3 APPROVED AS TO FORM:
________________________________
Steven Flower
City Attorney
CONSULTANT:
Kimley Horn
By:
Name:
Title:
By:
Name:
Title:
kimley-horn.com 1100 W Town & Country Road Suite 700, Orange CA 92868 714-409-9624 AMENDMENT NUMBER 5
TO THE AGREEMENT BETWEEN
CITY OF CALIMESA
AND
KIMLEY-HORN AND ASSOCIATES, INC.
This Amendment #5, dated August 28, 2025, is to the agreement between the City of Calimesa, ("Client") and Kimley-Horn and Associates, Inc. ("Consultant") per the contract agreement dated June 7, 2021 ("the Agreement") concerning the City of Calimesa Housing Element Update ("Project").
The Consultant has entered into the Agreement with Client for the furnishing of professional services, and the parties now desire to amend the Agreement.
Therefore, it is mutually agreed that the Agreement is amended to include Additional Services to be performed by Consultant, all as set forth in Exhibit A hereto. The parties ratify the terms and conditions of the Agreement not inconsistent with this Amendment, all of which are incorporated by reference.
CLIENT: CONSULTANT:
CITY OF CALIMESA KIMLEY-HORN AND ASSOCIATES, INC.
By: ______________________________ By: Bryant de la Torre, AICP Title: _____________________________ Title: Project Manager Date: _____________________________ Date: August 28, 2025 By: Jason Marechal, P.E. 63164
Title: Vice President
Date: August 28, 2025
Attachment 9B
kimley-horn.com 1100 W Town & Country Road Suite 700, Orange CA 92868 714-409-9624 This is Exhibit A to Amendment Number 2,
Dated: August 28, 2025
This amendment modifies the existing Agreement to add additional tasks to be completed by KimleyHorn with the remaining budget.
CONTRACT STATUS
The following outlines the status of the contract as originally scoped:
Task 1 – Project Kickoff and Schedule: Completed
Task 2 – Project Team Coordination: Completed
Task 3 – Housing Element Components: Completed
Task 4 – Community Engagement: Completed
Task 5 – Draft Housing Element: Completed
Task 6 – Environmental Compliance: Completed
Task 7 – Public Hearings: Completed
Task 8 – Amendment #3: Completed
Task 9 – Amendment #4: In Progress
AMENDMENT REQUESTED
The City has requested that Kimley-Horn develop a scope and fee to assist in updating the City’s Safety Element.
Table 1 below establishes the program actions the City and Kimley-Horn have agreed upon. The anticipated budget listed below is an estimate and Kimley-Horn reserves the right to allocate funds between tasks provided the Anticipated Total is not exceeded.
In summary, a contract amendment is requested to allocate additional funds to address the following new tasks:
Table 1: Contract Amendment Tasks and Budget
Task Number Description Fee
Task 9: Amendment #5 – Safety Element Update
$77,200
Draft and Final Safety Element
Evacuation Routes Study
Public Engagement
Meetings and Public Hearings
Other Direct Costs (Mileage/Outside Printing/Courier Services/Etc.) $3,551 Anticipated Total $80,751
Should additional efforts be identified by the City, this would be considered additional services, and another Contract Amendment may be drafted. Similarly, should amendment tasks detailed in Table 1 require additional efforts beyond what this amendment scopes, Kimley-Horn will notify the City.
kimley-horn.com 1100 W Town & Country Road Suite 700, Orange CA 92868 714-409-9624 Task 9: Amendment #5 – Safety Element Update
Project Coordination and Kick-Off
Kimley-Horn will conduct a kick-off meeting (virtual) with the City Project Management Team to review and refine the proposed scope of work, anticipated project schedule, communications protocol, deliverables, discuss staff expectations, initial discussion of data needs, and the community outreach approach. The discussion will focus on the required research and analysis to update the Safety Element. Kimley-Horn will provide meeting agendas, topics of discussion, and meeting minutes.
Kimley-Horn will conduct virtual coordination meetings with the City Staff on a monthly basis. Key items of discussion will be to ensure that objectives and milestones are tracked with the project schedule. Kimley-Horn will prepare meeting agendas, summaries, and action items for each coordination meeting. In addition, Kimley-Horn staff will communicate with staff through regular email and phone calls as needed over the course of the project.
The City shall provide Kimley-Horn with updated land use/parcel data layers from the City’s GIS database as well as the hazard mitigation GIS mapping package, along with any updated, mapped, hazard-related data. Kimley-Horn will conduct a comprehensive review of all existing planning documents provided by the City.
Deliverables
• Kick-Off Meeting agenda and summary
• Formal schedule
• List of data requirements
• Ongoing virtual coordination meetings (monthly)
• Meeting agendas and summaries
Draft and Final Safety Element
Kimley-Horn will review and evaluate the current Safety Element to determine compliance with state law. At a minimum, it is anticipated the current Safety Element will require the following regulatory updates:
• Update the Safety Element upon each revision of the Housing Element or Local Hazard Mitigation Plan (SB 1035)
• Update flood-related information and strengthens flood protection measures (AB 162) • LHMP integration or incorporation by reference into the Safety Element (AB 2140). • Extreme heat impacts (AB 2684)
• Climate change adaptation and resilience discussion and policies in the Safety Element, including drought and sea level rise based on vulnerability assessment (SB 379, codified by Government Code 65302(g)(4)).
• Identification of evacuation routes and access to two or more evacuation routes for residential areas (SB 99).
• Establish policies to address development in Very High Fire Hazard Severity Zones (SB 1241).
kimley-horn.com 1100 W Town & Country Road Suite 700, Orange CA 92868 714-409-9624 • Consultation with Cal FIRE and the Department of Conservation on wildfire policies (SB 1241).
• Kimley-Horn will review existing conditions and provide recommendations for other policy areas that may enhance the Safety Element, such as Crime Prevention through Environmental Design (CPTED), hazardous materials, public health, or public safety awareness and education.
• Analysis of evacuation routes for safety, viability, and capacity under a range of emergency scenarios, as required by AB 747, is not currently included in the scope. See Task 21 for a complete scope of this study.
Kimley-Horn will prepare an administrative draft Safety Element update for City review. The administrative draft will include an updated introduction section, existing conditions report, relationship to other General Plan Elements, goals, policies, objectives, and illustrative exhibits.
Kimley-Horn will provide one electronic file for screencheck review and assumes one round of comments in redline/strikeout or tracked changes will be compiled into one document by the City.
A majority of the City is in a Very High Fire Hazard Severity Zone (VHFHSZ). Kimley-Horn will facilitate consultation with Cal FIRE and the Board of Forestry and Fire Protection to review policies specific to wildfire hazards and development in wildfire hazard zones. An electronic copy of the administrative draft Safety Element will be provided to both agencies for screencheck review. It is assumed Cal FIRE, and the Board of Forestry and Fire Protection will require a minimum of 30 days to review and provide comments on the administrative draft Safety Element.
Kimley-Horn will incorporate comments received in response to the administrative draft to prepare a public review draft Safety Element. Public review is anticipated to occur over a minimum 30-day period, with the Safety Element made shall be made available on the City’s website. The City is responsible for noticing the availability of the Safety Element, collecting public comments, and distributing it to Kimley-Horn at the close of the public review period. The City shall manage tribal consultation in accordance with SB 18.
Kimley-Horn will compile public comments received in response to the public review draft and incorporate changes into the Safety Element, as necessary. The final Safety Element will be prepared for adoption consideration by the Planning Commission and City Council.
Deliverables
• Administrative Draft Safety Element (Digital copy)
• Consultation with Cal FIRE and the Board of Forestry and Fire Protection • Public Review Draft Safety Element (Digital copy)
• Final Safety Element (Digital copy)
Evacuation Routes Study
In response to AB 747, Kimely-Horn is now proposing to complete an Evacuation Routes Study as part of the Safety Element Effort. To comply with AB 747, the City must analyze evacuation routes for safety, feasibility, and capacity under a range of natural hazard scenarios. Although this analysis is often completed alongside Hazard Mitigation Plan (HMP) updates initiated on or after January 1,
kimley-horn.com 1100 W Town & Country Road Suite 700, Orange CA 92868 714-409-9624 2022, we understand that the City’s recent update to its Local HMP did not address AB 747 requirements. As such, a separate study is needed.
Guidance from the Land Use and Climate Innovation (LCI) is available to support this effort. KimleyHorn has conducted similar studies for communities across California, consistent with these guidelines.
The Evacuation Routes Study includes:
1. Coordination with the City to identify the principal hazards that need to be addressed in the evacuation study.
2. Development of "most likely" emergency scenarios that would require the evacuation of populations within the City.
3. Defining evacuation zones that would be involved in the evacuation scenarios.
4. Identifying primary evacuation routes that are available for evacuation zones involved in each emergency scenario.
5. Estimating the evacuation route vehicle handling capacity for each emergency evacuation routing scenario.
6. Assessing safety considerations and evacuation route viability for the various emergency evacuation scenarios being studied.
7. Documenting study findings and recommendations, including evacuation routing exhibits for each emergency evacuation scenario.
The scope includes analysis of two evacuation scenarios. Two virtual meetings are anticipated as part of this effort, to be coordinated and scheduled by the City. The meetings may require attendance from representatives of the local Fire Department, Sherriff’s Department, among others.
Deliverables
• Draft and final Evacuation Routes Study memorandum (Digital copy) • Meetings (Two-virtual)
Public Engagement
COMMUNITY SURVEY
Kimley-Horn will develop an online survey, compile survey results, and provide a detailed summary of input received. The survey will be provided through SurveyMonkey® of Cvent. The survey will include multiple-choice questions, ranking/rating scales, and open-ended questions, all specifically designed to inform the Safety Element planning process. Kimley-Horn will coordinate with the City to make the survey link available on the City's website. The City will be responsible for distributing and promoting the survey through the City’s website, social media platforms, newsletters, printed mailings, and other methods.
Deliverables
• Community Survey Link (Survey Monkey or Cvent, electronic) • Community Survey Summary (Digital copy)
kimley-horn.com 1100 W Town & Country Road Suite 700, Orange CA 92868 714-409-9624
COMMUNITY WORKSHOP
Kimley-Horn will facilitate one (1) in-person workshop to solicit input and educate the public about the Safety Element update process. Kimley-Horn will design one information flyer to publicize the opportunity to participate. The informational flyer will be provided to the City for review, and one round of revisions is assumed. The informational flyer will be provided in English and Spanish. The City will be responsible for the dissemination of the informational flyer through the City's website, social media platforms, newsletters, printed mailings, and other methods.
Deliverables
• Facilitation of one community workshop
• Up to 6 informational printed boards (Size- 22X36)
• One meeting presentation
• One meeting summary (Digital copy)
Meetings and Public Hearings
Kimley-Horn will meet regularly with the project team to coordinate project deliverables, data, and public meetings. The scope and fee provided assume bi-monthly meetings via Teams (up to 15 calls) will occur throughout the duration of the project and face-to-face meetings when circumstances warrant.
Kimley-Horn will attend a total of two public hearings in person. This includes the City Council and Planning Commission. Kimley-Horn will prepare informational presentations, as necessary. This scope assumes City staff will prepare the necessary public hearing notices, staff reports, and resolutions.
The Final Safety Element will be provided to the City at the time of adoption. This scope assumes any requested Safety Element changes at the time of Safety Element adoption will be minor, nonsubstantive, or clarification-based edits. Substantive or time-intensive changes (if requested by the Planning Commission or City Council) would be subject to additional scope and fees.
Deliverables
• Attendance at two public meetings/hearings
• Informational presentation
• Final Safety Element (Digital copy)
ADDITIONAL SERVICES
Any services not specifically provided for in the above scope will be billed as additional services and performed at Kimley-Horn’s then-current hourly rates. Additional services Kimley-Horn can provide include, but are not limited to, the following: Tribal Consultation.
City Council Meeting
Agenda Report
Agenda Item No. 10
SUBJECT: CONSIDERATION OF AUTHORIZATION TO ISSUE REQUEST FOR PROPOSALS (RFP) – DESIGN AND INSTALLATION OF
VIDEO SURVEILLANCE SYSTEM AT SUMMERWIND PARK
MEETING DATE: October 20, 2025
PREPARED BY: Will Kolbow, City Manager
RECOMMENDATION: That the City Council:
1) Review the attached Request for Proposals (RFP) for Design and Installation of Video Surveillance at Summerwind Park.
2) Provide direction to staff on whether to proceed with issuance of the RFP. 3) If Council elects to proceed, provide any desired modifications or additional requirements to be included prior to release.
BACKGROUND: During the Fiscal Year 2025–26 Budget Workshop held on May 19, 2025, the City Council received public comment regarding the City’s use of surveillance cameras in public parks. A member of the public expressed concern that Summerwind Park did not have cameras while 4th Street Park did and suggested the City’s approach was inconsistent or discriminatory.
Staff noted during the workshop that the cameras at 4th Street Park were installed several years ago and utilize older technology, and that vandalism and minor incidents have occurred at Summerwind Park since its opening. According to budget workshop discussion, vandalism repair and cleanup costs have totaled approximately $15,000 to date.
While the Council did not allocate funding in the adopted FY 2025–26 budget for this project, some councilmembers expressed interest in evaluating the feasibility and cost of improved surveillance systems as part of a broader physical security strategy for City facilities. Staff was directed to prepare an RFP for Council consideration before advertising.
DISCUSSION: The attached RFP has been drafted to solicit proposals from qualified firms to design and install a surveillance camera system at Summerwind Park. The scope is intended to serve as a prototype or standard for future security installations at other City facilities.
Key provisions of the draft RFP include:
• Cloud-based storage and remote access for authorized City staff. • Cybersecurity safeguards and data protection requirements. • Mandatory job walk on November 13, 2025, to ensure proposers understand site conditions.
• Optional services such as system maintenance, live monitoring, access control integration, and automated restroom locks, and interoperability with the Riverside County Sheriff’s Department. • Preference for firms that participate in cooperative purchasing programs (e.g., CMAS, Sourcewell) to facilitate streamlined future procurement. • Evaluation criteria emphasizing municipal experience, scalability, and cost-effectiveness.
No budget appropriation has yet been made for this project. Should the Council authorize issuance of the RFP, staff will return with a recommended contract award and budget amendment once proposals are received and evaluated.
The Summerwind Community Facilities District (CFD) contains available funds that could support this installation, subject to Council appropriation. However, any future system expansions to other parks or facilities would require additional funding sources to be identified.
FISCAL IMPACT: There is no immediate fiscal impact associated with authorizing issuance of the RFP. If the Council elects to proceed with advertising and later awards a contract, staff will return with a budget appropriation request, likely funded through the Summerwind CFD. Estimated costs will be known following receipt of proposals.
ATTACHMENTS:
Attachment A: Draft Request for Proposals – Design and Installation of Video Surveillance at Summerwind Park
City of Calimesa, CA
Design & Installation of Video Surveillance at
Summerwind Park
Request for Proposals
Released October 27, 2025
Mandatory Job Walk – November 13, 2025 at 10:30 AM
Summerwind Park, 1000 Engleman Drive, Calimesa, CA 92320 Submit Proposals to:
City of Calimesa
Attn: Video Surveillance at Summerwind Park RFP
908 Park Avenue
Calimesa, CA 92320
PROPOSAL DEADLINE – Thursday, December 4, 2025, at 2 PM PST Attachment 10A
City of Calimesa
908 Park Avenue, Calimesa, California 92320
Telephone 909.795.9801 Facsimile 909.795.4399
www.calimesa.gov
“Celebrating 35 Years of Incorporation ▪ 1990 - 2025”
REQUEST FOR PROPOSALS ANNOUNCEMENT
The City of Calimesa is seeking Proposals from experienced firms to design and install a surveillance camera system at Summerwind Park. The intent is to establish a standard for future physical security installations across City facilities. As a growing community, the City has recognized the need to improve safety and security at public parks and facilities. This RFP will result in the selection of one qualified firm, subject to approval by the Calimesa City Council.
Proposal instructions are contained in the Request for Proposals (RFP) document. Please provide the requested information in the prescribed written format. Failure to comply with the prescribed format may result in disqualification.
❖ Onsite Job-Walk : The City will conduct a mandatory Onsite Job-Walk vendor conference on November 13, 2025, at 10:30 AM PST at Summerwind Park, 1000 Engleman Drive, Calimesa, CA 92320. Vendors who wish to attend this meeting should RSVP to the City of Calimesa to Mari Shakir, Public Works Director ([email protected]).
❖ Questions: All pre-proposal submittal questions must be sent to Will Kolbow, City Manager ([email protected]) received by 4:00 p.m. PST, November 21, 2025, Questions received after this deadline will not be accepted. Answers to questions will be posted to the RFP webpage by Wednesday, November 26, 2025, at 5:30 PM.
❖ Proposals Due: (3) printed copies, and one (1) electronic copy on SD/Memory Stick of your proposal must be received no later than 2:00 p.m. PST, December 4, 2025.
Request for Proposals (RFP)
1. Purpose of the RFP
The purpose of this RFP is to solicit Proposals from firms with demonstrated expertise in surveillance and physical security solutions. The selected firm will design and install a system for Summerwind Park, and the City may utilize this firm for future projects. The City prefers firms that participate in cooperative purchasing programs (such as Sourcewell, CMAS, etc.) to allow procurement without a separate bid process.
2. Scope of Services
The selected firm will provide design and installation services for a surveillance camera system at Summerwind Park. The system must utilize cloud-based storage and provide secure remote access capabilities.
Required services include:
❖ Design and installation of a surveillance camera system ❖ Integration with cloud-based storage and remote access ➢ Include a description of how data is secured and steps taken to ensure cybersecurity
❖ Coordination with City staff on system training and use.
Preferred / optional services include:
❖ Ongoing system maintenance and monitoring
❖ Door access control with card readers
❖ Automated restroom door locks (timer-based)
❖ Scalable system architecture for future City facilities ❖ Interoperability with Riverside County Sheriff’s Department systems to ensure that our law enforcement partners can interact with the system to help with their duties.
3. Site Job Walk
A mandatory job walk will be conducted at Summerwind Park for interested firms. Firms will assess the site and provide strategies and recommended solutions as part of their submittals. The job walk will take place on Thursday, November 13, 2025, at 10:30 AM PST.
Please RSVP to Mari Shakir, Public Works Director, at [email protected].
4. Submittal Requirements
Proposals should include the following information:
❖ Firm Proposals and background
❖ Experience with municipal clients, especially Southern California cities ❖ Description of proposed approach to Summerwind Park
❖ Cost estimate for proposed approach to Summerwind Park ❖ Cooperative purchasing agreements available for City use ❖ At least three (3) municipal references with contact information ❖ Proposed service models for optional maintenance/monitoring ❖ Proposed project team, including subcontractors if applicable
5. Selection Criteria
Responses will be evaluated based on the following criteria:
❖ Demonstrated experience with municipal projects
❖ Successful implementation of scalable systems
❖ Quality and strategy of proposed solution for Summerwind Park ❖ Availability of cooperative purchasing agreements
❖ Cost-effectiveness and lifecycle costs
❖ References from other agencies (Southern California cities preferred)
6. Contract Structure
The City intends to pre-qualify one firm through this process. Final selection will be subject to approval by the Calimesa City Council.
7. City Requirements
The selected firm must comply with the following requirements:
❖ Compliance with California prevailing wage laws
❖ Insurance coverage meeting City requirements
8. Schedule
The anticipated schedule for this RFP is as follows:
❖ RFP Issuance: Monday, October 27, 2025
❖ Job Walk: Thursday, November 13, 2025, 10:30 AM
➢ Summerwind Park, 1000 Engleman Drive, Calimesa, CA 92320 ➢ RSVP to Mari Shakir, Public Works Director ([email protected]) ❖ Questions Due: Friday, November 21, 4:00 PM
➢ Submit questions to: Will Kolbow, City Manager ([email protected]) ❖ Responses Due: December 4, 2025, 2 PM
❖ Review and Evaluation: Within 30 days of due date
❖ Anticipated Selection by City Council: Monday, January 20, 2026
9. General Conditions
The City of Calimesa reserves the right to reject any or all responses, to waive informalities and minor irregularities, and to request additional information from any respondent.
Selection does not guarantee future projects beyond Summerwind Park. All costs of proposal preparation shall be borne by the proposer.