Agenda packet — Big Bear Lake City Council, August 14, 2024

CITY COUNCIL REGULAR MEETING AGENDA
AUGUST 14, 2024
Closed Session: 4:00 p.m., ECR, Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, CA 92315 Open Session: 5:00 p.m., Hofert Hall, Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, CA 92315

COUNCILMEMBERS

MAYOR PERRI MELNICK

MAYOR PRO TEM KENDI SEGOVIA

COUNCILMEMBER RICK HERRICK

COUNCILMEMBER RANDALL PUTZ

CITY STAFF

CITY MANAGER ERIK SUND

ASSISTANT CITY MANAGER/CITY CLERK ERICA STEPHENSON

CITY ATTORNEY STEPHEN DEITSCH
If members of the public cannot attend the meeting, the City encourages the public to submit written public communications about any item on this meeting agenda, or about any subject matter within the jurisdiction of the City, to the City Clerk either in person, via mail or by email at [email protected]. If your comment is related to a specific Agenda item, please identify the Agenda item in the header of your letter or the subject line of your email. All written communications received by the City Clerk prior to the meeting will be distributed to the City Council prior to the start of the meeting, however, the public is encouraged to submit comments by 8:00 am on the day of the meeting to ensure adequate time for City Council review and consideration.

OPEN SESSION – 4:00 P.M.

CALL TO ORDER

ROLL CALL
CLOSED SESSION COMMUNICATIONS - Any member of the public is entitled to speak on Closed Session Agenda items. If you wish to address any other items listed on the agenda, you must do so during Open Session.

DECLARATION OF CLOSED SESSION ITEMS

1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION pursuant to Government Code Section 54956.9 (d)(1)
Name of Case: Charles Hicks, Jr. vs. City of Big Bear Lake Court & Case No: San Bernardino County Superior Court, Case No. CIVSB2423690

2. CONFERENCE WITH LEGAL COUNSEL – ANTICIAPTED LITIGATION pursuant to Government Code Section 54956.9 (d)(2)
One (1) Case

CITY COUNCIL AGENDA
AUGUST 14, 2024 - Page 2

RECESS TO CLOSED SESSION
RECONVENE OPEN SESSION – 5:00 P.M.

PLEDGE OF ALLEGIANCE

INVOCATION
An Invocation provided by Superintendent Manny Marquez from Bear Valley Unified School District.

EVENT CALENDAR FOR THE PERFORMING ARTS CENTER - For tickets please contact the box office at (909) 866-4970 or visit www.citybigbearlake.com • Big Bear Theatre Project presents Little Shop of Horrors August 22-24 and August 29-31 at 7:30 p.m. and Matinee Showings August 25 and September 1 at 2:00 p.m.

CITY STAFF ANNOUNCEMENTS IN RESPONSE TO PUBLIC COMMENTS MADE AT THE 7/10/24 CITY COUNCIL MEETING
PUBLIC COMMUNICATIONS (PART 1) - At this time, general Public comment is permitted only on consent calendar items and other matters not listed on the posted agenda that are within the subject matter and jurisdiction of the City. Public comment on specific items listed on the posted agenda, such as public hearing & discussion or action items, will be taken later in the meeting when the item is called for discussion. When addressing the City Council, please keep the following in mind; State law prohibits the City Council from taking any action on items not listed on the agenda. Therefore, the City Council is prevented from engaging in discussion or deliberation regarding the public’s comments or inquires on non-agendized topics, although the City Council and/or City staff can make brief statements related to a public comment. Each speaker has a 3-minute maximum time limit subject to adjustment at the discretion of the Presiding Officer. To allow City Council sufficient time to address agendized City business, if Public Communications Part 1 exceeds one hour, the remaining public speakers will be allowed to provide public comments during Public Communications Part 2. Participants cannot cede their speaking time to another person. To help ensure a respectful and efficient meeting, please address the City Council directly, not the audience, and refrain from disruptive comments and applause. We appreciate your attendance and your participation in our local government proceedings.

1. CONSENT CALENDAR

1.1 APPROVE DEMANDS – CHECK ISSUE DATE 07/01/24 THROUGH 08/02/24 IN THE AMOUNT OF $1,523,924.50 AND THE JUNE 2024 TREASURER’S REPORT

1.2 DESIGNATE VOTING DELEGATES FOR THE 2024 LEAGUE OF CALIFORNIA

CITITES ANNUAL CONFERENCE
Staff’s recommendation: Adopt a Resolution Designating Mayor Perri Melnick as the Voting Delegate and City Manager Erik Sund as the Voting Alternate for the 2024 League of California Cities Annual Conference.

CITY COUNCIL AGENDA
AUGUST 14, 2024 - Page 3

1.3 APPROVE FISCAL YEAR 2024-25 MEASURE I FIVE-YEAR CAPITAL

IMPROVEMENT PLAN
Staff’s recommendation: Adopt a Resolution Adopting the Measure I Five-Year Capital Improvement Plan and Expenditure Strategy for Fiscal Year 2024-25 Through Fiscal Year 2028-29.

1.4 AWARD A CONSTRUCTION CONTRACT – SEALCOATING OF TRAILS

PROJECT
Staff’s recommendation: Adopt a Resolution Awarding a Construction Contract to Pavement Coatings Company for the Sealcoating of Trails Project and Approving a Budget Appropriation to Complete this Project.

1.5 AWARD A CONSTRUCTION CONTRACT – PERFORMING ARTS CENTER

DRAINAGE IMPROVEMENTS PROJECT
Staff’s recommendation: Adopt a Resolution Awarding a Construction Contract to Bear Valley Paving for the Performing Arts Center Drainage Improvements Project and Approving a Budget Appropriation to Complete this Project.

1.6 AWARD A CONSTRUCTION CONTRACT – SANITARY SEWER CURED IN

PLACE PIPE PROJECT
Staff’s recommendation: Adopt a Resolution Awarding a Construction Contract to Sancon Technologies, Inc. for the Sanitary Sewer Cured In Place Pipe Project.

1.7 AWARD A CONSTRUCTION CONTRACT – VILLAGE ACCESSIBILITY

IMPROVEMENTS PROJECT
Staff’s recommendation: Adopt a Resolution Awarding a Construction Contract to All American Building Services to Complete the Village Accessibility Improvements Project.

ITEMS REMOVED FROM THE CONSENT CALENDAR

2. DISCUSSION/ACTION ITEMS

2.1 AUTHORIZE AGREEMENTS FOR THE PURCHASE AND IMPLEMENTATION OF

COMMUNITY DEVELOPMENT SOFTWARE
Staff’s recommendation: Adopt a Resolution Authorizing Agreements with Accela, Inc. and TruePoint Solutions Related to the Pruchase and Implementation of Community Development Software.

PUBLIC COMMUNICATIONS (PART 2)

CITY COUNCIL AGENDA
AUGUST 14, 2024 - Page 4

3. COMMENTS, ANNOUNCEMENTS & ADDITIONAL CITY BUSINESS
• CITY CLERK, CITY ATTORNEY & CITY MANAGER COMMENTS
• COUNCILMEMBER BOARD/COMMITTEE REPORTS & COMMENTS

ADJOURNMENT

TENTATIVE ITEMS TO BE CONSIDERED AT A FUTURE PUBLIC MEETING Winter Operations Plan – September 2024
2025 City Council Meeting Calendar – September 2024

DECLARATION OF POSTING
I hereby certify under penalty of perjury, under the laws of the State of California, that the foregoing agenda was posted in accordance with the applicable legal requirements. Dated this 9th day of August 2024.

Erica Stephenson, City Clerk

The City of Big Bear Lake wishes to make all of its public meetings accessible to the public. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (909) 866-5831. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

CONSENT CALENDAR REPORTS
Check# Vendor/Employee Date Amount
90907 San Bernardino County Weights & Measures 07/05/24 2,270.00 90908 Mountain Area Regional Transit Authority 07/05/24 41,666.67 90909 Big Bear Valley Recreation & Parks District 07/05/24 5,500.00 90910 Big Bear Disposal Inc 07/05/24 2,774.25
90912 Big Bear Paint Center 07/05/24 686.86
90913 BlueTarp Financial, Inc. 07/05/24 457.63
90914 Bravo Arts Solutions LLC 07/05/24 29.15
90915 Butchers Blocks & Building Materials 07/05/24 436.52 90916 Melisa Carlc 07/05/24 2,280.00
90917 Lumber City Corp. 07/05/24 111.45
90918 Frontier Communications 07/05/24 100.63
90919 Grainger Inc. 07/05/24 457.19
90920 Hinderliter de Lamas & Assoc Inc. 07/05/24 1,719.98 90921 Intelesys One, Inc. 07/05/24 17,339.09
90922 MTS Partners Inc 07/05/24 574.32
90923 Lance Soll & Lunghard 07/05/24 19,959.00
90924 Lynn Merrill And Associates, Inc. 07/05/24 15,329.20 90925 Mar-CO Equipment Company 07/05/24 5,630.55
90926 Merrell Johnson Engineering Inc 07/05/24 5,100.00 90927 Mile High Equipment, Inc. 07/05/24 3,084.34
90928 Mission Linen Supply Inc. 07/05/24 2,152.69
90929 Autoagent Holdings LLC 07/05/24 916.00
90930 Orkin Pest Control 07/05/24 321.98
90931 Quill Corporation 07/05/24 490.21
90932 Ring Central 07/05/24 2,694.12
90933 SWA Group Inc. 07/05/24 154.24
90934 Tom Dodson & Associates 07/05/24 5,712.35
90935 Triple Crown Products, Inc. 07/05/24 185.74
90936 Tripepi, Smith & Associates, Inc. 07/05/24 6,540.00 90937 Verizon Wireless 07/05/24 1,525.73
90938 Vulcan Materials Company Inc. 07/05/24 1,383.41
90939 Willdan Engineering Inc 07/05/24 1,456.00
90940 Mountain Area Regional Transit Authority 07/05/24 41,666.67 90941 Execucom 07/05/24 1,617.98
90942 Cintas Corporation 07/05/24 394.37
90943 ClearGov Inc. 07/05/24 25,235.00
90944 Intelesys One, Inc. 07/05/24 10,676.42
90945 San Bernardino County Fire Protection District 07/12/24 10.00 90946 Bear Valley Unified School District 07/12/24 2,479.89 90948 AW Direct 07/12/24 1,131.34
90949 BlackHole Technologies Inc 07/12/24 1,969.78
90951 Galls Parent Holdings, LLC 07/12/24 633.57
90953 Merrell Johnson Engineering Inc 07/12/24 13,478.75 90954 Genuine Auto Parts 07/12/24 439.59
90955 Right of Way, Inc. 07/12/24 6,036.83
90956 Tripepi, Smith & Associates, Inc. 07/12/24 1,365.00 90957 Vulcan Materials Company Inc. 07/12/24 2,713.66
90959 Big Bear Municipal Water Dist 07/12/24 2,664.15
90961 Butchers Blocks & Building Materials 07/12/24 643.05 90963 Cintas Corporation 07/12/24 131.46
90964 Lumber City Corp. 07/12/24 12.10
90965 Mission Linen Supply Inc. 07/12/24 1,094.40
90966 Genuine Auto Parts 07/12/24 34.46
90967 Right of Way, Inc. 07/12/24 11,097.90
90968 Underground Service Alert Inc. 07/12/24 569.18
90977 TASC Client Invoices 07/12/24 88.35
City of Big Bear Lake
Checks Issued 07/01/2024 - 08/02/2024
Item 1.1
Check# Vendor/Employee Date Amount
City of Big Bear Lake
Checks Issued 07/01/2024 - 08/02/2024
90980 City of Big Bear Lake Dept of Water & Power 07/19/24 7,118.52 90982 Burtronics Business Systems 07/19/24 493.20
90983 Butchers Blocks & Building Materials 07/19/24 5.38 90984 Bear Valley Electric 07/19/24 13,012.23
90985 Melisa Carlc 07/19/24 1,605.00
90987 The Grizzly 07/19/24 7,350.25
90989 MTS Partners Inc 07/19/24 130.39
90991 Moonridge Fuelstop 07/19/24 511.35
90992 Mountain Water Co 07/19/24 112.00
90993 Otis Elevator Company 07/19/24 95.00
90997 OCML, Inc 07/19/24 8,748.50
90998 Twin Bear Equipment Rental, Inc. 07/19/24 489.48
90999 Oremor of Victorville, LLC 07/19/24 699.00
91000 All Protection Alarm 07/19/24 345.84
91002 Big Bear Electric 07/19/24 2,619.90
91003 Butchers Blocks & Building Materials 07/19/24 312.90 91004 Bear Valley Printing Inc 07/19/24 35.53
91005 Charter Communications Holdings, LLC 07/19/24 3,711.62 91006 Cintas Corporation 07/19/24 1,078.74
91007 Lumber City Corp. 07/19/24 67.74
91008 Frontier Communications 07/19/24 2,390.76
91009 Grainger Inc. 07/19/24 1,373.22
91010 Harris Computer Systems 07/19/24 3,410.96
91011 Intelesys One, Inc. 07/19/24 10,676.42
91012 Mission Linen Supply Inc. 07/19/24 1,094.40
91013 Mountain Trophy & Pro Shop 07/19/24 12.93
91014 Genuine Auto Parts 07/19/24 128.02
91015 Orkin Pest Control 07/19/24 392.97
91016 Volvo Construction Equipment Inc. 07/19/24 1,913.05 91017 Access Anvil Corp. 07/23/24 4,521.14
91025 San Bernardino County Vehicle Svcs Dept 07/26/24 15,490.42 91027 Airgas, Inc. 07/26/24 61.98
91028 Big Bear Chamber of Commerce 07/26/24 12.51
91029 Big Bear Disposal Inc 07/26/24 2,800.50
91030 Best Best & Krieger LLP 07/26/24 33,542.70
91031 Bear Valley Electric 07/26/24 4,242.46
91032 Gibson Transportation Consulting, Inc. 07/26/24 7,165.00 91033 Jacob Green & Associates Inc 07/26/24 6,825.00
91035 Ludecke's Electrical Service, Inc. 07/26/24 1,916.22 91036 Lynn Merrill And Associates, Inc. 07/26/24 3,124.98 91037 Nielsen Merksamer Parrinello Gross & Leoni, LLP 07/26/24 774.59 91038 BlueTriton Brands Inc 07/26/24 2,062.44
91039 SCA of CA, LLC 07/26/24 20,000.00
91040 Valero Marketing & Supply Co 07/26/24 677.26
91041 Willdan Engineering Inc 07/26/24 1,791.28
91042 San Bernardino County Treasurer 07/26/24 6,494.70 91043 San Bernardino County Sheriff's Dept 07/26/24 504,625.00 91044 South Coast AQMD 07/26/24 707.00
91045 Bear Valley Mutual Water Co 07/26/24 104,040.00
91046 Big Bear Disposal Inc 07/26/24 748.11
91047 Butchers Blocks & Building Materials 07/26/24 80.63 91048 Charter Communications Holdings, LLC 07/26/24 603.28 91049 Cintas Corporation 07/26/24 1,203.31
91050 Extra Space Management Inc 07/26/24 1,021.00
91051 Grainger Inc. 07/26/24 605.96
91052 League of California Cities 07/26/24 2,600.00
Check# Vendor/Employee Date Amount
City of Big Bear Lake
Checks Issued 07/01/2024 - 08/02/2024
91053 Mission Linen Supply Inc. 07/26/24 1,054.02
91054 Mojave Desert & Mountain 07/26/24 4,067.00
91055 Mountain Trophy & Pro Shop 07/26/24 25.86
91056 Nativescapes, Inc. 07/26/24 80.00
91057 New Pig 07/26/24 1,322.79
91058 Southern California Association of Governments 07/26/24 745.00 91059 Waxie Sanitary Supply Inc. 07/26/24 4,036.79
91060 Jon Wreesman 07/26/24 3,776.81
91061 White Cap L.P. 07/26/24 71.98
91062 Birtcher Anderson & Davis Assoc Inc. 08/02/24 9,167.00 91063 Dapeer Rosenblit & Litvak LLP 08/02/24 12,757.45
91064 Fisher Integrated, Inc. 08/02/24 1,200.00
91065 The Lighthouse Project, Inc. 08/02/24 2,933.51
91066 Goforth & Marti 08/02/24 10,652.70
91067 HdL Coren & Cone 08/02/24 695.00
91068 Lynn Merrill And Associates, Inc. 08/02/24 1,570.67 91071 Quadient Leasing USA, Inc 08/02/24 239.74
91072 Safeguard Business Systems Inc 08/02/24 126.64
91073 Emily Baker 08/02/24 2,750.00
91074 Southwest Gas Corporation 08/02/24 842.26
91075 Tom Dodson & Associates 08/02/24 13,550.00
91076 Verizon Wireless 08/02/24 1,500.65
91077 Volvo Construction Equipment Inc. 08/02/24 7,303.67 91078 Willdan Engineering Inc 08/02/24 23,110.00
91079 US Bank Corporate Payment Systems 08/02/24 21,128.82 91081 Mountain Area Regional Transit Authority 08/02/24 41,666.67 91082 Big Bear Paint Center 08/02/24 54.55
91083 Butchers Blocks & Building Materials 08/02/24 131.68 91084 Bear Valley Electric 08/02/24 806.56
91086 Classic Graphix 08/02/24 3,406.24
91087 Cookshak, LLC 08/02/24 1,890.00
91088 Lumber City Corp. 08/02/24 33.96
91089 Frontier Communications 08/02/24 100.63
91090 Governance Sciences Group, Inc. 08/02/24 10,900.00 91091 Grainger Inc. 08/02/24 770.35
91092 HdL Coren & Cone 08/02/24 4,502.53
91094 Inland Empire Film Services, Inc. 08/02/24 7,000.00 91096 Mar-CO Equipment Company 08/02/24 1,022.80
91098 Mission Linen Supply Inc. 08/02/24 1,082.05
91099 Orkin Pest Control 08/02/24 930.00
91100 Quill Corporation 08/02/24 577.39
91101 Ring Central 08/02/24 2,691.56
91102 Right of Way, Inc. 08/02/24 7,370.30
91103 Southern California Mountains Foundation 08/02/24 223,547.44 91109 US Bank Corporate Payment Systems 08/02/24 11,657.66 ACH Phase II Systems 07/25/24 2,202.80
ACH S Porter Inc 07/05/24 1,740.00
ACH Gary Payne 07/05/24 2,200.00
ACH Gary Payne 07/26/24 35.00
1,523,924.50
Check# Vendor/Employee Transaction Amount
City Council 4110
90909 Big Bear Valley Recreation & Parks District City Grant Reimbursement - Senior Nutrition 07/05/24 5,500.00 90946 Bear Valley Unified School District City Grant Reimbursement - Student Services 07/12/24 2,479.89 91052 League of California Cities League of CA Cities Conference Registrations 07/26/24 2,600.00 91065 The Lighthouse Project, Inc. City Grant Reimbursement - Imagination Library 08/02/24 2,933.51 91079 US Bank Corporate Payment Systems League & SCAG Regional Conference Exp/Council Provisions 08/02/24 1,850.61 91109 US Bank Corporate Payment Systems Council Provisions 08/02/24 256.89 City Council Total 15,620.90
City Manager 4120
91079 US Bank Corporate Payment Systems 08/02/24 674.18 91109 US Bank Corporate Payment Systems 08/02/24 736.80 City Manager Total 1,410.98
City Clerk & Communications 4130
90921 Intelesys One, Inc. 07/05/24 547.84
91030 Best Best & Krieger LLP 07/26/24 8,299.20
91079 US Bank Corporate Payment Systems 08/02/24 790.60 91086 Classic Graphix 08/02/24 3,406.24
91094 Inland Empire Film Services, Inc. 08/02/24 7,000.00 91109 US Bank Corporate Payment Systems
League & SCAG Regional Conf Exp/Digital Subscriptions/Business Cards League of CA Cities Conf Reg/Meeting Provisions/Digital Subscriptions Records Request Support
PRA Services - May
Office Supplies/Meeting Supplies
Village Concert Series Promotional Items
Bi-Annual Film Services
Event Promo Items/Superintendent Retirement Exp./Office Supplies 08/02/24 5,654.53 City Clerk & Communications Total 25,698.41
Finance 4140
90920 Hinderliter de Lamas & Assoc Inc. Professional Services 07/05/24 1,719.98 90923 Lance Soll & Lunghard Professional Services 07/05/24 15,671.00 91067 HdL Coren & Cone Professional Services 08/02/24 695.00 91079 US Bank Corporate Payment Systems Office Supplies 08/02/24 114.73 91092 HdL Coren & Cone Professional Services 08/02/24 4,502.53 91109 US Bank Corporate Payment Systems Ergonomic Standing Mat 08/02/24 44.55 Finance Services Total 22,747.79
Staff Services & Risk Management 4150
90977 TASC Client Invoices Administrative Fees 07/12/24 88.35 91079 US Bank Corporate Payment Systems CAPIO Conference/APWA Academy/Training Expense/Office Supplies 08/02/24 6,674.21 91087 Cookshak, LLC Employee Appreciation Luncheon 08/02/24 1,890.00 91109 US Bank Corporate Payment Systems Training Provisions/Office Supplies/Business Cards/Employee Appreciation 08/02/24 782.51 ACH Phase II Systems PARS Administrative Fees 07/25/24 2,202.80 Staff Services & Risk Management Total 11,637.87
City Attorney 4170
90987 The Grizzly Legal Notices 07/19/24 7,350.25
91030 Best Best & Krieger LLP Professional Legal Services - May 07/26/24 25,243.50 91037 Nielsen Merksamer Parrinello Gross & Leoni, LLP Professional Legal Services - June 07/26/24 774.59 91063 Dapeer Rosenblit & Litvak LLP Professional Legal Services - June 08/02/24 12,757.45 City Attorney Total 46,125.79
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
Traffic Safety 4230
90984 Bear Valley Electric Electricity Usage 07/19/24 995.53 91031 Bear Valley Electric Electricity Usage 07/26/24 391.72 Traffic Safety Total 1,387.25
Law Enforcement 4250
91043 San Bernardino County Sheriff's Dept Monthly Sheriff Contract 07/26/24 504,625.00 Law Enforcement Total 504,625.00
Animal Regulation 4260
91015 Orkin Pest Control Pest Control Services 07/19/24 144.99 91099 Orkin Pest Control Pest Control Services 08/02/24 930.00 Animal Regulation Total 1,074.99
Engineering 4310
90924 Lynn Merrill And Associates, Inc. Professional Services 07/05/24 15,329.20 90953 Merrell Johnson Engineering Inc Professional Services 07/12/24 3,919.50 90998 Twin Bear Equipment Rental, Inc. Meeting Expense Rentals 07/19/24 221.76 91025 San Bernardino County Vehicle Svcs Dept Fuel Charges 07/26/24 784.71 91032 Gibson Transportation Consulting, Inc. Professional Services 07/26/24 1,150.00 91033 Jacob Green & Associates Inc Professional Services 07/26/24 6,825.00 91036 Lynn Merrill And Associates, Inc. Professional Services 07/26/24 3,124.98 91041 Willdan Engineering Inc Professional Services 07/26/24 1,791.28 91073 Emily Baker Professional Services 08/02/24 2,750.00 91079 US Bank Corporate Payment Systems Meeting Provisions/Uniform Apparel 08/02/24 514.86 91109 US Bank Corporate Payment Systems Meeting Provisions/Caltrans District 8 Meeting Registrations 08/02/24 501.51 Engineering Total 36,912.80
Street Maintenance & Snow Removal 4320
90912 Big Bear Paint Center Materials/Supplies 07/05/24 686.86 90915 Butchers Blocks & Building Materials Materials/Supplies 07/05/24 252.01 90917 Lumber City Corp. Materials/Supplies 07/05/24 111.45 90919 Grainger Inc. Materials/Supplies 07/05/24 457.19
90928 Mission Linen Supply Inc. Uniform Laundry Service 07/05/24 1,631.37 90938 Vulcan Materials Company Inc. Materials/Supplies 07/05/24 1,383.41 90941 Execucom After-hours Call Service 07/05/24 808.99 90945 San Bernardino County Fire Protection District Hazardous Materials Permit 07/12/24 10.00 90949 BlackHole Technologies Inc GPS Monthly Services 07/12/24 1,969.78 90954 Genuine Auto Parts Materials/Supplies 07/12/24 15.02 90955 Right of Way, Inc. Signs 07/12/24 3,151.28
90957 Vulcan Materials Company Inc. Materials/Supplies 07/12/24 2,713.66 90961 Butchers Blocks & Building Materials Materials/Supplies 07/12/24 203.47 90963 Cintas Corporation First Aid Supplies 07/12/24 65.73 90965 Mission Linen Supply Inc. Uniform Laundry Service 07/12/24 784.74 90967 Right of Way, Inc. Barricades 07/12/24 6,591.51
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
90991 Moonridge Fuelstop Fuel Charges - Snow 07/19/24 511.35 91003 Butchers Blocks & Building Materials Materials/Supplies 07/19/24 162.68 91004 Bear Valley Printing Inc Street Sign 07/19/24 35.53 91012 Mission Linen Supply Inc. Uniform Laundry Service 07/19/24 784.74 91015 Orkin Pest Control Pest Control Services 07/19/24 143.99 91016 Volvo Construction Equipment Inc. Snow Removal Expense - Repair 07/19/24 1,913.05 91025 San Bernardino County Vehicle Svcs Dept Fuel Charges 07/26/24 3,704.14 91027 Airgas, Inc. Materials/Supplies 07/26/24 61.98
91038 BlueTriton Brands Inc Drinking Water 07/26/24 1,031.21 91039 SCA of CA, LLC Annual Street Sweeping Services 07/26/24 20,000.00 91040 Valero Marketing & Supply Co Fuel Charges 07/26/24 677.26 91047 Butchers Blocks & Building Materials Materials/Supplies 07/26/24 62.32 91048 Charter Communications Holdings, LLC Cable Service 07/26/24 94.12 91049 Cintas Corporation First Aid Supplies 07/26/24 601.66 91050 Extra Space Management Inc Storage Rental Spaces 07/26/24 1,021.00 91051 Grainger Inc. Materials/Supplies 07/26/24 87.54
91053 Mission Linen Supply Inc. Uniform Laundry Service 07/26/24 752.43 91056 Nativescapes, Inc. Tree Inspection 07/26/24 80.00 91059 Waxie Sanitary Supply Inc. Janitorial Supplies 07/26/24 1,009.20 91061 White Cap L.P. Materials/Supplies 07/26/24 71.98
91077 Volvo Construction Equipment Inc. Snow Removal Expense - Repair 08/02/24 7,303.67 91079 US Bank Corporate Payment Systems Meeting Provisions/Business Cards 08/02/24 297.15 91083 Butchers Blocks & Building Materials Materials/Supplies 08/02/24 31.23 91091 Grainger Inc. Materials/Supplies 08/02/24 585.71
91096 Mar-CO Equipment Company Materials/Supplies 08/02/24 1,022.80 91098 Mission Linen Supply Inc. Uniform Laundry Service 08/02/24 774.86 91102 Right of Way, Inc. Signage 08/02/24 7,370.30
91109 US Bank Corporate Payment Systems Public Works Appreciation Lunch/Meeting Provisions 08/02/24 525.28 ACH S Porter Inc Asphalt Removal & Replacement 07/05/24 1,740.00 PW: Street Maintenance & Snow Removal Total 73,293.65
Vehicle Maintenance 4325
90913 BlueTarp Financial, Inc. Vehicle Repair Parts 07/05/24 291.41 90925 Mar-CO Equipment Company Vehicle Repair Parts 07/05/24 5,630.55 90928 Mission Linen Supply Inc. Uniform Laundry Service 07/05/24 101.97 90948 AW Direct Vehicle Repair Parts 07/12/24 1,131.34
90954 Genuine Auto Parts Vehicle Repair Parts 07/12/24 173.35 90965 Mission Linen Supply Inc. Uniform Laundry Service 07/12/24 49.05 90980 City of Big Bear Lake Dept of Water & Power Water Usage 07/19/24 484.83 90983 Butchers Blocks & Building Materials Materials/Supplies 07/19/24 5.38 90984 Bear Valley Electric Electricity Usage 07/19/24 36.58 90999 Oremor of Victorville, LLC Vehicle Repair Parts 07/19/24 699.00 91012 Mission Linen Supply Inc. Uniform Laundry Service 07/19/24 49.05 91014 Genuine Auto Parts Vehicle Repair Parts 07/19/24 128.02 91053 Mission Linen Supply Inc. Uniform Laundry Service 07/26/24 47.03 91074 Southwest Gas Corporation Natural Gas Usage 08/02/24 60.34 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
91079 US Bank Corporate Payment Systems Vehicle Repair Parts/Vehicle Maintenance 08/02/24 560.06 91091 Grainger Inc. Materials/Supplies 08/02/24 184.64
91098 Mission Linen Supply Inc. Uniform Laundry Service 08/02/24 48.42 91109 US Bank Corporate Payment Systems Vehicle Maintenance 08/02/24 74.99 PW: Vehicle Maintenance Total 9,756.01
Street Lighting 4330
90984 Bear Valley Electric Electricity Usage 07/19/24 6,401.45 91031 Bear Valley Electric Electricity Usage 07/26/24 595.42 PW: Street Lighting Total 6,996.87
Parking Lots & Facilities 4335
90915 Butchers Blocks & Building Materials Materials/Supplies 07/05/24 0.30 90927 Mile High Equipment, Inc. Materials/Supplies 07/05/24 1,542.17 90930 Orkin Pest Control Pest Control Services 07/05/24 103.99 90980 City of Big Bear Lake Dept of Water & Power Water Usage 07/19/24 543.07 90984 Bear Valley Electric Electricity Usage 07/19/24 266.54 91000 All Protection Alarm Alarm Monitoring 07/19/24 209.58 91005 Charter Communications Holdings, LLC Security Camera Internet Service 07/19/24 239.96 91015 Orkin Pest Control Pest Control Services 07/19/24 103.99 91028 Big Bear Chamber of Commerce Natural Gas Usage 07/26/24 12.51 91031 Bear Valley Electric Electricity Usage 07/26/24 1,219.58 91046 Big Bear Disposal Inc Portable Restroom Rentals 07/26/24 657.39 91059 Waxie Sanitary Supply Inc. Janitorial Supplies 07/26/24 1,009.20 91084 Bear Valley Electric Electricity Usage 08/02/24 227.50 PW: Parking Lots & Facilities Total 6,135.78
Planning 4410
90939 Willdan Engineering Inc Professional Services 07/05/24 1,456.00 91078 Willdan Engineering Inc Professional Services 08/02/24 67.50 91079 US Bank Corporate Payment Systems Office Supplies 08/02/24 20.47 91109 US Bank Corporate Payment Systems Office Supplies 08/02/24 24.09 Planning Total 1,568.06
Economic Development & Tourism Management 4415
90915 Butchers Blocks & Building Materials Materials/Supplies 07/05/24 27.47 90935 Triple Crown Products, Inc. City Logo Apparel 07/05/24 185.74 90951 Galls Parent Holdings, LLC Uniform Apparel 07/12/24 633.57 91025 San Bernardino County Vehicle Svcs Dept Fuel Charges 07/26/24 1,548.00 91079 US Bank Corporate Payment Systems Office Supplies 08/02/24 13.30 91109 US Bank Corporate Payment Systems Uniform Apparel 08/02/24 1,170.63 Economic Development & Tourism Management Total 3,578.71 Building & Safety 4430
91025 San Bernardino County Vehicle Svcs Dept Fuel Charges 07/26/24 740.13 91078 Willdan Engineering Inc Professional Services 08/02/24 23,042.50 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
91079 US Bank Corporate Payment Systems Business Cards 08/02/24 42.00 Building & Safety Total 23,824.63
PAC Administration 4610
90914 Bravo Arts Solutions LLC Ticket Printing Fees 07/05/24 29.15 PAC Administration Total 29.15
City Parks & Trails 4625
90927 Mile High Equipment, Inc. Materials/Supplies 07/05/24 1,542.17 90955 Right of Way, Inc. Signage 07/12/24 255.37
90959 Big Bear Municipal Water Dist Boulder Bay Park Marina Permit 07/12/24 2,664.15 90961 Butchers Blocks & Building Materials Materials/Supplies 07/12/24 215.48 90980 City of Big Bear Lake Dept of Water & Power Water Usage 07/19/24 3,490.80 90984 Bear Valley Electric Electricity Usage 07/19/24 750.40 90998 Twin Bear Equipment Rental, Inc. Materials/Supplies 07/19/24 267.72 91003 Butchers Blocks & Building Materials Materials/Supplies 07/19/24 135.93 91005 Charter Communications Holdings, LLC 07/19/24 409.94 91007 Lumber City Corp. 07/19/24 28.98
91031 Bear Valley Electric 07/26/24 732.53
91059 Waxie Sanitary Supply Inc. 07/26/24 1,009.20
91082 Big Bear Paint Center 08/02/24 54.55
91083 Butchers Blocks & Building Materials 08/02/24 100.45 91084 Bear Valley Electric 08/02/24 420.40
City Parks & Trails Total 12,078.07
General Government 4800
90931 Quill Corporation 07/05/24 490.21
90992 Mountain Water Co 07/19/24 112.00
91006 Cintas Corporation 07/19/24 1,078.74
91013 Mountain Trophy & Pro Shop 07/19/24 12.93
91042 San Bernardino County Treasurer 07/26/24 6,494.70 91055 Mountain Trophy & Pro Shop 07/26/24 25.86
91058 Southern California Association of Governments 07/26/24 745.00 91066 Goforth & Marti 08/02/24 10,652.70
91071 Quadient Leasing USA, Inc 08/02/24 239.74
91072 Safeguard Business Systems Inc 08/02/24 126.64
91079 US Bank Corporate Payment Systems 08/02/24 474.08 91100 Quill Corporation 08/02/24 577.39
91109 US Bank Corporate Payment Systems 08/02/24 61.38
General Government Total 21,091.37
Information Technology 4810
90916 Melisa Carlc 07/05/24 2,280.00
90921 Intelesys One, Inc. 07/05/24 16,791.25
90922 MTS Partners Inc 07/05/24 574.32
90929 Autoagent Holdings LLC
Security Camera Internet Service
Materials/Supplies
Electricity Usage
Janitorial Supplies
Materials/Supplies
Materials/Supplies
Electricity Usage
Office Supplies
Water Dispenser Rental & Water
First Aid Supplies
Slider Name Plate
LAFCO FY25 Apportionment
Slider Name Plate
Membership Dues
Office Equipment & Furnishings
Mailing Machine Lease
Office Supplies
Office Furniture/Shipping Charges
Office Supplies
Postage Charges
GIS Services
NP/Code Officers Toughbooks
Toner
Credit Card Readers 07/05/24 916.00
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
90932 Ring Central Communication Services 07/05/24 2,694.12 90937 Verizon Wireless Cell Phone Service 07/05/24 991.72 90943 ClearGov Inc. Annual Budgeting Software Renewal 07/05/24 25,235.00 90944 Intelesys One, Inc. Monthly Services 07/05/24 10,676.42 90982 Burtronics Business Systems Copier Charges 07/19/24 493.20 90985 Melisa Carlc GIS Services 07/19/24 1,605.00
90989 MTS Partners Inc Toner 07/19/24 130.39
91005 Charter Communications Holdings, LLC High Speed Internet 07/19/24 2,941.74 91008 Frontier Communications Telephone Service 07/19/24 1,936.83 91010 Harris Computer Systems Blueprince Cloud Migration 07/19/24 3,410.96 91011 Intelesys One, Inc. Monthly Services 07/19/24 10,676.42 91048 Charter Communications Holdings, LLC Circuit & RingCentral Installation Services 07/26/24 509.16 91064 Fisher Integrated, Inc. Video Streaming 08/02/24 1,200.00 91076 Verizon Wireless Cell Phone Service 08/02/24 975.42 91079 US Bank Corporate Payment Systems Computer Equipment/Professional Platforms 08/02/24 2,552.12 91090 Governance Sciences Group, Inc. Flashvote Survey Annual Subscription 08/02/24 10,900.00 91101 Ring Central Communication Services 08/02/24 2,691.56 91109 US Bank Corporate Payment Systems IT Supplies/Computer Equipment/Professional Platforms/Toner 08/02/24 1,814.06 Technology Services Total 101,995.69
Civic Center 4820
90915 Butchers Blocks & Building Materials Materials/Supplies 07/05/24 80.52 90928 Mission Linen Supply Inc. Uniform Laundry Service 07/05/24 142.74 90930 Orkin Pest Control Pest Control Services 07/05/24 217.99 90942 Cintas Corporation AED Lease 07/05/24 394.37
90965 Mission Linen Supply Inc. Uniform Laundry Service 07/12/24 68.66 90980 City of Big Bear Lake Dept of Water & Power Water Usage 07/19/24 509.22 90993 Otis Elevator Company Elevator Maintenance 07/19/24 95.00 91003 Butchers Blocks & Building Materials Materials/Supplies 07/19/24 5.15 91005 Charter Communications Holdings, LLC Security Camera Internet Service 07/19/24 119.98 91012 Mission Linen Supply Inc. Uniform Laundry Service 07/19/24 68.66 91025 San Bernardino County Vehicle Svcs Dept Fuel Charges 07/26/24 5,683.79 91047 Butchers Blocks & Building Materials Materials/Supplies 07/26/24 18.31 91053 Mission Linen Supply Inc. Uniform Laundry Service 07/26/24 65.84 91059 Waxie Sanitary Supply Inc. Janitorial Supplies 07/26/24 1,009.19 91074 Southwest Gas Corporation Natural Gas Usage 08/02/24 119.22 91079 US Bank Corporate Payment Systems Sound Equipment 08/02/24 59.94 91098 Mission Linen Supply Inc. Uniform Laundry Service 08/02/24 67.80 Civic Center Total 8,726.38
PAC Operations & Maintenance 4821
90997 OCML, Inc Portable Stage 07/19/24 8,748.50
91000 All Protection Alarm Alarm Monitoring 07/19/24 136.26 91002 Big Bear Electric Revolving Stage Repair 07/19/24 2,619.90 91074 Southwest Gas Corporation Natural Gas Usage 08/02/24 31.24 91109 US Bank Corporate Payment Systems Materials/Supplies 08/02/24 10.44 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
ACH Gary Payne Theatre Maintenance & Support 07/05/24 2,200.00 ACH Gary Payne Computer Equipment Repair 07/26/24 35.00 PAC Operations & Maintenance Total 13,781.34
Sanitation 250
90913 BlueTarp Financial, Inc. Materials/Supplies 07/05/24 166.22 90918 Frontier Communications Telephone Service 07/05/24 100.63 90923 Lance Soll & Lunghard Professional Services 07/05/24 2,144.00 90928 Mission Linen Supply Inc. Uniform Laundry Service 07/05/24 113.48 90937 Verizon Wireless Cell Phone Service 07/05/24 411.95 90941 Execucom After-Hours Call Services 07/05/24 808.99 90953 Merrell Johnson Engineering Inc Professional Services 07/12/24 1,306.50 90954 Genuine Auto Parts Vehicle Repair Parts 07/12/24 251.22 90955 Right of Way, Inc. Traffic Cones 07/12/24 2,630.18 90961 Butchers Blocks & Building Materials Materials/Supplies 07/12/24 71.07 90963 Cintas Corporation First Aid Supplies 07/12/24 65.73 90964 Lumber City Corp. Materials/Supplies 07/12/24 12.10 90965 Mission Linen Supply Inc. Uniform Laundry Service 07/12/24 113.48 90966 Genuine Auto Parts Vehicle Repair Parts 07/12/24 34.46 90967 Right of Way, Inc. Signage & Traffic Cones 07/12/24 4,506.39 90968 Underground Service Alert Inc. Underground Dig Alert Services 07/12/24 569.18 90980 City of Big Bear Lake Dept of Water & Power Water Usage 07/19/24 50.70 90984 Bear Valley Electric Electricity Usage 07/19/24 3,986.24 91007 Lumber City Corp. Materials/Supplies 07/19/24 38.76 91008 Frontier Communications Telephone Service 07/19/24 453.93 91009 Grainger Inc. Materials/Supplies 07/19/24 1,373.22 91012 Mission Linen Supply Inc. Uniform Laundry Service 07/19/24 113.48 91025 San Bernardino County Vehicle Svcs Dept Fuel Charges 07/26/24 3,029.65 91031 Bear Valley Electric Electricity Usage 07/26/24 442.03 91038 BlueTriton Brands Inc Drinking Water 07/26/24 1,031.23 91044 South Coast AQMD Permit Fees 07/26/24 707.00
91049 Cintas Corporation First Aid Supplies 07/26/24 601.65 91053 Mission Linen Supply Inc. Uniform Laundry Service 07/26/24 113.48 91074 Southwest Gas Corporation Natural Gas Usage 08/02/24 60.31 91076 Verizon Wireless Cell Phone Service 08/02/24 405.18 91079 US Bank Corporate Payment Systems Tax Roll Fee Notice Mailer/CWEA Annual Membership 08/02/24 3,294.26 91088 Lumber City Corp. Materials/Supplies 08/02/24 33.96 91089 Frontier Communications Telephone Service 08/02/24 100.63 91098 Mission Linen Supply Inc. Uniform Laundry Service 08/02/24 113.48 Sanitation Total 29,254.77
Property Lease General Operations 255
90907 San Bernardino County Weights & Measures Weights and Measure Permit - Leisure Bear Mobile Home Park 07/05/24 2,270.00 90933 SWA Group Inc. Park Concept Plan Development 07/05/24 154.24 90936 Tripepi, Smith & Associates, Inc. Professional Services 07/05/24 6,540.00 90956 Tripepi, Smith & Associates, Inc. Professional Services 07/12/24 1,365.00 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
91035 Ludecke's Electrical Service, Inc. Leisure Bear Electrical Repair 07/26/24 1,916.22 91045 Bear Valley Mutual Water Co Annual BVM Ground Lease - Leisure Bear Mobile Home Park 07/26/24 104,040.00 91060 Jon Wreesman Pines Restaurant Plumbing Repair 07/26/24 3,776.81 91062 Birtcher Anderson & Davis Assoc Inc. Improvement Plan Feasibility Study 08/02/24 9,167.00 Property Lease General Operations Total 129,229.27
Mountain Transit 282
90908 Mountain Area Regional Transit Authority No-Fare Trolley Contribution - June 07/05/24 41,666.67 90940 Mountain Area Regional Transit Authority No-Fare Trolley Contribution - July 07/05/24 41,666.67 91081 Mountain Area Regional Transit Authority No-Fare Trolley Contribution - August 08/02/24 41,666.67 Mountain Transit Total 125,000.01
Village Streetscape Maintenance 291
90915 Butchers Blocks & Building Materials Materials/Supplies 07/05/24 76.22 90961 Butchers Blocks & Building Materials Materials/Supplies 07/12/24 153.03 90980 City of Big Bear Lake Dept of Water & Power Water Usage 07/19/24 2,039.90 90984 Bear Valley Electric Electricity Usage 07/19/24 575.49 91003 Butchers Blocks & Building Materials Materials/Supplies 07/19/24 9.14 91031 Bear Valley Electric Electricity Usage 07/26/24 861.18 91051 Grainger Inc. Materials/Supplies 07/26/24 518.42
91057 New Pig Materials/Supplies 07/26/24 1,322.79
91074 Southwest Gas Corporation Natural Gas Usage 08/02/24 571.15 91084 Bear Valley Electric Electricity Usage 08/02/24 158.66 Village Streetscape Maintenance Total 6,285.98
Capital Projects 321
90926 Merrell Johnson Engineering Inc SMORE Division Creek Project 07/05/24 5,100.00 90934 Tom Dodson & Associates Castle Rock Trailhead Project 07/05/24 5,712.35 90953 Merrell Johnson Engineering Inc PAC Facility Improvement Project 07/12/24 6,946.25 91017 Access Anvil Corp. Castle Rock Trailhead Project 07/23/24 4,521.14 91032 Gibson Transportation Consulting, Inc. Castle Rock Trailhead Project 07/26/24 6,015.00 91075 Tom Dodson & Associates Castle Rock Trailhead Project 08/02/24 13,550.00 91103 Southern California Mountains Foundation CA 4 All Youth Workforce Project 08/02/24 223,547.44 Capital Projects Total 265,392.18
Refuse 550
90910 Big Bear Disposal Inc SB 1383 Grant Expenditures - Compost 07/05/24 2,774.25 90923 Lance Soll & Lunghard Professional Services 07/05/24 2,144.00 90928 Mission Linen Supply Inc. Uniform Laundry Service 07/05/24 163.13 90937 Verizon Wireless Cell Phone Service 07/05/24 122.06 90953 Merrell Johnson Engineering Inc Professional Services 07/12/24 1,306.50 90965 Mission Linen Supply Inc. Uniform Laundry Service 07/12/24 78.47 91012 Mission Linen Supply Inc. Uniform Laundry Service 07/19/24 78.47 91029 Big Bear Disposal Inc SB 1383 Grant Expenditures - Compost 07/26/24 2,800.50 91046 Big Bear Disposal Inc Rental Toilets 07/26/24 90.72 91053 Mission Linen Supply Inc. Uniform Laundry Service 07/26/24 75.24 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 07/01/2024 - 08/02/2024
91054 Mojave Desert & Mountain Membership Contribution 07/26/24 4,067.00 91068 Lynn Merrill And Associates, Inc. Professional Services 08/02/24 1,570.67 91076 Verizon Wireless Cell Phone Service 08/02/24 120.05 91079 US Bank Corporate Payment Systems Tax Roll Fee Notice Mailer 08/02/24 3,196.25 91098 Mission Linen Supply Inc. Uniform Laundry Service 08/02/24 77.49 Refuse Total 18,664.80
1,523,924.50
DISTRIBUTION OF TREASURY CASH Rate Amount % of Total
Demand Account - Union Bank $ 750,388 2.23%
Imprest Cash - Union Bank Payroll $ 5,342 0.02%
Imprest Cash $ 1,625 0.00%
Dental Self Insured Checking $ 157,273 0.47%
Local Agency Investment Fund (LAIF) 4.480% 32,727,500 $ 97.28% Total Cash In Treasury: $ 33,642,127 100.00%
INVESTMENT ACTIVITY Days Deposits Withdrawals
LAIF Average Life (Days) of Portfolio 226
LAIF Transactions $1,500,000 -$800,000
Interest Received for Fiscal Year 2023-24 $738,049
DISTRIBUTION OF CASH BY FUND June 2024 May 2024 Change
General $ 25,730,139 $ 25,934,542 $ (204,403)
Sanitation $ 5,279,246 $ 5,446,609 $ (167,363)
Capital Improvement $ (761,073) $ (463,128) $ (297,945) Refuse $ 1,327,735 $ 1,383,356 $ (55,621)
Trust $ 506,722 $ 186,328 $ 320,394
Successor Agency $ 1,242,520 $ 1,242,520 $ -
AB 3229 Supp Law Enforce $ 316,838 $ 494,329 $ (177,491) Total Cash in Treasury: $ 33,642,127 $ 34,224,557 $ (582,429) CASH WITH FISCAL AGENT - RESERVE FUNDS Cost Basis Market Value Current Yield 2005 Revenue Refunding Bonds
Big Bear Lake Reserve Fund $ 606,309 $ 606,309 5.19%
Moonridge Reserve Fund $ 86,360 $ 86,360 5.19%
1999 IA Tax Allocation Bonds $ 289,289 $ 289,289 5.19%
- The aforementioned investments conform to the City's investment policy. (Res. 2022-64) - Cash is sufficient to meet needs of the next 6 months. - Interest earned on invested cash is accrued on a quarterly basis.

Pursuant to California Government Code 53647 all local government agencies are required to report the current market value of investments under management by an outside party. The reserve funds for the aforementioned bond issues are held and managed by the City's Trustee, Union Bank.

CITY OF BIG BEAR LAKE

TREASURER'S REPORT
June, 2024

MEETING
DATE: August 14, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Erica Stephenson, City Clerk
Monica M. Connolly, Executive Assistant
SUBJECT: Designate Voting Delegates for the 2024 League of California Cities Annual Conference

BACKGROUND & DISCUSSION
The 2024 League of California Cities (Cal Cities) Annual Conference is scheduled to take place in Long Beach from October 16-18. An important part of the Cal Cities Annual Conference is the Annual Business Meeting. During this meeting, participants consider and take action on a variety of proposed resolutions that establish or amend Cal Cities policies. In order to vote at the Business Meeting, City Council must designate a voting delegate and alternate voting delegate, one of whom may vote in the event the designated voting delegate is unable to serve in that capacity. Cal Cities requires that the City’s voting delegate and alternate be affirmed by a formal City Council action, therefore staff has prepared the attached resolution for your consideration and possible action.

FISCAL IMPACT
There is no fiscal impact associated with this recommended action.

ENVIRONMENTAL CONSIDERATIONS
None requiring review under the California Environmental Quality Act (CEQA).

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it aids in the enhancement of local advocacy strategies and bolsters partnerships with regional partners.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Designating Mayor Perri Melnick as the Voting Delegate and City Manager Erik Sund as the Voting Alternate for the 2024 League of California Cities Annual Conference.

ATTACHMENT

1. Resolution No. 2024-XX
Item 1.2
RESOLUTION NO. 2024-XX

RESOLUTION DESIGNATING MAYOR PERRI MELNICK AS

THE VOTING DELEGATE AND CITY MANAGER ERIK SUND AS
THE VOTING ALTERNATE FOR THE 2024 LEAGUE OF

CALIFORNIA CITIES ANNUAL CONFERENCE
WHEREAS, the City of Big Bear Lake is a full voting member of the League of California Cities (Cal Cities); and
WHEREAS, Cal Cities takes positions on matters affecting cities throughout the state, including but not limited to sponsoring legislation, taking joint positions on pending legislation, and placing voters’ initiatives on the ballot; and
WHEREAS, the Cal Cities’ Board of Directors places matters for the cities’ collective consideration on the agenda for the Annual Business Meeting at the League’s conference; and WHEREAS, Cal Cities requires each city seeking to vote on said matters to authorize a voting delegate to formally represent the city by participating in the business meeting and vote on behalf of the city.

NOW, THEREFORE, BE IT RESOLVED BY the City Council of the City of Big Bear Lake that:

1. The City of Big Bear Lake appoints Mayor Perri Melnick as the voting delegate and City Manager Erik Sund as the voting alternate to the 2024 Cal Cities Annual Conference in Long Beach, California; and

2. The City Clerk, or the City Clerk’s designee, is authorized to inform Cal Cities of the above appointments.

PASSED, APPROVED AND ADOPTED this 14th day of August, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk
Item 1.2
Attachment 1

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is four; that the foregoing resolution, being Resolution No. 2024-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 14th day of August, 2024 and that the same was so passed and adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

MEETING
DATE: August 14, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Assistant City Manager
Katya Meyer, Project Manager
SUBJECT: Approve Fiscal Year 2024-25 Measure I Five Year Capital Improvement Plan

BACKGROUND & DISCUSSION
Measure I was a one-half of one percent sales tax adopted by San Bernardino County voters in 1989 to generate funding in support of roadway improvement and transportation projects throughout San Bernardino County. In 2004, voters again considered the measure and it was voted to be extended through 2040. Measure I funds support three (3) specific project focus areas:

Regional/Arterial Streets Program, Local Streets Program, and an Elderly/Disabled Transit Program. Local agencies throughout the County, including the City of Big Bear Lake, receive an annual local return allocation of Measure I funds to support local street projects. The City’s anticipated local return for Fiscal Year 2024-25 is approximately $567,495.

The distribution of Measure I funds is administered by the San Bernardino County Transportation Agency (SBCTA). A requirement of the receipt of these funds is that annually, by September 1, each agency shall submit to SBCTA a Five-Year Capital Improvement Plan that outlines all projects funded, partially or entirely, with Measure I funds. Additionally, the City shall submit an expenditure strategy document outlining the goals and objectives of the funding uses.

The City designates its annual local return allocation of Measure I funds to road maintenance activities. The adopted Capital Improvement Program (CIP) Budget for Fiscal Year 2024-25 includes approximately $2,800,000 dedicated to road maintenance and rehabilitation projects with approximately $743,500 of it coming from Measure I, which includes the current fiscal year’s allocation as well as remaining fund balance. The activities within these projects include street paving and rehabilitation, crack sealing, line striping, and pothole repair. The Measure I funds are specifically programmed to the Summit Boulevard Rehabilitation Project which includes pulverizing and demolishing the existing street, reconstructing the underground drainage infrastructure, constructing an entirely new pavement section and adding a pedestrian sidewalk on the east side of the street.

The proposed Five-Year Capital Improvement Plan and Expenditure Strategy continues to show all available Measure I resources supporting the ongoing Annual Street Rehabilitation Projects.

Item 1.3

FISCAL IMPACT
There is no direct fiscal impact associated with this action. The submittal of this resolution and the adopted planning documents is a requirement of the City continuing to receive annual allocations of Measure I proceeds. The City’s anticipated local return allocation for Fiscal Year 2024-25 is approximately $567,495.

ENVIRONMENTAL CONSIDERATIONS
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Adopting the Measure I Five-Year Capital Improvement Plan and Expenditure Strategy for Fiscal Year 2024-25 Through Fiscal Year 2028-29.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION ADOPTING THE MEASURE I FIVE-YEAR CAPITAL

IMPROVEMENT PLAN AND EXPENDITURE STRATEGY FOR
FISCAL YEAR 2024-25 THROUGH FISCAL YEAR 2028-29
WHEREAS, San Bernardino County voters approved passage of Measure I in 1989, authorizing the San Bernardino County Transportation Authority (SBCTA) to impose a one-half of one percent retail transactions and use tax applicable in the incorporated and unincorporated territory of the County of San Bernardino to fund road improvement projects; and,
WHEREAS, in November 2004, voters subsequently voted to extend the term of the Measure through 2040; and,
WHEREAS, SBCTA is responsible for administering the funds and distributing them to the local agencies for usage in one of the three (3) established categories: Regional/Arterial Streets, Local Streets, and Elderly/Disabled Transit; and,
WHEREAS, cities and agencies throughout San Bernardino County are eligible for an annual local return of these funds to support eligible activities within their jurisdictions and the City of Big Bear Lake annually receives approximately $567,495; and, WHEREAS, a requirement of the distribution of the local return funds to the eligible local agencies is that they submit, annually, a Five-Year Capital Improvement Plan and Expenditure Strategy which outline the proposed projects and intended expenditures of Measure I funds; and, WHEREAS, the City proposed to expend the annual Measure I allocation for the Summit Boulevard Rehabilitation Project in FY 2024-25 and the Annual Street Rehabilitation Project in the future fiscal years of the plan, which are budgeted in the Five-Year Capital Improvement Program; and, WHEREAS, the streets projects allocated for Measure I funding undertakes street overlays or reconstruction activities, based upon the street’s needs, with the goal of rehabilitating several miles of streets annually.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. The Measure I Five-Year Capital Improvement Plan (Exhibit A) and Expenditure Strategy (Exhibit B) Fiscal Year 2024-25 through Fiscal Year 2028-29, attached to this resolution, are hereby adopted.

2. Staff is directed to submit the adopted plan and strategy to the SBCTA accordingly.

Item 1.3
Attachment 1
PASSED, APPROVED AND ADOPTED this 14th day of August, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is four; that the foregoing resolution, being Resolution No. 2024-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 14 th day of August,
2024 and that the same was so passed and adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk
Resolution Number:

Resolution Approval Date:

Contact Person/Title:

Phone:

Email:
6/30/24 Carryover Balance $248,528.00
FY2024/25 Est. Revenue FY2025/26 Est. Revenue FY2026/27 Est. Revenue FY2027/28 Est. Revenue FY2028/29 Est. Revenue Total Est. Rev. $567,495 $628,539 $647,290 $665,829 $689,539 $3,198,692 Projects:

General Program Categories No No 100.0% 0.0% $80,000 $80,000 $0 $0 $0 $0 $80,000 General Program Categories No No 100.0% 0.0% $80,000 $0 $80,000 $0 $0 $0 $80,000 General Program Categories No No 100.0% 0.0% $80,000 $0 $0 $80,000 $0 $0 $80,000 General Program Categories No No 100.0% 0.0% $80,000 $0 $0 $0 $80,000 $0 $80,000 General Program Categories No No 100.0% 0.0% $80,000 $0 $0 $0 $0 $80,000 $80,000

0.0% 0.0% $0 $0 $0 $0 $0 $0 $0
Summit Boulevard Rehabilitation No No 0.0% 0.0% $3,200,000 $743,528 $0 $0 $0 $0 $743,528 FY 25/26 Street Rehabiliation Project No No 0.0% 0.0% $2,100,000 $0 $554,100 $0 $0 $0 $554,100 FY 26/27 Street Rehabiliation Project No No 0.0% 0.0% $2,200,000 $0 $0 $571,500 $0 $0 $571,500 FY 27/28 Street Rehabiliation Project No No 0.0% 0.0% $2,300,000 $0 $0 $0 $589,000 $0 $589,000 FY 28/29 Street Rehabiliation Project No No 0.0% 0.0% $2,400,000 $0 $0 $0 $0 $611,900 $611,900

0.0% 0.0% $0 $0 $0 $0 $0 $0 $0

0.0% 0.0% $0 $0 $0 $0 $0 $0 $0
$823,528 $634,100 $651,500 $669,000 $691,900 $3,470,028 Total Programming is currently 101% Total Estimated Programming: $3,470,028 Is Project in
City's
Non-motorized
Transportation
Plan?
(Yes/No)
Does Project
have an ATP
Component?
(Yes/No)
Is the Project on the City's
Nexus Study List?
(Public/DIF Share %)
Estimated Total
Project Cost
[email protected]
Projects Total:

Big Bear Lake
Current
Estimate
Current
Estimate Total Current
Estimate
Current
Estimate
Current
Estimate
(Must not exceed 150% of Carryover Balance +
Total Estimated Revenue)
2024-XX Jurisdiction:
8/14/2024
Sean Sullivan, Assistant City Manager
909-866-5831
Measure I Local Pass-through Program

FIVE YEAR CAPITAL IMPROVEMENT PLAN
Fiscal Years 2024/2025 thru 2028/2029

Page 1 of 1 ends

Exhibit A

MEASURE I CAPITAL IMPROVEMENT PLAN

EXPENDITURE STRATEGY
FISCAL YEAR 2024-2025 THROUGH 2028-2029
Measure I pass through funds will be used by the City of Big Bear Lake for a variety of roadway improvements projects with a focus on the Annual Street Rehabilitation Projects. As the City’s receipt of pass through funds are allocated for local roadways, the City is able to utilize all of these funds for the purpose of supporting the Annual Street Rehabilitation Projects.

The Annual Street Rehabilitation Projects are focused on maintaining and rehabilitating as many miles of City streets as possible each year. Streets identified for re-construction are chosen based on their rating within the City’s Pavement Management Plan, based upon staff identification of concerns from the field, and in coordination with the local utilities. Staff’s goal is to pave as many miles of streets each year, as possible to address areas of concern, to extend the useful life of the streets, and to coordinate with the activities of utilities and other projects. The amount of street improvements to be done each year is driven by the available budget and the needs of each streets.

As streets fall further into disrepair and need more extensive rehabilitation, such as street reconstruction, the costs associated with these improvements increase meaning that less work is able to be done annually. As efforts focus on maintenance treatments, such as mill and overlay or slurry sealing, these efforts are less expensive allowing additional work to be completed.

All Measure I funds are being expended to maintain, improve and/or re-construct existing City roadways.

Exhibit B

MEETING
DATE: August 14, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Assistant City Manager
Israel Gomez Rosales, Associate Engineer
SUBJECT: Award a Construction Contract – Sealcoating of Trails Project

BACKGROUND & DISCUSSION
Over the past eight (8) years, the City of Big Bear Lake has constructed multiple trails to serve the pedestrian and bicycle communities within the City. These trails include the Happy Hills Trail, the Knickerbocker Creek Trail, the Alpine Pedal Path Rathbun Creek Extension, two (2) phases of the Rathbun Creek Trail, and the Stanfield Marsh Outdoor Recreation and Education (SMORE) Trail Phase I. Most of these trails, with the exception of the Rathbun Creek Trail Phase III, were constructed with asphalt concrete paving. Appropriate maintenance treatments for asphalt concrete pavement includes crack sealing and the application of sealcoating, which is a tar based sealant applied over the existing asphalt to protect against elemental damage, such as water intrusion and U.V. impacts. The application of sealcoating will provide a renewed appearance of the surfaces and extend the useful life of the surface pavement. This is a critical maintenance activity to protect the extensive investment that the City has made in the construction of trails over the recent years.

Staff developed a project that will crack seal and apply a Type I slurry coating to all of the asphalt sections along the above identified trail sections. The crack sealing material will be applied first and it serves to fill cracks and prevent water intrusion into the pavement. The surface will then be sealed with a Type I slurry to further protect the pavement sections and rejuvenate the appearance of trails. For trails that have existing line striping, the striping will then be replaced. The total project area is approximately 142,000 square feet of surface area.

On June 12, 2024, the City Council authorized staff to solicit bids for this project. Staff proceeded with the public bid process in accordance with the California Public Contract Code and the City of Big Bear Lake purchasing guidelines. The project was advertised twice in the Big Bear Grizzly and posted on the City’s website and PlanetBids. On Thursday, August 1, 2024, the City received, publicly opened, and read aloud three (3) sealed bids with the following results:

Company Location Base Bid
Pavement Coatings Company Jurupa Valley, CA $210,526.77 VSS International, Inc. West Sacramento, CA $287,120.00 Bear Valley Paving Big Bear Lake, CA $390,396.00
Staff reviewed the bids received for completeness and accuracy and has determined that Pavement Item 1.4
Coatings Company is the lowest responsive bidder for this project. Pavement Coatings Company is a well experienced and qualified contractor in asphalt maintenance and coating services and has provided an extensive list of completed projects for a number of public agencies. Some of their reference agencies include the County of Los Angeles, the County of Ventura, and a number of Cities including Irvine, Ontario, and Victorville. Their references indicate satisfactory completion of all of their projects.

In addition to the base bid amount of $210,526.77 staff is seeking the authorization of an additional contingency amount of $20,000 (approximately 10%) to cover the cost of any unforeseen conditions or additional work that becomes necessary throughout the course of this project.

Staff is coordinating the scheduling of work with the contractor and the project duration is anticipated to be approximately four (4) weeks once work commences. This effort will require temporary closures of the trails while the work is taking place and while the treatment cures. These closures will be posted on the effected trails and be communicated to the public through the City’s typical communications methods.

FISCAL IMPACT
The total award amount for this contract is $230,526.77, which includes the base bid amount of $210,526.77 and contingency funds of $20,000. Funding for this project is available in the approved Fiscal Year 2024-25 Operating Budget, in the City Parks and Trails Section, in the amount of $100,000. Funding for this project was programmed from the City’s General Fund. Staff is requesting an additional appropriation of $130,600 from the General Fund to fulfill the necessary budget for this project.

ENVIRONMENTAL CONSIDERATIONS
At the time of authorizing the bid solicitation, the City Council found this project to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301.C as the operation, repair and maintenance of existing bicycle and pedestrian trails.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council's Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to Pavement Coatings Company for the Sealcoating of Trails Project and Approving a Budget Appropriation to Complete this Project.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO PAVEMENT

COATINGS COMPANY FOR THE SEALCOATING OF TRAILS PROJECT AND

APPROVING A BUDGET APPROPRIATION TO COMPLETE THIS PROJECT WHEREAS, over the past eight (8) years, the City of Big Bear Lake has constructed multiple trails to serve the pedestrian and bicycle communities within the City; and, WHEREAS, these trails include the Happy Hills Trail, the Knickerbocker Creek Trail, the Alpine Pedal Path Rathbun Creek Extension, two (2) phases Rathbun Creek Trail, and the Stanfield Marsh Outdoor Recreation and Education (SMORE) Trail Phase I and most of these trail sections were constructed of asphalt concrete (ac) pavement; and,
WHEREAS, the appropriate maintenance treatments for asphalt concrete pavement includes crack sealing and the application of sealcoating, which is a tar based sealant applied over the existing asphalt to protect against elemental damage, such as water and U.V. impacts; and, WHEREAS, the application of sealcoating will provide a renewed appearance of the surfaces and extend the useful life of the surface pavement and this critical maintenance activity will protect the extensive investment that the City has made in the construction of trails over the recent years; and, WHEREAS, staff developed a project that will crack seal and apply a Type I slurry coating to all of the asphalt trail sections, totaling approximately 142,000 square feet, and for trail sections that have existing line striping, the striping will be replaced in kind; and, WHEREAS, on June 12, 2024, the City Council authorized staff to solicit bids for the Sealcoating of Trails Project and this process was undertaking in accordance with the California Public Contract Code and the City’s purchasing guidelines; and, WHEREAS, on August 1, 2024, the City received, publicly opened, and read aloud three (3) sealed bids; and,
WHEREAS, upon their review of the bids, staff found the bid of Pavement Coatings Company, Jurupa Valley, CA., with a total base bid price of $210,526.77, to be the lowest responsive bid for this project; and,
WHEREAS, Pavement Coatings Company is well qualified to complete this project and has extensive experience in asphalt coating, sealing and maintenance, and they have successfully completed similar project for agencies such as the Counties of Los Angeles and Ventura and the Cities of Irvine, Ontario, and Victorville; and,
WHEREAS, in addition to the base bid amount of $210,526.77, staff is requesting the authorization of additional contingency funds in the amount of $20,000 (approximately 10%) to cover the cost of any unforeseen conditions or additional needs that arise throughout the course of construction; and,
WHEREAS, funding for this project was approved in the adopted Fiscal Year 2024-25 Operating Item 1.4
Attachment 1
Budget in the City Parks and Trails Section in the amount of $100,000 with the funding being derived from the City’s General Fund; and,
WHEREAS, staff is requesting an appropriation of $130,600 in funding from the General Fund to fulfill the necessary budget to complete these improvements.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. A construction contract is awarded to Pavement Coatings Company for the Sealcoating of Trails Project in an amount not to exceed $230,526.77 which includes the base bid and a contingency amount of $20,000 (approximately 10%).

2. A budget appropriation in the amount of $130,600 from the General Fund balance to the Sealcoating of Trails CIP Budget is approved.

3. The City Manager is authorized to execute the necessary documents in a form approved by the City Attorney.

PASSED, APPROVED AND ADOPTED this 14th day of August, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

BACKGROUND & DISCUSSON
The Civic Center and Performing Arts Center campus was constructed in the late 1980s and since the time of its construction, there have been ongoing issues with groundwater throughout the campus. Gound water flows through the property nearly year-round and when it is flowing at high levels, the groundwater floods the orchestra pit in the Performing Arts Center, which is at the lowest point in the building. In the late 1990s, a new drainage system was installed to intercept the flow of water and protect the parking lot improvements. The system, however, was not installed deep enough to intercept groundwater that intrudes into the deeper elements of the building.

In order to protect and preserve the facility, and the sizeable investment that was made in constructing and maintaining it, the City Council approved the PAC Drainage Project within the adopted Fiscal Year 2024-25 Capital Improvement Program. Staff has finalized design plans to construct a new drainage system approximately 16’ below ground to better manage the ongoing flow of groundwater on the site. The drainage system will include a large perforated pipe that will collect the water from the ground and channelize and convey it to the existing drainage system that serves the balance of the property. The system is designed to capture the nuisance water and prevent it from entering the building and the foundation area, and protect the integrity of the building.

On June 12, 2024, the City Council authorized staff to conduct a bid solicitation for this project in accordance with the City’s purchasing guidelines. The project was advertised twice in the Big Bear Grizzly and posted on the City website and PlanetBids. On August 1, 2024, staff received, publicly opened, and read aloud one (1) bid with the following result:

Bidder Location Base Bid Price
Bear Valley Paving Big Bear Lake, CA $373,300.00
In addition to the scope of work related to the PAC Drainage improvements, staff also included two Additive Alternate Bid Items related to additional improvements on the project site. Within the adopted Fiscal Year 2024-25 CIP, the City Council also approved a project identified as Civic Center Pavement and Driveway Improvements to address the condition of the parking lot Item 1.5
pavement and driveway approaches on the Civic Center Campus. Given that the PAC Drainage Project will have elements of asphalt and concrete repair as a part of the work, staff felt it would be appropriate to bid this scope of work as Additive Alternate No. 1 and Additive Alternate No. 2 given the nexus to the scope of work for the drainage project. Additive Alternate No. 1 includes removal and replacement of the West driveway approach as well as miscellaneous sidewalk, curb, and gutter replacements throughout the site. Additive Alternate No. 2 includes removal and replacement of portions of damaged asphalt pavement throughout the property. The bid results for the Additive Alternate items is as follows:

Bidder Additive Alternate No. 1 Additive Alternate No. 2 Bear Valley Paving $65,640.00 $57,197.00
Staff has reviewed the bids received for completeness and accuracy and the contractor’s background for qualifications and experience. Bear Valley Paving is an experienced general engineering contractor with a demonstrated history of satisfactory completion of similar projects for the City of Big Bear Lake and within the Big Bear Valley. Bear Valley Paving has previously completed a number of street paving and underground utility projects for the City and the work on those projects has been satisfactory. The contractor has provided trade references for similar projects completed for both public and private entities within the area.

The basis of award for this contract is the base bid price of $373,300 which staff has reviewed and believes is appropriate for the scope of work. The Additive Alternate items are optional and can be recommended for award at staff’s discretion. Given the similar nature of the work, the availability of the contractor to complete the work, and the reasonable price, staff is also recommending the award of Additive Alternate Items No. 1 & No. 2 in the amount of $122,837.

The total contract award for the base bid and Additive Alternate Items No. 1 & No. 2 is $496,137.

Additionally, staff is requesting an additional contingency amount of $50,000 (approximately 10%) to cover the cost of any unforeseen conditions that arise throughout the course of construction.

The completion of this project will require survey, geotechnical inspection, and project support with services to be provided by the City’s on-call engineering consultants. The services, as needed, will be procured in accordance with the City’s purchasing guidelines and the existing on-call agreements. Staff is requesting an additional budget of $40,000 for these services.

FISCAL IMPACT
The total requested authorization for this project, including the base bid, additive alternate items, construction contingency, and construction support services is not to exceed $586,137. Funding is available within the adopted Fiscal Year 2024-25 CIP in the amount of approximately $500,000.

Staff is requesting an appropriation of $87,000 in additional General Fund funding to fulfill the necessary budget to complete these improvements.

ENVIRONMENTAL CONSIDERATIONS
At the time that the City Council authorized the bid solicitation for this project, the project was found to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to section 15301 Existing Facilities as the repair, maintenance or minor alteration of a facility with no expansion of use.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council's Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to Bear Valley Paving for the Performing Arts Center Drainage Improvements Project and Approving a Budget Appropriation to Complete this Project.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO

BEAR VALLEY PAVING FOR THE PERFORMING ARTS CENTER

DRAINAGE IMPROVEMENTS PROJECT AND APPROVING A

BUDGET APPROPRIATION TO COMPLETE THIS PROJECT
WHEREAS, the Civic Center and Performing Arts Center campus was constructed in the late 1980s and since the time of its construction, there have been ongoing issues with groundwater throughout the campus as groundwater flows through the property nearly year-round and when it is flowing at high levels, the groundwater floods the orchestra pit in the Performing Arts Center; and,
WHEREAS, in the late 1990s, a new drainage system was installed to intercept the flow of water and protect the parking lot improvements; however, the system was not installed deep enough to intercept groundwater that intrudes into the deeper elements of the building; and, WHEREAS, in order to protect and preserve the facility, and the sizeable investment that was made in constructing and maintaining it, the City Council approved the PAC Drainage Project within the adopted Fiscal Year 2024-25 Capital Improvement Program; and, WHEREAS, staff has finalized design plans that will construct a new drainage system approximately 16’ below ground that will include a large, perforated pipe to collect the flowing ground water and divert it to the existing drainage system on the property to prevent the water from entering the building; and,
WHEREAS, the Fiscal Year 2024-25 Capital Improvement Program budget also included the Civic Center Pavement & Driveways Improvements project for the repair and replacement of concrete and asphalt elements on the Civic Center campus and since the nature of this work will involve both concrete and asphalt work, staff determined that it would be appropriate to include two (2) additive alternate items in the bid process for the additional work on the site; and, WHEREAS, on August 1, 2024, staff received, publicly opened and read aloud one (1) sealed bids with the lowest bid received being that of Bear Valley Paving with a base bid price of $373,300; and,
WHEREAS, the bid documents also include Additive Alternate No. 1, for concrete driveway and flat work repair on the Civic Cetner Campus, and Bear Valley Paving provided a price of $65,640 for this scope of work; and,
WHEREAS, the bid documents also include Additive Alternate No. 2, for asphalt pavement repair on the Civic Cetner Campus, and Bear Valley Paving provided a price of $57,197 for this scope of work; and,
WHEREAS, Bear Valley Paving is an established and qualified general engineering contractor who is experienced with projects of this nature, including several comparable projects for the City of Big Bear Lake, and they are well positioned to successfully undertake this project; and, Item 1.5
Attachment 1
WHEREAS, staff is recommending that the City Council award the Base Bid of $373,300, Additive Alternate No. 1 of $65,640, and Additive Alternate No.2 of $57,197, for a total award of $496,137; and,
WHEREAS, in addition to the total award of $496,137, staff is requesting a contingency amount of $50,000 (approximately 10%) to cover the cost of any unforeseen conditions that may arise during the completion of this project; and,
WHEREAS, the completion of this project will require additional project support services such as survey, geotechnical inspection, and construction observation and as such, staff is requesting an additional budget of $40,000 to fund these support services that will be provided utilizing the City’s existing on-call engineering firms; and,
WHEREAS, funding for these improvements is available in the adopted Fiscal Year 2024-25 Capital Improvement Program budget in the amount of $500,000; and, WHEREAS, staff is requesting an appropriation of $87,000 in funding from the General Fund to fulfill the necessary budget to complete these improvements.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. A construction contract is awarded to Bear Valley Paving for the PAC Drainage Improvements Project in the amount of $546,137, which includes the Base Bid, Additive Alternate No. 1, Additive Alternate No. 2, and a contingency fund of $50,000 (approximately 10%).

2. A project support budget of $40,000 is approved to procure the necessary project support services, such as survey, geotechnical inspection, and project oversight utilizing the City’s on-call engineering firms.

3. A budget appropriation in the amount of $87,000 from the General Fund balance to to the PAC Drainage Improvements Project CIP Budget.

4. The City Manager is authorized to execute all contract documents in a form approved by the City Attorney.

PASSED, APPROVED AND ADOPTED this 14th day of August 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

BACKGROUND & DISCUSSION
The City’s Sanitation Division is responsible for the maintenance of the sanitary sewer system which includes approximately 200 miles of sewer main, more than 3,000 manholes, and 12 sewer lift stations. Typical maintenance of the sewer mains includes hydro-jetting whereby water is forced into the sewer mains to clean and clear them. Given the underground nature of sewer mains, the primary method of repair and rehabilitation is generally to excavate and replace pipeline; however, there are less invasive options to repair sewer mains such as installing pipe liners. Cured in place pipe serves as a liner within the existing pipeline to correct concerns created by root intrusion, pipe collapse, or erosion. This effort will extend the useful life of the sewer lines without needing to excavate the streets and will limit the degree of disruption to the community.

Staff developed a project that will perform sewer lining to approximately 7,600 linear feet of impacted sewer pipeline. This lining will correct deficiencies in the pipelines, such as offset, minor pipe failures, and tree root intrusion. The focus area of this work will be the area of the City that is South of Big Bear Boulevard between Talmadge Road and Hillcrest Drive.

On June 12, 2024, the City Council authorized staff to solicit bids for this project. Staff proceeded with the public bid process in accordance with the California Public Contract Code and the City of Big Bear Lake purchasing guidelines. The project was advertised twice in the Big Bear Grizzly and posted on the City website and PlanetBids. On Thursday, August 1, 2024, the City received, publicly opened, and read aloud four (4) sealed bids with the following results:

Company Location Base Bid
Sancon Technologies, Inc. Huntington Beach, CA $487,976 Nu Line Technologies Vista, CA $573,780
Insituform Technologies, LLC. Chesterfield, MO $797,888 Tunnelworks Services, Inc. Whittier, CA $875,600
Staff reviewed the bids received for completeness and accuracy and has determined that Sancon Technologies, Inc. is the lowest responsive bidder for this project. Sancon is a well experienced contractor in sewer lining services and has successfully completed two (2) recent projects in the City of Big Bear Lake in 2022 and 2023.

Item 1.6
In addition to the base bid amount of $487,976 staff is seeking the authorization of an additional contingency amount of $48,000 (approximately 10%) to cover the cost of any unforeseen conditions or additional work that becomes necessary throughout the course of this project.

Work is anticipated to commence in early September and will take approximately four (4) weeks to complete. Residents will notice minor traffic control in the areas where work is taking place and there will be no disruption to sanitary sewer service during the construction period.

FISCAL IMPACT
The total award amount for this contract is $535,976, which includes the base bid amount of $487,976 and contingency funds of $48,000. Funding for this project is available in the approved Fiscal Year 2024-25 Capital Improvement Program budget with funding derived from the Sanitation Fund.

ENVIRONMENTAL CONSIDERATIONS
At the time of authorizing the bid solicitation, the City Council found this project to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301.b as repair and maintenance of existing public owned utility systems.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council's Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to Sancon Technologies, Inc. for the Sanitary Sewer Cured In Place Pipe Project.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AWARDING A CONSTRUCTION CONTRACT
TO SANCON TECHNOLOGIES, INC. FOR THE SANITARY

SEWER CURED IN PLACE PIPE PROJECT
WHEREAS, the City’s Sanitation Division is responsible for the maintenance of the sanitary sewer system which includes approximately 200 miles of sewer main, more than 3,000 manholes, and 12 sewer lift stations; and,
WHEREAS, Cured In Place Pipe is a methodology that serves as a pipeline within the existing pipeline to correct concerns created by root intrusion, pipe collapse, or erosion within excavation to the streets; and,
WHEREAS, the City’s approved Fiscal Year 2024-25 Capital Improvement Program (CIP) includes a Cured In Place Pipe Sewer Lining Project; and, WHEREAS, on June 12, 2024, the City Council authorized staff to solicit bids for this project, which includes approximately 7,600 linear feet of sewer main to be rehabilitated, using cured in place pipe; and,
WHEREAS, the area in question within the City is described as the area to the south of Big Bear Boulevard, between Talmadge Road and Hillcrest Drive where the pipelines have been found to be in deteriorating conditions that could be remedied by this process; and, WHEREAS, on August 1, 2024, the City received , publicly opened, and read aloud four (4) sealed bids for this project; and,
WHEREAS, upon their review of the bids, staff found the bid of Sancon Technologies, Inc., with a total base bid price of $487,976, to be the lowest responsive bid for this project; and, WHEREAS, Sancon Technologies, Inc. is well qualified to complete this project and has extensive experience in this line of work, and they have successfully completed two (2) similar projects for the City of Big Bear Lake in 2022 and 2023; and, WHEREAS, in addition to the base bid amount of $487,976, staff is requesting the authorization of additional contingency funds in the amount of $48,000 (approximately 10%) to cover the cost of any unforeseen conditions or additional needs that arise throughout the course of construction.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. A construction contract for Sanitary Sewer Cured In Place Pipe Project is awarded to Sancon Technologies, Inc. in an amount not to exceed $535,976.

2. The City Manager is authorized to execute the necessary documents in a form approved by the City Attorney.

Item 1.6
Attachment 1
PASSED, APPROVED AND ADOPTED this 14th day of August, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

BACKGROUND & DISCUSSON
Within the adopted Capital Improvement Program (CIP) as a part of the Fiscal Year 2023-24 Budget, the City Council adopted the Village Accessibility Improvements Project. The scope of work for this project is to construct additional ADA accessible sidewalk along Village Drive, between Pine Knot Avenue and Stocker Road, and improve and repair existing sidewalk, and construct replacement ADA ramps. In addition, the project will make ADA improvements to portions of the Pennsylvania Parking Lot.

The City Council authorized staff to conduct a bid solicitation for this project, in accordance with the City’s purchasing guidelines, on February 14, 2024. Staff finalized the design for the project in the Spring of 2024. The project was advertised twice in the Big Bear Grizzly and posted on the City website and PlanetBids. On August 1, 2024, staff received, publicly opened, and read aloud three (3) bids with the following result:

Bidder Location Base Bid Price
All American Building Services Santa Clarita, CA $294,200.00 Bear Valley Paving Big Bear Lake, CA $346,345.00
Kormex Construction, Inc. Ontario, CA $376,110.00
Staff has reviewed the bids received for completeness and accuracy and the contractors backgrounds for qualifications and experience. All American Building Services is an experienced general engineering contractor with experience working on similar projects for public entities including the City of Lancaster, Palm Springs Unified School District, and Adelanto Elementary School District.

Staff is recommending the award of contract in the amount of $294,200 as well as the establishment of a contingency fund of $29,000 (approximately 10%) to cover the cost of any unforeseen conditions that arise throughout the course of construction.

Work is anticipated to begin around September 3, 2024 and will take approximately eight (8) weeks to complete. The work will be staged in a manner to minimize impacts on businesses and any events that are taking place in the Village during this period.

Item 1.7

FISCAL IMPACT
The total requested authorization for this project, including the base bid and construction contingency is not to exceed $323,200. Sufficient funding is available within the adopted Fiscal Year 2024-25 CIP for the completion of this project. A portion of the funding for this project, approximately $170,000 is derived from the Community Development Block Grant, which are funds awarded by the County of San Bernardino Community Development & Housing Department. Projects that make accessibility improvements and remove physical barriers are an eligible use of these funds.

ENVIRONMENTAL CONSIDERATIONS
At the time that the City Council authorized the bid solicitation for this project, the project was found to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to section 15301.C Existing Facilities as the repair or maintenance of existing streets and highways.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council's Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to All American Building Services to Complete the Village Accessibility Improvements Project.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AWARDING A CONSTRUCTION CONTRACT

TO ALL AMERICAN BUILDING SERVICES TO COMPLETE

THE VILLAGE ACCESSIBILITY IMPROVEMENTS PROJECT
WHEREAS, within the adopted Capital Improvement Program (CIP) as a part of the Fiscal Year 2023-24 Budget, the City Council adopted the Village Accessibility Improvements Project; and, WHEREAS, the scope of work for this project is to construct additional ADA accessible sidewalk along Village Drive, between Pine Knot Avenue and Stocker Road, and improve and repair existing sidewalk, and construct replacement ADA ramps; and, WHEREAS, the project will make ADA improvements to portions of the Pennsylvania Parking Lot; and,
WHEREAS, the City Council authorized staff to conduct a bid solicitation for this project, in accordance with the City’s purchasing guidelines, on February 14, 2024 and staff finalized the design for the project in the Spring of 2024 ; and,
WHEREAS, on August 1, 2024, staff received, publicly opened and read aloud three (3) sealed bids with the lowest bid received being that of All American Building Services, Santa Clarita, CA with a base bid price of $294,200; and,
WHEREAS, staff reviewed the bids received and the contractors’ backgrounds and experience and have found that All American Building Services is the lowest responsive bidder for this project as they have a satisfactory record of working similar projects for both public and private customers; and,
WHEREAS, in addition to the base bid price of $294,200, staff is requesting a contingency amount of $29,000 (approximately 10%) to cover the cost of any unforeseen conditions or additional work that may arise during the completion of this project; and, WHEREAS, funding is available in the adopted Capital Improvement Program (CIP) to fund this project; and,
WHEREAS, a portion of the funding, approximately $170,000, is derived from the Community Development Block Grant, which are funds awarded by the County of San Bernardino Community Development & Housing Department and projects that make accessibility improvements and remove physical barriers are an eligible use of these funds.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. A construction contract is awarded to All American Building Services for the Village Accessibility Improvements Project in the amount of $323,200, which includes a contingency amount of $29,000 (approximately 10%).

Item 1.7
Attachment 1

2. The City Manager is authorized to execute all contract documents in a form approved by the City Attorney.

PASSED, APPROVED AND ADOPTED this 14th day of August 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

DISCUSSION/ACTION

ITEM REPORT

MEETING
DATE: August 14, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Assistant City Manager
Andrew Mellon, Community Development Manager
Alan Mondragon, Administrative Analyst
SUBJECT: Authorize Agreements for the Purchase and Implementation of Community Development Software

BACKGROUND & DISCUSSION
On September 28, 2022, Governor Newsom signed AB 2234, which amended the Government Code sections pertaining to post-entitlement permitting for development projects. Under existing law, local jurisdictions have established time limits in which to approve or disprove entitlement/development applications. This new legislation applies timing provisions to nondiscretionary post-entitlement processes such as building, demolition, and grading permits. The most significant element of the new legislation is that local agencies are now required to establish an online permitting system where applicants can apply, complete, and retrieve post-entitlement permits.

Around June 2023, staff began assessing the City’s current software resources as well as potential software solutions to achieve compliance with AB 2234. The City currently utilizes multiple software solutions for Community Development and permitting processes, including BluePrince for Building & Safety, CityView for Planning, and Gov Pilot for Business Licenses and Code Enforcement. This software is used to track items such as predevelopment reviews, entitlement applications, and all types of permits that are issued by Planning, Building & Safety as well as Engineering. The existing software packages are used for tracking and processing purposes, but they lack critical features and services including inter-departmental coordination, electronic submittals, and online messaging between the City and applicants, none of which meet the robust standards required by AB 2234. Staff has identified the limitations and issues associated with the City's current software systems and believes that by upgrading and improving these systems, not only will we be compliant with State regulations, but we will offer a better customer experience through improved handling and managing of the development review and permitting process.

As staff continued its review and analysis, it became apparent that the City was not positioned to comply with the requirements of AB 2234 by the January 1, 2024 deadline. At the December 13, 2023, City Council Meeting, staff presented a Resolution which approved a two-year time Item 2.1
extension to comply with AB 2234 requirements. This approved extension allows the City to assess and procure the necessary software and implement it by January 1, 2026. Given the services and agreements that are proposed at this time, staff is confident in the City’s plan and approach to achieve regulatory compliance by the revised deadline.

Through the efforts to investigate and evaluate software opportunities, staff’s interest was continually drawn to Accela. Accela is a software developer that works primarily within government solutions and their permitting platform is very highly used and well regarded amongst Planning and Building & Safety operations. Staff participated in a software demo and attended an Accela user conference to review and experience the software. With this exposure to Accela, staff has seen its capabilities, which well exceed those of the existing software in use by the City. Accela has extensive experience partnering with municipalities of all sizes, currently providing software solutions for the Cities of Fontana, Ontario, and Rancho Cucamonga. The City previously utilized Accela in the early to mid-2000s, however, the City transitioned to the current providers due to the then cost of the Accela platform. Accela has since transitioned to a Software as a Service (SaaS) model which has greatly reduced the price of the platform.

The Accela platform is utilized by 53 out of 58 counties in California, including the County of San Bernardino. Staff believes that developing continuity with the programs utilized by San Bernardino County Planning and Building & Safety will be a great benefit to the City as well as the local building community. Given that many of the developers and builders in the Big Bear Valley are accustomed to working with both the County as well as the City of Big Bear Lake, there is an inherent benefit to using the same, consistent platform throughout the valley.

Accela would be fully compliant with the requirements of AB 2234 as well as providing a muchimproved program for users to interact with the development process, including the Community Development Department as well as other supporting divisions such as Engineering and Code Enforcement. Through Accela, applicants would be able to submit applications and plans online, without the need to come to City Hall, they will be able to track the progress of their application every step of the way with up-to-date review times, receive comments and corrections through the software portal, and communicate regarding the status of their applications and permits. In addition, once applications are approved, they will be able to pull permits and schedule inspections through the software, remotely, at their convenience.

Staff is proposing that the City enter into an agreement with Accela for software services under an existing agreement between Accela and Butte County, California through an arrangement known as piggybacking. Piggybacking is when government contracts, which have been competitively procured, are made available to other agencies for their use without duplicating a procurement process. Piggybacking is allowed pursuant to the City’s purchasing policy and the proposed agreement, as well as this procurement, have been reviewed by the City Attorney. The proposed agreement with Accela is to license it under a software program as a service arrangement whereby the City will pay annually per the number of City license users for the license and access to the software. Under the proposed agreement, the annual licensing fees begin at $50,000 and are subject to an annual adjustment as outlined below:

Year 1 Year 2 Year 3 Year 4 Year 5
$50,000 $52,500 $55,125 $57,882 $60,775
The City’s current expenditures for the existing software packages are approximately $50,000 per year and the costs increase annually. Once Accela were to be implemented, the existing software services would be phased out, resulting in a near net neutral expenditure for the ongoing licensing of Accela.

Once the preferred software was identified, staff then focused on building a plan to identify the appropriate implementation partner. For a system of this nature, the City will contract with Accela for the purchase of the software and then need to execute a separate agreement with an implementation vendor. The implementation vendor’s role is to initiate and calibrate the software to meet the needs and preferences of the user group. The scope of work for the software implementation generally includes review of the City’s programs and processes and configuring the software to reflect their needs, reviewing and modifying existing interfaces, data conversions, scripts and reports from the existing software so that it can all be migrated to the new platform.

The vendor would also provide staff training, testing and launching the platform, and additional support as needed.

Staff interviewed three implementation vendors that were recommended by Accela including RedMark Technologies, ETech Consulting, and TruePoint Solutions. The goal of these reviews was to better understand their experience and approach to these services as well as an overview of the costs and timing associated with launching a project of this nature. The interviews also included extensive demonstrations of the software to support the discussion of their plan and approach to this assignment. The proposals were ranked upon the total cost, the proposed timeline to implement the services, the level of support that would be provided post implementation, and the overall experience. The costs proposed by the vendors were as follows:

Vendor Not to Exceed Cost
RedMark Technologies $151,600*
TruePoint Solutions $192,000
ETech Consulting $284,000
In reviewing the proposed pricing, it is worth noting that the proposal from RedMark Technologies included only Building & Safety operations and that to coordinate the work associated with Planning, Engineering and Code Enforcement would require additional costs. The proposals from TruePoint Solutions and ETech Consulting were comprehensive in that the cost provided covered all desired departmental implementations.

Staff concluded that TruePoint Solutions is the best suited, of the three companies, to be the implementation partner on this assignment. TruePoint Solutions is recognized as Accela’s top implementation partner with over ten (10) years’ experience working on Accela implementations and have worked with several Southern California cities including the Cities of Moreno Valley, Palmdale, and Rancho Cucamonga. Staff has conducted reference checks with these and other agencies and has found that the references for TruePoint spoke favorably of their services and ability to execute the project. TruePoint Solutions is proposing to complete this work for a total cost not to exceed $192,000, and plan to complete the implementation in 12-months.

Should the City Council approve these agreements, work will begin immediately on this effort.

Staff anticipates that after working through contracting documents, work on the implementation will begin in early September. The total implementation will last approximately one year; however, it is anticipated that the initial launch of the platform will be approximately eight months after the kickoff.

FISCAL IMPACT
The total initial startup costs, including the first year of the license and the implementation expense, will not exceed $242,000. Funding for this project is available within the adopted Fiscal Year 2024-2025 Operating Budget under the Information Technology Division.

ENVIRONMENTAL CONSIDERATION
The program and services do not constitute a project pursuant to the definitions within the California Environmental Quality Act (CEQA) and, therefore, no environmental review is required.

CONSIDERATION OF STRATEGIC PRIORITIES
This proposal aligns with Strategic Priority Goal No. 3, as it “strives to deliver the best customer service.”

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Authorizing Agreements with Accela, Inc. and TruePoint Solutions Related to the Purchase and Implementation of Community Development Software.

ATTACHMENTS

1. Resolution 2024-XXX

2. Accela Proposal

3. TruePoint Solutions Proposal
RESOLUTION NO. 2024-XX
RESOLUTION AUTHORIZING AGREEMENTS WITH ACCELA, INC. AND

TRUEPOINT SOLUTIONS RELATED TO THE PURCHASE AND

IMPLEMENTATION OF COMMUNITY DEVELOPMENT SOFTWARE
WHEREAS, AB 2234, which was signed by Governor Newsom in September 2022, updates regulations related to approving and permitting development projects as well as requires that local agencies establish an online permitting system by January 1, 2024 where applicants can apply, complete, and retrieve post-entitlement permits; and,
WHEREAS, around June 2023, staff began assessing the City’s current software resources as well as potential software solutions to achieve compliance with AB 2234 and it was determined that the City would be unable to meet the established deadline of January 1, 2024 for the implementation of a compliant software system; and,
WHEREAS, on December 13, 2023, the City Council adopted a Resolution that authorized a twoyear time extension for the implementation of the software platform to January 1, 2026; and, WHEREAS, through staff’s review and analysis, staff has determined that the existing software platforms that the City utilizes are not compliant with AB 2234 nor do they provide the features and functions that are readily available in other available platforms; and, WHEREAS, as staff was reviewing available software platforms, Accela positioned itself as the ideal solution based upon its extensive experience in this space and the extensive user list, including the County of San Bernardino; and,
WHEREAS, staff believes that there is an inherent benefit to the development community within the Big Bear Valley to utilize a consistent and familiar platform, which Accela provides being that this is the platform utilized by San Bernardino County; and, WHEREAS, the City of Big Bear Lake previously utilized Accela, to which the staff provided favorable reviews of the software; however, the City went to other platforms when the cost of the software increased significantly; and,
WHEREAS, Accela is available to the City under a Software as a Service (SAAS) agreement whereby the City would pay an annual license fee based upon the total number of users within the organization, which will start at approximately $50,000 annually and increase by 5% per year over the proposed five-year agreement pursuant to the below schedule:

Year 1 Year 2 Year 3 Year 4 Year 5
$50,000 $52,500 $55,125 $57,882 $60,775
WHEREAS, the City is able to piggyback off a previously competitively bid contract, which was awarded to Accela in Butte County, California. Under this piggyback agreement, the City adopts the terms and conditions of the agreement and the pricing is held consistent for the City of Big Bear Lake, and piggyback agreements are an acceptable procurement method according to the Item 2.1
Attachment 1
City’s purchasing policy; and,
WHEREAS, in addition to the purchase of the software, the City must identify an implementation partner who will focus on initiating and calibrating the software to meet the needs of the City and coordinating the migration of existing data to the new platform, as well as launching, testing, and supporting the new platform; and,
WHEREAS, staff interviewed three (3) implementation vendors as recommended by Accela including RedMark Technologies, ETech Consulting, TruePoint Solutions; and, WHEREAS, staff found TruePoint Solutions to be the most qualified as they are Accela’s number one implementation partner and they have extensive experience in implementing this platform with many agencies including the Cities of Moreno Valley, Palmdale, and Rancho Cucamonga and they are the most cost effective at a total cost of $192,000; and, WHEREAS, staff is proposing a one-year agreement with TruePoint Solutions at a cost not to exceed $192,000 to complete the implementation, launching, and servicing of the Accela platform; and,
WHEREAS, funding is available in the adopted Fiscal Year 2024-25 Annual Operating Budget within the Information Technology Division.

NOW, THEREFORE, BE IT RESOLVED by the City Council that

1. A five-year agreement is approved with Accela, Inc. for the provision of their software platform at a total cost not to exceed $277,000 over the five-year term.

2. A professional services agreement with TruePoint Solutions is approved for a term of one-year to implement the Accela Software platform at a cost not to exceed $192,000.

3. The City Manager is authorized to execute the necessary documents in a form approved by the City Attorney.

PASSED, APPROVED AND ADOPTED this 14th day of August, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk
2633 Camino Ramon, Suite 500
San Ramon, CA, 94583
Proposed by: Tyler Stanchina
Contact Phone:

Contact Email: [email protected]
Quote ID: Q-33001
Valid Through: 9/30/2024
Currency: USD
_______________________________________________________________________________________ Order Form
Address Information
Bill To: Ship To:

City of Big Bear Lake, CA City of Big Bear Lake, CA
PO Box 10000 39707 Big Bear Blvd
Big Bear Lake, California 92315-8900
United States
PO Box 10000
39707 Big Bear Blvd
Big Bear Lake, California 923158900
United States
Billing Name: Laura Knotts
Billing Phone: (909) 866-5831 x114
Billing Email: [email protected]
_______________________________________________________________________________________ Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 1 9/30/2024 9/29/2025 12 $2,500.00 20 $50,000.00 > Accela Building - SaaS Year 1 9/30/2024 9/29/2025 12 $0.00 20 $0.00 > Accela Planning - SaaS Year 1 9/30/2024 9/29/2025 12 $0.00 20 $0.00 > Accela Business Licensing -
SaaS
Year 1 9/30/2024 9/29/2025 12 $0.00 20 $0.00
TOTAL: $50,000.00
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 2 9/30/2025 9/29/2026 12 $2,625.00 20 $52,500.00 > Accela Building - SaaS Year 2 9/30/2025 9/29/2026 12 $0.00 20 $0.00 > Accela Planning - SaaS Year 2 9/30/2025 9/29/2026 12 $0.00 20 $0.00 > Accela Business Licensing -
SaaS
Year 2 9/30/2025 9/29/2026 12 $0.00 20 $0.00
TOTAL: $52,500.00
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 3 9/30/2026 9/29/2027 12 $2,756.25 20 $55,125.00 > Accela Building - SaaS Year 3 9/30/2026 9/29/2027 12 $0.00 20 $0.00 > Accela Planning - SaaS Year 3 9/30/2026 9/29/2027 12 $0.00 20 $0.00 Quote Number:Q-33001-1 Print Date:6/20/2024

Page 1 of 3 ends

Item 2.1
Attachment 2
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
> Accela Business Licensing -
SaaS
Year 3 9/30/2026 9/29/2027 12 $0.00 20 $0.00
TOTAL: $55,125.00
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 4 9/30/2027 9/29/2028 12 $2,894.06 20 $57,881.25 > Accela Building - SaaS Year 4 9/30/2027 9/29/2028 12 $0.00 20 $0.00 > Accela Planning - SaaS Year 4 9/30/2027 9/29/2028 12 $0.00 20 $0.00 > Accela Business Licensing -
SaaS
Year 4 9/30/2027 9/29/2028 12 $0.00 20 $0.00
TOTAL: $57,881.25
Services Year Start Date End Date Term
(Months)
Price Qty Net Total
Multi Solution User Year 5 9/30/2028 9/29/2029 12 $3,038.77 20 $60,775.31 > Accela Building - SaaS Year 5 9/30/2028 9/29/2029 12 $0.00 20 $0.00 > Accela Planning - SaaS Year 5 9/30/2028 9/29/2029 12 $0.00 20 $0.00 > Accela Business Licensing -
SaaS
Year 5 9/30/2028 9/29/2029 12 $0.00 20 $0.00
TOTAL: $60,775.31
Pricing Summary
Period Net Total
Year 1 $ 50,000.00
Year 2 $ 52,500.00
Year 3 $ 55,125.00
Year 4 $ 57,881.25
Year 5 $ 60,775.31
Total $ 276,281.56
Additional Terms:

1. No additional or conflicting terms or conditions stated in Customer’s order documentation, including purchase orders, will be incorporated into or form any part of this Order Form or the governing agreement, and all such terms or conditions will be null.

2. This Order Form, including any OnPrem Licenses, Maintenance and Support, and Subscription Services, Enhanced Reporting Database and Managed Application Services is governed by the Agreement between Butte County, CA and Accela, via piggyback. If those terms and conditions are non-existent, have expired, do not apply or have otherwise been terminated, the following terms at https://www.accela.com/terms/ will govern as applicable, based on the Customer’s purchase.

Quote Number:Q-33001-1 Print Date:6/20/2024

Page 2 of 3 ends

3. All Software Licenses, Maintenance, and Subscription purchases are non-cancelable and non-refundable.

4.If Customer has a prior agreement with Accela, and this purchase is co-terming with that prior agreement, if the start date on this Order Form is before the actual delivery date of the purchase, Accela may pro-rate this purchase so that it can co-term with the prior agreement.

5. If this Order Form is executed and/or returned to Accela by Customer after the Order Start Date above, Accela may adjust the Order Start Date and Order End Date without increasing the total price based on the date Accela activates the products and provided that the total term length does not change.

6. Pricing is based upon payment by ACH or check. Payment by credit card (including Purchase Cards) for product and services in this Order Form will be subject to a service charge of 3%. There is no service charge for ACH or check payment.

Signatures
Accela, Inc. Customer
Signature: Signature:

Print Name: Print Name:

Title: Title:

Date: Date:

Quote Number:Q-33001-1 Print Date:6/20/2024

Page 3 of 3 ends

Notwithstanding anything to the contrary, both parties acknowledge and agree that OpenCities is not licensed under this Agreement - OpenCities is licensed under the OpenCities terms and conditions as agreed to between Customer and OpenCities in a separate document for which which Accela is not a party and is not responsible or liable for under any condition.

ACCELA SUBSCRIPTION SERVICES AGREEMENT
This Accela Subscription Services Agreement (this “Agreement”) is entered into as of the date of the applicable Order, as defined below, that incorporates these terms (the “Effective Date”) by and between Accela, Inc. and Butte County (“Customer”).

1. DEFINITIONS.

1.1 "Accela System" means the information technology infrastructure used by or on behalf of Accela in performing the Subscriptions Services, including all computers, software (including but not limited to Accela Software), hardware, databases, electronic systems (including database management systems), and networks, whether operated directly by Accela or its third party suppliers.

1.2 "Aggregate Data" means data and information related to Customer's use of the Subscription Services, including anonymized analysis of all data processed in the Subscription Services, that is used by Accela in an aggregate and anonymized manner, including compiling statistical and performance information related to the provision and operation of the Services.

1.3 "Authorized User" means one named employee, contractor or agent of Customer at a given time (each identified by a unique email address) for whom Customer has purchased a subscription to the Subscription Services and who is authorized by Customer to access and use the Services under the rights granted to Customer pursuant to this Agreement.

1.4 Reserved.

1.5 “Customer Data” means the content, materials, and data that Customer, Authorized Users, and External Users enter into the Subscription Services. Customer Data does not include any component of the Subscription Services, material provided by or on behalf of Accela, or Aggregate Data.

1.6 “Documentation” means the then‐current technical and functional user documentation in any form made generally available by Accela for the Subscription Services.

1.7 “External Users” means third party users of the Subscription Services that access the public‐facing interfaces of the Subscription Services to submit queries and requests to facilitate communications between such third party and Customer.

1.8 “Intellectual Property Rights” means any patent rights (including, without limitation, patent applications and disclosures), copyrights, trade secrets, know‐how, and any other intellectual property rights, in all cases whether or not registered or registrable and recognized in any country or jurisdiction in the world.

1.9 “Order” means an Accela order form or other mutually acceptable document fully executed between Customer and Accela that incorporates this Agreement. 20201023
20201023

1.10 “Service Availability Policy” means the Accela Service Availability and Security Policy attached hereto as Exhibit A and incorporated herein.

1.11 “Subscription Services” means the civic administration services, comprised of the Accela System, Software, and Support Services, to which Customer may license access to in accordance with the terms herein.

1.12 “Software” means any licensed software (including client software for Authorized Users’ devices) and Documentation that Accela uses or makes available as part of the Subscription Services.

1.13 “Support Services” means those technical and help services provided by Accela in accordance with the Accela Software Support Services Policies (SaaS) attached hereto as Exhibit B and incorporated herein.

1.14 “Subscription Period” means the duration of Customer’s authorized use of the Subscription Services as designated in the Order.

2. USAGE AND ACCESS RIGHTS.

2.1 Right to Access. Subject to the terms and conditions of this Agreement, Accela hereby grants to Customer a limited, non‐exclusive, non‐transferable right and license during the Subscription Period, to permit: (i) Authorized Users to access and use the internal and administrative interfaces of the Subscription Services in accordance with the Documentation to support Customer’s internal business purposes and (ii) its External Users the ability to access and use the publicly available interfaces to submit requests and information to Customer. Each instance of the Subscription Service shall be provisioned with the amount of storage set forth in the Accela Data Storage Policy (attached hereto as Exhibit C), and additional storage may be purchased pursuant to a contract amendment executed by both parties. Accela represents that the Subscription Services shall perform materially in compliance with Customer’s requirements included as Exhibit D to this Agreement.

2.2 Support Services & Service Availability. During the Subscription Period, and unless Premium Support has been purchased by Customer in an Order, Accela shall provide to Customer Standard Support Services specified in Exhibit B at the service levels specified in the applicable policies. The remedies set forth in Exhibit A are the sole and exclusive remedies for any breach of the service levels. Customer grants Accela a royalty‐free, worldwide, transferable, sub‐licensable, irrevocable, perpetual license to use or incorporate into its software or services any suggestions or other feedback provided by Customer or Authorized Users relating to the operation or features of the Subscription Services.

2.3 Purchasing Consulting Services. Customer may purchase Consulting Services from Accela by executing an Order for such services.

2.4 Restrictions on Use. Customer shall not, and shall not permit others to: (i) use or access the Subscription Services in any manner except as expressly permitted by the Agreement, including but not limited to, in a manner that circumvents contractual usage restrictions set forth in this Agreement; (ii) license, sub‐license, sell, re‐sell, rent, lease, transfer, distribute, time share or otherwise make any portion of the Subscription Services available for access by third parties except as otherwise expressly provided herein; (iii) use the Subscription Service in a way that: (a) violates or infringes upon the rights 20201023
of a third party; or (b) stores or transmits libelous, tortious, or otherwise unlawful material or malicious code or viruses; (iv) create derivative works, reverse engineer, decompile, disassemble, copy, or otherwise attempt to derive source code or other trade secrets from or about any of the Subscription Services (except to and only to the extent such rights are proscribed by law); (v) interfere with or disrupt the security, integrity, operation, or performance of the Subscription Services; (vi) access, use, or provide access or use to the Subscription Services or Documentation for the purposes of competitive analysis or the development, provision, or use of a competing software, SaaS or product or any other purpose that is to Accela’s detriment or commercial disadvantage; (vii) provide access to the Subscription Services to competitors of Accela; (viii) access or use components of the Subscription Service not licensed by Customer; (ix) use or allow the use of the Subscription Services by anyone located in, under the control of, or that is a national or resident of a U.S. embargoed country or territory or by a prohibited end user under Export Control Laws (as defined in Section 12.3, Compliance with Laws); (x) remove, delete, alter or obscure any trademarks, Documentation, warranties, or disclaimers, or any copyright, trademark, patent or other intellectual property or proprietary rights notices from any Subscription Services; or (xi) access or use the Subscription Services in, or in association with, the design, construction, maintenance, or operation of any hazardous environments, systems or applications, any safety response systems or other safety‐critical applications, or any other use or application in which the use or failure of the Subscription Services could lead to personal injury or severe physical or property damage.

2.5 Ownership. Accela retains all Intellectual Property Rights, including all rights, title and license to the Subscription Service, Software, Accela System, Support Services, Consulting Services, and Aggregate Data, any related work product of the foregoing and all derivative works thereof by whomever produced; provided however, that to the extent such materials are delivered to Customer as part of the Subscription Services, Consulting Services or Support Services then Customer shall receive a limited license consistent with the terms of Section 2 to use such materials during the Subscription Period.

2.6 Customer’s Responsibilities. Customer will: (i) be responsible for meeting Accela’s applicable minimum system requirements for use of the Subscription Services set forth in the Documentation; (ii) be responsible for Authorized Users’ compliance with this Agreement and for any other activity (whether or not authorized by Customer) occurring under Customer’s account; (iii) be solely responsible for the accuracy, quality, and integrity of Customer Data, provided, however that for the purposes of this clause the parties agree that Customer Data shall not include Customer Data from External Users; (iv) use commercially reasonable efforts to prevent unauthorized access to or use of the Subscription Services and Customer Data under its account, and notify Accela promptly of any such unauthorized access or use, and; (v) use the Subscription Services only in accordance with the applicable Documentation, laws and government regulations.

3. PAYMENT TERMS.

3.1 Purchases Directly from Accela. Except as otherwise set forth in an Order, Subscription fees shall be invoiced annually in advance and such fees shall be due and payable on the first day of the Subscription and on each anniversary thereafter for each renewal, if any. All other invoices shall be due and payable net thirty (30) from the date of the applicable invoice. All amounts payable to Accela under this Agreement shall be paid by Customer in full without any setoff, deduction, debit, or withholding for any reason. All Subscription Services fees are exclusive of any taxes, levies, duties, 20201023
withholding or similar governmental assessments of any nature (collectively, "Taxes"). If any such Taxes are owed or payable for such transactions, they shall be paid separately by Customer without set‐off to the fees due Accela.

3.2 Purchases from Authorized Resellers. In the event that Customer has purchased any products or services through a reseller, subject to these terms, any separate payment arrangements and terms shall be exclusively through such reseller and Accela is not a party to such transactions. Accela’s sole obligations are set forth herein and Customer acknowledges that its rights hereunder may be terminated for non‐payment to such third party.

4. CONFIDENTIALITY. As used herein, "Confidential Information" means all confidential information disclosed by one party to this Agreement to the other party of this Agreement whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. However, Confidential Information will not include any information that: (i) is or becomes generally known to the public without breach of any obligation owed to the disclosing party; (ii) was known to the receiving party priorto its disclosure without breach of any obligation owed to the disclosing party; (iii) is received without restriction from a third party without breach of any obligation owed to the disclosing party; or (iv) was independently developed by the receiving party. Each party will use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) not to disclose or use any Confidential Information except as permitted herein, and will limit access to Confidential Information to those of its employees, contractors and agents who need such access for purposes consistent with this Agreement and who are bound to protect such Confidential Information consistent with this Agreement. The receiving party may disclose Confidential Information if it is compelled by law to do so, provided the receiving party gives the disclosing party prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the disclosing party's request and cost, to contest, limit, or protect the disclosure. Notwithstanding the foregoing, the parties agree that (1) the Customer is subject to the requirements of the California Public Records Act (California Government Code section 6520 et seq.) and (2)(a) proposals submitted by Accela to Customer and (b) agreements (including exhibits and orders) entered into between Customer and Accela are public records and disclosable when such agreement is placed on an agenda for approval by Customer’s Board of Supervisors. .

5. CUSTOMER DATA.

5.1 Ownership. Customer reserves all its rights, title, and interest in and to the Customer Data. No rights are granted to Accela hereunder with respect to the Customer Data, except as otherwise set forth explicitly in Section 5.

5.2 Usage. Customer shall be responsible for Customer Data as entered into, applied or used in the Subscription Services. Customer acknowledges that Accela generally does not have access to and cannot retrieve lost Customer Data. Customer grants to Accela the non‐exclusive right to process Customer Data (including personal data) for the sole purpose of and only to the extent necessary for Accela: (i) to provide the Subscription Services; (ii) to verify Customer’s compliance with the restrictions set forth in Section 2.4 (Restrictions on Use) if Accela has a reasonable belief of Customer’s non‐compliance; and (iii) as otherwise set forth in this Agreement. Accela may utilize the information concerning Customer’s use of the Subscription Services (excluding any use of Customer’s Confidential Information) to improve Subscription Services, to provide Customer with reports on its use of the Subscription Services, and to compile aggregate statistics and usage patterns by customers using the Subscription Services. 20201023

5.3 Use of Aggregate Data. Customer agrees that Accela may collect, use and disclose Aggregate Data derived from the use of the Subscription Services for industry analysis, benchmarking, analytics, marketing and other business purposes. All Aggregate Data collected, used and disclosed will be in aggregate form only and will not identify Customer, its Authorized Users or any third parties utilizing the Subscription Services.

6. WARRANTIES AND DISCLAIMERS.

6.1 Subscription Services Warranty. During the Subscription Period, Accela warrants that Subscription Services shall perform materially in accordance with the applicable Documentation. As Customer’s sole and exclusive remedy and Accela’s entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to: (a) repair the Subscription Services in question; (b) replace the Subscription Services in question with those of substantially similar functionality; or (c), after making all commercially reasonable attempts to do the foregoing, terminate the applicable Subscription Services and refund all prepaid fees paid by Customer for such non‐compliant Subscription Services.

6.2 Reserved.

6.3. Disclaimers. EXCEPT AS EXPRESSLY PROVIDED HEREIN, ACCELA MAKES NO WARRANTY OF ANY

KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND SPECIFICALLY DISCLAIMS ALL

IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, SECURITY, FITNESS FOR A PARTICULAR PURPOSE OR NON‐INFRINGEMENT, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

6.4. Cannabis‐Related Activities. If Customer purchases any Subscription Services for use with any cannabis‐related activities, the following additional disclaimers shall apply: Accela is considered a software service provider to its customers and not a cannabis related business or agent thereof. In addition to the foregoing, Accela only retains Subscription Services fees of this Agreement from its Customer for general software services, a state or local government agency, and does not retain these fees from any type of External Users. It is the sole responsibility of the Customer to offer state law compliant services, which may be coordinated and facilitated through the use of the Subscription Services. Accela makes no representations, promises, or warranties with respect to the legality, suitability, or otherwise regarding any third party provider, including partners, and have no responsibility or liability with respect to services provided to Customer by such third parties.

7. INDEMNIFICATION. Accela will defend (or at Accela’s option, settle) any third party claim, suit or action brought against Customer to the extent that it is based upon a claim that the Subscription Services, as furnished by Accela hereunder, infringes or misappropriates the Intellectual Property Rights of any third party, and will pay any costs, damages and reasonable attorneys’ fees attributable to such claim that are finally awarded against Customer, provided that Customer provides: (a) Accela notice of such claim as soon practical and in no event later than would reasonably permit Accela to respond to such claim, (b) reasonable cooperation to Accela, at Accela’s expense, in the defense and/or settlement of such claim and (c) Accela the sole and exclusive control of the defense, litigation and settlement of such claim. In the event that Accela reasonably believes, in its sole discretion, that such claim may 20201023
prevail or that the usage of the Subscription Services may be joined, Accela may seek to: (a) modify the Subscription Services such that it will be non‐infringing (provided such modification does not materially reduce the functionality or performance of Customer’s installed instance); (b) replace the Subscription Services with a service that is non‐infringing and provides substantially similar functionality and performance; or, if the first two options are not commercially practicable, (c) terminate the remainder of the Subscription Period and refund any pre‐paid, unused fees received by Accela. Accela will have no liability under this Section 7 to the extent any claims arise from (i) any combination of the Subscription Services with products, services, methods of a third party; (ii) a modification of the Subscription Services that were either implemented by anyone other than Accela or implemented by Accela in accordance with Customer specifications; (iii) any use of the Subscription Services in a manner that violates this Agreement or the instructions given to Customer by Accela; (iv) a version of the Subscription Services other than the current, fully patched version, provided such updated version would have avoided the infringement; or (v) Customer’s breach of this Agreement. THIS SECTION 7

STATES THE ENTIRE OBLIGATION OF ACCELA AND ITSLICENSORSWITH RESPECT TO ANY ALLEGED OR

ACTUAL INFRINGEMENT OR MISAPPROPRIATION OF INTELLECTUAL PROPERTY RIGHTS RELATED TO THIS AGREEMENT.

8. LIMITATION OF LIABILITY. EXCEPT FOR LIABILITY ARISING OUT OF EITHER PARTY’S LIABILITY FOR DEATH OR PERSONAL INJURY OR CUSTOMER’S BREACH OF SECTION 2, NEITHER PARTY’S AGGREGATE

LIABILITY FOR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE

USE OF OR INABILITY TO USE THE SERVICE, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY OF LIABILITY, SHALL EXCEED THREE HUNDRED EIGHTY‐FIVE THOUSAND DOLLARS ($385,000), EXCEPT FOR ACCELA’S LIABILITY FOR BREACH OF SECTION 9, WHICH SHALL NOT EXCEED FIVE HUNDRED SEVENTY‐SEVEN THOUSAND AND FIVE HUNDRED DOLLARS ($577,500). EXCEPT FOR LIABILITY ARISING OUT OF CUSTOMER’S BREACH OF SECTION 2 OR EITHER PARTY’S LIABILITY FOR DEATH OR PERSONAL

INJURY, IN NO EVENT SHALL EITHER PARTY OR ANY OTHER PERSON OR ENTITY INVOLVED IN CREATING,

PRODUCING OR DELIVERING THE SERVICE BE LIABLE FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY OR

CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFITS, LOSS OF DATA OR LOSS OF GOODWILL, SERVICE

INTERRUPTION, COMPUTER DAMAGE OR SYSTEM FAILURE OR THE COST OF SUBSTITUTE PRODUCTS OR

SERVICES, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF OR

INABILITY TO USE THE SUBSCRIPTION SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR ANY OTHER LEGAL THEORY. THE FOREGOING

EXCLUSIONS APPLY WHETHER OR NOT A PARTY HAS BEEN INFORMED OF THE POSSIBILITY OF SUCH

DAMAGE, AND EVEN IF A LIMITED REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE.

9. SECURITY. Accela has implemented commercially viable and reasonable information security processes, policies and technology safeguards to protect the confidentiality and integrity of Customer Data, personal data protect against reasonably anticipated threats. Customer acknowledges that, notwithstanding security features of the Subscription Services, no product, hardware, software or service can provide a completely secure mechanism of electronic transmission or communication and that there are persons and entities, including enterprises, governments and quasi‐ governmental actors, as well as technologies, that may attempt to breach any electronic security measure. Accela will only have liability for any such security breach pursuant to its limited warranty obligations set forth in Section 6 and its limitation of liability set forth in Section 8. Customer further acknowledges that the Subscription Services is not guaranteed to operate without interruptions, failures, or errors. If Customer or Authorized Users use the Subscription Services
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in any application or environment where failure could cause personal injury, loss of life, or other substantial harm, Customer assumes any associated risks.

10. THIRD PARTY SERVICES. Customer may choose to obtain a product or service from a third party that is not directly produced by Accela as a component of the Subscription Services (“Third Party Services”) and this may include third party products resold by Accela. Accela assumes no responsibility for, and specifically disclaims any liability, warranty or obligation with respect to, any Third Party Service or the performance of the Subscription Services (including Accela’s service level commitment) when the Subscription Services are used in combination with or integrated with Third Party Services.

11. TERM AND TERMINATION.

11.1 Agreement Term. This Agreement shall become effective on the Effective Date and shall continue in full force and effect until the expiration of any Subscription Periods set forth in an applicable Order governed by the Agreement.

11.2 Subscription Periods & Renewals. Subscription Periods begin as specified in the applicable Order and, unless terminated earlier in accordance with this Agreement, continue for the term specified therein. Orders may only be cancelled or terminated early in accordance with Section 11.3. Subscription Services renewals may be subject to an annual increase, which the parties agree to negotiate in good faith at least sixty (60) days prior to the termination date which will be part of an amendment to this agreement. In the event of any non‐ renewal or other termination, Customer’s right to use the Subscription Services will terminate at the endof the relevant Subscription Period.

11.3 Termination or Suspension for Cause. A party may terminate this Agreement and Subscription Services license granted hereunder for cause upon thirty (30) days’ written notice to the other party of a material breach if such breach remains uncured at the expiration of such thirty (30) day period. Either party may terminate immediately if the other party files for bankruptcy or becomes insolvent. Accela may, at its sole option, suspend Customer’s or any Authorized User’s access to the Subscription Services, or any portion thereof, immediately if Accela: (i) suspects that any person other than Customer or an Authorized User is using or attempting to use Customer Data; (ii) suspects that Customer or an Authorized User is using the Subscription Services in a way that violates this Agreement and could expose Accela or any other entity to harm or legal liability; (iii) is or reasonably believes it is required to do so by law or court order or; (iv) Customer’s payment obligations are more than ninety (90) days past due, provided that Accela has provided at least thirty (30) days’ notice of such suspension for delinquent payment. Should Customer terminate this Agreement for cause, Accela will refund a pro‐rata portion of unused, pre‐paid fees.

11.4 Effect of Termination. If this Agreement expires or is terminated for any reason: (i) within thirty (30) calendar days following the end of Customer’s final Subscription Period, upon Customer’s request ,Accela shall provide Customer Data and associated documents in a database dump file; provided that Customer pays any and all unpaid amounts due to Accela; (ii) licenses and use rights 20201023
granted to Customer with respect to Subscription Services and intellectual property will immediately terminate; and (iii) Accela’s obligation to provide any further services to Customer under this Agreement will immediately terminate, except as mutually agreed between the parties. If the Subscription Services are nearing expiration date or are otherwise terminated, Accela will initiate its data retention processes, including the deletion of Customer Data from systems directly controlled by Accela.

11.5 Survival. Sections 2.5 (Ownership and Proprietary Rights), 4 (Confidentiality), 6.3 (Disclaimer), 8 (Limitation of Liability), 11.4 (Effect of Termination), 11.5 (Surviving Provisions), and 12 (General Provisions) will survive any termination or expiration of this Agreement.

12. GENERAL.

12.1 Notice. Except as otherwise specified in this Agreement, all notices, permissions and approvals hereunder will be in writing and will be deemed to have been given upon: (i) personal delivery; (ii) three days after sending registered, return receipt requested, post or; (iii) one day after sending by commercial overnight carrier. Notices will be sent to the address specified by the recipient in writing when entering into this Agreement or establishing Customer’s account for the Subscription Services.

12.2 Governing Law and Jurisdiction. This Agreement and any action related thereto will be governed by the laws of the State of California without regard to its conflict of laws provisions. The exclusive jurisdiction and venue of any action related to the subject matter of this Agreement will be the state court located in Butte County and each of the parties hereto waives any objection to jurisdiction and venue in such courts.

12.3 Compliance with Laws. Each party will comply with all applicable laws and regulations with respect to its activities under this Agreement including, but not limited to, export laws and regulations of the United States and other applicable jurisdictions. Further, in connection with the services performed under this Agreement and Customer’s use of the Subscription Services, the parties agree to comply with all applicable anti‐corruption and anti‐bribery laws, statutes and regulations.

12.4 Assignment. Neither party may not assign or transfer this Agreement, whether by operation of lawor otherwise, without the prior written consent of the other which shall not be unreasonably withheld. Any attempted assignment or transfer, without such consent, will be null and void. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respective successors and permitted assigns.

12.5 Miscellaneous. No failure or delay by either party in exercising any right under this Agreement will constitute a waiver of that right. Other than as expressly stated herein, the remedies provided herein are in addition to, and not exclusive of, any other remedies of a party at law or in equity. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision will be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement will remain in effect.

Accela will not be liable for any delay or failure to perform under this Agreement to the extent such 20210211
delay or failure results from circumstances or causes beyond the reasonable control of Accela.Customer will not be liable for any delay or failure to perform under this Agreement to the extent such delay or failure results from circumstances or causes beyond the reasonable control of Customer. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or similar relationship between the parties. This Agreement, including any attachments hereto as mutually agreedupon by the parties, constitute the entire agreement between the parties concerning its subject matter and it supersedes all prior communications, agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement will be effective unless in writing and signed by a duly authorized representative of each party against whom the modification, amendment or waiver is to be asserted. Notwithstanding any language to the contrary, no additional or conflicting terms or conditions stated in any of Customer’s purchase order documentation or otherwise will be incorporated into or form any part of this Agreement, and all such terms or conditions shall be null and void.

Exhibits
Exhibit A = Accela Service Availability and Security Policy Exhibit B = Accela Software Support Services Policies
Exhibit C = Accela Data Storage Policy
Exhibit D = Customer Requirements

Page 1 of 1 ends

ACCELA, INC. BUTTE COUNTY
__________________________ ________ ______________________ _________ Date Paul LeValley, Director Date
Department of Information Systems
Reviewed for Contract Policy Compliance
__________________________ _________
Date _______________________ _________
Syndee Howerton Date
Contracts Procurement Agent, Sr.

Department of General Services
Approved As To Form
_______________________ _________
Brad J. Stephens Date
Interim Butte County Counsel
_______________________ _________
Bill Connelly, Chair Date
Butte County Board of Supervisors
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Exhibit A = Accela Service Availability and Security Policy Accela Availability and Security Policy
Service Availability:

Accela will use commercially reasonable efforts to (a) provide bandwidth sufficient for Customer’s use of the Subscription Services provided hereunder and in an applicable Order Form and (b) operate and manage the Subscription Services with a ninety‐nine and one‐half percent (99.9%) uptime goal (the “Availability SLA”), excluding situations identified as “Excluded” below.
“Excluded" means any outage that results from any of the following:
a. Any maintenance performed by Accela during Accela’s standard maintenance windows. Accela willnotify Customer within forty‐eight (48) hours of any standard maintenance and within twenty‐four (24) hours for other non‐standard emergency maintenance (collectively referred to herein as “Scheduled Maintenance”). Scheduled maintenance includes off‐ business‐hours (agency time) deployments of major releases & service packs. Major releases are deployed into an agency's non‐production environments wellin advance, typically 4 weeks ahead of production, to allow for adequate user acceptance testing.
b. Customer’s information content or application programming, or the acts or omissions of Customer or its agents, including, without limitation, the following:

1. Any mis‐configuration by Customer (as determined in Accela’s sole discretion), including, without limitation, configuration errors and bad or unintended usage of the Subscription Services.

2. Forcemajeure or other circumstances beyond Accela’sreasonable controlthat could not be avoidedby its exercise of due care.
c. Failures of the carrier networks itself and the network by which Customer connects to the carrier networks any other network unavailability.
d. Any window of time when Customer agreesthat Subscription Services availability/unavailability will not be monitored or counted.
e. Interruptions or delays in providing the Subscription Services resulting from telecommunication or Internet service provider failures.
f. Customer’s or any third party’s use of the Subscription Services in an unauthorized or unlawful manner.

Remediesfor Excessive Downtime:

In the event the Availability of the Subscription Services falls below the Availability SLA in a given calendar month, Accela will pay Customer a service credit (“Service Credit”) equal to the percentage of the fees set forth in the table below corresponding to the actual Availability of the Subscription Services during the applicable calendar month. Such 20210211
Service Credit will be issued as a credit against any fees owed by Customer for the next calendar month of the Subscription Period or, if Customer does not owe any additional fees, then Accela will pay Customer the amount of the applicable Service Credit within thirty (30) days after the end of the calendarmonth in which such credit accrued.

Such Service Credit will be in addition to any other remedies available to Customer at law, in equity or under this Agreement.

System availability is measured by the following formula: x = (n ‐ y) *100 / n Notes:
(1) "x" is the uptime percentage; "n" is the total number of hours in the given calendar month minusscheduled downtime; and "y" is the total number of downtime hours in the given calendar month. (2) Specifically excluded from "n and "y" in this calculation are the exception times on scheduled upgrade andmaintenance windows.

Service Availability Percentage of Monthly Service
Fees Credited
>99.9% 0%

95.0% ‐ < 99.9% 5% (max of $280)

90.0% ‐ < 95.0% 10% (max of $560)

80.0% ‐ < 90.0% 20% (max $840)

70.0% ‐ < 80.0% 30% (max of $1,120)

60.0% ‐ < 70.0% 40% (max of $1,400)
< < 60% 50% (max of $2,800)
ustomer Account Login:

For Accela user interface access, Accela uses TLS 1.2 with AES 256 bit or similar encryption for protection of data in transit, which is supported by most modern browsers. Accela will also restrict applicable administrative user interface access to Customer corporate networks for additional security on written request by Customer.

Accela SaaS Service Delivery:

Accela manages its apps and infrastructures within the industry‐leading Microsoft Azure hosting environment, specifically designed and constructed to deliver world‐ class physical security, power availability, infrastructure flexibility and growth capacity. Accela’s audit and compliance foundation includes SSAE 18 SOC 2 Type II, HIPAA,California Consumer Privacy Act (CCPA), and PCI‐DSS (payment adapters). Accela’s partnership with Microsoft delivers multi‐layered security in physical datacenters, infrastructure and operations, with adherence to its numerous security certifications. More information can be found at https://azure.microsoft.com/en‐ us/overview/security/. 20210211
Exhibit B = Accela Software Support Services Policies
Accela, Inc.

Consolidated SaaS Support Policies
This document contains two policies, the Standard Support SaaS Services and the Preferred Support SaaS Services Policies. Please refer to the appropriate section, depending on the level of Support Services you have purchased from Accela.

In the event you are unsure or wish to upgrade your Support Services Level,please contact your account manager.
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Policy 1
Accela, Inc.

Standard SaaS Support Services Policy
Dated: April 21, 2021
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This Accela Standard SaaS Support Services Policy (“Support Policy”) governs the terms under which Accela provides Support Services and is subject to the SaaS services agreement (“Agreement”) entered into between Accela and the recipient of such services (“Customer”).

This Support Policy may be updated from time to time by Accela in its sole discretion.

General Requirements and Hours of Operation
a. Ticketing Support: Accela will provide access to a ticketing system, which will be available twenty‐four (24) hours per day, seven (7) days per week. A qualified support specialist shall use commercially reasonably efforts to answer questions and resolve problems regarding the Subscription Service from 4:00 A.M. until 6:00 P.M. Pacific Standard Time Monday through Friday, excluding Accela’s observed holidays. b. Telephone Support: Accela’s Customer Support Department, a live technical support facility, will be available to Customer from 4:00 A.M. until 6:00 P.M. Pacific Standard Time Monday through Friday, excluding Accela’s observed holidays. c. Online Support Material: Available twenty‐four (24) hours, seven (7) days a week, Accela will make available to Customer certain archived software updates and other technical information in Accela’s online support databases.
(1) Agency Contacts: “Agency Contacts” are the individuals who will be the primary users of the Support Plan. You may designate up to two (2) Agency Contacts and agree to let Accela know if they change.

Your Agency Contacts will be responsible for:

Overseeing your Agency’s support case activity, developing and deploying troubleshooting processes within your Agency’s organization.

Agency will ensure Agency Contacts:

Have completed the Administrator Training offered as part of Accela’s implementation and adoption programs. Are knowledgeable about the Agency’s configured solution in order to assist Accela in analyzing and resolving technical issues. Have a basic understanding of any problem that is the subject of a case, and the ability to reproduce the problem in order to assist Accela in diagnosing and triaging the problem.
(2) Submitting a Case
Agency Contacts may submit cases via:
a. the online support portal by logging into the Accela Success Community at https://success.accela.com and selecting Get Support > Submit a case or b. a telephone call to Customer Support as described below (For Severity Level 1 and Severity Level 2 issues, Agency must call Customer Support) (3) Updates
Updates may address security fixes, critical patches, general maintenance functionality, and documentation and shall be made available at Accela’s discretion. Accela is under no obligation to develop any future functionality or enhancements unless otherwise specified in the Agreement. If an update for the Service is made available to Customer pursuant to this Support 20210211
Policy, it will automatically replace the previous version of the applicable Service.

Where practical, Accela will schedule Updates during non‐business hours and will provide Customers with advance notice of all Updates.
(4) Upgrade/Downgrade of Severity Level
If, during the Support Request process, the issue either warrants assignment of a higherseverity level than currently assigned or no longer warrants the severity level currently assigned based on its current impact on the production operation of the SaaS offering, then the severity level will be upgraded or downgraded accordingly to the severity level that most appropriately reflects its current impact.
(5) Customer Cooperation
Accela must be able to reproduce errors in order to resolve them. Agency agrees to cooperate and work closely with Accela to reproduce errors, including, without limitation, conducting diagnostic or troubleshooting activities, implementation of fixes or updates previously provided by Accela, or providing information as reasonably requested and appropriate. Also, Accela may access Agency Contacts account and/or an admin account and/or Agency’s personnel may be asked to provide remote access to their internal system for, without limitation, conducting diagnostic or troubleshooting activities, or implementation of fixes or updates previously provided by Accela.
(6) Third Party Product Support
If any third‐party software issupplied by Accela, Accela disclaims allsupport obligationsforsuch third‐party software, unless expressly specified by Accela in Customer’s Agreement. (7) Exclusions
The following Support Exclusions are not covered by this Support Policy:
a. Support required due to Customer’s or any End User’s or third party’s misuse of the Services;
b. Support during times outside of Accela’s regular business hours stated above; c. Support necessitated by external factors outside of Accela’s reasonable control, including any force majeure event or Internet access or related problems beyond the Ser vice demarcation point;
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d. Support of or caused by customizations (if outside of Accela’s best practice recommendations), configuration changes, scripting, or data loss caused by or on behalf of Customer or any End User;
e. Support of or caused by Customer’s or any End User’s or third party’s equipment, software or other technology (other than third party equipment within Accela’s direct control); f. Support to resolve or work‐around conditions which cannot be reproduced in Accela’s support environment and
g. Support of any software add‐ons supplied together with the Service (except where specified in the customer’s Agreement).

Any support services falling within these Support Exclusions may be provided by Accela at its discretion and, if so provided, may be subject to additional pricing and support terms as specified by Accela. (8) Error Classification
Functional Definitions: For the purposes of error classification, essential or major functions include: data capture features, SLA and alarming features, performance management features and application performance problem resolution features.

Severity Definition
Level 1 Supported Product is non‐functional or seriously affected and there is no reasonable workaround available (e.g. business is halted).

Level 2 Supported Product is affected and there is no workaround available or the workaround is impractical (e.g. Supported Product response is very slow, day to day operations continue but are impacted by the work around).

Level 3 Supported Product is non‐functional however a convenient workaround exists
(e.g. non‐critical feature is unavailable or requires additional user intervention).

Level 4 Supported Product works, but there is a minor problem (e.g. incorrect label, or
cosmetic defect).
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(9) Target Initial Response Time
Accela will use commercially reasonable efforts to respond to each case within the applicable response time described in the table below:

Target Initial Response Time by Case Severity
Severity Level Target Initial Response Time
1 1 daya
2 3 daysa
3 5 daysa
4 7 daysa
a Initial response times are including M‐F, 4 am to 6 pm PT, excluding weekends and holidays. Severity Level 1 and 2 cases must be submitted via telephone as described above. Severity Level 1 and 2 target initial response times do notapply to cases submitted via email or electronically via the Accela Success Community.
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Policy 2
Accela, Inc.

Preferred SaaS Support Policy
Dated: April 21, 2021
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This Accela Preferred SaaS Support Services Policy (“Support Policy”) governs the terms under which Accela provides Support Services and is subject to the SaaS services agreement (“Agreement”) entered into between Accela and the recipient of such services (“Customer”). This Support Policy may be updated from time to time by Accela in its sole discretion. This policy only applies to Customers that have purchased Preferred Level Support.

General Requirements and Hours of Operation
a. Ticketing Support: Accela will provide access to a ticketing system, which will be available twenty‐four (24) hours per day, seven (7) days per week. A qualified support specialist shall use commercially reasonably efforts to answer questions and resolve problems regarding the Subscription Service from 4:00 A.M. until 6:00 P.M. Pacific Standard Time Monday through Friday, excluding Accela’s observed holidays.
b. Telephone Support: Accela Customer Support Department, a live technical support facility, will be available in English to your identified Agency Contacts twenty‐four hours a day, seven days a week (including weekends and holidays). Telephone support will be handled via a dedicated Preferred Support line. Access to Accela self‐service resources is available 24x7 through the Accela Success Community site. Cases may be handled by a triage agent, who will document the case and route it to the appropriate Accela support engineer for resolution.

Accela support engineers will follow through on the case for the Agency Contacts. Actual resolution time will vary. Resolutions can take many forms – a workaround, code update, user training, or other solution.
c. Online Support Material: Available twenty‐four (24) hours, seven (7) days a week, Accela will make available to Customer certain archived software updates and other technical information in Accela’s online support databases.
(1) Agency Contacts: “Agency Contacts” are the individuals who will be the primary users of the Support Plan. You may designate up to ten (10) Agency Contacts and agree to let Accela know if they change.

Your Agency Contacts will be responsible for:

Overseeing your Agency’s support case activity, developing and deploying troubleshooting processes within your Agency’s organization.

Agency will ensure Agency Contacts:

Have completed the Administrator Training offered as part of Accela’s implementation and adoption programs. Are knowledgeable about the Agency’s configured solution in order to assist Accela in analyzing and resolving technical issues. Have a basic understanding of any problem that is the subject of a case, and the ability to reproduce the problem in order to assist Accela in diagnosing and triaging the problem. (2) Submitting a Case: Agency Contacts may submit cases via:
a. the online support portal by logging into the Accela Success Community at https://success.accela.com and selecting Get Support > Submit a case or b. a telephone call to Customer Support as described below (For Severity Level 1 and Severity Level 2 issues, Agency must call Customer Support) (3) Updates: Updates may address security fixes, critical patches, general maintenance functionality, and documentation and shall be made available at Accela’s discretion. Accela is under no obligation to develop any future functionality or enhancements unless otherwise specified in the Agreement. If an update for the Service is made available to Customer pursuant 20210211
to this Support Policy, it will automatically replace the previous version of the applicable Service.

Agency agrees to cooperate and work closely with Accela to reproduce errors, including conducting diagnostic or troubleshooting activities, implementation of fixes or updates previously provided by Accela, or providing information as reasonably requested and appropriate. Also, Accela may access Agency Contacts account and/or an admin account and/or Agency’s personnel may be asked to provide remote access to their internal system for, without limitation, conducting diagnostic or troubleshooting activities, or implementation of fixes or updates previously provided by Accela.
(6) Third Party Product Support: If any third‐party software is supplied by Accela, Accela disclaims all support obligations for such third‐party software, unless expressly specified by Accela in Customer’s Agreement.
(7) Named Technical Support Advisor: Accela will provide a named technical support advisor for any Preferred support plan holders. The technical support advisor will have knowledge of the customers system and provide oversite for any support cases created with Accela. They will also facilitate the following:

Scheduled calls to review open support tickets with Accela and

2. a monthly service review to review overall support performance. 20210211
(8) Monthly APO Data Loads: Included with the Preferred support plan is a monthly upload of APO data to your hosted environment. This must be requested following the methods outlined in the case submission process in this document. All APO load cases will be addressed as a Sev3 severity level case.
(9) Exclusions: The following Support Exclusions are not covered by this Support Policy:
a. Support required due to Customer’s or any End User’s or third party’s misuse of the Services;
b. Support during times outside of Accela’s regular business hours stated above; c. Support necessitated by external factors outside of Accela’s reasonable control, including any force majeure event or Internet access or related problems beyond the Service demarcation point;
d. Support of or caused by customizations (if outside of Accela’s best practice recommendations), configuration changes, scripting, or data loss caused by or on behalf of Customer or any End User;
e. Support of or caused by Customer’s or any End User’s or third party’s equipment, software or other technology (other than third party equipment within Accela’s direct control);
f. Support to resolve or work‐around conditions which cannot be reproduced in Accela’s support environment and
g. Support of any software add‐ons supplied together with the Service (except where specified in the Agreement).

Functional Definitions: For the purposes of error classification, essential or major functions include: data capture features, SLA and alarming features, performance management features and application performance problem resolution features.

Severity Definition
Level 1 Supported Product is non‐functional orseriously affected and there is no reasonable workaround available (e.g. business is halted).

Level 3 Supported Product is non‐functional however a convenient workaround exists (e.g. non‐critical feature is unavailable or requires additional user intervention).

Level 4 Supported Product works, but there is a minor problem (e.g. incorrect label, or cosmetic defect).
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(11) Target Initial Response Time: Accela will use commercially reasonable efforts to respond toeach case within the applicable response time described in the table below:

Target Initial Response Time by Case Severity
Severity Level Target Initial Response Time
1 1 houra
2 4 hoursa
3 8 hoursa
4 24 hoursa
a Initial response times are 24x7, including weekends and holidays. Severity Level 1 and 2 cases must be submitted via telephone as described above. Severity Level 1 and 2 target initial response times do not apply to cases submitted electronically. 20210211
Exhibit C = Accela Data Storage Policy
ACCELA, INC.

DATA STORAGE POLICY
The Licensee’s subscription comes with a limit of 2.5TB data storage for all cloud environments. Data storage includes:
 Transaction data;
 Reference data;
 Configuration data;
 Documents and Report Files;
 Backup copies; and
 Other data stored by Accela on behalf of the customer.

Additional storage can be purchased from Accela in blocks of 500GB, with a price of one thousand dollars ($1,000) per year. When Licensee approaches the 2.5TB limit, it will begin receiving monthly notifications highlighting data usage levels across its environment. Once the 2.5TB limit is reached, a charge of one thousand dollars ($1,000) for an additional 500GB will be automatically added to the Licensee’s subscription renewal.

Data Retention
If the Licensee’s Software as a Service (“SaaS”) subscription expires or is otherwise terminated, Contractor will initiate its data retention processes, including the deletion of licensee data from systems directly controlled by Contractor.
 If a Licensee’s SaaS subscription expires or is otherwise terminated, Contractor will store its customer data, as defined in the master agreement between Licensee and Contractor, for ninety (90) days (the “Retention Period”). During the Retention Period, provide Licensee with a notice indicating its intention to delete its CustomerData.
 After the Retention Period, Contractor will, within a commercially reasonable amount of time, disable the account and delete the customer data, including any cached or backup copies.

History and log data will be available to customers in real‐time for up to 2 years in production and 1 year in non‐production unless otherwise specified. After 2 years, the history data will be archived and retained for up to 7 years. This data will be provided to the customer upon request.

Frequently Asked Questions
Can Licensee track its storage usage on the Accela Cloud? It's not currently possible to track storage usage in the Civic Platform application. However, Licensee will receive a report detailing its data usage annually, at the time of renewal. Licensee can request this information at any time outside of the renewal period by submitting a support case through Accela Customer Support. When Licensee approaches the storage limit, it will receive monthly notifications particularizing its storage usage.
20210211
What will happen if Licensee exceeds its storage limit? If Licensee’s Accela Cloud instance exceeds the storage limit, it will receive notification and a charge of one thousand ($1,000) per 500GB of usage will be billed at the time of subscription renewal.

Can I increase my storage limit?
Yes. Storage limits can be increased by purchasing additional storage in blocks of 500GB at one thousand dollars ($1,000) per year.

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Statement of Work
City of Big Bear Lake, CA
Accela Civic Applications
for a
Building and Safety, Planning, Engineering and Electronic Plan Review 7-1-24
TruePoint Solutions
3262 Penryn Road
Suite 100-B
Loomis, CA 95650
Tel: 916-259-1293
Item 2.1
Attachment 3

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TABLE OF CONTENTS
TABLE OF CONTENTS ..................................................................................................................................................................... 2 DOCUMENT CONTROL .................................................................................................................................................................... 3 INTRODUCTION ................................................................................................................................................................................ 4 OVERVIEW............................................................................................................................................................................................ 4 CRITICAL SUCCESS FACTORS................................................................................................................................................................ 4 PROJECT ASSUMPTIONS ............................................................................................................................................................... 5 GENERAL PROJECT ASSUMPTIONS........................................................................................................................................................ 5 PROJECT RESOURCING ASSUMPTIONS................................................................................................................................................... 5 ACCELA SOLUTION ASSUMPTIONS......................................................................................................................................................... 6 ADMINISTRATION............................................................................................................................................................................. 6 CHANGE ORDERS ................................................................................................................................................................................. 6 APPENDIX A - ACCELA IMPLEMENTATION APPROACH............................................................................................................. 7 APPENDIX B...................................................................................................................................................................................... 9 BASIC SCOPE OF WORK ................................................................................................................................................................. 9 STAGE 1 - INITIATION....................................................................................................................................................................... 9 TASK 1: PROJECT INITIATION ................................................................................................................................................................. 9 TASK 2: ACCELA ENVIRONMENT DEPLOYMENT........................................................................................................................................ 9 STAGE 2 – TO-BE / BUSINESS ANALYSIS ........................................................................................................................................... 10 TASK 3: TO-BE ANALYSIS AND CONFIGURATION DOCUMENT.................................................................................................................. 10 STAGE 3 – SOLUTION FOUNDATION ................................................................................................................................................... 11 TASK 4: ACCELA BASE CIVIC PLATFORM SOLUTION FOUNDATION .......................................................................................................... 11 TASK 5: ACCELA CIVIC PLATFORM AND DIGEPLAN CONFIGURATION....................................................................................................... 11 TASK 6: ACCELA CIVIC PLATFORM ELECTRONIC PLAN REVIEW INTEGRATION......................................................................................... 12 ASSUMPTIONS AND RESPONSIBILITIES: ................................................................................................................................................. 12 STAGE 4 – BUILD.............................................................................................................................................................................. 12 TASK 7: BUSINESS PROCESS VALIDATION AND AUTOMATION (BUSINESS RULE SCRIPTING) ..................................................................... 13 DATA CONVERSION (NOT REQUIRED) .................................................................................................................................................. 13 SYSTEM INTERFACES .......................................................................................................................................................................... 15 TASK 9A THRU D: INTERFACE ANALYSIS AND DEVELOPMENT................................................................................................................. 15 REPORTS ........................................................................................................................................................................................... 16 TASK 10: REPORT SPECIFICATIONS...................................................................................................................................................... 16 TASK 11: REPORT DEVELOPMENT ........................................................................................................................................................ 17 TASK 12: ACCELA CITIZEN ACCESS CONFIGURATION AND INTEGRATION TO DIGEPLAN ................................................................... 17 TASK 13: ACCELA GIS CONFIGURATION (NOT REQUIRED) ..................................................................................................................... 18 TASK 14: ACCELA MOBILE DEPLOYMENT.............................................................................................................................................. 18 STAGE 5 – READINESS.................................................................................................................................................................. 18 TASK 15: TRAINING............................................................................................................................................................................. 18 TASK 16: USER ACCEPTANCE TESTING (UAT) AND GO LIVE PREP ........................................................................................................ 19 STAGE 6 - DEPLOY......................................................................................................................................................................... 19 TASK 17: PRODUCTION SUPPORT ........................................................................................................................................................ 19 PROJECT TIMELINE....................................................................................................................................................................... 20 PROJECT SERVICES BUDGET ..................................................................................................................................................... 22 EXPENSES: ......................................................................................................................................................................................... 22

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DOCUMENT CONTROL
Date Author Version Change Reference
6-25-24 Keith v1.0 Initial Draft

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INTRODUCTION

OVERVIEW
The following Statement of Work will detail how TruePoint Solutions will implement the software and services you have purchased.

This Statement of Work (“SOW”) sets forth a scope and definition of the consulting/professional services, work and/or project (collectively, the “Services”) to be provided by TruePoint Solutions (“TruePoint”) to Agency (“City of Big Bear Lake”).

CRITICAL SUCCESS FACTORS
To successfully execute the services described herein, there are several critical success factors for the project that must be closely monitored and managed by the stakeholders. These factors are critical in setting expectations between the Agency and TruePoint, identifying and monitoring project risks, and promoting strong project communication.
• Dedicated Agency Participation – Agency acknowledges that its staff must be actively involved throughout the entire duration of Services as defined in the agreed upon Project Plan. TruePoint will communicate insufficient participation of Agency resources through Project Status Reports with real and potential impacts to the project timeline. TruePoint will work with the project sponsors and department leaders to determine appropriate team member involvement. This could range from full-time, during early analysis meetings, to part-time during the technical implementation phase.
• Knowledge Transfer – It is critical that Agency personnel participate in the analysis, configuration, and deployment of Accela Civic Platform for TruePoint to transfer knowledge to the Agency. Once Postproduction assistance tasks are completed by TruePoint, the Agency assumes all day-to-day operations of Accela Civic Platform outside of the Support and Maintenance Agreement. The Support and Maintenance Agreement does not cover any Agency manipulation of implemented scripts, reports, interfaces, and adaptors. Key knowledge transfer areas could include:
• Configuration
• Business Rules Scripting
• Interfaces
• Reports and Forms
• Release Management

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PROJECT ASSUMPTIONS

GENERAL PROJECT ASSUMPTIONS
Scope and Timeline
• Scope is based on RFP response and feedback with Agency prior to the SOW development. • Agency and TruePoint will review their responsibilities before work begins to ensure that Services can be satisfactorily completed and in the appropriate timeframe. • Tasks not specifically described in this document are the responsibility of Agency. • “Go live” (system is in production) timeline assumes timely completion of Agency deliverables (including finalization of requirements / use cases), availability of key Agency resources, and collaboration and availability of any third-party vendor resources. Late (per mutually agreed project plan) Agency deliverables may adversely impact overall implementation timeline. • Overall project plan will be mutually agreed to by Agency and TruePoint project managers prior to final Configuration.

Training
• Project assumes that a Train the Trainer approach will be taken during this implementation. The Trainer will train the Agency super users in the day-to-day operation features of Accela. The training will also focus on successful training techniques and styles for training system end users that can be performed via web training sessions.

Testing
• TruePoint is responsible for testing the initial configuration of system along with functional use cases sample input/output for each (as demonstrated on onsite visit). • TruePoint to validate system and interfaces before turning module over to the Agency for testing. • Agency is responsible for User Acceptance Test and System Integration Testing Go Live and Go Live Support
• “Go Live” definition is that the Accela software is up and running in production. If an Agency moves to production, i.e., “Goes Live” it is deemed to have accepted the product and shall comply with any payment obligation for “Go-Live” and/or “Acceptance”.

PROJECT RESOURCING ASSUMPTIONS
Agency Resourcing
• Agency will provide a Project Manager throughout the course of the implementation. • Agency Project Manager will maintain primary responsibility for the scheduling of Agency employees and facilities in support of project activities.
• Agency has committed to the involvement of key resources and subject matter experts for ongoing participation in all project activities as defined in the project plan associated with this SOW. • Agency agrees during the Initiation Phase of the project to assign a designated approver for each major project deliverable. The designated approver will be responsible for overseeing and/or directly participating in the design and development, as well as the approval, of the deliverable. Agency may make changes to designated approvers with written notification to TruePoint a minimum of one month before a deliverable is due.
• Agency will provide access to subject matter experts and decision makers in a timely fashion.

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TruePoint Resourcing
• TruePoint has assumed that project team will need to be on-site as appropriate with-in the expense budget.

Any additional on-site consulting will be at the mutual agreement of Agency and TruePoint Project Manager. All travel expenses incurred for on-site work are per the terms of expense reimbursement outlined above. • In the pricing, TruePoint has assumed the appropriate resourcing to ensure deployment success for the scope outlined. Significant additional support requested by Agency over this level of resourcing would necessitate a change order that could impact the cost of the project. • TruePoint will provide a project manager for services throughout the implementation to plan and monitor execution of the project in accordance with deliverables outlined in the Statement of Work. To support the implementation of the Accela Civic Platform software at the Agency, TruePoint will provide Project Management services throughout the project.
• Changes in project scope or expectations that require additional worked hours over the hours or scope stated in the SOW may require a Change Order.

ACCELA SOLUTION ASSUMPTIONS
General
• TruePoint will implement the most current version of Accela Civic Platform that is available at time of initial installation. This will likely be Civic Platform 24.1.0 • Agency will provide/purchase/acquire the appropriate hardware, software, and infrastructure assets to support all required Accela software products in both support/testing and production environments as defined in the project schedule.
• For use with Accela Citizen Access, Agency will provide/purchase/acquire an Accela supported online merchant account and all related hardware required by the merchant account provider for the handling of credit cards and/or checks.

ADMINISTRATION

CHANGE ORDERS
To make a change to the scope of Professional Services in this SOW, Agency must submit a written request to TruePoint specifying the proposed changes in detail. TruePoint shall submit to Agency an estimate of the charges and the anticipated changes in the delivery schedule if any that will result from the proposed change in the Professional Services (“Change Order”). TruePoint shall continue performing the Professional Services in accordance with the SOW until the parties agree in writing on the change in scope of work, scheduling, and fees. Any Change Order shall be agreed to by the parties in writing prior to implementation of the Change Order.

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APPENDIX A - ACCELA IMPLEMENTATION APPROACH
TruePoint will deliver its Services to the Agency by employing the methodology detailed in this section. This is a proven methodology that guides the project from inception to deployment, thereby increasing the chances of successfully implementing Accela software products. Project delivery through execution of this Implementation Life Cycle is described below.

IMPLEMENTATION LIFE CYCLE
Thorough execution of these six stages ensures that customers receive high-quality services throughout the project engagement.

As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in parallel as appropriate to avoid unnecessary project delays. Each stage has pre-defined objectives, tasks, and associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available deliverables will be delivered through the services defined for the project. Employing this deliverables-based approach ensures that TruePoint and the Agency understand the composition and ‘downstream’ impact of each project deliverable to ensure the project is delivered with quality and in a timely manner.

INITIATION
Initiation represents the first stage in the lifecycle. During the Initiation stage, project contracts and the SOW are finalized, project scope and objectives are reviewed, and project planning activities and deliverables are completed.

ANALYSIS
Analysis is the second stage in the lifecycle. During the Analysis stage, TruePoint reviews existing agency documentation, interviews agency staff, and conducts workshops to understand the “To-Be” vision of the Agency that can be executed with the aid of Accela Civic Platform. It is during this Phase that TruePoint gains a deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a deeper understanding of the methodology and Accela Civic Platform capabilities. A key output of this Phase is the To-Be Analysis Document(s) which serve as the ‘foundation’ for configuration of Accela Civic Platform to support germane elements of the Agency “To-Be” vision. Supplementing the To-Be Analysis Document(s) are all other configuration specifications documents related to data conversion, interfaces, reports, and event scripts.

SOLUTION FOUNDATION
Solution Foundation is the third stage in the lifecycle. It begins upon completion of Stage 2 and should be completed prior to the next stage, Build. During the Solution Foundation stage, Accela Civic Platform will be built to match the to-be processes agreed to in the Analysis stage. Essential to this effort is the configuration of the Record (Case, Application, Permit, etc.) types that were agreed to during the Analysis phase.

BUILD
Build serves as the fourth stage in the lifecycle, and execution of this stage overlaps Configuration, but ends after Configuration is complete. During the Build stage, all defined elements during the Analysis stage

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beyond the Solution Foundation will be implemented. This includes conversions, business rule scripts, interfaces, and reports.

READINESS
Readiness is the fifth stage in the lifecycle. During the Readiness stage Accela Civic Platform is fully tested, errors are identified, documented, and corrected. Additionally, the solution is prepared for deployment. In addition, system administrators and end users are trained so that all appropriate agency staff members are prepared to use and maintain the software once the move to production occurs.

DEPLOY
Deploy is the sixth and final stage in the lifecycle. During the Deploy stage the applications are moved to production; all requisite pre-production activities are identified, tracked, and completed, and post-production analysis and review is completed. Upon moving to production, the Accela Civic Platform applications are transitioned to the Accela Customer Resource Center (‘CRC”) for ongoing support. A formal introduction will occur between the Services team and the CRC that instructs the agency on available communication channels (telephone, email, online tracking system) and use of the Accela knowledge base

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APPENDIX B

BASIC SCOPE OF WORK
The following section describes the specific activities and tasks that will be executed to meet the business objectives and business requirements of the Agency. In support of the implementation effort as described above, TruePoint will provide the following implementation services deliverable.

STAGE 1 - INITIATION
TASK 1: PROJECT INITIATION
Project initiation is an opportunity to ensure the project starts in a well-organized, structured fashion while re-confirming the Agency and TruePoint expectations regarding the implementation. This task is comprised of project planning activities, core project management documents and templates and the project kickoff.

In conjunction with the Agency representatives, TruePoint will perform the following tasks:
• Finalize staffing for the project teams.
• Conduct a Kickoff meeting. The objective of this meeting is to review the purpose of the project and discuss the project scope, roles and responsibilities, deliverables, and timeline. • Finalize an integrated baseline project plan that includes resource allocation for all tasks (in cooperation with the Agency Project Manager).
• Conduct Core Team training to prepare the Subject Matter Experts for the To-Be Analysis stage.

TruePoint Responsibilities:
• Provide timely and appropriate responses to Agency’s request for information. • Communicate the Accela Implementation Methodology that will be used by TruePoint to deliver Services.
• Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation deliverables with input from appropriate Agency resources.

Agency Responsibilities:
• Identify and set expectations with key resources and subject matter experts for ongoing participation in the project.
• Provide timely and appropriate responses to TruePoint’s requests for project planning input and meeting logistics requests.
• Work with TruePoint PM to schedule remote Project Kickoff and other activities as needed.

TASK 2: ACCELA ENVIRONMENT DEPLOYMENT
TruePoint will work with Accela to setup the Accela Automation software in the Accela Cloud environment, such that Agency can log into the system and verify that the software is available.

TruePoint will populate the new environment with civic application templates or configuration from other implementations.

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STAGE 2 – TO-BE / BUSINESS ANALYSIS
To-Be Analysis is comprised of the activities required to define the Accela Civic Platform Solution Foundation for the Agency. The key output of the process is the Configuration Document(s), which serves as a ‘blueprint’ for design and baseline configuration efforts throughout the implementation.

The following departments will participate in the Business Analysis (Analysis for: Building and Safety, Planning, Engineering and Electronic Pan Review with DigEplan.

The Configuration Document(s) will provide detailed information on the Agency’s business processes to be configured in the Accela Civic Platform Solution Foundation, including the following topics:
 Overall Process Overview
 Intake Process, user defined and required fields
 Required/Optional Review Tasks
 Issuance requirements
 Inspection Types, scheduling and checklists
 Workflow and processing requirements
 Fees – types, processing, and schedules
 Citizen Portal (Accela Citizen Access) specific to online submittal, inquiry, inspection scheduling and fee payments
TASK 3: TO-BE ANALYSIS AND CONFIGURATION DOCUMENT
To develop the content for the To-Be Analysis Document(s), TruePoint will work closely with designated Agency personnel and will conduct analysis sessions to capture the “to-be” required business processes.

In conjunction with the Agency representatives, TruePoint will perform the following tasks:
• Review and understand existing business processes intended for migration into Accela Civic Platform.
• Review the developed business process as a basis for configuration in Accela Civic Platform’s workflow tool.
• Assist the Agency in streamlining current permit types to fit into Accela Civic Applications. • Collect employee names and associated roles and identify user group setups. • Review the collected document intake requirements, forms, and data fields for each process. • Review the collected document output requirements (documents/letters/reports). • Review the required fees, fee schedules, and collection procedures for each process. • Review the required inspections and inspection result options for each type.

TruePoint Responsibilities:
• Interview staff to understand existing business processes. • Conduct to-be analysis sessions to capture the required business processes to be automated within the system.
• Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input.
• Demo basic prototypes off records for each department.

Agency Responsibilities:

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• Make available the appropriate Agency key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements.
• Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports, and forms; and other relevant information. • Work with TruePoint PM to schedule participants and meetings for analysis activities.

STAGE 3 – SOLUTION FOUNDATION
TruePoint will provide professional services to develop the Accela Civic Platform Solution Foundation in accordance with requirements established and agreed upon during the execution of the tasks that comprise Stage 2 – To-Be Analysis. TruePoint will produce a detailed Configuration Document(s) that represents the entire foundation of the system, for each module. This document will be delivered for review with the completed solution.

TASK 4: ACCELA BASE CIVIC PLATFORM SOLUTION FOUNDATION
TruePoint will provide professional services to develop the Solution Foundation of the Accela Civic Platform product in accordance with requirements established and documented in the To-Be Analysis Document(s).

The solution foundation will include core Accela Civic Platform features for:
• Modules
• Admin User and User Groups
• Departments/Divisions
• Consoles (Administrator, Daily User, Inspection, and Cashiering) • Portlets (Customized portlets for all Automation Screens) • My Navigation Setup
• Menu Navigation Setup
• Quick Links
• Quick Queries for the Record, Inspection, and My Task Portlets TASK 5: ACCELA CIVIC PLATFORM AND DIGEPLAN CONFIGURATION TruePoint will provide professional services to configure Accela Civic Platform and DigEplan in accordance with requirements established and agreed upon during the execution of the tasks that comprise Stage 2 – To-Be Analysis.

The configuration will include Accela Civic Platform features for:
• Users and User Groups
• Record Types (based on Civic Applications)
• Intake Forms
• Workflows
• Fees
• Inspections
• Conditions
• Custom Fields and Lists

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TruePoint Responsibilities:
• Configure the foundational components as defined in the To-Be Analysis Document(s).

Agency Responsibilities
• Make available the appropriate Agency key users and content experts to participate in solution configuration of the system to learn about the system and facilitate in knowledge transfer. • Work with TruePoint to verify that the system meets the foundational requirements documented in the To-Be Analysis Document(s).
• The Agency will test the system for purposes of validating the configuration.

TASK 6: ACCELA CIVIC PLATFORM ELECTRONIC PLAN REVIEW INTEGRATION TruePoint will work with the Agency to identify business requirements for EDR configuration, including:
• Plans that will be submitted online through Accela Citizen Access and Accela Automation as part of the review process.
• Agency workflows associated with the document review process. • Requirements for workflow tasks / statuses / assignments for each role (e.g. intake personnel, plan reviewers, plan processors / approvers, etc.) in support of Agency workflow. • Versioning of documents submitted / reviewed.
• Process steps within the Agency’s workflow associated with reviewing the plan. • Requirements for notifications via email.
• Stamps to be used on submitted documents.
• Information that will be exposed to the public via Accela Citizen Access.

ASSUMPTIONS AND RESPONSIBILITIES:
• Prior to configuration of EDR
o The Agency will purchase licensing for DigEplan subscription • For the duration of the project the Agency will:
o Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verify the accuracy of the information provided. o Adhere to agreed-upon timelines
o Provide access to Agency equipment and network.
• Implementation will take place in a SUPP environment and moved to PROD at go-live. • The Agency will work together with TruePoint on Stamp Creation. • The Agency will use the EDMS/ADS or Accela for documents.  In Final Testing and Acceptance, the Agency will:
o Develop use cases / test cases needed to test the configuration. o Allocate appropriate staff to the testing effort to ensure that the system is operating per signed specifications and ready for the move to production.

STAGE 4 – BUILD
The Build stage includes data conversions, development of interfaces, development of all Business Process Validation and Automation (Business Rule Scripts and Expressions) configuration of add-on

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products and custom report development. It comprises all the additional activities outside of solution foundation that are required to complete the total solution for the Agency. Like the Configuration Stage, it is critical that appropriate agency representatives are involved in each step of the process to ensure success.

TASK 7: BUSINESS PROCESS VALIDATION AND AUTOMATION (BUSINESS RULE SCRIPTING) During the configuration analysis phase of the implementation project, TruePoint will identify opportunities to supplement the Accela Civic Platform base functionality via Business Rule Script Engine scripts and Expression Builder to validate and automate business processes. TruePoint will work with Agency to identify desired functionality, and subsequently will assist with prioritizing the needs to determine that will be developed by TruePoint within the scope of this implementation. The Business Process Validation and Automation developed by TruePoint can be used as models whereby agency staff can develop and modify additional functionality as needed.

Business Process Validation and Automation is broken out into two functional areas of the Accela solution, as defined below:
• Business Rule Scripting Engine – used to script based on system activities, such as a before or after event, that allow the system to automate activities (example: do not allow an inspection to be scheduled prior to a specific workflow task, or, auto-calculate and invoice a fee upon application submittal)
• Expression Builder – used to script form-based interactions that occur prior to triggering an event or master script activity (example: auto-population form-based data fields based on userselected values) TruePoint Responsibilities:
• Work with Agency staff to identify potential uses of automation • Assist with development of a list of desired functionalities • Aid the Agency in prioritizing which scripts will be developed by TruePoint • Develop automation scripts based on the specifications Agency Responsibilities:
• Identify resources that will learn scripting tools and approaches for ongoing maintenance • Prioritize desired functionality to determine which scripts TruePoint will develop • Provide timely and appropriate responses to TruePoint’s request for information • Verify the Script Specification meets the intended business requirement • Allocate the time for qualified personnel to test the script for acceptance TASK 8: DATA CONVERSION
Data conversion of historic/legacy data from data files provided by City is a critical activity for the success of this project. The TruePoint team is highly experienced in planning for and executing these activities and will work closely with Agency staff to ensure a successful transition of data. For conversions, it is expected and anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. The conversion will be limited to basic permit history.

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HISTORICAL DATA CONVERSION ANALYSIS
TruePoint’s anticipation is to convert Permit History, Status, Address, Parcel, Owner, Custom Fields and Inspections, as well as all other appropriate data elements into the new Accela configuration.

TruePoint will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency’s historical data into Accela Civic Platform.

TruePoint Responsibilities:
• Work with the Agency to define and document historical data elements that are required for the conversion.
• Facilitate the data analysis and mapping process
• Complete the Data Conversion Specifications Document.

Agency Responsibilities:
• Provide historical data in acceptable formats.
• Provide subject matter experts on the data source to aid TruePoint in identifying key components of the historical data
• Provide subject matter experts on the historical configuration to aid in the data mapping process

HISTORICAL DATA CONVERSION DEVELOPMENT
Upon Agency approval of the Historical Data Conversion Specifications document, TruePoint will provide a program(s) to migrate appropriate historical data into Accela Civic Platform. Upon receipt of the conversion from TruePoint, the Agency DBA will load the data into the TEST environment for validation.

TruePoint Responsibilities:
• Provide a program to migrate historical data into the Agency’s AA test database environment. • Each data conversion will include up to three (3) conversion loads for client testing • Validate the successful completion of the migration of historical data into the Agency’s test environment.

Agency Responsibilities:
• Providing the legacy data source in an accepted format. For example, MS Access, Excel or delimited Text formats.
• Assist in the execution of the data conversion program and provide access to environments as needed
• Provide resources to validate the conversion counts and the quality of the data converted into Accela Civic Platform

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SYSTEM INTERFACES
For each interface, the TruePoint technical lead will work together with Agency’s technical lead and business leads to document functional and technical requirements of the interface in an Interface Specifications Document. Interface development begins upon written approval of the specifications. It is expected all interfaces will use Accela’s Construct API, web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system.

In other words, data coming into Accela and data coming from Accela will use the existing integration technology. Agency responsibility includes obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted, etc.). All interfaces will be developed against 1 (one), agreed upon version of the 3rd party system.

TruePoint will conduct Analysis for each Integration that will be developed in the scope of this implementation.

Deliverable System Name Description
9A Address, Parcel Owner
Import
Address, Parcel Owner Migration from Accessor files
9B CSLB Real time validation from the CSLB from Professional Portlet 9C DigEplan Referenced Above
9D Laserfiche Adaptor Configure Laserfiche as default Accela EDMS TASK 9A THRU D: INTERFACE ANALYSIS AND DEVELOPMENT
To determine the Agency requirements for each interface, analysis sessions will be conducted as a portion of this deliverable. The findings will then be documented in the Interface Specifications Document(s) for use by TruePoint in building the interface code. The implementation of each interface is dependent on the assistance of the Agency’s staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system. TruePoint will provide a program to integrate 3rd Party data to/from Accela Civic Platform.

In terms of specific output, the following will be executed for each integration:
 Integration Specifications Document
 Operational Integration in the Development or Test environment TruePoint Responsibilities:
• Provide timely and appropriate responses to Agency’s request for information. • Conduct Interface Analysis sessions.
• Work with Agency staff to develop interface specifications document. • Use an Accela web service or other tool to implement the interface functionality based on the specifications.
• Build all aspects of the interface that interact directly with the Accela Civic Platform.

Agency Responsibilities:
• Provide timely and appropriate responses to TruePoint’s request for information. • Provide system and access to individuals to provide required details of system interface. • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success.

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• Identify and coordinate any related tools used to implement the interface (3rd party or in-house development).
• Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents. • Work with Third Party Data Sources to determine best methods of interfacing to Accela system. • Validate interface through testing.
• Work with 3rd party to ensure data from Accela is in correct format. • Updates to interface, post go-live, due to changes in 3rd party system or Agency business processes.

REPORTS
Reports are defined as anything that can be generated from the system, including but not limited to, reports, forms, documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The Configuration Document will define the reports and documents that are required by the Agency to effectively use Accela Civic Platform. These reports will be broken down by level of effort and identified in the configuration document. It is expected that, after the appropriate training on the database and the selected report writing tool is completed, Agency personnel will be able to handle additional and future report requirements.

Reports can be developed using the integral Ad-Hoc Report Writer included with Accela Civic Platform, Microsoft Report Service (SSRS) or Crystal Reports at the Agency’s discretion. Custom reports, whether developed with Ad-Hoc Report Writer, SSRS or Crystal Reports, will be deployed in the Report Manager for use within Accela Civic Platform. The Agency will need to create a local Accela DB environment for use in creating and testing reports in-house. Request for a local copy of the Agency data can be requested through CRC.

TASK 10: REPORT SPECIFICATIONS
TruePoint will develop 5 to 10 documents/letters/reports from those identified by the Agency as required for the new system.

Prior to the development of a report the Agency will approve report design specification documents that will be created jointly by the Agency and TruePoint. The approved documents will be used as a basis for determining completion and approval of the reports. Development of each report cannot begin until agreement on each specification is complete.

A proven strategy that combines the use of the Accela Civic Platform Quick Queries, Accela Ad-Hoc reports and custom reports developed by TruePoint, or Agency, can ensure that all required reporting requirements are met.

TruePoint Responsibilities:
• Assist in determining level of effort for reports to assist with prioritization • Develop report specifications

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Agency Responsibilities:
• Make available the appropriate key users and content experts to participate in the report specification
• Provide information and data in the formats specified by TruePoint that will be needed for agreement on the Deliverable
TASK 11: REPORT DEVELOPMENT
TruePoint will develop custom documents/letters/reports per the specifications developed and approved in the Report Specifications. Changes to the report specifications after approval can negatively impact project progress and the overall schedule.

TruePoint Responsibilities:
• Develop reports per specifications in Accela Ad-Hoc or SSRS. • Assist in the validation of the reports in test environment Agency Responsibilities:
• Make available the appropriate key users and content experts to participate in the report development and validation activities
• Request change order if changes to specifications are required TASK 12: ACCELA CITIZEN ACCESS CONFIGURATION AND INTEGRATION TO DIGEPLAN This task includes setup and configuration of Accela Citizen Access (ACA) per the Requirements gathered in the To-Be Analysis Phase. TruePoint will work with the Agency representatives to validate and implement Accela Citizen Access to extend certain aspects of the internal Accela Civic Platform configuration for use by the general public.

TruePoint Responsibilities:
• Setup Accela Citizen Access in Dev and Test environments • Assist agency in set up and validation of merchant account integration • Work with the Agency to determine which services to expose to the public via Accela Citizen Access
• Configure the Online Record types defined in the System Configuration Document in Accela Citizen Access
Agency Responsibilities:
• Obtain a merchant account, and deploy an internet-enabled payment engine • Validate that the configuration specification for Accela Citizen Access meets Agency requirements based on details from the Configuration phase of the project • Perform testing of all Online Record types for purposes of validating the configuration

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TASK 13: ACCELA GIS CONFIGURATION (NOT REQUIRED)
TASK 14: ACCELA MOBILE DEPLOYMENT
TruePoint will setup the Accela Mobile Gateway. As part of this deliverable TruePoint will perform the configuration tasks required to ensure the Accela Mobile Apps interfaces with Accela Civic Platform in both a test and production environment. Using Accela Mobile Apps, an Agency inspector can perform activities such as:
• Result inspections/investigations in either store/forward or wireless mode • Create or Review Record information in the field
TruePoint Responsibilities:
• Create configuration specifications for Accela Mobile Office based on analysis with the Agency • Configure Accela Mobile Apps
STAGE 5 – READINESS
TASK 15: TRAINING
TruePoint will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its Accela Civic Platform configuration. Our aim is to educate Agency resources on all aspects of Accela Civic Platform to ensure the Agency is self-sufficient. This allows the Agency to best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system maintenance costs over time.

TruePoint can provide on-site or remote training services as desired by the Agency. With COVID-19 we have adapted to remote web training for most of our customers that has been very successful.

In terms of specific training sessions, the following are recommended:
• Accela Civic Platform - Core Team Training – .5 days (SME’s and Admins) • Accela Civic Platform Admin Training – 2 days (System Admin) • Accela Civic Platform Business Rules Scripting (Basic) – 1 day • Accela Civic Platform Database Schema Fundamentals – .5 day (report writers) • Report Workshop Report Training .5 day of workshop training • Report Workshop Ad-Hoc Report Training 2 (2 hour) remote sessions • Train the Trainer Training Support 1 days
TruePoint Responsibilities:
• Coordinate with the Agency to define training schedule and coordination. • Deliver training per the specific requirements listed above.

Agency Responsibilities:
• Select and prepare the power-users who will be participating in the training and subsequently training end users.

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• Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable Agency facilities (this can be remote if necessary) to accommodate various training classes.
• For the Report Workshop agency, will need to provide a local MSSQL environment loaded with a current copy of the configured Data Base.

TASK 16: USER ACCEPTANCE TESTING (UAT) AND GO LIVE PREP This task is comprised of the assistance TruePoint will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables.

TruePoint will provide support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production.

TruePoint will aid the Agency by providing User Acceptance Testing (UAT) support and a defined testing process. TruePoint will address and rectify issues discovered during the UAT process as Agency staff executes testing activities.

TruePoint Responsibilities:
• Provide recommendations on testing strategy and best practices. • Lead the Agency in up to [3] weeks of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use. • Resolution of issues because of User Acceptance Testing activities.

Agency Responsibilities:
• Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency.
• Develop the User Acceptance test scripts.
• Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable.

STAGE 6 - DEPLOY
TASK 17: PRODUCTION SUPPORT
Production date is defined as the official date in which Accela Civic Platform moves from the test environment to production for daily Agency usage. This date will be agreed to by both TruePoint and the Agency at project inception. It may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, TruePoint will assist in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment.

TruePoint Responsibilities:
• Provide on-site or remote resources to support the move to Production and Post-Production Support effort
• With assistance from the Agency, lead the effort to transfer the system configuration and any required data from Support to Production

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• Assist in the development of a Pre-Production checklist that details the critical tasks that must be accomplished prior to moving to Production
Agency Responsibilities:
• Provide technical and functional user support for pre and postproduction Planning, execution, and monitoring
• Provide timely and appropriate responses to TruePoint’s request for information • Assist in the development of a Pre-Production checklist that details the critical tasks that must be accomplished prior to moving to Production
• Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency

PROJECT TIMELINE
The estimated duration of this project is 8 months.

Upon initiation of these Services, the TruePoint Project Manager will work with the Agency to collaboratively define a baseline project schedule. Given the fact that project schedules are working documents that change over the course of the project, the TruePoint Project Manager will work closely with Agency to update, monitor, agree, and communicate any modifications.

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PROJECT SERVICES BUDGET
EXPENSES:

TruePoint will plan to perform as many services remotely as possible. If travel is allowed and required actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will be billed to Agency. TruePoint will bill Agency for actual expenses incurred for travel and lodging/living, as well as other approved out-of-pocket expenses (such as mileage, parking, tolls, and telecommunications charges). TruePoint will work with Agency to manage and control its expenses and will not incur expenses more than the initial contracted budget below without Agency’s prior written consent. Expense receipts will be made available as requested by the Agency.

Big Bear Lake City CouncilAugust 14, 2024

Big Bear Lake City Council
August 14, 2024