Agenda packet — Costa Mesa City Council, March 4, 2025

CITY OF COSTA MESA
REGULAR CITY COUNCIL AND HOUSING AUTHORITY*
Agenda
City Council Chambers
77 Fair Drive
6:00 PMTuesday, March 4, 2025
*Note: All agency memberships are reflected in the title "Council Member" 5:30 P.M. Closed Session
The City Council meetings are presented in a hybrid format, both in-person at City Hall and as a courtesy virtually via Zoom Webinar. If the Zoom feature is having technical difficulties or experiencing any other critical issues, and unless required by the Brown Act, the meeting will continue in person.

TRANSLATION SERVICES AVAILABLE / SERVICIOS DE TRADUCCIÓN DISPONIBLE Please contact the City Clerk at (714) 754-5225 to request language interpreting services for City meetings. Notification at least 48 hours prior to the meeting will enable the City to make arrangements.

Favor de comunicarse con la Secretaria Municipal al (714) 754-5225 para solicitar servicios de interpretación de idioma para las juntas de la Ciudad. Se pide notificación por lo mínimo 48 horas de anticipación, esto permite que la Ciudad haga los arreglos necesarios.

Members of the public can view the City Council meetings live on COSTA MESA TV (SPECTRUM CHANNEL 3 AND AT&T U-VERSE CHANNEL 99) or
http://costamesa.granicus.com/player/camera/2?publish_id=10&redirect=true and online at youtube.com/costamesatv.

Closed Captioning is available via the Zoom option in English and Spanish.

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Agenda March 4, 2025
As a courtesy, the public may participate via the Zoom option.

Zoom Webinar: (For both 5:30 p.m. and 6:00 p.m. meetings) Please click the link below to join the webinar:
https://us06web.zoom.us/j/81879579049?
pwd=_XoNBT2uciL7zrDsfj4A9Q9srLgExg.bQEU-le6VvXjPDeL
Or sign into Zoom.com and “Join a Meeting”
Enter Webinar ID: 818 7957 9049/ Password: 608584
• If Zoom is not already installed on your computer, click “Download & Run Zoom” on the launch page and press “Run” when prompted by your browser. If Zoom has previously been installed on your computer, please allow a few moments for the application to launch automatically.
• Select “Join Audio via Computer.”
• The virtual conference room will open. If you receive a message reading, “Please wait for the host to start this meeting,” simply remain in the room until the meeting begins.
• During the Public Comment Period, use the “raise hand” feature located in the participants’ window and wait for city staff to announce your name and unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.

Participate via telephone: (For both 5:30 p.m. and 6:00 p.m. meetings) Call: 1 669 900 6833 Enter Webinar ID: 818 7957 9049/ Password: 608584 During the Public Comment Period, press *9 to add yourself to the queue and wait for city staff to announce your name/phone number and press *6 to unmute your line when it is your turn to speak. Comments are limited to 3 minutes, or as otherwise directed.

Note, if you have installed a zoom update, please restart your computer before participating in the meeting.

Additionally, members of the public who wish to make a written comment on a specific agenda item, may submit a written comment via email to the City Clerk at [email protected].

Comments received by 12:00 p.m. on the date of the meeting will be provided to the City Council, made available to the public, and will be part of the meeting record.

Please know that it is important for the City to allow public participation at this meeting. If you are unable to participate in the meeting via the processes set forth above, please contact the City Clerk at (714) 754-5225 or [email protected] and staff will attempt to accommodate you. While the City does not expect there to be any changes to the above process for participating in this meeting, if there is a change, the City will post the information as soon as possible to the City’s website.

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Note that records submitted by the public will not be redacted in any way and will be posted online as submitted, including any personal contact information. All pictures, PowerPoints, and videos submitted for display at a public meeting must be previously reviewed by staff to verify appropriateness for general audiences. This includes items submitted for the overhead screen during the meeting. Items submitted for the overhead screen should be 1 page and provided to the City Clerk prior to the start of the meeting. No links to YouTube videos or other streaming services will be accepted, a direct video file will need to be emailed to staff prior to each meeting in order to minimize complications and to play the video without delay. The video must be one of the following formats, .mp4, .mov or .wmv. Only one file may be included per speaker for public comments, for both videos and pictures. Please e-mail to the City Clerk at [email protected] NO LATER THAN 12:00 Noon on the date of the meeting. If you do not receive confirmation from the city prior to the meeting, please call the City Clerks office at 714-754-5225.

Note regarding agenda-related documents provided to a majority of the City Council after distribution of the City Council agenda packet (GC §54957.5): Any related documents provided to a majority of the City Council after distribution of the City Council Agenda Packets will be made available for public inspection. Such documents will be posted on the city’s website and will be available at the City Clerk's office, 77 Fair Drive, Costa Mesa, CA 92626.

All cell phones and other electronic devices are to be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to conduct a phone conversation.

Free Wi-Fi is available in the Council Chambers during the meetings. The network username available is: CM_Council. The password is: cmcouncil1953.

As a LEED Gold Certified City, Costa Mesa is fully committed to environmental sustainability.

A minimum number of hard copies of the agenda will be available in the Council Chambers.

For your convenience, a binder of the entire agenda packet will be at the table in the foyer of the Council Chambers for viewing. Agendas and reports can be viewed on the City website at https://costamesa.legistar.com/Calendar.aspx. Las agendas y los informes se pueden ver en español en el sitio web de la Ciudad en
https://www.costamesaca.gov/trending/current-agendas/spanish-city-council-agendas.

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Agenda March 4, 2025
In compliance with the Americans with Disabilities Act, Assistive Listening headphones are available and can be checked out from the City Clerk. If you need special assistance to participate in this meeting, please contact the City Clerk at (714) 754-5225. Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102.35.104 ADA Title II].

En conformidad con la Ley de Estadounidenses con Discapacidades (ADA), aparatos de asistencia están disponibles y podrán ser prestados notificando a la Secretaria Municipal. Si necesita asistencia especial para participar en esta junta, comuníquese con la oficina de la Secretaria Municipal al (714) 754-5225. Se pide dar notificación a la Ciudad por lo mínimo 48 horas de anticipación para garantizar accesibilidad razonable a la junta. [28 CFR

35.102.35.104 ADA Title II].

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Agenda March 4, 2025
CLOSED SESSION - 5:30 P.M.

CALL TO ORDER

ROLL CALL
PUBLIC COMMENTS Members of the public are welcome to address the City Council only on those items on the Closed Session agenda. Each member of the public will be given a total of three minutes to speak on all items on the Closed Session agenda.

CLOSED SESSION ITEMS:

1. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION – ONE CASE Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: Munoz v. City of Costa Mesa,
United States District Court, Central District of California, Case No 8:23-cv-01959 JWH (ADSx)

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Agenda March 4, 2025

REGULAR MEETING OF THE CITY COUNCIL AND HOUSING AUTHORITY MARCH 4, 2025 – 6:00 P.M.

JOHN STEPHENS
Mayor

MANUEL CHAVEZ ANDREA MARR Mayor Pro Tem - District 4 Council Member - District 3

ARLIS REYNOLDS LOREN GAMEROS Council Member - District 5 Council Member - District 2

JEFF PETTIS MIKE BULEY Council Member - District 6 Council Member - District 1

KIMBERLY HALL BARLOW LORI ANN FARRELL HARRISON City Attorney City Manager

CALL TO ORDER

NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE

MOMENT OF SOLEMN EXPRESSION
[Per Council Policy 000-12, these presentations are made by community volunteers stating their own views. The City Council disclaims any intent to endorse or sponsor the views of any speaker.]

ROLL CALL

CITY ATTORNEY CLOSED SESSION REPORT
PRESENTATIONS:

1. Proclamation: Women's History Month 2025
PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Comments on Presentation and Consent Calendar items may also be heard at this time.

Comments are limited to 3 minutes, or as otherwise directed.

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Agenda March 4, 2025

COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Each council member is limited to 3 minutes. Additional comments will be heard at the end of the meeting.

1. Council Member Pettis

2. Council Member Buley

3. Council Member Gameros

4. Council Member Marr

5. Council Member Reynolds

6. Mayor Pro Tem Chavez

7. Mayor Stephens
REPORT – CITY MANAGER
REPORT – CITY ATTORNEY

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and will be acted upon in one motion. There will be no separate discussion of these items unless members of the City Council, staff, or the public request specific items to be discussed and/or removed from the Consent Calendar for discussion.

1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL

ORDINANCES AND RESOLUTIONS
25-203
RECOMMENDATION:

City Council and Housing Authority approve the reading by title only and waive further reading of Ordinances and Resolutions.

2. READING FOLDER 25-205
RECOMMENDATION:

City Council receive and file Claims received by the City Clerk and authorize staff to reject any and all Claims: Grant Cody, Stephen Scoles, Shelly Toole.

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3. ADOPTION OF WARRANT RESOLUTION 25-185
RECOMMENDATION:

City Council approve Warrant Resolution No. 2729.

1. Summary Check Register 2-06-25

2. Summary Check Register 2-13-25

3. Summary Check Register 2-20-25
Attachments:

4. MINUTES 25-204
RECOMMENDATION:

City Council approve the minutes of the regular meeting of February 18, 2025.

1. 02-18-2025 Draft MinutesAttachments:

5. ACCEPTANCE OF THE ADAMS AVENUE PAVEMENT
REHABILITATION PROJECT, CITY PROJECT NO. 23-07
25-169
RECOMMENDATION:

Staff recommends the City Council:

1. Accept the work performed by All American Asphalt, Inc ., 400 East Sixth Street, Corona, CA 92879 for the Adams Avenue Pavement Rehabilitation Project, City Project No. 23-07, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the retention monies thirty-five ( 35) days after the Notice of Completion filing date; release the Labor and Material Bond seven (7) months after the filing date; and release the Faithful Performance Bond one (1) year after the filing date.

1. Location Map

2. Final Cost Summary

3. CWA Final Report by Solis Group (Adams Ave.)
Attachments:

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Agenda March 4, 2025

6. ACCEPTANCE OF THE TRAFFIC SIGNAL MODIFICATION AT BAKER STREET AND BABB STREET PROJECT, CITY PROJECT NO. 24-02
25-186
RECOMMENDATION:

Staff recommends the City Council:

1. Accept the work performed by Crosstown Electrical & Data, Inc ., 5454 Diaz Street, Irwindale, CA 91706, for the Traffic Signal Modification at Baker Street and Babb Street Project, City Project No. 24-02, and authorize the City Clerk to file the Notice of Completion.

1. Final Cost SummaryAttachments:

7. REPLACEMENT OF CHILLER UNITS AT CITY HALL 25-194
RECOMMENDATION:

Staff recommends the City Council:

1. Authorize the use of Sourcewell ’s Cooperative Agreement No .070121-SIE with Siemens Industry, Inc.

2. Authorize the purchase of two ( 2) Trane chillers for $334,856 from Siemens Industry, Inc., 6141 Katella Ave, Cypress, CA, 90630.

3. Approve an appropriation of $573,000 in the Capital Improvement Fund (Fund 401) fund balance to purchase the equipment outlined above totaling $334,856, and provide additional funding for a separate design and installation contract to be brought under separate cover in the future, ensuring sufficient funds are available to complete the project.

1. Sourcewell QuoteAttachments:

AT THIS TIME COUNCIL WILL ADDRESS ANY ITEMS PULLED FROM THE CONSENT

CALENDAR
------------------------------END OF CONSENT CALENDAR------------------------------- PUBLIC HEARINGS: NONE.
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.)

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Agenda March 4, 2025
OLD BUSINESS: NONE.

NEW BUSINESS:

1. INFORMATION TECHNOLOGY STRATEGIC PLAN PHASE II AND

ROADMAP FOR THE CITY OF COSTA MESA
25-161
RECOMMENDATION:

Staff recommends the City Council:

1. Authorize the use of the County of Marin ’s cooperative service agreement with Third Wave Corporation.

2. Approve a Professional Services Agreement with ThirdWave Corporation in the amount of $125,014, for consulting services for the Information Technology Strategic Plan and Roadmap Phase II, effective March 4, 2025 - December 31, 2025.

3. Authorize the City Manager or designee to approve an additional 10% contingency in the amount of $12,501, if required, to deliver the scope of work identified in the Statement of Work.

1. ThirdWave ITSP County of Marin PSA

2. ThirdWave ITSP Proposal

3. ThirdWave ITSP County of Marin 1st Addendum

4. ThirdWave ITSP
Attachments:

ADDITIONAL COUNCIL /BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND

SUGGESTIONS

ADJOURNMENT

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10 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-203 Meeting Date: 3/4/2025
TITLE:

PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND

RESOLUTIONS
RECOMMENDATION:

City Council and Housing Authority approve the reading by title only and waive further reading of Ordinances and Resolutions.

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11 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-205 Meeting Date: 3/4/2025
TITLE:

READING FOLDER
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:

City Council receive and file Claims received by the City Clerk and authorize staff to reject any and all Claims: Grant Cody, Stephen Scoles, Shelly Toole.

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12 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-185 Meeting Date: 3/4/2025
TITLE:

ADOPTION OF WARRANT RESOLUTION
DEPARTMENT: FINANCE DEPARTMENT
PRESENTED BY: CAROL MOLINA, FINANCE DIRECTOR
CONTACT INFORMATION: CAROL MOLINA, FINANCE DIRECTOR AT (714) 754-5243 RECOMMENDATION:

City Council approve Warrant Resolution No. 2729.

BACKGROUND:

In accordance with Section 37202 of the California Government Code, the Director of Finance or their designated representative hereby certify to the accuracy of the following demands and to the availability of funds for payment thereof.

FISCAL REVIEW:

Funding Payroll Register No. 25-04 On Cycle for $3,748,138.94, and City operating expenses for $3,773,547.93.

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CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-204 Meeting Date: 3/4/2025
TITLE:

MINUTES
DEPARTMENT: City Manager’s Office/City Clerk’s Division RECOMMENDATION:

City Council approve the minutes of the regular meeting of February 18, 2025.

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77 Minutes – Regular Meeting February 18, 2025 Page 1 of 10

REGULAR CITY COUNCIL AND HOUSING AUTHORITY
TUESDAY, FEBRUARY 18, 2025 - MINUTES
CALL TO ORDER – The Closed Session meeting was called to order by Mayor Stephens at 4:00 p.m.

ROLL CALL

Present: Council Member Buley, Council Member Gameros, Council Member Harper, Council Member Marr, Council Member Reynolds, Mayor Pro Tem, and Mayor Stephens.

Absent: None.

PUBLIC COMMENTS – NONE.

CLOSED SESSION ITEMS:

1. Public Employment, Workers’ Compensation Claim, Pursuant to California Government Code Section 54956.9 (b)(1), WCAB NO. ADJ18072347

2. Public Employment, Workers’ Compensation Claim, Pursuant to California Government Code Section 54956.9 (b)(1), WCAB NO. ADJ18438457

3. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATION OF LITIGATION - ONE CASE
Pursuant to California Government Code Section 54956.9 (d)(2), Potential Litigation.

4. CONFERENCE WITH REAL PROPERTY NEGOTIATOR
Pursuant to California Government Code Section 54956.8
APN: 424-211-01; Property: 695 W. 19th Street, Costa Mesa, CA 92627 Agency Negotiators: Lori Ann Farrell Harrison, City Manager Negotiating Parties: Jamboree Housing
Under Negotiation: Price and Terms of Payment

5. CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION–ONE CASE Pursuant to California Government Code Section 54956.9 (d)(1) Name of Case: City of Costa Mesa v. D’Alessio; 1963 Wallace Ave.

Orange County Superior Court Case No. 30 2020 01133479
City Council recessed at 4:02 p.m. for Closed Session.

Closed Session adjourned at 5:45 p.m.
78 Minutes – Regular Meeting February 18, 2025 Page 2 of 10 CALL TO ORDER - The Regular City Council and Housing Authority meeting was called to order by Mayor Stephens at 6:00 p.m.

NATIONAL ANTHEM AND PLEDGE OF ALLEGIANCE – Chara Wondercheck led the National Anthem and Mayor Stephens led the Pledge of Allegiance.

MOMENT OF SOLEMN EXPRESSION – Led by The Rev. Dr. George Okusi, St. John the Divine Episcopal Church.

ROLL CALL

Present: Council Member Buley, Council Member Gameros, Council Member Harper, Council Member Marr, Council Member Reynolds, Mayor Pro Tem, and Mayor Stephens.

Absent: None.

CITY ATTORNEY CLOSED SESSION REPORT – The City Council gave staff direction, no reportable action.

PRESENTATIONS:

Bobby McDonald, President and Executive Director of the Black Chamber of Commerce of Orange County, and Dr. Stephen Glass, member of the OC Alphas Nu Tau Lambda Chapter, accepted a proclamation on behalf of their organizations in recognition of Black History Month, and Debora Wondercheck, Arts Commissioner introduced Alfred Jackson who performed “Lift Every Voice and Sing” and “A Change is Gonna Come”.

PUBLIC COMMENTS – MATTERS NOT LISTED ON THE AGENDA
Flo Martin, Costa Mesa, spoke on John Lewis books titled “March” books 1 through 3 and recommended the City Council read the John Lewis book titled “RUN”.

Jose Toscano, Costa Mesa, spoke on the California State Primary Election System, and conducting a runoff election where the top two candidates move onto a new election to ensure a candidate receives 50% of the vote.

Speaker, spoke on government openness and transparency, and customer service.

Karen Wolf, Costa Mesa, requested liquid amber trees to be removed.

Speaker, spoke on Proposition 4 regarding climate prevention, and emergency preparedness.

Speaker, spoke on the City liabilities, expenses, and paying down debt.

Speaker, spoke on speeding on the streets, requested police patrols, and spoke against street improvements on 19th Street.

Rob Miller requested the 311 App to be accessible in Spanish. 79 Minutes – Regular Meeting February 18, 2025 Page 3 of 10

COUNCIL MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS Council Member Reynolds spoke on the messages and presentations in recognition of Black History Month, thanked staff, business leaders, and residents for all their time supporting the community, and requested pro-active messaging to the public for reporting issues with sidewalks on the 311 App.

Council Member Pettis spoke on concerns with the 311 App, spoke on infrastructure as a priority, spoke on resolving issues and improvements at Harper Park, Jordan Park, and Brentwood Park, and requested an estimate on when renovations will be complete.

Council Member Buley spoke on Tessa and that permits need to be closed out in the system, and that some coding and implementing issues are being corrected, spoke on the 311 App and reporting graffiti abatement, and requested a notification when requests are completed.

Council Member Gameros reported a skate park conceptual design community meeting on March 12th, spoke on the February 7 th DUI Checkpoint, recognized the Police Department for emergency preparedness during the rainstorm, and thanked volunteers for planting native vegetation at Fairview Park.

Council Member Marr spoke on the Black History Month presentation, spoke on a series of fire preparedness community meetings, and the first one is on Tuesday, February 25th at 5:30 p.m. at the Senior Center, and spoke on volunteering with Congressman Min and Mayor Stephens at the Senior Center for the Meals on Wheels program.

Mayor Pro Tem Chavez spoke on sidewalk maintenance, the need for sidewalks on all city streets, requested an update if the 311 App can be made available in Spanish, spoke on customer service, efficiency, and responsiveness.

Mayor Stephens spoke on the Black History Month presentation, spoke on meeting with Congressman Min regarding Meals on Wheels, requested an update on federal funding risks at the 2nd meeting in March, spoke on an OCTA tour in San Clemente with Congressman Min, spoke on providing a presentation at SOY on local government, thanked city departments and community partners who assisted during the rainstorm, and wished his sister Lori a Happy 75th Birthday.

REPORT – CITY MANAGER – Ms. Farrell Harrison stated staff will follow up on comments and questions brought up during public comments, stated that the Costa Mesa 311 App does not currently have availability in Spanish but is working on providing, and stated that staff will provide an update on federal funding and risks in March during the mid-year budget discussion.

REPORT – CITY ATTORNEY - NONE.
80 Minutes – Regular Meeting February 18, 2025 Page 4 of 10

CONSENT CALENDAR
MOVED/SECOND: Mayor Pro Tem Chavez/Mayor Stephens
MOTION: Approve the Consent Calendar except for item nos. 5 and 6.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0

1. PROCEDURAL WAIVER: WAIVE THE FULL READING OF ALL ORDINANCES AND

RESOLUTIONS
ACTION:

City Council and Housing Authority approved the reading by title only and waived further reading of Ordinances and Resolutions.

2. READING FOLDER
ACTION:

City Council received and filed Claims received by the City Clerk and authorized staff to reject any and all Claims: Mark Gnesin, Cody Grant, Lori Harvey, Edward Kao.

3. ADOPTION OF WARRANT RESOLUTION
ACTION:

City Council approved Warrant Resolution No. 2728.

4. MINUTES
ACTION:

City Council approved the minutes of the special meeting of January 28, 2025 and the regular meeting of February 4, 2025.

7. EXTENSION OF OPTION TO LEASE AGREEMENT TO CONSTRUCT AND OPERATE A 70-UNIT AFFORDABLE SENIOR AND SUPPORTIVE HOUSING PROJECT LOCATED AT THE CITY’S SENIOR CENTER, 695 WEST 19TH STREET ACTION:

City Council reviewed and approved the “Extension of Option to Lease Agreement” for an additional 60-day term that will expire on April 30, 2025 to finalize lease negotiations with appropriate affordable housing terms and complete assembling funding for the project.
81 Minutes – Regular Meeting February 18, 2025 Page 5 of 10

ITEMS PULLED FROM THE CONSENT CALENDAR

5. AWARD OF THE COSTA MESA CITY HALL TRAINING ROOM BASEMENT REMODEL PROJECT, CITY PROJECT NO. 24-11, AND FINDING OF CALIFORNIA

ENVIRONMENTAL QUALITY ACT (CEQA) CATEGORICAL EXEMPTION
Public Comments:

Speaker, spoke on using monies for reducing city debt, spoke on options of leasing space from Vanguard, inquired on the necessity of a training room, and spoke on allowing both union and non-union to bid.

Danielle Wilson spoke on Spanish lessons for employees.

MOVED/SECOND: Council member Marr/Council Member Gameros MOTION: Approve staff recommendation.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0
ACTION:

1. City Council made a finding of California Environmental Quality Act (CEQA) categorical exemption pursuant to CEQA guidelines Section 15301 and adopted plans, specifications, and working details for the Costa Mesa City Hall Training Room Basement Remodel Project, City Project No. 24-11.

2. Rejected the bid submitted by Triangle DeCon Services, Inc., 25422 Adriana Street, Mission Viejo, California 92691 as non-responsive.

3. Awarded a Public Works Agreement (PWA) for construction to American Construction Company, LLC (ACC), 1130 North Kraemer Boulevard, No. 1, Anaheim, California 92806 in the amount of $490,000 with an additional ten percent (10%) contingency in the amount of $49,000, as needed for any unforeseen costs related to this project.

4. Authorized the City Manager and City Clerk to execute the PWA and future amendments to the agreement within Council authorized limits. 82 Minutes – Regular Meeting February 18, 2025 Page 6 of 10

6. EMERGENCY GENERATOR UNITS FOR CITY HALL AND THE COMMUNICATIONS

BUILDING
Public Comments:

Speaker, spoke on using Tesla batteries and solar as an option, spoke on allowing both union and non-union to bid.

Speaker, spoke on including the Senior Center, inquired if the Police Department has its own generator and its condition, spoke on bond funding, inquired if the generators were regularly checked for maintenance issues, inquired on a plan if there is a power outage before the new generators are installed, and spoke on long range planning for Capital Improvement Projects.

Speaker, spoke on sustainability and municipal battery storage, and spoke on electric options.

Speaker, spoke on the shelf life of lithium batteries, that they are a good use for motorcycles but not for generators with a long shelf life, spoke against Elon Musk businesses, and supports buying from other companies.

MOVED/SECOND: Mayor Stephens/Council Member Gameros
MOTION: Approve staff recommendation.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0
ACTION:

1. City Council authorized the use of Sourcewell’s Cooperative Agreement #092222-CAT with Caterpillar Inc. for the purchase of two (2) diesel emergency generators, two (2) automatic transfer switches, and two (2) double wall day tanks for fuel for City Hall and the Communications Building through Quinn Power Systems totaling $389,543.19.

2. Approved an appropriation of $700,000 in the Capital Improvement Fund (Fund 401) fund balance to purchase the equipment outlined above totaling $389,543.19, and an additional $300,000 for a separate design and installation contract to be brought under separate cover in the future, ensuring sufficient funds are available to complete the project.
---------------------------------------END OF CONSENT CALENDAR--------------------------------------- 83 Minutes – Regular Meeting February 18, 2025 Page 7 of 10 PUBLIC HEARINGS: NONE.
(Pursuant to Resolution No. 05-55, Public Hearings begin at 7:00 p.m.) OLD BUSINESS: NONE.

City Council recessed into a break at 7:52 p.m.

City Council reconvened at 8:05 p.m.

NEW BUSINESS:

1. PROFESSIONAL SERVICES AGREEMENT WITH DUDEK FOR HOUSING ELEMENT

REZONING PROGRAM AND ENVIRONMENTAL IMPACT REPORT
Presentation by Ms. McGill, Planning & Sustainable Development Manager.

Public Comments:

Speaker, spoke in opposition of the item, the costs, heavy traffic, and is opposed to more housing.

Jay Humphrey, Costa Mesa, spoke in support of more outreach and supports an advisory committee.

Speaker, spoke on a project next to Estancia High School and that residents were relocated, spoke on a cost benefit analysis on projects implemented for housing, and to not displace current residents.

Speaker, spoke on not having a certified Housing Element, spoke on the lengthy permit process, and spoke on reinstituting the permit streamlining act.

Dianne Russell, Costa Mesa, spoke in support of Measure K, encourages development of affordable housing, expressed concern that affordable housing will be excluded in the rezoning process, stated Measure K requires strong community input, requested an advisory committee, and spoke on beautifying Newport Blvd and Harbor Blvd.

Speaker, spoke on RHNA numbers, Measure Y, and Measure K.

Cynthia McDonald, Costa Mesa, requested an advisory committee.

Richard Huffman requested an advisory committee.
84 Minutes – Regular Meeting February 18, 2025 Page 8 of 10 MOVED/SECOND: Council member Marr/Mayor Stephens
MOTION: Approve staff recommendation with the addition of being intentional with community engagement.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0
ACTION:

1. City Council approved the Professional Services Agreement (PSA) to Dudek (an environmental, planning and engineering firm) in the amount of $1,850,611 for consulting services, for a three-year term, with up to two one-year extensions, if necessary, with the initial three-year term effective February 18, 2025 - February 17, 2028.

2. Authorized a ten percent (10%) contingency in the amount of $185,061 for unforeseen costs related to the project.

3. Authorized the City Manager, or designee, and City Clerk to execute the PSA and any future amendments to the agreement.

2. CITY OF COSTA MESA, COSTA MESA FINANCE AUTHORITY, AND COSTA MESA

HOUSING AUTHORITY AUDITED FINANCIAL STATEMENTS, AND HOUSING SUCCESSOR ANNUAL REPORT FOR THE PERIOD ENDING JUNE 30, 2024.

Presentation by Ms. Molina, Finance Director and Ms. Acosta-Reyes, Finance Manager.

Public Comments:

Speaker, spoke about a letter submitted to the Finance and Pension Advisory Committee and staff response times, requested to dismantle or reconstitute the Finance and Pension Advisory Committee, spoke on the increase in spending in general government, and the need for 5-year budget projections.

MOVED/SECOND: Council member Marr/Mayor Pro Tem Chavez
MOTION: Approve staff recommendation.

The motion carried by the following roll call vote:

Ayes: Council Member Buley, Council Member Gameros, Council Member Marr, Council Member Pettis, Council Member Reynolds, Mayor Pro Tem Chavez, and Mayor Stephens.

Nays: None.

Absent: None.

Abstain: None.

Motion carried: 7-0
85 Minutes – Regular Meeting February 18, 2025 Page 9 of 10 ACTION:

1. City Council received and filed the following reports for the fiscal year ended June 30, 2024:
a. Annual Comprehensive Financial Report (ACFR).
b. Air Quality Improvement Fund Compliance Report.
c. Audit Communication Letter.
d. Independent Accountant's Report on Agreed-Upon Procedures Applied to Appropriation Limit Worksheets.

2. City Council and Costa Mesa Financing Authority received and filed the Costa Mesa Financing Authority audited financial statements for the fiscal year ended June 30, 2024.

3. City Council and Housing Authority received and filed the following reports for the fiscal year ended June 30, 2024:
a. Independent Financial Audit of the Costa Mesa Housing Authority, including the Low and Moderate-Income Housing Asset Fund; and
b. The Fiscal Year 2023-24 Housing Successor Annual Report prepared under the California Health and Safety Code section 34176.1 as the housing successor and section 34328 as a housing authority.

ADDITIONAL COUNCIL/BOARD MEMBER COMMITTEE REPORTS, COMMENTS, AND SUGGESTIONS – NONE.

ADJOURNMENT – Mayor Stephens adjourned the meeting at 10:41 p.m. 86 Minutes – Regular Meeting February 18, 2025 Page 10 of 10 Minutes adopted on this 4th day of March, 2025.
___________________________
John Stephens, Mayor
ATTEST:
___________________________
Brenda Green, City Clerk
87 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-169 Meeting Date: 3/4/2025
TITLE:

ACCEPTANCE OF THE ADAMS AVENUE PAVEMENT REHABILITATION PROJECT, CITY PROJECT NO. 23-07
DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER, (714) 754-5335 RECOMMENDATION:

Staff recommends the City Council:

1. Accept the work performed by All American Asphalt, Inc., 400 East Sixth Street, Corona, CA 92879 for the Adams Avenue Pavement Rehabilitation Project, City Project No. 23-07, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the retention monies thirty-five (35) days after the Notice of Completion filing date; release the Labor and Material Bond seven (7) months after the filing date; and release the Faithful Performance Bond one (1) year after the filing date.

BACKGROUND:

On March 19, 2024, the City Council awarded a construction contract to All American Asphalt, Inc. for the Adams Avenue Pavement Rehabilitation Project, City Project No. 23-07.

The limits of street pavement rehabilitation improvements included Adams Avenue from Royal Palm Drive to the Santa Ana River, as well as along Royal Palm Drive from Adams Avenue to Elm Avenue.

A location map is shown as Attachment 1. The scope of work for the project consisted of street pavement rehabilitation, bicycle facility markings and enhancements, upgraded street markings, and median improvements.

In addition, this was the first project to be administered by the City’s Community Workforce Agreement (CWA). The goal of the CWA is to develop opportunities for qualified locally hired individuals and veterans for construction of the City’s various Capital Improvement Projects (CIPs).

ANALYSIS:

The work required by the contract documents was completed on October 10, 2024, to the satisfaction of the City Engineer. Street pavement rehabilitation included removal and reconstruction of damaged pavement sections, milling and overlaying with new asphalt, and adjusting utility and manhole covers to grade. Improved Class II bicycle lanes were installed with green conflict zones including highly

Page 1 of 3 ends

88 File #: 25-169 Meeting Date: 3/4/2025
to grade. Improved Class II bicycle lanes were installed with green conflict zones including highly visible crosswalks at major intersections. These striping improvements are consistent with the City’s Active Transportation Plan (ATP) in achieving connectivity and expanding the City’sgrowing bicycle networks.

The final contract cost amounted to $2,133,537.64. A detailed summary of the final costs is included as Attachment 2.

The cost breakdown is as follows:

Original Contract Amount: $2,327,723.20
Final Quantity Adjustments: ($ 194,185.56)
Final Contract Cost: $2,133,537.64
Final adjustment quantities totaling $194,185.56 resulted in an 8.3% decrease in the final construction amount.

As of this date, there are no stop notices filed against the monies due to All American Asphalt, Inc., and staff recommends that the City Council accept this project as complete.

The final CWA Administration report compiled by the City’sconsultant, The Solís Group, is included as Attachment 3. Data reflecting the local hires for this project are shown on pages 4 through 6 in Attachment 3. Although the local hire goal was 35%, the City’scontractor, All American Asphalt, made a “good-faith effort” in achieving a local hire goal of 32.32%. The slight shortfall can be attributed to the lack of both local and veteran workers.

Page 2 of 3 ends

89 File #: 25-169 Meeting Date: 3/4/2025
ALTERNATIVES:

This item is administrative in nature, and there are no alternatives to be considered.

FISCAL REVIEW:

The project was financed through the Road Maintenance and Rehabilitation Account (RMRA) Fund 251.

LEGAL REVIEW:

The City Attorney’s Office has reviewed this agenda report and approves it as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This project worked toward achieving the following City Council goal:
· Strengthen the Public’s Safety and Improve the Quality of Life.

CONCLUSION:

Staff recommends the City Council:

1. Accept the work performed by All American Asphalt, Inc., 400 East Sixth Street, Corona, CA 92879 for the Adams Avenue Pavement Rehabilitation Project, City Project No. 23-07, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the retention monies thirty-five (35) days after the Notice of Completion filing date; release the Labor and Material Bond seven (7) months after the filing date; and release the Faithful Performance Bond one (1) year after the filing date.

Page 3 of 3 ends

90 ATTACHMENT 1
91 Contractor: All American Asphalt
400 E. 6th Street, Corona CA
Project: Adams Avenue Rehabilitation Project
City Project No. 23-07

ITEM UNIT PREVIOUS QUANTITY TOTAL QUANTITY PREVIOUS AMOUNT TOTAL CONTRACT

NO DESCRIPTION PRICE QUANTIT Y THIS ESTIMATE TO DATE AMOUNT THIS EST TO DATE PRICE

BASE BID
1 1 LS Mobilization (5% Maximum) $103,537.90 90.00 % 10.00 % 100.00 % $93,184.11 $10,353.79 $103,537.90 $103,537.90 2 1 LS Water Qualit y Best Management Practices $30,621.25 90.00 % 10.00 % 100.00 % $27,559.13 $3,062.13 $30,621.26 $30,621.25 31 L S Traffic & Pedestrian Control, Construction Phasing, Public Convenience & Safety $91,233.00 90.00 % 10.00 % 100.00 % $82,109.70 $9,123.30 $91,233.00 $91,233.00 41 L S Traffic Signing, Thermoplastic Striping, Markings, RPM's & Curb Paintin
g $150,500.00 20.00 % 80.00 % 100.00 % $30,100.00 $120,400.00 $150,500.00 $150,500.00 5 5 EA Reset Existin g Survey Monument and Ties $1,116.75 0.00 EA 0.00 EA 0.00 EA $0.00 $0.00 $0.00 $5,583.75 6 612,810 SF
Cold Mill Ex. Pavement 2.5" per Typical Sections, Plans & Detail A-1 on Sheet 2 of Plans & Crack Seal (crack seal operation delited from the contract
)
$0.43 582,400.00 SF 0.00 SF 582,400.00 SF $250,432.00 $0.00 $250,432.00 $263,508.30 7 1,980 TON Asphalt Concrete (AC) Level Course (Type C2 PG 70-10-RAP) (10% Max. RAP) (0.5” Max. per Typical Sections) $134.25 2,726.06 TON 0.00 TON 2,726.06 TON $365,973.56 $0.00 $365,973.56 $265,815.00 8 8,140 TON Asphalt Rubber Hot Mix (ARHM-GG-C PG 64-16) Surface Course
(2” per Typical Sections) $140.00 6,872.81 TON 0.00 TON 6,872.81 TON $962,193.40 $0.00 $962,193.40 $1,139,600.00 9 2,255 SF
Sawcut & Remove Ex. and Construct 10” Dense Graded Asphalt Concrete (DGAC) Pavement (Type B PG 70-10-RAP) (Max. 10% RAP) over Native (95% Relative Compaction) per Detail A-2 on Sheet 2 of Plans, as directed by the Engineer
$13.00 2,033.00 SF 0.00 SF 2,033.00 SF $26,429.00 $0.00 $26,429.00 $29,315.00 10 32 EA
Adjust Water Valve Can & Cover to Grade $1,048.50 0.00 EA 31.00 EA 31.00 EA $0.00 $32,503.50 $32,503.50 $33,552.00 11 26 EA Adjust Manhole Frame & Cover to Grade $1,398.00 0.00 EA 23.00 EA 23.00 EA $0.00 $32,154.00 $32,154.00 $36,348.00 12 4E A Adjust Storm Drain Manhole Frame & Cover to Grade $1,398.00 0.00 EA 6.00 EA 6.00 EA $0.00 $8,388.00 $8,388.00 $5,592.00 13 4E A Adjust Well Monument Can & Cover to Grade $2,058.00 0.00 EA 3.00 EA 3.00 EA $0.00 $6,174.00 $6,174.00 $8,232.00 14 6,270 SF Taper Cold Mill Existing AC Pavement (2" Max.) per Detail A-1 on Sheet 2 & T
ypical Sections (Royal Palm Drive) $0.60 6,324.00 SF 0.00 SF 6,324.00 SF $3,794.40 $0.00 $3,794.40 $3,762.00 15 1 LS
Sawcut & Remove Ex. Structural Section, PCC & Miscellaneous Improvements (Thickness per Typical Section), Prepare
Sub
grade, Place, Grade and Compact Fill
$12,387.75 100.00 % 0.00 % 100.00 % $12,387.75 $0.00 $12,387.75 $12,387.75 16 62 LF Construct 8” (Min.) PCC Curb over 6” CMB per City Standard Dwg. No. 311, Type A (Modified Variable Curb Face) $223.50 62.00 LF 0.00 LF 62.00 LF $13,857.00 $0.00 $13,857.00 $13,857.00 17 131 SF Construct AC Slot Pavin
g per Detail A-3 on Sheet 2 of Plans $26.00 0.00 SF 131.00 SF 131.00 SF $0.00 $3,406.00 $3,406.00 $3,406.00 18 45 EA
Furnish & Install Type “E” Loop Detectors, 6’ Round, per Caltrans Std. ES-5B. Loop Detectors shall Comply with Latest CA MUTCD and Connect to Existing Conductors and DLC’s to Controller Cabinet
per Plans
$430.25 0.00 EA 55.00 EA 55.00 EA $0.00 $23,663.75 $23,663.75 $19,361.25 19 21 EA
Furnish & Install Type “F” Loop Detectors per Caltrans Std. ES- 5B. Loop Detectors shall Comply with Latest CA MUTCD and Connect to Existing Conductors and DLC’s to Controller Cabinet per Plans
$457.00 0.00 EA 26.00 EA 26.00 EA $0.00 $11,882.00 $11,882.00 $9,597.00 20 4 EA
Furnish & Install Modified Type “F” Loop Detectors in Bike Lane per Caltrans Std. ES-5B. Loop Detectors shall Comply with Latest CA MUTCD and Connect to Existing Conductors and
DLC’s to Controller Cabinet
per Plans
$457.00 0.00 EA 4.00 EA 4.00 EA $0.00 $1,828.00 $1,828.00 $1,828.00 21 8 EA Install New Blue Raised Pavement Markers (BRPMs) $10.75 0.00 EA 8.00 EA 8.00 EA $0.00 $86.00 $86.00 $86.00 22 1 FA Additional Work Items Allowance $100,000.00 0.00 FA 0.00 FA 0.00 FA $0.00 $0.00 $0.00 $100,000.00

22.1 1 LS Grinding Removal of Thermo Bars in 8 Locations and Reinstall with Pain
t 0.00 % 29.40 % 29.40 % $0.00 $29,400.00 $29,400.00
$1,868,020.05 $292,424.47 $2,160,444.52 $2,327,723.20
BI #6.1 (582,400.00) SF Deletin g of Crack Sealing operations from the contract $0.044 (582,400.00) SF 0.00 SF (582,400.00) SF (25,625.60) 0.00 (25,625.60) BI #6.2 (582,400.00) SF Crack Seal Markup deduction (5%) $0.0022 (582,400.00) SF 0.00 SF (582,400.00) SF (1,281.28) 0.00 (1,281.28) ($26,906.88) $0.00 ($26,906.88)
$1,841,113.17 $292,424.47 $2,133,537.64 $2,327,723.20

CITY OF COSTA MESA

BID QUANTITY
GRAND TOTAL :

Deductions and Quntity Adjustment
SUBTOTAL :

SUBTOTAL :

FINAL COST SUMMARY
ATTACHMENT 2
92 City of Costa Mesa
CWA Administration
Final Activity Report
Prepared by: The Solís Group 1

City of Costa Mesa
CWA Administration
Services Final Report
ATTACHMENT 3
93 City of Costa Mesa
CWA Administration
Final Activity Report
Prepared by: The Solís Group 2
Contents ____
EXECUTIVE SUMMARY .............................................................................................................. 3 Meetings/Milestones ................................................................................................................... 3 DELINQUENT DOCUMENT LOG............................................................................................... 3 PROJECT LOCAL WORKER SUMMARY ................................................................................ 4 ATTACHMENT 3
94 City of Costa Mesa
CWA Administration
Final Activity Report
Prepared by: The Solís Group 3

EXECUTIVE SUMMARY

The Solís Group (TSG) is responsible for ensuring compliance with the Community Workforce Agreement (CWA). Each month, TSG performs document intake, reviews all labor compliance documents, and identifies any delinquencies and/or deficiencies within the regular submission of documents, as required by the contract and other applicable California state laws and regulations.

TSG also mon itors and enforces CWA provisions such as local hiring targets and receives, processes, and resolves grievances and disputes on CWA-covered projects.

This report highlights significant labor compliance issues on each contract. It also highlights the following monitoring and enforcement activities performed by TSG in accordance with the CWA and TSG Labor Compliance Program for the District:

• Advise contractors of their responsibilities to comply with prevailing wage laws for public works projects and with the CWA where applicable;
• Collect, review, and track required documentation from all project contractors to ensure compliance with prevailing wage laws;
• Audit certified payroll records (CPRs), fringe benefit statements, trustee reports, apprenticeship forms, and related documents;
• Monitor, track, and enforce compliance with CWA worker utilization goals for local workers;
• Serve as liaison and mediator in informing contractors and unions of CWA requirements, including resolving issues and processing grievances;
• Provide notification of delinquent documents and corrective actions through the use of a monthly Delinquent Document Report to the prime contractor (for distribution to its subcontractors);
• Conduct random interviews with project workers and cross-check interview information against the contractor’s CPRs and related documents;
• Conduct investigations related to prevailing wage violations; provide notification of wages and penalties due through the use of a Prevailing Wage Audit Worksheet; • Collect and distribute wage restitution checks to underpaid employees; and • Conduct special investigations and other contract activities as needed.

Meetings/Milestones

• 4/1/2024 – Pre-construction meeting held
• 4/25/2024 – Prejob meeting held with contractor, subcontractors, and unions to discuss project and assignment of work

DELINQUENT DOCUMENT LOG

Delinquent Document Requests are sent monthly showing status of CWA and Labor compliance.

These letters are transmitted the last week of the month and a log is kept here.

ATTACHMENT 3
95 City of Costa Mesa
CWA Administration
Final Activity Report
Prepared by: The Solís Group 4
Project Final Delinquent Document Request
Date
Final Payment
Recommended?
Adams Ave and Royal
Palm Rehabilitation 12/30/2024
Yes – payrolls have been audited
through end of September 2024
and TSG is not aware of any
issues

TSG has audited the contractor’s submittals and information collected from monitoring efforts and is not aware of any current potential prevailing wage or other issues.

PROJECT LOCAL WORKER SUMMARY

Per CWA §3.5, the Local Hire goal is 35% of all hours performed onsite.

The Local Area is divided into multiple tiers. Priority is first given to residents of Costa Mesa; second to veterans of the US Armed Forces, regardless of residency; third to graduates of high schools within the City of Costa Mesa, regardless of residency, fourth graduates of the Building Trades Multi-Craft Core Curriculum Pre-Apprenticeship (MC3) Program, regardless of residency; and fifth residents of the remainder of Orange County.

Ther is also a 10% Transitional Worker Goal. Transitional Workers are individuals, who, prior to starting work, face one of the following barriers to employment: (1) being homeless, (2) being a custodial single parent, (3) receiving public assistance, (4) lacking a GED or high school diploma, (5) having experience with the criminal justice system, (6) suffering from chronic unemployment, and (7) emancipated from the foster care system.

The charts below show local worker utilization for all active projects under the CWA. Worker data is collected from the hours and zip codes reported on contractor certified payroll as well as Transitional Worker Certifications which identify if workers meet any of the transitional worker information.

Local Hire Performance by Tier (35% Goal)
Project Cumulative %
Project Total 4,189.15 -
Local Workforce Hours 1,142.00 27.26%
Non-Local Hours 3,047.15 72.74%
Costa Mesa Hours (1st) 0.00 0.00%
Veteran Hours (2nd) 0.00 0.00%
Local HS Hours (3rd) 0.00 0.00%
MC3 Grad Hours (4th) 243.00 5.80%
OC Hours (5th) 899.00 21.46%
Transitional Worker 243.00 5.80%
Apprentice Hours 430.15 10.27%

ATTACHMENT 3
96 City of Costa Mesa
CWA Administration
Final Activity Report
Prepared by: The Solís Group 5

Local Hire Performance by Headcount
Project Cumulative %
Project Total Workers 98.00 -
Local Workforce 15.00 15.31%
Non-Local Workers 83.00 84.69%
Costa Mesa Workers (1st) 0.00 0.00%
Veteran Workers (2nd) 0.00 0.00%
Local HS Workers (3rd) 0.00 0.00%
MC3 Grad Workers (4th) 2.00 2.04%
OC Workers (5th) 12.00 12.24%
Transitional Workers 2.00 2.04%
Apprentice Workers 9.00 9.18%

Contractor Summary (35% Local Hire Hours Goal)
Contractor Total Project Hours Total Local Hours % % To Project Total All American Asphalt 3465.5 1120 32.32% 26.74%
Interstate Striping 499.15 22 4.41% 0.53%
Ramsey Oil 128.5 0 0.00% 0.00%
Smithson Electric 96 0 0.00% 0.00%
TOTAL 4,189.15 1,142.00

Local
Workforce
Hours

27.26%
Non-Local
Hours

72.74%
Local Hire Hours
ATTACHMENT 3
97 City of Costa Mesa
CWA Administration
Final Activity Report
Prepared by: The Solís Group 6
Contractor Summary (10% Transitional Hours Goal)
Contractor Total Project Hours Total Local Hours % % To Project Total All American Asphalt 3465.5 243 7.01% 5.80%
Interstate Striping 499.15 0 0.00% 0.00%
Ramsey Oil 128.5 0 0.00% 0.00%
Smithson Electric 96 0 0.00% 0.00%
TOTAL 4,189.15 243.00

-End Report-
Transition
al Worker,

5.80%
Non-
Transition
al Worker,

94.20%
Transitional Worker Hours
ATTACHMENT 3
98 CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-186 Meeting Date: 3/4/2025
TITLE:

ACCEPTANCE OF THE TRAFFIC SIGNAL MODIFICATION AT BAKER STREET AND BABB STREET PROJECT, CITY PROJECT NO. 24-02
DEPARTMENT: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: SEUNG YANG, P.E., CITY ENGINEER, (714) 754-5335 RECOMMENDATION:

Staff recommends the City Council:

1. Accept the work performed by Crosstown Electrical & Data, Inc., 5454 Diaz Street, Irwindale, CA 91706, for the Traffic Signal Modification at Baker Street and Babb Street Project, City Project No. 24-02, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the retention monies thirty-five (35) days after the Notice of Completion filing date; release the Labor and Material Bond seven (7) months after the filing date; and release the Faithful Performance Bond one (1) year after the filing date.

BACKGROUND:

On June 18, 2024, the City Council awarded a construction contract to Crosstown Electrical & Data, Inc., for the Traffic Signal Modification at Baker Street and Babb Street Project, City Project No. 24-

02. The project modified the traffic signal at the intersection of Baker Street and Babb Street and provided protected-permissive left turn phasing for eastbound and westbound traffic along Baker Street. Construction improvements included furnishing and installing new traffic signal poles and foundations, new traffic signal heads with yellow retroreflective border backplates, new Accessible Pedestrian Signal (APS) push buttons, new countdown pedestrian signal heads, as well as new pull boxes, traffic signal conduit and signal wiring. Construction also included concrete sidewalk and curb ramp installations and the relocation of existing traffic signal equipment.

ANALYSIS:

The construction of the project is now complete and a fully functional and operating traffic signal system is installed and in place. The work required by the contract documents was completed on January 9, 2025 to the satisfaction of the City Engineer. The final contract cost amounted to $287,207.50.

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99 File #: 25-186 Meeting Date: 3/4/2025
A summary of the costs is as follows:

Original Contract Amount: $ 292,787.00
Final Quantity Adjustments: ($ 5,579.50)
Final Contract Cost: $ 287,207.50
The final contract cost reflects a 1.9% decrease from the original contract amount as a result of final quantity and cost adjustments. The final contract cost summary is shown as Attachment 1.

As of this date, there are no stop notices filed against the monies due to Crosstown Electrical & Data, Inc.

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100
File #: 25-186 Meeting Date: 3/4/2025
ALTERNATIVES:

This item is administrative in nature, and there are no alternatives to be considered.

FISCAL REVIEW:

Funding for this project was part of the FY2024-25 Capital Improvement Program. The total contract amount for this project was estimated at $297,787.00, and actual costs were $287,207.50. This is a difference of $5,579.50, a 1.9% decrease from the estimated amount. This project was financed using the OCTA Measure M2 Fairshare Fund (Fund 416).

LEGAL REVIEW:

The City Attorney’s Office has reviewed this agenda report and approves it as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This project worked toward achieving the following City Council goals:
· Maintain and Enhance the City’s Facilities, Equipment and Technology · Strengthen the Public’s Safety and Improve the Quality of Life CONCLUSION:

Staff recommends the City Council:

1. Accept the work performed by Crosstown Electrical & Data, Inc., 5454 Diaz Street, Irwindale, CA 91706, for the Traffic Signal Modification at Baker Street and Babb Street Project, City Project No. 24-02, and authorize the City Clerk to file the Notice of Completion.

2. Authorize the City Manager to release the retention monies thirty-five (35) days after the Notice of Completion filing date; release the Labor and Material Bond seven (7) months after the filing date; and release the Faithful Performance Bond one (1) year after the filing date.

Page 3 of 3 ends

101

CITY OF COSTA MESA

PROJECT COST SUMMARY
Contractor: Crosstown Electrical & Data
5454 Diaz St Irwindale CA 91706
Project: Traffic Signal Modification at Baker and Babb Street CITY PROJECT 24-02
ITEM
NO
BID

QTY UNITS DESCRIPTION UNIT
PRICE
TOTAL
QTY
TOTAL

TO DATE

CONTRACT
PRICE

BASE BID
1 1 LS Mobilization and Demobilization 5,000.00$ 100.00% 5,000.00$ 5,000.00$ 2 1 LS Additional Work Items 25,000.00$ 77.68% 19,420.50$ 25,000.00$ 3 1 LS Traffic Control 3,500.00$ 100.00% 3,500.00$ 3,500.00$ 4 1 LS Traffic Signal Modification 246,097.00$ 100.00% 246,097.00$ 246,097.00$ 5 1 LS Signing, Striping, & Markings 13,190.00$ 100.00% 13,190.00$ 13,190.00$ SUBTOTAL: 287,207.50$ 292,787.00$
Deductions and Quantity Adjustments
CCO#1 1 LS Credit for remaining balance in additional work items (5,579.50)$ 100.00% (5,579.50)$ SUBTOTAL: -$ (5,579.50) $
GRAND TOTAL: 287,207.50$ 287,207.50$

FINAL COST SUMMARY
ATTACHMENT 1 102

CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-194 Meeting Date: 3/4/2025
TITLE:

REPLACEMENT OF CHILLER UNITS AT CITY HALL
DEPARTMENT: PUBLIC WORKS DEPARTMENT/GENERAL SERVICES

DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: PATRICK BAUER, DEPUTY PUBLIC WORKS DIRECTOR, (714) 754-5029
RECOMMENDATION:

Staff recommends the City Council:

1. Authorize the use of Sourcewell’sCooperative Agreement No.070121-SIE with Siemens Industry, Inc.

2. Authorize the purchase of two (2) Trane chillers for $334,856 from Siemens Industry, Inc., 6141 Katella Ave, Cypress, CA, 90630.

BACKGROUND:

City Hall currently has three (3) chillers located in the basement; only one unit is currently operating and performing the air conditioning for the entire City Hall building. The two (2) chillers in need of replacement are unable to perform properly and are severely out of date. It is recommended that the two (2) chillers be replaced to not only improve the environment in City Hall and keep the building cool but also prolong the life of the newly replaced unit and prevent the need for any temporary units during the summer months in the event that the system should fail.

ANALYSIS:

A quote from Siemens Industry Inc. was received for two (2) new chiller units. Due to a long lead time of approximately 24 weeks to receive the equipment, the chillers should be purchased first while the labor for installation goes through the normal bidding process. Purchasing the equipment material through Sourcewell meets all the requirements set forth in the City of Costa Mesa’s Purchasing Policy and all requirements set forth by the State of California in regard to regional cooperative purchasing agreements. This process confirms that the City still receives the lowest available pricing,

Page 1 of 3 ends

103
File #: 25-194 Meeting Date: 3/4/2025
purchasing agreements. This process confirms that the City still receives the lowest available pricing, and meets the competitive bid process requirements. The City has utilized Sourcewell successfully for several previous related purchases.

The Sourcewell quote is included as Attachment 1 and totals $334,856, which includes all parts, equipment, tax, and delivery to include an extensive lead time of 24 weeks. During this time, the City will follow the procurement process to secure a separate contract for the design and installation of the chiller units at City Hall. The contract is estimated at approximately $238,000 and will be funded from the Capital Improvement Fund (Fund 401) undesignated fund balance. A separate contract for the design and installation of the chiller units will be procured through the City’sprocurement process and awarded at a future City Council meeting.

ALTERNATIVES:

The alternative to this Council action would be to advertise the purchase of chillers and related accompanying materials or advertise both the materials and the labor. Staff has determined that following this route will result in a markup from the contractor and extend the time it will take to receive the materials.

FISCAL REVIEW:

The purchase and installation of the two (2) Trane chillers and accompanying equipment is estimated to be $573,000. There is current available funding in the Fiscal Year 2024-25 Capital Improvement Fund (Fund 401) fund balance in the amount of $573,000 to cover this expense. This appropriation will provide sufficient funding to purchase the two (2) Trane chillers and accompanying equipment, and a separate contract for the design and installation of such equipment. A future contract will be brought to the City Council for consideration and approval once a qualified vendor for the design and installation is identified. As it takes approximately 24 weeks of lead time to receive the procured equipment, total funding for the project is requested at this time to secure all necessary funding to bring the project to completion.

LEGAL REVIEW:

The City Attorney’s Office has reviewed this staff report and approves as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This project works toward achieving the following City Council goals:
· Maintain and enhance the City’s facilities.
· Strengthen the public’s safety and improve the quality of life.

CONCLUSION:

Staff recommends the City Council:

1. Authorize the use of Sourcewell’sCooperative Agreement No.070121-SIE with Siemens Industry, Inc.

2. Authorize the purchase of two (2) Trane chillers for $334,856 from Siemens Industry, Inc., 6141

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File #: 25-194 Meeting Date: 3/4/2025

2. Authorize the purchase of two (2) Trane chillers for $334,856 from Siemens Industry, Inc., 6141 Katella Ave, Cypress, CA, 90630.

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PROPOSAL
Costa Mesa Chiller Replacement Project - Chillers 1 & 2 (EQUIPMENT ONLY)P

REPARED BY
Siemens Industry, Inc. ("Siemens"), utilizing Sourcewell Contract #070121- SIE

PREPARED FOR
City of Costa Mesa, Sourcewell Member #2173

DELIVERED ON
February 10,2025

THE PRICES STATED HEREIN ARE BASED ON THE TERMS OF ONLY THE SOURCEWELL CONTRACT AND ATTACHED SIEMENS STANDARD TERMS

AND CONDITIONS WITH THE EXCEPTION OF STATE OR LOCAL REGULATIONS, INSURANCE REQUIREMENTS, AND FEDERAL TERMS REQUIRED WHEN FEDERAL FUNDING IS USED. BY PARTICIPATING IN THE SOURCEWELL PROGRAM, PARTICIPATING ENTITIES HAVE AGREED TO USE THE SOURCEWELL CONTRACT AND ITS TERMS AND CONDITIONS. SIEMENS RESERVES THE RIGHT TO REVIEW CUSTOMERS TERMS BEFORE A PO WILL BE ACCEPTED. ANY PURCHASE SHALL BE MADE IN ACCORDANCE WITH SOURCEWELL CONTRACT #070121-SIE. ALL TERMS OF SUCH

SOURCEWELL CONTRACT ARE INCORPORATED HEREIN AND THE TERMS OF THE SOURCEWELL CONTRACT WILL PREVAIL EXCLUSIVELY OVER THE TERMS OF THE ORDER.
106
Table of Contents
SIEMENS PROPOSAL ....................................................................................................... 3 Contact Information .............................................................................................. 3 Executive Summary ............................................................................................... 4 Scope of Work ....................................................................................................... 5 Exclusions ............................................................................................................. 5 Clarifications ......................................................................................................... 6 Sell Price................................................................................................................ 7 Payment Terms...................................................................................................... 8 Terms and Conditions..................................................................................................... 9 Terms & Conditions Link(s) .................................................................................... 9 Signature Page ............................................................................................................. 10 Signature Page .................................................................................................... 10

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107
Pr
oposal #: 9030792.3
Date: February 10,2025
Contact InformationSale
s Executive: Alex Sanchez
Branch Address: 6141 Katella Ave.C
ypress, CA 90630
Telephone: 657-298-0407
Email Address: [email protected]
Customer Contact: Daniel Jojola
Customer: City of Costa Mesa
Address: 77 Fair Dr.

Costa Mesa CA 92626-6520
Services shall be provided at: City of Costa Mesa City Hall 77 Fair Dr. Costa Mesa CA 92626-6520

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Executive Summary
Siemens Industry, Inc. is proud to present our mechanical solution for your chiller replacement project. We are uniquely qualified, and offer the best value for a reliable solution, as well as, long term site support. Our Mechanical Team is prepared to fully commit the required resources to meet all project objectives. Siemens recognizes the importance of selecting the right partners for your HVAC and Automation Solutions and encourages a detailed evaluation of potential business partners. We are confident that the City of Costa Mesa will come to the conclusion that Siemens is the right partner for your chiller replacement project.

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Scope of Proposal
• Procure and ship to job site two (2) new Trane chillers to match the existing Trane / Turbocor chillers currently in basement of city hall.
• Procure and ship to job site new refrigeration monitor as required for new refrigeration regulations.
• Procure and ship to job site all necessary materials to properly install two (2) new chillers, i.e. valves, thermometers & wells, and sensors.

Exclusions
• LABOR TO INSTALL ANY OF THE ABOVE METIONED EQUIPMENT OR MATERIALS. • Loading or off-loading of equipment.
• Plan check, permits, mechanical engineering, structural engineering, electrical engineering. • Pump replacements.
• Electrical or controls upgrades.
• Piping and/or insulation replacement.
• Bypass piping and valve replacement.
• Existing chiller platform repair and/or modifications. • Water samples and analysis.
• Extended warranties outside that of manufacture's standard. • Equipment storage.
• Owner training.
• New refrigeration monitor system (other than monitor in scope), i.e. purge ex. fans, exit alarms, etc. • Anything not explicitly mentioned in above scope.

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Clarifications
• Per city request, all labor has been omitted from this proposal. Labor proposal will be submitted separately.
• Once equipment order is placed and invoice issued by manufacture, city must pay invoice in full for equipment.
• Equipment was selected to match capacities of existing equipment and as direct replacements.

Siemens will not be held responsible for any possible future resizing of equipment due to additional load requirements or city's preference.
• Per city request, this proposal will be submitted under Sourcewell purchasing cooperative. • City is responsible for safe storage of equipment. Siemens will coordinate with city for delivery address.
• Siemens will not be held responsible for safe keeping of equipment and materials. • Per Trane representative, the chillers are on a 20-24 week lead-time plus a week for transit. • Any customer caused delayed will result in additional pricing. *Price is valid for 30 days due to market volatility of equipment pricing. *City of Costa Mesa will be responsible for storage and delivery of equipment to site during execution of installation.

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Sell PriceT
otal Quote Price $334,856.00
This price is firm for 30 days from the date of this proposal.

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Payme
nt Terms
Payment Terms Acceptance Agreement
The total price of: $334,856 and the estimated return on investment are based on the items outlined in this proposal. ANY STATEMENTS MADE HEREIN REGARDING SAVINGS THAT MAY BE ACHIEVED BY IMPLEMENTING THE SERVICES OFFERED IN THIS PROPOSAL ARE ESTIMATES ONLY. NO WARRANTY, EITHER EXPRESSED OR IM-

PLIED, SHALL BE CONSTRUED TO ARISE FROM SUCH STATEMENTS, NOR SHALL SUCH STATEMENTS BE CON-

STRUED AS CONSTITUTING A GUARANTEE BY SIEMENS THAT SUCH SAVINGS WILL OCCUR IF THE SERVICES ARE IMPLEMENTED.

The Buyer acknowledges that when accepted by the Buyer as proposed by Siemens Industry, Inc., this Proposal and the Siemens RAM Projects Business Standard Terms and Conditions, (together with any other documents incorporated into the forgoing) shall constitute the entire agreement of the parties with respect to its subject matter. BY EXECUTION HEREOF, THE SIGNER CERTIFIES THAT (S)HE HAS READ ALL OF THE

TERMS AND CONDITIONS AND DOCUMENTS, THAT SIEMENS OR ITS REPRESENTATIVES HAVE MADE NO

AGREEMENTS OR REPRESENTATIONS EXCEPT AS SET FORTH THEREIN, AND THAT (S)HE IS DULY AUTHORIZED TO EXECUTE THE SIGNATURE PAGE ON BEHALF OF THE BUYER.

Proposal is valid for thirty (30) days from the delivery date of February 10th,2025. Payment is due within 30 days of invoice date.Pa
yment Terms: 100% at time of order release.

Total: $334,856.00

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Terms & Conditions Link(s)
Terms and Conditions (Click to download)
Terms & Conditions (Restricted)
(www.siemens.com/standard-terms-project-restricted)
Price Escalation. If, during the term of this Contract, the price of various materials or labor or logistics are increased as reflected by CRU/IHS Markit/CMAI/COMEX market index, then Siemens may increase the Contract Sum or apply a surcharge to Customer accordingly.

As a result of the global Covid-19 Virus outbreak, temporary delays in delivery, labor or services from Siemens and its sub-suppliers or subcontractors may occur. Among other factors, Siemens' delivery is subject to the correct and punctual supply from sub-suppliers or subcontractors, and Siemens reserves the right to make partial deliveries or modify its labor or services. While Siemens shall make every commercially reasonable effort to meet the delivery or service or completion date mentioned above, such date is subject to change.

To the extent applicable, the following Rider(s) are incorporated and made part of the Siemens Standard Terms and Conditions:

Riders (Click on rider below to download)
SI Monitoring Rider
(www.siemens.com/rider-monitoring)
SI Online Backup and Data Protection
(www.siemens.com/rider-data-backup)
SI UBM or Utility Procurement
(www.siemens.com/rider-ubm)
SI Software License Warranty
(www.siemens.com/rider-software-license)
SI Consulting Rider
(www.siemens.com/rider-consuling)
SI Third Party Rider (Smart Air Quality™)
(www.siemens.com/rider-air-quality)

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Signature Page
Proposed by: Accepted by:

Siemens Industry, Inc.
______________________________________
Company
City of Costa Mesa, Sourcewell Member #2173
_____________________________________
CompanyAle
x Sanchez
______________________________________
Name
_____________________________________
Name (Printed)
9030792.3
______________________________________
Proposal #
_____________________________________
Signature$
334,856.00
______________________________________
Proposal Amount
_____________________________________
TitleF
ebruary 10, 2025
______________________________________
Date
_____________________________________
Date
_____________________________________
Purchase Order # ⬜ PO for billing/pmnt only ⬜ PO not required

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Please provide the following verbiage on purchase order:

THIS PURCHASE IS MADE IN ACCORDANCE WITH THE GROUP COOPERATIVE CONTRACT SOURCEWELL CONTRACT NUMBER 070121-SIE. ALL TERMS OF SUCH SOURCEWELL CONTRACT ARE INCORPORATED HEREIN, AND THE TERMS OF THE SOURCEWELL CONTRACT WILL PREVAIL EXCLUSIVELY OVER THE TERMS OF THE PURCHASE ORDER. NO FEDERAL TERMS AND CONDITIONS, FEDERAL FUNDS OR GRANTS ARE APPLICABLE TO THIS PURCHASE ORDER. 115

CITY OF COSTA MESA
Agenda Report
77 Fair Drive
Costa Mesa, CA 92626
File #: 25-161 Meeting Date: 3/4/2025
TITLE:

INFORMATION TECHNOLOGY STRATEGIC PLAN PHASE II AND ROADMAP FOR THE CITY OF

COSTA MESA
DEPARTMENT: INFORMATION TECHNOLOGY
PRESENTED BY: STEVE ELY, I.T. DIRECTOR
CONTACT INFORMATION: STEVE ELY, I.T. DIRECTOR, (714) 754-4891 RECOMMENDATION:

Staff recommends the City Council:

1. Authorize the use of the County of Marin’s cooperative service agreement with Third Wave Corporation.

3. Authorize the City Manager or designee to approve an additional 10% contingency in the amount of $12,501, if required, to deliver the scope of work identified in the Statement of Work.

BACKGROUND:

Rapid changes in technology are transforming how government can interact with customers, analyze data, manage resources, and enhance services. The Information Technology Strategic Plan is intended to communicate the direction for technology services and how the City will invest in strategic technologies.

The City of Costa Mesa’s2019 Information Technology Strategic Plan (ITSP) highlighted the City’s investments in information technology (IT) and provided a five-year technical forecast. Each ITSP supports the City’s immediate technology needs and defines strategic priorities to maintain operational viability, increase efficiency, and promote innovation. The ITSP reflects the latest technology trends and ensures responsiveness to customer needs.

The first Five-Year Information Technology Strategic Plan (ITSP), prepared by ThirdWave Corporation in 2019, included a comprehensive and thorough assessment of the City’s existing technologies, operational requirements, and service delivery needs. The plan documented a business and technology strategy that addressed the unique requirements of the mission-critical business needs of the City and its constituents, visitors, and business community. During this first phase, the ITSP invested in innovative solutions that enhanced services and increased efficiencies

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File #: 25-161 Meeting Date: 3/4/2025
phase, the ITSP invested in innovative solutions that enhanced services and increased efficiencies citywide.

The ITSP projects either fulfilled an immediate business need or replaced aging software and the City’s technology infrastructure. Over the last five years of Phase 1, the ITSP helped achieve significant accomplishments in increasing efficiency and enhancing services. Below is an overview of the projects completed and progress from the first phase of the ITSP:

Phase I Accomplishments & Progress
Completed - The following thirteen (13) ITSP projects are complete as of February 2025:
· Development Services Land Management System (LMS) EnerGov (TESSA) · Code Enforcement Complaint Application (TESSA)
· AssetWorks Fleet Management System
· Email Retention Policy
· Desktop Replacement Program (Year 1)
· Desktop Replacement Program (Year 2)
· Desktop Replacement Program (Year 3)
· City Clerk Agenda Management System (completed with ITRF Reserve Funds) · Police Department In-Car-Video (General Fund Reserve Funds) · Police Department Mobile Data Computers
· Fire & Rescue Department Mobile Data Computers
· Information Technology Department Physical Security Improvement · Office 365 Assessment and Implementation
In Process - The following seven (7) ITSP projects are underway:
· Enterprise Resource Planning (ERP) software includes the following:
o General Ledger, Accounts Payable, Accounts Receivable, Bank Reconciliation, Asset Management, and Inventory
o Purchasing
o Budget
o Human Resources
· Print Management System: Purchase, delivery, and installation of copiers · Disaster Recovery/Business Continuity Plan
· Computer Replacement Program (Year 1 - Restart of replacement of computers based on a 3- year cycle))
To be Initiated - The following four (4) ITSP projects will be initiated soon:
· Enterprise Content Management System - Laserfiche
· Computer Aided Dispatch and Records Management System for Police and Fire · Enterprise Geographical Information System Master Plan · Telephone System Voice over Internet Protocol (VoIP): Equipment, Phone, Ethernet o Cabling is a pre-requisite for the project. The cabling procurement process started in 2024 and is not part of the original ITSP.

In addition, in order to support the City’sinfrastructure, software applications and business needs, the

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In addition, in order to support the City’sinfrastructure, software applications and business needs, the following nine (9) Information Technology Department staff recruitments were completed per the ITSP:
· IT Manager (2020/2021)
· Programmer Analyst II Laserfiche (2020/2021)
· Programmer Analyst II Department Application Support (2021/2022) · Network Administrator Office 365 (2021/2022)
· Senior Programmer Analyst Safety Systems (2022/2023)
· Network Administrator (2022/2023)
· Programmer Analyst II GIS (2023/2024)
· Cyber Security Analyst (2023/2024)
· IT Manager Projects (2023/2024)
Out of a total of 35 ITSP projects, 24 are complete (68.57%) and include 9 staff recruitments; 7 projects are in progress (20%); and 4 projects will be initiated soon (11.43%). Subsequently, staff has also started identifying projects for the next phase of the ITSP to mitigate risk and fulfill business needs.

ANALYSIS:

ITSP Phase II - Roadmap
The ITSP Phase II, termed the “Roadmap”,will focus on addressing management, operational, and technology challenges that could be mitigated with strategic investments in emerging technologies over the next five years. The Roadmap will identify priority projects for development and implementation over the next five years along with associated costs. This phase will include an initiative prioritization to address the City’sbusiness strategies and objectives and potential public benefits.

The cornerstone of the ITSP Phase II Roadmap is to ensure that investments in the City’smajor business systems are sound and deliver the highest possible value to the City and its constituents.

Moreover, the ITSP document provides a wealth of data that can be leveraged over the next five years to facilitate excellence in municipal services, civic participation, and community well-being.

The ITSP Phase II Roadmap will be the result of a comprehensive Citywide assessment of the City’s IT needs. The ITSP Phase II will include a collaborative effort with City management and staff from all departments who made valuable contributions throughout Phase I. The ITSP Phase II will be a living document that can be reviewed and adjusted on a yearly basis, as needed.

The ITSP Phase II Roadmap will address the following:
· Prioritized ITSP Initiatives
· ITSP 5-Year Budget Estimate by year (total cost of ownerships of one-time professional services costs, one-time systems costs, one-time software costs and ongoing software maintenance costs)
o Cost amortization for future projects
· ITSP Implementation Timeline
· ITSP Benefits

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The ITSP Phase II Roadmap objectives are to:
· Connect technology resources, innovation, and initiatives to the City’score values and mission critical services;
· Serve as an effective framework for how IT services are delivered throughout the City; and · Define a clear set of goals, guiding principles, and strategic priorities for accomplishing the City’s ITSP, principles, and implementation.

Phase II of the ITSP will include project management tasks, project coordination and reports, an assessment of Phase I projects, and a post implementation assessment. The Phase II work will include data gathering via department Focus Groups, Staff Surveys, and Management Interviews to assess system workflows and department needs, develop business requirements, and future process mapping, including a strategic plan and roadmap.

The ITSP provides an opportunity for new, more efficient ways of providing services, coupled with strategic investments in technology. The ITSP Phase II Roadmap will be technologically strategic, financially responsible, and sustainable.

ThirdWave Corporation
To identify a contract that meets the needs of the City, staff compared contracts between ThirdWave Corporation and other government agencies using a competitive pricing arrangement. Subsequently, staff identified a cooperative agreement between the County of Marin and ThirdWave Corporation (Attachment 1) for delivery of ITSP Phase II, which included a well-defined proposal with a known and qualified contractor that addressed all of staff concerns and criteria (Attachment 2).

The term of the agreement is for nine (9) months. This agreement with ThirdWave Corporation meets all of the City of Costa Mesa’spurchasing requirements and those of the State of California, in regard to regional cooperative purchasing agreements. This assures that the City receives the lowest available pricing and meets the competitive bidding process requirements, which have been utilized successfully to procure services in the past.

Staff recommends the City Council award the ITSP Phase II to ThirdWave Corporation in the amount of $137,515, which includes 10% contingency, over the contract period. This will provide assessment and implementation recommendations for the City’s future business process enhancements and software needs.

The County of Marin recently renewed their contract with ThirdWave Corporation via the First Addendum (Attachment 3), with a start date of February 7, 2024, and end date of December 31, 2025. To ensure competitive pricing, the City of Costa Mesa is leveraging the recently approved ThirdWave Corporation contract with Marin County.

ALTERNATIVES:

If the Council decides not to approve the contract with ThirdWave Corporation, City staff will need to advertise its own separate Invitation for Bid and not utilize an existing eligible, competitive agreement. However, this alternative would not result in locating a higher-rated company with more competitive pricing than received through the cooperative agreement with ThirdWave Corporation.

This would also delay Phase II of the ITSP as this contract will result in development of the next 5-

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This would also delay Phase II of the ITSP as this contract will result in development of the next 5- year ITSP.

FISCAL REVIEW:

The funding for the Information Technology Strategic Plan is available in the Department’sFiscal Year 2024-25 Operating Budget in the IT Replacement Fund (Fund 603). Project 250008 has an available budget of $160,000 to fund the contract amount of $125,014 and the 10% contingency in the amount of $12,501.

LEGAL REVIEW:

The City Attorney’s office has prepared and reviewed the Professional Services Agreement and approved it as to form.

CITY COUNCIL GOALS AND PRIORITIES:

This item supports the following City Council Goal:
· Maintain and Enhance the City’s Infrastructure, Facilities, Equipment and Technology CONCLUSION:

Staff recommends the City Council:

1. Authorize the use of the County of Marin’scooperative service agreement with Third Wave Corporation.

3. Authorize the City Manager or designee to approve an additional 10% contingency in the amount of $12,501, if required, to deliver the scope of work identified in the Statement of Work.

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Attachment 1
121
122
123
124
125
126
127
128
129
130
131
132
133
134
Proposal for the City’s IT Strategic Plan
Assessment & Refresh
June 18, 2024
ThirdWave
Rapid
Workflow®
Problems, Impacts,
Solutions, Benefits
$
Thought Leadership, Exceptional
Performance & Results since 1987
36 YEARS
ThirdWave Corporation
Information Systems Intelligently Applied
12100 Wilshire Blvd. Suite 800
Los Angeles, CA 90025
www.ThirdWaveCorp.com
310.804.7565
Attachment 2
135

ThirdWave Corporation Information Systems Intelligently Applied SM since 1987 100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

ThirdWave

Thought
Leadership,
Exceptional
Performance
& Results,
since 1987

36 YEARS

June 18, 2024

Steve Ely
Information Technology Director
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92628
714.754.5154
[email protected]

Subject: City of Costa Mesa ITSP Refresh
Reference: Previous meeting and correspondence, same subject

Steve,

Per our previous conversations, attached please find a proposal to carry out the City of Costa Mesa Information Technology Strategic Plan (ITSP) Refresh, carried out in 2019.

This proposal reflects the following approach:
• Assess the accomplishments of initiatives identified in the 2019 ITSP. • Identify initiatives completed in the last 5 years that were not specifically identified in the original ITSP.
• Produce a p ost ITSP implementation performance measurement summary, including benefits to the city and community.
• Produce an ITSP for the next 5 years.

Please do not hesitate to let me know if you any questions or require additional clarification. We look forward to our continued relationship as a trusted partner of the City.

Sincerely,

Roy Hernandez
President / CEO
[email protected]
310.804.7565

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Proposal
© 2024 i
ThirdWave 100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

Table of Contents

Transmittal Letter

Section 1 Scope of Work ................................................................................................. 1

1.1 Project Work Plan ...................................................................................... 1 Phase 0 Project Management ................................................................ 2 Phase 1 ITSP Post Implementation Assessment ................................... 2 Phase 2 ITSP Refresh Discovery ........................................................... 4 Phase 3 Refreshed IT RoadMap ............................................................ 6

1.2 Project Schedule ........................................................................................ 9 Figure 1.2.1: Preliminary MS Project Schedule ....................................... 10

Section 2 Cost Proposal ............................................................................................... 12

2.1 Project Fee Schedule ............................................................................... 12 Figure 2.1.1: Cost Summary ................................................................... 12 Figure 2.1.2: Payment Schedule ............................................................. 13

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Proposal
Proposal
© 2024 1
ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

1.1 Project Work Plan

The following provides a description of the pr oposed
Scope of Work. The following work plan reflects the
approach and tasks identified in the meeting with the
City on June 11, 2024 to carry out the proposed
project.

Each task and subtask in the work plan will produce a
deliverable, e.g., a document, meeting, or
presentation. ThirdWave will provide electronic
deliverables, either in MS Word, MS Excel,
PowerPoint or a PDF, as appropriate.

The following provides a description of proposed tasks
that will be carried out in the Scope of Work.

Section 1
Scope of Work

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Proposal
Proposal
© 2024 2
ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

Phase 0 Project Management

Task 0.1 Project Kick-off Meeting
This tas k will entail holding a project kickoff meeting with the City and ThirdWave’s Project Team. A PowerPoint presentation will be produced to review the project g oal and objectives, project tasks , deliverables, and ThirdWave / City responsibilities. Staff from each department should attend the meeting.

Assumptions:

1. ThirdWave will either hold one meeting for all four departments or hold four separate meetings on the same day with all four departments.

Deliverable 0.1: Project Kickoff Meeting

Task 0.2 Ongoing Project Coordination
This task will entail holding ongoing project progress and coordination meetings or conference calls with the City’s Project Manage r. This will serve to review / discuss the project’s progress, issues identified to date, and plan / prepare for future tasks.

Deliverable 0.2: Project Coordination

Task 0.3 Monthly Status Report
This task will entail providing written progress reports to the City’s Project Manager each month. Progress reports will outline the status of the project, including the following, as appropriate:
• Description of progress made during the reporting period • Deliverables completed and delivered during the reporting period • Outstanding issues and recommendations for resolution (if any) • Scope, cost and schedule integrity status
Deliverable 0.3: Monthly Status Reports

Phase 1 ITSP Post Implementation Assessment

Task 1 ITSP Completed Initiative Inventory
Task 1.1 ITSP Initiative Status Inventory
This task will entail reviewing the City's ITSP and determining the degree of progress made, significant accomplishments, and benefits to the City and community. This task will entail reviewing data provided by the City on all ITSP initiatives identi fied in the project completed in 2019. Working with appropriate City staff, the status of initiatives will be determined, based on the following:
• Type of Initiative: Infrastructure, Hardware, Software, Integration, Operations, and Management
• Department
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Proposal
Proposal
© 2024 3
ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

• Status:
▪ Completed
▪ In Progress
▪ Postponed
▪ Cancelled
• Year Completed: 1, 2, 3, 4, or 5
• Budget:
▪ Estimated Amount
▪ Actual Amount (if known)
• Benefits to City or Community

Assumptions:

1. The City will collaborate with the project team together project information.

Deliverable 1.1: ITSP Initiative Inventory

Task 1.2 Added Initiative Inventory
This task will entail taking an inventory of co mpleted projects not identified in the original 2019 ITSP, but carried out during the 5-year implementation timeline.

Working with appropriate City staff, the status of new initiatives will be determined, based on the following:
• Type of Initiative: Infrastructure, Hardware, Software, Integration, Operations, and Management
• Department
• Status:
▪ Completed
▪ In Progress
▪ Postponed
▪ Cancelled
• Year Completed: 1, 2, 3, 4, or 5
• Budget:
▪ Estimated Amount
▪ Actual Amount
• Benefits to City or Community
Deliverable 1.2: Additional IT Initiatives

Task 1.3 Post implementation Assessment
This task will entail referencing data collected in the previous tasks to produce an overview of the following:
• Progress of the ITSP Implementation
• Significant achievements and results delivered
• Benefits to the City, Community
• Alignment to Council Goals
• Performance Measurement Summary
Deliverable 1.3: ITSP implementation Assessment
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Proposal
Proposal
© 2024 4
ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

Phase 2 ITSP Refresh Discovery

Task 2.1 IT Focus Groups
Task 2.1.1 Hold IT Focus Groups
This task will entail holding four 2 -hour focus groups with the IT manager and staff to gather data related to the state and challenges with existing information systems. The workshops will address the following:

1. Infrastructure

2. Hardware

3. Application/Database Software

4. Best Practices.

Deliverable 2.1.1: Hold IT Focus Groups

City 2.1.1 Review & Comment
This task will entail the City reviewing the draft deliverable and providing suggested revisions within 3 days. Comments not received within 3 business days from transmittal to the City will be deemed to not have any revisions.

Deliverable 2.1.1: Comments

Task 2.1.2 IT Focus Group Findings
This task will entail incorporating suggested revisions, as applicable.

Deliverable 2.1.2: IT Focus Group Findings

Task 2.2 Online Staff Survey

Task 2.2.1 Develop & Provide Online Staff Survey
This task will entail developing an internal City survey providing staff the opportunity to provide input on the City’s existing and required systems, and the IT organization’s capability to support them. The online staff survey will address:
• The state of existing information systems
• Department Information Technology requirements
• Public Facing Online Self-Service Applications
• Related IT support capabilities and processes
• Most significant service delivery challenge
• Most significant Information Technology challenge
ThirdWave will work with the City’s Project Manager to finalize the online Survey.

Assumptions:

1. A link will be placed on the City’s Intranet website and a notice will be issued encouraging all teachers to take the survey.

2. A SurveyMonkeyTM link will be provided to the City’s Project Manager.

3. The online survey will collect data for two weeks.

Deliverable 2.2.1: Online Staff Survey
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Proposal
Proposal
© 2024 5
ThirdWave 12100 Wilshire Blvd., Suite 800 Los Angeles, CA 90025 310.914.0186 V 310.312.9513 F

City 2.2.1 Post & Fill Out Survey
This task will entail the City’s Project Manager providing the survey link to post or distribute to City staff . Unless otherwise agreed, the online survey will collect data for two weeks.

Deliverable 2.2.1: Staff Take the Survey

Task 2.2.2 Compile Staff Survey Data
This task will entail compiling the data collected in the online survey and producing a summary of findings . The findings from this deliverable will be referenced and inform Phase 3.

Deliverable 2.2.2: Online Staff Survey Findings

Task 2.3 Management Interviews

Task 2.3.1 Hold Management Interviews
This task will entail holding 10 - thirty-minute interviews with department heads to get a management perspective of general organizational, operational and technology challenges facing City departments. Management interviews will gather high level business and service delivery requirements not identified in the IT Focus Groups or Rapid Workflow® business process workshops.

Deliverable 2.3.1: Management Interviews

City 2.3.1 Review & Comment
This task will entail the management interviewees reviewing the draft interview notes and providing comments/suggested revisions. Unless otherwise agreed, the review and comments will be provided within 5 business days. Comments not received after 5 business days from transmittal to the City will be deemed to not have any revisions.

Deliverable 2.3.1: Comments

Task 2.3.2 Incorporate Management Comments
This task will entail incorporating the management team’s comments to produce the final management interviews summary deliverable. The findings from this deliverable will be referenced and inform the ITSP Roadmap in Phase 3.

Deliverable 2.3.2: Management Requirements Findings

Task 2.4 Business Requirements Definition

Task 2.4.1 Hold Rapid Workflow® Workshops
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service delivery and improve operational cost effectiveness. Department to hold workshops will be determined after the management interviews.

Deliverable 2.4.1: Rapid Workflow® Workshops

Task 2.4.2 Document As-Is Rapid Workflow® Process Models This task will include documenting the business, functional, and technical requirements data collected in the workshop
Deliverable 2.4.2: Draft Rapid Workflow® Process Maps

City 2.4.2 Review & Comment
This task will entail workshop participants reviewing the draft Rapid Workflow ® and providing comments/suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn-around time specified in the final Project Schedule, i.e., 5 business days.

Deliverable 2.4.2: City Comments

Task 2.4.3 Final Business Process Requirements
This task will entail incorporating the City’s comments to produce the final business process map deliverable. The findings from this deliverable will be referenced in producing the recommendations made in the ITSP Roadmap in Phase 3.

Deliverable 2.4.3: Final Rapid Workflow® Process Maps

Phase 3 Refreshed IT RoadMap

Task 3.1 Information Technology Strategic Plan

Task 3.1.1 Draft ITSP Findings & Recommendations
This task will entail producing a 5 -year IT Strategic Plan. The following provides a typical table of contents from an ITSP; however, the final ITSP will be custom tailored to the specific and unique needs of the City:

Executive Summary

1. Introduction and Methodology

1.1 Goals & Objectives

1.2 ITSP Vision

2. Assessment

2.1 Management Interviews

2.2 IT Staff Focus Group

2.3 Staff Online Survey

2.4 Rapid Workflow® Business Process Workshops

2.5 Leading Technology Initiatives

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3. Recommendations

3.1 Technology Recommendations
• Infrastructure
• Hardware
• Application/Database Software

3.2 Operational Recommendations

3.3 Management Recommendations
Assumptions:

1. This draft deliverable will be transmitted in MS Word for the City’s review and comments using Track Changes.

Deliverable 3.1.1: Draft IT Strategic Plan

City 3.1.1 Review & Comment
This task will entail the City reviewing the draft deliverable and providing comments and suggested revisions. Unless otherwise agreed, review and comments will be provided within the turn -around time specified in the final Project Schedule, i.e., 10 business days.

Deliverable 3.1.1: City Comments

Task 3.1.2 Final IT Strategic Plan
This task will entail incorporating the City’s comments to produce the final ITSP report. ITSP initiatives identified in this deliverable will form the basis for developing the final ITSP Roadmap.

Assumptions:

1. The final ITSP will be provided in MS Word and PDF files.

Deliverable 3.1.2: IT Strategic Plan

Task 3.2 ITSP Initiative Prioritization

Task 3.2.1 ITSP Initiative Prioritization
The task will entail running the ITSP initiatives identified in previous task through a prioritization model, which includes a range of weighted performance parameters aligned with the City’ s business strategy, business objectives, and tangible internal/public benefits. This is an iterative process: ThirdWave will do the first cut and do the second cut with the City’s Project Manager via an online Zoom working session. A final cut will be produced after the budget estimate has been completed. Typical prioritization criteria used by ThirdWave includes the following, although these can be modified if the City desires:

Prioritization Criteria

1. Times identified in the ITSP project (Rapid Workflow ® workshops, survey, focus groups and management interviews)

2. Improved Customer Services

3. Cost Savings/Cost Avoidance
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4. Business Process Improvement

5. Potential revenue generation
Deliverable 3.2.1: ITSP Initiative Prioritization

Task 3.3 ITSP Implementation Roadmap

Task 3.3.1 Draft Refreshed Roadmap
This task will entail articulating the overall business and technology implementation roadmap that is technologically strategic, financially responsible, and sustainable. The document will contain a 5-year plan for implementing a prioritized list of ITSP initiatives, including the acquisition and implementation of strategic business technologies and/or professional services. The ITSP will provide recommendations for short-term transitions as well as long-term strategic direction. The ITSP Implementation Roadmap will address the following:
• Prioritized ITSP Initiatives
• ITSP 5-Year Budget Estimate by year (total cost of ownerships of one -time professional services costs, one -time systems costs, one-time software costs and ongoing software maintenance costs)
• ITSP Implementation Timeline
• ITSP Benefits

The Draft ITSP Implementation Roadmap will be provided to the City for review and comments.

Deliverable 3.3.1: Draft ITSP Roadmap

City 3.3.1 Review & Comment
This task will entail the City reviewing the draft deliverable and providing comments and suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn -around time specified in the final Project Schedule, e.g., 10 business days.

Deliverable 3.3.1: City Comments

Task 3.3.2 ITSP Roadmap
This task will entail incorporating City comments to produce the final enterprise ITSP Roadmap deliverable. The final ITSP Roadmap will be provided as MS Word and PDF files.

Deliverable 3.3.2: ITSP Roadmap

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Task 3.4 ITSP Executive Presentation

Task 3.4.1 Produce ITSP Executive Presentation
This task will entail producing an executive level presentation of the ITSP Roadmap for the City ’s leadership team. This presentation will be provided to the City’s project team and department heads for review, comments and revisions.

Deliverable 3.4.1: ITSP Executive Presentation

Task 3.4.2 Present ITSP Executive Presentation
This task will entail providing an onsite presentation to City executives/elected officials.

Deliverable 3.4.2: Present ITSP Executive Presentation

1.2 Project Schedule

ThirdWave uses formal MS Project schedules to
manage all of our projects. The preliminary MS
Project Schedule on the next page reflects the project
timeline of approximately 4 – 5 months.

The preliminary projected timeline reflects our
overriding objective - a successful project. ThirdWave has developed a work plan that is logical and
manageable, meeting the key objectives addressed in
the City’s RFP. Wherever possible, tasks have been
planned in parallel to compress the project schedule in an effort to shorten the project duration as much as
possible.

The Project Schedule illustrates an itemized Work
Breakdown Structure of all project phases, tasks,
subtasks. It indicates the timeline for beginning and
completion of each task with corresponding
deliverables.

The preliminary project Scheule on the following page will be revised prior to the Project Kick -off meeting.

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Figure 1.2.1:

Preliminary MS Project Schedule

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2.1 Project Fee Schedule

The following provides the cost proposal and payment
schedule to execute the identified services for the
City’s project as articulated in the Scope of Work.

Upon mutual agreement of the scope, services
provided will be carried out on a Fixed -Fee
professional services agreement.

The following provides a summary of costs, which is
followed by a detailed payment / deliverable schedule.

Figure 2.1.1: Cost Summary

Phase 0 Project Management ............................................... 21,490 Phase 1 ITSP Post Implementation Assessment .................. 24,970 Phase 2 ITSP Refresh Discovery .......................................... 40,839 Phase 3 IT Strategic Plan & Roadmap .................................. 37,715 Total Cost $ 125,014

Section 2
Cost Proposal

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Figure 2.1.2: Payment Schedule

TASK 0 Project Management 21,490

Task 0.1 Project Kick-off Meeting 1,780
Deliverable 0.1: Project Kick-Off Meeting
Task 0.2 Ongoing Project Coordination 17,160
Deliverable 0.2: Project Coordination
Task 0.3 Monthly Status Reports 2,550
Deliverable 0.3: Monthly Status Reports

Task 1 ITSP Post Implementation Assessment 24,970

Task 1.1 ITSP Completed Initiative Inventory 24,970
Task 1.1.1 ITSP Initiative Status Inventory ............................................... 8,580 Deliverable 1.1.1: ITSP Initiative Inventory
Task 1.1.2 Added Initiative Inventory ....................................................... 8,580 Deliverable 1.1.2: Additional IT Initiative Inventory
Task 1.1.3 Post implementation Assessment ........................................... 7,810 Deliverable 1.1.3: ITSP implementation Assessment

Task 2 ITSP Refresh Discovery 40,839

Task 2.1 IT Focus Groups 5,140
Task 2.1.1 Hold IT Focus Groups ............................................................. 3,685 Deliverable 2.1.1: IT Focus Groups
Task 2.1.2 Incorporate Comments ........................................................... 1,455 Deliverable 2.1.2: Focus Group Summary

Task 2.2 Online Staff Survey 4,442
Task 2.2.1 Develop Online Staff Survey ................................................... 1,646 Deliverable 2.2.1: Online Staff Survey
Task 2.2.2 Compile Online Survey Data .................................................. 2,796 Deliverable 2.2.2: ITSP Survey Findings

Task 2.3 Management Interview 6,064
Task 2.3.1 Hold Management Interviews ................................................. 4,700 Deliverable 2.3.1: 10 Management Interviews
Task 2.3.2 Incorporate Management Comments ..................................... 1,364 Deliverable 2.3.2: Management Summary Findings

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Task 2.4 Business Requirements Definition 25,193
Task 2.4.1 Rapid Workflow® Workshops ................................................ 15,300 Deliverable 2.4.1: 10 Business Process Workshops
Task 2.4.2 Document Business Process Workshops ............................... 8,180 Deliverable 2.4.2: Draft Business Process Maps
Task 2.4.3 Finalize Business Process Maps ............................................ 1,713 Deliverable 2.4.3: Business Process Maps

Task 3 IT Strategic Plan & Roadmap 37,715

Task 3.1 IT Strategic Plan 19,575
T 3.1.1 Draft IT Strategic Plan .......................................................... 15,225 Deliverable 3.1.1: Draft ITSP
T 3.1.2 Final Refreshed ITSP ............................................................ 4,350 Deliverable 3.1.2: Refreshed IT Strategic Plan

Task 3.2 ITSP Initiative Prioritization 3,060
T 3.2.1 ITSP Initiative Prioritization ..................................................... 3,060 Deliverable 3.2.1: ITSI Prioritization

Task 3.3 ITSP Implementation Roadmap 10,390
Task 3.3.1 Draft Refreshed Roadmap ...................................................... 8,095 Deliverable 3.3.1: Draft Refreshed Roadmap
Task 3.3.2 Final ITSP Refreshed Roadmap ............................................. 2,295 Deliverable 3.3.2: ITSP Implementation Roadmap

Task 3.4 ITSP Executive Presentation 4,690
Task 3.4.1 Produce Executive ITSP Presentation ................................... 2,395 Deliverable 3.4.1: ITSP Executive Presentation
Task 3.4.2 Provide the Executive ITSP Presentation ............................... 2,295 Deliverable 3.4.2: Present ITSP

Total Cost $ 125,014
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1 THE MARIN COUNTY ASSESSOR RECORDER AND DEPARTMENT OF FINANCE REQUEST FOR PROPOSAL RFP #2832A

PROPERTY SYSTEMS BUSINESS PROCESS ANALYSIS
May 03, 2023
The County of Marin’s Assessor Recorder and Department of Finance departments is seeking to contract for property systems business process analysis services as described in this solicitation.

Proposal packages will be received through Wednesday June 21, 2023 UNTIL 2:00PM local time, at the Marin County Procurement Division, 3501 Civic Center Drive Room 304, San Rafael, Ca 94903 or through Bid Express®
Any proposer who wished their proposal to be considered is responsible for making certain that the completed proposal, including all RFP documents, is received in the Procurement office by the proper time. Proposals received after the scheduled submittal deadline will be returned unopened.

Copies, alternative formats and auxiliary aids of this RFP will be made available upon request by contacting Jorge Molina from the Procurement Division at [email protected] The County of Marin does not discriminate on the basis of race color, religion, creed, sec, age, marital status, national origin, mental or physical disability, political belief or affiliation, veteran status, sexual orientation, gender identity (including gender expression), genetic information, and any other class of individuals protected from discrimination under state or federal law in any of its activities or operations. This includes, but is not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, contractors, subcontractors, vendors and clients.

The County of Marin is committed to developing and supporting diverse, equitable, and inclusive values within all aspects of its operations. By conducting business for or with the County, you are representing your commitment to rejecting inequities in employment, services, and practices by ensuring fair and equitable treatment for all.

Attachment 4
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2 TABLE OF CONTENTS
TABLE OF CONTENTS 2
INSTRUCTIONS TO PROPOSERS 5
General Project Description 5
Solicitation Questions 5
Submittal Requirements 5
Timeline of Events 6
Opening of Proposals 6
Informed Proposers/ Examination of Documents 6
Nomenclatures 7
Interpretation, Correction 7
Prices, Negotiations and Mistakes 7
Withdrawal of Proposal 7
Terms of the Offer 7
GENERAL PROVISIONS 8
Responsible Parties 8
Award of Contract 8
Award Evaluation Criteria 8
Preferences 9
Supplier Performance Management Program (SPMP) 9
Addenda 10
Change Orders 10
Invoicing and Payment 10
Assignment and Subcontracting 10
Force Majeure 10
Nondiscriminatory Employee 11
Fair Employment Provisions 11
Cancellation of Contract 11
Termination for Default – Time Extension for Delay 12
Termination for Convenience 12
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3 Nuclear Free Zone 12
Damages 12
Living Wage 13
Cooperative Agreement 13
Joint Procurement 13
Independent Proposer 13
Non-Appropriation of Funds 13
Compliance or Deviation to Specifications 14
Governing Laws 14
Insurance 14
Debarment and Suspension Certification 14
Conformity with Law and Safety 15
Attorney’s Fees 15
Proposer Agreement to Terms and Conditions 15
Right to Audit 15
California Public Records Act (CPRA) 15
Taxes 16
Tax, California Non-Resident Income and Franchise Tax Withholding 16 PROJECT INFORMATION 17
Background 17
General Conditions 17
Submittal Requirements 17
Contract Term 17
Minimum Qualifications/Experience Requirement 17
Additional Requirements 18
SCOPE OF WORK 19
Project Specifics 19
Key Goals/Capabilities 19
Technical Requirements 19
Project Timeline 19
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4 EXCEPTIONS TO THE SCOPE OF WORK 20
OFFER 21
SCHEDULE OF PROPOSED FEES 22
REFERENCES AND PERFORMANCE 23
STATEMENT OF QUALIFICATIONS 24
DEBARMENT AND SUSPENSION CERTIFICATION 25
NON COLLUSION DECLARATION 26
TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID 26
LOCAL BUSINESS PREFERENCE CERTIFICATION 27
WORKFORCE PREFERENCE CERTIFICATION 28
SOLICITATION DOCUMENTS TO BE RETURNED 30

181
5 INSTRUCTIONS TO PROPOSERS
General Project Description
The County of Marin is seeking a Business Analyst to gather high level business and system requirements to create an RFP for the potential replacement of the current property systems. These property systems include functionality from both the Assessor Recorder which includes but is not limited to property assessments and property recordings and the Department of Finance where the property taxes are collected.

Solicitation Questions
Proposers may submit written questions regarding this solicitation. All questions must be emailed and received by Friday, May 26, 2023 no later than 4:00 pm local time. Questions asked after this date and time will not be considered. All questions shall be submitted to Jorge Molina with the Procurement Department via email, [email protected] or through the Bid Express® online platform.

The subject line shall be: RFP 2832A – Property Systems Business Process Analysis Phone calls and faxed questions will not be accepted.

Answers to all written questions concerning this solicitation will be posted on the County of Marin Contracting Opportunities website and the Bid Express® online platform on Friday, June 02, 2023. It is the responsibility of all interested proposers to access the website(s) for this information.

Submittal Requirements
The Marin County Department of Public Works has transitioned its bidding processes to the Bid Express® online platform. Bidders can access current solicitations and a how-to guide for first-time Bid Express users County of Marin Bid Express home page at
https://www.bidexpress.com/businesses/53528/home. Bidders must register for a free Bid Express account to view project solicitations; download bid documents; see the plan holder’s list and submit bid RFIs.

Submitted responses must include the form(s) provided with this solicitation package. All items shall be filled in and the signatures of all persons signing shall be written and printed in longhand. All proposals submitted must have a completed Offer form signed by a duly authorized officer of the proposing contractor. Proposals not submitted on the form(s) provided, unless otherwise specified, may not be considered by the County of Marin Procurement Division.

Electronic submissions via Bid Express® OR one (1) written original (marked as such) and one (1) electronic copy proposal on a USB jump/thumb drive are due on Wednesday, June 21, 2023, no later than 2:00 pm local time. Sealed Proposals must be received by the due date and time. Once received, all original and/or copies of the proposal become property of the County of Marin and will not be returned. Proposals will be considered late if not received by the above due date and time, regardless of postmark date, and will be rejected and returned to the proposer unopened.

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6 Delivery Address:

County of Marin Procurement Division
3501 Civic Center Drive – Room #304
San Rafael, CA 94901

All proposals shall be clearly marked “RFP 2832A – Property Systems Business Process Analysis - Do Not Open” on the outside of the proposal package.

The County of Marin reserves the right to reject any and all proposals and to elect not to enter into any contract for the services described in the scope of work. The County reserves the right to make multiple awards of this proposal. The County of Marin also reserves the right to request clarification of information from the proposer.

Timeline of Events
The County of Marin will make all attempts to adhere to the following timeline.

Release of RFP Thursday, May 03, 2023
Deadline to submit Questions Friday, May 26, 2023 – No Later than 4:00 PM Local Time Responses to Questions Friday, June 02, 2023
Proposal Submission Deadline Wednesday, June 21, 2023 – No Later than 2:00 PM Local Time Identification of Apparent Winner Week of June 26 2023 (Subject to Change) Tentative Board Award Date June/July2023 (if necessary) Tentative Contract Start Date Wednesday, July 03 (Subject to Change)

Opening of Proposals
Proposals will not be publicly opened or read.

Informed Proposers/ Examination of Documents
Before submitting a proposal, proposers must fully inform themselves of the conditions, requirements, and specifications of the work or materials to be furnished. Failure to do so will be at the proposer’s own risk.

It is the responsibility of the proposer to carefully and thoroughly examine and be familiar with legal and procedural documents, general conditions, all forms, specifications, addenda (if any), herein referred to as contract documents. Contractor shall satisfy themself as to the character, quantity, and quality of work to be performed and materials, labor, supervision, equipment and appurtenances necessary to perform the work as specified by the contract documents. The failure or neglect of the contractor to examine the documents shall in no way relieve them from any obligations with respect to the solicitation or contract.

The submission of a proposal shall constitute an acknowledgment upon which the County of Marin may rely that the contractor has thoroughly examined and is familiar with the contract documents. No claim 183
7 will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

Nomenclatures
The terms successful proposer, offeror, bidder, vendor, supplier and contractor may be used interchangeably in this solicitation and shall refer exclusively to the person, company, or corporation interested or submitting a proposal. The terms County of Marin and Department; quote, bid, proposal; contract, and purchase order, may be used interchangeably in this solicitation.

Interpretation, Correction
The Proposer must carefully examine the specifications, terms and conditions provided in the Request for Proposal and become fully informed as to the requirements set forth therein. If anyone planning to submit a proposal discovers any ambiguity, conflict, discrepancy, omission or error in the proposal, has any questions in relationship to the “Scope of Work”, or any other related matters, shall immediately notify the responsible party, Jorge Molina, of such concern in writing via email at [email protected] and request clarification or modification of the document(s) no later than the date specified in the RFP questions section.

Prices, Negotiations and Mistakes
All prices and notations must be in type or ink. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person who signs the proposal. Prices shall be stated in dollars and quotations made separately on each item. Where there is a conflict between words and figures, words will govern.

Withdrawal of Proposal
Submitted proposals:
a) may not be withdrawn within 60 calendar days after the proposal opening b) may be withdrawn prior to the opening date only by written request of the proposer Terms of the Offer
Acceptance of proposer’s offer shall be limited to the terms herein unless expressly agreed in writing by the County of Marin. Proposers offering terms other than those shown herein will be declared non- responsive and will not be considered.

***END OF INSTRUCTIONS TO PROPOSERS***

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8 GENERAL PROVISIONS
The provisions in this section, with the exception to the Evaluation Criteria and Invoicing address, cannot be altered without prior approval by County Counsel and Procurement Responsible Parties
Representing the County of Marin in all matters regarding the submission of this solicitation package shall be Jorge Molina of the Procurement Division, [email protected].

All inquiries shall be directed to the designated County staff person as shown. Contact with any other County personnel or any undue “badgering” of such County personnel by the proposer is prohibited.

Failure to comply with this request may be considered cause for disqualification of your proposal.

Award of Contract
Award of proposal, if awarded, will be made to the Proposer offering the most advantageous proposal after consideration of all Evaluation Criteria set forth below. The criteria are not listed in order of preferences.

An Evaluation Committee will be established by the County of Marin. The Committee will evaluate all proposals received in accordance with the Evaluation Criteria. The County of Marin reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Evaluation scores will not be released until after award of proposal. The County of Marin shall not be obligated to accept the lowest priced proposal but will make an award in the best interests of the County after all factors have been evaluated.

Receipt of the official Contract shall indicate award of the proposal. Award of proposal shall be made by the County of Marin to the responsible Proposer who meets the provisions and specifications of this proposal after consideration of all evaluation criteria to provide the services as described in this request. The County reserves the right to make a multiple award of this proposal Award Evaluation Criteria
The Evaluation Criteria that will be used to evaluate all received proposals are listed on Page 9.

A selection committee will evaluate each submission and determine which individuals, firms, corporations, organizations, or teams will be invited to enter into a Contract.

The Selection Committee may also contact and evaluate the proposer’s references; contact any Proposer to clarify any response; contact any current users of a proposer’s services; solicit information from any available source concerning any aspect of a proposal; and/or seek and review any other information deemed pertinent to the evaluation process. The Evaluation Committee is not obligated to accept the lowest priced proposal but shall make an award in the best interest of the County of Marin, reject any and all proposals, and to waive any informalities and minor irregularities in the proposals.

Discussions/interviews may, at the County of Marin’s sole option, be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for an award.

Discussions/interviews may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Revisions may be 185
9 permitted after submissions and before award for obtaining best and final proposals. In conducting discussions/interviews, the County of Marin will not disclose information derived from proposals submitted by competing Proposers.

EVALUATION CRITERIA PERCENTAGE
Qualifications and Experience 55%
References/Performance History 25%
Proposal submission – quality completeness and understanding of the project as outlined in description given in the Request for Proposal. 10% Cost 10%
Total 100%

Preferences
Whenever the County of Marin acquires services or supplies by purchase order and/or contract, the Purchasing Agent, in evaluating the price or proposal, shall award preferences based upon the following preferences. In no case shall the total of all preferences which a bid is eligible exceed fifteen (15.0) percent.

1. Local Business Preference - In accordance with County of Marin Code 3.10 there shall be a five (5.0) percent preference on the price submitted by a local county business.

2. Workforce Development Preference - In accordance with County of Marin Code 2.50.070 Ordinance # 3435 there shall be a five (5.0) percent preference to contractors that can certify that at least 50 percent of the workforce under the service contract will be Marin County Residents.

3. Recycled Product Preference - In accordance with County of Marin Code 3.08 there shall be a fifteen (15.0) percent preference on the price submitted involving recycled products.

This section shall not apply to transactions in which the allowance of these preferences are otherwise prohibited by state or federal statutes or regulation.

Supplier Performance Management Program (SPMP)
The Supplier Performance Management Program may be used to evaluate and assess contractor performance. This program may include but is not limited to: scheduled contract review, scorecards to measure performance on contract specific metrics, and periodic meetings to review performance and address any corrective action that may need to be taken. The intent is to be mutually beneficial, not only to ensure the supplier/contractor is meeting our expectations, but that the County is communicating our expectations to the supplier/contractor.
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10 Addenda
Any changes, additions, deletions or clarifications to this proposal package shall be made by written addendum, issued by the County of Marin. Addenda will be sent to all known entities in receipt of the solicitation and shall be incorporated in the proposal. The proposer shall sign and date the addendum and submit with their response to the solicitation.

Addenda issued within five (5) calendar days of the proposal opening date/time shall be cause for extension of the opening date, if so determined by the Purchasing Agent, in order to allow prospective Proposers sufficient time to prepare their proposals.

Change Orders
The County of Marin may at any time, without notice to any sureties, make any change in the work specified in the resulting Contract by issuing a change order, including but not limited to changes:

1. In the terms and conditions of the Contract

2. In the written specifications

NO ORDER, STATEMENT OR CONDUCT, WRITTEN OR ORAL, SHALL BE TREATED AS A CHANGE ORDER UNLESS IN WRITING AND SIGNED BY BOTH PARTIES.

Invoicing and Payment
Payment by the County of Marin to vendor shall be made in full, per invoice within 30 calendar days after receipt of a correct invoice. Invoices shall be made per division. Invoices shall be mailed through the postal service. Purchase Orders are required for each order placed and invoices should reference the associated purchase order.

Depending on originating charges vendor shall submit an invoice only after services have been rendered to an address provided by the County upon awarding agreement.

Assignment and Subcontracting
The proposer shall have no right, authority or power to sell, mortgage or assign the resulting contract and/or purchase order or any interest herein, or any right, power or authority to allow or permit any other person or persons or organizations to have any interest in or use any part of the rights or obligations granted hereunder for any purpose whatsoever without the prior written consent of the County of Marin. Neither the contract and/or purchase order nor any interest created thereby shall pass by operation of law to any trustee or receiver in bankruptcy or to any other receiver or assignee for the benefit of creditors or any claim hereunder to any other party or parties, except as expressly authorized by the County of Marin.

Force Majeure
Time extension for delay may be allowed for the Proposer by the County of Marin for any delay in the completion/delivery of specified items which arises from unforeseeable causes beyond the control of the proposer and without fault or negligence of the proposer, including but not restricted to such causes as the act or negligence of the County of Marin, stormy or inclement weather in which specified work cannot be done, strikes, boycotts, acts of God, acts of the public enemy, acts of government, fire, flood, epidemics, freight embargo, delays of suppliers which arise from unforeseeable causes beyond the control and without the fault or negligence of both the proposer and supplier. 187
11 Nondiscriminatory Employee
The County of Marin does not discriminate on the basis of race color, religion, creed, sex, age, marital status, national origin, mental or physical disability, political belief or affiliation, veteran status, sexual orientation, gender identity (including gender expression), genetic information, and any other class of individuals protected from discrimination under state or federal law in any of its activities or operations.

This includes, but is not limited to, hiring and firing of staff, selection or volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, contractors, subcontractors, vendors and clients.

Fair Employment Provisions
The contractor awarded this proposal and doing the work herein specified shall not knowingly fail to hire or allow to be dismissed from employment thereon any persons because of race, color, sex, religion, national origin, or creed. The hiring of all labor for the work included in this contract shall be in accordance with applicable directives of the Department of Fair Employment and Housing of the State of California.

The contractor shall comply fully with Titles I and II of the Americans with Disabilities Act (ADA), Sections 508 and 504 of the 1973 Rehabilitation Act as amended in 1998 in that the contractor’s hiring practices do not discriminate against disabled persons.

The contractor shall cooperate fully with the County and affiliated unions to promote and ensure the maximum employment of minorities and other protected group members with particular emphasis on residents of Marin County, in all phases and at all levels of the work. The contractor shall encourage maximum utilization of apprenticeship and other on-the-job training programs to achieve this goal.

Contractor and/or any permitted subcontractor shall not unlawfully harass nor discriminate against any individual based on race, religious creed, color, national origin, ancestry, medical condition, marital status, sex, sexual orientation, age or condition of disability. Contractor and/or any permitted subcontractor understands and agrees that Contractor and/or any permitted subcontractor is bound by and will comply with the nondiscrimination mandates of all Federal, State and local statutes, regulations and ordinances.

A County representative will be available to advise and assist in implementation of the foregoing.

The Contractor shall comply with any and all federal, state and local laws (including, but not limited to the County of Marin Nuclear Free Zone and Living Wage Ordinance) affecting the services provided by the contractor.

Cancellation of Contract
Without CAUSE, the County of Marin may cancel this contract at any time with thirty (30) days written notice to the supplier/contractor. With CAUSE, the County of Marin may cancel this contract at any time with five (5) days written notice to the Proposer. Cancellation for cause shall be at the discretion of the County of Marin and shall be, but is not limited to, failure to supply the materials, equipment or service specified within the time allowed or within the terms, conditions or provisions of this contract. The Successful Proposer may not cancel this contract without prior written consent of the County of Marin Purchasing Agent.
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12 Termination for Default – Time Extension for Delay
If the proposer fails or refuses to prosecute the work, or any separable part thereof, so as to ensure that the items specified will not be completed and/or delivered within the time specified in the proposal documents and Purchase Order, the County of Marin, may, by written notice to the proposer, terminate its right to proceed with the work or such part of the work as to which there has been a delay at the County’s option. The proposer and its sureties shall be liable to the County of Marin for liquidated damages, or if no liquidated damages are so provided, then for any damages to the County of Marin resulting from the proposer’s failure or refusal to complete/deliver the items within the specified time.

Termination for Convenience
The County reserves the right to terminate the contract at any time, for the convenience of the County of Marin, without penalty or recourse, by giving written notice to the Contractor at least thirty (30) calendar days prior to the effective date of such termination. The Contractor shall be entitled to receive just and equitable compensation for services and/or supplies delivered to and accepted by the County pursuant to the contract prior to the effective date of termination. Termination compensation cannot exceed the monthly service fee, and the termination nullifies the remaining months of the contract.

1. Termination for lack of funding: The County reserves the right to terminate any contract in any user agency if said agency loses funding during the term of the contract.

2. Termination for non-performance: The County may terminate the contract in whole or in part if delivery or performance is repeatedly unsatisfactory. Unsatisfactory performance includes but is not limited to:

a. Repeated failure to respond within requested time-frame b. Failure to perform services when promised or expected c. Inability to reach Contractor contact; lack of customer service Nuclear Free Zone
The County of Marin is a nuclear free zone in which work on nuclear weapons and/or the storage or transportation of weapons related components and nuclear material is prohibited or appropriately restricted. The County is prohibited or restricted from contracting for services or products with, or investing County funds in, any nuclear weapons proposer (Marin County Ordinance, Chapter 23.12 Nuclear-Free Zone).

https://www.marincounty.org/depts/bs/boards-and-commissions/commissions/peaceconversion Damages
The proposer shall be held responsible for damage to existing facilities/sites, or to completed new work, that may be caused by the proposer's work or workmen. Proposer shall properly repair damage or remove and replace damaged property as appropriate at the proposer’s expense as required by the County of Marin.

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13 Living Wage
This contract is subject to the County of Marin Living Wage Ordinance #3435 [(part), 2005]. The ordinance requires the payment of a living wage to all covered employees engaged in providing services pursuant to a service contract as defined in section 2.50.030 (F). Proposer specifically agrees that should the County of Marin investigate allegations of non-compliance with the Living Wage Ordinance, proposer shall make available for audits its books and records relating to the service contract, as well as the books and records of its subcontractors and proposer will make available employees in furtherance of its investigation.

Misrepresentation during the procurement or contracting process in order to secure the contract will disqualify a contractor or subcontractor from further consideration in the procurement or contracting process. Failure to comply once a contract has been awarded will constitute a material breach of the contract and may result, among other things, in the suspension or termination of the affected contract opportunities for a period not to exceed three years. (Marin County Ordinance, Chapter 2.50 Living Wage)

http://www.marincounty.org/depts/ad/divisions/management-and-budget/living-wage-ordinance Cooperative Agreement
Agreement may be used by other governmental agencies, school districts, and special districts upon mutual consent of both parties. The proposer shall provide firm fixed pricing for all items or services, as specified herein, and allow agencies to purchase said goods or services at any time during the effective period of the resulting County of Marin Contract and/or Purchase Order.

Joint Procurement
In accordance with 2 C.F.R §200.318(e) Intergovernmental agreements for procurement or use of common goods and services is encouraged by federal procurement guidelines. Joint procurement is a contracting method in which two or more agencies agree from the outset to use a single solicitation document and enter into a single contract for goods or services. The proposer understands in providing a response to this solicitation, that a single contract will be issued for the benefit of all agencies identified within the solicitation.

Independent Proposer
The proposer agrees and certifies that they or any of their agents, servants, or employees is not an agent or employee of the County of Marin. The proposer is an independent solely responsible for proposer’s acts. The resulting Contract and/or Purchase Order shall not be construed as an agreement for employment with the County. The Non-Collusion Affidavit shall be signed and returned with the submitted proposal.

Non-Appropriation of Funds
The County of Marin warrants that it has funds available to remit payments on the resulting County Purchase Order at the time the purchase order is executed. Should appropriated funds during the term of the Purchase Order become unavailable for the purpose of the Contract and/or Purchase Order, the County may cancel the agreement by providing the proposer with written notice. Such notice shall release both the County and proposer from all obligations under the Contract and/or Purchase Order, and proposer shall refund the County the balance of any advance payment made for orders of goods and/or services which are outstanding, or which have not been received by the County. 190
14 Compliance or Deviation to Specifications
Proposer hereby agrees that the material, equipment or services offered will meet all the requirements of the specifications in this solicitation unless deviations are clearly indicated in the proposer’s response and listed as such under Exceptions to the Scope of Work.

Governing Laws
This Request for Proposal and the resulting purchase order and/or contract shall be governed by all applicable federal, state, and local laws, codes, ordinances, and regulations including, but not limited to, those promulgated by the Federal Emergency Management Agency (FEMA), Homeland Security, CAL- OSHA, FED-OSHA, Environmental Protection Agency (EPA), Equal Employment Opportunity Commission (EEOC), California Department of Fair Employment and Housing (DFEH), the California State Department of Health and Human Services (CalHHS) and the County of Marin Environmental Health Department, the Federal Migratory Bird Treaty Act of 1918, the California Department of Fish and Wildlife codes 3503, 3503.5, 3513, and Marin County Code 23.16.010 for Pacheco Pond Wildlife area. This contract shall be in accordance with the substantive and procedural laws of the State of California.

Insurance
Successful proposer shall be required to furnish and maintain insurance as follows:

Commercial General Liability:

The Contractor shall maintain a commercial general liability insurance policy in the amount of $1,000,000 ($2,000,000 aggregate). The County shall be named as an additional insured on the commercial general liability policy.

Commercial Automobile Liability:

Where the services to be provided under this Contract involve or require the use of any type of vehicle by Contractor, Contractor shall provide comprehensive business or commercial automobile liability coverage, including non-owned and hired automobile liability, in the amount of $1,000,000.00.

Workers’ Compensation:

The Contractor acknowledges the State of California requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of the Labor Code. If Contractor has employees, a copy of the certificate evidencing such insurance, a letter of self- insurance, or a copy of the Certificate of Consent to Self-Insure shall be provided to County prior to commencement of work.

Debarment and Suspension Certification
Title 49, Code of Federal Regulations, Part 29
The bidder, under penalty of perjury, certifies that, except as noted below, he/she or any other person associated therewith in the capacity of owner, partner, director, officer, and manager:
 is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any Federal agency;
 has not been suspended, debarred, voluntarily excluded or determined ineligible by any Federal agency within the past 3 years;
 does not have a proposed debarment pending; and
191
15  has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past 3 years.

Note: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Bid. Signing this bid on the signature portion thereof shall also constitute signature of the Certification.

Conformity with Law and Safety
Vendor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including Federal, State, Municipal and Local Governing Bodies having jurisdiction over the scope of services or any part hereof, including all provisions of the Occupation Safety and Health Act of 1979 and all amendments thereto, and applicable Federal, State and Local Government Safety Regulations. All services performed by Vendor must be in accordance with these laws, ordinances, codes and regulations. Vendor shall indemnify and save County harmless from any and all liability, fines, penalties and consequences arising from any non-compliance of violations of such laws, ordinances, codes and regulations.

Accidents: If a death, serious personal injury, or substantial property damage occurs in connection with the performance of this agreement, Vendor shall immediately notify the County by telephone. Vendor shall promptly submit to County a written report, in such form as may be required by County, of all accidents which occur in connection with this agreement. This report must include all of the following information:

(1) Name and address of the injured or deceased person, and (2) Name and address of Proposer’s subcontractor (if any), and (3) Name and address of Proposer’s Liability Insurance Carrier, and (4) A detailed description of accident and whether any of County’s equipment or material was involved.

Attorney’s Fees
If any action at law or inequity is brought to enforce or interrupt the provisions of this agreement, the prevailing party shall be entitled to reasonable attorney’s fees in addition to any other relief to which it may be entitled.

Proposer Agreement to Terms and Conditions
Submission of a signed proposal will be interpreted to mean Proposer has agreed to all the terms and conditions set forth in the pages of this solicitation.

Right to Audit
County shall have the right of audit and inspection of the Vendor’s business records at any time during the term of this agreement. Vendor shall have readily available all records related to the performance of the agreement and shall provide office space as may be required for County to audit these records.

California Public Records Act (CPRA)
Applicants acknowledge and agree that the County is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If Applicant’s proprietary information is contained in documents or information submitted to the County, and Applicant claims that such 192
16 information falls within one or more CPRA exemption, the Applicant must clearly mark such information “CONFIDENTIAL AND PROPRIETARY” and identify the specific lines containing such information.

In the event of a request for such information, County will make reasonable efforts to provide notice to Applicant prior to any disclosure. If Applicant contends that any documents are exempt from the CPRA and wishes to prevent disclosure, then Applicant is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Marin County before the County’s deadline to respond to the CPRA request. If Applicant fails to obtain such remedy, County may disclose the requested information without penalty or liability.

Applicant further agrees that it shall defend, indemnify and hold County harmless against any claim, action or litigation (including but not limited to all judgments, costs, fees and attorneys’ fees) that may result from deniable by County of a CPRA request for information arising from any representation, or any action (or inaction) by the Applicant.

Taxes
Successful Proposer shall pay all federal, state and local taxes, levies, duties and assessments of every nature due in connection with any work under the contract and shall indemnify and hold harmless the County of Marin from any liability on account of any and all such taxes, levies, duties, assessments and deductions.

Tax, California Non-Resident Income and Franchise Tax Withholding The California Franchise Tax Board through the California Revenue and Taxation Code (R&TC) Section 18662 and the related regulations requires the withholding of California income and franchise taxes from payment made to nonresident California vendors performing services in this state. A withholding of 7% (the 2011 rate which is applicable to change) of all service-related invoices will be withheld and remitted to the state; there is no required withholding on goods provided. In addition, there are higher applicable rates that apply to nonresident foreign non-corporate partners, corporate partners and foreign bank (including financial institution partners).

***END OF GENERAL PROVISIONS***
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17 PROJECT INFORMATION
Background
The County’s Property system, which supports the County’s Finance and Assessor is functional on aging architecture/programming language (Cobol, VB6, ASP.NET, etc) and the intent is to replace/modernize the systems with newer technologies. As a result of this individual departments continue to employ workarounds for those areas that were not accessible. This request for proposals is to identify and gather the high-level business and system requirements, processes and procedures in order to provide future recommendations regarding the County’s current Property System.

The County’s current priority in moving the organization forward is to evaluate and redesign the Property system Assessment and Tax collection functions identified. This is a business project, not a technology project. It is a necessary assessment to identify current issues, regardless of any systems decision or direction.

General Conditions
The issuance of this solicitation constitutes only an invitation to present responses. The County reserves the right, at its sole discretion, to determine whether or not any aspect of the response satisfactorily meets the criteria established in the solicitation. The County reserves the right to seek additional information and/or clarification from the respondent, the right to confer with any respondent submitting a response and the right to reject any or all responses with or without cause. The County reserves the right to reject any and all responses for failure to meet the requirements contained herein, to waive any technicalities and to select the responses, which, in the County’s sole judgment, best meets the requirement of the project. In the event that the solicitation is withdrawn by the County for any reason, the County shall have no liability to any respondent for any costs or expense incurred with the preparation of a response to this solicitation or related work. The County reserves the right, at its sole discretion, to waive any irregularities or informality.

An example of the County of Marin Professional Services Agreement [PSC] is attached to this solicitation.

By submitting a response without exceptions, the contracting firm accepts all terms and conditions contained in the Sample Professional Services Agreement [PSC]attached. Additional terms and conditions may be required and may be negotiated after award.

Submittal Requirements
Electronic submissions via Bid Express® OR one (1) written original (marked as such) and 1 electronic copy proposal on a USB/thumb drive etc.

Contract Term
It is the County’s intent to award this contract with an initial contract term of 1 year. The County reserves the right to extend the contract pending project completion.

Minimum Qualifications/Experience Requirement
Proposers are required to have a minimum of five (5) years of experience in business systems consulting and analysis. Any proposer who cannot provide verifiable references for this minimum experience requirement may be considered non-responsive.
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18 Additional Requirements
Proposers are required to adhere to the regulations and policy set by County of Marin IST Security team, which is responsible for all aspects of Information Security at the County of Marin, including assets, systems, applications, data, and workforce security.

***END OF PROJECT INFORMATION***

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19 SCOPE OF WORK
Project Specifics
Today, the County’s Property system, which supports the County’s Finance and Assessor is functional on aging architecture/programming language and the intent is to replace/modernize the systems with newer technologies. As a result of this individual departments continue to employ workarounds for those areas that were not accessible.

The County’s first step and current priority in moving the organization forward is to evaluate the Property system Assessment and Tax collection functions.

Process:
(A) Review and document current process ownership as well as procedures related to the Property System.
(B) Identify and document current configuration of programming language. (C) Suggest opportunities for key process improvement.

Software:
(A) Identify and document integration points “workarounds”. (B) Identify available unused module capabilities of the current County’s Property system. (C) Identify opportunities on how the Property system can be optimized and enhanced to better facilitate County business processes.
a. Provide a report and/or plan for implementing the recommended changes for potential software solution enhancements. To be based on the current business process analysis.

Key Goals/Capabilities
The goal of this project:

1. Documentation of the County’s current business processes

2. Operational improvements, including findings and recommendations for change that should be made before the software selection.

Technical Requirements
A plan for implementing the recommended changes for potential software solution will be determined based on the business analysis.

Project Timeline
Currently this project is scheduled to be completed one year from the start of the project. The County reserves the right to extend the contract pending project completion.

***END OF SCOPE OF WORK***
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20 EXCEPTIONS TO THE SCOPE OF WORK
Contractors shall fully describe any exceptions to the written requirements and/or scope, in the space provided below. Attach an additional sheet if more space is necessary. Any exception taken shall be fully described to allow the County of Marin to evaluate its acceptance.

Section or
Page number Description of exception
============= ==================================================================

_____________ _________________________________________________________________

***END OF EXCEPTIONS***
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21 OFFER

In compliance with the solicitation, the undersigned offers and agrees, if this bid is accepted within sixty (60) calendar days from date of opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered at the designated point within the time specified. Discounts will not be considered in the evaluation of any quotation, unless otherwise stated in this invitation.

REPRESENTATIONS AND CERTIFICATIONS
Proposer certifies the following
That they are a: _______ Certified Dealer/Vendor for the Items in this Bid ________ Manufacturer of the Items in this Bid
Business is operated as: ________ an Individual
________ a Partnership
________ a Corporation
Incorporated in the
State of ______________________

Company Name: ____________________________________________ Company Address: ____________________________________________ ____________________________________________
Company Phone: ____________________________________________ Company Website: ____________________________________________

Signature of person authorized to sign bid: x____________________________________________ Printed name: _____________________________________________ Title: _____________________________________________
Date: _____________________________________________
E-mail address: _____________________________________________ 198
22 SCHEDULE OF PROPOSED FEES

Schedule of Proposed Fees
Task Description/Deliverables Price
Review and Document current
County processes
► Documentation/reporting/mapping etc. of
County current business processes as it relates
to the current Property System
► Identify and document integration points
“workarounds”
$
Review and document current
configuration of programming
language
► Documentation/reporting/mapping etc. of
County current configuration of programming
language
$
Business Process Improvement
Suggestions
► Provide a report and/or plan for implementing
the recommended changes for potential
software solution enhancements. To be based
on the current business process analysis
► Identify and suggest available unused module
capabilities of the current County’s Property
system.
► Operational improvements, including findings
and recommendations for change that should be
made before the software selection
$
Additional Tasks Identified
[Not Listed within solicitation]
►
►
►
$
$
$
TOTAL PROJECT COST $

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23 REFERENCES AND PERFORMANCE

Proposers shall provide the following information which will be used by the County in evaluating the proposal.

Proposer must provide three former (within the past five years) or present clients for whom these individuals have performed contracting services related to each of the categories for which your firm is offering services.

1. Number of years in business: _________________________________

2. Current average number of employees: _________________________

3. List 3 Former or Current accounts for contact as reference.

Name: ___________________________________________________ Address: __________________________________________________ Contact Person: ____________________________________________ Phone number: _____________________________________________

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24 STATEMENT OF QUALIFICATIONS

Proposers shall provide up to a one-page narrative as to supplier’s interests, particular abilities and qualifications related to this solicitation. Please include examples: knowledge, expertise and/or experience with other related work. Please attach statement or use space below.

_____________________________________________________________________________________

_____________ ________________________________________________________________________