Agenda packet — Cypress City Council, November 12, 2024 (part 1 of 7)

AGENDA

REGULAR MEETING

CYPRESS CITY COUNCIL
November 12, 2024
5:30 P.M. - Workshop
6:00 P.M. - General Session
www.cypressca.org 5275 Orange Avenue
Cypress, California
Interested in speaking to the City Council? Information about participating in the City Council meeting appears at the end of the agenda.

CALL TO ORDER
5:30 P.M.

Executive Board Room

ROLL CALL
Cypress City Council, also acting as the Ex-Officio Governing Board of Directors of the Cypress Recreation and Park District
Mayor Scott Minikus
Mayor Pro Tem Bonnie Peat
Council Member David Burke
Council Member Anne Mallari
Council Member Frances Marquez
ORAL COMMUNICATIONS ON CLOSED SESSION / WORKSHOP ITEMS (Limited to 30 minutes - three minutes per speaker. The City Council may adjust the time allotted per speaker.) The public may address the City Council on Closed Session/Workshop items prior to any action taken. Although Council Members may provide brief responses, the City Council may not engage in a discussion with members of the public during the meeting. Please complete a Speaker's Card to address the City Council in-person. Members of the public are encouraged to communicate with the City Council via email at [email protected] or by calling 714-229-6699.

WORKSHOP SESSION
Non-Profit Grant Process Workshop

RECONVENE
6:00 P.M.

Council Chambers

PLEDGE OF ALLEGIANCE

REPORT OF CLOSED SESSION / WORKSHOP
City Manager/City Attorney

PRESENTATIONS
Veteran Recogntion Presentation
Recognition of Employee Retirements
Introduction of New City Employee
Local Catering Program Presentation
ORAL COMMUNICATIONS ON AGENDA ITEMS (Three minutes per speaker. The City Council may adjust the time allotted per speaker.)
The public may address the City Council on agenda items prior to any action taken. Although Council Members may provide brief responses, the City Council may not engage in a discussion with members of the public during the meeting. Please complete a Speaker's Card to address the City Council in-person. Please follow the instructions at the end of the agenda and wait for the Mayor/City Clerk to call on you to address the City Council virtually. Speakers providing in-person comments will be called first. Members of the public are encouraged to communicate with the City Council via email at [email protected] or by calling 714-229-6699.

November 12, 2024 | Page 2

CONSENT CALENDAR
All matters listed on the Consent Calendar are to be approved with one motion unless a Council Member requests separate action on a specific item. Council Members voting no or abstaining on a Consent Calendar item may do so without removing the item from the Consent Calendar.

1. Approve Minutes - Meetings of September 23, September 30, October 14 and October 15, 2024
Prepared by: Alisha Farnell, City Clerk
Recommendation: Approve as submitted.

2. Introduce and/or Adopt All Ordinances and Resolutions Presented for Consideration by Title Only and to Waive Further Reading

3. Receive an Update on the Strategic Plan Six-Month Objectives Prepared by: Peter Grant, City Manager
Recommendation: Receive an update on the Strategic Plan six-month objectives.

4. Approve Task Order for Strategic Rebranding Services Prepared by: Peter Grant, City Manager
Recommendation: Approve a Task Order to Communications LAB for $49,500 for Strategic Rebranding Services, including brand ascertainments, brand development and design, and training.

5. Accept the Concrete Rehabilitation, Project 356
Prepared by: Nick Mangkalakiri, Acting Director of Public Works Recommendation:

1. Accept the Concrete Rehabilitation, Project 356, in the amount of $574,557 and approve the final payment of $28,727.85 to CJ Concrete Construction Inc.; and

2. Authorize the City Engineer to file a Notice of Completion with the County Recorder.

6. Accept Emergency Sewer Line Repairs on Yorkshire Drive Prepared by: Nick Mangkalakiri, Acting Director of Public Works Recommendation:

1. Accept Emergency Sewer Line Repairs on Yorkshire Drive, in the amount of $41,670.50; and

2. Approve a $41,671 appropriation increase in the Sewer Fund for the emergency repairs.

November 12, 2024 | Page 3

7. Approve Plans and Specifications and Award Contracts for Residential Street Resurfacing, Project 376
Prepared by: Nick Mangkalakiri, Acting Director of Public Works Recommendation:

1. Approve Plans and Specifications for Residential Street Resurfacing, Project 376; and

2. Award a contract to All American Asphalt for $1,602,362.70, and authorize a contingency of $240,350; and

3. Approve a Task Order for Construction Inspection Services and Materials Testing to FCG Consultants Inc., for $72,748.60 and authorize a contingency of $10,912.

8. Award Contracts for Installation of Traffic Signal System Software and Components, Project 352
Prepared by: Nick Mangkalakiri, Acting Director of Public Works Recommendation:

1. Approve Plans and Specifications for Traffic Signal System Software and Components, Project 352; and

2. Award a contract to Crosstown Electrical & Data, Inc. for $304,489, and authorize a contingency of $76,000; and

3. Approve a Task Order for Traffic Signal Inspection Services to Iteris, Inc. for $98,107, and authorize a contingency of $14,700; and

4. Approve a Task Order for Traffic Signal Timing Review and Software Support to Hartzog & Crabill, Inc. for $16,200, and authorize a contingency of $2,400; and

5. Approve a Task order for As-Needed Traffic Signal Turn-On Support to Yunex, LLC for $25,000.

9. Approve a Task Order for Temporary City Planning Services Prepared by: Alicia Velasco, Planning Director
Recommendation:

1. Approve a task order with Annealta Group for temporary contract city planner services, not to exceed $75,000; and

2. Approve a $75,000 budget appropriation transfer in the General Fund from Personnel to Professional Services.

November 12, 2024 | Page 4

10. Approve a Task Order for Affordable Housing Compliance Services Prepared by: Alicia Velasco, Planning Director
Recommendation: Approve a task order with RSG, Inc. for affordable housing compliance services for an amount not to exceed $42,905.

11. Approve the Purchase of Data Center Hardware and Software Prepared by: Matt Burton, Director of Finance and Administrative Services Recommendation:

1. Approve a purchase from ADS Consulting Group Inc. for a replacement server hardware and five years of support for $364,051.18; and

2. Approve a purchase from ADS Consulting Group Inc. for replacement data center hardware for $65,016.06; and

3. Approve a purchase from Dell Marketing LP for replacement data center software for $76,864.08; and

4. Appropriate $285,632 from the Capital Replacement Fund and transfer $37,269 from the Technology Master Plan Fund to the Capital Replacement Fund.

12. Reestablish the Senior Planner Class Specification and Update the Associate Planner Class Specification
Prepared by: Matt Burton, Director of Finance and Administrative Services Recommendation:

1. Adopt a Resolution reestablishing the Class Specification of Senior Planner and authorizing the position in the FY 2024-25 Budget; and

2. Approve the revised Class Specification for Associate Planner.

13. Adopt a Resolution Amending Hourly Pay Ranges for Temporary Part-Time and Seasonal Employees
Prepared by: Matt Burton, Director of Finance and Administrative Services Recommendation: Adopt a Resolution amending hourly pay ranges for temporary part-time and seasonal employees.

November 12, 2024 | Page 5
PUBLIC HEARINGS (Three minutes per speaker)
The public may address the City Council on public hearing items prior to any action taken.

Although Council Members may provide brief responses, the City Council may not engage in a discussion with members of the public during the meeting. Please complete a Speaker's Card to address the City Council in-person. Please follow the instructions at the end of the agenda and wait for the Mayor/City Clerk to call on you to address the City Council virtually. Speakers providing in-person comments will be called first.

Council Members should disclose communications with anyone relevant to a Public Hearing item.

14. Approve a Specific Plan Amendment and Site Plan Review, and Certify an Environmental Impact Report for a Light Industrial/Warehouse Building at 5665 Plaza Drive
Prepared by: Alicia Velasco, Planning Director
Recommendation:

1. Introduce for first reading an Ordinance amending the McDonnell Center Specific Plan; and

2. Adopt a Resolution approving a Site Plan Review for the 5665 Plaza Dr. project; and

3. Adopt a Resolution certifying the Environmental Impact Report, approving the Findings of Fact and the Mitigation Monitoring and Reporting Program.

NEW BUSINESS

15. Amend Section 21A of the Municipal Code Related to Purchasing Thresholds Prepared by: Matt Burton, Director of Finance and Administrative Services Recommendation: Introduce for first reading an Ordinance, by title only, amending Section 21A of the Municipal Code authorizing changes in purchasing bid procedures and contract award thresholds.

ITEMS REMOVED FROM CONSENT CALENDAR

ITEMS FROM CITY COUNCIL MEMBERS
November 12, 2024 | Page 6
ORAL COMMUNICATIONS (Three minutes per speaker. The City Council may adjust the time allotted per speaker.)
The public may address the City Council on any item within the subject matter jurisdiction of the City Council. Although Council Members may provide brief responses, the City Council may not discuss nor take action on items that are not on the agenda. Please complete a Speaker's Card to address the City Council in-person. Members of the public are encouraged to communicate with the City Council via email at [email protected] or by calling 714-229-6699.

COUNCIL MEMBER REPORTS FROM CITY-AFFILIATED BOARDS AND COMMITTEES

AND REMARKS

COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION

CITY MANAGER REMARKS

ADJOURNMENT
The next meeting will be an adjourned Regular Meeting, to be held on Monday, December 9, 2024, beginning at 5:30 p.m. in the Executive Board Room.

Council Members and the public should promptly exit the Council Chambers and proceed through the Civic Center to the parking lot.

I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted on the City Hall bulletin board and City website not less than 72 hours prior to the meeting. Dated this 8th day of December, 2024.

________________________________
Alisha Farnell, City Clerk
November 12, 2024 | Page 7

PUBLIC PARTICIPATION
Members of the public can participate in the City Council meeting in the following ways:

1. Attend In-Person. First-come, first-served seating is available. All attendees must be free of any symptoms associated with contagious illnesses.

2. Attend Virtually via Webinar. Follow this link:
https://attendee.gotowebinar.com/register/6484568180022728543. Advanced registration is recommended.

The public may address the City Council virtually during Oral Communications on Agenda Items and Public Hearings. Virtual participants must click the 'hand raise' button prior to the end of the first in-person speaker to indicate they wish to address the City Council. Upon clicking the 'hand raise' button, please unmute your microphone and wait for the Mayor/City Clerk to call on you. = Hand Raise = Unmute

3. Submit Public Comments Prior to the Meeting. The public may submit comments via email to [email protected]. Comments submitted by 3:00 p.m. on the day of the meeting will be added to the meeting record.

4. Watch the Meeting. The City Council meeting can be viewed on Spectrum Cable Channel 36 or on the City's website at www.cypressca.org/watchlive.

5. Listen to the Meeting. Listen-only teleconferencing is available by calling (914) 614-3221 and entering Access Code 566-537-193. No registration or audio pin is necessary.

INVOCATION POLICY
The City Council does not endorse the content of the invocation and does not endorse the invocational speaker’s particular faith, belief and/or religious denomination. The City Council has an established neutral policy for selecting and scheduling invocational speakers. The City Council’s policy on invocations is available from the City Clerk.

AMERICANS WITH DISABILITIES ACT
In compliance with the Americans With Disabilities Act, if you need special assistance to participate in this meeting, you should contact the City Clerk at (714) 229-6685 at least 72 hours prior to the meeting to enable the City to make reasonable arrangements to assure accessibility to this meeting.

November 12, 2024 | Page 8
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 1.

FROM: Alisha Farnell, City Clerk
DATE: 11/12/2024
SUBJECT: Approve Minutes - Meetings of September 23, September 30, October 14 and October 15, 2024

RECOMMENDATION
Approve as submitted.

BUDGET IMPACT
None.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
September 23, 2024 Regular Meeting Minutes
September 30, 2024 Special Joint Meeting Minutes
October 14, 2024 Regular Meeting Minutes
October 15, 2024 Special Meeting Minutes

REGULAR MEETING

CYPRESS CITY COUNCIL
SEPTEMBER 23, 2024
5:15 P.M. – Closed Session
6:00 P.M. – General Session
A regular meeting of the Cypress City Council was called to order at 5:15 p.m. by Mayor Minikus in the Executive Board Room, 5275 Orange Avenue, Cypress, California.

STAFF PRESENT
City Manager Peter Grant
City Attorney Fred Galante
City Clerk Alisha Farnell

ORAL COMMUNICATION ON CLOSED SESSION / WORKSHOP ITEMS
None.

CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Pursuant to Government Code Section 54956.9(d)(1)
Fortis LLP v. Frances Marquez, City of Cypress
Case No. 30-2022-01277792-CU-WM-CJC
Orange County Superior Court
CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) to Government Code Section 54956.9
Number of Potential Cases: One
Mayor Minikus recessed the meeting at 5:16 p.m.

RECONVENE
Mayor Minikus reconvened the meeting at 6:21 p.m.

ROLL CALL
Mayor Scott Minikus
Mayor Pro Tem Bonnie Peat
Council Member David Burke
Council Member Anne Mallari
Council Member Frances Marquez
INVOCATION Pastor Nader Hanna, King of the Nations Ministries, led the Invocation.

PLEDGE OF ALLEGIANCE Mayor Minikus led the Pledge of Allegiance.

REPORT OF CLOSED SESSION / WORSHOP
The City Attorney stated the City Council will recess back into Closed Session following the open session to discuss the first item listed on the agenda, namely Conference with Legal Counsel - Existing Litigation, the matter of Fortis LLP v. Frances Marquez, City of Cypress.

Regarding the second Closed Session Item listed on the agenda, namely Conference with Legal Counsel – Anticipated Litigation under the heading significant exposure to litigation.

The City Attorney stated the City Council received a briefing, provided direction and no further reportable action was taken.

PRESENTATIONS
The City Council accepted a donation from the Cypress Police Foundation and their efforts to support the Police Department.

ORAL COMMUNICATIONS ON AGENDA ITEMS
Bob Youngsma, Cypress, spoke regarding Agenda Items No. 7 and 11.

Marilyn Reames, Cypress, spoke regarding Agenda Items No. 7 and 8.

Ed Kraemer, spoke regarding Agenda Items No. 2 and 7.

CONSENT CALENDAR
All matters listed on the Consent Calendar are to be approved with one motion unless a Council Member requests separate action on a specific item.

Council Member Burke requested to pull Agenda Item No. 7.

A motion was made by Mayor Pro Tem Peat, and seconded by Council Member Mallari, to approve consent calendar items No. 1 through 6 and 8 through 10.

The motion was unanimously carried by the following roll call vote:

AYES: 5 COUNCIL MEMBERS: Burke, Mallari, Marquez, Peat and Minikus NOES: 0 COUNCIL MEMBERS: None
ABSENT: 0 COUNCIL MEMBERS: None
Item No. 1: Introduce and/or Adopt All Ordinances and Resolutions Presented for Consideration by Title Only and to Waive Further Reading Item No. 2: Accept the Donation of Fixed Automated License Plate Readers from the Cypress Police Foundation
Recommendation:

1. Accept a donation of $49,700 from the Cypress Police Foundation for the purchase and installation of a fixed Automated License Plate Reader system; and

2. Award a contract to Insight Public Sector IT solutions for $49,700 for the purchase and installation of a fixed Automated License Plate Reader system; and

3. Appropriate $49,700 in the General fund for the purchase; and

4. Increase estimated revenues by $49,700 in the General Fund for the donation from the Foundation.

Item No. 3: Accept Office of Traffic Safety DUI Traffic Enforcement Grant Recommendation:

1. Accept the FY 2024-25 Office of Traffic Safety DUI/Traffic Enforcement grants; and

2. Increase estimated revenues by $105,000 in the General Fund Grants Fund; and

3. Appropriate $96,000 in the General Fund Grants Fund for overtime, travel and dispatch services; and

4. Appropriate $9,000 in the Equipment Replacement Fund for the purchase of three Lidar devices; and

5. Approve a $9,000 transfer from the General Fund Grants Fund to the Equipment Replacement Fund.

Item No. 4: Accept the Oak Knoll Park Sports Field Lighting Replacement, Project 361
Recommendation:

1. Accept the Oak Knoll Park Sports Field Lighting Replacement, Project 361, in the amount of $137,550 and approve the final payment of $6,877.50 to R&M Electrical Contracting; and

2. Authorize the City Engineer to file a Notice of Completion with the County Recorder.

Item No. 5: Accept the Veterans Park Pavilion Reconstruction, Project 368 Recommendation:

1. Accept the Veterans Park Pavilion Recondtruction, Project 368, in the amount of $175,291.20 and approve the final payment of $8,764.56 to MDJ Management, LLC.;

2. Authorize the City Engineer to file a Notice of Completion with the County Recorder.

Item No. 6: Receive and File the Cypress Recreation and Community Services Foundation Annual Report
Recommendation: Receive and file the Recreation and Community Services Foundation Annual Report for the Fiscal Year ended June 30, 2024.

Item No. 8: Approve Continuing Appropriations, Revenues and Transfers from FY 2023-24 to FY 2024-25
Recommendation:

1. Authorize the appropriation of $2,849,960 in FY 2024-25 for the carryover of continuing appropriations from FY 2023-24, as detailed in Attachment A; and

2. Authorize the appropriation of $5,711,043 in FY 2024-25 for the carryover of encumbrances on June 30, 2024, as detailed in Attachment B; and

3. Authorize the continuation of operating transfers totaling $2,656,920 and estimated grant revenue totaling $137,363 from FY 2023-24 to FY 2024-25, as detailed in Attachment C to support carryover appropriations.

Item No. 9: Receive and File the Investment Report for the Month Ended August 31, 2024
Recommendation: Receive and file the attached investment report.

Item No. 10: Receive and File Register of Warrants, Transfers, and Wires Issued for the Period of August 10, 2024 through September 6, 2024 Recommendation: Receive and file the attached payment register summarized below for the period of August 10, 2024 through September 6, 2024  Electronic Funds Transfers 15547 through 15737
 Warrants 65866 through 66120
 Payroll Transfers W1536 through W1537

NEW BUSINESS
None.

ITEMS REMOVED FROM CONSENT CALENDAR
Items No. 7: Approve Cypress Recreation and Park District Continuing Appropriations from FY 2023-24 to FY 2024-25
Council Member Burke commented on this item.

City Council discussion ensued.

A motion was made by Council Member Burke to remove the Cypress Festival Association carryover appropriation item from consideration and take action on the remaining carryover items.

Council Member Mallari suggested an amendment to approve the item in its entirety with removing the language indicating the carryover appropriation is tied to any decision regarding political booths.

Council Member Burke rejected the amendment.

The City Council requested clarification regarding the motion and amendment.

The City Attorney and City Manager provided clarification.

City Council discussion continued.

Council Member Burke accepted Council Member Mallari’s amended motion to appropriate $23,507,202 in FY 2024-25 for items encumbered at June 30, 2024 as detailed in Attachment A; and appropriate $174,579 in FY 2024-25 for the carryover of continuing appropriations as detailed in Attachment A with the removal of any language indicating the Cypress Festival Association carryover is tied to any decision regarding political booths. The motion was seconded by Council Member Marquez.

The motion was carried by the following roll call vote:

AYES: 3 COUNCIL MEMBERS: Burke, Mallari and Marquez
NOES: 2 COUNCIL MEMBERS: Peat and Minikus
ABSENT: 0 COUNCIL MEMBERS: None

ITEMS FROM CITY COUNCIL MEMBERS
Item No. 11: Appoint Mayor Pro Tem Peat as a Director to the Orange County Fire Authority Board of Directors
Council Member Mallari provided a report on this item.

City Council discussion ensued.

A motion was made by Council Member Mallari, and seconded by Mayor Pro Tem Peat, to adopt a Resolution appointing Mayor Pro Tem Peat as a Director to the Orange County Fire Authority Board of Directors.

The motion was carried by the following roll call vote:

AYES: 3 COUNCIL MEMBERS: Mallari, Peat and Minikus
NOES: 0 COUNCIL MEMBERS: None
ABSTAIN: 2 COUNCIL MEMBERS: Burke and Marquez

ORAL COMMUNICATIONS
Bob Youngsma, Cypress, spoke regarding City Council interactions on the dais.

Paul Kokkinos, Cypress, spoke regarding Agenda Item No. 7.

Tom Moore, Cypress, spoke regarding Mayor’s comments and civility policy.

Harumi Lucak, Cypress, spoke regarding news article and changes to the community.

Mark Plager, Cypress, Agenda Item No. 7 and the Cypress Festival scheduled on Yom Kippur.

Pearl Bolter, Cypress, spoke regarding Cypress trash rates, sales tax and utility taxes in other cities.

Marily Reames, spoke regarding concerns of Council Members interactions on the dais.

COUNCIL MEMBER REPORTS FROM CITY-AFFILIATED BOARDS AND

COMMITTEES AND REMARKS
Council Member Mallari
Spoke regarding candidate participation at the Cypress Community Festival.

Council Member Maquez:

Spoke regarding documents left on the dais at the September 9 Council meeting. Spoke regarding recent public records requests and lack of support from the city. Spoke regarding the ongoing lawsuit by Fortis LLP and an article she wrote that was published in the Orange County Register.

Council Member Burke:

No Report.

Mayor Pro Tem Peat:

Attended OC Mosquito and Vector Control District board meeting. Attended a meeting at Berkshire Hathaway HomeServices. Announced the City Attorney was highlighted in the OC Council of Governments monthly newsletter.

Mayor Minikus:

Attended a meeting at Berkshire Hathaway HomeServices. Reminded everyone that September 15 was the first day of Hispanic Heritage month. Attended strategic planning meeting. Attended the annual Autumn Art Show that was hosted by the Cypress Art League. Echoed Council Member Mallari’s comments regarding candidate participation at the Cypress Community Festival.

COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION
Mayor Pro Tem Peat requested to agendize a discussion to consider adopting a Resolution in support of Proposition 36.

Council Member Mallari and Mayor Minikus supported the item.

The City Attorney stated per the City Council’s policy, if there are no objections then the item will be brought forward to the next meeting for discussion and action.

CITY MANAGER REMARKS
The City Manager stated Celebrate Cypress Month starts in October and provided information regarding upcoming events.

City Attorney provided clarification regarding procedural guidelines to address the City Council during the Oral Communication period.

ADJOURNMENT
Mayor Minikus recessed the meeting into Closed Session at 8:49 p.m. to resume discussion of the Closed Session items as previously reported by the City Attorney.

The Mayor reconvened the meeting at 9:17 p.m.

The City Attorney reported that the City Council met in Closed Session regarding the item listed on the agenda, namely Conference with Legal Counsel – Existing Litigation, the matter of Fortis LLP v. Frances Marquez, City of Cypress. The City Attorney stated Council Member Marquez recused herself and did not participate. The remaining City Council received an update, provided direction and no further reportable action was taken.

Mayor Minikus adjourned the Regular Meeting at 9:18 p.m. to an adjourned Regular Meeting, to be held on Monday, October 14, 2024, beginning at 5:30 p.m. in the Executive Board Room.
_______________________________

MAYOR OF THE CITY OF CYPRESS
ATTEST:
___________________________________

CITY CLERK OF THE CITY OF CYPRESS

SPECIAL JOINT MEETING

CYPRESS CITY COUNCIL, RECREATION AND COMMUNITY

SERVICES COMMISSION, AND SENIOR CITIZENS COMMISSION
SEPTEMBER 30, 2024
4:00 P.M.

A special joint meeting of the Cypress City Council, Recreation and Community Services Commission, and Senior Citizens Commission was called to order at 4:00 p.m. by Mayor Minikus at Arnold Cypress Park, 8611 Watson Street, Cypress, California.

RECREATION AND COMMUNITY SERVICES COMMISSION
Commissioner Fermin Cervantes
Commissioner Jeff Dronkers
Commissioner Colin Edwards – arrived at 4:03 p.m.

Commissioner Carol Erbe – absent
Commissioner Christen Jackson
Commissioner Anne Logovii - absent
Commissioner Jan Ridgeway

SENIOR CITIZENS COMMISSION
Commissioner Linda Croce
Commissioner Cynthia Fayne – absent
Commissioner Gincy Heins – absent
Commissioner Hank Machal
Commissioner Claudia Nessary
Commissioner Ginger Osman
Commissioner David Skorupinski

STAFF PRESENT
City Manager Peter Grant
City Attorney Fred Galante
Director of Finance and Administrative Services Matt Burton Chief of Police Mark Lauderback
Director of Recreation and Community Services Jeff Draper Acting Director of Public Works Director Nick Mangkalakiri City Clerk Alisha Farnell
Assistant City Engineer Daniel Co
Maintenance Superintendent Jose Guerra
Senior Management Analyst Kirsten Graham
Recreation Manager Ian Kokot
Recreation Supervisor Shayna Guitierrez
Recreation Supervisor Courtney Powers
Recreation Coordinator Taylor Burtle
Recreation Coordinator Ervy Rodriguez
Recreation Coordinator Andi Terry
Recreation Specialist Vanessa Banuelos
ORAL COMMUNICATIONS (Limited to three minutes per speaker, unless modified by the City Council)
None.

WORKSHOP SESSION
Arnold Cypress Park Construction Tour for the City Council and City Officials The Director of Recreation and Community Services led a tour of the construction site and no action was taken.

ADJOURNMENT
Mayor Minikus adjourned the meeting at 4:44 p.m. to an adjourned Regular Meeting, to be held on Monday, October 14, 2024, beginning at 5:30 p.m. in the Executive Board Room.
_______________________________

MAYOR OF THE CITY OF CYPRESS
ATTEST:
___________________________________

CITY CLERK OF THE CITY OF CYPRESS

REGULAR MEETING

CYPRESS CITY COUNCIL
OCTOBER 14, 2024
5:30 PM – Closed Session
6:00 P.M. – General Session
A regular meeting of the Cypress City Council was called to order at 5:30 p.m. by Mayor Minikus in the Executive Board Room, 5275 Orange Avenue, Cypress, California.

STAFF PRESENT
City Manager Peter Grant
City Attorney Fred Galante
City Clerk Alisha Farnell

ORAL COMMUNICATIONS ON CLOSED SESSION / WORKSHOP ITEMS
None.

CLOSED SESSION

CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION
Pursuant to Government Code Section 54956.9(d)(1)
Fortis LLP v. Frances Marquez, City of Cypress
Case No. 30-2022-01277792-CU-WM-CJC
Orange County Superior Court
Mayor Minikus recessed the meeting at 5:31 p.m.

RECONVENE
Mayor Minikus reconvened the meeting at 6:21 p.m.

ROLL CALL
Mayor Scott Minikus
Mayor Pro Tem Bonnie Peat
Council Member David Burke
Council Member Anne Mallari
Council Member Frances Marquez

STAFF PRESENT
City Manager Peter Grant
City Attorney Fred Galante
Director of Finance and Administrative Services Matt Burton Director of Recreation and Community Services Jeff Draper Planning Director Alicia Velasco
Chief of Police Mark Lauderback
Acting Director of Public Works Nick Mangkalakiri
City Clerk Alisha Farnell
INVOCATION Pastor Mike McKay, Cypress Neighborhood Church, led the Invocation.

PLEDGE OF ALLEGIANCE Mayor Scott Minikus led the Pledge of Allegiance.

REPORT OF CLOSED SESSION / WORKSHOP
The City Attorney reported that the City Council met in Closed Session regarding the item listed on the Closed Session agenda, namely Conference with Legal Counsel – Existing Litigation, the matter of Fortis LLP v. Frances Marquez, City of Cypress. The City Attorney stated Council Member Marquez recused herself from the item and exited the room. The remaining City Council received an update, provided direction and no further reportable action was taken.

PRESENTATIONS
The City Council presented the Police Department with a “Red Ribbon Week” Proclamation. Community Outreach Officer Julie Marquez accepted the Proclamation on behalf of the Police Department.

ORAL COMMUNICATIONS ON AGENDA ITEMS
Bob Youngsma, Cypress, spoke regarding Agenda Item No. 13.

Jose Trinidad Castaneda, Buena Park, spoke regarding Agenda Item No. 13.

Paul Kokkinos, Cypress, spoke regarding Agenda Item No. 13.

Marilyn Reams, Cypress, spoke regarding Agenda Item No. 14.

Pear Boelter, Cypress, spoke regarding Agenda Item No. 14.

Glenn Button, Cypress, spoke regarding Agenda Item No. 14.

Edwin Kreamer, Cypress, spoke regarding Agenda Items No. 2, 5, 13, and 14.

Brooke Nafarrete, Cypress, spoke regarding Agenda Item No. 14.

CONSENT CALENDAR
All matters listed on the Consent Calendar are to be approved with one motion unless a Council Member requests separate action on a specific item.

Council Member Marquez asked questions of staff regarding Item No. 5.

Council Member Burke spoke regarding Item No. 6.

A motion was made by Mayor Pro Tem Peat, and seconded by Council Member Mallari, to approve Consent Calendar items No. 1 through 11.

The motion was unanimously carried by the following roll call vote:

AYES: 5 COUNCIL MEMBERS: Burke, Mallari, Marquez, Peat and Minikus NOES: 0 COUNCIL MEMBERS: None
ABSENT: 0 COUNCIL MEMBERS: None
Item No. 1: Approve Minutes – Meetings of August 26, September 6, September 9 and September 17, 2024
Recommendation: Approve as submitted.

Item No. 2: Introduce and/or Adopt All Ordinances and Resolutions Presented for Consideration by Title Only and to Waive Further Reading Item No. 3: Proclaim the Week of October 23-31, 2024 as Red Ribbon Week Recommendation: Proclaim the week of October 23-31, 2024 as Red Ribbon Week.

Item No. 4: Accept North Orange County Public Safety Collaborative Funds Recommendation:

1. Accept $239,000 from the FY 2024-25 Board of State and Community Corrections funds through the North Orange County Public Safety Collaborative; and

2. Appropriate $132,381 in the General Fund Grants fund from FY 2021-22 Board of State and Community Corrections funds; and

3. Increase estimated revenues by $132,381 in the General Fund Grants Fund; and

4. Authorize the return of $150,000 to the North Orange County Public Safety Collaborative of FY 2021-22 Board of State and Community Corrections allocations awarded for a collaboration with the City of La Palma.

Item No. 5: Approve Final Parcel Map No. 2023-101 for 5757 Plaza Drive Recommendation: Approve Final Parcel Map No. 2023-101 and the Subdivision Improvement Agreement.

Item No. 6: Approve an Ordinance Lowering the Speed Limit on Crescent Avenue
Recommendation: Introduce the first reading of an Ordinance, by title only, amending Chapter 16 of the Municipal Code lowering the speed limit from 45 to 40 miles per hour on the following segments of Crescent Avenue:

1. From 240 feet west of Acacia Drive to 400 feet west of Moody Street; and

2. Between 1,300 feet west of Walker Street to 720 feet east of Walker Street.

Item No. 7: Accept the Residential Street Resurfacing, Project 349 Recommendation:

1. Accept the Residential Street Resurfacing, Project 349, in the amount of $1,084,358.89 and approve the final payment of $54,217.94 to R.J. Noble Company; and

2. Authorize the City Engineer to file a Notice of Completion with the County Recorder.

Item No. 8: Award Contracts for City Hall and PD Roof Replacement, Project 393 Recommendation:

1. Award a contract to Rite-Way Roofing Corporation for $934,418.98, and authorize a contingency of $140,000; and

2. Approve a Task Order for Construction Inspection Services to FCG Consultants Inc., for $49,794.08, and authorize a contingency of $7,400.

Item No. 9: Award Contract for the Street Sweeper Repairs Recommendation:

1. Authorize informal bidding for street sweeper repairs as permitted under Municipal Code Section 21A-10(f); and

2. Award a contract to Los Angeles Truck Centers, LLC - LA Freightliner for $29,449.01 for street sweeper repairs; and

3. Approve an appropriation increase of $29,450 in the Central Services Fund.

Item No. 10: Approve an Appropriation Increase for Custodial Services Recommendation:

1. Increase appropriations in the General Fund by $32,622 for custodial contract services; and

2. Increase appropriations in the Central Services Fund by $7,800 for custodial contract services.

Item No. 11: Approve a Contract Amendment and Task Order for the Business Parks Modernization and Integration Project

1. Approve a $22,187 contract amendment with CASC Engineering and Consulting for additional services to modernize and integrate the Business Park Specific Plans; and

2. Approve a $15,300 task order with LSA Associates for additional services needed to prepare the Initial Study and Negative Declaration for the Business Parks Modernization and Integration Project; and

3. Appropriate $37,487 of Pandemic Recovery Plan set-asides in the General Fund.

NEW BUSINESS
Item No. 12: Adopt the Strategic Plan and Six Month Objectives The City Manager provided a report on this item.

City Council discussion ensued.

A motion was made by Council Member Mallari, and seconded by Mayor Pro Tem Peat, to adopt the strategic plan and six month objective with the addition of an objective to conduct a workshop session with the City and Cypress Community Festival Association with a date to be determined by City staff.

AYES: 5 COUNCIL MEMBERS: Burke, Mallari, Marquez, Peat and Minikus NOES: 0 COUNCIL MEMBERS: None
ABSENT: 0 COUNCIL MEMBERS: None
Item No. 13: Receive and File a Settlement Agreement with Fortis LLP Pursuant to a California Public Records Act Request and Approve a Resolution that Acknowledges and Agrees that Council Member Frances Marquez Violated the Public Records Act
The City Attorney provided a report on this item.

Council Member Marquez spoke regarding this item.

City Council discussion ensued.

A motion was made by Mayor Pro Tem Peat, and seconded by Council Member Mallari, to receive and file a settlement agreement with Fortis LLP pursuant to a California Public Records Act Request and Orange County Superior Court Case No. 30-2022-01277792- CU-WM-CJC; and appropriate $12,627 from the General Fund undesignated fund balance to pay Fortis LLP; and approve a Resolution that acknowledges and agrees that Frances Marquez violated the Public Records Act and that Fortis LLP is the prevailing party in its Petition to enforce its Public Records Act Request and had good cause for bringing its Petition given Frances Marquez’s ongoing failures to comply.

AYES: 3 COUNCIL MEMBERS: Mallari, Peat and Minikus
NOES: 0 COUNCIL MEMBERS: None
ABSTAIN: 2 COUNCIL MEMBERS: Burke and Marquez
RESOLUTION NO. 6989

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS
APPROVING A STATEMENT ABOUT COUNCIL MEMBER MARQUEZ’S

VIOLATION OF THE PUBLIC RECORDS ACT PURSUANT TO THE

SETTLEMENT AGREEMENT BETWEEN THE CITY OF CYPRESS,

FORTIS LLP AND COUNCIL MEMBER MARQUEZ RESOLVING THE

LAWSUIT FILED BY FORTIS LLP

ITEMS REMOVED FROM CONSENT CALENDAR
None.

ITEMS FROM CITY COUNCIL MEMBERS
Item No. 14: Approve a Resolution Supporting Proposition 36 Mayor Pro Tem Peat provided a report on this item.

City Council discussion ensued.

A motion was made by Mayor Pro Tem Peat, and seconded by Council Member Mallari, to approve a Resolution supporting Proposition 36.

AYES: 4 COUNCIL MEMBERS: Mallari, Marquez, Peat and Minikus NOES: 0 COUNCIL MEMBERS: None
ABSTAIN: 1 COUNCIL MEMBERS: Burke
RESOLUTION NO. 6990

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS IN SUPPORT OF PROPOSITION 36, THE HOMELESSNESS, DRUG

ADDICTION AND THEFT REDUCTION ACT

ORAL COMMUNICATIONS
Wanda Youngsma, Cypress, spoke regarding City Clerk not picking up papers from dais and Mayor’s conduct during City Council meeting.

Bob Youngsma, Cypress, spoke regarding Mayor’s conduct during City Council meeting.

Paul Kokkinos, Cypress, spoke regarding hesitation with speaking at City Council meetings for threat of retaliation.

Brooke Nafarrete, Cypress, spoke regarding Cypress Community Festival and a candidate forum.

Beth Culver, Cypress, spoke regarding attacks on Council Members.

Jon Peat, Cypress, spoke regarding Council Member Marquez’s email response to Fortis LLP public records request.

Harumi Lucak, Cypress, spoke regarding Agenda Item No. 13 and Council Member Marquez’s comments during discussion of the item.

COUNCIL MEMBER REPORTS FROM CITY-AFFILIATED BOARDS AND

COMMITTEES AND REMARKS
Council Member Marquez:

Responded to public comments made regarding the Fortis LLP lawsuit.

Council Member Burke:

No Report.

Council Member Mallari:

Congratulated the Cypress Community Festival Association and City staff on a great event.

Mayor Pro Tem Peat:

Attended State of the City events for the cities of Placentia and Buena Park. Attended OCFA board meeting with Council Member Mallari. Attended tour of Arnold Cypress Park and thanked residents who participated. Attended Cypress High School’s field dedication.

Attended the Cypress Run. Participated in the Community Festival and thanked everyone who attended. Attended OCFA Open House event.

Mayor Minikus:

Acknowledged the U.S. Navy’s 248th birthday that took place on October 13, 2024.

Attended tour of Arnold Cypress Park. Participated in the coin toss for Cypress High School Homecoming celebration. Attended Cypress High School track and field grand opening ceremony. Participated in the Cypress Run. Attended the OC Sanitation District board meeting. Participated in the Cypress Community Festival.

COUNCIL MEMBER ITEMS FOR FUTURE CONSIDERATION
None.

CITY MANAGER REMARKS
Spoke regarding upcoming State of the City event and announced the kickoff of Cypress University’s Level Up program. Reminded residents about the Prayer Breakfast, Women’s Conference, and the City’s first Halloween Decorating Contest.

ADJOURNMENT
Mayor Minikus adjourned the Regular Meeting at 8:35 p.m. to an adjourned Regular Meeting, to be held on Monday, October 28, 2024, beginning at 5:30 p.m. in the Executive Board Room.
_______________________________

MAYOR OF THE CITY OF CYPRESS
ATTEST:
___________________________________

CITY CLERK OF THE CITY OF CYPRESS

SPECIAL MEETING

CYPRESS CITY COUNCIL
OCTOBER 15, 2024
5:30 P.M.

A special meeting of the Cypress City Council was called to order at 5:33 p.m. by Mayor Minikus in the Council Chambers and Civic Center Green, 5275 Orange Avenue, Cypress, California

STAFF PRESENT
City Manager Peter Grant
City Clerk Alisha Farnell
Assistant City Attorney Yecenia Vargas
ORAL COMMUNICATIONS (Limited to three minutes per speaker, unless modified by the City Council)
Glen Button, Cypress, spoke regarding the State of the City address and expressed appreciation for the City.

Mayor Minikus recessed the meeting at 5:34 p.m.

Mayor Minikus reconvened the meeting at 6:18 p.m.

PRESENTATIONS
The Mayor gave the State of the City address on the Civic Center Green.

ADJOURNMENT
Mayor Minikus adjourned the meeting at 6:48 p.m. to an adjourned Regular Meeting, to be held on Monday, October 28, 2024, beginning at 5:30 p.m. in the Executive Board Room.
_______________________________

MAYOR OF THE CITY OF CYPRESS
ATTEST:
___________________________________

CITY CLERK OF THE CITY OF CYPRESS
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 3.

FROM: Peter Grant, City Manager
DATE: 11/12/2024
SUBJECT: Receive an Update on the Strategic Plan Six-Month Objectives

RECOMMENDATION
Receive an update on the Strategic Plan six-month objectives.

DISCUSSION
The Strategic Plan establishes major goals and objectives for the City. It provides the principal guidance for the preparation of the budget and a plan for implementation and accountability. The Strategic Plan is among the City Council's most effective tools to improve services and preserve Cypress' high quality of life.

The City Council updated the Strategic Plan in September 2024, including a review of the existing plan, development of new six-month objectives, and a discussion of the City's strengths and accomplishments during the past six months. The attached matrices report the progress on the six-month objectives as of November 12, 2024.

A special City Council meeting will be held in March, 2025 to update the plan for the next six months.

BUDGET IMPACT
None.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Six-month Objectives

C I T Y O F C Y P R E S S

SIX -MONTH STRATEGIC OBJECTIVES
S e p t e m b e r 2 0 2 4 – M a r c h 2 0 2 5
Updated: November 5, 2024 A
THREE-YEAR GOAL: MAINTAIN INFRASTRUCTURE AND FACILITIES

WHEN WHO WHAT STATUS COMMENTS
DONE
ON

TARGET REVISED

1. February 24, 2025 Public Works Director Recommend options to modernize the Executive Board Room X

2. December 20, 2024 Public Works Director Recommend a strategy and funding to increase sustainability in the City’s civilian vehicle fleet to the City Manager X

3. March 10, 2025 Public Works Director Recommend options for streamlining capital improvement projects to increase efficiency and contain costs X

4. November 30, 2024 Public Works Director
& Planning Director
Issue a Request for Proposals for Building Inspection
and Plan Check Services X

5. Ongoing Public Works Director
& Finance Director
Pursue outside funding to offset the cost to replace
Myra Avenue pump station No. 1

6. FUTURE Public Works Director Recommend an agreement to undertake an organizational and best practices review of the Public
Works department

C I T Y O F C Y P R E S S

SIX -MONTH STRATEGIC OBJECTIVES
S e p t e m b e r 2 0 2 4 – M a r c h 2 0 2 5
Updated: November 5, 2024 B

MAINTAIN FINANCIAL STABILITY AND PROMOTE ECONOMIC ACTIVITY

WHEN WHO WHAT STATUS COMMENTS
DONE
ON

TARGET REVISED

1. February 10, 2025 Planning Director Recommend updates to the Lincoln Avenue Specific Plan to implement the Housing Element
X

2. January 13, 2025 Finance Director Present a Pandemic Recovery Plan update to the City Council
X

3. January 27, 2025 Planning Director Recommend an agreement for the development of an Economic Development Strategy
X

4. March 10, 2025 Planning Director Recommend the Business Park Specific Plan Modernization
X Will move forward
upon completion of
the regulatory review
of a private Business
Park project

C I T Y O F C Y P R E S S

SIX -MONTH STRATEGIC OBJECTIVES
S e p t e m b e r 2 0 2 4 – M a r c h 2 0 2 5
Updated: November 5, 2024 C
THREE-YEAR GOAL: ENHANCE AND MAINTAIN PUBLIC SAFETY

WHEN WHO WHAT STATUS COMMENTS
DONE
ON

TARGET REVISED

1. By February 28,
2025
Police Chief working
with an ad hoc
subcommittee
Explore a campus safety partnership with Cypress
School District
X

2. By February 28,
2025
Police Chief Provide Emergency Operations Center training to all City staff
X

3. January 6, 2025 Police Chief working
with Anaheim Union
High School District
Develop an e-bike safety initiative with Lexington
Junior High School, Cypress High School and Oxford
Academy
X

4. February 12, 2025 Police Chief working
with RCS Director
Present a safety education and fraud prevention
program (PACE for Seniors) to the Senior Citizens
Commission
X

C I T Y O F C Y P R E S S

SIX -MONTH STRATEGIC OBJECTIVES
S e p t e m b e r 2 0 2 4 – M a r c h 2 0 2 5
Updated: November 5, 2024 D
THREE-YEAR GOAL: ENHANCE RECREATION FACILITIES AND PROGRAMS

WHEN WHO WHAT STATUS COMMENTS
DONE
ON

TARGET REVISED

1. February 14, 2025 RCS Director Develop a RCS Foundation sponsorship program X

2. November 12, 2024 RCS Director Recommend updates to the Non-Profit Grant Program policy
X

3. Spring 2025 RCS Director & PW
Director
Hold a grand opening celebration for Arnold Cypress
Park
X

4. February 10, 2025 RCS Director, Cypress
Festival Board and
City Council
Hold a public City Council workshop with the Cypress
Community Festival Association
X

C I T Y O F C Y P R E S S

SIX -MONTH STRATEGIC OBJECTIVES
S e p t e m b e r 2 0 2 4 – M a r c h 2 0 2 5
Updated: November 5, 2024 E
THREE-YEAR GOAL: MAINTAIN HIGH QUALITY AND HIGH VALUE SERVICES FOR THE COMMUNITY

WHEN WHO WHAT STATUS COMMENTS
DONE
ON

TARGET REVISED

1. November 12, 2024 Finance Director Recommend updates to purchasing thresholds based on analysis of other OC cities
X

2. February 24, 2025 Finance Director Recommend an agreement for sales tax audit services X

3. By January 25, 2025 City Council & City
Manager
Conduct a teambuilding workshop with the 2025 City
Council
X

4. January 13, 2025 City Clerk Recommend creating an ad hoc subcommittee to advise the development of questions for the 2025
Community Survey
X

5. By March 15, 2025 Finance Director, IT
Manager & Police
Chief
Present an updated Business Continuity Plan to the
City Manager
X

6. Ongoing City Manager & City
Clerk working with
Communications LAB
Complete Phase 1 of the rebranding process

7. FUTURE Planning Director &
RCS Director
Recommend adjustments to align City and RCS
District boundaries through the Local Agency
Formation Commission
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 4.

FROM: Peter Grant, City Manager
DATE: 11/12/2024
SUBJECT: Approve Task Order for Strategic Rebranding Services

RECOMMENDATION
Approve a Task Order to Communications LAB for $49,500 for Strategic Rebranding Services, including brand ascertainments, brand development and design, and training.

DISCUSSION
The City Council's Strategic Plan includes an objective to begin the first phase of a citywide rebranding process. The City Council approved a five-year on-call agreement with Communications LAB for marketing and communications support following a competitive process in 2021. Communications LAB is a full-service agency providing consulting services including brand analysis and development, social media management, strategic communications support, among other assignments.

During the September 9 City Council workshop, Communications LAB provided an overview of a recommended rebranding process including modernization of the city seal, creating a city logo with specialized sub-brands for various city departments, and the development of a comprehensive brand style guide to ensure all city communications adhere to a consistent professional style and tone. The first phase of the rebranding process will begin with external community assessments and surveys to gain resident input and the development of a staff communications working group. The second phase of the project includes the development and design of a new city logo and department sub-brands, modernization of the existing city seal, development of a brand style guide, and training for city staff on the proper implementation of the new brand and style guide.

BUDGET IMPACT
Sufficient amounts are budgeted in the City's General Fund to pay the $49,500 cost of the recommended task order for strategic rebranding services.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Task Order
Aug 20, 2024
Peter Grant, City of Cypress
City of Cypress
5275 Orange Ave.

Cypress CA 90630
cc: Alisha Farnell, City Clerk
SUBJECT: Task Order 014
Strategic Rebranding Services
Dear Mr. Grant:

Communications LAB is pleased to submit the following proposal to provide strategic rebranding services to the City of Cypress as outlined below:

ITEM #1
Date(s) Task Description Hours Cost
September
2024
to
May 2025
Brand Analysis/Recommendations
City Council Workshops
Brand Ascertainments
• External Community
Assessments/Surveys
• Internal (Staff)
Assessments/Surveys
• Lead City Staff Ad-Hoc Comm.

Brand Development
• Design of New City Logo and
department sub brands
• City seal update/refresh
• Typography
• Other graphics
• Citywide Selection Survey
• City Council Presentations
• Brand Reveal & PR
Additional Design Services
• Final Brand Development
• Sub Brand Dev. By Dept.
• Brand Identity Guide
• Style Guide
• Templates
40-45 Hours
(per month)
Cost
Per Month:
$6,187.50
Department Training
 Training on Style / Brand
 Intro of Sub Brands
Total Annual Project Estimate $49,500
Communications LAB Negotiated Billing Rates
Title Bill Rate
CEO $150/hour
President $150/hour
Vice President $150/hour
SR. Account Director $150/hour
Account Manager $150/hour
Account Executive $150/hour
Graphic Designer $150/hour
Account Coordinator $150/hour
As noted in the chart, pricing is based on Communications LAB’s negotiated, blended team rate of $150 per professional hour. If you should have any questions, please feel free to contact me on my personal mobile phone (714) 878- 4864 or via email at [email protected].

Thank you,
Arianna Barrios, CEO
Communications LAB
701 E Chapman Avenue
Orange, CA 92866
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 5.

FROM: Nick Mangkalakiri, Acting Director of Public Works DATE: 11/12/2024
SUBJECT: Accept the Concrete Rehabilitation, Project 356

RECOMMENDATION

1. Accept the Concrete Rehabilitation, Project 356, in the amount of $574,557 and approve the final payment of $28,727.85 to CJ Concrete Construction Inc.; and

2. Authorize the City Engineer to file a Notice of Completion with the County Recorder.

DISCUSSION
On May 13, 2024, the City Council awarded a construction contract to CJ Concrete Construction for the annual Concrete Rehabilitation project. The project replaced over 17,200 square feet of concrete sidewalks, 4,350 square feet of driveway approaches, and 3,000 linear feet of curb and gutter at various locations. The work began in June and was completed in October.

Public Works will release the Labor and Materials Bond and the Faithful Performance Bond upon expiration of the required lien period.

BUDGET IMPACT
The original estimated cost of construction and inspection was $660,000, and final project costs totaled $618,362.25. Sufficient amounts are included in the City Capital Projects Fund budget for these capital improvements.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Cost Table

PROJECT COST TABLE
Item Description
Original
Amount
Actual
Expenditures Difference
Construction
Construction $ 515,440.00 $ 515,440.00 $ -
Construction Contingency 62,760.00 59,117.00 3,643.00
Sub-total Construction $ 578,200.00 $ 574,557.00 $ 3,643.00 Project Management & Inspection
Inspection $ 74,384.00 $ 43,805.25 $ 30,578.75
Inspection Contingency 7,416.00 - 7,416.00
Sub-total Construction $ 81,800.00 $ 43,805.25 $ 37,994.75 Total Project $ 660,000.00 $ 618,362.25 $ 41,637.75
Concrete Rehabilitation
Project 356
*Includes change orders for additional concrete quantities. *
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 6.

FROM: Nick Mangkalakiri, Acting Director of Public Works DATE: 11/12/2024
SUBJECT: Accept Emergency Sewer Line Repairs on Yorkshire Drive

RECOMMENDATION

1. Accept Emergency Sewer Line Repairs on Yorkshire Drive, in the amount of $41,670.50; and

2. Approve a $41,671 appropriation increase in the Sewer Fund for the emergency repairs.

DISCUSSION
In September, Public Works received a report of a sinkhole on Yorkshire Drive. Public Works immediately responded to investigate and observed that the downstream sewer manhole was filled with standing water and gravel debris. Emergency video inspections of the sewer line revealed a major offset between the sewer line and manhole structure, which caused the underlying soil to erode and escape through the opening. Immediate action was needed to mitigate further damage to the street, minimize disruptions to adjacent homeowners, and avoid fines associated with our state sewer permit requirements.

When there is a need for emergency work, Public Works reaches out to contractors who have submitted bids on past projects to see if they are available to perform the required work.

Paulus Engineering was available to immediately begin repairs to the sinkhole. Paulus Engineering is based locally in Anaheim and has completed numerous projects in Cypress.

This type of emergency work is done on a labor, material, and equipment basis. This is also known as "force" account as the City directs and oversees the amount of resources that are used for the job. The City's on-call construction manager, FCG Consultants, inspected the work.

Public Works and FCG both reviewed and approved "force" account documentation provided by the contractor. The work included excavation, replacement of one segment of broken pipe, and restoration of the street. A breakdown of project cost details is included in the attached table.

BUDGET IMPACT
Emergency sewer and asphalt repair and inspection services totaled $41,670.50 and sufficient restricted fund balance amounts are available in the Sewer Fund to pay for these unanticipated project costs.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Cost Table
Construction Photos

PROJECT COST TABLE
Item Description Amount
Project Cost
Emergency Sewer Repairs (time & material) 36,639.91$
Construction Management/Inspection Services (on-call consultant) 5,030.59$ Total Project 41,670.50$
Emergency Sewer Repair Cost Breakdown
Date Labor Equipment Material/Rentals Total
Yorkshire Drive
Day 1 - 9/20/24 $ 6,833.33 $ 5,669.79 $ 14,576.26 $ 27,079.38 Day 2 - 10/9/24 $ 4,770.19 $ 3,708.50 $ 1,081.84 $ 9,560.53 $ 11,603.52 $ 9,378.29 $ 15,658.10 $ 36,639.91
Yorkshire Drive Emergency Sewer Repairs
Project 411

CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 7.

FROM: Nick Mangkalakiri, Acting Director of Public Works DATE: 11/12/2024
SUBJECT: Approve Plans and Specifications and Award Contracts for Residential Street Resurfacing, Project 376

RECOMMENDATION

1. Approve Plans and Specifications for Residential Street Resurfacing, Project 376; and

2. Award a contract to All American Asphalt for $1,602,362.70, and authorize a contingency of $240,350; and

3. Approve a Task Order for Construction Inspection Services and Materials Testing to FCG Consultants Inc., for $72,748.60 and authorize a contingency of $10,912.

DISCUSSION
Many projects within the Capital Improvements Program (CIP) are part of an annual program to ensure city infrastructure is adequately funded and maintained. The residential street resurfacing project is part of the annual CIP to ensure proper street maintenance.

This project will slurry seal and/or overlay various residential streets, consisting of over 26 lane miles of pavement (see attached). A slurry seal is typically applied to individual streets every five to seven years. This process creates a moisture barrier/weatherproofing layer that prevents damage to the underlying street pavement but does not provide any structural improvement. An overlay is applied every 10 to 15 years and consists of removing and replacing up to two inches of the existing asphalt pavement.

On October 11, 2024, the City received seven bid proposals for the project with All American Asphalt as the low bidder. FCG Consultants Inc., the City’s on-call construction manager, will inspect the project. A summary of project award information is attached. The project is anticipated to start in February and be completed by April.

BUDGET IMPACT
The estimated construction and construction inspection costs are $1,926,373.30 The estimated construction and construction inspection costs are $1,926,373.30 and sufficient amounts are budgeted in the City Capital Projects Fund for this project.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Project Award Information
Location Map
Task Order
Project Award Information Checklist
Description of Project:

Slurry seal approximately 20 lane miles, grind and overlay 6.36 lane miles of pavement, and replace traffic striping.

Contract Working Days: 30 working days
Orange County Register
Publication Date:

October 11, 2024
Notice Inviting Bids Sent to: CIPList.com, The Orange County Register, McGrawHill ConstructionAGC Plan Room, Construction Market Data, AGC Plan Room and Construction Bid Source
Bid Opening Date: October 24, 2024
No. of Bid Packets Purchased: 21
Bidders Base Bid Base Bid + Alt A

1. All American Asphalt, Corona, CA $897,796.70 $1,602,362.70

2. R.J Noble Company, Orange, CA $939,593.09 $1,885,487.09

3. Hardy & Harper, Lake Forest, CA $955,000.00 $1,664,000.00

4. Onyx Paving, Anaheim, CA $963,000.00 $1,728,000.00

5. Sequel Contractors, Santa Fe Springs, CA $978,479.65 $1,734,042.25

6. Dash Construction Company Inc., Woodland Hills, CA $998,914.20 $1,676,725.30

7. PALP, Inc DBA Excel Paving, Long Beach, CA $1,068,823.87 $1,868,423.67 Apparent Low Bidder:

Qualified to Perform Work:

All American Asphalt, Corona, CA - $1,602,362.
70 Yes. Staff confirmed bid was responsive.

Contractor’s License: Registration with DIR:

Valid at Time of Award: Yes Contractor: Yes
Valid at Time of Bid: Yes Sub-Contractor: Yes
Experience:

The apparent low bidder has performed this type of work for multiple government agencies in Southern California.

Construction
Management/Inspection Firm:

FCG Consultants Inc.

On-Call Contract Date: July 1, 2024
Amount of Task Order: $ 72,748.60
PM: Baruc Bravo
[email protected]
CONTRACTOR TOTAL Base Bid TOTAL Base Bid + Alt A
1 All American Asphalt $897,796.70 $1,602,362.70
2 R.J Noble Company $939,593.09 $1,885,487.09
3 Hardy & Harper $955,000.00 $1,664,000.00
4 Onyx Paving $963,000.00 $1,728,000.00
5 Sequel Contractors $978,479.65 $1,734,042.25
6 Dash Construction Company Inc. $998,914.20 $1,676,725.30 7 PALP, Inc DBA Excel Paving $1,068,823.87 $1,868,423.67

PRELIMINARY BID RESULTS - FOR INFORMATIONAL PURPOSES ONLY

BID RESULTS
for

ARTERIAL REHABILITATION
PROJECT 376
Bid Opening: October 24, 2024 - 11:00 am

October 28, 2024
Daniel Co, P.E.

Assistant City Engineer
City of Cypress
Public Works Engineering
SUBJECT: PROPOSAL TO PROVIDE CONSTRUCTION MANAGEMENT (OPTIONAL),

CONSTRUCTION INSPECTION, AND MATERIALS TESTING SERVICES FOR THE RESIDENTAL STREET RESURFACING PROJECT NO. 376.

Dear Mr. Co,
FCG Consultants, Inc. is please to present our proposal to the City of Cypress to provide professional Construction Management, Construction Inspection, and Materials Testing for the Residential Street Resurfacing Project No. 376 in accordance with Attachment “A” - Scope of Services and Attachment “B” – Schedule of Compensation. All work will be completed pursuant to the City of Cypress On-Call Construction Management and Inspection Services Contract dated July 1, 2024.

We look forward to partnering with the City on this project. If there are any questions regarding this proposal, please contact me at (714) 312-0317 or [email protected] with any questions you may have.

Sincerely,
Maha Fakhouri
President / CEO
Residential Street Resurfacing Project 376
City of Cypress October 28, 2024

Page 2 of 3 ends

ATTACHMENT “A”

SCOPE OF SERVICES
Construction Management (Optional):
 Preconstruction services including pre-job meeting, coordination, and establishing construction processes (RFI, Change Order, Work Schedule, progress pay, maintaining as-builts, etc.)  Construction progress/coordination including weekly meetings, monitoring schedule, project budget, project RFIs, change orders, progress payments, monitor stormwater BMPs, and special meetings as required.
 Utility coordination, monitoring of construction schedules, shop drawing review, submittal review, public notification, public complaint resolution, traffic coordination, coordination with other City departments, interpretation of PSE, analysis of changed conditions, development of corrective actions, negotiation of change orders, and other related services.
 Provide project inspection, field visits, pre-construction job walks, emergency and night inspections, coordinate testing, and conduct observation to ensure adherence to project plans and specifications and provide QA/QC.
 Document tracking and control including RFIs, submittals, change orders, correspondence, field orders, project schedules, weekly statement of working days, progress payments, meeting agendas & minutes, progress reports, test results, claims, inspection daily logs, time & material reporting, photo records, and project closeout.

Construction Inspection:
 Represent the City’s interests with the overall construction inspection of this project.  Monitor the Contractor’s compliance with the project contract, specifications, and National Pollutant Discharge Elimination System (NPDES).
 Assist the City staff with public relations, including distributing construction notices and responding to inquiries of residents and the general public.
 Attend the preconstruction meeting and subsequent weekly field meetings, as needed.  Assist the City’s Construction Manager in monitoring and documenting the Contractor’s adherence to the approved construction schedule.
 Be present on the job site when construction is in progress and when inspection is required.

Full-time or Part-time inspection work is proposed as requested by the City. Inspector will not be responsible for observing construction activities that are implemented when its inspector is not scheduled/present on site.
 Provide assistance and direction to technicians performing material tests, as needed.  Measure and verify the project pay item quantities in place. All pay item quantities must be confirmed with the Contractor prior to submission of the invoice for payment.  Review Contractor’s invoices.
 Prepare daily inspection reports (Daily Activity Reports, Weekly Statement of Working Days, etc.).
 Review Traffic Control and coordinate adjustments as needed.  Identify items requiring correcting action by either the Contractor or the City. Monitor and document timely corrective actions implemented by the Contractor.  Develop punch list items and monitor corrections made.

Residential Street Resurfacing Project 376
City of Cypress October 28, 2024

Page 3 of 3 ends

ATTACHMENT “B”

SCHEDULE OF COMPENSATION
City of Cypress
Inspection for
Residential Street
Resurfacing Project 376
30 Working Days Construction Duration

Exclusions to Scope of Services and Fees:
 Nighttime / Weekend inspection and weekday hours in excess of a regular 8-hour shift that would be subject to overtime pay, unless so authorized in writing by the City.  Submittal and RFI reviews.
 Special Inspections.

Role / Name Total
Hours
Hourly
Rate
Extended
Fee
Construction Manager (Optional) 40 $229.68 $9,187.20
Construction Inspector – Pre-con to Closeout 200 $149.29 $29,858.00 Office Engineer (Optional) 40 $103.36 $4,134.40
Materials Testing $29,569.00
Total Estimated Fee $72,748.60
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 8.

FROM: Nick Mangkalakiri, Acting Director of Public Works DATE: 11/12/2024
SUBJECT: Award Contracts for Installation of Traffic Signal System Software and Components, Project 352

RECOMMENDATION

1. Approve Plans and Specifications for Traffic Signal System Software and Components, Project 352; and

2. Award a contract to Crosstown Electrical & Data, Inc. for $304,489, and authorize a contingency of $76,000; and

3. Approve a Task Order for Traffic Signal Inspection Services to Iteris, Inc. for $98,107, and authorize a contingency of $14,700; and

4. Approve a Task Order for Traffic Signal Timing Review and Software Support to Hartzog & Crabill, Inc. for $16,200, and authorize a contingency of $2,400; and

5. Approve a Task order for As-Needed Traffic Signal Turn-On Support to Yunex, LLC for $25,000.

DISCUSSION
The FY 2024-25 Capital Improvement Program includes a project to replace existing traffic signal system software, equipment, and components citywide. The manufacturer no longer supports Cypress' 25-year-old existing signal controller hardware and software system.

Replacing it with a modern system will improve signal operations, increase reliability, and provide engineers and technicians with access to new advanced features.

This project will remove and replace the equipment and components (cabinets, controllers, relays, detectors, power supplies, software, etc.) at all 61 traffic signals citywide. Earlier this year, the City Council approved two separate equipment purchases for the project and the installation of the new equipment for all 61 signals will be consolidated into a single contract.

On October 3, the City received seven bid proposals for the project with Crosstown Electrical and Data, Inc., as the low bidder. Iteris and Hartzog & Crabill provide the City with on-call traffic signal support and traffic engineering services. Iteris will provide project management and inspection services, while Hartzog & Crabill will review the implementation of the new traffic signal software and traffic signal timing. Yunex, the City’s traffic signal maintenance contractor, will provide as-needed traffic signal turn-on support to minimize traffic signal downtime.

Given the critical and essential role of these traffic signal controllers, Public Works recommends a 25% construction contingency due to the unpredictability of the controllers, electrical systems, underground conditions, and the transition to new equipment and software.

A summary of project award information is attached. The project is anticipated to start in January and be completed by June.

BUDGET IMPACT
The cost of installation for traffic signal system software and components, including all support services, is $536,896, and sufficient amounts are budgeted in the Lighting District Fund to complete this $2.6 million project.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Project Award Information
Task Order - Iteris
Task Order - Hartzog & Crabill
Task Order - Yunex
Project Award Information Checklist
Description of Project:

Installation of city-furnished traffic signal cabinets, controllers, and other incidental items of work.

Contract Working Days: 100 working days
Orange County Register
Publication Date:

September 10 and 17, 2024
Notice Inviting Bids Sent to: CIPList.com, The Orange County Register, McGrawHill Construction, Dodge Construction Network, AGC Plan Room, Construct Connect, Construction Market
Data
Bid Opening Date: October 3, 2024
No. of Bid Packets Purchased: 18
Bidders Base Bid

1. Crosstown Electrical & Data, Irwindale, CA $304,489*

2. Yunex LLC, Riverside, CA $415,495

3. Elecnor Belco Electric, Inc., Chino, CA $526,888

4. Macadee Electrical Construction, Chino, CA $631,769

5. Econolite Systems, Inc., Anaheim, CA $655,506

6. California Professional Engineering. Inc., La Puente, CA $738,000

7. Servitek Electric, Inc., Norwalk, CA $797,582
Apparent Low Bidder: Crosstown Electrical & Data, Irwindale, CA - $304,489 Qualified to Perform Work: Yes. Staff confirmed bid was responsive.

Contractor’s License: Registration with DIR:

Valid at Time of Award: Yes Contractor: Yes
Valid at Time of Bid: Yes Sub-Contractor: Yes
Experience:

The apparent low bidder has performed this type of work for multiple government agencies in Southern California.
* The submitted bid amount was $314,489 but included a calculation error. The corrected amount is $304,489.

October 15, 2024
City of Cypress
5275 Orange Avenue
Cypress, CA 90630
Re: Proposal for City of Cypress Construction Inspection Services 11477-218.25
The City of Cypress is upgrading traffic signal cabinets to make the City streets safer, less congested, and easier to maintain. Iteris is proposing to provide construction support services to inspect cabinet installations and ensure that the contractor’s work is abiding by the City’s core traffic management goals. As a leader in traffic management and operations, Iteris is well equipped to ensure that the upgraded traffic signals enhance system reliability, mobility, and safety of all road users. Our team of construction management professionals and traffic signal experts will leverage our experience with the City and technical expertise to verify each traffic signal cabinet installations meets the City’s standards and project requirements.

Iteris proposes Mr. Omid Modaghegh, MCSE, IMSA as Project Manager for this project. Mr. Modaghegh has over nine years of experience in Intelligent Transportation Systems (ITS), communications systems, traffic design, and traffic signal timing. Mr. Modaghegh is adept at configuring and bench testing a variety of traffic controllers, including Econolite EOS, ASC/3, ASC/2, McCain/BiTran 170, 2070 Omni, and LACO-4E. He also possesses a strong IT background in network and router administration, and protocol configuration. His skillset will ensure that the system components provide the City with the ability to be scalable and adaptable for future traffic management needs.

Mr. Modaghegh will be the principal contact with the City and other stakeholders per the City’s direction, in addition to being responsible for coordinating staff activities and meetings. We are proposing Mr. Joshua McNeil, PE, TE, PTOE to lead the Quality Assurance and Quality Control (QA/QC) plan to ensure all deliverables meet the project standards and requirements.

Thank you for the opportunity to submit our proposal. Iteris looks forward to assisting the City on this important project. Please contact me at (949) 270-9647 or [email protected], or the designated Project Manager, Mr.

Modaghegh, at (949) 270-9632 or [email protected], should you have any questions.

Sincerely,
Iteris, Inc.

Steven Bradley, PE
Regional Vice President
Mobility Consulting Solutions

PROPOSED PROJECT SCHEDULE
Iteris has provided the following proposed project schedule as shown in Figure 3. The proposed schedule is based on 100 Working Days from Notice to Proceed (NTP) and assumes the contractor will begin work in January. Iteris will coordinate with the city and the contractor to complete inspections on a rolling basis as construction is completed. Should the project require additional working days or multiple site visits to address the punch list, the project manager will discuss and make arrangement to provide additional support on a Time and Materials (T&M) basis.

Figure 3 – Proposed Project Schedule
TASKS
Month
Jan Feb Mar Apr May

1.0 Project Management

2.0 Construction Inspection

3.0 Traffic Operations Inspection

4.0 Traffic Signal Communication System Inspection

COST PROPOSAL
Table 1 provides detailed rates by task for all team members that will be assigned to this project.

Table 1 – Cost Proposal
*ODC (Other Direct Costs)
ODC covers non-labor-related expenses. The allocation includes:
• $200: Dedicated to travel-related expenses (e.g., mileage) incurred by the project management team for attending key meetings, such as the project kick-off and monthly in-person progress reviews.
• $4,000: Reserved for staff travel expenses during site visits across all 61 intersections, ensuring comprehensive inspections and project oversight.

These amounts reflect standard project requirements and align with IRS mileage reimbursement guidelines. Omid Modaghegh (PM) Senior Manager I Joshua McNeill (QA/QC) Associate Vice President Andrew Freeman (TL) Senior Engineer II Kent Spurr (TL) Support Staff II Delbert Smith-Lavezzari Associate Engineer Peyvand Hajian Senior Engineer II Alex NguyenAssociate EngineerNatali Luevanos-MendezAssociate Engineer $ 218.00 $ 316.00 $ 244.00 $ 169.00 $ 161.00 $ 244.00 $ 147.00 $ 141.00 Task 1 PROJECT MANAGEMENT 40 6 0 0 0 0 0 0 46 $ 10,616.00 $ 200.00 $ 10,816.00 Task 2 CONSTRUCTION INSPECTION 6 3 0 183 12 18 18 0 240 $ 42,153.00 $ 4,000.00 $ 46,153.00 Task 3 TRAFFIC OPERATIONS INSPECTION 6 3 18 61 0 0 0 18 106 $ 19,495.00 $ - $ 19,495.00 Task 4 TRAFFIC SIGNAL COMMUNICATION SYSTEM INSPECTION 36 3 0 61 0 0 0 18 118 $ 21,643.00 $ - $ 21,643.00 88 15 18 305 12 18 18 36 510 $ 93,907.00 $ 4,200.00 $ 98,107.00 TOTAL
HOURS
TOTAL

HOURS COST
TOTAL
ODC * TOTAL COST
TASK
Staff Rates
Consulting Traffic Engineers to Government Agencies
October 17, 2024
Mr. Eric Dong
City of Cypress
5275 Orange Avenue
Cypress, CA 90630

Subject: Task Order Proposal to Provide Traffic Signal Support Services on the Citywide Traffic Signal Controller Replacement Project Dear Mr. Dong:

Hartzog & Crabill, Inc. (HCI) is pleased to submit this task order proposal to the City of Cypress for ancillary support services in regards to the Citywide Traffic Signal Controller Cabinet Replacement Project. HCI is aware that the City has a project underway to swap out all signal cabinets and controllers from Econolite to SWARCO McCain ATC controllers at (61) locations. We also understand that SWARCO is responsible for converting the existing Econolite controller database to the new controllers.

As HCI provides on-going traffic signal operations monitoring services, we are very knowledgeable with the City’s traffic signals. We have provided our proposed scope of services below to describe the ancillary support work related to the citywide project.

SCOPE OF SERVICES
Task 1 – Backup Existing Controller Databases
Upon receipt of the City’s notice-to-proceed, HCI will back-up the existing Econolite controller databases, and provide them to the City for their records.

Task 2 – Meeting Attendance
HCI will remain available to attend meetings with City staff and their Information Technology (IT) department to discuss, configure, and establish remote access to the City’s Traffic Management Center (TMC) and the new Transparity software.

Task 3 – Traffic Signal Timing Verification
HCI will verify that the signal timing in the new SWARCO controllers are providing signal operations identical to the previous Econolite controllers, and will report any discrepancies found directly to the City.

Gerald J. Stock, PE, TE,
Executive Vice President
17821 E. 17th Street
Suite 245
Tustin, CA 92780
Phone: (714) 731-9455
FAX: (714) 731-9498
www.hartzog-crabill.com
Mr. Eric Dong
October 17, 2024

Page 2 ends

PROJECT TEAM
HCI will assign Mr. Greg Cabey for completion of these traffic signal operations support services. As you know, Greg has extensive experience with these types of services as summarized below:

Mr. Greg Cabey, Principal (Project Manager)
Mr. Cabey brings over (32) years of traffic signal experience to the HCI project team and will serve as Project Manager for these traffic signal operations support services. Greg presently provides traffic signal monitoring and operations services for (12) Southern California cities, including the City of Cypress. As such, Greg is very familiar with the City’s traffic signal system. Prior to working with HCI, Greg was a lead technician for Peek Traffic for over (12) years, and is certified as an International Municipal Signal Association (IMSA) Level III Traffic Signal Technician. His extensive field experience with signal systems and timing will aid in the success of these paving projects.

SCHEDULE
Our proposed HCI technical staff is available to assist the City of Cypress during this controller cabinet replacement project. Upon receipt of the City’s notice-to-proceed, HCI will remain ready to provide these support services as scheduled by the City.

PROFESSIONAL FEES
HCI is proposing a project budget fee of $16,200.00 to be billed on a Time & Materials (T&M) basis for completion of the above-stated work tasks on these traffic signal support services. A cost breakdown per task is provided below:

Task Description Rate Hour Fee
1 Meeting Attendance $180.00/hr 10 $1,800.00

2 Backup Existing Controller Databases $180.00/hr 50 $9,000.00 3 Traffic Signal Timing Verification $180.00/hr 30 $5,400.00 Project Total: $16,200.00
It is important to note, HCI is providing a budgetary fee above, and may invoice the City up to the Project Total amount on a Time & Materials (T&M) basis. However, it is possible that the Project Total may not be sufficient to cover our services by project completion. As project completion nears, HCI will notify the City if the Project Total will need to be surpassed.

Mr. Eric Dong
October 17, 2024

Page 3 ends

Thank you for the opportunity to continue serving the City of Cypress. On behalf of HCI, we look forward to working with you and City staff to complete these traffic signal support services.

If you may have any questions or need additional information, please feel free to contact our office at (714) 731-9455.

Very truly yours,
HARTZOG & CRABILL, INC.

Gerald J. Stock, P.E., T,E.

Executive Vice-President
City and Traffic Engineering Services

Page 1 of 1 ends

Yunex LLC
1026 E. Lacy Ave
Anaheim, CA 92805
714.284.0206
714.284.1150 Fax
https://yunextraffic.com
October 14, 2024
Eric Dong
Public Works Department
City of Cypress
5275 Orange Ave
Cypress, CA 90630
RE: Various locations; provide project turn on support as needed Dear Mr. Dong:

Yunex LLC is pleased to offer to perform the following work at the below listed price:

Yunex will provide as-needed traffic signal turn on support for traffic signal controller cabinet upgrades by third party forces. The below listed price is a not-to-exceed amount to be used at the city’s discretion.

TOTAL LABOR AND EQUIPMENT ONLY: $25,000.00
This proposal is an estimate, if unexpected problems arise, we will notify you before we proceed and a change order for the extra work will be provided. Additionally, the price listed above does not include any bonds, permits, fees, shift work, night work, holiday, or weekend work.

This offer shall expire 30 days from the date hereof and may be withdrawn by us at any time prior thereto with or without notice. This offer supersedes any prior offers, commitment, or orders, contains all terms, conditions, and warranties and when accepted, constitutes the entire contract between the parties. The resulting contract shall not be modified except by formal written amendment. This offer shall be accepted by delivery to us of a copy of this offer duly signed by you in the space provided.

The foregoing offer is hereby accepted this _______ day of __________, 2024.

YUNEX LLC
Joshua Ferras City of Cypress
Joshua Ferras By:

Regional Manager Title:
01004.0001/301445.11 9/28/2017 C-1
EXHIBIT “C”

SCHEDULE OF COMPENSATION

ROUTINE MAINTENANCE RATES
Item
No. Qty. Description Monthly Unit Price
Total
Monthly Cost

1. 61
Routine Preventative Maintenance of Traffic
Signal and Safety Lighting System per
Intersection per Month
$ $

2. 5 Routine Preventative Maintenance of Solar
Powered Flashing Signs per Month $ $

3. 3
Routine Preventative Maintenance of
Rectangular Rapid Flashing Beacon Systems
per Month
$ $

4. 1 Survey of City-owned Street Lighting
System per Month $ $
TOTAL MONTHLY COST (TOTAL OF ITEMS 1 THROUGH 4): $__________________________ TOTAL ANNUAL COST (TOTAL MONTHLY COST X 12 MONTHS): $_____________________

LABOR RATES
(for extraordinary maintenance)
Item
No. Labor Position Straight Time per Hour
Overtime
per Hour
Premium
per Hour

1. Maintenance Transportation Tech. $ $ $

2. Transportation Maintainer Level 2 $ $ $

3. Transportation Maintainer Level 1 $ $ $

4. Engineering Technician $ $ $

82.08 5,006.94

36.37 181.83

36.37 109.10
259.75 259.75
5,557.61
66,691.33
129.88 161.05 192.22
114.29 140.27 161.05
114.29 140.27 161.05
140.27 171.44 207.80
01004.0001/301445.11 9/28/2017 C-2

EQUIPMENT RATES
(for extraordinary maintenance)
Item
No.

Equipment Rate per Hour

1. Boom Truck/Crane (4 or less) $

2. Boom Truck/Crane (more than 4) $

3. Bucket Truck (4 or less) $

4. Bucket Truck (more than 4) $

5. Compressor $

6. Arrow Board $

MISCELLANEOUS
(for items not specifically listed in this Contract - must provide backup documentation) Item
No.

Description Markup Rate

1. Labor/Equipment Markup 15%

2. Materials Markup 15%

EXTRAORDINARY WORK COMPENSATION RATES
Item
No.

Equipment Each

1. Detector Loop Replacement (6’ Round Loop, Type E, Including Sawcut Lead-in) $

2. Detector Loop Replacement (6’ Round Loop, Type E (Modified – Bicycle Loop per City Standard, Including Sawcut Lead-in) $

3. Safety Light Bulb Replacement $

4. Internally Illuminated Street Name Sign Bulb Replacement $

5. Internally Illuminated Street Name Sign Face Replacement $

6. Edge Light LED Illuminated Street Name Sign $

7. Furnish and Install Safety Light LED module replacement (up to three modules in a single fixture, Eaton LED Navion Fixtures) $

67.54 67.54

33.25 33.25

1.04 1.04
571.45
675.35
114.28

98.71 753.28
4,259.90
1,039.00
01004.0001/301445.11 9/28/2017 C-3
Item
No. Equipment Each

8. City Owned Street Light Bulb Replacement $

9. Replace 12” LED Red Indication $

10. Replace 12” LED Yellow Indication $

11. Replace 12” LED Green Indication $

12. Replace 12” LED Red Arrow Indication $

13. Replace 12” LED Yellow Arrow Indication $

14. Replace 12” LED Green Arrow Indication $

15. Replace LED Pedestrian Head Module (Countdown Style) $

16. Painting of all Pedestrian Heads and Frameworks per Intersection $

17. Painting of all Signal Heads, Backplates and Frameworks per Intersection $

18. Painting of Traffic Signal Controller Cabinet and Electrical Service Cabinet per Signalized Intersection $

19. Complete Testing of New Traffic Signal Cabinet Including all Internal Equipment and Written Certification $

21. Replacement of Batteries for Battery Back-Up System per Intersection $

22. Alpha Battery Backup Inverter $

23. Conflict Monitor Testing $

24. Furnish and Replace/Install 3-Section Vehicle Indication Complete (Pole mounted) - Framework $

25. Furnish and Replace/Install 3-Section Vehicle Indication Complete (Mast-Arm mounted) $

26. Furnish and Replace/Install 4-Section Vehicle Indication Complete (Pole mounted) - Framework $

27. Furnish and Replace/Install 4-Section Vehicle Indication Complete (Mast-Arm mounted) $

28. Furnish and Replace/Install 5-Section Vertical Vehicle Indication Complete (Pole mounted) - Framework $

29. Furnish and Replace/Install 5-Section “Dog House” Vehicle Indication Complete (Mast-Arm mounted) $
109.10
114.29
114.29
114.29
119.49
119.49
119.49
207.80
1,610.45
3,168.95
987.05
987.05
1,610.45
2,259.83
7,428.85
1,064.98
987.05
1,298.75
1,194.85
1,558.50
1,454.60
* 20 Furnish and install replacement Safety Light Fixture $1.013.03 * 20
01004.0001/301445.11 9/28/2017 C-4
Item
No. Equipment Each

30. Furnish and Install new Type 1A pole complete with foundation $

31. Replace Type 1A pole complete on existing foundation $

32. Furnish and Install new Type 15TS pole complete with foundation $

33. Replace Type 15 pole complete on existing foundation $

34. Replace Type 15TS pole complete on existing foundation $

35. Furnish and Replace/Install 24”x24” or smaller Mast-arm Mounted Diamond Grade Sign with new mounting brackets $

36. Furnish and Replace/Install Mast-arm Mounted Diamond Grade Sign larger than 24”x24” with new mounting brackets $

37. Furnish and Replace/Install 24”x24” or smaller Pole Mounted Diamond Grade Sign with new mounting brackets $

38. Furnish and Replace/Install Mast-arm Mounted Diamond Grade Sign larger than 24”x24”with new mounting brackets $

39. Furnish and Replace/Install PPB post with push button complete on existing foundation $

40. Furnish and Replace/Install PPB post with push button complete with foundation $
Rate Increases
Requests for cost or rate increases to the above may be made on an annual basis, and shall be: (1) based on the current CPI (consumer price index); (2) approved by the Contract Officer; and (3) no more than 5% per year.
3,844.30
1,090.95
10,909.50
5,298.90
6,753.50
467.55
571.45
233.78
571.45
862.37
2,000.08
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 9.

FROM: Alicia Velasco, Planning Director
DATE: 11/12/2024
SUBJECT: Approve a Task Order for Temporary City Planning Services

RECOMMENDATION

1. Approve a task order with Annealta Group for temporary contract city planner services, not to exceed $75,000; and

2. Approve a $75,000 budget appropriation transfer in the General Fund from Personnel to Professional Services.

DISCUSSION
The Planning department’s Associate Planner will retire at the end of the year, creating a temporary vacancy. To maintain essential planning services while the position is filled, a task order with the city's on-call planning consultant, Annealta Group, is recommended. This task order will provide as-needed planning services for up to six months and will expire on June 30, 2025. Annealta Group will provide up to approximately 18 hours per week of in-person planning services. Its responsibilities will include assisting residents and businesses at the planning counter, facilitating permits and entitlement approvals, preparing end-of-year housing reports, and administering permits. Annealta Group has partnered with the city since 2020, working on affordable housing agreements, project analysis, and housing element implementation.

BUDGET IMPACT
Salary savings from the vacancy are available to pay for contract planning services through the end of the fiscal year. In the event the position is filled sooner than expected and a portion of the $75,000 task order is not expended, the remaining amount will be transferred back and made available to pay for personnel costs through June 30, 2025.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Task Order
Task Order
On Call Contract Date 10/11/2021
Contract Approved
by Council Yes
Consultant Annealta Group
Project General Planning Services
Amount No
Service
$75,000 Reimbursable
General Planning Services through 6/30/25
Hourly Rates
City Planner $160/hr. and other positions as specified in the On-Call Contract.

Schedule As needed or assigned by Director.

Reviewed:

Director of Planning
Approved:

City Council on ___________________
Notes

1. All Task Orders must be performed within the budgetary limits established by the Task Order.

2. Provide sufficient back up for hours charged, as required by the Director.

Page | 1 ANNEALTA GROUP
Schedule of Hourly Rates
Effective October 1, 2024

A N N E A L T A G R O U P - H O U R L Y R A T E S F O R S E R V I C E S Classification Rate
Principal ........................................................................................................................$196 Principal Project Manager................................................................................................160 Senior Planner.................................................................................................................145 Associate Project Manager ..............................................................................................134 Associate Planner II.........................................................................................................124 Associate Planner I..........................................................................................................114 Assistant Planner III.........................................................................................................103 Assistant Planner II........................................................................................................... 98 Assistant Planner I............................................................................................................ 93 Planning Technician II....................................................................................................... 82 Planning Technician I........................................................................................................ 77 Administrative Support II................................................................................................... 52 Administrative Support I.................................................................................................... 42 Mileage reimbursement will be charged at the current Federal guideline rate at the time of billing. Consultation in connection with litigation and court appearances will be quoted separately. Overtime will be billed at 1.5 times, and Sundays and holidays 2.0 times the standard rate. A sub consultant management fee of fifteen percent (15%) will be added to the direct cost of all sub consultant services to provide for the cost of administration, consultation and coordination.

CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 10.

FROM: Alicia Velasco, Planning Director
DATE: 11/12/2024
SUBJECT: Approve a Task Order for Affordable Housing Compliance Services

RECOMMENDATION
Approve a task order with RSG, Inc. for affordable housing compliance services for an amount not to exceed $42,905.

DISCUSSION
Cypress has approximately 400 affordable housing units, each subject to specific restrictions, such as income, occupancy, and age, that differ by project. The City must monitor, track, and audit these units annually to verify compliance, since most affordable housing projects received incentives and/or special funding for including affordable units.

In October 2022, the City Council approved an on-call contract with RSG to provide affordable housing compliance services. The recommended task order establishes a database and procedures to conduct annual monitoring, including notifying property owners of their compliance and reporting obligations.

BUDGET IMPACT
The FY 2024-25 budget includes $270,773 of unencumbered appropriations for future Housing Element Implementation efforts and the recommended task order for $42,905 will use a portion of these amounts.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Task Order

PROPOSAL
Affordable Housing Compliance Monitoring Services
RSG, INC.
170 EUCALYPTUS AVENUE, SUITE 200
VISTA, CA 92084
www.rsgsolutions.com
Tara Matthews
(714) 316-2111 / [email protected]
October 10, 2024 Via Electronic Mail
Alicia Velasco, Planning Director

CITY OF CYPRESS
5275 Orange Avenue
Cypress, CA 90630

PROPOSAL FOR AFFORDABLE HOUSING PROGRAM ASSISTANCE
Dear Ms. Velasco:

RSG, Inc. (“RSG”) is pleased to present this proposal to the City of Cypress (“City”) in response to conducting compliance monitoring of 14 affordable housing projects. RSG understands that affordable projects are a mix of rental and homeownership units. The City is seeking assistance with developing ongoing compliance monitoring of the projects and may need technical assistance with affordable project processing and related projects on an as-needed basis.

RSG’s scope of services details the work for the ongoing compliance monitoring services along with fee compensation for the services. RSG would complete these services under our existing On-Call Affordable Housing Program Assistance contract with the City. Should you wish to discuss any of the information presented or have questions, please feel free to contact Tara at (714) 316-2111 or [email protected].

Sincerely,
RSG, Inc.

Tara Matthews
Principal
2 SCOPE OF SERVICES
The following details our proposed scope of services. If needed, RSG is available to meet with the City to kick off the project for the compliance monitoring services and go over the scope of each task as detailed below:

TASK 1: Establish Compliance Monitoring Services for 8 Rental Projects RSG can assist City staff with monitoring 8 affordable rental projects with 309 affordable units.

We understand that each project has different monitoring requirement based on either funding source or are a density bonus. RSG can assist with the following to initiate the monitoring.

1. Agreement Review and Program Compliance: Based on the project’s agreement, RSG will accurately review each agreement and can provide a summary. RSG would apply various affordable housing program regulations and requirements to determine whether the Project complies. RSG identifies how each program differs in the income documentation required and the frequency with which such documentation must be collected from tenants. In addition, multi-family housing revenue bond projects must be reviewed for compliance with restrictions established by the Internal Revenue Service (IRS).

2. Project Matrix: RSG will determine the type of monitoring (remote or onsite) for each project based on the funding source. The project matrix will identify each project name, developer or management firm name/contact information, number of affordable units, type of monitoring (remote or onsite) based on the funding source, target month of monitoring and status of monitoring for each project.

3. Income and Rent Limit Chart: Create income, rent limit and utility allowance charts for the current year and distribute them to the City and the property owner.

4. Notifications and Outreach: RSG would confirm all contact information and proceed with a draft notice of compliance monitoring to each corresponding project. We would be requesting documents needed to initiate the audit of annual reporting and tenant income certification. RSG can set up a secure OneDrive link for each project to maintain the privacy of all submitted documents.

5. Monitoring Documents: Collect and review compliance documents. Such as:
a. Certificate of Continuing Program Compliance – A completed document by property manager or owner certifying the unit set-asides or designations, b. Annual Report or Occupancy Status Report – This documentation includes collecting current tenant data for each restricted unit from the property manager or owner of each project for all tenants occupying restricted units.

Information to be tracked shall include but is not limited to: unit address, rental unit number, if unit is fixed or floating, tenant name, lease date, rent increases, move-in and move-out date, tenant household composition (names, occupations of all household members), household income/assets, maximum rent, rent paid, applicable deductions, utility allowance (basic and energy 3 efficient), and whether the unit receives Section 8 voucher assistance and the amount of the housing assistance payment.
c. Rent Roll- As provided for the month RSG is monitoring. d. Housing Authority Letter – Applicable for all households collecting subsidies. e. Utility Allowance Schedule – To confirm the utility allowance breakdown of the unit.

6. Remote Tenant File Audit: RSG would confirm all the monitoring documents have reported information that lines up with the tenant files. In our review, RSG can conduct a remote tenant file audit (based on a sample size number for each project) to confirm the compliance status of the tenant income and asset source documentation, rent amount, utility allowance, and housing authority letters (if applicable). Review tenant files for lease affordability agreement requirements, lease addendums, and standard notices to verify other documentation if needed. Complete an assessment of the annual tenant recertification as such:
a. Tenant Income Certifications - Ensure the annual tenant income certifications accurately report the supported tenant income and asset source documentation, rent amount, utility allowance, subsidy assistance (if applicable), names of household members, tenant signatures (age 18 and over), and manager signature with effective dates and project information.

7. Data Analysis: Analyze the annual report documentation provided by the project owner or manager. RSG sets-up for each project an analysis template that builds on the compliance requirements based on the agreement’s unit set-asides, tenant income and rent limit requirements. RSG analysis is foundational to determine the compliance for each unit and identifies any potential finding that would need to be addressed by the project owner or manager.

8. Key Findings and Clearance period: RSG can provide technical assistance including, but not limited to, assistance remediating findings of noncompliance. Provide customer service to the project owner and or manager by establishing and maintaining a good working relationship and providing explanations as needed.

9. Final Report: Complete a final close-out report for each project, which includes the overall agreement requirements, file or desk audit results, income and rent analysis and final findings (if applicable) and recommendations.

10. Shared Folder: At the close-out of all projects, RSG will create a OneDrive link and upload all monitoring data collected during the process. This will give City staff access to all the files for the fiscal year.

11. Property Manager Training and Manual: RSG will guide property managers on the tenant income data collection process to complete annual tenant income recertifications. This will include an overall assessment of compliance for the Property’s annual report to ensure that the data reported corresponds with the files provided. RSG will provide a basic tenant income certification manual for reference in the recertification process. RSG would provide one draft manual to the City for comments 4 and finalize the after the comments or edits have been addressed. RSG will provide one meeting to go over the manual with the property manager or owners.

RSG can complete the compliance monitoring by the end of the Fiscal Year (June 30, 2025).

TASK 2: Establish Compliance Monitoring Services for 6 Homeownership Projects RSG will assist City staff with monitoring for owner occupancy of the existing homeownership units. It is assumed that City would require assistance with the administration of 6 homeownership projects and 40 units. We understand that Citrus Square is still in the process of selling units and as a result, is not part of the scope. However, RSG can add this project once all affordable units are sold. For the 6 projects, the services would include:

1. Database: Prepare a database to track and organize all the homeownership units that are being monitored. The database would include columns such as:
• Homeowner name
• Property address
• Qualified AMI
• Document form names (corresponding to the monitoring) • Dates of mailed forms, data collected, completed forms and confirmation of closeout • Compliance status
• Other activities corresponding to the controlling agreement

2. Templates: Draft specific templates for the monitoring as listed below:
• Notification letter that outlines the documentation requesting the annual monitoring process, including language to have the homeowner provide proof of supporting documentation of unit occupancy.
• Recertification forms for proof of occupancy
• Confirmation/ close out form to complete the monitoring 5 TASK 3: Advise Staff
RSG will advise and support staff as needed on affordable housing-related questions or issues as they arise. Affordable housing efforts are intricately linked to other fields such as real estate, finance, and economic development. We pride ourselves on being a trusted advisor to clients and are available to answer questions on a wide range of topics based on our broad experience.

STAFFING
The project team will be led by Principal and Vice President Tara Matthews. Ms. Matthews will provide housing technical review services. Rosa Romero, Senior Associate and Certified Specialist with funding of HOME, TCAC, and blended sites, will serve as project manager on the engagement and will perform the tasks identified in the Scope of Services. Other RSG staff, will work in collaboration with the team to perform the task identified in the Scope of Services as needed. Ms. Romero will be the day-to-day contact with City staff. Resumes for all RSG staff can be viewed at www.rsgsolutions.com.

FEE ESTIMATE
RSG proposes to provide the tasks described in the Scope of Services on a time-and-materials basis not to exceed $42,905. The services would be provided per the terms and conditions of a consulting services agreement by and between the City and RSG, Inc. A detailed billing will be submitted monthly for payment.

RSG fee is based upon an estimate of the number of annual hours needed for each task. RSG will notify the City and request a fee adjustment. If the Scope of Services is substantially changed in the future, or many units require re-inspection of more than 2 hours per project.

Any revisions to the Scope of Services will be billed on a time-and-materials basis at the following hourly rates.

RSG proposes the below rate schedule for these services.

Scope of Services
Affordable Housing Compliance Monitoring Services
Cypress (FY 2024-25)
Total
Principal Sr. Assoc Associate Analyst Total Hrs Estimate $ 275 $ 200 $ 185 $ 135
Task 1 Ongoing Compliance Monitoring Services for 8 Rental Projects 2 90 - 135 227 $ 36,775 1 Agreement Review - 10 - - 10 2,000
2 Project Matrix - 10 - 5 15 2,675
3 Income and Rent Limit Chart - 2 - 2 4 670
4 Notifications and Outreach - 5 - 15 20 3,025
5 Monitoring Documents - 5 - 10 15 2,350
6 Remote Tenant File Audit - 5 - 25 30 4,375
7 Data Analysis - 5 - 25 30 4,375
8 Key Findings - 8 - 20 28 4,300
9 Final Report - 20 - 15 35 6,025
10 Shared Folder - - - 8 8 1,080
11 Property Manager training and Manual 2 20 - 10 32 5,900 Task 2 Ongoing Compliance Monitoring Services for 6 Homeownership Projects - 10 - 13 23 $ 3,755 1 Database - 5 - 5 10 1,675
2 Templates - 5 - 8 13 2,080
Task 3 Advise Staff 5 5 - - 10 $ 2,375
1 As Needed Services 5 5 - - 10 2,375
GRAND TOTAL BUDGET 7 105 - 148 260 $ 42,905
Task Hours & Billing Rate
6 Hourly Billing Rates
Principal / Director $ 275
Senior Associate $ 200
Associate $ 185
Senior Analyst $ 150
Analyst $ 135
Research Assistant $ 125
Technician $ 80
Clerical $ 60
Reimbursable Expenses Cost plus 10%
RSG does not charge clients for travel or mileage (except direct costs related to field work/surveys), parking, standard telephone/fax expenses, general postage or incidental copies.

However, we do charge for messenger services, overnight shipping/express mail costs, and teleconferencing services. We also charge for copies of reports, documents, notices, and support material over five (5) copies. These costs are charged back at the actual expense plus a 10% surcharge.

RSG issues monthly invoices payable upon receipt, unless otherwise agreed upon in advance.

Invoices identify tasks completed to date, hours expended and the hourly rate.

CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 11.

FROM: Matt Burton, Director of Finance and Administrative Services DATE: 11/12/2024
SUBJECT: Approve the Purchase of Data Center Hardware and Software

RECOMMENDATION

1. Approve a purchase from ADS Consulting Group Inc. for a replacement server hardware and five years of support for $364,051.18; and

2. Approve a purchase from ADS Consulting Group Inc. for replacement data center hardware for $65,016.06; and

3. Approve a purchase from Dell Marketing LP for replacement data center software for $76,864.08; and

4. Appropriate $285,632 from the Capital Replacement Fund and transfer $37,269 from the Technology Master Plan Fund to the Capital Replacement Fund.

DISCUSSION
The City's network servers, storage appliances and associated hardware and software, collectively referred to as data center infrastructure, are used to house and backup data, manage file permissions and run applications. The data center was originally purchased in 2017 has reached the end of its useful life and its replacement is included in the Five-Year Technology Master Plan.

Originally budgeted for a minor update in FY 2022-23, the data center was deemed operational, and the project was deferred. Now, approaching its eighth year of operation, the data center is in need of replacement. Data center servers need additional storage and memory to accommodate the system upgrades and are no longer under warranty, supported by the manufacturer, or capable of receiving necessary security updates.

In July 2024, three competitive bid processes were conducted for data center component replacement:

Data Center Server Hardware- A Request for Proposals (RFP) was published for the replacement of data center server hardware. Three firms responded, but only one met replacement of data center server hardware. Three firms responded, but only one met the RFP requirements. The purchase of Hewlett Packard Enterprise Simplivity (HP Simplivity) from ADS Consulting Group, Inc. is recommended. The City currently uses the HP Simplivity solution, and it provides guaranteed file and application availability at all times, offsite disaster recovery, and rapid backup and data restore.

Data Center Hardware Components - An Invitation for Bids was published for the replacement of the data center component hardware. Five firms responded and ADS Consulting Group, Inc. is recommended as the lowest bidder.

Microsoft Server Software - The software necessary to operate the data center is offered by Dell using a competitively bid agreement with the California County of Riverside Master Agreement for Microsoft Services. Section 21A-10(e) of the Municipal Code provides for the use of these types of agreements to achieve a cost-effective option for the purchase of discounted commodities, such as equipment and software.

The updated data center is expected to be complete by spring 2025 and will have a useful life of six to eight years.

BUDGET IMPACT
The estimated cost to replace the data center is $520,631, and $483,363 is set-aside in the Capital Replacement Fund. The remaining $37,269 is available in the Technology Master Plan Investment Fund, which was created to ensure sufficient funds are available for critical improvements to the City's information technology infrastructure.

Data Center Replacement Cost Summary
Server Hardware $364,051.18
Hardware Components 65,016.06
Software 76,864.08
Electrical Improvements 1,900.00
Installation and Labor 12,800.00
Total Project Cost $520,631.32
Funding Sources
City Capital Replacement Fund $483,362.83
Technology Master Plan Investment Fund 37,268.49
Total Project Cost $520,631.32
LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
ADS Quote - Server Hardware and Support
ADS Quote - Data Center Hardware Components
Dell Quote - Data Center Software
Data Center Replacement - Cost Summary
1 ADS Consulting Group, Inc
The Sentinels of Your IT Galaxy
5 Albero Court Telephone Facsimile Website
Rancho Palos Verdes 310-541-8584 310-541-2545 www.adscon.com California
90275
July 22, 2024
Adrian Smith
City of Cypress
5275 Orange Ave.

Cypress CA 90630
Dear Mr. Smith,
ADS Consulting Group is pleased to present this proposal for IT-0003-24. The hardware listed on the next page meets all the requirements outlined in the RFP IT-0003-24. 2 3
Timeline
All items should have a lead time of 14 days after placing the order. Delivery times may vary due to unforeseen issues with the hardware supply chain. Because of the order amount, we ask that payment be made within 15 days of the order.

It should take approximately three to four weeks after the order is received to configure, install, and migrate your data to this new cluster.

Thank you for this opportunity to bid on this project. We’ve had a very successful 32-year partnership with the City of Cypress and look forward to many successful years in the future. If you have any questions, please contact Alan Sugano at (310)486-0739 or at [email protected].

Sincerely,
Alan Sugano
President, ADS Consulting Group
1 ADS Consulting Group, Inc
The Sentinels of Your IT Galaxy
5 Albero Court Telephone Facsimile Website
Rancho Palos Verdes 310-541-8584 310-541-2545 www.adscon.com California
90275
July 22, 2024
Adrian Smith
City of Cypress
5275 Orange Ave.

Cypress CA 90630
Dear Mr. Smith,
ADS Consulting Group is pleased to present this proposal for IFB IT-002-24. The hardware listed on the next page meets all the requirements outlined in the IFB IT-002-24. 2 3
Timeline
All items should have a lead time of 14 days after placing the order. Delivery times may vary due to unforeseen issues with the hardware supply chain. Because of the order amount, we ask that payment be made within 15 days of the order.

It should take approximately three to four weeks after the order is received to configure, install, and migrate your data to this new hardware.

Sincerely,
Alan Sugano
President, ADS Consulting Group
Sam Andrews
[email protected]
512.720.4469
Microsoft Select Plus PCN# A2FCAAD0 Date of Issue: 10/31/2024 Customer: City of Cypress Quote Expires: 11/30/2024
Contract: Riverside County EA/SelectPlus: PSA-0001524
Product Description Mfg# Quantity Months Unit Price Ext. Price Win Server Standard Core 2022 SLng 2L (2 hosts, 12 cores each = 24 cores needed) 9EM-00832 12 N/A $87.84 $1,054.08
Win Server DC Core 2022 SLng 2L (3 hosts, 48 cores each = 144 cores needed) 9EA-01291 72 N/A $500.15 $36,010.80 Win Server CAL 2022 SLng User CAL R18-06495 165 N/A $29.92 $4,936.80 Win Remote Desktop Services CAL 2022 SLng User CAL 6VC-04397 20 N/A $94.24 $1,884.80 Total Payment $43,886.48
Notes: $43,886.48
Notes:

Quote prepared by: Chris A Johnson
Perpetual Licenses
Sam Andrews
[email protected]
512.720.4469
Microsoft EA# 5608582 Date of Issue: 10/31/2024
Customer: City of Cypress Quote Expires: 11/30/2024
Contract: Riverside County EA/SelectPlus: PSA-0001524
Product Description Mfg# Quantity Months Unit Price Ext. Price SQL Server Standard Core ALng LSA 2L, Added in Year 1 to EA (4 VM installs, 4 core minimum each = 16 cores needed) 7NQ-00302 8 N/A $4,122.20 $32,977.60 Total Payment $32,977.60
Notes: $32,977.60
Software Assurance on SQL is paid to coterm with the expiriation of your EA on 1/31/2027. No additional payments required until your 2027 EA renewal.

Notes:

Quote prepared by: Chris A Johnson
Perpetual Licenses with Software Assurance
Quote Name and Description Quote Number Amount
ADS Consulting Group, Inc. - HPE Simplivity Servers Quote Includes HPE Simplivity servers, implementation, and five years of support and maintenance. 0-20949919 $ 364,051.18
ADS Consulting Group, Inc. - Various Data Center Hardware Components Quote Includes backup server, data storage appliance, backup tape drive, and uninterruptable battery power supply 0-20949920 $ 65,016.06
Dell - Microsoft Software Quote
Includes Windows Server licenses, SQL Server licenses, and user access licenses Unnumbered - Dated 10/31/24 $ 76,864.08 Total Recommended Purchase $ 505,931.32
Data Center Replacement Purchase - Cost Summary
Novermber 12, 2024
CITY OF CYPRESS
CITY COUNCIL REPORT
City Council Regular 12.

FROM: Matt Burton, Director of Finance and Administrative Services DATE: 11/12/2024
SUBJECT: Reestablish the Senior Planner Class Specification and Update the Associate Planner Class Specification

RECOMMENDATION

1. Adopt a Resolution reestablishing the Class Specification of Senior Planner and authorizing the position in the FY 2024-25 Budget; and

2. Approve the revised Class Specification for Associate Planner.

DISCUSSION
City Personnel Rules and Regulations require the City Council adopt a Resolution to establish class specifications for positions, revise class specifications, and amend the Position Classification Plan.

The Associate Planner in the Community Development department's Planning division will retire in December 2024. Following a review of Planning's organizational structure and anticipated needs, it is recommended the Senior Planner classification be reestablished to allow flexibility in filling the vacancy. In recent years, many Planning division tasks have become increasingly complex due to evolving State laws and mandates, particularly related to housing and environmental review. Currently, the City contracts with a consultant to assist with a variety of these complex tasks. Reestablishing the Senior Planner classification, which creates a mid-management position with the necessary technical expertise to perform many of these recurring tasks, will reduce the need for consultant resources.

The Senior Planner specification has been updated to reflect the duties and skills associated with the position. The Senior Planner classification is unrepresented and part of the Mid-Management group. The salary range is consistent with the market for Senior Planners and aligns with other mid-management positions with similar levels of responsibility.

To provide the City with the option to fill the position at the Senior Planner or Associate Planner level, an update to the Associate Planner class specification is also recommended.

The changes to the Associate Planner class specification are limited to non-substantive contemporary language updates. The Associate Planner is represented by the Cypress Employees' Association (CEA) and the CEA did not object to any of the changes.

Underfilling the position offers the City the opportunity for future salary savings and/or to hire a less experienced applicant with high potential who could develop into a Senior Planner.

BUDGET IMPACT
Sufficient amounts are available in the FY 2024-25 Budget to fill the vacancy with a Senior Planner or Associate Planner. If the position is filled with a Senior Planner, future budgets will incorporate the approximately $35,000 of additional annual costs.

LEGAL REVIEW
None required.

APPROVED BY: Peter Grant, City Manager
Attachments
Resolution - Reestablish Senior Planner
Senior Planner Class Specification
Senior Planner Class Specification - Redline Version
Associate Planner Class Specification
Associate Planner Class Specification - Redline Version RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS,

AND ACTING AS EX OFFICIO GOVERNING BOARD OF DIRECTORS

OF THE CYPRESS RECREATION AND PARK DISTRICT AMENDING
RESOLUTION NO. 6967 TO REINSTATE THE CLASSIFICATION OF SENIOR

PLANNER TO THE MID-MANAGEMENT PAY AND BENEFITS PLAN
WHEREAS, the Personnel Rules and Regulations of the City of Cypress require that amendments or revisions to the Position Classification Plan, revisions to class specifications or salary adjustments for positions be approved by the City Council, and as acting as ex-officio Board of Directors of the Cypress Recreation and Park District; and
WHEREAS, due to an upcoming vacancy, the Planning Division of the Community Development Department is hereby authorized to replace the budgeted position of Associate Planner with a Senior Planner position; and.

WHEREAS, the class specification for Senior Planer is reestablished and attached hereto.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cypress, and acting as ex-officio governing Board of Directors of the Cypress Recreation and Park District, does hereby approve the class specification for Senior Planner and that Resolution No. 6967 be amended to add Senior Planner to the MidManagement pay plan as follows:

A. Monthly Salary Ranges Effective November 13, 2024

POSITION MONTHLY PAY RANGE
Senior Planner $7,671 – $10,324
B. All Resolutions in conflict herewith are hereby rescinded.

PASSED AND ADOPTED by the City Council of the City of Cypress, and acting as ex-officio Board of Directors of the Cypress Recreation and Park District, at a regular meeting held on the 12th day of November, 2024.
_______________________________

MAYOR OF THE CITY OF CYPRESS
ATTEST:
___________________________________

CITY CLERK OF THE CITY OF CYPRESS
STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
I, ALISHA FARNELL, City Clerk of the City of Cypress, DO HEREBY CERTIFY that the foregoing Resolution was duly adopted at a regular meeting of the said City Council held on the 12th day of November, 2024, by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:
___________________________________

CITY CLERK OF THE CITY OF CYPRESS

CITY OF CYPRESS PREPARED: November 4, 2024
APPROVED BY CITY COUNCIL: November 12, 2024

SENIOR PLANNER
Community Development Department
FLSA Designation: Exempt

SUPERVISION RECEIVED AND EXERCISED
This position receives supervision and direction from the Planning Director and may lead, advise and train entry and journey-level professional, technical, and clerical staff.

EXAMPLE OF DUTIES - Duties may include, but are not limited, to the following:

Administer and evaluate City development standards and land use/zoning requirements.

Assist in the development and implementation of planning goals, policies and priorities for the department.

Analyze the effects of new legislation dealing with land use, planning or environmental issues on City development plans, programs and activities.

Oversee and coordinate special land use or environmental studies, working with professional and technical staff on data collection, analysis, plan development, and implementation.

Supervise and participate in the preparation of environmental documents, including Notices of Exemption, Initial Studies, Negative Declarations, and Environmental Impact Reports in accordance with the California Environmental Quality Act.

Assist with authoring and implementing zoning code amendments.

Function as a project manager for complex development projects. Prepare and analyze reports, studies, findings, letters and memos. Prepare staff reports and public notices.

Consult with developers regarding applications, regulations, processes, standards and directives.

Prepare, review and monitor contract and consultant services.

Prepare affordable housing agreements, monitor and audit affordable housing units for compliance, and prepare state-mandated housing reports.

Prepare internal and public facing materials on housing programs and initiatives designed to address State requirements and the City’s Housing Element.

Plan, organize, evaluate, direct and implement housing policies and programs through the Community Development Department with consideration to State and local regulations and upcoming housing trends and policy approaches.

Represent the department at public meetings. Present planning, development, and environmental matters to the City Council, as directed.

Provide assistance to the public regarding zoning, land use, and the general plan. Investigate planning- City of Cypress
Senior Planner

Page 2 of 3 ends

related complaints and recommend corrective action,
Assist in the preparation of the Community Development budget.

Assist in the selection, training, supervision, and evaluation of assigned staff.

Perform other related duties as assigned.

QUALIFICATIONS
Knowledge of:

Principles, guidelines, laws, and practices related to community development and related municipal processes, including, but not limited to the California Environmental Quality Act (CEQA), National Environmental Policy Act (NEPA), Subdivision Map Act, California Air Quality Management Plan, and National Pollutant Discharge Elimination System (NPDES) permitting program.

Principles and techniques of project management.

Appropriate and effective negotiation techniques and contract administration skills.

Municipal government budgeting principles and practices.

Basic principles and practices of effective customer service.

Ability to:

Interpret and apply laws, regulations, codes, ordinances, policies, guidelines and procedures related to the area assigned.

Exhibit a strong commitment to customer service and interactive team participation.

Be a decisive, proactive and effective decision maker while utilizing professionalism and tact in stressful situations.

Professional and successfully manage difficult and sensitive projects from inception through to issuance of Certificate of Occupancy.

Successfully adhere to multiple deadlines and handle multiple projects concurrently.

Organize and conduct independent research and analysis with minimal supervision.

Take responsibility for assigned area of the department and resolve issues as they arise.

Manage the work of outside contractors to ensure the services provided are as specified on the contract.

Prepare clear, concise, and informative correspondence and reports, including City Council reports, technical reports, and contract documents.

Communicate professionally and effectively, both orally and in writing, to internal and external customers in a variety of settings.

Establish and maintain effective and cooperative working relationships with those encountered in the performance of duties.

City of Cypress
Senior Planner

Page 3 of 3 ends

Experience and Education:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical combination is: Six (6) years of increasingly responsible professional experience within the planning, redevelopment, and/or economic development field, preferably in the public sector, including at least three (3) full-time years of project management experience and a Bachelor’s Degree in Business Administration, Public Administration, Economics, Planning or a closely related field from an accredited college or university.

A Master’s Degree in a field listed above is preferred and may be substituted for one-full-time year of experience.

License: Due to the performance of field duties, an incumbent may be required to drive a City vehicle in the course of business. If so, an incumbent is required to possess and maintain a valid California Driver’s License and current proof of an acceptable driving record.

PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS: Ability to maintain physical condition necessary for sitting or standing for prolonged periods of time; ability to walk, kneel, crouch, squat, stoop, and bend; input data into a computer for prolonged periods of time; hear and speak to those encountered in the performance of duties on the phone or in person; read reports and other records; and, read from a computer terminal. Work is performed primarily indoors in a controlled office environment. Exposures to computer glare and vibrations and pitch of computer and other office equipment. Some work is performed outdoors with exposure to direct sunlight, heat, humidity, rain, wind, and cold and low to moderate noise levels. Ability to lift, carry and move an object(s) totaling approximately twenty-five (25) pounds in weight.

CITY OF CYPRESS PREPARED: November 4, 2024
September 5, 2006
ADOPTED BY CITY COUNCIL: November 12, 2024
November 26, 2007

SENIOR PLANNER
Community Development Department
FLSA Status: Non-Exempt

DEFINITION
Under general administrative direction, performs complex planning tasks for assigned projects and advises City policymakers, management and the general public on planning matters. Areas of responsibility may include general planning, transportation, housing, and economic development.plans, organizes and manages a variety of projects in the areas of current and advance planning; performs responsible and technical administrative and analytical work to implement, administer and evaluate all aspects of the City’s planning and code enforcement programs.

SUPERVISION RECEIVED AND EXERCISED
This position receives supervision and direction from the Community Development Planning Director and may lead, advise and train provides technical direction to entry and journey-level professional, technical, and clerical staff, as determined by the Community Development Director.

EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following: