Agenda packet — Brea City Council, June 17, 2025 (part 2 of 7)

Asphalt Properties: (C39/CT521/T22) Comp. Strength, Concrete Cyl................. $30/ea (D2726/CT308/T166) Bulk Spec. Grav. Compacted HMA $100/ea (C42/CT521/T22) Comp. Strength, Concrete/Gunite Core ... $60/ea (D1560/CT366) Stabilometer Value (HVEEM) ................ $225/ea (C78/CT523) Flex. Strength of 6”x6”x21” Concrete Beam .. 125/ea (D2041) Theoretical Max Specific Gravity ........................ $200/ea (C174) Length Measuring of Drilled Cores ........................ $100/ea (D5444) Sieve Analysis of Extracted Asphalt .................... $250/ea (C1140) Shotcrete Panel-Coring & Testing (Set of 3) ....... $350/set (D6307/CT382) Percent Asphalt, Ignition Method............. $175/ea (C1140) Shotcrete Panel (each addtl. specimen) ................. $125/ea (D1188) Unit Weight of Asphalt Core .................................. $95/ea (C496) Static Modulus of Elasticity .................................... $250/ea MISCELLANEOUS TESTING SERVICES (C496) Drying Shrinkage (Set of 3, up to 28 days) ............ $650/set Calibration of Hydraulic Ram: (C642) Spec. Gravity, Absorp., Voids in Hardened Concrete . 95/ea 100 Ton & Under ................................................................ $250/ea 101 Tons – 200 Tons ............................................................ 350/ea (F1869) Vapor Emission Rate, Concrete Subfloor .................. 50/ea Use of Universal Testing Machine:

UTM with One Operator .................................................... $400/ea Additional Technician ...................................... Regular Tech Rate Spray Applied Fireproofing:
(E605/E736) Fireproofing Oven Dry Density/Thickness ... $125/ea *2X Surcharge on rush turn-around for laboratory testing. **Fee applies for sample storage, testing, or disposal.

1. Listed are typical charges for the services most frequently performed by Geocon. Prices for unlisted services as well as special quotations for programs involving volume work will be provided upon request. Laboratory test prices shown are for laboratory work only, and include reporting of routine results not calling for comments, recommendations or conclusions.

2. Sampling and testing is conducted in substantial conformance with the latest applicable or designated specifications of the American Society for Testing and Materials, Caltrans, American Association of State Highway and Transportation Officials, or other pertinent agencies.

3. Saturday, night work, and overtime hours are charged at time and one-half; Sundays and holidays at double time. Per diem is $300.00 per day when location of work dictates.

4. Equipment and materials will be billed at cost plus 15%. Outside services including subcontractors and rental of special equipment are billed at cost plus 15%. Hourly services are billed portal to portal from closest office in accordance with the stated hourly rates herein, with a minimum two-hour charge

5. Invoices will be submitted at four-week intervals. Terms of payment are met upon presentation of invoice. Invoices become delinquent thirty (30) days from invoice date and subject to one and one-half percent (1-1/2%) service charge per month, or the maximum rate allowed by law, whichever is lower. If Client objects to all or any portion of any invoice, Client will so notify Geocon in writing within fourteen (14) calendar days of the invoice date, identify the cause of disagreement, and pay that portion of the invoice not in dispute. The parties will immediately make every effort to settle the disputed portion of the invoice. Payment on delinquent invoices will first be applied to accrued interest and then to the principal amount. All time spent and expenses incurred (including any attorney's fees and costs) in connection with collection of any delinquent amount will be paid by Client to Geocon per Geocon's current fee schedule.

6. Client and Geocon shall allocate certain of the risks so that, to the fullest extent permitted by law, Geocon’s (the term “Geocon” includes Geocon’s partners, officers, directors, employees, agents, affiliates, subcontractors and subconsultants) total aggregate liability to Client is limited to the greater of $500,000 or the total compensation received from Client by Geocon for services rendered on this project, for any and all of Client’s injuries, damages, claims, losses, expenses, or claim expenses arising out of this Agreement from any cause or causes, including attorneys’ fees and costs which may be awarded to the prevailing party, and Client agrees to indemnify and hold harmless Geocon from and against all liabilities in excess of the monetary limit established above.

7. Client and Geocon shall allocate certain of the other risks so that, to the fullest extent permitted by law, Client shall limit Geocon’s total aggregate liability to all third parties, including contractors, subcontractors of all tiers, materialmen, and others involved in Client’s project, as well as persons and other entities not involved in the project, to the greater of $1,000,000 or the total compensation received from Client by Geocon for services rendered on this project, for any and all injuries, damages, cause or causes, including attorneys’ fees and costs which may be awarded to the prevailing party, and Client agrees to indemnify and hold harmless Geocon from and against all liabilities in excess of the monetary limit established above, including all liability incurred by Geocon for acts, errors, or omissions, pursuant to entering into agreements with third parties on behalf of Client in order to obtain access or entry onto property not owned by Client. Client agrees to notify all contractors and subcontractors of any limitation of Geocon’s liability to them, and require them to abide by such limitation for damages suffered by any contractor or subcontractor arising from Geocon’s actions or inactions. Neither the contractor nor any subcontractor assumes any liability for damages to others which may arise on account of Geocon’s actions or inactions.

Amendment No. 02
to Professional Services Agreement
This Amendment to the Professional Services Agreement dated Wednesday, April 30, 2025, is made and entered into this Tuesday, June 3, 2025 by and between the City of Brea ("City") and BKF Engineers, ("Consultant").

RECITALS
A. On or about Wednesday, April 30, 2025 and Consultant entered into an agreement for Professional Services, whereby Consultant agreed to provide Civil Engineering Services to the City ("Agreement".)
B. By its original terms, or by amendment(s), the Agreement will expire upon satisfactory completion of the Services and provided for compensation in the lumpsum not-to-exceed amount of $ 42,000.00. The Agreement has no options to extend the term.

C. The parties desire to provide for additional compensation payable to Contractor for additional work in the amount of $ 32,100.00

AGREEMENT

1. Notwithstanding any provision of the Agreement: the term of the Agreement is hereby extended and shall expire upon satisfactory completion of the Services . Notwithstanding any provision of the Agreement: compensation payable to Contractor, calculated as a flat amount, or as an hourly rate, as applicable, shall be increased by the not-to-exceed amount of $ 32,100.00. The scope of Services remains unchanged.

2. Except as amended by this Amendment, all other terms and conditions of the Agreement remain unaffected and in full force and effect.

3. The persons executing this Amendment warrant that they are authorized to execute this Addendum and that this Amendment is binding on the parties hereto. [SIGNATURES ON FOLLOWING PAGE]
1 Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06 WHEREAS, the parties have executed this Amendment as of Tuesday, June 3, 2025. Digital Signatures are acceptable if they conform to all requirements of California Government Code Section

16.5. BKF Engineers
By: _____________________________ By: _____________________________ Chris Rideout Brian sc
Vice President Secretary
[email protected]
Date Signed: ________________ Date Signed: _________________ [Corporation: pursuant to California Corporations Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line. Limited liability company: Pursuant to California Corporations Code Section 17703.01(d), both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.] City of Brea Attest (if over $50,000)
By: _____________________________ By: _____________________________ Blair Stewart Lillian Harris-Neal
Mayor City Clerk
[email protected]
Date Signed: ________________ Date Signed: _________________ 2 Jason White
Principal
[email protected]
06/03/2025 [email protected] Associate Principal Bruce Kirby Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06 6/3/2025

BKF ENGINEERS
4675 MacArthur Court, Suite 400, Newport Beach, CA 92660 | 949.526.8460 October 30, 2024
Updated February 20, 2025
BKF No.20220551-11
City of Brea
1 Civic Center Circle
Brea, California 92821
ATTN: Michael Ho, PE
C/O: Jenn Colacion, Senior Management Analyst
Community Services Department / Administration Division P: 714.671.4452
E: [email protected]
Transmitted Via Email
Subject: Arovista Park Modernization Project
500 West Imperial Highway, Brea CA
ADD SERVICE REQUEST (ASR) #02
Wall Profile Review
Dear Michael:

This additional work has been requested by the City and completed to maintain the project schedule. All conditions of performance involved in this Add Service Request shall be in accordance with the provisions of the City Master Agreement, for work as described in the scope of work below.

BASIS OF FEE
To address RFI #3, we utilized a significant portion of our original construction administration budget to conduct a comprehensive review of wall profile drawings prepared by DVD. To account for the additional time and effort required for this review, we are requesting an additional construction administration budget allocation through this ASR.

SCOPE OF SERVICES
TASK 1 – WALL PROFILE REVIEW
In response to the contractors request for additional top of wall and top of footing information (RFI #3), we reviewed wall profiles prepared by DVD for concurrence with the civil drawings. This includes reviewing the wall profile drawings against our finished grade and finished surface elevations, as well as reviewing the top of wall and top of footing elevations provided to confirm the wall design is aligned with the minimum cover and wall height specified in the structural details. We went through a couple of iterations with DVD, providing comments on the profiles drawn and then backchecking the revisions made to the profiles. This included the review of 56 walls (16 wall profile sheets), consisting of both block walls and cast in place walls, with different levels of retaining. BKF provided a stamped reviewed set of wall profile drawings for concurrence.

Total fee for coordination and review of all wall profiles: $15,222.50 (~$950 per sheet).

The review of the walls was billed to our original construction administration scope and has exhausted a large majority of the original scoped fee. This task includes a separate budget for the review of the wall profiles.

Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06 February 20, 2025

Page 2 of 2 ends

COMPENSATION
BKF proposes to provide the services on a Time and Material (T&M) basis, per the Schedule of Fees in the current City of Brea /BKF Master Agreement. We will invoice for our services on a monthly basis per task summarized as follows:

Task Description Fee
1 Wall Profile Review $15,300
TOTAL LABOR FEE $ 15,300
AGREED and ACCEPTED:
____________________________________________________________________________________________________ Signature Date
Name / Title:

Thank you for the opportunity to present this proposal. We look forward to assisting in developing this project.

Please contact me at (949) 573- if you have any questions regarding our scope of services.

Sincerely

BKF ENGINEERS
Bruce W. Kirby, PE
Associate Principal
Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06

BKF ENGINEERS
4675 MacArthur Court, Suite 400, Newport Beach, CA 92660 | 949.526.8460 February 20, 2025
BKF No.20220551-11
City of Brea
1 Civic Center Circle
Brea, California 92821
ATTN: Michael Ho, PE
C/O: Jenn Colacion, Senior Management Analyst
Community Services Department / Administration Division P: 714.671.4452
E: [email protected]
Transmitted Via Email
Subject: Arovista Park Modernization Project
500 West Imperial Highway, Brea CA
ADD SERVICE REQUEST (ASR) #03
Extended Construction Administration (CA)
Dear Michael:

BASIS OF FEE
Construction of the project commenced in May 2024, with the first submittals and RFIs received for review in June 2024. The initial BKF CA fee was $25,000 with construction estimated to last 12 months for civil improvements (rate of $2,100 per month). BKF has participated in many coordination calls with the construction team, reviewed 28 contractor material submittals, and responded to 27 RFIs. As a result, we have exhausted the original CA fee by the end of January 2025.

We have maintained a log of all reviewed RFIs and identified those resulting from unclear items or items requiring clarifications on the civil drawings. Of the 27 RFI’s responded to, 5 were a result of clarifications needed. The review of these RFIs has been excluded from the CA efforts billed to the project. Please refer to the attached log for details on the RFIs excluded from the CA scope.

Total Spent to Date: $29,500
Total Absorbed by BKF: $4,500
Total CA Billed to Project: $25,000
We understand that construction is now estimated to be completed by Fall 2025. To accommodate the extended CA schedule, we are requesting an additional CA budget allocation through this ASR.

Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06 February 20, 2025

Page 2 of 2 ends

SCOPE OF SERVICES
TASK 1 – EXTENDED CONSTRUCTION ADMINISTRATION (CA)
As noted above, we have exhausted our CA scope. We have continued to receive RFI’s and submittals from the contractor. We are requesting additional budget to provide CA services through the anticipated completion date (8 months). Based on the initial monthly review rate of $2,100 per month for 8 additional months, we are requesting a total additional budget of $16,800. BKF proposes to provide these services on a T&M basis.

Task Description Fee
1 Extended CA (T&M) $ 16,800
TOTAL LABOR FEE $ 16,800
AGREED and ACCEPTED:
____________________________________________________________________________________________________ Signature Date
Name / Title:

Thank you for the opportunity to present this proposal. We look forward to assisting in developing this project.

Please contact me at (949) 573-1369 if you have any questions regarding our scope of services.

Sincerely

BKF ENGINEERS
Bruce W. Kirby, PE
Associate Principal
Attachments: Exhibit A (RFI Log)
Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06 C20220551-11
Arovista Park 2/20/2025
RFI Log
RFI # Received Returned From Description Action Responsibility 1 6/6/24 6/13/24 CONTECH CONTECH REQUEST MODULAR WETLAND DESIGN INFO. BKF PROVIDED DETAILS FOR MWS.

IN SCOPE - Provided details for contech to provide
submittal/ shop drawing
3 6/25/24 URBAN HABITAT

URBAN HABITAT REQUESTING TOP OF FOOTING ELEVATIONS

FOR CIP AND CMU WALLS

BKF AND DVD COORDINATED TO PROVIDE WALL PROFILES

REQUESTED BY CONTRACTOR
IN SCOPE - (see separate ASR02) Supplemental
coordination and review of all wall profiles to provide wall plan requested by contractor
6 7/2/24 7/3/24 URBAN HABITAT

URBAN HABITAT NEEDS CLARIFICATION IF SANITARY SEWER
POC IS REQUIRED. BKF CONFIRMED CONNECTION DETAILS REQUESTED.

IN SCOPE - Reviewed with DVD to confirm a SS point
of connection is required as designed
11 7/25/24 7/26/24
TELACU

CONSTRUCTION

MANAGEMENT

TELACU REQUESTING CLARIFICATION ON SITE IMPROVEMENT
WITH WALL. BKF PROVIDED CLARIFICATION FOR DEMO.

IN SCOPE - Coordinated with DVD and landscape
drawings to confirm extent of demo. Extent of wall to
remain shown on landscape plan

11.1 8/5/24 TELACU CM TELACU REQUEST NEW WALL PLAN. BKF PROVIDED CLARIFICATION FOR WALL.

IN SCOPE - Coordinated with DVD, Telacu, and City
to confirm wall removal. Reviewed existing plan and
grading plan to confirm no retaining and wall can be
removed without additional wall details
25 8/29/24 9/10/24 URBAN HABITAT

UH REQUEST CONFIRMATION FOR EXISTING ELECTRICAL
EQUIPMENT TO BE REMOVED OR TO BE PROTECTED IN PLACE.

BKF PROVIDED UPDATED ELEVATION FOR PANEL TO BE RAISED
TO.

IN SCOPE - Coordinated with Design West to confirm
if panel is to remain. Reviewed grading plan to provide new pad elevation for relocated panel
28 9/9/24 10/9/24 URBAN HABITAT UH REQUEST TOW ELEVATIONS FOR WALLS. BKF PROVIDED TOW ELEVATIONS.

BKF - TOW was not included in grading plan and the
requested location. BKF reviewed and provided wall
elevations needed
30 9/11/24 9/12/24 URBAN HABITAT UH REQUEST FOR REVISED INV ELEV. FOR LANDSCAPE DRAIN. BKF PROVIDED REVISED INV ELEVATIONS. BKF - Reviewed inverts to provide downstream flow 35 10/14/24 10/15/24 URBAN HABITAT
UH REQUEST FOR REVISED INV ELEV. FOR SD MANHOLE AND SD
LINE.

BKF PROVIDED REVISED INV ELEVATIONS AND CLARIFICATION
ON PIPE LAYOUT DESIGN.

IN SCOPE - revised storm drain invert based on
existing conditions of existing sewer line.
36 10/21/24 10/25/24 URBAN HABITAT

UH REQUEST FOR ELIMINATION OF A PORTION OF DOMESTIC
WATER LINE BENEATH WALL E25. BKF APPROVES REQUEST.

IN SCOPE - reviewed UH request to modify design.

No exception taken to requesteed adjustment
42 10/22/24 10/25/24 URBAN HABITAT

UH REQUEST CLARIFICATION FOR INSTALLATION OF SD AND
WALL DUE TO ELEV CONFLICTS. BKF PROVIDED DETAILS FOR SD INSTALLATION.

BKF - Revised storm drain routing per field conflicts
with proposed wall footings
45 10/29/24 11/19/24 URBAN HABITAT

UH REQUEST UPDATED DETAIL FOR HDPE TO RCP
CONNECTION.

BKF PROVIDED CLARIFICATION ON INSTALLATION
INSTRUCTIONS.

IN SCOPE - connection was adjusted based on
existing conditions, provided alternate connection
detail
48 10/31/24 11/3/24 URBAN HABITAT

UH REQUEST NEW DETAIL OR DIMENSIONS TO CONSTRUCTION
MH CONNECTION B/N 24" SD AND MH'S.

BKF PROVIDED ALTERNATIVE DETAIL AND CLARIFICATION FOR
MH CONNECTION DESIGN.

IN SCOPE - Coordinated with Telacu to provide
connection detail for manhole to be installed in lieu of junction structure
50 11/4/24 11/19/24 URBAN HABITAT
UH REQUEST CLARIFICATION FOR INSTALLATION OF 24" SD PIPE AND MANHOLE. BKF PROVIDED DETAILS FOR PIPE AND MANHOLE CONNECTION.

IN SCOPE - field visit to review existing condition
which differed from as-built information collected.

Revised storm drain connections based on existing
conditions.

50.1 11/25/24 12/5/24 URBAN HABITAT

UH REQUEST UPDATED ELEVATIONS & LOCATION FOR
MANHOLE. UH REQUEST DIRECTIONS ON HOW TO INSTALL
MANHOLE AT CONNECTION.

BKF PROVIDED DETAILS FOR UPDATED ELEV. & LOCATION FOR
MANHOLE AT CONNECTION. BKF PROVIDED DETAILS FOR
INSTALLATION OF MH AT CONNECTION.

IN SCOPE - provided additional details requested by
contractor for connection to existing manhole. Revised
CAD files and shared with contractor to located
revised connection based on field survey of existing
line
52 11/12/24 11/19/24 URBAN HABITAT

UH REQUEST CLARIFCATION FOR CONFLICTS WITH WALL AND
SD.

BKF LOWERED SD LINE ELEVATIONS. BKF PROVIDED NEW WALL
DETAIL. BKF PROVIDED CLARIFICATION ON WQMP PLAN
VERSIONS.

IN SCOPE - UH flagged multiple areas where there
were thought to be issues. BKF reviewed all areas
noted in this initial RFI and found that many areas did not result in actual conflicts as noted by UH. One area where there was a conflict (Wall 20) was a result of
staking the wall per an outdated sheet which had been
revised and issued to the field. One SD line was
adjusted to route under wall footing (Wall 13). Total
time of effort alloted reduced to account for conflict not accounted for in BKF design.
- Items requiring clarification on
the civil drawings. BKF to absorb
- Items flagged as elevation issues caused by using
incorrect control. No issues found when RFI was reviewed Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06

52.1 11/20/24 URBAN HABITAT

UH REQUEST INSTRUCTIONS ON HOW TO PROCEED IN
CONFLICT AREAS. BKF REVIEWED AREAS AND PROVIDED CLARIFICATIONS IN SCOPE - BKF and Telacu reviewed additional
areas flagged as concerns by UH and found that there
were no conflicts. Two areas where there appeared to
be conflicts were actually addresed by sleeving
through the wall per the structural details

52.2 11/22/24 12/3/24 URBAN HABITAT

UH REQUEST CLARIFICATION WITH ELEV CONFLICTS FOR
WATERLINE. BKF PROVIDED CLARIFICATION ON PLANS.

IN SCOPE - UH requested rerouting to avoid crossing
wall. Telacu reviewed and provided revised routing
and BKF provided concurrence.

52.3 12/3/24 12/10/24 URBAN HABITAT UH REQUEST UPDATED PLAN PAGE & CAD FILE. BKF PROVIDED REVISED PLANS.

IN SCOPE - UH required revised CAD files and
drawings to show adjustments made after responses
were issued to the field in the form of RFI responses.

No formal plan revision was required.

52.5 12/17/24 12/18/24 URBAN HABITAT

UH REQUEST DIRECTION ON LOCATION AND TYPE OF ANGLE
REQUIRED TO AVOID DW LINE BEING ABOVE GRADE. BKF PROVIDED CLARIFICATION FOR DW LINE.

IN SCOPE - BKF reviewed area of concern and
advised UH to install water line per standard depth of
cover to avoid UH anticipated conflict

52.7 1/21/25 1/27/25 URBAN HABITAT UH REQUESTING TO MODIFY SD SUBDRAIN INSTALL BKF TAKES NO EXCEPTION TO PROPOSED ALTERNATIVE IN SCOPE - BKF reviewed and concurs with UH's
installation alternative proposed.
56 11/25/24 12/2/24 URBAN HABITAT

UH REQUESTS CONFIRMATION TO INSTALL LANDSCAPE DRAIN
OR CONNECTION TO RETAININING WALL SUBDRAIN. BKF PROVIDED CLARIFCATION FOR DRAIN ORIENTATION.

IN SCOPE - BKF provided clarification on design per
UH request
57 11/25/24 12/3/24 URBAN HABITAT

UH REQUESTS UPDATED DETAIL FOR NEW STORM DRAIN CATCH
BASIN. BKF PROVIDED CLARIFCATION FOR CATCH BASIN DESIGN.

IN SCOPE - BKF coordinated with Telacu on catch
basin issue as catch basin connection was already
being made. Noted that existing catch basin was not
able to be modified as needed. BKF reviewed and
directed to install alternate shown on drawings.

57.1 12/17/24 12/17/24 URBAN HABITAT

UH REQUEST CONFIRMATION TO USE DIFFERENT CATCH BASIN
OR TO CONTINUE WITH CALTRANS STANDARD.

BKF TAKES NO EXCEPTION TO UH'S ATTACHED CATCH BASIN,
CITY TO CONFIRM.

IN SCOPE - UH proposed alternate from what BKF
instructred. BKF reviewed and takes no exception
68 12/19/24 12/31/24 URBAN HABITAT

UH REQUEST CLARIFCATION FOR CONFLICTS WITH WALL
INSTALLATION.

BKF FORWARDED TO LANDSCAPE ARCHITECT. ALSO UH TO

CONFIRM IF THERE IS A RESOLUTION BASED ON FIELD
CONDITION.

IN SCOPE - Reviewed and directed contractor to DVD
for final response.
79 2/13/25 2/13/25 URBAN HABITAT

UH REQUEST CLARIFCATION FOR DEMO AT SIDEWALK

CONFORM

BKF PROVIDED CORRECT DEMOLITION LIMITS WHICH INCLUDES
THE AREA IDENTIFIED BY THE CONTRACTOR FOR DEMOLITION. BKF - Drawings did not accurately reflect demo limits. 83 2/12/25 URBAN HABITAT

UH REQUEST CLARIFCATION FOR CB LOCATED ADJACENT TO

PROPOSED WALL PENDING
- Items requiring clarification on the civil drawings.

BKF to absorb.
- Items flagged as elevation issues caused by using
incorrect control. No issues found when RFI was reviewed Docusign Envelope ID: EFFDC2FB-3AE7-4DE6-98D8-DE044E74DB06 CITYof BREA
Communication
June 17, 2025
Item No. 4D.

Applicants Agent Resolution for Homeland Security Funds

TO PREPARED BY
Honorable Mayor and City Council Members Lisa Keyworth, Emergency Preparedness Coordinator

DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Mark Terrill, Fire Chief Kristin Griffith, City Manager

RECOMMENDATION
Staff Recommends that the City Council take the following action:

Adopt the attached Governing Body Resolution which authorizes and designates City staff to perform as an Applicants Agent to complete and sign State and Federal documents related to homeland security, disaster response and disaster recovery.

BACKGROUND/DISCUSSION
Every three (3) years, the State of California, Governor’s Office of Emergency Services (Cal-OES) requires local jurisdictions to update their Cal-OES Form 130, in order to be provided with funds via reimbursements, and/or grants, including disaster recovery funds. Form 130 identifies the authorized agents for the agency, when financial assistance under Public Law, the Stafford Disaster Relief and Emergency Assistance Act, and the California Disaster Assistance Act are utilized. A resolution older than three years is invalid. The last Designation of Applicant’s Agent Resolution was authorized by the City Council on July 19, 2022. The resolution is universal and effective for all open and future emergencies/disasters up to three years following the date of approval by the Council. The approval and submission of CalOES Form 130 enables the City to continue the process to request reimbursement of disaster relief funds.

The personnel placed on this list were selected based on their involvement with the City’s homeland security and disaster efforts. The personnel are designated by position/title rather than name to ensure maximum flexibility to meet timelines. Financial assistance managed under this resolution will include grants, equipment, training and disaster recovery funds.

FISCAL IMPACT/SUMMARY
There is no fiscal impact for approving the resolution. Designating authorized agents will have a positive fiscal impact by enabling the City to request public assistance from federal and state agencies to seek recovery of costs related to disasters as well as the funding of State and Federal grants.

Attachments
CalOES 130 2025.pdf
CalOES 130 form reso 2025.pdf

STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES
Cal OES 130
Cal OES ID No: ______________________

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

FOR NON-STATE AGENCIES

BE IT RESOLVED BY THE OF THE
(Governing Body) (Name of Applicant)

THAT , OR
(Title of Authorized Agent)
, OR
(Title of Authorized Agent)
(Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the , a public entity (Name of Applicant)
established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Services for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.

THAT the ________________________________________________, a public entity established under the laws of the State of California, (Name of Applicant)
hereby authorizes its agent(s) to provide to the Governor’s Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required.

Please check the appropriate box below:

This is a universal resolution and is effective for all open and future disasters up to three (3) years following the date of approval below.

This is a disaster specific resolution and is effective for only disaster number(s) ________________________ Passed and approved this day of , 20
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)

CERTIFICATION
I, , duly appointed and of
(Name) (Title)
, do hereby certify that the above is a true and correct copy of a (Name of Applicant)
Resolution passed and approved by the of the
(Governing Body) (Name of Applicant)
on the day of , 20 .
(Title)

Page 1 ends

(Signature)
Cal OES 130 (Rev.9/13)

STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES
Cal OES 130 - Instructions
Cal OES Form 130 Instructions
A Designation of Applicant’s Agent Resolution for Non-State Agencies is required of all Applicants to be eligible to receive funding. A new resolution must be submitted if a previously submitted Resolution is older than three (3) years from the last date of approval, is invalid or has not been submitted.

When completing the Cal OES Form 130, Applicants should fill in the blanks on page 1. The blanks are to be filled in as follows:

Resolution Section:

Governing Body: This is the group responsible for appointing and approving the Authorized Agents.

Examples include: Board of Directors, City Council, Board of Supervisors, Board of Education, etc.

Name of Applicant: The public entity established under the laws of the State of California. Examples include: School District, Office of Education, City, County or Non-profit agency that has applied for the grant, such as: City of San Diego, Sacramento County, Burbank Unified School District, Napa County Office of Education, University Southern California.

Authorized Agent: These are the individuals that are authorized by the Governing Body to engage with the Federal Emergency Management Agency and the Governor’s Office of Emergency Services regarding grants applied for by the Applicant. There are two ways of completing this section:

1. Titles Only: If the Governing Body so chooses, the titles of the Authorized Agents would be entered here, not their names. This allows the document to remain valid (for 3 years) if an Authorized Agent leaves the position and is replaced by another individual in the same title. If “Titles Only” is the chosen method, this document must be accompanied by a cover letter naming the Authorized Agents by name and title. This cover letter can be completed by any authorized person within the agency and does not require the Governing Body’s signature.

2. Names and Titles: If the Governing Body so chooses, the names and titles of the Authorized Agents would be listed. A new Cal OES Form 130 will be required if any of the Authorized Agents are replaced, leave the position listed on the document or their title changes.

Governing Body Representative: These are the names and titles of the approving Board Members.

Examples include: Chairman of the Board, Director, Superintendent, etc. The names and titles cannot be one of the designated Authorized Agents, and a minimum of two or more approving board members need to be listed.

Certification Section:

Name and Title: This is the individual that was in attendance and recorded the Resolution creation and approval.

Examples include: City Clerk, Secretary to the Board of Directors, County Clerk, etc. This person cannot be one of the designated Authorized Agents or Approving Board Member (if a person holds two positions such as City Manager and Secretary to the Board and the City Manager is to be listed as an Authorized Agent, then the same person holding the Secretary position would sign the document as Secretary to the Board (not City Manager) to eliminate “Self Certification.”
Cal OES 130 (Rev.9/13) Page 2
June 17, 2025
RESO. 2025-XXX
1 RESOLUTION NO. 2025-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BREA

DESIGNATING APPLICANTS AGENT FOR HOMELAND SECURITY
FUNDS
A. RECITALS:
(i) The State of California Governor’s Office of Emergency Services requires non-state agencies to file a Cal OES Form 130 (attached) to receive financial assistance under the California Disaster Assistance Act every three years. This form was last updated July 19, 2022.
(ii) The Cal OES Form 130 designates and authorizes City staff to perform as Applicant’s Agents to complete and sign State and Federal documents related to homeland security, disaster response and disaster recovery.

B. RESOLUTION:

NOW, THEREFORE, be it found, determined and resolved by the City Council of the City of Brea as follows:

1. The City Manager, or Fire Chief, or Police Chief is hereby authorized to execute for and on behalf of the City of Brea, a public entity established under the laws of the State of California, the Cal OES application and to file it with the California Governor’s Office of Emergency Services for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.

June 17, 2025
RESO. 2025-XXX
2 2. That the City of Brea, a public entity established under the laws of the State of California, hereby authorizes its agents to provide to the Governor’s Office of Emergency Services for all matter pertaining to such state disaster assistance the assurances and agreements required.

3. The Resolution is universal and is effective for all open and future disasters up to three (3) years following the date of adoption.

APPROVED AND ADOPTED this 17
th day of June, 2025
_______________________________
Blair Stewart, Mayor
ATTEST: ____________________________
Lillian Harris-Neal, City Clerk
I, Lillian Harris-Neal, City Clerk of the City of Brea, do hereby certify that the foregoing Resolution was passed at a regular meeting of the City Council of the City of Brea, held on the 17
th day of June, 2025, by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

DATE: __________________________
________________________________
Lillian Harris-Neal, City Clerk
CITYof BREA
Communication
June 17, 2025
Item No. 4E.

SB 1205 State Mandated Fire Inspection Annual Report

TO PREPARED BY
Honorable Mayor and City Council Members Nicole Pesqueira, Fire Marshal

DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Mark Terrill, Fire Chief Kristin Griffith, City Manager

RECOMMENDATION
Accept the report as presented and Adopt Resolution No. 2025-049 accepting the 2024 California State Fire Marshal mandated inspection report.

BACKGROUND/DISCUSSION
After the tragic 2016 “Ghost Ship Fire” in Oakland that killed 36 people, Senator Jerry Hill introduced SB 1205 The Fire protection services – Compliance Reporting. The bill was passed, and Section 13146.4 was added to the States Health and Safety Code.

With the signing of SB 1205 (Hill) on September 27, 2018 by the Governor, the California Health and Safety Code was amended by adding Section 13146.4, that requires that all fire departments required to perform annual inspections pursuant to Sections 13146.2 and 13146.3 shall report annually to its administrating authority on its compliance with Sections 13146.2 and 13146.3. These sections mandate that annual inspections of all public and private schools, hotels, motels, lodging houses, and all apartment buildings be performed by the fire department.

The purpose of annual fire inspections is to mitigate known hazards, reduce risk to the community and ensure reasonable compliance with the California Fire Code. The Fire Department completed all initial annual fire inspections of these facilities for calendar year 2024.

This bill requires every city or county fire department or district to perform the above- described inspections to report annually to its administering authority on the department or district’s compliance with the above-described inspection requirements. The bill also requires the administering authority to acknowledge receipt of the report in a resolution or a similar formal document. Further, the acceptance of this compliance report and the recommended Resolution fulfill the statutory requirements contained in California Health and Safety Code Section 13146.2, 13146.3 and 13146.4, as amended by SB 1205.

In calendar year of 2024, the Brea Fire Department inspected 7 of 7 hotels and motels. They conducted 160 out of 160 inspections of condominiums and apartment buildings. California Health and Safety Code Section 13146.3 mandates that the local fire department inspect all public and private schools once annually. In the calendar year of 2024, Brea Fire Department inspected 15 of 15 school facilities. The Brea Fire Department completed 100.0% of its annual inspections of all known mandated buildings that are included within the mandate for the year. In total, the Brea Fire Department conducted 182 of the 182 mandated annual inspections.

COMMISSION/COMMITTEE RECOMMENDATION
Staff recommends the adoption of Resolution No. 2025-049, acknowledging acceptance of a report on the Brea Fire Department’s compliance with SB1205 and California Health and Safety Code Section 13146.4.

FISCAL IMPACT/SUMMARY
There are no fiscal impacts with the filing and acceptance of this report.

Attachments
SB 1205 Reso.pdf
1 RESOLUTION NO.____________

A RESOLUTION OF THE BREA CITY COUNCIL

ACKNOWLEDGING RECEIPT OF A REPORT ON THE

STATUS OF STATE MANDATED ANNUAL FIRE

INSPECTIONS
A. RECITALS:
(i) Health and Safety Code Sections 13146.2 and 13146.3 require fire departments that provide fire protection services to perform annual inspections in every building used as a public or private school, hotel, motel, lodging house, apartment house, and certain residential care facilities for compliance with building standards. (ii) Health and Safety Code Section 13146.4 requires fire departments to give their administering authority an annual report of their compliance with such annual inspection requirement.
(iii) It is the intent of the City Council that this Resolution shall serve to acknowledge receipt of the Fire Department’s annual report concerning compliance with the state-mandated annual fire inspections.

B. RESOLUTION:

NOW, THEREFORE, the City Council finds and resolves as follows:

1. The facts set forth in the Recitals, Part A, above, are true and correct.

2. EDUCATIONAL GROUP E OCCUPANCIES:

Educational Group E occupancies are generally those public and private schools, used by more than six persons at any one time for educational purposes through the 12th grade. Within the City of Brea, there are 15 Group E occupancies, buildings, 2 structures and/or facilities.

During calendar year 2024, Brea Fire Department completed the annual inspection of all 15 Group E occupancies, buildings, structures and/or facilities. This is a compliance rate of 100% for this reporting period.

3. RESIDENTIAL GROUP R OCCUPANCIES:

Residential Group R occupancies, for the purposes of this Resolution, are generally those occupancies containing sleeping units, and include hotels, motels, apartments (three units or more), and so forth., as well as certain other residential occupancies (including a number of residential care facilities). These residential care facilities have a number of different sub-classifications, and they may contain residents or clients that have a range of needs, including, but not limited to, those related to custodial care, mobility impairments, and/or cognitive disabilities. The residents may also be non-ambulatory or bedridden. Within the City of Brea, there are 167 Group R (and their associated sub-categories) occupancies of this nature.

During the 2024 calendar year, the Brea Fire Department completed the annual inspection of all 167 Group R occupancies, buildings, structures and/or facilities.

This is a compliance rate of 100% for this reporting period.

4. ACKNOWLEDGMENT:

The City Council acknowledges receipt of the foregoing report concerning compliance by the Fire Department with the annual fire inspections mandated by Health and Safety Code Sections 13146.2 and 13146.3.
3 APPROVED AND ADOPTED this ____ day of June, 2025.
________________________________
Blair Stewart, Mayor
ATTEST: _____________________________
Lillian Harris-Neal, City Clerk
CITYof BREA
Communication
June 17, 2025
Item No. 4F.

Citywide Multifunction Printer/Copier Replacement and Maintenance Services Lease Agreement with Sharp Business Systems

TO PREPARED BY
Honorable Mayor and City Council Members Tiara Solorzano, Management Analyst I

DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Monica Lo, Administrative Services Director Kristin Griffith, City Manager

RECOMMENDATION
Staff recommends that the City Council:

1. Authorize the City’s Purchasing Agent to negotiate a lease agreement with Sharp Business Systems (Sharp) for citywide multifunction printer/copier (MFP) replacement and maintenance services for a 60-month lease term not-to-exceed the amount of $150,000.00; exclusive of any as-needed print charges.

BACKGROUND/DISCUSSION
The City of Brea has relied on leased multifunction printers (MFP) to support daily operations across all departments for over 15 years. Currently, the City is under a five-year lease and maintenance agreement with Canon Solutions which has since been extended an additional year to align with the City’s budget process.

Sixteen (16) out of eighteen (18) current MFPs will be six years old and beyond their useful life, which will increase ongoing maintenance costs. The remaining two 60-month leases were added to the fleet back in March 2023 as a result of expanded programming and printing needs at the Public Works Yard and the Brea Resource Center.

To ensure continuity of services, maintain cost-efficiency, and upgrade to newer models, staff initiated an extensive review and selection process. In January 2025, the City issued a Request for Proposal (RFP) to secure the best value for the City and five (5) proposals were received.

After detailed evaluation including in-person demonstrations and assessment of service features, customer service response times, and included equipment; Sharp Business Solutions emerged as the recommended vendor.

Although Sharp was not the lowest-cost proposer (less than the City’s current provider), their proposal offers superior standard features, robust training and implementation plans, and industry-leading service turnaround while staying under the current budget.

Sharp’s proposal includes:

Cooperative pricing through Sourcewell, resulting in cost-effective unit rates with more features than competitors,
Manufacturer-direct service model with 24/7 monitoring and automated supply replenishment, Fast response times and dedicated account support, and
Existing contracts with municipalities including the Cities of Long Beach, Riverside, Tustin, and San Diego.

Staff conducted departmental surveys to identify current and future printing needs, ensuring that the recommended equipment will meet usage requirements and consolidate underutilized or inefficient desktop printers. The City heavily relies on its MFPs for internal and public-facing operations, and current devices have reached the end of their life cycle.

A key cost-saving initiative within this effort is the elimination of high-cost desktop color printers in favor of centralized MFPs in high-volume areas. For example, color copies from desktop HP printers can cost between $0.08–$0.15 per page, compared to MFP color prints that cost $0.035 per page. By consolidating and optimizing print infrastructure, the City is projected to save money over the five-year term.

Sharp’s proposal includes all required supplies, service labor, and parts (excluding staples and paper), minimizing internal administrative burden and downtime. Vendor site visits and equipment demonstrations confirmed that Sharp’s models and service plans provide the most efficient, user-friendly, and scalable solution for the City’s needs.

It is important to note that any installations occurring after July 1, 2025, will incur an industry-wide 10% tariff increase on printers and related parts. This equates to approximately $15,000 in additional costs over the 60-month lease period. Approving Sharp as the selected vendor and executing the lease agreement prior to this date will avoid these additional costs.

Should the agreement be authorized, the City’s Purchasing Agent will negotiate final terms for implementation to begin prior to July 2025.

COMMISSION/COMMITTEE RECOMMENDATION
The Finance Committee reviewed this item at their June 10, 2025, meeting and is recommended for City Council approval.

FISCAL IMPACT/SUMMARY
Funds for this lease agreement will be for a not-to-exceed amount of $150,000, exclusive of any as-needed print charges for a 60-month lease term. Funding is programmed in the proposed FY 2025-27 Operating Budget and no additional appropriation is needed in the City’s General Fund (110).

This equates to an estimated monthly cost that includes a total of twenty (20) MFP devices with full features tailored to department requirements.

A key component of Sharp’s proposal includes paying off the remaining balance of the City’s second lease agreement with the current provider. By covering this outstanding balance, Sharp enables the City to consolidate all devices under one new lease agreement—eliminating the need to manage two (2) separate contracts and billing structures streamlining vendor management and service coordination.

The agreement is expected to result in approximately $5,000 in savings annually by eliminating costly desktop color printers and consolidating usage to high-efficiency MFPs.

Attachments
Attachment 1 - RFP Copier Multifunction Printer Replacement.pdf Attachment 2 - City of Brea RFP No 2025.01.06.01 SHARP Full Response.pdf

Page 1 of 42 ends

RFP No. 2025.01.06.01
Request for Proposals
Copier/Multifunction Printer Replacement and
Maintenance Services
TIMELINE | Key Milestones
Key Milestone Schedule
Release of RFP Monday, January 6, 2025
Question Deadline Monday, January 20, 2025 by 5:00 pm PST Pre-Proposal Conference (if applicable) Not Applicable
Final Addendum Issued Friday, January 24, 2025
Proposal Deadline Thursday, January 30, 2025 by 5:00 pm PST Site Walk-through & Assessment (week of)* Monday, February 10, 2025 Selection of Proposer* Thursday, May 8, 2025
Finance Committee Recommendation* Tuesday, June 10, 2025 City Council Award* Tuesday, June 17, 2025
Installation and Services Begins* Tuesday, July 1, 2025 * Tentative; at the discretion of the City
To obtains solicitation documents, submit questions, receive answers, and submit a proposal, Proposer’s can visit the City’s eProcurement Portal at the following hyperlink https://www.publicpurchase.com/gems/brea,ca/buyer/public/home (registration required).

Please note that proposals may only be submitted electronically.

RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

Page 2 of 42 ends

PART I

REQUEST FOR PROPOSALS
RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

Page 3 of 42 ends

Request for Proposals Copier/Multifunction Printer Replacement and Maintenance Services
I. Overview
A. Purpose
The City of Brea (“City”) is requesting proposals from qualified Proposers for the Lease and Maintenance of multi-functional copiers/printers for a 60-month lease term, as further set forth in Part III hereto, the Scope of Services and Specification Section (“Services”). Those submitting proposals are each referred to herein as “Proposer”. Any Proposerselected to provide the foregoing services are sometimes referred to herein as “Proposer” or “consultant.” B. Specific Processes Applicable to this Request for Proposal (RFP) To obtain solicitation documents, submit questions, receive answers, ad submit a proposal, visit the City’s eProcurement Portal at the following hyperlink (registration is required) City’s eProcurement Portal
https://www.publicpurchase.com/gems/brea,ca/buyer/public/home

PROPOSALS MAY ONLY BE SUBMITTED ELECTRONICALLY
II. Questions and Answers.

A. Questions
Any person contemplating submitting a proposal in response to this RFP who has questions, requires clarification, or finds any discrepancies with respect to any part of this RFP, the Scope of Services and Specifications, the City’s standard agreement contained herein, or any of the terms and conditions included therein (collectively, “Solicitation” or “RFP”), must submit their questions through the City’s eProcurement Portal listed above by the Question Deadline set forth in the Timelines referenced on page one or as may be modified by any addendum. Questions not received by the Question Deadline will not be considered. As such questions, are non-responsive to the Solicitation requirements.

B. Answers
The City will issue addenda to answer question(s) received by the Question Deadline and provide clarifications and modifications to the Solicitation utilizing the City’s eProcurement Portal as provided above, when deemed to be of sufficient importance or otherwise necessary to more fully implement the goals and intent of this RFP. Proposers must acknowledge receipt of all City-issued addenda. Only City’s written addenda can modify the requirements of this RFP. Any modifications set forth in such addenda will supersede and take precedence over the original RFP and any preceding addendums. Any other form of communications shall have no force or effect with respect. to this Solicitation. The City will not be bound by any verbal representations of any City official or RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

Page 4 of 42 ends

employee.

III. Costs Included in Proposal
A. Preparation Expense
Proposers prepare and make proposal(s) at their sole expense.

B. All-Inclusive Costs
Pricing Must Be All-Inclusive rated hourly per position for expedited and non-expedited work. EACH PROPOSAL MUST BE INCLUSIVE OF ALL COSTS TO PERFORM THE REQUIRED SERVICES. Any and all costs of labor, transportation, materials, software, equipment, proprietary licenses, and any and all other fees, costs, taxes, insurance, and expenses necessary to comply with the requirements of this RFP and to provide the Services, must be included in the proposal price.

As part of this RFP, the City is requesting Proposers to complete the Price Form (Standard Form I) for both a like-to-like comparison AND a replacement of recommended model based upon volume averages provided in the Scope of Services. The City reserves the right to increase or decrease the quantity of equipment to be leased or purchased under this RFP or change equipment following site inspection and evaluation. Any additional equipment leased or purchased shall be based upon cooperative pricing.

IV. Proposal Submission Requirements
A. General
i. Checklist. Use this section as a checklist to help provide a complete response. Failure to include and provide all the information specified may result in rejection of the proposal without further evaluation or award consideration.
ii. Signatures. Proposers must sign all forms where indicated. Digital Signatures are acceptable if they conform to all requirements of California Government Code Section 16.5. iii. Additional Material. Do not include any promotional material or any material that is not directly relevant to the objectives of this Solicitation. iv. Organization. Organize the proposal in the order shown below, separate each section with a section page and title, and number each section beginning with one. v. Sections Division and Purpose. Note the Qualifications and Forms sections will be used to determine if the Proposer is qualified and responsive, while the Technical and Costs sections will be used to determine how well the Proposer meets the requirements of this Solicitation and if the proposed costs are fair and reasonable. The Technical and Costs sections of the successful proposal may be attached to and incorporated as part of Exhibit A to the City’s standard Agreement for execution.

B. Introduction Section
RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

Page 5 of 42 ends

i. Title Page. Provide a title page showing the Solicitation subject; the Proposer’s name; address, and the date of the proposal.
ii. Table of Contents. Provide a table of contents detailing the various sections and page numbers of the information contained in the proposal.
iii. Letter of Transmittal. Provide a letter of transmittal signed by an individual authorized to bind the Proposer, briefly stating the Proposer's understanding of the work to be done, the commitment to perform the work within the required time period(s), a statement why the Proposer believes itself to be best qualified to perform the Services and a statement that the proposal is a firm and irrevocable proposal.

C. Qualifications Section
i. Background. Provide the Proposer company’s full legal name, address, phone, fax, email, website; Prior company names (if any) and years in business; mergers, buyouts; Organizationalstructure (i.e. corp., LLC, sole proprietorship, etc.) and chart; Names and titles of the principal owner(s); Person(s) authorized to contractually bind the company. List any pending litigation and describe any contracts terminated for cause and any governmental enforcement actions against Proposer’s company during the previous five (5) years. List any special recognition or awards.
ii. Experience. Provide a summary of experience with similar kinds of work; Familiarity with state and federal procedures; Experience working with public agencies. Provide current business references for whom your company has provided similar services, and a very brief description of the provided services.
iii. Qualifications. Provide a summary of financial responsibility; Demonstrated technical ability; Capability of developing innovative or advanced techniques; Special qualifications, training, credentials; Staff names, titles, role, qualifications, experience, and length of service and the designated project manager to be assigned to this agreement. iv. Understanding. Describe Proposer’s understanding of the work to be done as required by this RFP. Include any issues that will require special consideration in providing the Services and identify any unique approaches or strengths your company may have.

D. Technical Section
i. Approach. Provide a detailed discussion and proposed methodologies of the Proposer’s approach to the successful performance of the Services. Include thorough discussions of methodologies Proposer believes are essential to accomplishing each task. Include a proposed work schedule to accomplish all of the required tasks and identify the team member responsible for each.
ii. Proposed Schedule. Provide a detailed recommended schedule of activities. If a Meet and Confer and Presentation Requirements and/or a Tentative Schedule are provided in the Scope of Services and Specifications Requirements Section any recommended modifications should be addressed.

E. Cost Section
i. Pricing. Pricing shall be as specifically described in Exhibit “A” to the City’s standard form of RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

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agreement attached hereto and incorporated by reference herein.

F. Forms Section
i. Standard Forms
a. Non-Collusion Affidavit Form
b. References Form
c. SubProposers List-Standard Form
d. Statement of Compliance or Exceptions Form
e. Status of Past and Present Contracts Form
f. Insurance Commitment Form
g. Proposer Qualification Response Form
h. Firm Proposal Form
i. Price Form
G. Withdrawal and Validity. Proposals may be withdrawn before the Proposal Deadline.

Otherwise, proposals are binding for 120 days from the Proposal Deadline.

V. Proposal Review
A. Opening Proposals. Proposals remained unopened until the Proposal Deadline and thereafter will be electronically unsealed to begin the review and evaluation process set forth in the Evaluation, Award, Contract, Notice to Proceed Section below.

B. Proposal Information Posted. Proposals received by the Proposal Deadline, will have results posted on the City’s website at www.ci.brea.ca.us/1254/Requests-for-Bids-Proposals-andQuotes. The Proposal results are subject to change based on responsiveness and determination of qualifications. Further information may be obtained by visiting the webpage, clicking on Requests for Bids, Proposals, and Quotes, and scrolling to the desired solicitation. City will not provide results by any other means.

C. Information Posted. For this RFP, only company names of Proposers timely submitting proposals, will be initially posted. No proposal will be available for public review until the evaluation phase has been completed and an award recommendation, if any, has been made.

D. All Proposals Become City Property and Public Records. All submitted proposals will become City property and public records subject to disclosure. However, no proposal will be disclosed unless and until a Proposer is selected and recommended for contract award to the City Council; all proposals are rejected; or, this RFP process is terminated.

DO NOT SUBMIT CONFIDENTIAL INFORMATION. Any and all notices of “trade secrets”, “confidential information”, “do not disclose”, and/or any similar types of notices in a proposal will be disregarded.

RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

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VI. Evaluation
A. Non-Responsive Proposals. Proposals that are late or misdirected; or where the Proposer did not attend any required mandatory Pre-Proposal Meeting or is suspended or debarred (www.sam.gov) are non-responsive. Proposals that did not include the required documents or information; modified any terms and conditions; had excessive or inadequate price relative to the Scope of Services and Specifications Requirements may cause the Proposal to be deemed non-responsive. Non-responsive Proposals will not be considered for further evaluations or award.

B. Responsive Proposals. Proposals that conform in all material respects to the RFP and are eligible for further consideration.

C. Informalities. City may waive any informalities in any proposal or this RFP process as deemed in City’s best interest.

D. Basis of Award and Evaluation Criteria. If an award is made, it shall be made based on the proposal determined to provide the greatest benefit to the City. City will evaluate and score each proposal based on how well it meets the Proposal Submission Requirements including, but not limited to, the Qualifications, Technical, Cost, Forms sections; any required clarifications, presentations, interviews; other available information; any required Best and Final Offer (BAFO) responses; and any other requirements of this RFP not mentioned specifically in this paragraph.

The scoring for Evaluation Criteria is set forth below:

Responsiveness of the Proposal including ability to meet the City’s timelines, and acceptance of City’s standard form of agreement
25%
Proposer’s qualifications and prior experience 25%
Technical approach to provide the Services 20%
Value and economy to City of the proposed Project approach 20% Pricing 10%
The City reserves the right to select one or more Proposers for further consideration or award of a contract, based solely on their proposal or, on their proposal and any interviews. The City reserves the right to negotiate a final agreement with one or more of the top scoring Proposers.

Award, Reject, Rescind.

As may be in City’s best interest, City may accept and award a contract to any Proposer; rescind any award; reject any or all proposals; and/or terminate this RFP process at any time.

Agreement.

If an agreement is awarded, City will do so after the successful Proposer has satisfied all post-award requirements (insurance, bonding, etc.). The City’s standard form of agreement is attached. Any requested changes to the agreement will be considered as part of the evaluation/scoring process.

Notice to Proceed.

RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

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City will issue a notice to proceed to Proposer(s) to commence providing the Services at the time stated in that notice. Absent a formal notice to proceed letter, delivery of the Purchase Order becomes the de facto notice to proceed unless otherwise stated in the Purchase Order.

End of this Section.

RFP No. 2025.01.06.01
City of Brea
Copier/Multifunction Printer Replacement and
Maintenance Services

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PART II

STANDARD FORMS

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

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STANDARD FORM A

NON-COLLUSION AFFIDAVIT FORM
Note: To be executed by Proposer and submitted with Proposal. proposal (name of proposing company)
that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the PROPOSER has not directly or indirectly induced or solicited any other Proposer to put in a false or sham proposal; that the PROPOSER has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham proposal, or to refrain from proposing; that the PROPOSER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the PROPOSER or any other Proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Proposer; that all statements contained in the proposal are true; and, the PROPOSER has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, depository, or to any member or agent thereof, to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a PROPOSER that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that they have full power to execute, and does execute, this declaration on behalf of the PROPOSER.

I declare under penalty of perjury under the Laws of the State of California that the foregoing is true and correct and that this declaration is executed as set forth.

Signature: ____________________________________________ Name/Title Date: ____________________________________________ Notary is not required for this proposal.

State of
(the State of the place of business)
County of
(the County of the place of business)
, being first duly sworn, deposes and
(name of the person signing this form)
says that he/she is of
(title of the person signing this form)
, the party making the foregoing

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

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STANDARD FORM B

REFERENCES FORM
(Proposer’s Company Name)
Provide current business references for whom your company has provided similar services.

Provide very brief description of the Project services your company provided to the reference.

Any unsatisfactory references or past unsatisfactory work performance with City may eliminate Proposer from further consideration (Brea City Code Sec. 3.24.020.M)

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

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STANDARD FORM C

SUBPROPOSERS LIST-STANDARD FORM
(Proposer’s Company Name)
Provide the information requested below. Duplicate this form as necessary to complete list. ☐ Check this box, if no subProposers are to be used for any of the proposed work.

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

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STANDARD FORM D

STATEMENT OF COMPLIANCE OR EXCEPTIONS FORM
Each Proposal must be accompanied by this form. Failure to provide this form will cause the Proposal to be deemed non-responsive and that Proposal will not be considered for further evaluation.
(Proposer’s Company Name)
Select one:

No Exceptions
By checking the above box, Proposer declares their Proposal was prepared in strict compliance with the instructions, conditions, and terms of the Solicitation, Scope of Work, and Agreement.

With Exceptions
By checking the above box, Proposer declares their Proposal was prepared in consideration of but with exceptions to one or more of the instructions, conditions, and terms of the Solicitation, Scope of Work, and Agreement, in which case Proposer must provide a detailed list for all such exceptions in the following format.

Section
Page # Term, Condition, Specification Exception & Benefit to City City A
or D
Proposer acknowledges that City may accept or reject any or all of Proposer’s listed exceptions or reject the Proposer’s entire Proposal that contain any exceptions.

Signature: ____________________________________________ Name/Title Date: ____________________________________________

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

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STANDARD FORM E

By checking the above box, Proposer declares that the Proposer has not had any Contract Terminations, Settlements, or Legal Actions within the past five years of the date signed hereunder and currently does not have any pending Contract Terminations, Settlements, or Legal Actions.

One or More Contract Terminations, Settlements, or Legal Actions By checking the above box, Proposer declares that the Proposer has had either one or more Contract Terminations, Settlements, or Legal Actions within the past five years of the date signed hereunder in which case, Proposer must provide a list for all such contracts and include:

Contract Title, Contract Value, Termination Date, Company Name, Contact Name, Phone Number, and Reasons for and descriptions of the Terminations, Settlements, or Legal Actions.

The Proposer acknowledges that City may: reject any declarations that are not accompanied with the required documentation as described above; or reject any Proposals wherein Proposer has had any Terminations, Settlements, or Legal Actions that City in its sole discretion deems unacceptable.

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STANDARD FORM F

INSURANCE COMMITMENT FORM
Each Proposal must be accompanied by this form. Failure to provide this form will cause the Proposal to be deemed non-responsive and that Proposal will not be considered for further evaluation.
(Proposer’s Company Name)
Proposer acknowledges that:

City reserves the right to modify the insurance requirements as set for in the Insurance Requirements section of the Agreement including limits, based on nature of the risk, prior experience, insurer, coverage, or other special circumstances.

City’s acceptance and/or approval of the Proposer’s insurance documents does not and shall not be construed to relieve Proposer of any obligations, responsibilities or liabilities under any resultant Contract.

Proposer’s failure to comply with the required insurance as set forth in the Insurance Requirements of the Agreement is a breach of contract, which may result in one or more of the following: suspension of work, suspension or termination of contract, remuneration of procurement costs for obtaining a replacement Proposer, and suspension from submitting future proposal based on Proposer’s default.

Proposer, at Proposer’s sole cost and expense, hereby promises and agrees to:

Acquire required insurance set forth in the Insurance Requirements of the Agreement.

Provide policies of insurance from a company or companies having a current A.M. Best's rating of no less than A:VII and admitted and authorized to transact the business of insurance in the State of California prior to commencing any work and allowing any subProposer to commence work on any subcontract until it has secured all required insurance unless otherwise permitted or waived in writing by City’s Risk Manager.

Maintain in force at all times during the term of any Contract, insurance policies as set forth in the Insurance Requirements of the Agreement; replace any policies whose carrier’s rating falls below A VII with policies that meet or better the required A VII rating no later than the renewal date of the policy; amend, supplement, or endorse existing insurance policies that do not meet the insurance requirements set forth in the Insurance Requirements.

Proposer certifies, represents, and commits to all the Insurance Requirements of the Agreement.

Signature: ____________________________________________ Name/Title Date: ____________________________________________

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STANDARD FORM G

PROPOSER QUALIFICATIONS RESPONSE FORM
(Proposer’s Company Name)
Proposers must have demonstrated trustworthiness, as well as the necessary quality, fitness, capacity, and experience to satisfactorily provide the requirements specified in this Solicitation based on prior experience with city, references, and other available information.

Provide the information requested below. Do not omit or renumber any sections. All items listed must be submitted and checked off to ensure qualification responsiveness.

1. Background.

Please provide the following information about your company:
☐ Your company’s full legal name, address, phone, fax, email, website. ☐ Prior company names (if any) and years in business; mergers, buyouts, etc. ☐ Organizational structure (i.e. corp., LLC, sole proprietorship, etc.). ☐ Names and titles of the principal owner(s).
☐ Person(s) authorized to make commitments for your company. ☐ Special recognition or awards.

2. Experience.

Provide the following information relative to required services:
☐ Summary of Experience with similar kinds of work.
☐ Familiarity with state and federal procedures.
☐ Experience working with public agencies.
☐ Narrative of the working relationship with current business references for information not already included in the References Form.

3. Qualifications.

Provide the following information relative to required services:
☐ Financial responsibility.
☐ Demonstrated Technical Ability.
☐ Capability of developing innovative or advanced techniques. ☐ Special qualifications, training, credentials.
☐ Staff names, titles, role, qualifications, and experience assigned to this Project.

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☐ Designated project manager assigned to this Project.

4. Understanding.

Provide the following information relative to required services:
☐ Understanding of the work to be done based on this Solicitation. ☐ Include issues that you believe will require special consideration for this Project. ☐ Identify unique approaches or strengths your company has relative to required services.

5. Approach.

Provide the following information relative to required services:
☐ Understanding of the work to be done.
☐ Adequacy of labor and resources to satisfactorily perform the requested services and meet the City’s needs.
☐ Names and titles of key management personnel.
☐ Team to be assigned for these services.

Submitted by:

Signature: ____________________________________________ Name/Title Date: ____________________________________________

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STANDARD FORM H

FIRM PROPOSAL FORM
(Proposer’s Company Name)
FIRM PROPOSAL made by Proposer to the City of Brea:

I, the undersigned, hereby represent and warrant that I am authorized to submit this Proposal on behalf of and to bind the principals who I represent, to all the requirements of the City of Brea’s Terms and Conditions, Specifications, Scope or Work, any attachments, exhibits, amendments; and I offer and agree to those requirements at the prices set forth in the Proposal Form.

Further, I understand that no contract exists unless City accepts this Proposal by executing the attached Agreement.

Business Name: ___________________________________________ Business Address: ___________________________________________ Federal ID#: ___________________________________________ If any Work is a Public Works Proposer Lic#: _________ DIR#: _________ Business Type: ______ 1. Individual/Sole Proprietor or Single-Member LLC; 2. C Corporation; (Proposer enter a number) 3. Corporation; 4. Partnership; 5. Trust/Estate; 6. Limited Liability Co.

By: _______________________________ By: _______________________________ Name: Name:

Title: Title:

Email: Email:

Date Signed: ________________________ Date Signed: ________________________ CORPs: Chairperson, President, Vice President CORPs: Secretary, Assist. Secretary, Chief Finance LLCs Manager Officer, Assist. Treasurer
LLCs: Manager
[Pursuant to California Corporations Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line.] [Pursuant to California Corporations Code Section 17703.01(d), for limited liability companies, both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.]

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STANDARD FORM I

PRICE FORM
Please refer to the Price Form provided as an excel file as part of the RFP.

REQUEST FOR PROPOSALS
for Comprehensive User Fee Study and Cost Allocation Plan RFP No. 2024.01.10.01

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PART III

AGREEMENT &

SCOPE OF SERVICES

PROFESSIONAL SERVICES AGREEMENT
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This Professional Services Agreement (“Agreement”) is dated {AgreementDate} for reference purposes and is executed by the City of Brea, a California municipal corporation (“City”), and {Proposer Name} a {Legal Status} (“Proposer”).

RECITALS
A. City desires to retain Proposer as an independent Proposer to provide the following professional services: <insert services>.

B. Proposer represents that it is duly licensed, fully authorized by law, and has the necessary experience and qualifications, to provide such services.

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

1. Scope of Services.

Proposer shall perform the services referenced in the Recitals, as required by the RFP dated ____________ and more specifically described in the Scope of Services set forth in the attached hereto as Exhibit “A”, and as otherwise required by this Agreement, all to City’s satisfaction (collectively, “Services”).

2. Compensation.

A. City shall pay for the Services satisfactorily performed, in accordance with the Fee Schedule set forth in the attached Attachment 1 to Exhibit A hereto.

B. In no event shall the total amount paid for the Services exceed the allinclusive annual sum of $_________ (“Contract Amount”). This amount covers and is inclusive of all labor, materials, and any and all other costs incurred by Proposer in performing the Services. Proposer shall be deemed to have made all inquiries and site inspections deemed necessary by Proposer prior to execution of this Agreement.

C. Unless the Fee Schedule calls for payment of a one-time flat fee, periodic payments for undisputed work shall be made within 30 days of receipt of an invoice which includes a detailed description of the work performed. Proposer’s invoices shall indicate the amount of time spent on each task and the applicable rate.

D. Unless the Fee Schedule calls for payment on a different schedule, Proposer shall invoice City on a monthly basis.

3. Contingency Work.

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This Agreement does not include any contingency or additional work. Any additional work performed by Proposer without a written amendment or approval of the City shall be deemed to be work included within the Services.

4. Term.

The term of this Agreement shall commence on {TermStartDate} (“Effective Date”).

Unless extended or earlier terminated as provided herein, this Agreement shall expire on ____ or upon satisfactory completion of the Services, whichever occurs first. The City may extend the term of this Agreement by giving written notice to Proposer within 30 days prior to the thenscheduled expiration date for one (1) additional one-year term which will be the sole discretion of the: Purchasing Agent.

5. Time of Performance.

A. Proposer shall complete the Services within the term of this Agreement, and shall meet any other established and agreed upon schedules and deadlines agreed upon in writing. Proposer shall commence performance within two business days of receiving City’s written notice to proceed.

B. Force Majeure. Neither party shall be considered in default of this Agreement for delays in performance caused by a force majeure event. As used in this Agreement, the term “force majeure event” means circumstances beyond the reasonable control of the non-performing party and includes the following: abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; or judicial restraint. Proposer’s lack of financial capability, shall not constitute a force majeure event unless directly attributable to any of the foregoing events.

C. Should a force majeure event occur, the non-performing party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.

6. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to the Services, including costs incurred, shall be maintained by Proposer and made available for review by City at all reasonable times during the term of this Agreement and for four (4) years from the date of final payment by City.

7. Standard of Care.

Proposer’s Services shall be performed in accordance with the generally accepted professional standards of practice and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently performing similar services

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under similar conditions. Proposer shall maintain all professional licenses and certifications required to lawfully perform the Services.

8. Compliance with Law.

A. Proposer shall comply with all applicable laws including Cal/OSHA requirements.

B. Proposer shall obtain a City of Brea business license.

C. Proposer shall comply with all {Additional Legal Requirements}.

9. Assignment and Subcontracting.

A. Proposer shall not assign or transfer this Agreement or any rights or obligations under, or any interest in this Agreement, or subcontract any required performance hereunder, without the prior written consent of City, which may be withheld for any reason. City shall be deemed to have approved Proposer’s utilization of subProposers identified in Proposer’s proposal for the Services.

B. Any attempt to so assign, transfer, or subcontract without City’s prior written consent shall be void and shall constitute grounds for City’s termination of this Agreement. Authorized subcontracts shall contain a provision making the subProposer subject to all requirements of this Agreement.

C. If use of a subProposer is approved, then City may withhold 5% of each monthly payment to Proposer. Such retention shall be released upon City’s receipt of an unconditional release of all claims signed by any such subProposer, as to work performed to date.

10. Independent Proposer.

A. Proposer is retained as an independent Proposer and is not an employee of City. No employee or agent of Proposer is or shall become an employee of City.

B. Proposer will determine the means, methods, and details by which Proposer’s personnel will perform the Services. Proposer shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services and compliance with the customary professional standards.

C. Proposer’s personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City. Proposer’s personnel shall not use any City e-mail address or City telephone number in the performance of the Services. Proposer shall acquire and maintain at its sole cost and expense such vehicles, equipment and supplies as Proposer’s personnel require to perform the Services. Proposer shall perform the Services off of City premises at locations of Proposer’s choice, except as otherwise may from time to time be necessary in order for Proposer’s personnel to receive projects from City, review plans on file at

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City, pick up or deliver any work product, or as may be necessary to inspect or visit City locations. City may make a computer available to Proposer from time to time for Proposer’s personnel to obtain information about or to check on the status of projects pertaining to the Services.

D. Proposer shall be responsible for and pay all wages, salaries, benefits and other amounts due to Proposer’s personnel in connection with the Services. Proposer shall be responsible for all reports and obligations respecting such additional personnel, including Social Security taxes, other retirement or pension benefits, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. Proposer and its officers, employees, agents, and subProposers shall not become entitled to, and hereby waive any claims to, any wages, salaries, compensation, benefit or any incident of employment by City, including eligibility to enroll in, or reinstate to membership in, the California Public Employees Retirement System (“PERS”) or any other retirement program, as an employee of City, and entitlement to any contribution to be paid by City for employer contributions or employee contributions for PERS benefits or any other retirement benefits.

11. PERS Compliance.

The parties acknowledge that City is a local agency member of PERS, and as such has certain pension reporting and contribution obligations to PERS on behalf of qualifying employees. Proposer agrees that, in providing its employees and any other personnel to City to perform the Services, Proposer shall assure compliance with the Public Employees’ Retirement Law (Government Code Section 20000 et seq.), the regulations of PERS, and the Public Employees’ Pension Reform Act of 2013 (Government Code Section 7522 et seq.). Without limitation to the foregoing, Proposer shall assure compliance with regard to personnel who have active or inactive membership in PERS and to those who are retired annuitants and in performing this Agreement shall not assign or utilize any of its personnel in a manner that will cause City to be in violation of the applicable retirement laws and regulations.

12. Insurance.

Unless otherwise permitted or waived in writing by City’s Risk Manager, Proposer shall not commence work until it has secured all insurance required under this section and provided evidence thereof that is acceptable to City. In addition, Proposer shall not allow any subProposer to commence work on any subcontract until it has secured all insurance required under this section.

A. Commercial General Liability
i. Proposer shall take out and maintain, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to City.
ii. Coverage for Commercial General Liability insurance shall be at least as

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broad as the following:
a. Insurance Services Office Commercial
General Liability coverage (Occurrence Form CG 00 01) or exact equivalent.
iii. Commercial General Liability Insurance must include coverage for the following:
a. Bodily Injury and Property Damage
b. Personal Injury/Advertising Injury
c. Premises/Operations Liability
d. Products/Completed Operations Liability
e. Aggregate Limits that Apply per Project
f. Contractual Liability with respect to this
Agreement
g. Broad Form Property Damage
h. Independent Proposers Coverage
iv. The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to this Agreement.
v. The policy shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Proposers in the role of City officials, as additional insureds using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage. vi. The general liability coverage may utilize deductibles or provide coverage excess of a self-insured retention, only if approved by City’s Risk Manager in writing, and further provided that such deductibles shall not apply to coverage of the additional insureds.

B. Automobile Liability
i. Proposer shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to City.
ii. Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
iii. The policy shall be endorsed to name City, its officials, officers,

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employees, agents, servants, designated volunteers and agents serving as independent Proposers in the role of City officials, as additional insureds.
iv. Subject to City’s written approval, the automobile liability coverage may utilize deductibles or provide coverage excess of a self-insured retention, provided that such deductibles shall not apply to coverage of the additional insureds.

C. Workers’ Compensation/Employer’s Liability
i. Proposer certifies that Proposer is aware of the provisions of Labor Code Section 3700 which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she/it will comply with such provisions before commencing work under this Agreement. ii. Proposer shall maintain full compensation insurance for its employees in accordance with the Workers’ Compensation and Insurance Act (Labor Code Section 3200 et seq.) and Employer’s Liability Coverage in amounts indicated herein. Proposer shall require all subProposers to obtain and maintain workers’ compensation coverage of the same type and limits as specified in this section.

D. Professional Liability (Errors and Omissions)
Proposer shall maintain professional liability or errors and omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to City and with the limits required herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy coverage form specifically designed to protect against acts, errors or omissions of Proposer in the performance of professional services. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend.

E. Cyber Liability
If Cyber Liability is included in the Minimum Policy Limits Required below, then Proposer shall maintain cyber liability insurance providing protection against claims and liabilities arising from: (i) errors and omissions in connection with maintaining security of City Data (as defined below); (ii) data breach including theft, destruction, and/or unauthorized use of City Data; (iii) identity theft including bank charges assessed; and (iv) violation of privacy rights due to a breach of City Data.

F. Minimum Policy Limits Required
i. A.M. Best's Rating
Each policy of insurance required herein shall be from a company or companies

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having a current A.M. Best's rating of no less than A:VII and admitted and authorized to transact the business of insurance in the State of California.
ii. The following insurance limits are required for this Agreement:

If ☒, then required Combined Single Limit
☒Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage
☒Automobile Liability $2,000,000 per occurrence (any auto) for bodily injury and property damage
☒Workers’ Compensation In the amount required by California law ☒Employer’s Liability $1,000,000 per occurrence
☒Professional Liability $2,000,000 per claim and aggregate (errors and omissions) ☐Cyber Liability $2,000,000 per occurrence
iii. Defense costs shall be payable in addition to the limits. iv. Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as additional insured pursuant to this Agreement.

G. Proof of Insurance
Within five days of execution of this Agreement, but prior to commencement of the Services, Proposer shall file with City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements.

All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.

H. Policy Provisions Required
i. Proposer shall provide City at least 30 days prior written notice of cancellation of any policy required by this Agreement, except that Proposer shall provide at least 10 days prior written notice of cancellation of any such policy due to non-payment of premium.

If any of the required coverage is cancelled or expires during the term of this Agreement, Proposer shall deliver renewal certificate(s) including the required additional insured endorsement to City at least 10 days prior to the effective date of cancellation or expiration.

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ii. The Commercial General Liability Policy and Automobile Liability Policy shall each contain a provision stating that Proposer’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by City or any additional insureds shall not be called upon to contribute to any loss.
iii. The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. If a “claims-made” professional liability policy is provided, it shall include an extended reporting period of not less than three years. iv. All required insurance coverages, except for the professional and cyber liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Proposers in the role of City officials, or shall specifically allow Proposer or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Proposer hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subProposers. v. The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve Proposer from liability in excess of such coverage, nor shall it limit Proposer’s indemnification obligations to City or preclude City from taking such other actions available to City under other provisions of this Agreement or law.

I. Additional Insurance Provisions
i. The foregoing requirements as to the types and limits of insurance coverage to be maintained by Proposer, and any approval of such insurance by City, are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by Proposer pursuant to this Agreement, including the provisions concerning indemnification.
ii. If at any time during the term of this Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Proposer or City will withhold amounts sufficient to pay premium from Proposer payments. In the alternative, City may terminate this Agreement for cause.
iii. City may require Proposer to provide for inspection by City, complete copies of all insurance policies in effect for the duration of the Agreement. iv. No City official, officer, employee, agent or volunteer shall be personally responsible for any liability arising under or by virtue of this Agreement. v. The insurance obligations under this Agreement shall be: (1) all the

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insurance coverage and/or limits carried by or available to Proposer; or (2) the minimum insurance coverage requirements and/or limits shown in this Agreement; whichever is greater.

Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Proposer under this Agreement.

J. SubProposer Insurance Requirements
Proposer shall not allow any subProposer to commence work on any subcontract until it has provided evidence satisfactory to City that it has secured all insurance required under this section. Policies of commercial general liability insurance provided by such subProposers shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Proposers in the role of City officials as additional insureds, using ISO form CG 20 38 04 13 or an endorsement providing the same coverage. If requested by Proposer, City may approve different scopes or minimum limits of insurance for particular subProposers.

13. Indemnification.

A. Other than in the performance of professional services, and to the fullest extent permitted by law, Proposer shall defend (with counsel reasonably approved by City), indemnify and hold City, its officials, officers, attorneys, agents, employees, servants, designated volunteers, successors, assigns and those City agents serving as independent Proposers in the role of City officials (collectively “Indemnitees”) free and harmless with respect to any and all claims, demands, causes of action, costs, expenses, liabilities, losses, damages, stop notices and/or injury of any kind, in law or equity, to property or persons, including bodily injury, wrongful death, personal injury and property damage, and destruction, or unauthorized access to, use, and/or theft of City Data (collectively, “Claims”) in any manner and to the extent arising out of, pertaining to, or incidental to any act, error, omission, or willful misconduct of Proposer, its owners, officials, officers, employees, servants, subProposers, consultants or agents (and/or any entity or individual for whom Proposer shall bear legal liability) in connection with the performance of the Services including the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses actually incurred in connection with such defense. Proposer's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Proposer, or by City or any of the other Indemnitees.

Proposer shall have no liability hereunder for claims and liabilities arising out of the sole, active negligence of any of the Indemnitees.

B. Professional Services. To the fullest extent permitted by law, Proposer shall, at its sole cost and expense, protect, defend, hold harmless and indemnify the Indemnitees, from and against any and all Claims, whether actual, alleged or threatened, to the extent arising out of, pertaining to, or relating to, in whole or in part, the negligence, recklessness or willful misconduct of Proposer, and/or its officers, agents, servants, employees, subProposers, Proposers or their officers, agents, servants or

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employees (and/or any entity or individual for whom Proposer shall bear legal liability) in the performance of professional services under this Agreement. Proposer shall defend the Indemnitees in any action or actions filed in connection with any Claims with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs, actually incurred in connection with such defense.

C. Proposer’s obligations under this Section shall survive the expiration or termination of this Agreement.

14. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California without regard for change of venue laws. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Orange, State of California. Proposer must comply with the claim procedures set forth in the Government Claims act (Government Code Section 810 et seq.) prior to filing any lawsuit against City.

15. Termination.

A. City may terminate any portion or all of the Services or this Agreement with or without cause by giving 10 days’ written notice to Proposer. In such event, City shall be immediately given title to and possession of all Work Product (as defined) below and original field notes, drawings and specifications, written reports and all other documents produced or developed pursuant to this Agreement. Provided Proposer is not then in breach, City shall pay Proposer for any portion of the Services satisfactorily completed prior to termination. If termination occurs prior to completion of any specific task for which a payment request has not been received, the charge for Services performed shall be the reasonable value of such Services, based on an amount agreed to by the parties. City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Proposer shall not be entitled to payment for unperformed Services, and shall not be entitled to damages or compensation resulting from such termination.

B. Proposer may terminate this Agreement only for cause and by serving written notice of termination to City, provided Proposer has first served City with a written notice of default and demand to cure, and City has failed to cure such default within 30 days of receipt of such notice.

16. Ownership of Work Product.

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and all intellectual property rights arising from their creation, including all copyrights and other proprietary rights, shall be and remain the property of City without restriction or limitation upon their use, duplication or dissemination by City upon final payment being made, provided that any such use shall be at City’s sole risk. Proposer shall not obtain or attempt to obtain copyright protection as to any of the Work Product. Proposer agrees that the compensation set forth in Section 2 of this Agreement includes conveyance to City of ownership of all Work Product, including intellectual property rights, as provided in this Section 16.

B. Proposer hereby assigns to City all rights of ownership to the Work Product, including any and all related intellectual property and proprietary rights, that are not otherwise vested in City pursuant to subsection A above.

C. Proposer warrants and represents that it has secured all necessary licenses, consents or approvals necessary to the production of the Work Product, and that upon final payment or Proposer’s default, City shall have full legal title to the Work Product, and full legal authority and the right to use and reproduce the Work Product for any purpose. Proposer shall defend, indemnify and hold City, and the other Indemnitees harmless from any and all losses, claims or liabilities in any way related to a claim that City’s use of any of the Work Product violates federal, state or local laws, or any contractual provisions, or any rights or laws relating to trade names, licenses, franchises, copyrights, patents or other means of protecting intellectual property rights and/or interests in products, ideas or inventions. Proposer shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents, materials, equipment, devices or processes in connection with its provision of the Work Product produced under this Agreement. In the event the use of any of the Work Product or other deliverables hereunder by City is held to constitute an infringement and the use of any of the same is enjoined, Proposer, at its expense, shall: (a) secure for City the right to continue using the Work Product and other deliverables by suspension of any injunction, or by procuring a license or licenses for City; or (b) modify the Work Product and other deliverables so that they become non-infringing while remaining in compliance with the requirements of this Agreement. Proposer’s obligations under this Section shall survive the expiration or termination of this Agreement.

17. Data Security.

A. As used in this Agreement, “City Data” means any and all information and data provided or made accessible, directly or indirectly, to Proposer by City, or otherwise acquired from City, in connection with Proposer’s performance of the Services. Except where subject to a third party’s intellectual property rights, any and all City Data is solely owned by City. Proposer is granted a limited, non-exclusive, and revocable license to use City Data solely as necessary to perform the Services. At no time shall Proposer use City Data for its own purposes, or sell, disclose or disseminate City Data, except as required by law or to provide the Services. At all times herein, Proposer shall protect and maintain the security of City Data using methods providing not less than the level of security Proposer uses for its own confidential data, and that otherwise comply with recognized

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industry data security standards applicable to similar kinds of governmental data and information.

B. To the extent any City Data consists of personal information as defined in Consumer Privacy Act (Civil Code Section 1798.100 et seq.), Proposer shall comply with that statute and with Civil Code Section 1798.80, et seq., including providing the required notifications in the event of any unauthorized access of personal information stored, maintained, accessed, used or transmitted by Proposer in connection with this Agreement. Notwithstanding the foregoing, Proposer shall within 24 hours notify the City Representative by telephone and in writing of any unauthorized access of City Data. Thereafter, Proposer shall render any assistance to City and law enforcement as necessary to ascertain the nature and extent of such unauthorized access.

C. Proposer shall not store City Data using cloud-based storage without City’s prior, written consent, unless the use of such storage is clearly described in the Scope of Services. Where permitted herein, any and all cloud-based storage shall be on servers and other hardware located within the continental United States, and shall be in compliance with ISO/IEC 27001 - 27018, as applicable, unless otherwise agreed to in writing by the City Representative.

18. Party Representatives.

A. Proposer hereby designates {ProposerRepName}, or such person’s designee, as Proposer’s Representative for this Agreement, unless and until written notice of a new representative acceptable to City is provided to City.

B. City hereby designates {CityRepName} or such person’s designee, as the City Representative for this Agreement.

C. The foregoing representatives shall be authorized to provide consent where required herein, and to make other administrative decisions that will be binding on their respective party, except as otherwise specifically required herein.

19. Notices.

Any notices, invoices, or other documents related to this Agreement shall be deemed received on: (a) the day of delivery, if delivered by hand during the receiving party’s regular business hours or by e-mail before or during the receiving party’s regular business hours; (b) the business day after delivery, if delivered by e-mail after the receiving party’s regular business hours; or (c) on the second business day following deposit in the United States mail, certified mail with return receipt requested and postage prepaid, to the addresses listed below, or to such other addresses as the parties may, from time to time, designate in writing.

City Proposer
City of Brea {ProposerFullName}
1 Civic Center Circle {ConPMStreetAddress}

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Brea, CA 92821 {ConPMcity}, {ConPMstate} {ConPMzip}
United States {ConPMCountry}
{CityPMName} {ConPMName}
{CityPMEmail} {ConPMEmail}
{CityPMPhone} {ConPMPhone}

20. Third Party Rights.

Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than City and Proposer.

21. Conflicts of Interest.

A. Proposer covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. Proposer certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of City.

B. Proposer further covenants that, in the performance of this Agreement, no subProposer or person having any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services shall be employed. Proposer has provided City with a list of all City-approved subProposers and the key personnel for such subProposers that are retained or to be retained by Proposer in connection with the performance of the Services, to assist City in affirming compliance with this Section.

C. Proposer maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Proposer, to solicit or secure this Agreement. Further, Proposer warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Proposer, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. If required, Proposer further agrees to file, or shall cause its employees or subProposers to file, a Statement of Economic Interest with the City Clerk as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to terminate this Agreement without liability. No director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

22. Severability.

The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal.

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23. Successors and Assigns.

This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of the parties.

24. Non-Waiver.

None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specified in writing, and any such waiver shall be limited to that set of circumstances and not to any future circumstances unless another written waiver is executed.

25. Time of Essence.

Time is of the essence in each and every provision of this Agreement.

26. City’s Right to Employ Other Proposers.

City reserves its right to employ other Proposers to provide the Services or similar services.

27. Exhibits.

The attached Exhibit A are incorporated herein by reference. In the event of any conflict or inconsistency between the provisions of this Agreement and any Exhibit, the provisions of this Agreement shall govern. In the event of any conflict or inconsistency between the provisions of this Scope of Services and Specifications Requirements and the Proposer’s Proposal set forth in the attached Attachment 1 to Exhibit A, the provisions of the Scope of Services and Specifications Requirements shall govern.

28. Entire Agreement.

This Agreement (including the attached Exhibits) represents the entire understanding of the parties as to the Services, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters. Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both parties. This is an integrated Agreement.
[SIGNATURES ON FOLLOWING PAGE]

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TO EXECUTE THIS AGREEMENT, the Parties have caused their authorized representatives to sign below. Digital Signatures are acceptable if they conform to all requirements of California Government Code Section 16.5.
{Proposer Full Name}
By: __________________________ By: __________________________ {ConSigner1Name} {ConSigner2Name}
{ConSigner1Title} {ConSigner2Title}
{ConSigner1Email} {ConSigner2Email}
Date Signed: _______________ Date Signed: _______________ CORPs: Chairperson, President, Vice President; CORPs: Secretary, Asst. Secretary, Chief Finance LLCs: Manager Officer, Asst. Treasurer
LLCs: Manager
[Pursuant to California Corporations Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line.] [Pursuant to California Corporations Code Section 17703.01(d), both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.] City of Brea Attest (if over $50,000)
By: __________________________ By: __________________________ {CitySignerName} {AttestName}
{CitySignerTitle} {AttestTitle}
{CitySignerEmail} {AttestEmail}
Date Signed: _______________ Date Signed: _______________

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EXHIBIT A
Scope of Services and Specifications Requirements
Introduction
The City of Brea (City) is accepting proposals from qualified Proposers for the lease and maintenance of multi-functional copier/printers (MFPs) at various City facilities for a 60-month lease period with an anticipated installation date in July 2025. Site assessment will be made available to the selected Proposer once proposals are received and evaluated.

Background
The City currently utilizes Canon copiers and Hewlett Packard standalone printers throughout the City.

There are approximately 18 MFPs of which 16 of them are nearing term date. As a result, the City must go out to bid for such services offered by qualifying Proposers. The City is seeking responses from the following duplication providers: Canon, HPE, Toshiba, Konica Minolta, Lexmark, Ricoh, Xerox and others of equal or superior quality.

The City is seeking to implement a comprehensive and consolidated print management system in order to standardize equipment, reduce costs and create efficiencies across the entire City. The current average volume is provided in Table 1A and does not include small desktop printers. The selected Proposer shall be responsible for reviewing current devices and provide recommendations to consolidate, upgrade or standardize on a specific model(s). The printer replacement and consolidation will be determined through department interviews and the required footprint required to accommodate the recommended device.

Table 1A - Printing Volume (Monthly)
No Site
Description
Site
Location
Current Canon
Model #
B/W
Volume
Color
Volume
1 Com Dev. 1 Civic Center; Floor 3 IRADVC5540IV3 306 347 2 Admin Serv. 1 Civic Center; Floor 3 IRADV4551IV3 807 - - 3 Management Serv. 1 Civic Center; Floor 3 IRADV4551IV3 446 - - 4 Dispatch 1 Civic Center; Floor 2 IRADV4551IV3 38 - -
5 Fire Admin. 1 Civic Center; Floor 2 IRADVC356IFV3 118 91 6 Police Records 1 Civic Center; Floor 1 IRADV4551IV3 204 - - 7 Police Records 1 Civic Center; Floor 1 IRADV4551IV3 302 - - 8 Investigation 1 Civic Center; Floor 1 IRADV4551IV3 152 - - 9 Brea Resource* 1 Civic Center; Floor 1 IRADVDX4845I 100 - - 10 Property Evidence 1 Civic Center; Floor
P2
IRADVC356IFV3 31 25
11 Senior Center 500 S. Sierers Ave IRADV4551IV3 234 - - 12 Public Works Yard 545 N Berry; Floor 1 IRADV4551IV3 175 - - 13 Public Works Yard* 545 N Berry; Floor 2 IRADVDXC5850I 67 78 14 Brea Com. Center 695 Madison; Lobby IRADV4551IV3 570 - - 15 Fire Station No. 1** 555 N Berry Street ICMF525DW 70 - - 16 Fire Station No. 2** 200 N. Brea Blvd ICMF525DW 75 - - 17 Fire Station No. 3** 2600 E Santa Fe Road ICMF525DW 76 - - 18 Fire Station No. 4** 198 Olinda Place ICMF525DW 40 - - * Currently under lease agreement; buyout option may be considered as part of proposal ** Service Only

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The City is seeking a full turnkey solution for all locations under one scope. The awarded Proposer will be responsible for all replacement, repairs and general maintenance.

The City is interested in advanced reporting options that will allow reviewing end-user data, service management, monitoring, and granular statistics per location, including consumables.

The proposed solution requires secure printing queuing and release.

Badge readers or passcode release feature for highly utilized devices may be considered. The proposed solution should include options for both methods and their associated costs.

The City is seeking a Proposer that can provide an expanded feature set of options.

City staff need the ability to order and store additional toner at the Print Shop if needed.

Proposed MFPs must meet a 98% performance uptime rating based upon standard business hours between Monday through Friday. Uptime for each individual MFP must be able to be tracked and a remediation plan must be submitted to City if uptime falls below 98% for two consecutive weeks.

The Proposer will provide all equipment, periodic and/or scheduled maintenance, all consumable supplies (other than paper), and print management software. This software should allow multi-function devices to have secure printing capabilities, scan to email, scan to OneDrive, and allow monitoring of all prints through devices.

Goals
The goals of this Request for Proposals are listed below:
• Reduce costs;
• Secure print and scan capabilities;
• Standardize and upgrade equipment with new technology • ;
• Consolidate stand alone printers and/or MFPs where necessary; • Create an efficient printing environment across the City; and • Provide reporting and analytics interface to count and monitor prints per device.

Scope of Services
The purpose of the RFP is to solicit proposals from qualified Proposers to replace the existing Canon MFP’s and evaluate the consolidation of department standalone printers for the City if necessary. Once selected, the delivery and installation is anticipated to occur in July 2025.

All Proposers are required to provide a like-for-like replacement for costing purposes for the existing Canon MFPs (models and features contained in table 1B below) and replacement based upon a recommended model. Please refer to the Price Form (Standard Form I).

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All proposed equipment must be NEW and shall be current models of modern technology in current production and not scheduled to retire within the next 24 months. Specifications listed within each machine category are the minimum acceptable requirements and should be included in the cost-per-copy price.

Proposer are not to assume that the list of equipment is the final or complete list as this may change following site assessment with departments.

Table 1B – MFP Locations and Model #
No Site
Description
Site
Location
Current Canon Model #
1 Com Dev. 1 Civic Center; Floor 3 ImageRunner Advance C5540i V3 (B/W & Color)
Cassette Feeding unit – AM1
Buffer Pass Unit – L1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Fax – Brother TN-450
Waste Container – WT-202
2 Admin Serv. 1 Civic Center; Floor 3 ImageRunner Advance 4551i V3 (Black and White)
Cassette Feeding unit - AN1
Buffer Pass Unit – N1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Fax – Brother TN-450
Waste Container – WT-101
3 Management Serv. 1 Civic Center; Floor 3 ImageRunner Advance 4551i V3 (Black and White)
Cassette Feeding unit - AN1
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Fax – Brother TN-450
Waste Container – WT-101
4 Dispatch 1 Civic Center; Floor 2 ImageRunner Advance 4551i V3 (Black and White)
Super G3 Fax Board – AG1
Cabinet Type - Q
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1

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Waste Container – WT-101
5 Fire Admin. 1 Civic Center; Floor 2 ImageRunner Advance C356i FV3 (B/W & Color)
Cassette Feeding unit – AG1
Stapler Finisher – Z1
Meap Web Connect. Kit V5.4 for Gen3
Waste Container – WT-201
Fax – FX-8
6 Police Records 1 Civic Center; Floor 1 ImageRunner Advance 4551i V3 (Black and White)
Cabinet Type - Q
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Waste Container – WT-101
7 Police Records 1 Civic Center; Floor 1 ImageRunner Advance 4551i V3 (Black and White)
Cabinet Type - Q
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Waste Container – WT-101
8 Investigation 1 Civic Center; Floor 1 ImageRunner Advance 4551i V3 (Black and White)
Cabinet Type - Q
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Fax – Brother TN-630
Waste Container – WT-101
9 Brea Resource* 1 Civic Center; Floor 1 ImageRunner Advance DX4845i (Black and White)
Cassette unit – AW1
Inner Finisher – L1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Mid Volume Connectivity 30+PPM up
to 79PPM
Stapler Finisher – Y1
Waste Container – WT-101
10 Property Evidence 1 Civic Center; Floor P2 ImageRunner Advance C356iF V3 (B/W & Color)
Cassette Feeding unit – AG1
Stapler Finisher – Z1

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Meap Web Connect. Kit V5.4 for Gen3
Waste Container – WT-201
11 Senior Center 500 S. Sierers Ave ImageRunner Advance 4551i V3 (Black and White)
Cabinet Type - Q
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Waste Container – WT-101
12 Public Works Yard 545 N Berry; Floor 1 ImageRunner Advance 4551i V3 (Black and White)
Cassette Feeding unit - AN1
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Fax – FX-7
Waste Container – WT-101
13 Public Works Yard* 545 N Berry; Floor 2 ImageRunner Advance DX C5850i (B/W & Color)
Cassette Feeding unit - AQ1
Inner Finisher – L1
Super G3 Fax Board – AX1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Mid Volume Connectivity 30+PPM up
to 79PPM
Stapler Finisher – Y1
Waste Container – WT-101
14 Brea Com. Center 695 Madison; Lobby ImageRunner Advance 4551i V3 (Black and White)
Cassette Feeding unit - AN1
Inner Finisher – J1
ESP Next Gen PCS Power Filter
(120V/15A) XG – PCS -15D
Meap Web Connect. Kit V5.4 for Gen3
Stapler Finisher – Y1
Fax – FX-7
Waste Container – WT-101
15 Fire Station No. 1** 555 N Berry Street ICMF525DW
16 Fire Station No. 2** 200 N. Brea Blvd ICMF525DW
17 Fire Station No. 3** 2600 E Santa Fe Road ICMF525DW
18 Fire Station No. 4** 198 Olinda Place ICMF525DW
* Currently under lease agreement; buyout option may be considered as part of proposal ** Service Only
The selected Proposer will be required to review each department’s utilization of standalone printers and

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provide recommendations to consolidate or standardize on a specific model(s). This may require meeting with each department or site if necessary. The standalone printer replacement and consolidation will be determined through department interviews and the required footprint required to accommodate the recommended device.

Proposals must include prices for copy machine equipment lease and maintenance (service and supply) cost per copy page. Monthly costs will be based on machine usage and will be billed in arrears; no minimum number of copies will be specified.

Proposer shall be responsible for all support for the City’s MFPs. Support shall consist of toner and any consumables required for each device (excluding paper and staples); phone support and trouble-shooting; on-site support and trouble-shooting; on-site mandatory maintenance; and replacement of all irreparable components and/or devices. Contract price shall include all supplies, parts, labor and travel. Adequate and satisfactory availability of supplies is necessary.

The maintenance price will be fixed for the contract term with no price increase(s).

Proposed prices will include all federal, state and local taxes as applicable.

All proposals must contain descriptive literature on the proposed multifunction device(s). At least one technical sheet must be provided for each machine model, accessory, or option. Manufacturer specifications must specify certified monthly volumes for each machine. Other descriptive literature or reports, including award certificates from an independent testing agency, will be accepted in addition to required literature.

The intent is to formulate a new contract that will combine all print services into one large MSA (Master Services Agreement). This MSA will include the hardware needed, software, feature sets, printing allowance, training, support, consumables, and maintenance required.

The distribution of equipment must satisfy the site requirements that relate to desired volume, feature set, capabilities, and space requirements.

All training required must be done by the Proposer. Each equipment location shall have readily available on or near the machine, a manual providing detailed instruction on the machines’ operation, with procedures for clearing jams, loading toner, etc.

Proposers are encouraged to respond with solutions as specified in this RFP and encouraged to provide additional options as available.

End of this Exhibit

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Attachment 1 to Exhibit A
PROPOSER’S PROPOSAL AND FEE SCHEDULE
(attached)

January 30, 2025
Request for Proposal Response for:

City of Brea
RFP No. 2025.01.06.01
Copier/Multifunction Printer Replacement and Maintenance Services
1 Civic Center Circle
Brea, CA 92821
Proposal Prepared by:

Sharp Business Systems
Sarah Razi, Branch Sales Manager – [email protected] Molly Harner, Major Account Executive– [email protected] 5241 California Ave, Suite 100
Irvine, CA 92617
Phone: 888-258-2802/Fax: 619-258-1406
www.sharpusa.com
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|2

TABLE OF CONTENTS
LETTER OF TRANSMITTAL ........................................................................................ 3 QUALIFICATION SECTION ......................................................................................... 4 TECHNICAL SECTION .............................................................................................. 16 COST SECTION ....................................................................................................... 48 FORMS SECTION .................................................................................................... 53 Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|3

LETTER OF TRANSMITTAL
City of Brea
1 Civic Center Circle
Brea, CA 92821
Dear City of Brea,
It is with great pleasure to submit this proposal to the City of Brea. Sharp Business Systems (SBS) is the direct arm of Sharp Electronics in North America. Sharp has offices nationwide, including four in Southern California, ready to provide superior service and deliver award-winning technology.

We service a wide range of government institutions, as you can see from our list of references. Sharp has an entire team of dedicated specialists with extensive knowledge and experience upgrading, installing, and swapping fleets for government organizations. Our team will work hand in hand with the City of Brea to assess each site and make recommendations to optimize technology that makes financial sense. Our team will seamlessly replace your fleet of existing MFPs with new Sharp devices with minimal impact on your staff and end users. Our own fleet of Sharp trucks and a dedicated Sharp delivery team is ready to deliver.

Key items to note in our response:
 Sharp is confident our team will meet your delivery timeline. We will deliver your entire fleet, set up, network, and train your staff with minimum disruption to the end users.  This proposal will remain valid for a period of not less than 120 calendar days from the date of submittal, meets the terms and conditions outlined I the RFP, and is compliant with all labor laws.  We have currently serviced many accounts in Southern CA and have several very experienced technicians ready to service the City of Brea should we be lucky enough to win this RFP.  Sharp’s MICAS software will monitor your entire fleet 24/7 and provide Just in Time Automated Toner Replenishment as a complementary service.
 Sharp agrees that the materials, equipment, and services offered will be new and meet all the requirements of the specifications/scope of services in this RFP.

We have the expertise, staff, and facilities to provide the City of Brea with state-of-the-art equipment and exceptional service. Our dedication will ensure a successful partnership.

Sincerely,
Sarah Razi, Branch Sales Manager
SHARP ELECTRONICS CORPORATION, established 1962
5241 California Ave, Suite 100
Irvine, CA 92617
949-326-3946

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|4

QUALIFICATIONS SECTION
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|5

QUALIFICATIONS SECTION
I. BACKGROUND
Sharp has an Enterprise Business Group that specifically works on bids and RFPs for City and State municipality clients such as the City of Brea. This team knows how to design custom solutions for every major account based on their specific needs. Our market approach is to offer a tailored solution at the best possible price.

We believe t Sharp offers best-in-class products. You have a winning combination when you combine Sharp products and pricing with unparalleled flexibility. Above all, our level of commitment and follow-through is what we believe impacts our incredible success at winning bids and maintaining long-term relationships with satisfied customers. Every company has a market approach for RFPs, but not every company is committed to the client for the life of the contract. We are committed to giving you the same attention and level of service in month 1, month 13, or month 60 of the agreement. We know what it takes to put together an informative RFP and what it takes to manage an account properly throughout the partnership.

Our Competitive Advantage
We believe our competitive advantage is our people. Sharp has account managers, service technicians, and management who have been with the company for 10, 15, 20 years, and in some cases even longer. This type of experience and product line knowledge is unheard of in our industry. Our experienced staff offer the best pricing, value, and service levels to our clients. The account manager who starts the contract with you will also be who will end it with you. We will not rotate new account managers every year due to turnover. The City of Brea will have two account managers with a combined 30+ year tenure at Sharp with values you won’t find elsewhere in our industry.

What We Offer
• Four large state-of-the-art facilities in Southern California, anchored by a headquarters with $1M + available parts and supplies.
• Local company, Live local dispatch and helpdesk for personalized service and support • Global technology leader with global resources, national coverage, and a wide network of branches and dealers ready to serve you.
• Fortune 250, financially stable, serving Southern California for over 50 years. • Innovative technology and value-added services
• Robust list of clients throughout Southern California. More references can be provided upon request.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|6 Who We Are
Sharp Business Systems is the direct sales organization of Sharp Electronics Corporation, a $26+ billion global technology innovator that employs over 40,000 + people worldwide. We have been serving Southern California for over 50 years. We currently have 130 employees in Southern California with over 5,000 clients, including a variety of municipalities and academic institutions: school cities and universities.

What We Do and How We Do It
Sharp provides comprehensive, flexible, state-of-the-art technology to our business partners specifically tailored to their needs.

It’s not what we do, but how we do it that makes Sharp different. First, we build strong trusting and long-lasting relationships. We believe business is still people doing business with people and it’s our people that set us apart from our competition.

Local Support - SBS provides your business with world-class Sharp products and first-rate services while giving you access to local management and account support in the areas of service, IT, billing, sales, product training and more.

National Support - SBS can support your organization on a national level with 36 locations in the U.S. augmented by a nationwide network of 400 plus authorized Sharp service providers. Our local management and nationwide support enable SBS to be an outstanding provider for nationwide installations.

Stability
There has been unpredictability in our industry with dealers and distributors regularly changing manufacturers. Our stability, as the manufacturer, gives clients peace of mind knowing they are dealing with an organization that can take care of them now and into the future.

The Results
By establishing mutually beneficial relationships with our clients, we have been able to provide millions of dollars in savings by efficiently implementing optimal technology, creative solutions, and innovative ideas at the right time. SBS prides itself on maintaining a strong customer retention rate and continually establishing new business relationships through client referrals.

Sharp is dedicated to improving people's lives with advanced technology, a strong commitment to innovation, quality, value, and design. We invite you to learn more about the numerous awards won by our innovative products, the value we place upon Corporate Social Responsibility, and our on-going commitment to strong business ethics.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|7  Local accountability and access
 40,000 + square feet of facilities
 Roughly $1M parts and supply inventory
 On Base Diamond Support Partner
 HP, Kyocera and Lexmark authorized dealer
 Personalized client relations
 Live Dispatch
 Less than 4-hour response time
 Proactive maintenance
 Diverse client portfolio
Sharp Business Systems (SBS) is a direct sales division of Sharp Electronics Corporation. Our Irvine branch combines the resources of a multi-billion-dollar corporation and the value of local representation and management. We are proud of our local community relationships, most notably the Santa Ana Chamber of Commerce and Irvine Chamber of Commerce. As a technology partner, providing friendly, local support is our specialty through our best-in-class products, solutions, and support. Our experienced technology specialists evaluate your current technology environment – from copiers to IT services – to help you create a Simply Smarter Office environment.

Our experienced business technology specialists evaluate your current technology environment and document workflow to help improve your company’s efficiency, security and bottom-line with our bestin-class products, solutions, and support.

Award-winning
Sharp MFP’s
Aquos Board
Interactive Display
Systems
Sharp OSA
Technology
Digital Signage and
Video Wall
Systems
Enterprise Content
Management
Managed
Network Services
IT support
Managed
Print Services
Facilities
Management
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|8

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|9 Sharp’s Employee Training
All new hires take part in a full week of “on-boarding” training classes designed to teach employees how to perform and succeed in both client and company environments. We have a strong culture of customer service. Sharp offers extensive training to every employee as well as tuition reimbursement. All technicians are factory certified on every machine we offer. In additional, Network technicians must obtain various levels of Microsoft certifications, such as Net+ and A+. Sales staff obtain various certifications based on hardware and software product awareness and functionality. In addition to our product and technical training, Sharp requires all employees and managers to participate in various company mandated HR, IT Security and Finance related training courses to ensure compliance with state and national regulations.

Sharp’s History
• Founded In 1912
• Fortune 250 Public Company
• Annual R & D Expense: $1.95 Billion
• 40,000+ employees worldwide
Since its founding in 1912, our corporation has endeavored to pioneer new fields and develop original products. Our founder, Tokuji Hayakawa coined the phrase “Make products that others want to imitate" to embody the management concept. In 1912, he invented the Snap belt buckle and three years later brought the mechanical pencil to the market. Since then, Sharp has been on the cutting edge of technology, consistently innovating new appliances, industrial equipment, and office solutions, and changing the lives of people around the world.

Beginning with the invention of the Mechanical Pencil, from which the company name is derived, Sharp has introduced a succession of innovative world firsts including the all-transistor desktop calculator, the long-life laser diode, the 14” color TFT LCD unit and the LCD Viewcam. In addition, Sharp developed and manufactured Japan’s first radio, television, and microwave oven, electronic calculator with LCD display, solar cell, and electronic organizer and LCD video projector.

Sharp’s commitment to the United States marketplace began in 1962. Sharp Electronics provides one of the broadest and most innovative lines of business products, electronic components, consumer electronics and services worldwide.

In 1972, Sharp entered what was then called the photocopier business. This has grown to include multifunction print devices, desktop printers, Audio/Visual and related imaging equipment, business solutions, accessories, supplies, and services. Sharp continues to redefine document technology by offering products that are easy to use, customizable and secure. Sharp aims to always realize its business philosophy.

Possessing a "gene of creativity" since its foundation, Sharp will continue to offer one-of-a-kind products as a corporation trusted around the world.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|10 II. Experience
Outstanding Service
Sharp provides a very personalized level of technical and customer service to our clients in the areas of B/W copiers/ printers, data center solutions, full color copier/printers, high-speed copy center solutions, LCD screens and interactive whiteboards, and postage and staffing services. We also provide network print accounting, network scanning solutions, network and IT management services, and document management solutions to improve business processes and increase staff productivity. We currently provide complete facilities management services to clients in our marketplace.

Our Southern California team has 130 local employees. Our team personnel are divided as follows from a role or responsibility perspective:
 23% Sales
 37% Service
 28% Customer Support
 12% Administration/Operations
Experienced Professionals
Sharp’s team of professionals are dedicated to finding ways to improve your business. The City of Brea’s dedicated Sharp team brings over 100 years of combined experience in the traditional “copier” arena. Sharp Corporation adds the experience that only a manufacturer can to workgroup multifunction devices, managed print services, custom data reporting and conversion.

Philosophy & Guiding Principles
Sharp seeks first to serve, and we operate our business in a way that would make our parents proud. If we commit to something, we follow through; each staff member is empowered to make decisions to benefit our clients. We value long-term relationships and will gladly forfeit any short-term gain that may have a negative impact on the best interests of our clients. In addition, we generously give back to our community, we understand it’s the right thing to do.

Diversity and Public Presence
Sharp Corporation is an equal opportunity employer with a commitment to affirmative action and welcomes applications from all qualified candidates. We make special efforts to recruit females, minority groups, and persons with disabilities, disabled veterans, and veterans of the Vietnam Era for managerial, professional, technical, administrative, and sales positions. It is the intention of our corporation to grow together with our employees, encouraging and assisting them to reach their full potential. With pride, we provide our employees with an outstanding benefits package that includes low-cost medical, dental, prescription and vision care insurance, life insurance-, short- and long-term disability insurance, flexible spending accounts, a companymatched 401K, tuition reimbursement, a company discount on our products, paid holidays, and paid time off (vacation and personal days).

On a local level, Sharp contributes and participates in numerous employee volunteering, fund raising and awareness events throughout the year. Annually, every employee is allowed one paid day to volunteer at a charitable event of their choice. Sharp employees donate time to give back to our local community by volunteering at San Diego Food Bank, Jacob & Cushman Food Bank, the Lee Denim Day Breast Cancer Awareness campaign fundraiser, and sponsors blood drives from our facilities to benefit the San Diego Blood Bank. Our organization also participates in serving Marine Toys for Tots and the One Warm Coat campaign by setting up collection centers within our facilities to ensure the homeless have warm clothes to wear during the cold season.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|11 Direct with a personalized client relationship

• Established in 1969
• May 2007: Sharp acquired; becomes the flagship branch in Southern California • 130 employees servicing Southern California for over 50 years. • OnBase Support Partner
• HP & Lexmark dealer and service provider
• 40,000 + sq. ft. + of local facilities
• Roughly $1M in parts and supplies in inventory
• Fully staffed vehicle fleet and delivery team
• Built on the concept that businesses prefer to work with local companies. • Our business model promotes personalized client relationships. • Local accountability and decision making
 Local access to management
 Speak to real life, local account support reps
 Local live dispatch
 Service and supplies are available near you
 Contract/billing is managed at the local level
 Accountability and decision making at branch level
 Resources of a multi-billion-dollar corporation
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|12 DIVERSE CLIENT PORTFOLIO – A COMPLETE LIST OF MUNICIPALITIES SBS CURRENTLY SERVICES

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|13

SHARP SUPPORT TEAM
Sales & Support 888-258-2802
Sarah Razi – Director (Contact person during period of proposal evalution) Molly Harner – Senior Account Executive (Assigned Account Manager) Anne Beck - Managed Print Services Analyst
Kris Sumner – Head Trainer & Customer Service Support Specialist Service & Operations 877-686-5277
Ryan Erlandson- Branch Service Manager
Cherie Wright – Regional Operations Manager
Andrea Valentin - Contracts Manager
Ashley McNutt – Regional Logistics Manager
Travis Reagan - Network Technician, MICAS Specialist
Mario Rivera – Lead Service Technician & Field Manager
James Robinson – Manager of Applications and Software (PaperCut Certified) Dwayne Rosette - Delivery Driver
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|14 III. QUALIFICATIONS

SHARP SUPPORT TEAM
Southern California Sales & Support Biographies
Dale Wedge, President – [email protected] Dale leads the business with 42 years of dedicated industry experience. Dale has been President of Sharp Business Systems since 2007. Dale understands the business needs of our customers and has successfully positioned Sharp as one of Southern California’s top value-added solution providers.

Sarah Razi, Director – Enterprise Business Group – [email protected] Sarah has been with Sharp for 15 years as the Director of the Enterprise Business Group. Sarah coordinates all MPS, ECM, A/V, and hardware installations for major accounts in Southern California. His number one goal is to connect with each client to ensure Sharp consistently provides an unsurpassed customer experience. Major accounts include, but are not limited to: City of Long Beach, City of San Diego, City of Riverside, San Diego Unified School District, Los Angeles World Airports, Los Angeles Department of Water & Power, Southern CA Edison, and Superior Court of Orange County.

Molly Harner, Major Account Executive – [email protected] Molly offers 25+ years of diversified experience including provisioning, deploying, and supporting various customer environments. Excellent communication and problem-solving skills, with strengths in troubleshooting and project management. Strong and methodical aptitude with an innate ability to analyze, coordinate and synthesize data. Specialties: Dedicated to achieving customer satisfaction as well as meeting or surpassing company expectations. Able to focus on projects, develop strategies and meet or exceed deadlines. Strong rapport with personnel, customers, and associates based on knowledge, professionalism, and integrity.

Ryan Erlandson, Branch Service Manager – [email protected] Ryan has been a lead technician with Sharp Business Systems, formerly Aztec Imaging, since 2007. He has recently been promoted to Branch Service Manager, a wonderful leader with intimate knowledge of the entire Sharp product line. Ryan excels at helping our team solve the most challenging issues the first time, ensuring our customers always have minimal down time.

Andy Agredano, Branch Service Manager – [email protected] Andy has been in the Document Imaging Industry since 2005. After Sharp’s acquisition of his previous company in 2017, Andy was promoted from delivery driver to a network installer and then to a filed technician. Andy has been through Sharp’s MFP core competency courses and is factory trained on Sharp’s newest BP line of MFP.

Andy also holds a CompTIA A+ certification. Andy is very verse with the hardware components of the Sharp MFPs as well as network connectivity. Andy resides in the city of Palmdale and services all our clients in the northern LA County.

Mario Rivera, Branch Service Manager – [email protected] Mario has been in the Document Imaging Industry since 2003 and with Sharp Electronics since 2013. For the past 10 years he has held the position of Field Supervisor for Los Angels County. Mario is responsible for the service delivery of all our clients in LA County as well as the performance of our technicians. Mario is fully trained on the Sharp product line.

Kristopher Sumner, Customer Service Representative and Field Trainer – [email protected] Kris has worked as an Account Executive and Field Trainer in the Los Angeles and Orange County area for the past 7 years. He has demonstrated both one on one and large group training courses on Sharp’s full product catalog. Kris is also responsible for developing Quarterly Business Reviews and customized reports.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|15 Anne Beck, MPS Analyst - [email protected] Anne works with Major Accounts specializing in customer care and retention, RFI’s, RFP’s, account management, and business reporting. Her integral role involves implementing managed print services, value-added services, technical support, and data analytics. Anne has been with Sharp Electronics for 13 years.

James Robinson, Software Solutions Manager – [email protected] James has been a Pre-Sales Solution Engineer for 8 years, 7 years at Sharp. He started as a network copier tech, while acting as the level 3 network server support tech, starting in 2000 and worked his way up to Pre-Sales Engineers/ Network sales engineer in 2012. His background is in IT services. Project management and break fix.

He is a problem solver and provides technical information to better help with the right solution.

Shaun Borja, Software Solutions Manager – [email protected] Shaun has over 15 years of industry experience and has held several different roles during his tenure. Having experience as a Product Specialist & Trainer, Network tech support, Production Print Specialist and now as an Application Specialist, Shaun has a strong understanding of how systems integrate and can provide valuable support in any stage of the project.

IV. UNDERSTANDING
Sharp Business Systems is in full understanding of the work to be done as required by this RFP put forth by the City of Brea.

Sharp has an Enterprise Business Group that specifically works on bids and RFPs for City and State municipality clients such as the City of Brea. This team knows how to design custom solutions for every major account based on their specific needs. Our market approach is to offer a tailored solution at the best possible price. We believe t Sharp offers best-in-class products. You have a winning combination when you combine Sharp products and pricing with unparalleled flexibility. Above all, our level of commitment and follow-through is what we believe impacts our incredible success at winning bids and maintaining long-term relationships with satisfied customers. Every company has a market approach for RFPs, but not every company is committed to the client for the life of the contract. We are committed to giving you the same attention and level of service in month 1, month 13, or month 60 of the agreement. We know what it takes to put together an informative RFP and what it takes to manage an account properly throughout the partnership.

We are also utilizing the Sourcewell (formerly NJPA) cooperative contract to quote for this RFP. So, the City of Brea can have confidence of the full backing of a reputable cooperative contract.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|16

TECHNICAL SECTION
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|17 I. APPROACH
The following implementation plan is based on our experience transitioning municipalities. Sharp will make final recommendations after consulting City of Brea’s IT/Security and Procurement Departments. Sharp guarantees meeting the timeline and objectives mutually agreed upon.

Objectives include:
 Completing implementation on schedule according to the project plan developed by Sharp’s Project team and the City of Brea’s decision makers.
 Ensure user satisfaction upon installation, throughout implementation, training, and support services.
 Provide comprehensive training to minimize calls to City of Brea’s help desk and/or administrators, Procurement, or IT Help Desk.
 Remove existing equipment per the City of Brea’s guidelines and security process, then deploy replacement equipment in a timely manner and minimize downtime for end-users. The current vendor may be required or choose to remove existing equipment.

Deployment transition planning
Sharp will prepare a detailed plan to address each step of the project as outlined in the RFP document.

Our intent will be to provide a “turnkey”, step by step process to minimize disruption on campus while meeting all project objectives.

Detailed project planning
Sharp will communicate the entire Deployment Transition Plan in advance. The plan will include project objectives, milestones, deliverables, processes, roles and responsibilities and targeted outcomes. Sharp will continually update the City of Brea via weekly status reports.

Project and resource management
Sharp’s Project Manager will have the full support of the Enterprise Business Group. Resources will be made available for each phase and deliverable of the project. Sharp’s PM will schedule, coordinate, and allocate resources as needed throughout the project.

Weekly progress reporting
Sharp’s Project Manager will provide weekly updates via mutually agreed upon reporting methods.

Current floor equipment configuration planning /mapping Sharp’s Project Management Team will schedule a meeting with the City of Brea’s Administrators, IT, or Procurement Professionals to discuss and align on:
a. Delivery schedule - With proper deployment, communication, and preparation we can deliver all new equipment and remove old equipment over the course of roughly 48 business days based on history and the new total number of prospective units. b. Communication content and distribution methods will be outlined.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|18

1. Sharp will work with the Copier Program administrators, IT, or Procurement to create a list of known assets per building. The list can include the following fields:
a. Device name
b. Make, model
c. Device type
d. Serial number
e. MAC address
f. IP address
g. Networked or local
h. Monochrome or color
i. Average monthly volume
j. Phone number applicable
The new equipment will be set up in a designated staging area, already configured for each specific location. This process allows Sharp to minimize the downtime while swapping devices. Typically, our downtime is 15 minutes or less.

Equipment Preparation

1. Sharp already has all site locations and related equipment information including IP addresses. Sharp will coordinate any IP changes or additions as received. All new data and repeat data will be entered into the system prior to equipment leaving our warehouse.

2. Sharp will proactively configure equipment with the appropriate network information to ensure all devices delivered will be ready to print, scan and fax immediately.

3. Sharp will have a network technician at the Sharp onsite command center validating network connectivity as the delivery team delivers, installs, and connects devices.

Pre-configuring equipment prior to delivery minimizes installation time and on-site disruption to the end users. Sharp’s goal is to manage time as efficiently as possible.

Proposing New Equipment
Sharp will collaborate with City of Brea’s Administrators and utilize information provided to ensure each department has the correct equipment for their needs. You may simply choose a like for like swap based on specific features and print requirements, or opt for an assessment to address following factors such as:
a. Print volume
b. Need for color
c. Need for finishing
d. Need for 11 x 17
e. Space limitations
Sharp Equipment removal and disposal process (end of lease) Remove and return assets based on an agreed upon arrangement with Sharp, IT Security, Administrators, and Shipping/Receiving Departments for HDD disposal process. The HDD disposal process will take place after the new equipment is operational to minimize downtime. Sharp will acknowledge City of Brea’s security requirements and will follow all necessary steps required by the City of Brea. Sharp will not touch the hard drive of another manufacturer’s equipment unless owned outright by City of Brea and directed to do so. Sharp is committed to adhering to these guidelines for upgrades and/or removing Sharp equipment placed by Sharp as part of this agreement.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|19 Sales & Support 888-258-2802
Sarah Razi – Director (Contact person during period of proposal evalution) Molly Harner – Senior Account Executive (Assigned Account Manager) Anne Beck - Managed Print Services Analyst
Kris Sumner – Head Trainer & Customer Service Support Specialist Service & Operations 877-686-5277
Ryan Erlandson- Branch Service Manager
Cherie Wright – Regional Operations Manager
Andrea Valentin - Contracts Manager
Ashley McNutt – Regional Logistics Manager
Travis Reagan - Network Technician, MICAS Specialist
Mario Rivera – Lead Service Technician & Field Manager
James Robinson – Manager of Applications and Software (PaperCut Certified) Dwayne Rosette - Delivery Driver

THE ABOVE SUPPORT TEAM WILL BE A PART OF EVERY DECISION MADE IN THE TECHNICAL

APPROACH PROCESS AND WILL BE ASSIGNED TO TASKS AS OUTLINED IN THE PROPOSED SCHEDULE.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|20 I. PROPOSED SCHEDULE
For the successful completion of this project, Sharp will depend on City of Brea to meet the following commitments:
 Distribute communication media to all relevant departments and personnel.  Provide space and dates to deliver equipment.
 Attend all meetings, or teleconferences as scheduled.  City of Brea’s failure to meet any of these commitments can negatively impact the success of the project and may relieve Sharp from any financial penalties for noncompliance.

Task Status & Schedule Responsible
Party
Develop Equipment Configuration Spreadsheet
Walkthrough- Discuss Appropriate Configurations- Start TBD Assessment period – 1-2 days
City of Brea and Molly
Harner
Sign Lease/PO Documentation TBD City of Brea Team and Molly Harner
Configuration & Clone File Based on results of trial & testing period
City of Brea and Mario
Rivera
Equipment Delivery / Removal / Installation
Sharp Equipment Installation TBD Sharp – Mario Rivera
Pick up and Removal of existing Equipment In line with installation Sharp – Dwayne Rosette Network set up and Test connectivity Upon install City of Brea/Sharp Training
Identify training requirements by site TBD Kris Sumner
Identify end users to receive training TBD City of Brea Notify end users that training will be provided TBD City of Brea Schedule Training TBD City of Brea
Conduct Training TBD Kris Sumner
Post Installation
Provide return shipping instructions to Sharp TBD City of Brea Follow up training as needed TBD Sharp
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|21 Change Management
Sharp’s extensive experience deploying and managing large equipment fleets has provided invaluable insights and best practices to strategize a well-designed and thoughtful implementation plan. Execution must involve efficient installation, training, as well as post-delivery support. Sharp would like to ensure the best possible experience for all participants. To gain the maximum benefits, and cause as little disruption as possible during the transition process we suggest the following guidelines:

Advance communication to everyone involved, of upcoming changes, why the changes are occurring and the anticipated benefits for those involved.

Sharp will work with the City of Brea to draft a letter/email/bulletin board notice to communicate what, why, when, who, how and outline the benefits of the program. Sharp will work with the City of Brea to itemize a list of benefits (what’s in it for the user) as it relates to the new program.

Communication notices can be customized for relevance to reach specific audiences e.g., Users, IT staff, Procurement staff, Accounts Payables staff, Key Operators, etc.

Implementing change while being sensitive to organizational objectives, perceptions and feelings of the faculty and staff can be accomplished by providing a.) employee support as they manage transition and b.) a mechanism to communicate their opinions and suggestions.

Prior to a large-scale implementation of the new program, Sharp is willing to deliver systems to selected training sites to conduct pre-installation training on selected systems.

Sharp will communicate equipment network set up and delivery schedules in advance so faculty and staff can anticipate delivery and allocate resources accordingly.

Sharp will provide pre-scheduled, initial on-site training and will also conduct additional complementary training classes as needed upon request.

Sharp will provide 24/7 access to a customized, web-based training resource called MY Sharp Training. Users will be able to access a wide variety of machine demonstrations and instructions to commonly used features.

Once delivery, installation and first round of training of your new fleet is complete, Sharp would like, with your permission, to conduct a post installation survey of all or selected departments to address concerns, isolate possible trouble areas and/or identify people in need of additional instruction.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|22

QUALITY CONTROL & ACCOUNT REPORTING PROCESS
Sharp Business Systems helps customers maximize efficiency, cut down on wasteful printing and maintain a pulse on overall print volume and service performance.

With these goals in mind, Sharp’s MPS program offers a variety of solutions targeted to review networked print volumes as a part of Sharp’s Review system. Sharp Reviews allow customers to better understand print behavior by identifying over and underutilized devices, troubled devices, and training needs on demand and in more depth during quarterly reviews with a Sharp account executive.

Sharp in partnership with the City of Redondo Beach, as needed, can use the data collected to right-size fleets, consolidate, move, and upgrade devices as well as provide follow up training to help maximize the user experience and maintain an efficient low-cost print environment.

Sample Quarterly Report – Fleet Usage Overview

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|23 Sample Service & Uptime Reports
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|24

ENVIORNMENTALLY FRIENDLY OFFICE
Sharp’s Recycle Policy
Sharp is very passionate about environmental conservation. All of our factories are working to eliminate waste and greenhouse gases, and achieve other environmental targets in 21 key areas.Saving Energy. Saving Resources.Maximizing Recycling. Minimizing Hazardous Materials.

As a part of Sharp’s commitment to the environment, Sharp offers our customers a zero waste toner recycling for all consumables, including:
cartridges, bottles, toner collection containers and drum units.

STOP, DROP, RECYCLE RECYCLING PROGRAM
 It's free & easy to ship your recyclables in bulk
 We provide all collection and shipping materials
 We provide all shipping and recycling costs
 We further reduce our carbon footprint by more efficiently shipping in bulk (box fits up to 10 cartridges)
 All consumables are 100% recycled with ZERO waste to a landfill High Volume Recycling Low Volume Option
 3 Pre-Addressed, Pre-Paid Cartridge
Collection / Shipping Boxes
 3 Clear plastic liners
 3 Zip ties
Fed Ex Pick up:
use existing service or call 1-800-GO-FEDEX
(3399)
and say “ground pick-up”
 Drop off at any Staples location, Staples
will take care of recycling the cartridge
at no cost to you. Visit:
storelocator.staples.com to find a
location near you.
 Contact our Dealer for more information
about their toner consolidation procedure
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|25 At Sharp Electronics Corporation ("Sharp"), we're very passionate about environmental conservation. Our business products and appliances are among the industry's most energy efficient and our parent company in Japan, Sharp Corporation ("Sharp Corporation"), has long been a world leader in solar cell production. Furthermore, Sharp Corporation factories are working to eliminate waste and greenhouse gases and achieve other environmental targets.

We are an environmentally conscious company
Since 2004, Sharp Corporation's core philosophy has been to become an environmentally advanced company. Since then, the company has demonstrated these are not empty words.

In the past years, hundreds of Sharp products have received international awards for their outstanding eco-friendly design, demonstrating our commitment to producing environmentally friendly products which in turn enable us to achieve our aim of becoming an environmentally advanced company.

This is Sharp's commitment to the environment & society.

Positive action. Real investment.

From early product design to manufacturing, right through to end-of-life disposal, every area in which we directly or indirectly affect the environment is under constant scrutiny.

Sharp Corporation's factories meet the ISO 14001 standard: a framework that sets out the requirements for environmental management systems. And we actively encourage environmental management and green awareness initiatives throughout our entire organization.

Sharp Corporation engineers are continually developing innovative ecological technologies and we place a firm focus on manufacturing high quality, environmentally advanced products.

Sharp Corporation's Eco Vision 2050 Long-Term Environmental Vision The international community has recognized the urgent need to address increasingly serious environmental problems, such as climate change, resource depletion, and plastic pollution. This awareness is accelerating global action to solve these social problems, including efforts associated with the achievement of Sharp's Sustainable Development Goals (SDGs).

In 2019, Sharp Corporation formulated SHARP Eco Vision 2050, a long-term environmental vision based on its Basic Environmental Policy of "Creating an Environmentally Conscious Company with Sincerity and Creativity," which was established in 1992. Sharp is working toward realizing a sustainable global environment by pursuing long-term goals set in three fields of action with 2050 as the target year: climate change, resource recycling, and safety and security; thus, building a circular economy and realizing a recycling-oriented society.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|26 Long-Term Environmental Goals
To bring about SHARP Eco Vision 2050, Sharp Corporation has stipulated long-term goals in three fields of action. In pursuing these goals, we will strive to create more clean energy than the total amount of energy consumed in Sharp's entire supply chain, while minimizing the environmental impact of our business activities.

Sharp Corporation strives to use less energy in its business activities and to make products that are increasingly more energy efficient, to reduce the amount of energy consumed by households and society as a whole.

We began developing solar cells after founder Tokuji Hayakawa said, "All the products we make use electricity. As our company grows, we will need more electricity, so why don't we make electricity ourselves?" Since then, we have spent more than half a century working to spread solar power generation. It is precisely because Sharp makes products that use electricity that we have a responsibility to reduce the environmental impacts resulting from this electricity use.

Safety and Security
As well as complying with current international standards, Sharp Corporation has established its own even stricter in-house standards. Under these far-sighted standards, Sharp Corporation aims to thoroughly manage relevant chemicals with the goal of eliminating any negative effects that chemicals may have on people's health, the natural environment, or ecosystems.

Sharp Corporate 2023 Sustainability Report at www.global.sharp/corporate/eco/report Programs:

EPEAT

ENERGY STAR

MRM RECYCLING
CALL 2 RECYCLE

SHARP TONER RECYCLING

MERCURY EDUCATION

ENVIRONMENTALLY CONCIOUS PRODUCT DESIGN

ISO CERTIFICATIONS
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|27

ABOUT THE EQUIPMENT
Sharp Color & B/W BP Series Advanced Models
The New Advanced Series from Sharp. Taking organizations to the future of business communication by helping them work simply smarter. Designed to fit today’s diverse workstyles, the new Advanced Series monochrome document systems enable workers to collaborate and share information seamlessly and securely throughout their office environment. Enhanced cloud services such as Microsoft Teams makes it easy to streamline communication and boost productivity with hybrid workers.

Replacement Model
BP-70C Series
• 31-65 page per minute Full Color and Monochrome digital MFP systems • Large 10.1" high resolution touchscreen display and fully customizable home screen • 300 Sheet Single Pass Duplexing Document Feeder
• Scan speed up to 280 ipm in color or black & white
• Quarterly Volume Output up to 375,000 images
• First-time Copy Speed of 7.6 sec b&w/5.6 sec color
• Total sheet capacity of paper drawers (as configured) is 1,100 • Maximum Paper Supply with options up to 6,300 sheets
• Flexible paper handling system feeds media up to 300 gsm thru paper drawers and bypass tray • Built in OCR to create editable PDFs and Microsoft files • Standard Full-size Retractable Keyboard
• Walk up motion sensor
• 1.6 GHz multi-processing CPU
• 256 GB Solid State Drive
• 5 GB standard memory
• Network ready PCL®6 and true Adobe® PostScript®3™ printing systems with direct print function • 1200 x 1200 dpi printing provides clear, crisp images even on jobs with fine detail • Standard Mobile Device Printing
• Standard Wireless LAN supports 5 GHz Wi-Fi for stable, high speed network communication • Supports native Universal Print from Microsoft
• Standard Cloud Connect feature for access to popular cloud services, such as Google Drive, Dropbox, SharePoint OneDrive
• Standard Multi-Layered Security Features provide enhanced protection of data, network intrusions and includes a convenient End-of-Lease feature
• Secure access control that supports the Active Directory® service, which lets you use the machine’s log-on credentials for internal network folders. System administrators can easily keep track of user credentials, which makes for an efficient and highly secure operational environment
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|28 Sharp B/W & Color BP A4 Workgroup MFP Series BP-B535WD
The Sharp BP A4 Workgroup series MFP delivers an intuitive user experience and the confidence of knowing their jobs will come out right the first time, every time. Designed with high-performance features typically found on larger machines, this duplexing single pass feeder MFP delivers the productivity and security needed.

Designed to fit today’s diverse workstyles, the compact multifunction printer (MFP) enables workers to collaborate and share information seamlessly and securely throughout the office environment. Enhanced cloud services such as Microsoft Teams make it easy to streamline communication and boost productivity with hybrid workers.

Replacement Model
Sharp BP-B535WD
• Standard copy, print, scan, fax and wireless capability. • 100-sheet duplexing document feeder on the BP-B535WD scans both sides of a document in a single pass. This enhances productivity while maintaining the integrity of original copies and minimizing wear on the feeder.
• Built-in optical character recognition (OCR) function can convert scanned documents to textsearchable PDF, Microsoft® Office file formats and more. • The compact PDF feature reduces file sizes of most scanned color documents and decreases network traffic and storage.
• Access popular cloud services, including Microsoft OneDrive® for Business, Microsoft Teams, SharePoint® Online, Box.com, Google Drive™, Dropbox and more with the Cloud Connect feature and Sharp Application Portal.
• Direct print from Microsoft Word, PowerPoint® and Excel® files with thumb drives, cloud applications, network folders and more.
• 7" (diagonal) customizable touchscreen display enables easy access to features and functions when setting up jobs.
• Offers up to five paper sources with available 2,350-sheet maximum paper capacity. • Network ready PCL®6 and PostScript® 3™ printing systems deliver up to 40 and 50 pages per minute.
• Supports popular mobile technologies, enabling users to easily print files from smartphones, tablets and notebook computers.
•
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|29

OPTIONAL PAPERCUT SOFTWARE
PaperCut includes a wealth of functionality for tracking and controlling printing. Many sites start with simple goals and will leverage the more advanced features as time goes on. Some features regularly used by education sites include: Advanced scripting: Free printing during class time.  Advanced scripting: Teacher approval of color jobs.
 Advanced scripting: Enforce duplex printing.
 Automatic Active Directory synchronization:
- make use of existing year level and department groups/OUs.  Customizable web interface: easily integrate with CCCD’s existing intranet site  Monitor and Control Usage

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Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|33

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|34 State of the Art Technology
Optimum Device Management
In today’s business world, an immense amount of business information is still communicated on paper. This information must be printed, copied, and scanned as a part of the document process. As a result, uninterrupted uptime of MFPs and printers is important to keep up with the speed of business communications. The Sharp device management suite delivers unparalleled control over the administration of Sharp MFPs through intelligent tools. All MFPs and printers in your network are effortlessly managed and monitored so that device uptime can be maximized to ensure the continuous flow of important business communications.

Sharp MFP Home Pages
The Sharp MFP Home Page is an embedded device configuration site that makes it easy for users and IT managers to administer the MFP through a standard web browser. Once authenticated, users can change their profiles and document filing folder settings, as well as maintain their one-touch address keys to quickly distribute scanned documents. From anywhere on the network, IT managers can log in and access the device’s status, system, security, and network settings, as well as maintain user accounts, specify diagnostic e-mail alerts, clone settings and more. Administrator access can be protected via complex passwords.

Sharp Remote Front Panel (RFP)
Sharp RFP is a powerful tool that enables users and support staff to remotely view the MFP’s operation panel and control its features and functions from anywhere via a network. IT managers can see the same exact screen that the end user is viewing, allowing them to quickly understand issues and take the appropriate actions to solve them. Since IT managers can control the device remotely, this capability helps eliminate a trip to the device to support users, thereby reducing users’ wait time.

Optimum Device Management
In today’s business world, an immense amount of business information is still communicated on paper. This information must be printed, copied, and scanned as a part of the document process. As a result, uninterrupted uptime of MFPs and printers is important to keep up with the speed of business communications. The Sharp device management suite delivers unparalleled control over the administration of Sharp MFPs through intelligent tools. All MFPs and
printers in your network are effortlessly managed and
monitored so that device uptime can be maximized to
ensure the continuous flow of important business
communications.

Sharp MFP Home Pages
The Sharp MFP Home Page is an embedded device
configuration site that makes it easy for users and IT
managers to administer the MFP through a standard web
browser. Once authenticated, users can change their profiles and document filing folder settings, as well as maintain their one-touch address keys to quickly distribute scanned documents. From anywhere on the network, IT managers can log in and access the device’s status, system, security, and network settings, as well as maintain user accounts, specify diagnostic e-mail alerts, clone settings and more. Administrator access can be protected via complex passwords.

Sharp Remote Front Panel (RFP)
Sharp RFP is a powerful tool that enables users and support staff to remotely view the MFP’s operation panel and control its features and functions from anywhere via a network. IT managers can see the same exact screen that the end user is viewing, allowing them to quickly understand issues and take the appropriate actions to solve them. Since IT managers can control the device remotely, this capability helps eliminate trips to the device to support users, thereby reducing users’ wait time.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|35 Sharp Remote Device Manager (SRDM)
SRDM is a device management and monitoring tool to facilitate centralized management of sharp MFPs and printers as well as SNMP-compliant printers. From the console, IT managers can view detailed information on each device, such as network connectivity, consumable levels, and impression counts. The direct access to remote front panel enables support staff to view and control the LCD panel from anywhere on the network, as well as the ability to review service logs and update firmware. For more intuitive views, and to expedite trouble shooting, devices can be grouped together in the utility by model, department, location, network status, IP address and more. Rapid deployment of MFPs can also be accomplished by distributing print drivers to network clients and cloning the settings of a reference device to other similar models all at the click of a button. Toner level is monitored in 5% increments on select models.

Key features include but are not limited to:
• Manual or automated device discovery
• Remote device monitoring on status and consumables
• Remote device security, network, and system configurations • Remote access to device’s front panel to provide quick user assistance • Driver distribution to reduce IT support time
• Firmware updates to minimize deployment time
• Device setting and cloning for fast device set up
• E-mail notifications to keep IT administrators aware of critical is Empowered Communications
Highly featured smart phones and tablets are increasingly popular communication tools in the business world. According to research conducted by IDC, workers who communicate using mobile devices will account for 37% of the worldwide workforce and threequarters of the workforce in the United States by 2015 (Mobile Printing Landscape: Transition to Early Adopters, August 2012).

Recognizing such rapid adoption of mobile devices in the workplace, Sharp offers applications and options to seamlessly connect mobile workers with their daily business processes. Sharp approaches these solutions with IT professionals in mind, ensuring security and interoperability while maintaining productivity.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|36 Mobile Printing and Scanning
Sharpdesk Mobile enables Windows® 8, Windows® RT, Apple® iOS® and Google® Android™ users to easily print documents from their smartphones or tablets to a Sharp MFP. Users can also scan hardcopy documents from a Sharp MFP directly to their mobile devices for flexible storage and sharing. Scanned files can be shared with other applications or sent as E-mail attachments. Sharpdesk Mobile is available at no cost on the Windows Store for Windows users, Apple App Store for iOS users or Google Play Store for Android users.

Key features include, but are not limited to:
 Print directly to select Sharp MFPs from Sharpdesk mobile applications  Print from and send documents to other applications such as Evernote®, Cloud Portal Office, and Dropbox®
 Print Web pages and E-mails
 Send documents to others via E-mail
 Store and manage scanned or imported files
 User authentication for printing and scanning to meet IT security measures and track user activities Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|37 Sharp Security
Proven protection for confidential data, device access and network guards As MFPs and printers become parts
of organizations’ integrated
document workflows and business
processes, security becomes a
serious concern. Securely managing
business and user data is critical for
corporations to be successful. Sharp
addresses these concerns by
providing a suite of integrated
security features designed to help
protect your information and
document assets.

Sharp Secure Network Interface
Sharp MFPs use unique embedded firmware that is
not subject to the same virus vulnerability as
Microsoft® and Linux® operating systems. Sharp's
unique architecture provides no user interface and
cannot execute downloaded files or commands sent
by an attacker to compromise the system. Our MFPs
feature an intelligent network interface that can limit access to specific computers on a network by IP or
MAC address, and selectively enable or disable any
protocol or service port on each device.

Sharp Security Suite
Protect your organization’s critical and
confidential data assets with Sharp’s multilayered approach to security that includes an extensive set of standard security features and
optional Data Security Kits (DSKs). Standard
MFP security coupled with optional DSK
security protects and controls the major MFP
systems and subsystems (print, copy, scan, fax
jobs, network settings, memory components,
local user interface). The Sharp data
encryption method uses the 256*-bit
Advanced Encryption Standard (AES)
algorithm on all data before it is written to
RAM and the hard disk drive. It also provides
overwriting routines (up to 7-times overwrite)
to ensure that all information is virtually
irretrievable by unauthorized users. In addition, an End-Of-Lease feature ensures that all data is erased before returning, or relinquishing control of the MFP. Sharp MFPs’ intelligent network interface provides an extensive set of access and network control security features designed to prevent these threats as well as improper device access.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|38

USER TRAINNING
The section below illustrates tools used by Sharp to inform the city staff about training that we offer. • Training will be provided from
Day 1 of device installations
and ongoing.
• Training can be conducted in
small groups at an MFD or in
large classroom settings
• Customized Training Flyers are
designed to increase end-user
communication and participation
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|39 My Sharp
The industry’s most innovative on-line support tool, My Sharp, is your personal companion website for product orientation and demonstrations. It offers high-level support in an easy-to-use format. My Sharp features helpful demonstrations on how to use the scan, copy, print and fax capabilities of your Sharp office products, related software applications and the replacement of supplies for those products. Tailored just for you, we customize each My Sharp website to reflect the Sharp products in your office and to suit your organization's current needs and when your organization's needs evolve, My Sharp provides the flexibility to grow.

Benefits
 User friendly demonstrations on how to use your equipment and technology  You will automatically receive demonstration updates on new functions as they are released.  Access My Sharp online anytime, anywhere
 Train new employees on office products quickly and effectively  Product features are grouped by category such as Administration, Copying, Document Filing, Embedded Web Page, Faxing, Printing and Scanning
My Sharp Online
https://my.sharpamericas.com/sbssharp.mysharp.aspx

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|40 Step by Step Tutorials

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|41 Training Videos
Find training videos on You Tube click here!
Link: https://youtube.com/playlist?list=PLFJdgJNR3BC-xLdxGJPDQx-IiEGSu4PA6 Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|42

OTHER SOLUTIONS & SERVICES

MICAS SOFTWARE & AUTOMATED TONER DELIVERY

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|43 Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|44 Assessment Process
The information collected during the assessment is used to create a baseline for measuring cost savings during the life of the new managed service. It is also used to shape the future print policy, designed to enable quality output and staff productivity. The assessment also contributes towards planning the hardware rollout and ensuring that this can be completed in a seamless manner, and with minimal disruption for the users. We use a systematic approach to assess your print and document workflow environment.

Data is collected by surveying each site and fully auditing all output devices present across all sites.

The assessment is completed using a combination of electronic auditing tools and manual processes, to verify how print gets produced across the organization. A data collection agent which runs across multiple subnets can provide a rapid assessment of the current print output devices. Information from all devices (including wide format) across every site gets recorded. This includes device specific information:
 Serial number/IP address
 Device location
 Age
 Current print volumes
Prior to the site visits, communication is key to your employees so they are aware that we will be walking around, asking questions, and possibly taking photos. Photos would be taken to show redundancy of assets, paper left in trays, toner closets, etc.
- Example Email:

At 8:30 a.m. Sally Smith, Bill Brown, and Joe Johnson from Sharp will arrive at your location at 123 Main St. We plan on speaking with Jane Doe, Office Manager, and need 30 minutes with her. We will need any invoices or bills for the last 18 months that have toner cartridges or outsourcing on them. We will be making copies of these. Once done with our meeting we will deploy our team and we will be gathering from each print/copy device:
 Configuration pages
 Status pages
 Supply pages
 We may be taking photos
 Interview end users
 Likes & dislikes of the device
 How many times do they think they change the toner/ink per year?  Questions to understand configurations of the device and for what it is being used.

Once the data has been collected, an analysis can be completed to provide a complete Total Cost of Ownership (TCO) for the current hardware state, but it also allows us to remodel the fleet to create an optimized future hardware state which will help to:
 Reduce cost
 Create greater efficiency
 Deliver the key functionality requirements
A secondary aspect to the assessment is to assist with planning the hardware roll-out program. Valuable information gathered as part of the site visits enables us to begin creating a “blueprint” for each site, which will ensure that the transition can be managed with the minimum levels of downtime and disruption to the end-users. Assessment & Optimization
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|45 Total Cost of Ownership (TCO)
When it comes to your Document space, what you don’t know can hurt you. Monthly equipment lease payments, print-happy employees, supply orders, maintenance on overworked devices and downtime can chip away at your bottom line. Printed documents can also create significant security concerns because they offer little to no tracking ability for critical business information.

Our aim is to paint a clear picture of your organization’s total cost of ownership (TCO) and security exposure. To do so, we perform an in-depth analysis to uncover monthly print volume, inventory of all output devices and the overhead to maintain those devices. Interviews with key employees let us determine if current devices are in line with each department’s workload. Your TCO serves as the starting point for us to begin optimizing your document fleet so we can help you:
 Improve paper processes via multifunctional printers (MFPs) and printers  Match the pace of your workforce with a right-sized fleet  Strategically place devices to reduce redundancy
 Lower print-related costs by curbing excessive printing  Reduce security and compliance risks by safeguarding information, devices and data  Increase uptime with proactive device support and maintenance Sample Device Map

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|46 Analysis
Sharp will work with the City of Brea, a consultant, or utilize our own diagnostic software to collect usage information. The data collected in conjunction with device maps reveal redundancies and highlight print behaviors. The discoveries help us right-size a fleet and design a cost saving, productive and efficient print environment.

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|47 Sharp’s Recycle Policy
Sharp is very passionate about environmental conservation. All of our factories are working to eliminate waste and greenhouse gases, and achieve other environmental targets in 21 key areas. Saving Energy.

Saving Resources.Maximizing Recycling. Minimizing Hazardous Materials.

STOP, DROP, RECYCLE RECYCLING PROGRAM
 Boxes may be placed in central locations at the City of Brea  It's free & easy to ship your recyclables in bulk
 We provide all collection and shipping materials
 We provide all shipping and recycling costs
 We further reduce our carbon footprint by more efficiently shipping in bulk (box fits up to 10 cartridges)
 All consumables are 100% recycled with ZERO waste to a landfill High Volume Recycling Low Volume Option
 3 Pre-Addressed, Pre-Paid Cartridge
Collection / Shipping Boxes
 3 Clear plastic liners
 3 Zip ties
Fed Ex Pick up:
use existing service or call 1-800-GO-FEDEX
(3399)
and say “ground pick-up”
 Drop off at any Staples location, Staples
will take care of recycling the cartridge
at no cost to you. Visit:
storelocator.staples.com to find a
location near you.
 Contact our Dealer for more information
about their toner consolidation procedure

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|48

COST SECTION
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|49

PLEASE SEE COST SECTION AND FORMS SECTION WITH ALL SIGNED

DOCUMENTATION, PLEASE SEE ADDITIONAL ATTACHMENTS IN THE RFP

SUBMISSION PORTAL
G. WITHDRAWAL AND VALIDITY. PROPOSALS MAY BE WITHDRAWN BEFORE THE PROPOSAL DEADLINE. OTHERWISE, PROPOSALS ARE BINDING FOR 120 DAYS FROM

THE PROPOSAL DEADLINE
Proposers Name:

Com Development 1 Civic Center; Floor 3
ImageRunner Advance
C5540i V3
(B/W & Color)
$ 144.00 B/W: $.0035
Color: $.035
Model: Sharp BP70C45
under Sourcewell
Cooperative Pricing
Admin Services 1 Civic Center; Floor 3
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Management Services 1 Civic Center; Floor 3
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Dispatch 1 Civic Center; Floor 2
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Fire Admin. 1 Civic Center; Floor 2
ImageRunner Advance
C356i FV3
(B/W & Color)
$ 61.98 B/W: $.0099
Color: $.09
Model: BPC535WD
under Sourcewell
Cooperative Pricing
Police Records 1 Civic Center; Floor 1
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Police Records 1 Civic Center; Floor 1
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Investigation 1 Civic Center; Floor 1
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Brea Resource* 1 Civic Center; Floor 1
ImageRunner Advance
DX4845i
(Black and White)
$ 136.10 B/W: $.0035
Model: BP70M45 under
Sourcewell Cooperative
Pricing
Property Evidence 1 Civic Center; Floor P2
ImageRunner Advance
C356iF V3
(B/W & Color)
$ 61.98 B/W: $.0099
Color: $.09
Model: BPC535WD
under Sourcewell
Cooperative Pricing
Senior Center 500 S. Sierers Ave
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Proposers are required to complete the table below for pricing comparison. Pricing shall be based upon a 60-month lease and monthly lease amount shall include all service maintenance including supplies (with the exception of paper). Proposer is expected to fix all prices at the proposed amounts for the duration of the contract.

Please note that pricing Must Be All-Inclusive. EACH PROPOSAL MUST BE INCLUSIVE OF ALL COSTS TO PERFORM THE REQUIRED SERVICES. Any and all costs of labor, transportation, materials, software, equipment, proprietary licenses, and any and all other fees, costs, taxes, insurance, and expenses necessary to comply with the requirements of this RFP and to provide the Services, must be included in the proposal price.

The City reserves the right to increase or decrease the quantity of equipment to be leased or purchased under this RFP or change equipment following site inspection and evaluation. Any additional equipment leased or purchased shall be based upon cooperative pricing.

STANDARD FORM I : PRICE FORM
Like-for-Like Replacement Costs
Monthly Fixed
Lease Cost
Per
Copy Cost

SHARP BUSINESS SYSTEMS
Site Location Existing Model Notes
Proposers Name:

Proposers are required to complete the table below for pricing comparison. Pricing shall be based upon a 60-month lease and monthly lease amount shall include all service maintenance including supplies (with the exception of paper). Proposer is expected to fix all prices at the proposed amounts for the duration of the contract.

STANDARD FORM I : PRICE FORM
Like-for-Like Replacement Costs
Monthly Fixed
Lease Cost
Per
Copy Cost

SHARP BUSINESS SYSTEMS
Site Location Existing Model Notes
Public Works Yard 545 N Berry; Floor 1
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Public Works Yard* 545 N Berry; Floor 2
ImageRunner Advance DX
C5850i
(B/W & Color)
$ 152.22 B/W: $.0035
Color: $.035
Model: BP70C55 under
Sourcewell Cooperative
Pricing
Brea Com. Center 695 Madison; Lobby
ImageRunner Advance
4551i V3
(Black and White)
$ 143.86 B/W: $.0035
Model: BP70M55 under
Sourcewell Cooperative
Pricing
Fire Station No. 1** 555 N Berry Street ICMF525DW 11.40 $ B/W: $.0099 Model: HPM4101 under
Sourcewell Cooperative
Pricing
Fire Station No. 2** 200 N. Brea Blvd ICMF525DW 11.40 $ B/W: $.0099 Model: HPM4101 under
Sourcewell Cooperative
Pricing
Fire Station No. 3** 2600 E Santa Fe Road ICMF525DW 11.40 $ B/W: $.0099 Model: HPM4101under
Sourcewell Cooperative
Pricing
Fire Station No. 4** 198 Olinda Place ICMF525DW 11.40 $ B/W: $.0099 Model: HPM4101 under Sourcewell Cooperative Pricing
Quantity Lease Cost
1 $ 13.86
1K External Finisher 1 $ 25.04
1 $ 7.34
Inner Finisher for BPC535WD 1 $ 12.94
1 $ 86.68
1 $ 58.04
1 $ 16.44
Available through 3rd party
Included with Equipment
Additional Items
Quantity Cost
1 $ 3.50
Included with Service Contract
Print Management Solution -Synappx Manage
1K Saddle Stitch Finisher-BPFN14 with BPFD10 Folding Unit Specialty – Please include Finishing as an Optional Price Description
Please include any missing components that are recommended for a complete installation.

Description
Badge Reader
Waste Container
3K Saddle Stitch Finisher - BPFN16 with BPFD10 Folding Unit Envelop stuffing
Additional Paper Trays - 2x550 +2100 sheet split tandem drawers 50 Sheet Inner Finisher
3-Hole Punch
Proposers Name:

STANDARD FORM I : PRICE FORM
Like-for-Like Replacement Costs
Monthly Fixed
Lease Cost
Per
Copy Cost

SHARP BUSINESS SYSTEMS
Site Location Existing Model Notes
Proposers Name:

Com Development 1 Civic Center; Floor 3
Sharp Model: BP70C31
under Sourcewell
Cooperative Pricing
$ 110.44 B/W: $.0035
Color: $.035
Color printing, double-sided printing, staple
option, multi-purpose tray (to print labels,
etc.), scanning, three-hole punch, scan and
email documents
Admin Services 1 Civic Center; Floor 3
Sharp Model: BP70C31
under Sourcewell
Cooperative Pricing
$ 110.44 B/W: $.0035
Color: $.035
All scan size options, color, multi-tray
option,staples, double sided, confidentiality,
tri-folding
Management Services 1 Civic Center; Floor 3
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 three-hole punch, batch scaning, high output tray
Dispatch 1 Civic Center; Floor 2 OMIT $ B/W: $ None/Omit Fire Admin. 1 Civic Center; Floor 2
Sharp Model: BP70C31
under Sourcewell
Cooperative Pricing
$ 110.44 B/W: $.0035
Color: $.035
three-hole punch, staple, fax, large plan size
document capabilities, security/confidentiality
Police Records 1 Civic Center; Floor 1
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 Faster, higher capacity machines. Need faxing on machines.

Police Records 1 Civic Center; Floor 1
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 Faster, higher capacity machines. Need faxing on machines.

Investigation 1 Civic Center; Floor 1
Sharp Model: BP70C31
under Sourcewell
Cooperative Pricing
$ 110.44 B/W: $.0035
Color: $.035 three-hole punch, color, collating
Brea Resource* 1 Civic Center; Floor 1
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 Staple, Secure scan repository for sensitive documents, staple
Property Evidence 1 Civic Center; Floor P2
Sharp Model: BPC535WD
under Sourcewell
Cooperative Pricing
$ 61.98 B/W: $.0035
Color: $.035
Color printer, color scanner, double-sided
copy/print, stapler, fax.

Senior Center 500 S. Sierers Ave
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 Staple, Secure scan repository for sensitive documents, staple

SHARP BUSINESS SYSTEMS
STANDARD FORM I : PRICE FORM
Proposers are required to complete the table below for pricing comparison. Pricing shall be based upon a 60-month lease and monthly lease amount shall include all service maintenance including supplies (with the exception of paper). Proposer is expected to fix all prices at the proposed amounts for the duration of the contract.

Standalone Department Printer Replacement/Consolidation Costs Site Location Recommended Model Monthly Fixed
Lease Cost
Per
Copy Cost Dept Features Requested
Public Works Yard 545 N Berry; Floor 1
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 Collating, staple
Public Works Yard* 545 N Berry; Floor 2
Sharp Model: BP70C31
under Sourcewell
Cooperative Pricing
$ 110.45 B/W: $.0035
Color: $.035 Collating, staple
Brea Com. Center 695 Madison; Lobby
Sharp Model: BP70M31
under Sourcewell
Cooperative Pricing
$ 91.84 B/W: $.0035 Staple, Secure scan repository for sensitive documents, staple
Fire Station No. 1** 555 N Berry Street OMIT
$
B/W: $ None/Omit
Fire Station No. 2** 200 N. Brea Blvd
Sharp Model: BP70C31
under Sourcewell
Cooperative Pricing
$ 110.45 B/W: $.0035
Color: $.035 three-hole punch, staple, color print
Fire Station No. 3** 2600 E Santa Fe Road OMIT
$
B/W: $ None/Omit
Fire Station No. 4** 198 Olinda Place OMIT
$
B/W: $
Color: $ None/Omit
Quantity Lease Cost
Fax 1 $ 9.54
1 $ 13.86
1K External Finisher 1 $ 25.04
1 $ 7.34
Inner Finisher for BPC535WD 1 $ 12.94
1 $ 86.68
1 $ 58.04
1 $ 16.44
Available through 3rd party
Included with Equipment
Additional Items
Quantity Cost
1 $ 3.50
Included with Service Contract
Specialty – Please include Finishing as an Optional Price Description
3-Hole Punch
3K Saddle Stitch Finisher - BPFN16 with BPFD10 Folding Unit 50 Sheet Inner Finisher
1K Saddle Stitch Finisher-BPFN14 with BPFD10 Folding Unit Additional Paper Trays - 2x550 +2100 sheet split tandem drawers Envelop stuffing
Print Management Solution -Synappx Manage
Please include any missing components that are recommended for a complete installation.

Description
Badge Reader
Waste Container

Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|48

REQUEST FOR PROPOSALS COPIER/MULTIFUNCTION PRINTER REPLACEMENT AND MAINTENANCE SERVICES 2025.01.06.01

STANDARD FORM B REFERENCES FORM

SHARP BUSINESS SYSTEMS
Provide current business references for whom your company has provided similar services.

Provide very brief description of the Project services your company provided to the reference. Any unsatisfactory references or past unsatisfactory work performance with City may eliminate Proposer from further consideration (Brea City Code Sec. 3.24.020.M)
Reference #1
Company Name City of Long Beach
Address, City, State, Zip 411 W. Ocean Blvd, Long Beach, CA 90802 Contact’s Name and Title Jeffrey Kotch, Technical Support Officer - Asset Management Contact’s Phone Number (562)-570-5102
Contact’s Email [email protected]
Project Installed 550 Sharp MFP’s, 350 Printers, PaperCut Print management software user
Completion Date & Value June 2019-present
Value of $750,000
Reference #2
Company Name City of Riverside
Address, City, State, Zip 3900 Main Street, Riverside, CA 92522 Contact’s Name and Title Rosalinda Acosta, Innovation and Technology Officer Contact’s Phone Number 951-826-5150
Contact’s Email [email protected]
Project Installed 150 Sharp MFP’s, 200 Printers and manage entire HP fleet
Completion Date & Value Jan 2019-present; renewed for 5 years in 2024 Value of $350,000
Sharp Electronics City of Brea RFP NO. 2025.01.06.01 Page|49 Reference #3
Company Name City of Tustin
Address, City, State, Zip 300 Centennial Way, Tustin, CA 92780 Contact’s Name and Title Erica Yasuda, City Clerk
Contact’s Phone Number 714-573-3025
Contact’s Email [email protected]
Project Installed 23 Sharp MFP’s, 30 Printers and manage entire HP fleet, 1 Production Unit in Print Shop
Completion Date & Value Sep 2016-present; renewed for 5 years in 2021 Value of $200,000
Reference #4
Company Name City of San Diego
Address, City, State, Zip 202 C St. San Diego, CA 92101 Contact’s Name and Title Veronica Valenzuela – Purchasing Manager Contact’s Phone Number 619-533-4504
Contact’s Email [email protected]
Project Installed 600 Sharp MFP’s, 350 Printers
Completion Date & Value Dec 2011-present; renewed 3 times Value of $1,000,000

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

Page 13 of 42 ends

STANDARD FORM D

Signature: ____________________________________________ Name/Title Date: ____________________________________________ Sharp Electronics Corporation, through its Sharp Business Systems Southern California Division X
Dale Wedge president SBS SoCal 1/29/25

REQUEST FOR PROPOSALS
Copier/Multifunction Printer Replacement and Maintenance Services 2025.01.06.01

Page 14 of 42 ends

STANDARD FORM E

Contract Title, Contract Value, Termination Date, Company Name, Contact Name, Phone Number, and Reasons for and descriptions of the Terminations, Settlements, or Legal Actions.

Signature: ____________________________________________ Name/Title Date: ____________________________________________ (Contractor’s Company Name)
No Contract Terminations, Settlements, or Legal Actions Sharp Electronics Corporation, through its Sharp Business Systems Southern California Division X
Dale Wedge president SBS SoCal 1/29/25

REQUEST FOR PROPOSALS
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STANDARD FORM F

Proposer, at Proposer’s sole cost and expense, hereby promises and agrees to:

Acquire required insurance set forth in the Insurance Requirements of the Agreement.

Proposer certifies, represents, and commits to all the Insurance Requirements of the Agreement.

REQUEST FOR PROPOSALS
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STANDARD FORM G

Provide the information requested below. Do not omit or renumber any sections. All items listed must be submitted and checked off to ensure qualification responsiveness.

1. Background.

Please provide the following information about your company:

Your company’s full legal name, address, phone, fax, email, website.

Prior company names (if any) and years in business; mergers, buyouts, etc.

Organizational structure (i.e. corp., LLC, sole proprietorship, etc.).

Names and titles of the principal owner(s).

Person(s) authorized to make commitments for your company.

Special recognition or awards.

2. Experience.

Provide the following information relative to required services:

Summary of Experience with similar kinds of work.

Familiarity with state and federal procedures.

Experience working with public agencies.

Narrative of the working relationship with current business references for information not already included in the References Form.

3. Qualifications.

Provide the following information relative to required services:

Financial responsibility.

Demonstrated Technical Ability.

Capability of developing innovative or advanced techniques.

Special qualifications, training, credentials.

Staff names, titles, role, qualifications, and experience assigned to this Project.

Sharp Electronics Corporation, through its Sharp Business Systems Southern California Division x
x
x
x
x
x
x
x
x
x
x
x
x
x
x

REQUEST FOR PROPOSALS
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Designated project manager assigned to this Project.

4. Understanding.

Provide the following information relative to required services:

Understanding of the work to be done based on this Solicitation.

Include issues that you believe will require special consideration for this Project.

Identify unique approaches or strengths your company has relative to required services.

5. Approach.

Provide the following information relative to required services:

Understanding of the work to be done.

Adequacy of labor and resources to satisfactorily perform the requested services and meet the City’s needs.

Names and titles of key management personnel.

Team to be assigned for these services.

Submitted by:

Signature: ____________________________________________ Name/Title Date: ____________________________________________ x
x
x
x
x
x
x
x
Dale Wedge president SBS SoCal 1/29/25

CITYof BREA
Communication
June 17, 2025
Item No. 4G.

Pre-Employment Background Investigation Services for Fire Services

TO PREPARED BY
Honorable Mayor and City Council Members Lisa Keyworth, Emergency Preparedness Coordinator

DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Mark Terrill, Fire Chief Kristin Griffith, City Manager

RECOMMENDATION
Staff recommends that the Finance Committee recommend the City Council to take the following action:

1. Approve the professional service agreements with RCS Investigations and Consulting, LLC and JL Group, LLC for pre-employment background investigations for Fire Services with a not to exceed amount of $60,000; and

2. Authorize the City Manager to execute the agreement.

BACKGROUND/DISCUSSION
The Brea Fire Department has contracted with RCS Investigations & Consulting LLC (RCS) for pre-employment background investigation services since 2023. During the term of the most recent contract, RCS conducted numerous background investigations for both sworn and non-sworn candidates at $1,750 for sworn candidates and $500 for Ambulance Operators. Their work product was both thorough and timely.

In April of 2025, the not-to-exceed amount of the existing contract was expended. The Fire Department initiated a Request for Proposals (RFP) for pre-employment backgrounds that opened on May 2, 2025. Eight proposals were received. Two of the proposals were incomplete. Of the remaining proposals, RCS was by far the lowest cost at $1800 for firefighter backgrounds and $550 for Ambulance Operator backgrounds for year one and a $50 increase for each in year two. Staff negotiated with RCS for a three-year term with year two pricing to remain the same for year three.

While RCS most closely met the needs of the Fire Department with the experience with Fire backgrounds, pricing and the fact they are a local vendor (Anaheim), staff is recommending a contract with a secondary vendor in case the need arises. JL Group is located in Laguna Niguel and offered the lowest price of the remaining qualified vendors with experience in fire backgrounds. The pricing for JL Group is $1700 for civilian and $1900 for sworn backgrounds. JL Group also was agreeable to a three-year term with the above proposed rate.

COMMISSION/COMMITTEE RECOMMENDATION
The Finance Committee reviewed this item at their June 10, 2025 meeting and recommended for City Council approval.

FISCAL IMPACT/SUMMARY
The not-to-exceed amount is based on the anticipated quantity of background investigations needed to meet the hiring demands of the Fire Department. There is sufficient funding available in the City’s General Fund Operating Budget for FY 2025-27 and no additional appropriation is needed.

Attachments
RFP No. 2025.05.02.01 -Pre-Employment Background Investigation Services for Fire.pdf Final Agreement_RCS Investigations (part 1) - signed.pdf Agreement_JL Group LLC. (part 1)-signed.pdf
RFP No. 2025.05.02.01
Request for Proposals
Pre-Employment Background Investigation
for Fire Services
TIMELINE | Key Milestones
Key Milestone Schedule
Release of RFP May 2, 2025
Question Deadline May 15, 2025 by 5:00 pm PST
Pre-Proposal Conference (if applicable) Not Applicable
Final Addendum Issued May 19, 2025
Proposal Deadline May 22, 2025 by 5:00 pm PST
Interviews (week of)* May 27, 2025
Selection of Proposer* June 2, 2025
Finance Committee Recommendation* June 10, 2025
City Council Award* June 17, 2025
Contract Start Date* July 1, 2025
* Tentative; at the discretion of the City
To obtains solicitation documents, submit questions, receive answers, and submit a proposal, proposer’s can visit the City’s eProcurement Portal at the following hyperlink https://www.publicpurchase.com/gems/brea,ca/buyer/public/home (registration required).

Please note that proposals may only be submitted electronically.

PART I

REQUEST FOR PROPOSALS
RFP No. 2025.05.02.01
City of Brea
Pre-Employment Background Investigation Services for Fire Services Request for Proposals
Pre-Employment Background Investigation Services for Fire Services I. Overview
A. Purpose
The City of Brea (“City”) is requesting proposals from qualified service providers to provide PreEmployment Background Investigation Services for Fire Services, as further set forth in Part III hereto, the Scope of Services and Specification Section (“Services”). Those submitting proposals are each referred to herein as “proposer”. Any proposer selected to provide the foregoing services are sometimes referred to herein as “Proposer” or “consultant.” B. Specific Processes Applicable to this Request for Proposal (RFP) To obtain solicitation documents, submit questions, receive answers, ad submit a proposal, visit the City’s eProcurement Portal at the following hyperlink (registration is required) City’s eProcurement Portal
https://www.publicpurchase.com/gems/brea,ca/buyer/public/home

PROPOSALS MAY ONLY BE SUBMITTED ELECTRONICALLY
II. Questions and Answers.

B. Answers
The City will issue addenda to answer question(s) received by the Question Deadline and provide clarifications and modifications to the Solicitation utilizing the City’s eProcurement Portal as provided above, when deemed to be of sufficient importance or otherwise necessary to more fully implement the goals and intent of this RFP. Proposers must acknowledge receipt of all City-issued addenda. Only City’s written addenda can modify the requirements of this RFP. Any modifications set forth in such addenda will supersede and take precedence over the original RFP and any preceding addendums. Any other form of communications shall have no force or effect with respect to this Solicitation. The City will not be bound by any verbal representations of any City official or employee.

RFP No. 2025.05.02.01
City of Brea
Pre-Employment Background Investigation Services for Fire Services

III. Costs Included in Proposal
A. Preparation Expense
Proposers prepare and make proposal(s) at their sole expense.

B. All-Inclusive Costs
Pricing Must Be All-Inclusive. EACH PROPOSAL MUST BE INCLUSIVE OF ALL COSTS TO PERFORM THE REQUIRED SERVICES. Any and all costs of labor, transportation, materials, software, equipment, proprietary licenses, and any and all other fees, costs, taxes, insurance, and expenses necessary to comply with the requirements of this RFP and to provide the Services, must be included in the proposal price.

IV. Proposal Submission Requirements
A. General
i. Checklist. Use this section as a checklist to help provide a complete response. Failure to include and provide all the information specified may result in rejection of the proposal without further evaluation or award consideration.
ii. Signatures. Proposers must sign all forms where indicated. Digital Signatures are acceptable if they conform to all requirements of California Government Code Section 16.5. iii. Additional Material. Do not include any promotional material or any material that is not directly relevant to the objectives of this Solicitation. iv. Organization. Organize the proposal in the order shown below, separate each section with a section page and title, and number each section beginning with one. v. Sections Division and Purpose. Note the Qualifications and Forms sections will be used to determine if the proposer is qualified and responsive, while the Technical and Costs sections will be used to determine how well the proposer meets the requirements of this Solicitation and if the proposed costs are fair and reasonable. The Technical and Costs sections of the successful proposal may be attached to and incorporated as part of Exhibit A to the City’s standard Agreement for execution.

B. Introduction Section
i. Title Page. Provide a title page showing the Solicitation subject; the proposer’s name; address, and the date of the proposal.
ii. Table of Contents. Provide a table of contents detailing the various sections and page numbers of the information contained in the proposal.
iii. Letter of Transmittal. Provide a letter of transmittal signed by an individual authorized to bind the proposer, briefly stating the proposer's understanding of the work to be done, the commitment to perform the work within the required time period(s), a statement why the RFP No. 2025.05.02.01
City of Brea
Pre-Employment Background Investigation Services for Fire Services proposer believes itself to be best qualified to perform the Services and a statement that the proposal is a firm and irrevocable proposal.

C. Qualifications Section
i. Background. Provide the proposer company’s full legal name, address, phone, fax, email, website; Prior company names (if any) and years in business; mergers, buyouts; Organizationalstructure (i.e. corp., LLC, sole proprietorship, etc.) and chart; Names and titles of the principal owner(s); Person(s) authorized to contractually bind the company. List any pending litigation and describe any contracts terminated for cause and any governmental enforcement actions against proposer’s company during the previous five (5) years. List any special recognition or awards.
ii. Experience. Provide a summary of experience with similar kinds of work; Familiarity with state and federal procedures; Experience working with public agencies. Provide current business references for whom your company has provided similar services, and a very brief description of the provided services.
iii. Qualifications. Provide a summary of financial responsibility; Demonstrated technical ability; Capability of developing innovative or advanced techniques; Special qualifications, training, credentials; Staff names, titles, role, qualifications, experience, and length of service and the designated project manager to be assigned to this agreement. iv. Understanding. Describe proposer’s understanding of the work to be done as required by this RFP. Include any issues that will require special consideration in providing the Services and identify any unique approaches or strengths your company may have.

D. Technical Section
i. Approach. Provide a detailed discussion and proposed methodologies of the proposer’s approach to the successful performance of the Services. Include thorough discussions of methodologies proposer believes are essential to accomplishing each task. Include a proposed work schedule to accomplish all of the required tasks and identify the team member responsible for each.
ii. Proposed Schedule. Provide a detailed recommended schedule of activities. If a Meet and Confer and Presentation Requirements and/or a Tentative Schedule are provided in the Scope of Services and Specifications Requirements Section any recommended modifications should be addressed.

E. Cost Section
i. Pricing. Pricing shall be as specifically described in Exhibit “A” to the City’s standard form of agreement attached hereto and incorporated by reference herein.

F. Forms Section
i. Standard Forms
a. Non-Collusion Affidavit Form
b. References Form
RFP No. 2025.05.02.01
City of Brea
Pre-Employment Background Investigation Services for Fire Services c. SubProposers List-Standard Form
d. Statement of Compliance or Exceptions Form
e. Status of Past and Present Contracts Form
f. Insurance Commitment Form
g. Proposer Qualification Response Form
h. Firm Proposal Form
i. Price Form
G. Withdrawal and Validity. Proposals may be withdrawn before the Proposal Deadline.

Otherwise, proposals are binding for 120 days from the Proposal Deadline.

C. Information Posted. For this RFP, only company names of proposers timely submitting proposals, will be initially posted. No proposal will be available for public review until the evaluation phase has been completed and an award recommendation, if any, has been made.

D. All Proposals Become City Property and Public Records. All submitted proposals will become City property and public records subject to disclosure. However, no proposal will be disclosed unless and until a proposer is selected and recommended for contract award to the City Council; all proposals are rejected; or, this RFP process is terminated.

VI. Evaluation
A. Non-Responsive Proposals. Proposals that are late or misdirected; or where the proposer did not attend any required mandatory Pre-Proposal Meeting or is suspended or debarred (www.sam.gov) are non-responsive. Proposals that did not include the required documents or information; modified any terms and conditions; had excessive or inadequate price relative to the Scope of Services and Specifications Requirements may cause the Proposal to be deemed non-responsive. Non-responsive Proposals will not be considered for further evaluations or RFP No. 2025.05.02.01
City of Brea
Pre-Employment Background Investigation Services for Fire Services award.

B. Responsive Proposals. Proposals that conform in all material respects to the RFP and are eligible for further consideration.

C. Informalities. City may waive any informalities in any proposal or this RFP process as deemed in City’s best interest.

The scoring for Evaluation Criteria is set forth below:

Responsiveness of the Proposal including ability to meet the City’s timelines, and acceptance of City’s standard form of agreement
25%
Proposer’s qualifications and prior experience 25%
Technical approach to provide the Services 20%
Value and economy to City of the proposed Project approach 20% Pricing 10%
The City reserves the right to select one or more proposers for further consideration or award of a contract, based solely on their proposal or, on their proposal and any interviews. The City reserves the right to negotiate a final agreement with one or more of the top scoring proposers.

Award, Reject, Rescind.

As may be in City’s best interest, City may accept and award a contract to any proposer; rescind any award; reject any or all proposals; and/or terminate this RFP process at any time.

Agreement.

If an agreement is awarded, City will do so after the successful proposer has satisfied all post-award requirements (insurance, bonding, etc.). The City’s standard form of agreement is attached. Any requested changes to the agreement will be considered as part of the evaluation/scoring process.

Notice to Proceed.

End of this Section.

PART II

STANDARD FORMS

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM A

NON-COLLUSION AFFIDAVIT FORM
Note: To be executed by Proposer and submitted with Proposal. proposal (name of proposing company)
that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the PROPOSER has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal; that the PROPOSER has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or to refrain from proposing; that the PROPOSER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the PROPOSER or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer; that all statements contained in the proposal are true; and, the PROPOSER has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, depository, or to any member or agent thereof, to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.

I declare under penalty of perjury under the Laws of the State of California that the foregoing is true and correct and that this declaration is executed as set forth.

Signature: ____________________________________________ Name/Title Date: ____________________________________________ Notary is not required for this proposal.

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM B

REFERENCES FORM
(Proposer’s Company Name)
Provide current business references for whom your company has provided similar services.

Provide very brief description of the Project services your company provided to the reference.

Any unsatisfactory references or past unsatisfactory work performance with City may eliminate Proposer from further consideration (Brea City Code Sec. 3.24.020.M)

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM C

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM D

Signature: ____________________________________________ Name/Title Date: ____________________________________________

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM E

Contract Title, Contract Value, Termination Date, Company Name, Contact Name, Phone Number, and Reasons for and descriptions of the Terminations, Settlements, or Legal Actions.

Signature: ____________________________________________ Name/Title Date: ____________________________________________ (Proposer’s Company Name)
No Contract Terminations, Settlements, or Legal Actions

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM F

City’s acceptance and/or approval of the proposer’s insurance documents does not and shall not be construed to relieve proposer of any obligations, responsibilities or liabilities under any resultant Contract.

Proposer, at Proposer’s sole cost and expense, hereby promises and agrees to:

Acquire required insurance set forth in the Insurance Requirements of the Agreement.

Proposer certifies, represents, and commits to all the Insurance Requirements of the Agreement.

Signature: ____________________________________________ Name/Title Date: ____________________________________________

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM G

Provide the information requested below. Do not omit or renumber any sections. All items listed must be submitted and checked off to ensure qualification responsiveness.

1. Background.

2. Experience.

3. Qualifications.

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01
☐ Staff names, titles, role, qualifications, and experience assigned to this Project. ☐ Designated project manager assigned to this Project.

4. Understanding.

5. Approach.

Submitted by:

Signature: ____________________________________________ Name/Title Date: ____________________________________________

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM H

FIRM PROPOSAL FORM
(Proposer’s Company Name)
FIRM PROPOSAL made by Proposer to the City of Brea:

Further, I understand that no contract exists unless City accepts this Proposal by executing the attached Agreement.

By: _______________________________ By: _______________________________ Name: Name:

Title: Title:

Email: Email:

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

STANDARD FORM I

PRICE FORM
(Proposer’s Company Name)
Separate and describe your tasks, and associated costs, for the Scope of Services requirements.

Attach additional pages if necessary.

Additional comments/remarks:
_____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________

PROFESSIONAL SERVICES AGREEMENT
Sales, Property, Business License, and Other Tax and Reporting

PART III

AGREEMENT &

SCOPE OF SERVICES

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services This Professional Services Agreement (“Agreement”) is dated {AgreementDate} for reference purposes and is executed by the City of Brea, a California municipal corporation (“City”), and {Consultant Name} a {Legal Status} (“Consultant”).

RECITALS
A. City desires to retain Consultant as an independent Consultant to provide the following professional services: As-Needed Pre-Employment Background Investigation Services for Fire Services.

B. Consultant represents that it is duly licensed, fully authorized by law, and has the necessary experience and qualifications, to provide such services.

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

1. Scope of Services.

Consultant shall perform the services referenced in the Recitals, as required by the RFP dated ____________ and more specifically described in the Scope of Services set forth in the attached hereto as Exhibit “A”, and as otherwise required by this Agreement, all to City’s satisfaction (collectively, “Services”).

2. Compensation.

A. City shall pay for the Services satisfactorily performed, in accordance with the Fee Schedule set forth in the attached Attachment 1 to Exhibit A hereto.

B. In no event shall the total amount paid for the Services over the term of this Agreement exceed the all-inclusive sum of $ {ContractAmount} (“Contract Amount”). This amount covers and is inclusive of all labor, materials, and any and all other costs incurred by Consultant in performing the Services.

Consultant shall be deemed to have made all inquiries and site inspections deemed necessary by Consultant prior to execution of this Agreement.

Consultant’s invoices shall indicate the amount of time spent on each task and the applicable rate.

D. Unless the Fee Schedule calls for payment on a different schedule, Consultant shall invoice City on a monthly basis.

3. Contingency Work.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services The parties may agree on contingency work to be provided as part of the Services. A written amendment to this Agreement shall be executed for contingency work that increases the Contract
Amount by more than {Contingency Percent} percent. The City Manager, or designee, is authorized to approve, in writing, contingency work that is below the foregoing limit.

Consultant’s monthly invoice shall include a detailed description of any approved, contingency work. Any work performed by Consultant without a written amendment or approval of the City Manager, or designee, shall be deemed to be work included within the Services.

4. Term.

The term of this Agreement shall commence on {TermStartDate} (“Effective Date”).

Unless extended or earlier terminated as provided herein, this Agreement has a one-year term with an option to extend for four additional one-year term at the City’s discretion.

5. Time of Performance.

A. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established and agreed upon schedules and deadlines agreed upon in writing. Consultant shall commence performance within two business days of receiving City’s written notice to proceed.

B. Force Majeure. Neither party shall be considered in default of this Agreement for delays in performance caused by a force majeure event. As used in this Agreement, the term “force majeure event” means circumstances beyond the reasonable control of the non-performing party and includes the following: abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; or judicial restraint. Consultant’s lack of financial capability, shall not constitute a force majeure event unless directly attributable to any of the foregoing events.

6. Maintenance of Records.

Books, documents, papers, accounting records, and other evidence pertaining to the Services, including costs incurred, shall be maintained by Consultant and made available for review by City at all reasonable times during the term of this Agreement and for four (4) years from the date of final payment by City.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

7. Standard of Care.

Consultant’s Services shall be performed in accordance with the generally accepted professional standards of practice and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently performing similar services under similar conditions. Consultant shall maintain all professional licenses and certifications required to lawfully perform the Services.

8. Compliance with Law.

A. Consultant shall comply with all applicable laws including Cal/OSHA requirements.

B. Consultant shall obtain a City of Brea business license.

C. Consultant shall comply with all {AdditionalLegalRequirements}.

9. Assignment and Subcontracting.

A. Consultant shall not assign or transfer this Agreement or any rights or obligations under, or any interest in this Agreement, or subcontract any required performance hereunder, without the prior written consent of City, which may be withheld for any reason. City shall be deemed to have approved Consultant’s utilization of subConsultants identified in Consultant’s proposal for the Services.

B. Any attempt to so assign, transfer, or subcontract without City’s prior written consent shall be void and shall constitute grounds for City’s termination of this Agreement. Authorized subcontracts shall contain a provision making the subConsultant subject to all requirements of this Agreement.

C. If use of a subConsultant is approved, then City may withhold 5% of each monthly payment to Consultant. Such retention shall be released upon City’s receipt of an unconditional release of all claims signed by any such subConsultant, as to work performed to date.

10. Independent Consultant.

A. Consultant is retained as an independent Consultant and is not an employee of City. No employee or agent of Consultant is or shall become an employee of City.

B. Consultant will determine the means, methods, and details by which Consultant’s personnel will perform the Services. Consultant shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services and compliance with the customary professional standards.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services C. Consultant’s personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City. Consultant’s personnel shall not use any City e-mail address or City telephone number in the performance of the Services.

Consultant shall acquire and maintain at its sole cost and expense such vehicles, equipment and supplies as Consultant’s personnel require to perform the Services. Consultant shall perform the Services off of City premises at locations of Consultant’s choice, except as otherwise may from time to time be necessary in order for Consultant’s personnel to receive projects from City, review plans on file at City, pick up or deliver any work product, or as may be necessary to inspect or visit City locations. City may make a computer available to Consultant from time to time for Consultant’s personnel to obtain information about or to check on the status of projects pertaining to the Services.

D. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant’s personnel in connection with the Services.

Consultant shall be responsible for all reports and obligations respecting such additional personnel, including Social Security taxes, other retirement or pension benefits, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. Consultant and its officers, employees, agents, and subConsultants shall not become entitled to, and hereby waive any claims to, any wages, salaries, compensation, benefit or any incident of employment by City, including eligibility to enroll in, or reinstate to membership in, the California Public Employees Retirement System (“PERS”) or any other retirement program, as an employee of City, and entitlement to any contribution to be paid by City for employer contributions or employee contributions for PERS benefits or any other retirement benefits.

11. CalPERS Compliance.

The parties acknowledge that City is a local agency member of CalPERS, and as such has certain pension reporting and contribution obligations to CalPERS on behalf of qualifying employees. Consultant agrees that, in providing its employees and any other personnel to City to perform the Services, Consultant shall assure compliance with the Public Employees’ Retirement Law (Government Code Section 20000 et seq.), the regulations of CalPERS, and the Public Employees’ Pension Reform Act of 2013 (Government Code Section 7522 et seq.). Without limitation to the foregoing, Consultant shall assure compliance with regard to personnel who have active or inactive membership in CalPERS and to those who are retired annuitants and in performing this Agreement shall not assign or utilize any of its personnel in a manner that will cause City to be in violation of the applicable retirement laws and regulations.

12. Insurance.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services Unless otherwise permitted or waived in writing by City’s Risk Manager, Consultant shall not commence work until it has secured all insurance required under this section and provided evidence thereof that is acceptable to City. In addition, Consultant shall not allow any subConsultant to commence work on any subcontract until it has secured all insurance required under this section.

A. Commercial General Liability
i. Consultant shall take out and maintain, in amounts not less than specified herein, Commercial General Liability Insurance, in a form and with insurance companies acceptable to City.
ii. Coverage for Commercial General Liability insurance shall be at least as broad as the following:
a. Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. iii. Commercial General Liability Insurance must include coverage for the following:
a. Bodily Injury and Property Damage
b. Personal Injury/Advertising Injury
c. Premises/Operations Liability
d. Products/Completed Operations Liability
e. Aggregate Limits that Apply per Project
f. Contractual Liability with respect to this Agreement g. Broad Form Property Damage
h. Independent Consultants Coverage
iv.The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to this Agreement. v. The policy shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials, as additional insureds using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
vi. The general liability coverage may utilize deductibles or provide coverage excess of a self-insured retention, only if approved by City’s Risk Manager in writing, and further provided that such deductibles shall not apply to coverage of the additional insureds.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services B. Automobile Liability
i. Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in a form and with insurance companies acceptable to City. ii. Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).
iii. The policy shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials, as additional insureds.
iv. Subject to City’s written approval, the automobile liability coverage may utilize deductibles or provide coverage excess of a self-insured retention, provided that such deductibles shall not apply to coverage of the additional insureds.

C. Workers’ Compensation/Employer’s Liability
i. Consultant certifies that Consultant is aware of the provisions of Labor Code Section 3700 which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she/it will comply with such provisions before commencing work under this Agreement. ii. Consultant shall maintain full compensation insurance for its employees in accordance with the Workers’ Compensation and Insurance Act (Labor Code Section 3200 et seq.) and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subConsultants to obtain and maintain workers’ compensation coverage of the same type and limits as specified in this section.

D. Professional Liability (Errors and Omissions)
Consultant shall maintain professional liability or errors and omissions insurance appropriate to its profession, in a form and with insurance companies acceptable to City and with the limits required herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on a policy coverage form specifically designed to protect against acts, errors or omissions of Consultant in the performance of professional services. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer's duty to defend.

E. Cyber Liability

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services If Cyber Liability is included in the Minimum Policy Limits Required below, then Consultant shall maintain cyber liability insurance providing protection against claims and liabilities arising from: (i) errors and omissions in connection with maintaining security of City Data (as defined below); (ii) data breach including theft, destruction, and/or unauthorized use of City Data; (iii) identity theft including bank charges assessed; and (iv) violation of privacy rights due to a breach of City Data.

F. Minimum Policy Limits Required
i. A.M. Best's Rating
Each policy of insurance required herein shall be from a company or companies having a current A.M. Best's rating of no less than A:VII and admitted and authorized to transact the business of insurance in the State of California.
ii. The following insurance limits are required for this Agreement:

If ☒, then required Combined Single Limit
☒Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage
☒Automobile Liability $2,000,000 per occurrence (any auto) for bodily injury and property damage
☒Workers’ Compensation In the amount required by California law ☒Employer’s Liability $1,000,000 per occurrence
☒Professional Liability $2,000,000 per claim and aggregate (errors and omissions) ☒Cyber Liability $2,000,000 per occurrence
iii. Defense costs shall be payable in addition to the limits. iv. Requirements of specific coverage or limits contained in this section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as additional insured pursuant to this Agreement.

G. Proof of Insurance
Within five days of execution of this Agreement, but prior to commencement of the Services, Consultant shall file with City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.

H. Policy Provisions Required
i. Consultant shall provide City at least 30 days prior written notice of cancellation of any policy required by this Agreement, except that Consultant shall provide at least 10 days prior written notice of cancellation of any such policy due to non-payment of premium. If any of the required coverage is cancelled or expires during the term of this Agreement, Consultant shall deliver renewal certificate(s) including the required additional insured endorsement to City at least 10 days prior to the effective date of cancellation or expiration.
ii. The Commercial General Liability Policy and Automobile Liability Policy
shall each contain a provision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by City or any additional insureds shall not be called upon to contribute to any loss.
iii. The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. If a “claims-made” professional liability policy is provided, it shall include an extended reporting period of not less than three years.
iv. All required insurance coverages, except for the professional and cyber liability coverage, shall contain or be endorsed to provide a waiver of subrogation in favor of City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials, or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss.

Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subConsultants.
v. The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve Consultant from liability in excess of such coverage, nor shall it limit Consultant’s indemnification obligations to City or preclude City from taking such other actions available to City under other provisions of this Agreement or law.

I. Additional Insurance Provisions

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services i. The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of such insurance by City, are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by Consultant pursuant to this Agreement, including the provisions concerning indemnification.
ii. If at any time during the term of this Agreement, any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may terminate this Agreement for cause.
iii. City may require Consultant to provide for inspection by City, complete copies of all insurance policies in effect for the duration of the Agreement. iv. No City official, officer, employee, agent or volunteer shall be personally responsible for any liability arising under or by virtue of this Agreement. v. The insurance obligations under this Agreement shall be: (1) all the insurance coverage and/or limits carried by or available to Consultant; or (2) the minimum insurance coverage requirements and/or limits shown in this Agreement; whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Consultant under this Agreement.

J. SubConsultant Insurance Requirements
Consultant shall not allow any subConsultant to commence work on any subcontract until it has provided evidence satisfactory to City that it has secured all insurance required under this section. Policies of commercial general liability insurance provided by such subConsultants shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials as additional insureds, using ISO form CG 20 38 04 13 or an endorsement providing the same coverage. If requested by Consultant, City may approve different scopes or minimum limits of insurance for particular subConsultants.

13. Indemnification.

A. Other than in the performance of professional services, and to the fullest extent permitted by law, Consultant shall defend (with counsel reasonably

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services approved by City), indemnify and hold City, its officials, officers, attorneys, agents, employees, servants, designated volunteers, successors, assigns and those City agents serving as independent Consultants in the role of City officials (collectively “Indemnitees”) free and harmless with respect to any and all claims, demands, causes of action, costs, expenses, liabilities, losses, damages, stop notices and/or injury of any kind, in law or equity, to property or persons, including bodily injury, wrongful death, personal injury and property damage, and destruction, or unauthorized access to, use, and/or theft of City Data (collectively, “Claims”) in any manner and to the extent arising out of, pertaining to, or incidental to any act, error, omission, or willful misconduct of Consultant, its owners, officials, officers, employees, servants, subConsultants, consultants or agents (and/or any entity or individual for whom Consultant shall bear legal liability) in connection with the performance of the Services including the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses actually incurred in connection with such defense. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, or by City or any of the other Indemnitees. Consultant shall have no liability hereunder for claims and liabilities arising out of the sole, active negligence of any of the Indemnitees.

B. Professional Services. To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, protect, defend, hold harmless and indemnify the Indemnitees, from and against any and all Claims, whether actual, alleged or threatened, to the extent arising out of, pertaining to, or relating to, in whole or in part, the negligence, recklessness or willful misconduct of Consultant, and/or its officers, agents, servants, employees, subConsultants, Consultants or their officers, agents, servants or employees (and/or any entity or individual for whom Consultant shall bear legal liability) in the performance of professional services under this Agreement. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Claims with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs, actually incurred in connection with such defense.

C. Consultant’s obligations under this Section shall survive the expiration or termination of this Agreement.

14. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California without regard for change of venue laws. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Orange, State of California. Consultant must comply with the claim procedures set forth in the Government Claims act (Government Code Section 810 et seq.) prior to filing any lawsuit against City.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

15. Termination.

A. City may terminate any portion or all of the Services or this Agreement with or without cause by giving 10 days’ written notice to Consultant. In such event, City shall be immediately given title to and possession of all Work Product (as defined) below and original field notes, drawings and specifications, written reports and all other documents produced or developed pursuant to this Agreement. Provided Consultant is not then in breach, City shall pay Consultant for any portion of the Services satisfactorily completed prior to termination. If termination occurs prior to completion of any specific task for which a payment request has not been received, the charge for Services performed shall be the reasonable value of such Services, based on an amount agreed to by the parties.

City shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed Services, and shall not be entitled to damages or compensation resulting from such termination.

B. Consultant may terminate this Agreement only for cause and by serving written notice of termination to City, provided Consultant has first served City with a written notice of default and demand to cure, and City has failed to cure such default within 30 days of receipt of such notice.

16. Ownership of Work Product.

A. All draft and final reports, documents, and other written material, and any and all images, ideas, concepts, designs including website designs, source code, object code, electronic data and files, and/or other media whatsoever created or developed by Consultant in the performance of this Agreement (collectively, “Work Product”) shall be considered to be “works made for hire” for the benefit of City. All Work Product and any and all intellectual property rights arising from their creation, including all copyrights and other proprietary rights, shall be and remain the property of City without restriction or limitation upon their use, duplication or dissemination by City upon final payment being made, provided that any such use shall be at City’s sole risk. Consultant shall not obtain or attempt to obtain copyright protection as to any of the Work Product. Consultant agrees that the compensation set forth in Section 2 of this Agreement includes conveyance to City of ownership of all Work Product, including intellectual property rights, as provided in this Section 16.

B. Consultant hereby assigns to City all rights of ownership to the Work Product, including any and all related intellectual property and proprietary rights, that are not otherwise vested in City pursuant to subsection A above.

C. Consultant warrants and represents that it has secured all necessary licenses, consents or approvals necessary to the production of the Work Product, and that upon final payment or Consultant’s default, City shall have full legal title to the Work Product, and full legal authority and the right to use and reproduce the

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services Work Product for any purpose. Consultant shall defend, indemnify and hold City, and the other Indemnitees harmless from any and all losses, claims or liabilities in any way related to a claim that City’s use of any of the Work Product violates federal, state or local laws, or any contractual provisions, or any rights or laws relating to trade names, licenses, franchises, copyrights, patents or other means of protecting intellectual property rights and/or interests in products, ideas or inventions. Consultant shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents, materials, equipment, devices or processes in connection with its provision of the Work Product produced under this Agreement. In the event the use of any of the Work Product or other deliverables hereunder by City is held to constitute an infringement and the use of any of the same is enjoined, Consultant, at its expense, shall: (a) secure for City the right to continue using the Work Product and other deliverables by suspension of any injunction, or by procuring a license or licenses for City; or (b) modify the Work Product and other deliverables so that they become noninfringing while remaining in compliance with the requirements of this Agreement. Consultant’s obligations under this Section shall survive the expiration or termination of this Agreement.

17. Data Security.

A. As used in this Agreement, “City Data” means any and all information and data provided or made accessible, directly or indirectly, to Consultant by City, or otherwise acquired from City, in connection with Consultant’s performance of the Services. Except where subject to a third party’s intellectual property rights, any and all City Data is solely owned by City. Consultant is granted a limited, nonexclusive, and revocable license to use City Data solely as necessary to perform the Services. At no time shall Consultant use City Data for its own purposes, or sell, disclose or disseminate City Data, except as required by law or to provide the Services. At all times herein, Consultant shall protect and maintain the security of City Data using methods providing not less than the level of security Consultant uses for its own confidential data, and that otherwise comply with recognized industry data security standards applicable to similar kinds of governmental data and information.

B. To the extent any City Data consists of personal information as defined in Consumer Privacy Act (Civil Code Section 1798.100 et seq.), Consultant shall comply with that statute and with Civil Code Section 1798.80, et seq., including providing the required notifications in the event of any unauthorized access of personal information stored, maintained, accessed, used or transmitted by Consultant in connection with this Agreement. Notwithstanding the foregoing, Consultant shall within 24 hours notify the City Representative by telephone and in writing of any unauthorized access of City Data. Thereafter, Consultant shall render any assistance to City and law enforcement as necessary to ascertain the nature and extent of such unauthorized access.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services C. Consultant shall not store City Data using cloud-based storage without City’s prior, written consent, unless the use of such storage is clearly described in the Scope of Services. Where permitted herein, any and all cloud-based storage shall be on servers and other hardware located within the continental United States, and shall be in compliance with ISO/IEC 27001 - 27018, as applicable, unless otherwise agreed to in writing by the City Representative.

18. Party Representatives.

A. Consultant hereby designates {ConsultantRepName}, or such person’s designee, as Consultant’s Representative for this Agreement, unless and until written notice of a new representative acceptable to City is provided to City.

B. City hereby designates {CityRepName} or such person’s designee, as the City Representative for this Agreement.

19. Notices.

City Consultant
City of Brea {ConsultantFullName}
1 Civic Center Circle {ConPMStreetAddress}
Brea, CA 92821 {ConPMcity}, {ConPMstate} {ConPMzip}
United States {ConPMCountry}
{CityPMName} {ConPMName}
{CityPMEmail} {ConPMEmail}
{CityPMPhone} {ConPMPhone}

20. Third Party Rights.

Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than City and Consultant.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

21. Conflicts of Interest.

A. Consultant covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. Consultant certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of City.

B. Consultant further covenants that, in the performance of this Agreement, no subConsultant or person having any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services shall be employed. Consultant has provided City with a list of all City-approved subConsultants and the key personnel for such subConsultants that are retained or to be retained by Consultant in connection with the performance of the Services, to assist City in affirming compliance with this Section.

C. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. If required, Consultant further agrees to file, or shall cause its employees or subConsultants to file, a Statement of Economic Interest with the City Clerk as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to terminate this Agreement without liability. No director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

22. Severability.

The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal.

23. Successors and Assigns.

This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of the parties.

24. Non-Waiver.

None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specified in writing, and any such waiver shall be limited to that set

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services of circumstances and not to any future circumstances unless another written waiver is executed.

25. Time of Essence.

Time is of the essence in each and every provision of this Agreement.

26. City’s Right to Employ Other Consultants.

City reserves its right to employ other Consultants to provide the Services or similar services.

27. Exhibits.

The attached {ExhibitsAttached} are incorporated herein by reference. In the event of any conflict or inconsistency between the provisions of this Agreement and any Exhibit, the provisions of this Agreement shall govern. In the event of any conflict or inconsistency between the provisions of this Scope of Services and Specifications Requirements and the Consultant’s Proposal set forth in the attached Attachment 1 to Exhibit A, the provisions of the Scope of Services and Specifications Requirements shall govern.

28. Entire Agreement.

Each party acknowledges that no representations, inducements, promises or agreements have been made by any person which are not incorporated herein, and that any other agreements shall be void. This Agreement may not be modified or altered except in writing signed by both parties. This is an integrated Agreement. [SIGNATURES ON FOLLOWING PAGE]

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services TO EXECUTE THIS AGREEMENT, the Parties have caused their authorized representatives to sign below. Digital Signatures are acceptable if they conform to all requirements of California Government Code Section 16.5.
{Consultant Full Name}
By: __________________________ By: __________________________ {ConSigner1Name} {ConSigner2Name}
{ConSigner1Title} {ConSigner2Title}
{ConSigner1Email} {ConSigner2Email}
Date Signed: _______________ Date Signed: _______________ CORPs: Chairperson, President, Vice President; CORPs: Secretary, Asst. Secretary, Chief Finance LLCs: Manager Officer, Asst. Treasurer
LLCs: Manager
[Pursuant to California Corporations Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line.] [Pursuant to California Corporations Code Section 17703.01(d), both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.] City of Brea Attest (if over $25,000)
By: __________________________ By: __________________________ {CitySignerName} {AttestName}
{CitySignerTitle} {AttestTitle}
{CitySignerEmail} {AttestEmail}
Date Signed: _______________ Date Signed: _______________

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

EXHIBIT A
I. Introduction.

The City of Brea is seeking proposals for qualified consultants to:
• Provide as-needed Pre-Employment Background Investigation Services for candidates for sworn and non-sworn employment with the Brea Fire Department. The anticipated average number of annual backgrounds is four (4) Firefighters and ten (10) non-sworn Ambulance Operators.

This request for proposal does not obligate the City of Brea to award a contract or complete the project, and the City reserves the right to cancel the solicitation if is considered to be in its best interest. The City reserves the right to award more than one contract for the services specified herein in order to ensure the continuing ability to obtain timely and accurate background investigations of candidates for employment. The proposed agreement is for a one-year term with an option to extend for four additional one-year term at the City’s discretion.

II. Scope of Work.

The successful Proposer shall:
• Provide investigative services in a professional manner in compliance with all applicable federal, state, and local laws, as well as in a workmanlike manner according to the standards and ethics in the industry as established by the California Secretary of State, Department of Consumer Affairs, Bureau of Investigative Services Furnish everything necessary to provide the Services.

Backgrounds shall include a detailed narrative report (“the narrative”) summarizing all findings and reports of each applicant’s background and eligibility based on Brea Fire Department hiring. The following areas, at minimum, should be both addressed in the narrative and supported by documentation included within the background file. • Verification of Qualification for Firefighter Appointment (for candidates for sworn employment).
• A review of the candidate’s personal history statement. • Criminal history that advises of felony and/or misdemeanor convictions, including fingerprint returns, demonstrating the results of a Department of Justice and Federal Bureau of Investigation fingerprint check for criminal history (City of Brea HR) Motor vehicle driving history (all states in which applicant held an operators/driver’s license), including a copy of the applicant’s driver’s license and vehicle registration, and proof of motor vehicle insurance.
• Inquiries with all local law enforcement departments where the candidate has lived, worked, attended school, or frequently visited.
• Financial information, including monthly income/expenses, bankruptcy (if applicable). • Education background and verification, including copies of official transcripts, diplomas and accreditation verification from high school or equivalent and all colleges and universities attended.
• Employment eligibility and age verification, including copies of any document

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services accepted for proof of employment eligibility, or other official documentation (e.g., birth certificate, driver license), verifying date of birth Military verification and Selective Service registrations, as applicable, including dates of service, branch of military, rank and discharge status, etc. Copies of DD214 Long Form, Selective Service Registration, or documentation for willful failure to register must be included as applicable. • Proof of marital status, including marriage certificate(s) and all final court-issued dissolution documents or legal separation decrees, as applicable. • Employment verification and history of at least ten years’, supported by comments/questionnaires completed by Human Resources, supervisors, and coworkers, as well as evaluations.
• Verification and contacts with the applicant’s personal/family references (including any former spouses), any secondary references provided by primary contacts, and additional secondary references as identified by the investigator, supported by comments/questionnaires.
• A thorough search of the candidate’s social media for suitability of employment and for bias-relevant information, including hate group affiliation and/or activities. (Verification and contacts with the applicant’s current and/or former neighbors, supported by comments/questionnaires.
• Verification of applications to other fire agencies, including an examination of the status/dispositions of said applications and review of any relevant background documentation contained by those law enforcement agencies. • Drug and/or substance use history.
• Neighborhood and rent check, including contacts with the applicant’s neighbors. • Polygraph examination. (Proposer does not administer the polygraph examination, but will provide a statement regarding the results of the examination). • Civil suits and legal judgments concerning the applicant (Federal, State and current County of residence).
• Social Security Number (SSN) - Trace & Address Locator verification to determine name and name variations used by the individual such as maiden, divorced or previous names, other names associated with that SSN, current and former addresses associated with that SSN, and date of birth.
• Photographs of the applicant’s home, vehicle, and any and all tattoos located in nonsensitive/non-private areas of the As a prerequisite for submitting a proposal, Proposers shall possess the following minimum qualifications or abilities:
• Proper training and licensing as required by law, and prior experience conducting background investigations for fire agencies. References from all fire agencies for whom Proposer has performed background investigation services for in the past two years (up to a maximum of three) shall be incorporated into proposal. • The ability to provide summary invoicing, which is supported by detailed cost descriptions of individual background investigations.
• Performance of background investigations in accordance with all applicable Federal, State and County policies, rules, regulations, laws and codes, including without limitation, the Federal Fair Credit Reporting Act (15 U.S.C. § 1681 et seq.) and the California Investigative Consumer Reporting Agencies Act (Civil Code § 1786 et seq.). • The ability to keep itself fully informed of, and shall observe and comply with, all relevant laws, ordinances and regulations which in any manner affect those engaged or

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services employed on any work, the collection of data and information, or in any way affect the performance of any work under the contract, and of all orders and decrees of agencies having any jurisdiction or authority over work performed under the contract. • Availability to assist the City should legal action result from the background investigations performed by the successful Proposer.

Written acknowledgement that information shall not be released to any candidate regarding their pre-employment background investigation without the express written consent of the Brea Fire Department.

The final scope of work will be negotiated with the selected Consultant(s).

End of this Exhibit

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services Attachment 1 to Exhibit A
CONSULTANT’S PROPOSAL AND FEE SCHEDULE
(attached)

PROFESSIONAL SERVICES AGREEMENT
As-Needed Pre-Employment Background Investigation Services for Fire Services
This Professional Services Agreement (“Agreement”) is dated June 17, 2025 for reference purposes and is executed by the City of Brea, a California municipal corporation (“City”), and RCS Investigations & Consulting an LLC (“Consultant”).

B. Consultant represents that it is duly licensed, fully authorized by law, and has the necessary experience and qualifications, to provide such services.

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

1. Scope of Services.

Consultant shall perform the services referenced in the Recitals, as required by the RFP No. 2025.05.02.01 and more specifically described in the Scope of Services set forth in the attached hereto as Exhibit “A”, and as otherwise required by this Agreement, all to City’s satisfaction (collectively, “Services”).

2. Compensation.

A. City shall pay for the Services satisfactorily performed, in accordance with the Fee Schedule set forth in the attached Attachment 1 to Exhibit A hereto.

B. In no event shall the total amount paid for the Services over the term of this Agreement exceed the all-inclusive sum of $ 60,000.00 (“Contract Amount”). This amount covers and is inclusive of all labor, materials, and any and all other costs incurred by Consultant in performing the Services.

Consultant shall be deemed to have made all inquiries and site inspections deemed necessary by Consultant prior to execution of this Agreement.

Consultant’s invoices shall indicate the amount of time spent on each task and the applicable rate.

D. Unless the Fee Schedule calls for payment on a different schedule, Consultant shall invoice City on a monthly basis.

3. Contingency Work.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services This Agreement does not include any contingency or additional work. Any additional work performed by Consultant without a written amendment or approval of the City shall be deemed to be work included within the Services.

4. Term.

The term of this Agreement shall commence on July 1, 2025 (“Effective Date”).

Unless extended or earlier terminated as provided herein, this Agreement shall expire on June 30, 2028.

5. Time of Performance.

B. Force Majeure. Neither party shall be considered in default of this Agreement for delays in performance caused by a force majeure event. As used in this Agreement, the term “force majeure event” means circumstances beyond the reasonable control of the non-performing party and includes the following: abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; or judicial restraint. Consultant’s lack of financial capability, shall not constitute a force majeure event unless directly attributable to any of the foregoing events.

6. Maintenance of Records.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

7. Standard of Care.

8. Compliance with Law.

A. Consultant shall comply with all applicable laws including Cal/OSHA requirements.

B. Consultant shall obtain a City of Brea business license.

C. Consultant shall comply with all other legal requirements.

9. Assignment and Subcontracting.

B. Any attempt to so assign, transfer, or subcontract without City’s prior written consent shall be void and shall constitute grounds for City’s termination of this Agreement. Authorized subcontracts shall contain a provision making the subConsultant subject to all requirements of this Agreement.

10. Independent Consultant.

A. Consultant is retained as an independent Consultant and is not an employee of City. No employee or agent of Consultant is or shall become an employee of City.

D. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant’s personnel in connection with the Services.

11. CalPERS Compliance.

12. Insurance.

E. Cyber Liability

I. Additional Insurance Provisions

13. Indemnification.

A. Other than in the performance of professional services, and to the fullest extent permitted by law, Consultant shall defend (with counsel reasonably

C. Consultant’s obligations under this Section shall survive the expiration or termination of this Agreement.

14. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California without regard for change of venue laws. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Orange, State of California. Consultant must comply with the claim procedures set forth in the Government Claims act (Government Code Section 810 et seq.) prior to filing any lawsuit against City.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

15. Termination.

16. Ownership of Work Product.

17. Data Security.

18. Party Representatives.

A. Consultant hereby designates Steve Rodig or such person’s designee, as Consultant’s Representative for this Agreement, unless and until written notice of a new representative acceptable to City is provided to City.

B. City hereby designates Deputy Chief Daniel Mielke or such person’s designee, as the City Representative for this Agreement.

19. Notices.

City Consultant
City of Brea RCS Investigations & Consulting
1 Civic Center Circle 1225 W. Lincoln Avenue
Brea, CA 92821 Anaheim, CA 92805
United States USA
Daniel Mielke Steve Rodig
[email protected] [email protected]
714-990-7655 714-779-2300

20. Third Party Rights.

Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than City and Consultant.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

21. Conflicts of Interest.

22. Severability.

The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal.

23. Successors and Assigns.

This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of the parties.

24. Non-Waiver.

None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specified in writing, and any such waiver shall be limited to that set

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services of circumstances and not to any future circumstances unless another written waiver is executed.

25. Time of Essence.

Time is of the essence in each and every provision of this Agreement.

26. City’s Right to Employ Other Consultants.

City reserves its right to employ other Consultants to provide the Services or similar services.

27. Exhibits.

The attached Exhibits A is incorporated herein by reference. In the event of any conflict or inconsistency between the provisions of this Agreement and any Exhibit, the provisions of this Agreement shall govern. In the event of any conflict or inconsistency between the provisions of this Scope of Services and Specifications Requirements and the Consultant’s Proposal set forth in the attached Attachment 1 to Exhibit A, the provisions of the Scope of Services and Specifications Requirements shall govern.

28. Entire Agreement.

RCS Investigations & Consulting
By: By:

Steve Rodig Jorge Cisneros
Managing Partner Managing Partner
[email protected] [email protected] Date Signed: Date Signed:

CORPs: Chairperson, President, Vice President; CORPs: Secretary, Asst. Secretary, Chief Finance LLCs: Manager Officer, Asst. Treasurer
LLCs: Manager
[Pursuant to California Corporations Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line.] [Pursuant to California Corporations Code Section 17703.01(d), both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.] City of Brea Attest (if over $50,000)
By: By:

Kristin Griffith Lillian Harris-Neal
City Manager City Clerk
[email protected] [email protected]
Date Signed: Date Signed:

Rodig (Jun 4, 2025 11:47 PDT) 06/04/25 Jorge Cisneros (Jun 4, 2025 11:49 PDT) 06/04/25

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

EXHIBIT A
I. Introduction.

II. Scope of Work.

The final scope of work will be negotiated with the selected Consultant(s).

End of this Exhibit

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services Attachment 1 to Exhibit A
CONSULTANT’S PROPOSAL AND FEE SCHEDULE
(attached)
CITYoaBREA
RFP No. 2025.05.02.01
Request for Proposals
Pre-Employment Background Investigation
for Fire Services
TIMELINE IKey Milestones
Key Milestone Schedule
Release of RFP May 2, 2025
Question Deadline May 15, 2025 by 5:00 pm PST
Pre-Proposal Conference (if applicable) Not Applicable
F i n a l A d d e n d u m I s s u e d May 19, 2025
Proposal Deadline May 22, 2025 by 5:00 pm PST
Interviews (week of)* May 27, 2025
Selection of Proposer* June 2, 2025
F i n a n c e C o m m i t t e e R e c o m m e n d a t i o n * June 10, 2025 City Council Award* June 17, 2025
Contract Start Date* July 1, 2025
*Tentative; at the discretion of the City
To obtains solicitation documents, submit questions, receive answers, and submit a proposal, proposer’s can visit the City’s eProcurement Portal at the following hyperlink https://www.publicpurchase.com/gems/brea,ca/buyer/public/home (registration required).

Please note that proposals may only be submitted electronically.

CITY.rBREA

PA R T I

R E Q U E S T F O R P R O P O S A L S
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City of Brea
CITYw^BREA Pre-Employment Background Investigation Services for Fire Services Request for Proposals
Pre-Employment Background Investigation Services for Fire Services I . O v e r v i e w
A. Purpose
The City of Brea ("City") is requesting proposals from qualified service providers to provide PreEmployment Background Investigation Services for Fire Services, as further set forth in Part III hereto, the Scope of Services and Specification Section ("Services"). Those submitting proposals are each referred to herein as "proposer". Any proposer selected to provide the foregoing services are sometimes referred to herein as "Proposer" or "consultant." B. Specific Processes Applicable to this Request for Proposal (RFP) To obtain solicitation documents, submit questions, receive answers, ad submit aproposal, visit the City’s eProcurement Portal at the following hyperlink (registration is required) City's eProcurement Portal
https://www.publicpurchase.com/gems/brea.ca/buyer/public/home

P R O P O S A L S M AY O N LY B E S U B M I T T E D E L E C T R O N I C A L LY

11. Questions and Answers.

A. Questions
Any person contemplating submitting aproposal in response to this RFP who has questions, requires clarification, or finds any discrepancies with respect to any part of this RFP, the Scope of Services and Specifications, the City's standard agreement contained herein, or any of the terms and conditions included therein (collectively, "Solicitation" or "RFP"), must submit their questions through the City's eProcurement Portal listed above by the Question Deadline set forth in the Timelines referenced on page one or as may be modified by any addendum. Questions not received by the Question Deadline will not be considered. As such questions, are non-responsive to the Solicitation requirements.

B . A n s w e r s
The City will issue addenda to answer question(s) received by the Question Deadline and provide clarifications and modifications to the Solicitation utilizing the City's eProcurement Portal as provided above, when deemed to be of sufficient importance or otherwise necessary to more fully implement the goals and intent of this RFP. Proposers must acknowledge receipt of all City-issued addenda. Only City's written addenda can modify the requirements of this RFP. Any modifications set forth in such addenda will supersede and take precedence over the original RFP and any preceding addendums. Any other form of communications shall have no force or effect with respect to this Solicitation. The City will not be bound by any verbal representations of any City official or employee.

R F P N o . 2 0 2 5 . 0 5 . 0 2 . 0 1
City of Brea
CITYo/^BREA Pre-Employment Background Investigation Services for Fire Services

PROPOSALS NOT RECEIVED ELECTRONICALLY BEFORE THE PROPOSAL DUE DATE, SHALL NOT BE OPENED AND SHALL BE DISREGARDED. PROPOSERS BEAR ANY AND ALL RISKS OF UNTIMELY, OR NON-RECEIPT OF ANY PROPOSAL, REGARDLESS OF THE CAUSE.
111. Costs Included in Proposal
A. Preparation Expense
Proposers prepare and make proposal(s) at their sole expense.

V. Sections Division and Purpose. Note the Qualifications and Forms sections will be used to determine if the proposer is qualified and responsive, while the Technical and Costs sections will be used to determine how well the proposer meets the requirements of this Solicitation and if the proposed costs are fair and reasonable. The Technical and Costs sections of the successful proposal may be attached to and incorporated as part of Exhibit Ato the City's standard Agreement for execution.

B . I n t r o d u c t i o n S e c t i o n
i. Title Page. Provide atitle page showing the Solicitation subject; the proposer's name; address, and the date of the proposal,
ii. Table of Contents. Provide atable of contents detailing the various sections and page numbers of the information contained in the proposal,
iii. Letter of Transmittal. Provide aletter of transmittal signed by an individual authorized to bind the proposer, briefly stating the proposer's understanding of the work to be done, the commitment to perform the work within the required time period(s), astatement why the R F P N o . 2 0 2 5 . 0 5 . 0 2 . 0 1
City of Brea
CITY„rBREA Pre-Employment Background Investigation Services for Fire Services proposer believes itself to be best qualified to perform the Services and astatement that the proposal is afirm and irrevocable proposal.

C. Qualifications Section
Background. Provide the proposer company's full legal name, address, phone, fax, email, website; Prior company names (if any) and years in business; mergers, buyouts; Organizational structure (i.e. corp., LLC, sole proprietorship, etc.) and chart; Names and titles of the principal owner(s); Person(s) authorized to contractually bind the company. List any pending litigation and describe any contracts terminated for cause and any governmental enforcement actions against proposer's company during the previous five (5) years. List any special recognition or awards.

Experience. Provide asummary of experience with similar kinds of work; Familiarity with state and federal procedures; Experience working with public agencies. Provide current business references for whom your company has provided similar services, and avery brief description of the provided services.

Qualifications. Provide asummary of financial responsibility; Demonstrated technical ability; Capability of developing innovative or advanced techniques; Special qualifications, training, credentials; Staff names, titles, role, qualifications, experience, and length of service and the designated project manager to be assigned to this agreement.

Understanding. Describe proposer's understanding of the work to be done as required by this RFP. Include any issues that will require special consideration in providing the Services and identify any unique approaches or strengths your company may have.

D. Technical Section
Approach. Provide adetailed discussion and proposed methodologies of the proposer's approach to the successful performance of the Services. Include thorough discussions of methodologies proposer believes are essential to accomplishing each task. Include a proposed work schedule to accomplish all of the required tasks and identify the team member responsible for each.

Proposed Schedule. Provide adetailed recommended schedule of activities. If aMeet and Confer and Presentation Requirements and/or aTentative Schedule are provided in the Scope of Services and Specifications Requirements Section any recommended modifications should be addressed.

II.

IV.

E. Cost Section
i. Pricing. Pricing shall be as specifically described in Exhibit "A" to the City's standard form of agreement attached hereto and incorporated by reference herein.

F. Forms Section
i . S t a n d a r d F o r m s
a . N o n - C o l l u s i o n A f fi d a v i t F o r m
b . R e f e r e n c e s F o r m
R F P N o . 2 0 2 5 . 0 5 . 0 2 . 0 1
City of Brea
CITY.yBREA Pre-Employment Background Investigation Services for Fire Services c. SubProposers List-Standard Form
d. Statement of Compliance or Exceptions Form
e . S t a t u s o f P a s t a n d P r e s e n t C o n t r a c t s F o r m f . I n s u r a n c e C o m m i t m e n t F o r m
g. Proposer Qualification Response Form
h. Firm Proposal Form
i . P r i c e F o r m
G. Withdrawal and Validity. Proposals may be withdrawn before the Proposal Deadline.

Otherwise, proposals are binding for 120 days from the Proposal Deadline.

B. Proposal Information Posted. Proposals received by the Proposal Deadline, will have results posted on the City's website at www.ci.brea.ca.us/1254/Reauests-for-Bids-Proposals-andQuotes. The Proposal results are subject to change based on responsiveness and determination of qualifications. Further information may be obtained by visiting the webpage, clicking on Requests for Bids, Proposals, and Quotes, and scrolling to the desired solicitation. City will not provide results by any other means.

D. All Proposals Become City Property and Public Records. All submitted proposals will become City property and public records subject to disclosure. Flowever, no proposal will be disclosed unless and until aproposer is selected and recommended for contract award to the City Council; all proposals are rejected; or, this RFP process is terminated.

DO NOT SUBMIT CONFIDENTIAL INFORMATION. Any and all notices of "trade secrets", "confidential information", "do not disclose", and/or any similar types of notices in aproposal will be disregarded.

VI. Evaluation
A. Non-Responsive Proposals. Proposals that are late or misdirected; or where the proposer did not attend any required mandatory Pre-Proposal Meeting or is suspended or debarred (www.sam.gov) are non-responsive. Proposals that did not include the required documents or information; modified any terms and conditions; had excessive or inadequate price relative to the Scope of Services and Specifications Requirements may cause the Proposal to be deemed non-responsive. Non-responsive Proposals will not be considered for further evaluations or R F P N o . 2 0 2 5 . 0 5 . 0 2 . 0 1
City of Brea
CITYoaBREA Pre-Employment Background Investigation Services for Fire Services award.

B. Responsive Proposals. Proposals that conform in all material respects to the RFP and are eligible f o r f u r t h e r c o n s i d e r a t i o n .
c. Informalities. City may waive any informalities in any proposal or this RFP process as deemed in City's best interest.

The scoring for Evaluation Criteria is set forth below:

Responsiveness of the Proposal including ability to meet the City's timelines, and acceptance of City's standard form of agreement
25%
Proposer's qualifications and prior experience 25%
Technical approach to provide the Services 20%
Value and economy to City of the proposed Project approach 20% Pricing 10%
The City reserves the right to select one or more proposers for further consideration or award of a contract, based solely on their proposal or, on their proposal and any interviews. The City reserves the right to negotiate afinal agreement with one or more of the top scoring proposers.

Award, Reject, Rescind.

As may be in City's best interest. City may accept and award acontract to any proposer; rescind any award; reject any or all proposals; and/or terminate this RFP process at any time.

Agreement.

If an agreement is awarded. City will do so after the successful proposer has satisfied all post-award requirements (insurance, bonding, etc.). The City's standard form of agreement is attached. Any requested changes to the agreement will be considered as part of the evaluation/scoring process.

Notice to Proceed.

City will issue anotice to proceed to Proposer(s) to commence providing the Services at the time stated in that notice. Absent aformal notice to proceed letter, delivery of the Purchase Order becomes the de facto notice to proceed unless otherwise stated in the Purchase Order.

End of this Section.

CITY./^BREA

PART II

S T A N D A R D F O R M S

REQUEST EOR PROPOSALS
Pre-Employment Background Eivestigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M A

N O N - C O L L U S I O N A F F I D A V I T F O R M
Note: To be executed by Proposer and submitted with Proposal.

S t a t e o f
County of (the^ Stat^f^^l^^^bj^iness)
(the County of the place of business)
,being first duly sworn, deposes and
(name of the person signing this form) ^ ■ says that he/she is O J of (title of the person signing this form)
,the party making the foregoing c3 \ / 9 S ~ r > C ^ ^ ~ r I ^ 5U/ -n>’ A/ C- proposal (name of proposing company)
that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the PROPOSER has not directly or indirectly induced or solicited any other proposer to put in afalse or sham proposal; that the PROPOSER has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in asham proposal, or to refrain from proposing; that the PROPOSER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the PROPOSER or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer; that all statements contained in the proposal are true; and, the PROPOSER has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, depository, or to any member or agent thereof, to effectuate acollusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of aPROPOSER that is acorporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that they have full power to execute, and does execute, this declaration on behalf of the PROPOSER.

Ideclare under penalty of perjury under the Laws of the State of California that the foregoing is true and correct and that this declaration is executed/SS set forth.

Signature:

N a m e / Ti t l e D a t e :

Notary is not required for this proposal.

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M B
REFE^NCES FORM CbA/sd C
(Proposer’s Company Name)
Provide current business references for whom your company has provided similar services.

Provide very brief description of the Project services your company provided to the reference.

Any unsatisfactory references or past unsatisfactory work performance with City may eliminate Proposer from further consideration (Brea City Code Sec. 3.24.020.M) y (p-) JArry ^^
yy.y- .s
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1. Company Name
Address, City, State, Zip
C o n t a c t ’ s N a m e & Ti t l e
Contact’s Phone #
C o n t a c t ’s E m a i l
Project
Completion Date &Value

2. Company Name
Address, City, State, Zip
C o n t a c t ’ s N a m e & Ti t l e dsj&U-.

Contact’s Phone #
C o n t a c t ’s E m a i l i
Project
Completion Date &Value

3. Company Name
Address, City, State, Zip
C o n t a c t ’ s N a m e & Ti t l e
Contact’s Phone #
C o n t a c t ’s E m a i l
Project
Completion Date &Value AJ/-
;-rV
3do g- cp,
/4 «. Pj P-eerTtiP—jy>{\EiC.A

4. Company Name
Address, City, State, Zip
C o n t a c t ’ s N a m e & Ti t l e
Contact’s Phone #
C o n t a c t ’s E m a i l
Project
Completion Date &Value r ^ C - z E ^ / P ( J

REQUEST EOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M C
S U B P R Q P O S E R S X I S T - S T A N D A R D F O R M . (Proposer’s Company Name)
Provide the information requested below. Duplicate this form as necessary to complete list. ^Check this box, if no subProposers are to be used for any of the proposed Company Name
Address, City, State, Zip
C o n t a c t ’ s N a m e & Ti t l e

1. Contact’s Phone #
C o n t a c t ’s E m a i l
Proposed work &amounts
License #s &Class
DIR #&Exp Date
Company
Address, City, State, Zip
C o n t a c t ’ s N a m e & Ti t l e

2. Contact’s Phone #
C o n t a c t ’s E m a i l
Proposed work &amounts
License #s &Class
DIR #&Exp Date
Company
Address, City, State, Zip

3. C o n t a c t ’ s N a m e & Ti t l e
C o n t a c t ’ s P h o n e #
C o n t a c t ’s E m a i l
Proposed work &amounts
License #s &Class
DIR #&Exp Date

REQUEST EOR PROPOSALS
Pre-Employment Background Luvestigation Serviees for Fire Services 2025.05.02.01

S T A N D A R D F O R M D

S T A T E M E N T O F C O M P L I A N C E O R E X C E P T I O N S F O R M Each Proposal must be accompanied by this form. Failure to provide this form will cause the Proposal to be deemed non-responsive and that Proposal will not be considered for further evaluation.
(Proposer’s Company Name)
Select one:

With Exceptions
By checking the above box. Proposer declares their Proposal was prepared in consideration of but with exceptions to one or more of the instructions, conditions, and terms of the Solicitation, Scope of Work, and Agreement, in which case Proposer must provide adetailed list for all such exceptions in the following format.

Section
Page#
City A
Term, Condition, Specification Exception &Benefit to City o r D Proposer acknowledges that City may accept or reject any or all of Proposer’s listed exceptions or reject the Proposer’s entire Proposal that contain any exceptions.

Signature:

N a m e / Ti t l e D a t e : C7

REQUEST FOR PROPOSALS
Pre-Emplo3Tnent Background Investigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M E

S T A T U S O F P A S T A N D P R E S E N T C O N T R A C T S F O R M Each Proposal must be accompanied by this form. Failure to provide this form will cause the Proposal to be deemed non-responsive and that Proposal will not be considered for further evaluation. As used in this form, “Proposer” means Proposer or any 10% or greater owner of the proposing company; “Contract Termination” means termination for cause by any other party to a contract with the Proposer; “Settlement” means settlement of any claim or lawsuit brought against Proposer in cormection with Proposer’s services; and, “Legal Action” means any lawsuit alleging fraud, breach or any other misconduct by, or filed against, Proposer.' ^ /fcJ ^ L ) , C
(Proposer’s Company Name)
No Contract Terminations, Settlements, or Legal Actions By checking the above box. Proposer declares that the Proposer has not had any Contract Terminations, Settlements, or Legal Actions within the past five years of the date signed hereunder and currently does not have any pending Contract Terminations, Settlements, or Legal Actions.

One or More Contract Terminations, Settlements, or Legal Actions By checking the above box. Proposer declares that the Proposer has had either one or more Contract Terminations, Settlements, or Legal Actions within the past five years of the date signed hereunder in which case, Proposer must provide alist for all such contracts and include:

Contract Title, Contract Value, Termination Date, Company Name, Contact Name, Phone Number, and Reasons for and descriptions of the Terminations, Settlements, or Legal Actions.

N a m e / Ti t l e D a t e :

REQUEST EOR PROPOSALS
Pre-Employment Background Eivestigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M F

I N S U R A N C E C O M M I T M E N T F O R M
Each Proposal must be accompanied by this form. Failure to provide this form will cause the Proposal to be deemed non-responsive and that Proposal will not be considered for further evaluation.

Al
(Proposer’s Company Name)
Proposer acknowledges that:

Proposer’s failure to comply with the required insurance as set forth in the Insurance Requirements of the Agreement is abreach of contract, which may result in one or more of the following; suspension of work, suspension or termination of contract, remuneration of procurement costs for obtaining areplacement Proposer, and suspension from submitting future proposal based on proposer’s default.

Proposer, at Proposer’s sole cost and expense, hereby promises and agrees to:

Acquire required insurance set forth in the Insurance Requirements of the Agreement.

Provide policies of insurance from acompany or companies having acurrent A.M. Best's rating of no less than A:VII and admitted and authorized to transact the business of insurance in the State of California prior to commencing any work and allowing any subProposer to commence work on any subcontract until it has secured all required insurance unless otherwise permitted or waived in writing by City’s Risk Manager.

Maintain in force at all times during the term of any Contract, insurance policies as set forth in the Insurance Requirements of the Agreement; replace any policies whose carrier’s rating falls below AVII with policies that meet or better the required AVII rating no later than the renewal date of the policy; amend, supplement, or endorse existing insurance policies that do not meet the insurance requirements set forth in the Insurance Requirements.

Proposer certifies, represents, and commits to all the Insurance Requirements of the Agreement.

Signature:

N a m e / T i t l e D a t e ;
C C - O A i S c J A / b

REQUEST FOR PROPOSALS
Pre-Emplo3Tnent Background Investigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M G

PROPOSER QUALIFICATIONS RESPONS
ftp c^ ([^tJSLkyr7 c A.
(Proposer’s Company Name)
Proposers must have demonstrated trustworthiness, as well as the necessary quality, fitness, capacity, and experience to satisfactorily provide the requirements specified in this Solicitation based on prior experience with city, references, and other available information.

Provide the information requested below. Do not omit or renumber any sections. All items listed must be submitted and checked off to ensure qualification responsiveness.

1. Background.

Please provide the following information about your company:
□ Your company’s full legal name, address, phone, fax, email, website.

Prior company names (if any) and years in business; mergers, buyouts, etc.

Organizational structure (i.e. corp., LLC, sole proprietorship, etc.).

Names and titles of the principal owner(s).

Person(s) authorized to make commitments for your company.

Special recognition or awards.
□
□
□
□
□

2. Experience.

Provide the following infonnation relative to required services:
□Summary of Experience with similar kinds of work.

DFamiliarity with state and federal procedures.
□Experience working with public agencies.
□Narrative of the working relationship with current business references for information not already included in the References Form.

3. Quali fl cations.

Provide the following information relative to required services:

DFinancial responsibility,
nDemonstrated Technical Ability.
□Capability of developing innovative or advanced techniques. □Special qualifications, training, credentials.

REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01
□Staff names, titles, role, qualifications, and experience assigned to this Project. □Designated project manager assigned to this Project.

Understanding.

Provide the following information relative to required services:
□Understanding of the work to be done based on this Solicitation. □Include issues that you believe will require special consideration for this Project. □Identify unique approaches or strengths your company has relative to required services.

4. 5. Approach.

Provide the following information relative to required services:

DUnderstanding of the work to be done.

DAdequacy of labor and resources to satisfactorily perform the requested services and meet the City’s needs.
□Names and titles of key management personnel.
□Team to be assigned for these services.

Submitted by:

Signature:

N a m e / Ti t l e D a t e :
fct:

INVESTIGATIONS
&CONSULTING, LLC
P.O. Box 29798
Anateim Haisi CA 92809-9798
WWW.IC sinvesti gations.c om
(714) 779-2300
Request for Proposal
City of Brea
R F P # 2 0 2 5 . 0 5 . 0 2 . 0 1
May 22, 2025
S E C T I O N 1

BACKGROUND
RCS Investigations &Consulting LLC has provided background and investigative services to more than 60 public agencies in California since 2006 and have since earned asolid reputation throughout the region. As former law enforcement managers, RCS managing partners understand the importance of completing athorough and ethical work product in aprofessional manner.

RCS Investigations &Consulting has completed in excess of 3,000 police/fire background investigations in the past 19 years. RCS Investigators have continually provided comprehensive and impartial public safety background reports, which meet or exceed requirements established by the California Commission for Police Officer Standards and Training [POST] when required.

RCS Investigators utilize astandard approach for conducting background investigations to include interviews with relatives, neighbors, employers, and personal references, as well as by performing acomprehensive review of all required documents for the position.

RCS Investigations &Consulting will provide all services in aprofessional manner, as well as in aworkmanlike manner according to the standards and ethics of the industry established by the California Department of Consumer Affairs-Bureau of Investigative Services.

RCS Investigations &Consulting is alimited liability corporation [LLC], whose two primary partners are Steve Rodig and Jorge Cisneros [retired managers from the Anaheim Police Department]. Both partners are qualified managers as defined through the California Bureau of Investigative Services and are designed as individuals authorized to make commitments for the company. The company office address is 1225 W. Lincoln Avenue, Anaheim, California 92805, and the business mailing address is P.O. Box 29798, Anaheim, California 92809-9798. The company office number is 714-779-2300 and the email address [email protected]. 1 S E C T I O N 2

EXPERIENCE
RCS Investigations &Consulting LLC is an insured company, whose primary partners are retired law enforcement professionals with over 50 years of combined experience working in the public sector. Both partners are qualified managers as defined through the California Bureau of Investigative Services.

RCS Investigations &Consulting have completed in excess of 3,000 police/fire background investigations in the past 19 years. RCS Investigators have continually provided comprehensive and impartial public safety backgroimd reports, which meet or exceed requirements established by the California Commission for Police Officer Standards and Training [POST] when required.

RCS Investigations &Consulting utilizes more than 30 select retired law enforcement/fire department independent contractors with aminimum of 20 years of experience to conduct background investigations in order to achieve various objectives designated by the client. Most of the independent contractors retired as either supervisors or managers at their respective law enforcement or fire department agencies. The designated ‘Project Managers’ from RCS Investigations &Consulting are Steve Rodig and Jorge Cisneros.

S E C T I O N 3

QUALIFICATIONS
RCS Investigations &Consulting LLC is an insured company, whose primary partners are retired law enforcement professionals with over 50 years of combined experience working in the public sector. Both partners are qualified managers as defined through the California Bureau of Investigative Services.

RCS Investigators have provided background and investigative services to more than 60 public agencies in California since 2006. As former law enforcement managers, RCS managing partners understand the importance of completing athorough and ethical work product in aprofessional, and timely manner.
2 RCS Investigations &Consulting have completed in excess of 3,000 police/fire background investigations in the past 19 years. RCS Investigators have continually provided comprehensive and impartial public safety background reports, which meet or exceed requirements established by the California Commission for Police Officer Standards and Training [POST] when required.

Since 2006, RCS Investigations &Consulting has provided background and or administrative investigative services to anumber of public agencies including and not limited to the following:

City of Adelanto
City of Anaheim
City of Alhambra
City of Arcadia
City of Banning
City of Buena Park
Bear Valley Community Services District
City of Bell
City of Bell Gardens
City of Beverly Hills
City of Brea
City of Carmel by the Sea
City of Cathedral City
City of Compton
Chaffey Community College District
Chino Valley Independent Fire District
Conejo Recreation and Park District
City of Costa Mesa
City of Coronado
City of Culver City
City of Cypress
C o r o n a - N o r c o U n i fi e d S c h o o l D i s t r i c t City of Downey
City of Desert Hot Springs
City of El Centro
City of Fountain Valley
City of Fullerton
City of Garden Grove
City of Gardena
City of Glendora
3 S o u t h e r n C a l i f o r n i a A s s o c i a t i o n o f G o v e r n m e n t s City of Hawthorne
City of Hermosa Beach
City of Huntington Park
City of Huntington Beach
City of Indio
City of Irvine
City of Garden Grove
City of Glendora
City of Laguna Beach
City of La Habra
City of La Palma
City of Los Angeles Housing Authority
City of Lynwood
City of Maywood
City of Manhattan Beach
City of Malibu Beach
City of Montebello
City of Monterey Park
City of Montclair
City of Monrovia
City of Newport Beach
City of Glendora
City of Orange
County of Orange
City of Perris
City of Pomona
City of Placentia
City of Palos Verdes Estates
City of Rancho Palos Verdes
City of Redondo Beach
City of Riverside
City of Santa Ana
City of San Gabriel
City of San Fernando
City of Seal Beach
City of Signal Hill
City of Simi Valley
City of El Monte
City of South El Monte
City of South Pasadena
City of South Gate
City of Tehachapi
City of Walnut
4 City of West Covina
City of Westminster
City of West Hollywood
City of Whittier
Costa Mesa Sanitation District
F u l l e r t o n U n i fi e d S c h o o l D i s t r i c t Glendale Community College District
Inland Empire Utilities Commission
Inglewood Unified School District
M e s a C o n s o l i d a t e d Wa t e r D i s t r i c t Mount San Antonio College District
Pasadena Community College District
S a n t a A n a U n i fi e d S c h o o l D i s t r i c t South Western Community College District
S t o c k t o n U n i fi e d S c h o o l D i s t r i c t San Bernardino Community College District
San Gabriel Valley Vector and Control District
State Bar of California
Orange County Bar Association
University of California Irvine
University of California Los Angeles
University of California Riverside
University of Southern California
California State University San Bernardino
California State University Northridge
Ventura Regional Sanitation District
Vista Irrigation District
RCS Investigations &Consulting have never experienced aterminated contract for convenience, non-performance, or any other reason; and have never entered into alegal action with aclient.

S E C T I O N 4 & S E C T I O N 5

U N D E R S T A N D I N G & A P P R O A C H
RCS Investigations &Consulting will submit acompleted background investigation report/file within areasonable amount of time and usually prior to seven weeks, barring any unforeseen conditions. RCS Investigations will provide amanaging partner from the company to serve as a point of contact as needed by the City of Brea for each assigned background investigation.

RCS Investigations and Consulting will generally conduct the following work-related practices as part of the background process for the Brea Fire Department:
5 ●Conduct apreliminary review of the documents provided for the background process. ●Conduct afull review of the Personal History Statement and identify pertinent concerns and/or responses from the applicant in the background report. ●Verify the applicant’s name, date of birth and citizenship by using approved forms of documentation.
●Verify marital/divorce status by reviewing marriage certificates and divorce dissolutions.

Interview current spouses (and former spouses on an as-needed basis). ●Conduct interviews with employers, personal references, landlords, family members, neighbors and dating partners.
●Verify the applicant’s educational backgroimd through official documents. ●Review the applicant’s driving history and government records via existing databases. ●Review the applicant’s military history (if available) and verify service status through accepted government documents.
●Review the applicant’s credit history (when applicable), identify past financial issues, and confirm the current payment status.
●Send local agency check letters to locations where the applicant has worked or resided in the past three years.
●Conduct public social network searches within the confines of California law. (RCS Investigators will not request applicants to log on to their private accounts for viewing purposes).
●Provide acomprehensive report addressed to the Fire Chief to include the areas defined in the background scope of services.
●Submit the background file to the Brea Fire Department within areasonable amount of time for review, usually within seven weeks.
6 REQUEST FOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

S TA N D A R D F O R M H
A FIRM PROPOSAL FORM ^
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(Proposer’s Company Name)
FIRM PROPOSAL made by Proposer to the City of Brea:

I, the undersigned, hereby represent and warrant that Iam authorized to submit this Proposal on behalf of and to bind the principals who Irepresent, to all the requirements of the City of Brea’s Terms and Conditions, Specifications, Scope or Work, any attachments, exhibits, amendments; and Ioffer and agree to those requirements at the prices set forth in the Proposal Form.

Further, Iunderstand that no contract exists unless City accepts this Proposal by executing the attached Agreement
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Business Address:

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1. Individual/Sole Proprietor or Single-Member LLC; 2. CCorporation;

3. Corporation; 4. Paitnership; 5. Trust/Estate; 6. Limited Liability Co. y
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corps: Secretary, Assist. Secretary, Chief Finance
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[Pursuant to California (Corporations (Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line.] Email:

Date Signed: 3~
corps: Chairperson, President, Vice President
LLCs Manager
[Pursuant to (California Corporations Code Section 17703.01(d), for limited liability companies, both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.]

REQUEST EOR PROPOSALS
Pre-Employment Background Investigation Services for Fire Services 2025.05.02.01

S T A N D A R D F O R M I
US
(Proposer’s Company Name)
Separate and describe your tasks, and associated costs, for the Scope of Services requirements.

Attach additional pages if necessary.

Please note that pricing Must Be All-Inclusive. EACH PROPOSAL MUST BE INCLUSIVE OF ALL COSTS TO PERFORM THE REQUIRED SER VICES. Any and all costs of labor, transportation, materials, software, equipment, proprietary licenses, and any and all other fees, costs, taxes, insurance, and expenses necessary to comply with the requirements of this RFP and to provide the Services, must be included in the proposal price.

Tasks Description Rate
1 2
3 $
4 $:
5 $
6 $
7 $
8 $
9 $
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Proposal Total Costs (add above lines)
A d d i t i o n a l c o m m e n t s / r e m a r k s :

CITYorBREA

PA RT I I I

A G R E E M E N T &

S C O P E O F S E R V I C E S

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services This Professional Services Agreement (“Agreement”) is dated {AgreementDate} for reference purposes and is executed by the City of Brea, aCalifornia municipal corporation (“City”), and {Consultant Name} a(Legal Status} (“Consultant”).

RECITALS
City desires to retain Consultant as an independent Consultant to provide the following professional services; As-Needed Pre-Employment Background Investigation Services for Fire Services.

B. Consultant represents that it is duly licensed, fully authorized by law, and has the necessary experience and qualifications, to provide such services.

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

1. Scope of Services.

Consultant shall perform the services referenced in the Recitals, as required by the RFP and more specifically described in the Scope of Services set forth in the attached hereto as Exhibit “A”, and as otherwise required by this Agreement, all to City’s satisfaction (collectively, “Services”).
dated

2. Compensation.

City shall pay for the Services satisfactorily performed, in accordance with the Fee Schedule set forth in the attached Attachment 1to Exhibit A hereto.

In no event shall the total amount paid for the Services over the term of this Agreement exceed the all-inclusive sum of ${ContractAmount} (“Contract Amounf’). This amount covers and is inclusive of all labor, materials, and any and all other costs incurred by Consultant in performing the Services.

Consultant shall be deemed to have made all inquiries and site inspections deemed necessary by Consultant prior to execution of this Agreement.

Unless the Fee Schedule calls for payment of aone-time flat fee, periodic payments for undisputed work shall be made within 30 days of receipt of an invoice which includes adetailed description of the work performed.

Consultant’s invoices shall indicate the amount of time spent on each task and the applicable rate.

Unless the Fee Schedule calls for payment on adifferent schedule.

Consultant shall invoice City on amonthly basis.

3. Contingency Work.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services The parties may agree on contingency work to be provided as part of the Services. A written amendment to this Agreement shall be executed for contingency work that increases the Contract
Amount by more than {Contingency Percent} percent. The City Manager, or designee, is authorized to approve, in writing, contingency work that is below the foregoing limit.

Consultant’s monthly invoice shall include adetailed description of any approved, contingency work. Any work performed by Consultant without awritten amendment or approval of the City Manager, or designee, shall be deemed to be work included within the Services.

4. Term.

The term of this Agreement shall commence on {TermStartDate} (“Effective Date”).

Unless extended or earlier terminated as provided herein, this Agreement has aone-year term with an option to extend for four additional one-year term at the City’s discretion.

5. Ti m e o f P e r f o r m a n c e .

Consultant shall complete the Services within the term of this Agreement, and shall meet any other established and agreed upon schedules and deadlines agreed upon in writing. Consultant shall commence performance within two business days of receiving City’s written notice to proceed.

B. Force Majeure. Neither party shall be considered in default of this Agreement for delays in performance caused by aforce majeure event. As used in this Agreement, the term “force majeure event” means circumstances beyond the reasonable control of the non-performing party and includes the following: abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; or judicial restraint. Consultant’s lack of financial capabilify, shall not constitute aforce majeure event unless directly attributable to any of the foregoing events.

C. Should aforce majeure event occur, the non-performing party shall, within areasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement.

6. M a i n t e n a n c e o f R e c o r d s .

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Serviees for Fire Services

7. S t a n d a r d o f C a r e .

Consultant’s Services shall be performed in accordance with the generally accepted professional standards of practice and principles and in amanner consistent with the level of care and skill ordinarily exercised by members of the profession currently performing similar services under similar conditions. Consultant shall maintain all professional licenses and certifications required to lawfully perform the Services.

8. Compliance with Law.

A. Consultant shall comply with all applicable laws including Cal/OSHA requirements.

B. Consultant shall obtain aCity of Brea business license.

C. Consultant shall comply with all {AdditionalLegalRequirements}.

9. Assignment and Subcontracting.

B. Any attempt to so assign, transfer, or subcontract without City’s prior written consent shall be void and shall constitute grounds for City’s termination of this Agreement. Authorized subcontracts shall contain aprovision making the subConsultant subject to all requirements of this Agreement.

C. If use of asubConsultant is approved, then City may withhold 5% of each monthly payment to Consultant. Such retention shall be released upon City’s receipt of an unconditional release of all claims signed by any such subConsultant, as to work performed to date.

10. Independent Consultant.

Consultant is retained as an independent Consultant and is not an employee of City. No employee or agent of Consultant is or shall become an employee of City.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Serviees C. Consultant’s personnel shall not wear or display any City uniform, badge, identification number, or other information identifying such individual as an employee of City. Consultant’s personnel shall not use any City e-mail address or City telephone number in the performance of the Services.

Consultant shall acquire and maintain at its sole cost and expense such vehicles, equipment and supplies as Consultant’s personnel require to perform the Services. Consultant shall perform the Services off of City premises at locations of Consultant’s choice, except as otherwise may from time to time be necessary in order for Consultant’s persormel to receive projects from City, review plans on file at City, pick up or deliver any work product, or as may be necessary to inspect or visit City locations. City may make acomputer available to Consultant from time to time for Consultant’s personnel to obtain information about or to check on the status of projects pertaining to the Services.

D. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant’s personnel in connection with the Services.

11. CalPERS Compliance.

The parties acknowledge that City is alocal agency member of CalPERS, and as such has certain pension reporting and contribution obligations to CalPERS on behalf of qualifying employees. Consultant agrees that, in providing its employees and any other personnel to City to perform the Services, Consultant shall assure compliance with the Public Employees’ Retirement Law (Government Code Section 20000 et seq.), the regulations of CalPERS, and the Publie Employees’ Pension Reform Aet of 2013 (Government Code Section 7522 et seq.). Without limitation to the foregoing. Consultant shall assure compliance with regard to personnel who have aetive or inactive membership in CalPERS and to those who are retired annuitants and in performing this Agreement shall not assign or utilize any of its personnel in amanner that will cause City to be in violation of the applieable retirement laws and regulations.

12. Insurance.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services Unless otherwise permitted or waived in writing by City’s Risk Manager, Consultant shall not commence work until it has secured all insurance required under this section and provided evidence thereof that is acceptable to City. In addition, Consultant shall not allow any subConsultant to commence work on any subcontract until it has secured all insurance required under this section.

Commercial General Liability A.

Consultant shall take out and maintain, in amounts not less than specified herein. Commercial General Liability Insurance, in aform and with insurance companies acceptable to City.

1. Coverage for Commercial General Liability insurance shall be at least as broad as the following:

11. Insurance Services Office Commercial General Liability coverage (Occurrence Form CG 00 01) or exact equivalent. a.

Commercial General Liability Insurance must include coverage for the following:
111
Bodily Injury and Property Damage
Personal Injury/Advertising Injury
Premises/Operations Liability
Products/Completed Operations Liability
Aggregate Limits that Apply per Project
Contractual Liability with respect to this Agreement
Broad Form Property Damage
Independent Consultants Coverage
a.
b.
c.
d.
e.
f
gh.
iv. The policy shall contain no endorsements or provisions limiting coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured against another; (3) products/completed operations liability; or (4) contain any other exclusion contrary to this Agreement.

V. The policy shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials, as additional insureds using ISO endorsement forms CG 20 10 10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
vi. The general liability coverage may utilize deductibles or provide coverage excess of aself-insured retention, only if approved by City’s Risk Manager in writing, and further provided that such deductibles shall not apply to coverage of the additional insureds.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services B. Automobile Liability
Consultant shall maintain Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, in aform and with insurance companies acceptable to City.

1. Coverage for automobile liability insurance shall be at least as broad as Insurance Services Office Form Number CA 00 01 covering automobile liability (Coverage Symbol 1, any auto).

11. The policy shall be endorsed to name City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials, as additional insureds.
111.

Subject to City’s written approval, the automobile liability coverage may utilize deductibles or provide coverage excess of aself-insured retention, provided that such deductibles shall not apply to coverage of the additional insureds.

IV.

C. Workers’ Compensation/Employer’s Liability
Consultant certifies that Consultant is aware of the provisions of Labor Code Section 3700 which requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and he/she/it will comply with such provisions before commencing work under this Agreement.

1. Consultant shall maintain lull compensation insurance for its employees in accordance with the Workers’ Compensation and Insurance Act (Labor Code Section 3200 et seq.) and Employer’s Liability Coverage in amounts indicated herein. Consultant shall require all subConsultants to obtain and maintain workers’ compensation coverage of the same type and limits as specified in this section.

11. D. Professional Liability (Errors and Omissions)
Consultant shall maintain professional liability or errors and omissions insurance appropriate to its profession, in aform and with insurance companies acceptable to City and with the limits required herein. This insurance shall be endorsed to include contractual liability applicable to this Agreement and shall be written on apolicy coverage form specifically designed to protect against acts, errors or omissions of Consultant in the performance of professional services. “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy must “pay on behalf of’ the insured and must include aprovision establishing the insurer's duty to defend.

E . C y b e r L i a b i l i t y

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services If Cyber Liability is included in the Minimum Policy Limits Required below, then Consultant shall maintain cyber liability insurance providing protection against claims and liabilities arising from; (i) errors and omissions in connection with maintaining security of City Data (as defined below); (ii) data breach including theft, destruction, and/or unauthorized use of City Data; (iii) identity theft including bank charges assessed; and (iv) violation of privacy rights due to abreach of City Data.

F. Minimum Policy Limits Required
A.M. Best's Rating 1.

Each policy of insurance required herein shall be from acompany or companies having acurrent A.M. Best's rating of no less than A; VII and admitted and authorized to transact the business of insurance in the State of California.

The following insurance limits are required for this Agreement: 11.

C o m b i n e d S i n g l e L i m i t
$1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury, and property damage
If lEl, then required
lElCommercial General Liability
iKlAutomobile Liability $2,000,000 per occurrence (any auto) for bodily injury and property damage
lElWorkers’ Compensation In the amount required by California law lElEmployer’s Liability $1,000,000 per occurrence
$2,000,000 per claim and aggregate (errors and omissions) $2,000,000 per occurrence
Defense costs shall be payable in addition to the limits. ix] Professional Liability
lEl Cyber Liability
111.

Requirements of specific coverage or limits contained in this section are not intended as alimitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance. Any available coverage shall be provided to the parties required to be named as additional insured pursuant to this Agreement.

IV.

G. P r o o f o f I n s u r a n c e
Within five days of execution of this Agreement, but prior to commencement of the Services, Consultant shall file with City evidence of insurance from an insurer or insurers certifying to the coverage of all insurance required herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent) signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or equivalent), together with required endorsements. All evidence of insurance shall be signed by a properly authorized officer, agent, or qualified representative of the insurer

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services and shall certify the names of the insured, any additional insureds, where appropriate, the type and amount of the insurance, the location and operations to which the insurance applies, and the expiration date of such insurance.

The Commercial General Liability Policy and Automobile Liability Policy
shall each contain aprovision stating that Consultant’s policy is primary insurance and that any insurance, self-insurance or other coverage maintained by City or any additional insureds shall not be called upon to contribute to any loss.

11. The retroactive date (if any) of each policy is to be no later than the effective date of this Agreement. If a“claims-made” professional liability policy is provided, it shall include an extended reporting period of not less than three years.
111.

All required insurance coverages, except for the professional and cyber liability coverage, shall contain or be endorsed to provide awaiver of subrogation in favor of City, its officials, officers, employees, agents, servants, designated volunteers and agents serving as independent Consultants in the role of City officials, or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to aloss.

Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subConsultants.

IV.

The limits set forth herein shall apply separately to each insured against whom claims are made or suits are brought, except with respect to the limits of liability. Further the limits set forth herein shall not be construed to relieve Consultant from liability in excess of such coverage, nor shall it limit Consultant’s indemnification obligations to City or preclude City from taking such other actions available to City under other provisions of this Agreement or law.

I. Additional Insurance Provisions

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services The foregoing requirements as to the types and limits of insurance coverage to be maintained by Consultant, and any approval of such insurance by City, are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by Consultant pursuant to this Agreement, including the provisions concerning indemni fi cation.

1. If at any time during the term of this Agreement, any poliey of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced. City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative.

City may terminate this Agreement for cause.

11. City may require Consultant to provide for inspection by City, complete copies of all insurance policies in effect for the duration of the Agreement. 111.

No City official, officer, employee, agent or volunteer shall be personally responsible for any liability arising under or by virtue of this Agreement.

IV.

The insurance obligations under this Agreement shall be; (1) all the insurance coverage and/or limits earried by or available to Consultant; or (2) the minimum insurance coverage requirements and/or limits shown in this Agreement; whiehever is greater. Any insurance proceeds in exeess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to agiven loss, shall be available to City. No representation is made that the minimum insuranee requirements of this Agreement are sufficient to cover the obligations of Consultant under this Agreement.

13. Indemni fi cation.

A. Other than in the performance of professional services, and to the fullest extent permitted by law. Consultant shall defend (with counsel reasonably

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services approved by City), indemnify and hold City, its officials, officers, attorneys, agents, employees, servants, designated volunteers, successors, assigns and those City agents serving as independent Consultants in the role of City officials (collectively “Indemnitees”) free and harmless with respect to any and all claims, demands, causes of action, costs, expenses, liabilities, losses, damages, stop notices and/or injury of any kind, in law or equity, to property or persons, including bodily injury, wrongful death, personal injury and property damage, and destruction, or unauthorized access to, use, and/or theft of City Data (collectively, “Claims”) in any manner and to the extent arising out of, pertaining to, or incidental to any act, error, omission, or willful misconduct of Consultant, its owners, officials, officers, employees, servants, subConsultants, consultants or agents (and/or any entity or individual for whom Consultant shall bear legal liability) in connection with the performance of the Services including the payment of all damages, expert witness fees and attorney’s fees and other related costs and expenses actually incurred in connection with such defense. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Consultant, or by City or any of the other Indemnitees. Consultant shall have no liability hereunder for claims and liabilities arising out of the sole, active negligence of any of the Indemnitees.

B. Professional Services. To the fullest extent permitted by law. Consultant shall, at its sole cost and expense, protect, defend, hold harmless and indemnify the Indemnitees, from and against any and all Claims, whether actual, alleged or threatened, to the extent arising out of, pertaining to, or relating to, in whole or in part, the negligence, recklessness or willful misconduct of Consultant, and/or its officers, agents, servants, employees, subConsultants, Consultants or their officers, agents, servants or employees (and/or any entity or individual for whom Consultant shall bear legal liability) in the performance of professional services under this Agreement. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Claims with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs, actually incurred in connection with such defense.

C. Consultant’s obligations under this Section shall survive the expiration or termination of this Agreement.

14. L a w s a n d Ve n u e .

This Agreement shall be interpreted in accordance with the laws of the State of California without regard for change of venue laws. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in astate or federal court situated in the County of Orange, State of California. Consultant must comply with the claim procedures set forth in the Government Claims act (Government Code Section 810 et seq.) prior to filing any lawsuit against City.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services

15. Termination.

A. City may terminate any portion or all of the Services or this Agreement with or without cause by giving 10 days’ written notice to Consultant. In such event, City shall be immediately given title to and possession of all Work Product (as defined) below and original field notes, drawings and specifications, written reports and all other documents produced or developed pursuant to this Agreement. Provided Consultant is not then in breach. City shall pay Consultant for any portion of the Services satisfactorily completed prior to termination. If termination occurs prior to completion of any specific task for which apayment request has not been received, the charge for Services performed shall be the reasonable value of such Services, based on an amount agreed to by the parties.

16. Ownership of Work Product.

A. All draft and final reports, documents, and other written material, and any and all images, ideas, concepts, designs including website designs, source code, object code, electronic data and files, and/or other media whatsoever created or developed by Consultant in the performance of this Agreement (collectively, “Work Product”) shall be considered to be “works made for hire” for the benefit of City. All Work Product and any and all intellectual property rights arising from their creation, including all copyrights and other proprietary rights, shall be and remain the property of City without restriction or limitation upon their use, duplication or dissemination by City upon final payment being made, provided that any such use shall be at City’s sole risk. Consultant shall not obtain or attempt to obtain copyright protection as to any of the Work Product. Consultant agrees that the compensation set forth in Section 2of this Agreement includes conveyance to City of ownership of all Work Product, including intellectual property rights, as provided in this Section 16.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services Work Product for any purpose. Consultant shall defend, indemnify and hold City, and the other Indemnitees harmless from any and all losses, claims or liabilities in any way related to aclaim that City’s use of any of the Work Product violates federal, state or local laws, or any contractual provisions, or any rights or laws relating to trade names, licenses, franchises, copyrights, patents or other means of protecting intellectual property rights and/or interests in products, ideas or inventions. Consultant shall bear all costs arising from the use of patented, copyrighted, trade secret or trademarked documents, materials, equipment, devices or processes in coimection with its provision of the Work Product produced under this Agreement. In the event the use of any of the Work Product or other deliverables hereunder by City is held to constitute an infringement and the use of any of the same is enjoined. Consultant, at its expense, shall: (a) secure for City the right to continue using the Work Product and other deliverables by suspension of any injunction, or by procuring alicense or licenses for City; or (b) modify the Work Product and other deliverables so that they become noninfringing while remaining in compliance with the requirements of this Agreement. Consultant’s obligations under this Section shall survive the expiration or termination of this Agreement.

17. Data Security.

A. As used in this Agreement, “City Data” means any and all information and data provided or made accessible, directly or indirectly, to Consultant by City, or otherwise acquired from City, in connection with Consultant’s performance of the Services. Except where subject to athird party’s intellectual property rights, any and all City Data is solely owned by City. Consultant is granted alimited, non¬ exclusive, and revocable license to use City Data solely as necessary to perform the Services. At no time shall Consultant use City Data for its own purposes, or sell, disclose or disseminate City Data, except as required by law or to provide the Services. At all times herein. Consultant shall protect and maintain the security of City Data using methods providing not less than the level of security Consultant uses for its own confidential data, and that otherwise comply with recognized industry data security standards applicable to similar kinds of governmental data and information.

B. To the extent any City Data consists of personal information as defined in Consumer Privacy Act (Civil Code Section 1798.100 et seq.). Consultant shall comply with that statute and with Civil Code Section 1798.80, et seq., including providing the required notifications in the event of any unauthorized access of personal information stored, maintained, accessed, used or transmitted by Consultant in connection with this Agreement. Notwithstanding the foregoing, Consultant shall within 24 hours notify the City Representative by telephone and in writing of any unauthorized access of City Data. Thereafter, Consultant shall render any assistance to City and law enforcement as necessary to ascertain the nature and extent of such unauthorized access.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services C. Consultant shall not store City Data using cloud-based storage without City’s prior, written consent, unless the use of such storage is clearly described in the Scope of Services. Where permitted herein, any and all cloud-based storage shall be on servers and other hardware located within the continental United States, and shall be in compliance with ISO/IEC 27001 -27018, as applicable, unless otherwise agreed to in writing by the City Representative.

18. Party Representatives.

Consultant hereby designates {ConsultantRepName}, or such person’s designee, as Consultant’s Representative for this Agreement, unless and until written notice of anew representative acceptable to City is provided to City.

City hereby designates {CityRepName} or such person’s designee, as the City Representative for this Agreement.

The foregoing representatives shall be authorized to provide consent where required herein, and to make other administrative decisions that will be binding on their respective party, except as otherwise specifically required herein.

C.
1 9 . N o t i c e s .

Consultant
{ConsultantF uIlN ame}
{ConPMStreetAddress}
{ConPMcity}, {ConPMstate} {ConPMzip}
{ConPMCountry}
{ConPMName}
{ConPMEmail}
{ConPMPhone}
City
City of Brea
1 C i v i c C e n t e r C i r c l e
Brea, CA 92821
U n i t e d S t a t e s
{CityPMName}
{CityPMEmail}
{CityPMPhone}

20. Third Party Rights.

Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than City and Consultant.

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services

21. Con fl i c t s o f I n t e r e s t .

B. Consultant further covenants that, in the performance of this Agreement, no subConsultant or person having any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services shall be employed. Consultant has provided City with alist of all City-approved subConsultants and the key personnel for such subConsultants that are retained or to be retained by Consultant in connection with the performance of the Services, to assist City in affirming compliance with this Section.

C. Consultant maintains and warrants that it has not employed nor retained any company or person, other than abona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than abona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. If required. Consultant further agrees to file, or shall cause its employees or subConsultants to file, a Statement of Economic Interest with the City Clerk as required under state law in the performance of the Services. For breach or violation of this warranty. City shall have the right to terminate this Agreement without liability. No director, official, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

22. Severability.

The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal.

23. Successors and Assigns.

This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of the parties.

24. Non-Waiver.

None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specified in writing, and any such waiver shall be limited to that set

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services of circumstances and not to any future circumstances unless another written waiver is executed.

25. Time of Essence.

Time is of the essence in each and every provision of this Agreement.

26. City’s Right to Employ Other Consultants.

City reserves its right to employ other Consultants to provide the Services or similar services.

27. Exhibits.

The attached {ExhibitsAttached} are incorporated herein by reference. In the event of any conflict or inconsistency between the provisions of this Agreement and any Exhibit, the provisions of this Agreement shall govern. In the event of any conflict or inconsistency between the provisions of this Scope of Services and Specifications Requirements and the Consultant’s Proposal set forth in the attached Attachment 1to Exhibit A, the provisions of the Scope of Services and Specifications Requirements shall govern.

28. Entire Agreement.

This Agreement (including the attached Exhibits) represents the entire understanding of the parties as to the Serviees, and supersedes and cancels any prior or contemporaneous oral or written understanding, promises or representations with respect to those matters.

CORPs: Secretary, Asst. Secretary, Chief Finance
Officer,
LLCs: Manager
[Pursuant to California Corporations Code Section 313, both signature lines must be executed unless the signatory holds at least one of the offices designated on each line.] Manager Asst. Treasurer
[Pursuant to California Corporations Code Section 17703.01(d), both signature lines must be executed unless the articles of incorporation state that the firm is managed by only one manager.] City of Brea Attest (if over $25,000)
By: By:
(CitySignerN ame}
(CitySignerTitle)
{CitySignerEmail}
{AttestName}
{AttestTitle}
{AttestEmail}
Date Signed: Date Signed:

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services

E X H I B I T A
I. Introduction.

The City of Brea is seeking proposals for qualified consultants to:
●Provide as-needed Pre-Employment Background Investigation Services for candidates for sworn and non-swom employment with the Brea Fire Department. The anticipated average number of annual backgrounds is four (4) Firefighters and ten (10) non-swom Ambulance Operators.

This request for proposal does not obligate the City of Brea to award acontract or complete the project, and the City reserves the right to cancel the solicitation if is considered to be in its best interest. The City reserves the right to award more than one contract for the services specified herein in order to ensure the continuing ability to obtain timely and accurate background investigations of candidates for employment. The proposed agreement is for aone-year term with an option to extend for four additional one-year term at the City’s discretion.

Scope of Work. II.

The successful Proposer shall:
●Provide investigative services in aprofessional manner in compliance with all applicable federal, state, and local laws, as well as in aworkmanlike manner according to the standards and ethics in the industry as established by the California Secretary of State, Department of Consumer Affairs, Bureau of Investigative Services Furnish everything necessary to provide the Services.

Backgrounds shall include adetailed narrative report (“the narrative”) summarizing all findings and reports of each applicant’s background and eligibility based on Brea Fire Department hiring. The following areas, at minimum, should be both addressed in the narrative and supported by documentation included within the background file. ●Verification of Qualification for Firefighter Appointment (for candidates for sworn employment).
●Areview of the candidate’s personal history statement. ●Criminal history that advises of felony and/or misdemeanor convictions, including fingerprint returns, demonstrating the results of aDepartment of Justice and Federal Bureau of Investigation fingerprint check for criminal history (City of Brea HR) Motor vehicle driving history (all states in which applicant held an operators/driver’s license), including acopy of the applicant’s driver’s license and vehicle registration, and proof of motor vehicle insurance.
●Inquiries with all local law enforcement departments where the candidate has lived, worked, attended school, or frequently visited.
●Financial information, including monthly income/expenses, bankruptcy (if applicable). ●Education background and verification, including copies of official transcripts, diplomas and accreditation verification from high school or equivalent and all colleges and universities attended.
●Employment eligibility and age verification, including copies of any document

Proof of marital status, including marriage certificate(s) and all final court-issued dissolution doeuments or legal separation deerees, as applieable.

Employment verification and history of at least ten years’, supported by comments/questionnaires eompleted by Human Resources, supervisors, and coworkers, as well as evaluations.

Verifieation and contaets with the applieanf spersonal/family references (including any former spouses), any secondary references provided by primary contacts, and additional secondary references as identified by the investigator, supported by eomments/questionnaires.

Athorough search of the candidate’s soeial media for suitability of employment and for bias-relevant information, including hate group affiliation and/or activities. (Verifieation and eontacts with the applicant’s current and/or former neighbors, supported by eomments/questionnaires.

Verification of applications to other fire ageneies, including an examination of the status/dispositions of said applications and review of any relevant background documentation contained by those law enforcement ageneies.

Drug and/or substanee use history.

Neighborhood and rent eheek, including contacts with the applicant’s neighbors.

Polygraph examination. (Proposer does not administer the polygraph examination, but will provide astatement regarding the results of the examination).

Civil suits and legal judgments concerning the applieant (Federal, State and eurrent County of residenee).

Social Security Number (SSN) -Trace &Address Loeator verifieation to determine name and name variations used by the individual such as maiden, divoreed or previous names, other names associated with that SSN, current and former addresses associated with that SSN, and date of birth.

Photographs of the applicant’s home, vehicle, and any and all tattoos located in nonsensitive/non-private areas of the As aprerequisite for submitting aproposal. Proposers shall possess the following minimum qualifications or abilities:
●Proper training and licensing as required by law, and prior experienee condueting baekground investigations for fire ageneies. References from all fire agencies for whom Proposer has performed baekground investigation serviees for in the past two years (up to amaximum of three) shall be incorporated into proposal. ●The ability to provide summary invoieing, whieh is supported by detailed cost descriptions of individual background investigations.
●Performance of baekground investigations in accordance with all applieable Federal, State and County polieies, rules, regulations, laws and eodes, including without limitation, the Federal Fair Credit Reporting Act (15 U.S.C. §1681 et seq.) and the California Investigative Consumer Reporting Agencies Act (Civil Code §1786 et seq.). ●The ability to keep itself fully informed of, and shall observe and comply with, all relevant laws, ordinances and regulations whieh in any manner affeet those engaged or

P R O F E S S I O N A L S E R V I C E S A G R E E M E N T Pre-Employment Background Investigation Services for Fire Services employed on any work, the collection of data and information, or in any way affect the performance of any work under the contract, and of all orders and decrees of agencies having any jurisdiction or authority over work performed under the contract. ●Availability to assist the City should legal action result from the background investigations performed by the successful Proposer.

The final scope of work will be negotiated with the selected Consultant(s).

E n d o f t h i s E x h i b i t

B. Consultant represents that it is duly licensed, fully authorized by law, and has the necessary experience and qualifications, to provide such services.

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

1. Scope of Services.

2. Compensation.

A. City shall pay for the Services satisfactorily performed, in accordance with the Fee Schedule set forth in the attached Attachment 1 to Exhibit A hereto.

B. In no event shall the total amount paid for the Services over the term of this Agreement exceed the all-inclusive sum of $ 30,000.00 (“Contract Amount”). This amount covers and is inclusive of all labor, materials, and any and all other costs incurred by Consultant in performing the Services.

Consultant shall be deemed to have made all inquiries and site inspections deemed necessary by Consultant prior to execution of this Agreement.

Consultant’s invoices shall indicate the amount of time spent on each task and the applicable rate.

D. Unless the Fee Schedule calls for payment on a different schedule, Consultant shall invoice City on a monthly basis.

3. Contingency Work.

4. Term.

The term of this Agreementshall commence on July 1, 2025 (“Effective Date”). Unless extended or earlier terminated as provided herein, this Agreement shall expire on June 30, 2028.

5. Time of Performance.

B. Force Majeure. Neither party shall be considered in default of this Agreement for delays in performance caused by a force majeure event. As used in this Agreement, the term “force majeure event” means circumstances beyond the reasonable control of the non-performing party and includes the following: abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; or judicial restraint. Consultant’s lack of financial capability, shall not constitute a force majeure event unless directly attributable to any of the foregoing events.

6. Maintenance of Records.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

7. Standard of Care.

8. Compliance with Law.

A. Consultant shall comply with all applicable laws including Cal/OSHA requirements.

B. Consultant shall obtain a City of Brea business license.

C. Consultant shall comply with all other legal requirements.

9. Assignment and Subcontracting.

B. Any attempt to so assign, transfer, or subcontract without City’s prior written consent shall be void and shall constitute grounds for City’s termination of this Agreement. Authorized subcontracts shall contain a provision making the subConsultant subject to all requirements of this Agreement.

10. Independent Consultant.

A. Consultant is retained as an independent Consultant and is not an employee of City. No employee or agent of Consultant is or shall become an employee of City.

D. Consultant shall be responsible for and pay all wages, salaries, benefits and other amounts due to Consultant’s personnel in connection with the Services.

11. CalPERS Compliance.

12. Insurance.

E. Cyber Liability

I. Additional Insurance Provisions

13. Indemnification.

A. Other than in the performance of professional services, and to the fullest extent permitted by law, Consultant shall defend (with counsel reasonably

C. Consultant’s obligations under this Section shall survive the expiration or termination of this Agreement.

14. Laws and Venue.

This Agreement shall be interpreted in accordance with the laws of the State of California without regard for change of venue laws. If any action is brought to interpret or enforce any term of this Agreement, the action shall be brought in a state or federal court situated in the County of Orange, State of California. Consultant must comply with the claim procedures set forth in the Government Claims act (Government Code Section 810 et seq.) prior to filing any lawsuit against City.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

15. Termination.

16. Ownership of Work Product.

A.All draft and final reports, documents, and other written material, and any and all images, ideas, concepts, designs including website designs, source code, object code, electronic data and files, and/or other media whatsoever created or developed by Consultant in the performance of this Agreement (collectively, “Work Product”) shall be considered to be “works made for hire” for the benefit of City. All Work Product and any and all intellectual property rights arising from their creation, including all copyrights and other proprietary rights, shall be and remain the property of City without restriction or limitation upon their use, duplication or dissemination by City upon final payment being made, provided that any such use shall be at City’s sole risk. Consultant shall not obtain or attempt to obtain copyright protection as to any of the Work Product. Consultant agrees that the compensation set forth in Section 2 of this Agreement includes conveyance to City of ownership of all Work Product, including intellectual property rights, as provided in this Section 16.

17. Data Security.

18. Party Representatives.

A. Consultant hereby designates Jeffrey B. Love or such person’s designee, as Consultant’s Representative for this Agreement, unless and until written notice of a new representative acceptable to City is provided to City.

B. City hereby designates Deputy Chief Daniel Mielke or such person’s designee, as the City Representative for this Agreement.

19. Notices.

City Consultant
City of Brea JL Group, LLC
1 Civic Center Circle 30025 Alicia Parkway, #327
Brea, CA 92821 Laguna Niguel, CA 92677
United States USA
Daniel Mielke Jeffery B. Love
[email protected] [email protected]
714-990-7655 949-282-8181

20. Third Party Rights.

Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than City and Consultant.

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

21. Conflicts of Interest.

22. Severability.

The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the provisions unenforceable, invalid or illegal.

23. Successors and Assigns.

This Agreement shall be binding upon and shall inure to the benefit of the successors in interest, executors, administrators and assigns of the parties.

24. Non-Waiver.

None of the provisions of this Agreement shall be considered waived by either party, unless such waiver is specified in writing, and any such waiver shall be limited to that set

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services of circumstances and not to any future circumstances unless another written waiver is executed.

25. Time of Essence.

Time is of the essence in each and every provision of this Agreement.

26. City’s Right to Employ Other Consultants.

City reserves its right to employ other Consultants to provide the Services or similar services.

27. Exhibits.

28. Entire Agreement.

JL Group, LLC
By: By:

Jeffery B. Love
Managing Partner
[email protected]
Jeffry L. Johnson
Partner
[email protected]
Date Signed: Date Signed:

Kristin Griffith Lillian Harris-Neal
City Manager City Clerk
[email protected] [email protected]
Date Signed: Date Signed:

Jeffrey B Love (Jun 2, 2025 19:23 PDT) JEFFRY JOHNSON (Jun 3, 2025 10:01 PDT)

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services

EXHIBIT A
I. Introduction.

II. Scope of Work.

The final scope of work will be negotiated with the selected Consultant(s).

End of this Exhibit

PROFESSIONAL SERVICES AGREEMENT
Pre-Employment Background Investigation Services for Fire Services Attachment 1 to Exhibit A
CONSULTANT’S PROPOSAL AND FEE SCHEDULE
(attached)

Pre-Employment Background Investigations – Six (6) weeks to complete Sworn Fire Personnel
Non-sworn Fire Personnel
$1,900.00 Per Candidate
Plus expenses*
$1,700.00 Per Candidate
Plus expenses*
*JL Group LLC will not bill for any out-of-area travel costs (beyond Orange/LA/San Bernardino/Riverside Counties) unless pre-approved by the City. Costs associated with travel outside of the Southern California area must be pre-approved by the City in advance.

JL Group LLC will not charge the full rate for background investigations that are terminated by the City during the early or mid-stages of the process. The City will only be billed for the hours worked up to the point of termination. In our experience, many disqualifications generally occur by the Personnel File Review/Employer reference phase. Billing will be incurred for actual hours expended at a rate of $75 per hour, plus reasonable expenses for any partial or uncompleted background investigations.

CITYof BREA
Communication
June 17, 2025
Item No. 4H.

Police Alarm Permit and False Alarm Billing and Collection Services

TO PREPARED BY
Honorable Mayor and City Council Members Mary Logue, Police Records and Property & Evidence Supervisor

DEPARTMENT HEAD APPROVAL CITY MANAGER APPROVAL
Adam Hawley, Police Chief Kristin Griffith, City Manager

RECOMMENDATION
Approve a Professional Services Agreement with PM AM Corporation to provide business and residential alarm registration and false alarm incident management services; including billing services, permit registration, and handling related correspondence with citizens and businesses.

BACKGROUND/DISCUSSION
The current alarm permit and false alarm process is inefficient and labor intensive. This process is completed by a combination of Police Records and Finance staff. The preferred option was to have the process absorbed in full by Accounts Receivable; however after an evaluation in 2021 from the IT department, this option was not available since there was no way to export the data from the Police Department's Computer Aided Dispatch/Records Management System (CAD/RMS). Also, due to logistics and Department of Justice security policies, Finance staff can not have direct access to the system. Police Records still prepares a billing summary for Accounts Receivable. Also, since the permit records are maintained in the Police Department's Record Management System, Police Records issues the permits and then transfers them to Accounts Receivable for future renewals. The City requires all alarm users to obtain an alarm permit according to City Ordinance Chapter 8.38 and the amendment to the original ordinance. There are currently 2,162 permits issued, and last fiscal year officers responded to 1,611 false alarm calls. The Police Department and Finance Department looked to see if outsourcing these processes would be more efficient, while enhancing features for citizens and city businesses. A Request for Proposal (RFP) was opened on July 9, 2024, and produced three proposals. During the review process, PM AM Corporation was identified to most closely meet the needs of the Police and Finance departments in terms of the scope of work. Their services include a web based solution that allows citizens to access services from any device, and false alarm reduction educational materials for residents and businesses. Further, PM AM has a preestablished interface with the Police Department's current CAD/RMS vendor due to having contracts with other cities who use the same software. PM AM Corporation would perform the following functions and processes:

Alarm Permitting and Renewal - track issue and expiration dates, send out renewal notices, process payments, and monitor non compliance
False Alarm Tracking and Invoicing - track complete account history, send notifications and invoices, process payments
Interfaces - export alarm incidents from the Police Department's CAD (Computer Aided Dispatch) system Hearing and Appeals Support - process appeals for false alarm fees, send follow up correspondence after decision is made
Collections - collect payments and correspondence, provide monthly reports, issue payment to the City, issue refunds, skip tracing
Reporting/Analytics - maintain over 100 reports for analytics and data management Customer Service - maintain citizen self service web portal, corporate portal for businesses with multiple locations, toll free customer service center
False Alarm Reduction Process - identify repetitive violators, provide educational material Marketing and Public Service Information - create a plan in conjunction with City staff to publicize the alarm ordinance program through various processes
Data Security and Reliability - maintain disaster recovery plan, use established IT policies, processes, and data security practices

COMMISSION/COMMITTEE RECOMMENDATION
The Finance Committee reviewed this item at their June 10, 2025, meeting and is recommended for City Council approval.

FISCAL IMPACT/SUMMARY
Pricing is via a revenue sharing plan. The split of alarm fees collected is as follows: City of Brea 74%, PM AM Corporation, 26%. There are no implementation, annual renewal or technical support fees. PM AM has a proven track record of increased revenue. PM AM deploys multiple time-proven internal processes to identify noncompliant businesses/residents, and an engagement strategy that almost always results in higher compliance (permitting), driving baseline revenue to grow substantially. There will be staff time savings of 18 hours a week in the Police Department and 20 hours per week in the Finance Department.

Attachments
PM AM - RFP Response for Brea CA For Police Alarm Permit and False Alarm Billing and Collection Services_Final.pdf RFP 2024.07.09.01 Police Alarm Permit and False Alarm Billing and Collection Services_clean.pdf Addendum No. 1_RFP 2024.07.09.01_Final.pdf
PMAM Agreement Final 061725 (part 1) - signed.pdf
PMAM Agreement Final 061725 - audit.pdf
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) - Confidential | Vendor Sensitive (Not for Public Disclosure) 1

CITY OF BREA, CA
1 CIVIC CENTER CIRCLE
BREA, CA 92821

REQUEST FOR PROPOSALS

POLICE ALARM PERMIT AND FALSE ALARM

BILLING AND COLLECTION SERVICES
PREPARED FOR:

PM AM CORPORATION
5430 LBJ FREEWAY, SUITE 370
DALLAS, TEXAS 75240
(972) 831-7400
www.pmam.com
PROVIDED BY:

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 2

COVER LETTER
August 9th, 2024
City of Brea, CA
1 Civic Center Circle
Brea, CA 92821
For: RFP No. 2024.07.09.01
Request for Proposals - Police Alarm Permit and False Alarm Billing and Collection Services To Whom It May Concern,
We, PM AM Corporation, are delighted to submit our response to the City of Brea’s (hereinafter the “City”) Request for Proposals (RFP No. 2024.07.09.01) to perform all work necessary and incidental to provide business and residential alarm registration and false alarm incident management services; including billing services, permit registration, and handling related correspondence with citizens and businesses.

With pride, we present our experience in providing and managing similar programs nationwide, and we eagerly anticipate offering detailed insights into our existing footprint, cutting-edge technology, and "Best Practices" that will ensure the success of your false alarm program.

As an industry leader, PM AM has consistently assisted municipal and county jurisdictions in achieving the following benefits:

1. A significant reduction in false alarm calls.

2. Increased revenue through the City’s alarm program.

3. A robust and accessible service framework for the city and its citizens.

4. The effective use of innovative technology and processes to achieve program goals.

Within this proposal, we provide a comprehensive overview of PM AM's proprietary, 100% Cloudbased technology, best practices, and a thoughtfully crafted approach to enable the City of Brea to achieve its alarm program objectives. PM AM is proud to offer the most comprehensive and distinctive solution for alarm administration and collection services.

Presently, PM AM serves over 525 municipal and county jurisdictions and has contributed to the development of 140+ alarm ordinances, drafts, revisions, updates, and alarm policy changes. Our esteemed client portfolio includes jurisdictions of various sizes, such as City of Oakland, City of Dixon and City of Vacaville in California; Orlando, FL; Houston, TX; Irving, TX; and Large Canadian cities like Calgary and Edmonton over a million population. Our extensive presence both nationally and internationally establishes PM AM's commitment to delivering quality services.

Our dedication to innovation has been unwavering. From introducing a 100% web-based alarm management solution in 2004 to launching mobile apps (FAMS-ALARM) for Apple and Android PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 3 devices in 2016, PM AM consistently invests in cutting-edge technologies for the benefit of our clients, differentiating us in the industry.

Having thoroughly reviewed the City of Brea’s requirements, our technical team is confident in meeting the outlined program needs. We affirm our capability to handle all aspects of the False Alarm Management System and related managerial tasks.

This proposal will remain valid for 90 calendar days from the date of the proposal opening. PM AM hereby assures that we have no conflicts of interest as a proposer. PM AM acknowledges that PM AM is capable of completing the Scope of Work, as well as, all reasonably associated managerial tasks.

Primary Contact of PM AM Corporation for City of Brea:

Name : James McReynolds
Designation : Director of Sales
Email Address : [email protected]
Phone Number : 972-573-4824
Furthermore, PM AM would like to mention that we use “Pitney Bowes Inc.” as a subcontractor to meet our mailing needs for 140+ cities using their Mail Stream on Demand solution.

Pitney Bowes Inc.

Mailing Address : 3001 Summer Street, Stamford, CT 06926 Email : [email protected]
Telephone : 916-284-3650
This is a special revenue-share service, that needs a contract to cover terms that are specific to this kind of services; a sample PM AM Service Agreement is being submitted for the City’s review and if awarded we will negotiate with good faith.

We look forward to building a long-term working relationship with the city.

Please, do not hesitate to contact me if you have any questions regarding this response.

Sincerely,
Pankaj Kumar - Chief Executive Officer
PM AM Corporation
972-831-7401 - [email protected]
PM AM Corporation | 5430 LBJ Fwy, Suite 370, Dallas, TX, 75240 | www.pmam-copsource.com | Phone: 972-831-7404 | Email: [email protected]
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 4

CONFIDENTIALITY NOTICE
Kindly be informed that the present proposal, offering the requested services on behalf of the City of Brea, includes specific proprietary and confidential information belonging to PM AM Corporation. This information is being shared in utmost confidence, with the sole intention of enabling the City of Brea, along with its authorized employees, counsel, and representatives, to carefully assess and evaluate our proposal's suitability for acceptance.

In the event that the City of Brea receives a request from a third party under the relevant open records act, freedom of information act, or similar statute or ordinance, seeking a copy of our proposal, we sincerely ask that the City abstains from disclosing it. Instead, we kindly urge the City to promptly notify Pankaj Kumar, the Chief Executive Officer of PM AM Corporation, at [email protected], about the request. This will enable us to respond appropriately and in a timely manner to such disclosure with the appropriate authority. Consequently, the authority can then assess whether our proposal, in its entirety or in part (with redactions, if necessary), should be disclosed to the requesting party.

Regarding this matter, we wish to highlight that PM AM has acquired two opinions from a State's Attorney General. These opinions affirm that the disclosure of specific proprietary information, akin to the proprietary information presented in the following Proposal, is exempt from disclosure under Section 552.104(a) of the Texas Government Code. The exemption is based on the circumstances of those cases, as revealing such information would provide a competitive advantage to a competitor of PM AM.

All PM AM documents
included
Trade Secret- Proprietary
Information (Not for disclosure)
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 5

TABLE OF CONTENTS
COVER LETTER 2
CONFIDENTIALITY NOTICE 4
TABLE OF CONTENTS 5
EXECUTIVE SUMMARY 8
PROPOSED SOLUTION | SCOPE OF SERVICES 14
FALSE ALARM MANAGEMENT SOLUTION OVERVIEW 23
ALARM PERMITTING AND RENEWAL 23
Permit Renewal 26
Continually Updated Permitting Renewal Payment Information 26 Additional Permitting Processes 26
FALSE ALARM TRACKING AND INVOICING 27
INTERFACES 29
HEARING AND APPEALS SUPPORT 30
COLLECTIONS 32
Collection of Funds 33
Collections Processing 34
Meeting Collection Goals 35
Collection Business Processes | Workflow 35
Increased City Alarm Program Margins 36
REPORTING 37
Reporting and Data Management 37
Dashboards and Analytics Reports 43
CUSTOMER SERVICE 43
Citizen Self- Service Web Portal 43
Security Companies Self Service Web Portal 45
Corporate Portal for Multiple Accounts 45
Mobile Strategy 46
Customer Service Center 46
Citizen Service Representative Team 47
Utilizing FAMS to Create a Superior Customer Experience 48 Customer Care Call Center 49
Customer Representative Service Philosophy 50
FALSE ALARM REDUCTION PROCESSES 51
Repetitive False Alarm Violators Identification 52
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 6 Educational Material 52
Online False Alarm Academy 52
MARKETING AND PUBLIC SERVICE INFORMATION 53
Public Relations 53
DATA SECURITY | RELIABILITY 56
Maintenance Agreements and Requirements 56
Disaster Recovery Plan 56
Data Back-up and Storage 57
IT Policies, Processes and Systems 57
Data Security Practices 58
PM AM IT Processes 59
Change Management and Product Enhancements 61
IMPLEMENTATION PLANNING | TIMELINE 62
STAFF TO BE ASSIGNED 64
KEY PERSONNEL COMMITTED TO PROJECT 66
FIRM PROFILE, QUALIFICATIONS AND EXPERIENCE 70
AWARDS AND CERTIFICATIONS 72
VALUE ADD FEATURES AND SERVICES 74
State Of The Art Call Centers | Protection Against Disasters 74 PM AM Advantages 75
PM AM CUSTOMER PROFILE | EXPERIENCES 78
FAMS Customer Success – Oakland Police Department, CA 79 FAMS Customer Success – City of Houston, TX ARA Department 80 CLIENT REFERENCES 81
PRICING 82
STANDARD FORM A - NON-COLLUSION AFFIDAVIT FORM 84
STANDARD FORM B - REFERENCES FORM 86
STANDARD FORM C - SUBCONTRACTORS LIST-STANDARD FORM 88
STANDARD FORM D - STATEMENT OF COMPLIANCE OR EXCEPTIONS FORM 90 STANDARD FORM E - STATUS OF PAST AND PRESENT CONTRACTS FORM 95 STANDARD FORM F - INSURANCE COMMITMENT FORM 97
STANDARD FORM G - PROPOSER QUALIFICATIONS RESPONSE FORM 99 STANDARD FORM H - FIRM PROPOSAL FORM 102
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 7 STANDARD FORM I - PRICE FORM 104
SAMPLE PM AM SERVICE AGREEMENT TEMPLATE 106
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 8

EXECUTIVE SUMMARY
PM AM has provided software solution that is being deployed for 140+ cities in last 20 years and as stated, we have provided effective turnkey and services for alarm billing and tracking with excellent customer service and administered alarm ordinances resulting false alarm reduction. Our solution includes billing for fees and all mailings generated from ordinance, false alarm processing, coordination with alarm companies, hearing, and appeals support, reporting and a lot more that fulfills complete alarm ordinance of the City of Brea.

As is all too common with many Cities and Counties throughout the United States, excessive false alarm occurrences rob the city of valuable law enforcement resources along with taxpayer dollars if not addressed.

PM AM initially launched a web-based solution in 2004 and has advanced to now rolling out digital initiatives in 2020/2021 that make PM AM FAMS both device and platform-independent. Now, citizens, businesses, and City officials can access services from any device, whether it is a smartphone, laptop, or iPad. Citizens can now apply for a permit, make payments, update contact information etc. through the City’s website maintained by PM AM or through their personal social media (e.g., Facebook) where they are not required to remember any URLs/website addresses.

PM AM's 20-year journey with FAMS reflects its commitment to aligning with user behavior and adopting cutting-edge technological solutions to benefit cities and their residents, with a focus on reducing false alarms and enhancing ordinance compliance. PM AM has developed its solution from the ground up, avoiding patchwork integration with unrelated off-the-shelf programs like Salesforce.com. This unique approach sets PM AM apart in the marketplace.

The company remains dedicated to achieving industry certifications, ensuring that its procedures, protocols, and personnel supporting the FAMS platform are up-to-date and in line with industry-wide "Best Practices." PM AM boasts numerous awards and certifications, including the prestigious "CJIS Ready" (Criminal Justice Information Services) Certification, of which they are exceptionally proud.

While the FAMS solution may appear straightforward, PM AM has implemented over 100 different real-time, data-driven reporting functions in response to the requests of their partner cities and counties. PM AM values its user community's input and consistently tailors its program to effectively reduce false alarms and boost revenue. The strong relationship between PM AM and its user community is founded on the principle that innovations are promptly integrated into FAMS, provided at no extra cost to customers.

PM AM has developed several unique processes that could warrant patents, but the company's commitment to technological innovation often renders the need for patents unnecessary. Instead, PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 9 they have consciously chosen not to file for patents to avoid offering solutions that have remained unchanged for a decade or more.

In this section, we wish to state and demonstrate with examples of how PM AM’s dollars are invested in continuous improvements/ innovations that result in achieving four key result areas that our partner community places a significant importance to:

FALSE ALARM REDUCTION
- through education and awareness

HIGHER COLLECTION RATES
- through ultra-modern skip
tracking techniques

REVENUE GROWTH
- through state-of-the-art collection
compliance techniques

CITY PERSONNEL
- personnel involvement
False Alarm Reduction:

FAMSTM | False Alarm Reduction
PM AM currently manages alarm programs in over 140 cities and has witnessed a substantial yearto-year decrease in false alarm calls. This reduction helps eliminate inefficiencies linked to false alarms and encourages both alarm companies and users to maintain operational reliability and utilize alarm systems properly, thereby reducing false alarm dispatch requests.

The reduction of false alarms is a crucial objective for each of PM AM's partner cities. PM AM has dedicated a substantial pool of resources, including manpower and educational methods, to engage with those repeatedly responsible for false alarms, whether they are businesses or residents. While the initial results in the first month may not always be promising, our consistent outreach efforts over an extended period of 12 to 18 months have shown significant progress in raising awareness among repeat violators. Often, they are able to identify and rectify the causes of false alarm calls with our guidance. PM AM's personnel provide continuous support to these repeat violators throughout the process. You can find a detailed description of our engagement strategy in the "False Alarm Reduction Processes" section of this RFP response.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 10 Below are a few examples of similar size cities and counties as City of Brea that through our consistent outreach engagement model have resulted in false alarm reduction that usually is the priority for our partner cities.

CITY NAMES

FALSE ALARMS

DURING FIRST

YEAR OF

IMPLEMENTATION

FALSE ALARMS

COUNT FIVE

YEARS INTO

PROGRAM
% FALSE ALARMS

REDUCTION
Miami Shores, FL 991 443 55%
Hialeah, FL 8,861 4,110 54%
Rowlett, TX 2,140 1,075 50%
Cobb County, GA 16,124 8,043 51%
Palatka, FL 1,103 671 39%
Higher Collection Rates: PM AM usually targets up to 85%+ collections and in most cases, it is successful in collecting 90% plus. This higher collection rate is attributed to a workflow that is proprietary to PM AM. These sophisticated collection methods that analyze the payment trends and the preferred payment platforms used by the citizens to make payments help PM AM’s CSR’s in outreach to citizens with unpaid invoices. We have compared this proprietary workflow outreach methods with the typical conventional outreach efforts of others and our findings are that our collection rate is 10% to 12% higher using the proprietary workflow.

Revenue Growth: In almost 100% of cases, PM AM achieves increased baseline revenue when it takes charge of a cities’ alarm program. While it grows baseline revenue, PM AM always faces the hurdle of reduced false alarms, which results in reduced billing and collections for the false alarms, which were eliminated through PM AM’s false alarm reduction approaches. PM AM deploys multiple time-proven internal processes to identify non-compliant businesses/residents and an engagement strategy that almost always results in higher compliance (permitting), driving baseline revenue to grow substantially for our partner cities. These strategies are discussed in detail in later parts of this RFP response.

FAMSTM | Revenue
PM AM is able to increase the revenue for the cities in spite of the fact that there has been a consistent reduction in false alarms. PM AM has efficient collection rates in the 90% range that have significantly helped cities have poor collection rates.

Below examples illustrate where unique FAMS techniques resulted in higher revenue growth. In some cases, PM AM’s initial share is “paid for” by this increase in revenue, making PM AM services free from second year onward.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 11 City - Personnel involvement: The FAMS portal ensures easy access and engagement for all stakeholders, with our CSRs available in two call centers, Dallas and Houston, providing comprehensive support at every step. The seamless integration of technology, processes, and human interaction leads to higher customer satisfaction while minimizing the time cities need to dedicate to alarm management activities.

Furthermore, we have been presented with 14 opportunities to introduce the FAMS solution to the following municipalities, all of whom were previously using our competitor's product:

CITY NAMES

REVENUE DURING

FIRST YEAR OF

IMPLEMENTATION

REVENUE FOR
YEAR 2022
% REVENUE

INCREASE
Middle Township, NJ $ 30,995 $ 43,114.01 39%
Rialto, CA $ 56,906.56 $ 135,811.80 139%
San Marcos, TX $ 30,290 $ 81,288.80 168%
Long Beach, NY $ 42,100 $ 69,650.79 65%
Richardson, TX $ 191,175 $ 305,285.95 60%
Houston, TX $ 6,400,000 $ 11,100,963.03 73%
Little Elm, TX $ 37,729 $ 79,869.90 112%
Lincoln, CA $ 30,765 $ 52,747.27 71%
1 PEMBROKE PINES, FL 8 SUFFOLK, CA
2 COBB COUNTY, GA 9 COLUMBUS, OH
3 DURHAM, NC 10 IRVING, TX*
4 NORTH MIAMI BEACH, FL 11 ROSEVILLE, CA*
5 DOUGLAS COUNTY, CO 12 ARCADIA, CA*
6 HIGHLAND VILLAGE, TX 13 TOMS RIVER, NJ*
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 12 These agencies were utilizing the services of our competitors, APS / City Support, or CentralSquare Technologies’ CryWolf, for their alarm management needs. However, they expressed interest in exploring other available alarm management offerings in the market. This presented an excellent opportunity for PM AM to present our solution.

While most of these agencies were content with their current vendors, they were impressed by PM AM's distinct approach to customer service and our innovative technology solutions. During the comparison between both solutions, it became evident to them the advantages they could gain from PM AM's processes in achieving their key goals. As a result, all 14 agencies made the decision to switch their alarm program management to PM AM Corporation. Notably, several of these accounts have been loyal PM AM customers for multiple years since making the switch.

In summary, PM AM would like to offer…
Because of the broad experience PM AM has gained working with some the more demanding municipal environments in the nation, along with our commitment to being the industry’s innovation leader…
We firmly believe that PM AM is in a unique position to continue to provide unparalleled technological innovations and managed services in support of the City’s current and any new alarm ordinance revisions for the next several years to come.

This complete section fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - V. Customer Service – d” of by the City. 7 DAVIE, FL 14 HUNTSVILLE, TX
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 13 PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 14 PROPOSED SOLUTION | SCOPE OF SERVICES
After a comprehensive assessment of the City of Brea’s requirements, our technical team is confident in our ability to fulfill the specified program requirements. We confirm our competence in managing all aspects of the False Alarm Management System, including associated administrative responsibilities.

Police Alarm Permit And False Alarm Billing Services
Sr.

No. Scope Of Services
RFP
Reference
Page
Available In The
Proposed FAMS
Solution
I. Online Permit Tracking
a. The Proposer shall be responsible for working with
residential and commercial alarm companies to
ensure that existing and new alarm subscribers
acquire a police alarm permit annually.
36 Yes
b. The Proposer shall be responsible for issuing notices to alarm subscribers when there is evidence that an
alarm-subscriber has failed to secure the required
permit for an alarm system.
36 Yes
c. The Proposer shall be responsible for providing
information on a frequency to be determined
including, but not limited to, the first and last name
of the alarm subscriber, permit type (residential
versus business) and address of the property where
the required permit has not been obtained.
37 Yes
d. The Proposer shall be responsible for the billing and collection of any fees associated with the failure of the alarm subscriber to secure a police alarm permit.
37 Yes
e. The Proposer shall provide the City online, web-based access to the data associated with permits for audit
and ad-hoc reporting purposes. System access by City
staff shall not be limited to less than 5 users.
37 Yes
f. The Proposer shall provide the ability to register
police alarm systems and obtain alarm permits by
connecting to an Internet-based portal integrated
with the City of Brea existing website.
37 Yes
g. The Proposer must describe any features or services
provided to create an initial permitting database.
37 Yes
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 15 II. Billing
a. The Proposer system must interface and receive a
daily data set from the intermediary server that
identifies false alarm events for the previous calendar date. This process shall be automatic and not require
City staff intervention.
37 Yes
b. The Proposer shall be responsible for producing bills on a frequency specified by the City (daily/weekly) to
businesses and residents who owe a false alarm
service fee based on a fee structure articulated by City Ordinances and Resolutions.
37 Yes
c. Flexibility shall be inherent in the Proposer’s system should the false alarm fee structure change with
future fee updates.
37 Yes
d. The Proposer shall provide a local or toll-free phone number to assist citizens and businesses and answer
questions as to the administration and billing of this
program. Customer service shall be available at
minimum 8:00am to 5:00pm, Monday through Friday,
PST. If Proposer offers different language services,
please include within proposal.
37 Yes
e. The Proposer shall provide a secure and user-friendly online system for customer bill payment and
provisions for those without internet access. The
online payment process should be PCI-compliant.
37 Yes
f. The Proposer shall provide the City with all available payment options that will be provided to the
customer (i.e. Check, EFT, Visa, Mastercard, Discover,
American Express, ApplePay, Venmo, etc.).
37 Yes *1
*1 - We currently do not support American Express, ApplePay, and Venmo as payment methods.
g. Monthly payment reconciliation data must be
provided by the Proposer so they can be accounted
for within the City’s financial system.
37 Yes
III. Collections
a. The Proposer shall be responsible for the collection of all fees. All fees collected shall be deposited in an account controlled by the Proposer. Deposits shall be
disbursed at least monthly based on their respective
percentages of the revenues collected as provided by
the contract between the City and the Proposer. At
minimum, the reconciliation of payment information
must be provided in electronic format to the City and
37 Yes
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 16 include the breakdown of payment methods and the
daily quantity of permits collected that correspond
the amount being reported.
b. To enhance the public convenience and program
perception, it is preferred that the Proposer provide
a nearby program mailing address and mail-in
payment processing.
38 Yes
c. The Proposer shall be responsible for seeking
collections from delinquent and/or uncollectible
accounts and shall receive a percentage of the
delinquent revenue as provided by the contract
between the City and the Proposer.
38 Yes
d. The Proposer shall be responsible for providing
information on a frequency to be determined that
includes the name of the alarm-subscriber, permit
number and address of the property where false
alarm service fees are delinquent.
38 Yes
e. The Proposer shall provide the City online web-based access to the data associated with collections for
audit and ad-hoc reporting purposes. The City
requires that the database utilized falls within City IT standards.
38 Yes
f. The Proposer shall support the
billing/suspension/revocation appeals process.
38 Yes
g. The Proposer will provide the City access to the data associated with collections for audit and ad-hoc
reporting purposes. System access by City staff shall
not be limited to less than 5 users.
38 Yes
h. The Proposer shall obtain, at its own expense, regular, independently certified (i.e., SSAE16, SOC 1) audits of internal financial controls, data security, and alarm
management services. The reports on such audits
shall be shared with the City.
38 Yes
IV. Interface with Computer-Aided Dispatch Intermediary Server a. To minimize technical issues related to the sharing of alarm data, short-listed Proposers must be able to
show the successful implementation of an automated
alarm permit interface with a one-way directional
flow of alarm incident data from the intermediary
server to the Proposer’s proposed system and alarm
permit data from the proposed system to the CAD.

Proposer must provide three references of agencies
utilizing a one-way directional intermediary server
38 Yes
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 17 interface with which they contract. The City’s
intermediary server is a Windows 2019 Standard, SQL
2014 Management Studio. All data is replicated from
the City’s FlexRMS tables. The interface must run as a
service.
b. Transferred permit data should include at least
permit status, permit number, emergency contacts,
and site condition information.
38 Yes
c. The Proposer shall also provide proof and references demonstrating successful program use with other
jurisdictions comparable to the City that use a
different CAD system.
38 Yes
d. The Proposer shall provide gratis system
enhancements as they become available and backup
system/disaster recovery functions.
38 Yes
e. Should the Proposer be selected for the contract but fail to provide and maintain a database capable of
sharing bi-directional information with the current
CAD or other CAD Contractors, as it may be
upgraded, changed, or modified over time, it shall be
considered a material breach of contract and grounds
for immediate termination of Contractors contract.
38 Yes
V. Customer Service
a. The Proposer shall provide an internet-based portal
which will give public interactivity for purposes of
education, registration, and support services, as well
as an automated or personnel-staffed telephone
system with similar attributes for those needing alarm
program services, but without internet access.
39 Yes
b. The Proposer will develop written educational
materials for citizens and businesses, coordinate a
public education notification plan and provide alarm
user training and education via the Internet and other
methods for those without computer access.
39 Yes
c. The Proposer shall provide the City current online
access to the alarm program data with the ability to
search accounts by multiple search criteria, view
supporting documents such as letters and invoices,
generate management reports, and create ad-hoc
(custom) reports where the custom report template
can be saved and re-generated on demand. System
access by City staff shall not be limited to less than 5 users.
39 Yes
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 18 d. The Proposer shall have a track record demonstrating experience and expertise in advising residents and
businesses on alarm ordinance provisions.
39 Yes
VI. Data Security and Reliability
a. The Proposer shall ensure the security and reliability of the City’s public safety data maintained by the
Proposer. Please describe the policies, processes, and
systems the Proposer has in place to protect the data.
39 Yes
b. Proposer shall provide information as to where the
data collected from the City is stored.
39 Yes
c. The Proposer shall follow generally accepted
practices for ensuring that its alarm management
services are provided with adequate internal controls.

Please describe these practices.
39 Yes
d. The Proposer shall provide gratis System
enhancements as they become available and backup
system/disaster recovery functions.
39 Yes
e. Proof of PCI DSS compliance. 39 Yes
f. A functional explanation of the electronic payment
process between the alarm system subscriber, the
City, and the Proposer’s system, including details on
procedures and processes relating to typical payment
transactions, reversals, payment refunds, and how
funds are transmitted to the designated City bank
account including any/all costs involved.
39 Yes
g. A schedule or fee structure for all customer
transaction costs.
39 Yes
VII. Reporting
a. Provide a complete list and sample of reports
available online to the City.
39 Yes
b. Provide an audit trail of all system transactions and histories.
39 Yes
c. Provide a monthly reconciliation and any supporting
documentation the City will receive monthly before
approving the monthly invoice from the Proposer.
40 Yes
d. Provide an account history that is accessible by the City online.
40 Yes
e. Provide any features and functions available for
printing and saving the reports available to the City
online.
40 Yes
f. If available, provide average violation billing time, average call wait time, average number of calls
processed per hour by customer service
40 Yes
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 19 representatives, and percentage of calls/issues
resolved in one phone call.
g. Describe any additional features and capabilities of the online reporting function the City will have access to through the program web portal.
40 Yes
h. The City reserves the opportunity to review all
required online reports and website performance
with the Proposer upon request.
40 Yes
VIII. Cost Proposal
i. The Proposer shall provide pricing options whether
the City absorbs all or a portion of banking fees or if the customer will pay the associated banking fees or
a convenience fee.
40 See Page 82
j. The Proposer shall quote on whether fees are based
upon a percentage or a per processed permit fee or
a combination of both.
40 See Page 82
k. The Proposer shall state implicitly whether banking
fees are included in the fees paid the Proposer or if
they are paid separately.
40 See Page 82
Permitting
PM AM’s False Alarm Management System (FAMS) solution is the only 100% web-based solution available in the alarm management industry.

FAMS supports the permitting process for the citizens choosing to apply for a permit proactively as well as built-in innovative processes to identify non-compliant locations:
x Identify locations with False alarm but that are non-permitted x Engage with alarm companies to identify non-permitted locations based on the alarm company subscriber listings
FAMS provides multiple ways to your citizens to apply for a permit:
x Traditional mail-in application process
x Interactive self-service web portal application
x iPhone and Android app to apply for a permit
Alarm Tracking and Billing
FAMS imports the alarm incident dataset from the City’s CAD/RMS and generates notifications, invoices etc. on a configurable frequency, as needed by the city.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 20 FAMS also tracks the registered and unregistered locations and has a business-rule-based billing criterion which can be easily modified to accommodate the City of Brea’s business rules. FAMS maintains a table of incidents and corresponding charges to generate invoices, notices etc.

This ensures quick and error-free invoices are received by your citizens.

Hearing and Appeals Support
FAMS, a 100% web-based solution store, updates and maintains the complete documentation required for appeal hearings. This allows cities to conduct appeal hearings in-person or via mail.

FAMS intuitive appeals module provides the flexibility to the hearing officers to review the information in real-time, from the office or while using a mobile device. This enables them to make informed decisions in a timely manner.

Collections
PM AM offers multiple payment options to your citizens:
x Checks or money-orders
x Pay with Customer service via phone
x On-line, via self-service web portal
x Via iPhone/Android app
x Via Interactive Voice Response (IVR) over the weekends PM AM maintains robust data and financial controls for safe and reliable administration of the alarm program. PM AM is SSAE-16, SOC I certified through BDO USA, LLP. All online payments are made in compliance with PCI guidelines.

FAMS has integrated billing and accounting software. Unlike working with external accounting applications like Quick Books, all billing, collections, account receivables are part of our 100% web-based system.

As such, city personnel are provided with online real-time access to view all account statuses, at any time. This integrated approach saves time and money and improves data accuracy since all the information is integrated as part of one system.

Our solution is capable of collecting and reporting cash, credit cards, and check payments through Payment Gateway integration with your PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 21 processor. The reports detail the location and person who received the payment, including full reconciliation details.

Collection efforts are maximized utilizing a scientific process called trend analysis. Trend analysis reports give collection specialists detailed knowledge to setup and execute debtor callback patterns using a scientific process that generates a call list, which PM AM personnel use for collection efforts.

Interfaces
CAD Interface
PM AM realizes the significance the City of Brea places on CAD and its vital importance in providing the alarm data to FAMS and receiving Permit information back if required. PM AM has worked for the past 15 years to develop robust integration processes that constantly work with a large number of CAD system.

PM AM has accomplished this data exchange with the CAD vendor’s cooperation and without the CAD vendor’s active participation where cities directed us to do so on our own initiative. Out of 100+ clients that PM AM serves, it is only 5% places where CAD vendors provided the interfaces, in other 95% cases, PM AM built the data exchange routine on its own with City’s help.

PM AM would like to assure City of Brea’s officials that PM AM has not missed or been delayed on a single implementation due to a lack of CAD data exchange and it would not be the case with the City of Brea.

Citizen Self- Service Web Portal and Customer Service
FAMS offers a reputable citizen self-service portal accessible from the city’s website 24/7 allowing your citizens to apply for permits, pay fees and fines, and update contact information in real-time. The portal provides an unmatched citizen experience by providing video demonstrations of the important functionalities to first-time visitors. More importantly, the selfservice portal provides educational content focused on false alarm reduction coupled with the false alarm academy.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 22 PM AM has a dedicated staff of multiple customer support representatives, coupled with best practices and advanced call center technology to provide superior customer service to your citizens. The customer support representatives undergo extensive training and coaching to answer questions related to the ordinance, invoices, false alarm reduction initiatives, etc.

Reporting
The City of Brea will have complete insight into all functions of False Alarm Management Services on a real-time basis through various reports and queries. FAMS has more than 100 reports that can be generated based on variable parameters. Most of these reports can be exported in PDF or Microsoft Excel. Such reports are very helpful for the City of Brea’s Police, Finance and other officials to review progress of the program.

By specific design, the City will witness a program where all information is readily available, independent of any need to engage PM AM’s awardwinning support staff.

Citizen Education
PM AM offers several features like a proprietary educational CD, online academy, bill inserts, high violator’s identification, etc. at no additional cost to the City of Brea, which helps in engaging citizens and provides them important information to reduce false alarms and increase ordinance compliance.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 23

FALSE ALARM MANAGEMENT SOLUTION OVERVIEW
After a thorough analysis of the City’s specific false alarm reduction program requirements and objectives as listed in Bid’s “Standard Requirements of Technical Proposal,” the PM AM FAMS 100% web-based solution will be comprised of 10 core processes to deliver upon the City’s program expectations.

PM AM will perform the following functions and processes as outlined in the RFP:
1 Alarm Permitting and Renewal 6 Reporting | Analytics
2 False Alarm Tracking And Invoicing 7 Customer Service 3 Interfaces 8 False Alarm Reduction
Processes
4 Hearing and Appeals Support 9 Marketing and Public Service Information
5 Collections 10 Data Security and Reliability
These all functions fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work” of by the City.

ALARM PERMITTING AND RENEWAL
PM AM maintains the alarm permit database for the City in real time. Citizens and businesses can apply online for permit registration or can use traditional paper applications. PM AM will continue to use the current numbering system to issue permits.

FAMS customer service staff are always available during business hours to handle questions and provide assistance to your citizens/businesses. Messages left after hours are returned the next business day. Our Customer Service Specialists are trained to provide step-by-step guidance to callers regarding completing the permit application. This service is available in English, Spanish and 175 plus other languages as required by the caller.

PM AM’s document specialist will review the existing alarm permit registration form and work with the City’s alarm administrator to finalize the permit registration form that incorporates the requirements of the City’s ordinance and the best practices that PM AM suggests, this results in City officials having the accurate and complete information about the permit location that is PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 24 readily available to dispatch, police officers, fire responders, emergency personnel, alarm administrator and PM AM CSR.

All the addresses that are entered into FAMS, whether online or by PM AM’s back-office data entry team, are first verified with the City’s GIS database before a permit is created. This process ensures that the permitting and alarm management service is offered to only City residents. PM AM has followed this process since 2004 and has been successful in eliminating the problem for the residents who do not live in the City limits who, for some reason, apply for a permit, and on an occurrence of an alarm do not get a police or fire response and later try to create problems for the City for issuing the permit and failing to respond. It is PM AM’s commitment to follow 100% accurate information with complete transparency and full access to the City officials.

PM AM’s proven web-based citizen self-service portal is integrated with the City’s existing website striving to create a safe, transparent, and risk-free environment for the City’s community.

The citizen portal is designed to make the alarm permit application process easy and accurate.

The application module is designed to capture all relevant citizen and alarm company data proven to be necessary to support a successful alarm program through the use of pre-requisite fields along with address validation of the alarm site. All data is presented to the citizen for review prior submission. This process ensures that all information submitted in the permit application is complete and accurate.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - I. Online Permit Tracking – f” of by the City.

Immediately upon logging on to the City website, your citizens are provided with a video demonstration to complete the permit application. Your citizens are confident in completing this process after learning the step-by-step instructions provided in the video demonstration. This sophisticated web-portal informs your citizens regarding the receipt of application and notifies them of the acceptance/denial of the application. Your citizens discover that in just a few minutes, the permit is applied, with a permit copy emailed to them. PM AM has invested a great deal of time, money and resources in maturing these sophisticated processes. These processes ensure that all information is cross-referenced and verified and is 100% accurate and up to date. PM AM references City databases like GIS, utilities etc. to enforce the accuracy of the information. Our partner cities and counties constantly express the positive feedback they receive from their citizens and staff.

Once a permit is registered in FAMS database, then all subsequent alarms that happen at the permit location are assigned to the permit. City staff and PM AM staff are able to see the permit status, invoices, payments, and all past incidents including the number of incidents in the last 12 months in real-time. FAMS maintains the original registration issue date, date of each false alarm including incident count (true/false), historical information on registration issuance and current registration status (active, expired, suspended, no-response etc.) information on real time basis.

Your citizens, City’s alarm administrator and PM AM’s CSR, all have the ability to maintain the key holder information in real time through FAMS administrative and citizen portal. PM AM will PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 25 continue to conduct all aspects of alarm permitting including but not limited to registration, annual updates and maintaining the alarm permit status.

FAMS maintains the following required information for the permits:
x Permit Number
x Permit Issue date | Expiration/Renewal date.
x Permit name, alarm site address with apt/suite #, phone number, and email address of the person responsible for proper maintenance.
x Type of property (residential | commercial | exempt). x Permit Type: Permit Holder | non-permit holder
x Permit Status: Active | Inactive | Cancelled | Suspended etc. x Billing name, address and contact information (if different). x Holder name, address and contact information (if different). x Name, address and contact information for the alarm company responsible for installing the alarm system.
x Name, address and contact information for the alarm company responsible for maintaining/ monitoring the alarm system
x Type of alarm system
x Date of installation
x Names and phone numbers for four contact persons.
x Date of 1st and subsequent suspensions
x Date of reinstatement etc.

FAMS provides an online fully web-based portal with unlimited simultaneous access to the City staff, dispatchers and officers allowing them to search or cross reference permit information by multiple partial, wild card and ASCII search options including but not limited to permit holder name, address and three other search criterion to view the account history and other alarm enforcement actions. This portal further allows the City staff to review and audit all data associated with the permits and run ad hoc reports as needed.

Since FAMS is 100% web based, the City officials, including the alarm administrator, will continue to have full privileges and complete access to FAMS in real time including local access to make any changes like billing address update, name and phone number of the emergency contact etc.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - I. Online Permit Tracking – e” of by the City.

FAMS can interact with various Computer-Aided Dispatch (CAD) Systems, enabling the transfer of necessary alarm permit information to the City's dedicated FTP location in a plain text CSV format. This information encompasses details such as the Permit Number, Permit Name, Alarm Site Address, Permit Status, Issue and Expiry Dates, Special Conditions, Pet Information, among others , in alignment with the agreements established with the City's CAD systems. We have successfully integrated our system with several CAD platforms, including Motorola’s PremierOne PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 26 CAD, utilized by agencies like Jacksonville Sheriff’s Department in Florida and in Coppell, Texas, as well as the Central Square One Solution, adopted by Midland, Texas, and Suffolk, Virginia.

Permit Renewal
PM AM’s FAMS has a business rules-based, automatic billing process; this eliminates errors and provides accurate information. PM AM has several reports that are executed by the Customer Service Billing Specialist to ensure all permit renewal notifications have been processed. As required by the City’s Alarm Ordinance, FAMS has detailed and well-defined processes to generate letters, invoices and electronic notifications to residences and businesses on the City’s letterhead. The content for invoices, correspondence etc. has been approved by the City during the implementation phase and can be revised by the City at any time at no cost.

FAMS permitting and permit renewal processes include:
x Monitoring the issue date and expiration date of permits, thus identifying the permits due to expire in at least 30 days.
x Permits requiring renewal in the upcoming month are automatically generated and a permit renewal notice is sent. This provides the permit holder with sufficient time to always remain compliant with the City’s Ordinance.
x FAMS utilizes business rules to send non-compliant notices and permit applications to all alarm holders that have reported false alarm incidents but do not have a valid alarm permit. Your citizens thus apply for the permit, which results in additional revenue rightfully due to the City, as well as up to date key holder information to dispatch and police officers.
x If residents and businesses do not complete alarm permits after receiving the noncompliant notice, FAMS automatically generates a report for PM AM processes to engage these non-compliant citizens through phone contact to reapply for a permit.

Continually Updated Permitting Renewal Payment Information PM AM provides citizens an opportunity to update the responsible party and key holder information in real time in the citizen portal or by informing PM AM through phone calls or written correspondence. Such best practices result in responsible party and key holder information being accurate and always available to the responding law enforcement officers.

Additional Permitting Processes
PM AM has outlined several key permitting processes within this section. There are additional processes within PM AM’s Billing, Security Company, Citizen Web Portal, and Customer Service PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 27 programs that also enhance permitting compliance. PM AM’s permitting goal is to greatly increase alarm permit compliance and in turn, significantly increase City revenue from the permitting process. We have repeatedly increased permitting revenue by between 100 – 300% for our partner cities.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - I. Online Permit Tracking – a, d & g” of by the City.

FALSE ALARM TRACKING AND INVOICING
FAMS, a 100% web-based solution is a business rules-based solution and our false alarm billing process has been set up to incorporate the City’s alarm ordinance. FAMS has the flexibility to modify alarm ordinance attributes to reflect new changes in the alarm ordinance as needed. This allows our customers to make changes or adopt revisions to their ordinance from time to time without worrying about PM AM’s ability to incorporate these changes.

Based on this customizable rule-based solution, FAMS adopts the billing criterion and all associated fees including false alarms charges on a one-year permit period that are billable based on the location type (residential, commercial, exempt) false alarm count, and the total fine for each location.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - II. Billing – c” of by the City.

FAMS tracks the false alarm data, alarm activations and maintains the complete account history in real-time. FAMS is designed to receive a data set on a daily basis from the City’s CAD/RMS system identifying all alarm calls including the false alarms (along with accompanying final disposition codes) for the previous calendar date. FAMS maintains the incident count (true and false) for each location and provides the ability to track alarms not reported by the alarm monitoring companies.

PM AM has created a utility that interfaces with many CAD platform, enabling the automatic extraction and transfer of necessary alarm incident data from the City's CAD system to PM AM's FAMS every day. This process does not require any intervention from City staff. Several agencies, including those in Richland Hills, Abilene, and Montgomery County in Texas, are already using this interface.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - II. Billing – a” of by the City.

Notifications and invoices are sent to the citizens to inform them of any violations of the alarm ordinance on a frequency specified by the City. The invoices provide historic false alarm details PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 28 and fines so the recipient is able to cross reference the invoice with the City’s municipal code requirements.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - II. Billing – b” of by the City.

This provides your citizens the confidence in the alarm program and they pay their invoices on time. Invoices are sent with the following information:
• Account number, Invoice number and Invoice date
• New incidents for false alarm. All incidents are verified by FAMS business rules that are initially set and tested in accordance with the ordinance • Time, date, type, sequence number, and response fee for each new incident including “Waived calls”
• Amounts paid, adjustments
• Amount of previously unpaid or delinquent response fees outstanding • Procedure to appeal a response fee
• History of incidents etc.

The FAMS billing process is robust and well defined, resulting in accurate billing. FAMS meets billing objectives by using several reports to check the accuracy of the billing to ensure bills are correct and received in a timely manner.

All correspondence including invoices, delinquent notices, email notifications, permit applications etc. that are sent to the citizens are customized and provided to the City officials for their approval. All invoices are printed on City color letterhead with logo and mailed in City logo envelopes. All stationary expenses are paid by PM AM.

All correspondences identify PM AM’s payment receiving address along with the toll-free number to assist your citizens and businesses to address any questions related to the administration or billing of the alarm program. All invoice formats for false alarms, penalties etc. provide a remittance stub to be sent along with the payments. All payments are posted within 24 hours.

PM AM invoices those customers whose checks were returned by the bank for insufficient funds.

PM AM staff creates the additional NSF invoice and sends this new invoice along with all previous outstanding charges to the permit holder.

FAMS will continue to utilize the City’s ordinance business rules including but not limited to invoicing registered as well as unregistered locations, notifying citizens of every false alarm occurrence or when they are close to exceeding false alarm limits, notifying citizens delinquent by 30 days and 60 days along with the verbiage informing them of enforcement action, notifying the City regarding locations being placed or removed from no-response etc. Similar rules are already incorporated into the FAMS system for other municipalities. Additionally, FAMS can track organizations that have filed for Chapter 11 status; business rules within FAMS prevent billing these organizations.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 29 This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - I. Online Permit Tracking – b, c & d” of by the City.

INTERFACES
CAD Interface
PM AM interfaces with many leading “industry-standard” Computer Aided Dispatch (CAD) systems.

PM AM will establish Data Exchange Communications for the City of Brea’s CAD to accomplish two primary goals during the start of the program, or at any time during the contract period:
x Export alarm incidents from the City’s CAD system when installation is complete into FAMS database at a City-determined frequency, daily or weekly. x Transfer alarm permit data to the City’s CAD, allowing Emergency Communications (911) dispatchers to view permit status, emergency contacts, site condition, and other relevant information of the permit, as required by City. This data transfer will happen at a frequency determined by the City.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 30 PM AM has accomplished the data exchange with CAD vendor’s cooperation and without CAD vendor’s active participation where cities directed PM AM to do so. Out of 100+ clients that PM AM serves, in only 5% of these programs the CAD vendor provided the interface. In the other 95% of the programs PM AM built the data exchange routine on its own with City IT input.

If required, PM AM will make modifications to its secure Application Programming Interface (API) to accomplish this integration by Coordinating with the City’s IT team.

PM AM will provide the FAMS Interface for free for the bi-directional interface with the City of Brea’s Computer Aided Dispatch (CAD) system, but any cost payable to the CAD company would be the responsibility of the City of Brea.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - IV. Interface with Computer-Aided Dispatch Intermediary Server – a, b, c, d & e” of by the City.

HEARING AND APPEALS SUPPORT
PM AM offers its FAMS managed service as a complete 100% web-based solution to store, update and maintain all documentation required for appeal hearings.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 31 FAMS has an intuitive appeals function that contains all the requisite information for a hearing officer to make a decision from the office or while using a mobile device.

Citizens receiving an invoice for false alarm fees may choose to contest their false alarms through the alarm hearing.

PM AM is happy to share the following approaches to handle the appeal hearing and shall work with the City in development of the appeal process consistent with the City’s ordinance.

In Person Hearings
When a citizen elects the option to have an in-person hearing, the invoice will direct him or her to call FAMS Customer Support, or fill out a form and submit it by mail to schedule the hearing.

Alternatively, in cases where the permit may have been revoked due to excessive false alarms, a revocation notice is mailed to the citizen along with the instructions to request an appeal hearing.

The FAMS solution provides a function for scheduling appeal hearings that allows the City to schedule the requested hearing in the time slots that the hearing officer has notified FAMS that he or she is available.

In the event that all the available time slots are taken, the City designee will enter the appeal request into a queue that will be called to schedule as soon as a new time slot becomes available.

Hence, all appeal requests are handled in the order received. The hearing officer is provided with the complete account history enabling him/her to make the decision in an efficient manner.

Alternative Process for Appeals by Mail
When a citizen elects to appeal by mail, the CSR who takes the information by phone or by mail will submit the appeal request with all the relevant permit account details for the hearing officer to review at his or her convenience.

In the case of both in-person hearings and appeals by mail, the hearing officer can enter the appeal decision and any corresponding notes into the FAMS solution. Once this information has been provided, a FAMS CSR will generate a notice to the contestant providing the details of the appeal decision that was made and make any accounting adjustments like waiving a fine or creating a new invoice for an existing fine to the citizen’s account.

In the case of both in person he
Appeals - Hearings, as
simple as holdiing them
from your local Starbucks.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 32 This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - III. Collections – f” of by the City.

COLLECTIONS
PM AM has evolved to be the industry leading service provider, realizing the highest collection rates for our partner cities.

The FAMS accounts receivable solution is a complete integrated solution which maintains all invoices, payment details, statements, and financial accounting details and is available to the City officials on a real time basis. Additionally, PM AM provides a monthly financial report including but not limited to invoices, payments, adjustments, refunds etc.

FAMS has proven proprietary integrated billing and accounting software that guarantees accurate accounting. This solution is feature rich with multiple choices to empower you by PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 33 presenting accurate information in the most flexible way to support your day-to-day needs, analysis, and decision support.

City officials are provided with online real-time access, this enables them to make the decisions with zero downtime and with no dependence on PM AM’s staff.

Collection of Funds
PM AM will provide a nearby program mailing address where Citizens can submit payments related to registration, violation, miscellaneous charges.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - III. Collections – b” of by the City.

PM AM collects all payments and correspondence mail daily from this remittance address. We then scan all collected mail into the OPEX System. Once scanning is completed, our proprietary process identifies the associated permit and its invoice using the scanned remittance slip and automatically applies to most payments. Subsequently, our payment processing team addresses all remaining exceptions, applying them to the permits to ensure that accounts are reconciled on a daily, weekly, and monthly basis. All fees collected through the alarm program are deposited into the City’s dedicated bank account, which PM AM owns. Funds are dispersed to the City after monthly reconciliation, based on a percentage of the revenues collected, as per the agreed-upon contract.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - II. Billing – g & III. Collections – g” of by the City.

Citizens can pay by sending their payments through USPS mail or pay online. They will also have an option to visit the City and pay for their outstanding invoices. The City will have the option of forwarding all these payments in an envelope to this dedicated remittance address. Alternatively, the City can deposit these payments into the City’s bank account and enter the payment information into FAMS from the convenience of their office. FAMS will track all the payments received in the City and provide the summary and transaction details in the monthly financial report.

PM AM at its own expense, regularly performs an audit of its financial controls, data security and alarm management services through an independently- certified firm and shall be delighted to share its latest SSAE- 16 SOC I report, as needed by the City.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - III. Collections – h” of by the City.

Secured Payment Processing Gateway
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 34 PM AM has integrated necessary payment gateways to support ACH, debit, and credit card transactions online, imposing a minimal convenience charge of $3.00 for each transaction. This integration guarantees that payments are processed successfully at the same time, and no information regarding the credit card is kept in FAMS. This process results in no liability on the part of PM AM or the City. Since FAMS captures all the information in real time, accounts are reconciled on an ongoing basis.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - VI. Data Security and Reliability – g” of by the City.

PM AM partners with Authorize.Net and EVO Merchant Services as a payment gateway hosted software application on PM AM’s server which authorizes credit card payments between the selfservice website and each credit card processor. Information such as credit card numbers, amount, and customer name are encrypted and passed to the credit card processor, who then processes the payment through the Visa/MasterCard network. All payments are made in compliance with PCI.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - II. Billing – e, f & III. Collections – a” of by the City.

Collections Processing
The processing of all funds associated within the FAMS environment is thorough and complete.

The FAMS collections system includes the ability to:
x Input cash receipts indicating which charges/fees to apply payment; x Apply partial payments;
x Process payments the same day
x Process and record returned checks;
x Accept credit card payments transactions online and via phone; x Accept bank routing information for online e-payment transactions.

Adjustments
FAMS allows adjustments that the City officials may deem necessary on the invoices that were sent out. An example of this is an alarm that was disposed as false and later it was determined to be true but the information of the alarm being true was not communicated to PM AM. In such events FAMS allows a functionality to enter the true alarm for a prior date. This aids in the documentation for any adjustments/cancellations that are requested by the City.

Refunds
Alarm Companies/citizens at times may send overpayments, PM AM has a transparent process through which all refund requests go through two levels of authorization and are submitted to PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 35 the City for taking the appropriate action. Once payments are received from the City, PM AM will remit a refund check to the individual/business accounts and or alarm companies.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - V. Customer Service – f & g” of by the City.

Meeting Collection Goals
PM AM’s ability to meet up to 90%+ collections goal is based on utilizing FAMS collection processes as outlined in this section and supported by the other program process areas. FAMS uses scientific processes and payment trend analysis to identify which outstanding collections require attention. Additionally, PM AM’s ability to deliver superior service from its Customer Care Center will create a great customer experience for the City’s citizens. PM AM has utilized these processes to deliver the highest collection percentages possible with current partners including the City.

Collection Business Processes | Workflow
PM AM collection efforts are based on a scientific process by utilizing trend analysis. These trend analyses give collection specialists detailed knowledge to setup and execute debtor callback patterns using a scientific process that generates a call list.

PM AM utilizes these customized trend analysis reports as part of their collection efforts. This exclusive list that is unique for each city does magic in collection efforts that are fast, and consistent resulting in sky rocketing collection rates. This way PM AM deploys the most effective collection process that is most suitable for each of its partner cities. PM AM has come to understand that every City/County is unique and has mastered the science of managing the collection processes.

PM AM’s also provides information of alarm holders where false alarm service fees are delinquent which allows City to make collection efforts.

PM AM has set up an effective workflow for collection services. However, if the City of Brea opt for a third-party collection agency, PM AM is open to integrating data exchange and collaborating with the third-party agency without additional charges. Any collections made by a third-party agency is supported by PM AM, however any revenue realized through their efforts shall be communicated to PM AM and PM AM’s revenue share shall be paid as stated above from such realized revenue.

PM AM’s fully integrated approach also allows it to partner and integrate with any debt collection service chosen by the City.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 36 This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - III. Collections – c & d” of by the City.

Return Mail and Collections Through Skip Tracing
PM AM employs proactive and reactive skip tracing processes to process return mail and track alarm users to clear outstanding balances in a timely fashion by tracking their contact information changes. Our most effective skip tracing process is a proprietary database that is number one in the nation and is routinely used by law enforcement agencies as well. This service comes at a high cost, but PM AM invests in such services and tools to ensure our leadership in the industry.

We also use the following methods for skip tracing:

Forwarding Addresses
PM AM has identified processes and software that is updated every 10 days by USPS and provides forwarding address information to PM AM. This enables PM AM to track and reach out to debtors and forward outstanding invoice information to the correct addresses.

Integration With City’s Water/Utilities Database
PM AM has developed processes to integrate perform skip tracing through various cities water/utilities database and provides citizen’s updated address and phone number. Such processes provide the most up to date and accurate information. PM AM utilizes this information to engage with citizens who have moved to a new address in the City but have not paid the outstanding charges.

Other Skip Tracing Methods
PM AM has also developed processes to perform skip tracing utilizing several other informational databases. These databases include:

Online Criss-Cross Directories
Google
Contacting the alarm customer
Yellow Pages
The depth and breadth of PM AM skip tracing abilities ensures our Customer Service Specialists have the processes to track down missing persons for billing and collections.

Increased City Alarm Program Margins
PM AM has constantly been innovating processes and looking at modern solutions that are required to fulfill the large mail processing requirements that a partner City brings. PM AM’s relationship with industry leader, Pitney Bowes is almost a decade old. During this period, both PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 37 sides have collaborated to create unique processes that fulfill the current demand of accuracy and speed with which large volumes of postal mail needs to be sent out every month.

PM AM utilizes the current mailing technologies that qualify its mail for bulk mail discounts, this will deliver additional cost savings to the City.

Undeliverable Mail
USPS national studies suggest that 17 percent of consumers and almost 20 percent of businesses move every year and the cost of handling “Undeliverable as Addressed” (UAA) mail is estimated at $2 billion annually. Advanced technology solutions are now available that constantly update the most current address information into the United States Postal Service database. In the absence of such solutions, US consumers stand to lose billions of dollars.

PM AM estimates that the 17% inaccurate mailings could cost the City a substantial amount of the false alarm revenue. This otherwise unrecoverable revenue is easily collected by PM AM as we use processes for eliminating mailing errors for our partner cities and counties include using the forwarding information for alarm holders to reduce incorrect addresses, wasted mailings and utilizing latest industry leading solutions to obtain updated and current address information prior to mailing, in real time over the Internet, available 24 x 7. This service is available to PM AM through its business partners.

Integrated Document Printing
The partnership with Pitney Bowes has brought many best practices to PM AM and its customers.

One such benefit is Integrated Document Printing. This innovation provides PM AM and its customers an assured solution where documents of any length are customized during the implementation phase for invoices, and other citizen outreach purposes without ever worrying if the mail pieces will have any problems of sorting through this complicated document printing process. PM AM sends out accurate mailings that are guaranteed by the time proven processes matured by industry players like, Pitney Bowes over several decades of their research and development in this area and their willingness to co-develop processes with their customers like PM AM.

REPORTING
Reporting and Data Management
FAMS offers more than 100 available reports to the City Alarm administrator and other officials.

Since FAMS is 100% web-based, all system-wide reports used or available to PM AM staff are also available and accessible by the City’s staff via a web-browser.

These reports are in always available mode and the City has access to these reports 24 x 7. These reports present correct and accurate information with 100% visibility to the City officials on real PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 38 time basis. The majority of the reports have an option to export the results in PDF or Microsoft Excel formats. Several reports can be set up standard or ad-hoc with multiple variable parameters, date ranges and status of an account, etc.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - VII. Reporting – e & h.” of by the City.

These reports are available to the City at no additional cost. This unique, transparent, detailed, and extensive reporting capability of FAMS allows PM AM to provide all records and statements required for audit purposes and submit to regular independently certified audits or special audit of controls, services and billing as may be needed by the City.

This reporting capabilities also allows PM AM to provide a cooperative proactive approach for the regular reviews by the City including the topics like quality, customer service approach, business issues, problem solving and future planning on an ongoing basis. These reviews and meetings can be conducted in person or via teleconferences etc.

Among all reports, we have listed a few reports which will provide detailed insight on FAMS reporting capability to the City:
x Ability to search accounts by multiple search criteria. x Listing of alarm users by number, name, address, or alarm company. x Outstanding bills with aging of past due balances 30 days, 60 days etc. x Revenue receipt report including adjustments, refunds, returned checks etc. per day or by specific dates.
x Full alarm history per alarm user (including appeal history); x False alarm rates by alarm owner;
x Top offenders list with ability to break down by hours, days, months, etc.; x List of all non-response or suspended accounts with account information; x List of accounts by status;
x Other reports as requested by the Alarm Administrator.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - III. Collections – e, V. Customer Service – c & VII. Reporting - a” of by the City.

Following are screenshots of few sample reports:

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 39 Account Receivable Aging Summary Report
Ledger Report
Payment Received Report
Ledger Report
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 40 Monthly Reconciliation Statement Report
Additionally PM AM have developed an option which can be used by City User to create ad-hoc (custom) reports where the custom report template can be saved and re-generated whenever it is required.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - VII. Reporting - c” of by the City.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 41 Custom Report
This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - VII. Reporting - g” of by the City.

City officials will have access to the "Permit Analysis" feature, providing them with precise and accurate data in real-time. This includes comprehensive details and history of permits with audit trail of all system transactions, detailing every action taken, invoices, payments as well as all forms of communication with customers, such as text messages, traditional mail, and emails.

Additionally, this feature offers visibility into all correspondence related to the City's alarm program, including images of mailed items like permit applications, checks or appeal documents sent to the designated P.O. Box.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 42 Permit Analysis
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 43 This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - VII. Reporting – d & VII. Reporting - b” of by the City.

Dashboards and Analytics Reports
FAMS is the pioneer alarm management solution that provides City decision makers with secure, online, real-time statistical dashboards and analytic reports. City officials can monitor false alarms, billing, and collections information instantly at any time.

Additionally, PM AM had the vision in 2003 to utilize “Drillable Reports”. Data points on dashboards and reports incorporate a drill-down technique from the FAMS user interface to access unit level data.

CUSTOMER SERVICE
Citizen Self- Service Web Portal
PM AM’s FAMS offers a safe and reliable self-service web portal that has been customized for the City’s citizens to complete online payments, learn about issues related to false alarms and its education, complete alarm awareness online class etc. It is critical to give citizens a self-service portal with 24 hour, 7 days a week availability. We recognize technically savvy citizens are more likely to complete a web-based, self-enrollment rather than using mail-in or call center options.

This self-service web portal will be accessible by a link on the City’s website.

The City citizen web portal will accomplish the following processes and objectives:

Alarm & Billing History
Citizens can log into FAMS™ secured area to check all historical False Alarms history, unpaid bills, and contact information. Citizens can access such information at no additional cost or fee. Most importantly, citizens are able to update their contact information online.

This will enable first responders to have the most accurate data for each alarm location.

Bill Payment
Citizens will routinely pay bills from the comfort of their home using FAMS™ easy-to-use, no-hassle, reliable, and proven citizen portal.

FAMS™ citizen portal is secured through 256-bit encryption and is PCI compliant.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 44

Citizen Education & Awareness
Citizens can review the educational content focused on reduction of false alarms and also undergo the false alarm prevention class.

Citizens with limited access to the internet/knowledge to internet will be able to receive the educational material via USPS. They can also review information related to the State’s Alarm Statute like fine schedule, police response, appeal process etc.

Email Notifications
Citizens receive email notifications for new permit/registration applications are submitted and they also receive email notification for outstanding bills, payment confirmations etc.

Citizens can also opt-in to receive email notifications on false alarms educational material as well as tips to reduce false alarms.

For sending email notification by default PM AM’s FAMS™ utilizes its own email system, PM AM’s implementation team will work with City of Brea’s IT team to get requited credentials to send emails from City’s email system.

Permit holders also have the option of paying by USPS mail as well as through walk-in at the City Cashier's desk. PM AM is committed to providing all methods of payment including payment by phone. Payments made through USPS are sent to a financial institution chosen by the City.

PM AM is the pioneer in that we provide an unmatched user experience in each of our Tow’s custom-designed citizen portals. Immediately upon logging on to the City website, your citizen is guided through the false alarm payment with a video guide. Through video demonstrations, citizens can quickly learn and conduct any business that they choose including view ordinances, review and pay outstanding bills, change contact details, and view their account and false alarm history. PM AM launched this initiative eight years back and was the first in the False Alarm Management industry to create such a unique citizen experience. Since that time, this module has been somewhat copied and reproduced.

PM AM’s implementation team uses creative designs to make each portal unique for each partner city or county and in line with the same theme, look and feel as the City’s website. The web portal is encrypted and secure to ensure safety for its users and information submitted and is accessed through a link at the City’s website. All payments are processed in compliance with PCI.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - V. Customer Service – a & VI. Data Security and Reliability - e” of by the City.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 45 Security Companies Self Service Web Portal
Alarm security companies can always be engaged through a cumbersome process by phone; however, PM AM has invested significant research on the City’s need to engage alarm companies through a self-service web portal.
x Compliance – Alarm security companies can check their customer list to determine if all of their customers are compliant with the City ordinance. This way, alarm companies can ensure that alarm permits are acquired by existing and new alarm holders. x Identifying Non-Compliance – PM AM also requests alarm security companies to upload their customer lists to this portal, so FAMS can identify non-compliance and ask alarm companies to make their customers compliance through the permitting process also available in the self-service web portal.
x Reduction of False Alarms – PM AM will provide security companies with a list of the City’s high alarm violators and ask for assurances that their systems are operating correctly.

Identifying systems operating outside of tolerances can significantly reduce false alarm calls. x Self-service Capability – The self-service portal has several reports so the alarm security companies can check their customer’s list.

PM AM maintains comprehensive information about the alarm companies.

The Security Company portal is a significant effort that PM AM has undertaken to ensure that security companies and their customers comply with the applicable alarm laws. The results show that this effort has helped reduce noncompliance and false alarms by using security company resources.

Corporate Portal for Multiple Accounts
FAMS has an integrated portal that allows business entities with multiple locations to access all of their account information in one place. The portal enables them to view alarm history and outstanding invoices for multiple locations on a single screen, batch pay invoices and update information. This FAMS portal provides a complete solution for businesses that utilize a central accounts payable department. With cross-reference capabilities, the accounts payable team can link all of their locations under one login, allowing them to view and pay any current or new invoices in an easy and convenient way.

PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 46 Mobile Strategy
PM AM is the only service provider in the marketplace which provides the citizen web-portal accessibility through mobile applications for iOS and Android devices. Currently the FAMS apps for iOS and Android enable users to log into the Citizen portal to read the City’s False Alarm Ordinance, make payments, view and update
their account information for alarm user, billing,
and on-site emergency contacts. Citizens can
receive push notifications for false alarm
incidents, invoices, past due bills etc. They can
also access a variety of educational materials to
help them prevent future false alarms.

Customer Service Center
The City has been provided with a unique toll-free calling number for its citizens to contact the service center located in United States. PM AM utilizes a cloud-based dialer. The dialer allows the service center to route calls to the dedicated Customer Care Specialist team members in all or any of our 3 calling centers within the United States and integrate all call information with FAMS customer and alarm information.

Our customer service approach ensures the citizens of the City have quick, courteous, timely and easy access to a variety of support tools that will allow them to easily apply for a permit, obtain account information, understand the City’s ordinance and receive immediate assistance from multiple customer care representatives for questions related to permits, billing, payments and the alarm ordinance through a dedicated toll free number during normal business hours including 8:00 am to 5:00 pm PST. PM AM Customer Support Group provides services in English, Spanish and also offers translation services in 175+ different languages.

This fulfill the requirements as stated in “EXHIBIT A - Scope of Services and Specifications Requirements - Scope of Work - II. Billing – d” of by the City.

PM AM’s Support Center in Dallas, Texas has professional representatives on staff, uses best practice processes, and is built with the most advanced call center technology to provide a superior service offering to our partner cities. All customer service processes and documents will be based in the PM AM offices in Dallas, TX. PM AM also has other center in Houston, TX that may also provide services if required.
e p t e p e e t utu e a se a a
Easily make payments on
mobile devices…
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 47 PM AM Corporation is an equal opportunity employer. As such it is our policy not to discriminate on any basis prohibited by law including race, sex, age, religion, national origin, disability, marital status or veteran status. It is our intent and desire that equal employment practices apply to all terms and conditions of employment at the PM AM Corporation. The CEO of PM AM Corporation and all managerial personnel are committed to this policy and its enforcement.

PM AM Corporation does not tolerate the presence of illegal drugs or the illegal use of legal drugs in our workplace. The use, possession, distribution, or sale of controlled substances such as drugs or alcohol or being under the influence of such controlled substances is strictly prohibited while on duty, while on PM AM Corporation’s premises or worksites, or while operating PM AM Corporation’s equipment or vehicles. PM AM conducts drug tests during the employment process and all employees provide their consent to be sent for drug tests at any time during their employment with PM AM.

Our Customer Care Representatives shall respond to all questions and issues from alarm users. It has been the experience of PM AM that the trained customer service representatives are able to resolve more than 95 percent of issues in a single call, outside of appeals process where the decision may come from City Officials.

Citizen Service Representative Team
PM AM has a citizen service team made up of Customer Care Specialists and Customer Care Representatives.

The alarm administration team includes specific roles and specialists:
x Alarm Matching Specialist
x Billing and Payment Specialist
x Customer Care Specialist
x Document Specialist
PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 48 Utilizing FAMS to Create a Superior Customer Experience Customer Care Specialists are able to access all permit information in a single FAMS customer service view. This view allows Customer Care Specialists the ability to instantly access all invoices, alarm incidents, receivables, and collections data, which empowers them to have very meaningful dialogue instantly with each customer.

For example, Customer Care Specialists can access customer invoices as they were issued. This enables Customer Care Specialists to speak in confidence knowing they are discussing the exact documentation each citizen has received. If the citizen requires invoices to be resent to them, PM AM Response to RFP No. 2024.07.09.01 for City of Brea, CA - Confidential | Vendor Sensitive (Not for Public Disclosure) 49 Customer Care Specialists can immediately resend invoices by email or fax so that customers can receive them in near real time.
x Emails are instantly sent by FAMS’s integrated email engine x Faxes are instantly sent by FAMS’s integrated fax service Customer Care Call Center
PM AM maintains high standards for each Customer Care Specialist. Our proprietary web-based call center application program monitors all interactions between citizens and our Customer Care Specialist. The Call Log records each call made or received by our Customer Care Specialists. This includes the telephone number, the duration of the call and the date and time the calls were made.

PM AM has a state-of-the-art phone predictive dialer that is capable of handling voice and data seamlessly. This feature helps create a positive experience for the callers, and also educates callers on alarm reduction efforts while they are on hold.

PM AM works with a single goal of “Single call resolution” to be 90%+.

Having a Same Day Call Back Policy in place for any voice messages ensures a high level of customer service is achieved.

Customer service metrics are available to supervisors in real-time. Customer Care supervisors are able to listen into live service calls and provide meaningful input if required, to ensure the customer service team is providing superior customer service. Our supervisors spend considerable time monitoring conversations to confirm quality citizen service is being provided by the customer care department. Supervisors are mandated to undertake Call Quality Audits on a regular basis, and document the quality in a predefined questionnaire. These audits are reviewed and become the basis for conducting coaching and training sessions to continually improve each Customer Care Specialist’s performance.

The City will benefit from our cloud-based solution and also from happy and satisfied citizens who call our customer service representatives. PM AM utilizes call center best practices in order to have the majority of calls resolved during the first interaction.

All calls are recorded and available for later review. In the rare case of a customer complaint, PM AM is able to review the call recording for full knowledge of the interaction, and take any necessary action to resolve the issue. This practice has been very helpful for the partner cities and PM AM to mutually look at any feedback provided by the citizen about the false alarm management services.

Brea City CouncilJune 17, 2025

Brea City Council
June 17, 2025