Fremont City Council Meeting: 07/16/24 07:00 PM
3300 Capitol Avenue Div/Dept: City Clerk's Office
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5126) DOC ID: 5126 A
Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 1
DELEGATION OF AUTHORITY TO CITY MANAGER DURING COUNCIL RECESS - Adopt a Resolution Delegating Authority to City Manager during City Council Recess, July 17, 2024 through September 2, 2024
Contact Persons:
Name: Susan Gauthier Allen DeMers
Title: City Clerk Deputy City Manager
Div/Dept: City Clerk's Office City Manager's Office
Phone: 510-284-4076 510-494-4651
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to notify the City Council of administrative matters potentially requiring action during the Council recess between July 17, 2024 and September 2, 2024. The City Council is being asked to delegate authority to the City Manager or designee to approve contracts and other administrative matters required to be approved during the City Council’s scheduled recess. Actions taken during this period will be reported out to Council at the first Council meeting following the Council recess, which is scheduled for September 3, 2024.
BACKGROUND: Fremont Municipal Code Sections 2.10.080(p) and 3.20.070(b)(2) provide procedures by which the City Council may delegate authority to the City Manager to approve contracts and other administrative matters required to be approved during the City Council’s scheduled recess. This process occurs annually in advance of each year’s Council recess. The requested actions are considered to be routine but also time-sensitive and are generally necessary to ensure the timely delivery of services. A report of actions taken will be provided to the City Council the first scheduled meeting after the recess. The following items have been identified as potentially requiring action during the recess:
1. Title: Utility Location Consultant Services
Staff Contact: Jason Liu, Associate Civil Engineer, 510-494-4793 Name of Contracting Party: TBD (Two Consultants, not yet selected) Budgeted Amount: $1,250,000 each agreement
Fund/Account Code: All task order work issued and work performed by consultants under the on-call Master Service
Agreements will be funded by projects which require
utility location consultant services.
Recommended Action: A. Authorize the City Manager or designee to execute a Master Service Agreement with Consultant 1 for
on-call utility location consultant services, in the
amount not to exceed $1,250,000 for a five-year
period.
B. Authorize the City Manager or designee to execute
a Master Service Agreement with Consultant 2 for
on-call utility location consultant services, in the
amount not to exceed $1,250,000 for a five-year
period.
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 2
2. Title: Centerville Soil Remediation Completion
Staff Contact: Jeanne Suyeishi, Principal Civil Engineer, 510-494-4728
Name of Contracting Party: TBD
Budgeted Amount: $300,000
Fund/Account Code: PWC8812, Fund 551
Recommended Action: Authorize the City Manager or designee to approve the Plans and Specifications, and accept the bid,
award and execute the construction contract
(including a 10% contingency) with the lowest
responsive and responsible bidder. Lowest
responsive and responsible bidder is TBD.
3. Title: Oracle Databases and PeopleSoft HR/Payroll System Annual Support Renewal
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Oracle America, Inc.
Budgeted Amount: $385,281.68
Fund/Account Code: 620.17020 ($169,871.48), 620.17021
($215,410.20)
Recommended Action: Authorize the City Manager or designee to execute an agreement with Oracle America, Inc., for the
annual software support and maintenance of the
databases, PeopleSoft HR/Payroll system, and User
Productivity Kit for one year and execute any
implementing documents and take any necessary
implementing actions in an amount not to exceed
$385,281.68.
4. Title: Tiburon CAD/RMS Software System Annual Software Support and Maintenance Renewal
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: CentralSquare Technologies, LLC.
Budgeted Amount: $298,707.31
Fund/Account Code: 620.17021
Recommended Action: Authorize the City Manager or designee to issue a purchase order to CentralSquare Technologies, LLC.,
in the amount of $298,707.31, to execute
implementing documents for the annual software
support and maintenance of the Tiburon CAD/RMS
software system for one year.
5. Title: Approval of annual purchase order to participate in the Minnesota NASPO ValuePoint Master Agreement
number 23026, State of California Participating
Addendum number 7-23-70-55-01, with Dell
Marketing L.P. for the purchase of computer
equipment (desktops, laptops, tablets, servers, and
storage, including related peripherals & services).
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 3
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Dell Marketing L.P.
Budgeted Amount: $700,000
Fund/Account Code: 625.93000
Recommended Action: Authorize the City Manager or designee to issue purchase orders in the amount not to exceed
$607,413 for Computer Equipment and Related
Peripherals and Services to Participate in the
Minnesota NASPO ValuePoint Master Agreement
number 23026, State of California Participating
Addendum number 7-23-70-55-01, with Dell
Marketing L.P., and execute any implementing
documents and take any necessary implementing
actions, including the option to extend up to 36
months, upon agreement by both parties.
6. Title: Approval of annual purchase order to participate in the Minnesota NASPO ValuePoint Master Agreement
number 23015, with Microsoft Corporation for the
purchase of computer equipment (desktops, laptops,
tablets, servers, and storage, including related
peripherals & services).
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Microsoft Corporation
Budgeted Amount: $150,000
Fund/Account Code: 625.93000
Recommended Action: Authorize the City Manager or designee to execute an agreement and issue purchase orders in the
amount not to exceed $250,000 for Computer
Equipment and Related Peripherals and Services to
Participate in the Minnesota NASPO ValuePoint
Master Agreement number 23015, with Microsoft
Corporation and execute any implementing
documents and take any necessary implementing
actions, including the option to extend up to 36
months, upon agreement by both parties.
7. Title: Approval to participate in the National Cooperative Purchasing Alliance (NCPA) Master Agreement 01-
164 with DLT Solutions, LLC//TD SYNNEX Public
Sector, a division of TD SYNNEX Corporation, and
issuance of annual purchase orders for Amazon Web
Service (AWS) GovCloud storage in an annual
amount not to exceed $168,000.
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: DLT//TD SYNNEX Public Sector, a division of TD SYNNEX Corporation
Budgeted Amount: $168,000
Fund/Account Code: 620.17016
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 4
Recommended Action: Authorize the City Manager or designee to participate in the National Cooperative Purchasing Alliance
(NCPA) Master Agreement 01-164 with DLT
Solutions, LLC//TD SYNNEX Public Sector, a division
of TD SYNNEX Corporation, and issue purchase
orders for Amazon Web Services (AWS) GovCloud
storage in an amount not exceeding $168,000
annually, execute any implementing documents, and
take any necessary implementing actions, including
the option to extend up to 36 months, upon
agreement by both parties.
8. Title: ESRI Small Government Enterprise Agreement
Annual Subscription Renewal
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Environmental Systems Research Institute, Inc.
Budgeted Amount: $525,300
Fund/Account Code: 620.17024
Recommended Action: Authorize the City Manager or designee to execute an agreement with Environmental Systems Research
Institute, Inc., for the annual software support and
maintenance of the ESRI Small Government
Enterprise Agreement Annual Subscription, execute
any implementing documents, and take any
necessary implementing actions, in an amount not to
exceed $525,300 for a 3-Year term.
9. Title: Purchase of Cisco Catalyst 9500 network switches Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Saitech, Inc
Budgeted Amount: $120,742.10
Fund/Account Code: 625.93000
Recommended Action: Authorize the City Manager or designee to issue a purchase order to Saitech, Inc., for $120,742.10, for
the purchase of Cisco Catalyst 9500 network
switches awarded via BID 24-028, execute any
implementing documents, and take any necessary
implementing actions.
10. Title: HaloITSM - Helpdesk and Asset Management
Solution Implementation and Annual Software
Support and Maintenance
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Partner Vantage Point LLC (PartnerVP) and Halo Service Solutions Ltd
Budgeted Amount: $533,368
Fund/Account Code: 625.93000 ($125,680 for Implementation and Year 1 of annual software support and maintenance),
Funding for the annual software support and
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 5
maintenance will be requested as part of the City’s
annual budget process ($407,688 for a 4-Year term).
Recommended Action: Authorize the City Manager or designee to execute an agreement with Partner Vantage Point LLC
(PartnerVP) and Halo Service Solutions Ltd, for the
implementation and annual software support and
maintenance of HaloITSM Solution, execute any
implementing documents, and take any necessary
implementing actions, in an amount not to exceed
$533,368 for a 5-year term.
11. Title: Booster Neighborhood Park Playground Upgrades and Replacement
Staff Contact: Connie Chao, Landscape Designer II, 510-494-4742 Name of Contracting Party: TBD
Budgeted Amount: $648,835
Fund/Account Code: PW9051-541
Recommended Action: Authorize the City Manager or designee to approve the plans and specifications for the Booster
Neighborhood Park Playground Upgrades and
Replacement Project; and accept the bid, award a
construction contract with the lowest responsive and
responsible bidder. Lowest responsive and
responsible bidder is TBD.
12. Title: Approval of Social Service Grant Agreement with Tri- City Volunteers
Staff Contact: Marisha Engineer, Management Analyst,
510-574-2087
Name of Contracting Party: Tri-City Volunteers
Budgeted Amount: $143,270
Fund/Account Code: 102.53140
Recommended Action: Authorize the City Manager or designee to enter into an agreement with Tri-City Volunteers, in an amount
not to exceed $143,270, effective July 1, 2024,
through June 30, 2025,
13. Title: Approval of Social Service Grant Agreement with Abode Services
Staff Contact: Marisha Engineer, Management Analyst,
510-574-2087
Name of Contracting Party: Abode Services
Budgeted Amount: $162,806
Fund/Account Code: 102.53140
Recommended Action: Authorize the City Manager or designee to enter into an agreement with Abode Services, in an amount not
to exceed $162,806, effective July 1,2024, through
June 30, 2025.
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 6
14. Title: Approval of Health Care Services Agency Grant for Health Promotion
Staff Contact: Karen Grimsich, Administrator Human Services Department, 510-574-2062
Name of Contracting Party: Health Care Services
Budgeted Amount: $199,245
Fund/Account Code: 104.53310
Recommended Action: Authorize the City Manager or designee to enter into an agreement with Health Care Services Agency, in
an amount not to exceed $199,245, effective July 1,
2024, through June 30, 2025.
15. Title: FY 2024/25 Task Order with Fremont Unified School District
Staff Contact: Annie Bailey, Youth and Family Services Division Administrator, 510-574-2111
Name of Contracting Party Fremont Unified School District Budgeted Amount: $48,000
Fund/Account Code: 102.53410
Recommended Action: Authorize the City Manager or designee to enter into a Task Order with Fremont Unified School District in
an amount not to exceed $48,000 for Youth and
Family Services Division to provide School-Based
Mental Health Counseling; Why Try Cognitive
Behavioral Groups as an Alternative to Suspension
Program for At-Promise (At-Risk Youth); Substance
Use Disorder Treatment Services for Adolescents at
Robertson and Kennedy High Schools; and the
Family Resource Center Division to provide Family
Support Services (Case Management) for the 2024-
2025 school year (August 14, 2024 through
May 30, 2025).
16. Title: Adolescent and Young Adult Outpatient Substance Use Disorder Treatment Services Master Contract
Amendment
Staff Contact: Annie Bailey, Youth and Family Services
Administrator, 510-574-2111
Name of Contracting Party: Alameda County Behavioral Health Care Services Budgeted Amount: $516,881 (FY 2024/25). The amendment is for a multi-year term FY 2024/25 – FY 2026/27 and a not
to exceed amount $1,550,643. The amount for FY
2024/25 is included in the adopted budget. The
amounts for FY 2025/26 and 2026/27 will be
included in the proposed budgets for those years.
Fund/Account Code: 170.53430
Recommended Action: Authorize the City Manager or designee to execute an amendment to the Master Contract with Alameda
County Behavioral Health Care Services to provide
outpatient substance use disorder treatment services
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 7
to adolescents and transitional age youth/young
adults. The term of the Amendment shall be from
July 1, 2024, through June 30, 2027.
17. Title: FY 2024/25 Task Orders with the City of Newark Staff Contact: Shawn Fong, Management Analyst II, 510-574-2033 Name of Contracting Party: City of Newark
Budgeted Amount: $315,500
Fund/Account Code: 176.53520 (Paratransit), 102.53210 (Case Management)
Recommended Action: 1. Authorize the City Manager or designee to execute a task order to the existing Joint Powers Agreement
with the City of Newark for the provision of FY
2024/25 case management services in the amount of
$5,000.
2. Authorize the City Manager or designee to execute
a task order to the existing Joint Powers Agreement
with the City of Newark for the provision of FY
2024/25 paratransit services in an amount not to
exceed $310,500.
18. Title: FY 2024/25 Memorandum of Understanding with
Alameda County Heath Regarding Medi-Cal
Reimbursement for Medi-Cal Administrative Activities
(MAA) Program
Staff Contact: Leticia Leyva, Management Analyst II, 510-574-2072 Name of Contracting Party: Alameda County Health
Budgeted Amount: $900,000
Fund/Account Code: 255.53960 (MAA)
Recommended Action: Authorize the City Manager or designee to Execute a Memorandum of Understanding with the Alameda
County Health for Fremont Human Services FY
2020/21 Medi-Cal Administrative Activities.
19. Title: Approval of FY 2024/25 Fremont Homeless Wellness Center Grant Agreement with Bay Area Community
Services
Staff Contact: Robert Lopez, CDBG Administrator, 510-574-2043 Name of Contracting Party: Bay Area Community Services (BACS) Budgeted Amount: $477,313
Fund/Account Code: 112.53022 (Homeless Housing Fund)
Recommended Action: Authorize the City Manager or designee to Execute an agreement with BACS for Fremont Homeless
Wellness Center Services for FY 2024/25 and up to
two additional years for a total of 3 service years.
20. Title: Compost Broker Services Agreement with Zero
Foodprint
Staff Contact: Allyn McAuley, Environmental Specialist II, 510-494-4576
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 8
Name of Contracting Party: Zero Foodprint
Budgeted Amount: $200,000
Fund/Account Code: 190.41093 (State grant)
Recommended Action: Authorize the City Manager or designee to execute a service agreement with Zero Foodprint for the
Compost Connector service in an amount not to
exceed $200,000.
21. Title: Compost Broker Services Agreement with Agromin Staff Contact: Allyn McAuley, Environmental Specialist II, 510-494-4576
Name of Contracting Party: Agromin
Budgeted Amount: $200,000
Fund/Account Code: 190.41093 (State grant)
Recommended Action: Authorize the City Manager or designee to execute a service agreement with Agromin for SB 1383
compost broker services in an amount not to
exceed $200,000.
ATTACHMENTS:
• Draft Resolution- Delegation of Authority to City Manager during Council Recess
RECOMMENDATION: Adopt a resolution authorizing the City Manager or designee to take the following actions, as necessary, during the City Council recess period:
1. A. Authorize the City Manager or designee to execute a Master Service Agreement with Consultant 1 (not yet selected) for on-call utility location consultant services, in the amount not to exceed $1,250,000 for a five-year period B. Authorize the City Manager or designee to execute a Master Service Agreement with Consultant 2 (not yet selected) for on-call utility location consultant services, in the amount not to exceed $1,250,000 for a five-year period.
2. Authorize the City Manager or designee to approve the Plans and Specifications, and accept the bid, award and execute the construction contract (including a 10% contingency) with the lowest responsive and responsible bidder. Lowest responsive and responsible bidder is TBD.
3. Authorize the City Manager or her designee to execute an agreement with Oracle America, Inc., for the annual software support and maintenance of the databases, PeopleSoft HR/Payroll system, and User Productivity Kit for one year and execute any implementing documents and take any necessary implementing actions in an amount not to exceed $385,281.68.
4. Authorize the City Manager or her designee to issue a purchase order to CentralSquare Technologies, LLC., in the amount of $298,707.31, to execute implementing documents for the annual software support and maintenance of the Tiburon CAD/RMS software system for one year.
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 9
5. Authorize the City Manager or her designee to issue purchase orders in the amount not to exceed $607,413 for Computer Equipment and Related Peripherals and Services to Participate in the Minnesota NASPO ValuePoint Master Agreement number 23026, State of California Participating Addendum number 7-23-70-55-01, with Dell Marketing L.P., and execute any implementing documents and take any necessary implementing actions, including the option to extend up to 36 months, upon agreement by both parties.
6. Authorize the City Manager or her designee to execute an agreement and issue purchase orders in the amount not to exceed $250,000 for Computer Equipment and Related Peripherals and Services to Participate in the Minnesota NASPO ValuePoint Master Agreement number 23015, with Microsoft Corporation and execute any implementing documents and take any necessary implementing actions, including the option to extend up to 36 months, upon agreement by both parties.
7. Authorize the City Manager or designee to participate in the National Cooperative Purchasing Alliance (NCPA) Master Agreement 01-164 with DLT Solutions, LLC//TD SYNNEX Public Sector, a division of TD SYNNEX Corporation, and issue purchase orders for Amazon Web Services (AWS) GovCloud storage in an amount not exceeding $168,000 annually, execute any implementing documents, and take any necessary implementing actions, including the option to extend up to 36 months, upon agreement by both parties.
8. Authorize the City Manager or her designee to execute an agreement with Environmental Systems Research Institute, Inc., for the annual software support and maintenance of the ESRI Small Government Enterprise Agreement Annual Subscription, execute any implementing documents, and take any necessary implementing actions, in an amount not to exceed $525,300 for a 3-Year term.
9. Authorize the City Manager or her designee to issue a purchase order to Saitech, Inc., for $120,742.10, for the purchase of Cisco Catalyst 9500 network switches awarded via BID 24-028, execute any implementing documents, and take any necessary implementing actions.
10. Authorize the City Manager or her designee to execute an agreement with Partner Vantage Point LLC (PartnerVP) and Halo Service Solutions Ltd, for the implementation and annual software support and maintenance of HaloITSM Solution, execute any implementing documents, and take any necessary implementing actions, in an amount not to exceed $533,368 for a 5-year term.
11. Authorize the City Manager or designee to approve the plans and specifications for the Booster Neighborhood Park Playground Upgrades and Replacement Project; and accept the bid, award a construction contract with the lowest responsive and responsible bidder. Lowest responsive and responsible bidder is TBD.
12. Authorize the City Manager or designee to enter into an agreement with Tri-City Volunteers, in an amount not to exceed $143,270, effective July 1, 2024, through June 30, 2025.
Council Staff Report (ID # 5126) Meeting of July 16, 2024 Updated: 7/12/2024 9:11 AM by Dina Lewis A Page 10
13. Authorize the City Manager or designee to enter into an agreement with Abode Services, in an amount not to exceed $162,806, effective July 1,2024, through June 30, 2025.
14. Authorize the City Manager or designee to enter into an agreement with Health Care Services Agency, in an amount not to exceed $199,245, effective July 1, 2024, through June 30, 2025.
15. Authorize the City Manager or designee to enter into a Task Order with Fremont Unified School District in an amount not to exceed $48,000 for Youth and Family Services Division to provide School-Based Mental Health Counseling; Why Try Cognitive Behavioral Groups as an Alternative to Suspension Program for At-Promise (At-Risk Youth); Substance Use Disorder Treatment Services for Adolescents at Robertson and Kennedy High Schools; and the Family Resource Center Division to provide Family Support Services (Case Management) for the 2024-2025 school year (August 14, 2024 through May 30, 2025).
16. Authorize the City Manager or designee to execute an amendment to the Master Contract with Alameda County Behavioral Health Care Services to provide outpatient substance use disorder treatment services to adolescents and transitional age youth/young adults. The term of the Amendment shall be from July 1, 2024 through June 30, 2027.
17. A. Authorize the City Manager or designee to execute a task order to the existing Joint Powers Agreement with the City of Newark for the provision of FY 2024/25 case management services in the amount of $5,000.
B. Authorize the City Manager or designee to execute a task order to the existing Joint Powers Agreement with the City of Newark for the provision of FY 2024/25 paratransit services in an amount not to exceed $310,500.
18. Authorize the City Manager or designee to Execute a Memorandum of Understanding with the Alameda County Health for Fremont Human Services FY 2020/21 Medi-Cal Administrative Activities.
19. Authorize the City Manager or designee to Execute an agreement with BACS for Fremont Homeless Wellness Center Services for FY 2024/25 and up to two additional years for a total of 3 service years.
20. Authorize the City Manager or designee to execute a service agreement with Zero Foodprint for the Compost Connector service in an amount not to exceed $200,000.
21. Authorize the City Manager or designee to execute a service agreement with Agromin for SB 1383 compost broker services in an amount not to exceed $200,000.