10 (3) the prime contractor retains all power to accept or exclude individual employees from work on the project; and (4) the prime contractor remains ultimately responsible for the payment of predetermined minimum wages, the
submission of payrolls, statements of compliance and all other Federal regulatory requirements.
b. "Specialty Items" shall be construed to be limited to work that requires highly specialized knowledge, abilities, or equipment not ordinarily available in the type of contracting organizations qualified and expected to bid or propose on the contract as a whole and in general are to be limited to minor components of the overall contract. 23 CFR 635.102.
2. Pursuant to 23 CFR 635.116(a), the contract amount upon which the requirements set forth in paragraph (1) of Section VI is computed includes the cost of material and manufactured products which are to be purchased or produced by the
contractor under the contract provisions.
3. Pursuant to 23 CFR 635.116(c), the contractor shall furnish (a) a competent superintendent or supervisor who is employed by the firm, has full authority to direct performance of the work in accordance with the contract requirements, and is in charge of all construction operations (regardless of who performs the work) and (b) such other of its own organizational resources (supervision, management, and engineering services) as the contracting officer determines is necessary to assure the performance of the contract.
4. No portion of the contract shall be sublet, assigned or otherwise disposed of except with the written consent of the contracting officer, or authorized representative, and such consent when given shall not be construed to relieve the contractor of any responsibility for the fulfillment of the contract. Written consent will be given only after the contracting agency has assured that each subcontract is evidenced in writing and that it contains all pertinent provisions and requirements of the prime contract. (based on long- standing interpretation of 23 CFR 635.116).
5. The 30-percent self-performance requirement of paragraph (1) is not applicable to design-build contracts; however, contracting agencies may establish their own self-performance requirements. 23 CFR 635.116(d).
VII. SAFETY: ACCIDENT PREVENTION
This provision is applicable to all Federal-aid construction contracts and to all related subcontracts.
1. In the performance of this contract the contractor shall comply with all applicable Federal, State, and local laws governing safety, health, and sanitation (23 CFR Part 635).
The contractor shall provide all safeguards, safety devices and protective equipment and take any other needed actions as it determines, or as the contracting officer may determine, to be reasonably necessary to protect the life and health of
employees on the job and the safety of the public and to protect property in connection with the performance of the work covered by the contract. 23 CFR 635.108.
2. It is a condition of this contract, and shall be made a condition of each subcontract, which the contractor enters into pursuant to this contract, that the contractor and any
subcontractor shall not permit any employee, in performance of the contract, to work in surroundings or under conditions which are unsanitary, hazardous or dangerous to his/her health or safety, as determined under construction safety and health standards (29 CFR Part 1926) promulgated by the
Secretary of Labor, in accordance with Section 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3704). 29 CFR 1926.10.
3. Pursuant to 29 CFR 1926.3, it is a condition of this contract that the Secretary of Labor or authorized representative thereof, shall have right of entry to any site of contract performance to inspect or investigate the matter of compliance with the construction safety and health standards and to carry out the duties of the Secretary under Section 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3704).
VIII. FALSE STATEMENTS CONCERNING HIGHWAY
PROJECTS
This provision is applicable to all Federal-aid construction contracts and to all related subcontracts.
In order to assure high quality and durable construction in conformity with approved plans and specifications and a high degree of reliability on statements and representations made by engineers, contractors, suppliers, and workers on Federal- aid highway projects, it is essential that all persons concerned with the project perform their functions as carefully, thoroughly, and honestly as possible. Willful falsification, distortion, or misrepresentation with respect to any facts related to the project is a violation of Federal law. To prevent any
misunderstanding regarding the seriousness of these and similar acts, Form FHWA-1022 shall be posted on each
Federal-aid highway project (23 CFR Part 635) in one or more places where it is readily available to all persons concerned with the project:
18 U.S.C. 1020 reads as follows:
"Whoever, being an officer, agent, or employee of the United States, or of any State or Territory, or whoever, whether a person, association, firm, or corporation, knowingly makes any false statement, false representation, or false report as to the character, quality, quantity, or cost of the material used or to be used, or the quantity or quality of the work performed or to be performed, or the cost thereof in connection with the submission of plans, maps, specifications, contracts, or costs of construction on any highway or related project submitted for approval to the Secretary of Transportation; or
Whoever knowingly makes any false statement, false
representation, false report or false claim with respect to the character, quality, quantity, or cost of any work performed or to be performed, or materials furnished or to be furnished, in connection with the construction of any highway or related project approved by the Secretary of Transportation; or
Whoever knowingly makes any false statement or false
representation as to material fact in any statement, certificate, or report submitted pursuant to provisions of the Federal-aid Roads Act approved July 11, 1916, (39 Stat. 355), as
amended and supplemented;
Shall be fined under this title or imprisoned not more than 5 years or both."
11 IX. IMPLEMENTATION OF CLEAN AIR ACT AND FEDERAL
WATER POLLUTION CONTROL ACT (42 U.S.C. 7606; 2
CFR 200.88; EO 11738)
This provision is applicable to all Federal-aid construction contracts in excess of $150,000 and to all related
subcontracts. 48 CFR 2.101; 2 CFR 200.327.
By submission of this bid/proposal or the execution of this contract or subcontract, as appropriate, the bidder, proposer, Federal-aid construction contractor, subcontractor, supplier, or vendor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act, as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal Highway Administration and the Regional Office of the Environmental Protection Agency. 2 CFR Part 200, Appendix II.
The contractor agrees to include or cause to be included the requirements of this Section in every subcontract, and further agrees to take such action as the contracting agency may direct as a means of enforcing such requirements. 2 CFR 200.327.
X. CERTIFICATION REGARDING DEBARMENT,
SUSPENSION, INELIGIBILITY AND VOLUNTARY
EXCLUSION
This provision is applicable to all Federal-aid construction contracts, design-build contracts, subcontracts, lower-tier subcontracts, purchase orders, lease agreements, consultant contracts or any other covered transaction requiring FHWA approval or that is estimated to cost $25,000 or more – as defined in 2 CFR Parts 180 and 1200. 2 CFR 180.220 and 1200.220.
1. Instructions for Certification – First Tier Participants:
a. By signing and submitting this proposal, the prospective first tier participant is providing the certification set out below.
b. The inability of a person to provide the certification set out below will not necessarily result in denial of participation in this covered transaction. The prospective first tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective first tier participant to furnish a certification or an explanation shall disqualify such a person from participation in this transaction. 2 CFR 180.320.
c. The certification in this clause is a material representation of fact upon which reliance was placed when the contracting agency determined to enter into this transaction. If it is later determined that the prospective participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the contracting agency may terminate this transaction for cause of default. 2 CFR 180.325.
d. The prospective first tier participant shall provide immediate written notice to the contracting agency to whom this proposal is submitted if any time the prospective first tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed
circumstances. 2 CFR 180.345 and 180.350.
e. The terms "covered transaction," "debarred,"
"suspended," "ineligible," "participant," "person," "principal," and "voluntarily excluded," as used in this clause, are defined in 2 CFR Parts 180, Subpart I, 180.900-180.1020, and 1200. “First Tier Covered Transactions” refers to any covered transaction between a recipient or subrecipient of Federal funds and a participant (such as the prime or general contract). “Lower Tier Covered Transactions” refers to any covered transaction under a First Tier Covered Transaction (such as subcontracts). “First Tier Participant” refers to the participant who has entered into a covered transaction with a recipient or subrecipient of Federal funds (such as the prime or general contractor). “Lower Tier Participant” refers any participant who has entered into a covered transaction with a First Tier Participant or other Lower Tier Participants (such as
subcontractors and suppliers).
f. The prospective first tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred,
suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction. 2 CFR 180.330.
g. The prospective first tier participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions," provided by the department or contracting agency, entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions exceeding the $25,000 threshold. 2 CFR 180.220 and 180.300.
h. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. 2 CFR 180.300; 180.320, and 180.325. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. 2 CFR 180.335. To verify the eligibility of its principals, as well as the eligibility of any lower tier prospective participants, each participant may, but is not required to, check the System for Award Management website (https://www.sam.gov/). 2 CFR 180.300, 180.320, and 180.325.
i. Nothing contained in the foregoing shall be construed to require the establishment of a system of records in order to render in good faith the certification required by this clause.
The knowledge and information of the prospective participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
j. Except for transactions authorized under paragraph (f) of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default. 2 CFR 180.325.
* * * * *
12 2. Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion – First Tier
Participants:
a. The prospective first tier participant certifies to the best of its knowledge and belief, that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal
department or agency, 2 CFR 180.335;.
(2) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property, 2 CFR 180.800;
(3) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (a)(2) of this certification, 2 CFR 180.700 and 180.800; and
(4) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default. 2 CFR 180.335(d).
(5) Are not a corporation that has been convicted of a felony violation under any Federal law
within the two-year period
preceding this proposal (USDOT Order 4200.6 implementing appropriations act requirements); and
(6) Are not a corporation with any unpaid Federal tax liability that has been assessed, for which all judicial and
administrative remedies have been exhausted, or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability (USDOT Order 4200.6 implementing appropriations act requirements).
b. Where the prospective participant is unable to certify to any of the statements in this certification, such prospective participant should attach an explanation to this proposal. 2 CFR 180.335 and 180.340.
* * * * *
3. Instructions for Certification - Lower Tier Participants:
(Applicable to all subcontracts, purchase orders, and other lower tier transactions requiring prior FHWA approval or estimated to cost $25,000 or more - 2 CFR Parts 180 and 1200). 2 CFR 180.220 and 1200.220.
a. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below.
b. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous
certification, in addition to other remedies available to the Federal Government, the department, or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
c. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous by reason of changed circumstances. 2 CFR 180.365.
d. The terms "covered transaction," "debarred,"
"suspended," "ineligible," "participant," "person," "principal," and "voluntarily excluded," as used in this clause, are defined in 2 CFR Parts 180, Subpart I, 180.900 – 180.1020, and 1200.
You may contact the person to which this proposal is
submitted for assistance in obtaining a copy of those
regulations. “First Tier Covered Transactions” refers to any covered transaction between a recipient or subrecipient of Federal funds and a participant (such as the prime or general contract). “Lower Tier Covered Transactions” refers to any covered transaction under a First Tier Covered Transaction (such as subcontracts). “First Tier Participant” refers to the participant who has entered into a covered transaction with a recipient or subrecipient of Federal funds (such as the prime or general contractor). “Lower Tier Participant” refers any participant who has entered into a covered transaction with a First Tier Participant or other Lower Tier Participants (such as subcontractors and suppliers).
e. The prospective lower tier participant agrees by
submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this
transaction originated. 2 CFR 1200.220 and 1200.332.
f. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions exceeding the $25,000 threshold. 2 CFR 180.220 and 1200.220.
g. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any lower tier prospective participants, each participant may, but is not required to, check the System for Award Management website (https://www.sam.gov/), which is compiled by the General Services Administration. 2 CFR 180.300, 180.320, 180.330, and 180.335.
h. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
i. Except for transactions authorized under paragraph e of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily
13 excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 2 CFR 180.325.
* * * * *
4. Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion--Lower Tier
Participants:
a. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals:
(1) is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal
department or agency, 2 CFR 180.355;
(2) is a corporation that has been convicted of a felony violation under any Federal law within the two-year period preceding this proposal (USDOT Order 4200.6 implementing appropriations act requirements); and
(3) is a corporation with any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted, or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability. (USDOT Order 4200.6 implementing appropriations act
requirements)
b. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant should attach an explanation to this proposal.
* * * * *
XI. CERTIFICATION REGARDING USE OF CONTRACT
FUNDS FOR LOBBYING
This provision is applicable to all Federal-aid construction contracts and to all related subcontracts which exceed
$100,000. 49 CFR Part 20, App. A.
1. The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that:
a. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or
cooperative agreement.
b. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions.
2. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
3. The prospective participant also agrees by submitting its bid or proposal that the participant shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such
recipients shall certify and disclose accordingly.
XII. USE OF UNITED STATES-FLAG VESSELS:
This provision is applicable to all Federal-aid construction contracts, design-build contracts, subcontracts, lower-tier subcontracts, purchase orders, lease agreements, or any other covered transaction. 46 CFR Part 381.
This requirement applies to material or equipment that is acquired for a specific Federal-aid highway project. 46 CFR 381.7. It is not applicable to goods or materials that come into inventories independent of an FHWA funded-contract.
When oceanic shipments (or shipments across the Great
Lakes) are necessary for materials or equipment acquired for a specific Federal-aid construction project, the bidder, proposer, contractor, subcontractor, or vendor agrees:
1. To utilize privately owned United States-flag commercial vessels to ship at least 50 percent of the gross tonnage (computed separately for dry bulk carriers, dry cargo liners, and tankers) involved, whenever shipping any equipment, material, or commodities pursuant to this contract, to the extent such vessels are available at fair and reasonable rates for United States-flag commercial vessels. 46 CFR 381.7.
2. To furnish within 20 days following the date of loading for shipments originating within the United States or within 30 working days following the date of loading for shipments originating outside the United States, a legible copy of a rated, ‘on-board’ commercial ocean bill-of-lading in English for each shipment of cargo described in paragraph (b)(1) of this section to both the Contracting Officer (through the prime contractor in the case of subcontractor bills-of-lading) and to the Office of Cargo and Commercial Sealift (MAR-620), Maritime
Administration, Washington, DC 20590. (MARAD requires
copies of the ocean carrier's (master) bills of lading, certified onboard, dated, with rates and charges. These bills of lading may contain business sensitive information and therefore may be submitted directly to MARAD by the Ocean Transportation Intermediary on behalf of the contractor). 46 CFR 381.7.
14 ATTACHMENT A - EMPLOYMENT AND MATERIALS
PREFERENCE FOR APPALACHIAN DEVELOPMENT
HIGHWAY SYSTEM OR APPALACHIAN LOCAL ACCESS
ROAD CONTRACTS (23 CFR 633, Subpart B, Appendix B)
This provision is applicable to all Federal-aid projects funded under the Appalachian Regional Development Act of 1965.
1. During the performance of this contract, the contractor undertaking to do work which is, or reasonably may be, done as on-site work, shall give preference to qualified persons who regularly reside in the labor area as designated by the DOL wherein the contract work is situated, or the subregion, or the Appalachian counties of the State wherein the contract work is situated, except:
a. To the extent that qualified persons regularly residing in the area are not available.
b. For the reasonable needs of the contractor to employ supervisory or specially experienced personnel necessary to assure an efficient execution of the contract work.
c. For the obligation of the contractor to offer employment to present or former employees as the result of a lawful collective bargaining contract, provided that the number of nonresident persons employed under this subparagraph (1c) shall not exceed 20 percent of the total number of employees employed by the contractor on the contract work, except as provided in subparagraph (4) below.
2. The contractor shall place a job order with the State Employment Service indicating (a) the classifications of the laborers, mechanics and other employees required to perform the contract work, (b) the number of employees required in each classification, (c) the date on which the participant estimates such employees will be required, and (d) any other pertinent information required by the State Employment
Service to complete the job order form. The job order may be placed with the State Employment Service in writing or by telephone. If during the course of the contract work, the information submitted by the contractor in the original job order is substantially modified, the participant shall promptly notify the State Employment Service.
3. The contractor shall give full consideration to all qualified job applicants referred to him by the State Employment
Service. The contractor is not required to grant employment to any job applicants who, in his opinion, are not qualified to perform the classification of work required.
4. If, within one week following the placing of a job order by the contractor with the State Employment Service, the State Employment Service is unable to refer any qualified job applicants to the contractor, or less than the number
requested, the State Employment Service will forward a
certificate to the contractor indicating the unavailability of applicants. Such certificate shall be made a part of the contractor's permanent project records. Upon receipt of this certificate, the contractor may employ persons who do not normally reside in the labor area to fill positions covered by the certificate, notwithstanding the provisions of subparagraph (1c) above.
5. The provisions of 23 CFR 633.207(e) allow the
contracting agency to provide a contractual preference for the use of mineral resource materials native to the Appalachian region.
6. The contractor shall include the provisions of Sections 1 through 4 of this Attachment A in every subcontract for work which is, or reasonably may be, done as on-site work.
Agenda Item No: K.4
AGENDA REPORT
DATE: September 1, 2026
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 202 6-183 HD Second Amendment to the City Data Services Professional Services Agreement
Approving the Second Amendment to the City Data Services Professional Services Agreement and Authorizing the City Manager to Execute Any and All Documents, Contracts, and Memorandum of Understanding
Funding Source: $87,764; CDBG Low-Mod Funds
Contact: LaTanya Terrones, (707) 428-7454
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The original agreement was approved by the City Council in 2018 by Resolution 2018-235 and authorized the City's long -term use of the software through a lifetime software license with ongoing maintenance and support services. The software ensures the City's timely reporting and monitoring of subrecipients in accordance w ith the U.S. Department of Housing and Urban Development (HUD) regulations. Amendment No. 2 to the City Data Services Agreement is required to complete necessary system upgrades that will maintain the functionality, security, compatibility, and vendor supp ort of the City's software. Because the cumulative value of the agreement now exceeds the city manager's current contract execution authority, council approval is required.
DISCUSSION
The council approved the original City Data Services Agreement in 2018. The agreement expressly provides the City with a lifetime software license and includes ongoing annual maintenance and support services, demonstrating the City's intent to utilize the software over the long term.
The agreement history is summarized below:
Agreement Amount
Original Agreement (09/26/2018) $39,300
Amendment No. 1 (02/24/24) $1,800
Costs from 2018 to Present (8 YEARS): $148,200
Proposed Amendment No. 2 $87,764
Total Contract Amount $235,964
The original agreement included a one-time implementation fee of $24,000 and an initial annual maintenance and support fee of $15,300. Since implementation, the City has continued to pay annual maintenance costs to maintain vendor support and software functionality. From 2018 through 2025, the City paid approximately $124,200 in annual maintenance fees, including the $1,800 approved under Amendment No. 1 dated February 24, 2024.
Amendment No. 2 provides for the required system upgrades and extends the agreement for an additional three -year term through June 30, 2029, to ensure the software's continued functionality, security, compatibility, annual maintenance, techn ical support, software updates, and continued vendor support. These services and upgrades were not specifically identified in the original agreement but are consistent with the City's continued use of the software under the lifetime software license approved by the council.
At the time the original agreement was approved in 2018, the council authorized the City's long- term use of the software through the lifetime software license and the associated ongoing maintenance and support services.
The original agreement was approved by the council to ensure the City's timely reporting and monitoring of subrecipients in accordance with HUD regulations. Amendment No. 2 is presented as a continuation of that council-approved agreement rather than a new procurement or a change in the City's original authorization. The amendment extends the term of the existing agreement through June 30, 2029, while continuing the maintenance and support services necessary to preserve the City's investment in the software.
FINANCIAL IMPACT
Approval of Amendment No. 2 will increase the total agreement amount by $87,764 and establish a fixed three-year term through June 30, 2029. The City will initially implement the Public Services module, with the option to add the Multifamily and Lo an modules during the agreement term.
This phased approach allows staff adequate time to transition to the additional modules while ensuring funding is available should the City elect to implement them. The agreement amount includes applicable implementation and annual service fees for the three -year term, including a 3% annual adjustment to service fees. Funding is available within the department’s approved
budget and will be provided through Community Development Block Grant (CDBG) and Low- and Moderate-Income Housing (Low-Mod) funds.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to approve the resolution to amend the City Data Services Professional Services Agreement. However, this decision could result in the City being unable to complete the system upgrades necessary to maintain the software's functionality, security, compatibility, and vendor support. Without these upgrades, the City's software may become increasingly vulnerable to security risks and become ineligible for continued vendor maintenance and technical support. Declining the amendment could also result in delay in processing the vendor’s invoices, which may affect the City's standing with the vendor and its ability to secure timely support going forward.
COORDINATED WITH
N/A
STAFF CONTACT
LaTanya Terrones, Interim Housing Director
(707) 428-7454
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Amendment No. 2
Attachment 4: Exhibit A- Updated Fee Position
Attachment 5: Resolution No. 2018-235
Attachment 6: Original Contract
Attachment 7: Amendment No. 1
CITY OF FAIRFIELD
RESOLUTION NO. 2026-183
APPROVING THE SECOND AMENDMENT TO THE CITY DATA SERVICES PROFESSIONAL
SERVICES AGREEMENT AND AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AND ALL
DOCUMENTS, CONTRACTS, AND MEMORANDUM OF UNDERSTANDING
WHEREAS, on September 26, 2018, the City Council adopted Resolution No. 2018-235, approving the original Professional Services Agreement with City Data Services (the “Agreement”) in the amount of $39,300, which provided the City with a lifetime software license and ongoing annual maintenance and support services; and
WHEREAS, the Agreement reflected the council’s intent that the City utilize the software over the long term, including the ongoing maintenance and support services necessary to preserve that use; and
WHEREAS, on February 24, 2024, Amendment No. 1 to the Agreement was approved to increase the contract amount by $1,800; and
WHEREAS, from 2018 through 2025, the City has paid approximately $148,200 under the Agreement, consisting of the one -time implementation fee, ongoing annual maintenance and support fees, and Amendment No. 1; and
WHEREAS, Amendment No. 2 to the Agreement is necessary to complete system upgrades required to maintain the functionality, security, compatibility, and vendor support of the City’s software, and to extend the term of the Agreement for an additional three years, through June 30, 2029, at a cost of $87,764; and
WHEREAS, approval of Amendment No. 2 will bring the cumulative value of the Agreement to $235,964, which exceeds the city manager’s current contract execution authority, and council approval is therefore required; and
WHEREAS, because the original Agreement was approved by the council and contemplated the City’s continued investment in maintaining and supporting the software throughout its useful life, Amendment No. 2 is presented as a continuation of that Council-approved Agreement rather than a new procurement; and
WHEREAS, funding for Amendment No. 2 is available within the Department’s approved budget and will be provided through Community Development Block Grant (CDBG) and Low - and Moderate-Income (Low-Mod) funds.
RES. NO. 2026-183
NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES Section 1. The foregoing recitals are true and correct and are incorporated here in by this reference.
Section 2. The council hereby approves Amendment No. 2 to the City Data Services Professional Services Agreement, in the amount of $87,764, extending the term of the Agreement through June 30, 2029.
Section 3. The city manager is hereby authorized to execute Amendment No. 2 and any and all documents, contracts, and memoranda of understanding necessary or appropriate to implement this Resolution and carry out its intent, subject to approval as to form by the city attorney.
PASSED AND ADOPTED this 1st day of September 2026, by the following vote:
AYES: MEMBERS: VACCARO/BERTANI/CARR/PANDURO / TONNESEN/ SANDHU / WILLIAMS
NOES: MEMBERS:
ABSENT: MEMBERS:
ABSTAIN: MEMBERS:
______________________________________________________
MAYOR
ATTEST:
____________________________
CITY CLERK
1 Revised July 2022
Amendment 2
To Legal Services Agreement
Between
City of Fairfield
and
City Data Services LLC
This Amendment No.2, made by and entered into as of the _____ day of September, 2026, by and between the CITY of FAIRFIELD, a municipal corporation (hereinafter “CITY”), AND City Data Services LLC, (hereinafter “ATTORNEYS”), for the purpose of offering data management services (hereinafter “AGREEMENT”) dated September 26, 2018, between the parties. This Amendment does not take effect until signed by both parties.
The revisions to the AGREEMENT are limited to those specific below. All other provisions of the AGREEMENT remain in effect as set forth in Exhibit “A”.
The AGREEMENT is amended as follows:
• Term of Agreement: Amend the contract term from automatic renewal to a fixed three (3) year term, effective upon execution , through June 30, 2029, unless otherwise terminated in accordance with the contract terms.
• Renewal Provision : Remove the automatic renewal clause in its entirety. Any renewal or extension beyond June 30, 2029, must be mutually agreed upon in writing by both parties. • Scope of Services / Modules: The amended agreement shall include services for a total of one (1) module, consisting of: (1) Public Services
• Optional Additional Modules: The amended agreement shall include a provision for the optional addition of a total of two (2) modules, consisting of: (1) multi-family, and (2) Loans to be added at any time.
• Base Annual Service Fee : Effective upon execution, the annual contract price for the Public Services module shall be Seven Thousand Eight Hundred Fifty Dollars ($7,850) for the first year of the amended term. As additional modules are added, the base annual service fee shall increase as detailed in the attached Updated Fee Position document. • Annual Price Adjustment: Beginning on each anniversary of July 1, 2026, during the contract term, the annual service fee shall increase by a fixed rate of three percent (3%) over the previous year’s annual fee, as further detailed in the attached Updated Fee Position document. • One-Time Setup Fee: A one-time setup and implementation fee of Two Thousand Five Hundred Dollars ($2,500.00) shall be assessed upon execution of this amendment for the integration, configuration, and activation of the Public Services module and invoiced separately from annual service fees.
• One-Time Setup Fee for Additional Modules - Multifamily: A one-time setup and implementation fee of Five Thousand Dollars ($5,000.00) shall be assessed upon the addition of the Multifamily module for the integration, configuration, and activation of the Multifamily module and invoiced separately from annual service fees.
• One-Time Setup Fee for Additional Modules - Loans: A one-time setup and implementation fee of Five Thousand Dollars ($5,000.00) shall be assessed upon the addition of the Loan module for
2 Revised July 2022
the integration, configuration, and activation of the Loan module and invoiced separately from annual service fees.
• SOC 2 Compliance Commitment: CDS acknowledges that it is actively engaged in completing its SOC 2 audit process and agrees to use commercially reasonable efforts to obtain and provide the City with a completed SOC 2 report no later than June 30.202 7, which shall be delivered prior to any future contract renewal, extension, or renegotiation. • Fee Schedule Reference : The attached Updated Fee Position (Exhibit A) document is hereby incorporated by reference into this amendment and shall serve as the governing schedule for applicable pricing, fee adjustments, and module-related costs. • Payment Terms: The one-time setup fee and annual service fees shall be payable pursuant to the payment terms outlined in the original agreement unless otherwise amended herein.
Except as specifically set forth herein, all terms and conditions of the AGREEMENT shall remain in full force and effect.
In Witness whereof, the parties, through their authorized representatives, have affixed their signatures.
CITY OF FAIRFIELD
a municipal corporation (CITY)
By
David Gassaway, City Manager
City Data Services LLC
By
City of Fairfield - Updated Fee Position
Contract Renewal for FY27-FY29 | As of 06 August 2026 This document summarises the latest fee position for the City of Fairfield's CDS 2.0 contract for the FY27–FY29
term,
reflecting
recent
discussions
with
the
City
and
adjustments
to
the
discount
structure.
All
other
terms
previously
circulated
remain
as
proposed
and
are
not
restated
here.
The City is proceeding with one module under the renewal: Public Services. The City is adding the following
modules
as
optional,
to
be
added
to
the
contract
at
any
time:
Multi-Family
Housing
and
Loans.
1. Annual Service Fee (FY27–FY29, CDS 2.0)
An annual service fee is required to maintain all programs on CDS 2.0 through 30 June 2029. The fee is fixed
for
each
fiscal
year
and
will
not
increase
due
to
growth
in
users,
training,
programs,
or
projects.
The
annual
service
fee
covers
routine
maintenance,
standard
updates,
system
support,
and
development
of
core
reports
and
features
as
defined
in
the
Scope
of
Services.
Module FY 26/27 List Price Long Tenure Discount
Preferred Client Rate
Public Services $12,500 -$4,650 $7,850
Total Annual Fee $12,500 -$4,650 $7,850
2. One-Time Migration & Setup Fee
Migration to the CDS 2.0 platform shall be subject to a one-time professional services fee per module, covering
migration
of
historical
data,
configuration,
customisation,
and
onboarding
activities
necessary
to
transition
each
module
from
the
legacy
system.
Migration
fees
shall
be
payable
at
the
initiation
of
migration
services
for
each
module.
What is included • Discovery and scoping sessions with City staff to define workflows, forms, reports, and access requirements
• Configuration and customisation of CDS 2.0 to meet the City's program needs • Migration of historical data from the legacy CDS system, with validation and reconciliation • Import of additional data the City currently holds in offline systems • Training for City staff on the new system's use and administration • A training session for external subrecipients or contractors, delivered via webinar Module-specific note
For Public Services, the one-time fee covers standard migration of active program data, configuration of CDS
2.0 to
reflect
current
workflows,
and
onboarding
of
City
staff
and
subrecipients.
Module FY 26/27 List Price Long Tenure Discount
Preferred Client Rate
Public Services $5,000 -$2,500 $2,500
Total One-Time Fee $5,000 -$2,500 $2,500
3. Three-Year Combined Price Schedule: Public Services Only The schedule below outlines the preferred option that guarantees the City the best pricing for the full 3-year
contract.
The
annual
fee
is
indexed
at
a
fixed
3%
from
FY28
onward.
Fiscal Year Base Fee (Pre-CPI) Annual Fee (incl. 3% fixed indexation) FY27 $7,850 $7,850
FY28 $7,850 $8,086
FY29 $7,850 $8,329
FY27–29 License Fee Subtotal $24,265
FY27 Public Services Migration $2,500
Total Contract Value $26,765
4. Additional Optional Modules
Following the City's feedback on annual fees, the long-tenure discount applied to the Multi-Family and Loans
modules
has
been
increased
to
45%
of
list
price.
As
a
gesture
of
appreciation,
City
Data
Services
is
committed
to
holding
this
preferred
client
rate
for
the
City
of
Fairfield
for
the
length
of
the
FY27–FY29
contract
term.
The
City
of
Fairfield
can
choose
to
add
these
modules
to
this
contract
at
any
time
in
the
contract
period.
Module FY 26/27 List Price Long Tenure Discount
Preferred Client Rate
Multi-Family $17,500 -$7,875 $9,625
Loans $12,500 -$5,625 $6,875
Total Annual Fee $30,000 -$13,500 $16,500
5. One-Time Migration & Setup Fee
Migration to the CDS 2.0 platform shall be subject to a one-time professional services fee per module, covering
migration
of
historical
data,
configuration,
customisation,
and
onboarding
activities
necessary
to
transition
each
module
from
the
legacy
system.
Migration
fees
shall
be
payable
at
the
initiation
of
migration
services
for
each
module.
What is included • Discovery and scoping sessions with City staff to define workflows, forms, reports, and access requirements
• Configuration and customisation of CDS 2.0 to meet the City's program needs • Migration of historical data from the legacy CDS system, with validation and reconciliation • Import of additional data the City currently holds in offline systems • Training for City staff on the new system's use and administration • A training session for external subrecipients or contractors, delivered via webinar Module-specific note For Multi-Family and Loans, the City's existing data within the legacy CDS system will be migrated to CDS
2.0 and
retained.
However,
because
these
modules
have
not
been
in
active
use
within
the
system
for
several
years,
the
one-time
fee
also
covers
(i)
import
of
historical
records
the
City
currently
holds
in
offline
systems,
and
(ii)
system
setup
to
map
the
City's
current
Multi-Family
and
Loans
processes
—
effectively
configuring
the
modules
as
if
onboarding
from
new
while
preserving
the
previously
migrated
records.
Module FY 26/27 List Price Long Tenure Discount
Preferred Client Rate
Multi-Family $5,000 — $5,000
Loans $5,000 — $5,000
Total One-Time Fee $10,000 — $10,000
6. Three-Year Combined Price Schedule for All Three Modules The schedule below outlines the preferred option that guarantees the City the best pricing for the full 3-year
contract.
The
annual
fee
is
indexed
at
a
fixed
3%
from
FY28
onward.
Fiscal Year Base Fee (Pre-CPI) Annual Fee (incl. 3% fixed indexation) FY27 $24,350 $24,350
Fiscal Year Base Fee (Pre-CPI) Annual Fee (incl. 3% fixed indexation) FY28 $24,350 $25,081
FY29 $24,350 $25,833
FY27–29 License Fee Subtotal $75,264
FY27 Public Services Migration $2,500
FY27 Multi-Family Migration & Setup $5,000
FY27 Loans Migration & Setup $5,000
Total Contract Value for All Three Modules $87,764
CITY OF FAIRFIELD
RESOLUTION NO. 2018 - 235
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD APPROVING
SOFTWARE- AS- A- SERVICE AGREEMENT BETWEEN THE CITY OF FAIRFIELD
AND CITY DATA SERVICES FOR DATA MANAGEMENT AND MAINTENANCE
SERVICES FOR THE CITY' S FEDERAL AND STATE FUNDED PROGRAMS WHEREAS, the City receives Community Development Block Grant (CDBG) entitlement funding each year from the U.S. Department of Housing and Urban Development( HUD); and
WHEREAS, the City is responsible for the management of HOME and CaIHOME funding to support Fairfield' s affordable housing programs, including the annual monitoring of several multi- family units located throughout the City; and WHEREAS, it is important that the City follows all state and federal guidelines in monitoring and reporting requirements each quarter and year to ensure the City is in compliance with state and federal regulations; and
WHEREAS, regulatory errors and late reporting could risk current and future funding, resulting in the loss of vital housing and neighborhood revitalization programs for Fairfield residents; and
WHEREAS, Integrating the City's CDBG, single- and multi-family funded programs into City Data Services data management maintenance services will improve efficiency in the administration of these programs, thereby improving timeliness and accuracy in reporting and monitoring requirements.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:
Section 1. The city manager is hereby authorized to purchase the software and maintenance services from City Data Services for data management of federal and state funded community support programs.
Section 2. The city manager is hereby authorized to enter into the attached contract for installation and reoccurring annual maintenance for the life of the software in the amount of$ 24, 000 for system setup and $ 15, 300 for annual maintenance.
M
RES. NO. 2018 - 235
PASSED AND ADOPTED this 18th day of September, 2018, by the following vote:
AYES: COUNCILMEMBERS: Price/ Timm/ Bertani/ MoyNaccaro NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE
ABSTAIN: COUNCILMEMBERS: NONE
gatA-e. -
71:
4t. f 4.6
MAYOR
ATTEST:
CITY CLERK
Agenda Item No: K.5
AGENDA REPORT
DATE: September 1, 2026
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2026-184 CD Authorization to Amend Economic Development’s Fiscal Year 2027 Budget 2
Authorizing an Update to Fiscal Year 2026-2027 Economic Development Budget for the Revitalization & Enhancement Assistance Program (REAP) and Local/Regional Business & Partner Support Project Within Fund 551
Funding Source: $633,279; Intergovernmental Loan Fund
Contact: Nicole Benson, (707) 428-7463
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
City Council approved Resolution 2023-29 funding the Revitalization & Enhancement Assistance Program (REAP). The unused funding of $533,279, was not included in the Community Development Department’s Economic Development fiscal year (FY) 2027 budget of Intergovernmental Fund 551 and cannot be accessed to continue the program.
Community Development (CD) administered funds to pay for the Downtown Fairfield Arch renovation while awaiting reimbursement. The renovation expense was not included in FY 2025- 2026 budget. This expense was later reimbursed by the Fairfield Lions Host Club Fundraiser in the amount of $ 100,000. The reimbursement could not be utilized durin g FY 2026, as it was received at the end of the fiscal year. CD staff are requesting that the $100,000 be appropriated into FY 2027 budget.
DISCUSSION
CD maintains a balance for REAP monies in Fund 551 (intergovernmental funding). The remaining REAP funds of $533,279 were not included in the FY 2027 budget, which was approved by council Resolution 2023 -29, and currently prevents the City from utilizing the funds despite their
availability. Without an appropriation of these funds, the City cannot operate the REAP program effectively pausing revitalization and enhancement assistance efforts.
CD initially paid the associated invoices towards the renovation of the Downtown Fairfield Arch, while external fundraising efforts were underway. The Fairfield Lions Host Club conducted the fundraiser and reimbursed the city $100,000 in FY 2026; however, because the renovation was not a budgeted expense, the reimbursement could not be appropriated or used during that fiscal year. As a result, $100,000 in CD funds remained inaccessible for projects and programs. Staff are requesting that this reimbursement be added to the Intergovernmental Loan Fund 551 FY 2027 budget so the funds may be utilized to continue CD’s economic development activities for Local/Regional Business & Partner Support Project.
FINANCIAL IMPACT
The authorization is for a one -time budget adjustment for this fiscal year (FY 2026 -2027) for $633,279 from the Intergovernmental Loan Fund (Fund 551). The adjustment consists of increasing appropriations of $533,279 for REAP , and $100,000 for Local/Regional Business & Partner Support Project. No general fund money will be used.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
City Council may choose to reject the adjustment.
COORDINATED WITH
Finance Department
STAFF CONTACT
Nicole Benson, Management Analyst
(707) 428-7463
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Resolution 2023-29
CITY OF FAIRFIELD
RESOLUTION NO. 2026-184
AUTHORIZING AN UPDATE TO THE FISCAL YEAR 2026–2027 ECONOMIC DEVELOPMENT
BUDGET FOR THE REVITALIZATION & ENHANCEMENT ASSISTANCE PROGRAM (REAP) AND LOCAL/REGIONAL BUSINESS & PARTNER SUPPORT PROJECT WITHIN FUND 551
WHEREAS, the City Council previously adopted Resolution No. 2023 -29, approving funding for the Revitalization & Enhancement Assistance Program (REAP) to support economic development and revitalization efforts within the city; and
WHEREAS, the remaining unspent REAP funding in the amount of $533,279 was not included in the initial fiscal year (FY) 2026–2027 (FY 2027) budget for Intergovernmental Fund 551; and
WHEREAS, the Community Development Department administered funding for the renovat ion of the Downtown Fairfield Arch, which was not included in the FY 2025–2026 (FY 2026) adopted budget for economic development activities; and
WHEREAS, the Fairfield Lions Host Club subsequently reimbursed the city $100,000 through its Downtown Arch fundraising efforts to offset the cost of the renovation; and
WHEREAS, because the reimbursement was received at the end of FY 2026, the funds could not be appropriated or utilized during that fiscal year; and
WHEREAS, the Community Development Department requests that the reimbursed $100,000 be appropriated into the FY 2027 budget to make the funds available for future economic development activities; and
WHEREAS, a budget adjustment of $633,279 in the Intergovernmental Loan Fund (Fund 551) to increase appropriations is required to allow the city to continue REAP and Local/Regional Business & Partner Support Projects; and
WHEREAS, the revised appropriation constitu tes an update to the FY 2026 -2027 Budget approved pursuant to Resolution 2026-114.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:
Section 1. The council hereby approves a one-time budget adjustment to the FY 2026–2027 (FY 2027) Budget to appropriate $533,279 in remaining Revitalization & Enhancement Assistance Program (REAP) funding, previously authorized by Resolution No. 2023 -29, into Intergovernmental Fund (Fund 551) to continue implementation of the REAP program.
RES. NO. 2026-184
Section 2. The council hereby approves a one-time budget adjustment to the FY 2027 Budget to appropriate $100,000 in reimbursement funds received from the Fairfield Lions Host Club for the Downtown Fairfield Arch renovation into the Intergovernmental Fund (Fund 551) budget for future eligible economic development activities.
Section 3. The city manager, or designee, is hereby authorized and directed to execute all actions necessary to implement this resolution, including approving and processing the appropriate budget amendments and accounting transactions consistent with this action.
PASSED AND ADOPTED this 1st day of September 2026, by the following vote:
AYES: MEMBERS: VACCARO/BERTANI/CARR/PANDURO/SANDHU/TONNESEN/WILLIAMS NOES: MEMBERS: _________________________________________________ ABSENT: MEMBERS: _________________________________________________ ABSTAIN: MEMBERS: _________________________________________________
_________________________________________________
MAYOR
ATTEST:
___________________________
CITY CLERK
Agenda Item No: K.6
AGENDA REPORT
DATE: September 1, 2026
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2026-185 FD Fire Prevention Reorganization
Approving a Reorganization of the Fire Prevention Bureau and Amending the Fiscal Year 2026 - 2027 Fire Department Position Control
Funding Source: N/A
Contact: John Sturdee, (707) 436-7228
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The Fire Department is requesting a reorganization of the Fire Prevention Bureau to better align staffing with current operational and service delivery needs. Staff recommends eliminating the vacant fire prevention supervisor position and adding one fire inspector III/plans examiner and one fire inspector I position. The proposed reorganization will increase the Bureau's inspection and plan review capacity and will be accomplished within the Fire Department's existing budget through the reallocation of personnel funding.
DISCUSSION
The Fire Prevention Bureau currently has two fire inspectors responsible for conducting fire and life safety inspections on a variety of businesses, testing and inspecting fire protection systems such as alarms and hydrants, issu ing permits, identifying and addressing fire hazards, and providing fire prevention education to the public. Inspectors also support new development through field inspections and perform vegetation management activities during fire season. The breadth and volume of these responsibilities place significant demands on the Bureau's existing inspection staff, limiting capacity, and impacting the timeliness of services provided to residents, businesses, and the development community.
Staff recommends reorganizing the Bureau by eliminating the fire prevention supervisor position and adding one fire inspector III/plans examiner and one fire inspector I, with the fire marshal providing direct supervision of the Bureau. The proposed structure will increase field ins pection capacity, add dedicated plan review expertise, improve turnaround times and customer service, and better align staffing resources with the Bureau's current workload and operational needs.
The reorganization will be accomplished through the realloca tion of existing personnel funding and will not increase the Fire Department's overall budget.
FINANCIAL IMPACT
The proposed Fire Prevention Bureau reorganization will be accomplished within the Fire Department's existing fiscal year (FY) 2027 budget and will not require an increase in General Fund appropriations. The elimination of the Fire Prevention Supervisor po sition will provide approximately $240,179 in salary and benefit savings. The addition of one fire inspector I and one fire inspector III/plans examiner is estimated to cost $112,536 and $146,391, respectively.
To fully offset the cost of the new positions, staff also recommends eliminating $20,000 budgeted for part-time office assistant support within the Administration Division and reallocating those funds from Administration (10155100) to Fire Prevention (10155300). Collectively, these changes result in an estimated net savings of $1,252 and no increase to the Fire Department's overall FY 2026-2027 adopted budget.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The City Council may choose not to adopt the resolution, in which case the Fire Department will not have the ability to hire an additional fire inspector I.
COORDINATED WITH
Finance Department, City Manager’s Office, and Human Resources Department
STAFF CONTACT
Taylor Armour, Fire Administration Division Manager
(707) 428-7593
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
CITY OF FAIRFIELD
RESOLUTION NO. 2026-185
APPROVING A REORGANIZATION OF THE FIRE PREVENTION BUREAU AND AMENDING THE FISCAL YEAR 2026-2027 FIRE DEPARTMENT POSITION CONTROL
WHEREAS, the Fire Prevention Bureau is responsible for fire and life safety inspections, plan review and permitting, new construction inspections, fire hazard mitigation, public education, vegetation management, and other fire prevention activities; and
WHEREAS, the Fire Prevention Bureau currently has two fire inspectors responsible for carrying out a significant portion of the Bureau's inspection activities, and the breadth and volume of these responsibilities have placed increasing demands on existing inspection staff; and
WHEREAS, the Fire Department has evaluated the organizational structure and staffing needs of the Fire Prevention Bureau and identified an opportunity to realign existing resources to increase inspection capacity, provide dedicated plan revie w expertise, improve turnaround times and customer service, and better support the Bureau's operational needs; and
WHEREAS, the Fire Prevention Supervisor position is currently vacant, and the proposed reorganization will eliminate the vacant position and add one fire inspector III/plans examiner position and one fire inspector I position, with the fire marshal providing direct supervision of the Bureau; and
WHEREAS, the proposed reorganization will be accomplished within the Fire Department's fiscal year (FY) 2027 budget through the reallocation of existing personnel funding and will not require an increase in General Fund appropriations.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:
Section 1. The City Council approves the reorg anization of the Fire Prevention Bureau and amends the FY 2026-2027 adopted Fire Department Position Control by eliminating one vacant fire prevention supervisor position and adding one fire inspector III/plans examiner position and one fire inspector I position.
Section 2. The council eliminates $20,000 in funding for part-time office assistant support within the Fire Department Administration Division and authorizes the reallocation of $20,000 from Administration (10155100) to Prevention (10155300) to support the proposed reorganization.
Section 3. The council hereby authorizes the city manager or designee to take all steps necessary and proper to implement this resolution.
RES. NO. 2026-185
PASSED AND ADOPTED this 1st day of September 2026, by the following vote:
AYES: MEMBERS: VACCARO/BERTANI/CARR/PANDURO/SANDHU/TONNESEN/WILLIAMS NOES: MEMBERS: _________________________________________________ ABSENT: MEMBERS: _________________________________________________ ABSTAIN: MEMBERS: _________________________________________________
_________________________________________________
MAYOR
ATTEST:
___________________________
CITY CLERK