Approve SA Associates, Inc. as the engineer to provide the required engineering design services for installation of 6,300 linear of 30 -inch pipeline to Baseline Avenue from, Rockvale Avenue easterly to Citrus Avenue. The Consent Calendar adopting the printed recommended action will be enacted with one vote. /f Staff or Councilmembers wish to address any item on the Consent Calendar individually, it will be considered under SPECIAL CALL ITEMS. Ili. SCHEDULED ITEMS A. Professional Architectural Services for Proposed Azusa 2"" Substation. Recommendation: Approve architectural services contract with Gonzales/Goodale Architects, in the amount not -to -exceed $14,000 for architectural -landscape design and wall treatment of proposed substation at 1 160 West Gladstone Street. B. Purchase Ageement for Acquisition of Substation Site, 1160 Gladstone Street. Recommendation: (1) Approve the Agreement of Purchase & Sale and Escrow Instructions for acquisition of Rosenfeld's property located at 1 160 West Gladstone Street, Azusa; and (2) Authorize City Mayor to execute the Agreement. "If you challenge the City's proposed actions In court, you may be limited to raising those Issues that you or someone else raised at the public hearings described In this Agenda, or In any written correspondence delivered to the City on or prior to the public hearings. " IV. A. Presentation of Pre B. Monthly Power Re: C. Monthly Billing ReF D. Workplan Updates V. DIRECTORS' COMMENTS Architectural Rendering of City Yard Office Update the Month of January, 2002 i January, 2002 A. Auditor's Comments -) Risk Management Policy VI. CLOSED SESSION A. CONFERENCE WITH LEGAL COUNSEL -ANTICIPATED LITIGATION Government Code Section 54956.9 (b) Significant exposure to litigation Load Reduction Agreei ent with S&S Foods, LLC B. CONFERENCE WITHI REAL PROPERTY NEGOTIATOR Government Code Section 54956.8 Property: Various Negotiator: Joseph F. Hsu, Director of Utilities Negotiating Parties: Chris Alario Under Negotiation: Price and Terms of Sale/Lease of Utility Properties VII. ADIOURNMENT "In compliance with the Americans with Disabilities Act, If you need special assistance to partidpate In a city meeting, please contact the City Clerk at 626-812-5219. Notification three (3) working days prior to the meeting or time when special 'services are needed W11 assist staff In assuring that reasonable arrangements can be made to provide access to the meeting. " UTI MONDAY, The Utility Board Members of the City of time in the Azusa Light and Water Dep< Avenue, Azusa, California. Chairperson Chagnon called the meeting ROLL CALL PRESENT: COUNCILMEMBERS: ABSENT: . COUNCILMEMBERS: ALSO PRESENT: CITY OF AZUSA OF THE REGULAR TING OF THE AZUSA BOARD/CITY COUNCIL 28, 2002 - 6:30 P.M. met in regular session, at the above date and : Conference Room, located at 729 N. Azusa order. E , HARDISON, CHAGNON, ROCHA, City Attorney Ferre, Director of Utilities Hsu, (City Manager Cole, Assistant Director of Resource Management Tang, Director of Public Works Nakasone, Assistant Director of Electric Operations Ramirez, Assistant Director of Water Operations Anderson, Assistant Director of Customer Care Solutions Vanca, Assistant to the Director of Utilities Kalscheuer, Electrical Engineer Langit, City Clerk Mendoza, Deputy City Clerk Toscano. Public Participation Call to Order Roll Call Also Present Pub Part Director of Utilities Hsu introduced Mr. Bill Nakasone, the new Director of Public Works Dir of Util Department to Board Members and staff. Intro PW Dir Director of Utilities then presented an item of subsequent need regarding the selection of a Dir of Util contractor to provided new media to water treatment plant. It was then moved by Item of sub Councilmember Stanford, seconded by Councilmember Rocha and unanimously carried to add need - added the item to the Consent Calendar of the Agenda as item II -J. Consent Cal New media wtr treatment plant_ The CONSENT CALENDAR consisting of Item II -A through Il -J, were approved by motion of Consent Cal. Councilmember Stanford, seconded by Councilmember Rocha, and unanimously carried, with Appvd, D&G the exception of item 114, which was considered under the Special Call portion of the Agenda. Spec Call A. The minutes of the regular meeting of November 26, 2001, were approved as written. Min Appvd B. Approval was given to authorize the purchase of 34 electric reactive meters with load Purchase of profiling capability, build -in modems, KYZ outputs, alternative energy register and time -of- reactive mtrs use capabilities from McAvoy & Markham Engineering & Sales Company in the amount of McAvoy & $20,242.75. Markham C. A RESOLUTION OF THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA Res. 02-C13 ACCEPTING CERTAIN GRANT OF EASEMENT AND DIRECTING THE RECORDING THEREOF. Grant of (Shaida Mansoub). Easement D. A RESOLUTION OF THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA Res. 02-C14 ACCEPTING CERTAIN GRANT OF EASEMENT AND DIRECTING THE RECORDING THEREOF. Grant of (Alexander Communities Inc.). Easement E. A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, Res. 02-C15 CALIFORNIA, ADOPTINGABUDGETAMENDMENTTOALLOCATE PUBLIC BENEFIT FUNDS Budget FOR THE BENEFIT OF AZUSA LIGHT & WATER CUSTOMERS. Amend PBF F. Approval was given to staff to authorize a Budget Amendment in the amount of Bdgt Amend $831,000.00 to cover the Light and Water Division's annual Utility costs for Fiscal Year Annual Utility 2001-2002. Cost G. Approval was given to award a contract Ito Spiniello Companies for relining of water mains Spiniello Wtr on Azusa Lane and Paramount Street inithe amount of $27,667.00. Mains reline H. Approval was given to award a contract to Simich Construction for Project W-170, Main Simich Main Replacement on Various Streets, in the amount of $2,011,014.50. Replacement L SPECIAL CALL ITEM. Spec Call J. Approval was given for the selection I',of a contractor to provide new media to water ERS Indust. treatment plant. ERS Industrial Services, Inc. was accepted as the contractor to remove the media wtr spent media and place new media in Filter #2. treatmt pint I Special Call Items Spec Call Councilmember Hardison addressed item regarding a proposed contract for professional Discussion architectural services for the new Azusa Substation. He asked what specific services would be Architectural received from the contractors for the new Azusa Substation. Utilities Director Hsu and City Services for Manager Cole responded detailing the concept of what is expected. Discussion was held New Azusa between Councilmembers and staff regarding the proposed design, budget, costs, timeline, Substation quality, etc. It was noted that the Planning' Commission had approved the proposed electric substation project in November and as part of the Conditions of Approval, Azusa Light &Water was required within 90 days, to present before the Planning Commission, a conceptual plan for the architectural landscape design and wall treatment along frontage of substation site. 01/28/02 PAGE TWO Of the three proposals received for the services, it was consensus of Councilmembers that staff Architectural- invite the firm of Gonzalez and Goodale and negotiate a revised scope of services, then invite Services architect to the next Utility Board Meeting to explore some design concepts for the New Azusa item - tabled Substation as well as receive input from the Councilmembers. It was consensus of to February Councilmembers that the item be tabled until the next Utility Board meeting and that staff 25, 2002 request from the Planning Commission a continuance/extension of time to present a conceptual plan for the architectural landscape design and wall treatment along frontage of substation site. Scheduled Items Sched Items Assistant Director of Customer Care and Solutions Vanca addressed Councilmembers presenting Non - the Non -Residential New Construction Program. Since new businesses are installing new Residential equipment, not retrofits, these businesses do not quality for the existing Business Energy New Partnership Program. This program will encourage owners of new business buildings in Azusa Construction to install energy efficient lighting and heating, ventilating, and air conditioning (HVAC) to a Program maximum rebate of $20,000. She stated that it would be funded by taking $60,000 of the existing Public Benefit Program. Moved by Councilmember Stanford, seconded by Councilmember Hardison and unanimously Program carried to approve the newly designed Non -Residential New Construction Program, and approve Approved a budget of $60,000 for the remainder of this fiscal year with funding from the Public Benefits Business Energy Partnership. Councilmembers asked that they be advised of the businesses that take advantage of this program. Utilities Director Hsu presented an information item regarding Transfer of Water Rights. He stated that the Azusa water utility is composed of Azusa municipal water system (Azusa), 83% of Azusa Agricultural Water Company (AAWC), and Azusa Valley Water Company (AVWC). Through adjudication of water rights in the San Gabriel Basin by the California Superior Court of Los Angeles in 1973, each of the entities was adjudicated the following water rights: City: 3655.99 Acre-feet; AAWC (City's share): 2267.73 Acre-feet; and AVWC: 10696 Acre-feet. Beginning in 1999, after physical integration of water systems of the City's and AVWC's, a transfer of AAWC"s water rights to AVWC was executed, resulting carryover water rights under AVWA account, which enabled the City to market the surplus water rights form time to time to generate revenues not tied to retail operations. Recently, strong concerns were expressed by the Upper San Gabriel Municipal Water District that it had to provide substantial amount of replacement water for the City, and alleged the City might be supplying its water outside the District boundaries. Another concern was expressed by the Man San Gabriel Basin Watermaster that our transaction has caused funding shortage in its replacement water account. Discussion was held regarding the issue. It was consensus of Councilmembers to leave the situation as it is; make no changes. Assistant to the Director of Utilities Kalscheuer provided a report on a proposed Telecommunications Feasibility Study, stating that from September 2000 through April 2001, Councilmembers and Azusa Light &Water staff participated in a strategic planning process which resulted in a recommendation to form a Utility Board, and to begin development and implementation of new services. Some services identified included telecommunication or telecom services. In order to determine the market potential, risk, and return on investment, there is a need to conduct a feasibility study of the services under consideration, i.e. telephone, high-speed internet services, cable television, security, and computer networking for businesses. He presented the basic scope of work for the study and requested that staff be authorized to develop and release an RFP for a telecom feasibility study, review responses, and present to the Board for consideration by May 2002, meeting. 01/28/02 PAGE THREE Utilities Dir Hsu Transfer of Water Rights Discussion Only C. Kalscheuer Telecom Feasibility Study J%Aoved by Councilmember Stanford, seconde to authorize staff to develop and release a Feasibility Study that will examine the bene Network, and also explore the business po services. Staff Report/Communications In the Power Resources Division Monthly Comparison, Wholesale Market Trend and not discussed. by Chairperson Chagnon and unanimously carried RFP for .equest for Proposals for a Telecommunications Telecom is of activating a Government/Institutional Fiber Feasibility ntial of wholesale and retail telecommunication Study approved Staff Rpts :, portions consisting of Power Consumption Power Res Resource Budget Update was presented, but, Report Assistant Director of Resource Management Tang presented the Current Events portion of the B. Tang Power Resources Division Monthly Report I and the following points made were: Market Comments fundamentals have changed dramatically compared to last year. Abundant Hydro (hydro Current generation is expected to be at or above normal). Natural gas storage is at all time high, prices Events are at historical low. No major delivery disruptions due to Enron's demise. Market may face power glut in the next 24 months mos of the time. Merchant power companies are facing increasing scrutiny from the financial community due to Enron's financial accounting scandal. This has caused delays and cancellation of power plant development. Mr. Tang also stated that there is going to be a deficit of about 10-1 1 million dollars in Light Fund in the current fiscal year due to summer problems with San Juan. We are negotiating with Enron to buy them out. If such effort is successful it will add $2.5 million to this year's deficit. There was one question regarding the Billing Report for December, 2001. Council asked if they Billing Rpt were selling less retail in Light and Water and the answer was no. Utilities Director announced the California Municipal Utilities Association 70" Annual Conference Announce to be held on March 5-8, 2002. He invited Councilmembers to attend and asked them to CMUA advise him if they would like to attend at a later date. He stated that Karen Vanca, and Cary Conference Kalscheuer attended last year. Councilmemlbers asked that it be offered to other staff members, other than department heads. Councilmember Stanford offered a Resolution entitled: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, CASTING ITS VOTE(S) FOR COUNCILMEMBER ROGER CHANDLER TO REPRESENT CITIES WITH PUMPING RIGHTS ON THE BOARD OF THE SAN GABRIEL BASIN WATER QUALITY AUTHORITY. Moved by Councilmember Stanford, secor reading and adopt. Resolution passed and AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Utilities Director Hsu asked for input about Grounds. It was decided a day in March 01/28/02 PAGE FOUR by Councilmember Hardison to waive further )ted by the following vote of the Council: SON, STANFORD, CHAGNON, ROCHA, E E Res. 02-C16 Appoint R. Chandler Wtr Quality Board date for dedication of the Wells at the Spreading Well teen 4 p.m. and 5p.m. dedication It was consensus of Councilmembers to recess to Closed Session to discuss the following: CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Gov. Code Sec. 54956.9 Exposure to Litigation - Load Reduction Agreement with S&S Foods, LLC. Time of Recess: 8:08 P.M. Reconvened: 8:32 P.M. General Counsel Ferre advised that there was no reportable action taken in Closed Session. It was consensus of Councilmembers to adjourn. TIME OF ADJOURNMENT: 8:33 P.M. SECRETARY NEXT RESOLUTION NO. 02-C17. 01/28/02 PAGE FIVE Closed Session Recess Reconvened No Reports Adjourn 1� TO: HONORABLE CHAIRP AND CITY COUNCIL FROM: JOSEPH F. HSU, DI DATE: FEBRUARY 25, 2002 SUBJECT: RESOLUTION APPROVI WASTE MANAGEMENT PROGRAM RECOMMENDATION It is recommended that the Azusa approving participation in the Calil used oil recycling grant program. BACKGROUND Each year, cities are eligible to receive used motor oil. Last year, the City Co distribution of used oil drain pans at v. throughout the city. Over 600 used of last year, and about 14,585 gallons of residents. The City of Azusa also heir advertising promoting used oil recyclir This year, $20,946 is available from th funds is for recycling used oil filters. It as last year, and explore ways to prorr consultant, Huls Environmental. Due t CIWMB this last year on this grant, we pay for staff time necessary to adminh FISCAL IMPACT This year's grant will provide $20,946 last year's funding of $14,616. Report Prepared by Cary Kalscheuer, AZUSA lI4Xt t SA CONSENT ITEM AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES, / PARTICIPATION IN THE CALIFORNIA INTEGRATED kRD'S USED OIL RECYCLING BLOCK GRANT i Board/City Council adopt attached resolution Integrated Waste Management Board's (CIWMB) rant funds from the CIWMB to promote recycling of -icil approved a streamlined program consisting of ious certified used oil collection centers located drain pans were distributed FREE to residents of Azusa ised oil were deposited at centers in Azusa by !d sponsor a race truck which prominently displayed CIWMB for used oil recycling. A portion of these s proposed that we continue with the same program to recycling of used oil filters with the input from our the amount of correspondence received from the ropose that about $5,000 in grant funds be used to ar this program. revenue to the City for this program, $6,330 over istant to the Director of Utilities 1 2002/2003 Used Oil Recycling RECYCLE Block Grant Application 1. SED OIL Application Due Date: Postmarked on or before Match 23, 2002 I Electronic copies of the application can be found at the CIWMB's website: www.ciwmb.ca._ov/usedoilierantsibIock' .applicant: (If a regional program, list lead agency first and add/cross out jurisdictions that are no longer participating) A I I Maximum Total Grant Amount: $20,946.00 .address: 213 E Foothill Blvd. .Azusa,CA CA New Address: (If changed) Primary Contact: Can Kalscheuer 1 Tide IWM Coordinator New Primary Contact: (tfchanged) Printed Name of Primary Contact Title: Assistant to the Director of Utilities Phone (626)812-5174 Phone: E -Mail address: ckalscheuer`^gci.azusa.ca.us 'I I E-Ivtail address: Fax: (626) 334-3163 Fax: Signature authority: � Can Kalscheuer Title: I W'M Coordinator New Signature Authority: (if changed) Printed Name of Signature Authority Title: Assistant to the Director of Utilities Phone: (626)812-5174 Phone: E -Mail address: ckalscheuer@ci.azusa.ca.us j E -Mail address: Fax: (626) 334-3163 I i Fax: Consultant: (Ifapplicable) Contact Name i New Consultant: (Ifapplicable and/orchanged) Contact Name: Phone: Phone: E -Mail address: E -Mail address: Fax: Fax: Co -Operative Project: (if applicable) Percentage (°'o) or Flat Amount to Lead Agency: Lead Agency: Prolect: i Grant Spending Projections ` , $ Please identify the activities you plan to implement with your fiscal year 2002/2003 Used Oil Recycling Block Grant funds. The amounts you indicated are only estimates. you will not be held to these amounts. The grand total must match the total grant amount listed on the front page. Permanent Collection Facility Subtotal S 1946 I `on -Certified collection Centers $ Small Quantity Generators S Certified Collection Centers S Agricultural Collection S Filter Collection S 1,946 Airport Project S Hauling/Recycling S Marina Project S HHW Permanent Facility $ Other S Temporary or Mobile Collection Subtotal S Hauling/Recycling $ Small Quantity Generators $ Temporary Events $ Agricultural Collection $ Filter Collection $ Other $ Residential Collection Subtotal -S Hauling/Recycling $ Curbside Collection $ Curbside Collection $ Other S Door-to-door Collection $ Publicity and Education Subtotal S 9000 Public Education $ Video $ School Education S Television S Containers $ Newspaper S 2000 Radio $ Direct Mail S Special Events S Utility Insert S Transit Ads $ Newsletter S Brochure $ Other Race Truck $2000 Stormwater Mitigation Program Subtotal S Stormwater Mitigation $ Other $ Load Checking Subtotal S Load Checking $ Other $ PersonnelJOther Subtotal S 10,000 Personnel S 10,000 Other $ Co -Operative Project Subtotal S Grand Total $ 20,946 Certification I declare, under penalty of perjury. that all information submitted for the C[WMB's consideration for allocation of grant funds is true and accurate to the best of my acknowledge and belief. Assistant to the Director of Utilities Signature of Person Authorized by Resolution Title Date RESOLUTION NO. A RESOLUTION OF THE AZUSA UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, APPROVING PARTICIPATION IN USED OIL AND HHW GRANTS ADMINISTERED BY THE CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD. WHEREAS, the people of the State of California have enacted the California Oil Recycling Enhancement Act that provides funds to cities and counties for establishing and maintaining local used oil collection programs that encourage recycling or appropriate disposal of used oil; and WHEREAS, the people of the State of California have enacted Assembly Bill 1220 (Eastin, 1993) that provides grants to local governments to establish and implement waste diversion and separation programs to prevent disposal of hazardous waste, including household hazardous waste, in solid waste landfills; and WHEREAS, the California Integrate Waste Management Board has been delegated the responsibility for the administration of these programs within the state, setting up necessary procedures governing application by cities and counties under these programs; and WHEREAS, the applicant will enter into an agreement with the State of California for development of the project; I NOW, THEREFORE, BE IT RESOLVED that the THE UTILITY BOARD/CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, authorizes the submittal of grant applications to the California Integrated Waste Management board for all available grants under the California Oil Recycling Enhancement Act and all available HHW grants under the California Integrated Waste Management Act for the period of five years. BE IT FURTHER RESOLVED that the Assistant to the Director of Utilities, or his/her designee, is hereby authorized and empowered to execute in the name of the City of Azusa all necessary applications, contracts, payment requests, agreements and amendments hereto for the purposes Iof securing grant funds and to implement and carry out the purposes specified in the grant application. ATTEST: 4---1-1-""(--•z:=44"-AA) Candace Toscano, Assistant City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF AZUSA I, Candace Toscano, Assistant City Clerk of the City of Azusa, do hereby certify that the foregoing Resolution No. O1-C7 was duly introduced and adopted at the regular meeting of the City Council on the 5th day of February, 2001, by the following vote, to wit: AYES: COUNCIL MEMBERS: HARDISON, STANFORD, ROCHA, CHAGNON, MADRID NOES: COUNCIL MEMBERS: NONE ABSENT: COUNCIL MEMBERS: NONE ,44-1SLC t tAts Candace Toscano, Assistant City Clerk TO: HONORABLE CHAIRPERS( AND AZUSA CITY COUNCI FROM: JOSEPH F. HSU, DATE: FEBRUARY 25, 2002 SUBJECT: AWARD CONTRACT - DEVICES FOR TWO ELE AZUSA SUBSTATION. RECOMMENDATION 02Z7 -c AZUSA CONSENT ITEM AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES� DISH & INSTALL ADDITIONAL RELAY PROTECTIVE 12kV CIRCUITS ON EXISTING CONTROL PANEL AT It is recommended that the Azusa Utility Board/City Council award the contract to ABB Power T&D Services, in the amount not -to -exceed $20,395 to furnish and install additional relay protective devices for two electric 12 kV circuits on existing control panel at Azusa Substation. BACKGROUND In 1989, Azusa Light & Water began to install new control panels and relays at existing Azusa Substation as part of on-going capital improvement projects. After many years of service, these electronic relays will soon reach the end of their useful life. Based on estimated mean time before failure (mtbf) and in accordance with utility best practices, it is prudent to provide backup by installing additional relays while replacing aging devices. Staff plans to install new microprocessor based advanced protective relays in addition to existing ones. These new relays incorporate advanced features into one device for protection, metering and provision for future automation, thereby providing additional savings. As a start, two electric 12kV circuits will be retrofitted with additional micro -processor based relays. We will evaluate their performance before installing additional relays. There are sixteen electrical circuits that will be retrofitted with additional relays in the coming years upon successful implementation of this pilot project. �-- February 25, 2002 (page 2 of 2) Staff solicited proposals from at least four electrical contractors to furnish and install the additional protective relays. The following proposals were received: Company Amount 1. ABB Power T&D Services $20,395 2. Berg Power Engineers $23,940 3. Electrical Systems Engineering $32,500 4. CDM Engineers & Constructors Inc. $33,900 Staff reviewed submitted proposals and determined that the proposal of ABB Power T&D Services, represents the lowest unit cost proposal amongst those received, and meets specification requirements. Moreover, ABB is a regular vendor for Azusa Light & Water and has completed in the past years other electric projects at Azusa Substation. ABB's familiarity with our electric operations will be an advantage in ensuring timely completion of the project. FISCAL IMPACT Based on the above figures, unit installed cost for labor and materials for additional relay is approximately $10,198 per circuit and unit replacement cost of aging devices is estimated at $5,000 per circuit. It is projected that this entire project (i.e. retrofit entire sixteen electric circuits with new &additional relays) will cost around $243,160. Economies of scale would have resulted if entire project was done at one time, however, this is risky during construction due to potential exposure from un -intended service interruptions. This project is budgeted this fiscal year under Project #163 - Distribution Monitoring and Automation Phase- I at Azusa Substation in the amount of $250,000 in account 33 -80 -000 -730- 7101/82000A. 3 -80-000-730- 7101/82000A. Prepared by: f lawr Jr. PE f/ecMcal fr{�rteer C:larcN8 L,igenda 12802. wpd 47Z74dr /3 AZUSA tIGNt l WAtEN CONSENT ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES DATE: FEBRUARY 25, 2002 SUBJECT: SELECTION OF AN ENGINEERING CONSULTANT TO PERFORM A SEISMIC AND STRUCTURAL ANALYSIS FOR THE SOUTH RESERVOIR RECOMMENDATION It is recommended that the Azusa Utility Board/City Council accept Montgomery Watson Harza, Inc. as the engineer to analyze the South Reservoir for seismic and structural adequacy. BACKGROUND The South Reservoir at the spreading gr essential element to the reliability of the over 50 years old and has some obviou crack which circumscribes the reservoir needs to be repaired or torn down and approach, an analysis must be done to be cost effective or if demolishing the c is the most cost effective direction in w unds is, at 2.5 million gallons of capacity, an Azusa water system. However, the South Reservoir is defects, the most obvious of which is a horizontal nd leaks continuously. The South Reservoir either aplaced with a new reservoir. Before taking either etermine if repairs to meet current seismic codes will rrent structure and replacing it with a new structure ich to proceed. Requests for proposals were sent to four qualified engineering firms, only one of whom submitted a proposal to do the required structural and economic analysis. Montgomery Watson Harza proposed to do the work for $64,199; Brown & Caldwell, Camp Dresser & McKee, and Black & Veatch did not propose. FISCAL IMPACT $64,199 to be paid from the Capital Improvement Project budget. Prepared by: Chet F. Anderson, P.E., Assistant Director- Water Operations CSC/ TO: HONORABLE CHAIRPE AND AZUSA CITY COU FROM: JOSEPH F. HSU, DATE: FEBRUARY 25, 2002 SUBJECT: SELECTION OF AN ENGIN DESIGN SERVICES FOR CA OF 12 -INCH PIPELINE RECOMMENDATION L 2UaR""` AZUSALIGHT A CONSENT ITEM AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES,✓' JNG CONSULTANT TO PERFORM ENGINEERING AL IMPROVEMENT PROJECT- 5,300 LINEAR FEET It is recommended that the Azusa Utility Board/City Council accept Civiltec, Inc. as the engineer to provide the required engineering design services for installation of pipeline from intersection of Citrus and Foothill easteirly to Barranca, then southerly on Barranca to the southside of Alosta. BACKGROUND In the approved Capital Improvement Projects for 2001-2002, a project was included involving the installation of 5,300 linear) feet of 12 -inch pipeline from the intersection of Citrus and Foothill easterly to Barranca, then southerly on Barranca to the Southside of Alosta Avenue. This waterline was recommended by the 2000 Water System Master Plan Update. Requests for proposals were sent to siz qualified engineering firms, four of whom submitted proposals to do the required engineering design work. The cost results of the submitted proposals are: Civiltec,$35,288; Hall &Foreman, $46,035; Psomas, $44,671 ; and SA Associates, $41,800; Brown & Caldwelli and Willdan did not propose. FISCAL IMPACT $35,288 to be paid from the Capital Prepared by: Chet F. Anderson, P.E. Project budget. Director- Water Operations a d alas/o,2- (14 4-04IJ F AZUSA CONSENT ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTO IR OF UTILITIES/' DATE: FEBRUARY 25, 2002— SUBJECT: SELECTION OF AN EN( DESIGN SERVICES FOR OF 20 -INCH PIPELINE RECOMMENDATION :ING CONSULTANT TO PERFORM ENGINEERING AL IMPROVEMENT PROJECT- 4,300 LINEAR FEET It is recommended that the Azusa Utility Board/City Council accept Psomas, Inc. as the engineer to provide the required engineering design services for installation of pipeline from Lakeview Terrace, southerly and easterly through Monrovia Nursery. BACKGROUND In the approved Capital Improvement Projects for 2001-2002, a project was included involving the installation of 4,300 linear feet of 20 -inch pipeline from Lakeview Terrace, southerly and easterly through Monrovia Nursery to the existing 20 -inch waterline north of the Pacific Electric Railway right-of-way north of the intersection of Sycamore and Sequoia Lane. This waterline was recommended by the 2000 Water System Master Plan Update. Requests for proposals were sent to six qualified engineering firms, four of whom submitted proposals to do the required engineering design work. The cost results of the submitted proposals are: Psomas, $37,246; Hall 8 Foreman, $37,884;Civiltec, $40,229; and SA Associates, $39,600; Brown &Caldwell and Willdan did not propose. FISCAL IMPACT $37,246 to be paid from the Capital Prepared by: Chet F. Anderson, P.E. Project budget. Director- Water Operations ?Z -U AZUSA LIGHT L WATER CONSENT ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES DATE: FEBRUARY 25, 2002 / SUBJECT: SELECTION OF AN ENGINEERING CONSULTANT TO PERFORM ENGINEERING DESIGN SERVICES FOR CAPITAL IMPROVEMENT PROJECT- 5,500 LINEAR FEET OF 12 -INCH PIPELINE RECOMMENDATION It is recommended that the Azusa Utility Board/City Council accept Civiltec, Inc. as the engineer to provide the required engineering design services for installation of a pipeline in Sixth Street from Virginia easterly to Cerritos Avenue. BACKGROUND In the approved Capital Improvement Projects for 2001-2002, a project was included involving the installation of 5,500 linear) feet of 12 -inch pipeline in Sixth St. from Virginia easterly to Cerritos Avenue. This waterline was recommended by the 2000 Water System Master Plan Update. Requests for proposals were sent to six qualified engineering firms, four of whom submitted proposals to do the required engineering design work. The cost results of the submitted proposals are: Civiltec, $35,081; Hall &I Foreman, $52,701; Psomas, $46,871; and SA Associates, $40,700; Brown &Caldwellland Willdan did not propose. FISCAL IMPACT $35,081 to be paid from the Capital Improvement Project budget. Prepared by: Chet F. Anderson, P.E., Assistant Director- Water Operations TO: HONORABLE CHAIRPERS( AND AZUSA CITY COUNCI FROM: JOSEPH F. HSU, DI DATE: FEBRUARY 25, 2002 SUBJECT: SELECTION OF AN ENGIN DESIGN SERVICES FOR CA OF 30 -INCH PIPELINE RECOMMENDATION It is recommended that the Azusa U engineer to provide the required ens Dalton Avenue from Sierra Madre sc BACKGROUND AZUSA LIGHT i WATER CONSENT ITEM AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES �, , / JNG CONSULTANT TO PERFORM ENGINEERING AL IMPROVEMENT PROJECT- 6,300 LINEAR FEET Board/City Council accept SA Associates, Inc. as the "ing design services for installation of pipeline in 1v to Fifth Street. In the approved Capital Improvement Projects for 2001-2002, a project was included involving the installation of 6,300 linear feet of 30 -inch pipeline in Dalton Avenue from Sierra Madre southerly to Fifth Street. This waterline was recommended by the 2000 Water System Master Plan Update. Requests for proposals were sent to six qualified engineering firms, four of whom submitted proposals to do the required engineering design work. The cost results of the submitted proposals are: SA Associates, $44,000; Hall & Foreman, $53,438; Civiltec, $42,815; and Psomas, $47,75 1 ; Brown & Caldwell and Wilidan did not propose. FISCAL IMPACT $44,000 to be paid from the Capital Improvement Project budget. Prepared by: Chet F. Anderson, P.E., Assistant Director- Water Operations TO: HONORABLE CHAI AND AZUSA CITY C FROM: JOSEPH F. HSU, DATE: FEBRUARY 25. 2002 -r AZUSA CONSENT ITEM AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES SUBJECT: SUBJECT: SELECTION OF AN ENGINEERING CONSULTANT TO PERFORM ENGINEERING DESIGN SERVICES FOR CAPITAL IMPROVEMENT PROJECT- 6,300 LINEAR FEET OF 30 -INCH PIPELINE RECOMMENDATION It is recommended that the Azusa Utility Board/City Council accept SA Associates, Inc. as the engineer to provide the required engineering design services for installation of pipeline in Baseline Avenue from Rockvale Avenue easterly to Citrus Avenue. BACKGROUND In the approved Capital ImprovementProjects for 2001-2002, a project was included involving the installation of 2,000 linear, feet of 16 -inch pipeline in Baseline Avenue from Rockvale Avenue Easterly to Citrus Avenue. This waterline was recommended by the 2000 Water System Master Plan Update. Requests for proposals were sent to six qualified engineering firms, four of whom submitted proposals to do the required engineering design work. The cost results of the submitted proposals are: Hall & Foreman, $26,906; SA Associates, $29,700; Civiltec, $25,894; and Psomas, $29,205; Brown & Caldwell and Willdan did not propose. FISCAL IMPACT $26,906 to be paid from the Capital Prepared by: Chet F. Anderson, P.E. Project budget. Director- Water Operations I� AZUSA AGENDA ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES/1a/ DATE: FEBRUARY 25, 2002 V� SUBJECT: AWARD CONTRACT - P PROPOSED AZUSA 2ND SL RECOMMENDATION FESSIONAL ARCHITECTURAL SERVICES FOR TATION AT 1 160 WEST GLADSTONE STREET. It is recommended that the Azusa Utility Board/City Council award the architectural services contract to Gonzalez/Goodale Architects in the amount not -to -exceed $14,000 for architectural - landscape design and wall treatment along frontage of proposed substation at 1 160 West Gladstone Street. BACKGROUND During its regular meeting held on 28 January 2002, the Azusa Utility Board/City Council discussed retaining professional services for designing frontage of substation project, and directed staff to: I . Defer award of contract for architectural design services until February Board meeting, and consider postponing present Iation of design plans to Azusa Planning Commission. 2. Negotiate with the architectural firm of Gonzalez/Goodale Architects for scope of work and professional service fees. 3. Bring back to Utility Board/City Council selected architect and their preliminary designs. Subsequently, staff met with Gonzalez/Goodale Architects on 7 February 2002 and solicited a revised proposal from their firm. As of February, the following firms have submitted their proposals to Azusa Light & Water: I (Continued next page) February 25, 2002 (page 2 of 2) Company Amount Gonzalez/Goodale Architects $14,000 2. Henry Woo Architects, Inc $16,000 3. Willdan & Associates $37,400 Staff reviewed submitted proposals and determined that the proposal of Gonzalez/Goodale Architects, had the lowest fee among proposals received. Moreover, said architectural firm is currently involved in the design of proposed new Library Project and their firm's capacity to provide quality design services will benefit Azusa Light & Water's Substation Project, while enhancing overall community appearance along that portion of Gladstone Street. FISCAL IMPACT This project had been budgeted this fiscal year under Project #230 - Electric Substation and that funds are available under account 33-80-000-730-7101/82000A. Prepved by: f. Lerft /r. PE E1ec&1ce/ErWneer Ca uchimCbUen da / 2802. wpd TO: HONORABLE CHAIRPERS( AND AZUSA CITY COUNCI FROM: JOSEPH F. HSU, DI DATE: FEBRUARY 25, 2002 SUBJECT: APPROVE THE AGREEM FOR ACQUISITION OF RECOMMENDATION It is recommended that Azusa Utility & Sale and Escrow Instructions for, Gladstone Street, Azusa; and (2) Au BACKGROUND AZUSA IIOXE 1 WATER AGENDA ITEM AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES OF PURCHASE &SALE AND ESCROW INSTRUCTION >ENFELD's PROPERTY - 1 160 WEST GLADSTONE ST. /City Council: (1) Approve the Agreement of Purchase ition of Rosenfeld's property located at 1 160 West City Mayor to execute the Agreement. In early 2000, City Council authorized staff to make an offer and negotiate terms and conditions of acquiring Rosenfeld's property for thei purpose of building Azusa's second electric substation. In November 2001, Azusa Light & Water obtained project approval from the City's Planning Commission and staff then proceeded to finalize agreement with property owner. The agreement requires Azusa Light &Water to deposit into escrow the amount of $620,000 (Six Hundred Twenty Thousand Dollars) for just compensation, previously approved by City Council. In addition, a relocation payment to property owner in the amount of $100,000 (One Hundred Thousand Dollars) will be deposited into escrow to cover business relocation expenses of property owner and any of his existing Itenant5. Said relocation payment will be secured by a Performance Deed of Trust including a release by owner expressly and unconditionally waiving any claim for damages or business relocation assistance benefits. Upon execution of agreement, a 90 day escrow period will commence and staff anticipates taking possession of Rosenfeld's property no later than June 2002. FISCAL IMPACT This Substation Project is budgeted in this fiscal year under Capital Improvement Project and funds are available in account # 33-80-000-730-7101/82000A. Prepared by: F. lrrgff /f. PE EleeMrrl EgVne r C:Ig cemenmub.wpd Azusa Utility Board Meeting _February 25, 2002 Power • Power Consurr • Wholesale Mai • Power Resourc • Current Events • San Juan Unda by: Bob Tang Division Monthly tion Comparison -It Trend Budget Update sem; A I Power Resource Cost Accounting _ - - - FY '01-'02 OI 1]I _ f]1 W Isl lel In lel_ __ _ —_ T_____. LCN])EPY..51CR))E0.V_ —1E LIUNSMSSION. .�NSIARY... $OfEP1LIN0 � IOTAL.. _.. WRCIEYIE AWG 10 9Sj11031 S1bS20p Ibp3010_ 32Sq.R 13.03.0 9.]021].96 SSp.3L 93 EEPO n ___ .41l ],51910]] Ib.�'AID IDS)!A 1].OM.ID_ 9l ��� ___IF.010.WJ@I nl SA m. 1 I.BAB.3T W].•]®65 I193WN 1].®!31 1),989 Z.I... j21S.3@.)3 ....... Snx 11.01 T.@p.Ml I..A". v NGmct:, L9.]yIT I,MSSS)S I:1. IjY0 j5 13,31321 jIA,2%zIIOB. 1,01,21563 EEC 01 yB.Y271 .110fl51'L 11].ILN 1LV,W]N 1],08]]3 2W.M 03 ....... B," 11.01221]5])_ 1315311Y NN@ 71 "..28 II].1lTN IN.W].N 1).Plt Sd I.W1.3U.X 1199.97 031 L].P FEB OS _ _1.102.3 WR 00 APF@ LUY 03 AH@ .. .. T011L 91.9]1.01 A] II],1011. 1.11 SM3}5190 fy3,01].9S Va.. 1Y.]iS3]3.3) W.T.) 31].02@]33 - ('1 IAST W IGESAIE IE ES p TO SAN IYM CUTAGE AM M P.I133A. I1 L0.5T WIgESAlE 13':VF.M]Ey 1E TO 5Ax ANNLUT.SfE4plM ttl O.Oii.pN (�I Lq4 TEI32 CCMMCT911YLfE`J iID1.iW OF SAH L3N COSI:OEAI Fqi FY0O1. .. (1 LOST WI SALE IUEVEMIES SE TO SAN),{AN OTAGE AY TO WT..3tl]3 111 W111EES SCFALCHi 1E0.4 CCM3ACTS 4VOPASA[FIM CCIRPAC] ISI 0 IJCBS ALL SN TEPA1 RMCMSES FOR IEOGING AM LOAD BAUI,CW`L OSES 0I P IJDESPLL SMCRT 7. AM LOAiG TRAHSMIESION WO TFACT CCSTS 121 COSTS CwRGEO BY; FORw•N[EPEKEN] SYSTEM OFEWATCR FOR SYSTEM RELIAU sFI,T2C. (31 MkJDESCOST.10q. AE0.3YX' Alp I05FATCI4K OF EIFCf130M1 131 SW OF III'fR01. ,B I]I WY SALE1 VF%ES OFFTE `RW UIXS OF EACESS POYVER ISI DFFERENCE CF IS iM ITI Current Events • Market fundamentals have not changed significantly since last month. • FERC is forging ahead at a breakneck speed to further open up the nation's wholesale electricity market for competition. • The California ISO is proposing again to make significant market structure changes in the foreseeable future. '�I AZUSA LIGHT 8 WATER BILLING REPORT JANUARY 2002 nl Number of Jan 2002 Jan 2002 Number of Jan 2001 Jan 2001 2001-02 Fiscal r To Dat Customer Types Accounts Consumption Billing Accounts Consumption Billinq Consumption Billing KwIVCCF Kwh/CCF Kwh/CCF Electric Small business G- 1118 13996705 157320.81 '• 1080 133,585 $160960.48 10278.8176 $1,154.,948.08 Medium business G -2L 286 3,&30, 668 373 273.54 279 4,228871 _400,613.4 30,3039`5 2,910,045.1-1 Large business .O.U. 33 6 178 134 474 644.18 34 6,891,277 527 087.22 48,677,876 4,194,818.19 Street Li hts 10 3,482 679.30 11 3.482 829.19 24,374 4,755.511 Outdoor Lights 22 3,812 549.45 •• 25 4.144 597.20 27,784 3,996.90 Municipal Accounts 145 790 62,510.66 q 497 755.81 Total Commercial 1,614 12,206,262 $1.069.178.25 1.569 13.329.658 $1,152,636.7 95,636,563 $8.766.317.58 Residential 1 569877.07 •• 4041000.40 Fuel Cost Adjustment 182,496.60'•VA.1 10.35 Total Electric 15,062 18,236,244 $1,821,551.92 14,892 18,969,882 $1,679,701.22 138 178177 $13,761,436. " Misc Revenue Billing $30,124.13 28 804.77 $203,406. Azusa City Water Residential 9.078 129,613 $241,512.27 6,961 143.369 $246,658.47 1,253,265 2091018.22 Commercial 823 37,433 73833.47 786 44,683 78813.45 391794 704967.12 Fire Detector Line 150 163 10 175.24 139 77 9,5M.23 •' 757 70 761.09 Industrial 221 37,929 57 291.66 220 57002 78 647.17 •' 329,033 485187.00 Munidpal Accounts 128 5,254 6,096.40 110 _ 5.145 9,601. 84,227 99,463. Golf Course- -f ____3095 -__3 -..07-••___-_-__7_--- 3.548.__. ---69.42 Total CityWater 10401 213,487 392303.11 " 10217_____._253844 $427.M.10 '• 2,128,502 $3,516,690.39 Azusa Valley Water - - ------ -- •• --- Residential 7.464 220.493 $352,153.23 7.447 226,731 $342,280 2,023,466 $2,983,657.17 Commercial 704 85840 126702.70 698 92,712 130307.82 735353 1063820.61 Fire Detector Line 118 8 6.036.95 112 3 5.479.14 106 43 360.46 Industrial 31 28.086 38452.25 31 32.828 41148.34 194.434 252303.46 Pudic Authority 131 17,837 28,306.02 30 33.883 46.104.521 •' 358.282 490.082.77 Total "Water 8448 352,264 $549.653.15 8,418 386,157 $565,320.46 " 3,311,641 4 833 224.47 CITYIAV WATER TOTAL 18.84 565,751 $S41.956.26 18,635 640,001 $993,278.56 5,440,143 8349 914.86 •• TOTAL ELECTRICIWATER $2,793,632.31 $2,702,794.55 $22,314,758.14 sewer Residential 13,569 $67825.55 13380 $66544.75 $471474.21 Commercial 1,911 13 837.02 •' 1844 14854.38 109 730.91 Industrial 222 4060.43 '• 221 5170.79 31573.62 Car Wash b Laundry 11 306.40 •• 11 337.141 2.343.01 Total Sewer $86.029.40 '• 15,456 $86,707.00 615121.75 Residential Rubbish 13,513 5201771.33 13305 197768.80 31403688.87 GRAND TOTAL BILLING $3081433.04 •• f2987280d/ '• $24333578.76 Mnt. Assessments $10,662.36 $10,505.55 $73,811.94 State Surcharge 3,682. $3,833.83 27868.03 Elm. Users Tax $74243.24 69288.97 $557,500.1 Water Users Tax 20 9673 161,321.66 Total Users Tax $93,339.10 •• $89,865.701 718 821.80 Jan 02 Billing Report 021302 S Acero nl AZUSA LIGHT & WATER Operating Report - January 2002 Jan 2002 Jan 2001 FISCAL 01/02 FISCAL 00/01 Customer Statistics Utility Bilis Mailed Reminder Notices Mailed 23,486 6,078 23 259 6 302 164,168 48 983 163.28 50 295 Delinquent Tum -Offs Returned Checks 455 45 530 11 3,092 346 3,030 462 Electric Tum -ons 356 253 2,715 2 257 Electric Tum -offs 316 252 2,359 2 349 Water Tum -ons Water Tum -offs 164 144 114 134 1,144 1,090 911 110-82 Bills Paid In Office 7,149 8,768 50 117 50 832 Meters In Service Electric 15 062 14,892 Water 10 401 10,217 Azusa Valley Water 8 448 8,418 Total Elec(Water Meters 33,911 3-3-15-27 Total Monthly Cash Receipts $3,515,387.70 1 $26 589 010.83 1 Customer Deposit Balance $1.880,213.00 11985,244.00 Water Production CCF Total Azusa Water Production 622,096 652 331 5,798 639 6 074 412 Water Sold CCF Water Sold - City 213,487. 253 844 2.128,502 2,402,271 Water Sold - Azusa Valley Water 352,264 386 157 3.311.641 3 245 423 Total Water Sold 565 751 640,001 5 440 143 5,6471694 Water Loss 9% 1.8% 6% 7% 1 Comparable info not available nor to 7/1/01 Statistic Report S Acero 021302 TO: FROM: DATE: SUBJECT HONORABLE CHAT AND AZUSA CITY C JOSEPH F. HSU FEBRUARY 25. 2002 FY 2001-2002 RECOMMENDATION It is recommended that the Azusa Uti Azusa Light and Water for review and BACKGROUND apt AZUSA LIGHT A WATER INFORMATIONAL ITEM AND AND MEMBERS OF THE AZUSA UTILITY BOARD OF UTILITIES�Y UPDATES FOR AZUSA LIGHT AND WATER Board receive the attached workplan updates for Staff from different divisions of Azusa Light and Water prepared the attached workplan updates for the Utility Board's consideration and input. This information is provided in the same format as that used by the City foir non-utility functions. The period covered by most of the aI from July 1, 2001 through January 31 regarding specific projects. FISCAL IMPACT updates includes the 2001-2002 fiscal year, The Board may provide input or comments There is no fiscal impact as a result of this report. CITY OF AZUSA FY2002 WORKPLAN Project Name: Itron Handheld Upgrade Division: light & water Consumer Services Team Leader/Members: Karen Vanca, Derek McFann Mef Description of Project: Upgrade remaining four Itron handhelds with more memory and with capability to read AMR meters. A pilot project has been undertaken by the Electric Division to install single-phase residential meters to replace hard to access meters and meters at new housing tracts. Funding Source: Utility Enterprise Fund Account Number: 3140-711-902.7140 First Quarter Status: Second Quarter Status: First handheld sent to vendor for upgrade. Third Quarter Status: Fourth Quarter Status: Year End Disposition: Schedule: Send one handheld for upgrade the second Handhelds can only be sent one at a time to minimize quarter, two in the third quarter, and one in the fourth quarter. impact on meter reading. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Automated Payment Option Division: Light & Water Consumer Services Team Members: K. Vanca. S. Acero, K. Morningstar Brief Description of Project: Light & Water desires to offer payment options to improve customer service. Funding Source: Utility Enterprise Fund Account Number: 7140-711-903.6518 Firstrter Status: Last Qua year Council approved the concept and changes to the Rules and Regulations. First Quarter 2001-02, the payment option was activated by testing the electronic procedure between Light & Water and the bank. Second Quarter Status: Offered the automated payment option to Azusa Light & Water customers. By mid-quarter 47 automers signed up. Information about the automated payment option was put on the Light & Water web site. Third Quarter Status: To increase participation, bill service. inserts will go out with bills to further advertise this new customer Fourth Quarter Status: Year End Disposition: Schedule: To have automated payment option fully implemented by the end of the second quarter. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Evaluating Postage costs Division: Light & water consumer Services Team leader/Members: K. Vanca, M. Shepard Brief Description of Project: Research opportunities to reduce postage rate. Funding Source: Utility Enterprise Fund Account Number: 31-40-711-903-6518 First Quarter Status: Determined we could go with la pre-sort mail house to save approximately 56,000/year and contracted with vendor for daily pickup of Ught & Water mail. Second Quarter Status: Sent out Request For Proposals for billp nn[ and mail services. we will compare proposals to our internal cost. If we can derive substantial savings by contracting out, Ught & water will make a recommendation to the Utility Board. Third Quarter Status: - Fourth Quarter Status: Year End Disposition: Schedule: If contracting out is determined to be cost-effective date will be Jury 1, 2002. and it is approved by the Utility Board, implementation Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Referral of Charter Entertainment II, LLP Services and Light & Water Employee Incenbve Program ! I Division: Light & Water Team I Pac1Pr/MPmhPrq: K. Varra G, ArPrn Brief Description of Project: Light & Water and Charter Entertainment II, LLP (Charter) entered into an agreement that would allow Light & Water customer service employees to refer its customers to Charter to purchase cable television services and/or cable modem high speed data services. Charter would, in turn, pay Azusa Light & Water a fee, comparable to Charter's cost of signing up a new customer, for each actual installation in the City of Azusa. Funding Source: Enterprise Fund Account Number: Firs[ Quarter Status: Collaborated with Charter on terms and conditions of agreement. Worked with employees on the employee incentive program. City Council approved) agreement between Azusa and Charter and the pilot employee incentive program. Second Quarter Status: Employee training and program implementation took place. Third Quarter Status= Fourth Quarter Status: Year End Disposition: Schedule: To get program developed, approved, an operational by December 31, 2001. Notes: Bnef Description of Project: Design Public Benefit residential programs, develop administration procedures and brochures. Funding Source: Public Benefit Funds Account Number 24-40-739-082-6625 First Quarter Status: Research. Second Quarter Status: Designed three programs: (1) Weatherization. Developed administration procedures. Refrigerator Rebate, (2) Air Conditioner Replacement, and (3) Created bill insert flyers and brochures with applications. Third Quarter Status: Fourth Quarter Status: Year End Disposition: Schedule: Develop residential programs and get the to market first quarter. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: State Funding For Energy Efficiency Programs I Division: Light & Water TPAM 1 Par1Pi/MPmnPrC Karen Vanra Brief Description of Project: With other SCPPA members, through S85X for energy efficiency programs. Azusa Light & Water to apply for State funds made available Funding Source: SBSX deposited to ZB-40-730-066-114540 Account Number: 23-40-730-066-6625 Firs[ Quarter Status: Funds were awarded to SCPPA members. to increase funding for energy efficiency projects for Azusa Light & Water decided to use its share of $141,960 new and existing businesses. Second Quarter Status: All funding has been received. Azusa Light & Water has already paid out 22% of the funds. Third Quarter Status: Fourth Quarter Status: Year End Disposition: Schedule: Apply for SBSX funds first quarter. Implement program and use all funds by fiscal year-end. Notes: CITY OF AZU,SA FY2002 WORKPLAN Project Name: State Funding For Automatic Meter Reading (AMR) Interval Meters Division: Light &Water Team Members: K. Vanca, D. Ramirez, B. Tang Bref Description of Project: with other SCPPA members, Azusa Light & Water to apply for State funds for installing AMR interval meters on 34 largest customers with peak demands equal to or exceeding 200 kW. Meters to provide ability for customers to view their hourly consumption via Internet, L&W to remotely retrieve usage data for billing, and provide. Resource Planning with real bme load monitoring capability. Funding Source: A829X deposited to 28-40-730-067-6569 Account Number 23-40--730-067-4540 First Quarter Status: Met internally to strategize based on the needs of large customers, Consumer Services, Resource Planning, and the Electric Division. Applied for Sta[l funding and received approval. Second Quarter Status: Received half funding. Went to bid for meters. Third Quarter Status: Fcurth Quarter Status: Year End Disposition: Schedule: Purchase and receive TOU meters March 1, 2002 Test and program modems March 15, 2002 Install TOU meters and train end-users May 1, 2002 Provide web site access to data via an July 1, 2002 outside service Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Telecommunications Division: Administration Team Leader/Members: Cary Kalscheuer/Federico Langit Brief Description of Project: Research potential use telecommunications services that could be provided Utility's Strategic Mission exercise which took place of optical fiber installed by Charter Communications, and potential by the Utility. Services will be considered that were discussed in the (between Sept 2000 to Apr 2001. Funding Source: Account Number: First Quarter status: No action taken. Second Quarter Status: Staff attended APPA telecommunications assembling and reviewing information about our dark enterprise business case study. Staff have begun development conference in Seattle in October, and have begun fiber network, its potential uses, and how to conduct a fiber optic of an RFP to retain a consultant to conduct a study. Third Quarter Status: — Fourth Quarter Status: Year End Disposibon: Schedule: Will be seeking authorization from the Utility Board in January to retain a consultant to conduct a business case study. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: City Facilities Energy Audit Division: Administration Team Leader/Members: Cary Kalscheuer Brief Description of Project: Conduct an energy audit of City Facilities using consultant. Develop recommendations on energy efficiency improvements. Implement recommendations via retrofits, or by installation of new equipment or fixtures. Funding Source: Various/Public Benefit Program Fund Account Number: First Quarter Status: Completed Preliminary Energy Assessment for all City facilities using services of Planergy International. Prioritized potential projects into bersf which represented those that were the most cost effective for City to undertake. .i Second Quarter Status: Directed Planergy International to complete their comprehensive energy assessment based on priority projects identified by the City; comprehensive assessment will identify equipment and fixtures to be replaced and provide cost estimates. Staff began researching oui'de funding sources for renewable projects. Third Quarter Status: Directed Planergy to do preliminary design work and obtain firm pricing -from contractors. Engaged . in legislative advocacy efforts to reverse pending CPUC decision to make outside funding available for renewable energy projects undertaken by municipal utilities; we believe funding is now available. Fourth Quarter Status: Year End Disposition: Schedule: Completed Comprehensive Energy Assessment completed in December. Preliminary design and firm pricing for project expected in late February. I ' I Notes: CITY OF AZSA I H2002 WORKPLAN Project Name: MRF Program Division: Waste Management Team Leader/Members: Cary Kalscheuer Brief Description of Project: Process all solid waste or MRF to divert 13,000 tons annually. collected in Azusa through Athens Services Material Recovery Facility Funding Source: Refuse Rate Account Number: 10-40-750-000-4722 First Quarter Status: 3,996.44 tons were diverted incineration portion was 1,522.09 tons. Diversion 6.6% rate increase to compensate them for extraoi via MRF processing and incineration for quarter ending Sept 30, 2001; exceeds performance targets set in contract. Athens Services requested Binary cost increases. Second Quarter Status: 3,971.06 tons were diverted 2001; incineration portion was 1,406.06 tons. City rate increase request; Athens Services was provided conditions. There has not been anv indication thus via MRF processing and incineration for quarter ending Dec 31, responded to Athens Services rate increase request, effectively denying option to re -submit their rate adjustment request, but under specified farthat Athens will resubmit Third Quarter Status: Fourth Quarter Status: Year End Disposition: Schedule: Ongoing. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Used Oil Recycling Black Grant Program Division: Waste Management Team Leader/Members: Cary Kalscheuer Brief Description of Project: Supply used oil recycling Promote use of these centers by residents through advertising. drain pans to State Certified Used Oil Collection Centers in Azusa. Funding Source: State block grant funds. Account Number: 2340-750-062-453 6 First Quarter Status: 4,179 gallons of used oil collected by centers; 48 drain pan distributed by staff at Golden in Highland Newspaper. Grant funds applied for and by 8 used oil collection centers; 95 used ail drain pans distributed Days; advertisement designed and run 6 times over three months received for this fiscal year. Second Quarter Status: 3,378 gallons of used oil collected advertisement designed and run 6 times over three by 22% as a result of advertising. by 8 centers; 116 used ail drain pans distributed by centers; months in Highland Newspaper. Distribution of drain pans increased Third Quarter Status: Fourth Quarter Status: Year End Disposition: Schedule Notes: CITY OF AZUSA I FY2002 WORKPLAN Project Name: DOC Beverage Container Recycling I Program Division: Waste Management Team Leader/Members: Cary Kalscheuer Bnef Description of Project: Purchase compartmentalized recycling containers and promote [heir use by schools. Aluminum cans, plastic bottles, newspaper and mixed paper are the four commodities targeted through this program. Proceeds from recovery of these commodities will go to host school. Bins will be serviced by Athens Services. Funding Source: State Grant Account Number: 23-+0-750-061-4540 First Quarter Status: City received shipment of 3 containers in June 2001. A decal was designed featuring a male and female "Recycling Raider- and affixed to the containers. Decal also referred to containers as "Module Azusa Recyding Station, or MARS -1." Bin compartments were labeled for appropriate commodities and readied for distribution. Second Quarter Status: An application packet and) recycling contest for schools was developed. The application and contest concept was approved by the Utility Board and a letter was mailed to School Board President announcing availability of containers and contest Third Quarter Status: Letter and -application were circulated by School District Administration to Principals. Three schools agreed to participate in program, however, legal review postponed approval of acceptance agreement by District. L&W made changes to agreement with Board Counsel's approval. Delay on school district side has continued. I Fourth Quarter Status: Year End Disposition: Schedule: Recycling Contest period from January through March with award in April 2002. Final approval of agreement expected by School District by late February 2002. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Green Waste Barrel Distribution Program I Division: Waste Management Team Leader/Members: Cary Kalscheuer Bnef Description of Project: Purchase 33 gallon green curbside disposal capacity for dean separation and barrels and distribute them to single family residents to increase collection of green waste. Funding Source: AS 939 Fund Account Number: 2540-750-065-1450 First Quarter Status: Established collection mechanisms system, and set up accounting procedures to track fees. for AS 939 fee, i.e., via Athens Services and through utility billing funding separately from general refuse service charges and franchise Second Quarter Status: No action taken. Third Quarter Status: — Fourth Quarter Status: Year End Disposition: - Schedule: Barrel types will be researched and selected by April A purchase and barrel distribution plan will be developed 2002. by July 2002. Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Water Wise Gardening, Composting aInd Grass Recycling Workshops Division: Waste Management Team Leader/Members: Cary Kalsrheuer Brief Description of Project: Host in partnership with composting and grass recycling. Purchase about 18 attend the workshops. Los Angeles County 3 or 4 workshops on water wise gardening, backyard compost bins and provide the bins free to residents that Funding Source: AB 939 Fee Account Number 28-40-750-0654450 First Quarter Status: N/A Second Quarter Status: Program concept approved scheduling workshops. Iby Utility Board on November 26, 2001. We have begun process of Third Quarter Status: Fourth Quarter Status: Year End Disposition: Schedule: We are seeking to schedule workshops in May, June and July of 2002. Notes: e ELECTRIC DI%'ISIONIELECTRIC ENGINEERING WORK PLAN UPDATE HIRD QUARTER 2001/2002) RECEIVED ,JAN 3 1 2002 C. _ P Project Title Landfill Gas E!ectric Plan/Interconnection Efectr:cai Ccrstruction Office Remodel C vywde Urdergrour.d Lire Extension Street Light System Reolacerent Eleventh Substation Site Acquisition - New Substation Substation Ccrstruction and Distribution System Owl OistrbuCcn Circuit Line Extension Lire Truck .vith EO' derrick ')is*rbution blcnitorng and Automation Phase 1 Sedan-Alter^ace Fuel Suostation Construction and Distribution System Reel Truck/ Trailer 2002 Budget 265,128 80.000 345,699 5&0,000 791,932 100,000 810,000 290.000 251,000 25,000 4.700,000 75,000 8,293,759 Bi -Tech Expenditures 33-8GCCO-73G-7199r73CO1A 33-aC-CCO-73G-712G/73C01C 33-8C-CCO-73C-7!35,73COIE 33-8C-CCC-7X.7145j73CO t F 33-80-OCO-73C-7101182CCCA 33 -60 -CCG- 73C- 714CMCCOB 33-20-CCO-73C-7145184000A 33-80-CCG73C-71-Mv73CO2A 33-aC-000-73C-71M730029 33.30 -CCC -73F 7135i73CO2C 33-80.7CO-73C-7120820008 33-80-OCO-730.714073CO20 Fund Light Ught Light Light Light Light Light Light Light Light Light Light CITY OF AZUSA FY2002 WORKPLAN �-o;ect'lame: Landfill Gas Electric Plant/Interconnection Facilities (Co -Gen) (CIP) I CI•.,slcr: Fe -7 c 7+am l >aep,%J,r, : I nrrir aamiror Errer =— X _[:Cr. v r:je•-: G:r L-ac-ual agree. ,!. C.`Cri -_ ';e^. ]"•'IC:2.'. P-::ec::2'.e!cce.- :.... _r'CLr s2 [r. _.::rr2!C,Cr -?C:hC25=2CSve.+n LSrC?rC S`laCe.' LetdG^2^C _ 7e :27arntrt -r ;`er ix-erses. -'4 Jr -j2^. i Fcrcirg :curse: l.gc( is 275.000) Ac:ccrt Numcer 13.30-CCC-73C-7:99i73C0:A ?rst �4dre.' SCaC_s: Retalred ariesscrat '_rGlreerr9 72:etCCer. 'il:.^f C_rceccy =_-. 2CC: sercCes 7f A'i! Ees:< as ser 3greer2^C .vd.' i Seard Quar-er SU _s: Pre!imirar7 dr3ft sf erglreencS ierglreerrg test were incurred. - - cesgn .`crwarde^_ `:•/ RW?rt :a A-^�sd fight i water. P:rcn _f Thud Quaver Stat::s: As T3ure 200:, -:;--,en prclect rasciuccr. cr cercae amerem,.ents. Gereleper was .ccfeo drat projects pct on hcld pencirg I "_u �` Q, dear Sats: PrcjaC: or hc:d I 1 Year End D-sccsmcn: N/a i I I SchedLle: Ni3 Nates: Project on hold until contract amendments are relselved. not settled tefcre expiration of agreement. I Project will be subject to termination if amendments are CITY OF AZUSA FY2002 WORKPLAN Project ,Name: Electric Division: Electnc I TPArril—ep,/MPmi-Am- Rnmire.7,n Kur Brier Description of Project: Remodel the Electric Construction 2000-2001. Office. This project is berg tarred over frcm fiscal year Funding Source: Ught (5 80,000) Account Number: 33-80-000-730J120/73001C First Quarter Status: Reviewed plans for remodeling me expansion of office space at the Ory yard. (existing building and met with architect Mr. Henry Woo to discuss l Second Quarter Status: Upon reviewing the op@ins far additional office space for electric, public works, parks division and city engineering, Ublibes Director Mr. Joseph Hsu decided that the best alternative ,vas to build a new multi use building. The city manager and the Utility Board concurred with Mr. Hsu recommendation. Third Quarter Status: Project canceled, funds to be transfer to new building fund. Fourth Quarter Status: Year End Disposition: Schedule Notes: CITY OF AZUSA FY2002 WORKPLAN .;r Name: Citywide Underground Line Extension (Montecito Way) C.. C.cr. E:e=c I arch I i ire' CeS:f:CCCn 7l ?rC;e--: Ncn-ilte ice,:."c _r.ce ;rclurC .ire ccrsZ^.c _cn. S-te :C Ce Ceti- ,rec :erClcg '2 :r'g:ral _a.CGe!'as rCre352C ;v CCv e.' rC'e3seC C°St. .?'a52 J .0?.m.. i APU Cas :eee =CmLletac r sc31 /e3r CGCG: O.. ?'ase .i: N+0rtecto 'P(ay. iris prole- 4 teerg carned Cver .`Pm 5SC31 /ear 2CCO-2CO' . i I F_rc:rg ?ar_e I_gt•t;i SCO,CCO) acacrt Numter 37-30-01CC-770-7145;73C0:E ='rT, carer &aC_s: ?^aSe Ii I}Icr[eCao 'a avl 11707 rl:,ren tironcralUner -v e,. _V 7rrn,7nni 5eczrd Quarter Stats: ?rc;ec cn hctc. 1 Thud Quarter Status: AS per instruction of Qty's legal I counCl project Is on hold -..... _' Quay --?r ct3c s: I 1 Year E..^d D,sposdicn: N/a I Scredute Notes: Fnal settlement agreement subject to approval by city council, until then project is on hold. CITY OF AZUSA FY2002 WORKPLAN P-::ec: �Jar-e: Street Light System Replacement Eleventh and Angeleno (CIP) I n Oar -Iran! � ; amt cr acs- ::.Cr :. P':,e^:: iedlace e,g.s-r g 3rd nigh) �c4tage areer;r:Grd -3GIe and c:rcuit'mun re'.v. LCC3ucn _. __ c._._. 2r--7. _...r. Si: ?eS'r:c Arge:er0 :o Cr3rge A,,!rue. ACCiCcral !Cc3CCr5 -vete added -c :r:+e" - ez �grs�:r. Cay::r. arc Atarr:a .'rdm F:'- R, -2z t rtrr.:1 Santa Fz tr3dcs. 1I30. budget aS been .rcre3se_ :o aver acd:ccrar -CM. --is :rc;e-.s x+ng ;:arced :ver `rcm! nsc3l year 2COO-200 1. F_rd:rg SCur:e: _grr (5 560,CCO) Ac:curt Numcer 33.80 -CCC -730-7:45, 73CO:F �anis Snc-s: `o ae_rn Sr_cce Quarzr Status: P'arrrrg sz;7 eet :igr ; replacere.^•; E everth and Arge!ere Thyro Quaver Status: Eleventh and Angeleno Street light rz:av;rg. I l redlacement on hold due to extension of Eleventh Street i I � FCUrr Q� aver Stats: I � I I Year E. ^d C6Cosaicn: i SCee.Lle: Planning and RFP fer engineering for Alameda and Angeleno street light replacement Fourth Quarter. Notes: CITY OF AZUSA FY2002 WORKPLAN .,awwaw.' J -L= - LJ uaiuun New Dub5Ea LlOn - (l.lr) • .._ �._^"C -+am i »r'e. I arra o 7-:;eO: :.ie -e9':d-: _r5:::C:1 __:itosiacr icL, : d ?r-:ec: s =21ry^ I F.rc:rg Scurce: ugrt r.s 35o.coo) ACCourt Ncmcer 33-80-oec-710-7.0.,9 rCQA FTs: qudrer Scat S". 7-ercrmeC :ask rt :r-2paraccr. ;r e_- 7rojs �rioal S'LCY, negative _ ", 'ec'araucn I I I I i Sr_:re Quar-er Status: Completed CcQA eca.mertaccn. ([tical study and mitigated negative decaracon) i Tl -J, Quarter Status: Completed plarrirg ccmmission Perfcra larescace design. I — _ aGProval of substation. FCur_r Qudrer Status: FindliZe 3CGuisi1::Cn arC C:c5 25c.'ow I and complete relcca Ccn Cf dffeced business. Year oral Dsccsitien: Star demcliCcn of existing building faehties and perform initial site clearing & improvements. SC.edule: Perform detailed engineering design and prepare plans & specifications. Notes: AcC;ulslticn budget might need additional funds to possession. cover site preparation and secure property upon taking CITY OF AZUSA FY2002 WORKPLAN Name: Owl Distribution Circuit Line Extension (CIP) I S.cr: :. e'_7hC -anm »� x M1lanr.+rc" r1 oar -,r, = i xar Z. :esCr'CGCr.:e ?r C'et;; ?".ase 1: E,:arz :wi ier,a :rater `:iC]cCr. plant 3rd :r-a"re'0. ,.:'¢re ]e',eiccre^: - : A:'Sd-Sar GaCr 2!'C3r ,0n RdaG arC acrCss Sar. Gacr.e! zver. T's Cr-jec:.s 3lre3c'r .ricer :]rsCr':G'cr. ?"ase ii. :- acciccn, Nw'ECG C.r-.,c mil aicrg :he areas as lac< -p. I i i=_rC!rg SCGrCe: Lght 158:0,000) i Account Numter 3380-000.70-7:45,81000A P`rst tearer Staas: Prase _ C:rcrac:Cr rS-,,31[eS6(sZ. i ZCCC,:CG:. Lre :: ew .rs-allirg 3tle. .^irahers, ;urDens, reece;. ,-^_res `,-Grouts and iauits) in ;lace at 'ce end :f Ff 1 split's. Cacmcuntac switc`es arC -?!ata,- e;'ujpmer.t as i SecCcC Quaver Stats: L•ce eye CCnticue^_ to icYallicg 3tle, termutatens, iurc::ens, splices, paCmeunted switches and related equipment. New line energized to San Gabriel Canyon Read. Allowing for service to homes at Azusa Ridge and lire exans a= and service to new homes at Mountain Cove. Main line also being extended new water pump wei s 6 11 and 12 Trod Quarter Status: Main line extension (!ocp) to new water wells s t 1 and 12 at spreading grounds continuing. I PCurn Quarer Status: I i i Year Std Cscositicn: I SArecule: Phase 11 to be Carried over to FY/200212003 i I Notes: CITY OF AZUS IA FY2002 WORKPLAN P•::ec: Name: Line Truck (Boom Truck) wit, h 60' Derrick (CIP) " /s.Cn: r,.m t..e., n qumnmv ?• e �esCr'c Ccr. _f PrJfe-: a . ew .ire '_C< vill : =Mace an ex;5::cg :982 Gmc P!6ran P:ie Ca[ ?"co -cce! lire T:C< Ta: -,as -,_r-7ase-. r :963. ire .eae-::re `r dew ir% :f wire :r:-C< s accur 12 "crus'= :re tlrne 2_ . ar Cfa(=_rer __c is a _r7er. I F_rc:rg Scur-e: Lght (s 290,G00) ACOurt Numcer 33-80-.GO-730-7135/72002A I I F'r5r roarer Stains: Preparin_ equipment ;peciticitions I i i j Se-:rd Stains: Formal Quaver bidding process completed, Cid awarded to Paofic Utilities Irc. Waiting on city execution cf contract and issuance of purchase order. Third Quaver Status: Contract executed and purchaselorder issued. — t � =corn Quarzr Status: I iYear End Disposition: Schedule Lead-time for delivery of equipment 180 to 210 days after manufacture receives order. Notes: Purchase price 5 184,990 CITY OF AZUSA FY2002 WORKPLAN P --:a= alarre: Distribution Monitoring andlAutomation Phase I (CIP) _..'i.C. ?n. -:c _ _ �?SCr:iSr ]f P -C Ll': P•�•,art;;a-a.'t?rarCe . .?liab:,C, arc :CrC%,7, :i Ser,,C'_. T?am 1eaCer:Me1 cers: 2 largo :f ?a:sL.^g=r7i2C::'.? :e',Ices 3: i:CSa i�CStat:cn L =crGrg Scur_e: L'gct (s 25!.000) ACCcurt Numcer 33-80-000-730.7120/730028 ! =' ,: Quarzr Stats: CccPeted roL'dl r=_mew of mlCCorCCesscr f arc autcmawn features. I Cased prcte=ve relay demcas CCmc,rmg meter, relay Sr_crd Quarter Status: Solicited project proposals to perform euscng sutstaccn. pilot o ojeCt m nstallirg additional protective relays at T`ird Quarter Status: Start construction of gdot project (2 circuits included are Amforge and Siena Madre.) ! Four.^. Quarer Status: Comolete construcion of pilot project. I I ! rear End Dispcscuon: Planning for eventual instailation of additional relays on ail Azusa Substation feeder C rCL145. Scredu!e Notes: CITY OF AZUSA FY2002 WORKPLAN Proie-Name: Sedan (Alternate Fuel) D•.'s,tr: E:eLT` I -.ami +-rer ?lamh.+rc' n Banira �% F 1 arrK Er'+• ?5:"p Cr 7f Pr_;ae: T`i5 ^.e -,v le' C:e .vdl replace i I 7e ex:5'r ? r - � g 1990 uck Se -an pccl _ar �sad tv Ergceercg. � I :.rcirg Scor:_: Lgnt (5 25,000) I Account Number 33-80.000-730-7I35/73002C I er Sid: No aCcn, Fro)ec: 3rce!laocn reEt ires. QLari s tepe�.aing oe^ delivery of Toyota Pnus Hybnd Venlde pLrchased wltn public i Sec -rd Quarter StatLS: New Toyota Prus ;Nivered arc declared surplus. SSLed as replacement pool car. Project cancelled, 1990 Buick Third Quarter Status: _ Fccrn QLarer StatLs: I Year Ere Clspos;acn: Schedule Notes: I CITY OF AZUSA FY2002 WORKPLAN I PrC:r_, Name: Substation and Construction Distribution System Configuration (CIP) I C-'•:S•c•r: FeG'C I ionm I a�rL..; ?tamY.arc' F I �rnR: aamirav ?r'ef CesC:'CCCn ;??-C: _,-: The 3CCiCCn :f `e -ew SLCStaCCn SCUM Cf the 240 `reeway 3CC5 flext:,hr/ Cf :ceratCri are S CS'n ars ; s ce!rg C3rr.eC ]:ef .'Cm fisc_I rear 2000-200;. The pf0 ect t:LC et CC.CeS N'•e CCS', Cf S:.CSt3CCr, 73r5"iiitcn 3rC 7iS7$IUCCr. ;re. A Cudcet -f S4 3 .mdllrn :c -n .e S_ st3r.:r Fr Z002-2003, rniratrg on F'' 2CC3-ZCC3. _• ,,. „, __, ,, _�_��::,i', ' wnl - F,;rcirg Scurce: t_gnt (S 4,700,000) I ACCCunt Numcerr 33-80-000-730-7140i820008 F rst Quarter Sams: P•o;ect Cn hold cr.Cl 'arc 3cpusit:Cn I i :s Completed. i Sec --rd Quaver Sams: N,,a i Third Quarter Status: N/a i FCCR' Quaref Status: Ala I Year ;rc Dispcs:ccr.: SC:.eduie Notes: CITY OF AZUSA FY2002 WORKPLAN Prole.- Narre: Reel Truck/Trailer (CIP) C.. c• t '$:Cr• �.:eC T-iam iAr!Pr'M11TT.rif<• n RTT Vo)i n (:Ar Brei Cesc'Ct:cc :f Pr;ie—: T:, ,rcuce -ew -eef tn:C<, i i :.fader arc mssce!larecus .rdergrcurC 7Uhrg yuCmect. j i FF.,reirg scute: Lgh[ (S 75.060) ACLcurt Numcef 33-80-00-730-7140073GO20 FrrSt QLdrter SMaS: No aCCCn Second QLarer Status: No acacn Third Quaver Status: No actim FCcrM QLar-er Status: i i • I Year End OisCcsilam Schedule Equipmert specficaticns targeted fcr thirdifourth quarter Nates: CITY OF AZUSA FY2002 WORKPLAN Protect Name: Infrared Inspection Divisco: Electric TPAm I PanPr/MPrnhPrG: QTmIrP]/xur Bref Descnption of Project: Annual infrared inspection iccate hot spots on the electric system, so that preventative outages. of 12 kv Overhead lines w th infrared equipment and camera to maintenance can be preformed. This helps prevent cusicmer Funcing Source: Operations O.H. Line Expense Account Number 3340733106497 First Quarter Status: No activib/ Second Quarter status: No activity Third Quarter Status: Schedule inspection (blanket purchase order.) Fourth Quarter Status: Year End Disposition: Scheduled: Notes CITY OF AZUSA FY2002 WORKPLAN Project Name: Pole Maintenance/ Inspection Testing Divis;cn: Electric Team I Par1Pr/MPmhorc QATIrA7,KiAr 9ref Cescricticn of Project: Grcundline Inspection & Treatment of Distnbution Poles. Funding Source: Operations Maintenance Of O.H. Unes i Account Number 334073593,06+93 First Quarter Status: Contractor Osmose Inc. inspected 1.084 poles of those 98 poles'nere found to have fallen below standards. Second Quarter Status: Contractor restore 61 poles with the installation of c -truss repair units Third Quarter Status: Contractor restored 1 pole with I c -truss repair unit. This completes year two of our groundfine inspection program. Reviewed year ending report with contractor and requested update on database we can query. Remaining 27 poles that are not restorable have bee' added to the existing pole replacement list. Fcu rtti Quarter Status: Year End Disposition: Scheduled: Pole replacement, priority poles 18 months, non priority poles 36 months, following completion of final project summary report. Notes: warlung with Dan/ Usa to update spread sheet with pales that need to be replaced. Total pales inspected to date 1616. Total pale strutted to day 102. Total poles rejected to date 55. Total pole replaced to date 15. I CITY OF AZUSA FY2002 WORKPLAN ?•p;er 'iar..e: Tree Maintenance /Circuit Trimming IJI`djpr: °:2C"_^C I T++m i+ar!onhlamrarc"R.�mirry fi inr ?r'ef CesC'CCCr „(?rp;e"-: hldlr C'_nanC: 3r0ua1 _rCu1t ^alr CerarCe prpgram :C 'e'CuCe Cr elimi rate __s -.::mer :fres. t,;mmirg �^Cwer:ire -:eararce) Irtented as $ro-aOve CUtageS CUe :C 'Sees cCm,ng n C'r Cat Mt -1 'Igr voltage pCwer I t r.rcirg Source: CperaCCrs Maintenance Cf O.M. tines! I Accpurt ,Numter Frst Quar-ar Stats: SC.eduled centraccr (West C-ast i I Artcnsts irc.) and helC pre co meecrg j Sec --rd Quarter Status: Grcui[ [nmming started and completed fer FY 2 00 112 00 2 in this Quarter 2,042 Tees T.mmed. Thud Quarter Status: Held job completcn meeurg. Scheduled cersonnel in order to update inventory mfornabcn and training on Arbor Access program for electric (data entry) run some basic reports. i FCCCh Quarter Status: Year End Disposition: Schedule Notes: Cast to date this year $ 73,512 West Coast to review inventory data per electric department request, minor changes. CITY OF AZUSA I If FY2002 WORKPLP cvale to Citrus I Tpam IPartPr/Mpmhprc: f'hr/ Iecommended by the Year 2000 Wale ' I � Account Number: ;b Project Name: 16 -inch pipeline in Baseline from Roc Division: Water Brief Description of Project: Installation of pipeline Funding Source: Water Fund First Quarter Status: Second Quarter status: Request For Proposals prepared for selection of an engineering consultant to prepare plans and specs for the project. Third Quarter stance: A consultant will be selected and approved by the Board after the proposals are received. Design and preparation of plans and specs will then begin. Fourth Quarter status: Complete design and spec preparation; advertise for bids and select contractor to install the improvementsl. Begin construction if sufficient funds are available. Year End Disposition: Schedule 1I� I Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: 20 -inch and 16 -inch pipeline for Mountain Cove Division: Water TPam I P9r1Pr/MPmhPm: Chrr, F. \ndrrcnn. P.F. Bnef Description of Project: Installation of pipeline required to service the Mountain Cove Project from the Heck Reservoir Booster Pump Station to the new Reservoir at Mountain Cove . Funding Source: Water Fund Account Number: 32-80--000-721-71,172101 L First Quarter Status: Under construction by developer. Second Quarter Status: Under construction by developer. Third Quarter Status: Installation of main from Booster Station to Reservoir site complete. Awaiting final connection to reservoi and pump station. Fourth Quarter Status: Booster pump station and reservoir installation will be completed. Final connection of main to reservoir and pump station will be completed. Pump station. reservoir and pipelines will be placed lin operation Year End Disposition: Schedule Notes: Pipeline funded by developer with project en6 participation by Azusa. CITY OF AZUSA i FY2002 WORKPLAN Project Name: 20 -inch pipe installation- Lakeview T Trace to W St and Rockville Boosters Division: Water TPPm I P2APr/MPrnhPr<' r-hrr, F. \nrlrrcnn- P.F. Brief Description of Project: Installation of pipeline recommended by the Year 2000 Water System Master Plan Update. Funding Source: Water Fund Account Number: 32-80--000-721-71/72102H First Quarter Status: . Second Quarter status: Request For Proposals consultant to prepare plans and specs prepared for selection of an engineering for the project. Third Quarter status: A consultant will be slelected proposals are received. Design and preparation and approved by the Board after the of specs will then begin. Fourth Quarter Status: Complete design and contractor to install the improvements[ available. spec preparation; advertise for bids and select Begin construction if sufficient funds are Year End Disposition: Schedule Notes: 20 -inch water line is consolidated from two pipelines redundant. recommended by the Water Master Plan but seemed to be CITY OF AZUSA H2002 WORKPLAN Project Name: 30 -inch pipeline in 6' St.- Virginia to Cerritos Av. Division: Water TPRm I Par1Pr/MPmhPm: r-hrr F. %.,I,cnn. P, V. Brief Description of Project: Installation of pipeline recommended by the Year 2000 Water System Master Plan Update. Funding Source: Water Fund Account Number: 32-8r1 000-721-71,721021) First Quarter Status: Second Quarter status:: Request For Propo sals prepared for selection of an engineering consultant to prepare plans and specs for the project. Third Quarter status: A consultant will be selected and approved by the Board after the proposals are received. Design and preparation of plans and specs will then begin. Fourth Quarter Status: Complete design and contractor to install the improvements) available. spec preparation; advertise for bids and select Begin construction if sufficient funds are Year End Disposition: Schedule Notes: CITY OF AZUI SA FY2002 WORKPLAN Project Name: Ph 1 Heck Booster Pump station Division: Water Team I ParIPr/MemhPM: rhrt F. \nde r<nn. P.F. Brief Description of Project: Installation of a booster development. pump station to boost water to the reservoir at the Mountain Cove Funding Source: Water Fund Account Number: 32-80-000-72 1-71;-,' 101 14 First Quarter status: Booster station under construction in Quarter 2 design. Project scheduled by developer to begin Second Quarter status: Contractor selected and material approval process begun. .Third Quarter status: Construction of booster station and appurtenances will begin. Fourth Quarter status: Construction of booster station and appurtenances will be completed. Booster station will be placed in operation. Year end Disposition: Ownership of the booster the City will pay its portion of the cost pump station will be transferred to the City and of the station. Schedule i Notes: Booster station funded by developer with project end participation by Azusa. CITY OF AZUSA FY2002 WORKPLAN Project Name: 1MG Mountain Cove Reservoir, Division: Water I ,TPam I Par1Pr1MPmhPM: fhrr F_ \ndrrann. P.F. Brief Description of Project: Installation of a reservoir at the Mountain Cove development. Funding Source: Water Fund Account Number: 32-80-000-72[-7117210[E First Quarter status: Reservoir under design. construction in Quarter 2 Project scheduled by developer to begin Second Quarter status: Contractor selected and material approval process begun. Third Quarter status: Construction of reservioir and appurtenances has begun. Fourth Quarter status: Construction of reservoir Reservoir will be placed in operation. and appurtenances will be completed. Year end Disposition: Ownership of the reservoir will pay its portion of the cost of the reservoir. will be transferred to the City and the City Schedule Notes: Reservoir funded by developer with project end participation by Azusa. CITY OF AZ I SA FY2002 WORKPLAN 1 Prefect Name: Pipeline from Citrus & Foothill to Bairanca & Alosta l Division: Water TPAm I Padpr/Mpmhprc' f Ar, F kndrrcnn. P.F. Brief Description of Project: Installation of pipeline recommended by the Year 2000 Water System Master Plan Update. Funding Source: Water Fund Account Number 32.30--000-721-7I/7:I01B First Quarter Status: Second Quarter status: Request For Proposals consultant to prepare plans and specsi prepared for selection of an engineering for the project. Third Quarter status: A consultant will be selected and approved by the Board after the proposals are received. Design and preparation of specs will then begin. Fourth Quarter Status: Complete design and spec preparation; advertise for bids and select contractor to install the improvements . Begin construction if sufficient funds are available. Year End Disposition: Schedule Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Install radio controls for SCADA Divi5i00: Water Taam I Parlar1MPmherc' C'h•r F. P.F. Brief Description of Project: Installation of radio controls for the water system SCADA control system. Funding Source: Water Fund Account Number: 32-80--4)00-721-7117210[G First Quarter status: Proposal requested from SCADA equipment. the SCADA consultant and supplier to furnish Second Quarter status: Contract with the SCADA I supplier was signed Third Quarter status: Delivery of the SCADA equipment accepted. Installation of equipment will begin. Fourth Quarter Status: Installation of SCADA equipment will becompleted. Year End Disposition: Schedule Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Repairs to Sierra Madre Reservoir Division: Water Team I Par1Pr/MPmhPm! Chrr F. P.F. Brief Description of Project: Sierra Madre Reservoir is in need of repairs to the inside and outside of the reservoir. Funding Source: Water Fund Account Number: 2-80-000-721-7102102C First Quarter Status: Second Quarter status: The reservoir will be extent of the repairs that are required. drained and the interior surveyed to determine the Third Quarter status: A plan of the repairs will be prepared; the project will be advertised repairs and improvements. Following that are required will be prepared; bid documents for bids and a contractor selected to effect Board acceptance of the bid repairs will be begun. Fourth Quarter status: Repairs will be completed Year End Disposition: Schedule Notes: Budgeted with South Reservoir improvements. CITY OF AZUI SA FY2002 WORKPLAN Project Name: Rehabilitation of South Reservoir Division: Water Team I IMWIVIamhPrc[ Ch" F. fv4rcnn. P.F. Brief Description of Project: South Reservoir will analyzed by a structural engineer to determine if the reservoir is worth renovating or if it should be torn down and replaced. Funding Source: Water Fund Account Number: 32-80-000-72I-7li72IO2C First Quarter Status: Second Quarter status: A Request For Proposals for selection of an engineering consultant to analyze the capability of the structure' to meet current seismic codes and design a retrofit to the reservoir if it does meet current codes will be sent out. Third Quarter status: Proposals will be accepted and a consultant will be selected to do the analysis following Board approval..Malysis and design will begin. Fourth Quarter status: The reservoir analysis and design will be completed: bids will be solicited and. following Board approval a contractor will be selected to install interim improvements. Construction will be begun. I` Year End Disposition: Schedule Notes: Budgeted with Sierra Madre Reservoir improvements. CITY OF AZUSA FY2002 WORKPLAN Project Name: Spreading ground wells Division: Water Taam i varler1MPrnhPM: ('her F. 4ndrrcnn. P.F. Brief Description of Project: Installation or two wells sluice the accumulated debris from Morris and San in partnership with the County to enhance the County's ability to (Gabriel Dams. Funding Source: Water Fund Account Number:;24CO 4)00-121-II1;72HAR First Quarter status: Project is underway and is scheduled for completion in September. Second Quarter status: Project is delayed by the reluctance of the City of Pasadena to grant an easement that is crucial to the project.) Third Quarter status: The General Contractor will be released from the project and the wells put on line. The pipeline subcontractoIr will be kept on contract 10 complete the portion of the pipeline across the Pasadena property. Fourth Quarter status: The project will be completed and placed in operation in this quarter. Year End Disposition: i I Schedule Notes: CITY OF AZ USA FY2002 WORKPLAN Project Name: Purchase replacement vehicles Division: Water I Team I ander/Mnmharc' fh.r F 4nA.rcnn. V.F. Brief Description of Project: Replace vehicles that have reached an advanced age and advanced state of wear. Funding source: Water Fund Account Number: 32-80--000.721-71 r72101 H First Quarter status Second Quarter status: The Water Division replaced were surveyed. vehicles to determine which vehicles will be Third Quarter status: Proposals from State approved suppliers will be obtained for the vehicles determined to warrant replacement and presented for Board approval. Orders will be placed with dealers. Fourth Quarter status: Vehicle delivery wiiH be accepted. Year End Disposition: Schedule Notes: This budget item has been carried over from 2001. CITY OF AZUSA FY2002 WORKPLAN Project Name: Purchase replacement vehicles I Division: Water Team I aarfar/MamhnrC Cher F..%ndrra n. P F. Brief Description of Project: Replace vehicles that have reached an advanced age and advanced state of wear. Funding Source: Water Fund Account Number: 32-80-400-72 i-71/72102F First Quarter Status Second Quarter status: The Water Division replaced were surveyed. vehicles to determine which vehicles will be Third Quarter status: Proposals from State determined to warrant replacement ani laced with dealers. approved suppliers will be obtained for -the vehicles presented for Board approval. Orders will be Fourth Quarter Status: Vehicle delivery will be accepted. Year End Disposition: Schedule Notes: CTY FY2002 WORKPLAN Protect Name. Well 2 &3 discharge uO deAZUSA Division: Water Team I PArier/MPrnhPm: Ch,t F. dndrrann. D.C. Brief Description of Project: Installation of piping to enhance the now out of wells 2 & 3. Funding Source: Water Fund Account Number: 32-80--000.721-71l72101N First Quarter Status: Second Quarter Status: Third Quarter Status: The piping changes that plans will be prepared. are required will be determined. Construction Fourth Quarter status: Advertisement for bids the improvements. Construction be begun the contractor. will be made and a contractor selected to install and completed following Board acceptance of Year End Disposition: Schedule Notes: CITY OF 14 eline in Dalton from Division: Water Brief Description of Project: Installation of pipeline Funding Source: Water Fund First Quarter Status: Second Quarter status: Request For Propos consultant to prepare plans and specs SA FY2002 Madre to 5th TPAm I Parr prepared for sc . the project. Third Quarter status: A consultant will be selected and approved by the Bo, proposals are received. Design and preparation of plans and specs will the.. Fourth Quarter status: Complete design and spec preparation; advertise for bids and seleL. contractor to install the improvements! Begin construction if sufficient funds are available. Year End Disposition: Schedule Notes: CITY OF AZUI SA FY2002 WORKPLAN Project Name: Distribution Main Upgrades Division: Water TPArn I PariPr/MPmhPm! rhrr F. Andrrcnn. P, F. Brief Description of Project: Replacement of water rollover from 2001. mains in the distribution system. Combined budgets for 2002 and Funding Source: Water Fund Account Number: ;2-30-000-721-', t 4i/i2; I01 K & /7? IO2G First Quarter Status: Second Quarter status: Plans were prepared and the project put out to bid. Bids were accepted. Third Quarter status: The contract was awarded Construction has begun. to Simich Construction by the Board. Fourth Quarter stains: Construction will be completed and the project accepted on completion. Year End Disposition: Schedule Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Rockvale booster upgrade upgrade Division: Water TParn I ParlPr/MPrnhPfm' rh•r V. Ander<nn. P.F. Brief Description of Project: Installation of new pump and piping to enhance the performance of the Rockvale boosters.. Funding Source: Water Fund Account Number:;2-80--00 721J1r7]lolc First Quarter Status: Second Quarter Status: Third Quarter status: The improvements that repairs that are required will be prepared are required will be determined. A plan of the and bid documents will be prepared. Fourth Quarter Status: The project will be advertised repairs and improvements. Following and will be completed. for bids and a contractor selected to effect Board acceptance of the bid. repairs will be begun Year End Disposition: Schedule Notes: CITY OF AZUA FY2002 WORKPLAN I Project Name: Economic Development Plan Division: Redevelopment Team Leader/Members: 1. Andrews/M. Quiroz/VPE Bref Description of Project: Develop collaterals and highlight the light industrial project at 100 and Todd purpose of the plan is to generate positive publicity in development and homebuyers to the Mountain Cove) Ian economic development media and publicity plan, which will and the Mountain Cove Development project in the foothills. The local and regional media to attract businesses into the Todd development. Funding Source: Public Information Budget Account Number: 3110130000662 First Quarter Status: Second Quarter Status: Third Quarter Status: This plan was originally scheduled firebombing incident of early December, it wars implementation is scheduled for February. to start in January. However, due to the delayed. We have begun to develop the plan, and Fourth Quarter Status: Year End Disposition: Schedule Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Azusa Tomorrow Division: Communications/Newsletter Team Leader/Members: M. Quiroz/Navilla Brief Description of Project: Write, photograph, and Ught & Water utility bills. layout the monthly Azusa Newsletter, which gets circulated via the Funding source: Public Information Budget Account Number: 3110130000662 First Quarter status: On schedule. Second Quarter status: On schedule. Third Quarter status: On schedule. Fourth Quarter status: Year End Disposition: Schedule: This project generally on -schedule. Notes: The recent Christmas vacation put this project vacation schedule. two weeks behind due to the printer's and negative photographers CITY OF AZUSA FY2O02 WORKPLAN Project Name: Azusa Today Division: Communication( Team Leader/Members: R. Person/M.Quiroz Brief Description of Project: Write, produce, and edit a 40 -minute TV show on current project being undertaken by various departments at the City. The show is then 'placed on a schedule and aired on Azusa's government TV Channel 12. Robert Person is the moderator/host, and I am the producer. The show is taped at the Charter facilities in Pasadena every month. Funding Source: Public Information Budget Account Number: 3110130000662 First Quarter Status: The first show was on Library Bond Measure "L" and it featured Mayor Madrid and architect Armando Gonzalez. Second Quarter Status: Our second show focused on the city's economic redevelopment plan. It featured Redevelopment Director, John Andrews, Kevin Coleman, of the I0" and Todd St. light industrial I development, and Mike Battaglia of the Mott tain Cove development. Third Quarter Status: The focus for this quarter is going to be the AVSD School Bond Measure and Azusa's Community Policing. Fourth Quarter Status: Year End Disposition: Schedule: This project is taped on a monthly basis at the Pasadena studios of garter Communications. Notes: The project was recently delayed by one month due to the fact that Charter Communications was Hooded when a water main ruptured. They are back on-line, and we will resume production on February S'", 2002. CITY OF AZUSA FY2002 WORKPLAN Project Name: Azusa Advantage Division: City Manager Team Leader/Members: Cole/Andrews/Quiroz/Cravens/Graf Brief Description of Project: Program consists of a weekly meeting to proactively plan strategies on marketing, publicity, and synergy (with AUSD) on current events in and around Azusa. Whenever possible, media opportunities are recognized and pursued for their positive portrayal of the City of Azusa, its employees, City Council, partnerships, and sphere of influence. Funding Source: Communications Budget Account Number: 3110130000662 First Quarter Status: Weekly meetings ongoing. Public Relations contract with PR consultant approved by the City Council on October 15, 2001. Second Quarter Status: Created and implemented a public outreach campaign to let voters make up their minds on Library bond measure "L" based on objective facts about the condition of the existing library, the cost of the measure, and potential benefits of having a new library with 2/3 of the cost paid by the state. Third Quarter Status: As a direct result of the Dlecember 5"firebomb attacks, Azusa Advantage immediately ' suspended most activities and focused on rebulilding the image of the City and its Council. They were unjustly accused of "dragging their feet' on hate crimes in Azusa and the firebomb attacks in particular. We decided to lend our support to two anti-hate evlents and coordinate the citv's first MILK event. It was decided that the event would be highly visible to attract outside media attention in order to change perceptions. Fourth Quarter Status: Year End Disposition: Schedule: Weekly meetings continue to be held, and the focus of this and next quarter's efforts will be a comprehensive economic development plan, which will highlight redevelopments light industrial and the Mountain Cove development projects. The purpose of the plan is to generate proactive and positive support through a local and regional media campaign that will attract businesses and new homebuyers to Azusa. I I Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Utility billing services to Azusa Light & Water and Colton Public Utilities. i Division: L&W MIS Team LeaderlMembers: Kevin *rningstarr'vlargaretDeLanoiMasgieShepard . ---d Brief Description of Project: Ongoing custom programming and operations of in-house utility billing system and associated functional upgrades. Includes contractual outsourcing set ices for utility billing to Calton Public Utilities. Fundina Source: L&W MIS ooeratina budget Account Number- 31-40-713 and 31-40-760 First Quarter Status: Completed installation at Colton i of a new cashiering system and GL interface. Added electrical circuit tracking for Lifeline and TOU customers at both cities. Streamlined returned check processing at Azusa. Added Fuel Cost Adjustment to Azusa. Completed installation of automated meter reading system at Colton. Enhancements to Level Pay Program processing at both cities. N4ade changes to refuse bill processing and GL reporting at Azusa. Second Quarter Status: Programming and testing of new Automatic Payment feature at Azusa and Wells Fargo Bank automated transfer interface. Program activated for Azusa customer sign up and processing in November. Assistance to Navigant and ( Azusa) Assistant Citv Manager with data relating to late payment penalties. Developed and implemented new late payment programs and revenue reporting. i Third Quarter Status: Fourth Quarter Status: j I Year End Disposition: Schedule i i Notes: Through the end of the second fiscal quarter Colton has been billed approximately $71,000. Through this agreement all shared hardware, software, and staff costs are billed equally between Azusa and Calton in addition to other monthly fees paid by Colton. CITY OF AZU!SA FY2002 WORKPLAN Proiect Name: eCommerce Interface to MUIS system (Azusa & Colton) Division: L&W MIS Team Leader/Members: Kevin ivlorn Ings tar.'. la rgaret De Ianoi Enes t Allen (html support) Brief Description of Project: Complete development of the real time interfact from the existing Azusa Light & Water web server (azusalw.com) to the utility billing system (known as MUIS). Project also includes parallel development for coltononline.com. Funding Source: L&W MIS ocieratino budoet Account Number 31-40-713 and 31-30-760 First Quarter Status: Work on the MUS interface was ongoing during the fust quarter. Initial interface development utchtded access to real time account info, billing history, electric and water usage historical graphs. i Second Quarter Status: Development work was completed in mid-October to the point of initial implementation. Refinement continued until mid-November with the implementation of enhanced security and user tracking. From November lith untillDecember 31" 152 customer sessions were initiated to the IV(L1S systcm. In October staff also worked with Ernest Allen staff to complete the second revision of azusalw.com fixed content that included a revised structure and menu system. Third Quarter Status: Currently staff is continuing to work on implementing system for coltononline.com. Work also involves Ernest Allen for him] codihe. As revisions are made during this process the improvements will be implemented on azusalw.com as well. Fourth Quarter Status: Year End Disposition: Schedule Coltononline.com customization and implementation will be completed in the third fiscal quarter. During the fourth fiscal quarter work will begun on enhancements such as online credit card payment acceptance and requests for new/discontinued service. Release of new PowerHouse Web software will enable a further revision of the existing customer screens to include easier access to detail data that must ndw be presented on additional web pages. Notes: Project development costs are split evenly between Azusa and Colton. Hardware and software were paid for and installed in the prior fiscal year. i I CITY OF AZUSA FY2002 WORKPLAN Proieci Name: Utility statement printing & mail outsourcing. (Azusa & Calton) Division: L&W MIS Team Leader/Members: Kevin Morningstar/Margaret DeLano/Jeannette j Olko (Colton)/Karen Vanca(Azusa) Brief Description of Project: Work with Customer Service staff to outsourcelutil4 bill and final notice statement printing and mailing. Enhance statement usability and readability and include usage comparison graphs. Fundina source: Customer Service budaet item Account Number: N/A First Quarterstatus: Assisted Customer Service staff at Colton with development of RFP document. I Second Quarter status: Onsite visit and vendor selection for Calton in October. Bill layout revision processes with DataProse. Development of data transmission file that will be sent to vendor. i i i I i Third Quarter status: Currently staff is continuinglto work with Colton and vendor staff to complete implementation. Fourth Quarter Status: l i Year End Disposition: Schedule Outsourcing for Colton Public Utilities should begin in February. Site visits with Azusa Customer Service staff in February to see respondents to Azusa 's RFP. I I I I Notes: Project programming and development costs (MIS staff time expenses) are split evenly between Azusa and Colton. CITY OF AZU,SA FY2002 WORKPLAN Project Name: Resource Planning Activities i Division: Resource Planning i Team Leader/Members: Bob Tang/Richard Torres/Tim Vuong Brief Descnption of Project: The following is an outline of the goals, objectives, and current planned projects for calendar year 2002. The goals, objectives, and planned projects will be evaluated on an ongoing basis to reflect the then current regulatory and market environment. Unless otherwise stated, the outlined projects have equal weight. As the department will continue to strive to provide cost effective electric power to Azusa's customers, the following activities will be undertaken: A. San Juan Unit x3 Performance Mitlgabon! As demonstrated in the past four months,' the department's ability to provide reliable low-cost electricity is intricately tied to the performance of San Juan Unit X3. Planned and unplanned outages of the unit have and will continue to cause adverse impacts to dour objectives. The following tasks will be undertaken to mitigate to the maximum extent possible the San luaIn conbngencies: Al - Explore long-term asset exchange arrangements with third parties A2 - Explore asset divestiture arrangements A3 - Explore joint reserve sharing arrangements TIMELINE: Ongoing B. Summer Peaking Resources (supply and demand side options) As contracts with the city of Pasadena and BPA for peaking power expire at the end of 2002 and 2003 respectively, the department will need to develop strategies to fill its summer peaking needs through new power contracts, ownership of generating assets, and/or demand side load management programs. At this time it appears that options through Inew power contracts and load management programs provide the most flexibility to manage city's peaking requirements. TIMELINE: Target to have a Resource Plan by May 2002 for Summer 2003 Implementation C. Renewable energy stragegy As the state of California continues to consider the state's long-term renewable energy strategy (perhaps establishing a renewable energy portfolio standard), the department will need to monitor and devise a strategy to face such potential challenges in the near future. Initial efforts will be taken to identify long- term sustainable funding mechanisms of potential renewable energy procurement (either due to legislative mandate or voluntary). TIMELINE: Target to have a Funding Mechanism Through Retail Rates Concurrent with Retail Rate Revision (see below). D. Distributed Generation Interconnection Policy Funding Source: N/A Account Number: N/A First Quarter Status: 1. Explore long-term assignment of San Juan entitlement. 2. Conduct modeling and study of short-term to medium-term power market fundamentals. Second Quarter Status: Continue the efforts. I Third Quarter Status: 1. Conbnue the efforts. 2. Finalize 1-5 year resource planning strategies. Fourth Quarter Status: ; 2 s A I t CITY OF AZUSA FY2002 WORKPLAN Project Name: Retail Rates Revision I Division: Resource Planning I, Team Leader/Members: Bob Tang/Richard Torres/Tim Vuong Brief Description of Project: As me departrnent s cdst structure continues to face upward, cost pressures due to (1) cost of -Irving adjustment, (2) increased internal funding of capital projects, (3)additionalsocialized city costs, (4) uncertain and volatile electricity wholesale market, (5) uncertain cost implications of CAISO market as well as expiring transmission ' contracts with SCE, the department will need to revisit and revise its retail rates to reflect the current business environment. At the same time, the department will need to be cognizant of the increased competitive pressure from the investor-owned utilities (namely SCE in Azusa's case) once they complete the restructuring of their past debts in the foreseeable future (by mid -2003 in SCE's case). In light of the above, we need to devise a more flexible rate structure that can provide the department with the rete flexibility to face the unforeseen circumstances. Along these thoughts, the following rate structure may serve as a "straw man": A. Incorporate a portion of the current one -cent per kWh charge permanently into the rate base to reflect the increased cost structure of the department. B. Create a quarterly updated power cost adjustment (PCA) mechanism to reflect the volable nature of department — wholesale power procurement costs (perh ps with a percent cap of haw much the department can revise its PCA) TIMELINE: Target to have the rate study completed by April 2002 for post -summer 2002 implementation. I Funding Source: N/A Account Number: N/A First Quarter Status: Conduct finanacial studies regarding Azusa's cost of service regarding electric service. Second Quarter Status: Refine financial models, conduct in-house discussions regarding cast of service structures. Formulate retail rate of structures. I Third Quarter Status: Conduct workshops, public hearings for the new rate structures. I i Fourth Quarter Status: Implement the new retail rate structure. I Year End Disposition: I Schedule Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Credit and Risk Management Activities'! Division: Resource Planning ITeam leader/Members: Bob Tang/Richard Torres/Tim Vuong Brief Description of Project: As the events in the last eighteen months attest, the electric industry is becoming a very risky business. It is imperative that the department revisits its risk management policy to establish consistent and cohesive policies. The activities in this area will encompass the following: Funding Source: N/A Account Number: N/A First Quarter Status: Review the terms and conditions of existing enabling enabling agreements with terms and conditions Establish a consistent credit policy with respect well as the ongoing monitoring. agreements with third parties, and revise or enter into new that provide the appropriate protection to the city in case of defaults. to third parties. This will require the establishment of credit limit as Second Quarter Status: Review and Revise Utility I Rate stabilization Funding Policy to replenish the depletion of RSF. Third Quarter Status: Review and Revise Utility Rate Stabilization Funding Policy to replenish the depletion of RSF. Fourth Quarter Status: Year End Disposition: Schedule I i I Notes: CITY OF AZUSA FY2002 WORKPLAN Project Name: Long Term Participation in the CAISO; Markets Division: Resource Planning Team Leader/Members: Bob Tang/Richard Tomes/Tim Vuong Brief Description of Project: As the city's transmission contracts with Edison will expire at the end of 2002, the city must consider its participation in the CAISO market as Pio as a means to mitigate the almost certain increase in transmission costs. Funding Source: N/A Account Number: N/A First Quarter Status: Economic evaluation of becoming PTO. i i Second Quarter status: 1. Workshops with Utility Board 2. File PTO applications to CAISO regarding PTO participation. and FERC. �I Third Quarter status: 1. Negotiations with CAI50 regarding 2. Negotiations with SCE regarding PTO Agreements. Transmission Contracts. Fourth Quarter Status: Finalize the logistics of PTO participation. Year End Disposition: It is anticipated that Azusa will finalize its partdpatlon as Pio by years end. I Schedule I i I i I i Notes: I I INFORMATIONAL ITEM TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY BOARD AND AZUSA CITY COUNCIL FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES��/ DATE: FEBRUARY 25, 2002 , �\ SUBJECT: AUDITOR'S COMMENTS = RISK MANAGEMENT POLICY To put your concern at ease, the City did adopt a Risk Management Policy in October 1999 when Azusa began to transact in wholesale electric market in larger quantities and more frequently. A copy is attached for yourl information. As is the case with most of the Califon electricity market was deregulated, Azi City's energy portfolio to minimize our had to sell the excess into the wholesa ever had before. Staff recognized the need to respond to market conditions demand, and weather at that instant, , parameters for the City to adopt. Sinc several municipals at the time, our Rist adopted by those municipals, namely, If you have any question, please don't Attachment 3 municipal electric utilities after the California a was forced by the market condition to hedge the xposure to market volatility. In the same time we market, resulting larger transactions than the City A exposure and at the same time also recognized the Kpediently as the market was dictated by the supply, engaged a consultant to recommend a guideline or the consultant we engaged was also working with btanagement Policy was similar to the policies iverside, Vernon, Anaheim, and Glendale. to call me. i Lance 203 North Brea Boulevard Suite 203 1 & Brea, CA 92821-4056 Lunghard (714) 672-0022 .�12 LLP Fax (7140 672-0331 CERTIFIED PUBLIC ACCOUNTANTS www.lslcpas.com City Council City of Azusa 213 E. Foothill Boulevard Azusa, CA 91702 1� —��%i `� --- aMMIYFRSAgy — November 1, 2001 Brandon W. Burrows Donald L Parker Michael K. Chu David E. Hole • FreM1..bIW Cepal� Donald G. Slater Richard K. Kikuchi Retired Robert C. Lance "Zlm Richard C. Soil Fred J. Lunghard, Jr. 1F 111911 We have completed a financial audit of the City of Azusa for fiscal year 2000-2001. In planning and performing our financial audit of the City of Azusa's operations for fiscal year 2000-20011, we considered its internal control structure in order to determine our auditing procedures for the purpose of ultimately expressing our opinion on the financial statements and not to provide assurance on the internal control structure. However, we noted certain matters involving the internal control structure and its operations that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the City's ability to record, process, summarize and report financial data consistent with the assertions of management in the financial statements. We noted the following matters which we believe to be reportable conditions: ue Fee Schedules During our random sample of various revenue transactions during the year, we noted that the Parks and Recreation Department as well as the Library had been charging fees which were superceded by revised rates established for the 2000- 2001 fiscal year. We recommend that all departments utilize and charge rates established for the current year. 1 I MEMBER CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS LLS Lane. Soil 6 9herd LLP """FMD WD ICCD{/Nr NrS City Council City of Azusa Azusa, CA 91702 Page 2 l` k C,, Utility Operations Based on our discussions with City representatives, it is our understanding that during the current fiscal year, the Department of Ligl . and Power instituted some changes within the department. Among these changes, Ve Department now has a separate Utility Board which oversees the operations of light and power and also keeps separate minutes for their board meetings. During the current fiscal year, we n6�ted Jhaf the Power Resources, Manager has been given the authority to purchase and sell excess electricity in order td defray potential costs to the utility shoulo4e City require electricity as a result Of transformer failure or similar occurrence,,- It is our understanding that these transactions are currently being reviewed by the board.,: We recommend that a policy be adopted which will define the parameters of the purchase and sales of electricity. This,would be similar to the City's investment policy as it relates to cash and investments..- . Conclusion In conclusion, we would iike_.to thank tity staff for all their assistance during our review. We have discussed the above matters with City staff and will be available to assist you in implementing our suggestions. If you have any questions regarding the above, or in general, please do not hesitate to contact us. i The City of Azusa AZUSA -- . -.., F., Qaehry of Ore . AGENDAITEM October 7, 1999 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Joseph F. Hsu, Director of Utilities C — . VIA: Rick Cole, City Manager RE: APPROVAL OF ENERGY & CREDIT RISK MANAGEMENT POLICY RECONI M INDATIO>\: It is recommended that the City Council adopt the process described in the attached report titled Energy & Credit Risk ?Management Policy (Risk Police) as the process that will enable the city to control and minimize financial risks in its electric power purchasing and sales activities. It is further recommended that the City Council direct the staff to implement the specific recommendations as described belowlupon the adoption of the Risk Police. BACKGROUND: The electric industry is in the midst of unprecedented changes caused by the introduction of competition in the wholesale and retail level. Along with these dramatic changes, the utilities are now exposed to many business and financial risks that have not existed before. A few examples of the risks utilities face today are summarized below: I MARKET RISKS: In summer 98 due to unprecedented heat wave in the Midwest of the country and an unusually high amount of electric generation being out of service, the Midwest wholesale electricity market faced a price "melt-down".Wholesale electricity price that normally goes for S35/MWh saw a price run-up of up to S10,000Mlwh, hurting many utilities and power marketing companies throughout the Midwest. 729 N. Azusa Avenue 1 P.O. Box 9500 Azusa, Califomia 91702 626/811-5208 (phone) 626/334-3163 (fax) utilitiesgazusa.ca.gov (e-mail) In July 99 due to again unprecedented heat wave in the Midwest and East Coast, the Midwest wholesale market faced a repeat of the price run-up, albeit at a much lesser degree. However the financial consequences to some of the market players were by no means lesser dramatic, e.g., A municipal utility in Columbus, Ohio incurred additional replacement power costs almost four times the budgeted amount in one week, causing it to seek the city general fund assistance to balance the power budget. ClNergy, a major investor owned utility in the Midwest incurred losses in its wholesale power business unit of about $90 million dollars, wiping out three-quarter of the projected annual earnings in one week. CREDIT RISKS: In Summer 98 due to aforementioned heat wave in the Midwest, two undercapitalized power marketing firms were unable to deliver electricity under contract causing a chain reaction of delivery defaults that impacted many market players in that region, e.g.: The City of Springfield municipal utilitywas in one of the chain of delivery defaults, which caused it to default on several contracts that ultimately caused the City of Springfield to settle through litigation costing the city millions of dollars. Two of the power marketing firms was forced out of business by competitors after they defaulted on power deliveries. PacifiCorp, a Portland Oregon based investor owned utility, folded its wholesale power trading operations after incurring losses in the tens of millions of dollars to replace power not delivered by parties that defaulted on contract deliveries. ENERGY AND CREDIT MANAGEMENT RISK MANAGEMENT POLICY: In view of the above risks, it is imperative for the City to adopt a risk management policy consistent with the City's objective in providing cost-effective electric service to its retail customers consistent with the risk tolerance profile of the City. Early this year, with the authorization of the City Council, the staff engaged the consulting services of Henwood Energy Services to assist the Light and Water Department in establishing a credible and consistent energy risk management in managing the risks. The attached report is the outcome of this effort, which describes the process the City should go about managing the risks and the specific recommendations to be implemented in order to achieve the intended risk management objectives. The highlights of the process and the specific recommendations are as follow: PROCESS: 1. The establishment of the City's risk tolerance profile 2. The establishment of credible; counterpart risk assessment procedures 3. The establishment of a clear chain of authority with appropriate controls to execute power purchase and sales transactions 4. The establishment of clear and consistent monitoring and reporting procedures to assess City's power purchasing and sales exposures at all times SPECIFIC RECOMMENDATIONS: The specific recommendations of Henwood Energy Services for each step of the risk management process described above are as follows: 1. City's Risk Tolerance Profile Purchasine: j i Consistent with the historical City's power purchasing and sales practices, the city shall continue procure at all times sufficient power resources on a forward market basis, with appropriate considerations to the location, pricing, and firmness of the resources to sere its retail load. This will mean that at times, the city may need to procure additional resources above and beyond its anticipated electricity load requirements in order to hedge the risks of unanticipated resource outages,ltransmission outages, or misforecast of load requirements; provided that such additional purchases do not exceed in aggregate 10% of the forecasted load requirement' or the single largest contingency of any one of city's resources at the time, whichever is greater. Furthermore, all purchases shall not be made for the sole purpose of reselling on the wholesale level for a profit. Sales: The city shall only enter into wholesale sales on a term basis to the extent in city's assessment it will have excess power above and beyond its load requirements with high degree of confidence. In no event shall the city sell wholesale "call" options, that gives the purchaser the right to reserve and use city's power resources for an upfront fee. Such sale of "call" options is inconsistent with city's objective of using its power resources to serve its own customers first. The only exception to this restriction is if the city is required or has obligation to outside power operational entities namely the California Independent System Operator to make power resources available on call in order to maintain the reliability of the California transmission system. 2. Establishment of Credible Counterpart Risk Assessment Procedures: The report recommends the city establish a list of qualified wholesale entities which city may conduct transactions with. Such list shall be prepared through a credit check screening process whereby the entities will need to meet financial creditworthiness requirements as established by the city. It is further recommended that such list be maintained and updated periodically by the Finance Department to ensure accuracy and timeliness. — Until such list is established as recommended by the report, the staff recommends that parties the city has entered into contracts and has conducted transactions with in the last year be deemed to meet city's creditworthiness requirements, provided that they shall be screened against the established requirements as soon as possible. The report further recommends the city to consider conducting power transactions through power exchange entities such as California Power Exchange Corporation and New York Mercantile Exchange, because this will dramatically reduce the counterparty default risk to a very low level. The staff will research the pros and cons as well as the cost- effectiveness of conducting business through aforementioned Exchanges, and will provide recommendations and seek City Council approval to conduct business through Exchanges at a later date if it proves to be cost-effective. 3. Establishment of Clear Chain of Authority with Appropriate Controls to Execute Power Purchasine and Sales Transactions Due to the timeliness of power purchasing and sales decisions, the report recommends the city fashions the chain of authority of deal making similar to other municipal utilities that have established a risk management policy, e.g., Cities of Riverside, Vemon, and Pasadena. Such chain of authority consists of the following: Short Term Load and Resource Balancing and Optimization: Utility Marketing Services Coordinator shall be authorized to make transactions with duration not exceeding one calendar month consistent with process steps 1 and 2. above. Quarterly Load and Resource Balancing and Optimization: Manager of Integrated Resource Planning shall be authorized to make transactions with duration not exceeding three calendar months consistent with process steps 1 and 2 above. Annual Load and Resource! Balancing and Optimization: Director of Utilities shall be authorized to make transactions with duration not exceeding one calendar year consistent with process steps 1 and 2 above. Long Term Load and Resource Balancing and Optimization: Any transactions with duration greater than one year shall require the approval of the City Council. More specific purchasing and; sales volume limit restrictions for each of the element of the chain of authorization described above is attached hereto as Exhibit A. The Establishment of Consistent Reporting and Monitoring Procedures The report recommends the establishment of reporting and monitoring procedures overseen by the Director of Utilities to ensure compliance with the process steps l through 3 as described at all times. Such reporting shall be no fess frequent than quarterly reporting with sufficient information to assess the financial positions of all outstanding transactions at that time. The minimum set of information shall contain: a. A list of counterparties the city has transactions with for the appropriate timeframe b. The magnitude of city's financial liability for each of the outstanding power purchase transactions c The magnitude of counterparty's financial liability to the city for each of the outstanding power sale transactions d. Any exceptions to the process steps 1 through 3 described above, with detailed justification of the exceptions stating the reason, the duration, any adverse financial impacts to the city. Initially, the staff recommends reporting to City Manager and City Council on a quarterly basis, i.e., every three months. If experience proves more frequent reporting is required, such reporting timeframe will be modified accordingly. The staff under the direction of the Director of Utilities shall have the responsibility of preparing and distributing reports for City Manager and City Council's review and approval. FISCAL IMPACT: The adoption and implementation of the Risk Policy will substantially reduce any potential adverse financial impacts to the city due to the financial risks in city's electric power purchasing and sales activities. Prepared by: Bob Tang Manager of Integrated Resource Planning IWOU . _ PROPRIETARY AND CONFIDENTIAL ENERGY & CREDIIT RISK MANAGEMENT POLICY Table 4-1 Transaction Authorizations & Limits (1) The normal limit may be exceeded: a) to cover a short position resulting from an emergency, such as a sudden loss of generation or transmission, b) if part of the purchase displaces energy from a higher cost Azusa - controlled resource, or c) if the counter -parry is exceptionally creditworthy. (2) Since transactions are opened primarily to balance load or generation, risk is primarily volumetric and an accurate load/resource balance is most important- The maximum "estimated available" for a given period is equal to excess resourr m above the average load requirement. The maximum "estimated requirement" for a given period is equal to the load calculated from a stress test less available resources. 01999 Henwood Energy Services, Inc. March 16, 1999 4-4 Manager of Power I Integrated Director of Time Real Tim Resource Resource Resource Light & Water Schedulers Schedulers Coordinator Planning Department Type Purchases to Purchases to I Purchases to Purchases to Purchases to meet load, meet load, meet load, meet load, meet load, covered sales covered sales covered sales covered sales, covered sales, hedges hedges Term Hourly to Day ahead to Week ahead to Month ahead to Quarter ahead balance of day balance of balance of balance of to balance of week I month quarter year Transaction I Largest Largest I 25 MW 50 MW 75 MW Volume requirement to requirement to (1) meet load, i meet load, ! sales from I sales from excess I excess I Total Volume i Up to 100% Up to 100% I Up to 100% Up to 110% Up to 110% of (2) of estimated of estimated of estimated of estimated estimated requirement or requirement or requirement or requirement or requirement or available available available available available From pre- Counter- From pre- i From pre- From pre- From pre- approved credit party credit I approved credit approved credit approved credit approved credit list or with listI list I list list Letter of Credit (1) The normal limit may be exceeded: a) to cover a short position resulting from an emergency, such as a sudden loss of generation or transmission, b) if part of the purchase displaces energy from a higher cost Azusa - controlled resource, or c) if the counter -parry is exceptionally creditworthy. (2) Since transactions are opened primarily to balance load or generation, risk is primarily volumetric and an accurate load/resource balance is most important- The maximum "estimated available" for a given period is equal to excess resourr m above the average load requirement. The maximum "estimated requirement" for a given period is equal to the load calculated from a stress test less available resources. 01999 Henwood Energy Services, Inc. March 16, 1999 4-4 ' r 40, 411 AZUSA LIGHT i WATER AGENDA ITEM MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: JOSEPH F. HSU, DIRECTOR OfUTILITIES VIA: RICK COLE, CITY MANAGER, G DATE: FEBRUARY 5, 2001 SUBJECT: RESOLUTION APPROVING AGREEMENT WITH THE CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD FOR SIXTH CYCLE USED OIL RECYCLING BLOCK GRANT PROGRAM RECOMMENDATION It is recommended City Council adopt a resolution approving an agreement with California Integrated Waste Management Board (CIWMB) for the sixth cycle used oil recycling grant program FY 2000-2001 to FY 2002-2003. BACKGROUND On March 20, 2000, the City Council approved a resolution authorizing the submittal of a sixth cycle used oil block grant application to the CIWMB for $15,884. On July 18-19, 2000, the CIWMB provided blanket approval of our grant application with other cities. However, on August 1, 2000, the CIWMB announced that there would be a delay in issuing the grant funds due to changes the Board desired to make in the way the program is administered. These changes were completed by November 27, 2000, when the CIWMB mailed us the new requirements. In order to make the request for grant payment, the City must approve the attached agreement and submit it with our request for payment to the CIWMB by February 26, 2001. Generally, the agreement insures that the City will spend the funds for intended purposes, keep adequate records, and adhere to various other conditions required by the CIWMB under this program. The agreement has been reviewed and approved by our City Attorney. FISCAL IMPACT The grant will add $15,884 in revenue to the City for each of the next three years. 40Report Prepared by CaryKalscheuer Sr. Management Analyst g/r-CSC ritk-- The California Integrated Waste Management Board conditioned the award of this Agreement upon the return of this executed Agreement and its required materials within (ninety) 90 days from the date of mailing of this Agreement by the Board.The Grantee may not receive this grant if Grantee fails to comply with this condition. USED OIL RECYCLING BLOCK GRANT EXHIBIT A TERMS AND CONDITIONS 1. Definitions. The following terms used in this Agreement have the meanings given to them below, unless the context clearly indicates otherwise. a. "Board" means the California Integrated Waste Management Board. b. "Executive Director" means the Executive Director of the Board, or his or her designee. c. "State" means the State of California, including, but not limited to, the Board and/or its designated officer. d. "Grant Manager" means the Board staff person responsible for monitoring the grant. e. "Grantee" means the•recipient of funds pursuant to this Agreement. 2. Availability of Funds. The Board's obligations under this Agreement are contingent upon and subject to the availability of funds appropriated for the grant. 3. Payment. a. Upon execution of this Agreement by both parties, the Board may advance grant funds to Grantee provided that Grantee, in the sole discretion of the Executive Director, has satisfactorily complied with the applicable requirements contained in this Grant Agreement Package. The Board may elect not to advance payment if Grantee has not satisfactorily complied with all requirements set forth in previous Grant Agreement Packages. Advancement of funds is conditional upon full repayment of all outstanding block grant funds owed to the Board. b. All expenditures must be directly related to the establishment, maintenance, or enhancement of local or regional used oil collection programs. c. Upon receipt of'grant funds,the Grantee shall deposit and maintain until expended all grant funds in an interest bearing account in a fully insured financial institution. All interest accrued and received from this account must be used for eligible expenses related to the performance of this Agreement. Interest funds must be accounted for in all grant reports. All unused interest funds must be returned to the Board at the end of the grant term. 4. Stop Work Notice. Immediately upon receipt of a written notice to stop work, the Grantee shall cease all work under this Agreement. 5. Disputes. a. Notwithstanding Section 4 hereof, the Grantee shall continue with the responsibilities under . this Agreement during any dispute. b. If the Grantee and the Executive Director fail to agree on a matter relating to this Agreement, the Board shall, upon the request of the Grantee or the Executive Director, consider and make a determination regarding the matter. c. Notwithstanding this section, the Grantee shall have no right to request that the Board make any determination regarding any matter committed by this Agreement to the sole discretion of the Executive Director. 6. Discretionary Termination. The Executive Director shall have the right to terminate this Agreement at his or her sole discretion at any time upon (thirty) 30 days'written notice to the Grantee. Within (forty-five)45 days of receipt of written notice, Grantee is required to 1) submit a final written report describing all work performed by the Grantee; 2) submit an accounting of all grant funds expended up to and including the date of termination; and 3) reimburse the Board for any unspent funds. Version 7/00 Chapter 2-Exhibit A-Page I 7. Termination for Cause. The Board may terminate this Agreement and be relieved of any payments should the Grantee fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the Board may proceed with the work in any manner deemed proper by the Board. The Grantee shall be responsible for all costs incurred by the Board in the performance of such work. 8. Forfeit of Grant Funds/Repayment of Funds Improperly Expended. If grant funds are not expended, or have not been expended, in accordance with this Agreement, or if real or personal property acquired with grant funds is not being used, or has not been used, for grant purposes in accordance with this Agreement, the Executive Director, at his or her sole discretion, may take appropriate action under this Agreement, at law or in equity, including requiring the Grantee to forfeit the unexpended portion of the grant funds and/or to repay to the Board any funds improperly expended. 9. Audit/Records Access. The Grantee agrees that the Board, the Bureau of State Audits, or their designated representative(s) shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. The Grantee agrees to maintain such records for possible audit for a minimum of three(3)years after final payment, unless a longer period of records retention is stipulated, or until completion of any action and resolution of all issues which may arise as a result of any litigation, dispute or audit, whichever is later. The Grantee agrees to allow the designated representative(s)access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, the Grantee agrees to include a similar right of the State to audit records and interview staff in any contract or subcontract related to performance of this Agreement. [You may find it helpful to share the Terms and Conditions and Procedures and Requirements with your finance department. Examples of audit documentation include, but are not limited to: expenditure ledger, payroll register entries and time sheets, personnel expenditure summary form, travel expense log, paid warrants, contracts and change orders, and invoices and/or canceled checks.] 10. Contractors/Subcontractors. The Grantee will be entitled to make use of its own staff and such contractors and subcontractors as are mutually acceptable to the Grantee and the Board. Any change in - contractors or subcontractors must also be mutually acceptable to the parties. Upon termination of any such contract, the Grantee will notify the Grant Manager for the Board immediately. All provisions of these Terms and Conditions shall apply to contractors and subcontractors. Grantee shall provide a copy of these Terms and Conditions to all contractors and subcontractors. 11. Site Access. The Grantee shall allow the State to inspect sites at which grant funds are expended and related work being performed at any time during the performance of the work and for 30 days after completion of the work. 12. Publicity and Acknowledgement. The Grantee shall acknowledge the Board's support each time projects funded, in whole or in part, by this Agreement are publicized in any news media, brochures or other type of promotional material. 13. Confidentiality/Public Records. The Grantee and the Board acknowledge that each party may come into possession of information and/or data that may be deemed confidential or proprietary by the person or organization furnishing the information or data. Such information or data may be subject to disclosure under the California Public Records Act, Chapter 3.5 of Division 7 of Title 1 of the California Government Code (commencing with Section 6250). The Board agrees not to disclose such information or data furnished by the Grantee and to maintain such information or data as confidential when so designated by the Grantee in writing at the time it is furnished to the Board, but only to the extent that such information or data is exempt from disclosure under the California Public Records Act. Version 7/00 Chapter 2- Exhibit A- Page 2 • 14. Ownership of Drawings, Plans and Specifications. The Board shall have separate and independent ownership of all drawings, design plans, specifications, notebooks, tracings, photographs, negatives, reports, findings, recommendations, data, software, and memoranda of every description or any part thereof, paid for in whole or in any part with grant funds. Copies thereof shall be delivered to the Board upon request. The Board shall have the full right to use said copies in any manner when and where it may determine without any claim on the part of the Grantee, its vendors, contractors or subcontractors to additional compensation. 15. Copyrights and Trademarks. a. Grantee assigns to the Board any and all rights, title and interests to any copyrightable material or trademarkable material created or developed in whole or in any part as a result of this Agreement, including the right to register for copyright or trademark of such materials. Grantee shall require that its contractors and subcontractors agree that all such materials shall be the property of the Board. Upon written request by the Grantee, the Board may give at the Executive Director's sole discretion, written consent to the Grantee to retain all or any part of the ownership of these rights. b. The Board hereby grants to Grantee a royalty-free, nonexclusive, nontransferable license to reproduce, translate, and distribute copies of the materials produced pursuant to this Agreement, for nonprofit purposes, and to have or permit others to do so on Grantee's behalf. 16. Patents. The Grantee assigns to the Board all rights, title and interest in and to each invention or discovery that may be capable of being patented, that is conceived of or first actually reduced to practice in the course of or under this Agreement, or with the use of any grant funds. Upon written request by the Grantee, the Board may give, at the Executive Director's sole discretion,written consent to the Grantee to retain all or any part of the ownership of these rights. 17. Real and Personal Property Acquired with Grant Funds. a. All real and personal property, including equipment and supplies, acquired with grant funds shall be used by the Grantee only for the purposes for which the Board approved their acquisition for so tong as such property is needed for such purposes, regardless of whether the Grantee continues to receive grant funds from the Board for such purposes. b. Subject to the obligations and conditions set forth in this section, title to all real and personal property acquired with grant funds, including all equipment and supplies, shall vest upon acquisition in the Grantee. 18. Grantee's Waiver of Claims and Recourse Against the State. The Grantee agrees to waive all claims and recourse against the State, its officials, officers, agents, employees and servants, including, but not limited to, the right to contribution for loss or damage to persons or property arising out of, resulting from, or in any way connected with or incident to this Agreement. This waiver extends to any loss incurred attributable to any activity undertaken or omitted pursuant to this Agreement or any product, structure or condition created pursuant to, or as a result of, this Agreement. 19. Grantee's Indemnification and Defense of the State. The Grantee agrees to indemnify, defend and save harmless the State, its officials, officers, agents, employees and servants from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Grantee in the performance of this Agreement. 20. No Agency Relationship Created. The Grantee and the agents and employees of Grantee, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State. 21. Assignment, Successors and Assigns. a. This Agreement may not be assigned by the Grantee, either in whole or in part, without the Board's prior written consent. Version 7/00 Chapter 2-Exhibit A-Page 3 b. The provisions of this Agreement shall be binding upon and inure to the benefit of the Board and the Grantee and their respective successors and assigns. 22. Recycling Certification. The Grantee shall certify under penalty of perjury, for the products, materials, goods, and supplies provided in the performance of this Agreement, the minimum, if not exact, percentage of recycled content, both secondary waste and postconsumer waste as defined in the Public Contract Code ("PCC") Sections 12161, 12162, 12181, 12182, and 12200 as applicable. This certification shall be provided on the Recycled Content Certification Form available at the following Board website: www.ciwmb.ca.gov/buyrecycled/StateAgency/Manual/CertForm.htm. 23. Non-Discrimination Clause. During the performance of this Agreement, Grantee, its contractors and subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (cancer), age(over 40), marital status, and denial of family care leave. The Grantee, its contractors and subcontractors shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Grantee, its contractors and subcontractors shall comply with the provisions of the Fair Employment and Housing Act(Government Code ("GovtC") Section 12990(a-f)et seq.) and the applicable regulations promulgated thereunder(California Code of Regulations, Title 2, Section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing GovtC Section 12990(a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Grantee, its contractors, and subcontractors shall give written notice of their obligations under . this clause to labor organizations with which they have a collective bargaining or other Agreement. 24. Americans With Disabilities Act. The Grantee assures the State that it complies with the Americans with Disabilities Act("ADA")of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.) 25. Drug-Free Workplace Certification. a. By signing this Agreement, the Grantee certifies under penalty of perjury to be in compliance with California Government Code Section 8355 in matters relating to providing a drug-free workplace. The person signing this Agreement on behalf of the Grantee swears that he or she is authorized to legally bind the Grantee to this certification and makes this certification under penalty of perjury under the laws of the State of California. b. As required by California Government Code Section 8355, the Grantee agrees to: (1) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions that will be taken against employees for violations. (2) Establish a drug-free awareness program to inform employees about all of the following: (a)the dangers of drug abuse in the workplace, (b)the Grantee's policy of maintaining a drug- free workplace, (c) any available counseling, rehabilitation and employee assistance programs and (d) penalties that may be imposed upon employees for drug abuse violations. (3) Require that each employee who works on the grant (a) receive a copy of the drug-free policy statement of the Grantee and (b)agree to abide by the terms of such statement as a condition of employment on the grant. 26. National Labor Relations Board Certification. By signing this Agreement, the Grantee certifies under penalty of perjury that no more than one final unappealable finding of contempt of court by a federal court has been issued against the Grantee within the immediately preceding two-year period because of the Grantee's failure to comply with an order of a federal court which orders the Grantee to comply with an order of the National Labor Relations Board. (Not applicable to public entities.) 27. Child Support Compliance Act. For any agreement in excess of$100,000, the Grantee acknowledges that: Version 7/MI Chapter 2-Exhibit A-Page 4 a. the Grantee recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and b. the Grantee, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department. 28. Air or Water Pollution Violation. Under the State laws, the Grantee shall not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or(3)finally determined to be in violation of provisions of federal law relating to air or water pollution. 29. Conflict of Interest. The Grantee needs to be aware of the following provisions regarding current or former state employees. If the Grantee has any questions on the status of any person rendering services or involved with this Agreement, the Board must be contacted immediately for clarification. Current State Employees(PCC 10410): 1). No officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment. 2). No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services. Former State Employees(PCC 10411): 1). For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency. 2). For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service. If the Grantee violates any provisions of above paragraphs, such action by the Grantee shall render this Agreement void. (PCC 10420) Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (PCC 10430 (e)) 30. Resolution. A county, city, district, or other local public body must provide the Board with a copy of a resolution, order, motion, or ordinance of the local governing body which by law has authority to enter into grant agreements, authorizing execution of this Agreement and designating the job title of the individual authorized to sign on behalf of the local public body. 31. Compliance. The Grantee shall comply fully with all applicable federal, state and local laws, ordinances, regulations and permits. The Grantee shall provide evidence that all local, state and/or federal permits, licenses, registrations and approvals for the purposes for which grant funds are to be expended have been secured. The Grantee shall maintain compliance with such requirements throughout the grant period. The Grantee shall ensure that the requirements of the California Environmental Quality Act are met for any approvals or other requirements necessary to carry out the terms'of this Agreement. Any deviation from the requirements of this section shall result in non-payment of grant funds. Version 7/00 Chapter 2-Exhibit A-Page 5 32. Controlling Law. This Agreement is governed by and shall be interpreted in accordance with the laws of the State of California. 33. ' Venue. All proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties hereunder shall be held in Sacramento County. The parties hereby waive any right to any other venue. 34. Remedies. Unless otherwise expressly provided herein, the rights and remedies hereunder are in addition to, and not in limitation of, other rights and remedies under this Agreement, at law or in equity, and exercise of one right or remedy shall not be deemed a waiver of any other right or remedy. 35. Force Majeure. Neither the Board nor the Grantee, its contractors, vendors or subcontractors, if any, shall be responsible hereunder for any delay, default or nonperformance of this Agreement, to the extent that such delay, default or nonperformance is caused by an act of God, weather, accident, labor strike, fire, explosion, riot, war, rebellion, sabotage or flood, or other contingencies unforeseen by the Board or the Grantee, its contractors, vendors or subcontractors and beyond the reasonable control of such party. 36. Amendment. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties. 37. Time is of the essence. Time is of the essence of this Agreement. 38. Unenforceable Provision. In the event that any provision of this Agreement is unenforceable or • held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby. 39. Communications. All communications from the Grantee to the Board shall be directed to the Grantee's assigned Grant Manager, California Integrated Waste Management Board, Used Oil Grant Program, 1001 "I" Street, PO Bqx 4025, Sacramento, CA 95812-4025. All notices required by this Agreement shall be given in writing and sent by prepaid mail, by personal delivery, or by FAX followed by prepaid mail or personal delivery. 40. Entire Agreement. This Agreement supersedes all prior agreements, oral or written, made with respect to the subject hereof and, together with all attachments hereto, contains the entire agreement of the parties. Version 7/00 Chapter 2-Exhibit A-Page 6 of AZUSA LIGHT 8 WATER AGENDA ITEM MEMORANDUM TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: JOSEPH F. HSU, DIRECTOR OF UTILITIES- VIA: RICK COLE, CITY MANAGERL/ \ ` N DATE: FEBRUARY 5, 2001 SUBJECT: RESOLUTION APPROVING PROFESSIONAL SERVICES AGREEMENT WITH HULS ENVIRONMENTAL MANAGEMENT TO CARRY OUT A USED OIL RECYCLING GRANT PROGRAM RECOMMENDATION It is recommended that the City Council adopt the resolution approving the professional services agreement with Huls Environmental Management to carry out a used oil recycling grant program, Sixth Cycle, FY 2000-2001 to 2002-2003. BACKGROUND The City expects to receive $47,700 or about $15,900 per year from FY 2000-2001 to 2002- 2003, from the California Integrated Waste Management Board (CIMWB) in restricted grant funds which can only be used to promote proper disposal of used motor oil and to recycle used oil filters. In the past, the City has promoted the use of various State Certified Used Oil Recycling Collection Centers in the City (Exhibit A), which collect about 12,000 gallons of used motor oil annually from Azusa residents. Continued support of these Centers is proposed under a professional services agreement through a streamlined program to minimize staff and consultant time associated with distributing free items, such as used oil drain pans. Attached professional services agreement with Huls Environmental Management, LLC, requires the consultant to: 1. Survey all Centers in Azusa to determine program participation. 2. Prepare flyer to promote use of the Centers. 3. Develop an open purchase order for the purchase of used oil drain pans. 4. Generate drain pan orders from the Centers, place the orders with the supplier and arrange for delivery of drain pans direct to each Center from supplier. 5. Monitor the monthly number of drain pans given away to the public and the amount of used oil collected by each Center. Gy5/7/ "1441:- 6. Gather input from the Centers on what other types of promotional items may be desired. 7. Document the purchase of drain pans and work with the City to assure payment processing for drain pans or other items as approved by the City. 8. Prepare and submit written quarterly reports of program progress to the City. 9. Prepare Semi Annual Reports required by the CIWMB. The City's role will be to: 1. Issue open purchase order for drain pans. 2. Process all invoices for drain pans. 3. Approve any other promotional items to be purchased. 4. Publicize the Centers. 5. Execute all Semi Annual Reports and submit them to the CIWMB. 6. Prepare and submit all grant payment requests to the CIWMB and all applications and forms as may be required by the CIWMB. The attached agreement represents the City's standard professional services agreement and has been reviewed by the City Attorney's office. The City may approve changes in the scope of services provided by the consultant if desired, or terminate the agreement upon seven days notice without cause. FISCAL IMPACT The consultant portion of this program is not to exceed $15,730 from February 5, 2001, to August 15, 2003. Hence, 67% of the grant funds, or $31,970, will go to residents in the form of free promotional items or be used for advertising purposes. This program will reduce annual consultant costs by $2,567 compared to FY 1999-2000. Report Prepared by: Cary Kalscheuer, Sr. Management Analyst EXHIBIT A Integrated Waste Management Board Search Site Index Contact Us Help Certified Used Oil Recycling Collection Centers Return toYour selection of City of "Azusa" returned 9 records January 23, Search 'age 2001 *Note: It would be advisable to call before taking oil to any of the listed centers. New Search Page 1 of 1 City : Azusa Auras Garage Bowtie Automotive Davids Texaco 911 W Gladstone St. 1101 W Foothill#10 1195 W. Foothill Blvd. Azusa, CA 91702 Azusa, CA 91702 Azusa, CA 91702 (626)334-2111 (626)858-9172 (626)334-2477 CIWMB#: 19-C-05328 CIWMB#: 19-C-05358 CIWMB#: 19-C-05436 Dick's Auto Supply Economy Auto Center Jiffy Lube#640 101 S. Azusa 802 N San Gabriel Ave 808 E Alosta Ave Azusa, CA 91702 Azusa, CA 91702 Azusa, CA 91702 (626)334-2008 (626)334-8221 (909)596-9633 CIWMB#: 19-C-05340 CIWMB#: 19-C-02888 CIWMB#: 19-C-04314 Kragen Auto Parts#1553 Pep Boys#629 Y Tire Sales 345 N Citrus 123 E Gladstone St 350 N Citrus Ave Azusa, CA 91702 Azusa, CA 91702 Azusa, CA 91702 (626)969-7941 (626)969-7609 (626)969-1771 CIWMB#: 19-C-04116 CIWMB#: 19-C-03402 CIWMB#: 19-C-02423 New Search Page 1 of 1 Used Oil and Household Hazardous Waste Program http//www.ciwmb.ca.gov/HHW/ Wendy Roberson: wroberso@ciwmb.ca.gov (916)341-6457 ©1995,2000 California Integrated Waste Management Board.All rights reserved. http://www.ciwmb.ca.gov/UsedOil/CCReslts.asp 1/23/01 EXHIBIT"A" SCOPE OF SERVICES HULS ENVIRONMENTAL MANAGEMENT, LLC AZUSA USED OIL RECYCLING PROGRAM, 6TH CYCLE 1. Survey all certified used oil recycling collection centers (CUORCC) to determine potential participation in drain pan distribution program and storage requirements within 10 days of contract approval. 2. Develop flyer with list of all CUORCCs, denoting those participating in used oil filter and drain pan distribution programs within 30 days of contract approval. 3. Develop open purchase order for City with specifications for drain pans desired by participating CUORCCs for complimentary distribution to public within 45 days of contract approval. 4. Place orders with drain pan supplier under purchase order and arrange for delivery of drain pans directly to each participating CUORCC. 5. Contact each CUORCC monthly to monitor program including data on drain pan inventory, new orders for drain pan supply, listing of participants, monthly volume of oil, and technical issues. 6. Gather input from CUORCCs on what other promotional items they would like to distribute through the program and report this information to the City for consideration. 7. Provide documentation to the City on purchases of drain pans to allow payment processing and keep all documentation necessary to prepare Semi Annual Reports to the California Integrated Waste Management Board (CIWMB). 8. Prepare written quarterly reports of progress to the City including documentation of oil collected, drain pans distributed, etc. 9. Prepare Semi Annual Reports to the CIWMB in accordance with grant requirements for all remaining periods in the sixth cycle: June 30, 2001, December 31, 2001, June 30, 2002, December 31, 2002, and June 30, 2003. These five (5) reports shall be submitted to the city for review and RVPUB\NGS\544364 A-1 approval at least fifteen (15) days prior to CIWMB due dates. The City will: 1. Issue a purchase order for drain pans. 2. Process all payments for drain pans, including delivery costs. 3. Approve any other promotional materials. 4. Publicize the CUORCCs. 5. Execute all Semi Annual Reports and submit them to the CIWMB. 6. Prepare and submit all grant payment requests to the CIWMB and all grant applications and forms as may be required by the CIWMB as part of the grant application process. RVPUB\NGS\544364 A-2 EXHIBIT"B" SCHEDULE OF SERVICES HULS ENVIRONMENTAL MANAGEMENT, LLC AZUSA USED OIL RECYCLING PROGRAM, 6TH CYCLE 1. Conduct survey of all certified used oil recycling collection centers (CUORCC) within 10 days of execution of this agreement. 2. Develop flyer with list of all CUORCC within 30 days of execution of this agreement, including pertinent points about the program. 3. Contact each CUORCC monthly to obtain required information. 4. Provide quarterly report of progress to city by the 20th day following the month ending the quarter representing a monthly listing by CUORCC of residents receiving drain pans and a monthly quantity of used oil received by each CUORCC. 5. Gather input from CUORCC on what type of other promotional items for distribution and report this information to the city on a semi annual basis during the term of this agreement. 6. Provide invoices to the city on purchases of drain pans upon receipt of the invoices. 7. Submit Semi Annual reports to the city at least 15 days prior to their due date at the CIWMB. RVPUB\NGS\544364 B-1 EXHIBIT"C" COMPENSATION Principal $100/hr Senior Associate Consultant (SAC) 85/hr Associate Consultant (AC) 75/hr Research Associate (RC) 65/hr Project Technician (PT) 50/hr Estimated Costs By Task # Task Personnel Hours Rate Subtotal Total $ $/hr 1 Survey CUROCCs Principal 1 100 100 780 SAC 8 85 680 2 Develop flyer Principal 1 100 100 780 SAC 8 85 680 3 Develop specifications Principal 1 100 100 440 SAC 4 85 340 4 Drain Pan Procurement SAC 30 85 2,550 2,550 5 Contact CUROCCs SAC 60 85 5,100 5,100 6 Gather input SAC 0 85 0 0 7 Documentation SAC 0 85 0 0 8 Quarterly reports SAC 24 85 2,040 2,040 9 Semiannual reports Principal 5 100 500 3,900 SAC 40 85 3,400 Total Labor Cost 221 15.590 Other Costs Mileage 450 miles $0.31/mi $140 Total Estimated Cost Labor $15,590 Other costs 140 Total $15,730 RVPUB\NGS\544364 C-1 EXHIBIT"D" AGREEMENT BETWEEN CITY OF AZUSA AND CALIFORNIA INTEGRATED WASTE MANAGEMENT BOARD (ATTACHED) RV PUB\NGS\544364 D-1 The California Integrated Waste Management Board conditioned the award of this Agreement upon the return of this executed Agreement and its required materials within (ninety) 90 days from the date of mailing of this Agreement by the Board.The Grantee may not receive this grant if Grantee fails to comply with this condition. USED OIL RECYCLING BLOCK GRANT EXHIBIT A TERMS AND CONDITIONS 1. Definitions. The following terms used in this Agreement have the meanings given to them below, unless the context clearly indicates otherwise. a. "Board" means the California Integrated Waste Management Board. b. "Executive Director' means the Executive Director of the Board, or his or her designee. c. "State" means the State of California, including, but not limited to, the Board and/or its designated officer. d. "Grant Manager" means the Board staff person responsible for monitoring the grant. e. "Grantee" means the-recipient of funds pursuant to this Agreement. 2. Availability of Funds. The Board's obligations under this Agreement are contingent upon and subject to the availability of funds appropriated for the grant. 3. Payment. a. Upon execution of this Agreement by both parties, the Board may advance grant funds to Grantee provided that Grantee, in the sole discretion of the Executive Director, has satisfactorily complied with the applicable requirements contained in this Grant Agreement Package. The Board may elect not to advance payment if Grantee has not satisfactorily complied with all requirements set forth in previous Grant Agreement Packages. Advancement of funds is conditional upon full repayment of all outstanding block grant funds owed to the Board. b. All expenditures must be directly related to the establishment, maintenance, or enhancement of local or regional used oil collection programs. c. Upon receipt of grant funds, the Grantee shall deposit and maintain until expended all grant funds in an interest bearing account in a fully insured financial institution. All interest accrued and received from this account must be used for eligible expenses related to the performance of this Agreement. Interest funds must be accounted for in all grant reports. All unused interest funds must be returned to the Board at the end of the grant term. 4. Stop Work Notice. Immediately upon receipt of a written notice to stop work, the Grantee shall cease all work under this Agreement. 5. Disputes. a. Notwithstanding Section 4 hereof, the Grantee shall continue with the responsibilities under this Agreement during any dispute. b. If the Grantee and the Executive Director fail to agree on a matter relating to this Agreement, the Board shall, upon the request of the Grantee or the Executive Director, consider and make a determination regarding the matter. c. Notwithstanding this section, the Grantee shall have no right to request that the Board make any determination regarding any matter committed by this Agreement to the sole discretion of the Executive Director. 6. Discretionary Termination. The Executive Director shall have the right to terminate this Agreement at his or her sole discretion at any time upon (thirty) 30 days'written notice to the Grantee. Within (forty-five)45 days of receipt of written notice, Grantee is required to 1) submit a final written report describing all work performed by the Grantee; 2) submit an accounting of all grant funds expended up to and including the date of termination; and 3) reimburse the Board for any unspent funds. Version 7/00 Chapter 2-Exhibit A-Page I 7. Termination for Cause. The Board may terminate this Agreement and be relieved of any payments should the Grantee fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the Board may proceed with the work in any manner deemed proper by the Board. The Grantee shall be responsible for all costs incurred by the Board in the performance of such work. 8. Forfeit of Grant Funds/Repayment of Funds Improperly Expended. If grant funds are not expended, or have not been expended, in accordance with this Agreement, or if real or personal property acquired with grant funds is not being used, or has not been used, for grant purposes in accordance with this Agreement, the Executive Director, at his or her sole discretion, may take appropriate action under this Agreement, at law or in equity, including requiring the Grantee to forfeit the unexpended portion of the grant funds and/or to repay to the Board any funds improperly expended. 9. Audit/Records Access. The Grantee agrees that the Board, the Bureau of State Audits, or their designated representative(s) shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. The Grantee agrees to maintain such records for possible audit for a minimum of three(3)years after final payment, unless a longer period of records retention is stipulated, or until completion of any action and resolution of all issues which may arise as a result of any litigation, dispute or audit, whichever is later. The Grantee agrees to allow the designated representative(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, the Grantee agrees to include a similar right of the State to audit records and interview staff in any contract or subcontract related to performance of this Agreement. [You may find it helpful to share the Terms and Conditions and Procedures and Requirements with your finance department. Examples of audit documentation include, but are not limited to: expenditure ledger, payroll register entries and time sheets, personnel expenditure summary form, travel expense log, paid warrants. contracts and change orders, and invoices and/or canceled checks.] 10. Contractors/Subcontractors. The Grantee will be entitled to make use of its own staff and such contractors and subcontractors as are mutually acceptable to the Grantee and the Board. Any change in - contractors or subcontractors must also be mutually acceptable to the parties. Upon termination of any such contract, the Grantee will notify the Grant Manager for the Board immediately. All provisions of these Terms and Conditions shall apply to contractors and subcontractors. Grantee shall provide a copy of these Terms and Conditions to all contractors and subcontractors. 11. Site Access. The Grantee shall allow the State to inspect sites at which grant funds are expended and related work being performed at any time during the performance of the work and for 30 days after completion of the work. 12. Publicity and Acknowledgement. The Grantee shall acknowledge the Board's support each time projects funded, in whole or in part, by this Agreement are publicized in any news media, brochures or other type of promotional material. 13. Confidentiality/Public Records. The Grantee and the Board acknowledge that each party may come into possession of information and/or data that may be deemed confidential or proprietary by the person or organization furnishing the information or data. Such information or data may be subject to disclosure under the California Public Records Act, Chapter 3.5 of Division 7 of Title 1 of the California Government Code (commencing with Section 6250). The Board agrees not to disclose such information or data furnished by the Grantee and to maintain such information or data as confidential when so designated by the Grantee in writing at the time it is furnished to the Board, but only to the extent that such information or data is exempt from disclosure under the California Public Records Act. Version 7/00 Chapter 2- Exhibit A- Page 2 • 14. Ownership of Drawings, Plans and Specifications. The Board shall have separate and independent ownership of all drawings, design plans, specifications, notebooks, tracings, photographs, negatives, reports, findings, recommendations, data, software, and memoranda of every description or any part thereof, paid for in whole or in any part with grant funds. Copies thereof shall be delivered to the Board upon request. The Board shall have the full right to use said copies in any manner when and where it may determine without any claim on the part of the Grantee, its vendors, contractors or subcontractors to additional compensation. 15. Copyrights and Trademarks. a. Grantee assigns to the Board any and all rights, title and interests to any copyrightable material or trademarkable material created or developed in whole or in any part as a result of this Agreement, including the right to register for copyright or trademark of such materials. Grantee shall require that its contractors and subcontractors agree that all such materials shall be the property of the Board. Upon written request by the Grantee, the Board may give at the Executive Director's sole discretion, written consent to the Grantee to retain all or any part of the ownership of these rights. b. The Board hereby grants to Grantee a royalty-free, nonexclusive, nontransferable license to reproduce, translate, and distribute copies of the materials produced pursuant to this Agreement, for nonprofit purposes, and to have or permit others to do so on Grantee's behalf. 16. Patents. The Grantee assigns to the Board all rights, title and interest in and to each invention or discovery that may be capable of being patented, that is conceived of or first actually reduced to practice in the course of or under this Agreement, or with the use of any grant funds. Upon written request by the Grantee, the Board may give, at the Executive Director's sole discretion, written consent to the Grantee to retain all or any part of the ownership of these rights. 17. Real and Personal Property Acquired with Grant Funds. a. All real and personal property, including equipment and supplies, acquired with grant funds shall be used by the Grantee only for the purposes for which the Board approved their acquisition for so long as such property is needed for such purposes, regardless of whether the Grantee continues to receive grant funds from the Board for such purposes. b. Subject to the obligations and conditions set forth in this section, title to all real and personal property acquired with grant funds, including all equipment and supplies, shall vest upon acquisition in the Grantee. 18. Grantee's Waiver of Claims and Recourse Against the State. The Grantee agrees to waive all claims and recourse against the State, its officials, officers, agents, employees and servants, including, but not limited to, the right to contribution for loss or damage to persons or property arising out of, resulting from, or in any way connected with or incident to this Agreement. This waiver extends to any loss incurred attributable to any activity undertaken or omitted pursuant to this Agreement or any product, structure or condition created pursuant to, or as a result of, this Agreement. 19. Grantee's Indemnification and Defense of the State. The Grantee agrees to indemnify, defend and save harmless the State, its officials, officers, agents, employees and servants from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Grantee in the performance of this Agreement. 20. No Agency Relationship Created. The Grantee and the agents and employees of Grantee, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State. 21. Assignment, Successors and Assigns. a. This Agreement may not be assigned by the Grantee, either in whole or in part, without the Board's prior written consent. Version 7/00 Chapter 2-Exhibit A-Page 3 b. The provisions of this Agreement shall be binding upon and inure to the benefit of the Board and the Grantee and their respective successors and assigns. 22. Recycling Certification. The Grantee shall certify under penalty of perjury, for the products, materials, goods, and supplies provided in the performance of this Agreement, the minimum, if not exact, percentage of recycled content, both secondary waste and postconsumer waste as defined in the Public Contract Code ("PCC") Sections 12161, 12162, 12181, 12182, and 12200 as applicable. This certification shall be provided on the Recycled Content Certification Form available at the following Board website: www.ciwmb.ca.gov/buyrecycled/StateAgency/Manual/CertForm.htm. 23. Non-Discrimination Clause. During the performance of this Agreement, Grantee, its contractors and subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (cancer), age (over 40), marital status, and denial of family care leave. The Grantee, its contractors and subcontractors shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Grantee, its contractors and subcontractors shall comply with the provisions of the Fair Employment and Housing Act(Government Code ("GovtC") Section 12990 (a-f) et seq.)and the applicable regulations promulgated thereunder(California Code of Regulations, Title 2, Section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing GovtC Section 12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Grantee, its contractors, and subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other Agreement. 24. Americans With Disabilities Act. The Grantee assures the State that it complies with the Americans with Disabilities Act("ADA") of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.) 25. Drug-Free Workplace Certification. a. By signing this Agreement, the Grantee certifies under penalty of perjury to be in compliance with California Government Code Section 8355 in matters relating to providing a drug-free workplace. The person signing this Agreement on behalf of the Grantee swears that he or she is authorized to legally bind the Grantee to this certification and makes this certification under penalty of perjury under the laws of the State of California. b. As required by California Government Code Section 8355, the Grantee agrees to: (1) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions that will be taken against employees for violations. (2) Establish a drug-free awareness program to inform employees about all of the following: (a)the dangers of drug abuse in the workplace, (b)the Grantee's policy of maintaining a drug- free workplace, (c) any available counseling, rehabilitation and employee assistance programs and (d) penalties that may be imposed upon employees for drug abuse violations. (3) Require that each employee who works on the grant (a) receive a copy of the drug-free policy statement of the Grantee and (b)agree to abide by the terms of such statement as a condition of employment on the grant. 26. National Labor Relations Board Certification. By signing this Agreement, the Grantee certifies under penalty of perjury that no more than one final unappealable finding of contempt of court by a federal court has been issued against the Grantee within the immediately preceding two-year period because of the Grantee's failure to comply with an order of a federal court which orders the Grantee to comply with an order of the National Labor Relations Board. (Not applicable to public entities.) 27. Child Support Compliance Act. For any agreement in excess of$100,000, the Grantee acknowledges that: Version 7/00 Chapter 2-Exhibit A-Page 4 a. the Grantee recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and b. the Grantee, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department. 28. Air or Water Pollution Violation. Under the State laws, the Grantee shall not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2)subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or(3)finally determined to be in violation of provisions of federal law relating to air or water pollution. 29. Conflict of Interest. The Grantee needs to be aware of the following provisions regarding current or former state employees. If the Grantee has any questions on the status of any person rendering services or involved with this Agreement, the Board must be contacted immediately for clarification. Current State Employees(PCC 10410): 1). No officer or employee shall engage in any employment, activity, or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment. 2). No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services. Former State Employees(PCC 10411): 1). For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency. 2). For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service. If the Grantee violates any provisions of above paragraphs, such action by the Grantee shall render this Agreement void. (PCC 10420) Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (PCC 10430 (e)) 30. Resolution. A county, city, district, or other local public body must provide the Board with a copy of a resolution, order, motion, or ordinance of the local governing body which by law has authority to enter into grant agreements, authorizing execution of this Agreement and designating the job title of the individual authorized to sign on behalf of the local public body. 31. Compliance. The Grantee shall comply fully with all applicable federal, state and local laws, ordinances, regulations and permits. The Grantee shall provide evidence that all local, state and/or federal permits, licenses, registrations and approvals for the purposes for which grant funds are to be expended have been secured. The Grantee shall maintain compliance with such requirements throughout the grant period. The Grantee shall ensure that the requirements of the California Environmental Quality Act are met for any approvals or other requirements necessary to carry out the terms of this Agreement. Any deviation from the requirements of this section shall result in non-payment of grant funds. Version 7/00 Chapter 2-Exhibit A-Page 5 32. Controlling Law. This Agreement is governed by and shall be interpreted in accordance with the laws of the State of California. 33. Venue. All proceedings concerning the validity and operation of this Agreement and the performance of the obligations imposed upon the parties hereunder shall be held in Sacramento County. The parties hereby waive any right to any other venue. 34. Remedies. Unless otherwise expressly provided herein, the rights and remedies hereunder are in addition to, and not in limitation of, other rights and remedies under this Agreement, at law or in equity, and exercise of one right or remedy shall not be deemed a waiver of any other right or remedy. 35. Force Majeure. Neither the Board nor the Grantee, its contractors, vendors or subcontractors, if any, shall be responsible hereunder for any delay, default or nonperformance of this Agreement, to the extent that such delay, default or nonperformance is caused by an act of God, weather, accident, labor strike, fire, explosion, riot, war, rebellion, sabotage or flood, or other contingencies unforeseen by the Board or the Grantee, its contractors, vendors or subcontractors and beyond the reasonable control of such party. 36. Amendment. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties. 37. Time is of the essence. Time is of the essence of this Agreement. 38. Unenforceable Provision. In the event that any provision of this Agreement is unenforceable or • held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby. 39. Communications. All communications from the Grantee to the Board shall be directed to the Grantee's assigned Grant Manager, California Integrated Waste Management Board, Used Oil Grant Program, 1001 "I" Street, PO Box 4025, Sacramento, CA 95812-4025. All notices required by this Agreement shall be given in writing and sent by prepaid mail, by personal delivery, or by FAX followed by prepaid mail or personal delivery. 40. Entire Agreement. This Agreement supersedes all prior agreements, oral or written, made with respect to the subject hereof and, together with all attachments hereto, contains the entire agreement of the parties. Version 7/00 Chapter 2 Exhibit A-Page 6 EXHIBIT B RESOLUTION NO. O1-C8 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA,APPROVING PROFESSIONAL SERVICES AGREEMENT WITH HULS ENVIRONMENTAL MANAGEMENT, LLC. WHEREAS, on March 20, 2000, the City of Azusa approved Resolution 00-C36, authorizing the submittal of a used oil recycling block grant application to the California Integrated Waste Management Board (CIWMB); and WHEREAS, on July 18-19, 2000, the CIWMB approved of the City of Azusa's grant application along with other cities' applications; and WHEREAS, staff estimate that the grant will provide about $47,700 during the three year funding period of the grant; and WHEREAS,Huls Environmental Management,LLC,has submitted a proposal on a program which appears to be very cost effective in fulfilling the purposes of this grant; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Azusa: SECTION 1: Approves of the agreement attached to this resolution. SECTION 2: That the Mayor is hereby authorized to execute the attached agreement on behalf of the City of Azusa. SECTION 3:The City Clerk shall certify to the passage and adoption of this resolution,and the same shall thereupon take effect and be in force. PASSED, APPROVED, AND ADOPT ` .his 5t day of February 2001. ir hristin/Madrid Mayor ATTEST: 4/C.A2eL Candace Toscano, Assistant City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF AZUSA I, Candace Toscano, Assistant City Clerk of the City of Azusa, do hereby certify that the foregoing Resolution No. 01 _c R was duly introduced and adopted at the regular meeting of the City Council on the 5th day of February, 2001, by the following vote, to wit: AYES: COUNCIL MEMBERS: HARDISON, STANFORD, ROCHA, CHAGNON, MADRID NOES: COUNCIL MEMBERS: NONE ABSENT: COUNCIL MEMBERS: NONE / 4, Candace Toscano, Assistant City Clerk EXHIBIT C CITY OF AZUSA PROFESSIONAL SERVICES AGREEMENT 1. PARTIES AND DATE. This Agreement is made and entered into this 5th day of February, 2001 by and between the City of Azusa, a municipal organization organized under the laws of the State of California with its principal place of business at 213 East Foothill Boulevard, Azusa,California 91702-1295 ("City") and Huls Environmental Management,LLC,a California Corporation, with its principal place of business at 568 East Foothill Blvd., Suite 107, Azusa,CA 91702 ("Consultant"). City and Consultant are sometimes individually referred to as"Party" and collectively as"Parties." 2. RECITALS. 2.1 Consultant. Consultant desires to perform and assume responsibility for the provision of certain % professional services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing used oil recycling services to public clients, is licensed in the State of California, and is familiar with the plans of City. 2.2 Project. City desires to engage Consultant to render such services for the Used Oil Block Grant project("Project") as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor,materials,tools,equipment, services, and incidental and customary work necessary to fully and adequately supply the professional consulting services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with,this Agreement,the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws,rules and regulations. 3.1.2 Term. The term of this Agreement shall be from the date first set forth RVPUBWGS\544364 1 herein to August 15, 2003, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. 3.2 Responsibilities of Consultant. 3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means,methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel,including,but not limited to: social security taxes,income tax withholding,unemployment insurance, disability insurance, and workers'compensation insurance. 3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously,within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule,City shall respond to Consultant's submittals in a timely manner. Upon request of City,Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City. 3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable,Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City,or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City. The key personnel for performance of this Agreement are as follows: Ms. Sandy Costandi, Sr. Associate Consultant, and Nami Olgin, Associate RVPUBRNGS\544364 2 Consultant. 3.2.5 City's Representative. The City hereby designates Cary Kalscheuer, Sr. Management Analyst, or his designee,to act as its representative for the performance of this Agreement("City's Representative"). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. Consultant shall not accept direction or orders from any person other than the City's Representative or his or her designee. 3.2.6 Consultant's Representative. Consultant hereby designates J. Michael Huls,Principal, or her designee,to act as its representative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means,methods,techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff,consultants and other staff at all reasonable times. 3.2.8 Standard of Care;Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner,consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally,Consultant represents that it,its employees and subcontractors have all licenses, permits,qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License,and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement,Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property,or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project. 3.2.9 Laws,Regulations and State Requirements. 3.2.9.1 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any RVPUB\NGS\544364 3 manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such laws,rules and regulations and without giving written notice to the City,Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City,its officials, directors,officers,employees and agents free and harmless,pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws,rules or regulations. 3.2.9.2 Agreement between the City and the California Integrated Waste Management Board. Consultant agrees to all terms and conditions set forth in the agreement between the City and the California Integrated Waste Management Board set forth in Exhibit"D" attached hereto and incorporated herein by reference. 3.2.10 Insurance. 3.2.10.1 Time for Compliance. Consultant shall not commence Work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition,Consultant shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section. 3.2.10.2 Minimum Requirements. Consultant shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the Consultant,its agents, representatives,employees or subcontractors. Consultant shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement. Such insurance shall meet at least the following minimum levels of coverage: (A) Minimum Scope of Insurance. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001); (2)Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001,code 1 (any auto); and(3) Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. (B) Minimum Limits of Insurance. Consultant shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used, either the general aggregate limit shall apply separately to RVPUB\NGS\544364 4 this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2)Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and(3) Workers' Compensation and Employer's Liability: Workers' Compensation limits as required by the Labor Code of the State of California. Employer's Liability limits of$1,000,000 per accident for bodily injury or disease. 3.2.10.3 Professional Liability. Consultant shall procure and maintain, and require its sub-consultants to procure and maintain,for a period of five(5) years following completion of the Project,errors and omissions liability insurance appropriate to their profession. Such insurance shall be in an amount not less than$1,000,000 per claim, and shall be endorsed to include contractual liability. 3.2.10.4 Insurance Endorsements. The insurance policies shall contain the following provisions,or Consultant shall provide endorsements on forms supplied or approved by the City to add the following provisions to the insurance policies: (A) General Liability. The general liability policy shall be endorsed to state that: (1)the City,its directors,officials,officers,employees, agents and volunteers shall be covered as additional insured with respect to the Work or operations performed by or on behalf of the Consultant,including materials,parts or equipment furnished in connection with such work; and(2)the insurance coverage shall be primary insurance as respects the City,its directors,officials, officers,employees,agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage. Any insurance or self-insurance maintained by the City, its directors, officials, officers,employees, agents and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it in any way. (B) Automobile Liability. The automobile liability policy shall be endorsed to state that: (1)the City,its directors,officials,officers,employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use,loading or unloading of any auto owned, leased,hired or borrowed by the Consultant or for which the Consultant is responsible; and(2)the insurance coverage shall be primary insurance as respects the City,its directors,officials,officers,employees, agents and volunteers,or if excess, shall stand in an unbroken chain of coverage excess of the Consultant's scheduled underlying coverage. Any insurance or self-insurance maintained by the City,its directors, officials, officers,employees, agents and volunteers shall be excess of the Consultant's insurance and shall not be called upon to contribute with it in any way. (C) Workers' Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors, officials, officers,employees, agents and volunteers for losses paid under the terms of the insurance policy which arise from work performed by the Consultant. RVPUB\NGS1544364 5 (D) All Coverages. Each insurance policy required by this Agreement shall be endorsed to state that: (A)coverage shall not be suspended, voided, reduced or canceled except after thirty(30)days prior written notice by certified mail,return receipt requested, has been given to the City; and(B) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, employees, agents and volunteers. 3.2.10.5 Separation of Insureds; No Special Limitations. All insurance required by this Section shall contain standard separation of insureds provisions. In addition, such insurance shall not contain any special limitations on the scope of protection afforded to the City, its directors, officials, officers,employees, agents and volunteers. 3.2.10.6 Deductibles and Self-Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. Consultant shall guarantee that, at the option of the City,either: (1)the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City,its directors, officials,officers, employees,agents and volunteers; or(2)the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs,claims and administrative and defense expenses. 3.2.10.7 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating no less than A:VIII, licensed to do business in California, and satisfactory to the City. 3.2.10.8 Verification of Coverage. Consultant shall furnish City with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the City if requested. All certificates and endorsements must be received and approved by the City before work commences. The City reserves the right to require complete,certified copies of all required insurance policies, at any time. 3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws,rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include,but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B)instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders,bridges, gang planks,confined space procedures,trenching and shoring, equipment and other safety devices,equipment and wearing apparel as are necessary or lawfully required to prevent RVPUBWGS\544364 6 accidents or injuries; and(C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.3 Fees and Payments. 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements,for all Services rendered under this Agreement at the rates set forth in Exhibit"C" attached hereto and incorporated herein by reference. The total compensation shall not exceed Fifteen-Thousand Seven-Hundred and Thirty Dollars($15,730)without written approval of City's City Manager or Integrated Waste Management Coordinator. Extra Work may be authorized, as described below,and if authorized,will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Consultant shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since the initial commencement date,or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall,within 45 days of receiving such statement,review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City. 3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project,but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform,nor be compensated for,Extra Work without written authorization from City's Representative. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3)years from the date of final payment under this Agreement. 3.5 General Provisions. 3.5.1 Termination of Agreement. RVPUB\NGS\544364 7 3.5.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7)days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause. 3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein,City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen(15)days of the request. 3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure,upon such terms and in such manner as it may determine appropriate,services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address,or at such other address as the respective parties may provide in writing for this purpose: Consultant: J. Michael Huls,Principal Huls Environmental Management,LLC 568 E.Foothill Blvd., Suite 107 Azusa,CA 91702 City: Cary Kalscheuer, Sr. Management Analyst City of Azusa P.O. Box 9500 Azusa,CA 91702-9500 Such notice shall be deemed made when personally delivered or when mailed, forty-eight(48)hours after deposit in the U.S. Mail,first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred,regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality. 3.5.3.1 Documents &Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, RVPUBWGS\544364 8 reuse,or sublicense any and all copyrights,designs, and other intellectual property embodied in plans, specifications, studies, drawings,estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to,physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement("Documents &Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents &Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents &Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 3.5.3.2 Confidentiality. All ideas,memoranda, specifications, plans,procedures,drawings,descriptions,computer program data,input record data,written information, and other Documents and Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not,without the prior written consent of City,be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known,or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia,photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine,trade paper,newspaper,television or radio production or other similar medium without the prior written consent of City. 3.5.4 Cooperation;Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.5 Attorney's Fees. If either party commences an action against the other party,either legal, administrative or otherwise, arising out of or in connection with this Agreement,the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action. 3.5.6 Indemnification. Consultant shall defend, indemnify and hold the City, its officials, officers,employees, volunteers and agents free and harmless from any and all claims, demands,causes of action,costs,expenses, liability, loss,damage or injury, in law or equity,to property or persons, including wrongful death,in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Consultant, its officials, officers, employees, agents,consultants and contractors arising out of or in connection with the performance of the Services,the Project or this Agreement, including without limitation the RV PUBW GS\544364 9 payment of all consequential damages and attorneys fees and other related costs and expenses. Consultant shall defend, at Consultant's own cost,expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City,its directors, officials, officers,employees,agents or volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors,officials, officers,employees, agents or volunteers, in any such suit, action or other legal proceeding. Consultant shall reimburse City and its directors,officials,officers, employees, agents and/or volunteers,for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds,if any,received by the City, its directors,officials officers,employees, agents or volunteers. 3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof,and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement. 3.5.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project. 3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties. 3.5.12 Assignment or Transfer. Consultant shall not assign,hypothecate, or transfer,either directly or by operation of law,this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.13 Construction., References., Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement,the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel,employees, agents, and subcontractors of Consultant,except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are RVPUB\NGS\544364 10 for convenience and ease of reference only, and do not define, limit, augment,or describe the scope,content,or intent of this Agreement. 3.5.14 Amendment;Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach,whether of the same or other covenant or condition. No waiver,benefit, privilege,or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom,estoppel, or otherwise. 3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid,illegal,or otherwise unenforceable by a court of competent jurisdiction,the remaining provisions shall continue in full force and effect. 3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person,other than a bona fide employee working solely for Consultant,to solicit or secure this Agreement. Further,Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee,commission,percentage,brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty,City shall have the right to rescind this Agreement without liability. For the term of this Agreement,no member, officer or employee of City, during the term of his or her service with City,shall have any direct interest in this Agreement,or obtain any present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor,employee or applicant for employment because of race,religion,color,national origin,handicap, ancestry, sex or age. Such non-discrimination shall include,but not be limited to, all activities related to initial employment, upgrading, demotion, transfer,recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted. 3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such RVPUB\NGS\544364 1 1 provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Subcontracting. 3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. Th CITY OF AZU. HULS ENVIRONMENTAL MANAGEMENT, LLC 4P By: By. / Cristina Cruz-Madrid J. Michael Huls Mayor Principal Attest: S / City Clerk Approved as to Form: S� 6Atatar____ Best Best &Krieger LLP City Attorney RVPUB\NGS\544364 12