Agenda, first session — Fairfield City Council, April 19, 2022 (part 1 of 3)

For individuals with hearing or speaking limitations, dial 711 or (800) 7352922 (English). For Spanish, Tagalog or other language, please dial (800) 8553000 and provide the communication assistant with the following City telephone number: (707) 3994010.

Pursuant to AB 361 regarding public meetings held during the COVID19 emergency, councilmembers may attend via teleconference. Members of the public can observe the meeting on Comcast Cable Channel 26, ATT UVerse 99 and webstreamed live at www.youtube.com/user/FFCATV/live .

The public may join the meeting via Zoom at https://fairfieldca.zoom.us/j/87845423536 ? pwd=aVlUeTZTdzBwdlUvVEw1UUlSWkRxdz09, or via phone (408) 6380968, Webinar ID:
878 4542 3536, Passcode: 7074287400
CALL TO ORDER 6:00 PM
ROLL CALL
Councilmember Pam Bertani
Councilmember Cat Moy
Councilmember Doriss Panduro
Councilmember Chuck Timm
Councilmember Scott Tonnesen
ViceMayor Rick Vaccaro
Mayor Harry Price
INVOCATION Pastor John Reed, Fairfield Church of Christ PLEDGE OF ALLEGIANCE
COUNCIL REPORTS
Packet Page 1 of 305

PRESENTATIONS

1.Proclamation Declaring Autism Awareness Month
Contact:Karen Rees, (707) 4287400
a

2.Proclamation for National Volunteer Appreciation Week Contact:Karen Rees, (707) 4287400
a
PUBLIC COMMENTS
PUBLIC COMMENTS
Persons wishing to address the City Council on subjects not on the agenda but within the jurisdiction of the council may do so at this time. The council cannot discuss or take action on matters not on the agenda for this meeting, but councilmembers may briefly respond to statements made or questions raised by the public, ask for clarification from staff, refer the matter to staff, request staff to report back to the council at a subsequent meeting, or place the matter on a future agenda. To speak on an agenda item please use the “raise your hand” feature or press *9 on your phone. Speakers are limited to three minutes per item.

CONVENE JOINT MEETING OF THE CITY COUNCIL AND HOUSING AUTHORITY The holding of a joint meeting of the City Council and Housing Authority entitles the councilmembers to receive additional compensation of $35 for attending this joint meeting.

ROLL CALL
Commissioner Pam Bertani
Commissioner Cat Moy
Commissioner Doriss Panduro
Commissioner Chuck Timm
Commissioner Scott Tonnesen
ViceChair Rick Vaccaro
Chair Harry Price
JOINT CITY COUNCIL AND HOUSING AUTHORITY CONSENT CALENDAR HOUSING AUTHORITY CONSENT CALENDAR NOTICE
All matters listed on the Consent Calendar are to be approved with one motion unless a member of the Authority or the public requests that separate action be taken on a specific item.

3.Resolution HA202205 of the Fairfield Housing Authority Approving the Use of Funds From the Low and Moderate Income Housing Asset Fund for the Memorandum of Understanding Between Community Action Partnership of Solano, Joint Powers Authority, Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support the Coordinated Entry System; and
Resolution 202274 of the City Council of the City of Fairfield Approving a Memorandum of Understanding Between Community Action Partnership of Solano, Joint Powers Authority, Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support the Coordinated Entry System
Recommended Action
Adopt resolutions.

Funding Source
$219,400; Low and Moderate Income Housing Asset Fund
Contact:Dawn M. La Bar, (707) 4287749
a
RECONVENE MEETING OF THE CITY COUNCIL
CONSENT CALENDAR
All matters listed on the Consent Calendar are to be approved with one motion unless a member of the City Council or the public requests that separate action be taken on a specific item.

4.Resolution 202275 of the City Council of the City of Fairfield Reconsidering and Authorizing Public Meetings to be Held Via Teleconferencing Pursuant to Government Code Section 54953(e) and Making Findings and Determinations Regarding the Same Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:Amber Alexander, (707) 4287402
a

5.Resolution 202276 of the City Council of the City of Fairfield to ReAppropriate $12.5 Million of Previously Appropriated American Rescue Plan Act (ARPA) 2021 Funds to the General Fund (Fund 011) to Fund City Services as Allowable Under the ARPA Revenue Loss Category, to Appropriate the Remaining $4.2 Million of ARPA 2021 Funds to Fund City Services as Allowable Under the ARPA Revenue Loss Category, to Approve a Transfer of $16.7 Million from the Special Programs (Fund 041 ARPA) to the General Fund (Fund 011), and to Update the Fiscal Year 20212022 Budget in Connection Therewith
Recommended Action
Adopt resolution.

Funding Source
$16,700,000; Special Programs Fund (ARPA)
Contact:Juan Gomez, (707) 4287495
a

6.Resolution 202277 of the City Council of the City of Fairfield Authorizing the Recapitalization of the Heart of Fairfield Revitalization and Enhancement Assistance Program in the Amount of $250,000 and Updating the Fiscal Year 20212022 Budget
Recommended Action
Adopt resolution.

Funding Source
Packet Page 3 of 305

Funding Source
$250,000; Intergovernmental Loan Fund
Contact:Dwayne Dalman, (707) 4287649
a

7.Resolution 202278 of the City Council of the City of Fairfield Declaring its Intention to Initiate Vacation of a Portion of Guittard Way and Setting a Public Hearing Thereon Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:Trisha Curran, (707) 4287471
a

8.Resolution 202279 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete; and Resolution 202280 of the City Council of the City of Fairfield Accepting the Landscape Improvements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:Roger Dunham, (707) 4287478
a

9.Resolution 202281 of the City Council of the City of Fairfield Authorizing Execution of the Improvement Agreement for the Canon Station – Planning Area 4 – Linear Park Trail Segment 3A
Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:Caroline Vedder, (707) 4287484
a

10.Resolution 202282 of the City Council of the City of Fairfield Authorizing Execution of the Memorandum of Agreement Providing for Implementation of the Solano Stormwater Alliance Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:Alvin Lei, (707) 4287476
a

11.Resolution 202283 of the City Council of the City of Fairfield Approving the Plans and Specifications and Awarding a Contract to TNT Industrial Contractors, Inc. for the Waterman Water Treatment Plant Ozone System Improvements; and
Resolution 202284 of the City Council of the City of Fairfield Authorizing the City Manager to Execute Amendment No. 2 to Task Order No. 2 for West Yost Associates, Inc. to Provide Engineering Services During Construction for the Waterman Water Treatment Plant Ozone System Improvements and Updating the Fiscal Year 2021/2022 Budget Recommended Action
Packet Page 4 of 305

Funding Source
$3,782,345; Water Capital Improvement Program Fund ($3,562,450, Agreement; $219,895, Amendment)
Contact:David Vong, (707) 4287784
a

12.Resolution 202285 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Reimbursement Agreement for Preliminary Engineering Services with Union Pacific Railroad Company for Jepson Parkway Phase 2B – Vanden Road and Canon Road Overcrossing
Recommended Action
Adopt resolution.

Funding Source
$200,000 ($133,333, Northeast Impact Fees; and $66,667, AB1600 Streets Fund) Contact:Ryan Panganiban, (707) 4287017
a

13.Resolution 202286 of the City Council of the City of Fairfield Approving the Renewal Purchase of Support from EPlus Technology Inc.

Recommended Action
Adopt resolution.

Funding Source
$175,000; Computer Services Fund
Contact:Savita Chaudhary, (707) 4287582
a

14.Second Reading and Adoption of Ordinance 202206 of the City Council of the City of Fairfield Adding Chapter 31 to the Fairfield Municipal Code to Establish a Military Equipment Use Policy for the Fairfield Police Department
Recommended Action
Provide second reading and adopt Ordinance 202206.

Funding Source
N/A
Contact:Sam Rowland, (707) 4287702
a

15.Second Reading and Introduction of Ordinance 202207 of the City Council of the City of Fairfield Amending Section 12.15 and 12.15.1 of Chapter 12, Article I of the Fairfield City Code Changing the 48 Hour No Return Timeframe to 30 Days
Recommended Action
Provide second reading and adopt Ordinance 202207.

Funding Source
N/A
Contact:Jausiah Jacobsen, (707) 4287314
a
NEW BUSINESS

16.Continued Resolution 202265 of the City Council of the City of Fairfield Designating Additional CitySponsored Special Events for Calendar Year 2022
Recommended Action
Packet Page 5 of 305

CITY OF FAIRFIELDFAIRFIELD CITY COUNCILREGULAR CONCURRENT MEETINGTUESDAY, APRIL 19, 2022; 6:00 PMCOUNCIL CHAMBER, 1000 WEBSTER STREET, FAIRFIELD,CA 94533AGENDANotice to PublicThe City of Fairfield is committed to providing meeting facilities that areaccessible to persons with disabilities and/or have language barriers. To requestmeeting materials in alternative formats, or to request a sign languageinterpreter, realtime captioning, or other accommodation, please contact AmberAlexander, Deputy Clerk, at least 72 hours in advance of the meeting at (707)4287402.For individuals with hearing or speaking limitations, dial 711 or (800) 7352922(English). For Spanish, Tagalog or other language, please dial (800) 8553000and provide the communication assistant with the following City telephonenumber: (707) 3994010.Pursuant to AB 361 regarding public meetings held during the COVID19 emergency,councilmembers may attend via teleconference. Members of the public can observe the meeting onComcast Cable Channel 26, ATT UVerse 99 and webstreamed live at www.youtube.com/user/FFCATV/live.The public may join the meeting via Zoom at https://fairfieldca.zoom.us/j/87845423536?pwd=aVlUeTZTdzBwdlUvVEw1UUlSWkRxdz09 , or via phone (408) 6380968, Webinar ID:878 4542 3536, Passcode: 7074287400CALL TO ORDER 6:00 PMROLL CALLCouncilmember Pam Bertani Councilmember Cat MoyCouncilmember Doriss PanduroCouncilmemberChuck TimmCouncilmember Scott Tonnesen ViceMayor Rick VaccaroMayor Harry PriceINVOCATION Pastor John Reed, Fairfield Church of ChristPLEDGE OF ALLEGIANCECOUNCIL REPORTSCITY MANAGER REPORTCITY ATTORNEY REPORTCITY CLERK REPORTPRESENTATIONS1.Proclamation Declaring Autism Awareness MonthContact:Karen Rees, (707) 4287400a2.Proclamation for National Volunteer Appreciation WeekContact:Karen Rees, (707) 4287400aPUBLIC COMMENTS PUBLIC COMMENTSPersons wishing to address the City Council on subjects not on the agenda but within the jurisdictionof the council may do so at this time. The council cannot discuss or take action on matters not on theagenda for this meeting, but councilmembers may briefly respond to statements made or questionsraised by the public, ask for clarification from staff, refer the matter to staff, request staff to report backto the council at a subsequent meeting, or place the matter on a future agenda. To speak on anagenda item please use the “raise your hand” feature or press *9 on your phone. Speakers arelimited to three minutes per item.CONVENE JOINT MEETING OF THE CITY COUNCIL AND HOUSING AUTHORITYThe holding of a joint meeting of the City Council and Housing Authority entitles thecouncilmembers to receive additional compensation of $35 for attending this joint meeting.ROLL CALLCommissioner Pam Bertani Commissioner Cat MoyCommissioner Doriss PanduroCommissionerChuck TimmCommissioner Scott Tonnesen ViceChair Rick VaccaroChair Harry PriceJOINT CITY COUNCIL AND HOUSING AUTHORITY CONSENT CALENDARHOUSING AUTHORITY CONSENT CALENDAR NOTICEAll matters listed on the Consent Calendar are to be approved with one motion unless a member ofthe Authority or the public requests that separate action be taken on a specific item.3.Resolution HA202205 of the Fairfield Housing Authority Approving the Use of Funds From theLow and Moderate Income Housing Asset Fund for the Memorandum of UnderstandingBetween Community Action Partnership of Solano, Joint Powers Authority, Solano County, andthe Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support theCoordinated Entry System; andResolution 202274 of the City Council of the City of Fairfield Approving a Memorandum ofUnderstanding Between Community Action Partnership of Solano, Joint Powers Authority,Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejoto Support the Coordinated Entry System Recommended ActionAdopt resolutions.Funding Source$219,400; Low and Moderate Income Housing Asset FundContact:Dawn M. La Bar, (707) 4287749aRECONVENE MEETING OF THE CITY COUNCILCONSENT CALENDARAll matters listed on the Consent Calendar are to be approved with one motion unless a member ofthe City Council or the public requests that separate action be taken on a specific item.4.Resolution 202275 of the City Council of the City of Fairfield Reconsidering and AuthorizingPublic Meetings to be Held Via Teleconferencing Pursuant to Government Code Section54953(e) and Making Findings and Determinations Regarding the SameRecommended ActionAdopt resolution.Funding SourceN/AContact:Amber Alexander, (707) 4287402a5.Resolution 202276 of the City Council of the City of Fairfield to ReAppropriate $12.5 Million ofPreviously Appropriated American Rescue Plan Act (ARPA) 2021 Funds to the General Fund(Fund 011) to Fund City Services as Allowable Under the ARPA Revenue Loss Category, toAppropriate the Remaining $4.2 Million of ARPA 2021 Funds to Fund City Services asAllowable Under the ARPA Revenue Loss Category, to Approve a Transfer of $16.7 Million fromthe Special Programs (Fund 041 ARPA) to the General Fund (Fund 011), and to Update theFiscal Year 20212022 Budget in Connection TherewithRecommended ActionAdopt resolution.Funding Source$16,700,000; Special Programs Fund (ARPA)Contact:Juan Gomez, (707) 4287495a6.Resolution 202277 of the City Council of the City of Fairfield Authorizing the Recapitalization ofthe Heart of Fairfield Revitalization and Enhancement Assistance Program in the Amount of$250,000 and Updating the Fiscal Year 20212022 BudgetRecommended ActionAdopt resolution.Funding Source$250,000; Intergovernmental Loan FundContact:Dwayne Dalman, (707) 4287649a7.Resolution 202278 of the City Council of the City of Fairfield Declaring its Intention to InitiateVacation of a Portion of Guittard Way and Setting a Public Hearing ThereonRecommended ActionAdopt resolution.Funding SourceN/AContact:Trisha Curran, (707) 4287471a8.Resolution 202279 of the City Council of the City of Fairfield Accepting the SubdivisionImprovements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete; and Resolution 202280 of the City Council of the City of Fairfield Accepting the LandscapeImprovements for the Canon Station Planning Area 4 – Neighborhood 4A as CompleteRecommended ActionAdopt resolution.Funding SourceN/AContact:Roger Dunham, (707) 4287478a9.Resolution 202281 of the City Council of the City of Fairfield Authorizing Execution of theImprovement Agreement for the Canon Station – Planning Area 4 – Linear Park Trail Segment3ARecommended ActionAdopt resolution.Funding SourceN/AContact:Caroline Vedder, (707) 4287484a10.Resolution 202282 of the City Council of the City of Fairfield Authorizing Execution of theMemorandum of Agreement Providing for Implementation of the Solano Stormwater AllianceRecommended ActionAdopt resolution.Funding SourceN/AContact:Alvin Lei, (707) 4287476a11.Resolution 202283 of the City Council of the City of Fairfield Approving the Plans andSpecifications and Awarding a Contract to TNT Industrial Contractors, Inc. for the WatermanWater Treatment Plant Ozone System Improvements; and Resolution 202284 of the City Council of the City of Fairfield Authorizing the City Manager toExecute Amendment No. 2 to Task Order No. 2 for West Yost Associates, Inc. to ProvideEngineering Services During Construction for the Waterman Water Treatment Plant OzoneSystem Improvements and Updating the Fiscal Year 2021/2022 BudgetRecommended ActionAdopt resolutions.Funding Source$3,782,345; Water Capital Improvement Program Fund ($3,562,450, Agreement; $219,895,Amendment)Contact:David Vong, (707) 4287784a12.Resolution 202285 of the City Council of the City of Fairfield Authorizing the City Manager toExecute a Reimbursement Agreement for Preliminary Engineering Services with Union PacificRailroad Company for Jepson Parkway Phase 2B – Vanden Road and Canon RoadOvercrossingRecommended ActionAdopt resolution.Funding Source$200,000 ($133,333, Northeast Impact Fees; and $66,667, AB1600 Streets Fund)Contact:Ryan Panganiban, (707) 4287017a13.Resolution 202286 of the City Council of the City of Fairfield Approving the Renewal Purchaseof Support from EPlus Technology Inc.Recommended ActionAdopt resolution.Funding Source$175,000; Computer Services FundContact:Savita Chaudhary, (707) 4287582a14.Second Reading and Adoption of Ordinance 202206 of the City Council of the City of FairfieldAdding Chapter 31 to the Fairfield Municipal Code to Establish a Military Equipment Use Policyfor the Fairfield Police DepartmentRecommended ActionProvide second reading and adopt Ordinance 202206.Funding SourceN/AContact:Sam Rowland, (707) 4287702a15.Second Reading and Introduction of Ordinance 202207 of the City Council of the City ofFairfield Amending Section 12.15 and 12.15.1 of Chapter 12, Article I of the Fairfield City CodeChanging the 48 Hour No Return Timeframe to 30 DaysRecommended ActionProvide second reading and adopt Ordinance 202207.Funding SourceN/AContact:Jausiah Jacobsen, (707) 4287314aNEW BUSINESS16.Continued Resolution 202265 of the City Council of the City of Fairfield Designating Additional CitySponsored Special Events for Calendar Year 2022
Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:David Gassaway, (707) 4287398
a

17.Report on Inclusionary Housing Policies and Commercial Linkage Fees Recommended Action
Receive report, open discussion, and provide direction to staff.

Funding Source
N/A
Contact:Jonathan Luong, (707) 4287463
a

18.Resolution 202287 of the City Council of the City of Fairfield Approving the City's Fiscal Year 202021 Annual Comprehensive Financial Report and the Federal Awards Report (Single Audit) Recommended Action
Adopt resolution.

Funding Source
N/A
Contact:Juan Gomez, (707) 4287495
a
PUBLIC HEARINGS

19.Public Hearing; and
Resolution 202288 of the City Council of the City of Fairfield Annexing Territory (Brio Studios) to Community Facilities District No. 20122 (Public Safety Services, Open Space Operation, and Park Maintenance) as Annexation No. 56, Authorizing the Levy of a Special Tax Within the Annexed Territory, and Submitting the Levy of a Special Tax to the Qualified Electors Thereof; and
Resolution 202289 of the City Council of the City of Fairfield Declaring the Results of a Special Annexation Election in Territory Annexed to Community Facilities District No. 20122 (Public Safety Services, Open Space Operation, and Park Maintenance), Determining the Validity of Prior Proceedings, and Directing Recording of Amended Notice of Special Tax Lien for City of Fairfield Community Facilities District No. 20122 (Public Safety Services, Open Space Operation, and Park Maintenance) Annexation No. 56 (Brio Studios) Recommended Action
Hold public hearing and adopt resolutions.

Funding Source
N/A
Contact:Chris Lewis, (707) 4287089
a

20.Public Hearing;
and First Reading and Introduction of Ordinance 202208 of the City Council of the City of Fairfield Amending Chapter 25, Article I, Section 25.12.3 of the Fairfield Municipal Code, Also Known as the City of Fairfield Zoning Ordinance and Zoning Map, Rezoning Approximately .68 Acres at the Northeast Corner of Pennsylvania Avenue and Brighton Drive (APN: 0034022 380) from Residential LowMedium: 6 (RLM:6) to Residential LowMedium (RLM) Packet Page 6 of 305

CITY OF FAIRFIELDFAIRFIELD CITY COUNCILREGULAR CONCURRENT MEETINGTUESDAY, APRIL 19, 2022; 6:00 PMCOUNCIL CHAMBER, 1000 WEBSTER STREET, FAIRFIELD,CA 94533AGENDANotice to PublicThe City of Fairfield is committed to providing meeting facilities that areaccessible to persons with disabilities and/or have language barriers. To requestmeeting materials in alternative formats, or to request a sign languageinterpreter, realtime captioning, or other accommodation, please contact AmberAlexander, Deputy Clerk, at least 72 hours in advance of the meeting at (707)4287402.For individuals with hearing or speaking limitations, dial 711 or (800) 7352922(English). For Spanish, Tagalog or other language, please dial (800) 8553000and provide the communication assistant with the following City telephonenumber: (707) 3994010.Pursuant to AB 361 regarding public meetings held during the COVID19 emergency,councilmembers may attend via teleconference. Members of the public can observe the meeting onComcast Cable Channel 26, ATT UVerse 99 and webstreamed live at www.youtube.com/user/FFCATV/live.The public may join the meeting via Zoom at https://fairfieldca.zoom.us/j/87845423536?pwd=aVlUeTZTdzBwdlUvVEw1UUlSWkRxdz09 , or via phone (408) 6380968, Webinar ID:878 4542 3536, Passcode: 7074287400CALL TO ORDER 6:00 PMROLL CALLCouncilmember Pam Bertani Councilmember Cat MoyCouncilmember Doriss PanduroCouncilmemberChuck TimmCouncilmember Scott Tonnesen ViceMayor Rick VaccaroMayor Harry PriceINVOCATION Pastor John Reed, Fairfield Church of ChristPLEDGE OF ALLEGIANCECOUNCIL REPORTSCITY MANAGER REPORTCITY ATTORNEY REPORTCITY CLERK REPORTPRESENTATIONS1.Proclamation Declaring Autism Awareness MonthContact:Karen Rees, (707) 4287400a2.Proclamation for National Volunteer Appreciation WeekContact:Karen Rees, (707) 4287400aPUBLIC COMMENTS PUBLIC COMMENTSPersons wishing to address the City Council on subjects not on the agenda but within the jurisdictionof the council may do so at this time. The council cannot discuss or take action on matters not on theagenda for this meeting, but councilmembers may briefly respond to statements made or questionsraised by the public, ask for clarification from staff, refer the matter to staff, request staff to report backto the council at a subsequent meeting, or place the matter on a future agenda. To speak on anagenda item please use the “raise your hand” feature or press *9 on your phone. Speakers arelimited to three minutes per item.CONVENE JOINT MEETING OF THE CITY COUNCIL AND HOUSING AUTHORITYThe holding of a joint meeting of the City Council and Housing Authority entitles thecouncilmembers to receive additional compensation of $35 for attending this joint meeting.ROLL CALLCommissioner Pam Bertani Commissioner Cat MoyCommissioner Doriss PanduroCommissionerChuck TimmCommissioner Scott Tonnesen ViceChair Rick VaccaroChair Harry PriceJOINT CITY COUNCIL AND HOUSING AUTHORITY CONSENT CALENDARHOUSING AUTHORITY CONSENT CALENDAR NOTICEAll matters listed on the Consent Calendar are to be approved with one motion unless a member ofthe Authority or the public requests that separate action be taken on a specific item.3.Resolution HA202205 of the Fairfield Housing Authority Approving the Use of Funds From theLow and Moderate Income Housing Asset Fund for the Memorandum of UnderstandingBetween Community Action Partnership of Solano, Joint Powers Authority, Solano County, andthe Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support theCoordinated Entry System; andResolution 202274 of the City Council of the City of Fairfield Approving a Memorandum ofUnderstanding Between Community Action Partnership of Solano, Joint Powers Authority,Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejoto Support the Coordinated Entry System Recommended ActionAdopt resolutions.Funding Source$219,400; Low and Moderate Income Housing Asset FundContact:Dawn M. La Bar, (707) 4287749aRECONVENE MEETING OF THE CITY COUNCILCONSENT CALENDARAll matters listed on the Consent Calendar are to be approved with one motion unless a member ofthe City Council or the public requests that separate action be taken on a specific item.4.Resolution 202275 of the City Council of the City of Fairfield Reconsidering and AuthorizingPublic Meetings to be Held Via Teleconferencing Pursuant to Government Code Section54953(e) and Making Findings and Determinations Regarding the SameRecommended ActionAdopt resolution.Funding SourceN/AContact:Amber Alexander, (707) 4287402a5.Resolution 202276 of the City Council of the City of Fairfield to ReAppropriate $12.5 Million ofPreviously Appropriated American Rescue Plan Act (ARPA) 2021 Funds to the General Fund(Fund 011) to Fund City Services as Allowable Under the ARPA Revenue Loss Category, toAppropriate the Remaining $4.2 Million of ARPA 2021 Funds to Fund City Services asAllowable Under the ARPA Revenue Loss Category, to Approve a Transfer of $16.7 Million fromthe Special Programs (Fund 041 ARPA) to the General Fund (Fund 011), and to Update theFiscal Year 20212022 Budget in Connection TherewithRecommended ActionAdopt resolution.Funding Source$16,700,000; Special Programs Fund (ARPA)Contact:Juan Gomez, (707) 4287495a6.Resolution 202277 of the City Council of the City of Fairfield Authorizing the Recapitalization ofthe Heart of Fairfield Revitalization and Enhancement Assistance Program in the Amount of$250,000 and Updating the Fiscal Year 20212022 BudgetRecommended ActionAdopt resolution.Funding Source$250,000; Intergovernmental Loan FundContact:Dwayne Dalman, (707) 4287649a7.Resolution 202278 of the City Council of the City of Fairfield Declaring its Intention to InitiateVacation of a Portion of Guittard Way and Setting a Public Hearing ThereonRecommended ActionAdopt resolution.Funding SourceN/AContact:Trisha Curran, (707) 4287471a8.Resolution 202279 of the City Council of the City of Fairfield Accepting the SubdivisionImprovements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete; and Resolution 202280 of the City Council of the City of Fairfield Accepting the LandscapeImprovements for the Canon Station Planning Area 4 – Neighborhood 4A as CompleteRecommended ActionAdopt resolution.Funding SourceN/AContact:Roger Dunham, (707) 4287478a9.Resolution 202281 of the City Council of the City of Fairfield Authorizing Execution of theImprovement Agreement for the Canon Station – Planning Area 4 – Linear Park Trail Segment3ARecommended ActionAdopt resolution.Funding SourceN/AContact:Caroline Vedder, (707) 4287484a10.Resolution 202282 of the City Council of the City of Fairfield Authorizing Execution of theMemorandum of Agreement Providing for Implementation of the Solano Stormwater AllianceRecommended ActionAdopt resolution.Funding SourceN/AContact:Alvin Lei, (707) 4287476a11.Resolution 202283 of the City Council of the City of Fairfield Approving the Plans andSpecifications and Awarding a Contract to TNT Industrial Contractors, Inc. for the WatermanWater Treatment Plant Ozone System Improvements; and Resolution 202284 of the City Council of the City of Fairfield Authorizing the City Manager toExecute Amendment No. 2 to Task Order No. 2 for West Yost Associates, Inc. to ProvideEngineering Services During Construction for the Waterman Water Treatment Plant OzoneSystem Improvements and Updating the Fiscal Year 2021/2022 BudgetRecommended ActionAdopt resolutions.Funding Source$3,782,345; Water Capital Improvement Program Fund ($3,562,450, Agreement; $219,895,Amendment)Contact:David Vong, (707) 4287784a12.Resolution 202285 of the City Council of the City of Fairfield Authorizing the City Manager toExecute a Reimbursement Agreement for Preliminary Engineering Services with Union PacificRailroad Company for Jepson Parkway Phase 2B – Vanden Road and Canon RoadOvercrossingRecommended ActionAdopt resolution.Funding Source$200,000 ($133,333, Northeast Impact Fees; and $66,667, AB1600 Streets Fund)Contact:Ryan Panganiban, (707) 4287017a13.Resolution 202286 of the City Council of the City of Fairfield Approving the Renewal Purchaseof Support from EPlus Technology Inc.Recommended ActionAdopt resolution.Funding Source$175,000; Computer Services FundContact:Savita Chaudhary, (707) 4287582a14.Second Reading and Adoption of Ordinance 202206 of the City Council of the City of FairfieldAdding Chapter 31 to the Fairfield Municipal Code to Establish a Military Equipment Use Policyfor the Fairfield Police DepartmentRecommended ActionProvide second reading and adopt Ordinance 202206.Funding SourceN/AContact:Sam Rowland, (707) 4287702a15.Second Reading and Introduction of Ordinance 202207 of the City Council of the City ofFairfield Amending Section 12.15 and 12.15.1 of Chapter 12, Article I of the Fairfield City CodeChanging the 48 Hour No Return Timeframe to 30 DaysRecommended ActionProvide second reading and adopt Ordinance 202207.Funding SourceN/AContact:Jausiah Jacobsen, (707) 4287314aNEW BUSINESS16.Continued Resolution 202265 of the City Council of the City of Fairfield Designating AdditionalCitySponsored Special Events for Calendar Year 2022Recommended ActionAdopt resolution.Funding SourceN/AContact:David Gassaway, (707) 4287398a17.Report on Inclusionary Housing Policies and Commercial Linkage FeesRecommended ActionReceive report, open discussion, and provide direction to staff.Funding SourceN/AContact:Jonathan Luong, (707) 4287463a18.Resolution 202287 of the City Council of the City of Fairfield Approving the City's Fiscal Year202021 Annual Comprehensive Financial Report and the Federal Awards Report (Single Audit)Recommended ActionAdopt resolution.Funding SourceN/AContact:Juan Gomez, (707) 4287495aPUBLIC HEARINGS19.Public Hearing; andResolution 202288 of the City Council of the City of Fairfield Annexing Territory (Brio Studios) toCommunity Facilities District No. 20122 (Public Safety Services, Open Space Operation, andPark Maintenance) as Annexation No. 56, Authorizing the Levy of a Special Tax Within theAnnexed Territory, and Submitting the Levy of a Special Tax to the Qualified Electors Thereof;and Resolution 202289 of the City Council of the City of Fairfield Declaring the Results of a SpecialAnnexation Election in Territory Annexed to Community Facilities District No. 20122 (PublicSafety Services, Open Space Operation, and Park Maintenance), Determining the Validity ofPrior Proceedings, and Directing Recording of Amended Notice of Special Tax Lien for City ofFairfield Community Facilities District No. 20122 (Public Safety Services, Open SpaceOperation, and Park Maintenance) Annexation No. 56 (Brio Studios)Recommended ActionHold public hearing and adopt resolutions.Funding SourceN/AContact:Chris Lewis, (707) 4287089a20.Public Hearing; and First Reading and Introduction of Ordinance 202208 of the City Council of the City ofFairfield Amending Chapter 25, Article I, Section 25.12.3 of the Fairfield Municipal Code, AlsoKnown as the City of Fairfield Zoning Ordinance and Zoning Map, Rezoning Approximately .68 Acres at the Northeast Corner of Pennsylvania Avenue and Brighton Drive (APN: 0034022 380) from Residential LowMedium: 6 (RLM:6) to Residential LowMedium (RLM) Recommended Action
Hold public hearing; waive full reading, read by title only and introduce ordinance for first reading.

Funding Source
N/A
Contact:Meily Sheehan, (707) 4287474
a
ADJOURN TO TUESDAY, MAY 3, 2022, 6:00 P.M., COUNCIL CHAMBER.

Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the City of Fairfield to all or a majority of the Fairfield City Council less than 72 hours prior to that meeting are available for public inspection at City Hall, in the 4th floor lobby, 1000 Webster Street, Fairfield, California during normal business hours.

PUBLIC NOTIFICATION
I, Kelly Ballard, Deputy City Clerk, do hereby certify that I have caused a true copy of the above notice and agenda to be delivered to each of the members of the Fairfield City Council, at the time and in the manner prescribed by law and that this agenda was posted at City Hall, 1000 Webster Street, Fairfield, California on April 14, 2022.

Packet Page 7 of 305

Agenda Item No: 3.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution HA202205 of the Fairfield Housing Authority Approving the Use of Funds From the Low and Moderate Income Housing Asset Fund for the Memorandum of Understanding Between Community Action Partnership of Solano, Joint Powers Authority, Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support the Coordinated Entry System; and
Resolution 202274 of the City Council of the City of Fairfield Approving a Memorandum of Understanding Between Community Action Partnership of Solano, Joint Powers Authority, Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support the Coordinated Entry System
RECOMMENDED ACTION
Adopt resolutions.

STATEMENT OF ISSUE
The City Council is being asked to approve the attached Memorandum of Understanding (MOU) by and between Community Action Partnership of Solano, Joint Powers Authority (CAP Solano JPA), Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo that will enable the continued expansion of the coordinated entry system in Solano County from June 1, 2022, through May 31, 2025. CAP Solano JPA continues to secure a limited amount of federal funds each year to maintain a rudimentary coordinated entry system. The attached MOU will provide additional funding to continue the existing coordinated entry system to better serve and connect those experiencing homelessness in Solano County to housing and resources.

DISCUSSION
The Solano Safety Net Consortium (Consortium) was established in 1999 through a joint powers agreement. The Consortium changed its name to Community Action Partnership (CAP) of Solano, Joint Powers Authority (JPA), in 2008. CAP Solano JPA's purpose is to create a collaborative group of local governments that work with local agencies to end poverty and homelessness countywide. Current members include the cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, Vallejo, and the County of Solano. The City of Fairfield representative serves as the elected Chair of the Board. "
In 2017, CAP Solano JPA produced a 5year regional strategic plan, "Neighbors Helping Neighbors: Forward Together," to respond to homelessness in Solano County. The goals in the strategic plan include: improving system navigation, increasing the supply of affordable and deeply affordable housing, and strengthening support systems to help residents maintain housing. In 2018, CAP Solano JPA began to improve system navigation with grant funds from the U.S. Department of Housing and Urban Development (HUD), known as a “coordinated entry system." CAP Solano JPA conducted a Request for Proposal process and contracted with Caminar (a local Packet Page 8 of 305

On October 2, 2018, City Council approved entering into an MOU with the other CAP Solano JPA members and provided a total of $202,720 over a threeyear period to support the expansion of the Coordinated Entry System primarily through additional staffing. The threeyear MOU period allows the opportunity to evaluate performance over a period of time and determine whether a Request for Proposal will be issued to seek proposals from qualified operators as the end of the MOU term nears or continue with the current operator. Through the contributions from all CAP Solano JPA members, RCS added a 3.5 FTE for a total of 7 FTE. This allowed RCS to more effectively administer, promote and expand the system; identify and secure housing opportunities; and create a landlord incentive program to increase the supply of private housing opportunities. The current MOU was set to expire on February 27, 2022, and the JPA approved the extension of the MOU until May 31, 2022, in anticipation of a successor MOU effective June 1, 2022.

It is important to note that implementation of a coordinated entry system is required by HUD and the State of California for CAP Solano JPA to access various grants addressing poverty and homelessness. During the current MOU period, social services agencies throughout Solano County and CAP Solano JPA were able to access approximately $8.5 million that required a coordinated entry system.

Each year, RCS provides an annual report to CAP Solano JPA on the effectiveness of the coordinated entry system. Annual reports to the County and all of its cities reporting on progress in achieving key milestones at 12 months, 24 months, and 36 months are required. See Attachments 4 and 5 for the annual reports. During the current MOU period, RCS reported the following outcomes:

Households Served –1,857
By
City
Vallejo Fairfield Vacaville Dixon Suisun Not
Reported
Outside
of
Solano
County
Benicia Rio
Vista
Other
Within
Solano
County
955 633 136 42 40 23 11 10 5 2
Exits 491
By
Type
Permanent
Housing
Not
Reported Other
Transitional
Housing Deceased
Residential
Program
Institutional
Setting
Substance
Use
Treatment
365 50 20 19 17 8 7 5
Should all participating agencies approve the proposed successor MOU, RCS will be able to continue its standardized approach to comprehensively assess the housing and service needs of those experiencing homelessness throughout Solano County and refer them to appropriate available resources needed to end their homelessness. Agencies that have already approved the MOU include Solano County and the Cities of Suisun City and Vacaville. Changes from the prior MOU include:

Performance objectives that are almost entirely new, as the initial MOU was focused on ramp up of the coordinated entry system and this MOU is now focused on deliverables.

Greater flexibility between use of line items within the budget to better meet the needs of the operator.

The MOU now follows the matching HUD grant period of June May (versus original February January).

Staff recommends that the City Council approve the MOU and authorize the city manager to execute and implement the MOU.

FINANCIAL IMPACT
The MOU obligates Solano County and all of its cities with the exception of Dixon to contribute $994,657 over a threeyear timeframe. As with the previous MOU, the threeyear budget has been divided among the members of CAP Solano JPA based on population. Of the total, Fairfield's share is $219,400 (23% of the total) $70,983 in year 1, $73,112 in year 2, and $75,305 in year 3.

Packet Page 9 of 305

Agenda Item No: 3.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution HA202205 of the Fairfield Housing Authority Approving the Use of Funds From theLow and Moderate Income Housing Asset Fund for the Memorandum of UnderstandingBetween Community Action Partnership of Solano, Joint Powers Authority, Solano County, andthe Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to Support theCoordinated Entry System; andResolution 202274 of the City Council of the City of Fairfield Approving a Memorandum ofUnderstanding Between Community Action Partnership of Solano, Joint Powers Authority,Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejoto Support the Coordinated Entry System RECOMMENDED ACTIONAdopt resolutions.STATEMENT OF ISSUEThe City Council is being asked to approve the attached Memorandum of Understanding (MOU) by and betweenCommunity Action Partnership of Solano, Joint Powers Authority (CAP Solano JPA), Solano County, and theCities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo that will enable the continued expansionof the coordinated entry system in Solano County from June 1, 2022, through May 31, 2025. CAP Solano JPAcontinues to secure a limited amount of federal funds each year to maintain a rudimentary coordinated entrysystem. The attached MOU will provide additional funding to continue the existing coordinated entry system tobetter serve and connect those experiencing homelessness in Solano County to housing and resources.DISCUSSIONThe Solano Safety Net Consortium (Consortium) was established in 1999 through a joint powers agreement. TheConsortium changed its name to Community Action Partnership (CAP) of Solano, Joint Powers Authority (JPA),in 2008. CAP Solano JPA's purpose is to create a collaborative group of local governments that work with localagencies to end poverty and homelessness countywide. Current members include the cities of Benicia, Fairfield,Rio Vista, Suisun City, Vacaville, Vallejo, and the County of Solano. The City of Fairfield representative serves asthe elected Chair of the Board. "In 2017, CAP Solano JPA produced a 5year regional strategic plan, "Neighbors Helping Neighbors: ForwardTogether," to respond to homelessness in Solano County. The goals in the strategic plan include: improvingsystem navigation, increasing the supply of affordable and deeply affordable housing, and strengthening supportsystems to help residents maintain housing. In 2018, CAP Solano JPA began to improve system navigation withgrant funds from the U.S. Department of Housing and Urban Development (HUD), known as a “coordinated entrysystem." CAP Solano JPA conducted a Request for Proposal process and contracted with Caminar (a localnonprofit) to operate the countywide system named Resource Connect Solano (RCS). At the time, RCS had 3.5fulltime equivalent (FTE) outreach workers to meet with, assess, and assist the homeless population countywide.On October 2, 2018, City Council approved entering into an MOU with the other CAP Solano JPA members andprovided a total of $202,720 over a threeyear period to support the expansion of the Coordinated Entry Systemprimarily through additional staffing. The threeyear MOU period allows the opportunity to evaluate performanceover a period of time and determine whether a Request for Proposal will be issued to seek proposals fromqualified operators as the end of the MOU term nears or continue with the current operator. Through thecontributions from all CAP Solano JPA members, RCS added a 3.5 FTE for a total of 7 FTE. This allowed RCSto more effectively administer, promote and expand the system; identify and secure housing opportunities; andcreate a landlord incentive program to increase the supply of private housing opportunities. The current MOU wasset to expire on February 27, 2022, and the JPA approved the extension of the MOU until May 31, 2022, inanticipation of a successor MOU effective June 1, 2022. It is important to note that implementation of a coordinated entry system is required by HUD and the State ofCalifornia for CAP Solano JPA to access various grants addressing poverty and homelessness. During thecurrent MOU period, social services agencies throughout Solano County and CAP Solano JPA were able toaccess approximately $8.5 million that required a coordinated entry system.Each year, RCS provides an annual report to CAP Solano JPA on the effectiveness of the coordinated entrysystem. Annual reports to the County and all of its cities reporting on progress in achieving key milestones at 12months, 24 months, and 36 months are required. See Attachments 4 and 5 for the annual reports. During thecurrent MOU period, RCS reported the following outcomes:Households Served –1,857ByCityVallejoFairfieldVacavilleDixonSuisunNotReportedOutsideofSolanoCounty Benicia RioVista OtherWithinSolanoCounty955633136424023111052Exits491ByTypePermanentHousingNotReportedOtherTransitionalHousingDeceased ResidentialProgram InstitutionalSetting SubstanceUseTreatment36550201917875Should all participating agencies approve the proposed successor MOU, RCS will be able to continue itsstandardized approach to comprehensively assess the housing and service needs of those experiencinghomelessness throughout Solano County and refer them to appropriate available resources needed to end theirhomelessness. Agencies that have already approved the MOU include Solano County and the Cities of SuisunCity and Vacaville. Changes from the prior MOU include: Performance objectives that are almost entirely new, as the initial MOU was focused on ramp up of thecoordinated entry system and this MOU is now focused on deliverables.Greater flexibility between use of line items within the budget to better meet the needs of the operator.The MOU now follows the matching HUD grant period of June May (versus original February January).Staff recommends that the City Council approve the MOU and authorize the city manager to execute andimplement the MOU.FINANCIAL IMPACTThe MOU obligates Solano County and all of its cities with the exception of Dixon to contribute $994,657 over athreeyear timeframe. As with the previous MOU, the threeyear budget has been divided among the members of CAP Solano JPA based on population. Of the total, Fairfield's share is $219,400 (23% of the total) $70,983 in year 1, $73,112 in year 2, and $75,305 in year 3.

There is no fiscal impact to the City, as this annual amount has been included in the approved FY 20212022 budget and will be paid from the Low and Moderate Income Housing Asset Fund (Fund 022, Division and Responsibility Code 18911).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
The attached MOU has been reviewed by staff representing Solano County and all of the cities in the county, with the exception of Dixon. The County of Solano approved the MOU in December 2021, and the Cities of Suisun City and Vacaville approved the MOU in January 2022.

ALTERNATIVE ACTION
The City Council/Housing Authority may decide not to adopt the resolutions in which case the City would not be able to enter into the MOU along with the other agencies and invest resources to expand the coordinated entry system in Solano County. Without Fairfield's participation, there is the possibility that the County and other cities would also not invest resources in the coordinated entry system. Also, reducing the City's investment would likely mean that the level of services outlined in the MOU would have to be reduced.

STAFF CONTACT
Dawn M. La Bar, Homeless Services Manager
(707) 4287749
[email protected]
COORDINATED WITH
Finance Department
ATTACHMENTS:

Description
Attachment 1. Proposed Resolution Housing Authority
Attachment 2. Proposed Resolution City Council
Attachment 3. Proposed Memorandum of Understanding
Attachment 4. Resource Connect Solano Annual Report June 2019 – May 2020 Attachment 5. Resource Connect Solano Annual Report June 2020 – May 2021 REVIEWERS:

Reviewer Action Date
La Bar, Dawn Approved 4/11/2022 6:54 PM
Ballard, Kelly Approved 4/13/2022 11:09 AM
Packet Page 10 of 305

FAIRFIELD HOUSING AUTHORITY

RESOLUTION NO. HA2022-05

RESOLUTION OF THE FAIRFIELD HOUSING AUTHORITY APPROVING THE USE OF FUNDS FROM

THE LOW AND MODERATE INCOME HOUSING ASSET FUND FOR THE MEMORANDUM OF

UNDERSTANDING BETWEEN COMMUNITY ACTION PARTNERSHIP OF SOLANO, JOINT POWERS

AUTHORITY, SOLANO COUNTY, AND THE CITIES OF BENICIA, FAIRFIELD, RIO VISTA, SUISUN

CITY, VACAVILLE, AND VALLEJO TO SUPPORT THE COORDINATED ENTRY SYSTEM

WHEREAS, the City of Fairfield has adopted a comprehensive strategy to address homelessness and has undertaken multiple efforts at the local level to combat homelessness, including participating on the Board of Directors of Community Action Partnership of Solano , Joint Powers Authority (CAP Solano JPA) to coordinate regional efforts to address homelessness; and

WHEREAS, the Solano Safety Net Consortium (Consortium) was established in 1999 through a joint powers agreement; and

WHEREAS, the Consortium changed its name to Community Action Partnership (CAP) of Solano, Joint Powers Authority (JPA) in 2008; and

WHEREAS, the City of Fairfield (City) joined CAP Solano JPA in October 1999; and

WHEREAS, the purpose of CAP Solano JPA is to create a collaborative group of local governments that work with local agencies to end poverty and homelessness county-wide; and

WHEREAS, in 2017, CAP Solano JPA produced a 5-year regional strategic plan, “Neighbors Helping Neighbors: Forward Together,” to respond to homelessness in Solano County; and

WHEREAS, CAP Solano JPA began work to improve system navigation through annual grants received from the U.S. Department of Housing and Urban Development, known as a coordinated entry system; and

WHEREAS, the City desires to continue to support the robust coordinated entry system including an effective number of employees and a landlord incentive program to more efficiently serve Fairfield’s most vulnerable residents; and

WHEREAS, under SB 341, funds in the Low and Moderate Income Housing Asset Fund may be used for the following purposes: (i) to monitor and preserve the long-term affordability of units subject to affordability restrictions or covenants entered into by the former redevelopment agency or the housing successor; (ii) up to $250,000 per fiscal year for homeless prevention and rapid rehousing services; and (iii) for the development of affordable housing.

Packet Page 11 of 305Attachment 1 Page 1 of 2

RES. NO. HA2022-05

Page 2 ends

NOW, THEREFORE, THE FAIRFIELD HOUSING AUTHORITY HEREBY RESOLVES:

Section 1. The above recitals are true and correct and are a substantive part of this resolution.

Section 2. The Fairfield Housing Authority approves the expenditure of funds in an amount not-to-exceed $219,400 from the Low and Moderate Income Housing Asset Fund (Fund 022) to implement the Memorandum of Understanding between Community Action Partnership of Solano, Joint Powers Authority, Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to support the Coordinated Entry System addressing homelessness from June 1, 2022, through May 31, 2025.

Section 3. The executive director, or their designee, is hereby authorized and directed to do all things necessary or proper to effectuate the purpose of this resolution.

Section 4. This resolution shall take effect immediately upon adoption.

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COMMISSIONERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COMMISSIONERS:

ABSENT: COMMISSIONERS:

ABSTAIN: COMMISSIONERS:

MAYOR

ATTEST:

____________________________

SECRETARY

Packet Page 12 of 305Attachment 1 Page 2 of 2

CITY OF FAIRFIELD

RESOLUTION NO. 2022-74

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING A MEMORANDUM

OF UNDERSTANDING BETWEEN COMMUNITY ACTION PARTNERSHIP OF SOLANO, JOINT

POWERS AUTHORITY, SOLANO COUNTY, AND THE CITIES OF BENICIA, FAIRFIELD, RIO VISTA,

SUISUN CITY, VACAVILLE, AND VALLEJO TO SUPPORT THE COORDINATED ENTRY SYSTEM

WHEREAS, the Solano Safety Net Consortium (Consortium) was established in 1999 through a joint powers agreement; and

WHEREAS, the Consortium changed its name to Community Action Partnership of Solano, Joint Powers Authority in 2008; and

WHEREAS, the City of Fairfield (City) joined CAP Solano JPA in October 1999; and

WHEREAS, the purpose of CAP Solano JPA is to create a collaborative group of local governments that work with local agencies to end poverty and homelessness county -wide; and

WHEREAS, in 2017, CAP Solano JPA produced a 5-year regional strategic plan, “Neighbors Helping Neighbors: Forward Together,” to respond to homelessness in Solano County; and

WHEREAS, CAP Solano JPA began work to improve system navigation through annual grants received from the U.S. Department of Housing and Urban Development, known as a coordinated entry system; and

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The above recitals are true and correct and are a substantive part of this resolution.

Section 2. The city manager, or his designee, is hereby authorized to execute a Memorandum of Understanding between Community Action Partnership of Solano, Joint Powers Packet Page 13 of 305Attachment 2 Page 1 of 2

RES. NO. 2022-74

Page 2 ends

Authority, Solano County, and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo to support the Coordinated Entry System addressing homelessness from June 1, 2022 , through May 31, 2025.

Section 3. The city manager, or his designee, is hereby authorized and directed to do all things necessary or proper to effectuate the purpose of this resolution.

Section 4. This resolution shall take effect immediately upon adoption.

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

Packet Page 14 of 305Attachment 2 Page 2 of 2

1 COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org

A MEMORANDUM OF UNDERSTANDING

BETWEEN THE COMMUNITY ACTION PARTNERSHIP OF
SOLANO, JOINT POWERS AUTHORITY; SOLANO COUNTY; AND

THE CITIES OF BENICIA, FAIRFIELD, RIO VISTA, SUISUN CITY,

VACAVILLE, AND VALLEJO REGARDING THE HOUSING FIRST

SOLANO CONTINUUM OF CARE COORDINATED ENTRY SYSTEM
This Memorandum of Understanding, hereinafter referred to as “MOU,” is made effective June 1, 2022 by and between the Community Action Partnership of Solano, Joint Powers Authority, hereinafter referred to as the “JPA”; Solano County, hereinafter referred to as the “County”; and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo, hereinafter referred to as the “Cities”; individually, a “Party”; and collectively, the “Parties.”

RECITALS
WHEREAS, the JPA is charged with providing oversight and coordination of homeless and safety net services to the residents of the County and Cities; serving as the conduit for safety net funding support; administering such funds and making grants available to other non-profit entities that provide services to people experiencing homelessness; setting policy and being the central agency for the oversight and technical assistance for the operation of homeless shelters, transitional housing, homeless assistance centers, community action councils and other safety net services; and undertaking such other programs as its Board of Directors may authorize, including such duties and tasks required to receive and distribute federal, state, local, and other funding to support the JPA’s mission; and WHEREAS, the Continuum of Care that coordinates the provision of housing and supportive services addressing homelessness in the County and Cities is known as the Housing First Solano Continuum of Care, hereinafter referred to as the “CoC”; and
WHEREAS, in March 2017, the JPA released “Neighbors Helping Neighbors:

Forward Together,” a five-year regional strategic plan to respond to homelessness in Solano County as amended from time to time, hereinafter referred to as the “Regional Strategic Plan.” The decision to develop the Regional Strategic Plan was a collective one made by the County and Cities, who came to realize that a regional approach was necessary to effectively respond to homelessness both immediately and in the long-term; and
WHEREAS, one of the key core goals recommended by the Regional Strategic Plan is to improve system navigation by 1) increasing outreach and engagement; 2) reducing the number of people entering the homeless assistance system; 3) improving system-wide communication, collaboration, and coordination; and 4) Packet Page 15 of 305Attachment 3 Page 1 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 2 increasing the supply and diversity of housing and service options to accommodate varied needs of priority subpopulations; and

WHEREAS, Coordinated Entry provides a standardized approach to comprehensively assess the housing and service needs of homeless individuals and families and refer them to appropriate available resources that are needed to end their homelessness; and

WHEREAS, the U.S. Department of Housing and Urban Development (HUD) requires recipients of Continuum of Care and Emergency Solutions Grants (ESG) Program funding to use a coordinated assessment system, under the authority of the Continuum of Care Program Interim Rule, 24 CFR § 578; the Emergency Solution Grant Program Interim Rule, 24 CFR § 576; and HUD Notice CPD-17-01; and

WHEREAS, Coordinated Entry connects the community’s network of homeless services and housing resources while streamlining, standardizing, and coor dinating the current homeless intake, assessment, and referral process; and

WHEREAS, homeless individuals and families, especially highly vulnerable individuals and families who are homeless, are Coordinated Entry’s principal users; and

WHEREAS, the Parties have agreed that an effective Coordinated Entry process is a critical component to improving system navigation as recommended by the Regional Strategic Plan; and

WHEREAS, the Coordinated Entry System serving the Housing First Solano CoC is known as Resource Connect Solano; and

WHEREAS, Resource Connect Solano is governed by Housing First Solano’s Coordinated Entry System Policies and Procedures; and

WHEREAS, the JPA is under contract with HUD through the Continuum of Care Program to employ 3.5 full-time employees and offer transportation assistance to clients in order to operate Resource Connect Solano for the CoC; and

WHEREAS, the JPA operates Resource Conn ect Solano through a subrecipient Coordinated Entry System Operator pursuant to a separate Subrecipient Agreement, hereinafter known as the “Subrecipient Agreement”; and

WHEREAS, the Parties recognize that additional resources are needed to enable Resource Connect Solano to operate an effective and efficient system to address homelessness and implement best practice solutions to leverage the existing housing stock to increase housing opportunities.

Packet Page 16 of 305Attachment 3 Page 2 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 3 NOW, THEREFORE, in consideration of the premises set forth above, the mutual promises and sufficiency of which are hereby acknowledged, the Parties agree as follows:

I. The County and Cities agree to provide funds to the JPA over the course of three years from the effective date for Coordinated Entry services provided throughout Solano County as set forth in Exhibit B (Budget).

1. The County and Cities shall transmit annual payments to the JPA for the deliverables specified in Exhibits A and B.

2. This Memorandum of Understanding may be amended upon written agreement signed by all the Parties.

II. Program performance of the JPA

The JPA shall use funding received pursuant to this MOU to deliver the services described in Exhibit A (Scope of Work) in accordance with Exhibit C (Performance) to homeless individuals and families from the County and Cities pursuant to the terms of this MOU.

III. Fiscal responsibilities of the JPA

The JPA agrees to:

1. Monitor the activities listed in Exhibits A (Scope of Work), B (Budget), and C (Performance Objectives), and the terms of this MOU.

2. Adhere to its written JPA Continuum of Care Policies and Procedures for financial management.

3. Be liable for repayment of ineligible costs as defined by the Continuum of Care Program and Emergency Solutions Grant Interim Rules. The JPA shall be afforded the opportunity to respond to any adverse findings regarding ineligible costs before being held subject to repayment.

4. Be liable for repayment of costs incurred for activities not consistent with Exhibits A-C. The JPA shall be afforded the opportunity to respond to any adverse findings regarding such costs before being held subject to repayment.

Packet Page 17 of 305Attachment 3 Page 3 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 4 5. Comply with accounting rules SFA 116 and 117 as issued by the Financial Accounting Standards Board in June 1993.

6. Promptly pay any debts or obligations to the County and/or Cities.

IV. Records, reports, and audits of the JPA

1. Governance.

a. The JPA shall have available and provide to County and/or Cities upon request:

i. A copy of 1999 Solano County Board of Supervisors
Resolution Number 99-215, a “Resolution De-
Designating the County of Solano as the Community
Action Agency and Designating the Solano Safety Net
Consortium as the Community Action Agency for Solano
County,” which created the JPA.

ii. A copy of current JPA Bylaws.

iii. The current roster of the JPA membership.

iv. A copy of the adopted JPA Continuum of Care Policies and Procedures Manual, inclusive of its Conflicts of
Interest Policy and its Financial Management policies
and procedures.

b. The JPA shall notify the Parties if it makes any changes to its interpretation of its compliance obligations under the Ralph M.

Brown Act, as specified in the JPA Bylaws, on an annual basis.

2. Establishment and maintenance of records. The JPA shall maintain records sufficient to reflect properly all matters covered by the enclosed Exhibits A-C.

3. Preservation of records. The JPA shall preserve and make available its records in accordance with its Bylaws.

4. Examination of records and/or facilities. At any time during normal business hours, and as often as may be deemed necessary, the JPA agrees that the County and/or any City, and/or any duly authorized representatives for those Parties, shall, for a period of five years following the expiration of this MOU, have access to and the right to Packet Page 18 of 305Attachment 3 Page 4 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 5 examine its offices and facilities engaged in performance of this MOU, and audit records and data with respect to matters covered by this MOU; excepting those falling within the attorney-client and attorney- work-product privileges. The County and/or Cities shall provide the JPA with reasonable notice of any such examination.

5. County and City monitoring reviews. The County and/or Cities may conduct monitoring reviews. Such reviews may cover program compliance, as well as fiscal matters. The County and/or Cities shall provide the JPA with reasonable notice that a review will be conduct - ed. The JPA will be afforded a reasonable period of time to respond to any monitoring findings. Cost of such reviews will be borne by the Party(ies) requesting the review. The County and/or Cities may withhold payment and/or terminate this MOU if the JPA fails to respond to or correct finding(s) within a reasonable period of time.

a. Performance reports. Throughout the MOU term, the JPA shall share all performance reports prepared pursuant to the oversight of Resource Connect Solano by the JPA.

V. Coordination of program

1. JPA. The Chair / Executive Director of the JPA, or his/her designee, shall have overall responsibility for the progress and execution of this MOU.

2. The County. The County Administrator, or his/her designee, shall serve as the point of contact for the County with respect to this MOU.

3. The Cities. The City Managers, or their designees, shall serve as the point of contact with respect to this MOU.

4. Notices. All notices or other correspondence required or contemplated by this MOU shall be sent to the Parties at the following addresses:

JPA: Community Action Partnership of Solano,
Community Action Authority
Attn: Dawn LaBar, Chair / Executive Director
1000 Webster Street Fairfield, CA 94533
Packet Page 19 of 305Attachment 3 Page 5 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 6 County: Birgitta E. Corsello
County Administrator
Solano County
675 Texas Street, Suite 6500
Fairfield, CA 94533
City of Benicia: Erik Upson
City Manager
City of Benicia
City Hall
250 East L Street
Benicia, CA 94510
City of Fairfield: David Gassaway
Acting City Manager
City of Fairfield
1000 Webster Street
Fairfield, CA 94533
City of Rio Vista: Robert Hickey
City Manager
City of Rio Vista
Rio Vista City Hall
One Main Street
Rio Vista, CA 94571
City of Suisun City: Greg Folsom
City Manager
City of Suisun City
City Hall
701 Civic Center Boulevard
Suisun City, CA 94585
City of Vacaville: Aaron Busch
City Manager
City of Vacaville
City Hall
650 Merchant Street
Vacaville, CA 95688
Packet Page 20 of 305Attachment 3 Page 6 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 7 City of Vallejo: Mike Malone
Interim City Manager
City of Vallejo
555 Santa Clara Street
Vallejo CA 94590

VI. Compliance with law

The JPA shall become familiar and comply with and cause all its employees and contractors, if any, to become familiar and comply with all applicable Federal, State, and local laws, ordinances, codes, regulations, and decrees. Failure of the JPA to, in any manner, observe and adhere to laws as described herein or as amended, shall in no way relieve the JPA of its responsibility to adhere to same, and the JPA herein acknowledges this responsibility.

XIII. Indemnification/insurance

The JPA shall indemnify, defend (with independent counsel jointly approved by the County and Cities), and hold harmless the County and Cities and their officers, officials, directors, employees, agents, volunteers, and affiliates from any and all claims, demands, causes of actions, damages, costs, expenses, actual attorney’s fees, consultant’s fees, expert fees, losses or liability, in law or in equity, of every kind and nature whatsoever arising out of or in connection with the JPA’s operations, or any subcontractor’s operations, to be performed pursuant to this MOU or the current Subrecipient Agreement between the JPA and its Coordinated Entry System Operator, for the fullest extent permitted by law, with the exception of the sole active negligence or willful misconduct of the County and/or any of the Cities.

Per its Subrecipient Agreement with the JPA, the Coordinated Entry System Operator shall procure and maintain for the duration of its Subrecipient Agreement with the JPA insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work under its Subrecipient Agreement and the results of that work by the Coordinated Entry System Operator, its agents, representatives, employees, or subcontractors. The County and Cities and their officers, officials, employees, agents and volunteers are to be covered by the Coordinated Entry System Operator as additional insureds against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work under its Subrecipient Agreement and the results of that work Packet Page 21 of 305Attachment 3 Page 7 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 8 by the Coordinated Entry System Operator, its agents, representatives, employees, or subcontractors.

The provisions of this Section shall survive the expiration or termination of this MOU and are not limited by any provisions relating to insurance in the current Subrecipient Agreement between the JPA and its Coordinated Entry System Operator.

The JPA agrees to enforce all the insurance requirements set forth in the Terms and Conditions exhibit to the current Subreci pient Agreement between the JPA and its Coordinated Entry System Operator.

VII. Noncompliance with Scope of Work, Budget, and Performance Objectives

1. The JPA shall be afforded the opportunity to respond to any information that suggests a failure or deficiency by the JPA to comply with any provision of this MOU. Examples of noncompliance include:

a. If the JPA (with or without knowledge) makes any material misrepresentation of any nature with respect to any
information or data furnished to the Parties in connection with this MOU.

b. If there is pending litigation with respect to the performance by the JPA of any of its duties or obligations under this MOU which may materially jeopardize or adversely affect the undertaking of or the carrying out of its program.

c. If the JPA is in default under the provisions of this MOU.

d. If the JPA makes improper use of funds.

e. If the JPA fails to comply with any of the terms and conditions of this MOU in such a manner as to constitute a material breach thereof.

f. The JPA refuses to accept any additional conditions that may be imposed by the County and/or any City as a result of changes required by law or by the Federal government.

g. If the JPA fails to accomplish the scope of services listed in Exhibits A-C and pursuant to the terms of this MOU in a timely manner.

Packet Page 22 of 305Attachment 3 Page 8 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 9 2. Should the JPA be unable to resolve concerns by a Party about a perceived failure to comply with Exhibits A-C under this MOU within a reasonable period of time, that Party shall have the right to withdraw from this MOU, receive reimbursement for services not yet rendered, and/or require corrective action to enforce compliance with such provision.

XV. Suspension or Termination

1. Suspension or termination for cause. This MOU may be suspended or terminated at any time before the date of completion by the JPA or pursuant to a unanimous agreement among the County and Cities if:

a. Any party fails to comply with the conditions of this MOU as described above; or

b. The Housing First Solano CoC chooses an entity other than the JPA to operate Resource Connect Solano; or

c. The JPA is not able to secure the resources to perform one or more of the duties described in Exhibit A: Scope of Work; or

d. The JPA no longer has adequate resources to operate Resource Connect Solano; and

e. The offending Party or Parties is/are afforded a reasonable opportunity to respond to any such concerns, and the offending Party or Parties fail(s) to resolve any such concerns.

2. Upon suspension or termination, the JPA shall:

a. Not incur new obligations and shall cancel as many
outstanding obligations as possible.

b. Be paid only for services rendered to the County and each City to the date of such suspension or termination; provided, however, if the MOU is suspended or terminated for fault of the JPA, the County and each City shall be obligated to compensate the JPA only for that portion of the JPA’s services which were of benefit to the County and each City.

Packet Page 23 of 305Attachment 3 Page 9 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 10 XIV. Rights and remedies not waived

In no event shall payment by the County or any City or acceptance of payment by the JPA hereunder constitute or be construed to be a waiver by any Party of any breach of covenants or conditions of this MOU or any default which may then exist on the part of any Party, and the making of any such payment while any such breach or default shall exist, shall in no way impair or prejudice any right or remedy available to any Party with respect to such breach or default.

VIII. Integrated document

No verbal agreements or conversations with any officer, agent or employee of the County and/or Cities prior to execution of this MOU shall affect or modify any of the terms or obligations contained in any documents comprising this MOU. Any such verbal agreement shall be considered as unofficial information and in no way binding upon the Parties.

XVI. Severability

In case any one or more of the provisions contained herein shall, for any reason, be held invalid, illegal, or unenforceable in any respec t, it shall not affect the validity of the other provisions which shall remain in full force and effect.

XVII. Term of MOU

The Term of this MOU is for three years from June 1, 2022 – May 31, 2025.

IN WITNESS WHEREOF, the parties hereto, acting by and through their duly authorized representatives, have executed this MOU in duplicate on the day and year set below each of the parties.

Packet Page 24 of 305Attachment 3 Page 10 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 11 For the JPA:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE
For Solano County, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE

For the City of Benicia, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE

For the City of Vallejo, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE
Packet Page 25 of 305Attachment 3 Page 11 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 12 For the City of Fairfield, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE
For the City of Rio Visa, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE
For the City of Suisun City, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE
For the City of Vacaville, a municipal
corporation:

SIGNATURE

PRINTED NAME
TITLE

ADDRESS

CITY STATE ZIP

DATE
Packet Page 26 of 305Attachment 3 Page 12 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 13 EXHIBIT A: SCOPE OF WORK

The JPA hereby enters into this Memorandum of Understanding with the County and Cities for the JPA to deploy the resources provided by the County and Cities to expand the Coordinated Entry System and to expand housing opportunities for individuals experiencing homelessness.

JPA shall be responsible for the following activities:

• Identifying and selecting a third-party to serve as the Coordinated Entry Services Operator.
• Securing the necessary resources to support the existing 3.5 FTEs employed by the Coordinated Entry Services Operator, including three Coordinated Entry Specialists and a full-time Coordinated Entry Housing Ready Specialist / Case Manager.
• Providing technical assistance and oversight of the Coordinated Entry Services Operator.
• Providing annual reports to the County and Cities on progress in achieving the milestones outlined in Exhibit C.
• Ensuring that resources provided by the County and Cities will be used for the following activities:

I. Resource Connect Solano Coordinated Entry System Manager

The JPA will ensure that the Coordinated Entry Services Operator hires a full-time Coordinated Entry Manager who will be responsible for the implementation and on-going administration, development, and continuous improvement of Solano County’s Coordinated Entry System in alignment with Housing First Solano’s Coordinated Entry System Polici es and Procedures. Duties include, but are not limited to:

1. Conducting Coordinated Entry System analysis, evaluation, monitoring, and review;

2. Maintaining Coordinated Entry System documentation, which includes system performance documents, reporting data, and federal forms;

3. Developing new access and outreach/in-reach points throughout the County to ensure full and equal access;
Packet Page 27 of 305Attachment 3 Page 13 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 14 4. Increasing the number of providers using Housing First Solano’s Homeless Management Information System (HMIS) and participating in Resource Connect Solano;

5. Creating tools and resources necessary to manage Resource Connect Solano Entry Points;

6. Ensuring consistent usage of and calibration of the assessment tool throughout the Coordinated Entry System;

7. Ensuring that the adopted prioritization criteria are used so that the most vulnerable individuals and families are prioritized for assistance and matched with the appropriate services for them ensuring the most efficient and cost-effective usage of resources;

8. Ensuring that beds and/or units funded by County or City programs that have specific client criteria are reserved for eligible program clients and input of program staff is sought before placement, such as input from County Behavioral Health staff for the No Place Like Home and Board and Care programs;

9. Managing the priority lists in conjunction with the Coordinated Entry staff;

10. Ensuring timely linkage of persons to available housing and services;

11. Providing guidance, training, capacity building support, communication updates, and other project support as needed to Housing First Solano, the County, and the Cities;

12. Ensuring all participating provider agencies have information as necessary to operate and participate in Resource Connect Solano successfully;

13. Creating and presenting monthly reports to the JPA and preparing annual assessments of the Coordinated Entry System;

14. Establishing a more robust marketing plan to bring awareness to residents across the county, including those precariously housed and those least likely to receive assistance in the absence of such marketing;

15. Creating and disseminating outreach materials about Resource Connect Solano;
Packet Page 28 of 305Attachment 3 Page 14 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 15 16. Reviewing and analyzing HMIS data, including reports on system- wide performance (e.g., clients receiving diversion assistance, vacancy reporting, completion of assessments); and

17. Maintaining the integrity of consumer data and ensuring up -to-date security protocols for the system.

II. Coordinated Entry System Administrator

The JPA will ensure the Coordinated Entry Service Operator hires a full- time Coordinated Entry System Administrator to support the Resource Connect Solano staff as well as the various jurisdictional and non -profit outreach teams. Duties would include:

1. Answering and responding to all Coordinated Entry System referral calls;

2. Performing a pre-screen diversion assessment over the phone and full Vulnerability Index – Service Prioritization Decision Assistance Tool assessment, where appropriate;

3. Referring callers to the most pertinent services, including prevention services for callers at-risk of homelessness;

4. Connecting clients to a Coordinated Entry Specialist for further case management;

5. Assisting the Coordinated Entry Specialists with data entry in HMIS;

6. Scheduling appointments with clients for the Coordinated Entry Specialists;

7. Providing training and technical assistance to local outreach teams to support their data entry in HMIS.

III. Coordinated Entry System Housing Locator

The JPA will ensure the Coordinated Entry Services Operator hires a full- time Coordinated Entry Housing Locator to support the Resource Connect Solano staff as well as the various jurisdictional and non-profit outreach teams to identify housing opportunities for individuals experiencing homelessness. Duties would include:

Packet Page 29 of 305Attachment 3 Page 15 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 16 1. Developing and managing a comprehensive outreach/ working relationship with community stakeholders, especially landlords;

2. Implementing a landlord recruitment and retention plan.

Recruiting landlord, management firm, and leaseholder
participation and/or growth of participation in Continuum of Care and Resource Connect Solano housing programs, which may include Permanent Supportive Housing, Rapid Rehousing, Section 8, TBRA, HUD/VASH, and other subsidy programs;

3. Meeting with owners, landlords and property managers to discuss partnering with Resource Connect Solano, including rental assistance, placement programs, and support services;

4. Negotiating with landlords experiencing conflicts with formerly homeless tenants to find solutions to experienced problems, including outside mediation services for more serious conflicts to help avoid eviction;

5. Building long-lasting relationships with property managers, landlords, owners, and firms to expand the scope of their participation in programs that house those experiencing homelessness;

6. Performing initial site visits at all prospective sites to ensure they meet guidelines for habitability standards;

7. Maintaining a database of landlords, management firms, and leaseholders working with those experiencing homelessness;

8. Sending out daily notices to Resource Connect Solano staff of any new housing availability;

9. Tracking all placements with landlords in HMIS;

10. Maintaining awareness of changes in market and community processes that can impact services; bring forward prospective recommendations to deal with expected changes.

11. Increase focus on systemic County-wide landlord engagement strategies.

Packet Page 30 of 305Attachment 3 Page 16 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 17 IV. Coordinated Entry System Housing Ready Specialist / Case Manager

The JPA will ensure that the Coordinated Entry Services Operator uses funding from the County and Cities to augment the salary of an existing part-time Coordinated Entry System Housing Ready Specialist / Case Manager to support the Resource Connect Solano staff as well as the various jurisdictional and non-profit outreach teams to identify housing opportunities for individuals experiencing homelessness. Duties would include:

1. Counseling individuals and families at the top of the Resource Connect Solano prioritization system as to potential housing options;

2. Coordinating supportive services for individuals and families at the top of the Resource Connect Solano prioritization system;

3. Using the Coordinated Entry System to provide comprehensive assessments of participant need for housing and services;

4. Monitoring and evaluating Resource Connect Solano participant progress;

5. Providing Resource Connect Solano participant information and referrals to providers participating in the Coordinated Entry System;

6. Developing individualized housing and service plans for individuals and families at the top of the Resource Connect Solano prioritization system;

7. Providing tenant counseling to individuals and families placed within the past 30 days into housing through Resource Connect Solano;

8. Assisting individuals and families at the top of the Resource Connect Solano prioritization system or placed within the past 30 days into housing through Resource Connect Solano to understand the leasing process;
Packet Page 31 of 305Attachment 3 Page 17 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 18 9. Assisting individuals and families at the top of the Resource Connect Solano prioritization system or placed within the past 30 days into housing through Resource Connect Solano with securing utilities;

10. Assisting individuals and families at the top of the Resource Connect Solano prioritization system or placed within the past 30 days into housing through Resource Connect Solano with making moving arrangements.

V. Coordinated Entry Systems Operations

The JPA will ensure that resources made available through this MOU for operations are allocated to items such as: the costs of office space; maintenance; office equipment; Internet access; a system website; marketing; office supplies; transportation costs incurred by the Resource Connect Solano staff; public transportation costs for consumers; and essential training and conference attendance about Coordinated Entry.

VI. Landlord Support Fund

The JPA will ensure that resources made available through this MOU continue a Landlord Support Fund program under which Solano -based landlords will be identified to accept one high needs tenant through the Resource Connect Solano referral process as selected by the Coordinated Entry Operator. Each participating landlord will be eligible to be reimbursed up to $2,000 each occurrence to cover damages caused by the high needs tenant enrolled through the Resource Connect Solano referral process. The Support Fund acts as liability insurance and may never be utilized by the selected landlords and will roll over from year to year.

VII. Landlord Financial Incentive Program

The JPA will ensure that resources made available through this MOU will continue a Landlord Financial Inc entive Program under which Solano-based landlords will be eligible to receive one nonrefundable “bonus” payment of up to $1000 for the first lease that they execute with an individual or family that is exiting homelessness by entering into that lease.

Packet Page 32 of 305Attachment 3 Page 18 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 19 upcoming upcoming ~ upcoming year no later

EXHIBIT B: BUDGET

I. Funding
In addition to coordinated entry staff supported by HUD CoC and /or ESG funding, which is $219,000 for FY 2021/22, pursuant to this MOU, the Cities and County will provide funding as follows:

1. $249,503 for staff salaries and benefits;

2. $45,302 for Coordinated Entry System operational costs;

3. $27,000 for Landlord Financial Incentive and Landlord Support Fund Programs.

Funding for years 2 and 3 will increase at a fixed rate of three (3) percent per year.

The total cost for each activity identified can be adjusted up to 10% of the total budget with approval of the Fiscal Agent and anything above 10% with the approval of the CAP Solano, JPA Board so long as the total annual budget is not exceeded. The ability to move funding will be evaluated based on Operator performance and community need. All budget change requests will be in writing to the CAP Solano, JPA Fiscal Agent.

The Operator shall submit to the CAP Solano, JPA Board, for the Board's approval, an annual report for the past year and an annual budget for the coming year no later than May 1st each year. Unless the proposed budget is disapproved by the Board at the next regularly scheduled Board meeting, which disapproval shall state with reasonable specificity the basis for disapproval, it shall be deemed approved. If the proposed budget is disapproved by the Board, the Operator shall submit for the Board's approval a new proposed budget within ten (10) business days following the Board's disapproval. The Operator shall continue to submit proposed budgets for Board approval until the Board approves a proposed budget.

Packet Page 33 of 305Attachment 3 Page 19 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 20 II. Method of Payment

The County and Cities shall transmit annual payments to the JPA. The method of payment was determined by the population of the Cities as follows:

Year 1 Year 2 Year 3 Total

Solano County

$75,012

$77,262

$79,579

$231,853
Benicia $17,220 $17,736 $18,268 $53,224
Fairfield $70,983 $73,112 $75,305 $219,400
Rio Vista $5,608 $5,776 $5,949 $17,333
Suisun City $18,215 $18,761 $19,323 $56,299
Vacaville $61,220 $63,056 $64,947 $189,223
Vallejo $73,547 $75,753 $78,025 $227,325
Total $321,805 $331,456 $341,396 $994,657

The JPA shall invoice the County and Cities within 30 days of the effective date of this MOU and then each year thereafter within 30 days of the same calendar date.

The Cities and County shall make payment of the invoice within 30 days of the date of the invoice.

Packet Page 34 of 305Attachment 3 Page 20 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 21 PERFORMANCE OBJECTIVES

The following performance objectives need to be completed by the end of this MOU (May 31, 2025):

• VI-SPDAT Alternative
o Lead the conversation and work to move from the VI-SPDAT to a more equitable and locally tailored prioritization tool. o Implement new vulnerability tool assessment when assessing referrals through the Coordinated Entry System
Years of Reporting: 1, 2 and 3
• Improve referral process
o Facilitate referrals starting to happen via HMIS electronically from all JPA-funded providers to ensure greater transparency and accountability
o Standardize the minimum documentation housing programs need to enroll people and define roles and responsibilities between CES and providers when it comes to making referrals
o Create a detailed workflow to assist programs accepting referrals from CE to navigate the vacancy reporting, tracking, and dismissal process to reduce misunderstandings during the match process. o Ensure providers are updating the vacancy tracker on a monthly basis and Coordinated Entry is relying on that data when making referrals
Years of reporting: 1, 2 and 3
• Consumer Feedback
o Collaborate with the Lived Experience Advisory Board to ensure consistent consumer feedback is received and
incorporated
o Administer client satisfaction survey to those interacting with the Coordinated Entry System
Years of Reporting: 1, 2 and 3
• In conjunction with the CES Committee, reconfigure current Coordinated Entry process
o Implement dynamic prioritization as a way to identify priority populations o Reduce the time waiting in the CE queue
o Work to limit the number of people who are actively being assisted by prioritizing those who are the most vulnerable and/or can be most easily resolved
o More specifically tailor services to population needs (ie: not everyone needs a full VI-SPDAT assessment)
o Strengthen current diversion and prevention intake and protocols to reduce inflow and track outcomes (# of households successfully diverted from homelessness because of external resources or service provider interventions/problem-solving conversations)
Packet Page 35 of 305Attachment 3 Page 21 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 22 Years of Reporting: 1, 2 and 3
• Provider Engagement
o Operationalize an ongoing process to consult stakeholders and the CoC’s Coordinated Entry Standing Committee on CE design and improvement
o Conduct provider surveys bi-annually
Years of Reporting: 1, 2 and 3
• Track the following quantifiable data:
o Average number of days between client contacting/referral made the CES and assessment (overall, by jurisdiction and by race to determine disparities)
o Average number of days between assessment and referral (overall and by race to determine disparities)
o Average number of days between referral and placement (overall and by race to determine disparities)
o Rate of housing program denials of participants
Reasons for housing program denials of participants
• Years of Reporting: 1, 2 and 3
• Housing Locator Metrics:
o Number of new landlords they connect with on a monthly basis and bring online
o Number new units they identify on a monthly basis and how many of those units house clients referred through RCS
o Develop local landlord engagement curriculum (training/webinar series) and hold trainings at least quarterly for providers (including:

Housing Location 101, Negotiating with Landlords, Eviction Process, Housing Voucher 101, How to Talk About “Housing First” during Housing Location, Selling Your Program to Landlords- Know Your Product, Rental Applications and Documentation, Housing Location Intake- What to Ask Clients, the Move-In Process and Housing Stability Planning, How to Use Shared Housing Models to find Affordable Housing, Landlord- Tenant Education and How to Read a Lease, Role Plays and Strategies to Respond to Landlord Complaints).
o Develop sample forms, templates, and trainings for providers to use, including: sample client reference letters for landlords, landlord-facing sample program information marketing, sample landlord-tenant- case manager communication plan/agreement, a tenant education program, etc.).
o Create a Housing Toolkit for providers to ensure tha t all providers know about the resources available to them for landlord outreach and know the process to work with the housing locator.

Packet Page 36 of 305Attachment 3 Page 22 of 23

COMMUNITY ACTION PARTNERSHIP
SOLANO

JOINT POWERS AUTHORITY
1000 Webster Street Fairfield, CA 94533 – www.capsolanojpa.org 23 o Lead a subcommittee to work on systemic landlord engagement strategies (including strategies to reduce barriers to housing:
obtaining documents, removing evictions, expunging convictions, payments of arrears, etc.).

Years of Reporting: 1, 2 and 3
o Organize annual trainings for homeless service providers (mandated for all CoC, ESG and state-funded housing providers) on: Fair Housing training (this should include information on Detecting and Preventing Discrimination, compliance with the Fair Housing Act, how to file a local grievance or HUD directly) and Tenants Rights (this should include information on any relevant moratoriums on evictions, late fees, and penalties related to nonpayment of rent). o Develop and continue to update a public list on the RCS website of:
available tenant legal resources for homeless and formerly homeless households; information on fair housing and anti- discrimination protections (including specific resources like protections of survivors of domestic violence and people with disabilities).
o Develop and update a Housing Locator/Landlord Engagement section on the RCS website.
o Develop a Landlord Appreciation process to honor landlords that have leased to homeless or formerly homeless tenants.

Packet Page 37 of 305Attachment 3 Page 23 of 23

1 Resource Connect Solano Annual Report
June 1, 2019 – May 31, 2020

Resource Connect Solano (RCS) operates the Housing First Solano Continuum of Care (CoC) Coordinated Entry System (CES). This annual report has been prepared for reporting purposes to the Community Action Partnership Solano, Joint Powers Authority (CAP Solano JPA or “the JPA”) as the CoC’s collaborative applicant for U.S. Department of Housing and Urban Development (HUD) CoC funding and as the direct recipient of funds under the jurisdictional-funded CES Expansion Memorandum of Understanding (MOU).

This report covers work completed by RCS and the JPA between June 1, 2019, through May 31, 2020.

Caminar is honored to operate RCS and has continued efforts to increase community collaboration, with the understanding that the system’s optimal operation is contingent upon community partnerships. As a result of these efforts the community now has a better understanding of the CES and has partnered with RCS to produce the results outlined in this report.

Caminar is honored to operate Solano County’s coordinated entry system, Resource Connect Solano and we are pleased to present the Annual Report for contract year 19-20.

We have continued our efforts to increase community collaboration, with the understanding that the system’s optimal operation is contingent upon community partnerships. As result of these efforts the community now has a better understanding of the coordinated entry system and has partnered with us to produce the results outlined in this report.

Packet Page 38 of 305Attachment 4 Page 1 of 19

2 2256 Adults In Coordinated Entry System
825 New Intakes 629 Referrals

Dixon 27 Fairfield 318 Suisun 12 Benicia 7
Vacaville 65 Vallejo 388 Rio Vista 3 Not Reported 5

Of the 825 that went through intake, 629 were referred to housing programs and service providers. The 196 that were not referred during the program year are awaiting an upcoming referral to a housing program. We make efforts to connect all new intakes to resources in the community. Unfortunately, the need outweighs the available resources in the community. Those who do not rise to the top of the vulnerability list are likely waiting to be referred, as resources are not currently available.

CONSUMERS SERVED
City of Residence

Dixon Fairfield Rio Vista Suisun Vacaville Vallejo Benicia Packet Page 39 of 305Attachment 4 Page 2 of 19

3 1500

1000

500

0 Gender
Men 928 Women 1321 Transgender 4
Gender Non-conforming 1 Data not collected 2

928 Men and 1321 Women
There were 4 people who identified as Transgender and 1 person identified as gender non- conforming; 2 data not collected.
277 Families - The most common family configuration is female parent with a child or children. We have noticed a steady increase in the number of families seeking assistance as compared to the 2018-2019 contract year.

Ethnicity
252 Hispanic Latino 6 Data not Collected
1992 Non-Hispanic/Latino 2 Refused
4 Other

Race
1214 Black or African 39 American Indian
American 10 Data not collected
901 White 5 Refused
47 Pacific Islander
40 Asian

DEMOGRAPHICS
0 200
400
600
800
1000
1200
1400
BlackWhitePacific IslanderAsianAmerican IndianData not collectedRefusedRace Packet Page 40 of 305Attachment 4 Page 3 of 19

4 Age
191 ages 18-24 503 ages 25-34
466 ages of 35-44 466 ages 45-54
343 age 55-61 287 age 62+ 0
100
200
300
400
500
600
18-2425-3435-4445-5455-6162+Age
Packet Page 41 of 305Attachment 4 Page 4 of 19

5 293 Exits
80% Exits to Positive Outcomes

125 Rental By Client no Subsidy
40 Living with Family or Friends
32 Rental By Client with Other Sub
12 Rental By Client with HCV1
10 Perm Housing Non RRH2
9 Rental By client with RRH
3 Rental By client with VASH3
3 Owned by client
4 Other
3 Residential Program
6 Deceased
22 No Exit Interview
17 Temporary Destinations
6 Institutional Settings
1 Data not collected

Case conferences are monthly forums for housing and service providers as well as community stakeholders to collaborate on placement options for the highest priority consumers. They are an opportunity to have robust conversations about wraparound services that can be provided and reduce duplication of services by multiple providers.

1 Housing Choice Voucher
2 Rapid Rehousing
3 Veterans Affairs Supportive Housing
EXITS
Exit Destination
Permanent Housing Other
No Exit Interview Negative Outcome

CASE CONFERENCES
Packet Page 42 of 305Attachment 4 Page 5 of 19

6 10 Case Conferences were held and 138 Consumers were presented Outcomes for the consumers presented are reflected in the annual exit data.

There were no case conferences held in April and May of 2020 due to the COVID-19 pandemic and federal and state social distancing requirements. However, the RCS team and partner agencies continued work on placement options.

Additionally, the RCS team partnered with Project RoomKey Agencies to identify and place the systems’ most vulnerable in those projects.

HUD staffing, transportation and administrative line items were fully expended with additional costs incurred by Caminar. Staffing costs have increased due to staff tenure, however there were no budget increases to absorb these cost. Additionally as specialist are consistently providing services in more remote areas of the county, transportation cost have increased.

Two of the staff positions funded through the jurisdictional expansion were not fully expended. The shortfall of these line items can be attributed to a period of time at the start of the contract in which the positions were not filled. We are now fully staffed, and we anticipate fully expending these line items in the coming year.

Additionally, the Landlord Incentive and Support funds were line items that proved challenging to expend. As the Housing Locator now has a better grasp of the position and is beginning to leverage the relationships developed with owners, we are confident that these funds will be more readily spent.

The positions funded through jurisdictional expansion increased our ability to provide more comprehensive services throughout the county, however the additional administrative burden was not budgeted. Our agency administrative costs and program operational cost greatly exceed the allocated amounts, and we have leveraged other program funds to cover the shortfall.

While the delay of the MOU execution resulted in invoicing delays, Caminar submitted accurate invoices and time tracking to support the services provided throughout the county.

FINANCIALS
Packet Page 43 of 305Attachment 4 Page 6 of 19

7 Eligible Cost HUD Description Contract
Budget
Amount
Billed
Contract
Balance
Assessment of Service
Need
.25 FTE $13,750 $13,749.89 $ .11
Case Management 1 FTE $55,000 $54,998.67 $ 1.33
Housing/Counseling
Services
1 FTE $55,000 $55,000.00 $ 0
Outreach Services 1.25 FTE $68,750 $68,750 $ 0
Transportation Mileage/Bus
Passes
$7,149 $ 7,149 $ 0
Administrative Cost Oversight,
goods/services
$19,965 $19,965 $ 0
Total HUD
Expenditure
$219,614 $219,612.56 $ 1.44
Jurisdictional
Expansion

Coordinated Entry
Manager
1 FTE $94,000 $75,204.67 $18,795.33
Coordinated Entry
Administrator
1FTE $46,000 $30,210.97 $15,789.03
Housing Locator 1FTE $58,000 $58,000.00 $ 0
Housing Specialist .5 FTE $30,000 $30,000.00 $ 0
Operational Cost $45,302 $45,302.00 $ 0
Landlord Incentive
Pilot
$17,000 $1,000 $ 16,000
Landlord Support
Fund
$10,000 $0 $10,000
Total Jurisdictional $300,302 $239,717.64 $60,584.36
Packet Page 44 of 305Attachment 4 Page 7 of 19

8 • Vacaville Homeless Round Table
• Fairfield Homeless Round Table
• Homeless Round Table with
Congressman Mike Thompson
• Vallejo Homeless Round Table
• Veterans Leadership
• Veterans By Name List
• Coordinated Entry Expansion
Meeting
• Point-In Time Count
• Coordinated Entry Community of
Practice
• Multi-Agency Outreach Events
• Housing First Solano Continuum
of Care
• Coordinated Entry Workgroup
• CAP Solano Joint Powers
Authority Board Meetings
• Whole Person Care Leadership
• Sutter Partnership
• Healthy Start Families
presentation
• VOICES collaboration
• Greater Vallejo Recreation District
presentation
• Solano Employment Connection
• One Stop Operator
• HOPE Resource Fair
• Family Justice Center Fair
• Solano Community College
• Public Health Leader

This year, Resource Connect Solano has had many opportunities to grow and adapt our service delivery to meet the needs of the community. We have increased access to the system through our partnerships with community organizations, partnered to develop policies to disseminate new Prevention and Diversion dollars to our community, and exceeded the contract deliverable for persons served. Resource Connect Solano has significant knowledge and understanding of the CES, local challenges, opportunities, best practices of engaging the target population, and effective approaches to establishing collaborative system partnerships.

We know what effective services, paired with the commitment of the county, cities, advocates, and service providers, will make possible for individuals and families who are most vulnerable and at greatest risk. We are steadfast in our commitment to ending homelessness in our community

PRESENTATIONS AND COMMUNITY ENGAGEMENT
EVENTS

CONCLUSION
Packet Page 45 of 305Attachment 4 Page 8 of 19

9 Jurisdictional-Funded CES Expansion Memorandum of
Understanding (MOU)
On February 25, 2019, the Community Action Partnership Solano, Joint Powers Authority (the JPA) entered into a Memorandum of Understanding (MOU) with Solano County and the Cities of Benicia, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo (the “jurisdictions”). One of the key goals of the JPA’s five-year Regional Strategic Plan to respond to homelessness in Solano County is to improve system navigation by 1) increasing outreach and engagement; 2) reducing the number of people entering the homeless assistance system; 3) improving system-wide communication, collaboration, and coordination; and 4) increasing the supply and diversity of housing and service options to accommodate the varied needs of subpopulations. The U.S. Department of Housing and Urban Development (HUD) mandates a Coordinated Entry System (CES) as a funding requirement. Coordinated Entry provides a standardized approach to comprehensively assess the housing and service needs of homeless individuals and families and refer them to the appropriate and available resources. An effective CES is a critical component to improving system navigation as recommended by the Regional Strategic Plan. Therefore, the jurisdictions came together under the MOU to fund the Solano County CES (“Resource Connect Solano”) to deliver the below services in accordance with the performance objectives described below.

This annual report is required by the MOU and covers MOU implementation work from June 1, 2019, through May 31, 2020.

Community Action Partnership Solano, Joint Powers Authority (JPA): MOU Year 1 Implementation
The JPA is responsible for the following activities under the MOU’s Scope of Work. The MOU for year one implementation included ten unique activities to be completed and all ten activities were completed. Details regarding all activities, including specific accomplishments are referenced below.

MOU Oversight Implementation Status
Monitor the Scope of Work, Budget,
Performance Objectives, and the terms of
this MOU.

JPA staff has monitored the scope of work
and performance objectives described in
the MOU throughout the year. The City of
Vacaville has served as the fiscal agent
and has monitored the budget.

Within the first six months of
implementation, Resource Connect Solano
(RCS) and JPA staff held bi-weekly check-
ins to discuss progress toward rolling out
Packet Page 46 of 305Attachment 4 Page 9 of 19

10 MOU Oversight Implementation Status
the objectives described in the MOU,
including the hiring and training of new
staff. Once RCS staff were on boarded
and trained, JPA staff continued to work
with RCS on continuous improvement
initiatives and rolling out the prevention
and diversion referrals and housing
locator role.

Report changes to bylaws and/or Board
membership on an annual basis.

There were no changes to the JPA bylaws
within the implementation period covered
by this report. The JPA Board reports the
following updates:
- Erik Upson was appointed JPA
representative for the City of
Benicia.
- Daniel Del Monte was appointed
JPA representative for Solano
County
- Dawn La Bar was elected JPA
Chair for 2020.
- Kathy Lawton-Caesar was elected
JPA Vice Chair for 2020.
- Daniel Del Monte was elected JPA
Secretary for 2020.

Identify and select a third-party to serve as
the Coordinated Entry System (CES)
Operator
A three-year Request for Proposal was
released by the JPA in April, 2019. In
May, Caminar (operating as “Resource
Connect Solano”) was selected as the
Coordinated Entry operator for three
years.

Secure the necessary resources to support
the existing 3.5 FTEs employed by the CES
Operator, including three Coordinated
Entry Specialists and a full-time
Coordinated Entry Housing Ready
Specialist / Case Managers
This has been achieved through braided
funding through the jurisdictional MOU
and HUD Continuum of Care (CoC) CES
funding.

Provide technical assistance and oversight
of the CES Operator
JPA staff has had regular check-ins with
Resource Connect Solano throughout the
operating year and Resource Connect
Solano has reported monthly at JPA
Board meetings.
• JPA staff has monitored
compliance with annual VI-SPDAT
assessor training, lead CES CoC
workgroups and taken the lead on
Packet Page 47 of 305Attachment 4 Page 10 of 19

11 MOU Oversight Implementation Status
updating CES policies and
procedures. JPA staff worked with
Resource Connect Solano to
overhaul the CES processes and
procedures and assessment script
this year to integrate the CES
expansion processes, including
referrals to new Prevention and
Diversion funds and the Domestic
Violence CES (DV-CES). A CoC
grievance procedure was also added
to the CES policies and procedures,
as well as to the Resource Connect
Solano website.
• JPA staff assisted with the DV-
CES implementation, as 2019 was
the first year of the grant. This
included training staff, facilitating
discussions between Resource
Connect Solano and SafeQuest
regarding the integration of the
DV-CES with the CES, and
creating marketing materials for
the DV-CES.
• JPA staff assisted with the rollout
of the Housing Locator, provided
four landlord engagement and
housing trainings with associated
materials, and facilitated a meeting
with a housing locator from a “best
practice” community. JPA staff also
assisted with landlord outreach
materials for the CES expansion
event.
• Through a grant with Solano
County, JPA staff took the lead on
creating a Resource Connect Solano
website and associated marketing
materials and translations and
held a CES expansion rollout event
for the community. 107 people
attended the event, including
elected officials, landlords, CoC
members, Tripartite Advisory
Packet Page 48 of 305Attachment 4 Page 11 of 19

12 MOU Oversight Implementation Status
Board members, JPA Board
Members and local agencies.
• In 2019 the JPA secured California
Department of Housing and
Community Development (HCD)
technical assistance support for the
2019 Coordinated Entry
Evaluation. This evaluation is
forthcoming.
• JPA staff checks in regularly with
the Coordinated Entry Manager
and provides technical assistance
as requested.
• JPA staff developed a new intake
and screening tool that will enable
RCS to refer clients with a low
score on the VI-SPDAT to
mainstream services run through
the County’s Employment and
Eligibility Division.

Provide annual reports to the County and
the Cities on progress in achieving the
milestones outlined in Exhibit C of the CE
MOU (Performance Objectives).

This annual report describes the progress
in achieving the CE MOU Performance
Objectives.

Ensure that resources provided by the
County and Cities will be used to:
• Hire a full-time Coordinated Entry
Manager
• Hire a full-time Coordinated Entry
System Administrator
• Hire a full-time Coordinated Entry
Housing Locator
• Augment the salary of an existing
part-time CES Housing Ready
Specialist / Case Manager to support
the RCS staff as well as the various
jurisdictional and non-profit outreach
teams to identify housing
opportunities for individuals
experiencing homelessness.

The JPA has ensured that all Resource
Connect Solano staff have been hired as
required by the MOU.

Resource Connect Solano hired a full-time
CES Manager in September, 2019.

Resource Connect Solano hired a full-time
CES Administrator in September, 2019.

Resource Connect Solano hired a full-time
CES Housing Locator in July, 2019.

Resource Connect Solano has used
jurisdictional MOU funds to augment the
salary of an existing part-time CES
Housing Ready Specialist / Case Manager.

HUD CoC funds pay for the other portion
of the salary.

Ensure that resources provided by the
County and Cities will be allocated to items
such as the costs of office space,
maintenance, office equipment, internet
The City of Vacaville, as the fiscal agent,
is reviewing and ensuring that all
jurisdictional dollars are adhering to their
eligibility requirements.

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13 MOU Oversight Implementation Status
access, a system website, marketing, office
supplies, transportation costs incurred by
the RCS staff, public transportation costs for
consumers, essential training, and
conference attendance.

Ensure that resources provided by the
County and Cities will be allocated to
establish a Landlord Support Fund under
which five Solano County-based landlords
will be identified to accept one high needs
tenant through the RCS referral process.

A Landlord Incentive Fund has been
established and processes for its use have
been developed. Resource Connect
Solano’s Housing Locator has been
working diligently to develop landlord
relationships and expects to utilize the
remainder of these funds in the upcoming
fiscal year. Additional information
regarding this fund is included in the RCS
metrics below.

Ensure that resources provided by the
County and Cities will be allocated to
establish a Landlord Financial Incentive
Pilot that will be used to launch and fund a
program under which 34 Solano-based
landlords will be eligible to receive one
nonrefundable “bonus” payment of $500 for
the first lease that they execute with an
individual or family that is exiting
homelessness by entering into that lease.

A Landlord Financial Incentive Pilot has
been established and processes for its use
have been developed. Additionally,
processes and procedures have been
developed to ensure that it is used
consistently and effectively to build a list
of partnering landlords. Landlords have
utilized this incentive fund and Resource
Connect Solano’s Housing Locator has
been working diligently to develop
landlord relationships and expects to
utilize these remainder of the funds as
part of the Project Roomkey rehousing
efforts, which are currently ongoing.

Additional information regarding this pilot
is included in the RCS metrics below.

Packet Page 50 of 305Attachment 4 Page 13 of 19

14 Resource Connect Solano MOU Year 1 Implementation
Resource Connect Solano is responsible for the following activities under the MOU’s Scope of Work. The MOU for year one implementation included 12 unique activities to be completed and ten of the 12 activities were completed with two activities that are not complete but are ongoing. Details regarding all activities, including specific accomplishments or next steps for the incomplete activities, are referenced below.

Activity Implementation Update
Recruit, hire, onboard, and train Housing
Locator.

Resource Connect Solano hired a
Housing Locator in July 2019.

The Housing Locator and CES
Manager attended a meeting with
JPA staff in September, 2019, to
discuss the Housing Locator role
within the CES and to discuss future
training opportunities. In September,
2019, JPA staff gave an in-person
Landlord Engagement training to the
Housing Locator. In October, JPA
staff facilitated a best practices
conversation with a Housing Locator
in Austin, Texas, that has been
managing a robust housing location
program for many years. This
Housing Locator also distributed
training and other best practice
materials to Resource Connect Solano.

In December, JPA staff gave the
Housing Locator an additional
technical housing training and held a
meeting to discuss progress in the role
and to outline strategies to increase
landlord outreach and participation in
the homeless system of care. In
February 2020, JPA staff conducted
landlord outreach for the CES
expansion meeting and assisted with
landlord outreach materials that were
distributed at the meeting. JPA staff
continues to work closely with the
Housing Locator to respond to clients’
Packet Page 51 of 305Attachment 4 Page 14 of 19

15 Activity Implementation Update
housing needs during the COVID-19
crisis, including making connections
with Public Housing Authorities and
CoC-funded programs.

Develop plan for Landlord Support Fund and
Financial Incentive Pilot.

Both funds have been established and
processes for their use have been
developed.

The housing locator is currently
working to locate housing for Resource
Connect Solano clients with vouchers
or other housing subsidies, and clients
who have some income to rent an
apartment, but may not have enough
to cover their security deposits and
other move in costs and may not meet
the standard landlord income
requirements. It takes time to build
relationships with landlords, and
momentum has been developed
recently which Resource Connect
Solano expects to continue.

Resource Connect Solano will have
more success utilizing these funds in
the upcoming fiscal year now that
landlord relationships have been
developed and internal processes have
been refined. Rehousing planning has
also taken on a new importance
during COVID-19 as Resource
Connect Solano works on rehousing
plans for those clients currently
housed in Project Roomkey.

Identify potential private market housing. The Housing Locator conducts regular searches of housing listings and visits
these properties to engage with
landlords and assess the properties.

The Housing Locator has developed a
spreadsheet database that lists
private landlord contact information,
eligibility requirements and
apartment locations. Vacancies are
sent to Resource Connect Solano
coordinated entry specialists weekly
to assist with housing location for
clients.

Packet Page 52 of 305Attachment 4 Page 15 of 19

16 Activity Implementation Update
Establish and maintain relationships with
private market landlords.

A landlord outreach flyer has been
developed and landlord outreach is
ongoing as the Housing Locator is
regularly out in the community
developing these relationships.

Landlords were invited to and
attended the CES expansion event in
February, 2020 and nine attended.

Generate new housing opportunities from
existing housing stock.

Resource Connect Solano’s Housing
Locator connects with existing
landlords to persuade them to rent to
Coordinated Entry clients and pairs
vouchers with clients and appropriate
supportive services. The Housing
Locator is currently working to engage
partner agencies in order to have a
better understanding of supportive
services available in the community.

The Housing Locator will then match
clients with services to help ease
concerns landlords may have with
renting to RCS clients.

There are significant barriers to
finding landlords to rent to people
experiencing homelessness, including:
stigma, strict eligibility requirements
for income, criminal backgrounds and
rental history. To help overcome these
barriers, the Housing Locator does
extensive outreach to landlords in
which she educates landlords on RCS,
the programs supporting people
experiencing homelessness and the
supports they provide, coordinated
entry generally and the landlord
support and incentive funds.

Establish Landlord Support Fund and recruit
five landlords to participate.
• Each of the 5 participating landlords will
be eligible to be reimbursed by the JPA
for up to $2,000 each landlord per year to
cover damages caused by tenants
enrolled through the Resource Connect
Solano referral process.

A Landlord Support Fund has been
established and processes for its use
have been developed. Although no
landlords have been enrolled in this
support fund, Resource Connect
Solano’s Housing Locator has been
working diligently to develop landlord
relationships and expects to utilize
Packet Page 53 of 305Attachment 4 Page 16 of 19

17 Activity Implementation Update
these funds in the upcoming fiscal
year.

Landlord support funds continue to be
a best practice for housing location for
people experiencing homelessness, as
landlords often cite concern over
potential property damage as a reason
they are hesitant to rent to people
experiencing homelessness. These
funds are a much-needed community
resource and a critical component of
future landlord engagement efforts,
particularly as there is a push to
urgently house clients exiting Project
Roomkey motels during the COVID-19
pandemic.

Establish Financial Incentive Pilot Program and
recruit five landlords to participate.
• 34 Solano-based landlords will be eligible
to receive one nonrefundable “bonus”
payment of $500 for the first lease that
they execute with an individual or family
that is exiting homelessness by entering
into that lease.

A Landlord Financial Incentive fund
has been established and a process for
its use has been developed. This fund
was marketed at the CES expansion
event and although only a few
landlords have participated in this
fund, Resource Connect Solano hopes
to build on the Housing Locator’s
relationship building efforts to
increase the number of housing
placements utilizing this fund.

Resource Connect Solano has created
a tracking mechanism for clients
referred to the Housing Locator and
this database is used to match clients
to eligible services and housing, to
problem-solve barriers to housing and
to identify when the use of these funds
could help overcome some of those
barriers. Additionally, the Housing
Locator has found through this initial
pilot that large property management
companies are less likely to capitalize
on this incentive, so the focus will be
on small and medium-sized landlords
moving forward.

Recruit, hire, onboard, and train Coordinated
Entry Manager and Administrator.

The CES Manger and Administrator
were hired in September, 2019.

However, Caminar’s Director of
Packet Page 54 of 305Attachment 4 Page 17 of 19

18 Activity Implementation Update
Supportive Housing served as the
CES Manager from May until
September, 2019.

The CES Manager and Administrator
continue to fulfill the job duties
outlined in the MOU. The CES
Manager and Administrator positions
have been critical to the success of
Resource Connect Solano’s expansion
of the past year.

Develop new operational plan with additional
operations funding.

This funding was used to support
ongoing program operations and
functioning. This includes, the cost of
office space, utilities, computers, office
supplies, insurance, training expenses
and marketing materials.

Outreach and advertise to providers not
currently using HMIS, VI-SPDAT assessment
and participating in the Coordinated Entry
System.

Resource Connect Solano and the
HMIS Lead have coordinated outreach
efforts to homeless service providers to
increase HMIS usage.

By the end of 2019, the CoC was using
91 HMIS licenses to collect client-level
data, as well as data on the provision
of housing and services to homeless
individuals and families and persons
at risk of homelessness. This is an
increase from the 71 licenses that
were being used at the end of 2018. In
2019, RCS completed 45 outreach
presentations to the community and
regularly interacts with providers
throughout Solano County. These
outreach efforts were intended to
promote awareness of HMIS among
homeless service providers and
encourage robust participation.

Efforts to educate providers on the
community benefits of HMIS made
possible an increase in interest and
participation among eligible homeless
service providers.

Expand existing access points in the County to
increase geographic coverage.

Resource Connect Solano is regularly
providing intake services within
Solano County at two new access
points to increase CES geographic
Packet Page 55 of 305Attachment 4 Page 18 of 19

19 Activity Implementation Update
coverage. These new locations are at
Dixon Community Medical and
Community Action North Bay in
Fairfield. Resource Connect Solano is
working to establish a third new
access point at VOICES youth center
in Vallejo.

Increase responsiveness to residents calling CES
and increase referrals to diversion and
prevention services.

In previous years Resource Connect
Solano did not have an employee
whose primary role was to receive
phone calls; instead, Coordinated
Entry specialists would call back as
they became available in between
assessments with other clients. With
the expansion funding RCS now has
an employee dedicated to answering
the phones so clients are immediately
directed to specialists and referred to
services. The expectation is that
voicemails will be responded to daily
or by the next business day, which
was not a guarantee prior to this
administrative position being filled
through the expansion. From June 1,
2019 to May 21, 2020, RCS logged
9,830 calls.

Prevention and Diversion funds were
rolled out in December, 2019. Once
funds were made available, RCS made
121 referrals to Prevention and
Diversion funds from December, 2019
to May 31, 2019 and these referrals
are ongoing. RCS has been an integral
part of successfully implementing the
prevention and diversion funds in
Solano County. This effort has
included providing input on updated
intake processes and talking points for
prevention and diversion referrals,
attending monthly calls with all
providers making prevention and
diversion referrals and taking the
initiative to continuously improve the
prevention and diversion referral
process.

Packet Page 56 of 305Attachment 4 Page 19 of 19

RESOURCE CONNECT SOLANO
ANNUAL REPORT: JUNE 1, 2020 – MAY 21, 2021
Resource Connect Solano (RCS) operates the Housing First Solano Continuum of Care (CoC) Coordinated Entry System (CES). This annual report has been prepared for reporting purposes to the Community Action Partnership Solano, Joint Powers Authority (CAP Solano JPA or “the JPA”) as the CoC’s collaborative applicant for U.S. Department of Housing and Urban Development (HUD) CoC funding and as the direct recipient of funds under the jurisdictional- funded CES Expansion Memorandum of Understanding (MOU). This report covers work completed by RCS and the JPA between June 1, 2020, through May 31, 2021.

Caminar is honored to operate Solano County’s coordinated entry system, Resource Connect Solano and we are pleased to present the Annual Report for contract year 20-21.

While COVID has significantly impacted our ability to provide in person services, we have continued our efforts to increase community collaboration, with the understanding that the system’s optimal operation is contingent upon community partnerships. As result of these efforts Resource Connect Solano has been able to continue provide service and produce the results outlined in this report.

CONSUMERS SERVED
3527 Adults Served
1032 New Intakes 817 Referrals

Dixon 15 Fairfield 315 Suisun 28 Benicia 3
Vacaville 71 Vallejo 567 Rio Vista 2 Not Reported 18 Other area in Solano County 2 Other area outside Solano County 11 City of Residence
Dixon Fairfield Rio Vista Suisun Vacaville Vallejo Benicia Packet Page 57 of 305Attachment 5 Page 1 of 13

DEMOGRAPHICS
488 Men Served and 540 Women Served

There were 3 people who identified as Transgender and 1 person identified as gender non-conforming

126 Families Served - The most common familiy
configuration is female parent with a child or children We have noticed fewer families sought assistance this year

Ethnicity
171 Hispanic Latino 3 Data not Collected
858 Non-Hispanic/Latino

Race
478 Black or African American 10 American-Indian
420 White 8 Data not collected
20 Pacific Islander 70 Multiple Races
26 Asian

Age

123 ages 18-24 174 ages 25-34
226 ages of 35-44 181 ages 45-54
182 age 55-61 146 age 62+

460
480
500
520
540
560
Gender
Men Men
0 50
100
150
200
250
18-2425-3435-4445-5455-6162+Age
0 100
200
300
400
500
600
BlackWhitePacific IslanderAsianAmerican…Data not…Multiple RacesRace Packet Page 58 of 305Attachment 5 Page 2 of 13

EXITS
198 Exits
72% Exits Positive Outcomes
49 Rental By Client no Subsidy
23 Living with Family or Friends
24 Rental By Client with Other Sub
12 Rental By Client w HCV
6 Perm Housing Non RRH
17 Rental By client with RRH
3 Rental By client with VASH/GPD
5 Residential Programs
11 Deceased
25 No Exit Interview
5 Substance Use Treatment
1 Institutional Settings
2 Transitional Housing
2 Data not collected
13 Other

CASE CONFERENCES
Traditionally, case conferences are monthly forums for housing and service providers as well as community stake holders to collaborate on placement options for the highest priority consumers. They are an opportunity to have robust conversations about wraparound services that can be provided and reduce duplication of services by multiple providers.

This year, in response the need presented by COVID and in alignment with the guidance of Housing First Solano, Resource Connect Solano paused case conferencing in its traditional format and shifted to serving as the lead agency facilitating Project RoomKey Case Exit Destination
Permanent Housing Other
No Exit Interview Negative Outcome
Packet Page 59 of 305Attachment 5 Page 3 of 13

Conferencing. PRK case conferencing sought to serve the same purpose as traditional case conferencing but focused on prioritizing unhouse persons who were most vulnerable to adverse reactions to COVID due to age and complicating medical conditions.

Project Room Key case conferences were held bi-weekly from June 2020 to March 2021. During April and May of 2021 as projects were beginning to sunset, RCS participated in smaller sub- population workgroups designed to address re-housing barriers as an alternative to larger case conferences.

FINANCIALS
Staffing shortages and COVID restrictions significantly impacted program expenditures.

Three staff positions were vacated during the operating year. The shortfall in these line items can be attributed to a period of time in which the positions were not filled. We are now fully staffed, and we anticipate fully expending these line items in the coming year. The positions funded through jurisdictional expansion increased our ability to provide more comprehensive services throughout the county.

Limited staff travel resulted in minimal mileage reimbursement cost. Additionally, all public transportation was free during most of the operating year, which limited the need to purchase busses passes for clients. We anticipate that as we return to more traditional operations these costs will resume and we will fully expend these line items in the coming year.

The Landlord Incentive and Support funds were line items that also proved challenging to expend. While we were able to spend some of these funds, we learned through the course of the year that the incentive amount as designed was not significant enough to entice many owners or property managers. We worked in partnership with the fiscal agent to increase the flexibility of these funds in efforts to make the incentive more appealing to owners by aligning the incentive amount with other community incentive programs.

Caminar submitted accurate invoices and time tracking to support the services provided throughout the county.

Packet Page 60 of 305Attachment 5 Page 4 of 13

Eligible Cost HUD Description Contract
Budget
Amount
Billed

Contract
Balance
Assessment of
Service Need
.25 FTE $13,750 $ 12,066.90 $ 1,683.21
Case Management 1 FTE $55,000 $ 52,741.68 $ 2,258.32 Housing/Counseling
Services
1 FTE $55,000 $ 54,966.22 $ 33.78
Outreach Services 1.25 FTE $68,750 $ 55,126.23 $ 13,623.77 Transportation Mileage/Bus
Passes
$7,149 $ 595.42 $ 6,553.58
Administrative Cost Oversight,
goods/services
$19,965 $ 19,965.00 $
Total HUD
Expenditure
$219,614 $195,461.34 $ 24,152.66
Jurisdictional
Expansion

Coordinated Entry
Manager
1 FTE $114,195.33 $72,020.29 $ 42,175.04
Coordinated Entry
Administrator
1FTE $ 46,321.00 $43,416.49 $ 2,904.51
Housing Locator 1FTE $ 75,114.03 $72,170.03 $ 2,944.00 Housing Specialist .5 FTE $ 30,105.00 $25,070.91 $ 5,034.09 Operational Cost $ 45,642.00 $39,547.00 $ 6,095.00 Landlord Incentive
Pilot
$ 21,373.00 $2,000 $ 19,373.00
Landlord Support
Fund
$ 34,142.00 $4561.76 $ 29,580.24
Total Jurisdictional $300,302.00 $258,786.48 $108,105.88

Packet Page 61 of 305Attachment 5 Page 5 of 13

PRESENTATIONS AND COMMUNITY ENGAGEMENT EVENTS
• Vallejo Homeless Roundtable
• Veterans by Name List
• Solano CoC Veterans Leadership
• HEAP Coordination
• Northern & Central Cal COVID-19 Peer-
to-Peer
• HFS Continuum of Care
• Fairfield Homeless Roundtable
• Project Room Key Case Conferencing
• Progressive Engagement and
Diversion for Solano County
• Solano Landlord Engagement
Training
• Coordinated Entry Workgroup
• Vacaville Homeless Roundtable
• Presentation to Solano County
Probation
• Northern CA Unite Us Training
• Bay North COVID-19 Shelter
• HMIS Workgroup
• Racial Equity Action Lab
• HOPE Outreach Events
• Ledgewood Creek/Dan Wilson Creek
Outreach
• Travelodge HWY 37 Outreach
• Linear Trail Outreach
• Vallejo Dignity Day

CONCLUSION

This year Resource Connect Solano has had many opportunities to grow and adapt our service delivery to meet the needs of the community. We created ways to continue to provide service to those in need through the pandemic and stepped in as a key player in the placement, and rehousing efforts for Project Room Key participants. We increased access to Prevention and Diversion dollars in our community through partnerships with community organizations and exceeded the contract deliverable for persons served. Resource Connect Solano has significant knowledge and understanding of the Coordinated Entry System, local challenges, opportunities, best practices of engaging the target population, and effective approaches to establishing a collaborative of system partners.

Packet Page 62 of 305Attachment 5 Page 6 of 13

Community Action Partnership Solano, Joint Powers
Authority (JPA): MOU Year 2 Implementation
The JPA is responsible for the following activities under the MOU’s Scope of Work.

Details regarding all activities, including specific accomplishments, are referenced below.

1. Monitor the Scope of Work, Budget, Performance Objectives, and the terms of this MOU
JPA staff has monitored the Scope of Work and Performance Objectives described in the MOU throughout the year. The City of Vacaville has served as the fiscal agent and has monitored the Budget.

RCS and JPA staff hold bi-weekly check-ins to discuss issues as they arise, to review the MOU Performance Objectives to ensure they are being met, and to continue to improve and roll out the CES.

JPA staff assisted with onboarding and training the new RCS program director (hired in February, 2021), including regarding the Scope of Work and Performance Objectives outlined in the MOU.

2. Report changes to bylaws and/or Board membership on an annual basis Changes were last approved to the JPA bylaws on June 25, 2020. The primary change to the bylaws was to better align the language of the bylaws with the Brown Act when adding items to the meeting agenda on an emergency basis.

The below changes will be proposed to the bylaws and voted on in 2021:
• A proposal to include the new CoC/JPA grievance policy in the bylaws • A proposal to change the JPA staffing structure to include a dedicated JPA staff person housed within one of the jurisdictions

The JPA Board reports the following updates:
• Anne Putney was appointed JPA representative for Solano County • Dawn La Bar was elected JPA Chair for 2021.
• Kathy Lawton-Caesar was elected JPA Vice Chair for 2021. • Emily Cantu was elected JPA Secretary for 2021.

3. Establish, maintain, and preserve records related to Scope of Work, Budget, and Performance Objectives
The City of Vacaville has served as the fiscal agent and has established, maintained, and preserved records related to the Budget. JPA Staff has established, maintained, and preserved records electronically as they relate to the MOU’s Scope of Work and Performance Objectives. This includes using an electronic file storage database with Packet Page 63 of 305Attachment 5 Page 7 of 13

sharable links to documents for client accessibility.

4. Share performance reports prepared pursuant to the oversight of RCS by the JPA
In August 2020, the JPA received the 2019 Coordinated Entry Evaluation from the California Department of Housing and Community Development’s Technical Assistance program. This evaluation is included with this report. In December 2020, the JPA received HUD approval for a CES evaluation waiver for the year 2020 due to COVID-19. The next CES evaluation will be for 2021. RCS shares performance reports and associated data monthly with the JPA. These reports are publicly reviewed at each monthly JPA meeting.

5. Provide technical assistance and oversight of the CES Operator JPA staff has biweekly check-ins with RCS leadership and RCS has reported monthly at JPA Board meetings. The following are examples of technical assistance and oversight that JPA staff provided RCS during the operating year:
• JPA staff monitored compliance with the annual VI-SPDAT assessor training and took the lead on updating CES policies and procedures to reflect additional Project Roomkey (PRK) prioritization for referrals. • A joint JPA/CoC grievance procedure was also created during the operating year, which will be included in the CES policies and procedures and will apply to clients served by the CES.
• JPA staff was integral to setting up PRK, including working with RCS to set up a referral process for PRK for both priority 3 (high risk) and priority 1 (COVID-positive) referrals. JPA staff also assisted RCS with the PRK case conferencing and rehousing efforts.
• JPA staff led the Request for Proposal process, including outreach to Victim Service Providers, to select a new Domestic Violence-CES (DV-CES) operator.

The new DV-CES operator is the Solano County Family Justice Center (FJC).

JPA staff onboarded and trained the new DV-CES staff and facilitated discussions between RCS and the FJC regarding their warm hand-off procedures, sharing resource guides, and the integration of the DV-CES with the general CES. JPA staff has also provided technical assistance regarding privacy policies related to HMIS for survivors.
• JPA staff continued to assist with oversight, training, and technical assistance as needed for the Housing Locator position and the incentive and support funds.
• JPA staff created a community bed tracker and assisted RCS with its rollout Packet Page 64 of 305Attachment 5 Page 8 of 13

to improve the CES referral process.

6. Provide annual reports to the County and the Cities on progress in achieving the milestones outlined in Exhibit C of the CE MOU (Performance Objectives)
This annual report describes the progress in achieving the CE MOU Performance Objectives.

7. Ensure that resources provided by the County and Cities will be allocated to items such as the costs of office space maintenance, office equipment, internet access, a system website, marketing, office supplies, transportation costs incurred by the RCS staff, public transportation costs for consumers, essential training, and conference attendance
The City of Vacaville, as the fiscal agent, is reviewing and ensuring that all jurisdictional dollars adhere to their eligibility requirements.

8. Ensure that resources provided by the County and Cities will be allocated to establish a Landlord Support Fund under which five Solano County- based landlords will be identified to accept one high needs tenant through the RCS referral process
A Landlord Support Fund has been established and five Solano County-based landlords have been enrolled in this fund. Additional information regarding this fund is included in the RCS metrics below.

9. Ensure that resources provided by the County and Cities will be allocated to establish a Landlord Financial Incentive Pilot that will be used to launch and fund a program under which 34 Solano-based landlords will be eligible to receive one nonrefundable “bonus” payment of $500 for the first lease that they execute with an individual or family that is exiting homelessness by entering into that lease
A Landlord Financial Incentive Pilot has been established and 4 of landlords have received a “bonus” payment from this fund. Additional information regarding this pilot is included in the RCS metrics below.

Packet Page 65 of 305Attachment 5 Page 9 of 13

Resource Connect Solano MOU Year 2 Implementation
Resource Connect Solano is responsible for the following activities under the MOU’s Scope of Work. The MOU for year two implementation included nine unique activities to be completed and 7 of the nine activities were completed with 2 activities that are not complete but are ongoing. Details regarding all activities, including specific accomplishments or next steps for the incomplete activities, are referenced below.

1. Establish and maintain relationships with private market landlords

The Housing Locator conducts regular searches of housing listings and visits these properties to engage with landlords and assess the properties. The Housing Locator has developed a spreadsheet database that lists private landlord contact information, eligibility requirements and apartment locations. Vacancies are sent to Resource Connect Solano coordinated entry specialists weekly to assist with housing location for clients.

Additionally, the Housing locator has created a “New” landlord spreadsheet with the intent of engaging 5 new private landlords weekly. County public records and assessor records are a source for obtaining information on owners Resource Connect Solano can approach to established new working relationships.

2. Publish “success stories” to community members and potential partner landlords
Resource Connect Solano success stories were periodically included in our monthly JPA reports. Additionally, in September 2020 Caminar published a press release highlighting some of the accomplishments of RCS in connection with a partnering agency. Success stories were shared with new property owners and landlords in efforts the expand awareness of Resource Connect Solano and opportunity property owners in our community have to positively impact on our community’s efforts to end homelessness.

In the coming year we will increase our social media presence as a way of both publicizing the success stories of RCS as well as engaging new landlords.

3. Generate new housing opportunities from existing housing stock

Resource Connect Solano’s Housing Locator connects with landlords to persuade them to rent to Coordinated Entry clients. Over the course of the last year, RCS directed its efforts to prioritize Project Room key participants. As a part of the PRK re-housing efforts the housing locator managed the senior housing sub-group and worked to ensure that eligible participants applied for or waitlist for age appropriate properties.

We continue to experience significant barriers to finding landlords to rent to people experiencing homelessness, including stigma, strict eligibility requirements for income, criminal backgrounds, and rental history. To help overcome these barriers, Packet Page 66 of 305Attachment 5 Page 10 of 13

the Housing Locator does extensive outreach to landlords in which she educates landlords on RCS, the programs supporting people experiencing homelessness and the supports they provide, and the landlord support and incentive funds.

Additionally, the Housing Locator is establishing a process identifying client specific barriers earlier in the search process so that those specific barriers can be addressed with landlords as the client applies.

The housing locator is currently working to locate housing for Resource Connect Solano clients with vouchers or other housing subsidies, and clients who have some income to rent an apartment, but may not have enough to cover their security deposits and other move in costs and may not meet the standard landlord income requirements. Building relationships with landlords is key to generating new opportunities for existing stock. While COVID has limited our ability to connect with owners, the Housing Locator continues these efforts, and as restrictions lift and momentum develops, we are optimistic that more landlords will agree to house RCS clients.

4. Maintain and lead Landlord Support Fund and Financial Incentive Pilot Both funds have been established, processes for their use have been developed, and landlords are actively utilizing both funds.

5. Expand the Financial Incentive Pilot Program and recruit five new landlords to participate
A Landlord Financial Incentive fund has been established and has been used to assist 4 households in obtaining housing this year. Additionally, after evaluating the effectiveness of the program we recognized that other community agencies provide a financial incentive to landlords that exceeded our program cap. Therefore, with permission of the JPA and in partnership with the fiscal agent we amended the program such that we are able to provide financial incentives to landlords that are more in alignment with the amounts paid by other community agencies.

In the coming year, the Housing locator will target advertising at businesses that private landlords visit, banks, home improvement stores as social media platforms and real estate agents to increase awareness and enrollment in the program.

6. Conduct the quarterly performance evaluation to ensure that the most vulnerable population is being served and that the identified targets for increasing Coordinated Entry System utilization are being reached RCS team routinely evaluated system performance against CES Policies and Procedures to ensure fidelity and to further ensure that most vulnerable were being served. During the early portion of the year monthly case conferencing preparation consisted of running HMIS reporting to determine eligibility prioritization. As the Packet Page 67 of 305Attachment 5 Page 11 of 13

year progressed and the impact of COVID grew, Housing First Solano provided guidance that allowed for the prioritization of clients living at Project Room Key sites.

RCS shifted to prioritizing and serving PRK clients as they proved to be high risk and most vulnerable.

7. Establish that all homeless housing providers are using HMIS, conducting VI-SPDAT assessments, and participating in the Coordinated Entry System Resource Connect Solano and the HMIS lead have coordinated outreach efforts to homeless service providers to increase HMIS usage. By the end of 2020, the CoC was using 121 HMIS licenses to collect-level data, as well as data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness. This is and increase form the 91 licenses in use at the end of 2019.

In 2020, the constraints of COVID limited our engagements virtual outreach, community meetings, and hosting case conferencing virtually for PRK rehousing.

Currently, only RCS conducts VI-SPDAT assessments for the community for quality control reasons.

RCS implemented a community bed tracker this year that includes a tab for each housing provider in the community, details regarding the housing provided, and referral information for each agency. RCS has requested that all housing providers utilize this bed tracker and input the number of open beds they have in their projects at least once a month. This bed tracker has improved the referral process, as it allows RCS to have real-time data regarding project vacancies for client referral purposes.

The bed tracker has also been an informative resource for RCS and the community, as all housing provider information, details and contact information are now included in one central, publicly accessible location.

8. Help to coordinate the efforts of outreach teams and increase the number of residents being reached and connected to the Coordinated Entry System Per CDC guidance, in-person outreach efforts were mostly paused during this operating year due to COVID-19 safety concerns for people experiencing homelessness, as well as for RCS staff. However, RCS staff played a critical role in conducting outreach early in the pandemic during the formation of PRK to ensure that known high-risk individuals within the homeless community were contacted and prioritized for PRK. RCS staff continued to provide staff at existing CES access points and conduct assessments and referrals remotely.

Additionally, we were able to participate in a few outreach events including Dignity Day in the city of Vallejo, HOPE in the city of Fairfield as well a smaller scale jurisdictional outreach.

As COVID restrictions begin to lift we anticipate returning to community outreach on Packet Page 68 of 305Attachment 5 Page 12 of 13

a larger scale.

9. Expand existing access points in the County to increase geographic coverage
RCS has not prioritized expanding physical access points during the COVID-19 pandemic. RCS employees continue to maintain connect with staff at existing access points and conduct in-person meetings as needed in a manner that ensured the safety of clients and staff. When not staffing an existing access point, RCS staff were encouraged to work remotely.

As COVID restrictions lift RCS staff will resume regularly staffing access points as well as working to develop the ability of community service provides to serve as access points with RCS oversight and support.

Packet Page 69 of 305Attachment 5 Page 13 of 13

Agenda Item No: 4.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202275 of the City Council of the City of Fairfield Reconsidering and Authorizing Public Meetings to be Held Via Teleconferencing Pursuant to Government Code Section 54953(e) and Making Findings and Determinations Regarding the Same RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Government Code 54953(e) is new legislation that amends the Brown Act to allow local agencies to meet remotely during declared emergencies under certain conditions. The code requires that the City Council reconsider and reauthorize these provisions every 30 days following initial authorization.

DISCUSSION
On October 5, 2021, the council adopted provisions of Assembly Bill (AB) 361, urgency legislation that amends the Brown Act to allow local agencies to meet remotely during declared emergencies under certain conditions. AB 361 authorizes local agencies to continue meeting remotely without following the Brown Act’s standard teleconferencing provisions, including the requirement that meetings be conducted in physical locations if the meeting is held during a state of emergency proclaimed by the Governor and either of the following applies:

1. State or local officials have imposed or recommended measures to promote social distancing; or

2. The agency has already determined whether, as a result of the emergency, meeting in person would present imminent risks to the health or safety of the attendee.

Council has utilized teleconferencing options throughout the pandemic, including remote appearances by Councilmembers and public comments from citizens via Zoom, email, or teleconference.

AB requires the council to reconsider the circumstances of the state of emergency every 30 days following the adoption of the law and make specific findings that either of the following cases exists:

1. The state of emergency continues to directly impact the ability of the members to meet in person Packet Page 70 of 305

Agenda Item No: 4.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202275 of the City Council of the City of Fairfield Reconsidering andAuthorizing Public Meetings to be Held Via Teleconferencing Pursuant to GovernmentCode Section 54953(e) and Making Findings and Determinations Regarding the SameRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEGovernment Code 54953(e) is new legislation that amends the Brown Act to allow local agencies tomeet remotely during declared emergencies under certain conditions. The code requires that the CityCouncil reconsider and reauthorize these provisions every 30 days following initial authorization.DISCUSSIONOn October 5, 2021, the council adopted provisions of Assembly Bill (AB) 361, urgency legislation thatamends the Brown Act to allow local agencies to meet remotely during declared emergencies undercertain conditions. AB 361 authorizes local agencies to continue meeting remotely without following theBrown Act’s standard teleconferencing provisions, including the requirement that meetings beconducted in physical locations if the meeting is held during a state of emergency proclaimed by theGovernor and either of the following applies:1. State or local officials have imposed or recommended measures to promote social distancing; or2. The agency has already determined whether, as a result of the emergency, meeting in person wouldpresent imminent risks to the health or safety of the attendee.Council has utilized teleconferencing options throughout the pandemic, including remote appearancesby Councilmembers and public comments from citizens via Zoom, email, or teleconference.AB requires the council to reconsider the circumstances of the state of emergency every 30 days following the adoption of the law and make specific findings that either of the following cases exists:

1. The state of emergency continues to directly impact the ability of the members to meet in person safely; or

2. State or local officials continue to impose or recommend measures to promote social distancing.

FINANCIAL IMPACT
There is little to no fiscal impact by this action. City staff is already utilizing many of the procedures for teleconferencing in recent council meetings and other meetings of the legislative bodies.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
None.

ALTERNATIVE ACTION
The council may choose not to reauthorize these procedures, in which case they would no longer be able to teleconference into council meetings without meeting the notice requirements for teleconferencing that existed before the State of Emergency. Public comment via remote access would also be curtailed at council meetings.

STAFF CONTACT
Amber Alexander, Deputy City Clerk
(707) 4287402
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Ballard, Kelly Approved 4/4/2022 4:14 PM
Packet Page 71 of 305

CITY OF FAIRFIELD

RESOLUTION NO. 2022-75

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD RECONSIDERING AND

AUTHORIZING PUBLIC MEETINGS TO BE HELD VIA TELECONFERENCING PURSUANT TO GOVERNMENT CODE SECTION 54953(E) AND MAKING FINDINGS AND DETERMINATIONS

REGARDING THE SAME

WHEREAS, the Fairfield City Council (the City Council) is committed to public access and participation in its meetings while balancing the need to conduct public meetings in a manner that reduces the likelihood of exposure to COVID-19; and

WHEREAS, all meetings of the City Council are open and public, as required by the Ralph M.

Brown Act (Cal. Gov. Code 54950 – 54963), so that any member of the public may attend, participate, and watch the City Council conduct its business; and

WHEREAS, pursuant to Assembly Bill 361, signed by Governor Newsom and effective on September 16, 2021, legislative bodies of local agencies may hold public meetings via teleconferencing pursuant to Government Code Section 54953(e), without complying with the requirements of Government Code Section 54953(b)(3), if the legislative body complies with certain enumerated requirements in any of the following circumstances:

1. The legislative body holds a meeting during a proclaimed state of emergency, and state or local officials have imposed or recommended measures to promote social distancing.

2. The legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.

3. The legislative body holds a meeting during a proclaimed state of emergency and has determined, by majority vote, that, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees ; and

WHEREAS, pursuant to Government Code Section 54953(e)(3), the City Council must reconsider the circumstances of the state of emergency and make specific finding every 30 d ays after enacting the provisions of Government Code Section 54953(e) by making the following findings:

1. The City Council has reconsidered the circumstances of the state of emergency; and

2. Either of the following circumstances exists:

A. The state of emergency continues to directly impact the ability of the members to safely meet in person; or
B. State or local officials continue to impose or recommend measures to promote social distancing; and
Packet Page 72 of 305Attachment 1 Page 1 of 3

RES. NO. 2022-75

Page 2 ends

WHEREAS, on March 4, 2020, Governor Newsom declared a State of Emergency pursuant to Section 8625 of the California Emergency Services Act in response to the COVID-19 pandemic (the Emergency); and

WHEREAS, the Centers for Disease Control and Prevention (CDC) continue to advise that COVID- 19 spreads more easily indoors than outdoors and that people are more likely to be exposed to COVID-19 when they are closer than 6 feet apart from others for longer periods of time; and

WHEREAS, the California Department of Public Health (CDPH) and the CDC caution that the Delta variant of COVID-19, currently the dominant strain of COVID-19 in the country, is more transmissible than prior variants of the virus, may cause more severe illness, and that even fully vaccinated individuals can spread the virus to others resulting in rapid and alarming rates of COVID-19 cases and hospitalizations; and

WHEREAS, the CDC has established a “Community Transmission” metric with 4 tiers designed to reflect a community’s COVID-19 case rate and percent positivity; and

WHEREAS, Solano County currently has a Community Transmission metric of “high” which is the most serious of the tiers; and

WHEREAS, due to the ongoing COVID-19 pandemic and the need to promote social distancing to reduce the likelihood of exposure to COVID-19, the City Council intends to hold public meetings via teleconferencing pursuant to Government Code Section 54953(e); and

WHEREAS, on October 5, 2021, the City Council adopted the provisions of Government Code Section 54953(e) for the first time by resolution and majority vote.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The Recitals provided above are true and correct and are hereby incorporated by reference.

Section 2. The City Council hereby determines that, as a result of the Emergency, meeting in person presents imminent risks to the health or safety of attendees.

Section 3. The City Council shall conduct its meetings pursuant to Government Code section 54953(e) and authorizes its boards and commissions to do likewise.

Section 4. The City Council has reconsidered the circumstances of the state of emergency.

Packet Page 73 of 305Attachment 1 Page 2 of 3

RES. NO. 2022-75

Page 3 ends

Section 5. The state of emergency continues to directly impact the ability of the City Council members to meet safely in person.

Section 6. State or local officials continue to impose or recommend measures to promote social distancing.

Section 7. Staff is hereby authorized and directed to continue to take all actions necessary to carry out the intent and purpose of this resolution including, conducting open and public meetings in accordance with Government Code section 54953(e) and other applicable provisi ons of the Brown Act.

Section 8. This resolution shall take effect immediately upon its adoption and must be reconsidered within 30 days to stay in effect.

PASSED AND ADOPTED this 19th day of April 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

Packet Page 74 of 305Attachment 1 Page 3 of 3

Agenda Item No: 5.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202276 of the City Council of the City of Fairfield to ReAppropriate $12.5 Million of Previously Appropriated American Rescue Plan Act (ARPA) 2021 Funds to the General Fund (Fund 011) to Fund City Services as Allowable Under the ARPA Revenue Loss Category, to Appropriate the Remaining $4.2 Million of ARPA 2021 Funds to Fund City Services as Allowable Under the ARPA Revenue Loss Category, to Approve a Transfer of $16.7 Million from the Special Programs (Fund 041 ARPA) to the General Fund (Fund 011), and to Update the Fiscal Year 20212022 Budget in Connection Therewith
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City of Fairfield is receiving $19.8 million in American Rescue Plan Act (ARPA) 2021 funds. On January 6th, 2022, the U.S. Department of Treasury (Treasury) released their Final Rule for the Coronavirus State and Local Fiscal Recovery Funds (SLFRF) under ARPA. Staff has reviewed the Final Rule and has determined that not all aspects of the previously appropriated ARPA 2021 Funds meet the strict eligibility requirements of the Final Rule. The projects that do not meet the eligibility requirements are the Fairfield Navigation Center ($1.5 million), Police Activities League Center ($1 million), and broadband project ($10 million). Staff is proposing the City Council reappropriate the $12.5 million towards providing direct government services within the General Fund (Fund 011) under the revenue loss category, which is allowable.

DISCUSSION
On August 17th, 2021, the council adopted Resolution No. 2021195 to appropriate $5.6 million in ARPA 2021 Funds to address projects deemed to be critical for the City’s economic recovery. Funding in the amount of $3.1 million was approved to complete the West Texas Relief Sewer Project. Funding in the amount of $1.5 million was approved for the Fairfield Navigation Center was determined. Funding in the amount of $1 million was approved for the future acquisition of a permanent Police Activities League (PAL) Center. The total of those three projects equates to the $5.6 million that was appropriated with Resolution No. 2021195. On May 18th, 2021, the council adopted Resolution No. 202198 to appropriate $10 million in ARPA 2021 Funds to build backbone network to support future network development (broadband).

Packet Page 75 of 305

Under ARPA 2021, a recipient is allowed the greater of a standard allowance for revenue loss up to $10 million, not to exceed a recipient’s SLFRF award amount, or complete a full revenue loss calculation.

The City’s full revenue loss calculation amounts to $20,538,784, which is greater than that amount received in ARPA funds. Therefore, the City can elect to recognize up to the full dollar amount of ARPA funds received, $19.8 million, as revenue loss. The revenue loss category under ARPA is the least restrictive of all the categories within ARPA. Revenue loss funds may be used for direct City services.

The revenue loss category allows for additional flexibility of spending, without all the restrictions of ARPA rules and regulations in categories other than revenue loss.

Staff is recommending that council reappropriate $12.5 in previously appropriated ARPA Funds to allow the ARPA Funds be used to provide for City services that were negatively impacted by the COVID19 pandemic utilizing the ARPA revenue loss category. In addition, staff is also recommending that the remaining $4.2 million of ARPA funds not appropriated, be appropriated to fund City services under the ARPA revenue loss category.

FINANCIAL IMPACT
The City of Fairfield is receiving $19.8 million in ARPA funds, of which $12.5 million was previously allocated by council to fund the Fairfield Navigation Center ($1.5 million), Police Activities League Center ($1 million), and broadband project ($10 million). The $3.1 million West Texas Relief Sewer Project will remain intact. This leaves a remaining unallocated ARPA fund balance of $4.2 million, which is recommended to be appropriated to fund City services under the ARPA revenue loss category. A budget adjustment in the amount of $16.7 million will be required in order to transfer funds from the Special Programs Fund (041 ARPA) to the General Fund (Fund 011) to pay for City services.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Council may decide not to approve the proposed resolution, and the City would be liable for any repayments of ARPA funds that were deemed ineligible per ARPA rules and regulations.

STAFF CONTACT
Juan Gomez, Interim Director of Finance
(707) 4287495
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Chua, Bryan Approved 4/4/2022 7:59 PM
Burleson, Michele Approved 4/4/2022 8:01 PM
Gomez, Juan Approved 4/6/2022 7:41 PM
Ballard, Kelly Approved 4/6/2022 7:56 PM
Packet Page 76 of 305

Agenda Item No: 5.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202276 of the City Council of the City of Fairfield to ReAppropriate $12.5Million of Previously Appropriated American Rescue Plan Act (ARPA) 2021 Funds tothe General Fund (Fund 011) to Fund City Services as Allowable Under the ARPARevenue Loss Category, to Appropriate the Remaining $4.2 Million of ARPA 2021Funds to Fund City Services as Allowable Under the ARPA Revenue Loss Category, toApprove a Transfer of $16.7 Million from the Special Programs (Fund 041 ARPA) to theGeneral Fund (Fund 011), and to Update the Fiscal Year 20212022 Budget inConnection TherewithRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City of Fairfield is receiving $19.8 million in American Rescue Plan Act (ARPA) 2021 funds. OnJanuary 6th, 2022, the U.S. Department of Treasury (Treasury) released their Final Rule for theCoronavirus State and Local Fiscal Recovery Funds (SLFRF) under ARPA. Staff has reviewed theFinal Rule and has determined that not all aspects of the previously appropriated ARPA 2021 Fundsmeet the strict eligibility requirements of the Final Rule. The projects that do not meet the eligibilityrequirements are the Fairfield Navigation Center ($1.5 million), Police Activities League Center ($1million), and broadband project ($10 million). Staff is proposing the City Council reappropriate the$12.5 million towards providing direct government services within the General Fund (Fund 011) underthe revenue loss category, which is allowable.DISCUSSIONOn August 17th, 2021, the council adopted Resolution No. 2021195 to appropriate $5.6 million inARPA 2021 Funds to address projects deemed to be critical for the City’s economic recovery. Fundingin the amount of $3.1 million was approved to complete the West Texas Relief Sewer Project. Fundingin the amount of $1.5 million was approved for the Fairfield Navigation Center was determined. Fundingin the amount of $1 million was approved for the future acquisition of a permanent Police ActivitiesLeague (PAL) Center. The total of those three projects equates to the $5.6 million that wasappropriated with Resolution No. 2021195. On May 18th, 2021, the council adopted Resolution No.202198 to appropriate $10 million in ARPA 2021 Funds to build backbone network to support futurenetwork development (broadband).Under ARPA 2021, a recipient is allowed the greater of a standard allowance for revenue loss up to $10million, not to exceed a recipient’s SLFRF award amount, or complete a full revenue loss calculation. The City’s full revenue loss calculation amounts to $20,538,784, which is greater than that amountreceived in ARPA funds. Therefore, the City can elect to recognize up to the full dollar amount of ARPAfunds received, $19.8 million, as revenue loss. The revenue loss category under ARPA is the leastrestrictive of all the categories within ARPA. Revenue loss funds may be used for direct City services. The revenue loss category allows for additional flexibility of spending, without all the restrictions ofARPA rules and regulations in categories other than revenue loss.Staff is recommending that council reappropriate $12.5 in previously appropriated ARPA Funds toallow the ARPA Funds be used to provide for City services that were negatively impacted by theCOVID19 pandemic utilizing the ARPA revenue loss category. In addition, staff is also recommendingthat the remaining $4.2 million of ARPA funds not appropriated, be appropriated to fund City servicesunder the ARPA revenue loss category.FINANCIAL IMPACTThe City of Fairfield is receiving $19.8 million in ARPA funds, of which $12.5 million was previouslyallocated by council to fund the Fairfield Navigation Center ($1.5 million), Police Activities LeagueCenter ($1 million), and broadband project ($10 million). The $3.1 million West Texas Relief SewerProject will remain intact. This leaves a remaining unallocated ARPA fund balance of $4.2 million, whichis recommended to be appropriated to fund City services under the ARPA revenue loss category. Abudget adjustment in the amount of $16.7 million will be required in order to transfer funds from theSpecial Programs Fund (041 ARPA) to the General Fund (Fund 011) to pay for City services.PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONCouncil may decide not to approve the proposed resolution, and the City would be liable for anyrepayments of ARPA funds that were deemed ineligible per ARPA rules and regulations.STAFF CONTACTJuan Gomez, Interim Director of Finance(707) 428[email protected] WITHN/AATTACHMENTS:DescriptionProposed ResolutionREVIEWERS:Reviewer Action DateChua, Bryan Approved 4/4/2022 7:59 PMBurleson, Michele Approved 4/4/2022 8:01 PM Gomez, Juan Approved 4/6/2022 7:41 PM
Ballard, Kelly Approved 4/6/2022 7:56 PM
Ballard, Kelly Approved 4/6/2022 7:57 PM
Packet Page 77 of 305

CITY OF FAIRFIELD

RESOLUTION NO. 2022-76

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD TO RE-APPROPRIATE $12.5 MILLION OF PREVIOUSLY APPROPRIATED AMERICAN RESCUE PLAN ACT (ARPA) 2021 FUNDS TO THE GENERAL FUND (FUND 011) TO FUND CITY SERVICES AS ALLOWABLE UNDER THE ARPA REVENUE LOSS CATEGORY, TO APPROPRIATE THE REMAINING $4.2 MILLION OF ARPA 2021 FUNDS TO FUND CITY SERVICES AS ALLOWABLE UNDER THE ARPA REVENUE LOSS CATEGORY, TO APPROVE A TRANSFER OF $16.7 MILLION FROM THE SPECIAL PROGRAMS (FUND 041 ARPA) TO THE GENERAL FUND (FUND 011), AND TO UPDATE THE FISCAL YEAR 2021-2022 BUDGET IN CONNECTION THEREWITH

WHEREAS, the COVID-19 pandemic had an enormous impact on the City of Fairfield’s local economy, as well as the state and national economy; and

WHEREAS, the president signed into law the American Rescue Plan Act (ARPA) of 2021 which provides $65 billion in relief for cities; and

WHEREAS, the City of Fairfield has been allocated $19.8 million in ARPA funds to mitigate the fiscal impact of the COVID-19 pandemic; and

WHEREAS, on May 18th, 2021, the City Council adopted Resolution No. 2021-98 to appropriate $10 million in ARPA 2021 Funds to address projects as critical for the City’s economic recovery; and

WHEREAS, on August 17th, 2021, the City Council adopted Resolution No. 2021-195 to appropriate $5.6 million in ARPA 2021 Funds to address projects as critical for the City’s economic recovery; and

WHEREAS, under ARPA, a recipient is allowed the greater of a standard allowance f or revenue loss up to $10 million, not to exceed a recipient’s SLFRF award amount, or complete a full revenue loss calculation; and

WHEREAS, the City’s full revenue loss calculation amounts to $20,538,784, which is greater than that amount received in ARPA funds; and

WHEREAS, the City can elect to recognize up to the full dollar amount of ARPA funds received, which amounts to $19.8 million, as revenue loss; and

Packet Page 78 of 305Attachment 1 Page 1 of 3

RES. NO. 2022-76

Page 2 ends

WHEREAS, the council desires to re-appropriate $12.5 million of the above previously appropriated ARPA 2021 Funds to the General Fund (Fund 011) to fund City services negatively impacted by the COVID-19 pandemic as allowable under the ARPA revenue loss category; and

WHEREAS, funding was not allocated in the City’s approved 2021-2022 Budget thus requiring an adjustment in the amount of $12.5 million to cover the transfer from the Special Programs Fund (Fund 041 ARPA) to the General Fund (Fund 011); and

WHEREAS, the council desires to appropriate the remaining $4.2 million in ARPA funds, which were not previously appropriated, to fund City services negatively impacted by the COVID-19 pandemic as allowable under the ARPA revenue loss category; and

WHEREAS, funding was not allocated in the City’s approved 2021-2022 Budget thus requiring an adjustment in the amount of $4.2 million to cover the transfer from the Special Programs Fund (Fund 041 ARPA) to the General Fund (Fund 011); and

WHEREAS, the revised appropriations constitute an update to the 2021-2022 Budget approved pursuant to Resolution No. 2021-126.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council hereby: (i) re-appropriates $12.5 million of previously appropriated APRA Funds to the General Fund (Fund 011) to fund City services as allowable under the ARPA revenue loss category, (ii) approves the appropriation of $4.2 million of remaining uncommitted ARPA funds to fund City services negatively impacted by the COVID-19 pandemic, (iii) approves the transfer of $16.7 million from the Special Programs Fund (Fund 041) to the General Fund (Fund 011) to fund City services negatively impacted by the COVID-19 pandemic, and (iv) directs the Fiscal Year 2021-22 Budget to be updated in connection therewith.

Section 2. The city manager is authorized to take such actions as necessary to carry out the purposes of this resolution.

Packet Page 79 of 305Attachment 1 Page 2 of 3

RES. NO. 2022-76

Page 3 ends

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK

Packet Page 80 of 305Attachment 1 Page 3 of 3

Agenda Item No: 6.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202277 of the City Council of the City of Fairfield Authorizing the Recapitalization of the Heart of Fairfield Revitalization and Enhancement Assistance Program in the Amount of $250,000 and Updating the Fiscal Year 20212022 Budget RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
In 2017, the City Council approved a Façade Improvement Program to facilitate Heart of Fairfield improvements. This program was revised to the current Heart of Fairfield Revitalization and Enhancement Assistance Program (REAP Program) in place today. As a result of property owners and businesses utilizing the program, there is a need to recapitalize it to continue.

DISCUSSION
The REAP Program was established to encourage business owners and commercial property owners to enhance their properties. The program provides grants to make improvements to the appearance and utilization of properties in the following ways:
•Exterior façade improvements windows, doors, stucco, paint, awnings •Signage
•Outdoor dining seating & improvements
•Interior improvements in tandem with exterior work
These improvements can significantly impact the highest and best use, appearance, community pride, economic setting, and marketability of the properties and businesses located in the City‘s Heart of Fairfield Plan Area.

The REAP Program provides funding assistance as follows:

Minor Façade Improvements
•For exterior façade work, up to $10,000 in project costs •Covers exterior work such as doors, windows, stucco, awnings, signage, paint and outdoor dining furniture, and improvements
•The City covers 75% of projects costs, up to $7,500*
Packet Page 81 of 305

Agenda Item No: 6.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202277 of the City Council of the City of Fairfield Authorizing theRecapitalization of the Heart of Fairfield Revitalization and Enhancement AssistanceProgram in the Amount of $250,000 and Updating the Fiscal Year 20212022 BudgetRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEIn 2017, the City Council approved a Façade Improvement Program to facilitate Heart of Fairfieldimprovements. This program was revised to the current Heart of Fairfield Revitalization andEnhancement Assistance Program (REAP Program) in place today. As a result of property owners andbusinesses utilizing the program, there is a need to recapitalize it to continue.DISCUSSIONThe REAP Program was established to encourage business owners and commercial property ownersto enhance their properties. The program provides grants to make improvements to the appearanceand utilization of properties in the following ways:•Exterior façade improvements windows, doors, stucco, paint, awnings•Signage•Outdoor dining seating & improvements•Interior improvements in tandem with exterior workThese improvements can significantly impact the highest and best use, appearance, community pride,economic setting, and marketability of the properties and businesses located in the City‘s Heart ofFairfield Plan Area. The REAP Program provides funding assistance as follows:Minor Façade Improvements •For exterior façade work, up to $10,000 in project costs•Covers exterior work such as doors, windows, stucco, awnings, signage, paint and outdoor dining furniture, and improvements
•The City covers 75% of projects costs, up to $7,500*
Major Façade Improvements
•For exterior façade work between $10,000 $50,000 in project costs •Covers exterior work such as doors, windows, stucco, awnings, signage, paint and outdoor dining furniture, and improvements
•The City covers 50% of projects costs, up to $25,000*
Interior Improvements
•For interior work, up to $50,000 in project costs
•Must be done in tandem with approved exterior façade work •The City covers 50% of projects costs, up to $25,000*
*Maximum amount allowed for one project not to exceed $50,000 During the last six months, REAP Program projects have been completed at 735, 740, and 932 Texas Street. These projects have met the program's objectives and positively impacted the downtown. There are currently two additional projects that have been submitted for funding. If these projects are approved, the existing budget will be depleted. To continue, staff recommends the program be recapitalized by $250,000. The funding for this recapitalization will come from the Heart of Fairfield Economic Development Intergovernmental Fund.

FINANCIAL IMPACT
A total of $250,000 will be allocated to the REAP Program which will be paid for from the Intergovernmental Loan Fund Economic Development reserve (Fund 551, Division and Responsibility Code 99206, Heart of Fairfield). A budget adjustment in the amount of $250,000 is required to additionally fund the REAP Program.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Council may elect not to approve the proposed resolution and not continue with the REAP Program.

STAFF CONTACT
Dwayne Dalman, Economic Development Division Manager
(707) 4287649
[email protected]
COORDINATED WITH
Finance Department
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Dalman, Dwayne Approved 4/5/2022 11:21 AM
Gassaway, David Approved 4/10/2022 8:38 PM
Ballard, Kelly Approved 4/11/2022 5:25 PM
Packet Page 82 of 305

Agenda Item No: 6.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202277 of the City Council of the City of Fairfield Authorizing theRecapitalization of the Heart of Fairfield Revitalization and Enhancement AssistanceProgram in the Amount of $250,000 and Updating the Fiscal Year 20212022 BudgetRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEIn 2017, the City Council approved a Façade Improvement Program to facilitate Heart of Fairfieldimprovements. This program was revised to the current Heart of Fairfield Revitalization andEnhancement Assistance Program (REAP Program) in place today. As a result of property owners andbusinesses utilizing the program, there is a need to recapitalize it to continue.DISCUSSIONThe REAP Program was established to encourage business owners and commercial property ownersto enhance their properties. The program provides grants to make improvements to the appearanceand utilization of properties in the following ways:•Exterior façade improvements windows, doors, stucco, paint, awnings•Signage•Outdoor dining seating & improvements•Interior improvements in tandem with exterior workThese improvements can significantly impact the highest and best use, appearance, community pride,economic setting, and marketability of the properties and businesses located in the City‘s Heart ofFairfield Plan Area. The REAP Program provides funding assistance as follows:Minor Façade Improvements •For exterior façade work, up to $10,000 in project costs•Covers exterior work such as doors, windows, stucco, awnings, signage, paint and outdoor diningfurniture, and improvements•The City covers 75% of projects costs, up to $7,500*Major Façade Improvements •For exterior façade work between $10,000 $50,000 in project costs•Covers exterior work such as doors, windows, stucco, awnings, signage, paint and outdoor diningfurniture, and improvements •The City covers 50% of projects costs, up to $25,000*Interior Improvements •For interior work, up to $50,000 in project costs•Must be done in tandem with approved exterior façade work •The City covers 50% of projects costs, up to $25,000**Maximum amount allowed for one project not to exceed $50,000During the last six months, REAP Program projects have been completed at 735, 740, and 932 TexasStreet. These projects have met the program's objectives and positively impacted the downtown. Thereare currently two additional projects that have been submitted for funding. If these projects areapproved, the existing budget will be depleted. To continue, staff recommends the program berecapitalized by $250,000. The funding for this recapitalization will come from the Heart of FairfieldEconomic Development Intergovernmental Fund.FINANCIAL IMPACTA total of $250,000 will be allocated to the REAP Program which will be paid for from theIntergovernmental Loan Fund Economic Development reserve (Fund 551, Division and ResponsibilityCode 99206, Heart of Fairfield). A budget adjustment in the amount of $250,000 is required toadditionally fund the REAP Program.PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONCouncil may elect not to approve the proposed resolution and not continue with the REAP Program. STAFF CONTACTDwayne Dalman, Economic Development Division Manager(707) 428[email protected] WITHFinance DepartmentATTACHMENTS:DescriptionProposed ResolutionREVIEWERS:Reviewer Action DateDalman, Dwayne Approved 4/5/2022 11:21 AM Gassaway, David Approved 4/10/2022 8:38 PM
Ballard, Kelly Approved 4/11/2022 5:25 PM
Ballard, Kelly Approved 4/11/2022 5:26 PM
Packet Page 83 of 305

CITY OF FAIRFIELD

RESOLUTION NO. 2022-77

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING THE

RECAPITALIZATION OF THE HEART OF FAIRFIELD REVITALIZATION AND ENHANCEMENT ASSISTANCE PROGRAM IN THE AMOUNT OF $250,000 AND UPDATING THE FISCAL YEAR 2021- 2022 BUDGET

WHEREAS, in 2017 the City Council approved a Façade Improvement Program to facilitate improvements in the Heart of Fairfield; and

WHEREAS, the Façade Improvement Program was revised to the current Heart Of Fairfield Revitalization and Enhancement Assistance Program (REAP Program) that is in place today; and

WHEREAS, as a result of property owners and businesses utilizing the program and the existing applications that are currently in process, there is a need to recapitalize the REAP Program for it to continue; and

WHEREAS, these projects have met the objectives of the REAP Program and made a positive impact in the downtown; and

WHEREAS, staff recommends the REAP Program be recapitalized in the amount of $250,000; and

WHEREAS, the funding for this recapitalization will come from the Heart of Fairfield Economic Development Reserve within the Intergovernmental Loan Fund (Fund 551); and

WHEREAS, funding was not allocated in the City’s approved Fiscal Year 2021-2022 Budget thus requiring an adjustment in the amount of $250,000 to Intergovernmental Loan Fund (Fund 551) to fund the REAP Program; and

WHEREAS, the revised appropriations constitute an update to the Fiscal Year 2021-2022 Budget approved pursuant to Resolution No. 2021-126.

Packet Page 84 of 305Attachment 1 Page 1 of 2

RES. NO. 2022-77

Page 2 ends

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The council hereby authorizes the recapitalization of the REAP Program (551-99- 206-9508) from the Intergovernmental Loan Fund (551-99-206-9505) designated for economic development activities in the amount of $250,000.

Section 2. The council hereby approves that appropriation of $250,000 in unrestricted fund balance in the Intergovernmental Loan Fund (Fund 551) to cover costs associated with the execution of this resolution.

Section 3. The city manager is authorized to take such actions as necessary to carry out the purposes of this resolution.

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 85 of 305Attachment 1 Page 2 of 2

Agenda Item No: 7.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202278 of the City Council of the City of Fairfield Declaring its Intention to Initiate Vacation of a Portion of Guittard Way and Setting a Public Hearing Thereon RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The Fairfield Planning Commission adopted Resolution No. PC202118, granting project entitlements for an industrial development along Guittard Way. A condition of development for the entitlements requires the developer to extend the Guittard Way rightofway and dedicate it to the City. The City must vacate excess portions of the existing Guittard Way rightofway to facilitate the development of this industrial building. The recommended action states the City’s intent to vacate a portion of Guittard Way and sets a public hearing on May 17, 2022.

DISCUSSION
Trammel Crow (developer) received approval from the Fairfield Planning Commission on August 25, 2021, to construct an approximately 204,000 +/ square foot, light industrial/distribution building with on site parking on a single 11.26acre parcel (APN 0028200710). The project requires frontage improvements, including extending the existing limits of Guittard Way approximately 250 feet to the west. To reconcile rightofway limits, the developer is requesting that the City vacate a portion of the existing Guittard Way rightofway that will be unnecessary upon completion of the future Guittard Way street improvements. This vacation includes a portion of the existing culdesac that will be outside of future rightofway limits.

The City has been asked to initiate proceedings to vacate a portion of Guittard Way located west of Chadbourne Road. Development of the adjacent land to the north will benefit the City and necessitates lengthening this street, which will include a new culdesac.

Pursuant to California Streets and Highways Code Section 8320, the City of Fairfield may initiate proceedings to vacate excess rightofway within the City of Fairfield. The process requires the City Council hold a public hearing. Staff recommends that the council adopt this resolution of intention to vacate and set a public hearing for May 17, 2022.

Packet Page 86 of 305

Agenda Item No: 7.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202278 of the City Council of the City of Fairfield Declaring its Intention toInitiate Vacation of a Portion of Guittard Way and Setting a Public Hearing ThereonRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe Fairfield Planning Commission adopted Resolution No. PC202118, granting project entitlementsfor an industrial development along Guittard Way. A condition of development for the entitlementsrequires the developer to extend the Guittard Way rightofway and dedicate it to the City. The City mustvacate excess portions of the existing Guittard Way rightofway to facilitate the development of thisindustrial building. The recommended action states the City’s intent to vacate a portion of Guittard Wayand sets a public hearing on May 17, 2022.DISCUSSIONTrammel Crow (developer) received approval from the Fairfield Planning Commission on August 25,2021, to construct an approximately 204,000 +/ square foot, light industrial/distribution building with onsite parking on a single 11.26acre parcel (APN 0028200710). The project requires frontageimprovements, including extending the existing limits of Guittard Way approximately 250 feet to thewest. To reconcile rightofway limits, the developer is requesting that the City vacate a portion of theexisting Guittard Way rightofway that will be unnecessary upon completion of the future Guittard Waystreet improvements. This vacation includes a portion of the existing culdesac that will be outside offuture rightofway limits. The City has been asked to initiate proceedings to vacate a portion of Guittard Way located west ofChadbourne Road. Development of the adjacent land to the north will benefit the City and necessitateslengthening this street, which will include a new culdesac.Pursuant to California Streets and Highways Code Section 8320, the City of Fairfield may initiateproceedings to vacate excess rightofway within the City of Fairfield. The process requires the City Council hold a public hearing. Staff recommends that the council adopt this resolution of intention to vacate and set a public hearing for May 17, 2022.

FINANCIAL IMPACT
None.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
This item will be published in the Fairfield Daily Republic and the street will be posted, as required by law.

ALTERNATIVE ACTION
Should council need additional clarification or have questions, they may choose to postpone the adoption of this resolution until those questions are addressed.

STAFF CONTACT
Trisha Curran, Senior Engineering Technician
(707) 4287471
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Vicinity Map
Proposed Resolution
Exhibit A & B Plat and Legal
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 4/4/2022 5:47 PM
Kaushal, Paul Approved 4/4/2022 7:50 PM
Ballard, Kelly Approved 4/5/2022 6:35 PM
Ballard, Kelly Approved 4/5/2022 6:36 PM
Packet Page 87 of 305

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Packet Page 88 of 305Attachment 1 Page 1 of 1

CITY OF FAIRFIELD

RESOLUTION NO. 2022-78

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD DECLARING ITS INTENTION

TO INITIATE VACATION OF A PORTION OF GUITTARD WAY AND SETTING A PUBLIC

HEARING THEREON

WHEREAS, pursuant to California Streets and Highways Code Section 8320, the City of Fairfield may initiate proceedings to vacate excess right-of-way within the City of Fairfield; and WHEREAS, vacation of Guittard Way is necessary for the development of the industrial/distribution building and this portion of the road will no longer be necessary for circulation; and
WHEREAS, the City Council wishes to initiate proceedings under California Streets and Highways Code Section 8324 to vacate a portion of the Guittard Way cul-de-sac, pursuant to the legal description in Exhibit “A” attached hereto and made a part hereof.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield declares its intention to order the vacation of a portion of Guittard Way and the adjacent public service easement, more particularly described in Exhibit “A” and depicted on Exhibit “B” attached hereto and incorporated herein by this reference, and elects to proceed with respect to said street vacation under the provisions of the California Streets and Highways Code, Section 8300, et seq.

Section 2. The City Council hereby sets a public hearing regarding the proposed vacation of a portion of Guittard Way at the hour of 6:00 pm. May 17, 2022, in the Council Chambers of City Hall, 1000 Webster Street, Fairfield, California. At the hearing, all persons and entities interested in or objecting to the proposed vacation may express their position on the matter. After the close of the public hearing, the council will consider the adoption of a resolution that declares this portion of Guittard Way to be unnecessary for present or prospective public street purposes.

Said resolution may provide that the vacation is subject to conditions or that the reservation of easements is required.

Section 3. The city clerk is hereby directed to publish notice of the public hearing in the Daily Republic Newspaper for at least two successive weeks prior to the hearing, as required by California Streets and Highways Code Section 8322. In addition, the city clerk is hereby directed to post notices of the public hearing at least two weeks before the date set for the hearing, in conformity with and in the manner provided by California Streets and Highways Code Section 8323.

Section 4. The city clerk shall certify to the adoption of this resolution.

Packet Page 89 of 305Attachment 2 Page 1 of 2

RES. NO. 2022-78

Page 2 ends

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

________________________________________
MAYOR
ATTEST:

CITY CLERK
Packet Page 90 of 305Attachment 2 Page 2 of 2

Packet Page 91 of 305Attachment 3 Page 1 of 3

Packet Page 92 of 305Attachment 3 Page 2 of 3

Packet Page 93 of 305Attachment 3 Page 3 of 3

Agenda Item No: 8.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202279 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete; and
Resolution 202280 of the City Council of the City of Fairfield Accepting the Landscape Improvements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The adoption of the resolutions will accept the subdivision and landscape improvements for the Canon Station Planning Area 4 – Neighborhood 4A as complete.

DISCUSSION
One Lake Holding, LLC has completed all the required subdivision and landscape improvements at Canon Station Planning Area 4 – Neighborhood 4A, in accordance with the subdivision and landscape improvement agreements approved by City Council on December 15, 2020, by Resolution Nos. 2020 240 and 2020241. This residential project consisted of 51 lowdensity, singlefamily residential homes that directly abut the future Lake Trail Park, providing direct access to park amenities and pedestrian connections to the Lake Park.

Staff has inspected the subdivision and landscape improvements and found them to be complete in accordance with City standards and the requirements of the subdivision and landscape improvement agreements. The proposed resolutions accept the subdivision and landscape improvements as being complete, except for the obligation of One Lake Holding, LLC to repair or reconstruct defective work for a period of one year after final acceptance.

FINANCIAL IMPACT
Acceptance of the public improvements obligates the City to maintain the improvements, which include Elan Place, Pond Lily Way, Founders Place, and water, sewer and storm utility infrastructure.

Sidewalks, streetlights, and appurtenant facilities will be maintained by the Homeowners Association Packet Page 94 of 305

Agenda Item No: 8.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202279 of the City Council of the City of Fairfield Accepting the SubdivisionImprovements for the Canon Station Planning Area 4 – Neighborhood 4A as Complete;and Resolution 202280 of the City Council of the City of Fairfield Accepting the LandscapeImprovements for the Canon Station Planning Area 4 – Neighborhood 4A as CompleteRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe adoption of the resolutions will accept the subdivision and landscape improvements for the CanonStation Planning Area 4 – Neighborhood 4A as complete.DISCUSSIONOne Lake Holding, LLC has completed all the required subdivision and landscape improvements atCanon Station Planning Area 4 – Neighborhood 4A, in accordance with the subdivision and landscapeimprovement agreements approved by City Council on December 15, 2020, by Resolution Nos. 2020240 and 2020241. This residential project consisted of 51 lowdensity, singlefamily residential homesthat directly abut the future Lake Trail Park, providing direct access to park amenities and pedestrianconnections to the Lake Park. Staff has inspected the subdivision and landscape improvements and found them to be complete inaccordance with City standards and the requirements of the subdivision and landscape improvementagreements. The proposed resolutions accept the subdivision and landscape improvements as beingcomplete, except for the obligation of One Lake Holding, LLC to repair or reconstruct defective work fora period of one year after final acceptance.FINANCIAL IMPACTAcceptance of the public improvements obligates the City to maintain the improvements, which include Elan Place, Pond Lily Way, Founders Place, and water, sewer and storm utility infrastructure.

Sidewalks, streetlights, and appurtenant facilities will be maintained by the Homeowners Association with a portion of maintenance costs being funded by Community Facilities District (CFD) 20181. This development is within the boundary of CFD 20181, which will provide funding for public safety services, lighting and landscape maintenance, and the operation and maintenance of open space areas, parks, and future cemetery. All landscaping will be maintained by either the Homeowners Association, various fronting property owners, or through CFD 20181 funding.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If the council has any questions, acceptance may be delayed so that staff may provide the necessary additional information.

STAFF CONTACT
Roger Dunham, Public Works Construction Manager
(707) 4287047
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution Subdivision
Proposed Resolution Landscape
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 4/4/2022 5:44 PM
Kaushal, Paul Approved 4/4/2022 7:45 PM
Ballard, Kelly Approved 4/5/2022 6:23 PM
Ballard, Kelly Approved 4/5/2022 6:23 PM
Packet Page 95 of 305

CITY OF FAIRFIELD

RESOLUTION NO. 2022-79

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE SUBDIVISION IMPROVEMENTS FOR THE CANON STATION PLANNING AREA 4 – NEIGHBORHOOD 4A

AS COMPLETE

WHEREAS, the City Council approved a Subdivision Improvement Agreement with One Lake Holding, LLC for the required subdivision improvements for the Canon Station Planning Area 4 – Neighborhood 4A on December 15, 2020, by Resolution No. 2020-240; and

WHEREAS, One Lake Holding, LLC has completed all of the required improvements in accordance with the Subdivision Improvement Agreement approved by council.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield hereby accepts the subdivision improvements as complete pursuant to the agreement between the City of Fairfield and One Lake Holding, LLC, approved by council on December 15, 2020.

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
Packet Page 96 of 305Attachment 1 Page 1 of 1

CITY OF FAIRFIELD

RESOLUTION NO. 2022-80

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE LANDSCAPE IMPROVEMENTS FOR THE CANON STATION PLANNING AREA 4 – NEIGHBORHOOD 4A

AS COMPLETE

WHEREAS, the City Council approved a Landscape Improvement Agreement with One Lake Holding, LLC for the required landscape improvements for Canon Station Planning Area 4 – Neighborhood 4A on December 15, 2020, by Resolution No. 2020-241; and

WHEREAS, One Lake Holding, LLC has completed all of the required improvements in accordance with the Landscape Improvement Agreement approved by council.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The City of Fairfield hereby accepts the landscape improvements as complete pursuant to the agreement between the City of Fairfield and One Lake Holding, LLC, approved by council on December 15, 2020.

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
Packet Page 97 of 305Attachment 2 Page 1 of 1

Agenda Item No: 9.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202281 of the City Council of the City of Fairfield Authorizing Execution of the Improvement Agreement for the Canon Station – Planning Area 4 – Linear Park Trail Segment 3A
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
One Lake Holding, LLC (developer) is ready to construct park amenities on Segment 3A of the City’s Linear Park Trail, located adjacent to the Canon Station development. The recommended action authorizes the city manager to execute an improvement agreement (Agreement) for the construction of Segment 3A.

DISCUSSION
The City’s Northeast Fee Study, adopted per Resolution No. 201369, identifies multiple segments of the Linear Park Trail that are to be designed and constructed concurrently with development in the Train Station Specific Plan (TSSP). Segment 3A, located along the westerly boundary line of Planning Area 4, extends from Vanden Road to the Lake Trail street rightofway and is the first segment to be designed and constructed as part of the Canon Station development.

Segment 3A is located adjacent to several developments within Planning Area 4 including the One Lake Family Apartments, Neighborhood 2 subdivision, and Neighborhood 3 subdivision. These developments are nearing construction completion and the developer wishes to begin constructing amenities within Segment 3A to provide additional park amenities to the community.

City staff coordinated with the developer to design and select amenities for Segment 3A including a 10’ wide concrete multiuse pathway, landscaping and irrigation, fitness stations, pathway light fixtures, and environmental fencing. Pathway improvements will provide nearby residents with improved pedestrian and bicycle access to the park, park amenities, and the future Citywide Linear Park Trail system.

In April 2019, the developer executed a Voluntary Cleanup Agreement (VCA) with the Department of Toxic Substances Control (DTSC) to remediate soil in Segment 3A because hazardous substances were identified, a likely result of this land being an old railroad rightofway. The developer also prepared and received approval from DTSC for the Remedial Action Workplan (RAW) necessary to begin remediation. To facilitate the soil remediation efforts, the City and the developer entered into a site access agreement. As part of the “Agreement for Environmental Remediation and Temporary Site Access,” dated February 6, 2020, the developer agreed to and assumed responsibility for all costs associated with completing the VCA process and the RAW. Therefore, the developer will not be receiving fee credits for the soil remediation scope of work.

The developer is nearing completion of the soil remediation and has provided all of the necessary bonds, insurance, and paid the fees required to enter into this Agreement.

FINANCIAL IMPACT
There is no cost to the City in constructing the public improvements contemplated under the Agreement.

Once accepted by council, the maintenance costs for these public improvements will be funded by the formed TSSP Community Facilities District (CFD #20181).

Pursuant to the Amended and Restated Development Agreement (DA) between the City and the developer, dated May 8, 2015 and including any subsequent DA amendments, the developer is eligible to receive fee credits in consideration for construction of Segment 3A. Upon execution of the Agreement, the developer shall accrue a total of $1,126,354.00 (2022 dollars) in fee credits, applicable towards Northeast Transportation Fees assessed for developments within Planning Areas 4 and 5. The total fee credits include consideration for grading improvements to Segment 3A, which the developer has previously completed.

Construction of the remaining 940 lineal feet of the total 2700 lineal feet for Segment 3A shall be assigned at a later date with the remaining fee credits, totaling $438,001.01 (2013 dollars).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The developer has met the necessary conditions and has provided the proper documents for the Agreement. However, if the council has any questions regarding the public improvements, approval may be postponed until the questions are addressed.

STAFF CONTACT
Caroline Vedder, Associate Civil Engineer
(707) 4287484
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Exhibit A
Proposed Resolution
Proposed Agreement
REVIEWERS:

Packet Page 99 of 305

Agenda Item No: 9.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202281 of the City Council of the City of Fairfield Authorizing Execution ofthe Improvement Agreement for the Canon Station – Planning Area 4 – Linear ParkTrail Segment 3ARECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEOne Lake Holding, LLC (developer) is ready to construct park amenities on Segment 3A of the City’sLinear Park Trail, located adjacent to the Canon Station development. The recommended actionauthorizes the city manager to execute an improvement agreement (Agreement) for the construction ofSegment 3A.DISCUSSIONThe City’s Northeast Fee Study, adopted per Resolution No. 201369, identifies multiple segments ofthe Linear Park Trail that are to be designed and constructed concurrently with development in the TrainStation Specific Plan (TSSP). Segment 3A, located along the westerly boundary line of Planning Area4, extends from Vanden Road to the Lake Trail street rightofway and is the first segment to bedesigned and constructed as part of the Canon Station development. Segment 3A is located adjacent to several developments within Planning Area 4 including the OneLake Family Apartments, Neighborhood 2 subdivision, and Neighborhood 3 subdivision. Thesedevelopments are nearing construction completion and the developer wishes to begin constructingamenities within Segment 3A to provide additional park amenities to the community.City staff coordinated with the developer to design and select amenities for Segment 3A including a 10’wide concrete multiuse pathway, landscaping and irrigation, fitness stations, pathway light fixtures, andenvironmental fencing. Pathway improvements will provide nearby residents with improved pedestrianand bicycle access to the park, park amenities, and the future Citywide Linear Park Trail system.In April 2019, the developer executed a Voluntary Cleanup Agreement (VCA) with the Department ofToxic Substances Control (DTSC) to remediate soil in Segment 3A because hazardous substanceswere identified, a likely result of this land being an old railroad rightofway. The developer alsoprepared and received approval from DTSC for the Remedial Action Workplan (RAW) necessary tobegin remediation. To facilitate the soil remediation efforts, the City and the developer entered into asite access agreement. As part of the “Agreement for Environmental Remediation and Temporary SiteAccess,” dated February 6, 2020, the developer agreed to and assumed responsibility for all costsassociated with completing the VCA process and the RAW. Therefore, the developer will not bereceiving fee credits for the soil remediation scope of work. The developer is nearing completion of the soil remediation and has provided all of the necessarybonds, insurance, and paid the fees required to enter into this Agreement.FINANCIAL IMPACTThere is no cost to the City in constructing the public improvements contemplated under the Agreement.Once accepted by council, the maintenance costs for these public improvements will be funded by theformed TSSP Community Facilities District (CFD #20181). Pursuant to the Amended and Restated Development Agreement (DA) between the City and thedeveloper, dated May 8, 2015 and including any subsequent DA amendments, the developer is eligibleto receive fee credits in consideration for construction of Segment 3A. Upon execution of theAgreement, the developer shall accrue a total of $1,126,354.00 (2022 dollars) in fee credits, applicabletowards Northeast Transportation Fees assessed for developments within Planning Areas 4 and 5. Thetotal fee credits include consideration for grading improvements to Segment 3A, which the developerhas previously completed.Construction of the remaining 940 lineal feet of the total 2700 lineal feet for Segment 3A shall beassigned at a later date with the remaining fee credits, totaling $438,001.01 (2013 dollars).PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONThe developer has met the necessary conditions and has provided the proper documents for theAgreement. However, if the council has any questions regarding the public improvements, approval maybe postponed until the questions are addressed.STAFF CONTACTCaroline Vedder, Associate Civil Engineer(707) 428[email protected] WITHCity Attorney's OfficeATTACHMENTS:DescriptionExhibit AProposed ResolutionProposed Agreement REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 4/4/2022 5:45 PM
Kaushal, Paul Approved 4/4/2022 7:46 PM
Ballard, Kelly Approved 4/5/2022 6:27 PM
Ballard, Kelly Approved 4/5/2022 6:33 PM
Packet Page 100 of 305

Packet Page 101 of 305Attachment 1 Page 1 of 1

CITY OF FAIRFIELD

RESOLUTION NO. 2022-81

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING EXECUTION OF THE IMPROVEMENT AGREEMENT FOR THE CANON STATION – PLANNING AREA 4 - LINEAR PARK TRAIL SEGMENT 3A

WHEREAS, One Lake Holding, LLC (developer) has requested the City Council approve the Improvement Agreement for the Linear Park Trail Segment 3A improvements; and

WHEREAS, the developer has provided all of the necessary bonds and insurance, and paid the fees required to enter into this Agreement.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The city manager is authorized and directed to execute on behalf of the City of Fairfield that certain Improvement Agreement between the City and One Lake Holding, LLC.

Section 2. The city manager is hereby authorized to do all things necessary and proper to implement the above-mentioned agreement.

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK
Packet Page 102 of 305Attachment 2 Page 1 of 1

CITY OF FAIRFIELD

IMPROVEMENT AGREEMENT
Canon Station Planning Area 4 - Linear Park Trail Segment 3A

ONE LAKE HOLDING, LLC
THIS IMPROVEMENT AGREEMENT ("Agreement"), for purposes of identification dated 2022 is made and entered into by and between the CITY OF FAIRFIELD, a municipal corporation, hereinafter referred to as "City," and ONE LAKE HOLDING, LLC, a Delaware Limited Liability Company, hereinafter referred to as "One Lake."
RECITALS:

A.One Lake has presented to City a development plan of land for Canon Station - Planning Area 4 (the "Development") located within the corporate limits of City, the plan having been prepared in accordance with the requirements of the City Engineer.

This Agreement concerns improvements commonly referred to as the Linear Park T rail Seqment the "Required lmprovements"), all of C
which are incorporated into the plans and specifications of the Development.
ln accordance with the Fourth Amendment to Development Agreement between the City and One Lake, recorded June 22,2021 ("DA"), including any subsequent DA amendments, the parties agreed that One Lake may construct public improvements, including landscape and irrigation, in exchange for fee credits from the City. One Lake is required to enter into an improvement agreement with the City to construct said public improvements to be eligible for receiving fee credits.

One Lake has requested approval of the plans prior to the construction and completion of the Required lmprovements, including, but not limited to:

Construction and installation of non-potable irrigation connection, full landscape improvements and various park amenities, as required by the B
D
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City Engineer, the Ordinances of the City, and the Train Station Specific Plan, heretofore approved by the City Council of the City of Fairfield.

AGREEMENTS:

The parties hereto agree as follows:

1. The General Contractor: City acknowledges and agrees that One Lake is not a licensed contractor but that One Lake will be contracting with a licensed general contractor (the "General Contracto/') who will furnish, construct and install the Required lmprovements pursuant to this Agreement. The contract between One Lake and General Contractor for completion of the Required lmprovements is referred to herein as the Construction Contract.

2. Performance of Work: One Lake agrees to furnish, construct, and installat their own expense, or cause to be furnished, constructed, and installed, all Required lmprovements as shown on the plans and specifications of the Development, a copy of which is on file in the Office of the City Engineer and is incorporated herein by reference, along with any changes and modifications as may be required by the City Engineer due to errors of omission on the plans.

3. Work: Satisfaction of the Citv Enqineer: All of the work on the Required lmprovements is to be done at the places, with the materials, and in the manner and at the grades, all as shown upon the approved plans and specifications and the City's most current Standard Specifications and Details as authorized via Fairfield City Council Resolution 2014-93, and to the satisfaction of the City Engineer.

Work: Time for Commencement and Performance: City fixes the time for the commencement of the work to be done on the day following approvalof this Agreement, and for its completion to be within twelve (12) months thereafter. A pre-construction meeting is required at least fifteen (15) calendar days prior to the start of construction.
4 -2-
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5 Time of Essence: Extension: Time is of the essence of this Agreement, but the dates for commencement and completion of the work of construction may be extended as herein provided. The City Engineer may extend those dates for delays in the work actually caused by inclement weather, riots, strikes, lockouts, fires, earthquakes, floods and conditions resulting there from. Extension of the dates for any other cause shall be made only by the City Council. The City Engineer and City Councilshall be the sole and final judge as to whether good cause has been shown to entitle One Lake to an extension.

Request for Extension: Grantinq: Requests for extension of commencement and completion date shall be in writing, and shall be delivered to City in the manner hereinafter specified for services of notices.

Extensions, if granted, shallbe in writing; an oralextension shall not be valid for anv purpose whatsoever.

Extension: No Release of Obliqations: ln the event it is deemed necessary by the City to extend the time of commencement or completion of the work to be done under this Agreement beyond the dates specified herein, such extension as shall be granted shall in no way release any guarantee given by One Lake pursuant to this Agreement, or to relieve or release those providing improvement security pursuant to this Agreement. The sureties in executing the bonds shall be deemed to have expressly agreed to any such extension of time.

Extension: Conditions: The granting of any extension may be conditioned upon One Lake providing City with new or amended surety bonds in amounts increased to reflect increases in the costs of constructing the Required lmprovements that have occurred prior to the granting of the extension or are likely to occur prior to the completion of work. lmprovement Security: Concurrently with the execution hereof, One Lake shallfurnish City:
(a) lmprovement security in the sum of g!Qp@, which sum is ' equalto approximately one hundred ten percent('110o/o) of the 7 6.

8. 9
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Packet Page 105 of 305Attachment 3 Page 3 of 17

10 estimated cost of constructing the Required lmprovements, rounded up, and the cost of any other obligation to be
performed by One Lake hereunder, securing the faithful
performance of this Agreement.
(b) Separate improvement security in the sum of $!ffQ@, which sum is equal to approximately fifty-five percent (55%) of the estimated cost of constructing the Required lmprovements, securing payment to the General Contractor, its
subcontractors, and to persons furnishing labor, materials, or equipment to them for the construction of the Required
lmprovements.

The form of the improvement security shall be subject to the approval of the City Attorney. lmprovement security shall be reduced or released by City only in the manner provided by the Ordinances of the City. No change, alteration, or addition to the terms of this Agreement or the plans and specifications accompanying the same shall in any manner affect the obligation of those providing improvement security pursuant to this Agreement.

Enqineerinq and lnspection Fee: One Lake shall:
(a) Pay to the City an engineering plan check fee of 1.35% of the total cost of the Required lmprovements for trail and
landscaping only, as estimated by the City Engineer and rounded to the nearest whole number, less the injtial plan check fee of one percent (1%) of the total cost paid upon submittal of the improvements plans. The totalamount of this fee stilldue is:
(1 .35o/o x $644,92'1.85) - $9.025.6 1 = -8!949,.
(b) Pay to the City an engineering and inspection fee of five and a half percent (5.5%) of the total cost of the Required lmprovements for trail and landscaping only, rounded to the 4-
Packet Page 106 of 305Attachment 3 Page 4 of 17

nearest whole number, as estimated by the City Engineer, being:

5.5o/o x$644,921.85 = $35.471.00.

Fee includes only items of work to be inspected by the City. lt is understood that such fee covers only those inspections and engineering work performed by the City during the normal working hours of the City.

11. Hold Harmless Aqreement: One Lake will indemniff, hold harmless and assume defense of, in any actions of law or in equity, the City of Fairfield, its officers, employees, agents, and elective and appointive boards from all claims, losses, damage, including property damage, personal injury, including death, and liability of every kind, nature and description, directly or indirectly arising from the operations of One Lake, General Contractor or any subcontractor, or of any person directly or indirectly employed by, or acting as agent for One Lake, General Contractor or any subcontractor, but not including the sole or active negligence or willful misconduct of the City of Fairfield. This indemnification shall extend to claims, losses, damages, injury and liability for injuries occurring after completion of the work as well as during the work's progress.

Acceptance of insurance certificates required under this Agreement does not relieve One Lake from liability under this indemnity and hold harmless clause. This indemnity and hold harmless clause shall apply to all damages and claims for damages of every kind suffered, or alleged to have been suffered, by reason of any of One Lake's, its General Contractor's or any subcontractor's operations regardless of whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages.

12. Contractor's lnsurance: One Lake shall not commence work under this Agreement or permit its General Contractor or any subcontractor to commence work thereunder until One Lake shall have obtained or caused to be obtained all insurance required under this paragraph and such -5-
Packet Page 107 of 305Attachment 3 Page 5 of 17

insurance shall have been approved by the City Engineer of City as to form, amount, and carrier. The insurance shall be maintained in force and effect until the completion of work under this Agreement and the acceptance thereof by City. All requirements herein provided shallappear either in the body of the insurance policies or as endorsements, and shall specifically bind the insurance carrier.
(a) WORKER'S COMPENSATION INSURANCE: One Lake
shall obtain and maintain (or cause to be obtained and
maintained) workers' compensation insurance for all One Lake and General Contractor employees employed at the site of improvement. Proof of a qualified self-insurance program is acceptable. One Lake shall require any sub-contractor similarly to provide workers'compensation insurance for all of the subcontractor's employees, unless such employees are covered by the protection afforded by One Lake or the
GeneralContractor. ln case any class of employees engaged in work under this Agreement at the site of the project is not protected under any workers' compensation law, One Lake shall provide, and shall cause General Contractor and each subcontractor to provide, adequate insurance for the
protection of employees not otherwise protected. One Lake hereby agrees to indemnify City for any damage resulting to it from failure of General Contractor or any subcontractors to take out or maintain such insurance. One Lake shall provide the City Engineer with a certificate of insurance indicating workers' compensation coverage prior to engaging in any activity required by this Agreement.
(b) LIABILITY INSURANCE: One Lake, at its sole expense, shall obtain and maintain (or cause to be obtained and maintained) an insurance policy or policies, issued by an insurer or insurers as defined by the California lnsurance Code with an -6-
Packet Page 108 of 305Attachment 3 Page 6 of 17

A.M. Best rating of B+/Xll orA-A/ll or better, providing the City, its officers, employees, and agents, named as additional insureds under the policy, broad form property damage,
personal injury, automobile, employers', and comprehensive form liability insurance in the amount of not less than $3 million per occurrence. By the terms of the insurance policy or policies, such insurance shall be deemed primary
insurance, and no other insurance effected by the City or other named insureds will be called upon to cover a loss covered thereunder.
ln the event that any of the insurance policies provided for in this Section 12 insures any entity, persons, boards, or commissions other than those mentioned in this paragraph, such policy shall contain a standard form of cross-liabili$ endorsement, insuring on such policy City, its elective and appointive boards, commissions, officers, agents, and employees, Ohe Lake, General Contractor and any subcontractor performing work covered by this Agreement. All stated minimum levels of insurance may be met by a combination of primary, excess, and umbrella insurance, including any fronting or captive insurance, provided lndemnitee is endorsed as an additional insured with regard to all such excess coverage.

City agrees that the insurance requirements in this Section 12 may be satisfied with insurance furnished by the General Contractor that meets such insurance requirements. ln its contract with the General Contractor, One Lake agrees to require the General Contractor to agree to include in thei(its) subcontracts with all of its subcontractors (a) the same requirements and provisions of this Agreement including the indemnity and lnsurance requirements to the extent they apply to the scope of the subcontractors' work, and (b) the requirement that the subcontractors include such provisions in the subcontracts, if any, that such subcontractors enter into with their subcontractors.
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Packet Page 109 of 305Attachment 3 Page 7 of 17

13. Evidence of lnsurance: One Lake shall furnish the City Engineer prior to commencement of any work hereunder, with satisfactory evidence of the insurance required, and evidence that each carrier is required to give City at least thirty days prior notice of the cancellation or reduction in coverage of any policy during the effective period of this Agreement.

14. Title to lmorovements:Title to and ownership of all improvements 15 constructed hereunder shall vest absolutely in City upon completion and acceptance of such improvements by City.

Repair or Reconstruction of Defective Work: lf, within a period of one year after final acceptance of the work performed under this Agreement, any improvement or part of any improvement furnished and/or installed or constructed, or caused to be installed or constructed by One Lake, or any of the work done under this Agreement fails to fulfillany of the requirements of this Agreement or the specifications referred to herein, One Lake shall without delay and without any cost to City, repair or replace or reconstruct, or cause to be repaired or replaced or reconstructed, any defective or otherwise unsatisfactory part or parts of the work or structure. Should One Lake fail to act promptly or in accordance with this requirement, or should the exigencies of the case require repairs or replacements to be made before One Lake can be notified, City may, at its option, make the necessary repairs or replacements or perform the necessary work, and One Lake shall pay to City the actual cost of such repairs plus fifteen percent (15%l within thirty (30) days of the date of billing for such work by City. At the time these improvements are completed to the satisfaction of the City Engineer, a warranty bond shall be submitted to release the original bonds.

Neither One Lake nor General Contractor Are Aqent of Citv: Neither One Lake nor General Contractor nor any of One Lake's or General Contractor's agents or subcontractors are or shall be considered to be agents of City in connection with the performance of the obligations under this Agreement.

Nofice of reach and l)efarrlt lf One Lake refuses or fails to obtainB prosecution of the work, or any severable part thereof, with such diligence 16 17
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Packet Page 110 of 305Attachment 3 Page 8 of 17

as will ensure its completion within the time specified, or any extension thereof, or fails to obtain completion of the work within such time, or if One Lake should be adjudged a bankrupt, or One Lake should make a general assignment for the benefit of One Lake's creditors, or if a receiver should be appointed in the event of One Lake's insolvency, or if One Lake or its General Contractor or any of their subcontractors, agents, or employees should violate any of the provisions of this Agreement, City Engineer may serve written notice upon One Lake and One Lake's surety of breach of this Agreement, or of any portion thereof, and of default of One Lake hereunder.

18. Breach of Aqreement: Performance bv Suretv or Citv: In the event of any such notice, One Lake's surety shall have the duty to take over and complete the work and the improvement herein specified; provided, however, that if the surety within fifteen (15) days after the serving of such notice of breach upon it does not give City written notice bf its intention to take over the performance of the contract, and does not commence performance thereof within fifteen (15) days after notice to City of such election, Citymay take over the work and prosecute the same to completion by contract, or by any other method City may deem advisable, for the account and at the expense of One Lake, and One Lake's surety shall be liable to City for any excess cost of damages occasioned City thereby; and in such event, City, without liability for so doing, may take possession of and utilize in completing the work, such materials, appliances, plant and other property belonging to One Lake or its General Contractor as may be on the site of the work and necessary therefor. One Lake shall cause the Construction Contract to include a provision implementing the rights of City pursuant to this Section 18.

19. Notices: All notices herein required shall be in writing, and delivered in person or sent by registered mail, postage prepaid.

Notices required to be given to City shall be addressed as follows:
-9-
Packet Page 111 of 305Attachment 3 Page 9 of 17

Fairfield Citv Hall Attn: Citu Fno
1000 Webster Street
Fairfield. CA 94533
Notices required to be given to One Lake shall be addressed as follows:

ONE LAKE HOLDING LLC C/O DAN AG ILAR
2121 N. CALIFORNIA BLVD STE #1010
WA UT CREEK. CA 94596
(To be completed by One Lake)
Notices to be given surety of One Lake shall be addressed as follows:

ONF LAKE HOLDING LLC. C/O DAN AG ILAR
2121 N. CALIFORNIA BLVD. STE #1010

WALNUT CREEK CA
20 21
(To be completed by surety of One Lake)
Any party or the surety may change such address by notice in writing to the other party and thereafter notices shall be addressed and transmitted to the new address.

Oversizinq: Public improvement oversizing and/or reimbursement as defined in City Code Chapter 68, Chapter 10, Article lV, Sections 10.56 through 10.65; and Chapter 25, Article lll, Section 25.166.79 through

25.166.81 is not applicable.

AdditionalTerms and Conditions: This Agreement is subject to the following additionalterms and conditions (except as specifically provided otherwise):
a) Approval of this lmprovement Agreement shall not obligate the City to subsequently accept improvements which strictly conform to the plans referenced by this Agreement. All costs associated with modifications resulting from subsequent improvement plan changes required by the City shallbe borne by One Lake.
-10-
Packet Page 112 of 305Attachment 3 Page 10 of 17

b) Annexation into Gommunitv Facilities District (GFD
#2018-l): The proposed development is required to annex into the new Train Station Specific Plans Community Facilities District (CFD #2018-1), which will provide funding for varlous elements of operations, maintenance and service, including but not limited to:
. Public Safety Services;
o Public Open Space Operation and Maintenance;
. Public Park Operation and Maintenance;
' . Public Cemeteries Operation and Maintenance;
o Operation and Maintenance of public landscaping,
linear parks, storm draingage basins, streetlights,
pump station, and the public lake;
. CFD Administrative Expenses;
. Any Other Public Services authorized to be Funded
under Section 53313 of the California Government
Code.

Property owners within the District will be required to pay special on-going annual assessments. One lake shall furnish the necessary processing fees and documents
required to complete the annexation process. Assessments will have an annual inflation adjustment. Please refer to Section 5.2 of the Development Agreement for additional information.
c) Northeast Area lmpact Fee Credits: In consideration for the construction of the Required lmprovements for grading, trail, and landscaping, and in accordance with the terms of Section

5.5.3 and Exhibit 13-2 of the DA, One Lake shall accrue, effective upon the execution of this Agreement and the
furnishing to City of the lmprovement Security required by this Agreement, a totalof $1,126,354 ("Fee Credits") in fee credits, -11-
Packet Page 113 of 305Attachment 3 Page 11 of 17

d)
rounded up to the nearest dollar; that amount being the escalated value (see Exhibit B) as of April 19, 2022,
escalated, as documented in City of Fairfield Resolution 2013- 69 (Northeast Fee Update).. The Required lmprovements
pertain to a portion of Segment 3A as identified in Table 5 of the Northeast Fee Update The fee credits for the Required lmprovements are as follows:

1. The Required lmprovements include construction
of 1,760 lineal feet of the City's linear park,
commonly referred to as Segment 3A, "Linear to
Vanden (3).' Pursuant to the Northeast Fee
Update, One Lake shall receive fee credits, totaling
$1,126,354 ($1,285,088 x (17601F/ 2700LF) x

1.37403).

Updated Citvwide AB1600 and Northeast Area lmpact Fee
Credits: Pursuant to Section 5.5.1 of the DA, City intends to commence an update of the Citywide Traffic lmpact Fee and Northeast Area Fee programs. Upon City Council approval of the update, One Lake's fee credits will be adjusted
accordingly.

Prevailinq Wase: To be eligible for Fee Credits, One Lake shall comply with all previailing wage requirements, with respect to the Required lmprovements, as required by
California law, including but shall not be limited to the following:

1. Per the Public Contract Code, One Lake shall
obtain a minimum of three (3) bids from qualified
contractors. Qualifications shall be prepared by
One Lake as part of the bid package to be
reasonably approved by the City Engineer. At the
e)
-12-
Packet Page 114 of 305Attachment 3 Page 12 of 17

22 City Engineer's sole discretion, One Lake shall
select the lowest responsible bidder.

2. As required by California law, prevailing wage rates shall be paid by One Lake and its contractors for all
construction of the Required lmprovements.

3. City shall have the opportunity to review and
approve in a timely manner all solicited proposals,
bids, contracts and change orders prior to
authorization of the work to proceed.

4. One Lake shallprovide fulldocumentation including
invoices, certified payroll and other necessary
information pertaining to construction of the
Required lmprovements.

Prohibited lnterest: No employee of the City shall have any direct financial interest in this Agreement. This Agreement shall be voidable at the opinion of the City if this provision is violated.

Local Emplovment Policv: The City of Fairfield desires, wherever possible, to hire qualified local residents to work on city projects. Local resident is defined as a person who resides in Solano County.

The City encourages an active affirmative action program on the part of its contractors, consultants, and developers.

When local projects require, subcontractors, contractors, consultants, and developers willsolicit proposals from qualified localfirms where possible.

Qualified Bids: Both the City and One Lake acknowledge and agree that the contractor chosen as the General Contractor will satisff the City's bidding requirements applicable to reimbursements for the improvements to be constructed under this Agreement.
23 24
lN WITNESS WHEREOF, the parties hereto have executed this lmprovement Agreement on the date set forth opposite their respective signatures. -13-
Packet Page 115 of 305Attachment 3 Page 13 of 17

Dated Gity of Fairfield,
a municipal corporation
By
City Manager
One Lake Holdi ng, LLC,
a ited Liabil mpany
By
Name
Title:Co-President
ATTEST:

City Clerk
-14-
Packet Page 116 of 305Attachment 3 Page 14 of 17

CITY OF FAIRFIELD

IMPROVEMENT AGREEMENT CHECK LIST
PROJECT NAME: Canon Station Planninq Area 4 - Linear Park Trail Seoment 3A Landscape Construction
OWNER: One Lake Holdinq. LLC
ADDRESS: 2121 N. California Blvd.. Suite #1010. Walnut Creek, CA 94b96 COUNCIL MEETING DESIRED: Aoril 19.2022
SUBM f SSION DEADLI NE: March 23. 2022
Distribution:

City Manager
City Engineer
One Lake

DESCRIPTION QUANTITY UNIT COST AMOUNT RECD BY DATE
Plan Check Fee (less initial PC)1.35o/o $644,922 -$319
Engineering/lnspection Fee 5.5%$644,922 $35,471
TOTAL:$35,152
Engineer's Estimate $644,922
Faithful Performance Bond 110o/o $710,000
Labor and Materials Bond 55o/o $355,000
lnsurance Certificate $3 Million
Signed Agreement
Construction Plans
IT
Packet Page 117 of 305Attachment 3 Page 15 of 17

EXHIBIT A
SITE LOCATION:

Hrrioro
fi
fi
fi
F
uislnmlr$rnRo$fsgvft
fi
a
E
AREA 1
F
TRAIII$SF
FOnCEEirr
Linear Park Trail Segment 3A
Packet Page 118 of 305Attachment 3 Page 16 of 17

DATE SF CC lndex
December 1. 2()1()totz(l,2s Ahniltl Rur
December 1,2011 t0204..79 0.835%
December 1, 2012 103ss.09 1,.473%
December 1, 2013 10898.84 s.2s7%s-t5l91
December 1,2014 1091s.84 o.7s6%5.4157..

December 1, 2015 11155,41 2.195%7.72994
December 1. 2016 rroug,44 L O7at'l'42.1
December 1,2017 120L4.72 3.49L%t6.o27q
December 1,2018 12775.37 0.838%16.qqc*
December 1. 2019 1275/l-57 5-35R9/^23.

December 1.2020 13158.76 3.767%27.772!/4
December 1, 2021 1422A.24 a.o0/l%37-4010/.

EXHIBIT B
*NOTE: Northeast Fee Update was adopted with Resolution 2013-69 |NOT€: Fees escalated per the Engineerlng News Record Construction Cost lndex as outlined in Fairtield Resolution 2013-69
Cumulative NE Fee Credits = 57,726,353.42
*NOTE: Escalation Formula
Current Year Value = Previous Year Value x (1+ CCI Annual % lncreasel April 1,2022 = $1,042,919.84x (1 + 8.qXD6)
AWil r,2022 = 51,,726,353.42
*NOTE: % lncrease is based on change at year-end
*NOTE: NE tinear Park Fee Credit has been scaled to account for length of lmprovements vs NE Area Fee cost estimate length.

TNOTE: the lmprovement Fee Asslgnment for Grading, TraiL and tandscaping is being asslgned to One Lake with execution ofthe Canon Station Nelghborhood 4 - [inear park Trail SeSment 3A lmprovement Agreement.

Escalation of linear Park Trail Segment 34 [andscaping lmprovements NE Area Fee tength ([Fl = 270iJ
2013 Northeast Fee Credit = 9i,258,088.00
lmprovement length (LF) = 1760
lmprovement Fee Credit = S820,086.99
Flrst date of Northeast adoptlon:
2021
2015
2016
Packet Page 119 of 305Attachment 3 Page 17 of 17

Agenda Item No: 10.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202282 of the City Council of the City of Fairfield Authorizing Execution of the Memorandum of Agreement Providing for Implementation of the Solano Stormwater Alliance
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City of Fairfield (City) is a permittee under the State of California Regional Water Quality Control Board (Regional Water Board), San Francisco Bay Region’s Municipal Regional Stormwater Permit (MRP). As part of the MRP, the Regional Water Board requires the City to develop a program to limit the discharge of pollutants from urban stormwater runoff. The City currently works with the local agencies in Solano County to implement program efforts and report to the Regional Water Board.

Municipalities that submit reports jointly to the Regional Water Board must adopt and formalize the creation of a stormwater committee by May 11, 2022. The recommended action authorizes the execution of the Memorandum of Agreement (Agreement), allowing the City to report jointly with the Solano copermittees and continue satisfying current and future MRP requirements.

DISCUSSION
All drainage to the San Francisco Bay is under the jurisdiction of the San Francisco Regional Water Quality Control Board (Region 2). Currently, stormwater from Fairfield, Vallejo, Suisun City and the Vallejo Flood and Wastewater District drain to the San Francisco Bay and are regulated by a Phase 1 municipal separate storm sewer systems permit. For context, portions of the County of Solano and Benicia also drain to the San Francisco Bay but are Phase 2 permittees.

Historically, the City has worked with the FairfieldSuisun Sewer District (FSSD) and other local Solano County municipalities to satisfy stormwater quality requirements mandated by the Regional Water Board. Some efforts that FSSD has taken lead on implementing, on behalf of the City, includes: (1) monitoring and tracking industrial and commercial site controls; (2) providing public outreach, education, and staff training; (3) monitoring any mercury contamination; (4) reducing polychlorinated biphenyls (PCB) pollutants; (5) reducing potential copper contamination; and (6) minimizing contaminants from residential lawn irrigation.

Packet Page 120 of 305

Agenda Item No: 10.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202282 of the City Council of the City of Fairfield Authorizing Execution ofthe Memorandum of Agreement Providing for Implementation of the Solano StormwaterAllianceRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City of Fairfield (City) is a permittee under the State of California Regional Water Quality ControlBoard (Regional Water Board), San Francisco Bay Region’s Municipal Regional Stormwater Permit(MRP). As part of the MRP, the Regional Water Board requires the City to develop a program to limitthe discharge of pollutants from urban stormwater runoff. The City currently works with the localagencies in Solano County to implement program efforts and report to the Regional Water Board.Municipalities that submit reports jointly to the Regional Water Board must adopt and formalize thecreation of a stormwater committee by May 11, 2022. The recommended action authorizes theexecution of the Memorandum of Agreement (Agreement), allowing the City to report jointly with theSolano copermittees and continue satisfying current and future MRP requirements.DISCUSSIONAll drainage to the San Francisco Bay is under the jurisdiction of the San Francisco Regional WaterQuality Control Board (Region 2). Currently, stormwater from Fairfield, Vallejo, Suisun City and theVallejo Flood and Wastewater District drain to the San Francisco Bay and are regulated by a Phase 1municipal separate storm sewer systems permit. For context, portions of the County of Solano andBenicia also drain to the San Francisco Bay but are Phase 2 permittees.Historically, the City has worked with the FairfieldSuisun Sewer District (FSSD) and other local SolanoCounty municipalities to satisfy stormwater quality requirements mandated by the Regional WaterBoard. Some efforts that FSSD has taken lead on implementing, on behalf of the City, includes: (1)monitoring and tracking industrial and commercial site controls; (2) providing public outreach,education, and staff training; (3) monitoring any mercury contamination; (4) reducing polychlorinated biphenyls (PCB) pollutants; (5) reducing potential copper contamination; and (6) minimizing contaminants from residential lawn irrigation.

To continue reporting to the Regional Water Board as copermittees, the City is required to form a management committee (Committee, referred to as Solano Stormwater Alliance in the Agreement), composed of at least one representative from each Solano copermittee, which includes the City of Fairfield, City of Suisun City (Suisun City), City of Vallejo and the Vallejo Flood and Wastewater District (collectively, Vallejo). The Committee shall publicly meet to confer on topics to continue satisfying current and new mandates and requirements of the Regional Water Board. As part of this Agreement, all Committee meetings shall occur at the City of Vallejo, or authorized digital platform. Furthermore, all public meeting information will be posted on the City of Vallejo website.

Execution of this Agreement is necessary for the City to continue upholding and satisfying current and future Regional Water Board mandates for stormwater quality.

FINANCIAL IMPACT
The proposed action will affirm the City’s intention to participate in the Solano Stormwater Alliance. The City’s contribution shall not exceed 44% of the annual agreedupon budget. Funding for this work is provided by the Drainage Maintenance Fund (Fund 083, Division and Responsibility 99000).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Should City Council have any questions, execution of the Agreement may be postponed until the questions may be addressed; however, please note that the Regional Water Board requires any formal creation of a committee to occur prior to May 11, 2022.

STAFF CONTACT
Alvin Lei, Senior Civil Engineer
(707) 4287476
[email protected]
COORDINATED WITH
City Attorney's Office, Finance Department
ATTACHMENTS:

Description
Proposed Resolution
Proposed Agreement
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 4/5/2022 12:16 PM
Kaushal, Paul Approved 4/5/2022 1:30 PM
Ballard, Kelly Approved 4/5/2022 6:35 PM
Ballard, Kelly Approved 4/5/2022 6:35 PM
Packet Page 121 of 305

CITY OF FAIRFIELD

RESOLUTION NO. 2022-82

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD AUTHORIZING EXECUTION OF

THE MEMORANDUM OF AGREEMENT PROVIDING FOR IMPLEMENTATION OF THE SOLANO

STORMWATER ALLIANCE

WHEREAS, the Water Quality Control Plan, adopted by the California Regional Water Quality Control Board, San Francisco Bay Region, requires that municipalities permitted under their jurisdiction to develop a program to control discharge of pollutants from urban runoff (Program); and

WHEREAS, the City of Fairfield (City) is a municipality permitted under the Water Quality Control Board for the San Francisco Bay Region; and

WHEREAS, the City, Fairfield-Suisun Sewer District (FSSD), City of Suisun City (Suisun), City of Vallejo and the Vallejo Flood and Wastewater District (collectively, Vallejo) desire to enter into a Memorandum of Agreement establishing themselves together as co-permittees, forming what will be called the Solano Stormwater Alliance, the purpose of which will be to consolidate efforts to develop the Program.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The city manager for the City is hereby authorized to execute the Memorandum of Agreement, approved as to form by the city attorney for the City, that creates and provides for the implementation of the Solano Stormwater Alliance.

Section 2. The city manager is hereby authorized to do all things necessary and proper to implement the Memorandum of Agreement.

Packet Page 122 of 305Attachment 1 Page 1 of 2

RES. NO. 2022-82

Page 2 ends

PASSED AND ADOPTED this 19th day of April, 2022, by the following vote:

AYES: COUNCILMEMBERS: PRICE / BERTANI / MOY / PANDURO / TIMM / TONNESEN / VACCARO

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK

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AGREEMENT

PROVIDING FOR IMPLEMENTATION
OF THE

SOLANO STORMWATER ALLIANCE

THIS AGREEMENT is made and entered into by and between the CITY OF FAIRFIELD (Fairfield), a municipal corporation of the State of California; CITY OF SUISUN CITY (Suisun City), a municipal corporation of the State of California; CITY OF VALLEJO (Vallejo), a municipal corporation of the State of California; VALLEJO FLOOD AND WASTEWATER DISTRICT (VFWD) a special district of the State of California; and FAIRFIELD-SUISUN SEWER DISTRICT (FSSD), a special district of the State of California.

All of the above-mentioned entities are hereinafter collectively referred to as ‘‘PARTIES” or individually as “PARTY.”

RECITALS:

A. The Water Quality Control Plan for the San Francisco Bay Basin (hereinafter “Basin Plan”), adopted by the California Regional Water Quality Control Board, San Francisco Bay Region (hereinafter “Regional Water Board”), in implementation of the Federal Clean Water Act, and the Municipal Regional Stormwater NPDES Permit (hereinafter “MRP Permit”) requires that the PARTIES develop a program to control the discharge of pollutants from urban runoff in the Solano County area that drains to the San Francisco Bay.

B. In furtherance of their responsibilities pursuant to the Basin Plan and the applicable MRP Permit, the PARTIES are entering into this agreement to equitably share the costs of regional mandates and compliance activities required by the MRP Permit.

C. The activities undertaken by the PARTIES pursuant to this Agreement shall collectively be known as the Solano Stormwater Alliance (hereafter “the Program”).

D. The Program contains elements that provide a general benefit to the PARTIES (such as monitoring, public education, staff training, program administration, etc.). In addition to the Program elements, each Party has the responsibility to implement MRP Permit requirements within its jurisdiction. Activities carried out by a Party may include but are not limited to municipal operations and maintenance, construction site inspections and enforcement, commercial and industrial inspection and enforcement, illicit and illegal connection inspections, trash and other pollutant reductions, and implementation of new development and redevelopment treatment requirements.

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FINAL 4/4/2022 | PAGE 2 OF 10

E. In and for the mutual interests of the PARTIES, the PARTIES desire to formalize the Program and to enter into this Agreement for the purpose of ensuring participation, in terms of cost and administrative responsibilities, and to make certain updates to facilitate implementation of the Program in compliance with the MRP Permit.

F. FSSD is a special district, a legally constituted government entity established to manage wastewater and stormwater in the Cities of Fairfield and Suisun City.

NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:

Section 1. Solano Stormwater Alliance

1.01 Solano Stormwater Alliance is hereby formalized (hereinafter “the Program”) to assist the PARTIES to fulfill the requirements of the Municipal Regional Permit as it exists, may be modified, or may be reissued in the future (hereinafter “MRP Permit”).

1.02 The Program is a collective effort and implementation of area-wide activities, designed to benefit all PARTIES.

Section 2. Management Committee

2.01 A Management Committee shall be formed and provide overall Program direction and coordination.

2.02 The Management Committee may, as necessary, adopt and revise bylaws for its governance.

2.03 The Management Committee shall consider MRP Permit compliance, including benefit to a majority of the PARTIES, as a primary objective in approving Program tasks and corresponding budgets.

2.04 The Management Committee shall be composed of one designated voting representative from each PARTY and up to one alternate voting member from each PARTY. Appointments shall be made by the City Manager or the equivalent of the respective PARTIES and a confirming letter sent to the Program Manager.

2.05 A quorum for the conduct of business by the Management Committee shall be a majority (50% plus one) of the voting PARTIES to the Agreement.

2.06 In order to provide transparency and allow public participation, agendas for official Management Committee meetings will be publicly posted, the public allowed to participate and provide comment during those meetings, and meeting minutes publicly posted on the City of Vallejo website. City of Vallejo shall be solely responsible for preparing and posting meeting agendas, taking minutes, and performing any actions Packet Page 125 of 305Attachment 2 Page 2 of 10

FINAL 4/4/2022 | PAGE 3 OF 10

necessary to allow public participation.

2.07 The PARTIES shall attempt to achieve consensus to resolve issues and reach decisions, but shall rely on a simple majority vote of the PARTIES (50% plus one) for all decisions requiring a vote, except for changes to this Agreement (including changes to the cost allocation) and approval of the Annual Budget, which require both an affirmative vote by a majority of the PARTIES and the approval by a simple majority of the governing bodies of the PARTIES.

2.08 Management Committee approval is required prior to any Program expenditure by the Fiscal Agent or any other PARTY to this Agreement.

2.09 Approval by the Management Committee of a motion to submit a report to the Regional Water Board or the State Water Board will be considered a submittal on behalf of all PARTIES unless a PARTY notifies the Management Committee in writing that it does not wish the report to be submitted on its behalf.

Section 3. Program Budget Cost Allocation

3.01 The PARTIES shall each pay a yearly contribution into a fund established for Program operations. Each PARTY’s contribution shall be based upon the cost allocation in Exhibit A. The cost allocation in Exhibit A shall remain in effect unless and until a revised cost allocation is adopted through an amendment to the Agreement.

3.02 Invoices for payment of Program cost allocations will be sent out by January 31 of each year. If payment has not been received by the Fiscal Agent by March 31, a notice of non-payment will be mailed to the PARTY. If payment has not been received within 60 days of the notice of non-payment, the PARTY will receive notice that their participation in the Program will be terminated effective 30 days from the notice of termination.

Section 4. Fiscal Agent

4.01 The FSSD shall serve as the Fiscal Agent for the Program.

4.02 If FSSD decides to relinquish the role of Fiscal Agent, the Fiscal Agent will notify the Management Committee, in writing, prior to December 30 and will continue to act as Fiscal Agent until June 30 of the following year. In that event, or if FSSD withdraws from the Program, the Management Committee will then select a willing PARTY as Fiscal Agent to serve commencing July 1. In the event that the Fiscal Agent must withdraw from its role prior to the June 30 date, the Management Committee shall appoint an acting Fiscal Agent to serve until the new Fiscal Agent is appointed starting the following July 1.

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4.03 The Management Committee may replace an acting Fiscal Agent by notifying the Fiscal Agent in writing prior to December 30. The Management Committee will then select a willing PARTY to serve as Fiscal Agent beginning July 1.

4.04 The Fiscal Agent shall be the treasurer of Program funds. The Fiscal Agent, in accordance with generally accepted accounting procedures, shall keep the Program funds segregated from any other funds administered by the Fiscal Agent; shall credit the Program with appropriate interest income earned on Program funds in each fiscal year; and shall not expend any funds except in accordance with the annual budget approved by the Management Committee or as otherwise directed by the Management Committee.

4.05 The Fiscal Agent will provide a proper accounting of funds and reports of all receipts and disbursements. The Fiscal Agent shall execute contracts and process invoices in a timely manner. The Fiscal Agent may be reimbursed for reasonable expenses associated with oversight of Program accounts with the agreement of the Management Committee. In addition, a PARTY to this Agreement, pursuant to the direction of the Management Committee, may let and administer approved consultant contracts on behalf of the Program, following their own purchasing and contracting policy. Any PARTY to this Agreement who is administering a contract for the Program (Contracting Agent) shall be compensated for its services and/or contract costs as agreed to in advance by the Management Committee. All consultant contracts will contain hold harmless and indemnity provisions and insurance requirements for the benefit of all PARTIES.

Section 5. Program Management

5.01 FSSD shall serve as the initial Program Manager for the Program. If FSSD or another Program Manager decides to relinquish the role of Program Manager, the Program Manager will notify the Management Committee, in writing, at least 90 days prior to their termination of Program Management services.

5.02 The Management Committee may select a willing PARTY or outside contractor to act as Program Manager for a term of 5 years. The Management committee may replace a Program Manager by noticing the current Program Manager at least 90 days prior to the termination of the current Program Manager’ s services.

5.03 The Program Manager shall be responsible for Program management and administration, and technical program management in accordance with the PARTIES’ MRP Permit and as directed by the Management Committee. The Program Manager shall be paid from Program funds in accordance with the adopted Program budget.

Program Manager costs shall include 55% salary and benefits of one Senior Engineer FSSD staff.

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5.04 The Program Manager’s appointing authority is solely obligated to pay all applicable taxes, deductions and other obligations including, but not limited to, federal and state income taxes, withholding, Social Security, unemployment, disability insurance, Workers' Compensation and Medicare payments due on behalf of the Program Manager. The Program Manager’s appointing authority shall indemnify and hold the other Parties harmless from any liability which a Party may incur because of the appointing authority’s failure to pay such obligations.

Section 6. Duties of the PARTIES

6.01 In addition to the participation in the Management Committee, the PARTIES accept and agree to perform the following duties:

(a) Each will authorize a representative to reapply for an MRP Permit at the appropriate time as co-applicant with the other PARTIES; (b) Each will comply with its applicable identified portion of Program implementation;
(c) Each will select a representative to participate in Management Committee meetings and other required meetings of the PARTIES as set forth in subsection 2.04 above;
(d) Each will fund and implement its share of the Program; and (e) Each has the responsibility to implement permit requirements within its jurisdiction.

6.02 This Agreement does not restrict the PARTIES from the ability to individually (or collectively) request MRP Permit modifications and/or initiate MRP Permit appeals or related actions relating to permit provisions to the extent that a provision affects an individual Party (or group of PARTIES).

Section 7. Term of Agreement

7.01 The term of this Agreement shall commence upon execution by the PARTIES and terminate on June 30, 2028. The cost allocation in Exhibit A shall become effective starting July 1, 2022, so that costs are allocated based on one amount for the fiscal year.

7.02 If the existence of this Agreement is necessary to remain in compliance with permit requirements promulgated by the Regional Water Quality Control Boards, and the PARTIES have not modified or extended the Agreement after its expiration, the Agreement will remain in effect on a month-to-month basis until formally amended or repealed by the PARTIES.

7.03 Any PARTY may terminate its participation in this Agreement by giving the Management Committee at least ninety (90) days written notice. The terminating PARTY will bear the full responsibility for its compliance with the MRP Permit Packet Page 128 of 305Attachment 2 Page 5 of 10

FINAL 4/4/2022 | PAGE 6 OF 10

commencing on the effective date of its termination. Unless the termination is scheduled to be effective concurrently with the end of the fiscal year in which the notice is given, termination shall constitute forfeiture of the terminating PARTY’s share of the Program Budget that has already been spent or already committed by the termination date. The Management Committee shall recalculate the cost allocation for the remaining PARTIES for the following fiscal year.

Section 8. General Legal Provisions

8.01 This Agreement supersedes all prior agreement(s) among all the PARTIES regarding the Program but does not supersede any other agreements between any of the PARTIES.

8.02 This Agreement may be executed and delivered in any number of copies (“counterpart”) by the PARTIES, including by means of email, which such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such electronic signature were an original signature. When each PARTY has signed and delivered at least one counterpart to the Program, each counterpart shall be deemed an original and, taken together, shall constitute one and the same Agreement, which shall be binding and effective as to the PARTIES hereto.

8.03 No PARTY shall, by entering into this Agreement, participating in the Management Committee, or agreeing to serve as Fiscal Agent, Contracting Agent and/or Program Manager assume or be deemed to assume responsibility for any other PARTY in complying with the requirements of the MRP Permit. This Agreement is intended solely for the convenience and benefit of the PARTIES hereto and shall not be deemed to be for the benefit of any third party and may not be enforced by any third party, including, but not limited to, the United States Environmental Protection Agency, the State Water Resources Control Board, the Regional Water Board, and private non- governmental organizations, or any person acting on their behalf of in their stead.

8.04 The Parties are each an independent contractor and are neither an agent, officer nor employee of any other Party. The Parties mutually understand that this Agreement is between independent contractors and is not intended to and shall not be construed to create the relationship of agent, servant, employee, partnership, joint venture or association.

8.05 It is understood and agreed that, pursuant to Government Code section 895.4, each PARTY (“indemnitor”) shall, to the extent permitted by law and in proportion to indemnitor’s percentage of fault, defend, indemnify and save harmless each other PARTY, and its officers, employees, volunteers, and contractors from all claims, suits or actions of every name, kind and description resulting from indemnitor and indemnitor’s members, officers, directors, contractors, subcontractors, agents or employees’ Packet Page 129 of 305Attachment 2 Page 6 of 10

FINAL 4/4/2022 | PAGE 7 OF 10

performance of this Agreement, excluding any injuries, death, damage or liability resulting from the gross negligence or willful misconduct of the other PARTIES or their officers or employees.

8.06 This Agreement shall be governed by the laws of the State of California.

8.07 In the event that suit shall be brought by a PARTY, the PARTIES agree that venue and personal jurisdiction shall be vested exclusively in the Solano County Superior Court.

[remainder of page intentionally blank]
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FINAL 4/4/2022 | PAGE 8 OF 10

EXHIBIT A

Permittee Population1
Cost
Allocation2,3
City of Vallejo 120,979 20%
Vallejo Flood and Wastewater 24%
City of Suisun City 29,371 12%
City of Fairfield 117,614 44%
Total 267,964 100%

1. 2020 population estimate from US Census Bureau 2. Based on % of total population within Solano Permittees combined areas 3. City of Vallejo’s original cost allocation of 23% is reduced by 3% to offset its undertaking compliance with Section 2.06 of the Agreement on behalf of the PARTIES.

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9 IN WITNESS WHEREOF, the PARTIES have executed this Agreement on the dates hereafter set forth.

Dated: ___________________________ CITY OF VALLEJO

By: _____________________________

Its: ______________________________

APPROVED AS TO FORM:

By: ______________________________
Attorney

Dated: ___________________________ VALLEJO FLOOD AND

WASTEWATER DISTRICT
By: _____________________________

Its: ______________________________

APPROVED AS TO FORM:

By: ______________________________
Attorney

Dated: ___________________________ CITY OF FAIRFIELD

By: _____________________________

Its: ______________________________

APPROVED AS TO FORM:

By: ______________________________
Attorney

Packet Page 132 of 305Attachment 2 Page 9 of 10

10 Dated: ___________________________ CITY OF SUISUN CITY

By: _____________________________

Its: ______________________________

APPROVED AS TO FORM:

By: ______________________________
Attorney

Dated: ___________________________ FAIRFIELD-SUISUN SEWER

DISTRICT
By: _____________________________

Its: ______________________________

APPROVED AS TO FORM:

By: ______________________________
Attorney

Packet Page 133 of 305Attachment 2 Page 10 of 10

Agenda Item No: 11.

AGENDA REPORT
DATE:April 19, 2022
TO:Mayor and City Council
FROM:David Gassaway, Interim City Manager
SUBJECT:Resolution 202283 of the City Council of the City of Fairfield Approving the Plans and Specifications and Awarding a Contract to TNT Industrial Contractors, Inc. for the Waterman Water Treatment Plant Ozone System Improvements; and Resolution 202284 of the City Council of the City of Fairfield Authorizing the City Manager to Execute Amendment No. 2 to Task Order No. 2 for West Yost Associates, Inc. to Provide Engineering Services During Construction for the Waterman Water Treatment Plant Ozone System Improvements and Updating the Fiscal Year 2021/2022 Budget
RECOMMENDED ACTION
Adopt resolutions.

STATEMENT OF ISSUE
The use of ozone is an important phase in the water treatment process. Components within the ozone system at the Waterman Water Treatment Plant (Waterman) are nearing the end of their useful life and need to be replaced. The Waterman Water Treatment Plant Ozone System Improvements (Project) will upgrade the plant’s existing ozone system power supply units, system piping, liquid oxygen tank and delivery system. Adoption of these resolutions will approve the plans and specifications for the Project, award a contract in the amount of $3,097,782 to TNT Industrial Contractors, Inc., of Sacramento, California, and approve Amendment No. 2 for West Yost and Associates (West Yost) to provide continued technical engineering assistance during the construction phase of the Project.

DISCUSSION
The Waterman Water Treatment Plant (WWTP) was constructed in 1974, and has since had numerous projects to upgrade equipment and improve reliability. While the last major project was conducted in 2007, much of the existing ozone equipment has been in operation since 1991. Components within the ozone system are showing signs of aging due to routine wearandtear. Staff is recommending replacement as they are nearing the end of their useful life. Other parts within the system require replacement in order to safely and efficiently operate WWTP. Use of ozone during the water treatment process is an important phase and is required as part of the City’s adopted standard operating procedures.

Packet Page 134 of 305

The proposed Project involves substantial upgrades throughout the ozone system, some of which include but are not limited to system piping, power supply units, tanks, and system monitoring. The Project will also include safety improvements for chemical delivery systems, as well as enhancements in remote monitoring systems to ensure the delivery of highquality drinking water to customers.

Five bids were received and opened on March 22, 2022. The bids range in price from $3,097,782 to $4,753,739. The Engineer’s Estimate was $3,600,000. The apparent low bidder was TNT Industrial Contractors, Inc. (TNT) of Sacramento, California, in the amount of $3,097,782. Staff has reviewed the bid submitted by TNT and determined that it is responsive and meets all bid requirements. TNT and their subcontractors are appropriately licensed and have completed projects of similar size and complexity for other municipal agencies. Staff recommends awarding the Project to TNT with a 15% contingency authorization due to the specialized nature of work not commonly performed in the city.

Staff has been utilizing West Yost for design services through a task order pursuant to Resolution No. 201981. West Yost staff have been highly responsive and has delivered highquality work for the design phase of this Project. The bids for the project were very close and competitive, which is indicative of wellprepared design drawings and bid documents. Therefore, staff recommends amending the project task order for West Yost to provide engineering services during construction for this Project. The total nottoexceed cost to perform this work is $219,895.

City Council approved Resolution No. 201981 approving a design services agreement with West Yost Associates for oncall engineering services with a nottoexceed amount of $500,000 per year, with the understanding that task orders in excess of $100,000 be presented to council for approval. To date, there is $454,260 available in the 20212022 agreement budget.

FINANCIAL IMPACT
The construction authorization for this Project will be $3,562,450, which is the total bid amount, plus a 15% contingency ($3,097,782 total bid + $464,668 contingency). Funding for this Project is budgeted in the Water Capital Improvement Program Fund (Fund 462, Division and Responsibility Code 99362).

Approval of Amendment No. 2 will increase the Project task order amount with West Yost Associates by $219,895, for a revised total nottoexceed amount of $492,305. A budget adjustment for $54,755 is required to fund this work. Funds from Water Capital Improvement Program Fund balance (Fund 462) are to be transferred to the project (Fund 462, Division and Responsibility Code 99362).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
A notice inviting bids for this project was advertised twice in the Daily Republic newspaper on January 19 and January 26, 2022. In addition, staff distributed a notice of the project and/or a complete bid package to a total of ten builder’s exchanges in the State of California covering the area from Redding to San Jose and Stockton to Santa Rosa. A total of ten contractors purchased bid documents for this project and thirteen contractors attended the mandatory prebid meeting held on February 8, 2022.

ALTERNATIVE ACTION
The council could choose not to award the contract, reject all bids and restart the bid process, thus resulting in a significant delay in the construction project schedule. Not awarding the contract would postpone this muchneeded water treatment plant improvements.

STAFF CONTACT
David Vong, Senior Civil Engineer
(707) 4287784
[email protected]
Packet Page 135 of 305

Agenda Item No: 11.AGENDA REPORTDATE:April 19, 2022 TO:Mayor and City CouncilFROM:David Gassaway, Interim City ManagerSUBJECT:Resolution 202283 of the City Council of the City of Fairfield Approving the Plans andSpecifications and Awarding a Contract to TNT Industrial Contractors, Inc. for theWaterman Water Treatment Plant Ozone System Improvements; and Resolution 202284 of the City Council of the City of Fairfield Authorizing the CityManager to Execute Amendment No. 2 to Task Order No. 2 for West Yost Associates,Inc. to Provide Engineering Services During Construction for the Waterman WaterTreatment Plant Ozone System Improvements and Updating the Fiscal Year 2021/2022BudgetRECOMMENDED ACTIONAdopt resolutions.STATEMENT OF ISSUEThe use of ozone is an important phase in the water treatment process. Components within the ozonesystem at the Waterman Water Treatment Plant (Waterman) are nearing the end of their useful life andneed to be replaced. The Waterman Water Treatment Plant Ozone System Improvements (Project) willupgrade the plant’s existing ozone system power supply units, system piping, liquid oxygen tank anddelivery system. Adoption of these resolutions will approve the plans and specifications for the Project,award a contract in the amount of $3,097,782 to TNT Industrial Contractors, Inc., of Sacramento,California, and approve Amendment No. 2 for West Yost and Associates (West Yost) to providecontinued technical engineering assistance during the construction phase of the Project.DISCUSSIONThe Waterman Water Treatment Plant (WWTP) was constructed in 1974, and has since had numerousprojects to upgrade equipment and improve reliability. While the last major project was conducted in2007, much of the existing ozone equipment has been in operation since 1991. Components within theozone system are showing signs of aging due to routine wearandtear. Staff is recommendingreplacement as they are nearing the end of their useful life. Other parts within the system requirereplacement in order to safely and efficiently operate WWTP. Use of ozone during the water treatmentprocess is an important phase and is required as part of the City’s adopted standard operatingprocedures.The proposed Project involves substantial upgrades throughout the ozone system, some of whichinclude but are not limited to system piping, power supply units, tanks, and system monitoring. TheProject will also include safety improvements for chemical delivery systems, as well as enhancements inremote monitoring systems to ensure the delivery of highquality drinking water to customers.Five bids were received and opened on March 22, 2022. The bids range in price from $3,097,782 to$4,753,739. The Engineer’s Estimate was $3,600,000. The apparent low bidder was TNT IndustrialContractors, Inc. (TNT) of Sacramento, California, in the amount of $3,097,782. Staff has reviewed thebid submitted by TNT and determined that it is responsive and meets all bid requirements. TNT andtheir subcontractors are appropriately licensed and have completed projects of similar size andcomplexity for other municipal agencies. Staff recommends awarding the Project to TNT with a 15%contingency authorization due to the specialized nature of work not commonly performed in the city. Staff has been utilizing West Yost for design services through a task order pursuant to Resolution No.201981. West Yost staff have been highly responsive and has delivered highquality work for thedesign phase of this Project. The bids for the project were very close and competitive, which isindicative of wellprepared design drawings and bid documents. Therefore, staff recommendsamending the project task order for West Yost to provide engineering services during construction forthis Project. The total nottoexceed cost to perform this work is $219,895.City Council approved Resolution No. 201981 approving a design services agreement with West YostAssociates for oncall engineering services with a nottoexceed amount of $500,000 per year, with theunderstanding that task orders in excess of $100,000 be presented to council for approval. To date,there is $454,260 available in the 20212022 agreement budget.FINANCIAL IMPACTThe construction authorization for this Project will be $3,562,450, which is the total bid amount, plus a15% contingency ($3,097,782 total bid + $464,668 contingency). Funding for this Project is budgeted inthe Water Capital Improvement Program Fund (Fund 462, Division and Responsibility Code 99362). Approval of Amendment No. 2 will increase the Project task order amount with West Yost Associates by$219,895, for a revised total nottoexceed amount of $492,305. A budget adjustment for $54,755 isrequired to fund this work. Funds from Water Capital Improvement Program Fund balance (Fund 462)are to be transferred to the project (Fund 462, Division and Responsibility Code 99362).PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONA notice inviting bids for this project was advertised twice in the Daily Republic newspaper on January19 and January 26, 2022. In addition, staff distributed a notice of the project and/or a complete bidpackage to a total of ten builder’s exchanges in the State of California covering the area from Reddingto San Jose and Stockton to Santa Rosa. A total of ten contractors purchased bid documents for thisproject and thirteen contractors attended the mandatory prebid meeting held on February 8, 2022.ALTERNATIVE ACTIONThe council could choose not to award the contract, reject all bids and restart the bid process, thusresulting in a significant delay in the construction project schedule. Not awarding the contract wouldpostpone this muchneeded water treatment plant improvements.STAFF CONTACTDavid Vong, Senior Civil Engineer (707) 4287784
[email protected]
COORDINATED WITH
Finance Department
ATTACHMENTS:

Description
Attachment 1: Bid Results
Attachment 2: Proposed Resolution Awarding a Contract Attachment 3: Proposed Resolution Task Order Amendment Attachment 4: Proposed Task Order Amendment
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 4/5/2022 12:16 PM
Kaushal, Paul Approved 4/5/2022 1:30 PM
Ballard, Kelly Approved 4/5/2022 6:26 PM
Ballard, Kelly Approved 4/5/2022 6:26 PM
Packet Page 136 of 305

City of Fairfield
Public Works Department

Waterman Water Treatment Plant Ozone System
Improvements

NAME OF PROJECT
March 22, 2022, 2:15 p.m.

DATE OF BID

NO. BIDDER AMOUNT

1. TNT Industrial Contractors, Inc. Sacramento, CA $3,097,782.00

2. GSE Construction Company, Inc. Livermore, CA $3,298,900.00

3. Gateway Pacific Contractors, Inc. Sacramento, CA $3,319,407.00

4. C. Overaa & Co. Richmond, CA $3,355,000.00

5. Anvil Builders, Inc. San Francisco, CA $4,753,739.00

Engineer’s Estimate $3,600,000.00
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CITY OF FAIRFIELD

RESOLUTION NO. 2022-83

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING THE PLANS AND SPECIFICATIONS AND AWARDING A CONTRACT TO TNT INDUSTRIAL CONTRACTORS, INC. FOR

THE WATERMAN WATER TREATMENT PLANT OZONE SYSTEM IMPROVEMENTS

WHEREAS, the bid opening for the Waterman Water Treatment Plant Ozone System Improvements took place on March 22, 2022; and

WHEREAS, the apparent low bidder was TNT Industrial Contractors, Inc., in the amount of $3,097,782; and

WHEREAS, staff has reviewed the bid documents from TNT Industrial Contractors, Inc. and found them to be in order; and

WHEREAS, staff is recommending that the City Council award the contract to TNT Industrial Contractors, Inc. as the lowest responsive and responsible bidder in the amount of the total bid for $3,097,782.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:

Section 1. The plans and specifications for the Waterman Water Treatment Plant Ozone System Improvements are hereby approved.

Section 2. The city manager is authorized to enter into a contract with TNT Industrial Contractors, Inc. for the Waterman Water Treatment Plant Ozone System Improvements in the amount of $3,097,782.

Section 3. The public works director is hereby authorized to execute and administer change orders for an amount not-to-exceed 15% ($464,668) of the above contract amount.

Section 4 The city manager is authorized to enter into an escrow agreement for security deposits in lieu of retention for said contract, if necessary.

Section 5. The city manager is hereby authorized to do all things necessary to implement the above-mentioned contract.

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RES. NO. 2022-83

Page 2 ends

Fairfield City CouncilApril 19, 2022

Fairfield City Council
April 19, 2022