HomeMy WebLinkAboutAgenda Packet - June 7, 2010 - CC Of FAWN!
471444.
0011.0t,. 4 ,,
as $ ' TAIP x $4:' "�FoR�P
AGENDA
REGULAR MEETING OF THE CITY COUNCIL,
AND THE REDEVELOPMENT AGENCY
AZUSA AUDITORIUM MONDAY,JUNE 7, 2010
213 EAST FOOTHILL BOULEVARD 6:30 P.M.
AZUSA CITY COUNCIL
JOSEPH R. ROCHA
MAYOR
KEITH HANKS ANGEL CARRILLO
COUNCILMEMBER COUNCILMEMBER
URIEL E. MACIAS ROBERT GONZALES
COUNCILMEMBER MAYOR PRO-TEM
NOTICE TO THE PUBLIC
Copies of staff reports or other written documentation relating to each item of business referred to on the Agenda
are on file in the Office of the City Clerk and are available for public inspection at the City Library.
Persons who wish to speak during the Public Participation portion of the Agenda, shall fill out a card requesting to
speak and shall submit it to the City Clerk prior to the start of the City Council meeting. When called, each person
may address any item on or off the agenda during the public participation.
6:30 P.M.
CEREMONIAL
1. Certificates for individuals and businesses who supported Lead in Harmony(2009)and who participated in Hands Across
Azusa(2010).
2. Certificates of Recognition to Art students of Sierra High School who have used their skills for the community and for students
earning highest GPA for the year.
06/07/10 - 1 -
CLOSED SESSION
1. CONFERENCE WITH LABOR NEGOTIATOR (Gov. Code Sec. 54957.6)
Agency Negotiators: Administrative Services Director-Chief Financial Officer Kreimeier
Organizations AMMA, SEIU, APOA, APMA and ACEA
2. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION (Gov. Code Sec. 54956.9 (a)).
Farris v. City of Azusa- Los Angeles Superior Court, Case Number KC 056193
3. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov. Code.Sec. 54957)
Title: City Manager
4. REAL PROPERTY NEGOTIATIONS (Gov. Code Sec. 54956.8)
Agency Negotiators: City Manager Delach and Assistant City Manager Makshanoff
Under Negotiation: Price and Terms of Payment
a. NEC AZUSA/ARROW SITE
Address: 17511 E. Arrow Hwy, Azusa, CA 91702
Negotiator: Fowler Family Trust
Address: 17525 E. Arrow Hwy
Negotiating Parties: City of Azusa and City of Azusa Redevelopment Agency
5. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION(Gov. Code Sec. 54956.9 (a)
One Case.
Any person wishing to comment on any of the Closed Session items listed above may do so now.
7:30 P.M. - REGULAR MEETING OF THE CITY COUNCIL.
1. Call to Order
2. Pledge to the Flag— Sgt. Marquez and presentation of LA Community Covenant Certificate
3. Invocation—Pastor Woody Calvary of Praise Chapel of Azusa
A. PUBLIC PARTICIPATION
(Person/Group shall be allowed to speak without interruption up to five(5)minutes maximum time, subject
to compliance with applicable meeting rules. 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.)
B. REPORTS, UPDATES, AND ANNOUNCEMENTS FROM STAFF/COUNCIL
1. Mayor Rocha—a. Request for sponsorship in the amount of$100 to Jose Miguel Azpeitia of Azusa High
School English IV Advanced Placement Class who will be traveling to London, England in the Spring of
2011. b. Request for certificates for Christbridge Academy 2010, graduates.
2. Azusa Police Depaitnient - Graffiti Enforcement Update.
C. SCHEDULED ITEMS
None.
06/07/10 - 2 -
D. CONSENT CALENDAR
The Consent Calendar adopting the printed recommended actions will be enacted with one vote. If
Councilmembers or Staff wish to address any item on the Consent Calendar individually, it will be
considered under SPECIAL CALL ITEMS.
1. APPROVAL OF THE MINUTES OF THE REGULAR MEETING OF MAY 17, 2010.
RECOMMENDED ACTION:
Approve Minutes as written.
2. CITY TREASURER'S REPORT AS OF APRIL 2010.
RECOMMENDED ACTION:
Receive and file the Report.
3. ENTER INTO AGREEMENT FOR GRAFFITI TRACKING SERVICES AND EQUIPMENT WITH
GRAFFITI TRACKER INC.
RECOMMENDED ACTION:
Approve the Police Department's purchase of three (3) digital GPS cameras from Graffiti Tracker Inc.,
including access to their automated graffiti tracking system in an amount not to exceed $22,280.25 and
approve purchase based on a sole source manufacturer as authorized by AMC Section 2-523(d)when there is
no competitive market.
4. 2010 MANDATORY REVIEW OF CONFLICT OF INTEREST CODES.
RECOMMENDED ACTION:
Direct City Clerk to conduct the review and submit required Biennial Report.
5. APPROPRIATIONS LIMIT.
RECOMMENDED ACTION:
Adopt Resolution No. 10-C32,approving Appropriations Limit of$148,741,282 for the 2010/11 fiscal year.
6. AUTHORIZATION TO RELEASE A REQUEST FOR PROPOSAL FOR COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM ADMINISTRATION AND
COORDINATION CONSULTING SERVICES.
RECOMMENDED ACTION:
Authorize staff to advertise and release the attached Request for Proposal for consulting services to
coordinate and administer the City's Community Development Block Grant (CDBG) program.
06/07/10 - 3 -
7. CIP PROJECT #66109A: AWARD OF CONTRACT, CITRUS AVENUE RECONSTRUCTION
PROJECT.
RECOMMENDED ACTION:
Authorize staff to award the Citrus Avenue Reconstruction project to Sully Miller,Incorporated of Brea,CA
in the amount of$722,728.00.
8. CIP PROJECT #66110B: AWARD OF CONTRACT, FOOTHILL BOULEVARD
RECONSTRUCTION PROJECT
RECOMMENDED ACTION
Authorize staff to award CIP Project#66110B Foothill Boulevard Reconstruction project to Sully Miller,
Contracting Company of Brea, CA in the amount of$640,911.00.
9. CIP PROJECT#66110A-CITRUS AVENUE RECONSTRUCTION FROM ALOSTA AVENUE TO
THE NORTHERLY CITY BOUNDARY: AUTHORIZATION TO ENTER INTO A
PROFESSIONAL SERVICES AGREEMENT - PROFESSIONAL CONSTRUCTION
MANAGEMENT SERVICES.
RECOMMENDED ACTION:
Authorize staff to enter into a professional services agreement with SA Associates for a not to exceed fee of
$112,000 to provide professional construction management services for Citrus Avenue from Alosta Avenue
to the northerly city boundary.
10. CIP PROJECT#66109E-ROSEDALE TRAFFIC MITIGATION:AUTHORIZATION TO ENTER
INTO A PROFESSIONAL SERVICES AGREEMENT - TOPOGRAPHIC SURVEY AND
MAPPING SERVICES FOR INTERSECTIONS INCLUDED IN THE ROSEDALE TRAFFIC
MITIGATION.
Authorize staff to enter into a professional services agreement with CNC Engineering for a not to exceed fee
of $16,730.00 to provide topographic survey and mapping services for intersections requiring street
improvements for the preparation of traffic signal and/or striping modifications included in the Rosedale
Traffic Mitigation
11. WARRANTS. RESOLUTION AUTHORIZING PAYMENT OF WARRANTS BY THE CITY.
RECOMMENDED ACTION:
Adopt Resolution No. 10-C33.
E. AGENCY SCHEDULED ITEMS
None.
06/07/10 - 4 -
, F. AGENCY CONSENT CALENDAR
The Consent Calendar adopting the printed recommended actions will be enacted with one vote. If
Boardmembers or Staff wish to address any item on the Consent Calendar individually, it will be
considered under SPECIAL CALL ITEMS.
1. APPROVAL OF MINUTES OF THE REGULAR MEETING OF MAY 17, 2010.
RECOMMENDED ACTION:
Approve Minutes as written.
2. AGENCY TREASURER'S REPORT AS OF APRIL 30, 2010.
RECOMMENDED ACTION:
Receive and file the report.
3. WARRANTS. RESOLUTION AUTHORIZING PAYMENT OF WARRANTS BY THE AGENCY.
RECOMMENDED ACTION:
Adopt Resolution No. 10-R20.
G. ADJOURNMENT
1. Adjourn.
UPCOMING MEETINGS:
June 14, 2010, Special Meeting—6:30 p.m. Azusa Light and Water Conference Room
June 21, 2010, City Council Meeting—6:30 p.m. Azusa Auditorium
June 28, 2010, Utility Board Meeting—6:30 p.m. Azusa Light and Water Conference Room
July 6, 2010, City Council Meeting—6:30 p.m. Azusa Auditorium
July 19, 2010, City Council Meeting—6:30 p.m. Azusa Auditorium
In compliance with Government Code Section 54957.5, agenda materials are available for inspection by members of the
public at the following locations: Azusa City Clerk's Office-213 E.Foothill Boulevard,Azusa City Library-729 N.Dalton
Avenue, and Azusa Police Department Lobby- 725 N.Alameda,Azusa, California.
In compliance with the Americans with Disabilities Act,if you need special assistance to participate in a city meeting,please
contact the City Clerk at 626-812-5229. Notification three(3)working days prior to the meeting when special services are
needed will assist staff in assuring that reasonable arrangements can be made to provide access to the meeting.
06/07/10 - 5 -
1) •
0 3F •
it$4 cet
1 _ us
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: MARCENE HAMILTON, CITY TREASURER ,0.,- �
DATE: JUNE 7, 2010
SUBJECT: CITY TREASURER'S STATEMENT OF CASH AND INVESTMENT
BALANCES FOR THE MONTH OF APRIL 2010
RECOMMENDATION:
It is recommended that the Council Members receive, review, and file the City Treasurer's
Report for the City of Azusa for the month of April 2010.
BACKGROUND:
Transmitted herewith is the City Treasurer's Statement of Cash Balances for the City of Azusa
for the month of April 2010. City investments are made in accordance with the City's
Investment Policy adopted and approved with Resolution No. 05 — C16 dated, October 5, 2009
and Government Code Section 53600 et seq.
FISCAL IMPACT:
The balances of cash, investments, and projected revenues for the next six months are expected
to be sufficient to meet cash disbursement requirements of the City for at least the next six
months.
The change in total cash in bank and investments from March 31, 2010 to April 30, 2010 is a net
increase of$4,113,979.93.
CITY OF AZUSA TREASURER'S REPORT
Treasury Checking Accounts and Certificates of Deposit April 30, 2010
Held in Wells Fargo Bank
Prepared by: Marcene Hamilton, Treasurer
Interest or Balance
Face Maturity Account Number
Amount Date Coupon Description or CUSIP or
Rate Market Value
Checking Accounts
General Checking Account XXX-XXX1244 155,391.00
Overland Sweep Account DDA XXX-XXX1244 1,231,140.68
Worker's Compensation Checking XXXX-XX0318 0.00
Flexible Reimbursement XXXX-XX5036 0.00
Payroll Checking(ZBA account) XXXX-XX1393 0.00
Police Petty Cash Fund XXX-XXX0334 189.12
Section 108
0.970% Choice IV-Public Fund Account XXX-XXX2239 30,850.72
200,000 11/14/06 3.060% FHLB 3.060 11/14/06 (Matured) 3133X6PD2 0.00
ISO Collateral Account
300,000 Every 30 Days 0.050% Certificate of Deposit XXX-XXX1658 314,043.65
1,975,001 04/07/07 3.748% Certificate of Deposit XXX-XXX2840 2,359,938.98
Covington Endowment
Money Market Mutal Funds WFB XXXX7554 17,691.58
100,000 06/29/09 4.200% Certificate of Deposit- 25467JG21 WFB 25467JG21 100,000.00
TOTALS 4,209,245.73
CITY OF AZUSA TREASURER'S REPORT
TREASURY INVESTMENTS April 30,2010
Prepared by: Marcene Hamilton,Treasurer
•
Coupon Maturity Settlement Market Price
Broker Face Amount Description Rate Date Acct/Cusip No. Date Principal* (Changes Market Value**
Monthly)
City of Azusa Investments - AAA Rated Federal Agency Bonds
Wachovia Sec 2,000,000 FHLB 3.12511/17/11 3.125% 11/17/11 3133XSM70 11/17/08 2,000,000.00 101.281000 2,025,620.00
Wachovia Sec 2,000,000 FFCB 2.25002/17/12 2.250% 02/17/12 31331GND7 03/16/09 1,999,000.00 102.031000 2,040,620.00
Wachovia Sec 1,000,000 FHLB 2.250 04/13/12 2.250% 04/13/12 3I33XTAW6 03/16/09 999,500.00 102.188000 1,021,880.00
Wachovia Sec 4,000,000 FHLB 3.450 05/14/12 3.450% 05/14/12 3133XQTD4 05/14/08 4,000,000.00 100.094000 4,003,760.00
Higgins Capital 2,000,000 FHLB 1.125 Step Up 4.000 1.125% 11/27/12 3133XVU25 11/27/09 2,000,000.00 100.031000 2,000,620.00
Higgins Capital 2,000,000 FHLMC 2.500 04/08/13 2.500% 04/08/13 3128X8TZ5 04/08/09 2,000,000.00 101.663000 2,033,260.00
Gilford Sec 2,000,000 FFCB 2.50005/20/13 2.500% 05/20/13 31331GVS5 05/20/09 1,998,500.00 100.094000 2,001,880.00
Gilford Sec 2,000,000 FHLB 2.500 12/23/13 2.500% 12/23/13 3133XW7E3 12/23/09 1,997,000.00 100.344000 2,006,880.00 •
Wachovia Sec 1,000,000 FFCB 2.7001/21/14 2.700% 01/21/14 3128X9UU2 01/21/10 1,000,000.00 100.328000 1,003,280.00
Gilford Sec 1,000,000 FFCB 2.42002/11/14 2.420% 02/11/14 31331JDL4 02/11/10 1,000,000.00 100.531000 1,005,310.00
Gilford Sec 1,000,000 FHLB 2.400 03/24/14 2.400% 03/24/14 3I33XXLU9 03/24/10 998,400.00 99.844000 998,44000
Gilford Sec 2,000,000 FFCB 3.750 06/17/14 3.750% 06/17/14 31331GYT0 06/18/09 2,000,000.00 100.469000 2,009,380.00
Higgins Capital 2,000,000 FFCB 3.680 08/18/14 3.680% 08/18/14 3133183159 08/18/09 2,000,000.00 101.031000 2,020,620.00
Wachovia Sec 1,000,000 FHLB 2.000 Step Up 6.000 2.000% 08/26/14 3133WWH8 02/26/10 1,000,000.00 100.094000 1,000,940.00
Gilford Sec 1,000,000 FFCB 2.950 02/02/15 2.950% 02/15/15 31331JCX9 02/02/10 1,000,000.00 100.781000 1,007,810.00
Higgins Capital 2,000,000 FHLMC 3.050 02/24/15 3.050% 02/24/15 3128X9XE5 02/24/10 2,000,000.00 100.499000 2,009,980.00
Gilford Sec 2,000,000 FFCB 2.980 04/20/15 2.980% 04/28/15 31331JLB7 04/20/10 2,000,000.00 100.688000 2,013,760.00
Gilford Sec 1,000,000 FHLB 2.50004/28/14 2.500% 04/28/14 3133XY2A2 04/28/10 1,000,000.00 100.688000 1,006,880.00
Gilford Sec 1,000,000 FHLB 3.000 03/23/15 3.000% 03/23/15 3133XX1-142 03/23/10 1,000,000.00 99.969000 999,690.00
TOTALS. 32,000,000 . 31,992,400.00. ''.32,210,610.00
WFB-CITY THIRD PARTY CUSTODIAL TRUST ACCT 0.150% N/A N/A N/A 3,514,302.78 100.000000 3,514,302.78
Light&Water Fund Investments - AAA Rated Federal Agency Bonds
Higgins Capital 1,215,000.00 FHLB 2.100 09/06/11 2.100% 09/06/11 , 3I33XTA97 03/06/09 1,215,000.00 101.781000 1,236,639.15
Higgins Capital 2,000,000.00 FNMA 2.250 02/24/12 2.250% 02/24/12 3136FHCF0 02/27/09 2,000,000.00 101.281000 2,025,620.00
Higgins Capital 3,000,000.00 FFCB 3.680 08/18/14 3.680% 08/18/14 31331GJ59 08/18/09 3,000,000.00 101.031000 3,030,930.00
Higgins Capital 3,000,000.00 FNMA 3.000 01/29/15 3.000% 01/29/15 31398AE81 01/29/10 3,000,000.00 100.344000 3,010,320.00
TOTALS 9,215,000.00 9,215,000.00 9,303,509.15
WFB-L&W THIRD PARTY CUSTODIAL TRUST ACCT 0.150% N/A N/A N/A 1.01 100.000000 1.01
LAIF-CITY LOCAL AGENCY INVESTMENT FUND 0.588% N/A N/A N/A 11,907,551.52 100.00000011,907,551.52
TOTAL INVESTMENTS IN FEDERAL AGENCIES,WFB INSTITUTIONAL TRUSTS,and LAW 56,629,255.31 56,935,974.46
INTEREST RECEIVED FROM INVESTMENTS FISCAL YEAR-TO-DATE (From July 1,2009) 1,120,656.28
*The"Principal"column reflects the balance on the last day of the month or the"historical cost"spent to purchase a security.
**The"Market Value" is the current price at which a security can be traded or sold.
Treasurer Report April 2010 Times Roman.xls 5/10/2010 8:53 PM
CITY OF AZUSA TREASURER'S REPORT
INVESTMENT INTEREST EARNINGS Thru April 30,2010
Prepared by: Marcene Hamilton,Treasurer
Scheduled Scheduled Interest
Face Amount Net Amount Coupon Maturity Date Acct/Cusip No. Payment 2009/2010 Semi-Annual Received
Rate Schedule Interest Payment Fiscal Year to
Earnings Amount Date*
City of Azusa Investments - AAA Rated Federal Agency Bonds
2,000,000 2,000,000 4.300% MATURED 3133XCDQ3 7/14&1/14 43,000.00 43,000.00 43,000.00
2,000,000 2,000,000 2.375% CALLED 3I33XSRF7 7/9&1/9 23,750.00 23,750.00 24,541.67
2,000,000 2,000,000 2.550% CALLED 31331GSD2 10/8&4/9 14,733.33 14,733.33 14,73333 '
2,000,000 2,000,000 2.350% CALLED 3133XSXQ6 8/6&2/6 47,000.00 23,500.00 23,500.00
2,000,000 2,000,000 2.875% CALLED 31331GUE7 11/6&5/6 57,500.00 28,750.00 22,201.39
2,000,000 2,000,000 3.875% CALLED 31331GEG0 11/10&5/10 77,500.00 38,750.00 38,750.00
2,000,000 2,000,000 3.375% CALLED 31331GEW5 11/18&5/18 67,500.00 33,750.00 33,750.00
2,000,000 2,000,000 4.200% MATURED 3133X9N48 12/15&6/15 84,000.00 42,000.00 42,000.00
2,000,000 2,000,000 2.000% CALLED 3136F13XH3 12/10&6/10 40,000.00 20,000.00 20,000.00
1,000,000 1,000,000 3.950% CALLED 31331Y3E8 7/15&1/15 39,500.00 19,750.00 39,500.00
2,000,000 2,000,000 2.550% CALLED 3133XT2P0 8/24&2/24 51,000.00 25,500.00 51,000.00
1,000,000 1,000,000 3.000% SOLD 3128X9SD3 12/30&6/30 15,000.00 15,000.00 4,500.00
1,000,000 1,000,000 3.300% SOLD 3136FJK83 7/15&1/15 0.00 16,500.00 4,491.67
1,000,000 1,000,000 2.250% 07/29/13 31331JBT9 7/29&1/29 0.00 11,250.00 7,275.00
2,000,000 2,000,000 2.300% 09/03/13 31331G4J5 9/3&3/3 11,500.00 11,500.00 18,527.78
2,000,000 2,000,000 3.125% 11/17/11 3133XSM70 11/17&5/17 62,500.00 31,250.00 31,250.00
2,000,000 1,999,000 2.250% 02/17/12 _ 31331GND7 8/16&2/17 45,000.00 22,500.00 45,000.00
1,000,000 999,500 2.250% 04/13/12 3133XTAW6 10/13&4/13 22,500.00 11,250.00 22,500.00
4,000,000 4,000,000 3.450% 05/14/12 3133XQTD4 11/14&5/14 138,000.00 69,000.00 69,000.00
2,000,000 2,000,000 1.125% 11/27/12 3133XVU25 11/27&5/27 11,250.00 11,250.00
2,000,000 2,000,000 2.500% 04/08/13 _ 3128X8TZ5 10/8&4/8 50,000.00 25,000.00 50,000.00
2,000,000 2,000,000 2.500% 05/20/13 31331GVS5 11/20&5/20 50,000.00 25,000.00 25,000.00
2,000,000 2,000,000 2.500% 12/23/13 3133XW7E3 12/23&6/23 25,000.00 25,000.00
1,000,000 1,000,000 2.700% 01/21/14 3128X9UU2 7/21&1/21 0.00 13,500.00
1,000,000 1,000,000 2.420% 02/11/14 31331JDL4 8/11&2/11 0.00, 12,100.00
1,000,000 1,000,000 2.400% 03/24/14 3133XXLU9 9/24&3/24 0.00` 12,000.00
2,000,000 2,000,000 3.750% 06/17/14 _ 31331GYT0 12/17&6/17 75,000.00 37,500.00 37,500.00
2,000,000 2,000,000 3.680% 08/18/14 31331GJ59 8/18&2/18 36,800.00 36,800.00 36,800.00
1,000,000 1,000,000 2.000% 08/26/14 3133WWH8 8/26&2/26 0.00 10,000.00
1,000,000 1,000,000 2.950% 02/15/15 31331JCX9 8/2&2/2 0.00 14,750.00
2,000,000 2,000,000 3.050% 02/24/15 3128X9XE5 8/24&2/24 0.00 30,500.00
1,000,000 1.000,000 3.000% 03/23/15 3133XXH42 9/23&3/23 0.00 15,000.00
2,000,000 2,000,000 2.980% 04/20/15 31331JLB7 10/20&4/20 0.00 29,800.00
1,000,000 1,000,000 2.500% 04/28/14 3133XY2A2 10/28&4/28 0.00 12,500.00
32,000,000 ACTIVE INVESTMENTS 1,088,033.33 812,43333 704,820.84
CITY-Wells Fargo Bank Institutional Third Party Custodial Money Market Account-Liquid Asset
3,514,302.78 0.150% n/a N/A Monthly Per Balance and Rate 3,323.51
Light&Water Fund Investments-AAA Rated Federal Agency Bonds
3,000,000 3,000,000 2.350% CALLED 3133XSXQ6 8/6&2/6 70,500.00 35,250.00 35,250.00
3,000,000 3,000,000 4.150% CALLED 3133XNZC6 7/29&1/29 124,500.00 62,250.00 124,500.00
1,215,000 1,215,000 2.100% 09/06/11 3133XTA97 9/6&3/6 25,515.00 12,757.50 25,515.00
2,000,000 2,000,000 2.250% 02/24/12 3136FHCF0 8/24&2/24 45,000.00 22,500.00 45,000.00
3,000.000 3,000,000 3.680% 08/18/14 31331GJ59 8/18&2/18 55,200.00 55,200.00 55.200.00
3,000,000 3,000,000 3.000% 01/29/15 31398AE81 7/29&1/29 0.00 45,000.00
9,215,000 ACTIVE INVESTMENTS 320,715.00 232,957.50 285,465.00
Light&Water Stablization-Wells Fargo Bank Institutional Third Party Custodial Money Market Account-Liquid Asset
1.01 0.150% N/A N/A Monthly Per Balance and Rate 159.96
0.00
CITY-Local Agency Investment Fund-Liquid Asset
11,907,551.52 0.588% N/A N/A Quarterly Per Balance and Rate 126,886.97
*Fiscal Year: July 1-June 30 TOTAL INTEREST EARNED YTD 1,120,656.28
,D •6 . P 11
:woF' F
0glii
l,
ZUSA 3
CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT B. GARCIA, CHIEF OF POLICE
VIA: F.M. DELACH, CITY MANAGERA1
DATE: JUNE 7, 2010
SUBJECT: ENTER INTO AGREEMENT FOR GRAFFITI TRACKING SERVICES AND
EQUIPMENT WITH GRAFFITI TRACKER INC.
RECOMMENDATIONS
It is recommended that the City Council approve the Police Department's purchase of three (3)
digital GPS cameras from Graffiti Tracker Inc., including access to their automated graffiti
tracking system in an amount not to exceed $22,280.25. This cost includes camera equipment,
training and three years maintenance and service. It is further recommended that the City
Council approve this purchase based on a sole source manufacturer as authorized by AMC
Section 2-523(d) when there is no competitive market.
BACKGROUND
The Azusa Police Department was awarded a Justice Assistance Grant through the American
Reinvestment and Recovery Act. As outlined in the April 13, 2009 memorandum to City
Council, a portion of the funds were earmarked for this graffiti tracker system.
The graffiti problem plaguing many cities across the country has also been identified as a leading
area of concern in our Community. The Police Department has been addressing this issue on a
number of fronts and needs the assistance of an automated system to help identify and prosecute
graffiti offenders. This is best accomplished by identifying, collating, categorizing, geo-coding
and indexing the graffiti encountered in the City, which totals approximately 4,000 graffiti
incidents per year. The company best equipped to handle this data is Graffiti Tracker Inc.. The
overall system includes state-of-the-art GPS cameras which will be utilized by the Azusa Unified
1
School District, Public Works and the Police Department to geographically capture incidents
prior to removal. The :images are then processed by Graffiti Tracker Inc. for identification
purposes. They are the only company in the area utilizing this type of technology. One of their
clients, West Covina Police Department, has been using the system, resulting in a dramatic
decrease in graffiti and an increase in arrests in their City. Because Graffiti Tracker has already
been cataloging incidents for over two years and has developed a database which includes known
gang members in our area, the Police Department recommends entering into the attached three-
year contract with this vendor.
FISCAL IMPACT
There will be no fiscal impact to the General Fund for the first three years. After the first three
years, continuing the services will cost approximately $6,000 annually. This cost can fluctuate up
or down depending on the number of graffiti incidents that are processed.
Prepared by:
Cynthia Haebe, Crime Analyst
Sam Gonzalez, Captain
2
Project Proposal
Prepared for: The City of Azusa
Prepared by: Anthony Richards
May 20, 2010
Graffiti Tracker Incorporated 3780 Kilroy Airport Way,Suite 200 Long Beach,CA 90806 T 562.304.2807 F 480.247.5507
www.graffititracker.net
Summary
Overview
Graffiti Tracker Incorporated aims to establish the entire graffiti tracking methodology in order to
assist city and law enforcement officials reduce graffiti vandalism in the City of Azusa.
The twelve-month contract constitutes a lease for access to the Graffiti Tracker system.
Permission from the Contract Administrator will be required for anyone to have access to this
system. Upon permission being granted for access to the system, a username and password
will be given to those individuals, and they will be granted an "Operator" level access to the
graffiti tracker system. This lease will be in effect for the duration of the contract.
In addition, Graffiti Tracker Inc will also provide the following:
a. Train designated personnel to use digital, GPS camera(s)
b. Establish graffiti tracking protocols.
c. Train personnel on proper photo uploading procedures.
d. Analyze all graffiti data and make graffiti intelligence available via the Graffiti Tracker
system.
e. Provide access to the web based Graffiti Tracker program twenty-four hours a day,
seven days a week until contract ends.
f. Provide training to all designated personnel on how to utilize the Graffiti Tracker system.
The City of Azusa will receive all the above-mentioned services for$22,280.25 for thirty-six
months. The contract will run from July 1, 2010 to June 30, 2013.
The Graffiti Tracker system is a web-based program that contains no personal or human
intelligence. There is no software necessary to install. As a result, there are no restrictions to
the number of users that may access the system.
The above-mentioned package includes continual upgrades at no additional cost.
2
Price Estimate
The pricing option below is meant for the City of Azusa. All pricing information is valid for 90
days after the receipt of this proposal.
For the purposes of giving an estimate to the City of Azusa to contract with Graffiti Tracker Inc,
we will assume that the City of Azusa employs one or more graffiti abatement crews. A "graffiti
abatement crew" is defined as one truck equipped with the ability to blast and/or paint out graffiti
regardless of how many people are assigned to that crew. Assuming the City of Azusa has one
or more graffiti abatement crews and removes up to 400 graffiti incidents per month, the
following line item costs are estimated:
Description Quantity Unit Price Cost
Access to Graffiti Tracker system 3 $6,000 $18,000
Digital GPS camera package 3 $1,300.00 $3,900
Travel costs WAIVED WAIVED
Subtotal $21,900.00
9.75% Sales Tax $380.25
Total $22,280.25
Total Annual Costs incurred by the City of Azusa $22,280.25
Billing
Effective upon the signing of this contract, two invoices will be submitted by the Contractor to
the Contract Administrator. The first invoice will cover graffiti tracking and analysis services
from July 1, 2010 to June 30, 2011 for a total amount of$6,000.00. A second invoice will include
all equipment costs for an amount of$4,280.25.
The City of Azusa has requested a total of three (3) digital, GPS camera packages. Each digital,
GPS camera package will be priced at $1,300.00 a piece plus sales tax. Each package
includes:
One (1) digital, GPS camera
One (1) GPS module
One (1) SD memory card
Two (2) camera batteries
One (1) battery charger
It is recommended that each graffiti abatement crew be equipped with one (1) camera.
3
If the City continues to generate up to 400 graffiti images per month or less,Graffiti Tracker Inc
will send a third invoice for the amount of$6,000 which will cover graffiti intelligence analysis
services from July 1,2011 to June 30,2012.If the City continues to generate up to 400 graffiti
images per month or less,Graffiti Tracker Inc will send a third invoice for the amount of$6,000
which will cover graffiti intelligence analysis services from July 1,2012 to June 30,2013.
If the City generates more than 400 graffiti images per month,an additional invoice will be sent
for the amount of$6,000 for graffiti intelligence analysis services for the following six months.
The third invoice will be sent twelve months after the contract start date.
Payments should be processed and received no later then 30 calendar days from the date
invoice was submitted.
Services will commence once equipment has been purchased and the first invoice paid.
4
Contact Information
For additional questions or concerns, please feel free to contact us.
Graffiti Tracker Incorporated
Anthony Richards
12165 West Center Road, Suite 80
Omaha, NE, 68144
T 877-678-3872 Ex 2
F 480.247.5507
anthonyr( graffititracker.net
www.graffititracker.net
5
• 1111/44
k'
441
O
i
� t594,
i
411111tiC;
CP `r4W 1191W
1.
' :: +n .. a`�
A US +
CONSENT CALENDAR
TO: HONORABLE MAYOR AND CITY/COUNCIL MEMBERS
FROM: VERA MENDOZA, CITY CL
VIA: F.M. DELACH, CITY MANAGER
DATE: JUNE 7, 2010
SUBJECT: 2010 MANDATORY REVIEW OF CONFLICT OF INTEREST CODES.
RECOMMENDATION:
It is recommended to direct staff to conduct the review and submit required Biennial Report.
•
BACKGROUND:
Pursuant to State Law, we are required to review the City's Conflict of Interest Codes in order to
determine if it is necessary to update them. We will review the codes and then file a "Biennial
Report" (Statement of Review) with you at a later date.
FISCAL IMPACT:
None.
Prepared by C. Toscano, Assistant City Clerk
2010 Local Agency Biennial Notice
Name of Agency:
Mailing Address:
Contact Person: Office Phone No:
E-mail: Fax No:
Accurate disclosure is essential to monitor whether officials have conflicts of interest and
to help ensure public trust in government. This agency has reviewed its conflict-of-interest
code and has determined that(Check one box):
U An amendment is required. The following amendments are necessary:
(Mark all that apply.)
O Include new positions(including consultants)that must be designated.
O Delete positions that manage public investments from the list of designated positions.
O Revise disclosure categories.
O Revise the titles of existing positions.
O Delete titles of positions that have been abolished.
O Other (describe)
❑ No amendment is required.
Verification
The agency's code accurately designates all positions that make or participate in the making of
governmental decisions;the disclosure categories assigned to those positions accurately require the
disclosure of all investments,business positions,interests in real property,and sources of income that may
foreseeably be affected materially by the decisions made by those holding the designated positions;and the
code includes all other provisions required by Government Code Section 87302.
Signature of Chief Executive Officer Date
Complete this notice regardless of how recently your code was approved or amended.
Please return this notice no later than October 1,2010,to:
(PLACE RETURN ADDRESS OF CODE REVIEWING BODY HERE)
PLEASE DO NOT RETURN THIS FORM TO THE FPPC.
California Fair Political Practices Commission www.fppc.ca.gov/666-ASK-FPPC 6/2010
•
of ka
412) 5.11:
r«;>s' x^f. '•.< I w ,c„,.:F.5 4;.x,'rx:•: . s:•.,:..ar .. .. x zrH,.,�.„w•^y,y,•.£'t.x;• t#.,�.;s•,^ `" „"' _ i„M„ :4M 1 4.. u1,. .:1c
.s:.,.: yr ,. o ..£?a
`•^-:a3 *
f 3F rSI'
*t, f*,
�
i,:;;a : "� .� ;# £re7;" „1 .7x . . x , � li � : gtk � rCr401,0 r`
/USA"-
CONSENT
SA"CONSENT ITEM
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Mt
FROM: ALAN KREIMEIER, ADMINISTRATIVE SERVICES DIRECTOR-CFO
VIA: F. M. DELACH, CITY MANAGER
/11V
DATE: June 7, 2010
SUBJECT: APPROPRIATIONS LIMIT
RECOMMENDATION
It is recommended that City Council approve the attached resolution adopting the Appropriations
Limit of$148,741 ,282 for the 2010/11 fiscal year.
BACKGROUND
The Appropriations Limit is a state-mandated calculation which is required to be approved by the
City Council by July 1St for the new fiscal year. The Appropriations Limit sets the annual cap for
spending tax proceeds. Two factors determine the Appropriation Limit, a cost of living or
inflation factor and a population percentage change. This year, Azusa experienced a very large
increase of 179.6% in non-residential new construction, representing the inflation factor. Along
with the population growth factor, the Appropriations Limit has more than doubled when
compared to the prior year's calculation. Azusa remains under the limitation calculated. The
methodology has been reviewed with the City's auditor, Lance, Soll & Lunghard, LLP.
Based on calculations attached to the Resolution, the City is under the cap for FY 2010/11 by
$121 ,747,247.
FISCAL IMPACT
This resolution sets the FY 2010/11 Appropriations Limit at $148,741,282.
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA ESTABLISHING AN AMENDED
APPROPRIATIONS LIMIT FOR THE FISCAL YEAR 2010-11 PURSUANT TO ARTICLE XIIIB OF THE
CALIFORNIA CONSTITUTION
WHEREAS,in June of 1990, the voters of the State of California enacted Proposition 1 1 1,"The
Traffic Congestion Relief and Spending Limitation Act of 1990';and
WHEREAS,this Act amended Article XIIIB of the Constitution of the State of California regarding
spending limitations of cities;and
WHEREAS,Article X111B of the California Constitution provides that the total annual appropriations
subject to limitation of each governmental entity,including this City,shall not exceed the appropriation
limit of such entity of government for the prior year,adjusted for changes in the cost of living or personal
income and population,except as otherwise provided for in said Article XIIIB and implementing State
Statutes;and
WHEREAS,pursuant to said Article XIIIB of said California Constitution,and Section 7900 et seq.of
the California Government Code,the City is required to set its appropriation limit for each fiscal year;and
WHEREAS,the Director of Administrative Services/CFO of the City of Azusa has caused a technical
review to be made of the documentation for the City's said appropriation limitation,and has caused the
numbers upon which the City's appropriation limit is based to be researched and said limit to be calculated;
and
WHEREAS,based on such calculations,as described in the attached documentation as Exhibit A and
B,the Director of Administrative Services/CFO has determined the said appropriation limit and,pursuant to
Section 7910 of the said California Government Code,has made available to the public the documentation
used in the determination of said appropriation limit;and
WHEREAS,the City Council elects to utilize said calculations,which are attached for reference.
NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Azusa,California,that said
appropriation limit for Fiscal Year 2010-11 shall be adopted in the amount of$148,741,282 for said Fiscal
Year.
PASSED AND ADOPTED this 7th day of June,2010.
MAYOR
I HEREBY CERTIFY that the foregoing Resolution No. was duly adopted by the City
Council of the City of Azusa at a regular meeting thereof held on the 7th day of June,2010.
AYES COUNCIL MEMBERS:
NOES COUNCIL MEMBERS:
ABSTAIN : COUNCIL MEMBERS:
ABSENT : COUNCIL MEMBERS:
CITY CLERK
EXHIBIT A
ANNUAL APPROPRIATIONS LIMIT CALCULATION
FOR FISCAL YEAR 2010/11
Inflation Factor (selected higher of the following):
Growth in the -2.54% State 0.9746 Factor
California per Department of
capita personal Finance
income
Growth in the 179.60% Hdl Coren & 2.7960 Factor Selected for
non-residential Cone Calculation
assessed
valuation due to
new
construction
within the City
Population Factor (selected higher of the following):
City 0.93% State 1 .0093 Factor Selected for
Department of Calculation
Finance
County 0.83% State 1 .0083 Factor
Department of
Finance
Annual Linits Calculation:
Appropriations Limit for FY 2009/10: $ 52,707,754 (A)
Adjustment factors for Fiscal Year 2010/11 :
Inflation Factor (B) Population Factor (C)
2.7960 1 .0093
Combined Factor (B times C)
2.82200 1 .82200 (D)
Adjustment for inflation and population (A times D): 96,033,528
Appropriations Limit for Fiscal Year 2010/11 : $ 148,741 ,282
EXHIBIT B
APPROPRIATIONS SUBJECT TO THE ANNUAL LIMIT
FOR FISCAL YEAR 2010/11
A. PROCEEDS OF TAXES
Property Tax $ 8,746,165
Non-Property Tax 14,782,840
Licenses and Permits 2,295,550
Intergovernmental Revenues 157,000
TOTAL PROCEEDS OF TAXES 25,981,555
B. EXCLUSION 0
C. NET INVESTED PROCEEDS OF TAXES 25,981,555
D. INTEREST ALLOCATION 1,012,480
E. APPROPRIATIONS SUBJECT TO LIMIT 26,994,035
F. APPROPRIATIONS LIMIT FOR FY 2010/11 (EXHIBIT A) 148,741,282
G. FY 2010/11 APPROPRIATIONS OVERJ(UNDER) LIMIT $ (121,747,247)
C F
us .
CONSENT ITEM
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: KURT CHRISTIANSEN, ECONOMIC AND COMMUNITY DEVELOPMENT
DIRECTOR
VIA: F.M. DELACH, CITY MANAGER,MV
DATE: JUNE 7, 2010
SUBJECT: AUTHORIZATION TO RELEASE A REQUEST FOR PROPOSAL FOR COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM ADMINISTRATION AND
COORDINATION CONSULTING SERVICES
RECOMMENDATION
It is recommended that the City Council authorize staff to advertise and release the attached Request for
Proposal for consulting services to coordinate and administer the City's Community Development Block
Grant (CDBG)program.
BACKGROUND
The City has recently lost to retirement its employee handling its CDBG program. Because of the labor
intensive nature and knowledge required to administer this program, and in order to keep current with
project labor compliance and program reporting, it is necessary to hire a consultant versed in
administering CDBG programs. The City's $634,135 CDBG program for 2010/11 includes the following:
Project Amount
Non-Public Service Projects:
Administration $ 56,050
Alosta Avenue Pedestrian Bridges $125,000
Slauson Park Picnic Shelter $ 57,300
Single Family Housing Rehabilitation $216,000
Code Enforcement Program $ 89,315
Subtotal: $543,665
Public Service Projects:
After School Program $ 55,470
Homework House $ 10,000
Sr.Nutrition Site Manager $ 15,000
Sr. Referral&Case Management $ 10,000
Subtotal: $ 90,470
GRAND TOTAL: $634,135
•
Tasks performed by the successful bidder will include ongoing reporting requirements, Davis-Bacon labor
compliance, subrecipient oversight and monitoring, file and document management, CDBG workshop
training and testing, etc., as more detailed in the attached RFP.
In order to promote continuity and timeliness of the City's CDBG program, staff is requesting City
Council's authorization to advertise and release the attached Request for Proposal for such services,
following CDBG procurement regulations.
FISCAL IMPACT
Consultant services will be funded by2010/11 CDBG funds formerly rmerly approved by Council for program
administration.
KC:RJJ/cs
Attachments:
1. Request for Proposal
2. Request for Competitive Proposals Advertisement
Agenda Item_RFP_CDBG Consulting Svcs.doc
ATTACHMENT 1
REQUEST FOR COMPETITIVE PROPOSALS
City of Azusa
Community Development Block Grant Program Implementation and
Administration Consulting Services
INTRODUCTION
The City of Azusa ("City") seeks proposals from qualified individuals and/or firms to assist its
implementation of its Community Development Block Grant ("CDBG") Program. The City of
Azusa participates in the U.S. Department of Housing and Urban Development's("HUD") CDBG
program through the County of Los Angeles Community Development Commission("CDC"). The
City is seeking the services of a professional consultant or consulting firm to provide assistance with
CDBG project implementation and administration. Qualified consultants assigned to the position
must have extensive experience working with the federal CDBG Program. Proposals are due by
Tuesday, July 6, 2010. 5:00 P.M., in the office of the Redevelopment Agency Division in the
Economic and Community Development Department, 213 East Foothill Boulevard, Azusa, CA
91702-1395, in a sealed envelope. Request for Proposals(RFP)are available in the Economic and
Community Development Department,213 East Foothill Boulevard,Azusa, CA 91702, or contact
Cindy Seffer at (626) 812-5299.
Responses must conform with the requirements for this Request for Proposal (RFP). The City
reserves the right to waive any irregularity in any proposal or to reject any proposal. The City, on
criteria determined by the City, will make selection of the proposing firm.
The successful proposing firm will be required to enter into an agreement, which will include the
requirements of this RFP as well as other municipal and federal requirements. The City intends to
enter into a one-year agreement with the selected firm. The contract will be re-evaluated after one
year,and the selected firm,at the sole discretion of the City,may be authorized to sign a maximum
of two additional one-year contract extensions. By submitting a proposal,the proposing firm agrees
to all of the terms in this RFP.
The City expects, but does not guarantee, that the decision on selection of a firm will be made by
City Council at the City Council meeting of July 19, 2010. You may contact Cindy Seffer at(626)
812-5299 for any questions regarding this Request for Proposal.
GENERAL BACKGROUND
The Consultant will be responsible for general administrative oversight and coordination of the
City's CDBG program, as per federal, City and Los Angeles County regulations and guidelines.
Consultant services will be funded with CDBG funds. In 2010/11, the City's CDBG program
consists of(4)public service projects, (2) capital improvement projects, (1)housing rehabilitation
project, (1) code enforcement project, and (1) administration project, as follows:
1
Request for Competitive Proposals
City of Azusa Community Development
Block Grant(CDBG)Program Implementation and Administration
Project Approved
Amount
Non-Public Service Projects:
Administration $ 56,050
Alosta Avenue Pedestrian Bridges $125,000
Slauson Park Picnic Shelter $ 57,300
Single Family Housing Rehabilitation $216,000
Code Enforcement Program $ 89,315
Subtotal: $543,665
Public Service Projects:
After School Program $ 55,470
Homework House $ 10,000
Sr.Nutrition Site Manager $ 15,000
Sr. Referral & Case Management $ 10,000
Subtotal: $ 90,470
GRAND TOTAL: $634,135
All programs are federally funded and subject to federal, county and City rules and regulations.
Approved programs and funding for these programs are subject to change,and may be funded from
multiple sources. The Consultant will not be responsible for administering the Housing
Rehabilitation Program.
The City will provide a working space and clerical support to assist the Consultant in carrying out
contract responsibilities on-site. However, direct City staff support will be limited due to staffing
and other work program constraints. Please note that the City of Azusa is on a four(4)day ten(10)
hour work week and closed every Friday. The contract to be awarded calls for multi-year funding,
and may be renewed or extended pending performance evaluation,not to exceed a total of three(3)
years.
SCOPE OF SERVICES
The items to be included in the Scope of Services are indicated below. All work items will be
carried out in conjunction with City staff direction, input, and review. The "scope of services"
described herein shall be for up to 3 years unless earlier terminated as detailed in the Agreement
for Consultant Services. The selected firm must provide staff to perform the following:
2
Request for Competitive Proposals
City of Azusa Community Development
Block Grant(CDBG)Program Implementation and Administration
GENERAL ADMINISTRATIVE OVERSIGHT
1. Assist staff in programming available CDBG funds, including distributing applications,
preparation of public notices, determination of project eligibility, project analysis, and
preparation of City Council agenda items.
2. Coordinate with staff to prepare and submit annual Planning Summaries,project contracts,
and any necessary contract amendments.
3. Prepare and submit all reports and forms required by CDC, including but not limited to
quarterly performance reports,contractor/subcontractor activity reports,contract and contract
amendments, etc.
4. Submit funding requisitions, return of funds forms, etc.
5. Attend mandatory CDC training and quarterly meetings.
6. Take all on-line tests required by CDC for the preparation of report and keep City informed
of any updates/change in County/HUD requirements.
7. Develop and maintain all necessary documentation and files for CDBG monitoring,project
management, and Single Audit; work with City's clerical support staff to maintain filing
system.
8. Perform annual financial management and performance review monitoring visits to City's
non-profit subrecipients.
9. Assist County monitors during program financial management and performance reviews.
10. Prepare and/or update any necessary program policies and procedures.
•
11. Provide Davis-Bacon monitoring and contract compliance for CDBG-funded construction
projects as needed and as governed by federal, state, county and local regulations and
requirements.
12. Provide procurement/construction bidding assistance to conform to CDC, CDBG and City
guidelines.
13. Provide staff assistance and/or training as necessary to maintain the City's CDBG program in
accordance with federal and Los Angeles County regulations.
3
Request for Competitive Proposals
City of Azusa Community Development
Block Grant(CDBG)Program Implementation and Administration
PROPOSAL REQUIREMENTS
The proposal should contain the following elements:
A. Letter of Transmittal: Required to be signed by an individual authorized to bind the
proposing entity to the proposal for a period of 90 days.
B. Consultant Information: General information about the consultant,e.g.,company
size,location,years in business,number of staff,contact phone and fax numbers,and e-mail
address.
C. Client References: Evidence of the Consultant's ability to administer the City's
CDBG Program with a minimum of five (5) governmental contract references for similar
services. Include the name and telephone number of the contracting officer.
D. Methodology: Provide a written detailed description of the Consultant's experience
with CDBG program administration,emphasizing those experiences with participating cities
under Los Angeles County CDC. Cite specific projects.
E. Key Personnel: Identify specific staff that will administer these programs and their
role in the overall administration. Also identify those staff that will be on-site, if different
from above. Please include a resume for each staff member specified. Identify and explain
that portion of the work that will be subcontracted out if any.
F. MWBE: Identify if your firm is a small and minority firm, women's business
enterprise, or labor surplus area firm.
G. Proposal Fee: Specify the consultant's hourly rate of compensation to run the entire
program. Specify the maximum number of hours per week, and estimated total hours
required to complete the intended Scope of Services. Rates will remain firm for a three-year
period.
H. Availability: Specify the days and hours to be available to complete the Scope of
Services at Azusa City Hall/Civic Center offices.
I. Conflict of Interest Statement: The Consultant shall disclose any financial,
business or other relationship with the City that may have an impact upon the outcome of the
contract. The consultant shall also list current clients who may have a financial interest in
the outcome of this contact.
J. Statement of Proposed Modifications: The City's CDBG Professional Services
4
Request for Competitive Proposals
City of Azusa Community Development
Block Grant(CDBG)Program Implementation and Administration
Agreement is attached as Attachment"C". Should the Consultant have any modifications,
please provide a statement of those modifications.
SPECIAL REQUIREMENTS
The Consultant will be responsible for supplying insurance for its employees(see Attachment"A"
for required coverage),and naming the City of Azusa as additional insured. The Consultant shall be
responsible for all transportation, required in connection with carrying out the contract services.
The City of Azusa and the City of Azusa Redevelopment Agency reserve the right to refuse and
reject any and all proposals at their sole discretion.The City and Redevelopment Agency also reserve
the right to waive minor irregularities in response to this Request for Proposals.
The selected firm is required to acquire and maintain a Business License in the City of Azusa.
SELECTION PROCESS
City staff may request an interview of some or all of the proposers. The final selection and contract
approval will be made by the City Council of the City of Azusa if so determined.
EVALUATION CRITERIA
Attachment "B", rating sheet, provides six criteria to determine the best qualified proposal. The
criteria includes the consultant's track record,completeness of the proposal,experience with CDBG
program administration, etc.
DUE DATE/LOCATION
Proposals are due by Tuesday, July 6, 2010, 5:00 P.M., in the office of the Redevelopment Agency
Division in the Economic and Community Development Department,213 East Foothill Boulevard,
Azusa, CA 91702-1395, in a sealed envelope. Request for Proposals (RFP) are available in the
office of the Redevelopment Agency in the Economic and Community Development Department, or
contact Cindy Seffer at(626) 812-5299 or cseffer@,ci.azusa.ca.us
5
ATTACHMENT "A"
Community Development Commission of Los Angeles County-Approved
Standard Insurance Provisions for Consulting Agreements
Consultant shall procure and maintain at Consultant's expense for the duration of this
Agreement from an insurance company that is admitted to write insurance in California or that has a
rating of or equivalent to A:VII by A.M. Best& Company:
a. Comprehensive general liability insurance naming the Agency, its officials,
employees and agents as additional insureds from and against claims, demands,
causes of action, expenses, costs, or liability for injury to or death of persons, or
damage to or loss of property arising out of or in any manner connected with
Consultant's operation or performance under this Agreement in an amount not less
than One Million Dollars($1,000,000)combined single limit for each occurrence or
Two Million Dollars ($2,000,000) general aggregate.
b. Workers' Compensation insurance as required by the Labor Code of the State of
California.
c. Professional liability insurance in an amount not less than One Million Dollars
($1,000,000) aggregate combined single limit.
d. Automobile Liability in an amount not less than Five Hundred Thousand Dollars
($500,000)combined single limit per accident for bodily injury and property damage
covering owned, non-owned and hired vehicles.
Any self-insurance program of self-insured retention must be separately approved in
writing by Agency. Each insurance policy shall be endorsed to state that coverage
shall not be suspended, voided or canceled by either party except after thirty (30)
days'prior written notice to Agency,and shall be primary and not contributing to any
other insurance of self-insurance maintained by Commission.
Consultant shall deliver to Agency certificates of insurance and original
endorsements for approval as to sufficiency and form prior to the start of
performance hereunder. The certificates and endorsements for each insurance policy
shall contain the original signature of a person authorized by that insurer to bind
coverage on its behalf. Such insurance as required herein shall not be deemed to
limit Consultant's liability under this Agreement. Agency reserves the right to
require complete certified copies of all said policies at any time. Any modification or
waiver of the insurance requirements herein shall only be made with the written
approval of the Redevelopment Agency Director or designee.
A-1
ATTACHMENT "B"
Rating Sheet for Evaluating
Housing Consultant Proposals
Evaluation Factors
1. Is proposer's proposal
complete and meet all
requirements of the RFP?
10 points
2. Is proposer experienced
with CDBG and federally-
funded programs and
regulations for 5 years or
more?
15 points
3. Is proposer experienced
with CDBG program
administration with
participating cities under
L.A. County CDC?
25 points
4. Does proposer have a good
track record/references with
other client cities?
25 points
5. Is the proposer's bid price
realistic?
20 points
6. Is proposer a small and
minority firm, women's
business enterprise, or labor
surplus area firm?
5 points
TOTAL POINTS (possible
100)
B-1
DRAFT
ATTACHMENT "C"
AGREEMENT BETWEEN THE CITY OF AZUSA
AND
CONSULTANT
FOR
COORDINATION AND ADMINISTRATION OF THE CITY'S COMMUNITY
DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM
THIS AGREEMENT, entered this day of_ , 2009, by and between the CITY OF
AZUSA(herein called the"Grantee"or"City")and CONSULTANT(herein called the"Consultant"
or"Subrecipient").
WHEREAS, the Grantee has applied for and received funds from the United States Government
under Title I of the Housing and Community Development Act of 1974, Public Law 93-383; and
WHEREAS, the Grantee wishes to engage the Consultant to assist the Grantee in utilizing such
funds;
NOW, THEREFORE, it is agreed between the parties hereto that:
I. SCOPE OF SERVICE
A. Activities
The Consultant will be responsible for coordinating and administering the City's federally-funded
Community Development Block Grant(CDBG)Program in accordance with federal,City,and Los
Angeles County regulations and guidelines. Consultant understands that the City of Azusa is a
participating city under the Los Angeles County Community Development Commission's CDBG
program.
Consultant Responsibilities
The Consultant will provide the following services,which will be carried out in conjunction
with City staff direction, input, and review. Services will be provided as per terms of the
submitted Proposal (attached herein as Exhibit A) and as detailed below:
1. Assist staff in programming available CDBG funds, including distributing applications,
preparation of public notices, determination of project eligibility, project analysis, and
preparation of City Council agenda items.
2. Coordinate with staff to prepare and submit annual Planning Summaries,project contracts,
and any necessary contract amendments.
C-1
DRAFT
3. Prepare and submit all reports and forms required by CDC, including but not limited to
quarterly performance reports,contractor/subcontractor activity reports,contract and contract
amendments, etc.
4. Submit funding requisitions, return of funds forms, etc.
5. Attend mandatory CDC training and quarterly meetings.
6. Take all on-line tests required by CDC for the preparation of report and keep City informed
of any updates/change in County/HUD requirements.
7. Develop and maintain all necessary documentation and files for CDBG monitoring,project
management, and Single Audit; work with City's clerical support staff to maintain filing
system.
8. Perform annual financial management and performance review monitoring visits to City's
non-profit subrecipients.
9. Assist County monitors during program financial management and performance reviews.
10. Prepare and/or update any necessary program policies and procedures.
11. Provide Davis-Bacon monitoring and contract compliance for CDBG-funded construction
projects as needed and as governed by federal, state, county and local regulations and
requirements.
12. Provide procurement/construction bidding assistance to conform to CDC, CDBG and City
guidelines.
13. Provide staff assistance and/or training as necessary to maintain the City's CDBG program in
accordance with federal and Los Angeles County regulations.
II. TIME OF PERFORMANCE
Services of the Consultant shall start on the day of and end on the 30th day of
June.2011. This is a multi-year award and this Agreement can be extended up to a maximum
of three years by written amendment,in accordance with Section VI.G.Amendments,of this
Agreement.
III. PAYMENT
C-2
DRAFT
A. Amount of Payment
It is expressly agreed and understood that the total amount to be paid by the Grantee under this
Agreement will not exceed$ in FY 2010/11. Staff will provide a minimum of hours on-
site per week, given the expected levels of accomplishments noted above. The City reserves the
right to adjust weekly hours upon notice to Consultant. Consulting services will be funded with
CDBG funds.
B. Staffing
Consultant will provide staff proficient in administering City's CDBG program. Consultant will also
provide support staff literate in Word, Excel, etc., and proficient in clerical and customer service
skills.
C. Terms of Payment
The Grantee shall pay Consultant monthly upon receipt of billing from Consultant. Monthly billing
shall include description and hours of services provided,and amount charged. Payment will be made
thirty (30) days after review and approval of submitted billing.
D. Reimbursement
In the event that the Grantee is required to reimburse the federal government as a result of a
determination, after audit,that the Consultant has misused funds, Consultant shall pay Grantee all
disallowed sums. Consultant's obligation to reimburse Grantee of misuse of funds shall survive the
termination or expiration of this Agreement.
E. Quarterly Reviews
Consultant and Grantee will conduct quarterly reviews to evaluate program status and compliance
with budget objectives, and then make any required adjustments in staffing hours.
IV. NOTICES
Communication and details concerning this Agreement shall be directed to the following
representatives:
Grantee Consultant
Cindy Seffer, Administrative Secretary
City of Azusa/Economic & Community Dev. Dept.
213 E. Foothill Boulevard
C-3
DRAFT
Post Office Box 1395
Azusa, CA 91702-1395
PH: (626) 812-5299 FAX: (626) 334-5464
V. SPECIAL CONDITIONS
The Subrecipient agrees to comply with the requirements of Title 24 Code of Federal Regulations,
Part 570 of the U.S. Department of Housing and Urban Development regulations concerning
Community Development Block Grant (CDBG) and all federal regulations and policies issued
pursuant to these regulations. The Subrecipient further agrees to utilize funds available under this
Agreement to supplement rather than supplant funds otherwise available.
VI. GENERAL CONDITIONS
A. General Compliance
The Subrecipient agrees to comply with all applicable federal, state and local laws and regulations
governing the funds provided under this Agreement.
B. Independent Contractor
Nothing contained in this agreement is intended to,or will be construed in any manner,as creating g or
establishing the relationship of employer/employee between the parties. The
Subrecipient will at all
times remain an independent contractor with respect to the services to be performed under this
agreement. The Grantee will be exempt from payment of all Unemployment Compensation,FICA,
retirement,life and/or medical insurance and Workers'Compensation Insurance as the Subrecipient
is an independent Contractor.
C. Hold Harmless
The Subrecipient will hold harmless, defend and indemnify the Grantee, its appointed officials,
employees, agents or volunteers from and against any and all liability,including but not limited to
demands, claims, actions, suits, charges and judgments whatsoever that arise out of the
Subrecipient's performance or nonperformance of the services or subject matter called for in this
agreement.
D. Workers' Compensation
The Subrecipient will provide Workers' Compensation Insurance coverage for all employees
involved in the performance of this Agreement as required by the Labor Code of the State of
California. The Subrecipient will furnish Grantee's Representative with an insurance certificate
from its Workers'Compensation insurance carrier certifying that it carries such insurance as required
C-4
DRAFT
by State law,including Employer's Liability of not less than$1,000,000 per accident,and the policy
will not be cancelled nor the coverage reduced during the term of this Agreement. Such policy will
be endorsed to state that thirty (30) days written notice to the City is required prior to reduction, .
cancellation, termination or expiration of any kind.
E. Insurance & Bonding
The Subrecipient will carry sufficient insurance coverage to protect assets from loss due to theft,
fraud and/or undue physical damage, and as a minimum will purchase a blanket fidelity bond
coverage for all employees in an amount equal to cash advances from the Grantee.
Subrecipient will obtain, at its sole cost and file with the City, prior to exercising any right or
performing any obligation pursuant to this Agreement,and maintain for the period covered by this
Agreement, a policy or policies of General Public Liability,including Comprehensive General and
Automobile Liability insurance,or certificate of such insurance,satisfactory to the City Attorney of
City,naming City,its officers,agents and employees as insured or additional insured,which provides
coverage not less than that provided against liability for any and all claims and suits for damages or
injuries to persons or property resulting from or arising out of operations of Subrecipient, which
insurance will provide coverage for both bodily injury and property damage in not less than the
following minimum amounts: One Million Dollars ($1,000,000.00) for each occurrence for
General Liability,and$1,000,000 combined single limit for Automobile Liability,or its equivalent.
Said policy will also contain a provision that no termination,cancellation or change of coverage of
insured or additional insured will be effective until thirty(30)days notice thereof has been given in
writing to the City. Subrecipient will give City prompt and timely notice of any claim made or suit
instituted. Subrecipient may procure and maintain,at its own cost and expense any additional kinds
and amounts of insurance,which,in its own judgment may be necessary. Subrecipient will obtain,at
its sole cost and file with the City,prior to exercising any right or performing any obligation pursuant
to this Agreement,and maintain for the period covered by this Agreement,a Blanket Honesty Bond
for 100% of the amount of the Agreement.
Subrecipient will obtain, at its sole cost and file with the City, prior to exercising any right or
performing any obligation pursuant to this Agreement,and maintain for the period covered by this
Agreement, Professional Liability in an amount of not less than$100 million aggregate combined
single limit, unless this requirement has been waived in writing. Said policy will also contain a
provision that no termination, cancellation or change of coverage of insured or additional insured
will be effective until thirty (30) days notice thereof has been given in writing to the City.
The Subrecipient will comply with the bonding and insurance requirements of Attachment B of
OMB Circular A-110,Bonding and Insurance. Acceptable insurance carriers will be those admitted
to write insurance in California, or carriers with a rating equivalent to A+ by A.M. Best & Co.
Carriers not admitted in California, shall be subject to LESLI list on file with the California
Department of Insurance.
C-5
DRAFT
F. Grantor Recognition
The Subrecipient will recognize the role of the grantor agency in providing services through this
Agreement. All activities, facilities and items utilized pursuant to this Agreement will be
prominently labeled as to funding source. In addition,the Subrecipient will include a reference to
the financial support provided herein in all publications made possible with funds made available
under this Agreement:
G. Amendments
Grantee or Subrecipient may amend this Agreement at any time provided that such amendments
make a specific reference to this Agreement,and are executed in writing,signed by a duly authorized
representative of both organizations. Such amendments will not invalidate this Agreement or relieve
or release Granter or Subrecipient from its obligations under this Agreement.
Grantee may, at its discretion, amend this Agreement to conform with federal, state or local
governmental guidelines, policies and available funding amounts, or for other reasons. If such
amendments result in a change in the funding,the scope of services,or schedule of,the activities to
be undertaken as part of this agreement, such modifications will be incorporated only by written
amendment signed by both Grantee and Subrecipient.
H. Suspension or Termination
Either party may terminate this Agreement at any time by giving written notices to the other party of
such termination and specifying the effective date thereof at least 30 days before the effective date of
such termination. Partial terminations of the Scope of Service in Paragraph IA above may only be
undertaken with the prior approval of Grantee. In the event of any termination for convenience,all
finished or unfinished documents,data,studies,surveys,maps,models,photographs,reports or other
materials prepared by Subrecipient under this agreement will be entitled to receive just and equitable
compensation for any satisfactory work completed on such documents or materials prior to the
termination.
Grantee may also suspend or terminate this Agreement,in whole or in part,if Subrecipient materially
fails to comply with any term of this Agreement or with any of the rules, regulations or provisions
referred to herein; and the Grantee may declare the Subrecipient ineligible for any further
participation in Grantee contracts, in addition to other remedies as provided by law. In the event
there is probable cause to believe the Subrecipient is in noncompliance with any applicable rules or
regulations,the Grantee may withhold up to fifteen(15)percent of said Agreement funds until such
time as the Subrecipient is found to be in compliance by the Grantee,or is otherwise adjudicated to
be in compliance.
VII. ADMINISTRATIVE REQUIREMENTS
C-6
DRAFT
A. Financial Management
1. Accounting Standards
The Subrecipient agrees to comply with Attachment F of OMB Circular A-110 and agrees to
adhere to the accounting principles and procedures required therein,utilize adequate internal
controls, and maintain necessary source documentation for all costs incurred.
2. Cost Principles
The Subrecipient will administer its program in conformance with OMB Circular A-122,
'Cost Principles for Non-Profit Organizations,' of A-21, 'Cost Principles for Educational
Institutions as applicable; and if the Subrecipient is a governmental or quasi-governmental
agency, the applicable sections of 24 CFR Part 85, 'Uniform Administrative Requirements
for Grants and Cooperative Agreements to State and Local Governments' for all costs
incurred whether charged on a direct or indirect basis.
B. Documentation and Record-Keeping
1. Records to be Maintained
The Subrecipient will maintain all records required by the Federal regulations specified in
24CFR Part 570,Section 570.506,and that are pertinent to the activities to be funded under
this Agreement. Such records will include but not be limited to:
a. Records providing a full description of each activity undertaken;
b. Records demonstrating that each activity undertaken meets one of the
National Objectives of the CDBG program;
c. Records required to determine the eligibility of activities;
d. Records required to document the acquisition, improvement, use or
disposition of real property acquired or improved with CDBG assistance;
e. Records documenting compliance with the fair housing and equal opportunity
components of the CDBG program;
f. Financial records as required by 24 CFR Part 570, Section 570.502, and
OMB Circular A-110; and
g. Other records necessary to document compliance with Subpart K of 24 CFR
Part 570.
2. Record Retention
The Subrecipient will retain all accounting records, financial records, and supporting
documentation pertinent to expenditures incurred under this Agreement for a minimum
C-7
DRAFT
period of five(5)years after the termination of all activities funded under this agreement,or
after the resolution of all Federal audit findings,whichever occurs later. Records for non-
expendable property acquired with funds under this Agreement will be retained for five(5)
years after final disposition of such property. Records for any displaced person must be kept
for five (5)years after he/she has received final payment.
3. Client Data
Subrecipient will maintain client data demonstrating client eligibility for services provided.
Such data will include, but not be limited to, client name, address, income level or other
basis for determining eligibility, and a description of services provided. Such information
will be made available to Grantee monitors or their designees for review upon request.
4. Disclosure
The Subrecipient understands that client information collected under this Agreement is
private and the use or disclosure of such information, when not directly connected with the
administration of the [Grantee's] or Subrecipient's responsibilities with respect to services
provided under this Agreement, is prohibited unless written consent is obtained from such
person receiving service or, in the case of a minor,that of a responsible parent/guardian,or
otherwise as allowed by federal or state law.
5. Property Records
The Subrecipient will maintain real property inventory records which clearly identify
properties purchased,improved or sold. Properties retained will continue to meet eligibility
criteria and will conform with the'changes in use'restrictions specified in 24 CFR Part 570,
Section 570.503(b)(8).
6. National Objectives
The Subrecipient agrees to maintain documentation that demonstrates that the activities
carried out with funds provided under this Agreement meet one or more of the CDBG
program's national objectives:
1) benefit low-to moderate-income persons,
2) aid in the prevention or elimination of slums or blight,
3) meet community development needs having a particular urgency- as defined in 24
CFR Part 570, Section 570.208.
7. Close-Outs
C-8
DRAFT
Grantee close-out requirements must be completed within 30 days after expiration of this
Agreement. Activities during this close-out period will include, but are not limited to;
making final payments, disposing of program assets including the return of all unused
materials, equipment, unspent cash advances, program income balances, and receivable
accounts to the Grantee, and determining the custodianship of records.
8. Audits & Inspections
All Subrecipient records with respect to any matters covered by this agreement will be made
available to the Grantee, grantor agency,their designees or the Federal Government, at any
time during normal business hours, as often as the Grantee or grantor agency deems
necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Any
deficiencies noted in audit reports must be fully cleared by the Subrecipient within 30 days
after receipt by the Subrecipient. Failure of the Subrecipient to comply with the above audit
requirements will constitute a violation of this Agreement and may result in the withholding
of future payments. The Subrecipient hereby agrees to have an annual agency audit
conducted in accordance with current city policy concerning Subrecipient audits. Audit will
comply with OMB Circular A-133 "Audits of Institutions of Higher Education and Other
Nonprofit Institutions."
C. Reporting and Payment Procedures
1. Budgets
The Subrecipient will submit a detailed contract budget of a form and content prescribed by
the City for approval by the Grantee. The Grantee and the Subrecipient may agree to revise
the budget from time to time in accordance with existing city policies.
2. Program Income
If program income is generated,the Subrecipient will report all program income as defined in
24 CFR Part 570, Section 570.500(a) generated by activities carried out with CDBG funds
made available under this Agreement. The program income may be used by the Subrecipient
during the Agreement period for activities permitted under this Agreement and the
Subrecipient will reduce requests for additional funds by the amount of any such program
income balances on hand. All unused program income will be returned to the Grantee at the
end of the Agreement period. Any interest earned on cash advances from the U.S.Treasury
is not program income and will be remitted promptly to the Grantee.
3. Indirect Costs
C-9
DRAFT
If indirect costs are charged,the Subrecipient will develop an indirect cost allocation plan for
determining the appropriate Grantee share of administrative costs and will submit such plan
to the Grantee for approval prior to the execution of the Agreement.
4. Payment Procedures
The Grantee will pay to the Subrecipient funds available under this Agreement based upon
information submitted by the Subrecipient and consistent with any approved budget and city
policy concerning payments. With the exception of certain advances,payments will be made
for eligible expenses actually incurred by the Subrecipient, and not to exceed actual cash
requirements. Payments will be adjusted by the Grantee in accordance with advance fund
and program income balances available in Subrecipient accounts. In addition,the Grantee
reserves the right to liquid funds available under this Agreement for costs incurred by the
Grantee on behalf of the Subrecipient.
D. Procurement
1. Compliance
The Subrecipient will comply with current city policy concerning the purchase of equipment
and will maintain an inventory of all non-expendable personal property as defined by such
policy as may be procured with funds provided herein. The policy is available upon request.
AR program assets(unexpended program income,property,equipment,etc.)will revert to
the Grantee upon termination of this Agreement.
2. OMB Standards
The Subrecipient will procure materials in accordance with the requirements of Attachment 0
of OMB Circular A-110,Procurement Standards,and will subsequently follow Attachment
N, Property Management Standards, covering utilization and disposal of property.
3. Travel
The Subrecipient will obtain written approval from the Grantee for any travel outside the
metropolitan area with funds provided under this Agreement.
4. Relocation, Acquisition and Displacement
The Subrecipient agrees to comply with 24 CFR 570.606 relating to the acquisition and
disposition of all real property utilizing grant funds and to the displacement of persons,
businesses,nonprofit organizations and farms occurring as a direct result of any acquisition
of real property utilizing grant funds. The Subrecipient agrees to comply with applicable
C-10
DRAFT
Grantee Ordinances,Resolutions,and Policies concerning displacement of individuals from
their residences.
VIII PERSONNEL & PARTICIPANT CONDITIONS
A. Civil Rights
1. Compliance
The Subrecipient agrees to comply with current city and state civil rights policies and with
Title VI of the Civil Rights Act of 1964 as amended, Title VIII of the Civil Rights Act of
1968 as amended,Section 109 of Title I of the Housing and Community Development Act of
1974, Section 504 of the Rehabilitation Act of 1973,the Americans with Disabilities Act of
1990,the Age Discrimination Act of 1975,Executive Order 11063 as amended by Executive
Order 12259,and with Executive Order 11246 as amended by Executive Orders 11375 and
12086.
2. Nondiscrimination
The Subrecipient will not discriminate against any employee or applicant for employment
because of race, color, creed, religion, ancestry, national origin, sex, disability or other
handicap, age, marital status, or status with regard to public assistance. The Subrecipient
will take affirmative action to insure that all employment practices are free from such
discrimination. Such employment practices include but are not limited to: hiring,upgrading,
demotion,transfer,recruitment or recruitment advertising,layoff,termination,rates of pay or
other forms of compensation, and selection for training, including apprenticeship. The
Subrecipient agrees to post in conspicuous places,available to employees and applicants for
employment,notices to be provided by the contracting agency setting forth the provisions of
this nondiscrimination clause.
3. Land Covenants
This Agreement is subject to the requirements of Title VI of the Civil Rights Act of 1964
(P.L. 88-352) and 24 CFR 570, Part I. in regard to the sale, lease, or other transfer of land
acquired, cleared or improved with assistance provided under this Agreement. The
Subrecipient will cause or require a covenant running with the land to be inserted in the deed
or lease for such transfer, prohibiting discrimination as herein defined, in the sale, lease or
rental or in the use or occupancy of such land, or in any improvements erected or to be
erected thereon, providing that the Grantee and the United States are beneficiaries of and
entitled to enforce such covenants. The Subrecipient in undertaking its obligation to carry
out the program assisted hereunder,agrees to take such measures as are necessary to enforce
such covenant, and will not itself so discriminate.
C-11
DRAFT
4. Rehabilitation Act of 1973
The Subrecipient agrees to comply with any federal regulations issued pursuant to
compliance with Section 504 of the Rehabilitation Act of 1973, 929 U.S.C. 706) which
prohibits discrimination against the handicapped in any federally assisted program. No
otherwise qualified individual with handicaps in the United States will, solely by reason of
his or her handicap, be excluded from the participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity receiving Federal financial
assistance.
5. The Age Discrimination Act of 1975
No person in the United States will, on the basis of age,be excluded from the participation
in,be denied the benefits of,or be subjected to discrimination under any program or activity
receiving Federal financial assistance.
B. Affirmative Action
1. Approved Plan
The Subrecipient agrees that it will be committed to carry out pursuant to the Grantee's
specifications an Affirmative Action Program in keeping with the principles as provided in
President's Executive Order 11246 of September 24, 1965. The Grantee will provide
Affirmative Action guidelines to the Subrecipient upon request to assist in the formulation of
such program. The Subrecipient will submit a plan,if applicable,for an Affirmative Action
Program for approval prior to the award of funds.
2. W/MBE
The Subrecipient will use its best efforts to afford minority and women-owned business
enterprises the maximum practicable opportunity to participate in the performance of this
Agreement. As used in this Agreement,the term "minority and female business enterprise'
means a business at least fifty-one (51) percent owned and controlled by minority group
members or women. For the purpose of this definition, "minority group members"are Afro-
Americans, Spanish-speaking, Spanish surnamed or Spanish-heritage Americans, Asian-
Americans,and American Indians. The Subrecipient may rely on written representations by
Subrecipients regarding their status as minority and female business enterprises in lieu of an
independent investigation.
3. Access to Records
C-12
DRAFT
The Subrecipient will furnish and cause each of its subsubrecipients to furnish all
information and reports required hereunder and will permit access to its books,records and
accounts by the Grantee,HUD or its agent, or other authorized federal officials for purposes
of investigation to ascertain compliance with the rules, regulations and provisions stated
herein.
4. Notifications
The Subrecipient will send to each labor union or representative of workers with which it has
a collective bargaining agreement or other contract or understanding,a notice,to be provided
by the agency contracting officer,advancing the labor union or worker's representative of the
Subrecipient's commitments hereunder, and will post copies of the notice in conspicuous
places available to employees and applicants for employment.
5. EEO/AA Statement
The Subrecipient will, in all solicitations or advertisements for employees placed by or on
behalf of the Subrecipient, state that it is an Equal Opportunity or Affirmative Action
employer.
6. Subcontract Provisions
The Subrecipient will include the provisions of Paragraphs VII A, Civil Rights, and B
Affirmative Action, in every subcontract or purchase order, specifically or by reference, so
that such provisions will be binding upon each subsubrecipient or vendor.
C. Employment Restrictions
1. Prohibited Activity
The Subrecipient is prohibited from using funds provided herein or personnel employed in
the administration of the program for political activities; sectarian, or religious activities;
lobbying, political patronage, and nepotism activities. Subrecipient will certify that it is
familiar with the requirements of the Los Angeles County Code Chapter 2.160(Los Angeles
County Ordinance 93-0031), and; that all persons/entities/firms acting on behalf of
Subrecipient have and will comply with the County Code, and;that any person/entity/firm
who seeks a contract will be disqualified there from and denied the contract and, will be
liable in civil action,if any lobbyist,lobbying firm,lobbyist employer or any other person or
entity acting on behalf of Subrecipient fails to comply with the provisions of the County
Code. Ordinance No. 93-0031 amending the Los Angeles County Code relating to lobbyists
is attached hereto as Attachment I and incorporated into this Agreement by reference.
C-13
DRAFT
2. OSHA
Where employees are engaged in activities not covered under the Occupational Safety and
Health Act of 1970, they will not be required or permitted to work, be trained, or receive
services in buildings or surroundings or under working conditions which are unsanitary,
hazardous or dangerous to the participants' health or safety.
3. Safety Standards and Accident Prevention
The Subrecipient will comply with all applicable federal, state and local laws governing
safety, health and sanitation. The Subrecipient shall provide all safeguards, safety devices
and protective equipment and take any other necessary actions, as its own responsibility,
reasonably necessary to protect the life and health of employees on the job and the safety of
the public and to protect property in connection with the performance of this Agreement.
Participants employed or trained for inherently dangerous occupations, e.g., fire or police
jobs, will be assigned to work in accordance with reasonable safety practices.
4. Labor Standards
The Subrecipient agrees to comply with the requirements of the Secretary of Labor in
accordance with the Davis-Bacon Act as amended,the provisions of Contract Work Hours,
the Safety Standards Act,the Copeland'Anti-Kickback'Act(40 U.S.C.276,327-333)and all
other applicable federal state and local laws and regulations pertaining to labor standards
insofar as those acts apply to the performance of this Agreement. The Subrecipient will
maintain documentation which demonstrates compliance with hour and wages requirements
of this part. Such documentation will be made available to the Grantee for review upon
request.
The Subrecipient agrees that, except with respect to the rehabilitation or construction of
residential property designed for residential use for less than eight (8) households, all
contractors engaged under contracts in excess of$2,000.00 for construction,renovation or
repair of any building or work financed in whole or in part with assistance provided under
this Agreement,will comply with federal requirements adopted by the Grantee pertaining to
such contract, will comply with federal requirements adopted by the Grantee pertaining to
such contracts and with the applicable requirements of the regulations of the Department of
Labor, under 29 CFR, Parts 3,1 5 and 7 governing the payment of wages and ratio of
apprentices and trainees to journeymen; provided, that if wage rates higher than those
required under the regulations are imposed by state or local law, nothing hereunder is
intended to relieve the Subrecipient of its obligation,if any,to require payment of the higher
wage. The Subrecipient will cause or require to be inserted in full, in all such contracts
subject to such regulations,provisions meeting the requirements of this paragraph, for such
contracts in excess of$10,000.00.
C-14
DRAFT
D. Conduct
1. Assignability
Subrecipient may not assign any portion of this Agreement without the express written
consent of the Grantee.Any attempt by Subrecipient to assign any performance of the terms
of this Agreement shall be null and void and shall constitute a material breach of this
Agreement,upon which the Grantee may immediately terminate this Agreement through the
Executive Director or his/her designee.
2. Hatch Act
The Subrecipient agrees that no funds provided, nor personnel employed under this
Agreement,will be in any way or to any extent engaged in the conduct of political activities
in violation of Chapter 15 of Title V United States Code.
3. Conflict of Interest
The Subrecipient agrees to abide by the provisions of 24 CFR Part 570,Section 570.611 with
respect to conflicts of interest, and covenants that it presently has no financial interest and
will not acquire any financial interest direct or indirect,which would conflict in any manner
or degree with the performance of services required under this Agreement. The Subrecipient
further covenants that in the performance of this Agreement no person having such a
financial interest will be employed or retained by the Subrecipient hereunder. The
Subrecipient represents, warrants and agrees that to the best of its knowledge, it does not
presently have, nor will it acquire during the term of this Agreement, any interest direct or
indirect,by contract, employment or otherwise,or as a partner,joint venture or shareholder
(other than as a shareholder holding a one (1%) percent or less interest in publicly traded
companies)or affiliate with any business or business entity that has entered into any contract,
subcontract or arrangement with the Grantee.Upon execution of this Agreement and during
its term, as appropriate, the Subrecipient shall, disclose in writing to the Grantee any other
contract or employment during the term of this Agreement by any other persons,business or
corporation in which employment will or may likely develop a conflict of interest between
the Grantee's interest and the interests of the third parties. These conflict of interest
provisions apply to any person who is an employee, agent consultant, officer, or elected
official or appointed official of the Grantee, or of any designated public agencies or
Subrecipients which are receiving funds under the CDBG Entitlement program. In the
procurement of supplies,equipment,construction and services by Subrecipients,the conflict
of interest provisions in 24 CFR 85.36, OMB Circular A-110, and 24 CFR 570.611,
respectively,will apply. No employee,officer or agent of the Subrecipient will participate in
selection, or in the award or administration of a contract supported by Federal funds if a
conflict of interest, real or apparent,would be involved.
C-15
DRAFT
4. Subcontracts
The requirements of this Agreement may not be subcontracted by the Subrecipient without
the advance approval of the Grantee.Any attempt by the Subrecipient to subcontract without
the prior consent of the Grantee may be deemed a material breach of this Agreement. If the
Subrecipient desires to subcontract,the Subrecipient shall provide the following information
promptly at the Grantee's request:
- A description of the work to be performed by the Subcontractor;
• A draft copy of the proposed subcontract; and
• Other pertinent information and/or certifications requested by the Grantee.
The Subrecipient shall indemnify and hold the Grantee harmless with respect to the activities
of each and every Subcontractor in the same manner and to the same degree as if such
Subcontractor(s) were the Subrecipient's employees. The Subrecipient shall remain fully
responsible for all performances required of it under this Agreement,including those that the
Subrecipient has determined to subcontract,notwithstanding the Grantee's approval of the
Subrecipient's proposed subcontract. The Grantee's consent to subcontract shall not waive
the Grantee's right to prior and continuing approval of any and all personnel, including
Subcontractor employees, providing services under this Agreement. The Subrecipient is
responsible to notify its Subcontractors of this Grantee right. The Grantee's CDBG
Administrator is authorized to act for and on behalf of the Grantee with respect to approval
of any subcontract and Subcontractor employees. After approval of the subcontract by the
Grantee,the Subrecipient shall forward a fully executed subcontract to the Grantee for their
files. The Subrecipient shall be solely liable and responsible for all payments or other
compensation to all Subcontractors and their officers,employees,agents,and successors in
interest arising through services performed hereunder,notwithstanding the Grantee's consent
to subcontract. The Subrecipient shall obtain certificates of insurance,which establish that
the Subcontractor maintains all the programs of insurance required by the Grantee from each
approved Subcontractor. The Subrecipient shall ensure delivery of all such documents to the
Grantee before any Subcontractor employee may perform any work hereunder.
5. Copyright
If this Agreement results in any copyrightable mate" the Grantee and/or grantor agency
reserves the right to royalty-free,non-exclusive and irrevocable license to reproduce,publish
or otherwise use and to authorize others to use, the work for government purposes.
6. Religious Organization
The Subrecipient agrees that funds provided under this Agreement will not be used for
religious activities, to promote religious interests, or for the benefit of a religious
C-16
DRAFT
organization in accordance with the federal regulations specified in 24 CFR Part 570, Section
570.2000.
7. Safely Surrendered Baby Law
a. The Subrecipient shall notify and provide to its employees,and shall require
each subcontractor to notify and provide to its employees,a fact sheet regarding the
Safely Surrendered Baby Law,its implementation in Los Angeles County,and where
and how to safely surrender a baby. The fact sheet is available on the Internet at
www.babysafela.org.
b. The Subrecipient acknowledges that the County places a high priority on the
implementation of the Safely Surrendered Baby Law.The Subrecipient understands
that it is the County's policy to encourage all Contractors to voluntarily post the
County's "Safely Surrendered Baby Law" poster in a prominent position at the
Subrecipient's place of business. The Subrecipient will also encourage its
Subcontractors, if any, to post this poster in a prominent position in the
Subcontractor's place of business.The Department of Children and Family Services
of the County of Los Angeles will supply the Subrecipient with the poster to be used.
IX. ENVIRONMENTAL CONDITIONS
A. Flood Disaster Protection
The Subrecipient agrees to comply with the requirements of the Flood Disaster Protection Act of
1973 (P.L.-2234) in regard to the sale,lease or other transfer of land acquired, cleared or improved
under the terms of this Agreement, as it may apply to the provisions of this Agreement.
B. Lead-Based Paint
The Subrecipient agrees that any construction or rehabilitation of residential structures with
assistance provided under this Agreement will be subject to HUD Lead-Based Paint Regulations at
24 CFR Part 570, Section 570.608, and 24 CFR Part 35, and in particular Sub-Part B thereof. Such
regulations pertain to all HUD-assisted housing and require that all owners,prospective owners,and
tenants or properties constructed prior to 1978 be properly notified that such properties may include
lead-based paint. Such notification will point out the hazards of lead-based paint and explain the
symptoms, treatment and precautions that should be taken when dealing with lead-based paint
poisoning.
C. Historic Preservation
C-17
DRAFT
The Subrecipient agrees to comply with the Historic Preservation requirements set forth in the
National Historic Preservation Act of 1966,as amended(16 U.S.C.470)and the procedures set forth
in 36 CFR, Part 800, Advisory Council on Historic Preservation Procedures for Protection of
Historic Properties, insofar as they apply to the performance of this Agreement.
In general this requires concurrence from the State Historic Preservation Officer for all rehabilitation
and demolition of historic properties that are fifty years old or older or that are included on a Federal,
State, or local historic property list.
This agreement may be modified at any time by mutual consent,but such modification must be
in written form signed by the authorized representative of each party.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written
above.
Date:
City Manager
City of Azusa
Date:
CONSULTANT
Attest:
City Clerk
C-18
ATTACHMENT 2
REQUEST FOR COMPETITIVE PROPOSALS
City of Azusa
Community Development Block Grant Program (CDBG) Implementation and
Administration Consulting Services
The City of Azusa seeks proposals from qualified individuals and/or firms to implement
and administer its federally-funded CDBG Program. Proposals are due by Tuesday, July
6, 2010, 5:00 P.M., in the office of the Redevelopment Agency Division in the Economic
and Community Development Department, 213 East Foothill Boulevard, Azusa, CA
91702-1395, in a sealed envelope. Request for Proposals (RFP) are available in the
Redevelopment Agency Division, 213 East Foothill Boulevard, Azusa, CA 91702, or
contact the Department Secretary at (626) 812-5299 to request a copy. Evaluation
Factors will be as follows:
1 . Is proposer's proposal complete and meet all requirements of the RFP? (10 points)
2. Is proposer experienced with CDBG and federally-funded programs and regulations
for 5 years or more? (15 points)
3. Is proposer experienced with CDBG program administration with participating cities
under L.A. County CDC? (25 points)
4. Does proposer have a good track record/references with other client cities? (25
points)
5. Is the proposer's bid price realistic? (20 points)
6. Is proposer a small and minority firm, women's business enterprise, or labor surplus
area firm? (5 points)
CITY OF AZUSA
City Clerk
Publish: June 17, 2010
Azusa Herald
U:\WPROC\CORRESPO\CDBGWORK\CDBG RFPs\CDBG Consultant RFPs\RFPNotice2010_CDBGProgramConsultant.doc
voia 1167
.141 T
* I
'. v0"
'9�lfOR
AZLJSAr'
CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: TITO HAES, ASSISTANT CITY MANAGER/PUBLIC WORKS DIRECTOR
VIA: F.M. DELACH, CITY MANAGER/IM
DATE: JUNE 7, 2010
SUBJECT: CIP PROJECT #66109A; AWARD OF CONTRACT, CITRUS AVENUE
RECONSTRUCTION PROJECT.
RECOMMENDATION
It is recommended that the City Council authorize staff to award the Citrus Avenue Reconstruction
project to Sully Miller, Incorporated of Brea, CA. in the amount of$722,728.00.
BACKGROUND
In July 2009, the City was awarded $1,431,000 of American Recovery and Reinvestment Act (ARRA)
federal stimulus funds to reconstruct Foothill Boulevard from Todd Avenue to Orange Avenue. This
project was completed in January 2010 with a total construction cost of $879,841.11. Caltrans
authorized the City to use $540,000 of the Foothill Boulevard Project savings on the Citrus Avenue
Reconstruction Capital Improvement Project. This project will reconstruct Citrus Avenue from Alosta
Avenue to the northern city limit.
On April 5th, 2010, the City Council approved the plans and specifications for the project and publishing
the Notice of Inviting bids. The bid opening was conducted on May 26th, 2010 and 7 bids were
received.
Following are the bid results:
Citrus Avenue reconstruction
1 Lee and Stires, Inc. Ontario, CA $627,791.50
2 Sully Miller Brea, CA $657,026.00
3 All American Asphalt Corona, CA $713,000.00
4 Hardy and Harper, Inc. Santa Ana, CA $717,000.00
5 ICE Engineering City of Industry, CA $ 719,030.00
6 Gentry Brothers Irwindale, CA $727,400.00
7 Silvia Construction, Inc. Rancho Cucamonga, CA $761,159.00
After a thorough review, it became clear that the low bidder, Lee and Stires, did not provide sufficient
time to Disadvantaged Business Enterprises (DBE) firms to properly provide bids on the project.
Furthermore, the City of Azusa must assure that the firms awarded the work have followed all ARRA
requirements to be certain that the city would be fully reimbursed for the work. The City of Azusa has
communicated with Caltrans that the low bidder, Lee and Stires did not provide sufficient time for the
DBE firms. Therefore, the next low bidder has been selected for the project. Staff has confirmed that
Sully Miller of Brea, CA has sufficiently satisfied the requirements of the DBE.
FISCAL IMPACT:
The project cost for Citrus Avenue reconstruction is $722,728.00 which is based on the bid amount and
a 10 % allowance for potential change orders. The project is listed in the approved FY 2009-2010
Capital Improvements Plan as #66110A. The improvements on Citrus Avenue will be funded with
ARRA #ESPL-5112(012) and Proposition 1B funds.
U •' .t • I
Det 8' 4
1'4</ RCE\4
FO
CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: TITO HAES, ASSISTANT CITY MANAGER/PUBLIC WORKS DIRECTOR
VIA: F.M. DELACH, CITY MANAGER4/
DATE: JUNE 7, 2010
SUBJECT: CIP PROJECT #66110B; AWARD OF CONTRACT,FOOTHILL BOULEVARD
RECONSTRUCTION PROJECT.
RECOMMENDATION
It is recommended that the City Council authorize staff to award CIP Project #66110B Foothill
Boulevard Reconstruction project to Sully Miller, Contracting Company of Brea, CA in the amount of
$640,911.00.
BACKGROUND
CIP #66110B, Foothill Boulevard Reconstruction project from Alosta Avenue to Citrus Avenue, was
originally a part of the Citrus Avenue reconstruction project. However, because of the additional
reporting requirements for the American Recovery and Reinvestment Act (ARRA) funds, the two
projects have been separated. In order to minimize impacts to the community, the projects will be
constructed simultaneously.
On April 5th, 2010, the City Council approved the plans and specifications for the project and publishing
the Notice of Inviting bids. The bid opening was conducted on May 26th, 2010 and 7 bids were
received.
Following are the bid results:
Foothill Boulevard Reconstruction
1 Sully Miller Contracting Co. Brea, CA $582,647.00
2 All American Asphalt Corona, CA $623,000.00
3 Gentry Brothers Irwindale, CA $635,240.00
4 ICE Engineering City of Industry, CA $663,870.00
5 Silvia Construction, Inc. Rancho Cucamonga, CA $666,806.00
6 G. Coast Construction, Inc. Encino, CA $744,500.00
7 Hardy and Harper, Inc. Santa Ana, CA $818,000.00
FISCAL IMPACT:
The project cost for Foothill Boulevard reconstruction is $640,911.00 which is based on the bid amount
and a 10% allowance for potential change orders. The project is listed in the approved FY 2009-2010
Capital Improvements Plan as #66110B. The improvements on Foothill Boulevard will be fully funded
by Proposition 1B funds.
(3, .pFG
::b * *
AZUSA`
CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: TITO HAES, ASSISTANT CITY MANAGER/PUBLIC WORKS DIRECTOR
VIA: F.M. DELACH, CITY MANAGER
DATE: JUNE 7, 2010
SUBJECT: CIP PROJECT #66110A—CITRUS AVENUE RECONSTRUCTION FROM
ALOSTA AVENUE TO THE NORTHERLY CITY BOUNDARY:
AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES
AGREEMENT — PROFESSIONAL CONSTRUCTION MANAGEMENT
SERVICES.
RECOMMENDATION
It is recommended that the City Council authorize staff to enter into a professional services
agreement with SA Associates for a not to exceed fee of $112,000 to provide professional
construction management services for Citrus Avenue from Alosta Avenue to the northerly city
boundary.
BACKGROUND
CIP Project #66110A will reconstruct Citrus Avenue from Alosta Avenue to the City's northerly
boundary with the City of Glendora (Foothill Boulevard, north). Citrus Avenue has deteriorated
over the years due to heavy traffic, utility trenching and poor surface drainage. The project will
reconstruct the street surface, replace traffic loops and reinstall all striping. The project will be
funded with Prop 1B funds and the savings obtained from the Foothill Boulevard Reconstruction
project of approximately $540,000 from the American Reinvestment and Recovery Act funds
(ARRA) or stimulus funds. The Public Works Department is requesting the support services of a
Professional Construction Management Team since the project will be a federally funded project.
The additional services are required to manage the construction, provide the testing, inspection
and to prepare the daily documents required by Caltrans for ARRA funds.
On April 5th, 2010, the City Council authorized staff to solicit proposals for professional
construction management services. On May 27th, 2010, staff received 14 proposals from
qualified firms. The following is the list of firms that submitted:
Bidder City, State Amount
1. Onward Engineering Anaheim, CA $77,950.00
2. GRW & Sons, Incorporated Corona, CA $97,320.00
3. GK & Associates Diamond Bar, CA $99,225.00
4. Vali Cooper and Associates, Inc. Riverside, CA $99,772.00
5. SA Associates Arcadia, CA $112,000.00
6. Savannah Tech La Habra, CA $118.394.00
7. Berg and Associates, Inc. San Pedro, CA $119,689.30
4. Civil Source, Inc. Irvine, CA $127,930.00
5. Birge Inc. Upland, CA $128,737.00
6. Hernandez Kroone and Associates San Bernardino, CA $131,375.00
7. KOA Corporation Gardena, CA $143,052.00
8. AAE Inc. Orange, CA $144,620.00
9. Psomas Inc. Santa Ana, CA $156,238.00
10. MACM Inc. San Bernardino, CA Only a Fee
Schedule
After a thorough evaluation of the bids, Public Works staff recommends award of contract to SA
Associates. SA Associates approach, scope of work, experience and qualifications exceeded
those of the lower bidders. While SA Associates was the fifth lowest submittal, staff felt their
experience and qualifications warranted the additional cost. Given the importance of the
Federal ARRA requirements, staff is confident in the selection.
FISCAL IMPACT
The professional services agreement will be for a not to exceed fee of$112,000. Funds for the
construction management services are available through Prop 1B, Fund 12.
010 •
OF
64.V
AZUSA
CONSENT CALENDAR
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: TITO HAES, PUBLIC WORKS DIRECTOR/ASSISTANT CITY MANAGER
VIA: F.M. DELACH, CITY MANAGER ?N°
DATE: JUNE 7, 2010
SUBJECT: CIP PROJECT #66109E — ROSEDALE TRAFFIC MITIGATION;
AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES
AGREEMENT — TOPOGRAPHIC SURVEY AND MAPPING SERVICES
FOR INTERSECTIONS INCLUDED IN THE ROSEDALE TRAFFIC
MITIGATION
RECOMMENDATION
It is recommended that the City Council authorize staff to enter into a professional services
agreement with CNC Engineering for a not to exceed fee of$16,730.00 to provide topographic
survey and mapping services for intersections requiring street improvements for the preparation
of traffic signal and/or striping modifications included in the Rosedale Traffic Mitigation.
BACKGROUND
The Rosedale Environmental Impact Report identified traffic mitigation improvements at 15
intersections throughout the City. The traffic mitigation measures are required for the City's
traffic infrastructure to handle the additional traffic load created by the Rosedale project. On
September 8th, 2009 the City Council approved the contract with Transportation and Energy
Solutions, Inc. to check for applicability and prepare plans and specifications for the subject
mitigation measures that are deemed acceptable for construction. One of the mitigation measures
called for the installation of a new traffic signal at the intersection of Citrus Avenue and Mauna
Loa Avenue which is under construction. Sufficient design and layout has been completed to
identify key areas that will require civil engineering design, such as, median relocations,
modifications and miscellaneous street improvements. The Engineering Division requires
topographic survey and mapping services to support the Civil Engineering design to prepare
contract documents for the proposed traffic improvements at the following intersections:
• Todd Avenue at the intersection of Foothill Boulevard
• San Gabriel Avenue at the intersection of Foothill Boulevard
• Citrus Avenue at the intersection of Alosta Avenue
• Citrus Avenue at the intersection of Baseline Road.
On March 15, 2010, City Council authorized staff to solicit proposals for these topographic
survey and mapping services. On April 22, 2010, staff received 10 proposals from qualified
firms. The following is the list of firms that submitted:
Bidder City, State Amount
1. CNC Engineering Irvine, CA $15,210.00
2. B&E Engineers Arcadia, CA $15,344.00
3. JMC2 San Pedro, CA $17,250.00
4. Guyett Geomatics, Inc. Corona, CA $18,200.00
5. Rick Engineering Co. Riverside, CA $22,625.00
6. Proactive Engineering Consultants Corona, CA $24,100.00
7. KDM Meridian Lake Forest, CA $25,880.00
8. Huitt-Zollars Ontario, CA $32,500.00
9. Johnson-Frank and Associates Inc. Anaheim, CA $33,400.00
10. Guida Surveying Inc. Irvine, CA $36,000.00
After a thorough evaluation of the bids, Public Works staff recommends award of contract to
CNC Engineering.
FISCAL IMPACT
The professional services agreement will be for a not to exceed fee of $16,730.00, which
includes an additional 10 percent for possible change orders. Funds for the topographic survey
and mapping services are available from Fund 37, CIP #66109E, Rosedale Traffic Mitigation.
„ .
� . I
us
CITY OF AZUSA
MINUTES OF THE REDEVELOPMENT AGENCY
REGULAR MEETING
MONDAY,MAY 17,2010—6:52 P.M.
The Board of Directors of the Redevelopment Agency of the City of Azusa met in regular session at the
above date and time in the Azusa Auditorium,213 E.Foothill Blvd.,Azusa CA.
Chairman Rocha called the meeting to order. Call to Order
ROLL CALL Roll Call
PRESENT: DIRECTORS: GONZALES,CARRILLO,MACIAS,HANKS,ROCHA
ABSENT: DIRECTORS: NONE
ALSO PRESENT: Also Present
General Counsel Carvalho, Executive Director Delach, Assistant Executive Director Makshanoff,
Department Heads,Secretary Mendoza,Deputy Secretary Toscano.
The CONSENT CALENDAR consisting of items F-1 and F-2 was approved by motion of Consent Cal.
Director Gonzales,seconded by Director Carrillo and unanimously carried. Directors Hanks and Macias Approved
abstained from the Minutes of May 3,2010 as they were absent from that meeting.
1. Minutes of the regular meeting of May 3,2010,were approved as written. Directors Hanks and Min appvd
Macias abstained.
2. Resolution authorizing payment of warrants by the Agency was adopted and entitled:
A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE CITY OF AZUSA ALLOWING Res.No. 10-R19
CERTAIN CLAIMS AND DEMANDS TO BE PAID OUT OF REDEVELOPMENT AGENCY FUNDS. Warrants
SPECIAL CALL ITEMS Spec Call Items
None. None
It was consensus of the Redevelopment Agency Board Members to adjourn. Adjourn
TIME OF ADJOURNMENT: 6:53 P.M.
SECRETARY
NEXT RESOLUTION NO. 10-R20.
* e *4 Atari
usA
AGENCY CONSENT ITEM
TO: HONORABLE CHAIRPERSON AND AGENCY MEMBERS
FROM: MARCENE HAMILTON, REDEVELOPMENT AGE CY TREAS R,
DATE: JUNE 7, 2010
SUBJECT: REDEVELOPMENT AGENCY OF THE CITY OF AZUSA TREASURER'S
STATEMENT OF CASH BALANCES FOR THE MONTH OF APRIL 2010
RECOMMENDATION
It is recommended that the Agency Members receive and file the Agency Treasurer's Statement of
Cash Balances for the Redevelopment Agency of the City of Azusa for the month of April 2010.
BACKGROUND
Transmitted herewith is the Agency Treasurer's Statement of Cash Balances for the Redevelopment
Agency of the City of Azusa("Agency")for the month of April 2010. Agency investments are made
in accordance with the Redevelopment Agency Investment Policy approved and adopted with
Resolution No. 09-R53 dated October 5, 2009, and Government Code Section 53601. Investment
activity is summarized in the "Treasury Book Balances-Cash and Investments" schedule, attached
herewith and an integral part of this report.
Agency cash and investment balances increased by $1,161,016.00. Cash received totaled
$2,161,055.01, and disbursements of$5,458,953.13 were made.
The Agency is the issuer of several Merged Project Tax Allocation Bonds. Of the total cash and
investments of$7,166,219.01, Wells Fargo Bank,the fiscal agent,held$4,124,223.04 on behalf of
the Agency. These funds are restricted for payment of debt service on the bonds and special bond-
funded projects. The remaining $3,041,995.97 was available for Agency operating, debt service,
restricted expenses, and outstanding liabilities.
FISCAL IMPACT
The balance of cash and investments and projected revenues for the next six months is expected to
be sufficient to meet cash disbursement requirements for at least the next six months.
MH EG
•
CITY OF AZUSA
REDEVELOPMENT AGENCY
t TREASURY BOOK BALANCES-CASH AND INVESTMENTS
APRIL 2010
Maximum
Deposits Cost Interest Mkt
Bank Accounts Allowed Amount Pledged Securities Maturity Rate Value`
CASH AND INVESTMENTS HELD BY AGENCY TREASURER
Wells Fargo Bank
Government Checking No limit $453,551.33 FDIC up to$100,000.00 Ongoing 0.000% $453,551.33
>$100,000 collaterized by 110%in govn't securities
Local Agency Investment Fund(LAIF) $20,000,000.00 2,588,444.64 Backed by faith&credit of the State of California Ongoing 0.588% 2,591,507.01
SUBTOTAL CASH AND INVESTMENTS
HELD BY AGENCY TREASURER: $3,041,995.97 $3,045,058.34
Interest Collections: $0.00
CASH AND INVESTMENTS HELD BY FISCAL AGENT
2003 Merged Project Tax Allocation Bonds
2003A Special Fund
AIM Gov't Portfolio No limit 0.40 Investments in direct obligations of the U.S.Treasury Ongoing 0.000% 0.40
2003A Interest Account
AIM Gov't Portfolio No limit 0.00 Investments in direct obligations of the U.S.Treasury Ongoing 0.000% 0.00
2003A Principal Account
AIM Gov't Portfolio No limit 1.97 Investments in direct obligations of the U.S.Treasury Ongoing 0.000% 1.97
2003A Reserve Account
Reliance Certificate of Deposit No limit 1,085,192.59>$100,000 collaterized by 110%in govn't securities 12/04/14 0.010% 1,085,192.59
Reliance Trust Co.Cash Equivalent Mmkt No limit 1,110.07 N/A Ongoing 0.000% 1,110.07
AIM Gov't Portfolio No limit 1,149.76 Investments in direct obligations of the U.S.Treasury Ongoing 0.000% 1,149.76
2003 Merged Project Tax Allocation Bonds Subtotal: $1,087,454.79 $1,087,454.79
Interest Collections: $0.02
2005 Merged Project Tax Allocation Bonds
2005 Special Fund
Wells Fargo Advantage Gov't Mmkt No limit $0.19 N/A Ongoing 0.000% $0.19
2005 Interest Account
Wells Fargo Advantage Govt Mmkt No limit 0.00 N/A Ongoing 0.000% 0.00
2005 Redevelopment Fund
AIM Institutional Prime-Cash Mgmt/MMk No limit 0.00 N/A Ongoing 0.000% 0.00
2005 Reserve Account
Reliance Certificate of Deposit No limit 869,259.17 >$100,000 collaterized by 110%in govn't securities 12/04/14 0.010% 869,259.17
Reliance Trust Co.Cash Equivalent Mmkt No limit 910.98 N/A Ongoing 0.000% 910.98
2005 Merged Project Tax Allocation Bonds Subtotal: $870,170.34 $870,170.34
Interest Collections: $0.99
2007A Merged Project Tax Allocation Bonds
2007A Bond Fund
Wells Fargo Advantage 100%Treasury Mmkt No limit •
$0.87 N/A Ongoing 0.000% $0.87
2007A Interest Account
Wells Fargo Advantage 100%Treasury Mmkt No limit $0.00 N/A Ongoing 0.000% $0.00
2007A Principal Account
Wells Fargo Advantage 100%Treasury Mmkt No limit $0.00 N/A Ongoing 0.000% $0.00
2007A Merged Project Tax Allocation Bonds Subtotal: $0.87 $0.87
Interest Collections: $0.00
2007B Merged Project Tax Allocation Refunding Bonds
2007B Bond Fund
Wells Fargo Advantage 100%Treasury Mmkt No limit $372.89 N/A Ongoing 0.000% $372.89
20078 Interest Account
Wells Fargo Advantage 100%Treasury Mmkt No limit $0.00 N/A Ongoing 0.000% $0.00
2007B Principal Account
Wells Fargo Advantage 100%Treasury Mmkt No limit $0.00 N/A Ongoing 0.000% $0.00
CITY OF AZUSA
REDEVELOPMENT AGENCY
TREASURY BOOK BALANCES-CASH AND INVESTMENTS
APRIL 2010
Maximum
Deposits Cost Interest Mkt
Bank Accounts Allowed Amount Pledged Securities Maturity Rate Value*
2007B Reserve Fund
Reliance Certificate of Deposit No limit 325,042.50>$100,000 collaterized by 110%in govn't securities 12/04/14 0.010% 325,042.50
Reliance Trust Co.Cash Equivalent Mmkt No limit 0.00 N/A Ongoing 0.000% 0.00
2007B Merged Project Tax Allocation Bonds Subtotal: $325,415.39 $325,415.39
Interest Collections: $0.00
2008A Merged Project Tax Allocation Bonds
2008A Bond Fund
Wells Fargo Advantage 100%Treasury Mmkt No limit $17,779.86 N/A Ongoing 0.010% $17,779.86
2008A Interest Account
Wells Fargo Advantage 100%Treasury Mmkt No limit $0.00 N/A Ongoing 0.000% $0.00
2008A Reserve Fund
Reliance Trust Co.Savings and Cert.of Deposit No limit $655,240.76 >$100,000 collaterized by 110%in govn't securities 12/19/13 2.650% 655,240.76
Reliance Trust Co.Cash Equivalent Mmkt No limit $0.40 N/A Ongoing 0.000% 0.40
2008A Redevelopment Fund
Wells Fargo Advantage 100%Treasury Mmkt No limit $0.00 N/A Ongoing 0.010% $0.00
2008A Merged Project Tax Allocation Bonds Subtotal: $673,021.02 $673,021.02
Interest Collections: $31.33
2008B Merged Project Tax Allocation Housing Bonds
2008B Bond Fund
Wells Fargo Advantage Government Mmkt No limit $44,677.49 N/A Ongoing 0.010% $44,677.49
2008B Interest Account
Wells Fargo Advantage Government Mmkt No limit $0.00 N/A Ongoing 0.000% $0.00
2008B Reserve Fund
Reliance Trust Co.Savings and Cert.of Deposit No limit $1,123,482.50 >$100,000 collaterized by 110%in govn't securities 11/21/13 4.000% 1,123,482.50
Reliance Trust Co.Cash Equivalent Mmkt No limit $0.64 N/A Ongoing 0.000% 0.64
20088 Low&Moderate Income Housing Fund
Reliance Trust Co.Cash Equivalent Mmkt No limit 0.00>$100,000 collaterized by 110%in govn't securities Ongoing 0.000% 0.00
Wells Fargo Advantage Government Mmkt No limit $0.00 N/A Ongoing 0.000% 0.00
2008B Merged Project Tax Allocation Bonds Subtotal: $1,168,160.63 $1,168,160.63
Interest Collections: $6.67
SUBTOTAL CASH AND INVESTMENTS
HELD BY FISCAL AGENT: $4,124,223.04 $4,124,223.04
Total-Azusa Redevelopment Agency
Cash and Investments: $7,166,219.01 $7,169,281.38
Total Interest Collections: $39.01
Source of Market Value Information:
Wells Fargo Corporate Trust,Trustee
Local Agency Investment Fund(LAIF)
Wells Fargo Institutional Securities
Tax Allocation Bond Data is based on Trustee-generated Statements;bond funds listed
herein are restricted for payment of debt service and eligible projects and governed by
strict regulations described in the Trust Indentures.
'Market Value is the current price at which a security can be traded or
sold.
WARRANT REGISTER NO.20
"c"FISCAL YEAR 2009-10
WARRANTS DATED 05/01/10 THROUGH 05/15/10 t
FOR REDEVELOPMENT AGENCY MEETING OF 06-07-10 /
RESOLUTION NO.
A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE
CITY OF AZUSA ALLOWING CERTAIN CLAIMS AND DEMANDS
TO BE PAID OUT OF REDEVELOPMENT AGENCY FUNDS
THE REDEVELOPMENT AGENCY OF THE CITY OF AZUSA DOES RESOLVE AS
FOLLOWS:
SECTION 1. That the following claims and demands have been audited as required by law and that
the same are hereby allowed in the amounts and ordered paid out of the Redevelopment Agency Funds as
hereinafter set forth:
80-110-REDEVELOPMENT ADMINISTRATION FUND $ 3,341.40
80-125-CBD CAPITAL PROJECTS FUND 6,199.78
80-135-WED CAPITAL PROJECTS FUND
80-185-RANCH CAPITAL PROJECTS FUND
80-165-624-2008A TAX ALLOCATION BONDS
81-155-TAX INCREMENT SET-ASIDE FUND 4,957.94
81-165-LM MRG TABO8B HS
82-125-CBD DEBT SERVICE FUND 2,450,602.00
82-135-WED DEBT SERVICE FUND
82-165-MERGED PROJECT TAX ALLOCATION BONDS
82-185-RANCH CENTER DEBT SERVICE FUND 41,256.00
TOTAL ALL FUNDS: $ 2,506,357.12
SECTION 2. That the Secretary shall certify to the adoption of this resolution and shall deliver a
certified copy thereof to the Agency Treasurer and shall retain a certified copy thereof in his own records.
ADOPTED AND APPROVED THIS DAY OF 2010.
Chairman
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Redevelopment Agency of the
City of Azusa at a regular meeting thereof,held on the day of 2010.
AYES: AGENCY MEMBERS:
NOES: AGENCY MEMBERS:
ABSTAIN: AGENCY MEMBERS:
ABSENT: AGENCY MEMBERS:
Secretary
City of Azusa HP 9000 06/03/10 O P E:1131, H O L D D B L I S T I N G
JUJ 03, 2010, 2:00 PK --- BY til. N PN
1
: �' legJL -loc: BID
H---job: 746650 #J7266 --pn 00 <1.34> rpt id: C�3LTR02
SELECT FUD Cbdes: 80-82 ; Check Issue Utes: 050110-051510
PE ID PE Nacre P r1Nr NUER / JCB MEER Invoice Nirber Descri pticn St Disc. krt. Dist. Arrt.
V01305 AZEP CITY 1r1) C 8000000000-3035 2610/1001009 PY#9/10 Pb
0.00 285.00
PEID U1aid: 0.00
Paid: 285.00
Ibtal: 285.00
V10604 AZUSA MlliE MN 8000000000-3020 2618/1001009 PY#9/10 PD 0.00 35.00
PEID thrid: 0.00
35.
PIbtal: 35.00
V10487 BP1vEINJ'S 8010125000-7035/650205-7035 00015667 FF& LN//627N AZXJ RV 0.00 6,199.78
V10487 B? 'BINJ'S 8010125000-2901 00015667 FF&E IN 627N AZU RV 0.00 -6,199.78
V10487 BA1v1BINJ'S 8010125000-1810 00015667 FF&E LIQ/627NA7IU RV 0.00 6,199.78
V10487 BAMBINO'S V10487 BAMBINO'S 8010125000-7035/650205-7035 00015667 FF&E IN/627N AZU PD 0.00 6,199.78
8010125000-2901 00015667 FA N67N AZU PD 0.00 -6,199.78 BAMBINO'S 8010125000-1810 00015667
0.00 6,199.78
PEIDd: 0.00
Paid: 6,199.78
Ibtal : 6,199.78
Reversed: 6,199.78
V06783 CTITSIREET 8000000000-3010 2315/1001009 PY 9/10 PD 0.00 124.71
V06783 CMS-MEET 8000000000-3010 1310/1001009 PY 9/10 PD 0.00 266.57
V06783 C1't1SIR?r 8000000000-3010 2310/1001009 PY 9/10 PD 0.00 720.92
P® U�a.id: 0.00
PPaaiid: 1,112.20
Ibtal: 1,112.20
V12504 CRUZ, Q J7ABJ 8110155000-7105/505320-7105 031010 AQUISTIN 6412LPN PD 0.00 821.00
PEID Lh: d: 0.00
Paiid: 821.00
Ibtal: 821.00
V12359 INLAND MURAL-MD 8110155000-2745 1010RET (but/acts Pbl/Cb FD 0.00 4,136.94
t .d: 0.00
Paid: 4,136.94
City of Azusa HP 9000 06/03/.10 OPEN HOLD DB LISTING Page
°f 03, 2010, 2:00 FM --rnq: RUBY leg: GL JL- -loc. BI-TB2H---job: 746650 #J7266=-pgnP Entity
rpL id: CHFLTRO2
SELECT FLED Cbdes: 80-82 ; Check Issue Lytes: 050110-051510
PE ID PE NNrre POTENT UMBER / JCB UMBER Invoice Nutter Description St Disc. Amt. Dist. krt.
'Ibta1 : 4,136.94
V03126 L1NODLN 1ATIONAL, 8000000000-3010 2325/1001009 PY 9/10 PD 0.00 50.00
V03126 LIF N NATICAL 8000000000-3010 1320/1001009 PYff9/10 ED 0.00 45.00
PE1D d: 95.000
Ibtal: 95.00
V01390 LCE Ate, CCU 8210125000-7040 050610 FY2009-10 SERAF ED 0.00 1502,882.00
V01390 LOS ANECES, CCU 8220185000-7040 050610 FY2009-10 SERAF PD 0.00 41,256.00
V01390 LCS Ate, CCU 8210125000-7040 050610 FY2009-10 SERAF PD 0.00 947,720.00
:
F'EID ted: 0.00
Paid2491,858.00
lbtal: 2491,858.00
V10322 M & T B1NK 8000000000-3010 MT-5/12/10 t frd Cbrp Ebl/P PD 0.00 489.77
V10322 M & T BANK 8000000000-3010 MT-5/12/10 Ifrd (tap Fb1/P ED 0.00 673.00
PEID th ud: 0.00
Laid: 1,162.77
Ibtal: 1,162.77
V02371 SPRINT 8010110000-6915 864888819028 864888819028/ PD 0.00 10.00
V02371 SPRINT 8010110000-6915 864888819027 864888819027/AIR ED 0.00 10.00
PEID Paid: 0.00
20.00
Ibtal: 20.00
V10053 SIAM ARD 1NSURAN 8000000000-3044 1221/1001009 PY#9/10 ED 0.00 132.59
PEID Lkpaid: 0.00
Paid: 132.59
Ibtal: 132.59
V06107 U.S. RANK ODRP P 8010110000-6235 FIN -4/26/10 Meetings & Ctrife PD 0.00 425.00
PED L id: 0.00
PPaaiid: 425.00
7btal: 425.00
CMIT,i r of Azusa pP 9000 06/03/10 OPEN HOLD DB L I S T I N G
ON03, 2010, 2:00 FM ---req: RLIDY leg: GL ,7U--1cc: BI-7132H---jab: 746650 #J7266-pu: 00t<1.344> rpt id: CHFIJ1R0Narre Page 2
SELECT FUID Cies: 80-82 ; Check Issue Dates: 050110-051510
PE ID PE Nacre AGrCNr IINEER / JCS MITER Invoice Natter
ipticn St Disc. Alco. Dist. Amt.
V00876 InIAMINGral MJIUZ 8000000000-3010 2335/1001009 PY$#9/10 PD
V00876 WASE-D [� M1Iuk 8000000000-3010 1330/1001009 PY##9/10 FD
V00876 YASf llN MJILIN 8000000000-3010 2330/1001009 Py####9/1p ED 0.00 14.27
0.00 4,2'7
PEID Paid: 0:00
73.84
Ibtal: 73.84
GRAND TOTAL
d: 0.00
d: 2506,357.12
'Ibtal: 2506,357.12
Reversed: 6,199.78