Hanford City Council
December 19, 2023

City Council Meeting
Agenda
December 19, 2023
7:00 PM – Regular Meeting
Council Chambers
400 N. Douty St.

Council Members will meet in-person in the Council
Chambers. The meeting will also be lived streamed on the City’s website: http://livestream.hanford.city/

6:00 PM CALL TO ORDER STUDY SESSION:

ROLL CALL BY THE CITY CLERK:

PUBLIC COMMENT:

Study Sessions are considered Special Meetings under the Brown Act. Accordingly, comments from the public are limited to items listed on the agenda (GC 54954.3a). Public Comment will be accepted during each agenda item. A maximum of three minutes is allowed for each speaker. Please begin your comments by stating your name and providing your city of residence.

STUDY SESSION:

A. Presentation by Greg Burns of Thorn Run Partners, the City of Hanford's contracted federal lobbying firm, with updates on national legislative matters and discussion of possible legislation and actions that Council should be aware of for the coming year.

CALL TO ORDER REGULAR SESSION:

ROLL CALL:

INVOCATION:

Sylvia Gatson
FLAG SALUTE:

RECOGNITION:

A. Presentation of the Annual Law Enforcement Officer of the Year Award to Officer Jorge Orosco, by the American Legion Post 3

COUNCIL REPORTS/GENERAL REPORTS:

Brief information-only reports from City Council and/or Staff, including committee reports and reports by City Council related to meetings attended at City expenses (AB1234).

PUBLIC COMMENT:

This is the time for citizens to comment on subject matters within the jurisdiction of the Hanford City Council. This is also the public’s opportunity to request an item from the Consent Calendar be pulled for discussion purposes or to comment on any item on the agenda. State law does not allow the Council to discuss or take action on issues not on the agenda, except that members of the Council or staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights (Gov. Code sec. 54954.2). A maximum of three minutes is allowed for each speaker. Please begin your comments by stating your name and providing your city of residence.

CONSENT CALENDAR:

Consent Calendar items are considered routine and will be enacted in one motion. There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.

A. Procedural Waiver: Waive reading in full of resolutions and ordinances and approval and adoption of same by reading title the only.

B. City Clerk: Approval of the Minutes of the October 17, 2023 Meeting C. City Clerk: Approval of the Minutes of the November 7, 2023, Meeting D. Administration: Approval of an "In-Kind" two-year Facility Lease Agreement with State Center Community College District on behalf of Valley Community Small Business Development Center (VCSBDC), for use of office space inside the Amtrak Station in exchange for providing services as the Hanford SBDC Outreach Office.

E. Administration: Approval of the renewal and Authorization for the City Manager to execute the annual Professional Services Agreement with Thorn Run Partners for federal legislative advocacy services, effective January 1, 2024 through Dec. 31, 2024, for a monthly fee of $5,000.

F. IT: Authorization and Award of an agreement to AgreeYa Solutions, Inc. (Folsom, CA) for Microsoft Implementation Services and security assessment for $59,125 G. Community Development: Approval of the appropriation of $36,360, from the Transportation Development Act Fund, for engineering and grant writing services to be provided by Interwest Consulting Group for the purpose of applying for the 2024 RAISE Grant for infrastructure improvements to Downtown Hanford and nearby alleys H. Police: Acceptance of a grant from the Federal Railroad Administration (FRA) in the amount of $24,077, to help reduce homelessness along railways, and Amend the Police Department's operating budget by Appropriation of the same amount in the General Fund, and Authorize the City Manager to execute the grant agreement.

I. Public Works: Public Works Engineering: Approval of Final Map, Subdivision Agreement and acceptance of Easements for Tract No. 881, Unit No. 1 near the Southwest of Hume Ave, and Alpine Ave.

J. Public Works: Approval of an emergency Purchase Order (PO) 22400418 for emergency well repair at well #35, located at fire station #1, to Valley Pump & Dairy Systems Inc. from Armona, CA in the amount of $153,279.14 for emergency repairs due to breaks in

the well casing.

K. Public Works: Public Works: Approval of the Notice of Completion for Tract No. 928 Unit No. 3, located near the Southeast corner of Centennial Drive and Fargo Avenue, in the City of Hanford, and Authorization for the Mayor to execute and the City Clerk to attest and file said Notice with the Kings County Recorder’s Office.

L. Finance: Review and Approval of the Annual Report for Development Impact Fees pertaining to City of Hanford Impact Fees for Parks, Circulation, Fire Protection, Police Protection, Storm Water System, Water System, Wastewater System, and Refuse/Recycling for fiscal year ending June 30, 2023.

COUNCIL REQUESTS/REPORTS:

At this time, any Council Member may ask a question for clarification, make an announcement, or report briefly on their activities. In addition, subject to Council Policies and Procedures, they may request staff to report back to the Council at a subsequent meeting concerning any matter or take action to direct staff to place a matter of business on a future agenda. (GOV. CODE SEC. 54954.2)
A. Council Future Agenda Items
B. Upcoming Events and Important Dates:

December 25 & 26: City offices will be closed in observance of Christmas January 1 & 2: City offices will be closed in observance of New Year's Day January 16: Regular City Council Meeting
ADJOURNMENT:

Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available to public inspection in the City Clerk’s Office located at 319 N. Douty Street, Hanford, California 93230, during normal business hours. Such agendas are also available at the city’s website, www.cityofhanfordca.com subject to staff’s ability to post the agenda before the meeting.

If you need a disability-related modification or accommodation, including auxiliary aids or services, to participate in this meeting, please contact the City Clerk’s office, 559-585-2515, 319 N. Douty Street, Hanford, California 93230, at least 2 days prior to the meeting {28 CFR 35.102.35.104 ADA Title II}

4.A.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: STUDY SESSION

SUBJECT:

Presentation by Greg Burns of Thorn Run Partners, the City of Hanford's contracted federal lobbying firm, with updates on national legislative matters and discussion of possible legislation and actions that Council should be aware of for the coming year.

RECOMMENDATION:

Recommendation: That the City Council receive the presentation and provide direction related to the firm's lobbying efforts on behalf of the City of Hanford.

Recommended Motion:

BACKGROUND:

FISCAL IMPACT:

ATTACHMENTS:

None

12.B.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the Minutes of the October 17, 2023 Meeting

RECOMMENDATION:

Recommendation:

Recommended Motion:

BACKGROUND:

FISCAL IMPACT:

ATTACHMENTS:

1. 10.17.2023 Minutes

City Council Regular Meeting
Minutes
October 17, 2023 7:00 PM
Council Chambers
400 N. Douty St.

5:00 PM CALL TO ORDER STUDY SESSION AND CLOSED SESSION:

Mayor Paden called the study session and closed session to order at 5:00 p.m.

ROLL CALL BY THE CITY CLERK:

Present: Absent:

Council Member Mark Kairis
Council Member Travis Paden
Council Member Kalish Morrow
Council Member Diane Sharp
Council Member Lou Martinez

PUBLIC COMMENT:

Study Sessions are considered Special Meetings under the Brown Act. Accordingly, comments from the public are limited to items listed on the agenda (GC 54954.3a). Public Comment will be accepted during each agenda item. A maximum of three minutes is allowed for each speaker. Please begin your comments by stating your name and providing your city of residence.

Dennis Ham asked for clarification regarding making a public comment as city commissioner. He also questioned the process of selecting a chair and vice chair person.

Bob Ramos questioned voting during the study session. He asked for clarification regarding special meetings and study sessions.

Mark Pratter stated that he was unable to view the agenda online due to the internet being down in the area he lives in. The Council and staff addressed his concerns.

STUDY SESSION:

A. Presentation and Review of proposed amendments to the Council Handbook of Rules and Procedures and formal direction from Council on which elements to include in the final document
City Manager Cifuentez presented the Council Handbook with the proposed amendments for the Council’s review and direction. Council Members Sharp, Kairis and Morrow spoke in favor of the Handbook as presented. The Council and the city attorney addressed the public comments regarding voting during a study session. Staff also presented a draft Commissioner's Handbook for the Council's review and feedback. After much discussion, the Council directed staff to

move forward with the Council Handbook. The Council also directed staff to bring back the commissioner's handbook for a future study session discussion.

Mayor Paden adjourned to the closed session at 6:04 p.m.

CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING:

A. PUBLIC EMPLOYEE APPOINTMENT (GC 54957)
TITLE: Fire Chief
B. CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION (GC 54956.9(d)(4)) 1 Case
CALL TO ORDER REGULAR SESSION:

Mayor Paden called the meeting to order at 7:00 p.m.

ROLL CALL:

Present: Absent:

Council Member Mark Kairis
Council Member Travis Paden
Council Member Kalish Morrow
Council Member Diane Sharp
Council Member Lou Martinez

INVOCATION:

The invocation was led by Pastor Bud Haskell.

FLAG SALUTE:

The flag salute was led by Hanford West High School's ASB Executive President, Lauren Escola.

RECOGNITION:

A. Procalmation of Down Syndrome Awareness Month and presentation of a Certificate of Recognition to Daniel Coakley

Mayor Paden presented a certificate of recognition to Daniel Coakley. He also presented proclamations to Tulare Kings Right to Life and Kings County Special Olympics for Down Syndrome Awareness Month.

COUNCIL REPORTS/GENERAL REPORTS:

Brief information-only reports from City Council and/or Staff, including committee reports and reports by City Council related to meetings attended at City expenses (AB1234).

The Council discussed the meetings and events they attended. Vice Mayor Kiaris discussed the Hume Ave and Shepard Dr. homeless camp. City Manager Cifuentez provided staff updates and introduced the Interim Police Chief, Jack Amoroso.

PUBLIC COMMENT:

This is the time for citizens to comment on subject matters within the jurisdiction of the Hanford City Council. This is also

the public’s opportunity to request an item from the Consent Calendar be pulled for discussion purposes or to comment on any item on the agenda. State law does not allow the Council to discuss or take action on issues not on the agenda, except that members of the Council or staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights (Gov. Code sec. 54954.2). A maximum of three minutes is allowed for each speaker. Please begin your comments by stating your name and providing your city of residence.

Amy Minor thanked the Council for tabling and the discussion regarding the field permitting policy and fees.

Bob Ramos commented on the dark areas in Civic Park and expressed his concerns for the public's safety.

Sharon (she did provide her last name), thanked Vice Mayor Kairis for his response to her concerns about the homeless.

CONSENT CALENDAR:

Consent Calendar items are considered routine and will be enacted in one motion. There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.

City Manager Cifuentez requested that item G be pulled for separate discussion.

Motion to approve except for the items pulled for separate discussion.

RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Diane Sharp
Council Member Mark Kairis
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez A. Procedural Waiver: Waive reading in full of resolutions and ordinances and approval and adoption of same by reading title the only.

B. City Clerk: Appointment of James Nelson to the Parking and Traffic Commissioner vacancy with a term ending on 12/31/2023
C. Parks and Community Services: Acceptance of an anonymous donation of Christmas and holiday decorations to enhance the Winter Wonderland event D. Community Development: Second Reading of Ordinance. 23-06, approving Prezone No. 0001-23. The project pertains to land proposed to be annexed, under Annexation 162, south of Hanford-Armona Road, east of 13th Avenue (APN 011-040-030).

E. Public Works: Approval of the Notice of Completion for the FY 23 Manhole and Valve Cover Adjustment Project, for a final contract price of $189,964.95 and authorization for the Mayor to execute and the City Clerk to attest and file said Notice with Kings County Recorder’s Office.

F. Public Works: Approval of the Notice of Completion for the FY 23 Sanitary Sewer Manhole Repair and Recoating Project, for a final contract price of $118,763.56, and authorization for the Mayor to execute and the City Clerk to attest and file said Notice with Kings County Recorder’s Office.

PULLED CONSENT ITEMS:

A. Police: Approval of an Addendum to the existing contract, between Hanford Joint Union High School District and the City of Hanford, outlining specific coverage and overtime

compensation for the School Resources Officer Program (SRO) Contract to cover school events
[Item G]

City Manager Cifuentez requested the addendum be tabled and brought back to the Council at a future meeting for discussion and direction.

Motion to Table.

RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Mark Kairis
Council Member Lou Martinez
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez PUBLIC HEARING:

A. City Attorney: Public Hearing to accept comments regarding the adoption of the Resolution of Necessity 23-40 R for APN 001-040-015 (the “Property”) authorizing the City Attorney to take the steps necessary to finalize the acquisition of the property for the widening of 12th Avenue by the City (the “Project”).

Mayor Paden opened the public hearing at 7:30 p.m. City Attorney Megan Dodd presented the staff report for the Council's review and consideration. Ms. Dodd also clarified one error in the staff report: the property was not in escrow due to liens on the property.

Public Comment:

IN-FAVOR:

None

OPPOSED:

Steven Alfieris of Dias Law Firm, spoke in opposition and expressed his concerns regarding the city's evaluation.

Mayor Paden closed the public hearing at 7:38 p.m.

Motion to Approve
RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Mark Kairis
Council Member Diane Sharp
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez GENERAL BUSINESS:

A. Community Development: Approval of Historic Resource Permit number HRA 0012-23:

A request to replace the door, side windows, and frame, due to vehicular damage, at 201 N. Douty Street, within the Historic Overlay Zone District.

Senior Planner Gabrielle Myers discussed the project and answered questions from the Council. Staff was unable to recommend the applicant's proposal for approval because it did not fully comply with the city's requirements. Staff presented alternative recommendations for the Council's review. After a brief discussion of the Council's authority to amend the motion, Council Member Morrow discussed updating the design requirements at a future meeting, and spoke in favor of the proposed materials.

Motion to approve 23-41-R with the amendment to remove conditions 3 and 4 subject to review and approval by staff.

RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Mark Kairis
Council Member Kalish Morrow
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez

B. Public Works: Authorization for the City Manager to execute a Utility Easement Agreement with Valley Strong Credit Union; and authorization to offer Grant of Easements for utility purposes to Southern California Edison across the city parking lot property (APN 012-022-011) located adjacent to Valley Strong Credit Union (216 W Eighth Street).

City Engineer Lisa Dock discussed the project for the Council's review and consideration. Staff answered questions from the Council. Richard Sazama, Director of Capital Projects at Valley Strong Credit Union, discussed the utility easement.

Motion to Approve.

RESULT:

MOVER:

SECONDER:

AYES:

ABSTAIN:

Passed (UNANIMOUS)
Council Member Kalish Morrow
Council Member Lou Martinez
Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez
Diane Sharp
C. Parks and Community Services: Award of a contract with Melton Design Group for the professional architectural and engineering design services for Heroes Park, in the amount of $1,044,840, and authorization for the City Manager to execute the professional services agreement.

Parks and Community Services Director Brad Albert discussed the contract and the process of the final proposal. Staff answered questions from the Council. Melton Design Group representatives, Greg Mendonsa and Ryan Riedlinger were in attendance to answer questions from the Council. After a brief discussion, Council Member Sharp made the motion to approve.

Motion to Approve.

RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Diane Sharp
Council Member Kalish Morrow
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden
COUNCIL COMMENTS AND COMMUNICATIONS:

At this time, any Council Member may ask a question for clarification, make an announcement, or report briefly on their activities. In addition, subject to Council Policies and Procedures, they may request staff to report back to the Council at a subsequent meeting concerning any matter or take action to direct staff to place a matter of business on a future agenda. (GOV. CODE SEC. 54954.2)

A. Council Future Agenda Items
It was a consensus of the Council to direct staff to bring back a study session to review the historical overlay design requirements, brought forth by Council Member Morrow.

Council Member Martinez requested an update on the downtown improvement survey, Hidden Valley Park and the cannabis tax revenue.

B. Upcoming Events and Important Dates:

October 21& 28: Free Fitness Court Classes at Hidden Valley Park 8:00 a.m. - 9:00 a.m.

October 27: Hanford Haunted House at the Old Courthouse, 113 Court Street, 6:00 p.m. - 10:00 p.m. More Info
November 6: Special Joint Meeting, City Council and the Planning Commission November 7: Regular City Council Meeting
November 10: Public holiday, City offices will be closed November 21: Regular City Council Meeting

ADJOURNMENT:

Mayor Paden adjourned the meeting at 8:38 p.m.

Respectfuly submitted,

Natalie Corral
City Clerk

12.C.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the Minutes of the November 7, 2023, Meeting

RECOMMENDATION:

Recommendation: That the Council, by motion, approve the minutes of the November 21, 2023, meeting.

BACKGROUND:

FISCAL IMPACT:

ATTACHMENTS:

1. 11.7.2023 Minutes

City Council Regular Meeting
Minutes
November 7, 2023 7:00 PM
Council Chambers
400 N. Douty St.

4:00 PM CALL TO ORDER STUDY SESSION AND CLOSED SESSION:

Mayor Paden called the study session and closed session to order at 4:00 p.m.

ROLL CALL BY THE CITY CLERK:

Present: Absent:

Council Member Travis Paden
Council Member Mark Kairis
Council Member Lou Martinez
Council Member Kalish Morrow

PUBLIC COMMENT:

Study Sessions are considered Special Meetings under the Brown Act. Accordingly, comments from the public are limited to items listed on the agenda (GC 54954.3a). Public Comment will be accepted during each agenda item. A maximum of three minutes is allowed for each speaker. Please begin your comments by stating your name and providing your city of residence.

Bob Ramos commented on public safety and questioned the city's cannabis revenue. He also provided his recommendation for a tax measure.

STUDY SESSION:

A. Presentation by the Carnegie Museum of Kings County regarding their 2023 Exhibits and Collections and ongoing efforts to restore the Historic Carnegie Library building.

Carnegie Museum President Jack Schwartz provided a brief update and Board Member Rob Bently discussed the Carnegie's partnerships, exhibits, events, community involvement, facility rentals, and future programs. The Council commented on their recent events and commended the board members and volunteers for their efforts. Mr. Schwartz answered questions from the council. Council Member Sharp spoke in support of the agreement that is on the consent calendar for the council's approval. She also questioned if the organization was planning to purchase the property. Mr.

Schwartz addressed her questions. No action was taken, and the presentation was for informational purposes only.

B. Presentation to Council and review of measures that the City of Hanford can take to improve the City’s financial position and direction to staff as appropriate.

Finance Director Chris Tavarez discussed the city's financial health and introduced potential revenue measures for the council's review and direction. The Council provided their feedback and staff answered questions from the Council.

During the discussion, City Manager Cifuentez addressed the Council's questions regarding the development of Hidden

Valley Park, and staff will bring back a future agenda item for the Council's review. After much discussion, the Council directed staff to bring back a presentation of potential sales tax measures and the elements related to that process for the Council's review and direction.

Mayor Paden adjourned to the study session at 5:50 p.m.

CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING:

A. CONFERENCE WITH LEGAL COUNSEL-PROPERTY NEGOTIATIONS (GC 54956.8) Property: 330 N. Harris Street
Agency Negotiators: Mario Cifuentez and Ty Mizote
Negotiating Party: Great Valley Holdings, LLC
B. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (GC 54957)
TITLE: City Manager
CALL TO ORDER REGULAR SESSION:

Mayor Paden called the meeting to order at 7:00 p.m.

ROLL CALL:

Present: Absent:

Council Member Travis Paden
Council Member Mark Kairis
Council Member Lou Martinez
Council Member Kalish Morrow
Council Member Diane Sharp

INVOCATION:

The invocation was led by Shannon Brown.

FLAG SALUTE:

The flag salute was led by Sierra Pacific's ASB President, Brayden Lowe.

RECOGNITION:

A. Recognition of Officer Mark Carillo for creating trauma bags for all the local schools and training the school's staff on proper use of the bags.

The Police Department recognized Officer Mark Carillo for creating trauma bags for the local schools.

COUNCIL REPORTS/GENERAL REPORTS:

Brief information-only reports from City Council and/or Staff, including committee reports and reports by City Council related to meetings attended at City expenses (AB1234).

The Council discussed the meetings and events they attended, and City Manager Cifuentez provided a staff update.

PUBLIC COMMENT:

This is the time for citizens to comment on subject matters within the jurisdiction of the Hanford City Council. This is also the public’s opportunity to request an item from the Consent Calendar be pulled for discussion purposes or to comment on any item on the agenda. State law does not allow the Council to discuss or take action on issues not on the agenda, except that members of the Council or staff may briefly respond to statements made or questions posed by persons exercising their public testimony rights (Gov. Code sec. 54954.2). A maximum of three minutes is allowed for each speaker. Please begin your comments by stating your name and providing your city of residence.

Bob Ramos commented on the action taken by the Council during a study session for the downtown project. He also commented on a letter sent to the City Attorney from District Attorney Sara Hacker regarding that action.

Kimber Reagan asked for clarification about voting during a study session. The City Attorney responded to her question. She also suggested that the council not take action during the study session.

Rusty Brookshire commented on voting during a study session.

CONSENT CALENDAR:

Consent Calendar items are considered routine and will be enacted in one motion. There will be no separate discussion of these matters unless a request is made and then the item will be removed from the Consent Calendar to be discussed and voted upon by a separate motion.

City Manager Cifuentez requested that item F be pulled for clarification and separate discussion.

Motion to approve the consent calendar except for the items pulled for separate discussion.

RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Diane Sharp
Council Member Mark Kairis
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez A. Procedural Waiver: Waive reading in full of resolutions and ordinances and approval and adoption of same by reading title the only.

B. City Clerk: Approval of the Minutes of the October 3, 2023 Meeting C. City Clerk: Appointment of Judy Scott to the Parks and Recreation Commission's unscheduled vacancy with a term ending on 12/31/2024.

D. City Clerk: Adoption of Resolution 23-45-R, amending the city's email correspondence retention period from three (3) years to two (2) years.

E. Administration: Adoption of Resolution 23-46-R, amending the Handbook of Rules and Procedures to include various amendments as recommended by Council.

F. Public Works: Approval of the Notice of Completion of the FY 23 Double Fiberized Micro Surface Treatment Project, for a total contract price of $484,753.00, by Pavement Coatings Company, and authorization for the Mayor to execute and the City Clerk to attest and file said Notice with Kings County Recorder’s Office.

G. Police: Approval of a contract with Janitorial Inc. at the rate of $42,036 for the remainder of 2023 and $43,176 for 2024 to provide janitorial services at the Police Department buildings.

H. Police: Authorization to accept the Homeland Security Grant from the County of Kings in the amount of $55,448, and an amendment to the Police Department's operating budget to recognize the grant, appropriation of $55,448 in the General Fund for the Police

Department, and authorization for the City Manager to execute the grant agreement.

PULLED CONSENT ITEMS:

A. Administration: Approval of Amendment No. 3 of the License Agreement between the Carnegie Museum of Kings County and the City of Hanford to extend the term of the agreement until December 31, 2024.
[Item F]

Requested to be pulled by the City Manager.

City Manager Cifuentez addressed the error in the term date and clarified that the city's maintenance contribution amount was increased to $10,000.

Motion to Approve
RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Lou Martinez
Council Member Diane Sharp
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez GENERAL BUSINESS:

A. Presentation from Lechowicz & Tseng Municipal Consultants on the Rate Study for water, wastewater and storm drain rates and Council direction to staff and consultants to commence with the Proposition 218 process and set the Hearing Date & Time for January 16, 2024 at 7pm for the proposed rate increases.

Lechowicz & Tseng Municipal Consultant Allsion Lechowicz, discussed the Rate Study for the Council's review and direction. The public hearing is scheduled to be held on January 16, 2023. If approved, the new rates will go into effect on February 1, 2024. Ms. Lechowicz and staff answered questions from the Council.

Motion to Approve
RESULT:

MOVER:

SECONDER:

AYES:

Passed (UNANIMOUS)
Council Member Kalish Morrow
Council Member Diane Sharp
Diane Sharp, Mark Kairis, Kalish Morrow, Travis Paden, Lou Martinez COUNCIL REQUESTS/REPORTS:

At this time, any Council Member may ask a question for clarification, make an announcement, or report briefly on their activities. In addition, subject to Council Policies and Procedures, they may request staff to report back to the Council at a subsequent meeting concerning any matter or take action to direct staff to place a matter of business on a future agenda. (GOV. CODE SEC. 54954.2)

A. Council Future Agenda Items
The Council directed staff to bring back a study session discussion regarding the creation of a Community Facility District (CFD) to fund the expansion of Hidden Valley Park and city wide park maintenance.

During this time, the Council agreed to cancel the November 21, 2023, City Council meeting due to the holiday and staff availability. Also, Council Member Martinez expressed some concerns regarding China Alley and pedestrian safety on Philips Street and Third Street. He asked that staff to look into it.

B. Upcoming Events and Important Dates:

November 8: Community Meeting with the Mayor and Vice Mayor, in the City Hall Training Room 6:00 p.m. - 7:30 p.m. More info
November 10: Holiday, city offices will be closed
November 21: Regular City Council Meeting
November 23 & 24: Holiday, city offices will be closed
ADJOURNMENT:

Mayor Paden adjourned the meeting at 8:14 p.m.

Respectfully submitted,

Natalie Corral
City Clerk

12.D.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of an "In-Kind" two-year Facility Lease Agreement with State Center Community College District on behalf of Valley Community Small Business Development Center (VCSBDC), for use of office space inside the Amtrak Station in exchange for providing services as the Hanford SBDC Outreach Office.

RECOMMENDATION:

Recommendation: That the City Council, by motion, approve the Facility Lease Agreement with Valley Community Small Business Development Center (VCSBDC), for office space inside the Amtrak Station to serve as Hanford SBDC Outreach Office.

BACKGROUND:

Earlier this year, the City of Hanford staff contacted representatives with the Valley Community Small Business Development Center (VCSBDC) about the possibility of providing free workshops for small business owners and residents interested in learning more about starting a small business. VCSBDC provides such services in Kings, Tulare, Fresno and Madera counties. The organization’s director was thrilled at the prospect of having a larger presence in Hanford and Kings County, and on August 29, the first workshop was held inside the City Hall Training Room. Two (2) additional workshops have taken place since then.

VCSBDC workshops held to date:
• August 29, 2023: The Basics of Starting a Successful Small Business • October 24, 2023: Creating the Best Business Plan…For You! • December 12, 2023: Small Business Financing

Outside of the workshops, VCSBDC’s director also expressed interest in finding space for a satellite outreach office in Hanford (VCSBDC is located at Clovis Community College). The outreach office would be utilized for one-on-one counseling and/or technical assistance to entrepreneurs and small business owners in Hanford. However, VCSBDC advised they did not have the financial resources to rent office space in Hanford, and as such, needed space free of charge. As a solution, the City proposed that VCSBDC occupy Suite E inside the Amtrak Station, one (1) of two (2) vacant offices located on the south side of the building.

While VCSBDC is not able to pay rent to the City, it was determined that the annual value of VCSBDC’s services (including workshops and consulting) exceeds the cost of rent if the City were to

charge an amount similar to the previous lease (approximately $4,700 per year). The value of VCSBDC’s services is $7,500 per year and is detailed more in Exhibit B.

The VCSBDC lease will begin on January 1, 2024 and expire on December 31, 2025. VCSBDC will also be responsible for maintaining the common area outside of their office, shown in red on Exhibit A.

FISCAL IMPACT:

None

ATTACHMENTS:

1. Exhibit A - City of Hanford SBDC Outreach Office

2. Exhibit B - City of Hanford SBDC Outreach Office

3. Flyer for most recent SBDC small business workshop

4. Small Business Development Center Lease (Final)

COMMON AREA MAINTAINED BY

VALLEY COMMUNITY SMALL BUSINESS DEVELOPMENT CENTER

MAINTAINED BY AMTRAK

BATHROOMS TO BE MAINTAINED BY
VALLEY COMMUNITY SMALL BUSINESS DEVELOPMENT CENTER*
*Until adjacent office space is leased
*SBDC to be provided key for use of bathrooms

Exhibit B

Valley Community Small Business Development Center (VCSBDC) agrees to conduct the following annual activities that demonstrate our commitment to, and the corresponding dollar value of $7,500.00, occupying the property stated in this Lease Agreement as an outreach office.

1. Conduct a minimum of four in-person small business development workshops for entrepreneurs and small business owners in Hanford. 4 x $250.00 per workshop = $1,000.00.

2. Provide a minimum of 100 hours of one-on-one counseling and/or technical assistance to entrepreneurs and small business owners in Hanford. 100 x $65.00 per hour = $6,500.00.

Total financial commitment allocated for the Hanford SBDC Outreach Office per year: $7,500.00.

REGISTER
Date: December 12, 2023
Time: 5:30pm - 7:30 pm
Hanford City Hall (Training Room)
319 N. Douty St.

Hanford, CA 93230

SMALLBUSINESSFINANCING

FREE WORKSHOP

TOPICS COVERED
https://bit.ly/smbizhanford
Types of Small Business Financing
What It Takes to Qualify
Sources of Assistance
and More!

1 LEASE AGREEMENT

* * * * *

This Lease Agreement (“Lease”) is made effective on the 1st day of January, 2024, by and between the CITY OF HANFORD, a municipal corporation (hereinafter referred to as “Landlord”), and the State Center Community College District on behalf of Valley Community Small Business Development Center, (hereinafter referred to as “Tenant”).

In consideration of the terms contained in this Lease , Landlord and Tenant agree to the following:

1. PREMISES

Landlord hereby leases to Tenant the premises outlined in red on the attached site plan, a copy of which is attached hereto as Exhibit “A ” incorporated herein by reference, consisting of approximately 390 square feet and the parking area adjacent thereto (collectively “Premises”), more commonly known 200 Santa Fe Street, Suite “___”, Hanford, California 93230.

2. TERM OF LEASE

The term of this L ease shall commence on January 1, 2024 and end at 11:59 p.m., December 31, 2025 (“Expiration Date”); provided however, Tenant may terminate this Lease prior to the expiration of the term by providing Landlord with thirty (30) calendar days prior written notice. If Tenant continues to occupy the Premises after the Expiration Date, this Lease shall continue on a month-to-month basis on the terms set forth in this document.

3. RENT

Tenant will not be required to pay rent. In lieu of the payment of rent, Tenant will provide the services described herein.

4. USE OF PREMISES AND TAXES

A. Permitted Use:

Tenant shall use the Premises for the purposes described in the attached Exhibit “B,” which is incorporated herein by reference, and for no other purpose. As partial consideration for Tenant’s right to occupy the Premises, Tenant shall provide those services more particularly described in the attached Exhibit “B” to businesses and residents of the City of Hanford free of charge.

B. Prohibited Uses:

When using the Premises for the permi tted purpose stated in Section 4.A. above, Tenant shall not: (i) use the Premises in violation of any law, ordinance, or regulation; (ii) do or allow anything that will invalidate, cause cancellation of, or increase the cost of Landlord’s fire and

2 extended coverage or any other insurance policy covering the Premises ; or (iii) use the Premises in a way that creates a nuisance or which causes damage to the Premises or any other property.

C. TAXES AND ASSESSMENTS

(1) Tenant understands and agrees that: ( i) this Lease may create a possessory interest in Tenant which may be subject to property taxes; ( ii) the personal property of Tenant may be subject to property taxes; and ( iii) this Lease may be subject to property taxes. Tenant shall pay all such taxes before they become delinquent.

(2) If any taxes are charged to Landlord or Landlord’s property as a result of Tenant’s personal property, trade fixtures, or possessory interest in the Premises, or if the assessed value of the Premises is increased due to the value of Tenant’s property or trade fixtures, Tenant shall, on demand, immediately pay Landlord amounts equal to the increased or new taxes caused by Tenant. Tenant’s duty to pay increased or new taxes charged to Landlord or Landlord’s property shall continue as long as this Lease remains in effect.

5. TENANT IMPROVEMENTS

A. Tenant may install or construct improvements at the Premises and the Common Area, which is identified in Exhibit “A,” only after receiving Landlord’s written approval. Work approved by Landlord must be done in full compliance with all laws, ordinances, and regulations.

B. F ixtures installed at the Premises by Tenant will not be removed by Tenant at the expiration or termination of this Lease unless Landlord instructs Tenant in writing to remove Tenant’s fixtures. If Landlord requires the removal of Tenant -installed fixtures, Tenant will promptly repair any damage to the Premises and the Common Area caused by the removal of Tenant’s fixtures.

C. Tenant will be solely responsible for maintaining, repairing, and improving the Premises and the Common Area so they comply with the Americans With Disabilities Act of 1990 (ADA) and related regulations. Landlord will not be required to install any improvements that may be required under the ADA.

D. Tenant shall keep the Premises , the Common Area, and all improvements located at the Premises and Common Area free from liens.

E. All of Tenant’s i mprovement work will be done at Tenant’s sole cost .

Landlord will not be responsible for any costs associated with Tenant’s improvements.

3 F. Tenant will not change the security features of the Premises or the Common Area, including, without limitation, door locks, unless Tenant obtains Landlord’s written approval.

G. Tenant shall not place on the windows, doors, exterior walls, walkways, or roof of the Premises or the Common Area any signs, advertisements, banners, or any other similar item without Landlord’s prior written consent, which may be withheld at Landlord’s sole discretion.

6. TENANT’S MAINTENANCE, REPAIR, AND UTILITIES

A. Tenant shall, at Tenant’s sole cost and expense, keep the Premises and the Common Area in good condition and repair and will return the Premises and the Common Area to Landlord in such condition when this Lease ends. Landlord and Tenant acknowledge that Tenant’s responsibility to maintain the Common Area is partial consideration for Tenant’s right to occupy the Premises.

B. If Tenant or an employee of Tenant cause s damage to any portion of the Premises or the Common Area, Tenant will promptly notify Landlord in writing and will be solely responsible for promptly repairing such damage.

C. Landlord shall have no obligation to maintain, repair, or improve the Premises or the Common Area. Tenant waives its rights under law regarding any Landlord duty to maintain, repair, and improve the Premises and the Common Area.

D. Although Landlord will have no duty to maintain, repair , or improve the Premises or Common Area, Landlord or Landlord’s contractor may enter the Premises or Common Area to conduct the necessary work if Tenant fails to sa tisfy its duties under Section 6 .A. above.

Tenant will, in accordance with Section 1 1.B. below, pay Landlord for any costs incurred by Landlord for such work.

E. Tenant states that Landlord has made no promises regarding the condition of the Premises or the Common Area. Tenant has inspected the Premises and the Common Area and accepts them in their current AS-IS condition.

F. Tenant shall be solely responsible for promptly paying for all utility services that Tenant utilizes at the Premises.

7. INSURANCE

A. Tenant will, during the term of this Lease, maintain insurance coverage which shall be at least as broad as:

(1) Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 0001 1207 covering CGL on an “occurrence” basis, including products-completed operations, personal and advertising injury, with limits no less than TWO MILLION AND

4 NO/100 DOLLARS ($2,000,000) per occurrence and FOUR
MILLION AND NO/100 DOLLARS ($4,000,000) aggregate.

(2) Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Tenant has no owned autos, hired (Code 8), and non-owned autos (Code 9), with a limit no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury and property damage

(3) Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than ONE MILLION AND NO/100 DOLLARS
($1,000,000) per accident for bodily injury or disease.

If Tenant maintains higher limits than the minimums shown above, Landlord requires and shall be entitled to coverage for the higher limits maintained by Tenant.

B. Tenant’s insurance policies are to contain, or be endorsed to contain, the following provisions:

(1) Landlord and its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy. General liability coverage can be provided in the form of an endorsement to Tenant’s insurance at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10 and CG 20 37 if a later edition is used. The coverage shall contain no special limitations on the scope of protection afforded to Landlord and its officers, officials, employees or volunteers.

(2) For any claims related to this Lease, Tenant’s insurance coverage shall be the primary insurance as respect to Landlord and its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by Landlord and/or its officers, officials, employees, or volunteers shall be in excess of Tenant’s insurance and shall be non-contributory.

(3) Each insurance policy required above shall provide that coverage shall not be canceled, except with written notice to the City.

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

D. Tenant shall furnish Landlord with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by Landlord before

5 Tenant takes possession of the Premises. However, failure to obtain the required documents prior to Tenant taking possession of the Premises shall not waive Tenant’s obligation to provide them.

Landlord reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

E. Tenant hereby grants to Landlord and its officers, officials, employees, and volunteers a waiver of any right to subrogation which any insurer of Tenant may acquire against Landlord and/or its officers, officials, employees, and volunteers by virtue of the payment of any loss under such insurance. Tenant agrees to obtain endorsements necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not Landlord has received a waiver of subrogation endorsement from the insurer.

F. Tenant shall obtain, at Tenant’s sole cost, insurance coverage on Tenant’s property and improvements at their full replacement value. Landlord will not be responsible for obtaining insurance on Tenant’s property and improvements.

8. LIABILITY

A. Landlord will not be liable for and Tenant shall indemnify, defend, and hold Landlord and Landlord’s officers, officials, employees, and volunteers harmless from any and all injuries, damages, losses, penalties, costs (including attorneys’ fees), expenses, liabilities, claims, and causes of action resulting from:

(1) Tenant’s use of the Premises and the Common Area;

(2) Tenant’s breach of this Lease;

(3) Any act or omission of:

(a) Tenant or its employees, customers, invitees, or contractors;

(b) Landlord or its officers, officials, employees, or volunteers, with the exception of gross negligence and intentional
misconduct; or

(c) Any member of the public;

while on or about the Premises or the Common Area; or

(4) The condition of the Premises or the Common Area.

B. The provisions of this Section 8 shall survive the termination of this Lease.

9. A SSIGNMENT

6 Tenant shall not voluntarily or involuntarily assign this Lease or sublease any portion of the Premises.

10. ENTRY BY LANDLORD

Landlord and its authorized representatives shall, during Tenant’s regular business hours, have the right to enter and inspect the Premises ; provided however, such inspection shall not unreasonably interfere with Tenant’s operations.

11. DEFAULT AND REMEDIES

A. Tenant Acts Constituting a Default: Any and all of the following shall constitute a default under this Lease:

(1) Breach of any non-monetary provision of this Lease;

(2) The abandonment of the Premises by Tenant for five (5) consecutive business days or more; or

(3) Tenant’s failure to pay any amount required under this Lease within ten (10) calendar days of the due date.

B. Landlord Remedies:

(1) If Tenant breaches this Lease, Landlord shall have any and all remedies that may be available in law and equity, including, without limitation, the right to terminate this Lease and sue Tenant for the amount(s) owed by Tenant.

(2) Upon ten (10) calendar days’ prior written notice to Tenant, Landlord may enter the Premises and/or the Common Area and cure any Tenant breach at Tenant’ s cost ; provided however, Landlord will not be required to give written notice if the condition of the Premises and/or the Common Area threatens the public’s safety. If Landlord incurs any expense to cure a Tenant breach , the expenses incurred by Landlord shall be immediately payable by Tenant and will bear interest at the rate of t en percent (10%) per year from the date the cost is incurred by Landlord.

C. Landlord’s Default:

(1) Except as otherwise provided in Section 1 1.C.(2) below, Landlord shall be in default if it fails to perform any provision of this Lease and the breach is not cured within thirty (30) calendar days after written notice has been given by Tenant to Landlord.

7 (2) If the Landlord’s breach cannot be reasonably cured within the thirty (30) calendar day period, Landlord shall not be in default if Landlord commences to cure the breach within the thirty (30) calendar day period and diligently and in good faith continues to cure the breach.

12. NOTICE

Except as otherwise expressly provided herein, any notice, consent, authorization or other communication to be given hereunder shall be in writing and shall be deemed duly given and received when delivered personally, one (1) business day after being deposited for next -day delivery with a nationally recognized overnight delivery service, or three (3) business days after being mailed by first class mail, charges and postage prepaid, proper ly addressed to the party to receive such notice at the last address furnished for such purpose by the party to whom notice is directed and addressed as follows:

(a) In the case of Landlord: (b) In the case of Tenant:

City Manager State Center Community College
City of Hanford District on behalf of Valley
319 N. Douty Street Community SBDC
Hanford, California 93230 1171 Fulton St., Fresno, CA 93721

13. WAIVER OF BREACH

Landlord’ s failure to strictly enforce this Lease shall not be a waiver of any of Landlord’s rights, nor shall any custom or practice which may develop between Landlord and Tenant become a waiver of Landlord’s right to require Tenant’s full performance under this Lease. Landlord’s waiver of a breach in one (1) instance shall not constitute a waiver of the same or similar breaches occurring later. Only a written notice from Landlord to Tenant shall serve as Landlord’s waiver of its rights under this Lease.

14. ATTORNEY'S FEES

In the event of any lawsuit between Landlord and Tenant regarding this Lease, the prevailing party in the lawsuit shall be entitled to receive its reasonable attorneys’ fees and costs.

15. TIME OF ESSENCE

Time is of the essence in the performance of each provision of this Lease.

16. SEVERABILITY

If any term of this Lease is held by a court to be invalid, void, or unenforceable, the remainder of the provisions of this Lease shall remain in full force and effect.

8 17. PRIOR AGREEMENTS, AMENDMENTS

This Lease contains the entire agreement regarding Landlord’s and Tenant’s duties and rights regarding Tenant’s lease of the Premises . Any verbal promises made by either party shall be binding only if they are set forth in this Lease. In order to be enforceable, changes to this Lease must be in writing and signed by Landlord and Tenant.

IN WITNESS WHEREOF, the parties hereto have executed this Lease in Hanford, California.

Dated: ________________, 2023
TENANT

State Center Community College District on behalf of
Valley Community Small Business Development Center

By: _________________ _
W. Andrew Dunn
Interim Vice Chancellor, Finance and
Administration

Dated: ________________, 2023

LANDLORD

CITY OF HANFORD

By: ________________________________
MARIO A. CIFUENTEZ, II
City Manager

12.E.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the renewal and Authorization for the City Manager to execute the annual Professional Services Agreement with Thorn Run Partners for federal legislative advocacy services, effective January 1, 2024 through Dec. 31, 2024, for a monthly fee of $5,000.

RECOMMENDATION:

Recommendation: That the City Council, by motion, Renew the Annual Contract and Authorize the City Manager to execute the annual Professional Services Agreement with Thorn Run Partners for federal legislative advocacy services, effective January 1, 2024 through Dec. 31, 2024, for a monthly fee of $5,000.

Recommended Motion:

BACKGROUND:

Greg Burns of Thorn Run Partners (TRP) has been the City’s federal lobbyist since Early 2021.

Thorn Run partners was founded in 2010 as a Bipartisan lobby shop and has grown to a 35- person government affairs and strategic communications firm. TRP represents over 35 local governments in CA, FL, KS, OR, and TX and has represented some for almost 20 years. Their clients include large and urban communities to small, rural areas. In California, they currently represent Pismo Beach, Visalia, Del Norte County. They handle a wide variety of complex issues and projects.

During 2023, the firm worked with staff on several Federal matters. Their Grant Writer worked with staff to submit an application for grant funding to fund the environmental and design phases of the Grangeville Blvd. rail crossing project. Ultimately, the City was not awarded the grant but the firm was successful in getting a debrief session for staff that will help staff to modify the application for the upcoming next round of the RAISE grant program.

More importantly, their efforts to gain bipartisan support in both the House and Senate resulted in the inclusion of a FY24 appropriation of over $7.3mil to fund the remainder of the East Lacey corridor improvements. Additionally, they have advised staff on a variety of other grant opportunities and other legislative issues of importance

Mr. Burns and Thorn Run Partners have been very responsive and proven to be valuable partners in the City's efforts to establish contacts and gain insights from various federal agencies and officials on matters affecting the City. The City Manager, Mario Cifuentez, works directly with Mr. Burns and Thorn Run staff on federal legislative matters and their work warrants the renewal of this annual

contract.

FISCAL IMPACT:

The annual cost of the contract, $60,000, is approved in the City Manager's budget as part of the 2023/24 Council-adopted budget.

ATTACHMENTS:

1. Hanford - TRP Agreement 2024

AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF HANFORD, CALIFORNIA AND THORN RUN PARTNERS, LLC The following is an agreement between the City of Hanford, California, hereinafter referred to as “City”, and the firm THORN RUN PARTNERS LLC, a Washington, DC based firm, hereinafter referred to as “TRP”. WHEREAS, TRP has duly qualified experts in the field of Federal budget and appropriations processes, grant programs, and regulatory and legislative issues; and WHEREAS, in the judgment of the City, it is necessary and desirable to employ the services of the TRP to assist the City with advocating before the Federal government on its behalf. NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties hereto agree as follows: PART I- SPECIFIC PROVISIONS A. GENERAL SCOPE OF WORK: TRP will advise and provide Federal government relations services to the City on issues as listed below in Subsection B, and work with appropriate policy makers in the United States Legislative Branch and Executive Branch to facilitate the City’s agenda. B. SERVICES TO BE PROVIDED: TRP will advocate for, pursue, consult, and advise, as requested, on Federal budget and appropriations processes, Federal grant program and Federal regulatory matters including, but not limited to: 1. Obtaining Federal funding for the City’s priority projects and programs; 2. Maintaining direct and frequent contact with key United States Senators and Representatives; and 3. Advocating for the City’s interests during the United States legislative and regulatory process. C. PAYMENT: TRP’s compensation for the services provided hereunder shall be $5,000.00 per month. The monthly $5,000.00 fee invoice shall be submitted by TRP at the first of each month, beginning on January 1, 2024. The monthly fee shall be inclusive of all expenses. D. KEY PERSONNEL: TRP has represented to the City that Greg Burns will serve as the principal of TRP’s services, in the performance of TRP’s duties hereunder, and has relied on that representation as an inducement to entering into this Agreement. PART II- GENERAL PROVISIONS A. ASSIGNMENT AND DELEGATION: Except as above, neither party hereto shall assign or delegate any interest in or duty under this Agreement without written consent of the other, and no assignment shall be of any force or effect whatsoever unless and until the other party shall have so consented. B. STATUS OF TRP: The parties intend that TRP, in performing the services hereinafter specified, shall act as an independent contractor and shall have control of the work and the manner in which it is performed. TRP is not to be considered an agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits the City provides its employees.

12.F.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Authorization and Award of an agreement to AgreeYa Solutions, Inc. (Folsom, CA) for Microsoft Implementation Services and security assessment for $59,125

RECOMMENDATION:

Recommendation: Authorization and Award of an agreement to AgreeYa Solutions, Inc. (Folsom, CA) for Microsoft Implementation Services and security assessment for $59,125

Recommended Motion: I move to Authorize and Award an agreement to AgreeYa Solutions, Inc. (Folsom, CA) for Microsoft Implementation Services and security assessment for $59,125 BACKGROUND:

The City issued a Request for Proposal 2024-01 issued July 14, 2023 and closed September 1, 2023 for Microsoft 365 Implementation Services. A total of 23 proposals were received and scored by an evaluation committee.

AgreeYa was identified as the top scorer and staff commenced discussion and negotiations with the firm on a final scope of work based on the needs of the City. The scope of work includes all necessary tasks to assist staff in implementation of Microsoft 365 including Exchange Online, SharePoint Online, OneDrive, Microsoft Teams and a security assessment at a cost of $59,125.

Staff and AgreeYa have carefully gone through the requirements given in the RFP document and after having the clear understanding through the Addendum #1, dated 7/28/2023 the City is seeking implementation and configuration of the City’s new Microsoft 365 Tenant. Also, the City requires a Readiness Assessment of the existing infrastructure including gathering and documenting requirements in an AS-IS Assessment Report, developing a Training and Communication plan and executing against this plan. It is expected that this will be a multi-phase approach with a transition to Exchange online, without loss of the service with adequate Training and Communication plan.

The company has a proven track record of successful projects with other companies including other cities such as Fontana, Loveland, Roseville and San Jose. If approved, the project is anticipated to startup in January 2024 and be completed by April 2024 (approximately 2 month implementation).

FISCAL IMPACT:

This project was budgeted for in the Information Technology Division (13150000), no further appropriation is required at this time. The costs for these services will be allocated across all funds based on number of users and other services needed. The cost of $59,125 will cover all scope of

services and a security assessment.

ATTACHMENTS:

1. AY_RFP Response_City of Hanford_M365- Revised Scope-112823 12.19 cc public

Integrity–Commitment–Advocacy–RespectͲExcellence www.agreeya.com
AgreeYaResponse
to
CityofHanford
for
Microsoft365
ImplementationServices
RFPNO. #2024Ͳ01

SubmittedOn:AugustNov2818,2023




Submittedto



ModernWork
DataandAI
Digital&AppInnovation
Infrastructure





Submittedby

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Contents
ExecutiveSummary ......................................................................................................................... 3 A. GeneralInformation ................................................................................................................. 5 RequirementͲ1 .......................................................................................................................................... 5 RequirementͲ2 .......................................................................................................................................... 5 RequirementͲ3 .......................................................................................................................................... 5 RequirementͲ4 .......................................................................................................................................... 6 RequirementͲ5 .......................................................................................................................................... 6 RequirementͲ6 .......................................................................................................................................... 6 RequirementͲ7 .......................................................................................................................................... 8 RequirementͲ8 ........................................................................................................................................ 11 ReferencesandReferrals .................................................................................................................... 11 B. ProposedProjectApproach ...................................................................................................... 19 Scope ....................................................................................................................................................... 19 ProjectApproach–(Phases,Objectives,TasksandBriefDescription) .................................................... 19 Meetings .................................................................................................................................................. 31 ProjectTimelineandCompletionDate .................................................................................................... 31 CommonRiskandMitigationActions ...................................................................................................... 32 Assumptions .............................................................................................................................. .............. 32 Exclusions ................................................................................................................................................. 33 ValueAdditions(OptionalServices)......................................................................................................... 34 AgreeYa’sMicrosoft365SecurityAssessment .................................................................................... 34 AgreeYa’sProprietarySolution ........................................................................................................... 34 SupportandMaintenance ................................................................................................................... 35 C. StaffQualification ................................................................................................................... 36 ProjectTeam .............................................................................................................................. ......... 36 D. RelatedExperience ................................................................................................................. 44 M365ProjectMatrix ........................................................................................................................... 48 CustomerReferences .......................................................................................................................... 52 SomeAdditionalCaseStudies ............................................................................................................. 59 E. ProposedPricing .................................................................................................................... 71 F. ConflictofInterest ................................................................................................................. 72 G. Attachments ........................................................................................................................... 73

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ExecutiveSummary
AgreeYaSolutions,Inc.(hereinreferredtoas“AgreeYa”),ispleasedtosubmitthisproposaltotheCity ofHanford(hereinreferredtoas“City”)inresponsetotheRequestforProposalfor“Microsoft365 Implementation Services” requirement as detailed in the RFP and would like to thank the City for allowingustoshowhowwecanbeyourreliablepartner.Asummaryoftheessentialcharacteristicsthat distinguishusfromcompetingcompaniesisprovidedbelowandthroughoutourproposalresponse. 
AgreeYaisaMicrosoftSolutionsPartner
withastrongtrackrecordofdeliveringsuccessful
projectsandadeepunderstandingoflocal
governmentoperations.
SinceMarch1999,
AgreeYahasbeena
trustedproviderof
software,solutions,and
servicesfocusedondeliveringcompetitive
advantagetoourclientsthroughacomprehensivepartnershipapproach,deepcapabilities,andhighͲ qualitydelivery.OurcompanywasfoundedandisstillheadquarteredinCalifornia,witha seasonedboardandexperiencedexecutiveteam.

WearealsoaMicrosoftCSP(CloudSolutionProvider)partner,thatenablesustodirectly managetheentireMicrosoftcloudcustomerlifecycle.Besides,AgreeYahasalsobeenrecognizedby MicrosoftasanAzureGovernmentBetaPartner.AgreeYacontinuouslyinvestsinbuildingstrong competencyaroundMicrosofttechnologies,whichhasenabledusconsistentlymeetMicrosoft’shigh standardsofknowledgeandproficiencyinMicrosofttechnologies. 
AgreeYa’sexperienceandexpertisewithMicrosoftspans17years&15Partnercertifications.our relationshipwithMicrosoftisbuiltontrustandtechnologycollaboration,includingexclusivepartnership withMicrosoft,includingbetapartnershipsforvariousproductsandplatforms,placingusamongthe top1%ofpartnersworldwidewithsuchcredentials.Ourrelationshipwith Microsoftensuresthatwestayattheforefrontoftechnologyadvancements, enablingustoprovidecuttingͲedgesolutions.Moreover,AgreeYahasreceived considerablerecognition,includingAICPASOC2(Type2)certification,SEICMMI certification,andISO9001:2015certification.

WearealeadingproviderofMicrosofttechnologysolutionsandhavemaintainedour#1position intheSacramentoregionforITConsultingServicesconsecutivelyforfive(5) years.
OurexpertisehasreceivedrecognitionfromMicrosoftwhereinourprojectfor“BlueDiamond Growers”washighlightedinMicrosoftPortalforaMigrationProjectfromSharePoint2010to SharePointOnlineandinMISACͲMunicipalInformationSystemsAssociationofCalifornia AnnualConference2022,AgreeYaandCityofFontanajointlypresentedonTransformingCity

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OperationsamidstContinuedDisruptioninfrontofdifferentsetofstakeholdersfromvariouspublic sectors.

Overthelast24years,AgreeYahassuccessfullydeliveredhundredsofengagementsforcitiesand counties,andstatesgivingusvaluableinsightsintotheiruniqueapproachesandculturaldynamics.Our technicalcompetency,combinedwithourunderstandingoflocalgovernmentoperations,makesusthe preferredpartnerforcitiesinCaliforniaandacrosstheUnitedStates. 
Our recent work on Microsoft 365 Exchange Online that are similar to the requirements of the City includesworkdoneforCityofLoveland,PlatteRiverPowerAuthority(PRPA),CityofSanJose, Kawasaki Motors Corporation USA, Bureau Veritas, Wimberly Allison Tong & Goo (WATG), NorthValleyEmergencySpecialist(NVES)etc.tonameafew. AtAgreeYaSolutions,ourforemostpriorityrevolvesaroundthesuccessofourvaluedclients.Our dedicatedteamofprojectmanagerswillcloselycollaboratewiththeCityofHanfordtogainadeep understandingofitsuniquerequisitesanddeliveracustomizedMicrosoft365solution.Throughoutthe project'slifecycle,wewillupholdtransparentcommunicationandactivelyengagewithkeystakeholders toensurealignmentwithobjectivesandanticipations. It'sworthhighlightingthatAgreeYaSolutionshasgarneredsubstantialacclaimandamultitudeof awards,underscoringitsachievementsintherealmofInformationTechnology.Thesehonours encompassdistinctionssuchasthetitleof"MostInnovativeITCompanyofthe Year,"theesteemed"ExcellenceinCustomerService"accolade, acknowledgmentasa"DreamCompanytoWorkFor,"andthecoveted recognitionasa"BestEmployer,"amongotherdistinguishedcommendations. TheseaccoladesstandasatestamenttoAgreeYa'sunwaveringcommitmenttoexcellenceandits resolutededicationtoprovidingunparalleledservicetoitsesteemedclientele. WebelievethatthecitywillfindAgreeYatobethepartnerofchoiceforthisengagementwithdeep technicalanddomainexpertise.

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A. GeneralInformation
RequirementͲ1


1. Firmname,address,telephonenumber,faxnumberandemailaddress. AgreeYaResponse
LegalNameoftheFirm AgreeYaSolutions,Inc.
Address 605CoolidgeDrive,Suite#200,Folsom,CA95630 ContactPhoneNumber (916)294Ͳ0075
Faxnumber (866)886Ͳ1555
ContactEmailAddress [email protected]

RequirementͲ2

AgreeYaResponse
AccountRepresentative AjayKaul
ContactTitle ManagingPartner
Address 605CoolidgeDrive,Suite#200,Folsom,CA95630 ContactEmailAddress [email protected]
ContactPhoneNumber (916)294Ͳ9900
Faxnumber (916)404Ͳ4009

RequirementͲ3

AgreeYaResponse
TypeoftheOrganization CCorporation
Minorityand/orWomenͲOwnedBusiness AgreeYaisaMinorityWomenOwnedBusiness certifiedbytheStateofCaliforniaandaMinority
OwnedBusinesscertifiedbytheWestern
RegionalMinoritySupplierDevelopmentCouncil

2. AccountRepresentativeorotherpersontocontactforclarificationofanyitemcontainedinthe proposal.Includetelephonenumber,faxnumberandemailaddressifdifferentfromabove.

3. Specify type of organization (individual, partnership or corporation) and if applicable indicate whetheryouare:
a. SmallBusiness.
b. DisadvantagedBusiness.
c. Minorityand/orWomenͲOwnedBusiness.

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RequirementͲ4

AgreeYaResponse
OurFederalTaxIDNumberisͲ202965578
WealsoconfirmthattheCityofHanfordBusinessTaxIDNumberwouldbeobtainedpriortoany contractsigning.
RequirementͲ5


5. Namesofcompany’sowners/officers.
AgreeYaResponse
S.No. Namesofcompany’sowners/officers
1 AjayKaul,ManagingPartner
2 SanjayKhosla,ManagingPartner
3 SangeetaKhazanchi,CFO
4 NeerjaKhosla,CEO

RequirementͲ6

AgreeYaResponse
Belowwehaveprovidedtheproposedteamstructure(ProjectOrganizationchart)andbriefprofiles ofthekeyteammembersproposedforexecutingtheprojectwiththeCity.WealsoassuretheCity thattherewillbecontinuityofthepersonnel’sprovidedbelow.Ifforanyreason,weneedtochange a resource for any unforeseen circumstances, that will be done by mutual consent with the City projectstakeholders.

4. ProvideyourFederalTaxIDNumberandifavailable,yourCityofHanfordBusinessTaxCertificate Number(ACityofHanfordBusinessTaxIDNumberisnotrequiredtosubmitaproposal,however itmustbeobtainedpriortoanycontractsigning).

6. PersonneloftheProposer’sFirmmustbeidentifiedintheproposalwiththeirbackgroundandthe firmmustgiveassurancesofcontinuityofitspersonnel.Acontactpersonneedstobeidentified.

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ThefollowingteamfromAgreeYawillparticipateintheprojectatvariousstagesandindistinctroles. Provided below is the brief description. For more details, please refer to – Staff Qualification under “ProjectTeamandStaffqualification”.

AsanITvisionarywithoverthreedecadesofexperience,AjaycoͲfoundedAgreeYain1999withtheaimof providing business and technology solutions to organizations. He has played a pivotal role in growing AgreeYafromatechnologystartͲuptoaMicrosoftSystemIntegrator.Hisuniqueleadershipstyle,focus onstakeholdervalue,andstrongacumeninassessingchangeinmarketconditionshavekepttheballrolling forAgreeYaatafastpacewithsuccessfullyexecutingmorethan100+M365,ExchangeOnline,SharePoint contractsinthepublicsector.
RatulSengupta(SeniorVP)(NonͲBillable) 

Ratulisanaccomplishedprofessional,havingexecuteddozensofprograms/projectsduring20+yearsof experienceoncustomerͲfacingengagementsinlargeprofessionalservicesandconsultingenvironments. Heishighlyexperiencedindeliverymanagement,strategicmanagement,managingdeliverablesoflargeͲ size multiͲmillionͲdollar engagements, with emphasis on Account Management, Account Growth, and service delivery management for SharePoint Intranet and Microsoft 365 solutions. He will be the connection between the AgreeYa delivery team, AgreeYa Project Executive, and the City’s project stakeholdersforanyissuesandescalationresolution. 
ParthShah(EngagementManager)(NonͲBillable) 

Parthhasover20+yearsofexperienceandholdsseveralMicrosoftCertificationsandmanagesAgreeYa’s SharePointandMicrosoft365Projects.HehasbeeninstrumentalinthedeliveryofM365workloadslike SPO,Teams,OneDrive,ExchangeOnlineandotherMicrosoftsolutionsthatprovideuserswithaseamless experience toincrease theirproductivity.He has greatcommand over projectplanning,team &client management, and the execution of enterprise projects in complex technology environments. He has worked extensively with government agencies like the Washington State Department of Enterprise Services, Port ofTacoma, Pierce Transit, City of Fontana, City of Loveland, California Department of PublicHealth,PortofLongBeach,SanDiegoUnifiedPortDistrict,IndyGo,CountyofSanDiego,among MAINCONTACTPERSON
AjayKaul(ProjectExecutive)(NonͲBillable)–

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others.Forthisengagement,ParthwillserveasanEngagementManagertoCity,helpingsolveprojectͲ relatedproblemsandmanagingaspectsofthecontract. 
EthelisaPMPͲcertifiedprojectmanagercertifiedinLEANSixSigmaBlackBeltwithover20+yearsof experience in helping organizations plan, implement, and migrate to O365/SharePoint solutions for improved communication & productivity. She has Successfully managed and delivered projects on differentversionsofSharePointOnͲprem,SPO,includingseveraltypesofmigrationandsupport.Sheis highly skilled in defining the product vision, strategy, portfolio, and roadmap to enable and deliver transformative value for public sector organizations like Platte River Power Authority, Southern CaliforniaAssociationofGovernments(SCAG)amongothers.Shewillberesponsibleformanagingthe AgreeYatechnologyteamandwillbetheprimarycontactfordayͲtoͲdaycorrespondencewiththeCity’s projectteamandwillberesponsibleforthesuccessfuldeliveryoftheproject,providingguidance,unified communicationandgovernance,quickissueresolution,andonͲtimedelivery. HabibFaisalBilfaqi(M365SME) 
Habibhasover23yearsofexperiencewithMicrosoft365CertifiedConsultantbackedwithextensive experienceinMicrosoftOffice365technologies,ExchangeMigrations,SharePoint,teamsand OneDriveimplementationandconfigurations.HehasgoodexperiencewithBitTitan,andQuesttools andhandsͲonexpertisewithMigrations.HebeenactivelyprovidinghisTechnicalGuidancefor migration,configuration,anddeploymentofExchangeOnlineandsubjectexpertisetovarious OrganizationstodevelopstrategiesandgovernanceprogramsforuseradoptionaroundOffice365 environmentsthatareinalignmentwiththeprojects.HehasmanagedMSExchangeservers,AD applications,andpublicfolders.HeisanexpertintheconfigurationofSharePoint,Teams,and OneDrive.

Foranyinquiries,clarifications,orrelatedquestions,thedesignatedprimarycontactpersonforthe city'scommunicationwillbeasfollows:

AccountRepresentative AjayKaul
ContactTitle ManagingPartner
Address 605CoolidgeDrive,Suite#200,Folsom,CA95630 ContactEmailAddress [email protected]
ContactPhoneNumber (916)294Ͳ9900
Faxnumber (916)404Ͳ4009


RequirementͲ7

ProvidedbelowistheCOIforGeneralandAutomobileLiability,E/OandWorker’sCompensation. EthelEmmons(ProjectManager)–
PrimaryContactfordayͲtoͲdaycorrespondencefortheproject

7.Providesuretyinformationforallsureties–GeneralandAutomobileLiability,E/OandWorker’s Compensation.

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B. ProposedProjectApproach
Scope
AgreeYahascarefullygonethroughtherequirementsgivenintheRFPdocumentandafterhavingthe clearunderstandingthroughtheAddendum#1,dated7/28/2023weunderstandthatthecityisseeking implementationandconfigurationofcity’snewMicrosoft365Tenantmigrationfromtheircurrent hostedexchange2013environmenttoM365ExchangeOnline. Also,CityrequiresaReadinessAssessmentoftheexistinginfrastructureincludinggatheringand documentingrequirementsinanASͲISAssessmentReport,developingaCommunication,andTraining andMigrationplanandexecutingagainstthisplan.ItisexpectedthatthismigrationwillbeamultiͲ phaseapproachwithatransitiontoExchangeonline,withoutlossoftheservicewithadequateTraining andCommunicationplan.
AgreeYahasbeenworkingandimplementingExchangeOnlinealongwithotherworkloadslike SharePointOnline,OneDriveforBusinessandMicrosoftTeams withallMicrosoft365solutions,since MicrosoftBPOSdaysandthereforewecaterandprovide provencapabilitiesinalltheareasthatare partofthisengagement.
ExchangeOnlineͲProjectApproach–(Phases,Objectives,TasksandBriefDescription) 
“ExperienceProjectSuccesswithOurUniqueDeliveryApproach,Tailoredforyou” Thetasksandactivitiestobeperformedaspartofthescopeofthisprojectarelistedbelow.Thesetasks andactivitiesarebasedonourunderstandingandrequirementcapturedfromtheRFPandtheQ&A responsesissuedviaAddendum#1on“Microsoft365ImplementationServices”andbasedonthe SOWdiscussionwiththeCity.

NoteͲPostDiscussionwiththeCityonSOW,nowMailboxmigrationisoutof scope,andwehaveincludedSharePointEnvision,DiscoveryandRoadmap Planningaspartofthescope.Accordingly,theScopesectionandtheApproach sectionhavebeenupdated.


Theproposedprojectexecutionapproachisafour(0Ͳ4)phaseasix(6)stepprocessasdetailedbelow. 
PHASE0(ProjectKickͲoff)Objective
TheobjectiveofthisphaseistoofficiallyinitiatetheMicrosoft365implementationmigrationproject andsetthestageforitssuccessfulexecution.Itwillbeabeginningoftheprojectlifecycleandservesas apivotalpointwhereCity’sandAgreeYa’skeystakeholderswillcometogethertoaligntheir understanding,expectations,andgoals.
PHASEͲ0 PROJECTKICKOFF

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Task# AgreeYa’sResponsibilities City’sResponsibilities 1 ProjectKickoffMeeting x ParticipateinProjectKickoff x ShareexpectationswithAgreeYateam
2 CreationofTeamforcollaborationon
AgreeYatenant
x ValidateaccesstotheAgreeYa’s
Team/channelcreatedforthisproject
3 Access&Permissionssetuptothe
City'senvironmentrequiredby
AgreeYa
x Provideallthenecessarypermissionsand
access
4 Schedulingtheworkingsessionsfor
upcomingphases
x EnsurerespectiveSMEsavailabilityforthe
workingsessions
5 Reviewandupdateprojectplan x Participateinthemeetingtoreviewthe projectplan
x ProvideprojectplansignofftoAgreeYa
 DELIVERABLES/WORKPRODUCT:
ProjectKickoff
ProjectPlan
CITY’SROLESREQUIRED:
x ProjectManager
x ProjectTeam

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PHASEͲ1(ReadinessAssessment,DesignandPlanning)OBJECTIVE TheobjectiveforthisphaseistocarefullyevaluatetheCity'sexistingthirdpartyhostedexchange environment,Network,ActiveDirectory,Microsoft365tenantanddoameticulousplanningfor migration,communication,andtrainingtominimizedisruptionsandmaximizethebenefitsof movingigratingtoOffice365.
PHASEͲ1 READINESSASSESSMENT,DESIGNANDPLANNING
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 ReviewtheCity’sActiveDirectory
environment
x ActiveDirectoryHealthCheck
x ActiveDirectoryReplication
Status
x ActiveDirectoryInformationi.e.,
version,domainfunctionallevel,
forestfunctionallevel,schema
versionetc.
x Identitystatusandissuesi.e.,
duplicateemail,unsupported
characters,nonͲroutableUPNs
x ProvideCity’sActiveDirectoryenvironment
accesstoAgreeYawithatleastdomain
adminrights
x ParticipateintheAssessmentsessions
x Respondtoqueriesandclarificationrelated
toActiveDirectoryenvironment
2 ReviewCity'sThirdͲPartyhosted
ExchangeInfrastructure:
x InfrastructureInformationi.e.,
AcceptedDomains,Connectors,
Federationetc.
x MailboxStatisticsi.e.,Count,Size,
Typeetc.
x PublicFolderStatisticsi.e.,Count
andsize
x ReviewthecurrentSMTP
configuration
x Reviewthecurrentmailflow
architectureincludingThirdͲparty
filteringsolution
x ReviewtheRecipient
configuration,e.g.,usermailbox,
sharedmailbox,mailcontacts,
x ProvideCity’sThirdPartyHostedExchange
Infrastructure
x ParticipateintheAssessmentSessions
x Respondtoqueriesandclarificationrelated
toHostedExchange2013environment

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mailUser,distributionList,
dynamicdistributionlist,security
groups.
x Reviewthemailboxandcalendar
permissionsanddelegations’
rights
x ReviewtheExchange
configuratione.g.,Transportrule,
Journaling,AutoͲforwarding,
ActiveSyncrules,Protocolsetc.
x ReviewtheRolebased
administrativeaccess

3 ConductNetworkAssessment:
x EgressPoint
x Currentbandwidthvsrequired
x PortsandURLsrequiredforOffice
365
x FrontEndExchangeOnlineServer
availability
x TeamsAudio,Video,Screen
sharingportsandURLsstatus
x Respondtoqueriesandclarificationrelated
toNetworkSetup
x ShareNetworkDiagramwithAgreeYa
4 AssessthecurrentBarracudaArchive
Solution(withthehelpofCityteam):
x ArchivingPolicies
x Antispampoliciesandconnectors
x SIEMdataintegration
x Respondtoqueriesandclarificationrelated
toBarracudaArchiveSolution
x WalkͲthroughofthecurrentBarracuda
ArchiveSolutionworkingtoAgreeYateam
5 ReviewthecurrentMicrosoft365
Environment
x ExchangeOnline(usermailbox,
sharedmailbox,resourcemailbox,
contacts,distributiongroups,mail
users,DLs,securitygroups,Role
basedaccesscontrol,calendar
sharing,emailflowincluding3rd
partyemailfilteringservice)
x ExchangeOnlineProtection
x AdminCenter(Domains,DNS,
users,groups,contacts,
organizationbrandingetc.)
x SharePointOnline(Sites,Site
Collection,SecurityandSharing
Policies)
x Teams(Meeting,Messaging,Live
Event,Externalsharingpolicies
etc.)
x ProvideGlobalAdminaccesstoAgreeYa
SME

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x OneDriveforBusiness(Retention
PeriodafteruserDeletion,
ExternalSharing,LinkExpiration)
x AzureAD
x SecurityAdminCenter
x ComplianceAdminCenter
x MicrosoftAppsActivationand
Usage

6 PrepareandSubmitASͲISAssessment
Report
x ParticipateintheAssessmentReportwalkͲ
throughsession
7 ReviewAssessmentReportand
Signoff
x ReviewAssessmentReportandprovide
SignofftoAgreeYa
8 WorkwithCity'sStakeholdersonthe
following:
x Gatherrequirements
x IdentifyConstraints
x IdentifyPilotusers,Devicesand
UATcases
x PlanforUserProvisioning
x PlanforPasswordPolicies
x PlanforPublicfoldermigration
x IdentifyPilotusers
9 CreatethefollowingPlandocuments:
x CommunicationsPlan(1Ͳ2pager
PDFdocument)
x TrainingPlan(1Ͳ2pagerPDF
document)
x MigrationPlan(1Ͳ2pagerPDF
document)
x NetworkPlan(1Ͳ2pagerPDF
document)

10 SubmitthePlandocuments
(Communicationsand,Training,
Migration)
x ParticipateintheplandocumentwalkͲ
throughsession
11 PlandocumentreviewandSignoff x ReviewPlandocumentsandprovidesignoff toAgreeYa
DELIVERABLES/WORKPRODUCT:
x ASͲISAssessmentReport
x CommunicationPlan
x TrainingPlan
x MigrationPlan
x NetworkPlan
CITY’SROLESREQUIRED:
x ProjectManager
x ActiveDirectoryExpert
x NetworkEngineer
x Exchange2013Admin
x BarracudaExpert

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PHASEͲ2(ImplementationandConfiguration)Objective
TheobjectiveofthisphaseistosetupandconfigureMicrosoft365tenant.Italsoincludespreparing Microsoft365environmentformigrationandremediateissuefoundduringAssessment. PHASEͲ2 IMPLEMENTATIONANDCONFIGURATION
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 PrepareEnvironmentforOffice365Migration
x OpenalltherequiredPortsandURLin
F/WandProxyasrecommendedin
theASͲISAssessmentreport
x RemediateissuesasmentionedintheASͲ
ISAssessmentreport
x Ensurerequirednetworkconnectivity
x ProvideServiceaccount
withtheApplication
impersonationrightsto
configureandruntool
x Remediateissuesfollowingthe
recommendationprovidedin
theASͲISAssessmentreport
withAgreeYa’s
Assistance
2 AddCustomDomainsinM365Tenant
x AddTXTrecordinPublicDNSfor
CustomDomain(s)
x AddandverifyvanitydomainsinOffice
365Tenant
x ModifySPFrecordinPublicDNS toadd
Office365ExchangeOnline
ProtectioninexistingSPF
x PublishDNSrecordsfordomain
verification
x ProvideMicrosoft365Global
AdminaccesstoAgreeYa
3 InstallandConfigureAADConnect(withSSO
functionality)
x ProvideWindowsServermachineto
AgreeYaTeam
x InstallAADConnectTool
x ConfigurePassthrough/Passwordhash
synchronization
x ConfigureAADConnectSSO
x ConfigureOUͲlevelfilteringtosync
theobjectstoOffice365
x ValidatetheAADConnectusers,
groups,objects,attribute
synchronizationstatus
x PerformAADConnecthealthcheck
x AssistAgreeYawiththeOUnames
containobjectsthatneedstobe
synchronizedtoAzureAD
x CreateandDeployGPOtoallow
URLsforSSOfunctionality
4 ConfigureAvePointFlyMigrationTool
x ProvisionAvePointInstanceandensure
licenseavailability
x CreateAppProfileforM365tenant
x CreateSource&Destination
endpoints
x CreateMigrationPolicy
x CreateUserMappingfile
x AvePointlicenseprocurement
Formatted Table

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x Createexchangemigrationproject
x Validatetheconnection

5 ConfigureAzureActiveDirectory
AdminCenter
x ShareBestpracticesforAzureAD
andfinalizethedecisionswithCity
x ConfigureAzureADAdminCenter
basedonapproveddecisionse.g.,
o EnableMultiͲfactor
Authenticationusing
ConditionalAccessPolicy
o ConfigureConditionalAccess
Policytorestrictaccessto
Office365Appsfrom
untrusteduser,device,and
location
o ConfigureSecuritydefaults
o ConfigureRoleBaseAccess
controltoprovideAccessto
thespecificaccount
o ConfigurePrivilegedIdentity
ManagementtoprovideJustͲ
inͲtimeaccesstoAdmins
o MicrosoftAzureIdentity
Protection
o EnableModern
Authentication
o PasswordPolicyManagement
o DisableLegacyauthentication
o AzureADSignͲinandaudit
logs
x ProvideAzureadminaccesstoAgreeYa
x Ensureadminaccountsisexcludedfromall
securitypoliciesandrestrictions
x Participateintenantconfigurationworking
sessionandfinalizeconfigurationdecisions
basedonrecommendationsprovidedby
AgreeYa
6 ConfigureExchangeOnlineAdmin
Center
x ShareBestpracticesforExchange
Onlineandfinalizethedecisions
withCity
x ConfigureExchangeOnlineAdmin
Centerbasedonapproved
decisionse.g.,
o CreateUser,Shared,and
ResourceMailboxes
o CreateMailContactandMail
users
o CreateDistributionGroup,
DynamicDistribution,Mail
EnabledSecurityGroups,and
M365Groups
x ProvideExchangeorGlobaladminaccessto
AgreeYa
x Ensureadminaccountsisexcludedfromall
securitypoliciesandrestrictions
x Participateintenantconfigurationworking
sessionandfinalizeconfigurationdecisions
basedonrecommendationsprovidedby
AgreeYa

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o Enable/DisableMailprotocols
basedonrequirementse.g.,
IMAP,POP,MAPI,SMTP
o CreateMailflowconnectors,
Transportrules,and
journaling
o Configuretherequired
Mailboxandcalendar
Delegationandpermission
o Configuretherequiredmail
forwarding
o ConfiguretheMailbox
RetentionPoliciesasdesired
o ConfiguretheOfficeMessage
Encryptiontoencryptemails
asrequired
o CreatethePublicfolderand
PublicFoldermailbox’s
structure

7 ConfigureSharePointOnline&
OneDriveforBusinessAdminCenter
x ShareBestpracticesaround
SharePoint&OneDrivefor
Businessandfinalizethedecisions
withCity
x Configure SharePoint Online
Admin Center based on approved
decisionse.g.,
o ConfigureExternalSharing
o ConfigureSyncingPolicies
o Configure One Drive Data
retentionafteruserdeletion
o Configure Unmanaged Device
policies
o ConfigureUserProfiles
x ProvideSharePointOnlineorGlobaladmin
accesstoAgreeYa
x Ensureadminaccountsisexcludedfromall
securitypoliciesandrestrictions
x Participateintenantconfigurationworking
sessionandfinalizeconfigurationdecisions
basedonrecommendationsprovidedby
AgreeYa
8 ConfigureMicrosoftTeamsAdmin
Center
x ShareBestpracticesaround
Teamsandfinalizethedecisions
withCity
x ConfigureMicrosoftTeamsadmin
centerbasedonapproved
decisions,Forexample:
o Configure Teams application
policy
o CreateaTeamsMeetingPolicy
o CreateTeamscallingpolicy
x ProvideTeamsadminaccesstoAgreeYa
x Ensureadminaccountsisexcludedfromall
securitypoliciesandrestrictions
x Participateintenantconfigurationworking
sessionandfinalizeconfigurationdecisions
basedonrecommendationsprovidedby
AgreeYa

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o ConfigureExternalsharingand
guestuseraccess
o ConfigureLiveEventpolicy

9 ConfigureComplianceAdminCenter
x ShareBestpracticesaround
ComplianceCenterandfinalize
thedecisionswithCity
x ConfigureComplianceAdmin
Centerbasedonapproved
decisions,Forexample:
o CreateRetentionPoliciesfor
Office365workloads
o CreateanddeploytheData
LossPrevention(DLP)policies
o CreateInformationprotection
labelsforsensitive
information
o ConfigureLitigationholdon
themailboxes
o ConfigureeDiscoveryand
ContentSearch
o EnableAuditlogs
x ProvideComplianceadminaccessto
AgreeYa
x Ensureadminaccountsisexcludedfromall
securitypoliciesandrestrictions
x Participateintenantconfigurationworking
sessionandfinalizeconfigurationdecisions
basedonrecommendationsprovidedby
AgreeYa
10 ConfigureSecurityAdminCenter
x Share Best practices around
SecurityAdminCenterandfinalize
thedecisionswithCity
x Configure Security Admin Center
based on approved decisions, For
example:
o CreateAntiͲMalwarepolicies
o CreateAntiͲspampolicies
o CreateAntiͲPhishingpolicies
o ConfigureConnectionfiltering
o SPF
o DKIM
o DMARC
o AdvanceThreatProtection
o QuarantinePolicies
o MailTips
x ProvideSecurityadminaccesstoAgreeYa
x Ensureadminaccountsisexcludedfromall
securitypoliciesandrestrictions
x Participateintenantconfigurationworking
sessionandfinalizeconfigurationdecisions
basedonrecommendationsprovidedby
AgreeYa
DELIVERABLES/WORKPRODUCT:
x Microsoft365Tenant(AzureAD
Connect,AzureAD,Exchange
Online,Security,Compliance
AdminCenter)Configured
x MigrationToolConfigured
CITY’SROLESREQUIRED:
x ProjectManager
x ExchangeAdmin
x ProjectTeam

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PHASEͲ3(Migration/Testing/Validation)Objective
Theobjectiveofthisphaseistoperformthedatamigration,testing,andvalidationfromCity’sHosted ExchangemailingsystemtoExchangeOnline.ThisPhasealsoincludesTest,PilotandProduction migrationincludinguseracceptancetesting.
PHASEͲ3 MIGRATION/TESTING/VALIDATION
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 Testmigration–HostedExchangeto
ExchangeOnline(4mailboxes)
x Create 1 active, 1 Inactive, 1
Shared,and1Resourcemailboxes
x Perform test migration for 4 test
mailboxes from Hosted Exchange
OnͲpremisestoEXO
x Validate the successful migration
results
x Remediatethemigrationissues(if
any)
x Create2testuser’smailboxes,2shared,1
Resourcemailboxesonhostedexchange
environmentandshareaccessdetailswith
AgreeYa
2 PilotMigrationandUAT–Hosted
ExchangeOnpremisetoExchange
Online(upto20Productionusers)
andUATsignoff
x Communicate users for the
upcomingmigrationoveremail
x PreparedevicesforPilotmigration
andUAT
x InitiatePilotmigrationfor20
user'smailboxes
x Perform the UAT against the
providedtestcases
x Remediatethemigrationissues(if
any)
x SendacommunicationemailertothePilot
usersabouttheupcomingmailbox
migration
x PerformtheUATagainsttheprovidedtest
casesandsharetheUATresultswith
AgreeYa
x RemediateissuesrelatedtoHosted
ExchangeemailenvironmentandActive
Directory(ifany)
x ProvidethePilotmailboxmigrationand
UATSignofftoAgreeYa
3 VelocityMigrationandUAT–Hosted
ExchangeOnpremisetoExchange
Online(Remainingupto250)
x Communicate users about the
migrationoftheirmailboxes
x Initiatethemigrationforthe
remainingusers(upto250
mailboxes)
x Assign licenses to the migrated
users
x Remediatethemigrationissues(if
any)
x Performthecontentvalidation
x Sendacommunicationemailertotheend
usersabouttheupcomingmailbox
migration
x Performthemailboxmigrationdata
validation
x RemediateissuesrelatedtoHosted
ExchangeemailenvironmentandActive
Directory(ifany)

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4 PublicFolderCalendarmigrationto
ExchangeOnline
x Configuregeneralprerequisite
x PreparePublicfolderformigration
x Createalistofpublicfolderstobe
migrated
x CreateMigrationPolicyforPublic
folderMigration
x CreateMigrationEndpoint
connectioninAvePointtool
x Createamigrationbatchin
AvePointtooltomigratepublic
foldersdata
x ProvideaccesstoExchangeAdminCenter
x RemediateissuesrelatedtoHosted
ExchangeemailenvironmentandActive
Directory(ifany)
5 MigrationSignoff
x Mailbox and
MigrationSignoff

Public

folder
x ProvideMailboxandPublixfoldermigration
signofftoAgreeYA
DELIVERABLES/WORKPRODUCT:
x Testmailboxmigrationand
validation
x PilotMailboxmigrationandUAT
x VelocityMailboxmigrationand
CITY’SROLESREQUIRED:
x ProjectManager
x ProjectTeam
x IdentifiedSetofPilotusers
validation
x MigrationSignoff



PHASEͲ4(KnowledgeTransfer,TrainingandDocumentation)Objective Theobjectiveofthisphasefocusesonequippingadministrators,andsupportstaffwiththenecessary skillsandresourcestoeffectivelyuseandmanagethenewMicrosoft365toolsandservices. PHASEͲ4 KNOWLEDGETRANSFER,TRAININGANDDOCUMENTATION Task# AgreeYa’sResponsibilities City’sResponsibilities 1 PrepareandSubmitTraining
CurriculumforITStaff
x Prepare Training Curriculum
Material for IT Admins on the
followingworkloads:
o AzureActiveDirectory
o ExchangeOnline
o SharePointOnline
o OneDriveforBusiness
o MicrosoftTeams
o Microsoft365AdminCenter
o SecurityAdminCenter
o ComplianceAdminCenter
o AADConnect
x ReviewtheTrainingCurriculumandprovide
signofftoAgreeYa

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2 PrepareandSubmitDocumentation
(AdminConfigurationandEndUser
Guide)
x CreateandSubmitAdmin
ConfigurationDocument(PDF)
x CreateandSubmitEndUserGuide
x ReviewandSignofftheAdminConfiguration
DocumentationandEndUserGuides
3 DeliverITStaffTrainingandSignoff
ConducttheITStafftraining onthe
followingworkloadswhichwillexplain
howtoAdministrateworkloadson
dailybasisandknown
issues/remediations(upto4 Session
for2hrs.)
x Howtoadministratorandmanage
AzureActiveDirectory
x Howtoadministratorandmanage
ExchangeOnline
x Howtoadministratorandmanage
SharePointOnline
x Howtoadministratorandmanage
OneDriveforBusiness
x Howtoadministratorandmanage
MicrosoftTeams
x Howtoadministratorandmanage
Microsoft365AdminCenter
x Howtoadministratorandmanage
SecurityAdminCenter
x Howtoadministratorandmanage
ComplianceAdminCenter
x Howtoadministratorandmanage
AADConnect
x Commonissuesand
Troubleshooting
o UserProvisioning
o UserDeboarding
o LicenseAssignmentand
Management
o EnableLitigationholdand
Retention
o Assigningpoliciestotheusers
o MessageTrace
o SpamandMalware
IdentificationandRespond
o RespondtoeDiscovery,etc.

x ParticipateinAdminTrainingSessions
x ProvideAdminTrainingSignofftoAgreeYa
DELIVERABLES/WORKPRODUCT:
x ITStaffTraining
CITY’SROLESREQUIRED:
x ProjectManager

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x AdminDocumentationandEnd
userGuides
x City’sTrainers
x ITAdminStaff


PHASEͲ5(GoͲLiveandPostImplementationMigrationTask)Objective Theobjectiveofthisphaseistoensureasmoothtransitionfromthesourceenvironmenttothe Microsoft365environment.bychangingtheMXrecordtopointtoOffice365.Duringthisphase,we willalsointegrateCity'sThirdͲPartyApplicationwithOffice365. Phase5 GOͲLIVEANDPOSTMIGRATIONTASK
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 IntegrateThirdͲpartyApplicationswith
Office365(BarracudaSpam,Archive
andSIEM)
x IntegrateBarracudaSpamemail
withM365
x IntegrateBarracudaemailarchive
withM365
x IntegrateBarracudaSIEMwith
M365
x ConfigureBarracudaAdminportalfor
integrationwithOffice365
2 DeltaSyncandMXCutover(weekend
activity)
x SwitchoverDNSMXrecord
pointingfromHostedExchangeOn
premisetoExchangeOnline
x DeltaSync(ifrequired)
x PublishDNSrecord
3 ProjectSignoff
x ProjectSignoff
x ParticipateinProjectdeliverablereview
sessionwithAgreeYaPMandprovide
ProjectSignoff
DELIVERABLES/WORKPRODUCT: CITY’SROLESREQUIRED:
x GoͲLive x ProjectManager
x ThirdͲPartyIntegration x ProjectTeam
x ProjectSignoff

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SharePointOnlineEnvision,RoadmapandPlanningͲProjectApproach–(Phases, Objectives,TasksandBriefDescription)

PHASEͲ0 INITIATIONANDPROJECTMANAGEMENT
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 ProjectKickoff x TakepartintheKickoffmeeting 2 PreͲRequisites(AccesstoSPO,
EstablishAudience,etc.)
x ProvideAgreeYateamAccesstotheCity’s
environment
x Providerequiredaccesstorelatedcontents
&workspace
3 ProjectPlanUpdatesforIntranet x IdentifykeyCitySMEsneeded&agreed uponavailability
x Determineappropriateactions
 DELIVERABLES/WORKPRODUCT:
x ProjectKickͲoff
x ProjectPlan
CITY’SROLESREQUIRED:
x ProjectManager
x ProjectTeam



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PHASEͲ1 ENVISIONANDREQUIREMENT
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 ConductArtofPossibleDemoSPO(1
sessionx2hrs.)
x Participateinthedemo
2 ConductBusinessRequirement
gathering(3Ͳ4sessionX1Ͳ2hrs.–
(Home&DepartmentLayouts,IA,
Governance)
x AttendRequirementsessions.
x ShareallthebusinessneedswithAgreeYa
team.
x Departmentstakeholdersdefinethe
content&informationhierarchy,its
managementpreͲrequisites,userroleͲ
basedcontentaccessmappingetc.
3 CreateandSubmitBusiness
RequirementsDocument(BRD)&seek
signofffortheSharePointOnline
Intranet
x BRDReviewandprovidesignoff
 DELIVERABLES/WORKPRODUCT:
x BusinessRequirementsDocument
(BRD)forSPOIntranet(PDF)
CITY’SROLESREQUIRED:
x ProjectManager
x ProjectTeam

PHASEͲ2 SPOIA&GOVERNANCE
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 CreateSPOIA&Governance
RecommendationsCreation(Includes
Taxonomy,AdminCenterConfiguration,
Retentionpolicies,ExternalSharing,etc.)
None
2 SPOIA&GovernanceRecommendations
Walkthrough
x ParticipateintheInformation
ArchitectureRecommendations
walkthroughcall
3 SPOIA&GovernanceRecommendations
Signoff+ApprovedDecisions
x Review&approvetherecommended
GovernanceforSharePointOnline
x Reviewandapprovethe
recommendedInformation
ArchitectureforSharePoint
Online
 DELIVERABLES/WORKPRODUCT:

SPOIA&GovernanceRecommendations


CITY’SROLESREQUIRED:
x ProjectManager
x ProjectTeam

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PHASE–3 TRAININGANDDOCUMENTATION
Task# AgreeYa’sResponsibilities City’sResponsibilities 1 PrepareandSubmitTrainingCurriculum
forContentAuthor,ContentOwners,
andEndUser)
x Prepare Training Curriculum
Materialforcontentauthoronthe
followingworkloads:
o SharePointOnline
o ComplianceAdminCenter
x ReviewtheTrainingCurriculumandprovide
signofftoAgreeYa

2 PrepareTrainingsessionsforEndUsers
andContentOwners(TTT)
x ReviewtheTrainingCurriculumandprovide
signofftoAgreeYa

3 CreateandsubmitscopeforPhaseͲ2
(ImplementationPhase)
x ReviewthePhase2Scopeandprovide
feedbacktoAgreeYa

 DELIVERABLES/WORKPRODUCT:
x Training
x PhaseͲ2ScopeofWork

CITY’SROLESREQUIRED:
x ProjectManager
x ProjectTeam

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Meetings

# Type Stakeholder Frequency KeyResponsibility
1 DailyStandup ProjectTeam Daily x ReviewDailyprogress,runningissues, challenges,anddependencies.
2 WeeklyStatus
Review
ProjectTeam Weekly x ReviewWeeklyStatus,Potential challengesandmitigationactions,
updatedProjectPlan,Issuetracker,
Timelineetc.
3 Operational SMEs Daily x PerformAssessment,Planningand Configuration
x AssistanceontroubleshootingIssues
duringmigration
4 Program PMs Monthly x PMMonthlySync
5 Deliverable/Work
Productreview
ProjectTeam Asper
Project
Plan
x ReviewPhaseDeliverablee.g.,
Assessmentreport,Communicationplan,
andTrainingplan,migrationplanreview.

ProjectTimelineandCompletionDate
ProvidedbelowistheProjectSchedule,whichoutlinesthetimelineforimplementingtheproject.The totalprojecttimelinetoimplementtheworkasprovidedintheProjectApproachsectionofthe proposalisEight(8)weeksfromthestartdateoftheproject. IfwestarttheprojectonOctober09, 2023itwillbecompletedbyDecember1,2023.

ThisisthecutoverweekandCitywillbeliveonOffice365atthisstage. 

ProvidedbelowistheProjectSchedule,whichoutlinesthetimelineforimplementingtheproject.The totalprojecttimelinetoimplementtheworkasprovidedintheProjectApproachsectionofthe proposalisSix(6)weeksfromthestartdateoftheproject. IfwestarttheprojectonJanuary01,2024 itwillbecompletedbyFebruary09,2024.


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Weanticipatearound7weeksoftimelineforSharePointOnlineEnvision,RoadmapandPlanningphase execution.
CommonRiskandMitigationActions
Therearenoanticipateddisruptionstobeoccurredduringthemigrationprocessofthisengagement, butthefollowingtabledepictsthemitigationactionsagainstcommonriskandchallengesͲ 

AdoptionofnewprocessesandtrainingofCity’s
ITstafftolearnnewwaystomanagetheir
environment
WorkingwithCitytoexecutetheTrainingplan
andcommunicationabouttheupcoming
Training.
Cityiscomprisedofdisparategroupsand
departments;communication,timelines,and
schedulingwillbedifficultandbuyͲinwillbe
criticaltosuccess
WorkingwithCitytoexecuteCommunication,
MigrationandTrainingplanandcommunication
toendusersabouttheupcomingphases.
Unplannedworkthatmustbeaccommodated Attendprojectschedulingworkshops. Checkpreviousprojects,foractualworkand
costs.
Checkallplansandquantitysurveys.
Documentallassumptionsmadeinplanningand
communicatetotheprojectmanagerbefore
projectkickoff.
AccessRightstoCityenvironment Requestaccessonweeklybasisandreview existingaccessmonthlybasis
DecisionMakingDelaysfromCity Runningotherplannedtasksinparalleland continuetofinalizedecisionmaking
Plannedorunplannednetworkchangesthat
impactmigrationwork/activities
InformAgreeYaprojectteamtounderstandthe
impactoftheupcomingnetworkmaintenance
and/orprojectsthatmayimpacttimelines
Plannedorunplannedhardware/software
changesthatimpactmigrationwork/activities
CommunicatewithCity’sITteamtounderstand
upcominghardware/softwaremaintenance
and/orprojectsthatmayimpacttimelines

Assumptions
CommonRisksandChallenges MitigationActions
Formatted: Font: 12 pt, Bold
Formatted: Font: 12 pt
Formatted: Font: 12 pt, Bold

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1. AgreeYawillnotberesponsibleforanyactivitythatneedstobeperformedatActiveDirectoryand hostedExchangeonͲpremises

2. MailboxandPublicfoldermigrationisoutofscopeofthisengagementafterdiscussionwithCity.

1.3. 

2. DuringAssessment,IfAgreeYafindsthatestablishingahybridconfigurationwiththethirdͲparty City'shostedexchangeserverisviablethenAgreeYawillusehybridconfigurationwizardtoperform themailboxmigration.Ifthisapproachisnotfeasible,AgreeYawillresorttoutilizingtheAvePoint Flytoolforthemigrationofmailboxesasmentionedinthescope

3. Procurement/PurchaseofAvePointlicenseswillbeCity’sresponsibility

4. ProcurementofanewPublicSSLorSANNameadditiontotheexistingPublicSSLwillbeCity's responsibilityfortheexchangehybridsetup(ifrequired) 

5.4. AgreeYaassumethatCitySPOC&DecisionmakerswillbeavailableonOffice365configuration workingsessions

6.5. AgreeYawillonlyprovideupto4ITStaffTrainingsessionsexplaininghowtoadministrateworkloads onadailybasisandknownissues/remediations

7.6. CitywillprovidehardwarefortheAADconnecttoolinstallation

8.7. ItisassumedthatL1troubleshootingwillbedonebyCityITstaff

9.8. ItisassumedthatAgreeYawillassistonlyCityITstaffonissuesnotresolvedbyCity'sL1teamand nottheendusers

10.9. ItisassumedthatAgreeYawilltechnicallysupportonlyCitySystemAdminsincaseany issuesoccurrelatedtorequiredprojectdeliverablesandnottheendͲusers.

11. WeareassumingCitywillprovideenoughbandwidthtosupportmailboxmigration

12.10. AllrequiredaccesstoCity'senvironmenttobeprovidedtoAgreeYabytheCity

13. CitywillberesponsibleforExchangeonͲpremisesdecommissioningwithAgreeYa’sassistance

14.11. AgreeYawilluseMicrosoftdocumentforEndusermanualwhereverpossible

15. ItisassumedthatCitywillsharethelistofusers5daysbeforethemigrationstartdate

16. Itisassumedthatupto270mailboxmigrationisinthescopeofthisengagement

17.12. Itisassumedthatanymigrationotherthanmailboxmigrationisoutofscope

18.13. Office365licenseprocurementwillbeCityresponsibility

19.14. ItisassumedthatCitydoesnotrequiresthehygienesupportafterimplementationmigration

20.15. ItisassumedthattheActiveDirectoryForestanddomainfunctionallevelwillbeatleast WindowsServer2016R2atthestartofproject

21.16. CitywillberesponsiblefortaskstobeperformedonanythirdͲpartyapplicationfor Office365integrationlikeBarracuda

22.17. CitywillberesponsibleforanyclientͲsideactivitye.g.,installationandconfigureMicrosoft 365apps,DesktopUpgrade,Thirdpartyintegrationetc. 
Exclusions

1. Creation/updationofrecordsatPublicDNSPortal

2. Allowports,IP&URLsatFirewall/Proxy

3. EndUserdeliverables

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4. EndUserTraining

5. FileShareDatamigration

6. DesktopUpgradeandConfiguration

7. Microsoft365appsforenterpriseinstallationandconfiguration

8. OfficeConfigurationonendusermachines

9. WindowsServerOSinstallationandupdation

10. AnyActivityatThirdPartyApplication

11. PSTmigration

12. AnymigrationincludingMailboxandPublicfoldermigration

11. 

12.13. IntuneConfiguration

13.14. AnythingnotmentionedintheScope
Formatted: Not Expanded by / Condensed by

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ValueAdditions(OptionalServices)

AgreeYa’sMicrosoft365SecurityAssessment
OurMicrosoft365SecurityAssessmentserviceshasemergedasabenefactorfororganizationsand employeesintoday’sboundarylessworkplace.Itscomprehensivesuiteofsolutionshasempowered organizationstoembracechangewithagilityandadaptability,maintainacultureoftrustwithinthe organization,andencourageteamworktoensureemployeesstayproductiveandbusinesscontinuity isunhindered.WeprovidesecurityassessmentforMS365whichcoversallthemajorworkloadslike ExchangeOnline,SharePointOnline,OneDriveforBusiness,MicrosoftTeamsetc. Itprovidesaholisticsecurityapproach,helpingorganizationsprotectandgovernidentities,data, applications,anddevicesacrossonͲpremises,cloud,andmobile. AgreeYa’sProprietarySolution
We'vealsodevelopedproprietarysolutionslikeQuickApps,AgreeYaChatBot,andRecoveryManager, leveragingMicrosoftTechnology/products/solutions.Theseinnovationshavebeenseamlessly integratedintotheoperationsofnumerousorganizations,servingasatestamenttoourcapabilityto deliverimpactfulMicrosoftͲdrivensolutions.
BelowwehavedescribedinbriefaboutourinͲhouseproductsbasedonMicrosoftTechnology ¾ AgreeYaTeamQuickApps:AgreeYaTeamQuickAppsisasetofweb appsforSharePointOnͲPremises/Online(Office365)thathelpsyou build applications that are easily supported, maintained, and upgraded,ensuringtheirlongͲtermimpactandreturnoninvestment. WeareproposingQuickApps–qCalendarViewforthisengagement, qCalendarViewcombinesallthecalendarsintooneview,includingdatafromnonͲcalendarlists. Itsdifferentiatingfeaturesinclude:
x Roll up multiple calendarsacross different sites into a singleviewand configure eventcolour coding.
x Enablestheusertodraganddropaneventtoanothertimeslotinthecalendarandchangethe endtimeofaneventbydraggingthebottomoftheeventupordown. x Enablestheusertodeleteaneventoraninstanceofarecurringeventbysimplyclickingthered “X”iconontheselectedevent.
Forthedetailinformation,please referQuickAppsforOffice365|SharePointOnline(agreeya.com) 
¾ AgreeYaTeamChatbot:AgreeYaTeamiscommittedtodeliveringtransformationalbusinessvalue toorganizationsworldwide.WithChatbot,expertsatAgreeYaTeamwillhelpyoubuildan automatedandinteractivefaceforyourorganization,toconnect andinteractwithyourcustomers.Itprovidesefficientand personalizedcustomerserviceenablingrealͲtimehandlingof helpdeskrequeststherebyenhancingusersatisfactionand productivityimprovements.It’sanAIͲPoweredSelfService **ThecostofValueAdditions(OptionalServices)isprovidedunderthesection“ProposedFee StructureandSchedule”

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Chatbot,builtonMicrosoftBOTFrameworkandAzureAI.AgreeYaTeamChatbotcanprovideaselfͲ serviceandinteractivewayofansweringemployeequeriesasaLevel1(L1)support,whichwillbe reducingtheburdenontheCity’shelpdeskteam.
SupportandMaintenance
AgreeYaproposestoprovide“100Blockofhoursperyear”dedicatedtothesupportandmaintenance needsoftheCity.TheCitymustpurchasethisblockofhoursforthesupportservicestheyrequire, whichcanbeutilizedonneedbasis.Thisapproachallowscitytoreceivethenecessarysupportwithin theagreedbusinesshourswhilekeepingthecostpredictableandtransparent. Belowwehaveprovidedthedetailsofthesupportservicelevelsdefinedfortheproposedengagement: 
Role SupportLevel SupportScope
Client Level1(L1) x Helpdesklevelsupport
x AssistendusersoperatingMicrosoft365apps/solutions x Informationgatheringandissueidentification
x Referrunbook,FAQ’s,etc.andprovidetheinstantsolution x Sortingthroughthepossiblesolutionsavailable
x QualifytheissueforL2supportincaseL1teamisnotable toresolvetheissue
AgreeYa Level2(L2) x Lookintotheissuesthatrequiredeeperfunctional/technical knowledgeoftheproductandareescalatedfromL1support. x Suggestworkaroundincaseaserviceorfunctionalityisnot working due to misconfigured features, design or
architecturelimitation
x QualifytheissueforL3supportincaseL2supportisnotable torectifytheissue
AgreeYa Level3(L3) x FixtheissuesthatarenotresolvedbyL2andrequire debuggingthroughsourcecode.
x Investigate the issue through logs/code forthe issues that arenotreproducible.
x suggestworkaroundincasefunctionalityisnotworkingdue todesignorarchitecturelimitation.
x Hotfix creation in case reported issue is reproducible and requirehotfixtoresolve.
x LiaisonwithMicrosoftincasetheissueisnotresolved

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C. StaffQualification
ProjectTeam

AfteranalyzingtheCity’sprojectrequirements,wehaveselectedagroupofourstrongestresources whowillbringseveralyearsofexperiencedeliveringsuccessfulprojectsofasimilarnature.Wehave beenengagedmanytimesoverthelasttwodecadestosuccessfullydevelopandimplementsimilar Microsoft365basedimplementationserviceprojects.
Webringtherightblendofexpertiserequiredforprojectsuccess,andweunderstandthepublicsector well,andweintendtocollaboratecloselywiththeCity’skeystakeholders,toworksidebysideto ensurethattheCity’shostedenvironmentismigratedswiftlytoexchangeonlineinaneverͲchanging technologymarketbyleveragingAgreeYaTeamexpertise. 
Someofthekeyhighlightsoftheprojectteamarementionedbelow: x StrongexperienceandexpertiseoftheteaminExchangeOnlineMigration,ActiveDirectory UpgradeandMicrosoft365deployment
x Understandingandexperienceofworkingwithpublicagencies,Municipalities,and governmenttenantsonMicrosoft365workloadsImplementationprojects x Theteamwhohasworkedtogetherinthepast
x MicrosoftCertifiedProfessionals
x SMEandGuestspeakersatMicrosofteventsandconferences 
Ourprofessionalshaveexperienceservingawidevarietyofpublicsectorcustomersandunderstandthe importanceofreadinessassessment,identitymanagement,planning,organization,andcollaboration withourcustomers’projects.Theirmeticulousplanning,attentiontodetail,andadherencetobest practicescontributetothesuccessfulcompletionofeachmigrationprojecttheyundertake. 
FollowingtabledepictsAgreeYa’sKeyResourceM365workloadexperience. 

Professional
Certification

Exchange
Online

SharePoint
Online

OneDrive

Microsoft
Teams
Microsoft 365
Governance,
UserAdoption,
andTraining

Support
Services

PublicSector
Experience
















ProjectManager
















M365SME

















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ProjectManager


EthelEmmons
Sr. Project Manager
ProfessionalCertifications SummaryofExperienceinProposedRole ProjectManagementInstitute
(PMI)CertifiedProject
ManagementProfessional
(PMP)
ProductManagement
Certification,ProductHQ
CertifiedSAFe®5.1Agilist
CertifiedScrumMaster
(CSM)/ScrumMasterCertified
(SMC)
ITIL®FoundationCertificatein
ITServiceManagement
StanfordCertifiedProject
Manager(SCPM)
SixSigmaGreenBelt
PRINCE2®Certified
LeanPractitionerCertification
EthelisPMICertifiedPMPProfessionalwithovertwenty(20) yearsofextensiveexperienceinstrategizing,planning,and implementingglobalcommercialsoftwareproducts,
enterprisetechnologies,dataandanalyticsproductsand services,endͲusercomputingservices,eͲcommerce,anddigital transformations.Shehasstrongexperienceinequippingwith arecordofsuccessindeliveringmeasurableresultsand businessvalueinlinewiththeorganizationalpurpose,mission, andstrategy.Sheishighlyseasonedtechnologyleaderwitha provenabilitytomanage,inspireanddevelophighͲ
performanceteams.
Sheishighlyskilledindefiningtheproductvision,strategy, portfolio,androadmaptoenableanddelivertransformative value,developingadeepunderstandingoftheproblemspace, drivingtheproductizationofbusinessusecasesusingDesign ThinkingandGoogle’sUserExperienceDesignmethodologies, partneringwithcrossͲfunctionalteamsandbusinessleaders, anddrivingtheproductlifecyclefromvisiontodesignto deploytooperate.
Education TechnicalSkills
Master’sDegreeinBusiness
Administration
Bachelor’sDegreeinscience
ArtificialIntelligenceandMachineLearning,MicrosoftTeams, Yammer,PowerPoint,Excel,Word,Project,Visio,SharePoint, OneDrive,OneNote,PowerBI,AzureDevOps,Azure
Fundamentals,Atlassian(Jira,Confluence,Trello),
ServiceNow,TestRail,Bugherd,Invision,Figma,Miro,Canva, Asana,ClickUp,SmartSheet,Sitecore,WordPress,
Squarespace,Shopify,WooCommerce,AmazonMerchant,
StripePayments,HubspotCRM,HootsuiteSocialMedia
PostingScheduler,Mailchimp,KlaviyoEmailMarketing,Yotpo ProductReviews,TidioCustomerServiceChatbots,
ShareASale,Rakuten,Awin,CJ,StackCommerce

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<< HowEthel’sExperienceBenefits >>






Ethelcomeswithextensiveexperienceindelivering
measurableresultsandbusinessvalueinlinewiththe organizationalpurpose,mission,andstrategy.ShehasStrong experienceinleadingthestrategy,planning,change
management,andexecutionoftheenterprisemigrationto M365SharePointOnline,supportingtheM365visionof
movingtowardscloudandmarketservicesatanoptimized pricepoint,keepingupwiththepaceofinnovation,and enablingcollaborationwithinternalandexternalusersacross multipledevicesandplatform
<< RecentProfessionalExperience >>
AgreeYaSolutions Feb2023ͲPresent
ProjectName:GovernmenttoCommercialM365TenantMigration StaffRole:SeniorITProjectManager

LedthemigrationofM365fromthegovernmenttocommercialtenant,includingExchange Online,SharePointOnline,Teams,OneDrive,andPlanner. ManagedfullͲscaleimplementationofexchangemigration,O365migrationYammer,OneDrive, andSharePoint.
OrganizedandconstructedMicrosoftSharepointsitesforvarioustechnologyworkstreamsin effortstostreamlineinformationtoasinglerepository. Build,configured,andmanagedgovernancefordifferentstreamsinO365,suchasSharePoint apps,flows,PowerApps,PowerBI,Teams,andOneDriveforBusiness. DevelopedandimplementedO365GovernancePolicyfollowingindustrybestpractices TrackedprojectbudgetandpreparedMonthlyStatusReport(MSR)thatincludedbudgetandcost updates
SouthernCaliforniaAssociationof
Governments(SCAG)
Feb2023–Present
ProjectName:FinanceDocumentApprovalWorkflow
StaffRole:SeniorITProjectManager
Ledthedevelopmentof5businessdocumentapprovalworkflowsfortheFinancedepartment usingSharePointandPowerAutomate
Workedonprojectplanning,team&clientmanagement,andtheexecutionofenterprise projectsincomplextechnologyenvironments
Designedenterprisearchitectureandestablishedstandards/guidelinesfortuninganddeployed customSharePointsolutions
BuildSharePointOnlineandOffice365solutionsforenterpriseenvironments

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ImplementedindustrybestpracticesandperformedProjectevaluation,disseminationand documentationactivities
Developedandpresentedtechnicalsolutionsforthepurposeofdemonstratingperformanceand functionalityalternatives
HoustonMethodistHospital Dec2021–Jan2023
ProjectName:Website(houstonmethodist.org)RedesignandImplementation StaffRole:SeniorITProjectManager
LedtheHoustonMethodistAcademicInstitute’sinternetwebsite(houstonmethodist.org) redesignandimplementationprojecttomodernizetheacademic,research,andeducation institute’sonlineanddigitalpresencetobalance,clarifyanddistinguishbetweentheconsumer andacademicprofessionalaudienceexperience
ElevateHM’sbrandequityandnationalbrandreputationtobecomethe#1hospitalintheUSA (currentlythe#1hospitalinTexasand#16intheUSA) WorkedwiththeDigitalWorkingGroupconsultantstomodernizethedigitalemployee experience
LedtheHoustonMethodistAcademicTechnology’sdataandanalyticsprojecttocreatethe infrastructureforthedatawarehouse,onboardbusinessusecases,andlaunchtheacademic institute'smanagementinformationreporting,dashboards,andadvancedanalytics Ledthewebandmobileappproductmanagementfocusedonstrategizing,developingproduct roadmaps,managingprioritizedrequirements
Createdinnovativeuserandpatientexperiencesinfindingdoctors(primarycaregroupand specialtyphysiciangroup),bookingappointments,loadͲbalancing,crossͲselling,anddeveloping flexiblecareoptions
RoyalDutchShell July2007–Dec2020
ProjectName:EnterpriseͲWideWeb,Mobile,Technology,andDigitalization StaffRole:GlobalProductandProgramManager
LedthedevelopmentanddefinitionoftheoperatingmodelofShell’sinformationanddigital organization,focusingontheroles,responsibilities,andjobdescriptionsoftheProductLine Manager,ProductManager,ProductOwner,andDataOwner WorkedonShell’sreͲorganizationtooperationalizeShell'sDigitalStrategy Workedwithexecutiveleadershipanddeliveryteamstoacceleratevaluerealizationfromdigital transformation
FacilitatedcommunitiesacrossShelltodevelopacoherentapproachforbusinessͲledactivities, sharing,building,andenhancingcapabilitiesnecessaryforthedigitaltransformation LedtheproductimplementationanddeploymentofShellUpstream,Exploration,andIntegrated GasenterprisearchitectureanddataandanalyticsplatformconsistingofMicrosoftAzure,SAP HANA,Databricks,Python,R,Alteryx,PowerBI,andPowerApps,includingallproductsand servicesthatenableShell’sfullͲscaleAssetManagementDigitalizationRoadmap,withan estimatedvalueof$2.9B
DevelopedandimplementedareͲimaginedproductanduser

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HelpedexecutivesandfrontͲlineworkersgenerateactionableinsightsfromdatathrough interactivewebandmobileuserexperienceandomnichannelmarketingandbranding DeliveredAIͲenabledinsightsͲasͲaͲserviceusingAI,ML,andRPA Servedasadigitalstrategistandinfluencerindataanddigitalization,dataliteracy,datacultural transformation,businessprocesstransformation,andtechnicalassetoperationtechnology ProvidedendͲtoͲendproductownershipanddeliveryoftheentirewebandmobileanalytics platformthatsupportedtheassetdigitalizationbusinesscase Validatedthedigitalbusinessobjectivesandusecasesandinfluencedstakeholderstobalance thecompetingprioritiesoftheassetsagainstthecenter WorkedcloselywithGartnertosynthesizebestindustrypracticesandimplementabestͲinͲclass digitalstrategy
LedthetransitionandtransformationoftheendͲuserservicescontractandoperational accountabilityfromDXCtoTCS,coveringOnsiteSupportServices,WorkspaceServices,and ServiceDesk
Modernizedtheuserexperienceaccompanyingtheseservicesusingconversationalplatforms, AI/MLengines,responsivewebandmobileinterfaces,socialmediaandcommunities,and gamification.Enabledtherealizationof$400M/yearsavings LedcrossͲfunctionalteamsandenterpriseͲwidedigitalworkplaceexperiencetransformation Ledthestrategy,planning,changemanagement,andexecutionoftheenterprisemigrationto M365SharePointOnline,supportingtheM365visionofmovingtowardscloudandmarket servicesatanoptimizedpricepoint,keepingupwiththepaceofinnovation,andenabling collaborationwithinternalandexternalusersacrossmultipledevicesandplatform Ledthebusinessreadinessprogramtoachieveadoptionandembeddingthrougheffectiveuser experience
Implementedwebandmobileinterfacesforeffectiveuserengagement BuiltgoͲtoͲmarketcampaignstoattractandcapturethetargetaudience Establishedcommunitiesofexcellenceanddevelopedloyalambassadors Ledthesupplierengagements(Microsoft,Accenture/Avanade,HPe,andAT&T),including escalationsandnegotiationoftheprojectandrunͲandͲmaintaincommercialstoensurecohesive integrationofmultiͲsupplierdeliveriesintotheoperationallandscape. LedthedevelopmentoftheMicrosoftAzureCIPservice,deliveringShell’sfirstandinnovative integrationplatformforCloudͲtoͲCloud(Salesforce,SAPHanaCloudPlatform,AWS,Azure)and CloudͲtoͲShellOnͲPremiseconnectionforsecureandreliableapplicationhosting.Achievedthe deliveryofnetworkingfacilitiesandAzureplatformbuildͲoutthroughAT&TandMicrosoft partnershipdespiteaverytighttimeline
Realized$8M/yearprojectandoperationalcostsavingsthroughrigorouscommercial negotiationswithMicrosoft,TͲSystems,andWipro
LedtheglobalenterprisemigrationfromLivelinktoSharePointamidchaoticandwidespread businessresistancetochange
Ledthebusinessandsupplier(TͲSystems,Accenture/Avanade,IBM)engagementsand relationshipͲbuilding
EnabledsuccessfulmigrationofShellbusinessestoSharePointandrealizinginformation foundationvaluetosupportfutureinnovationandcostsavingsthroughcentralmigration servicesatlowercostanddecommissionoflegacyhardware/software Implementedbusinessreadinessandchangemanagementprogramstoensureadoptionand embedding

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M365SME



Habib Faisal Bilfaqi
Microsoft 365 SME
ProfessionalCertifications SummaryofExperienceinProposedRole Microsoft365Certified:
EnterpriseAdministrator
Expert
MicrosoftCertifiedSolutions
Associate:Office365
MicrosoftCertifiedSolutions
Expert:Mobility
MicrosoftCertifiedSolutions
Expert:CloudPlatformand
Infrastructure
MicrosoftCertifiedSolutions
Expert:Productivity
MicrosoftCertifiedSolutions
Expert:ServerInfrastructure
Microsoft365Certified:
SecurityAdministrator
Associate
Microsoft365Certified:
TeamsAdministration
Associate
Microsoft365Certified:
MessagingAdministrator
Associate
MicrosoftCertifiedSolutions
Associate:Windows10
HabibisaMicrosoft365Certified:EnterpriseAdministrator Expert,MicrosoftCertifiedSolutionsAssociate:Office365, MicrosoftCertifiedAssociate:AzureAdministrator,Microsoft 365Certified:TeamsAdministrationAssociate,andMicrosoft CertifiedSolutionsExpert:CloudPlatformandInfrastructure.He ishavingexperienceinthedesign,andarchitectureofMicrosoft office365,andAzureCloudenvironmentsandimplemented environmentsforclientstomigrateonͲpremiseservices,suchas email,SharePoint,andsharedfilestoOffice365.Hehas expertiseindifferentMicrosoftproductsincludingExchange Online,2016,2013,2010,2007,2003,andOffice365,Lync, Skypeforbusiness,andMSofficesuites.Hehasprovided advisoryandmigrationservicestoclientsforOffice365DLP, ConditionalAccess,SAMLSSO,OneDrive,TeamswithVoice, ExchangeOnline,SharePoint,Intune,Compliance,and
Security.HehasexperienceinprovidingEngineeringsupportfor MicrosoftEndCustomers.Experienceindesign,architecture, andimplementationofMicrosoftoffice365,AzureCloud environment,keyexperienceinimplementingenvironmentfor clienttomigrateonͲpremiseservice,suchasemail,SharePoint, andsharedfiles,toOffice365usingnativetools,BitTitan, and/orQuestQMMAD&QuestODMtools.Expertindeveloping keyrelationshipswithpeopleinaprofessionalenvironment. TechnicalSkills
Ledthedeliveryoftheplaybookandtoolkit,enablingtheshiftofUnconventionalbusinessto marketstandardimplementation,includingthebusinesschangeandstakeholdermanagement andoperatingmodel
LedShell’sbillionͲdollarMADprogramssuchasPermianAsset(ChesapeakeinTexas)andEast Resources(Pennsylvania),Duvernay(Canada),andSouthTexasShellAssets Deliveredbusinessreadinessandadoptionprogramstoensuresuccessfulandseamless integrationofthenewlyacquiredassetsintoShell

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Education
BachelorofScienceinNetwork
andCommunications
Management
<< HowHabib’sExperienceBenefits >>






Habib'ssubstantialexpertiseofferssignificantbenefitsincluding hiscertificationsinMicrosoft365,Office365,andAzure underscorehisproficiencyincloudtechnologies.Hisskillin designingandexecutingseamlesstransitionstoOffice365and Azuredemonstrateshiscapability.Heprovidesadvisoryservices forOffice365andsecurity,bolsteredbydiversetechnicalskills forefficienttroubleshootingandmanagement.Habibexcelsin collaboration,displayssoftwareproficiency,andplacesahigh priorityonsecurityandcompliance.Collectively,hisexperience providesastrongfoundationintechnicalknowledge,cloud proficiency,andsolutionstailoredtoclients'needs. << RecentProfessionalExperience >>
SNAHTechnologies,Inc.,
ArlingtonHeights,IL
Mar2022ͲPresent
Role:Microsoft365Architect
ProvideadvisoryandmigrationservicestoclientsforOffice365 DLP,ConditionalAccess,SAMLSSO,OneDrive,TeamswithVoice,ExchangeOnline,SharePoint, Intune,ComplianceandSecurity,PIM
MigratedExchange2010toExchange2019

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Implementedenvironmentforclienttomigrateonpremiseservice,suchasemail,SharePoint, andsharedfiles,toOffice365usingnativetools,BitTitan,and/orQuestQMMAD&QuestODM tools
MigratedSMB(50Ͳ500seats)&Enterprise(2000Ͳ12000seats)environmentsusingQuestODM ToolsforM365workloadsandLocalADformergers,acquisition,anddivestures Domainmigrationtogreenfield
PKIinfrastructureupgrades
DomainControllerupgrades
RDShostimplementation(sessionshosts)
Azuremigrationprojectsforliftandshift
AzureInfrastructureimplementation
VM,VNET,Storage,HAwithregions,WAF,Loadbalancer AWSInfrastructureimplementation
FortiGateFirewallimplementationwithSDWAN
CiscoCoreswitchimplementation
Logicalis,Chicago,IL Nov2018–Feb2022
Role:Microsoft365/AzureArchitect
ProvideadvisoryservicestoclientsforOffice365
MigratedExchange2010toExchange2016
Implementedenvironmentforclienttomigrateonpremiseservice,suchasemail,SharePoint, andsharedfiles,toOffice365usingnativetools,BitTitan,and/orQuesttools MigratedonͲpremservicesandinfrastructuretoAzureIaaS/PaaS/SaaSenvironment(suchas SQLͲasͲaͲService,ASR,ASE,etc.)
DeployedPaloAltofirewallstructurebasedonvendorspecificationsinAzure ImplementedlayeredsecurityapproachinAzure&Office365 TrainedclientITdepartmentonmoderntechnology
Workedonprojectsusingscrummethod
Documentcurrentandnewenvironmentwithknowledgetransferforclients MigratedADenvironmentsusingQuesttoolsforconsolidationanddivestureofcompanies ImplementedMDMsolutionusingIntune
DeployedOffice365EMSfeaturesforbettersecuritypostureandsecurityscore Concurrency,Chicago,IL Jun2017–Nov2018
Role:Office365Consultant
ProvideadvisoryservicestoclientsforOffice365
MigratedExchange2010toExchange2016
Implementedenvironmentforclienttomigrateonpremiseservice,suchasemail,SharePoint, andsharedfiles,toOffice365
DesignandArchitectureofAzureCloudenvironment
MigrationofonͲpremVMWareand/orHyperͲVEnvironmenttoAzureCloud WorkingwithTechOpsandDevOpsinAzureCloud
TrainedclientITdepartmentonmoderntechnology
Workedonprojectsusingagilemethod

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<< OtherClientEngagements >>
IPC,Bannockburn,IL May2009–Jun2017
BlueCanyonPartners,Inc.,Skokie,IL Jul2005–Aug2008 MarcusEvans,Chicago,IL May2004–Jul2005
OAOTechnology,Chicago,IL Oct2001–May2004
D. RelatedExperience
AgreeYahastherequiredcapabilityavailableinallrespectstoperformfullytherequirementsand possessesthenecessaryintegrityandreliabilitywhichwillassuregoodfaithperformance.AgreeYais activelyperformingservicessincelast24+yearsandprovidingourexpertisetoPublicandPrivate Sector.
AgreeYaisaMicrosoftSolutionsPartnerwhichhasenabledustobringproficiencyintheworkandcan provideabilitytodeliversuccessfulsolutionsbuiltonMicrosoft Technology.
AgreeYa’sMicrosoft365Practicehasstrongcredentialstosupport theCity’sdesiretomigrationtoMicrosoftExchangeOnline,aswellas theconfigurationandimplementationofM365workloadssetupand training.AgreeYa’sstatusasMicrosoftSolutionsPartnerforDataandAI,Infrastructure,Digital&App Innovationindifferentareasisatestimonyofourcapability,experience,andcustomersatisfactionin theDigitalTransformationspace.
PerMicrosoft:TheCollaborationandContentcompetencyisforpartnerswhospecializeandprove theirreliabilityasSharePointsolutionprovidersandmeetMicrosoft’sprofessionalstandards.Weare confidentwecanprovidetheCitywithatalentedandexperiencedteamofM365resourcesto configure,implementandmigratetheCity'sexistingMicrosoft365hostedexchangeenvironmentto ExchangeOnlineplatform,configure&implementSharePointOnline,MSTeams, OneDrivefor Business,implementSecurity&compliancebestpracticesforMicrosoft365,ImplementMicrosoft365 IdentityandAccess,providetherequiredintegrationwithexistingSystems,andproviderequired monitoring,troubleshooting,andsupportservicesasneeded. Wehaveworkedandsupportedmorethan550+Organizations,includingmorethan100public sectorclients(includingcities,towns,municipalities,counties,states,andfederalagencies)wherewe haveprovidedthemMicrosoft365Implementation,andotherservices.NotablyAgreeYahas collaboratedwith50+agenciesinCalifornialikeCityofSanJose,CityofFontana,California DepartmentofPublicHealth(CDPH),BlueDiamondGrowers(BDG),SantaClaraCounty,Humboldt County,OrangeCounty,SacramentoMunicipalUtilityDistrict(SMUD),SolanoCounty,SanMateo County,StanislausCounty,AlamedaCounty,PortofSanDiego,PortofLongBeach,amongahostof othercounties,cities,anddepartments.

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Providedbelowistherelatedletter(s)ofauthorizationfromMicrosoftwhichshowsthat AgreeYaholdsvalidMicrosoftcertificationsandisacertifiedMicrosoftPartner. 

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M365ProjectMatrix
Wehaveseveralmultiyearandmultiprojectsengagementsforpublicsectororganizationswhere AgreeYahasprovidedthesimilarserviceswhichcityseekslikeCityofLoveland,PlatteRiverPower Authority(PRPA),CityofFontana,KawasakiMotorsCorporationUSA,BureauVeritas, WimberlyAllisonTong&Goo(WATG),NorthValleyEmergencySpecialist(NVES),Cityof Roseville,HospiceofHumboldt,WimberlyAllisonTong&Goo,CaliforniaStudentAid Commission,VillageofSacramento,CaliforniaPublicEmployeeRetirementSystems,Cityof SanJosewherewewerethetechnologypartnertomigratetheiremailsystemstoexchangeOnline. BelowarejustafewofthemanyprojectsthatAgreeYahasexecutedonbehalfofclientsacross varioussectors.TheseexampleswillprovideaflavoroftheuniqueexperiencewebringtotheCity. 

12.G.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the appropriation of $36,360, from the Transportation Development Act Fund, for engineering and grant writing services to be provided by Interwest Consulting Group for the purpose of applying for the 2024 RAISE Grant for infrastructure improvements to Downtown Hanford and nearby alleys

RECOMMENDATION:

Recommended Motion: Approve appropriation of $36,360 in the Transportation Development Act Fund for engineering and grant writing services to be provided by Interwest Consulting Group for the purpose of applying for the 2024 RAISE Grant for infrastructure improvements to Downtown Hanford and nearby alleys
BACKGROUND:

The Federal RAISE Grant provides ~$1.5 billion annually for infrastructure improvements that emphasize "safety, equity, climate and sustainability, and workforce development". The City is seeking approximately $13-18 million in RAISE Grant funds for infrastructure that improves walkability, safety and sustainability in the downtown and nearby alleys.

The RAISE Grant application requires a Benefit-Cost Analysis (BCA) in order to be eligible for funding. The purpose of the BCA is to enable the grant scoring committee to evaluate the cost- effectiveness of the proposed project by comparing its expected benefits to its expected costs relative to the “baseline.” The BCA is a technical document that requires preliminary engineering, engineer cost estimates, and traffic analysis to complete.

City Staff wishes to use Interwest Consulting Group to provide some grant writing and engineering assistance to complete the BCA and other application components at a cost not to exceed $36,360.

Applications for the RAISE Grant are due by February 28, 2024.

FISCAL IMPACT:

Cost of $36,360 for services to be funded from the Transportation Development Act Fund where there is available funding to offset cost. If the 2024 RAISE Grant is awarded, the City will receive approximately $15,000,000 in funding.

ATTACHMENTS:

None

12.H.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Acceptance of a grant from the Federal Railroad Administration (FRA) in the amount of $24,077, to help reduce homelessness along railways, and Amend the Police Department's operating budget by Appropriation of the same amount in the General Fund, and Authorize the City Manager to execute the grant agreement.

RECOMMENDATION:

Recommendation:

Accept a grant from The Federal Railroad Administration (FRA) in the amount of $24,077, and Amend the Police Department's operating budget by Appropriation of the same amount in the General Fund, and Authorize the City Manager to execute the grant agreement.

Recommended Motion:

I move to accept a grant from the Federal Railroad Administration (FRA) in the amount of $24,077, amend the Police Department's operating budget by Appropriation of the same amount in the General Fund, and Authorize the City Manager to execute the grant agreement.

BACKGROUND:

The Hanford Police Department sought the Railroad Trespassing Enforcement Grant through the Federal Railroad Administration (FRA). The Department submitted a grant proposal to help combat trespassing along railways with a major emphasis on reducing the impact of homelessness in those areas. This will help minimize the accidents and occurrences that happen along railways, and prevent the emergence of new homeless encampments.

These grant-funded operations will consist of sixteen (16) separate, four-hour details, comprised of teams of five (5) officers. The five (5) officers from Hanford Police Department will be partnered with additional officers from BNSF, although BNSF personnel will not be compensated through grant funding. Grant funds will be used strictly to compensate Hanford Police Officers’ overtime wages for these operations.

Operations will focus on problem railroad areas throughout the City of Hanford, some of which include Hanford-Armona Road, and the BNSF railroad tracks on the south of town, to Grangeville Boulevard and the tracks to the north side of Hanford, as well as another problem area with the SJVR tracks from East Lacey Boulevard to 13th Avenue to the west. Lastly, additional attention will be paid to the Amtrak station located in the center of the city, which is a problem area, generating many trespass calls.

There are no matching funds associated with this grant, an appropriation for the amount of the grant will have to be made to expend the funds as the reimbursement will occur after the fact. There may be minor expenditures that will have to occur in excess of the grant amount as the grant administrator wants the agency to expend all of the funds and it is not possible to expend the exact amount. We will strive to get as close as possible to the actual grant amount and minimize the impact on the department's operating budget. Any amount in excess can be absorbed within the existing police budget.

FISCAL IMPACT:

The fiscal impact will be a total of $24,077 of grant monies to the City. Staff is requesting a budget amendment to recognize the grant funds and an appropriation of funds in the amount of $24,077 to the General Fund for the Police Department. The City will be reimbursed on a quarterly basis by the grant administrator.

ATTACHMENTS:

1. GRANT AGREEMENT

12.I.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Public Works Engineering: Approval of Final Map, Subdivision Agreement and acceptance of Easements for Tract No. 881, Unit No. 1 near the Southwest of Hume Ave, and Alpine Ave.

RECOMMENDATION:

That the City Council, by motion, approve the Final Map and Subdivision Agreement for Tract No. 881, Unit No. 1, and accept all easements and dedications offered for public use.

BACKGROUND:

The final subdivision map for Tract No. 881, Unit No. 1, a 57-lot subdivision located as shown on the attached map, has been checked and approved by staff. The developer of Tract No. 881, Unit No.1, is Presidio JJR Hidden Oaks II 130, A Delaware Limited Liability Company. All required fees have been paid, and proper improvement security for all required subdivision improvements has been posted in accordance with the attached Subdivision Agreement, which has been reviewed and approved by the Public Works Engineering Department and signed by the developer.

FISCAL IMPACT:

The right of way dedications and easements are offered at no cost to the city, and all subdivision improvements will be constructed at the developer’s expense.

ATTACHMENTS:

1. Tr. 881-1 Subdivision Agreement

2. Tr. 881 Live Oak East Hidden Oaks Unit 1 Final Map

12.J.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of an emergency Purchase Order (PO) 22400418 for emergency well repair at well #35, located at fire station #1, to Valley Pump & Dairy Systems Inc. from Armona, CA in the amount of $153,279.14 for emergency repairs due to breaks in the well casing.

RECOMMENDATION:

Recommendation:

Approve PO 22400418 for the amount of $153,279.14 for emergency well repair at well #35.

Recommended Motion:

That, by motion, the City Council approves.

1. Emergency PO 22400418 in the amount of $153,279.14 to Valley Pump & Dairy Systems, Inc. of Armona, CA for emergency well repairs at well #35

2. Approve appropriations to fully fund PO 22400418 from Water Capital Reserves Fund (0391) BACKGROUND:

Well #35, located behind fire station #1 on Grangeville Blvd. suffered multiple breaks in the well casing, causing the well to collapse and become inoperable. Valley Pump & Dairy Systems, Inc. was previously hired to remove the well and inspect the casing by video. At that time, it was determined that needed repairs could be made, saving the City the cost of potentially drilling a new well. The needed repairs will consist of reaming the well casing, along with patching the breaks and replacing columns of pipe and shaft, along with bushings and a new check valve, and installation of all components to an operational state.

FISCAL IMPACT:

Water Capital Reserves Fund (0391) currently has a balance of approximately $10,609,486.00 and will be able to support the appropriation of $153,279.14 to fully fund emergency PO 22400418.

ATTACHMENTS:

1. Valley Pump Quote

2. Sole Source Letter

12.K.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Public Works: Approval of the Notice of Completion for Tract No. 928 Unit No. 3, located near the Southeast corner of Centennial Drive and Fargo Avenue, in the City of Hanford, and Authorization for the Mayor to execute and the City Clerk to attest and file said Notice with the Kings County Recorder’s Office.

RECOMMENDATION:

That the City Council, by motion, approve a Notice of Completion for Tract No. 928, Unit No. 3 and authorize the Mayor to execute and the City Clerk to attest and file said Notice with the Kings County Recorder’s Office.

BACKGROUND:

On June 7, 2022, the Council approved the Final Map and Subdivision Agreement (attached for reference) for Tract No. 928 Unit 3, an 88-lot residential subdivision, located as shown on the attached map. The developer of the subdivision is San Joaquin Valley Homes, Presidio JJR Bella Vista II 150, LLC. The developer has completed all public improvements required under the subdivision agreement and posted a 10 percent (10%) warranty security, which shall remain in effect for a minimum of one year after the attached Notice of Completion is recorded.

FISCAL IMPACT:

The public improvements have been constructed by the developer as required by the subdivision conditions of approval, and no fiscal impact on the budget will result from approval of the Notice of Completion.

ATTACHMENTS:

1. 928-3 Notice of Completion

2. 928-3 Notice of Completion

3. Recorded FM TR 928-3

RECORDING REQUESTED BY:

CITY OF HANFORD

When recorded return to:

City Clerk
City of Hanford
315 North Douty Street
Hanford, California 93230-3951

G.C. 27361.3 - Fee NIL

NOTICE OF COMPLETION

TO WHOM IT MAY CONCERN:

YOU ARE HEREBY NOTIFIED AS FOLLOWS:

1. The work of Improvement is located near: Southeast corner of Centennial Drive and Fargo Avenue, in the City of Hanford.

2. The Improvement is particularly described as: Tract 928, Unit 3 Subdivision Infrastructure Improvements, recorded on November 8th , 2021, in Volume 27 of Licensed Surveyor’s Plats, at page 07, Kings County Recorders.

3. The date of completion of the work of Improvement: 12/05/23

4. The Owner of the work of Improvement: City of Hanford

5. The nature of the owner’s interest or estate: Fee Simple

6. The name of the original contractor for the work of Improvement: San Joaquin Valley Homes

7. The surety for the work of Improvement: Markel Insurance Company – Bond 4448059

8. Accepted by minute action of the City Council of the City of Hanford on: , 2023.

I certify under penalty of perjury that the forego ing is true and correct.

Dated this __________day of _______________________, 2023.

BY:

Travis Paden , Mayor
City of Hanford, County of Kings, State of California

I, the undersigned, say:

I am the person who signed the foregoing notice. I have read the above notice and know its contents, and the facts stated therein are true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed at Hanford, California, this day of 2023.

BY: ________________________________________
Travis Paden , Mayor
City of Hanford, County of Kings, State of C alifornia

Authority: Section 1181 Civil Code

RECORDING REQUESTED BY:

CITY OF HANFORD
When recorded return to:

City Clerk
City of Hanford
315 North Douty Street
Hanford, California 93230-3951

G.C. 27361.3 - Fee NIL

NOTICE OF COMPLETION
TO WHOM IT MAY CONCERN:

YOU ARE HEREBY NOTIFIED AS FOLLOWS:

1. The work of Improvement is located near: Southeast corner of Centennial Drive and Fargo Avenue, in the City of Hanford.

2.The Improvement is particularly described as: Tract 928, Unit 3 Subdivision Infrastructure Improvements, recorded on November 8th, 2021, in Volume 27 of Licensed Surveyor’s Plats, at page 07, Kings County Recorders.

3. The date of completion of the work of Improvement: 12/05/23

4. The Owner of the work of Improvement: City of Hanford

5. The nature of the owner’s interest or estate: Fee Simple

6. The name of the original contractor for the work of Improvement: San Joaquin Valley Homes

7. The surety for the work of Improvement: Markel Insurance Company – Bond 4448059

8. Accepted by minute action of the City Council of the City of Hanford on: , 2023.

I certify under penalty of perjury that the foregoing is true and correct.

Dated this __________day of _______________________, 2023.

BY:

Travis Paden, Mayor
City of Hanford, County of Kings, State of California

I, the undersigned, say:

I am the person who signed the foregoing notice. I have read the above notice and know its contents, and the facts stated therein are true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed at Hanford, California, this day of 2023.

BY: ________________________________________
Travis Paden, Mayor
City of Hanford, County of Kings, State of California
Authority: Section 1181 Civil Code

12.L.

AGENDA

STAFF REPORT

MEETING DATE: 12/19/2023 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Review and Approval of the Annual Report for Development Impact Fees pertaining to City of Hanford Impact Fees for Parks, Circulation, Fire Protection, Police Protection, Storm Water System, Water System, Wastewater System, and Refuse/Recycling for fiscal year ending June 30, 2023.

RECOMMENDATION:

Recommendation:

That the City Council Review and Approve the Annual Report for Development Impact Fees pertaining to City of Hanford Impact Fees for Parks, Circulation, Fire Protection, Police Protection, Storm Water System, Water System, Wastewater System, and Refuse/Recycling for fiscal year ending June 30, 2023.

Recommended Motion:

I move that the City Council Approve the Annual Report for Development Impact Fees pertaining to City of Hanford Impact Fees for Parks, Circulation, Fire Protection, Police Protection, Storm Water System, Water System, Wastewater System, and Refuse/Recycling for fiscal year ending June 30, 2023.

BACKGROUND:

California Government Code Section 66006 requires the city to annually review at a regular scheduled public meeting the types of fees, amounts of fees, the beginning and ending balances, interest, other income, annual expenditures and other matters concerning the above subject funds.

All impact fees are included in this annual review. Additionally, a public notice of the availability of the information and the time and place of the public meeting was issued in accordance.

California Government Code Section 66001(d) requires the City to make certain findings for the fifth fiscal year following the first deposit into each of the impact fee funds and every five years thereafter.

For the fiscal year 2023, findings are included for Fire Protection Impact Fee, Police Protection Impact Fee, Storm Water System Impact Fee, Water System Impact Fee, and Wastewater System Impact Fee.

The attached Development Impact Fee Annual Report for The Fiscal Year Ended June 30, 2023 summarizes the activity of these Impact Fee funds.

FISCAL IMPACT:

This report does not impact the fiscal year budget.

ATTACHMENTS:

1. DEVELOPMENT IMPACT FEE REPORT 2022-23

CITY OF HANFORD

DEVELOPMENT IMPACT FEE REPORT
FY2022/2023

2023 2026 2028 2031 2033 2036
0180 Park  Impact Fee 
0181 Circulation  Impact Fee 
181‐001 198/12th  Ave Intersection 
181‐002 12th  Avenue 
181‐003 13th  Avenue 
181‐004 43/198  ‐ Costco Center 
0182 Fire  Protection Impact Fee 
0183 Police  Protection Impact Fee 
0184 Storm  Water System Impact Fee 
0185 Water  System Impact Fee 
0186 Wastewater  System Impact Fee 
0187 Refuse/Recycling  Impact Fee 
5‐YEAR FINDINGS SCHEDULE
GC 66001(d)
1

Other Total Total
Beginning Fund
Impact Fees Interest Misc. Revenue, Revenue Expenditures Ending Fund Fund Balance Collected Earned Credits, and for Fiscal Year for Fiscal Year Balance Refunds
Park 5,149,342 879,418 94,698 0 974,117 (382,599) 5,740,859 Circulation 5,886,402 1,701,110 112,077 28 1,813,215 (853,383) 6,846,234 Fire Protection 535,666 189,749 11,855 13,841 215,444 (7,277) 743,833 Police Protection 110,609 114,698 493 25,684 140,874 (422,586) (171,103) Storm Water 620,359 107,107 10,028 19,349 136,484 (228,050) 528,793 Water System 3,464,865 897,079 65,072 106 962,256 (1,961,217) 2,465,905 Wastewater System 2,782,028 769,297 57,707 0 827,004 (67,224) 3,541,807 Refuse/Recycle 146,379 161,949 2,609 0 164,558 (151,767) 159,170 18,695,650 4,820,405 354,538 59,008 5,233,951 (4,074,104) 19,855,497

CITY OF HANFORD
Impact Fee Fund Summary
GC 66006
FY 2022-2023

CITY OF HANFORD
Public Improvement Summary
CIP # Parks Expense
821653 LACEY PARK BASKETBALL COURTS 44,026 23% 2021-22 823609 PARK DEV OVERSIZING REQUIREMNT 321,685 100% ONGOING Sub-Total 365,710
Circulation
823619 EAST LACEY WIDENING 10TH TO SIERRA 32,396 34% 2018-19 820644 TRAF SIGNAL/12TH AV TO HUME 80,408 11% 2020-21 823616 UNSCH ARTERIAL UPGR/TRAF SIGNL 699,823 100% ONGOING Sub-Total 812,628
Fire Protection*
Sub-Total -
Police Protection*
822639 POLICE DEPT PARKING LOT EXPANSION 422,554 100% 2021-22 Sub-Total 422,554
Storm Water*
820648 PUMP INSTALL/MUSSEL SLOU-LAURA 147,060 53% 2021-22 823622 STORM DRAIN SYS OVERSIZING REQ 80,570 100% ONGOING Sub-Total 227,630
Water System*
823634 WATER MAIN OVERSIZING REQUIRE 147,132 100% ONGOING 821638
822633
823637
NEW WATER SUPPLY WELL 1,811,450
70% 2021-22
Sub-Total 1,958,583
Wastewater System*
823625 SEWER MAIN OVERSIZING REQUIRE 41,367 100% ONGOING Sub-Total 41,367
Refuse/Recycling
823007 COMMERCIAL/RECYCLE DUMPSTERS 67,738 14% ONGOING 823008 AUTOMATED REFUSE CONTAINERS 36,653 19% 2021-22 Sub-Total 104,390
Grand Total 3,932,862
Approx Date
Funds Available
232,800   100% 2023‐24
‐   0% ‐
24,000  26% 2025 ‐26
113,000   27% 2024‐25
105,000  23% 2025‐26
55,690   33% 2023‐24
250,000   100% Ongoing
945,040  20% 2024‐25
830,000  63% 2024‐25
3,313,980  55% 2023‐24/Partial
250,000  100% Ongoing
92,180  100% Ongoing
Total Cost of Project
Funded from Impact Fees
GC 66006
FY 2022-2023
% of Total Cost of
Improv. Funded
from Impact Fees
Approx. date to commence
(construction), if funds
available to complete project
GC 66001(d)
Future Projects for Fire Protection FY23‐26
Fire Station 5 Land Acquisition
Future Projects for Police Protection FY23‐26
None
Future Projects for Storm Water System FY23‐26
Centennial Drive Storm Drainage Improvements South of Berkshire Lane Courthouse Parking Lot Reconstruction
Irwin Street from 7th Street to alley
Houston Ave Pipeline/Sand Slough
Storm Drain Sys Oversizing Req
Future Projects for Water System FY23‐26
Industrial Park Water Storage
Water Distrib Main Ext Program
New Water Supply Well
Water Main Oversizing Require
Future Projects for Wastewater System FY23‐26
Sewer Main Oversizing Req
*Findings included in this report

Resolution: 22-34-R Effective Date: 8/2/2022

CATEGORY FEE
Low Density Residential (per unit) $2,899.77
Medium Density Residential (per unit) $2,596.95
High Density Residential (per unit) $2,294.13
Development Fee for Single Family Residence $8,667.89

IMPACT FEE CREDITS
Park Improvements Acre $198,839.38
Land for Park Acre $97,124.00
Basis: Estimated park development cost, total unimproved acres in City, estimated population and future dwelling units.

Non-residential uses are not charged the parks impact fee.

The Parks Impact Fee fund was established April 20, 2004 by the City Council Resolution 04-23-R. The purpose of the Parks Impact Fee is to acquire and/or develop public park and recreational facilities in order to reduce the impacts of overcrowding of existing park facilities caused by new development within the Hanford General Plan Area.

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023

PARK IMPACT FEES

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023

CIRCULATION IMPACT FEES
Resolution: 22-34-R Effective Date:
8/2/2022

CATEGORY UNITS FEE
Single-Family Residential Dwelling Unit $4,117.12
Multi-Family Residential Dwelling Unit $2,891.02
Senior Residential/ Assisted Living Dwelling Unit $1,497.13 Hotel/Motel (per room) Room $2,620.90
Retail (<100KSF) (unless specifically listed below) 1,000 sq. ft. $12,002.05 Retail (>100KSF) 1,000 sq. ft. $9,063.26
Convenience Store - without gas station 1,000 sq. ft. $108,637.53 Gas Station - with or without convenience store Fuelin g Position $15,880.45 Motor vehicle sales, minor and major repair 1,000 sq. ft. $2,273.70 Restaurant - no drive-thru 1,000 sq. ft. $23,214.05
Restaurant with drive-thru - stand-alone 1,000 s q. ft. $106,098.14 Restaurant with drive-thru with in a shopping center 1,000 sq. ft. $28,524.09 General Office/ Bank 1,000 s q. ft. $5,108.29
Medical/Dental Office 1,000 sq. ft. $10,332.88
Government 1,000 s q. ft. $3,127.79
Industrial/Service Commercial 1,000 sq. ft. $2,056.03
Warehouse/Distribution < 100,000 sq. ft. 1,000 sq. ft. $1,695.90 Warehouse/Distribution > 100,000 sq. ft. or Mini Storage 1,000 sq. ft. $815.58 Religious Institution or Facility (unitless) $2,221.41
Other Uses Option Per Trip $398.68

IMPACT FEE CREDITS
Circulation- Arterial and Major Arterial Street
Median Curb (both sides) Lineal Foot $21.58
Median Concrete (16' wide) Lineal Foot $172.66
Pavement (one side- 22' wide) Lineal Foot $85.89
Right of Way in Exceeding 42' Wide Half Street Square Foot $2.23 Circulation- Collection Street
Pavement (one side- 18' wide) Lineal Foot $61.25
Circulation- Street Intersections
Traffic Si
gnal Each $431,661.00
Intersection Improvements (full) Each $431,661.00
*Tripend rates for other than those listed above shall be determined using trip general statistics in the Insitute of *Tripends for development within the MX‐D, Mixed Use Downtown Zone District shall be reduced by 20% to reflect captured trip rates for multi‐use district.
*Cost of improvement completed by developer on arterial and designated collectors will be credited in accordance with the The Circulation Impact Fee Fund was established April 20, 2004 by the City Council Resolution 04-27-R. The purpose of the Circulation Impact Fee is to meet goals and objectives of the land use and circulation elements of the the City's general plan and to mitigiate the transportation, traffic, and air quality impacts caused by new development within the Hanford General Plan Area. Additionally, the fee supports public transportation improvements and construction of transportation system facilities.

Basis: Estimated total costs of new circulation infrastructure needed to support new growth, land uses, trip demand factor for each identified use, average daily trips, estimated total future residential units and non-residential square footage. Downtown uses have a 20% reduction in fees. Fees amount vary by the type of units used.

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023
Resolution: 22-34-R Effective Date: 8/2/2022

CATEGORY FEE
Low Density Residential (per unit) $578.19
Medium Density Residential (per unit) $325.02
High Density Residential (per unit) $163.30
Development Fee for Single Family Residence $8,667.89
Neighborhood Commercial (per square foot) $0.4851
Regional Commercial (per square foot) $0.4043
Service Commercial (per square foot) $0.6064
Highway Commercial (per square foot) $0.4851
Office Residential (per square foot) $0.2021
Office (per square foot) $0.2274
Neighborhood Mixed Used (per square foot) $0.4851
Corridor Mixed Used (per square foot) $0.4851
Downtown Mixed Used (per square foot) $0.0808
Light Industrial (per square foot) $0.1410
Heavy Industrial (per square foot) $0.1410
Open Space (per square foot) $0.0000
Public Facilities (per square foot) $0.0564
Educational Facilities (per square foot) $0.0000

FIRE PROTECTION IMPACT FEES
The Fire Impact Fee Fund was established April 20, 2004 by the City Council Resolution 04-22-R. The purpose of the Fire Impact Fee is to finance the construction of Fire Facilities and purchase of fire fighting equipment in order to reduce the impacts on fire facilities and equipment caused by new development.

Basis: Estimated incidents per acre for residential, commercial and industrial land use designations.

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023
Resolution: 22-34-R Effective Date: 8/2/2022

CATEGORY FEE
Low Density Residential (per unit) $313.75
Medium Density Residential (per unit) $463.94
High Density Residential (per unit) $150.47
Development Fee for Single Family Residence $8,667.89
Neighborhood Commercial (per square foot) $0.6461
Regional Commercial (per square foot) $0.2838
Service Commercial (per square foot) $0.0929
Highway Commercial (per square foot) $0.2135
Office Residential (per square foot) $0.3806
Office (per square foot) $0.2291
Neighborhood Mixed Used (per square foot) $0.6167
Corridor Mixed Used (per square foot) $0.4189
Downtown Mixed Used (per square foot) $0.3614
Light Industrial (per square foot) $0.0133
Heavy Industrial (per square foot) $0.0050
Open Space (per square foot) $0.0000
Public Facilities (per square foot) $0.0815
Educational Facilities (per square foot) $0.0000
Basis: Estimated incidents per acre to apply to land use designations.

POLICE PROTECTION IMPACT FEES
The Police Impact Fee Funds was established April 20, 2004 by the City Council Resolution 04-21-R. The purpose of the Police Impact Fee is to finance the construction of Police Facilities and purchase police equipment in order to reduce impacts on police facilities and equipment caused by new development.

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023
Resolution: 22-34-R Effective Date: 8/2/2022

CATEGORY
FEE
Low Density Residential (per acre) $2,556.56
Medium Density Residential (per acre) $2,812.21
High Density Residential (per acre) $3,067.86
Development Fee for Single Family Residence $562.44
Neighborhood Commercial (per acre) $4,601.80
Regional Commercial (per acre) $4,601.80
Service Commercial (per acre) $4,601.80
Highway Commercial (per acre) $4,601.80
Office Residential (per acre) $3,067.86
Office (per acre) $4,601.80
Neighborhood Mixed Used (per acre) $4,601.80
Corridor Mixed Used (per acre) $4,601.80
Downtown Mixed Used (per acre) $3,679.64
Light Industrial (per acre) $4,090.48
Heavy Industrial (per acre) $4,090.48
Open Space (per acre) $0.00
Public Facilities (per acre) $3,579.17
Educational Facilities (per acre) $3,579.17

IMPACT FEE CREDITS
12'' Pipeline Lineal Foot $104.00
21'' Pipeline Lineal Foot $236.92
24'' Pipeline Lineal Foot $279.73
30'' Pipeline Lineal Foot $343.95
36'' Pipeline Lineal Foot $408.18
42'' Pipeline Lineal Foot $472.40
48'' Pipeline Lineal Foot $558.03
60'' Pipeline Lineal Foot $643.66
96'' Pipeline Lineal Foot $1,094.65
Retention Basin (0 to 5 acre feet) Acre Foot $35,655.28 Retention Basin (Over 5 to 10 acre feet) Acre Foot $21,286.78 Retention Basin (Over 10 to 20 acre feet) Acre Foot $12,113.31 Retention Basin (Over 20 acre feet) Acre Foot $7,355.68 The Storm Water System Impact Fee Fund was established April 20, 2004 by the City Council Resolution 04-26-R.The purpose of the Storm Water System Impact Fee is to finance the construction and expansion of Storm Water collection, drainage and retention system facilities in order to reduce impacts on storm water facilities caused by new development. Additionally, these improvements will ensure the CIty will continue to provide an effective and efficient storm water drainage system for it's citizens.

Basis: Impervious surface percentage factor from the Storm Drainage Master Plan along with an adjustment for a 20% reduction in fees for downtown uses to provide an impact dollar amount for each land use designation.

STORM WATER IMPACT FEES

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023
Resolution: 22-34-R Effective Date: 8/2/2022

CATEGORY FEE
Low Density Residential (per unit) $2,626.68
Medium Density Residential (per unit) $1,468.36
High Density Residential (per unit) $889.01
Development Fee for Single Family Residence $8,667.89
Neighborhood Commercial (per square foot) $1.1196
Regional Commercial (per square foot) $0.9765
Service Commercial (per square foot) $1.3536
Highway Commercial (per square foot) $1.1196
Office Residential (per square foot) $1.2040
Office (per square foot) $0.7784
Neighborhood Mixed Used (per square foot) $1.3957
Corridor Mixed Used (per square foot) $1.2576
Downtown Mixed Used (per square foot) $0.2661
Light Industrial (per square foot) $1.5759
Heavy Industrial (per square foot) $1.6066
Open Space (per square foot) $0.0000
Public Facilities (per square foot) $1.3536
Educational Facilities (per square foot) $0.7101

IMPACT FEE CREDITS
8" Pipeline Lineal Foot $70.00
12" Pipeline Lineal Foot $186.96
18" Pipeline Lineal Foot $226.92
Groundwater Well (1,500 gpm) Each $1,295,262.00
Pump Station (3 @ 3,100 gpm) Each $4,319,846.00
Pump Station (4 @ 1,400 gpm) Each $2,955,173.00
Storage Tank (1.5 MG) Each $3,690,674.00
Land for Storage Tank or Well Acre $43,166.00

WATER SYSTEM IMPACT FEES
The Water System Impact Fee Fund was established April 20, 2004 by the City Council Resolution 04-24-R. The purpose of the Water System Impact Fee is to finance the construction and expansion of Water Facilities in order to reduce the impacts on Water Facilities caused by new development. Additionally, the fee will continue to provide for efficient water service to the citizens of the City and an adequate supply of quality water.

Basis: Water demand coefficient from the Water Master Plan and an adjustment for fire flow to determine an estimated total gallons of water per day for each land use designation.

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023
Resolution: 22-34-R Effective Date: 8/2/2022

CATEGORY
FEE
Low Density Residential (per unit) $2,249.50
Medium Density Residential (per unit) $1,800.73
High Density Residential (per unit) $1,641.89
Development Fee for Single Family Residence $8,667.89
Neighborhood Commercial (per square foot) $0.7572
Regional Commercial (per square foot) $0.7789
Service Commercial (per square foot) $0.7690
Highway Commercial (per square foot) $0.7572
Office Residential (per square foot) $1.6268
Office (per square foot) $0.7617
Neighborhood Mixed Used (per square foot) $1.4789
Corridor Mixed Used (per square foot) $1.0648
Downtown Mixed Used (per square foot) $0.4647
Light Industrial (per square foot) $0.8726
Heavy Industrial (per square foot) $1.0057
Open Space (per square foot) $0.0000
Public Facilities (per square foot) $0.7690
Educational Facilities (per square foot) $0.4732

IMPACT FEE CREDITS
8" Gravity Main Lineal Foot $192.00
12" Gravity Main Lineal Foot $325.40
15" Gravity Main Lineal Foot $341.10
18" Gravity Main Lineal Foot $368.22
21" Gravity Main Lineal Foot $399.61
24" Gravity Main Lineal Foot $415.31
27" Gravity Main Lineal Foot $479.53
30" Gravity Main Lineal Foot $563.74
36" Gravity Main Lineal Foot $700.75
18" Force Main Lineal Foot $328.48
Lift Station GPM $1,492.25
The Wastewater System Impact Fee Fund was established April 20, 2004 by the City Council Resolution 04-25-R. The purpose of the Wastewater System Impact Fee is to finance the construction and expansion of Wastewater Facilities, relocation and expansion of wastewater holding ponds as well as the acquisition and development of effluent irrigation areas in order to reduce the impacts on Wastewater Facilities caused by new development.

Basis: Unit flow factor from the Wastewater Master Plan to determine an estimated total gallons per days of wastewater generated for each land use designation.

WASTEWATER IMPACT FEES

CITY OF HANFORD
Description and Fee Amount
GC 66001(d) and 66006
FY 2022-2023

REFUSE/RECYCLING IMPACT FEES
Resolution: 22-34-R Effective Date:
8/2/2022

CATEGORY FEE
Development Fee for Single Family Residence $523.39
Residential Container/Equipment (per unit) $523.39
Commercial
Per No. of 1 cubic yard dumpsters $917.28
Per No. of 2 cubic yard dumpsters $1,154.69
Per No. of 3 cubic yard dumpsters $1,230.23
Per No. of 6 cubic yard dumpsters $1,564.77
The Refuse and Recycling Development Impact Fee Fund was established November 1, 2005 by the City Council Resolution 05-63-R. The purpose of the Refuse/Recycling Impact Fee is to finance the acquisition of Refuse and Recycling Vehicles and Equipment in order to reduce the impacts on costs of additional Refuse and Recycling Vehicles and Equipment caused by new development. Additionally, the fee will continue to provide efficient and effective refuse and recycling services for the citizens of the City.

Basis: Estimated costs of solid waste trucks, containers and dumpsters, estimate of residential units, estimate of number of trucks needed for number of residences, cost of additonal commercial containers based on use.

Council Future Agenda Items
Originated
Date Item Originator Staff Lead Date Estimate
8/15/2023 Municipal Code Amendments to
modify the chapter related to murals
and consider and adopt a policy to
approve murals at the administrative
level.

Council
Direction
Jason Waters 1/16/2024
10/17/2023 Review and Discussion of the various
elements and criteria of the Historic
Overlay Zone and direction from
Council on potential amendments.

Council
Direction
Jason Waters 1/16/2024
11/7/2023 Council discussion regarding the
creation of a CFD to fund the
expansion of Hidden Valley Park and
citywide park maintenance.

Council
Direction
Various Staff 2/6/2024
12/5/2023 Presentation regarding the Operation
and Programs for the Longfield
Community Center.

Council
Consensus
Brad Albert 1/16/2024