Prepared exclusively for City of Banning by UBEO Business Services UBEO has provide both Black/White & Color Scanning for options. Please note color scanning for (standard & wide format) significantly decreases the rate of throughput/overall project productivity.
Please see the wide format pricing should you choose color.
6.3 Metadata / indexing Note
UBEO will include box level indexing at no cost to the City of Banning. (Box Level = 1 name for all contents of each box). Additional indexing for each file/department will be provided per City of Banning. Index /field rates below.
6.4 Cost Breakdown for Conversion
Line Item Est. Quantity Cost Per Total Est. Price
Scan and convert various sized
documents (8 1/2" x 11", 8 1/2" x
14", up to 11" x 17") in 600 DPI
Black/White
423,060 $0.084/image $35,537.04
(Based on Department
Estimates)
Scan and convert various sized
documents (8 1/2" x 11", 8 1/2" x
14", up to 11" x 17") in 600 DPI
Greyscale or Color
As needed $0.10950/image $0.00
Scan and convert large (wide
format) 11 X 17 or larger format
image in 600 DPI
6,090 $1.55/sheet $9,439.50
(Based on Department
Estimates)
Total Cost for Conversion $44,976.54
6.5 Cost Breakdown for Metadata
6.5.1.1 Folder Level Attributes Examples:
• Folder Name
o For example: If the outside label states “John Doe #####-##” we will use that entire label as the folder name. Preserve all data in a form identical to, or functionally equal to, the original record.
o If there are Project Names/Type, we can capture that. Provide a unique file name for each scanned image, which will be provided by the City and ensure all documents in each file are organized appropriately and pertain to the title of the file. o If the content is simply a binder, with no tabs, the entire file name of the binder will be inputted.
6.5.1.2 Document Level Attributes:
EXHIBIT “C-1” Exhibit “C-1”-15
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Prepared exclusively for City of Banning by UBEO Business Services • Preferably UBEO will try and keep files combined for archive files. Splits based upon tabs can be made. Depending on the content type, we will negotiate further on index data. Any index data requested can be met for successful import into the City’s Laserfiche EDMS.
6.6 Box level only metadata.
If the project requires box level metadata – 1 name for all files in boxes, metadata will be included.
Line Item Est. Quantity Cost Per Total Est. Price
Box Level Only Included Included Included
Folder Level Only TBD $50/hr. TBD
6.7 Additional Metadata
Per metadata field, indexing WITHOUT an electronic file level inventory or lookup database table.
Line Item Est. Quantity Cost Per Total Est. Price
Database lookup Included Included Included
Metadata TBD $50/hr. TBD
Total TBD TBD
Each project is different, and this will be adjusted to be accurate. If there is a database or a key index file, costs will be reduced or be eliminated.
6.8 Specialized Staff
UBEO has a team of specialized staff such as Infrastructure Architects, IT Specialists, Project Managers, etc. This team can be available to assist the city with additional projects and estimates provided based on needs. As further projects are discovered, the prices may be reduced or changed.
Line Item Est. Quantity Cost Per Hr. Total Est. Price
BPO Production Manager (manages
the staff, oversees the project staff,
and checks quality etc.
Included $150.00 Included
Document Preparation Included Included Included
Box Inventory Specialist Included Included Included
Project Management (managing
project, biweekly meetings, regular
updates, throughout the period)
Included $150.00 Included
Document Reassembly - Binders 100/estimated $6.00/per binder $600.00 Staff onsite to pack boxes and
prepare file level manifest.
3 – 4 business
days.
$50 /hr. TBD
EXHIBIT “C-1” Exhibit “C-1”-16
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Prepared exclusively for City of Banning by UBEO Business Services Packing - Creation of a box level
manifest
Included Included Included
When UBEO Business Services packs the files, our team will mark the boxes based upon the order files are taken. Such as A – B for files with the name A to B, and this is included in our box level manifest. However, if a physical file by file manifest is desired, it will be an additional charge per file.
6.9 Cost Breakdown for Courier Services & Special Requests Line Item Est. Quantity Cost Per Total Est. Price
Document Destruction (Per Box) TBD $7.00 std TBD
Large format Destruction (Per Box) * TBD $65 WF Box TBD Logistics and Transportation/cost per
trip. **
TBD $750.00 TBD
* UBEO estimates (10) sheets per roll and (25) rolls per box. **UBEO will work with City to maximize transportation efficiency. Logistics cost can vary depending on frequency and quantity. Cost above includes up to (4) pallets.
6.1 Combined Costs
Line Item Total Est. Price
Conversion $44,976.54
Document Reassembly – Binders $600.00
Logistics and Transportation TBD
Destruction / Courier Services TBD
Estimated Total $45,576.54
*Above is based upon information provided in RFP.
UBEO will provide departmental billing and services are transactional, and you will only be billed for what is processed.
UBEO will work with the city if additional time is needed for planning and budgeting. We are experts in managing projects, timelines, productivity and delivering professional conversion services. We look forward to meeting with you to discuss the combination of your digital transformation goals and our services for a winning outcome!
Thank you for the opportunity to earn your business – we look forward to the next steps! Sincerely,
UBEO Business Services Team
EXHIBIT “C-1” Exhibit “C-1”-17
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Exhibit “D”- 1
EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all Services timely, and deliver the specified tangible work products to City in accordance with the schedule agreed upon with the City.
II. The Contract Officer may approve extensions for performance of the Services in accordance with Sections 1.8 and 3.3.
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Prepared exclusively for City of Banning by UBEO Business Services
REQUEST FOR PROPOSAL FINDINGS AND RECOMMENDATIONS SCANNING AND INDEXING SERVICES RFP-24-062 CITY OF BANNING, CA
Response From:
UBEO Business Services
7076 S Revere Pkwy
Centennial, CO 80112
RFP Respondent's Point of Contact:
Nick Sabatini
Telephone: 650-400-5966
Email: [email protected]
Response To:
REQUEST FOR PROPOSAL
SCANNING AND INDEXING SERVICES RFP-24-062
City of Banning
99 E. Ramsey Street
Banning, CA 92220
RFP’s Point of Contact:
Attention: Barbara Mason, Purchasing Manager
Telephone: 951-922-3121
Email: [email protected]
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Prepared exclusively for City of Banning by UBEO Business Services 1 Executive Summary
The City of Banning is soliciting proposals from qualified document scanning companies with experience in document scanning conversion. The selected company should be highly collaborative in their approach and execution of the project.
UBEO: Expertise in Document Management Solutions
UBEO Business Services offers a proven track record in document scanning and management. With 26 years of experience and recognition as a Laserfiche Platinum Value-Added Reseller (VAR), we are wellequipped to deliver exceptional service and results. In addition to our expertise in commercial accounts, we specialize in government agency environments. We have extensive experience helping clients transition from paper to digital files, thereby improving data accessibility, storage security, and overall workflow.
Seamless Integration and Secure Storage
Our team is skilled at integrating digitized files with your existing systems, ensuring a smooth transition. We offer various secure storage options for your digital documents, including DVDs, USB drives, and encrypted hard drives. Moreover, we excel in delivering Briefcase imports and QuickFields sessions for our clients, ensuring efficient and accurate data processing.
Highly Qualified Team Dedicated to Your Success
At UBEO, we believe our people are our greatest asset. Our team boasts professionals with advanced degrees (doctorates), certified project management skills (PMP), and centuries of combined experience in document conversion services. Additionally, we have offices and a local team in Southern California to provide you with personalized support.
Streamlined Project Management
We utilize Smartsheet, a project management platform offering real-time updates, comprehensive dashboards, and efficient project supervision. Prior to project commencement, we establish a chain of custody to ensure the security and integrity of all documents throughout the process. This chain of custody is seamlessly integrated with our project management system to maintain full accountability and transparency.
These tools will enable all departments at the City of Banning to seamlessly request documents and track the project's progress. Our scan on demand service is designed to provide the requested documents within 5 to 24 hours, ensuring timely access to critical information. By offering up-to-date tracking and regular updates, we ensure the project remains on budget and on schedule.
Partnering for a Successful Digital Transformation
UBEO is committed to making your transition to a digital document management system smooth, efficient, and cost-effective. We take necessary steps and utilize specialized equipment and policies to preserve document integrity, especially when scanning older documents during the transformation process. 157
Prepared exclusively for City of Banning by UBEO Business Services Our team is dedicated to ensuring the highest standards of quality and accuracy. We look forward to partnering with the City of Banning on this important initiative. Our team is ready to listen, collaborate, and adapt to meet your specific needs and ensure the project's success.
We have included our draft “RFP Findings and Recommendations” (FRD) with the cost proposal to begin to share our methodology and approach.
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Prepared exclusively for City of Banning by UBEO Business Services Contents
1 EXECUTIVE SUMMARY ................................................................................................................................ 6
1.1 V.VENDOR QUESTIONNAIRE..................................................................................................................... 10 2 V.B PROPOSAL – (A.) STATEMENT OF UNDERSTANDING AND APPROACH................................................. 10
2.1 IV. SCOPE OF WORK............................................................................................................................... 10
2.2 IV.ADOCUMENT PREPARATION:CONSULTANT SHALL PREPARE DOCUMENTS FOR PROCESSING................................ 10
2.3 IV.CDOCUMENT DIMENSIONS.................................................................................................................. 10
2.4 IV.I LOCATION OF SERVICES ..................................................................................................................... 10
2.5 IV.FDOCUMENT INDEXING AND QUICK FIELDS.............................................................................................. 16
2.6 IV.DDOCUMENT IMAGING (SCANNING) SPECIFICATIONS................................................................................. 18
2.7 IV.H QUALITY CONTROL.......................................................................................................................... 20
2.8 IV.E OPTICAL CHARACTER RECOGNITION (OCR)........................................................................................... 21
2.9 IV.G IMPORTING OF DATA ........................................................................................................................ 21 (1) THE SCANNED PDF IMAGES AND A TEXT FILE WHICH WILL INCLUDE THE INDEX VALUES WILL BE DELIVERED ON A HARD DRIVE FOR EACH DEPARTMENT. ............................................................................................................................................ 21 (2) THE INDEX VALUES MUST BE FORMATTED TO SUCCESSFULLY IMPORT INTO LASERFICHE. .................................................... 21
2.10 PREPARATION FOR MIGRATION .................................................................................................................. 22
2.11 VALIDATION, POST-MIGRATION ................................................................................................................. 23
2.12 RESOLUTION STEPS AND RESPONSIVENESS .................................................................................................. 23
2.13 REGULAR COMMUNICATION AND PROJECT MEETINGS ..................................................................................... 23
2.14 IV.KDAMAGE TO RECORDS...................................................................................................................... 23
2.15 ISSUE IDENTIFICATION, REPORTING, AND RESPONSIVENESS .............................................................................. 23
2.16 CORRECTIVE ACTION AND RESOLUTION....................................................................................................... 24
2.17 CLIENT FEEDBACK AND ITERATIVE ADJUSTMENTS............................................................................................ 24
2.18 ESCALATION PROCESS ............................................................................................................................ 24
2.19 IV.B REASSEMBLE RECORDS AFTER SCANNING ............................................................................................. 24
2.20 IV.LDOCUMENT RETURN......................................................................................................................... 25
2.21 IV.M FINAL INSPECTION AND ACCEPTANCE .................................................................................................. 26 3 V.B PROPOSAL (B.) COMPANY INFORMATION........................................................................................... 26 4 V.B PROPOSAL (C.) COMPANY PERSONNEL.............................................................................................. 28 5 V.B PROPOSAL (E.) EXPERIENCE AND REFERENCES ................................................................................. 29
5.1 COMPANY SHALL PROVIDE AT LEAST (3) REFERENCES....................................................................................... 33
5.2 IV.J SCHEDULE ..................................................................................................................................... 33
5.3 EXAMPLE DETAILED PROJECT SCHEDULE...................................................................................................... 33 6 V.C PRICE PROPOSAL ............................................................................................................................... 39
ALL PROPOSALS SUBMITTED SHALL HAVE A STATED DOLLAR BID AMOUNT FOR PROVIDING THE SERVICES OUTLINED IN THE SCOPE OF SERVICES. THE TOTAL SHALL BE AN ALL-INCLUSIVE MAXIMUM PRICE AND TO
CONTAIN ALL DIRECT AND INDIRECT COSTS INCLUDING ALL OUT-OF-POCKET EXPENSES WITH A FULL AND
COMPLETE BREAKDOWN OF ALL SAID COSTS, AND PROPOSED FEES INCLUDING BUT NOT LIMITED TO HOURLY
RATES, REIMBURSABLE EXPENSES AND/OR RATES, MILEAGE AND/OR TRAVEL COST, MISCELLANEOUS FEES, ETC., FOR THE FIRST YEAR'S AUDIT ENGAGEMENT............................................................................................ 39
6.1 IV.N DEPARTMENT PRICING ..................................................................................................................... 39
6.2 COLOR IMAGES NOTE ............................................................................................................................. 50
6.3 METADATA /INDEXING NOTE..................................................................................................................... 51
6.4 COST BREAKDOWN FOR CONVERSION ........................................................................................................ 51
6.5 COST BREAKDOWN FOR METADATA ............................................................................................................ 51
6.6 BOX LEVEL ONLY METADATA. ..................................................................................................................... 52
6.7 ADDITIONAL METADATA ........................................................................................................................... 52
6.8 SPECIALIZED STAFF ................................................................................................................................ 52
6.9 COST BREAKDOWN FOR COURIER SERVICES & SPECIAL REQUESTS..................................................................... 53 159
Prepared exclusively for City of Banning by UBEO Business Services
6.1 COMBINED COSTS ................................................................................................................................. 53 8 V.D VALUE ADDED SERVICES............................................................ ERROR! BOOKMARK NOT DEFINED. 160
Prepared exclusively for City of Banning by UBEO Business Services
1.1 V. Vendor Questionnaire
1.1 Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Company’s demonstrated capability to perform work of this type. Emphasis should be concentrated on completeness and clarity of content. Proposals shall adhere to the following format for organization and content. Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation.
UBEO Understands and acknowledges RFP outline.
2 V.B Proposal – (A.) Statement of Understanding and Approach
2.1 IV. Scope of Work
2.2 IV.A Document Preparation: Consultant Shall Prepare Documents For Processing
2.3 IV.C Document Dimensions
2.4 IV.I Location of Services
A. Imaging (Scanning):
1. Consultant shall coordinate the pick-up of records. Prior to pick-up, the City shall index records including the list of contents and scanning instructions.
2. Records may not leave the State of California. No national or international services are permitted under the contract award.
B. Document Retrieval:
1. The City shall have access to all City documents in the Consultant’s possession upon request.
2. The Consultant shall respond to the City’s requests for documents with 24 hours of the request and the Consultant shall provide the original document or digital image within 24 hours of request.
C. Document Security
1. A chain of custody will be established prior to the first pick-up.
2. All documents will either be drop-off or pick-up at the contractors location or City of Banning. No other locations are authorize without the approval of the city to ensure the documents are only handed by city or contractors staff and not by any 3rdparty. The images will remain on the contractors secure servers until they are transferred to the City. No third party will have access to any part of the city information (hardcopy or digital).
UBEO Understands.
UBEO West manages all projects within the State of California in-house, without the involvement of any third parties.
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Prepared exclusively for City of Banning by UBEO Business Services UBEO Business Services is pleased to present this proposal to the City of Banning for the digitization of your significant paper records. Our project understanding and executive summary outlines our comprehensive approach towards this transformation, centered on accuracy, security, and accessibility of your essential data.
In this proposal, we emphasize:
Our understanding of your unique needs, City of Banning is requesting a proposal for Digital Transformation which consists of conversion of various physical paper documents being scanned, Plans and Boxes of standard size paper and large-format documents that were provided in attachments: (B) Public Works – Planning Department, (C) Public Works – Engineering Department, (D) Water – Wastewater Department, and (E) Community Development Department for City of Banning. File folders may contain, but are not limited to, flat, folded, or bound documents of varying sizes from business cards, index cards, photographs, and plans up to 36”x48”. Plan rolls will vary in size from under an inch to 12” or more in diameter and file size from finished multi-page images shall not exceed 25 megabytes. Should multi-page file exceed the 25-megabyte limit, file shall be divided into smaller components. Documents contain a mix of black and white and/or colored pages.
• UBEO will scan all paper documents and then will store and hold original documents for an agreed upon time by the City. Once the City of Banning formally accepts electronic files and signs off on project completion. UBEO will then coordinate with the City to return content as it was received. UBEO Business Services offers destruction services with a certificate of completion as well should the City choose alternative options for some content. • Our proficient team, led by seasoned professionals, leveraging our broad experience in document management, enhanced with notable qualifications such as Project Management Professional (PMP) certification and Government Archives and Records Administration (GARA) certification. 162
Prepared exclusively for City of Banning by UBEO Business Services • Laserfiche Repository: We recognize the need for delivery to your existing system. Our team has the technical know-how to ensure a seamless integration, thereby facilitating the accessibility and administration of digitized documents.
• Detailed Work Plan that includes document preparation, scanning using production scanners, stringent quality assurance, precise data entry, OCR for searchable text, and careful migration to your Laserfiche EDMS.
• Pick-Up Coordination: We understand the importance of coordinating efficiently with the City of Banning to establish approved dates and times for the pick-up of items to be scanned. Our team will work closely with City officials to accommodate their schedules and ensure a seamless pick-up process. Clear communication channels will be established to facilitate any necessary adjustments to the pick-up schedule and to address any concerns promptly. • Inventory Management and Tracking: UBEO will implement a comprehensive process for managing inventory and tracking all plans and documents throughout the scanning process. Each box will be carefully logged upon receipt at our facility, assigned a unique identifier, and tracked through every stage of the digitization process. Regular audits and quality checks will be conducted to maintain accuracy and accountability, with detailed records kept to provide transparency and traceability.
• Proposed Schedule of Processing Phases: We will provide a detailed schedule outlining the proposed processing phases and the anticipated date of completion for the entire project. This schedule will be developed in consultation with the City to ensure alignment with their priorities and deadlines. Milestones and key deliverables will be clearly defined, allowing for progress monitoring and effective project management. Flexibility will be built into the schedule to accommodate any unforeseen challenges or changes in project scope. • Document Retrieval Request Process: City personnel will have access to a user-friendly request portal or contact point where they can submit their requests. Upon receipt of a request, our team will expedite the retrieval, digitization, and delivery process, ensuring timely access to the requested materials. Our recommended document retrieval request process will prioritize efficiency and responsiveness, aiming to return digital versions of requested documents to the City within 5 hours to 24 hours. Regular communication will be maintained with the City to provide status updates and address any concerns promptly. • Reassemble for Return of Plans and Documents: Upon completion of scanning, our team at UBEO Business Services will place papers back in folders/boxes in their original order. This ensures that the original order of files received is maintained. Our team will ensure that the digitized materials are returned in their original order and condition, with appropriate packaging and labeling to facilitate easy identification and handling. We will coordinate closely with City personnel to schedule the return and ensure a smooth transition back into City possession. • Return:
UBEO will work with the City for delivery, pickup & return schedules. UBEO can hold your content in our warehouse for up to 45 days after each digital delivery unless the City would like an alternative schedule we could accommodate.
• Transportation: Our secure, climate-controlled vehicles will transport the securely packaged and reassembled documents back to the City of Banning or designated location. • Verification: Upon delivery, our team will provide a circular chain of custody and verify the pickup – delivery.
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Prepared exclusively for City of Banning by UBEO Business Services • Our Commitment: to adhere to the proposed timeline, ensuring seamless delivery without compromise on quality.
We firmly believe in not only providing successful project completion but also offering valuable insights that could enhance your future document management practices. Rest assured, we aim to provide a closing experience that is as smooth and efficient as every other step in our work plan.
Our strategy commences with an onsite assessment, The initial aspect of our project's inception consists of a comprehensive briefing with The City of Banning. This step is essential for our mutual comprehension and alignment regarding the project's objectives, deliverables, and schedule. We conduct an in-depth analysis of your requirements and the scope of the project in order to formulate a strategic plan that suits your needs the most effectively.
During the orientation, we will acquire a thorough understanding of the current condition of your physical documents and identify potential obstacles that may arise during the course of the project. In addition, our team will familiarize itself with the operating environment, security protocols, and any task-specific operational procedures.
Following the initial orientation, We firmly believe that routine and open communication can streamline operations and nurture a prosperous partnership. Throughout the duration of the project, our project manager and BPO Production Manager will maintain regular, scheduled communication with your team.
UBEO utilizes Smartsheet for our projects providing client complete visibility of project status, milestones, tasks, time projections and more. UBEO will customize per The City of Banning goals.
In addition, your UBEO team will provide the below:
• Biweekly Updates: A detailed email will be sent to keep you abreast of the steps scheduled for the following weeks as well as the progress made during the previous weeks. This will encompass all aspects of the project, including document preparation, scanning, quality assurance, optical character recognition, migration, and other tasks according to the project schedule. • Scheduled Meetings: The purpose of these meetings is to review progress, provide updates, resolve any issues, and plan the next steps. Daily, weekly, or biweekly meetings can be scheduled according to your specifications.
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Prepared exclusively for City of Banning by UBEO Business Services • Meeting Minutes: Following each meeting, we will provide a concise yet thorough summary of what was discussed, decisions made, and next steps. This ensures that everyone is on the same page and can refer back to key points as necessary.
• Methodology Updates: As we progress through the project, we may identify areas where adjustments to the methodology could improve results. These modifications will be extensively discussed with you and implemented only with your approval. • Dashboard Access: We will build a customized Dashboard in Smartsheet that will allow you to easily request files, see project updates, meeting minute notes, and more. This dashboard will also show the current progress of the past milestones, and how much has been processed to help keep you (the client) on budget!
Our ultimate goal is to ensure that our operations are transparent and to maintain your participation and contentment throughout the duration of the project. We believe this level of communication is crucial for delivering a project that not only meets, but exceeds, your expectations.
To ensure the successful Digital Transformation, a well-defined team structure is essential. The recommended team structure will include both City of Banning personnel and UBEO Business Services staff, each with clearly defined roles and responsibilities. This collaborative approach will ensure all aspects of the project are effectively managed and executed.
Recommended Team Structure
1. Project Steering Committee
Role: Provide overall project governance, strategic direction, and decision-making authority.
Members:
• City of Banning Representatives:
o Senior Executive Sponsor (e.g., CIO or Department Head) o Senior Department Managers
• UBEO Business Services Representatives:
o Senior Project Manager
o BPO Manager
o BPO Facilities Director
o ECM Manager
Responsibilities:
• Approve project scope, objectives, and key deliverables • Monitor project progress and resolve high-level issues • Ensure alignment with City and UBEO strategic goals
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Prepared exclusively for City of Banning by UBEO Business Services
2. Project Management Team
Role: Oversee day-to-day project activities, coordinate between teams, and ensure project milestones are met.
Members:
• City of Banning:
o Project Manager
o Assistant Project Manager or Project Coordinator
• UBEO Business Services:
o BPO Manager
o Project Manager
Responsibilities:
• Develop and maintain project plans and schedules
• Coordinate resources and tasks
• Manage project risks and issues
• Communicate project status to stakeholders
3. Technical Implementation Team
Role: Handle the technical aspects of Laserfiche Briefcase Import and Quickfields session, including system configuration, integration, and testing.
Members:
• City of Banning:
o IT Infrastructure Specialist
o Database Administrator
o Security Analyst
• UBEO Business Services:
o Project Manager
o Laserfiche Solution Architect
o Technical Support Specialist
Responsibilities:
• Configure and import
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Prepared exclusively for City of Banning by UBEO Business Services • Integrate with existing City systems
• Ensure data migration accuracy and completeness
• Implement security measures and protocols
2.5 IV.F Document Indexing and Quick Fields
A. All records shall be named and indexed according to conventions determined by the City. Fields may change based on the document type.
B. Consultant shall be required to structure the indexes in a text file to meet Laserfiche import format.
C. The City shall provide detailed instructions for each project.
D. Consultant shall implement “Quick Fields” application allowing for automatic entering of indexed fields which follow electronic document management system templates in Laserfiche.
1. For Example.
1. Naming Scheme (Indexing)
1. Folder Tab/Name
2. If not folder, Document/Binder title or Type.
2. Plan Set Naming Scheme (Indexing) On Tag
1. Project Name
2. Most Recent Date
E. The Consultant will produce a Pilot or sample to each Department to insure Indexing (Folder Structure & File Naming) for process approval from City of Banning prior to producing entire collection UBEO Understands and Agrees.
Classification
This step is crucial for our shared understanding and agreement on the project's goals, outcomes, and timeline. Preparation Classification (Identification) and Sorting of Documents, The next step involves classifying, prioritizing, and categorizing documents to be scanned. This procedure guarantees the efficiency of the digitization process and facilitates navigation of the digital archive.
We will create a well-defined, mutually-agreed-upon sorting and pick-up strategy for your documents that is compatible with organizational schedules, deliveries, and parking. This collaborative procedure will ensure precision and facilitate a more seamless system integration. By involving all relevant parties in the review and approval of the classification and categorizing strategy, we ensure consensus on the project.
UBEO Business Services recommends classifying at the file level or entire box level.
1. Standardized Formatting Guidelines:
• We will develop comprehensive formatting guidelines to ensure consistency across all digitized documents. This includes specifications for file format, resolution, and any other relevant parameters to maintain uniformity and readability.
2. File Naming Conventions:
• Our team will work with the City of Banning to establish clear and intuitive file naming conventions to facilitate easy identification and retrieval of documents. This may include 167
Prepared exclusively for City of Banning by UBEO Business Services incorporating relevant metadata such as project name, document type, date, and other identifying information into the file names.
3. Indexing Workflow Process:
• We will establish a structured indexing workflow process that outlines the steps involved in categorizing and tagging digitized documents.
4. Utilization of Data Tables and Lists:
• Our team will leverage data tables and lists to create a standardized set of indexing criteria.
This may include tables for project names, document types, permit numbers, and other relevant metadata. By utilizing pre-defined lists, we can ensure accuracy and uniformity in indexing across all documents.
5. Quality Assurance and Validation:
• To maintain data integrity and accuracy, we will implement quality assurance measures to validate indexed information against the master database. Any discrepancies or inconsistencies will be promptly addressed and resolved to ensure the reliability of the indexed data.
6. Automatic Capture and Indexing:
• We will deploy advanced document capture technologies, such as Optical Character Recognition (OCR) and Intelligent Document Recognition (IDR), to automatically extract ‘clear handwritten text’ and metadata from digitized documents. This automated process ensures efficient and accurate indexing of documents without manual intervention. • Metadata extracted through automatic capture will be used to populate indexing fields, including project names, document types, dates, and other relevant information. This streamlined approach minimizes the need for manual data entry and reduces the risk of human error.
• Our team will configure the document capture system to recognize and classify documents based on predefined rules and templates. This ensures consistent and standardized indexing across all digitized documents, enhancing searchability and retrieval efficiency.
Physical Preparation
Once an identification strategy has been agreed upon, we move on to the physical preparation of documents. This phase entails preparing the physical documents for scanning by removing physical obstructions such as staples, bindings, paper clips, and other impediments.
Our team manages this process meticulously, preserving the original documents' integrity while preparing them for digitization. Aged or fragile documents will be handled with special care to prevent damage. This preparation guarantees a smooth scanning process, enabling the production of digital copies that are of high quality, clear, and readable.
The physical preparation phase is a meticulous procedure that sets the stage for a successful digitizing process and lays the groundwork for a seamless transition from paper-based documents to an entirely digital archive.
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Prepared exclusively for City of Banning by UBEO Business Services UBEO Production centers are supervised by onsite BPO Production Managers that monitor every step of the process. Our facilities are equipped to meet all security requirements and compliance. • Document Inspection: The first step of the procedure involves a comprehensive examination of all documents. This will assist us in comprehending their current condition and identifying any potential obstacles that may arise during the scanning procedure. • Poor Original Image Quality: These documents will be noted and a disclaimer cover page indicating poor original quality will be included with the scan.
• Removal of Bindings: To prepare the documents for the scanning procedure, all staples, bindings (Velo), paper clips, coil binders, fold-over tab binders and other physical attachments will be removed.
• Sticky Notes: Attached sticky notes will be meticulously removed, reapplied to the back of the respective documents, or placed on a new sheet of paper. This ensures that no original text is obscured during the digitizing process.
• Folder Preparation: On the Manila folders, any notes or essential information can be preserved. If necessary, the team can remove the folder dividers and any accompanying notes to ensure that this information is captured during scanning. We can cut the folders to ensure they’re scanned with the entire process.
• Flattening Content: Curled (dog ears) or crumpled pages will be carefully flattened in order to assure high-quality scanning.
• Document Repair, “Non – Reflective Tape”: Damaged documents, including shredded pages, will be repaired to an extent to ensure the digital copy maintains the document's integrity. • Special Treatment for Fragile Documents: Older, delicate, or fragile documents will be handled with special care to prevent further harm during the preparation and scanning process. Our team will mark these contents separately, to ensure we use them on a scanner that is gentler with fragile work. • Box Monitoring: Each document or document collection will be monitored to ensure that no documents are misplaced or lost during the preparation process. This monitoring will happen throughout the project.
*If a record file contains no pages, we will add a disclaimer cover page and notify the city.
2.6 IV.D Document Imaging (Scanning) Specifications
1. The City’s originals are NOT to be altered in any way. All images are to be representative of the original records.
2. Blank pages (with no text or image) are to be eliminated.
3. Black borders shall be removed.
4. Scan all documents at a minimum of 600 dpi with Auto-Color PDF images (only) for all departments. Each document, binder or file will be output as a multipage PDF.
5. Images shall be de-skewed to the best possible alignment and auto-rotated (in readable format) in Laserfiche.
6. Images are to be de-speckled to the degree that will afford improved readability but not erase characters.
7. File size from finished multi-page images shall not exceed 25 megabytes. Should multi-page file exceed the 25-megabyte limit, file shall be divided into smaller components.
1. Blueprints/plans can exceed this size limit since we want to maintain the document's quality. Other documents may be tagged that will override the 25 megabytes limit. The 169
Prepared exclusively for City of Banning by UBEO Business Services department rep will indicate which documents will exceed this requirement during the project.
8. Quality inspection of documents shall occur at the time of scanning.
9. Illegible images shall be rescanned by the Consultant at no charge so that the document is as legible as the original.
UBEO Understands.
Scanning and Digital Conversion
After the document preparation phase is complete, our highly trained team members will load the prepared documents into our cutting-edge production scanners. To ensure the acquisition of high-quality, clean images, our staff have received extensive training in the maintenance and cleaning of scanners, as well as the detection of potential scan lines. We use a combination of automated software and manual inspections to ensure that each page is accurately and thoroughly captured. All pages will be scanned in, and in the end merged to a multi-page document in a tiff, pdf, or a preferred format per the City of Banning.
We comply with industry standards by scanning all documents at a resolution of 300 dpi and in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM). Per the City of Banning all documents will be scanned at 600 dpi. This, combined with our optimized gamma, brightness, and contrast settings, produces a black-andwhite output that is crisp and readily readable. To ensure efficient storage of older content, we recommend keeping photographs in black and white for archival documents and infrequently accessed files. However, we can modify this dependent on the needs of the client.
Special Document Handling (Large Format, Fragile Items, etc.), For large format or fragile documents, we handle them with extra caution and utilize specialized scanning equipment to guarantee that they are digitized accurately. Depending on the condition and quantity of each special document, the optimal digitization method is determined. In certain instances, this may entail scanning on a flatbed scanner.
Wide format (large format) contents will be scanned on a specialized scanner with sensors made to handle the larger content.
Optimized Configuration and Quality Assurance, we employ border removal and deskewing techniques to ensure that the scanned image is as accurate to the original as possible and to improve the effectiveness of the Optical Character Recognition (OCR) process further down the line. Our scanners are endowed with double-feed detection technology to ensure that no content is lost when scanning in duplex mode. In addition, we use technology to eliminate any blank pages, followed by a manual (human) check to ensure that no content has been omitted inadvertently. UBEO will keep a log of items that do not produce OCR text and inform the City of Banning upon discovery.
Post-Scanning Quality Verifications, after each page of a document has been digitized, our specialized QA team examines each page. Our scanning team conducts a preliminary check during the scanning process.
During this post-scan QA step, we take a more thorough evaluation to ensure that no discrepancies were overlooked.
UBEO will work with The City's Information Technology Department Staff to understand their preferred methods of data transfer to the Laserfiche EDMS.We will comply with the City's security and compatibility standards and configure the chosen delivery method outlined in the RFP which requires a hard drive for each department.
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2.7 IV.H Quality Control
1. Consultant shall ensure digital entries accurately match the scanned hardcopy record at the time of scanning and ensure the appropriate references are in place.
Consultant shall provide ongoing quality assurance/quality control (QC/QA) and review of records indexed.
2. The City desires the option to destroy some or all original documents scanned, thus the quality of scanned documents and diligence of quality control must be superior. Consultant will provide ongoing quality assurance/quality control (QC/QA) review of records scanned.
UBEO Understands.
UBEO also offers secure document destruction services, which include a certificate of completion to ensure proper documentation and compliance.
The QA staff executes the following tasks:
• Thorough Page Review: Examine each digitized document page by page to ensure there are no errors and omissions and that all documents were scanned appropriately. • Blank Page Verification: During the scanning process, technology is used to automatically eliminate any vacant pages. To ensure that no content is omitted inadvertently, our QA team examines all removed "blank" pages. If significant content is discovered, these pages are added back to the digital file.
• Legibility Checks: Ensure the legibility of each scanned document by looking for text that is obscured by sticky notes, creases, or other physical damage. Our team will address these issues to improve readability.
• Resolution and Quality Checks: Each image undergoes checks for resolution, clarity, skew correction, and elimination of borders to ensure that the digital version is an accurate representation of the original.
• Process of Verification and Validation: Our quality assurance procedure concludes with the verification and validation of the digitized documents. This includes randomly comparing the digital files to the original documents to ensure the digitization process was accurate and thorough. This rigorous verification and validation procedure ensures a near-zero error rate, delivering digitized documents that are accurate representations of their original counterparts. • Validation for Errors and Omissions: After completing the process of quality assurance, we move on to data entry and indexing. In accordance with your specific requirements and instructions, our data entry team enters the necessary data into the document management system. This data could include that we agree on at a later time. This data can be the folder names, box name, and other pertinent information to help with easy file retrieval.
To ensure the accuracy of this crucial stage, another team member cross-checks the data entered against the original document, fostering a culture of accountability and precision. This system further ensures that 171
Prepared exclusively for City of Banning by UBEO Business Services our data entry process has a near-zero error rate. Once the indexing is completed, a supervisor verifies the data entered and checks it for quality issues, spelling mistakes, and performs a final quality check.
2.8 IV.E Optical Character Recognition (OCR)
A. All text records must be OCR’d and the OCR files delivered with the images. The OCR is to be delivered with a native within the image.
UBEO Understands.
• OCR Process Review: After the document images have been scanned, indexed, and subjected to our stringent quality assurance procedure, Optical Character Recognition (OCR) is performed.
OCR is a powerful technology that converts various document formats, such as scanned paper documents, PDF files, and digital camera images, into searchable data. Our procedure begins by applying advanced OCR software to scanned images. This software identifies and converts the text within each document into digital text. It effectively "reads" the text from the image and converts it into text data that can be searched. Our technology also attempts ICR (Intelligent Character Reading) to try and decipher human handwriting. For clear human handwriting it will be available to be searched.
• Quality Control for OCR Output: To guarantee the accuracy of our OCR output, each document undergoes an additional level of quality assurance. Our devoted staff compares the OCR output to the original image in order to identify and remedy any discrepancies. This assures a high level of precision in the text data output, making the documents fully searchable and significantly more useful than static images.
• Overcoming OCR Challenges: OCR is a powerful instrument, but it is not without its difficulties.
Poor-quality originals, intricate page layouts, messy handwriting, and uncommon fonts can result in less-than-perfect OCR results. However, we constantly train and retrain our OCR software, and work with OCR vendors to improve results. We’re confident we have the best OCR technology on the market at this time.
In addition, we are dedicated to the ongoing enhancement of our OCR capabilities, routinely updating our software, and training our staff in the most recent OCR techniques. This ongoing commitment enables us to deliver consistently high-quality results, regardless of the task's complexity.
2.9 IV.G Importing of Data
(1) The scanned pdf images and a text file which will include the index values will be delivered on a hard drive for each department.
(2) The index values must be formatted to successfully import into Laserfiche. 172
Prepared exclusively for City of Banning by UBEO Business Services UBEO Understands.
UBEO is a Laserfiche Platinum VAR with 26 years of experience.
2.10 Preparation for Migration
Preparing the scanned, indexed, and OCR-processed data for transmission is the initial step in the migration process. Our team meticulously organizes all files and documents in accordance with the client’s existing Laserfiche file structures or a structure proposed to meet the client's requirements.
Our software migration procedure begins with a thorough examination of the associated metadata for each document. This metadata, gathered during the scanning and indexing phases, is utilized to structure and organize digital files in accordance with system requirements.
After the files have been structured, our software generates a highly compatible file format that can be easily imported. This expedites the migration process and reduces the likelihood of errors or compatibility issues.
1. Selection of Test Documents:
• We will collaborate with the City to select a representative sample of documents for inclusion in the test set for each department per the City of Banning. These documents will encompass a variety of types, formats, and content to adequately assess the digitization process's performance across different scenarios.
2. Scanning and Indexing Process:
• The selected test documents will undergo scanning using the designated equipment and settings. Concurrently, metadata indexing will be applied based on predefined criteria to simulate the full production process.
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3. Validation of Search and Retrieval:
• The test sets will be uploaded into a testing environment, where functionality such as search, and retrieval will be evaluated. This ensures that users can effectively locate, and access documents based on indexed metadata, validating the searchability and usability of the digitized content.
4. Feedback and Iteration:
• Feedback will be solicited from stakeholders, including City personnel and IT staff, regarding their experience with the test sets and any areas for improvement identified.
Based on this feedback, iterative refinements to the digitization process will be implemented as necessary.
2.11 Validation, Post-Migration
After the migration is complete, we undertake a post-migration validation to ensure that all documents were transferred accurately and are indexed correctly in the new system. This requires a thorough comparison of the transferred files to the original document inventory. To ensure the integrity and exhaustiveness of your digital archives, all discrepancies are resolved expeditiously.
2.12 Resolution Steps and Responsiveness
UBEO acknowledges that in every project, issues and challenges may arise. Responsiveness and efficiency in addressing these issues are crucial to project success. Here are our outlined resolution steps:
2.13 Regular Communication and Project Meetings
Proactive communication is a key component of our project management approach. Our Project Manager and the BPO Production Manager will maintain regular communication with the designated point of contact at the City of Banning.
In addition to formal project meetings, we will ensure a constant line of communication for any immediate concerns, questions, or suggestions. This communication will take place through various means such as email, phone calls, or instant messaging, as per the preference of the City of Banning. The aim is to ensure that the client is always aware of the project's status and any developments. By promoting an open and proactive communication environment, we aim to foster a collaborative relationship that aids in the project's successful execution.
2.14 IV.K Damage To Records
1. Any damage to City records, or other issues, irregularities, difficulties, or challenges shall be reported immediately in writing, via email.
UBEO Understands.
2.15 Issue Identification, Reporting, and Responsiveness 174
Prepared exclusively for City of Banning by UBEO Business Services In the event of any issues during scanning, indexing, OCR, or data migration, our team has a robust system for issue identification and reporting.
Issue Identification: Our quality assurance process is designed to catch any issues promptly, and our project team is trained to be attentive to any potential problems that might affect the quality of the work or the project timeline. Issues can be technical, related to document quality, or involve challenges with data migration.
Issue Reporting: Once identified, issues will be immediately documented. The report will include a detailed description of the issue, the time it was identified, its current and potential impact on the project, and any immediate action taken. Per the City of Banning this communication will be sent in writing via email to City contact.
Responsiveness: We prioritize prompt responsiveness in our approach. Once an issue is identified and reported, our team will begin working on its resolution immediately. This commitment to responsiveness minimizes the potential for any delays or quality concerns, maintaining the integrity and timeline of the project.
2.16 Corrective Action and Resolution
Once an issue is reported, we initiate our corrective action process. This process is designed to not only address the immediate concern/issue but also to prevent similar issues from occurring in the future. Our team, including the project manager, technical specialists, and quality assurance personnel, will collaboratively work on issue resolution. The corrective action might include modifying scanning or indexing procedures, adjusting OCR settings, or revising migration scripts. The resolution's details, including the actions taken and their results, will be documented and communicated to the City of Banning.
2.17 Client Feedback and Iterative Adjustments
We highly value client feedback and consider it crucial for the project's success. The iterative nature of our work plan allows us to implement any changes or improvements based on the client's feedback at each milestone. Once a milestone is reached and the deliverables are submitted to the City of Banning, we will seek their feedback. This feedback will then be reviewed and incorporated into the upcoming iterations. This iterative adjustment process ensures that the final deliverables meet the City of Banning's expectations to the fullest extent.
2.18 Escalation Process
Despite all preventive measures and corrective actions, some issues may require higher-level intervention.
For such situations, we have an escalation process in place. If an issue can't be resolved at the project level or if it has substantial potential implications for the project, it will be escalated to our senior management team. The escalation process ensures that critical issues receive the necessary attention and resources for their resolution. In addition, they will have the option to escalate issues directly to our senior management if they feel that it's necessary.
2.19 IV.B Reassemble Records After Scanning
1. All documents shall be returned to the original box, container, file, etc. in which they were received.
2. Plans shall be re-rolled unless instructed otherwise by the City. 175
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3. Consultant will not have to rebind materials (no re-staple, no rebinding, no reclipping) unless instructed otherwise by the City. The City expects that the documents will be returned nearly in the same files folders as received.
2.20 IV.L Document Return
1. Consultant shall return all scanned boxes of paper and plans.
UBEO Understands.
After the backfile scanning process is complete, our team at UBEO Business Services will meticulously reassemble all the original physical documents. This process involves a number of crucial steps, which are detailed below:
• Document Reassembly:
Documents disassembled for digitization will be meticulously reassembled in their original order.
Plans received in a rolled format will be returned in the same manner unless the City specifies otherwise. This process ensures the preservation of the original file order, facilitating easier access for district personnel to locate specific information.
• Quality Assurance: reassembly, we will implement a thorough quality assurance process to verify the accuracy and completeness of the reassembled documents. This comprehensive quality check will ensure that all documents have been correctly reassembled, with no documents missing or improperly filed. Our meticulous approach guarantees the integrity and reliability of your document management system, providing you with confidence in the precision and organization of your records.
• Secure Transportation:
Our transportation process ensures the utmost security and care for your documents. Utilizing secure, climate-controlled vehicles, we will transport the securely packaged and reassembled documents back to the City’s designated location. This approach ensures that the documents are maintained in excellent condition during transit, preserving both their integrity and confidentiality. • Verification: Upon delivery, our team will facilitate a meticulous verification process. This involves comparing the returned documents against the initial inventory list to ensure that every document is accounted for and in the expected condition. To maintain the highest standards of security and accountability, we employ a robust chain of custody protocol. This protocol meticulously tracks the movement and handling of documents from the moment they leave your possession until their return. By doing so, we guarantee the integrity and security of your documents throughout the entire process.
• Meticulous Measures for Document Integrity: By implementing these meticulous measures, UBEO Business Services ensures that the City’s physical documents will remain organized and easily accessible throughout the entire backfile digitization project. This comprehensive approach safeguards the integrity of your valuable records, maintaining their accuracy and reliability from start to finish.
• Content Storage and Management: We will securely store your content in our warehouse for 45 days following each iteration of the project. Should the City prefer an alternative schedule, we are more than willing to accommodate your needs. Upon your acceptance of the delivered iteration, we will promptly seek your approval to return the contents to your facility. 176
Prepared exclusively for City of Banning by UBEO Business Services In addition to storage and delivery services, UBEO offers secure document destruction services, complete with a certificate of completion to ensure proper documentation and compliance with all relevant regulations.
We are committed not only to delivering a successful project completion but also to offering valuable insights to enhance your future document management practices. You can be assured that our goal is to provide a closing experience that is as smooth and efficient as every other step in our work plan.
2.21 IV.M Final Inspection and Acceptance
1. Based on the specifications described in this document, the City will make the final inspection of scanned images once imported.
2. Inspection is to be completed within 90 days of receipt of images.
3. Acceptance will be achieved when the inspection is completed, and the Consultant made all corrections, if necessary.
4. 10% of contract total will be withheld until all corrections are made and the City accepts the work.
5. Proponent invoices shall denote the number of scanned pages being billed for the current invoice as well as the total number of pages billed to date.
UBEO Understands and agrees to the final inspection and acceptance terms outlined by the City of Banning.
We will ensure that all scanned images are thoroughly reviewed, and any necessary corrections are promptly addressed to meet the City's specifications. We understand that the City will complete the inspection within 90 days of receipt of the images and that acceptance will be granted upon satisfactory completion of this inspection.
We also understand the terms regarding the 10% contract retention until all corrections are made and the work is accepted by the City. Our invoices will clearly denote the number of scanned pages being billed for the current invoice as well as the total number of pages billed to date, in compliance with the City's requirements.
3 V.B Proposal (B.) Company Information
We aim to clearly convey that UBEO is the premier strategic partner to support the City of Banning’s mission through this RFP for Document Scanning Services.
With 68 years of experience in the industry, UBEO has established a proven track record of excellence in customer service. Our longstanding history and commitment to quality make us uniquely qualified to meet and exceed the City’s expectations for this project.
We look forward to the opportunity to demonstrate our expertise and dedication to your success. 177
Prepared exclusively for City of Banning by UBEO Business Services UBEO Leadership and Size
Local UBEO office for The City of Banning: 5855 Rickenbacker Rd., Commerce, CA 90040 Website: https://www.ubeo.com/
UBEO has also invested in the development of industry leading technology support. UBEO ProIT specializes in supporting technology solutions for our clients. This expertise allows UBEO to blend a complete suite of best-in-class technology solutions in the following areas.
Year Founded: 1956
# of locations in the U.S: 56
# of employees: 1,200+
Annual Revenue: $400 million
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Prepared exclusively for City of Banning by UBEO Business Services ✓ Document Scanning, Digital Imaging and
Conversion Services
✓ Enterprise Document Management
✓ Print Management and Advanced Scanning
Software Solutions
✓ Multi-Function Devices
✓ Managed Print Services ✓ Wide Format and Specialty Print Solutions
✓ Production Print Solutions ✓ Integrated Fax Server Solutions ✓ Business Process Outsourcing ✓ On-Site Managed Workplace Services
4 V.B Proposal (C.) Company Personnel
o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services.
Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor. o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.
UBEO Understands and agrees all assigned key professional staff are properly licensed to practice in California.
Key Personnel
UBEO Business Services takes great pride in its team of devoted professionals who are at the vanguard of providing our clients with exceptional service. Our project team, which specializes in document management and business process outsourcing, is comprised of seasoned industry professionals who are outfitted to comprehend and meet your specific needs.
Our team offers comprehensive solutions by combining practical experience, in-depth industry knowledge, and technical expertise. From Project Managers with PMP certification to our BPO Manager with a business doctorate and a Government Archives and Records Administration (GARA) certification, our entire team is trained to prioritize client satisfaction and deliver superior results.
In the following section, we will describe the roles, qualifications, and experiences of our essential team leaders. This will provide a clear comprehension of the team dedicated to the successful completion of your digitization project.
• Nick Sabatini – Vice President Managed Services
o Decorated career in Business Outsourcing and Conversion Services. o Very involved executive who checks in on all clients and projects actively. o Oversees all Conversion Services, Onsite, Mailroom and other outsourced projects and clients. • Kristen Sparkes – Business Process Outsourcing Manager o Decorated project manager for Conversion Services projects. 179
Prepared exclusively for City of Banning by UBEO Business Services o Extensive experience customer service, project management & working with clients to fully understand scope & deliver client needs in the ever-changing modern world of data. • Lance White – Business Process Outsourcing Operations Manager o Decorated career spanning 30+ years in document management and Conversion Services. o Vast experience with enterprise and government accounts. *Additional team resources will be assigned when the project is allocated. 5 V.B Proposal (E.) Experience and References
UBEO fully understands the requirements outlined in your RFP. Based on the information provided, our response will demonstrate UBEO’s capability to deliver the desired scope of services effectively.
Additionally, we will share industry best practices with the City to help identify and address potential challenges, ensuring the most cost-effective solutions.
Our executive summary outlines our comprehensive approach to this digital transformation project, focusing on three core pillars: accuracy, security, and accessibility of your essential data. We are committed to providing solutions that not only meet but exceed your expectations, ensuring a seamless and efficient transition to a more streamlined document management system. 180
Prepared exclusively for City of Banning by UBEO Business Services UBEO possesses extensive expertise and experience in handling highly sensitive and confidential information, including human resource files, plans, permits, financial records, and mission-critical documents. Our proven track record in managing such vital data ensures that we are well-equipped to meet the stringent requirements of the City of Banning.
We will develop and implement a comprehensive project plan tailored to ensure a smooth and efficient transition for the City of Banning’s Document Scanning project. This plan will encompass all aspects of the process, from initial assessment to final delivery, guaranteeing the highest standards of security, accuracy, and efficiency throughout the entire project lifecycle.
Additionally, we are including a case study that showcases our experience and expertise in digital transformation and scanning highly sensitive documents, further demonstrating our capability to handle this important project with the utmost professionalism and care. UBEO is committed to customer excellence and guarantees the best customer service, ensuring that your specific needs and expectations are not only met but exceeded.
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Prepared exclusively for City of Banning by UBEO Business Services Customer Contra Costa County
Vertical Government
THE PROJECT
• Needed to convert all paper files to digital – (5.4 million images) ahead of moving to new county headquarters
• Needed to decide on an enterprise document management solution • Wanted a solution to improve the management of paper-based files • Looking to improve both the internal and external customer experience • Multiple locations throughout the county
• Provide a fully managed program for the internal county customers
THE HISTORY
• 44 locations in Contra Costa County
• UBEO Team:
• Account Executives -Martin Soares and Jamie Williams
• UBEO – Analyst & Specialist Team
• Nick Sabatini – VP, Managed Services
• They had current IT and Document Management support challenges due to headcount limitations.
• Moving to new facility with the goal of moving virtually paperless
LIMITATIONS
• Multiple locations throughout the county
• Confidential county council documents
• They were researching with three (3) other Service Providers • Limited expertise for an enterprise document management solution • Upon award and post implementation Covid 19 hit
• Business continuity
• Staff safety
APPROACH
• Introduced our team, methodology and approach.
• Discussed the UBEO Managed Services model which includes dedicated onsite UBEO Managed service personnel.
• Discussed our proven processes (discovery, design, transition, post support, documentation, and reporting and reviews)
• Performed a digital transformation and service assessment. • Created our Finding and Recommendations (FRD) Documented to collaborate on and presented our solution.
• Incorporated all three key aspects of the customer request. • File conversion from paper to digital on premise.
• Engineered enterprise LaserFiche solution.
• Incorporated SharePoint expertise
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BENEFITS
• CCC IT leadership and UBEO collaborating on Managed Services and additional digital transformation opportunities:
• DoIT – Digital transformation services
✓ Document conversion
✓ Document management engineering
➢ Laserfiche
➢ SharePoint
✓ Cloud Migration
✓ Onsite managed services team performing document conversion services • UBEO Relationship management
➢ Account Management
➢ Technical Consulting
➢ Process Documentation
➢ SLA compliance reporting
➢ Technology and Services Road mapping
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5.1 Company shall provide at least (3) references
1. Contra Costa County UBEO has been converting client records to digital for over 3 years.
Work Commenced in early 2020 and continues on project basis– 38K files and 5.2 million images. Ijeoma Chukwunyelu 925.6084051 [email protected] 30 Douglas Drive Martinez, CA 94553
2. Valley Transportation Authority – Human Resources, Accounting, Various Other Departments UBEO was awarded the RFP for Valley Transportation Authority. Work Commenced late 2022 and continues – 16.5K files & 2.7 million Images.
Jon Maier 408-321-7121 [email protected] , 3331 North First Street, San Jose, CA 95134.
3. Aaron Riechert Carpol & Riffle, APC UBEO has been converting client records to digital for over 2 years. Work Commenced late 2021 and continues – 10K files and 1.2 million images.
Jaedra McSweeney (650) 368-4662, ext. 103 [email protected] 333 Twin Dolphin Dr # 350, Redwood City, CA 94065
5.2 IV.J Schedule
1. The Consultant shall provide a project schedule indicating a timeline of activities to perform imaging services from start to finish.
2. City of Banning will assign a Point Of Contact(s) in coordination with the Consultant Project manager to insure timely feedback & authorization.
5.3 Example Detailed Project Schedule
Key Dates
As we will not be able to know the exact dates until the project formally kicks off. Here is an example schedule based upon the number of weeks. This is divided into multiple parts based upon the standard content per department in 171 boxes and the large format per department which consists of a combined estimate of 6,090 plans. These will be processed simultaneously. UBEO will complete the project within the agreed upon schedule with the City of Banning. This of course is adjustable, example broken down below.
EXAMPLE SCHEDULE: UBEO TO PROJECT PLAN BASED ON CITY OF BANNING TIMETABLE AND FLUCTUATION OF SERVICE NEEDS AND ASSOCIATED PRICE ADJUSTMENTS. 184
Prepared exclusively for City of Banning by UBEO Business Services Standard Content / Boxes
This content will be processed in UBEO Processing Center simultaneously for all departments. We will negotiate with the City of Banning on the processing speed and scale up or down from these points to the full capacity of UBEO’s processing center(s).
This is an example schedule that can be altered to City of Banning’s liking.
This content which consists of an estimated 171 Boxes will be processed in UBEO Processing Center. We will negotiate with the City of Banning on the processing speed and scale up or down from these points to the full capacity of UBEO’s processing center(s). This is an example schedule that can be altered to City of Banning’s liking.
• Week 1-2 (August 1st – 14th): Initial assessment of files, project kickoff meeting, and discussions with the client's staff.
• Week 3 (August 15th – 21st): A team from UBEO will arrive at the City of Banning and work on packing up all files carefully and safely. These boxes will be barcoded, given a basic inventory, and be prepared for the UBEO pickups.
• Week 4 (August 22nd – 28th): First pickup, UBEO Business Services to pick up all standard boxes.
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Prepared exclusively for City of Banning by UBEO Business Services • Week 5 (August 29th - September 4th): Start of document processing for the first 60 boxes (Deliverable 1).
• Week 6 (September 5th – 11th): Completion of Deliverable 1. • Week 7 (September 12th – 18th): Start of document processing for the second 60 boxes (Deliverable 2).
• Week 8 (September 19th – 25th): Completion of Deliverable 2. • Week 9 (September 26th – October 2nd): Start of document processing for the remaining 51 boxes (Deliverable 3).
• Week 10 (October 3rd – 9th): Completion of final deliverable. • Week 11 (October 10th – 16th): Client Final Acceptance and Project Closeout for small format documents.
Week TBD: Scheduling continues should the City have additional content for scanning.
Large Format Documents
This content, which consists of an estimated 6,090 large format plans will be processed simultaneously with the standard content in a UBEO processing center with specialized equipment for wide formats. To help differentiate these from the smaller formats, we call these deliverables by the alphabet (A, B, C, D) versus numerical (1, 2, 3).
• Week 1-2 (August 1st – 14th): Initial assessment of files, project kickoff meeting, and discussions with the client's staff.
• Week 3 (August 15th – 21st): A team from UBEO will arrive at the City of Banning and work on packing up all wide format documents carefully and safely. These sheets will be barcoded, given a basic inventory, and be prepared for the courier pickups. • Week 4 (August 22nd – 28th): First pickup, UBEO Business Services to pick up all content:
~8 boxes which consist of 6,090 wide format sheet that have been inventoried by the City of Banning.
• Week 5 (August 29th - September 4th): Start of large format document processing for the first 2,100 sheets (Deliverable A).
• Week 6 (September 5th – 11th): Completion of Deliverable A. • Week 7 (September 12th – 18th): Start of large format document processing for the second 2,100 sheets (Deliverable B).
• Week 8 (September 19th – 25th): Completion of Deliverable B. • Week 9 (September 26th – October 2nd): Start of large format document processing for the remaining 1,890 sheets (Deliverable C).
• Week 10 (October 3rd – 9th): Completion of final deliverable. • Week 11 (October 10th – 16th): Client Final Acceptance and Project Closeout for large format documents.
Week TBD: Scheduling continues should the City have additional content for scanning.
7.2 Small Format Milestones
• Milestone 1 (Week 6, September 5th – 11th): Completion and delivery of the first 60 boxes.
An invoice will be issued upon client acceptance, payable within NET 45 terms. • Milestone 2 (Week 8, September 19th – 25th):Completion and delivery of the next 60 boxes (120 total). An invoice will be issued upon client acceptance, payable within NET 45 terms. • Milestone 3 (Week 10, October 3rd – 9th): Completion and delivery of the next 51 boxes (171 total). An invoice will be issued upon client acceptance, payable within NET 45 terms. 186
Prepared exclusively for City of Banning by UBEO Business Services Large Format Milestones
• Milestone 1 (Week 6, September 5th – 11th): Completion and delivery of the first 2,100 sheets (Deliverable A – 2,100 Total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
• Milestone 2 (Week 8, September 19th – 25th): Completion and delivery of the next 2,100 sheets (Deliverable B – 4,200 Total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
• Milestone 3 (Week 10, October 3rd – 9th): Completion and delivery of the next 1,890 sheets (Deliverable C – 6,090 Total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
The example project plan provided is designed to showcase our extensive expertise and experience in managing similar projects. It serves as a comprehensive template to illustrate our capabilities and the structured approach we employ to ensure successful outcomes. This plan demonstrates our proficiency in assessing needs, implementing state-of-the-art technology, and maintaining rigorous quality control standards.
However, we fully recognize that each project is unique and requires a tailored approach. We are committed to customizing a plan that aligns perfectly with the City of Banning's specific needs, preferences, and goals. Our team is prepared to work closely with your staff to understand the nuances of your current systems and workflows, ensuring a seamless integration of our solutions.
We will adapt our strategies to meet your timeline, budget constraints, and any other unique requirements you may have.
By leveraging our flexible project management methodologies, we can modify the scope, scale, and focus of our efforts to best serve the City of Banning.
In summary, while our example project plan highlights our general approach and capabilities, We are fully prepared to develop and implement a plan tailored to the City of Banning's distinct objectives, ensuring that all your goals are met with precision and care.
We look forward to meeting with you to discuss the combination of your digital transformation goals and our services for a winning outcome!
Thank you for the opportunity to earn your business – we look forward to the next steps! Sincerely,
UBEO Business Services Team
187
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Douglas Schulze, City Manager
PREPARED BY: Brandon Smith, Lieutenant
Derek Thesier, Acting Chief of Police
MEETING DATE: October 8, 2024
SUBJECT: Consideration of Resolution 2024-157, Authorizing the Purchase of 10 Additional Getac Body Worn Cameras, Accessories, and Multi-dock Charging Stations
RECOMMENDATION:
Adopt Resolution 2024-157.
BACKGROUND:
The Banning Police Department strives to ensure personnel are equipped with the most up-to-date equipment for officer safety and transparency with the community. The Banning Police Department currently has 30 body worn cameras and all are deployed with department personnel.
JUSTIFICATION:
The Banning Police Department now has 33 sworn officers and 1 Animal Control Officer/Community Service Officer that are all required to wear body worn cameras while on duty. Due to equipment limitations Lieutenants are not currently issued a body worn camera, to allow for all other staff members to have the equipment. With all current body worn cameras deployed and more officers being hired to fill vacant positions, the Banning Police Department is in need of additional cameras to fill the needs of the department.
FISCAL IMPACT:
An appropriation from the General Fund 001 to Account No. 001-2200-421.90-48 in the amount of $33,805.67 is necessary to fund the Equipment Purchase with Code 3 Technology.
ALTERNATIVES:
Do not adopt Resolution 2024-157 and provide alternative direction to staff.
BUDGETED?:
No
CONTRACT/AGREEMENT:
No
ATTACHMENTS:
1. Resolution 2024-157, 10 BWC Purchase.docx
2. Exhibit A - Banning PD Quote 24-540 (10) Getac BWC (BC-02) - (Sourcewell Contract) Code 3 188
Technology.pdf
3. Getac Contract 090122 Sourcewell Contract.pdf
4. Getac Price File 090122-GET Sourcewell.pdf
5. Getac Sourcewell Authorized Reseller List 24_08.16.2024.pdf 189
Resolution 2024-157
RESOLUTION 2024-157
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA, APPROVING THE PURCHASE OF TEN GETAC BC-02 BODY WORN CAMERAS IN AN AMOUNT NOT-TO-EXCEED $33,805.67
WHEREAS, on October 8th, 2024, the City of Banning, on Resolution 2024-157 approved the purchase of ten (10) Getac BC-02 body worn cameras and all accessories and related cloud storage; and
WHEREAS, the purchase will not exceed the amount of $33,805.67; and WHEREAS, the ten Getac cameras will be purchased from an authorized vendor listed on the Sourcewell purchasing cooperative (Contract # 090122-GET); and WHEREAS, Code 3 Technology will be utilized as the authorized Getac reseller for the Sourcewell Contract # 090122-GET; and
WHEREAS, the new body worn cameras will be issued to Banning Police personnel; and WHEREAS, the new cameras will ensure that all officers and personnel having contact with the public in the field will have the devices; and WHEREAS, ensuring all necessary personnel are equipped with a body worn camera will assist with public transparency related to department actions and assist with officer safety, criminal investigations, and reducing city liability.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council adopts Resolution 2024-157 and approves the purchase of ten Getac BC-02 body worn cameras, accessories, and cloud storage in the amount of $33,805.67.
SECTION 2. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 8th day of October 2024.
Alberto Sanchez, Mayor
City of Banning
190
Resolution 2024-157
ATTEST:
Caroline Patton, Administrative City Clerk
City of Banning
APPROVED AS TO FORM:
Serita R. Young, City Attorney
Richards, Watson & Gershon
191
Resolution 2024-157
CERTIFICATION:
I, Caroline Patton, Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2024-157, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 8th day of October 2024 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Caroline Patton, Administrative City Clerk
City of Banning, California
192
Resolution 2024-157
EXHIBIT A
Quote for Ten (10) Getac Body Worn Cameras
193
PROPOSAL
Date: 9/27/2024
QUOTE: 24-540
Thanks for your business!
Quote Expires 12/30/2024*
Lt. Brandon Smith
Banning Police Dept
125 E. Ramsey St.
Banning, CA 92220
951-922-3170
Customer ID: BPDCA004
Salesperson Project Payment Terms Contract#
Jim Boubelik Getac Video: BC-02 Net 30 Sourcewell: 090122-GET Part# Description Qty SRP SWC Unit Price Ext. Price
OVWX2MXXXXX1
Getac Video Solutions: Body Worn Camera (BC-02), 64GB
+ FHD/HD/WVGA + WiFi + GPS + BLE, 1yr warranty
(compatible with magnetic charge cable ORB39X)
10 $317 $285 $285 $2850
GE-SVBWEXT2Y BWC (BC-02) Extended Warranty (Years 2-3) 10 $137 $123 $123 $1230 ORB362 BWC (BC-02) Magnetic Shirt Mount V2.0 10 $59 $53 $53 $530 ORB39X BWC (BC-02) magnetic break-away charging USB cable 10 $39 $35 $35 $350 OD2DAU BWC (BC-02) 8 Port Multidock Charger w/ Data Mover (MD02D), includes 90W AC Adapter (US) 1 $1299 $1169 $1169 $1169 GE-SVMDEXT4Y BWC: Data Mover Extended Warranty Years 2-5 1 $250 $225 $225 $225 OUA07X GVS: Data Mover Video License & Maintenance (Per Data Mover Software device) Per Month 48 $17 $16 $14 $672
OUA04X GVS: BWC (BC-02) Getac Enterprise Cloud – Unlimited Storage per BWC, per Month 480 $88 $83 $55 $26,400
Subtotal $33,426.00
Sales Tax $379.67
Shipping $0.00
Total $33,805.67
*We offer financing & Leasing, device buyback, and rugged device insurance coverage, just ask! *CCs add 2.89%. Purchasing contracts add 1-2% (GSA, OMNIA, NCPA, Sourcewell, PEPPM, SLP, DIR) Code 3 Technology/ 9855 E Southern Ave #50882 Mesa AZ 85209/ 480-888-6401/ [email protected] 194
090122-GET
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Solicitation Number: 090122
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Getac, Inc., 15495 Sand Canyon Ave., Suite 350, Irvine, CA 92618 (Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Law Enforcement Equipment from which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires November 7, 2026, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in materials and workmanship. In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be
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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.
C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;
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x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and will be incorporated by reference.
5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.
Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:
1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.
7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.
B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.
C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.
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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Supplier is not liable in any event for consequential damages. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.
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2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.
C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.
14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
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15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs, with the exception of consequential damages, incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
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x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:
1. Workers’ Compensation and Employer’s Liability.
Workers’ Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
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4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.
Minimum Limits:
$2,000,000
5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other
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insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.
B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all
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references to “federal” should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of
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not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any
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person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
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M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by a Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.
P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s
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Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
Sourcewell Getac, Inc.
By: __________________________ By: __________________________ Jeremy Schwartz Hsin Jung-Lu
Title: Chief Procurement Officer Title: VP Finance & Business Services Date: ________________________ Date: ________________________ Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 090122 Vendor Name: Getac, Inc.
232
Bid Number: RFP 090122 Vendor Name: Getac, Inc.
Table 148: Depth and 8readth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box provided, as necessary.
Line Item Category or Type Offered Comments
71 Law Enforcement duty gear Yes
No
N/A *
72 Traffic safety enforcement equipment, devices, and
instruments
Yes
No
Getac solutions are built to
improve upon the computer-aided
dispatch software (CAD) and
police records management
system (RMS) you already use.
Writing citations, collision reports,
and DUI arrest reports has never
been easier thanks to Getac
solutions. With our rugged
devices, you can write, sync, and
submit all the documents required
from the field electronically, saving
time, and reducing errors. Getac
rugged devices are built with law
enforcement in mind, providing
you access to information to stay
situationally aware as you protect
and serve. Whether on patrol or
during an emergency, Getac
devices allow you to remain in
contact with command, dispatch,
and your fellow officers to make
sure everyone is safe and
informed.
*
73 Crime scene management and evidence collection
equipment and supplies
Yes
No
N/A *
74 Tactical and EOD equipment (with the exception of those items excluded in subsections 2. or 3. of RFP)
Yes
No
ANSI rated rugged devices
available for EOD environments *
75 Services related to the offering of the solutions in subsections above, such as training, installation, testing, maintenance, warranty programs, and technical support
Yes
No
N/A
*
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
233
Bid Number: RFP 090122 Vendor Name: Getac, Inc.
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Pricing - Sourcewell Pricing Page_Final.pdf - Wednesday August 31, 2022 13:23:12 Financial Strength and Stability - Financial Review Form.pdf - Tuesday August 09, 2022 14:38:46 Marketing Plan/Samples - Marketing Plan.pdf - Wednesday August 31, 2022 12:37:18 WMBE/MBE/SBE or Related Certificates (optional)
Warranty Information - Warranty Details.pdf - Tuesday August 09, 2022 17:33:13 Standard Transaction Document Samples - Sample Quote.pdf - Wednesday August 31, 2022 11:28:20 Upload Additional Document - Getac-All in One-US-July2022.pdf - Wednesday August 10, 2022 17:29:18
234
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Bid Number: RFP 090122 Vendor Name: Getac, Inc.
236
Getac #090122-GET
Pricing for contract #090122-GET is provided to Sourcewell participating agencies at the following discounts.
Rugged Laptop 15% off MSRP
Rugged Tablet 10% off MSRP
Rugged Handheld PC (Android) 10% off MSRP
Accessories/Peripherals 10% off MSRP
Warranty 10% off MSRP
Services 5% off MSRP
Video Body Worn Camera 10% off MSRP
In-Car/Interview Room Camera 10% off MSRP
Video Accessories 10% off MSRP
Video Warranty 10% off MSRP
Video Services 5% off MSRP
237
Getac North America
15495 Sand Canyon Rd., Ste 350
Irvine, CA 92618
www.getac.com/us
949.681.2900
v.24.2
As of Friday, August, 16 2024, the current Authorized Resellers for the Sourcewell Contract #090122- GET are listed below. Copies of the executed MOA are available upon request. 238
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Douglas Schulze, City Manager
PREPARED BY: A'ja Wallace,
Lincoln Bogard, Administrative Services Director
MEETING DATE: October 8, 2024
SUBJECT: Consideration of Resolution 2024-158, Amending the Classification and Compensation Plan
RECOMMENDATION:
Adopt Resolution 2024-158.
BACKGROUND:
It is necessary to amend the City’s Classification & Compensation Plan from time to time to maintain a current plan that reflects budget amendments, organizational structure, and department needs.
Past City Council resolutions have identified the necessity to maintain a current Classification & Compensation Plan that reflects the nature of work and organizational structure, that the plan is updated to reflect both market changes and appropriate compensation for work performed.
JUSTIFICATION:
Proposed changes to the Classification and Compensation plan include:
Electric Utility
Due to compaction with direct reports, staff is requesting an adjustment to the salary range for the Electric Planning Supervisor (Job Code 7010) from range U90 to U92, and an adjustment for the Powerline Crew Superintendent (Job Code 7023) from range U90 to U92.
FISCAL IMPACT:
Position/Range Proposed Salary Range Current Salary Range Proposed Based Wage
Difference
Electric Planning
Supervisor
$ 170,946.71 $ 162,709.46 $ 8,237.25
Powerline Crew
Superintendent
$ 175,306.88 $ 166,859.68 $ 8,447.20
Total Annual Fiscal
Impact
$ 16,684.45
ALTERNATIVES:
239
Do not adopt Resolution 2024-158 and provide alternative direction to staff.
BUDGETED?:
Yes
CONTRACT/AGREEMENT:
No
ATTACHMENTS:
1. Resolution 2024-158, Class and Comp.docx
2. Exhibit A - Salary Tables FY 23-24 IBEW Utility.pdf
240
Resolution 2024-158
RESOLUTION 2024-158
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA,
AMENDING THE CLASSIFICATION AND COMPENSATION PLAN FOR THE CITY OF
BANNING TO ADJUST THE SALARY RANGE OF THE ELECTRIC PLANNING SUPERVISOR
AND THE POWERLINE CREW SUPERINTENDENT
WHEREAS, it is necessary to amend the City’s Classification & Compensation Plan from time to time to maintain a current plan that reflects the nature of work, organizational structure, or otherwise; and
WHEREAS, the proposed reclassification of the select position set forth in Section 1 of this Resolution will provide a range adjustment for current Electric Utility Development staff; and WHEREAS, changes to job descriptions, job titles, and/or pay ranges require City Council approval and will be effective the first full pay period following Council approval.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council approves the following updated position control for Fiscal Year 2024-25: (1) Amend the pay range for the Electric Planning Supervisor (from U90 to U92) and (2) Amend the pay range for the Powerline Crew Superintendent (from U90 to U92).
SECTION 2. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 8th day of October 2024.
Alberto Sanchez, Mayor
City of Banning
ATTEST:
Caroline Patton, Administrative City Clerk
City of Banning
241
Resolution 2024-158
APPROVED AS TO FORM:
Serita R. Young, City Attorney
Richards, Watson & Gershon
242
Resolution 2024-158
CERTIFICATION:
I, Caroline Patton, Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2024-158, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 8th day of October 2024 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Caroline Patton, Administrative City Clerk
City of Banning, California
243
Resolution 2024-158
Exhibit A
Utility Salary Schedule
244
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13 U40 Hourly 17.2520 17.6921 18.1433 18.6061 19.0806 19.5673 20.0664 20.5782 21.1031 21.6413 22.1933 22.7594 23.3399 Biweekly 1,380.16 1,415.36 1,451.46 1,488.49 1,526.45 1,565.39 1,605.31 1,646.26 1,688.25 1,731.31 1,775.47 1,820.75 1,867.19 Annual 35,884.22 36,799.48 37,738.09 38,700.64 39,687.73 40,700.01 41,738.10 42,802.68 43,894.40 45,013.97 46,162.10 47,339.51 48,546.95 U41 Hourly 17.6830 18.1340 18.5965 19.0709 19.5573 20.0561 20.5677 21.0923 21.6303 22.1820 22.7477 23.3279 23.9229 Biweekly 1,414.64 1,450.72 1,487.72 1,525.67 1,564.58 1,604.49 1,645.41 1,687.38 1,730.42 1,774.56 1,819.82 1,866.23 1,913.83 Annual 36,780.64 37,718.77 38,680.82 39,667.42 40,679.17 41,716.74 42,780.76 43,871.93 44,990.93 46,138.47 47,315.27 48,522.10 49,759.70 U42 Hourly 18.1253 18.5876 19.0617 19.5479 20.0465 20.5578 21.0821 21.6199 22.1713 22.7368 23.3167 23.9114 24.5213 Biweekly 1,450.03 1,487.01 1,524.94 1,563.83 1,603.72 1,644.62 1,686.57 1,729.59 1,773.70 1,818.94 1,865.34 1,912.92 1,961.71 Annual 37,700.65 38,662.25 39,648.37 40,659.64 41,696.70 42,760.22 43,850.86 44,969.32 46,116.31 47,292.55 48,498.79 49,735.80 51,004.37 U43 Hourly 18.5766 19.0504 19.5363 20.0346 20.5456 21.0696 21.6070 22.1581 22.7233 23.3029 23.8972 24.5068 25.1318 Biweekly 1,486.13 1,524.03 1,562.90 1,602.77 1,643.65 1,685.57 1,728.56 1,772.65 1,817.86 1,864.23 1,911.78 1,960.54 2,010.55 Annual 38,639.29 39,624.82 40,635.49 41,671.94 42,734.83 43,824.82 44,942.62 46,088.92 47,264.47 48,470.00 49,706.27 50,974.08 52,274.23 U44 Hourly 19.0428 19.5285 20.0266 20.5374 21.0612 21.5984 22.1493 22.7142 23.2936 23.8877 24.4970 25.1218 25.7625 Biweekly 1,523.42 1,562.28 1,602.13 1,642.99 1,684.90 1,727.87 1,771.94 1,817.14 1,863.48 1,911.01 1,959.76 2,009.74 2,061.00 Annual 39,608.97 40,619.23 41,655.27 42,717.73 43,807.28 44,924.63 46,070.48 47,245.55 48,450.60 49,686.38 50,953.68 52,253.31 53,586.08 U45 Hourly 19.5191 20.0170 20.5275 21.0511 21.5880 22.1386 22.7033 23.2824 23.8762 24.4852 25.1097 25.7502 26.4070 Biweekly 1,561.53 1,601.36 1,642.20 1,684.09 1,727.04 1,771.09 1,816.27 1,862.59 1,910.10 1,958.82 2,008.78 2,060.01 2,112.56 Annual 40,599.75 41,635.29 42,697.24 43,786.27 44,903.08 46,048.38 47,222.89 48,427.36 49,662.55 50,929.24 52,228.24 53,560.38 54,926.49 U46 Hourly 20.0068 20.5171 21.0404 21.5770 22.1274 22.6918 23.2705 23.8641 24.4728 25.0970 25.7371 26.3935 27.0667 Biweekly 1,600.54 1,641.37 1,683.23 1,726.16 1,770.19 1,815.34 1,861.64 1,909.13 1,957.82 2,007.76 2,058.97 2,111.48 2,165.34 Annual 41,614.12 42,675.53 43,764.01 44,880.26 46,024.97 47,198.89 48,402.74 49,637.30 50,903.35 52,201.69 53,533.15 54,898.57 56,298.81 U47 Hourly 20.5070 21.0301 21.5664 22.1165 22.6806 23.2591 23.8524 24.4607 25.0846 25.7244 26.3806 27.0534 27.7435 Biweekly 1,640.56 1,682.40 1,725.32 1,769.32 1,814.45 1,860.73 1,908.19 1,956.86 2,006.77 2,057.96 2,110.45 2,164.28 2,219.48 Annual 42,654.57 43,742.52 44,858.21 46,002.37 47,175.70 48,378.97 49,612.92 50,878.35 52,176.05 53,506.85 54,871.60 56,271.15 57,706.40
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
1 245
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
U48 Hourly 21.0198 21.5559 22.1057 22.6695 23.2477 23.8407 24.4488 25.0724 25.7118 26.3677 27.0402 27.7299 28.4372 Biweekly 1,681.58 1,724.47 1,768.46 1,813.56 1,859.82 1,907.25 1,955.90 2,005.79 2,056.95 2,109.41 2,163.21 2,218.39 2,274.97 Annual 43,721.09 44,836.24 45,979.83 47,152.59 48,355.27 49,588.62 50,853.42 52,150.49 53,480.64 54,844.72 56,243.59 57,678.14 59,149.27 U49 Hourly 21.5456 22.0952 22.6587 23.2367 23.8293 24.4371 25.0604 25.6996 26.3551 27.0273 27.7167 28.4236 29.1486 Biweekly 1,723.65 1,767.61 1,812.70 1,858.93 1,906.35 1,954.97 2,004.83 2,055.97 2,108.41 2,162.19 2,217.34 2,273.89 2,331.89 Annual 44,814.92 45,957.97 47,130.17 48,332.28 49,565.04 50,829.25 52,125.70 53,455.21 54,818.64 56,216.85 57,650.71 59,121.15 60,629.10 U50 Hourly 22.0841 22.6473 23.2250 23.8173 24.4248 25.0478 25.6867 26.3418 27.0137 27.7027 28.4093 29.1339 29.8770 Biweekly 1,766.72 1,811.79 1,858.00 1,905.39 1,953.99 2,003.82 2,054.93 2,107.35 2,161.10 2,216.22 2,272.75 2,330.71 2,390.16 Annual 45,934.83 47,106.44 48,307.94 49,540.08 50,803.65 52,099.45 53,428.30 54,791.04 56,188.54 57,621.69 59,091.38 60,598.57 62,144.20 U51 Hourly 22.6362 23.2136 23.8056 24.4128 25.0355 25.6741 26.3289 27.0004 27.6891 28.3954 29.1196 29.8623 30.6240 Biweekly 1,810.90 1,857.08 1,904.45 1,953.03 2,002.84 2,053.92 2,106.31 2,160.04 2,215.13 2,271.63 2,329.57 2,388.99 2,449.92 Annual 47,083.29 48,284.20 49,515.74 50,778.68 52,073.85 53,402.04 54,764.11 56,160.93 57,593.37 59,062.34 60,568.79 62,113.66 63,697.93 U52 Hourly 23.2021 23.7939 24.4008 25.0231 25.6614 26.3159 26.9871 27.6754 28.3813 29.1052 29.8476 30.6089 31.3896 Biweekly 1,856.17 1,903.51 1,952.06 2,001.85 2,052.91 2,105.27 2,158.97 2,214.03 2,270.50 2,328.42 2,387.80 2,448.71 2,511.17 Annual 48,260.31 49,491.24 50,753.56 52,048.08 53,375.62 54,737.02 56,133.14 57,564.88 59,033.13 60,538.82 62,082.93 63,666.42 65,290.29 U53 Hourly 23.7823 24.3889 25.0109 25.6489 26.3031 26.9739 27.6619 28.3675 29.0910 29.8330 30.5939 31.3743 32.1745 Biweekly 1,902.58 1,951.11 2,000.87 2,051.91 2,104.24 2,157.92 2,212.96 2,269.40 2,327.28 2,386.64 2,447.52 2,509.94 2,573.96 Annual 49,467.13 50,728.84 52,022.73 53,349.62 54,710.36 56,105.80 57,536.83 59,004.37 60,509.33 62,052.68 63,635.40 65,258.49 66,922.97 U54 Hourly 24.3769 24.9986 25.6362 26.2901 26.9607 27.6483 28.3535 29.0767 29.8183 30.5789 31.3588 32.1587 32.9789 Biweekly 1,950.15 1,999.89 2,050.90 2,103.21 2,156.85 2,211.87 2,268.28 2,326.14 2,385.47 2,446.31 2,508.71 2,572.69 2,638.31 Annual 50,703.86 51,997.11 53,323.35 54,683.41 56,078.17 57,508.50 58,975.31 60,479.53 62,022.13 63,604.06 65,226.35 66,890.01 68,596.11 U55 Hourly 24.9863 25.6236 26.2771 26.9473 27.6346 28.3395 29.0623 29.8036 30.5638 31.3433 32.1428 32.9626 33.8033 Biweekly 1,998.90 2,049.88 2,102.17 2,155.79 2,210.77 2,267.16 2,324.99 2,384.29 2,445.10 2,507.47 2,571.42 2,637.01 2,704.27 Annual 51,971.40 53,296.99 54,656.38 56,050.44 57,480.07 58,946.15 60,449.63 61,991.46 63,572.62 65,194.10 66,856.94 68,562.19 70,310.94 2 246
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
U56 Hourly 25.6106 26.2638 26.9337 27.6207 28.3252 29.0477 29.7886 30.5483 31.3275 32.1265 32.9460 33.7863 34.6480 Biweekly 2,048.85 2,101.11 2,154.70 2,209.66 2,266.02 2,323.81 2,383.08 2,443.87 2,506.20 2,570.12 2,635.68 2,702.90 2,771.84 Annual 53,270.10 54,628.81 56,022.17 57,451.07 58,916.42 60,419.14 61,960.19 63,540.55 65,161.21 66,823.21 68,527.61 70,275.47 72,067.92 U57 Hourly 26.2511 26.9207 27.6073 28.3115 29.0336 29.7741 30.5335 31.3123 32.1110 32.9300 33.7699 34.6312 35.5145 Biweekly 2,100.09 2,153.65 2,208.59 2,264.92 2,322.69 2,381.93 2,442.68 2,504.99 2,568.88 2,634.40 2,701.59 2,770.50 2,841.16 Annual 54,602.32 55,995.00 57,423.21 58,887.85 60,389.84 61,930.15 63,509.74 65,129.61 66,790.81 68,494.38 70,241.39 72,032.97 73,870.24 U58 Hourly 26.9071 27.5934 28.2972 29.0190 29.7591 30.5182 31.2966 32.0948 32.9134 33.7529 34.6138 35.4967 36.4020 Biweekly 2,152.57 2,207.47 2,263.78 2,321.52 2,380.73 2,441.45 2,503.72 2,567.58 2,633.07 2,700.23 2,769.10 2,839.73 2,912.16 Annual 55,966.82 57,394.31 58,858.20 60,359.44 61,898.97 63,477.77 65,096.83 66,757.19 68,459.90 70,206.04 71,996.71 73,833.06 75,716.24 U59 Hourly 27.5798 28.2833 29.0047 29.7445 30.5031 31.2812 32.0790 32.8972 33.7363 34.5968 35.4792 36.3841 37.3122 Biweekly 2,206.39 2,262.66 2,320.38 2,379.56 2,440.25 2,502.49 2,566.32 2,631.78 2,698.90 2,767.74 2,838.34 2,910.73 2,984.97 Annual 57,366.08 58,829.26 60,329.76 61,868.53 63,446.55 65,064.81 66,724.36 68,426.23 70,171.51 71,961.30 73,796.75 75,679.01 77,609.28 U60 Hourly 28.2693 28.9903 29.7297 30.4880 31.2657 32.0631 32.8809 33.7196 34.5796 35.4616 36.3661 37.2937 38.2449 Biweekly 2,261.54 2,319.23 2,378.38 2,439.04 2,501.25 2,565.05 2,630.47 2,697.57 2,766.37 2,836.93 2,909.29 2,983.49 3,059.59 Annual 58,800.11 60,299.86 61,837.87 63,415.11 65,032.57 66,691.29 68,392.32 70,136.74 71,925.64 73,760.18 75,641.51 77,570.82 79,549.34 U61 Hourly 28.9760 29.7151 30.4730 31.2502 32.0473 32.8647 33.7030 34.5626 35.4441 36.3482 37.2753 38.2260 39.2010 Biweekly 2,318.08 2,377.21 2,437.84 2,500.02 2,563.79 2,629.18 2,696.24 2,765.01 2,835.53 2,907.85 2,982.02 3,058.08 3,136.08 Annual 60,270.14 61,807.39 63,383.85 65,000.52 66,658.42 68,358.61 70,102.17 71,890.19 73,723.82 75,604.22 77,532.58 79,510.13 81,538.12 U62 Hourly 29.7007 30.4582 31.2351 32.0318 32.8488 33.6866 34.5458 35.4270 36.3306 37.2572 38.2075 39.1820 40.1814 Biweekly 2,376.05 2,436.66 2,498.81 2,562.54 2,627.90 2,694.93 2,763.67 2,834.16 2,906.44 2,980.58 3,056.60 3,134.56 3,214.51 Annual 61,777.42 63,353.12 64,969.00 66,626.10 68,325.47 70,068.18 71,855.33 73,688.08 75,567.56 77,494.99 79,471.58 81,498.58 83,577.28 U63 Hourly 30.4432 31.2197 32.0160 32.8326 33.6701 34.5288 35.4095 36.3127 37.2389 38.1887 39.1627 40.1616 41.1860 Biweekly 2,435.46 2,497.58 2,561.28 2,626.61 2,693.60 2,762.31 2,832.76 2,905.01 2,979.11 3,055.10 3,133.02 3,212.93 3,294.88 Annual 63,321.95 64,937.04 66,593.32 68,291.85 70,033.71 71,819.99 73,651.83 75,530.39 77,456.87 79,432.48 81,458.49 83,536.17 85,666.84 3 247
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
U64 Hourly 31.2043 32.0002 32.8164 33.6534 34.5118 35.3920 36.2948 37.2205 38.1698 39.1434 40.1418 41.1656 42.2156 Biweekly 2,496.34 2,560.02 2,625.31 2,692.27 2,760.94 2,831.36 2,903.58 2,977.64 3,053.59 3,131.47 3,211.34 3,293.25 3,377.25 Annual 64,904.97 66,560.43 68,258.13 69,999.12 71,784.51 73,615.45 75,493.09 77,418.61 79,393.25 81,418.26 83,494.91 85,624.53 87,808.47 U65 Hourly 31.9845 32.8003 33.6369 34.4948 35.3746 36.2769 37.2022 38.1511 39.1242 40.1221 41.1454 42.1949 43.2711 Biweekly 2,558.76 2,624.02 2,690.95 2,759.59 2,829.97 2,902.15 2,976.18 3,052.09 3,129.93 3,209.76 3,291.63 3,375.59 3,461.69 Annual 66,527.72 68,224.57 69,964.71 71,749.23 73,579.26 75,455.98 77,380.56 79,354.23 81,378.23 83,453.87 85,582.44 87,765.31 90,003.85 U66 Hourly 32.7837 33.6199 34.4774 35.3568 36.2586 37.1834 38.1318 39.1044 40.1018 41.1247 42.1736 43.2493 44.3524 Biweekly 2,622.70 2,689.59 2,758.20 2,828.55 2,900.69 2,974.68 3,050.55 3,128.35 3,208.15 3,289.97 3,373.89 3,459.94 3,548.19 Annual 68,190.20 69,929.46 71,713.08 73,542.19 75,417.96 77,341.57 79,314.24 81,337.23 83,411.82 85,539.32 87,721.09 89,958.50 92,252.98 U67 Hourly 33.6033 34.4604 35.3393 36.2407 37.1651 38.1130 39.0851 40.0820 41.1043 42.1528 43.2279 44.3305 45.4612 Biweekly 2,688.26 2,756.83 2,827.15 2,899.26 2,973.21 3,049.04 3,126.81 3,206.56 3,288.35 3,372.22 3,458.23 3,546.44 3,636.89 Annual 69,894.89 71,677.63 73,505.84 75,380.68 77,303.34 79,275.04 81,297.02 83,370.59 85,497.04 87,677.72 89,914.03 92,207.38 94,559.22 U68 Hourly 34.4432 35.3217 36.2226 37.1465 38.0939 39.0656 40.0620 41.0838 42.1317 43.2063 44.3083 45.4384 46.5974 Biweekly 2,755.45 2,825.73 2,897.81 2,971.72 3,047.52 3,125.25 3,204.96 3,286.70 3,370.53 3,456.50 3,544.66 3,635.07 3,727.79 Annual 71,641.80 73,469.09 75,342.99 77,264.69 79,235.41 81,256.38 83,328.91 85,454.30 87,633.89 89,869.08 92,161.28 94,511.95 96,922.57 U69 Hourly 35.3045 36.2050 37.1284 38.0754 39.0466 40.0425 41.0638 42.1112 43.1853 44.2868 45.4164 46.5748 47.7627 Biweekly 2,824.36 2,896.40 2,970.28 3,046.04 3,123.73 3,203.40 3,285.11 3,368.90 3,454.82 3,542.94 3,633.31 3,725.98 3,821.02 Annual 73,433.40 75,306.39 77,227.16 79,196.91 81,216.91 83,288.43 85,412.78 87,591.32 89,825.42 92,116.51 94,466.03 96,875.49 99,346.39 U70 Hourly 36.1874 37.1104 38.0569 39.0276 40.0230 41.0438 42.0907 43.1643 44.2652 45.3942 46.5521 47.7394 48.9571 Biweekly 2,894.99 2,968.83 3,044.55 3,122.21 3,201.84 3,283.51 3,367.26 3,453.14 3,541.22 3,631.54 3,724.16 3,819.15 3,916.56 Annual 75,269.70 77,189.53 79,158.32 81,177.34 83,247.85 85,371.17 87,548.64 89,781.66 92,071.63 94,420.01 96,828.28 99,297.99 101,830.68 U71 Hourly 37.0917 38.0377 39.0079 40.0029 41.0232 42.0695 43.1425 44.2429 45.3714 46.5286 47.7154 48.9324 50.1805 Biweekly 2,967.33 3,043.02 3,120.63 3,200.23 3,281.85 3,365.56 3,451.40 3,539.44 3,629.71 3,722.29 3,817.23 3,914.59 4,014.44 Annual 77,150.70 79,118.50 81,136.50 83,205.97 85,328.22 87,504.60 89,736.49 92,025.31 94,372.51 96,779.57 99,248.03 101,779.45 104,375.44 4 248
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
U72 Hourly 38.0193 38.9890 39.9835 41.0033 42.0491 43.1216 44.2215 45.3494 46.5061 47.6923 48.9087 50.1562 51.4354 Biweekly 3,041.54 3,119.12 3,198.68 3,280.26 3,363.93 3,449.73 3,537.72 3,627.95 3,720.49 3,815.38 3,912.70 4,012.49 4,114.83 Annual 79,080.12 81,097.13 83,165.60 85,286.82 87,462.14 89,692.95 91,980.66 94,326.72 96,732.62 99,199.88 101,730.07 104,324.80 106,985.71 U73 Hourly 38.9696 39.9635 40.9828 42.0282 43.1001 44.1994 45.3268 46.4829 47.6685 48.8843 50.1312 51.4098 52.7211 Biweekly 3,117.57 3,197.08 3,278.63 3,362.25 3,448.01 3,535.95 3,626.14 3,718.63 3,813.48 3,910.75 4,010.49 4,112.78 4,217.68 Annual 81,056.72 83,124.15 85,244.31 87,418.55 89,648.25 91,934.82 94,279.71 96,684.41 99,150.44 101,679.37 104,272.81 106,932.39 109,659.81 U74 Hourly 39.9437 40.9625 42.0073 43.0788 44.1775 45.3043 46.4599 47.6449 48.8601 50.1063 51.3843 52.6949 54.0390 Biweekly 3,195.50 3,277.00 3,360.59 3,446.30 3,534.20 3,624.35 3,716.79 3,811.59 3,908.81 4,008.51 4,110.75 4,215.60 4,323.12 Annual 83,082.98 85,202.09 87,375.26 89,603.85 91,889.29 94,233.01 96,636.52 99,101.33 101,629.01 104,221.16 106,879.43 109,605.49 112,401.09 U75 Hourly 40.9424 41.9867 43.0576 44.1558 45.2820 46.4370 47.6214 48.8360 50.0817 51.3590 52.6690 54.0124 55.3900 Biweekly 3,275.39 3,358.93 3,444.61 3,532.46 3,622.56 3,714.96 3,809.71 3,906.88 4,006.53 4,108.72 4,213.52 4,320.99 4,431.20 Annual 85,160.15 87,332.24 89,559.74 91,844.05 94,186.62 96,588.95 99,052.54 101,578.98 104,169.85 106,826.81 109,551.53 112,345.75 115,211.24 U76 Hourly 41.9661 43.0365 44.1342 45.2598 46.4142 47.5981 48.8121 50.0571 51.3339 52.6432 53.9859 55.3629 56.7750 Biweekly 3,357.29 3,442.92 3,530.73 3,620.79 3,713.14 3,807.85 3,904.97 4,004.57 4,106.71 4,211.46 4,318.87 4,429.03 4,542.00 Annual 87,289.46 89,515.86 91,799.06 94,140.48 96,541.63 99,004.02 101,529.22 104,118.82 106,774.48 109,497.87 112,290.72 115,154.81 118,091.94 U77 Hourly 43.0155 44.1126 45.2378 46.3916 47.5748 48.7883 50.0327 51.3088 52.6175 53.9596 55.3359 56.7473 58.1947 Biweekly 3,441.24 3,529.01 3,619.02 3,711.33 3,805.99 3,903.06 4,002.61 4,104.71 4,209.40 4,316.77 4,426.87 4,539.78 4,655.57 Annual 89,472.16 91,754.24 94,094.52 96,494.50 98,955.69 101,479.65 104,067.99 106,722.35 109,444.41 112,235.90 115,098.59 118,034.29 121,044.87 U78 Hourly 44.0905 45.2151 46.3683 47.5510 48.7638 50.0076 51.2831 52.5911 53.9325 55.3081 56.7188 58.1655 59.6491 Biweekly 3,527.24 3,617.21 3,709.47 3,804.08 3,901.11 4,000.61 4,102.65 4,207.29 4,314.60 4,424.65 4,537.51 4,653.24 4,771.92 Annual 91,708.25 94,047.36 96,446.13 98,906.09 101,428.79 104,015.83 106,668.86 109,389.56 112,179.65 115,040.90 117,975.13 120,984.21 124,070.03 U79 Hourly 45.1930 46.3457 47.5278 48.7400 49.9832 51.2581 52.5655 53.9062 55.2811 56.6911 58.1371 59.6199 61.1406 Biweekly 3,615.44 3,707.66 3,802.22 3,899.20 3,998.66 4,100.65 4,205.24 4,312.50 4,422.49 4,535.29 4,650.97 4,769.59 4,891.25 Annual 94,001.46 96,399.06 98,857.81 101,379.28 103,965.06 106,616.79 109,336.16 112,124.89 114,984.74 117,917.54 120,925.15 124,009.47 127,172.45 5 249
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
U80 Hourly 46.3224 47.5039 48.7155 49.9580 51.2323 52.5390 53.8791 55.2533 56.6626 58.1078 59.5899 61.1098 62.6685 Biweekly 3,705.79 3,800.31 3,897.24 3,996.64 4,098.58 4,203.12 4,310.32 4,420.26 4,533.01 4,648.63 4,767.19 4,888.79 5,013.48 Annual 96,350.53 98,808.05 101,328.24 103,912.72 106,563.12 109,281.12 112,068.44 114,926.86 117,858.19 120,864.28 123,947.04 127,108.43 130,350.46 U81 Hourly 47.4804 48.6915 49.9334 51.2070 52.5131 53.8525 55.2260 56.6346 58.0792 59.5605 61.0797 62.6376 64.2352 Biweekly 3,798.43 3,895.32 3,994.67 4,096.56 4,201.05 4,308.20 4,418.08 4,530.77 4,646.33 4,764.84 4,886.37 5,011.01 5,138.82 Annual 98,759.29 101,278.25 103,861.45 106,510.54 109,227.20 112,013.15 114,870.15 117,800.03 120,804.64 123,885.88 127,045.72 130,286.14 133,609.22 U82 Hourly 48.6674 49.9088 51.1817 52.4872 53.8259 55.1988 56.6067 58.0505 59.5311 61.0495 62.6067 64.2035 65.8411 Biweekly 3,893.40 3,992.70 4,094.54 4,198.97 4,306.07 4,415.90 4,528.53 4,644.04 4,762.49 4,883.96 5,008.53 5,136.28 5,267.29 Annual 101,228.27 103,810.20 106,457.99 109,173.30 111,957.88 114,813.48 117,741.91 120,745.03 123,824.76 126,983.03 130,221.86 133,543.30 136,949.45 U83 Hourly 49.8841 51.1565 52.4613 53.7993 55.1716 56.5788 58.0219 59.5018 61.0194 62.5758 64.1718 65.8086 67.4871 Biweekly 3,990.73 4,092.52 4,196.90 4,303.95 4,413.72 4,526.30 4,641.75 4,760.14 4,881.55 5,006.06 5,133.75 5,264.69 5,398.97 Annual 103,758.98 106,405.46 109,119.44 111,902.64 114,756.82 117,683.81 120,685.46 123,763.66 126,920.37 130,157.61 133,477.41 136,881.88 140,373.19 U84 Hourly 51.1312 52.4354 53.7728 55.1443 56.5508 57.9932 59.4724 60.9893 62.5449 64.1402 65.7761 67.4538 69.1743 Biweekly 4,090.50 4,194.83 4,301.82 4,411.55 4,524.07 4,639.46 4,757.79 4,879.14 5,003.59 5,131.21 5,262.09 5,396.30 5,533.94 Annual 106,352.96 109,065.59 111,847.42 114,700.20 117,625.75 120,625.91 123,702.59 126,857.75 130,093.38 133,411.55 136,814.34 140,303.93 143,882.52 U85 Hourly 52.4095 53.7463 55.1171 56.5229 57.9646 59.4431 60.9592 62.5140 64.1085 65.7437 67.4205 69.1402 70.9036 Biweekly 4,192.76 4,299.70 4,409.37 4,521.83 4,637.17 4,755.44 4,876.74 5,001.12 5,128.68 5,259.49 5,393.64 5,531.21 5,672.29 Annual 109,011.78 111,792.23 114,643.61 117,567.71 120,566.39 123,641.56 126,795.16 130,029.19 133,345.72 136,746.83 140,234.70 143,811.53 147,479.58 U86 Hourly 53.7197 55.0899 56.4950 57.9360 59.4137 60.9291 62.4832 64.0769 65.7112 67.3873 69.1060 70.8687 72.6762 Biweekly 4,297.58 4,407.19 4,519.60 4,634.88 4,753.10 4,874.33 4,998.66 5,126.15 5,256.90 5,390.98 5,528.48 5,669.49 5,814.10 Annual 111,737.07 114,587.04 117,509.70 120,506.90 123,580.55 126,732.59 129,965.04 133,279.92 136,679.36 140,165.51 143,740.57 147,406.81 151,166.57 U87 Hourly 55.0627 56.4672 57.9074 59.3844 60.8991 62.4524 64.0453 65.6788 67.3540 69.0719 70.8337 72.6404 74.4931 Biweekly 4,405.02 4,517.37 4,632.59 4,750.75 4,871.93 4,996.19 5,123.62 5,254.30 5,388.32 5,525.76 5,666.70 5,811.23 5,959.45 Annual 114,530.50 117,451.72 120,447.44 123,519.57 126,670.06 129,900.91 133,214.16 136,611.92 140,096.35 143,669.64 147,334.08 151,091.98 154,945.74 6 250
Schedule "A"
MOU: The International Brotherhood of Electric Workers - Local 47 (Utility Unit) Effective: 7/1/2023
2.5506% Between Steps Base Wage Increase (BWI) 3%
Grade Pay
Frequency
Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 Step 13
CITY OF BANNING
Grade Step Table - IBEWU
UTILITY EMPLOYEES UNIT
U88 Hourly 56.4393 57.8789 59.3551 60.8690 62.4215 64.0137 65.6464 67.3208 69.0379 70.7987 72.6045 74.4564 76.3555 Biweekly 4,515.14 4,630.31 4,748.41 4,869.52 4,993.72 5,121.09 5,251.71 5,385.66 5,523.03 5,663.90 5,808.36 5,956.51 6,108.44 Annual 117,393.76 120,388.01 123,458.63 126,607.56 129,836.81 133,148.43 136,544.52 140,027.22 143,598.75 147,261.38 151,017.43 154,869.28 158,819.38 U89 Hourly 57.8503 59.3258 60.8390 62.3907 63.9821 65.6140 67.2876 69.0038 70.7638 72.5687 74.4196 76.3178 78.2644 Biweekly 4,628.02 4,746.07 4,867.12 4,991.26 5,118.57 5,249.12 5,383.00 5,520.30 5,661.10 5,805.50 5,953.57 6,105.42 6,261.15 Annual 120,328.61 123,397.71 126,545.09 129,772.75 133,082.73 136,477.14 139,958.13 143,527.90 147,188.72 150,942.92 154,792.87 158,741.02 162,789.86 U90 Hourly 59.2965 60.8090 62.3600 63.9505 65.5816 67.2544 68.9698 70.7289 72.5329 74.3829 76.2801 78.2257 80.2210 Biweekly 4,743.72 4,864.72 4,988.80 5,116.04 5,246.53 5,380.35 5,517.58 5,658.31 5,802.63 5,950.63 6,102.41 6,258.06 6,417.68 Annual 123,336.82 126,482.65 129,708.72 133,017.07 136,409.80 139,889.07 143,457.08 147,116.10 150,868.44 154,716.49 158,662.69 162,709.54 166,859.61 U91 Hourly 60.7790 62.3292 63.9190 65.5493 67.2212 68.9357 70.6940 72.4971 74.3462 76.2425 78.1871 80.1814 82.2265 Biweekly 4,862.32 4,986.34 5,113.52 5,243.94 5,377.69 5,514.86 5,655.52 5,799.77 5,947.70 6,099.40 6,254.97 6,414.51 6,578.12 Annual 126,420.24 129,644.72 132,951.44 136,342.50 139,820.05 143,386.30 147,043.51 150,794.00 154,640.15 158,584.40 162,629.26 166,777.28 171,031.10 U92 Hourly 62.2984 63.8874 65.5169 67.1880 68.9017 70.6591 72.4613 74.3095 76.2049 78.1486 80.1418 82.1859 84.2822 Biweekly 4,983.88 5,110.99 5,241.35 5,375.04 5,512.14 5,652.73 5,796.91 5,944.76 6,096.39 6,251.89 6,411.35 6,574.87 6,742.57 Annual 129,580.75 132,885.84 136,275.22 139,751.06 143,315.55 146,970.96 150,719.60 154,563.85 158,506.16 162,549.01 166,694.99 170,946.71 175,306.88 POWERLINE/METER APPRENTICE PHASE 1 PHASE 2 PHASE 3 PHASE 4 PHASE 5 PHASE 6 PHASE 7 - PROBATIONARY POWERLINE/METER TEST TECH APPRENTICE U82 65% U82 13 70% U82 13 75% U82 13 80% U82 13 85% U82 13 90% U82 13 95% U82 13 Hourly 42.7967 46.0888 49.3808 52.6729 55.9649 59.2570 62.5490 Biweekly 3,423.74 3,687.10 3,950.47 4,213.83 4,477.19 4,740.56 5,003.92 Annual 89,017.14 95,864.62 102,712.09 109,559.56 116,407.04 123,254.51 130,101.98 POWERLINE APPRENT (RG CERT) PHASE 1 PHASE 2 PHASE 3 PHASE 4 PHASE 5 PHASE 6 PHASE 7 - PROBATIONARY POWERLINE APPRENTICE (RUBBER GLOVE CERTIFIED) U84 65% U84 13 70% U84 13 75% U84 13 80% U84 13 85% U84 13 90% U84 13 95% U84 13 Hourly 44.9633 48.4220 51.8807 55.3394 58.7981 62.2569 65.7156 Biweekly 3,597.06 3,873.76 4,150.46 4,427.15 4,703.85 4,980.55 5,257.25 Annual 93,523.64 100,717.76 107,911.89 115,106.02 122,300.14 129,494.27 136,688.39 7 251
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Douglas Schulze, City Manager
PREPARED BY: Laurie Sampson, Assistant City Manager
Doug Schulze, City Manager
MEETING DATE: October 8, 2024
SUBJECT: Consideration of Resolution 2024-159, Accepting Community Development Block Grant (CDBG) Funds for Fiscal Year 2024/2025 in the Amount of $159,408 for the Banning Senior Center (5.BN.61-24) in the Amount of $43,144; Dysart Park Improvement Project (5.BN.62-24) in the Amount of $105,000; and Banning Peace Center Food Program (5.BN.63- 24) in the amount of $11,264
RECOMMENDATION:
Adopt Resolution 2024-159.
BACKGROUND:
The submittal of the project applications for CDBG program funding was approved by City Council on October 24, 2023, under Resolution 2023-172. The execution of the 2024/2025 CDBG Supplemental Agreement is required for the City to obtain and utilize the CDBG funds.
JUSTIFICATION:
To utilize Fiscal Year 2024/2025 CDBG program funds, the City is required to execute a Supplemental Agreement attached hereto by reference. The CDBG FY2024/2025 funding will be allocated to the Banning Senior Center (5.BN.61-24) in the amount of $43,144; Dysart Park Improvement Project (5.BN.62-24) in the amount of $105,000; and the Banning Peace Center Food Program (5.BN.63-24) in the amount of $11,264.
FISCAL IMPACT:
By approving the CDBG Supplemental Agreement, Fiscal Year 2024/2025, the City anticipates receiving $43,144 for the Banning Senior Center; $105,000 for Dysart Park Improvement Project; and $11,264 for the Banning Peace Center Food Program. Acceptance of these funds are restricted exclusively for these projects.
ALTERNATIVES:
The City Council can choose not to execute the Supplemental Agreement and forfeit receiving $159,408 in CDBG funds. This can also jeopardize future CDBG grant funds being awarded to the City of Banning.
BUDGETED?:
Yes
CONTRACT/AGREEMENT:
Yes
252
ATTACHMENTS:
1. Resolution 2024-159, CDBG Acceptance.docx
2. Exhibit A - CDBG Supplemental Agreement 2024-2025.pdf
3. CDBG 2024-2025 Supplemental Agreement Cover Letter.pdf
4. CC Resolution No. 2023-171.pdf
253
Resolution 2024-159
RESOLUTION 2024-159
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA
ACCEPTING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS FOR FISCAL YEAR 2024/2025 IN THE AMOUNT OF $159,408 FOR THE BANNING SENIOR CENTER (5.BN.61-24) IN THE AMOUNT OF $43,144; DYSART PARK IMPROVEMENT PROJECT (5.BN.62-24) IN THE AMOUNT OF $105,000; AND THE BANNING PEACE CENTER FOOD PROGRAM IN THE AMOUNT OF $11,264
WHEREAS, the City of Banning has been submitting applications for projects/activities under the Community Development Block Grant (CDBG) program to the Riverside County Housing and Workforce Solutions (HWS) annually; and
WHEREAS, the submittal of the approved project applications for CDBG 2024/2025 program funding was approved by the City Council on October 24, 2023 under Resolution 2023- 171; and
WHEREAS, the projects submitted herein meets the CDBG program guidelines and/or requirements; and
WHEREAS, it is necessary that the supplemental agreement be approved by the City Council through resolution in order for the City and its residents to obtain and utilize the federally funded CDBG grant funds.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council approves the Supplemental Agreement with Riverside County Housing and Workforce Solutions for the Community Development Block Grant FY 2024/2025 for a one-year term in an amount of $159,408, attached hereto as Exhibit A.
SECTION 2. The City Council authorizes the City Manager to make non-substantive changes to the Community Development Block Grant FY 2024/2025 and to execute the Supplemental Agreement with Riverside County Housing and Workforce Solutiuons on behalf of the City Council.
SECTION 3. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 8th day of October 2024.
Alberto Sanchez, Mayor
City of Banning
254
Resolution 2024-159
ATTEST:
Caroline Patton, Administrative City Clerk
City of Banning
APPROVED AS TO FORM:
Serita R. Young, City Attorney
Richards, Watson & Gershon
255
Resolution 2024-159
CERTIFICATION:
I, Caroline Patton, Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2024-159, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 8th day of October 2024 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Caroline Patton, Administrative City Clerk
City of Banning, California
256
Resolution 2024-159
Exhibit A
Supplemental Agreement for the Use of 2024-2025
Community Development Block Grant Funds
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RESOLUTION 2023-171
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA,
APPROVING THE COMMUNITY DEVELOPMENT BLOCK GRANT ( CDBG) PROGRAM PROJECTS FOR FISCAL YEAR 2024/2025
WHEREAS, the City of Banning has submitted applications for projects/activities under the Community Development Block Grant (" CDBG") program to the County of Riverside Department of Housing, Homelessness Prevention and Workforce Solutions annually; and
WHEREAS, during the month of September, notifications of application availability were provided to non-profit organizations, City Departments, and the general public through various media, including legal notice, City website, and the City's Social Media outlets; and
WHEREAS, on September 26, 2023, at its regular meeting, the City Council appointed an Ad-hoc Committee to review applications received. The applications were provided to the committee for review on October 11, 2023, and recommendation as shown as Exhibit "A"; and
WHEREAS, the CDBG Ad-hoc Committee reviewed applications and recommended the following projects be funded; City of Banning Senior Center ADA Improvements $ 75,000, City of Banning Dysart Park Bleachers $ 75,000, City of Banning Fire Station #89 Plymovent Exhaust System $30,000 and Sunrise Church Banning Peace Center Food Distribution Center $11,264; and
WHEREAS, the projects submitted herein meets the CDBG program guidelines and/or requirements; and
WHEREAS, it is necessary that the project be approved by the City Council through resolution in order for the City and its residents to obtain and utilize the federally funded CDBG grant funds.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The Banning City Council adopts Resolution 2023-171, approving the projects submitted for funding under the Community Development Block Grant programs for Fiscal Year 2024/2025; and
SECTION 2. The Administrative Services Director or his designee is authorized to make necessary budget adjustments, appropriations and transfers related to this resolution; and Resolution 2023-171
318
SECTION 3. The City Manager is authorized to submit four projects for Fiscal Year 2023/ 2024 Community Development Block Grant program to County of Riverside Housing and Workforce Solutions for approval by their Board.
SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 24th day of October 2023.
ATTEST:
Caroline Patton, De
City of Banning
APPROVED AS TO FORM AND
LEGAL CONTENT:
Serita R. Young, City Attorney
Richards, Watson & Gershon
Resolution 2023- 171
Alberto
City of
319
CERTIFICATION:
I, Caroline Patton, Deputy City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2023-171, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 24th day of October 2023 by the following vote, to wit:
AYES: Flynn, Gonzales, Minjares, Sanchez, and Wallace .
NOES:
ABSENT:
ABSTAIN:
Resolution 2023-171
Caroline Patton , Dep City Clerk
City of Banning, Californ ia
320
EXHIBIT A
Summary of Applications and Funding for
Community Development Block Grant (CDBG) Program
Funding Cycle FY 2024-2025
Applications Received
Community Projects
Faith in Action
Requested
Funding
Ad-Hoc
Recommended
Voices for Children
Boys & Girls Club
Sunrise Church Food Pantry
City of Banning Projects
C>yvlncorne Program .Assistance.
S,~riior Qe,nterACJA Improvements
Dysart Park Bleachers
S,tation # 89Plymovent System .
Total'
Resolution 2023- 171
39,500
12, 000.
30,000
20,000
12,SOQ.
J02,590
75,000
75,000
366, 500
0.00 0.09.
0.00 11,264
0.00 75,0.QQ
75,000
000 .
191,264
321
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Douglas Schulze, City Manager
PREPARED BY: Stephanie Sirls, Transit Manager
Art Vela, Director of Public Works
MEETING DATE: October 8, 2024
SUBJECT: Consideration of Resolution 2024-160, Authorizing the City Manager, or Designee, to Execute Agreements with the California Department of Transportation for the City of Banning
RECOMMENDATION:
Adopt Resolution 2024-160.
BACKGROUND:
The City of Banning submitted a competitive Sustainable Transportation Planning Grant application through Caltrans to fund the creation of a Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan that would create a framework to address electrification of the City’s municipal fleet and transit system.
The City proposes to develop a plan assessing both fleet electrification and zero-emission vehicle (ZEV) charging infrastructure to identify needed projects such as constructing ZEV charging locations, choosing vehicles to be transitioned, purchasing appropriate, cost-effective ZEVs, and creating a comprehensive strategy for action. The City’s study will serve as a guide for implementing changes in support of California’s goal of achieving 100% zero-emission medium and heavy-duty vehicles by 2045, which will reduce greenhouse gases (GHG) created by the City fleet, thereby improving air quality, providing greater transport equity for residents, and ensuring that the City’s services can continue to serve the community with efficiency and integrity.
The City received a conditional notice of award July 9, 2024. A condition that needs to be met prior to the issuance and acceptance of award is a Resolution, signed by a governing board that includes the grant project title and a job title of the person authorized to enter into a contract with Caltrans.
JUSTIFICATION:
Caltrans requires a signed Resolution to be submitted before awarded funds can be claimed through the Sustainable Transportation Planning Grant Program. As such, the City of Banning City Council wishes to delegate authorization to execute these agreements, and any amendments, thereto to the City Manager or his designee.
FISCAL IMPACT:
The City’s receipt of grant funding, through the Sustainable Transportation Planning Grant, will provide $309,850 in grant funds. The City's estimated local in-kind match is $40,150, which provides for a total project budget of $350,000. The City match commitment will be achieved utilizing staff time charged to the project and local transportation funds.
322
ALTERNATIVES:
Do not adopt and provide alternative direction to staff.
BUDGETED?:
Yes
CONTRACT/AGREEMENT:
Yes
ATTACHMENTS:
1. Resolution_2024-160__Sustainable_Communities_Grant.docx
2. Exhibit A - COB Sustainable Transportation Planning Grant Application.pdf 323
Resolution 2024-160
RESOLUTION 2024-160
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA,
AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE PLANNING GRANT
AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE
CITY OF BANNING ZERO-EMISSION VEHICLE FLEET AND INFRASTRUCTURE
TRANSITION ACTION PLAN
WHEREAS, the City of Banning is eligible to receive Federal and/or State funding for certain transportation planning related plans, through the California Department of Transportation; WHEREAS, a Restricted Grant Agreement is needed to be executed with the California Department of Transportation before such funds can be reimbursed through the Transportation Planning Grant Program;
WHEREAS, the City of Banning City Council wishes to delegate authorization to execute these forms, agreements and any amendments thereto to the City Manager or his designee.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council hereby authorizes the City Manager, or designee, to make necessary non-substantive changes, and to execute all Restricted Grant Agreements and any amendments thereto with the California Department of Transportation.
SECTION 2. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 8th day of October 2024.
Alberto Sanchez, Mayor
City of Banning
ATTEST:
Caroline Patton, Administrative City Clerk
City of Banning
324
Resolution 2024-160
APPROVED AS TO FORM:
Serita R. Young, City Attorney
Richards, Watson & Gershon
325
Resolution 2024-160
CERTIFICATION:
I, Caroline Patton, Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2024-160, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 8th day of October 2024 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Caroline Patton, Administrative City Clerk
City of Banning, California
326
Resolution 2024-160
EXHIBIT A
2024-25 Sustainable Transportation Planning Grant Application 327
CITY OF BANNING
ZERO-EMISSION VEHICLE
FLEET AND INFRASTRUCTURE
TRANSITION ACTION PLAN
Proposal Submitted January 17, 2024
California Department of Transportation
Division of Transportation Planning
SUSTAINABLE TRANSPORTATION
PLANNING GRANT PROGRAM
Fiscal Year 2024-25
Sustainable Communities
Competitive Technical Category
Contact: Art Vela P.E.
Director of Public Works / City Engineer
(951) 922-3134
[email protected]
FINAL Page 1
328
CITY OF BANNING
Zero-Emission Vehicle Fleet and
Infrastructure Transition
Action Plan
TABLE OF CONTENTS
Application Checklist………………………………………………………………….Attachment A Application Cover Sheet…………………………………..…………………………Attachment B Signature Page……………………….……………………….………………………..Attachment C Application Narrative……………………………………….………………………...Attachment D Scope of Work……………………………………………….…………………………Attachment E
Cost and Schedule……………………………………………………………………Attachment F Third-Party In-Kind Valuation Plan…………………………………………………Not Applicable Maps and Photos of Assessment Area..…………………………………………..Attachment G Letters of Support ……………………………………..………………………………Attachment H FINAL Page 2
329
Attachment A
CALTRANS SUSTAINABLE
TRANSPORTATION
PLANNING GRANT
APPLICATION CHECKLIST
FINAL Page 3
330
Application Checklist
The following documents are required and must be submitted via Smartsheet in one single PDF document, not to exceed 25 MB. The Signature Page may be submitted separately if there are issues combining with the single PDF document. Keep the file name brief, as files are corrupted when file names are too long. Refer to the Grant Application Guide for additional information and/or samples. Failure to include any of the required documents will result in a reduced application score.
PDF documents should be submitted in their fillable PDF formats. The original file formats will be required upon grant award.
Required Application Documents
() Ensure these items are completed prior to submitting to Caltrans via Smartsheet Application Cover Sheet (complete in Smartsheet and submit with single PDF document)
Signature Page (Electronic signatures accepted; may submit as a separate file if there are issues with combining with single PDF document) Application Narrative
Scope of Work
Cost and Schedule
Third Party In-Kind Valuation Plan (if applicable, required upon award) Map of Project Area
Supplemental Documentation (not required)
Graphics of Project Area (when applicable)
Letter(s) of support
Data
NA
FINAL Page 4
331
Attachment B
CALTRANS SUSTAINABLE
TRANSPORTATION
PLANNING GRANT
APPLICATION COVER SHEET
FINAL Page 5
332
Sustainable Transportation Planning Grant Program
GRANT APPLICATION COVER SHEET
1 Project Title and Location
Project Title Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan Project Location
(City) Banning Project Location(County) Riverside County Funding Information
1. Is the applicant proposing to meet the minimum local match requirement or an over-match? Use the Match Calculator to determine the appropriate match. Match Calculator (posted online) ☒ Minimum Local Match ☐ Over-Match
2. What is the source of Local Match funds being used?
(MPOs – Federal Toll Credits, PL, and FTA 5303 cannot be used to match Sustainable Communities Competitive or Adaptation Planning grants)
☒ Local Transportation Funds ☐ Local Sales Tax ☐ Special Bond Measures ☒ Other, specify: Staff time
Grant Funds
Requested
Local Match
(Cash)
Local Match
(In-Kind)
Total
Local Match
%
Local Match
Total
Project Cost
$309,850.00 $ 40,150.00 $0.00 $ 40,150.00 11.47% $ 350,000.00 Grant Category (select only one)
Climate Adaptation (MPOs, RTPAs, Transit Agencies, Cities, Counties, Tribes, other Public Transportation Planning Entities) 11.47% Local Match requirement (Not Applicable to Native American Tribal Governments) Sustainable Communities (MPOs with sub-applicant, RTPAs, Transit Agencies, Cities, Counties, Tribes, other Public Transportation Planning Entities)
Strategic Partnerships (MPOs and RTPAs only)
Sustainable Communities Competitive
(11.47% Local Match requirement)
Strategic Partnerships (FHWA SPR Part I)
(20% Local Match requirement)
Sustainable Communities Competitive Technical
(11.47% Local Match requirement)
Strategic Partnerships Transit (FTA 5304)
(11.47% Local Match requirement)
Application Submittal Type (more than one may be selected) New Prior Phases Re-Submittal
New
Application
Continuation of a prior project.
If so, list the Grant FY and project
title below.
Re-submittal from a prior grant cycle.
How many times has an application been
submitted for this project, including this one?
PART A. APPLICATION INFORMATION
PART B. PROJECT INFORMATION
FY 2024-25
FINAL Page 6
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Sustainable Transportation Planning Grant Program
GRANT APPLICATION COVER SHEET
2 Project Description (3-5 Sentences Max.)
Insert Application
Narrative:
1. Project Description
The City of Banning requests $309,850.00 to develop a Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan to address electrification of its municipal fleet and Banning Connect, the city-run transit bus system. Banning (population 30,683) is located in Riverside County, approximately 84 miles east of Los Angeles, and spans
23.2 square miles, with 9,950 residents living in disadvantaged census tracts. The City proposes to develop a plan assessing both fleet electrification and zero-emission vehicle (ZEV) charging infrastructure to identify needed projects such as constructing ZEV charging locations, choosing vehicles to be transitioned, purchasing appropriate, cost-effective ZEVs, and creating a comprehensive strategy for action. The City’s study will serve as a guide for implementing changes in support of California’s goal of achieving 100% zero-emission medium and heavy-duty vehicles by 2045.
Project Type
Choose the Project Type that best represents the focus of the proposed project. See Grant Application Guide for examples. Two max. may be selected.
☐ Active Transportation (Bicycle and Pedestrian)
☐ Climate Change (Infrastructure Adaptation, Vulnerability and Resiliency) ☐ Complete Streets (Multimodal specific type)
☐ Corridor (Local Streets or Highways)
☐ Freight/Goods Movement
☐ General Plan-Related (Circulation Element, Land Use Element, Specific Plan) ☐ Multimodal (Motorized and Active Transportation)
☐ Safety (Vision Zero, Safe Routes to Schools)
☒ Technical (Modeling, VMT Mitigation, ZEV Infrastructure, ZEB Transition, etc.) ☐ Transit (Bus, Light Rail, and Commuter Rail Service)
☐ Other, specify:
Underserved Community Definitions
If applicable to the project, what tools were used to identify the underserved communities in the project area? Choose all that apply.
☐ Rural Communities of 50,000 or less and outside of urbanized areas ☐ Native American Tribal Governments
☒ Regionally/Locally Defined Underserved Communities
☒ At/Below 80% Assembly Bill 1550 (Gomez, Statutes of 2016) ☒ At/Above 75% California Department of Education, Free or Reduced Priced Meals Data ☒ At/Above 75% CalEnviroScreen Version 4.0
☒ At/Below 25% California Healthy Places Index
PART B. PROJECT INFORMATION (CONTINUED)
FINAL Page 7
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Sustainable Transportation Planning Grant Program
GRANT APPLICATION COVER SHEET
3 Primary Applicant Sub-Applicant Sub-Applicant
Organization
(Legal name) City of Banning
Dept./Division Public Works
Street Address 99 E. Ramsey St.
City Banning
Zip Code 92220
Phone Number (951) 922-3130
Executive
Director Name Arturo Vela
Title Director of Public Works/
City Engineer
Executive
Director E-mail [email protected]
Financial
Manager Name Lincoln Bogard
Title Finance Director
Financial
Manager
E-mail
[email protected]
Contact Person
Name Arturo Vela
Title Director of Public Works/
City Engineer
Contact Phone
Number (951) 922-3134
Contact E-mail [email protected]
*Use additional pages if necessary.
PART C. CONTACT INFORMATON*
FINAL Page 8
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Sustainable Transportation Planning Grant Program
GRANT APPLICATION COVER SHEET
4 City/County Primary/Sub-Applicants for Sustainable Communities Grants Yes No Does the City/County have a compliant Housing Element? If No, explain the current status:
Banning City Council approved the Housing Element on 1/9/2024. The City will work with HCD in the coming months for a Finding of Compliance prior to grant award. All required progress reports will be submitted to HCD prior to grant award.
Has the City/County submitted Annual Progress Report to the California Department of Housing and Community Development for calendar years 2021 and 2022? Applicants may leverage other program funds for this planning grant, as long as the activities are eligible.
Yes No N/A
Is the applicant applying for the Governor’s Office of Planning and Research (OPR) Climate Adaptation Planning Grant Program? Applicants should not submit the same project application to both funding programs. However, applicants may propose to leverage funds from one funding program to another. For instance, an applicant with a large project may propose to fund one component with Caltrans funds, and another with OPR funds. Applicants may also propose two entirely different projects to each funding program.
If yes, identify the differences between each proposal, and briefly summarize the leverage opportunity if awarded both Caltrans and OPR funding: Is the applicant applying for any other funding programs to complete this project? If yes, list them here:
PART D. COMPLIANT HOUSING ELEMENT
PART E. OTHER FUNDING PROGRAMS
FINAL Page 9
x
x
336
Sustainable Transportation Planning Grant Program
GRANT APPLICATION COVER SHEET
5 Use the following link to determine the appropriate legislative members in the Project area.
Search by address: http://findyourrep.legislature.ca.gov/ State Senator(s) Assembly Member(s)
District Name District Name
23 Rosilicie Ochoa Bogh 47 Greg Wallis
List all letters of support received for the proposed project. Letters should be addressed to the applicant.
Name/Agency Name/Agency
Western Riverside Council of Governments
Southern California Public Power Authority
Southern California Association of Governments
Supervisor Yxstian Gutierrez
Senator Rosilicie Ochoa Bogh
PART F. LEGISLATIVE INFORMATION
PART G. LETTERS OF SUPPORT
FINAL Page 10
337
Attachment C
CALTRANS SUSTAINABLE
TRANSPORTATION
PLANNING GRANT
SIGNATURE PAGE
FINAL Page 11
338
FINAL Page 12
339
Attachment D
CALTRANS SUSTAINABLE
TRANSPORTATION
PLANNING GRANT
NARRATIVE
FINAL Page 13
340
Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
Project Information
Organization
(Legal name)
Project Title
Project Area
Boundaries
Project Timeframe
(Start and End
Dates)
Do not alter application format and font size 10
Application Narrative
1. Project Description (10 points) - 3-5 sentences maximum; Do not exceed the space provided.
Briefly summarize project in a clear and concise manner, including why the project is necessary, major deliverables, parties involved, and any connections to relevant local, regional, and/or State planning efforts.
PART H. APPLICATION NARRATIVE FY 2024-25
FINAL Page 14
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
2A. Project Justification (15 points) - Do not exceed the space provided • Describe the problems or deficiencies the project is attempting to address, as well as how the project will address the identified problems or deficiencies • Describe the ramifications and impact of not funding this project • Clearly define the existing issues surrounding the project (e.g., transportation issues, inadequate transit services, impacts of heavy trucking on local streets, air pollution, etc.) • Competitive applications support the need for the project with empirical data • Describe how this project addresses issues raised
• Define the public benefit
• Explain how the public was involved with identifying issues FINAL Page 15
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
2A. Project Justification (continued)
FINAL Page 16
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
2B. Underserved Communities Justification (5 points) - Do not exceed the space provided • Explain how the project area or portions of the project area are defined as an underserved community, including Native American Tribal Governments and rural communities • Explain how the proposed project addresses the needs of the underserved community • Describe how underserved communities will benefit from the proposed planningproject • Cite data sources, the Grant Application Guide Appendix A tools used to define underserved communities, and include a comparison to the statewide thresholds that are established in each tool
2C. Underserved Communities Engagement (5 points) - Do not exceed the space provided • See Grant Application Guide, Appendix A, for community engagement best practices • Describe how the proposed effort would engage underserved communities, including Native American Tribal Governments and rural communities. Include specific outreach methods for involving underserved communities
• Describe how underserved communities will continue to be engaged during the next phases after the proposed planning project is complete, including project implementation.
FINAL Page 17
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
3. Grant Specific Objectives (Total 35 points)
Integrate the following Grant Program Considerations (Grant Application Guide, Chapter 1.2) in the responses for 3A-G below, as applicable:
• Caltrans Strategic Plan
• California Transportation Plan (CTP)
• Modal Plans that Support the CTP
• Title VI and Environmental Justice
• Climate Action Plan for Transportation Infrastructure • California Adaptation Strategy
• Master Plan for Aging
3A. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal encourages local and regional multimodal transportation, housing and land use planning that furthers the region’s RTP SCS (where applicable) • Demonstrate how the proposed effort would coordinate transportation, housing, and land use planning components of the project to inform one another (i.e., regular coordination meetings between responsible entities, joint community meetings, letters of commitment from all relevant implementing agencies, etc. • Explain how the proposed effort would contribute to shifts in land use towards more sustainable and equitable communities, such as more affordable housing near transit or more compact regional development patterns (Reference Grant Application Guide, Chapter 2.2, for example project types)
FINAL Page 18
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
3B. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal contributes to the State’s GHG reduction targets and advances transportation related GHG emission reduction project types/strategies (i.e., mode shift, demand management, travel cost, operational efficiency, accessibility, and coordinationwith future employment and residential land use, etc.)
3C. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal supports other State goals, including but not limited to:
o State Planning Priorities (Government Code Section 65041.1) o Climate Adaptation Goals (State Adaptation Strategy)
o Goals and Best Practices cited in the 2017 RTP Guidelines, Appendices K and L FINAL Page 19
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
3D. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal encourages stakeholder involvement • List the stakeholders involved in the planning effort (e.g., first responders, communitybased organizations, local housing and public health departments, transit agencies, and partners including State, federal, local agencies)
• Explain how stakeholders will be involved throughout the project 3E. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal involves active community engagement • Describe the specific public outreach methods/events that will be employed throughout the project
• Explain how public input will inform the project
• Describe how the effort will survey the public at the end of each outreach event to gauge effectiveness of these activities for the planning effort FINAL Page 20
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
3F. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal assists in achieving the Caltrans Mission and Grant Program Objectives (Grant Application Guide, Chapter 1.2): Sustainability, Preservation, Accessibility, Safety, Innovation, Economy, Health, and Social Equity, as applicable 3G. Grant Specific Objectives (5 points) - Do not exceed the space provided • Explain how the proposal ultimately results in funded and programmed multimodal transportation system improvements
• Discuss next steps for project implementation, including timing for programming improvements that would result from the planning effort FINAL Page 21
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Sustainable Transportation Planning Grant Program
SUSTAINABLE COMMUNITIES - GRANT APPLICATION
NARRATIVE
4. Project Management (Total 30 points)
See Scope of Work and Cost and Schedule samples and checklists for requirements (Grant Application Guide, Appendix B), also available on the Caltrans grants website:
https://dot.ca.gov/programs/transportation-planning/division-of-transportation-planning/ regional-and-community-planning/sustainable-transportation-planning-grants 4A. Scope of Work (15 points)
4B. Cost and Schedule (15 points)
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Attachment E
CALTRANS SUSTAINABLE
TRANSPORTATION
PLANNING GRANT
SCOPE OF WORK
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Scope of Work Checklist
The Scope of Work (SOW) is the official description of the work that is to be completed during the contract. Tasks 1-6 outlined in the SOW are for illustrative purposes only.
Applications with missing components will be at a competitive disadvantage. Please use this checklist to make sure your Scope of Work is complete.
Scope of Work Checklist
() Ensure these items are completed prior to submitting to Caltrans Use the Fiscal Year 2024-25 template provided
Include the activities discussed in the grant application List all tasks using the same title as stated in the Project Cost and Schedule Include task numbers in accurate and proper sequencing, consistent with the Cost and Schedule
Exclude sub-task numbers; only include sub-headings
Exclude tasks for project management and/or staff/consultant coordination; these activities should be spread among relevant tasks
Include a thorough Introduction to describe relevant background, related planning efforts, the project and project area demographics, including a description of the underserved community involved with the project, if applicable Include a thorough and accurate narrative description of each task
Task 01 is a required task. It must be titled “Project Administration”, it cannot exceed 5% of the grant award amount, and only the grantee and subrecipient(s) can charge against this Task. This Task must only include the following activities and deliverables:
• Caltrans and grantee Project kick-off meeting at the start of the grant • Invoicing and quarterly reporting to Caltrans
• DBE Reporting (federal grants only)
Include Task 02 for the procurement of a consultant (if needed). This task is for the grantee and sub-recipient(s) only.
Include detailed public participation and services to diverse communities in the Public Outreach Task (excluding technical projects)
Identify public outreach strategies in a manner that provides flexibility and allows for a diverse range of outreach methods (both in-person and on-line), excluding technical projects
Include a Task(s) for a Draft and Final product. The draft plan must include an opportunity for the public to provide feedback (excluding technical projects). Include a summary of next steps your agency will take towards implementing the project in the Final Product
List achievable project deliverables for each Task
EXCLUDE environmental, complex design, engineering work, and other ineligible activities outlined in the Grant Application Guide
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SCOPE OF WORK
Project Information
Grant Category Sustainable Communities Competitive Technical Grant Fiscal Year 2024-2025
Project Title Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan Organization
(Legal name) The City of Banning
Disclaimer
Agency commits to the Scope of Work below. Any changes will need to be approved by Caltrans prior to initiating any Scope of Work change or amendment.
Introduction
The City of Banning requests $309,850.00 to develop a Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan (Plan) to address electrification of its municipal fleet, including Banning Connect, the city-run transit bus system, which had an estimated ridership of 65,898 residents in the 2022/2023 fiscal year. Banning (population 30,683) is located in Riverside County, approximately 84 miles east of Los Angeles, and spans 23.2 square miles, with 9,950 residents living in disadvantaged census tracts (see Exhibits 1 and 2 for project location). The City proposes to develop a plan assessing both fleet electrification and zero-emission vehicle (ZEV) charging infrastructure to identify needed projects such as constructing ZEV charging locations, choosing vehicles to be transitioned, purchasing appropriate, cost-effective ZEVs, and creating a comprehensive strategy for action. The City’s study will serve as a guide for implementing changes in support of California’s goal of achieving 100% zero-emission medium and heavy-duty vehicles by 2045, which will reduce greenhouse gases (GHG) created by the City fleet, thereby improving air quality, providing greater transport equity for residents, and ensuring that the City’s services can continue to serve the community with efficiency and integrity.
Key project stakeholders include Banning Electric Utility, Banning Unified School District, Southern California Public Power Authority (SCPPA), Western Riverside Council of Governments (WRCOG), Southern California Association of Governments (SCAG), and Caltrans.
Goal: If funded, the Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan will develop a comprehensive plan outlining the following: 1) the City’s current needs in vehicle replacement and infrastructure for the City’s utility service and transit fleets; 2) recommended strategies to replace vehicles with cost-effective ZEVs in structured phases, alongside necessary charging, storage; and 3) related infrastructural construction. The final Plan will enable Banning to take swift and knowledgeable action in fleet electrification and building momentum towards California’s GHG emission reduction goals.
Background: Once a famous and busy stagecoach and railway destination, Banning is now home to many disadvantaged communities subjected to poverty, high concentrations of ozone and diesel particulate matter (due to the City’s location adjacent to Interstate 10), and correlated high rates of asthma and cardiovascular disease. With a limited budget and high pollution, the City has numerous obstacles and a high need to meet the Advanced Clean Fleet’s (ACF) regulations mandating that 50% of all new medium to heavy-duty vehicle FINAL Page 25
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purchases by fleet operators must be ZEVs beginning in 2024, with the goal of 100% of purchases being ZEVs by 2027. Without aid from grant funding, the City’s Department of Public Works is concerned that these milestones will not be met without unfairly financially burdening their already struggling, underserved communities, while public and environmental health conditions stand to worsen if air quality is not addressed.
Demographics: The City of Banning is comprised of a diverse population, with 64% of residents identifying as non-white, including 49.5% Hispanic or Latino, 7.4% African American, and 5.5% Asian, with over 18% of residents being born outside of the USA. According to the Census Bureau’s data, 27.6% of the population is over 65 years old, 14.1% of people under 65 live with a disability, and 16.8% of residents have a bachelor’s degree or higher.
Disadvantaged Communities: Banning’s growing population is diverse, with estimates from 2020’s United States Census Bureau's data reporting that 64% of residents identify as non-white, including 49.5% Hispanic or Latino, 7.4% African American, and 5.5% Asian. The City’s poverty rate is estimated at 18.9% according to CalEnvrioScreen 4.0 (CES 4.0), with three census tracts identified by California EPA SB 535 as disadvantaged: Census Tract 6065044200 residing in the 90th percentile for poverty, and Census Tracts 6065044101 and 6059021813 residing in the 84th percentile (see Exhibit 3). These census tracts are additionally the most heavily burdened by pollution and correlating health issues, with Census Tract 6059021813 resting along I-10. The remaining Census Tracts within the study area, 6065044103, 6065044102, 6065043812, and 6065044300, are identified as low-income by California Climate Investments Priority Populations (see Exhibit 4).
The proposed plan will not only benefit these underserved communities, but the entire City of Banning, which has an overall average ranking on the HPI of 11.6%, and two census tracts with HPI scores of 7.6 and 2.5 (see Exhibit 5). Developing a comprehensive Plan for the installation of ZEV charging infrastructure and electrifying the City’s utility and transit fleets will be an important step towards cleaner air within the city, enabling residents to have access to necessary services without adding to the air pollution from vehicles traveling along I-10.
Planning for Housing and Integrated Planning: Banning City Council approved the Housing Element on January 9, 2024. The Housing element was then sent on to HCD for approval. The City will work with HCD in the coming months for a Finding of Compliance prior to grant award.
All required progress reports will additionally be submitted to HCD prior to grant award announcement.
Project Benefits:
1. Reduced GHG Emissions
The City of Banning, located along Interstate 10, is subject to extremely adverse pollution conditions. According to CES 4.0, Banning’s two census tracts directly north of the interstate receive 0.416-0.432 tons of diesel particulate matter emissions per year, which is approximately 86-87% more than other census tracts in California. Additionally, the City’s collective census tracts rest within the 97th–98th highest percentiles of ozone concentration compared with the rest of the state. These combined air pollution factors are known causes of critical health concerns when exposure is prolonged, including asthma, cardiovascular, cardiopulmonary, and respiratory disease, lung cancer, and increased susceptibility to infection. Reflecting the correlating levels of air pollution, Banning’s residents face considerable health concerns, with high rates of asthma and cardiovascular disease. With 13.9% of Banning’s adults being without access to medical insurance according to the California HPI, and over a fourth of the population being 65 and older, preventative care in the form of encouraging a healthy environment is a priority of Banning’s leadership. This Plan would result in timely ZEV transition, thereby reducing the harmful GHG emissions created by the City’s own public fleet.
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2. Improved Public Transit
With low active commuting and even lower vehicle access rates according to the HPI, Banning’s residents increasingly rely on the City’s public transit fleet to access jobs, health care, shopping, and other critical services. Though Banning’s bus ridership decreased during and immediately following the 2020 pandemic, a study conducted for Banning’s 2023 Zero-Emission Bus Rollout Plan indicated a gradual increase in ridership in recent years, suggesting the possibility of a return to pre-COVID rates in the future. In order to promote this return to bus ridership, reducing VMT by car-owning residents and providing healthy, efficient transportation means for those who do not, the proposed project will assist the effort by making public transit both more environmentally equitable and attractive to Banning’s residents, especially those with sensitive health conditions.
3. Preparation for Future City-Wide Electrification
Electrification of the City fleet will be a critical step towards California’s zero-emission goals. The proposed Plan will enable Banning to act with the guidance of a carefully laid out plan, ensuring that all considerations in purchasing, construction, and impacts to resident life have been taken into account. The Plan will allow Banning to move forward confidently while providing the needed experience and knowledge to begin planning for city-wide electrification in the future.
4. Social/Environmental Equity
Knowledge of the benefits of electrification is necessary for paving the way for equitable public EV adoption for successful public and private transitioning to ZEVs. Transitioning to battery or fuel cell powered vehicles may be seen as a burden to many, especially those in disadvantaged communities. Banning’s proposed project will include robust community engagement with the goal of both educating residents about the human health and environmental benefits of ZEVs, while gathering concerns, feedback, and suggestions from the community for consideration and implementation into a plan which will provide long lasting improvements to the City’s utility services and public well-being.
Related Planning Efforts:
City of Banning General Plan
The proposed project aligns with the City’s general goal regarding public works development that public infrastructure be dependable, cost-effective, and conveniently located, with services that meet the functional, social, and economic needs of the entire community.
City of Banning’s 2023 Zero-Emissions Bus Rollout Plan
The proposed project aligns with Banning’s previous study assessing the current state of Banning Connect Transit Service’s (Banning Connect) needs, with the goal of planning to transition their fleet to ZEVs by 2040.
City of Banning’s Short Range Transit Plan
The proposed project aligns with Banning’s Short Range Transit Plan which assesses service, ridership, funding, and future needs to ensure regulatory compliance as well as operational growth.
Southern California Association of Governments’ (SCAG) Connect SoCal Plan (2023) The proposed project aligns with SCAG’s goals, listed below:
1. Build and maintain a robust transportation network – Fleet electrification and infrastructure development, especially for Banning’s bus fleet, will bolster the City’s ability to serve the City’s transportation network with efficiency while reducing VMT.
2. Developing, connecting, and sustaining communities that are livable and thriving – The Plan will lay out a comprehensive plan for fleet electrification and infrastructure construction which will result in a public utilities fleet better fit to withstand the effects of climate change and improve the City’s air quality.
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3. Creating a healthy region for the people of today and tomorrow – Not only will fleet electrification have immediate benefits for those living in Banning now, but diligent grant management and plan-development will ensure the changes to Banning’s fleet will be long lasting, with cost-effective changes and purchases made to endure, and careful considerations given to pricing and timing so that costs to residents remain equitable years to come.
Project Performance Period: The planning effort is proposed to begin November 1, 2024, or upon completion of Grant Agreement, and will conclude by November 1, 2025, ending well before the stipulated end date of June 3, 2027.
Project Stakeholders
If awarded, the Public Works Department will procure an expert Consultant to conduct necessary studies and incorporate information gathered via assessment and community engagement to develop the proposed plan. Stakeholders for the resulting plan will include:
1. Banning Electric Utility
2. Banning Unified School District
3. SCPPA
4. SCAG
5. WRCOG
6. Caltrans District 8
Please see attached letters of support from WRCOG, SCAG, and SCPPA. Additional stakeholders will be recognized and contacted throughout the planning process as needs are identified. All stakeholders, including local businesses and neighborhood organizations which may be affected, will be invited to participate in planning and outreach events, supplying their own technical expertise and recommendations for fleet electrification and EV charging infrastructure development.
Contractor Responsibilities: The City of Banning will take responsibility for all project management and performance, as well as partnering with the Consultant on organizing and conducting community outreach and engagement and other related meetings. The Department of Public Works will select a consulting firm based on their established, non-discriminatory and all-inclusive procurement procedures and competitive prerequisites.
Overall Project Objectives
The City of Banning will develop a comprehensive Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan with the goals of implementing long-lasting improvements in service efficiency, air quality, and social equity. Project objectives include:
• Developing a Zero-Emission Vehicle Fleet and Infrastructure Transition Action Plan that:
o Analyzes existing conditions of Banning’s public fleet and capabilities for charging and storage infrastructure;
o Analyzes the City’s current and future fleet needs and creates ZEV transition schedules which provide projections for future charging infrastructure needs and energy load demands;
o Assesses Banning’s current energy load bearing capabilities and the capacity of facilities to support electrical load demand from charging operations, potential grid impacts, and inadequate charging infrastructure limitations; o Creates plans for bridging gaps in infrastructure and grid deficiencies while working to meet state-mandated zero-emission milestones; FINAL Page 28
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