Agenda packet — Gilroy City Council, May 19, 2025 (part 1 of 2)

May 19, 2025 | 6:00 PM Page 1 of 7 City Council
Regular Meeting

CITY COUNCIL

REGULAR MEETING
AGENDA

CITY CHAMBERS, CITY HALL
7351 ROSANNA STREET, GILROY, CA
95020
MONDAY, MAY 19, 2025 | 6:00 PM
MAYOR
Greg Bozzo

COUNCIL MEMBERS
Dion Bracco
Tom Cline
Terence Fugazzi
Zach Hilton
Carol Marques
Kelly Ramirez
CITY COUNCIL PACKET MATERIALS ARE AVAILABLE ONLINE AT www.cityofgilroy.org AGENDA CLOSING TIME IS 5:00 P.M. THE TUESDAY PRIOR TO THE MEETING

COMMENTS BY THE PUBLIC WILL BE TAKEN ON AGENDA ITEMS BEFORE ACTION IS TAKEN BY THE CITY COUNCIL. Public testimony is subject to reasonable regulations, including but not limited to time restrictions for each individual speaker. **Please limit your comments to 3 minutes.** The amount of time allowed per speaker may vary at the Mayor’s discretion depending on the number of speakers and length of the agenda.

Written comments on any agenda item may be emailed to the City Clerk’s Office at [email protected] or mailed to the Gilroy City Clerk’s Office at City Hall, 7351 Rosanna Street, Gilroy, CA 95020. Comments received by the City Clerk’s Office by 1 p.m. on the day of a Council meeting will be distributed to the City Council prior to or at the meeting and available for public inspection with the agenda packet located in the lobby of Administration at City Hall, 7351 Rosanna Street prior to the meeting. Any correspondence received will be incorporated into the meeting record. Items received after the 1 p.m. deadline will be provided to the City Council as soon as practicable. Written comments are also available on the City’s Public Records Portal at bit.ly/3NuS1IN.

In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at least 72 hours prior to the meeting at (408) 846-0204 or [email protected] to help ensure that reasonable arrangements can be made.

If you challenge any planning or land use decision made at this meeting in court, you may be limited to raising only those issues you or someone else raised at the public hearing held at this meeting, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Please take notice that the time within which to seek judicial review of any final administrative determination reached at this meeting is governed by Section 1094.6 of the California Code of Civil Procedure.

A Closed Session may be called during this meeting pursuant to Government Code Section 54956.9 (d)(2) if a point has been reached where, in the opinion of the legislative body of the City on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the City.

Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject to the Staff’s ability to post the documents before the meeting.

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May 19, 2025 | 6:00 PM Page 2 of 7 City Council
Regular Meeting

KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public.

Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review.

FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT

ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A

VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204.

If you need assistance with translation and would like to speak during public comment, please contact the City Clerk a minimum of 72 hours prior to the meeting at 408-846-0204 or e-mail the City Clerk’s Office at [email protected].

Si necesita un intérprete durante la junta y gustaría dar un comentario público, comuníquese con el Secretario de la Ciudad un mínimo de 72 horas antes de la junta al 408-846-0204 o envíe un correo electrónico a la Oficina del Secretario de la Ciudad a [email protected].

To access written translation during the meeting, please scan the QR Code or click this link:

Para acceder a la traducción durante la reunión, por favor escanee el código QR o haga clic en el enlace:
bit.ly/3FBiGA0
Choose Language and Click Attend | Seleccione su lenguaje y haga clic en asistir
Use a headset on your phone for audio or read the transcript on your device.

Use sus auriculares para escuchar el audio o leer la transcripción en el dispositivo.

The agenda for this regular meeting is outlined as follows:

1. OPENING

1.1. Call to Order

1.2. Pledge of Allegiance

1.3. Invocation

1.4. City Clerk's Report on Posting the Agenda

1.5. Roll Call

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Regular Meeting

1.6. Orders of the Day

1.7. Employee Introductions

2. CEREMONIAL ITEMS - Proclamations and Awards

2.1. Proclamation Declaring May 2025 as National Bike Month

2.2. Proclamation Declaring May 18 to May 24, 2025, as National Public Works Week

3. COUNCIL CORRESPONDENCE (Informational Only)

4. PRESENTATIONS TO THE COUNCIL

4.1. Annual Sister Cities Association Presentation

4.2. PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE

AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE CITY

COUNCIL
This portion of the meeting is reserved for persons desiring to address the Council on matters within the Gilroy City Council’s jurisdiction but not on the agenda. Persons wishing to address the Council are requested to complete a Speaker’s Card located at the entrances and handed to the City Clerk. Speakers are limited to 1 to 3 minutes each, varying at the Mayor’s discretion depending on the number of speakers and length of the agenda. The law does not permit Council action or extended discussion of any item not on the agenda except under special circumstances. If Council action is requested, the Council may place the matter on a future agenda.

Written comments to address the Council on matters not on this agenda may be e-mailed to the City Clerk’s Office at [email protected] or mailed to the Gilroy City Clerk’s Office at City Hall, 7351 Rosanna Street, Gilroy, CA 95020. Comments received by the City Clerk’s Office by 1:00 pm on the day of a Council meeting will be distributed to the City Council prior to or at the meeting and available for public inspection with the agenda packet located in the lobby of Administration at City Hall, 7351 Rosanna Street, prior to the meeting. Any correspondence received will be incorporated into the meeting record. Items received after the 1:00pm deadline will be provided to the City Council as soon as practicable. Written material provided by public members under this section of the agenda will be limited to 10 pages in hard copy. An unlimited amount of material may be provided electronically.

5. REPORTS OF COUNCIL MEMBERS
Council Member Bracco – Downtown Committee, Santa Clara County Library Joint Powers Authority, Santa Clara Water Commission, Santa Clara Valley Water Joint Water Resources Committee, SCRWA
Council Member Fugazzi – Santa Clara Water Commission (alternate), Silicon Valley Regional Interoperability Authority Board (alternate), SCRWA, Visit Gilroy California Welcome

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Regular Meeting
Center, VTA Mobility Partnership Committee
Council Member Marques – ABAG, Downtown Committee, Santa Clara County Library Joint Powers Authority (alternate), Santa Clara Valley Habitat Agency Governing Board, Santa Clara Valley Habitat Agency Implementation Board, SCRWA (alternate) Council Member Hilton – CalTrain Policy Group, Santa Clara County Expressway Plan 2040 Advisory Board (alternate), Silicon Valley Clean Energy Authority JPA Board, South County Youth Task Force Policy Team, VTA Policy Advisory Committee Council Member Ramirez – ABAG (alternate), Gilroy Gardens Board of Directors (alternate), Gilroy Sister Cities, Gilroy Youth Task Force (alternate), SCRWA, Santa Clara Housing and Community Development Advisory Committee
Council Member Cline – CalTrain Policy Group (alternate), Gilroy Sister Cities (alternate), Gilroy Youth Task Force, Santa Clara County Expressway Plan 2040 Advisory Board, Silicon Valley Clean Energy Authority JPA Board (alternate), Silicon Valley Regional Interoperability Authority Board, Visit Gilroy California Welcome Center (alternate), VTA Mobility Partnership Committee, VTA Policy Advisory Committee (alternate)
Mayor Bozzo – Gilroy Gardens Board of Directors, Santa Clara Valley Water Joint Water Resources Committee, South County Youth Task Force Policy Team, VTA Board of Directors (alternate), Santa Clara Housing and Community Development Advisory Committee (alternate)

6. CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the City Council to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a request is made by a member of the City Council or a member of the public. Any person desiring to speak on any item on the consent calendar should ask to have that item removed from the consent calendar prior to the time the City Council votes to approve. If removed, the item will be discussed in the order in which it appears.

6.1. Approval of Minutes for the May 5, 2025 Strategic Planning Workshop, Special Meeting, and Regular Meeting, as well as the May 12, 2025 City Council Budget Workshop

6.2. Purchase of Irrigation Controllers for a Total of $124,763 Utilizing Sourcewell's Cooperative Purchasing Contract 112624-TTC

6.3. Annual Military Equipment Use Report 2024, per CA Assembly Bill No. 481

6.4. Acceptance of Cash and Investment Report as of March 31, 2025

6.5. Adopt a Resolution Approving the Fiscal Year 2025-26 Road Rehabilitation Projects for Funding by Senate Bill 1, the Road Repair and Accountability Act of 2017 Funds

6.6. Approve the Amended and Restated Funding Agreement Between the City of

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Gilroy and Santa Clara Valley Transportation Authority for the 2016 Measure B Bicycle and Pedestrian Education and Encouragement Program

7. BIDS AND PROPOSALS

8. PUBLIC HEARINGS

8.1. Public Hearing Pursuant to Government Code Section 3502.3 (AB 2561) to Receive a Report on City of Gilroy Vacancies, and Recruitment and Retention Efforts

1. Disclosure of Ex-Parte Communications

2. Staff Report: LeeAnn McPhillips, Assistant City Administrator/HR Director

3. Open Public Hearing

4. Close Public Hearing

5. Possible Action:

Receive the informational report on City of Gilroy Vacancies, and Recruitment and Retention Efforts Pursuant to Government Code Section 3502.3 (AB 2561).

8.2. Sixth Public Hearing Regarding the City's Transition from an At-Large to a District-Based Elections System for the Purpose of Receiving the Demographer’s Presentation on the Transition Process and Selecting a Final District Elections Map from the Remaining Two Draft Map – Maps D and F; as well as Determining the Order of Elections – that is - Which Three Districts Will Be on the Ballot in the November 2026 Election and Which Three Districts Will Be on the 2028 Ballot; Determining Whether Candidates for City Council Must be Residents and Electors of the District in Which They Seek Election for Any Period of Time Prior to Filing Their Nomination Papers and Declaring Their Intent to Run; and Introduce an Ordinance of the City Council of the City of Gilroy Declaring Henceforth that City Council Elections will be Districted, Adopting a Districting Map, Declaring the Order of Elections, and Potentially Imposing a Residency Requirement on Council Candidates
This Public Hearing Item Shall be Heard at 7:00 p.m. or Soon Thereafter

1. Disclosure of Ex-Parte Communications

2. Staff Report: Andy Faber, City Attorney

3. Open Public Hearing

4. Close Public Hearing

5. Possible Action:

That the City Council:

1. Select either Draft Map D or Draft Map F as the official district map.

2. Determine which districts will be on the ballot in 2026 and which in

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2028.

3. If desired by the Council, impose a residency requirement of no greater than 30 days upon candidates prior to filing their nomination papers.

4. Motion to read the ordinance by title only and waive further reading.

5. Introduce an Ordinance of the City Council of the City of Gilroy officially declaring that henceforth, the City Council elections will be districted, including the determinations made regarding items 1-3 above.

9. UNFINISHED BUSINESS

9.1. Strategic Planning Session #4 - Council Legislative Agenda / Public Safety / Unhoused

1. Staff Report: Jimmy Forbis, City Administrator

2. Public Comment

3. Possible Action:

Council discussion and direction.

10. INTRODUCTION OF NEW BUSINESS

10.1. Adopt a Resolution Setting the 2025 Fireworks Service Fee

1. Staff Report: Sharon Goei, Community Development Director

2. Public Comment

3. Possible Action:

Adopt a Resolution of the City Council of the City of Gilroy setting the 2025 Fireworks Service Fee at $20,519.70 in accordance with Assembly Bill (AB) 1403.

10.2. Consent the Appointment of Ken Binder (CalPERS Retired Annuitant) as the Interim Police Chief Following Successful Completion of all Peace Officer Standards & Training (POST) Hiring Requirements and Adoption of a Resolution Approving the Appointment and Employment Agreement

1. Staff Report: LeeAnn McPhillips, Assistant City Administrator/HR Director

2. Public Comment

3. Possible Action:

1. Consent the City Administrator's recommendation to appoint Ken Binder (CalPERS Retired Annuitant) as Interim Police Chief effective upon successful completion of all Peace Officer Standards & Training (POST) Hiring Requirements.

2. Adopt a resolution of the City Council of the City of Gilroy approving the appointment of Ken Binder (CalPERS Retired Annuitant) as

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Regular Meeting
Interim Police Chief pursuant to Government Code Section 21221(h) and authorizing the City Administrator to execute the employment agreement to include setting the employment start date following successful completion of all POST hiring requirements.

11. FUTURE COUNCIL INITIATED AGENDA ITEMS

12. CITY ADMINISTRATOR'S REPORTS

13. CITY ATTORNEY'S REPORTS

14. CLOSED SESSION

14.1. CONFERENCE WITH LABOR NEGOTIATORS – COLLECTIVE BARGAINING UNITS Pursuant to GC Section 54957.6 and GCC Section 17A.11(4) Collective Bargaining Units: Gilroy Police Officers Association, Inc.

Representing Gilroy Police Officers; Gilroy Management Association Representing Mid-Management Employees (GMA); and Unrepresented Exempt Employees (Confidential, Department Heads & Council-Appointed) City Negotiators: Jimmy Forbis, City Administrator; LeeAnn McPhillips, Assistant City Administrator and Administrative Services & Human Resources Director/Risk Manager
Anticipated Issue(s) Under Negotiation: Wages, Hours, Benefits, Working Conditions
Memorandums of Understanding: City of Gilroy and Gilroy Police Officers Association Inc.; City of Gilroy and Gilroy Management Association (GMA)

15. ADJOURN TO OPEN SESSION
Report of any action taken in Closed Session and vote or abstention of each Council Member if required by Government Code Section 54957.1 and GCC Section 17A.13(b); Public Report of the vote to continue in closed session if required under GCC Section 17A.11(5).

16. ADJOURNMENT

FUTURE MEETING DATES
June 2025
02 16
Meeting Name - 6:00 p.m.

Meeting Name - 6:00 p.m.

July 2025
28 City Council Regular Meeting - 6:00 p.m.

Meetings are webstreamed on the City of Gilroy’s website at gilroy.city/meetings.

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City of Gilroy
City Council Special Meeting Minutes
Monday, May 5, 2025 | 12:00 PM

1. OPENING

1.1. Call to Order
The meeting was called to order at 12:01 P.M.

1.2. Roll Call
Attendance Attendee Name
Present Dion Bracco, Council Member
Tom Cline, Council Member
Terence Fugazzi, Council Member
Zach Hilton, Council Member
Carol Marques, Council Member
Kelly Ramirez, Council Member
Greg Bozzo, Mayor
Absent None

2. STRATEGIC PLANNING SESSION #3
Mayor Bozzo opened public comment
James Suner - discussed issues relating to development application processing and costs, including but not limited to three needs to start immediately: initiating impact fee nexus studies, making applications better for small project and non-corporate applications, and establishing applicant rights.

Michelle Carlen – came before Council and introduced herself as the new President and Chief Executive Officer of the Gilroy Chamber of Commerce.

With no additional speakers, Mayor Bozzo closed public comment.

3. ADJOURNMENT
With no further business before the Council, the meeting was adjourned at 3:27 P.M.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the City Council of the City of Gilroy.
/s/Bryce Atkins
Acting City Clerk

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City of Gilroy
City Council Special Meeting Minutes
Monday, May 5, 2025 | 5:45 PM

1. OPENING

1.1. Call to Order
The meeting was called to order at 5:45 PM.

2. CLOSED SESSION

2.1. CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION.

Significant Exposure to Litigation Pursuant to Paragraph (2) of Subdivision (d) and Paragraph (3) of Subdivision (e) of Government Code Section 54956.9 and Gilroy City Code Section 17A.11 (3) (b), Based Upon Receipt of a Written Communication from Shenkman & Hughes, PC (Available for Inspection Upon Request at the Office of the City Clerk). One Case as Defendant
The City Attorney read the item into the record and provided instructions.

Motion:

ENTER into Closed Session.

RESULT: Pass
MOVER:

SECONDER:

AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member
Marques, Council Member Ramirez, Mayor Bozzo

3. ADJOURN TO OPEN SESSION
The Council adjourned to open session at 6:12 PM with no reportable actions.

4. ADJOURNMENT
With no further business, the meeting was adjourned at 6:12 PM.

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Special Meeting Minutes
I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the City Council of the City of Gilroy.
/s/Bryce Atkins
Acting City Clerk

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City of Gilroy
City Council Regular Meeting Minutes
Monday, May 5, 2025 | 6:00 PM

1. OPENING

1.1. Call to Order
The meeting was called to order at 6:12 PM.

1.2. Pledge of Allegiance
The Pledge of Allegiance was led by Council Member Fugazzi.

1.3. Invocation
None.

1.4 City Clerk's Report on Posting the Agenda
The City Clerk reported that the agenda was posted on Friday, May 2, 2025 at 11:11 AM.

1.5. Roll Call
Attendance Attendee Name
Present Dion Bracco, Council Member
Tom Cline, Council Member
Terence Fugazzi, Council Member
Zach Hilton, Council Member
Carol Marques, Council Member
Kelly Ramirez, Council Member
Greg Bozzo, Mayor
Absent None

1.6. Orders of the Day
Mayor Bozzo reminded those in the audience that Public Hearing Item No. 8.2 on the transition to district-based elections would be heard at 7:00 PM.

1.7. Employee Introductions
None.

2. CEREMONIAL ITEMS - Proclamations and Awards

2.1. Presentation of Retirement Proclamation to Randy Carpenter

2.2. Presentation of Retirement Proclamation to Jason Smith

2.3. Proclamation Declaring May 2025 as Affordable Housing Month

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Regular Meeting Minutes

2.4. Proclamation Declaring May 2025 as Building Safety Month

3. COUNCIL CORRESPONDENCE (Informational Only)
None.

4. PRESENTATIONS TO THE COUNCIL

4.1. Youth Commission Annual Presentation
Youth Commission Chair Alfred James lead the Gilroy Youth Commission presentation of the annual report to the City Council, assisted by Commissioners Jacob Ortega and Karin Sandoval Rodriguez.

4.2. PUBLIC COMMENT BY MEMBERS OF THE PUBLIC ON ITEMS NOT ON THE

AGENDA BUT WITHIN THE SUBJECT MATTER JURISDICTION OF THE

CITY COUNCIL
Mayor Bozzo opened public comment
Miguel A. Flaquer II - commented regarding school crosswalk safety and issues with City and School District staff responsiveness, and introduced himself to Council.

Alison Cingolani - commented about the SV At Home non-profit organization focused on affordable housing. She thanked Council for recognizing the importance of affordable housing, for the work of the Community Development Department, and that the City has traditionally been a leader in producing lowincome housing, but that the work continues.

With no further speakers, Mayor Bozzo closed public comment.

5. REPORTS OF COUNCIL MEMBERS
Council Member Bracco – reported on the Library District that on the 17th the earthen excursion exhibit for children will be opening on that date, and a book program from the Dolly Parton Foundation grant matched by the State of California.

Council Member Fugazzi – No report.

Council Member Marques – No report.

Council Member Hilton – VTA Policy Advisory Committee: Gilroy Transit Center having a new feature of 18 long-term modern bike parking e-lockers; Silicon Valley Clean Energy:
reported on the EV Charging Station Grant for new chargers in the parking lot for the library and the new headquarters building purchased; South County Youth Task Force Policy Team: Violence Prevention Plan was recently presented to the County has approved implementation of the plan into the new County Office of Violence Prevention and the June budget for new workers and engagement with District Attorney for reintegrating a community prosecutor.

Council Member Ramirez – No report.

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Council Member Cline – No report.

Mayor Bozzo – reported about Gilroy Gardens marketing and management team provided advanced notice about an upcoming special event called Cherries Jubilee.

6. CONSENT CALENDAR

6.1. Approval of the Action Minutes of the April 21, 2025 City Council Special Meeting and the April 21, 2025 City Council Regular Meeting

6.2. Gilroy Museum's Request for Commission Approval to Transfer $1,985.04 in Interest Income from the Gilroy Museum Endowment Trust to the Museum Donations Fund

6.3. Approval of a Notice of Acceptance of Completion for the Gourmet Alley Improvement Project 24-PW-287 and Approval of a Final Contract Amount of $3,473,203.90

6.4. Second Reading and Adoption of an Ordinance of the City Council of the City of Gilroy Amending Chapter 16.6-1(p) Cardroom, Table Restrictions

6.5. Claim of Roselyn Bowers (The City Administrator recommends a "yes" vote under the Consent Calendar shall constitute denial of the claim)

6.6. Claim of Tony Romero Huerta III (The City Administrator recommends a "yes" vote under the Consent Calendar shall constitute denial of the claim)

6.7. Claim of Miriam Villarial Luna (The City Administrator recommends a "yes" vote under the Consent Calendar shall constitute denial of the claim) Mayor Bozzo opened public comment.

With no speakers, Mayor Bozzo closed public comment.

Motion: Approve the Consent Calendar
RESULT: Pass
MOVER: Tom Cline, Council Member
SECONDER: Dion Bracco, Council Member
AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member Marques, Council Member Ramirez, Mayor Bozzo

7. BIDS AND PROPOSALS

7.1. Award a contract to William Duff Architects, Inc. for Fire Station Renovations Architectural Services in the Amount of $243,076 Mayor Bozzo opened public comment.

With no speakers, Mayor Bozzo closed public comment.

Motion: Award the contract to William Duff Architects, Inc.

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RESULT: Pass
MOVER: Carol Marques, Council Member
SECONDER: Terence Fugazzi, Council Member
AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member
Marques, Council Member Ramirez, Mayor Bozzo

8. PUBLIC HEARINGS

8.1. Appeal of the Planning Commission's Determination for Architectural and Site Review and Variance Application for Removal of an Existing 35-foot Monopole and Installation of a 65-foot Monopole and Related Equipment Located at 401 First Street, Application No. AS 24-14 and V 24-01 This item was heard after Agenda Item No. 8.2
Representatives of applicants gave a brief statement to the Council regarding their appeal and answered questions from Council.

Mayor Bozzo opened the public hearing.

With no speakers, Mayor Bozzo closed the public hearing.

Motion: Continue the item to the May 19th, 2025 meeting subject to the applicant informing the City no later than five days before that meeting if they need additional time, at which point it would be an open continuance until such time as it can be rescheduled.

RESULT: Pass
MOVER: Terence Fugazzi, Council Member
SECONDER: Kelly Ramirez, Council Member
AYES: Council Member Fugazzi, Council Member Hilton, Council Member Marques, Council Member Ramirez, Mayor Bozzo
NAYS: Council Member Bracco, Council Member Cline

8.2. Hold the Fifth Public Hearing Regarding the City's Transition from an AtLarge to a District-Based Elections System for the Purpose of Receiving the Demographer’s Presentation on the Transition Process, the Information Received Regarding Communities of Interest in the City, the Possible Contours of Six Districts, the Drawing of Maps by Redistricting Partners, the Review of Maps Submitted on the City’s Website and by Other Means, and the Presentation of Legally Compliant Draft Maps to the City Council for the Six New Districts, as well as the Order of Elections for the 2026 and 2028 Elections
This item was heard after Agenda Item No. 11.

Mayor Bozzo opened the public hearing
Bill O'Connor – Stated his support of Map D to keep the east side together and

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that if there is no Council Member in the east side, then those districts should be scheduled for 2026.

With no additional speakers, Mayor Bozzo closed the public hearing.

Motion: Advance Draft Map D and F to the May 19, 2025 Public Hearing for consideration of which map will be selected.

RESULT: Pass
MOVER: Kelly Ramirez, Council Member
SECONDER: Terence Fugazzi, Council Member
AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member
Marques, Council Member Ramirez, Mayor Bozzo

9. UNFINISHED BUSINESS

9.1. Food Truck Ordinance Update
Mayor Bozzo opened public comment.

With no speakers, Mayor Bozzo closed public comment.

Motion: Direct the City Administrator to enforce the codes and regulations associated with food trucks that are currently in the City’s ordinances.

RESULT: Pass
MOVER: Carol Marques, Council Member
SECONDER: Kelly Ramirez, Council Member
AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member
Marques, Council Member Ramirez, Mayor Bozzo

10. INTRODUCTION OF NEW BUSINESS

10.1. Receive Draft Community Development Block Grant (CDBG) 2025-2030 Consolidated Plan and Program Year (PY) 2025-2026 Annual Action Plan and Provide Direction on PY 2025-2026 Funding Allocations Mayor Bozzo opened public comment.

Oliveria Poblano - commented in support of the Consolidated Plan adoption, and the economic benefits the funding provides, including affordable housing. She encouraged Council to adopt the plans.

Larissa Cortez - spoke in support of the plans, that it helps prevent some from becoming homeless, and that it is important to have a place to stay where rent is more affordable
Yesenia Ochoa - commented about her personal, family experience that resulted

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in challenges to cover rent, and that many families are struggling to afford housing and essential expenses. She urged the City to allocate the funds strategically in support of affordable housing.

With no further speakers, Mayor Bozzo closed public comment.

Motion: Direct staff to allocate CDBG funding as follows: for the public service allocations to be equally distributed at $10,000 each, as recommended, and for the nonpublic service allocation, the full amount of $155,639 is to be applied to the Public Works program on the east side, specifically east of Monterey and south of Leavesley.

RESULT: Pass
MOVER: Terence Fugazzi, Council Member
SECONDER: Dion Bracco, Council Member
AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member
Marques, Council Member Ramirez, Mayor Bozzo
NAYS: Mayor Bozzo

11. FUTURE COUNCIL INITIATED AGENDA ITEMS
This item was heard after Agenda Item No. 13.

None.

12. CITY ADMINISTRATOR'S REPORTS

12.1. Santa Teresa Fire Station/Fire Service Update

12.2. Sharks Ice Update
This item was heard after Agenda Item No. 7.1.

City Administrator Forbis provided a report on both the Santa Teresa Fire Station and Fire Services, as well as an update on the Sharks Ice Project.

13. CITY ATTORNEY'S REPORTS
This item was heard after Agenda Item No. 12.

City Attorney Faber provided a report about providing copies of the California Environmental Quality Act updated book, and handed them out to the Council.

14. CLOSED SESSION

14.1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Pursuant to GC Sec. 54956.8 and GCC Sec. 17A.8
Property: 7257 Monterey Street (APN 799-09-059)
Negotiators: Jimmy Forbis, City Administrator; Sharon Goei, Community Development Director
Other Party to Negotiations: RIG I LLC

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Under Negotiation: Price and terms of payment

14.2. PUBLIC EMPLOYEE APPOINTMENT/EMPLOYMENT: Pursuant to Government Code Section 54957 and Gilroy City Code Section 17A.11(2) Name/Title: Police Chief
This item followed Agenda Item No. 10.1
Mayor Bozzo opened public comment.

With no speakers, Mayor Bozzo closed public comment.

Motion: Vote to remain in Closed Session
RESULT: Pass
MOVER:

SECONDER:

AYES: Council Member Bracco, Council Member Cline, Council Member Fugazzi, Council Member Hilton, Council Member Marques, Council Member Ramirez, Mayor Bozzo

The Council adjourned to open session at 10:40 PM with no reportable action.

16. ADJOURNMENT
With no more business before the Council, the meeting was adjourned at 10:40 PM.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the City Council of the City of Gilroy on May 19, 2025. /s/Bryce Atkins
Acting City Clerk

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May 12, 2025 | 6:00 PM Page 1 of 1 City Council
Budget Workshop Meeting Minutes
City of Gilroy
City Council Budget Workshop Meeting Minutes
Monday, May 12, 2025 | 6:00 PM

1. OPENING

1. Call to Order
The meeting was called to order at 6:00 PM.

2. Roll Call
Attendance Attendee Name
Present Dion Bracco, Council Member
Tom Cline, Council Member
Zach Hilton, Council Member
Carol Marques, Council Member
Kelly Ramirez, Council Member
Greg Bozzo, Mayor
Absent Terence Fugazzi, Council Member

2. BUDGET WORKSHOP

1. Fiscal Year 2026 and 2027 Recommended Budget Presentation Council received a presentation from staff regarding the recommended budget.

Mayor Bozzo opened public comment.

Luis Ramirez – shared with Council his gratitude for the inclusion of budget amounts for parks in the proposed budget, discussed the importance of investments in parks and recreation and its community benefits, and asked Council to consider investing a small percentage of any surplus to fund recreation.

Emily Miller – commented about her role on the Parks and Recreation Commission and stated her support for the full package of investments in parks and recreation projects in the proposed budget.

With no additional speakers, Mayor Bozzo closed public comment.

3. ADJOURNMENT
With no more business before the Council, the meeting was adjourned at 9:22 PM.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the City Council of the City of Gilroy on Monday, May 19, 2025.

Bryce Atkins
Acting City Clerk

Page 20 of 255 ends

City of Gilroy

STAFF REPORT
Agenda Item Title: Purchase of Irrigation Controllers for a Total of $124,763 Utilizing Sourcewell's Cooperative Purchasing Contract
112624-TTC
Meeting Date: May 19, 2025
From: Jimmy Forbis, City Administrator
Department: Public Works
Submitted by: Matt Jones, Deputy Public Works Director
Prepared by: Matt Jones, Deputy Public Works Director
STRATEGIC PLAN GOALS: Maintain and Improve City Infrastructure

RECOMMENDATION
Staff recommends that the City Council authorize the purchase of 11 Rain Master DXI irrigation controllers to replace aging and unsupported Rain Master DX2 controllers at 17 Parks and Landscape locations. The purchase, totaling $124,763, will be made through Sourcewell’s Cooperative Purchasing Contract 112624-TTC.

EXECUTIVE SUMMARY
The existing Rain Master DX2 irrigation controllers, totaling 56 units, have been in service across various Parks and Landscape sites for over 28 years. The manufacturer has discontinued production of this model and its components, with full support anticipated to end within the next 3–5 years. Staff proposes the purchase of 11 modern Rain Master DXI controllers. These units will replace 17 existing controllers through system consolidation in high-priority parks such as Gilroy Sports Park and Las Animas Park.

The DXI controllers provide cloud-based monitoring, cellular connectivity, and greater scalability. Utilizing Sourcewell's competitively bid purchasing contract allows the City to secure favorable pricing without initiating a separate RFP.

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BACKGROUND
The Parks and Landscape Section of the Public Works Department is responsible for the maintenance of irrigation systems throughout City parks and streetscapes. The current Rain Master DX2 irrigation controllers were installed over two decades ago and have exceeded their expected service life. The manufacturer has ceased production of these units, and most parts are no longer available. In addition, repairing faulty controllers requires refurbished or used components.

ANALYSIS
Current Challenges:
• Aging Infrastructure: The existing DX2 controllers are obsolete and no longer supported by the manufacturer.
• Delayed Repairs: Failed components must be refurbished off-site, or the use of used parts, leading to service disruptions and staff inefficiency. • Limited Functionality: The DX2 lacks features such as cloud connectivity, remote access, and weather integration, all of which are standard in modern systems. • Labor Impact: Staff spend approximately 8% of their time troubleshooting and repairing outdated controllers, detracting from core maintenance responsibilities.

Proposed Solution – Rain Master DXI Controllers:
• Modern Connectivity: The DXI offers real-time cloud monitoring and cellular communications, enabling staff to remotely troubleshoot and adjust systems via mobile app.
• Consolidation Efficiency: Each DXI unit can manage up to 96 stations, allowing the City to consolidate multiple legacy units into single controllers at large parks. • Reliability & Water Savings: Enhanced features support better scheduling, automated weather-based irrigation, and flow monitoring, reducing water waste and protecting infrastructure.
• Scalable Implementation: Staff proposes a total replacement of 56 total controllers. The initial purchase of 11 DXI controllers will replace 17 DX2 units using consolidation strategies.

ALTERNATIVES
Council may reject the purchase through the Sourcewell contract. This is not recommended as there would be additional staff time for conducting a formal procurement process, and potential further delays in instituting the repairs of the outdated controllers.

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FISCAL IMPACT/FUNDING SOURCE
The proposed investment of $124,763 will fund the purchase of 11-Rain Master DXI controllers, replacing 17-DX2 units at key park locations, utilizing the Sourcewell cooperative purchasing contract 112624-TTC. SiteOne Landscape Supply is the local distributor of Toro Products, which owns Rain Master Irrigation Controllers, and secured the publicly awarded contract through Sourcewell. The price includes installation, training, and 10 years of Cloud-Based Service. After 10 years of Cloud-Based Service, the City will incur $150.00 per controller per year, for a total of $1,650 per year. At this time, staff will budget for these costs.

Funding for the purchase is budgeted in the fiscal year 2024-25 Public Works, Parks and Landscape operating budget in the General Fund (100).

Additionally, reducing the maintenance burden on existing controllers will return valuable staff time to core operational work. Cloud-based functionality and improved system reliability are expected to reduce long-term operating costs while supporting the City’s water conservation goals.

PUBLIC OUTREACH
This item was included on the publicly posted agenda for this meeting.

NEXT STEPS
• Upon Council approval, staff will initiate procurement of 11 Rain Master DXI controllers through Sourcewell Cooperative Purchasing Contract 112624-TTC. • Installation will begin at 17 high-priority locations where radio communication is limited or frequent mechanical issues occur.
• The remaining 39 DX2 controllers will be prioritized, budgeted, and scheduled for replacement, based on performance, consolidation opportunities, and budget availability.

Attachments:

1. SiteOne staff report backup

Page 23 of 255 ends

Quotation
Gilroy CA #153
7110 Alexander St
Gilroy, CA 95020-6609
W: (408)847-8793
Bill To:

City Of Gilroy-Pks & Rec (#202001)
7351 Rosanna St
Gilroy, CA 95020-6141
W: (408)846-0234
Ship To:

City Of Gilroy-Pks & Rec (#202001)
7351 Rosanna St
Gilroy, CA 95020-6141
W: (408)846-0234
Created Quote# Due Date Expected Award Date Expiration Date 04/29/2025 7674080 06/01/2025 06/01/2025 06/01/2025
Printed Job Name Job Description Job Start Date
04/29/2025 17:13:00 FIRST GROUP DXi Upgrades 2025 Sourcewell Pricing with Labor 06/01/2025 Line
#
Item # Item Desc Qty UOM Unit
Price
Extended
Price
1 NOTE
Note:

Item Note:

This quote copies 7483319 with Pricing going into effect as of 5.1.2025 EA 0.000
2 NOTE
Note:

Item Note:

This quote meets or exceeds Sourcewell Contract Pricing for Toro: Contract 112624-TTC as of 5.1.2025 EA 0.000
3 C “Tariffs” Prices may change due to the potential tariffs. 4 Gilroy Sports
Park A, B

0.000
5 SA01-RM6-48 GT RM DXi-48 Sat PWM Assembly 1 EA5,412.640 5,412.64 6 SA01X-RM6-40 GT RM DXi Extension-40 PWM Sat Assembly 1 EA2,949.950 2,949.95 7 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 8 ST Subtotal Line 1 0.000 11,027.59
9 Gilroy Sports
Park C, D

0.000
10 SA01-RM6-48 GT RM DXi-48 Sat PWM Assembly 1 EA5,412.677 5,412.68 11 SA01X-RM6-48 GT RM DXi Extension-48 PWM Sat Assembly 1 EA3,442.950 3,442.95 12 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 13 ST Subtotal Line 2 0.000 11,520.63
14 LAVP A, B 0.000
15 SA01-RM6-40 GT RM DXi-40 Sat PWM Assy 1 EA4,919.610 4,919.61 16 SA01X-RM6-40 GT RM DXi Extension-40 PWM Sat Assembly 1 EA2,949.950 2,949.95 17 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 18 ST Subtotal Line 3 0.000 10,534.56
19 LAVP C, D 0.000
20 SA01-RM6-40 GT RM DXi-40 Sat PWM Assy 1 EA4,919.612 4,919.61 21 SA01X-RM6-24 GT RM DXi Extension-24 PWM Sat Assembly 1 EA1,963.870 1,963.87 22 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 23 ST Subtotal Line 4 0.000 9,548.48
24 CHP
Amphitheatre

0.000
25 SA01-RM6-24 GT RM DXi-24 PWM Sat Assembly 1 EA3,933.550 3,933.55 26 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 27 ST Subtotal Line 5 0.000 6,598.55
28 CHP Barn 0.000
29 SA01-RM6-40 GT RM DXi-40 Sat PWM Assy 1 EA4,919.612 4,919.61 30 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 31 ST Subtotal Line 6 0.000 7,584.61
32 CHP Ranch 0.000
33 SA01-RM6-48 GT RM DXi-48 Sat PWM Assembly 1 EA5,412.677 5,412.68 34 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 35 ST Subtotal Line 7 0.000 8,077.68
36 N Santa Teresa
A, B

0.000
37 SA01-RM6-48 GT RM DXi-48 Sat PWM Assembly 1 EA5,412.677 5,412.68 38 SA01X-RM6-40 GT RM DXi Extension-40 PWM Sat Assembly 1 EA2,949.950 2,949.95 39 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 40 ST Subtotal Line 8 0.000 11,027.63

Page 24 of 255 ends

41 N Santa Teresa
C

0.000
42 SA01-RM6-48 GT RMDXi-48 Sat PWMAssembly 1 EA5,412.677 5,412.68 43 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 44 ST Subtotal Line 9 0.000 8,077.68
45 Luchessa
Sndwll
Rndbout, Thomas 0.000
46 SA01-RM6-24 GT RMDXi-24 PWMSat Assembly 1 EA3,933.550 3,933.55 47 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 48 ST Subtotal Line 10 0.000 6,598.55
49 San Ysidro 0.000
50 SA01-RM6-24 GT RMDXi-24 PWMSat Assembly 1 EA3,933.550 3,933.55 51 DXICA GT DX3 / DXi Cell Modem & Antenna Assembly 1 EA2,665.000 2,665.00 52 ST Subtotal Line 11 0.000 6,598.55
53 0.000 0.00
54 NOTE
Note:

Item Note:

This quote meets Department of Industrial Relations Requirements for projects for construction, alteration, installation, demolition or repair. SiteOne Green Tech is registered with the DIR and will provide certified payroll records to the Labor Commissioner using the DIR's Public Works Website Services.

EA 0.000
55 GTINSTALL-AM
GT Install - Alfonso Mendez
Item Note:

NewWall Mount Install or Retrofit for up to 24 stations includes newcontroller assembly, newlabels on station wires, ohms check of existing field wires, wiring stations to output terminals, controller grounding test. Standard installation does not include programming or activation 7 EA1,000.000 7,000.00
56 GTINSTALL-AM
GT Install - Alfonso Mendez
Item Note:

NewWall Mount Install or retrofits for up to 48 stations includes newcontroller assembly, newlabels on station wires, ohms check of existing field wires, wiring stations to output terminals, controller grounding test. Standard installation does not include programming or activation 9 EA1,250.000 11,250.00
57 GTMISCPARTSGT Miscellaneous Parts 16 EA 25.750 412.00 Total Price: $ 115,856.51
Total Tax: $ 8,906.59
Total: $ 124,763.10
SiteOneLandscapeSupplyis not responsiblefor theaccuracyof theitems containedinthis quotation. Pleasereviewcarefully. Pleaseaddappropriatesales tax. Prices onthis quotearegoodfor 30days after theenteredbiddate.

Local taxmaydiffer based on locations and local codes.

Page 25 of 255 ends

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Pricing for the Sourcewell contract offers participating agencies the following discounts**:
• Toro Commercial Equipment: 22% off US MSRP
• Toro Specialty Vehicles: 7% off US MSRP
• Toro Bullseye Equipment: 5% off US MSRP
• Toro Autonomous Solutions: 0% off US MSRP
• Toro Landscape Contractor Equipment (LCE) (A): 27% off US MSRP • LCE Allied Products (B): 0% off US MSRP
• Toro Landscape Contractor SNOW Equipment (LCE SNOW): 20% off US MSRP • Toro Siteworks System (SWS) Equipment: 17% off US MSRP • BOSS Snow Removal Equipment: 25% off US MSRP
• BOSS Snow Removal Equipment (Snowrator Units Only): $400 off US MSRP • Ventrac 4520 Series Products: 8% off US MSRP
• Ventrac 2120 Products: 3% off US MSRP
• Toro Golf Irrigation: 40% off US MSRP
• Toro Residential Commercial Equipment (RES COM): 40% off US MSRP • Irritrol Irrigation Products: 0% - 40% off US MSRP
• Rain Master Irrigation Products: 0% - 40% off US MSRP • Sentinel Irrigation Products: 35% off US MSRP
• Large Rotors: 15% off US MSRP
• Third party attachments and used equipment: distributors/dealers will set the price but will not exceed list price.
**Pricing is subject to changed based on market conditions, availability, and other factors.

A tariff surcharge may be added to orders at the discretion of the distributor -- not to exceed 10% of the total cost of the order.

Setup Fees:

Toro’s authorized distributors/dealers may include setup fees – not to exceed 5% of the total product cost, plus up to an additional 5% for cab-unit setups. Setup fees must be identified as a separate line-item on the quotation.

Delivery:

In addition, authorized distributors/dealers may include delivery fees – not to exceed 5% of the total product cost, which must be identified as a separate line-item on the quotation.

Installation:

Toro’s authorized distributors may include installation fees for autonomous solutions – not to exceed 10% of the total product cost, which must be identified as a separate line-item on the quotation.

Docusign Envelope ID: 3C371F18-7A71-4C85-A67B-20FA3D6043AA

Page 29 of 255 ends

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Page 63 of 255 ends

Sourcewell Contract # 112624-TTC | Amendment #1

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AMENDMENT #1
TO
CONTRACT # 112624-TTC
THIS AMENDMENT is effective upon the date of the last signature below by and between Sourcewell and The Toro Company (Supplier).

Sourcewell awarded a contract to Supplier to provide Grounds Maintenance Equipment and Related Attachments to Sourcewell and its Participating Entities, effective January 30, 2025, through January 31, 2029 (Contract).

The parties wish to amend the Proposal to ensure compliance with Sourcewell’s Procurement Policy and standard government procurement practices.

NOW, THEREFORE, the parties amend the Contract as follows:

1. Line item 64 of “Table 6: Pricing (400 Points)” of the Proposal is deleted in its entirety and replaced with the following:

Toro offered discounts will range from 0%-40% off current MSRP.

2. Line item 67 of “Table 6: Pricing (400 Points)” of the Proposal is delete in its entirety and replaced with the following:

SETUP
When an order involves setup charges, it will be –
a) Determined by the delivering distributor/dealer
b) Clearly labeled as such unless otherwise requested by the customer. - In the event a quote is a lump-sum total, or other method that does not show line-item details, line-item details will be used to determine the contract price and will be available upon request.
c) Calculated using one of the following methods -
1) Manufacturers Setup Time x Distributor/Dealer posted labor rate, or 2) 5% of the total product cost, with an additional 5% for cabbed units Different methods are required due to the wide array of products being offered. Setup charges are consistent with market standards.

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Sourcewell Contract # 112624-TTC | Amendment #1

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TRAINING
Standard training on equipment is included at time of delivery. If a customer requests additional training, either beyond standard operators training or at a time other than delivery, associated costs will be determined with the local dealer.

INSTALLATION
Many of our products can be installed on customer owned vehicles. While this service is available, due to the variety of factors involved in those type of sales, installation costs for contracted products on customer supplied vehicles will be determined with the local dealer and will be discussed up front and included on any quote.

Installation/setup for autonomous solutions can be added at the discretion of the distributor, not to exceed 10% of the total product cost.

Except as amended by this Amendment, the Contract remains in full force and effect.

Sourcewell The Toro Company
By: By:

Jeremy Schwartz, Chief Operating Officer Brooke Carey, Federal Contracts Manager Date: Date:

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RFP #112624

REQUEST FOR PROPOSALS
for
Grounds Maintenance Equipment and Related Attachments
Proposal Due Date: November 26, 2024, 4:30 p.m., Central Time Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Grounds Maintenance Equipment and Related Attachments to result in a procurement solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K‐12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell‐mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than November 26, 2024, at 4:30 p.m. Central Time, and late proposals will not be considered.

SOLICITATION SCHEDULE
Public Notice of RFP Published: October 8, 2024
Pre‐proposal Conference: November 5, 2024, 10:00 a.m., Central Time Question Submission Deadline: November 18, 2024, 4:30 p.m., Central Time Proposal Due Date: November 26, 2024, 4:30 p.m., Central Time Late responses will not be considered.

Opening: November 26, 2024, 4:30 p.m., Central Time
See RFP Section V.G. “Opening”

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I. ABOUT SOURCEWELL
A. SOURCEWELL

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and master agreement award process for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements (including Canadian Free Trade Agreement, Ontario‐Quebec Trade and Cooperation Agreement, and Canada‐European Union Comprehensive Economic and Trade Agreement, as applicable), and results in cooperative purchasing solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.

Cooperative purchasing provides participating entities and suppliers increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and master agreement expanding the reach of awarded suppliers’ potential pool of end users.

Sourcewell uses a website‐based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.

B. USE OF RESULTING MASTER AGREEMENTS
In the United States, Sourcewell’s master agreements are available for use by:
 Federal and state government entities1;
 Cities, towns, and counties/parishes;
 Education service cooperatives;
 K‐12 and higher education entities;
 Tribal government entities;
 Some nonprofit entities; and
 Other public entities.

In Canada, Sourcewell’s master agreements are available for use by current and future members including:
 Federal, provincial, and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies;  Indigenous self‐governing bodies;
1 Pursuant to HAR §3‐128‐2, the State of Hawaii, Department of Accounting and General Services, State Procurement Office, on behalf of the State of Hawaii and participating jurisdictions, has provided notice of its Intent to Participate in the solicitation as a participating entity.

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 Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities;  Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; and  Canoe procurement group of Canada’s current and future members. Canoe members include:
o Federal, provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; o Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; o Indigenous self‐governing bodies;
o Airport authorities;
o Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; and
o Canoe procurement group of Canada’s current and future partner associations, including Saskatchewan Association of Rural Municipalities, Association of Manitoba Municipalities, Local Authorities Services/Association of Municipalities Ontario, Nova Scotia Federation of Municipalities, Federation of Prince Edward Island Municipalities, Municipalities Newfoundland Labrador, Union of New Brunswick Municipalities, Northwest Territories Association of Communities, Association of Yukon Communities, CivicInfo BC, Association and their current and future members.

For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country): https://www.sourcewell‐mn.gov/sourcewell‐for‐ vendors/agency‐locator.

Participating Entities typically access master agreements for equipment, products, or services through a purchase order issued directly to the awarded supplier. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell master agreements is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.

To meet Participating Entities’ needs, Sourcewell broadly publishes public notice of all solicitation opportunities, including this RFP. In addition, where applicable, other purchasing cooperatives and procurement officials receive notice and are encouraged to re‐post the solicitation opportunity.

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Proof of publication will be available at the conclusion of the solicitation process.

II. SOLICITATION DETAILS
A. SOLUTIONS‐BASED SOLICITATION
This RFP and master agreement award process is a solutions‐based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and are commonly desired or are required by law or industry standards.

B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that proposers will offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, school district, or regional cooperative.

1. Sourcewell is seeking proposals for Grounds Maintenance Equipment and Related Attachments, such as:
a. Lawn and garden equipment for all types of lawn, field and turf care, golf course, landscape, sidewalk, walking path, and parking lot maintenance, and snow removal; b. Irrigation and aeration equipment, systems, parts, and installation; and c. Beach and waterfront maintenance equipment and accessories.

Proposers may include related tools, attachments, parts, accessories, and services related to the solutions described in subsection 1.a.‐c. above, including but not limited to: repair, maintenance, installation, and warranty programs to the extent that these solutions are complementary to the equipment and services being proposed.

2. This solicitation should NOT be construed to include equipment principally intended or designed for highway maintenance or construction, road right‐of‐way, tree maintenance, or sewer maintenance.

3. The primary focus of this solicitation is on Grounds Maintenance Equipment and Related Attachments. However, this solicitation should NOT be construed to include “attachment only,” “service only,” or “installation only” solutions.

This solicitation does not include equipment, products, or services covered under categories included in master agreements currently maintained by Sourcewell:
a. Roadway Maintenance Equipment with Related Accessories, Attachments, Materials, and Supplies (RFP #080521)

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b. Snow and Ice Handling Equipment, Supplies, and Accessories (RFP #062222)

c. Portable Construction Equipment with Related Accessories and Attachments (RFP #110421)

d. Ag Tractors with Related Attachments, Accessories, and Supplies (RFP #082923) e. Road Right‐of‐Way Maintenance Equipment (RFP #070821) Generally, the solutions for Participating Entities are turn‐key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment‐only or products‐only solutions may be appropriate for situations where Participating Entities possess the ability, either in‐house or through local third‐ party contractors, to properly install and bring to operation the equipment or products being proposed.

Sourcewell prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting master agreement. If proposer is including the equipment, products, and services of its subsidiary entities, the proposer must also identify all included subsidiaries in its proposal. If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting master agreement.

Sourcewell encourages suppliers to offer the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross‐section of Sourcewell current and future Participating Entities.

C. REQUIREMENTS
It is expected that proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Participating Entities.

1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.

2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.

3. New Equipment and Products. Proposed equipment and products must be for a new, current model; however, proposer may offer certain close‐out equipment or products if it is specifically noted in the Pricing proposal.

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4. Delivered and operational. Unless clearly noted in the proposal, equipment and products must be delivered to the Participating Entity as operational.

5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.

D. PROSPECTIVE MASTER AGREEMENT TERM
The term of any resulting master agreement(s) awarded by Sourcewell under this solicitation will be four years. Sourcewell and supplier may agree to up to three additional one‐year extensions based on the best interests of Sourcewell and its Participating Entities. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

E. ESTIMATED MASTER AGREEMENT VALUE AND USAGE
Based on past volume of similar master agreements, the estimated annual value of all transactions from master agreements resulting from this RFP are anticipated to be USD 160 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the master agreement(s) awarded from this RFP; however, sales and sales volume from any resulting master agreement are not guaranteed.

F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Participating Entities.

The proposer’s Marketing Plan should demonstrate proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as proposer’s sales and service capabilities. It is expected that proposer will promote and market any master agreement award.

G. ADDITIONAL CONSIDERATIONS

1. Master Agreements will be awarded to proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.

2. A proposer may submit only one proposal. If related, affiliated, or subsidiary entities elect to submit separate proposals, rather than a single parent‐entity proposal, each such proposal must be prepared independently and without cooperation, collaboration, or collusion.

3. If a proposer works with a consultant on its proposal, the consultant (an individual or company) may not assist any other entity with a proposal for this solicitation.

4. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included in the proposal. Sourcewell reserves the right to verify proposer’s information and may request clarification from a proposer, including samples of the proposed equipment or products.

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5. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.

6. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell master agreement may be considered in the evaluation of a proposal.

III. PRICING
A. REQUIREMENTS
All proposed pricing must be:

1. Either Line‐Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
a. Line‐item Pricing is pricing based on each individual product or service. Each line must indicate the proposer’s published “List Price,” as well as the “Master Agreement Price.”
b. Percentage Discountfrom Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any master agreement resulting from this RFP.

2. The proposer’s not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity. However, it is permissible for suppliers to sell at a price that is lower than the agreed upon price.

3. Stated in U.S. and Canadian dollars (as applicable).

4. Clearly understandable, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location).

Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the proposer. Additionally, proposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.

B. ADMINISTRATIVE FEES
Proposers awarded a master agreement are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting master agreements. The administrative fee is normally calculated as a percentage of the totalsalesto Participating Entitiesfor all equipment,

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products, or services made during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.

IV. MASTER AGREEMENT
Proposers awarded a master agreement will be required to execute a master agreement with Sourcewell (see attached template). Only those modifications the proposer indicates in its proposal will be available for discussion. Much of the language in the Master Agreement reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the proposal being disqualified from further review and evaluation.

To identify any exception, or to request any modification, to Sourcewell’s standard master agreement terms, conditions, or specifications, a proposer must submit the proposed exception(s) or requested modification(s) via redline in the Master Agreement Template provided in the “Documents” section of the “Bid Details” page on the Sourcewell Procurement Portal and uploaded as part of its response. Only those exceptions noted at the time of the proposal submission will be considered.

Exceptions must:

1. Clearly identify the affected article and section.

2. Clearly note the requested modification; and as applicable, provide requested alternative language.

Unclear requests will be automatically denied.

Only those exceptions that have been accepted by Sourcewell will be included in the Master Agreement document provided to the awarded supplier for signature.

If a proposer receives a master agreement award resulting from this solicitation it will have up to 30 days to sign and return the master agreement. After that time, at Sourcewell’s sole discretion, the master agreement award may be revoked.

V. RFP PROCESS
A. PRE‐PROPOSAL CONFERENCE
Sourcewell will hold an optional, non‐mandatory pre‐proposal conference via webcast on the date and time noted in the Solicitation Schedule for this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential proposers to ask questions regarding this RFP and Sourcewell’s competitive procurement process. Information about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre‐proposal conference attendance is optional.

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B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.

The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.

All questions, whether specific to a proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.

C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.

Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the proposer by checking the box for each addendum. It is the responsibility of the proposer to check for any addenda that may have been issued up to the solicitation due date and time.

If an addendum is issued after a proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the proposer’s proposal status to INCOMPLETE. The proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, the proposer is solely responsible to:

1. make any required adjustments to its proposal;

2. acknowledge the addenda; and

3. ensure the re‐submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.

D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.

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It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.

In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to 24 hours to respond to certain issues.

Upon successful submission of a proposal, the Sourcewell Procurement Portal will automatically generate a confirmation email to the proposer. If the proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].

To ensure receipt of the latest information and updates via email regarding this solicitation, or if the proposer has obtained this solicitation document from a third party, the onus is on the proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.

Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the proposer attesting that the information contained in the proposal is true and accurate. By submitting a proposal, proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential master agreement award. The submission of inaccurate, misleading, or false information is grounds for disqualification from a master agreement award and may subject the proposer to remedies available by law.

E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:

1. In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.

2. Complete. A proposal will be rejected if it is conditional or incomplete.

3. Submitted in English.

4. Valid and irrevocable for 90 days following the Proposal Due Date.

Any and all costs incurred in responding to this RFP will be borne by the proposer.

F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a proposer may withdraw its proposal.

G. OPENING
The Opening of proposals will be conducted in the Sourcewell Procurement Portal immediately following the proposal due date and time. To view the list of proposers resulting from the

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opening, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.”
Members of the public may attend the Opening at Sourcewell’s office located at 202 12th Street NE, Staples, MN to hear the results.

VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more master agreements to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities.

Factors to be considered in determining the number of master agreements to be awarded in any category may include the following:

1. Total evaluation scores(giving consideration to natural breaksin the scoring of responsive proposals);

2. The number and geographic location of highest‐scoring proposers that offer:
a. A comprehensive selection of the requested equipment, products, or services; b. A sales and service network ensuring availability and coverage for Participating Entities’ use; and
c. Other attributes of the proposer or contents of its proposal that assist Participating Entities in achieving environmental and social requirements, and goals.

Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.

B. AWARD(S)
Award(s) will be made to the highest‐scoring proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.

Sourcewell may request written clarification of a proposal at any time during the evaluation process.

Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (a copy is available in the Sourcewell Procurement Portal):

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Rev. 6/2024 Sourcewell RFP #112624
Grounds Maintenance Equipment and Related Attachments

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Conformance to RFP Requirements Pass/Fail
Financial Viability and Marketplace Success 50
Ability to Sell and Deliver Solutions 150
Marketing Plan 100
Value Added Attributes 100
Depth and Breadth of Offered Solutions 200
Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.

Box 219, Staples, MN 56479. All documents that comprise the complete protest package must be received, and time stamped at the Sourcewell office by 4:30 p.m., Central Time, no later than 10 calendar days following Sourcewell’s notice of master agreement award(s) or non‐ award. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re‐evaluation of a proposal’s content will not be entertained.

A protest must include the following items:
 The name, address, and telephone number of the protester;  Identification of the solicitation by RFP number;
 A precise statement of the relevant facts;
 Identification of the alleged procedural, technical, or legal defect;  Analysis of the basis for the protest;
 Any additional supporting documentation;
 The original signature of the protester or its representative; and  Protest bond in the amount of $20,000 (except where prohibited by law or treaty).

Protests that do not address these elements will not be reviewed.

D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any master agreement, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the proposer may be rejected.

Sourcewell reserves the right to:
 Modify or cancel this RFP at any time;
 Reject any and all proposals received;
 Reject proposals that do not comply with the provisions of this RFP;

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Rev. 6/2024 Sourcewell RFP #112624
Grounds Maintenance Equipment and Related Attachments

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 Select, for master agreements or for discussion, a proposal other than that with the lowest cost;
 Independently verify any information provided in a proposal;  Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
 Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
 Clarify any part of a proposal and discuss any aspect of the proposal with any proposer; and negotiate with more than one proposer;
 Award a master agreement if only one responsive proposal is received if it is in the best interest of Participating Entities; and
 Award a master agreement to one or more proposers if it is in the best interest of Participating Entities.

E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell considers that negotiations are complete upon execution of a resulting master agreement. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.

Sourcewell will not consider the prices submitted by the proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a proposer is not considered trade secret under the statutory definition.

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10/9/2024
Addendum No. 1
Solicitation Number: RFP 112624
Solicitation Name: Grounds Maintenance Equipment and Related Attachments Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Does this RFP categories include tractors that can be used for landscaping, mowing, moving materials and grounds maintenance? If so, is there a HP range that is to is included?
Answer 1:

Refer to RFP Section II. B. – Requested Equipment, Products, or Services, for guidance on what we are seeking and what is excluded in this RFP.

Question 2:

Where should this equipment be delivered?
Answer 2:

Sourcewell utilizes a competitive, solutions-based solicitation approach that is not based on detailed specifications, finite quantities, or pre-determined locations. Refer to RFP Section I. A. Sourcewell for more information. Sourcewell participating entities include fifty-thousand public agencies located in the United States and Canada. There is no estimate of participating entity use by service type or category.

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End of Addendum
Acknowledgement of this Addendum to RFP 112624 posted to the Sourcewell Procurement Portal on 10/9/2024, is required at the time of proposal submittal.

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10/16/2024
Addendum No. 2
Solicitation Number: RFP 112624
Solicitation Name: Grounds Maintenance Equipment and Related Attachments Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Is the bidder expected to submit a proposal for a wide variety of equipment of [sic] can the bidder submit a proposal for one type of equipment? Answer 1:

Please reference Sourcewell’s Frequently Asked Questions document at https://cdn.sourcewell.org/public/procurement/procurement-portal-faq.pdf.

Question 2:

Do we have to answer the company information questions for each individual RFP or will our answers be saved for future RFPs?
Answer 2:

In the response submission process, proposers may save their progress and come back to it before the response submission deadline. For future proposals, you will not have to re-register, but the system will not retain or auto-fill company information in future responses.

End of Addendum

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Acknowledgement of this Addendum to RFP 112624 posted to the Sourcewell Procurement Portal on 10/16/2024, is required at the time of proposal submittal.

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10/28/2024
Addendum No. 3
Solicitation Number: RFP 112624
Solicitation Name: Grounds Maintenance Equipment and Related Attachments Consider the following Question(s) and Answer(s) to be part of the above‐titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Could Sourcewell please clarify the distinction between snow removal equipment categorized under Grounds Maintenance Equipment and Related Attachments and the excluded category of Snow and Ice Handling Equipment, Supplies, and Accessories (RFP #062222)? Specifically, what criteria will Sourcewell use to determine whether a snow removal product is considered part of this current solicitation or should be classified under the previously awarded RFP #062222? Section II.B.3.a of the RFP lists Snow and Ice Handling Equipment, Supplies, and Accessories as an excluded category. Could Sourcewell confirm if this exclusion applies only to large‐scale municipal snow handling equipment, or does it also encompass smaller snow removal trucks and equipment traditionally used for clearing parking lots, college campuses, or other similar areas? Given that the current RFP includes Lawn and garden equipment for snow removal, could you provide specific examples of snow removal equipment or attachments that are eligible for this RFP? How should proposers categorize equipment such as plows, or salt spreaders used for clearing parking lots,

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college campuses, or other similar areas when there appears to be overlap with equipment covered under RFP #062222?
Answer 1:

RFP 062222 for Snow and Ice Handling Equipment, Supplies, and Accessories has a scope of:

Sourcewell is seeking proposals for Snow and Ice Handling Equipment, Supplies and Accessories, to include equipment and related supplies or accessories designed or principally intended for moving, removing, and controlling snow and ice, such as:
a. Plows, blades, wings, blowers, and brooms;
b. Spreader or sprayer systems for the application of de‐icing or anti‐icing solids or liquids and snow melters;
c. Dump bodies, specialty equipment, and air or hydraulic systems, related to upfitting or modification primarily for snow and ice handling; and, d. Proposers may include a complementary offering of parts, supplies, and accessories, related to the upkeep, repair, or maintenance of their offering of equipment as described in subsections 1. a. – 1. c. above.

RFP 112624 includes any snow related items to Grounds Maintenance Equipment and Related Attachments that are not listed in the scope from 062222.

End of Addendum
Acknowledgement of this Addendum to RFP 112624 posted to the Sourcewell Procurement Portal on 10/28/2024, is required at the time of proposal submittal.

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11/4/2024
Addendum No. 4
Solicitation Number: RFP 112624
Solicitation Name: Grounds Maintenance Equipment and Related Attachments Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Is there an example or definition of attachment as used in II. Solicitation Details, B.3.

Grounds maintenance equipment that is separately manufactured and designed to be attached to a skid-steer or tractor are commonly called attachments. Is that what this RFP is seeking to disallow, or does attachment as used here refer to accessories, addons or special items that may or may not come with the primary equipment? Answer 1:

Section II. Solicitation Details, B.3 states: “The primary focus of this solicitation is on Grounds Maintenance Equipment and Related Attachments. However, this solicitation should NOT be construed to include ‘attachment only,’ ‘service only,’ or ‘installation only’ solutions.”
End of Addendum
Acknowledgement of this Addendum to RFP 112624 posted to the Sourcewell Procurement Portal on 11/4/2024, is required at the time of proposal submittal.

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11/8/2024
Addendum No. 5
Solicitation Number: RFP 112624
Solicitation Name: Grounds Maintenance Equipment and Related Attachments Consider the following Question(s) and Answer(s) to be part of the above‐titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

I am completing this proposal and wanting to see who I should contact about getting an NDA signed so we are able to submit financial data since we are a privately owned company?
Answer 1:

Section VI. Evaluation and Award, E. states: “All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell considers that negotiations are complete upon execution of a resulting master agreement. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.

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End of Addendum
Acknowledgement of this Addendum to RFP 112624 posted to the Sourcewell Procurement Portal on 11/8/2024, is required at the time of proposal submittal.

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11/12/2024
Addendum No. 6
Solicitation Number: RFP 112624
Solicitation Name: Grounds Maintenance Equipment and Related Attachments Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.

Question 1:

Is there an approximate volume of annual sales for this contract for OPE handheld equipment?
Answer 1:

Reference the Request for Proposals Document, Section II.E “Estimated Master Agreement Value and Usage” for RFP # 112624 for Grounds Maintenance Equipment and Related Attachments. Sourcewell does not have usage broken down to Outdoor Power Equipment – Handheld Equipment.

End of Addendum
Acknowledgement of this Addendum to RFP 112624 posted to the Sourcewell Procurement Portal on 11/12/2024, is required at the time of proposal submittal.

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City of Gilroy

STAFF REPORT
Agenda Item Title: Annual Military Equipment Use Report 2024, per CA Assembly Bill No. 481
Meeting Date: May 19, 2025
From: Jimmy Forbis, City Administrator
Department: Police
Submitted by: Luke Powell, Police Captain
Prepared by: Luke Powell, Police Captain
STRATEGIC PLAN GOALS: Not Applicable

RECOMMENDATION
Receive report.

EXECUTIVE SUMMARY
The Military Equipment Use Policy is subject to annual City Council review to determine whether the standards set forth in Assembly Bill 481 have been met, based upon an Annual Military Equipment Use Report.

BACKGROUND
On September 30, 2021, California Governor Gavin Newsom approved Assembly Bill 481, requiring law enforcement agencies to obtain approval from the applicable governing body (Mayor and City Council) to adopt a military equipment use policy. The Gilroy Police Department presented its Military Use Policy at City Council meetings on April 4, 2022, and May 2nd, 2022, with final approval coming at the May 16, 2022, meeting.

Assembly Bill 481 allows the governing body to approve the funding, acquisition, and use of military equipment within its jurisdiction only if it determines that the military equipment meets specified standards. The Military Equipment Use Policy is subject to City Council review to determine whether the standards set forth in Assembly Bill 481

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have been met based on an Annual Military Equipment Use Report. Gilroy Police Department’s Annual Military Equipment Use Report is due annually in May.

Finally, Assembly Bill 481 requires the Department to publish the Military Equipment Use Policy and the Annual Military Equipment Use Report on its website.

Assembly Bill 481
California Government Code section 7072 states the following:
(a) A law enforcement agency that receives approval for a military equipment use policy pursuant to Section 7071 shall submit to the governing body an annual military equipment report for each type of military equipment approved by the governing body within one year of approval, and annually thereafter for as long as the military equipment is available for use. The law enforcement agency shall also make each annual military equipment report required by this section publicly available on its internet website for as long as the military equipment is available for use. The annual military equipment report shall, at a minimum, include the following information for the immediately preceding calendar year for each type of military equipment:
(1) A summary of how the military equipment was used and the purpose of its use. (2) A summary of any complaints or concerns received concerning the military equipment.
(3) The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response. (4) The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing costs, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report. (5) The quantity possessed for each type of military equipment. (6) If the law enforcement agency intends to acquire additional military equipment in the next year, the quantity sought for each type of military equipment. (b) Within 30 days of submitting and publicly releasing an annual military equipment report pursuant to this section, the law enforcement agency shall hold at least one wellpublicized and conveniently located community engagement meeting, at which the general public may discuss and ask questions regarding the annual military equipment report and the law enforcement agency’s funding, acquisition, or use of military equipment.

In addition to maintaining the highest levels of public safety, the Gilroy Police Department is committed to transparency, public trust, community partnerships, and compliance with the law. As such, the Department has authored the following Annual Military Equipment Use Report in accordance with annual reporting requirements outlined in California Government Code section 7072.

ANALYSIS
The Gilroy Police Department is committed to using best practices and contemporary law enforcement equipment to enhance our ability to provide our community the highest level of public safety. To accomplish our mission effectively and safely, the Gilroy Police

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Department possesses and utilizes certain specialized equipment (Military equipment) to safeguard the citizens of Gilroy and protect our first responders. While our inventory of military equipment varies, the mere possession of this equipment does not warrant its use. The merits and the totality of the circumstances of each unique incident are considered before military equipment is utilized in compliance with department policy and law. The term "military equipment," as used in Assembly Bill 481, does not necessarily indicate the equipment is or has been used by the military. Many items defined as "military equipment" by the bill are often used by law enforcement to preserve life and enhance public and officer safety while remaining prepared to handle the various lethal and non-lethal challenges facing our communities. The Gilroy Police Department's use of military equipment is consistent with overall best practices employed by police departments nationwide.

Apparatus used by the Gilroy Police Department that are considered military equipment under Assembly Bill 481 include but are not limited to, emergency response equipment such as command vehicles and armored rescue vehicles, less-lethal shotguns, lesslethal 40mm projectile launchers, precision weapons such as rifles, unmanned aircraft systems, and other select items. The continued access to and use of this equipment is vital in ensuring our officers have the appropriate tools to de-escalate situations, preserve life, ensure safety for all people, and protect civil liberties.

The Gilroy Police Department recognizes that critical incidents are unpredictable and can be very dynamic in nature. A variety of equipment options can greatly assist incident commanders, officers, and specific units in bringing those incidents to a swift resolution, in a safe manner. The use of military equipment is restricted to certain instances and, in some cases, only by certain units. The use of the Department’s military equipment is continuously evaluated, and the use of such equipment by department personnel is influenced by the totality of the circumstances, public safety, officer safety, civil rights, State law, and information available at the time of use.

It is incumbent upon incident commanders, supervisors, individual officers, and specific units to recognize the circumstances wherein military equipment should be employed to enhance public and officers' safety and bring a critical incident to a safe resolution.

This Annual Military Equipment Use Report 2024 summarizes military equipment usage guidelines, inventory, fiscal impact, complaints, and reported concerns from January 1, 2024, through December 31, 2024.

ALTERNATIVES
There are no reasonable alternatives to the items listed in the Annual Military Equipment Use Report 2024. GPD has not discovered alternative products that can achieve the same objectives of civilian and officer safety. Each item’s necessity is further described in the attached annual report.

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FISCAL IMPACT/FUNDING SOURCE
There are no new financial considerations for existing military equipment and munitions during this reporting period, January 1, 2024, through December 31, 2024. All equipment listed in the attached annual report is owned and used by GPD. On page 22 of the annual use report, two (2) projected acquisitions of non-consumable military equipment are for the reporting period January 1, 2025, through December 31, 2025.

Attachments:

1. Gilroy Police Department Annual Military Use Report 2024

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1 Annual Military Equipment Use Report 2024
Gilroy Police Department
Annual Military Equipment Use Report
January 1, 2024 – December 31, 2024
Chief Pedro Espinoza 7301 Hanna Street, Gilroy CA 95020 www.cityofgilroy.org

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2 Annual Military Equipment Use Report 2024
Contents
Executive Summary………………………………………………………………………………………………4
Introduction………………………………………………………………………………………………………...6 Definitions………………………………………………………………………………………………………….7
Summary of Military Equipment Usages……………………………………………………………..............10 Inventory by Equipment Type………………………………………………………………………………….16 Fiscal Impact……………………………………………………………………………………………………..19 Department Transparency……………………………………………………………………………….……..23 Community Complaints/Concerns/Comments…...………………………………………………….23 Response to Procedure Violations…………….…………………………….………….…………….23 Internal Audits…………………………………….………………….……………………………….…24
Summary of Military Equipment…………………………………….………………………………………….25 Unmanned Aircraft Systems (UAS)……………….………….…..…………………………………...26 Brinc Lemur 2……………………………………………………………………………………27
DJI Avata 2………………………………………………………………………………………27
DJI Matrice 30T…………………………………….…………………………………………...28
DJI Mavic 2 Enterprise.…….……….………….………………………………………………28 DJI Mavic Mini 2.…..…………….……………….……………………………………………..29
Robots………………………………….………………………………………………………………...30
Robotex Avatar Tactical Robot..………………………………………………………………31 Transcend Vantage Patrol Robot…..………………………………………………………...31 Recon Robotics Throwbot 2…………………………………………………………………..32
Armored Vehicles…...………………………………….……………………………………………….33 Bearcat G2…..………………………………………………………………………………….34
Mobile Command Vehicle (MCV)……………..………….…………………………………………...35 Hostage Negotiation Team (HNT) Van………………….……………………………………..……..37 40mm Launchers and Munitions………………………….………..………………………………….39 Defense Technology 40mm Single Shot Launcher #1425………………………..……….40 Defense Technology 40mm Tactical 4-Shot Launcher, #1440……..……………………..40 Defense Technology 40mm Exact Impact Sponge Round #6325…..…………………….42

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3 Annual Military Equipment Use Report 2024
Less Lethal Shotgun and Munitions…………..……………………………………………………….43 Mossberg Model 590, 12-gauge Shotgun…….……………………………………………..44 Combined Tactical Systems Super-Sock Bean Bag………………………………………..45 Combined Tactical Systems LC5 Launching Cup…………………………………………………...46 Diversionary Devices……………………………………………………………………………………48
Combined Tactical Systems, 7290 Flash-Bang……………………………………………..49 Combined Tactical Systems, 7290M Mini Flash-Bang……………………………………..49 Rifles and Munitions…………………………………………………………………………………….51 Colt M4 Commando……………………………………………………………………………52
Colt M4 Carbine………………………………………………………………………………...52
Remington 700………………………………………………………………………………….53
Colt M16A1……………………………………………………………………………………...53
Springfield M14…………………………………………………………………………………54
Chemical Agent and Smoke Canisters……………………………………………………………….55 Defense Technology, Maximum HC Smoke Large Cannister, #1073……………………56 Combined Tactical Systems, White Smoke Tactical Canister Grenade, #8210…………56 Combined Tactical Systems, Riot CS Smoke Grenade, #8230…………………………...57 Combined Tactical Systems, Riot CS Smoke Grenade, #6230……………………………58 Combined Tactical Systems, Baffled Riot CS Smoke Grenade, #5230B…………………58 Penn Arms, 37mm Single Shot Launcher, #SL1-37………………………………………..59 Sage Control Ordinance, 37mm Rifled Barricade Penetrating, #BP5OC…………………59 Sage Control Ordinance, 37mm Rifled Barricade Penetrating, #BP5CS………………...60 Sage Control Ordinance, 37mm Impact/Chemical, #KO3OC……………………………..60 PepperBall Launchers and Projectiles………………………………………………………………...62 PepperBall FTC Launcher……………………………………………………………………..63
PepperBall Live Projectile……………………………………………………………………...63 PepperBall Inert Projectile……………………………………………………………………..64 Conclusion………………………………………………………………………………………………………..65

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4 Annual Military Equipment Use Report 2024
Executive Summary
On September 30, 2021, California Governor Gavin Newsom approved Assembly Bill 481, requiring law enforcement agencies to obtain approval from the applicable governing body (Mayor and City Council) by adopting a military equipment use policy. The Gilroy Police Department must seek City Council approval of its Military Equipment Use Policy at a regular open meeting before taking specific actions relating to the funding, acquisition, and use of military equipment.

Finally, Assembly Bill 481 requires the Department to publish the Military Equipment Use Policy and the Annual Military Equipment Use Report on its website.

Assembly Bill 481
California Government Code section 7072 states the following:
(a) A law enforcement agency that receives approval for a military equipment use policy pursuant to Section 7071 shall submit to the governing body an annual military equipment report for each type of military equipment approved by the governing body within one year of approval, and annually thereafter for as long as the military equipment is available for use. The law enforcement agency shall also make each annual military equipment report required by this section publicly available on its internet website for as long as the military equipment is available for use. The annual military equipment report shall, at a minimum, include the following information for the immediately preceding calendar year for each type of military equipment:
(1) A summary of how the military equipment was used and the purpose of its use. (2) A summary of any complaints or concerns received concerning the military equipment. (3) The results of any internal audits, any information about violations of the military equipment use policy, and any actions taken in response.
(4) The total annual cost for each type of military equipment, including acquisition, personnel, training, transportation, maintenance, storage, upgrade, and other ongoing costs, and from what source funds will be provided for the military equipment in the calendar year following submission of the annual military equipment report.
(5) The quantity possessed for each type of military equipment. (6) If the law enforcement agency intends to acquire additional military equipment in the next year, the quantity sought for each type of military equipment.

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5 Annual Military Equipment Use Report 2024
(b) Within 30 days of submitting and publicly releasing an annual military equipment report pursuant to this section, the law enforcement agency shall hold at least one well- publicized and conveniently located community engagement meeting, at which the general public may discuss and ask questions regarding the annual military equipment report and the law enforcement agency’s funding, acquisition, or use of military equipment.

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6 Annual Military Equipment Use Report 2024
Introduction
The Gilroy Police Department is committed to using best practices and contemporary law enforcement equipment to enhance our ability to provide our community with the highest level of public safety. To accomplish our mission effectively and safely, the Gilroy Police Department possesses and utilizes specific specialized equipment (Military equipment) to safeguard the citizens of Gilroy and protect our first responders. While our inventory of military equipment varies, the mere possession of this equipment does not warrant its use. The merits and the totality of the circumstances of each unique incident are considered before military equipment is utilized in compliance with department policy and law.

The term "military equipment," as used in Assembly Bill 481, does not necessarily indicate the equipment is or has been used by the military. Many items defined as "military equipment" by the bill are often used by law enforcement to preserve life and enhance public and officer safety while remaining prepared to handle the various lethal and non-lethal challenges facing our communities. The Gilroy Police Department's use of military equipment is consistent with overall best practices police departments employ nationwide.

Apparatus used by the Gilroy Police Department that are considered military equipment under Assembly Bill 481 include, but are not limited to, emergency response equipment such as command vehicles and armored rescue vehicles, less-lethal shotguns, less-lethal 40mm projectile launchers, precision weapons such as rifles, unmanned aircraft systems, and other select items. The continued access to and use of this equipment is vital in ensuring our officers have the appropriate tools to de-escalate situations, preserve life, ensure safety for all people, and protect civil liberties.

The Gilroy Police Department recognizes that critical incidents are unpredictable and can be very dynamic in nature. Various equipment options can greatly assist incident commanders, officers, and specific units in safely bringing those incidents to a swift resolution.

The use of military equipment is restricted to certain instances and, in some cases, only by specific units. The use of the Department’s military equipment is continuously evaluated, and the use of such equipment by department personnel is influenced by the totality of the circumstances, public safety, officer safety, civil rights, State law, and information available at the time of use.

It is incumbent upon incident commanders, supervisors, individual officers, and specific units to recognize the particular circumstances in which military equipment should be employed to enhance the safety of the public and officers and to bring a critical incident to a safe resolution.

This Annual Military Equipment Use Report outlines a summary of military equipment usage guidelines, inventory, fiscal impact, complaints, and reported concerns from January 1, 2024, through December 31, 2024.

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7 Annual Military Equipment Use Report 2024
Definitions
Pursuant to California Assembly Bill 481, the following definitions are applicable only to the Gilroy Police Department’s current military equipment inventory and potential military equipment acquisitions for operational needs. For a more detailed list of “military equipment” definitions, refer to California Government Code sections 7070(c)(1) through (16). “Governing body” means the Gilroy City Council and Mayor. “Military equipment” means any wide variety of items as defined by California Government Code section 7070, subsections (c)(1) through (c)(16) to include:

1. Unmanned Aircraft System (UAS): An unmanned aircraft along with the associated equipment to control it remotely.

2. Robots: A remotely controlled unmanned machine that operates on the ground, which is utilized to enhance the safety of the community and officers.

3. Armored Vehicles: Commercially produced wheeled armored personnel vehicle utilized for law enforcement purposes.

4. NIJ Level IV Armored Caterpillar (CAT) Multi-Terrain Loader (The ROOK): The ROOK is a custom “armored critical incident vehicle” built on the chassis of a CAT Bulldozer, manufactured by Ring Power.

5. Mobile Command Vehicle (MCV): A vehicle used as a mobile office that provides shelter, access to Department computer systems, and restroom facilities during extended events.

6. Hostage Negotiation Team (HNT) Van: A vehicle used as a mobile office that provides shelter, access to Department computer systems, and restroom facilities on extended events.

7. Long Range Acoustic Device (LRAD): A high intensity directional acoustic array for longrange, crystal-clear hailing and notification. The LRAD is only authorized for use as a communication device.

8. 40mm Launchers and Munitions: 40mm Launchers are utilized by department personnel as a less lethal tool to launch impact rounds.

9. Less Lethal Shotguns and Munitions: A shotgun used to deploy the less lethal shotgun munitions.

10.Combined Systems LC5 Launching Cup: A cup that attaches to a less lethal shotgun allowing officers to launch canisters of chemical agent or smoke canisters.

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8 Annual Military Equipment Use Report 2024

11.Diversionary Devices: A device used to distract dangerous persons.

12.Rifles: Guns that are fired from shoulder level, having a longer, grooved barrel intended to make bullets spin and thereby have greater accuracy over a long distance.

13.Chemical Agent and Smoke Canisters: Canisters that contain chemical agents that are released when deployed.

14.Explosive Breaching Tools: Equipment used to provide an explosive charge to safely gain entry into structures during high-risk operations.

15.PepperBall Launchers and Projectiles: A device that discharges PAVA powder projectiles.

16.“Military equipment” does not include general equipment not designated as prohibited or controlled by the federal Defense Logistics Agency.
“Military Equipment Use Policy” refers to Gilroy Police Department Policy Manual Section 708 and means a publicly released, written document governing the use of military equipment by the Department that addresses, at a minimum, all of the following:

1. A description of each type of military equipment, the quantity sought, its capabilities, expected lifespan, and product descriptions from the manufacturer of the military equipment.

2. The purposes and authorized uses for which the Department proposes to use each type of military equipment.

3. The fiscal impact of each type of military equipment, including the initial costs of obtaining the equipment and estimated annual costs of maintaining the equipment.

4. The legal and procedural rules that govern each authorized use.

5. The training, including any course required by the Commission on Peace Officer Standards and Training (POST), that must be completed before any sworn member is allowed to use each specific type of military equipment to ensure the full protection of the public’s welfare, safety, civil rights, and civil liberties and full adherence to the Military Equipment Use Policy.

6. The mechanisms to ensure compliance with the Military Equipment Use Policy, including which independent persons or entities have oversight authority, and, if applicable, what legally enforceable sanctions are put in place for violations of the policy.

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Gilroy City CouncilMay 19, 2025

Gilroy City Council
May 19, 2025