Bishop City Council
July 22, 2024

CITY OF BISHOP

CITY COUNCIL MEETING AGENDA
City Council Chambers - 301 West Line Street - Bishop, California MONDAY, JULY 22, 2024 - 6:00 PM

1. CALL TO ORDER – 5:00 p.m. Monday, July 22, 2024

2. ROLL CALL

3. PUBLIC COMMENT PRIOR TO CLOSED SESSION
NOTICE TO THE PUBLIC: Please be advised this meeting is accessible to the public in person, on the City of Bishop website, or on the local government cable channel 12. In compliance with the Americans with Disabilities Act of 1990, if you need special assistance to participate in this meeting, please contact the City Clerk at 760-873-5863 Extension 124. Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR

35.102.35.104 ADA Title II].

The public is encouraged to participate or observe this meeting by:

1. Attending this meeting in person at the City of Bishop City Council Chambers located at 301 West Line Street in Bishop, California.

2. Observing this meeting live from the City of Bishop website at:
https://www.cityofbishop.com/government/city_council/index.php

3. Observe this meeting live from the local government cable channel 12.

Public comments may be made:

1. In person: Members of the public desiring to speak on a matter appearing on the agenda should ask the Mayor for the opportunity to be heard when the item comes up for Council consideration (or complete a speaker card prior to the meeting). Comments for all agenda items are limited to a speaking time of three minutes unless modified by the Mayor.

2. In writing: Go to http://bishop-ca.granicus.com/ViewPublisher.php?view_id=8 to submit an "eComment" for the corresponding meeting. Please note that eComment submissions closes at 3:00 p.m. on the day of the meeting. You may also hand deliver public comments to the City drop/payment box located at the Church Street entrance to City Hall on or before the deadline noted above. Written public comments received after the deadline will be provided to the Council at the earliest possibility. Please note written public comments received will not be read aloud at the meeting.

Any writing that is a public record that relates to an agenda item for open session distributed less than 72 hours prior to the meeting will be available for public inspection at City Hall, 377 West Line Street, Bishop, California during normal business hours.

Government Code 54957.5(b)(1). Copies will also be provided at the appropriate meeting.
1 4. CLOSED SESSION
A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION pursuant to Government Code § 54957 – Title: Police Chief
B. CONFERENCE WITH LEGAL COUNSEL – INITIATION OF LITIGATION pursuant to Government Code § 54956.9 (c): 1 case

5. OPEN SESSION – 6:00 p.m. Monday, July 22, 2024

6. MOMENT OF SILENCE - As we begin tonight's meeting, please join me in a moment of silence for self-meditation, prayer, or reflection.

7. PLEDGE OF ALLEGIANCE - Councilmember Muchovej will lead the pledge of allegiance.

8. ROLL CALL

9. PUBLIC COMMENT

10. REPORT ON ACTIONS TAKEN IN CLOSED SESSION AS REQUIRED BY LAW

11. PRESENTATIONS
A. PRESENTATION - RETIREMENT OF ASSISTANT FIRE CHIEF PATRICK O'NEIL

12. DEPARTMENT REPORTS
NOTICE TO THE PUBLIC: This time is set aside to receive public comment on matters agendized for closed session only. When recognized by the Mayor, please state your name, and address for the record and please limit your comments to three minutes.

Under California law the City Council is prohibited from generally discussing or taking action on items not included in the agenda; however, the City Council may briefly respond to comments or questions from members of the public. Therefore, the City Council will listen to all public comment but will not generally discuss the matter or take action on it.

NOTICE TO THE PUBLIC: This time is set aside to receive public comment on matters not calendared on the agenda. When recognized by the Mayor, please state your name and address for the record and please limit your comments to three minutes. Under California law the City Council is prohibited from generally discussing or taking action on items not included in the agenda; however, the City Council will listen to all public comment but will not generally discuss the matter or take action on it.

Recommended Action: Council will make presentations to Patrick O'Neil to honor his years of public service with the City of Bishop.

Updates on department activities will be given by the Department Heads and/or their staff.

A. Fire Department - Fire Chief Bret Russell
B. Police Department - Police Chief Nate Derr
C. Public Works Department - Public Works Director Nora Gamino D. Community Services Department - Community Services Manager Dan McElroy E. Planning Department - Assistant Planner Ana Budnyk
F. Administration - City Administrator Deston Dishion
2 A. Fire Department Report - Fire Chief Bret Russell
B. Police Department- Police Chief Nate Derr
C. Public Works Department - Public Works Director Nora Gamino D. Community Services June Monthly Report
E.

Planning Department - Assistant Planner Ana Budnyk
F. City Administrator Report - Deston Dishion

13. BISHOP AREA CHAMBER OF COMMERCE & INFORMATION CENTER UPDATE - A. Bishop Area Chamber of Commerce and Information Center Update Report - July 22, 2024

14. CONSENT CALENDAR
A. RESOLUTION - A Resolution Relating to the Local Conflict of Interest Code B. Laserfiche Document Management Software Agreement with Complete Paperless Solutions (CPS)
Fire Department Report June 2024
Recommended Action: Review
Police Department Report - June 2024
Public Works Department Report - June 2024
Community Services June Monthly Report
Planning Department - June 2024
City Administrator Report - June 2024
Prepared and presented by Bishop Area Chamber of Commerce and Information Center Executive Director Tawni Thomson.

BACCIC July 22 2024 City Council Report.pdf
NOTICE TO THE PUBLIC: All matters under the Consent Calendar are considered routine by the City and will be acted on by one motion.

Recommended Action: Council consideration to approve and adopt the proposed resolution pertaining to the local Conflict of Interest Code and repealing Resolution No. 2023-10.

Resolution No. 2023-10 Conflict of Interest Code
Proposed Resolution No. 2024-XX Conflict of Interest Code Recommended Action: Council consideration to:

1. Approve the agreement with CPS for an amount not to exceed $13,100 for the purchase of a Cloud Municipality Site License for Laserfiche Document Management System Software, and for Professional Services that include consulting, implementation, training, and VIP Support; and

2. Authorize the City Administrator to execute the agreement with CPS in a form approved by the City Attorney.

Laserfiche Agreement
3 C. Budget Report for the Month of June 2024
D. Financial Reports for the Month of June 2024
E. C.O.P.S. Fund Budget Adjustment
F. PERS UAL Budget Adjustment
G. 2024 Destruction Derby Agreement with the Tri-County Fairgrounds H. Pond 1 Sludge Removal Purchase Order
I. Building Permit Issued Report
J. Air Toxic Hot Spots Annual Report provided by Great Basin Unified Air Pollution Control District

15. NEW BUSINESS
A. Proposed Guidelines for the FY 2024-25 Grant in Support Program Recommended Action: City Council to review the Budget Report for the Month of June 2024.

Budget Report for the Month of June 2024
Recommended Action: City Council to review the financial reports for the month of June 2024.

Bank Reconciliation Report for June 2024
Combined Cash Report for June 2024
Investment Portfolio Report for June 2024
Warrant Register Report for June 2024
Recommended Action: City Council to review and approve the proposed budget adjustment.

Recommended Action: City Council to review and approve the proposed budget adjustment.

Recommended Action: Council consideration to approve the proposed contract for the 2024 Destruction Derby with the Tri-County Fairgrounds and to authorize Fire Chief Russell to execute the contract as presented.

BFD Destruction Derby Agreement 2024
Recommended Action: Council consideration to approve the City Administrator to sign the purchase order for sludge removal by Environmental Techniques in Pond #1 in the amount of $27,775.

Bishop Sludge Report
Bishop Sludge Removal Proposal 2024- Pond #1
Recommended Action: Council is requested to receive and file the attached Building Permit Issued Report
Building Permit Issued Report - June 2024
Recommended Action: Council is requested to receive and file the attached Air Toxic Hot Spots Annual Report.

GBUAPCD 2023 AB 2588 Annual Report.pdf
Recommended Action: City Council to review and approve the attached Grant in Support Information Packet FY 2024-25.

Grant in Support Information Packet FY 2024-25
4 B. Axon Enterprise, Inc. Draft One Software Subscription C. MOU between the City of Bishop and Bishop Unified School District for School Resource Officer services.

D. Preliminary Engineering Report for 2022 Disaster Water Grant Application E. Amendment to the City Administrator Employment Agreement

16. FUTURE AGENDA ITEMS

17. COUNCIL AND COMMITTEE REPORTS

18. ADJOURNMENT
Recommended Action: Council consideration to approve the Axon Enterprise, Inc. agreement as presented, not to exceed a total amount of $61,441.92 for the fouryear agreement, and to approve the execution of the agreement by Police Chief Derr.

Draft One Software Subscription Agreement
Recommended Action: Review and approve MOU for services with the school district.

School Resource Officer MOU
Recommended Action: Council consideration to approve the Public Works Director to sign a Task Order with Lumos and Associates for the preparation of a Preliminary Engineering Report for a grant application with USDA RD in the not-to-exceed amount of $37,000 and a budget adjustment to the sewer fund as proposed.

Lumos Task Order 1 - USDA Simple PER
On-Call Services - PSA Lumos FINAL
Recommended Action: Council consideration to approve the amendment to the City Administrator employment agreement as presented.

AMENDMENT One to City Administrator Agreement
Monday, August 12, 2024 at 6:00 p.m. Regular Meeting in the City Council Chambers 5 Agenda Item: 11.A
Date of Meeting: July 22, 2024
Department: Administration
To: City Council
From: Robin Picken
Subject: PRESENTATION - RETIREMENT OF ASSISTANT FIRE CHIEF PATRICK O'NEIL
Prepared On: July 17, 2024

STAFF REPORT
Background/History:

Patrick "Pat" O'Neil started serving as a volunteer firefighter with the Bishop Fire Department in the summer of 1971. Throughout his years of service as a volunteer he was promoted to Engineer, Captain and Battalion Chief. On September 16, 2007 he was hired as the Assistant Fire Chief. Pat also played an important role as Interim Fire Chief when recruiting for past Fire Chiefs Dell, and Russell. Pat O'Neil will be retiring from the Bishop Fire Department effective July 21, 2024. It is appropriate that he be honored for his many years of service to the City.

Analysis/Discussion:

None.

Economic Impacts:

There are no Economic impacts.

Budget Impacts:

There are no budget impacts.

Legal Review:

None.

Recommended Action:

Council will make presentations to Patrick O'Neil to honor his years of public service with the City of Bishop.

Approved By: Bret Russell 7/17/2024
Approved By: Jana Currie 7/18/2024
Approved By: Deston Dishion 7/18/2024
Approved By:
6 7
Bishop, CA
This report was generated on 7/17/2024 10:03:24 AM
Bishop Fire Department
Breakdown by Major Incident Types for Date Range
MAJOR INCIDENT TYPE # INCIDENTS % of TOTAL
Fires 9 23.68%
Rescue & Emergency Medical Service 10 26.32%
Hazardous Condition (No Fire) 6 15.79%
Service Call 5 13.16%
Good Intent Call 3 7.89%
False Alarm & False Call 3 7.89%
Special Incident Type 2 5.26%
TOTAL 38 100%
Zone(s): All Zones | Start Date: 06/01/2024 | End Date: 06/30/2024 Doc Id: 553
emergencyreporting.com
Only REVIEWED and/or LOCKED IMPORTED incidents are included. Summary results for a major incident type are not displayed if the count is zero.

Page # 1 of 2 8
Detailed Breakdown by Incident Type
INCIDENT TYPE # INCIDENTS % of TOTAL
100 - Fire, other 1 2.63%
111 - Building fire 1 2.63%
113 - Cooking fire, confined to container 1 2.63%
116 - Fuel burner/boiler malfunction, fire confined 1 2.63% 118 - Trash or rubbish fire, contained 2 5.26%
131 - Passenger vehicle fire 1 2.63%
132 - Road freight or transport vehicle fire 1 2.63%
143 - Grass fire 1 2.63%
311 - Medical assist, assist EMS crew 7 18.42%
324 - Motor vehicle accident with no injuries. 3 7.89%
411 - Gasoline or other flammable liquid spill 1 2.63%
412 - Gas leak (natural gas or LPG) 3 7.89%
442 - Overheated motor 1 2.63%
444 - Power line down 1 2.63%
500 - Service Call, other 2 5.26%
531 - Smoke or odor removal 1 2.63%
550 - Public service assistance, other 1 2.63%
561 - Unauthorized burning 1 2.63%
600 - Good intent call, other 1 2.63%
611 - Dispatched & cancelled en route 2 5.26%
711 - Municipal alarm system, malicious false alarm 2 5.26% 733 - Smoke detector activation due to malfunction 1 2.63% 900 - Special type of incident, other 2 5.26%
TOTAL INCIDENTS: 38 100%
Doc Id: 553
emergencyreporting.com
Only REVIEWED and/or LOCKED IMPORTED incidents are included. Summary results for a major incident type are not displayed if the count is zero.

Page # 2 of 2 9
Bishop Police Department
End of Month Report June 2024

JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC
TOTAL INCIDENTS 1106 985 1057 1093 1277 1130
CALLS FOR SERVICE 625 583 612 660 778 749

OFFICER INITIATED

INCIDENTS
481 402 445 433 499 381

TRAFFIC
STOPS
78 60 72 44 33 27

OTHER OIA
INC.
403 342 373 389 466 354

BUS/BUILDING
CHECKS
2 10 4 6 6 4

VEH/PED
CHECKS
42 33 24 31 42 36
TOTAL OFFICER REPORTS 87 74 88 78 87 91
ACCIDENT 3 0 1 1 4 2
CRIMINAL ACCIDENT 3 2 6 7 6 2
FELONY 22 18 14 20 14 15
INFORMATION 23 28 31 22 31 32
INFRACTION 0 0 0 0 0 1
MISDEMEANOR 31 26 36 28 32 39
TC WITH INJURIES 1 1 0 1 2 2
TC NO INJURIES 5 1 7 7 8 2

TOTAL MISDEMEANOR &

FELONY ARRESTS
21 15 26 23 16 20
MISDEMEANOR ARRESTS 13 7 18 11 14 16
ADULT 13 7 18 11 14 16
JUVENILE 0 0 0 0 0 0
FELONY ARRESTS 8 8 8 12 2 4
ADULT 8 8 8 11 2 4

JUVENILE 0 0 0 1 0 0
CITATIONS 73 48 68 41 45 47
MOVING 21 7 17 8 8 7
NON-MOVING 42 17 33 22 15 23
CRIMINAL 10 24 18 11 22 17
10 JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC

DISPATCH PHONE

ACTIVITY
911 CALLS 180 167 193 214 286 256
INBOUND 169 161 186 205 272 251
ABANDONED 11 6 7 9 14 5
ADMINISTRATIVE CALLS 1107 923 1060 1302 1262 1244
INBOUND 776 656 743 850 848 848
OUTBOUND 325 260 317 445 404 390
ABANDONED 5 7 0 7 10 6

11 Small Town with a
Big Backyard!

CITY OF BISHOP
377 West Line Street - Bishop, California 93514
Post Office Box 1236 - Bishop, California 93515
760-873-8458 [email protected]
www.cityofbishop.com
June 2024 Page 1 of 2
Public Works Report
June 2024
Water

1. Water consumption for the month was down 14% compared to June 2013.

2. Took monthly bacteria samples.

3. Checked static water levels at Wells #1, #2 and #4.

4. Continued to work with Wood Rodgers on the design for the W. Line water main replacement project.

5. Continued with backflow testing.

6. Replaced broken level transmitter in well #2 to monitor static water levels and draw down during pumping.

7. Repair water leak on irrigation line for the Main Street raised flower beds.

8. Repaired water main leak on 8’ steel line on Main Street in front of Town House Motel.

9. Install new 1” water service line for 506 Grove Street.

Sewer

1. Continue cleaning problem sewers within the city, continue systematic cleaning of sewer mains in the collection system.

2. Periodically check the diversion manhole for obstructions.

3. Took Quarterly Nitrate and Biological Oxygen Demand (BOD) samples at the WWTP and recorded static water levels in Monitoring Wells.

4. Camera sewer main to locate Lateral connection for homeowner at 157 East South Street.

5. Mowed Pastures and continue with irrigation within the WWTP effluent discharge area.

6. Continued to serve as the Administrator for the Bishop Area Wastewater Authority.

7. Clean Sludge drying beds at WWTP and pulled sludge from digesters. 12 Small Town with a
Big Backyard!

CITY OF BISHOP
377 West Line Street - Bishop, California 93514
Post Office Box 1236 - Bishop, California 93515
760-873-8458 [email protected]
www.cityofbishop.com
June 2024 Page 2 of 2
Streets

1. Routinely checked the Sierra Bike Path for trash and debris.

2. Continue Painting traffic lane striping, and parking stalls, and add stop bars on Warren Street.

3. Trimmed low hanging tree branches along City Streets, Sidewalks, and Signs.

4. Reposition boulder in planter on Warren Street that was struck by a vehicle.

Miscellaneous

1. Provide weekly safety meetings for PW crew.

2. Marked city utilities for Dig Alert tickets.

3. Performed routine maintenance on Public Works fleet.

4. Continued to work with Control Point Engineering to upgrade and replace SCADA System.

5. Provided signage for the Bishop Market on Church Street. 13 Small Town with a
Big Backyard!

CITY OF BISHOP
377 West Line Street - Bishop, California 93514
Post Office Box 1236 - Bishop, California 93515
760-873-8458
www.cityofbishop.com
Community Services Report
June 2024
Programs

1. After School Stay and Play program is operating at the Elm Street School, Monday through Friday. After School Stay and Play is not operating during the Summer session. Registration for 2024 School Year is now closed. The Stay and Play program is full, with a waiting list. Conducted training for special needs participants that attend our programs. Staff has begun preparations for the school session beginning in August.

2. The Bishop Park Pool is open for Public swim, Swim Lessons, Swim Team, Swim Parties, and Lap Swim. We hosted the Bishop Swim Team Swimathon Swim Invitational on June 7th- 8th. The Park Pool Swim Lessons are well attended.

Conducted Lifeguard certifications and trainings for all new staff for operations, swim lessons, and special needs participants that attend our programs.

3. Kids Night Out will have a break for the summer and will pick back up in the fall.

4. Gymnastics Summer drop-in classes were offered in June, with only a couple of classes full.

5. Summer Camps are full, with waiting lists. Our camps in June were the half-day Skate Camp, Olympic Kids, and Gymnastics Camp.

6. Senior Yoga class continues to be successful. Hosted at the City Auditorium on Mondays and Wednesdays at 10am.

7. City League Softball has begun, Monday through Friday at the City Park Field 1. We have 13 Coed B division teams, 8 Coed A division teams, and 5 Men’s division teams.

Parks and Facilities

1. Baseball/Softball field preparations have begun. Includes: tilling, leveling, and edging of all four sports fields.

2. Hosted the Little League Minors and Juniors All-star tournament on June 22nd. 14 3. Little League use and field preparation on fields 2, 3, 4, and 5.

4. Hosted the end of school year parties at the City Park.

5. Eastern Sierra Girls Softball use on field 1.

6. City League Softball use of field 1.

7. Spring/Summer Soccer use on field 6.

8. Seasonal routine maintenance of all mowing and landscape equipment.

9. Daily maintenance of the City Park Pool.

10.Daily routine of trash and cleaning of restrooms.

11.Cleaned debris from the creek, pond, and fountain.

12. Use of blower on Main Street Mondays and Fridays.

13.Seasonal adjustments made to all City irrigation and City Park. As we move into Summer, Irrigation systems will be Audited for function and set for operation.

14.Completed work on the pump house at the Park pool. Items to address are routine pump maintenance, filtration, heating units, and leaks in the pump inlet.

15.Work to address slip and fall areas in the Pool house, completed by repainting the floors with non-slip grit-paint.

16. Fields 2,3,4 and 5 use: by Bishop Little League.

17.Summer tree trimming at the City Park is ongoing. Eastern Sierra Tree Service continues to perform safety trimming.

18.Worked with Bike Park Group on moving old materials for the Bike Park Area, to facilitate track construction. Phase one pump track in complete and work has begun on the skills area.

19.Worked with Little League organization for Field Lighting Project.

20.Maintenance of Flower Baskets on Main Street and Warren Street.

21.Repaired multiple irrigation lines on Main Street, City Hall, and at the City Park.

22.Hired 2 new seasonal staff members for the summer.

23.Refurbished the Pool Slide pump and reinstalled the pump for summer operation. 15 24.Refurbished the Big Pool pump.

25.Repairs were made to the Talmage Park restroom from vandalism.

26.Mowed and cleaned weeds around the Community Garden and Field 6.

27.Hosted the 4th in the Park at the Bishop City Park.

28.Made repairs to the Pond fountain.

29.Aeration and fertilizer of the City Park including all Sports fields, in preparation for Fall Soccer.

Sunrise

1. Daily routine of trash, debris, and inspections.

2. Collected rents and payments for utilities.

3. Weekly routine maintenance of all lawns, landscapes, and common areas.

4. Began planning process of street and sidewalk replacement. Consultant has begun general design. Design is complete. We are seeking funding to complete this project.

5. Irrigation of common areas and the front of all units has begun.

6. Repair of City owned unit for broken waterline.

7. Replaced and repaired Hose-bid at residence.

8. Prepared Swamp coolers on City owned units.

9. Worked with Optimum to supply new internet services.

Budget/Administrative

1. Held weekly staff meetings Tuesdays and Wednesdays.

2. Attended by-weekly City Council meetings.

3. Attended weekly Department Head Meetings.
16 4. Held individual budget meeting with Parks, Pool, and Programs to prepare for 2023- 2024 fiscal budget close-out. Worked with Finance Director to prepare 2024-2025 budget.

5. Organized all Youth Sports Organizations on the use of Sportsites for schedules and games.

6. Conducted Coed Soccer managers meeting to discuss upcoming season.

7. Conducted a Public Workshop for the prioritization of the City Park Master Plan. This meeting was conducted at the Parks and Recreation meeting on June 26th.

8. Communication with Bishop Area Bike Organization for the installation and maintenance of the Bike Park. Phase one Pump Track is complete, and the group has begun work on the Skills Track.

9. Meet with Southern California Edison to discuss the Electrical Design for the Field 6 Enhancement Project. Prepared supporting documents for future installation of the Field 6 Electrical Service.

10. California Urban Greening Grant has been awarded to the City of Bishop, coordination with the Friends of the Eastern Sierra Community Gardens. Began drafting plans for bidding documents. Facilitated meeting with Community Gardeners to address Irrigation Plans and Pergola Plans.

11.Worked with Little League Organization and DWP for the Field Lighting project. This Project will allow for lights on fields 2, 3, and 4. Little League, DWP and Southern California Edison will work together to provide lights, starting with field 3. Plan for the Electrical are being developed and will be submitted for inspections.

Events

1. Participated in preparation meeting for the 4th in Bishop. Located at the City Park.

Plan are moving forward to host the Big Day in the Park and the Fourth in Bishop fireworks celebration.

2. Hosted the Friday Night Market at The Academy Street venue.

3. Preparations for Hispanic Heritage Day.
17 Small Town with a
Big Backyard!

CITY OF BISHOP
377 West Line Street - Bishop, California 93514
Post Office Box 1236 - Bishop, California 93515
760-873-8458 [email protected]
www.cityofbishop.com
August 2023 Page 1 of 1
Planning Department Report
May 2024

1. Worked on design for Active Transportation Grant. Together with Public Works Director, Nora Gamino, facilitated a total of 4 public outreach meetings.

2. Worked with Inyo, Mono, Mammoth Lakes, ESCOG on getting alignment on regional housing assessment.

3. Worked with Inyo County on online permitting applications with OpenGov.

4. Attended CA Jobs first Inyo County Strategic Planning Workshop.

5. Prepared 3 contracts for the City Council to review for RFQ for Environmental Consulting Services.

6. Downtown Bishop Parkways Project (Whitney Alley):
• Review Stantec Engineers on 60% of construction documentation, Stantec is resubmitting the documentation on June 14th.

7. Met with C5 regarding the potential Our Town Grant Application.

8. Worked with Nate Derr on updating the smoking ordinance. 18 Small Town with a
Big Backyard!

CITY OF BISHOP
377 West Line Street - Bishop, California 93514
Post Office Box 1236 - Bishop, California 93515
www.cityofbishop.com
June 2024 City Administrator Report Page 1 of 2
City Administrators Report
June 2024

1. Began work with Inyo, Mono and the Town Of Mammoth to initiate a regional Housing Study. Each entity appointed one staff member to drive the project. This group meets weekly.

2. Participated in the kickoff meeting with AP Triton for the EMS effort.

3. Entered a contract with Graphic Solutions to develop a City “Brand” and held a kickoff meeting.

4. Met with Fair Board members and Senator Alvarado-Gil to better understand the issues at the Tri County Fairgrounds.

5. Met with Congressman Kevin Kiley along with several Department Heads and Council members to discuss Bishop’s needs and the City’s member request.

6. Continued the effort to develop a strategic plan for City owned properties and a citywide parking study with Wood Rogers.

7. Finalized the 2024/2025 City of Bishop budget for Council consideration.

8. Attended the Bishop Rural Fire Protection District’s board meetings.

9. Met with Patricia Robertson of Mammoth Lakes Housing to develop a plan to move the housing project known as Silver Peaks forward.

10.Continue to routinely meet with Adam Perez to discuss LADWP land that can be made available for housing.

11.Continue to meet with Assistant City Attorney Russel Hildebrand and a development group out of Pasadena to develop a plan to move properties acquired from LADWP forward as soon as possible when sale is completed.

12.Continued meeting with each department within the city to discuss strategies to manage their department more efficiently and effectively.

13.Continued to work closely with the Personnel Department, Risk Management and California Joint Powers Authority to manage claims within the city. 19 June 2024 City Administrator Report Page 2 of 2

14.Met individually with City Council members on a weekly basis.

15.Facilitated weekly Department Heads meetings.

16.Worked closely with Personnel to navigate several personnel issues. 20 Bishop Area Chamber of Commerce & Information Center Report to Bishop City Council for Monday, July 22, 2024 Prepared by: Tawni Thomson, Executive Director
CHAMBER OF COMMERCE/LOCAL COMMUNITY MATTERS:

Lunch & Learn: Wednesday, 7/24, 12 Noon at Bishop Country Club. The presenter will be Valley Health Team’s Health Educator Heidi Pesterfield. She will talk about the medical & dental facilities, low and no cost programs for qualifying individuals and assistance signing up for Medical and Covered California. We’ve heard from many small business owners that worry about medical coverage for their employees and families and we hope this presentation will be helpful.

After Hours Mixer: Wednesday, 8/7, 5:30-7:30pm at Laws Railroad Museum & Historical Village.

New Members: Four new members since the last report to City Council. • American Red Cross - Kern and Eastern Sierra Chapter
• New Coso Heritage Society, Inc, / Southern Inyo Museum • Eastern Sierra Pride
• A+ Kee Marketing Solutions
BISHOP INFORMATION CENTER/OTHER DESTINATION DEVELOPMENT PROGRAMS:

Visit CA Influencer Fam Trip: Becky Nesel @geobeckly visited our region 6/24-6/28. Her platform is a great fit for our efforts to educate people about the unique natural and geological attributes of our region. We want to inspire people to visit Bishop to learn more. This type of visitor is likely to stay longer, visit frequently and be respectful of our amazing landscapes. Visit CA covered cost of airfare and ground transportation. We covered cost of lodging – one night in Lone Pine and one in Bishop, plus helped develop itinerary. Several photos and reels have been posted to Instagram. The post on 7/16 featured natural stone arches in Alabama Hills. In the first two days 7,400 people watched the video, 400 liked it and 14 gave very positive feedback. The post on 7/17 featured Lake Sabrina. 25K people watched it within the first day, 847 liked it and 18 left positive comments.

New Bishop Visitor Guide: New edition has been updated and successfully reprinted. 50,000 copies printed. Cost of design and printing was $41,649, partially offset by display ad sales of $16,250. We have started distributing via Certified Folder Display and we are mailing them on request. A digital version is available for download via the website.

In the past 30 days, 197 people have requested the publication through a form on the website. 113 chose the digital option and 84 were mailed. You can see the FlipBook version here: https://edition.pagesuiteprofessional.co.uk/html5/reader/production/default.aspx?pubname=&pubid=c8f438f4-5e30-4f03-9434-646e7e97ea72 Website: Still in development and coming along well. Hope to launch in August, but we won’t do so until we are certain that it is ready.

Trout Stocking: CDFW has been doing a good job of stocking lakes & streams in the region. We are continuing co-op program with Bishop Creek resorts to supplement with additional fish from Wright’s Rainbows in Idaho. First two of three loads have been delivered. Each load is 1200# of catchable fish and cost is about $7K.

Information Center: Open 7-days per week for the busy summer season. Monday – Saturday 9am-5pm. Sunday Noon – 4pm. Guest hosts regularly stay later if needed. In June, we assisted 1,888 guests. That is 4.14% higher than June 2023.

July has been busy. Many PCT hikers are looking for resources to refresh & resupply.

Strategic Planning Meeting: Bishop Chamber Board of Directors will meet Wednesday, 8/14 for strategic planning. They will review destination marketing/management programs and set the budget for 2024/2025. The meeting will start at 9am at Alta One Federal Credit Union and go until about noon. The meeting is open to the public and City of Bishop staff and Councilmembers are welcome and encouraged to participate. 21 Lodging Statistics:
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
January 35.5 42.1 50.2 43.2 58.3 54.9 48.4 61.0 62.6 54.2 February 53.7 42.3 52.0 54.2 63.2 57.3 53.4 68.5 67.6 58.0 March 53.7 57.0 59.4 61.1 65.8 47.2 61.5 66.6 70.7 65.2 April 55.9 52.6 60.4 57.6 65.8 27.1 65.4 65.3 69.4 65.6 May 61.0 63.0 64.6 69.8 68.6 38.3 70.2 68.5 68.8 65.7
June 74.6 81.5 81.2 81.0 81.7 66.2 86.1 82.1 79.4 78.8
July 81.5 84.4 86.9 86.3 84.8 71.0 82.9 79.0 76.9 78.5 *7/1 - 7/13/24 August 74.5 81.1 84.9 78.8 86.7 69.3 66.9 78.5 77.2
September 75.4 85.1 85.1 83.6 88.6 62.8 66.8 76.1 79.0
October 64.6 77.9 85.6 81.6 86.0 73.8 78.1 82.1 84.0
November 43.4 52.8 54.4 56.5 57.5 59.4 61.5 63.9 59.4
December 46.1 46.9 47.8 52.3 54.1 44.8 61.8 57.0 47.9
Annual Average 60.0 63.9 67.7 67.2 71.8 56.0 66.9 70.7 70.2 % Bishop Occupancy
2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
January $84 $87 $94 $ 91 $100 $103 $108 $114 $124 $123
February $86 $93 $105 $104 $112 $109 $106 $123 $133 $131 March $86 $87 $96 $100 $103 $102 $105 $115 $128 $128
April $88 $89 $96 $ 98 $102 $ 95 $110 $117 $129 $127
May $102 $102 $111 $114 $122 $100 $125 $133 $138 $146
June $99 $105 $111 $117 $121 $117 $115 $138 $141 $146
July $98 $114 $118 $122 $128 $126 $137 $139 $140 $152 *7/1 - 7/13/24 August $106 $106 $122 $124 $129 $125 $132 $135 $138
September $104 $114 $116 $120 $126 $118 $130 $135 $143
October $102 $110 $113 $115 $125 $115 $132 $136 $152
November $85 $92 $94 $ 95 $102 $105 $117 $121 $128
December $88 $97 $98 $ 97 $102 $104 $124 $122 $126
Annual Average $94 $100 $106 $108 $114 $110 $120 $127 $135

AVERAGE DAILY RATE
22 Agenda Item: 14.A
Date of Meeting: July 22, 2024
Department: City Clerk
To: City Council
From: Robin Picken
Subject: RESOLUTION - A Resolution Relating to the Local Conflict of Interest Code
Prepared On: June 21, 2024
Attachments: Resolution No. 2023-10 Conflict of Interest Code Proposed Resolution No. 2024-XX Conflict of Interest Code

STAFF REPORT
Background/History:

Every local agency in California is required to have a Conflict of Interest Code that enumerates the positions within the agency which involve the making or participation in the making of decisions which may foreseeably have a material effect on any financial interest. For each numerated position, the Code must list the specific types of investments, business positions, interest in real property, and sources of income which are reportable. Codes should also determine the extent to which any “consultant” has any such responsibilities.

If a position is listed within the Code, then the individual(s) in the position must file a Statement of Economic Interest (Form 700) with the City Clerk within 30 days of assuming office, and file annually thereafter by the applicable deadline.

The City must update its Code whenever necessitated by changed circumstances, including the creation of new positions. In every even numbered year, the City must review its code, and take actions relating to the update of its Code pursuant to Government Code Section 87306.5.

Typically, this involves the City Clerk providing a staff report to the City Council detailing whether, and to what extent staff recommends any revisions to its Conflict of Interest Code. If there are such recommended revisions, as is presently the case, the City Council will take action to revise the code by adopting a resolution amending the Conflict of Interest Code, as appropriate. When determining whether revisions or updates to the code are appropriate, the City should consider whether any new or revised positions should be subject to the Code, and whether all positions listed in the Code are still actually positions within the City.

Analysis/Discussion:

After conducting a review of the current Conflict of Interest Code (Resolution No. 2023-10), 23 City staff recommended the revised list of designated positions and their respective disclosure categories found on the proposed resolution’s appendix.

Economic Impacts:

There is no economic impact.

Budget Impacts:

There are no budget impacts.

Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

Council consideration to approve and adopt the proposed resolution pertaining to the local Conflict of Interest Code and repealing Resolution No. 2023-10.

Approved By: Ethan Aukee 6/21/2024
Approved By: Robin Picken 6/21/2024
Approved By: Dean Pucci 7/15/2024
Approved By: Deston Dishion 7/15/2024
24 25
26 27
28 29
City of Bishop Resolution No. 2024-__ Page 1
RESOLUTION NO. 2024-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BISHOP,

STATE OF CALIFORNIA, PERTAINING TO THE LOCAL CONFLICT OF INTEREST CODE AND REPEALING RESOLUTION NO. 2023-10, THE CITY’S PREVIOUS CONFLICT OF INTEREST CODE
WHEREAS, the Political Reform Act (Government Code § 81000 et seq.) requires state and local government agencies to adopt and promulgate conflict of interest codes; and
WHEREAS, pursuant to this act every municipality is to adopt a conflict of interest code and shall name all employees and officials “participating in the making of governmental decisions” as defined by the Fair Political Practices Commission, as designated employees who must disclose their personal financial interests; and WHEREAS, the Fair Political Practices Commission (FPPC) has adopted a regulation (2 Cal. Code of Regs. 18730) which contains the terms of a standard conflict of interest code which may be incorporated by reference in an agency’s code, and which may be amended by the Fair Political Practices Commission to conform to amendments in the Political Reform Act, following public notice and hearings, and WHEREAS, Government Code 87200 et seq. already require members of planning commissions, mayors, city managers, city attorneys, city treasurers and other public officials who manage public investments, and candidates for any of these offices at elections, to file disclosure of their economic interests; WHEREAS, Section 3 of the standard conflict of interest code establishes that in general, a city that adopts the code and also requires disclosure from categories already covered by Government Code § 87200 do not have additional disclosure categories;
WHEREAS, the City Council desires to have a single location that lists which City positions have disclosure obligations.
30 City of Bishop Resolution No. 2024-__ Page 2
NOW, THEREFORE, BE IT RESOLVED that:

1. The terms of 2 Cal. Code of Regs. 18730 and any amendments to it duly adopted by the FPPC are hereby incorporated by reference. This regulation and the attached Appendix designating officials and employees and establishing disclosure categories, shall constitute the conflict of interest code for the City of Bishop.

2. City of Bishop Resolution No. 2023-10 is hereby repealed.

3. Designated employees shall file statements of economic interests with the City of Bishop. The agency shall make all statements available for public inspection and reproduction, pursuant to Government Code § 81008.

PASSED, APPROVED AND ADOPTED this 22
nd day of July 2024.
_______________________________________
Jose Garcia, Mayor
ATTEST: Robin Picken, City Clerk
By: __________________________________
31 City of Bishop Resolution No. 2024-__ Page 3

APPENDIX
Designated Position Disclosure Category
Assistant City Attorney 1, 2
Assistant Finance Director 1, 2
Assistant Planner 1, 2
City Attorney 1, 2
City Administrator 1, 2
City Clerk 1, 2
City Council Members 1, 2
City Treasurer 1, 2
Community Services Director 1, 2
Finance Director 1, 2
Fire Chief 1, 2
Planning Director 1, 2
Planning Commissioners 1, 2
Police Chief 1, 2
Public Services Officer 1, 2
Public Works Director 1, 2
Consultant *
General Provisions
When a designated employee is required to disclose investments and sources of income, he or she need only disclose investments in business entities and sources of income which do business in the jurisdiction, plan to do business in the jurisdiction or have done business in the jurisdiction within the past two years. In addition to other activities, a business entity is doing business within the jurisdiction if it owns real property within the jurisdiction. When a designated employee is required to disclose interests in real property, he or she need only disclose real property which is located in whole or in part within or not more than two miles outside the boundaries of the jurisdiction or within two miles of any land owned or used by the local government agency.
32 City of Bishop Resolution No. 2024-__ Page 4
If an employee fills more than one designated position, although the person must disclose pursuant to all applicable disclosure categories, the person need only file a single Statement of Economic Interest (Form 700) statement, but should list all designated positions.

Designated employees shall disclose their financial interests pursuant to the appropriate disclosure category as indicated.
* Each “consultant” (as defined in 2 Cal. Code of Regs. 18700.3, as the regulation may be amended from time to time) shall be included in the list of designated employees and shall disclose pursuant to the broadest disclosure category in the code subject to the following limitation:

The City Administrator may determine in writing that a particular consultant, although a “designated position”, is hired to perform a range of duties that is limited in scope and thus is not required to comply fully with the disclosure requirements described in this section. Such determination shall include a description of the consultant’s duties and, based upon that description, a statement of the extent of disclosure requirements. The City Administrator’s determination is a public record and shall be retained for public inspection in the same manner and location as this conflict of interest code.

Disclosure Categories
Category 1: All investments and sources of income.

Category 2: All interests in real property.

Category 3: All investments, interest in real property and sources of income subject to the regulatory, permit or licensing authority of the department.

Category 4: Investments in business entities and sources of income which engage in land development, construction or the acquisition or sale of real property.

Category 5: Interests in real property located within two miles of any land owned or used by the City of Bishop.

Category 6: Investments in business entities and sources of income of the type which, within the past two years, have contracted with the City of Bishop to provide services, supplies, materials, machinery or equipment.

Category 7: Investments in business entities and sources of income of the type which within the last two years, have contracted with the designated employee’s or official’s department to provide services, supplies, materials, machinery or equipment.
33 Agenda Item: 14.B
Date of Meeting: July 22, 2024
Department: City Clerk
To: City Council
From: Robin Picken
Subject: Laserfiche Document Management Software Agreement with Complete Paperless Solutions (CPS)
Prepared On: July 17, 2024
Attachments: Laserfiche Agreement

STAFF REPORT
Background/History:

In 2023, the City contracted with Gladwell Governmental Services to update the City's Records Retention Schedule. The updated Records Retention Schedule was adopted by the City Council on October 23, 2023.

The City would now like to purchase a document management software to assist in managing all City documents in a productive and efficient manner that will incorporate the City's updated retention schedule.

Analysis/Discussion:

The current archival system of City documents are a mix of paper documents and electronic files. All documents are stored in file drawers or on computers and are not easily accessible to staff nor are they made easily accessible to the public.

Laserfiche is a complete paperless solution to manage, secure, and share information developed by Compulink Management Center, Inc., doing business as the award-winning Laserfiche Enterprise Content Management Solutions. Laserfiche utilizes an integrated architecture that allows services such as document imaging, document management and records management to be layered transparently and exposed through personalized interfaces. Laserfiche recognizes the need for a cloud-based solution and introduced their very own fully managed SaaS (Software as a Solution) option Laserfiche Cloud, running on Amazon Web Services (AWS).

Using Laserfiche Cloud adds to its value by eliminating the need for IT infrastructure and staffing required to support the overhead of a local installation. This shifts resources towards improving agency business processes, and lowering expense per resident.

Laserfiche manages the storage, search, and retrieval of millions of documents allowing users 34 to access files in seconds. It allows access to documents on a smartphone or tablet and backs up files and records to make unstructured data (e.g. documents, emails, photographs, etc.) accessible, searchable, available, and relevant.

Laserfiche cannot be purchased through the developer Compulink Management Systems and must be purchased through an authorized vendor. Complete Paperless Solutions (CPS) is an authorized vendor for Laserfiche and offers VIP support that includes a dedicated engineer that will handle deployment and support, unlimited training, and unlimited support, two preventative maintenance check-ups each year; and discounts on hourly rates for future projects for customizations and/or backfile scanning.

Laserfiche was awarded a national cooperative purchasing alliance for document and records management in 2022 and therefore is deemed to be the only provider of goods and services that serves the community's best interest.

Pursuant to the the City's purchasing policy (Resolution 2022-07) three quotes were gathered and thoroughly analyzed. Each quote had varying upfront costs and subsequent annual costs.

The vendor, CPS, offered the most cost-effective quote when combining upfront and subsequent costs. The implementation/first year cost is $13,100 and the subsequent year cost is $3,100. The City Administrator is authorized to award this purchase as the purchasing agent.

Economic Impacts:

There are no economic impacts.

Budget Impacts:

The budget impact is a one-time cost of $13,100.00 which includes Laserfiche installation, configuration, implementation, consulting, training, and VIP support. The ongoing cost is $3,100.00 for the yearly subscription (not including VIP support).

The expense associated with this agreement, $13,100, has already been budgeted in the approved Fiscal Year 2024-2025 Budget. The General Ledger account to be used for this expense is 001-017-52015 (IT-Professional/Technical Services).

Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

Council consideration to:

1. Approve the agreement with CPS for an amount not to exceed $13,100 for the purchase of a Cloud Municipality Site License for Laserfiche Document Management System Software, and for Professional Services that include consulting, implementation, training, and VIP Support; and

2. Authorize the City Administrator to execute the agreement with CPS in a form approved by the City Attorney.
35 Approved By: Ethan Aukee 7/18/2024
Approved By: Deston Dishion 7/18/2024
Approved By:

Approved By:
36 1

CITY OF BISHOP

VENDOR AGREEMENT WITH

COMPLETE PAPERLESS SOLUTIONS (CPS)
This vendor agreement (“Agreement”) is made and effective as of July 22, 2024 (the “Effective Date”), by and between the City of Bishop (“Agency”), a municipal corporation, and Complete Paperless Solutions aka: CPS (“Vendor”), a California Limited Liability Company, in Bishop, California.

RECITALS
Agency wishes to retain the services of an experienced and qualified Vendor to provide a Laserfiche Document Management Software Solution.

Vendor represents and warrants that it is qualified to perform those services.

AGREEMENT
I. SERVICES
Vendor will provide the work and services listed in the Scope of Services attached hereto as Exhibit A. Vendor warrants that all work and services set forth in the Scope of Services will be performed in a competent, professional, and satisfactory manner.

II. TERM
Unless terminated earlier as provided herein below, the Agreement will continue in full force and effect from the Effective Date through July 21, 2025. Upon mutual written agreement, the term of this Agreement can be extended annually for an additional one (1) year period as the parties agree.

III. COMPENSATION
A. Vendor’s Fee
For services rendered pursuant to this Agreement, Vendor will be paid in accordance with the Compensation Schedule attached hereto as Exhibit B, provided, however, that in no event will the total amount of money paid to Vendor under this Agreement exceed the sum of Thirteen Thousand One Hundred dollars ($13,100.00) (“Agreement Sum”), unless otherwise first approved in writing by Agency. Should this Agreement be renewed, the Vendor’s fee may be adjusted upon the written agreement of the parties.
37 2
B. Schedule of Payment
Provided the Vendor is not in default under the terms of this Agreement, upon presentation of an invoice, Vendor will be paid the fees described as provided herein above. Payment will be due within thirty (30) days after the date of the invoice.

IV. TERMINATION OF AGREEMENT
A. Agency may, at any time, for any reason, with or without cause, terminate this Agreement, or any portion hereof, by serving written notice of termination upon the Vendor at least ten (10) days prior to the date of termination. Upon receipt of said notice, the Vendor shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the Agency terminates a portion of this Agreement, such termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the Agency shall pay to Vendor the actual value of the work performed up to the time of termination, less any disputed amounts. Upon termination of the Agreement pursuant to this section, the Vendor will submit an invoice to the Agency as provided herein above.

V. FORCE MAJEURE
If either party fails to perform its obligations because of strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental control, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond the reasonable control of the party obligated to perform, then that party’s performance shall be excused for a period equal to the period of such cause for failure to perform.

VI. AGENCY REPRESENTATIVE
Agency’s City Administrator shall represent Agency in all matters pertaining to the administration of this Agreement, with respect to the work and services specified in this Agreement and to make all decisions in connection with this Agreement.

Whenever approval, directions, or other actions are required by Agency under this Agreement, those actions will be taken by the Agency City Administrator, unless otherwise stated. The Agency’s Chief Executive has the right to designate another Agency Representative at any time, by providing notice to Vendor. 38 3
VII. VENDOR REPRESENTATIVE(S)
Vendor’s Vice President of Sales, Jamie Dunn, is designated as being the principal(s) and representative(s) of Vendor authorized to act on its behalf with respect to the work specified in this Agreement and make all decisions in connection with this Agreement. Vendor shall not change the designated representatives without prior written consent of the Agency.

VIII. BUSINESS LICENSE
The Vendor must obtain an Agency business license prior to the start of work under this Agreement, unless Vendor is qualified for an exemption.

IX. OTHER LICENSES AND PERMITS
Vendor warrants that it has all professional, contracting, and other permits and licenses required to undertake the work contemplated by this Agreement.

X. VENDOR’S RECORDS
Records of the Vendor’s time pertaining to the services and records of accounts between the Agency and the Vendor will be kept on a generally recognized accounting basis. Vendor will also maintain all other records, including without limitation invoices, correspondence, specifications, drawings, progress reports, and the like, relating to the Vendor’s services. All records will be available to Agency during normal working hours. Vendor will maintain these records for three (3) years after final payment.

XI. RETENTION OF FUNDS
Vendor authorizes Agency to deduct from any amount payable to Vendor (whether or not arising out of this Agreement) any amounts the payment of which may be in dispute or that are necessary to compensate Agency for any losses, costs, liabilities, or damages suffered by Agency, and all amounts for which Agency may be liable to third parties, by reason of Vendor’s acts or omissions in performing or failing to perform Vendor’s obligations under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Vendor, or any indebtedness exists that appears to be the basis for a claim, Agency may withhold from any payment due, without liability for interest because of the withholding, an amount sufficient to cover the claim. The failure of Agency to exercise the right to deduct or to withhold will not, however, affect the obligations of Vendor to insure, indemnify, defend, and protect Agency as elsewhere provided in this Agreement. 39 4
XII. NON-LIABILITY OF AGENCY OFFICERS AND EMPLOYEES
No officer or employee of Agency will be personally liable to Vendor, in the event of any default or breach by the Agency or for any amount that may become due to Vendor under this Agreement.

XIII. INDEPENDENT CONTRACTOR
A. Vendor is and shall at all times remain as to the Agency a wholly independent contractor. Vendor’s employees performing the services under this Agreement on behalf of Vendor shall at all times be under Vendor's exclusive direction and control. Neither Agency nor any of its officers, employees, or agents shall have control over the conduct of Vendor or any of Vendor's employees, except as set forth in this Agreement. Vendor shall not at any time or in any manner represent that it or any of its employees or agents are in any manner employees or agents of the Agency. Vendor shall not incur nor have the power to incur any debt, obligation, or liability whatsoever against Agency, or bind Agency in any manner.

B. No employee benefits shall be available to Vendor in connection with the performance of this Agreement. Except for the fees paid to Vendor as provided in the Agreement, Agency shall not pay salaries, wages, or other compensation to Vendor and/or its employees for performing work or services hereunder for Agency. Agency shall not be liable for compensation or indemnification to Vendor for injury or sickness to its employee(s) arising out of performing work or services hereunder.

XIV. SUBCONTRACTORS
Before Vendor retains or hires a subcontractor to provide any work, labor, or services relative to this Agreement, Vendor must:

A. Present the name and identifying information of the subcontractor that will provide any work, labor, or services to Agency;
B. Present to the Agency the form of subcontract that will be used with the subcontractor for Agency’s approval, which approval will not be unreasonably withheld. Such subcontract agreement must include an indemnity agreement that is generally in accord with the indemnity obligations contained herein of this Agreement and must specifically name the Agency as an indemnified party; and C. Secure from the subcontractor evidence of insurance coverage that meets with this Agreement including naming the Agency as an additional insured as required by this Agreement, unless such requirement is waived in writing by the Agency as provided herein below.
40 5
XV. INDEMNIFICATION
Vendor shall indemnify, defend, and hold harmless the Agency, and its officers, employees, and agents (“Agency Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable attorney’s fees and costs of litigation (“claims”), arising out of the Vendor’s performance of its obligations under this agreement or out of the operations conducted by Vendor, including the Agency’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the Agency. In the event the Agency Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Vendor’s performance of this Agreement, the Vendor shall provide a defense to the Agency Indemnitees or at the Agency’s option reimburse the Agency Indemnitees their costs of defense, including reasonable attorney’s fees, incurred in defense of such claims.

Payment by Agency is not a condition precedent to enforcement of this indemnity. In the event of any dispute between Vendor and Agency, as to whether liability arises from the sole negligence or willful misconduct of the Agency or its officers, employees, or agents, Vendor will be obligated to pay for Agency’s defense until such time as a final judgment has been entered adjudicating the Agency as solely negligent or to have acted with willful misconduct. Vendor will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees, and costs of litigation.

XVI. INSURANCE
Without limiting Vendor’s indemnification of Agency, and prior to commencement of work, Vendor shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the types and amounts described below and in a form that is satisfactory to Agency.

General liability insurance. Vendor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. Vendor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Vendor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
41 6
Workers’ compensation insurance. Vendor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).

Technology errors and omissions liability. VENDOR shall maintain throughout the duration of the contract technology errors and omissions liability coverage with limits of $1,000,000 per claim. The policy shall at a minimum cover professional misconduct or lack of the requisite skill required for the performance of services defined in the contract. Such policy(ies) shall provide coverage for liability assumed under a contract. If coverage is maintained on a claims-made basis, VENDOR shall maintain such coverage for an additional period of one (1) year following termination of the contract.

Vendor shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees, and volunteers.

Other provisions or requirements
Proof of insurance. Vendor shall provide certificates of insurance and required endorsements to Agency as evidence of the insurance coverage required herein.

Insurance certificates and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with Agency for the contract period and any additional length of time required thereafter. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.

Duration of coverage. Vendor shall procure and maintain for the contract period, and any additional length of time required thereafter, insurance against claims for injuries to persons or damages to property, or financial loss which may arise from or in connection with the performance of the Work hereunder by Vendor, their agents, representatives, employees, or subconsultants.

Primary/non-contributing. Coverage provided by Vendor shall be primary and any insurance or self-insurance procured or maintained by Agency shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of Agency before the Agency’s own insurance or self- insurance shall be called upon to protect it as a named insured.

Agency’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, Agency has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by Agency will be promptly reimbursed by Vendor 42 7
or Agency will withhold amounts sufficient to pay premium from Vendor payments. In the alternative, Agency may cancel this Agreement.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the Agency’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against Agency, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow Vendor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Vendor hereby waives its own right of recovery against Agency and shall require similar written express waivers and insurance clauses from each of its subconsultants.

Enforcement of contract provisions (non estoppel). Vendor acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Vendor of non-compliance with any requirement imposes no additional obligations on the Agency nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance.

Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Vendor maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency.

Notice of cancellation. Vendor agrees to oblige its insurance agent or broker and insurers to provide the Agency with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. If any of the Vendor’s insurers are unwilling to provide such notice, then Vendor shall have the responsibility of notifying the Agency immediately in the event of Vendor’s failure to renew any of the required insurance coverages or insurer’s cancellation or non-renewal.

Additional insured status. General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that Agency and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies.
43 8
Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to Agency and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Vendor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. Vendor agrees to ensure that its subconsultants, subcontractors, and any other party who is brought into or involved in the services by Vendor (hereinafter collectively “Subcontractor”), provide the same minimum insurance coverage and endorsements required of Vendor. Vendor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. However, in the event Vendor’s Subcontractor cannot comply with this requirement, which proof must be submitted to the Agency, Vendor may still be able to utilize the Subcontractor provided Vendor shall be required to ensure that its Subcontractor provide and maintain insurance coverage and endorsements sufficient to the specific risk of exposure involved with Subcontractor’s scope of work and services, with limits less than required of the Vendor, but in all other terms consistent with the Vendor’s requirements under this Agreement. This provision does not relieve the Vendor of its contractual obligations under the Agreement and/or limit its liability to the amount of insurance coverage provided by its Subcontractors. This provision is intended solely to provide Vendor with the ability to utilize a Subcontractor who may be otherwise qualified to perform the work or services but may not carry the same insurance limits as required of the Vendor under this Agreement given the limited scope of work or services provided by the Subcontractor. Vendor agrees that upon request, all agreements with Subcontractors, and others engaged in the services, will be submitted to Agency for review.

Agency’s right to revise specifications. The Agency reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Vendor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Vendor, the Agency and Vendor may renegotiate Vendor’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by Agency. Agency reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through confirmation from the underwriter. 44 9
Timely notice of claims. Vendor shall give Agency prompt and timely notice of claims made or suits instituted that arise out of or result from Vendor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. Vendor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

XVII. CONFLICT OF INTEREST
No officer or employee of the Agency may have any financial interest, direct or indirect, in this Agreement, nor may any officer or employee participate in any decision relating to the Agreement that affects the officer or employee’s financial interest or the financial interest of any corporation, partnership or association in which the officer or employee is, directly or indirectly interested, in violation of any law, rule or regulation.

No person may offer, give, or agree to give any officer or employee or former officer or employee, nor may any officer or employee solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any way pertaining to any program requirement, contract or subcontract, or to any solicitation or proposal.

XVIII. NOTICE
All notices, requests, demands, or other communications under this Agreement will be in writing. Notice will be sufficiently given for all purposes as follows:

A. Personal delivery. When personally delivered to the recipient; notice is effective on delivery.

B. First Class mail. When mailed first class to the last address of the recipient known to the party giving notice, notice is effective three mail delivery days after deposit in a United States Postal Service office or mailbox.

C. Certified mail. When mailed certified mail, return receipt requested, notice is effective on receipt, if delivery is confirmed by a return receipt.

D. Overnight delivery. When delivered by an overnight delivery service, charges prepaid or charged to the sender’s account; notice is effective on delivery, if delivery is confirmed by the delivery service.
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Addresses for purpose of giving notice are as follows:

To AGENCY: City of Bishop
377 West Line Street
Bishop, CA 93514
Attention: City Clerk
To VENDOR: Complete Paperless Solutions (CPS)
5130 East La Palma Ave #206
Anaheim, CA 92807
Attention: Jamie Dunn, VP of Sales
E. Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified, will be deemed effective as of the first date the notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger or overnight delivery service.

F. Either party may change its address by giving the other party notice of the change in any manner permitted by this Agreement. Any change in address that is not provided to the other party will not void delivery of any notice under this Agreement, and delivery to the last known address shall be deemed sufficient for notice under this Agreement.

XIX. PROHIBITION AGAINST ASSIGNMENT AND SUBCONTRACTING
This agreement and all exhibits are binding on the heirs, successors, and assigns of the parties. The Agreement may not be assigned or subcontracted by either Agency or Vendor without the prior written consent of the other.

XX. INTEGRATION; AMENDMENT
This Agreement represents the entire understanding of Agency and Vendor as to those matters contained in it. No prior oral or written understanding will be of any force or effect with respect to the terms of this Agreement. The Agreement may not be modified or altered except in writing signed by both parties.

XXI. INTERPRETATION
The terms of this Agreement should be construed in accordance with the meaning of the language used and should not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction that might otherwise apply.
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XXII. SEVERABILITY
If any part of this Agreement is found to be in conflict with applicable laws, that part will be inoperative, null and void insofar as it is in conflict with any applicable laws, but the remainder of the Agreement will remain in full force and effect.

XXIII. TIME OF ESSENCE
Time is of the essence in the performance of this Agreement.

XXIV. GOVERNING LAW; JURISDICTION
This Agreement will be administered and interpreted under the laws of the State of California. Jurisdiction of any litigation arising from the Agreement will be in a court of competent jurisdiction within the county in which Agency is located.

XXV. COMPLIANCE WITH STATUTES AND REGULATIONS
Vendor will be knowledgeable of and will comply with all applicable federal, state, local, county, and city statutes, rules, regulations, ordinances, and orders.

XXVI. WAIVER OF BREACH
No delay or omission in the exercise of any right or remedy by a non-defaulting party on any default will impair the right or remedy or be construed as a waiver. A party’s consent or approval of any act by the other party requiring the party’s consent or approval will not be deemed to waive or render unnecessary the other party’s consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and will not be a waiver of any other default concerning the same or any other provision of this Agreement.

XXVII. ATTORNEY’S FEES
Except as provided for herein above, in any dispute, litigation, arbitration, or other proceeding by which one party either seeks to enforce its rights under this Agreement (whether in contract, tort, or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing party will be awarded reasonable attorney’s fees, together with any costs and expenses, to resolve the dispute and to enforce any judgment, including post-judgment attorney’s fees costs and expenses and any attorneys’ fees or costs incurred on appeal of any judgment.

XXVIII. EXHIBITS
All exhibits identified in this Agreement are incorporated into the Agreement by this reference.
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XXIX. VENDOR’S AUTHORITY TO EXECUTE
The persons executing this Agreement on behalf of the Vendor warrant: (i) the Vendor is duly organized and existing under the appropriate state laws; (ii) they are duly authorized to execute this Agreement on behalf of the Vendor; (iii) by so executing this Agreement, the Vendor is formally bound to the provisions of this Agreement; and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which the Vendor is bound.

By VENDOR: Complete Paperless Solutions (CPS)
___________________________________________________________________ (Signature)
___________________________________________________________________ (Typed Name)
___________________________________________________________________ (Title)
AGENCY: City of Bishop, A Municipal Corporation
Deston Dishion, City Administrator
ATTEST:

Robin Picken, City Clerk
APPROVED AS TO FORM:

By Dean J. Pucci, City Attorney
Attachments: Exhibit A Scope of Services
Exhibit B Compensation Schedule
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EXHIBIT A

SCOPE OF SERVICES
49 5130 E. La Palma Avenue, Suite 206
Anaheim, CA 92807
tel: 866‐661‐2425 fax: 714‐716‐8215
www.cps247.com
City of Bishop
377 West Line Street
Bishop, CA 93514
Attn: Robin Picken
Scope of Services:

The scope of services is the implementation, support, and maintenance of the Laserfiche Cloud Municipality Site License application which includes unlimited calls, emails, training, and remote troubleshooting from Monday to Friday. System is configured with 100 Full Users, Workflow, OCR, Indexing, e-Forms, 10 Quick Fields Complete with Agent Sessions, 10Tb of storage, Import Agent, Laserfiche Scanning, Office Plug-In, Laserfiche Mobile, Snapshot, Connector, API, Advanced Audit Trail, Records Management Edition, Unlimited Public Portal, and Unlimited Forms Portal.

Fee schedule: $13,100.00
Support period: Jul 22, 2024 - Jul 21, 2025
Support Type: VIP which, includes:
• Monday to Friday during normal business hours from 7:00AM to 6:00PM PST. • 2 hours guaranteed response time
• A dedicated support engineer will serve as the primary contact for Laserfiche support through a direct telephone line.
• Unlimited training
• Preferred pricing on specific integration and development projects • Free enrollment to the Laserfiche Conference (unlimited access) Professional Services: Any professional services related to the enhancement of the Laserfiche repository such as business processes or workflow designs, and specific developments are not included in the fee schedule.
50 Laserfiche Document Management Software Proposal
BY: Complete Paperless Solutions (CPS)
Date: 4/9/24
Expires: 5/31/24
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CONTENTS
Introduction Letter........................................................................................................................................ 3 References .................................................................................................................................................... 5 Work Plan and Schedule ............................................................................................................................... 6 Training ......................................................................................................................................................... 9 Software Pricing .......................................................................................................................................... 10 Cloud Municipality Site License .............................................................................................................. 10 Cloud Municipality Site License Optional Modules ................................................................................ 11 Professional Services............................................................................................................................... 11 Turnkey Solution ..................................................................................................................................... 11 Cloud Database Specifications.................................................................................................................... 12 Scanning/Backfile Conversion Services....................................................................................................... 13 Scanning Conversion Services Process.................................................................................................... 13 Pricing...................................................................................................................................................... 15 Ongoing Maintenance and Support............................................................................................................ 16 52 866-661-2425
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866-661-2425
[email protected]
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INTRODUCTION LETTER
April 9, 2024
City of Bishop
377 West Line Street
Bishop, CA 93514
Dear Robin,
We are pleased to submit the attached proposal for the Municipality Site Licensing for Laserfiche Document Management for your organization. We understand the City of Bishop is looking for a document management solution which will provide an organized file structure, nomenclature, records retention, and ultimately be a Trusted System by implementing Laserfiche Vault which will allow you to destroy your paper files.

Complete Paperless Solutions, LLC (CPS), is located in Anaheim, CA and is a Platinum Certified Solution Provider (SP) of the award-winning Laserfiche™ Enterprise Content Management solution as well as a respected systems integrator and consultancy. The CPS staff focuses its business on helping California Municipalities meet the challenge of providing a great public service to your citizens while working in a high-demand, electronic records-intensive environment. Our customer-centric business model promotes long-term relationships stemming from excellent service, fair pricing, and good old-fashioned know-how. CPS has the highest ratio of support engineers per customer in California compared to all other Laserfiche resellers. CPS is also a proud sponsor of MISAC, CCUG, CLEARS, CLETS and CCAC.

Our Corporate Office is located in Anaheim, CA, with 2 satellite offices located in Vista, CA and Temecula, CA. These offices are led by our CFO, Claude Schott, and me, as the VP of Sales. CPS is confident that it is well-suited to aid the City of Camarillo with our support and professional services team that has been representing Laserfiche ™ since 1996. CPS’s business model is based on the deployment, customization, and support of Laserfiche rather than the “deploy and depart” model of some resellers.

CPS is an Employee-Owned Company, so we all have the highest level of interest to make sure you are thrilled with your experience from the very beginning and each day after. Every single one of our staff members has at least 15+ years of direct Laserfiche experience dealing with organizations of your caliber. You will not have to experience the pain of working with staff who are just getting started with Laserfiche Support and may be learning while on the call with you trying to figure something out. Every 53 866-661-2425
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single technician at CPS is a master at their craft and are filled with a vast amount of knowledge readily available to put to great use.

The City of Bishop will never have to experience non tenured staff who may be learning on the job.

Anytime you call for support, you will be speaking with a professional who will be well informed of your configuration and of the current status of your project. We are proud of our Customer Choice Award which is given out to only one Laserfiche Reseller in the world that has the highest retention of clients and with highest customer satisfaction ratings as well. Lastly, we are also recognized as a Laserfiche Premier Partner by continuing rigorous testing on the product and by submitting proof of client service excellence.

CPS is affiliated with the Omnia Partners Contract Cooperative Agreement which many have been using to purchase Laserfiche at a discounted rate. The above hyperlink will provide the Master Agreement Documents associated with Contract Number 01-158 for Laserfiche Document Management.

We would be pleased to discuss any aspect of this proposal and to provide additional information related to our proposed solution or ability to deliver. We look forward to your positive review of this proposal and to answering any questions that may arise.

Sincerely,
Jamie Dunn
Vice President of Sales
Cell: 760-419-3446
Email: [email protected]
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REFERENCES
CPS has recently been awarded the Laserfiche Customer Choice Award from Laserfiche which is an award for the one single Laserfiche Service Provider in the entire world with the highest customer retention rate and highest satisfaction. That being said, we can assure you that CPS holds the highest retention of customers of any other Laserfiche Service Provider in the world. Our lifetime customer retention is currently at an impressive 98.4%.

1. Company: City of Novato Telephone: (415) 899-8986
Contact: Laura McDowall Email: [email protected]
Address: 922 Machin Avenue, CA 94945
Project Details New client in mid-2023 with 10 Full Users, Public Portal, Records Management Edition,
and Vault. The city has been focused on
implementing a Trusted System from day
one.

2. Company: City of Wildomar Telephone: (951) 677-7751 X210 Contact: Janet Morales Email: [email protected] Address: 23873 Clinton Keith Rd, Wildomar, CA 92595
Project Details City released an RFP and became a new
client in mid-2023 with 12 Full Users, Public
Portal, DocuSign Integration, Records
Management Edition, and Vault. Provided
conversion services from SharePoint to
Laserfiche and will be starting scanning
contract shortly as well as a Contract
Management Workflow as well.

3. Company: City of Chico Telephone: (530) 896-7202
Contact: Angie Dilg Email: [email protected]
Address: 411 Main Street, Chico, CA 95928
Project Details Came to CPS in 2023 from another Laserfiche Support Provider. Worked with Diane
Gladwell to update their retention schedules
and moved their support to CPS which we
have now tied their retention schedules into
Laserfiche.
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4. Company: Mammoth Community Water District Telephone: 760.934.2596 ext. 321 Contact: Stephanie Hake Email: [email protected]
Address: 1315 Meridian Blvd, Mammoth Lakes, CA 93546
Project Details Most recently came from another
Laserfiche Service Provider of who
wanted the basics and was sick of being
up-sold to for products/services they did
not want or need.

5. Company: City of Westlake Village Telephone: (818) 706-1613 Contact: Antoinette Mann Email: [email protected]
Address: 31200 Oak Crest Dr., Westlake Village, CA 91361 Project Details Purchased Municipal Site License at the beginning of 2023 and project is up and
running very smoothly.

WORK PLAN AND SCHEDULE
CPS’s Professional Services team lead by Joseph Mempin will assist the City of Bishop.

Joe Mempin: Manager of Professional Services Group (PSG) – Certified Laserfiche Professional Over fifteen (15) years of software programming and Laserfiche experience, including integrations and customizations of client software systems, legacy programs, and Laserfiche. Mr. Mempin has been managing the CPS team for the past ten (10) years. Previously he spent five (5) years developing application systems for Allgeier Computer (previous Laserfiche VAR).

CPS’s Development team lead by Arsene Hanssens will assist the City of Bishop.

Arsene Hanssens: Chief Technical Officer – Certified Laserfiche Professional Arsene and his team are responsible for integrations, customizations, and software development.

Arsene joined the CPS team in 2006 but has been working with CPS since 2001. Arsene has Electronic Content Management System (ECMS) programming experience since 1980. Arsene worked with the development of one of the very first document page scanners “Copiscan” which was then purchased by Bell & Howell in 1985.
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Our projects are managed with a focus on over preparation. Our implementations always start with a project plan and a preview of the implementation. We provide a pre-Statement of Work step which will accomplish the following:

1. Provide documentation on how we intend to implement the system. This will give stakeholders and end users a starting point conceptually and visually.

2. Provide a training preview. Seeing the system in action makes for better decisions.

3. Part of the project plan is a breakdown of the folder structure and naming convention of existing shared drives. This will provide insight to see if any information can be used for metadata when documents are converted into Laserfiche.

The outcome of steps 1 through 3 are the building blocks for our true Statement of Work. All modified and contended items use the following rules:
• CPS Project Manager will document the issue as soon as a change which impacts project scope, schedule, staffing or spending is identified.
• The CPS Project Manager will review the change and determine the associated impact to the project and will forward the issue, along with recommendation, to all interested parties for review and discussion.
• If required due to lack of consensus, the Project Sponsor shall review the issue(s) and render a final decision on the approval or denial of a change. • Following an approval or denial, the CPS Project Manager will notify the original requestor of the action taken.

Finally, after some discussion regarding steps 1 through 3, we provide a Statement of Work. Our Statements of Work always come with a Warranty Period. During this warranty period we provide free modifications (which are considered in scope for the Statement of Work), break-fixes, and minor requests (out of scope). The warranty period also guarantees response times for issues encountered during the warranty period. Response times are usually 1 hour for business days and 4 hours for nonbusiness days. 57 866-661-2425
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Please see below matrix for each step of the project, including required (and optional) participants to the deployment of the project.

X – Required
O - Optional
Staff Required
Rec Mgr
LF Admins
IT
End Users

CPS PSG
CPS Dev
CPS Sale
Project Initiation

1.0 Kick off Meeting X X X O X X

2.0 Introduction to Laserfiche – Laserfiche client training and demonstration to grasp Laserfiche functionality – Laserfiche Best practices – Retention Schedules

X X X O X X

3.0 User experience review – Shared Drive user experience demo X O X X X

4.0 Data and Content Review X O O X X

5.0 Define Repository requirements: Taxonomy and Indexing X X O X

6.0 Project Planning – Work Plan and Statement of Work X X X X X Conversion

1.0 Results Demonstration and Review – initial conversion attempt – resolve issues and finalize requirements X O O O X

2.0 Fixes O O O X X
Set Up System

1.0 Laserfiche Cloud Set Up O O X

1.1 Users and Groups

1.2 Security

1.3 Metadata

3.0 Workflows (QC and Taxonomy) O O O O X

4.0 Laserfiche Quick Fields O X X
Training

1.0 System Administration – Level 1 O X X X

2.0 Administrator - Workflow O X X X

3.0 End Users – Getting Started with Laserfiche – Multiple Classes X X O X X

4.0 End Users - Capture X X O X

5.0 End Users – Multiple Classes X X O X
Project Closeout

1.0 Closure Meeting X X O X X

2.0 Project Acceptance O X O O X X
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TRAINING
CPS has a reputation for meeting you where YOU are when it comes to training. Beginner, we got you, Expert, we can help you deepen your skillset. We’ll record the training to document it so that you can refer back. And we don’t just train the IT staff, we’ll ensure the Clerk, the Attorney and the HR Director are wellversed in Laserfiche. While we’re happy to build workflows and forms for you, we can train you to do that also.

Training can be performed on-premises or remotely according to your preferences. Training will be done prior, during and after implementation. You will see in our chart below that taking advantage of our VIP Support option, allows for unlimited training which many of our clients greatly enjoy.

CPS also has an entire webpage dedicating to training resources which is available online 24/7 and can be found at https://www.cps247.com/bpm. We are constantly updating and refining our training materials on this page as new features and requests come in.

With training being such an important part of a successful implementation, below is a sampling of training schedule we would provide. Please note that we will never restrict the number of attendees in our training classes and the city will always have the choice to have trainings onsite if that is the preference. All trainings can be recorded and sent to the city for future use as well. 59 866-661-2425
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SOFTWARE PRICING
Cloud Municipality Site License
Description Quantity Public Price
Laserfiche Cloud Municipality Site License*
10,000 Citizens and Under
1 $3,100.00
Total Cloud

$3,100.00

Included in subscription pricing are the following features:
• 100 users
• Workflow
• OCR
• Indexing
• e-forms
• 10 Quick Fields Complete with Agent
• 10TB storage
• Import Agent
• Laserfiche Scanning
• Office Plug-in
• Laserfiche Mobile
• Snapshot
• Connector
• API
• Advanced Audit Trail
• Records Management Edition
• Unlimited Public Portal
• Unlimited Forms Portal
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Cloud Municipality Site License Optional Modules
Description Quantity Public Price
Laserfiche Integration with DocuSign* 1 $300.00
Laserfiche Vault 1 $3,000.00
Total Cloud

$3,300.00
*Professional Services not included
Professional Services
Description Quantity Public Price
Professional Service Package (40 hours)
Laserfiche Project Management, System Setup and Security, Unlimited Remote Training, and Retention Schedules setup for all Departments.
1 $10,000.00
Total Professional Services

$10,000.00

Turnkey Solution
Description Quantity Public Price
Municipality Site License Software 1 $3,100.00
Professional Services 1 $10,000.00
Total Turnkey Solution Year 1 w/ VIP Support
(Free Upgrade to VIP Support for 1st Year)

$13,100.00
Total Year 2 and Ongoing w/ VIP Support*

$6,200.00

*Laserfiche may include a 3% increase any year after.
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CLOUD DATABASE SPECIFICATIONS
With the Laserfiche cloud solution, you will not be restricted to any hardware requirements. Even with document scanners, from smart devices to multifunctional copy devices, we can get your images into Laserfiche. There will also be minimal IT Involvement so there wont be many reasons to utilize funds to involve your outsourced IT Services.

Below is a diagram of the general layout of the Laserfiche AWS architecture. 62 866-661-2425
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SCANNING/BACKFILE CONVERSION SERVICES
CPS understands the importance of selecting a quality firm to manage and execute the process of scanning historic records which may include maps, drawings, and all other media types available for storing information. With CPS being the experts in Laserfiche Document Management, many municipalities and government organizations have turned to us to handle their document scanning needs as they have tried to make it by with other vendors who could not perform to the expectations. We understand the attention expected by municipalities to produce quality images, on demand, 100% open communication and making sure every step of the project is going exactly as planned. Everything mentioned in the Scope of Work is within the capabilities of CPS along with the power of knowing you have the #1 Laserfiche Provider handling your job and there will not be any confusion on ingestion/upload into Laserfiche.

Scanning Conversion Services Process
Secure Document Conversion Facility – Enabled with only the highest security and technology available, you can be assured your data will be safe and secure from the moment your data leaves your location, until we safely return your data after the job has been completed.

Record Transfer Preparation – All boxes will have a Tamper Security Seal to ensure privacy immediately upon pickup. All boxes will be inventoried by folder and series within each box, provide a barcode label, and finalize the box count prior to departing.

Document Control and Manifest Creation – We use a specialized application to not only track all records, but we have a very stringent methodology policy we adhere to internally as well making sure all procedures are followed every step of the way. Tracking reports are generated to include all of the information pertaining to the job. The use of tamperproof seals provides an extra layer of security to keep your data safe.

Secure Record Transfer Service – All pickups and deliveries will be performed by minimally 2 staff which have gone through a background check as well. In order to keep the chain of custody, delivery and pickup scenarios will not make any extra stops while transit with a client’s data. If any issue arises in transport, a secondary team is on standby to assist right away.

Storage Center when Receiving – Our procedure is to have all boxes coming in to be counted and verified 2 times. Utilizing barcodes and our 2-person process ensures quality as soon as client data arrives. Any damage or discrepancies will be reported immediately and addressed immediately.

Chain of Custody Verification – Once the data is received, another check is done on all seals of the boxes.

Once security seals are removed, we verify contents again. If at any time any security issues happen to arise, clients will be notified immediately.
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Audit Tracking & Quality Control Reporting – Every employee is mandated to enter all quality control, monitoring, and progress into our tracking system. Reporting is constantly being done to ensure job is on track.

Document Preparation – Scanning sample boxes are an effective way to find out certain details of the specific job. These samples will determine the most accurate and efficient method to prepare the folder to be scanned. All staff will be trained on the job, specific and details and are assigned one single box at a time. Items prepared prior to scanning including removing paperclips/staples, unfolding, utilizing copier technology to maximize scan quality, combine small documents and attached images, and anything we are not 100% clear on, we will place on the side and address with the client to ensure accuracy. If required, we are able to reassemble all data just as we picked it up with the exclusion of staples and paper clips.

Quality Assurance Document Preparation Verification – Our data sheets are updated in real time and if any problem is found, the document is sent back for reprocessing. The tracking report is updated once again, and the corrected data moves on to the next stage.

Scanning High Resolution Digital Imaging – Only the best technology available is used to provide the best outcome of a quality image. Scanning staff will be monitoring each image to ensure image is scanned in correctly and no pages are double fed. The utilization of Kofax VRS Software allows for additional cleaning to be done such as de-speckle, de-skew, image rotation, background suppression, edge enhancement, gray tone filtering, blank page removal, and much more if need be.

Quality Assurance Image Quality – One of the most important parts of this process is having a human being review documents for accuracy and not solely rely on software and technology. Image quality is checked at multiple levels to ensure all images are acceptable and do not need to be reprocessed.

Indexing Verification – Staff are trained to manually index one image at a time per box to ensure accuracy every step of the way. Protocols and additional software is in place to make sure indexing errors do not occur such as misspelling or double keying entries.

Quality Assurance Indexing – Taking this process to the next level, we will compare the indexed data with the re-keyed data. If any mismatches are found, they are sent back and reprocessed until it is matched.

Data validation is performed utilizing character mix, date ranges, quantity ranges, including database lookups as well.

File Transfer and Upload – Once documents are ready for transfer/upload, data will be transferred to a file server with your encrypted data. From there instant access is available via VPN to search your data to view images and indexes, along with being able to start internal quality control as well. If encrypted hard drive is preferred, this exists as an alternative as well.
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Return and Delivery of Completed Job – Once all files have been reviewed and cleared for approval, data will be repacked, and security labels placed once again. Delivery procedures are followed exactly how our pick-up procedure is listed above with the focus on reliability and security.

Pricing
Task Price per unit
Paper Files up to legal size – Black & White $0.095
Large Format Drawings - Plans - Black & White $1.10
Large Format Drawings - Plans -Color/Grayscale $1.25
Pick up/Delivery $150.00
Laserfiche Ingestion $450.00
Document Prep (if any): $25/hour will be applied if boxes are handed to us and we need to remove mass amounts of staples, post it notes, paper clips, etc.

Data Entry/Indexing: $25/hour if additional indexing is required above and beyond file name and 2 index fields.
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ONGOING MAINTENANCE AND SUPPORT
CPS offers 2 different levels of ongoing support and maintenance which is explained below.

Basic VIP
Laserfiche Site License $3,100.00
(Included)
+ $3,100.00
(Total $6,200.00/yr.)
Customers will receive unlimited telephone technical support and software updates automatically with a cloud system. Technical support includes unlimited email, telephone and remote access to address problems related to system configuration or performance. While guaranteed response times are dictated by the terms of the support agreement, most support calls are taken live and resolved within a single call.

All support calls are logged in a case management system and assigned priority and severity levels that will be escalated (if necessary) to the development team and what lengths are necessary to address them such as providing hotfixes or point releases of the software. All customers are granted access to the Laserfiche Support Site where an abundance of knowledgebase documents can be used to support your internal IT team and Laserfiche users.

Note: Ninety-five (95) percent of support issues taken by our team have “First Call” resolution and are usually resolved within one hour.
i. Support Contact Information
o Support services are provided directly by CPS
o Our toll-free support number: 866-661-2425
o Non-emergency support calls can be directed to ([email protected]) or via our website (http://www.cps247.com/Support/SubmitTicket.aspx) ii. Basic Support Level
o Monday to Friday during normal business hours from 8:00AM to 5:00PM PST o Next business day guaranteed response time
o Unlimited Access to CPS Webinars
o Quarterly Newsletter
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iii. CPS VIP Support Level
To prevent spending additional money on Outsourced IT, and to optimize the benefits of your Laserfiche software, we recommend our VIP support package. We especially recommend this option for the 1st year of implementation as the Unlimited Training surely comes in handy. VIP Support can be downgraded upon year 2. Our VIP program offers the following:
• Monday to Friday during normal business hours from 7:00AM to 6:00PM PST.
• 2 hours guaranteed response time.
• A dedicated support engineer will serve as the primary contact for Laserfiche.
• Direct support through a direct telephone line.
• Unlimited training
• Next day onsite support guaranteed if remote issue non-resolved. • Unlimited support
• Preferred pricing on specific integration and development projects • Free enrollment to the Laserfiche Empower Conference (Unlimited Access) • No travel cost.
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EXHIBIT B

COMPENSATION SCHEDULE
Laserfiche Cloud Municipality Site License* (1) = Total Cloud: $3,100.00 10,000 Citizens and Under
Included in subscription pricing are the following features:
• 100 users
• Workflow
• OCR
• Indexing
• e-forms
• 10 Quick Fields Complete with Agent
• 10TB storage
• Import Agent
• Laserfiche Scanning
• Office Plug-in
• Laserfiche Mobile
• Snapshot
• Connector
• API
• Advanced Audit Trail
• Records Management Edition
• Unlimited Public Portal
• Unlimited Forms Portal
Professional Services (1) = Total Professional Services: $10,000.00 Professional Service Package (40 hours)
Laserfiche Project Management, System Setup and Security, Unlimited Remote Training, and Retention Schedules set up for all Departments.

Turnkey Solution
Municipality Site License Software (1) $ 3,100.00
Professional Services (1) $10,000.00
Total Turnkey Solution Year 1 w/VIP Support $13,100.00
(Free Upgrade to VIP Support for the 1st Term of Agreement; VIP Support for Year 2 and Ongoing = $6,200.00/year*)
*Laserfiche may include a 3% increase any year after.

Payment Schedule
$3,100.00 due when Laserfiche Licensing is activated
$10,000.00 of remaining balance is due when project is closed and accepted 68 1
69 2
70 3
71 4
72 5
73 74
6 7
75 8
76 shop Bank Reconciliation Report - by Bank NumberCity of Bi Page: 1 Jul 17, 2024 9:14AM
Report Criteria:

Print Outstanding Checks and Deposits and Bank and Book adjustments Eastern Sierra Checking (Eastern Sierra Checking) (1)
June 30, 2024
Account: 99900010110
Bank Account Number: 006107370
Bank Statement Balance: 1,905,307.59 Book Balance Previous Month: 1,447,676.33 Outstanding Deposits: 106,486.38 Total Receipts: 10,603,151.48 Outstanding Checks: 373,781.97 Total Disbursements: 10,411,125.12 Bank Adjustments: 1,690.69 Book Adjustments: .00
Bank Balance: 1,639,702.69 Book Balance: 1,639,702.69
Proof (Bank balance less book balance): .00
Outstanding Deposits Section
Deposit
Number
Deposit
Amount
Deposit
Number
Deposit
Amount
Deposit
Number
Deposit
Amount
Deposit
Number
Deposit
Amount
19 280.00 1034 128.00- 1057 101.00 1108 88.29-
1110 565.46 1132 1,472.00- 1137 370.00- 1145 359.00
1159 64.00- 1213 185.00- 1229 1,769.00 1230 71.25
1234 558.40 1248 79,973.06 1249 8,428.50 1250 1,629.75
1251 211.00 1252 10,687.50 1253 344.00 1254 103.50
1255 146.25 1256 1,166.00 1256 2,400.00
Grand Totals:
106,486.38
Deposits cleared: 83 items Deposits Outstanding: 23 items Outstanding Checks Section
Check
Number
Check
Amount
Check
Number
Check
Amount
Check
Number
Check
Amount
Check
Number
Check
Amount
1092 19.83 1639 38.00 1644 38.00 2443 165.48
3849 74.99 4696 1,623.97 4738 250.29 4877 6,920.00
5119 457.64 5546 119.89 6366 313.36 6412 100.00
6693 48.03 6948 668.91 7108 4,602.50 7258 144.96
7412 18.58 7420 18.58 7859 1,076.50 8324 66.50
8752 110.82 9412 203.50 9861 .11 9941 46.25
10539 55.50 10573 46.17 10709 1,500.00 10711 55.50
10750 43.86 10755 199.48 10844 132.98 10858 1,560.00
10860 55.50 10900 2,999.00 10925 155.14 10931 140.38
10938 336.70 10956 80.76 10958 27.75 10994 75.00
11000 118.00 11018 87.27 11019 234.43 11025 317.42
11028 122.82 11031 416.36 11032 203.63 11040 160.92
11041 255.81 11046 157.68 11047 248.76 11049 157.92
11051 510.58 11071 742.48 11079 14.30 11086 80.76
11087 660.00 11088 369.23 11093 366.00 11097 2,654.43
11100 86.46 11106 14.12 11107 350.00 11111 5,895.00
11114 212.45 11119 234.43 11121 1,727.42 11122 338.36
11123 772.68 11124 83.11 11125 645.93 11126 726.13
11127 350.93 11128 886.05 11129 316.79 11130 860.29
11131 502.64 11132 929.97 11133 796.00 11134 741.79
11135 249.58 11136 3,643.99 11137 481.48 11138 200.17
11139 382.74 11140 594.33 11141 625.96 11142 576.69
11143 883.21 11144 933.92 11145 675.53 11146 872.87
77 shop Bank Reconciliation Report - by Bank NumberCity of Bi Page: 2 Jul 17, 2024 9:14AM
Check
Number
Check
Amount
Check
Number
Check
Amount
Check
Number
Check
Amount
Check
Number
Check
Amount
11147 502.64 11148 253.32 11149 985.78 11150 639.43
11151 80.76 11152 2,132.24 11153 660.00 11154 369.23
11155 55.50 11156 5,816.15 11157 361.05 11158 1,810.65
11159 56,200.78 11160 14,542.76 11161 552.60 11162 5,850.10 11163 1,823.09 11164 344.95 11165 3,518.06 11166 1,551.00 11167 3,765.11 11168 2,000.00 11169 8,000.00 11170 1,763.07 11171 703.59 11172 325.27 11173 705.00 11174 37.00
11175 63.73 11176 56.41 11177 56.41 11178 726.65
11179 2,304.45 11180 500.00 11181 120.75 11182 1,507.29 11183 5,000.00 11184 1,935.84 11185 2,165.95 11186 60.00 11187 120.78 11188 871.00 11189 292.44 11190 20.42
11191 2,310.00 75403 8.00 61424203 31,343.39 62824200 88,341.19 62824201 5,637.00 62824202 2,689.54 62824203 20,489.91 62824204 30,882.71 62824205 1,868.75
Grand Totals:
373,781.97
Checks cleared: 230 items Checks Oustanding: 145 items
Bank Adjustments Section
Description Amount Description Amount
J Scida Wages Incorrectly Paid and Owed 1,690.71 Carrying Prior Month Bank Adjustment .02- Grand Totals: 1,690.69
Book Adjustments Section
78 CITY OF BISHOP

COMBINED CASH
JUNE 30, 2024
FOR ADMINISTRATION USE ONLY 100 % OF THE FISCAL YEAR HAS ELAPSED 07/17/2024 09:26AM PAGE: 1

COMBINED CASH ACCOUNTS
999-000-10110 CASH IN BANK 1,635,082.21
999-000-10111 LAIF INVESTMENT 9,653,331.19
999-000-10112 CASH EASTERN SIERRA BANK .00
999-000-10113 CASH IN COUNTY TREASURY .00
999-000-10115 CASH IN BANK XPRESS BILLPAY 33,962.18
999-000-10116 CALIFORNIA CLASS INVESTMENT 9,000,000.00
999-000-10175 CASH CLEARING UTILITIES 17,811.91
999-000-10176 BUSINESS CASH CLEARING 426.10
TOTAL COMBINED CASH 20,340,613.59
999-000-10100 CASH ALLOCATED TO FUNDS ( 20,340,613.59)
TOTAL UNALLOCATED CASH .00

CASH ALLOCATION RECONCILIATION
1 ALLOCATION TO GENERAL FUND 10,018,938.68
2 ALLOCATION TO SEWER FUND 2,699,533.18
3 ALLOCATION TO GAS TAX 422,597.73
4 ALLOCATION TO WATER FUND 2,337,397.76
5 ALLOCATION TO RFPD 1,053,812.31
6 ALLOCATION TO IMBC FIDUCIARY .00
7 ALLOCATION TO LOCAL TRANSPORTATION FUND 89,758.82
8 ALLOCATION TO BOND AND TRUST FUND 47,639.99
9 ALLOCATION TO TRAFFIC SAFETY 8,141.29
10 ALLOCATION TO TUT MEASURE A 1,343,245.51
11 ALLOCATION TO ASSET FORFEITURE 5,300.63
12 ALLOCATION TO SUNRISE MHP 388,763.88
13 ALLOCATION TO GENERAL FIXED ASSETS .00
15 ALLOCATION TO WATER IMPROVEMENT .00
18 ALLOCATION TO FUND 018 .00
19 ALLOCATION TO STREETS-SIDEWALK IMPROVEMENT 750,000.00 21 ALLOCATION TO CANINE DONATION 8,012.54
22 ALLOCATION TO HEAVY EQUIPMENT REPLACEMENT 300,000.00 23 ALLOCATION TO PROPERTY/HOUSING DEVELOPMENT 103,997.50 24 ALLOCATION TO BAWA .00
25 ALLOCATION TO WAYFINDING & SIGNAGE PROJECT .00
26 ALLOCATION TO PLHA FUND .00
29 ALLOCATION TO FUND 029 .00
33 ALLOCATION TO C.O.P.S. 208,168.32
37 ALLOCATION TO HOME FUNDS/WILLOW ST 100,302.76
54 ALLOCATION TO STIP E. LINE ST. BRIDGE REPL. 308,781.21 55 ALLOCATION TO S WARREN ST. IMPROVEMENT .00
57 ALLOCATION TO SEIBU TO SCHL BIKE PATH .00
58 ALLOCATION TO PINE TO PARK/STIP .00
59 ALLOCATION TO WEST JAY STREET .00
60 ALLOCATION TO STIP-SPRUCE/YANEY/HANBY .00
61 ALLOCATION TO E. LINE ST. IMPROVEMENTS .00
62 ALLOCATION TO PLAYGROUND EQUIPMENT PROJECT .00
70 ALLOCATION TO HOME OWNER ASSIST PRGM 128,100.00
71 ALLOCATION TO SILVER PEAK/IMACA .00
72 ALLOCATION TO VALLEY APTS/13 CDBG 8972 18,121.48
79 CITY OF BISHOP

COMBINED CASH
JUNE 30, 2024
FOR ADMINISTRATION USE ONLY 100 % OF THE FISCAL YEAR HAS ELAPSED 07/17/2024 09:26AM PAGE: 2 TOTAL ALLOCATIONS TO OTHER FUNDS 20,340,613.59
ALLOCATION FROM COMBINED CASH FUND - 999-000-10100 ( 20,340,613.59) ZERO PROOF IF ALLOCATIONS BALANCE .00
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94 Agenda Item: 14.E
Date of Meeting: July 22, 2024
Department: Finance
To: City Council
From: Ethan Aukee
Subject: C.O.P.S. Fund Budget Adjustment
Prepared On: July 5, 2024

STAFF REPORT
Background/History:

The Police Department was pursuing the purchase of a drone with use of C.O.P.S. Fund approved spending at the end of FY 2023-2024. Due to unexpected delays, City staff were not able to complete the purchase of the drone and the approved expense was not incurred during the fiscal year. City staff is now prepared to execute the purchase of the drone, however, the spending is not approved within the FY 2024-2025 budget.

Analysis/Discussion:

At the end of FY 2023-2024, account 033-033-56029 (C.O.P.S Capital Equipment Replacement) had $21,376.61 in unspent approved spending. In FY 2024-2025, there is no approved spending within account 033-033-56029. In order to allow for the Police Department purchase of a drone, City staff is requesting an increase in account 033-033-56029 in the amount of $12,000.

Economic Impacts:

No significant economic impacts.

Budget Impacts:
$12,000 increase in expense account 033-033-56029, Capital Equipment Replacement.

The are no financial concerns related to spending an additional $12,000 within Fund 033 during FY 2024-2025. The projected fund balance at the end of FY 2024-2025 remains within City staff's target range and within legally required limits.

Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

City Council to review and approve the proposed budget adjustment. 95 Approved By: Ethan Aukee 7/5/2024
Approved By: Robin Picken 7/8/2024
Approved By: Deston Dishion 7/8/2024
Approved By:
96 Agenda Item: 14.F
Date of Meeting: July 22, 2024
Department: Finance
To: City Council
From: Ethan Aukee
Subject: PERS UAL Budget Adjustment
Prepared On: July 9, 2024

STAFF REPORT
Background/History:

Each year, the City is required to budget for its annual unfunded liability payment to CalPERS without having a clear understanding of the amount to be invoiced by CalPERS. The amount charged by CalPERS to the City is determined by an actuary, and the actuary's valuation report is made available once the invoice is submitted to the City. The invoice is submitted to the City in July, and the City completes its budget in May/June.

Analysis/Discussion:

When budgeting for this FY 24-25 expense, the City applied an 8% premium to the FY 23-24 actual. Based on historical records, it could be assumed that a potential increase wouldn't exceed 8% from the prior year. This assumption was incorrect. The invoice amount charged for FY 24-25 was determined by using an actuarial report from 2022, and the market performance during 2022 was detrimental to industry-wide pension fund performance. Based on our understanding of how the markets performed in 2023-2024, we should expect a decreased expense in FY 25-26 (assuming a new valuation report is issued by the actuary for CalPERS).

A total of $914,935 was budgeted for PERS UAL in FY 24-25. The total invoiced to the City for PERS UAL in FY 24-25 is $1,188,320.

Economic Impacts:

No significant economic impacts.

Budget Impacts:

City staff is requesting council approval to increase the below expense accounts by the amounts listed to allow for payment of the annual PERS UAL expense. A portion of the expense is incurred by the RFPD Fund 005. Approval to adjust the RFPD expense account will be requested of the RFPD Board of Commissioners.
001-011-51029 $41,354.59
001-012-51029 $60.36
97 001-016-51029 $247.41
001-020-51029 $162,911.98
001-021-51029 $1,307.56
001-023-51029 $1,281.56
001-031-51029 $2,666.22
001-034-51029 $248.30
002-051-51029 $33,576.15
003-030-51029 $557.86
004-050-51029 $26,002.70
012-095-51029 $1,862.74
Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

City Council to review and approve the proposed budget adjustment.

Approved By: Ethan Aukee 7/9/2024
Approved By: Robin Picken 7/9/2024
Approved By: Deston Dishion 7/9/2024
Approved By:
98 Agenda Item: 14.G
Date of Meeting: July 22, 2024
Department: Fire
To: City Council
From: Bret Russell
Subject: 2024 Destruction Derby Agreement with the Tri-County Fairgrounds Prepared On: July 18, 2024
Attachments: BFD Destruction Derby Agreement 2024

STAFF REPORT
Background/History:

Each year the volunteer firefighters host a destruction derby at the Tri-County Fair. This year it will be held on September 1, 2024. The City and Fire Department enter into an agreement with the State of California to put on the derby.

Analysis/Discussion:

The agreement is reviewed by California Joint Powers Insurance Authority (CJPIA) and we follow recommendations about safety and risk management for the City.

Economic Impacts:

The Destruction Derby has a significant positive impact on the community's economy. The Tri-County Fair is a major event each year and the Destruction Derby is one of its star attractions. Many visitors will book hotel rooms for more than one day and will spend time at our local restaurants and businesses during their stay. Funds raised by the Derby benefit both the Tri-County Fairgrounds and the Bishop Firefighters Association.

Budget Impacts:

There are no budget impacts.

Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

Council consideration to approve the proposed contract for the 2024 Destruction Derby with the Tri-County Fairgrounds and to authorize Fire Chief Russell to execute the contract as presented.

Approved By: Bret Russell 7/18/2024
Approved By: Ethan Aukee 7/18/2024
99 Approved By: Deston Dishion 7/19/2024
Approved By:
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Agenda Item: 14.H
Date of Meeting: July 22, 2024
Department: Public Works
To: City Council
From: Nora Gamino
Subject: Pond 1 Sludge Removal Purchase Order
Prepared On: July 16, 2024
Attachments: Bishop Sludge Report
Bishop Sludge Removal Proposal 2024- Pond #1

STAFF REPORT
Background/History:

In 2023, the ponds at the wastewater treatment plant were evaluated for sludge buildup.

Sludge is a byproduct of wastewater treatment and over time it builds up in the ponds. The sludge takes up space in the ponds reducing their capacity and must be removed, either mechanically or biochemically. Mechanical removal has major and costly impacts to the wastewater operation as each pond would need to be dredged, the removed materials allowed to dry, and then hauled to an approved hazardous material landfill. Biochemical treatment of sludge has been proven to reduce sludge in operating ponds and is estimated to cost onetenth of the cost of mechanical removal. While it does not completely remove all sludge, or other unwanted material, it serves as a cost-effective way to manage pond capacity and extend the time between mechanical sludge removal efforts.

Analysis/Discussion:

The water depth and sludge thickness were measured throughout ponds 1, 2, 3, and 4. All four ponds need some level of sludge removal. Pond 1 is the primary pond and is an aerated partial mix lagoon with baffle curtains while ponds 2, 3, and 4 are polishing ponds. Because Pond 1 is the only pond with aeration, and it is critical to the treatment process, it has been identified as the highest priority to receive sludge removal treatments.

Environmental Techniques is the only company that will provide these types of biochemical treatments in our area. They also preform similar work for the Eastern Sierra Community Services District. The cost for treatment of Pond 1, which they estimate will remove approximately 54% of the sludge through accelerated biological activity, is $27,775 ($18,675 for materials and $9,100 for labor). Because they are the only provider of these treatments and bio stimulant products in our area, this will be a sole source purchase.

Economic Impacts:

None.
113
Budget Impacts:

This item is included in the 2024-2025 Fiscal Year Budget within the Sewer Fund, expense account 002-051-52015, Professional Services.

Legal Review:

None
Recommended Action:

Council consideration to approve the City Administrator to sign the purchase order for sludge removal by Environmental Techniques in Pond #1 in the amount of $27,775.

Approved By: Ethan Aukee 7/17/2024
Approved By: Deston Dishion 7/182024
Approved By:

Approved By:
114
October 23, 2023
Gary Milici
Public Works Dept.

City of Bishop, CA
760-873-8459
[email protected]
Re: Sludge Inventory Report City of Bishop WWTP
Mr. Milici,
ETI personnel recently completed sludge judge operations at the City of Bishop WWTP as outlined in our proposal dated August 1, 2023 which included measurement of the sludge blanket in each of the first four cells and collection of sludge samples for lab analysis of total solids in each cell. Individual sludge blanket thickness measurements were collected in a grid pattern and were used to establish the average water depth and sludge blanket thickness at each point. This data was then used to calculate the average sludge blanket thickness as well as the amount of sludge expressed in cubic feet and total gallons in each cell. The sludge samples were analyzed for total solids (TS) percentage as well as the volatile solids (VS) percentage of the TS number. This data was used to determine the total sludge mass in each cell expressed in dry tons.

CITY OF BISHOP WWTP: CELL #1
We collected 50 sludge thickness measurements, evenly spaced throughout Cell #1. The data shows the sludge blanket thickness is unevenly dispersed throughout the cell. Accumulations are not centered in any one location and there is a great deal of gas being generated in the areas where the sludge is thickest, an indicator of biological consumption of organic solids. Cell #1 contains 224 dry tons of sludge with an average total solid percentage of 2.6%, 54% of which is volatile, can be oxidized and reduced via biological consumption.

Actual Sludge
Blanket
Thickness (ft)
Actual Water
Depth (ft)
Remaining
Water Cap (ft)
Depth
Volume
Occupied by
Sludge
Sludge Volume (Cu
ft)
Sludge Volume (Gal)

1.29’ 6’ 4.71’ 22% 275,798 ft3 2,062,966 gal
115
Sludge Thickness Locations Cell #1
116
CITY OF BISHOP WWTP: CELL #2
We collected 35 sludge thickness measurements, evenly spaced throughout Cell #2. The data showed the thickest sludge accumulations concentrated exclusively around the outside edges of the lagoon. The sludge blanket is 3-4’ thick in some locations. There is a lot of vegetation and organic material growing in this lagoon. An abundance of gas was released as we probed the blanket around the outside of the lagoon. Cell #2 contains 290 dry tons of sludge with an average total solid percentage of 3%, 59% of which is volatile, can be oxidized and reduced via biological consumption.

Actual Sludge
Blanket
Thickness (ft)
Actual Water
Depth (ft)
Remaining
Water Cap (ft)
Depth
Volume
Occupied by
Sludge
Sludge Volume (Cu
ft) Sludge Volume (Gal)

1.75’ 5.53’ 3.78’ 32% 309,658 ft3 2,316,244 gal
Sludge Thickness Locations Cell #2
117
CITY OF BISHOP WWTP: CELL #3
50 sludge thickness measurements were collected, evenly spaced throughout Cell #3. While the data show the sludge is 3” thick in a small area in the northwest quadrant of Cell #3, the sludge blanket thickness is uniform throughout the balance of the cell and averages 1.79’ thick. The heaviest accumulation is in the western third of the cell. As with the other cells, the sludge judging process released a great deal of gas, indicative of active biological consumption of organic material. There is also a lot of vegetation and organic matter around the outside edges growing into the lagoon. Cell #3 contains 206 dry tons of sludge with an average total solid percentage of 2.4%, 57.5% of which is volatile, can be oxidized and reduced via biological consumption.

Actual Sludge
Blanket
Thickness (ft)
Actual Water
Depth (ft)
Remaining
Water Cap (ft)
Depth
Volume
Occupied by
Sludge
Sludge Volume (Cu
ft)
Sludge Volume (Gal)

1.29’ 6.00’ 4.71’ 21.5% 275,458 ft3 2,060,429 gal
118
Sludge Thickness Locations Cell #3
119
CITY OF BISHOP WWTP: CELL #4
We collected 35 sludge thickness measurements, evenly spaced throughout Cell #4. The sludge blanket in Cell #4 is fairly uniform with concentrations around the outside edges of the lagoon. There is a lot of vegetation growing in and around this lagoon with islands of vegetation making measurement of the sludge blanket impossible on some points. There is a great deal of organic matter in this lagoon, especially around the bull rushes. We observed the greatest amount of gas released from the sludge blanket in this cell. Cell #1 contains 224 dry tons of sludge with an average total solid percentage of

2.125%, 58% of which is volatile, or, removable via biological consumption.

Actual Sludge
Blanket
Thickness (ft)
Actual Water
Depth (ft)
Remaining
Water Cap (ft)
Depth
Volume
Occupied by
Sludge
Sludge Volume (Cu
ft)
Sludge Volume (Gal)

1.83’ 5.77’ 3.94’ 35% 363,116 ft3 2,716,105 gal
Sludge Thickness Locations Cell #4
120

SUMMARY GRAPH- ALL CELLS
121

TOTAL SOLIDS RESULTS
Cell ID Avg total solid % Avg volatile solid % Dry tons Cell #1 2.6 54% 223.67
Cell #2 3 59% 289.76
Cell #3 2.4 57.5% 206.21
Cell #4 2.125 58% 2.125

CONCLUSION
The total volume of sludge in the City of Bishop WWTP is 9,155,745 gallons, or 960.41 total dry tons spread throughout the system. We did not encounter a great deal of trash or other non-volatile materials during our survey indicating good removal of trash at the head works.

To maintain a properly functioning lagoon system sludge removal is recommended when the sludge blanket approaches 18” thick. The sludge blankets in Cell # 2 (21” thick) and Cell #4 (21.9”) are both above this threshold and should be de-sludged. Sludge currently occupies 32% of the potential treatment capacity in Cells 2 & 4. The sludge blankets in Cell # 1 (15.48”) and Cell #3 (15.48”) both contain areas of localized sludge thicker than 18” which could be targeted and effectively removed with our technique instead of treating the entire lagoon.

We are happy to provide sludge removal proposals specific to each lagoon including periodic mixing of the sludge blankets and application of our bio-stimulant products, CBX ProOxidizer. Utilizing this technique, we reduced the sludge blanket thickness at the Eastern Sierra CSD WWTP last year by 10” (25% reduction), removing 52 dry tons of the pre-existing sludge mass.

Thank you for the opportunity to participate in this project. Please let me know if you have questions or need additional information from me?
Thanks again,
Jason Bentz
President
Environmental Techniques/ CBX Products
c: 602-550-5723
e: [email protected]
Environmental Techniques International
1-877-ASK-4-CBX www.cbxproducts.com
122
May 9, 2024
Nora Gamino
Director of Public Works
City of Bishop, CA
760-873-8459
[email protected]
Re: Sludge Removal Proposal City of Bishop WWTP- Cell #1 Ms. Gamino,
I am pleased to provide our proposal for sludge reduction at the City of Bishop WWTP Pond #1. The proposal is based on successful treatment protocols used in numerous other systems and upon information found in our Sludge Judge Report dated October 23, 2023.

Each cell in the City of Bishop WWTP contains different levels of sludge accumulation. Our unique application technology allows us to exclusively target areas in each pond containing sludge, without wasting resources on portions of the pond containing little or no sludge. 123
The shaded areas in the image above are the locations where the sludge blanket is over 15” thick in each pond as well as the rough estimate of the total acreage occupied by thick sludge in each. Beginning with Cell #1 we will treat the sludge in these areas by periodically applying our bio stimulant products CBX ProOxidizer and CBX Sniper into the designated parts of the sludge blanket while mixing the mass throughout the pond, resulting in sludge reduction.

City of Bishop WWTP: CELL #1
The primary treatment cell is over 5 surface acres in size. Sludge is isolated in the western and eastern quadrants of the cell and occupies roughly 2.5 acres of the lagoon total area. Sludge is primarily composed of dead bacteria and algae cells along with un-oxidized organic material that holds and releases nutrients into the water column increasing Ammonia, Nitrates, Phosphates, and organic acids affecting Total Nitrogen and Ammonia levels and impacting treatment efficacy. Based on lab results from last October, 54.25% of the sludge in this cell can be removed via accelerated biological activity.

OVERVIEW TREATMENT- Cell #1
Sludge mass will be reduced through applications of our bio-stimulant products, CBX ProOxidizer and CBX Sniper, combined with mixing of the upper layers of the sludge blanket, achieving mass reduction over time.

Bi-monthly applications of 37.5 gal. CBX ProOxidizer by boat utilizing specialized equipment designed to mix the sludge blanket during application of the bio-stimulants. This process increases biological reactions within the sludge blanket while simultaneously stripping the gas byproducts of bio-oxidation from the mass. These applications will also help increase the overall treatment capacity of the pond by moving water to sections of the pond currently bypassed due to short circuiting.

In late Fall, CBX Sniper will be surface-applied over the sludge blanket extending bio-oxidation through the Winter.

PROJECT SUMMARY- CELL #1
CBX ProOxidizer…. 37.5 Gal @ $65/ gallon… cost per application… $2,437.50 6 total applications…... $14,625*
*FOB Phoenix, AZ
CBX Sniper…. $450/ Bucket… cost per application (9 buckets)… $4,050* *FOB Phoenix, AZ

Site Visit…. $1,300/ Visit…. 7 visits………. $9,100
Project Total Cell #1: $27,775**
**All prices FOB Phoenix. Includes follow up sludge judge but not lab fees, or applicable taxes as required 124

TREATMENT SUMMARY
Bi-Monthly Applications: ETI personnel will enter the pond and apply CBX ProOxidizer (product details below) utilizing specialized application equipment. This process accelerates endogenous respiration within the biomass, resulting in sludge mass transfer via biological activity. The application equipment simultaneously mixes the sludge blanket and applies CBX ProOxidizer directly into the agitated mass. This process strips gas from the biomass increasing biological efficiency and accelerating mass reduction.

Late Fall: CBX Sniper (product details below) will be applied over the surface of the lagoon. CBX Sniper integrates with the sludge mass and extends the viability of CBX ProOxidizer treatments into cold weather months as natural biological activity slows. As the micro-climate at the bottom of the lagoon warms in Spring, CBX Sniper “jump-starts” biological activity, accelerating bio-oxidation into the active season.

PRODUCT DETAILS
CBX ProOxidizer is a unique biochemical that affects cell wall permiability and cellular metabolism for faster rates of biooxidation and endogenous respiration. Accelerated rates of endogenous respiration leads to increased sludge mass and volume reduction.

CBX Sniper is the only non-evasive “targeted dredging” product in the industry. This revolutionary technique gives wastewater operators the ability to isolate problem areas and remove sludge in increments that fit within budgetary constraints
while increasing lagoon efficiency. In the pictured
case study, a 1-acre section of lagoon was targeted,
and sludge was reduced by 50% in 6 months (results
will vary depending on lagoon efficiency,
temperatures, and sludge make-up), illustrating that
this technique is not only highly effective but works
quickly. This technique allows the costs of dredging
to be spread over time without hindering operations.

There are no additional dumping fees, permits, land
disposal, or hauling costs using CBX products.

Sludge is oxidized (converted from solid to gas) onsite while the lagoon remains online. 125

CONCLUSION
A follow up sludge judge will be conducted at the conclusion of all treatments. Reports of our findings will be produced to measuring and compare sludge levels to those previously recorded. With this information we will be able to track the amount of sludge removed by our treatments. The cost of this sludge judge is included in this proposal. Applicable sales tax is not included.

Please let me know if you have any questions, concerns, or need additional information from me? We appreciate your consideration and the opportunity to serve the City of Bishop.

Thanks again,
Jason Bentz
President
Environmental Techniques/ CBX Products
c: 602-550-5723
e: [email protected]
Environmental Techniques International
1-877-ASK-4-CBX www.cbxproducts.com
126
Department of Public Works
Building Permits Issued
6/2024
Small Town with a
Big Backyard!

CITY OF BISHOP
377 West Line Street - Bishop, California 93514
Post Office Box 1236 - Bishop, California 93515
760-873-8458 [email protected]
www.cityofbishop.com
Date Value Owner/Location/Contractor Short Description SMIP Rev Fund Commercial
6/3/2024 A&A Hospitality
649 North Main Street
Dean's Plumbing and Heating, I
Floor Drain / Mop Sink $1,200.00 $0.50 $1.00
6/1/2024 DG Smith Enterprises, Inc.
926 North Main Street
McDivitt Signs
Sign $10,150.00 $2.84 $1.00
Commercial Totals $11,350.00 $3.34 $2.00
Residential
6/21/2024 George Schreiner
132 & 134 Moffett Drive
Exterior Residing $12,000.00 $1.56 $1.00
6/11/2024 Aaron Schat
563 North Third Street, & 563
Reroof $12,000.00 $1.30 $1.00
6/6/2024 Scott Eagan
724 Keough Street
Roberts Roofing
Reroof $10,000.00 $1.30 $1.00
6/6/2024 Jeff Karl
675 Grove Street
A & R Construction
Reroof $24,500.00 $1.30 $1.00
6/3/2024 Barrie Potter & Marguerite Leo
537 Howard Street
David Whiting
Electrical Service Upgrade $4,000.00 $0.72 $1.00
6/3/2024 Denise Yavas
307 Hanby Avenue
Andrew Craig Larkspur Lands
Entry Way Steps / Landing $15,000.00 $1.95 $1.00

Building Permit Fees
Collected $8,541.14
127
Date Value Owner/Location/Contractor Short Description SMIP Rev Fund 6/1/2024 Aristheo Lizarraga
157 East South Street
Aris Electric LLC
Home Improvements $12,000.00 $1.56 $1.00
6/1/2024 Casey Stroud
193 South Third Street
ADU $150,000.00 $19.50 $6.00
6/21/2024 Christopher Ecklund & Debora
408 North Fowler Street
Allen Lancaster
Home Improvements $75,000.00 $9.75 $3.00
Residential Totals $314,500.00 $38.94 $16.00

Building Permit Fees
Collected $8,541.14
128

GREAT BASIN UNIFIED

AIR POLLUTION CONTROL DISTRICT
Air Toxics Hot Spots Program
Annual Report for 2023
Great Basin Unified Air Pollution Control District
157 Short Street, Bishop, California 93514-3537
Tel: 760-872-8211 www.gbuapcd.org
July 2024
Prepared by:

Luke Eisenhardt, Air Quality Specialist II
Tom Schaniel, Air Quality Specialist II
Ann Logan, Deputy Air Pollution Control Officer
129

Introduction
The Great Basin Unified Air Pollution Control District (Great Basin, GBUAPCD, or District) is a California regional government agency that works to protect the people and the environment of Alpine, Mono and Inyo Counties from the harmful effects of air pollution. Great Basin’s purpose is to enforce federal, state, and local air quality regulations and to ensure air quality standards are met in Alpine, Mono, and Inyo Counties.

The Air Toxics “Hot Spots” Information and Assessment Act of 1987 (Assembly Bill 2588 or AB 2588) is a State of California public right-to-know law requiring local air pollution control districts to collect information about the location, type, and quantity of toxic compounds emitted into the air from specified local businesses and industry. The AB 2588 Air Toxics Hot Spots Act Program Annual Report is published to provide the public with information regarding the District’s AB 2588 Program. The enabling statutes in the California Health and Safety Code (CH&SC) Sections 44300-44394 require the California Air Resources Board (CARB) and local air districts to implement AB 2588. This report describes the current reporting and evaluation status for facilities being tracked under this program. This annual report is required by CH&SC Section 44363 and addresses the following as required:

1. Describes the priorities and categories designated per CH&SC Section 44360.

2. Summarizes the results and progress of the HRA program.

3. Ranks and identifies facilities according to degree of cancer risk posed both to individuals and to the exposed population.

4. Identifies facilities which expose individuals or populations to any noncancer health risks.

5. Describes the status of development of control measures to reduce emissions of toxic air contaminants, if any.

The goals of the GBUAPCD Air Toxics Hot Spots Program are to:
• Quantify and assess air toxic emission information from facilities. • Evaluate and assess the possible health risk from the emissions. • Notify the public in cases where significant risks are likely posed by nearby facilities and require facilities to develop strategies to mitigate or reduce the risks to below significant levels.

To achieve these goals, GBUAPCD collects information from facilities including information about the location, type, and quantity of toxic compounds emitted into the air from facilities. The District uses this information to analyze these site-specific emissions to assess the risk to public health from exposure. To inform the public, GBUAPCD has published this report as required.

This annual report covers facility operations in the calendar year 2023 in the GBUAPCD jurisdiction of Alpine, Mono and Inyo counties. The report will be presented to the District Governing Board at the July 10, 2024, Governing Board Meeting where a public hearing will be held to discuss the content and significance. Additionally, the District will disseminate the annual report to county boards of supervisors, city councils, and local public health officers. 130

Section 1. Air Toxics Hot Spots Act Priorities and Categories California Health and Safety Code Section 44360 requires an Air District to prioritize and categorize facilities based on potency, toxicity, quantity, and volume of hazardous materials released from the facility, the proximity of the facility to potential receptors, including, but not limited to, hospitals, schools, day care centers, worksites, and residences, and any other factors that the district finds and determines may indicate that the facility may pose a significant risk to receptors. The priority category (low, intermediate, or high) designates the relative level of health risk of a facility, and its need to meet certain reporting requirements or conduct a formal health risk assessment (HRA).

GBUAPCD calculates a “prioritization score” (PS) from a screening level risk assessment whenever a new facility is permitted or if there is a change to permitted equipment or operations at an existing facility that may result in a change in emissions. GBUAPCD uses guidelines and methodologies published by Office of Environmental Health Hazard Assessment (OEHHA) and California Air Pollution Control Officers Association (CAPCOA) for preparing prioritizations. The prioritization score reflects the highest score of three scores calculated for a facility: 1) cancer score, 2) non-cancer chronic health effects score, and 3) acute health effects score. A facility can be reprioritized, by having its priority score calculated again if there are updates that affect the emissions or health risks.

A cancer score of 1 at a facility means that there is a risk roughly equivalent to a one in a million chance of any cancer occurring as a result of pollution from that facility. A score below 1 is generally considered an acceptable risk, though other factors may need to be considered. The cancer score is calculated based on the screening level risk assessment which conservatively estimates the risk at the closest possible offsite receptor (usually a residence), assuming an individual will live there for a lifetime, and that all pollution will blow downwind directly to the closest receptor. The non-cancer chronic health effects score and acute effects score use the same conservative estimation techniques regarding wind direction, but evaluate non-cancer chronic health effects from a 1 year to lifetime exposure, and acute health effects from a 1 hour exposure. A score below 1 for either the chronic or acute health effects score means no chronic or acute health effects would be expected.

Based on the score calculated during the screening risk assessment conducted by the District, a facility is assigned to a category of low, intermediate, or high priority. In addition, the District may consider other factors and use its discretion to classify a facility. The categories and requirements are as follows:

Table 1. Prioritization Score Categories and Requirements Prioritization Score Category Reporting Requirements
PS ≤ 1 Low Exempt from further reporting for AB 2588 due to low risk 1 ˂ PS ≤ 10 Intermediate Subject to quadrennial update reporting (every 4 years); may be reclassified based on update reporting
PS > 10 High
Requires a Health Risk Assessment (unless already done
recently) be submitted; further reporting, notification, and risk reduction requirements dependent on HRA results
131

Section 2. Health Risk Assessment Program
GBUAPCD has had its Toxic Risk Assessment Policy in place since December 9, 1987. It requires all sources that emit toxic air contaminants to apply for a permit. The policy then directs the District to perform a screening risk assessment which evaluates cancer and non-cancer health effects. If the lifetime cancer risk is determined to be between 1 and 10 in a million, the applicant must incorporate mitigations. In some cases, the policy can also require the permit applicant to perform a formal health risk assessment using air dispersion modeling, site specific meteorological data, and detailed emission information. Typically, the formal health risk assessment would be expected to predict a lower health risk than the conservative, health protective estimates from the screening level assessment. Lastly, the policy directs the District to deny a permit application if a formal health risk assessment shows a cancer risk greater than 10 in a million. Because of this policy, the District calculates the priority score of every facility with the potential to release toxic air contaminants during initial permitting and whenever a permit is modified that will result in a change or increase in toxic emissions.

As of the end of 2023, there were 492 active permits to operate at 162 facilities within the District. All 162 facilities have had a screening level health risk assessment performed and priority score calculated.

Additional health risks and priority scores have also been calculated for many pieces of permitted equipment that have since closed or been superseded by new equipment. The District evaluated the health risk for 20 applications for new or modified equipment in 2023.

Section 3. Air Toxics Hot Spots Act Facilities and Cancer Risk Ranking In 2023, GBUAPCD had 6 core facilities in the AB 2588 Program. The facilities are listed in Table 2 and ranked in order of cancer score. Typically, only facilities with a prioritization category of “intermediate” or “high” are in the program, though other factors may keep a facility in. For 2023, four facilities have a cancer score between 1 and 10 and are classified as intermediate facilities. There are no high priority facilities in the District.

The District has had in place a Toxic Risk Assessment Policy since 1989 that requires a risk assessment for any new facility with toxic emissions. If that risk assessment results in a cancer score between 1 and 10, mitigations are required, and permits are denied if the score exceeds 10. This policy has prevented any high priority AB 2588 facility from being permitted within Great Basin. As a result of this policy, the rural nature of the District, and the relatively low amount of toxic emissions generated from permitted facilities, the number of facilities subject to AB 2588 has historically remained low and is expected to remain so.

Facilities subject to the District’s AB 2588 program have varied since the program was implemented.

There were at least 6 additional core facilities subject to AB 2588 in the past that have since been removed between 2011 and 2021. Four were removed from the program because the facilities closed, and two were removed due to reprioritizations that determined the risk based on actual emissions and source testing were low, with a priority score below 1. The most recent removal of facilities from the list occurred in 2020 and 2021. In February 2021, Coso Geothermal was removed after a reprioritization request that resulted in a new priority score calculation of less than 1. In September 2020, Northern 132

Inyo Hospital, an intermediate source, was removed because the equipment with potential toxic emissions, a medical waste incinerator, was decommissioned and the permit was canceled.

In addition, there were 9 “industrywide” facilities, including autobody shops and dry cleaners, that were at one time in the AB 2588 program, but have since been removed due to low prioritization scores, or because the facilities closed. For 2023, there were no industry wide facilities in the program. As updated emissions reporting comes in, priority scores may be recalculated, and some facilities’ priority scores and categories may change; and as a result, facilities may be added to the program or may be removed.

The District’s Core AB 2588 facilities are listed in the table below and shown on the map on the following page.

Table 2. AB 2588 Facilities Ranked by Cancer Score
Facility Name, Type, and Location Cancer
Score
Non-Cancer
Chronic Health
Effects Score
Non-Cancer
Acute Health
Effects Score
Prioritization
Score Category
7/11 Materials
Concrete Batch Plant, Diesel Engines
906 E Line St. Bishop, CA

2.098 0.925 0.477 Intermediate
Twin Mountain Rock Venture
Aggregate Crushing Plant
Hwy 395 and Cinder Road
3 miles north of Little Lake, CA

2.083 0.162 0.012 Intermediate
Granite Construction Company
Aggregate Crushing, Lime Slurry, Asphalt,
Recycled Asphalt Crusher Plant
Hwy 120 near Lee Vining, CA

1.199 0.491 0.095 Intermediate
Marzano & Sons Engineering Contractors
Aggregate Crushing Plant, Diesel Engines
Rock Plant Road, Lee Vining, CA

1.143 0.028 0.002 Intermediate
Granite Construction Company
Lime Slurry, Asphalt, Crumb Rubber,
Aggregate Crushing Plant
Five Bridges Road, Bishop, CA

0.847 1.097 0.587 Intermediate
Global Pumice
Aggregate Crushing Plant
Cactus Flat Road, Olancha, CA

0.824 0.038 0.002 Low
133
Page
6 of 9
134

Section 4. Air Toxics Hot Spots Act Facilities Noncancer Health Risks There have been very few non-cancer health risks identified in the District, because of its rural nature and the low number of polluting industrial facilities present. The Granite Five Bridges facility is the only facility currently in the program evaluated to have a non-cancer health risk with a score above 1 (see Table 2 above). This facility has a chronic non-cancer health effects score of 1.097. This score is driven mainly by silica from dust from the asphalt plants. Chronic exposure to silica can cause silicosis, characterized by scarring of the lungs. Due to the low number of residents living near this facility, the low actual operating hours relative to the permitted hours, and the relatively low chronic health score, this facility is not likely to expose individuals or populations to any noncancer health risks.

Section 5. Toxic Air Contaminants Control Measures
The District enforces federal, state and local rules and regulations. To reduce emissions of toxic air contaminants, the District enforces California’s Airborne Toxic Control Measures (ATCM) and the Federal EPA’s National Emission Standards for Hazardous Air Pollutants (NESHAPs). The District works with sources to comply with applicable ATCMs and NESHAPs.

The District has a set of local rules and regulations that have been in place since 1974, with some rules being added or revised since then. District Regulation II contains the set of rules which dictate permit requirements to regulate and reduce emissions of general air pollutants including criteria air pollutants as well as hazardous air pollutants. District Regulation IV contains the set of rules which set requirements for specific pollutants and source types, further limiting emissions of toxic air contaminants. The list of District rules in Regulation II – Permits, and Regulation IV – Prohibitions, are presented in Tables 3 and 4 below. All District rules and regulations are available online at https://gbuapcd.org/rules. The District works with all facilities to ensure compliance with federal, state, and local rules and regulations. When necessary, the District may utilize enforcement action, including but not limited to Notices to Comply, Notices of Violation, or Abatement Orders to ensure compliance. There are currently no additional District rules or control currently in development to reduce emissions of toxic air contaminants. 135

Table 3. GBUAPCD Regulation II - Permits
Rule Title Rule Title
200 Permits Required 211 Denial of Applications
201 Exemptions 212 State Ambient Air Quality Standards
202 Transfer 213 Implementation Plans
203 Applications 214 Appeals
204 Cancellation of Applications 215 Public Availability of Emission Data 205 Action and Applications 216 New Source Review Requirements for Determining Impact on Air Quality
206 Monitoring Facilities 216-A
New Source Review Requirements for
Determining Impact on Air Quality -
Secondary Sources
207 Instack Monitoring - 100 TPY Source 217
Additional Procedures for Issuing Permits to
Operate for Sources Subject to Title V of the
Federal Clean Air Act Amendments of 1990
208 [N/A] 218 Limiting Potential to Emit
209-A Standards for Authorities to Construct 219 Request for Synthetic Minor Source Status 209-B Standards for Permits to Operate 220 Construction or Reconstruction of Major Sources of Hazardous Air Pollutants
209-C Temporary Permits to Operate 221
Prevention of Significant Deterioration (PSD)
Permit Requirements for New Major
Facilities or Major Modifications in
Attainment or Unclassifiable Areas
210 Conditional Approval
136

Table 4. GBUAPCD Regulation IV - Prohibitions
Rule Title Rule Title
400 Ringelmann Chart 417 Organic Solvents
401 Fugitive Dust 418 [N/A]
402 Nuisance 419 Gasoline Loading Into Stationary Tanks 403 Breakdown 420 Organic Liquid Loading
404-A Particulate Matter 421 Intended Application of Rules and Regulations
404-B Oxides of Nitrogen 422 [N/A]
405 Exceptions 423 Research Operations
406 Open Outdoor Fires 424 Geothermal Emissions Standards 407 Incinerator and Burn Barrel Burning 425 Gasoline Vapor Recovery 408 Open Burning In Agricultural Operations or
Disease or Pest Prevention 426 Chrome Plating and Chromic Acid Anodizing 409 Range Improvement Burning 427 Chromate Treated Cooling Towers 410 Forest Management Burning 428 Sterilizers and Aerators Using Ethylene Oxide 411
Wildland Vegetation Management Burning
in Wildland and Wildland/Urban Interface
Areas
429 Medical Waste Incinerators
412 Open Burning of Non-Industrial Wood
Waste at City or County Disposal Sites 430 Asbestos-Containing Serpentine Material 413 Reduction of Animal Matter 431 Particulate Emissions 414 [N/A] 432 Open Burn/Open Detonation Operations on
Military Bases
415 [N/A] 433 Control of Particulate Emissions at Owens Lake
416 Sulfur Compounds and Nitrogen Oxides
Section 7. References
• California Air Pollution Control Officers Association Air Toxic “Hot Spots” Program Facility Prioritization Guidelines. August 2016.
• California Air Resources Board. AB 2588 Air Toxics “Hot Spots”. https://ww2.arb.ca.gov/ourwork/programs/ab-2588-air-toxics-hot-spots. • California Health and Safety Code Sections 44300-44394. Air Toxics “Hot Spots” Information and Assessment.
• Office of Environmental Health Hazard Assessment. February 2015. Air Toxics Hot Spots Program Risk Assessment Guidelines: Guidance Manual for Preparation of Health Risk Assessments. https://oehha.ca.gov/media/downloads/crnr/2015guidancemanual.pdf. 137
Agenda Item: 15.A
Date of Meeting: July 22, 2024
Department: Finance
To: City Council
From: Ethan Aukee
Subject: Proposed Guidelines for the FY 2024-25 Grant in Support Program Prepared On: July 11, 2024
Attachments: Grant in Support Information Packet FY 2024-25

STAFF REPORT
Background/History:

The City of Bishop allocated $60,000 for community support within the FY 2024-25 budget.

Historically, the City Council awards funding to support the community via the City's Grant in Support Program. The standard practice of the program is to review grantee applications and award funding based on the needs of the community.

Analysis/Discussion:

City staff has developed the attached Grant in Support Information Packet. The information packet includes an Application Timeline, Grant Requirements, Fact Sheet, Grant Submission Checklist, Grant Application, Project Proposal Narrative, Sample Project Line-Item Budget, and a Sample Final Report. The intention of the information packet is to clearly communicate with the public regarding the requirements of the Grant in Support Program and the provide transparency with regard to the use of awarded funding.

Economic Impacts:

Economic impacts could potentially include, and are not limited to, job creation & retention, business growth & development, attracting investment, enhancing public services, supporting community development, multiplier effects, environmental and sustainability benefits, and boosting tourism.

Budget Impacts:

Approval of the Grant in Support Information Packet FY 2024-25 does not have an impact on the FY 2024-25 budget.

Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

City Council to review and approve the attached Grant in Support Information Packet FY 138
2024-25.

Approved By: Ethan Aukee 7/11/2024
Approved By: Robin Picken 7/15/2024
Approved By: Deston Dishion 7/16/2017
Approved By:
139
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Agenda Item: 15.B
Date of Meeting: July 22, 2024
Department: Police
To: City Council
From: Nate Derr
Subject: Axon Enterprise, Inc. Draft One Software Subscription Prepared On: July 5, 2024
Attachments: Draft One Software Subscription Agreement

STAFF REPORT
Background/History:

The Bishop Police Department currently issues Axon (industry standard) body worn cameras and is under contract with Axon for the next four years. These cameras are used within policy:
424.6 ACTIVATION OF THE PORTABLE RECORDER
This policy is not intended to describe every possible situation in which the portable recorder should be used, although there are many situations where its use is appropriate. Members should activate the recorder any time the member believes it would be appropriate or valuable to record an incident.

The portable recorder should be activated in any of the following situations:

1. All enforcement and investigative contacts including stops and field interview (FI) situations

2. Traffic stops including, but not limited to, traffic violations, stranded motorist assistance and all crime interdiction stops

3. Self-initiated activity in which a member would normally notify Dispatch

4. Any other contact that becomes adversarial after the initial contact in a situation that would not otherwise require recording
Members should remain sensitive to the dignity of all individuals being recorded and exercise sound discretion to respect privacy by discontinuing recording whenever it reasonably appears to the member that such privacy may outweigh any legitimate law enforcement interest in recording. Requests by members of the public to stop recording should be considered using this same criterion. Recording should resume when privacy is no longer at issue unless the circumstances no longer fit the criteria for recording.

At no time is a member expected to jeopardize his/her safety in order to activate a portable recorder or change the recording media. However, the recorder should be activated in 151
situations described above as soon as reasonably practicable.

Analysis/Discussion:

Axon has developed specialized AI software designed specifically for their own ecosystem of products, namely their body-worn cameras and the video storage system called evidence.com.

This software leverages the unique capabilities and integration possibilities within Axon's hardware and software platforms to enhance evidence collection and streamline report writing processes.

This software is only compatible with Axon's own devices and systems. This offers more seamless and efficient operations for law enforcement evidence management and documentation. Three quotes were not gathered, as this expense is permitted via a sole source justification pursuant to the City's Purchasing Policy Section 16. Below is a snippet of the section of the policy.

Products that have been proven to be the only acceptable or compatible products to be utilized with existing City systems or equipment, but that available on the open market from multiple sources may be classified as sole source purchases.

Economic Impacts:

Some direct economic impacts of AI assisted report writing and transcription are:
- Increased Police Department efficiency: The software upgrade would significantly reduce the time that officers spend on writing reports and will allow for them to focus on other duties.

Potential for a reduction in overtime wages. Potential for reduced training costs as report writing will become more simplified.
- Reduction in errors and liability: Use of the software upgrade could enhance the accuracy and consistency of reports, potentially reducing errors that can lead to legal challenges and associated costs. Use of the software could also help in ensuring that reports comply with legal standards and protocols can reduce the risk of costly litigation and fines.

Some indirect economic impacts of AI assisted report writing and transcription are:
- Productivity gains: By freeing up time for officers, AI-assisted report writing can increase the overall productivity of the police force. Officers can spend more time on patrol, community engagement, and other critical tasks. With more time available for proactive policing and investigative work, the overall effectiveness of the police force can improve, potentially leading to a reduction in crime rates.
- Public safety and community relations: Improved efficiency can lead to faster response times, enhancing public safety, and potentially reducing the economic costs associated with crime. Better and more accurate reporting can improve transparency and trust between the police and the community, which can have long-term economic benefits in terms of social stability and reduced crime rates.
- Economic development: A safer community can attract businesses and investments, contributing to economic growth. Reduced crime rates and increased police engagement can lead to higher property values.
152
Budget Impacts:

The Draft One software agreement requires a four-year commitment. This expense was not included in the FY 2024-2025 budget, and upon approval, the expense account 033-033- 57000 would be increased by $15,360.48. The subscription expense would be budgeted within the same expense account for the subsequent three fiscal years included within the agreement. The total cost pursuant to the four-year agreement is $61,441.92.

Legal Review:

City Attorney Pucci has reviewed this item and finds that the recommended action complies with the law.

Recommended Action:

Council consideration to approve the Axon Enterprise, Inc. agreement as presented, not to exceed a total amount of $61,441.92 for the four-year agreement, and to approve the execution of the agreement by Police Chief Derr.

Approved By: Ethan Aukee 7/9/2024
Approved By: Robin Picken 7/9/2024
Approved By: Deston Dishion 7/15/2024
Approved By:
153

Q-583259-45476.618RP
Issued: 07/03/2024
Quote Expiration: 07/31/2024
Estimated Contract Start Date: 08/01/2024
Account Number: 108985
Payment Terms: N30
Delivery Method:

SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Bishop Police Dept. - CA
207 W Line St
Bishop,
CA
93514-3410
USA
Bishop Police Dept. - CA
207 W Line St
Bishop
CA
93514-3410
USA
Email:

Ryley Pladson
Phone:

Email: [email protected]
Fax:

Nate Derr
Phone: (760) 873-5866
Email: [email protected]
Fax:

Quote Summary Discount Summary
Program Length 48 Months Average Savings Per Year $0.00 TOTAL COST $61,441.92
ESTIMATED TOTAL W/ TAX $61,441.92 TOTAL SAVINGS $0.00
Axon Enterprise, Inc.
17800 N 85th St.

Scottsdale, Arizona 85255
United States
VAT: 86-0741227
Domestic: (800) 978-2737
International: +1.800.978.2737
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Payment Summary
Date Subtotal Tax Total
Aug 2024 $15,360.48 $0.00 $15,360.48
Jul 2025 $15,360.48 $0.00 $15,360.48
Jul 2026 $15,360.48 $0.00 $15,360.48
Jul 2027 $15,360.48 $0.00 $15,360.48
Total $61,441.92 $0.00 $61,441.92
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Quote Unbundled Price: $61,441.92
Quote List Price: $61,441.92
Quote Subtotal: $61,441.92
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total A la Carte Software
73447 AXON RESPOND - UPGRADE FROM RESPOND TO
RESPOND PLUS 12 48 $15.51 $15.51 $8,933.76 $0.00 $8,933.76 85760 AXON AUTO-TRANSCRIBE - UNLIMITED SERVICE 12 48 $22.10 $22.10 $12,729.60 $0.00 $12,729.60 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT
WRITING 12 48 $69.06 $69.06 $39,778.56 $0.00 $39,778.56 Total $61,441.92 $0.00 $61,441.92
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Delivery Schedule
Hardware
Bundle Item Description QTY Shipping Location Estimated Delivery Date Software
Bundle Item Description QTY Estimated Start Date Estimated End Date A la Carte 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 12 08/01/2024 07/31/2028 A la Carte 73447 AXON RESPOND - UPGRADE FROM RESPOND TO RESPOND PLUS 12 08/01/2024 07/31/2028 A la Carte 85760 AXON AUTO-TRANSCRIBE - UNLIMITED SERVICE 12 08/01/2024 07/31/2028 157

Shipping Locations
Location Number Street City State Zip Country
1 207 W Line St Bishop CA 93514-3410 USA
Payment Details
Aug 2024
Invoice Plan Item Description Qty Subtotal Tax Total
Year 1 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 12 $9,944.64 $0.00 $9,944.64 Year 1 73447 AXON RESPOND - UPGRADE FROM RESPOND TO RESPOND PLUS 12 $2,233.44 $0.00 $2,233.44 Year 1 85760 AXON AUTO-TRANSCRIBE - UNLIMITED SERVICE 12 $3,182.40 $0.00 $3,182.40 Total $15,360.48 $0.00 $15,360.48
Jul 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Year 2 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 12 $9,944.64 $0.00 $9,944.64 Year 2 73447 AXON RESPOND - UPGRADE FROM RESPOND TO RESPOND PLUS 12 $2,233.44 $0.00 $2,233.44 Year 2 85760 AXON AUTO-TRANSCRIBE - UNLIMITED SERVICE 12 $3,182.40 $0.00 $3,182.40 Total $15,360.48 $0.00 $15,360.48
Jul 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Year 3 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 12 $9,944.64 $0.00 $9,944.64 Year 3 73447 AXON RESPOND - UPGRADE FROM RESPOND TO RESPOND PLUS 12 $2,233.44 $0.00 $2,233.44 Year 3 85760 AXON AUTO-TRANSCRIBE - UNLIMITED SERVICE 12 $3,182.40 $0.00 $3,182.40 Total $15,360.48 $0.00 $15,360.48
Jul 2027
Invoice Plan Item Description Qty Subtotal Tax Total
Year 4 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 12 $9,944.64 $0.00 $9,944.64 Year 4 73447 AXON RESPOND - UPGRADE FROM RESPOND TO RESPOND PLUS 12 $2,233.44 $0.00 $2,233.44 Year 4 85760 AXON AUTO-TRANSCRIBE - UNLIMITED SERVICE 12 $3,182.40 $0.00 $3,182.40 Total $15,360.48 $0.00 $15,360.48
158

Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit prior to invoicing.

Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:

This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement (posted at https://www.axon.com/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview Room purchase, if applicable. In the event you and Axon have entered into a prior agreement to govern all future purchases, that agreement shall govern to the extent it includes the products and services being purchased and does not conflict with the Axon Customer Experience Improvement Program Appendix as described below.

ACEIP:

The Axon Customer Experience Improvement Program Appendix, which includes the sharing of de-identified segments of Agency Content with Axon to develop new products and improve your product experience (posted at www.axon.com/legal/sales-terms-and-conditions), is incorporated herein by reference. By signing below, you agree to the terms of the Axon Customer Experience Improvement Program.

Acceptance of Terms:

Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote. 159

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Signature Date Signed
7/3/2024
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Agenda Item: 15.C
Date of Meeting: July 22, 2024
Department: Police
To: City Council
From: Nate Derr
Subject: MOU between the City of Bishop and Bishop Unified School District for School Resource Officer services.

Prepared On: May 14, 2024
Attachments: School Resource Officer MOU

STAFF REPORT
Background/History:

Currently there is no School Resource Officer assigned at the Bishop Unified School District.

Prior to this past school year, the Police Department supplied the Resource Officer paid for by a grant. The grant expired, ceasing services to the school district. Over the past school year there has been a daily need for a resource officer, requiring patrol staff to be sent to the school away from their daily duties. Additionally, public surveys showed 92% support to reestablish the program.

Analysis/Discussion:

This new cost share model establishes a long-term solution for both the School District and the Police Department not reliant on grant funds. School Resource Officers are shown to aid both Patrol Officers and Detectives in investigations. Additionally, School Resource Officers are able to identify troubled youth and aid in reform before the youth become a part of the formal law enforcement system. With the largest School District in Inyo and Mono Counties lying within the City boundaries, this position is vital to the success and growth of our community.

Economic Impacts:

City expense for the additional sworn Officer total cost $85,000.00 annually.

Budget Impacts:

Increase in Police Department personnel cost of $85,000.00 during FY 24-25 and the increase is subject to cost of living and premium adjustments on a year-over-year basis following FY 24-25.

Legal Review:

City Attorney Pucci has reviewed this MOU and finds it complies with the law.

Recommended Action:
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Review and approve MOU for services with the school district.

Approved By: Ethan Aukee 5/17/2024
Approved By: Deston Dishion 7/18/2024
Approved By:

Approved By:
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Agenda Item: 15.D
Date of Meeting: July 22, 2024
Department: Public Works
To: City Council
From: Nora Gamino
Subject: Preliminary Engineering Report for 2022 Disaster Water Grant Application
Prepared On: July 17, 2024
Attachments: Lumos Task Order 1 - USDA Simple PER
On-Call Services - PSA Lumos FINAL

STAFF REPORT
Background/History:

USDA Rural Development (RD) has a program to help eligible communities handle expenses related to the calendar year 2022 Presidentially declared disasters that damaged water and wastewater systems in rural communities. The storm events that occurred in December 2022 had major impacts to our wastewater systems due to severe inflow and infiltration experienced resulting from the elevated groundwater table. The funds from this program “can be used to develop water infrastructure system capacity and resiliency to reduce or eliminate long term risks from hazards resulting” (USDA RD website) from these storm events.

Analysis/Discussion:

Elevated ground water from storm events resulted in the city’s relatively shallow sewer lines and manholes, being underwater. The inflow and infiltration into the sewer lines caused the total flows at the treatment plant to more than double for a sustained duration of time causing a strain on city resources and overall system. Only recently have the impacts of the high ground water table started to recede with the flows slowly returning to normal. The degraded pipes and manholes, however, are still in poor condition and it is expected that when another large storm even occurs, the city will again experience the strain on our wastewater system and resources.

It is imperative that the public works department begins addressing the poor condition of the city’s underground utilities and create a more resilient sewer collection system. Because the elevated plant flows can be directly related to the 2022 Presidentially declared disasters, the city is eligible to apply for the USDA funds. One of the required components of the grant application is a simplified Preliminary Engineering Report (PER).

Lumos & Associates has already been contracted by the Eastern Sierra Services District to provide a PER for their grant application. Lumos is also already on contract with the city to 173
provide on-call engineering services and has a history of working with the City and District on sewer-related engineering projects. Therefore, they are uniquely suited to quickly develop this PER for the City.

Economic Impacts:

None.

Budget Impacts:

This item is not currently included in the 2024-2025 Fiscal Year Budget, an adjustment to the Sewer Fund for capital improvements (line item 002-051-56027) in the amount of $37,000 is proposed to cover this cost. If the grant funds are received, the cost of the PER and application preparation are eligible for reimbursement.

Legal Review:

Not required.

Recommended Action:

Council consideration to approve the Public Works Director to sign a Task Order with Lumos and Associates for the preparation of a Preliminary Engineering Report for a grant application with USDA RD in the not-to-exceed amount of $37,000 and a budget adjustment to the sewer fund as proposed.

Approved By: Ethan Aukee 7/18/2024
Approved By: Robin Picken 7/18/2024
Approved By: Deston Dishion 7/18/2024
Approved By:
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CITY OF BISHOP
377 West Line Street - Bishop, California 93514
P. O. Box 1236 - Bishop, California 93515
City Hall 760-873-5863 Public Works 760-873-8458
Fax 760-873-4873
Lumos TO 1
USDA Simple PER for Disaster 22 Funds Page 1 of 4
Lumos & Associates Task Order #1
for As Needed, On-Call Engineering and Surveying Services Date: July 22, 2024
Consultant: Lumos & Associates
Contract No: Lumos TO 1
Project Title: City of Bishop USDA Simple PER for Disaster 22 Funds Not to Exceed Fee: $37,000
A. PROJECT DESCRIPTION AND BACKGROUND INFORMATION
The City of Bishop (the City) serves the town of Bishop with wastewater collection, treatment, and disposal. The City’s service area is in the Owens Valley, which is located in the Eastern Sierras of California. Unprecedented levels of snowfall in December 2022 in both the valley and the mountains, in addition to the melting of the extraordinary Sierra snowpack in 2023, resulted in abnormally high groundwater levels in the areas of the City’s wastewater collection system and in pasture lands used for disposal of treated effluent. High groundwater has submerged portions of the City’s collection system, which has caused excessive infiltration and inflow into the collection lines. This excessive amount of water has significantly increase flow to the City’s wastewater treatment plant (WWTP). Given the significantly increased flow into the City’s WWTP and effluent disposal areas, there is a potential for an emergency situation to occur if the Bishop area experiences near normal precipitation in the future.

To avert a potential emergency, the City has initiated efforts to identify areas where the City’s collection lines are vulnerable to inflow and infiltration or otherwise were adversely impacted or damaged due to elevated groundwater. Lumos & Associates recommends that the City of Bishop complete a Simplified PER to provide a detailed project information, justification, scope, and schedule to help the City become eligible for the Calendar Year 2022 Disaster Water Grants Program from USDA Rural Development.
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Lumos TO 1
USDA Simple PER for Disaster 22 Funds Page 2 of 4
B. SCOPE OF SERVICES
Lumos anticipates the following scope of work:

Task 1 – Simplified Preliminary Engineering Report
Lumos & Associates will, in coordination with the City, prepare a Simplified PER in conformance with the USDA Rural Development’s guidance under the Calendar Year 2022 Disaster Water Grants Program. Based on this guidance document, the following topics will be addressed in the Simple PER:
o Section 1: Project Planning
a) Location Maps (assumed to be furnished by COB)
b) Current Population (assumed to be furnished by COB)
c) Median Household Income (assumed to be furnished by COB) d) Environmental
o Section 2: Existing Facilities
a) Facility Layout Maps
b) System Description
c) Impact to Existing Facilities
o Section 3: Project Justification
a) Identify the Federally Presidentially Declared Disaster that impacted the facility
b) Describe the specific dates that the disaster event occurred o Section 4: Proposed Project
a) Scope of Work (Defined project locations and system segments, with explanations/justifications, assumed to be furnished by COB) b) Project Schedule
c) Project Cost Estimates
o Section 5: Conclusions and Recommendations
It is our understanding that many of the report background items will be furnished directly by the City for incorporation into the report and this reduction in Lumos’s effort is documented in the report sections above.

Task 2 – USDA Coordination and Funding Application Assistance Lumos & Associates will attend coordination meetings with regulatory agencies, including the USDA. Attendance at City of Bishop Board Meetings is not anticipated or included in this task.

In addition to meetings, Lumos & Associates will assist with the funding application process through the USDA’s website for submittal of the Simplified PER. Since the actual number of meetings required for this project and the amount of funding application assistance required cannot be determined at this time, we propose completing this task on a time and materials basis with an estimated task budget of 176
Lumos TO 1
USDA Simple PER for Disaster 22 Funds Page 3 of 4
$3,500. We will not exceed this amount without prior written authorization from the City of Bishop.

C. ASSUMPTIONS AND PROVIDED DOCUMENTS
Lumos has made the following assumptions in preparation of this proposal:
• This Simplified PER does not include an environmental scan and review of potential environmental impacts.
• Full grant/funding applications, beyond the T&M application assistance in Task 2, are not included in this proposal but may be included under an amended scope of work.
• No permitting assistance is included in this proposal. • Lumos will not be assisting in, nor providing camera work or a flow study of the City’s collection system.
• The City’s O&M staff will furnish actionable data for collection system problem areas
D. PROPOSED PROJECT SCHDULE
It is anticipated that Lumos can complete the proposed Simplified PER according to the following schedule once the requested data has been received from the City:

Deliverable
Weeks from Notice to
Proceed
Draft Preliminary Engineering Report 6
Final Preliminary Engineering Report* 9
*Assuming review comments from the City of Bishop are received within 2 weeks of completion of draft Simplified PER.

E. FEES
The tasks described in the Scope of Work will be completed for the following fees. Task 1 will be lump sum, while Task 2 will be time and materials.

Task Fee
Task 1 Simplified Preliminary Engineering Report $33,500 Task 2 USDA Coordination, Board Meetings, and Funding
Application Assistance T&M (Estimated) $3,500
Total: $37,000
Description
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USDA Simple PER for Disaster 22 Funds Page 4 of 4
F. CONTACT PERSON
City of Bishop Consultant
Nora Gamino Tim Russell
Director of Public Works Engineering Director
760-873-8458 775-883-7077
[email protected] [email protected]
IN WITNESS WHEREOF, this Task Order has been executed under the provisions of the As Needed, On-Call Civil Engineering Service Agreement between the City of Bishop and Lumos & Associates that was executed on July 1, 2023. By the signatures below, the parties hereto agree that all terms and conditions of this Task Order and previously agreed upon On-Call Service Agreement shall be in full force and effect. ________________________________
Nora Gamino
Public Works Director
City of Bishop
________________________________
Tim Russell
Engineering Director
Lumos & Associates
______________
Date
______________
Date
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CITY OF BISHOP

DESIGN PROFESSIONAL SERVICE AGREEMENT FOR

AS NEEDED, ON-CALL CIVIL ENGINEERING AND SURVEYING SERVICES THIS AGREEMENT, is made and effective July 1, 2023 between the City of Bishop, a municipal corporation ("Agency") and Lumos & Associates (“Consultant”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

1. TERM
This Agreement shall commence on July 1, 2023 and shall remain and continue in effect for three (3) years. The Agreement may be extended for one (1) year at a time, after the initial three (3) years, with a maximum Agreement term of five (5) years after commencement date, unless sooner terminated pursuant to the provisions of this Agreement.

2. SERVICES
General Scope of Services. Consultant promises and agrees to furnish to Agency all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the Engineering and Surveying services necessary for the Project (“Services”). The Services are generally described in Exhibit “A”, Agency’s Request for Qualifications and Exhibit “B”, Consultant’s Statement of Qualifications, attached hereto and incorporated herein by reference, and which are stated in the proposal to Agency. The Services shall be more particularly described in the individual Task Order issued by Agency. No services shall be performed unless authorized by a fully executed Task Order. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

3. PERFORMANCE
Consultant shall at all times perform all tasks described herein in accordance with generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

4. AGENCY MANAGEMENT
Agency’s Public Works Director shall represent Agency in all matters pertaining to the administration of this Agreement, review and approval of all products submitted by Consultant, but not including the authority to enlarge the Tasks to 179
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Be Performed or change the compensation due to Consultant. Agency’s Manager shall be authorized to act on Agency's behalf and to execute all necessary documents which enlarge the Tasks to Be Performed or change Consultant's compensation, subject to Section 5 hereof.

5. PAYMENT
(a) Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The maximum compensation for Services to be provided pursuant to each Task Order shall be set forth in the relevant Task Order. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
(b) Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by Agency Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency Manager and Consultant at the time Agency's written authorization is given to Consultant for the performance of said services. Agency Manager may approve additional work not to exceed ten percent (10%) of the amount of an individual Task Order, but in no event shall such sum exceed ten-thousand dollars ($10,000.00). Any additional work in excess of this amount shall be approved by the Governing Board.
(c) Consultant will submit invoices monthly for actual services performed.

Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month.

Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If Agency disputes any of Consultant's fees it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice.

6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) Agency may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If Agency suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement.
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(b) In the event this Agreement is terminated pursuant to this Section, Agency shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to Agency. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to Agency pursuant to Section 3.

7. DEFAULT OF CONSULTANT
(a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, Agency shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If Agency Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, or, if the nature of the cure is such that more than ten (10) days will be required to effect the cure, and Consultant has not commenced the cure within said ten (10) days, then the Agency shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

8. OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by Agency that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of the Agency or its designees at reasonable times to such books and records; shall give Agency the right to examine and audit said books and records; shall permit the Agency to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. 181
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(b) Upon completion of, or in the event of termination or suspension of this Agreement, and upon payment of Consultant’s invoices, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the Agency and may be used, reused, or otherwise disposed of by the Agency without the permission of the Consultant. Any re-use, or modification of Consultant’s instruments of service without the Consultants participation shall be at the Agency’s sole risk and Agency agrees to indemnify the Consultant from any claims arising out of the re-use or modification. With respect to computer files, Consultant shall make available to the Agency, at the Consultant's office and upon reasonable written request by the Agency, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.

9. INDEMNITY AND DEFENSE
(a) Indemnification for Professional Services
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless Agency and any and all of its officials, and employees (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including reasonable attorney’s fees and costs, to the extent they arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Consultant’s duty to indemnify shall include reimbursement of reasonable defense costs incurred by Agency in direct proportion to the Consultant’s proportionate percentage of fault. Consultant’s percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator. In the event any loss, liability or damage is incurred by way of settlement or resolution without a court, jury or arbitrator having made a determination of the Consultant’s percentage of fault, and if the parties cannot mutually agree on the percentage, the parties agree to mediation with a third party neutral to determine the Consultant’s proportionate percentage of fault for purposes of determining the amount of indemnity and defense cost reimbursement owed to the Agency.
(b) For All Other Liabilities
Notwithstanding the foregoing and without diminishing any rights of Agency under Section 9.A, for any liability, claim, demand, allegation against Agency arising out of, related to, or pertaining to any act or omission of Consultant, but which is not a design professional service, Consultant shall defend, indemnify, and hold harmless Agency, its officials, employees, and agents (“Indemnified Parties”) from and against 182
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any and all damages, costs, expenses (including reasonable attorney fees and expert witness fees), judgments, settlements, and/or arbitration awards, whether for personal or bodily injury, property damage, or economic injury, and arising out of, related to, any concurrent or contributory negligence on the part of the Agency, except for the sole or active negligence of, or willful misconduct of the Agency.

10. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “D” attached to and part of this Agreement.

11. INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the Agency a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither Agency nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the Agency. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against Agency, or bind Agency in any manner. (b) No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, Agency shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for Agency.

Agency shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.

12. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The Agency, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 183
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13. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the Agency in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the Agency will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.

14. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of Agency, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this Agreement.

15. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without Agency's prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency Manager or unless requested by the Agency Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the Agency.

Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives Agency notice of such court order or subpoena. (b) Consultant shall promptly notify Agency should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the Agency. Agency retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with Agency and to provide the opportunity to review any response to discovery requests provided by Consultant. However, Agency's right to review any such 184
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response does not imply or mean the right by Agency to control, direct, or rewrite said response.

16. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To Agency: City of Bishop
P.O. Box 1236
Bishop, CA 93514
Attention: Agency Clerk
To Consultant: Lumos & Associates
950 Sandhill Road, Suite 100
Reno, NV 89
Attention: Timothy Russell

17. ASSIGNMENT
Consultant has represented to Agency that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of Agency. In the event that AGENCY and Consultant cannot agree as to the substitution of key personnel, AGENCY shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to AGENCY, or who are determined by the AGENCY to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the AGENCY. The key personnel for performance of this Agreement are as follows:

Jonathan Lesperance, P.E, Camille Bueller P.E., Tim Russell P.E. 185
On-call Engineering & Surveying Services
Design Professional Service Agreement Page 8 of 9

18. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement.

19. GOVERNING LAW
The Agency and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the Agency.

20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

21. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the Agency's Request for Qualifications, Exhibit "A" hereto and incorporated herein by this reference, and the contents of the Statement of Qualifications submitted by the Consultant, Exhibit "B" hereto.

In the event of conflict, the requirements of Agency's Request for Qualifications and this Agreement shall take precedence over those contained in the Consultant's proposals.

22. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
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Agenda Item: 15.E
Date of Meeting: July 22, 2024
Department: Legal
To: City Council
From: Dean Pucci
Subject: Amendment to the City Administrator Employment Agreement Prepared On: July 15, 2024
Attachments: AMENDMENT One to City Administrator Agreement

STAFF REPORT
Recommended Action:

Council consideration to approve the amendment to the City Administrator employment agreement as presented.

Approved By:

Approved By:

Approved By:

Approved By:
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AMENDMENT #1

TO CITY OF BISHOP CITY ADMINISTRATOR EMPLOYMENT AGREEMENT This Amendment #1 to City of Bishop City Administrator Employment Agreement (“Amendment #1) is entered into on the ___ day of ____, 2024 (“Effective Date”), by and between the City of Bishop, a municipal corporation (“City”) and Deston Dishion, an individual (“Employee”), in Bishop, California.

RECITALS
WHEREAS, Employee and City entered into the City of Bishop City Administrator Employment Agreement (“Agreement”) effective April 12, 2022; and WHEREAS, Employee’s base salary is currently $14,066 per month and is currently set to increase to $14,629 effective July 1, 2024; and
WHEREAS, it is the desire of the City Council of the City to give a 5% salary increase to Employee effective July 1, 2024, so that Employee’s salary will increase to $15,360 effective July 1, 2024;
NOW, THEREFORE, in consideration of the mutual covenants contained herein and in the Agreement, the parties mutually agree as follows:

1. On the Effective Date, paragraph 3.1 of the Agreement is hereby amended to read as follows: “3.1. Salary: A monthly salary of fifteen thousand three hundred sixty dollars ($15,360) to be paid in accordance with City’s regular bi-weekly payroll.”

2. All other terms and conditions of the Agreement remain the same.

IN WITNESS WHEREOF, the parties hereto have caused this Amendment #1 to be executed the date and year first above written.

Dated: _____________________________ ___________________________________ Deston Dishion
Dated: _____________________________ ___________________________________ Jose Garcia, Mayor
ATTEST: Approved as to Form:
__________________________________ _________________________________ Robin Picken, City Clerk Dean J. Pucci, City Attorney
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