Agenda packet, special meeting — Glendale City Council, September 30, 2025

A G E N D A
SPECIAL MEETING: GLENDALE CITY COUNCIL

COUNCIL CHAMBERS
613 E. Broadway, 2nd Floor
Glendale, CA 91206

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PUBLIC COMMENT GUIDELINES
The City Council welcomes public input at City Council meetings. Public input at Council meetings is regulated by the City Council’s Rules of Order, Procedure and Decorum for the Conduct of City Council Meetings as set forth in Resolution No. 25-76, which will be summarized below.

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SEPTEMBER 30, 2025

ROLL CALL
-
1:00 PM
-
Report of the City Clerk of the City Council, re: Posting of Agenda. The Agenda for the Tuesday, September 30, 2025 Special Public Meeting of the City Council was posted on September 26, 2025, on the Bulletin Board Outside City Hall.

SPECIAL PUBLIC MEETING
of the City Council is hereby called to meet at

1:00
PM
on
Tuesday, September 30, 2025
, in the Council Chamber, 613 E. Broadway, 2nd Floor
,
Glendale, CA 91206 to consider the following item(s) of business, to wit;

1. Community Services and Parks, re:

Rescission of Award of Contract for Operation of
Tennis Courts at Glorietta Park

1. Motion rescinding the City Council’s approval of June 10, 2025, to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and approving the award of a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Hard Eight, Inc., on terms more particularly described in the report of the Director of Community Services & Parks dated June 10, 2025, and authorizing the City Manager to execute the contract

2. Motion rescinding the City Council’s approval of June 10, 2025, to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and directing staff to revise the Request for Proposal for Operation of T ennis Courts at Glorietta Park (RFP) and, upon City Council approval thereof, reissue the RFP

2. Public Works, re: Dispensing with Competitive Bidding and Authorizing an Amendment to the Agreement for Furniture Consultation, Design, Procurement and Installation Services for a Grant Funded Furniture Procurement for Central Library

1. Resolution dispensing with competitive bidding and authorizing the City Manager or a designee to execute an amendment to the agreement for Furniture Consultation, Design, Procurement and Installation Services with J K Miklin, Inc. DBA Yamada (8000007) increasing the contract amount by $400,000 and extending the duration to June 30, 2026.

ADJOURNMENT

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1 25-88835

CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Rescission of Award of Contract for Operation of Tennis Courts at Glorietta Park

1. Motion rescinding the City Council’s approval of June 10, 2025, to award a five- year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and approving the award of a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Hard Eight, Inc., on terms more particularly described in the report of the Director of Community Services & Parks dated June 10, 2025, and authorizing the City Manager to execute the contract.

2. Motion rescinding the City Council’s approval of June 10, 2025, to award a five- year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and directing staff to revise the Request for Proposal for Operation of Tennis Courts at Glorietta Park (RFP) and, upon City Council approval thereof, reissue the RFP.

COUNCIL ACTION
Item Type: Action Item
Approved for September 30, 2025 calendar

EXECUTIVE SUMMARY
On December 17, 2024, Community Services & Parks (CSP) issued an RFP for operation of the tennis courts at Fremont and Glorietta Parks. The City received eight proposals from seven distinct proposers for operation of the Glorietta Park tennis courts. Three proposers, Hard Eight, Inc., LA Tennis, Inc., and Vigen Khanlarian, met the minimum qualifications and were granted interviews. After two rounds of interviews, CSP recommended that the City Council approve the award of a contract to Hard Eight, Inc., for operation of the Glorietta Park tennis courts.

On June 10, 2025, the Council passed a motion approving the award of a contract for operation of the Glorietta Park tennis courts to Vigen Khanlarian and rejecting all other proposals. The new contract term was anticipated to begin on September 1, 2025. 4 of 116

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On August 14, 2025, Hard Eight, Inc., filed a Petition for Writ of Mandate in Los Angeles County Superior Court, in sum alleging that the contract award was unlawful and seeking an order compelling the City to invalidate it and either reinstate Hard Eight, Inc., as the highest scoring, recommended awardee, or, in the alternative, to reissue the RFP. On August 20, 2025, the City stipulated that the Council would consider these alternatives on or before September 30, 2025, staying Hard Eight, Inc.’s petition.

If the Council directs staff to revise and reissue the RFP for operation of tennis courts at Glorietta Park, the Council may provide preliminary input as to whether, and in what manner, the Evaluation Criteria should be revised. Once the RFP is revised accordingly, staff will return to the Council for review and approval of the revised RFP.

RECOMMENDATION
That the City Council pass a motion rescinding its approval to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to- year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and either (1) approve the award of a five- year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Hard Eight, Inc., on terms more particularly described in the report of the CSP Director dated June 10, 2025, and authorize the City Manager to execute the contract; or, in the alternative, (2) direct staff to revise the RFP and, upon Council approval thereof, reissue the RFP.

ANALYSIS
On December 17, 2024, CSP issued the RFP for operation of the tennis courts as Fremont and Glorietta Parks as the operative contracts were expiring. The City received a total of eight proposals from seven distinct proposers for operation of the Glorietta Park tennis courts. In the initial review of proposals, four proposers (who collectively submitted five proposals) were disqualified for not meeting the minimum requirements stated in the RFP. The three remaining proposers, Hard Eight, Inc., LA Tennis, Inc, and Vigen Khanlarian, were first interviewed by a panel of three management and executive-level staff members from other cities, then by a panel of three City management and executive- level staff members.

The external and internal panels each scored the three finalists on an 85-points scale comprising a maximum of 20 points for experience and qualifications, 20 points for proposed payment to the City, 15 points for range of services, 15 points for daily operational plan, and 15 points for advertising and marketing. The external panel gave an average score of 77 to Hard Eight, Inc, 71.66 to LA Tennis, Inc., and 61.33 to Vigen Khanlarian. The internal panel gave an average score of 76 to Hard Eight, Inc., 59 to LA Tennis, Inc., and 62.66 to Vigen Khanlarian.

Based on the interviews and each proposal’s satisfaction of the criteria, Hard Eight, Inc., was the highest-ranking proposer for operation of the tennis courts at Glorietta Park; thus, the CSP Director recommended Hard Eight, Inc., for award of a new contract to operate there. The CSP Director’s report dated June 10, 2025, is attached as Exhibit 1. 5 of 116

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On June 10, 2025, after receiving the Director’s report, hearing public testimony, and deliberating the recommended award, the City Council passed a motion approving the award of a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian; authorizing the City Manager to execute the contract; and rejecting all other proposals submitted in response to the RFP. The new contract term was anticipated to begin on September 1, 2025.

On August 14, 2025, Hard Eight, Inc., filed a Petition for Writ of Mandate in Los Angeles County Superior Court captioned Hard Eight, Inc. v. City of Glendale, Case No. 25NNCP00637, alleging that the contract award was unlawful and seeking an order compelling the City to invalidate it and either reinstate Hard Eight, Inc., as the highest- scoring, recommended awardee, or, in the alternative, reissue the RFP. The Writ Petition is attached as Exhibit 2.

On August 20, 2025, the City and Hard Eight, Inc., entered into a stipulation, approved by the Superior Court, whereby the above-captioned matter would be stayed for 45 days, through September 30, 2025, pending the Council’s consideration whether to award the contract for operation of the Glorietta Park tennis courts to Hard Eight, Inc., or direct the revision and reissuance of the RFP.

If the Council is inclined to pass Motion 2 directing staff to revise and reissue the RFP for operation of tennis courts at Glorietta Park, Council may provide preliminary input as to whether, and in what manner, the Evaluation Criteria set forth in Section V.A of the RFP should be revised. The Tennis Operations at Fremont & Glorietta Parks RFP 2025 is attached to the Director’s report of June 10, 2025. Once the RFP is revised, staff will return to the Council for review and approval of the revised RFP prior to its reissuance.

STAKEHOLDERS/OUTREACH
The CSP Department provides outdoor recreational activities throughout the City to improve the quality of life for residents and visitors. By utilizing vendors to oversee the operation of tennis activities at Glorietta Park, staff ensure that quality tennis lessons and programs can be offered, and reservations taken and made by the community, at a price-point like that in other cities in the area, without the need to hire additional City staff to operate the courts internally.

Stakeholders include City employees, residents and visitors to City facilities.

Staff previously advertised the RFP on the City’s website, the CSP monthly newsletter, and social media. Staff also reached out directly to all proposers from the previous RFP in 2014. In addition, staff kept a list of all inquiries made throughout the past 10 years and ensured that inquiring parties were notified directly of the RFP.

FISCAL IMPACT
There is no cost to the City for the award of a contract to operate the tennis courts at Glorietta Park. If the Council passes Motion 1, the City will generate concession 6 of 116

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revenue annually totaling $24,000 in base pay, plus 5% of gross revenue.

ENVIRONMENTAL REVIEW (CEQA/NEPA)
The action being considered is categorically exempt from CEQA pursuant to CEQA Guidelines Section 15301 in that consists of the operation, repair, or maintenance of existing public facilities involving negligible or no expansion of former use. Moreover, because it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, it is exempt from CEQA. (CEQA Guidelines Section 15061(b)(3).)

CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance No. 5744, the following are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report:

Officers of Hard Eight, Inc.:

Full Name Title Business Address City State Zip
Jessica Pratt CEO 2340 Shields St. La
Crescenta CA 91214
Christopher Pratt Chief Financial Officer 2340 Shields St. La Crescenta CA 91214
Vigen Khanlarian:

Full Name Title Business Address City State Zip
Vigen Khanlarian Sole Proprietor 5049 Carolyn Way Glendale CA 91214

ALTERNATIVES TO STAFF RECOMMENDATION
1) The Council may consider not rescinding its approval of June 10, 2025, to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract, which will necessitate further defense of Hard Eight, Inc. v. City of Glendale.
2) The City Council may consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
Submitted by:

Onnig Bulanikian, Director of Community Services & Parks Prepared by:

Gabrielle Goglia, Community Services Manager
Tereza Aleksanian, Assistant Director of Community Services & Parks 7 of 116

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Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
Exhibit 1: Report of the Director of Community Services & Parks dated June 10, 2025 Exhibit 2: Petition for Writ of Mandate in Hard Eight, Inc. v. City of Glendale (Exhibits to Writ Petition Omitted)
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MOTION 1
Moved by Council Member __________________________________________, seconded by Council Member ________________________________________, that, with respect to the report of the Director of Community Services & Parks dated September 30, 2025, the Council of the City of Glendale hereby rescinds its approval of June 10, 2025, to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and approves the award of a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Hard Eight, Inc., on terms more particularly described in the Director’s report dated June 10, 2025, and authorizes the City Manager to execute the contract.

Vote as Follows:

Ayes:

Noes:

Absent:

Abstain:
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MOTION 2
Moved by Council Member __________________________________________, seconded by Council Member ________________________________________, that, with respect to the report of the Director of Community Services & Parks dated September 30, 2025, the Council of the City of Glendale hereby rescinds its approval of June 10, 2025, to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to-year basis thereafter for up to five additional years, to Vigen Khanlarian, and authorization for the City Manager to execute the contract; and directs staff to revise the Request for Proposal for Operation of Tennis Courts at Glorietta Park (RFP) and, upon City Council approval thereof, reissue the RFP.

Vote as Follows:

Ayes:

Noes:

Absent:

Abstain:
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE SPECIAL CITY COUNCIL

AGENDA ITEM
Report: Award of Contract for Operation of Tennis Courts at Glorietta & Fremont Parks

1. Motion:
(1) Approving the CSP Director’s recommendation to award a five-year contract for operation of the tennis courts at Fremont Park, with the option to renew on a year-to- year basis for up to five additional years, to Glendale Tennis Academy, and authorize the City Manager to execute the contract;
(2) Approving the CSP Director’s recommendation to award a five-year contract for operation of the tennis courts at Glorietta Park, with the option to renew on a year-to- year basis for up to five additional years, to Hard Eight, Inc., and authorize the City Manager to execute the contract; and
(3) Rejecting all other proposals to operate the tennis courts at Fremont and Glorietta Parks as being less competitive than those submitted by the above-referenced parties.

COUNCIL ACTION
Item Type: Action Item
Approved for June 10, 2025 calendar

EXECUTIVE SUMMARY
On December 17, 2024, the Department of Community Services & Parks (CSP) issued a Request for Proposals (RFP) for the management and operation of Fremont and Glorietta Tennis Courts. Any suitably qualified tennis professional and/or company was eligible to apply, as long as the individual or company met the requirements of three years’ minimum experience operating a public tennis operation with a minimum of two courts. Experience must have included offering public open times on courts, tennis instruction, and coordinating tournaments.

The City received a total of 17 proposals from 11 unique proposers. More specifically, seven proposers submitted a total of eight proposals to operate the Glorietta Park tennis courts, and eight proposers submitted a total of nine proposals to operate the Fremont Park tennis courts. Five of the proposers—who collectively submitted seven proposals— met the minimum qualifications and were granted interviews.

Exhibit 1
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After conducting two rounds of interviews, CSP is recommending that contracts be awarded to Glendale Tennis Academy for operation of the tennis courts at Fremont Park, and to Hard Eight, Inc. for operation of the tennis courts at Glorietta Park.

RECOMMENDATION
That the City Council pass a motion approving the CSP Director’s recommended vendors for operation of tennis courts and authorizing the City Manager to enter into two agreements, each for an initial term of five years with the option to renew on a year-to- year basis, for up to five additional years, with: Glendale Tennis Academy at Fremont Park; and Hard Eight, Inc. at Glorietta Park.

ANALYSIS
CSP maintains 33 tennis courts at 10 sites throughout the City. CSP operates the tennis courts at three of the park locations under the supervision of a contracted concessionaire.

These locations are Fremont Park, Glorietta Park and Scholl Canyon Golf & Tennis.

Scholl Canyon Golf & Tennis is operated by American Golf and Tennis, which sublets the tennis operation to Glendale Tennis Academy (GTA). Until Fremont Park was closed, GTA operated the tennis courts there. The Fremont Park tennis courts have been closed since park construction began October 16, 2023, and are tentatively scheduled to be reopened in mid-July. The Glorietta Park tennis courts have been operated by an independent contractor since 1996. The current contractor at Glorietta Park has operated since March 2015 and will continue to operate pending award of a new contract as a result of the RFP.

In 2021, the City’s Internal Audit staff conducted an audit of the tennis concessions at Glorietta and Fremont Park tennis courts. Audit staff recommended that CSP require tennis concessionaires to utilize a reservation/registration software as well as financial software as part of the next contract. The purpose of Audit staff’s recommendation that tennis concessionaires utilize a reservation/registration system is to enable system reports that accurately capture patron information and revenue, and their recommendation to utilize financial software to adequately audit concessionaire revenue to ensure that they are paying the City the full percentage required in their contracts.

On December 17, 2024, CSP issued the RFP for management and operation of the Fremont and Glorietta tennis courts as the operative contracts were expiring. CSP included the utilization of (a) software system(s) in the RFP pursuant to the audit recommendations.

The City received a total of 17 proposals from 11 proposers for the operation of one or both of the tennis locations. In the initial review of proposals, six proposers (who collectively submitted 10 proposals) were disqualified for not meeting the minimum requirements stated in the RFP:
Tennis Mechanix (for the operation of Fremont)
Mher Ivynian (two proposals for the operation of Fremont and two proposals for 12 of 116

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the operation of Glorietta)
Homenetmen Ararat (for the operation of Fremont)
Khachatryan Tennis Academy (one proposal for the operation of Fremont and one proposal for the operation of Glorietta)
Artak Harutyunyan (for the operation of Glorietta
Arshot Arutyunyan & Oleg Simonyan (for the operation of Glorietta) CSP selected a panel of three management and executive-level staff members from other cities to conduct the first-round interviews, including the Assistant Director of Parks & Recreation for the City of Burbank, the Parks, Recreation & Community Services Superintendent for the City of Pasadena, and the Deputy Community Services Director for the City of Calabasas. This panel recommended the top three proposers for each location to be interviewed in a second round.

The second-round interviews were conducted by the Community Services Manager at CSP, the Assistant Director of CSP, and the Director of Library, Arts & Culture.

Below is the evaluation criteria and combined results of the interviews*:
1) Experience & Qualifications (20 points)
2) Proposed payment to the City (20 points)
3) Range of services (15 points)
4) Daily Operational Plan (15 points)
5) Advertising and marketing (15 points)
*The points listed below are an average assigned by each interviewer. The interview panels were unanimous in their ranking orders.

Round #1 Scores:

Proposers for Fremont operation:

Glendale
Tennis
Academy
Hard Eight,
Inc.
iTennis LA Tennis, Inc.

Total Points
(85 points)

78.66 77 76.5 71.33
Proposers for Glorietta operation:

Hard Eight,
Inc.

LA Tennis, Inc. Vigen
Khanlarian
Total Points
(85 points)
77 71.66 61.33
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Round #2 Scores:

Proposers for Fremont operation:

Glendale
Tennis
Academy
Hard Eight,
Inc.
iTennis
Total Points
(85 points)

78.33 71.66 54.33
Proposers for Glorietta operation:

Hard Eight,
Inc.

Vigen
Khanlarian
LA Tennis, Inc.

Total Points
(85 points)
76 62.66 59
The interview panels weighed the financial aspects of each proposal with the proposer’s ability to provide quality programming to the residents of Glendale. The value of meeting the needs of the existing customers at both sites, combined with the ability and desire to increase programming and outreach to new clients and residents was evaluated with each proposer.

Proposers were invited to submit a proposal for operation of one or both sets of courts.

Based on the interviews and each proposal’s satisfaction of the criteria, Glendale Tennis Academy was the highest-ranking proposer for operation of the tennis courts at Fremont Park and is therefore recommended to continue operating there under a new contract.

Hard Eight, Inc. was the highest-ranking proposer for operation of the tennis courts at Glorietta Park, and is therefore recommended for award of a new contract to operate there.

Glendale Tennis Academy proposed to pay a lower base amount than some of the other proposers, but GTA presented a comprehensive plan for operation of the courts that includes free time, pickleball hours, and lessons for all ages. GTA is the same vendor that had the contract prior to construction, and its history with the City and community at Fremont Park is positive.

Hard Eight’s proposal for operation of the tennis courts at Glorietta Park provided the most detailed and comprehensive plan for new and continuing programs at the facility.

New program proposals include social hours, free court time to the public, and a strong marketing plan to advertise new programs. This will be a new vendor to the location. The current vendor, Vigen Khanlarian, also submitted a proposal; however, he did not effectively communicate his proposed court rental and lesson fees, payment to the City, or marketing plans during the interview or in his proposal. It was unclear from his proposal or interviews if courts would be available for free to the community, and his proposal offered no new programs or a marketing plan to invite new players or programs to the 15 of 116

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courts. His proposed base payment to the City was higher than that of Hard Eight; however, he offered no percentage of gross revenue, while Hard Eight proposed to pay 5% of gross revenue on top of its base payment. The percentage of gross revenue allows for a higher overall payment to the City with reduced payments in colder months.

The recommended vendors propose to pay the following revenue to the City of Glendale for the contract period:

Glendale Tennis Academy (Fremont Tennis Courts)
Monthly Rent - $6,300
Percentage of Gross Revenue – 5%
Projected Annual Gross Revenue - $720,000 (year 1) - $860,000 (year 5) Projected Annual Revenue to City (Rent plus 5% of Gross Revenue) - $111,600 (year 1) - $118,600 (year 5)
Hard Eight, Inc. (Glorietta Tennis Courts)
Monthly Rent - $2,000 (year 1) - $2,431 (year 5)
Percentage of Gross Revenue – 5%
Projected Annual Gross Revenue - $247,400 (year 1) - $300,721 (year 5) Projected Annual Revenue to City (Rent plus 5% of Gross Revenue) - $36,370 (year 1) - $44,208 (year 5)
The contract term for Fremont Park will become effective after completion of the construction project, which is anticipated in mid-July, 2025. The new contract term for Glorietta is anticipated to begin on September 1, 2025.

The recommended contract term for each operation is five years, and the City has the option of renewing each contract annually on a year-to-year basis, up to five additional times. The performance of the contract will be monitored and overseen by the Community Services Manager at the Glendale Sports Complex.

STAKEHOLDERS/OUTREACH
The Community Services & Parks Department provides outdoor recreational activities throughout the City to improve the quality of life for residents and visitors. By utilizing vendors to oversee the operation of tennis activities at Fremont and Glorietta Parks, staff ensures that quality tennis lessons and programs can be offered, and reservations taken and made by the community, at a price-point similar to that in other cities in the area, without the need to hire additional City staff to operate the courts internally.

Stakeholders include City employees, residents and visitors to City facilities.

Staff advertised the RFP on the City’s website, the CSP monthly newsletter, and social media. Staff also reached out directly to all proposers from the previous RFP in 2014. In addition, staff kept a list of all inquiries made throughout the past 10 years and ensured that inquiring parties were notified directly of the RFP. 16 of 116

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FISCAL IMPACT
There is no cost to the City for the award of the contracts at Fremont and Glorietta Parks. The City will generate the following concession revenue annually for the General Fund:

Fremont Park: $75,600 base pay, plus 5%
Glorietta Park: $24,000 base pay, plus 5%

Officers of Glendale Tennis Academy:

Full Name Title Business Address City State Zip
Armen Mendelyan CEO/Founder 13407 Hartland St. Valley
Glen CA 91405
Gevorg Grigoryan Owner/Coach 525 Spencer St. Glendale CA 91202 Officers of Hard Eight, Inc.:

Full Name Title Business Address City State Zip
Jessica Pratt CEO 2340 Shields St. La
Crescenta CA 91214

ALTERNATIVES TO STAFF RECOMMENDATION
1) The City Council may consider re-issuing an RFP with amended requirements and/or criteria.
2) The City Council may consider rejecting proposals submitted by one or both of the recommended vendors and directing staff to contract with (an)other qualified proposer(s) to operate one or both of the tennis locations. 3) The City Council may consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
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Submitted by:

Onnig Bulanikian, Director of Community Services & Parks Prepared by:

Gabrielle Goglia, Community Services Manager
Tereza Aleksanian, Assistant Director of Community Services & Parks Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
Exhibit 1: Tennis Operations at Fremont & Glorietta Parks Request for Proposals 18 of 116

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Exhibit 1
City of Glendale
Community Services & Parks Department
Tennis Operations
at
Fremont & Glorietta Parks
Request for Proposals
2025
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8 CONTENTS
Message to Proposers…………………………………………………………………………….. Page 3 I. Introduction………………………………………………………………………………………. Page 4 A. Summary…………………………………………………………………………………….. Page 4
B. Assumptions / Definitions………………………………………………………………….. Page 4 C. Scope of Work……………………………………………………………………………….. Page 5 D. City’s Representatives…………………………………………………………………….. Page 9 E. Minimum Requirements………………………………………………………………………. Page 10 II. RFP Process………………………………………………………………………………………. Page 10 A. RFP Timeline………………………………………………………………………… Page 10
B. RFP Distribution…………………………………………………………………………….. Page 10 C. Mandatory Proposer Conference……………………..……………………………….. Page 10 D. Proposal Deadline and Proposal Submission……………………………………………. Page 11 E. Interim Inquiries and Responses; Interpretation or Correction of RFP………………. Page 12 F. Addenda…………………………………………………………………………………….. Page 12
III. General Requirements and Instructions………………………………………………………. Page 12 A. Examination of Documents……………………………………………………………….. Page 12 B. Proposer’s Representations in the Response………………………………………….. Page 13 20 of 116

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8 C. Withdrawal, Cancellation, or Modification of a Proposal………………………………. Page 13 D. Proposal Preparation Expenses…………………………………………………………. Page 14 E. Insurance…………………………………………………………………………………… Page 15
F. Proposer’s Indemnification of City……………………………………………………….. Page 15 IV. Proposal Content and Format………………………………………………………………… Page 15 A. Proposal Content…………………………………………………………………………… Page 16 B. Identifying Proprietary Information; Public Records Act……………………………….. Page 16 C. Proposal Signature(s)……………………………………………………………………… Page 16 V. Method of Selection…………………………………………………………………………….. Page 17 A. Basis for Award and Evaluation Criteria………………………………………………….. Page 17 B. Selecting an Operator…..……………………………………………………………….. Page 19 C. City’s Reservation of Rights……………………………………………………………….. Page 20 VI. Letter of Objection; Procedures………………………………………………………………. Page 21 Exhibit I – Fremont Park Aerial & Map…………………………………………………………… Page 22 Exhibit II – Glorietta Park Aerial & Map………………………………………………………….. Page 23 Exhibit III – Sample Fees for Tennis Court Usage in Various Southern California Cities….. Page 24 Exhibit IV – Tennis Operator Proposer Information………..………………………………….. Page 26 Exhibit V – Tennis Operator Proposal Forms………………………..……………………….. Page 33 Exhibit VI – Insurance Requirements……………………………………………………………. Page 47 Exhibit VII – Insurance Requirements Affidavit………………………………………………… Page 58 21 of 116

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8 Message to Proposers
The City of Glendale Community Services & Parks Department (“Department”) provides a wide variety of recreation, leisure and arts programs for all ages and interests, and manages one of the finest park and open space systems in the Southern California region.

It is within the nature of the City of Glendale to provide its community quality service to enhance personal achievement and create unique experiences and opportunities. The Department’s Mission Statement is:
“The Community Services & Parks Department’s (CSP) mission is to enhance the quality of life by providing safe, and well-maintained parks and public spaces; preserving open space and historic resources; providing services that address the physical, recreational, social, and economic needs of the community; and creating opportunities for renewal, growth and enrichment.”
The purpose of this Request for Proposals is to enable the Department to evaluate a list of candidates and select a qualified and experienced professional(s) (“OPERATOR”) to manage the tennis and/or pickleball (“tennis”) court operations at two different locations under a Facility Use & Operating Agreement.

The selected OPERATOR shall manage the tennis court operations by providing quality tennis services including, but not limited to: court reservations, classes, clinics, camps, tournaments, and events (OPERATION). The OPERATOR will also cultivate community connectedness and work cross-culturally with youth groups, schools, community groups and the business community to foster cultural harmony.

Thank you in advance for your interest in this Request for Proposals.

Onnig Bulanikian, Director
Community Services & Parks Department
City of Glendale
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8 I. Introduction
A. Summary
The City of Glendale (“CITY”) is soliciting proposals from suitably qualified tennis professionals and/or companies ("PROPOSER(S)”) for the purpose of the OPERATION at selected CITY parks in accordance with the instructions and requirements in this Request for Proposals (“RFP”). As consideration for that certain right and privilege to operate, the selected OPERATOR agrees to pay the CITY a fixed minimum fee plus a set percentage of gross revenues, as set forth in Exhibit V Proposal Forms, page 33.

The PROPOSER may submit a proposal for one or both of the following park locations (“Facility” or “Facilities”):
Fremont Park has eight (8) lit tennis courts, one of which is lined for four (4) pickleball courts, and is located at 600 W. Hahn, Glendale, CA 91203. An aerial picture and site location is attached as EXHIBIT I. Fremont Park is currently under construction, anticipated to be completed by March 31, 2025. The contract at Fremont Park will begin when construction is completed. Glorietta Park has four (4) lit tennis courts and is located at 2801 N. Verdugo, Glendale, CA, 91208. An aerial picture and site location is attached as EXHIBIT II.

If PROPOSER is submitting proposals for multiple Facilities, (i.e. Fremont and Glorietta), a separate copy of EXHIBIT V must be completed for each Facility and included in the submission. Each application may include up to two (2) different versions of EXHIBIT V (one for each Facility).

PROPOSERS may submit multiple proposals in response to this RFP. Each proposal must include all required documents.

This RFP will enable the Community Services & Parks Department (“DEPARTMENT”) to evaluate a list of candidates who meet the qualifications and have the experience to manage the OPERATION as set forth in this RFP.

B. Assumptions/Definitions
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8 The following assumptions and definitions were used in preparing this RFP, and should be adopted by the PROPOSER:
The term RFP refers to this Request for Proposals and all its attachments, including any materials from the CITY and relevant third parties. The term PROPOSER refers to the individual(s) or company(ies) submitting a proposal.
The term proposal refers to the materials submitted by the PROPOSER in response to this RFP.
The term OPERATOR refers to the individual or company, inclusive of their employees and agents, selected to operate the tennis courts, at either Facility, as a result of this RFP.
The term OPERATION refers to managing the tennis court operations, at either Facility, by providing quality tennis and pickleball services (“tennis”) including, but not limited to: court reservations, classes, clinics, camps, tournaments, and events. The term gross revenue refers to all moneys and anything else of value that OPERATOR receives or derives – without any deductions, except for a deduction for California imposed sales or excise taxes.
Responding proposals will be evaluated based on the business needs outlined in this RFP and on technical and operational trends in municipal recreational facilities.
This RFP is based on the best available information. Information not in this document, and not said to be forthcoming, should be assumed to be unavailable. Departure from the standards outlined in this RFP must be communicated via written notice to the CITY.

C. Scope of Work
TERM
The term of the Facility Use and Operating Agreement (“Agreement”) will be for a period of five (5) years. Glorietta Tennis Court Agreement will begin on March 1, 2025, and end on February 28, 2030. Fremont Tennis Court Agreement will begin at the conclusion of the construction, anticipated April 1, 2025, and end five (5) years later. In addition, the CITY will have the option of renewing the Agreement on a year-to-year basis, for up to five (5) additional years. Exercise of the renewal option is at the sole discretion of the Director of Community Services & Parks and requires the City Manager’s written 24 of 116

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8 approval. Upon renewal, the Agreement is subject to new or additional terms and conditions.

HOURS OF OPERATION
The OPERATOR must maintain hours of operation during the hours of 8:00 AM and 8:00 PM, at the minimum. OPERATOR may extend these hours as early as 7:00 AM and as late as 10:00 PM daily. Hours of operation shall be as set forth in Exhibit V, Proposal Forms page 33, and shall be posted in a visible location at the Facility(ies). OPERATOR shall be present at the location during all posted hours of operation, and Facility shall be locked when OPERATOR or OPERATOR’S staff is not present.

RESPONSIBILITIES

OPERATIONS
OPERATOR must:
1) Enforce all CSP Rules & Regulations.
2) Regulate play and conduct of players.
3) Post the Rules & Regulations of the tennis courts and all fees that will be charged to the public for the use of the courts in a visible location to the public, outside of the office.
4) Ensure that courts are being used for tennis instruction and play only, and are not being utilized for inappropriate activities including, but not limited to: soccer, skateboarding or basketball.
5) Keep facility open for designated number of hours and days, as assigned in the Agreement.
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7) At its own expense, undergo fingerprinting and submit to the Department of Justice all necessary information to obtain criminal background check clearance, as required by law, for OPERATOR to provide services to minors. Neither OPERATOR nor any person under OPERATOR’s control shall begin working at the facility until a Department of Justice background check has been completed and the person is cleared to provide services to minors. 8) Provide private and/or group lessons and instructions in tennis and all services customarily provided by a tennis professional either by OPERATOR personally or by qualified employees of OPERATOR.
9) Schedule tournaments and other tennis activities with private groups, tennis clubs and/or school interests to assure the best overall, well-rounded tennis program for the community while incorporating public play and use of facilities in the overall program.
10) Operate and maintain recreational and competitive tennis programs such as singles and doubles times, recreation and competitive ladders, age specific activities, instructional clinics and academies, special events, etc. 11) Cooperate with CITY in granting use of facility, at no charge, for Department- sponsored programs, contract classes, tournaments, and special events. 12) Not assign or sublet OPERATIONS without prior written approval from the Director of Community Services & Parks Department.
13) Manage the OPERATION in a manner intended to ensure that no persons with disabilities are excluded from OPERATOR’S programs and services on the basis of their disabilities.
14) Provide reasonable accommodations required by law to persons with disabilities, including the provisions of auxiliary aids and services to ensure equally effective communication and participation.
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8 15) Establish and maintain necessary telephone services, including a voicemail/answering and internet service to provide adequate customer service to interested patrons.
16) Establish and maintain necessary tennis reservation systems that include reporting capabilities to provide thorough financial reports to CITY. Reports must include the number of reservations made throughout the reporting period, the price paid for each type of reservation, the number of lessons paid for during the reporting period, and the total revenue collected by the OPERATOR during the reporting period.
17) Allow pickleball hours to be scheduled on one or more courts at Fremont Park Courts ONLY. These schedules must be posted at the courts, and any fees (if different than tennis), must also be posted in a location visible to the general public outside of the office.

OPERATOR may:
1) Sell concession items from the office. Any food or drinks must adhere to all applicable provisions of the Glendale Municipal Code (“GMC”) and CITY policy.

MAINTENANCE
OPERATOR must:
1) Maintain tennis courts, buildings and appurtenances in a safe, clean, sanitary, orderly, and attractive condition.
2) Wash the tennis courts on a weekly basis and otherwise as needed within water conservation guidelines determined by the CITY.
3) Dry-broom/sweep courts at least once per month and otherwise as needed. 4) Blow off tennis courts as needed and in compliance with all applicable provisions of the GMC and CITY policy.
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8 6) Maintain all court lighting, including replacing/repairing lamps, bulbs, electrical ballasts and lens covers. OPERATOR may elect to have CITY perform the work and reimburse CITY for services rendered.
7) Replace/repair court nets.
8) Comply with all appropriate water and power conservation methods, and also all sustainability requirements set forth in the Glendale Municipal Code and City Policy.
9) Collect trash and place it in a designated bin at the park. 10)Notify the CITY within 24 hours of maintenance needs that are the CITY’S responsibility.
11)Clean, service, supply, and maintain restrooms for tennis customers at Glorietta Tennis Courts, including, but not limited to: providing toilet paper and paper towels; and cleaning sinks, floors, toilets and walls.
12)Repair/replacement of benches inside tennis courts, if placed there by OPERATOR.

CITY will be responsible for:
1) Electrical service wiring, mechanical, and plumbing (including restroom). 2) Fence repair/replacement.
3) Tree trimming that affects safety and safe play on courts. 4) Landscape maintenance of the park area adjacent to the courts. 5) Repair/replacement of benches inside tennis courts, if placed there by CITY. 6) Repair of court surfaces in the event of a safety concern. 28 of 116

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8 FINANCIAL OBLIGATIONS
OPERATOR must:
1) Pay CITY the proposed monthly payment schedule, as well as the contracted percentage figure assigned to gross revenue above the proposed minimum monthly payments, as set forth in the Financial Projections and Planning in Exhibit V Proposal Forms, page 33.
2) Pay all taxes, license fees, and related business expenses. 3) Furnish and pay for all costs relative to the OPERATION and maintenance of Facility including, but not limited to: purchasing equipment such as tennis racquets and balls, cleaning the courts, replacing nets, and changing light bulbs, express for CITY’s express financial obligations set forth in the final contract. 4) Operate and manage the tennis courts in a manner calculated to enhance revenue flow to the CITY and in a manner that will provide quality service for public and private use.
5) Set facility rental rates and tournament participation rates based on prevailing rates for other public and private tennis facilities in the Los Angeles/Glendale area, determined by OPERATOR and approved by the CITY. A sample list of fees for tennis court usage in various southern California cities is provided as Exhibit III, page 24 in this RFP. Fees for services shall be as set forth in Exhibit V Proposal Forms, page 33.
6) Maintain accurate cash receipt records, submit a monthly statement of gross revenue and pay fees to CITY.
7) Maintain a roster of reservation of all tennis patrons, including but not limited to:
name, age and city of residence. Use of a reservation/registration program such as RecTrac/WebTrac, Activenet, Civic Rec, etc. is required.

Reservation/registration system must be provided by OPERATOR, unless OPERATOR wishes to utilize CITY’S existing software. Patron information must be available to CITY upon request.
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8 8) Provide a copy of the financial report summarizing all financial transactions related to the rental/use of the courts to CITY at the end of each month. Use of a financial reporting program such as RecTrac/WebTrac, Activenet, Civic Rec or other online software is required. This may be the same software as the Registration/reservation software, and must be provided by OPERATOR, unless OPERATOR wishes to utilize CITY’S existing software. Reports must be submitted monthly with payments to CITY and must be available upon request of CITY.

STANDARDS, LAWS AND REGULATIONS
All work and services that OPERATOR performs must comply with all applicable standards, laws, and regulations.

D. City’s Representatives
The CITY project manager in charge of this project is the Community Services Manager. The executive in charge is the Department Director.

E. Minimum Requirements
Any suitably qualified tennis professional and/or company is eligible to apply, as long as the individual or company meets the following requirements:
Three (3) years minimum experience operating a public tennis operation with a minimum of two (2) courts. Experience must include offering public open times on courts, tennis instruction, and coordinating tournaments.

Relatives of City personnel may be disqualified pursuant to City policy relating to Employment of Relatives.

II. RFP Process
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8 A. RFP Timeline
The following is the RFP timeline (see further explanations, below):

Event Responsibility Date(s)
RFP Distribution CITY December 17, 2024
Last Day to Object to RFP or Evaluation
Process
Proposer December 27, 2024
Mandatory OPERATOR Conference CITY January 14, 2025
Last Day to Submit Requests for
Clarification
Proposer January 17, 2025
RFP DEADLINE - RFP Responses Due Proposer January 29, 2025 CITY opens Proposals (non-public setting) CITY January 29, 2025 Candidate interviews CITY Beginning February 3,
2025
Final candidate announced CITY February 28, 2025
Agreement Award (City Council approval) CITY March 4, 2025 OPERATION transition Current Vendor moving out of
site (Glorietta)
March 5-31, 2025
OPERATOR Agreement start date at both
locations (if CITY approves OPERATOR’s
insurance)
Proposers who are awarded
Agreements
April 1, 2025
B. RFP Distribution
PROPOSERS may receive this RFP by mail, e-mail, in-person or online at https://GlendaleCA.gov/ParksRFPs. Distribution of the RFP in no way represents CITY’S acceptance of a PROPOSER’S qualifications, reputation, or ability to perform the work or services.

C. Mandatory PROPOSER Conference
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8 A PROPOSER conference (“Conference”) will be held on January 14, 2025 at the time and location listed below. Attendance at this Conference is mandatory. If a PROPOSER is unable to attend, a representative must be present. Failure to do so will result in rejection of a Proposal. Everyone in attendance will be required to sign- in at the Conference. The Conference will take place at Glorietta Park due to construction at Fremont:
Glorietta Park – 2801 N. Verdugo Road, Glendale, 91208 – January 14, 2025 at 10:00am
The purpose of this Conference is to ensure that PROPOSERS have adequate information to respond fully and comprehensively to the CITY’s requirements. During the Conference, CITY staff will discuss with prospective PROPOSERS the work to be performed and answer questions arising from the PROPOSERS’ initial review of this RFP.

The PROPOSER should have reviewed the RFP thoroughly prior to the conference and should be familiar with its content, as well as CITY’s functional and technical requirements. PROPOSERS may e-mail questions to Gabrielle Goglia – [email protected] prior to the Conference.

D. Proposal Deadline and Proposal Submission
The CITY must receive the Proposal on or before 2:00 p.m. on January 29, 2025. A Proposal received after this date and time will be considered non-responsive and the CITY will notify PROPOSER that Proposal was not reviewed. PROPOSER may pick up unopened Proposals or CITY will mail them back to the PROPOSER.

A Proposal must be in writing and must be delivered by mail or in-person. Oral, telephonic, facsimile, telegraphic, or electronically transmitted Proposals are invalid, and the CITY will not accept or consider them.

PROPOSER must submit in a sealed, clearly labeled envelope (or box):
Four (4) printed Proposal documents [one (1) original and three (3) copies of EXHIBITS IV, V (up to 2 different options), & VII] for each submitted proposal. 32 of 116

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8 The Proposal must be clearly marked “CITY OF GLENDALE TENNIS OPERATION PROPOSAL” and addressed to:

City of Glendale
Community Services & Parks Department
Attention: Gabrielle Goglia
613 E. Broadway, Room 120
Glendale, CA 91206
E. Interim Inquiries and Responses; Interpretation or Correction of RFP If a PROPOSER has any question about this RFP, the proposed Agreement, or the scope of work― or if a PROPOSER finds any error, inconsistency, or ambiguity in the RFP, or the proposed Agreement, or both― the PROPOSER must make a “Request for Clarification” before submitting its Proposal.

The PROPOSER must submit a Request for Clarification to: Gabrielle Goglia, via email at [email protected]. The CITY must receive the Request for Clarification on or before 5:00 p.m. on January 17, 2025.

If necessary, the CITY will make clarifications, interpretations, corrections, or changes to the RFP, or the proposed Agreement, or both, in writing by issuing Addenda, as described in Section II.F (below). A PROPOSER must not rely upon, and the CITY is not bound by, purported clarifications, interpretations, corrections, or changes to the RFP and the proposed Agreement, that are made verbally or in a manner other than a written advisory from the CITY.

F. Addenda
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8 The CITY will issue Addenda in writing only. The CITY will make reasonable efforts to deliver Addenda to all PROPOSERS whom the CITY knows have received a complete set of the RFP and have provided a street address and/or emails for receipt of Addenda. The CITY cannot guarantee that all PROPOSERS will receive all Addenda.

PROPOSERS may also inspect the Addenda at the Community Services & Parks Department front counter (613 E. Broadway, Room 120, Glendale, CA 91206), during its business hours, Monday – Thursday: 7:30 a.m. - 5:30 p.m., Friday: 8:00 a.m. - 5:00 p.m., or online at http://GlendaleCA.gov/ParksRFP.

At any time before the “Proposal Deadline” (Section II.D of this RFP), the CITY may issue Addenda withdrawing the RFP or postponing the Proposal Deadline. However, if any Addenda results in a material change to this RFP, or the proposed Agreement, or both, the CITY will extend the Proposal Deadline by not less than seventy-two (72) hours.

The CITY will treat transmittal of Addenda to potential PROPOSERS by U.S. mail or e- mail as sufficient notice of the changes made by the CITY.

III. General Requirements and Instructions
A. Examination of Documents
Before submitting an RFP response, each PROPOSER must:
Make all necessary investigations, examinations of documents, and inspect selected areas that will affect the full performance of the proposal. PROPOSERS are highly encouraged to visit the Facility prior to submitting the Tennis Operator Proposal Form.
Thoroughly examine the RFP. A thorough review of this RFP is critical to obtaining an in-depth understanding of the requirements of this RFP. 34 of 116

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8 B. PROPOSER’s Representations in the Response
By submitting a Proposal, a PROPSER represents that:
The RFP is sufficient in scope and detail to indicate and convey reasonable understanding of all requirements, terms, and conditions for performance of the work required in the RFP;
The PROPOSER has exercised all necessary due diligence in making investigations and inquiries, examining documents, and inspecting CITY Facilities; The PROPOSER is fully familiar with— and has fully considered— all facts, conditions, circumstances, and matters that may affect, in any way, the PROPOSER’S services or costs;
The Proposal is an irrevocable offer for a period of at least ninety (90) calendar days following CITY’s opening of all Proposals; and
The PROPOSER is, and will be, in compliance with the RFP’s requirements, terms, and conditions.

C. Withdrawal, Cancellation, or Modification of a Proposal

Before the Proposal Deadline, a PROPOSER may withdraw and then modify a Proposal, by giving written notice, signed by the PROPOSER. A withdrawal request must be addressed as follows and delivered to:

City of Glendale
Community Services & Parks Department
Attention: Gabrielle Goglia
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8 613 E. Broadway, Suite 120
Glendale, CA 91206
For a withdrawal to become effective, the CITY must receive the PROPOSER’S request for withdrawal before the Proposal Deadline. The CITY will not accept or consider a PROPOSER’S verbal request for modification or withdrawal of a Proposal.

If a PROPOSER withdraws its Proposal, the withdrawal will not prejudice the PROPOSER’S right to submit a new Proposal, if the new Proposal is submitted: (a) in accordance with the RFP’s requirements, and (b) before the Proposal Deadline.

After the Proposal Deadline, a PROPOSER must not withdraw, cancel, or modify its Proposal for a period of at least ninety (90) calendar days following the Proposals’ opening on January 29, 2025, subject to the exception described in the next paragraph below. The CITY may extend the 90-day period upon the CITY’s written request and upon the affected PROPOSER’S written approval.

The CITY may allow a PROPOSER to withdraw or cancel a Proposal 90 days after the opening of the Proposals, if the PROPOSER establishes, to the CITY’s satisfaction, that all of the following circumstances exist:
1) The PROPOSER made a mistake in its Proposal;
2) Within five (5) days after the Proposal’s opening, the CITY receives from the PROPOSER written notice of the mistake and the notice specifies in detail how the mistake occurred;
3) The mistake made the Proposal materially different from what the PROPOSER had intended it to be; and
4) The mistake was made in filling out the Proposal and was not due to error in judgment, or carelessness in reading the RFP or the proposed Agreement. 36 of 116

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8 D. Proposal Preparation Expenses
Expenses for developing the RFP Proposal are entirely the responsibility of the PROPOSER and are not chargeable to CITY in any manner. CITY is not liable for any pre-agreement expenses, which are defined as expenses incurred by PROPOSER in:
Preparing its Proposal in response to this RFP.
Negotiating with CITY any matter related to the Proposal. Any other expense incurred by PROPOSER prior to the date of award of the Agreement for this RFP.

E. Insurance
Specific insurance requirements are noted in EXHIBIT VI – page 47 (Insurance Requirements) and will need to be in place before the start of the work. CITY will require certificates of insurance and additional insured endorsements when OPERATOR submits a signed Agreement to the CITY. The PROPOSER must submit to its insurance company or insurance agent the Insurance Requirements in this Specification and the Agreement Documents. The insurance company’s underwriter or agent must complete the Insurance Requirements Affidavit (EXHIBIT VII – page 58) which states that the insurer’s underwriter or agent will furnish the CITY with the required insurance documents within fourteen (14) days after the PROPOSER’S having been notified of the Agreement’s award. The PROPOSER must submit this form with the Proposal. CITY may reject any Proposal made without this affidavit or made with an incomplete affidavit form.

F. PROPOSER’S Indemnification of City
At its expense, PROPOSER agrees to indemnify, defend, and hold harmless the CITY and its officers, agents, employees, and representatives from and against any and all liability, suits, actions, proceedings, judgments, claims, demands, liens, losses, damages, costs, and expenses (including attorneys’ fees, litigation, arbitration, mediation, appeal expenses) if a dispute, lawsuit, or other proceeding arises out of any one or more of the following: (1) PROPOSER’S submitting the Proposal, (2) CITY’s accepting 37 of 116

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8 PROPOSER’S Proposal, or (3) CITY’s awarding a Agreement to PROPOSER in compliance with this RFP, or state, federal, or local laws.

IV. Proposal Content and Format
Proposals must be submitted on the Proposal Forms which are attached as EXHIBITS IV & V. Proposals should be brief and concise, furnishing pertinent and relevant information rather than merely providing promotional facts or materials.

The PROPOSER must respond to the Proposal Forms’ questions with all applicable information, in order for the CITY to consider the Proposal as “responsive.” If a PROPOSER fails to provide the information that the forms require, fails to return all of the forms’ pages, or fails to submit any required attachments, the CITY may treat the Proposal as “non-responsive.”
The PROPOSER must place initials next to all interlineations, alterations, and erasures on the Proposal Forms.

The PROPOSER must not modify or qualify the Proposal Forms in any manner.

Unauthorized conditions, exemptions, limitations, or provisions attached to a Proposal will render it informal and may cause its rejection.

A. Proposal Content and Format
The Proposal should establish that the PROPOSER possesses the competence, experience, expertise, equipment, personnel, financial wherewithal, and other resources 38 of 116

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B. Identifying Proprietary Information; Public Records Act A PROPOSER must identify, and list all copyrighted material, trade secrets, or other proprietary information (“protectable documents”) that the PROPOSER included in its Proposal which PROPOSER believes should be exempt from disclosure under California’s Public Records Act, Government Code Section 7920.000, et seq.

By listing the documents, the PROPOSER agrees to indemnify, defend, and hold harmless the CITY and its officers, agents, employees, and representatives from and against any action, claim, lawsuit, or proceeding, including costs and expenses, arising out of or connected with the CITY’s refusal to disclose the protectable documents to any party making a request for those items.

The CITY will treat any PROPOSER, who fails to identify documents that the PROPOSER believes should be exempt from disclosure, as having waived any applicable exemption from disclosure that the Public Records Act provides.

All Proposals and other material submitted become the property of the CITY and may be returned only at the CITY’s option. The CITY reserves the right to use any ideas presented in any response to the RFP. Selection or rejection of the Proposal does not affect this right.

C. Proposal Signature(s)
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8 The person or persons legally authorized to bind the PROPOSER to the RFP must sign the Proposal in ink. The individuals signing the Proposal must represent that they are authorized to bind the PROPOSER’S legal entity.
A corporation must execute the Proposal by its duly authorized officer(s) in accordance with its corporate bylaws.
A partnership must execute the Proposal by all its partners. After each signature, each partner must list a residential address or the company’s address, either of which must include the state, zip code, and telephone number. If the PROPOSER is a joint venture consisting of a combination of any of the above entities, each entity in the joint venture must sign the Proposal. An individual signing a Proposal as an agent of another, or others must attach to the Proposal evidence of that person’s legal authority to sign on behalf of another or others.

V. Method of Selection
All proposals received on time will be opened on January 29, 2025. Proposals will first be reviewed to ensure compliance with the terms of this RFP. Non-compliant or non- responsive proposals may be rejected. The CITY will then evaluate the proposals in accordance with the criteria listed below. Interviews of the PROPOSERS who meet criteria 1 and 2 below will begin on February 3, 2025 and may extend through February 27, 2025. The City may conduct up to two (2) separate interviews of candidates. These are mandatory interviews.

The CITY will maintain a “Register of Proposals” that lists the PROPOSER’S name, the date, and the time that the CITY had received the Proposal. The Proposals will be open to public inspection after the CITY has awarded all Agreements.

A. Basis for Award and Evaluation Criteria
Each PROPOSER’S submission will be reviewed, evaluated, and ranked on the criteria listed below.
1)Adherence to minimum requirements (Pass/Fail). A Proposal must adhere to the minimum requirements outlined in Section I E. of this RFP. Failure to comply 40 of 116

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8 may eliminate a Proposal from further consideration. The CITY may elect to waive any informality in a Proposal if the sum and substance of the Proposal is present. 2)Adherence to format (Pass/Fail). A Proposal must adhere to the format outlined in the Proposal Forms. Failure to adhere to this format may eliminate a Proposal from further consideration. The CITY may elect to waive any informality in a Proposal if the sum and substance of the Proposal is present. 3)Experience and qualifications (20%). Evaluation of a PROPOSER’S experience and capacity to perform the required services in the following:
a. Previous operation and implementation of tennis or other similar programs; b. Experience operating a concession in a government or school setting; c. Business awards or tennis industry achievements;
d. Certifications in tennis industry;
e. Training experience; and
f. Business management experience.
4)Proposed payment to the CITY (20%). CITY will evaluate the cost benefit to the CITY based on the proposed payments over the term of the Agreement. 5)Financial Stability (15%). Evaluation of PROPOSER’S financial resources and solvency such as a credit report or business tax return. 6)Range of services (15%). Evaluation of PROPOSER’S ability to provide a well- rounded program in the following:
a. Public rentals;
b. Open play time for community free of charge and without reservations; c. Pickleball hours;
d. Tennis instruction (private);
e. Tennis instruction (group);
f. Tennis Clubs; and
g. Ability to accommodate persons with disabilities and provide integrated programs/services.
7)Daily OPERATIONAL Plan (15%). CITY will evaluate the proposed schedule of OPERATIONS including:
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8 a. Days / Hours of OPERATION;
b. Days / Hours of services provided;
c. Hours offered to community free of charge and without reservations required;
d. Staffing;
e. Leadership at the site;
f. Proposed hours of staff working at the site;
g. Support capability and experience;
h. Reservation/Registration software knowledge; and
i. Contingency plans for inclement weather. (no discounts will be provided for inclement weather, so plan accordingly).
8)Advertising and marketing (15%). Evaluation of the marketing plan, and PROPOSER’S ability to attract business to the tennis courts. Evaluation of proposed marketing tools, including:
a. Social media;
b. Website;
c. Proposal to attract new customers; and
d. Proposal for customer retention.

In addition, the CITY may consider other factors, including, but not limited to, evidence of untimely and unsatisfactory performance on prior, similar work or services.

The CITY may investigate the qualifications of any PROPOSER under consideration, require confirmation of information furnished by the PROPOSER, and require additional information or evidence of qualifications to provide the work and services described in this RFP.

B. Selecting an OPERATOR
To ensure a comprehensive and impartial evaluation process, a selection committee (“Committee”) will be assembled to review the proposals. The Committee will be selected by the Department Director, and will be comprised individuals with diverse expertise, perspectives, and backgrounds that allow them to objectively evaluate the proposals and Proposers.
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8 The Committee will be sent all proposals that meet the minimum requirements and will review and rate them in accordance with the criteria set forth in subsection (A) above.

Those results will be submitted to the City for review. Subsequently, a meeting will be coordinated virtually with the Committee to narrow down the applicants to up to five (5) proposals per Facility based on the criteria above. A virtual interview will be set for the Committee to interview the top Proposers and will result in a recommendation of up to three (3) finalists per Facility. City staff will interview the top three (3) Proposers and make a recommendation to the Department Director, who will submit a recommendation to the City Council, which may select one or more Proposers as an OPERATOR(s).

The Agreement award will be based on a combination of factors that reflect the best candidate for completing the work and services, as determined by the CITY, including:
the proposal evaluation criteria described on the previous pages; results of background and reference checks; and results from interviews and presentation phase.

The City Council must approve an award of an Agreement to the successful PROPOSER and no rights or obligations begin under an award until the approval is secured and an Agreement has been duly signed by all parties.

Once selected, the successful PROPOSER must enter into a written Agreement with the CITY within fourteen (14) calendar days following PROPOSER’S receiving the CITY’s Notice of Intent to Award an Agreement.

At all times beginning on the date that CITY staff recommends the issuance of this RFP and continuing until the CITY awards an Agreement, if any, all PROPOSERS and their surrogates are prohibited from communicating in any manner regarding the award of an Agreement with any member of the Glendale City Council, or any member of a CITY board or commission, except as expressly authorized in this RFP. Provided, however, that PROPOSERS and their surrogates are not prohibited from making oral statements to one or more representatives of the CITY during a public meeting, and PROPOSERS may write to the City Council as a whole after CITY staff’s recommended award of an Agreement, if any, is published in anticipation of a public meeting. Moreover, beginning on the date that CITY staff recommends the issuance of this RFP and continuing until the CITY awards an Agreement, if any, all PROPOSERS and their surrogates shall limit 43 of 116

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8 communication with CITY staff regarding the award of an Agreement to the written clarification and addendum process described in this RFP, and interviews or discussions pursuant to the evaluation and selection process described in this RFP. Any violation of this section constitutes grounds for disqualification of the offending PROPOSER.

C. City’s Reservation of Rights
This RFP and the proposal evaluation process do not:
Obligate the CITY to accept or select any Proposal;
Constitute an agreement by the CITY that it will actually enter into any Agreement with any PROPOSER.

When it best serves the CITY’s interests, the CITY may do any one or more of the following:
Reject any Proposal or all Proposals at its sole discretion. Extend the deadline for accepting Proposals.
Accelerate the pace of the RFP process if three or fewer Proposals are received. Waive any or all information, defects, irregularities, or informalities in a Proposal. Accept amendments to Proposals after the Proposal Deadline. Amend, revise, or change the RFP’s evaluation or selection criteria. Cancel, withdraw, amend, revise, change, or negotiate the terms of this RFP, the proposed Agreement, or both.
Reissue a Request for Proposals.
Conduct oral interviews.
Visit Proposer’s facilities or business.
Examine financial records of PROPOSER to the extent necessary to ensure financial stability.
Make a partial award.
Negotiate with one or more PROPOSERS.
Award Agreements to one or more PROPOSERS.
Require a best and final offer from one or more PROPOSERS. 44 of 116

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8 Provide its own services for tennis OPERATIONS, or Agreement directly— without an RFP or bids— for those services.

VI. Letter of Objection; Procedures
A PROPOSER that believes that any part of this RFP is discriminatory against the PROPOSER or precludes the PROPOSER from being given reasonable consideration in the procurement process must submit a letter clearly stating the specific objections, the areas of concern, and a proposed method for resolving the objections. The PROPOSER, or the person who is duly authorized to represent the PROPOSER, must sign the correspondence. The CITY must receive the letter of objection on or before 5:00 p.m.

December 27, 2024. The CITY will not consider any verbal objection. The letter of objection must be addressed as follows and delivered to:

City of Glendale
Community Services & Parks Department
Attention: Gabrielle Goglia
613 E. Broadway, Room 120
Glendale, CA 91206
Upon the CITY’s timely receipt of the objection letter, the CITY will review the PROPOSER’S contention(s). If the CITY decides that the RFP― whether in whole or in part― needs revision, the CITY will prepare Addenda, as described in Section II.F of this RFP.
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8 EXHIBIT I
Aerial of Fremont Park (Rendering of Project Currently Under Construction) Fremont Park Tennis Courts, located at 600 W. Hahn, Glendale, 91203 Consists of:
8 Lighted tennis courts, 1 court lined with 4 pickleball courts Tennis Office
Accessible Parking Lot
Map of Fremont Park Location
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8 47 of 116

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8 EXHIBIT II
Aerial of Glorietta Park
Glorietta Tennis Courts, located at 2801 N. Verdugo Rd., Glendale, 91208 Consists of:
4 lit tennis courts
Tennis office
Limited parking
Map of Glorietta Park Location
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8 49 of 116

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8 EXHIBIT III
Sample Fees for Tennis Court Usage in Various Southern California Cities (Updated August 2024)
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8 51 of 116

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8 *These sample fees were collected from calls to other cities but may contain errors. This sample list should be used as a guideline for setting rates in the proposal only.
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8 EXHIBIT IV

TENNIS OPERATOR PROPOSER INFORMATION

Use the following forms to provide information necessary to complete the Request for Proposals. Proposers are advised that statements made in the Proposal Information forms may be incorporated into the Agreement.

All questions must be answered concisely and completely.

Basic Information
PROPOSER’S Name: ____________________________________
Company’s Name (if Agreement will be with a Company):
___________________________________________________
Address: ______________________________________
City: _______________________ State: ____ Zip Code: ________ Principal Telephone: __________________ Fax: ___________________ Contact Person Name: ________________________ Title: ______________________ Telephone: _______________________E-Mail: ______________________________ PROPOSER’S Social Security Number (if PROPOSER is an individual):
______________________
Company’s Tax ID Number (if PROPOSER is a business): ______________________ The City of Glendale may: (1) request credit, criminal, and investigative reports about you and your company, and (2) contact the references, government entities, and other persons listed in this Proposal. The City of Glendale will use this information to evaluate your company’s financial resources, responsibility, and integrity with respect to this 53 of 116

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8 Proposal, an award of the Agreement, or any Agreement renewal. The City of Glendale will treat any information that it obtains now or later as confidential.

Do you and your company authorize the City of Glendale to obtain credit, criminal, and investigative reports about you and your company:
____ Yes ____No
Do you and your company authorize the references, government entities, and other persons listed in this Proposal to release information about you and your company to the City of Glendale?
____Yes ____No
TO THE CITY OF GLENDALE, CALIFORNIA:

In response to the Request for Proposals (“RFP”) by the City of Glendale (“CITY”), the undersigned person or entity (“PROPOSER”) now submits this Proposal (“Proposal”), with the accompanying forms and attachments.

Under the penalty of perjury, PROPOSER certifies that:

A. This Proposal is genuine, is not a sham or collusive, and is not made in the interest of, or on behalf of, any person, partnership, corporation, company, organization, or another entity not named or disclosed in the Proposal;
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8 B. PROPOSER did not, directly or indirectly, induce, agree, or solicit anyone else to submit a false or sham Proposal, to refrain from proposing, to withdraw a Proposal, or to attempt to induce an action prejudicial to CITY’s interests;
C. PROPOSER has not sought by collusion, in any manner, to secure for PROPOSER any advantage over other PROPOSERS;
D. All facts and statements in the Proposal are completely true, accurate, and correct.

PROPOSER SIGNATURE: ___________________________ DATE: _____________ PROPOSER PRINTED NAME: ________________________
PROPOSER TITLE: _________________________________
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8 GENERAL STATEMENT OF QUALIFICATIONS
(Attach additional pages if necessary, and title each page “General Statement of Qualifications, Page 28A”)
How many years has PROPOSER previously operated a tennis reservation system:
_____
Previous Experience
1) Name of operation: ________________________________
Dates PROPOSER worked: ______________________________
Role in operation: ___________________________________
Supervisor’s Name: __________________________________
Briefly describe how reservations were taken in this operation:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 2) Name of operation: ________________________________
Dates PROPOSER worked: ______________________________
Role in operation: ___________________________________
Supervisor’s Name: __________________________________
Briefly describe how reservations were taken in this operation:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 56 of 116

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8 3) Name of operation: ________________________________ Dates PROPOSER worked: ______________________________
Role in operation: ___________________________________
Supervisor’s Name: __________________________________
Briefly describe how reservations were taken in this operation:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Is PROPOSER a member of the USPTA professional organization? ______ Please list any additional relevant certifications: _______________________________ _____________________________________________________________________ Please list any industry achievements or awards that the PROPOSER may have gained:
______________________________________________________________________ ______________________________________________________________________ Briefly describe the PROPOSER’S experience in working with Tennis Professionals:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 57 of 116

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8 Briefly describe the PROPOSER’S experience as related to operating a tennis reservation system:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________- ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 58 of 116

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8 PROPOSER’S BACKGROUND
Please answer the following background questions and provide an indication of financial resources and solvency such as a credit score report or business tax return. Attach supporting documents and title them “Background, page 30A.” Have you ever been convicted of a Criminal Offense (misdemeanor or felony) other than a minor traffic violation?
Yes
No
If yes, please provide information pertaining to ALL convictions, unless sealed or expunged. Do NOT list arrests that did not result in a conviction. If you have been arrested and a determination is pending, also not the information below. _____________________ _______________________________ ______________________ Date of Conviction Code Section Violated (Number & Title) Felony or Misdemeanor __________________________________________________________________________________ Sentencing Information: (length of jail sentence, time serviced, monetary fine, terms of parole and/or probation) __________________________________________________________________________________ Description of Offense and Additional Remarks_____________________ _______________________________ ______________________ Date of Conviction Code Section Violated (Number & Title) Felony or Misdemeanor __________________________________________________________________________________ Sentencing Information: (length of jail sentence, time serviced, monetary fine, terms of parole and/or probation) __________________________________________________________________________________ Description of Offense and Additional Remarks
_____________________ _______________________________ ______________________ Date of Conviction Code Section Violated (Number & Title) Felony or Misdemeanor __________________________________________________________________________________ Sentencing Information: (length of jail sentence, time serviced, monetary fine, terms of parole and/or probation) __________________________________________________________________________________ Description of Offense and Additional Remarks
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8 _____________________________________________
________________________
Signature Date
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8 REFERENCES
Please provide a minimum of three references as to the PROPOSER’S experience qualifications (Two of the references MUST be of most recent Operator Agreements held).

Reference #1
Contact Name: ___________________________Title: __________________________ Address: ___________________________________________________ City: __________________________ State: ____ Zip Code: ________ Telephone: ______________________E-Mail: ________________________________ Starting / Ending Date of Operation: ______ / ______
May we contact this reference? Yes ___No ___
If no, please explain as to why?
______________________________________________
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8 Reference #2
Contact Name: ___________________________Title: __________________________ Address: ___________________________________________________ City: __________________________ State: ____ Zip Code: ________ Telephone: ______________________E-Mail: ________________________________ Starting / Ending Date of Concession Operation: ______ / ______ May we contact this reference? Yes ___No ___
If no, please explain as to why?
______________________________________________
Reference #3
Contact Name: ___________________________Title: __________________________ Address: ___________________________________________________ 62 of 116

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8 City: __________________________ State: ____ Zip Code: ________ Telephone: ______________________E-Mail: ________________________________ Starting / Ending Date of Concession Operation: ______ / ______ May we contact this reference? Yes ___No ___
If no, please explain as to why?
______________________________________________
Reference #4
Contact Name: ___________________________Title: __________________________ Address: ___________________________________________________ City: __________________________ State: ____ Zip Code: ________ 63 of 116

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8 Telephone: ______________________E-Mail: ________________________________ Starting / Ending Date of Concession Operation: ______ / ______ May we contact this reference? Yes ___No ___
If no, please explain as to why?
______________________________________________
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8 EXHIBIT V

PROPOSAL FORMS

TENNIS OPERATION PROPOSAL

All questions must be answered concisely and completely.

This proposal is for the OPERATION at the following Facility (Check only one (1) box below. If submitting a proposal for multiple Facilities, you MUST submit a separate packet of Exhibit V Forms for EACH Facility):

Fremont Park Tennis Court
Glorietta Park Tennis Court
All pages of Exhibit V must be for the same Facility OPERATION proposal. The box at the top of each page MUST match the box checked above.

You may submit up to two (2) different proposals with this application (one for each of the above options).

Each proposal must include all pages of Exhibit V (pages 33-46). 65 of 116

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8 OPERATIONAL PLAN
List of Services
Please complete the following sections. Attach any additional pages needed, and title them “List of Services, Page 34A.”
Please describe the Group Lessons Proposer intends to offer, including but not limited to:
general class descriptions, classes of various skill levels to be offered, number classes per week, number of students in class, duration of a session, and whether OPERATOR or staff will teach the lessons:
________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please describe the Private Lessons Proposer intends to offer, including but not limited to: general class descriptions, number of classes per week, and whether OPERATOR or staff will teach the lessons:________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please describe the reservation system PROPOSER intends to use for court rentals, including but not limited to: number of courts available for reservation, number of courts available for drop-by customers, hours of operation for court rentals, and whether OPERATOR or staff will supervise court rentals: _________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 66 of 116

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8 ______________________________________________________________________ ______________________________________________________________________ Please describe the financial system PROPOSER intends to use for court rentals, lessons, merchandise sales, etc. (if different than the system for reservations). Please attach an example of a monthly gross revenue report from the financial system PROPOSER intends to use and title it “Gross Revenue Example, Page 34B.”_________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please describe any camps PROPOSER intends to offer, including but not limited to:
ages for camp participants, months camps will be offered, duration of camps, general camp description, and whether OPERATOR or staff will operate camps: ___________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please describe any tournaments PROPOSER intends to offer, including but not limited to: ages brackets, participant eligibility for tournaments, number of tournaments per year, duration of tournaments, and tournament participation / winning awards: _______ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 67 of 116

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8 Please describe any proposed special events or programming that will be offered, such as “Doubles Night” or “Teen Night”, etc.: _____________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please describe the hours of operation open to the public, and the plan for court supervision if classes or other programs are not scheduled. Please include who will supervise public hours (i.e. self, staff, etc.). Please include open court time that may be available during which community members do not need to pay for court time:__________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please describe any additional programming and / or services PROPOSER intends to offer as part of the OPERATION:
____________________________________________________
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 68 of 116

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8 ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

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8 Staff Information
List each employee/independent contractor/volunteer who will be at the facility (Attach additional sheets if necessary, and title them “Staff Information, Page 37A”) STAFF #1
Check one: __Employee __Independent Contractor __Volunteer Name: _________________________________ Title/Role: _____________________ Salary: _______________________ Proposed Hours: _________________________ Relationship with any schools (if applicable): _____________________________________ ______________________________________________________________________ ______________________________________________________________________ Professional Background/ Professional Affiliations: _____________________________ ______________________________________________________________________ ______________________________________________________________________ List of Professional Certifications/Licenses Held: _______________________________ ______________________________________________________________________ ______________________________________________________________________ Professional and Civic Involvement: _________________________________________ ______________________________________________________________________ ______________________________________________________________________ Honors and Awards: _____________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 70 of 116

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8 STAFF #2
Check one: __Employee __Independent Contractor __Volunteer Name: _________________________________ Title/Role: _____________________ Salary: _______________________ Proposed Hours: _________________________ Relationship with any schools (if applicable): _____________________________________ ______________________________________________________________________ ______________________________________________________________________ Professional Background/ Professional Affiliations: _____________________________ ______________________________________________________________________ ______________________________________________________________________ List of Professional Certifications/Licenses Held: _______________________________ ______________________________________________________________________ ______________________________________________________________________ Professional and Civic Involvement: _________________________________________ ______________________________________________________________________ ______________________________________________________________________ Honors and Awards: _____________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 71 of 116

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8 MARKETING AND ADVERTISING
Please discuss PROPOSER’S marketing and advertising plan to attract youth, adults, tennis groups and clubs, and tennis instructors. Attach additional pages as necessary and title them “Marketing and Advertising, Page 39A.”
Which of the following advertising methods does the Proposer intend to use (check all that may apply), and the frequency which Proposer intends to utilize these methods:
____ Banners ____ frequency ____ Flyers ____ frequency ____ Website ____ frequency ____ X ____ frequency ____ Facebook ____ frequency ____ Instagram _____ frequency ____ Other forms (please list): _____________________________________________ Please provide a summary of PROPOSER’S plan to advertise OPERATIONS, including obtaining new customers and customer retention: ______________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 72 of 116

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8 PROPOSED SCHEDULE OF OPERATIONS
Check only one (1) box below:

Fremont Park Glorietta Park
For the above checked Facility, please provide a sample of a weekly schedule of operations (Monday through Sunday), including but not limited to the following: a schedule of maintenance, court use (rentals, lessons, special events, etc.), and staffing schedule. Please include the hours that the OPERATOR will be on site, and when staff will be working. A separate form may be submitted in addition to, or in lieu of this form, titled “Proposed Schedule of OPERATIONS, Page 40A.”
Please also provide a total of each program type proposed weekly. This is a cumulative total of all courts at the above checked Facility each week:

Open Courts (free to public): _________________________ hours per week

Court Rentals (paid reservations by public): ______________hours per week Lessons: _________________________________________hours per week Camps: __________________________________________hours per week Pickleball Reservations: _____________________________hours per week 74 of 116

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8 Other (please describe): _____________________________hours per week Other (please describe): _____________________________hours per week 75 of 116

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8 FINANCIAL PROJECTIONS & PLANNING
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8 Proposed fees to be charged to the public for the use of the courts.

Check only one (1) box below:

Fremont Park Glorietta Park
For the above checked Facility OPERATION, please provide a list of proposed fees to be charged (use additional sheets if necessary, and title them “Proposed Fees, Page 43A”):

Weekdays
From: ____________a.m. To: ____________p.m.

Rate: $ _______ per court / per hour
Evenings
From: ______________p.m. To: ____________p.m.

Rate: $ _______ per court / per hour
Weekends
From: ______________a.m. To: ____________p.m.

Rate: $ _____________ per court / per hour
Senior Rates
From: ______________a.m. To: ____________p.m.

Rate: $ _____________ per court / per hour
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8 Private tennis instruction (not conducted by OPERATOR) Rate: $_____________
Group Tennis Lessons (conducted by OPERATOR or staff)
Rate: $_____________ per student / per session
# of Classes: ____________ per session
Individual Tennis Lessons (conducted by OPERATOR or staff) Rate: $_____________ per hour
Tennis Clubs
Rate: $_____________ per session
# of Meetings: __________ per session
Please list any additional fees and unit of measurement for proposed activities:

Activity: ___________________
Rate: $_______________ per session
# of Meetings: ____________ per session
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8 Payment
Check only one (1) box below:

Fremont Park Glorietta Park
For the above checked Facility OPERATION, please fill in the amount of proposed payment to the CITY as consideration for your right and privilege to operate the tennis courts. Include the proposed percentage figure assigned to gross revenue above the proposed minimum monthly payment.

In addition, complete a Pro Forma Profit projection for the first five-year term, including projected revenues from operations.

These fees MUST include anticipated weather-related closures and participation levels.

CITY will NOT discount payments listed here and in AGREEMENT due to inclement weather.

MONTH 2025 2026 2027 2028 2029 2030
January $ _________ $_________ $_________ $_________ $_________ $_________ February $ _________ $_________ $_________ $_________ $_________ $_________ March $ _________ $_________ $_________ $_________ $_________ $_________ April $ _________ $_________ $_________ $_________ $_________ $_________ May $ _________ $_________ $_________ $_________ $_________ $_________ June $ _________ $_________ $_________ $_________ $_________ $_________ July $_________ $_________ $_________ $_________ $_________ $_________ 79 of 116

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8 August $_________ $_________ $_________ $_________ $_________ $_________ September $_________ $_________ $_________ $_________ $_________ $_________ October $_________ $_________ $_________ $_________ $_________ $_________ November $_________ $_________ $_________ $_________ $_________ $_________ December $_________ $_________ $_________ $_________ $_________ $_________ Annual Payments:$_________ $_________ $_________ $_________ $_________ $_________ Proposed percentage figure assigned to gross revenue: _______%.

Example of Financial Report
Name of Reservation Software you will use: ________________________________ Name of Financial Software that you will use (if different from the Reservation Software listed above): __________
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8 Revenue Analysis
Check only one (1) box below:

Fremont Park Glorietta Park
For the above checked Facility OPERATION, please complete a 5 -year revenue analysis.
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8 EXHIBIT VI

INSURANCE REQUIREMENTS
“WORKERS’ COMPENSATION” INSURANCE

1.1 At its own expense, OPERATOR shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— for the duration of this Agreement:
(A) Complete Workers’ Compensation insurance, meeting or exceeding the coverages and amounts that California law requires; and (B) Employer’s Liability insurance in an amount not less than:
(1) ONE MILLION DOLLARS ($1,000,000) per accident for bodily injury or disease;
(2) ONE MILLION DOLLARS ($1,000,000) per employee for bodily injury or disease; and
(3) ONE MILLION DOLLARS ($1,000,000) policy limit.

1.2 OPERATOR shall provide CITY with a “certificate of insurance” and a subrogation endorsement, “Waiver of Our Right to Recover From Others”— on forms satisfactory to the City Attorney or City’s Risk Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, this Agreement’s workers’ compensation insurance requirements.

1.3 CITY shall not be liable to OPERATOR’s personnel, or anyone OPERATOR directly or indirectly employs or uses, for a claim at law or in equity arising out of OPERATOR’s failure to comply with this Agreement’s workers’ compensation insurance requirements.
“SEXUAL ABUSE OR MOLESTATION” (SAM) LIABILITY
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8 1.1At its own expense, OPERATOR shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— for the duration of this Agreement:
(A)Sexual Abuse or Molestation (SAM) Liability: If the work will include contact with minors, and the Commercial General Liability policy referenced in the insurance requirements is not endorsed to include affirmative coverage for sexual abuse or molestation, OPERATOR shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim. 84 of 116

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8 “COMMERCIAL GENERAL LIABILITY” OR “BUSINESSOWNERS LIABILITY”

INSURANCE

1.1 At its own expense, OPERATOR shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— a “Commercial General Liability” or a “Businessowners Liability” insurance policy on an occurrence basis to fully protect OPERATOR and CITY from claims and suits for bodily injury, personal and advertising injury, property damage, and medical payments. The policy must add the City of Glendale and its officers, agents, employees, and representatives (collectively, “CITY AND ITS REPRESENTATIVES”) as additional insureds.

1.2 Coverage afforded to CITY AND ITS REPRESENTATIVES must be at least as broad as that afforded to OPERATOR. If OPERATOR has higher limits than the limits specified in these insurance requirements, or has additional broader coverage, or has both, the insurer shall make available the higher limits and broader coverage to CITY AND ITS REPRESENTATIVES. The insurance must be written for the limits of liability specified below:
(A) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for bodily injury (including accidental death) to any one person;
(B) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for personal and advertising injury to any one person;
(C) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for property damage;
(D) ONE MILLION DOLLARS ($1,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for sexual abuse or molestation to any one person; and
(E) TWO MILLION DOLLARS ($2,000,000) general aggregate limit, or the full aggregate limits of the policy― whichever limit is greater.

1.3 The liability insurance must include all major divisions of coverage and must cover:
(A) Premises OPERATIONS (including Explosion, Collapse, and Underground [“X,C,U”] coverages as applicable);
(B) Independent OPERATORs’ Protective Liability;
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8 (C) Products and Completed OPERATIONS (maintain same limits as above until five (5) years after recordation of Notice of Completion); (D) Personal and Advertising Injury (with Employer’s Liability Exclusion deleted);
(E) Contractual Liability;
(F) Broad Form Property Damage; and
(G) Sexual Abuse or Molestation Liability (including coverage for: (i) physical, emotional, psychological injury or harm of a person; and (ii) negligent employment, supervision, investigation, reporting or failing to report to proper authorities, or retention of an employee, agent, representative, volunteer, Subcontractor, or person whose actual, alleged, attempted, or threatened behavior, conduct, or verbal or nonverbal communication― whether or not intentional― results in physical, emotional, psychological injury or harm of a person or persons).

1.4 OPERATOR shall provide CITY with a “certificate of insurance,” an “additional insured endorsement,” and a subrogation endorsement, “Waiver of Transfer to Rights of Recovery Against Others”— on forms satisfactory to the City Attorney or City’s Risk Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.

1.5 The “certificate of insurance” and an “additional insured endorsement” must state:
“The City of Glendale, and its officers, agents, employees, and representatives are included as additional insureds under the policy(s). This insurance is primary to all other insurance of the City. The City’s insurance, or self-insurance, or both, will apply in excess of— and will not contribute with— this insurance. This insurance applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or a suit is brought. The issuing company shall mail thirty (30) days advance notice to the City for any policy cancellation, termination, non-renewal, or reduction in coverage.”
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8 “BUSINESS AUTOMOBILE” LIABILITY INSURANCE

1.1 At its own expense, OPERATOR shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— a “Business Automobile” insurance policy on an occurrence basis to fully protect OPERATOR and CITY from claims and suits for bodily injury, property damage, and medical payments. The policy must add the City of Glendale and its officers, agents, employees, and representatives as additional insureds.

1.2 The insurance must not be written for less than the limits of liability specified below or required by law, whichever coverage amount is greater:
(A) ONE MILLION DOLLARS ($1,000,000) per occurrence for bodily injury (including accidental death) to any one person; and

(B) ONE MILLION DOLLARS ($1,000,000) per occurrence for property damage; or

1.3 The liability insurance must include all major divisions of coverage and must cover all vehicles, whether rented, leased, hired, scheduled, owned or non- owned.

1.4 OPERATOR shall provide CITY with a “certificate of insurance” and an “additional insured endorsement”— on forms satisfactory to the City Attorney or City’s Risk Manager and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.

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8 GENERAL REQUIREMENTS

1.1 At all times, the insurance company issuing the policy must meet all three of these requirements:
(A) It must be “admitted” insurer by the State of California Department of Insurance or must be listed on the California Department of Insurance’s “List of Approved Surplus Line Insurers” (“LASLI”);
(B) It must be domiciled within, and organized under the laws of, a State of the United States; and
(C) It must carry a minimum A.M. Best Company Financial Strength Rating of “A:VII,” or better.

1.2 If the Agreement requires any of the foregoing insurance coverages to remain in force after the Final Payment, and if they are reasonably available, OPERATOR shall submit to CITY— with the final Application for Payment— all certificates and additional insured endorsements evidencing the coverages’ continuation.

1.3 A deductible or self-insured retention is subject to CITY’s review and approval, in its sole discretion. The insurance company or its authorized representative must state either on the insurance certificate or in a separate correspondence:
(A) The amount of the deductible, or self-insured retention, or both; (B) Whether a limit of insurance has been lowered by any pending or paid claim; and
(C) The current limit amount, as lowered by the pending or paid claim.

1.4 Despite any conflicting or contrary provision in OPERATOR’s insurance policy:
(A) If OPERATOR’s insurance company adds CITY, and its officers, agents, employees, and representatives (collectively, “its representatives”) as additional insureds, then for all acts, errors, or omissions of CITY, or its representatives, or both, that insurer shall:
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8 (1) Pay those sums that CITY, or its representatives, or both, become legally obligated to pay as damages; and
(2) Defend— and pay the costs of defending— CITY, or its representatives, or both;
(B) OPERATOR’s insurance is primary;
(C) Other insurance (whether primary, excess, contingent or self- insurance, or any other basis) available to CITY, or its representatives, or both, is excess over OPERATOR’s insurance;
(D) CITY’s insurance, or self-insurance, or both, will not contribute with OPERATOR’s insurance policy;
(E) OPERATOR and OPERATOR’s insurance company waive— and shall not exercise— any right of recovery or subrogation that OPERATOR or the insurer may have against CITY, or its representatives, or both; (F) OPERATOR’s insurance policy applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or suit is brought, except that the naming of multiple insureds will not increase an insurance company’s limits of liability; (G) OPERATOR’s insurance policy applies to a claim or suit brought by an additional insured against a Named Insured or other insured, arising out of bodily injury, personal injury, advertising injury, or property damage; and (H) CITY is not liable for a premium payment or another expense under OPERATOR’s policy.

1.5 At any time during the duration of this Agreement, CITY may do any one or more of the following:
(A) Review this Agreement’s insurance coverage requirements; or (B) Require that OPERATOR:
(1) Obtain, pay for, and maintain more or less insurance depending on CITY’s assessment of any one or more of the following factors:
(a) CITY’s risk of liability or exposure arising out of, or in any way connected with, the services of OPERATOR under
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8 this Agreement;
(b) The nature or number of accidents, claims, or lawsuits arising out of, or in any way connected with, the services of OPERATOR under this Agreement; or
(c) The availability, or affordability, or both, of increased liability insurance coverage;
(2) Reduce or eliminate a deductible or self-insured retention as it applies to CITY; or
(3) Obtain, pay for, and maintain a bond (as a replacement for an insurance coverage) from a California corporate surety, guaranteeing payment to CITY for liability, or costs, or both, that CITY incurs during CITY’s investigation, administration, or defense of a claim or a suit arising out of this Agreement.

1.6 OPERATOR shall maintain the insurance policy without interruption, from the Project’s commencement date to the Final Payment date, or until a date that CITY specifies for any coverage that OPERATOR must maintain after the Final Payment.

1.7 OPERATOR’s insurance company or self-insurance administrator shall mail CITY written notice at least thirty (30) days in advance of the policy’s or the self-insurance program’s cancellation, termination, non-renewal, or reduction in coverage.

1.8 OPERATOR shall not allow any insurance to expire, cancel, terminate, lapse, or non-renew. Twenty-one (21) days before its insurance policy’s expiration, cancellation, termination, or non-renewal, OPERATOR shall deliver to CITY evidence of the required coverage as proof that OPERATOR’s insurance policy has been renewed or replaced with another insurance policy which, during the duration of this Agreement, meets all of this Agreement’s insurance requirements.

1.9 At any time, upon CITY’s request, OPERATOR shall furnish satisfactory proof of each type of insurance coverage required— including a certified copy of the insurance policy or policies; certificates, endorsements, renewals, or replacements; and documents comprising OPERATOR’s self-insurance program— all in a form and content acceptable to the City Attorney or City’s Risk Manager.

1.10 If OPERATOR hires, employs, or uses a Subcontractor to perform work, services, OPERATIONS, or activities on OPERATOR’s behalf, OPERATOR shall 90 of 116

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8 ensure that the Subcontractor:
(A) Meets, and fully complies with, this Agreement’s insurance requirements;
(B) Delivers to CITY— for its review, or approval, or both— all insurance policies, certificates, and endorsements that this Agreement requires; and (C) Furnishes CITY, at any time upon its request, with a complete copy of the Subcontractor’s insurance policy or policies for CITY’s review, or approval, or both.

1.11 OPERATOR’s failure to comply with an insurance provision in this Agreement constitutes a breach upon which CITY may immediately terminate or suspend OPERATOR’s performance of this Agreement or invoke another remedy that this Agreement or the law allows. At its discretion, CITY may obtain or renew the insurance, and CITY may pay all or part of the premiums. Upon demand, OPERATOR shall repay CITY for all sums or monies that CITY paid to obtain, renew, or reinstate the insurance, or CITY may offset the cost of the premium against any sums or monies that CITY may owe OPERATOR.

OPERATOR’S SUBMITTAL OF CERTIFICATES AND ENDORSEMENTS

1.1 OPERATOR shall have its insurance carrier(s) or self-insurance administrator(s) complete and execute the following insurance documents, unless an exception below applies. When OPERATOR signs and delivers the Agreement to CITY, OPERATOR also shall deliver:
(A) A “certificate of insurance” for each required liability insurance coverage;
(B) CITY’s “General Liability/Automobile Liability Special Endorsement” form (L-15), unless this Agreement does not require OPERATOR to obtain and maintain Commercial General Liability coverage, Businessowners Liability coverage, or Automobile Liability coverage;
(C) A subrogation endorsement, “Waiver of Transfer to Rights of Recovery Against Others,” for Commercial General Liability coverage or Businessowners Liability coverage;
(D) A “certificate of insurance” for Workers’ Compensation insurance; or If OPERATOR is self-insured for workers’ compensation, a copy of the “Certificate of Consent to Self-insure” from the State of California; or 91 of 116

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8 If OPERATOR is lawfully exempt from workers’ compensation laws, an “Affirmation of Exemption from Labor Code §3700” form;
(E) A subrogation endorsement, “Waiver of Our Right to Recover From Others,” for Workers’ Compensation coverage; and
(F) A complete copy of OPERATOR’s Professional Liability insurance policy, including all forms and endorsements attached to it.

1.2 CITY will neither sign this Agreement nor issue a “Notice to Proceed” until the City Attorney or City’s Risk Manager has reviewed and approved the insurance documents. CITY's decision as to the acceptability of all insurance documents is final.

Unless OPERATOR obtains CITY’s written approval, CITY will not permit or allow a substitution of an insurance policy, or a change in a certificate’s or an endorsement’s form and content, or both.

INSURANCE OBLIGATION IS SEPARATE FROM INDEMNITY OBLIGATION

2.1This Agreement’s insurance provisions:
(A) Are separate and independent from the indemnification and defense provisions in Article 12 of the Agreement; and
(B) Do not limit, in any way, the applicability, scope, or obligations of the indemnification and defense provisions in Article 12 of the Agreement. 92 of 116

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INSURANCE REQUIREMENTS AFFIDAVIT
THE PROPOSER’S INSURANCE COMPANY(S) OR INSURANCE AGENT MUST COMPLETE THIS FORM AND
THE PROPOSER MUST SUBMIT THIS AFFIDAVIT WITH THE BID FORMS.

I, the undersigned (please check one box: underwriter agent), certify that I and the PROPOSER listed below have jointly reviewed the “Insurance Requirements” in this Request for Proposals. If the City of Glendale (“City”) awards the PROPOSER the Contract for the tennis OPERATION, I will be able—within fourteen (14) calendar days after the PROPOSER is notified of the Contract’s award—to furnish the City with valid insurance forms (including one or more insurance certificates and additional insured endorsements) that fully meet all of the Insurance Requirements.

Name of Insurance Company Date

Insurance Agent’s Name (Printed) Insurance Agent’s Name (signature)

Address City State Zip Code

Telephone Number FAX Number Email Address
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OPERATOR’s Name Request for Proposal
Below State the Name of Insurance Company Providing Coverage:

DO NOT write “Will Provide,” “To Be Determined,” “When Required,” or similar phrases.

Commercial General Liability Automobile Liability

Workers’ Compensation Liability
NOTE TO THE UNDERWRITER / AGENT: If the insurance forms that the PROPOSER submits to the City do not fully comply with the Insurance Requirements, and/or if the PROPOSER fails to submit the forms within the 14-day time limit, the City may: (1) declare the PROPOSER’S Proposal non-responsive, and (2) award the Contract to the next highest scoring, responsible PROPOSER.

If you have any questions about Insurance Requirements, please contact Veronika Padron, Risk Management Section, at (818) 550-4354.
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2 25-88819

CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Dispensing with Competitive Bidding and Authorizing an Amendment to the Agreement for Furniture Consultation, Design, Procurement and Installation Services for a Grant Funded Furniture Procurement for Central Library

COUNCIL ACTION
Item Type: Action Item
Approved for September 30, 2025 calendar

EXECUTIVE SUMMARY
The Public Works Department oversees multiple professional services agreements for citywide furniture procurements at all municipal facilities, including a not-to-exceed contract with J K Miklin, Inc. DBA Yamada (Yamada) that has a remaining balance of approximately $147,000, which expires December 31, 2025.

The Library Arts & Culture Department (LAC) secured grant funding from the California State Library (CSL) Targeted Grant in 2023, for various items including new furniture for the main library floor to better complement the recent improvements constructed elsewhere in the facility. Using Yamada, who specializes in furniture configurations for libraries, will allow the city to complete these grant funded improvements on time and improve Central Library’s sustainability, security, flexibility and usability.

The total cost for this final stage of the grant approved work is approximately $500,000.

Therefore, the proposed amendment will increase the contract amount by $400,000 to a new not-to-exceed amount of $1,100,000 and extend the contract duration by six months to June 30, 2026.
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RECOMMENDATION
Approve resolution to dispense with competitive bidding and authorize an amendment to the agreement for Furniture Consultation, Design, Procurement and Installation Services with J K Miklin, Inc. DBA Yamada (8000007) increasing the contract amount by $400,000 and extending the duration to June 30, 2026.

ANALYSIS
On April 18, 2023, City Council accepted a California State Library Targeted Grant for Glendale Central Library Capital Outlay and Maintenance in the amount of $6,095,000.

This funding, secured by then Assemblymember Laura Friedman, supplements the December 13, 2022, Council-approved and appropriated Building Forward grant and associated matching funds to create vibrant, engaging spaces for children and teens, while also improving the building’s sustainability, security, flexibility and usability.

The scope of the original project included renovating the Children’s Space, Teen Space, and Sound Space as well as general building improvements and repairs such as replacing the leaking roof and adding a 400-kilowatt-hour solar panel system.

The project cost breakdown included:
Children and teen spaces and second-floor restrooms - $ 8 million, Roof repair - $3 million, and
Solar panel system, new air handler, safety improvements, security cameras, and other miscellaneous building improvements - $3.7 million.

After the completion of the Youth Spaces Renovation Project, and as part of the project scope around facility upgrades, LAC contracted with Johnson Favaro to create a design for the Central Library main floor which would create a cohesive look and feel to the library, using community input from the Youth Spaces Renovation project and staff input on day-to-day operations.

As part of a Request for Proposal process in December 2018, the Council approved a resolution authorizing five-year contracts with Yamada, Catalyst, and Info-Com for a cumulative not-to-exceed amount of $2,750,000. On January 23, 2024, the City Council approved an extension to the duration of those contracts by two years until December 31, 2025, with no additional funds added. The approved not-to-exceed amount has been fully absorbed by all three contracts with the Yamada contract currently having $147,000 in remaining balance.

The architect’s estimate for the Central Library main floor furniture improvements is $500,000. Accounting for the remaining Yamada contract balance and any potential unforeseen expense, an increase of $400,000 to the furniture agreement is needed.

These expenses will be covered by the Facility upgrades portion of the Glendale Central Library Capital Outlay and Maintenance project funding from the California State Library Targeted Grant.

Yamada is the only furniture vendor available with access to the scope of manufacturers 110 of 116

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necessary to complete the design, some of whom will be creating custom pieces such as artificial trees. Additionally, they were originally awarded this agreement following a request for proposals process.

Public Works staff is currently in the process of initiating a new competitive bidding process to select new furniture vendors to replace the city’s three expiring contracts which will be presented to the City Council in the future for approval.

STAKEHOLDERS/OUTREACH
In September 2021, LAC held two online public input meetings. Engaged community members, parents, and teenagers heard Johnson Favaro present on the current state of the Youth Spaces, anticipated needs, and current design schemes. They provided critical, nuanced feedback and input that was later incorporated into the design process. In addition to these community meetings, a teen survey was conducted, and boards with proposed design images were placed in the children’s room and teen collection area for patrons to give input at their convenience.

Additionally, in summer 2023, LAC contracted with Little Diversified Architectural Consulting to conduct a Service Area Study, which included community input through surveys and community meetings on library space needs and services.

FISCAL IMPACT
The proposed furniture contract amendment will cost $400,000, which was approved as a part of the FY 2025-26 budget. No new appropriation is being requested at this time.

The City Council approved funding is outlined below:

Existing Appropriation

Amount Account String Funding Source
$400,000 PL: LAC00988AG
GL: 45150-2750-LAC-0020-P0000
Library Fund
Department Cost Center Program
Library Arts &
Culture
Projects

ENVIRONMENTAL REVIEW (CEQA/NEPA)
This project is Categorically Exempt under the provisions of the California Environmental Quality Act (CEQA) as a Class 1 Exemption pursuant to the California Code of Regulations, Title 14, Section 15301.

CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance No. 5744, the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than ten percent interest 111 of 116

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in the company proposed for contract in this agenda item Report are attached in Exhibit

1. ALTERNATIVES TO STAFF RECOMMENDATION

1. The City Council may choose to not approve the resolution. This will stop the work of the design and funds will not be expended by the grant deadline and will need to be returned.

2. The City Council may consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
Submitted by:

Daniel Hernandez, Director of Public Works
Prepared by:

Lessa Pelayo-Lozada, Director of Library, Arts & Culture Shea Eccleston-Banwer, Public Works Administrator
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
Exhibit 1 - Campaign Finance Disclosure
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3 RESOLUTION NO. _____________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING; AND AUTHORIZING

THE CITY MANAGER OR A DESIGNEE TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH J K MIKLIN, INC. DBA YAMADA (YAMADA) FOR

AS-NEEDED CONSULTATION, DESIGN, PROCUREMENT, AND INSTALLATION OF

FURNITURE SYSTEMS CITY-WIDE INCREASING THE CONTRACT AMOUNT BY $400,000 AND EXTENDING THE AGREEMENT BY SIX MONTHS TO JUNE 30, 2026.

WHEREAS, following a Request for Proposals/Request for Qualifications process the City Council on December 18, 2018, issued Resolution No. 18-231 to dispense with competitive bidding and award three five-year professional services agreements to Yamada, Info-Com, and Catalyst for a cumulative total of $2,750,000; and

WHEREAS, on January 23, 2024, the City Council approved extensions to the contracts to all three vendors for two years to December 31, 2025; and

WHEREAS, Yamada specializes in library furniture and has provided satisfactory services throughout the term of their contract; and

WHEREAS, performing a new Request for Proposals/Request for Qualifications process will take a significant amount of time and furniture needs to be urgently purchased by the state grant deadlines; and

WHEREAS, Glendale City Charter, Article VI, Sec. 9 provides an exemption to competitive bidding where the Council determines it is in the best interest of the city to dispense with competitive bidding; and

WHEREAS, given the need for furniture procurement and installation for a grant funded project at Central Library, adequate justification exists and it is in the City's best interest upon recommendation of the Director of Public Works to dispense with competitive bidding and to authorize the City Manager, or a designee, to amend the Professional Services Agreement with Yamada for as-needed consultation, design, procurement, and installation of furniture systems city-wide increasing the contract amount by $400,000 to a total of $1,100,000 and extending the duration for six months to June 30, 2026.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GLENDALE:

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3 1. The foregoing facts are deemed to be true and correct, and a basis for dispensing with competitive bidding and authorizing the execution a professional services agreement amendment.

2. The Council hereby:

A. Dispenses with competitive bidding; and
B. Authorizes the City Manager, or a designee, to amend the Professional Services Agreement with J K Miklin, Inc. DBA Yamada for as-needed consultation, design, procurement, and installation of furniture systems city- wide, increasing the contract amount by $400,000 to $1,100,000 and extending the contract duration six months to June 30, 2026.

Adopted on this _____ day of 2025.
_________________________
Mayor
ATTEST:

__________________________________
City Clerk

STATE OF CALIFORNIA )

COUNTY OF LOS ANGELES )

CITY OF GLENDALE )
I, Suzie Abajian, PhD, City Clerk of the City of Glendale, certify that the foregoing Resolution No. was Adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of , 2025, the same was adopted by the following vote:

Ayes:

Noes:

Absent:

Abstain:
________________________
City Clerk
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City of Glendale

DISCLOSURE - CAMPAIGN FINANCE ORDINANCE
The City Council adopted Ordinance No. 5744, “Campaign Finance Ordinance,” which became effective on September 9, 2011, and amended it with Ordinance No. 5768, which became effective on March 15, 2012 (“the Ordinance”). The Ordinance prohibits: (1) A contractor* (including a subcontractor**)― who has a contract with the City of Glendale (“City”), Economic Development Department (“EDD”), or the Housing Authority of the City of Glendale (“HA”) and that contract is subject to approval by the City Council, EDD, or HA― from making a contribution to a City Council member, EDD member, HA member, City Clerk, or City Treasurer; and (2) Council members, EDD members, and HA members from voting on matters concerning a contract with a person who has provided a campaign contribution.

The Ordinance applies to a contractor whose contract requires the City Council’s, EDD's, or HA’s approval. A contract with the City, EDD, or HA is known as a “City Contract.” The Ordinance also applies to a subcontractor who has a subcontract through a City Contract. The Ordinance excludes a competitively bid contract awarded to the lowest responsible bidder.

To assist members of the City Council, EDD, and HA before they vote on a matter regarding a City Contract, the Ordinance requires City staff to prepare this report which discloses certain information about: the contractor receiving the City Contract, and the subcontractor(s) working under the City Contract.

A contractor must provide the information listed below when: A subcontractor must provide the information listed below when:
•The City Contract has a total anticipated or actual value of $50,000 or more; or • The subcontract through a City Contract has a total anticipated or actual value of $25,000 or more; or
• A combination or series of City Contracts have a value of $50,000 or more. • A combination or series of subcontract s, for the same or different projects, have an aggregate value of $25,000 or
more. Information that must be disclosed: ● Name of the person, entity, or organization (i.e., the Contractor or Subcontractor) ● Name of the Chief Executive Officer/Pres
ident
● Chief Op
erating Officer
● Chief Financial Officer
● Chairperson
● All members
of the Board of Directors
● All persons who own more than 10% of the person, en
tity, or organization
● Name of any
campaign committee owned or controlled by the person, entity, or organi zation Please complete the following disclosure form:

Contractor(s)*:

Name Address
Full Name Title Business Address City State Zip
Chairperson
Chief Executive Officer / President
Chief Operating Officer
Chief Financial Officer
Board of Directors
More than 10% interest owner
*“Contractor” is the person, entity, or organization that is the party, or prospective party, to the contract with the City, EDD, or HA or any member of that person’s, entity’s, or organization’s Board of Direct ors, its Chairperson, Chief Executive Officer, Chief Financial Officer, Chief Operat ing Officer, any person with an ownership interest of more than ten percent (10%) in that person, entit y, or organization, and any campaign committee that is o wned or controlled by that person, entity, or organization. Above please disclose these persons’ name and business address.

Exhibit 1
J.K. MIKLIN, INC. d/b/a YAMADA ENTERPRISES
16552 BURKE LANE, HUNTINGTON BEACH, CA 92647

PARKER BRAVERMAN
16552 BURKE LANE

HUNTINGTON BEACH
CA
92647

PARKER BRAVERMAN
16552 BURKE LANE

HUNTINGTON BEACH
CA
92647

PARKER BRAVERMAN
16552 BURKE LANE

HUNTINGTON BEACH
CA
92647

PARKER BRAVERMAN
16552 BURKE LANE

HUNTINGTON BEACH
CA
92647
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Rev. 6/7/12 J:\FILES\DOCFILES\ORD\CAMPAIGN CONTRIBUTION\DISCLOSURE FORM – CONTRACTOR – 6-7-12.doc Subcontractor(s)**:

Name Address
Full Name Title Business Address City State Zip
Chairperson
Chief Executive Officer / President
Chief Operating Officer
Chief Financial Officer
Board of Directors
More than 10% interest owner
** “Subcontractor” is the person, entity, or organization that has entered into a contract for the performance of all or a portion of the work undertaken under an agreement with an architect, design professional, engineer, or gener al or prime contract, usually by a general or prime contrac tor. Subcontractor includes any member of that person’s, entity’s, or organization’s Board of Directors, its Chairperson, Chief Executive Officer, Chief Financ ial Officer, Chief Operating Officer, any person with an ownership interest of more than ten percent (10%) in that person, entity, or organization, and any campaign committee that is owned or controlled by that person, entity, or organization. Above please disclose these persons’ name and business address.

Campaign Committee owned or controlled by:

Title Business Address City State Zip

CERTIFICATION
On behalf of the above-named Contractor Subcontractor:
• I acknowledge that I have a continuing obligation to update this disclosure form if I substitute― or if I select additional ― architects, design professionals, contractors, or subcontractors within ten (10) days of the selection or change; and • I hereby certify that:
I have identified all persons for which the Ordinance requires disclo sure; The information in this disclosure form (and any attachment to this form) is true, accurate, correct, and complete; and I have been legally authorized to su bmit this disclosure form.

In total, this disclosure form (including attachments) is pages.

Executed on: , 20 , at: , California.

Signature: Print Full Name:

Address:

Phone Number: E-mail Address:

NONE
2 September 24
25 Huntington Beach
Parker Braverman
16552 Burke Lane, Huntington Beach, CA 92647
(714) 843-9882
[email protected]
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Glendale City CouncilSeptember 30, 2025

Glendale City Council
September 30, 2025