Agenda packet — Buena Park City Council, September 24, 2024 (part 2 of 3)

Section 2. Based on staff reports, presentations, public comments, and all other evidence presented to the City Council in connection with this consideration of this matter, and in compliance with subsection (d)( 1) of Section 7071 of the Government Code, the City Council finds and declares that:
a) The military equipment identified in the Department Policy is necessary because there is no reasonable alternative that can achieve the same objective of officer and civilian safety; b) The Department Policy and military equipment identified therein will safeguard the public' s welfare, safety, civil rights, and civil liberties; c) To the extent the Department Policy provides for the purchase of military equipment, the equipment is reasonably cost effective compared to available alternatives that can achieve the same objective of officer and civilian safety; and d) Prior military equipment use by the Department complied with the military equipment use policy that was in effect at the time, or to the extent prior uses did not comply with the accompanying military equipment use policy then in effect, corrective action has been taken to remedy nonconforming uses and ensure future compliance. e) As a result of the foregoing, the City of Buena Park and Department have satisfied the conditions precedent under AB 481 to the City Council' s consideration and approval of the Department Policy by way of this Ordinance.

Section 3. Based on the findings and determines set forth above, the City Council hereby approves the Department Policy as attached hereto, and in connection therewith the City Council directs and orders as follows:
a) The Department Policy shall be made publicly available on the internet website of the Department for as long as the military equipment is available for use; b) The Department shall prepare and submit the annual military equipment report required by Section 7072 to the City Council within one ( 1) year from the date of this Ordinance, and thereafter annually for so long as the military equipment is available for use; c) The City Council shall review this Ordinance at least once per calendar year at a regular meeting held pursuant to the Brown Act, at which time the City Council will consider the determinations required by subsection ( e)( 2) of Section 7071 of the Government Code and vote on whether to renew this Ordinance.

Section 4. CEQA. This Ordinance is not a project within the meaning of Section 15378 of the Guidelines for the California Environmental Quality Act ( "Guidelines "), in that it is an ordinance of general policy and procedure and does not constitute a "project" within the meaning of the California Environmental Quality Act ( "CEQA "), and it has no potential for resulting in either a direct or reasonably foreseeable indirect physical charge in the environment.

Section 5. SEVERABILITY. This City Council declares that should any provision, section, paragraph, sentence, or word of this Ordinance be rendered or declared invalid by any final court action or competent jurisdiction, or by reason of any preemptive legislation, the remaining provisions, sections paragraphs, sentences and words of this Ordinance shall remain in full force and effect.

ORDINANCE NO. 1706

Page 3 ends

Section 6. EFFECTIVE DATE; CERTIFICATION. This Ordinance shall take effect 30 days after is passage and adoption pursuant to Government Code section 36937. The City Clerk shall certify to the adoption of this Ordinance and shall cause the same to be posted in the manner required by law.

PASS AND ADOPTED this 14th day of June, 2022, by the following called vote:

AYES: COUNCILMEMBERS: Brown, Traut, Sonne, Swift, Park
I, Adria M. Jimenez, MMC, City Clerk of the City of Buena Park, California, do hereby certify that the foregoing resolution was duly and regularly passed and adopted at a regular meeting of the City Council of the City of Buena Park held on the 14th day of June 2022.

City Clerk
City of Buena Park
City Council Regular Meeting Agenda Report

RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND APPROVAL OF A CONTRACT WITH RMS

CONSTRUCTION FOR THE WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS PROJECT Meeting
Tuesday, September 24, 2024, 5:00 PM
Agenda Group
NEW BUSINESS Item: 5A
Presented By
Jason Tran, E.I.T., Assistant Engineer
Prepared By
Mina Mikhael, Director of Public Works/City Engineer
Approved By
Aaron France, City Manager

RECOMMENDED ACTION
1) Adopt a resolution approving the plans and specifications for the William Peak Park Accessibility Improvements Project; 2) Award a contract to RMS Construction in the amount of $302,408; 3) Authorize contingency funds in the amount of $32,592; 4) Authorize construction engineering funds in the amount of $10,000; 5) Authorize a purchase order for The Solis Group in the amount of $4,035 for the Community Workforce Agreement (CWA); 6) Authorize contingency funds in the amount of $1,345 for CWA administration; 7) Authorize the City Manager and City Attorney to make any necessary, non-monetary changes to the contract; and, 8) Authorize the City Manager and City Clerk to execute the contract.

PREVIOUS CITY COUNCIL ACTION
On March 26, 2024, staff presented a study session on the direction of the renovation of the Peak Park Pool Building. Along with renovating the building itself, City Council directed staff to proceed with accessibility improvements to the entire park to comply with ADA standards.

DISCUSSION
The William Peak Park Accessibility Improvements Project includes improving the park to comply with the ADA Standards for Accessible Design. The scope of work for this project includes improvements to the paths of travel, concrete sidewalk, concrete curb ramps, restrooms, parking lots, picnic tables, and drinking fountains.

The project was advertised for competitive bids on August 12, 2024. Five bids were received and publicly opened on August 29, 2024. Total bid amounts ranged from $514,427 to $1,012,563. This project included base bids that ranged from $302,408 to $695,496 and additive bids that ranged from $152,317 to $317,067. Due to budgetary constraints, staff recommends awarding the project based on the lowest, responsible base bid. The lowest, responsible bid was submitted by RMS Construction of Signal Hill, CA in the amount of $302,408. This contractor possesses the required license and has completed similar projects for the City of Buena Park.

Staff recommends awarding a contract to RMS Construction in the amount of $302,408, approving construction engineering funds in the amount of $10,000, and approving contingency funds in the amount of $32,592.

Construction is anticipated to begin in November 2024 and be completed by December 2024.

The contract has been reviewed by the City Attorney.

BUDGET IMPACT
Total cost for the project is in the amount of $350,380, as shown below:

Construction Contract: $302,408
Construction Engineering: $10,000
Construction Contingency: $32,592
CWA Administration: $4,035
CWA Administration Contingency: $1,345
Total Project Cost: $350,380
The project was budgeted for the 2024-2025 Fiscal Year as a Capital Improvement Project (CIP), and will be funded from the Peak Park Pool Building Improvement budget (Account No. 32-290164-9806).

Attachments
01 - Resolution - Peak Park Accessibility Improvements FINAL.pdf 02 - Location Map - Peak Park Accessibility Improvements.pdf 03 - Bid Result - Peak Park Accessibility Improvements.pdf 04 - Bid Summary - Peak Park Accessibility Improvements.pdf 05 - Contract - Peak Park Accessibility Improvements.pdf 06 - CWA Proposal - Peak Park Accessibility Improvements.pdf RESOLUTION NO. __________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BUENA PARK APPROVING

PLANS AND SPECIFICATIONS FOR WILLIAM PEAK PAK ACCESSIBILITY IMPROVEMENTS PROJECT IN SAID CITY.

WHEREAS, it is the intention of the City of Buena Park to construct certain improvements in the City; and
WHEREAS, the City Engineer has prepared specifications and plans for the construction of certain improvement(s).

NOW, THEREFORE, BE IT RESOLVED that the specifications and plans presented by the City be and are hereby approved as the specifications and plans for:

WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS PROJECT
PASSED AND ADOPTED this 24th day of September 2024, by the following called vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS
_______________________________________
Mayor
ATTEST:
_______________________________________
City Clerk
I, Adria M. Jimenez, MMC, City Clerk, hereby certify that the foregoing Resolution was duly and regularly passed and adopted at a regular meeting of the City Council of the City of Buena Park held this 24th day of September 2024.
_______________________________________
City Clerk
WILLIAM PEAK PARK ADA IMPROVEMENTS 7225 EL DORADO DR, BUENA PARK, CA 90620 LOCATION MAP LA PALMA AVE

N NOT TO SCALE

WESTERN AVE

KNOTT AVE PROJECT LOCATION
Company Name Base Bid Amount Additive Bid Amount Total Bid Amount 1 Zeco, Inc. 362,110.86 $ 152,316.50 $ 514,427.36 $
2 RMS Construction 302,408.00 $ 254,897.00 $ 557,305.00 $ 3 MBC Enterprise, Inc. 695,496.00 $ 317,067.00 $ 1,012,563.00 $ 4 Marjani Builders, Inc. 473,079.50 $ 205,161.00 $ 678,240.50 $ 5 Aguilar & Calderon Corp. 365,526.00 $ 248,680.00 $ 614,206.00 $ City of Buena Park

BID RESULTS

WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS PROJECT
Project No. 269
Bid No. 2024-12
Bid Opening. 08/29/2024- 2:00 P.M.

Item Approx. Unit Description Unit Total Unit Total Unit Total Unit Total Unit Total Unit Total Unit Total No Quantity Price Amount Price Amount Price Amount Price Amount Price Amount Price Amount Price Amount 1 6,090 SF Demolish and remove existing concrete as
shown on plans $9.59 $58,403.10 $6.20 $37,758.00 $12.00 $73,080.00 $3.25 $19,792.50 $6.00 $36,540.00 $9.00 $54,810.00 $7.41 $45,114.72 2 102 LF Remove existing concrete curb $92.53 $9,438.06 $49.90 $5,089.80 $26.00 $2,652.00 $35.00 $3,570.00 $54.50 $5,559.00 $29.00 $2,958.00 $51.59 $5,261.77 3 958 SF Remove existing turf $7.52 $7,204.16 $2.40 $2,299.20 $10.00 $9,580.00 $5.00 $4,790.00 $2.00 $1,916.00 $6.00 $5,748.00 $5.38 $5,157.87 4 3 EA Remove existing drinking fountain $1,430.00 $4,290.00 $675.00 $2,025.00 $1,740.00 $5,220.00 $2,500.00 $7,500.00 $1,500.00 $4,500.00 $3,000.00 $9,000.00 $1,569.00 $4,707.00 5 3 EA Remove and salvage existing picnic table $1,430.00 $4,290.00 $570.00 $1,710.00 $435.00 $1,305.00 $1,500.00 $4,500.00 $1,600.00 $4,800.00 $1,000.00 $3,000.00 $1,107.00 $3,321.00 6 1 LS Remove existing parking striping from existing
accessible parking stalls (x2) as shown on plans.
$2,035.00 $2,035.00 $1,055.00 $1,055.00 $3,219.00 $3,219.00 $3,900.00 $3,900.00 $900.00 $900.00 $2,000.00 $2,000.00 $2,221.80 $2,221.80 7 2 EA Remove and relocate existing accessible
parking sign as shown on plans $600.00 $1,200.00 $730.00 $1,460.00 $861.00 $1,722.00 $1,250.00 $2,500.00 $800.00 $1,600.00 $100.00 $200.00 $848.20 $1,696.40 8 1 EA Remove and salvage existing accessible parking
sign $1,500.00 $1,500.00 $250.00 $250.00 $435.00 $435.00 $1,000.00 $1,000.00 $900.00 $900.00 $100.00 $100.00 $817.00 $817.00 9 6,052 SF Construct new concrete paving as shown on
plans $22.37 $135,383.24 $16.50 $99,858.00 $31.00 $187,612.00 $22.00 $133,144.00 $14.50 $87,754.00 $20.00 $121,040.00 $21.27 $128,750.25 10 1,919 SF Re-grade turf as specified on plans and re-plant grass in kind as needed $13.48 $25,868.12 $6.00 $11,514.00 $14.00 $26,866.00 $7.00 $13,433.00 $3.00 $5,757.00 $5.00 $9,595.00 $8.70 $16,687.62 11 1 EA Construct new concrete curb ramp per Caltrans
Case A $6,446.00 $6,446.00 $8,000.00 $8,000.00 $6,925.00 $6,925.00 $13,500.00 $13,500.00 $7,500.00 $7,500.00 $10,000.00 $10,000.00 $8,474.20 $8,474.20 12 2 EA Construct new concrete curb ramp per Caltrans
Case B $4,086.50 $8,173.00 $8,000.00 $16,000.00 $6,925.00 $13,850.00 $11,500.00 $23,000.00 $10,500.00 $21,000.00 $10,000.00 $20,000.00 $8,202.30 $16,404.60 13 1 EA Construct new concrete curb ramp per Caltrans
Case E $6,446.00 $6,446.00 $7,500.00 $7,500.00 $6,925.00 $6,925.00 $12,500.00 $12,500.00 $9,500.00 $9,500.00 $10,000.00 $10,000.00 $8,574.20 $8,574.20 14 1 LS Construct accessible off street parking stall per plans and Caltrans A90B (x2) $3,300.00 $3,300.00 $3,200.00 $3,200.00 $13,920.00 $13,920.00 $3,500.00 $3,500.00 $7,500.00 $7,500.00 $10,000.00 $10,000.00 $6,284.00 $6,284.00 15 1 LS Install 6-inch white parking lane line to match existing $990.00 $990.00 $1,200.00 $1,200.00 $1,557.00 $1,557.00 $5,000.00 $5,000.00 $2,800.00 $2,800.00 $2,000.00 $2,000.00 $2,309.40 $2,309.40 16 2 EA Furnish and install new accessible parking sign $632.50 $1,265.00 $650.00 $1,300.00 $1,436.00 $2,872.00 $1,650.00 $3,300.00 $1,500.00 $3,000.00 $250.00 $500.00 $1,173.70 $2,347.40 17 1 EA Furnish and install accessible path of travel
signage $495.00 $495.00 $475.00 $475.00 $1,966.00 $1,966.00 $1,650.00 $1,650.00 $1,900.00 $1,900.00 $250.00 $250.00 $1,297.20 $1,297.20 18 2 EA
Furnish and install Most Dependable 10145
SMSS Hi-Lo drinking fountain with pet bowl or
approved equal per plans
$4,895.00 $9,790.00 $11,150.00 $22,300.00 $24,360.00 $48,720.00 $16,500.00 $33,000.00 $13,400.00 $26,800.00 $12,000.00 $24,000.00 $14,061.00 $28,122.00 19 1 EA
Furnish and install Most Dependable 10145
SMSS Hi-Lo drinking fountain with pet bowl or
approved equal per plans (Contractor to consult
with City on constructing a drain)
$8,250.00 $8,250.00 $4,900.00 $4,900.00 $24,360.00 $24,360.00 $16,500.00 $16,500.00 $14,900.00 $14,900.00 $12,000.00 $12,000.00 $13,782.00 $13,782.00 20 1 EA Furnish and install new accessible picnic table per plans $5,610.00 $5,610.00 $3,600.00 $3,600.00 $6,060.00 $6,060.00 $6,500.00 $6,500.00 $4,500.00 $4,500.00 $6,000.00 $6,000.00 $5,254.00 $5,254.00 21 1 LS
Remove existing restroom partition walls and
doors. Patch and repair concrete floor to match
finish of existing concrete floor
$5,170.00 $5,170.00 $2,745.00 $2,745.00 $13,050.00 $13,050.00 $15,000.00 $15,000.00 $11,750.00 $11,750.00 $3,000.00 $3,000.00 $9,543.00 $9,543.00 22 1 LS
Remove existing restroom plumbing fixtures as
shown on plans. Adjust plumbing behind wall as
needed for new fixture
$8,175.20 $8,175.20 $7,854.00 $7,854.00 $60,900.00 $60,900.00 $18,500.00 $18,500.00 $41,400.00 $41,400.00 $8,000.00 $8,000.00 $27,365.84 $27,365.84 23 2 EA Remove existing doors and replace with new
steel door. $5,071.00 $10,142.00 $5,020.00 $10,040.00 $11,310.00 $22,620.00 $12,500.00 $25,000.00 $4,550.00 $9,100.00 $10,000.00 $20,000.00 $7,690.20 $15,380.40 24 7 EA Furnish and install Acorn Model 2100 with
manual flush valve toilet as shown per plans $1,060.71 $7,424.97 $2,880.00 $20,160.00 $11,832.00 $82,824.00 $4,250.00 $29,750.00 $3,400.00 $23,800.00 $2,000.00 $14,000.00 $4,684.54 $32,791.79 Average

BASE BID
MBC Enterprises, Inc. Marjani Builders, Inc.

WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS PROJECT
Project No. 269 - Bid No. 2024-12
Bid Summary
Bid Opening: August 29, 2024 - 2:00 P.M.

Zeco, Inc. Aguilar & Calderon Corp. RMS Construction Engineer's Estimate PAGE 1 OF 2
Item Approx. Unit Description Unit Total Unit Total Unit Total Unit Total Unit Total Unit Total Unit Total No Quantity Price Amount Price Amount Price Amount Price Amount Price Amount Price Amount Price Amount Average

BASE BID
Zeco, Inc. Aguilar & Calderon Corp. RMS Construction Engineer's Estimate MBC Enterprises, Inc. Marjani Builders, Inc. 25 2 EA Furnish and install Acorn Model 2158 with
manual flush valve urinal as shown per plans
$4,400.00 $8,800.00 $2,200.00 $4,400.00 $11,136.00 $22,272.00 $4,250.00 $8,500.00 $1,550.00 $3,100.00 $2,000.00 $4,000.00 $4,707.20 $9,414.40 26 4 EA Furnish and install Acorn Model ELPS1 sink as
shown per plans $940.50 $3,762.00 $3,025.00 $12,100.00 $10,614.00 $42,456.00 $4,250.00 $17,000.00 $1,950.00 $7,800.00 $2,000.00 $8,000.00 $4,155.90 $16,623.60 27 1 LS Furnish and install HDPE floor/ceiling mount
partition walls as shown per plans $12,100.00 $12,100.00 $10,675.00 $10,675.00 $7,830.00 $7,830.00 $32,000.00 $32,000.00 $15,600.00 $15,600.00 $3,000.00 $3,000.00 $15,641.00 $15,641.00 28 2 EA Furnish and install Bobrick B-6806 Series grab
bars as shown per plans $2,007.50 $4,015.00 $350.00 $700.00 $522.00 $1,044.00 $1,250.00 $2,500.00 $450.00 $900.00 $500.00 $1,000.00 $915.90 $1,831.80 29 7 EA Furnish and install Bobrick B-2892 toilet paper dispenser as shown per plans $306.43 $2,145.01 $320.00 $2,240.00 $522.00 $3,654.00 $1,750.00 $12,250.00 $350.00 $2,450.00 $500.00 $3,500.00 $649.69 $4,547.80 1 6,217 SF Remove and dispose of existing playground
sand. Prepare for new synthetic base $2.00 $12,434.00 $4.00 $24,868.00 $6.00 $37,302.00 $6.00 $37,302.00 $7.00 $43,519.00 $10.00 $62,170.00 $5.00 $31,085.00 2 6,217 SF
Furnish and install 3.5-inch resilient synthetic
Totturf, or approved equal, over
concrete/aggregate base.
$22.50 $139,882.50 $37.00 $230,029.00 $45.00 $279,765.00 $27.00 $167,859.00 $33.00 $205,161.00 $30.00 $186,510.00 $32.90 $204,539.30 BASE BID = $362,110.86 $302,408.00 $695,496.00 $473,079.50 $365,526.00 $367,701.00 ADDITIVE BID = $152,316.50 $254,897.00 $317,067.00 $205,161.00 $248,680.00 $248,680.00 TOTAL BID (BASE + ADDITIVE) = $514,427.36 $557,305.00 $1,012,563.00 $678,240.50 $614,206.00 $616,381.00 Additive Bid
PAGE 2 OF 2

CONTRACT
C-1

CONTRACT

CITY OF BUENA PARK CONTRACT FOR

WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS
“Project”
Project Number: 269
Bid Number: 2024-12
This CONTRACT (“Contract”) is made and entered this 24th day of September, 2024 (“Effective Date”), by and between the CITY OF BUENA PARK, a California municipal corporation (“City”) and RMS Construction, a California Corporation (“Contractor”). Contractor’s California State Contractor’s license number is 900304. The Contractor and the City are sometimes referred to herein collectively as the “Parties” and singularly as “Party.” In consideration of the mutual covenants hereinafter set forth, the parties hereto agree as follows:

1. Contract Documents. The Contract Documents consist of the following, each of which are attached hereto and incorporated herein by this reference:

A. This Contract;
B. The Notice Inviting Bids for the above-referenced project (“Project”), dated August 12, 2024;
C. The Instructions to Bidders for the Project, dated August 12, 2024; D. Contractor’s Bid for the Project, dated August 29, 2024 (including documentation accompanying the Bid and any post-Bid documentation submitted before the Notice of Award);
E. The Contractor’s Bonds for the Bid and the Project;
F. The final working drawings, plans, and specifications for the Project as approved by the City, and dated May 2024 (“Plans and Specifications”).

G. The City of Buena Park’s Standard Specifications for Public Works Projects, Latest Edition;
H. The City of Buena Park’s Special Provisions for Public Works Projects, Latest Edition;
I. Any and all permits from regulatory agencies with jurisdiction issued for the Project; and
J. Any addenda or change orders for the Project approved by the City subsequent to the Effective Date of this Contract.

2. Scope of Services. Contractor shall perform all Work necessary to complete, in a good and workmanlike manner, a public works project identified in the title of this Contract above (the “Project”), as such Project and the Work to be performed by Contractor is further are described in the Contract Documents.

C-2

3. Compensation. In consideration for Contractor’s performance of the Work required to complete the Project hereunder, City shall pay Contractor a total NOT-TO-EXCEED amount of THREE HUNDRED TWO THOUSAND FOUR HUNDRED AND EIGHT DOLLARS ($302,408) in accordance with the prices as submitted in the Bid (“Compensation”). The Compensation shall be the total and complete such payable by the City for any and all costs, direct or indirect, of the Contractor for provision of the Work and completion of the Project, including but not limited to general and supplementary conditions, performance and payment bonds, Contractor fee for construction, and Contractor overhead and profit, and any other items of costs, accounting, or expense relating to or arising therefrom. Compensation shall under no circumstances be increased except via a formal change order approved by the City; and only if such overruns result of additional scope from the City, as opposed to price overruns, delays, errors, or omissions.

4. Term of Contract: The Contractor agrees to complete the work to City’s satisfaction within THIRTY (30) WORKING DAYS from the date of written notice to proceed. The Contractor further agrees to the assessment of liquidated damages in the amount of FIVE HUNDRED DOLLARS ($500) for each calendar day the work remains incomplete beyond the expiration of the completion date. The City may deduct the amount thereof from any monies due or that may become due the Contractor under this Contract.

5. Incorporation by Reference. All of the following documents are attached hereto and incorporated herein by this reference: Workers’ Compensation Certificate of Insurance, Additional Insured Endorsement (Comprehensive General Liability), Additional Insured Endorsement (Automobile Liability), and Additional Insured Endorsement (Excess Liability).

6. Insurance: The Contractor shall not commence work under this Contract until it has obtained all insurance required hereunder in a company or companies acceptable to City nor shall the Contractor allow any subcontractor to commence work on a subcontract until all insurance required of its subcontractor has been obtained. The Contractor shall take out and maintain at all times during the life of this contract the following policies of insurance:

A. Compensation Insurance.

1. Before beginning work, the Contractor shall furnish to the City a certificate of insurance as proof that it has taken out full compensation insurance for all persons whom the Contractor may employ directly or through subcontractors in carrying out the work specified herein, in accordance with the laws of the State of California. Such insurance shall be maintained in full force and effect during the period covered by this Contract. Further such policy of insurance shall provide that the insurer waives all rights of subrogation against City and its elected officials, officers, employees, volunteers, and agents.

2. In accordance with the provisions of Section 3700 of the California Labor Code, every Contractor shall secure the payment of compensation to his employees.

Contractor, prior to commencing work, shall sign and file with the City, a certification as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker’s compensation or to undertake self insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work of this contract.” C-3
B. General Insurance Requirements

1. Types of Coverage. Contractor shall maintain the following insurance coverage throughout the term of this Contract, and upon request Contractor shall show City evidence of such coverage, which may include visual inspection of all policies, copies of declarations page, endorsements signed by an authorized representative of the underwriting company, or certificates of insurance. Insurance coverage shall be provided in the following form:
a. Insurance Services Office Commercial General Liability coverage occurrence form number CG 00 01 11 85 or 88.
b. Automobile Liability insurance with coverage at least as broad as Insurance Services Office Form Number CA 0001 06 92 covering “Any Auto” (Symbol 1).
c. Workers Compensation insurance as required by the State of California and Employer's Liability insurance.

2. Minimum Limits of Insurance. Contractor shall maintain insurance coverage limits no less than:
a. General Liability: $2,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit, and shall contain specified language creating a duty to defend against any suit seeking damages. b. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
c. Employer's Liability: $1,000,000 per accident for bodily injury or disease.

C. Deductibles and Self-Insured Retentions. Any deductibles and/or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, elected officials, employees, agents, and volunteers; or, the Contractor shall provide a financial guarantee satisfactory to the City, guaranteeing payment of losses and related investigations, claim administration and defense expenses.

D. Other Insurance Provisions. The Contractor and City further agree as follows:

1. All insurance coverage and limits provided pursuant to this Contract shall apply to the full extent of the policies involved, available or applicable. Nothing contained in this Contract or any other agreement relating to the City or its operations limits the application of such insurance coverage. Nothing contained in this Section is to be construed as affecting or altering the legal status of the parties to this Contract.

2. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only and is not intended by any C-4
party to be all inclusive, or to the exclusion of other coverage, or a waiver of any type.

3. For any claims related to this Project, the Contractor's insurance coverage shall be primary to any other similar insurance. Any insurance or self-insurance maintained by the City, its officers, employees or volunteers, shall be excess of the Contractor's insurance and shall not contribute with it.

4. The City, its officers, elected officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor's insurance, or as a separate owner's policy.

5. For purposes of insurance coverage only, this Contract will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards, performance of this Contract.

6. All general or auto liability insurance coverage provided pursuant to this Contract, or any other agreements pertaining to the performance of this Contract, shall not prohibit Contractor, and Contractor's employees, or agents, from waiving the right of subrogation prior to a loss. Contractor waives its right of subrogation against City.

7. In the event any policy of insurance required under this Contract does not comply with these requirements 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 Contractor.

8. Contractor shall provide proof that policies of insurance required herein expiring during the term of this Contract have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished within 72 hours of the expiration of the coverages.

9. Any actual or alleged failure on the part of City or any other additional insured under these requirements to obtain proof of insurance required under this Contract in no way waives any right or remedy of City or any additional insured, in this or any other regard.

10. All insurance coverage shall contain a provision that prohibits cancellation, modification or lapse without thirty (30) days' prior written notice from insurer to the City. Contractor agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word "endeavor" with regard to any notice provisions.
11 All insurance coverage shall include a severability of interests clause substantially similar to the following: "The insurance afforded by this policy applies separately to each insured against whom a claim or suit is made or suit is brought, except with respect to the limit of the insurer's liability."
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12. All insurance coverage shall contain a clause substantially in the following words:
"It is hereby understood and agreed that this policy shall not be canceled nor materially changed except upon thirty (30) days' prior written notice to the City of Buena Park of such cancellation or material change as evidence by a return receipt for a registered letter."

13. All insurance coverage shall cover the operations of the Contractor pursuant to the terms of this Contract.

14. Contractor agrees to provide immediate notice to City of any claim or loss against Contractor that includes City as a defendant. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.

15. In the event of any loss that is not insured due to the failure of Contractor to comply with these requirements, Contractor agrees to be personally responsible for any and all losses, claims, suits, damages, defense obligations and liability of any kind attributed to City, or City's employees, or any of the additional insureds as a result of such failure.

16. Coverage will not be limited to the specific location or individual or entity designated as the address of the Project.

17. Contractor agrees not to attempt to avoid its defense and indemnity obligations to City and its employees, agents, officials and servants by using as a defense Contractor's statutory immunity under workers' compensation and similar statutes.

18. Contractor agrees to require all parties or subcontractors, including architects or others, with which it enters into contracts or hires pursuant to or related in any way with the performance of this Contract, to provide insurance covering the operations contracted for and naming as additional insureds all parties to this Contract.

Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided as required here.

Contractor agrees that no contract, standard form or otherwise, used by any party in any way connected with this Contract, or contracts Contractor enters into on behalf of City, will reserve the right to charge back to City the cost of insurance required by this or any other agreement.

E. Acceptability of Insurers. Coverage shall be written by insurers with a current A.M.

Best's rating of no less than "A:VIII," and be admitted to conduct business in the State of California by the Department of Insurance.

F. Verification of Coverage. Contractor shall furnish the City with evidence of the insurance required by this Section, satisfactory to City, consisting of original certificates of insurance and amendatory endorsements, and an additional insured endorsement at least as broad as Insurance Services Office form CG 20 10 11 85. The endorsements should be on forms provided by the City or on other than the City's forms or a separate owner’s policy, provided those forms or policies are approved by the City, and amended to conform to the City's requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time. Contractor agrees to provide complete certified copies of policies to City within 10 days of City's request for said C-6
copies.

G. Subcontractors. Contractor shall include all subcontractors or any other party involved in the Project by Contractor as insured under its policies or shall require subcontractors or any other party involved in the Project by Contractor to carry the same insurance as required herein. Contractor agrees to obtain certificates evidencing such coverage and make reasonable efforts to ensure that such coverage is provided as required here.

Contractor agrees to require that no contract used by any subcontractor, or contracts Contractor enters into on behalf of City, will reserve the right to charge back to City the cost of insurance required by this Contract. Contractor agrees that upon request, all agreements with subcontractors or others with whom Contractor contracts with on behalf of City and all certificates of insurance obtained in compliance with this paragraph will be submitted to City or review. Failure of City to request copies of such documents will not impose and liability on City, or its employees.

7. Indemnitifcation.

A. Contractor and City agree that City, its employees, officers, agents and elected officials should, to the extent permitted by law, be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost arising out of or in any way related to the performance of this Contract.

Contractor acknowledges that CITY would not have entered into this Contract in the absence of the commitment of Contractor to indemnify and protect City as set forth here.

B. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold harmless City, its elected officials, employees, agents, volunteers and officers (“Indemnitees”), from any and all liabilities, claims, suits, actions, arbitration proceedings, administrative proceedings, stop notices, regulatory proceedings, losses, expenses or costs of any kind, actual attorneys fees incurred by City, court costs, interest, defense costs including expert witness fees and any other costs or expenses of any kind whatsoever without restriction or limitation incurred in relation to, as a consequence of, arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part to the Contractor’s performance of this Contract. All obligations under this provision are to be paid by Contractor as they are incurred by the City.

C. Without affecting the rights of City under any provision of this Contract or this section, Contractor shall not be required to indemnify and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such fault is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the City is shown to have been solely at fault and not in instances where Contractor is solely or partially at fault or in instances where City 's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Contractor will be all-inclusive and City will be indemnified for all liability incurred, even though a percentage of the liability is attributable to the conduct of the City.

D. Contractor acknowledges that its obligation pursuant to this section extends to liability attributable to City, if that liability is other than the sole fault of City. Contractor has no obligation under this Contract for liability proven in a court of competent jurisdiction or by written agreement between the parties to be the sole fault of City.

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E. The obligations of Contractor under this or any other provision of this Contract will not be limited by the provisions of any workers’ compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to the Indemnitees.

The Contractor’s indemnity obligation set forth in this section shall not be limited by the limits of any policies of insurance required or provided by the Contractor pursuant to this Contract.

8. Antitrust Claims. In entering into this Contract, Contractor offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or under the Cartwright Act (Business and Professions Code Section 16700 et seq.) arising from purchases of goods, services, or materials pursuant to the Contract.

This assignment shall be made and become effective at the time City tenders final payment to Contractor without further acknowledgment by the parties.

9. Prevailing Wages. City and Contractor acknowledge that the Project is a public work to which prevailing wages apply.

10. Community Workforce Agreement. The City and contractor acknowledge that the project is covered by a Community Workforce Agreement between the City and the Los Angeles/Orange Counties Building and Construction Trades Council and the Signatory Craft Councils and Local Unions (the “CWA”). Contractor agrees to abide by the terms and conditions of the CWA.

11. Titles. The titles used in this Contract are for convenience only and shall in no way define, limit or describe the scope or intent of this Contract or any part of it.

12. Authority. Any person executing this Contract on behalf of Contractor warrants and represents that he or she has the power and authority to execute this Contract on behalf of Contractor and has the power and authority to bind Contractor to the performance of its obligations hereunder.

13. Entire Agreement; Modification. This Contract, including the Contract Documents and any other documents incorporated herein by specific reference, represents the entire and integrated agreement between City and Contractor. Each Party to this Contract acknowledges that no representations, inducements, promises, or agreements, oral or otherwise, have been made by any Party, or anyone acting on behalf of any Party, which are not embodied herein. This Contract supersedes all prior oral or written negotiations, representations or agreements. This Contract may not be modified or amended, nor any provision or breach waived, except in a writing signed by both parties that expressly refers to this Contract.

14. Exhibits; Precedence. All documents referenced as exhibits in this Contract are hereby incorporated into this Contract by this reference. In the event of any inconsistency between the express provisions of this Contract and any provision of an exhibit, the provisions of this Contract, then the City’s invitation for bids, if any, shall prevail.

15. Counterparts. This Contract may be executed in counterpart originals, duplicate originals, or both, each of which is deemed to be an original for all purposes.

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IN WITNESS WHEREOF, the parties hereto have executed the Contract the day and year first above written.

CITY OF BUENA PARK
By:

City Manager
ATTEST: APPROVED AS TO FORM:

By: By:

City Clerk City Attorney
Dated:
(“CONTRACTOR”)
By:

By:

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Bond No. __________

PAYMENT BOND
(LABOR AND MATERIALS)
KNOW ALL PERSONS BY THESE PRESENTS that:

WHEREAS the City of Buena Park (“Public Agency”), State of California, has awarded to (“Principal”)
(Name and address of Contractor)
a contract (the “Contract”) for the Work described as follows:

WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS
(Project Name)
WHEREAS, under the terms of the Contract, the Principal is required before entering upon the performance of the Work, to file a good and sufficient payment Bond with the Public Agency to secure the claims to which reference is made in Title 3 (commencing with Section 9000) of Part 6 of Division 4 of the Civil Code.

NOW, THEREFORE, we, the undersigned Principal, and
(Name and address of Surety)
(“Surety”) a duly admitted surety insurer under the laws of the State of California, as Surety, are held and firmly bound unto the Public Agency and all contractors, subcontractors, laborers, material suppliers, and other persons employed in the performance of the Contract and referred to in Title 3 (commencing with Section 9000) of Part 6 of Division 4 of the Civil Code in the penal sum of
Dollars ($ ), and not less than 100% of total contract amount.

Lawful money of the United States of America, for materials furnished or labor thereon of any kind, or for amounts due under the Unemployment Insurance Act with respect to this Work or labor, that the Surety will pay the same in an amount not exceeding the amount hereinabove set forth, and also in case suit is brought upon this Bond, will pay, in addition to the face amount thereof, costs and reasonable expenses and fees, including reasonable attorneys’ fees, incurred by Public Agency in successfully enforcing this obligation, to be awarded and fixed by the court, and to be taxed as costs and to be included in the judgment therein rendered.

It is hereby expressly stipulated and agreed that this Bond shall inure to the benefit of any and all persons, companies, and corporations entitled to file claims under Title 3 (commencing with Section 9000) of Part 6 of Division 4 of the Civil Code, so as to give a right of action to them or their assigns in any suit brought upon this Bond.

Upon expiration of the time within which the California Labor Commissioner may serve a civil wage and penalty assessment against the principal, any of its subcontractors, or both the principal and its subcontractors pursuant to Labor Code Section 1741, and upon expiration of the time within which a joint labor management committee may commence an action against the principal, any of its subcontractors, or both the principal and its subcontractors pursuant to Labor Code C-10
Section 1771.2, if the condition of this Bond be fully performed, then this obligation shall become null and void; otherwise, it shall be and remain in full force and effect.

The Surety hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the Contract or the plans and Specifications accompanying the same shall in any manner affect its obligations on this Bond, and it does hereby waive notice of any such change, extension, alteration, or addition.

IN WITNESS WHEREOF, two (2) identical counterparts of this instrument, each of which shall for all purposes be deemed an original hereof, have been duly executed by Principal and Surety, on the date set forth below, the name of each corporate party being hereto affixed and these presents duly signed by its undersigned representative(s) pursuant to authority of its governing body.

Dated:
“Principal”
By:

Its
By:

Its
(Seal)
“Surety”
By:

Its
By:

Its
(Seal)
Note: This Bond must be executed in duplicate and dated, all signatures must be notarized, and evidence of the authority of any person signing as attorney-in-fact must be attached. DATE OF BOND MUST NOT BE BEFORE DATE OF CONTRACT. Surety companies executing Bonds must appear on the Treasury Department’s most current list (Circular 570 as amended) and be authorized to transact business in the State where the project is located.

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Bond No. __________

FAITHFUL PERFORMANCE BOND
KNOW ALL PERSONS BY THESE PRESENTS that:

WHEREAS the City of Buena Park (“Public Agency”), has awarded to (“Principal”)
(Name and address of Contractor)
a contract (the “Contract”) for the Work described as follows:

WILLIAM PEAK PARK ACCESSIBILITY IMPROVEMENTS
(Project name)
which is hereby referred to and made a part hereof; and WHEREAS, Principal is required under the terms of the Contract to furnish a Bond for the faithful performance of the Contract.

NOW, THEREFORE, we, the undersigned Principal, and
,
(Name and address of Surety)
(“Surety”) a duly admitted surety insurer under the laws of the State of California, as Surety, are held and firmly bound unto the Public Agency in the penal sum of Dollars ($ ), this amount being not less than
100% of the total Contract Price, in lawful money of the United States of America, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors executors and administrators, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH THAT, if the hereby bounded Principal, his, her or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and provisions in the Contract and any alteration thereof made as therein provided, on the Principal’s part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless the Public Agency, its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise, it shall be and remain in full force and effect.

As a part of the obligation secured hereby and in addition to the face amount specified therefor, there shall be included costs and reasonable expenses and fees, including reasonable attorneys’ fees, incurred by Public Agency in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered. Surety hereby waives any statute of limitations as it applies to an action on this Bond.

The Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Contract or of the Work to be performed thereunder or the plans and specifications accompanying the same shall in anywise affect its obligations under C-12
this Bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Contract or to the Work or to the specifications. Surety hereby waives the provisions of California Civil Code Sections 2845 and 2849. The City is the principal beneficiary of this Bond and has all rights of a party hereto.

Dated:
“Principal”
By:

Its
By:

Its
(Seal)
“Surety”
By:

Its
By:

C-13
WORKER’S COMPENSATION

CERTIFICATE OF INSURANCE
WHEREAS, the City of Buena Park (“City”) has required certain insurance to be provided by:

NOW THEREFORE, the undersigned insurance company does hereby certify that it has issued the policy or policies described below to the following named insureds and that the same are in force at this time:

1. This certificate is issued to:

City of Buena Park
City Hall
6650 Beach Boulevard
Buena Park, CA 90621
The insureds under such policy or policies are:

2. Workers’ Compensation Policy or Policies in a form approved by the Insurance Commissioner of California covering all operations of the named insureds as follows:

Policy Number Effective Date Expiration Date
By:

Its Authorized Representative
C-14

PROGRESS PAYMENT SIGNATURE AUTHENTICATION
All company billings submitted for payment shall have the signature of an official of the company authorized to sign a bill and/or collect a check from the City, either on the invoice or an attached cover letter.

The following personnel of _______________________________________________________ ____________________________________________________________________________ (Contractor)
are authorized to sign bills and/or receive checks.

NAME TITLE SIGNATURE
Any subsequent changes to supersede this signature list must be requested in writing and accompanied by a
facsimile of this form to be complete in its entirety.

By: ________________________________________________
(name and title)
For: _______________________________________________
(Bidder)
C-15

ADDITIONAL INSURED ENDORSEMENT

COMPREHENSIVE GENERAL LIABILITY
Name and address of named insured (“Named Insured”):

Name and address of insurance company (“Company”):

General description of agreement(s), permit(s), license(s), and/or activity(ies) insured:

Notwithstanding any inconsistent statement in the policy to which this endorsement is attached (the “Policy”) or in any endorsement now or hereafter attached thereto, it is agreed as follows:

1. The City of Buena Park (“Public Agency”), its elected officials, officers, attorneys, agents, employees, and volunteers are additional insureds (the above named additional insureds are hereafter referred to as the “Additional Insureds”) under the Policy in relation to those activities described generally above with regard to operations performed by or on behalf of the Named Insured. The Additional Insureds have no liability for the payment of any premiums or assessments under the Policy.

2. The insurance coverages afforded the Additional Insureds under the Policy shall be primary insurance, and no other insurance maintained by the Additional Insureds shall be called upon to contribute with the insurance coverages provided by the Policy.

3. Each insurance coverage under the Policy shall apply separately to each Additional Insured against whom claim is made or suit is brought except with respect to the limits of the Company’s liability.

4. Nothing in this contract of insurance shall be construed to preclude coverage of a claim by one insured under the policy against another insured under the policy. All such claims shall be covered as third-party claims, i.e., in the same manner as if separate policies had been issued to each insured. Nothing contained in this provision shall operate to increase or replicate the Company’s limits of liability as provided under the policy.

5. The insurance afforded by the Policy for contractual liability insurance (subject to the terms, conditions and exclusions applicable to such insurance) includes liability assumed by the Named Insured under the indemnification and/or hold harmless provision(s) contained in or executed in conjunction with the written agreement(s) or permit(s) designated above, between the Named Insured and the Additional Insureds.

6. The policy to which this endorsement is attached shall not be subject to cancellation, change in coverage, reduction of limits (except as the result of the payment of claims), or non-renewal except after written notice to Public Agency, by certified mail, return receipt requested, not less than thirty (30) Days before the effective date thereof. In the event of Company’s failure to comply with this notice provision, the policy as initially drafted will continue in full force and effect until compliance with this notice requirement.

7. Company hereby waives all rights of subrogation and contribution against the Additional Insureds, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to the perils insured against in relation to those activities described generally above with regard to operations performed by or on behalf of the Named Insured regardless of any prior, concurrent, or subsequent active or passive negligence by the Additional Insureds.

C-16

8. It is hereby agreed that the laws of the State of California shall apply to and govern the validity, construction, interpretation, and enforcement of this contract of insurance.

9. This endorsement and all notices given hereunder shall be sent to Public Agency at:

City Manager
City of Buena Park
City Hall
6650 Beach Boulevard
Buena Park, CA 90621

10. Except as stated above and not in conflict with this endorsement, nothing contained herein shall be held to waive, alter or extend any of the limits, agreements, or exclusions of the policy to which this endorsement is attached.

TYPE OF COVERAGES TO WHICH THIS

ENDORSEMENT ATTACHES

POLICY PERIOD

FROM/TO

LIMITS OF

LIABILITY

11. Scheduled items or locations are to be identified on an attached sheet. The following inclusions relate to the above coverages. Includes:
□ Contractual Liability □ Explosion Hazard
□ Owners/Landlords/Tenants □ Collapse Hazard
□ Manufacturers/Contractors □ Underground Property Damage □ Products/Completed Operations □ Pollution Liability
□ Broad Form Property Damage □ Liquor Liability
□ Extended Bodily Injury □
□ Broad Form Comprehensive □
General Liability Endorsement □

12. A □ deductible or □ self-insured retention (check one) of $ applies to all coverage(s) except: if none,
so state). The deductible is applicable □ per claim or □ per occurrence (check one).

13. This is an □ occurrence or □ claims made policy (check one).

14. This endorsement is effective on at 12:01 a.m. and forms a part of Policy Number .

I, (print name), hereby declare under penalty of perjury under the laws of the State of California, that I have the authority to bind the Company to this endorsement and that by my execution hereof, I do so bind the Company.

Executed , 20
Signature of Authorized Representative
(Original signature only; no facsimile signature
Telephone No.: ( ) or initialed signature accepted)
C-17

ADDITIONAL INSURED ENDORSEMENT

AUTOMOBILE LIABILITY
Name and address of named insured (“Named Insured”):

Name and address of insurance company (“Company”):

General description of agreement(s), permit(s), license(s), and/or activity(ies) insured:

Notwithstanding any inconsistent statement in the policy to which this endorsement is attached (the “Policy”) or in any endorsement now or hereafter attached thereto, it is agreed as follows:

5. The insurance afforded by the Policy for contractual liability insurance (subject to the terms, conditions and exclusions applicable to such insurance) includes liability assumed by the Named Insured under the indemnification and/or hold harmless provision(s) contained or executed in conjunction with the written agreement(s) or permit(s) designated above, between the Named Insured and the Additional Insureds.

6. The policy to which this endorsement is attached shall not be subject to cancellation, change in coverage, reduction of limits (except as the result of the payment of claims), or non-renewal except after written notice to Public Agency, by certified mail, return receipt requested, not less than thirty (30) Days before the effective date thereto. In the event of Company’s failure to comply with this notice provision, the policy as initially drafted will continue in full force and effect until compliance with this notice requirement.

C-18

8. It is hereby agreed that the laws of the State of California shall apply to and govern the validity, construction, interpretation, and enforcement of this contract of insurance.

9. This endorsement and all notices given hereunder shall be sent to Public Agency at:

City Manager
City of Buena Park
City Hall
6650 Beach Boulevard
Buena Park, CA 90621

TYPE OF COVERAGES TO WHICH THIS

ENDORSEMENT ATTACHES

POLICY PERIOD

FROM/TO

LIMITS OF

LIABILITY

11. Scheduled items or locations are to be identified on an attached sheet. The following inclusions relate to the above coverages. Includes:
□ Any Automobiles □ Truckers Coverage
□ All Owned Automobiles □ Motor Carrier Act
□ Non-owned Automobiles □ Bus Regulatory Reform Act
□ Hired Automobiles □ Public Livery Coverage
□ Scheduled Automobiles □
□ Garage Coverage □

12. A □ deductible or □ self-insured retention (check one) of $ applies to all coverage(s) except: (if none, so state). The deductible is applicable □ per claim or □ per occurrence (check one).

13. This is an □ occurrence or □ claims made policy (check one).

14. This endorsement is effective on ______________ at 12:01 a.m. and forms a part of Policy Number _________.

Executed , 20
Signature of Authorized Representative
(Original signature only; no facsimile signature
Telephone No.: ( ) or initialed signature accepted)
C-19

ADDITIONAL INSURED ENDORSEMENT

EXCESS LIABILITY
Name and address of named insured (“Named Insured”):

Name and address of insurance company (“Company”):

General description of agreement(s), permit(s), license(s), and/or activity(ies) insured:

Notwithstanding any inconsistent statement in the policy to which this endorsement is attached (the “Policy”) or in any endorsement now or hereafter attached thereto, it is agreed as follows:

1. The City of Buena Park(“Public Agency”), its elected officials, officers, attorneys, agents, employees, and volunteers are additional insureds (the above named additional insureds are hereafter referred to as the “Additional Insureds”) under the Policy in relation to those activities described generally above with regard to operations performed by or on behalf of the Named Insured. The Additional Insureds have no liability for the payment of any premiums or assessments under the Policy.

3. Each insurance coverage under the Policy shall apply separately to each Additional Insured against whom claim is made or suit is brought, except with respect to the limits of the Company’s liability.

6. The policy to which this endorsement is attached shall not be subject to cancellation, change in coverage, reduction of limits (except as the result of the payment of claims), or non-renewal except after written notice to Public Agency, by certified mail, return receipt requested, not less than thirty (30) Days before the effective date thereto. In the event of Company’s failure to comply with this notice provision, the policy as initially drafted will continue in full force and effect until compliance with this notice requirement.

C-20

8. It is hereby agreed that the laws of the State of California shall apply to and govern the validity, construction, interpretation, and enforcement of this contract of insurance.

9. This endorsement and all notices given hereunder shall be sent to Public Agency at:

City Manager
City of Buena Park
City Hall
6650 Beach Boulevard
Buena Park, CA 90621

TYPE OF COVERAGES TO WHICH THIS

ENDORSEMENT ATTACHES

POLICY PERIOD

FROM/TO

LIMITS OF

LIABILITY
□ Following Form
□ Umbrella Liability
□

11. Applicable underlying coverages:

INSURANCE COMPANY POLICY NUMBER AMOUNT

12. The following inclusions, exclusions, extensions or specific provisions relate to the above coverages:

13. A □ deductible or □ self-insured retention (check one) of $ applies to all coverage(s) except:
(if none, so state). The deductible is applicable □ per claim or □ per occurrence (check one).

14. This is an □ occurrence or □ claims made policy (check one).

15. This endorsement is effective on ________ at 12:01 a.m. and forms a part of Policy Number ________.

C-21
I, (print name), hereby declare under penalty of perjury under the laws of the State of California, that I have the authority to bind the Company to this endorsement and that by my execution hereof, I do so bind the Company.

Executed , 20
Signature of Authorized Representative
(Original signature only; no facsimile signature
Telephone No.: ( ) or initialed signature accepted)
Headquarters
3452 E Foothill Blvd / Suite 200
Pasadena, CA 91107 USA
P 626 685 6989
F 626 685 6985
Pasadena / Dallas / Las Vegas / Oakland / San Diego thesolisgroup.com September 10, 2024
Jason Tran, EIT, Assistant Engineer
City of Buena Park
Department of Public Works
6650 Beach Boulevard
Buena Park, CA 90621
Re: Proposal for CWA Administration Services for the
Peak Park Accessibility Improvements Project
Dear Jason Tran:

The Solís Group (TSG) is pleased to submit this cost proposal to provide CWA administration services required for the above referenced project. The work scope for this assignment is based on our proposal dated June 3, 2022. Our cost proposal based on information provided by the City is summarized below.

Project Description Construction
Value
Duration
(including closeout)
Monthly
Fee
Life of Project
Cost Estimate
Peak Park Accessibility
Improvements $ 300,000 3 $ 1,345 $ 4,035
TOTAL COST $ 4,035
If actual construction (including punch list) and closeout extends beyond the planned duration, we will examine the need for additional budget.

We appreciate the opportunity to serve the City. If you have any questions regarding this cost proposal, please contact the undersigned. Please send Notice-to-Proceed to Sabrina Cristi, Accounting Assistant, at [email protected].

Sincerely,
Lina Gerpe
Marketing Pursuit Lead
City of Buena Park
City Council Regular Meeting Agenda Report
LEASE / SERVICE AGREEMENTS WITH DEKRA-LITE INDUSTRIES, INC. TO PROVIDE HOLIDAY DECORATIONS AND

SERVICES FOR THE CITY OF BUENA PARK
Meeting
Tuesday, September 24, 2024, 5:00 PM
Agenda Group
NEW BUSINESS Item: 5B
Presented By
Mark L. Averell, CPPO, Purchasing Manager
Prepared By
Eddie Fenton, Assistant City Manager/Director of Human
Resources
Approved By
Aaron France, City Manager

RECOMMENDED ACTION
1) Approve a five-year lease agreement with Dekra-Lite Industries, Inc. in the annual amount of $104,000 to provide holiday decorations for the City; 2) Approve a five-year service agreement with Dekra-Lite Industries, Inc. in the annual amount of $11,000 to provide installation, removal, and maintenance services for the existing 18 ft. Cityowned Christmas tree; 3) Approve a budget transfer in amount of $54,000 from the undesignated Economic Development Fund balance; 4) Authorize the City Manager and City Attorney to make any necessary, non-monetary changes to the agreements; and, 5) Authorize the City Manager and City Clerk to execute the agreements.

PREVIOUS CITY COUNCIL ACTION
In 2013, the City Council approved a five-year lease with Dekra-Lite for Christmas holiday decorations. In 2016, the City Council approved a five-year lease with Dekra-Lite for an 18-ft. Christmas tree and Halloween decorations. In 2021, the City Council approved lease buy-outs for all of the leased holiday decorations leased from Dekra-Lite. In 2022, the City Council approved ongoing maintenance agreements for all of the holiday decorations currently owned by the City.

DISCUSSION
The City currently owns all of the holiday decorations and contracts with Dekra-Lite for the installation, removal, storage, maintenance and refurbishment of the holiday decorations. The City currently spends approximately $48,000 annually on these services.

The current holiday decorations range in age from 8 to 11 years old. Many have reached the end of their useful life and are costing more to try and refurbish. The City Manager requested that the Procurement Division solicit proposals for new holiday décor packages. A Request for Information (RFI) was issued in March 2024 via the City’s online bid portal PlanetBids. Twenty-four prospective vendors were notified of the bid opportunity and six chose to respond. The proposals were reviewed by a committee comprised of representatives from Procurement, Public Works, Economic Development, and Visit Buena Park, and were evaluated using the following criteria:

Qualifications and experience
Staffing resources
Proposed design submittal
Proposed fee schedule
Three of the proposers were invited to submit Best and Final pricing proposals and final décor package recommendations. The final proposals were reviewed by staff from the City Manager’s Office and Public Works.

The groups unanimously selected Dekra-Lite as the best overall value to the City. Dekra-Lite has been providing exceptional service to the City for many years.

Christmas décor package enhancements include the following: 30-ft. Sequoia Christmas tree, 6-ft. lighted wreath, City Hall perimeter lighting, pole mounts and ribbon wraps.

Halloween décor enhancements include new Halloween banners including Dia de Los Muertos candy skull banners.

In addition, the existing 18-ft. Sequoia Christmas tree will be repurposed to the Ehlers Event Center. Dekra-Lite will perform the installation, removal and maintenance and refurbishment services for the tree on an annual basis.

BUDGET IMPACT
The total cost of the upgraded holiday decor lease and associated maintenance is $115,000. The current budget for holiday decorations is $61,000. Therefore, additional funds are needed to fund this agreement. Staff proposes to allocate $54,000 from the undesignated Economic Development Fund balance for this program.

Attachments
Holiday Decorations RFI .Final.pdf
DL_City of Buena Park_HolidayProgram_RFI No.PW23-02.BAFO.pdf QT104196 - 5YR Lease 30ft Tree.pdf
QT104209 - 5YR Lease Halloween Opt. 3.pdf
QT104207 - Existing 18ft Sequoia Tree.pdf
2024 Halloween Banners_BP.pdf

CITY OF BUENA PARK

COUNTY OF ORANGE

STATE OF CALIFORNIA

REQUEST FOR INFORMATION (RFI)
Holiday Décor Services
RFI NO. PW 24-02
PROPOSAL Due: April 30, 2024, before 11:00 a.m.

RFI Administrator: Mark L. Averell, CPPO
Purchasing Manager
City Manager’s Office
T: (714) 562‐3740
[email protected]
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OVERVIEW
This Request for Information (RFI) is being issued by the City of Buena Park (City) to solicit expressions of interest and information from qualified firms (Contractors) who wish to be considered as a provider of the services described here in. Thus, qualified firms with such interest are invited to respond to the RFI.

The responses to this RFI are intended to provide pertinent information to the City so that it may evaluate the experience and qualifications of the proposers to perform the desired work. The selection of a service provider, and whether to award a service contract, are entirely within the City’s exclusive judgement and sole discretion.

The City of Buena Park is soliciting proposals from qualified professional firms to design/provide a compelling outdoor commercial holiday decorations package including but not limited to: installation, removal, maintenance, and storage services for a period commencing with the 2024 holiday season. The successful contractor will provide the holiday decorations and mounting hardware needed to decorate the areas listed in this Request for Information (RFI). The City is looking for information to potentially replace the existing holiday décor including possible expansion of the existing tree and may consider taking a multi-year approach to building the holiday décor collection as the years go by. Proposals should include an overall concept plan, as well as a potential starting point and phasing plan for additional décor as the year’s progress.

The annual Christmas Tree Lighting event is one that is attended by hundreds of residents each year at City Hall. Additionally, the City’s Entertainment Corridor along Beach Boulevard is viewed by thousands of visitors during the holiday season.

TENTATIVE SCHEDULE:

Important Due Date Date Time
City issues RFI March 21, 2024 N/A
Pre-Proposal Conference April 4, 2024 2:00 p.m. PDT
Final Questions Due April 15, 2024 Before 4:00 p.m. PDT Addendum Issued April 19, 2024
Proposals Due April 30, 2024 Before 11:00 a.m. PDT
Interviews at the City’s discretion Week of May 6, 2024 Tentative Council Meeting for award TBD 5:00 p.m. PDT
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QUALIFICATIONS

MINIMUM QUALIFICATIONS
• Valid Class C‐10 Contractor’s license issued by the California State Contractors License Board, at the time of the proposalsubmission;
• Valid City of Buena Park business license (ifselected); • Minimum of five (5) years in professional lightingservices; • Minimum of five (5) years of professional working history with similar‐sized municipalities, with satisfactory references;
• Have not filed for bankruptcy under any business name in the past five (5) years; • Experience working in the public right of way;
• Provide insurance in accordance with City requirements. 4 | P a g e

SCOPE OF SERVICES
Current Holiday Décor/Services – (Location): (See pictures – Exhibit A)

1. 18’ Sequoia Tree w/ Candy Cane Décor Package and 4’ X 4’ Custom Riser - (City Hall)

2. Qty. 48 Star with Ribbon Pole Mounts – (Beach Blvd.)

3. Qty. 6 Elegant Stars Pole Mounts – (Beach Blvd.)

4. Qty. 54- Vinyl Pole Wrap 6” x 50’ Red (For Star Ribbon Pole Mounts & Elegant Stars Pole Mounts) – (Beach Blvd.)

5. 1,500’ C9 Warm LED Perimeter Lighting - (City Hall and Police Department)

6. Qty. 34- Halloween Custom Pole Mounts - (Beach Blvd.)

7. Qty. 41- 0” x 84” Single Halloween Banners - (Beach Blvd.)

8. The installation, removal and maintenance of the décor.

9. Removal and reinstallation of Customer Owned 30”x84” ‘Single Design Banners on Existing Windbreakers’ on Beach Blvd. (approx. qty. 41)
Requirements:
• Proposed holiday decorations must be new.
• All decorations and lighting must be installed and removed in accordance with the timeline schedule contained within this document.
• Contractor shall coordinate the installation and removal phases with the contract administrator and Public Works staff.

Timeline Schedules:
• Possible installation of Halloween lighting and décor between September 20 and September 24 • Possible removal of Halloween lighting and décor between November 1 and November 5 • Possible installation of Holiday lighting and décor between November 13 and the Thanksgiving Holiday
• Possible removal of Holiday lighting and décor to begin after January 2, and complete by January 8 each year for the life of the contract.

Working Hours:

Working hours shall be limited to 7:00 a.m. and 4:00 p.m. Monday to Friday, unless otherwise authorized, in writing, by the contract administrator. Hours may be subject to change to accommodate businesses. Lane closure shall be limited to the hours between 9:00 a.m. and 3:30 p.m.

Deviation from these hours will not be permitted, without the prior consent of the contract administrator, except in emergencies involving immediate hazard to persons orproperty.

Work Area Traffic Control:

Lane closures shall conform to the requirements of the Work Area Traffic Control Handbook (WATCH Manual) and the traffic control plans for the project. All signs shall conform to and be placed in accordance with current City/State Standards and approved traffic control plans, and as directed by the City Engineer. Delineators shall be single column 42” plastic type with reflective sleeves.

Barricades shall have flashers.

Clearances from traffic lanes shall be five feet to the edge of any excavation and two feet to the 5 | P a g e
face of any curb, pole, barricade, delineator, or other vertical obstruction.

When entering or leaving streets, the Contractor's equipment, whether empty or loaded, shall in all cases yield to traffic.

Flagmen and guards, while on duty and assigned to give warning to the public that an area is under construction and of any dangerous conditions to be encountered as a result thereof, shall perform their duties and shall be provided with the necessary equipment by the Contractor in accordance with the current "Instructions to Flagmen," contained in the State of California, Department of Transportation, Traffic Manual. The equipment shall be furnished and kept clean and in good repair by the Contractor at the Contractor’s own expense. Signs, lights, flags, and other warning and safety devices shall conform to the requirements set forth in the current "Manual of Warning Signs, Lights and Devices for Use in Performance of Work Upon Highways." Contractor shall provide solar‐powered battery, sequential arrow boards for all lane closures per the traffic control plan of this contract.

The Contractor shall provide and maintain all signs, barricades, pedestals, flashers, delineators, and other necessary facilities for the protection of the motoring public within the limits of the construction area. If any traffic control facilities are damaged, displaced or are not in an upright position from a cause, said cones or portable delineators shall immediately be replaced or restored to their original location, in an upright position, by the Contractor. The Contractor shall also post proper signs to notify the public regarding detours and the condition of the street, all in accordance with the provisions of the Vehicle Code and the current State of California Manual on Uniform Traffic Control Devices (MUTCD). Covering of signs and signal heads shall be accomplished by using burlap sacks only; no taping will be allowed. The base material of construction area signs shall not be plywood.

Portable delineators shall be spaced as necessary for proper delineation of the travel way. The length of taper for each lane width of closure shall be per the California Work Area Traffic Control Handbook (WATCH) manual.

Upon completing each phase, the Contractor shall immediately remove all temporary devices associated with the traffic control from the job site while restoring all pre‐existing devices to their original condition.

The City Engineer shall have the authority to order field changes for alleviating potentially hazardous and/or traffic congestion‐causing conditions, at no cost to the City. 6 | P a g e

INSTRUCTIONS
REGISTRATION:

Proposals will only be considered from Contractors that meet the following prerequisites:
• Have registered as a “Prospective Bidder” on the City’s electronic Current Prospective Bidders List.

Appear on the Prospective Bidders List for this procurement solicitation by registering at:
https://pbsystem.planetbids.com/portal/39485/portal-home (Google Chrome is the preferred browser.)
• Prospective Bidders should register under the following commoditycodes:
03700 Amusement, Decorations, Entertainment, Gifts, Toys, Etc. 96246 Installation and Removal Services (Not Otherwise Classified) 96260 Party, Holiday, and Event Decorating Services
98854 Lighting Services for Parks, Athletic Fields, Parking Lots, Etc. • Contractors that fail to appear on the Prospective Bidders List for this RFI will be unable to participate based on all addenda being issued online. Once registered, Contractors must download this RFI by clicking “Place eBid” under their name in order to appear on the Bidder’s List as a “Prospective Bidder.” Contractors that fail to specifically download this RFI will not appear on the Bidders’ List and will be unable to participate for thisRFI.

COMPLETION OF PROPOSAL:

Proposals shall be completed in all respects as required by this RFI. A proposal may be rejected if conditional or incomplete, or if it contains any alterations or other irregularities of any kind, and will be rejected if any such defect or irregularity can materially affect the quality of the proposal. Proposals which contain false or misleading statements may be rejected. Statements made by a Contractor shall also be without ambiguity, and with adequate elaboration, where necessary, for clear understanding.

Unauthorized conditions, exemptions, limitations, qualifications, or provisions attached to a proposal will render it non‐responsive and will cause itsrejection. The Contractor, in responding to this RFI, must submit proposals in the format identified in this RFI. The Proposal must address all requirements of the RFI even if a “no response” is appropriate.
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Costs for developing proposals are entirely the responsibility of the Contractor and shall not be chargeable to the City. The City shall not be liable for any costs incurred in response to this RFI, including but not limited to, costs for any interviews, presentations, or other follow‐up information necessary as part of the selection process. All costs shall be borne by the Contractor responding to this RFI. The Contractor responding to this RFI shall hold the City harmless from any liability, claim, and expense whatsoever incurred by or on behalf of the Contractor.

PROPOSAL FORMAT:

Proposals shall include:

1. Cover Letter – Description of products/services to be provided

2. Work Plan‐ proposed approach to services

3. Local Staffing List – Names, positions, andavailability

4. Resumes of proposed personnel

5. Evidence of meeting the prescribed MinimumRequirements

6. References

7. Pricing pro forma for designing/providing, installing, removing, storing and maintaining the decorations

8. Purchase Options – Lease, Buy
Please note that part of the evaluation criteria takes Contractor’s proposal responsiveness into consideration. Proposals missing the required components listed will be evaluated accordingly.

PRE‐PROPOSAL MEETING:

All interested contractors are encouraged to attend a pre‐proposal meeting, scheduled on Thursday, April 4, 2024, 2:00 p.m., City of Buena Park Main Conference Room, 6650 Beach Blvd., Buena Park, CA 90622. While attendance is not mandatory, interested Contractors are strongly encouraged to attend.

PROPOSAL SUBMITTAL INFORMATION:

All prospective Contractors submitting a proposal must appear on the City’s Current Prospective Bidders List as a “Prospective Bidder.” Contractors shall register on the City’s Bidding System, PlanetBids Vendor Portal. Once registered, Contractors must download the RFI by clicking “Place eBid” while logged in under their own name and identification number to appear on the Current Prospective Bidders List as a “Prospective Bidder.” Contractors that fail to download the RFI by clicking “Place eBid” will not appear on the Current Prospective Bidders List, and as such will not be able to receive all proposal communications and will be considered non‐responsive. If a Contractor is unable to register or download the RFI from the bidding website, a representative may contact the hosting vendor:

PlanetBids: (818) 992‐1771
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Proposals are due before 5:00 PM on April 30, 2024 via Planet Bids. Proposals shall be labeled as follows: RFI for Holiday Décor Services.

It is the responsibility of the Proposer to ensure their proposal is received before the stated deadline. The RFI Administrator may be reached at (714) 562‐3653 to verify receipt ofproposals.

QUESTIONS, ANSWERS, AND ADDENDA TO RFI:

All communications regarding technical, scope, and/or project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFI shall be submitted via “Q&A” through the City’s Electronic Bidding System, PlanetBids Vendor Portal before the deadline and according to these specifications herein.

Any and all other bidding communications shall only be with the following:

Laurie Aubuchon, Senior Management Analyst, at [email protected].

The Final day for receipt of questions from the Proposer shall be on or before April 15, 2024 before 4:00pm PDT. To ensure fairness and avoid misunderstandings, all communications must be in written format and submitted only in the format set forth above. Any verbal communications will not be considered or responded to. All questions received by the due date will be logged and reviewed and if required, a response will be provided via an addendum to the RFI that will be posted on the City’s website.

Changes to the RFI itself shall only be made by the City via a written addendum. Addenda will be published via PlanetBids. All addenda shall become part of the RFI document requiring response by the proposer where indicated.

PROPOSAL EVALUATION CRITERIA:

Proposals will be evaluated on the basis of the response to all provisions of this RFI. The City may use some or all of the following criterion in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all‐inclusive list. The order in which they appear is not intended to indicate their relative importance.
• Qualifications and experience of the proposer. Quality of key individuals. Experience with breath of services. Experience with various field work and constraints. Familiarity with City standards, provisions, policies, and practices.
• A demonstrated understanding of the City’s need. Proposer’s ability to deploy the appropriate resources to promptly meet requested Work. Proposer’s ability to self‐perform the desired work. • The Proposer’s recent experience in conducting work for contracts of similar scope, complexity, and magnitude, particularly for government agencies. Client references. • The Proposer’s submitted design proposal and pro forma fee schedule.

The City is under no obligation to award this project to the Proposer offering the lowest fee proposal.

Evaluation criteria expressed in this RFI solicitation may be used in the proposal evaluation process. In evaluating proposals, the City may consider the qualifications of the proposers and whether the proposals comply with the prescribed requirements.
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SELECTION PROCESS:

Proposals will be reviewed and evaluated by City staff based on the information provided in the RFI.

Selection, IF ANY, will be made on a “best qualified” basis. Criteria for selection will include, but not be limited to, overall qualifications of firm; prior experience and successful completion of similar projects; technical ability; methodology and stated approach to the project; individual qualifications of project manager, other key staff members and sub-consultants; capacity of firm to complete project per City’s timeline; references; proposal cost; and overall organization and quality of the proposals.

The City reserves the right to determine whether or not a proposal meets the specifications and requirements of this RFI and reject any proposal that, in the City’s sole opinion, fails to meet the detail or intent of the requirements. The City reserves the right to reject any and all proposals.

During the evaluation period, the City may do any or all of the following: generate a “short list” and conduct interviews with the top candidates; conduct on‐site visits and/or tours of the candidates’ places of business; conduct negotiations with the most qualified candidate(s). Contractor should be aware that award may be made without Contractor visits, interviews, or further discussion or negotiations.

DRAFT AGREEMENT:

A standard draft template of the City’s Professional Services Agreement is attached for review. Please note that general provisions and insurance requirements are not subject to change. If your firm is selected following the RFI process, a final agreement will be prepared for approval and execution. At that time, you will need to provide current insurances certificates, which meet the requirements as listed in the agreement.
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TERMS AND CONDITIONS
Acceptance of Terms and Conditions
Submission of a proposal indicates acceptance by the Contractorsubmitting the proposal of the terms, conditions and specifications contained in this RFI and Draft Agreement, unless clearly and specifically stated otherwise in the completed Statement of Compliance.

Precedence of Terms and Conditions
All other terms and conditions of the Draft Agreement attached within this RFI are hereby incorporated into the terms and conditions of this RFI. In the event of a conflict of terms and conditions between the RFI document and the draft agreement, the terms and conditions expressed in the Draft Agreement shall take precedence.

Public Record
Upon submission of a proposal and other materials for consideration by the City, such proposals and materials shall become the property of the City of Buena Park. Proposals may be subject to public inspection and disclosure pursuant to state and federal law after the award of a contract for this Project. Prior to the RFI deadline, proposals may be modified or withdrawn by an authorized representative of the Proposer by written notice to the RFI Administrator.

Late Proposals
Late proposals will not be accepted.

Representations Not Binding
No verbal or written information that is obtained other than through this RFI or its addenda shall be binding on the City. No employee of the City is authorized to interpret any portion of this RFI or give information as to the requirements of the RFI in addition to that contained in or amended to this written RFI document.

Errors and Omissions
This RFI cannot identify each specific, individual task required to successfully and completely implement this Project. The City relies on the professionalism and competence of Proposers to be knowledgeable of the general areas identified in the scope of work and to include in their proposals all materials, equipment, required tasks and subtasks, personnel commitments, staff‐hours, labor, direct and indirect costs, etc. Proposers shall not take advantage of any errors and/or omissions in this RFI document or in the firm’s specifications submitted with their proposals. Where such errors or omissions are discovered by the City, full instructions will be given by the City in the form of an addenda.

Proposal Validity
Unless otherwise noted by the Proposer, all proposals shall be held valid for a period of 180 days.

Right of Rejection
The City reserves the right to: (1) Accept or reject any and all proposals or any part of any proposal, and to waive minor defects or technicalities in such; (2) Request clarification of any information contained in a proposal; (3) Solicit new proposals on the same project, or on a modified project, which may include portions of the original RFI as the City may deem necessary; (4) Disregard all non‐ 11 | P a g e
conforming, non‐responsive, or conditional proposals, (5) Reject the response of any proposer who does not pass the evaluation to the City’s satisfaction, (6) Allow for the correction of errors and/or omissions; (7) Select the proposal that will best meet the needs of the City, and (8) Negotiate service contract and terms with the successful Proposer.

Non‐Compliance
Proposers and/or proposals that do not meet the stated requirements for this Project may be considered noncompliant and may be disqualified, unless such noncompliance is waived by the City.

During the evaluation process, the City reserves the right to request additional information or clarification from those submitting proposals, and to allow corrections of errors and/or omissions.

Exceptions to Proposal Requirements
Proposers may find instances where they must take exception with certain requirements or specifications of the RFI and/or Draft Agreement. All exceptions shall be clearly identified using the Statement of Compliance, and written explanations shall include the scope of the exceptions, the ramifications of the exceptions for the City, and a description of the advantage to be gained or disadvantages to be incurred by the City as a result of these exceptions.

Determination of Responsiveness
The City shall have sole authority in determining the responsiveness of any and all Proposals. For Proposals containing exceptions to specifications and/or requirements, the City shall have sole authority in determining the extent to which exceptions affect the responsiveness of any and all Proposals.

No Obligation to Award
The City of Buena Park is not obligated to enter into a Contract or Agreement on the basis of any proposal submitted in response to this RFI.

Proposer Reimbursement Prohibition
The City will not pay for any information herein requested, nor are they liable for any costs incurred by any Contractors prior to award of a contract or purchase order. The City may require the finalist proposer(s) to provide on‐site presentations and demonstrations of the product(s)/service(s) proposed by the proposer(s). All costs associated with the demonstrations or follow‐up interviews are the sole obligation of the proposer(s).

Gratuity Prohibition
Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City for the purpose of influencing consideration of this proposal.

Submission of a Proposal indicates Proposer certifies that they have not paid nor agreed to pay any person, other than a bona fide employee, a fee or a brokerage resulting from the award of the contract.

Contact with City Personnel or Entities
During the RFI procurement process, proposal evaluation process and proposal selection process, the RFI Administrator is to serve as the primary point of contact for any and all matters pertaining to this RFI and Project. Proposers shall not contact any City personnel or entities, other than the RFI Administrator, for matters regarding this Project until conclusion of the entire procurement process, which shall be defined as Agreement Award. Unauthorized contact may result in disqualification of Proposals.
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Indemnification and Release of Liability
Proposer, at its own expense and without exception, and to the maximum extent permitted by law, shall indemnify, defend and pay all damages, costs, expenses, including attorney fees, and release in advance and hold harmless the City, its elected officials, officers, employees, and agents, with respect to any and all claims and liabilities of any nature or kind arising out of or incurred in connection with Proposer’s participation in this RFI process including: (i) submittal of a proposal; (ii) selection of a different proposer; and/or (iii) Proposer’s provision of services if Proposer is selected and enters an agreement with the City pursuant to this RFI.

Insurance Requirements
The selected Contractor for this Project shall be required, prior to the execution of a Contract, to furnish proof of insurance. The specific insurance types and limits depend on the Project and can be found in the Draft Agreement of this RFI solicitation.

Compliance with All Applicable Laws
Proposer declares that it shall comply with all licenses, statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted, including, but not limited to, appropriate state licensing and business licensing.

Compliance with California Labor Code
The work required pursuant to this RFI may, in whole or in part, constitute “public works” as defined in Section 1720 of the California Labor Code. Therefore, unless advised otherwise in writing by the City prior to performing on any particular project, the Proposer shall comply with all applicable requirements of the California Labor Code including Sections 1720 through 1861 which require payment of prevailing wages, registering with the Department of Industrial Relations prior to execution of an agreement with the City, and maintaining certified payroll records, all as more fully set forth in the Draft Agreement.

Fee Schedule
Fee Schedule shall include any and all applicable licenses, insurance coverage, endorsements, bonding and if necessary, any wage compliance deemed necessary to perform the Work or Services as part of the Project described in this RFI. City will not be responsible for reimbursing Contractor for any charges not included in the Proposal pricing that are incurred in securing these requirements.

Subcontractor/Joint Ventures
The selected Contractor shall be the Lead Contractor performing the primary functions of the Agreement. If any portion of the Agreement is to be performed by a subcontractor, this must be clearly set forth in the Proposal submittal as to what part(s) is/are to be delegated. The City reserves the right to reject any Proposal wherein use of subcontractor(s) significantly affects the ability of the Proposer to function as the Lead Contractor on the awarded Agreement. The Lead Contractor will at all times be responsible for the acts and errors or omissions of its subcontractors or joint participants and persons directly or indirectly employed by them. Acceptance or rejection of a Proposer’s request to use subcontractors is at the sole discretion of the City.

LOCATION MAP
See Attached Exhibit A

DRAFT AGREEMENT
See Attached Exhibit B

ACKNOWLEDGEMENT
See Attached Exhibit C
www.dekra
-lite.com
(800) 436-3627 Ext. 355
RFI No. PW 23-02
Addendum No. 1
Dulce Diaz
[email protected]
July 18, 2024

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Holiday Décor Services
RFI No. 23-02

ABOUT US
9-Year Partnership with European Décor Innovator
Globall Concept
Employee-Owned Company
We’re Celebrating 37 Years in Business!
Offices Throughout Santa Ana, California

NOTABLE PARTNERSHIPS

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July 18, 2024
Mark L. Averell, CPPO
Purchasing manager
City Manager’s Office
6650 Beach Blvd.

Buena Park, 90621
To Whom it May Concern:

Thank you for including Dekra-Lite in your holiday bid process. In this proposal, you’ll find information and pricing for your 2024 Holiday Décor Services.

Along with the high-quality products you’ll find outlined in this bid, partnering with Dekra-Lite gives you access to our dedicated teams and expertise built over almost 40 years in the industry. This includes Lesley and myself as your sales support team, our talented designers, inhouse printing and fabrication departments, and installation teams to set up and remove your décor.

Please don’t hesitate to contact me if you have any questions or need additional information. I look forward to discussing next steps with you after your team has reviewed our proposal.

Thank you for your time and Merry Christmas!
Dulce Diaz
Dulce Diaz | Account Executive
O: (800) 436-3627 ext. 355
[email protected]
www.dekra-lite.com Page 3 of 24

COMPANY OVERVIEW & CREDENTIALS
Dekra-Lite is a full-service Christmas décor company decorating commercial proper-ties since 1987. We’ve completed hundreds of projects for clients, including shopping malls and lifestyle centers, entertainment venues, theme parks, municipalities, and charitable organizations. Our inhouse design team has been concepting holiday cheer for decades and has worked on everything from city banner programs to giant be-spoke décor projects spanning entire shopping centers. Our fabrication and printing departments work year-round to ensure our customers’ city streets and special events shine bright.

Located in the heart of Orange County, CA, Dekra-Lite is 100% employee-owned, which means everyone who works on your project is working like an owner. From the hands that assemble our trees in the workshop to the faces you see installing them on your property, every team member is essential to our shared success. We pride our-selves on our high-quality design services, robust product offerings, and eye for deco-ration innovation. It’s why we love the work we do. And it’s why you’ll love it, too.

KEY PERSONNEL
LeeRoy Chaffin II – Vice President Sales
Alicia Gonzalez – Sales Manager
800-436-3627 Ext. 230
[email protected]
Dulce Diaz – Account Executive
800-436-3627 Ext. 355
[email protected]
Lesley Gilliam – Inside Sales Executive
800-436-3627 Ext. 231
[email protected]
North Pole Mission Control – Operations
800-436-3627
[email protected]

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WORK PLAN - SCOPE OF WORK
All elements included in each proposed design are in stock and will not face factory or freight delays.

Once the sales order is approved:
• A project manager or installation supervisor will meet with your team to exam-ine the installation and shipping locations and define the project’s scope. o This will include equipment, transportation, power, and other variables that must be addressed before installation. • The chosen décor pieces will be added to our production queue to fully inspect all components, including lighting, networking distribution, steel frames, foliage, and power distribution. After inspection, the décor will be prepped for installa-tion and packaged for shipment. o This process may take between 2-4 weeks.
• The product will then be shipped to the specified location, ideally as close to the installation site. To provide a physical and true address.

Installation Timeline:
1 Week Before Installation:
• Please prep your property for install and shipments: o Complete any necessary landscaping or hedge/tree trimming o Customer to Designate areas for equipment Drop zones and if electrical, power stations to charge equipment and product deliveries o Notify your security and landscaping teams of our arrival and working hours 1-2 Days Before Installation:
• Our team will notify you of the installation window, time, and dates. • Any necessary large equipment will be delivered to your property to the desig-nated area provided. • All décor will be delivered to the location, ideally as close to the installation site Installation Dates:
• Décor installation usually takes place overnight, but we are happy to accommo-date your preferred schedule with sufficient notice of at least 14 business days.
• Installation typically lasts 2-3 days. o Tree installation may take 2-3 additional days o Light Pole Mounts may take 5 additional days

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REFERENCES
We’ve been partnering with the cities below for over 10 years. In that time, we’ve fos-tered a relationship that brings joy to both of our teams and, more importantly, to their guests each year. Like your team, these cities wanted us to design, install, and re-move a unique program centered around RGB trees and lit décor. Each of these refer-ences would be happy to answer any questions you may have about their experience working with our team.

City of Hawaiian Gardens
Ramie Torres – Admin Technician
[email protected]
(562) 420-2641 Ext. 202 | 211815 Pioneer Boulevard, Hawaiian Gardens, CA 90716 SCOPE: Dekra-Lite has been collaborating with the City of Hawaiian Gardens for the past 18 years to enhance their decorations. We have provided them with a 24-foot RGB tree, a live tree adorned with LED mini lights, and pole mounts scattered throughout the city.

City of Dana Point
Jennifer Anderson – Senior Management Analyst
[email protected]
(949) 248-3571 | 33282 Golden Lantern, Dana Point, CA 92629 SCOPE: Over the past 15 years, Dekra-Lite has collaborated with the City of Dana Point to provide holiday decorations, tree lighting, and banner change-outs. Our guid-ance has helped transform Dana Point's cityscape by illuminating its live palms and trees and adorning its monuments.

Additionally, we've helped promote various city events throughout the year with unique light pole banners.

City of Lakewood
Samantha Chambers – Assistant Project Manager Public Works [email protected]
Phone: (562)-866-9771 Ext. 2505 | 5050 Clark Avenue, Lakewood, CA 90712 SCOPE: For almost 16 years, Dekra-Lite has been illuminating the City of Lakewood with tree lighting, a 24’ RGB tree show, garland, wreaths, Image Projection Systems, and perimeter lighting, adding a touch of magic to the city.

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Sequoia Tree

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Our Sequoia Trees are the safest option available and come with a Registered Structural Engineer (RSE) stamp of approval and UL approved electrical components. Lit with warm white LED mini lights 120v saving up to 90% energy compared to incandescent mini lights. The frame has a 10-year warranty. The tree has dual-tone emerald and forest-green branches with tan specks. The branches are self-shaped, which reduces assembly time and ensures your tree looks fantastic every year.

Sequoia Tree Specs
30’ Tree Specs
24’ Tree Specs
Sequoia Tree

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Photo OP Display
Choose from a Selfie Walkthrough Ornament or Giant Wreath

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Christmas Pole Mounts

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Perimeter Lighting

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Large Lit Multiloop Bow

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Christmas Proposal to Grow Existing 18’ Tree to 24’ Tree

PURCHASE PROGRAM
Includes: Product, Installation, Removal, Storage
*Plus Applicable Taxes

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Description Qty Price each Total
Grow Existing 18' Tree to 24' Tree with Warm White LED Lights Decorated with New Décor Package 1 $ 23,754.00 $ 23,754.00 Installation, Removal and Storage of 24' Decorated Tree 1 $ 21,614.00 $ 21,614.00 Large Photo Op 1 $ 5,925.00 $ 5,925.00
Installation, Removal and Storage of Photo Op 1 $ 2,417.00 $ 2,417.00 Ribbon Pole Mounts 48 $ 575.00 $ 27,600.00
Installation, Removal and Storage of Ribbon Pole Mounts 48 $ 225.00 $ 10,800.00 Elegant Star Pole Mounts 6 $ 449.00 $ 2,694.00
Installation, Removal and Storage of Elegant Star Pole Mounts 6 $ 225.00 $ 1,350.00 1,500' of Red and White Perimeter Lighting 1 $ 5,925.00 $ 5,925.00 Installation, Removal and Storage of Perimeter Lighting 1 $ 6,075.00 $ 6,075.00 6' Wreath - City Hall 1 $ 805.00 $ 805.00
Installation, Removal and Storage of 6' Wreath 1 $ 1,305.00 $ 1,305.00 5' Red Multiloop Bow with Tails 1 $ 7,800.00 $ 7,800.00 Installation, Removal and Storage of 5' Red Multiloop Bow with Tails 1 $ 1,395.00 $ 1,395.00 Option 1 Purchase Total $ 119,459.00
Christmas Proposal to Grow Existing 18’ Tree to 24’ Tree 5-YEAR LEASE PROGRAM
Includes: Product, Installation, Removal, Storage, Maintenance, and Refurbish 2024 - Year 1 $65,896*
2025 - Year 2 $65,896*
2026 - Year 3 $65,896*
2027 - Year 4 $65,896*
2028 - Year 5 $65,896*
5-Year Program $329,480* Total
*Plus Applicable Taxes

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Description Qty
Grow Existing 18' Tree to 24' Tree with Warm White LED Lights Decorated with New Décor Package 1
Installation, Removal and Storage of 24' Decorated Tree 1 Large Photo Op 1
Installation, Removal and Storage of Photo Op 1
Ribbon Pole Mounts 48
Installation, Removal and Storage of Ribbon Pole Mounts 48 Elegant Star Pole Mounts 6
Installation, Removal and Storage of Elegant Star Pole Mounts 6 1,500' of Red and White Perimeter Lighting 1
Installation, Removal and Storage of Perimeter Lighting 1 6' Wreath - City Hall 1
Installation, Removal and Storage of 6' Wreath 1
5' Red Multiloop Bow with Tails 1
Installation, Removal and Storage of 5' Red Multiloop Bow with Tails 1 Option 1 5-Year Lease Total Per Year
(Includes All of the Items listed Above) $65,896
Christmas Proposal - 24’ Tree

PURCHASE PROGRAM
Includes: Product, Installation, Removal, Storage
*Plus Applicable Taxes

Page 16 of 24 ends

Description Qty Price Total
New 24' Tree with Warm White LED Lights Decorated with New Décor Package and New Star Topper 1 $ 26,494.00 $ 26,494.00
Installation, Removal and Storage of 24' Decorated Tree 1 $ 21,614.00 $ 21,614.00 Large Photo Op 1 $ 5,925.00 $ 5,925.00
Installation, Removal and Storage of Photo Op 1 $ 2,417.00 $ 2,417.00 Ribbon Pole Mounts 48 $ 575.00 $ 27,600.00
Installation, Removal and Storage of Ribbon Pole Mounts 48 $ 225.00 $ 10,800.00 Elegant Star Pole Mounts 6 $ 449.00 $ 2,694.00
Installation, Removal and Storage of Elegant Star Pole Mounts 6 $ 225.00 $ 1,350.00 1,500' of Red and White Perimeter Lighting 1 $ 5,925.00 $ 5,925.00 Installation, Removal and Storage of Perimeter Lighting 1 $ 6,075.00 $ 6,075.00 6' Wreath - City Hall 1 $ 805.00 $ 805.00
Installation, Removal and Storage of 6' Wreath 1 $ 1,305.00 $ 1,305.00 5' Red Multiloop Bow with Tails 1 $ 7,800.00 $ 7,800.00 Installation, Removal and Storage of 5' Red Multiloop Bow with Tails 1 $ 1,395.00 $ 1,395.00 Option 2 Purchase Total $ 122,199.00
Christmas Proposal – New 24’ Tree
5-YEAR LEASE PROGRAM
Includes: Product, Installation, Removal, Storage, Maintenance, and Refurbish 2024 - Year 1 $67,947*
2025 - Year 2 $67,947*
2026 - Year 3 $67,947*
2027 - Year 4 $67,947*
2028 - Year 5 $67,947*
5-Year Program $339,735* Total
*Plus Applicable Taxes

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Description Qty
New 24' Tree with Warm White LED Lights Decorated with New Décor Package 1 Installation, Removal and Storage of 24' Decorated Tree 1 Large Photo Op 1
Installation, Removal and Storage of Photo Op 1
Ribbon Pole Mounts 48
Installation, Removal and Storage of Ribbon Pole Mounts 48 Elegant Star Pole Mounts 6
1,500' of Red and White Perimeter Lighting 1
Installation, Removal and Storage of Perimeter Lighting 1 Installation, Removal and Storage of Elegant Star Pole Mounts 6 6' Wreath - City Hall 1
Installation, Removal and Storage of 6' Wreath 1
5' Red Multiloop Bow with Tails 1
Installation, Removal and Storage of 5' Red Multiloop Bow with Tails 1 Option 2 5-Year Lease Total Per Year
(Includes All of the Items listed Above) $67,947
Christmas Proposal – New 30’ Tree

PURCHASE PROGRAM
Includes: Product, Installation, Removal, Storage
*Plus Applicable Taxes

Page 11 of 16 ends

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Description Qty Price Total
30' Tree with Warm White LED Lights Decorated with New Décor Package 1 $ 45,764.15 $ 45,764.15
Installation, Removal and Storage of 30' Decorated Tree 1 $ 31,843.00 $ 31,843.00 Photo Op 1 $ 5,925.00 $ 5,925.00
Installation, Removal and Storage of Photo Op 1 $ 2,417.00 $ 2,417.00 Ribbon Pole Mounts 48 $ 575.00 $ 27,600.00
Installation, Removal and Storage of Ribbon Pole Mounts 48 $ 225.00 $ 10,800.00 Elegant Star Pole Mounts 6 $ 449.00 $ 2,694.00
Installation, Removal and Storage of Elegant Star Pole Mounts 6 $ 225.00 $ 1,350.00 1,500' of Red and White Perimeter Lighting 1 $ 4,444.00 $ 4,444.00 Installation, Removal and Storage of Perimeter Lighting 1 $ 6,075.00 $ 6,075.00 6' Wreath - City Hall 1 $ 804.60 $ 804.60
Installation, Removal and Storage of 6' Wreath 1 $ 1,305.00 $ 1,305.00 5' Red Multiloop Bow with Tails 1 $ 7,800.00 $ 7,800.00 Installation, Removal and Storage of 5' Red Multiloop Bow with Tails 1 $ 1,395.00 $ 1,395.00 Option 3 Purchase Total $ 150,216.75
Christmas Proposal –New 30’ Tree
5-YEAR LEASE PROGRAM
Includes: Product, Installation, Removal, Storage, Maintenance, and Refurbish 2024 - Year 1 $81,806*
2025 - Year 2 $81,806*
2026 - Year 3 $81,806*
2027 - Year 4 $81,806*
2028 - Year 5 $81,806*
5-Year Program $409,030*
Total
*Plus Applicable Taxes

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Description Qty
30' Tree with Warm White LED Lights Decorated with New Décor Package 1 Installation, Removal and Storage of 30' Decorated Tree 1 Photo Op 1
Installation, Removal and Storage of Photo Op 1
Ribbon Pole Mounts 48
Installation, Removal and Storage of Ribbon Pole Mounts 48 Elegant Star Pole Mounts 6
Installation, Removal and Storage of Elegant Star Pole Mounts 6 1,500' of Red and White Perimeter Lighting 1
Installation, Removal and Storage of Perimeter Lighting 1 6' Wreath - City Hall 1
Installation, Removal and Storage of 6' Wreath 1
5' Red Multiloop Bow with Tails 1
Installation, Removal and Storage of 5' Red Multiloop Bow with Tails 1 Option 2 5-Year Lease Total Per Year
(Includes All of the Items listed Above) $ 81,806.00
Halloween Pole Mounts

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Halloween Banners
*Image as a reference; the design can be changed at no additional cost

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Halloween Proposal

PURCHASE PROGRAM
Includes: Product, Installation, Removal, Storage
*Plus Applicable Taxes

Page 22 of 24 ends

Description Qty Price each Total
Installation, Removal and Storage of Customer Owned Pole Mounts 27 $ 225.00 $ 6,075.00 Dia De Los Muertos Pole Mounts 7 $ 2,604.00 $ 18,228.00 Installation, Removal and Storage of Dia de los Muertos Pole Mounts 7 $ 225.00 $ 1,575.00 New Halloween Banners 41 $ 78.75 $ 3,228.75
Installation, Removal and Storage of Halloween Banners 41 $ 168.00 $ 6,888.00 Removal and Reinstallation of City Banners 41 $ 109.80 $ 4,501.80 Purchase Total $ 40,496.55
Halloween Proposal
5-YEAR LEASE PROGRAM
Includes: Product, Installation, Removal, Storage, Maintenance, and Refurbish 2024 - Year 1 $25,901*
2025 - Year 2 $25,901*
2026 - Year 3 $25,901*
2027 - Year 4 $25,901*
2028 - Year 5 $25,901*
5-Year Program $129,505* Total
*Plus Applicable Taxes

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Description Qty
Installation, Removal and Storage of Customer Owned Pole Mounts 27 Dia De Los Muertos Pole Mounts 7
Installation, Removal and Storage of Dia de los Muertos Pole Mounts 7 New Halloween Banners 41
Installation, Removal and Storage of Halloween Banners 41 Removal and Reinstallation of City Banners 41
5-Year Lease Total Per Year
(Includes All of the Items listed Above) $25,901

THANK YOU

CONTACT US
Dulce Diaz
[email protected]
(800) 436-3627 ext. 355
Alicia Gonzalez
[email protected]
(800) 436-3627 ext. 230
3102 W. Alton Ave.

Santa Ana, California
www.dekra-lite.com

Page 23 of 24 ends

Quote
Sales Order No.: QT104196
Dekra-Lite
3102 W. Alton Ave.

Santa Ana, CA, 92704
Phone: (714) 436-0705
Web: www.dekra-lite.com
Order Date: 8/14/2024
Ship Date: 11/27/2024
Customer ID: BUE004
Terms: 50%/NET 30
BILL TO: SHIP TO:

City of Buena Park
PO Box 5009
Buena Park CA 90622
Attn: Laurie Aubuchon
714-562-3702
City of Buena Park
City Hall
6650 Beach Blvd
Buena Park CA 90621
Attn: Laurie Aubuchon
714-562-3702
CUSTOMER P.O. NO. CREATED BY SALES REP
Gilliam, Lesley Dulce Diaz

SALES TAX CODE SHIPPING TERMS SHIP VIA
Avatax Avalara Installation INSTALLATION
NO. ITEM DESCRIPTION QTY UOM PRICE EXTENDED PRICE
1 LEASESPECIAL Lease Special 1.00 EA 73,783.00 73,783.00 5-Year Lease Special Includes Installation, Removal and Storage of all the items listed below:
2 TRBILED30 30' Sequoia Collection Tree w/ Warm White LED Mini Lights 1.00 EA 0.00 0.00 3 SALES DECOR Miscellaneous Custom Decor 1.00 EA 0.00 0.00 Standard Decor Package for 30' Sequoia Tree (Colors TBD) 4 STAR36BEADEDWW 36" Crystal Star Tree Topper, 150L Warm White LED Mini Lights 1.00 EA 0.00 0.00 5 PMEMFALLING8 8.2' LED Lit Pole Mount - Falling Ribbon Stars, Warm White rope light, 175L Warm White steady, 25L Warm White Twinkle (includes 3 of 28" snaplock bands)

48.00 EA 0.00 0.00
6 PMEMELEGANT8 8.2' LED Lit Pole Mount - Elegant Stars (includes 3 of 28" snaplock bands)

6.00 EA 0.00 0.00
7 PERIMETER LIGHTING Perimeter Lighting 1.00 EA 0.00 0.00 1500' C9 Faceted Warm White LED Perimeter Lighting
Includes: Parapet Clips, Glue, Timers, Photo Eyes and Extension Cords 8 DLGWRECLX6XXLED 6' Classic Pre-Decorated Wreath w/ 36"x45" Red Structural Bow, 250L Warm White LED Mini Lights

1.00 EA 0.00 0.00
9 PMVINYLRED Vinyl Pole Wrap 6"x 50' Red 54.00 EA 0.00 0.00 10 LABORIRS Labor Installation, Removal & Storage 41.00 EA 0.00 0.00 of Customer Owned 30" x 84" Single "City Banners" on Existing Windbreaker Hardware Signature: Date:

Sub Total: 73,783.00
Install Date: Nov. 1-27, 2024
Removal Date: Jan. 2-18, 2025
**Installation Date Range is Not Guaranteed Until Order is Approved Lease Special
Year 1 of 5 Year Lease
Year 2 - $73,783.00*
Year 3 - $73,783.00*
Year 4 - $73,783.00*
Year 5 - $73,783.00*
*plus applicable sales tax
Freight & Misc.: 0.00
Tax Total: 5,718.19
Total (USD): 79,501.19
Page: 1 of 1

Quote
Sales Install No.: QT104209
Dekra-Lite
3102 W. Alton Ave.

Santa Ana, CA, 92704
Phone: (714) 436-0705
Web: www.dekra-lite.com
Order Date: 8/14/2024
Ship Date: 9/24/2024
Customer ID: BUE004
Terms: 50%/NET 30
BILL TO: SHIP TO:

City of Buena Park
PO Box 5009
Buena Park CA 90622
Attn: Laurie Aubuchon
714-562-3702
City of Buena Park
6650 Beach Blvd.

Buena Park CA 90621
Attn: Laurie Aubuchon
714-562-3702
CUSTOMER P.O. NO. CREATED BY SALES REP
Diaz, Dulce Dulce Diaz

SALES TAX CODE SHIPPING TERMS SHIP VIA
Avatax Avalara Installation INSTALLATION
NO. ITEM DESCRIPTION QTY UOM PRICE EXTENDED PRICE
1 LEASESPECIAL Lease Special 1.00 EA 21,785.00 21,785.00 5 Year Lease Includes Installation, Removal and Storage of all the items listed below:
of Customer Owned Giant Halloween Pole Mounts lit with Ropelight (6) 5.5' x 12' Bat Pole Mount
(7) 12' x 8.66' Skull Pole Mount
(7) 12' x 12' Jack-O-Lantern Pole Mount
(7) 12' x 6.86' Spider on Web Pole Mount
(7) 12' x 8.2' Cat Pole Mount
(41) New Halloween Banners on Existing Windbreaker Hardware 2 DLIVINBANMAT1630X84 16oz Matte Finish Vinyl Single Banner 30x84 41.00 EA 0.00 0.00 30" x 84" Single Halloween "Design TBD" Banner, Full Color Process, Digital Banner Printed on 16oz Industrial Grade Matte Finish Vinyl, Sewn Back to Back for a Total Weight of 32oz and a 3 Year No Fade Warranty.
3 BNSGCHANGEOUT Change Out Single Banner 41.00 EA 0.00 0.00 of Customer Owned City Banners to NEW 30''x84'' Single "Halloween" Banners on Existing Windbreaker Hardware Signature: Date:

Sub Total: 21,785.00
Please sign and email or fax to (714) 436-0612
Install Date: September 20-24, 2024
Removal Date: November 1-5, 2025
50% due upon acceptance of proposal
50% due Net 30 at time of change out
**Installation Date Range is Not Guaranteed Until Order is Approved** Year 1 of 5 Year Lease
Year 2 - $ 21,785.00*
Year 3 - $ 21,785.00*
Year 4 - $ 21,785.00*
Year 5 - $ 21,785.00*
*plus applicable sales tax
Freight & Misc.: 0.00
Tax Total: 1,688.34
Total (USD): 23,473.34
Page: 1 of 1

Quote
Sales Install No.: QT104207
Dekra-Lite
3102 W. Alton Ave.

Santa Ana, CA, 92704
Phone: (714) 436-0705
Web: www.dekra-lite.com
Order Date: 8/14/2024
Ship Date: 11/27/2024
Customer ID: BUE004
Terms: 50%/NET 30
BILL TO: SHIP TO:

City of Buena Park
PO Box 5009
Buena Park CA 90622
Attn: Laurie Aubuchon
714-562-3702
City of Buena Park
6650 Beach Blvd.

Buena Park CA 90621
Attn: Laurie Aubuchon
714-562-3702
CUSTOMER P.O. NO. CREATED BY SALES REP
Diaz, Dulce Dulce Diaz

SALES TAX CODE SHIPPING TERMS SHIP VIA
Avatax Avalara Installation INSTALLATION
NO. ITEM DESCRIPTION QTY UOM PRICE EXTENDED PRICE
1 REFURBDECOR Refurbish Decor 1.00 EA 1,057.00 1,057.00 Replace Broken/Faded Ornaments from Customer Owned 18' Sequoia Tree Candy Cane Décor Package 2 LABORREFURBISH Labor Refurbishment 1.00 EA 453.00 453.00 of Broken/Faded Ornaments from Customer Owned 18' Sequoia Tree Candy Cane Décor Package 3 LABORINST Labor Installation 1.00 EA 6,029.40 6,029.40 of Customer Owned 18' Sequoia Tree with Candy Cane Décor Package 4 LABORREMOVAL Labor Removal 1.00 EA 2,319.00 2,319.00
of Customer Owned 18' Sequoia Tree with Candy Cane Décor Package 5 STORAGE Storage 1.00 EA 927.60 927.60
of Customer Owned 18' Sequoia Tree with Candy Cane Décor Package Signature: Date:

Sub Total: 10,786.00
Please sign and email or fax to (714) 436-0612
Install Date: Nov. 1-27, 2024
Removal Date: Jan. 2-18, 2025
**Installation Date Range is Not Guaranteed Until Order is Approved Tree Lighting Ceremony: TBD
Freight & Misc.: 0.00
Tax Total: 81.92
Total (USD): 10,867.92
Page: 1 of 1

Proof AS-IS: ____________________________________________________________________________________________ If Proof(s) NOT approved - Please note any/all changes on a separate excel spreadsheet.

Client to please sign below in appropriate place & mark boxes above with a check mark for all that are approved to print AS-IS. (sign name) (print name) (today’s date)
Computers and printers will always give different results in color representation. Final designs, unless otherwise noted, are printed in CMYK and will have slight variations in color.

Reproduction in any manner, in whole or in part, of any portion of these images is strictly prohibited. All portions, including copy, photographs, artwork, and product designs are the exclusive property of Dekra-Lite Industries, Inc. All portions have been copyrighted and may not be copied or preproduced without the express written permission of Dekra-Lite Industries, Inc.

DEKRA-LITE 800.474.5179
City of Buena Park
2024 Halloween Banners
QTY: 7 QTY: 7 QTY: 7 QTY: 7 QTY: 7 QTY: 6
City of Buena Park
City Council Regular Meeting Agenda Report
LEASE AGREEMENT WITH C3 OFFICE SOLUTIONS, LLC DBA C3 TECHNOLOGY SERVICES FOR SHARP COPIERS

AND VARIOUS DESKTOP PRINTERS AND MANAGED PRINT SERVICES Meeting
Tuesday, September 24, 2024, 5:00 PM
Agenda Group
NEW BUSINESS Item: 5C
Presented By
Mark L. Averell, CPPO, Purchasing Manager
Prepared By
Eddie Fenton, Assistant City Manager/Director of Human
Resources
Approved By
Aaron France, City Manager

RECOMMENDED ACTION
1) Approve a five-year lease agreement with C3 Office Solutions, LLC dba C3 Technology Services for leasing various Sharp copiers and multi-functional printing devices, in the approximate annual amount of $44,000; 2) Approve a five-year maintenance agreement with C3 Office Solutions, LLC dba C3 Technology Services in approximate annual amount of $34,000; 3) Authorize the City Manager and City Attorney to make any necessary, non-monetary changes to the agreements; and 4) Authorize the City Manager and City Clerk to execute the agreements.

PREVIOUS CITY COUNCIL ACTION
In October 2018, the City Council approved multi-year agreements with Xerox Financial for the leasing of various copiers and multi-function devices (MFDs) and Managed Print Services through SoCal Office Technologies.

DISCUSSION
The City currently leases copiers and printers through Xerox. The main lease agreement for the copiers and printers has expired. Prior to entering into new lease agreements with the current vendor, the Procurement Division chose to first issue a Request for Information (RFI) to explore current copier, multi-function device technology from a variety of manufacturers to help gain a better understanding of the copiers, including new features and functionality to possibly include in a competitive solicitation document. Six vendors responded to the RFI offering a wide range of copier manufacturer options and available cooperative contracts.

The information gathered from the RFI was used as the basis for a formal Request for Proposal (RFP). The City issued RFP No. CM-24-01 for Managed Print Services in March 2024. Four (4) prospective vendors were solicited.

The prospective vendors represented the Canon, Konica, Kyocera, Ricoh, Sharp, and Xerox model lines. Four (4) proposal responses were received. The proposals were reviewed by a committee comprised of representatives from Procurement and Information Technology for overall responsiveness and were evaluated using the following criteria:

Demonstrated competence
Skill and experience in similar engagements
Overall five-year cost of the proposed solution
Available cooperative and “piggybackable” agreements; and Value add
Three (3) of the proposers were invited for onsite interviews and to submit Best and Final (BAFO) pricing proposals. An evaluation committee was formed to participate in the finalist interviews and conduct site visits.

Based on ranking the highest in overall evaluation criteria, the committee unanimously selected two (2) vendors as finalists. The finalists were Sharp and Xerox. The finalists were asked to participate in on-site trials. Each vendor was asked to place a multi-function color capable device onsite for one week to allow for further end-user hands on testing. End-user feedback was gathered after the trial periods.

Based on initial proposal scoring, finalist site visit/interview scoring, combined with end user onsite testing feedback, the committee unanimously recommends that the City Council award the RFP and contract for Managed Print Services to C3 Technology Services, located in Santa Ana. C3 will conduct a detailed inventory and analysis of the City’s current printing technology and make recommendations as to proper machines based on end user requirements and historical print usage. Final lease and maintenance agreements will be created once this analysis is complete. Sample agreements are attached for City Council reference.

The Procurement Division is projecting annual cost savings of approximately $12,000 over the current Managed Print Services contract.

BUDGET IMPACT
Associated costs in the approximate annual amount of $78,000 have been previously allocated in the FY24-25 budget in various departmental accounts.

Attachments
Agreement.Samples.pdf
RFI - Managed Print Services.pdf
Managed Print Services RFP NO. CM 24.01.pdf
Phase 2 - C3 Tech RFP Response - City of Buena Park (1).pdf Exhibit A . Managed Print Services.SOW.Signed.pdf
Sample Lease Agreement

Sample Maintenance Agreement

Purchasing Division

INFORMAL

REQUEST FOR INFORMATION (RFI)
No. CM 23-01

MANAGED PRINT SERVICES
Purpose
The City of Buena Park (City) is looking to upgrade its existing, multi-function device (MFD) fleet, including all printers in use citywide. The City is looking to enter into a master lease agreement with a single service provider that can provide: Enterprise-Grade Equipment, Optimal, U.S. based Technical Support and Services, and the most cost-effective pricing in line with industry best standards.

Solicitation Process
The City would like to solicit and engage such services through a “Cooperative Agreement” procurement process with a reputable cooperative agreement provider, such as OMNIA, NASPO and Sourcewell, to name a few. The City is asking interested firms to submit the two (2) most competitive cooperative agreement contracts, along with three (3) public agency references, with at least one being a city municipal agency.

Fleet Overview
• 1- Xerox C70 machine
• 3- Xerox VersaLink machines
• 13- Xerox AltaLink machines
• 65- Various printers
Technical Specifications and Requirements
The City understands that a variety of MFD models could be utilized throughout the organization based on localized print volume. However, to the degree possible, the City would like to standardize the features that are available on each device. The following features are to be required on each multi-function device:
• Must be U.L. approved, ENERGY STAR compliant
• Print, Scan, and Copy in Black & White, as well as Color • Paper sizes: Letter, Legal, and 11x17 and multi-function/purpose tray • Fax Option-Capability
• Duplex printing and scanning
• Four paper trays: letter (2 trays), legal, 11x17
• Print release technology that is accessible by badge number or code • Remote monitoring of supplies and errors for automated supply shipping • Include all consumables with the exception of paper
• Support 30% - 50% Post-Consumer Recycled Paper in compliance with SB1383 Page | 2
Service Level Requirements shall include but not be limited to:
• Providing supplies, expedited service, (no more than a four-hour response time) or replacement, as necessary)
• Providing usage reporting for MFD utilization online, including total usage by machine, issues, service response/resolution times and customized invoicing to include breakdown by account numbers and percentages of each • Providing a single point of contact for ongoing support, maintenance and issues
• Providing an optional billing model for non-networked local printers such as a Flat Rate Fee per month per printer
• Support/Service base location (U.S. or Overseas)
• Inkjet or Laserjet Technology (include what technology your organization offers and explain reasons why your technology is superior to the other) • Explanation of Key Features that standout above the rest (what distinguishes your manufacturer from other manufacturers)
The City welcomes interested firms / service providers to submit a list of all “state-of-the-art” industry standard MFD devices with specified requirements and varying capability/processing levels. In addition, different departments require specialized services and different printing needs, such as a Plotter; any additional equipment can be submitted (but is not required).

The City would also like to understand the various service offerings and packages that could be selected.

Lastly, the City will need to understand device lease costs, per copy costs, and service costs. The City is looking for a quality solution that is dependable and service levels that are responsive to the City’s needs. Utilizing your firm’s most competitive cooperative agreement contracts, a Proforma Cost Proposal with itemized device and cost per copy is requested.

Submission Process
There will be two (2) phases to this Informal RFI process. In the First Phase, please submit a formal Letter of Interest and any promotional materials that identifies your inventory and stock of your most up to date MFD fleet that meets or exceeds the specified requirements and requisite specifications in this RFI. In your Letter of Interest, please include your firm’s background and experience in this industry and identify a Project Lead from your firm. Along with your Letter of Interest, please submit your two (2) most competitive cooperative agreement contracts, along with three (3) public agency references, with at least one being a city government agency.

Next, the City’s Project Team, which consists of both Purchasing and Information Technology staff, will then review all materials submitted and perform preliminary reference checks. The City will select a few firms that meet all First Phase requisite requirements to proceed further along in the selection process; and proceed with scheduling “Onsite Walk-Throughs” with the selected firms to conduct a walkthrough of various City facilities and office areas to assist the selected firms to better assess the City’s MFD needs in advance of providing Second Phase requirements.

Page | 3
The Second Phase will consist of a formal Cost Proposal and review of preferred cooperative agreement / cost analysis. To assist with this process, the City will provide an inventory of existing multi-function devices currently in use along with quarterly usage for the devices within all City facilities. The City is interested in reducing the number of individual office desktop printers/scanners.

Additional interview(s), in-person or virtually, may be needed to assist the City’s Project Team in its thorough evaluation of your firm’s products and services and final consideration of master lease agreement.

Submission Guidelines
Proposals will only be considered from Companies that have registered as a “Prospective Bidder” on the City’s Electronic Bidding System, PlanetBids. Companies that wish to appear on the Prospective Bidders List for this procurement solicitation may do so by registering online at:
https://pbsystem.planetbids.com/portal/39485/portal-home (Google Chrome is the preferred browser.)
To become a registered vendor, please select New Vendor Registration from the agency’s Vendor Portal. Enter the requested information and select Sign Up. A Verification email will be sent to you. By selecting Verify within the email you will be directed to the registration form. Complete the information requested and select Submit. All mandatory fields are denoted by a red asterisk. Registration is a multi-step process consisting of pre-registration, email verification and completion of the vendor profile. When you are done completing the vendor registration form, select Submit at the bottom right corner of the page to submit your profile. Registration is immediate; you do not need to wait for the confirmation email to log in or begin using the system depending upon the agency, you may have additional information/certifications to complete. From the Vendor Profile page please review the left hand navigation panel to complete any additional information requested by the agency.

Prospective proposers should register under the following commodity codes:
• 60000 – Office Machines, Equipment, and Accessories
• 60072 – Multi-Function Office Machines
Once registered, Companies must download this RFI by clicking “Place eBid” (Bottom right of all tabs) in order to appear on the Bidder’s List as a “Prospective Bidder.” Companies that fail to specifically download this RFI will not appear on the Bidders’ List and will be unable to participate for this RFI.

Questions regarding the registration process may be directed to the City’s online bid management provider, PlanetBids at 818-992-1771
It is the responsibility of the Proposer to ensure their Proposal is received before the stated deadline.

The RFI Administrator may be reached to verify receipt of proposals. The Purchasing Division may be reached at (714) 562‐3741 to verify receipt of proposals.

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Four (4) hard copies and an electronic copy of the proposal shall be submitted. Please mark all submittals as “RFI No. CM-23-01 – Managed Print Services”.

Proposals are due before 5:00 PM on November 30, 2023 to the RFI Administrator at the City of Buena Park. Postmarks will be not be accepted.

Please submit all requested information to:

City of Buena Park – Purchasing Division
Attention: Mary Coles-Guzman, Buyer
6650 Beach Blvd.

Buena Park, CA 90621
(714)-562-3741
[email protected]
Should you have any questions, please contact Mary Coles-Guzman or Mark Averell, CPPO, Purchasing Manager, at [email protected] or at (714) 562-3740.

Questions:

Mary Coles-Guzman, Buyer, at [email protected]
The Final day for receipt of questions from the Proposer shall be on or before November 08, 2023 before 4:00pm PDT. To ensure fairness and avoid misunderstandings, all communications must be in written format and submitted only in the format set forth above. Any verbal communications will not be considered or responded to. All questions received by the due date will be logged and reviewed and if required, a response will be provided via an addendum to the RFI that will be posted or answered directly on the PlanetBids site.

Changes to the RFI itself shall only be made by the City via a written addendum. Addenda, if required, will be published via PlanetBids. All addenda shall become part of the RFI document requiring response by the proposer where indicated.

REQUEST FOR PROPOSALS
for
Managed Print Services
RFP No. CM 24-01

ISSUED BY

THE CITY OF BUENA PARK

CMO-PURCHASING DIVISION
FOR
City’s Information Technology Department
6640 Beach Blvd.

Buena Park, CA 90621

PROPOSAL DUE
APRIL 17, 2024 BEFORE 11:00 A.M. PDT
RFP Contact
Mary Coles-Guzman
Buyer
714-562-3741
[email protected]
Managed Print Services RFP# CM 24-01

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Request for Proposals
Table of Contents
Section

1. Introduction/Purpose

2. Schedule of Events

3. Background

4. Prerequisites

5. Scope of Services

6. General Terms and Conditions

7. Inquiries / RFP Q&A

8. Completion of Proposal

9. Delivery/Submission of Proposals

10. Alternative Proposals

11. Proposal Format and Content

12. Examination of RFP and Sites of Work

13. Addenda

14. Withdrawal of Proposal

15. Public Records

16. Evaluation of Proposals

17. Rejection of Proposals

18. Protest Procedures

19. Contract Term

20. Contract Documents

21. Execution of Agreement

22. Failure to Execute Agreement

23. Cancellation
Exhibit A - Managed Print Services Statement of Work
Exhibit B - Sample Professional Consultant Service Agreement Exhibit C - Device Pricing Template
Exhibit D – Levine Act Disclosure
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1. Introduction/Purpose
The City of Buena Park (City) is seeking proposals for Managed Print Services (MPS) to implement a single vendor contract with the ultimate goal to consolidate vendors, services, and technology for approximately 108 owned and leased Multi-Function Devices (MFDs) and desktop printers at various City locations.

Proposals are requested from selected Companies that have a demonstrated ability to perform the tasks identified in this Request for Proposal (“RFP”) and who were selected to move on to the proposal stage based on the initial Request for Information (RFI) process.

2. Schedule of Events
Event Date Time
Request for Proposals Released 03/19/2024 N/A
Final Questions Due 03/28/2024 Before 4:00pm PDT
Responses to Questions Released 04/05/2024 N/A
Proposals Due 04/17/2024 Before 11:00am PDT
Finalist Interviews/Presentations Week of 04/22/2024 To be determined Notification of Tentative Selection Week of 04/29/2024 N/A Tentative City Council Meeting to Consider
Awarding Contract
Week of 05/28/2024
The City reserves the right to amend, withdraw and cancel this RFP. The City reserves the right to request or obtain additional information about any and all submittals before making an award.

The City also reserves the right to seek clarification from any Proposer about any statement in its proposal that the City finds ambiguous.

3. Background
The City issued an informal Request for Information (RFI) in December of 2023 to solicit information from prospective proposers regarding current print technology and available cooperative agreements for such technology. Based on the results from that RFI the City is now seeking formal cost proposals based on a defined Statement of Work (SOW) from select Managed Print Services providers to determine the best overall value to the City.

4. Prerequisites
Proposals will only be considered from Companies that meet the following prerequisites:
• Have experience under a legally registered business name, in providing services of a similar type and scope as described in the Scope of Services (“Services”) (Exhibit “A”).

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• The contractor must provide a minimum of (4) verifiable references of projects with similar scope and size.
• Have not filed for bankruptcy under any business name over the past five (5) years. • Meet all the requirements as outlined in Section 5 – Scope of Services / Citywide MPS Requirements.
• Been awarded a cooperative contract or another competitively bid contract for similar services.

5. Scope of Services
The City of Buena Park (City) is seeking proposals for Managed Print Services (MPS) to implement a single vendor contract with the ultimate goal to consolidate vendors, services, and technology for approximately 108 owned and leased Multi-Function Devices (MFDs) and desktop printers at various City locations. (See below for print device and copy volumes summary) The selected Company shall provide the services required in Exhibit A, Statement of Work, attached hereto and incorporated herein.

Citywide MPS Goals
The City anticipates cost savings to the departments by implementing a MPS contract which would result in savings over the 5-year term. The City is seeking a Contractor who will work with the City to provide on-going validated cost savings reports on a Department and Citywide basis. The goal of this project is to contract with a Managed Print Service Contractor who will implement a change management plan and deploy state of the art print technologies while reducing the environmental Managed Print Services RFP# CM 24-01

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impact of printing Citywide.

Citywide MPS RFP Requirements
The selected Contractor shall:
a) Conduct a detailed analysis of the City’s current printing technology by location, department, and device found. The information should be mapped to show device locations on floor plans for all major locations.
b) Provide fixed pricing for hardware, software, and related services on a 5-year master agreement and ensure all orders of equipment stay within the new contact pricing, service level agreements and terms. Pricing should be based on utilizing existing cooperative agreements, accessing other competitively bid contracts, or your firms most competitive pricing model below published contract pricing based on bulk-buys of equipment and services. .
c) Understand that the City may accept pricing or terms that require a piggyback of another entity negotiated contract. All pricing & terms must be customized and approved directly with the City for the resulting master agreement and the Contractor agrees to accept purchase orders assigned to this master agreement in lieu of separate lease schedules and service agreements.
d) Provide pricing forfive (5) MFD standard Device Type configurations and three (3) desktop printer/MFP models that include a discounted cash price and optional lease for sixty (60) months fair market value (FMV). The City will not pay property tax on leased equipment.

All quoted lease payments must include the vendor paying any associated property tax. e) The City is seeking a vendor who will partner with them to transition to state of the art technology to include enhanced scanning features, document translation ability, software to save and merge PDF files and an overall sustainable Citywide Printing Policy. f) Provide a cost per page per device/category pricing model for all service, supplies, toner, and staples for all contracted devices on a pure usage based model billed in arrears.

Estimating of meter usage will not be allowed.
g) Provide an optional billing model for non-networked local printers such as a Flat Rate Fee per month per printer. If a Flat Rate Fee is available, the ability for contractor to limit the number of toner cartridges per year per pooled device type is acceptable but the methodology must be documented in the technical proposal. h) Provide service, support, and supplies for existing owned desktop printers on a cost per page basis. Contractor shall indicate which brands of printers the Contractor is OEM authorized to support.

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i) Assist in implementing the change management plan based on current contract termination dates and department needs. The Contractor shall work with the City team to assess and map the optimized stated projections annually per department with a goal to realize a cost reduction Citywide.
j) The City does not guarantee a minimum or maximum quantity of installations. The City shall pay only for devices actually ordered by the City and delivered, installed, and made fully operational by the Contractor.
k) Demonstrated Customer Service and Support capabilities and a quantifiable history of superior customer service are key factors for City users and will play a significant role in award of the contract.
l) Be responsible for configuration on the City’s network at the time of new deployment and for firmware upgrades that might cause settings to be lost (with permission/assistance from IT) to ensure the MFDs can print from all applications, scan to email, scan to fax, scan to network, scan to PC, etc.
m) Agree to all the terms, conditions, and processes outlined in Exhibit A – Managed Print Services Statement of Work, Exhibit B – Sample Professional Consultant Services Agreement any other stated requirements in the RFP, and any other agreed upon terms.

The RFP Exhibit A - Statement of Work, Exhibit B – Sample Professional Consultant Services Agreement, Exhibit C – Device Pricing Template and the Contractors Proposal Response will become part of the binding executed contract between the contractor and the City.

Remove Old and Install New Equipment:

Installation services shall be coordinated with the IT Department and include delivery, setup, and integration of the devices with City’s Local Area Network (LAN), including City’s hardware and software infrastructure.
a) Installation services shall also include any and all equipment, materials, and supplies necessary to provide the services including all labor, materials, delivery, assembly, and installation, as applicable.
b) The Contractor’s installation shall include configuration on each unit and equipment shall be made fully operational by Contractor including all copying, duplexing, sorting, stapling, scanning - to email, to fax, to network, to PC, etc. – and printing functions. c) Upon request, the Contractor shall also remove the existing MFD being replaced and ship the device to current vendor lease return location. Storage of current devices for a short period of time may be required for the full coordination of the lease return process. The City will obtain all approvals needed to move and store the equipment from the current vendor prior to this service being requested.
d) When removing or swapping contractor installed units, contractor shall coordinate with Managed Print Services RFP# CM 24-01

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IT to certify the security wipe of the existing hard drive, as well as ensure it has occurred prior to lease device being returned or disposed at contract end. This service shall be included at no additional cost.

Training: Contractor shall provide training to all appropriate City staff to ensure a seamless implementation of equipment and systems during the installation process and after the systems have been initiated, tested, and proven fully operational. a) Such training shall be of sufficient depth and scope to allow a complete understanding of the proper operations and use of the machine to include how to use the scan, copy, print and fax capabilities.
b) An overview of the device control panel and printer drivers. Demonstration of replacing toner, staples, paper and removing paper jams.
c) Contractor shall conduct all training sessions (including materials) onsite at the City’s premises with its own personnel or with outside factory-authorized sources; however, in each case the trainer must possess sufficient skill and knowledge to achieve the desired level of training in a timely and competent manner.
d) Contractor shall provide extensive training to specified City staff related to proper operation of the departmental copiers, including proper use of all copy, print, and scan features.
e) Contractor shall provide periodic training (not less than two (2) classes/one (1) training per day) per calendar month to accommodate new end-users, as well as to provide refresher training for general users.
f) Training shall be provided at no additional cost.

Customer Service/Support: The City is seeking a single Managed Print Services provider with experience in managing major account business. The City’s preference is a Contractor with internal non-sales support staff dedicated to manage the customer relationship alongside the Sales Executive. This person shall be experienced in supporting major account business and provides the following customer support responsibilities:
a) Directly responsible for the fulfillment of all SOW commitments with the City. Work to create and implement specific operations practices including:
b) Continually monitor existing service levels and compliance to SOW terms; c) Provide interface between end-users, technical support, and resources to improve/maintain customer satisfaction;
d) Act as the primary point of contact for all aspects of the contractual relationship with the customer departments; and develop continual process improvements. e) Work closely with Contractor operations team on implementation and deployment of print technology and support services, including inventory collection and management, and consumables management, while monitoring adherence to all SOW terms. f) Facilitate quarterly/semi-annual performance reviews. g) Resolve customer complaints and concerns by investigating problems; develop solutions and manage through to resolution.

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h) Provide reporting metrics and tracking data as required to fulfill SOW terms. i) Develop and document implementation plan for each additional phase of the client Change Management Plan.

MPS Hardware Specification
The types of document output hardware provided in the table below are expected to be part of the agreement.

6. General Terms and Conditions
The successful company will be required to execute a Professional Consultant Services Agreement (Technology Services) (“Agreement”). A sample is attached as Exhibit “B”. The successful company must meet all insurance requirements in the Agreement. All terms and conditions of the Agreement are non-negotiable. Companies must possess valid City of Buena Park Business License New Device Category Quantity Notes Minimum Specs
Category #1 1 For Marketing and High Quality
Finished Documents
> 75 PPM High Volume Graphics Color MFP with
Booklet Finisher, LCT, Hole Punch, and External Fiery
RIP with color control features.

Category #2 4 For Area's Doing Over 15k Pages
Monthly Combined
> 65 PPM High Volume Office Color MFP with Booklet
Finsiher, LCT, Hole Punch, LAN, Mobile & Wireless
Printing, Enhanced Scanning Capabilities.

Category #3 5 For Area's Doing 5K to 15K Per
Month Combined
> 55 PPM Office Color MFP with Standard Finisher,
Stapling, Hole Punch, LAN, Mobile & Wireless Printing,
Enhanced Scanning Capabilities.

Category #4 4 For Area's Doing Less than 5K Per
Month Combined Needing 11X17
> 40 PPM Office Color MFP with Internal or
Standard Finisher, Stapling, Hole Punch, LAN,
Mobile & Wireless Printing, Enhanced Scanning
b l
Category #5 3 For Table Top & MFP's Not
Requiring 11 X 17
> 40 PPM Office Color A4 MFP with Internal or
External Staple, LAN, Mobile & Wireless Printing,
Enhanced Scanning Capabilities.

High Volume BW
Workgroup Printer 0 Refresh older high volume BW HP
Desktop Printers
> High Volume BW Desktop Laser Printer with 2x500
Paper Trays. LAN, Mobile & Wireless Printing. Optional
envelope feeder. HP M604dn or Similar
Low Volume Color
Desktop Printer/MFP 6 Refresh older low volume printers and MFP's
> Low Volume Color Desktop Laser Printer/MFP. With
LAN, Mobile & Wireless Printing. HP LaserJet M477fdn
or Similar
Low Volume Personal
BW Printer 27 Refresh older personal low
volume printers
> Low Volume BW Desktop Laser Printer. LAN, Mobile &
Wireless Printing. HP M402dn or Similar
Keep / Cover City
Owned Printers 58
Please provide your estimated
average BW and Color Cost Per
Page to support various City
owned desktop printers.

We understand that cost per page may vary depending
on device type and City will finalize actual contract
rates based on department assessment and cost savings
plans.

Totals 108
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throughout the term on the contract. Failure to execute the Agreement and furnish the required insurance within the required time period shall be just cause for the rescission of the award. If any of the successful Companies refuse or fail to execute the Agreement, the City may award the Agreement to the next most qualified Company.

7. Inquiries / RFP Q&A
If prior to the date fixed for submission of Proposals, a prospective Company discovers any ambiguity, conflict, discrepancy, omission or other errors in this RFP or any of its appendices or exhibits, the Company shall immediately notify the City of such error in writing and request modification or clarification of the document. Modifications shall be made by written Addenda to the RFP.

If a Company fails to notify the City, prior to the date fixed for submissions of Proposals, of an error in the RFP known to the Company, or an error that reasonably should have been known to the Company, the Company shall submit its Proposal at its own risk, and if the Company is awarded a Contract, it shall not be entitled to additional compensation or time by reason of the error or its later correction.

All communications regarding technical, scope, and/or project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic Bidding System PlanetBids Vendor Portal before the deadline and according to these specifications herein. Any and all other proposal communications shall be directed to Mary Coles-Guzman, Buyer, [email protected].

The Final day for receipt of questions from the Proposer shall be on or before 03/28/2024 before 4:00pm PDT. To ensure fairness and avoid misunderstandings, all communications must be in written format and submitted only in the format set forth above. Any verbal communications will not be considered or responded to. All questions received by the due date will be logged and reviewed and if required, a response will be provided via an addendum to the RFP that will be posted or emailed to all bidders on 04/05/2024. Any communications, whether written or verbal, with any City Councilmember or City staff other than the individuals indicated above, prior to award of a contract by City Council, is strictly prohibited and the Proposer may be disqualified from consideration.

8. Completion of Proposal
Proposals shall be completed in all respects as required by this RFP. A proposal may be rejected if conditional or incomplete, or if it contains any alterations or other irregularities of any kind, and will be rejected if any such defect or irregularity can materially affect the quality of the proposal.

Proposals which contain false or misleading statements may be rejected. If, in the opinion of the City’s Selection Committee, such information was intended to mislead the City in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this RFP, the proposal Managed Print Services RFP# CM 24-01

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will be rejected. Statements made by a Company shall also be without ambiguity, and with adequate elaboration, where necessary, for clear understanding.

Unauthorized conditions, exemptions, limitations, qualifications, or provisions attached to a Proposal will render it non-responsive and will cause its rejection.

The Company, in responding to this RFP, must submit Proposals in the format identified in this RFP.

The Proposal must address all requirements of the RFP even if a “no response” is appropriate.

Costs for developing Proposals are entirely the responsibility of the Company and shall not be chargeable to the City. The City shall not be liable for any costs incurred in response to this RFP, including but not limited to, costs for any interviews, presentations, or other follow-up information necessary as part of the selection process. All costs shall be borne by the Company responding to this RFP. The Company responding to this RFP shall hold the City harmless from any liability, claim, and expense whatsoever incurred by or on behalf of the Company.

9. Delivery/Submission of Proposals
Proposal Due Date/Time: 04/17/2024 BEFORE 11:00am PDT
All proposals shall be submitted through the City’s bid management system (PlanetBids) by 11:00 A.M. Wednesday, April 17, 2024 for the described RFP solicitation. Proposals shall be submitted electronically via the PlanetBids website by the deadline. A proposal submitted after the time set shall not be considered. Proposers are required to submit (upload) all items listed in Section 11 below. Submitted proposals shall be maintained as confidential records of the City Page 6 up to the Submission Deadline. Proposers may withdraw, modify and/or resubmit a proposal prior to the Submission Deadline but not after
The City reserves the right to reject any and all proposals and to waive information and minor irregularities in any proposal received. Acceptance of Terms and Conditions - Submission of a proposal pursuant to this RFP shall constitute acknowledgment and acceptance of all terms and conditions hereinafter set forth in this RFP.

The time and date are fixed, and extensions will not be granted unless specifically stated by the City in an addendum to this RFP. Proposals not received before the time and date stated above will not be accepted.

10. Alternative Proposals
Only one proposal is to be submitted by each Company for this RFP. Multiple simultaneous proposals will result in rejection of all Proposals submitted by Company. A Company may, prior to the proposal due date and time, withdraw a proposal and submit a new proposal, so long as the new proposal is submitted before the proposal due date and time.

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11. Proposal Format and Content
Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Company’s demonstrated capability to perform work of this type. Emphasis should be concentrated on completeness and clarity of content.

Proposals shall adhere to the following format for organization and content. Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation:
a) Cover Letter
b) Statement of Understanding and Approach
c) Company Information
d) Company Personnel
e) Experience and References
f) Evidence of Insurance
g) Pricing
h) Value Add
a) Cover Letter
The cover letter shall include a brief general statement of intent to perform the services and confirm that all elements of the RFP and Exhibit A – Statement of Work have been reviewed and understood. The letter shall include a brief summary of Company’s qualifications and Company’s willingness to enter into a contract under the terms and conditions prescribed by this RFP. This section shall also include the key contact(s) for the RFP coordination and their contact information.
b) Statement of Understanding and Approach
This section shall demonstrate an understanding of the projected Citywide Managed Print Services. It shall describe the general approach, organization, and staffing required for the Services requested. This section shall include the 8 sub-section titles and numbers as follows:

1. Managed Print Services Innovation: Contractor shall demonstrate how industry best practices and value added approaches will be incorporated into the Contractor’s solution with a description how these services have been implemented in other client sites of similar size and scope.

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2. MFD and Printer Solution Overview: Contractor shall provide a detailed spec sheet or capabilities summary for each of the five (5) MFD Device Type Categories and the (3) Desktop Printer/MFPs. Optionally provide an overview of replacement option for the Wide Format Printer/Scanner all-in-one device for future consideration.

3. Transition to State of the Art Technology: Contractor shall describe any included features for enhanced scanning processes, document translation ability, and software to save and merge PDF files to support the resulting overall sustainable Citywide Print Policy.

4. Change Management: Contractor shall provide description of the approach to Change Management, including description of general procedures, processes, and tools that will be utilized to support changes to the environment, including assessment, optimization, device and software training, billing, and reporting.

5. Implementation Process: This section shall describe Contractor’s standard implementation process, timing, and responsibilities and how that will benefit the projected change management plan.

6. Quarterly / Annual Account Review Process: Contractor shall describe its organization’s ability to provide detailed Quarterly Departmental and Citywide Annual reviews as described in the Exhibit A – Statement of Work. Contractor shall include a description and example of types of reporting and how the cost savings projections will be tracked and validated.

7. Asset Tracking Software: Contractor shall provide description of Contractor’s software that shall be used for usage status reporting and asset tracking system.

Describe the ability for the City to have access to this software and its reporting capabilities. The City desires an on-line portal that shall have a service call module to track problems from inception to completion and to provide activity reports.

This tool shall also include an asset management component to manage the locations and IP addresses of the supported devices with log-in access for City staff. Contractor shall include a description of the security protocols to ensure the City’s network will not be compromised.

8. Optional Manufacturer Rebate: If available, Contractor shall describe its organization’s ability to provide any manufacturer rebates and how the rebate dollars will be paid/funded to the City upon device installation and acceptance.

Contractorshall include a timeframe for guarantee ofthe rebate amount and describe any per unit requirements to receive any rebate dollars.

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c) Company Information
This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.

The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.
d) Company Personnel
This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name and title and should include contact phone numbers. Include also major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor. e) Experience and References
Company shall provide at least three (3) references of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP.

The references shall include names, addresses, and telephone numbers of the clients for whom prior work was performed and include an explanation of the services provided. f) Evidence of Insurance
In addition, the Company shall provide evidence of possession of insurance in the coverage and amounts listed in the Sample Agreement (Exhibit B). g) Optional Independent Technology Lease
Contractor shall provide an overview of their optional leasing program to include the following criteria. Please indicate any requirement that is not acceptable or provided for under the contractors standard lease program.

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Lease Criteria:
• 60 Month FMV Lease.
• Property Tax must be paid by Lessor
• Lessor agrees not to charge daily rentals, pro-rated rentals, interim rentals or any other rents outside of the initial lease term, during the installation period or otherwise.

Documentation:
• Provide copies of documentation that will require signature by the City throughout the lease term including schedules, addenda and/or riders and terms and conditions pages.
• Provide example copies of invoice billing format and options.

End of Lease Terms:
• Lessor agrees that the City will have the flexibility to purchase, renew, return or extend the lease on a month to month basis for all or any complete systems of equipment listed on a lease schedule.
• Can substitutions of equal or greater value be made for leased equipment that is damaged or broken?
• How do you handle end of lease hard drive security?
On-Line Access:
• Does the lease company currently provide a web-based asset management tool that can be accessed by the client?
• Please describe the type of access, data and reporting available to the City through an on-line lease management portal.
h) Pricing
Contractorshall complete Exhibit C – Device Pricing Template. The purpose of this document is to validate the accessories that are included in the bundled standard device category configuration. Contractor shall include in the Exhibit C Template, any information/pricing on additional optional accessories that may be a value to the solution but not a requirement in the standard configuration. Contractor shall include BW and Color usage cost per page for each device type sheet and the NEMA plug requirement for each. The Cost per Page usage charge shall be the same for both cash purchase and leased devices.

An optional Flat Rate Fee for non-networked desktop printers may be quoted on this form.

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12. Examination of RFP and Sites of Work
The submission of a Proposal shall be conclusive evidence that the Company is satisfied as to the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished, the difficulties to be encountered, and to the requirements of the Proposal, RFP, and other Contract Documents.

By submitting a Proposal, the Company hereby certifies that it has: examined the local conditions, read each and every clause of this RFP, included all costs necessary to complete the specified work in its proposed prices, and agrees that if it is awarded the Contract it will make no claim against the City based upon ignorance of local conditions or misunderstanding of any provision of the Contract.

Should the conditions turn out otherwise than anticipated by it, the Company agrees to assume all risks incident thereto.

13. Addenda
Unless otherwise specified, any addenda issued during the time of proposal process must be acknowledged in the proposal cover letter, which will be made part of the proposal.

14. Withdrawal of Proposal
All proposals shall be firm offers and may not be withdrawn for a period of one-hundred-twenty (120) days following the deadline date for submission of proposals noted herein. Submitted Proposals may be withdrawn at any time prior to the submission deadline.

15. Public Records
All Proposals submitted in response to this RFP become the property of the City and pursuant to the Public Records Act (Gov. Code, § 6250 et seq.) are public records, and as such may be subject to public review at least 10 days before selection.

The Company must notify the City in advance of any proprietary or confidential materials contained in the Proposal and provide justification for not making such material public. The City shall have sole discretion to disclose or not disclose such material subject to any protective order that the Company may obtain. Note that under California law, price proposal to a public agency is not a trade secret.

The City reserves the right to make use of any information or idea contained in the Proposal. All materials, ideas and formats submitted in response to this RFP will become the property of the City on receipt.

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16. Evaluation of Proposals
The City reserves the right to amend, withdraw, and cancel this RFP. The City also reserves the right to reject all responses to this RFP at any time prior to agreement execution. Furthermore, the City reserves the right to request additional information about any and all Proposals that in City’s opinion is necessary to assure that the Company’s competence, number of qualified employees, business organization, experience, and resources are adequate to perform the Services. All Proposals shall be reviewed to verify that the Company has met the minimum requirements as stated in this RFP. Proposals that have not followed the rules, do not meet minimum content and quality standards, and/or do not provide references will be rejected as non-responsive.

Proposals shall be consistently evaluated based upon the following criteria:
• Demonstrated competence;
• Experience in performance of comparable engagements;
• Conformance with the terms of this RFP;
• Reasonableness of cost; and
• Value Add
Requests for Qualifications will be reviewed and evaluated by City staff based on the information provided in the proposal. Selection will be made on a “best qualified” / “best value to the City” basis.

Criteria for selection will include, but not be limited to, overall qualifications of firm; prior experience and successful completion of similar projects; technical ability; methodology and stated approach to the project; individual qualifications of project manager, other key staff members and; capacity of firm to complete project; references; proposal costs; and overall organization and quality of the proposals.

While price is a significant factor, the qualifications, experience, and capacity to complete the Project will be those most greatly considered by the City in making an award.

Those firms found to be among the most qualified may be invited to an interview. Based upon review of the proposals and the interview process, the City will notify the most qualified firm for agreement negotiations. If negotiations are not successful, the next most qualified firm may be notified for negotiations. Final approval and budgetary authorization will be by the City Council.

Given the nature of the services, the City reserves the right to utilize its discretion in awarding the project.

Interviews/on-site presentations may be tentatively scheduled during the week of 04/22/2024.

If applicable interviews/on-site presentations will be conducted by the same members on the proposal evaluation panel. Dates and times will be coordinated at that time after the evaluation of responsive proposals is complete, and finalist candidates are determined. Candidates who have submitted the most comprehensive proposals as determined by the City may be invited to participate in the interview/on-site presentation process.

Managed Print Services RFP# CM 24-01

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The selected Company shall then enter into exclusive negotiations with the City to formalize the Scope of Service and Compensation. If the City is unable to obtain a fair and reasonable price or cannot reach agreement regarding the terms for the Scope of Services, then the City will end negotiations with that Company and begin negotiations with the next Company which best meets the needs of the City, and so on until a City and the Company reach agreement.

The City intends to select the Company that offers the best value to the City based on the criteria outlined above.

17. Rejection of Proposals
The City may reject any/or all Proposals and may waive any immaterial deviation in a Proposal.

The City’s waiver of an immaterial defect shall in no way modify this RFP or excuse the Company from full compliance with this RFP and/or the Contract Documents if awarded the Contract.

Proposals that include terms and conditions other than City’s terms and conditions may be rejected as being non-responsive. The City may make investigations as deemed necessary to determine the ability of the Company to perform the work, and the Company shall furnish to the City all such information and data for this purpose as requested by the City. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Company fails to satisfy the City that such Company is properly qualified to carry out the obligations of the Agreement and to complete the work described herein.
a. Protest Procedures
Only a proposer who has actually submitted a proposal is eligible to protest a contract awarded through a Request for Proposals (RFP) process. Any protest of the award of the contract must be in writing and no later than seven (7) working days and the Intent to Award letter date. b. Contract Term
The initial term of the Agreement shall be for five (5) years from the date that the Agreement is fully executed with the option to extend for one additional five-year term not to exceed ten (10) years based upon acceptable performance by the Company, acceptable fees and subject to the same terms and conditions of the Agreement.

Pricing is to remain firm for the initial 5-year contract term. Should the option to renew for additional years be exercised, City and Company may negotiate any and all price modifications. c. Contract Documents
In submitting a Proposal, the Company agrees to enter into an Agreement with the City without exceptions to the City’s standard agreement. The City’s standard agreement is non-negotiable, and a copy of the standard agreement is attached hereto as Exhibit “B”. Any change to the standard Managed Print Services RFP# CM 24-01

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agreement will deem the Proposal non-responsive. In the event of a conflict exists between documents the following order of precedence shall apply:
• Agreement
• City of Buena Park’s Request For Proposals
• Company’s Response to the Request For Proposals
d. Execution of Agreement
After contract award, the following shall be signed and returned to the City within fourteen (14) calendar days from the date the City mails, or by other means delivers said documents to the Company:
• One (1) original of the Agreement in the form included herein, properly executed by the Company.
• Certificates of Insurance and Additional Insured Endorsement evidencing coverage as specified in the sample agreement.
• Confirmation of current business tax certificate.

No Agreement shall be binding upon the City until all documents are fully executed by the Company and the City.
e. Failure to Execute the Agreement
Failure to execute the Agreement and furnish the required insurance and business tax certificate, within the required time period shall be just cause for the rescission of the award. If bonds are also required, failure to furnish sufficient bonds shall cause rescission of the award. If the successful Company refuses or fails to execute the Agreement, the City may award the Agreement to the next qualified Company.
f. Cancellation
The City retains the right to cancel this RFP at any time, should it be deemed to be in the best interest of the City. No obligation either expressed or implied exists on the part of the City to make an award based on the submission of any proposals.

EXHIBIT A
Managed Print Services Statement of Work (SOW)
See PDF Attachment Provided

EXHIBIT B
Sample Professional Consultant Service Agreement
See PDF Attachment Provided

EXHIBIT C
Device Pricing Template
(Complete Attached Excel File and Submit with Proposal) Exhibit D
Levine Act Disclosure

REQUEST FOR PROPOSALS (RFP)
No. CM 24-01
FOR

MANAGED PRINT SERVICES
Cover Letter
Representing C3 Tech - Responding to RFP No. CM 24-01

MANAGED PRINT SERVICES
Submittal Due Date: Wednesday, April 17, 2024
C3 Tech
1536 E Warner Ave
Santa Ana, CA 92705
Phone: 714-689-1700, Fax: 844-514-0219
Dear Members of the City of Buena Park Procurement Team, We are thrilled to submit our proposal in response to the City of Buena Park's RFP for Managed Print Services (MPS). At C3 Tech, we are deeply committed to providing exceptional service and expertise to meet the City's needs effectively. Our team has thoroughly reviewed the RFP and Exhibit A – Statement of Work, and we are prepared to deliver outstanding results under the terms and conditions prescribed by this RFP.

Understanding of the City's Requirements:

We have conducted a comprehensive review of the RFP documentation, gaining a clear understanding of the City's goals to consolidate vendors, services, and technology for approximately 108 MultiFunction Devices (MFDs) and desktop printers across various City locations. Our team is prepared to replace aging equipment, optimize in-support print devices, and implement managed print services to meet the City's requirements efficiently.

Company's Qualifications:

C3 Tech brings extensive experience and a proven track record of success in providing managed print services to public sector organizations. With a deep understanding of city governance and budgetary constraints, we are well-equipped to meet the unique needs of municipal clients, ensuring efficient and cost-effective print solutions that align with their strategic objectives.

Our company's expertise is underscored by our extensive experience working with a diverse range of public sector entities, including several prominent local agencies in Orange County. Our successful partnerships with organizations such as the City of Santa Ana, City of Orange, City of Seal Beach, City of Stanton, City of Rancho Santa Margarita, City of Compton, City of La Mirada, OC 405, County of Orange, Santa Margarita Water District, Huntington Beach Union High School District, Newport Mesa Unified School District, The Los Angeles Film School, and OCTA - 405 Express Lanes demonstrate our deep understanding of municipal operations and our ability to deliver tailored solutions that meet the unique needs of each client.

Our extensive experience working with these esteemed organizations has equipped us with valuable insights into the complexities of public sector operations, including budgetary constraints, regulatory requirements, and the need for efficient and transparent procurement processes. As a result, we are uniquely positioned to provide the City of Buena Park with the highest level of service and expertise, ensuring the successful implementation of managed print services that deliver tangible benefits and cost savings.

Our Mission and Core Values:

At C3 Tech, we are dedicated to being a trusted partner in advancing and protecting local businesses through state-of-the-art technology and exceptional customer service. Our mission is supported by a set of core values that guide our actions and decisions, ensuring that we deliver outstanding results while upholding the highest standards of integrity and professionalism.

Commitment to Your Success:

We are committed to the success of the City of Buena Park's MPS initiative. Our team takes a peoplecentric approach, prioritizing customer satisfaction and striving to exceed expectations at every opportunity. With our expertise and dedication, we are confident in our ability to deliver superior service and support to meet your copier needs effectively.

Key Contacts:

Alex Chairez – Account Manager / Implementation Specialist Contact Information:
• Direct Phone: (714) 519-2504
• Email: [email protected]
Alex Chairez will assume the critical role of the implementation specialist for this project, guaranteeing a seamless transition and onboarding process for the City of Buena Park. With a proven track record of over 6 years in Project Management, Alex has adeptly coordinated and led numerous projects to successful completion. As a vital member of the implementation team, Alex is wholeheartedly dedicated to achieving client success and ensuring utmost customer satisfaction. He will be actively involved in scheduling quarterly account reviews, providing timely update training, and prioritizing any other needs that arise during the process. Alex's commitment to excellence makes him an invaluable asset, focused on delivering the utmost value and exceptional results for the City.

Thank you for considering our proposal. We eagerly await the opportunity to collaborate with the City of Buena Park and contribute to the success of your Managed Print Services initiative.

Sincerely,

Davis Tran
VP of Operations at C3 TECH
O: 714.689.1700 D: 949.316.0032

Statement of Understanding and Approach

1. Managed Print Services Innovation:

At C3 Tech, we are committed to delivering innovative managed print services that leverage industry best practices and value-added approaches to meet the unique needs of the City of Buena Park. Our solution is informed by our extensive experience working with clients of similar size and scope, where we have successfully implemented innovative strategies to optimize print operations, enhance efficiency, and achieve cost savings.

Our approach to managed print services innovation includes the following key elements:

1. Needs Assessment and Customization: We begin by conducting a comprehensive needs assessment to understand the City's specific requirements, challenges, and objectives. Based on this assessment, we develop a customized solution tailored to address the City's unique needs and objectives.

2. Technology Integration: We leverage cutting-edge print technologies and solutions to streamline workflows, improve document management processes, and enhance overall efficiency. Our solutions incorporate advanced features such as document scanning, mobile printing, and cloud-based document storage to optimize print operations and support the City's digital transformation initiatives.

3. Process Optimization: We work closely with City stakeholders to identify opportunities for process optimization and workflow automation. By streamlining print-related processes and implementing automated workflows, we help the City achieve greater efficiency and productivity while reducing operational costs.

4. Cost Reduction Strategies: We implement cost reduction strategies to help the City achieve significant savings on print-related expenses. This includes optimizing print device utilization, implementing print policies to reduce waste, and leveraging volume-based pricing agreements to secure competitive pricing for hardware, software, and supplies.

5. Continuous Improvement: We are committed to ongoing monitoring, analysis, and optimization of the City's print environment to ensure continuous improvement and long-term success. Through regular performance reviews and strategic planning sessions, we identify opportunities for further optimization and innovation to support the City's evolving needs and objectives.

Our innovative approach to managed print services is informed by our deep understanding of industry best practices and our commitment to delivering tangible value and results for our clients. By leveraging the latest technologies, implementing cost-effective strategies, and fostering a culture of continuous improvement, we empower the City of Buena Park to achieve its print management goals and drive greater efficiency, productivity, and cost savings across its organization.

2. MFD and Printer Solution Overview:

At C3 Tech, we understand the importance of providing comprehensive and reliable multi-function device (MFD) and printer solutions to meet the diverse needs of the City of Buena Park. Our carefully selected lineup of devices offers superior performance, advanced features, and exceptional reliability to support the City's print operations effectively. Below is a detailed overview of each device category:

Category #1: Sharp BP-90C70 (70 pages per minute)
The Sharp BP-90C70 is a versatile and high-performance MFD designed to meet the demanding needs of modern office environments. Equipped with a wide range of advanced features and options, this device offers exceptional printing, copying, and scanning capabilities, along with enhanced productivity and versatility. Key capabilities of the Sharp BP-90C70 include:
• Large Capacity Tray (2 Drawers): The Large Capacity Tray includes two drawers, providing ample paper capacity and convenient access to multiple paper sizes and types for uninterrupted workflow.
• Saddle Stitch Finisher 4K (100-sheet staple): The optional Saddle Stitch Finisher 4K allows for professional-quality booklet production, enabling users to create saddle-stitched booklets with up to 100 sheets.
• Paper Pass Unit: The Paper Pass Unit facilitates smooth paper feeding and handling, minimizing paper jams and interruptions during printing and copying tasks. • Curl Correction Unit: The Curl Correction Unit ensures consistent paper feeding and prevents paper curling, resulting in improved print quality and reliability. • 2-Tray Inserter Unit: The 2-Tray Inserter Unit enables users to insert pre-printed or specialty media into documents during the printing or copying process, expanding document finishing options and versatility.
• Punch Unit 2/3 hole: With the optional Punch Unit 2/3 hole, users can easily punch holes in documents for binding or organizing purposes, enhancing document finishing capabilities. • Trimming Module: The Trimming Module provides precise trimming of finished documents, ensuring clean and professional-looking output.
• 500-Sheet Multi Bypass Tray: The 500-Sheet Multi Bypass Tray accommodates a variety of paper sizes and types, allowing users to print on specialty media or envelopes with ease. • GBC SmartPunch Plus: The GBC SmartPunch Plus option enables automated punching of documents for use with GBC binding systems, enhancing document finishing capabilities and efficiency.
• 3-Hole Punch Die: The optional 3-Hole Punch Die provides added versatility for document finishing, allowing users to punch holes in documents for standard binder usage. • Fiery Server External Interface Kit: The Fiery Server External Interface Kit enables seamless integration with Fiery servers for enhanced color management and advanced print job processing capabilities.
• Relay Unit: The Relay Unit provides additional paper capacity and job separation capabilities, enabling continuous printing and improved workflow efficiency. • Fiery Server Embedded: The optional Fiery Server Embedded provides advanced color management and print job processing capabilities directly within the MFD, enhancing color accuracy and print quality for graphic-intensive applications. • Multi-Folding Unit: The Multi-Folding Unit offers automated folding capabilities, allowing users to create professional-quality folded documents directly from the MFD, enhancing document finishing options and versatility.

Category #2: Sharp BP-70C65 (65 pages per minute)
The Sharp BP-70C65 is a versatile and feature-rich MFD designed to meet the demanding needs of modern office environments. In addition to its exceptional printing, copying, and scanning capabilities, this device is equipped with a range of advanced features and options to enhance productivity and versatility. Key capabilities of the Sharp BP-70C65 include:
• 2 x 550 + 2100 Split Tandem Paper Drawer: The 2x 550 + 2100 Split Tandem Paper Drawer configuration provides ample paper capacity and convenient access to multiple paper sizes and types, ensuring uninterrupted workflow and increased productivity. • 1K Saddle Stitch Finisher: The optional 1K Saddle Stitch Finisher allows for professional-quality booklet production, enabling users to create saddle-stitched booklets with up to 1,000 pages. • Paper Pass Unit: The Paper Pass Unit facilitates smooth paper feeding and handling, minimizing paper jams and interruptions during printing and copying tasks. • Punch Unit 2/3 hole: With the optional Punch Unit 2/3 hole, users can easily punch holes in documents for binding or organizing purposes, enhancing document finishing capabilities. • Fax Expansion Kit: The Fax Expansion Kit provides enhanced faxing capabilities, enabling users to send and receive faxes quickly and efficiently directly from the MFD. • Large Capacity Cassette (3,000 Sheets): The optional Large Capacity Cassette adds significant paper capacity to the MFD, allowing users to load up to 3,000 sheets of paper for extended periods of uninterrupted operation.
• Inner Folding Unit - BP-FD10: The optional Inner Folding Unit (BP-FD10) enables users to create folded documents directly from the MFD, enhancing document finishing options and flexibility.

Category #3: Sharp BP-70C55 (55 pages per minute)
The Sharp BP-70C55 is a versatile and reliable MFD designed to meet the diverse needs of modern office environments. With a focus on productivity, efficiency, and quality, this device offers a comprehensive range of features and options to support the demanding requirements of today's businesses. Key capabilities of the Sharp BP-70C55 include:
• 2 x 550 + 2100 Split Tandem Paper Drawer: The 2x 550 + 2100 Split Tandem Paper Drawer configuration provides ample paper capacity and convenient access to multiple paper sizes and types, ensuring uninterrupted workflow and increased productivity. • 3K Stacking Staple Finisher: The optional 3K Stacking Staple Finisher enables users to produce professionally finished documents with ease, including stapling and stacking capabilities for efficient document handling.
• Inner Folding Unit - BP-FD10: The Inner Folding Unit (BP-FD10) offers automated folding capabilities, allowing users to create folded documents directly from the MFD, enhancing document finishing options and versatility.
• Punch Unit 2/3 hole: With the optional Punch Unit 2/3 hole, users can easily punch holes in documents for binding or organizing purposes, enhancing document finishing capabilities. • Large Capacity Cassette (3,000 Sheets): The Large Capacity Cassette adds significant paper capacity to the MFD, allowing users to load up to 3,000 sheets of paper for extended periods of uninterrupted operation.
• Fax Expansion Kit: The Fax Expansion Kit provides enhanced faxing capabilities, enabling users to send and receive faxes quickly and efficiently directly from the MFD.

Category #4: Sharp BP-70C45 (45 pages per minute)
The Sharp BP-70C45 is a robust and versatile MFD designed to meet the evolving needs of modern office environments. With a focus on efficiency, productivity, and quality, this device offers a comprehensive suite of features and options to support the diverse requirements of businesses. Key capabilities of the Sharp BP-70C45 include:
• 4 x 550 Paper Drawer: This MFD includes a stand with four 550-sheet paper drawers, providing ample paper capacity and convenient access to multiple paper sizes and types for uninterrupted workflow.
• 1K Saddle Stitch Finisher: The optional 1K Saddle Stitch Finisher allows for professional-quality booklet production, enabling users to create saddle-stitched booklets with up to 1,000 pages. • Paper Pass Unit: The Paper Pass Unit facilitates smooth paper feeding and handling, minimizing paper jams and interruptions during printing and copying tasks. • Punch Unit 2/3 hole: With the optional Punch Unit 2/3 hole, users can easily punch holes in documents for binding or organizing purposes, enhancing document finishing capabilities. • Fax Expansion Kit: The Fax Expansion Kit provides enhanced faxing capabilities, enabling users to send and receive faxes quickly and efficiently directly from the MFD. • Large Capacity Cassette (3,000 Sheets): The optional Large Capacity Cassette adds significant paper capacity to the MFD, allowing users to load up to 3,000 sheets of paper for extended periods of uninterrupted operation.
• Inner Folding Unit - BP-FD10: The optional Inner Folding Unit (BP-FD10) enables users to create folded documents directly from the MFD, enhancing document finishing options and flexibility.

Category #5: Canon DX C359iF (36 pages per minute)
The Canon DX C359iF is a versatile and efficient MFD designed to meet the dynamic needs of modern office environments. With its advanced features and intuitive design, this device offers a comprehensive solution for printing, copying, scanning, and faxing tasks. Key capabilities of the Canon DX C359iF include:
• STAPLE FINISHER-Z1: The optional STAPLE FINISHER-Z1 enhances document finishing capabilities with its one-tray, 500-sheet capacity. It offers corner stapling functionality, capable of stapling up to 30 sheets, providing users with convenient and professional document finishing options.
• Fax: The Canon DX C359iF includes fax capabilities, allowing users to send and receive faxes directly from the MFD. This feature enables seamless communication and document exchange within the office environment.
• Scan Speed: up to 200 ipm: With a scan speed of up to 200 images per minute (ipm), the Canon DX C359iF delivers fast and efficient scanning performance, enabling users to digitize documents quickly and effectively.

High Volume BW Workgroup Printer: Sharp MX-B557P (55 pages per minute) • The Sharp MX-B557P is a high-performance black and white workgroup printer designed to meet the needs of demanding print environments.
• With its fast printing speed, high-capacity paper handling capabilities, and advanced security features, this device is ideal for high-volume printing applications in large workgroups and departments.

Low Volume Color Desktop Printer/MFP: Sharp MX-C357F (35 pages per minute) • The Sharp MX-C357F is a compact and versatile color desktop printer/MFP that offers highquality printing, copying, scanning, and faxing capabilities in a space-saving design. • Featuring a user-friendly interface, advanced security features, and seamless integration with mobile and cloud-based services, this device is ideal for small to medium-sized workgroups and individual users.

Low Volume Personal BW Printer MX-B427PW (42 pages per minute) • The Sharp MX-B427PW is a compact and efficient black and white printer designed for personal use or small workgroups.
• With its fast printing speed, compact footprint, and user-friendly design, this device is ideal for individual users or small workgroups seeking a reliable and cost-effective printing solution.

Wide Format Printer/Scanner All-in-one Device (Optional):

For wide format printing and scanning needs, we highly recommend utilizing Epson or Canon's full line of wide format printer/scanners. These industry-leading solutions offer exceptional performance, reliability, and versatility to meet the demanding requirements of large format printing and scanning applications.
• Epson: Epson's extensive range of professional imaging large format printers provides a diverse selection of options to suit various printing needs. From technical documents to vibrant graphics and signage, Epson's printers deliver outstanding quality and precision. As authorized resellers and service providers for Epson products, we can leverage cooperative contracts to procure these devices for the City of Buena Park. By utilizing cooperative contracts, we ensure competitive pricing and streamlined procurement processes, allowing the City to benefit from cost savings and efficiency. For more information on Epson's full line of wide format printers, please visit: Epson Professional Imaging Large Format Printers • Canon: Canon's lineup of large format printers offers exceptional performance and versatility for a wide range of applications, including CAD/GIS, posters, banners, and more. With advanced technologies and innovative features, Canon's printers deliver superior quality and efficiency.

As authorized resellers and service providers for Canon products, we have the expertise and resources to assist the City of Buena Park in selecting and implementing the ideal wide format printer/scanner solution. Through cooperative contracts, we can facilitate the procurement process and ensure that the City receives the best value for their investment. For more information on Canon's full line of large format printers, please visit: Canon Large Format Printers
By partnering with C3 Tech and leveraging our expertise as authorized resellers and service providers for both Epson and Canon products, the City of Buena Park can confidently invest in a wide format printer/scanner solution that meets their specific requirements while benefiting from competitive pricing, reliable service, and ongoing support.

3. Transition to State-of-the-Art Technology:

Enhanced Scanning Processes:

Our MFDs are equipped with advanced scanning capabilities that optimize document digitization and workflow efficiency. Each device comes with built-in optical character recognition (OCR) functionality, allowing users to convert scanned documents into searchable PDF files, Microsoft® Office files, and more. This feature enhances document accessibility and retrieval, facilitating seamless information sharing and collaboration across City departments.

Furthermore, our MFDs support high-speed scanning, enabling rapid digitization of documents with exceptional image quality. With customizable scanning profiles and intuitive user interfaces, users can easily configure scan settings and automate repetitive tasks, reducing manual intervention and improving productivity.

Open Systems Architecture (OSA):

While our copiers do not inherently include document translation ability or software to save and merge PDF files, we offer a solution that leverages the Open Systems Architecture (OSA) in all Sharp devices. Our selected devices from Sharp feature Open Systems Architecture (OSA), providing flexibility and compatibility with third-party applications. Through OSA, users can seamlessly integrate advanced document management software that offers document translation capabilities and PDF merging functionalities. By leveraging third-party applications, such as translation software and PDF management tools, users can enhance the capabilities of the copiers to meet specific requirements for document translation and PDF manipulation.

Local and Networked Scanning:

Furthermore, both Sharp and Canon devices support local and networked scanning, allowing users to efficiently digitize documents and streamline document distribution processes. Users can easily scan documents directly to a networked folder or save them locally on the copier, ensuring accessibility and ease of retrieval. This feature promotes efficient document management and supports collaborative workflows across City departments.

4. Change Management Approach:

At C3 Tech, we recognize that successful implementation of Managed Print Services (MPS) requires a robust Change Management strategy to support the transition to the new environment effectively. Our Change Management approach encompasses comprehensive procedures, processes, and tools aimed at facilitating smooth transitions, optimizing operations, and ensuring user adoption. Below is an outline of our Change Management approach, including the key components and methodologies we employ:

1. Assessment:
• We begin by conducting a thorough assessment of the City's current printing environment, including devices, workflows, and user needs.
• Our team analyzes printing patterns, document volumes, and user behaviors to identify areas for improvement and optimization.

2. Optimization:
• Based on the assessment findings, we develop tailored optimization strategies to streamline workflows, enhance efficiency, and reduce costs.
• This may involve consolidating devices, implementing print policies, and deploying advanced print technologies to align with the City's objectives.

3. Device and Software Training:
• We prioritize user training and education to ensure smooth adoption of new devices and software solutions.
• Our training programs are customized to meet the specific needs of City staff, providing handson guidance on device operation, software features, and best practices. • Training sessions are conducted onsite, with flexible scheduling options to accommodate varying user schedules and preferences.

4. Billing:
• Our billing process is transparent and straightforward, with clear communication of pricing structures, billing cycles, and invoicing procedures.
• We work closely with City stakeholders to establish billing agreements and ensure compliance with contractual terms and conditions.

5. Reporting:
• We provide detailed reporting and analytics to track performance, monitor usage trends, and measure cost savings.
• Our reporting tools offer insights into print volumes, device utilization, service levels, and costper-page metrics, empowering the City to make informed decisions and optimize print operations further.

Tools and Technologies:

In our Change Management approach, we leverage cutting-edge software solutions and management tools to automate processes, monitor devices, and optimize performance. Key among these tools are:

1. FMAudit:
• FMAudit is a leading print management software solution that provides comprehensive insights into printing environments.
• With FMAudit, we can remotely monitor device status, track usage metrics, and generate detailed reports on print volumes, device health, and service needs. • This enables proactive maintenance, automated supply replenishment, and accurate billing based on actual usage, ensuring efficient and cost-effective print management.

2. Sharp MICAS (Managed Image Control and Access System):
• Sharp MICAS is an advanced management platform designed to streamline device management and optimize print workflows.
• With MICAS, we can centrally manage Sharp MFDs, configure settings, and deploy updates across the network.
• MICAS also offers robust security features, including user authentication and access controls, to safeguard sensitive information and prevent unauthorized access.

3. Canon imageWARE Remote:
• Canon imageWARE Remote is a powerful remote management tool that provides real-time monitoring and control of Canon devices.
• With imageWARE Remote, we can proactively monitor device status, diagnose issues, and remotely troubleshoot technical problems.
• This enables rapid response to service needs, minimizing downtime and ensuring uninterrupted productivity for City staff.

Continuous Improvement:
• Change Management is an ongoing process, and we are committed to continuous improvement and refinement of our strategies.
• We regularly review performance metrics, gather feedback from City stakeholders, and implement enhancements to drive greater efficiency and effectiveness.

By implementing this comprehensive Change Management approach, we ensure that the transition to Managed Print Services is seamless, efficient, and ultimately delivers tangible benefits to the City of Buena Park. Our focus on assessment, optimization, training, billing, reporting, and continuous improvement ensures that the City realizes the full potential of its print environment while minimizing disruption and maximizing user satisfaction.

5. Implementation Process:

At C3 Tech, our implementation process is designed to ensure a seamless transition to Managed Print Services (MPS) while minimizing disruption to City operations. Our approach encompasses a structured methodology, clear timelines, and proactive communication to facilitate a successful implementation.

Below, we outline our standard implementation process:

1. Discovery and Planning:
• We begin by conducting a comprehensive discovery phase to assess the City's printing environment, including device inventory, workflows, and user requirements. • Based on the assessment findings, we collaborate with City stakeholders to develop a tailored implementation plan that outlines project goals, milestones, and timelines.

2. Solution Design and Configuration:
• Our team of experts works closely with City representatives to design a customized MPS solution that meets the City's specific needs and objectives. • This involves selecting the appropriate hardware and software components, configuring devices, and optimizing print workflows to enhance efficiency and productivity.

3. Deployment and Installation:
• Once the solution design is finalized, we proceed with the deployment and installation phase. • Our certified technicians coordinate with City IT personnel to deliver and install MFDs, configure network settings, and integrate devices with existing infrastructure. • We ensure that all devices are fully operational and aligned with City requirements before proceeding to the next phase.

4. Training and User Adoption:
• Training is a critical component of our implementation process to facilitate user adoption and maximize the benefits of the MPS solution.
• We conduct comprehensive training sessions for City staff, covering device operation, software features, and best practices for efficient printing and document management. • Training materials and resources are provided to support ongoing learning and skill development among City users.

5. Testing and Quality Assurance:
• Prior to full deployment, we conduct thorough testing and quality assurance checks to verify the functionality and performance of the MPS solution.
• We ensure that all devices meet operational standards, software integrations function as intended, and workflows are optimized for efficiency.

6. Go-Live and Transition:
• Upon successful completion of testing and training, we proceed with the official go-live phase, transitioning City operations to the new MPS solution.
• Our team provides ongoing support and assistance during the transition period, addressing any issues or concerns that may arise and ensuring a smooth transition for City staff.

7. Post-Implementation Support:
• Following implementation, we continue to provide ongoing support and maintenance to optimize the performance and reliability of the MPS solution. • Our dedicated support team is available to address technical issues, provide troubleshooting assistance, and respond to service requests promptly.

Timing and Reporting:
• The timing of the implementation process may vary depending on the size and complexity of the project.
• We provide regular progress updates and milestone reports to keep City stakeholders informed throughout the implementation process.
• Our project management team maintains open communication channels and proactively addresses any challenges or delays to ensure timely completion of the project.

By following this structured implementation process, we ensure that the City of Buena Park achieves a successful transition to Managed Print Services, realizing the full benefits of enhanced efficiency, cost savings, and improved document management practices.

6. Quarterly / Annual Account Review Process:

At C3 Tech, our commitment to effective communication and accountability drives our approach to Quarterly Departmental and Citywide Annual reviews as outlined in the Exhibit A – Statement of Work.

We understand that these reviews are critical for assessing the performance of the Managed Print Services (MPS) engagement and identifying opportunities for optimization and improvement. Below, we provide a more detailed overview of our review process and reporting methodologies:

1. Quarterly Business Reviews (QBRs):
• Our Quarterly Business Reviews are conducted in-person with representatives from each City department, ensuring direct engagement and collaboration. • These reviews serve as interactive sessions to discuss key performance metrics, including printing volumes, device utilization, and service levels. • We use these opportunities to gather feedback from City stakeholders, address any concerns or challenges, and provide proactive recommendations for improvement. • By fostering open dialogue and partnership, we aim to continuously align our services with the evolving needs and priorities of the City of Buena Park.

2. Annual Citywide Account Review:
• Our Annual Citywide Account Review is a comprehensive assessment conducted with IT Management to evaluate the overall performance and impact of the MPS engagement. • This review involves a thorough examination of cost savings, project milestones, and future projections to ensure alignment with Citywide objectives and budgetary constraints. • We present detailed reports and analyses to IT Management, highlighting achievements, areas for improvement, and recommendations for optimization.
• Through collaborative discussion and strategic planning, we aim to enhance the effectiveness and efficiency of the MPS program to deliver maximum value to the City.

Types of Reporting:
• Our reporting encompasses a wide range of categories and types of reports to provide comprehensive insights into MPS activities and performance metrics:
• A. Department printing volumes: Detailed breakdown by color and black & white per device to identify usage patterns and trends.
• B. Device inventory: Number and types of devices in the fleet summarized by department and citywide to track equipment deployment and utilization. • C. Equipment optimization: Proactive identification of over- and under-utilized devices, along with recommendations for optimization and equipment swaps. • D. Service performance: Break/Fix volume of calls, response times, and resolution rates to assess the effectiveness of our service delivery and support. • E. Change Management Plan status: Updates on IMACD activities and progress towards implementing changes as per the agreed plan.
• F. Knowledge Management: Information and support provided to enhance end-user productivity and internal support capabilities.
• G. Device reliability: Identification of devices experiencing multiple repairs or recurring issues, accompanied by action plans for resolution and improvement. • H. Continuous improvement initiatives: Updates on ongoing initiatives aimed at enhancing print management and efficiency across the City environment. • I. Billing and financial reports: Detailed breakdown of costs, usage, and any discrepancies to ensure transparency and accuracy in billing processes. • J. SLA Achievement Reports: Performance metrics against agreed-upon Service Level Agreements (SLAs) to measure compliance and service quality. • K. Project status updates: Updates on the status of any additional projects or initiatives related to print management or optimization.

Tracking and Validation:
• Cost savings projections and performance metrics are meticulously tracked and validated through robust monitoring and analysis processes.
• We utilize advanced reporting tools, such as FMAudit and Sharp MICAS, to track key performance indicators and measure progress against established goals. • Our team collaborates closely with City stakeholders to validate cost savings projections, ensuring alignment with budgetary targets and overall objectives. • Regular review meetings and discussions are conducted to review progress, address any deviations, and adjust strategies as needed to ensure the continued success of the MPS engagement.

By providing detailed Quarterly and Annual reviews, along with comprehensive electronic reporting, we demonstrate our commitment to transparency, accountability, and continuous improvement in our partnership with the City of Buena Park.

7. Asset Tracking Software and Online Portal:

At C3 Tech, we understand the importance of robust asset tracking and reporting capabilities to effectively manage your fleet of copier equipment. Our solution offers a comprehensive set of software capabilities designed to meet the specific requirements outlined in the RFP and ensure seamless operation. We leverage industry-leading software applications, including FMAudit, to provide advanced fleet management functionality. Below, we detail the key features and capabilities of our asset tracking software and online portal:

1. Remote Configuration and Management:
• Our solution enables remote configuration and management of copier equipment, allowing IT administrators to control and customize device settings from a centralized location. This ensures consistent performance across the fleet and facilitates efficient troubleshooting.

2. Automatic Network Output Device Identification:
• FMAudit utilizes SNMP to automatically identify and manage networked copier and printer devices, regardless of make or model. This vendor-independent approach ensures seamless integration and management of all devices within the fleet.

3. Reporting Capabilities:
• Our software solution provides robust reporting capabilities, including automated meter reads, reported error alerts, and comprehensive asset lists. These reports offer valuable insights into device usage, performance, and maintenance requirements.

4. Troubleshooting Capability:
• The software facilitates efficient troubleshooting by providing real-time device status and error alerts. This proactive approach minimizes downtime and ensures optimal equipment performance.

5. SNMP Group Set-Up and Management:
• SNMP group set-up and management are integral components of our fleet management solution. SNMP enables accurate tracking of print/copy jobs and departmental code data, enhancing accountability and control.

Online Portal:
• In addition to our asset tracking software, we offer a convenient and user-friendly online portal, known as "My C3," to streamline meter reads submission and access to various services and features.
• Through My C3, clients have secure access to view and submit meter reads, track the status of service calls, and order supplies online. IT teams and power users have their own dedicated login for increased transparency and real-time updates on service requests and orders. • The portal also provides access to detailed monthly reports, invoices, and package tracking information, enhancing visibility and accountability for all stakeholders.

Security Protocols:

1. Encryption:
• All data transmission between the client devices, our servers, and the online portal is encrypted using industry-standard encryption protocols such as SSL/TLS (Secure Sockets Layer/Transport Layer Security). This encryption ensures that data transmitted over the network is protected from interception by unauthorized parties.

2. Access Control:
• Access to the online portal is restricted through secure login credentials, including usernames and passwords. User authentication is implemented using strong password policies, such as requiring a combination of alphanumeric characters, special characters, and minimum length requirements.
• Role-based access control (RBAC) is employed to enforce granular access permissions, ensuring that users only have access to the features and functionalities relevant to their roles and responsibilities within the organization.

3. Data Encryption at Rest:
• Data stored within our servers and databases is encrypted at rest using encryption algorithms. This ensures that even if unauthorized individuals gain access to the underlying storage infrastructure, the data remains unintelligible without the appropriate decryption keys.

4. Regular Security Audits and Updates:
• Our systems undergo regular security audits conducted by internal and external security professionals to identify and address potential vulnerabilities and security weaknesses. • Software components, including operating systems, databases, and third-party libraries, are regularly updated with the latest security patches and fixes to mitigate known security vulnerabilities and protect against emerging threats.

5. Intrusion Detection and Prevention:
• Intrusion detection and prevention systems (IDPS) are deployed within our network infrastructure to monitor for and prevent unauthorized access attempts, suspicious activities, and potential security breaches.
• Real-time alerts are generated for security incidents, enabling prompt investigation and response by our dedicated security team.

6. Data Loss Prevention:
• Data loss prevention (DLP) mechanisms are implemented to prevent unauthorized disclosure or leakage of sensitive information. This includes monitoring and blocking unauthorized data transfers, enforcing data encryption policies, and implementing data classification and tagging mechanisms.

7. Physical Security Measures:
• Physical security measures are implemented to protect the underlying infrastructure hosting our systems and data. This includes access controls, surveillance systems, and environmental controls to safeguard against physical threats such as theft, vandalism, and natural disasters.

8. Compliance and Certification:
• Our systems and processes adhere to industry best practices and compliance standards, including but not limited to ISO 27001, SOC 2, and GDPR. Regular audits and assessments are conducted to ensure compliance with regulatory requirements and industry standards.

By leveraging our asset tracking software and online portal, the City of Buena Park will benefit from enhanced efficiency, transparency, and accountability in managing its copier equipment fleet. We are committed to providing secure and reliable solutions that meet the City's needs and support its mission-critical operations.

8. Optional Manufacturer Rebate:

In our commitment to transparency and providing the best value to our clients, we have diligently factored in all available manufacturer rebates and incentives into the overall pricing structure of the devices proposed in our Managed Print Services solution. Rather than presenting rebates as separate or additional entities, we have incorporated them seamlessly into the pricing model, ensuring that the City of Buena Park benefits from the most competitive rates without the need for additional negotiations or considerations.

By including rebates in the upfront cost of the proposed devices, we streamline the procurement process and eliminate any ambiguity regarding the final pricing. This approach not only simplifies the financial aspects of the agreement but also provides clarity and transparency, aligning with our commitment to delivering straightforward and comprehensive solutions.

Furthermore, as rebates are already factored into the proposed pricing, there are no separate requirements or conditions for the City to fulfill in order to receive the rebate dollars. Our proposal guarantees the inclusion of all available rebates, with no additional stipulations or per-unit requirements for eligibility.

In essence, while we appreciate the potential benefits of manufacturer rebates, we believe that our approach of integrating them into the overall pricing structure offers a more transparent and efficient solution for the City of Buena Park. Should you have any further inquiries or require additional clarification on this matter, please do not hesitate to reach out to us.

Company Information:

C3 Tech
1536 E Warner Ave
Santa Ana, CA 92705
Phone: 714-689-1700
Fax: 844-514-0219
Type of Organizational Entity: LLC
Main Office:

C3 Tech
1536 E Warner Ave
Santa Ana, CA 92705
Phone: 714-689-1700
Supplemental Information:

C3 Tech boasts a rich history dating back to 1994, firmly rooted in the vibrant Southern California region. Over the years, we have diligently expanded our service portfolio, which now includes IT help desk services, copier, and printer support. Since 2011, our commitment to serving the local community has only strengthened as we've kept our service resources local, within Southern California. This deliberate approach allows us to maintain close relationships and ensure that the individuals responding to your service requests are familiar faces, dedicated to providing exceptional service.

Moreover, our unwavering commitment to regulatory compliance and adherence to all applicable rules, laws, and regulations is ingrained in every aspect of our business operations. At C3 Tech, compliance isn't just a checkbox; it's a fundamental pillar that guides our actions and decisions. We recognize the importance of staying abreast of evolving regulatory landscapes and strive to uphold the highest standards of ethical conduct and legal compliance in everything we do.

Mission and Core Values:

C3 Tech stands as a beacon of reliability and innovation, dedicated to being a trusted partner in advancing and protecting local businesses through state-of-the-art technology and exceptional customer service. Our mission is underpinned by a set of core values that serve as the compass guiding our journey:
• Teamwork: We believe in the power of collaboration and synergy to achieve shared goals. • Resilience: We persevere in the face of challenges, demonstrating unwavering determination and adaptability.
• Ownership Mentality: We take ownership of our actions and responsibilities, striving for excellence in all endeavors.
• Commitment to Greatness: We continually push the boundaries of what's possible, striving for excellence in all aspects of our operations.
• Passion: We are fueled by our passion for technology and our unwavering dedication to exceeding customer expectations.
• Unwavering Character: We conduct ourselves with integrity, honesty, and transparency in all interactions.
• Obsession with Delivering Outstanding Customer Experience: We are committed to delivering unparalleled customer experiences that leave a lasting impression. • Speed of Business: We embrace agility and efficiency, responding swiftly to meet the evolving needs of our customers.

Litigation, Mediation, or Arbitration:

It's important to note that C3 Tech has not been involved in any litigation, mediation, or arbitration regarding the performance of services similar to those outlined in the RFP within the past five (5) years.

Additionally, there have been no claims or disciplinary actions taken against C3 Tech or any of our key personnel within the specified timeframe.

Company Personnel
Tricia Sanchez – CEO
(949) 316-0000
[email protected]
The district will be engaged by one of C3’s Principals – Tricia Sanchez. Tricia has 35 years of experience handling accounts the size and scope of the district. She received her bachelor’s degree in Communications from the University of Southern California. She maintained a successful sales career with Xerox for over 12 years, before her and her husband, Tony Sanchez broke apart to open their own business.

Tricia’s experience as a business owner gives her the special talent of truly understanding an organization’s business’ needs and requirements. Understanding that budgets and personnel are important in all decisions. She wanted to create a company that gave good old fashion “local” customer service while providing cutting edge technology. C3 Tech is the result of her vision.

Davis Tran- VP of Operations
(949) 316-0001
[email protected]
Davis has been with C3 for over 10 years and has grown from our Lead Trainer to our Technical Specialist to our Implementation Manager to our Operations Manager, and to our VP of Operations. Davis helps provide solutions as well as develop and test new technology to create ease of use for our customers, as well as increase efficiencies for the business. He will assist in this transition to coordinate our order processing team, delivery team, and IT staff, are all working together to make a successful onboarding for the company. Davis graduate from University of San Diego and continues to grow his education in his spare time.

Alex Chairez – Account Manager / Implementation Specialist (714) 519-2504
[email protected]
Alex will assume the critical role of the implementation specialist for this project, guaranteeing a seamless transition and onboarding process for the District, under the guidance of Scott. With a proven track record of over 6 years in Project Management, Alex has adeptly coordinated and led numerous projects to successful completion. As a vital member of the implementation team, Alex is wholeheartedly dedicated to achieving client success and ensuring utmost customer satisfaction. He will be actively involved in scheduling quarterly account reviews, providing timely update training, and prioritizing any other needs that arise during the process. Alex's commitment to excellence makes him an invaluable asset, focused on delivering the utmost value and exceptional results for the City.

Garrett Rincon – Account Manager / Implementation Specialist (714) 519-2510
[email protected]
Garrett brings a diverse background in sales, finance, and customer relations to copier services With experience in financial analysis and partner relationship management, Garrett excels in ensuring seamless communication and accurate transactions. His role as a Partner Relationship Manager highlights his exceptional interpersonal skills and ability to foster strong client connections. Alongside Alex Chairez, Garrett will play a crucial role in the implementation and account management process, demonstrating a steadfast commitment to client satisfaction and successful service delivery for the City’s copier services.

Dennis McCabe – Service Manager
(714) 454-0169
[email protected]
Dennis is the go-to respected team leader, who provides direction to meet C3’s Service Level Agreements and objectives. Dennis has been a part of the C3 team for over 6 years and continues to mentor and lead all of the service team, focusing on on-going training, accountability, and daily metrics to continue C3’s reputation of excellent customer service. He can always be found with a smile on his face.

Dennis tops our metrics month after month in number of completed calls, 1st time response calls, and customer satisfaction led by his hard-work ethic.

Liz Correa – Administration Manager
(657) 383-4576
[email protected]
Liz has been with our company since 2001. Liz will oversee many of the needs in the office to provide the City with excellent support. Her knowledge and versatility allow her to provide solutions to meet our customers’ needs. Liz has extensive knowledge of our operations; she can act as backup to virtually any role. Liz oversees the customer service and billing team.

Sandra Magazzu – Billing Specialist
(657) 383-4565
[email protected]
Her focus for the City will be to support the team with accurate billing and provide direction for her staff. Sandra has over 25 years of accounting and billing experience. She previously held a management role at Toshiba, heading a team of over 15 people. Her many years of industry experience has made her an incredible asset to our Operations Team. Sandra has been a part of C3 for over 5 years.

Jenny Le – Operations Analyst
(949) 316-0031
[email protected]
Jenny has many years in the industry working for many vendors large and small.

Specializing in contract management and implementation. She will ensure all equipment is scheduled, ordered, and implemented according to the schedule.

Jenny specializes in working with Wells Fargo and De Lage Landen leasing companies and always has a smile on her face!
Dedicated Onboarding and Training Team
(714) 689-1700
[email protected]
Their role is to ensure the City has a seamless transition into the C3 Family.

Having a fully local support team through Dustin, Charlie, and Samantha allows for our training team to be ready for all the company’s needs. Think of them as your personal C3 concierge. This team has a wealth of knowledge and can help from the simplest to most complex request and their job is to ensure the City has 100% satisfaction. They also will help with online resources such as the customized portal for your fleet.

Experience and References
✓ City of Santa Ana
✓ City of Orange
✓ City of Seal Beach
✓ City of Stanton
✓ City of Rancho Santa Margarita
✓ City of Compton
✓ City of La Mirada
✓ OC 405
✓ County of Orange
✓ Santa Margarita Water District
✓ Huntington Beach Union High School District
✓ Newport Mesa Unified School District
✓ The Los Angeles Film School
✓ OCTA - 405 Express Lanes

C3 Tech References
Reference 1
Agency Name: City of Santa Ana
Contact Individual: Jack Ciulla – Chief Information Officer (CIO)
Address: 20 Civic Center M-10, Santa Ana, CA 92701
Phone Number: (714) 647-5381
Email Address: [email protected]
Contract Amount: Available upon request
Description of Project:

For over a remarkable decade, C3 Tech has stood as an unwavering pillar of support for the City of Santa Ana's technological aspirations. Our enduring partnership, marked by two successive renewals, has transformed the city's technological landscape.

C3 Tech's contribution extends far beyond negotiated pricing; it encompasses a steadfast dedication to service excellence and an unparalleled commitment to adaptability. We have consistently elevated the standards for service delivery across all of the city's machines, ensuring seamless operations and optimal performance.

What sets C3 Tech apart is our relentless pursuit of efficiency and cost-effectiveness. Year after year, we have diligently chipped away at the city's overprinting costs through innovative strategies. Our visionary approach includes the strategic consolidation of high-volume printing to our cost-effective multifunction copiers and the prudent reduction of desktop printers, thereby streamlining workflows and maximizing savings.

Moreover, our commitment to service knows no bounds. C3 Tech has extended its expert support to aging devices, going beyond their expected lifespan to align with the city's budgetary needs and fiscal approvals.

Our enduring partnership with the City of Santa Ana exemplifies our unshakable commitment to revolutionizing technological ecosystems. As we embark on the next chapter of innovation, we eagerly anticipate continuing to drive efficiency, excellence, and substantial cost savings for the city.

Reference 2
Agency Name: City of Orange
Contact Individual: Wanda Alvarez - Purchasing
Address: 300 E Chapman Ave Orange CA 92866
Phone Number: (714) 744-2235
Email Address: [email protected]
Contract Amount: Available upon request
Description of Project:

C3 Tech commenced its partnership with the City of Orange by undertaking the managed print service segment, resulting in substantial cost savings for the city. On average, C3 Tech achieved a remarkable 63% reduction in printer cost per page and an overall cost savings of 51.34% for the entire printer fleet.

During the subsequent phase of collaboration, C3 Tech successfully secured the City of Orange's trust through a competitive Request for Proposals (RFI) process. This phase involved the comprehensive replacement and centralization of all existing units throughout the city. C3 Tech's efforts not only streamlined the city's operations under a single vendor and consolidated invoicing but also involved an intricate assessment of each department's workflow.

As a result, C3 Tech is now the exclusive provider of printing technology for the entire City of Orange.

Our commitment to efficiency is reflected in an impressive average resolution time of just 1.21 hours, ensuring that the city's printing needs are met promptly and effectively. We are proud of our ongoing partnership with the City of Orange and remain dedicated to delivering exceptional service and savings.

Reference 3
Agency Name: The County of Orange
Contact Individual: Kevin Work Procurement Programs
Manager
Address: 400 West Civic Center Drive, 5th Floor, Santa
Ana CA 92701
Phone Number: (714) 567-7312
Email Address: [email protected]
Contract Amount: Available upon request
Description of Project:

In a historic moment of technological transformation, The County of Orange boldly chose to entrust C3 Tech with its future in 2023. This visionary partnership marked a pivotal shift as the county opted for a single vendor to power its extensive fleet of 1000+ copiers.

C3 Tech embraced the challenge with unwavering dedication, embarking on a journey that involved meticulous site visits to every corner of the county. These visits served as the foundation for invaluable recommendations to various county agencies and paved the way for a project of extraordinary proportions.

The precision and excellence exhibited by C3 Tech during implementation followed a project management format that set the bar for efficiency and effectiveness. The result was a seamless transition to a consolidated, centralized system under the guidance of a single vendor, a transformational milestone for the county.

Yet, C3 Tech's impact extended far beyond this monumental consolidation. By assessing and optimizing individual departmental workflows, they breathed new life into efficiency across the county's operations. This visionary approach was not just forward-thinking; it was revolutionary.

In the wake of this groundbreaking transformation, C3 Tech now proudly serves as the exclusive provider of printing technology for the entire County of Orange. The remarkable average resolution time of a mere 1.21 hours stands as a testament to their unwavering commitment to rapid service delivery.

The County of Orange acknowledges C3 Tech as a catalyst for change, an agent of efficiency, and a partner in pioneering excellence. As we continue this transformative journey, we eagerly anticipate the continued brilliance and innovation that C3 Tech will undoubtedly bring to our operations.

Reference 4
Agency Name: Newport Mesa Unified School District
Contact Individual: Jonathan Geiszler (Purchasing) and
Chris Endicott (IT)
Address: 2985 Bear St., Building A
Phone Number: (714) 424-5063 (Jon) | (714) 424-7513
(Chris)
Email Address: [email protected] |
[email protected]
Contract Amount: Available upon request
Description of Project:

In the year 2023, the Newport Mesa Unified School District embarked on a transformative journey by awarding a monumental contract to none other than the industry titan, C3 Tech. This project, with its audacious scope, aimed to accomplish the deployment of 1300 printers, with an additional 2000 slated for implementation by year-end.

C3 Tech, with their visionary prowess, orchestrated a project of unprecedented scale. Their dynamic team engaged in exhaustive site assessments across the district's myriad of educational institutions. Each visit was not merely an inspection; it was a meticulous evaluation that laid the foundation for a strategic refresh plan.

In a feat of logistical mastery, C3 Tech executed the seamless transition from outdated equipment to cutting-edge C3 Tech solutions. Their diligent work extended beyond individual school sites as they devised templates that are nothing short of revolutionary. These templates, imbued with their innovative spirit, are now the blueprint for future deployments, ensuring that efficiency and consistency are the hallmarks of every installation.

C3 Tech's dedication to excellence has not only set new standards but raised the bar to unprecedented heights. The Newport Mesa Unified School District proudly acknowledges the profound impact of this partnership, where innovation meets dedication, and efficiency knows no bounds. As we continue to elevate the technological landscape in our district, we anticipate nothing less than the extraordinary brilliance that C3 Tech will undoubtedly bring to the table.

Reference 5
Agency Name: City of Seal Beach
Contact Individual: Patrick Gallegos – Assistant City
Manager
Address: 211 8th St, Seal Beach CA 90740
Phone Number: (562) 431-2527
Email Address: [email protected]
Contract Amount: Available upon request
Description of Project:

Since the year 2012, the City of Seal Beach has placed its trust in C3 Tech as its dedicated technology consultant. Over the past decade, this partnership has been marked by a commitment to fiscal responsibility and effective service delivery across the entire city.

C3 Tech has been instrumental in helping the City of Seal Beach manage its budget through collaborative agreements. Their comprehensive services encompass the provisioning of all necessary supplies and support for both printers and copiers, ensuring seamless operations citywide. Moreover, C3 Tech has provided strategic planning guidance to the city, contributing to its long-term technology roadmap.

The City of Seal Beach's confidence in C3 Tech's expertise is underscored by not one but two contract renewals for their printing and copier fleet. Demonstrating their dedication to prompt service, C3 Tech boasts an impressive average resolution time of just 1.55 hours for service calls.

The City of Seal Beach looks forward to continuing this successful partnership with C3 Tech in enhancing its technological infrastructure and service efficiency.

Letters of Recommendation:

Evidence of Insurance
Sample Lease Agreement

Sample Maintenance Agreement

Sharp Platinum Level Press Release:

C3 Tech
(714) 689-1700
[email protected]

FOR IMMEDIATE RELEASE
C3 TECH OF SANTA ANA HONORED BY SHARP AS A TRIPLE-A PLATINUM LEVEL SERVICE DEALER
SANTA ANA CA, 2022 – C3 TECH has been recognized by Sharp Imaging and Information Company of America as a 2021 – 2022 Platinum Level Service Dealer. Sharp awards Platinum Level Service status to outstanding dealers that have exceeded performance benchmarks and implemented industry best practices during the past year. C3 TECH is among 1 of 19 Triple-A Platinum level dealers in the nation, recognized by Sharp from the hundreds of dealers that sell Sharp’s advanced business products and solutions in the U.S.
“The Platinum Level Service award recognizes Sharp dealers such as C3 TECH that demonstrate exceptional customer support and the highest level of achievement in critical areas of service delivery,” said Greg Gumpright, Director, Services, Sharp Imaging and Information Company of America. “The award is a symbol of meeting Sharp’s highest standards which recognizes C3 TECH for meeting and exceeding performance benchmarks and implementing industry best practices.”

C3 Commitment to City of Buena Park

Thank you for allowing C3 Tech the opportunity to propose our trustworthy solutions for the copier needs of the City of Buena Park. We are pleased to respond to this need and proud to offer a proposal that combines our comprehensive services with a team that prides itself on offering a superior level of customer service.

C3 Tech has a wide range of experience, cultivated over 25 years of working directly with government entities like City of Buena Park, and a proven history of delivering comprehensive solutions to our clients. To that principle, it is our objective to provide the City of Buena Park with the most technologically advanced hardware and software solution, as well as the most trustworthy service and support available.

Our clients can attest to the impact C3 Tech has had on their organization. “The City of Santa Ana has been able to rely on the expertise and assistance of C3 to reduce our printing expenses by transitioning from high-cost, per-page printers to lower-cost, per-page copiers. In addition, C3 has allowed us to extend the life of our fleet of copiers by providing ongoing support and maintenance, redeploying underused devices to higher-need locations, and developing a phased replacement schedule. – Jack Ciulla – Chief Information Officer for the City of Santa Ana” Thank you for considering C3 Tech in your evaluations. We look forward to the opportunity to meet and exceed your expectations and to delivering increased value and efficiency to the City of Buena Park.

Sincerely,
C3 Tech
C3 Tech Scope of Services:

This is what we do!
IT Managed Services:
• Cloud Solutions: Seamlessly migrate critical infrastructure and applications to the cloud, enhancing scalability, accessibility, and operational agility.
• Service Desk: Offer dedicated, rapid-response IT support to troubleshoot issues, address queries, and ensure seamless operations for City employees.
• Microsoft Office 365: Deploy and manage the suite to optimize collaboration, productivity, and data security.
• System Monitoring: Implement continuous monitoring to proactively detect and address potential issues, ensuring optimal system health.
• Data Backup and Recovery: Establish robust data protection measures, including regular backups and efficient recovery solutions to safeguard against data loss. • Business Continuity: Develop comprehensive plans to ensure seamless operations during disruptions, safeguarding data and maintaining service availability. • Cybersecurity Training: Educate City employees on best practices to recognize and mitigate cyber threats, bolstering the overall security posture.
• File Management: Implement efficient data storage, retrieval, and sharing mechanisms, streamlining workflow processes.
• Dark Web Services: Monitor the dark web for potential security breaches, proactively identifying compromised credentials and sensitive data leaks.

IT Consulting Services:
• IT Planning – Project Work: Collaborate on strategic IT planning, technology roadmaps, and project implementation to align IT with the City's vision.
• VoIP Phone Systems: Implement Voice over Internet Protocol (VoIP) solutions, modernizing phone communications, enhancing efficiency, and reducing costs. • Network Infrastructure: Optimize network design, ensuring high-speed connectivity, reliability, and efficient data transmission.
• Unified Cloud Communications: Integrate various communication channels into a unified platform, enhancing collaboration and accessibility.
• Systems Infrastructure: Design and implement resilient and scalable systems infrastructure to support current and future needs.
• Integration with Existing Equipment: Seamlessly integrate new solutions with the City's existing IT infrastructure to ensure compatibility and functionality. • Network Cabling: Deploy structured cabling solutions for efficient data and communication connectivity, ensuring optimal performance.
• Carrier Services & Circuits: Facilitate reliable and high-speed data transmission through carrier services and dedicated circuits.
• Security Solutions: Implement advanced security measures, including firewalls, intrusion detection, and access controls, to safeguard sensitive data.
• File Management: Optimize file storage, organization, and sharing mechanisms to enhance collaboration and streamline workflows.
• End-Point Protection: Deploy advanced security solutions on end-user devices to mitigate cybersecurity risks.
• Voice, Data, and Wireless Network Support: Provide comprehensive support for all networking components, ensuring uninterrupted connectivity.

Office Technology:
• Office Copiers and Multifunction Devices: Deploy and manage high-performance copiers and multifunction devices to streamline document management. • Scanners: Implement efficient scanning solutions to digitize documents and enhance information accessibility.
• Wide Format Plotters/Scanners: Offer specialized plotters and scanners for large-scale architectural and engineering documents.
• Service, Supplies, and Workflow Software Solutions: Provide a comprehensive package encompassing hardware maintenance, supplies, and software solutions to optimize equipment functionality.
• Digital Signage and Collaborative Interactive Display Systems: Enhance communication and collaboration through digital signage and interactive displays. • Laptop/Chromebook Setup: Configure and manage laptops and Chromebooks for seamless remote work and mobility.
• Smart IP Security Cameras: Implement advanced IP security cameras for enhanced surveillance and security monitoring.
• Temperature Screening Kiosks: Deploy temperature screening kiosks for proactive health monitoring, ensuring a safe work environment.

C3 Tech's expansive array of additional services stands as a testament to our commitment to providing holistic and forward-looking IT solutions. By combining cutting-edge technology, strategic planning, and personalized support, we empower the City to transcend its IT challenges and embrace a future of innovation and efficiency.

Why Choose C3 Tech?

What makes C3 Tech different?
Important Services Typical Vendors C3 Tech
Equipment Maintenance X X
Proactive Preventative Maintenance X
All Toner Included X X
Maintenance Kits Included X X
Quarterly Business Reviews(QBRs) X
Customized Invoicing with 98% accuracy X
Dedicated Account Manager X
Response Times Guarantee and Job Ticket Tracking X
First Call Effectiveness Guarantee and Tracking X
AAA Platinum Certified Technicians X
Manufacturer Agnostic X
Custom Client Portal Dashboard - Role Based Security X
Detailed Customized Reporting X
Automatic Toner Shipments X
Complete Asset Management Quarterly X
Complete IT Company for ALL your Technology Needs X
Full Suite of Software Products to Improve Efficiencies X Unlimited End User Training X
We are committed to providing you with innovative technologies and a streamlined experience that can help you achieve your business goals. Our team has a combined experience of more than 100 years in the IT, imaging, and management industry. We guarantee that you can confidently put your IT and office needs in our hands.
• Women-Led, Minority-Owned, DBE-Certified
• Vendor-Neutral
• 100% In-House Team, No Outsourcing
• Real Human Customer Support, No Voicemails
• Platinum Level Service Provider (1 of 2 in California) • Speed of Business
• Platinum Partners with Datto
• Net Promoter Score Above 90%
• Best In Class Guaranteed Response
• Total Satisfaction Guarantee for the Duration of the Product/Service. 5 Years Guaranteed Customer Service Commitment to City of Buena Park
At C3 Tech we are committed to delivering exceptional customer service to the City of Buena Park. Our dedication to meeting the City’s requirements and exceeding its expectations is at the core of our service philosophy.

Understanding of the City's Requirements: Following a comprehensive review of the RFI documentation, including your 18 distinct locations, we have gained a thorough understanding of the City's requirements and expectations. This includes a clear grasp of your need to replace the aging fleet of copy machines, optimize the number of in-support print devices, and implement managed print services across your various locations.

Acknowledging the Questions in Your RFI: We appreciate the thought and consideration put into your RFI. We acknowledge the questions raised and are eager to address them comprehensively in our proposal. Your thoroughness in seeking the right partner for your Copier Lease and Managed Print Services initiative aligns with our commitment to transparency and responsiveness.

Service Approach: At C3 Tech, we are committed to delivering exceptional customer service to the City of Buena Park. Our dedication to meeting your requirements and exceeding your expectations is at the core of our service philosophy.

1. Dedicated Account Management: The City of Buena Park will have a dedicated account manager who will serve as the primary point of contact. This individual will be responsible for understanding the City's specific needs and ensuring that those needs are met promptly and efficiently.

2. Responsive Technical Support: We will provide responsive technical support to address any issues or concerns that may arise. Our team of certified technicians will be available to assist the City of Buena Park staff with troubleshooting, maintenance, and repairs.

3. Regular Maintenance and Preventive Checks: To minimize downtime and maximize equipment performance, we will conduct regular maintenance and preventive checks on all copier equipment within the City. This proactive approach will ensure that the equipment remains in optimal working condition.

Performance Commitment: Our commitment to the City of Buena Park's success goes beyond providing equipment. We commit to the following performance standards:

1. Service Level Agreements (SLAs): We will establish clear SLAs that outline response times and resolution times for service requests. These SLAs will be tailored to meet the specific needs of the City of Buena Park.

2. Quality Assurance: We will implement a rigorous quality assurance program to monitor and evaluate the quality of service delivered. This program includes regular customer feedback surveys to ensure that the City of Buena Park is satisfied with our services.

3. Training and Professional Development: Our team will undergo continuous training and professional development to stay up-to-date with the latest copier technology and best practices. This ensures that the City of Buena Park receives expert support.

Additional Resources: In addition to our core service approach, we offer the following resources that we believe are pertinent to the City of Buena Park's success:

1. Online Portal: The City of Buena Park will have access to a user-friendly online portal where they can submit service requests, monitor the status of requests, and access valuable resources and documentation.

2. Spare Parts Inventory: We maintain a well-stocked spare parts inventory to expedite repairs and minimize equipment downtime.

3. Proactive Account Reviews: Periodic account reviews will be conducted to assess equipment usage, identify opportunities for optimization, and ensure alignment with the City of Buena Park's evolving needs.

Services from RFI: As requested in your RFI, our proposal includes the following services:
• Unboxing, Configuration, Installation: We will handle the unboxing, configuration of devices to the City's specifications, and installation.
• Haul-off of Old Equipment and Garbage Removal: When applicable, we will facilitate the removal of old equipment and ensure proper disposal of any associated waste. • Managed Print Services: We will provide managed print services for all devices, including monitoring, just-in-time consumable delivery (toner, drums, fusers, rollers, and other consumables), repair services, and preventative maintenance. • Service Descriptions and SLAs: Our proposal includes a comprehensive description of services provided for both copiers and managed print devices, along with proposed Service Level Agreements, turnaround times for diagnosis and repair, and more.

Cooperative Agreement Contracts Utilized by C3 Tech
Contract #1: NASPO (Sharp and Canon)
SHARP - NASPO ValuePoint Master Agreement #140603
• Copier, Printers and Related Devices Contract #7-19-70-46-07 • Contract Valid 1/1/2020 – 7/31/24
CANON - NASPO ValuePoint Master Agreement #140595
• Copier, Printers and Related Devices Contract #7-19-70-46-01 • Contract Valid 1/1/2020 – 7/31/24
Contract #2: Sourcewell (Sharp)
SHARP - Sourcewell Awarded Contract #: 030321-SEC
• MFPs, AQUOS BOARD® Interactive Display Systems and
Professional Displays
• Contract Valid 7/1/2021 – 4/19/2025
Contract #3: GSA/CMAS (Canon)
CANON - GENERAL SERVICES ADMINISTRATION #: GS-03F-046DA • Office management maintenance and repair, Office Supplies, Printing and Photographic Equipment and Records
Management
• Contract Valid January 21, 2016-January 20, 2026
Sharp Inventory
All Devices Meet And Exceed The Following Specified Requirements and Requisite Specifications:
• Must be U.L. approved, ENERGY STAR compliant
• Print, Scan, and Copy in Black & White, as well as Color • Paper sizes: Letter, Legal, and 11x17 and multi-function/purpose tray • Fax Option-Capability
• Duplex printing and scanning
• Four paper trays: letter (2 trays), legal, 11x17
• Print release technology that is accessible by badge number or code • Remote monitoring of supplies and errors for automated supply shipping • Include all consumables with the exception of paper
• Support 30% - 50% Post-Consumer Recycled Paper in compliance with SB1383 Canon Inventory
All Devices Meet And Exceed The Following Specified Requirements and Requisite Specifications:
• Must be U.L. approved, ENERGY STAR compliant
• Print, Scan, and Copy in Black & White, as well as Color • Paper sizes: Letter, Legal, and 11x17 and multi-function/purpose tray • Fax Option-Capability
• Duplex printing and scanning
• Four paper trays: letter (2 trays), legal, 11x17
• Print release technology that is accessible by badge number or code • Remote monitoring of supplies and errors for automated supply shipping • Include all consumables with the exception of paper
• Support 30% - 50% Post-Consumer Recycled Paper in compliance with SB1383 Managed Print Services RFP# CM 24-01 Page 1 of 18
Exhibit A: Statement of Work (SOW)
City of Buena Park, CA

MANAGED PRINT SERVICES STATEMENT OF WORK (SOW)

1. Managed Print Services Requirements

1.1 SupportingDocuments
In support of the awarded solution, and to ensure the Contractor meets all of the City’s requirements, the City will use a series of consultants’ change management plan documents to define procedures for each operations area. These documents (based on existing policies and procedures) will be collected into an Implementation & Change Management Plan summary and will be jointly finalized by the City and the selected Contractor.

1.2 Business Capabilities
Contractor shall provide the following business capability requirements:

Products
A. Multi-Function Device (MFD) and Desktop Printing Hardware a. Contractor shall provide equipment to meet the City’s business requirements for printing, copying, scanning, and faxing.
b. Contractor shall provide maintenance and repair support for new installations and optionally for the existing fleet of MFDs, copiers, and desktop printers shown in (Exhibit C – Device Pricing Template)
B. Supplies and Consumables
a. Contractor shall supply all consumables required for image creation including toner cartridges, developer, waste toner bottles, staples, and maintenance kits for all new installations and for the existing fleet of desktop printers. b. Contractor shall have a consumables ordering and management process approved by the City.
c. All supplies must be OEM or City pre-approved compatible cartridges. If the City is not satisfied with any compatible cartridge performance, the contractor shall replace the cartridge and going forward, only supply OEM cartridges for that device at no additional charge.

C. Software
a. In addition to dispatching technicians on-site, Contractor shall remotely monitor and support the equipment to ensure timely and accurate resolution of problems. b. The City will install Contractor provided or Manufacturer Designated Device Monitoring Software that will automatically gather and send Meter Readings to Contractor Billing Department on a Pre-Scheduled Basis.
c. Contractor shall supply and support software for scanning, usage tracking, and fleet monitoring (including fax and scan usage, number of scans, frequency of paper size types used, etc.).
d. Print Management Software shall have the ability for client log in with access to reports and features.

Managed Print Services RFP# CM 24-01 Page 2 of 18
Exhibit A: Statement of Work (SOW)
Administration
A. Existing Desktop MFP/Printer Support & Services
a. Contractor shall work with the City to manage the retirement and refresh of equipment on the City’s existing lease schedules.
b. Contractor may optionally provide an alternate solution to the management of existing (Keep / Cover) devices, such as buying back the devices and replacing them with the Contractor’s own supported products. The solution must provide overall cost savings while meeting the technology needs of the department.

B. Asset Management / Meter Usage Readings Software
a. The Contractor shall be solely responsible for obtaining and furnishing meter counts for all equipment on a monthly or quarterly basis, as required by the IT department. Meter counts shall be accomplished without staff intervention or inconvenience and at no additional cost to the City.
b. Estimating of Meters is not allowed.
c. For non-networked small personal printers, the City may accept a per device flat rate that covers all toner and support without the need for meter readings. d. The City desires an on-line tool that allows for bi-directional data sharing of device location updates, location contact information and IMAC changes.

C. Billing
a. Billing must allow for customizable fields per device for department codes, contact person, contact number, device location address and other criteria. The usage report submitted for billing must match with the monthly invoice.
b. Each department shall receive a summary invoice for all departmental costs on a monthly basis. Method of delivery shall be determined with the selected Contractor. c. Estimating of meter usage for billing will not be allowed. d. All usage charges are to be billed in arrears and no base allowance or volume guarantee shall be included in any department order.
e. On a Quarterly basis, a Citywide billing and usage report shall be generated to reflect each department total devices, lease and/or usage charges for the previous quarter and actual saving achieved. The report shall sub-total each department with a citywide roll-up of total costs.

D. Asset Management
a. Contractor shall update the City whenever an Install, Move, Add, Change, Decommissioning request, or break/fix incident, as requested. b. Contractor shall provide certification for the wipe of hard drives or take other appropriate action prior to Move, Add, Change, or Decommissioning of Contractor installed equipment. c. Contractor shall contact the IT Department to schedule the install or removal of any MFD or Printer and work within the approved security protocols. d. The Contractor shall provide the ability to view invoices on-line via a secure customer portal Managed Print Services RFP# CM 24-01 Page 3 of 18
Exhibit A: Statement of Work (SOW)
at no additional cost to the City.
e. The Contractor shall provide an asset Management Portal that allows the City to see their inventory real time.

Services
A. Cost Savings Plan
a. The City anticipates, on average, a 25%+ cost savings to the departments by implementing the MPS Program, which would result in $100,000 dollars back to the City’s budgets. Contractor shall work within the documented Change Management Plan cost savings model and provide a verifiable savings reports on an annual per department and Citywide basis.

B. Department Assessments
a. As requested, contractor shall work with city staff and/or consultant team to perform site assessments at each of the participating City departments to validate and document the MFD/printer device inventory and to facilitate equipment optimization keeping within projected cost savings goals.

C. Contractor shall Install, Move, Add, Change, and Decommission (IMACD) all in-scope MFD’s and Printers.
a. Install — Contractor shall perform the delivery, setup, and connection of equipment. b. Move — Contractor shall re-locate an existing device from one physical location to another physical location, reconnect and ensure machine is functioning properly. c. Add — Contractor shall add a hardware or software component to an existing device. d. Change — Contractor shall modify an existing configuration within an installed device. e. Decommission—Contractor shall provide decommissioning and preparation for return of equipment.
f. Contractor shall insure that all data on MFD hard drives is wiped upon removal from City locations.
g. Contractor shall wipe hard drives or take other appropriate action as approved by the City prior to Move, Add, Change, or Install of any contractor installed in-scope hardware.

D. Remote fleet monitoring and management.
a. Contractor shall use monitoring tools for print device usage tracking and to aid in fleet optimization.
b. Provide the City with portal access to view inventory and location status real time.

E. Contractor shall provide end user training on equipment. a. For new MFD or Printer installation, Contractor shall coordinate/schedule onsite training with the City’s department end users.
b. Contractor shall provide follow-up training, as needed at no additional cost. c. Contractor shall supply other types of training resources such as web based training, job aids, support documentation, and self-help resources.

F. Contractor shall support the City’s Change Management Plan.

Managed Print Services RFP# CM 24-01 Page 4 of 18
Exhibit A: Statement of Work (SOW)
a. Contractor shall work with consultant to finalize and implement the change management plan based on current contract termination dates and department needs, as well as a communication/marketing plan to introduce the managed print service to end users.

G. Contractor shall provide ongoing fleet optimization. a. Contractor shall use monitoring tools, site assessments, new technologies, and other resources to initially assess the City of Buena Park print environment and finalize recommendations to optimize the print environment.
b. Contractor shall monitor the fleet in order to seek optimization opportunities on a quarterly basis and stay within the change management plan cost savings guidelines.

2. Technical Requirements

2.1 IT Security Requirements
ConfigurationManagement
A. The MFD system shall be configured to provide only essential capabilities, and to restrict the ability to access and change MFD settings such as double sided printing, default black and white printing, etc.

B. Unnecessary ports, protocols, functions and services shall be disabled. MFD settings shall be set for printing from a selected set of IP addresses.

C. Selected Contractor shall ensure that MFDs are compatible with all existing and future City utilized applications.

Maintenance
A. The Contractor shall be responsible for implementing a security patch management program within the City’s policies/practices for implementation.

B. Authentication and authorization methods are required for remote maintenance and diagnostic sessions. Remote maintenance and diagnostic activities shall be documented.

C. Remote maintenance and diagnostic activities shall be authorized, monitored, and approved by the City.

D. Only authorized maintenance personnel shall perform information system maintenance.

2.2 Retirement of Existing Leased MFD Contracts Roles and Responsibilities The City’s current fleet of Konica/Xerox (MFDs) is contained within various separate lease/services contracts, all of which will come to term over the next two (2) years.

The functions and responsibilities of the Parties with respect to MFD removal and upgrade services Managed Print Services RFP# CM 24-01 Page 5 of 18
Exhibit A: Statement of Work (SOW)
are described below.

Responsibility Matrix: Retirement of Existing MFD Contracts # Responsibility – Retirement of Existing MFD
Contracts
Role
Contractor City

1.1 Remove and return all MFDs to the current leasing
company at the end of their scheduled lease periods as
requested by City.

1.2 Replace out-of-lease MFDs with new equipment based
on the City of Buena Park approval and/or approved
optimization plan.

1.3 Return out-of-lease MFDs to leasing company within
thirty (30) business days, starting from one (1)
business day prior to lease expiration date.

2.0 Return of Leased Equipment

2.1 Perform the preparation, shipment, and handling of
out-of-lease MFDs being returned to the leasing
company.

2.2 Clean print device and securely package before
returning to leasing company.

2.3 Return to designated leasing company location in
visibly acceptable appearance.

2.4 Contractor assumes liability for loss or damage once the MFD is removed from City premises. X

2.5 Responsible for filing any insurance claims should the equipment be damaged during transit. X

2.3 Equipment Maintenance SLA’s (Service Level Agreement) Contractor shall provide maintenance service calls during the City of Buena Park working hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. (PST), excluding the City of Buena Park holidays.

Under certain special circumstances, the Contractor may be requested to provide support outside of regular business hours.

Managed Print Services RFP# CM 24-01 Page 6 of 18
Exhibit A: Statement of Work (SOW)
Contractor shall provide full coverage maintenance on all parts, service calls, and scheduled preventative maintenance calls at frequencies defined in the Manufacturer’s specifications.

Customer Support
A. The Contractor shall provide a live person, toll-free phone line to place service calls, order parts and supplies, as well as to provide technical support at no additional cost to the City.

B. The Contractor shall, at no additional cost, respond to all emergency service requests within two (2) hours and begin repairs within four (4) hours unless other arrangements are made.

C. The Contractor shall, at no additional cost, have a 24-hour toll-free phone support line for hardware and software issues, as well as available on-site technical support, Monday through Friday, 8:00 a.m. to 5:00 p.m. (PST).

D. If Contractor requires a machine to be removed from the City’s premises for repair, Contractor shall provide end users with a loaner machine of similar functionality for use during the period of the repair.

E. Contractor shall be responsible for the work performed by any and all sub-contractors engaged by Contractor in support of the award of this contract, and persons directly or indirectly employed by third parties.

Service Level Requirements
A. Maintenance – Contractor shall provide full coverage maintenance on all contracted equipment including, but not limited to, parts, service calls, and scheduled preventative maintenance support.

The Contractor’s helpdesk will take all support calls and offer assistance over the phone via the Contractor’s remote diagnostic capabilities to get the City up and running quickly. Should an onsite technician be needed, an estimated time of arrival (ETA) shall be provided with a courtesy follow up via phone.

B. Service Loaner – If the main copy/print engine is deemed inoperable and Manufacturer authorized service personnel is unable to correct the problem within sixteen (16) working hours, the City may request a loaner of similar or upgraded features until the main copy/print engine is repaired at no additional cost to the City.

C. Minimum Service Response Times / Uptime Guarantee
Contractor shall meet or exceed industry standards in response, repair, up, and down times as defined in the section below.

Managed Print Services RFP# CM 24-01 Page 7 of 18
Exhibit A: Statement of Work (SOW)
a. Response Time Four (4) Hours Maximum (emergency service requests) b. Repair Time Two (2) hours average
c. Minimum Uptime 98%
d. Maximum Downtime 2%
e. Response Time - Time measured from logging of service call until technician arrives on scene or clears by phone.
f. Repair Time - Time required for a technician to troubleshoot, diagnose, and repair a copier measured from arrival on the scene to completion of call. This does not include time required for shipment of certain parts.
g. Minimum Uptime - Percentage of time machine is available for basic operation in comparison to hours of operation as determined by the City. h. Maximum Downtime - Percentage of time machine is unavailable for basic operation in comparison to the hours of operation as determined by the City. i. Emergency Service Request – Request for service when any of the three (3) main functions is inoperable. (Copy/Print/Fax) excludes preventative maintenance calls.

D. User Uptime
User Uptime Minimum Acceptable Level Objective
Percent of time users must
be able to print, copy, fax,
and scan to print devices
98%
The City of Buena Park's
business and operational
uptime requirement. Measured
monthly.
a. Users must be able to print, copy, fax, and scan to the City’s print devices 98% of the time. b. Compliance is confirmed by service request and problem resolution records to determine when users are down without both their main and backup devices for print, copy, fax, and scan.

E. Uptime Guarantee – Contractor maintenance procedures shall be designed to average up to a 98% uptime; however, in the event the mainframe provided is not operational (excluding preventive maintenance and operator preventable calls) during any 60-day period, Contractor will provide a loaner of similar and upgraded features until the mainframe is repaired at no additional cost to the City.

F. Replacement Guarantee – If the Contractor is unable to repair a problem within a 30 day period, the Contractor shall, at the City’s request, replace it without charge with an identical model or, at the option of manufacturer, with a machine with comparable features and capabilities. The replacement device shall not be a model older than the device being replaced.

Managed Print Services RFP# CM 24-01 Page 8 of 18
Exhibit A: Statement of Work (SOW)
G. Replenishment/Replacement of Supplies
a. Supplies shall be received within (2) two working days of a low toner alert, with a full supply set per printer stored on-site at all times or as agreed by the departments. b. Contractor shall work with each of the 18 departments to determine a location and methodology for storing and restocking back up toner on-site at the City. c. Contractor will provide a documented process for each department and include the written process in the quarterly review process.

H. Dispatched Repair Service
a. Per industry standards, a certified technician shall arrive on-site within (4) four hours of service call being dispatched to Contractor 98% of the time. i. Response time is measured from the logging of a service call until the technician arrives at the City department or resolved by phone. ii. Repair time is the time required for a technician to troubleshoot, diagnose and repair a machine measured from the arrival at the City department to completion of the call.
b. Repair SLA’s
i. 50% of Print Devices are resolved within six (6) hours or less ii. 95% of Print Devices incidents are resolved within 24 hours iii. 100% of Print Devices incidents are resolved within 48 hours c. A service call module on a customer portal that allows City administrators to see the current status of open and closed service requests within three (3) hours. d. Compliance is demonstrated by Contractor’s date-stamped records of service call requests and resolutions. The record shall clearly state when the on-site response took place, when the request was resolved, and when the ticket closed with a satisfactory resolution. The City may review compliance quarterly.

I. Preventative Maintenance / Copier Based MFD’s
a. The Contractor shall provide preventative maintenance / cleaning of the contracted Copier /MFD fleet to meet the PM schedule mandated by the manufacturer to include at minimum the following requirements:
i. The PM/Cleaning call shall include at minimum the following:
ii. Cleaning the Paper Path.
iii. Cleaning Rollers.
iv. Clean the Copy Glass
v. Clean and Vacuum inside the paper trays.
vi. Wipe down the exterior of the device.

Managed Print Services RFP# CM 24-01 Page 9 of 18
Exhibit A: Statement of Work (SOW)
J. Preventative Maintenance / Desktop Printers
a. The Contractor shall provide preventative maintenance / cleaning of the contracted desktop printer/mfd fleet to meet the following requirements.

For average to high volume devices producing a total of 24,000 pages per year, a PM/Cleaning shall be provided once per year. For devices producing less than 24,000 pages per year, a PM/Cleaning shall be provided once every 3 years to include the following tasks:
i. The PM/Cleaning call shall include at minimum the following:
ii. Cleaning the Paper Path.
iii. Cleaning Rollers.
iv. Cleaning Filters & Fans.
v. Wipe down the exterior of the printer.
vi. Note the remaining life on maintenance kits to pre-order if needed.

K. Billing
a. The billing shall be complete, accurate, on time, and easily audited. b. Errors must not exceed 2% of the devices billed and the itemized errors and corrections shall be received within twenty (20) calendar days after the end of the following month.
c. The City and the Contractor will agree on what information the invoice will contain, the billing process between both parties, and how it will be formatted. d. Contractor shall provide the City with usage and billing statistics quarterly and/or upon request by City staff or designee.

3. Contractor Reporting & Communication Requirements

3.1 Quarterly and Annual Account Reviews
Upon request, Contractor shall conduct an in-person Quarterly Business Reviews (QBRs) with all departments and City staff or designee to discuss the status of the fleet. At a minimum, Contractor shall communicate with each department’s Administrative Officer once per year. A Citywide account review shall be conducted annually with IT Management to validate cost savings, project milestones, and projections for the following year.

On a quarterly basis, Contractor shall provide electronic reporting related to the activities in this SOW with the following categories and types of reports:

A. Department printing volumes broken down by color and black & white per device; B. Number and types of devices in the fleet summarized by department and citywide; Managed Print Services RFP# CM 24-01 Page 10 of 18
Exhibit A: Statement of Work (SOW)
C. Pro-Active over- and under-utilized equipment optimization/swaps; D. Break/Fix volume of calls;
E. Change Management Plan status. IMACD;
F. Knowledge Management information and/or support that will benefit the City’s end users and internal support teams;
G. A list of devices that experienced multiple repairs in the previous quarter, or re-occurring over a 180-day period, along with an action plan/recommendation for permanent correction; H. Ongoing continuous improvement relative to print throughout the entire City environment; I. Billing Reports;
J. SLA Achievement Reports; and
K. Status of any additional projects.

These reports shall be made available in an electronic format to the Information Technology Department and participating Departments quarterly or as requested.

3.2 General CommunicationObligations
A. Contractor shall provide the City with ninety (90) days’ advance notice of any new models of equipment or software proposed to replace end-of-life equipment or software.

B. Any new equipment or software proposed for deployment on the City’s network shall be brought in for prior testing and approval.

C. All replacement device pricing shall meet the same or lower cost level of comparable or equivalent to the replacement Model capabilities, features, and accessories.

D. City staff or designee may validate hardware, software, and services pricing on all future technology options added to the standard City Wide MFD pricing matrix template over the term of this agreement.

E. New Model pricing is expected to be at the same discount levels as originally contracted as a result of this RFP and may not be higher than those provided to other governmental agencies of similar size and scope.

Managed Print Services RFP# CM 24-01 Page 11 of 18
Exhibit A: Statement of Work (SOW)

4. Resource Requirements & Qualifications

4.1 Key Personnel
A. The Contractor shall provide a dedicated Customer Support Team led by a Program/Project Manager who shall have overall responsibility for all activities related to this project.

B. The Contractor shall provide an organizational chart listing the team members along with profiles of their skills, qualifications, and responsibilities.

C. Contractor shall provide the City with ten (10) days’ advance notice when a Strategic Account Manager will no longer be supporting the City and schedule an introduction of any replacement personnel.

D. The City reserves the right to request a replacement of staff(s) not performing to the City’s expectations.

4.2 Dedicated Inside Customer Service/Support Personnel The City is looking for a single source Managed Print Services provider with experience in managing major account business. The City’s preference is a Contractor with internal non-sales support staff dedicated to manage the customer relationship alongside the Sales Executive. This person shall be experienced in supporting major account business.

Dedicated personnel shall be directly responsible for the fulfillment of all SOW and SLA commitments with the City in support of Contractor sales team and work to create and implement specific operational practices including, but not limited to:

A. Continually monitor existing service levels and compliance to SLAs.

B. Provide interface between end-users, technical support, and resources to improve/maintain customer satisfaction. Act as the primary point of contact for all aspects of the contractual relationship with the customer. Develop continual process improvements.

C. Work closely with Contractor operations team on implementation and deployment of print technology and support services, including inventory collection and management, and consumables management while monitoring adherence to all SLAs.

D. Facilitate quarterly/semi-annual performance reviews. Resolve customer complaints and concerns by investigating problems, as well as develop solutions and manage through to resolution. Provide reporting metrics and tracking data as required to fulfill SLAs.

Managed Print Services RFP# CM 24-01 Page 12 of 18
Exhibit A: Statement of Work (SOW)
E. Develop and document implementation plan for each additional phase of the client Change Management Plan. Follow-through on mission critical activities identified by the Client and Internal Management.

4.3 Technical Support Personnel
A. Contractor shall be authorized by the original equipment manufacturer (OEM) to service the equipment during the entire term of the Contract. Proposer shall provide verifications with proposal.

B. Contractor’s service technicians shall be OEM trained and certified during the entire term of the Contract. Proposer shall provide verification with proposal.

C. Contractor shall only use only OEM genuine or OEM approved parts and supplies to maintain the equipment. Contractor shall have same-day or next-day delivery for parts and supplies, with the parts delivered to the City or brought in by a service technician.

5. Roles and Responsibility Matrix
Contractor shall provide either on-site or dispatched Service Customer Engineer (CE) to perform the services listed in the following sections. This is a summary of the City and Contractor general responsibilities and roles and does not limit additional items that may be added in the future.

Service Responsibility Matrix: On-Site and Dispatched Services Roles and Responsibilities # Responsibility – On-Site and Dispatched Services
Role
Contractor City

1.0 General

1.1 Provide trained on-site or dispatched CEs to perform Onsite and Dispatched Services. X

1.2 Coordinate and provide hardware Break/Fix Incident
troubleshooting and resolution, and Service Request
support for in-scope hardware.

1.3 Manage operations within the standard Incident and
Service Request fulfillment process.

1.4 Meet or exceed agreed upon service levels (SLAs). X

1.5 Manage CE productivity, efficiency, and professionalism within City offices. X
Managed Print Services RFP# CM 24-01 Page 13 of 18
Exhibit A: Statement of Work (SOW)

1.6 Assign and schedule qualified, City focused Customer Engineers to perform support services at City in-scope
locations.

1.7 Provide accurate information regarding status, resolution, and asset updates in Contractor system. X

1.8 Provide contact information for the end-user who reports an incident, or makes a request. X

1.9 Perform remote diagnostics of hardware, software,
application, etc., as applicable. X

1.10 Propose process and policy improvements through
Continual Service Improvement process.

X X

1.11 Approve process and policy improvements proposed by Contractor. X

1.12 Ensure compliance with environmental, health, and safety requirements at all City locations. X

1.13 Produce quarterly reports as described in Reporting and Communication Requirements, and make
recommendations for improved reporting based on
industry best practices.

2.0 Hardware Break/Fix Contractor City

2.1 Provide the City with Contractor authorization to provide services for hardware with each device manufacturer,
and cooperate with warranty assignment efforts.

2.2 Provide service directly or coordinate service through a contracted and City-approved third party as necessary for in scope equipment and services.

2.3 Manage the warranty process and work with third parties as necessary to obtain support for hardware that is out of scope, and as requested.

2.4 Schedule services with end-user and provide ETA and updates for resolution.

2.5 Provide hardware loaner for device(s) requiring removal for repair for as long as the equipment is being repaired. X

2.6 Retain ownership of parts removed from equipment for repair. X

2.8 Repair in-warranty hardware to functional specifications in compliance with warranty guidelines, adhering to the warranty processes for repair service.

X
Managed Print Services RFP# CM 24-01 Page 14 of 18
Exhibit A: Statement of Work (SOW)

2.9 Remove and recycle, or properly dispose of, packing materials and used parts from device installation and
break/fix repairs.

2.10 Provide transportation to and from the end-user location using Contractor’s vehicles for all incident types (request and break/fix).

2.11 Develop a “Preventative Maintenance” program for
supported print devices. X

3.0 Desk-side Software Support Contractor City

3.1 Provide software support remotely and at the desk side for all printing software in use at the City that is accessed via a personal computing or wireless/mobile device.

4.0 IMACD (Installation, Move, Add, Change,
Decommission) Contractor City

4.1 Back-up available data (i.e. the contents of the MFD address book) prior to device replacement or IMACD,
and restore data after service is performed, if applicable.

4.2 Coordinate, plan, schedule, and request through the System of Record all IT Hardware IMACDs. X

4.3 Receive IMACD requests from City and validate the
IMACD request for completeness and authorization. X

4.4 Communicate to City personnel, as appropriate, regarding scheduling requirements and blackout dates, to minimize the business impact on City operations.

4.5 Confirm that all items within Contractor scope (e.g. hardware, software, parts, and configurations) necessary to execute the IMACD will be available for the scheduled date of the IMACD.

4.6 Confirm that all hardware, software, parts, network, cabling, configurations, and any other services/hardware not in scope for Contractor but necessary to execute the IMACD will be available for the scheduled date.

4.7 Remediate any site readiness issues or availability of hardware, software, parts, network, cabling,
configurations, and any other services/hardware
necessary to execute the IMACD are in place prior to the scheduled IMACD.

4.8 Develop and use checklists, sign off procedures for colleagues, and/or approved tools to determine user
requirements.

X
Managed Print Services RFP# CM 24-01 Page 15 of 18
Exhibit A: Statement of Work (SOW)

4.9 Work with end user and IT to identify proper
configuration for mapped print queue.

4.10 Reload MFD system and application configurations, data, or backup files as necessary.

4.11 Receive written acceptance / provide leave behind card upon completion of IMACD request. X

4.12 Update the asset management tool with updated asset information via bi-directional ticketing system. X

5.0 Install Contractor City

5.1 Place an approved install request with the City’s IT prior to scheduling a device installation. X X

5.2 Pick up device at either a City staging area or a
Contractor staging area and deliver to end-user location. X

5.3 Disconnect old system and return it to the Contractor refurbishment / disposition location or hold for lease
return instructions as requested.

5.4 Unpack device and install per approved optimization plan and/or as requested by the City. X

5.5 Map print queue to end users’ workstations. X

5.6 Install, configure, and test new devices according to the established acceptance testing. X

5.7 Transfer the end-user identified data and settings from the existing system to the new system. X

5.8 Leave end user training materials/documentation. X

5.9 Dispose of any boot disks, backup CDs, packing
materials or other materials delivered with the system
according to City requirements.

5.10 Update the asset record in the Change Management plan document to reflect changes in asset assignment. X

5.11 Communicate with City regarding problems with an
IMACD request. X

5.12 Test the device(s) to confirm functionality. X
Managed Print Services RFP# CM 24-01 Page 16 of 18
Exhibit A: Statement of Work (SOW)

5.13 Provide desk-side orientation and training to the end user, or end user groups, appropriate to the authorized enduser(s) receiving the MFD.

6.0 Add Contractor City

6.1 Place an approved Add request with Contractor via an approved City Purchase Order. X

6.2 Confirm the requirements and scope. Contact the City’s IT to coordinate network install.

6.3 Contact the end-user to schedule an appropriate, agreed upon time for the installation to take place. X

6.4 Carry out the Add in accordance and compliance with instructions provided in the request. X

7.0 Move Contractor City

7.1 Place approved move request with Contractor via a
Service Request from the system of record. X

7.2 Communicate to the end-user any prerequisites and any procedures that need to be followed before or after the move is complete and confirm the requirements.

7.3 Conduct pre-move checks and determine and make any
site preparations that need to be completed before the
scheduled move date.

7.4 Provide City with certified security wiping of memory or hard drive or take other appropriate action approved by City to delete all data or other information stored or
copied on item to be Moved.

7.5 Disconnect a currently installed system unit including directly attached peripheral devices. X

7.6 Pack the hardware for movement from the end-user’s
current location based on the requirements of the move.

7.7 Transport or ship the Hardware to the end-user’s new location. X

7.8 Unpack and reconnect the same system unit and its
directly attached peripheral devices for the respective end-user.

X
Managed Print Services RFP# CM 24-01 Page 17 of 18
Exhibit A: Statement of Work (SOW)

7.9 Conduct the manufacturer’s standard installation tests upon completion of such activities to verify the hardware and software are functional with network connectivity.

7.10 Update the City Change Management plan tracking to reflect changes in the location of the asset in the same month the asset changes occurred.

7.11 Coordinate the shipment of hardware between City sites and prepare the hardware to be shipped. X

7.12 Responsible for packing material, transportation, or shipping when a common carrier or a third party transport company is required for the move at no additional cost to the City.

8.0 Change Contractor City

8.1 Place approved change request with Contractor via an approved communication process.

8.2 Confirm the requirements and scope of the change
request and schedule an agreed-upon time with the end
user for the work to be completed.

8.3 If applicable, provide City certified security wiping of memory or hard drive or take other appropriate action to delete all data or other information stored or copied on item to be changed, as approved by City.

8.4 Carry out the change in accordance and compliance with instructions outlined in the request. X

8.5 Update the change request in the system of record. X

8.6 Update the City Change Management Plan tracking as
applicable to reflect the change to the asset(s) in the same month the asset changes occurred.

9.0 Staging Contractor City

9.1 Optionally provide Contractor with asset tags to be attached to devices requiring Customer asset tracking. X

9.2 If requested, apply asset tags to devices according to City procedures and approved processes.

9.3 Stage and configure hardware per the configuration and preparation instructions in accordance with approved City procedures, including software installation.

Managed Print Services RFP# CM 24-01 Page 18 of 18
Exhibit A: Statement of Work (SOW)

9.4 Perform quality assurance testing to eliminate system defects and inoperability. X

9.5 Provide City with certified security wiping of memory and hard drives or other appropriate action approved by City to delete all data or other information stored or copied on item to be Staged.

9.6 Update City Change Management plan tracking within
same month of any asset changes. X

9.7 Store, stage, configure and deploy hardware to meet daily IMACD requirements of City. X

9.8 Pack hardware for delivery to requested City Department Location. X

10.0 Decommissioning Contractor City

10.1 Communicate with the City that hardware is ready for decommissioning, donation or refurbishment. X

10.2 Provide City with certified security wiping of memory and hard drives or other appropriate action to delete all data or other information stored or copied, as approved by
City, for all removed MFDs.

10.3 Coordinate with City department for scheduling pick-up of hardware. X
Additional Contract Considerations:

City of Buena Park Acceptance: Service Provider Acceptance:

Date: Date:

Name: Name:

Title: Title:

Signature: ___________________________________ Signature: __________________________________ 9/13/2024
Davis Tran
VP of Operations
City of Buena Park
City Council Regular Meeting Agenda Report
GENERAL PLAN AMENDMENT (GP-23-1), ZONE CHANGE (23-1), TENTATIVE TRACT MAP (TT-24-1), CONDITIONAL USE PERMIT (CU-24-1), AND MITIGATED NEGATIVE DECLARATION (MND-24-2) TO ALLOW THE CONSTRUCTION OF A 93-UNIT RESIDENTIAL DEVELOPMENT AT 8030 DALE STREET Meeting
Tuesday, September 24, 2024, 5:00 PM
Agenda Group
PUBLIC HEARING Item: 6A
Presented By
Harald Luna, Senior Planner
Prepared By
Matt Foulkes, Director of Community and Economic
Development
Approved By
Aaron France, City Manager

RECOMMENDED ACTION
1) Conduct a public hearing; and, 2) thereafter based on the analysis provided in this agenda report and the facts and findings provided in the attached Resolutions and Ordinance, adopt Resolutions and an Ordinance approving a General Plan Amendment (GP-23-1) to amend the existing General Plan Land Use designation from Commercial to High Density Residential; a Zone Change (Z-23-1) to amend the existing zoning district from CS (Commercial Shopping) Mixed Use Overlay-45 to RM-20 (Medium-Density Multifamily Residential) Mixed Use Overlay-45; a Tentative Tract Map (TT-24-1) to subdivide an existing parcel into a single lot for condominium purposes; a Conditional Use Permit (CU-24-1) to permit the proposed 93-unit townhome residential development, and to allow building heights up to 37 feet 7 inches; and Mitigated Negative Declaration (MND-24-2) certifying the project in compliance with the California Environmental Quality Act (CEQA) for the property located at 8030 Dale Street.

PREVIOUS ACTIONS
On August 28, 2024, the Planning Commission conducted a public hearing regarding the project. At the conclusion of the public hearing, the Planning Commission voted 4-0-1 (4 ayes, 0 noes, 1 absent) recommending that the City Council approve the project as proposed and certify the Mitigated Negative Declaration No. MND-24-2.

DISCUSSION
Project Location
The project site is located on the southeast corner of Dale Street and La Palma Avenue and consists of a 3.87-acre parcel that is developed with a 44,064 square-foot vacant commercial building, previously occupied by an Orchard Supply Hardware store.

Project Description
The proposed project consists of 14 two- and three-story buildings with 39 two-bedroom and 54 three-bedroom units, totaling 93 residential townhomes. Each townhome will include an attached, two-car garage and one or two floors of living space. The project will provide 15 percent of the units as deed-restricted affordable housing (14 units). The following table provides a summary of the proposed floor plan types and parking provided:

Units: Stories: Bedrooms: Bathrooms: Floor Area: Parking:
6 2 3 2.5
1,419 square
feet
2-car garage
(443 square feet)
39 3 2 2.5
1,222 - 1,319
square feet
2-car garage
(454-541 square
feet)
11 3 3 2.5
1,502 – 1531
square feet
2-car garage
(507-541 square
feet)
37 3 3 3.5
1,701 square
feet
2-car garage
(441-454 square
feet)
Vehicular access to the project will be provided from two 24-foot-wide driveways located at the southwest corner of the site along Dale Street and at the northeast corner of the site along La Palma Avenue. Internal drive aisles are provided to accommodate on-site vehicular access to each unit, emergency access, and trash collection vehicles.

The Buena Park Municipal Code (BPMC) requires townhomes in the RM-20 zone with up to three (3) bedrooms to provide two (2) garage parking spaces plus 1 additional open space per unit. However, because the project is providing affordable housing units, the project qualifies for a reduced parking ratio pursuant to the State Density Bonus Law (Government Code Section 65915) which allows two- to three-bedroom units to provide 1.5 parking spaces per unit for a total parking requirement of 140 parking spaces. Additionally, per Assembly Bill (AB) 2097, qualified development projects located within ½ mile of a major transit stop are not subject to minimum parking requirements. Although not legally required, the applicant has proposed an attached two-car garage for each unit, plus 27 additional open parking spaces for a total of 213 off-street parking spaces.

The proposed townhome development has been designed in the Spanish Colonial architectural style. The design incorporates an earth-toned color palette with a variety of exterior accent colors and materials, along with variations in wall-planes and building heights to break up building massing and provide visual interest. The southernmost end units of buildings 9 through 13 and the easternmost end unit of building 4 will be two-stories with a total height of 29-feet 6-inches while the remaining units will be three-stories with a total height of up to 37- feet 7-inches.

To maximize privacy for the surrounding single-family homes to the east and south of the project, the buildings located adjacent to the east property line will be setback approximately 20 ft. 8 in. from the property line, and the buildings located adjacent to the south property line will be setback approximately 12 ft. No balconies are proposed along any south and east facing elevations and the upper story windows have been strategically placed to minimize site lines to the south and east, including the use of faux windows in certain locations to maintain the architectural style and character of the building while ensuring privacy. The existing block walls along the east and south property lines will be maintained and raised to a consistent height of 7 feet to further screen the ground floors of the townhomes from the adjacent single-family residences.

The project will provide over 50,000 square feet of common and private open space throughout the development.

Landscaping is provided along the project frontage, within the parking lot areas, common outdoor open spaces and required setback areas. The landscaped area along the east and south portion of the site will feature mature trees and enhanced landscaping, and decorative paved walkways. The project will feature two separate recreational open space areas that will feature a trellis shade structure, picnic tables, seating areas, built-in barbeques, play structure, and decorative boulders.

APPLICATION ANALYSIS
Entitlements Required
The following entitlements are required for this project:

General Plan Land Use Map Amendment No. GP-23-1 – A General Plan Land Use Map amendment to change the existing General Plan Land Use designation from Commercial to High Density Residential; Zone Change No. Z-23-1 – A Zoning Map amendment to change the zoning from CS (Community Shopping) Mixed Use Overlay-45 to RM-20 (Medium-Density Multifamily Residential) Mixed Use Overlay-45; Tentative Tract Map No. TT-24-1 – To subdivide an existing parcel into a single lot for condominium purposes (93-unit townhomes); and
Conditional Use Permit No. CU-24-1 – A Conditional Use Permit for the proposed 93-unit condominium townhome development, and to allow building heights up to 37-feet 7-inches.

General Plan Land Use Map and Zoning Map Amendments
The Project implements General Plan Goals and Policies by providing a diversity of housing stock that will enhance the physical and visual qualities of the property with significant landscaping, bold and interesting urban design elements, including a variety of building materials, and varied façades. The project also includes gathering spaces with amenities that will support the needs of residents and their visitors. The proposed RM-20 Mixed Use Overlay45 zoning classification is consistent with the proposed General Plan Land Use Designation and the project has been designed to comply with all applicable development standards in the RM-20 zone. Additionally, through this proposal, the existing property will be transformed from an underutilized commercial property into a townhome residential development that supports the City’s need for additional housing opportunities.

The project will provide 15 percent of the total units (14 units) as deed restricted affordable housing. By providing affordable housing units, the project qualifies for density bonus units, as well as several concessions, incentives and waivers consistent with State Density Bonus Law. Of the 14 affordable housing units, 12 units are designated at the Moderate-Income affordability range and 2 units are designated at the Low-Income affordability range.

Tentative Tract Map and Conditional Use Permit
The proposed project will subdivide an existing parcel containing approximately 3.87 acres into a single lot for condominium purposes (93-unit townhomes). According to the State Density Bonus Law, the project qualifies for one concession because of the proposed affordable housing. The concession requested is to allow a building height of up to 37-feet, 7-inches when located within 50 feet of an RS zone which is 22-feet 7-inches higher than what would otherwise be permitted. Additionally, the developer is eligible to receive waivers from the City’s development standards when those standards would physically preclude the development at the density permitted.

The project, with the requested concession and waivers, meets the BPMC standards, including but not limited to density, setbacks, building heights, parking, open space, landscaping, and fences within the RM-20 zone.

ENVIRONMENTAL ASSESSMENT
In accordance with the California Environmental Quality Act (CEQA) Guidelines, the City determined that an Initial Study/Mitigated Negative Declaration (IS/MND) is the appropriate environmental analysis for this project. In accordance with Section 15063 of the California Environmental Quality Act (CEQA), an IS/MND was prepared.

Pursuant to 15072 of Title 14 of the California Code of Regulations, a Notice of Intent (NOI) to adopt a Mitigated Negative Declaration (MND) was filed, posted and mailed on July 19, 2024 for the CEQA-mandated thirty (30) day public review and comment period. The comment period ended on August 19, 2024. Seven (7) comments were received and responses to the comments were prepared and included in the Final Initial Study/Mitigated Negative Declaration. A copy of the response to comments and final draft Mitigated Negative Declaration is provided as Attachment 5. With the mitigation measures incorporated into the Mitigation Monitoring and Reporting Program, the environmental analysis concluded that the project will not have a significant impact on the environment.

PUBLIC HEARING NOTICES
A notice of public hearing was posted at City Hall, the Buena Park Library, and the Ehlers Event Center, on September 12, 2024. A notice of public hearing was also published in the Buena Park Independent on September 13, 2024. Lastly, a total of 570 public hearing notices were mailed to property owners located within 300 feet of the subject property and beyond, on September 12, 2024.

BUDGET IMPACT
There is no direct budget impact associated with this action.

Attachments
Att 1 - City Council Resolution General Plan Amendment No. GP-23-1.pdf Att 2 - City Council Ordinance Zone Change No. Z-23-1.pdf Att 3 - City Council Resolution Tentative Tract Map No. TT-24-1 and Conditional Use Permit No. CU-24-1.pdf Att 4 - City Council Resolution Mitigated Negative Declaration No. MND-24-2.pdf Att 5 - Final Initial Study Mitigated Negative Declaration Mitigation Monitoring and Reporting Program web link.pdf Att 6a - CU-24-1 Development Plans dated “RECEIVED JUL 3 2024 PLANNING DIV”.pdf Att 6b - CU-24-1 Development Plans dated “RECEIVED JUL 3 2024 PLANNING DIV”.pdf Att 7 - TT-24-1 Vesting Tentative Tract Map No. 19319 Plans dated “RECEIVED JUL 14 2024 PLANNING DIV”.pdf Att 8 - Vicinity Map for GP-23-1 Z-23-1 TT-24-1 CU-24-1 MND-24-2.pdf RESOLUTION NO.

GENERAL PLAN AMENDMENT NO. GP-23-1

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BUENA

PARK, CALIFORNIA, APPROVING GENERAL PLAN AMENDMENT
GP-23-1 AMENDING THE GENERAL PLAN LAND USE MAP FROM

COMMERCIAL TO HIGH DENSITY RESIDENTIAL FOR THE
PROPERTY LOCATED AT 8030 DALE STREET, AND MAKING

FINDINGS IN SUPPORT THEREOF
WHEREAS, the City Council of the City of Buena Park adopted the Buena Park General Plan as required by law on December 7, 2010, through the adoption of Resolution No. 12497; and WHEREAS, Christopher Courtney of Brandywine Homes, applicant, 2355 Main Street, Suite 220, Irvine, CA 92614, on behalf of Perge Ventures, Inc. a Delaware Corporation, property owner, 13000 E. Firestone Boulevard, Santa Fe Springs, CA 90670 has filed an application for General Plan Amendment No. GP-23-1 to change the land use designation from Commercial to High Density Residential on certain property located at 8030 Dale Street (Assessor’s Parcel Number (APN): 070- 501-01), in the City of Buena Park, California (“Subject Property”); and WHEREAS, the Planning Commission conducted a duly noticed public hearing, as required by law, to consider General Plan Amendment No. GP-23-1 to update the General Plan Land Use Map within the Land Use and Community Design Element from Commercial to High Density Residential for the subject property, along with a Mitigated Negative Declaration No. MND-24-2, for the Project. Said public hearing was conducted and concluded on August 28, 2024, and Resolution No. 6357 was approved recommending that the City Council approve General Plan Amendment No. GP-23-1, amending the General Plan Land Use Map of the Land Use and Community Design Element of the General Plan; and
WHEREAS, on September 24, 2024, the City Council of the City of Buena Park conducted a duly noticed public hearing, as required by law, to consider the proposed General Plan Amendment GP-23-1. Said public hearing was concluded prior to the adoption of this Resolution.

WHEREAS, all legal prerequisites to the adoption of this Resolution have occurred.

A. Resolution.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BUENA PARK, CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:

Section 1. The proposed General Plan Amendment No. GP-23-1 is consistent with the goals, policies, purposes, objectives, and programs of the City’s General Plan. The General Plan Amendment will provide additional housing to enhance the viability of the City’s residential development. The project supports the following General Plan Policies:
 General Plan Land Use Element Policy LU-1.2: Ensure future development provides for a variety of commercial, industry, and housing that serve the spectrum of incomes within the region.

Resolution No.

General Plan Amendment No. GP-23-1
September 24, 2024
 General Plan Land Use Element Policy LU-1.3: Establish a wide range of residential density and non-residential intensities to encourage a wide range of development opportunities.  General Plan Land Use Element Policy LU-3.1: Ensure that development activities acknowledge the protection and enhancement of quality of life in the City’s neighborhoods.  General Plan Land Use Element Policy LU-3.2: Ensure environmental and fiscal impacts are evaluated to minimize impacts to the physical environment and fiscal obligations of the City.  General Plan Land Use Element Policy LU-3.3: Ensure land use decisions consider impacts to infrastructure and service needs.
 General Plan Land Use Element Policy LU-4.3: Promote the clustering of development adjacent to transportation facilities including amenities to encourage transportation and service nodes.  General Plan Land Use Element Policy LU-5.1: Ensure Buena Park is in compliance with applicable state and regional housing mandates.
 General Plan Land Use Element Goal LU-6: A housing stock that meets the diverse needs of Buena Park’s existing and future residents.
 General Plan Land Use Element Policy LU-6-1: Provide for housing opportunities that address the needs of those who currently live or desire to live in Buena Park.  General Plan Land Use Element Policy LU-6.3: Locate affordable housing adjacent to jobs, retail, schools, open space, and public transportation.  General Plan Land Use Element Policy LU-6.6: Provide a wide range of housing options for Buena Park residents, including owner and rental housing adjacent to jobs, shopping, and transit.
 General Plan Land Use Element Policy LU-8.1: Encourage a variety of creative methods for supplying affordable housing.
 General Plan Housing Element Goal 3.0: Provide suitable sites for housing development, which can accommodate a range of housing by type, size, location, price, and tenure.  General Plan Housing Element Policy 2.1: Facilitate homeownership opportunities for low- and moderate-income households.
 General Plan Housing Element Policy 3.2: Encourage development of residential uses in strategic proximity to employment, recreational facilities, schools, neighborhood commercial areas, and transportation routes.
 General Plan Housing Element Policy 3.3 Encourage compatible residential development in areas with recyclable or underutilized land.
 General Plan Housing Element Policy 3.4: Allow flexibility within the city’s standards and regulations to encourage a variety of housing types.

Section 2. The proposed General Plan Amendment No. GP-23-1 will promote the orderly development of the City and the public health, safety, and welfare by enhancing and maintaining sound and logical land use and development practices guided by the Land Use and Community Design Element. The proposed General Plan Amendment does not modify any health and safety regulations. The proposed General Plan Amendment changes the land use designation of one parcel from Commercial to High Density Residential. This change in land use designation is aligned with the General Plan’s goal of increasing housing supply citywide.

Section 3. The proposed General Plan Amendment No. GP-23-1 will increase, not diminish, the land available for housing within the City. The proposed General Plan Amendment will provide added housing opportunities by facilitating the development of 93 townhouse residential units, which will enhance the viability of the City’s housing supply.

Section 4. The proposed General Plan Amendment No. GP-23-1 will maintain and improve the viability of the housing stock within the area in a manner consistent with the Resolution No.

General Plan Amendment No. GP-23-1
September 24, 2024
character of surrounding neighborhoods and will promote the orderly development of the subject property.

Section 5. The proposed General Plan Amendment No. GP-23-1 will develop an underutilized commercial property with a vacant commercial building with townhouse residential buildings and uses that are complimentary to the existing uses in the surrounding area, thereby enhancing and conserving the neighborhood property values.

Section 6. The City Council finds that facts supporting the above-specified findings are contained in the staff report and exhibits, and information provided to this Council during the public hearing conducted on September 24, 2024 with respect to the Project.

Section 7. The City Council has reviewed and considered all components of the requested General Plan Amendment No. GP-23-1 including compliance with the California Environmental Quality Act (CEQA) through the preparation of a Mitigated Negative Declaration No.

MND-24-2, adopted by separate resolution, the City Council has determined that the Mitigated Negative Declaration is legally adequate and that the Project would not result in any new or substantially more severe environmental impacts, with the adopted mitigation requirements, than those considered and addressed in the Mitigated Negative Declaration No. MND-24-2.

Section 8. The City Council of the City of Buena Park hereby approves and adopts General Plan Amendment GP-23-1, amending the General Plan Land Use Map of the Land Use and Community Design Element changing the land use designation of the subject property from Commercial to High Density Residential attached hereto as Exhibit “A”.

Section 9. The City Clerk shall Certify to the adoption of this Resolution.

PASSED AND ADOPTED this 24
th day of September 2024, by the following called vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAINED: COUNCILMEMBERS:
____________________________
Mayor
ATTEST:
___________________________
City Clerk
Resolution No.

General Plan Amendment No. GP-23-1
September 24, 2024

EXHIBIT A
Existing General Plan Land Use Map: Commercial Land Use Designation Low Density Residential
Commercial
Entertainment Mixed-Use
Project Site
Resolution No.

General Plan Amendment No. GP-23-1
September 24, 2024

EXHIBIT A
Proposed General Plan Land Use Map: High-Density Residential Designation Low Density Residential High Density Residential
Commercial
Entertainment Mixed-Use
Project Site
ORDINANCE NO.

ZONE CHANGE NO. Z-23-1

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BUENA
PARK APPROVING ZONE CHANGE Z-23-1 TO CHANGE THE ZONING

CLASSIFICATION FROM CS (COMMUNITY SHOPPING) MIXED USE
OVERLAY-45 TO RM-20 (MEDIUM-DENSITY MULTIFAMILY
RESIDENTIAL) MIXED USE OVERLAY-45 FOR THE PROPERTY
LOCATED AT 8030 DALE STREET (APN: 070-501-01)
A. Recitals.
(i) Christopher Courtney of Brandywine Homes (“Applicant”), 2355 Main Street, Suite 220, Irvine, CA 92614, on behalf of Perge Ventures, Inc., a Delaware Corporation, property owner, 13000 E. Firestone Boulevard, Santa Fe Springs, CA 90670 has filed an application for Zone Change No. Z-23-1 to change the existing zoning classification from CS (Community Shopping) Mixed Use Overlay-45 to RM-20 (Medium-Density Multifamily Residential) Mixed Use Overlay-45 of the subject property located at 8030 Dale Street (“Site”) to develop the property with a ninety-three (93)-unit townhome residential community (“Project”). The Applicant has also submitted applications to amend the General Plan (General Plan GP-23-1), subdivide the parcel (TT-24-1), Conditional Use Permit (CU-24-1) for the development of the Project, and Mitigated Negative Declaration (MND-24-2).
(ii) Pursuant to Section 19.404.020(C) of the City’s Municipal Code, the RM-20 (Medium-Density Residential) zoning district authorizes for the development and preservation of medium-density apartments, condominiums, and group quarters in locations convenient to community commercial, recreational, and cultural activities. (iii) The Project’s potential environmental impacts were analyzed through Initial Study and Mitigated Negative Declaration No. MND-24-2 and no significant environmental impact was found.
(iv) On August 28, 2024, the Planning Commission conducted a duly noticed public hearing, as required by law, to consider Zone Change No. Z-23-1 to amend the Zoning Map from CS (Community Shopping) Mixed Use Overlay-45 to RM-20 (Medium-Density Multifamily Residential) Mixed Use Overlay-45 for the Subject Property, along with a Mitigated Negative Declaration No. MND-24-2, for the Project.
(v) The Planning Commission adopted Resolution No. 6358 recommending that the City Council approve the change of the zoning classification from CS (Community Shopping) Mixed Use Overlay-45 to RM-20 (Medium-Density Multifamily Residential) Mixed Use Overlay45, including the Mitigated Negative Declaration No. MND-24-2, for the Project, and concluded said hearing prior to the adoption of this Resolution.
(vi) On September 24, 2024 the City Council conducted a duly noticed public hearing, as required by law, to consider the proposed Zone Change Z-23-1. Said public hearing was concluded prior to the adoption of this Ordinance.
(vii) All legal prerequisites to the adoption of this Ordinance have occurred.

Ordinance No.

Zone Change No. Z-23-1
September 24, 2024

Page 2 ends

Buena Park City CouncilSeptember 24, 2024

Buena Park City Council
September 24, 2024