Duarte City Council
May 13, 2025

EXT{IFIT C
Insurance Requirements
A. Insurance Cov.eraqe Required. The policies and amounts of insurance required hereunder shall be as follows:
(i) Commercial. General Liabilitv (including premises and operations, contractual liability, personal injury, death, and independent contractor liability): In an amount no less than $5,000,000 per occurrence and $10,000,000 general aggregate, fot bodily irj,rry, personal injury, and properly damage, including without limitation, blanket contractual liability.
(ii) Automobile .Liability (including owned, non-owned, leasedn and hired autos): In an amount no less than 5,000,000.00 combined single limit, per occurrence for bodily injury, death, and property damage.
(iii) Workers' Compensation. Insurance (Statutory Limits) and Employer's LiabilitL Insurance (with limits of at least $1,000,000) for Contractor's employees in accordance with the laws of the State of California, including California Labor Code section 3700.
(iv) Umbrella or Excess Liabilitv Insurance that will provide bodily rnjury, personal injury, death, and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile iiabitity, and employer's liability. Such policy or policies shall include the following terms and conditions:
(A) A drop-down feature requiring the policy to respond in the event that any primary insurance that would otherwise have applied proves to be uncollectable in whole or in part for any reason;
(B) Pay on behalf of wording as opposed to reimbursement; (C) Concurrency of effective dates with primary policies; (D) Policies shall "follow form" to the underlying primary policies; and
(E) Insureds under primary policies shall also be insureds under the umbrella or excess policies.

B. Contractor's Insurance Gener?l Requirepents.
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EXHIBIT C
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C.
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(i) All insurance policies shall be issued by an insurance company curently authorized by the lnsurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policlholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City Representative.
(ii) Commercial General Liability, Automobile Liability, and Employer's Liability shall name City and City Personnel as additional insureds and contain no special limitations on the scope of protection afforded to City and City Persounel. All insurance provided hereunder shall include the appropriate endorsements. (iii) All insurance policies shall be primary insurance and any insurance or selfinsurance maintained by Cify and/or City Personnel shall be in excess of Contractor's insurance and shall not contribute with it.
(iv) A11 insurance policies shall be "occurrence'n rather than "claims made" insurance.
(v) All insurance policies shall apply separately to each insured against whom a claim is made or suit brought, except with respect to the limits of the insurer's liability. (vi) All insurance policies shall be endorsed to state that the insurer shall waive all rights of subrogation against City and City Personnel. (vii) All insurance policies shall be written by good and solvent insurer(s) admitted to do business in the State of California and approved in writing by City. (viii) A11 insurance policies shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non-renewed, or materially changed for any reasoil, without thirty (30) days prior written notice thereof given by the insurer to City by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided. (ix) A11 insurance policies shall state that City shall not be liable for the payment of premiums or assessments undsr the policy.
(*) Insurance policies shall not contain any limiting provision or endorsement that has not been submitted to City for approval. By way of example, additional insured endorsements shall not be limited to "ongoing operations," exclude contractual liability, restrict coverage to the "sole" liability of Contractor, or contain any other limitation contrary to this Agreement.

Deductibles. Any deductibles or self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to cornply with these specifications unless approved in writing by City.

EXHIBIT C
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D Evidence of Coverase. Contractor shall furnish City with certificates of insurance demonstrating the coverage required by this Agreement which shall be received and approved by City not less than five (5) working days before work on the Contractor Services commences. At least thirty (30) days prior to the expiration of any po,licy of insurance required under this Agreement, a signed complete certificate of insurance, with all endorsements provided herein, showing that such insurance coverage has been renewed or extended, shall be filed with City.

Workers Compensation Insurance. Contractor shall file with City the following signed certification:
'oI am aware of, and will comply with, Divisions 4 and 5 of the California Labor Code by securing, paying foro and maintaining in fulI force and effect for the duration of the Agreement, complete Workers' Compensation lnsurance, and sha1l fumish a Certificate of lnsurance to City before execution of the Agreement."
In the event Contractor has no employees requiring Contractor to provide Workers' Compensation lnsurance, Contractor shall so certiff to City in writing prior to City's execution of the Agreement. City and City Personnel shall not be responsible for any claims in law or equity occasioned by failure of Contractor to comply with this Section E - Workers Compensation Insurance or with the provisions of law relating to workers' compensation.

Default of Insurance Requirements. In addition to any other remedies at law or equity City may have if Contractor fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time required by this Section F - Default of Insurance Requirements, Clty may, at its sole option, exercise any of the following remedies, which are altematives to other remedies City may have and are not the exclusive remedy for Contractor's breach: (i) obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement; (ii) order Contractor to stop work under this Agreement or withhold any payment that becomes due to Contractor hereunder, or both, until Contractor demonstrates compliance with the insurance requirements herein; and/or (iii) terminate this Agreement.

EXHIBIT C
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18680428.1 a03/18125

AGENDA REPORT
MEETING DATE: May 13, 2025
TO: Mayor and Members of the City Council
FROM: Manuel Enriquez, Director of Parks and Recreation SUBJECT: Notice of Completion: Replacement of Audio and Visual Equipment in the City Council Chambers/Community Center
RECOMMENDATION: Staff recommends City Council authorize the Notice of Completion for the Replacement of Audio and Visual Equipment Project (25-7) in the City Council Chambers/Community Center
FISCAL IMPACT: Total project cost is $126,448. Funds for the project are budgeted in Fiscal Year 2024/25 under Other Capital Improvements (270-2705- 8100).

BACKGROUND
At the City Council Meeting on October 22, 2024, the Council awarded a Professional Services Agreement to Western Audio Visual for the Replacement of Audio and Visual Equipment Project (25-7) in the City Council Chambers/Community Center. The project scope included the design and engineering of new display systems throughout the Chamber, a new Crestron signal distribution and switching and control system, new audio system including transceivers and wireless microphones, two stage speakers, broadcast room wiring, and a new ADA-accessible lectern with a hydraulic lift mechanism. The agreement also covered installation, testing, and a one-year maintenance service plan.

Following initial troubleshooting and fine-turning, the new equipment is fully operational, providing clear and reliable audio-visual communication for City Council meetings, public workshops, and other events for both in-person attendees and remote viewers.

RECOMMENDATION
Staff recommends City Council authorize the Notice of Completion for the Replacement of Audio and Visual Equipment Project (25-7) in the City Council Chambers/Community Center.

FISCAL IMPACT
Total project cost is $126,448. Funds for the project are budgeted in Fiscal Year 2024/25 under Other Capital Improvements (270-2705-8100).

Agenda Item: 13.I.

2 ATTACHMENTS
A. Notice of Completion
Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

RECORDING REQUESTED BY:

CITY OF DUARTE
WHEN RECORDED MAIL TO THIS ADDRESS:

CITY CLERK

CITY OF DUARTE
1600 Huntington Dr.

Duarte, CA 91010

SPACE ABOVE THIS LINE RESERVED FOR RECORDER'S USE

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:

1. The undersigned is OWNER or AGENT of the OWNER of the interest or estate stated below in the property hereinafter described.

2. The full name of the OWNER is: City of Duarte

3. The full address of the OWNER is: 1600 Huntington Dr. Duarte, CA 91010

4. The nature of the interest or estate of the undersigned is: (i.e., In Fee.) Fee

5. A work of improvement on the property hereinafter described was COMPLETED on Tuesday, April 9, 2025

6. The work of improvement completed is described as follows: Replacement of Audio and Visual Equipment

7. The name of the original contractor, if any, for such work of improvement is: Western Audio Visual

8. The street address of said property is: 1600 Huntington Drive The property on which said work of improvement was completed is in the City of Duarte, County of LOS ANGELES, State of CALIFORNIA, and is described as follows: The design and engineering of new display systems throughout the Chamber, a new Crestron signal distribution and switching and control system, new audio system including transceivers and wireless microphones, two stage speakers, broadcast room wiring, and a new ADA-accessible lectern with a hydraulic lift mechanism.

CITY OF DUARTE
May 13, 2025
Signature of Owner or agent: Brian Villalobos, City Manager

VERIFICATION
I, the undersigned, declare under penalty of perjury under the laws of the State of California, that I am the City Manager of the City of Duarte of the aforesaid interest or estate in the property described in the above Notice, that I have read the said Notice, that I know and understand the contents thereof, and that the facts stated therein are true and correct.

May 13, 2025 at Duarte, California
Brian Villalobos, City Manager

AGENDA REPORT
MEETING DATE: May 13, 2025
TO: Mayor and Members of the City Council
FROM: Craig Hensley, Community Development Director
SUBJECT: Approval of a Professional Services Agreement with Raycom Data Technologies for scanning
RECOMMENDATION: That the City Council authorize the City Manager to sign a Professional Services Agreement with Raycom Data Technologies for document scanning
FISCAL IMPACT: This item was included in the 2024-2025 general fund budget and will be also included in the 2025-2026 general fund budget. The exact cost will be based on the number of pages scanned with a maximum cost of $60,000 for this contract

BACKGROUND
The City has file cabinets full of paper files from past projects that we need to keep. These files include: agendas, agenda packets and minutes from past meetings; project files; and other documents that need to be preserved. Over the years, some of these documents have been scanned and stored, but most have not.

With the recent approval of the Records Management Policy and Retention Schedule, the importance of having quality records organization and management has increased. The proposed process is to scan all paper files into digital format and use the Laserfiche software and storage system for long term storage of records. The City has been using Laserfiche for several years and it has been effective. A few years ago, all building permits were scanned and placed in the system and the results have been positive.

The City Clerk and Community Development have been working together on the scanning process because most of the current files are from these two departments. File scanning was included in the 2024-2025 general fund budget. Because the project will not be completed in this fiscal year, it is also included in the proposed 2025-2026 budget as well.

There are many advantages to digital records. Primarily, it is a more effective process for record keeping and records searching.

Agenda Item: 13.J.

2 DISCUSSION/ANALYSIS
Staff surveyed other cities about experiences with large scanning projects. Based on that research, Staff met with Raycom Data Technologies to discuss the project and also requested a proposal for scanning the City’s paper files. The proposal is attached as an exhibit to this report.

A proposal for scanning is a bit different than other proposals. The reason is that the scanning cost is by document and the number of documents is an estimate. The proposal includes a document estimate that was made by City Staff and Raycom. Based on that estimate the cost is $54,000.

The proposed Professional Services Agreement provides a “not to exceed” cost, that allows a 10% contingency rounded up. The maximum cost of this contract would be $60,000.

RECOMMENDATION
That the City Council authorize the City Manager to sign a Professional Services Agreement with Raycom Data Technologies for document scanning.

FISCAL IMPACT
This item was included in the 2024-2025 general fund budget and will be also included in the 2025-2026 general fund budget. The exact cost will be based on the number of pages scanned with a maximum cost of $60,000 for this contract.

ATTACHMENTS
A. Professional Services Agreement - Raycom Data Technologies B. Raycom Proposal
Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

2671/012225-0101
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CITY OF DUARTE

AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES (“Agreement”) is made and effective as of May 13, 2025 (“Effective Date”), by and between the City of Duarte (“City”), and Raycom Data Technologies, Inc., (“Consultant”). City and Consultant may sometimes herein be referred to individually as a “Party” and collectively as the “Parties.” In consideration of the mutual covenants and conditions set forth herein, and for good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties agree as follows:

1. RECITALS
The City wishes to engage the services of Consultant to provide Document and Microfiche Scanning as described further in this Agreement. Consultant wishes to provide all such services and has the necessary expertise and competency to provide such services.

2. TERM
This Agreement shall commence on the Effective Date and shall remain and continue in effect until May 13, 2026, or until the tasks listed in the Scope of Services are completed, whichever is later, unless sooner terminated pursuant to the provisions of this Agreement. The term may be extended upon execution of a written amendment between the Parties.

3. SERVICES AND PERFORMANCE
A. In compliance with all terms and conditions of this Agreement, Consultant shall provide services more particularly described in the “Scope of Services,” which is attached hereto and incorporated herein by this reference as Exhibit A. The services may be referred to herein as the “Services” or “Work.” In the event of any inconsistency between the terms of Exhibit A and this Agreement, the terms of this Agreement shall govern.

B. As a material inducement to City entering into this Agreement, Consultant represents and warrants that Consultant is a provider of first-class work and services, and Consultant is experienced in performing the type of work and services contemplated herein. The minimum standard of care for all professional services performed or furnished by Consultant under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality.

Consultant represents that the Services will be performed by Consultant or under its direct supervision, and that all personnel engaged in such Work shall be fully qualified and shall be authorized and permitted under applicable Federal, State, and local law to perform such Work.

Consultant shall pay all wages, salaries, and other amounts due to such personnel in connection with their performance of the Services and as required by law C. The experience, knowledge, capability, and reputation of Consultant, its principals, and employees were a substantial inducement for City to enter into this Agreement.

Therefore, without the prior written approval of City, which may be given or withheld at City’s sole and absolute discretion, Consultant shall not (i) contract with any other entity to perform in

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whole or in part the Services required hereunder; or (ii) transfer, assign, convey, or encumber (voluntarily or by operation of law) any or all of this Agreement.

D. Consultant shall obtain and maintain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the Services required by this Agreement prior to the commencement of Services. Consultant shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for Consultant’s performance of the Services, and shall indemnify, defend, and hold harmless City and its elected and appointed officials, boards, members, officers, agents, representatives, employees, and volunteers (“City Personnel”) against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed against City related to the Services.

E. Consultant shall provide all Services rendered hereunder in accordance with all ordinances, resolutions, statutes, rules, and regulations of City and any Federal, State, or local governmental agency having jurisdiction in effect at the time Service is rendered. Each and every provision required by law to be included in this Agreement shall be deemed to be included, and this Agreement shall be read and enforced as though they were included.

F. Consultant shall assume all costs arising from the use of patented or copyrighted materials, including, but not limited to, equipment, devices, processes, and software programs, used or incorporated in the Services or Work performed by Consultant under this Agreement.

Pursuant to Paragraph 8, Consultant shall indemnify, defend (with legal counsel acceptable to City), and hold City and City Personnel harmless from any and all suits, actions, or proceedings of every nature for or on account of the use of any patented or copyrighted materials.

G. Consultant shall not subcontract the performance of any of the Services without the prior written approval of City.

H. The Parties have determined that prevailing wage laws do not apply to this Agreement because the Services do not include construction, alteration, demolition, installation, or repair work or are otherwise exempt under California’s prevailing wage laws (California Labor. Code section 1720 et seq.). Notwithstanding the foregoing, it is agreed by the Parties that, in connection with performance of the Services, including, without limitation, any and all “public works” (as defined by applicable law), Consultant shall bear all risks of payment or non-payment of prevailing wages under California law and/or the implementation of California Labor Code section 1781, as the same may be amended from time to time, and/or any other similar law.

Pursuant to Paragraph 8, Consultant shall indemnify, defend (with legal counsel acceptable to City), and hold City and City Personnel harmless from and against any liability, loss, damage, cost, or expenses (including but not limited to reasonable attorneys’ fees, expert witness fees, court costs, and costs incurred related to any inquiries or proceedings) arising from or related to (i) the noncompliance by Consultant or any party performing the Services of any applicable local, State, and/or Federal law, including, without limitation, any applicable Federal and/or State labor laws (including, without limitation, the requirement to pay State prevailing wages and hire apprentices); (ii) the implementation of California Labor Code section 1781, as the same may be amended from time to time, or any other similar law; and/or (iii) failure by Consultant or any party performing the Services on Consultant’s behalf to provide any required disclosure or

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identification as required by California Labor Code section 1781, as the same may be amended from time to time, or any other similar law.

4. MANAGEMENT
City’s Community Development Director shall represent City in all matters pursuant to the administration of this Agreement and review the Services performed by Consultant. The City Manager shall have the authority, subject to the limitations set forth in Paragraph 5, to enlarge the Scope of Services or increase the compensation due to Consultant. Consultant’s official representative in the administration of this Agreement shall be Lauren Ehlers, who shall have the authority to make all decisions for Consultant and bind Consultant to the terms of this Agreement.

5. COMPENSATION
A. City agrees to pay Consultant an amount not to exceed Fifty Four Thousand Dollars ($54,000.00), based on the Scope of Services set forth in Exhibit A. With written approval from the City, up to approximately a 10% contingency (not to exceed $60,000.00) may be added to the maximum contract amount if there are unforeseen issues that require additional work.

B. Consultant shall not be compensated for any Services rendered in connection with its performance of this Agreement that are in addition to those set forth herein, unless such additional services are authorized in advance, and in writing, by the City Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City’s written authorization is given. Unless otherwise agreed to by the Parties in writing, all provisions in this Agreement applicable to Consultant’s performance of the Services shall also apply to any additional services.

C. Consultant shall be paid monthly and shall submit monthly invoices/reports to City, within ten (10) days following the end of each month, showing actual Services performed.

Invoices shall include billings for all charges, including authorized direct costs incurred by Consultant during the month covered by the invoice. Consultant shall be paid on the next regular Council warrant after all required paperwork is submitted. If City disputes whether Consultant has earned its fee or any portion, City shall give written notice to Consultant within thirty (30) days of receipt of Consultant’s monthly invoice/report stating the basis for such dispute.

6. SUSPENSION OR TERMINATION OF AGREEMENT
A. City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving written notice upon Consultant. Upon receipt of said notice, Consultant shall immediately cease all Work under this Agreement, unless the notice provides otherwise. In the event this Agreement is suspended or terminated pursuant to this subparagraph (A), Consultant shall submit a final invoice/report to City pursuant to Paragraph 5, and City shall be entitled to receive a return of the fee paid to Consultant, or portion thereof, if the reason for the termination is failure by Consultant to have timely performed the Services set forth in Exhibit A. In City’s sole and absolute discretion, prior to effecting a suspension or termination pursuant to this subparagraph (A), City may first serve upon

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Consultant a written notice of the default specifying the default and the amount of time that Consultant shall have to cure, correct, or remedy the default. If Consultant fails to cure the default within the specified period of time, City shall have the right to immediately terminate this Agreement pursuant to this subparagraph (A). Notwithstanding any other provision of this Agreement to the contrary, City’s termination of this Agreement pursuant to this subparagraph (A) shall not preclude or prejudice any other remedy to which City may be entitled in law or in equity.

B. Consultant may terminate this Agreement only due to a material breach by City, and only upon not less than thirty (30) days’ prior written notice to City which notice shall specify the material default. Upon receipt of such notice, City may, but shall not be obligated to, effect to remedy such default, which remedy will cause the notice of termination to no longer apply, and this Agreement to continue in effect.

7. RECORDS AND OWNERSHIP OF DOCUMENTS
A. Consultant shall maintain complete and accurate records with respect to costs, expenses, receipts, and other such information required by City that relate to the performance of Services under this Agreement. Consultant shall maintain adequate records of Services provided in sufficient detail to produce an evaluation of Services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of six (6) years after receipt of final payment.

B. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, computer files, surveys, notes, and other documents prepared in the course of providing the Services to be performed pursuant to this Agreement (“Work Product”) shall become the sole property of City and may be used, reused, or otherwise disposed of by City without the permission of Consultant. Consultant shall provide such items to City promptly upon completion of this Agreement. City acknowledges that such Work Product is not intended or represented to be suitable for use unless completed by Consultant, or for use or reuse by City or others on extensions of the Services or Work under this Agreement, or for any other use or purpose, without written verification or adaptation by Consultant. Any such use, reuse, or any modification of the Work Product, without written verification, completion, or adaptation by Consultant, as appropriate for the specific purpose intended, will be at City’s sole risk and without liability or legal exposure to Consultant or to its officers, directors, members, partners, agents, employees, and consultants.

C. Any information gained by Consultant in the performance of this Agreement shall be considered confidential and such information and the reports, records, documents, and other materials prepared by Consultant in the performance of Services under this Agreement shall not be released publicly or to any other client of Consultant without the prior written approval of the City Manager.

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8. INDEMNIFICATION
A. To the fullest extent permitted by law, except as set forth in subparagraph (B), Consultant shall indemnify, defend (with legal counsel acceptable to City), and hold harmless City and City Personnel from and against any and all claims, actions, suits, claims, demands, judgments, attorneys’ fees, costs, damages, losses, penalties, obligations, expenses, or liabilities (“Claims”) that may be asserted or claimed by any person or entity arising out of, or pertaining to, Consultant’s negligence, recklessness, or willful misconduct, whether or not there is concurrent active or passive negligence on the part of City and/or any City Personnel, but excluding any Claims arising from the sole negligence or willful misconduct of City or any City Personnel. Consultant shall defend any action or actions filed in connection with any such claims or liabilities, and shall pay all costs and expenses, including attorneys’ fees incurred in connection therewith. Consultant shall promptly pay any judgment rendered against City or any City Personnel for any such claims or liabilities. In the event City and/or any City Personnel is made a party to any action or proceeding filed or prosecuted for any such Claims arising out of or in connection with the Work being performed or Services being provided under this Agreement, Consultant shall pay to City any and all costs and expenses incurred by City or City Personnel in such action or proceeding, together with reasonable attorneys’ fees and expert witness fees. Consultant’s duty to defend shall consist of reimbursement of defense costs incurred by City in direct proportion to the Consultant’s proportionate percentage of fault.

Consultant’s percentage of fault shall be determined, as applicable, by a court of law, jury, or arbitrator. In the event any loss, liability, or damage is incurred by way of settlement or resolution without a court, jury, or arbitrator having made a determination of Consultant’s percentage of fault, the Parties agree to mediation with a neutral third-party to determine Consultant’s proportionate percentage of fault for purposes of determining the amount of indemnity and defense cost requirement owed to City.

B. The provisions of this subparagraph (B) apply only if Consultant is a “design professional” within the meaning of California Civil Code section 2782.8(c). If Consultant is a “design professional,” within the meaning of Section 2782.8(c), then notwithstanding subparagraph (A), to the fullest extent permitted by law (including, without limitation, California Civil Code sections 2782 and 2782.6), Consultant shall defend (with legal counsel acceptable to City), indemnify, and hold harmless City and City Personnel from and against any Claim that arises out of, pertains to, or relates to, directly or indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of Consultant, any sub-consultant, subcontractor, or any other person directly or indirectly employed by them, or any person that any of them control, arising out of Consultant’s performance of any task or Service for or on behalf of City under this Agreement. Such obligations to defend, hold harmless, and indemnify City or any City Personnel, shall not apply to the extent that such Claims are caused, in part, by the sole negligence or willful misconduct of City or City Personnel. Consultant’s cost to defend City and/or City Personnel against any such Claim shall not exceed Consultant’s proportionate percentage of fault with respect to that Claim; however, pursuant to California Civil Code section 2782.8(a), in the event that one or more of the defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with City (and, if applicable, other parties) regarding any unpaid defense costs. To the extent Consultant has a duty to indemnify City or any City Personnel under this subparagraph (B),

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Consultant shall be responsible for all incidental and consequential damages resulting directly or indirectly, in whole or in part, from Consultant’s negligence, recklessness, or willful misconduct.

C. Consultant hereby authorizes City to deduct from any amount payable to Consultant (whether arising out of this Agreement or otherwise) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and all amounts for which City may be liable to third parties, by reason of Consultant’s negligent acts, errors, omissions, or willful misconduct, in performing or failing to perform Consultant’s obligations under this Agreement. City in its sole and absolute discretion, may withhold any payment due to Consultant, without liability for interest, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or withhold shall not act as a waiver of Consultant’s obligation to pay City any sums Consultant owes City.

9. INSURANCE
Without limiting Consultant’s indemnification obligations of City as set forth in this Agreement, and prior to the commencement of Work, Consultant shall obtain, provide, and maintain, at its own expense, during the entire term of this Agreement including any extension thereof, policies of insurance of the type and amounts described in Exhibit B and in a form satisfactory to City.

A. No Work or Services under this Agreement shall commence until Consultant has provided City with Certificates of Insurance evidencing the required insurance coverages and said Certificates of Insurance are reasonably approved by City. Certificates are to reflect that the insurer will provide thirty (30) days’ written notice to City of any cancellation of coverage. In the event any of said policies of insurance are reduced in limits or canceled for any reason, Consultant shall, prior to the cancellation date, submit new evidence of insurance.

B. The provisions of any workers’ compensation or similar law will not limit the obligations of Consultant under this Agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials, and agents.

C. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the Work performed under this Agreement. City assumes no obligation or liability by such notice, but has the right to monitor the handling of any such claim or claims if they are likely to involve City.

D. The City’s Director of Administrative Services shall have the authority to adjust or amend the insurance requirements in Exhibit B of this Agreement so long as such amendment or adjustment is agreed to in writing by the Parties.

10. INDEPENDENT CONTRACTOR
A. Consultant is and shall at all times remain as to City a wholly independent contractor. The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of

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its officers, officials, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents is in any manner officers, officials, employees, or agents of City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatsoever against City, or bind City in any manner.

B. No City-provided employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in this Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing Services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing Services hereunder.

11. NO UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of City in connection with the award, terms, or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of City shall receive compensation, directly or indirectly, from Consultant, or from any officer, employee, or agent of Consultant, in connection with the award of this Agreement or any Work to be conducted as a result of this Agreement. Consultant further warrants that it has not employed or retained any company or person other than a bona fide employee working for Consultant, to solicit or secure this Agreement and that it has not paid or agreed to pay any company or person any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to annul this Agreement without liability or, in its discretion, to deduct from this Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee.

12. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or has responsibilities with respect to this Agreement during his/her tenure or for one (1) year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for Work to be performed in connection with the Services performed under this Agreement.

13. COVENANT AGAINST DISCRIMINATION
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that in the performance of this Agreement there shall be no discrimination against or segregation of, any person or group of persons on account of any impermissible classification including, but not limited to, race, color, creed, religion, sex, gender, gender identity, gender expression, physical or mental disability, age, military status, marital or familial status, sexual orientation, national origin, or ancestry.

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14. NONLIABILITY OF CITY OFFICERS AND EMPLOYEES
No City Personnel shall be personally liable to Consultant, or any successor in interest, in the event of any default or breach by City or for any amount which may become due to Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.

15. NOTICES
Any notices which either Party may desire to give or may be required to give to the other Party under this Agreement must be in writing and may be given either by (a) personal service; (b) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery; (c) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the Party as set forth below or at any other address as that Party may later designate by notice; or (d) e-mailing the notice to the e-mail addresses as set forth below:

If to City: City of Duarte
Craig Hensley, Community Development Director
1600 Huntington Drive
Duarte, California 91010
If to Consultant: Raycom Data Technologies
Attn: Lauren Ehlers
1320 E. Imperial Avenue
El Segundo, CA 90245

16. GOVERNING LAW; ATTORNEYS’ FEES; LITIGATION MATTERS
The internal laws of the State of California, without regard to principles of conflicts of laws, shall govern the interpretation of this Agreement. In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding anything in this Agreement to the contrary, in no event shall Consultant be entitled to economic or consequential damages or to punitive damages.

In the event of any litigation arising from or related to this Agreement, the prevailing Party shall be entitled to recover from the non-prevailing Party all reasonable costs incurred, including staff time, court costs, attorneys’ fees, expert witness fees, and other related expenses. The Superior Court of the County of Los Angeles shall have exclusive jurisdiction over any litigation between the Parties concerning this Agreement. Service of process on City shall be made in the manner required by law for service on a public entity. Service of process on Consultant shall be made in any manner permitted by law and shall be effective whether served inside or outside of California.

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17. RIGHTS AND REMEDIES ARE CUMULATIVE; WAIVER
A. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.

B. No delay or omission in the exercise of any right or remedy by a non-defaulting Party on any default shall impair such right or remedy or be construed as a waiver. No waiver by either Party of any of the provisions of this Agreement shall be effective unless explicitly set forth in writing and signed by the Party so waiving. Except as otherwise set forth in this Agreement, no failure to exercise, or delay in exercising, any right, remedy, power, or privilege arising from this Agreement shall operate or be construed as a waiver thereof, nor shall any single or partial exercise of any right, remedy, power, or privilege hereunder preclude any other or further exercise thereof or the exercise of any other right, remedy, power, or privilege.

18. SEVERABILITY
If any portion of this Agreement is found by a court of competent jurisdiction to be invalid, void, illegal, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way affect, impair, or invalidate any other term, covenant, or condition, or provision contained in this Agreement. Upon a determination that any term or provision is invalid, illegal, or unenforceable, the Parties shall negotiate in good faith to modify this Agreement to give effect to the original intent of the Parties as closely as possible in order that the transactions contemplated hereby be performed as originally contemplated to the greatest extent possible.

19. INTERPRETATION; ENTIRE AGREEMENT
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. This Agreement contains the entire understanding between the Parties relating to the obligations of the Parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written, relating to the obligations of the Parties described in this Agreement, are merged into this Agreement and shall be of no further force or effect.

20. CONFLICTS OF INTEREST
Consultant represents, warrants, and covenants that he, she, or it presently has no interest, direct or indirect, which would interfere with or impair in any manner or degree the performance of Consultant’s obligations and responsibilities under this Agreement. Consultant further agrees that while this Agreement is in effect, Consultant shall not acquire or otherwise obtain any interest, direct or indirect, that would interfere with or impair in any manner or degree the performance of Consultant’s obligations and responsibilities under this Agreement. Consultant acknowledges that pursuant to the provisions of the Political Reform Act (California

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Government Code section 87100 et seq.), City may determine Consultant to be a “consultant” as that term is defined by the Political Reform Act. In the event City makes such a determination, Consultant agrees to complete and file a “Statement of Economic Interest” with the City Clerk to disclose such financial interests as required by City. In such event, Consultant further agrees to require any other person doing Work under this Agreement to complete and file a “Statement of Economic Interest” to disclose such other person’s financial interests as required by City.

21. NO THIRD-PARTY BENEFICIARIES
This Agreement benefits solely the Parties to this Agreement and their respective permitted successors and assigns and nothing in this Agreement, express or implied, confers on any other person any legal or equitable right, benefit, or remedy of any nature whatsoever under or by reason of this Agreement.

22. PARAGRAPH HEADINGS AND SUBHEADINGS
The paragraph headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement.

23. COUNTERPARTS
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.

24. EXECUTION OF CONTRACT
The persons executing this Agreement on behalf of each of the Parties represent and warrant that (i) such Party is duly organized and existing; (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party; (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement; and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said Party is bound.

25. CITY MANAGER AUTHORITY
City’s City Manager shall have the authority to make non-material changes, non-material amendments, or clerical edits to this Agreement on behalf of the City. [Signatures on following page.]

IN WITNESS WHEREOF, the City Council of the City of Duarte caused the Agreement to be subscribed by its Mayor or City Manager and said Consultant has executed or caused this Agreement to be executed by its duly authorized officer(s).

CITY OF DUARTE CONSULTANT

Brian Villalobos, City Manager
Its: President
Date: --------~--------------
Date: May 13, 2025
ATTEST
City Clerk
Date:

APPROVED AS TO FORM

RUTAN & TUCKER, LLP
City Attorney, City ofDuarte

Date: _________________________

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2671/012225-0101
18679307.4 a06/13/23

EXHIBIT A
Scope of Services

2671/012225-0101
18679307.4 a06/13/23

EXHIBIT B
Insurance Requirements
A. Insurance Required
(1) Commercial General Liability insurance in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage.
(2) Automobile Insurance covering bodily injury and property damage for all activities of Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles in an amount not less than $1,000,000 combined single limit for each accident. (3) Workers’ Compensation Insurance providing statutory benefits as required by California law.
(4) Employer’s Liability Insurance with limits in an amount not less than $1,000,000.
(5) Professional Liability or Errors and Omissions Insurance designed to protect against acts, errors, or omissions of Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this Agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the Effective Date of this Agreement, and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the Services required by this Agreement.

B. All insurance policies required hereunder, except the workers’ compensation insurance, shall comply with the following requirements:
(1) All insurance shall be written by insurers that are admitted and licensed to do business in the State of California and with A.M. Best’s rating of A- or better and a minimum financial size VII in accordance with the latest edition of Best’s Key Rating Guide. (2) The policies shall be endorsed to name City and its officers, officials, employees, agents, and volunteers as additional insureds. (3) All of Consultant’s insurance: (i) shall contain no special limitations on the scope of protection afforded to the additional insureds; (ii) shall be primary insurance and any insurance or self-insurance maintained by the additional insureds or any of them shall be in excess of Consultant’s insurance and shall not contribute with it; (iii) shall be “occurrence” rather than “claims made” insurance; (iv) shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability; (v) shall prohibit Consultant from waiving the right of subrogation prior to a loss except for professional liability; and (vi) shall not contain any provision or definition that would serve to

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eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured.
(4) City reserves the right at any time during the term of this Agreement to change the amounts and types of insurance required by giving Consultant ninety (90) days’ advance written notice of such change.

C. Consultant shall renew the required coverage annually as long as City or its employees or agents face an exposure from Consultant’s operations pursuant to this Agreement.

Termination of this obligation shall survive the termination or expiration of this Agreement and shall not be effective until City executes a written statement to that effect.

Document and Microfiche Scanning Services
March 27, 2025
Presented to
City of Duarte
Proposal

March 27, 2025
Mr. Craig Hensley
Community Development Director
City of Duarte
1600 Huntington Dr
Duarte, CA 91010
Dear Mr. Hensley,
I am pleased to submit the enclosed proposal from Raycom Data Technologies in response to the needs of the City for Document and Microfiche Scanning.

Raycom has the required personnel, equipment, and facilities to provide the services as described within the Scope of Work. All information and statements represented in this package are complete and true. All conditions proposed are valid for 90 days.

Raycom Data Technologies is a California Corporation and has been under the Same management since 1978. We are a certified small business with the County of Los Angeles, and the State of California.

Should you have any questions or require any clarification, please contact me, Ayaz Pandhiani, by any of the following methods:

Mailing Address: 1320 E. Imperial Ave
El Segundo, CA 90245
Telephone Number: (310) 322-5113
Email: [email protected]
Thank you for the opportunity to provide this proposal, and the opportunity to to be a service provider to the City. Be assured that if Raycom is selected, we will work with you to complete the project on time, within budget and exceed your expectations.

Sincerely,
Ayaz Pandhiani
Ayaz Pandhiani
President
AP: le

A.Understanding Scope of Services
Raycom Data Technologies is pleased to offer our expertise in document control and scanning services to support the City of Duarte in digitizing approximately 92 banker-sized boxes of records for the Community Development and City Clerk’s office. With decades of experience in document management and digital transformation, Raycom is well-equipped to work closely with the City’s staff to efficiently execute this project. Our comprehensive approach includes document retrieval, sorting, organizing, and high-quality scanning services, ensuring that Duarte’s records are securely digitized and easily accessible for future use.

Raycom’s Vice President of Operations, Eddie Davila will serve as the dedicated Project Manager for the City. Eddie brings nearly four decades of experience to this project. Eddie will be supported by Lauren Ehlers, Account Manager; Omar Pandhiani, Project Coordinator; Meriya Reyes, Preparation Supervisor; Kiefer Hyder, Scanning Supervisor; Alejandra Herrera, Indexing Supervisor; Stephanie Herrera, Quality Control Supervisor; and a dedicated team of document management specialists, each with a minimum of six years of experience at Raycom.

Document and Microfiche Packaging
If required, Raycom will assign two personnel who over the course of 2 days, pack the items for pick up.

Document Pickup and Secure Transportation
Raycom will initiate the project with a meticulous, secure pickup of the documents, ensuring that data is handled with utmost care during transportation. To maintain transparency and ensure complete accountability, Raycom's team will verify, catalog, and create an inventory log for each batch of documents received. Our approach guarantees secure and climate-controlled transportation to preserve the integrity of the documents.
● Real-time tracking: Weekly reports detailing the progress and inventory of scanned items will be provided to the City.
● Safe transport: Climate-controlled, secure transit is assured at every stage.

Document Preparation
As part of its quality assurance process, Raycom takes great care to properly prepare all documents before scanning. Properly prepared documents produce better quality images. Raycom’s Project Manager, Eddie Davila, will assign experienced operators who will handle all preparation of documents for scanning.

Raycom’s experienced operators Alejandra, Mierya, and Vivian will handle the preparation of documents for scanning. Our operators bring more than 22 combined years of industry experience to this project. ● Preparation with precision: Removal of staples, paperclips, and bindings to ensure smooth scanning. Small documents will be affixed to standard size sheets, post-it notes will be moved so that the data behind them is not blocked.
● Consistent quality checks: Preparation logs will be maintained for transparency and quality tracking.

Scanning & Digitization
Raycom's scanning process will convert the documents to high-quality PDF images at 300 to 600 DPI resolution, ensuring excellent readability. Our RDIS Imaging Software will manage advanced image processing tasks, including deskewing, despeckling, and black border removal. ● Dedicated resources: Four scanners will be assigned to this project, each capable of handling multiple boxes daily, ensuring an estimated project completion of one (1) months or less. ● Real-time image review: Operators will monitor scans for quality and adjust settings to uphold high standards.

Indexing Methodology
Raycom guarantees precise indexing using the City’s specified criteria, such as Capitol Improvement Project and Year, Street Name, Street Direction, and Address Number. The indexing process will be thoroughly verified to ensure a 99.98% accuracy rate.
● City-specific indexing: Criteria including Capitol Improvement Project and year, Administration file, Permanent File, Drafts, Final, Fully Executed Plans, Street Name, Street Direction, and address number for reliable retrieval.

Quality Control
Raycom's multi-tiered quality control ensures that each batch of digitized images is reviewed for clarity and accuracy. Our dedicated quality control team will conduct visual inspections and adjust any images that require enhancement in real time.
● Weekly quality assurance: Each week's completed scans will be inspected and logged. Raycom will notify the City each week with the by notification to the City. ● Priority rescanning: Any rescanning requests will be addressed within 24-48 hours. ● File requests: Urgent file retrievals will be processed and delivered within 4-8 hours.

Raycom will coordinate the regular delivery of completed scans to the City to prevent workload bottlenecks for City employees. This agile schedule supports a balanced and efficient workflow to meet the City’s needs.

At Raycom, we don't just comply with industry standards; we exceed them. Our commitment to quality is evident in every project, strictly aligning with ANSI, AIIM, FERPA, and HIPAA guidelines. Our state-ofthe-art equipment, which we own and rigorously maintain, facilitates our promise of delivering projects on time, and of unmatched quality.

Imaging enhancement standard procedures
Before After

RDIS imaging software will be utilized for all standard image enhancement processing. · The RDIS software has the capability of a double view of the image (before and after the processing) option to maximize the operator sufficient workflow. · Groups of images will be process through an image enhancement more or less same process as during the first stage scanning with optional settings. · The image enhancement settings will include Deskew, Despeckle and Noise Removal, Black Border Removal and Auto Cropping, and Auto-Orientation. · The Scanning Operator will review images as they scan and pass through the image enhancement process and will re-adjust the enhancement settings from batch to batch due to density and clarity change.

System Integration and Support
The finalized digital files will be integrated into a centralized document management system, accessible via secure FTP, cloud storage, or portable drives, based on the City’s preferences. Raycom's dedicated software support team will ensure seamless integration, continued updates, and long-term maintenance. ● System flexibility: Adaptable for existing infrastructure and third-party platforms. ● Ongoing support: Continuous assistance and updates to optimize system performance.

Project Timeline and Dedicated Team Commitment
Raycom estimates this project will take approximately one (1) months to complete. Raycom will provide a team that will be fully dedicated to this project to ensure focused attention and timely progress. ● Dedicated resources: Four scanners operating at full capacity for high throughput. ● Project updates: Weekly reports provided to the City to track progress and maintain transparency.

Timeline Management
Raycom will work closely with the City to develop and adhere to a realistic project timeline. Our experience allows us to anticipate potential challenges and build in sufficient time to address any unexpected issues.
● Milestone tracking: We will establish project milestones and provide status updates as each phase is completed.
● Built-in contingencies: Our timeline includes allowances for potential delays due to data inconsistencies, equipment issues, or other factors
Staff Allocation by Project Stage
The following table outlines the estimated timeframes and staffing needs for each major task:

Task Estimated Time to Complete Personnel Allocation
Preparation and Scanning 3 to 4 weeks 4 dedicated scanning operators
Indexing 5 to 6 weeks 6 skilled index operators

Proposer Information, Qualifications and Experience
Founded in 1977, Raycom is the oldest and most established document digitization company in the country. Raycom is a privately-held corporation based in Southern California and has been under the same management since its inception. Raycom has provided quality document management solutions to universities, government agencies, organizations, and corporations worldwide for more than 40 years.

Raycom began as a small microfiche company to serve its clients' document archiving needs and has evolved to stay ahead of the technology curve.

Since its founding, Raycom's philosophy has been Service and Satisfaction to its clients. Through its direct ownership- management and dedicated employees, Raycom brings more than 175 years of combined industry experience to its clients, allowing the company to provide the finest support and document management systems available.

Raycom has been under the same management for more than 45 years. Throughout this time, Raycom has digitized more than several billion documents for its customers and developed a fully customizable document imaging software known as RDIS. The Raycom team has performed several projects similar to the size and scope of that requested by the City; including the Los Angeles County Sheriff’s Office and the City of Sacramento. In our work with the LA County Sheriff’s Office, we digitized and indexed approximately 77 million records over a two-year period. As part of this highly specialized project related to booking and arrest records, our team indexed each character and created specialized software for the County.

With its innovative and technology-driven team, Raycom is an industry pioneer. Several Raycom developments include:
● 1983 - Raycom supports Fuji Film in the development of Com Film RF500, a widely used Microfiche recorder
● 1991 - Raycom developed COLD Software upon the request of CIGNA Health Plan to replace microfiche. Many Raycom customers currently use this software. ● 1993 – Raycom develops RDIS, widely used for backlog conversion of documents, microfilm, microfiche, large format drawings, check scanning, and aperture card scanning. ● 1996 – Raycom upgrades RDIS with additional features, including document tracking, at the request of Aero California
● 2002 – Raycom develops software for the Los Angeles County Sherriff's Department to track arrests and booking records, converting 77 million documents and representing Raycom's largest scanning project.
● 2004 – Raycom partners with NASA
● 2006- RDIS upgrades include the ability to access data via web browser and added capabilities ● 2008 – Additional RDIS upgrades, including the ability to scan images in PDF format, are added ● 2013 – Raycom upgrades RDIS to include a redaction feature in response to customer demand. ● 2016 – Added online tracking feature to allow clients to track project progress

We have provided document management solutions to many public and private sector clients, including:
● City of Salem
● State of Alaska Department of Corrections
● State of Alaska Department of Fish and Game
● Orange County Department of Education
● Los Angeles County
● Riverside County
● Toyota Motors
● Braille Library Institute
● Southern California IBEW Trust Fund
● And more

Key Personnel Qualifications and Experience
With over 175 years of combined experience in the Document Management industry, Raycom is one of the most established and trusted document digitization companies in the country. Under the leadership of President and Founder Ayaz Pandhiani, our dedicated team consists of 12 full-time and six part-time professionals, each bringing extensive expertise to our operations.

At Raycom, every team member undergoes comprehensive cross-training across multiple functions to ensure a deep understanding of the digitization process. This approach enhances efficiency, maintains a seamless workflow, and allows us to adapt quickly to project demands.

Our team’s longevity is a testament to Raycom’s commitment to fostering a strong, positive company culture; every employee has been with us for at least five years. Additionally, we have a network of experienced on-demand employees, enabling us to scale efficiently based on client needs. By equipping our staff with diverse skill sets, we deliver superior service, maintain rigorous quality standards, and optimize turnaround times—all while keeping costs under control.

Ayaz Pandhiani
Position President
Length of Time with Raycom 47 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background Masters Degree
Project Role Resource allocation, budget management, and workforce management
Experience 50 years of experience in the Document Management Industry
Relevant Project Experience As President and Founder of Raycom, Mr. Pandhiani has been involved with every project since Raycom’s inception more than 40 years ago.

Eddie Davila – Project Manager
Position Vice President of Operations, Project Manager
Length of Time with Raycom 37 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background Bachelors Degree
Project Role As the Project Manager, Mr. Davila will serve as the primary contact between Raycom and the City. He will monitor the overall performance of the project and is responsible for strict adherence to the project timeline.

Experience Mr. Davila began working at Raycom in 1984 as an operator.

Due to his outstanding work ethic and professionalism, he was promoted to shift supervisor, then shift manager, and to his current position of Vice President of Operations.

Relevant Project Experience Mr. Davila has served as the Project Manager on several similar projects for several California government clients, including the Orange County Department of Education,
Saddleback Unified School District, Cypress School District Lowell Joint School District, County of Riverside
Transportation Management Department, and the Orange
County Transportation Authority. He has also worked with the State of Alaska Department of Corrections, the State of Alaska Department of Fish and Game, Toyota Motors, and
the Braille Institute.

Lauren Ehlers – Account Manager
Position Account Manager
Length of Time with Raycom 16 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background Bachelor’s Degree
Project Role As the Account Manager, Ms. Ehlers will support the Project Manager. She will schedule meetings between Raycom and
the City, assist with monitoring project performance and budget, and handle support for the project.

Experience Ms. Ehlers has 16 years of Document Management Industry experience.

Relevant Project Experience Ms. Ehlers has been involved with similar projects for including Orange County Department of Education, County of Riverside Transportation Management Department, and
the Orange County Transportation Authority. She has also worked with the State of Alaska Department of Corrections, the State of Alaska Department of Fish and Game, the City and Borough of Sitka, Los Angeles County Parks, the City of Brea, and more.

Omar Pandhiani – Project Coordinator
Position Project Coordinator
Length of Time with Raycom 16 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background Bachelor’s Degree
Project Role As the Project Coordinator, Mr. Pandhiani will support the Project manager. He will assist with scheduling meetings between Raycom and the City and with monitoring project performance. He will also handle support functions to
ensure the project’s success.

Experience Mr. Pandhiani has 16 years of experience in the Document Management Industry. He started with Raycom in 2010 as a Sales Assistant and has worked his way up to Sales
Executive.

Relevant Project Experience Mr. Pandhiani has worked on similar project for the City of Fresno, City of Del Mar, Sacramento County Sheriff’s
Department, State of Alaska Department of Corrections,
State of Alaska Department of Fish and Game, Toyota
Motors, the Braille Institute, the County of Riverside
Transportation Management, Orange County Department of
Education, and the Orange County Transportation Agency.

Mireya Reyes – Document Preparation Supervisor
Position Document Preparation Supervisor
Length of Time with Raycom 10 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background
Project Role Ms. Reyes will assist in monitoring the project’s performance and provide customer support to the City.

Experience Ms. Reyes has ten years of Document Management Industry experience. She joined Raycom in 2014 as a System
Operator and was promoted to Department Supervisor.

Relevant Project Experience Ms. Reyes has been involved on Raycom’s projects for the City of Diamond Bar, County of Riverside Transportation Management, Orange County Department of Education,
Orange County Transportation Authority, State of Alaska Department of Corrections, State of Alaska Department of Fish and Game, Cypress School District, Saddleback Unified School District and Lowell Joint School District.

Kiefer Hyder – Scanning Supervisor
Position Scanning Supervisor
Length of Time with Raycom 10 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background Bachelor’s Degree
Project Role Mr. Hyder will manage the document scanning process to ensure each record is properly scanned in accordance with the City’s request. He will also assist with monitoring project performance and providing customer support
Experience Mr. Hyder has 10 years of Document Management Industry Experience. He began his career with Raycom in 2014 as a system operator.

Relevant Project Experience Mr. Hyder has worked on similar projects for the City of Diamond Bar, County of Riverside Transportation
Management, Orange County Department of Education,
Orange County Transportation Authority, State of Alaska Department of Corrections, state of Alaska Department of Fish and Game, Cypress School District, Saddleback Unified School District and Lowell Joint School District.

Alejandra Herrera – Indexing Supervisor
Position Indexing Supervisor
Length of Time with Raycom 9 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background
Project Role Mrs. Hererra will be tasked with monitoring project performance and providing customer support.

Experience Mrs. Hererra has nine years of Document Management Industry Experience and joined Raycom in 2015.

Relevant Project Experience Mrs. Herrera has been involved in similar projects for City of Diamond Bar, County of Riverside Transportation
Management, Orange County Department of Education,
Orange County Transportation Authority, State of Alaska Department of Corrections, state of Alaska Department of Fish and Game, Cypress School District, Saddleback Unified School District and Lowell Joint School District.

Stephanie Herrera – Quality Control Supervisor
Position Quality Control Supervisor
Length of Time with Raycom 10 years
Licenses, Registrations, and
Certifications
Not Applicable
Educational Background Bachelor’s Degree
Project Role Ms. Herrera will manage all aspects of quality control and assurance. She will also assist with monitoring project performance and providing customer support
Experience Ms. Herrera has 10 years of Document Management Industry Experience. She began her career with Raycom in 2014 as a system operator.

Relevant Project Experience Ms. Herrera has worked on similar projects for the City of Diamond Bar, County of Riverside Transportation
Management, Orange County Department of Education,
Orange County Transportation Authority, State of Alaska Department of Corrections, state of Alaska Department of Fish and Game, Cypress School District, Saddleback Unified School District and Lowell Joint School District.

Additionally, the following Raycom employees will be involved with the City of Duarte project. All employees proposed to deliver work to the City have been a member of the Raycom team for a minimum of six years, and each member of our team has worked on large-scale projects, including Alaska Department of Corrections, City and Borough of Sikta (Alaska), Los Angeles County Parks, the City of Brea, and more. Our team includes:

Jason Glass - Document Preparation, 6 years of experience Stephanie McDowell - Document Preparation, 6 years of experience Alejandra Herrera - Scanning Operator, 8 years of experience Christina McBride - Indexing Operator, 7 years of experience Jennifer Saligan - Quality Control and Indexing Operator, 6 years of experience Monica Davis - Quality Control, 7 years of experience

References
Organization Name: City of Brea
Address: 1 Civic Center Circle, Brea, CA 92821
Contact Name: Victoria Popescu Telephone No.: (714) 990-7746 Email: [email protected]
Project Start Date: January 2024 Project End Date: Current Volume Size: Over 1 Million records, where microfiche, microfilm rolls, and documents were converted and searchable in Laserfiche.

Organization Name: State of Alaska Department of Corrections Address: 802 3rd Street, Suite 213, Douglas, Alaska 99824 Contact Name: Charlie Hartzell Telephone: (907) 465- 3482 Email: [email protected]
Project Start Date: October 2013 Project End Date: Current Volume Size: Over seven thousand boxes of documents will be scanned during this project Organization Name: City and Borough of Sitka
Address: 100 Lincoln St Sitka, Alaska 99835
Contact Name: Megan Gregor Telephone: (847) 858-6210
Email: [email protected]
Project Start Date: April 2024 Project End Date: Current Volume Size: Over 500 boxes of documents will be scanned during this project

Community Development Department and City Clerk’s Office Scanning Project Proposal
Fee Proposal format as follows:
 Break down by per image rate
 Fixed prices, including out-of-pocket expenses, for all costs associated within the scope of this proposal
 Additional billable costs for non-specified tasks
 Total fees and expenses for the entire scope of the project  Any area which proposers believe should be included in the scope of work in this proposal, but which is not stipulated in this RFP, and identifies the costs associated with the services rendered.  * Per Image rate should include document preparation, scanning, quality assurance and metadata input.

Scanned Item Item Description Per Image*
Estimated
Number of
Images
Estimated
Total
Letter, legal and 11x17 sized pages
Black and White $0.18 217,500 $39,150
Grayscale $ $
Color $0.36 14,000 $5040
Microfiche
Black and White $0.36 750 sheets
ave. 20 per sheet $5400
Grayscale $ $
Color $ $
35mm Aperture cards
Black and White $ $
Grayscale $ $
Color $ $

Other Items Item Description Rate
Pickup & Delivery Fee Pick up and return trip $500
Laserfiche Integration - Integration of images and metadata into the Laserfiche repository Each upload $60
Document Preparation - Beyond standard preparation
covered in the all-inclusive rate per image above (if any) Per hour $19.50 Metadata Entry/Indexing - If additional indexing is
requested on select document types Per hour $19.50
Other (detail separately) 2 days, 2 employees- packing, boxes, material, time, labor. 92 boxes to be filled with items in cabinets
2 days, 2 employeesquantity 1 $2200
Other (detail separately) Destruction- Paper
$11.50 per box $1058
Other (detail separately) Destruction- Microfiche
$185 per box $185
Estimated Project Total:
$ 49,590 (scanning) -
$54,000 (scanning and inclusive of other items)
 The foregoing quantities are estimates only. The actual number of documents to be scanned may be more or less than such estimated amounts. Additional document formats not listed above may also be included.

AGENDA REPORT
MEETING DATE: May 13, 2025
TO: Mayor and Members of the City Council
FROM: Brian Villalobos, City Manager
BY: Albert Nuñez, Management Analyst
SUBJECT: Letter of Support for the San Gabriel Valley Mosquito and Vector Control District’s Request for State and Federal Assistance Following the 2025 Eaton Fire
RECOMMENDATION: It is recommended that the City Council approve a letter of support for the San Gabriel Valley Mosquito and Vector Control District (SGVMVCD) as they seek state funding and FEMA reimbursement to address public health threats posed by stagnant water in firedamaged swimming pools following the 2025 Eaton Fire.

FISCAL IMPACT: No fiscal impact to the City of Duarte is associated with approving the letter of support.

BACKGROUND
The San Gabriel Valley Mosquito and Vector Control District (SGVMVCD) is an independent special district established under California Health and Safety Code §§ 2000–2093, with statutory authority to protect public health from mosquito-borne diseases. The District serves 26 cities and unincorporated areas in Los Angeles County, representing over 1.5 million residents.

SGVMVCD’s funding model, based on a benefit assessment on local parcels, is designed to support routine mosquito control operations, not large-scale disaster response. However, the Eaton Fire has triggered a public health emergency beyond the District’s operational and fiscal capacity.

Post-fire assessments confirmed that 2,811 swimming pools in the impacted area are now unmaintained, with 1,408 confirmed to be non-functional due to fire-related damage. These stagnant water bodies, most located near residential areas, have become active mosquito breeding grounds. Before the fire, SGVMVCD monitored approximately 343 unmaintained swimming pools in the region. This marks an unprecedented increase in unmanaged water sources, multiplying the District’s usual monitoring workload by more than eight times.

Agenda Item: 13.K.

2 DISCUSSION/ANALYSIS
SGVMVCD has verified through field surveillance that over 80% of these fire-damaged pools are producing mosquito larvae. This rise in mosquito density and upcoming seasonal temperature rises pose a serious threat to public health across the San Gabriel Valley.

Despite these health threats, no state or federal agency involved in post-fire cleanup has the authority or mandate to address stagnant water hazards. Debris removal operations conducted by the U.S. Army Corps of Engineers remove ash and surface debris but do not address the waterfilled, structurally damaged pool basins. SGVMVCD remains the only agency with the expertise and legal authority to perform this work, and it has been forced to initiate ongoing emergency operations without any supplemental funding. SGVMVCD has formally requested regional support to advocate for state funding and FEMA reimbursement to address this emerging health crisis.

To support SGVMVCD’s efforts, staff has prepared a letter addressed to the San Gabriel Valley Legislative Caucus, urging legislative support and funding for mosquito abatement in post-fire recovery. A copy of the proposed letter of support is included as Attachment A.

RECOMMENDATION
It is recommended that the City Council approve a letter of support for the San Gabriel Valley Mosquito and Vector Control District (SGVMVCD) as they seek state funding and FEMA reimbursement to address public health threats posed by stagnant water in fire-damaged swimming pools following the 2025 Eaton Fire.

FISCAL IMPACT
No fiscal impact to the City of Duarte is associated with approving the letter of support.

ATTACHMENTS
A. Draft of Letter of Support for SGVMVCD
Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

1 March 13, 2025
TO: San Gabriel Valley Legislative Caucus
RE: State Funding for Mosquito Control in Eaton Fire Impacted Communities Dear San Gabriel Valley Legislative Caucus,
We, members of the City of Duarte, are writing to express our strong support for the San Gabriel Valley Mosquito and Vector Control District (SGVMVCD) and its continued efforts to address the public health threats emerging from the 2025 Eaton Fire.

The fire has left over 2,800 swimming pools in a fire-damaged and non-functional state. These water-holding structures are now active mosquito breeding sites, more than 80% of which are producing larvae. As temperatures rise, these sites pose an escalating threat—not only to the immediate fire zone, but to surrounding communities throughout the San Gabriel Valley, where locally acquired cases of dengue have already occurred in recent years.

SGVMVCD has responded swiftly, leveraging its public health authority to mitigate mosquito breeding in these hazardous conditions. However, the District’s work has also revealed a gap in disaster recovery infrastructure: while other hazards are being addressed through formal debris removal programs, stagnant water in damaged pools remains unaddressed. SGVMVCD is the only agency with the mandate and expertise to manage this risk, yet it is excluded from the emergency funding structures typically available to local governments.

As a city with a vested interest in protecting public health and supporting regional recovery, we recognize SGVMVCD’s role as both critical and urgent. Their work is essential to reducing disease transmission risk, supporting safe rebuilding, and safeguarding public health across the San Gabriel Valley.

On behalf of the City of Duarte, I encourage your support or allocation of state funding to ensure that SGVMVCD can continue these essential mosquito abatement and disease prevention operations. Regional coordination and sustained investment in this work are necessary to prevent a secondary public health emergency as recovery continues.

Sincerely,
Cesar A. Garcia
Mayor
City of Duarte
cc: Duarte City Council

AGENDA REPORT
MEETING DATE: May 13, 2025
TO: Mayor and Members of the City Council
FROM: Craig Hensley, Community Development Director
SUBJECT: Tax Equity and Fiscal Responsibility Act (TEFRA) hearing on Issuance of Tax Exempt Bonds for HumanGood
RECOMMENDATION: It is recommend that the City Council: 1) Conduct the public hearing under the requirements of TEFRA and the Internal Revenue Code of 1986, as amended; and 2) Adopt Resolution 25- 09 approving the issuance of the Bonds by the California Municipal Finance Authority (CMFA) for the benefit of
HumanGood, to provide for the financing or refinancing of the Project and the refunding of existing bonds, such adoption is solely for the purposes of satisfying the requirements of TEFRA, the Code and the California Government Code
FISCAL IMPACT: City will have no financial, legal, moral obligation, liability or responsibility for the Project or the repayment of the Bonds for the financing or refinancing of the Project. Through its conduit issuance activities, the CMFA shares a portion of the issuance fees it receives with its member communities and donates a portion of these issuance fees to the Board of Directors for CMFA for the support of local charities. With respect to the City of Duarte, it is expected that a portion of the issuance fee attributable to the City will be granted by the CMFA to the general fund of the City, estimate at approximately $5,000

BACKGROUND
HumanGood, HumanGood NorCal, HumanGood SoCal or HumanGood Fresno, each a California nonprofit public benefit corporation has requested that the California Municipal Finance Authority (CMFA) issue bonds. A part of the process in this bond issuance, is a public hearing by the City and approval of a Resolution.

HumanGood will use the bond funds for a variety of purposes that include refunding existing bonds and also to finance or refinance expenditures for various renovations to existing infrastructure and Agenda Item: 15.A.

2 upgrades to housing units and amenities at Westminster Gardens located at 1420 Santo Domingo Avenue and Royal Oaks located at 1763 Royal Oaks Drive North.

Holding the public hearing and adopting the proposed Resolution do not obligate the City in any manner for payment of the principal, interest, fees or any other costs associated with the issuance of the Bonds.

DISCUSSION/ANALYSIS
The CMFA was created on January 1, 2004 pursuant to a joint exercise of powers agreement to promote economic, cultural and community development, through the financing of economic development and charitable activities throughout California. To date, over 330 municipalities, including the City of Duarte, have become members of CMFA.

The CMFA was formed to assist local governments, non-profit organizations and businesses with the issuance of taxable and tax-exempt bonds aimed at improving the standard of living in California. The CMFA’s representatives and its Board of Directors have considerable experience in bond financings.

In order for all or a portion of the Bonds to qualify as tax-exempt bonds, the City must conduct a public hearing providing for the members of the community an opportunity to speak in favor of or against the use of tax-exempt bonds for the financing or refinance of the Project and the refunding of existing Bonds.

RECOMMENDATION
It is recommend that the City Council: 1) Conduct the public hearing under the requirements of TEFRA and the Internal Revenue Code of 1986, as amended; and 2) Adopt Resolution 25-09 approving the issuance of the Bonds by the California Municipal Finance Authority (CMFA) for the benefit of HumanGood, to provide for the financing or refinancing of the Project and the refunding of existing bonds, such adoption is solely for the purposes of satisfying the requirements of TEFRA, the Code and the California Government Code.

FISCAL IMPACT
City will have no financial, legal, moral obligation, liability or responsibility for the Project or the repayment of the Bonds for the financing or refinancing of the Project and the refunding of the existing Bonds. Through its conduit issuance activities, the CMFA shares a portion of the issuance fees it receives with its member communities and donates a portion of these issuance fees to the Board of Directors for CMFA for the support of local charities. With respect to the City of Duarte, it is expected that a portion of the issuance fee attributable to the City will be granted by the CMFA to the general fund of the City, estimate at approximately $5,000.

ATTACHMENTS
A. Resolution 25-09

3 Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

RESOLUTION NO. 25-09

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUARTE,

CALIFORNIA APPROVING THE ISSUANCE OF THE CALIFORNIA

MUNICIPAL FINANCE AUTHORITY REVENUE AND REFUNDING
BONDS, SERIES 2025 (HUMANGOOD – CALIFORNIA OBLIGATED

GROUP) IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED
$205,000,000 FOR THE PURPOSE OF FINANCING OR REFINANCING

THE CONSTRUCTION, FURNISHING AND EQUIPPING OF

WESTMINSTER GARDENS AND ROYAL OAKS AND CERTAIN OTHER

MATTERS RELATING THERETO
WHEREAS, HumanGood, HumanGood NorCal, HumanGood SoCal or HumanGood Fresno, each a California nonprofit public benefit corporation (collectively, the “Corporation”), has requested that the California Municipal Finance Authority (the “Authority”) issue bonds in one or more series in an aggregate principal amount not to exceed $205,000,000 (the “Bonds”), the proceeds of which will be used, among other things, (a) in a principal amount not to exceed $35,000,000, to refund all or a portion of the outstanding $52,080,000 original principal amount California Statewide Communities Development Authority Revenue Bonds, Series 2015 (American Baptist Homes of the West) (the “Series 2015 NorCal Bonds”), (b) in a principal amount not to exceed $40,000,000, to refund all or a portion of the outstanding $47,900,000 original principal amount California Municipal Finance Authority Senior Living Revenue Bonds (Southern California Presbyterian Homes) Series 2015 (the “Series 2015 SoCal Bonds”), (c) in a principal amount not to exceed $15,000,000, to refund all or a portion of the outstanding $15,480,000 original principal amount California Municipal Finance Authority Revenue and Refunding Bonds, Series 2020A (HumanGood – California Obligated Group) (the “Series 2020A Bonds”), (d) in a principal amount not to exceed $60,000,000, to refund all or a portion of the outstanding $64,765,000 original principal amount California Municipal Finance Authority Revenue and Refunding Bonds, Series 2020B (HumanGood – California Obligated Group) (the “Series 2020B Bonds”), (e) in a principal amount not to exceed $55,000,000, to finance or reimburse the cost of constructing, building, remodeling, renovating, rehabilitating, upgrading, furnishing and equipping certain of the Corporation’s continuing care retirement communities located in several jurisdictions throughout the state of California, including in the City of Duarte, (f) to pay a portion of the interest on the Bonds, if deemed necessary or advisable by the Authority or the Corporation, (g) to provide working capital to the Corporation, if deemed necessary or advisable by the Authority or the Corporation, (h) to fund a debt service reserve fund, if deemed necessary or advisable by the Authority or the Corporation, and (i) to pay certain expenses incurred in connection with the issuance of the Bonds; and
WHEREAS, a portion of the proceeds of the Bonds in a principal amount not to exceed $20,000,000 will be used to finance expenditures for various renovations to existing infrastructure and upgrades to housing units and amenities at the following continuing care community owned and operated by the Corporation and located in the City of Duarte (the “City”): Westminster Gardens located at 1420 Santo Domingo Avenue, Duarte, California, 91010 (“Westminster Gardens”);and

WHEREAS, a portion of the proceeds of the Bonds in a principal amount not to exceed $20,000,000 will be used to finance expenditures for various renovations to existing infrastructure and upgrades to housing units and amenities at the following continuing care community owned and operated by the Corporation and located in the City: Royal Oaks located at 1763 Royal Oaks Drive North, Bradbury, California, 91010 (“Royal Oaks” and, together with Westminster Gardens, the “Communities”); and
WHEREAS, , the proceeds of the Series 2015 SoCal Bonds were used, among other things, to (1) advance refund the California Statewide Communities Development Authority Senior Living Fixed Rate Revenue Bonds (Southern California Presbyterian Homes), Series 2006A (the “Series 2006A Bonds”), (2) finance or reimburse the cost of the remodeling, renovation, furnishing and equipping of the Borrower’s continuing care facilities located in several jurisdictions, including at Westminster Gardens in the City, and (3) pay certain expenses incurred in connection with the issuance of the Series 2015 SoCal Bonds; and WHEREAS, pursuant to Section 147(f) of the Internal Revenue Code of 1986 (the “Code”), the issuance of the Bonds by the Authority must be approved by the City because the Communities are located within the territorial limits of the City; and WHEREAS, the City Council of the City (the “Council”) is the elected legislative body of the City and is one of the applicable elected representatives required to approve the issuance of the Bonds under Section 147(f) of the Code; and
WHEREAS, the Council understands that its actions in holding the public hearing and in adopting this Resolution do not obligate the City in any manner for payment of the principal, interest, fees or any other costs associated with the issuance of the Bonds, and the Council expressly conditions its approval of the issuance of the Bonds by the Authority by the adoption of this Resolution on this understanding; and
WHEREAS, the Authority has requested that the Council approve the issuance of the Bonds by the Authority in order to satisfy the public approval requirement of Section 147(f) of the Code and the requirements of Section 4 of the Joint Exercise of Powers Agreement relating to the California Municipal Finance Authority, dated as of January 1, 2004 (the “Agreement”), among certain local agencies, including the City; and
WHEREAS, pursuant to Section 147(f) of the Code, the Council has, following notice duly given, held a public hearing regarding the issuance of the Bonds, and now desires to approve the issuance of the Bonds by the Authority.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DUARTE CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The above recitals as true and correct and are fully incorporated herein.

SECTION 2. The Council hereby approves the issuance of the Bonds by the Authority. It is the purpose and intent of the Council that this Resolution constitute approval of the issuance of the

Bonds by the Authority for the purposes of (a) Section 147(f) of the Code by the applicable elected representative of the governmental unit having jurisdiction over the area in which the Communities are located, in accordance with said Section 147(f) and (b) Section 4 of the Agreement.

SECTION 3. The officers and employees of the City are hereby authorized and directed, jointly and severally, to do any and all things and to execute and deliver any and all documents which they deem necessary or advisable in order to carry out, give effect to and comply with the terms and intent of this Resolution and the financing transaction approved hereby.

SECTION 4. The Council expressly conditions its approval of this Resolution on its understanding that the City shall have no obligation whatsoever to pay any principal, interest, fees or other costs associated with the Authority’s issuance of the Bonds.

SECTION 5. This Resolution shall take effect immediately upon its adoption.

SECTION 6. The City Clerk shall certify to the passage and adoption of this resolution and shall cause this resolution and her certification to be entered in the Book of Resolutions of the Council of this City.

PASSED, APPROVED and ADOPTED this 13th day of May, 2025.

Cesar A. Garcia, Mayor
APPROVED AS TO FORM:

Thai Phan, City Attorney
ATTEST:

Frances Jimenez, Interim City Clerk

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF DUARTE )
I, Frances Jimenez, Interim City Clerk of the City of Duarte, California, do hereby certify that the foregoing Resolution No. 25-09 was duly passed, approved, and adopted by the City Council of the City of Duarte, California, at a regular meeting of said City Council held on the 13th day of May 2025, and there after signed and approved by the Mayor and attested by the City Clerk, and that said resolution was adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Frances Jimenez,
Interim City Clerk

AGENDA REPORT
MEETING DATE: May 13, 2025
TO: Mayor and Members of the City Council
FROM: Craig Hensley, Community Development Director
SUBJECT: Proposal for Renderings of Huntington Drive Median Landscape Plan
RECOMMENDATION: Discuss proposal and provide direction to Staff FISCAL IMPACT: If City Council desires to move forward with renderings for the medians, the maximum cost will be $8,300 which includes the renderings and a reimbursable allowance. This would be a General Fund expenditure

BACKGROUND
The Huntington Drive median beautification project is currently under construction. It is scheduled to be completed by early June. At a recent meeting, the City Council requested that Staff bring back a proposal for 3D renderings of the proposed median landscape plan. The current landscape architect has provided a rendering; however, the request was to produce a higher quality and more detailed set of renderings.

DISCUSSION/ANALYSIS
The City has recently been working with Site Design Studios on another local project and requested a proposal for detailed 3D renderings of the proposed median landscape plan. The proposal includes “3 renders of 3 locations with birds’ eye and eye level viewpoints.” This would include digital copies of images. The maximum cost will be $8,300. This would include $7,800 for the renderings and $500 for a reimbursable allowance to cover high quality printed copies, travel and related items if necessary. Based on the current schedule, the renderings would be delivered in two to three weeks.

RECOMMENDATION
Discuss proposal and provide direction to Staff

FISCAL IMPACT
If City Council desires to move forward with renderings for the medians, the maximum cost will be $8,300 which includes the renderings and a reimbursable allowance. This would be a General Agenda Item: 17.A.

2 Fund expenditure.

ATTACHMENTS
A. Proposal from Site Design Studios
Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

Landscape Median Renders - Landscape Proposal
4/30/2025
SITE
DESIGN STUDIO, INC.
10 Edelman
Irvine Ca. 92618
Tel: 714-426-0248
Fax: 714-426-0255
Planning
Urban Design
Landscape Architecture
Site Lighting Design
April 28, 2025
Mr. Craig Hensley – Community Development Director
City of Duarte
1600 Huntington Drive
Duarte, CA 91010
RE: Landscape Median 3D Renders
Landscape Design Services Proposal
Project No. CDU 251
Dear Craig:

Please find our proposal as follows for the 3d rendering of City Landscape medians.

A. Scope of Services
Phase One: Basis development and research
Upon Client approval to initiate work we will precede with rendering preparation and finishing.

Task 1 Access and research all existing Accad information for use with Rino, Lumion and SketchUp.

Task 2 Site Reconnaissance and photography of existing conditions.

Task 3 Access Google imaging and Google Maps to identify areas and surroundings.

Task 4 Prepare basis for rendering.
.

Landscape Median Renders - Landscape Proposal
4/30/2025
Phase Two: Renderings
Task 1 Determine format and location of Renderings
Task 2 Using Rino , Accad, Lumion, SketchUp develop and build renders.

Task 3 Review with client and current designs for design and site environment. Select locations.

Task 4 Prepare 3 renders of 3 locations with birds’ eye and eye level viewpoints.

Task 5 Provide digital copies of images for review.

Task 6 Make revisions based on feedback.

Task 7 Finalize Renders
C. Fees and Payments for Professional Services

1. Fees for Professional Services and Reimbursable Costs shall be billed monthly on separate invoices.

2. Invoices are payable within 30 days at our Irvine, California office. Interest will be charged on all accounts not paid within forty-five (45) days on invoice date at the maximum rate allowable by law. The Consultant agrees to utilize the Client's invoice format.

3. The fee will be billed monthly based on the percentage of work completed. The following is a breakdown of the proposed fee by construction phase and work phase:
3D Renders $ 7,800
Reimbursable Allowance $ 500
D. Reimbursable Expenses
Reimbursable expenses are in addition to the design fee above. Reimbursement for expenses includes the actual costs incurred by the Consultant in the development of the project. These expenses shall include CAD Plotting, printing, and reproduction of plans, overnight delivery and messenger services, and travel expenses ($0.67 per mile). These expenses shall be billed at direct cost.

E. Additional Services
Work requested or authorized by the Client outside the Scope of Services or changes in approved drawings. Services shall be provided on a time basis computed as follows:

Landscape Median Renders - Landscape Proposal
4/30/2025
Time Charges Hourly Rates
Principal $ 150/Hr.

Senior Associate $ 110/Hr.

Associate & Prof. Staff $ 85/Hr.

Admin. $ 45/Hr.

The hourly rates above are subject to change on December 31 of the calendar year.

Craig, I trust the above reflects your understanding of our involvement on this project. Please review our scope carefully; if you have any questions do not hesitate to call my office at 714-426-0248. Again, we appreciate this opportunity and look forward to working with you on the Landscape Median Renders project.

Sincerely,
Site Design Studio, Inc.

Michael Sullivan

Principal

1 MEMORANDUM
TO: Mayor and Councilmembers
FROM: Brian Villalobos
DATE: May 13, 2025
SUBJECT: APPROVAL OF CITY COUNCIL EXPENSES
__________________________________________________________________________________________ Mayor Cesar Garcia
May 15-18, 2025 - California Contract Cities Annual Conference in Indian Wells, California - Mayor Garcia would like to represent the City of Duarte at this year’s California Contract Cities Annual Conference.

However, the registration fees and hotel stay would cause him to be over his Fiscal Year 2024-25 annual council expense fund account.

Councilmember Tera Martin Del Campo does not plan on attending the California Contract Cities Conference and has agreed that the Mayor should represent the City at the conference. She, therefore, is willing to allow Mayor Garcia to use her unused council expense funds.

It should be noted that there is an established precedence for the transfer of unused City Council expense funds between council members.

Staff’s request is for the City Council to approve the transfer of $1,610 from account fund 1005-7641 to 1005- 7640.