HomeMy WebLinkAbout15-Development Services
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Subject: Resolution of the City of San
Bernardino approving Professional Services
Agreements with WiIldan and Engineering
Resources of Southern California, Inc. for
Engineering Plan Checking Service and
Development Review.
Dept: Development Services
Date: October 16, 2001
OR ,,..., I 'I ~ L
j \Iii ill ri
MCC Date: 11/05/01
Synopsis of Previous Council Action:
9/9186 Resolution No. 86-350 was adopted authorizing expedited engineering plan check
services
6/18/01 Resolution No. 01-208 was adopted approving consulting plan check services in the
amount of $24,500.
Recommended Motion:
Adopt Resolution.
~r'~
James Funk
Contact person: Youn H. Kim, Senior Civil Engineer
Phone:
5027
Supporting data attached: Staff Report, Reso., Agreements, Ward: NIA
Attachment A
FUNDING REQUIREMENTS: Amount: $75,000
Source: (Acc!. No.) -772-181-2302
-Misc. CIP Accounts
Acct. Description: Engineering Design - Contractual
Services
Finance:
Council Notes
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Agenda Item No. ~
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City of San Bernardino - Request for Council Action
Staff Report
Subiect:
Resolution of the City of San Bernardino approving professional services agreements with
Willdan and Engineering Resources of Southern California, Inc. for engineering plan checking
services and development review.
Backl!l'ound:
The Development Services Department is responsible for development plan review and plan
checking for various land development and capital improvement projects. This program
consists of the review and plan checking of roads, bridges, buildings, grading, drainage,
landscaping, traffic signals, on-site improvements, handicap ramps, etc.
Historically, much of the review and plan checking had previously been provided by "in-
house" engineering staff. However, contract plan checking is essential to providing a
continually improving level of service to the development community, and adequate quality
control in the design process for capital improvement projects.
Through the use of consulting services to supplement our two land development engineers over
the past six months, and the implementation of a much improved tracking system, staff has
been able to reduce a highly variable turn-a-round time for engineering plan checks to a much
more consistent 2-4 week time frame, depending on the complexity of the plans and the
number of the check (1", 2nd, final, etc). The level of development activity is by its nature
highly variable and having the services of a consultant firm helps to balance the workload over
time.
It is intended that these consultant services be utilized as a part of staff's on-going efforts to
improve the quality control efforts in our design process as well. As a result of the quality
control measures implemented by staff last year, a large percentage of the low-bids for projects
bid since January 1, 2000 were under or over the engineer's estimate by less than 15% (most
were under). In addition, the number and amount of change orders are steadily declining as a
result of these efforts. However, given the ever increasing number of Capital Improvement
Program (CIP) projects it is becoming increasingly more difficult for "in-house" staff to
adequately review the CIP projects prior to them being bid. As an example of current Capital
Improvement Program activity, staff is scheduling about 20 bid openings for October and
November. The previous ten year high for annual bid openings was in the neighborhood of 50
during the mid 1990's.
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City of San Bernardino - Request for Council Action
Staff Report
The history of engineering land development activities over the last two years is summarized in
attaclunent A. This report shows an increase in engineering land development activity between
FY 99/00 and FY 00101 in addition to the most recent development upswing since July. This
does not include the plan check activities associated with several large development projects
where fees were deferred (Kohl's and the "Hub" Project).
The Public Works Division prepared a Request for Proposals in order to hire a firm that could
provide professional plan check services for development review and engineering plan check.
Costs for such services are estimated at $75,000 for the remainder of this fiscal year given the
current development activity and the several large projects in process.
The request for proposals were sent to five (5) local and area engineering firms. The
following four firms submitted proposals:
Engineering Resources of Southern California, Inc., Hemet
Ludwig Engineering, San Bernardino
CH2MHILL, San Bernardino
Willdan, San Bernardino
A selection committee made up of Jarb Thaipejr, Senior Engineer and Raymond Casey, City
Engineer, reviewed the proposals with weighted consideration given in the following areas:
capabilities of the firm, qualifications and experience of the firm, reasonableness of cost and
price for services rendered, and completeness of the response. Engineering Resources of
Southern California, Inc., and Willdan were selected based on the average of their overall
scores in the above areas. Based on that assessment process these two firms were deemed to
have a greater degree of accessibility when services are needed. It is recommended that the
two firms be selected as primary and secondary firms to provide staff with an alternative
resource when peaks in activity occur.
The Council had previously approved a $25,000 contract with Engineering Resources for the
referenced services on June 18, 2001 and that amount has been expended in the ensuing four
months. Consequently, staff is requesting approval for an additional amount, not to exceed
$50,000 in services with Engineering Resources as the selected primary consultant and another
$25,000 with Willdan as a secondary firm.
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City of San Bernardino - Request for Council Action
Staff Report - continued
Financial ImDact:
AII of the associated costs shall be paid upon request of the developer for expedited plan
check. Therefore, there will be no cost to the City for development plan checking and
development review. In addition, all plan check costs associated with Capital Improvement
Projects are either reimbursable through Federall State Aid programs or through other non-
General Fund sources of revenue such as the gas tax or 1h cent sales and road tax (Measure I)
and all such costs will be tracked individualIy among the Council approved project accounts.
Recommendation:
Adopt Resolution.
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES DEPARTMENT
INTEROFFICE MEMORANDUM
TO: Fred Wilson, City Administrator
FROM: James Funk, Director of Development Services
SUBJECT: Council Question Regarding Agenda Items No. 14 and No. 15 for the
November 5, 2001 Mayor and Common Council Meeting
DATE: November 5, 2001
COPIES:
Question: Why is the same consultant identified to provide services in Agenda Items
No. 14 and No. 15?
Answer: One agenda item (Item No. 14) requests approval for building services and the
other agenda item (Item No. 15) requests approval for engineering plan check services.
Item No. 14 is a request to increase the purchase orders for professional building plan
check services for buildings to be checked to determine compliance with applicable
building codes. The Building Division (under Building Official Joe Lease) would utilize
these services.
Item No. 15 is a request to approve professional service agreements for engineering plan
checking services and development review. The Engineering Division (under City
Engineer Ray Casey) would utilize these services.
Wildan is a provider of both engineering and building plan check services.
Question: Why is the requested increase greater in magnitude for expediting building
plan check services than engineering plan check services?
Answer: Clients more frequently request expediting building plan check services than
engineering plan check services. Also, there is a greater number of vacant positions and
new personnel in the Building Division than currently in the Engineering Division.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
PROFESSIO~AL SERYlCES AGREEMENTS WITH WILLDAN AND ENGI;\"EERING
RESOURCES OF SOUTHERN CALIFORNIA, INC. FOR ENGINEERIl'iG PLAN
CHECKING SERVICES AND DEVELOPMENT REVIEW.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BER;\"ARDINO AS FOLLOWS:
SECTION 1. Willdan and Engineering Resources of Southern California, Inc. are firn1s
competent, experienced and able to perform requested services and have provided the most
advantageous and responsible proposals for provision of Consultant Engineering Plan Checking
Services for purchase order amounts totaling $75 000 ($50,000 with the primary engineering
firn1, Engineering Resources and $25,000 with Willdan) in aggregate. Pursuant to this
detennination. the Purchasing Manager is hereby authorized and directed to issue Purchase
Orders for said services to said firms; but such award shall only be effective upon the issuance of
16 a Purchase Order by the Purchasing Manager; and all other proposals are hereby rejected. The
17 Mayor is hereby authorized and directed to execute said agreements on behalf of the City; a copy
18 of each agreement is attached hereto and incorporated herein (Exhibits A and B).
SECTION 2. The authorization to execute the above referenced Purchase Orders IS
rescinded if they are not issued within sixty (60) days of the passage of this resolution.
III
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
2 PROFESSIONAL SERVICES AGREEMENTS WITH WILLDAN AND ENGINEERING
...... RESOURCES OF SOUTHERN CALIFORNIA, INC. FOR ENGINEERING PLAN
3 CHECKING SERVICES AND DEVELOPMENT REVIEW.
4
5
6
7
8
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held
on the
day of
,2001, by the following vote, to wit:
9 Council Members:
10 ESTRADA
11 LIEN
12 MC GINNIS
13
AYES
NAYS
ABSTAIN ABSENT
SCHNETZ
14
SUAREZ
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15
16 ANDERSON
17
18
19
MC CAMMACK
City Clerk
20
21
22
23
24 Approved as to
form and legal content:
25
JAMES F. PENMAN,
26 City Attorney
27 By:L '1.p~
- 28 V
The foregoing resolution is hereby approved this
day of
,2001.
Judith Valles, Mayor
City of San Bernardino
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AGREEMENT FOR SERVICES
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This AGREEMENT is made and entered into this day of , 2001,
by and between Willdan. ("Contractor") and the CITY OF SAN BERNARDINO ("CITY").
WITNESSETH:
A. WHEREAS, CITY has need for plan checking services within the City and,
B. WHEREAS, CONTRACTOR is competent and able to perform said services,
and,
C. NOW, THEREFORE, the parties hereto agree as follows:
I. CONTRACTOR shall fumish plan checking-related services to CITY in
accordance with Attachment A.
2. Over the term of this Agreement, CONTRACTOR shall be paid for such
services an amount not to exceed $25,000, in accordance with Attachment
A. This Agreement may be canceled by two weeks written notice by either
party.
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3.
CONTRACTOR shall provide the Director of Development Services
with a weekly statement of hours worked in arrears and shall be provided
payment within thirty (30) days therefrom. CITY retains the right to
challenge all or any part of the statement.
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4.
The term of this agreement shall begin
one year.
but shall not exceed
5. CONTRACTOR shall indemnify, defend and hold CITY, its officers,
employees and agents harmless from any claim, demand, liability, suit,
judgement or expenses (including, without limitation, reasonable costs of
defense) arising out of or related to CONTRACTOR'S performance of
this agreement, except that such duty to indemnify, defend and hold
harmless shall not apply where injury to person or property is caused by
CITY'S willful or sole negligence.
6. CONTRACTOR shall perform work tasks as directed by the Director of
Development Services or his designee, but for all intents and purposes
CONTRACTOR shall be an independent contractor and not an agent or
employee of the CITY and, as such, shall not be entitled to any benefits,
including but not limited to, medical insurance, retirement and workers'
compensation.
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7.
In the performance of this Agreement contractor shall not discriminate on
the basis of race, creed, color, religion, sex, physical handicap, ethnic
background or country of origin.
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8. Any notice to be given pursuant to this Agreement shall be deposited with
the United States Postal Service, postage prepaid and addressed as
follows:
To the City:
James Funk
Director of Development Services
300 North "D" Street
San Bernardino, CA 92418
..
To the Contractor: Willdan
650 Hospitality Lane, Suite 400
San Bernardino, CA 92408
Nothing in this paragraph shall be construed to prevent the giving of
notices by personal service.
9.
CONTRACTOR shall maintain insurance policies meeting the minimum
requirements set forth herein. All insurance maintained by the Contractor
shall be provided by insurers satisfactory to the City. Certificates
evidencing all insurance coverage required herein shall be delivered to the
City prior to the Contractor performing any of the services under this
Agreement. All insurance certificates required herein shall name the City
as an additional insured and provide for thirty (30) days written notice
form the insurer to the City prior to cancellation of any insurance policy of
the CONTRACTOR.
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A. Comprehensive General Liability and Automobile Insurance - The
Contractor shall maintain comprehensive general liability and
automobile liability insurance with a combined single limit of not
less than One Million Dollars ($1,000,000.00) per occurrence.
B. Worker's Compensation Insurance - The Contractor shall maintain
worker's compensation insurance in accordance with the laws of
the State of California for all workers employed by the Contractor.
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\\CH-OA\OS\Public WOfb\dc:a'sI2001 AII\I 1"()5-OIIConsulwlI Plan Check Services\Apl' Plan Check Service AJrecment- Wilklan.doc
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IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day
and date first above shown.
Date:
By:
Willdan
CITY OF SAN BERNARDINO
By:
Judith Valles, Mayor
ATTEST:
Rachel Clark, City Clerk
Approved as to form
And legal content:
James F. Penman,
City Attorney
By: ~d;_ 7J:;'~~--...
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\\CH.OA\DS\Public Worir.slrka'sUOOl AII\1I.o5.oI\Consultant Plan Cbeck Services\Apme . Plan Check Service A~. WilldMl.doc:
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Services Agreement
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ATTACHMENT A
Scope of Services
Contractor shall perform services including, but not limited to the following:
· Review development applications for compliance with the' City's Policies,
Procedures, General Plan and Development Code
· Review and prepare final engineering drawings, studies, site plans, contract
specifications, and bid documents for both Land Development and Capital
Improvement Projects
· Meet with Public Works staff and other City departments as needed
· Meet with project applicants as determined by Public Works staff
· Attend Development/Environmental Review Committee, Planning Commission,
and/or Mayor and Common Council meetings as needed
· Review of permit applications for completeness
· Compile and route permit applications
· Other similar duties
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Contractor shall perform work tasks under the general supervision of the Director of
Development Services or his designee. For all intents and purposes Contractor shall be
an independent contractor and not an agent or employee of the City and, as such, shall not
be entitled to any benefits, including but not limited to, medical insurance, retirement and
workers' compensation.
Compensation
Compensation shall be pursuant to the hourly rate sheet provided in Attachment B and
according to terms in paragraph C.3. of this Agreement.
Terms of Agreement
This agreement shall expire one year after the date of the Agreement and compensation
shall not exceed a total of $25,000. Hours worked, work schedule, and specified projects
shall be established by mutual agreement between Contractor and City.
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S:IPublic Worlcs'rl"c:.'s\2001 AJI\II.oS-OI\Consullant Plan Check So:rviceslAgrml' Plan Check Serviee Aveemcnt - Willdan.doc
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Services Agreement
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ATTACHEMENT B
>
Ronald L. Espalin
Senior Vice President/Office Manager. . . . .$95.00/HR
Anne Schneider
Plan Check Engineer/Division Manager. . . . .$95.00/HR
\\CH.QAIDS\Publie Works\rfea's\2001 All\ll-35.oI\COftlIlIltIrIt Plan Check Selvi_'Apml- Plan check Scmec AjmmcnI_ W'illdm.doc
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CITY CLERK'S OmCE
RACHEL G. CLARK, C.M.C.. CITY CLERK
;.
P.O. Box 1318 . San Bernardino. CA 92402
300 North "D" Street. San Bernardino. CA 92418-0001
909.384.5002. Fax: 909.384.5158
Business Registration Division: 909.384.5302
Passport Acceptance Facility: 909.384.5128
www.cLsan-bernardino.ca.us
November 9,2001
Engineering Resources of So. Cal.. Inc.
3550 E. Florida Avenue, #8
Hemet, CA 92544
Dear Sir,
At the Mayor and Common Council meeting of November 5, 2001, the City of San Bernardino
adopted Resolution 2001-343 - Resolution approving professional services agreements with
Wi/ldan and Engineering Resources of Southern California. Inc., for engineering plan checking
services and development review.
Enclosed is one (I) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402. as soon as possiblc.
Please retain a copy of the agreement for your files.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by January 4, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely,
.~,/..~ t" L'
,
'. j."
Michelle Taylor
Senior Secretary
Enclosure
cc: Youn Kim, Engineering Associate (letter only)
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity. Accountability' Respect for Human Dignity. Honesty
" ,
,
CITY CLERK'S OFFICE
RACHEL G. CLARK, C.M.C.. CITY CLERK
'M
P.O. Box 1318. San Bernardino. CA 92402
300 North "0" Street. San Bernardino. CA 92418.0001
909.384.5002. Fax: 909.384.5158
Business Registration Division: 909.384.5302
Passport Acceptance Facility: 909.384.5128
www.cLsan-bernardino.ca.us
November 9.2001
Willdan
650 Hospitality Lane. Suite 400
San Bernardino, CA 92408
Dear Sir,
At the Mayor and Common Council meeting of November 5, 2001, the City of San Bernardino
adopted Resolution 2001-343 - Resolution approving professional services agreements with
Willdan and Engineering Resources of Southern California, Inc., for engineering plan checking
services and development review.
Enclosed is one (I) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please retain a copy of the agreement for your files.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by January 4, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely, .
'/i- I, ,',
Michelle Taylor
Senior Secretary
-."<
Enclosure
cc: Youn Kim, Engineering Associate (letter only)
CITY OF SAN BERNARDINO
ADOPTED SHARED VALUES: Integrity. Accountability. Respect for Human Dignity. Honesty
..'
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
November 15,2001
TO:
Y 000 Kim, Engineering Associate
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-343- Engineering Resources of Southern California, Inc.
CC:
Finance
Attached is a copy of the executed agreement with Engineering Resources of Southern
California, Inc., for engineering plan checking services and development review. The original
agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
;
-ilL.
ESOURCES
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3550 E. Florida Avenue, Suite B
Hemel. California 92544
Tel 909 765-6622 Fax 909 765-6621
TRANSMITTAL
To:
City of San Bernardino
P. O. Box 1318
San Bernardino CA 92402
Date:
November 13, 2001
00015003
Job No.:
Re:
Agreement for Services 2001-
343
Attention:
Michelle Taylor, Senior Secretary
Description:
1 ea. Signed agreement as requested. We would appreciate receiving a fully-executed copy
when it becomes available. Thank you.
o For Approval
. For Your Use
o As Raquested
D For Review and Comment
o For Bids Due 20_
o Approved as Submitted
o Approved as Noted
o Returned for Corrections
o
D Resubmit Copies for Approval
o Submit Copies for Distribution
D Return Corrected Prints
o Prints Returned After Loan to Us
By: Brenda S. Visser. Executive Secretary to:
MATT BRUDIN. P.E.. PRINCIPAL
bsv
If enclosures are not as noted, notify us at once.
T:\FORMS\FORMS\transmittal.wpd
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CITY CLERK'S OFFICE
RACHEL G. CLARK, C.M.C. - CITY CLERK
'"
P.O. Box 1318. San Bernardino. CA 92402
300 North "D" Street. San Bernardino. CA 9241 8-0001
909.384.5002. Fax: 909.384.5158
Business Registration Division: 909.384.5302
Passport Acceptance Facility: 909.384.5128
www.ci.san-bernardino.ca.us
November 15, 2001
Brenda S. Visser, Executive Secretarv
Engineering Resources of Southern California, Inc.
3550 E. Florida Avenue, #B
Hemet, CA 92544
Dear Ms. Visser,
Enclosed are executed copies of City of San Bernardino Resolution No. 2001-343 and the
agreement with Engineering Resources of Southern California, Inc., for engineering plan
checking services and development review.
If you have any questions, please call me at (909)384-5002.
Sincerely,
/
. l., , '.' ~_~. I ;/'
/ /' '," I,. L ..(.r '--
MicheIle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
ADOPTFJ> SHARED VALUES: Integrity' Accountability. Respect for Human Dignity. Honesty
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
December 13,2001
TO:
Finance
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2001-343 - Willdan
CC:
Attached is a fully executed copy of the agreement with WiIldan for engineering plan checking
services and development review. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
'.'
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 11-5-() I Item # IS Resolution # ;)00\ - 3'1.3
Vote: Ayes _1- 'I Nays -e-- Abstain -G-- Absent -G--
Change to motion to amend original documents: -
Reso. # On Attachments: / Contract tenn: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
NullNoid After:~ DA~ ~ J 1-4--0..:2
I
By: -
Date Sent to Mayor: I \ - f) - 0 \
Date of Mayor's Signature: \\_,-6\
Date of Clerk/CDC Signature: \ \-,-0 I
Reso. Log Updated: L
Seal Impressed: v"
Date Memo/Letter Sent for Signalure: I \--y-<::, ,
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached: ~ Date Returned: ih!t-() I - 8?)b. e.,-S,
See Attached:
See Attached:
Request for Council Action & Staff Report Attached: YesL. No By
Updated Prior Resolutions (Other Than Below): Yes No ~ By
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes No ~ By
Updated CDC Personnel Folders (5557): Yes No ,/ By
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No/ By
Copies Distributed to:
City Attorney / Code Compliance
Dev. Services .,/ EDA
Finance ./'
MIS
Parks & Rec.
Police
Public Services
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.l
Ready to File: _
Date:
Revised 01112/01