Agenda, first session — Fairfield City Council, August 15, 2023 (part 2 of 6)

CITY OF FAIRFIELD

FAIRFIELD CITY COUNCIL
& HOUSING AUTHORITY

SPECIAL MEETING

CLOSED SESSION
TUESDAY, JULY 18, 2023; 5:00 PM
CITY HALL, CITY MANAGER'S OFFICE, 1000 WEBSTER STREET, 4TH FLOOR, FAIRFIELD, CA 94533 OR VIA ZOOM

MINUTES

CALL TO ORDER

Mayor Cat Moy called the meeting to order at 5:00 p.m. City Attorney David Lim called roll.

Present in person were Councilmembers Doug Carr, Doriss Panduro, Scott Tonnesen, Rick Vaccaro, K.

Patrice Williams, Vice Mayor Pam Bertani, and Mayor Cat Moy. Also present were City Attorney David Lim and City Manager David Gassaway.

No members of the public were present. No one asked to speak during public comment.

The City Council went into closed session on Item #1 (Marna Rollins Compromise and Release Agreement - Claim No. FFL2300049) with City Manager David Gassaway, City Attorney David Lim, Attorney Keith Epstein, and City staff Kristina Kaunzinger, Farbod Pirouzmand (Zoom), and Angela Broaddus. Mr. Epstein and Ms. Kaunzinger left the meeting at the end of Item #1.

The council went into closed session on Item #2 (Steven Carnahan compromise and release agreement) with City Manager David Gassaway, City Attorney David Lim, Attorney Shannon Ripple (Zoom), Police Chief Dan Marshall, and City Staff Farbod Pirouzmand (Zoom), and Angela Broaddus.

Ms. Ripple, Chief Marshall, Mr. Pirouzmand, and Ms. Broaddus left the meeting at the end of Item #2.

The council went into a closed session on Item #3 (Anticipated litigation re: Claim by Mr. David Thacker) with City Manager David Gassaway and City Attorney David Lim.

Items #4 and #5 were pulled and not called.

The City came out of the closed session and went back into the open session. Mayor Moy adjourned the special meeting at 5:30 p.m.

______________________________
City Attorney
________________________________
Mayor

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CITY OF FAIRFIELD

FAIRFIELD CITY COUNCIL

REGULAR CONCURRENT MEETING
TUESDAY, JULY 18, 2023; 6:00 PM
COUNCIL CHAMBER, 1000 WEBSTER STREET,
FAIRFIELD, CA 94533 OR VIA ZOOM

PVMMD MINUTES

CALL TO ORDER

Chair Catherine “Cat” Moy called the meeting to order at 7:05 p.m.

ROLL CALL

On roll call were Members Doug Carr, Doriss Panduro, Scott Tonnesen, Rick Vaccaro, and K.

Patrice Williams, Vice Chair Pam Bertani, and Chair Moy.

Convened meeting of the Paradise Valley Maintenance and Monitoring District at 7:05 p.m.

PUBLIC HEARINGS

1. Public Works Senior Management Analyst Chris Lewis recommended to Council that it open the Public Hearing; and approve Resolution PVMMD 2023-05 of the Paradise Valley Maintenance and Monitoring District Board Approving the Fiscal Year 2023-2024 Budget and Ordering the Levy and Collection of the Fiscal Year 2023-2024 Assessments for the Paradise Valley Maintenance and Monitoring District.

Chair Moy opened the public hearing. Theda Peck and Rick Johnson spoke on Item 5. Chair Moy closed the public hearing.

Reconvened meeting of the City Council at 7:18 p.m.

_____________________________
Secretary

______________________________
Chair

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CITY OF FAIRFIELD

FAIRFIELD CITY COUNCIL

REGULAR CONCURRENT MEETING
TUESDAY, JULY 18, 2023; 6:00 PM
COUNCIL CHAMBER, 1000 WEBSTER STREET,
FAIRFIELD, CA 94533 OR VIA ZOOM

MINUTES

CALL TO ORDER

Mayor Catherine “Cat” Moy called the meeting to order at 6:00 p.m.

ROLL CALL

On roll call were Councilmembers Doug Carr, Doriss Panduro, Scott Tonnesen, Rick Vaccaro, and K.

Patrice Williams, Vice Mayor Pam Bertani, and Mayor Moy.

INVOCATION

Worship Imam Faridbeg Mirza of the Islamic Center of Fairfield gave an invocation.

PLEDGE OF ALLEGIANCE

Councilmember Panduro led the Pledge of Allegiance.

COUNCIL REPORTS

Councilmember Carr had no report.

Vice Mayor Bertani congratulated the City Council on a successful Listening Tour session on July 8 in Rolling Hills (District 4). She reported that she attended the homeless roundtable meeting hosted by the Police Department and service providers . Lastly, she reported that the Fairfield Clergy Action Network would partner with Travis Air Force Base to hold an open house on the base on August 11. She said to contact Kelly Ballard or herself for details.

Councilmember Panduro thanked the North Texas Business Street owners, Matt Garcia Foundation, and REAL Fairfield for their help in the community cleanup on N. Texas July 15. She thanked Paco from the Homeless Engagement and Response Team (HEART) for promptly removing all the trash bags. She also thanked Republic Services for providing a large dumpster for residents and to Fairfield-Suisun Unified School District for allowing the dumpster to be at Grange Middle School. Lastly, she thanked City Manager Gassaway, his sons, and Councilmember Tonnesen for their participation. Solano County Library for its great summer programs, like bilingual story time, and for hosting free lunches for students this summer.

Councilmember Vaccaro said he loved seeing the Council Chamber packed with people. He thanked Director of Parks & Recreation Kristina Kaunzinger and staff for coordinating the Independence Day Parade. He commented that the Listening Tou on July 8 was the best-attended session so far, with 50 people in attendance. Lastly, he cautioned residents to be careful with the heat wave expected this weekend.

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Councilmember Tonnesen reiterated his colleagues’ comments and thanked everyone who participated in the parade and the community cleanup.

Councilmember Williams stated she enjoyed the parade immensely and enjoyed waving to the crowds from the firetruck. She thanked the staff for a stellar event. She reported she recently met a part-time employee named Re-Re from the IT Help Desk and Public Works Water Distribution Operator John Beaver. She said they both spoke positively about their jobs and working for the City of Fairfield. It makes her proud to represent the City.

Mayor Moy reported she toured Fair Haven Commons , a 72-unit apartment building for very-low- income families and formerly homeless individuals, located at 1695 Sunset Avenue. This MidPen Housing multi-family project has 72 apartment units, 44 of which are restricted to people who are unhoused, at risk of homelessness, or disabled. Several people come into the brand -new units from their cars or a shelter. Forty-four formerly homeless individuals will be moved in by the end of August and provided with wrap-a-round services, including mental health services.

CITY MANAGER REPORT

City Manager David Gassaway reported that during the LLMD ballot counting process conducted by NBS, three issues arose during the ballot tabulation process: 1) NBS notified the City of Fairfield the week of July 10 that two ballots, LLMD 2023-11 (Paradise Valley) and LLMD 2023-12 (Downtown Business District) were omitted from the final count that was conducted on June 7, 2023. The ballots were accidentally placed in a separate group that had already been tabulated , so they were not included in the final count. Once NBS added them to their count – the outcome did not change; 2) There was a ballot box error in the ballot box that was provided by Solano County Registrar of Voters Office – two ballots had slid into the door of the ballot box and were not seen by the NBS , as they were not in the main area from LLMD 2023-7 (Rolling Hills) and LLMD 2023-13 (North Cordelia). The ballot box was returned to the County, and they found the two ballots in the door space. Once NBS added them to their final count – the outcome did not change); and 3) one ballot was somehow omitted from the final count for LLMD 2023-5 (Rancho Solano). And again, once it was added to the final count – the outcome did not change.

The City was not happy with the issues this created and met with City Attorney’s Office and Public Works staff and are taking three steps to rectify the situation: 1) disclose the issues above in a public meeting (as we are doing this evening); 2) request a substantial refund from NBS for what City views as certain failures of theirs in conducting the count on behalf of the City and its residents; and 3) hire an independent consultant that specializes in LLMD ballot counts to perform an audit. In addition, a recount will be done in Council Chamber and open to the public to ensure and preserve the integrity of the process.

Lastly, he stated that Item 20 was being pulled at the request of the applicant and will be brought back to Council at a September meeting.

CITY ATTORNEY REPORT

City Attorney David Lim had nothing to report.

CITY CLERK REPORT

City Clerk Karen Rees reported that the golf volunteers (approx. 62 at both golf courses, RS & PV) completed over 15,000 volunteer hours this past FYE 6/30/23. (Marshal assistants and player assistants). She shared that there were still no Districts 2 and 5 applications for the newly formed Landscape Oversight Committee.

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PRESENTATIONS

1. Recognition of K9 Officer Leon's retirement presented by Chief of Police Dan Marshall and Mayor Moy. They also recognized Leon’s handler, Officer Justin Gutierrez. Leon was awarded an engraved water bowl for his bravery and dedicated service.

2. Proclamation declaring National Parks & Recreation Month p resented by Councilmember Scott Tonnesen to Parks & Recreation Director Kristina Kau nzinger.

3. Certificate of Appreciation for James Engell presented by Councilmember Scott Tonnesen. James fixed the sprinklers at a recent summer concert in a park which allowed the concert to continue.

4. 4th of July Parade Awards presented by Parks & Recreation Director Kristina Kaunzinger.

Recreation Program Coordinators Juan Segura and Kalie Cambra distributed the awards to the winners.

PUBLIC COMMENTS

Jeff Trager spoke about upcoming events at the Downtown Theatre.

Josh Patton would like a bus shelter installed near Nation’s Burgers.

Matthew Bidou spoke about the Train Station Specific Plan – Phase 3.

Tony Wade spoke about his third published book about Armijo High School.

Anita Malchiodi Albedi spoke about noise ordinances and the need to train police dispatchers.

Via Zoom, Alicia Minyen spoke about the Fairfield Train Station Specific Plan – Phase 3.

Convened meeting of the Paradise Valley Maintenance and Monitoring District at 7:05 p.m.

PUBLIC HEARINGS

5. Public Works Senior Management Analyst Chris Lewis recommended to Council that it open the Public Hearing; and approve Resolution PVMMD 2023-05 of the Paradise Valley Maintenance and Monitoring District Board Approving the Fiscal Year 2023-2024 Budget and Ordering the Levy and Collection of the Fiscal Year 2023-2024 Assessments for the Paradise Valley Maintenance and Monitoring District

Chair Moy opened the public hearing. Theda Peck and Rick Johnson spoke on Item 5. Chair Moy closed the public hearing.

Councilmember Vaccaro made a motion to approve Resolution PVMMD 2023-05. Councilmember Tonnesen seconded the motion. The motion carried unanimously (7-0).

Reconvened meeting of the City Council at 7:18 p.m.

CONSENT CALENDAR

6. Approval of Meeting Minutes from June 2023

7. Minute Action Approving Mayor’s Appointment for the 2023 League of California Cities Voting Delegate and Alternate

8. Resolution 2023-185 of the City Council of the City of Fairfield Approving the Response to the 20222023 Solano County Civil Grand Jury Report Entitled, “Oversight of Fairfield Measure P”

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9. Resolution 2023-186 of the City Council of the City of Fairfield Approving the Mission Samoa Homeless Shelter and Site Utilities Project as Complete

10. Resolution 2023-187 of the City Council of the City of Fairfield Authorizing City Staff to Submit an Application to the State of California Housing and Community Development (HCD) to Become a ProHousing Designated City

11. Resolution 2023-188 of the City Council of the City of Fairfield Authorizing Application for a Manufactured Housing Opportunity and Revitalization (MORE) Program Grant for $800,000

12. Resolution 2023-189 of the City Council of the City of Fairfield Approving Acceptance of the California Highway Patrol Cannabis Tax Fund Grant Program 2023-24 to Reduce Impaired Driving Traffic Collisions and Proactively Remove Impaired Drivers From the Roadway

13. Resolution 2023-190 of the City Council of the City of Fairfield Authorizing the City Manager to Execute and Approve Additional Purchases Paid Against Original Purchase Order with Axon Enterprise, Inc.

14. Resolution 2023-191 of the City Council of the City of Fairfield Authorizing the City Manager to Execute and Approve a 120-Month Contract with Axon Enterprise, Inc. to Provide Equipment and Services for the Police Department

Councilmember Vaccaro made a motion to approve the Consent Calendar. Councilmember Panduro seconded the motion. The motion carried unanimously (7-0).

NEW BUSINESS

15. Minute Action approving Mayor’s Appointments to the Planning Commission appointments.

Councilmember Tonnesen made a motion to appoint Chris Matthews and George Kennedy to the Planning Commission. Vice Mayor Bertani seconded the motion. The motion carried unanimously (7-0).

City Clerk Rees administered the Oath of Office to Planning Commissioners Chris Matthews and George Kennedy.

16. City Council Discussion and Direction on the Heart-to-Heart Listening Tour for District 5

Councilmember Panduro stated that she did not need to hold an additional Listening Tour for her district at this time. She thanked Councilmember Williams for suggesting it at a prior council meeting. She said she would revisit the idea in the future if she thought it’s necessary.

17. Public Works Senior Management Analyst Marisa Cumpian and Police Support Manager Jeremy Profitt gave an overview of Peafowl Management and shared options for council to consider.

Bret Barner, Sherwin Harris, Kirsten Daugherty, Heidi Daugherty, Joe Gonzalez, Beatriz Serrano, Thea Hansen, and Elaine Gakta (online) spoke on Item 17. Vice Mayor Bertani read a letter from a concerned citizen regarding the peafowl situation.

After a lengthy discussion, the direction from Council to staff was as follows: continue with humane trapping, relocate/rehoming to Dunnell Park, and reduce the pride of birds to 20-30 approximately.

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18. Director of Public Works Paul Kaushal and Assistant Civil Engineer Jason Riley gave a presentation on the Markeley Lane Extension to Peabody Road.

Matthew Bidou spoke on Item 18.

The direction from Council to staff was to bring back a Resolution to a future meeting, forming a subcommittee of Mayor Moy and Vice Mayor Bertani, so they can continue to work with the City of Vacaville and Solano County to seek alternative funding sources to be able to start and complete the Markeley Lane Extension project.

19. Fire Marshal Steven Conti recommended to Council that it approve the First Reading and Introduction and Adoption of Urgency Ordinance 2023-09 of the City Council of the City of Fairfield Adding Chapter 12, Article XIII to the Fairfield Municipal Code Relating to the Protection of Critical Infrastructure, Wildfire, Flood Risk Areas, and Youth-Serving Areas.

Councilmember Tonnesen made a motion to waive the full reading, read by title only, and introduce and adopt Urgency Ordinance 2023-09. Councilmember Carr seconded the motion. The motion carried unanimously (7-0).

PUBLIC HEARINGS

Item 20 was pulled by request of applicant and will be brought back to a council meeting in September.

20. Public Hearing; and Resolution 2023-192 of the City Council of the City of Fairfield Annexing Territory (Woolner Avenue by Solano-Napa Habitat for Humanity) to Community Facilities District No. 2012-2 (Public Safety Services, Open Space Operation, and Park Maintenance) as Annexation No. 64, 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 2023-193 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. 2012-2 (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. 2012-2 (Public Safety Services, Open Space Operation, and Park Maintenance) Annexation No. 64 (Woolner Avenue by Solano-Napa Habitat for Humanity)

21. Public Works Senior Management Analyst Chris Lewis recommended to Council that it open the public hearing; and approve Resolutions 2023-194 Through 2023-202 of the City Council of the City of Fairfield Approving the Fiscal Year 20232024 Engineer’s Reports, Confirming the Fiscal Year 20232024 Diagrams and Assessments, and Ordering the Fiscal Year 2023-2024 Improvements fo r Landscaping and Lighting Maintenance Districts No. 1 – Gateway, No. 3 – Waterman Highlands, No. 5 – Smith Ranch, No. 6 – Peppertree, No. 7 – Rolling Hills, No. 8 – Kolob Estates, No. 11 – Paradise Valley North, No. 12 – Downtown Business District, and No. 13 – North Cordelia.

Mayor Moy opened the public hearing. There were no requests to speak. Mayor Moy closed the public hearing.

Councilmember Tonnesen made a motion to approve Resolution 2023 -194. Councilmember Carr seconded the motion. The motion carried unanimously (7-0).

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22. Principal Planner Meily Sheehan recommended to Council that it open the p ublic hearing and approve Resolution 2023-203 of the City Council of the City of Fairfield Approving the Pre-Annexation Agreement Between the City of Fairfield and Meadow Creek Group, LLC; and Finding the Proposed Annexation of Six Parcels in Solano County (APNs: 0180-110-120, 0028-182-020, 0028-182-150, 0028-191-010, 0028-191-020 and 0028-191-040), Totaling 1.64-Acres, Consistent with the City’s General Plan and Municipal Service Review; and requesting the Solano Local Agency Formation Commission to Initiate Proceedings for the Reorganization of Territory.

Mayor Moy opened the public hearing.

Kerri Watt of Meadow Creek Group spoke on Item 22. Mayor Moy closed the public hearing.

Councilmember Tonnesen made a motion to approve Resolution 2023-203. Vice Mayor Bertani seconded the motion. The motion carried unanimously (7-0).

23. Public Works Senior Management Analyst Chris Lewis recommended to Council that it open the public hearing and approve Resolution 2023-204 of the City Council of the City of Fairfield Establishing the City of Fairfield Community Facilities District No. 2023-2 (Train Station Specific Plan II) and an Appropriations Limit Therefor, Authorizing the Levy of a Special Tax Therein, and Submitting the Establishment of an Appropriations Limit and the Levy of Special Taxes to the Qualified Electors Thereof; and

Resolution 2023-205 of the City Council of the City of Fairfield Calling a Special Election and Submitting to the Qualified Electors of the City of Fairfield Community Facilities District No. 2023-2 (Train Station Specific Plan II) Propositions Regarding the Establishment of an Appropriations Limit and the Annual Levy of a Special Tax.

Mayor Moy opened the public hearing. There were no requests to speak. Mayor Moy closed the public hearing.

Councilmember Vaccaro made a motion to approve Resolutions 2023-204. Vice Mayor Bertani seconded the motion. The motion carried unanimously (7-0).

Councilmember Panduro made a motion to approve 2023-205. Councilmember Tonnesen seconded the motion. The motion carried unanimously (7-0).

THE MEETING WAS ADJOURNED AT 9:59 P.M. TO TUESDAY, AUGUST 15, 2023, 6:00 P.M., COUNCIL CHAMBER IN MEMORY OF DONNIE HUFFMAN, WHO DIED JUNE 17, 2023.

____________________________
City Clerk
____________________________
Mayor

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Agenda Item No: 6.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Minute Action Approving the Letter of Support for the City of Benicia’s Request to the State Legislature to Increase Solano County’s Sales Tax Cap Rate from 9.25% to

9.75%
RECOMMENDED ACTION
By minute action, approve the letter of support authorizing the mayor to sign the attached letter on behalf of the City of Fairfield.

STATEMENT OF ISSUE
The City of Benicia is requesting that the State Legislature pass special legislation to raise the Solano County statutory sales tax limit from 9.25% to 9.75%. The City of Benicia has asked cities in Solano County to submit a letter to the legislature supporting the effort.

DISCUSSION
Solano County’s current statutory sales tax limit is 9.25%. The City of Benicia requests that all cities in Solano County and the County Board of Supervisors support their interest to have the State Legislature pass special legislation allowing the statutory sales tax rate limit to increase from 9.25% to 9.75%.

The City of Benicia faces a significant financial challenge, with expenditures surpassing the City’s revenues. The cost of providing the services, programs, and activities for a fullservice City continues to increase at a rate higher than the growth in existing revenue sources. This trend has been observed and reported in prior budget cycles, and the City's ability to continue to rely on onetime funds to balance the budget is not sustainable in future years. Due to limited opportunities for new development, stagnant population growth, and the need to raise additional local revenues, Benicia seeks legislation to increase the maximum allowable sales tax.

It is important to note that if the legislature pass special legislation to increase the statutory sales tax limit in Solano County, sales taxes would not automatically increase. Instead, it would allow cities and the county, if desired, to place local measures on the ballot for the votes to decide if they wanted to approve an increase.

The table below provides a comparative view of sales tax rates for the cities in Solano County and Packet Page 138 of 860

The table below provides a comparative view of sales tax rates for the cities in Solano County and several neighboring cities in other counties.

Solano County
City Sales Tax (%)
Benicia 8.375
Dixon 7.375
Fairfield 8.375
Rio Vista 8.125
Suisun City 8.375
Vallejo 9.25
Vacaville 8.125
Mean: 8.286%
Median: 8.375%
Neighboring Cities
City Sales Tax (%)
Concord 9.75
Napa 7.75
Sacramento 8.75
Walnut Creek 9.25
Davis 8.25
Martinez 9.75
Pleasant Hill 9.25
Mean: 8.96%
Median: 9.25%
The City of Benicia is coordinating letters of support from all Solano County jurisdictions to be sent to Senator Dodd and Assemblywoman Wilson. Benicia requests to have countywide support by the end of August.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
City Council may recommend the mayor not sign the letter of support.

STAFF CONTACT
Anna Guiles, Assistant to the City Manager
(707) 4287399
[email protected]
COORDINATED WITH
N/A
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Agenda Item No: 6.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Minute Action Approving the Letter of Support for the City of Benicia’s Request to theState Legislature to Increase Solano County’s Sales Tax Cap Rate from 9.25% to9.75%RECOMMENDED ACTIONBy minute action, approve the letter of support authorizing the mayor to sign the attached letter on behalfof the City of Fairfield.STATEMENT OF ISSUEThe City of Benicia is requesting that the State Legislature pass special legislation to raise the SolanoCounty statutory sales tax limit from 9.25% to 9.75%. The City of Benicia has asked cities in SolanoCounty to submit a letter to the legislature supporting the effort. DISCUSSIONSolano County’s current statutory sales tax limit is 9.25%. The City of Benicia requests that all cities inSolano County and the County Board of Supervisors support their interest to have the State Legislaturepass special legislation allowing the statutory sales tax rate limit to increase from 9.25% to 9.75%.The City of Benicia faces a significant financial challenge, with expenditures surpassing the City’srevenues. The cost of providing the services, programs, and activities for a fullservice City continues toincrease at a rate higher than the growth in existing revenue sources. This trend has been observed andreported in prior budget cycles, and the City's ability to continue to rely on onetime funds to balance thebudget is not sustainable in future years. Due to limited opportunities for new development, stagnantpopulation growth, and the need to raise additional local revenues, Benicia seeks legislation toincrease the maximum allowable sales tax.It is important to note that if the legislature pass special legislation to increase the statutory sales taxlimit in Solano County, sales taxes would not automatically increase. Instead, it would allow cities andthe county, if desired, to place local measures on the ballot for the votes to decide if they wanted toapprove an increase.The table below provides a comparative view of sales tax rates for the cities in Solano County andseveral neighboring cities in other counties.Solano CountyCitySales Tax (%)Benicia 8.375Dixon7.375Fairfield8.375Rio Vista 8.125Suisun City 8.375Vallejo9.25Vacaville8.125Mean: 8.286%Median: 8.375%Neighboring CitiesCitySales Tax (%)Concord 9.75Napa7.75Sacramento8.75Walnut Creek 9.25Davis8.25Martinez9.75Pleasant Hill 9.25Mean: 8.96%Median: 9.25%The City of Benicia is coordinating letters of support from all Solano County jurisdictions to be sent toSenator Dodd and Assemblywoman Wilson. Benicia requests to have countywide support by the end ofAugust. FINANCIAL IMPACTN/APUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONCity Council may recommend the mayor not sign the letter of support.STAFF CONTACTAnna Guiles, Assistant to the City Manager(707) 428[email protected] WITH N/A
ATTACHMENTS:

Description
Draft Letter of Support for the City of Benicia
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 8/1/2023 10:51 AM
Beavers, Esther Approved 8/1/2023 10:52 AM
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MAYOR’S OFFICE

August 15, 2023

Honorable Mayor Steven Young
City of Benicia
230 East L Street
Benicia, CA 94510

Re: Notice of Support – Request to Increase Solano County’s Sales Tax Cap Rate from 9.25% to 9.75%

Dear Mayor Young:

On behalf of the City of Fairfield City Council, I write in support of the City of Benicia’s request to the State Legislature to pass special legislation increasing Solano County’s statutory sales tax limit from 9.25% to 9.75%.

Maintaining a strong local economy and robust public services are vital components in providing an enhanced quality of life for our citizens. As neighboring cities, we share common challenges and opportunities, and it is crucial that we collaborate and support each other's initiatives for the betterment of Solano County as a whole. We recognize the increasing costs in providing services and programs to the community, and Benicia’s limited opportunities to increase revenues to match expenses. For these reasons, we support your endeavors and wish you success.

Sincerely,

CATHERINE MOY
Mayor

cc: Fairfield City Council
Gonsalves and Son
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Agenda Item No: 7.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023206 of the City Council of the City of Fairfield Approving the Response to the 20222023 Solano County Civil Grand Jury Report Entitled, “Solano County Emergency Dispatch Report”
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The subject Solano County Civil Grand Jury Report was issued on June 20, 2023, and requires a response by the City of Fairfield no later than Monday, August 21, 2023. A written response, to be signed by the city manager, is attached.

DISCUSSION
The Solano County Civil Grand Jury requested the Findings and Recommendations in the report pursuant to Penal Code §933.05. The Grand Jury has provided the Solano County Emergency Dispatch Report to the City of Fairfield. Per Penal Code Section 933, the City must respond to the findings and recommendations. A copy of the City’s responses is attached.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Should the council have questions, staff can provide additional clarification. However, a response to the Grand Jury must be received no later than August 21, 2023.

STAFF CONTACT
Dan Marshall, Police Chief
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Agenda Item No: 7.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023206 of the City Council of the City of Fairfield Approving the Responseto the 20222023 Solano County Civil Grand Jury Report Entitled, “Solano CountyEmergency Dispatch Report”RECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe subject Solano County Civil Grand Jury Report was issued on June 20, 2023, and requires aresponse by the City of Fairfield no later than Monday, August 21, 2023. A written response, to besigned by the city manager, is attached.DISCUSSIONThe Solano County Civil Grand Jury requested the Findings and Recommendations in the reportpursuant to Penal Code §933.05. The Grand Jury has provided the Solano County EmergencyDispatch Report to the City of Fairfield. Per Penal Code Section 933, the City must respond to thefindings and recommendations. A copy of the City’s responses is attached.FINANCIAL IMPACTN/APUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONShould the council have questions, staff can provide additional clarification. However, a response to theGrand Jury must be received no later than August 21, 2023.

STAFF CONTACT
Dan Marshall, Police Chief
(707) 5801055
[email protected]
COORDINATED WITH
City Manager's Office, Police Department
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution
Attachment 2: Proposed Grand Jury Response Letter
Attachment 3: Solano County Grand Jury Letter Dated June 20, 2023 Attachment 4: Solano County Civil Grand Jury 20222023 Solano County Emergency Dispatch Report
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 7/31/2023 3:15 PM
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CITY OF FAIRFIELD

RESOLUTION NO. 2023-206

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING THE RESPONSE TO THE 2022-2023 SOLANO COUNTY GRAND JURY REPORT ENTITLED, “SOLANO COUNTY EMERGENCY DISPATCH REPORT”

WHEREAS, the Solano County Grand Jury has issued a report for 2022-2023 entitled “Solano County Emergency Dispatch Report;” and

WHEREAS, the Solano County Grand Jury has presented Findings and Recommendations in its report and has required the City of Fairfield to respond; and

WHEREAS, under the California Penal Code, the City of Fairfield is obligated to respond to the Findings and Recommendations of the Grand Jury within 90 days; and

WHEREAS, a proposed response to the Findings and Recommendations of the Grand Jury Investigation has been developed.

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

Section 1. The attached response to the 2022-2023 Grand Jury report entitled “Solano County Emergency Dispatch Report” is hereby approved for transmittal to Administrative Assistant to the Grand Jury, Cheryl Clower.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY/BERTANI/CARR/PANDURO/TONNESEN/VACCARO/WILLIAMS

NOES: COUNCILMEMBERS: ____________________________________________

ABSENT: COUNCILMEMBERS: ____________________________________________

ABSTAIN: COUNCILMEMBERS: ____________________________________________

_________________________________________
MAYOR

ATTEST:

___________________________

CITY CLERK
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CITY MANAGER’S OFFICE

August 15, 2023

Cheryl Clower
Administrative Assistant to the Grand Jury SENT VIA EMAIL [email protected]

Re: 2022-2023 Civil Grand Jury Report Entitled: Solano County Emergency Dispatch Report

Dear Ms. Clower:

This letter is in response to the Grand Jury request dated June 20, 2023, regarding the Solano County Emergency Dispatch Report. The Grand Jury’s Findings and Recommendations are listed below, along with the City’s response:

Finding 3 – “There is a general acceptance among emergency service providers in the County to the idea of a consolidated dispatch center.”

Recommendation 3 – “Solano County Board of Supervisors should approve and begin the implementation of a consolidated dispatch center.”

City’s Response: The city disagrees with this finding and opposes the recommendation. There are many factors and concerns with consolidating all county police and fire agencies' dispatch centers. Some partial consolidation could be a cost -saving for some agencies. For example, the City of Fairfield dispatched for the City of Suisun City and the City of Vacaville with the City of Dixon. However, a countywide consolidation would present challenges that would be hard to overcome.

Many challenges exist with the idea of a consolidated dispatch center. The number of calls shown in the Grand Jury Report only reflected 911 calls. Dispatch handles a multitude of other calls every day. For example, in 2022, Fairfield Dispatch received 231,431 total calls for service at our dispatch center. Those are inclusive of 911 calls (51,114), transfers to dispatch (5,750), transfers out from dispatch (3,607), 7-digit emergency line (2,417), text-to-911 (132), and non-emergency business line (150,411). Additionally, dispatch created 64,591 calls for police service, 24,929 officer-initiated calls, and 16,190 fire and medical calls for service. All other county agencies have varying numbers reflecting similar workflow other than just 911 calls.

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Letter to Cheryl Clower
Re: City of Fairfield Response to 2022-2023 Grand Jury Report Entitled: Effective Solano County Emergency Dispatch Report
July 31, 2023

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Due to the number of calls for service and emergencies, a consolidated dispatch center would still require a significant number of dispatchers and call takers, not significantly reducing the cost of dispatchers currently. The only difference is that they would all be in one location. A singular location provides for challenges as well. Based on the number of calls for service and staff in the field for each agency, multiple radio channels would be required to be operational simultaneously. The City of Fairfield Police Department can have two and sometimes three channels operating at a time depending on the calls and number of staff working. In contrast, the Fire Department still has its working channel and can also have an additional channel. This level of service demands multiple dispatchers to be efficient and effective. Again, this is similar for Vacaville, Vallejo, and Solano Sheriff's Office.

Another issue that could arise is the differences in service expectations from each dep artment and community. For example, Fairfield dispatchers have familiarity with the community and the streets. They can operate over 350 cameras from our dispatch center, greatly assisting officers on the road with solving crimes and observing the area before officers arrive on the scene. Their ability to assist helps provide a better service to the officers and the community. Ideally, this would also be effective in a real-time crime center; however, with a lack of funding for a center, our dispatchers do a fantastic job in this area. Their assistance in working city cameras would likely be a service greatly missed by our department in a consolidated center. Our dispatchers take pride in serving the Fairfield community, often participating in community even ts when opportunities come up to build personal relationships. It is not just about being a dispatcher but also being part of the community they serve. Consolidated dispatch centers take the intimate knowledge of the officers and community out of the job for the dispatchers.

Another general challenge is the actual logistics of combining the dispatch centers. A few logistics to consider:
 A significantly sized location would be necessary to house all the dispatchers and workstations.
 Dispatchers would have to be under one general department in the county. How would the employees be absorbed?
 Who would be responsible for layoffs and recruitment?  What would happen with seniority for long-term current employees, including the supervisors and managers of each existing dispatch center?  The departments have different varying pay structures; how would income be determined?

Lastly, some of the fire community supports the idea of a consolidated dispatch center for fire only, separating from the police services side. This idea may seem reasonable for fire as they rely Packet Page 146 of 860Attachment 2 Page 2 of 3

Letter to Cheryl Clower
Re: City of Fairfield Response to 2022-2023 Grand Jury Report Entitled: Effective Solano County Emergency Dispatch Report
July 31, 2023

Page 3 ends

on mutual aid from other cities with larger fires or when stations are out of service. The challenge with separating from police services is the gap in coverage and response it would create for our communities. There is no way to determine a medical emergency from a police emergency when calling 911. It is the emergency number. The designation of these calls is determined by location as to what dispatch center gets the call. It would have to be decided all 911 calls would be answered by the fire dispatch and transferred to the respective departments for police response or calls would be answered as they currently are and sent to the fire dispatch center. Either way, this creates a gap in services when minutes and seconds matter when saving lives. The time it would take to transfer calls affects our community in a medical or police emergency. We would not support this type of system either, knowing our community will suffer.

The city appreciates the thought of the Grand Jury in trying to combine services in a small county.

However, this would be an extremely challenging feat and would cost more money than anticipated, changing the level of service across the county for all organizations and communities.

Please let me know if you have any questions.

Sincerely,

DAVID J. GASSAWAY
City Manager

Attachment 1: Solano County Grand Jury letter dated June 20, 2023 Attachment 2: Solano County Civil Grand Jury Report: 2022-2023 Solano County Emergency Dispatch Report

cc: Dan Marshall, Police Chief
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June 20, 2023

Sent via email

Dan Marshall, Chief
City of Fairfield Police Department
1000 Webster Street
Fairfield, CA 94533

RE: 2022-2023 Civil Grand Jury Report Entitled: Solano County Emergency Dispatch Report

Enclosed please find a copy of the above named report by the 2022-2023 Solano County Civil Grand Jury. This report is provided to you in advance of public release as provided for in Penal Code §933.05(f). Please note that Penal Code §933.05(f) specifically prohibits any disclosure of the contents of this report by a pubic agency, its departments, officers or governing body prior to its release to the public, which will occur on Friday, June 23, 2023.

You are required to respond in writing to the Presiding Judge and to provide an electronic copy in pdf form to the Grand Jury regarding the Findings and Recommendations contained in the report pursuant to Penal Code §933.05. This section of the Penal Code is very specific as to the format of the responses. The Penal Code §933 (c) is also specific about the deadline for responses. You are required to submit your response to the Grand Jury by Monday, August 21, 2023 on signed letterhead. Each final report, together with the required responses will be filed with the clerk of the court and forwarded to the State Archivist for retention in perpetuity §933 (b). If no response is received from the agencies or elected officials a notation will be included on the filed report.

The electronic copy should be sent to the Grand Jury office at [email protected].

Responses are public records. Should you have any questions, please contact Cheryl Clower, Administrative Assistant to the Grand Jury at (707) 435-2575.

Sincerely,
Carl DuBois, Foreperson
2022-2023 Solano County Grand Jury

CWD/cdc
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2022-2023

SOLANO COUNTY EMERGENCY DISPATCH REPORT

June 23,2023
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FINAL 230623 So. Co. Emergency Dispatch - 2 -

Solano County Emergency Dispatch Report
Solano County Civil Grand Jury 2022-2023

I. SUMMARY

Time is of the essence for emergency service personnel to respond to calls for help. Delays in responding to such calls can be the difference between life and death. As a result, the 2022-2023 Solano County Civil Grand Jury (Jury) investigated and found there is a lapse and sometimes inappropriate delays between receipt of incoming calls and fulfillment. This greatly affects a rapid response to emergency issues. Dispatch delays increase the danger for property and lives.

This jury toured and interviewed various public safety entities and their employees, to include sworn officers, fire fighters and other staff. The Jury determined that there is a major disparity within the departments relating to dispatch and emergency response times.

A consolidation of all dispatch centers to one facility would adequately serve the residents.

II. INTRODUCTION

Solano County was formed in 1850 and served seven jurisdictions. Benicia, Dixon, Fairfield, Rio Vista, Suisun City, Vacaville, and Vallejo as well as unincorporated areas. As jurisdictions voted to become cities the primary responsibility to provide safety for residents fell onto the lap of the cities, themselves. Some Cities took charge immediately on incorporation while some took a “wait and see” attitude. All seven became cities by 1903.

There are seven cities and one Sheriff’s department in Solano County, most with their own communications or dispatch systems.

III. METHODOLOGY

Interviewed/toured:

County Department of Information Technology
Dispatch Centers
Fire Departments
Police Departments
Sheriff’s Department including the Office of Emergency Services (OES)

Articles:
www.fire.ca.gov - The Department of Forestry and Fire Protection www.Gilroydispatch.com – CDF Changes Name to CAL FIRE, dated January 31, 2007

IV. STATEMENT OF FACTS

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FINAL 230623 So. Co. Emergency Dispatch - 3 -

During interviews with staff, the Jury discovered a general acceptance to the idea of a consolidated dispatch center for Solano County.

Dispatch centers in Solano County operate on three different radio systems. The cities of Benicia and Vallejo are part of the East Bay Regional Communications System Authority (EBRCSA).

Fairfield, Vacaville and Suisun City operate on the Solano County Regional Communications System (SCRCS) and the Sheriff Department, Rio Vista and Dixon operate on an analog UHF/VHF system. EBRCSA and SCRCS utilize the P25 platform which is the digital standard for radio communications with the ability to transmit and receive both voice and data. The Sheriff Department has the capability to communicate with either the EBRCSA or the SCRCS.

SOLANO COUNTY RADIO COUNT BY ENTITY
Radios Radio System(s)
Solano County 1,458 33.8% VHF/UHF Fairfield 798 18.5% P25 (SCRRCS)
Vacaville 680 15.8% P25 (SCRRCS)
Vallejo 530 12.3% P25 (EBRCS)
Benicia 201 4.7% P25 (EBRCS)
Suisun City 180 4.2% P25 (SCRRCS)
Dixon Police 58 1.3% P25 (SCRRCS)
Rio Vista 36 0.8% VHF
Fire Protection Districts
Suisun FPD 93 2.2% VHF
Montezuma FPD 84 1.9% VHF
Vacaville FPD 72 1.7% VHF
Cordelia FPD 62 1.4% VHF
Dixon Fire 59 1.3% VHF

Total 4,311

Emergency communications in the County are transmitted and received by strategically placed antennae towers. Communications throughout the county are fractured due to the topography and radio systems separating Benicia and Vallejo from the rest of the county.

The County has developed a proposal with the Motorola Corporation to provide antennae towers to bridge the communication gap. As of the time of this investigation funding has yet to be identified and the land to erect the towers has not been acquired.

All dispatchers in Solano County are cross-trained to serve both the fire and law enforcement departments.

As of 2022: the following details the fire and police departments in each jurisdiction and their dispatch:

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FINAL 230623 So. Co. Emergency Dispatch - 4 -

A. BENICIA
• Population 26,819 (5.9% of Solano County)
• Fire and Police Departments and dispatch center
• The Dispatch Center staff: 11
• 2017 through 2022 dispatch center calls:
o 311,882 non-emergency
o 36,513 emergency (911 )
o 317 texts (911 )
o Average processing time of the 911 call until fire/police dispatch: 86 seconds

B. DIXON
• Population 18,974 (4.2% of Solano County)
• Fire Department
• Law enforcement is performed by the County Sheriff / OES provides dispatch services

C. FAIRFIELD
• Population 119,705 (26.5% of Solano County)
• Fire and Police Departments and dispatch facility
• Dispatch Center staff: 13 full time dispatchers, including four dispatch supervisors and three part time dispatchers.
• 2017 through 2022 dispatch center calls:
o 282,195 emergency (911 )
o Average processing time from receipt of the 911 call until fire/police dispatched:
61 seconds

D. RIO VISTA
• Population 10,533 (2.3% of Solano County)
• Fire Department
• Law enforcement is performed by the County Sheriff / OES provides dispatch services

E. SUISUN CITY
• Population 29,165 (6.5% of Solano County)
• Fire and Police Departments and dispatch center
• 2017 through 2022 dispatch center calls:
o 63,312 emergency (911 )
• Dispatch center staff: 10 full time positions
• The average processing from receipt of 911 call to dispatch of fire/police: 92 seconds

F. VALLEJO
• Population 124,886 (27.6% of Solano County)
• Fire and Police Departments and dispatch center
• Dispatch center staff: 11 dispatchers including four supervisors

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FINAL 230623 So. Co. Emergency Dispatch - 5 -

• 2017 through 2022 dispatch center calls:
o 584,613 emergency (911)
• Average processing time from 911 call until:

1. Fire dispatch: 7.06 minutes

2. Police Dispatch 84.26 minutes

G. VACAVILLE
• Population 103,078 (22.8% of Solano County)
• Fire and Police Departments and dispatch center
• Dispatch center staff: 19 dispatchers and four supervisors. • 2017 through 2022 the dispatch center calls:
o 153,299 emergency (911 )
o Average processing time from receipt of 911 call to dispatch of police/fire dispatched: 24.15 seconds

H. UNINCORPORATED AREAS (Including Elmira and Birds Landing) • Population 18,556 (4.1% of Solano County)
• Responsibility for responding to unincorporated areas and those residences lies with three agencies, Solano County Sheriff’s Department, Montezuma Fire District and the Vacaville Fire Protection District.
• Average processing time from the receipt of the 911 call to dispatch of fire/sheriff: 62 seconds

V. FINDINGS AND RECOMMENDATIONS

FINDING 1 – Emergency service communication is fractured throughout Solano County and puts the Solano County residents and residences at risk.

RECOMMENDATION 1 – The County should install a uniform and consistent communications system that connects all emergency services.

FINDING 2 – The Vallejo Dispatch Center reported 911 call processing times for Fire and Police far longer than every other agency in the County.

Recommendation 2 – Identify and correct issues to bring average call processing times in line with other County dispatch centers.

FINDING 3 – There is a general acceptance among emergency service providers in the County to the idea of a consolidated dispatch center.

Recommendation 3 – Solano County Board of Supervisors should approve and begin the implementation of a consolidated dispatch center
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FINAL 230623 So. Co. Emergency Dispatch - 6 -

REQUIRED RESPONSES

Cities of
• Benicia Police and Fire Departments Finding 3
• Dixon Fire Department Finding 3
• Fairfield Police and Fire Departments Finding 3
• Rio Vista Fire Department Finding 3
• Suisun City Police and Fire Departments Finding 3
• Vacaville Police and Fire Departments Finding 3
• Vallejo City Manager Findings 2 and 3
• Vallejo Police and Fire Departments Finding 3
Solano County Board of Supervisors – Finding 1 and 3
Solano County Sheriff Finding 3

COURTESY COPIES
Benicia City Manager
Dixon City Manager
Fairfield City Manager
Rio Vista City Manager
Suisun City, City Manager
Vacaville City Manager
Vallejo City Manager
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Agenda Item No: 8.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023207 of the City Council of the City of Fairfield Updating the Files Management Manual Records Retention Schedule into a Citywide Retention Schedule RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Adopting this resolution would update the Files Management Manual Records Retention Schedule in compliance with State law and create a Citywide Retention Schedule.

DISCUSSION
In 1966, by Resolution 6690, the City Council adopted a Files Management Program setting forth a schedule for the retention of City records and authorizing destruction after the expiration of the applicable retention periods and after approval by the council. The Files Management Records Retention Schedule has been updated by Resolutions 6718, 6811, 691, 8261, 84162, 87218, 91 42, 92316, 94113, 96191, 97146, 991, 200501, 2008291, 200923, 2009272, 201097, 2011 32, 201212, and 201925.

Previously, past Files Management Manual Records Retention Schedule resolutions approved retention schedules separately for each department. This newly revised retention schedule encompasses all the City’s departments into one citywide retention schedule. The proposed changes meet the legal and organizational requirements for a citywide records retention schedule.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Packet Page 155 of 860

Agenda Item No: 8.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023207 of the City Council of the City of Fairfield Updating the FilesManagement Manual Records Retention Schedule into a Citywide Retention ScheduleRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEAdopting this resolution would update the Files Management Manual Records Retention Schedule incompliance with State law and create a Citywide Retention Schedule.DISCUSSIONIn 1966, by Resolution 6690, the City Council adopted a Files Management Program setting forth aschedule for the retention of City records and authorizing destruction after the expiration of theapplicable retention periods and after approval by the council. The Files Management RecordsRetention Schedule has been updated by Resolutions 6718, 6811, 691, 8261, 84162, 87218, 9142, 92316, 94113, 96191, 97146, 991, 200501, 2008291, 200923, 2009272, 201097, 201132, 201212, and 201925.Previously, past Files Management Manual Records Retention Schedule resolutions approved retentionschedules separately for each department. This newly revised retention schedule encompasses all theCity’s departments into one citywide retention schedule. The proposed changes meet the legal andorganizational requirements for a citywide records retention schedule.FINANCIAL IMPACTN/APUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/A ALTERNATIVE ACTION
The council may choose not to approve the proposed changes to the Records Retention Schedules.

However, this would create additional records storage costs and space requirements.

STAFF CONTACT
Esther Beavers
(707) 4287402
[email protected]
COORDINATED WITH
City Attorney's Office, City Manager's Office, Community Development Department, Finance Department, Fire Department, Human Resources Department, Parks and Recreation Department, Police Department, Public Works Department, Information Technology, Housing Services Department
ATTACHMENTS:

Description
Proposed Resolution
Exhibit A: Citywide Retention Schedule
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 7/18/2023 9:51 AM
Packet Page 156 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-207

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD UPDATING THE FILES

MANAGEMENT MANUAL RECORDS RETENTION SCHEDULE INTO A CITYWIDE RETENTION

SCHEDULE

WHEREAS, by Resolution 66-90, the City Council adopted the Files Management Manual setting forth a schedule for the retention of City records and authorizing their destruction after the expiration of the established retention periods; and

WHEREAS, the Files Management Manual Record Retention Schedule has been updated by Resolutions 67-18, 68-11, 69-1, 82-61, 84-162, 87-218, 91-42, 92-316, 94-113, 96-191, 97-146, 99-1, 2005-01, 2008-291, 2009-23, 2009-272, 2010-97, 2011-32, 2012-12, and 2019-25; and

WHEREAS, the City Clerk’s Office desires to create a Citywide Records Retention Schedule to provide for the consistent and orderly retention and destruction of departmental records to maximize storage space for useful records and to conform to current requirements of sta te law.

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

Section 1. The Files Management Manual Record Retention Schedule is amended to incorporate a citywide records retention schedule set forth in Exhibit A.

Section 2. The Retention Schedules adopted by Resolutions 67 -18, 68-11, 69-1, 82-61, 84-162, 87-218, 91-42, 92-316, 94-113, 96-191, 97-146, 99-1, 2005-01, 2008-291, 2009-23, 2009-272, 2010-97, 2011-32, 2012-12, and 2019-25 are superseded.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: MEMBERS: MOY / BERTANI / CARR /PANDURO / TONNESEN/ VACCARO / WILLIAMS

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

______________________________________________________
MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 157 of 860Attachment 1 Page 1 of 1

CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY City Clerk Annexations P Paper GC §34090 (a)
City Clerk Appeals Heard by City Council P Paper GC §34090, §34090.5 City Clerk Assessment Ballots CU + 2 Paper GC §53753(e)(2) City Clerk Council Agenda Packets (includes all records distributed to the City Council regarding matters on the agenda)P Paper GC §34090, §34090.5 City Clerk Council Appointment Employee Agreements T + 30 Paper GC §34090, §34090.5, 29
USC 1027; 29 CFR 1602
et. Seq. Minimum
retention = T+6, HR Dept.
preference = T + 30
City Clerk Council Meeting Minutes P Paper GC §34090(e) City Clerk Council Meeting Videos/Audio Recordings P Electronic GC §34090, §34090.5 City Clerk Ethics Training CU + 5 Paper GC § 53235.2(b) City Clerk Fairfield Municipal Code / Supplements P Paper GC §34090 City Clerk Ordinances P Paper GC §34090(e)
City Clerk Ordinance Summaries / Proofs of Publication P Paper GC §34090 City Clerk Petitions to Council CU + 2 Paper GC §34090
City Clerk Proclamations CU + 5 Paper GC §34090
City Clerk Resolutions P Paper GC §34090(e)
City Clerk FPPC Form 700 (Statement of Economic Interest) - Appointees / Candidates / Officeholders CU + 7 Paper
GC §81009; Duplicates -
originals sent to FPPC; GC
§84615(i): 10 years if
local government has e-
filing
City Clerk FPPC Form 700 (Statement of Economic Interest) - Designated City Employees CU + 7 Paper
GC §81009; GC §84615(i):
10 years if local
government has e-filing
City Clerk
Council-Appointed Committees, Commissions and Task
Forces - Resolutions, Agendas, Minutes, Rosters, Related Documents
P Paper;
Electronic GC §34090, §34090.5
City Clerk Commission/Committee Recruitment Files CU + 5 Paper; Electronic GC §34090, §34090.5

Page 1 ends

Exhibit A
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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY City Clerk Ballot Measures CU + 2 Paper GC §81009
City Clerk Campaign Statements P Paper GC §81009
City Clerk Candidates / Candidates Committee Statements (elected)P Paper GC §81009(a) City Clerk Candidates / Candidate Committees (Not Elected) C + 5 Paper GC §81009 (b) City Clerk Officeholders / Officeholders' Committee Statements P Paper GC §81009 City Clerk Political Action Committees (PAC)CU + 7 Paper GC §81009(b) City Manager Goals and Objectives CU + 5 Paper;
Electronic GC §34090
City Manager Press Releases CU + 2 Paper GC §34090
City Manager Intergovernmental Relations CU + 5 Paper;
Electronic GC §34090
City Manager Project Files - Records Pertaining to Specific Projects or Issues CL + 5 Paper GC §34090
City Manager Property-related Correspondence, Letters, Offers, Copies of Agreements/Terms P Paper GC §34090
Comm. Dev.Address Files P Paper GC §34090(a); H&S
§19850
Comm. Dev.Address Files - Approved Projects Not Yet Built AC + 5 Paper GC §34090(d) Comm. Dev.Address Files - Code Infractions CL + 2 Paper GC §34090(d) Comm. Dev.Business Licenses CL + 5 Paper CCP §337; GC §§34090, 34090.5
Comm. Dev.

Environmental Assessments (Air environmental
assessments must be kept for 3 years (CCP 338(k)); 40 CFR 141.91 only refers to water assessments)
Build Out or S + 2 Paper 40 CFR 141.91; CCP
§338(k)

Page 2 ends

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Comm. Dev.Special Studies - Long-range Planning Studies Build Out + 10
(Build out is the point at
which the study subject
area is completely built
out. If the planning study
records result in the
improvement,
construction or
development of real
property, record must be
kept for 10 years.)
Paper CCP §337.15
Comm. Dev.

Zoning Files (If records affect title to property or lien, or if they include building plans, records must be kept
permanently)
S + 5 Paper GC §34090(a); H&S
19850
Comm. Dev.Building Reports P Paper H&S §19850
Comm. Dev.Building Permit Applications P Paper H&S §19850 Comm. Dev.Building Permit Records P Paper H&S §19850
Comm. Dev.Plan Checks P Paper H&S §19850
Comm. Dev.Plans (Blueprints)P Paper H&S §19850
Comm. Dev.Soils Reports P Paper GC §34090(a), 34090.5
Comm. Dev.Business Recruitment Files CU + 3 Paper 29 CFR §1627.3(b) Comm. Dev.Possessory Interest Reports P Paper GC §34090 Comm. Dev.Housing Authority (Section 8) - Applicants T + 3 Paper;
Electronic 24 CFR 982.158 (e )
Comm.

Dev./Housing Appraisals CL + 2 Paper GC §34090
Comm.

Dev./Housing Bond Issues P Paper CCP §337.5
Comm.

Dev./Housing Loan Documents (Active)CL + 4 Paper GC §34090 Comm.

Dev./Housing Loan Documents (Inactive/Denied)CL + 2 Paper GC §34090

Page 3 ends

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Comm.

Dev./Housing Housing Authority (Section 8) - Program Budgets AC + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing Housing Authority (Section 8) - Applicants T + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing
Housing Authority (Section 8) Applications (active) - USCIS Appeals or PHA Informal Hearing Documents AC + 5 Paper
24 CFR 982.158
(Retention complies with
HUD PIH notice 2010-15)
Comm.

Dev./Housing HUD Financial Documents AC + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing Participants (Active) - Family, Unit, Income Data AC + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing Participants (Inactive) - No Debt T + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing Participants (Inactive) - With Debt T +3 Paper 24 CFR 982.158 Comm.

Dev./Housing Portability Billing and Supporting Documents AC + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing Rent Roll and Supporting Documents AC + 3 Paper 24 CFR 982.158 Comm.

Dev./Housing Rent Survey and Supporting Documents AC + 3 Paper 24 CFR 982.158 Finance Affiliated Agencies - All Audit / Accounting Files P Paper GC §34090 Finance Audit - State Gas Tax CU + 25 Paper GC §34090
Finance Bonds - All Mortgage Revenue Bond Records
Bond records must be
kept for 10 years after the
bonds have been
defeased
Paper GC §34090; GC §53921;
CCP §337.5
Finance Cash Reconciliations CU + 7 Paper GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Finance Debt Service - Advanced Maturity
Bond records must be
kept for 10 years after the
bonds have been
defeased
Paper GC §34090; GC §53921;
CCP §337.5
Finance Debt - Creation, Payments, Bond Replacements
Bond records must be
kept for 10 years after the
bonds have been
defeased
Paper CCP §§336 et seq.

Finance Debt Service - Fiscal Agent Statements
Bond records must be
kept for 10 years after the
bonds have been
defeased
Paper GC §34090; CCP §337.5
Finance Downtown Improvement District - All Records P Paper GC §34090 Finance Expense Reports CU + 4 Paper GC §34090; CCP §337 Finance Fixed Assets - All Records AU + 4 Paper GC §34090 Finance General Ledgers - Historical Reports, Trial Balance, Summary / Detail, Project Status (Fiscal Year-End Only)P Paper GC §34090; CP §337 Finance Insurance Expense Records P Paper GC §34090
Finance Internal Service Funds - All Records AU + 4 Paper GC §34090 Finance Investments - All Records AU + 4 Paper GC §34090; 26 CFR

31.6001-1
Finance Liens - Delinquent Utilities P Paper GC §34090(a) Finance Transit Records CU + 10 Paper
Finance Trust Deposits P Paper GC §34090
Finance Claims - Invoice Payments AC + 7 Paper GC §34090 Finance IMPAC (Credit Card) Statements & Supporting
Documentation CU + 7 Paper;
Electronic GC §34090
Finance Purchase Orders - Accounts Payable Copy AU + 4 Paper GC §34090; CP §337 Finance Sales / Use Tax CU + 7 Paper;
Electronic GC §34090
Finance Training / Travel Expense Forms CU + 10 Paper GC §34090 Finance 1099's (Transmission Data at IT)CU + 7 Paper GC §34090; 29 USC §436 Finance Assessment Districts - All Debt Creation Files CU + 30 Paper GC §34090 Finance Assessment Roles P Paper GC §34090

Page 5 ends

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Finance Budget (1 Permanent Copy for Vault)P Paper GC §34090; CCP §337.5 Finance Debt - Creation, Payments, Bond Replacements
Bond records must be
kept for 10 years after the
bonds have been
defeased
Paper GC §34090; CCP §337.5
Finance Debt - Fiscal Agent Statements
Bond records must be
kept for 10 years after the
bonds have been
defeased
Paper GC §34090; CCP §337.5
Finance State Controller Reports P Paper GC §34090
Finance Payroll Timesheets CU + 6 Paper GC §34090
Finance Consolidated Omnibus Budget Reconciliation Act (COBRA) - Current Retirees, Billings, Payments P Paper
Finance
Public Employee Retirement System (CalPERS) - Annual
Reports and Monthly Earnings P Paper 29 CFR 1627.3
Finance Purchasing - Charge Accounts / Cards - All Records CU + 7 Paper GC §34090 Finance Payroll Tax Returns CU + 10 Paper
GC §34090; 26 CFR
§31.6001-1(e)(2); R&T
§19530; 29 CFR §516.5;
29 USC §436
Finance State Board of Equalization Sales Tax Returns CU + 10 Paper GC §34090 Finance Unemployment Insurance Claims CU + 10 Paper GC §34090 Finance W-2 Forms / Annual Reports AU + 4 Paper GC §34090; 29 USC §436; 29 CFR 1627.3
Finance Bank Statements, Reconciliations CU + 5 GC §34090 Finance Canceled & Voided Checks CU + 5 Paper GC §34090; CCP §337 Finance Cash Receipts CU + 4 Paper GC §34090
Finance Investments - All Records
CU + 7
P (Summary of all
transactions, inventory &
earnings report)
Paper GC §34090; CCP §337, GC
§53607
Finance Invoices - All Records CU + 5 Paper GC §34090
Finance Liens: Abatement Invoices - All Records After Collection T + 5 Paper GC §34090(d)

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Finance Liens: Utilities Deliquency - After Payment Collection P Paper GC §34090(a) Finance Parking Citations - All Records of Payment CU + 5 Paper GC §34090 Finance Purchase Requisitions CU + 5 Paper GC §34090; CCP §337 Finance Purchasing - Formal Bids CU + 5 (Unsuccessful)
P (Successful) Paper CCP 337.5
Finance Revenue Reimbursable Remittances CU + 5 Paper GC §34090 Finance Senior Rebates - All Records CU + 2 Paper GC §34090 Finance Transient Occupancy Taxes - All Records AU+4 Paper GC §34090 Finance Utility Reconciliations CU + 7 Paper GC §34090; 26 CFR §16001-1
Finance Utility Billings/Payments CU + 2 Paper GC §34090 Finance Utility Maintenance/Ons/Offs CU + 7 Paper GC §34090 Finance Utility User Taxes - All Records CU + 10 Paper GC §34090 Fire Emergency Operations Plan S Paper GC §34090
Fire Engine Company Performance Standards S Electronic GC §34090 Fire Hose Records L + 2 Electronic GC §34090
Fire Mutual Aid CU + 4 Paper GC §34090
Fire Patient Care Reports / Fire Reports CU + 3 Electronic GC §34090 Fire Building Inspection Records L + 5 Electronic GC §34090; 24 CCR §104.6
Fire Fire Permits L Electronic GC §34090
Fire Commendations/Awards Recommended T Electronic
Fire Commendations Received/Sent T Electronic
Fire
Emergency Response Reports
(NFIRS, Elder/Adult Abuse Forms, Child Abuse Forms,
Patient Care Reports, Child Protective Services Report) C +3 Electronic
Fire Fire Loss Information P 24 CCR §104.6
Fire Fire Rating - Insurance Service Office
(Retain Last Two Ratings)C + 15 Electronic

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Fire
Investigations
(Prosecutions of homicides can be conducted at any time, so evidence supporting a prosecution of a crime that results in homicide should be kept permanently. For crimes
resulting in great bodily harm, the case must be prosecuted in 6 years, so records must be kept for 6 years (PC §800)) P Electronic PC §799
Fire Fire Station Specifications and Plan Life of Structure + 2 Paper;
Electronic
Fire Apparatus Inspection Record (Daily-Monthly)Life of Equipment + 2 Paper;
Electronic GC §34090
Fire Apparatus Specifications (Manual)L + 2
Paper;
Electronic GC §34090
Fire Emergency Equipment (Specifications)Life of Equipment + 2 Paper;
Electronic GC §34090
Fire Public Private Partnership (Ambulance)CU + 4
Paper;
Electronic
Fire Reserve Firefighter Program CU + 4
Paper;
Electronic
Fire Taskbooks S
Paper;
Electronic
Fire Standard Operating Guidelines SOGs S
Paper;
Electronic
Fire Safety Data Sheets CU + 30
Paper;
Electronic
Fire Alarm Company Correspondence CU + 2
Paper;
Electronic
Fire Fee Schedule P
Paper;
Electronic
Fire Fire Lanes CU + 2
Paper;
Electronic
Fire Fumigation - Notification CU + 2
Paper;
Electronic
Fire Hydrant Records (Maintenance and Flow Tests)
(Retain until next fire rating report)CU + 15 Paper;
Electronic
Fire Prevention Standards P
Paper;
Electronic
Fire Residential Care Facilities L
Paper;
Electronic

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Fire Security Gates CU + 2
Paper;
Electronic
Fire Weed Abatement P
Paper;
Electronic
Human
Resources Accident / Incident Reports T +7 Paper GC §34090 Human
Resources
Advertisement, Notice of Job Openings, Recruitment Files, Test Results CU + 4 Paper;
Electronic
29 CFR §1627.3(b)(vi); GC
§§12946, 12960, 34090
Human
Resources Americans with Disabilties Act T + 30 Paper 8 CCR §3204(d)(1); 29 CFR §1910.1020(d)(1)
Human
Resources
Benefit Plans - Dental, Vision, Medical (self-insured), Short- Term Disability Insurance P Paper;
Electronic
29 CFR §1627.3(b)(2); GC
§34090
Human
Resources
Benefit plans - Deferred Comp, Long-Term Disability,
Medical (Insured), Life, Supplemental Life Insurance P Paper; Electronic
29 CFR §1627.3(b)(2); GC
§34090
Human
Resources Cal-OSHA Logs (Form 200 & 300)CU + 5 Paper 8 CCR §§14300.33, 14300.44, 3203(b)(1)
Human
Resources
DOT Random Testing - Negative and Cancelled Tests
(D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years of physical examinations; State Law requires 2 years)
2 Paper
29 CFR 1627.3(b)(1)(v),
GC §§12946, 12960,
34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et
seq. 49 CFR 653.71
Human
Resources DOT Random Testing - Positive Results P Paper Omnibus Transportation
Employee Testing Act; 49
CFR 655.71 et seq
Human
Resources DOT Random Testing - Training Records P Paper Omnibus Transportation
Employee Testing Act, 29
CFR 1627.3
Human
Resources
EEOC Reports (EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge)5 Paper 29 CFR 1602.31 & 1627.3(b)(1)
Human
Resources Administrative Policy P Paper;
Electronic GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Human
Resources Employee Medical Files T + 30 Paper
8 CCR §3204(d)(1) et
seq.; 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090;
LC § 1198.5; 8 CCR 5144,
8 CCR 15400.2
Human
Resources FLSA duties / Salary Testing CU + 6 Paper 29 CFR § 516 et seq.

Human
Resources Grievances P Paper;
Electronic GC §§12946, 34090
Human
Resources
Harassment Investigations / Confidential Files (Litigation against the City should be kept for longer if not P. )Final Disposition + 3 years Paper;
Electronic GC §§12946, 12960,
34090; 2 CCR 11013(c)
Human
Resources INS - I-9 forms T + 3 Paper
Immigration Reform &
Control Act of 1986: 8
CFR 274a.2; 29 CFR
1627.3(b)(1); GC
§§12946,12960, 34090
Human
Resources Job Descriptions - Classification Files CU + 3 Paper LAB §1197.5(e) Human
Resources Labor Negotiations CU + 10 Paper;
Electronic GC §§12946, 34090
Human
Resources PERS - Actuarial Studies, Correpondence 10 Paper; Electronic GC §34090
Human
Resources Personnel Files T + 6 Paper;
Electronic
29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090;
53235.2(b); 53237.2(b);
LAB §1198.5
Human
Resources Training AC + 5 Paper;
Electronic
GC §§12946, 34090,
12960, 53235.2, 53237.2
Human
Resources Workers Compensation - State Annual Reports P Paper; Electronic GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Human
Resources Workers Compensation - Case Files
5 years from date of
injury or last treatment as
defined in Labor Code
§3207
Paper;
Electronic
8 CCR §15400.2; GC
§§12946, 34090
Human
Resources Workers Compensation - TPA Annual Report P Paper; Electronic GC §34090
IT Franchise Tax Tape CU + 5 Electronic GC §34090
IT Monthly System Backup (Non-Police Systems)CU + 5 Electronic GC §34090 IT 1099 Transmission Data CU + 10 Electronic GC §34090
IT W2 Tape Data CU + 10 Electronic GC §34090; 29 CFR §
1627.3
Parks &
Recreation Daily Registration Receipts CU + 2 Paper GC §34090 Parks &
Recreation Facilities / Joint Use Agreements CL + 10 Paper GC §34090 Parks &
Recreation Facilities Rental Applications CU + 2 Paper; Electronic GC §34090
Parks &
Recreation Program Attendance Logs CU + 2 Paper GC §34090 Parks &
Recreation Program Incident Reports CU + 2 Paper GC §34090, CCP §337 Parks &
Recreation Solano County Health Dept. Inspection CU + 5 Paper GC §34090, CCP §337 Police K-9 Files P Paper
Police
Administrative Reporting (Activity Reports, Crime Statistics, Incident Logs, Published Reports, DOJ Mandated Annual
Reporting; CORI/DOJ Audits)
CL + 2 Paper/Medi
a GC §34090
Police OTS Grant T + 3 Paper
Police Traffic Statistics 3 Paper GC §§34090, 34090.5
Police
Stored/Abandoned/Impouded Vehicles (If associated with a criminal case the CHP180 will have the same retention as the criminal case)
2 Paper
Police
Traffic Citations (Infractions and Warning) (Includes
Moving, Equipment, and Parking violations and City
Ordinances)
2 Paper
Police Tow Rotation Contracts T + 2 Paper
Police Professional Standards Unit:

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Police Adminstrative Inquiries 5 Paper
Evidence Code
§1045(b)(2); Penal Code
§§801.5, 803(c) 832.5(b);
GC §§12946, 34090;
Police Citizen Complaint Investigations 5 Paper
Evidence Code
§1045(b)(2); Penal Code
§§801.5, 803(c) 832.5(b);
GC §§12946, 34090;
Police Internal Affairs Investigations 5 Paper
Evidence Code
§1045(b)(2); Penal Code
§§801.5, 803(c) 832.5(b);
GC §§12946, 34090;
Police Pitchess Motions 2 Paper
Police Shootings - Officer Involved P Paper
Evidence Code
§1045(b)(2); Penal Code
§§801.5, 803(c) 832.5(b);
GC §§12946, 34090;
Police Use of Force Reports 5 Paper
Evidence Code
§1045(b)(2); Penal Code
§§801.5, 803(c) 832.5(b);
GC §§12946, 34090;
Police Brady Material P Paper/Medi
a
Police Firearm/Narcotic Destruction List (Property Auction List, Narcotic Destruction Court Order, Firearm Destruction List)5 Paper GC §34090 Police Concealed Weapons Permit - Retiree E + 2 Paper GC §34090 Police Pre-Employment Background Investigation (Not Hired)3 Paper 29 CFR §1627.3 Police Traffic Collision Reports:Paper
Police Injury/Non-Injury Traffic Collision 5 Paper GC §34090 Police Fatal Traffic Collision P Paper GC §34090
Police Arrest Records:Paper
Police Misdemeanor Arrests 10 Paper GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Police Arrest Records of Deceased Persons Year of notification by DOJ + 1 Paper
Police Misdemeanor Crime Reports (Misdemeanor Statute of Limitation is 1 year)5 Paper GC §34090; PC §802
Police Arrests Later Deemed Detention Only (849 P.C.)2 Paper GC §34090 Police
Felony Crime Reports (Excludes Homicide)
Felony Statute of Limitation is 3 yrs or 6 yrs from the commission of offense for most felonies; No Statute of
Limitation for homicide and certain sexual offenses;
Misdemeanor and/or felony reports that have an
outstanding warrant, property outstanding in CLETS or NCIC or a death connected with the report, will be given an
indeterminate retention period
10 Paper GC §34090; PC §799, PC
§800, PC §801
Police Felony - Homicide Reports (No Statute of Limitation for Prosecution)P Paper/Electr
onic GC §34090; PC §799
Police
Felony - Capital Offenses, Violations of Public Trust, Child Molest (No Statute of Limitation for prosecution of offenses punishable by death or by imprisonment in state prison for life or life without the possibility of parole)
P Paper/Electr
onic GC §34090; PC §799
Police Crime Reports: Juveniles P Paper/Electr
onic PC §799
Police
Reports of Dead Bodies/Suicides (Case remains open until the body has been identified and the cause of death
determined. If cause of death is determined to be homicide the case is recategorized.)
CL +2 Paper/Electr
onic GC §34090; PC §799
Police Field Interview Cards 2 Paper
Police
Informational Reports - No Crime (Found Property Reports; Civil Matters; Maintain the Peace)2
Paper/Electr
onic
Police
Clearance Checks (Local Records Checks, Clearance Letters, Visa Letters, Vendor Clearance Checks)2
Paper/Electr
onic GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Police Injury Reports (injury to a city employee or caused by a city employee)T + 7 Paper
8 CCR §3204(d)(1) et
seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090;
8 CCR 5144, 8 CCR
15400.2
Police Missing Persons:Paper
Police Missing Persons / Runaway Reports - Located CU + 2 Paper GC §34090 Police Missing Persons / Runaway Reports - Outstanding P Paper Police
Narcotic Registration Records (Registration requirements terminate 5 years after discharge prison or termination of probation / parole)
CL + 5 Paper H&S §11594 ; PC
§186.32; PC § 457.1
Police Sex registration records (Varied retentions based on 290 Tiering)L Paper PC §290 et seq.

Police Volunteer Programs (VIPs, Explorers, Chaplains;
Neighborhood Watch)T +2 Paper/Electr
onic
Police Sealed Records:

Police Factually Innocent Sealings (unless otherwise specified in the court order to seal)
3 (Must be sealed for
three years after the
arrest and then destroyed
after person who was
factually innocent
petitions the local law
enforcement agency
and/or gets a court order
to seal then destroy the
records after three years.)
Paper PC §851.8(a); GC §34090
Police Juvenile Record Sealings (unless otherwise specified in the court order to seal)5 Paper
CCP §340.1; Welfare &
Institutions Code §§ 826,
389(a), 781(d); GC
§34090
Police Juvenile Diversion Files (Includes Parent Project)Until 18 Paper/Electr onic

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Police
Subpoenas: Not Associated with a Crime (civil subpoenas, Civil SDTs and In Person Appearance for non criminal case (i.e. family law))
2 Y from production date Paper GC §34090
Police Subpoena Duces Tecums:

Police Use of Force Forms 5 Paper GC §34090
Police Radio / Telephone Recordings 100 days Electronic GC §§34090.6 Police
Dispatch Center Reports (Unusual Incident Reports, Tape Reviews, Monthly EMD Reports, Exigent Circumstances
Report)
3 Paper/Electr
onic
Police
Nuisance/Inspection Abatement (inspection abatement
warrants, 11570 HS Letters, dangerous dogs/animal
nuisance)
T + 2 Paper/Electr
onic
Police Training / Travel Expense Forms - POST CL + 4 Paper/Electr onic
Public Works Records Affecting Title to Property or Liens P Paper GC §34090(a) Public Works Subdivisions P Paper GC §§ 65864, 34090
Public Works Development Projects (DP files, not subdivision)CL + 15 Paper GC §34090, CCP §337 Public Works Assessment Districts CL + 25 Paper GC §34090 Public Works Geotechnical Reports (Soils Reports)P Paper GC §34090 Public Works Capital Projects CL + 12 Paper GC §34090
Public Works Capital Projects (City-Owned)P Paper GC §34090 Public Works Maintenance Districts P Paper GC §34090
Public Works Permits - Street Use / Construction Water CL + 2 Paper GC §34090 Public Works Permits - Encroachment / Utility 7 Paper GC §34090 Public Works Underground Utility Districts P Paper GC §34090 Public Works Bids and Proposals (Unsuccessful)5 Electronic GC §34090 Public Works Traffic Signal and Streetlight Records CU + 3 Paper GC §34090 Public Works Traffic Safety Signs and Markings Records CU + 3 Paper GC §34090 Public Works Traffic Accident Statistics CU + 2 Paper GC §34090 Public Works Vehicle Accident Reports 5
Public Works Traffic Studies (Intersections/Signals)10 Paper GC §34090 Public Works Metropolitan Transportation Commission - All Documents CL + 10 Paper GC §34090 Public Works Federal Transit Administration - All Documents CL + 10 Paper

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Public Works State of California - All Documents CL + 10 Paper Public Works Urban Mass Transportation Administration CL + 10 Public Works Funding CL + 10 Paper GC §34090, CCP §337 et seq.

Public Works Modeling Maps & Buildout Plots P Paper GC §34090 Public Works Traffic Counts 15 Electronic GC §34090
Public Works
Drinking Water Records: all sampling data and analyses, reports, surveys, letters, evaluations, schedules, State determinations, and corrosive control treatment steps
12 Paper;
electronic
40 CFR §141.33; 22 CCR
§64692; 22 CCR §64470
Public Works Water Treatment Plant (Building of)P Paper GC §34090; 40 CFR

60.153
Public Works Water Treatment Plant (Operation)5 Paper
40 CFR 122.41; 40 cfr
122.48; SWRCB Order
2006-03
Public Works Reservoirs (Building of)P Paper GC §34090
Public Works Reservoirs (Operation)5 Paper SWRCB Order 2006-03 Public Works Pipelines (Building of)P Paper GC §34090
Public Works Pipelines (Operation)5 Paper SWRCB Order 2006-03 Public Works Reports 15 Paper GC §34090; 22 CCR
§64470
Public Works Bacteriological Test Results 5 Paper 40 CFR §141.33; 22 CCR §64470
Public Works Microbiological and Turbidity Monitoring 5 Paper 22 CCR §64470 (Related
Regulations:
64421,64423,64424,6444

9.5)
Public Works Chemical Analysis 10 Paper
40 CFR §141.33; 22 CCR
§6448, 64470 (Related
Regulations: 64432,
64432.1, 64432.2,
64432.3, 64433.3, 64442,
64443,64445,64445.1,64
449)

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Public Works Variance / Exemptions Granted P Paper H & S 19850; GC §34090 Public Works Sanitary Surveys 10 Paper 40 CFR §141.33 ©, 22 CCR §64470
Public Works Customer Complaints and Corrective Actions 5 years Paper 22 CCR §64470 Public Works Violation Corrective Actions 3 years Paper 22 CCR §64470 Public Works Variances or Exemptions Duration +5 years Paper 22 CCR §64470 Public Works Tiered Public Notices 3 years Paper 22 CCR §64470 (Related Regulations: 64463)
Public Works Monitoring Plans Same as samples Paper
22 CCR §64470 (Related
Regulations: 64416,
64422, 64534.8)
Public Works Consumer Confidence Reports 3 years Paper 22 CCR §64483 (Related Regulations: 64480)
Public Works Distribution Disinfection Coliform Samples, Main Flushing, Reservoir Inspection and Cleaning 3 years Paper
22 CCR §64604 (Related
Regulations: 64580,
64582, 64583)
Public Works SWTR Sampling and Recording 3 years Paper
22 CCR §64662 (Related
Regulations: 64655,
64656, 64657.20,
64657.40, 64657.50,
64660)
Public Works Filter Maintenance and Inspection 3 years Paper 22 CCR §64662 (Related Regulations: 64661)
Public Works Quantity Water Produced, Plant Flow Rates, Filtration Rates, Hours of Operation 3 years Paper 22 CCR §64662 (Related Regulations: 64660)
Public Works Backwash Rates 3 years Paper 22 CCR §64662 (Related Regulations: 64653.S)
Public Works Process and Equipment Failures and Corrective Actions 3 years Paper 22 CCR §64662

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Public Works Lead and Copper Information 12 to 18 years Paper 22 CCR §64690.8
(Related Regulations: 22
CCR §§64670-64689)
Public Works Ground Water Rule Information 3 to 10 years Paper 22 CCR §64430 (Related
Regulations: 40 CFR
§141.405, GWR)
Public Works Point-of-Use Treatment Information 10 years Paper 22 CCR Section §64418.7
(Related Regulations:
64418.5)
Public Works Point-of-Entry Treatment Information 10 years Paper 22 CCR Section §64420.7
(Related Regulations:
64420.5)
Public Works Vehicle Records P Paper;
Electronic GC §34090
Public Works Sidewalk Liens P Paper GC §34090
Public Works Work Orders (Tree)CL + 5 Paper GC §34090
Public Works Record of Exposure to Toxic Substance T+ 30 Paper 8 CCR §3204(d)(1) Public Works Dept. of Agriculture - Pesticide 5 Paper GC §34090; 40 CFR 171.11 et seq.

Public Works Dept. of Agriculture - Training 5 Paper GC §34090; 40 CFR 171.11 et seq.

Public Works Tree Removal Application Forms 3 Paper GC §34090 Public Works Materials Safety Data Sheets (MSDS)T + 30 Paper 29 CFR § 1910.1020 Public Works Federal Emergency Management Agency (FEMA)5 Paper;
Electronic GC §34090
Risk
Management Claims T +5 Paper;
Electronic
GC §34090: CCP § 337 et
seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
Risk
Management Safety - Complaints T + 7 Paper;
Electronic GC §34090
Risk
Management Safety - Inspection Checklists T+5 Paper;
Electronic GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Risk
Management Safety - Meeting Agendas, Minutes CU + 2 Paper; Electronic GC §34090
Risk
Management Claims Against the City AC + 10 Paper;
Electronic GC §64090
Risk
Management Insurance Policies (Non-Benefit)P Paper GC §34090 Risk
Management Liability Loss Report - Monthly CU Paper GC §34090 Risk
Management Liability Annual Report P Paper GC §34090
Various Affidavits of Publications/Public Hearing Notices and Postings CU + 4 Paper GC §34090; CCP §337
Various Agreements/Records - All infrastructure, MOUs, Litigation Settlement, Franchise and Development Agreements P Paper GC §34090, §34090.5; CCP §337
Various Agreements - Non-infrastructure; includes agency or regional cooperative agreements CL + 10 Paper;
Electronic
GC §34090, §34090.5;
CCP §337
Various Agreements - Lease, maintenance, consultant and professional services, class instructors, leased equipment CL + 5 Paper GC §34090, §34090.5; CCP §337
Various Appeals - Non-legislative/administrative decided by either City Manager, Dept. Head or 3rd party
CU + 3
(City Council appeals are
permanent)
Paper;
Electronic
GC §34090; CCP
§583.320(a)(3)
Various Bids, RFQs, RFPs - Successful RFPs - Consultant or Contract Services (goods and services, non-construction)AU + 4 Paper; Electronic
GC §34090, §34090.5;
CCP §337
Various Bids, RFQs, RFPs - Unsuccessful RFPs - Consultant or Contract Services (goods and services, non-construction)CU + 2 Paper; Electronic GC §34090

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Various Code Books (State Codes)
S + 10
(Retain until
amended/superseded;
may retain for historial or
administrative value by
department preference)
Paper GC §34090
Various Standing / Ad Hoc Committees (Not Council Appointed) - Meeting Agendas, Reports, Minutes T + 5 Paper;
Electronic GC §34090, §34090.5
Various Commission Meeting Video Recordings
CU + 10 years or until
media storage is obsolete
(Archived on CD/DVD;
keep 5 years on website)
Electronic GC §34090, §34090.5,
§34090.7
Various Complaints - Forms, Letters, Emails CU + 2 Paper; Electronic
GC §34090, 945.6, CCP
§338, 342
Various Correspondence - General, Routine CU + 2 Paper; Electronic
GC §34090, 945.6, CCP
§338, 342
Various
E-mails (Retain land use and PW project emails until the project is approved and the CEQA statute of limitations period expires without litigation.)
730 days (2 years) Electronic Fairfield Admin Policy
#100-17
Various Personnel Files - Supervisory / Training T + 4 Paper; Electronic GC §12946
Various
Grants (Successful) - Includes, but not limited to,
applications, award/authorization letters, funding allocation documents, master plans and agreements / supplemental
agreements
CL + 5 Paper
GC §34090, §34090.5; 21
CFR 1403.36(i)(11);
1403.42(b); 24 CFR 85.42,

91.105(h) & 570.502(B),
29 CFR 97.42
Various Grants (Unsuccessful)CL + 2 Paper GC §34090
Various Master Plans, Special, Long-range or Strategic Program Plans P Paper GC §34090, §34090.5
Various Press Releases CU + 2 Paper;
Electronic GC §34090
Various Real Property Acquisition - Title reports, negotiations, escrow instructions, dispositions, easements P Paper GC §34090, §34090.5

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CITY OF FAIRFIELD
CITYWIDE RECORDS RETENTION SCHEDULE 2023

OFFICE OF

RECORD RECORD TITLE RETENTION PERIOD MEDIA LEGAL AUTHORITY Various Recorded Documents P Paper GC §34090, §34090.5
Various Records Retention Schedules / Destruction Lists P Paper; electronic GC §34090, §34090.5
Various Reference Materials - Brochures, manuals, reports produced by outside agencies/organizations D/R Paper;
Electronic Non-records
Various SB90 (State mandated) claim records and supporting documentation State AU + 3 Paper GC §34090, §34090.5,
§17558.5(a)
Various Surveys/Questionnaires CU + 2 Paper;
Electronic GC §34090
Various Policies and Procedures P Paper;
Electronic GC §34090, §34090.5

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Packet Page 178 of 860Attachment 2 Page 21 of 22

AC Active CBC California Building Code
AD Adoption CCP California Code of Civil Procedure
AU Audit CCR California Code of Regulation
CL Closed / Completed CFR Code of Federal Regulations
CU Current Year EC Elections Code
D/R Destroy when no longer relevant GC California Government Code E Expiration H&S California Health and Safety Code
L Life LAB California Labor Code
P Permanent CC California Civil Code
S Until Superseded PC California Penal Code
T End of Term / Termination

CITY OF FAIRFIELD

CITYWIDE RECORDS RETENTION SCHEDULE

LEGEND LIST OF AUTHORITIES CITED
Packet Page 179 of 860Attachment 2 Page 22 of 22

Agenda Item No: 9.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023208 of the City Council of the City of Fairfield Authorizing the City Manager to appoint the Homeless Services Manager to the Technical Advisory Committee for the CAP Solano JPA with the Homeless Services Management Analyst as the Alternate
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
On September 6, 2022, City Council appointed staff to serve on the Community Action Partnership (CAP) Solano Technical Advisory Committee (TAC) by Resolution 2022241. Since then, staff transitions have created a vacancy for the Fairfield TAC representative. The council is requested to approve new appointments to the TAC to support CAP Solano efforts.

DISCUSSION
In 1999, the County and cities within Solano County established a joint powers authority (“Solano Safety Net Consortium” or “SSNC”) to provide oversight and coordination of homeless and safety net services.

Oversight and coordination included receiving safety net funding and administering funds, including making grants available to nonprofit entities to provide homeless services. SSNC was also responsible for providing centralized guidance and oversight for homeless housing services, community action councils, and other safety net services.

In 2006, SSNC was renamed Community Action Partnership of Solano (CAP Solano) to reflect the national trend of community organizations and local governments working together in partnership to reduce homelessness and provide basic safety net services. CAP Solano JPA is the collaborative applicant for federal Housing and Urban Development (HUD) funds, the Homeless Management Information Systems (HMIS) lead agency, and the recipient of the County’s Community Service Block Grant funds (CSBG) from the State of California.

Agenda Item No: 9.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023208 of the City Council of the City of Fairfield Authorizing the CityManager to appoint the Homeless Services Manager to the Technical AdvisoryCommittee for the CAP Solano JPA with the Homeless Services Management Analystas the AlternateRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEOn September 6, 2022, City Council appointed staff to serve on the Community Action Partnership(CAP) Solano Technical Advisory Committee (TAC) by Resolution 2022241. Since then, stafftransitions have created a vacancy for the Fairfield TAC representative. The council is requested toapprove new appointments to the TAC to support CAP Solano efforts.DISCUSSIONIn 1999, the County and cities within Solano County established a joint powers authority (“Solano SafetyNet Consortium” or “SSNC”) to provide oversight and coordination of homeless and safety net services.Oversight and coordination included receiving safety net funding and administering funds, includingmaking grants available to nonprofit entities to provide homeless services. SSNC was also responsiblefor providing centralized guidance and oversight for homeless housing services, community actioncouncils, and other safety net services.In 2006, SSNC was renamed Community Action Partnership of Solano (CAP Solano) to reflect thenational trend of community organizations and local governments working together in partnership toreduce homelessness and provide basic safety net services. CAP Solano JPA is the collaborativeapplicant for federal Housing and Urban Development (HUD) funds, the Homeless ManagementInformation Systems (HMIS) lead agency, and the recipient of the County’s Community Service BlockGrant funds (CSBG) from the State of California.

On March 29, 2022, the council adopted Resolution 202256 affirming the council’s support for amending the governance structure of the CAP Solano JPA agreement to specifically include elected officials from the County and partnering cities on the newly constituted Board of Directors. This direction was provided to improve collaboration among the local jurisdictions and effectively address countywide homelessness based on the success of a Regional 2x2 Subcommittee formed in 2021. Then on September 6, 2022, council approved Resolution 2022241 appointing council representatives to CAP Solano, and staff to the TAC.

Due to staffing transitions, council is requested to reappoint staff to the TAC by position to ensure continuity in regional participation. TAC appointments must be a trained/technical staff member. Staff recommend appointing the Homeless Services Manager as the standing TAC appointment for Fairfield, with the Homeless Services Analyst as the alternate.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to adopt the resolution that authorizes the city manager to appoint the Homeless Services Manager and alternate Management Analyst to CAP Solano JPA’s Technical Advisory Committee. However, this is not recommended, as this resolution aligns with the City’s efforts to partner with the County in creating a regional plan for homelessness.

STAFF CONTACT
April Cobb, Management Analyst I
(707) 4287609
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 7/17/2023 8:20 PM
Beavers, Esther Approved 7/17/2023 8:23 PM
Packet Page 181 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-208

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

MANAGER TO APPOINT THE HOMELESS SERVICES MANAGER TO THE TECHNICAL ADVISORY

COMMITTEE FOR THE CAP SOLANO JPA WITH THE HOMELESS SERVICES MANAGEMENT

ANALYST AS THE ALTERNATE

WHEREAS, in 1999, the County and cities within Solano County established a joint powers authority (“Solano Safety Net Consortium” or “SSNC”) to provide oversight and coordination of homeless and safety net services; and

WHEREAS, in 2006, SSNC was renamed Community Action Partnership of Solano (CAP Solano) to reflect the national trend of community organizations and local governments working together in partnership to reduce homelessness and provide basic safety net services. CAP Solano JPA is the collaborative applicant for federal Housing and Urban Development (HUD) funds, the Homeless Management Information Systems (HMIS) lead agency, and the recipient of the County’s Community Service Block Grant funds (CSBG) from the State of California; and

WHEREAS, on March 29, 2022, the City Council adopted Resolution 2022-56 affirming the Council’s support for amending the governance structure of the CAP Solano JPA agreement to specifically include elected officials from the County and partnering cities on the newly constituted Board of Directors; and

WHEREAS, on September 6, 2022, council appointed staff to serve on the Community Action Partnership (CAP) Solano Technical Advisory Committee (TAC) by Resolution 2022-241; and

WHEREAS, due to staffing transitions, council is requested to reappoint staff to the TAC by position to ensure continuity in regional participation; and

WHEREAS, the City wishes to appoint the Homeless Services Manager to the Technical Advisory Committee for the CAP Solano JPA and Homeless Services Management Analyst as an alternative.

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 appoint the Homeless Services Manager to the Technical Advisory Committee for the CAP Solano JPA with the Homeless Services Management Analyst as the alternate.

Packet Page 182 of 860Attachment 1 Page 1 of 2

RES. NO. 2023-208

Page 2 ends

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

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

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: MEMBERS: MOY / BERTANI / CARR /PANDURO / TONNESEN/ VACCARO / WILLIAMS

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

_________
MAYOR

ATTEST:

____________________________

CITY CLERK

Packet Page 183 of 860Attachment 1 Page 2 of 2

Agenda Item No: 10.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023209 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Villages at Fairfield – Village I – Unit 2 Subdivision as Complete
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The adoption of the resolution will accept the subdivision improvements for the Villages at Fairfield – Village I – Unit 2 Subdivision (Village I – Unit 2) as complete.

DISCUSSION
Rancho Tolenas Corporation (Developer) has completed all the required subdivision improvements at Village I – Unit 2 in accordance with the subdivision improvement agreement approved by City Council on June 1, 2021, by Resolution No. 2021104. This residential project consisted of 119 singlefamily units.

Staff has inspected the subdivision improvements and found them to be complete in accordance with City standards and the requirements of the subdivision improvement agreement. The proposed resolution accepts the subdivision improvements as being complete, except for the obligation of the Developer to repair or reconstruct defective work for a period of one year after final acceptance.

FINANCIAL IMPACT
Acceptance of the public improvements by council will obligate the City to maintain the public improvements, which includes Balance Way and Center Drive, and the sidewalks, public utilities (water, sewer, storm), streetlights, and appurtenant facilities associated with each. Lastly, the City will be required to maintain the proposed soundwall located along the Manuel Campos Parkway and Portland Drive street frontages of the subdivision.

Agenda Item No: 10.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023209 of the City Council of the City of Fairfield Accepting theSubdivision Improvements for the Villages at Fairfield – Village I – Unit 2 Subdivisionas CompleteRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe adoption of the resolution will accept the subdivision improvements for the Villages at Fairfield –Village I – Unit 2 Subdivision (Village I – Unit 2) as complete. DISCUSSIONRancho Tolenas Corporation (Developer) has completed all the required subdivision improvements atVillage I – Unit 2 in accordance with the subdivision improvement agreement approved by City Councilon June 1, 2021, by Resolution No. 2021104. This residential project consisted of 119 singlefamilyunits.Staff has inspected the subdivision improvements and found them to be complete in accordance withCity standards and the requirements of the subdivision improvement agreement. The proposedresolution accepts the subdivision improvements as being complete, except for the obligation of theDeveloper to repair or reconstruct defective work for a period of one year after final acceptance. FINANCIAL IMPACTAcceptance of the public improvements by council will obligate the City to maintain the publicimprovements, which includes Balance Way and Center Drive, and the sidewalks, public utilities (water,sewer, storm), streetlights, and appurtenant facilities associated with each. Lastly, the City will berequired to maintain the proposed soundwall located along the Manuel Campos Parkway and PortlandDrive street frontages of the subdivision.

The development was included in the original boundary area of Community Facilities District #20122 at the time of formation to provide funding for public safety services, open space operation, and park maintenance. The development was annexed to the Woodlake Landscaping and Lighting Maintenance District (LLMD #14) for maintenance of public lighting and landscaping.

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) 4287478
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 7/31/2023 1:03 PM
Hether, Michael Approved 7/31/2023 1:54 PM
Beavers, Esther Approved 7/31/2023 2:47 PM
Beavers, Esther Approved 7/31/2023 4:01 PM
Packet Page 185 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-209

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE SUBDIVISION IMPROVEMENTS FOR THE VILLAGES AT FAIRFIELD – VILLAGE I – UNIT 2 SUBDIVISION

AS COMPLETE

WHEREAS, the City Council approved a Subdivision Improvement Agreement with Rancho Tolenas Corporation (Developer) for the required subdivision improvements for the Villages at Fairfield - Village I – Unit 2 subdivision on June 1, 2021, by Resolution No. 2021-104; and

WHEREAS, the Developer has completed all of the required improvements in accordance with the Subdivision Improvement Agreement approved by the 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 and the Developer, approved by the council on June 1, 2021.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK

Packet Page 186 of 860Attachment 1 Page 1 of 1

Agenda Item No: 11.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023210 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Villages at Fairfield – Village II – Lot 1 Subdivision as Complete
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The adoption of the resolution will accept the subdivision improvements for the Villages at Fairfield – Village II – Lot 1 Subdivision (Village II – Lot 1) as complete.

DISCUSSION
TRI Pointe Homes, Inc. (Developer) has completed all the required subdivision improvements at Village II – Lot 1 in accordance with the subdivision improvement agreement approved by City Council on August 4, 2020, by Resolution No. 2020157. This residential project consisted of 119 singlefamily lots.

FINANCIAL IMPACT
Acceptance of the public improvements by council will obligate the City to maintain the public improvements, including streets, sidewalks, public utilities (water, sewer, storm), streetlights, and appurtenant facilities associated with each.

This development is within the boundary of the Community Facilities District (CFD) 20122, which will provide funding for public safety services, the operation and maintenance of open space areas, and park maintenance. The development was annexed to the Woodlake Landscaping and Lighting Maintenance District (LLMD #14) for maintenance of public lighting and landscaping within the Woodlake area.

Packet Page 187 of 860

Agenda Item No: 11.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023210 of the City Council of the City of Fairfield Accepting theSubdivision Improvements for the Villages at Fairfield – Village II – Lot 1 Subdivision asCompleteRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe adoption of the resolution will accept the subdivision improvements for the Villages at Fairfield –Village II – Lot 1 Subdivision (Village II – Lot 1) as complete. DISCUSSIONTRI Pointe Homes, Inc. (Developer) has completed all the required subdivision improvements at VillageII – Lot 1 in accordance with the subdivision improvement agreement approved by City Council onAugust 4, 2020, by Resolution No. 2020157. This residential project consisted of 119 singlefamily lots.Staff has inspected the subdivision improvements and found them to be complete in accordance withCity standards and the requirements of the subdivision improvement agreement. The proposedresolution accepts the subdivision improvements as being complete, except for the obligation of theDeveloper to repair or reconstruct defective work for a period of one year after final acceptance. FINANCIAL IMPACTAcceptance of the public improvements by council will obligate the City to maintain the publicimprovements, including streets, sidewalks, public utilities (water, sewer, storm), streetlights, andappurtenant facilities associated with each. This development is within the boundary of the Community Facilities District (CFD) 20122, which willprovide funding for public safety services, the operation and maintenance of open space areas, andpark maintenance. The development was annexed to the Woodlake Landscaping and Lighting Maintenance District (LLMD #14) for maintenance of public lighting and landscaping within the Woodlake area.

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) 4287478
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 7/31/2023 1:04 PM
Hether, Michael Approved 7/31/2023 1:55 PM
Beavers, Esther Approved 7/31/2023 4:01 PM
Beavers, Esther Approved 7/31/2023 4:02 PM
Packet Page 188 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-210

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE SUBDIVISION IMPROVEMENTS FOR THE VILLAGES AT FAIRFIELD – VILLAGE II – LOT 1 SUBDIVISION

AS COMPLETE

WHEREAS, the City Council approved a Subdivision Improvement Agreement with TRI Pointe Homes, Inc. (Developer) for the required subdivision improvements for the Villages at Fairfield - Village II – Lot 1 subdivision on August 4, 2020, by Resolution No. 2020-157; and

WHEREAS, the Developer has completed all the required improvements in accordance with the Subdivision Improvement Agreement approved by the 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 and the Developer, approved by the council on August 4, 2020.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK

Packet Page 189 of 860Attachment 1 Page 1 of 1

Agenda Item No: 12.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023211 of the City Council of the City of Fairfield Accepting the Subdivision Improvements for the Villages at Fairfield – Village II – Lot 3 Subdivision as Complete
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The adoption of the resolution will accept the subdivision improvements for the Villages at Fairfield – Village II – Lot 3 Subdivision (Village II – Lot 3) as complete.

DISCUSSION
Rancho Tolenas Corporation (Developer) has completed all the required subdivision improvements at Village II – Lot 3 in accordance with the subdivision improvement agreement approved by City Council on March 16, 2021, by Resolution No. 202150. This residential project consisted of 82 singlefamily residential lots.

FINANCIAL IMPACT
Acceptance of the public improvements by council will obligate the City to maintain public improvements, including High Line Drive, Monument Lane, Festival Lane, Perennial Way, Luminate Lane, Abundance Way, Golden Way, and Feast Court, in addition to water, sewer, and storm utility infrastructure, sidewalks, streetlights, and appurtenant facilities. This development is within the boundary of the Community Facilities District (CFD) 20122, which will provide funding for public safety services, the operation and maintenance of open space areas, and park maintenance.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
Packet Page 190 of 860

Agenda Item No: 12.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023211 of the City Council of the City of Fairfield Accepting theSubdivision Improvements for the Villages at Fairfield – Village II – Lot 3 Subdivision asCompleteRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe adoption of the resolution will accept the subdivision improvements for the Villages at Fairfield –Village II – Lot 3 Subdivision (Village II – Lot 3) as complete. DISCUSSIONRancho Tolenas Corporation (Developer) has completed all the required subdivision improvements atVillage II – Lot 3 in accordance with the subdivision improvement agreement approved by City Councilon March 16, 2021, by Resolution No. 202150. This residential project consisted of 82 singlefamilyresidential lots.Staff has inspected the subdivision improvements and found them to be complete in accordance withCity standards and the requirements of the subdivision improvement agreement. The proposedresolution accepts the subdivision improvements as being complete, except for the obligation of theDeveloper to repair or reconstruct defective work for a period of one year after final acceptance. FINANCIAL IMPACTAcceptance of the public improvements by council will obligate the City to maintain publicimprovements, including High Line Drive, Monument Lane, Festival Lane, Perennial Way, LuminateLane, Abundance Way, Golden Way, and Feast Court, in addition to water, sewer, and storm utilityinfrastructure, sidewalks, streetlights, and appurtenant facilities. This development is within theboundary of the Community Facilities District (CFD) 20122, which will provide funding for public safetyservices, the operation and maintenance of open space areas, and park maintenance.

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) 4287478
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Proposed Resolution
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 7/31/2023 1:04 PM
Hether, Michael Approved 7/31/2023 1:56 PM
Beavers, Esther Approved 7/31/2023 4:02 PM
Beavers, Esther Approved 7/31/2023 4:02 PM
Packet Page 191 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-211

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ACCEPTING THE SUBDIVISION IMPROVEMENTS FOR THE VILLAGES AT FAIRFIELD – VILLAGE II – LOT 3

SUBDIVISION AS COMPLETE

WHEREAS, the City Council approved a Subdivision Improvement Agreement with Rancho Tolenas Corporation (Developer) for the required subdivision improvements for the Villages at Fairfield - Village II – Lot 3 subdivision on March 16, 2021, by Resolution No. 2021-50; and

WHEREAS, the Developer has completed all of the required improvements in accordance with the Subdivision Improvement Agreement approved by the 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 and the Developer, approved by the council on March 16, 2021.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

____________________________

CITY CLERK

Packet Page 192 of 860Attachment 1 Page 1 of 1

Agenda Item No: 13.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023212 of the City Council of the City of Fairfield Approving the Plans and Specifications, Awarding a Contract to Bear Electrical Solutions, Inc. for the Fairfield Adaptive System Traffic Signal Improvement Project, Federal Aid Project No. HSIPL 5132(050), and Authorizing an Update to the Fiscal Year 20232024 Budget RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The City of Fairfield secured a Federal Highway Administration (FHWA) grant to install adaptive system traffic signal improvements at 16 signalized intersections located along Travis Boulevard and North Texas Street. This resolution approves the plans and specifications for the Fairfield Adaptive System Traffic Signal Improvement Project – Federal Aid No. HSIPL 5132(050) (Project), awards a contract to Bear Electrical Solutions Inc. (BES), of Alviso, California in the amount of $3,695,500, and updates the fiscal year (FY) 20232024 budget.

DISCUSSION
There are routine traffic patterns that are specific to each individual traffic signal within the city. These routine traffic patterns are identified by collecting and analyzing weeks’ worth of turning movement data.

With this information, staff can mitigate traffic congestion on roadways by allocating how much green, yellow, and red time (signal timing) a traffic signal provides for a movement/approach. To make informed changes on the signal timing at a traffic signal, the process of collecting and analyzing turning movement data would need to be repeated to account for new patterns.

Travis Boulevard and North Texas Street are one of the most traveled corridors in the city, with daily traffic averaging between 25,000 to 30,000 vehicles on days where traffic patterns are at a normal.

These corridors are also used to bypass interstate 80 traffic due to vehicular collisions and on holiday weekends. This leads to heavy congestion and increased delays on Travis Boulevard and North Texas Street, as the traffic signals along the corridors are not designed to serve traffic caused by unanticipated traffic collisions on the interstate and few and far between holiday weekends. As construction activity on interstate 80 and traffic volumes continue to increase, these unanticipated Packet Page 193 of 860

The City has received federal grant funding to improve traffic flow and safety along the Travis Boulevard and North Texas Street corridors by installing Adaptive Signal Traffic Signal (ASTS) technology at the following intersections:

1. Travis Boulevard & Oliver Road

2. Oliver Road & Woodcreek Drive

3. Travis Boulevard & Holiday Lane

4. Travis Boulevard & Interstate 80 westbound offramp

5. Travis Boulevard & Interstate 80 westbound onramp

6. Gateway Boulevard & Gateway Court

7. Travis Boulevard & Gateway Boulevard/Second Street

8. Travis Boulevard & Solano Mall

9. Travis Boulevard & Pennsylvania Avenue

10. Travis Boulevard & Webster Avenue
11 . Travis Boulevard & Fairfield Avenue

12. Travis Boulevard & Union Avenue

13. Travis Boulevard & North Texas Street

14. North Texas Street & Tabor Avenue

15. North Texas Street & Cement Hill Road

16. North Texas Street & Walmart Entrance
ASTS automatically adapts to real time traffic patterns to optimize the traffic flow by dynamically changing the traffic signal timing without having to go through the traditional practice of collecting weeks’ worth of data. ASTS improvements have already been installed on several intersections within the city. After installing ASTS technology on Business Center Drive between Neitzel Road and Green Valley Road, traffic safety and flow have improved within the area. Because intersections 3 and 4 from the list of traffic signals above are owned and operated by Caltrans, the City acquired all agreements and permits to install ASTS improvements at these intersections.

Bids for the Project were received from three contractors and opened on June 13, 2023. The bids ranged in price from $3,695,500 to $4,242,000. With the engineer’s estimate at $2,350,000, staff analyzed the higher than anticipated pricing and attributes it to increased labor and commodity pricing experienced in all levels of the construction industry. Ultimately, staff determined that rejecting all bids and rebidding the Project would not result in lower pricing. The apparent low bid was submitted by BES. Staff reviewed BES’s bid and determined that the bid was responsible and responsive.

FINANCIAL IMPACT
The construction authorization for this Project will be $4,065,050, which is the total bid amount, plus a 10% contingency ($3,695,500 total bid + $369,550 contingency). Funding for this Project is captured in the Capital Streets Fund (Fund 252, Project 10013). The Capital Streets Fund includes $1,122,150 in HISP federal grant funds and the remaining amount of $2,942,900 is covered through local funding.

A budget adjustment and transfer of $1,577,900 is required to fund this work. Transfers to the Capital Streets Fund (Fund 252) of $1,577,900 from AB1600 Traffic (Fund 261) will be used to fund this adjustment. Finance has confirmed that adequate reserves in Fund 261 exist and that no projects will be jeopardized by this additional expenditure.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
A notice inviting bids for this Project was advertised twice in the Daily Republic newspaper on May 17, 2023, and May 24, 2023. In addition, a notice of the Project and/or a complete bid package was distributed to a total of 17 builder’s exchanges in the State of California covering the area from Redding Packet Page 194 of 860

Agenda Item No: 13.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023212 of the City Council of the City of Fairfield Approving the Plans andSpecifications, Awarding a Contract to Bear Electrical Solutions, Inc. for the FairfieldAdaptive System Traffic Signal Improvement Project, Federal Aid Project No. HSIPL5132(050), and Authorizing an Update to the Fiscal Year 20232024 BudgetRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe City of Fairfield secured a Federal Highway Administration (FHWA) grant to install adaptive systemtraffic signal improvements at 16 signalized intersections located along Travis Boulevard and NorthTexas Street. This resolution approves the plans and specifications for the Fairfield Adaptive SystemTraffic Signal Improvement Project – Federal Aid No. HSIPL 5132(050) (Project), awards a contract toBear Electrical Solutions Inc. (BES), of Alviso, California in the amount of $3,695,500, and updates thefiscal year (FY) 20232024 budget.DISCUSSIONThere are routine traffic patterns that are specific to each individual traffic signal within the city. Theseroutine traffic patterns are identified by collecting and analyzing weeks’ worth of turning movement data.With this information, staff can mitigate traffic congestion on roadways by allocating how much green,yellow, and red time (signal timing) a traffic signal provides for a movement/approach. To makeinformed changes on the signal timing at a traffic signal, the process of collecting and analyzing turningmovement data would need to be repeated to account for new patterns.Travis Boulevard and North Texas Street are one of the most traveled corridors in the city, with dailytraffic averaging between 25,000 to 30,000 vehicles on days where traffic patterns are at a normal.These corridors are also used to bypass interstate 80 traffic due to vehicular collisions and on holidayweekends. This leads to heavy congestion and increased delays on Travis Boulevard and North TexasStreet, as the traffic signals along the corridors are not designed to serve traffic caused byunanticipated traffic collisions on the interstate and few and far between holiday weekends. Asconstruction activity on interstate 80 and traffic volumes continue to increase, these unanticipatedevents are more likely to happen. The City has received federal grant funding to improve traffic flow and safety along the Travis Boulevardand North Texas Street corridors by installing Adaptive Signal Traffic Signal (ASTS) technology at thefollowing intersections: 1. Travis Boulevard & Oliver Road2. Oliver Road & Woodcreek Drive3. Travis Boulevard & Holiday Lane4. Travis Boulevard & Interstate 80 westbound offramp 5. Travis Boulevard & Interstate 80 westbound onramp6. Gateway Boulevard & Gateway Court 7. Travis Boulevard & Gateway Boulevard/Second Street8. Travis Boulevard & Solano Mall9. Travis Boulevard & Pennsylvania Avenue10. Travis Boulevard & Webster Avenue11. Travis Boulevard & Fairfield Avenue12. Travis Boulevard & Union Avenue 13. Travis Boulevard & North Texas Street14. North Texas Street & Tabor Avenue 15. North Texas Street & Cement Hill Road16. North Texas Street & Walmart Entrance ASTS automatically adapts to real time traffic patterns to optimize the traffic flow by dynamicallychanging the traffic signal timing without having to go through the traditional practice of collectingweeks’ worth of data. ASTS improvements have already been installed on several intersections withinthe city. After installing ASTS technology on Business Center Drive between Neitzel Road and GreenValley Road, traffic safety and flow have improved within the area. Because intersections 3 and 4 fromthe list of traffic signals above are owned and operated by Caltrans, the City acquired all agreementsand permits to install ASTS improvements at these intersections.Bids for the Project were received from three contractors and opened on June 13, 2023. The bidsranged in price from $3,695,500 to $4,242,000. With the engineer’s estimate at $2,350,000, staffanalyzed the higher than anticipated pricing and attributes it to increased labor and commodity pricingexperienced in all levels of the construction industry. Ultimately, staff determined that rejecting all bidsand rebidding the Project would not result in lower pricing. The apparent low bid was submitted byBES. Staff reviewed BES’s bid and determined that the bid was responsible and responsive.FINANCIAL IMPACTThe construction authorization for this Project will be $4,065,050, which is the total bid amount, plus a10% contingency ($3,695,500 total bid + $369,550 contingency). Funding for this Project is captured inthe Capital Streets Fund (Fund 252, Project 10013). The Capital Streets Fund includes $1,122,150 inHISP federal grant funds and the remaining amount of $2,942,900 is covered through local funding. A budget adjustment and transfer of $1,577,900 is required to fund this work. Transfers to the CapitalStreets Fund (Fund 252) of $1,577,900 from AB1600 Traffic (Fund 261) will be used to fund thisadjustment. Finance has confirmed that adequate reserves in Fund 261 exist and that no projects willbe jeopardized by this additional expenditure. PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONA notice inviting bids for this Project was advertised twice in the Daily Republic newspaper on May 17, 2023, and May 24, 2023. In addition, a notice of the Project and/or a complete bid package was distributed to a total of 17 builder’s exchanges in the State of California covering the area from Redding to San Jose, and Stockton to Santa Rosa. A total of three contractors purchased bid documents for this Project.

ALTERNATIVE ACTION
The council may 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 delay the Project schedule as required by the grant and potentially lose grant funding.

STAFF CONTACT
Phil Layoso, Assistant Engineer
(707) 4287505
[email protected]
COORDINATED WITH
Finance Department
ATTACHMENTS:

Description
Proposed Resolution
Bid Results
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 7/31/2023 1:05 PM
Hether, Michael Approved 7/31/2023 2:04 PM
Beavers, Esther Approved 7/31/2023 5:49 PM
Beavers, Esther Approved 7/31/2023 5:49 PM
Packet Page 195 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-212

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING THE PLANS AND SPECIFICATIONS, AWARDING A CONTRACT TO BEAR ELECTRICAL SOLUTIONS, INC. FOR THE

FAIRFIELD ADAPTIVE SYSTEM TRAFFIC SIGNAL IMPROVEMENT PROJECT, FEDERAL AID PROJECT NO. HSIPL 5132(050), AND AUTHORIZING AN UPDATE TO THE FISCAL YEAR 2023- 2024 BUDGET

WHEREAS, the Fairfield Adaptive System Traffic Signal Improvement Project, Federal Aid Project No. HSIPL 5132-050 (Project) was selected to receive $1,122,150 in Highway Safety Improvement Program funds; and

WHEREAS, the bid opening for the Project took place on June 13, 2023; and

WHEREAS, the apparent low base bid was submitted by Bear Electric Solutions, Inc. (BES), in the amount of $3,695,500; and

WHEREAS, staff has reviewed the bid documents from BES and found them to be in order; and

WHEREAS, staff is recommending that the City Council award the contract to BES, as the lowest responsive and responsible bidder, in the amount of $3,695,500; and

WHEREAS, funding was not allocated in the City’s approved fiscal year (FY) 2023-2024 budget, thus requiring an adjustment of $1,577,900 to cover the remaining cost of the Project; and

WHEREAS, the revised appropriation constitutes an update to the FY 2023-2024 Budget approved pursuant to Resolution No. 2023-149.

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

Section 1. The plans and specifications for the Project are hereby approved.

Section 2. The city manager is authorized to enter into a contract with BES for the Project in the amount of $3,695,500.

Section 3. The public works director is hereby authorized to execute and administer change orders for an amount not-to-exceed 10% ($369,550) of the above contract amount.

Section 4. The council hereby approves a budget transfer of $1,577,900 from AB1600 Traffic (Fund 261) to the Capital Streets Fund (Fund 252, Project No. 10013).

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RES. NO. 2023-212

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Section 5. The council hereby approves a budget adjustment of $1,577,900 to the Capital Streets Fund (Fund 252, Project 10013) to cover the funding requirement.

Section 6. The city manager is authorized to enter into an escrow agreement for security deposits in lieu of retention for said contract, if necessary.

Section 7. The city manager is hereby authorized to implement the above -mentioned contract.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

________________________________________________
MAYOR
ATTEST

______________________________

CITY CLERK

Packet Page 197 of 860Attachment 1 Page 2 of 2

Attachment 1

Adaptive System Traffic Signal Improvement Project
Federal Aid Project No: HSIPL 5132(050)

NAME OF PROJECT
Tuesday, June 13, 2023, at 2:00 p.m.

DATE OF BID

NO. BIDDER Total Base Bid
1 Bear Electrical Solutions, Inc. $3,695,500
2 Mike Brown Electric, Co. $3,920,750
3 St. Francis Electric, LLC. $4,242,000
Engineer’s Estimate $2,350,000

Packet Page 198 of 860Attachment 2 Page 1 of 1

Agenda Item No: 14.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023213 of the City Council of the City of Fairfield Declaring Its Intention to Annex Territory (Brighton Place) to Community Facilities District No. 20122 and Authorizing the Levy of Special Taxes Therein for Annexation No. 64 RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The adoption of the attached resolution will begin the proceedings for the annexation of certain property, known as Brighton Place, to Community Facilities District 20122 (CFD 20122 or District). CFD 2012 2 was established as an annexable district to provide funding to offset the increased cost for public safety services, open space operation, and park maintenance created by new development.

DISCUSSION
By Resolution No. 2012233, the City Council established CFD 20122, a MelloRoos community facilities district, with the intention that future development within the City of Fairfield would annex to this District. The special taxes collected from the property owners within the District are used to fund public safety services, open space operation, and park maintenance.

The property proposed for annexation is owned by Discovery Homes Holdings, LLC (Developer) and is located north of Brighton Drive, east of Pennsylvania Avenue, and west of Brighton Court within the boundary of assessor’s parcel number (APN) 0034022380, as depicted on Exhibit A. The development on the property will be six singlefamily homes. Development of this property will change the property’s characteristics and manner in which the property will be used, thereby creating a need for more services funded by CFD 20122.

The City contracts with Willdan Financial Services for the preparation of the necessary resolutions and balloting procedures for the annexation process. This process is a specialty service that the City has contracted out since 1995, on an individual consultant services basis for each development requiring annexation into a MelloRoos community facilities district.

Adoption of the Resolution of Intention is the first step to annex this property to CFD 20122. This will be Packet Page 199 of 860

Adoption of the Resolution of Intention is the first step to annex this property to CFD 20122. This will be the 64th annexation to the district. The resolution also establishes September 19, 2023, as the public hearing date for the final consideration of the annexation of the property to CFD 20122. Once the annexation is complete, the property owners will be required to pay annual special taxes for the property beginning in fiscal year (FY) 20242025, as itemized on their property tax bill in accordance with the rate set forth in the CFD 20122 Rate and Method of Apportionment of Special Tax.

The CFD 20122 Rate and Method of Apportionment was established as part of the formation of the District and fixed FY 20122013 as the base year for the annual special tax rate as shown in Exhibit B.

Since the formation, assessments have increased based on a cost inflator allowed in the original formation documents. Exhibit C shows the current special tax rate for the District.

FINANCIAL IMPACT
The anticipated annual revenue to be received by the City (CFD 20122 Fund 332) for this annexation is estimated to be $6,216.24, which is based on the FY 20232024 maximum special tax rate for singlefamily residential property. The CFD 20122 maximum special tax rates include an automatic annual consumer price index (CPI) adjustment. This development may qualify for a special tax exemption as an affordable residential property as defined by the CFD 20122 Rate and Method of Apportionment. A special tax exemption will be applied upon the verification by the City of the affordable housing status for this development. The process for the annexation is funded by the Developer and no general fund monies are used for this effort.

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
If council has any questions concerning the required annexation of this development, this item may be rescheduled until the next council meeting to allow staff to provide the necessary background information. However, if the annexation is not approved, the conditions of approval for this development would not be fulfilled and the development process would cease.

STAFF CONTACT
Chris Lewis, Sr. Management Analyst
(707) 4287089
[email protected]
COORDINATED WITH
N/A
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution
Attachment 2: Exhibit A Boundary Map
Attachment 3: Exhibit B Rate and Method of Apportionment of Special Tax Attachment 4: Exhibit C Maximum Special Tax Rate
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 7/31/2023 1:05 PM
Hether, Michael Approved 7/31/2023 2:04 PM
Packet Page 200 of 860

Agenda Item No: 14.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023213 of the City Council of the City of Fairfield Declaring Its Intention toAnnex Territory (Brighton Place) to Community Facilities District No. 20122 andAuthorizing the Levy of Special Taxes Therein for Annexation No. 64RECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe adoption of the attached resolution will begin the proceedings for the annexation of certain property,known as Brighton Place, to Community Facilities District 20122 (CFD 20122 or District). CFD 20122 was established as an annexable district to provide funding to offset the increased cost for publicsafety services, open space operation, and park maintenance created by new development.DISCUSSIONBy Resolution No. 2012233, the City Council established CFD 20122, a MelloRoos communityfacilities district, with the intention that future development within the City of Fairfield would annex to thisDistrict. The special taxes collected from the property owners within the District are used to fund publicsafety services, open space operation, and park maintenance.The property proposed for annexation is owned by Discovery Homes Holdings, LLC (Developer) and islocated north of Brighton Drive, east of Pennsylvania Avenue, and west of Brighton Court within theboundary of assessor’s parcel number (APN) 0034022380, as depicted on Exhibit A. Thedevelopment on the property will be six singlefamily homes. Development of this property will changethe property’s characteristics and manner in which the property will be used, thereby creating a need formore services funded by CFD 20122.The City contracts with Willdan Financial Services for the preparation of the necessary resolutions andballoting procedures for the annexation process. This process is a specialty service that the City hascontracted out since 1995, on an individual consultant services basis for each development requiringannexation into a MelloRoos community facilities district.Adoption of the Resolution of Intention is the first step to annex this property to CFD 20122. This will bethe 64th annexation to the district. The resolution also establishes September 19, 2023, as the publichearing date for the final consideration of the annexation of the property to CFD 20122. Once theannexation is complete, the property owners will be required to pay annual special taxes for the propertybeginning in fiscal year (FY) 20242025, as itemized on their property tax bill in accordance with therate set forth in the CFD 20122 Rate and Method of Apportionment of Special Tax. The CFD 20122 Rate and Method of Apportionment was established as part of the formation of theDistrict and fixed FY 20122013 as the base year for the annual special tax rate as shown in Exhibit B.Since the formation, assessments have increased based on a cost inflator allowed in the originalformation documents. Exhibit C shows the current special tax rate for the District.FINANCIAL IMPACTThe anticipated annual revenue to be received by the City (CFD 20122 Fund 332) for this annexationis estimated to be $6,216.24, which is based on the FY 20232024 maximum special tax rate forsinglefamily residential property. The CFD 20122 maximum special tax rates include an automaticannual consumer price index (CPI) adjustment. This development may qualify for a special taxexemption as an affordable residential property as defined by the CFD 20122 Rate and Method ofApportionment. A special tax exemption will be applied upon the verification by the City of the affordablehousing status for this development. The process for the annexation is funded by the Developer and nogeneral fund monies are used for this effort.PUBLIC CONTACT/ADVISORY BODY RECOMMENDATIONN/AALTERNATIVE ACTIONIf council has any questions concerning the required annexation of this development, this item may berescheduled until the next council meeting to allow staff to provide the necessary backgroundinformation. However, if the annexation is not approved, the conditions of approval for this developmentwould not be fulfilled and the development process would cease.STAFF CONTACTChris Lewis, Sr. Management Analyst(707) 428[email protected] WITHN/AATTACHMENTS:DescriptionAttachment 1: Proposed ResolutionAttachment 2: Exhibit A Boundary MapAttachment 3: Exhibit B Rate and Method of Apportionment of Special TaxAttachment 4: Exhibit C Maximum Special Tax RateREVIEWERS:Reviewer Action Date Panganiban, Ryan Approved 7/31/2023 1:05 PM
Hether, Michael Approved 7/31/2023 2:04 PM
Beavers, Esther Approved 7/31/2023 5:50 PM
Beavers, Esther Approved 7/31/2023 5:51 PM
Packet Page 201 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-213

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD DECLARING ITS INTENTION TO ANNEX TERRITORY (BRIGHTON PLACE) TO COMMUNITY FACILITIES DISTRICT NO. 2012-2 AND AUTHORIZING THE LEVY OF SPECIAL TAXES THEREIN FOR ANNEXATION NO. 64

WHEREAS, the City Council has conducted proceedings to establish Community Facilities District No. 2012-2 (Public Safety Services, Open Space Operation and Park Maintenance) (CFD) pursuant to the Mello-Roos Community Facilities Act of 1982, as amended (Act), Chapter 2.5 of Part 1 of Division 2 of Title 5, commencing at Section 53311, of the California Government Code; and

WHEREAS, under the Act, the council, as the legislative body for the CFD, is empowered with the authority to annex territory to the CFD, and now desires to undertake proceedings to annex territory to the CFD.

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

Section 1. The council hereby finds and determines that public convenience and necessity require that territory be added to the CFD.

Section 2. The name of the existing CFD is “Community Facilities District No. 2012 -2 (Public Safety Services, Open Space Operation and Park Maintenance).”

Section 3. The territory included in the existing CFD is as shown on the map thereof filed in Book 24 of Maps of Assessment and Community Facilities Districts on pages 87-100 in the Office of the County Recorder, County of Solano, State of California, to which map reference is hereby made, as well as the maps for Annexations 1 through 40 filed in Book 25 of Maps of Assessment and Community Facilities Districts at Pages 8, 12, 14, 19, 20, 31, 33, 34, 35, 38, 44, 45, 51, 53, 54, 57, 58, 59, 65, 64, 66, 68, 72, 73, 76, 77, 78, 79, 80, 81, 83, 84, 89, 90, 93, 94, 95, 96, 97 and 99 and the maps for Annexations 41 through 64 filed in Book 26 of Maps of Assessment and Community Facilities Districts at Pages 2, 4, 5, 6, 7, 13, 14, 15, 18, 24, 25, 26, 34, 35, 40, 41, 42, 54, 55, 58, 66, 67, and 81 which have been filed with the Solano County Recorder’s Office.

The territory now proposed to be annexed to the CFD is as shown on the Annexation Map No. 64 to the CFD, on file with the city clerk, a copy of which is attached hereto as Exhibit A and made a part hereof, the boundaries of which territory are hereby preliminarily approved. The city clerk is hereby directed to cause the recordation of said Annexation Map No. 64 to the CFD, showing the territory to be annexed, in the Office of the County Recorder of the County of Solano within 15 days of the date of adoption of this resolution.

Packet Page 202 of 860Attachment 1 Page 1 of 3

RES. NO. 2023-213

Page 2 ends

Section 4. The types of public services financed by the CFD and pursuant to the Act consist of those services (Services) described in Exhibit A to Resolution No. 2012-233 adopted by the council on November 20, 2012 (Resolution of Formation). It is intended that the Services will be shared, without preference or priority, by the existing territory in the CFD and the territory proposed to be annexed to the CFD. It has been determined that this project will intensify the use of the property, creating a need for more services under this CFD.

Section 5. Except to the extent that funds are otherwise available to the CFD to pay for the Services and/or the principal and interest as it becomes due on bonds of the CFD issued to finance the Services, a special tax sufficient to pay the costs thereof is intended to be levied annually within the CFD and collected in the same manner as ordinary ad valorem property taxes. The proposed rate and method of apportionment of the special tax among the parcels of real property within the CFD, as now in existence and following the annexation proposed herein, and in sufficient detail to allow each landowner within the territory proposed to be annexed to the CFD to estimate the maximum amount such owner will have to pay, is described in Exhibit B, and the maximum special tax rate for the 2023-2024 fiscal year is described in Exhibit C. Both Exhibits are hereby incorporated by this reference.

Section 6. Notice is given that on September 19, 2023, at 6:00 p.m., in the regular meeting place of the council at Council Chambers, located at 1000 Webster Street, Fairfield, California, the council, legislative body for the CFD, will conduct a public hearing on the annexation of territory to the CFD and consider and finally determine whether the public interest, convenience and necessity require said annexation of territory to the CFD and the levy of said special tax therein.

Section 7. The city clerk is hereby directed to cause notice of said public hearing to be given by a one-time in a newspaper of general circulation in the CFD. The publication of the said notice shall be completed at least seven days before the date herein set for said hearing. Said notice shall be substantially in the form specified in Section 53339.4 of the Act.

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RES. NO. 2023-213

Page 3 ends

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR

ATTEST:

____________________________

CITY CLERK
Packet Page 204 of 860Attachment 1 Page 3 of 3

ANNEXATION MAP NO. 64 (BRIGHTON PLACE)COMMUNITY FACILITIES DISTRICT NO. 2012-2(PUBLIC SAFETY SERVICES, OPEN SPACE OPERATION, AND PARK MAINTENANCE)CITY OF FAIRFIELDCOUNTY OF SOLANOSTATE OF CALIFORNIA.SiteVicinity MapHeath DrWaterman BlAir Base PkwyPennsylvania AvW80SiteFILED IN THE OFFICE OF THE CITY CLERK THIS ___________ DAYOF__________, 20____.I HEREBY CERTIFY THAT THE WITHIN MAP SHOWING PROPOSEDBOUNDARIES OF ANNEXATION MAP NO. 64 (BRIGHTON PLACE) OFCOMMUNITY FACILITIES DISTRICT NO. 2012-2 (PUBLIC SAFETYSERVICES, OPEN SPACE OPERATION, AND PARK MAINTENANCE),CITY OF FAIRFIELD, COUNTY OF SOLANO, STATE OF CALIFORNIA,WAS APPROVED BY THE CITY COUNCIL OF THE CITY OF FAIRFIELDAT A REGULAR MEETING, THEREOF, HELD ON THE ____________ DAYOF ____________, 20___, BY ITS RESOLUTION NO.___________________._______________________________________CITY CLERKCITY OF FAIRFIELDFILED THIS _________________ DAY OF _________________, 20___,AT THE HOUR OF ____________ 0’CLOCK _________,M. IN BOOK__________ PAGE(S) ___________ OF MAPS OF ASSESSMENT ANDCOMMUNITY FACILITIES DISTRICT AND INSTRUMENT NO._________________ IN THE OFFICE OF THE COUNTY RECORDER INTHE COUNTY OF SOLANO, STATE OF CALIFORNIA.GLENN ZOOK, ASSESSOR/RECORDER_______________________________________BY DEPUTYCOUNTY RECORDERCOUNTY OF SOLANOSTATE OF CALIFORNIAREFERENCE IS MADE TO THAT BOUNDARY OF COMMUNITYFACILITIES DISTRICT NO. 2012-2 (PUBLIC SAFETY SERVICES, OPENSPACE OPERATION, AND PARK MAINTENANCE) OF THE CITY OFFAIRFIELD RECORDED WITH THE SOLANO COUNTY RECORDER’SOFFICE ON DECEMBER 28, 2012, IN BOOK 24 OF MAPS OFASSESSMENT AND COMMUNITY FACILITIES DISTRICT ON PAGES 87-100.THE LINES AND DIMENSIONS OF EACH LOT OR PARCEL SHOWN ONTHIS DIAGRAM SHALL BE THOSE LINES AND DIMENSIONS ASSHOWN ON THE SOLANO COUNTY ASSESSOR’S MAPS FOR THOSEPARCELS LISTED.THE SOLANO COUNTY ASSESSOR’S MAP SHALL GOVERN FOR ALLDETAIL CONCERNING THE LINES AND DIMENSIONS OF SUCH LOTSOR PARCELS.SHEET 1 OF 1LegendAnnextion No. 64Map Reference Number1BRIGHTON DRBRIGHTON CT MAP REFERENCE NUMBER ASSESSOR'S PARCEL NUMBER10034-022-380PENNSYLVANIA AVEEXHIBIT APacket Page 205 of 860Attachment 2 Page 1 of 1

EXHIBIT B

RATE AND METHOD OF APPORTIONMENT OF SPECIAL TAX

A Special Tax of City of Fairfield Community Facilities District No. 2012-2 (Public Safety Services, Open Space Operation, and Park Maintenance) (“CFD”) shall be levied on all Assessor's Parcels within the CFD and collected each Fiscal Year commencing in Fiscal Year 2012-13 in an amount determined by the City through the application of the rate and method of apportionment of the Special Tax set forth below. All of the real property in the CFD, unless exempted by law or by the provisions hereof, shall be taxed for the purposes, to the extent and in the manner herein provided.

A. DEFINITIONS

The terms hereinafter set forth have the following meanings:

“Acre or Acreage” means the land area of an Assessor’s Parcel, expressed in acres, as shown on an Assessor’s Parcel Map, or if the land area is not shown on an Assessor’s Parcel Map, the land area shown on the applicable Final Subdivision Map, other final map, other parcel map, other condominium plan, or functionally equivalent map or instrument recorded in the Office of the Country Recorder. The square footage of an Assessor’s Parcel is equal to the Acreage multiplied by 43,560.

“Act” means the Mello-Roos Community Facilities Act of 1982, being Chapter 2.5, Part 1, Division 2 of Title 5 of the Government Code of the State of California, as amended.

“Administrative Expenses” means the actual or estimated costs incurred by the City as administrator of the CFD to determine, levy and collect the Special Taxes, including salaries and benefits of City employees whose duties are directly related to administration of the CFD and the fees of consultants, legal counsel, the costs of collecting installments of the Special Taxes upon the general tax rolls, preparation of required reports; and any other costs required to administer the CFD as determined by the City.

“Affordable Residential” or “Affordable Unit(s)” means for each Fiscal Year, any Dwelling Unit(s) located on an Assessor’s Parcel of Developed Property that is available at an affordable housing cost, as defined by Health and Safety Code Section 50052.5, or an affordable rent, as defined in Health and Safety Code Section 50053, to lower income households as defined in Health and Safety Code Section 50079.5. Affordable Units will require annual application to the City for verification of their affordable housing status on or prior to April 1st preceding the Fiscal Year in which the Special Tax is being levied. Any Unit not verified and approved by the City as an Affordable Unit shall be classified as Taxable Property for the Fiscal Year in which the Special Tax is being levied. The City will have the authority to approve and establish policies regarding Affordable Units and their status.

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Exhibit B

Page 2 ends

“Annual Escalation Factor” means the annual percentage increase, if any, in the Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W) for the San Francisco-Oakland-San Jose area as determined by the Bureau of Labor Statistics for the twelve months ending the previous December.

“Assessor's Parcel” means a parcel of land shown on an Assessor's Parcel Map with a parcel number assigned by the Assessor of the County that corresponds to a number shown on the County Assessor’s roll.

“Assessor's Parcel Map” means an official map of the Assessor of the County designating parcels by Assessor's Parcel number.

“Base Year” means Fiscal Year ending June 30, 2013.

“Building Permit” means a permit issued for new construction of a residential or non-residential structure. For purposes of this definition, “Building Permit” shall not include permits issued solely for grading, utility improvements, or other such improvements that are constructed and installed and are not intended for human occupancy.

“Certificate of Occupancy” means a certificate issued by the City that authorizes the actual occupancy of a Dwelling Unit for habitation by one or more residents or the occupancy of a Non- residential structure.

“CFD Administrator” means an official of the City, or designee thereof, responsible for determining the Special Tax Requirement and providing for the levy and collection of the Special Taxes.

“CFD” means City of Fairfield Community Facilities District No. 2012-2 (Public Safety Services, Open Space and Park Maintenance).

“City” means the City of Fairfield.

“City Clerk” means the City Clerk for the City or his or her designee.

“City Engineer” means the City Engineer for the City or his or her designee.

“Commercial Property” means all Assessor's Parcels of Developed Property for which a building permit(s) has been issued for purposes of constructing non-residential property for any non- residential use located in a commercial zoning district as described in Section 25.22 of the Zoning Packet Page 207 of 860Attachment 3 Page 2 of 10

Exhibit B

Page 3 ends

Ordinance and all other property considered commercial as coded by the County’s assessor or as determined by the City, as of April 1st preceding the Fiscal Year in which the Special Tax is being levied.

“Council” means the City Council of the City, acting as the legislative body of the CFD.

“County” means the County of Solano, California.

“Density” means for each Assessor’s Parcel of Taxable Property the number of Dwelling Units per Acre determined pursuant to City’s Zoning Ordinance, or applicable Specific Plan, or a project- specific approval, whichever reflects the most accurate number of Dwelling Units planned for the project.

“Developed Property” means an Assessor’s Parcel within the CFD for which a Certificate of Occupancy was issued on or prior to April 1st preceding the Fiscal Year in which the Special Tax is being levied, based on the number of Dwelling Units, the amount of Commercial or Office building floor area, and/or the amount of Industrial lot area included in each Certificate of Occupancy for that Assessor’s Parcel.

“Dwelling Unit” means each separate residential unit that comprises an independent facility capable of conveyance or rental separate from adjacent residential units, in which a person or persons may live, which comprises an independent facility and is not considered to be for non- residential use only.

“Exempt Property” means for each Fiscal Year, an Assessor's Parcel within the CFD not subject to the Special Tax. Exempt Property includes: (i) Public Property, (ii) Property Owner Association Property, (iii) Affordable Units, (iv) Assessor’s Parcels with public or utility easements making impractical their utilization for other than the purposes set forth in the easement, (v) Undeveloped Property and (vi) property reasonably designated by the City or CFD Administrator as Exempt Property due to deed restrictions, conservation easement, or similar factors.

“Final Map” means an Assessor’s Parcel Map, a Final Subdivision Map, parcel map, condominium plan, or any other map functionally considered to be an equivalent development map that has been recorded in the Office of the County Recorder.

“Final Subdivision Map” means a subdivision of property creating single family residential buildable lots by recordation of a final subdivision map or parcel map pursuant to the Subdivision Map Act (California Government Code Section 6610 et seq.), or recordation of a condominium plan pursuant to California Civil Code Section 1352, that creates individual lots for which building Packet Page 208 of 860Attachment 3 Page 3 of 10

Exhibit B

Page 4 ends

permits may be issued without further subdivision and is recorded prior to April 1 preceding the Fiscal Year in which the Special Tax is being levied.

“Fiscal Year” means the period starting July 1 and ending on the following June 30.

“High Density Residential Housing” means all Assessor’s Parcels of Developed Property for which a building permit has been issued as of April 1st preceding the Fiscal Year in which the Special Tax is being levied for a residential structure consisting of two or more Dwelling Units, including, but not limited to, duplexes, triplexes, townhomes, condominiums, and apartment units intended for multi-family apartment and condominium development of 18 Dwelling Units or greater per Acre.

“Industrial Property” means all Assessor's Parcels of Developed Property for which a building permit(s) has been issued for purposes of constructing non-residential property for any allowable use in an industrial zoning district, as described in Section 25.24 of the Zoning Ordinance, which is not an office or financial institution and all other property considered industrial as coded by the County’s assessor or as determined by the City, as of April 1st preceding the Fiscal Year in which the Special Tax is being levied.

“Land Use Class” means any of the classes listed in Table 1.

“Lot” means an individual legal lot created by a Final Map for which a Building Permit could or has been issued.

“Maximum Special Tax” means the maximum Special Tax, determined in accordance with Section ”C” below, that can be levied by the CFD in any Fiscal Year on any Assessor’s Parcel.

“Mixed-Use Property” means an Assessor’s Parcel of Developed Property containing or planned for containing a structure or structures that consists of one or more Dwelling Units, but also has dedicated space for non-residential use.

“Multi-Family Residential” means an Assessor’s Parcel within the CFD for which a Building Permit has been issued for purposes of constructing a residential structure or structures consisting of two or more Dwelling Units, including, but not limited to, duplexes, triplexes, town homes, condominiums, and apartment units, intended for development of less than 18 Dwelling Units per Acre, as of April 1st preceding the Fiscal Year in which the Special Tax is being levied.

“Non-Residential” means an Assessors’ Parcel within the CFD for which a Building Permit has been issued for a non-residential use and which does not contain any Dwelling Units.

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Exhibit B

Page 5 ends

“Office Property” means all Assessor's Parcels of Developed Property for which a building permit(s) has been issued for purposes of constructing non-residential property for an office or financial institution in an industrial zoning district, as described in Section 25.4 of the Zoning Ordinance. Office property includes all office and financial institutions, as described in Table 25- 11 of the Zoning Ordinance and all other property considered office as coded by the County’s assessor or as determined by the City, as of April 1st preceding the Fiscal Year in which the Special Tax is being levied.

“Open Space” means any lands and interest in lands of a term of not less than five years, including easements, rights-of-way, and other interests, deemed appropriate for the use as public open space in, around, or adjacent to the City of Fairfield.

“Open Space Operation” means the estimated and reasonable costs of operating public open space lands including maintenance of improvements, fire control measures, educational programs and park ranger services. The costs for these activities include but not limited to (i) the costs of contracting for open space operation services, (ii) the salaries and benefits of City staff, including staff, that directly provide open space operation services, (iii) the expense related to equipment, apparatus, and supplies related to these services and authorized by the Act, and (iv) City overhead costs associated with providing such services within the CFD.

“Open Space Operation Requirement” means, for any Fiscal Year in which Special Taxes are levied, the amount equal to the budgeted costs for Open Space Operation applicable to the CFD for such Fiscal Year.

“Park” means a public park owned by the City of Fairfield, as defined in Section 12B.1 of the Municipal Code of the City of Fairfield.

“Park Maintenance” means the estimated and reasonable costs of providing park maintenance, including but not limited to (i) the costs of contracting for park maintenance services, (ii) the salaries and benefits of City staff, including maintenance staff, that directly provide park maintenance services, (iii) the expense related to equipment, apparatus, and supplies related to these services and authorized by the Act, and (iv) City overhead costs associated with providing such services within the CFD.

“Park Maintenance Requirement” means, for any Fiscal Year in which Special Taxes are levied, the amount equal to the budgeted costs for Park Maintenance applicable to the CFD for such Fiscal Year.

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Exhibit B

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“Property Owner Association Property” means for each Fiscal Year any property within the CFD that is owned by, or irrevocably dedicated as indicated in an instrument recorded with the County Recorder to a property owner association, including any master or sub-association.

“Proportionately” means for Developed Property, the ratio of the actual Special Tax levied per Unit to the Maximum Special Tax per Unit for Developed Property is equal for all Assessor’s Parcels of Developed Property.

“Public Property” means for each Fiscal Year any property within the CFD that is, or is expected to be, used for rights-of-way, parks, public schools or any other public purpose determined by the CFD Administrator or is owned by or irrevocably offered for dedication to the federal government, the State, the County, the City or any other public agency. Public Property does not include property for which a public agency is a landowner within the meaning of Section 53317(f) of the Act.

“Public Safety Services” means the estimated and reasonable costs of providing police services, fire protection and suppression services, and paramedic services including but not limited to (i) the costs of contracting for police, fire, and paramedic services, (ii) the salaries and benefits of City staff, if the City directly provides police services, fire protection and suppression services, and/or paramedic services, (iii) the expense related to equipment, apparatus, and supplies related to these services and authorized by the Act, and (iv) City overhead costs associated with providing such services within the CFD.

“Public Safety Services Requirement” means, for any Fiscal Year in which Special Taxes are levied, the amount equal to the budgeted costs for Public Safety Services applicable to the CFD for such Fiscal Year.

“Reserve Fund for Maintenance” means a fund that shall be created and maintained for the CFD for each Fiscal Year to provide necessary cash flow for the first six months of each Fiscal Year, reserve capital to cover monitoring, maintenance and repair cost overruns and delinquencies in the payment of Special Taxes and a reasonable buffer to prevent large variations in annual Special Tax levies.

“Single-Family Residential” means an Assessors’ Parcel within the CFD for which a Building Permit has been issued for purposes of constructing a residential structure consisting of one single-family Dwelling Unit, as of April 1st preceding the Fiscal Year in which the Special Tax is being levied.

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Exhibit B

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“Special Tax” means the Special Tax to be levied in each Fiscal Year on each Assessor's Parcel of Taxable Property to fund the Special Tax Requirement and shall include Special Taxes levied or to be levied under Sections “C” and “D”, below.

“Special Tax Requirement” means that amount required in any Fiscal Year for the CFD to pay for:
(i) the Public Safety Services Requirement; (ii) the Open Space Operation Requirement; (iii) the Park Maintenance Requirement; (iv) reasonable Administrative Expenses; (v) any amounts required to establish or replenish a reserve fund that will not exceed 50% of the Special Tax requirement for that Fiscal Year; (vi) any amounts required to establish or replenish the Reserve Fund for Maintenance to the Reserve Fund for Maintenance Requirement; and (vii) pay for reasonably anticipated delinquent Special Taxes based on the delinquency rate for Special Taxes levied in the previous Fiscal Year; less any surplus of funds available from the previous Fiscal Year’s Special Tax levy.

“State” means the State of California.

“Taxable Property” means all Assessor's Parcels within the CFD that are not Exempt from the Special Tax pursuant to law or as defined herein.

“Undeveloped Property” means, for each Fiscal Year, an Assessor’s Parcel within the CFD for which a Certificate of Occupancy has not been issued on or prior to April 1st preceding the Fiscal Year in which the Special Tax is being levied and is not classified as Property Owner Association Property or Public Property, including an Assessor’s Parcel that is designated as a remainder parcel by any final documents and/or maps available to the CFD Administrator.

“Zoning Ordinance” means the Zoning Ordinance adopted by the City of Fairfield, as found in Chapter 25 of the Fairfield City Code.

B. ASSIGNMENT TO LAND USE CATEGORIES

Each Fiscal Year, commencing with Fiscal Year 2012-13, using the definitions above, each Assessor’s Parcel within the CFD shall be classified as Taxable Property or Exempt Property. In addition, each Fiscal Year, beginning with Fiscal Year 2012-2013, each Assessor’s Parcel of Taxable Property shall be further classified as Developed Property or Undeveloped Property. Developed Property shall be further classified as Single-Family Residential, Multi-Family Residential, High Density Residential, Mixed-Use Property, Commercial Property, Office Property, or Industrial Property.

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Exhibit B

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C. MAXIMUM SPECIAL TAX RATE

1. Developed Property

TABLE 1

Maximum Special Tax for Developed Property
Community Facilities District No. 2012-2
Fiscal Year 2012-13 (Base Year)

Land Use Class Description Maximum Special Tax
1 Single-Family Residential $736.77 per Dwelling Unit
2 Multi-Family Residential $503.28 per Dwelling Unit
3 Mixed-Use Property Sum of applicable Land Uses,
Maximum Special Tax Rate
4 High Density Residential $489.68 per Dwelling Unit
5 Commercial $0.21 per gross square foot of
building floor area
6 Office $0.07 per gross square foot of
building floor area
7 Industrial $0.02 per net square foot of lot area

On each July 1st following the Base Year, the Maximum Special Tax rates in Table 1 shall be increased in accordance with the Annual Escalation Factor.

2. Exempt Property

No Special Tax shall be levied on Exempt Property as defined in Section A.

For each Fiscal Year, if the use or ownership of an Assessor's Parcel of Exempt Property changes so that such Assessor's Parcel is no longer classified as one of the uses set forth in Section A, therefore making such Assessor's Parcel no longer eligible to be classified as Exempt Property, such Assessor's Parcel shall be deemed to be Taxable Property and shall be taxed pursuant to the provisions of Section C.1.

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Exhibit B

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D. METHOD OF APPORTIONMENT OF THE SPECIAL TAX

Commencing with Fiscal Year 2012-13, and for each subsequent Fiscal Year, the CFD Administrator shall calculate the Special Tax Requirement based on the definitions in Section “A” and levy the Special Tax as follows until the amount of the Special Tax levied equals the Special Tax Requirement:

The Special Tax shall be Proportionately levied each Fiscal Year on each Assessor’s Parcel of Developed Property up to 100% of the applicable Maximum Special Tax. The applicable Maximum Special Tax shall be based on the Developed Property’s classification as Single- Family Residential, Multi-Family Residential, Mixed-Use Property, High Density Residential, Commercial, Office or Industrial Property.

E. APPEALS

Any landowner who pays the Special Tax and believes that the amount of the Special Tax levied on their Assessor’s Parcel is in error shall first consult with the CFD Administrator regarding such error. If following such consultation, the CFD Administrator determines that an error has occurred, the CFD Administrator may amend the amount of the Special Tax levied on such Assessor’s Parcel. If following such consultation and action, if any, the landowner believes such error still exists, such person may file a written notice with the City Clerk of the City appealing the amount of the Special Tax levied on such Assessor’s Parcel. Upon the receipt of any such written notice, the City Clerk shall forward a copy of such notice to the City Engineer who shall establish as part of the proceedings and administration of the CFD, a special three-member Review/Appeal Committee. The Review/Appeal Committee may establish such procedures, as it deems necessary to undertake the review of any such appeal. The Review/Appeal Committee shall interpret this Rate and Method of Apportionment and make determinations relative to the annual administration of the Special Tax and any landowner appeals, as herein specified. The decision of the Review/Appeal Committee shall be final and binding as to all persons.

F. MANNER OF COLLECTION

Special Taxes levied pursuant to Section “D” above shall be collected in the same manner and at the same time as ordinary ad valorem property taxes; provided, however, that the CFD may directly bill the Special Tax, may collect Special Taxes at a different time or in a different manner if necessary to meet the financial obligations of the CFD or as otherwise determined appropriate by the City Council.

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Exhibit B

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G. TERM OF SPECIAL TAX

Taxable Property in the CFD shall remain subject to the Special Tax in perpetuity or until the City Council takes appropriate actions to terminate the Special Tax pursuant to the Act.

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EXHIBIT C

Maximum Special Tax for Developed Property
Community Facilities District No. 2012-2
Fiscal Year 2023-2024

Land Use Class Description Maximum Special Tax
1 Single-Family Residential $1,036.04 per Dwelling Unit 2 Multi-Family Residential $707.71 per Dwelling Unit
3 Mixed-Use Property Sum of applicable Land Uses,
Maximum Special Tax Rate
4 High Density Residential $688.58 per Dwelling Unit
5 Commercial $0.295 per gross square foot of
building floor area
6 Office $0.098 per gross square foot of
building floor area
7 Industrial $0.028 per net square foot of lot
area

On each July 1st following the Base Year, the Maximum Special Tax rates in Table 1 shall be increased in accordance with the Annual Escalation Factor as defined in the Rate and Method of Apportionment.

Exempt Property

No Special Tax shall be levied on Exempt Property as defined in the Rate and Method of Apportionment (RMA).

Packet Page 216 of 860Attachment 4 Page 1 of 1

Agenda Item No: 15.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023214 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Funding Agreement (Regional Transportation Impact Fee) Between the City of Fairfield and Solano Transportation Authority for the Canon Road Rail Overcrossing Interim and NearTerm Improvements Project; and Resolution 2023215 of the City Council of the City of Fairfield Authorizing the City Manager to Execute a Funding Agreement (Regional Transportation Impact Fee) Between the City of Fairfield and Solano Transportation Authority for the West Texas Complete Streets Project and Authorizing an Update to the Fiscal Year 20232024 Budget
RECOMMENDED ACTION
Adopt resolutions.

STATEMENT OF ISSUE
Approval of the two resolutions allows the City to access $1.58 million in Regional Transportation Impact Fee (RTIF) funds for two key roadway improvement projects in Fairfield. The first project is in northeast Fairfield and consists of interim safety improvements at the intersection of Vanden Road at Canon Road. The second project consists of the active transportation improvements planned to West Texas Street to promote walking and biking around downtown.

DISCUSSION
Solano County currently maintains a RTIF program as part of the Solano County Public Facilities Fee (PFF). The Solano RTIF was established in 2013 and has been continuously maintained since that time as a mechanism for sharing the costs of needed transportation improvements among all development within the County. The Solano Transportation Authority (STA), County of Solano, and all seven cities within the County participate in the collection and management of RTIF funding through geographic working groups.

Intersection of Canon Road at Vanden Road
In April 2022, Capitol Corridor Joint Powers Authority (CCJPA) contacted the City expressing concerns Packet Page 217 of 860

Intersection of Canon Road at Vanden Road
In April 2022, Capitol Corridor Joint Powers Authority (CCJPA) contacted the City expressing concerns over westbound vehicles on Canon Road waiting to make a left or right turn onto Vanden Road. The queued vehicles, primarily semitrucks, encroach into the railroad tracks running along Vanden Road due to the limited stacking distance between edges of Vanden Road to the rail line right of way, approximately 30 feet. These queued vehicles have resulted in near misses and actual trainvehicle collisions.

The intersection is within the Train Station Specific Plan, and the ultimate roadway configuration includes a widened fourlane Vanden Road with sidewalk, bike lanes, streetlights and landscaping and a new Canon Road bridge over the railroad tracks. This project is developer driven and very complex.

There are major utilities that require relocation, and permitting is necessary from the Union Pacific Railroad (UPRR) and environmental state and federal agencies. There is currently no construction funding available for this $65 million infrastructure improvement, making it difficult to predict construction timing.

In response to the urgency behind CCJPA concerns and in coordination with STA, the City has developed interim and nearterm projects to mitigate potential collisions at the atgrade crossing. The intent with these two projects is to minimize ‘throwaway’ costs until the ultimate roadway configuration and overcrossing is constructed. The interim project includes constructing an allway stop, advanced warning active signals, and compatible striping and markings (Interim Project). The nearterm project consists of installing a temporary traffic signal (NearTerm Project).

The projects are located within RTIF Working Group 1, which consists of Fairfield and Vacaville, and covers the northeast area of Fairfield. Approximately $1.5 million is collected annually and is evenly split between the two Cities. For context, there is approximately $7.4 million of funding currently available in this working group; pursuant to Resolution 202324, both the City of Fairfield and the City of Vacaville are committing a bulk of the RTIF funding to the completion of their respective segments of the Jepson Parkway project. This funding agreement with STA is for $385,000 and includes construction of the Interim Project and reimbursing the City for design costs incurred for NearTerm Project.

West Texas Complete Streets
Through the Heart of Fairfield Specific Plan, the community identified a new vision for West Texas Street, from Beck Avenue to Pennsylvania Avenue. A redesign of the roadway and commercial corridor is necessary to spur private investment in new and varied types of housing and businesses. It also would revitalize a transportation corridor connecting residents and businesses to downtown, a railway hub (SuisunFairfield Train Station), a regional bus and carpooling center (Fairfield Transportation Center), employment centers, community destinations, a library, and schools.

The current design for the West Texas Complete Streets project (Complete Streets or Project) includes reducing the number of vehicle lanes from four to two, installation of protected (Class IV) and buffered (Class II) bike lanes, new enhanced crosswalks, raised medians, and traffic signal improvements. The plan also includes landscape enhancements, widened sidewalks, and accessible curb ramp upgrades.

The design team recently completed 60% bid documents and the Project is slated to advertise for bid in spring 2025.

In 2021, the City was successful in obtaining $10.9 million in state grant funding through the Active Transportation Program (ATP). The cost estimate for all phases of the Project is estimated to be $17.8 million. The Project is located within Working Group 2 and 4 and there is $1,195,000 of RTIF funds available. The funding breakdown within each working group is as follows.

Working Group 2 includes Fairfield, Suisun City, Rio Vista, and Solano County. Currently there is $845,571 in RTIF funds readily available, of which the Project will receive $645,000.

Working Group 4 includes Fairfield and Solano County. Currently there is $725,588 in RTIF funds readily available, of which the Project will receive $550,000.

Packet Page 218 of 860

Agenda Item No: 15.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023214 of the City Council of the City of Fairfield Authorizing the CityManager to Execute a Funding Agreement (Regional Transportation Impact Fee)Between the City of Fairfield and Solano Transportation Authority for the Canon RoadRail Overcrossing Interim and NearTerm Improvements Project; and Resolution 2023215 of the City Council of the City of Fairfield Authorizing the CityManager to Execute a Funding Agreement (Regional Transportation Impact Fee)Between the City of Fairfield and Solano Transportation Authority for the West TexasComplete Streets Project and Authorizing an Update to the Fiscal Year 20232024BudgetRECOMMENDED ACTIONAdopt resolutions.STATEMENT OF ISSUEApproval of the two resolutions allows the City to access $1.58 million in Regional TransportationImpact Fee (RTIF) funds for two key roadway improvement projects in Fairfield. The first project is innortheast Fairfield and consists of interim safety improvements at the intersection of Vanden Road atCanon Road. The second project consists of the active transportation improvements planned to WestTexas Street to promote walking and biking around downtown. DISCUSSIONSolano County currently maintains a RTIF program as part of the Solano County Public Facilities Fee(PFF). The Solano RTIF was established in 2013 and has been continuously maintained since that timeas a mechanism for sharing the costs of needed transportation improvements among all developmentwithin the County. The Solano Transportation Authority (STA), County of Solano, and all seven citieswithin the County participate in the collection and management of RTIF funding through geographicworking groups. Intersection of Canon Road at Vanden RoadIn April 2022, Capitol Corridor Joint Powers Authority (CCJPA) contacted the City expressing concernsover westbound vehicles on Canon Road waiting to make a left or right turn onto Vanden Road. Thequeued vehicles, primarily semitrucks, encroach into the railroad tracks running along Vanden Roaddue to the limited stacking distance between edges of Vanden Road to the rail line right of way,approximately 30 feet. These queued vehicles have resulted in near misses and actual trainvehiclecollisions. The intersection is within the Train Station Specific Plan, and the ultimate roadway configurationincludes a widened fourlane Vanden Road with sidewalk, bike lanes, streetlights and landscaping anda new Canon Road bridge over the railroad tracks. This project is developer driven and very complex.There are major utilities that require relocation, and permitting is necessary from the Union PacificRailroad (UPRR) and environmental state and federal agencies. There is currently no constructionfunding available for this $65 million infrastructure improvement, making it difficult to predictconstruction timing.In response to the urgency behind CCJPA concerns and in coordination with STA, the City hasdeveloped interim and nearterm projects to mitigate potential collisions at the atgrade crossing. Theintent with these two projects is to minimize ‘throwaway’ costs until the ultimate roadway configurationand overcrossing is constructed. The interim project includes constructing an allway stop, advancedwarning active signals, and compatible striping and markings (Interim Project). The nearterm projectconsists of installing a temporary traffic signal (NearTerm Project). The projects are located within RTIF Working Group 1, which consists of Fairfield and Vacaville, andcovers the northeast area of Fairfield. Approximately $1.5 million is collected annually and is evenly splitbetween the two Cities. For context, there is approximately $7.4 million of funding currently available inthis working group; pursuant to Resolution 202324, both the City of Fairfield and the City of Vacavilleare committing a bulk of the RTIF funding to the completion of their respective segments of the JepsonParkway project. This funding agreement with STA is for $385,000 and includes construction of theInterim Project and reimbursing the City for design costs incurred for NearTerm Project. West Texas Complete Streets Through the Heart of Fairfield Specific Plan, the community identified a new vision for West TexasStreet, from Beck Avenue to Pennsylvania Avenue. A redesign of the roadway and commercial corridoris necessary to spur private investment in new and varied types of housing and businesses. It alsowould revitalize a transportation corridor connecting residents and businesses to downtown, a railwayhub (SuisunFairfield Train Station), a regional bus and carpooling center (Fairfield TransportationCenter), employment centers, community destinations, a library, and schools. The current design for the West Texas Complete Streets project (Complete Streets or Project) includesreducing the number of vehicle lanes from four to two, installation of protected (Class IV) and buffered(Class II) bike lanes, new enhanced crosswalks, raised medians, and traffic signal improvements. Theplan also includes landscape enhancements, widened sidewalks, and accessible curb ramp upgrades.The design team recently completed 60% bid documents and the Project is slated to advertise for bidin spring 2025.In 2021, the City was successful in obtaining $10.9 million in state grant funding through the ActiveTransportation Program (ATP). The cost estimate for all phases of the Project is estimated to be $17.8million. The Project is located within Working Group 2 and 4 and there is $1,195,000 of RTIF fundsavailable. The funding breakdown within each working group is as follows. Working Group 2 includes Fairfield, Suisun City, Rio Vista, and Solano County. Currently there is$845,571 in RTIF funds readily available, of which the Project will receive $645,000. Working Group 4 includes Fairfield and Solano County. Currently there is $725,588 in RTIF funds readily available, of which the Project will receive $550,000.

FINANCIAL IMPACT
A total of $1,195,000 in RTIF funds will be deposited into the Capital Improvement Program for Streets (Fund 252, Project 10552). This will require a budget adjustment to change the funding source, which was previously funded with Construction License Tax (Fund 164) and SB 1 (Fund 163) to the RTIF funding. This funding will offset Fairfield’s local contribution and allow the City to utilize Construction License Tax (Fund 164) funds on other capital improvements in the city.

A total of $385,000 in RTIF funds will be deposited into the Capital Improvement Program for Streets (Fund 252, Project 10551).

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

STAFF CONTACT
Ryan Panganiban, Assistant Public Works Director/City Engineer (707) 4287017
[email protected]
COORDINATED WITH
City Attorney's Office
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution Canon Road
Attachment 2: Proposed Agreement Canon Road
Attachment 3: Proposed Resolution West Texas Street
Attachment 4: Proposed Agreement West Texas Street
REVIEWERS:

Reviewer Action Date
Panganiban, Ryan Approved 7/31/2023 2:27 PM
Hether, Michael Approved 7/31/2023 2:32 PM
Beavers, Esther Approved 7/31/2023 5:50 PM
Beavers, Esther Approved 7/31/2023 5:50 PM
Packet Page 219 of 860

OF FAIRFIELD

RESOLUTION NO. 2023-214

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

MANAGER TO EXECUTE A FUNDING AGREEMENT (REGIONAL TRANSPORTATION IMPACT FEE)

BETWEEN THE CITY OF FAIRFIELD AND SOLANO TRANSPORTATION AUTHORITY FOR THE

CANON ROAD RAIL OVERCROSSING INTERIM AND NEAR-TERM IMPROVEMENTS PROJECT

WHEREAS, on December 3, 2013, the Solano County Board of Supervisors established the Regional Transportation Impact Fee (RTIF) as part of the Solano County Public Facility Fee (PFF); and

WHEREAS, RTIFs mitigate the impacts created by future growth within Solano County; and

WHEREAS, RTIF collection formally began in February 2014; and

WHEREAS, the Solano Transportation Authority (STA) and County of Solano coordinate with all seven cities of Solano County, including the City of Fairfield (Fairfield) and the City of Vacaville (Vacaville), on the collection and management of RTIF funding through RTIF Working Groups; and

WHEREAS, Fairfield, Vacaville, and Solano County are member agencies within RTIF Working Group 1; and

WHEREAS, the RTIF Working Group 1 met in September 2022 and recommend RTIF funding for the Canon Road Rail Overcrossing Interim and Near-Term project (Project); and

WHEREAS, there is $385,000 in RTIF funding available for the Project; and

WHEREAS, STA in accordance with the RTIF policies established by the nexus study for the Solano County PFF, has determined that the Project meets the requirements for RTIF funding.

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

Section 1. The city manager is hereby authorized to execute the Regional Transportation Impact Fee Funding Exchange Agreement between the Solano Transportation Authority and City of Fairfield, which is in a form approved by the city attorney.

Section 2. The public works director is hereby authorized to do all things necessary to implement the above-mentioned agreement.

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RES. NO. 2023-214

Page 2 ends

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK

Packet Page 221 of 860Attachment 1 Page 2 of 2

1 REGIONAL TRANSPORTATION IMPACT FEE

FUNDING AGREEMENT

BETWEEN

THE SOLANO TRANSPORTATION AUTHORITY
AND

THE CITY OF FAIRFIELD

FOR THE

CANON ROAD RAIL OVERCROSSING INTERIM IMPROVEMENTS

PROJECT AND NEAR-TERM IMPROVEMENTS PROJECT

THIS REGIONAL TRANSPORTATION IMPACT FEE (RTIF) FUNDING AGREEMENT ("Agreement") is entered into as of ___________________________ between the SOLANO TRANSPORTATION AUTHORITY ("STA"), a joint powers authority organized under Government Code section 6500 et seq. consisting of the County of Solano and the cities of Benicia, Dixon, Fairfield, Rio Vista, Suisun, Vacaville and Vallejo, and the CITY OF FAIRFIELD ("City"), a municipal corporation. Unless identified, the public agencies may be commonly referred to individually as "Party" or collectively as "Parties".

RECITALS

WHEREAS, STA was created in 1990 through a Joint Powers Agreement between the cities of Benicia, Dixon, Fairfield, Rio Vista, Suisun City, Vacaville, Vallejo and the County of Solano ("County") to serve as the Congestion Management Agency (CMA) for Solano County; and

WHEREAS, STA, as the CMA for the Solano area, is responsible for countywide transportation planning, programming transportation funds, managing and providing transportation programs and services, delivering transportation projects, and setting transportation priorities; and

WHEREAS, in 2009, the STA, in partnership with the County and the cities of Benicia, Dixon, Fairfield, Rio Vista, Suisun City, Vacaville and Vallejo, started to consider the adoption of a Regional Transportation Impact Fee ("RTIF") which would be a multi-jurisdictional fee imposed on new development to cover a portion of the costs for new transportation facilities required to serve new development within the County; and

WHEREAS, on July 10, 2013, the STA Board approved the first Solano County RTIF Nexus Report; and

WHEREAS, on December 3, 2013, the County approved collection of the RTIF as a component of the County's Public Facilities Fee ("PFF) and on February 11, 2014, the County entered into an agreement with STA to coordinate expenditure of the RTIF collected on regional transportation projects; and

WHEREAS, on October 8, 2014, the STA Board approved policy guidelines for the RTlF program and administration; and

Packet Page 222 of 860Attachment 2 Page 1 of 9

2 WHEREAS, the Parties met in June 2022 to conduct a Diagnostic Team Meeting with representatives from the Travis Air Force Base, Capitol Corridor Joint Powers Authority (“CCJPA”), Union Pacific Railroad, California Public Utilities Commission, and One Lake Holding, as well as Solano County and the City of Vacaville to determine the scope of work and timing of potential projects; and

WHEREAS, after the Diagnostic Team Meeting, the Parties identified the most suitable Interim Improvements project and Near-Term (5-year plan) Improvements project; and

WHEREAS, the Parties met in September 2022 to recommend funding with RTIF District 1 funds the construction of Canon Road Rail Overcrossing Interim and Near-Term project (“Project”), which are described in more details below; and

WHEREAS, the Projects includes RTIF eligible roadway projects, as approved as part of the RTIF Nexus Report, and serve the City's transportation interests; and

WHEREAS, these roads are eligible for federal Highway Safety Improvement Program and Railroad Crossing Elimination Program funds, as well as other potential grants, which would enhance the safety of the travelling public; and

WHEREAS, STA, in accordance with the RTIF Policies established by the Nexus Study for the Solano County Public Facilities Fee, has determined that the Project meets the requirements for RTIF funding.

AGREEMENT

NOW, THEREFORE, in consideration of the mutual promises set forth in this Agreement, the Parties agree:

Part I
Project and Funding Identification

A. Description of Project

1. The Canon Road Rail Overcrossing Project is a long-term and phased project designed to alleviate the safety and congestion concerns associated with the existing at-grade crossing located at the T-junction of Canon Road and Vanden Road. The concerns will become even more serious in the near future if no grade-separation improvements are made given that the average daily vehicle traffic on Vanden Road and Canon Road are anticipated to increase due to a number of factors within the project area including growth in new residential housing units and employment at Travis Air Force Base. Additionally, Vanden Road serves as reliever if either eastbound or westbound Interstate-80 is congested or closed to traffic due to an accident.

2. The proposed work to be funded with RTIF funds are for the Interim Project and Near-Term Project. The interim improvements will include constructing an All-Way Stop, advanced warning active signals, and compatible striping and markings. The near-term improvements, on the other hand, include funding a design for a temporary traffic signal.

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3 B. Eligible RTIF Expense
The RTIF funds shall be used to fund all costs associated with the Interim and Near-Term projects of the Canon Road Rail Overcrossing Project. The RTIF funds that can be used for the improvements is up-to $385,000. The RTIF funds are from revenue collected from District 1 of the RTIF Program.

Part II
Respective Roles and Responsibilities

A. City’s Role and Responsibilities

1. City will put out to bid construction of the Project and will hold the contract for the improvements.

2. City agrees to adhere to adopted RTIF Policies, as amended, during the life of the Project, including the requirement to provide a specific Strategic Implementation Plan for the entire improvements. These include:
• Project description (including purpose and need)
o Submitted to STA on September 28, 2022;
• Cost estimates for each phase of the Project
o Submitted to STA on September 28, 2022;
• Anticipated schedule with milestones of completion
o Submitted to STA on September 28, 2022; and
• Identified or anticipated additional funding sources for the entire Project o Submitted to STA on September 28, 2022.

3. City’s contribution will come in the form of in-kind staff time, as needed, for coordination of all engineering components from preliminary engineering to construction implementation of the interim and near-term improvements.

4. City agrees to pay any additional costs exceeding the RTIF funding of $385,000.

B. STA's Role and Responsibilities

1. STA agrees to process and approve the RTIF funding request, as appropriate, for a total amount not-to-exceed $385,000.

2. The City shall provide supporting documents for these allowable expenses prior to any reimbursement occurring.

C. Project Delivery and Reporting Requirements

1. City to provide an annual report to RTIF Working Group 1 and STA by July 15th of each year, documenting how funds were used during the previous 12-month period while the Project remains active.

2. As outlined in the STA's RTIF Policies, if Working Group 1 determines that the improvements are not meeting the milestones laid out in this RTIF funding agreement, as part of the annual review process, the City may be deemed ineligible for future RTIF funds until the milestones are met.

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4 D. Mutual Responsibilities
The Parties agree to communicate information in a timely format and provide direction as needed so as to not to impact the schedule of the improvements. To the extent that any Party is not performing its duties under this Agreement in such a manner as to impact either the schedule and/or improvements funding, the Parties agree to meet and confer to resolve any dispute.

PART III
Funding

STA has programmed RTIF District 1 funding in the amount not-to-exceed $385,000 for the Interim and Near-Term Projects (RTIF revenue collected through 4th Quarter of FY 21-2022).

Any deviation from the use of these funds, either outside the Approved RTIF Policies or the terms of this funding agreement shall be the basis for non-payment of said deviation.

The City shall invoice the STA for allowable expenses in a format that clearly shows the total amount of the approved funding for this element of the project, the estimated schedule of completion of the phase of the project and the percentage complete for both time and cost. The City shall provide all necessary back-up for actual costs. A member of the City Council, or any other officer, employee, or agent of the City shall not be personally liable to any extent for any payments, debts or liabilities of the improvements.

Local Preference Policy
In December 2010, the Solano Transportation Authority (STA) Board adopted its Local Preference Policy (LPP), which applies to the purchase of goods, services and the solicitation of professional services. The policy does not apply to any contract which is required by law to be awarded to the "lowest, responsible bidder", such as public work projects or other projects to the extent the application would be prohibited by state or federal law. The policy gives an opportunity for local businesses to bid on products and services necessary in the delivery of STA's projects and programs. Local business firms will be given preference based on their knowledge of the community and proximity to project locations. In October 2011, the policy was amended to define a "local business" as a business enterprise, including but not limited to a sole proprietorship, partnership, or corporation, located within the county for at least six (6) months prior to the date of contract award in order to receive preferential points and have at least one full-time employee who will serve as the lead contact for all services to be performed under the contract. Subsequently, in December 2011, the STA Board adopted a methodology for calculating the LPP contract goal.

The methodology is modeled after the Caltrans Underutilized Disadvantaged Business Enterprise (DBE) approach. This methodology was applied on Requests for Proposals (RFP) released as of January 1, 2012 as allowed by the funding source. Each applicable solicitation has an established goal based on the specific services requested and the availability of local businesses to compete for services. Vendors awarded contracts based on utilization of local businesses are required to certify on-going participation of these local businesses with each invoice submitted throughout the contract terms.

The Parties are responsible to adhere to this adopted Local Preference Policy when contracting for applicable services to the extent allowed by law. This Local Preference Policy is only applicable if only local funds are used for said phase of the project. The Parties shall include in the invoice Packet Page 225 of 860Attachment 2 Page 4 of 9

5 for payment the Local Preference Goal percentage, the total amount of these services and the percentage of payment paid for this service in the invoice.

Part IV
General Terms and Conditions

A. Term of Agreement
This Agreement shall remain in effect through the full and final payment of the RTIF funding as stated in this Agreement for the Project unless it is terminated or amended earlier as stipulated in this Agreement. This Agreement may also be terminated due to Project funding shortfalls or other unforeseen event(s), as mutually agreed to by the Parties. In the event of loss of funding, the Parties agree to work collaboratively to redirect the remaining Project funds to other RTIF projects eligible for such funding.

B. Indemnification

1. STA to Indemnify City
STA agrees to indemnify, defend, protect, hold harmless, and release City, its elected bodies, agents, officers and employees (collectively referred to in this paragraph as “City"), from and against any and all claims, losses, proceedings, damages, causes of action, liability, costs, or expense (including attorneys' fees and witness costs) arising from or in connection with, or caused by' any negligent act or omission or willful misconduct of STA. This indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages compensation payable to or for the indemnifying party under workers' compensation acts, disability benefit acts, or other employee benefit acts.

At its sole discretion, City may participate at its own expense in the defense of any claim, action or proceeding, but such participation shall not relieve STA of any obligation imposed by this Section. City shall notify STA within thirty (30) days of any claim, action or proceeding and cooperate fully in the defense. Notwithstanding the foregoing, City's failure to notify STA within said thirty (30) daytime limit shall not relieve STA of any obligation imposed by this Section unless STA has been actually prejudiced by such delay.

2. City to Indemnify STA
City agrees to indemnify, defend, protect, hold harmless, and release the STA, its elected bodies, agents, officers and employees (collectively referred to in this paragraph as 'STA') from and against any and all claims, losses, proceedings, damages, causes of action, liability, costs, or expense (including attorneys' fees and witness costs) arising from or in connection with, or caused by any negligent act or omission or willful misconduct of City. This indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages or compensation payable to or for the indemnifying party under workers' compensation acts, disability benefit acts, or other employee benefit acts.

At its sole discretion, STA may participate at its own expense in the defense of any such claim, action or proceeding, but such participation shall not relieve City of any obligation imposed by this Section. STA shall notify City within thirty (30) days of any claim, action or proceeding and cooperate fully in the defense. Notwithstanding the foregoing, STA's failure to notify City within Packet Page 226 of 860Attachment 2 Page 5 of 9

6 said thirty (30) day time limit shall not relieve City of any obligation imposed by this Section unless City has been actually prejudiced by such delay.

3. Each Party to Defend Itself for Concurrent Claims
STA agrees to defend itself, and City agrees to defend itself, from any claim, action or proceeding arising out of the negligent act or omission or willful misconduct of STA and City in the performance of this Agreement. In such cases, STA and City agree to retain their own legal counsel, bear their own defense costs, and waive their right to seek reimbursement of such costs, except as provided in subparagraph 5 below.

4. Joint Defense
Notwithstanding subparagraph 3 above, in cases where STA and City agree in writing to a joint defense, STA and City may appoint joint defense counsel to defend the claim, action or proceeding arising out of the negligent act or omission or willful misconduct of City and STA in the performance of this Agreement. Joint defense counsel shall be selected by mutual agreement of STA and City. STA and City agree to share the costs of such joint defense and any agreed settlement in equal amounts, except as provided in subparagraph 5 below. STA and City further agree that neither Party may bind the other to a settlement agreement without the written consent of both STA and City.

5. Reimbursement and/or Reallocation
Where a trial verdict or arbitration award allocates or determines the comparative fault of the Parties, STA and City may seek reimbursement and/or reallocation of defense costs, settlement payments, judgments and awards, consistent with such comparative fault.

C. Insurance

1. Each Party agrees to maintain its status as a legally self-insured public entity for general, auto and professional liability insurance coverage with limits of no less than $1,000,000 per occurrence and no less than twenty-five million dollars ($25,000,000) aggregate. Each Party's insurance will be considered primary for all claims arising out of acts of that Party. Each Party agrees to endorse the other Party, its officials, employees and agents, using standard ISO endorsement No. CG2010 or its equivalent for general liability coverage. Each Party also agrees to require all consultant, contractors and subcontractors engaged to work on this Project to name the other Party as an additional insured as well.

2. Each Party will maintain Workers' Compensation as required by law for all its employees with limits not less than $1,000,000 per occurrence. Neither Party's insurance shall be called upon to satisfy any claim for workers' compensation filed by an employee of the other Party. Each Party will provide the other with a Waiver of Subrogation endorsement for Workers Compensation. Each Party also agrees to require all consultants, contractors and subcontractors engaged to work on this Project to carry the same Workers Compensation insurance limits and endorsements.

3. Each Party will require all consultants, contractors, and subcontractors engaged to work on this Project to carry insurance in levels commensurate with the exposure of the respective work provided by the consultant, contractor, or subcontractor.

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7 D. No Waiver
The waiver by any Party of any breach or violation of any requirement of this Agreement shall not be deemed a waiver of any such breach in the future, or of the breach of any other requirement of this Agreement.

E. Assignability
No Party to this Agreement shall assign or transfer any interest or perform any duties or obligations, without the prior written consent of the other Parties, and any attempt by a Party to so assign or transfer this Agreement or any rights, duties or obligations arising shall be void and of no effect.

F. Governing Law and Venue
The construction and interpretation of this Agreement and the rights and duties of the Parties shall be governed by the laws of California with venue residing in Solano County.

G. Force Majeure
No Party shall be liable or deemed in default for any delay or failure in performance under this Agreement or for any interruption of services, directly or indirectly, from acts of god, civil or military authority, acts of public enemy, war, strikes, labor disputes, shortages of suitable parts, materials, labor or transportation, or any similar cause beyond the reasonable control of the Party.

H. Notices
All notices required or authorized by this Agreement shall be in writing and shall be delivered in person or by deposit in the United States mail, by certified mail, postage prepaid, return receipt requested. Any mailed notice, demand, request, consent, approval, or communication that a Party desires to give to the other Parties shall be addressed to the other Parties at the addresses set forth below. A Party may change its address by notifying the other Parties of the change of address. Any notice sent by mail in the manner prescribed by this paragraph shall be deemed to have been received on the date noted on the return receipt or five days following the date of deposit, whichever is earlier.

SOLANO TRANSPORTATION AUTHORITY
Daryl K. Halls
Executive Director
423 Main Street
Suisun City, CA 94585
Attn: Jasper Alve, Project Manager

CITY OF FAIRFIELD
David Gassaway
City Manager
1000 Webster Street
Fairfield, CA 94533
Attn: Paul Kaushal, Public Works Director

I. Subcontracts
Within the funds allocated by the Parties under this Agreement, any Party may be authorized to contract for any and all of the tasks necessary to undertake the projects or studies contemplated by this Agreement. Agencies must follow federal procedures in selecting consultants.

J. Prior Agreements and Amendments
This Agreement represents the entire agreement of the Parties regarding the matter described, and no representation, warranties, inducements or oral agreements have been made by the Parties Packet Page 228 of 860Attachment 2 Page 7 of 9

8 except as expressly set forth in this Agreement. This Agreement may only be modified by a written amendment duly executed by the Parties.

K. Severability
If any provision or portion of this Agreement is found by any court of competent jurisdiction to be unenforceable or invalid such provision shall be severable and shall not impair the enforceability of any other provision of this Agreement.

L. Compliance with all Laws
The Parties shall observe and comply with all federal, state and local laws, ordinances, and codes including those of the Federal Highway Administration (FHWA) and Federal Transit Authority (FTA).

M. Non-Discrimination Clause

1. During performing this Agreement, the Parties and their subcontractors shall deny no benefits or privileges to any person on the basis of race, religion, color, ethnic group identification, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age, sex or sexual orientation, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religion, color, ethnic group identification, national origin, ancestry, physical handicap, mental disability, medical condition, marital status, age, sex or sexual orientation. Each Party shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination.

2. The Parties shall comply with Title VI of the Civil Rights Act of 1964, the Fair Employment and Housing Act (Government Code section 12900, et seq.), the regulations promulgated under it (Title 2, California Code of Regulations, section 7285.0, et seq.), Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (sections 11135-11139.5) and any state or local regulations adopted to implement the foregoing, as such statutes and regulations may be amended from time to time.

N. Access to Records and Retention
All Parties, acting through their duly authorized representative, and any federal or state grantor agency providing all or part of the funding associated with this Agreement, the State Controller, the Comptroller General of the United States, and the duly authorized representatives of the Parties, shall have access to any books, documents, papers and records of any Party directly pertinent to the matter of this Agreement to make audit, examination, excerpts and transcriptions.

Except where longer retention is required by any federal or state law, the Parties shall maintain all required records for three years after final payment for any work associated with this Agreement, or after all pending matters are closed, whichever is later.

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9 This Agreement was executed by the Parties on the day and year first written above.

SOLANO TRANSPORTATION AUTHORITY

By: _____________________________
Daryl K. Halls, Executive Director

Approved as to form:

By: _____________________________
STA Legal Counsel

CITY OF FAIRFIELD

By: _____________________________
David Gassaway, City Manager

Approved as to form:

By: _____________________________
City Attorney

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CITY OF FAIRFIELD

RESOLUTION NO. 2023-215

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

MANAGER TO EXECUTE A FUNDING AGREEMENT (REGIONAL TRANSPORTATION IMPACT FEE)

BETWEEN THE CITY OF FAIRFIELD AND SOLANO TRANSPORTATION AUTHORITY FOR THE

WEST TEXAS COMPLETE STREETS PROJECTS AND AUTHORIZING AN UPDATE TO THE FISCAL YEAR 2023-2024 BUDGET

WHEREAS, on December 3, 2013, the Solano County Board of Supervisors established the Regional Transportation Impact Fee (RTIF) as part of the Solano County Public Facility Fee (PFF); and

WHEREAS, RTIFs mitigate the impacts created by future growth within Solano County, RTIF collection formally began in February 2014; and

WHEREAS, the Solano Transportation Authority (STA) and County of Solano coordinate with all seven cities of Solano County, including the cities of Fairfield and Vacaville, on the collection and management of RTIF funding through RTIF Working Groups; and

WHEREAS, the City of Fairfield (Fairfield), City of Suisun City (Suisun), City of Rio Vista (Rio Vista), and Solano County are member agencies within RTIF Working Group 2; and

WHEREAS, the City of Fairfield (Fairfield) and Solano County are member agencies within RTIF Working Group 4; and

WHEREAS, the RTIF Working Groups 2 and 4 met in September 2022 and recommend RTIF funding for West Texas Complete Streets Project (Project); and

WHEREAS, STA in accordance with the RTIF policies established by the nexus study for the Solano County PFF, has determined that the Project meets the requirements for RTIF funding.

WHEREAS, a change in funding from Construction License Tax (Fund 164) and SB 1 (Fund 163) to RTIF funds of $1,195,000; and

WHEREAS, the revised appropriation constitutes an FY 2023 -2024 Budget update.

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RES. NO. 2023-215

Page 2 ends

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

Section 1. The city manager is hereby authorized to execute the Regional Transportation Impact Fee Funding Exchange Agreement between the Solano Transportation Authority and the City of Fairfield, which is in a form approved by the city attorney.

Section 2. The public works director is hereby authorized to do all things necessary to implement the above-mentioned agreement.

Section 3. The council hereby approved a budget adjustment of $1,195,000 to return to the previously allocated funds to project 10552 of Fund 164 and Fund 163 to fund balance and update the funding to RTIF funds.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: COUNCILMEMBERS: MOY / BERTANI / CARR / PANDURO /TONNESEN / VACCARO / WILLIAMS

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

MAYOR
ATTEST:

CITY CLERK

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1 REGIONAL TRANSPORTATION IMPACT FEE

FUNDING AGREEMENT

BETWEEN

THE SOLANO TRANSPORTATION AUTHORITY
AND

THE CITY OF FAIRFIELD

FOR THE

WEST TEXAS COMPLETE STREETS PROJECT

THIS REGIONAL TRANSPORTATION IMPACT FEE (RTIF) FUNDING
AGREEMENT ("Agreement") is entered into as of ___________________________ between the SOLANO TRANSPORTATION AUTHORITY ("STA"), a joint powers authority organized under Government Code section 6500 et seq. consisting of the County of Solano and the cities of Benicia, Dixon, Fairfield, Rio Vista, Suisun, Vacaville and Vallejo, and the CITY OF FAIRFIELD ("City"), a municipal corporation. Unless identified, the public agencies may be commonly referred to individually as "Party" or collectively as "Parties".

RECITALS

WHEREAS, on July 10, 2013, the STA Board approved the first Solano County RTIF Nexus Report; and

WHEREAS, on October 8, 2014, the STA Board approved policy guidelines for the RTIF program and administration; and

Packet Page 233 of 860Attachment 4 Page 1 of 9

2 WHEREAS, the Parties met in October 2022 to recommend funding with RTIF Districts 2 and 4 revenue the West Texas Complete Streets project (“Project”), which is described in more details below; and

WHEREAS, the Projects includes RTIF eligible roadway projects, as approved as part of the RTIF Nexus Report, and serve the City's transportation interests; and

WHEREAS, STA, in accordance with the RTIF Policies established by the Nexus Study for the Solano County Public Facilities Fee, has determined that the Project meets the requirements for RTIF funding.

AGREEMENT

NOW, THEREFORE, in consideration of the mutual promises set forth in this Agreement, the Parties agree as follows:

Part I
Project and Funding Identification

A. Description of Project
The West Texas Complete Streets Project will make West Texas Street safer to both vehicular and non-vehicular traffic. West Texas Street is a former State Highway, but now serves as a local roadway. The roadway is utilized to reach key community destinations including shopping centers, schools, regional parks, government offices, a performing arts center, and an aquatic center. The Project will provide improvements that will encourage more people to bike and walk to these key destinations.

B. Eligible RTIF Expense
The RTIF funds shall be used to fund all costs associated with the West Texas Complete Streets Project. The RTIF funds that can be used for the Project is up to $1,195,000. The RTIF funding is from revenue collected from Districts 2 and 4 of the RTIF Program.

Part II
Respective Roles and Responsibilities

A. City’s Role and Responsibilities

1. City will put out to bid construction of the Project and will hold the contract for the improvements. City is solely responsible for any costs associated with the Project above or beyond the amount funded by this Agreement.

3 • Identified or anticipated additional funding sources for the entire Project.

B. STA's Role and Responsibilities

1. STA agrees to process and approve the RTIF funding request, as appropriate, for the amount of $645,000 of the funding from District 2 and $550,000 from District 4, for a total amount not- to-exceed $1,195,000.

2. The City shall provide supporting documents for these allowable expenses prior to any reimbursement occurring.

C. Project Delivery and Reporting Requirements

1. City to provide an annual report to RTIF Working Groups 2 and 4 and STA by July 15th of each year, documenting how funds were used during the previous 12-month period while the Project is active.

2. As outlined in the STA's RTIF Policies, if Working Groups 2 and 4 determine that the improvements are not meeting the milestones laid out in this RTIF funding agreement, as part of the annual review process, the City may be deemed ineligible for future RTIF funds until the milestones are met.

D. Mutual Responsibilities
The Parties agree to communicate information in a timely format and provide direction as needed so as to not to impact the schedule of the improvements. To the extent that any Party is not performing its duties under this Agreement in such a manner as to impact either the schedule and/or improvements funding, the Parties agree to meet and confer to resolve any dispute.

PART III
Funding

STA has programmed RTIF Districts 2 and 4 funding in the amount not-to-exceed $1,195,000 for the West Texas Complete Streets Project (RTIF revenue collected through 4th Quarter of FY 21- 2022). Any deviation from the use of these funds, either outside the Approved RTIF Policies or the terms of this funding agreement shall be the basis for non-payment of said deviation.

The City shall invoice the STA for allowable expenses in a format that clearly shows the total amount of the approved funding for this element of the Project, the estimated schedule of completion of the phase of the Project and the % complete for both time and cost. The City shall provide all necessary back-up for actual costs. A member of the City Council, or any other officer, employee, or agent of the City shall not be personally liable to any extent for any payments, debts or liabilities of the improvements.

Local Preference Policy
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4 In December 2010, the Solano Transportation Authority (STA) Board adopted its Local Preference Policy (LPP), which applies to the purchase of goods, services and the solicitation of professional services. The policy does not apply to any contract which is required by law to be awarded to the "lowest, responsible bidder", such as public work projects or other projects to the extent the application would be prohibited by state or federal law. The policy gives an opportunity for local businesses to bid on products and services necessary in the delivery of STA's projects and programs. Local business firms will be given preference based on their knowledge of the community and proximity to project locations. In October 2011, the policy was amended to define a "local business" as a business enterprise, including but not limited to a sole proprietorship, partnership, or corporation, located within the county for at least six (6) months prior to the date of contract award in order to receive preferential points and have at least one full-time employee who will serve as the lead contact for all services to be performed under the contract. Subsequently, in December 2011, the STA Board adopted a methodology for calculating the LPP contract goal.

Part IV
General Terms and Conditions

B. Indemnification

5 payable to or for the indemnifying party under workers' compensation acts, disability benefit acts, or other employee benefit acts.

5. Reimbursement and/or Reallocation
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6 Where a trial verdict or arbitration award allocates or determines the comparative fault of the Parties, STA and City may seek reimbursement and/or reallocation of defense costs, settlement payments, judgments, and awards, consistent with such comparative fault. To the extent that RTIF funds are deemed ineligible to be used for this Project, City shall be solely responsible for repayment of any funds expended.

C. Insurance

D. No Waiver
The waiver by any Party of any breach or violation of any requirement of this Agreement shall not be deemed a waiver of any such breach in the future, or of the breach of any other requirement of this Agreement.

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7 F. Governing Law and Venue
The construction and interpretation of this Agreement and the rights and duties of the Parties shall be governed by the laws of California with venue residing in Solano County.

SOLANO TRANSPORTATION AUTHORITY
Daryl K. Halls
Executive Director
423 Main Street
Suisun City, CA 94585
Attn: Jasper Alve, Project Manager

CITY OF FAIRFIELD
David Gassaway
City Manager
1000 Webster Street
Fairfield, CA 94533
Attn: Paul Kaushal, Public Works Director

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8 L. Compliance with all Laws
The Parties shall observe and comply with all federal, state and local laws, ordinances, and codes including those of the Federal Highway Administration (FHWA) and Federal Transit Authority (FTA).

M. Non-Discrimination Clause

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9 This Agreement was executed by the Parties on the day and year first written above.

SOLANO TRANSPORTATION AUTHORITY

By: _____________________________
Daryl K. Halls, Executive Director

Approved as to form:

By: _____________________________
STA Legal Counsel

CITY OF FAIRFIELD

By: _____________________________
David Gassaway, City Manager

Approved as to form:

By: _____________________________
City Attorney

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Agenda Item No: 16.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023216 of the City Council of the City of Fairfield Approving the Amended Vehicle and Equipment Purchases for the Fiscal Year 20232024 and Authorizing an Update to the Fiscal Year 20232024 Budget
RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
The Public Works Department is in need of two specialized utility trucks for the Water Division. The cost of the two trucks was not included in the fiscal year (FY) 20232024 budget. Adopting this resolution would amend the vehicle and equipment purchases list for FY 20232024 to include these two trucks.

DISCUSSION
Public Works unit #17491 is a 2007 F150 half ton pickup that no longer meets the needs of the Water Division. While streamlining operational effectiveness, it was found that a ¾ ton utility truck would be better utilized by the Waterman Water Treatment Plant staff in comparison to the existing half ton pickup.

Unit #17491 is up for replacement in FY 2027 and replacing it early will benefit the City by enabling staff to be more efficient. Public Works Solid Waste Division has a need for a dedicated pickup truck for their staff. Unit #17491 will be purchased by the Public Works Solid Waste Division instead of purchasing a brandnew truck to best meet their operational needs and reduce costs. This would require a budget adjustment to the Enterprise Vehicle Replacement Fund (VRF) to replace unit #17491.

The City Council approved an additional Water Distribution Operator position in the FY 20232024 budget. This position will require a new ¾ ton utility truck to perform its duties. Staff are requesting to add both of these trucks to the approved list of vehicles for purchase and amend the budgeted amount for FY 20232024.

Staff recommends the adoption of the attached resolution to amend FY 20232024 Vehicle and Equipment Purchases provided in Exhibit B. Staff has experienced supply chain issues over the past year causing delays in the procurement of specialty products like vehicles and rising prices. To account for the potential price increases after placing the order, staff recommends a not to exceed 20% price Packet Page 242 of 860

Agenda Item No: 16.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023216 of the City Council of the City of Fairfield Approving the AmendedVehicle and Equipment Purchases for the Fiscal Year 20232024 and Authorizing anUpdate to the Fiscal Year 20232024 BudgetRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEThe Public Works Department is in need of two specialized utility trucks for the Water Division. The costof the two trucks was not included in the fiscal year (FY) 20232024 budget. Adopting this resolutionwould amend the vehicle and equipment purchases list for FY 20232024 to include these two trucks.DISCUSSIONPublic Works unit #17491 is a 2007 F150 half ton pickup that no longer meets the needs of the WaterDivision. While streamlining operational effectiveness, it was found that a ¾ ton utility truck would bebetter utilized by the Waterman Water Treatment Plant staff in comparison to the existing half ton pickup.Unit #17491 is up for replacement in FY 2027 and replacing it early will benefit the City by enabling staffto be more efficient. Public Works Solid Waste Division has a need for a dedicated pickup truck fortheir staff. Unit #17491 will be purchased by the Public Works Solid Waste Division instead ofpurchasing a brandnew truck to best meet their operational needs and reduce costs. This wouldrequire a budget adjustment to the Enterprise Vehicle Replacement Fund (VRF) to replace unit #17491.The City Council approved an additional Water Distribution Operator position in the FY 20232024budget. This position will require a new ¾ ton utility truck to perform its duties. Staff are requesting toadd both of these trucks to the approved list of vehicles for purchase and amend the budgeted amountfor FY 20232024.Staff recommends the adoption of the attached resolution to amend FY 20232024 Vehicle andEquipment Purchases provided in Exhibit B. Staff has experienced supply chain issues over the past year causing delays in the procurement of specialty products like vehicles and rising prices. To account for the potential price increases after placing the order, staff recommends a not to exceed 20% price contingency. Additional costs shall be paid out of the department’s operating budget.

FINANCIAL IMPACT
The total cost of the two ¾ ton utility trucks are nottoexceed $252,000 ($210,000 base cost + $42,000 contingency). This purchase was not budgeted in the FY 20232024 budget for Public Works VRF (Fund 512, Responsibility Code 60604) and Public Works Water Distribution (Fund 461, Responsibility Code 60602). This will require a budget adjustment to increase appropriations of $252,000 to the VRF Fund (Fund 512), as well as a transfer in to the VRF Fund of $126,000 from the Water Utility Fund (Fund 461).

PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may reject this acquisition; however, this is not recommended due to the need to provide efficient water services.

STAFF CONTACT
David Renschler, Fleet Division Manager
(707) 4287414
[email protected]
COORDINATED WITH
Finance Department
ATTACHMENTS:

Description
Proposed Resolution
Exhibit B
REVIEWERS:

Reviewer Action Date
Hether, Michael Approved 7/31/2023 3:00 PM
Beavers, Esther Approved 7/31/2023 4:03 PM
Beavers, Esther Approved 7/31/2023 5:45 PM
Packet Page 243 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-216

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING THE AMENDED VEHICLE AND EQUIPMENT PURCHASES FOR THE FISCAL YEAR 2023-2024 AND AUTHORIZING AN UPDATE TO THE FISCAL YEAR 2023-2024 BUDGET

WHEREAS, the Public Works Department’s Water Division is in need of two new ¾ ton utility trucks, and the Solid Waste Division is in need of one ½ ton pickup; and

WHEREAS, the Vehicle and Equipment Purchases for fiscal year (FY) 2023-2024 shall be amended; and

WHEREAS, an increase of $252,000 to the appropriations in Public Works Vehicle Replacement Fund (Fund 512) of $252,000 and a transfer from the Water Utility Fund (Fund 461) of $126,000 to Fund 512 is required; and

WHEREAS, the revised appropriation constitutes a FY 2023-2024 Budget approved pursuant to Resolution No. 2023-149.

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

Section 1. City Council adopts the FY 2023-2024 amended Vehicle and Equipment Purchases provided in Exhibit B to include two ¾ ton utility trucks.

Section 2. The council suspends competitive bidding when utilizing a cooperative purchase or sole source purchasing and hereby authorizes the city manager to approve their use in Vehicle and Equipment Purchases provided in Exhibit B.

Section 3. The city manager is hereby authorized to approve the purchase amounts in Exhibit B, not to exceed 20% [$252,000 ($210,000 base cost + $42,000 contingency)]. Additional costs shall be paid out of the department’s operating budget.

Section 4. The council hereby approved a budget adjustment of $252,000 to Fund 512 and a transfer of $126,000 from Fund 461.

Packet Page 244 of 860Attachment 1 Page 1 of 2

RES. NO. 2023-216

Page 2 ends

PASSED AND ADOPTED this 15th day of August, 2023, 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 245 of 860Attachment 1 Page 2 of 2

Packet Page 246 of 860Attachment 2 Page 1 of 1

Agenda Item No: 17.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Minute Action Approving Mayor’s Appointments to the Rockville Hills Regional Park Citizen Advisory Committee
RECOMMENDED ACTION
Approve appointments. Perform oath of office.

STATEMENT OF ISSUE
The City Council is being asked to approve the appointments as follows:

Rockville Hills Regional Park Citizen Advisory Committee Term 1/1/2023 – 12/31/2026

1. Vince Guisande

2. Claude Winfree

DISCUSSION
Two seats are available for the Rockville Hills Regional Park Citizen Advisory Committee for a fouryear term of January 1, 2023, through December 31, 2026.

Councilmembers Doriss Panduro and Scott Tonnesen interviewed 7 applicants on July 26, 2023 and July 31, 2023. All the interviewed applicants listed above were recommended for appointment, and the recommendations were submitted to Mayor Catherine "Cat" Moy for consideration.

Mayor Moy agreed with the recommendations provided.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
Packet Page 247 of 860

Agenda Item No: 17.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Minute Action Approving Mayor’s Appointments to the Rockville Hills Regional ParkCitizen Advisory CommitteeRECOMMENDED ACTIONApprove appointments. Perform oath of office.STATEMENT OF ISSUEThe City Council is being asked to approve the appointments as follows:Rockville Hills Regional Park Citizen Advisory CommitteeTerm 1/1/2023 – 12/31/20261. Vince Guisande2. Claude WinfreeDISCUSSIONTwo seats are available for the Rockville Hills Regional Park Citizen Advisory Committee for a fouryearterm of January 1, 2023, through December 31, 2026.Councilmembers Doriss Panduro and Scott Tonnesen interviewed 7 applicants on July 26, 2023 andJuly 31, 2023. All the interviewed applicants listed above were recommended for appointment, and therecommendations were submitted to Mayor Catherine "Cat" Moy for consideration.Mayor Moy agreed with the recommendations provided.FINANCIAL IMPACTN/APUBLIC CONTACT/ADVISORY BODY RECOMMENDATION N/A
ALTERNATIVE ACTION
The council may choose not to approve the mayor’s appointments, thereby leaving vacancies.

STAFF CONTACT
Esther Beavers, Deputy City Clerk
(707) 4287402
[email protected]
COORDINATED WITH
N/A
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 7/25/2023 1:52 PM
Packet Page 248 of 860

Agenda Item No: 18.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Minute Action Approving Mayor’s Appointments to the Landscape Oversight Committee RECOMMENDED ACTION
Approve appointments. Perform oath of office.

STATEMENT OF ISSUE
The City Council is being asked to approve the appointments as follows:

Landscape Oversight Committee
Term 8/1/2023 – 6/30/2028
District 1 –Denise Ceccato
District 2 –N/A
District 3 –Michelle Victores
District 4 – Michael Gunther
District 5 – N/A
District 6 – Patricia Pimental
AtLarge –Rick Johnson

DISCUSSION
Seven seats are available for the Landscape Oversight Committee for a fiveyear term of August 1, 2023, through June 30, 2028.

Mayor Catherine "Cat" Moy reviewed the applications and provided the recommendations for the selection of the Landscape Oversight Committee.

Packet Page 249 of 860

Agenda Item No: 18.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Minute Action Approving Mayor’s Appointments to the Landscape Oversight CommitteeRECOMMENDED ACTIONApprove appointments. Perform oath of office.STATEMENT OF ISSUEThe City Council is being asked to approve the appointments as follows:Landscape Oversight CommitteeTerm 8/1/2023 – 6/30/2028District 1 –Denise CeccatoDistrict 2 –N/ADistrict 3 –Michelle VictoresDistrict 4 – Michael GuntherDistrict 5 – N/ADistrict 6 – Patricia PimentalAtLarge –Rick JohnsonDISCUSSIONSeven seats are available for the Landscape Oversight Committee for a fiveyear term of August 1,2023, through June 30, 2028.

Mayor Catherine "Cat" Moy reviewed the applications and provided the recommendations for the selection of the Landscape Oversight Committee.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to approve the mayor’s appointments, thereby leaving vacancies.

STAFF CONTACT
Esther Beavers, Deputy City Clerk
(707) 4287402
[email protected]
COORDINATED WITH
N/A
REVIEWERS:

Reviewer Action Date
Beavers, Esther Approved 8/9/2023 11:02 AM
Packet Page 250 of 860

Agenda Item No: 19.

AGENDA REPORT
DATE:August 15, 2023
TO:Mayor and City Council
FROM:David Gassaway, City Manager
SUBJECT:Resolution 2023217 of the City Council of the City of Fairfield Authorizing the City Manager to Negotiate Golf Course Management Agreement with Touchstone Golf RECOMMENDED ACTION
Adopt resolution.

STATEMENT OF ISSUE
Authorize the city manager or his assigned designee to negotiate a management agreement with Touchstone Golf (Touchstone) to provide comprehensive oversight and management of the City’s golf courses, Paradise Valley and Rancho Solano, effective January 1, 2024.

DISCUSSION
Since 2003 and through a series of contract extension renewals, KemperSports, Inc. (Kemper) has been the City’s contract service provider for overall management, operations, and maintenance of the cityowned golf courses.

Through a lease agreement, Sports Restaurants Inc. (SRI), formerly known as Sports Restaurant of Fairfield (SRF) and Sports Restaurant of Rancho Solano (SRR) concurrently, has operated the restaurants, bars, and banquet facilities of the city golf courses. They have been the exclusive food, beverage, and banquet facilities operators of Paradise Valley since 1993 and Rancho Solano since 1998, under their proprietary business name “Legends and Heroes Sports Bar and Grill”.

At the June 21, 2022, City Council meeting, staff sought direction from council regarding the management service contracts with Kemper and Sports Restaurant Inc., both of which were set to expire December 31, 2022.

Staff presented four options for Council consideration, which included:

1. Extend the contracts for a set period of time as determined by City Council and keep fee structure, performance measures, etc. as status quo.

2. Extend contracts and allow staff to negotiate with existing providers modification to terms, fee structure, updated performance measures, etc. for a set period of time as determined by the City Packet Page 251 of 860

3. Solicit Request for Proposals (RFP)/Request for Qualifications (RFQ) seeking a single operator.

4. Solicit RFP/RFQ separating the golf operation management from food and beverage service.

The council provided direction to staff to solicit a RFQ/RFP with preference for a single operator to manage all operational aspects of the city’s golf courses (Golf, Food/Beverage, Banquet) and allow for submittal for golf management only and restaurant/banquet management only. The council also directed staff to proceed with extending the current contracts for an additional oneyear term.

On December 6, 2022, and the council approved Resolutions 2022330 and 2022331, which approved oneyear contract extensions for Kemper and SRI through December 31, 2023.

An RFQ was released on March 8, 2023, and the city received four responses – Course Co, Kemper, Touchstone, and Troon. All four companies responded as single operator to manage all aspects of the golf courses. All four companies were deemed qualified and invited to a first round of review/interviews.

A selection committee comprised of five individuals participated in independent review of the Statements of Qualification (SOQs) documents and collectively, participated in interviewing the four respondents based on the SOQs. The committee included: City Manager David Gassaway, Parks & Recreation Director Kristina Kaunzinger, Assistant Public Works Director Michael Hether, Golf Advisory Chairperson Carol Hummel, and former Community Services Director John De Lorenzo. Per the RFQ packet, the top ranked respondents would be invited to move to the next phase of the selection process.

The results of the first round were as follows: 1st – Touchstone, 2nd – Course Co, 3rd – Kemper, and 4th – Troon. Troon was eliminated from moving forward in the process. While Kemper ranked third, in consideration of the longstanding and positive relationship with the city, and as current golf management operator, Kemper was included in the second round.

The second round required respondents to prepare an overall operating plan, business plan, marketing plan, cost proposal, and capital improvement plan. A selection committee comprised of six individuals (the original five listed above) with an added member from the Golf Advisory Board, Gary Sigel, provided an independent review of the submitted plans and collectively, conducted interviews with the three respondents.

The results of the secondround evaluation were as follows: 1st – Touchstone, 2nd – Kemper, 3rd – Course Co.

The results of the final interview scores were as follows: 1st – Touchstone, 2nd – Kemper, 3rd – Course Co.

Based on the cumulative evaluation, Touchstone was ranked highest and as such was selected to move into the reference phase.

At the beginning of the SOQ process, each respondent was required to list a minimum of three references that best mirror Fairfield’s golf, food, beverage, and banquet operations. Staff conducted phone interviews of the three references for Touchstone and visited Bennett Valley Golf Course in Santa Rosa. In addition, staff expanded reference checks to include other properties under Touchstone’s management to address quality standard of golf course condition and to confirm responses provided by Touchstone during and after interview (refer to Attachment 6).

Staff is seeking approval of the proposed resolution, authorizing the city manager or assigned designee to negotiate a contract with Touchstone to provide management services of Rancho Solano and Paradise Valley for golf, food/beverage, and banquet operations.

Packet Page 252 of 860

Agenda Item No: 19.AGENDA REPORTDATE:August 15, 2023 TO:Mayor and City CouncilFROM:David Gassaway, City ManagerSUBJECT:Resolution 2023217 of the City Council of the City of Fairfield Authorizing the CityManager to Negotiate Golf Course Management Agreement with Touchstone GolfRECOMMENDED ACTIONAdopt resolution.STATEMENT OF ISSUEAuthorize the city manager or his assigned designee to negotiate a management agreement withTouchstone Golf (Touchstone) to provide comprehensive oversight and management of the City’s golfcourses, Paradise Valley and Rancho Solano, effective January 1, 2024.DISCUSSIONSince 2003 and through a series of contract extension renewals, KemperSports, Inc. (Kemper) hasbeen the City’s contract service provider for overall management, operations, and maintenance of thecityowned golf courses.Through a lease agreement, Sports Restaurants Inc. (SRI), formerly known as Sports Restaurant ofFairfield (SRF) and Sports Restaurant of Rancho Solano (SRR) concurrently, has operated therestaurants, bars, and banquet facilities of the city golf courses. They have been the exclusive food,beverage, and banquet facilities operators of Paradise Valley since 1993 and Rancho Solano since1998, under their proprietary business name “Legends and Heroes Sports Bar and Grill”. At the June 21, 2022, City Council meeting, staff sought direction from council regarding themanagement service contracts with Kemper and Sports Restaurant Inc., both of which were set toexpire December 31, 2022. Staff presented four options for Council consideration, which included:1. Extend the contracts for a set period of time as determined by City Council and keep feestructure, performance measures, etc. as status quo.2. Extend contracts and allow staff to negotiate with existing providers modification to terms, feestructure, updated performance measures, etc. for a set period of time as determined by the CityCouncil.3. Solicit Request for Proposals (RFP)/Request for Qualifications (RFQ) seeking a single operator.4. Solicit RFP/RFQ separating the golf operation management from food and beverage service.The council provided direction to staff to solicit a RFQ/RFP with preference for a single operator tomanage all operational aspects of the city’s golf courses (Golf, Food/Beverage, Banquet) and allow forsubmittal for golf management only and restaurant/banquet management only. The council also directedstaff to proceed with extending the current contracts for an additional oneyear term.On December 6, 2022, and the council approved Resolutions 2022330 and 2022331, whichapproved oneyear contract extensions for Kemper and SRI through December 31, 2023.An RFQ was released on March 8, 2023, and the city received four responses – Course Co, Kemper,Touchstone, and Troon. All four companies responded as single operator to manage all aspects of thegolf courses. All four companies were deemed qualified and invited to a first round of review/interviews. A selection committee comprised of five individuals participated in independent review of theStatements of Qualification (SOQs) documents and collectively, participated in interviewing the fourrespondents based on the SOQs. The committee included: City Manager David Gassaway, Parks &Recreation Director Kristina Kaunzinger, Assistant Public Works Director Michael Hether, Golf AdvisoryChairperson Carol Hummel, and former Community Services Director John De Lorenzo. Per the RFQpacket, the top ranked respondents would be invited to move to the next phase of the selectionprocess.The results of the first round were as follows: 1st – Touchstone, 2nd – Course Co, 3rd – Kemper, and 4th– Troon. Troon was eliminated from moving forward in the process. While Kemper ranked third, inconsideration of the longstanding and positive relationship with the city, and as current golfmanagement operator, Kemper was included in the second round.The second round required respondents to prepare an overall operating plan, business plan, marketingplan, cost proposal, and capital improvement plan. A selection committee comprised of six individuals(the original five listed above) with an added member from the Golf Advisory Board, Gary Sigel,provided an independent review of the submitted plans and collectively, conducted interviews with thethree respondents.The results of the secondround evaluation were as follows: 1st – Touchstone, 2nd – Kemper, 3rd –Course Co.The results of the final interview scores were as follows: 1st – Touchstone, 2nd – Kemper, 3rd – CourseCo.Based on the cumulative evaluation, Touchstone was ranked highest and as such was selected to moveinto the reference phase.At the beginning of the SOQ process, each respondent was required to list a minimum of threereferences that best mirror Fairfield’s golf, food, beverage, and banquet operations. Staff conductedphone interviews of the three references for Touchstone and visited Bennett Valley Golf Course in SantaRosa. In addition, staff expanded reference checks to include other properties under Touchstone’smanagement to address quality standard of golf course condition and to confirm responses provided byTouchstone during and after interview (refer to Attachment 6). Staff is seeking approval of the proposed resolution, authorizing the city manager or assigneddesignee to negotiate a contract with Touchstone to provide management services of Rancho Solano and Paradise Valley for golf, food/beverage, and banquet operations.

FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
At the July 17, 2023, Golf Advisory Board (GAB) meeting, staff presented an overview of the golf operator selection process and recommendation to seek council authorization for the city manager to negotiate a management agreement with Touchstone. Staff requested a roll call vote affirming recommendation. Roll call results were as follows:

Chair Hummel – Yes
Vice Chair Daly – Abstain (Vice chair stated he did not receive/review materials and therefore, abstained from voting* Director Kaunzinger stated a packet would be resent for his reference) Member Spiller – Yes
Member Steward – Yes
Member Ebert – Yes
Member Garcia – Absent
*Staff received email communication from Member Daly on July 18, 2023, confirming receipt of packet after the meeting of July 17, 2023, and stated after review of the materials, provided statement of support of Staff’s recommendation.

ALTERNATIVE ACTION
Staff will proceed with any alternative action as directed by the council.

STAFF CONTACT
Kristina Kaunzinger, Director of Parks & Recreation
(707) 4287470
[email protected]
COORDINATED WITH
City Attorney's Office, City Manager's Office
ATTACHMENTS:

Description
Attachment 1: Proposed Resolution
Attachment 2: Copy of Request for Qualifications
Attachment 3: Copy of Sample Scoresheet
Attachment 4: Copy of Summary of Selection Committee Scoring Results Attachment 5: Resolutions Nos. 2022330 and 202231 Contract Extensions Attachment 6: Touchstone Response
REVIEWERS:

Reviewer Action Date
Kaunzinger, Kristina Approved 7/28/2023 6:54 PM
Beavers, Esther Approved 7/31/2023 11:06 AM
Beavers, Esther Approved 7/31/2023 11:08 AM
Packet Page 253 of 860

CITY OF FAIRFIELD

RESOLUTION NO. 2023-217

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

MANAGER TO NEGOTIATE MANAGEMENT CONTRACT WITH TOUCHSTONE GOLF

WHEREAS, on June 21, 2023, City Council provided direction to staff to solicit a Request for Qualifications (RFQ)/Request for Proposals (RFP) with a preference for a single operator to manage all operational aspects of the city’s golf courses (golf, food/beverage, banquet) and allow for submittal for golf management only and restaurant/banquet management only; and

WHEREAS, an RFQ/RFP was released on March 8, 2023, with the response from four companies (Course Co., KemperSports, Inc., Touchstone Golf, and Troon) to serve as a single operator to manage the City’s two golf courses; and

WHEREAS, Touchstone Golf ranked highest throughout a comprehensive evaluation process by a formal selection committee.

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

Section 1. Approval for the city manager or assigned designee to negotiate a management contract with Touchstone Golf to manage the City’s two golf courses, Rancho Solano and Paradise Valley.

PASSED AND ADOPTED this 15th day of August, 2023, by the following vote:

AYES: MEMBERS: MOY / BERTANI / CARR /PANDURO / TONNESEN/ VACCARO / WILLIAMS

NOES: MEMBERS:

ABSENT: MEMBERS:

ABSTAIN: MEMBERS:

_________
MAYOR
ATTEST:

____________________________

CITY CLERK
Packet Page 254 of 860Attachment 1 Page 1 of 1

TO PROVIDE COMPREHENSIVE MANAGEMENT, OPERATION, AND

MAINTENANCE SERVICES FOR RANCHO SOLANO AND PARADISE

VALLEY GOLF COURSES AND RESTAURANTS

KEY DATES
Release Date: March 8, 2023
Pre-Proposal Conference & Walk through: March 20, 2023
Response Deadline: April 10, 2023

Submit Requests to:

KRISTINA KAUNZINGER, Parks and Recreation Director
City of Fairfield
1000 Kentucky Street
Fairfield, CA 94533

Packet Page 255 of 860Attachment 2 Page 1 of 23

STATE OF CALIFORNIA

NOTICE TO CONTRACTORS

NOTICE IS HEREBY GIVEN The City of Fairfield releases
Request for Qualifications (RFQ) for:

COMPREHENSIVE MANAGEMENT, OPERATION, AND

MAINTENANCE SERVICES

FOR THE PARADISE VALLEY AND RANCHO SOLANO GOLF

COURSES AND ASSOCIATED RESTAURANTS, FOOD AND

BEVERAGE AND BANQUET SERVICES

General Description
This RFQ has been designed to ensure qualified contractor(s) are procured pursuant to a fair, competitive selection process based on demonstrated competence and the professional qualifications necessary for the satisfactory performance of the services required.

An electronic copy of the complete RFQ document and support reference documents can be obtained via download from the City’s website, RFQ page: https://www.fairfield.ca.gov/rfp

Each submittal must be in accordance with the requirements listed in the Request for Qualifications (RFQ) package on file at Fairfield Parks and Recreation Department, 1000 Kentucky Street, Fairfield, CA 94533.

The successful contractor(s) will be required to meet the following insurance requirements:

Coverage shall be for the following amounts: (a) Commercial General Liability - $2,000,000 per occurrence and $4,000,000 aggregate, and shall endorse alcohol and food borne illness liability insurance, (b) Automobile Liability - $2,000,000 per occurrence, (c) Worker’s Compensation - $1,000,000 per occurrence.

Packet Page 256 of 860Attachment 2 Page 2 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
3 There will be a pre-proposal conference walk-through held for this solicitation on Monday, March 20, 2023, commencing promptly at 9am at Rancho Solano and conclude at Paradise Valley.

Questions regarding any part of the RFQ shall be submitted in writing via email to Kristina Kaunzinger, Director of Parks and Recreation at [email protected]. All written requests for RFQ clarifications must be received by 4:00pm on March 28, 2023.

The RFQ response must be complete, sealed in an envelope, and clearly marked “Golf Course and Food Services Management – Request for Qualification,” along with the proposer’s name, address, and telephone number on the outside of the envelope.

Request for Qualifications will be received until 4:00 p.m. on April 10, 2023, at the Parks and Recreation’s Office, (Community Center), 1000 Kentucky Street, Fairfield, CA 94533.

Proposers are to mail in their RFQ responses to the address below:

Ms. Kristina Kaunzinger, Parks and Recreation Director
City of Fairfield
1000 Kentucky Street
Fairfield, CA 94533
If proposers have used a tracking number to mail their Proposal, please send the tracking number to [email protected] with subject line: “Golf Course and Food Services Management – Request for Qualification.”
In-person submissions of sealed RFQ responses are also permitted.

Parks and Recreation Office staff shall indicate on the sealed RFQ the time and date of receipt to validate the RFQ was appropriately received. RFQ responses received after the time and date specified in the Notice to Contractors shall be rejected as invalid.

It is solely the proposer’s responsibility to ensure that the RFQ response is received prior to the specified time.

Sincerely,

Kristina Kaunzinger, Director
Parks and Recreation

Packet Page 257 of 860Attachment 2 Page 3 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
4 Table of Contents
Project Overview ........................................................................................................................................ 5 A.1 Introduction ....................................................................................................................................... 5 A.2 Agency Profile .................................................................................................................................... 5 A.3 Rancho Solano Golf Course ............................................................................................................... 6 A.4 Paradise Valley Golf Course ............................................................................................................... 7 Section 1 – Purpose and Timeline of Request for Qualifications ........................................................ 8 Section 2 – Instructions to Proposers ....................................................................................................... 9 A. Submittal ........................................................................................................................................... 9 B. Mandatory Pre-Proposal Conference and Tour of Facilities/Grounds ............................................. 9 C. Questions Regarding RFQ ............................................................................................................... 10 Section 3 – General Firm Qualifications ................................................................................................ 10 Section 4 – Statement of Qualifications and Submittal Requirements ............................................. 11 Section 5 – Evaluation and Selection ..................................................................................................... 12 Section 6 – Proposal Timeline ................................................................................................................. 13 Section 7 – Cancelation of RFQ .............................................................................................................. 13 Section 8 – Notice of Intent to Award ................................................................................................... 13 Section 9 – Final Determination ............................................................................................................. 14 Section 10 – Unsuccessful Proposers/Selection Disputes .................................................................. 14 Section 11 – Conflict of Interest .............................................................................................................. 14 Section 12 – Insurance Requirements .................................................................................................... 14 Appendix A – Request for Qualifications Checklist ........................................................................... 18 Appendix B – General Requirements – Operating Plan ..................................................................... 20 Appendix C – General Requirements - Business Plan ........................................................................ 20 Appendix D – General Information - Current Operation and Financial Summaries .................... 22

Packet Page 258 of 860Attachment 2 Page 4 of 23

A.1 Introduction
The City of Fairfield is seeking proposals from qualified operators with comprehensive experience and supporting qualifications to market, manage, maintain, and direct golf course operations, food and beverage service, and banquet facilities located at Rancho Solano and Paradise Valley Golf Courses.

Since 2003, the City has contracted with KemperSports, Inc. for the operation and maintenance of golf courses and facilities. Since 2009, the City has held a lease and management agreement with Sports Restaurant of Fairfield Inc/Sports Restaurant of Rancho Solano, Inc. (collectively referred to as SRI) to provide restaurant, food and beverage, and banquet services at both golf courses.

The City is seeking consolidation into one management services agreement and therefore, the solicitation prefers contracting with a single service provider. However, the City will accept responses for food/beverage/banquet separate from golf operations to allow for maximum flexibility.

Of Special Note:

Should there be a new contractor for restaurant service, the restaurant at both facilities will need to be renamed. In addition, Article 6 of current contract outlines Improvement and Operation language which in essence states, aside from permanent fixtures and improvements as outline in Exhibit E, all kitchen and banquet equipment, furniture, operating equipment and supplies, and inventory are property of SRI. Article 12, Section 12.3 of contract allows option to purchase said equipment. Furthermore, Liquor License for each property is currently held by SRI and Article 6, Section 6.4 allows for sale of liquor license to City or City’s designee. (Note:

Neither the City nor Solano County restrict the number of liquor license within the County).

Should there be a new contractor for golf operations, all maintenance equipment and vehicles, golf carts, operating equipment and supplies, merchandise inventory, and furnishing within the Pro Shop, offices, maintenance yards, are property of the City.

A.2 Agency Profile
The City of Fairfield with a population just under 120,000 is a city in and the county seat of Solano County, California, located in the North Bay sub-region of the San Francisco Bay Area. It is generally considered the midpoint between the cities of San Francisco and Sacramento and is less than 20 miles from Napa Valley. Interstate 80 runs east/west through the City with easy connection to Highway 12 and Interstate 680.

Packet Page 259 of 860Attachment 2 Page 5 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
6 Fairfield was founded in 1856. It is the home of Travis Air Force Base and the headquarters of Jelly Belly. The local economy is balanced with a variety of industries providing employment and generating tax revenue to support local government. The Fairfield-Suisun Valley is quickly gaining notoriety for producing world-class wines, as well as, farm fresh diverse fruits and vegetables and as such, has increased visitors from both near and afar.

A.3 Rancho Solano Golf Course
Built in 1990 and designed by Gary Roger Baird, Rancho Solano Golf Course is an 18-hole, 7,000 yard, par 72 championship public golf course. The course is nestled within the dramatic hills of the prestigious Rancho Solano residential community, comprised of approximately 1,200 single- family homes. The course boasts the beauty of several small lakes, some of the largest greens in Northern California, numerous sand and grass bunkers and offers well-manicured fairways, large tiered greens and challenging holes for every level of golfer. Rancho Solano is known for two things; country club look and feel and the largest greens in Northern California. Rancho Solano has a beautiful layout with rolling terrain, undulated greens and elevated tees nestled in the hills of the community of Rancho Solano. Rancho Solano has received the Daily Republic’s Readers’ Choice Awards for Best Golf Course in Solano county since the golf course opened in 1993, as well as Worth the Green Fee by Greenskeeper.org in 2015, 2018 and 2019.

Water is a factor on holes 2, 3, 4, and 5 on the front nine and holes 11, 12 and 14 on the back nine. Despite being an open course, club selection is important, especially on the challenging par 3's. Rancho Solano is known for having some of the largest greens on Northern California courses.

Two of the most challenging holes are on the back nine. Hole 11 is a par 4, but club selection is important because a long drive could end up in the lake. A carefully placed second shot onto the green, which hugs the water's edge, is not as easy as it looks. Sand traps exist on the backside of the green should a golfer decide to extend the margin of safety. The large green adds to the challenge of scoring a par.

Hole 12 is a picturesque par 3. Another small lake guards the front of the green and sand traps protect the back of the green. All tee boxes require the golfer to hit over the lake; there is no room to bail out on the right and very little room to consider a shot to the left. Getting on in one is satisfying; scoring par remains a challenge because of another trademark 'large, two- tiered' green.

Finishing your round with a birdie on the 18th hole is possible if you maneuver beyond the undulating fairway. This hole's green provides one last challenge on Rancho Solano's golf course.

Rancho Solano golf course is a 'soft-spike' only facility.

Packet Page 260 of 860Attachment 2 Page 6 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
7 The following amenities are on property:
20,239 square foot clubhouse building with food service that includes golfer's bar and grill, fine dining restaurant, and banquet rooms, golf pro shop, restrooms, and indoor cart storage for 80 carts. The food, beverage and banquet facility features a million-dollar view. It is a modern, well designed facility featuring small to large indoor banquet facilities, outdoor patio area, garden banquet areas and a bar and grill area. The spectacular view of the golf course offers breathtaking views of the hillsides and memorable sunsets. It can accommodate up to 600 guests and provides a perfect location for special events, weddings, receptions, golf tournaments, or meetings.

Driving range with 21 tees.
3,200 square foot maintenance building.

Two on-course restroom buildings.

Landscaped 377-space parking lot.

Separate from the golf course operation, there is an adjoining, 30,000 square feet private health club with amenities such as a weight room, swimming pool, tennis courts, aerobics room, and babysitting.

A.4 Paradise Valley Golf Course
Built in 1993 and designed by Robert Muir Graves, Paradise Valley Golf Course is an 18-hole, 6,920-yard, par 72 championship public golf course located in northeast Fairfield. The course features many doglegs that follow a beautiful naturally meandering creek, two small lakes, and mature trees line most of the fairways. Water comes into play on nine of the eighteen holes.

Paradise Valley golf course is a 'soft-spike' only facility. Paradise Valley provides a beautiful, serene setting with oak studded fairways, meandering seasonal creeks and scenic lakes on five holes. It is a favorite among golfers who prefer to walk and has been awarded Best Golf Course of Solano County by the readers of the Vacaville Reporter for over 5 consecutive years. The practice facilities, including the lighted driving range, short game practice area and custom club- fitting and repair, are among the best in the area.

This course establishes a welcoming focal point for the Paradise Valley Estates housing development, comprised of over 1,350 single-family homes and newly opened senior active living community.

The following amenities are on property:

The 10,600 square foot Tutor-style clubhouse building comprised of golf pro shop, restrooms, food and beverage amenities, and indoor cart storage for 80 carts. The main dining area, large banquet area, and bar area feature floor-to-ceiling windows allowing spectacular views of the fairways, greens and surrounding hills. The facility also features a quiet garden terrace that Packet Page 261 of 860Attachment 2 Page 7 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
8 wraps the backside of the clubhouse building - perfect for expanding dining and banquet areas outdoors and for hosting special events.

A lighted driving range with 26 tees, practice sand trap and putting green.

A 3,360 square foot maintenance building with onsite parking and open storage area.

Two on-course restroom buildings.

A 231-space lighted and landscaped parking lot.

Section 1 – Purpose and Timeline of Request for Qualifications Both the management agreement for the Operation and Maintenance of Golf Courses and Facilities, and the Lease and Management Agreement for Restaurant Operations expire December 31, 2023. Therefore, the City of Fairfield (hereinafter “City) has prepared a Request for Qualifications (RFQ) to receive response, Statement of Qualifications (SOQ), from qualified professional golf course operators (hereinafter “Contractor”) to provide comprehensive management, maintenance, and operation of the Paradise Valley (3950 Paradise Valley Drive) and Rancho Solano (3250 Rancho Solano Parkway) golf course properties including food and beverage, special event, and banquet services.

It is the City’s preference to enter into a management service agreement with a single operator (Contractor) to better ensure continuity in customer service levels, to increase the effectiveness of overall management, and to maximize revenue generation to support deferred maintenance, capital improvement, and modernization needs at both facilities. However, the City will consider separating the management services agreements to allow independent restaurant/food and beverage/banquet service providers to respond. Therefore, the City is requesting all interested parties submit responsive proposals to this RFQ to allow for an evaluation to be conducted to determine the most optimal partnership(s) to accomplish this goal.

Through the review and evaluation process, the City will determine the best means of facilitating the overall management of these operations as effectively as possible. The goal being to ensure the highest quality golf programs and dining experiences for public enjoyment.

Should an award be made, the selected Contractor or Contractors will enter into a Professional Management Services Agreement with the City to provide such services effective January 1, 2024.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
9 Section 2 – Instructions to Proposers
A. Submittal
The RFQ must be complete, sealed in an envelope, and clearly marked with “Golf Course and Food Services Management – Request for Qualification,” along with the proposer’s name, address, and telephone number.

RFQ responses must be submitted in writing. Contractors may not submit a fax or video RFQ.

Proposers are encouraged to mail in their Proposals. RFQs are to be submitted by 4:00 p.m. on April 10, 2023. The wall clock at the Parks and Recreation’s Office counter will be the final determination of time. All submissions become the property of the City of Fairfield. One (1) original, four (4) hard copies, and one (1) electronic copy (on a USB flash drive, or via email to [email protected]) of the RFQ must be submitted to:

Ms. Kristina Kaunzinger, Parks and Recreation Director
City of Fairfield
1000 Kentucky Street
Fairfield, CA 94533
If Contractor have used a tracking number to mail their bids, please send the tracking number to [email protected] with subject line: “Golf Course and Food Services Management – Request for Qualification”.

The only acceptable evidence to establish the time of receipt (at above address) is the time/date stamp, which will be placed on each proposal by City staff immediately upon receipt. The timeliness of proposals is the sole responsibility of the contractor.

RFQs that are incomplete or not received by the specified date and time will be automatically rejected and will not receive further consideration by the City. Postmarks will not be accepted.

The RFQ should not exceed thirty (30) one-sided pages. The page limitation does not apply to the transmittal letter, table of contents, page dividers, and resumes. Minimum font size allowed is 12 pt. Number each page of the main document consecutively.

B. Mandatory Pre-Proposal Conference and Tour of Facilities/Grounds A pre-proposal conference and walk-through will be conducted Monday, March 20, 2023 at 9:00am. Respondents shall arrive to Rancho Solano Golf course, located at 3250 Rancho Solano Parkway and report to the lobby of the Banquet Hall (parking lot level), and proceed and conclude tour at the Paradise Valley Golf Course, located at 3950 Paradise Valley Drive. The pre-proposal conference and walk-through is mandatory.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
10 C. Questions Regarding RFQ
Questions regarding any part of the RFQ shall be submitted in writing via email to Kristina Kaunzinger, Parks and Recreation Director, at [email protected]. All emails must include your name, telephone number, and email address. All question must be received by 4:00 p.m. March 28, 2023.

Section 3 – General Firm Qualifications
The successful contractor will submit a Statement of Qualification (SOQ) that clearly demonstrates the following:

1. Qualifications and experience providing comprehensive management, maintenance, and operations of an 18-hole golf course facility in a manner consistent with the prevailing standards and practices promulgated by the Club Management Association of America, the Professional Golf Association of America, and the Golf Course Superintendents Association of America.

2. Qualifications and experience with managing, staffing, and operating restaurant with banquet service/event space and a full bar.

3. Qualifications and experience with marketing and promotion of all golf, restaurant, banquet, special event service and programs.

4. An understanding of the terminology, methods, practices, and techniques of staffing, operating, and maintaining a full-service golf course with food service and onsite banquet/event space in accordance with applicable federal, state, and local codes.

5. Evidence of ability to hire and maintain qualified, experienced, and certified staff and sub-contractors in all operations and service areas required to complete the designated scope of services, including but not limited to golf course management, grounds keeping, equipment maintenance, facility maintenance, marketing/promotion, golf instruction, tournament and programming, pro shop and range service, food and beverage management, banquet sales, special events, merchandise sales and customer service.

6. An understanding of municipal financial processes and reporting requirements, knowledge of the public policy as it relates to accessibility and information, and familiarity with cost recovery requirements of an Enterprise Fund.

7. Ability to prepare comprehensive multi-year operating plans, business plans, bi-annual budget, and capital improvement plans.

8. Ability to develop comprehensive maintenance programs, as applicable, including tees, fairways, greens, bunkers, rough, restaurant concessions, pro shop area, driving range and other facilities and grounds.

9. Proven record of developing innovative operating concepts and programming to maximum revenue generation.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
11 Section 4 – Statement of Qualifications and Submittal Requirements
To facilitate the evaluation of the SOQs, Contractor(s) shall adhere to the following format.

Please note, while preference is for a single operator, the city will consider golf course operation separate from food/beverage/banquets. If responding to only one area, clearly indicate in the opening of the transmittal letter.

1. Transmittal Letter. Proposers must submit one original transmittal letter of no more than two (2) pages signed by an official authorized to solicit business and enter into contracts for the proposing firm. The transmittal letter must include the name, title, and phone number for authorized official. The letter should summarize the relevant characteristics that distinguish the firm in its ability to work with the City to meet the scope of services requested.

2. Checklist. Include a complete Request for Qualification to ensure all required contents of the RFQ response are included in the SOQ. (Appendix A)

3. Table of Contents. List the major sections in the SOQ and the associated page numbers.

4. Project Personnel. Include names of all key project personnel, including designated Project Manager, along with their job titles, duties, responsibilities, and summary of their relevant experience. Resumes should be included with the team member’s name, title, education, brief overview of professional experience, licenses, professional certificates, or affiliations. An organizational plan and/or organizational chart is optional to identify all key personnel and their respective working relationships.

5. Experience and References. Provide a minimum of three (3) references, preferably from public agencies, for whom the Contractor has provided similar services within the last five years. Provide the range of dates when work was contracted, detailed description of specific role and responsibilities of the contracted service(s), and format of compensation received for said services.

Include the name and location of the agency, the name, telephone number, and email of the contact person. (The contact names provided with the project descriptions are considered references. Please ensure information provided is up-to-date or the SOQ may be considered non-responsive).

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
12 6. Quality Assurance/Quality Control Program. Describe the Contractor’s approach to quality assurance and quality control practices applicable to operating a full-service municipal golf course including food and beverage and banquet services.

7. Insurance. State in writing any exemptions or modifications to the insurance requirements, and the purpose for the request if unable to meet the minimum insurance requirements.

Any products and services that are not specifically addressed in this scope of services or RFQ but are necessary to provide functional capabilities for management and maintenance of the golf courses, facilities, food and beverage shall be included within the Contractor’s SOQ response.

Section 5 – Evaluation and Selection
The evaluation process will consist of the following:

SOQ submittals will first be evaluated on the Pass/No Pass criteria. Responses that cannot meet the minimum insurance requirement, or do not meet the RFQ content or format requirements, may be eliminated at the City’s sole discretion. RFQ responses that are eliminated will not proceed to the committee review process.

A review committee comprised of city staff and the chairperson of the Golf Advisory Board will review and evaluate SOQ response packets and rank based upon completeness of the SOQ criteria and qualification and competencies illustrated to meet the requirements of the services requested.

The selection process will consist of the following:

After the committee’s ranking of the clarity, accuracy, and completeness of the response requirements and criteria, the highest ranked contractor(s) will be invited to an in-person interview. The interview will consist of contractor providing an overview presentation of their submitted SOQ and engage in traditional interview question and answer session.

During the evaluation process, the evaluation committee reserves the right, where it may serve the City’s best interests, to request additional information or clarification from proposers. The City reserves the right to determine the most qualified Contractor(s) based solely on the qualifications reviewed. However, staff may determine that a subsequent interview process may be necessary.

The evaluation committee shall rank the interview responses and develop a final listing of the highest-ranked contractors.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
13 The highest ranked contractor(s) will be notified and required to prepare and submit within 30 days of notice, a comprehensive one-year Business Plan and Operating Plan to City staff. The Plans will be reviewed and used for negotiating services agreement(s).

If mutually satisfactory agreement(s) cannot be negotiated, City staff will attempt to negotiate an agreement with the contractor that received second highest ranking, and so forth.

Section 6 – Proposal Timeline
The City reserves the right to change this schedule as needed.

Advertise and Release Request for Qualifications March 8, 2023 Pre-Conference and Tour of Facilities March 20, 2023 Deadline for RFQ Questions March 28, 2023
RFQ Response due to City (no later than 4:00pm) April 10, 2023 Evaluation Committee SOQ Review Completed April 17, 2023 Evaluation Committee Interview/Contractor Presentation* April 24-28, 2023 Contractor(s) Selected May 1, 2023
Business Plan/Operating Plan Due to City of Fairfield June 1, 2023 Contract Agreement Negotiations Begin June 15, 2023
Final Contractor(s) Selected July 1, 2023
City Council Contract Approval August 15, 2023
Contractor Services Commence January 1, 2024

* Interviews are at the discretion of the City. Contractor may be selected without interviews.

Note the above project timeline and dates may change at any time during this selection process due to submittals and/or negotiation process at the sole discretion of the City.

Section 7 – Cancelation of RFQ
The City reserves the right to cancel the RFQ at any time without prior notice and to adjust the RFQ schedule at any time without prior notice. The City is not liable for any cost incurred by Contractor(s) in the preparation of the SOQ or participation in selection processes.

Section 8 – Notice of Intent to Award
Once the City has successfully negotiated an agreement with a contractor, City staff will send the successful proposer a notice of intent to award and three (3) original professional services Packet Page 267 of 860Attachment 2 Page 13 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
14 agreements. Upon receiving these documents, the successful proposer shall sign all three (3) agreements and return them to the City within 5 business days. All insurance documentation is to accompany the agreements. A City Business License is also required.

Section 9 – Final Determination
City staff will prepare a staff report and present to the City Council its recommendation for the contract award along with the signed contract(s). After review and consideration of this recommendation, the City Council has the discretion to: 1) award the contract based upon the staff recommendation, 2) reject all proposals, 3) direct modification and further negotiation.

Section 10 – Unsuccessful Proposers/Selection Disputes
After the evaluation committee finalizes its recommendation, the unsuccessful proposers will be notified of the City’s intent to award the contract to the successful proposer. Unsuccessful proposers will be debriefed upon their written request. These requests must be submitted to City staff within five (5) business days after notification to unsuccessful proposer is given.

Section 11 – Conflict of Interest
If applicable, provide a statement of any recent, current, or anticipated contractual obligations that relate to similar work that may have a potential to conflict with the Contractor’s involvement with this RFQ.

Section 12 – Insurance Requirements
Upon selection, the Contractor(s) shall procure and maintain for the duration of the contract(s), insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Contractor(s), its agents, representatives, employees, or subcontractors. The cost of such insurance shall be included in the Contractor’s bid. Certificates of insurance meeting the following requirements shall be provided to the City of Fairfield within fifteen (15) working days from the City’s written notification of approval to award the contract. Failure to provide the insurance certificates meeting the City’s requirements within fifteen (15) working days may cause the bid to be rejected and the contract awarded to the next qualified bidder.

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1. Insurance Services Office Commercial General Liability coverage.

2. Insurance Services Office covering Automobile Liability, owned, non-owned and hired.

3. Workers’ Compensation insurance as required by the State of California and Employers’ Liability insurance along with a waiver of subrogation.

4. Alcohol Liability.

5. Food borne illness.

The following three items to fulfill the insurance requirement are needed:

1. Certificate of Insurance; Certificate holder shall be: City of Fairfield, its officers, officials, employees and volunteers, 1000 Webster Street, Fairfield, CA 94533

2. Additional Insured Endorsement – this is separate from the Certificate and must have the policy number on it linking it to the policy because the City does not accept “Blanket Additional Insured Endorsements” without documentation linking it to the policy; and

3. Primary and Non-Contributory for Workers’ Compensation and General Liability.

Evidence of primary language either by endorsement or the actual pages(s) of the policy typically found in the “Other Insurance” section of the policy.

Minimum Limits of Insurance
Contractor shall maintain limits no less than:

1. General Liability: $2,000,000 per occurrence and $4,000,000 aggregate for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, the general aggregate limit shall be twice the required per occurrence limit. The liability policy shall endorse alcohol and food borne illness liability coverage.

2. Automobile Liability: $2,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation or Employers’ Liability: $1,000,000 per accident for bodily injury or disease.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
16 If the Contractor(s) maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by Contractor(s). Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either; the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteer; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Other Insurance Provisions
The General Liability and Automobile Liability policies are to be accompanied by appropriate ISO Primary and Additional insured endorsements to contain the following provisions:

1. The City, its officers, officials, employees, agents, and volunteers are to be covered as insureds as respects: liability arising out of work performed by or on behalf of the Contractor(s); products and completed operations of the Contractor(s); premises owned occupied or use by the Contractor(s); or automobiles owned, leased, hired, or borrowed by the Contractor. The coverage shall contain no special limitations of the scope of protection afforded to the City, its officers, officials, employees, agents or volunteers.

2. For any claims related to this project, the Contractor(s) insurance coverage shall be primary and non-contributory insurance as respects the City, its officers, officials, employees, agents or volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor insurance and shall not contribute with it.

3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled except after thirty (30) days prior written notice has been given to the entity.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
17 4. Endorsements should be provided on standard ISO forms appropriate to job. Primary and Additional Insured endorsements must be provided and are separate from the certificate.

Primary and Additional endorsements may:
• Be an additional cost to the insured
• Not be readily available
• Need to be requested from the underwriter
Preferred endorsements – CG 20 10 11 85 or CG 20 26 11 85

Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess or secondary of the insurance an shall not contribute with it. The City needs either a Primary Endorsement or a copy of the actual policy that shows the event sponsor’s insurance is primary (“Other Insurance” section of the policy is acceptable.)

5. We do not accept endorsements or certificates with the wording, “but only in the event of a named insured’s sole negligence.”

Subcontractors
Contractor(s) shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and Contractor(s) shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least broad as CG 20 38 04 13.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A-:VII

Verification of Coverage
Contractor(s) shall furnish the City with certificates of insurance and original endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the Risk Manager before the project is awarded.

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USE FORM on next page

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Contractor (Firm) Name: ____________________________________________

Statement of Qualifications submitted for the following (check the applicable box) Comprehensive Golf Course and Food/Beverage/Banquet Services Management Golf Course Operation Management
Food/Beverage/Banquet Services Management

Transmittal Letter ______
Table of Contents ______
Project Personnel with Resume ______
Experience and References ______
Insurance Exemptions ______

Authorized Signature _____________________________________________ Printed Name _____________________________________________ Title _____________________________________________
Date _____________________________________________

Please complete this form, print and include in your SOQ packet.

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The highest ranked Contractor(s) will be required to prepare an Operating Plan for the City’s review and as part of the final selection process. Contractor(s) will be given a minimum of thirty (30) calendar days, from notification of being selected to move forward in the process, to submit the plan.

The plan shall outline proposal for operations, management, and maintenance of the entire golf course, driving range, pro shop, maintenance buildings, all other golf course buildings, restaurant building, restaurant furnishings, golf course maintenance equipment, restaurant maintenance equipment, parking lots, and maintenance yards.

The operating plan will be considered draft and may be further refined upon notification to the Contractor(s) that their proposal will be recommended for Council approval. Any modification of the operating plan may not reduce the expectations of the Scope of Services and the RFQ and may not increase direct or indirect costs to the city unless requested by the City. Therefore, the operating plan is considered draft but must be comprehensive and inclusive.

The first-year plan shall include any tasks that may not be identified within the scope of services or RFQ but which are necessary or prudent for the successful operations and maintenance of the entire golf and restaurant enterprise.

The Operating Plan must correspond to the costs of managing, operating and maintaining the Paradise Valley and Rancho Solano Golf enterprise identified in the Contractor’s cost proposal.

Appendix C – General Requirements - Business Plan

The highest ranked Contractor(s) will be required to prepare a Year One Draft Business Plan subject to the City’s approval. The Business Plan must include but is not limited to the proposed business overview, analysis of competitive golf courses, customer analysis, operations and management team, financial analysis and forecast, marketing, sales, promotion, advertising, and golf development programs. The Plan will also provide for the strategic details for conducting business in the first year of operations. Note: the selected Contractor(s) are required to update the Business Plan annually.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
21 The Business Plan must be distinguished from the Operational Plan, in that the business plan would focus on the business strategy, data necessary to show appropriateness of the golf and restaurant operations in achieving the City’s goals for a successful enterprise.

The Business Plan must correspond to the costs of operating and maintaining both properties in the Contractor’s cost proposal. At a minimum the plan shall include the following main topics:

o Golf Course Basic Standards of Operation
 Golf Course and Grounds Maintenance Plan
 Golf Course and Grounds Maintenance Equipment Needs
 Control of Play and Golf Marshals
 Pro Shop Services and Merchandise
 Staffing Model
o Restaurant/Banquet Operations
 Food Service Program
 Equipment and Facility Maintenance Plan
 Staffing Model
o Recommended Golf and Restaurant Capital Improvements (Note: the city is responsible for all major capital improvements and under no obligation to the Contractor to provide for these improvements)
o Marketing and Promotion Plan
o License and Permits
o Performance Measures (Accountability and Incentives)

Cost Proposal:

Provide a monthly fixed management fee to perform the Scope of Services to the highest level of service.

Brief description of pro forma operating costs, debt services and revenue projections.

Estimate the probable annual cost to the city for the services identified within this RFQ.

Example:

Golf operating expenses including all labor, cart lease, supplies, internet/Wi-Fi services, professional services and other leases or expenses necessary for the operations, excluding the management monthly fixed management fee, web site development and hosting, brochures and media and marketing expenses.

Golf Pro Shop estimated annual cost to stock goods to be sold.

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Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
22 Restaurant and banquet rooms expenses including labor, variable expenses for food supplies, janitorial services, leases for materials and supplies, utilities, internet/Wi-Fi services and minor building maintenance, web site development and hosting, brochures and media and marketing expenses.

Golf Course and grounds maintenance expenses including labor, utilities, repair, materials, supplies and equipment.

Tournaments and Special Events.

One-time operating costs (start-up costs).

Any other additional annual costs to the City not yet identified in the RFQ but necessary for providing high-quality service to the golf community, excluding major capital expenses.

The Contractor shall demonstrate in the cost proposal its interest and ability in providing economical options that also provide for stable operations and maintenance.

The City appreciates options for finding alternatives that are frugal and also provide for the Contractor to meet or exceed the requirements of the Scope of Services to provide high-quality service to the community.

Appendix D – General Information - Current Operation and Financial Summaries

GOLF
Since 2003, and through a management agreement, the City has contracted with KemperSports, Inc. for the operation and maintenance of golf courses and related facilities. The current agreement outlines the basic service obligations and comprehensive operating responsibilities. Compensation consists of both a Fixed Management Fee and Incentive Management Fee for services. A copy of the contract and the respective eight (8) amendments are available on the RFQ webpage. www.fairfield.ca.gov/rfp The 3 year average rounds proceeding COVID was approximately 45,000 per course, and 3 year average COVID to current is about 60,000 rounds per year per course.

FOOD/BEVERAGE
Since 2009, the City has held a lease and management agreement with Sports Restaurant of Fairfield Inc/Sports Restaurant of Rancho Solano, Inc. (collectively referred to as SRI) to provide Packet Page 276 of 860Attachment 2 Page 22 of 23

Request for Qualifications for the Provision of Golf Course Marketing, Management, Maintenance, Golf Course Operations, and Food/Beverage/Banquet Facilities for Paradise Valley and Rancho Solano Golf Course Properties
23 restaurant, food and beverage, and banquet services at both golf courses. The current lease agreement outlines minimum operating services and reporting obligations and details rent payment, which have been modified through Amendment. A copy of the lease agreement and respective six (6) Amendments can be found on the RFQ webpage. www.fairfield.ca.gov/rfp The bond debt service will be paid off in full June 2023. However, the City has updated its cost allocation plan which increases appropriated cost to the enterprise fund. In addition, the City is currently in a comprehensive review and update of LLMDs and both courses will be required to contribute which will increase cost to both course’s operation. The net offset results in a minimal positive cash balance.

NEW MANAGEMENT AGREEMENT
It is the City’s preference to enter into a management service agreement with a single operator (Contractor) to better ensure continuity in customer service levels, to increase the effectiveness of overall management, and to maximize revenue generation to support deferred maintenance, capital improvement, and modernization needs at both facilities. However, the City will consider separating the management services agreements to allow independent restaurant/food and beverage/banquet service providers to respond. Therefore, the City is requesting all interested parties submit responsive proposals to this RFQ to allow for an evaluation to be conducted to determine the most optimal partnership(s) to accomplish this goal.

Should a single-operator be selected, the negotiated final agreement will be substantially modified from either of the current contracts and reflect specificity to the respective scope of service requirements for golf and food and beverage management. In addition, it is the City’s goal to optimize the agreement to strengthen ability to address deferred maintenance and allow for increased capital improvement reinvestment.

Neither the City nor Solano County restrict the number of liquor license within the County).

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CITY OF FAIRFIELD
RESOLUTION NO. 2022-330

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING THE SIXTH

AMENDMENT TO LEASE AND MANAGEMENT AGREEMENT WITH SPORTS RESTAURANT

INCORPORATED (SRI) FOR RESTAURANT OPERATIONS
WHEREAS, the City owns certain properties commonly referred to as the Paradise Valley Golf Course and the Rancho Solano Golf Course (together, the "Golf Courses") and are improved with several buildings and other improvements, including restaurants, bars, banquet facilities, and other improvements; and
WHEREAS, pursuant to that certain Lease and Management Agreement, dated as of January 1, 2009 (the "Management Agreement"), the City has leased a portion of the Golf Courses to Lessee such portion being the "Facilities") for food and beverage service; and WHEREAS, there have been five previous amendments to said Management Agreement; and WHEREAS, the City wishes to amend the contract to extend the current contract term through December 31, 2023; and
WHEREAS, the City recommends reinstating performance measures and rent percentage temporarily reduced due to the COVID-19 pandemic; and
WHEREAS, the parties wish to renegotiate banquet sales revenue sharing.

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

Section 1. The Sixth Amendment to Lease and Management Agreement for Restaurant Operations is hereby approved.

Section 2. The city manager is authorized and directed to execute the Sixth Amendment, substantially in the form attached, and to do all things necessary to implement this Resolution and Sixth Amendment.

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RES. NO. 2022-330

Page 2 ends

Fairfield City CouncilAugust 15, 2023

Fairfield City Council
August 15, 2023