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09-16-2014 Agenda PacketAmended September 11, 2014 CITY COUNCIL REGULAR MEETING AGENDA September 16, 2014-7:00 P.M. City Council Chambers 13325 Civic Center Drive, Poway, CA 92064 THE CITY COUNCIL ALSO SITS AS THE CITY OF POWAY PLANNING COMMISSION, POWAY HOUSING AUTHORITY, PUBLIC FINANCING AUTHORITY AND SUCCESSOR AGENCY TO THE POWAY REDEVELOPMENT AGENCY CALL TO ORDER ROLL CALL Cunningham , Vaus, Mullin , Grosch , Higginson PLEDGE OF ALLEGIANCE Deputy Mayor Grosch PRESENTATIONS Poway Center for the Perform ing Arts Foundation (POW!). Presentation of the Three Feet for Bicycle Safety Campaign . Presentation of the new Poway.org C ity website . PUBLIC ORAL COMMUNICATIONS Persons speaking d uring Public Oral Commu nications may address the Co uncil on any subject matter within the Council 's jurisd iction that is not listed as an item on the agenda . State law generally prohibits the Council from taking action on any issue not included on the agenda. Your concerns will be referred to staff. Comments are limited to three (3) minutes. NOTE: The agenda is posted and provided 11 days prior to the City Council meeting. By State law, items can be added up to 72 hours prior to the meeting. Items with a "#"symbol are in preparation. If items are added after original agenda is posted, new items will be listed on an Amended Agenda posted the Friday prior to the meeting. For your convenience, a complete Agenda Packet is available for public r eview at City Hall and on the City's website at www.poway.org. Page 1 City of Poway-City Council Agenda-September 16, 2014 1. CONSENT CALENDAR (Approved By Roll Call Vote) The Consent Calendar may be enacted in one motion by the Council without discussion unless a Councilmember, a member of the public, or City staff requests that an item be removed for discussion. 1.1 Approval of Reading by Title only and Waiver of Reading in full of Ordinances on Agenda. 1.2 Ratification/Approval of Warrant Registers for the periods of August 4 through August 8, 2014 and August 11 through August 15, 2014. 1.3 Approval of the August 19, 2014, Regular City Council Minutes. 1.4 Award of Contract to Dudek, for Environmental and Biological Fieldwork for Storm Water Maintenance Programs; RFP No. 15-002. 1.5 Approval of a Resolution entitled "A Resolution of the City Council of the City of Poway, California, Rescinding Resolution No. 96-120, Removing a Bus Loading Zone along the South Side of Cynthia Lane East of Midland Road." 1.6 Acceptance of the Directional Sign Replacement on Scripps Poway Parkway from AToM Engineering Construction, Inc, as complete; Authorize the City Clerk to file and record the Notice of Completion; Authorize the release of the retention in the amount of $519.90, 45 days after City Council acceptance; Release the Bond for Material and Labor in the amount of $10,398.00 and retain the Bond for Faithful Performance for a period of one year, RFB No. 14-012. 1. 7 Authorization to Purchase Three Truck Cab/Chassis and Two Safety Services Replacement Vehicles through the State of California's CMAS Purchase Program, and Authorization to use Informal Competitive Bidding for Construction/Installation of Truck Bodies. 1.8 Approval of Agreement between the City of Poway and Cartegraph Systems, Inc. for software licensing and maintenance. 1.9 Approval of a Resolution entitled "A Resolution of the City Council of the City of Poway, California, Repealing Resolution No. P-13-21 to Set Aside the Approval of a Mitigated Negative Declaration and Tentative Tract Map (TTM) 12-002" Pursuant to the Peremptory Writ of Mandate by the San Diego County Superior Court. 2. ORDINANCE (Ordinance(s) that do not require a Public Hearing) 2.1 None. Page 2 City of Poway -City Council Agenda -September 16, 2014 3. PUBLIC HEARING 3.1 None. 4. STAFF REPORT 4.1 Approval of Agreement for Auditing Services. City Manager's Recommendation: Approve a Standard Agreement for Contract Services with Rogers, Anderson, Malody & Scott, LLP; and authorize the City Manager to execute the agreement. 4.2 Approval of Consultant Agreement with MIG, Inc. for the Poway Road Corridor Study (CIP #12009A). City Manager's Recommendation: Approve the Standard Agreement for Consultant Services with MIG, Inc. and authorize the City Manager to execute the agreement. 4.3 Update on the 2015 Special Olympics World Games Host Town. City Manager's Recommendation: Approve the request to be a Host Town for the 2015 Special Olympics World Games. 5. WORKSHOP 5.1 Workshop for Proposed Half Marathon; Beyond Events, Proponent. City Manager's Recommendation: Provide input regarding the proposal and direct staff to work with the proponent on an administrative level Temporary Use Permit (TUP). 6. CITY MANAGER ITEMS 7. CITY ATTORNEY ITEMS 8. MAYOR AND CITY COUNCIL-INITIATED ITEMS JIM CUNNINGHAM 8.1 Metropolitan Transit Systems (MTS) Board Update (verbal report). STEVE VAUS 8.2 Water Saving Tips. JOHN MULLIN DAVE GROSCH DON HIGGINSON ADJOURNMENT Page 3 City of Poway-City Council Agenda-September 16, 2014 The Poway City Council welcomes you and encourages your continued interest and involvement in the City's decision-making process. The City of Poway complies with the Americans with Disabilities Act. Upon request this agenda will be made available in appropriate alternative formats to persons with disabilities as required by section 202 of the American with Disabilities Act of 1990. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk's Office at 858-668-4530 at least State of California County of San Diego 24 hours before the meeting, if possible. ) ) ss. ) AFF/DA VIT OF POSTING I, Sheila R. Cobian, City Clerk of the City of Poway, hereby declare under penalty of perjury that this notice of a Regular Meeting as called by the City Council of the City of Poway was posted and provided on September 11, 2014, at 2:45p.m. Said meeting to be held at 7:00p.m., September 16, 2014, in the Poway City Council Chambers, 13325 Civic Center Drive, Poway, California. Said notice was posted on the Bulletin Board at the entrance to City Hall . . ~ OQ'ti?.ilifxotA. SheHa . obian, CMC, City Clerk Page4 -------~ ·~~~~- Item 1.1· Approval of Reading by Title Only and Waiver of Reading in Full of Ordinances on Agenda. 1 of20 APPROVED 0 APPROVED AS AMENDED 0 City of Poway COUNCIL AGENDA REPORT (SEE MINUTES) DENIED 0 REMOVED 0 CONTINUED ____ _ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUTION NO. ___ _ September 16, ~014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager !J'MW Scott Edwards, Director of Administrative Service~ Andrew White, Finance Manager Qlj,( Ratification of Warrant Registers for the Periods of August 4 through August 8, 2014 and August 11 through August 15, 2014 The attached warrant register reports for the periods of August 4 through August 8, 2014 and August 11 through August 15, 2014, are submitted to the City Council for ratification/a pprova I. Recommended Action: It is recommended that the City Council ratify/approve the warrant registers for the periods of August 4 through August 8, 2014 and August 11 through August 15, 2014. Background: Weekly registers of audited demands are periodically submitted to the City Council by the Director of Administrative Services for ratification/approval. Findings: Date August 4 through August 8 Amount $1,697,405.00 Warrants for amounts in excess of $100,000 for this period include: Warrant Fiscal Year 2014-15 Annual Street Overlay Project Fiscal Year 2014-15 Annual Street Slurry Seal Project Sewer Line Replace & Reline Project Payroll for 8-8-14 Check Number 00227344· 00227386 00227396 00903146 Amount $ 211,060.24 $ 492,610.94 $ 194,636.95 $ 470,234.65 September 16, 2014 Item# 1.2 2 of20 Warrant Report September 16, 2014 Page 2 Date August 11 through August 15 Amount $4,855,765.32 Warrants for amounts in excess of $100,000 for this period include: Warrant Payroll 8-8-14, Retirement Community Facilities District #88-1 Debt Service Payment Freddie Mac Investment Fiscal Impact: Check Number 00903154 00903155 00903156 Amount $ 147,836.80 $3,268,648.96. $1,000,448.61 The total amount of warrants for the period of August 4 through August 8, 2014, is $1 ,697,405.00. The total amount of warrants for the period of August 11 through August 15, 2014, is $4,855, 765.32. Environmental Review: This item is not subject to CEQA review. Public Notification: None Attachments: Warrant Register for the period of August 4 through August 8, 2014 Warrant Register for the period of August 11 through August 15, 2014 Septembe·r 16, 2014 Item# 1.2 w The City of Poway Director of Administrative Services Submits the Following Register of Run Date: 07-Aug-14 0 Demands for the period 81412014-81812014 and Recommends its Ratification/Approval: Page: 1 o/9 -N 0 Check Number Date Payee/Vendor Invoice Comment Fund Org_n Acct Prog_ CheckAmt 00227298 08-Aug-14 @00005977 3-D Stage Lighting, Inc. 7260 Black tie-line 100 0204 4760 400 344.95 00227299 @00005371 AO Reed &Co 79208 Library: HVAC Maintenance Services 100 0206 4302 400 1,078.67 79209 PCPA: HVAC Maintenance Services 100 0204 4302 400 2,674.67 79210 City Facilities: HVAC Maintenance Services 100 0419 4302 300 5,477.67 Total for Check 00227299 9,231.01 00227300 08-Aug-14 @00004762 Abcana Industries 948176 Chemicals for Pool 100 0203 4502 400 351.18 948447 Chemicals for Pool 100 0203 4502 400 364.95 Total for Check 00227300 716.13 00227301 08-Aug-14 @00010315 Abrakadoodle 6182.122-23.14 Instructor Payment Summer 2014 100 0208 4118 400 2,940.60 00227302 @00011084 Advanced Charger Technology 031158 Battery charger/batteries 100 0501 4318 200 151.00 031158 Battery charger/batteries 100 0501 4318 200 11.12 031158 Battery charger/batteries 100 8644 -11.12 Total for Check 00227302 151.00 00227303 08-Aug-14 @00010000 Aflac 810198 July 2014 Premiums 100 8619 1,251.30 00227304 @00002106 Airgas USA, LLC 9029992049 Chemicals for Pool 100 0203 4502 400 292.13 00227305 @00000111 American Public Works Association 690531-FY15 Membership Renewal -Steve Crosby 100 0305 4924 100 199.00 00227306 @00004833 Aquatic Design Systems, Inc 27878 Poway Library Monthly Aquarium Maintenance 100 0206 4304 400 248.46 00227307 @00005241 Aramark Uniform Services Inc 588-6618233 Towels and mats for Sta 2 100 0501 4928 200 7.40 588-6618244 Weekly Dock Uniforms 100 0202 4928 400 7.10 588-6691920 Towels and mats for Sta 3 100 0501 4928 200 21.40 588-6700848 Towels and mats for Sta 2 100 0501 4928 200 7.40 en 588-6759688 Towels and mats for Sta 2 100 0501 4928 200 7.40 CD 1J 588-6759689 Towels and mats for Sta 1 100 0501 4928 200 7.40 -CD 588-6759691 Towels and mats for Sta 3 100 0501 4928 200 21.40 3 C" 588-6764413 Weekly Dock Uniforms Laundry 100 0202 4928 400 8.40 CD .... Total for Ctieck 00227307 87.90 ..a. .mo227308 08-Aug-14 @00004964 ARC-San Diego 33911 Grounds MainULandscaping July 2014 231 0412 4120 300 2,625.00 ~227309 -----Arias Chamu, Benancia 2008679.001 Deposit Refund Aud Permit #13942 100 0208 7471 400 270.00 J1o227310 @00000806 Assessor/Recorder/Clerk CUP 14-001 Poway Farmers Market NOD filing fee 100 0301 5730 100 50.00 .JJI)227311 @00010111 AT&T 5598506 8583850256713 6/24/14-7/23/14 100 0418 2200 300 16.36 CD 5598507 C602221879777 Group Bill 100 0418 2200 300 49.39 3 5598507 C602221879777 Group Bill 510 0402 3310 300 35.87 =1:1:: 5598507 C602221879777 Group Bill 100 0202 3310 400 31.54 ..a. N 5598507 C602221879777 Group Bill 100 0201 3310 400 62.33 5598507 C602221879777 Group Bill 100 0106 3310 100 1,331.03 ~ Register of Demands Page 2 of 9 0 Warrants From 81412014-81812014 -Check N 9vumber Date Paj_ee/Vendor Invoice Comment Fund OrG_n Acct ProG_ CheckAmt 00227311 08-Aug-14 @00010111 AT&T 5598507 C602221879777 Group Bill 100 0501 3310 200 31.29 5598507 C602221879777 Group Bill 271 0429 2200 300 16.36 5598507 C602221879777 Group Bill 100 0106 2200 100 1,663.53 5598507 C602221879777 Group Bill 510 0410 3310 300 92.91 5598507 C602221879777 Group Bill 100 0205 2200 400 90.76 5598507 C602221879777 Group Bill 510 0404 3310 300 16.73 5598507 C602221879777 Group Bill 100 0204 3310 400 139.55 5598507 C602221879777 Group Bill 275 0470 2310 300 16.67 5598513 858-679-0942 Alarm Lines 100 0106 3310 100 46.43 5598514 858-679-2045 General Services 100 0106 3310 100 14.90 5598515 858-679-2182 General Services 100 0106 3310 100 14.90 5598516 Comm Park Fax Line (858-679-2710) July 2014 100 0208 3310 400 46.63 5598518 858-679-3008 100 0106 3310 100 14.90 5598520 858-679-4689 WTP fire sprinkler alarm lines 510 0402 3310 300 60.05 5598522 Meadowbrook Alarm (858) 679-4957 100 0201 3310 400 46.43 5598563 Kumayaay Fax line (858) 679-0268 100 0207 3310 400 116.30 5598777 858-679-0734 100 0106 3310 100 76.18 5599610 C602224013777 6/24/14-7/23/14 100 0418 2200 300 16.67 5599682 858-679-0969 Lake Alarm Line-7/14 100 0202 3310 400 16.67 5600235 Data Line to Lake Poway 100 0106 2200 100 1,800.03 5600494 8584863699984 6/14/14-7/23/14 100 0418 2200 300 16.67 Total for Check 00227311 5,881.08 00227312 08-Aug-14 @00000229 Bainbridge, Susan 6182.102-09.14 Instructor Payment Summer 2014 100 0208 4118 400 3,096.00 00227313 @00000287 Bendixen, Suzanne 6/30/14 Payment for June Fanners Market 100 0205 4120 400 4,798.35 00227314 @00010793 Bertino, Jeff AUG 14,2014 Volunteer Appreciation Picnic Entertainment 100 0200 4904 400 500.00 ~227315 @00005327 Body Beautiful Car Wash of Poway, Inc 85-614 Car Washing -Inspection Vehicles 100 0306 3130 100 18.98 1!,0227316 @00004317 Boot World Inc 1112371-IN Harbrueger -safety shoes 100 0418 4928 300 170.00 0227317 @00003870 Bound Tree Medical, LLC 81492084 EMS supplies 100 0503 4740 200 633.60 C" 81493279 EMS supplies 100 0503 4740 200 168.00 C1) Total for Check 00227317 801.60 .., ...... ~227318 08-Aug-14 @00006901 California Commercial Asphalt, LLC 141637 Sheet Asphalt Type F 211 0411 4520 300 180.67 N 141680 Water Dist: cold mix for water repair work/stock 510 0404 4760 300 714.61 0 ...... Total for Check 00227318 895.28 ~ f!227319 08-Aug-14 @00007403 Capital One Commercial 100110239 Concession Supplies-PCPA 100 0204 4799 400 178.76 :!0227320 -----Chen,Hao 2008705.001 CX Class Soccer Camp #2443.115 100 0208 7625 400 189.00 =110227321 @00004515 Chillinsky, Michael 070114-073114 Contract plan checks/inspections for July 2014 100 0502 4112A 200 13,828.10 :'do227322 @00005793 Christophiades, Arthur 3013.100-110.14 Instructor Payment Summer 2014 100 0208 4118 400 3,633.00 "80227323 @00010801 Chrome Collision Inc. 310068 Unit #907: body work/paint 611 0413 4312 300 996.51 U'l Register of Demands Page 3 of 9 0 Warrants From 8/4!2014-81812014 ..... Check N ~umber Date PaJ:.ee!Vendor Invoice Comment Fund Orfl.n Acct Profl. CheckAmt 00227324 08-Aug-14 @00010697 Clean Fleets. net LLC 81279 Compliance/regulatory audit 611 0413 4120 300 2,199.96 00227325 @00006214 Commercial Transportation Services 1308 WW Collect: Class A training/air brake review 520 0405 4908 300 2,075.84 00227326 @00002830 Costco Wholesale 077507026231 Movies in Park Teen Fundraiser Concession Su 716 7661 4760 400 143.85 00227327 @00000798 County of San Diego 12532 Electronic Maps 7/1/13-6/30/14 100 0305 5730 100 59.84 00227328 @00000813 Cox Communications 067845201-7/14 Cable TV-Public Works Ops Center 7/24-8/23/1 100 0106 2200 100 67.25 00227329 062624301-7/14 Cable TV-Public Works Treatment Plant 7/24-8/100 0106 2200 100 67.25 00227330 @00006397 Cube-Aire 48269 Hoshizaki KML-250MAH Ice Machine 100 0418 6199 300 3,732.24 00227331 @00000301 D & D Services Inc. 52795 Dead Animal Disposal -July 100 0301 4120 100 1,850.00 00227332 @00004524 D-Max Engineering Inc 2695 Material handling yard industrial permit services 100 0308 4120 100 3,122.52 00227333 @00010824 Dance to EvOLvE 6182.146-47.14 Instructor Payment Summer 2014 100 0208 4118 400 2,277.00 00227334 @00010127 Dave's Sport Sales & Screen printing 13405 Lake Poway Day Camp Shirts 100 0202 4760 400 972.00 00227335 @00010464 Donnoe & Associates Inc. 5098 Administrative Assistant II/III Test Materials 100 0101 4934 100 610.50 00227336 @00010288 DoubleRadius Inc. 552192 SCADA communication radio parts for pump sta100 8644 -70.06 552192 SCADA communication radio parts for pump sta510 0402 4760 300 922.04 552192 SCADA communication radio parts for pump sta51 0 0402 4760 300 70.06 Total for Check 00227336 922.04 00227337 08-Aug-14 @00001070 Dudek & Associates Inc 20142538 Design services: Oak Knoll Sewer Siphon Struc 1829A 1000P 1714G 600 2,622.50 20143280 Design services: Oak Knoll Sewer Siphon Struc 1829A 1000P 1714G 600 380.00 Total for Check 00227337 3,002.50 00227338 08-Aug-14 @00010620 Dunn Edwards Paints 2072086549 Water Dist: Vin-L-Stripe white paint 510 0404 4760 300 34.54 00227339 @00003645 EMSAR Inc. Sl-41787 Gurney maintenance 100 0503 4308 200 1,055.00 00227340 @00006933 Fastenal Company CAPOW31384 Caution Tape 100 8189 45.38 CAPOW31419 Caution Tape, Haws kit strainer 100 8189 554.60 Total for Check 00227340 599.98 ~0227341 08-Aug-14 @00001144 Ferguson Waterworks 0479376-1 Water PIS's: 3/4" male bug screen mesh 510 0402 4760 300 116.64 c 0480626 Stock: 3/4" male bug screen mesh 510 0402 4760 300 583.20 -CD 3 Total for Check 00227341 699.84 C" ~0227342 08-Aug-14 @00000915 Fire Etc. 64213 Personal protective boots & belts 100 0501 4760 200 907.92 -e<J227343 @00010652 Garda CL West Inc. 10005348 Armored Car Service-July 2014 100 0106 4120 100 462.00 -oo227344 @00011127 George W. Weir Asphalt Construction, Inc. P1500030-1 FY14-15 Street Overlay Project 211 0411 43208 300 211,060.24 ~227345 @00001207 Grainger Inc 9482256477 Quartz Metal Halide Lamp 611 0413 4799 300 45.20 ,. 9502455703 WTP wet lab: dimmer lighting control 510 0402 4760 300 94.65 ::; Total for Check 00227345 139.85 CD :io227346 08-Aug-14 @00011020 Guardian EMS Products 5524619 EMS supplies 100 0503 4740 200 862.93 =A: 5524623 EMS supplies 100 0503 4740 200 862.93 ..a. N Total for Check 00227346 1,725.86 en Register of Demands Page 4 of 9 0 Warrants From 814/2014-8!812014 -N Check CJ.rumber Date Payee/Vendor Invoice Comment --·· Fund _!2f'gn Acct Prog 00227347 08-Aug-14 @00001157 Haaker Equipment Company 00227348 08-Aug-14 @00003690 Hawthorne Power Systems 00227349 @00001645 Home Depot Commercial Account 00227350 08-Aug-14 @00001656 Hose Pros, The 00227351 @00001770 HydroScape Products Inc 00227352 @00006811 I Love a Clean San Diego 00227353 @00007019 Imperial Sprinkler Supply, Inc. 00227354 08-Aug-14 @00006821 Jenal Engineering Corp. 00227355 @0001 0792 Johnson, Charles 00227356 00227357 00227358 .,!l,0227359 (¥0227360 ~227361 ;io227362 Sftl227363 =io227364 en N 0 ...a. .,.. ;- 3 =It ...a. N @0001 0945 Junior Builders Academy Inc. @0000531 0 Kimley-Hom and Associates, Inc @00000953 L N Curtis & Sons @00001522 Lighthouse Incorporated, The Loewenberg, Sandra @00005465 Mad Science of San Diego @00002018 Municipal Alarm Tracking @0001 0696 Municipal Emergency Services, Inc. @00001840 Napa Auto Parts/Poway C05159 C05401 C05454 PS100235857 0211439 3224102 3224248 5224058 5224062 9224146 956503 8227773-00 14-35826 2029288-00 2040670-00 14-1513 7/25/14 7617.113.14 5855423 1320859-00 0063425 2008675.001 6573.101-09.14 JULY 2014 00542817 SNV 958175 960648 962868 963444 963446 963498 964330 964470 964540 964541 VVW Collection: VA1321054 decals 520 0405 4760 300 Unit #7A: shoes 611 0413 4799 300 Unit #65: blower switch 611 0413 4799 300 Total for Check 00227347 WTP port gen #757: replace breaker 510 0402 4760 300 Planter Lights-PCPA 100 0204 4304 400 Operating Supplies-PCPA 100 0204 4760 400 Tarzana curb outlet repair 231 0412 4760 300 Operating Supplies-PCPA 100 0204 4760 400 Picnic table hardware 100 0418 4760 300 Outdoor Lighting-PCPA 100 0204 4304 400 Total for Check 00227349 Apparatus repair 100 0501 4308 200 Lake irrigation supplies 100 0418 4770 300 Used Oil Services Outreach FY 13/14 1260L 1000P 4120 600 OPP: pepper tree irrigation 100 0418 4770 300 25 -4" popup body 100 0418 4770 300 Total for Check 00227353 Healy Rotor and Vane replacement kit 611 0413 4120 300 Old Fashioned Family Days Entertainment 100 0205 4120 400 Instructor Payment Summer 2014 100 0208 4118 400 As-Needed Traffic Engineering 100 0307 1714D 100 Personal protective boots 100 0501 4760 200 Unit #57: Microphone 611 0413 4799 300 Class Refund Dog Obedience #9019.1 00 100 0208 7625 400 Instructor Payment Summer 2014 100 0208 4118 400 False Alarm & Permit Fees-July 2014 100 0301 4120 100 Engine equipment 100 0501 4760 200 Core Deposit 611 0413 4799 300 Core Deposit 611 0413 4799 300 Gauge 611 0413 4516 300 Stock: various filters, gas cap, switch 611 0413 4799 300 Unit #595: fuel filter 611 0413 4799 300 Unit #595: hydraulic filter 611 0413 4799 300 Shop air fittings 611 0413 4799 300 Stock: hydraulic & oil filter 611 0413 4799 300 Unit #69: A/C camp clutch 611 0413 4799 300 Switch 611 0413 4799 300 CheckAmt 36.29 348.80 137.03 522.12 749.69 300.50 288.68 34.39 363.03 312.81 61.94 1,361.35 205.68 360.29 500.00 952.20 -226.80 725.40 349.62 100.00 480.00 17,095.14 1,333.21 64.80 80.00 3,447.60 2,094.80 58.28 -16.20 -16.20 29.15 222.35 5.98 33.83 6.44 19.42 14.03 -30.77 ..... Register of Demands Page 5 of 9 0 Wan-ants From 81412014-81812014 .... Check N CJ.vumber Date PaJ:.ee/Vendor Invoice Comment Fund Org_n Acct Prog_ CheckAmt Total for Check 00227364 268.03 00227365 08-Aug-14 @00010905 North County Buick Cadillac GMC 139824 Unit #30: Climate control 611 0413 4799 300 274.32 139902 Unit #76: switch 611 0413 4799 300 45.32 CM133274 Unit #22: Abs module 611 0413 4799 300 -54.00 Total for Check 00227365 265.64 00227366 08-Aug-14 @00004716 North County Rebuilders 85065 Unit #86: Solenoid 611 0413 4799 300 194.40 00227367 @00000775 Office Depot Business Services Division 721001412-001 OPP Office & Craft Supplies 100 0205 4760 400 40.12 721001412-001 OPP Office & Craft Supplies 100 0205 4710 400 61.77 721181975-001 OPP Office & Craft Supplies 100 0205 4710 400 40.07 721181975-001 OPP Office & Craft Supplies 100 0205 4760 400 39.64 721751320-001 Office Supplies, Toner 100 0011 4710 100 963.51 722164447-001 Office Supplies-PCPA 100 0204 4710 400 112.85 724496931-001 Human Resources Supplies 100 0101 4710 100 69.34 Total for Check 00227367 1,327.30 00227368 08-Aug-14 @00002007 Pacific Pipeline Supply 167778 WTP: CL2 tank room breathing air plumbing par510 0402 4760 300 198.22 00227369 @00002099 Parkhouse Tire Inc 3010189557 Units #2 & #71: tires 611 0413 4799 300 2,478.13 3010189738 Unit #925: tires 611 0413 4799 300 1,428.99 Total for Check 00227369 3,907.12 00227370 08-Aug-14 @00002214 Payee Specialties Inc P1500029-1 FY14-15 Citywide Striping Project 211 0411 4330 300 51,252.50 00227371 @00007043 Plumbers Depot ln.c. PD-25150 Unit #65: clamps for suction hose 611 0413 4799 300 100.87 00227372 @00002540 Port Supply 1831098 Boat Seat Cushions 100 0202 4760 400 488.51 1831111 Boat Seat Cushions 100 0202 4760 400 505.21 Total for Check 00227372 993.72 en ~0227373 08-Aug-14 @00000173 Poway Center for the Performing Arts Foundation 07302014 Foundation ticket sales transfer-PCPA 100 8641 2,590.00 ;'o227374 @00002686 Poway Computers & Electronics-Radio Shack Dealer 10257084 Water Dist: Photo Lithium battery 510 0404 4760 300 15.11 :10227375 @00002712 Poway Irrigation Landscape Supply A-79379 OPP: Irrigation repair supplies 100 0418 4770 300 39.85 C" A-79534 City Hall: Irrigation supplies 100 0418 4770 300 14.25 CD .... ..a. Total for Check 00227375 54.10 Q) ~227376 08-Aug-14 @00002719 Poway Midland Railroad Volunteers 7/31/14 Class Tour Scripps Montessori 7/31 100 0205 4120 400 115.50 ~227377 @00002741 Poway Unified School District FY14 QTR4 FINES 70% Share Net PHS Parking Fines: Apr-Jun 20 100 0504 7310 5000 865.03 ~227378 @00002742 Poway Valley Senior Citizens Corporation 597 Phone/Cable reimbursement 7/15/14-8/14/14 100 0106 3310 100 250.00 ;:; 597 CD Phone/Cable reimbursement 7/15/14-8/14/14 100 0106 2200 100 77.93 3 Total for Check 00227378 327.93 ~ .J&.0227379 08-Aug-14 @00002745 Poway Welding & Tool, Inc. 8211 Dock Supplies 100 0202 4760 400 646.36 t<Xl227380 @00006325 Prime Electrical Services 13072 Fleet Bldg: WiFi cabling 611 0413 4120 300 570.00 Q) Register of Demands Page 6 of 9 0 Warrants From 81412014-81812014 ..... Check N ~umber Date PaJ!.ee/Vendor Invoice Comment Fund OrG.n Acct ProG. CheckAmt 00227381 08-Aug-14 @00010232 PrintStar 35133 Mailing Labels 100 8189 958.83 00227382 @00010525 PSC Environmental Services 43600849550 Poway Household Hazardous Waste Services 1697A 1000P 4120 600 9,797.00 43800871608 Poway Household Hazardous Waste Services 1697A 1000P 4120 600 15,908.00 43800878289 Poway Household Hazardous Waste Services 1697A 1000P 4120 600 12,534.00 43800878289A HHW Service June 2014 1260L 1000P 4120 600 2,307.00 Total for· Check 00227382 40,546.00 00227383 08-Aug-14 @00010911 R & B Pinto Properties LLC 057807005942 Family Campout Supplies 100 0202 4760 400 264.37 LKCONCJUL232714 Weekly Concession Payment (7/23-7/27/14) 100 8647 5,508.28 Total for Check 00227383 5,772.65 00227384 08-Aug-14 @00002163 Rayne Water Conditioning 8303-7/3-7/3014 Pool Water Conditioning (7/3-7/30/14) 100 0203 4120 400 138.60 00227385 @00010600 Richards, Jennifer 5417.440-45.14 Instructor Payment Spring 2014 100 0208 4118 400 177.60 00227386 @00006480 Roy Allan Slurry Seal, Inc. P1500028-1 FY14-15 Street Maintenance Project 211 0411 4320C 300 492,610.94 00227387 @00010841 RSCCD/Santa Ana College WELLNESS2014 Wellness program 100 0501 4916 200 3,708.00 00227388 @00002261 San Diego County APCD 20140728-05147 PT0-980790-2014 renewal 611 0413 5730 300 358.00 00227389 @00002312 San Diego Gas & Electric/Sundry 04944440039 714 Acct: 0494 444 003 9 267 0424 2110 300 25.72 04944440039 714 Acct: 0494 444 003 9 264 0422 2110 300 32.49 04944440039 714 Acct: 0494 444 003 9 100 0418 2110 300 7.01 04944440039 714 Acct: 0494 444 003 9 275 0470 2120 300 948.85 04944440039 714 Acct: 0494 444 003 9 265 0423 2110 300 17.50 04944440039 714 Acct: 0494 444 003 9 269 0425 2110 300 320.05 04944440039 714 Acct: 0494 444 003 9 266 0426 2110 300 16.24 04944440039 714 Acct: 0494 444 003 9 268 0428 2110 300 17.25 04944440039 714 Acct: 0494 444 003 9 271 0429 2110 300 8.49 04944440039 714 Acct: 0494 444 003 9 275 0470 2130 300 268.55 tn 04944440039 714 Acct: 0494 444 003 9 263 0421 2110 300 48.50 CD Total for Check 00227389 1,710.65 "C -~0227390 08-Aug-14 -----Sanford, Karina 2008706.001 CX Class Soccer #2443.114 100 0208 7625 400 159.00 i!!227391 @00002621 Sentry Fence Company 5136 Aubrey/Community: Rpr Fire Road Gate 211 0411 4120 300 500.00 "'80227392 @00002814 Sharp Rees-Stealy Medical Center 2741265093 Pre-employment Physical 100 0101 4916 100 94.00 en 2741265238 Pre-placement Physical 100 0101 4916 100 58.00 N 2741265908 Fitness for Duty/O.V. Consultation 100 0101 4916 100 870.00 0 2741265956 Pre-placement Physical 100 0101 4916 100 58.00 ..a. ~ 2741268112 Pre-employment Physical 100 0101 4916 100 94.00 ;:::; Total for Check 00227392 1 '174.00 CD ~ p227393 08-Aug-14 @00010645 Siemens Industry Inc 5620002616 Street Light Re-lamp Project 275 0470 4760 300 23,585.54 ..riD227394 @00002988 Smart& Final 167314 Movies in Park Teen Fundraiser Concessions 716 7661 4760 400 187.55 I'QJ227395 @00003023 South Bay Foundry Incorporated 0144404-IN 131 0 sewer covers 520 8189 868.32 CD Register of Demands Page 7 of 9 0 Warrants From 8/412014-818/2014 -N Check Cftvumber Date Payee/Vendor •· Invoice Comment Fund Orgn Acct Prog 00227395 08-Aug-14 @00003023 South Bay Foundry Incorporated 00227396 08-Aug-14 @00011 078 Southwest Pipeline & Trenchless Corp. 00227397 @00007160 Specialty Electric Supply Co. 00227398 @00005541 Statewide Safety & Signs, Inc 00227399 @00010822 Strapac, Steven 00227400 08-Aug-14 @00003143 Superior Ready Mix 00227401 @00002305 Target Specialty Products 00227402 -----Tascoe, Danielle 00227403 @00006113 Toyotalift Inc. 00227404 00227405 00227406 tn C1) ¥ 3 C" C1) .., ..a. en N 0 ..a. ol:lo s- 3 ~ ..a. N @00004950 Truesdail Laboratories, Inc @00000240 U.S. Bank @00010371 U.S. Bank Corporate Payment System 0144405-IN 1325 Sewer Lid 520 8189 Total for Check 00227395 P1400269-1 FY12/13 Reline/Replace Sewer Pipelines 1829A 1 OOOP 6424 600 7148-524300 Comp Flourescent lights 100 0419 4760 300 55891/1 Transnet signs 211 0411 4320B 300 JULY Mileage Reimbursement 100 0305 3110 100 MAY/JUNE Mileage Reimbursement 100 0308 3110 100 Total for Check 00227399 647536 Concrete: Community & Aubrey 211 0411 4324 300 1682039 Annual Training Updates 100 0418 4120 300 REFUND-POOL8214 Refund-Cancelled Pool Party due to Lightning 100 0203 7472 400 114722287 Unit #508: PM service 611 0413 4312 300 161412-2 Second Contract Amendment 7/1/2013-6/30/20 510 0402 4120 300 3735104 2001 Admin Fee 720 0704 5116 100 01835530-7/14 CSD CaiCard Sarah Becker July 14 716 7667 4760 400 01835530-7/14 CSD CaiCard Sarah Becker July 14 1189A 1000P 4760 600 01835530-7/14 CSD CaiCard Sarah BeckerJuly 14 100 0205 4760 400 01835530-7/14 CSD CaiCard Sarah Becker Julv 14 100 0205 4823 400 02081217 06/14 Calcard June 2014 100 0013 4710 100 0228-5321A-7/14 CaiCard July 2014-Carrie Sanchez 100 0208 4750 400 0228-5321A-7/14 CaiCard Julv 2014-Carrie Sanchez 100 0208 4760 400 0228-5321 B-7/14 CaiCard July 2014-Carrie Sanchez 100 0208 4120 400 17611106 7/14 CSD CaiCard-Annie Ransom June 2014 100 0202 4760 400 17611106 7/14 CSD CaiCard-Annie Ransom June 2014 100 0207 4760 400 17611106 7/14 CSD CaiCard-Annie Ransom June 2014 100 0207 4710 400 17611106 7/14 CSD CaiCard-Annie Ransom June 2014 100 0207 4760 400 17611106 7/14 CSD CaiCard-Annie Ransom June 2014 100 8644 17611106-7/14 CSD CaiCard-Annie Ransom July 2014 100 0202 4760 400 17611106-7/14 CSD CaiCard-Annie Ransom July 2014 100 0207 4710 400 17611106-7/14 CSD CaiCard-Annie Ransom July 2014 100 0207 4760 400 17611106-7/14 CSD CaiCard-Annie Ransom July 2014 100 8644 17611106-7/14 CSD CaiCard-Annie Ransom July 2014 100 0207 4760 400 19239906-7/14 CSD CaiCard Sean Hill July 14 100 0205 4936 400 19239906-7/14 CSD CaiCard Sean Hill Julv 14 100 0205 3140 400 19239906-7/14 CSD CaiCard Sean Hill July 14 100 0205 4760 400 1923-9914-07/14 CaiCard July 2014-Ashley Cain 716 7661 4760 400 40017610991.714 CSD Calcard-Greg Sundberg-7/14 100 0202 4760 400 40017610991.714 CSD Calcard-Greg Sundberg -7/14 100 0202 4760 400 40017610991.714 CSD Calcard-Greg Sundberg-7/14 100 0202 4760 400 CheckAmt 729.01 1,597.33 194,636.95 287.06 490.97 48.72 89.55 138.27 1,240.19 500.00 52.00 111.51 7,402.14 2,640.00 92.90 74.00 238.36 10.00 138.22 21.40 198.82 618.00 5.78 484.03 68.03 24.81 -24.81 228.10 115.01 0.72 -0.72 12.99 555.12 51.37 356.21 12.61 29.60 116.48 89.23 ..a. Register of Demands Page 8 of 9 0 Warrants From 81412014-81812014 0 Check -~umber Date PaJ:_ee/Vendor Invoice Comment Fund OrG.n Acct ProG. CheckAmt 00227406 08-Aug-14 @00010371 U.S. Bank Corporate Payment System 40017610991.714 CSD Calcard-Greg Sundberg-7/14 100 0202 4760 400 19.38 40017610991.714 CSD Calcard-Greg Sundberg-7/14 100 0207 4760 400 12.51 40017611049.714 CSD Calcard-Mark Olson-7/14 100 8644 -39.37 40017611049.714 CSD Calcard-Mark Olson-7/14 100 0203 4750 400 140.61 40017611049.714 CSD Calcard-Mark Olson-7/14 100 0203 4928 400 499.14 40017611049.714 CSD Calcard-Mark Olson-7/14 100 0203 4928 400 39.37 40017611668A714 CSD Calcard-Audrey Denham-7/14 100 0204 4760 400 367.95 40017611668A714 CSD Calcard-Audrey Denham-7/14 100 0204 4760 400 128.40 40017611668A714 CSD Calcard-Audrey Denham-7/14 100 0204 4760 400 30.96 40017611668A714 CSD Calcard-Audrey Denham-7/14 100 8644 -30.96 40017611668A714 CSD Calcard-Audrey Denhani-7/14 100 0204 4760 400 41.84 400176116688714 CSD Calcard-Audrey Denham-7/14 100 8644 -27.98 400176116688714 CSD Calcard-Audrey Denham -7/14 100 0204 4760 400 27.98 400176116688714 CSD Calcard-Audrey Denham -7/14 100 0204 4760 400 349.69 40017611684-614 CSD Calcard-Lisa Najmi-6/14 100 0204 4799 400 157.04 40017611684-614 CSD Calcard-Lisa Najmi-6/14 100 0204 4710 400 68.19 40017611684-614 CSD Calcard-Lisa Najmi -6/14 100 0204 4760 400 42.75 40017611684-614 CSD Calcard-Lisa Najmi-6/14 100 0204 4799 400 48.91 40017611684-614 CSD Calcard-Lisa Najmi-6/14 100 0204 4760 400 12.97 40017611684-614 CSD Calcard-Lisa Najmi-6/14 100 0204 4799 400 576.00 40017611684-614 CSD Calcard-Lisa Najmi -6/14 100 8644 -12.56 40017611684-614 CSD Calcard-Lisa Najmi-6/14 100 0204 4799 400 12.56 40019187378.714 CSD Calcard-Austin Coates-7/14 100 0203 4750 400 292.60 40019187378.714 CSD Calcard-Austin Coates-7/14 100 0203 4760 400 11.23 40019187378-714 CSD Calcard-Austin Coates-7/14 100 0203 4760 400 13.85 40019187378-714 CSD Calcard-Austin Coates-7/14 100 0203 4760 400· 253.28 C/) 40019290206.714 CSD Calcard-Christine Hill-7/14 100 0202 4760 400 34.52 CD '0 40019290206.714 CSD Calcard-Christine Hill-7/14 100 0202 4760 400 205.20 -CD 3 40019290206.714 CSD Calcard-Christine Hill -7/14 100 0202 4760 400 58.40 C" 40019290206-714 CSD Calcard-Christine Hill-7/14 CD 100 8644 -33.72 .., 40019290206-714 CSD Calcard-Christine Hill-7/14 100 0202 4760 400 33.72 ..a. CJ) 40019290206-714 CSD Calcard-Christine Hill-7/14 100 0202 4760 400 263.19 N 40019290206-714 CSD Calcard-Christine Hill-7/14 100 0202 4760 400 192.68 0 40019290206-714 CSD Calcard-Christine Hill-7/14 100 0202 4760 400 15.08 ..a. ~ Total for Check 00227406 7,321.67 a: 0227407 08-Aug-14 @00010380 Ultimate Labs Inc. 3163 7/24/14: Sudan fire hydrant bioburden +ttl coli 510 0404 1708 300 70.00 i:0227408 @00002466 Underground Service Alert 720140520 JUL 2014: POW47 (123) new ticket charges 510 0404 4924 300 184.50 .Ji0227409 @00000248 Union Bank 872948 Trustee Fee 04/01/14-06/30/14 100 0103 7411 100 625.00 IW227410 @00006720 Uriostigue, Betty MILEAGE FY14 Reimb-Mileage-2014-PCPA 100 0204 3110 400 46.53 ...a. ...a. Register of Demands Page 9 of 9 Warrants From 814/2014-818/2014 2. Check ~umber Date Payee/Vendor Invoice Comment Fund Orgn Acct Prog 00227411 08-Aug-14 @00010115 UT Community Press 96503 96666 96869 97098 00227 412 08-Aug-14 @00003270 Verizon Wireless 9728965928 00227413 @00010662 Youth Tech Inc. 9416.100-05.14 00227414 @00011116 Zero Waste USA 57253 00903146 07-Aug-14 @00003518 Union Bank-San Diego PPE 8/3/14 PPE 8/3/14 00903147 08-Aug-14 @00006266 Manufacturers & Traders Trust Co. Bank 457 PPE 8/3/14 00903148 401A PPE 8/3/14 00903149 ROTH PPE 8/3/14 00903150 Director of Administrative Services Approved YT ~ t ~..JGJf _ en C1) 'C s- 3 C" C1) .., ...a. ~ N 0 ...a. .p. ;:::; C1) 3 ~ ...a. N Date . n '1"' -I=., r1 Legals 14-081 100 0103 4932 100 Legals 14-083 211 0411 4932 300 Legals 14-089 231 0412 4932 300 Legals 14-090 100 0011 4932 100 Total for Check 00227411 Field I Mobile Broadband Data 7/21-8/20/14 100 0104 2200 100 Instructor Payment Summer 2014 100 0208 4118 400 6 cases doggie bags 231 0412 4760 300 Transfer net payroll to Union Bank-PPE 8/3/14 100 8003U Transfer net payroll to Union Bank-PPE 8/3/14 100 8003U Total for Check 00903146 ICMA 457 deferred comp deductions-PPE 8/3/1 100 8617 401a employee/employer deductions PPE 8/3/1 100 8618 ROTH IRA employee contributions-PPE 8/3/14 100 8627 Retirement Health Savings Plan-PPE 8/3/14 100 8717 Register Total CheckAmt 142.60 217.00 217.00 223.20 799.80 38.01 9,000.00 753.30 28,695.90 441,538.75 470,234.65 31,110.59 10,238.10 305.00 1,592.10 1,697,405.00 ..... The City of Poway Director of Administrative Services Submits the Following Register of Run Date: 14-Aug-14 ...., Demands for the period 8/11/2014-811512014 and Recommends its Ratification/Approval: Page: 1 of9 0 .... ...., 0 Check Number Date Payee/Vendor Invoice Comment Fund Or8.n Acct Prog CheckAmt 00227415 14-Aug-14 @00010119 3M Cogen~ Inc. 235493 July 2014 Fingerprinting 100 0101 4934 100 11.20 00227416 @00005371 AO Reed & Co 236275 City Hall: Repaired leak in boiler room 100 0419 4302 300 5,484.60 00227417 @00004762 Abcana Industries 946260 Chemicals for Pool 100 0203 4502 400 413.16 948816 Chemicals for Pool 100 0203 4502 400 385.61 Total for Check 00227417 798.77 00227418 14-Aug-14 @00007442 AC&D Pump Services Inc. 5277 Tower's fire pump repair 100 0501 4304 200 165.00 00227419 @00000034 Ace Uniforms 222295 Personal protective equipment 100 0501 4760 200 226.75 00227420 @00010413 AEP California LLC INV0010427 Radio parts and repair 100 0501 4318 200 98.72 00227421 @00002106 Airgas USA, LLC 9029951555 EMS supplies 100 0503 4750 200 291.10 9029951556 EMS supplies 100 0503 4750 200 87.90 9030000165 EMS supplies 100 0503 4750 200 188.06 9030000166 EMS supplies 100 0503 4750 200 323.44 Total for Check 00227421 890.50 00227422 14-Aug-14 @00000079 Allstar Fire Equipment, Inc 175338 Safety supplies 100 0501 4750 200 538.47 00227423 @00004913 American lnnotek Inc 595872 Disposable relief bags 100 8189 1,243.50 00227424 @00010642 American Messaging L10739040H Dispatch paging August 2014 100 0501 4106 200 374.70 00227425 @00004742 American Rod & Gun 1369644 Trolling Motors-Lake 100 0202 4760 400 207.34 1369644 Trolling Motors-Lake 100 0202 4760 400 2,971.05 1369644 Trolling Motors-Lake 100 8644 -207.34 Total for Check 00227425 2,971.05 00227426 14-Aug-14 @00005671 AmeriGas 3031541465 Operating supplies 100 0501 4760 200 352.26 gro227427 @00000152 Aramark Refreshment Services 1250340 Refreshment service 100 0106 4760 100 249.54 't:J 1250341 Refreshment service 100 0106 4760 100 523.09 -(I) 1250342 Refreshment service 100 0106 4760 100 474.21 3 C" 1250345 Refreshment service 100 0106 4760 100 24.61 (I) 1253931 Monthly Cappuccino Equipment Lease-PCPA-100 0204 4936 400 46.00 .., ..... CJ) Total for Check 00227427 1,317.45 ~227428 14-Aug-14 @00005241 Aramark Uniform Services Inc 15829536 Dock Attendant Uniform Pants 100 0202 4928 400 265.03 ..... 588-67 41643 Weekly Dock Attendant Laundry 100 0202 4928 400 8.40 ~ ;::; 588-6770989 Towels and mats for Sta 2 100 0501 4928 200 7.40 (I) 588-6770990 Towels and mats for Sta 1 100 0501 4928 200 7.40 3 588-6770992 Towels and mats for Sta 3 100 0501 4928 200 21.40 ~ 588-6775675 Dock Attendant Uniform Laundry 100 0202 4928 400 6.37 ..... ...., Total for Check 00227428 316.00 ..a. Register of Demands Page 2 of 9 w Warrants From 811112014-8/15/2014 0 Check .... ~umber Date PaJ:.ee!Vendor Invoice Comment Fund Org_n Acct Prog_ CheckAmt 00227429 14-Aug-14 @00005974 ASAP Consulting, Inc 2014-02 IT Consulting-ERP Reporting 100 0104 1712 100 700.00 00227430 @00010111 AT&T 5598511 858-679-0353 Telestaff 100 0501 3310 200 104.79 5604743 858-674-1049 Sta 2 phone 100 0501 3310 200 16.94 5604744 858-674-5963 Sta 2 phone 100 0501 3310 200 16.67 Total for Check 00227430 138.40 00227431 14-Aug-14 @00006936 Aztec Landscaping Inc. 0026587-IN Landscape Maintenance: Poway Water Treatm 510 0402 4116 300 153.37 00227432 @00000239 Banister Iron Works 85638 Weld repair on aluminum light pole 275 0470 4327 300 140.00 00227433 @00004880 Bay City Electric Works Inc W129942 FY15 Generator MaintenancefTransfer Switch S611 0413 4120 300 208.39 00227434 -----Bessinger,Anne 2008734.001 Deposit Refund OPP Permit #13589 100 0205 7471 400 200.00 00227435 @00010113 Best Best & Krieger LLP 730745 Professional services through July 31, 2014 100 0012 1702B 100 295.00 00227436 @00011088 Bruch, Kimber1y 4012.111-16.14 Instructor Payment Summer 2014 100 0208 4118 400 900.00 00227437 @00004756 Cal-State Auto Parts Inc 367853 Stock: (4) Filter Kit/AfTrans Fluid 611 0413 4799 300 166.02 375918 Battery cores 611 0413 4799 300 -77.76 Total for Check 00227437 88.26 00227438 14-Aug-14 @00011051 California Safety Products 2014-170 Short and Long Sleeve Shirts 100 8189 701.14 00227439 @00000351 California Teamsters Local 911 DUES AUG. 2014 Teamster's dues for August 2014 100 8616 1,880.00 00227440 @00000398 Calolympic Glove & Safety Company Inc 330868-1 Ear Plugs 100 8189 88.78 331569 Boots, Safety Glasses, Gloves 100 8189 579.53 Total for Check 00227440 668.31 00227441 14-Aug-14 @00005556 Cannon Pacific Services, Inc 999047 Special Sweeps 211 0411 4332 300 206.00 999105 Special Sweeps 211 0411 4332 300 101.72 999106 Street Sweeping 211 0411 4332 300 17,619.83 Total for Check 00227441 17,927.55 ~227442 14-Aug-14 @00011052 Carollo Engineers Inc. 0135985 Water Distribution System Maintenance 1701A 1000P 1714B 600 25,915.00 "00227443 @00007441 CDW Government, Inc. NB96798 Dock Station and Mount 510 0406 4760 300 824.25 @00000516 Chicago Title Company 73714008460-1 Report Fees-Twin Peaks Road 321-190-28-00 100 0309 1799 100 300.00 227445 @00010170 City Electric Supply POW/009792 Lake Poway compressor: fuses 510 0402 4760 300 60.26 ~0227446 @00000539 City Treasurer 1000110966 FY15/1stQtr: North Basin Sewerage Sys O&M 520 0403 2820 300 3,755.00 -e<J227447 @00010891 Clemmons Vizzard, Julie 6182.142.14 Instructor Payment Summer 2014 100 0208 4118 400 684.00 -oo227448 @00011030 Colantuono, Highsmith & Whatley, PC 27360 RPTTF Legal Services 17% Share 100 0310 1702B 100 449.35 ~227449 @00010997 Commercial Aquatic Services 114-2188 Pool: Replaced pressure amplification system p 100 0419 4120 300 981.00 .,.,. 114-2189 FY15 Monthly Pool Maintenance 100 0203 4120 400 350.00 ;:::; Total for Check 00227449 1,331.00 CD :io2214so 14-Aug-14 @00010175 Corodata Media Storage Inc. DS1263758 Backup Data Storage July 2014 100 0104 4120 100 143.87 ~227451 @00003472 County of San Diego DEH E-60876-0714 Cust #2001119: 7/1/14 Ridgeview/Kirkham Wy 510 0406 5730 300 710.00 ~227452 E-60910-0714 Cust# 2001119: 7/27/14 Scripps Trident/SPP 510 0406 5730 300 532.50 00227453 E-60911-0714 Cust# 2001119: 7/27/14 Trident Carls Jr/SPP 510 0406 5730 300 639.00 ..a. Register of Demands Page 3 of 9 .,. Wan-ants From 8/1112014-8115/2014 0 Check -~umber Date PaJ:.ee/Vendor Invoice Comment Fund Orf!.n Acct Prof!. CheckAmt 00227454 14-Aug-14 @00003472 County of San Diego DEH E-60912-0714 Cust# 2001119: 7/27/14 Chevron TridenUSPP 510 0406 5730 300 532.50 00227455 DEH14-0478-0HP Industrial Hygiene Service 7/1/13-6/30/14 231 0412 4120 300 232.67 DEH14-0478-0HP Industrial Hygiene Service 7/1/13-6/30/14 100 0419 4120 300 1,744.80 Total for Check 00227455 1,977.47 00227456 14-Aug-14 @00000946 Cues Inc 414762 Granite XP Annual Support 10/5/14-10/4/15 520 0405 4120 300 3,600.00 M0007720 Credit: Ref lnv #405711 paid April 2014 520 0405 4760 300 -59.02 M0007721 Credit: Ref lnv #405298 paid March 2014. 520 "0405 4760 300 -247.13 Total for Check 00227456 3,293.85 00227457 14-Aug-14 @00000949 Culligan Water Conditioning 964758 FY 2014/2015 Water Softener System rent: 510 0402 4502 300 250.00 00227458 @00006337 Department of Justice 048850 July 2014 Fingerprints Apps 100 0101 4934 100 384.00 00227459 -----Dolan, Wyatt 2008731.001 Deposit Refund OPP Permit #13916 100 0205 7471 400 300.00 00227460 2008730.001 Cancellation Refund OPP Permit #13916 100 8632 113.00 2008730.001 Cancellation Refund OPP Permit #13916 100 0205 7471 400 1,101.00 Total for Check 00227460 1,214.00 00227461 14-Aug-14 @00010620 Dunn Edwards Paints 2072086720 Water Dis!: Porn Rd job I Vin-L-Stripe white pai 510 0404 4760 300 17.27 00227462 @00000799 Ed Jones Company 30017 Uniforms 100 0501 4928 200 3,091.08 00227463 @00011100 eScreen Inc. 4955667 Pre-employment Drug Tests-July 2014 100 0101 4916 100 32.00 00227464 -----Patient ***** Overpayment on account 100 8141 108.63 00227465 @00004968 Evoqua Water Technologies LLC 901808315 Crosthwaite: odor control delivery 7/28/14 520 0403 4502 300 4,922.81 00227466 @00006933 Fastenal Company CAPOW31042 Nuts 5/8 & 3/4 510 0404 4760 300 1,036.22 CAPOW31043 Zerk Auto Flush Valves 100 8189 655.50 CAPOW31085 Stainless steel hardware 100 0418 "4770 300 10.44 CAPOW31425 Locks 100 8189 569.59 tn Total for Check 00227466 2,271.75 CD 'tl80227467 14-Aug-14 @00000897 Fed Ex 2-743-42572A Return Admin Assistant IIIII I Tests 100 0101 4934 100 23.62 CD 2-743-425728 WTP: Ship HACH equip for repair 510 0402 4308 300 156.90 3 C" Total for Check 00227467 180.52 CD ],0227468 14-Aug-14 @00001144 Ferguson Waterworks 0483309 Copper tubing, 10 mil tape 510 8189 1,075.94 ~ 0483971 Water Dis!: Sudan Rd /6" repair couplings 510 0404 4760 300 60.66 N Total for Check 00227468 1 '136.60 0 ..a. ~227469 14-Aug-14 @00001085 Garnishment Recipient PPE 8/3/14 Payroll Garnishment 100 8620 35.00 if!227470 PPE 8/3/14 Payroll Garnishment 100 8620 121.40 :f0227471 @00010671 Game Day Sports 789 Safety patrol hats 100 0504 4760 200 1,399.68 :$)227472 @00010652 Garda CL West Inc. 10018139 Armored Car Service-August 2014 100 0106 4120 100 462.00 ~227473 -----General Atomics STI12-002 STI 12-002 warranty release 762 0399 5980 900 2,010.00 lffi227474 @00005909 GovConnection, Inc. 51651389 Hewlett Packard Computer Monitor 611 0108 61228 100 798.71 ...... Register of Demands Page 4 of 9 Ul Warrants From 8/1112014-8/15/2014 0 Check -~umber Date PaJ:_ee!Vendor Invoice Comment Fund Org_n Acct Prog_ CheckAmt 00227475 14-Aug-14 @00001207 Grainger Inc 9484616108 Chisels 100 8189 61.17 9486791958 Motorola handset 100 8189 65.14 9488300162 Mixing Nozzles 275 0470 4327 300 71.02 9493079959 Mixing Nozzles 275 0470 4327 300 -71.02 9493079967 Chisels 100 8189 -61.17 9493079975 Motorola handset 100 8189 -65.14 9505239641 Weld on Hooks 510 0404 4760 300 22.31 9507580984 First Aid Supplies-Lake 100 0202 4750 400 58.35 9507580992 WTP ammonia sump pump: motor start capacit 510 0402 4760 300 7.24 9508115590 Lip Balm 100 8189 143.10 9508115608 WW Disposal: multi-level switch 520 0403 4760 300 180.15 9509854924 PS-3 surge tank: solenoid valve 510 0402 4760 300 350.22 Total for Check 00227475 761.37 00227476 14-Aug-14 -----Griffith, Patti 2008712.001 Deposit Refund Permit #13289 100 0205 7471 400 300.00 00227477 @00010551 Gym Doctors, Inc. 6637 Gym equipment maintenance 100 0501 4308 200 696.60 00227478 @00001157 Haaker Equipment Company C05453 Unit 65: Coupling, Vibration 611 0413 4799 300 2,942.54 00227479 @00005835 Hach Company 8963682 WTP wet lab: StabiCal Ampule Kit 510 0402 4760 300 216.00 00227480 @00005133 Harris & Associates 25687 FY 14-15 Old Coach AD Admn Charge 336 2001 5116 700 1,500.00 00227481 @00001447 Heaviland Enterprises Inc 9487 FY15 Landscape Maintenance Service: 510 0402 4116 300 1,028.00 00227482 @00001645 Home Depot Commercial Account 0224298 WTP:· mud mixer; keyed extensions 510 0402 4760 300 55.48 0224308 Water Dist: cable ties, 14" & 8" 510 0404 4760 300 21.54 0224321 OPP: drinking fountain plumbing parts 100 0419 4760 300 92.31 0224323 OPP: drinking fountain plumbing parts 100 0419 4760 300 23.08 1211612 WTP: nipples; ball valve; bushing; 90 elbow 510 0402 4760 300 81.09 1211629 Bonding adhesive 231 0412 4760 300 12.13 en 1211640 Steel stakes 211 0411 4760 300 66.96 CD '0 2211577 Concrete supplies 211 0411 4760 300 192.33 -CD 2211585 Cut Saw blade 231 0412 4760 300 86.37 3 223854 Water Dist: Poway Rd job I 2x4's 510 0404 4760 300 8.53 C" CD 3211563 Building Repair Supplies-PCPA 100 0204 4304 400 303.95 .., ...... en 3211567 WTP: mise electrical supplies 510 0402 4760 300 25.37 . 3224250 Old Fashioned Family Days Operating Supplies 100 0205 4760 400 92.36 ~ 0 7211281 Lighting & Sound Equipment-PCPA 100 0204 4308 400 91.09 ...... ~ 7224191 Water Dist: bushings; couplings; adapters 510 0404 4760 300 57.75 ;::; 9211474 Lobby & Loading Dock Repairs-PCPA 100 0204 4304 400 166.45 CD Total for Check 00227482 1,376.79 3 !>227483 14-Aug-14 @00007002 Imperial Catfish 14112 Catfish Stock-Delivery 8/7/14 100 0202 4522B 400 4,950.00 ~227484 @00002002 John Deere Landscapes, Inc. 69199714 Irrigation supplies 100 0418 4770 300 144.89 00227485 @00005405 John Zeltner Floor Covering Inc. 22914 Veterans Park Tile Installation 1189A 1000P 4760 600 998.75 ...a. Register of Demands Page 5 of 9 0) Warrants From 8/Jl/2014-8/1512014 0 Check -~umber Date PaJ!.ee/Vendor Invoice Comment Fund Orfi.n Acct Profi. CheckAmt 00227486 14-Aug-14 @00001306 JRC Printing LLC 33581 Overtime forms 100 0501 4922 200 145.80 00227487 @00006750 Klein, Michael AUG 9,2014 Insects at Night Presentation 100 0207 4120 400 80.00 00227488 @00001690 Knorr Systems Inc. Sl159871 2 Separate Pool Cover Panels: 1 panel 20' x 97' 611 0108 6126 100 9,133.32 00227489 @00006982 Lawson Products, Inc. 9302605015 Magnacrete concrete repair 510 0404 4760 300 172.36 9500111605 Freight Adjustment Credit 100 8189 -79.36 Total for Check 00227489 93.00 00227490 14-Aug-14 @00001522 Lighthouse Incorporated, The 0065664 fuse, switches, connectors, lamps 611 0413 4799 300 73.15 0066397 lens, strobe tube, marker lamps 611 0413 4799 300 169.91 Total for Check 00227490 243.06 00227491 14-Aug-14 @00010539 Mail Dispatch 134473 Mail Courier Service-August 2014 100 0106 4120 100 1,007.04 00227492 @00010749 MaiiFinance, Inc. H4831947 Postage Machine Lease Payment -September 100 0106 4308 100 209.56 00227493 @00006964 Maintenance Solutions, Inc. 73018106 Hospital Grade spray, deodorizers, disinfectants 100 8189 995.50 00227494 @00006713 Mallory Safety & Supply LLC 3856633 Personal protective equipment 100 0501 4760 200 485.36 00227495 @00006178 Mason's Saw & Lawn mower Service 353779 Unit #594: clutch pigtail harness 611 0413 4799 300 51.06 00227496 @00001840 Napa Auto Parts/Poway 964329 Adapters, tire valve 611 0413 4760 300 58.29 964417 Unit #69: temp gauge 611 0413 4799 300 30.77 964462 Gauge 611 0413 4760 300 -29.15 964702 Unit #95: Thermostat 611 0413 4799 300 12.41 964836 Airchuck 611 0413 4516 300 12.41 964890 Unit #45: Drivebelt tension 611 0413 4799 300 35.09 964935 Unit #770: bolts, lockwashers 611 0413 4799 300 25.33 Total for Check 00227496 145.15 00227497 14-Aug-14 @00006611 Network Printing 52646 Water Conservation: door hangers 1 ,000 1167A 1000P 4922 900 513.00 00227498 @00006932 Nexgen 081811 Glass Cleaner, hand cleaner, bug killer, hand wi 100 8189 722.27 ro227499 @00010905 North County Buick Cadillac GMC 140039 Unit #54: Resistor 611 0413 4799 300 15.68 S0227500 @00000775 Office Depot Business Services Division 709377314-001 WTP office supplies, copy paper 510 0402 4710 300 93.73 3 709378235-001 WTP office supplies 510 0402 4710 300 16.03 C" 720971277-002 Blue Sky Operating Supplies 100 0207 4760 400 16.41 C1) 721182174-001 Old Poway Park Office Supplies 100 0205 4710 400 8.19 .., ...a. 721407892-001 Stacking tray 100 0502 4710 200 15.43 ~ N 722164501-001 Office Supplies-PCPA 100 0204 4710 400 18.48 0 722406698-001 OPP Office Supplies 100 0205 4710 400 63.82 ...a. ol:loo 722652994-001 Toner, tape 510 0401 4710 300 112.31 s-722652994-001 Toner, tape 100 0418 4710 300 6.40 3 723063370-001 Office Supplies 100 0102 4710 100 44.60 =1:1:: 723093270-001 office supplies 100 0301 4710 100 54.76 ...a. 723093440-001 office supplies 100 0301 4710 100 38.25 N 723171626-001 Print Cartridge 100 0418 4710 300 67.33 ...a. Register of Demands Page 6 of 9 ....... Warrants From 8//112014-8/1512014 0 Check -~umber Date PaJ!.ee!Vendor Invoice Comment Fund Orfi.n Acct Prof!. CheckAmt 00227500 14-Aug-14 @00000775 Office Depot Business Services Division 723180695-001 Office Supplies-Pool 100 0203 4710 400 120.06 723471711-001 Office supplies 100 0502 4710 200 73.33 723621761-001 CSD City Hall Office Supplies 100 0200 4710 400 36.07 Total for Check 00227500 785.20 00227501 14-Aug-14 @00005911 Ohlin Sales Inc 00299092 Radio Batteries 100 8644 -29.60 00299092 Radio Batteries 100 8189 383.49 00299092 Radio Batteries 100 8189 29.60 Total for Check 00227501 383.49 00227502 14-Aug-14 @00010846 Olson, Joanne 2443.131-33.14 Instructor Payment Summer 2014 100 0208 4118 400 2,322.00 00227503 @00002099 Parkhouse Tire Inc 3010190898 Stock: tires 611 0413 4799 300 2,495.15 00227504 @00006746 PARS 29456 Monthly Admn Fee-June 2014 100 8719 2,500.00 00227505 @00002314 Petty Cash General 08/12/2014 Petty Cash General 8/12/2014 100 0011 3110 100 14.08 08/12/2014 Petty Cash General 8/12/2014 100 0101 4934 100 10.38 08/12/2014 Petty Cash General 8/12/2014 100 0301 3110 100 29.12 08/12/2014 Petty Cash General 8/12/2014 100 0010 4710 100 25.56 08/12/2014 Petty Cash General 8/12/2014 100 0301 3110 100 18.27 08/12/2014 Petty Cash General 8/12/2014 100 0104 3110 100 53.32 08/12/2014 Petty Cash General 8/12/2014 100 0200 4710 400 16.19 08/12/2014 Petty Cash General 8/12/2014 100 0101 4934 100 19.76 08/12/2014 Petty Cash General 8/12/2014 100 0104 4710 100 3.53 08/12/2014 Petty Cash General 8/12/2014 100 0010 4904 100 35.98 08/12/2014 Petty Cash General 8/12/2014 100 0010 3140 100 "129.40 Total for Check 00227505 355.59 00227506 14-Aug-14 @00007109 Pinpoint Pest Control Co. Inc. 336644 7/1/14: 12740 Summerfield Ln/bees in meter bo 510 0401 4120 300 95.00 ~0227507 @00005614 Pollardwater.com 1387575-IN Food Grade Anti Sieze Spray x 12 100 8189 194.56 90227508 @00005815 Post Haste Direct 58883 Poway Today Fall2014 100 0013 3320 100 675.00 :!0227509 @00000173 Poway Center for the Performing Arts Foundation 08072014 Foundation ticket sales transfer-PCPA 100 8641 2,535.00 i!'227510 @00002686 Poway Computers & Electronics-Radio Shack Dealer 10257382 WTP: heavy-duty chassis-mount transformer w/151 0 0402 4760 300 15.65 ""80227511 @00002702 Poway Firefighters Association PPE 8/3/14 Fire Association dues for PPE 8/3/14 100 8615 1,727.04 @227512 @00011140 Poway Sewing & Vacuum Center 468137 PCPA Vacuum Service 100 0204 4308 400 49.90 ~227513 @00002741 Poway Unified School District 16060 Crossing Guard accrual for June 2014 100 0504 4109 200 1,034.84 ~227514 16092 Transportation for Day Camp: Cardiff 7/10/14 100 0202 4120 400 1,181.86 ~227515 16120 1/2 Gas & Elec Twin Peaks & Meadowbrook Gy 100 0201 2110 400 20,927.53 ~227516 @00010911 R & B Pinto Properties LLC LKCONC730-8314 Weekly Concession Payment 7/30-8/3/14 100 8647 5,176.78 :10227517 @00007065 Ragan Communications 21951204-P2 Subscription renewal 100 0013 4924 100 29.95 =110227518 @00011141 Rain Thanks & Greywater 166 Rainwater Harvesting Wkshps 8/2/14, 8/7/14 1167A 1000P 4120 600 1,400.00 ~227519 @00002163 Rayne Water Conditioning 8303-7/31-8/27 Pool Water Conditioning (7/31-8/27/14) 100 0203 4120 400 138.60 ~0227520 @00011094 Rizza Engineering Inc. 000377 Professional Design Services for Poway Perfor 100 0419 4120 300 3,100.00 ..a. Register of Demands Page 7 of 9 Q) Warrants From 8/11/2014-8/15/2014 0 Check -~umber Date Paf.ee!Vendor Invoice Comment Fund OrG.n Acct ProG. CheckAmt 00227521 14-Aug-14 @00010763 RootX 41353 Root X Jars 520 8189 1,072.23 00227522 @00002982 S K S Petroleum Distributors Inc CL62266 Fuel thru 7/31/14 611 0413 3120 300 358.97 CL62267 Fuel thru 7/31/14-Safety Services 611 0413 3120 300 1,078.97 Total for Check 00227522 1,437.94 00227523 14-Aug-14 @00002265 San Diego County Fire Chiefs Association SDCFCA.14-15 Renew membership for FY 14-15 (Sanchez) 100 0500 4924 200 100.00 00227524 @00002290 San Diego County Water Authority 1059 FY14: (9) MWD Turf Applications 21,394 x $.31 1167A 1000P 4120 600 6,543.00 00227525 @00002202 San Diego Regional Training Center 12171 San Diego Consortium Fees-FY2014/2015 100 0101 1799 100 1,700.00 00227526 @00007082 SANDAG/ARJIS AR169331 FY 15 ARJIS JPA Fees 100 0504 4120 200 30,180.00 00227527 @00005028 School-Tech, Inc 581182 Ponchos and whistles for Safety Patrol 100 0504 4760 200 545.59 581182 Ponchos and whistles for Safety Patrol 100 0504 4760 200 37.63 581182 Ponchos and whistles for Safety Patrol 100 8644 -37.63 Total for Check 00227527 545.59 00227528 14-Aug-14 -----Schweiger, Tiffany 2008714.001 Deposit Refund OPP Permit #13368 100 0205 7471 400 300.00 00227529 @00005845 Scripps/Poway Fence Builders 0806201403 Valle Verde Pk: ball field fence repair 100 0418 4120 300 550.00 0806201404 Silverset Pk: rehang existing gate 100 0418 4120 300 350.00 Total for Check 00227529 900.00 00227530 14-Aug-14 @00005819 Sea Breeze Glass & Construction B01-019259 Templars Hall 2 window glass replacement 100 0419 4760 300 23.37 00227531 @00002814 Sharp Rees-Stealy Medical Center 2741265460 Bernd -DMV exam 211 0411 4916 300 110.00 00227532 @00004422 Simple! Partners 202021818 Hilleary Pk: Bermuda grass 100 0418 4770 300 991.44 202022674 Arbolitos Sports Fields: 20 bags Simplot 100 0418 4770 300 414.72 Total for Check 00227532 1,406.16 00227533 14-Aug-14 @00011108 Skyriver Communications Inc. I NV00036141 Backup Internet Connection-9/2/14-10/1/14 100 0106 2200 100 499.00 00227534 @00002988 Smart&Final 136792A Lake Poway Day Camp Supplies 100 0202 4760 400 10.00 ~227535 @00010060 SoCo Group Inc. 0067057-IN Unleaded & Diesel del. 8/5/14 611 0413 3120 300 11,623.71 "C 0067535-IN Diesel -FS#3 del 8nt14 611 0413 3120 300 2,040.65 S" Total for Check 00227535 13,664.36 3 i'o221535 14-Aug-14 -----Soderlund, Krystal 2008735.001 Deposit Refund OPP Permit #13684 100 0205 7471 400 300.00 ].0227537 @00007160 Specialty Electric Supply Co. 7148-524282 CH: Exit lighting 100 0419 4760 300 570.09 en 7148-524305 CH: Emergency ballasts 100 0419 4760 300 430.92 ..., 0 7148-524531 CH: Switches and sensors 100 0419 4760 300 313.20 ..a. 7148-524580 125V Time switch 100 0419 4760 300 59.64 .,. Total for Check 00227537 1,373.85 S" :!0227538 14-Aug-14 @00005541 Statewide Safety & Signs, Inc 56181/1 Signs 211 0411 4324 300 249.59 :Jl(l227539 @00006883 Stericycle, Inc. 3002711055 Infectious waste removal 100 0503 2910 200 575.58 :-60227540 @00003143 Superior Ready Mix 648914 Concrete -Pomerado Road 211 0411 4324 300 382.46 ~227541 @00011070 Terry Shaw Painting 3 Painting: PW Asst Director Office 100 0419 4120 300 326.99 --~-- ...a. Register of Demands Page 8 of 9 CD Wa!Tants From 811112014-811512014 0 Check -~umber Date PaJ:.ee/Vendor Invoice Comment Fund Org_n Acct Prog_ CheckAmt 00227542 14-Aug-14 @00003722 Tokay Software 08122014-02 9/22/14-9/22/15 BF Prevent Mgmt Annual Supp 510 0404 4120 300 640.00 00227543 @00003163 Treasurer, County of San Diego UDC2014-15 2014-15 Membership Dues in SD Co. EMS Org 100 0500 4924 200 2,242.25 00227544 -----Patient ***** Overpayment on account 100 8141 150.00 00227545 @00007243 U.S. Bank N.A. PPE 8/3/14 PARS contributions PPE 8/3/14, Plan #6746022100 8721 29,444.62 00227546 PPE 8/3/14 PARS excess benefit plan #6745005600-Augu 100 8721 16,000.00 00227547 PPE 8/3/14 PARS employee/er contributions PPE 8/3/14 100 8724 4,039.17 00227548 @00006522 United Site Services 114-2207377 Lake Portable Services (7/31-8/27/14) 100 0202 4120 400 544.34 00227549 @00006718 Univar USA SD374200 FY 2014/2015 Sodium Hydroxide (Caustic Soda510 0402 4502 300 -162.00 SD735093 FY 2014/2015 Sodium Hydroxide (Caustic Soda510 0402 4502 300 6,161.76 Total for Check 00227549 5,999.76 00227550 14-Aug-14 @00002583 UPS 000065V940284 Shipping 510 0402 3320 300 7.35 00227551 @00010115 UT Community Press 96057 Legals 14~074 261 0420 4932 300 161.20 96058 Legals 14-075 261 0420 4932 300 161.20 96061 Legals 14-076 261 0420 4932 300 204.60 97270 Legals 14-092 261 0420 4932 300 182.28 Total for Check 00227551 709.28 00227552 14-Aug-14 ----~ Vantagepoint Transfer Agent IRACONTRIB Roth IRA Contribution 100 8627 50.00 00227553 @00003270 Verizon Wireless 9729473391 PubWks cell and wireless charges 6/29-7/28/14 100 0418 3311 300 7.77 9729473391 PubWks cell and wireless charges 6/29-7/28/14 100 0419 2200 300 38.01 9729473391 PubWks cell and wireless charges 6/29-7/28/14 611 0413 3311 300 1.54 9729473391 PubWks cell and wireless charges 6/29-7/28/14 231 0412 3311 300 2.27 9729473391 PubWks cell and wireless charges 6/29-7/28/14 231 0412 2200 300 38.01 9729473391 PubWks cell and wireless charges 6/29-7/28/14 211 0411 3311 300 1.00 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0401 3311 300 22.97 en 9729473391 PubWks cell and wireless charges 6/29-7/28/14 520 0405 2200 300 152.04 Cl) 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0401 2200 300 38.01 "0 s-9729473391 PubWks cell and wireless charges 6/29-7/28/14 520 0405 3311 300 5.89 3 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0404 3311 300 11.82 C" 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0404 2200 300 152.04 Cl) '"' 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0402 3311 300 8.23 ...a. !3» 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0402 2200 300 38.01 ..., 9729473391 PubWks cell and wireless charges 6/29-7/28/14 510 0 0406 2200 300 38.01 ...a. 9729473391 PubWks cell and wireless charges 6/29-7/28/14 275 0470 2200 300 38.01 ~ 9729473391 PubWks cell and wireless charges 6/29-7/28/14 100 0417 3311 300 0.22 ;::; 9729473391 PubWks cell and wireless charges 6/29-7/28/14 100 0419 3311 300 11.42 Cl) 3 Total for Check 00227553 605.27 =It ~227554 14-Aug-14 @00002663 Village Lock and Key 8109-2014 Spare keys for Fire Station 100 0501 4308 200 51.36 8113-2014 Key tags for Fuel ProKeys 611 0413 4760· 300 81.00 N Register of Demands Page 9 of 9 0 Warrants From 811112014-811512014 0 Check -~umber Date PaJ!.ee/Vendor Invoice Comment Fund Org_n Acct Prog_ CheckAmt Total for Check 00227554 132.36 00227555 14-Aug-14 @00005030 VIP Janitorial Service 3077 Janitorial Services -Citywide Facilities 100 0419 4114 300 10,827.54 3077 Janitorial Services -Citywide Facilities 100 0206 4114 400 1,022.54 3079 Monthly Janitorial Service-PCPA-7/14 100 0204 4114 400 1,745.90 3080 Janitorial Supplies-PCPA 100 0204 4114 400 254.96 3081 Library supplies 100 0206 4720 400 693.57 3082 PW Supplies 100 0419 4720 300 2,526.52 3083 Power Wash Poway Veterans Park 100 0419 4114 300 180.00 3084 Pressure Wash OPP Carriage Tum & Gazebo 100 0419 4114 300 365.00 3085 Auditorum: Special Machine Scrub after event 100 0419 4114 300 175.00 Total for Check 00227555 17,791.03 00227556 14-Aug-14 -----Patient ..... Overpayment on account 100 8141 90.20 00227557 @00002730 Waxie 74731983 Janitorial supplies 100 0501 4720 200 92.17 74739691 Lk Poway Rec Ctr/Sanitation supplies 100 0419 4720 300 955.66 74739692 Lk Poway Rec Ctr/Sanitation supplies 100 0419 4720 300 443.43 Total for Check 00227557 1,491.26 00227558 14-Aug-14 -----Weisz, Kimber1y 11609800-01 Refund Sewer Charges on Acct 11609800-01 510 8120 -1,310.38 11609800-01 Refund Sewer Charges on Acct 11609800-01 520 0403 7681 4000 4,919.78 11609800-01 Refund Sewer Charges on Acct 11609800-01 520 0403 7688 4000 766.20 Total for Check 00227558 4,375.60 00227559 14-Aug-14 @00002794 Western Mower and Engine 7821 Protective chaps 231 0412 4750 300 99.30 00227560 @00002918 Williams, Scott T4 9/1/14 T4 #25810 WTO renewal, 9/1/2014 510 0402 4924 300 105.00 00903151 11-Aug-14 @00010569 U.S. Dept. of the Treasury 081114 PE#16 Payroll W/H EFT for PE#16 100 8621 73,561.19 tJ) C1) 081114 PE#16 Payroll W/H EFT for PE#16 100 8624 17,696.34 "C Total for Check 00903151 91,257.53 -C1) :io903152 11-Aug-14 @00010570 Employment Development Department 081114 PE#16 Payroll W/H EFT for PE#16 100 8622 25,788.53 io903153 @00010571 Garnishment Recipient 081114 PE#16 Payroll Garnishment 100 8620 1,017.21 ].0903154 12-Aug-14 @00007257 CaiPERS 081214 PE#15 PERS EFT Debit for PE#15 100 8722 147,836.80 ~903155 13-Aug-14 @00005621 Bank of New York Mellon CFD#88-1 08/14 CFD #88-1 2009 Debt Svc Pymt 08/14 335 8069 3,268,648.96 ~903156 @00000248 Union Bank 3134G5BT1 Purchase Freddie Mac 1-24-17 Maturity 100 8225 1,000,000.00 ..a. ~ 3134G5BT1 Purchase Freddie Mac 1-24-17 Maturity 100 8261 448.61 ::; -Total for Check 00903156 1,000,448.61 (1)' 3 Director of Administrative Services Approved '---'.rRlL~ Register Total 4,855,765.32 ~ - ..a. N DATE: City of Poway COUNCIL AGENDA REPORT September 16, 2014 APPROVED D APPROVED AS AMENDED 0 (SEE MINUTES) DENIED D REMOVED D CONnNUED ________ __ Resolution No. TO: FROM: Honorable Mayor and Members of the City Council Daniel Singer, City Manager~!}) INITIATED BY: Sheila R. Cobian, City Clerk~ SUBJECT: Approval of Minutes Summary: The August 19, 2014 City Council Regular Meeting Minutes are attached for approval. The Poway City Council sits as the Poway Planning Commission, the Poway Housing Authority, the Public Financing Authority, and the Successor Agency to the Poway Redevelopment Agency. Recommended Action: It is recommended that the Council approve the August 19, 2014 Regular Meeting Minutes as submitted. Fiscal Impact: None. Environmental Review: Environmental review is not required according to CEQA guidelines. Public Notification: None. Attachment: A. August 19, 2014 City Council Regular Meeting Minutes 1 of8 September 16, 2014 Item# 1.3 NOTE: These draft meeting minutes are not official until approved by the City Council at the next scheduled meeting. CITY OF POWAY CITY COUNCIL REGULAR MEETING MINUTES August 19, 2014 City Council Chambers 13325 Civic Center Drive, Poway, California (Per Government Code 54953) (Meeting Called to Order as City Council/City of Poway Planning Commission/Poway Authority and Successor Agency to the Poway R,d,~velol"lom, CALL TO ORDER Mayor Higginson called the Regular Meeting to ROLL CALL Vaus, Mullin, Grosch, H Absent -Cunningham STAFF MEMBERS PRESENT Daniel Singer, City Attorney; Sheila R. Bob Manis, Di Scott Edwards, Services; Captain r; Morgan L. Foley, City n, of Community Services; ; Leah Browder, Director of Public Works; ·ces; Mark Sanchez, Director of Safety nt. Deputy Councilmember, City Manager, Assistant City and Director of Administrative Services shall be used to MayorNice Chair, Councilmember/Director, City City Manager/ Assistant Executive Director, City Director of Administrative Services/Finance Officer.) Deputy Mayor ntroduced Barbara Lange, President of the Poway Performing Arts Company, to lead the Pledge of Allegiance. PUBLIC ORAL COMMUNICATIONS None. Attachment A 2 of8 9948 September 16, 2014 Item# 1.3 City of Poway-Minutes-August 19, 2014 1. CONSENT CALENDAR (Approved by Roll-Call Vote) 2. 3. Motion by Councilmember Vaus, seconded by Councilmember Mullin to approve Consent Calendar Items 1.1 through 1.7. Motion carried by the following roll-call vote: Ayes: Noes: Absent: Vaus, Mullin, Grosch, Higginson None Cunningham 1.1 Approval of Reading by Title only and Waiver of Readi full of Ordinances on Agenda. 1.2 Ratification/Approval of Warrant Registers for 11, 2014 and July 14 through July 18, 2014. July 7, through July 1.3 Approval of the July 15, 2014 City Cou 31, 2014 City Council Special Meeting and the July 1.4 1.5 1.6 1.7 4-013, from Anton's Service, le and record the Notice of in the amount of $958.20, if ; Release the Bond for in the Bond for Faithful Electric, Inc., for LMD 87-1 Variable amount of $7,698.64; RFB 15-002. June 30, 2014. n of Ordinance No. 771 entitled, "An Ordinance of the ending Chapters 17.08, 17.18, and 17.20 and adding e Poway Municipal Code Pertaining to Amateur . ing Ordinance Amendment (ZOA) 14-002)." 3.1 Approval of Conditional Use Permit 14-001; City of Poway, Applicant: A request to allow the Poway Farmers Market to operate on a permanent basis on Saturdays within a section of Midland Road located between Adrian Street and Edgemoor Street. Associate Planner Carol Rosas presented the staff report and reviewed a PowerPoint presentation. Speaker with a neutral position: Jack Senchak. 9949 3 of8 September 16, 2014 Item# 1.3 4. City of Poway-Minutes-August 19, 2014 Motion by Councilmember Vaus seconded by Mayor Higginson to close the public hearing and Adopt Resolution No. P-14-05 entitled "A Resolution of the City Council of the City of Poway, California Adopting a Mitigated Negative Declaration for Conditional Use Permit (CUP) 14-001."; and, Adopt Resolution No. P-14-06 entitled "A Resolution of the City Council of the City of Poway, California, approving Conditional Use Permit 14-001." Motion carried unanimously by those present, Councilmember Cunningham absent. 3.2 Approval of Tentative Tract Map (TTM) 12-001 and Specific Plan Amendment 4.1 4 of8 (SPA) 13-004; Ed and Barbara Malone, Applicant!Prope r: A proposal for revisions to the Hidden Valley Ranch (HVR) Specific P subdivision map. Senior Planner Jason Martin reviewed a Power overview of the agenda report. Concluding the presentation, Senior Plan made a request after the agenda had the Resolution to add the following Ia No speakers. Motion by the public of the City C to the 1 carried ngham absent. emorial Survey. ion and provided an proposed project. Director of Community Services Robin Bettin presented the survey results. Speaker in Support: John Wismont. Councilmember Vaus suggested the City name a ball field and place a memorial plaque or monument at Lake Poway in honor of Tony Gwynn. Council member Mullin concurred with Councilmember Vaus' suggestion. 9950 September 16, 2014 Item# 1.3 City of Poway-Minutes-August 19, 2014 Deputy Mayor Grosch and Mayor Higginson also spoke in support of naming a ball field at Lake Poway in honor of Tony Gwynn. Motion by Councilmember Vaus seconded by Councilmember Mullin to direct staff to return to Council at a future meeting with funding ideas and a timeline for constructing a memorial and naming a ball field at Lake Poway in honor of Tony Gwynn. Motion carried unanimously by those present, Councilmember Cunningham absent. 4.2 Old Coach Estates Neighborhood Water Issues. City Engineer Steve Crosby provided the staff repo presentation. Councilmember Mullin suggested that the ap an administrative function rather than req water permits be and that the fee for the permit be adjusted accordi concurrence to allow a 30 day am connection and did not previously that during the amnesty period the City Councilmember Vaus spoke · at the staff level rather than In response to an inquiry from that it currently approval for a Council ntly have a uggested eer Crosby explained resident to obtain Council Councilmember Mullin's suggestion and 60 day amnesty period rather than 30 connection and did not obtain the seconded by Councilmember Vaus to direct staff allow administrative approval of Temporary a 60 day amnesty period to allow residents who connection to obtain the appropriate permit at no unanimously by those present, Councilmember 4.3 Appeal of the I of Minor Development Review Application (MORA) 13-023, 5 of8 to Construct a Home on a Lot Located Near the Northern Terminus of Ann-0-Reno Lane, APN 323-010-37. City Planner Rich Whipple presented the staff report and reviewed a PowerPoint presentation. Appellants Rich Chagnon and Stephen Woolmer provided a PowerPoint presentation regarding their appeal of MORA 13-023. Mr. Chagnon and Mr. 9951 September 16, 2014 Item# 1.3 City of Poway-Minutes-August 19, 2014 Woolmer stated that the proposed home would not be compatible with the character of the neighborhood on An n-O-Reno Lane. Mercedes Jauregui, the applicant of MORA 13-023, came forward to address Council. Ms. Jauregui stated that the home she intends to place on the property will be compatible with the neighborhood and that her application met all requirements set forth by the City. Speakers in support of the Appeal: Marion DeVenere, Scott Melvin, C.W. Stewart and Larry Rothrock. Speaker in opposition of the Appeal: Fernando Leos. In response to an inquiry from Councilmember V in order for a manufactured home to be permnru;,n Manis explained that not be on wheels, d must have a must be on a permanent foundation, nom roof overhang. Councilmember Vaus asked what wo of home she plans to place on the lot. the type Director Manis explained required to pursue approval Councilmember requirements of 023 conforms to all st to support the appeal. irector Manis that the applicant will be at is substantially similar to the home se, an amendment to the application ins ded by Councilmember Mullin to deny the approval of MORA 13-023, pursuant to Resolution No. ution of the City Council of the City of Poway, Appeal of Minor Development Review Application Parcel Number 323-010-37." Motion carried present, Councilmember Cunningham absent. 4.4 Appeal of the Approval of Minor Development Review Application (MORA) 13-030, to Construct a Two-Story Addition onto an Existing Residence Located at 12343 Spyglass Terrace. Associate Planner Carol Rosas provided a PowerPoint presentation and reviewed the staff report. 6 of8 9952 September 16, 2014 Item# 1.3 City of Poway-Minutes-August 19, 2014 Appellant Bryan Thai gave a PowerPoint presentation regarding the appeal of MORA 13-030. Mr. Thai stated that the size of the proposed addition to the home located at 12343 Spyglass Terrace will result in a structure no longer harmonious in character with the other homes on the street. He also explained that the applicant currently has more vehicles than can be accommodated in the driveway. The additional vehicles are often parked on the street creating hazardous driving conditions on Spyglass Terrace. Attorney Terry Hellencamp and Architect Nick Arthman, representing the applicant, came forward to address Council. Mr. Hellencamp and . Arthman stated that MORA 13-030 meets all of the requirements set forth City and approval of the project should be upheld. Speakers in support of the Appeal: Lirio Ramos In response to Councilmember Vaus, enforcement cannot ticket on a private Councilmember Vaus stated that Spyglass Terrace, he could not find procedures that would warrant granting Councilmember Mullin su approval allowing staff to i ensure the floor plan remains residence, and that re tha that law at 12343 orne on a periodic basis to as one single-family · n the residence. would agree to such periodic addition to the home is out of scale · ld change the character and aesthetics he could support the appeal. that the applicant met all standards required under ld be voting to deny the appeal. ber aus seconded by Mayor Higginson to deny the approval of MORA 13-030, pursuant to Resolution No. olution of the City Council of the City of Poway, an Appeal of Minor Development Review Application Parcel Number 314-820-29," as amended to include the fol ng: G.12. A deed covenant restricting the addition areas from containing a kitchen facility or being leased as a separate unit shall be recorded on the property. The covenant shall also include a requirement that the residence be subject to periodic inspections at the discretion of the City, by City staff to verify that the floor plan remains open and integrated to function as one single-family residence, and that not more than one kitchen exists within the residence. Motion carried 31111, Deputy Mayor Grosch -No and Councilmember Cunningham absent. 7 of8 9953 September 16, 2014 Item# 1.3 City of Poway-Minutes-August 19, 2014 5. WORKSHOP 5.1 None. 6. CITY MANAGER ITEMS City Manager Singer announced that a Special Meeting will be held in Council Chambers at 6:00 p.m. on September 9, 2014 regarding the design of the Community Center remodel/expansion. 7. CITY ATTORNEY ITEMS No report. 8. MAYOR AND CITY COUNCIL-INITIATED ITEMS Councilmember Vaus 8.1 Water Saving Tips. Council member Vaus encouraged resid awaiting shower water to warm up. He could be captured and used for irrigation pu 8.2 Performing Arts Center Use Councilmember Vaus requested detailing the pros and cons of Performing Arts in order staff to prepare a report e Poway Center for the for Councilmember Vaus' request. Sheila R. Cobian, CMC City Clerk 8 of8 City of Poway, California 9954 September 16, 2014 Item# 1.3 APPROVED ~ APPROVED·AS AMENDED ~ (SEE MINUTES) City of Poway COUNCIL AGENDA REPORT DENIED ~ REMOVED ~ CONnNUED ________ __ RESOLUTION NO. ____ _ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: September 16, 2014 Honorable Mayor and Members of ~he City Council Daniel Singer, City Manager~l,l) Leah Browder, Director of Public Works' /}p Pat Ryan, Public Works Operations Manager 11-- Award of Contract for Environmental and Biological Fieldwork for Storm Water Maintenance Programs, RFP 15- 002 A notice inviting proposals for Environmental and Biological Fieldwork for Storm Water Maintenance Programs was duly advertised on July 24 and 31, 2014. Six proposals were received and opened on August 5, 2014. It was determined that Dudek best meets the evaluation criteria. The first term of the Contract is three (3) years beginning September 17, 2014 through September 16, 2017. The Contract may be extended through a total of two (2) separate one-year extensions. The maximum length of the Contract would be up to five (5) years. Recommended Action: It is recommended that the City Council award the Contract for Environmental and Biological Fieldwork for Storm Water Maintenance Programs, RFP 15-002, to Dudek, and authorize the City Manager to execute the necessary documents. Background: This Contract is to provide environmental and biological fieldwork, surveys and reporting in support of its storm water maintenance program activities throughout the City. Biological fieldwork services are required by various regulatory agencies as part of the City's on-going, permitted concrete and earthen channel maintenance programs. Annual concrete channel cleaning covers 45 City-owned sections of concrete channels (approximately 6.32 miles) and earthen vegetation maintenance includes 26 sections of City-owned drainage channels (a total of approximately 25 acres). These programs are intended to assure flood conveyance during peak winter storm flows by removing invasive exotic species, sediment, debris, trash, etc. within these drainage systems in advance of rainy season. Biological fieldwork services must be performed prior to operational work being performed within these drainage systems in order to meet permit requirements. 1 of 18 September 16, 2014 Item# 1.4 Award of Contract for Environmental and Biological Fieldwork for Storm Water Maintenance Programs, RFP 15-002 September 16, 2014 Page 2 Findings: Six proposals were received and opened on August 5, 2014. During review of the proposals, based on the proposers' responses, it was determined that additional information was necessary in order to clarify the number of visits required to survey the sites prior to initiation of the City's operational work. The proposers were given four days to make modifications and re-submit their proposals. Five of the six proposals were re-submitted with modifications made to address the additional clarification; one proposal was left as it was originally submitted. The proposals were re-evaluated and it was determined that Dudek best meets the City's requirements. Evaluation criteria for the proposals included experience and ability to perform, including, but not limited to, experience and history of the firm and costs as outlined in the proposal. The length of the initial Contract is three (3) years beginning September 17, 2014 through September 16, 2017. The Contract may be extended through a total of two (2) separate one-year extensions. The maximum length of the Contract would be up to five (5) years. Fiscal Impact: The City will pay Dudek on a time and material basis not to exceed $9,935 for the first year of the Contract. Sufficient funds for award of this Contract are budgeted in Fiscal Year 2014/2015 (Account 0412-4120). Environmental Review: This action is not subject to CEQA review. Public Notification: A copy of this report has been sent to Dudek. Attachment: A. Contract and Proposal Tables. (The entire Contract and RFP are on file with the Office of the City Clerk.) 2 of 18 September 16, 2014 Item# 1.4 City of Poway STANDARD AGREEMENT FOR SERVICES This Agreement, entered into this 17th day of September, 2014, by and between the CITY OF POWAY (hereinafter referred to as "City") and Dudek, a California corporation (hereinafter referred to as "Consultant"). RECITALS WHEREAS, City desires to obtain the services of a private consultant to perform environmental and biological fieldwork for storm water maintenance programs; and WHEREAS, Consultant is a California-focused environmental consultant and has represented that Consultant possesses the necessary qualifications to provide such services; and WHEREAS, City has authorized the preparation of an agreement to retain the services of Consultant as hereinafter set forth. NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS: 1. Scope of Services. Consultant shall provide services as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 2. Compensation and Reimbursement. City shall compensate and reimburse Consultant as provided in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 3. Term of Agreement. The term of this Agreement shall be as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 4. Termination. This Agreement may be terminated with or without cause by City. Termination without cause shall be effective only upon 60-day written notice to Consultant. During said 60-day period Consultant shall perform all consulting services in accordance with this Agreement. This Agreement may be terminated by City for cause in the event of a material breach of this Agreement, misrepresentation by Consultant in connection with the formation of this Agreement or the performance of ATTACHMENT A 3 of 18 September 16, 2014 Item# 1.4 services, or the failure to perform services as directed by City. Termination for cause shall be effected by deliver.y of written notice of termination to Consultant. Such termination shall be effective upon delivery of said notice. 5. Confidential Relationship. City may from time to time communicate to Consultant certain information to enable Consultant to effectively perform the services. Consultant shall treat all such information as confidential, whether or not so identified, and shall not disclose any part thereof without the prior written consent of the City. Consultant shall limit the use and circulation of such information, even within its own organization, to the extent necessary to perform the services. The foregoing obligation of this Paragraph 5, however, shall not apply to any part of the information that (i) has been disclosed in publicly available sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in publicly available sources of information; (iii) is now in the possession of Consultant without any obligation of confidentiality; or (iv) has been or is hereafter rightfully disclosed to Consultant by a third party, but only to the extent that the use or disclosure thereof has been or is rightfully authorized by that third party. Consultant shall not disclose any reports, recommendations, conclusions or other results of the services or the existence of the subject matter of this contract without the prior written consent of the City. In its performance hereunder, Consultant shall comply with all legal obligations it may now or hereafter have respecting the information or other property of any other person, firm or corporation. 6. Office Space and Clerical Support. Consultant shall provide its own office space and clerical support at its sole cost and expense. 7. Covenant Against Contingent Fees. Consultant declares that it has not employed or retained any company or person, other than a bona fide employee working for Consultant, to solicit or secure this Agreement, that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of the Agreement. For breach of violation of this warranty, City shall have the right to annul this Agreement without liability, or, at its sole discretion, to deduct from the Agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. 8. Ownership of Documents. All memoranda, reports, plans, specifications, maps and other documents prepared or obtained under the terms of this Agreement shall be the property of City and shall be delivered to City by Consultant upon demand. 4 of 18 September 16, 2014 Item# 1.4 9. Conflict of Interest and Political Reform Act Obligations. During the term of this Agreement Consultant shall not act as consultant or perform services of any kind for any person or entity whose interests conflict in any way with those of the City of Poway. Consultant shall at all times comply with the terms of the Political Reform Act and the local conflict of interest ordinance. Consultant shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the City in which the Consultant has a financial interest as defined in Government Code Section 87103. Consultant represents that it has no knowledge of any financial interests which would require it to disqualify itself from any matter on which it might perform services for the City. "Consultant" means an individual who, pursuant to a contract with a state or local agency: (A) Makes a governmental decision whether to: 1. Approve a rate, rule or regulation; 2. Adopt or enforce a law; 3. Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; 4. Authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires City approval; 5. Grant City approval to a contract that requires City approval and to which the City is a party, or to the specifications for such a contract; 6. Grant City approval to a plan, design, report, study, or similar item; 7. Adopt, or grant City approval of, policies, standards, or guidelines for the City, or for any subdivision thereof; or (B) Serves in a staff capacity with the City and in that capacity participates in making a governmental decision as defined in Regulation 18702.2 or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City's Conflict of Interest Code. 5 of 18 September 16, 2014 Item# 1.4 DISCLOSURE DETERMINATION: D 1. D 2. Consultant/Con~ractor will not be "making a goy~rnm~ntdecision" or "serving in a staff capacity" as defined in Sections A and B above. No disclosure required. Consultant/Contractor will be "making a government decision" or ·"serving in a staff capacity" as defined in Sections A and B above. As a result, Consultant/Contractor shall be required to file a Statement of Economic Interest with the City Clerk of the City of Poway in a timely manner as required by law. DEPARTMENT DIRECTOR 10. No Assignments. Neither any part nor all of this Agreement may be assigned or subcontracted, except as otherwise specifically provided herein, or to which City, in its sole discretion, consents to in advance thereof in writing. Any assignment or subcontracting in violation of this provision shall be void. 11. Maintenance of Records. Consultant shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred and shall make such materials available at its office at all reasonable times during the contract period and for three (3) years from the date of final payment under this Agreement, for inspection by City and copies thereof shall be furnished, if requested. 12. Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of the City of Poway. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes such services. 13. Licenses, Permits, Etc. Consultant represents and declares to City that it has all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any 6 of 18 September 16, 2014 Item # 1 .4 license, permit, or approval which is legally required for Consultant to practice its profession. 14. · Consultant's Insurance. Consultant shall provide insurance as set forth in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 15. Indemnification. (a) For Claims (as defined herein) other than those alleged to arise from Consultant's negligent performance of professional services, City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "lndemnitees") shall have no liability to Consultant or any other person for, and Consultant shall indemnify, protect and hold harmless lndemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including reasonable attorneys' fees and disbursements (collectively "Claims"), which lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of Consultant's negligent performance under this Agreement, or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, sub-consultants or employees. (b) For Claims alleged to arise from Consultant's negligent performance of professional services, lndemnitees shall have no liability to Consultant or any other person for, and Consultant shall indemnify and hold harmless lndemnitees from and against, any and all Claims that lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise to the extent occurring as a result of Consultant's negligent performance of any professional services under this Agreement, or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, sub-consultants or employees, committed in performing any of professional services under this Agreement. For Claims alleged to arise from Consultant's professional services, Consultant's defense obligation to lndemnitees shall include only the reimbursement of reasonable defense costs and attorneys' fees to the extent caused by Consultant's negligence. (c) The foregoing obligations of Consultant shall not apply to the extent that the Claims arise from the sole negligence or willful misconduct of City or its elected and appointed boards, officials, officers, agents, employees and volunteers. (d) In any and all Claims against City by any employees of the Consultant, anyone directly or indirectly employed by it or anyone for whose acts it may be liable, the indemnification obligation under this Section 15 shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Consultant under worker's compensation acts, disability benefit acts or other employee benefit acts. 7 of 18 September 16, 2014 Item # 1 .4 16. Consultant Not an Agent. Except as City may specify in writing, Consultant shall have no authority, expressed or implied, to act on behalf of City-in any capacity whatsoever as-an agent.---- Consultant shall have no authority, expressed or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 17. Personnel. Consultant shall assign qualified and certified personnel to perform requested services. The City shall have the right to review and disapprove personnel for assignment to Poway projects. City shall have the unrestricted right to order the removal of any person(s) assigned by Consultant by giving oral or written notice to Consultant to such effect. _ Consultant's personnel shall at all times comply with City's drug and alcohol policies then in effect. 18. Notices. Notices shall be given as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 19. Dispute Resolution. In the event of a dispute between City and Consultant concerning the terms of this Agreement or its performance, the parties agree to initially submit such dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration or litigation. In the event that the subject of such action is compensation claimed by Consultant in the event of termination, Consultant's damages shall be limited to compensation for the 60-day period for which Consultant would have been entitled to receive compensation if terminated without cause. In the event of arbitration, each party shall bear its own attorneys' fees and costs incurred. Any action to enforce or interpret the terms or conditions of this Agreement shall be brought in the Superior Court in San Diego County, Central Division. Consultant hereby waives any right to remove any such action from San Diego County as is otherwise permitted by California Code of Civil Procedure section 394. 20. Gender. Whether referred to in the masculine, feminine, or as "it," "Consultant" shall mean the individual or corporate consultant and any and all employees of consultant providing services hereunder. 8 of 18 September 16, 2014 Item # 1.4 21. Counterparts. This Agreement (and any amendments) may be executed in multiple counterparts, each-of which sha~l-be deemed an original, but all of which, together, shall constitute one and the same instrument. Documents delivered by telephonic facsimile transmission shall be valid and binding. 22. Entire Agreement. This Agreement shall constitute the entire understanding between Consultant and City relating to the terms and conditions of the services to be performed by Consultant. No agreements, representations or promises made by either party, whether oral or in writing, shall be of any force or effect unless it is in writing and executed by the party to be bound thereby. 23. Pension Reform Act of 2013 At all times during the term of the Agreement with the City, no officer, director, shareholder, member, partner, employee, or contractor, providing services to the City, will be a "retired annuitant," under the City's retirement system, ineligible for temporary employment under section 7522.56 of the California Government Code, which was added as a part of the Pension Reform Act of 2013. For the purposes of this statement a "retired annuitant" is a person retired from the California Public Employees' Retirement System ("CaiPERS"). Any retired annuitant proposed to provide work on behalf of the City must be eligible for appointment under the Pension Reform Act of 2013, and any other applicable laws, without any adverse financial impact to the City. (Remainder of page intentionally left blank) 9 of 18 September 16, 2014 Item# 1.4 IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement on the date first above written. City of Poway Consultant By: ____________ _ By: __________ _ Daniel Singer, City Manager Date: ____________ _ Its: ------------ Date:. _________ __ ATTEST: By: _______________ _ Date: _________ _ Sheila R. Cobian, CMC, City Clerk APPROVED AS TO CONTENT: By: _______________ _ Date: _________ _ Leah Browder, Director of Public Works APPROVED AS TO FORM: By: _______________ _ Date: _________ _ Morgan L. Foley, City Attorney 10 of 18 September 16, 2014 Item# 1.4 SPECIAL PROVISIONS" EXHIBIT "A" A. Scope of Services. Consultant agrees to perform consulting services as required by City. Consultant shall provide the necessary qualified personnel to perform the services. All items of the contract are reflected in the Request for Proposal. In performance of the services Consultant shall conduct: Environmental and Biological Fieldwork for Storm Water Maintenance Programs The specifications (both general and technical), the selected proposal, supporting data, and addenda are incorporated as a part of the executed contract. The City's Project encompasses 45 sections of concrete channels approximately 6.32 miles and 26 identified earthen work sites, approximately 25 acres in total, all within urban creeks and earthen flood control channels in the City of Poway, San Diego County, California. The City's Project activity entails removal of sediment, vegetation, trash and debris from concrete channels and clearing vegetation to improve flood control capacity and eradicating invasive plant species. The action is authorized through permits with the U.S. Army Corps of Engineers, California Department of Fish and Game, U.S. Fish and Wildlife Service, and the State Regional Water Quality Control Board. The Project is an on-going annual enhancement activity, and all sites have been previously cleaned and mowed. Consultant will not provide Project management services. Consultant will provide general consulting services in support of the aforementioned Project activities. City is responsible for all mapping, GIS work, permitting, coordination, and reporting to regulatory agencies. Task 1: Review of Permits In order to confirm that City Project activities abide by permits and authorizations, Consultant will review City's permits with the U.S. Army Corps of Engineers, California Department of Fish and Game, U.S. Fish and Wildlife Service, State Regional Water Quality Control Board, and City of Poway Habitat Conservation Plan to become familiar with requirements in regard to Project. Task 2: Recon Survey and Monitoring Consultant will attend meetings that may be requested or deemed necessary by City to meet the Project goals. Consultant will conduct field surveys at either 45 concrete channels or 26 earthen localities within the City of Poway to assess nesting bird activities, the limits of work, any mitigation responsibilities, and identify exotic plant species for eradication. All annual 11 of 18 September 16, 2014 Item# 1.4 work shall be on an as needed basis determined by work needing to be performed and funding. Concrete Channels -To protect nesting birds, no project activities shall occur"during nesting season unless nesting bird surveys are completed by a qualified biologist, and no nesting birds are present within 200' radius (500' for threatened and endangered species, and all raptors, including diurnal and nocturnal species). Bird surveys shall be performed as needed. Earthen Channels -Native vegetation shall be adequately identified by the biologist and communicated to the field Supervisor to prevent its disturbance during the City's enhancement activities. Consultant will identify willow and other large native trees (trunk diameter 3" dbh [diameter-breast-height]) that would require mitigation if impacted. During the survey, the Consultant's biologist will identify the approximate square footage and location of non-native vegetation and invasive exotic weed species to be eradicated. Consultant biologist will communicate with field Supervisor regarding sensitive native species likely to occur within the Project limits and direct the routes around sensitive habitat areas, including habitat for the coastal California gnatcatcher (Polioptila califomica) and San Diego thorn-mint (Acanthomintha ilicifolia). The biological consultant should be familiar with sensitive native species commonly found in riparian areas. The City's annual Projects are on-going, and the work sites have been previously maintained. Consultant will not flag all individual nesting sites, trees and plants, but will communicate with field Supervisor to avoid impacts to sensitive native species. City has already established the entry points for heavy equipment into the mowing areas. City will map and document the location and quantity of exotics it removes during Project. The survey is anticipated to take place over multiple days. Consultant will be responsible for presenting data in a timely fashion to City to use in conducting its scheduled channel mowing/flood control activities. The initial pre-maintenance survey work will be documented by Consultant in short memos ore-mails to City. Task 3: Survey Memos and Monitoring Report As the Consultant completes each section or group of sections, a brief memo or e-mail shall be provided to City reporting the findings. Generally, the memos will include a description of the resources at each site, the locations of areas with nesting activity, needing mitigation and areas where non-native species removal is being proposed. Concrete Channel Cleaning -The biological consultant will perform bird nesting surveys as needed and provide a brief memo or e-mail reporting the findings. If a nesting site is identified the consultant will advise and make recommendations. No post work annual report is required for the concrete channel cleaning activities. Earthen Channels -The biological consultant will be responsible for review of final maintenance impact data provided by the City of Poway in both map and table format for impacts to native tree species larger than the 3" dbh threshold and the noxious 12 of 18 September 16, 2014 Item# 1.4 ---~------------ weeds within the project area. In addition, letter memos describing work activities in progress, general conditions, and any required mitigation measures will be furnished as needed to City. The final maintenance memo will include a description of the resources at each mowing site;-the mitigation needs (if any) at each location, any impacts outside the limits of work, and areas (with acreage summary) where non-native species removal was completed. City will map and document the location and quantity of invasives removed. City prepares annual report to regulatory agencies as required by permits. For example, the Army Corps requires a post-activity report detailing project compliance with RGP 41 and confirming that any mowing did not constitute a discharge of fill. The California Dept. of Fish and Game requires an annual report detailing maintenance conducted. Consultant will prepare the biological/environmental monitoring section of the report to be drafted and finalized by Consultant with the direct input, collaboration, and approval of the City of Poway, Public Works Department. Consultant will meet City's timeframe for delivery of report section. Task 4: Client Coordination Additional Task As Needed: Pre-maintenance Nesting Bird Clearance Surveys The biological consultant will be responsible for conducting pre-maintenance nesting bird surveys, as requested, prior to any work being conducted during the migratory bird nesting season. After surveys are completed, a letter report will be filed with the City describing any work limitations that would be required to avoid damage to nesting bird species found within areas proposed for maintenance activities. [Remainder of Page Left Blank Intentionally] 13 of 18 September 16, 2014 Item# 1.4 B. Compensation and Reimbursement. City shall pay Consultant on a Time and Material basis not to exceed $9.935.00 per year of the Contract. Consultant's fee shall include and Consultant shall be responsible for the payment of all federal , state , and local taxes of any kind which are attributable to the compensation received . Do not include word processing staff or associated costs in any table. Proposal Table (1) Hourly Service Rate by Labor Category Project Manager Assistant Project Manager Regulatory Permitting Expert Field~ Field Biologist GIS Expert Storm Water Expert 14 of 18 labor Category Hourly Rate [Remainder of Page Left Blank Intentionally) $225 $140 $200 $110 $80 $120 $190 September 16, 2014 Item# 1.4 CONTRACT PROPOSAL: ANNUAL COST BREAKDOWN BY TASK FOR CONCRETE CHANNEL CLEANING PROGRAM (45 SECTIONS OF CHANNEL) Estimated hours per task and labor category. Consultant will invoice City for actual hours e xpended per task , not-to exceed the total contract amount.· · · Table shall assume all 45 sections of concrete channels . Note : Added with addendum . PROPOSER should note it requires multiple visits to ensure pre-survey/inspections are done within approx imately 7 days of work being performed . Post survey/inspections can be done consecutively or all in one visit. In previous years , the total number of site visits necessary for the pre and post survey/inspection process has averaged 8 visits per annual Concrete Channel Cleaning Program . Task1: Task2 : Task3 : Rev1ew of Recon Momtormg Task 4: Client Total Total Labor Ca tegory Permits Survey Memos Coordmat1on Hour s Cos t Project Mnlgerf 1 1 See Note 2 450 Below Assistn Project 2 2 1 See Note 5 700 Manager Below Field Biologist 1 18 See Note 19 2090 Below Field Biologist 18 See Note 19 1520 Below GI S Expert See Note Below Totalabor 5 38 2 45 4760 Other Direct Costs 100 100 200 T ota Contract 695 3800 465 4960 ~PenniliiQ See Note Expert Below Slcrm WBI« Expert See Note Below Note: ln~ial nesting surveys are included in Task 2. Additional nesting bird surveys and other tasks would be ch arged on a time and materials basis per the Labor Rate tabl e (Table 1 ). 15 of 18 September 16, 2014 Item# 1.4 CONTRACT PROPOSAL: ANNUAL COST BREAKDOWN BY TASK EARTHEN CHANNEL MOWING PROGRAM (26 SECTIONS OF CHANNEL) Estimated hours per task and labor category . Consultant will i nvoice City for actual hours expended per task, not to exceed the total contract amount. Table shall assume all26 sections of earthen c hannel. Note : Added with addendum. PROPOSER s hould note it requires multiple visits to ensure pre-survey/i nspections are done w ithin approximately 7 days of work being performed . Post survey/i nspections can be done consecutively or all in one visit. In previous years , the total number of site visits necessary for the pre and post survey/inspection process has averaged 8 visits per annual Earthen Channel Mowing Program . Task 1: Task 2: Task 3: Rcv1cw of Rccon Momtonng Task 4: Chen! Total Total Labor Category Permits Survey Memos Coordination Hours Cost Prqect Manager! See Nolie Below 1 22S Assistart Project 2 2 See Nole Below 4 560 Ma1ager Field Biologist 18 3 See Nole Below 21 2310 Field Biologist 18 3 See Nole Below 21 1680 GIS Expert See Nole Below Total Labor 22 9 47 4ns Other Direct Costs 100 100 200 Total Cordrad 2280 1175 4975 RagUaby PeliilliiQ See Nole Below Expert SUm WtJII!s Expert See Nole Below Note: Because work is not expected to occur during the avian nesting season , this as-needed task is likely not requ ired . If it were to be required, then work wou ld be conducted in accordance with the Labor Rate table {Table 1) 16 of 18 September 16 , 2014 Item# 1.4 C. Term of Agreement. This Agreement shall be effective from the period commencing September 17, 2014 and ending September 16; 2017, .. "unless soo-ner-terminated by-Gity·as provided in the section of this Agreement entitled "Termination." The Contract may be extended with the written mutual agreement of both parties for two (2) additional one (1) year periods. The maximum length of the Contract can be five (5) years. Each renewal period, the Contractor's costs for the upcoming year may, will be adjusted based on the annual change of the San Diego County Consumer Price Index (CPI-W) for the San Diego area from January 1 to December 31 of the previous calendar year. The CPI shall be based on "Urban Wage Earners and Clerical Workers", not to exceed five (5) percent. The first adjustment would occur no earlier than September 17, 2017, and would be based on the change in the San Diego Region Consumer Price Index prior calendar year. Upon expiration or termination of this Agreement, Consultant shall return to City any and all equipment, documents or materials and all copies made thereof which Consultant received from City or produced for City for the purposes of this Agreement. D. Consultant's Insurance. 1. Coverages: Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive General Liability, including premises- operations, products/completed, broad form property damage, and blanket contractual liability with the following coverages: General Liability $1,000,000 Bodily Injury and Property Damage combined each occurrence and $2,000,000 aggregate. (b) Automobile Liability, including owned, hired, and non-owned vehicles: $1,000,000 combined single limit. (c) Consultant shall obtain and maintain, during the life of the Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy limits of not less than $1,000,000 combined single limits, per claim and annual aggregate. (d) Workers' Compensation insurance in statutory amount. All of the endorsements which are required above shall be obtained for the policy of Workers' Compensation insurance. 17 of 18 September 16, 2014 Item# 1.4 2. Endorsements: Endorsements shall be obtained so that each policy contains the following ·three provisions:·· · (a) Additional Insured. (Not required for Professional Errors and Omissions Liability Insurance or Workers' Compensation.) "City of Poway and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice. "Said policy shall not terminate, nor shall it be canceled, until thirty (30) days after written notice is given to City." (c) Primary Coverage. "The policy provides primary coverage to City and its elected and appointed boards, officers, agents, and employees. It is not secondary or in any way subordinate to any other insurance or coverage maintained by City." 3. Insurance Certificates: Consultant shall provide City certificates of insurance showing the insurance coverages described in the paragraphs above, in a form and content approved by City, prior to beginning work under this Agreement. E. Notices. All notices, billings and payments hereunder shall be in writing and sent to the following addresses: To: Mike Obermiller, P.E. Assistant Director of Public Works City of Poway P.O. Box 789 Poway, CA 92074-0789 To: Mr. Brock Ortega Dudek 605 Third Street Encinitas, CA 92024 Email bortega@dudek.com 18of18 September16,2014 ltem#1.4 APPROVED 0 APPROVED AS AMENDED 0 (SEE MINUTES) DENIED 0 City of Poway COUNCIL AGENDA REPORT REMOVED 0 CONTINUED ____ _ RESOLUTION NO. ___ _ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: September 16, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager~.;> Robert J. Manis, Director of Development ServicesiJ1 Steve Crosby, City Engineer~G Melody Rocco, Senior Civil Engineer V\f...- A Resolution of the City of Poway, California,_ Removing a Bus Loading Zone along the south side of Cynthia Lane east of Midland Road The City has received a request to remove the Bus Loading Zone and associated "No Parking" sign and curb marking along the south side of Cynthia Lane east of Midland Road, adjacent to the Midland Professional Center. The Bus Loading Zone was established by City Council Resolution. No. 96-120 based upon a request by the Poway Unified School District (PUSD) in 1996. This Bus Loading Zone is no longer necessary. Recommended Action: It is recommended that the City Council adopt the attached Resolution (Attachment A) removing the Bus Loading Zone, rescinding Resolution No. 96-120 and direct staff to remove the "No Parking" sign and approximately 90 feet of red curb marking associated with the Bus Loading Zone. Background: In 1996 the City received a request from PUSD to install a Bus Loading Zone and associated "No Parking" sign and red curb marking along the south side of Cynthia Lane east of Midland Road, next to the Midland Professional Center. The request was made to accommodate school busses dropping off and picking up Special Education students, at various times of day, for the Special Education Transition Program which was housed in the Midland Professional Center. The request was approved by the Traffic Safety Committee and the City Council adopted Resolution No. 96-120 (Attachment B), which established the Bus Loading Zone. Attachment C depicts the Bus Loading Zone established by Resolution No. 96-120. In the spring, City staff received a request to remove the Bus Loading Zone by an adjacent property owner. 1 of6 September 16, 2014 Item# /, S" ------------------------------~ Resolution Removing a Bus Loading Zone along the south side of Cynthia Lane east of Midland Road September 16, 2014 Page 2 Findings: City staff met with PUSD representatives, Tim Purvis and Terri Ambrezewicz, to discuss the request to remove the Bus Loading Zone. Mr. Purvis indicated that the Special Education Transition Program is no longer housed in the Midland Professional Center. It was agreed that the Bus Loading Zone and associated "No Parking" sign and red curb marking are no longer needed and should be removed to allow for additional on-street parking. Staff also contacted the management for the Midland Professional Center regarding the Bus Loading Zone. They indicated that they have no issue with its removal. Although Cynthia Lane is a private street, staff recommends the City remove the Bus Loading Zone, since the City installed it. The proposed Resolution will remove the Bus Loading Zone and associated "No Parking" sign along with approximately 90 feet of red curb marking established by Resolution No. 96-120. This item was discussed at the Traffic Safety Committee meeting of August 13, 2014. The Committee, which includes a representative from the Poway Unified School District and the Sheriff's Department, concurred with staff's recommendation to remove the Bus Loading Zone. Fiscal Impact: There are sufficient funds available in account number 0407-4330 for the estimated $200 curb painting costs. Environmental Review: This action is not subject to review under the 2014 California Environmental Quality Act (CEQA) Guidelines. Public Notification: A copy of this report was sent to Terri Ambrezewicz, Transportation Manager, Poway Unified School District. Attachments: A. Resolution B. Resolution No. 96-120 C. Location Map M:\engserv\traffic\Agenda 14\Cynthia Lane Bus Zone Removal\Agenda Report.docx 2 of6 September 16, 2014 Item#/,;- RESOLUTION NO. 14- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, RESCINDING RESOLUTION NO. 96-120, REMOVING A BUS LOADING ZONE ALONG THE SOUTH SIDE OF CYNTHIA LANE EAST OF MIDLAND ROAD WHEREAS, on December 10, 1996, the City Council approved Resolution No. 96- 120 establishing a "Bus Loading" Zone on the south side of Cynthia Lane east of Midland Road to serve the Special Education Transition Program; and WHEREAS, the Poway Unified School District has since relocated the Special Education Transition Program; and WHEREAS, the City Council has determined that the "Bus Loading" Zone along the south side of Cynthia Lane, east of Midland Road, is no longer necessary. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: Section 1: Resolution No. 96-120 is hereby rescinded thereby removing the "Bus Loading" Zone. PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway at a regular meeting this 16th day of September 2014. Don Higginson, Mayor ATTEST: Sheila R. Cobian, CMC, City Clerk 3 of6 ATTACHMENT A September 16, 2014 Item# 1.5 STATE OF CALIFORNIA ) ) ss COUNTY OF SAN DIEGO ) Resolution No. Page 2 I, Sheila R. Cobian, City Clerk, of the City of Poway, do hereby certify under penalty of perjury that the foregoing Resolution No. 14-was duly adopted by the City Council at a meeting of said City Council held on the 161h day of September 2014, and that it was so adopted by the following vote: AYES: NOES: ABSENT: DISQUALIFIED: 4 of6 Sheila R. Cobian, CMC, City Clerk City of Poway September 16, 2014 Item# 1.5 RESOLUTION NO. 96-120 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA ESTABLISHING A BUS LOADING ZONE ON THE SOUTH SIDE OF CYNTHIA LANE EAST OF MIDLAND ROAD WHEREAS, Section 22500.5 of the California Vehicle Code permits the establishment of "No Stopping, Standing, or Parking" zones for the purpose of creating "Bus Loading" zones; and WHEREAS, Section 10.28.220 of the Poway Municipal Code permits the establishment of "Bus Loading" zones in the City of Poway; and, WHEREAS, the City Council has determined that a certain "Bus Loading" zone should be established, NOW, THEREFORE, BE IT RESOLVED that, in accordance with Sections 22500.5 of the California Vehicle Code and 10.28.220 of the Poway Municipal Code, a "Bus Loading" zone is hereby established in the following location: Bus Loading: On the southerly curbline of Cynthia Lane beginning at the easterly extended curbline of Midland Road, thence easterly a distance of 180 feet. PASSED, ADOPTED, AND APPROVED by the City Council of the City of Poway, California at a regular meeting. thereof this lOth day of December, 1996. ~~-· Don Higgins~ayor ATIEST: Marjo~ie . Wahlsten, City Clerk STATE ~ALIFORNIA COUNTY OF SAN DIEGO I, Marjorie K. Wahlsten, City Clerk of the City of Poway, do hereby certify under penalty of perjury that the foregoing Resolution No. 96-120 was duly adopted by the City Council at a meeting of said City Council held on the lOth day of December, 1996, and that it was so adopted by the following votes: AYES: NOES: ABSTAIN: ABSENT: 5" of 6 CAFAGNA, EMERY, GOLDBY, RtXFORD, HIGGINSON NONE NONE NONE ra jorie K. Wahlsten, City Clerk City of Poway ATTACHMENT 8 September 16,2014 Item# 1.5 ~ )> -t -t )> 0 :L 3: m z -t 0 , S' 3 tr CD ., ~ ~I '•· =i';'~ , 1\) 0 ~ ~ Ci) 3 :u: ~ (71 Q Print Date : 8 /11/2014 Cynthia Lane Bus Loading Zone Removal Map Scale: 1 Inch = 25 feet City of Poway COUNCIL AGENDA REPORT APPROVED D APPROVED AS AMENDED 0 (SEE MINUTES) DENIED D REMOVED D DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: CONTINUED ________ __ September 16, 2014 Resolution No. ___ _ Honorable Mayor and Members of the City Council Daniel Singer, City Manager ~~ Leah Browder, Director of Public Works"'*t Jb Pat Ryan, Public Works Operations Ma~ger 7 f'..- Acceptance of Directional Sign Replacement on Scripps Poway Parkway, RFB 14-012 This project consisted of replacement of one of the City of Poway's medium-sized directional signs on Scripps Poway Parkway, which was destroyed in a traffic accident. Recommended Action: It is recommended that the City Council: 1. Accept the Directional Sign Replacement on Scripps Poway Parkway, RFB 14- 012, as complete; 2. Authorize the City Clerk to file and record the Notice of Completion; 3. Authorize the release of the retention in the amount of $519.90, 45 days after City Council acceptance; 4. Release The Ohio Casualty Insurance Company Bond for Material and Labor in the amount of $1 0,398.00; and 5. Retain The Ohio Casualty Insurance Company Bond for Faithful Performance for a period of one year. Background: On April 1, 2014, the City Council awarded the contract for the Directional Sign Replacement on Scripps Poway Parkway Project to AToM Engineering Construction, Inc., in the amount of $10,398.00. The project start date was June 13, 2014, with the final date of completion on or before July 30, 2014. Findings: Additional time was granted due to the need to adjust the specifications. The project was completed on August 19, 2014. The final contract amount is $10,398.00. Staff finds the project to be complete in accordance with the standards and specifications of the contract. 1 of 2 September 16, 2014 Item# lJz_ Acceptance of Directional Sign Replacement on SPP, RFB 14:-012 September 16, 2014 Page 2 . Fiscal Impact: Sufficient funds are available in the Streets Division budget (0411-4514) for the release of retention. The City will pursue full reimbursement from the party involved in the accident (and/or the party's insurer). Environmental Review: This item is not subject to CEQA review. Public Notification: A copy of this report was sent to AToM Engineering Construction, Inc. 2 of 2 September 16, 2014 Item # /, b APPROVED D APPROVED AS AMENDED D (SEE MINUTES) City of Poway COUNCIL AGENDA REPORT DENIED D REMOVED D CONTINUED ____ _ RESOLUTION NO. ___ _ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: September 16, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager~ Leah Browder, Director of Public Worksr (\ Michael Obermiller, P.E., Assistant Director o~.llblic Works~ Pat Ryan, Public Works Operations Manager/~,c:: .. ' Request for Authorization to Purchase Three Truck Cab/Chassis and Two Safety Services Replacement Vehicles through the State of California's CMAS Purchase Program, and Authorization to Use Informal Competitive Bidding for Construction/Installation of Truck Bodies The City's Fiscal Year 2014/2015 Capital Replacement Equipment budget includes funding to purchase three replacement trucks for Public Works and two specialized vehicles for Safety Services. For maximum efficiency and optimal pricing, these vehicles are recommended for purchase through the State of California's Multiple Awards Schedule (CMAS) procurement process. Additionally, it is proposed that the construction/installation of truck bodies for the three replacement truck cab/chassis be added to the informal competitive bidding process currently in process for previously purchased cabs/chassis, as authorized by City Council on April15, 2014. Recommended Action: It is recommended that the City Council authorize the purchase of three truck cab/chassis and two replacement vehicles for Safety Services through the State of California's CMAS Purchase Program at a total estimated cost of $136,936.00, and authorize the additional construction/installation of truck bodies using the in-process informal bidding process, and authorize the City Manager to process the necessary contracts. Background: Public Works is scheduled to replace three heavy duty trucks for Facilities, Streets Maintenance and Utilities Divisions. Two of the trucks being replaced are over 13 years old, exceeding the projected replacement life by three years. All three trucks have accrued high mileage and have reached a point where maintenance and repair costs are outpacing value. Additionally, Safety Services has requested replacement of two specialized pursuit vehicles that are not typically available to the general public. 1 of 10 September 16, 2014 Item# /, 7 Authorization to Purchase Three Truck Cab/Chassis and Two Vehicles September 16, 2014 Page 2 The CMAS Program was made available to local governments in October 1993 with the passage of Assembly Bill 1727. The program provides a streamlined and effective procurement option by establishing agreements with manufacturers and suppliers currently on an existing multiple award schedule with the Federal General Services Administration after participating in a competitive procurement procedure. Staff has reviewed the unit costs for these trucks and chassis and replacement vehicles for Safety Services currently offered through CMAS and found them to be advantageous to the City. The type of trucks and vehicles recommended for this purchase are not generally found on local lots that sell to the public. It does not appear that going out to bid on our own would provide better options for the City. The City has previously used the CMAS Program with good results, finding a lack of bidder response through the formal bidding process, in spite of comprehensive outreach, for these types of heavy duty trucks. At the City Council meeting held on April 15, 2014, City Council approved an open market process to construct six truck bodies. This was due in part to the lack of response to the last two formal bids for this service, with each bid process yielding only one bid for the work. Utilizing the informal bidding approach will afford the City the opportunity to receive competitive bids on the construction/installation of the custom truck beds. Later this year, the City will be issuing request for bids in order to purchase several additional vehicles including a van, SUV and several pick-ups. This opportunity will allow vendors, including local automobile dealers, to submit a competitive bid for one or more of the vehicles. Findings: The trucks and vehicles are available through the CMAS statewide contract 1-14-23-20 and 1-14-23-108. The following table contains additional information on the pricing. City Vehicle Description of Truck Cab/Chassis and Vehicles Contract Price Unit# to be Purchased (*includes tax) 30 2015 Ford-Line 25 State Contract 1-14-23-20 E $26,898.00 90 2015 Ford-Line 25 State Contract 1-14-23-20 E $26,898.00 31 2015 Ford-Line 25 State Contract 1-14-23-20 E $26,898.00 900 2015 Dodge-Line 31 State Contract 1-14-23-108 *$28,121.00 902 2015 Dodge-Line 31 State Contract 1-14-23-108 *$28, 121.00 Total Cost $136,936.00 Fiscal Impact: Sufficient funds for the purchase of the replacement vehicles and construction/ installation the trucks beds as described in this report are appropriated with the FY 2014/15 budget (01 08-61 04). 2 of 10 September 16, 2014 Item# LZ_ Authorization to Purchase Three Truck Cab/Chassis and Two Vehicles September 16, 2014 Page 3 Environmental Review: This action is not subject to CEQA review. Public Notification: A copy of this report was sent to Elk Grove Dodge Chrysler Jeep. Attachments: A. Vehicle Quotation, Elk Grove Dodge Chrysler Jeep and CMAS Pricing B. City of Poway Form of Contract Sale and Purchase of Goods and Materials 3 of 10 September 16,2014 Item# .t1_ I 0 E A L E R ITEM 1 Elk Grove Dodge Chrysler Jeep 8575 Laguna Grove Drive Elk Grove, Ca. 95757 CONTACT: DWANE GALATTI T: 916-429-4702 F: 916-421-0149 QYT MODEL CODE Q u 0 T E F 0 R DESCRIPTION 2 LDDM48 2014 Dodge Charger SE City of Poway Attn: Tony Bowers 858-668-4745 State of Cal Contract 1-14-23-108 Line 31 F .O.B. Los Angeles UNIT EXTENDED $22,238.00 $44,476.00 2 2 LDDE48 Upgrade to 2104 Dodge Charger Police $546.70 $1,093.40 3 2 EZH 5. 7L VB Hemi Engine $2,183.50 $4,367.00 4 2 AJJ Connectivity Group $485.10 $970.20 5 2 AEB Street Appearance Group $367.40 $734.80 6 2 Spare Full Size Spare NIC N/C Subtotal $25,820.70 $51,641.40 Sales Tax @ 8.0% $2,065.65 $4,131.31 Tire Fee $8.75 $17.50 Delivery to Poway $225.00 $450.00 Total Delivered to Poway $28,120.10 $56,240.21 Elk Grove Reet 8575 Laguna Grove Drive Elk Grove california 95757 DWANEFLEET@HOTMAILCOIII 4 of 10 ATTACHMENT A September 16, 2014 Item# /. 7 Att<lchment A -Contract Prici ng RANK 1 Fleet Veh icles -TRUCKS Contract 1-14-23-20 A -G Con toct oeacrlptlon FOB Llnelt.m • ICLIHI True'-, c ;u, & Cnas&l5, 4X2, 1\egUIJ• CJII. l t!O tl.-tl Torque, GASOLIN E f ueiKt. (>l! n. CA, 1&COO Ill. GW'"· In ac::ordance Ntll'l Specmoa:1 Dn 2J 1c-2e2r. 25 Oat.ed 9!24.'13 s actar1en:o [Con b ets: powntown Ford Sales-(916 ) 442-6931 !Hanford Toyota-(559 ) 707-5735 W i nner C hevro l et-(9t6) 4 29-4700 Elk G rove Auto G roup {Q16) 429-4700 Rive rvi-International (9 16} 669-0253 Wondrie s F l eet Group (626) 457-5590 Attachment A-Contract Pricing RANK 3 Fleet Vehicle s -CARS Contract 1-14-23-1 0 A -G UNSPSC Unit or ouantlty In Makl· Code Meaeure Unlf Of fUOWI Muauno 25 10 160!1 "'ath I ford Rank 3 vehicles are NOT availabl:e for State department use contact De1cr1pt1on une111m 11 (CUHI Luge c ar. 4-Dl!Or, f..Ou~enger. eu truele4 Veh :le l.n a:corua~ wlltl ~ptemc.non 31 2J 1D-262E oa:~ 9 /2J./1J Contacts: Downtown Ford S al es-(9 16) 442-6031 Hanford Toyou-(559) 707 -5735 Winn er Chevrolet-(01 6 ) 429-4700 Elk G rove Auto Group (Q 16) 429-4700 Hanford H)'Yndai-(55Q) 707-5735 Wondnes FI-t G r oup (626} 457-5500 FOB Lo&AnQele& UNSPSC Code Unit or Outnlrty In Ma~e M .. eure Unit of IUOMI wauurw 2510 1503 :ach 1 Dodge Modtl Vthlcle s 11v1ce Pl'ln Contr1ct Unit Contr1ct Unit Prleo Prleo F 4 G $:2G 858.00 'II A WoCS.I VlhJCI I S 1rv1ce Plan COII111Ct Contr1ct Unit Unit PJlC. Pnc• Cherger $2~,2:1~.00 _ _ _ __!_4_~9 .CO Outer contract 11 won:lt!es Fl!et GrouD H4-2J-20E Dealer Contract II ~l:k Grov e Auto <:;r~up _ _1_-14-2J-1 0_1L__ ~I ~ E Q) - -.:t ...... 0 N <0 ...... ..... Q) ..0 E 2 a. Q) en 0 ...... -0 I() CONTRACT FORM OF CONTRACT SALE AND PURCHASE OF GOODS AND MATERIAL This Contract, entered into this day of , 2014, by and between the CITY OF POWAY, a general law city and municipal corporation (the "City"), and a California [corporation, limited liability company, general partnership, sole proprietorship, dba], (the "Seller''). 1 . Sale and Purchase. Seller will sell, transfer and deliver to City, and City will accept and purchase from Seller at the location identified in Section. 4, below, and in the Bid Sheet, attached hereto as Exhibit "1 "and made part hereof, all of the goods, materials and other items in such quantities as City may require, of such specified sizes, quality and types, classifications, and minimum order for each shipment, as defined by the Department of Public Works, and as are identified in the Bid Schedule. 2. Price. Seller agrees to invoice the goods and services, as it may apply, sold at the prices identified in Bid Schedule. 3. Payment. The City shall make payment within 30 days of receipt of invoice. Payment shall be considered as having been made .upon the date such payment is deposited in the U.S. Mail, first-class postage pre-paid and addressed to Seller. Payment terms for this contract include a $500 per vehicle discount for payment made within twenty (20) days. For this bid, cash discount time will be defined as beginning only after the vehicle has ·been inspected, delivered and accepted by the receiving agency, or from the date a correct invoice is received in the office specified on the Purchase Order, whichever is later. Payment is deemed to be made, for the purpose of earning the discount, one (1) working day after the date on the warrant or check. Normally, acceptance will be accomplished within twenty (20) normal business days after a vehicle is delivered. 4. Delivery. Delivery shall be to Tony Bowers, City of Poway, 14415 Lake Poway Rd, Poway, CA 92064, within 120 days ARO (after receipt of order). 5. Supply and Output Capability of Seller. If Seller is unable for any reason to supply City's requirements, Seller shall immediately notify City and provide its best estimate of the delivery and installation, as it may apply. City may, at its sole and exclusive option, notify Seller in writing of City's decision to terminate the order without liability. If the inability to supply City with its needs is not due to the negligence or faults of Seller, and Seller has notified City in 6 of 10 ATTACHMENT B September 16, 2014 Item# .l.!.1_ writing as soon as Seller discovers the circumstances necessitating a revised delivery date, the termination of the order s_hall not entitle City to any damages. 6. Claims. The shipment will be FOB Poway, CA at the address set forth in Section 4, above, with all delivery charges and claims for en route damage the responsibility of the Seller. Evident damage to any shipment will be indicated by a notation, which will, with the exception of concealed damages, be made by the carrier's agent on the delivery receipt before the receipt is signed for acceptance. The notation must clearly specify the extent of damage. Concealed damage must be reported to the carrier within 15 days of delivery. 7. Assignment and Delegation: Successors. Neither Seller nor City shall assign any rights or delegate any obligations to the Contract without·express written approval and acceptance of the other party. Any such assignment or delegation without express written approval and acceptance shall be null and void. All terms, conditions and provisions of this bid proposal shall inure to and bind each of the parties hereto, and each of their successors in interest, executors, and administrators. 8. Indemnification. Seller agrees to indemnify, defend by an attorney of the City's own choice, and save harmless, the City, and its elected and appointed officers, agents and employees (the "lndemnitees") against any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims"), which lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the City's use of the product and installation services sold by seller to City, provided that City has not altered or tampered with such product in any way and has used such product in accordance with Seller's or manufacturer's instructions and warnings. If any action or proceeding is brought against lndemnitees by reason of any of the matters against which Applicant has agreed to indemnify lndemnitees as provided above, Applicant, upon notice from City, shall defend lndemnitees at Applicant's expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. lndemnitees need not have first paid for any of the matters to which lndemnitees are entitled to indemnification in order to be so indemnified. The insurance required to be maintained by Applicant under Section 2, item 14 shall ensure Applicant's obligations under this section, but the limits of such insurance shall not limit the liability of Applicant hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement. 7 of 10 September 16, 2014 Item# U_ The provisions of this section do not apply to Claims occurring as a result of the City's sole negligence or willful acts or omissions. --··---------· --· The parties agree to cooperate fully in the resolution of any claims for such liability, loss or damage. 9. Seller's Insurance. The City shall be named as an additional insured with the bidder. Refer to the Insurance Code of the State of California. Evidence shall be furnished that the requirements of said code are met. Unless specified otherwise, the minimum requirements are as follows: • Comprehensive General Liability: $1,000,000 Bodily Injury & Property Damage combined each occurrence and $2,000,000 aggregate; • Automobile Liability, including owned, hired, and non-owned vehicles: $1,000,000 Combined Single Limit coverage; • Workers' Compensation insurance: Per the statutory amount. Each policy is to provide primary coverage to City and its elected and appointed boards, officers, agents, and employees. It is not secondary or in any way subordinate to any other insurance or coverage maintained by City. The failure of bidder to provide City with insurance meeting all requirements of this Contract within 10 calendar days, excluding Sundays and Holidays, after the Award of Bid shall constitute a material breach of the Contract, entitling City to terminate the Contract. All bonds and all insurance shall meet the following standards. The issuing company: a. Shall be an "admitted surety" or an insurance company listed by the State Insurance Commissioner; and b. Shall have a rating in the latest Best's Rating Guide of "A-" or better and Class VI or better; or be "treasury listed" for the size of risk to be undertaken. In the event that the company does not satisfy subsection (b) above, the City Attorney or City Manager may only approve such company if the small size of the insurance or surety obligation or other risk factor justify approval, and satisfactory evidence is produced by the company that its financial responsibility and performance capability are sufficient to insure or secure adequately the risk obligation (See City Council Resolution 90-082). 10. Integration. The terms of this Contract are intended by the parties to be the final expression of our agreement with respect to such terms and also as a complete and exclusive statement of such terms. Any documents prepared and issued by City in preparation for 8 of 10 September 16, 2014 Item# /. 7 and preliminary to the award and execution of a Purchase Order are expressly made a part of this Bid. However, in the event of any conflict between the written expressions of such prior documents and the written-·expressions of this· document; the terms and interpretations given to the provisions of this writing shall prevail. No agreement, representation, or promise made by either party hereto, or by or to an employee, officer, agent or representative of either party, shall be of any effect unless it is in writing and executed by the party to be bound thereby. 11. Applicable Law. The order shall be governed by the laws of the State of California. Any legal action brought to enforce the terms and conditions of this Agreement shall be filed in a court of competent jurisdiction with San Diego County. Seller hereby waives any right to remove any action from. San Diego County as is otherwise provided in California Code of Civil Procedure Section 394. In the event any legal action is taken by either party to this Agreement, the prevailing party shall be entitled to recover reasonable attorney fees and court costs from the other party. 12. Dispute Resolution. In the event of a dispute between City and Seller concerning the terms of this Agreement or its performance, the parties agree to initially submit such dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration or litigation. In the event of arbitration, each party shall bear its own attorneys' fees and costs incurred. Any action to enforce or interpret the terms of conditions of this Agreement shall be brought in the Superior Court in San Diego County, Central Division. Seller hereby waives any right to remove any such action from San Diego County as is otherwise permitted by California Code of Civil Procedure section 394. 13. Counterparts. This Agreement (and any amendments) may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute one and the same instrument. Documents delivered by telephonic facsimile transmission shall be valid and binding. 14. Entire Agreement. This Agreement, all written parts of the bid and any and all addendum, shall constitute the entire understanding between Seller and City relating to the terms and conditions of the services to be performed by seller. No agreements, representations or promises made by either party, whether oral or in writing, shall be of any force or effect unless it is in writing and executed by the party to be bound thereby. [Remainder of Page Left Blank Intentionally] 9 of 10 September 16,2014 Item# J.;}_ IN WITNESS WHEREOF, the parties hereto have caused this order to be executed by their respective authorized representatives. SELLER: ____________________________ __ BY: ------------------------------------Signature of Seller's Authorized Representative PRINT NAME:-------------- CITY OF POWAY: BY: --~--~~--~~~------------------Daniel Singer, City Manager Date: --------------------------------- ATTEST: By: ____________________________ __ Sheila R. Cobain, CMC, City Clerk Date: ----------------------------- Approved as to content: By: ______________________________ _ Leah Browder, Director of Public Works Date: ----------------------------- Approved as to form: By: ______________________________ _ Morgan L. Foley, City Attorney Date: ------------------------------ 10 of 10 September 16, 2014 Item# .L1_ CITY OF POWAY MEMORANDUM ADDITIONAL MATERIAL (Agenda Related Writings/Documents provided to City Council or Staff after distribution of the Agenda Packet for the September 16, 2014 Council Meeting) TO: FROM: INITIATED BY: SUBJECT: Honorable Mayor and Members of the City Council Daniel Singer, City Manager D4. Leah Browder, Director of Public Works Michael Obermiller, P.E., Assistant Director of Public Works Pat Ryan, Public Works Operations Manager Request for Authorization to Purchase Three Truck Cab/Chassis and Two Safety Services Replacement Vehicles through the State of California's CMAS Purchase Program, and Authorization to Use Informal Competitive Bidding for Construction/Installation of Truck Bodies The City's Fiscal Year 2014/15 Capital Equipment Replacement budget includes funding to replace seven vehicles, including three trucks for Public Works. However, it does not include funding to replace two specialized vehicles for Safety Services. At the time of FY 14/15 budget preparation, staff did not anticipate replacing these Safety Services vehicles. It is now necessary to replace these vehicles so that they can be rotated to the Poway Senior Volunteer Patrol (SVP) unit. Of the three existing SVP vehicles, one was recently damaged beyond repair in a traffic accident and one vehicle has exceeded mileage thresholds such that maintenance costs are now outpacing value. While these replacements were not anticipated at the time the budget was adopted, sufficient funding is currently available in the FY 14-15 budget because other planned vehicle purchases have been delayed until later this fiscal year. Sufficient funding is available in the City's Capital Equipment Replacement Fund for all anticipated FY 14/15 vehicle purchases. Further, excess vehicle purchase funds were returned to this fund at the end of FY 13-14 because some vehicle purchases were delayed last year. Staff anticipates returning to Council at a future date to request an additional appropriation from the Capital Equipment Replacement fund to complete the purchase of the four remaining vehicles originally slated for replacement in Fiscal Year 14/15. It also appears, based on updated vendor estimates, that additional funding may be required to "up-fit" the two Safety Services vehicles and to complete customized truck bed purchases for the three trucks described in the original Council Agenda Report. Any additional funding need will be estimated after bids and quotes have been received. 1 of 1 September 16, 2014 Item# 1.7 1 of 10 APPROVED 0 APPROVED AS AMENDED 0 City of Poway COUNCIL AGENDA REPORT (SEE MINUTES) DENIED 0 REMOVED 0 CONTINUED----- DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUTION NO. ___ _ September 16,2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manage~ Scott Edwards, Director of Administrative Services~ Brad Rosen, Information Technology Manager ~ Approval of Agreement between the City of Poway and Cartegraph Systems, Inc. for Software Licensing and Maintenance The City utilizes Cartegraph Systems' software (Cartegraph) to manage the Public Works Department work orders and facility assets. With increased software implementation over the past few years, including mobile access for field crews, the City now requires additional software licenses. The most cost-effective solution is to transition to Cartegraph's Unlimited License Agreement (ULA) that would provide all necessary desktop, mobile and YourGOV licensing and software support to meet the City's current and future needs. Recommended Action: It is recommended that the City Council authorize the City Manager to execute an agreement with Cartegraph for a one-year Unlimited License Agreement. Background: The City's Public Works Department utilizes Cartegraph software for work order and asset management. Over the past five years, the City has increased its use of the software, including deployment of mobile computers in the field, which has improved the workflow of service requests and repairs as well as management of the City's assets. Currently, the City owns 20 Cartegraph licenses. However, based upon our current and anticipated needs, 20 licenses is not sufficient to support the activities of the department. Following research and review of available options, staff determined that transition to Cartegraph's ULA would meet the City's licensing and support needs. The ULA provides for unlimited use of Cartegraph software, including: all enhancements and September 16, 2014 Item# I.<( 2 of 10 Cartegraph System, Inc. Unlimited Licensing Agreement September 16, 2014 Page 2 updates; technical support; access to a client-only website for web-based training and documentation; and free attendance at regional user-group meetings. In 2013, the City implemented Cartegraph's YourGOV mobile and web-based service request applications. Under the City's licensing model at that time, there was a one- time cost of $9,950 that was paid for YourGOV licensing. As part of this ULA, the YourGOV licensing cost incurred in 2013 has been credited against the total cost of the proposed ULA. Findings: Transitioning to the Cartegraph ULA is the most cost-effective option that provides necessary licensing for both current and anticipated needs for the Public Works Department work order and asset management system. After examining the option of adding more concurrent-use licenses, staff determined that adding the equivalent of three licenses (to the current pool of 20 licenses) would cost more than transitioning to the Cartegraph ULA. Licensing and maintenance for the software is only distributed by the manufacturer and therefore must be purchased directly from Cartegraph. Due to this arrangement, formal bidding for the service is not available, resulting in procurement under Municipal Code section 3.28.080 B which states "supplies, services or equipment can be obtained from only one vendor or source." Fiscal Impact: The total cost of this one-year contract is $54,054. The adopted FY 2014-15 Budget includes $54,804 for this purpose. Environmental Review: This item is not subject to CEQA review. Public Notification: None. Attachment: A) Cartegraph System, Inc. Software Agreement September 16, 2014 Item# //~ 3 of 10 Cartegraph Systems, Inc. Software and Services Contract C 1401 020-1 Prepared for City of Poway, CA August 7, 2014 Cartegraph Systems, Inc. 1 3600 Digital Drive I Dubuque, Iowa 52003 800.688.2656 I 563.556.8120 1 563.556.8149 fax www .cartegraph.com September 16, 2014 Item# /. ~ 4 of 10 Cartegraph Table of Contents Software and Services Contract ................•..........•••••.••...........•.•••••...••....•••••..••••..•••.•.....•........•.....•••. 4 Scope of Project ................................................................................... 4 \ Software Products ••..••....•..............••••..........••••......••.................••.•••.•.••.....•••......••.....•......••.•....•••......•... 4 Customer Responsibilities .•.•..•...................•••••.••.••••••..........•.............................•..•••••••...•................... 5 Investment Summary .............................................................................. 6 Not-to-Exceed Contract .•..•......••...............................••••••.................................••••............••••.•............. 6 Software Subscription, Maintenance and Support Services Terms/Renewal .....•..••••...•••.....• 6 Payment Terms and Conditions .•....••....•.••.•.........................•••.•...•......•••..•..•••...•••.....................•••.•••• 6 General Terms ...................................................................................... 8 Cl401020-1 3 Septeni ber 16, 2014 Item # .l.:.!l..._ 5 of 10 City of Poway, CA August 7, 2014 Software and Services Contract Cartegraph is pleased to present this Contract for the implementation of world class technology solutions in your organization. This Contract is made and entered into between City of Poway, hereinafter referred to as "Customer" or "Licensee," whose address is noted below, and Cartegraph Systems, Inc., 3600 Digital Drive, Dubuque, Iowa 52003, hereinafter referred to as "Cartegraph." Customer address: City of Poway 13325 Civic Center Drive Poway, CA 92074 Scope of Project Software Products Cartegraph Software Unlimited License Licensee address: Same Cartegraph will provide and deliver licenses to use the Software Products and in the quantities listed in the Investment Summary. Software Products are developed and supported products available from Cartegraph. The Carte graph Software Unlimited License provides the following benefits for the term of your subscription: I. Use of Cartegraph software including all enhancements and updates. 2. Comprehensive telephone and online technical support. Customer will receive unlimited toll-free support via phone, fax or e-mail through the Cartegraph Help Desk for technical issues relating to the use of the licensed software. Telephone support will be available Monday through Friday between the hours of7:00 a.m.- 7:00p.m. Central time by dialing 877-647-3050. You can also submit questions/issues via fax at 563-556-8149, or by email to support@cartegraph.com. 3. Problem resolution using remote software tools, as applicable. Cartegraph utilizes a variety of methods/tools for remote diagnostics of client systems: a. WebEx Meeting technology enables users to collaborate online with Cartegraph's Technical Support staff in real time between individuals or groups. b. WebEx Support technology enables users to click a link on the Cartegraph web site, allowing direct connection with Cartegraph's Technical Support staff. c. Cartegraph staff can also VPN in to client networks with appropriate authorization. d. Clients can email their Application Log and trace files so that Cartegraph staff can review how the system was being used before an issue arose. e. Cartegraph's password-protected FTP site can also be used for client data communication. 4. Notification of the availability of free software enhancements and upgrades. 5. Support assistance with software upgrades. Cartegraph Help Desk support staff will answer your questions and guide you through the process to upgrade your software to the latest release. 6. Access to a password-protected, clients-only web site. The Client Support Center at www.cartegraph.com includes online access for reporting and tracking your cases, product troubleshooting information, software downloads, training opportunities, and access to knowledgebase articles. 7. Free web-based training opportunities. An ongoing schedule ofWEBedtraining sessions on topics such as Forms & Filters, Data Entry Options, Getting Started with Work Management, Reporting Options and more is available at the clients-only Client Support Center web site at no additional charge. 8. Free attendance at regional User Group meetings. Cartegraph holds User Group meetings throughout North America each year and Software Subscription Plan clients can attend free of charge. These events bring current users together to share their experiences and provide additional training opportunities. 9. Special registration discounts to other Cartegraph conferences and workshops. C1401020-1 4 September 16, 2014 Item# .1.2.._ 6 of 10 City of Poway, CA August 7, 2014 Customer Responsibilities Customer accepts responsibility for all aspects of project planning, management and execution not specifically described under Scope of Project. Ongoing management of the day-to-day allocation of Customer resources, and management of Customer project tasks is the responsibility of Customer. Customer will provide overall guidance and direction for the project and will direct the project accordingly. Further, and with regard to the Cartegraph obligations listed under the Scope of Project section, Customer understands that it is vital to the success of the project that Customer provides assistance in the following matters: 1. For those services listed under Project Services, Cartegraph personnel will conduct information gathering and evaluation sessions with various Customer users and management. While Cartegraph respects the time and workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to complete these exercises. 2. The installation process requires the periodic assistance of Customer personnel and suitable access to hardware and systems (e.g., security clearance). Customer is encouraged to supervise the installation process while systems are accessible to Cartegraph. It is assumed all hardware, both Personal Computers and Network and Database servers, will be installed and operating in a manner that delivery and execution of Cartegraph Project Services will not be impeded. 3. Customer understands that the successful performance of Project Services depends upon Customer fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a successful implementation. 4. Customer shall install and network its own hardware and communications and this will not affect the timing or the delivery of Cartegraph services. 5. Customer will provide Internet access and IT staff support as required. For those services that are web-based, Cartegraph utilizes WebEx Meeting technology. 6. Customer shall ensure that their workstation platform and database meet Cartegraph published system requirements. Cartegraph software will be supported within new versions of these workstation platforms and databases within a reasonable period of time from their release from their manufacturer. Cartegraph will discontinue support of its software within older versions of these workstation platforms and databases as their support is discontinued by their manufacturers. 7. Customer agrees to work with Cartegraph to schedule Project Services in a timely manner. All undelivered Project Services shall expire 365 days from the signing of this Contract. C1401020-1 5 September 16, 2014 Item# _Li_ 7 of 10 City of Poway, CA August 7, 2014 Invest ment Summary C artcgraph 's proposed fees for this project are included in the summary below. Date: August 7, 2014 Contract Expiratio n Date: September 30,2014 Contract No.: C 1401020-1 Purchase Type Qty. Unit Price SOFTWARE PR ODUCTS Cartegraph OMS -License Transition Fee -Un limited License I $60,000.00 Advanced Edition Agreement (ULA) thru 7/1/2015 Discount YourGov Credit, if ULA purchased before 9/3012014. SUB-TOTAL TOTALCOsr NOTES: Above pricing does not include applicable California sales tax. The OMS License Transition Fee above does not include the Implementation Service fees to transition to OMS. The Implementation Service fees will be under a separate contract. Not-to-Exceed Contract Total Price $60,000.00 ($9,950 .00) $50,050.0 0 sso,oso.oo Cartegraph will not exceed the total included in this Contract without written approval from C ustom er. In the event it becomes apparent to Cartegraph tbat additional service efforts will be needed due to any changes in the scope of this Contract, Ca rtegra ph will notify C u sto m er prior to exceeding the approved efforts and obtain written approval if additional software or services are required. Software Subscription, Maintenance and Support Services Terms/Renewal The initial term of ULA Subscription, Maintenance or Support Services, if included, will commence upon execution of a Contract (unless li sted differently in the Investment Summary above) and will continue for the term listed in the Investment Summa1y above. At the end of the term listed in the Investment Summary the Customer may renew at prices in effect at that time by execution of a new Unlimited Li censee Agreement. The price in effect at that time will increase by the cumulative consumer price index (CPI ) and will not increase by more than I 0% over the previous term. Software licensed under a subscription is governed by a license manager and must be renewed prior to the expiration date of the term in order to keep the software active. Payment Terms and Conditions In consideration for the Services and Products provided by Carteg raph to Customer, C ustomer agrees to pay Cartegrapb Software Costs and Professional Service Fees in U.S. Dollars as described below: I. Delivery: Software Products shall be licensed upon acceptance of this Contract. Project Services will be scheduled and delivered upon your acceptance of this Contract, which will be considered as your notification to proceed. 2. Invo icing: The (ULA) Unlimited License Agreement will be due 15 days prior to the anniversary of the initial term as follows : a. $50,050 .00 due on execution of this contract for the ULA license Transition fee through 7/l /2015. C l 401020-l 6 September 16, 2014 Item# /.1 8 of 10 City of Poway, CA August 7, 2014 3. Expenses: In providing the services included in this Contract, Cartegraph shall be reimbursed for any reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals. Out-of-pocket expenses are billed based on actual costs incurred and are due separately. Estimated expenses noted in the table above include three (3) trips to Customer's site. 4. Payment Terms: All payments are due Net 30 days from date of invoice. C1401020-1 7 September 16, 2014 Item# /.( 9 of 10 -------------------- City of Poway, CA August 7, 2014 General Terms This Contract takes precedence over all attachments in the event of conflicting terms and conditions. The terms and conditions of any and all Exhibits and Attachments to this Contract are incorporated herein by this reference and shall constitute part of this Contract as if fully set forth herein. Article and Section headings used herein are for reference purposes only and shall not be deemed a part of this Contract. This Contract, together with all Exhibits and Attachments hereto, constitute the entire agreement between the parties and supersedes all previous Contracts including promises and representations, whether written or oral, between the parties with respect to the subject matter hereof. 1) Limitation Of Liability: Except for damages resulting from bodily injury or patent or copyright infringement, each party's total liability to the other for damages under this Contract shall not exceed the total amount of this Contract. Liability arising out of bodily injury, contract, breach of warranty, or claims by third parties or otherwise, shall not in any event exceed the limits ofCartegraph's commercial general liability insurance coverage with a limit of$1,000,000 per occurrence and a $2,000,000 aggregate limit, business auto liability insurance with a limit of$1,000,000. Neither party shall be liable to the other for any loss of profits, loss or inaccuracy of data, or for any special, incidental or consequential damages (including without limitation the cost of any substitute procurement) arising from this Contract, even if such party had been advised of the possibility thereof. No action, regardless of form, arising out of this Contract may be brought by either party more than one year after the cause of the action has occurred, except that an action for non-payment may be brought at any time. 2) Disclaimer of Warranties: Cartegraph makes no warranty, representation or promise not expressly set forth in this Contract. Cartegraph disclaims and excludes any and all implied warranties of merchantability, fitness for a particular purpose. 3) Insurance: Cartegraph carries commercial general liability insurance with a limit of$1,000,000 per occurrence and a $2,000,000 aggregate limit, business auto liability insurance with a limit of$1,000,000 and workers compensation insurance with statutory coverage. Cartegraph agrees to hold harmless and defend Customer and its agents, officials and employees from bodily injury and property damage claims related to or caused by the sole negligence of Carte graph employees or subcontractors. 4) Relationship of the Parties: Cartegraph and Customer are independent of each other. This Contract does not and is not intended to create in any way or manner or for any purpose an employee/employer relationship or a principal-agent relationship. Neither party is authorized to enter into agreements for or on behalf of the other, to create any obligation or responsibility, express or implied, for or on behalf of the other, to accept payment of any obligation due or owed the other, or to accept service of process for the other. Cartegraph is an independent contractor, customarily engaged in the performance of similar services for other parties. 5) Severability: The terms and conditions ofthis Contract are severable. If any term or condition ofthis Contract or the application thereof to any person or circumstances is held invalid, this invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. 6) Transfer of Agreement: Cartegraph shall not transfer or assign any of its rights or obligations under the Contract to any other party without the prior written consent of Customer, which consent may not be unreasonably withheld. 7) Notices: All notices or communications required or permitted as a part of this Contract shall be in writing and shall be delivered at the address set forth in this Contract. 8) Attorney's Fees/Legal Proceedings: In the event of any litigation or other proceeding between the parties relating to this Contract, the prevailing party shall be entitled to reasonable attorney's fees and other reasonable costs incurred in connection therewith and in pursuing collection, appeals and other relief to which that party may be entitled. 9) Proprietary Information: Customer acknowledges that all materials and documents associated with this project are proprietary in nature. This specifically includes pricing information, training materials and consulting documents as described. Customer further agrees not to copy or otherwise make available such materials outside of Customer's organization and its divisions and departments without the prior written consent of Cartegraph, except as required by law. C1401020-1 8 September 16, 2014 Item# J, f' City of Poway, CA August 7, 2014 The parties, each acting under due and proper authority, have executed this Contract as of the day, month and year written below: CITY OF POWAY, CA By Please Print CARTEGRAPH SYSTEMS, INC. By C1401020-1 10 of 10 Signature Date: _______ _ Daniel Singer City Manager Name Title Approved as to form: Morgan L. Foley, City Attorney Randy Skemp, V.P., ChiefRevenue Officer Date: 9 September 16, 2014 Item# I. r APPROVED 0 APPROVED AS AMENDED 0 City of Poway COUNCIL AGENDA REPORT (SEE MINUTES) DENIED 0 REMOVED 0 CONTINUED _____________ _ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary RESOLUTION NO. __________ _ September 16, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager X) ,A . Morgan Foley, City Attorney J)_,A Robert J. Manis, Director of Development Servicesyv t Repeal of Resolution No. P-13-21 to Set Aside Approval of a Mitigated Negative Declaration and Tentative Tract Map (TTM) 12-002 Pursuant to Peremptory Writ of Mandate by the Superior Court The City Council approved a mitigated negative declaration and a tentative tract map {TTM 12-002) for the conversion of four existing lots, containing two single-family homes and the Poway Stock Farm, into twelve single-family homes on 11.6 acres of land on the east side of Tierra Bonita Road, just south of Twin Peaks Road. The Superior Court of San Diego County entered a Peremptory Writ of Mandate on August 25, 2014, directing the City to set aside adoption of the Mitigated Negative Declaration and the approval of TTM 12-002 no more than thirty (30) days from entry of the writ. Recommended Action Staff recommends that Council adopt the attached Resolution to repeal Resolution No. P-13-21, thereby setting-aside its prior approval of the adopted Mitigated Negative Declaration and approved Tentative Tract Map 12-002, as required by the Peremptory Writ of Mandate entered by the San Diego Superior Court on August 25, 2014. Background The City Council adopted a Mitigated Negative Declaration and approved Tentative Tract Map 12-002 on August 20, 2013. Subsequent to Council approval, Preserve Poway challenged such approval by filing a Petition for Writ of Mandate in San Diego Superior Court (Case No. 37-2013-00067667-CU-TT-CTL). Following a hearing on the Petition the Superior Court found that the City Council "abused its discretion" in approving the Mitigated Negative Declaration for the Tentative Tract Map by failing to properly address the project's impact on the "community character," making the Mitigated Negative Declaration inadequate. The Court issued its peremptory writ ordering the City Council to set aside its approval of both the Mitigated Negative Declaration and Tentative Tract Map No. 12-002 within 30 days of the date that judgment was entered in the matter. Page 1 of 4 September 16, 2014 Item #1.9 Repeal of Resolution No. P-13-21 September 16, 2014 Page 2 Because Resolution No. P-13-21 approved both the environmental document and the map the City Council must repeal the Resolution in order to comply with the Court's order. l Findings This action is pursuant to a Writ of Mandate entered by the Superior Court on August 25, 2014. j Fiscal Impact There is no fiscal impact associated with this Council action. Environmental Review This action is not subject to review under the 2014 California Environmental Quality Act (CEQA) guidelines. By repealing Resolution No. P-13-21 the City Council is effectively "disapproving" the project. (See. CEQA Guidelines 15061 (b)(4) and 15270(a).) Public Notification Notice was provided to Harry Rogers, John and Shirley Trochta, John Fitch and Associates, via counsel for these parties, Mr. Michael Edwards of Byron & Edwards, APC. Attachment Resolution repealing Resolution Number P-13-21 Page 2 of4 September 16, 2014 Item #1.9 RESOLUTION NO. 14- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, REPEALING RESOLUTION NO. P-13-21 TO SET ASIDE THE APPROVAL OF A MITIGATED NEGATIVE DECLARATION AND TENTATIVE TRACT MAP 12-002 ASSESSOR'S PARCEL NUMBERS 321-190-05, -07, -14, AND -15 WHEREAS, on August 20, 2013, the City Council for the City of Poway, following a duly noticed public hearing, adopted Resolution No. P-13-21 (the "Resolution"), approving a mitigated negative declaration (the "MND") and a tentative tract map ("TTM 12-002") for the conversion of four (4) existing lots, containing two (2) single-family homes and the Poway Stock Farm into twelve (12) single-family homes on 11.6 acres of land on the east side of Tierra Bonita Road, approximately 400 feet south of Twin Peaks Road (the "Project"); and WHEREAS, at the public hearing to consider the approval of the Project opponents of the Project testified, among other things, that the Project would create physical changes to the environment impacting the community character of the neighborhood, by changing 11.6 acres from two (2) single-family homes and the Poway Stock Farm to twelve (12) single-family homes of varying lot sizes between 13,641 square feet to 1.01 acres; and WHEREAS, Preserve Poway, an unincorporated association, filed a Petition for Administrative Mandate in the San Diego Superior Court to challenge the adequacy of the City's environmental assessment and approval of the MND and the TTM on the basis, among other things, that the MND failed to adequately assess the physical impacts arising out of a change in the community character reasonably foreseeable in the development of the Project; and WHEREAS, on August 25, 2014 the San Diego Superior Court, in accordance with its order finding that the City Council "abused its discretion" by approving the MND and the TTM without adequately assessing the environmental impacts the Project would potentially have on the community character, entered judgment in favor of Preserve Poway and against the City of Poway and the applicants for the TTM, ordering the City of Poway City Council to set aside its approval of Resolution No. P-13-21 within thirty (30) days of the date of entry of judgment. Page 3 of 4 Attachment September 16,2014 Item #1.9 Resolution No. 14-__ Page2 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: Section 1: The foregoing recitals are true and correct, and the City Council so finds and determines. Section 2: Resolution No. P-13-21 is hereby repealed. Resolution No. P-13- 21 shall be of no further force and effect from and after the effective date of this Resolution. Section 3: This Resolution shall take effect immediately upon adoption. PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway at a regular meeting this 16th day of September, 2014. ATTEST: Sheila R. Cobian, CMC, City Clerk STATE OF CALIFORNIA ) ) ss COUNTY OF SAN DIEGO ) Don Higginson, Mayor I, Sheila R. Cobian, City Clerk, of the City of Poway, do hereby certify under penalty of perjury that the foregoing Resolution No. 14-*** was duly adopted by the City Council at a meeting of said City Council held on the 16th day of September, 2014, and that it was so adopted by the following vote: AYES: NOES: ABSENT: DISQUALIFIED: Page 4 of 4 Sheila R. Cobian, CMC, City Clerk City of Poway September 16, 2014 Item #1.9 1 of44 APPROVED 0 APPROVED AS AMENDED 0 j City of Poway (SEE MINUTES) DENIED 0 REMOVED 0 COUNCIL AGENDA REPORT CONnNUED ________ __ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUnON NO. ______ _ September 16, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager~\)) Scott Edwards, Director of Administrative Services~ Andrew White, Finance Manager {}IJ/ Approval of Agreement for Auditing Services Based upon a recent Request for Proposals (RFP) process, staff is seeking approval to enter into an agreement with Rogers, Anderson, Malady & Scott, LLP to provide auditing services to the City of Poway. Recommended Action: It is recommended that the City Council: 1) Approve a Standard Agreement for Contract Services with Rogers, Anderson, Malady & Scott, LLP (Attachment A); and 2) Authorize the City Manager to execute the agreement. Background: The City of Poway's (City) current contract with Pun & McGeady, LLP for auditing services has expired. In July 2014, the City conducted an RFP process, soliciting proposals from auditing firms to provide annual independent auditing services to the City. The requested services include audits of the City of Poway, the Poway Housing Authority, and the Public Financing Authority. Additionally, services include preparation of the Financial Statements in the Comprehensive Annual Financial Report (CAFR), Agreed-upon Procedures Applied to the Appropriations Limit Schedule (Gann Limit), and the Single Audit, if required. The RFP was posted on the California Society of Municipal Officer's web site, as well as the City's on-line e-bid board. Eight firms submitted proposals. Based upon review of each firm's pricing, qualifications, and responsiveness to the RFP requirements, staff conducted interviews with the three highest rated firms. Following the interviews, staff conducted reference checks on the top two finalists. September 16,2014 Item# 4.1 2 of44 Auditing Services September 16, 2014 Page 2 Findings: After a thorough evaluation of submitted proposals, Rogers, Anderson, Malady & Scott, LLP was selected as the firm best suited to meet the City's current and future needs. Rogers, Anderson, Malady & Scott, LLP has extensive experience working with the public sector, including the audit of other local cities such as El Cajon, La Mesa and San Marcos. Staff recommends that the City enter into an agreement with Rogers, Anderson, Malady & Scott, LLP for a period of three years, with the possibility of two, one-year extensions. A draft agreement is attached, with the final agreement -to be approved by the City Attorney and signed by the City Manager. Under the terms of the new agreement, the following fees are proposed for each fiscal year to be audited: 2013/14 2014/15 2015/16 2016/17 2017/18 Total $45,500 $46,500 $47,500 $48,500 $49,500 $237,500 Fiscal Impact: There is currently $51 ,200 available for these services in the fiscal year 2014-15 Adopted Budget. These funds are split between the Administrative Services Director Division's operating budget ($43, 700; 01 00-1704) and the Development Services Housing Authority Division's operating budget ($7,500; 0309-1704). Environmental Review: This action is not subject to review under the 2014 California Environmental Quality Act (CEQA) Guidelines. Public Notification: A copy of this report was provided to Rogers, Anderson, Malady & Scott, LLP. Attachment: A. Draft Standard Agreement for Contract Services with Rogers, Anderson, Malady & Scott, LLP September 16, 2014 Item# 4.1 3 of44 City of Poway STANDARD AGREEMENT FOR SERVICES This Agreement, entered into this 16th day of September, 2014, by and between the CITY OF POWAY (hereinafter referred to as "City") and Rogers, Anderson, Malady & Scott, LLP (hereinafter referred to as "Consultant"). RECITALS WHEREAS, City desires to obtain the services of a private consultant to perform professional auditing services; and WHEREAS, Consultant is licensed to practice public accounting in the State of California and has represented that Consultant possesses the necessary qualifications to provide such services; and WHEREAS, City has authorized the preparation of an agreement to retain the services of Consultant as hereinafter set forth. NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS: 1. Scope of Services. Consultant shall provide services as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 2. Compensation and Reimbursement. City shall compensate and reimburse Consultant as provided in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 3. Term of Agreement. The term of this Agreement shall be as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 4. Termination. This Agreement may be terminated with or without cause by City. Termination without cause shall be effective only upon 60-day written notice to Consultant. During said 60-day period Consultant shall perform all consulting services in accordance with this Agreement. This Agreement may be terminated by City for cause in the event of a material breach of this Agreement, misrepresentation by Consultant in connection with the formation of this Agreement or the performance of Attachment A September 16, 2014 Item# 4.1 4 of44 services, or the failure to perform services as directed by City. Termination for cause shall be effected by delivery of written notice of termination to Consultant. Such termination shall be effective upon de!ivery of said notice. 5. Confidential Relationship. City may from time to time communicate to Consultant certain information to enable Consultant to effectively perform the services. Consultant shall treat all such information as confidential, whether or not so identified, and shall not disclose any part thereof without the prior written consent of the City. Consultant shall limit the use and circulation of such information, even within its own organization, to the extent necessary to perform the services. The foregoing obligation of this Paragraph 5, however, shall not apply to any part of the information that (i) has been disclosed in publicly available sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in publicly available sources of information; (iii) is now in the possession of Consultant without any obligation of confidentiality; or (iv) has been or is hereafter rightfully disclosed to Consultant by a third party, but only to the extent that the use or disclosure thereof has been or is rightfully authorized by that third party. Consultant shall not disclose any reports, recommendations, conclusions or other results of the services or the existence of the subject matter of this contract without the prior written consent of the City. In its performance hereunder, Consultant shall comply with all legal obligations it may now or hereafter have respecting the information or other property of any other person, firm or corporation. 6. Office Space and Clerical Support. Consultant shall provide its own office space and clerical support at its sole cost and expense. 7. Covenant Against Contingent Fees. Consultant declares that it has not employed or retained any company or person, other than a bona fide employee working for Consultant, to solicit or secure this Agreement, that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, ·gift or any other consideration, contingent upon or resulting from the award or making of the Agreement. For breach of violation of this warranty, City shall have the right to annul this Agreement without liability, or, at its sole discretion, to deduct from the Agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. Attachment A September 16, 2014 Item# 4.1 5 of44 8. Ownership of Documents. All memoranda, reports, plans, specifications, maps and other documents prepared or obtained under the terms of this Agreement shall be the property of City and shall be delivered to City by Consultant upon demand. 9. Conflict of Interest and Political Reform Act Obligations. During the term of this Agreement Consultant shall not act as consultant or perform services of any kind for any person or entity whose interests conflict in any way with those of the City of Poway. Consultant shall at all times comply with the terms of the Political Reform Act and the local conflict of interest ordinance. Consultant shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the City in which the Consultant has a financial interest as defined in Government Code Section 87103. Consultant represents that it has no knowledge of any financial interests which would require it to disqualify itself from any matter on which it might perform services for the City. "Consultant" means an individual who, pursuant to a contract with a state or local agency: (A) Makes a governmental decision whether to: 1. Approve a rate, rule or regulation; 2. Adopt or enforce a law; 3. Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; 4. Authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires City approval; 5. Grant City approval to a contract that requires City approval and to which the City is a party, or to the specifications for such a contract; 6. Grant City approval to a plan, design, report, study, or similar item; 7. Adopt, or grant City approval of, policies, standards, or guidelines for the City, or for any subdivision thereof; or (B) Serves in a staff capacity with the City and in that capacity participates in making a governmental decision as defined in Regulation 18702.2 or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City's Conflict of Interest Code. Attachment A September 16, 2014 Item# 4.1 6 of44 ------------------------------------- DISCLOSURE DETERMINATION: D 1. D 2. Consultant/Contractor will not be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. No disclosure required. Consultant/Contractor will be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. As a result, Consultant/Contractor shall be required to file a Statement of Economic Interest with the City Clerk of the City of Poway in a timely manner as required by law. DEPARTMENT DIRECTOR 10. No Assignments. Neither any part nor all of this Agreement may be assigned or subcontracted, except as otherwise specifically provided herein, or to which City, in its sole discretion, consents to in advance thereof in writing. Any assignment or subcontracting in violation of this provision shall be void. 11. Maintenance of Records. Consultant shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred and shall make such materials available at its office at all reasonable times during the contract period and for three (3) years from the date of final payment under this Agreement, for inspection by City and copies thereof shall be furnished, if requested. 12. Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of the City of Poway. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes such services. 13. Licenses, Permits, Etc. Consultant represents and declares to City that it has all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any Attachment A September 16, 2014 Item # 4.1 7 of44 license, permit, or approval which is legally required for Consultant to practice its profession. 14. Consultant's Insurance. Consultant shall provide insurance as set forth in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 15. Indemnification. (a) For Claims (as defined herein) other than those alleged to arise from Consultant's negligent performance of professional services, City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "lndemnitees") shall have no liability to Consultant or any other person for, and Consultant shall indemnify, protect and hold harmless lndemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including ~easonable attorneys' fees and disbursements (collectively "Claims"}, which lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of Consultant's negligent performance under this Agreement, or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, sub-consultants or employees. (b) For Claims alleged to arise from Consultant's negligent performance of professional services, lndemnitees shall have no liability to Consultant or any other person for, and Consultant shall indemnify and hold harmless lndemnitees from and against, any and all Claims that lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s}, damage to property, loss of use of property, economic loss or otherwise to the extent occurring as a result of Consultant's negligent performance of any professional services under this Agreement, or by the negligent or willful acts or omissions of Consultant, its agents, officers, directors, sub-consultants or employees, committed in performing any of professional services under this Agreement. For Claims alleged to arise from Consultant's professional services, Consultant's defense obligation to lndemnitees shall include only the reimbursement of reasonable defense costs and attorneys' fees to the extent caused by Consultant's negligence. (c) The foregoing obligations of Consultant shall not apply to the extent that the Claims arise from the sole negligence or willful misconduct of City or its elected and appointed boards, officials, officers, agents, employees and volunteers. (d) In any and all Claims against City by any employees of the Consultant, anyone directly or indirectly employed by it or anyone for whose acts it may be liable, the indemnification obligation under this Section 15 shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Consultant under worker's compensation acts, disability benefit acts or other employee benefit acts. Attachment A September 16, 2014 Item# 4.1 8 of44 16. Consultant Not an Agent. Except as City may specify in writing, Consultant shall have no authority, expressed or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, expressed or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 17. Personnel. Consultant shall assign qualified and certified personnel to perform requested services. The City shall have the right to review and disapprove personnel for assignment to Poway projects. City shall have the unrestricted right to order the removal of any person(s) assigned by Consultant by giving oral or written notice to Consultant to such effect. Consultant's personnel shall at all times comply with City's drug and alcohol policies then in effect. 18. Notices. Notices shall be given as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 19. Dispute Resolution. In the event of a dispute between City and Consultant concerning the terms of this Agreement or its performance, the parties agree to initially submit such dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration or litigation. In the event that the subject of such action is compensation claimed by Consultant in the event of termination, Consultant's damages shall be limited to compensation for the 60-day period for which Consultant would have been entitled to receive compensation if terminated without cause. In the event of arbitration, each party shall bear its own attorneys' fees and costs incurred. Any action to enforce or interpret the terms or conditions of this Agreement shall be brought in the Superior Court in San Diego County, Central Division. Consultant hereby waives any right to remove any such action from San Diego County as is otherwise permitted by California Code of Civil Procedure section 394. 20. Gender. Whether referred to in the masculine, feminine, or as "it," "Consultant" shall mean the individual or corporate consultant and any and all employees of consultant providing services hereunder. Attachment A September 16, 2014 Item# 4.1 9 of44 21. Counterparts. This Agreement (and any amendments) may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute one and the same instrument. Documents delivered by telephonic facsimile transmission shall be valid and binding. 22. Entire Agreement. This Agreement shall constitute the entire understanding between Consultant and City relating to the terms and conditions of the services to be performed by Consultant. No agreements, representations or promises made by either party, whether oral or in writing, shall be of any force or effect unless it is in writing and executed by the party to be bound thereby. 23. Pension Reform Act of 2013 At all times during the term of the Agreement with the City, no officer, director, shareholder, member, partner, employee, or contractor, providing services to the City, will be a "retired annuitant," under the City's retirement system, ineligible for temporary employment under section 7522.56 of the California Government Code, which was added as a part of the Pension Reform Act of 2013. For the purposes of this statement a "retired annuitant" is a person retired from the California Public Employees' Retirement System ("CaiPERS"). Any retired annuitant proposed to provide work on behalf of the City must be eligible for appointment under the Pension Reform Act of 2013, and any other applicable laws, without any adverse financial impact to the City. (Remainder of page intentionally left blank) Attachment A September 16, 2014 Item# 4.1 IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement on the date first above written. CITY OF POWAY By: ______________________ __ Daniel Singer, City Manager Dated: ____________ ___;__ ______ _ ATTEST: Sheila R. Cobian, CMC, City Clerk APPROVED AS TO FORM: By: ____________________ _ Morgan L. Foley, City Attorney CONSULTANT By: ________________________ __ Name, Title Dated: ------------~--------- 10 of 44 Attachment A September 16, 2014 Item# 4.1 "SPECIAL PROVISIONS" EXHIBIT "A" A. Scope of Services. Consultant agrees to perform consulting services as required by City. Consultant shall provide the necessary qualified personnel to perform the services. In performance of the services Consultant shall provide professional audit services as detailed in the Scope of Services submitted with the proposals dated August 8, 2014, which are included in this document as Attachment 1. B. Compensation and Reimbursement. City shall pay Consultant a fee in accordance with the Fee Proposals submitted with the proposals dated August 8, 2014, which are included in this document as Attachment 2. Total fee is not to exceed $237,500. Consultant's fee shall include and Consultant shall be responsible for the payment of all federal, state, and local taxes of any kind which are attributable to the compensation received. In addition to said consulting fee, Consultant shall be reimbursed for all reasonable expenses, including lodging, telephone, and travel (air, auto, rail) necessarily incurred in performance of the services. Consultant shall bill City for such expenses as incurred, referencing this Agreement. All expenses shall be itemized and supported by receipts for amounts in excess of Twenty-Five Dollars ($25.00). Statements for reimbursement of expenses shall be paid within ten (1 0) days of approval by City. All air travel shall be billed at coach or special fare rates. Only lodging outside San Diego County shall be reimbursable. Consultant shall receive prior authorization for air travel and lodging expenses. All other expenses shall be reimbursed in accordance with City's cash disbursement policies in effect at the time incurred. C. Term of Agreement. This Agreement shall be effective from the period commencing September 16, 2014, through the completion of the Fiscal Year 2015-16 audit, with options for the Fiscal Year 2016-17 and Fiscal Year2017-18 audits, unless sooner terminated by City as provided in the section of this Agreement entitled "Termination." Upon expiration or termination of this Agreement, Consultant shall return to City any and all equipment, documents or materials· and all copies made thereof which Consultant received from CitY or produced for City for the purposes of this Agreement. 11 of 44 Attachment A September 16, 2014 Item# 4.1 D. Consultant's Insurance. 1. Coverages: Consultant shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive General Liability, including premises- operations, products/completed, broad form property damage, and blanket contractual liability with the following coverages: General Liability $1,000,000 Bodily Injury and Property Damage combined each occurrence and .$2,000,000 aggregate. (b) Automobile Liability, including owned, hired, and non-owned vehicles: $1,000,000 combined single limit. (c) Consultant shall obtain and maintain, during the life of the Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy limits of not less than $1,000,000 combined single limits, per claim and annual aggregate. (d) Workers' Compensation insurance in statutory amount. All of the endorsements which are required above shall be obtained for the policy of Workers' Compensation insurance. 2. Endorsements: Endorsements shall be obtained so that each policy contains the following three provisions: (a) Additional Insured. (Not required for Professional Errors and Omissions Liability Insurance or Workers' Compensation.) "City of Poway and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice. "Said policy shall not terminate, nor shall it be canceled, until thirty (30) days after written notice is given to City." (c) Primary Coverage. "The policy provides primary coverage to City and its elected and appointed boards, officers, agents, and employees. It is not secondary or in any way subordinate to any other insurance or coverage maintained by City." 12 of 44 Attachment A September 16, 2014 Item# 4.1 13 of 44 3. Insurance Certificates: Consultant shall provide City certificates of insurance showing the insurance coverages described in the paragraphs above, in a form and content approved by City, prior to beginning work under this Agreement. E. Notices. All notices, billings and payments hereunder shall be in writing and sent to the following addresses: · To City: To Consultant: City of Poway 13325 Civic Center Drive P.O. Box 789 Poway, CA 92074 Rogers, Anderson, Malody & Scott, LLP 735 E. Carnegie Drive, Suite 100 San Bernadino, CA 92408 Attachment A September 16, 2014 Item# 4.1 14 of 44 Proposal for Professional Auditing Services to CITY OF POWAY For the fiscal years ending June 30, 2014, 2015 & 2016 (With the option of two subsequent years) Submitted by: ROGERS, ANDERSON, MALODY & SCOTT, LLP CERTIFIED PUBLIC ACCOUNTANTS 735 E. CARNEGIE DRIVE, SUITE 100 SAN BERNARDINO, CALIFORNIA 92408 PHONE: (909) 889-0871 FAX: (909) 889-5361 August 8, 2014 CONTACT PERSON: TERRY SHEA, PARTNER tshea@ramscpa.net ALTERNATE CONTACT: SCOTT MANNO, PARTNER smanno@ramscpa.net ROGERS, ANDERSON, MALODY & SCOTT, LLP CERTIF!I::D PUBLIC ACCOUf\lT,l\f\iTS. SINCE i9,.;8 Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Table of Contents Transmittal Letter Technical Proposal Independence and License to practice in California Firm qualifications and experience About our firm Single audit experience Housing Authority and Successor Agency experience Tax department CAFR preparation Other services Quality control External quality control examinations Partner, supervisory and staff qualifications and experience Partner and supervisory staff involvement Continuing professional education Assigned personnel Similar engagements with other governmental entities Specific audit strategy (audit approach) Specific audit strategy Understanding of internal control Sample sizes Approach in drawing samples for compliance testing Computer technology in the audit EDP software Analytical procedures Approach in determining applicable laws and regulations Evaluation of internal controls and management Jetter comments Identification of anticipated potential audit problems Resumes of key engagement personnel Attachment A: Quality Control Review Report Attachment B: Current Clients Attachment C: Addendum No. 1 1 2 5 8 9 17 18 22 23 25 15 of 44 Attachment A September 16, 2014 Item# 4.1 735 E. Car ncgiu Dr. Suite I 00 San BP.rnardino, CA 92408 909 889 087 I T 909 889 5361 F ran1SCfM. net ~/~:l 1.r:lc.·' B ..tJ,:scn. CP!~ .. r<C.r .. <:GMA .~ . .-:·..r V·( ~-~··i',nt:;, .: ~">/\, CGr li\ J'(~·A,; )h,1n~:<i l.lg. CPA. f'-15;. CC:"1t~. ;:Y,-~·~ ~~..,;tch~~l', CP/" :'1·':-!rtner ~:.:n(~ritu<J.) i"'·l·j.\ \f• !"' 'f!~r;k;-(, CFt._ :~:..·11'>·1f;t :t:-~J>x:r·~<u...:; !'<ay·1. ~: ; ... v·-:~\·zt. '~:PI\ t~a:.., ~.::·.J:l~;·!+!<~3. ~cc. (YA. i•1f:A <:\;·..::·:'-."' r:::~~\ S1m·:..ru, ~.::t"">\ ··\:(:, ·,<'v A1~fA .·-;;, -~~.:.~ f,t• ,_;;,.:, (;>'!';<; c:,)':[r;>ilJ~. '-r<{ !~;'.}' c.f ( ,,,,·~··:,:--~ 1\ .. ~·ri.( :\~-(·.><Jnl,>nts. 16 of 44 ROGERS, ANDERSON, MALODY & SCOTT, LLP . CHniFIED PUBLIC ACCOUNT ANTS, SINCE 1948 Augusta, 2014 City of Poway Attention: AndrewWhite, Finance Manager 13325 Civic Center Drive Poway, CA 92064 Rogers, Anderson, Malady & Scott, LLP is pleased to respond to your request for proposal for independent professional auditing services for the City of Poway (the City). For 65 years, Rogers, Anderson, Malady & Scott, LLP (RAMS) has been providing honest, accurate, objective results to all of our clients, including not-for-profit organizations such as yours. Our experience has helped us understand the complex requirements and issues encountered in such organizations. We also understand the desire for the timely delivery of accurate reports and for a quality audit performed in a competent and efficient manner. We are aware that the City has other proposals to consider. We believe that RAMS would be the appropriate choice for the audit engagement for the following reasons, which are provided in more detail in our proposal: • RAMS has an established reputation in. the governmental and not- for-profit accounting and auditing community for providing excellent, timely service and high quality reporting to our clients. • RAMS currently provides auditing services to over 40 governmental entities and not-for-profit organizations, including over 15 cities, most of which have enterprise activities. • We understand that the audit process, as a whole, can be a taxing experience for you and your staff; we understand that you will have other commitments and your regular workloads during the audit period. We make every effort to ensure the audit process, from the interim field work to the preparation of the required financial reports, will be as trouble-free as possible for you and your staff.· We accomplish this through comprehensive planning of the audit and utilizing our staff in the most efficient and effective manner. • The RAMS audit team members are personable and easy to work with. Through open and responsive communication with all parties involved in the audit process, we work to have the most efficient audit possible by minimizing operational distractions of your staff, while maximizing quality of service and products. sTABILITY. AccuRAcYAtta~nmbnt A September 16, 2014 Item# 4.1 • Our audit team members are proficient in the use of information technology. We utilize a comprehensive audit software system that allows us to have a paperless audit. This system yields much efficiency, including the ability to quickly exchange documents with our clients. • Our firm provides extensive training and contin'uing education to all of our audit staff through a combined use of in-house instruction and third-party providers. Our audit team members are experienced with, and receive regular training in, performing Single Audits in accordance with Federal OMB Circulars A-21 and A-133. • We are committed to helping you meet all reporting/auditing deadlines, resolving any issues encountered during your audit (e.g., accounting or auditing, new pronouncements, etc.), and providing you with quality audit services. • We demonstrate our commitment to our client's success by sharing noted opportunities to improve the efficiency and effectiveness of your operations, including industry best practices. • We have an extensive quality control review process to ensure your financial reports meet the highest standards. In addition to the preparation of financial reports by the engagement team and review by the engagement manager, each report is also examined by two partners and two professional proofreaders. • We have assisted many of our clients with the preparation of their Comprehensive Annual Financial Reports. Additionally, our clients that have submitted their reports for the Government Finance Officers City (GFOA) or California Society of Municipal Finance Officers (CSMFO) awards have received the awards. Our participation as a GFOA reviewer also indirectly benefits our clients in the quality review process. • We believe that our fee estimate and arrangement provides a fair and reasonable cost, commensurate with the experience of the audit team members, to perform the annual audit for the City. We understand the scope of the work to be performed, auditing standards to be followed, and the reports to be issued, as described in the City's Request for Proposal. We also are committed to performing the required work within agreed upon time frames and delivery of all final reports each year by November 30th. Mr. Shea (license #45615) and Mr. Manno (license #80428), Partners, are authorized to act on behalf of Rogers, Anderson, Malady & Scott, LLP. We can be reached at: 735 E. Carnegie Drive,· Suite 100, San Bernardino, CA 92408, (909)889-0871, tshea@ramscpa.net or smanno@ramscpa.net. Please contact us if you have any questions regarding this proposal. Thank you for the opportunity to present our prop<?sal qualifications and to serve as independent auditors to the City of Poway. We look forward to having a long and mutually beneficial relationship with the City. 17 of 44 Respectfully yours, ROGERS, ANDERSON, MALODY & SCOTT, LLP z j)A"" Terry~ea, CPA Partner ii Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Independence and License to practice in California Independence Rogers, Anderson, Malody & Scott, LLP is independent of the City of Poway, and all of its component units, as defined by general standard number two of the generally accepted auditing standards. We are also independent of the City of Poway, as defined by the second general standard for government auditing in the U.S. Government Accountability Office's Government Auditing Standards (2011 ). We have had no professional relationship with the City of Poway or its agencies or component units within the. last five years. License to practice in California 18 of 44 Rogers, Anderson, Malody & Scott, LLP is licensed to practice in the State of California. The key professional staff, which includes the partners, managers, and supervisors, are all certified public accountants licensed to practice in the State of California. -1- Attachment A September 16, 2014 Item# 4.1 CI1Y OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Firm qualifications and experience About our firm Rogers, Anderson, Malady & Scott, LLP was founded in 1948 and is located at 735 E. Carnegie Drive, Suite 100, San Bernardino, California. We are one of the oldest CPA firms in Southern California, with over 65 years of public practice experience, specializing in governmental agency and not-for-profit organization auditing, accounting and management advisory services. Over fifteen thousand hours per year are devoted to this area of our practice, which includes cities, redevelopment agencies, water districts, other special districts, not-for- profit corporations and joint power authorities. Our firm has a total staff of forty people, which includes fifteen certified public accountants. Our staff consists of six partners, four managers, twelve supervisors/senior accountants, fourteen staff accountants and four support staff. Our audit staff consists of twenty-two members who devote over 85% of their time to municipal/not-for-profit engagements. Tentatively, the audit team assigned to the City's engagement will consist of the following full-time staff: two audit partners, one audit manager, one audit senior and two staff auditors. All personnel are located in our San Bernardino office. We understand that organizations desire that its auditors have a thorough understanding of the complex accounting and compliance issues confronting entities such as yours. Our firm has a long history of governmental/not-for-profit accounting and auditing. Over the years, we have gained valuable experience, acquired in-depth knowledge, and obtained the technical expertise needed for governmental/not-for-profit accounting and auditing. Our firm is committed to providing our clients with the highest quality service at the most reasonable fee. The professionals assigned to the City's financial audit have each made providing quality service their priority. Please see Attachment B for a complete list of all of our current municipal clients. Single audit experience 19 of 44 Most of our city clients, and some of our other governmental and not-for-profit clients, have been subject to an audit in accordance with OMB Circular A-133. We also have experience in auditing American Recovery and Reinvestment Act (ARRA) grants. We recently performed single audits for the following entities: City of Capitola City of Chino City of Goleta City of Norco City of Fillmore City of Rosemead City of San Juan Capistrano City of La Verne City of La Mesa City of Mission Viejo City of Redondo Beach City of Twentynine Palms Community Action Partnership of San Bernardino County University Enterprises Corporation at CSUSB Western Municipal Water District -2- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Firm qualifications and experience (continued) Housing Authority and Successor Agency experience For the fiscal years ended June 30, 2012 and 2013 the firm audited the following Housing Authorities and Successor Agencies for the following Cities: City of Capitola City of Chino City of Goleta City of Norco City of Fillmore City of Grand Terrace City of El Cajon Town of Yucca Valley City of Lemon Grove City of San Bernardino City of San Juan Capistrano City of La Verne City of San Jacinto City of Twentynine Palms City of La Mesa City of Rosemead City of Mission Viejo City of Redondo Beach City of Sierra Madre City of Moorpark The firm also performed the Due Diligence Reviews Agreed-Upon Procedures for fourteen Successor Agencies. Tax department We are a full service firm with an experienced tax department and have prepared federal and state tax forms for not-for-profit corporations, including Federal Forms 990 and 990-T, State of California Forms 199, 109, and RRF-1. CAFR preparation 20 of 44 We have extensive experience in the preparation of Comprehensive Annual Financial Reports (CAFR). For the fiscal year ended June 30, 2012, we prepared 15 CAFR's, and each entity received the Certificate of Achievement for Excellence in Financial Reporting from the GFOA. For the fiscal year ended June 30, 2013, we prepared 16 CAFR's for our clients for their submittal to the GFOA. In addition, we have helped many cities develop their first year's report for submittal. -3- Attachment A September 16, 2014 Item# 4.1 --~~---~--------------------------------------- CI1YOFPOWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Firm qualifications and experience (continued) Other services Our firm provides various other services in addition to auditing services to governmental and not-for-profit entities, including: • Study and evaluation of financial condition and fiscal policies • Transient Occupancy Tax Agreed Upon Procedures • Financial projections • Organizational studies • Franchise (refuse, cable) Agreed Upon Procedures • EDP control reviews and computer feasibility studies • Accounting policies and procedures • Cost control and cost allocation plans • Capital improvement program procedures and policies • Cash management studies • Financing and public bond offering assistance • Franchise agreement assistance (ambulance, cable, television, refuse, etc.) Quality control We have an extensive quality control review process to ensure your audit meets the highest standards. In addition to the preparation of financial reports by the engagement team and review by the engagement manager, each report is also examined by the engagement partner and the technical review partner, and is proofread by two professional staff. Our firm is a member of the AICPA's Governmental Audit Quality Center (GAQC) and the AICPA's Private Company Practice Section (PCPS). We perform an in-house peer review over our audit and attest engagements annually, and receive an independent external peer review every three years. External quality control examinations 21 of 44 As a member of the AICPA Private Companies Practice Section, our firm has participated in "Peer Review" since 1993 and has been examined every three years since that date. Throughout our participation in this program, the firm has received unqualified opinions from the peer reviewers. A copy of our most recent external quality control review dated May 31, 2012 for the year ended November 30, 2011 (Attachment A) is attached. The latest review included reviews of specific governmental and not-for-profit entities. The firm is not aware of any federal or state desk reviews or field reviews of its audits during the last three years. · The firm has never had any disciplinary action taken or pending against it with state regulatory bodies or professional organizations, nor has it ever had any pending or settled litigation, civil or criminal investigations. Our firm does not have a record of substandard work. -4- Attachment A September 16, 2014 Item# 4.1 CIIY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Partner, supervisory and staff qualifications and experience The quality of service you receive is dependent on the capabilities of the individuals assigned to the engagement, and the manner in which those personnel resources are organized to efficiently focus their abilities on providing you with the requested audit services. Our engagement team will provide significant experience coupled with an extensive, practical understanding of governmental and not-for-profit accounting and auditing. These professionals are highly trained and knowledgeable and have a thorough understanding of the environment in which governmental and not-for-profit entities operate. Partner and supervisory staff involvement 22 of 44 All partners and supervisory staff are working professionals and are actively and· continually involved in all aspects of their engagements. We believe that partner and supervisory staff involvement in all areas of the audit is a key aspect of the overall audit process. This involvement includes being on-site for interim and year-end field work, thus facilitating a proper, efficient and effective audit, with minimal disruption of your staff. In addition, the time spent on- site by the partners and supervisory staff ensures they gain an understanding of the entire organization's accounting processes and procedures. This understanding will enable them to evaluate and develop opportunities for efficiency as well as offer practical and functional advice for improving your accounting processes and procedures. Continuity of audit staff is a principal concern with our firm. Therefore, we plan to provide staff continuity from year to year, which is in the best interest of the organization and our firm. Continuity ensures an orderly, efficient, and less disruptive audit experience. Since we cannot guarantee staff will remain with us, principal supervisory and management staff, including engagement partners, managers, other supervisory staff, and specialists, may be changed if those personnel leave the firm or are promoted. In summary, we want to emphasize the credentials of the above professionals who will be directly responsible for the quality of service that you will receive. Additionally, our audit team has another attribute that is very· important, even though it is intangible --the professionals assigned to the audits have previously worked together as a multi-disciplined team, thus ensuring a smooth, efficient and effective audit. We are committed to allocating the necessary resources to ensure that we provide continuity of personnel throughout the term of our relationship with the City. -5- Attachment A September 16,2014 Item# 4.1 CI1Y OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Partner, supervisory and staff qualifications and experience (continued) Continuing professional education All professionals at our firm participate in continuing professional education (CPE) programs, which are sponsored by various organizations including the Government Finance Officers Association, the American Institute of Certified Public Accountants, the California State Society of Certified Public Accountants, the California Society of Municipal Finance Officers and the City of Government Accountants. Participation in these programs helps us to ensure that our clients are serviced with the best trained and most proficient government and not-for-profit auditors and accountants available. In addition, we provide in-house training taught by our partners and senior level staff using published resources. In accordance with our firm's Quality Control document and Government Auditing Standards (GAS), all staff members who work on audits subject to GAS are required to complete CPE in accordance with GAS standards. Assigned personnel 23 of 44 It is our goal to provide the City with capable, competent, and personable individuals who offer an extensive background, not only in governmental and not-for-profit accounting and auditing, but also in general business practices. We offer practical solutions, as well as provide technical support. This enables you to stay at the forefront of governmental and not-for-profit accounting and provides you with the support you need in dealing with the complex issues confronting entities such as yours. In addition, our engagement team has the managerial and supervisory experience to provide the City with a comprehensive audit of the highest quality, while still focusing on personal service. The resumes of the key engagement personnel assigned to the audit gre presented near the end of this proposal. The following individuals will be assigned to the engagement for the entire contract period: Teny Shea, CPA -Audit Partner Mr. Terry Shea, CPA, will be the audit partner. He is licensed to practice as a certified public accountant in the State of California. Mr. Shea has been in public accounting for 33 years serving local governments such as yours. As the engagement partner, he will be responsible· for overall engagement quality, as well as ensuring that the engagement is performed in the most effective and efficient manner. He will review all work-papers prepared during the engagement, in addition to all required reports. Mr. Shea has assisted the following entities in their endeavors to obtain the CSMFO and/or GFOA awards for outstanding financial reporting: City of Goleta, City of Mission Viejo, City of Norco, City of Redondo Beach, City of La Verne, City of Eastvale, City of Rolling Hills City of Moorpark, City of Dana Point, City of San Juan Capistrano and the Ventura Regional Sanitation District. He currently serves as the Contract Finance Director for two Riverside County cities and one Los Angeles County city. -6- Attachment A September 16, 2014 Item# 4.1 ------------ CI1YOFPOWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Partner, supervisory and staff qualifications and experience (continued) 24 of 44 Scott Mannb, CPA, CGMA -Quality Control Partner Mr. Scott Manno, CPA, CGMA, is a municipal audit partner with the firm and will be the quality control partner. Mr. Manno has been in public accounting for 17 years serving local governments such as yours. As the quality control partner, he will be responsible for engagement quality and will review all required reports. Mr. Manno has assisted the following entities in their endeavors to obtain the CSMFO and/or GFOA awards for outstanding financial reporting: Town of Yucca Valley, Elsinore Valley Municipal Water District, Rincon del Diablo Municipal Water District, Western Municipal Water District, City of Ontario, the Ventura Regional Sanitation District, the City of Norco, Vista Irrigation District, and the City of Twentynine Palms. From 1997-2000, Mr. Manno served as a technical reviewer under the CSMFO award program and currently participates as a technical reviewer under the GFOA award program. Brad A. We/ebir, CPA, MBA -Manager Mr. Brad A. Welebir, CPA, is a manager with the firm. He is licensed to practice as a certified public accountant in the State of California. Mr. Welebir has over nine years of public accounting experience. He has provided accounting, auditing, and consulting services for municipalities, special districts, water agencies, and various nonprofit organizations. He will be responsible for planning the audit, supervising the staff assigned to the engagement, and performing reviews of all work-papers prepared for the engagement. In addition, he will also be responsible for the preparation of any required reports. Nathan Statham, CPA, MBA-Senior Accountant Mr. Nathan Statham, CPA, is a senior accountant with the firm. He is licensed to practice as a certified public accountant in the State of California. Mr. Statham has two and a half years of public accounting experience. He has provided accounting, auditing, and consulting services for municipalities, special districts, water agencies, and various nonprofit organizations. He will be responsible for planning the audit, supervising the staff assigned to the engagement, and performing reviews of all work-papers prepared for the engagement. In addition, he will also be responsible for the preparation of any required reports. -?- Attachment A September 16, 2014 Item# 4.1 ----------------------------------- CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Similar engagements with other governmental entities Similar engagements with other governmental entities 1. Entity: Scope of work: Date: Engagement partner: Total hours: Contact person: 2. Entity: Scope of work: Date: Engagement partner: Total hours: Contact person: 3. Entity: Scope of work: Date: Engagement partner: Total hours: Contact person: 4. Entity: Scope of work: Date: Engagement partner: Total hours: Contact person: 5. Entity: Scope of work: Date: Engagement partner: Total hours: · Contact person: * = received GFOA award. 25 of 44 CITY OF NORCO Financial Audit/Single Audit/CAFR*/Successor Agency Years ending June 30, 2001 through 2014 Mr. Terry P. Shea Approximately 400 hours each year Ms. Olivia Hoyt, Accounting Manager, (951) 735-3900, ohoyt@ci.norco.ca.us CITY OF EL CAJON Financial Audit/CAFR*/Successor Agency Years ending June 30, 2008 through 2014 Mr. Scott Manno/Terry Shea ·Approximately 400 hours each year Ms. Holly Reed-Falk, Finance Manager, (619) 441-1763, HRfalk@cityofelcajon.us CITY OF REDONDO BEACH Financial Audit/Single Audit/CAFR*/Successor Agency Year ending June 30, 2012 through 2013 Mr. Terry P. Shea Approximately 500 hours each year Mr. Craig Koehler, Finance Director, (31 0) 937-6629, Craig.koehler@redondo:org CITY OF CHINO Financial Audit/Single Audit/CAFR*/Successor Agency Year ending June 30, 2011 through 2014 Mr. Scott Manno Approximately 450 hours each year Mr. Rod Burns, Director of Finance, (909) 334-3262, rburns@cityofchino.org CITY OF LA MESA Financial Audit/Single Audit /CAFR*/Successor Agency Years ending June 30, 2011 through 2014 Mr. Terry P. Shea Approximately 325 hours each year Ms. Sarah Waller-Bullock, Finance Director, (619) 667-1122, sbullock@ci.la-mesa.ca.us -a- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) Specific audit strategy The following is a summary of the audit team's approach for the City's engagement. The audit will be divided into the following phases: Interim phase -planning, pre-audit administration and internal control testing During this phase of the audit, our principal objectives will be as follows: ./ Discuss the dates of the interim and year-end field work . ./ Perform risk assessment procedures by completing the following procedures: Obtain an understanding of the City and its environment, including its internal control, sufficient to plan the audit. Evaluate the design and effectiveness of the City's internal controls and determine whether they have been implemented. Perform walkthrough of all significant transaction classes. Perform tests of controls, if applicable. In order to achieve the desired objectives of this phase of the audit, we will: 26 of 44 • Meet with the City's staff in order to determine convenient dates in which we can begin our audit, and to discuss the assistance to be provided by the City's staff. • Review and evaluate the City's accounting and reporting processes by reviewing the prior year's audit work-papers, any City-prepared documents such as budgets, in-house financial reports, policies and procedures manuals, minutes of board meetings, etc., and by using various analytical procedures. Analytical procedures will enhance our understanding of the City and will help us identify areas that may need further assessment and additional testing. • Review and retain copies of any pertinent local, state and federal statutes, regulations, or charters that apply to the City. We will also review and retain copies of any agreements or contractual obligations (e.g., debt and grant documents, lease agreements, revenue agreements, etc.). • Evaluate the design of controls that are relevant to the audit by obtaining a thorough understanding of the City's internal controls over financial reporting and compliance by documenting key internal control components, utilizing questionnaires, walkthroughs, inquiring of the City's personnel, and observing and reviewing key supporting documentation (a more thorough explanation .of this process is discussed later in the technical proposal). • Hold brainstorming sessions with engagement team members to discuss the susceptibility of the City's financial statements to material misstatement and fraud. -9- Attachment A September 16, 2014 Item# 4.1 CI1YOFPOWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) · • Review and analyze supporting data and determine what reliance will be placed on internal controls and assess control risk. • Test controls, if control risk is assessed below the maximum, by selecting a sample of transactions within the audit area being tested and reviewing supporting documentation, and evaluating the completeness of the documentation tested, as well as the adequacy of support and approvals as they appear on the support. • Document and review with management, any findings noted during the testing of internal controls and provide a preliminary management letter that will include our recommendations for improving any weaknesses in operations noted during our internal control analysis and tests of controls. The letter will also include suggestions for improving the efficiency of the City's operations. This phase of the engagement for the audit will take approximately 80 hours and be performed by the manager, senior/supervisor accountant and two staff accountants with direct supervision by the audit partner. Year-end phase 1-substantive testing During this phase of the audit, our principal objectives will be as follows: v' Assess the risk of material misstatement at the financial statement level and specific assertions. v' Design overall responses to assessed risks and further audit procedures. v' Perform substantive tests, as needed, and complete the audit. v' Evaluate audit findings, if applicable. In order to achieve the desired objectives of this phase of the audit, we will: 27 of 44 • Determine whether our testing supports the assessed level of risk initially assigned at the financial statement level and at the assertion level. • Identify significant risks. • Develop a detailed audit plan. • Design substantive tests of account balances, modified specifically for the City's operations and assessed level of risk. Substantive procedures could, depending on our risk assessment, consist of the following: o Confirmation of cash and investment balances - o Testing of cash and investment reconciliations o Testing GASB 40 disclosures o Testing for compliance with the City's investment policy -10- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) o Testing of interest income allocations to the various funds o Analytical review and subsequent receipt testing of significant receivables o Evaluate if receivables are valued properly and perform tests of balances in conjunction with the testing of revenues o Testing of significant inventory and other asset accounts o Testing of additions and deletions to capital assets, including CIP accounts o Perform a search for unrecorded liabilities o Testing of significant liability and accrued liability accounts o Evaluate the support for compensated absences o Review the valuation of claims and judgments o Testing of long-term debt balances and debt covenants o Analytical review of interest expense o Testing of net position (net asset) classifications o Testing of revenues through either analytical procedures and/or detailed testing o Testing of expenses through either analytical procedures and/or detailed testing o Payroll testing for compliance with approved salaryschedules o Examination of interfund transfers and testing of transfers out of restricted funds o Review the minutes of the board meetings o Review significant contracts, debt issuances, leases and other agreements o Review of subsequent events after year end (through the completion of our audit) o Testing for significant commitments to be disclosed in the financial statements o Confirm with legal counsel any significant legal matters affecting the City's financial position The above list is not all-inclusive. After our detailed risk assessment procedures, we will determine which procedures to perform relative to the audit. All of our audits are customized to each entity, helping to ensure a complete, effective, and efficient audit. This phase of the engagement will take approximately 240 hours and be performed by the manager, senior accountant and two staff accountants with direct supervision by the audit partner. Year-end phase II-reporting/audit conclusion During this phase of the audit, our principal objectives will be as follows: 28 of 44 -/ Evaluate whether the financial statements, taken as a whole, are free from material misstatement. -/ Form an opinion and issue the audit reports. -11- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) In order to achieve the desired objectives of this phase of the audit, we will: • Determine whether, based on our substantive testing and other procedures, the financial statements, taken as a whole, are free of material misstatement. This will provide the basis for our opinion. • Review of all audit work-papers by the engagement partner and manager to ensure that the audit was performed in accordance with the required standards (GAAS, GAGAS, etc.). • Prepare drafts of all required reports by the agreed-upon dates. • Conduct an independent review of the financial statement draft by the firm's technical review partner. • Issue all reports by the agreed-upon dates. This phase of the engagement will take approximately 130 hours and be performed by the audit manager, senior and one staff accountant with direct supervision by the audit partner. In addition, the quality control partner will perform a quality control review of the financial statements. 29 of 44 -12- Attachment A September 16, 2014 Item # 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) Understanding of internal control Our approach to obtaining an understanding of the City's internal control over financial reporting will be performed in accordance with professional standards as promulgated by the American Institute of Certified Public Accountants--our understanding will include the Control Environment, Risk Assessment, Control Activities, Information and Communication, and Monitoring. Our approach is as follows: Control Environment. Through inquiry of the City's personnel, prompted by questionnaires, personal knowledge, and review of the minutes of the City's board meetings, we will obtain an understanding of management's and the City Council's attitudes, awareness and actions concerning the control environment, focusing on the substance of the controls rather than their form. Risk Assessment. Through inquiry of the City's personnel and the use of questionnaires, we will obtain sufficient knowledge of the City's risk assessment process to understand how management considers risks relevant to financial reporting objectives and decides upon actions to address those risks. This will include understanding how management identifies risks, estimates the significance of these risks, assesses the likelihood of their occurrence, and relates them to financial reporting. Control Activities. Certain control procedures will be documented during our analysis of the control environment and the accounting system. However, many specific control procedures will still need to be documented that will focus primarily on the City's major transaction cycles. As mentioned above, we will test the City's control procedures on which we intend to rely for safeguarding assets from unauthorized use or disposition and detecting/preventing unauthorized transactions. Any flow charts, organizational charts and any other manuals, programs, and financial and management information systems will be analyzed during this process. Information and Communication. Through inquiry of the City's personnel, we will identify the major types of transactions engaged in by the City. We will become familiar with the treatment of those transactions, including how the transactions are initiated, the related accounting records, and the manner of processing the transactions. Finally, we will obtain an understanding of the City's financial reporting process used to prepare financial reports, including the approaches used in making accounting estimates and disclosures. Monitoring. Through the inquiry of the City's personnel and the use of questionnaires, we will obtain sufficient knowledge of the major types of activities the City uses to monitor internal control over financial reporting. We will also determine how those activities are used to initiate corrective actions. 30 of 44 -13- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) Sample sizes Our sample sizes will be determined in accordance with the AICPA's Audit and Accounting Guide, Audit Sampling, and will be selected using professional judgment as permitted by SAS No. 111: Amendment to Statement on Auditing Standards No. 39, Audit Sampling: Our methods are designed to provide the most audit coverage without expending excess time. Our sample sizes will depend upon our preliminary assessment of control risk, as well as our planned substantive testing and analytical procedures. Approach in drawing samples for compliance testing Our approach to be taken in drawing audit samples for purposes of tests of compliance will depend on the number of transactions, the amounts of financial assistance provided (as applicable), and the City's internal controls over the respective programs. We will select samples that will provide sufficient evidence of the City's compliance with the laws and regulations that will have a material effect on compliance with laws and regulations. Computer technology in the audit Our firm has adopted a paperless audit approach. Using our engagement software, all audit team members are linked to each other using a local router which enables them to share information at an almost real-time speed. In addition, once your trial balances and financial statements are entered into our software, we are able to observe your statements in the field allowing us to notice any variances and address them at your office. With this in mind, we would prefer all audit information in an electronic format, particularly trial balances and general ledgers. If electronic formatting is not available, all audit teams have portable scanners and printers while on location during fieldwork. In addition, we can access our accounting and auditing resources through either a wireless or wired internet connection. We link the CAFR schedules directly to our audit software trial balances, and as result, we can provide the City with fund financial statements almost immediately after importing the trial balances. Additionally, journal entries are easy to post to the CAFR schedules and the risk of data entry error is minimized. We can provide the City with our audited trial balances which show the coding of the CAFR schedules for ease of review for City staff. These reports show each account coded to a specific CAFR line item as well as journal entries posted during the audit. EDP software It is our intent to audit around the City's computer system. However, if we determine that it would be more efficient and cost effective to audit through the City's system, we will apply the necessary procedures after discussing the matter with the City. 31 of 44 -14- Attachment A September 16, 2014 Item# 4.1 CI1YOFPOWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) Analytical procedures. We will utilize analytical review procedures throughout our audit of the City. During the interim phase of our audit, we will compare current and prior year unadjusted balances to determine areas that may need additional analysis; we will also compare current year actual amounts to the City's annual budget. During the final phase of our audit, we will perform procedures similar to those mentioned above, as well as compare certain financial ratios for current and prior years. We will also conduct certain "reasonableness" tests. Finally, after we have completed our field work, we will compare current and prior year audited balances, keeping in mind expected relationships obtained from our knowledge of the City and various other entities. Approach in determining applicable laws and regulations We understand the importance of laws and regulations in planning an audit of a local government or not-for-profit entity. As part of our audit process, our audit team will obtain an understanding of the laws and regulations that will have a direct and material effect on the City's financial statements. In determining which laws and regulations are applicable to the City's financial statement audit, we will consult the following sources: • AI CPA Audit and Accounting Guide, Audits of State and Local Governments • The Division of Local Government Fiscal Affairs Minimum Audit Requirements • US Government Accountability Office's Government Auditing Standards (The Yellow Book), 2011 Revision • Applicable contracts/grants of the City of Poway • The Single Audit Act Amendments of 1996 • Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments and Non-Profit Organizations • OMB Circular A-87, Cost Principles for State and Local Governments • OMS's Circular A-133, Compliance Supplement After consulting the applicable sources, we will design our audit to provide reasonable assurance of detecting material instances of noncompliance. 32 of 44 -15- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Specific audit strategy (audit approach) (continued) Evaluation of internal controls and management letter comments During our audit, we will consider the City's internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. Our consideration of internal control is not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. There are three classifications of internal control deficiencies. We will work carefully with your staff to ensure the correct classification of any identified internal control deficiencies. The three classifications are as follows: • Control deficiency-a minor internal control deficiency that can be communicated either verbally or in writing to management. • Significant deficiency-a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance, and must be communicated in writing. • Material weakness -a deficiency, or a combination of deficiencies in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected, on a timely basis, and must be communicated in writing to those charged with governance. When we prepare internal control recommendations, we obtain a thorough understanding of the specific circumstances surrounding the finding, and discuss the matters with management prior to drafting the letter. We work with your staff to ensure that the recommendation is reasonable and practical to implement. 33 of 44 -16- Attachment A September 16,2014 Item# 4.1 CIIYOFPOWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Identification of anticipated potential audit problems Identification of anticipated potentrat audit problems One potential problem could be the implementation of GASB Statement No. 65, "Items Previously Reported as Assets and Liabilities". Our approach to solving this problem would be to examine the City's CAFR and identify potential items that would be impacted by GASB 65. We would discuss those items with the City staff to obtain a clear understanding of the items in order to determine the proper treatment and reporting under GASB 65, and then assist City staff with the implementation of the statement. 34 of 44 -17- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Resumes of key engagement personnel Terry P. Shea, CPA EngagementParlner Professional experience Mr. Shea began his career with Thomas, Byrne and Smith in 1981. He spent six years with the firm primarily working on audits of municipalities, special districts, redevelopment and other governmental agencies. He joined Rogers, Anderson, Malady & Scott, LLP in 1987 where he has completed governmental audits including municipalities and provided financial consulting services for various cities. Education I licenses Bachelor of Arts degree from California State University, Fullerton Certified Public Accountant-State of California Related professional experience Governmental and not-for-profit entities that Mr. Shea has served include the following (*includes enterprise fund accounting): City of La Mesa* City of Grand Terrace* City of Twentynine Palms City of Corona* City of Norco* City of Indio* Ventura Regional Sanitation District City of Fontana* City of Lama Linda* City of Palm Desert City of San Jacinto* City of San Bernardino* City of San Bernardino EDA Crestline-Lake Arrowhead Water Agency City of Goleta City of Mission Viejo* City of Riverside* City of El Cajon* Town of Yucca Valley City of Indian Wells University Enterprise Corporation at CSUSB Philanthropic City at CSUSB Associated Students, Inc. at CSUSB Santos Manuel Student Union Mr. Shea served as the Interim Finance Director for the City of Perris from July 1998 to October 2001. He currently serves as the Contract Finance Director for two Riverside County cities and one Los Angeles County city. Continuing professional education Mr. Shea has completed approximately 80 hours of continuing professional education courses in the past three years, of which, the following select courses are relevant to this engagement: • AICPA -Cities in Governmental Accounting • AI CPA -Governmental and Not-for Profit Conference • CSCPA-Governmental Auditing Skills • Thomson Reuters -Audits of State and Local Governments Professional affiliations Mr. Shea is a member of the following professional organizations: 35 of 44 • American Institute of Certified Public Accountants (AICPA) • California Society of Certified Public Accountants (CSCPA) • Government Finance Officers Association (GFOA) • California Society of Municipal Finance Officers (CSMFO) -18- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Resumes of key engagement personnel (continued) Scott W. Manno, CPA, CGMA Audit Partner-Quality Control Professional experience Mr. Manno began his career with Thomas, Bigbie and Smith in 1995. He spent six years with the firm primarily working on audits of municipalities, special districts and redevelopment agencies as well as various non-profit organizations. He joined Rogers, Anderson, Malady & Scott, LLP in July 2001. Education I licenses Bachelor of Science degree from California State University, San Bernardino Certified Public Accountant-State of California Chartered Global Management Accountant-American Institute of Certified Public Accountants Related professional experience Governmental agencies that Mr .. Manno has served include the following (*includes enterprise fund accounting): City of Fillmore* City of Chino* Town of Yucca Valley* City of Sierra Madre* City of Calimesa City of San Jacinto* City of La Verne* City of Lake Elsinore* City of Twentynine Palms City of Goleta City of Grand Terrace* City of Norco* City of Mission Viejo* City of La Mesa* City of Lemon Grove City of San Juan Capistrano* Continuing professional education Mr. Manno has completed over 170 hours of continuing professional education courses over the past three years of which the following select courses are relevant to this engagement: • Texas Tech University, Governmental Accounting and Financial Reporting • Texas Tech University, Governmental Accounting, Reporting and Auditing Update • American Institute of Certified Public Accountants, Governmental Accounting and Reporting Professional affiliations 36 of 44 Mr. Manno is a member of the following organizations: • American Institute of Certified Public Accountants (AICPA) • California Society of Certified Public Accountants (CSCPA) • Association of Certified Fraud Examiners (ACFE) • Association of Government Accountants (AGA) • Government Finance Officers Association (GFOA) • California Society of Municipal Finance Officers (CSMFO) -19- Attachment A September 16, 2014 Item# 4.1 CITY OF POWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Resumes of key engagement personnel (continued) Brad A. Welebir, MBA, Audit Manager Certified Public Accountant Professional Experience Mr. Welebir joined Rogers, Anderson, Malady & Scott, LLP in January 2004. He works primarily on audits of governmental agencies, small to mid-sized businesses, and nonprofit organizations. Prior to joining our firm, he began his career with Sam's Club, where he was the operations manager. He then worked for La Sierra Academy as an accountant. Education Masters of Business Administration-Accounting Emphasis from California State University, Fullerton in June 2003 Bachelor of Arts in Business Administration from La Sierra University in 1996 Certified Public Accountant-State of California Related Professional Experience Organizations that Mr. Welebir has served include the following (*includes enterprise fund accounting): City of Mission Viejo* City of San Juan Capistrano* Town of Yucca Valley* City of La Verne* Helendale Community Services District* City of Grand Terrace* Rossmoor Community Services District City of Redondo Beach* City of San Bernardino* City of Norco* City of Moorpark City of Chino* Continuing Professional Education Mr. Welebir has completed 81 hours of continuing professional education courses in the past two years of which the following select courses are relevant to this engagement: • Thomson Reuters, Audits of State and Local Governments • American Institute of Certified Public Accountants, Foundations in Governmental Accounting • California Society of CPAs Education Foundation, Governmental Accounting and Auditing Update • American Institute of Certified Public Accountants, Applying A-133 to Nonprofit and Governmental Organizations Professional Affiliations Mr. Welebir is a member of the following professional organizations: 37 of 44 • American Institute of Certified Public Accountants (AICPA) • California Society of Certified Public Accountants (CSCPA) • California Society of Municipal Finance Officers (CSMFO) -20- Attachment A September 16,2014 Item# 4.1 CIIYOFPOWAY PROPOSAL FOR PROFESSIONAL AUDITING SERVICES Resumes of key engagement personnel (continued) Nathan Statham, MBA, Senior Accountant Certified Public Accountant Professional Experience Mr. Statham joined Rogers, Anderson, Malody & Scott, LLP in January 2012. He works primarily on audits of governmental agencies, small to mid-sized businesses, and nonprofit organizations. Prior to joining our firm, he began his career in the real estate finance industry. Education Masters of Business Administration-Finance Emphasis from California State University, San Bernardino December 2011 Bachelor of Arts in Business Administration from California State University, San Bernardino December 2009 Certified Public Accountant-State of California Related Professional Experience Organizations that Mr. Statham has served include the following (*includes enterprise fund accounting): City of San Juan Capistrano City of Sierra Madre* City Rosemead* Western Municipal Water District* Inland Empire Resource Conservation District California State University San Bernardino Foundation* Continuing Professional Education City of Redondo Beach* City of El Cajon* City of Fillmore* Ventura County Public Finance Authority* Crestline Village Water District* Santa Ana Watershed Association* Mr. Statham has completed 22 hours of continuing professional education courses in the past two years of which the following select courses are relevant to this engagement: • California Society of CPAs Education Foundation, Governmental Accounting and Auditing Update • American Institute of Certified Public Accountants, Single Audit Advanced Concepts • Governmental Accounting Standards Board, Other Postemployment Benefits Professional Affiliations Mr. Statham is a member of the following professional organizations: 38 of 44 • American Institute of Certified Public Accountants (AICPA) • California Society of Certified Public Accountants (CSCPA) -21- Attachment A September 16, 2014 Item# 4.1 Attachment A TIMPSON GARCIA LU' ! \ • ._., r~>l\~"' ~ t unrs,m, \.Y:\ ( l ~lll .. I•J 'li ! \.-V~·lfh" \V \."'11'1..'1\1. \.'l'>. ~ t\l~H ~I"~ B 39 of 44 May 31,2012 To the Owners of Rogers, Anderson, Malody & Scott, LLP and the Peer Review Committee of the System Review Report California Society of Certified Public Accountants 1',\iH,.:l:·l~S !"'~nm' :i 1<.,\n~·':>hfh.\, <•"'·' t ~\1\11\.' ll.'t• h..lw~b.lkl. \.'P1\ \\'llhJill L M,•y, \. ~'!\ fiR~~ AP~H~1 f4.• rft,Yh lf2 l.t7 fl.l\t:-0 We have reviewed the system of quality control for the accounting and auditing practice of Rogers, Anderson, Malody & Scott, LLP (the firm) in effect for the year ended November 30,2011. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. The fum is responsible for designing a system of quality control and complying with it to provide· the firm with reasonable assurance of performing and reporting in conformity With applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www .aicpa.org/prsummary. As required by the standards, engagements selected for review included engagements performed under Government Auditing Standards and audits of employee benefit plans. In our opinion, the system of quality control for the accounting and auditing practice of Rogers, Anderson, .Malody & Scott, LLP in effect for the year ended November 30, ·2011, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in. all material respects. Firms can receive a rating of pa§s, pass with deficiency(ies) or fail. Rogers, Anderson, Malody & Scott, LLP has received a peer review rating of pass. -22- Attachment A September 16, 2014 Item# 4.1 Government Client City of Norco City ofGrand Terrace City of El Cajon City of Fillmore Town of Yucca Valley City of San Juan Capistrano City of La Verne City of San Jacinto City of Twentynine Palms City of Chino City of La Mesa City of Rosemead City of Moorpark City of Mission Viejo City of Capitola City of Redondo Beach City of Lorna Linda City of Sierra Madre Crestline Village Water District Crestline-Lake Arrowhead Water San Bdno Valley Muni Water Dist Ventura Regional Sanitation District Saticoy Sanitary District Helendale CSD Pine Cove Water District Western Municipal Water District WRCRWA Vista Irrigation District Idyllwild Water District Helix Water District 29 Palms Water District Big Bear Area Regional Wastewater Inland Empire Resource Cons Dist Rossmoor CSD Rim of the World Park & Rec Dist Ventura County Regional Energy Heartlands Communications Fac Auth Heartlands Fire Training Auth Santa Ana Watershed Assoc 40 of 44 CURRENT CLIENTS Years Served 06/30/04 to 06/30/14 06/30/04 to 06/30/13 06/30/07 to 06/30/14 06/30/08 to 06/30/14 06/30/08 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/12 to 06/30/14 06/30/12 to 06/30/14 06/30/12 to 06/30/14 06/30/12 to 06/30/14 06/30/13 to 06/30/14 06/30/12 to 06/30/14 04/30/96 to 04/30/14 06/30/98 to 06/30/14 06/30/04 to 06/30/14 06/30/07 to 06/30/14 06/30/07 to 06/30/14 06/30/10 to 06/30/14 06/30/10 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 06/30/12 to 06/30/14 06/30/12 to 06/30/14 06/30/12 to 06/30/14 06/30/04 to 06/30/14 06/30/05 to 06/30/14 06/30/06 to 06/30/14 06/30/07 to 06/30/14 06/30/07 to 06/30/14 06/30/07 to 06/30/14 12/31/09 to 12/31/13 -23- Attachment A Attachment B CSMFO/ GFOA Successor Housing Awards Agenc~ Authorit~ Yes Yes No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes September 16, 2014 Item# 4.1 SB Fire Training Capistrano Bay CSD Ventura County Public Fin Auth CSUSB -Student Union CSUSB -Associated Students lncorp CSUSB -Philanthropic Foundation CSUSB -University Enterprise Corp 41 of 44 06/30/10 to 06/30/14 06/30/13 to 06/30/14 06/30/12 to 06/30/14 06/30/05 to 06/30/14 06/30/10 to 06/30/14 06/30/11 to 06/30/14 06/30/11 to 06/30/14 -24- Attachment A Attachment B September 16,2014 Item# 4.1 --------------------------------------------------------- DON HIGGINSON, Mayor DAVE GROSCll, Deputy Mayor JIM CUNNINGHAM, Councilmember JOHN MULLIN, Councilmember STEVE VAUS, Councilmember CITY OF POWAY ADDENDUM NO. 1 Professional Auditing Services RFP 15-003 TO ALL PROSPECTIVE PROPOSERS: The following changes are made to the Proposal: 1. Page 15: 2. Page 16: Replace Attachment A with the attached Revised Attachment A. Replace Attachment 8 with the attached Revised Attachment B. Attachment C All proposers shall acknowledge receipt and acceptance of this Addendum No. 1 and replacement pages by signing in the space provided and submitting the signed Addendum with the proposal. Andrew White, Finance Manager/Date Receip~dged by: _;p~,L_ - Authorize iQliature/Company Name Date City Hall Located at 13325 Civic Center Drive 42 of 44 Mailing Address: P.O. Box 789, Poway, California 92074..0789 v1ww.poway.org Attacfiment A September 16, 2014 Item # 4.1 Service City of Poway Proposal for Professional Auditing Services Audit Work Cost' Proposal Form Rogers, Anderson, Malody & Scott, LLP Certified Public Accountants 2013/2014 2014/2015 2015/2016 City of Poway Audit and Related Reports $ 27,000 $ 27 500 $ 28,000 Poway Housing Authority Audit 4,500 4 700 4,900 Poway Public Financing Authority 4 500 4 700 4 900 Preparation of Financial Statements 5 800 5,900 6 000 Agreed-Upon Procedures GANN Limit 700 700 700 Single Audit and Related Reports (if needed) * 3 000 3 000 3 000 Total for Fiscal Year (not-to exceed) $ 45,500 $ 46,500 $ 47,500 * = Fee for first major program, each additional major program is $2,000. 2016/2017 2017/2018 $ 28,500 $ 29 000 5 050 5,200 5 050 5 200 6,100 6 200 700 700 3 100 3 200 $ 48,500 $ 49,500 43 of 44 Attachment A September 16, 2014 Item# 4.1 Name of Firm: Address: Contact Name: Contact Phone #: Fax#: Contact Email: City of Poway Proposal for Professional Auditing Services Estimate of Cost Rogers, Anderson, Malody & Scott, LLP Certified Public Accountants Rogers, Anderson, Malady & Scott, LLP 735 E Carnegie Drive, Suite 100 San Bernardino, CA 92408 Terry Shea, CPA 909-889-0871 909-889-5361 tshea@ramscpa. net 1. Auditor's Standard Billing Rate Auditor's Standard Hourly Billing Rates POSITION 2013/14 2014/15 2015/16 2016/17 2017/18 Partner $ 230 $ 230 $ 235 $ 235 $ 240 Manager 155 155 160 160 165 Senior Accountant 115 115 120 120 125 Staff Accountant 75 80 80 85 85 Clerical 40 40 40 40 40 44 of 44 Attachment A September 16, 2014 Item# 4.1 APPROVED D APPROVED AS AMENDED D City of Poway COUNCIL AGENDA REPORT (SEE MINUTES) DENIED D REMOVED D CONTINUED----- DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUTION NO.---- September 16, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manage~v) n 1 A Robert J. Manis, Director of Development Services fW v Rich Whipple, City Pia nne~~~ Ashley Jones, Senior Management Analys~~ Approval of Consultant Agreement with MIG, Inc. for the Poway Road Corridor Study (CIP #12009A) Based on a recent Request for Proposals process, staff is seeking approval to enter into an agreement with MIG, Inc. to provide planning, land use, and transportation consulting services for the Poway Road Corridor Study project. Recommended Action: It is recommended that the City Council approve the Standard Agreement for Consultant Services with MIG, Inc. (Attachment A) and authorize the City Manager to execute the agreement. Background: The Poway Road Corridor Study (PRCS) will provide recommendations on land use, transportation, design/aesthetics, and economic development for Poway Road, the City's main commercial corridor. The study will be based on an assessment of existing land use and transportation conditions along Poway Road. It will consist of several components: a PRCS Report, a Poway Road Specific Plan Amendment, a Complete Streets Report, and an Economic/Market Analysis and Implementation Strategy. Once complete, the PRCS will be used by the City as a tool to guide future development review, capital improvements, and general plan and zoning code amendments. The transportation and land use analysis will result in recommendations and an implementation strategy regarding the appropriate transportation modes and mix of uses along the project corridor. These shall include proposed changes to regulatory and policy documents such as the Poway Municipal Code (PMC) and the City's General Plan. A brief description of each of the study's components is provided below. Poway Road Corridor Study Report The PRSC report will provide a summary of the existing conditions and a series of recommendations regarding future land use, mobility, development types and patterns, landscape design options, lighting, way-finding signage, and public improvements. This document will provide a summary of the PRCS process, recommendations, and steps for implementation. 1 of 27 September 16, 2014 Item# '1.;2. Approval of Consultant Agreement for Poway Road Corridor Study September 16, 2014 Page 2 Poway Road Specific Plan Amendment After preparing an inventory of all existing land uses and evaluating current development, architectural, and landscape criteria, MIG, Inc. (MIG) will provide concise recommendations on potential land use changes and zoning regulation amendments. An integral component of the study will include an evaluation for the potential for mixed- use development in the "Town Center" area. The Town Center is an area within the corridor envisioned to have a concentrated development of public and private spaces. The specific plan amendment will include land use, zoning (development criteria), Town Center concept recommendations, and design alternatives. Complete Streets Report & Impact Analysis The results of the other PRCS components with regard to transportation and mobility will be summarized into a Complete Streets Report, which will meet all regional and State guidelines. Recommendations and implementation strategies to enhance the movement of vehicles, bicycles and pedestrians in the Corridor will be included in the report. The report will also include a traffic impact analysis that will evaluate and identify traffic related impacts associated with the recommendations included in the PRCS report. Economic/Market Analysis and Implementation Strategy As part of the overall study, MIG will conduct an economic/market analysis and produce recommendations and an implementation strategy to stimulate new development within the Poway Road Corridor. The report will recommend action the City can take to maximize land use and economic opportunities, which will be based on projected market supply/demand conditions and economic forecasts. For the Town Center area specifically, recommendations will be provided to determine potential land uses, building and parking configurations, and tenant types. The report will also assess the potential to include affordable housing as a component within a larger, mixed-use district as identified in the adopted Housing Element. The recommendations will take into consideration the parcels located within the Town Center area that are currently owned by the City of Poway, as Successor Agency to the former Poway Redevelopment Agency, that may be subject to future sale based on the State dissolution of Redevelopment. Future Steps The timeline for completion of the PRCS is approximately eighteen months. An ad-hoc committee consisting of business leaders, private citizens and other stakeholders will be established to provide input and guidance on the project. In addition, extensive public outreach will be conducted by the consultant including facilitation and presentation at various ad-hoc committee meetings, public workshops, and public hearings before the City Council. 2 of 27 September 16, 2014 Item #'f.l Approval of Consultant Agreement for Poway Road Corridor Study September 16, 2014 Page 3 Findings: Staff conducted an RFP for the PRCS in May 2014. The RFP was advertised in the Poway News Chieftain on May 15 and May 22, 2014, and posted on the City's e-bid board. Nine firms submitted proposals. After a thorough evaluation of all proposals submitted, MIG, Inc. was selected as the firm best suited to meet the City's needs with regard to this project. MIG, Inc. has extensive experience working with public sector clients on a variety of projects, including similar corridor projects. The fee for services included in the proposal submitted by MIG, Inc. is $349,190. The proposal includes the use of sub-consultants at varying levels, for specific tasks. MIG's team includes Chen Ryan Associates, a transportation specialty consultant firm, and Keyser Marston Associates, a firm that specializes in economics and marketing. The proposal for services included in Exhibit "8" of the Standard Agreement for Consultant Services, which is attached as Attachment "A", includes a detailed scope of work and deliverables for the project. The PRCS project will be funded through the Regional Transportation Improvement Program (RTIP), which is administered by the San Diego Association of Governments (SANDAG). The RTIP is a multi-year program which includes projects proposed by local jurisdictions for major highway, arterial, transit, and bikeway projects. The RTIP is funded through revenues from the TransNet half-cent sales tax. Based on the City of Poway's RTIP program funding request, SANDAG has allocated $350,000 in funds to the City of Poway for this project. Fiscal Impact: Sufficient funds for award of this contract are available in CIP Account #12009A. Environmental Review: This action is not subject to review under the 2014 California Environmental Quality Act (CEQA) Guidelines. Public Notification: A copy of this report was provided to MIG, Inc. Attachments: A. Standard Agreement for Consultant Services with MIG, Inc. M:\Department Administration\Professional Services\Poway Road Corridor Study\Agenda Report.docx 3 of 27 September 16, 2014 Item# 'f.l CITY OF POWAY STANDARD AGREEMENT FOR CONTRACT SERVICES This Agreement, entered into this 16 1h day of September, 2014, by and between the CITY OF POWAY (hereinafter referred to as "City") and MOORE, IACOFANO, and GOLTSMAN, INC., also known as MIG, INC., a California corporation (hereinafter referred to as "Contractor"). RECITALS WHEREAS, City desires to obtain the services of a private contractor to provide planning, land use, and transportation consulting services for the Poway Road Corridor Study project; and WHEREAS, Contractor is a multidisciplinary firm that offers a full range of services including streetscape design, neighborhood and corridor planning, and community outreach and engagement, and possesses the necessary qualifications to provide the required services; and WHEREAS, City has authorized the preparation of an agreement to retain the services of Contractor as hereinafter set forth. NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY RETAIN CONTRACTOR ON THE FOLLOWING TERMS AND CONDITIONS: 1. Scope of Services. Contractor shall provide services as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 2. Compensation and Reimbursement. City shall compensate and reimburse Contractor as provided in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 3. Term of Agreement. The term of this Agreement shall be as described in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 4. Termination. This Agreement may be terminated with or without cause by City. Termination without cause shall be effective only upon 60-day written notice to 4 of27 1 ATTACHMENT A September 16, 2014 Item # '1. 2 Contractor. During said 60-day period Contractor shall perform all consulting services in accordance with this Agreement. This Agreement may be terminated by City for cause in the event of a material breach of this Agreement, misrepresentation by Contractor in connection with the formation of this Agreement or the performance of services, or the failure to perform services as directed by City. Termination for cause shall be effected by delivery of written notice of termination to Contractor. Such termination shall be effective upon delivery of said notice. 5. Confidential Relationship. City may from time to time communicate to Contractor certain information to enable Contractor to effectively perform the services. Contractor shall treat all such information as confidential, whether or not so identified, and shall not disclose any part thereof without the prior written consent of the City. Contractor shall limit the use and circulation of such information, even within its own organization, to the extent necessary to perform the services. The foregoing obligation of this Paragraph 5, however, shall not apply to any part of the information that (i) has been disclosed in publicly available sources of information; (ii) is, through no fault of Contractor, hereafter disclosed in publicly available sources of information; (iii) is now in the possession of Contractor without any obligation of confidentiality; or (iv) has been or is hereafter rightfully disclosed to Contractor by a third party, but only to the extent that the use or disclosure thereof has been or is rightfully authorized by that third party. Contractor shall not disclose any reports, recommendations, conclusions or other results of the services or the existence of the subject matter of this contract without the prior written consent of the City. In its performance hereunder, Contractor shall comply with all legal obligations it may now or hereafter have respecting the information or other property of any other person, firm or corporation. 6. Office Space and Clerical Support. Contractor shall provide its own office space and clerical support at its sole cost and expense. 7. Covenant Against Contingent Fees. Contractor declares that it has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of the Agreement. For breach of violation of this warranty, City shall have the right to annul this Agreement without liability, or, at its sole discretion, to deduct from the Agreement price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 2 5 of 27 September 16, 2014 Item # 'f. 2 8. Ownership of Documents. All memoranda, reports, plans, specifications, maps and other documents prepared or obtained under the terms of this Agreement shall be the property of City and shall be delivered to City by Contractor upon demand. 9. Conflict of Interest and Political Reform Act Obligations. During the term of this Agreement Consultant shall not act as consultant or perform services of any kind for any person or entity whose interests conflict in any way with those of the City of Poway. Consultant shall at all times comply with the terms of the Political Reform Act and the local conflict of interest ordinance. Consultant shall immediately disqualify itself and shall not use its official position to influence in any way any matter coming before the City in which the Consultant has a financial interest as defined in Government Code Section 87103. Consultant represents that it has no knowledge of any financial interests which would require it to disqualify itself from any matter on which it might perform services for the City. "Consultant" means an individual who, pursuant to a contract with a state or local agency: 6 of27 (A) Makes a governmental decision whether to: 1. Approve a rate, rule or regulation; 2. Adopt or enforce a law; 3. Issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement; 4. Authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires City approval; 5. Grant City approval to a contract that requires City approval and to which the City is a party, or to the specifications for such a contract; 6. Grant City approval to a plan; design, report, study, or similar item; 7. Adopt, or grant City approval of, policies, standards, or guidelines for the City, or for any subdivision thereof; or (B) Serves in a staff capacity with the City and in that capacity participates in making a governmental decision as defined in Regulation 18702.2 or performs the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City's Conflict of Interest Code. 3 September 16, 2014 Item# lf.l 7 of27 DISCLOSURE DETERMINATION: 1. 2. D ConsultanUContractor will not be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. No disclosure required. ConsultanUContractor will be "making a government decision" or "serving in a staff capacity" as defined in Sections A and B above. As a result, ConsultanUContractor shall be required to file a Statement of Economic Interest with the City Clerk of the City of Poway in a timely manner as required by law. Robert J. Manis, Director of Development Services 10. No Assignments. Neither any part nor all of this Agreement may be assigned or subcontracted, except as otherwise specifically provided herein, or to which City, in its sole discretion, consents to in advance thereof in writing. Any assignment or subcontracting in violation of this provision shall be void. 11. Maintenance of Records. Contractor shall maintain all books, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred and shall make such materials available at its office at all reasonable times during the contract period and for three (3) years from the date of final payment under this Agreement, for inspection by City and copies thereof shall be furnished, if requested. 12. Independent Contractor. At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of the City of Poway. City shall have the right to control Contractor only insofar as the results of Contractor's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Contractor accomplishes such services. 13. Licenses, Permits, Etc. Contractor represents and declares to City that it has all licenses, permits, qualifications, and approvals of whatever nature legally required to practice its profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, or approval, which is legally required for Contractor to practice its profession. 4 September 16, 2014 Item# 'f.l. 8 of27 14. Contractor's Insurance. Contractor shall provide insurance as set forth in Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 15. Indemnification. (a) For Claims (as defined herein) other than those alleged to arise from Contractor's negligent performance of professional services, City and its respective elected and appointed boards, officials, officers, agents, employees and volunteers (individually and collectively, "lndemnitees") shall have no liability to Contractor or any other person for, and Contractor shall indemnify, protect and hold harmless lndemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including reasonable attorneys' fees and disbursements (collectively "Claims"), which lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of Contractor's negligent performance under this Agreement, or by the negligent or willful acts or omissions of Contractor, its agents, officers, directors, sub-contractors or employees. (b) For Claims alleged to arise from Contractor's negligent performance of professional services, lndemnitees shall have no liability to Contractor or any other person for, and Contractor shall indemnify and hold harmless lndemnitees from and against, any and all Claims that lndemnitees may suffer or incur or to which lndemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise to the extent occurring as a result of Contractor's negligent performance of any professional services under this Agreement, or by the negligent or willful acts or omissions of Contractor, its agents, officers, directors, sub-contractors or employees, committed in performing any of professional services under this Agreement. For Claims alleged to arise from Contractor's professional services, Contractor's defense obligation to lndemnitees shall include only the reimbursement of reasonable defense costs and attorneys' fees to the extent caused by Contractor's negligence. (c) The foregoing obligations of Contractor shall not apply to the extent that the Claims arise from the sole negligence or willful misconduct of City or its elected and appointed boards, officials, officers, agents, employees and volunteers. (d) In any and all Claims against City by any employees of the Contractor, anyone directly or indirectly employed by it or anyone for whose acts it may be liable, the indemnification obligation under this Section 15 shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor under worker's compensation acts, disability benefit acts or other employee benefit acts. 5 September 16, 2014 Item# 'f.L 16. Contractor Not an Agent. Except as City may specify in writing, Contractor shall have no authority, expressed or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, expressed or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 17. Personnel. Contractor shall assign qualified and certified personnel to perform requested services. The City shall have the right to review and disapprove personnel for assignment to Poway projects. City shall have the unrestricted right to order the removal of any person(s) assigned by Contractor by giving oral or written notice to Contractor to such effect. Contractor's personnel shall at all times comply with City's drug and alcohol policies then in effect. 18. Notices. Notices shall be given as described on Exhibit "A" entitled "Special Provisions" attached hereto and made a part hereof. 19. Dispute Resolution. In the event of a dispute between City and Contractor concerning the terms of this Agreement or its performance, the parties agree to initially submit such dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration or litigation. In the event that the subject of such action is compensation claimed by Contractor in the event of termination, Contractor's damages shall be limited to compensation for the 60-day period for which Contractor would have been entitled to receive compensation if terminated without cause. In the event of arbitration, each party shall bear its own attorneys' fees and costs incurred. Any action to enforce or interpret the terms or conditions of this Agreement shall be brought in the Superior Court in San Diego County, Central Division. Contractor hereby waives any right to remove any such action from San Diego County as is otherwise permitted by California Code of Civil Procedure section 394. 20. Gender. Whether referred to in the masculine, feminine, or as "it," "Contractor" shall mean the individual or corporate contractor and any and all employees of contractor providing services hereunder. 6 9 of 27 September 16, 2014 Item# 'f.L 21. Counterparts. This Agreement (and any amendments) may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute one and the same instrument. Documents delivered by telephonic facsimile transmission shall be valid and binding. 22. Entire Agreement. This Agreement shall constitute the entire understanding between Contractor and City relating to the terms and conditions of the services to be performed by Contractor. No agreements, representations or promises made by either party, whether oral or in writing, shall be of any force or effect unless it is in writing and executed by the party to be bound thereby. 23. Pension Reform Act of 2013 At all times during the term of the Agreement with the City, no officer, director, shareholder, member, partner, employee, or contractor, providing services to the City, will be a "retired annuitant," under the City's retirement system, ineligible for temporary employment under section 7522.56 of the California Government Code, which was added as a part of the Pension Reform Act of 2013. For the purposes of this statement a "retired annuitant" is a person retired from the California Public Employees' Retirement System ("CaiPERS"). Any retired annuitant proposed to provide work on behalf of the City must be eligible for appointment under the Pension Reform Act of 2013, and any other applicable laws, without any adverse financial impact to the City. 7 10 of 27 September 16, 2014 Item# '1. 2.. IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement on the date first above written. CITY OF POWAY By: ------------------------- Daniel Singer, City Manager ATTEST: Sheila R. Cobian, CMC, City Clerk APPROVED AS TO FORM: By: ________________________ _ Morgan L. Foley, City Attorney 11 of 27 MIG, INC., a California corporation By: __________________ ~~--- Daniel lacofano, Treasurer, CEO, CFO 8 September 16, 2014 Item# o/.Z "SPECIAL PROVISIONS" EXHIBIT "A" A. Scope of Services. Contractor shall provide all labor, materials, and equipment necessary for planning, land use, and transportation consulting services as required by City for the Poway Road Corridor Project, which shall include but not be limited to the scope of work included as Exhibit "B". All services provided by Contractor under this Agreement shall be performed in accordance with all applicable federal, state and City regulations and ordinances. B. Compensation and Reimbursement. City shall pay Contractor an amount not-to-exceed, three-hundred and fifty-thousand dollars ($350,000). Contractor's fee shall include and Contractor shall be responsible for the payment of all federal, state and local taxes of any kind which are attributable to the compensation received. C. Term of Agreement. This Agreement shall be effective from the period commencing September 16, 2014 and ending September 15, 2016, unless sooner terminated by City as provided in the section of this Agreement entitled "Termination." This Agreement may be extended one time for a period of one-year upon approval of the City Manager and Contractor. Upon expiration or termination of this Agreement, Contractor shall return to City any and all equipment, documents or materials and all copies made thereof which Contractor received from City or produced for City for the purposes of this Agreement. D. Contractor's Insurance. 1 . Coverages: Contractor shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive General Liability, including premises- operations, products/completed, broad form property damage, and blanket contractual liability with the following coverages: General Liability $1,000,000 Bodily Injury and Property Damage combined each occurrence and $2,000,000 aggregate. (b) Automobile Liability, including owned, hired, and non-owned vehicles: $1,000,000 combined single limit. 9 12 of 27 September 16, 2014 Item# tf.l (c) Contractor shall obtain and maintain, during the life of the Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy limits of not less than $1,000,000 combined single limits, per claim and annual aggregate. (d) Workers' Compensation insurance in statutory amount. All of the endorsements which are required above shall be obtained for the policy of Workers' Compensation insurance. 2. Endorsements: Endorsements shall be obtained so that each policy contains the following three provisions: (a) Additional Insured. (Not required for Professional Errors and Omissions Liability Insurance or Workers' Compensation.) "City of Poway and its elected and appointed boards, officers, agents, and employees are additional insureds with respect to this subject project and contract with City." (b) Notice. "Said policy shall not terminate, nor shall it be canceled, until thirty (30) days after written notice is given to City." (c) Primary Coverage. "The policy provides primary coverage to City and its elected and appointed boards, officers, agents, and employees. It is not secondary or in any way subordinate to any other insurance or coverage maintained by City." 3. Insurance Certificates: Contractor shall provide City certificates of insurance showing the insurance coverages described in the paragraphs above, in a form and content approved by City, prior to beginning work under this Agreement. E. Notices. All notices, billings and payments hereunder shall be in writing and sent to the following addresses: To Development Services: 13 of 27 City of Poway Attn: Rich Whipple, City Planner 13325 Civic Center Drive Poway, CA 92064 10 To Contractor: MIG, Inc. Attn: Daniellacofano, Treasurer 3965 51h Avenue San Diego, CA 92103 September 16, 2014 Item# 'f.Z EXHIBIT "8" MIG, INC. PROPOSAL FOR SERVICES July 31, 2014 City of Poway Poway Road Corridor Study Scope of Work Task 1 -Project Initiation, Existing Conditions Assessment and Project Management Task 1.1: Kick-off Meeting and Corridor Tour Following notification to proceed, MIG and key team members will meet with City staff to kick-off the project. The kick-off meeting will include confirmation of final scope, schedule and fees; identification of key milestones; review communications and project management protocols; confirm the plan for community reengagement, including creation of project website on City's website; verify City responsibilities; confirm transfer of previous and current relevant studies (digitally and hard copy); and conduct a driving and a 4-hour driving/walking tour of the Poway Road Corridor Study area. MIG will prepare meeting agenda, meeting notes, tour itinerary and photographic documentation of tour. Deliverables: • Meeting agenda • Team directory • Meeting minutes • Photographic survey of existing conditions Task 1.2: Review Existing Land Use Conditions and Planning Context MIG will conduct an inventory and review of all relevant planning documents including but not limited to the following: • Poway Municipal Code (April 2014) • Poway Comprehensive Sign Regulations (included in Municipal Code) • SANDAG Smart Growth Map and Site Descriptions (January 2012) • City of Poway Transportation Master Element (March 201 0) • Landscape Design Manual (January 201 0) • Town Center and Community Park Concepts (May and June 2007) • City Council Reports on Town Center (June and October 2007) • Poway Community Park Study (October 2007) • Town Center Streetscape Standards (1998) • Poway Road Specific Plan (May 1996) MIG will evaluate all recommendations and guidelines contained in these documents, including an evaluation of existing development, architectural and landscape criteria for the Corridor. MIG will prepare a summary of the key planning and design criteria for review with City staff. 11 14 of 27 September 16, 2014 Item# '/.2. Deliverables: • Summary report with annotated map(s) of existing land use conditions and planning context Task 1.3 Review Existing Mobility Conditions 1.3.1 Field Investigations Chen Ryan Associates will conduct field reviews to document information necessary to complete the various types of multi-modal analysis, including bicycle network development, pedestrian improvements, transit integration, and traffic operations analysis. While street system analyses are based on facility operations, multi-modal LOS (MMLOS) for pedestrian, transit, auto, and bicycle facilities is evaluated based on the user's perception of the quality of the environment or systems while using these modes. Harsh conditions, noise, lack of shading, high winds, lack of lighting, lack of amenities, lack of buffers between vehicles and the walking/cycling environments, lack of transit services, and adjacent land uses will be recorded. Examples of information to be recorded during field reviews include the following: • ROWwidths • Number of lanes and posted speeds • Traffic volumes • Traffic controls • Transit ridership and service frequencies • Reliability of transit service • Transit stop amenities • Location of on-street parking and street furniture • Pedestrian deficiencies such as missing curb ramps, obstructions, and sidewalk gaps • Pavement condition • Existing bicycle facilities • Barrier/obstructions to cyclists and pedestrians In preparation for the field reviews, all data available from the City of Poway from previous studies and plans will be assembled and mapped. Previous data will be updated through the field reviews, or documented anew where previous data does not exist. Relevant previous data includes recent aerial photography and shapefiles reflecting existing street pavement widths, right-of-way widths, and existing bicycle and pedestrian facilities such as bike lanes and sidewalks, and shared use paths. Other critical information includes bicycle, pedestrian and transit projects that are planned, proposed, currently underway, or recently completed within the project study area. Based on field investigations and available data, Chen Ryan Associates will prepare GIS base maps depicting the existing mobility systems along the Poway Road corridor. 1.3.2 Safety Analysis Chen Ryan Associates will evaluate available collision data for the project study area. Bicycle, pedestrian, vehicle-related collisions (injuries and fatalities), as well as collisions near transit stations will be collected for the past three years, and mapped so that locations with relatively high numbers of incidents can be identified. Information derived from this analysis will be used to identify specific locations needing improvements. Chen Ryan Associates will also conduct a review of current bicycle and pedestrian awareness and educational programs being offered to City of Poway residents and employees, and compare these with similar jurisdictions across the US. We will conduct a best-practices review of active transportation awareness and educational 12 15 of 27 September 16,2014 Item #'1-2 programs as part of this task, to inform not only the safety analysis, but also the final plan program recommendations. 1.3.3 Mobility Analysis In addition to the traditional roadway and intersection operational analysis, Chen Ryan Associates also proposes to conduct a series of multi-modal assessments along the Poway Road corridor providing quantitative metrics that define the attractiveness, usability, connectivity and safety of the bicycle, pedestrian, transit, and auto environment along Poway Road. Potential multi-modal analyses include the following: • Roadway LOS • Intersection LOS (HCM 201 0) • Corridor Auto Travel Speeds and Travel Times • Community Walk Audits • Pedestrian Propensity Modeling • Bike Propensity Modeling • Bicycle Demand Modeling • Transit Capacity Analysis • Transit Station Amenities vs Ridership • Transit vs. Auto Travel Comparison (Time and Cost) • Transit Service Reliability Chen Ryan Associates can also conduct multi-modal level of service (MMLOS) analysis along the Poway Road corridor for all modes of travel. The methodology to be employed was developed under the National Cooperative Highway Research Program (NCHRP) Project 3-70, Multimodal Level of Service for Urban Streets, and included in Highway Capacity Manual 2010 (HCM 201 0). This method evaluates, by mode, the feel, comfort, accessibility and safety of an urban street based upon the design, control and operations of the roadway. Chen Ryan Associates has performed and perfected the MMLOS analysis on a number of corridor studies and mobility/circulation plan updates. We have developed systematic ways to efficiently handle this data intensive, yet very informative, analysis. Together with the safety analysis, Chen Ryan Associates will develop conceptualized mobility needs to reflect areas of high demand and high deficiency. 1.3.4 Existing and Future Bicycle and Walking Demands Chen Ryan Associates will develop estimates of current daily bicycle and walking trips by roadway segment using peak period counts (collected as part of this planning process) and adjustment factors developed by the San Diego State University's Active Transportation Research program, which is currently collecting continuous, automated bicycle and walking counts at various locations across the county. Understanding current and future cycling and pedestrian demands informs network development, is useful for before-after studies, and can be used in grant applications to obtain future construction funding. 1.3.5 Existing Conditions Report Chen Ryan Associates will document all information collected during the previous subtasks related to transportation infrastructure, travel behaviors, safety, and potential benefits from walking and cycling. This information will be critically assessed to call out key opportunities and constraints that, along with community and stakeholder input, will begin to provide a foundation for making recommendations related to future network alternatives, programs and policies. 13 16 of 27 September 16, 2014 Item# o/.2 Deliverables: • Mobility and Transportation -Existing Conditions Assessment Task 1.4 Market Potential Overview Keyser Marston Associates (KMA) will participate in the kick-off meeting with City staff and the consultant team to review the work program and schedule; collect background data, reports, and maps; and identify additional information needs. We will tour the Corridor and surrounding market area. We will also seek City input regarding potential contacts with potential real estate and business stakeholders. KMA will review key demographic and economic trends in the Poway trade area, including population, households, household income, and employment. We will draw information from the U.S. Census, SANDAG, and data profiling sources such as Nielsen Site Reports. KMA will evaluate current and projected market supply and demand conditions, and competitive position for four (4) major land use categories within the City: retail/restaurant; multi-family residential; office; and lodging. This evaluation will rely on industry data sources such as CoStar Group, Inc., LoopNet Inc., and real estate brokers. KMA will also interview selected developers, brokers, and/or business owners to better understand market opportunities and development potential in the Corridor. KMA will summarize the principal assets and constraints affecting development potential for each land use category within the Corridor. We will identify catalytic development opportunities that are likely to stimulate economic development activity within the Corridor. For the Town Center area specifically, KMA will provide recommendations in terms of potential land uses, building and parking configurations, and tenant types. Our recommendations will consider the existing land use pattern in the area, particularly the parcels that the City will be selling in its capacity as the Successor Agency for the Former Redevelopment Agency pursuant to its Long Range Property Management Plan. We will also assess the potential to include affordable housing as a component within a larger, mixed-use district. Deliverables: • Memorandum Report Task 1.5: Ongoing Coordination and Project Management MIG proposes the following recurrent meetings to effectively management scope, schedule and fees: 1. Weekly -Weekly phone calls to check in on project progress and discuss key issues. 2. Monthly -Monthly team meetings in Poway that will include Rick Barrett, MIG's proposed project manager, the City's project manager, and key MIG team members and City staff as needed. 3. Status Reports-MIG will also prepare a brief status report to be submitted with each month's invoice that summarizes completed work, current activities and upcoming tasks. In addition, MIG will provide overall project management including stringent management of the final scope, schedule and fees over the duration of the project. MIG will conduct internal MIG team meetings with the consultant team to coordinate work activities and will also review and approve subconsultant invoices 14 17 of 27 September 16, 2014 Item# "/.2- Deliverables: • Agenda and meeting notes for monthly meetings • Periodic update of schedule and budget Task 2-Public and Stakeholder Outreach Task 2.1: Ad-Hoc Committee Meeting #1 MIG and City staff will identify a list of individuals and group representatives to participate on the Ad-Hoc Committee. This leadership group will serve in an advisory capacity and provide feedback to the project team at key points in process. Participants likely will include City department heads and other executive staff, but could also include key community partners who may have a role in implementing the plan in future months and years. The purpose of Meeting #1 will be to review the planning process; discuss desired outcomes; and advise on the Existing Conditions Assessment. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the workshop findings in a concise memorandum, including a photo-reduction image of the wallgraphic. Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic Task 2.2: Ad-Hoc Committee Meeting #2 MIG and City staff will convene Ad-Hoc Committee Meeting #2 to review the Existing Conditions Assessment and advise on the emerging planning framework. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic Task 2.3: Community Workshop #1 MIG will design, prepare materials, and serve as primary facilitators of Community Workshop #1. The purpose of the workshop is to review the purpose and planning process; review the project background and plan area history; and present preliminary findings of existing conditions and planning context. These data will inform a facilitated and interactive workshop with participants that will focus on identifying Corridor goals, developing a planning framework, and defining key items for concepts and alternatives to be developed. The format of the workshop could include a combination of facilitated large and small group discussions, as well as review of display materials in an open house format. MIG will prepare and produce base mapping, display materials, and a presentation. MIG will provide up to three (3) staff members at the workshop. City staff will be responsible for securing workshop locations, printing and mailing announcements, and providing refreshments. MIG will summarize the outcomes of the workshop in a concise summary report, including photo-reductions of the wallgraphics. 15 18 of 27 September 16, 2014 Item# 'f.l ------------~ ~-~---~-- Deliverables: • Workshop materials, including agendas, presentation graphics, wallgraphics, posters, and comment cards • Workshop summary report, including photo-reduced wallgraphics Task 2.4: City Council Workshop #1 MIG will update City Council regarding the Existing Conditions Assessment and solicit Council guidance regarding concepts and alternatives for the Corridor. Deliverables: • Workshop presentation Task 2.5: Ad-Hoc Committee Meeting #3 MIG and City staff will convene Ad-Hoc Committee Meeting #3 to review the input from Community Workshop #1; refine the planning framework; and discuss Corridor alternatives. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic Task 2.6: Ad-Hoc Committee Meeting #4 MIG and City staff will convene Ad-Hoc Committee Meeting #4 to review and discuss the emerging Corridor alternatives. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic Task 2.7: Ad-Hoc Committee Meeting #5 MIG and City staff will convene Ad-Hoc Committee Meeting #5 to review the alternatives analysis and discuss draft recommendations. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. 19 of 27 Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic 16 September 16, 2014 Item# 'f.l Task 2.8: Community Workshop #2 MIG will design, prepare materials, and serve as primary facilitators of Community Workshop #2. The purpose of the workshop is to review the planning process outcomes to date; the draft planning framework; and the emerging concept plan and recommendations. These data will inform a facilitated and interactive workshop with participants that will focus on refining the concept plan and recommendations. The format of the workshop will include facilitated small group discussions focused on the draft concept plan. MIG will provide mapping, display materials, and a presentation. MIG will provide up to three (3) staff members at the workshop. City staff will be responsible for securing the workshop location, printing and mailing announcements, and providing refreshments. MIG will summarize the outcomes of the workshop in a concise summary report, including photo-reductions of the wallgraphics. Deliverables: • Workshop materials, including agendas, presentation graphics, wallgraphics, posters, and comment cards • Workshop summary report, including photo-reduced wallgraphics Task 2.9: City Council Workshop #2 MIG will update City Council regarding the Corridor Study and present draft recommendations for Council discussion and input. Deliverables: • Workshop presentation Task 2.10: Ad-Hoc Committee Meeting #6 MIG and City staff will convene Ad-Hoc Committee Meeting #6 to review the input from Community Workshop #2, and refine the concept plan and recommendations. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic Task 2.11: Ad-Hoc Committee Meeting #7 MIG and City staff will convene Ad-Hoc Committee Meeting #7 to review the draft Corridor Study Documents. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. 20 of 27 Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic 17 September 16,2014 Item #o/.1. Task 2.12: Ad-Hoc Committee Meeting #8 MIG and City staff will convene Ad-Hoc Committee Meeting #8 to review the Corridor concept and study documents in light of CEQA tasks. MIG will prepare and produce mapping, handouts, and presentation materials. MIG will be responsible for facilitating the three-hour meeting, and for recording discussions, questions and answers using "facilitation graphics" on a large wallgraphic. MIG will summarize the meeting findings in a concise memorandum, including a photo-reduction image of the wallgraphic. Deliverables: • Meeting materials, including handouts, presentation and recording materials • Summary memorandum of key findings from the meeting, including photo-reduction of the wallgraphic Task 2.13: City Council Adoption Hearing MIG will work with the City of Poway to prepare and present the final documents for City Council approval. This includes the following documents: • Poway Road Corridor Study Report • Poway Road Specific Plan Amendment • Complete Streets Report • Market/Economic Analysis Report • Initial Study Checklist and Negative Declaration Final documents will be submitted and agendized with the City Council consistent with the City's agenda schedule policy. MIG will prepare a PowerPoint that summarizes the above final reports and will lead the presentation to City Council with City of Poway planning staff. Following City Council approval, MIG will submit five (5) full size hard copies of the above final documents including maps and graphics. Deliverables: • PowerPoint summary of final reports • Presentation to City Council Task 3 -Preliminary Corridor Concepts Task 3.1: Corridor Vision and Planning Framework During this initial but important task, MIG will work closely with City staff and the planning team to confirm the vision and long-term design objectives for the Poway Road corridor. Previous documents from the City of Poway have identified a variety of "vision statements". This initial task will identify criteria and metrics for success that will be used to compare and evaluate planning, mobility and development alternatives in the subsequent tasks. Feedback garnered from the community engagement and key stakeholder interactions prior to this task is very important and will be used to inform, discuss and verify the corridor vision. Currently, the City has identified over 24 "vision statements" for the corridor. Our mission will be to not only verify and confirm, but to simplify, categorize and prioritize the vision statements. Also during this task, the MIG team will work with City staff to identify potential districts within the corridor that in themselves may have unique design objectives. Recommended categories for vision statements and objectives are: • Planning • Mobility 18 21 of 27 September 16, 2014 Item# 'f.l • Development • Implementation Examples of planning objectives and criteria that may be developed specific to Poway Road include: • Enhanced and safer pedestrian and bicycle mobility (i.e. wider sidewalks, Class I or II bike lanes, etc.). • Improved pedestrian and bicycle connectivity from corridor north and south to adjacent neighborhoods and open space. • Encourage biking and walking within the corridor. • Create a sense of place and a strong central gathering place. • Creation of new gateways, districts and identity branding within the corridor. • Strengthen quality of aesthetics and sense of place. • Respect and celebrate Poway's culture and history. • Connectivity to schools and parks. • Be innovative but practical. • Reduce traffic congestion, improve air quality. The corridor vision and planning framework will be documented in a single memorandum to the City with graphics illustrating districts and linkages. Deliverables: • Identification of corridor districts • Verification of planning criteria, design objectives and overall vision for the corridor. Task 3.2: Land Use Concepts MIG will develop up to three planning alternatives for the Poway Road corridor. The alternatives will strive to meet the planning objectives and criteria identified in Task 3.1. Some examples of criteria for development and comparison of the alternatives include: • Can it be implemented under a negative declaration level of environmental clearance? • Is it buildable? • Is it practical and affordable? • Order of magnitude costs? • Impacts to local businesses on the corridor? • Can it be implemented in phases? • Does it result in (almost) shovel-ready projects? • Does it create community with fully integrated new housing? In addition, MIG will create an evaluation matrix that will be used to judge and compare the three alternatives. The matrix will identify the corridor alternatives (up to three) on one side of the matrix and the criteria across the other side of the matrix. A numerical ranking system will be used to compare the alternatives and facilitate a discussion and identification of preferred plan (or more likely a hybrid of the three alternatives). 22 of 27 Deliverables: • Development of three corridor planning alternatives for evaluation by City staff, community and the MIG team. 19 September 16, 2014 Item#'{. Z • Criteria for comparison of alternatives. • Evaluation matrix. • Description of key distinctions between the alternatives. • Description of preferred plan or hybrid plan. Task 3.3: Mobility Alternatives and Analyses 3.3.1 Alternatives Chen Ryan Associates is very much in tune with the emerging practice of smart growth mobility, including complete streets and context sensitive design, integrated transportation and land use planning, traffic calming, mixed use trip generation, climate change analysis, and smart parking strategies. We will ensure consideration of all emerging smart growth related strategies to enhancing multi-modal connectivity and study area mobility. Based on the transportation needs identified in the existing conditions report, industry best practices and strategies, and in conjunction with City staff, Chen Ryan Associates will develop up to three (3) roadway network alternatives for the Poway Road corridor that correspond to the planning and land use alternatives identified in Task 3.2. The goal of each alternative will be to provide an adequate balance between the four main modes of travel (Auto, Pedestrian, Bicycle and Transit) and ultimately enhance travel throughout the Poway Road corridor. 3.3.2 Model Update/Calibration Chen Ryan Associates has extensive experience in working with SANDAG to properly validate and calibrate the Series 12 Transportation Model for General Plan, Community Plan and Master Plan projects. Using this experience, Chen Ryan Associates will work with SANDAG and City staff to properly calibrate and validate the Series 12 base year model. This effort will include but is not limited to the verification and update of roadway classifications, intersection and roadway segment lane configurations, traffic controls, transit routes, refinements to traffic analysis zones (TAZs), speed limits, and land use inputs. 3.3.3 Future Travel Forecasts Once the base year model has been calibrated, we will work with City staff and SANDAG to ensure that the City's currently adopted land use plan is properly coded in the future forecast model (Year 2035). Chen Ryan will also assist SANDAG in developing future year Series 12 model runs for all three (3) mobility network alternatives. In addition to the three alternative scenario model runs, Chen Ryan Associates will conduct up to four (4) select link/zone analyses that will help determine traffic, origin-destination, and mode share patterns within the City, as well as VMT information. 3.3.4 Roadway System Alternative Analysis Chen Ryan Associates will provide LOS analysis for the Poway Road corridor for each of the three (3) mobility network alternatives. This analysis will be based on the LOS calculations and outputs from the SANDAG Series 12 Transportation Model. Chen Ryan Associates will prepare a graphic noting any projected vehicular traffic deficiencies within the project study area for City staff review .. 3.3.5 Preferred Plan Future Conditions Analysis Based on input from City staff and community members, as well as the transportation forecast outputs, the preferred network alternative will be identified and carried forward. To verify that the preferred plan alternative fits within the City's vision, the following analyses will be conducted: 20 23 of 27 September 16, 2014 Item # '/. 2 • Daily Roadway LOS Traffic Operations; • Peak Hour Intersection Operations; and • Multi-Modal Corridor Assessment. 3.3.6 Active Transportation Benefits Chen Ryan Associates proposes employing a cutting-edge peer-reviewed active transportation (walking and biking) impacts sketch-tool to quantify benefits of proposed pedestrian and bicycle infrastructure. Understanding these benefits and communicating them to business owner, agency staff and other stakeholders will be a key to achieving an innovative plan that recommends something other than business-as-usual improvements. The active transportation facility benefit estimation methodology is based on peer-reviewed research, in particular the Transit Cooperative Research Program (TCRP) Report 95 chapter on pedestrian and cyclist responses to transportation system changes. Based on these methodologies, Chen Ryan Associates will estimate the following key factors resulting from travel behavior changes associated with new bicycle facility: • Reduction in vehicle miles traveled; • Household vehicle operating cost savings; • Reduction in greenhouse gas emissions; • Value of reduction in criteria pollutant emissions; and • Value of health benefits due to increased physical activity. Task 3.3 Deliverables • Technical memo of model calibration process; • Plots of final model results; • Future Roadway analysis and LOS Mapping; • Draft and final analysis results and interpretation; • Electronic files of any final analyses conducted with software programs; • Assessment report on future conditions; • Maps illustrating transportation infrastructure deficiencies and levels of service; • Maps illustrating pedestrian and bicycle activities; • Task 3.3.1 Deliverables: o 9-12 cross-sections (3-4 per alternative) at various points along Poway Road; o 9 -12 photo simulations (3 -4 per alternative) at various points along Poway Road; and o 9 -12 conceptual diagrams (plan view) of specific improvement projects along Poway Road (500-750 foot section at 100 scale) Task 3.4: Potential Economic Benefits KMA will prepare an economic benefit assessment for the Corridor under two potential future development scenarios. The first scenario will assume build-out of the Corridor in accordance with the existing Specific Plan, based on incremental land use tabulations to be provided by the City. The second scenario will consider an alternative land use mix reflecting potential changes in land use designations/zoning classifications based on recent and anticipated market trends. This scenario will be formulated in collaboration with the City and the consultant team. For each scenario, KMA will profile conditions at build-out in terms of: commercial building area, residential units, employment, population, assessed valuation, property tax, sales tax, total economic output, and other economic parameters as appropriate. 21 24 of 27 September 16, 2014 Item# 'f.2 KMA will compare the Corridor to similar corridors in San Diego County and elsewhere where catalytic public improvements and private developments have contributed to their transformation. To the extent possible, KMA will identify similar economic metrics for the case study corridors. Task 4 -Prepare Poway Road Corridor Study Documents Task 4.1: Draft and Final Poway Road Corridor Study Report The previous task, Task 3 -Preliminary Corridor Concepts, will result in the description of a preferred plan for urban design, mobility and land uses. Task 4.1 will create the draft and final report that describes the project both in narrative and with graphics. It will serve as Executive Summary of the entire process and will include identification of next steps for implementation. Chapter and section titles within the report are anticipated to include but not be limited to the following: • Summary of existing physical, mobility and economic/market conditions; • Summary of community engagement process and findings; • Overview of considered planning alternatives; • Description of preferred plan including: o Land uses; o Mobility-pedestrian, bike and automobile; o Development types and patterns; o Districts and branding; o Concepts and plant palette for corridor landscape, including street trees; o Concepts for wayfinding, lighting and street furniture; • Order of magnitude estimates of probable cost of construction for public realm improvements; and • Implementation and identification of next steps. The report will feature extensive use of 3-D simulations and freehand graphics including street sections, section perspectives, street view simulations, and bird's eye views of proposed developments (up to four graphics per category or approximately 16 to 18 full page graphics), as well as photographs of built projects to help illustrate the preferred concepts. The report is anticipated to be 60 to 80 pages in length including graphics and photographs. MIG will prepare an administrative draft for City review (one set of consolidated comments from the City) and a second draft that incorporates City comments. A final report will be prepared for hard copy and digital submission, and will be useable for posting on project link on City's website. Deliverables: • Administrative Draft, Draft, and Final Poway Road Corridor Study Report Task 4.2: Draft and Final Poway Road Specific Plan Amendment For the specific plan amendment, MIG will prepare an inventory of all existing land uses as well as evaluations of current development, architectural and landscape criteria. MIG will also provide a detailed assessment of the Town Center Concept and provide recommendations for modifications under the guidelines of a specific plan amendment. In addition, utilizing input from KMA, MIG will prepare an evaluation and recommendations for affordable housing and mixed use development in the Town Center. 22 25 of 27 September 16, 2014 Item# lf.2 The key component of the specific plan amendment will be concise recommendations for and strategies for implementation for the planning and design recommendations of the corridor, as well as recommendations on potential land use changes and zoning regulation amendments. Deliverables: • Administrative Draft, Draft, and Final Poway Road Specific Plan Amendment, which will include: o Land Use; o Zoning (Development Criteria); o Town Center Concept Recommendations; and o Design Alternatives. Task 4.3: Compete Streets Report and Impact Analysis Chen Ryan Associates will summarize the results of the previous tasks into a single Complete Streets report. During the development of the report, Chen Ryan Associates will coordinate with SANDAG staff to ensure that the report meets both regional and State guidelines. The Complete Streets report will also include a traffic impact analysis that will evaluate and identify the transportation related impacts associated with the project's Preferred Plan conditions. Deliverables: • Administrative Draft Complete Streets Report; • Draft Complete Streets Report; and • Final Complete Street Report. Task 4.4: Draft and Final Market Implementation Strategy To stimulate new development consistent with the preferred land use option will necessitate the active participation of many players and interests. KMA will prepare recommendations regarding key action steps, priority projects, responsible parties, phasing, and prerequisites for development. Where possible, we will also identify potential funding sources and mechanisms available to implement the preferred land use option. Deliverables: • Administrative Draft, Draft, and Final Market Implementation Strategy Report Task 5-CEQA Review Task 5.1: Initial Study This proposal assumes that the Initial Study will support adoption of a (Mitigated) Negative Declaration. We also assume that suitable electronic and printed base maps along with any additional information and clarifications concerning the specific operational characteristics of the project will be readily available from the applicant, if they have not already been provided. It is further assumed that sufficient information concerning the local water, sewer, and storm drainage systems and local public services can be provided by City Staff in response to our inquiries. MIG will coordinate with the City to confirm and refine the project description. We will then prepare a fully annotated Initial Study checklist, with explanatory responses to. the 80+ questions, sufficient to analyze the environmental effects of the project. Copies of the completed Initial Study will be submitted for review and comment by City staff. Please note that 23 26 of 27 September 16, 2014 Item# '1.2... any changes to the project after completion of the project description could require schedule and budget adjustments to incorporate the changes into the Initial Study. Deliverables: • 5 Copies of Administrative Draft Initial Study and (Mitigated) Negative Declaration; and; • 5 Copies of Public Review Initial Study and (Mitigated) Negative Declaration. Task 5.2: Public Review MIG will circulate the Initial Study to public agencies, special interest groups, and the City's standard distribution list for the minimum 20-day review period, if requested. MIG will also prepare the Notice of Intent (NOI) for publication in the local newspaper and transmittal with the Draft IS/MND, and for distribution to surrounding property owners, if requested. At the conclusion of the public review and comment period, MIG will prepare written responses to comments concerning the adequacy of the environmental impact analysis, if necessary. Individual responses would be at the discretion of the City. If minor revisions, corrections, or clarifications to the IS are warranted, we would make those changes and compile a Final Initial Study for adoption by the City's decision-makers. We would also prepare a Mitigation Monitoring and Reporting Program, pursuant to Section 15097 of the CEQA Guidelines. Deliverables: • 1 Copy of Notice of Intent; and • 5 Copies of Final Initial Study and (Mitigated) Negative Declaration. 24 27 of 27 September 16, 2014 Item #£t,2. 1 of 5 APPROVED 0 APPROVED AS AMENDED 0 City of Poway COUNCIL AGENDA REPORT (SEE MINUTES) DENIED 0 REMOVED 0 CONTINUED----- DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUTION NO. ___ _ September 16, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager >{)_A .. Robin Bettin, Director of Community Services / The 2015 Special Olympics World Games Host Town Update At the September 2, 2014, City Council meeting, the Council directed staff to gauge the level of both financial and volunteer support for the City of Poway serving as a Host Town for the 2015 Special Olympics. Since that meeting, staff has met with several community leaders and special needs groups. Staff has also contacted area businesses to determine the level of financial support from the corporate community. This report is a brief summary of the response thus far. Recommended Action: It is recommended that the City Council approve the request to be a Host Town for the 2015 Special Olympics World Games. Background: At the September 2, 2014,. City Council meeting (Agenda Report Attachment A) , the Council directed staff to gauge the level of both financial and volunteer support for the City of Poway serving as a Host Town for the 2015 Special Olympics Games. Since that meeting, staff has met with several community leaders and special needs groups. Staff has also contacted area businesses to determine the level of financial support from the corporate community. This report is a brief summary of the response thus far. The following citizens have stepped forward to participate in the Local Organizing Committee for the project: Honorary Chairperson - Chairperson - Fund raising Chair- Sharon Cafagna Sue Herndon Kevin McNamara September 16, 2014 Item# o/. 3 --------------------------------------~-------------- 2 of5 2015 Special Olympics World Games Host Town Update September 16, 2014 - Page 2 Kevin McNamara, the fundraising chair, has spoken to several local businesses. He currently has verbal interest from Walmart, Toyota, Delkin Devices, and EDCO in the donation range of $10,000 to $12,000. Staff is also in the process of contacting the following businesses to gauge potential interest: General Atomics, AT&T, Cox Communications, San Diego Padres, Chef Works, and Suncraft Solar. Additionally, staff is developing a Torch Run concept brought forward by Councilmember Cunningham to raise funds. Thus far, 30 of the 100 pledges have been committed for an approximate $7,500 in support. Councilmember Cunningham is also working with MTS to donate transportation or provide it at a nominal fee. · Fiscal Impact: The estimated cost of the athletes' transportation, lodging, meals, and activities is $50,000. If this action is approved, staff will likely req·uest some appropriation in a future budget update for FY 2014-15 based on fundraising efforts. Staff will work with the Local Organizing Committee to coordinate a community-wide collaboration to raise funds through donations and sponsorships. Environmental Review: This action is not subject to CEQA review. Public Notification: None. Attachment: A 2015 Special Olympics World Games Host Town September 2, 2014, Agenda Report September 16, 2014 Item# 7',3 3 of5 APPROVED 0 APPROVED AS AMENDED 0 City of Poway COUNCIL AGENDA REPORT. (SEE MINUTES) DENIED 0 REMOVED 0 CONTINUED ________ __ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUTION NO.------- September 2, 2014 Honorable Mayor and Members of the City Council Daniel Singer, City Manager Robin Bettin, Director of Community Services The 2015 Special Olympics World Games Host Town The Special Olympics World Games will be held in Los Angeles from July 25 through August 2, 2015. Organizers are actively recruiting 100 "Host Town" communities to welcome the athletes to Southern California with cultural events, sports training, and relaxation for the three days prior to the opening ceremony: July 21 to July 24, 2015. Poway has been identified as a desirable Host Town community, and has been asked to participate. As a Host Town, the City will cultivate partnerships with ·an segments of the community to collectively plan a "Poway Welcome" for the athletes that will include lodging, meals, and organized activities. On August 13, 2014, staff met with representatives of the special needs organizations in Poway to present the proposal and elicit feedback. The response was favorable and enthusiastic. The estimated cost 1 of hosting a delegation of 75-100 athletes is $50,000. If this request is approved, staff will request an appropriation of $25,000 in the next Quarterly Budget Update for FY 2014-15, and coordinate a community-wide collaboration to raise $25,000 or more through donations, sponsorships, and fundraisers by groups, businesses, and individuals. Recommended Action: It is recommended that the City Council approve the request to be a Host Town for the 2015 Special Olympics World Games. Background: Founded in 1968, the Special Olympics movement has grown to more than 4.4 million athletes in 170 countries. With the support of more than 1.3 million coaches and volunteers, Special Olympics delivers 32 Olympic-type sports, and more than 81,000 games and competitions throughout the year. Special Olympics is supported by individuals, foundations, and partners. ATTACHMENT A September 16, 2014 Item# '(,3 4 of5 2015 Special Olympics World Games Host Town September 2, 2014 Page 2 .-.- The Special Olympics World Games will be held in Los Angeles from July 25 through August 2, 2015. It will be the largest humanitarian and athletic event in Los Angeles since the 1984 Olympics; With 7,000 athletes, 30,000 coaches, and an estimated 500,000 spectators, this monumental event will showcase athletic ability and determination, as well as acceptance and inclusion. Organizers are actively recruiting potential Host Town communities to welcome the athletes to Southern California with three days of cultural events, sports training, and relaxation. One hundred communities from San Luis Obispo to San Diego will have the honor of becoming official Host Towns for the pre-games celebration from July 21 to July 24, 2015. Locations are evaluated on the availability of lodging accommodations, sports· practice facilities, and .recreation/entertainment offerings for the athletes, among other criteria. Poway has been identified as a desirable Host Town, and has been asked to participate for the 2015 Special Olympics World Games. Findings: Host Towns play a vital part in welcoming delegations from 177 participating countries to Southern California. Host Towns are also responsible for planning activities for the athletes to introduce them to the community and help raise awareness about the games. Poway has been sought out to be a Host Town because it has active and involved community and business groups; outstanding recreational facilities and amenities; and a unique community charm. Accepting the invitation to be a Host Town is an opportunity to create a rewarding and collective community experience, and a meaningful way for the community to be a part of the Special Olympics World Games. As a Host Town, Poway will provide accommodations for about 100 athletes (typically one or two delegations) to practice and rest before the commencement of the World Games. This includes practice sites, lodging, and meals. The City will also provide athletes an opportunity to participate in social and cultural activities that are unique to Poway. By participating as a Host Town, Poway will be listed on the Special Olympics website, which will connect people from around the world to Poway's unique attributes. Special Olympics organizers estimate the cost for the athletes' transportation, housing, meals, and activities to be $50,000. Based on previous experience, the organizers have seen how Host Towns have successfully garnered the support of community organizations, service clubs, businesses and individuals to provide monetary and in- kind donations to help offset the cost of hosting the three-day stay. If the City Council approves the request to be a Host Town, staff· will request an appropriation of $25,000 in the next Quarterly Budget Update for FY 2014-15, and coordinate a community-wide September 16, 2014 Item# '/.3 5 of5 2015 Special Olympics World Games Host Town September 2, 2014 Page 3 .. collaboration to raise $25,000 or more through donations, sponsorships, and fund raisers by groups, businesses, and individuals. On August 14, 2014, Community Services staff met with representatives of the local special needs organizations to present the proposal and elicit feedback. Their initial response was favorable. They are very excited about the possibility of Poway being selected as a Host Town for the Special Olympics World Games, and are willing to work with the City on this project. They were also elated at the opportunity for the Poway special needs community to interact and engage with athletes from around the world. Fiscal Impact: The estimated cost of the athletes' transportation, lodging, meals, and activities is $50,000. If this action is approved, staff will request an appropriation of $25,000 in the next Quarterly Budget Update for FY 2014-15, and coordinate a community-wide collaboration to raise $25,000 or more through donations, sponsorships, ano fund raisers by groups, businesses, and individuals. Environmental Review: This action is not subject to CEQA review. Public Notification: None. September 16, 2014 Item# '(,5 APPROVED 0 APPROVED AS AMENDED 0 City of Poway COUNCIL AGENDA REPORT (SEE MINUTES) DENIED 0 REMOVED 0 CONTINUED ________ __ DATE: TO: FROM: INITIATED BY: SUBJECT: Summary: RESOLUTION NO. ______ _ September 16, 2014 Honorable Mayor and Membe~s of t~e City Council Daniel Singer, City Manager ~I).) Robert J. Manis, Director of Development ServicesM Steve Crosby, City Engineer Melody Rocco, Senior Civil Engineer Workshop for Proposed Half Marathon; Beyond Events, Proponent The Proponent, Beyond Events, is requesting input from the City Council regarding their proposal to hold a half marathon in the City of Poway on a Sunday morning in the fall of 2015. The organizer will be making a presentation to explain the event concept. Recommended Action: It is recommended that the City Council provide input regarding the proposal and direct staff to work with the proponent on an administrative level Temporary Use Permit (TUP). Background: City staff was approached by Beyond Events with a proposal to hold a half marathon and 5K event in the City of Poway. The proposed event will benefit the John Wayne Cancer Foundation. It is anticipated that the event will draw between 3,000 and 5,000 participants. They have indicated the intent to host this event annually for multiple years and are seeking City approval. A half marathon is 13.1 miles in length and a 5K is 3.1 miles in length. The proposed route will minimize disruptions to traffic by using major roadways with multiple lanes as much as possible, including Twin Peaks Road, Pomerado Road, and Espola Road. Findings: The race would begin on Midland Road in front of Old Poway Park. Registration will begin at 5:00 a.m. with pre-race announcements at 6:00 a.m. The half marathon race will start at 6:30 a.m. heading north on Midland Road along the course shown on Attachment A. 1 of7 September 16, 20141tem #5.1 Workshop for Proposed Half Marathon September 16, 2014 Page 2 A portion of the half marathon route goes through the City of San Diego which will require approval by the City of San Diego as a separate action by the organizers. Both the half marathon and 5K races are starting at the same time, announcements will be made prior to the race indicating the route differences. Signage will be posted at the Twin Peaks Road intersection along with volunteers helping direct the runners. The 5K race will head north on Midland Road along the course shown on Attachment B. Streets that cross the route will remain open with vehicles being held by race volunteers until a gap in the runners will allow them to safely cross through the intersection. Residents affected by the route will receive advance notification of the race and any impacts to them on race day. Portions of Midland Road, Twin Peaks Road, and Tierra Bonita Road will be closed at various points during the half marathon and 5K races. A few residential neighborhoods adjacent to the two routes will have their streets closed to vehicular traffic during the race. These neighborhoods will receive advance notification of the road closures and the approximate time frame that their street will be affected. After runners have completed segments of the race, traffic control will be removed along that portion of the route, and those roadways will be reopened to traffic. In order to prevent the half marathon from lasting longer than the proposed three hours, the organizers will set up a sweep point where runners will be held if they reach that point after a specified time. Those runners will be driven back to the finish line so that the roadways can be reopened on schedule. Attachment C depicts the average run time for the elite runner that averages a five minute mile and the slowest runner that averages a 14 minute mile. The sweep point will likely be located between miles seven and eight. The proposal includes using Sheriff Department Services to provide traffic control at all signalized intersections along the route. Costs associated with the Sheriff's Department staff time will be covered by the race organizers. Volunteers will staff each non- signalized intersection in order to hold cross traffic until gaps in the runners allow them to cross safely. All traffic control for the race will be paid for by organizers and set up by a private company. Advance warning signage for road closures will be posted along the route prior to the event. At this point in time it is not anticipated that staff time will be required during the event other than any Community Services staff time that is normally provided with the reservation of City facilities. Access to Adjacent Properties There are a number of churches along the route, primarily located on Pomerado Road and Espola Road. These churches are either located on the opposite side of the street from the race and will therefore not have access impacted or have service times that do not conflict with the race. Staff has identified potential access conflicts with three churches along the route, although staff believes some level of access can be provided 2 of 7 September 16, 20141tem #5.1 Workshop for Proposed Half Marathon September 16, 2014 Page 3 to all of them. Two churches located along Twin Peaks Road have service times during or just after the race and will have access from one direction only during the race. A third church located on Pomerado Road has an 8 a.m. service time which may conflict with the tail end of the runners. An event volunteer will be posted at the driveway to the church allowing drivers to enter the church during gaps in the runners. Coordination with those churches will be required in order to notify their congregations of the impacts for the affected services. The organizers have proposed partnering with the churches as well as other local organizations to provide water and cheering stations with the potential for portions of race proceeds benefitting the partnering organization. The half marathon route passes Pomerado Hospital at just after the mile 5 marker. It is anticipated that runners will be passing by this location over a period of approximately one hour. A sheriff will be stationed at the signalized intersection to the hospital and will hold the runners in the event that an emergency vehicle requires access to the hospital. The organizers will be required to coordinate with the hospital prior to the event. A portion of Green Valley (see Attachment A, mile markers 6-8) will be affected by the race for about 2 hours between approximately 6:45 a.m. and 8:45 a.m. The roads in that neighborhood are not wide enough to accommodate two lanes of vehicular traffic as well as a lane for the runners. Staff is working out the logistics of maintaining one- way traffic for vehicles versus closing the roads for the two hour window. Entertainment Bands playing a variety of live music will be stationed at various locations along the half marathon route to motivate runners. Each band will be set up on a flatbed truck adjacent to the route. Since the race begins at 6:30 a.m., several bands are proposed to begin playing music prior to 7:00 a.m. The City's Municipal Code section 8.08.040 Sound Level Limits has restrictions on noise levels prior to 7:00 a.m. Section 8.08.170(8)(2) Exemptions lists sporting, entertainment, and public events as exemptable activities for the provisions of the Noise Abatement and Control chapter. The organizers are also planning festivities at Old Poway Park after conclusion of the race. On the day prior to race day, the organizers will hold a packet pick-up event and a pre-race carb dinner. The organizers will work directly with Community Services staff on site diagrams, event schedule and details, shuttle transportation and parking plans, best management practices, City and other agency permits, and payment of all applicable use fees. Temporary Use Permit (TUP) This event will require a TUP from the Development Services Department. The permit fee and all submittal requirements will be provided by the event organizers. The permit will cover all the necessary traffic control, signage, and notification requirements for the event. 3 of7 September 16, 20141tem #5.1 Workshop for Proposed Half Marathon September 16, 2014 Page4 Parking Parking will likely be made available near Old Poway Park as well as at other City parks and facilities. In addition, the organizers will coordinate with businesses near Old Poway Park in order to use their parking lots during the event. A shuttle service, provided by the organizer, will be made available for participants. Details for the event parking will be announced on the event website as well as through other event marketing strategies and will be assessed with the TUP. Fiscal Impact: None. Environmental Review: This action is not subject to review under the 2014 California Environmental Quality Act (CEQA) Guidelines. Public Notification: None. Attachments: A. Half Marathon Course Map B. 5K Course Map C. Timelines M:\CIP _Development\C!P Admin \Agenda Reports\2014 Reports\Half Marathon \Agenda Report Template.docx 4 of7 September 16, 20141tem #5.1 -----------~--~~~~~~~~~~~~~~~---------- Half Marathon Course Map <P I - 5 of7 ATTACHMENT A September 16, 2014 Item #5.1 SK Course Map Vlan Rei ===> OdPcwiiy · 6 of7 ATTACHMENT B ' Deatbom Memorial Park u ~ F TWill c:: OonartDr ~ c September 16, 2014 Item #5.1 ·fi.~ij~IY!~J~~hfl~/fi.m~Jine;~ ~~~ .. ~~: <;~~!:&t~~~~~~~~~~~Lj·. · .:.:~·\ Mile Location Description Elite Middle Last (5 min/mile) (10 min/mile) (14 min/mile) 0 Old Poway Park-Midland Road 6:30 6:30 6:30 Left on Twin Peaks Road 1 Twin Peaks Road 6:35 6:40 6:44 2 Twin Peaks Road 6:40 6:50 6:58 Right on Pomerado Road 3 Pomerado Road 6:45 7:00 7:12 4 Pomerado Road 6:50 7:10 7:26 Right on Rancho Berna do Road 5 Rancho Bernardo Road turns into Espola Road 6:55 7:20 7:40 Right on Avenida Florencia 6 Avenida Florencia 7:00 7:30 7:54 Left on Avenida La Valencia 7 Avenida La Valencia 7:05 7:40 8:08 Left on Calle Colina Right on Valle Verde Road Right on Espola Road 8 Espola Road 7:10 7:50 8:22 9 Espola Road 7:15 8:00 8:36 10 Espola Road 7:20 8:10 8:50 11 Espola Road 7:25 8:20 9:04 Right on Twin Peaks Road 12 Twin Peaks Road 7:30 8:30 9:18 Left on Tierra Bonita Road Right on trail south of Poway Valley Road Left on Midland Road 13.1 Midland Road 7:35 8:40 9:32 j~~~r~~~~:1~]:;:t;· .. : .. Mile Location Description Elite Middle Last (5 min/mile) (12 min/mile) (20 min/mile) 0 Old Poway Park-Midland Road 6:30 6:30 6:30 Right on Twin Peaks Road 1 Twin Peaks Road 6:35 6:42 6:50 Right on Tierra Bonita Road U-Turn on Tierra Bonita Road between Donart Drive & Calvary Road 2 Tierra Bonita Road 6:40 6:54 7:10 Left on trail south of Poway Valley Road Left on Midland Road 3.1 Midland Road 6:45 7:06 7:30 7 of7 September 16, 2014 Item #5.1 ATTACHMENT C Item# 8.1 Metropolitan Transit Systems (MTS) Board Update (verbal report). Item 8.2 Water Saving Tips