Hanford City Council
June 17, 2025

City Council Meeting
Agenda
June 17, 2025
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/

4:00 PM CALL TO ORDER STUDY SESSION AND CLOSED 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 on the Background and Services of the City Attorney CLOSED SESSION FOR DISCUSSION OF THE FOLLOWING:

A. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (GC 54956.9)(d)(1)):

City of Hanford v. Arthur E. Delgado
Case No. 24CU0048

B. CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (GC 54956.9 (d)(1))

Workers’ Compensation Claims
C. CONFERENCE WITH LABOR NEGOTIATOR (GC 54957.6)

Agency designated representatives: Mario Cifuentez and Chris Tavarez Employee Organization(s): EMEA, GEMA, PUMA, SEIU, HPOA, and Fire

D. PUBLIC EMPLOYMENT (Gov. Code section 54957(b)(1))

Title: Interim City Manager

E. CONFERENCE WITH LEGAL COUNSEL-ANTICIPATED LITIGATION (54956.9 (d)(2))

Three potential cases.

CALL TO ORDER REGULAR SESSION:

ROLL CALL:

INVOCATION:

Pastor Mark Curts
FLAG SALUTE:

CLOSED SESSION ACTION REPORT:

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.

REORGANIZATION OF THE CITY COUNCIL SELECTION OF THE MAYOR AND VICE MAYOR:

A. Reorganization of the City Council - Selection of the Mayor and Vice Mayor 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. Waive reading in full of resolutions and ordinances and approval and adoption of same by reading the title only.

B. City Clerk: Approval of the Minutes of the May 6, 2025, Meeting C. City Clerk: Approval of the Minutes of the May 20, 2025, Meeting D. Administration: Appointment of Travis Paden and Mark Kairis to an Ad-Hoc subcommittee for the purpose of negotiating a contract with Hanford Youth Baseball for the use of the Bob Hill Sports Complex.

E. Community Development: Award of the On-call Contracts for Building and Fire Plan Review and Inspection Services.

F. Public Works: Approval of thirty-three (33) blanket purchase orders over $50,000, for various divisions within the Public Works and Utilities and Engineering, for a total amount of $9,732,432, previously approved in recently adopted FY 25/26 budget.

G. Public Works:

Approval of the sole source procurement of three (3) Peterbilt 520 side load refuse trucks from Haaker Refuse of La Verne CA, using Sourcewell Contract 110223-MCN, in the amount of $1,527,021.50; and approval of one (1) Peterbilt 520 front load refuse truck from Municipal Maintenance Equipment of Sacramento CA, using Sourcewell Contract 110223-LEG in the amount of $460,391.51, for a total cost of $1,987,413.01 to be funded from Fleet Reserve Fund 0448 account and declare replaced trucks surplus.

H. Public Works:

Approval of a sole source procurement of three (3) Ford F-150 pickup trucks, two (2) Ford F-150 Lightning EV pickup trucks and five (5) Dodge Durango Pursuit Vehicles from National Auto Fleet Group of Watsonville, CA, under Sourcewell Contract 091521-NAF, in the amount of $574,881.68 and approve the upfitting of said vehicles by Cooks Communications of Fresno, CA, in the amount of $343,094.13, for a total expenditure of $917,975.81 to be funded by Measure H.

I. Public Works: Award of a contract to Dryco Construction, Inc., of Sacramento, CA, for the FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) Project, in the amount of $883,883, a Measure H project.

J. Public Works: Award of a contract to Cen-Cal Construction, of Bakerfield, CA, for the FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment), in the amount of $186,186 and approve a 15% contingency of $27,927, a Measure H project.

K. Finance: Authorization to Enter into a 5-Year Lease and Service Agreement with UBEO Business Services for Multi-Function Copier Lease and Maintenance Services in the amount of $38,487.12 per year, with the 5-year contract amount totaling $192,435.60.

GENERAL BUSINESS:

A. Utilities and Engineering: Adoption of Resolution No. 25-36-R designating the Fiscal Year 2025/26 “Project List” for Road Maintenance and Rehabilitation Account (RMRA) gas tax funding; and Appropriation of Hanford's estimated RMRA funding projection of $1,605,667.

B. Administration: Council discussion of a potential Independence Day Drone Show and direction to staff as appropriate.

C. City Attorney: Council approval of the Interim City Manager Employment Agreement 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).

A. INFORMATION REPORT - MAY WARRANT REGISTER
ITEMS FOR FUTURE AGENDAS:

At this time, any Council Member may ask a question for clarification or may request a matter, which is not otherwise scheduled on a City Council agenda, to be placed on a future agenda. The Council Member referring the item shall provide sufficient information as to the nature of the item. The City Council, by concurrence of a majority, may direct the City Manager to put the item on a future agenda. (GOV. CODE SEC. 54954.2) A. Council Future Agenda Items
B. Upcoming Events and Important Dates:

Kids Summer Camp: June 9–August 8
July 1: Regular City Council Meeting

July 15: 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}

12.A.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025
AGENDA SECTION: REORGANIZATION OF

THE CITY COUNCIL SELECTION OF THE

MAYOR AND VICE MAYOR

SUBJECT:

Reorganization of the City Council - Selection of the Mayor and Vice Mayor

RECOMMENDATION:

Recommendation: That the City Council:

1. Accept, by motion, the resignation of Lou Martinez as the Mayor of the City of Hanford; and

2. Conduct the reorganization process and appoint a new Mayor, and, if deemed appropriate, appoint a new Vice Mayor to serve for the remainder of the 2025 term in those respective positions.

BACKGROUND:

On June 2, 2025, Mayor Martinez submitted his letter of resignation, from the position of Mayor, to the City Clerk.

Accordingly, Council will need to take action to fill the vacated position through the normal selection process.

FISCAL IMPACT:

ATTACHMENTS:

1. Martinez Mayoral Resignation 6.2.2025

13.B.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the Minutes of the May 6, 2025, Meeting

RECOMMENDATION:

Recommendation: Approve the minutes of the May 6, 2025, meeting.

BACKGROUND:

FISCAL IMPACT:

ATTACHMENTS:

1. May 6, 2025 Meeting Minutes

13.C.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the Minutes of the May 20, 2025, Meeting

RECOMMENDATION:

Recommendation: Approve the minutes of the May 20, 2025, meeting.

BACKGROUND:

FISCAL IMPACT:

ATTACHMENTS:

1. May 20, 2025 Meeting Minutes

13.D.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Appointment of Travis Paden and Mark Kairis to an Ad-Hoc subcommittee for the purpose of negotiating a contract with Hanford Youth Baseball for the use of the Bob Hill Sports Complex.

RECOMMENDATION:

Recommendation: That the City Council, by motion, appoint Travis Paden and Mark Kairis to an Ad- Hoc subcommittee for the purpose of negotiating a contract with Hanford Youth Baseball for the use of the Bob Hill Sports Complex.

BACKGROUND:

At the June 3, 2025 Council meeting, Council directed the City Manager to bring back an item to appoint two (2) Council members to an ad-hoc subcommittee for the purpose of negotiating a contract for the use of the fees.

Council has previously appointed Council members to subcommittees for the purpose of negotiating contracts and that allows for Council and Staff to work in good faith towards an agreement that Council is most likely to approve.

If the negotiations result in a mutually agreeable contract for both parties, the matter will be brought back to Council for approval of the contract.

FISCAL IMPACT:

There wouldbe no direct fiscal impact as a result of this Council action.

ATTACHMENTS:

None

13.E.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Award of the On-call Contracts for Building and Fire Plan Review and Inspection Services.

RECOMMENDATION:

Recommendation: That the City Council, by motion, Authorize the City Manager to execute professional services agreements with the consultants selected through the Request for Qualifications (RFQ) process for Building Plan Review, Fire Plan Review, and Inspection Services for up to a five-year term.

Recommended Motion: I move to authorize the City Manager to execute professional services agreements with the consultants selected through the Request for Qualifications (RFQ) process for Building Plan Review, Fire Plan Review, and Inspection Services for up to a five-year term.

BACKGROUND:

On April 17, 2025, the City issued a Request for Qualifications (RFQ) to establish a list of qualified consultants for as-needed support in the following service categories:

1. Building Plan Review (including accessibility plan check)

2. Fire Plan Review

3. Inspection Services (for both building and fire-related construction) Firms were invited to submit Statements of Qualifications (SOQs) for one or more categories.

A staff evaluation panel reviewed and scored each submission based on pre-established criteria including experience, certifications, project approach, and references. The top-rated firms in each category have been deemed qualified to provide on-call services and will be placed on a pre- approved list for the duration of the contract period.

Category I: Building Plan Review Services
A total of ten proposals were received by the submission deadline.

1. BPR

2. Bureau Veritas

3. Interwest

4. JAS

5. Rod Carsey

6. Shum Coda Assoc

7. True North

8. UpAvanti

9. West Coast Code

10. 4Leaf

Selected firms for Building Plan Review Services:

1. 4 Leaf

2. BRP

3. Interwest

4. JAS

5. Rod Carsey

Category II: Fire Plan Review Services

A total of nine proposals were received by the submission deadline.

1. BPR

2. Bureau Veritas

3. Interwest

4. JAS

5. Shum Coda Assoc

6. True North

7. UpAvanti

8. West Coast Code

9. 4Leaf

Selected firms for Fire Plan Review Services:

1. 4 Leaf

2. BRP

3. Interwest

4. JAS

5. UpAvanti

Category III: Fire and/or Building Inspection Services

A total of six proposals were received by the submission deadline.

1. BRP

2. 4Leaf

3. Bureau Veritas

4. Shum Coda Assoc

5. Interwest

6. True North

Selected firms for Fire and/or Building Inspections Services

1. 4 Leaf

2. BRP

3. Interwest

Entering into these agreements will allow the City to maintain continuity in plan review and inspection services during periods of high permit activity, complex project review, staff vacancies, or specialized need. Services will be utilized on an as-needed basis to maintain turnaround commitments and customer service standards.

FISCAL IMPACT:

There is no immediate fiscal impact resulting from this action. Costs associated with services provided under these agreements will be funded through the operational expense accounts of the Building Safety and Fire Divisions, as allocated in the adopted budget.

ATTACHMENTS:

1. RFQ On-Call Plan Review and Inspection Services

2. Notice of Intent to Award

CITY OF HANFORD

REQUEST FOR QUALIFICATIONS

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
(5 YEAR CONTRACT)

ELECTRONIC SUBMITTAL DEADLINE:

AT OR BEFORE 2:00 P.M. LOCAL TIME ON

Wednesday, May 14, 2025

Release Date: April 17, 2025

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
2 CITY OF HANFORD, CALIFORNIA
NOTICE OF REQUEST FOR QUALIFICATIONS RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES

PROPOSALS will be received electronically through BidNet Direct’s California Purchasing Group website listed below until 2:00 p.m. on Wednes day, May 14, 2025, for On -Call Plan Review and Inspection Services, at which time they will be publicly opened digitally and posted for performing work in accordance with the Scope of Work for this project.

PROPOSER TELECONFERENCE: A non-mandatory, informational proposer teleconference has been scheduled for Wednesday, April 30, 2025 beginning at 10:00 a.m. To register for the teleconference, please email the attendee’s contact information to [email protected] and a link to the teleconference will be emailed to you. This meeting is an opportunity for interested proposers to ask questions regarding the Request for Qualification requirements.

CONTRACT DURATION: The Consultant Agreement will have a performance period of five (5) years.

LICENSE REQUIREMENTS: Consultant is to be licensed to perform work in the State of California.

CONTRACT BUDGET/NOT TO EXCEED AMOUNT : The total combined amount payable to the consultants for all projects shall not exceed $320,000 per year, with a maximum amount not to exceed $1,600,000 over five years without a signed amendment.

CONTRACT DOCUMENTS may be obtained via download by registered users through the City’s BidNet website available at the following link: https://www.bidnetdirect.com/california/cityofhanford.

Prospective consultants are advised that should this RFQ result in recommendation for award of a contract, the contract will not be in force until it is approved and fully executed by the City of Hanford.

All products used or developed in the execution of any contract resulting from this RFQ will remain in the public domain until the completion of the contract.

Consultants must comply with all State and Federal regulations applicable to this contract.

USE OF SUBCONSULTANTS : The proposal may include subconsultants and should delineate the responsibilities of each of those participants within your proposal. However, the City will recognize the party legally signing the Bid Proposal as the prime consultant and contracting party, who as such, will assume ultimate responsibility for ensuring compliance with the specifications, terms and conditions of this request for qualifications.

Executive Order N -6-22 – Russia Sanctions: On March 4, 2022, Governor Gavin Newsom issued Executive Order N6- 22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
3 a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

THE CITY OF HANFORD AFFIRMATIVELY ENSURES that Minority Business Enterprises (MBE) and Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit proposals in response to this notice. Individuals and/or entities submitting proposals to the City of Hanford will not be discriminated against on the basis of race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, gender identity or expression, age, sexual orientation, or military and veteran status in any consideration leading to the award of the contract.

No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity leading to the award of a contract.

The right is reserved by the city of Hanford to reject any or all proposals, to waive any irregularities or informalities not affected by law, to evaluate the proposals submitted and to award the contract according to the proposal which best serves the int erest of the City. All products used or developed in the execution of any contract resulting from this RFQ will remain in the public domain at the completion of the contract.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
4 TABLE OF CONTENTS

I. INTRODUCTION ........................................................................................................................................... 6 A. CITY OF HANFORD BACKGROUND .................................................................................................. 6 B. SERVICES TO BE PROVIDED .............................................................................................................. 6 C. RFQ TIMELINE ....................................................................................................................................... 7 II. CATEGORY 1 – BUILDING PLAN REVIEW SERVICES ............................................................................. 7 A. BACKGROUND ...................................................................................................................................... 7 B. SCOPE OF WORK ................................................................................................................................... 7 C. SUBMISSION REQUIREMENTS ........................................................................................................... 8 D. SCORING CRITERIA .............................................................................................................................. 8 III. CATEGORY 2 – FIRE PLAN REVIEW SERVICES ..................................................................................... 9 A. BACKGROUND ...................................................................................................................................... 9 B. SCOPE OF WORK ................................................................................................................................... 9 C. SUBMISSION REQUIREMENTS ........................................................................................................... 9 D. SCORING CRITERIA ............................................................................................................................ 10 IV. CATEGORY 3- BUILDING AND/OR FIRE INSPECTION SERVICES ..................................................... 10 A. BACKGROUND .................................................................................................................................... 10 B. SCOPE OF WORK ................................................................................................................................. 10 C. SUBMISSION REQUIREMENTS ......................................................................................................... 10 D. SCORING CRITERIA ............................................................................................................................ 11 V. SELECTION PROCESS ............................................................................................................................... 11 A. GUIDELINES ......................................................................................................................................... 11 B. EVALUATION PROCESS .................................................................................................................... 11 C. EVALUATION CRITERIA ................................................................................................................... 12 D. COST PROPOSAL ................................................................................................................................. 12 E. ESCALATION........................................................................................................................................ 12 VI. ADDITIONAL INFORMATION .................................................................................................................. 12 A. GENERAL REQUIREMENTS .............................................................................................................. 12 B. MATERIALS TO BE PROVIDED BY THE CONSULTANT .............................................................. 13 C. STATE & LOCAL REQUIREMENTS .................................................................................................. 13 D. CITY RESPONSIBILITIES ................................................................................................................... 13 E. CONFLICT OF INTEREST STATEMENT ........................................................................................... 13 VII. EXAMINATION OF ENTIRE RFQ REQUIREMENTS: .......................................................................... 14 A. WITHDRAWAL OF PROPOSALS ........................................................................................................ 14 B. REJECTION OF PROPOSALS .............................................................................................................. 15 C. AWARD OF CONTRACT ..................................................................................................................... 15 VIII. GENERAL CONDITIONS .......................................................................................................................... 15 A. IMPORTANT NOTICE .......................................................................................................................... 15 B. CONTRACTING AGENCY................................................................................................................... 16 C. LEGAL RESPONSIBILITIES ................................................................................................................ 16 D. PERMITS AND LICENSES ................................................................................................................... 16 E. INDEMNIFICATION AND INSURANACE ......................................................................................... 16 F. ASSIGNMENT OF CONTRACT .......................................................................................................... 17 G. RIGHT TO REQUIRE PERFORMANCE .............................................................................................. 17 H. ETHICS IN PUBLIC CONTRACTING ................................................................................................. 17 I. RUSSIA SANCTIONS EXECUTIVE ORDER N-6-22 ......................................................................... 18 J. EQUAL EMPLOYMENT OPPORTUNITY .......................................................................................... 18 K. VENUE ................................................................................................................................................... 19 L. PROTEST PROCEDURES .................................................................................................................... 19 M. PROPRIETARY INFORMATION ......................................................................................................... 19 N. INCURRING COSTS ............................................................................................................................. 20 O. CANCELATION DUE TO UNAVAILABILITY OF FUNDS .............................................................. 20 P. FIREARMS PROHIBITED .................................................................................................................... 20

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
5 Q. SPECIAL CONDITIONS APPLICABLE TO THIS CONTRACT ........................................................ 20 IX. APPENDIX A- FORMS .................................................................................................................................. 22 FORMS TO BE SUBMITTED WITH PROPOSAL ...................................................................................... 23 SAMPLE AGREEMENT FOR SERVICES ..................................................................................................... 32

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
6 I. INTRODUCTION

A. CITY OF HANFORD BACKGROUND

Hanford is located West of State Highway 99 and along State Highway 198. The City’s population is approximately 60,000. The incorporated area covers approximately seventeen square miles. Hanford is the county seat of Kings County, located in the heart of California’s San Joaquin Valley between Stockton and Los Angeles. Agriculture is the predominant land use surrounding Hanford and is the leading contributor to the City’s economy. Hanford continues to exhibit a strong small-town character and takes pride in its vibrant downtown which has remained the focal point and geographic center of the City.

As with many cities in the Central Valley, Hanford is experiencing extensive growth in commercial and private developments. The city has approximately 1,500 new homes planned in the next 5 years.

B. SERVICES TO BE PROVIDED

The City of Hanford is inviting Statements of Qualifications (SOQ) from qualified consulting firms, hereinafter called Consultants, to provide on-call plan review and inspection services to the City. To be considered for this contract, firms must meet the qualifications and satisfy the requirements as stated in this Request for Qualifications (RFQ). The agreement shall extend for a five-year period. The City intends to qualify no more than five (5) consultants for each category listed below.

On-call services are desired in the following categories. Consultants may submit qualifications for one or more or all the categories:

1. Building Plan Review Services

2. Fire Plan Review Services

3. Building and/or Fire Inspection Services

Each category is described in detail in the Scope of Work section. Firms may submit qualifications for one or more categories.

1. On-call consultants will provide third-party plan review and inspection services on an as-needed basis. For City projects requiring a formal bidding process or those with greater complexity, the City will continue to issue RFPs as necessary.

2. Prospective Consultants are required to carefully and fully investigate all of the requirements of this RFQ. By submitting a Statement of Qualifications, the Consultant represents and certifies to the City that such investigation has been completed and tha t it fully understands the Scope of Work.

3. The City reserves the right to reject any and all Statement of Qualifications where deemed necessary.

4. The total combined amount payable to the consultants shall not exceed $320,000 per year, with a maximum total of $1,600,000 over five (5) years, without a signed amendment.

5. Consultants must achieve a minimum score of 80 points based on the selection criteria outlined in this RFQ to be considered for selection. If multiple firms exceed 80 points, the City reserves the right to limit the number of selected consultants in each category to a maximum of five.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
7 6. The City will not reimburse Consultants for any costs involved in the preparation and submission of Statement of Qualifications. Furthermore, this RFQ does not obligate the City to accept or contract for any expressed or implied services.

7. The City reserves the right to request any Consultant submitting a Statement of Qualification to clarify its submission or to supply additional material deemed necessary to assist in the selection process.

8. All submitted Statement of Qualifications and information included therein or attached thereto shall become public record.

9. Consultants are requested to provide any exceptions, additional information or suggestions that will aid in the City’s selection process.

10. The Consultant is required to follow the Submission Requirements for each particular category in formatting their responses. If responding to more than one category, complete information is required for that category even if duplicative of information provided in another category.

Separate submission packages are required for each category.

C. RFQ TIMELINE

Event Date of Event
RFQ Available to the public April 17, 2025 Informational Proposer Teleconference @ 10:00 a.m. April 30, 2025 Deadline for questions at 4:00 p.m. May 7, 2025 Electronic Proposal submittal deadline @ 2:00 p.m. May 14, 2025 Interviews/Presentations with short-listed firms May 2025 Award of Contract @ City Council Meeting June 2025
Contract Begins July 1, 2025

II. CATEGORY 1 – BUILDING PLAN REVIEW SERVICES

A. BACKGROUND

This category establishes a list of one or more pre -qualified building plan review consulting firms, herein called Building Plan Review Consultant, to provide plan review services directly to the city. The City’s Building Division is responsible for ensuring that all construction within the jurisdiction complies with adopted codes and standards under the California Code of Regulations, Title 24 and local amendments. Due to fluctuations in permit volume and the complexity of certain projects, the City supple ments internal staff with contract plan review services.

B. SCOPE OF WORK

Consultants will be required to complete plan reviews for building permit applications and construction documents for compliance with applicable codes. Potential Tasks may include:

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
8 1. Reviewing permit applications and construction documents for compliance with applicable state and local codes.

2. Ensuring designs meet structural, life safety, energy efficiency, and accessibility requirements.

3. Preparing clear and comprehensive written review comments with reference to applicable codes and communicating effectively with design professionals.

4. Reviewing re-submittals and verifying corrections.

5. Participating in plan check meetings, if requested.

6. Maintaining timely turnaround based on mutually agreed service level expectations.

7. Performing plan reviews in digital format (Bluebeam).

8. Providing technical support to City staff and building officials as needed.

C. SUBMISSION REQUIREMENTS

Please submit the following:

1. Cover Letter (1 page maximum)
a. Indicate the categories of service for which you are submitting qualifications. b. Identify the primary point of contact.

2. Firm Overview (2 pages maximum)
a. Legal name, address, and contact information.
b. Brief history of the firm and areas of expertise.

3. Relevant Experience (3 pages maximum)
a. Summary of recent projects involving building plan review services. b. Identify the jurisdiction(s) served and scope of work.

4. Key Personnel (3 page maximum)
a. Names, resumes, and certifications of staff proposed to perform services. b. Description of their roles and availability.

5. Approach to Service Delivery (1 page maximum)
a. Description of process for plan review, including tools, turnaround time, communication, and quality control.

6. References (2 page maximum)
a. Minimum of three (3) references from similar engagements.

7. Fee Schedule (2 pages maximum)
a. Hourly rates or fee structures for each proposed role. b. Administrative Costs.

D. SCORING CRITERIA
The Statement of Qualifications will be ranked by the following Criteria:

1. Resources of Building Plan Review Consultant – 20 points

2. Experience of key staff – 20 points

3. Related experience in plan review – 30 points

4. References – 15 points

5. Costs of services – 15 points

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
9 III. CATEGORY 2 – FIRE PLAN REVIEW SERVICES

A. BACKGROUND

This category establishes a list of one or more pre -qualified building plan review consulting firms, herein called Fire Plan Review Consultant, to provide plan review services directly to the city. The City enforces fire and life safety standards based on the California Fire Code (CFC), local amendments, and referenced NFPA standards. Plan reviews ensure that fire protection systems, emergency access, and egress features are designed to safeguard life and property. Reviews are coordinated closely with the City staff.

B. SCOPE OF WORK

1. Reviewing permit applications and construction documents for compliance with applicable state and local codes.

2. Evaluating fire alarm systems, fire sprinklers, standpipe systems, smoke control, and other fire protection systems.

3. Reviewing access for fire apparatus, fire hydrant placement, and water supply requirements.

4. Preparing clear and comprehensive written review comments with reference to applicable codes and communicating effectively with design professionals.

5. Reviewing re-submittals and verifying corrections.

6. Participating in plan check meetings, if requested.

7. Maintaining timely turnaround based on mutually agreed service level expectations.

8. Performing plan reviews in digital format (Bluebeam).

9. Supporting the City’s Fire Prevention Division in enforcing fire and life safety code provisions.

C. SUBMISSION REQUIREMENTS

Please submit the following:

1. Cover Letter (1 page maximum)
a. Indicate the categories of service for which you are submitting qualifications. b. Identify the primary point of contact.

2. Firm Overview (2 pages maximum)
a. Legal name, address, and contact information.
b. Brief history of the firm and areas of expertise.

3. Relevant Experience (3 pages maximum)
a. Summary of recent projects involving building plan review services. b. Identify the jurisdiction(s) served and scope of work.

4. Key Personnel (3 page maximum)
a. Names, resumes, and certifications of staff proposed to perform services. b. Description of their roles and availability.

5. Approach to Service Delivery (1 page maximum)
a. Description of process for plan review, including tools, turnaround time, communication, and quality control.

6. References (2 page maximum)
a. Minimum of three (3) references from similar engagements.

7. Fee Schedule (2 page maximum)
a. Hourly rates or fee structures for each proposed role. b. Administrative Costs.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
10 D. SCORING CRITERIA
The Statement of Qualifications will be ranked by the following Criteria:

1. Resources of Building Plan Review Consultant – 20 points

2. Experience of key staff – 20 points

3. Related experience in plan review – 30 points

4. References – 15 points

5. Costs of services – 15 points

IV. CATEGORY 3- BUILDING AND/OR FIRE INSPECTION SERVICES

A. BACKGROUND

This category establishes a list of one or more pre-qualified building and/or fire inspection firms, herein called Inspection Consultant, to provide building and/or fire inspection services directly to the city. Firms may submit qualifications for one or both divisions . The City’s Building and Fire Inspection divisions conduct field inspections throughout the life of a project to verify that work is performed in accordance with approved plans and applicable codes. These inspections play a critical role in e nsuring safe, code -compliant construction.

B. SCOPE OF WORK

Consultants will provide inspection services to support both the Building Safety and Fire Divisions. Potential Tasks may include:

1. Performing on-site inspections for all phases of construction (foundation, framing, mechanical, plumbing, electrical, final).

2. Conducting special inspections as needed for complex or high-risk projects.

3. Inspecting fire systems installations such as sprinklers, alarms, and suppression systems.

4. Verifying compliance with accessibility, energy, and green building requirements.

5. Documenting findings using the City’s inspection tracking system.

6. Issuing correction notices, stop work orders, or final approvals, as authorized.

7. Communicating effectively with contractors, engineers, and City staff.

8. Providing daily reports, photographic documentation, and inspection logs.

9. Being available on an on-call or scheduled basis depending on workload needs.

C. SUBMISSION REQUIREMENTS
Provide the following information for this category:

1. Cover Letter (1 page maximum)
a. Indicate the categories of service for which you are submitting qualifications. b. Identify the primary point of contact.

2. Firm Overview (2 pages maximum)
a. Legal name, address, and contact information.
b. Brief history of the firm and areas of expertise.

3. Relevant Experience (3 pages maximum)

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11 a. Summary of recent projects involving building plan review services. b. Identify the jurisdiction(s) served and scope of work.

4. Key Personnel (3 pages maximum)
a. Names, resumes, and certifications of staff proposed to perform services. b. Description of their roles and availability.

5. References (2 pages maximum)
a. Minimum of three (3) references from similar engagements.

6. Fee Schedule (2 pages maximum)
a. Hourly rates or fee structures for each proposed role. b. Administrative Costs.

D. SCORING CRITERIA

The Statement of Qualifications will be ranked by the following Criteria:

1. Resources of Building and/or Fire Inspectors – 20 points

2. Experience of key staff – 20 points

3. Related experience in plan review – 30 points

4. References – 15 points

5. Costs of services – 15 points

V. SELECTION PROCESS

A. GUIDELINES

Respondents are requested to organize their proposal as identified in the SUBMISSION REQUIREMENTS portion of each category.

Applicants that wish to be considered for several Categories must submit a complete application for each category. If responding to more than one category, complete information is required for that category even if duplicative of information provided in another category. Separate submission packages are required for each category.

B. EVALUATION PROCESS

All submittals will be evaluated by City of Hanford Selection Committee. The Committee will be composed of City of Hanford staff and, possibly, other parties that may have expertise or experience in the services described herein. The Committee will review the submittals and will score the proposers. The evaluation of the SOQs shall be within the sole judgment and discretion of the Committee. A ll contacts during the evaluation phase shall be through the City of Hanford Contract Administrator/Project Mana ger only.

Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer.

The Committee will evaluate each submittal meeting the qualification requirements set forth in this RFQ.

Proposers should bear in mind that any submittal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the city’s requirements as set forth in this RFQ.

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12 The selection process may include oral interviews for the short-listed consultant process. The consultant will be notified of the time and place of oral interviews and of any additional information that may be required to be submitted.

C. EVALUATION CRITERIA

SOQs will be evaluated according to each Scoring Criteria. The final maximum score for any category is one hundred (100) points. Applicants with a score of 80 or more may be considered for selection for that category but if multiple firms exceed 80 points, the City reserves the right to limit the number of selected consultants in each category to a maximum of five (5) consultants.

D. COST PROPOSAL

The proposed fee structure and schedule shall clearly show hourly rates for each classification of employee that will be employed on the project including administrative staff and coordinators. Fees should include all overhead costs as the City of Hanford will not pay for work not covered under a unit or hourly costs. This includes charges related to providing administration, coordination, equipment, report preparation and providing documents. Proposers should endeavor to provide a comprehensive fee schedule, as the City will not include compensation in the contract for items not addressed.

E. ESCALATION

All prices/fees/wages offered in response to this RFQ shall be firm against any increase for one (1) year after acceptance by the City. For subsequent periods, it shall be the consultant’s responsibility to notify the City in advance of any anticipated changes in prices and submit a request for a price increase. The Agreement limits price escalation requests to no more than a total of four (4) price increases in the total five (5) year extended agreement.

The City reserves the right to accept or reject the request for a price/fee/wage increase. If the price/fee/wage increase is approved, prices will remain firm for one year from the date of increase, at a minimum.

VI. ADDITIONAL INFORMATION

A. GENERAL REQUIREMENTS

The City of Hanford shall not incur costs beyond the funding commitments. If the Consultant anticipates that funding for work will be insufficient to complete work, the Consultant shall promptly notify the City Contract Manager. Costs beyond the approved Not to Exceed amount shall not be paid without an executed Change Order between the City of Hanford and the Consultant.

If the Consultant fails to submit the required analytical results, plans, designs, specifications, estimates, notes, calculations, analysis, reports, graphics, drawings, visual simulations, studies, product, data, manuals, details, deliverables, backup documents, other documents, and other items required by this Contract and the City shall have the right to withhold payment and/or terminate this Contract in accordance with the termination provisions of this Contract. If the Contract is terminated, the Consultant shall, at the City’s request, return all materials to the City that were recovered or developed by the Consultant under the Contract including, but not limited to, photos, field notes, computer data files, maps, artifact collections, catalogs, analytical results, plans, designs, specifications, estimates, notes, calculations, analysis, reports, graphics, drawings, visual simulations, studies, product, data, manuals, details, deliverables, backup documents, other documents, and other items required by this Contract.

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13 B. MATERIALS TO BE PROVIDED BY THE CONSULTANT

Unless otherwise specified in this Contract, the Consultant shall provide all materials to complete the required work in accordance with the delivery schedule and cost estimate outlined in each project.

The City of Hanford shall not pay the Consultant for the Consultant’s work under this Contract and the charges incurred by the Consultant that do not conform to the requirements specified in this Contract and to the applicable project, and such work shall be corrected at the Consultant’s sole expense at no additional cost to the City.

All results, plans, designs, specifications, estimates, notes, calculations, analysis, reports, graphics, drawings, visual simulations, studies, product, data, manuals, details, deliverables, backup documents and other documents shall remain the property of the City of Hanford, and all pertinent data and files shall be provided to the City in electronic form upon project completion.

C. STATE & LOCAL REQUIREMENTS

The successful Proposer shall obtain the following permits necessary for any City projects requiring services listed within this RFQ:

1. City of Hanford Business License

D. CITY RESPONSIBILITIES

1. Compensate the Consultant as provided in the contract agreement.

2. Provide a lead "City Representative" who will represent the City and who will work with the Consultant.

The City representative shall communicate with the Consultant to provide the following services:

A. Provide information consisting of relevant materials and reports from the City’s files and databases for the purpose of minimizing background research costs charged by the consultant.

B. Examine documents submitted to the City by developers and render timely decisions pertaining thereto.

C. Give prompt consideration and responses to all matters submitted by the Consultant for approval to the end that there will be no substantial delays in the developer's program of work.

D. Process invoices.

E. Provide Consultant with information, maps, and other documentation necessary for completion of consultant’s work.

F. Function as coordinator between Consultant and other City representatives.

G. Actively participate with the Consultant in presentation of material in all public forums, workshops, meetings, and hearings.

H. Provide the City Attorney with legal review.

I. Prepare and distribute project notices, including any such notices applicable with City project.

Project noticing will include legal advertisements, mailed notices to interested persons, and news blasts through City maintained media.

E. CONFLICT OF INTEREST STATEMENT

Throughout the term of the awarded contract, any person, firm or subsidiary thereof who may provide, has provided or is currently providing Services under a contractual relationship with a construction contractor(s) on any City project listed in this Scope of Work must disclose the contractual relationship, the dates and the nature of the services. The prime consultant and its subconsultants shall also disclose any financial or business relationship with other firms who are submitting projects for review.

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14 In addition to the disclosures, the Consultant shall also provide possible mitigation efforts, if any, to eliminate or avoid any actual or perceived conflicts of interest. The Consultant shall ensure that there is no conflict before providing services for any potential project.

If a Consultant discovers a conflict during the execution of an assigned duty, the Consultant must immediately notify the City Contract Manager regarding the conflicts of interest. The City Contract Manager may terminate the project involving the conflict of interest and the City may obtain the conflicted services in any way allowed by law. Failure by the Consultant to notify City Contract Manager may be grounds for termination of the contract.

VII. EXAMINATION OF ENTIRE RFQ REQUIREMENTS:

Before submitting a proposal, Proposers must satisfy themselves by personal examination of the proposal requirements and other contract documents, and by any other means as they may believe necessary, as to the actual conditions, requirements, and difficulties under which the work must be performed and to verify any representations made by the City of Hanford; has carefully examined and is thoroughly familiar with the requirements stated and further understands that the City will not be responsible for any errors or omissions on the part the proposer.

The submission of a proposal shall be considered conclusive evidence that the Proposer has carefully investigated all conditions that affect or may at some future date affect the performance of services covered by this solicitation, and is satisfied as to the character, quality, and quantities of work to be performed and as to the requirements of the proposal. Submission of a proposal shall also be evidence that the proposer is familiar with directives that in any way affect prosecution of the work or persons engaged or employed in the work.

No proposer shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for satisfactory performance under the contract. If the proposer receives an award as a result of this Request for Qualifications, failure to have made such investigations and examinations will in no way relieve the proposer from its obligations to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for claim whatsoever by the proposer for additional compensation. Any errors, omissions, or discrepancies found in the specifications or other contract documents shall be called to the attention of the City and clarified prior to the submission of proposals. Should the proposer feel there has been a supplemental or oral modification, it shall be his responsibility to verify said modification in writing prior to submission of the proposal. The contents of the proposal of the successful proposer shall become contractual obligations if procurement action ensues. Failure to accept these obligations in a contractual agreement shall result in the cancellation of the award.

A. WITHDRAWAL OF PROPOSALS
Any proposal may be withdrawn at any point prior to the time fixed in the Notice of Request for Qualifications for the opening of proposals provided that a request in writing, executed by the proposer or his duly authorized representative for the withdrawal of such proposal, is filed with the City Director of Finance. The withdrawal of a proposal will not prejudice the right of the proposer to file a new proposal. Proposals will be opened at the time fixed in the advertised Notice of Request for Qualifications through Bidnet, and a proposal will not be received after that time, nor may a proposal be withdrawn after the time fixed in such notice.

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15 B. REJECTION OF PROPOSALS
Proposals may be rejected if they show any alterations of form, additions not called for, conditional bids, incomplete bids, erasures, or irregularities of any kind. The City of Hanford reserves the right to reject any and/or all proposals.

C. AWARD OF CONTRACT
The award, if made, will be made tentatively in accordance with the Timeline of Events included in this solicitation. Proposer agrees and so stipulates in submitting this proposal, as though stated therein, and in any subsequent award of contract that:

1. The proposer is an independent contractor, not an employee, agent, or officer of the City.

2. Contract, should it be awarded, shall be interpreted, construed, and given effect in all respects according to the laws of the State of California.

3. Should the proposer be awarded a contract, the proposer shall not assign a contract, or any part thereof, or any money due or to become due thereunder, without prior consent of the City.

4. Proposer shall indemnify and hold harmless the City, its officers, officials, employees, and agents from and against all claims, damages, losses, and expenses caused in whole or in part by any negligent act or omission of the proposer, its consultants, subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence, or willful misconduct by the City.

5. Proposer shall hold the City harmless from liability of any nature or kind, including cost and expenses for infringement or use of any copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract.

6. Proposer warrants that no gratuities, in the form of gifts, entertainment, or otherwise, were offered or given by the proposer, to any officer or employee of the City with a view toward securing the contract or securing favorable treatment with respect to any determination concerning the performance of the contract. For breach or violation of this warranty, the City shall have the right to terminate the contract, either in whole or in part. The rights and remedies of the City provided in this clause shal l not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

VIII. GENERAL CONDITIONS

A. IMPORTANT NOTICE
The City of Hanford will not be responsible for oral interpretations given by any City employee, representative, or others. Proposers are cautioned that any statements made that materially change any portion of the proposal documents shall not be relied upon unless subsequently ratified by a formal written amendment to the proposal document. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given. If any addenda are issued to this Request for Proposals, the City will attempt to notify all prospective consultants who have secured same.

However, it will be the responsibility of each consultant, prior to submitting their proposal to determine via online web portal BidNet Direct, if addendums were issued and to make such addendum a part of the proposal.

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16 B. CONTRACTING AGENCY
The contract resulting from this Request for Proposals will be administered by the City of Hanford Finance Department, Purchasing Division.

C. LEGAL RESPONSIBILITIES
All proposals must be submitted, filed, made, and executed in accordance with State of California and Federal laws relating to proposals for contracts of this nature whether the same or expressly referred to herein or not.

By submitting a proposal, Consultant certifies that he or she will comply with all Federal, State and Local laws and requirements, including but not limited to Equal Employment Opportunity, Disadvantaged Business Enterprise, Labor Protection and other laws and regulations applicable to contracts utilizing State and Federal funds.

D. PERMITS AND LICENSES
Business License. Possession of a City of Hanford Business License is not required to submit a proposal in response to this invitation. However, Consultant shall be required to possess, at their own expense, a valid and current City of Hanford Business License prior to commencing work. For additional information, contact the City of Hanford Finance Department at (559) 585-2506.

E. INDEMNIFICATION AND INSURANACE
As respects acts, errors, or omissions in the performance of services, contractor agrees to indemnify and hold harmless City, its elected and appointed officers, employees, and City designated volunteers from and against any and all claims, demands, losses, defense costs, liability or consequential damages arising directly out of contractor’s negligent acts, errors or omissions in the performance of their services under the terms of this Agreement; except to the extent those that arise out of the negligence of City. City agrees to indemnify and hold harmless contractor, its officers, employees, and designated volunteers from and against any and all losses, defense costs, liability or consequential damages to the extent arising out of City’s negligent acts, errors, or omissions in the performance of this Agreement.

As respects all acts or omissions which do not arise directly out of the performance of services, including but not limited to those acts or omissions normally covered by general and automobile liability insurance, contractor agrees to indemnify, defend (a t City’s option), and hold harmless City, its elected and appointed officers, agents, employees, representatives, and volunteers from and against any and all claims, demands, defense costs, liability, or consequential damages of any kind or nature arising out of or in connection with contractor’s (or contractor’s subcontractors, if any) performance or failure to perform, under the terms of this Agreement; except to the extent those which arise out of the negligence of City. Without limiting City’s right to indemnification, it is agreed that contractor shall secure prior to commencing any activities under this Agreement, and maintain during the term of this Agreement, insurance coverage as follows:

1. Workers’ Compensation Insurance as required by the State of California with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than One Million Dollars ($1,000,000) per accident for bodily injury or disease.

2. Commercial General Liability Insurance with a combined single limit of not less than Two Million Dollars ($2,000,000) per occurrence and a general aggregate limit of no less than Four Million ($4,000,000). Such insurance shall include coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products and Completed

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17 Operations Liability, Broad Form Property Damage (if applicable), Independent contractor’s Liability (if applicable).

3. Consultant will maintain Professional Liability Insurance coverage, in an amount not less than TWO Million Dollars ($2,000,000) per occurrence or claim and a general aggregate limit of no less than Two Million ($2,000,000).

4. Comprehensive Automobile Liability coverage with a combined single limit of not less than One Million Dollars ($1,000,000) per accident for bodily injury and property damage. Such insurance shall include coverage for owned, hired, and non-owned automobiles and shall be provided by a business automobile policy.

Each insurance policy required by this Agreement shall contain the following clause:
“This insurance shall not be canceled, limited in scope or coverage, or non -renewed until after thirty (30) days prior written notice has been given to the City Finance, City of Hanford, 319 Douty St Hanford CA 93230, with the exception of cancellation fo r non-payment of premium, in which case ten (10) days’ notice shall be given.”

In addition, the Commercial general liability and comprehensive automobile liability policies required by this Agreement shall contain the following clauses:

“It is agreed that any insurance maintained by the City of Hanford shall apply in excess of and not contribute with insurance provided by this policy.”

“The City of Hanford, its officers, agents, employees, representatives and volunteers are added as additional insureds as respects operations and activities of, or on behalf of the named insured, performed under contract with the City of Hanford.”

The successful bidder shall maintain the insurance for the life of the contract. Endorsements are to be received and approved by the City before work commences. Should the contractor cease to have insurance as required during any time, all work by contract or pursuant to this agreement shall cease until insurance acceptable to the City is provided.

F. ASSIGNMENT OF CONTRACT
No assignment by the vendor of the contract or any part hereof, or of funds to be received thereunder, will be binding upon the City unless such assignment has prior written approval and consent of the City. In the event the City gives such consent, the te rms and conditions of the agreement shall apply to and bind the party or parties to whom such work is assigned, sublet, or transferred.

G. RIGHT TO REQUIRE PERFORMANCE
The failure of the City at any time to require performance by the proposer of any provisions hereof shall in no way affect the right of the City thereafter to enforce the same. Nor shall waiver by the City of any breach of any provision hereof be taken or held to be waiver of any succeeding breach of such provision or as a waiver of any provision itself.

H. ETHICS IN PUBLIC CONTRACTING
Each proposer, by submitting a proposal, certifies that it is not a party to any collusive action or any action that may be in violation of the Sherman Antitrust Act by submitting a proposal, the proposer certifies that its

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18 proposal was made without fraud; that it has not offered or received any kickbacks or inducements from any other proposer in connection with the request for proposal; and that it has not conferred on any public employee, public member or public official ha ving responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value.

The proposer further certifies that no relationship exists between itself and the City or an other person or organization that interferes with fair competition or constitutes a conflict of interest with respect to a contract with the City of Hanford.

Prior to the award of any contract, the potential consultant may be required to certify in writing to the Purchasing Division that no relationship exists between the proposer and any City employee, officer, official or agent that interferes with fair competition or is a conflict of interest with respect to a contract with the City of Hanford.

More than one proposal from an individual, firm, partnership, corporation, or association under the same or different names may be rejected. Reasonable grounds for believing that a proposer has interest in more than one proposal for the work solicited may result in rejection of all proposals in which the proposer is believed to have an interest.

I. RUSSIA SANCTIONS EXECUTIVE ORDER N-6-22
Notice to all City Contractors, Suppliers and Grantees (Potential and Existing)

On March 4, 2022, Governor Gavin Newsom issued Executive Order N -6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at (https://www.gov.ca.gov/wp- content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf). Under the EO, compliance is required with all economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law. To the fullest extent under the law, the City of Hanford will engage all measures to comply with the sanctions and the EO, including:

1. Refraining from entering into new contracts with prohibited individuals or entities while the sanctions are in effect.

2. Desisting from making new investments in, or engaging in financial transactions with, Russian entities, and from transferring technology to Russia or Russian entities.

3. Endeavoring to support the government, people, and businesses of Ukraine where possible.

As a City contractor, supplier, or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanc tions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country- information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of the subject contract or grant, as applicable.

J. EQUAL EMPLOYMENT OPPORTUNITY
During the performance of the contract, proposer agrees to the following:

1. Proposer shall comply with all the requirements, when applicable, of the California Fair Employment Practice Commission and provisions of, when applicable, all Federal, State of California, County of Kings and City of Hanford laws and ordinances related to employment practices.

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19 2. Proposer shall not discriminate against any employee or applicant for employment on the basis of age, race, religion, creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, ge nder identity or expression, sexual orientation, or military and veteran status, except when such a condition is a bona fide occupational qualification necessary for the normal operations of the proposer.

The proposer agrees to post in conspicuous places, visible to the employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

3. Proposer, in all solicitations or advertisements for employees, placed by, or on behalf of the proposer, shall state that proposer is an Equal Opportunity Employer.

K. VENUE
Any contract resulting from this solicitation shall be governed by, and construed in accordance with, the laws of the State of California. Venue for any litigation arising out of the contract will be vested in Kings County, California.

L. PROTEST PROCEDURES
Any proposer, or contractor who is allegedly aggrieved in connection with the solicitation or award of a contract may protest. Proposers are to be advised that protests of the process, terms, conditions, or any other aspect of the solicitation must be made prior to the proposal due date. Proposers may not protest the contents of the specifications of the proposal. Protests must be transmitted by facsimile, email or by mail for the attention of the Purchasing Manager.

A protest of the award must be made immediately, and in no event later than five (5) working days after the close of the proposal due date and time. All protests must include the following information:

1. The name, address, telephone number and email address of the protestor.

2. The signature of the protestor or protestor's representative.

3. The solicitation or Proposal number.

4. A detailed statement of the legal and/or factual grounds of the protest and all documentation supporting the proposer’s position at the time of the initial protest.

5. The form of relief requested.

The Purchasing Manager or designee shall respond in writing within five (5) working days to the protestor.

If the protestor wishes to appeal against the decision rendered by the Purchasing Manager, such an appeal must be made in writing to the City Manager within five (5) working days of the Purchasing Manager's response.

M. PROPRIETARY INFORMATION
The proposals received shall become the property of the City of Hanford and are subject to public disclosure.

Proposal prices and information submitted by proposers will be made available to proposers after the City Council has approved the award of contra ct. Proposers are to indicate any restrictions on the use of data contained in their responses. Those parts of a proposal which are defined by the proposer as business or trade secrets, as that term is defined in California Government Code, Section 6254.7, and are reasonably marked as “Trade Secrets”, “Confidential” or “Proprietary” shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law. Proposers who indiscriminately and without justification identify most, or all, of their proposal as exempt from disclosure may be deemed non-responsive.

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20 N. INCURRING COSTS
The City of Hanford is not liable for any cost incurred by proposers in responding to this Request for Qualifications.

O. CANCELATION DUE TO UNAVAILABILITY OF FUNDS
Cancellation Due to Unavailability of Funds in Succeeding Fiscal Periods (Funding-out Clause) – When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be canceled , and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of supplies or services delivered under the contract. The cost of cancellation may be paid by any appropriations available for such purposes. A specific boilerplate contract clause is required to ensure the City’s right to cancel due to unavailability of funds.

P. FIREARMS PROHIBITED
Contractors/vendors/consultants may not carry guns while working on City of Hanford premises without the expressed written approval of a City of Hanford Department Head, or an exemption in the contract. If a contractor/vendor/consultant is caught carrying a gun without City permission, their contract will be terminated.

Q. SPECIAL CONDITIONS APPLICABLE TO THIS CONTRACT

The undersigned hereby agrees to perform work as described in the Scope of Work and the following criteria:

1. Proposal Forms
The proposal shall be submitted digitally through Bidnet Direct’s California Purchasing Group website: http://www.bidnetdirect.com/california/cityofhanford. All vendors looking to do business with the City of Hanford are encouraged to register to access bids, related documents, addendum and award information.

It is the sole responsibility of the bidder to see that his bid is submitted electronically by the proper time. All bids received after the scheduled closing time for receipt of the bids shall be rejected by the website.

The bidder is responsible for verifying and submitting the bid proposal, at minimum, and that the bid proposal is signed, that all addenda issued are received, that all required forms (e.g. addenda, certifications, etc.) are included with the proposal. Bids will be considered non- responsive if these items are not included with the original bid submittal.

2. Fee Schedule
Fees shall include everything necessary for the completion of the work including but not limited to providing the materials, equipment, tools, plant and other facilities, and the management, superintendence, labor and services, and any warranty and maintenance required. Bid prices shall include allowance for federal, state and local taxes.

3. Disqualification of Proposers
If there is reason for believing that collusion exists among the proposers, none of the participants in such collusion will be considered in future proposals. Proposals in which the prices obviously are unbalanced may be rejected.

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21 4. Designation of Subconsultants
All subcontractors doing work in excess of one-half of one percent (1/2 %) of the total work amount, or minimum $10,000, shall be designated in the proposal. Failure to list subcontractors may render a bid nonresponsive and may be grounds for rejection of bids. Penalties may be assessed per Section 4104(a) of the Public Contract Code.

5. Addenda
If any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the RFQ or other proposed Contract Documents or finds discrepancies in or omissions in the RFQ, may submit through Bidnet a request for information for an interpretation or correction thereof. Any interpretation or correction of the proposed documents will be made only by Addendum. The City Council will not be responsible for any other explanations or interpretations of the proposed documents.

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22 IX. APPENDIX A- FORMS

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23 CALIFORNIA LEVINE ACT STATEMENT
(Submit With Proposal)

California Government Code Section 84308, also known as the “Levine Act,” can prohibit members of the Hanford City Council from participating in any action related to a “license, permit, or entitlement for use” if he or she receives any political contributions, which total more than $500 during the twelve (12) months prior to and for twelve (12) months following the date of a final decision on such “license, permit, or entitlement for use,” from the person or company submitting a proposal or application to the City or any person who is not directly a party to the proposal or application but who actively supports or opposes a particular decision involving a “license, permit, or other entitlement” and who has a financial interest in the decision (“Participant”).

Government Code Section 84308 defines “license, permit, or entitlement for use” as “all business, professional and land use licenses and permits and all other entitlements for use, including all entitlements for land use, all contracts (other than competit ively bid, labor, or personal employment contracts), and all franchises.”

The following website contains a list of current Hanford City Council Members, https://cityofhanfordca.com/1269/City-Council. You are responsible for reviewing the names of Hanford City Council Members prior to making the following disclosure:

1. Have you, your company, any agent on behalf of you or your company, or, to the best of your actual knowledge, a Participant made any political contributions of more than $50 0 to a Hanford City Council Member or a candidate running for Hanford City Council during the twelve (12) months preceding the date of the submission of your proposal or application or the anticipated date of any City Council action related to this proposal or application?

YES:_____ NO:_____

If YES, please identify the City Council Member(s) and/or candidates for Hanford City Council and date(s) of contribution in the space below:

Council Member(s) or Candidate(s) Name Date of Contribution(s):
______________________________ ________________________ ______________________________ ________________________

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

Answering YES to the question above does not preclude the City of Hanford from approving a “license, permit, or entitlement for use” for you or your firm or from taking any subsequent action. It does, however, preclude the identified Hanford City Council Member(s) from participating in any actions related to the approval process.

No party, or agent to a party, to a pending proceeding involving a “license, permit, or other entitlement for use” or Participant, or agent to a Participant, shall make a contribution of more than $500 to any City Council Member(s) or City Council candidate during the proceeding and for twelve (12) months following the date of a final decision is rendered by the City in the proceeding.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
24 NOTICE: The disclosure duty under state law continues for twelve (12) months after the final decision on a “license, permit, or other entitlement for use.” If the above information regarding contributions changes during such twelve (12) month period, then the undersigned is required to update this disclosure form.

_______________________________________ ____________________ Signature of Authorized Individual Date

_______________________________________
Printed or Typed Name of Authorized Individual

_______________________________________
Print or Type Name of Company

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
25 NON-COLLUSION AFFIDAVIT
(Submit with Proposal)

TO: THE CITY OF HANFORD

The undersigned, in submitting a proposal for performing the following work by contract, being duly sworn, deposes and says:

That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in connection with such contract.

Work to be performed: RFQ No. 2025-13
On-Call Plan Review and Inspection Services

Proposer’s Name: ____________________________________________________________________

Signature of Proposer: ____________________________________________________________________

Title: ___________________________________________________________________________________

Business Address: _________________________________________________________________________

Place of Residence: ________________________________________________________________________

State of: __________________________________

County of: __________________________________

On this ________________________day of ____________________________________________before me, _________________________________________________________, a Notary Public, personally appeared ______________________________________________________ ,who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct

WITNESS my hand and official seal.

Signature _______________________________ (Seal)

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
26 WORKERS’ COMPENSATION INSURANCE CERTIFICATE
(Submit with Proposal)

STATE OF CALIFORNIA )
) ss

CITY OF HANFORD )

I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for workers’ compensation or to undertake self- insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work under this contract.

Company: _______________________________________________________________ Business Address: ________________________________________________________ Signature: _______________________________________________________________ Name of Signing Official: ___________________________________________________ Title of Signing Official: ___________________________________________________ Date:

Company Seal:

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ON-CALL PLAN REVIEW AND INSPECTION SERVICES
27 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE
CERTIFICATE (EXECUTIVE ORDER 11246)
(Submit with Proposal)
Equal Opportunity Clause
Unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Executive Orders 10925, 11114 or Section 204 of Executive Order 11246 of September 24, 1965, during the performance of each contract with the City of Hanford, the Proposer agrees as follows:

1. The proposer will not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, or political affiliation. The proposer will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, gender, national origin, or political affiliation. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The proposer agrees to post in conspicuous places available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause.

2. The proposer will, in all solicitations or advertisements for employees, placed by or on behalf of the proposer, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin or political affiliation.

3. The proposer will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency contracting officer, advising the labor union or the workers’ representative of the proposer commitments under Section 202 of Executive Order 11246 of September 24, 1965, and shall post copies of the notice on conspicuous places available to employees and applicants for employment.

4. The proposer will comply with all provisions of Executive Order 11246 of September 24, 1965, and the rules, regulations and relevancy orders of the Secretary of Labor.

5. The proposer will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regulations and relevant orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.

6. In the event of the proposer’s non-compliance with the non-discrimination clauses of this subcontract or with any of such rules, regulations or orders, this subcontract may be canceled, terminated or suspended, in whole, or in part and the proposer may be declared ineligible for further government contracts in accordance with the procedures authorized in accordance with Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation or order of the Secretary of Labor, or otherwise provided by law.

7. The proposer will include the provisions of Paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The proposer will take such action with respect to any subcontract or purchase order as the contracting agency may direct as a means of enforcing such provisions including sanctions for non-compliance. Provided, however, that in the event the proposer becomes involved in, or is threatened with litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the proposer may request the United States to enter into such litigation to protect the interest of the United States.

Company Name:

Business Address:

Signature:

Name of Signing Official (type):

Title of Signing Official (type):

Date: (Seal)

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
28 AMERICANS WITH DISABILITIES ACT COMPLIANCE

CERTIFICATE
(Submit with Proposal)

By submission of a bid, the BIDDER certifies it will comply with the Americans with Disabilities Act, 42 U.S.C., 12101 et. seq., and will maintain compliance throughout the life of this Contract. By commencing performance of the Contract work, the selected BIDDER certifies to the Americans with Disabilities Act compliance.

Company: _______________________________________________________________

Business Address:

Signature: _____________________________________________________________

Name of Signing Official:

Title of Signing Official:

Date:

Company Seal:

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
29 CITY OF HANFORD, CA

OWNERSHIP DISCLOSURE FOR CONTRACTORS AND

CONSULTANTS
(Submit with Proposal Attachment 5)

NAMES OF PRINCIPALS, PARTNERS, AND/OR TRUSTEES:

Firm Name:

Firm Address:

List the names of all principals, partners, and/or trustees. For corporations provide names of officers, directors and all stockholders owning more than 10% equity interest in corporation:

SUBMITTED BY

Name: ________________________________________________________________________

Date: _________________

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
30 IRAN CONTRACTING ACT CERTIFICATION
(Public Contract Code Section 2200 et seq.)
(Submit with Proposal)

As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option checked below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct:

Please choose one of the following:

The Contractor is not:
(1) Identified on the current list of persons and entities engaged in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code Section 2203; or

(2) A financial institution that extends, for 45 days or more, credit in the amount of $20,000,000 or more to any other person or entity identified on the current list of persons and entities engaging in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code Section 2203, if that person or entity uses or will use the credit to provide goods or services in the energy sector in Iran.

The City has exempted the Contractor from the requirements of the Iran Contracting Act of 2010 after making a public finding that, absent the exemption, the City will be unable to obtain the goods and/or services to be provided pursuant to the Contract.

The amount of the Contract payable to the Contractor for the Project does not exceed $1,000,000 over the life of the contract (up to 3 years).

Signature: Printed Name:

Title: Agency Name:

Date:

Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or eligibility to bid on contracts for three years.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
31 STATE OF CALIFORNIA DRUG-FREE WORKPLACE CERTIFICATION STD.21 (REV.12-93)
(Submit with Proposal)

I, the official named below, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the certification described below. I am fully aware that this certification, executed on the date below, is made under penalty of perjury under the laws of the State of California.

Contractor Proposer Firm Name: __________________________________________________________ Federal ID Number: ____________________________________________________________________ BY (Authorized Signature): ______________________________________________________________ Date Executed: ________________________________________________________________________ Printed Name of Person Signing: __________________________________________________________ Telephone Number (Including Area Code): _________________________________________________ Title: ________________________________________________________________________________ Contractor/Proposer Firm’s Mailing Address: ________________________________________________

The contractor or grant recipient named above hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug- free workplace. The above-named contractor or grant recipient will:

1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).

2. Establish a Drug -Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following:

(a) The dangers of drug abuse in the workplace,
(b) The person’s or organization’s policy of maintaining a drug-free workplace, (c) Any available counseling, rehabilitation, and employee assistance programs, and (d) Penalties that may be imposed upon employees for drug abuse violations.

3. Provide as required by Government Code Section 8355(c), that every employee who works on the proposed contract or grant:
(a) Will receive a copy of the company’s drug-free workplace policy statement, and (b) Will agree to abide by the terms of the company’s statement as a condition of employment on the contract or grant.

4. At the election of the contractor or grantee, from and after the “Date Executed” and until (NOT TO EXCEED 36 MONTHS), the state will regard this certificate as valid for all contracts or grants entered into between the contractor or grantee and this state agency without requiring the contractor or grantee to provide a new and individual certificate for each contract or grant. If the contractor or grantee elects to fill in the blank date, then the terms and conditions of this certificate shall have the same force, meaning effect and enforceability as if a certificate were separately, specifically, and individually provided for each contract or grant between the contractor or grantee and this state agency.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
32 SAMPLE AGREEMENT FOR SERVICES

This Agreement for Services (“Agreement”) is made and entered into this ____ day of ____________________, 20___, by and between the City of Hanford, a municipal corporation (“City”), and _________________________ (“Consultant”).

RECITALS

A. Consultant represents to City that they are specially trained, experienced, licensed, and competent to perform the services which will be required by this Agreement; and

B. Consultant represents to City that it possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

C. City desires to retain Consultant to render ____________________ services as set forth in this Agreement.

NOW THEREFORE, in consideration of the mutual covenants set forth herein for such other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows:

1) Retention of Consultant. Subject to the terms and conditions set forth herein, City retains Consultant to perform the services identified in this Agreement, as an independent contractor and Consultant hereby accepts this independent contractor appointment.

2) Scope of Services and City Responsibilities.

a) Consultant shall perform the services (“Services”) and City shall have the responsibilities described on the attached Exhibit “A,” which is incorporated herein by reference. To the maximum extent possible, the terms of the body of this Agreement and Exhibit “A” shall be interpreted so they are consistent; however, if there is a direct and irreconcilable conflict between the text of this Agreement and Exhibit “A,” the former shall control.

b) Consultant shall correct any and all errors and/or omissions, which arise out of Consultant’s negligence or intentional misconduct, in the performance of the Services and any documents resulting therefrom even though City has accepted said Services or documents. Consultant shall make such corrections upon City’s request and at no cost or expense to City.

3) Time of Performance. Services shall be completed by the dates identified in the attached Exhibit “A.”

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
33 4) Compensation. Compensation to be paid to Consultant shall be in accordance with the attached Exhibit “A.” Payment by City under this Agreement shall not be deemed a waiver of errors, even if such errors were known to City at the time of payment.

5) Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultants’ bills shall include a brief description of the Services performed and the date the Services were performed the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than sixty (60) calendar days after the date of submittal of an invoice for completed tasks and approval of the invoice by City staff.

6) Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, “Extra Work” means any work which is determined by the City to be necessary for the proper completion of the Services, but which is not included in Exhibit “A.” Extra work will be performed on terms agreed upon by the parties. Consultant shall not perform, nor be compensated for Extra Work without written authorization from the City.

7) Termination. This Agreement may be terminated by City immediately and without notice for cause or by City without cause upon ten (10) days’ written notice of termination to Consultant. Upon termination, Consultant shall be entitled to compensation for Services performed up to the effective date of termination, unless this Agreement is terminated for cause, in which case, City may withhold compensation due Consultant in order to reimburse City for any losses, damages or expenses caused by Consultant’s defaul t under this Agreement.

8) Ownership of Documents. All plans, studies, documents and other writings and electronic disks containing drawings prepared by and for Consultant, its officers, employees, agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant’s expense, provide such reports, plans, studies, documents and other writings to City upon written request.

However, the City’s use of completed documents for other projects and/or the use of uncompleted documents without the written authorization of Consultant will be at the City’s sole risk. City shall, to the fullest extent permitted by law, indemnify and hold harmless the Consultant from all claims, damages, losses, and expenses, including attorney fees, arising out of or resulting from any unauthorized reuse of, or changes to the Project Documents not performed by the Consultant.

9) Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to use, modify, reuse or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data, electronic or otherwise, recorded on computer diskettes which are prepared or caused to be prepared by Consultant under this

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
34 Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted non-exclusive and perpetual license for any Documents & Data the subcontractor prepared under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. The City shall not be limited in any way in its use of the Documents & Data at any time, provided that any such use not within the purpose intended by this Agreement shall be at the City’s sole risk.

City shall, to the fullest extent permitted by law, indemnify and hold harmless the Consultant from all claims, damages, losses, and expenses, including attorney fees, arising out of or resulting from any unauthorized reuse of or changes to the Project Documents not performed by the Consultant.

10) Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services under this Agreement, nor shall such materials be disclosed to any person or entity not connected with the performance of the Services under this Agreement. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City’s name, insignia, photographs, or the project for which Consultant’s Services are rendered, or any publicity pertaining to the Consultant’s Services under this Agreement in any magazine, t rade paper, newspaper, television or radio production or other similar medium without the prior written consent by City. Notwithstanding the foregoing, City acknowledges that the Consultant may want/need to include projects performed under this Agreement on proposals for similar work in the future. City hereby grants permission to list any projects performed under this agreement for marketing purposes; provided however, Consultant will not make any representations regarding City’s satisfaction with Consult ant’s work product unless Consultant receives a written statement or evaluation from City.

11) Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer, and it shall not discriminate against any employee or applicant for employment because of
age, race, religion, creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, gender identity or expression, sexual orientation, or military and veteran status . Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City’s programs or guidelines currently in effect as identified and provided to Consultant by City.

12) Insurance Requirements.

a) Consultant, at Consultant’s own cost and expense, shall procure and maintain, for the duration of this Agreement, the following insurance policies.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
35 i) Workers Compensation Coverage . 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.

ii) Commercial General Liability (CGL) Coverage. Insurance Services Office (ISO) Form CG 0001, including products and completed operations, with a limit of no less than TWO MILLION AND NO/100 DOLLARS ($2,000,000) per occurrence for bodily injury, personal injury, and property damage, and a general aggr egate limit of no less than FOUR MILLION AND NO/100 DOLLARS ($4,000,000).

iii) Automobile Liability Coverage. ISO Form Number CA 0001 covering any auto (Code 1), or if Consultant has no owned autos, Code 8 (hired) and 9 (non- owned),with a limit no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury and property damage.

iv) Professional Liability Coverage. Consultant will maintain Professional Liability Insurance coverage in an amount not less than TWO Million Dollars ($2,000,000) per occurrence or claim and a general aggregate limit of no less than Two Million ($2,000,000).

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

Consultant’s insurance policies shall be “occurrence” policies and not “claims made.”

Consultant may maintain an Umbrella policy in conjunction with the insurance policies referenced above. In such case, Consultant shall be deemed to have satisfied the insurance requirements of this contract as long as: (i) the coverage limits of the Umbrella policy and of the underlying liability policy(ies), when combined, satisfy each of the per occurrence and aggregate requirements identified in this section; and (ii) coverage under the Umbrella policy is as broad as and includes all incidents and events covered by the underlying insurance that it supplements.

b) Any deductibles or self-insured retentions must be declared to and approved by City.

The city may require Consultant to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Alternatively, City may require Consultant to provide a financial guarantee satisfactory to City guaranteeing payment of losses and related investigations, claim administration, and defense expenses within the retention.

c) The policies are to contain, or be endorsed to contain, the following provisions:

i) City and its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL and automobile liability policies with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts, or equipment furnished in connection with such work or

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ON-CALL PLAN REVIEW AND INSPECTION SERVICES
36 operations; products used by Consultant; or automobiles owned, leased, hired or borrowed by Consultant. General liability coverage can be provided in the form of an endorsement to Consultant’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, CG 20 26, CG 20 33 or CG 20 38 and CG 20 37 if a later edition is used. The coverage shall contain no special limitations on the scope of protection afforded to the City and its officers, officials, employees or volunteers.

ii) For any claims related to this contract, Consultant’s insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as to City and its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City and/or its officers, officials, employees, or volunteers shall be in excess of Consultant’s insurance and shall be non-contributory.

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

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

Consultant shall furnish City 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 City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The city reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

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

13) Indemnification. To the fullest extent allowable by law, Consultant agrees to indemnify, defend and hold harmless City and its officials, officers, employees, agents and volunteers from and against all claims, demands, actions, injuries, liabilities, losses, costs or damages, direct or indirect, and any and all attorneys’ fees and other expenses which City or its officials, officers, employees, agents or volunteers may sustain or incur as a consequence of or are in any way related to Consultant’s or its owners, directors, officers, managers, employees, agents and subcontractor’s willful misconduct or negligent acts or omissions in the performance of the services and Consultants responsibilities and obligations to be performed under this agreement or its failure to perform or comply with any of its obligations or responsibilities contained in this agreement; excluding, however, such liability, claims, losses, damages or expenses arising from City’s sole or active negligence or willful misconduct. This duty to indemnify, defend, and hold harmless shall survive the termination of this agreement.

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ON-CALL PLAN REVIEW AND INSPECTION SERVICES
37 14) Independent Contractor Status. It is understood and agreed that the Consultant, in the performance of the Services to be performed pursuant to this Agreement, shall act as and be an independent contractor and shall not act as an agent or employee of City. Consultant shall obtain no retirement benefits or other benefits which accrue to City’s employees and Consultant hereby expressly waives any claim it may have to any such rights. Nothing in this Agreement shall create or be construed as creating a partnership, joint venture or any other relationship between City and Consultant.

15) Consultant’s Books and Records.

a) Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement.

b) The consultant shall maintain all documents and records that demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.

c) Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City. Copies of such documents should be provided to the City for inspection at City offices.

d) Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant’s business, City may, by written request, require that custody of the records be given to City and that the records and documents be maintained in City offices. Access to such records and documents shall be granted to any party authorized by the Consultant, Consultant’s representatives, or Consultant’s successor-in-interest.

16) Interest of Consultant. Consultant and its owners, members, or shareholders, as applicable, covenant and represent that they do not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any othe r source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant’s Services hereunder.

Consultant further covenants and represents that in the per formance of the Services hereunder, to the best of its knowledge no person having any such interest shall perform any Services under this Agreement.

Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:

a) will conduct research and arrive at conclusions with respect to rendition of information, advice, recommendation, or counsel independent of the control and direction of City or of any City official, other than normal agreement monitoring; and

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38 b) possesses no authority with respect to any City decision beyond rendition of information, advice, recommendation, or counsel. FPPC Reg. Sec. 18700, et seq.

17) Professional Ability of Consultant . City has relied upon Consultant’s representations regarding its training and professional ability to perform the Services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled personnel to pe rform all Services under this Agreement. The primary provider of the Services called for by this Agreement shall be __________________ who shall not be replaced without the written consent of City. All work performed by Consultant under this Agreement shall be in accordance with the applicable professional standard care and shall meet the local professional standard of quality ordinarily to be expected of competent persons in Consultant’s field of expertise working in Kings County.

18) Compliance with Laws. The consultant shall use the proper standard of care in performing the Services and shall comply with all applicable federal, state and local laws, codes, ordinances and regulations in effect at the time the agreement is executed. In addition, if the request for proposal to provide services which are the subject of this Agreement cited any federal or state financial assistance involved in the project for which the Services are provided, the Consultant shall perform all services in accordance with all applicable federal and state laws, rates and regulations in effect at the time the agreement is executed.

19) Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, and insurance which are legally required of Consultant to lawfully and competently perform the Services. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, and insurance which are legally required of Consultant to lawfully and competently perform the Services. Consultant shall maintain a City of Hanford business license.

20) Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the reputation, experience, and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of City, which will not be unreasonably withheld. Consultant shall not subcontract any portion of the Services to be performed under this Agreement without the express written consent of City, which will not be unreasonably withheld. If the City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall: (i) create any contractual relationship between City and subcontractor; (ii) create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor; (iii) or relieve Consultant of any of its obligations and responsibilities under this Agreement.

21) Attorneys’ Fees. If an action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees, costs, and necessary disbursements in addition to any other reasonable relief to which he may be entitled. With respect to any suit, action or proceeding arising out of or related to this Agreement, or the documentation related hereto, the parties hereby submit to the jurisdiction

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39 and venue of the Superior Court for the County of Kings, State of California for any proceeding arising hereunder.

22) Sole and Only Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the matters set forth herein and contains all of the covenants and agreements between the parties regarding said matters.

Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or in writing, have been made by any party or anyone acting on behalf of any party which are not embodied in this Agreement and no other agreement, statement or promise shall be valid or binding.

23) Invalidity. If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way.

24) Amendment. No change, amendment or modification of this Agreement shall be valid unless the same be in writing and signed by the parties hereto.

25) Governing Law. This Agreement shall be construed and governed pursuant to the laws of the State of California.

26) Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.

27) Mediation. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a mediator, the dispute shall be submitted to JAMS/ENDISPUTE (“JAMS”) or its successor in interest. JAMS shall provide the parties with the names of five qualified mediators. Each party shall have the option to strike two of the five mediators selected by JAMS and thereafter the mediator remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may commence litigation.

28) Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further Consultant warrants that it has not paid, nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or result from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
40 29) Executive Order N -6-22 – Russia Sanctions. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding economic sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. Government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from, entering any new contracts with individuals or entities that are determined to be a target of economic sanctions. Accordingly, should the State determine Contractor is a target of economic sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement.

The State shall provide Contractor advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State.

30) Authority to Enter Agreement . Consultant has all requisite power and authority to conduct its business and to execute, deliver and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

31) 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, when transmitted by facsimile or e-mail if receipt is acknowledged by the addressee, one business day after being deposited for next- day delivery with a nationally recognized overnight delivery service, or three business days after being mailed by first class mail, charges and postage prepaid, property 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:

CITY OF HANFORD CONSULTANT

Mario A. Cifuentez II ___________________________
City of Hanford ___________________________
319 N. Douty ___________________________
Hanford, CA 93230 ___________________________

RFQ 2025-13

ON-CALL PLAN REVIEW AND INSPECTION SERVICES
41 IN WITNESS WHEREOF, the parties have executed this Agreement effective on the day and in the year first set forth above.

CITY

CITY OF HANFORD,
a Municipal Corporation

By:__________________________________
MARIO A. CIFUENTEZ II
City Manager

CONSULTANT

[company name]

By:___________________________________
__________________________ [name]
__________________________ [title]

FINANCE DEPARTMENT | 315 N. DOUTY ST. HANFORD, CA 93230 559.585.2152 | WWW.HANFORD.CITY
June 12, 2025 (revised)

RE: Notice of Intent to Award RFQ 2025-13
On-Call Plan Review and Inspection Services

NOTICE OF INTENT TO AWARD PROJECT

The City of Hanford has completed the review process for RFQ 2025-13, On-Call Plan Review and Inspection Services. As a result of the RFQ process, the City intends to award the project(s) as follows:

CATEGORIES:

1. Building Plan Review
10 Proposals Received/5 Consultants Selected

• BPR Consulting Group
• Rod Carsey Consulting & Plan Review Service
• Interwest Consulting Group
• JAS Pacific
• 4Leaf, Inc.

2. Fire Plan Review
9 Proposals Received/5 Consultants Selected

• BPR Consulting Group
• Interwest Consulting Group
• JAS Pacific
• 4Leaf, Inc.
• UpAvanti, Inc.

3. Building and/or Fire Inspection Services
6 Proposals Received/3 Consultants Selected

• BPR Consulting Group
• Interwest Consulting Group
• 4Leaf, Inc.

FINANCE DEPARTMENT | 315 N. DOUTY ST. HANFORD, CA 93230 559.585.2152 | WWW.HANFORD.CITY
Please note that services cannot commence until approval from City Council ha s been obtained and final contract(s) have been signed. The tentative City Council meeting is Tuesday, June 17, 2025. This letter serves as Notice of Intent to Award this project.

The City of Hanford wishes to express its appreciation for your time, effort, and interest in this solicitation. If you have any questions, please contact the Purchasing Division at [email protected].

Sincerely,

Purchasing Division

13.F.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of thirty-three (33) blanket purchase orders over $50,000, for various divisions within the Public Works and Utilities and Engineering, for a total amount of $9,732,432, previously approved in recently adopted FY 25/26 budget.

RECOMMENDATION:

Recommendation: Staff recommends that the City Council, by motion, approve the Annual Blanket Purchase Orders (BPO), which collectively total $9,732,432 and are already allocated in the FY25/26 council-adopted budget.

Recommended Motion: I move that the City Council approve the Annual Blanket Purchase Orders (BPO) for $9,732,432 allocated in the FY25/26 council-adopted budget.

BACKGROUND:

Per Hanford Municipal Code 2.48.060, the City Council has the sole authority to authorize purchases exceeding $50,000, regardless of whether the funding has already been appropriated in the adopted budget. Additionally, purchases of $2,500.00 or more must have either formal or informal bids or a sole-source justification provided.

The purchase orders list covers annual contracts for the Public Works, Utilities and Engineering departments for the City of Hanford.

FLEET MAINTENANCE BPOs SERVICE COST
KINGS PETROLEUM LLC BPO/FUEL SERVICES $840,000
BADASCI TIRE CO, INC BPO/TIRES, TUBES, PARTS AND LABOR $220,000 VAN DE POL ENTERPRISES BPO/FUEL SERVICES $180,000

RUCKSTELL CALIF SALES
CO
BPO/VEHICLE PARTS AND LABOR $150,000
CENTRAL VALLEY GMC BPO/VEHICLE PARTS & LABOR $136,500

DELRAY TIRE &

RETREADING, INC
BPO/TIRES AND TUBES $115,000
E M THARP INC BPO/VEHICLE PARTS AND LABOR $100,000

INTERSTATE
SILVAS OIL CO INC BPO/FUEL SERVICES $80,000

PARTS AUTHORITY METRO
LLC
BPO/PARTS & SUPPLIES $80,000

SAWTELLE & ROSPRIM

MACHINE SHOP
BPO PARTS/LABOR $75,000

GREG'S PETROLEUM

SERVICE INC
BPO/FLEET MAINTENANCE/FUEL SERVICE $60,000
ROBERT V. JENSEN INC BPO FUEL SERVICE $51,000

CENCAL AUTO & TRUCK

PARTS INC
BPO / PARTS & SUPPLIES $51,000

PARKS BPOs

CLEAN CUT LANDSCAPE

MANAGEMENT INC
CLEAN CUT LANDSCAPING LAD QUAD 3 $215,382

CLEAN CUT LANDSCAPE

MANAGEMENT INC
CLEAN CUT LANDSCAPING LAD QUAD 4 $130,085

CLEAN CUT LANDSCAPE

MANAGEMENT INC
CLEAN CUT LANDSCAPING QUAD 1 $107,149

CLEAN CUT LANDSCAPE

MANAGEMENT INC
CLEAN CUT LANDSCAPE LAD QUAD 2 $86,026

STREET MAINTENANCE
BPOs

ENNIS PAINT INC BPO/PAINT & MATERIALS $150,000

MARTIN MARIETTA

MATERIALS INC
BPO/MATERIAL/ASPHALT $120,000
CONTRACTED VENDOR SIDEWALK/CURB/GUTTER $165,000
REFUSE BPOs

KINGS WASTE & RECYCLE

AUTHORITY
BPO/TIPPING FEES $3,060,000
S C A OF CA, LLC COH STREET SWEEPING SERVICES $1,090,290

WASTEQUIP

MANUFACTURING

COMPANY LLC

BPO/ REFUSE CONTAINERS (RESIDENTIAL
& COMMERICIAL)
$509,000

WASTEWATER
OPERATIONS BPOs

THATCHER CO OF CALIF
INC
BPO/CHEMICALS/CHEM SUPP $485,000

TELSTAR INSTRUMENTS,
INC
BPO/EQUIPMENT MTCE $242,000

LAKESIDE IRRIGATION

WATER DISTRICT
BPO/WWTP EFFLUENT $110,000

FRUIT GROWERS

LABORATORY, INC
BPO/PROFESSIONAL SERVICES $107,000
CAL WEST RAIN, INC BPO/REPAIR & PARTS $70,000
SYNAGRO WEST, LLC BPO/BIOSOLIDS DISPOSAL $65,000

SANITARY SEWER

COLLECTIONS BPOs

TELSTAR INSTRUMENTS,
INC
BPO/EQUIPMENT $51,000

WATER OPERATIONS BPOs

UNIVAR SOLUTIONS USA
INC
BPO/CHLORINE $470,000

BADGER METER INC WATER METERS FOR NEW

CONSTRUCTIONS
$250,000
B S K & ASSOCIATES INC BPO/WATER SAMPLING $60,000

TELSTAR INSTRUMENTS,
INC
BPO/SCADA MNTC $51,000
FISCAL IMPACT:

PURCHASE ORDERS TOTAL $9,732,432 IN APPROVED SPENDING. THESE EXPENSES COME OUT OF

PREVIOUSLY APPROVED BUDGET APPROPRIATIONS ACROSS ALL IMPACTED DEPARTMENTS FOR FISCAL YEAR 2025/2026.

ATTACHMENTS:

None

13.G.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of the sole source procurement of three (3) Peterbilt 520 side load refuse trucks from Haaker Refuse of La Verne CA, using Sourcewell Contract 110223-MCN, in the amount of $1,527,021.50; and approval of one (1) Peterbilt 520 front load refuse truck from Municipal Maintenance Equipment of Sacramento CA, using Sourcewell Contract 110223-LEG in the amount of $460,391.51, for a total cost of $1,987,413.01 to be funded from Fleet Reserve Fund 0448 account and declare replaced trucks surplus.

RECOMMENDATION:

Recommendation:

That the City Council authorize the procurement of three (3) side load refuse trucks from Haaker Refuse and one (1) front load refuse truck from Municipal Maintenance Equipment for a total cost of $1,987,413.01 and declare replaced trucks surplus.

Recommended Motion:

1.That the City Council, by motion, authorize the procurement of three (3) side load refuse trucks from Haaker Refuse and one (1) front load refuse truck from Municipal Maintenance Equipment for a total cost of $1,987,413.01.

2. Declare trucks 141, 142, 144 and 343 surplus and approve the sale of said trucks.

BACKGROUND:

The California Air Resources Board, in an effort to improve air quality in California, passed several regulations that require the replacement of heavy-duty vehicles. Per the Air Resources Board states, heavy cranes, which refuse trucks fall under, will need to phase-in 2010 or newer model year engines from 2019-2027. The phase-in schedule provides that as of January 1, 2022, 50% of the Heavy Crane fleet must meet the upgrade requirements, which increase to 10% per year until January 2027, when 100% of the fleet must meet the upgrade requirement. If the City does not comply with regulations, there could be hefty fines for continually operating the outdated trucks without achieving temporary waivers.

On December 5, 2023, the Hanford City Council approved the purchase of three refuse trucks in an effort to comply with CARBS standards. By replacing the existing trucks, it will bring the City into compliance until 2030.

A sole source purchase authorization is recommended to ensure timely procurement and delivery. This action is necessary to secure the required chassis within the current production window and avoid extended lead times.

Procuring through the recommended vendors ensures vehicle availability within a critical operational timeline and aligns with the City’s equipment replacement schedule.

FISCAL IMPACT:

Fleet Reserve Account 0448 can fully support this purchase and has been appropriated in the FY26 Capital Improvement Plan.

ATTACHMENTS:

1. MME Quote

2. Haaker Quote

13.H.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Approval of a sole source procurement of three (3) Ford F-150 pickup trucks, two (2) Ford F-150 Lightning EV pickup trucks and five (5) Dodge Durango Pursuit Vehicles from National Auto Fleet Group of Watsonville, CA, under Sourcewell Contract 091521-NAF, in the amount of $574,881.68 and approve the upfitting of said vehicles by Cooks Communications of Fresno, CA, in the amount of $343,094.13, for a total expenditure of $917,975.81 to be funded by Measure H.

RECOMMENDATION:

Recommendation:

That the City Council authorize procurement of three (3) F-150, two (2) F-150 Lightning EV pickup trucks and five (5) Dodge Durango Pursuit Vehicles with upfitting from National Auto Fleet Group (vehicle) and Cook Communications (upfitting)
Recommended Motion:

That by motion, the City Council authorize procurement of three (3) F-150, two (2) F-150 Lightning EV pickup trucks and five (5) Dodge Durango Pursuit Vehicles with upfitting from National Auto Fleet Group (vehicle) and Cook Communications (upfitting)
BACKGROUND:

In 2024, the citizens of Hanford approved Measure H. A portion of Measure H calls out a specific expenditure plan that was approved overwhelmingly by the Measure H Revenue Committee. Within the expenditure plan, it calls out for the hiring of several additional officers for Hanford PD, including HART officers, and additional patrol officers. The purchase of these vehicles will provide the support needed for the daily activities of newly hired officers.

The City of Hanford Fleets Services and the Hanford Police Department (PD) have worked closely in an effort to balance the needs of the department with the requirements on vehicle emissions. Due to the emission requirements, it was determined that the purchase of the F-150 Lightning EV pickups will allow us to maintain a plan of compliance, avoiding any potential hefty fines from the California Airboard and serve the needs of the community and Hanford PD.

A sole source authorization is recommended for the acquisition of both gas-powered vehicles and electric F-150 trucks. Based on the delivery timelines, it is critical to limit the amount of time it takes to get these vehicles operational. Local vendors were contacted. Dodge was unable to provide a local quote. The local Ford vendor will not have any trucks in stock for a minimum of 6-8 months, as opposed to the vendor recommended that can have the trucks in as little as two months. The city will continue to seek out local purchases as available. By going with National Auto Fleet group, the

timeline for a vehicle on the street is reduced by a projected 4-6 months, unfitting of vehicles may take 1-2 months. It is in the best interest of the city to pursue more timely options to get these vehicles in service as soon as possible.

FISCAL IMPACT:

Measure H can fully support this purchase and an appropriation is in place for fiscal year 2025/2026 for these vehicles.

ATTACHMENTS:

1. F-150 and Upfitting

2. Lightining and Upfitting

3. Durango and Upfitting

13.I.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Award of a contract to Dryco Construction, Inc., of Sacramento, CA, for the FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) Project, in the amount of $883,883, a Measure H project.

RECOMMENDATION:

RECOMMENDATION:

Staff recommends that City Council:

1. Authorize the City Manager to award the construction contract to Dryco Construction, Inc., of Sacramento, CA, for the FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) Project, in the amount of $883,883.

2. Authorize the City Manager to approve change orders as necessary within the project budget.

RECOMMENDATION MOTION:

I move to authorize the City Manager:

1. To award the construction contract to Dryco Construction, Inc., of Sacramento, CA, for the FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) Project, in the amount of $883,883.

2. Authorize the City Manager to approve change orders as necessary within the project budget.

BACKGROUND:

The Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) is designed to protect and preserve city streets through targeted surface treatments. With Measure H funds appropriated for this project, staff was able to increase the overall roadway coverage compared to previous years. The Public Works Director, in collaboration with department staff, have selected site- appropriate fiber slurry seal treatments based on pavement condition assessments to maximize roadway longevity. Asphalt concrete pavements deteriorate over time due to natural oil loss and vehicular traffic. Resurfacing treatments restore surface integrity, extending pavement life and reducing long-term maintenance costs. This project includes:
• Single Fiber Seal Coating: Approximately 156,264.56 square yards, equivalent to 8.32 linear miles of residential roadways (based on a 32-foot width).

• Double Fiber Seal Coating: Approximately 98,684.44 square yards, equivalent to 2.48 linear miles of arterial roadways (based on a 68-foot width).

In conjunction with the pavement resurfacing project, the city will undertake a separately awarded construction contract (separate action item) to raise and adjust approximately 29 manholes, and 41 gate valve covers. The application of double fiberized slurry seal coatings during resurfacing increases pavement thickness, which can leave manholes, and valve covers lower than the surrounding pavement, creating uneven surfaces and a rougher driving experience. This second contract will adjust to grade City-owned utility covers to align with the finished pavement grade, ensuring smoother and safer travel for vehicles within the travel lane. By addressing these utility covers, the city will enhance roadway safety and comfort, complementing the resurfacing efforts and improving overall infrastructure quality. The utility cover contract will be awarded as a separate item but will contribute to the completion of this pavement preservation project, hence the funding of both contracts is shown in the Fiscal Impact Section below

PUBLIC NOTIFICATION:

The contractor, in collaboration with City staff, will notify residents and businesses via door hanger letters, submitted at the pre-construction conference and distributed after City approval, and through social media posts, detailing work schedules and access impacts. Work near schools will be coordinated through traffic control plans (TCPs) approved by the City Engineer, ensuring safe access per CA-MUTCD standards. Short-term no-parking zones may be required during daily lane closures or residential street closures. Work hours are 8:00 AM to 5:00 PM, Monday through Friday, with temporary striping maintained overnight, weekends, and holidays.

Refer to the attached maps for specific street locations.

PROJECT SCHEDULE:

The contractor, in coordination with City staff, will submit a project schedule within 15 calendar days of contract award, with work to be completed within 45 consecutive calendar days (excluding holidays) from the notice to proceed. Construction is set to begin in mid-to-late summer 2025, followed by the Manhole and Valve Cover Adjustment project. Work hours are 8:00 AM–5:00 PM, Monday–Friday, with herbicide application 10 days prior to the resurfacing, temporary striping maintained nightly, weekends, and holidays, and potential short-term no-parking zones.

BID AND PROJECT EXECUTION:

The City conducted a competitive bidding process for the Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) CIP Project No. 823618. Bids were opened on June 5, 2024, at 3pm and 5 bids were received. Staff reviewed all bids and determined that Dryco Construction, Inc., located in Sacramento, CA, was the lowest responsive and responsible bidder, with relevant experience in municipal paving projects. The contract is proposed for award to Dryco Construction, Inc. in the amount of $883,883. See the table below for all bids and amounts.

BID TABLE:

Prime Contractor Bid Amount

Dryco Construction, Inc. $883,883.00
VSS International, Inc $886,325.00
American Asphalt South,
Inc.
$952,899.84
Doolittle Road Construction
LLC
$1,107,000.00
Roy Allan Slurry Seal, Inc. $1,219,341.38

FISCAL IMPACT:

The design, staff management, inspection and construction of this project will be funded by Measure “H” Funds appropriated in the FY26 Capital Improvement Plan. The table below shows the combined project budget summary for both the FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) Project No. 823618 and (Manhole and Valve Cover Adjustment) Project No. 823618 (to be combined into one new Measure "H" CIP #).

BUDGET TABLE:

Project Funding Summary (combined contracts awarded out of this budget)
Measure "H" Funds $1,300,064.00

FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay)
Dryco Construction, Inc.
9390 Elder Creek Road
Sacramento, Ca. 95829 US
Contract Amount: $883,883.00
Project Costs
Building Permit Fees: $0.00
Materials Testing (1%): $8,838.00
City Surveying: $0.00
City Construction Management & Inspection
(5%):
$44,194.00
Misc. Expenses (Postage/Media/Clerical):
*ESTIMATE*
$700.00
Construction Contingency (15%): $132,582.00
City Provided Materials $0.00
FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment)

J.L Plank Inc. dba Cen-Cal Construction
34762 Lencioni Ave
Sacramento, Ca. 95829 US
Contract Amount: $186,186.00
Project Costs
Building Permit Fees: $0.00
Materials Testing (1%): $0.00
City Surveying: $0.00
City Construction Management & Inspection
(5%):
$9,309.00
Misc. Expenses (Postage/Media/Clerical):
*ESTIMATE*
$700.00
Construction Contingency (15%): $27,927.00
City Provided Materials $5,745.00
Total Project Budget:

$1,300,064.00

ATTACHMENTS:

1. Appendix A (Location Maps & Street Qty List) Fiber Slurry Project

2. DRYCO Construction Bid Packet - FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry)

RFB 2025-15 Page | 88

APPENDIX A

LOCATION MAPS AND STREET QUANTITY LISTS

RFB 2025-15 Page | 89

SINGLE FIBER

WOODS NEIGHORHOOD STREET LIST & DIMENSIONS

Name Start End Length Width SF SY
Lemonwood Greenwood South CDS 217 36 7812 868
Lemonwood Greenwood North CDS 282 36 10152 1128
Beachwood Lakewood CDS 155 36 5580 620
Beechwood Leland CDS 150 36 5400 600
Knowlwood Fargo CDS 1630 36 58680 6520
Knowlwood Lakewood Leland 740 36 26640 2960
Oakwood Burlwood CDS 340 36 12240 1360
Cherrywood Burlwood CDS 340 36 12240 1360
Niel Leland Fargo 2690 36 96840 10760
Fargo Pl Fargo Cedarwood 125 36 4500 500
Ashwood Burlwood CDS 225 36 8100 900
Teakwood Burlwood CDS 225 36 8100 900
Cottonwood Fairview CDS 635 36 22860 2540
Teakwood Lakewood CDS 625 36 22500 2500
Fernwood Cedarwood Leland 2505 36 90180 10020
Ashwood Ct Heartwood CDS 90 36 3240 360
Oakwood Ct Leland CDS 150 36 5400 600
Cherrywood Ct Leland CDS 160 36 5760 640
Cottonwood Leland CDS 150 36 5400 600
Ashwood Leland CDS 150 36 5400 600
Lakewood 10th Fernwood 2535 36 91260 10140
Heartwood Cottonwood CDS 720 36 25920 2880
Driftwood Ct Fernwood CDS 125 36 4500 500
Greenwood Teakwood CDS 310 36 11160 1240
Ashwood Fairview CDS 100 36 3600 400
Birchwood Neil CDS 375 36 13500 1500
Greenwood 10th Neil 1300 36 46800 5200
Fairview Cottonwood Fernwood 870 36 31320 3480
Willowwood Neil CDS 335 36 12060 1340
Burlwood Knowlwood Fernwood 1925 36 69300 7700
Cedarwood Neil Fernwood 1150 36 41400 4600
Cottonwood Burlwood CDS 240 36 8640 960
Cottonwood Burlwood Fairview 400 36 14400 1600
Cottonwood Lakewood CDS 215 36 7740 860
Teakwood CDS Lakewood 670 36 24120 2680
Cottonwood Lakewood CDS 350 36 12600 1400
CDS X24 152328 16925.33333
Knuckles X2 9832 1092.444444
Bautista Capistrano End 271 36 9756 1084
Adobe Mission CDS 332 32 10624 1180.444444
Mission Capistrano Flint 915 36 32940 3660
San Miguel Mission End 197 32 6304 700.4444444
CDSX1 6347 705.2222222

RFB 2025-15 Page | 90

WOODS NEIGHORHOOD SITE MAP

NOT TO SCALE

PIONEER NEIGHORHOOD STREET LIST & DIMENSIONS

Name Start End Length Width SF SY
W Pioneer 11th Sago 1260 36 45360 5040
Harold Griswold Joshua Ebony 1110 36 39960 4440
Harold Griswold Sago Joshua 36 0 0
W Pioneer Joshua Douty 950 36 34200 3800
Sago Harold Griswold Pioneer 260 36 9360 1040
Ebony Pioneer Harold Griswold 300 36 10800 1200
Joshua Pioneer Flint 510 36 18360 2040
Cactus Pioneer CDS 320 36 11520 1280
Chaparral Pioneer CDS 320 36 11520 1280
Constaga Pioneer CDS 320 36 11520 1280
CDSX3 19041 2115.666667
Knuckle X4 19664 2184.888889

RFB 2025-15 Page | 91

PIONEER NEIGHORHOOD SITE MAP

NOT TO SCALE

MISSION NEIGHORHOOD STREET LIST & DIMENSIONS

Name Start End Length Width SF SY
Capistrano End End 780 36 28080 3120
Bautista Capistrano End 271 36 9756 1084
Adobe Mission CDS 332 32 10624 1180.444444
Mission Capistrano Flint 915 36 32940 3660
San Miguel Mission End 197 32 6304 700.4444444
CDSX1 6347 705.2222222

MISSION NEIGHORHOOD SITE MAP

NOT TO SCALE

RFB 2025-15 Page | 92

FAREWAY NEIGHORHOOD STREET LIST & DIMENSIONS

Name Start End Length Width SF SY
Fareway Douty 10 1/4 1270 32 40640 4515.555556
Merlan Fareway CDS 240 32 7680 853.3333333
Clubhouse Fareway CDS 240 32 7680 853.3333333
10 1/4 CDS North Edge of Fareway 265 32 8480 942.2222222 CDSX3 19041 2115.666667

FAREWAY NEIGHORHOOD SITE MAP

NOT TO SCALE

Total SF Total SY
ESTIMATED SINGLE FIBER TOTALS: 1406381 156264.5556

RFB 2025-15 Page | 93

DOUBLE FIBER

DOUBLE FIBER STREET LIST & DIMENSIONS

Name Start End Length Width SF SY
Grangeville 11th Douty 2620 60 157200.00 17466.66667
11th Houston Bonneyview W 1325 32 42400 4711.111111
11th Bonneyview W Beverely 790 32 25280 2808.888889
11th Beverley Hume 535 32 17120 1902.222222
Turn Pockets 27565 3062.777778
11th Fargo Cortner 2000 58 116000.00 12695.55556
Kings County Dr Lacey 12th 2210 46 101660.00 11295.55556 325 58 18850.00 2094.444444

DOUBLE FIBER SITE MAPS

NORTH 11TH AVE.

NOT TO SCALE

RFB 2025-15 Page | 94

GRANGEVILLE BLVD.

NOT TO SCALE

KINGS COUNTY DR.

NOT TO SCALE

RFB 2025-15 Page | 95

SOUTH 11TH AVE.

NOT TO SCALE

Total SF Total SY
ESTIMATED DOUBLE FIBER TOTALS: 504335.00 56037.22222

QUANTITIES TO BE PAID

The Contractor and City Inspector shall agree DAILY to quantities placed each day based on the quantities provided and/or those measured in the field. Cul-de-sac and knuckles are measured from the beginning of curve and perpendicular across the street and shall be based upon a city standard cul- de-sac. Linear quantities shall be measured along the centerlines of streets at the width measured to the lip of curb or edge of pavement, intersection work shall include be agreed and no additional compensation shall be allowed thereof.

13.J.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Award of a contract to Cen-Cal Construction, of Bakerfield, CA, for the FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment), in the amount of $186,186 and approve a 15% contingency of $27,927, a Measure H project.

RECOMMENDATION:

Staff recommends that City Council:

1. Authorize the City Manager to award the construction contract to Cen-Cal Construction, located in Bakerfield, CA, for the FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment) Project, in the amount of $186,186 and approve a 15% contingency of $27,927.

2. Authorize the City Manager to approve change orders as necessary within the project budget.

RECOMMENDATION MOTION:

I move to authorize the City Manager:

1. To award the construction contract to Cen-Cal Construction, located in Bakersfield, CA, for the FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment) Project, in the amount of $186,186 and approve a 15% contingency of $27,927.

2. Authorize the City Manager to approve change orders as necessary within the project budget.

BACKGROUND:

In conjunction with the pavement resurfacing project, which applies double fiberized slurry seal coatings to protect and preserve city streets, the city will undertake a project to raise and adjust approximately 29 manholes and 41 gate valve covers. The resurfacing, funded by Measure H allocations, enhances roadway coverage and restores surface integrity by addressing natural pavement deterioration caused by oil loss and vehicular traffic, significantly extending pavement life.

However, the increased pavement thickness from the slurry seal can leave manholes and valve covers lower than the surrounding pavement, creating uneven surfaces and a rougher driving experience. By elevating these city-owned utility covers to align with the finished pavement grade, the manhole and valve cover adjustment project ensures smoother, safer travel for vehicles, complementing the resurfacing efforts and improving overall infrastructure quality.

BID AND PROJECT EXECUTION

The City conducted a competitive bidding process for the Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment) CIP Project No. 823618. Bids were opened on June 10, 2024, at 2pm and one (1) bid was received. Staff reviewed the bid and determined that Cen-Cal Construction, located in Bakerfield, CA, was the lowest responsive and responsible bidder, with relevant experience in municipal paving projects. The contract is proposed for award to Cen-Cal construction in the amount of $186,186. See the table below for all bids and amounts.

BID TABLE:

Prime Contractor Bid Amount
J.L Plank Inc. dba Cen-Cal Construction $186,186.00
FISCAL IMPACT:

The design, staff management, inspection and construction of this project will be funded by Measure “H” Funds that were appropriated in the FY26 Capital Improvement Plan. The table below shows the combined project budget summary for both the FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay) Project No. 823618 and (Manhole and Valve Cover Adjustment) Project No. 823618 (to create new CIP # in the Measure H Fund).

BUDGET TABLE:

Project Funding Summary (combined contracts awarded out of this budget)
Measure "H" Funds: $1,300,064.00
(from FY26 street allocation)
FY 24-25 Pavement Resurfacing Treatment (Single and Double Fiberized Slurry Overlay)
Dryco Construction, Inc.
9390 Elder Creek Road
Sacramento, Ca. 95829 US
Contract Amount: $883,883.00
Project Costs
Building Permit Fees: $0.00
Materials Testing (1%): $8,838.83
City Surveying: $0.00
City Construction Management
& Inspection (5%):
$44,194.15
Misc. Expenses
(Postage/Media/Clerical):
*ESTIMATE*
$700.00
Construction Contingency
(15%):
$132,582.45
City Provided Materials $0.00
FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment)

J.L Plank Inc. dba Cen-Cal
Construction

34762 Lencioni Ave
Bakerfield, Ca 93308
Contract Amount: $186,186.00
Project Costs
Building Permit Fees: $0.00
Materials Testing (1%): $0.00
City Surveying: $0.00
City Construction Management
& Inspection (5%):
$9,309.00
Misc. Expenses
(Postage/Media/Clerical):
*ESTIMATE*
$700.00
Construction Contingency
(15%):
$27,927.00
City Provided Materials $5,745.00
Total Project Budget:

$1,300,064.00

ATTACHMENTS:

1. Appendix A (Location Maps & Street Qty List) MH & WV Adj. Project

2. Cen Cal Construction Construction Bid Packet - FY 24-25 Pavement Resurfacing Treatment (Manhole and Valve Cover Adjustment) Project

RFB 2025-16 Page | 78

APPENDIX A

LOCATION MAPS AND QUANTITY LISTS

RFB 2025-16 Page | 79

MH WV
Grangeville 17 18
South 11th Ave 2 0
North 11th Ave 5 8
Kings County Dr. 5 15

Total MH Total WV

29.00 41.00

SOUTH 11TH AVE (BETWEEN HUME AVE & HOUSTON AVE)

NOT TO SCALE

RFB 2025-16 Page | 80

GRANGEVILLE BLVD. (BETWEEN DOUTY ST. & 11

TH AVE)

NOT TO SCALE

RFB 2025-16 Page | 81

NORTH 11TH AVE (BETWEEN FARGO AVE & CORTNER ST.)

NOT TO SCALE

RFB 2025-16 Page | 82

KINGS COUNTY DR. (12TH AVE & LACEY BLVD.) CURVED STREET

NOT TO SCALE

13.K.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: CONSENT CALENDAR

SUBJECT:

Authorization to Enter into a 5-Year Lease and Service Agreement with UBEO Business Services for Multi-Function Copier Lease and Maintenance Services in the amount of $38,487.12 per year, with the 5-year contract amount totaling $192,435.60.

RECOMMENDATION:

Recommendation: Staff recommends Council's authorization to enter into a 5-year agreement with UBEO Business Services to provide multi-function copier lease and maintenance services in the amount of $38,487.12 per year, with the 5-year contract amount totaling $192,435.60.

Recommended Motion: I motion to authorize the City Council to approve the 5-year agreement with UBEO Business Services for city-wide multi-function copier lease and maintenance services.

BACKGROUND:

The City of Hanford has contracted with Xerox for the lease and maintenance of all multi-function copiersfor over 15 years. While there have been no significant issues with Xerox during this time, there has been no formal contract for the service of the entire City, only individual departments securing their own lease agreements with various contract terms for each.

In accordance with Purchasing Policy and best practices, staff sought out proposals in the best interest of the City to consolidate these lease agreements into one and start a new contract with one term and released RFP 2025-08 to solicit a new contract for these services on February 27, 2025.

The solicitation process resulted in receipt of five (5) proposals from qualified vendors on March 20, 2025:

UBEO (Pleasanton, CA)
California Business Machines (Fresno, CA)
Konica Minolta Business Solutions (Long Beach, CA)
MRC Smart Technology Solutions (Xerox) (Cypress, CA)
Ricoh USA (Clovis, CA)

After staff evaluation of the services to be provided, vendor qualifications, and technical approach, UBEO Business Services of Pleasanton, CA was chosen as the successful vendor based on the quality and thoroughness of their proposal. UBEO’s proposal goals included consolidation of multiple leases into one; optimizing device usage; enhancing security and business processes; and improving overall cost efficiency. They will provide brand-new Canon multi-function copiers, resulting in

increased efficiency and less downtime awaiting repairs, and with their local branch in Fresno, a 4- hour service response guarantee. Reference checks with other local UBEO customers, including municipalities and educational institutions, resulted in favorable comments and strong recommendations.

FISCAL IMPACT:

Twelve (12) machines will be replaced throughout the City as a result of this agreement. Six of those twelve have contract obligations remaining with Xerox in an amount totaling no more than $15,000 (final amount to be provided at time of pick-up of machines). This obligation will be paid in full by the City to buy out the lease agreement and will not be included in the new agreement with UBEO. Staff concluded that it is more cost-effective to pay out the lease term with Xerox as there are monthly lease savings with the new vendor that will offset the expenses very quickly as shown below:

Xerox Monthly Lease Pmt
(current)
Ubeo Monthly Lease Pmt (new) Savings/Month
$2,525.10 $1,641.26 $883.84

These savings will recoup the buyout expense within 15 months and continue to save the City on these services for the remainder of the contract. The monthly fee, including lease payment ($1,641.26) and copies ($1,566 - estimated from previous Xerox invoices), totals $3,207.26, with the annual cost at $38,487.12, and 5-year term at $192,435.60.

The start date for the new agreement is anticipated to be no later than August 1, 2025.

ATTACHMENTS:

1. UBEO Proposal

2. UBEO Lease Agreement

Technical Response

CITY OF HANFORD, CA REQUEST FOR PROPOSALS
RFP 2025-08

ANNUAL CONTRACT FOR COPIER & PRINTER EQUIPMENT AND

MAINTENANCE

UBEO Business Services
Request for Proposal Response
March 20, 2025

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Contents
Executive Summary ..................................................................................................................... 5 General Information ................................................................................................................... 10 Company Details: ................................................................................................................... 10 Primary Contact for Proposal Inquiries: ................................................................................... 10 Company Profile: .................................................................................................................... 10 Company Owners/Officers: .................................................................................................... 10 Key Personnel: ....................................................................................................................... 10 Surety Information: ................................................................................................................. 11 References & Referrals: .......................................................................................................... 11 Proposed Project Approach ........................................................................................................ 13 Requirements ........................................................................................................................ 13 Objectives: ............................................................................................................................. 14 Service Expectations .................................................................................................................. 15 Quarterly & Annual Business Reviews and Usage Reporting ..................................................... 16 Meetings ................................................................................................................................ 20 Training ..................................................................................................................................... 20 Documentation & Training ...................................................................................................... 20 Tasks and Description ............................................................................................................ 21 Staff Qualifications and Experience ............................................................................................ 22 Related Experience .................................................................................................................... 24 UBEO’s Related Experience in State and Local Government Projects .................................... 24 Client References and Confidentiality .................................................................................. 24 Comparable Project Information ......................................................................................... 24 Project Timelines: ...................................................................................................................... 25 Proposed Fee Structure & Budget Plan .................................................................................... 26 Cost Breakdown & Invoicing Plan ............................................................................................ 26 Proposed Fee Structure and Schedules ...................................................................................... 28 *See separate file for proposed fee structure. .......................................................................... 28 Conflict of Interest ..................................................................................................................... 28 Appendix (Required Forms) ........................................................................................................ 29

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Cover Letter

Dear Ms. Valencia,
UBEO Business Services appreciates the opportunity to participate in The City of Hanford’s RFP 2025-08-Annual Contract for Copier and Printer Equipment and Maintenance. It is our intention in this response to share our extensive history and experience in providing imaging technology, onsite service delivery, and associated solutions to our clients in the state and local government sectors. Our success is based on a very specific goal: customer loyalty. We have developed a solid client partnership infrastructure over the past 67 years based on this belief:

“UBEO will be the premier provider within our market area offering true ‘Business Technology Integration’ by constantly seeking the newest, best, and most innovative ideas in hardware and software solutions for our customers.”

When making the decision on a vendor partner, The City of Hanford should consider the following:
• Industry Leaders – Our team includes top print technology experts with a proven track record.
• Government Expertise – We serve as a trusted advisor to agencies across California. • Best-in-Class Solutions – We provide leading technology brands including Canon, Ricoh, HP, Xerox, OpenText, Uniflow, and PaperCut.
• Proven Performance – Trusted by City of Tulare, City of Fresno, California State Fresno and many others.
• Scalability with Personalized Service – UBEO is big enough to deliver, small enough to care.

We believe that the UBEO response will provide The City of Hanford with the best overall solution.

We look forward to discussing our approach in more detail. Please let us know if you have any questions on the components of our response: [email protected]

UBEO has read and understands the RFP and our Proposal is made in accordance herewith.

The proposal shall remain valid for a period of not less than sixty (60) days from the date of submittal.

Best Regards,

Sam Barber
Executive Vice President
P: 702-250-6905
E: [email protected]

Kurt Crosina-Sahm
Area Director of Sales
P: 559-779-6203
E: [email protected]

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

Executive Summary
UBEO Business Services is pleased to present our proposal in response to RFP 2025-08: Annual Contract for Copier & Printer Equipment & Maintenance for the City of Hanford, CA. With decades of experience in managed print solutions for government agencies and educational institutions, UBEO is uniquely positioned to provide the City with a cost-effective, efficient, and secure print environment that aligns with operational goals and financial objectives of the City.

As a trusted technology partner, UBEO has successfully implemented large-scale fleet management projects, consolidating multiple leases, optimizing device usage, enhancing security, and improving overall cost efficiency. Our comprehensive approach to fleet assessment, implementation, ongoing support, and proactive cost management ensures that the City of Hanford will receive a seamless transition, reliable service, and continuous operational improvements.

Comprehensive Fleet Management & Seamless Transition
• UBEO will consolidate the City’s existing copier and printer agreements into a single, cost-effective contract, streamlining billing, service, and device management. • Our strategic implementation plan includes a detailed assessment, phased deployment, staff training, and ongoing optimization reviews.

Industry-Leading Service & Performance Guarantee
• UBEO guarantees four-hour response times for all service calls, ensuring maximum uptime and operational efficiency.
• If any device experiences five (5) or more service calls within a 60-day period, UBEO will replace the unit at no cost to the City.
• Our preventative maintenance program follows OEM-recommended service schedules, ensuring peak device performance and longevity.

Cost Predictability & Transparent Reporting
• UBEO offers fixed pricing for the entire contract term, with no unexpected increases. • Quarterly business reviews will provide comprehensive reports detailing budget utilization, device usage, service trends, and cost-saving recommendations. • A master activity consolidated invoice will be submitted electronically every month, summarizing impressions per device, service history, and total costs.

Flexible Billing Options
UBEO will work closely with the City to determine the most suitable billing structure that aligns with operational needs.

Fixed Monthly Lease & Service Fees – A predictable cost structure covering equipment, maintenance, and service.

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Supplies
Guaranteed OEM Consumables & Supply Management
• UBEO provides unlimited OEM toner and supplies, ensuring consistent print quality with no yield restrictions.
• Our automated supply replenishment system prevents downtime due to supply shortages, keeping City departments fully operational.

Network Connectivity
Advanced Network Integration & IT Security Compliance
UBEO’s ProIT Professional Services Department will work directly with City IT to ensure seamless network integration, compliance with security protocols, and device configuration.

Seamless Integration with the City's IT Infrastructure
UBEO’s MFD solutions are fully compatible with the City’s IT infrastructure, meeting all network, security, and printing configuration requirements:
✔ DHCP & TCP/IP Network Compatibility
• Our proposed MFDs fully support Dynamic Host Configuration Protocol (DHCP) for automatic network integration.
• We will configure devices for TCP/IP-based shared printing environments, ensuring efficient print job management and secure device communication. ✔ Microsoft Office 365 & Multi-Configuration Support
• UBEO’s MFDs are optimized for Windows 10 & 11 (32-bit & 64-bit environments), ensuring full compatibility with the City’s PC infrastructure. • We provide customizable print settings, allowing users to easily switch between standard, legal, compressed, and landscape formats, with the ability to override settings per job as needed.
✔ Enterprise-Grade Print Drivers & Software
• UBEO supplies all necessary drivers for Windows-based printing and ensures that the City’s IT team has access to the latest updates and security patches. • Our universal print drivers support seamless deployment across all workstations, reducing administrative overhead.

Security & Compliance: Protecting City Data
UBEO takes data security and compliance seriously, ensuring that all MFDs adhere to strict security protocols to safeguard sensitive City information:

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✔ Collaborative IT Implementation & Security Hardening
UBEO’s ProIT security team will work closely with City IT staff to implement security protocols, user access controls, and encryption standards for MFDs. • We will provide best-in-class cybersecurity hardening guides, ensuring all networked devices are configured to prevent unauthorized access.

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✔ Secure Local Storage & Data Wiping Procedures
• If any MFD contains local storage (HDD/SSD), UBEO will ensure proper encryption, monitoring, and compliance with City security policies. • At the end of life or device replacement, UBEO will follow industry best practices to ensure all stored data is securely erased, wiped, or destroyed, per the City’s requirements.
• Official documentation verifying compliance with data disposal and intellectual property protection will be provided for each decommissioned device. ✔ Automated Security Monitoring & Compliance
• UBEO’s remote monitoring system proactively detects security vulnerabilities, firmware updates, and potential threats, ensuring real-time protection of the City’s print network.

Our Commitment to Long-Term Partnership & Optimization
UBEO understands that City IT teams are often managing multiple priorities, which is why our ProIT specialists and deployment technicians take a proactive role in supporting and optimizing the City’s print network.

UBEO understands that the City of Hanford is not just looking for a vendor, but a trusted partner who will actively collaborate to improve operational efficiency and cost-effectiveness. Through our ongoing business reviews, real-time service monitoring, and proactive technology upgrades, UBEO will continuously refine and enhance the City’s managed print environment to deliver maximum value, reliability, and security.

With our proven track record of success, UBEO has extensive experience and expertise in deploying network-connected multifunction devices (MFDs) within government and enterprise environments. Our team of ProIT specialists and certified technicians will work closely with the City of Hanford’s IT department to ensure a seamless, secure, and fully compliant implementation, while also minimizing IT workload through efficient deployment and proactive management.

We look forward to the opportunity to serve as the City’s strategic technology partner and ensure that its printing infrastructure remains secure, efficient, and cost-effective for years to come.

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General Information
Company Details:
• Firm Name: UBEO Business Services
• Address: 7580 N Ingram Ave, Suite #103 Fresno, CA 93711. • Telephone Number: 925-519-4545
• Email Address: [email protected]

Primary Contact for Proposal Inquiries:
• Name: Sam Barber
• Title: Executive Vice President
• Telephone Number: 702-250-6905
• Email Address: [email protected]
Company Profile:

UBEO Business Services is a leading provider of copiers, printers, and multi-functional devices (MFDs) with decades of experience serving government and educational institutions. Our approach integrates cost-effective solutions, cutting-edge technology, and comprehensive service and support, ensuring the City of Hanford receives optimal value and performance.

Business Classification: UBEO Business Services LLC

Tax and Licensing Information:
• Federal Tax ID Number: 94-1461160
• City of Hanford Business License Number: To be obtained upon contract award.

Company Owners/Officers:

UBEO West LLC - Officers
• C. Scott Perry – President
• Michael Fabian – Vice President and Secretary
• John Fortino – Chief Financial Officer
• James Morrissey – Vice President
• Erika Stanford – Vice President

Key Personnel:

Sam Barber
Regional Vice
President & General
Manager
[email protected]
(702) 854-6905
Responsibility:

Primary Contact for
City of Hanford
Executive VP
Sam Barber brings over 32 years of experience in the office technology industry, having worked with leading manufacturers.

As Regional Vice President and General Manager at UBEO, he is responsible for developing and implementing strategic sales and service

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Surety Information:
• General Liability Insurance
• Automobile Liability Insurance
• Worker’s Compensation Insurance
UBEO has attached COI.

References & Referrals:

UBEO has successfully implemented fleet-managed printing solutions for multiple government agencies. Below are three references from California agencies with similar project scopes:

1. Reference Name: Fresno State University
Contact: Brian Cotham
Address:
5150 North Maple
Fresno, CA 93704
Phone Number: (559) 278-2893
Email: [email protected]
Project Date: July 1, 2011 – Present
Services Provided:
• Support for approximately 150 multi-function devices
• Print Management and Student Print Software
• Large Format Print and Production Black & White Solutions

Kurt Crosina-Sahm
Director of Sales
[email protected]

Responsibility: Primary
Contact for City of
Hanford Account
Management
35 years’ experience in the document technology industry.

Responsible for the supervision and local management of UBEO’s Strategic Accounts team. Kurt has been a key
member of the ongoing partnerships with the City of Fresno, City of Tulare, Fresno State, College of Sequoias and many others.

Certifications include Laserfiche Administrator, Certified Repository Architect, Certified Capture and Workflow
Specialist.

Kurt has worked in the Document Technology industry in
Fresno his entire career.

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2. Reference Name: City of Fresno
Contact: Kim Jackson
Address:
2600 Fresno St
Fresno, CA 93721
Phone Number: (559) 621-2489
Email: [email protected]
Project Date: January 1, 2007 – Present
Services Provided:
• Support for approximately 100 multi-function devices
• Large Format Printing Solutions
• Black & White and Color Production Solutions

3. Reference Name: City of Tulare
Contact: Kim Jackson
Address:
411 East Kern Avenue
Tulare, CA 93724
Phone Number: (559) 313-9509
Email: [email protected]
Project Date: 2006 – Present
Services Provided:
• Support for approximately 32 multi-function devices
• Black & White and Color Production Solutions

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

Proposed Project Approach
UBEO Qualifications and Experience
We support hundreds of departments from cities, counties, special districts, and the State of California. In fact, we have been awarded 3 different state mandatory contracts since 2016 and have another cooperative contract through Shasta Union High School District. This is in addition to our manufacturer partner contracts like NASPO and GSA.

Significant Steps

Understanding the Scope of Services
UBEO recognizes that The City of Hanford is seeking a comprehensive managed print services program that optimizes your existing print infrastructure. The City of Hanford goals and objectives for this project are: 1. Consolidate multiple leases (60-month lease term). 2. Optimize device usage. 3. Enhance security and business processes. 4. Improve overall cost efficiency. In the following pages you will see that City of Hanford’s objectives align parallel with UBEO’s capabilities.

Requirements
Acknowledgment of Requirements & Commitment to Compliance UBEO Business Services fully understands and acknowledges The City of Hanford’s technical and operational requirements for multifunction devices (MFDs) as outlined in the RFP. With extensive experience in government and enterprise print environments, UBEO is well-equipped to provide a comprehensive solution that meets or exceeds all specified requirements.

Our proposed MFDs will:
• Support seamless user access management, allowing City IT to add staff via a web-based interface across the entire fleet.
• Operate on a single networked platform, ensuring simultaneous copying, printing, and scanning for optimal efficiency.
• Include PIN-based secure printing to enhance document security and confidentiality. • Maintain a consistent, user-friendly interface across all devices for ease of use and deployment.

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• Feature customer-replaceable components (drums, fuser units, toner cartridges, and feed rollers) for maximum uptime and operational efficiency. • Ensure absolute network security and integrity through password protection, network login restrictions, and LDAP authentication.
• Support scan-to-email, desktop, network repositories, workflow applications, and document management systems, with no additional PC workstation required. • Enable automatic job prioritization (“print around” functionality) to prevent workflow disruptions when required resources are unavailable.
• Provide full remote device management, allowing for off-site monitoring and configuration. • Meet ISO certification standards to comply with Independent Service Organization requirements.
• Enable print administrators to disable color printing to reduce costs and enforce print policies.
• Include multiple paper trays and support 11x17 paper for versatile printing options.

MFD Condition
UBEO is fully committed to meeting and exceeding the City’s MFD condition requirements as outlined in the RFP.
• New Equipment Guarantee: All MFDs provided under this contract will be new, current production models that are the latest edition offered by the manufacturer. These devices will be warranted as new and will not be remanufactured, used, or reconditioned in any way. UBEO takes full responsibility for ensuring all MFDs delivered meet this requirement in full compliance with contract terms.
• Lemon Clause Commitment: In the unlikely event that an MFD fails to operate per the manufacturer’s published performance specifications or encounters recurring issues (excluding operator error), UBEO will promptly replace it with a new MFD of the same make and model at no cost to the City within the first 60 days of operation.

UBEO ensures that our proposed solution will be fully compliant with all City requirements while providing a secure, efficient, and user-friendly managed print environment.

Assessment Phase: Discovery & Partnership Approach
UBEO’s methodology begins with an in-depth discovery phase to assess the City’s print usage, fleet optimization needs, and security requirements. This ensures:

Right-sizing the Fleet – Reducing waste and optimizing device placement.

Security Hardening – Ensuring compliance with IT security policies.

Workflow Efficiency – Automating tasks and integrating with City IT systems.

Regular Business Reviews – Quarterly assessments to improve cost efficiency.

Objectives:

Phase 1: Assessment & Planning
• Conduct a full fleet audit of existing devices and contracts.

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• Identify buyout opportunities for existing leases.
• Collaborate with City IT to optimize network integration. • Set a benchmark for cost savings and efficiency improvements.

Phase 2: Equipment Deployment & Installation
• Deliver and install 12 new MFDs, ensuring all match or exceed existing device capabilities. • Implement secure print release (PIN-based authentication). • Integrate centralized fleet monitoring for real-time device health tracking.

Phase 3: Training & Adoption
• Conduct on-site training for City employees on new MFD functions. • Provide customized user guides and an online knowledge portal. • Offer dedicated IT support to ensure seamless adoption.

Phase 4: Ongoing Management & Optimization
• Provide quarterly business reviews to analyze usage and optimize fleet deployment. • Implement predictive maintenance using real-time device data. • Ensure strict SLA adherence to prevent downtime.

Service Expectations
UBEO is fully committed to meeting and exceeding the City’s service expectations as outlined in the RFP. With our proven operational excellence and industry-leading service expertise, we ensure:
• Comprehensive Device Management: UBEO will assume full responsibility for toner, repairs, maintenance, and replacement of all output devices under contract. • Proactive Maintenance: Preventative maintenance will be conducted in strict accordance with manufacturers’ recommended schedules.
• Genuine OEM Parts & Supplies: UBEO will exclusively use OEM parts and supplies to maintain optimal performance and reliability.
• Hardware Performance Assurance: We take full responsibility for service-related hardware performance and will manage the proper disposal and recycling of all service parts.
• Fixed Pricing Commitment: Our maintenance pricing will remain fixed throughout the contract term with no price increases.

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Quarterly & Annual Business Reviews and Usage Reporting

To ensure full transparency and ongoing financial oversight, UBEO conducts quarterly business reviews with the City, providing:

Consolidated Budget Reports – An easy-to-read financial summary detailing spending trends, cost per site, and per-device usage.

Fleet Optimization Insights – Identifying underutilized or high-cost devices to recommend efficiency improvements.

Cost Reduction Strategies – Proactive recommendations to eliminate waste, improve workflows, and optimize print allocation.

Service Performance Reports – Overview of response times, service history, and maintenance schedules.

Our reports are structured to provide executive-level summaries while maintaining access to detailed, drill-down data for audit and compliance purposes.

Monthly Master Activity Report & Consolidated Invoicing UBEO will provide a comprehensive, itemized invoice each month, which will include:

Master Activity Consolidated Invoice – A single, streamlined report summarizing all costs associated with printing, service, and maintenance.

Detailed Usage Reports – Covering:

Total impressions per site and device
Device identification (machine ID, model number, location) Beginning and ending meter readings
Cost-per-copy breakdown
Service & Maintenance Summary – Listing all service calls, maintenance activities, and resolutions for the period.

Total Cost Summary – A clear, easy-to-understand breakdown of all expenses for the current month and year-to-date.

Electronic Submission & Accessibility
To ensure efficiency and accessibility, UBEO will:

Submit all invoices and reports electronically by the deadline established by the City.

Provide a dedicated online portal where City administrators can access historical invoices, service reports, and fleet analytics.

Offer customized report formats to align with the City’s internal financial and audit processes.

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Commitment to Financial Visibility & Accountability
UBEO is committed to providing the City of Hanford with complete financial transparency, ensuring predictable costs, and maintaining a clear audit trail from project initiation to ongoing management.

Our robust reporting structure and proactive business reviews guarantee that the City has full visibility into print-related expenditures and data-driven insights for continuous improvement.

This structured approach will enable better financial planning, operational efficiency, and cost savings over the contract term.
• UBEO will provide the City with detailed reports on print usage, including:
• Impressions by device and department
• Service call history and resolutions
• Usage trends and cost-saving recommendations
Why UBEO is the Best Partner for the City of Hanford
UBEO’s robust support structure, industry expertise, and commitment to service excellence make us the ideal partner for managing the City’s copier and printer fleet. With a team of dedicated professionals, proactive service strategies, and advanced IT capabilities, we ensure:
• Seamless implementation with minimal operational disruption • Expert-led training and ongoing support for City staff • Transparent reporting and continuous cost optimization • Industry-leading service standards with guaranteed uptime and responsiveness How UBEO Will Fulfill These Requirements

1. Device Management & Optimization
o UBEO will maintain an accurate, up-to-date list of all printing devices across City departments and facilities. This inventory will be centrally managed and easily accessible for monitoring and auditing purposes.
o Our quarterly usage reports will provide comprehensive insights into print volumes, costs per department, and device performance. These reports will include actionable recommendations to reduce print volumes and drive cost savings. o We will implement a Citywide year-end cost analysis, detailing not only total print costs but also providing a thorough performance review. This will include recommendations to improve operational efficiency and reduce costs further, ensuring continuous improvement in your print environment.

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o UBEO’s approach includes the use of advanced monitoring tools that track print volumes in real-time, allowing us to create customized incentives for City staff to reduce unnecessary printing. This proactive approach fosters a culture of accountability and resource efficiency.

2. Maintenance, Service & Repair Excellence
o UBEO is committed to maintaining a high level of uptime across all devices, offering preventive maintenance services at manufacturer-recommended intervals to avoid any disruptions in service.
o Our multi-brand support capabilities enable us to service a wide range of devices, ensuring consistent performance for your desktop printers, copiers, and plotters. In the event of a device replacement, UBEO will ensure that all hard drives are removed, securely wiped, and retained by the city, as per your security and privacy requirements.
o Our 4-hour service response guarantee, coupled with a 2-hour call-back time, demonstrates our commitment to minimizing downtime. Should a device require multiple service calls, we will replace it with a like-for-like unit, ensuring smooth operation at no additional cost to the city.
o In situations where repair times exceed three business days, UBEO will provide a loaner machine until the original device is fully operational, minimizing disruptions to City operations.

3. Comprehensive Consumables Management
o UBEO will manage all consumables for your print fleet, ensuring that supplies meet original equipment manufacturer (OEM) specifications by only using OEM parts and supplies (no generic or reman / compatible toner). Our proactive supply management system will deliver consumables within 72 business hours and prevent supply shortages from impacting print operations. o Our approach includes automatic vendor-managed supply alerts, integrated with our Help Desk system, to trigger timely actions for replenishment. UBEO takes full responsibility for consumables and guarantees optimal hardware performance without additional costs beyond the agreed-upon cost-per-print model.

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

4. Exceptional Support and Customer Service
o Ensuring that City employees are fully satisfied with their print environment is our top priority. UBEO will provide continuous telephone support for your staff at no additional charge, making sure that any issues are resolved quickly and efficiently. o Our multi-brand device support ensures that we can service both existing and new printers, regardless of manufacturer, providing consistent and reliable support for your entire print fleet.
o UBEO’s proactive Break/Fix alerts, integrated with the City’s Help Desk, allow us to initiate timely repairs and minimize downtime. Our dedicated support team is focused on maintaining a high level of performance across all devices and ensuring maximum uptime.

Commitment to Cost Efficiency and Scalability
At UBEO, we understand that The City of Hanford’s primary objective is to control and reduce print costs while ensuring high levels of service and efficiency. Our managed print services program is built around a cost-per-print model, meaning that the city will only pay for the actual prints made, with all maintenance and service costs included. This approach not only simplifies budgeting but also eliminates unexpected expenses.

In addition, UBEO’s solution is designed to be scalable. As the City’s needs evolve, we can easily expand or reduce the size of the print fleet without penalties or the need for hardware refinancing.

This flexibility ensures that your print infrastructure remains aligned with your operational requirements, providing long-term value and adaptability.

Management of Change
Change management is a key to creating a positive transition with unified and strategic messaging.

UBEO will develop a departmental championing model for support of the transition. Here is an example of our communication process:

Pre-Installation Preparation
The UBEO approach is very systematic with respect to implementation. Once again, communication is the cornerstone. The City of Hanford’s IT management will be included in all aspects of implementation and the lead power-users (if applicable). Below is an outline of how UBEO can develop an implementation for larger accounts. It is important that The City of Hanford understands that UBEO is using a proven project management methodology.

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

Meetings
Project Management
UBEO empowers our Project Managers with modern SaaS tools to effectively assign tasks, track progress, manage calendars, share documents, and manage all work related to the projects they are responsible for. Our work management platform also gives our customers 24/7 access to an online dashboard to view the progress of their project.

Equipment Installation
Prior to devices loading on the truck for delivery, each unit is configured and tested at the UBEO warehouse. Every function (copy, scan, staple, collate, etc.) is tested with supervisor sign-off.

Once all hardware and software has been configured and tested, the delivery dates can be confirmed. UBEO publishes all the forms and spreadsheets used in the implementation phase. In addition to the forms listed above, UBEO will create a Gantt Chart schedule to ensure that all timelines are transparent and discussed. There is a lot of preparation logistically inside each activity on the Gantt chart. The scheduling piece works hand-in-hand with the Implementation Checklist to expose all facets of the project.

Training
Documentation & Training
UBEO will have dedicated training staff to support The City of Hanford. There will be no cost for initial and follow-up training. UBEO has a database of training resources that will be used to support The City of Hanford. The curriculum will focus on:

End User Training:
o Hardware program & usage
o Scanning capabilities & accessing AD directories
o Print driver properties & capabilities
o 3rd party software authentication and using custom workflows o Paper path interruption & supply management
o How to get help - accessing UBEO Support & trouble tickets o Key Operators / Power Users
o More in depth focus on job processing features
o Escalation for paper issues

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

Technical Training for IT:
o Assessing web server for
the devices to
configuration
adjustments
o Escalation process for
print, scan, and
authentication issues
o All SaaS software as part
of the UBEO solution.

This training will be
based on the degree The
City of Hanford wants to
be part of the first-level
support.

All training, curriculum and scheduling will be reviewed and approved by The City of Hanford. As the users get experience with the devices, it may become apparent that not all users retained the information from the initial training sessions. UBEO will communicate with departments on what areas need additional attention and create an updated curriculum for the follow-up training. UBEO will review the contents and arrange the follow up instruction. UBEO has a production facility where training videos are created.

Tasks and Description
UBEO Business Technology Assessment
Below is a snip of our implementation and work plan including resources from UBEO and the City.

UBEO Approach
Company Approach – BTA
UBEO looks to be a trusted advisor to all our customers. Through our Business Technology Assessment approach and relationship management model, we are 100% confident we can become one of The City of Hanford premier partners.

Assessment Process
The first step in our Business Technology Assessment (BTA) is our Scope of Assessment (SOA) meeting and document
review. The goal of this
meeting is to capture our
customer’s care abouts,
define the areas of
business to be included in
the study, review what is
needed to conduct the
study, and identify the
team and our engagement
process. The SOA is our
project charter; once

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signed off on by both parties, our Business Analyst Manager assigns the analyst(s) and schedules the work to be completed.

The second step in our BTA is the Discovery phase. This is where our analyst team performs all of the necessary tasks to gain a full understanding of our customer’s current state. The processes and tools we use to accomplish this are:

1. DCA (Data Collection Agent) – gathers printer-related data

2. Master inventory list – current device list

3. Surveys and interviews – we use a combination of online surveys/questionnaires and in- person/web-based interviews to capture the “Voice of the Customer”

4. Floor plans – for device mapping and plotting (Might be out of scope for The City of Hanford)

5. Onsite visit – inventory and device collection/mapping and workflow evaluation

6. Print ticket histories – what does support look like today? (Might be out of scope for The City of Hanford)

7. Current contract(s) evaluation – financial obligations (Might be out of scope for The City of Hanford)

Once our analyst team completes the tasks above, they begin their data and documentation process. 3 primary deliverables from this portion of the assessment are:

1. Master inventory list

2. Current state device maps (sample above)

3. Findings and Recommendations

After the analyst team fully documents current state, we transition into the third step in our BTA:

Design.

Our team sets up strategy meetings to discuss which technologies, solutions, and best practices are to be recommended. This is also where we engage our specialists: ProIT, Production, Business Process Optimization Team, etc. as necessary. We work together to document our initial recommendation.

The fourth step in our customer data validation meeting. We review the Findings and Recommendations (FRD) with customer stakeholders to ensure accuracy of the data collected and that the initial recommendation is aligned with their goals. More often than not, solution demonstrations are scheduled as a result of this meeting.

The last step of the BTA is to finalize the FRD with a full recommendation including the financial analysis to present to The City of Hanford.

Staff Qualifications and Experience
Comprehensive Managed Print Services Program for the City of Hanford UBEO is committed to delivering a seamless and efficient transition to a fully optimized Managed Print Services (MPS) program that meets and exceeds the City of Hanford’s requirements. To ensure a structured and well-coordinated implementation, UBEO will assign a dedicated team once project is allocated which will include a Project Manager and Account Manager who will

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

work directly with the our management team and the City. This team will oversee all aspects of the multi-function copier deployment and ongoing print management strategy, ensuring cost efficiency, compliance, and operational success.

Project Coordination and Implementation
UBEO will manage the end-to-end execution of the City's MPS program, from the initial assessment and strategic planning to full deployment and post-implementation support. Our meticulous project management approach ensures that all phases are completed on time, within scope, and aligned with the City's operational needs.

Security, Compliance, and Optimization
UBEO understands the importance of compliance, data security, and document integrity in municipal operations. Our managed print services adhere to industry best practices and regulatory standards to safeguard sensitive information. Additionally, we will analyze the City's existing print environment to recommend cost-saving measures, optimize device placements, and enhance efficiency through advanced print tracking and reporting tools.

Strategic Device Management and Cost Efficiency
Our MPS program is designed to enhance productivity while controlling costs. UBEO will:
• Assess and map all existing multi-function copiers to determine the most effective deployment strategy.
• Optimize the fleet with a mix of black & white and color production solutions, ensuring cost-effective printing without sacrificing quality.
• Integrate print management software to monitor usage, reduce waste, and improve document workflow.
• Implement large-format printing solutions, if applicable, to support specialized department needs.
• Provide ongoing service and support to ensure device uptime and maximum operational efficiency.

Ongoing Success and Partnership
UBEO is not just a vendor but a long-term strategic partner. Our team will work closely with the City to continuously evaluate and improve the print environment, ensuring the solution evolves alongside municipal needs. Additionally, we will collaborate with City leadership to appoint approved staff for project oversight and ensure alignment with all requirements.

UBEO welcomes the opportunity to further discuss the City’s specific needs and can provide additional details upon request. We are committed to delivering a cost-effective, compliant, and

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

highly efficient MPS solution that supports the City's operational goals while enhancing overall productivity.

Related Experience
UBEO’s Related Experience in State and Local Government Projects UBEO Business Services has a proven track record of supporting hundreds of State and Local Government clients across the Central Valley and beyond. Our extensive experience in managed print services, production printing, and enterprise content management allows us to deliver tailored solutions that meet the unique needs of government entities.

We have successfully provided comprehensive print management solutions for agencies ranging from municipalities to county offices, ensuring operational efficiency, cost control, and reliable service. Our experience includes:

For government agencies and educational institutions, UBEO has successfully supported and optimized environments with 5 to 1000+ multi-function devices, integrating:
• Black & White and Color Production Solutions to meet high-volume output needs. • Large Format Printing Solutions for departments requiring specialized print capabilities. • Print Management and Student Print Software to track, secure, and streamline usage.

In addition to the above, UBEO has successfully implemented document management and print optimization strategies for various government agencies, ensuring seamless workflows, budget- conscious implementations, and enhanced accessibility to records.

Client References and Confidentiality
Due to the sensitive nature of many of our government contracts, UBEO can provide detailed reference information upon request, subject to a mutually signed Non-Disclosure Agreement (NDA). However, we assure the City that we have provided similar services to numerous government entities, meeting strict compliance standards and delivering projects on time and within budget.

Comparable Project Information
UBEO is prepared to provide a minimum of three (3) comparable projects that align with the City’s criteria. These projects will include:
• Project Name and Location
• Description of Services Provided (including print and document management solutions, scope, and functional components)
• Client Name and Contact Information
• UBEO’s Role in the Project (i.e., project management, direct implementation, subcontractor services, etc.)
• Proposal Cost vs. Final Cost (demonstrating cost-effectiveness)

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

• Project Duration and Completion Status
UBEO’s ability to deliver projects on schedule and within budget has been a cornerstone of our success. We take pride in our efficiency, expertise, and ability to optimize government printing and document management services while ensuring compliance with regulatory requirements.

If the City requires additional details, we are happy to facilitate a further discussion under the terms of an NDA.

Project Timelines (example – TBD by the City):

Phase Key Activities & Deliverables Target Date
Phase 1: Kickoff & Discovery Kickoff Meeting with City stakeholders to align on project scope, goals, and implementation
plan.

April 2025

Conduct Fleet Assessment & Business Review,
evaluating print usage, cost savings
opportunities, and operational efficiency.

April 2025

Establish service level agreements (SLAs),
maintenance protocols, and security policies in
collaboration with the City IT team.

April 2025
Phase 2: Equipment
Deployment & Network
Integration
Deliver and install 12 new multi-function devices
(MFDs) at designated City locations.

May 2025

Configure network connectivity for scanning,
secure print release (PIN authentication), and
workflow integration with City IT.

May 2025

Conduct staff training sessions to ensure City
employees are proficient in using the new
equipment.

May-June
2025
Phase 3: Performance
Monitoring & Business
Assessment
Implement fleet monitoring tools for proactive
maintenance and supply management.

June 2025

Conduct Quarterly Business Reviews to analyze
device performance, cost trends, and
opportunities for further optimization.

Ongoing

Develop and submit draft business assessment
reports, providing insights into cost savings,
efficiency improvements, and optimization
recommendations.

September
2025
Phase 4: Final Business
Assessment & Budget
Recommendations
Deliver final assessment reports summarizing
performance metrics, service history, and cost
reduction strategies.

December
2025

Provide budget recommendations for ongoing
optimization of the City’s managed print fleet.

December
2025

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

Proposed Fee Structure & Budget Plan
UBEO Business Services will provide a transparent and comprehensive fee schedule that includes all costs associated with leasing equipment, maintenance services, and consumables. Our pricing model ensures cost predictability while delivering maximum efficiency and uptime for the City of Hanford.

Cost Breakdown & Invoicing Plan
Our monthly invoicing structure will include:

Equipment Lease Costs – Fixed monthly lease payments covering all deployed devices.

Maintenance & Service Fees – Fixed-rate maintenance, ensuring no cost increases over the contract term.

Per-Impression Charges – Competitive cost-per-copy rates for black & white and color prints.

Consumable Supplies & Service Parts – Fully included in the contract (OEM toner, staples, maintenance kits).

On-Site Service & Support – Included in maintenance agreement with guaranteed 4-hour response time.

Equipment Buyout Options – UBEO can provide a detailed cost analysis for integrating leased devices into the contract.

Invoicing Method & Compliance
UBEO will provide detailed monthly invoices, ensuring full visibility into all services rendered. The invoices will include:

Equipment Lease Summary – Listing each leased device, its location, and corresponding monthly charge.

Usage-Based Billing – Breakdown of total monthly impressions (black & white and color) per device.

Service & Maintenance Records – Any on-site repairs or service calls will be documented, including credit for unusable prints.

Consolidated Summary Reports – Comprehensive report including year-to-date summaries and trends to aid in budget forecasting.

There are 7 primary phases to the project:

1. Initial Kick-Off (Needs Assessment / Solution Design / Hardware Purchase): Contract award will be the trigger for this phase. UBEO will schedule a meeting(s) with The City of Hanford to schedule the needs assessment. Once the discovery is completed and findings and recommendations documented, we will review the hardware and software solutions and configuration with The City of Hanford stakeholders for validation. We will make any necessary modifications, then have another meeting to finalize the recommendation. Other milestones include placing the order for the solution and receiving the hardware from the manufacturer into our local warehouse for setup. Based on current product availability we anticipate receipt of new hardware within 3-4 weeks from purchase.

2. Implementation Planning: Preparation is key for a successful deployment. This phase starts with assembling the UBEO teams* and our initial project kick-off meeting. It includes our Standard Operating Procedures of our Project Management Plan (PMP, deliverable),

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

shared MFP list (deliverable), and sharing best practices. It ends with creating the replacement strategy and starting the deployment checklist (deliverable).

3. Solution Configuration: The primary focus of this phase is on the software solutions. This includes implementation of the solutions The City of Hanford departments chose (Online or on-premises), networking methodology, pilot MFD(s) deployment, configuration, and testing. It ends with completion of the replacement strategy and deployment checklist and exporting the image file from the pilot MFD(s) to import into the rest of the fleet for automated and accurate device setup.

MFD acceptance starts with our needs assessment process. As the experts, we will make the appropriate recommendations then verify with The City of Hanford stakeholders. After successful configuration of the pilot MFD, our setup technicians in our Chico warehouse will be given the export of the image file. After they build the MFDs with the correct accessories/components, they will verify the current firmware version and import the image file. The image file contains all the pilot MFD settings, including device hardening, network protocols, user interface settings and function layout.

Once setup is complete, each device is shrink-wrapped with a specific color wrap, packing list, and department/location, indicating exactly when and where it is to be delivered by UBEO’s Logistics Team.*. On delivery day, our logistics team will arrive at the department with the pre-built MFD(s). Will follow our deployment checklist for legacy MFD removal, including final meter and HDD sanitization plan, then replace the old with the new. The legacy device(s) will be removed from the district if that is considered part of the service provided by UBEO. Again, following the deployment checklist, the onsite logistics team will get the new MFD on the network, verify IP and/or MAC address, then communicate that to the appropriate parties for network installation and solution configuration. Communication can include email, text, phone call, Microsoft Teams, etc. Once completed (estimated 15 minutes per device), the onsite team tests functionality per the checklist. Next, we will review the packing list (certificate of installation and acceptance) with our The City of Hanford location contact and have it signed-off on. Finally, we will conduct in-person training (if desired by THE CITY OF HANFORD). Our trucks have liftgates, so there is no requirement for loading docks, lifts, etc.

4. Change Management: Communication is also key to a great relationship. Creating excitement for innovative technologies prior to installation has worked extremely well with our customers. We will work with The City of Hanford to create both communication and training programs that best suit their end users. This typically consists of emails, videos, web-based training sessions, in-person training sessions, and documentation (both electronic and printed). Using our pilot MFD methodology works for device configurations and sandbox testing and is used for initial training sessions and videos before delivery. This way, end users are familiar with the solution before using it. Of course, we chose to stay with the same MFD platform thus the learning curve will be minimal.

5. Delivery Schedule: Create and confirm/approve the date(s)/time(s) for the fleet delivery.

6. Deployment: Once steps 1-5 are complete, we will be ready for delivery and removal of current devices. Although we have delivered 50 MFDs per day at another local government

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agency and can do so at The City of Hanford, we expect delivery and installation of 12 devices to be delivered within 10 business days based on The City of Hanford requirements.

*We do not use a 3rd party for any portion of our implementation. We use our own project managers, network/solution engineers, field service technicians, setup technicians, logistics/delivery teams, and delivery trucks.

7. Project Closure: After the entire solution has been implemented and The City of Hanford is satisfied with the deployment, we will have a final closeout meeting. The project ticket is closed, and we transfer into post-implementation support. This includes quarterly business reviews and discussions on any other areas that UBEO may be able to help The City of Hanford.

UBEO will provide all necessary support from analysis to training with a deployment schedule that meets the requirements of the RFP & The City of Hanford staff.

Proposed Fee Structure and Schedules
*See separate file for proposed fee structure.

Conflict of Interest
UBEO Business Services have no conflict of interest.

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Appendix (Required Forms)

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NON – Collusion Affidavit

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Workers Compensation Insurance Certificate

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Equal Employment Opportunity Compliance Certificate

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Americans with Disabilities Act Compliance Certificate

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City of Hanford, CA Ownership Disclosure for Contractors and Consultants

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State of California Drug-Free Workplace Certification

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Iran Contracting Act Certification

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California Levine Act Statement

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Surety Information – COI

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Addendum 1

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Addendum 2

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Addendum 3

Proposed Fee Structure and Schedules

CITY OF HANFORD, CA - REQUEST FOR PROPOSALS
RFP 2025-08

ANNUAL CONTRACT FOR COPIER & PRINTER EQUIPMENT AND

MAINTENANCE

UBEO Business Services
Request for Proposal Response
March 20, 2025

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08 Contents
Cover Letter ................................................................................................................................ 3 Budget Customization in the Discovery Phase .................................................................... 4 Invoicing and Fee Schedule Compliance ............................................................................ 4 Recommendations ..................................................................................................................... 5 Equipment and Configuration ................................................................................................. 5 Appendix (Required Forms) ........................................................... Error! Bookmark not defined.

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08 Cover Letter
Dear Ms. Valencia,

UBEO Business Services appreciates the opportunity to participate in the City of Hanford’s RFP 2025-08 – Annual Contract for Copier and Printer Equipment and Maintenance. We are pleased to submit a comprehensive response that fully addresses the requirements outlined in the RFP. As per the instructions, we are submitting our pricing proposal separately, along with all required attachments.

With a legacy spanning over 67 years, UBEO has established itself as a trusted provider of imaging technology, onsite service delivery, and enterprise solutions tailored to the needs of state and local government agencies. Our approach is centered on a singular mission: fostering long-term customer loyalty through best-in-class service, technology, and support.

Why UBEO?
When selecting a vendor partner, the City of Hanford should consider UBEO’s key differentiators:
• Industry Leadership – Our team consists of top print technology experts with a proven track record in the industry.
• Government Expertise – We serve as a trusted advisor to numerous government agencies across California.
• Best-in-Class Solutions – We offer leading technology brands, including Canon, Ricoh, HP, Xerox, OpenText, Uniflow, and PaperCut.
• Proven Performance – Trusted by agencies such as the City of Tulare, City of Fresno, and California State University, Fresno.
• Scalability with Personalized Service – UBEO is large enough to deliver comprehensive solutions while maintaining a client-focused, personalized service approach.

UBEO is confident that our proposal offers the City of Hanford the most effective and scalable solution. We welcome the opportunity to further discuss our approach and answer any questions regarding our response.

By submitting this proposal, UBEO affirms that we have reviewed and understand the RFP requirements. Our proposal remains valid for a minimum of 60 days from the submission date.

Should you require any additional information or clarification, please do not hesitate to contact us at [email protected].

We appreciate your time and consideration and look forward to the possibility of partnering with the City of Hanford.

Best Regards,

Sam Barber
Executive Vice President
P: 702-250-6905
E: [email protected]

Kurt Crosina-Sahm
Area Director of Sales
P: 559-779-6203
E: [email protected]

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08 Our pricing structure is designed to be comprehensive and all-inclusive, covering all services required to support the Managed Print Services (MPS) program. This includes:
• Equipment Lease and Maintenance – Monthly costs for multi-function copier (MFC) leasing and ongoing support.
• Per-Impression Unit Costs – Defined costs for black & white and color printing, ensuring predictable operational expenses.
• Service and Support – Inclusive of repairs, troubleshooting, software updates, and optimization services to maintain efficiency.
• Project Implementation and Management – Covering assessment, device mapping, deployment, and ongoing system enhancements.

Budget Customization in the Discovery Phase
To ensure the MPS solution aligns with the City’s budgetary constraints and strategic initiatives, UBEO will work closely with City leadership during the Discovery Phase to establish a tailored budget plan. This collaborative approach allows for:
• Cost optimization based on real usage and operational needs. • A structured payment and invoicing model that provides transparency in billing. • Predictable expense management with no hidden costs or unexpected fees.

Invoicing and Fee Schedule Compliance
UBEO’s fee schedule aligns with the City's requirements and is structured to provide a clear, itemized breakdown of costs based on unit pricing, staff hours (if applicable), and monthly lease and service fees. The City will be invoiced based on:
• Defined unit or impression-based costs (black & white and color). • Fixed monthly lease and maintenance costs to ensure budget stability. • Additional services detailed upfront to ensure all expected costs are accounted for within the contract.

As requested, our proposal includes a total cost breakdown aligned with the Scope of Work outlined in the RFP. UBEO’s commitment to transparency, cost efficiency, and compliance ensures that the City has a clear, predictable, and well-structured financial plan for its Managed Print Services program.

UBEO welcomes any further discussions with the City to refine and customize our approach to fully support operational and financial objectives while maintaining the highest level of service and efficiency.

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08 Recommendations
UBEO is recommending a Canon solution, for all 12 copier locations. There are several reasons we are recommending Canon. They have been an industry for decades and are known as the best in class for their security. As a Premier Partner, UBEO is best positioned to service City of Hanford’s fleet using only genuine OEM parts and supplies and Master Technicians.

Proposed Fee Structure and Schedules
Equipment and Configuration

W D H
inch inch inch
imageRUNNER
ADVANCE DX C5850i

24.41 28.43 36.89
Buffer Pass Unit-P2 - - - None
Cabinet Type-V 24.41 27.56 9.88 None
Booklet Finisher-A2
with Tri-Fold

21.14 24.53 43.11 None
Super G3 FAX Board-
AX2
- - - None
Total 45.75 28.43 46.77
・Main Unit Plug: NEMA 5-15P
Product name Net component size Additional
Power
Supply
Plu
g
Ima
• Includes two 550-sheet paper cassettes
• Standard security feature set, including Trellix Embedded Control ・Total Dimensions (W x D x H):

45.75" x 28.43" x 46.77"
・Total Installation Space (W x D x H):

70.08" x 45.75" x 46.77"
・Main Unit Power Requirements: 120V/11.5A
imageRUNNER ADVANCE DX C5850i
Product Description Space And Power Requirements
• Print/Copy Speed: up to 50 ppm (BW/Color, Letter)
• Scan Speed: up to 270 ipm (300 dpi) (BW/Color, Duplex) • Print up to 12" x 18"

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

W D H
inch inch inch
imageRUNNER
ADVANCE DX C3930i

22.24 28.43 35.31
Cabinet Type-W 22.24 24.21 9.76
Inner Finisher-L1 18.58 20.67 7.17
Super G3 FAX Board-
BH1
- - -
Total 22.24 28.43 45.08
・Main Unit Plug: NEMA 5-15P
Product name Net component size Additional
Power
Supply
Plu
g
Ima
• Includes two 550-sheet paper cassettes
• Standard security feature set, including Trellix Embedded Control ・Total Dimensions (W x D x H):

22.24" x 28.43" x 45.08"
・Total Installation Space (W x D x H):

38.50" x 44.06" x 45.08"
・Main Unit Power Requirements: 110V/8.5A
imageRUNNER ADVANCE DX C3930i
Product Description Space And Power Requirements
• Print/Copy Speed: up to 30 ppm (BW/Color, Letter)
• Scan Speed: up to 270 ipm (300 dpi) (BW/Color, Duplex) • Print up to 12" x 18"

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UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

W D H
inch inch inch
imageRUNNER
ADVANCE DX C3930i

22.24 28.43 35.31
Cabinet Type-W 22.24 24.21 9.76
Staple Finisher-AE1 21.14 24.53 38.15
2/3 Hole Puncher Unit-
A1
- - -
Super G3 FAX Board-
BH1
- - -
Total 43.58 28.43 45.08
・Main Unit Plug: NEMA 5-15P
Product name Net component size Additional
Power
Supply
Plu
g
Ima
• Includes two 550-sheet paper cassettes
• Standard security feature set, including Trellix Embedded Control ・Total Dimensions (W x D x H):

43.58" x 28.43" x 45.08"
・Total Installation Space (W x D x H):

63.78" x 44.06" x 45.08"
・Main Unit Power Requirements: 110V/8.5A
imageRUNNER ADVANCE DX C3930i
Product Description Space And Power Requirements
• Print/Copy Speed: up to 30 ppm (BW/Color, Letter)
• Scan Speed: up to 270 ipm (300 dpi) (BW/Color, Duplex) • Print up to 12" x 18"

8 | P a g e

UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

W D H
inch inch inch
imageRUNNER
ADVANCE DX C5860i

24.41 28.43 36.89
Buffer Pass Unit-P2 - - - None
Cabinet Type-V 24.41 27.56 9.88 None
Booklet Finisher-A2
with Tri-Fold

21.14 24.53 43.11 None
2/3 Hole Puncher Unit-
A1
- - - None
Super G3 FAX Board-
AX2
- - - None
Total 45.75 28.43 46.77
・Main Unit Plug: NEMA 5-15P
Product name Net component size Additional
Power
Supply
Plu
g
Ima
• Includes two 550-sheet paper cassettes
• Standard security feature set, including Trellix Embedded Control ・Total Dimensions (W x D x H):

45.75" x 28.43" x 46.77"
・Total Installation Space (W x D x H):

70.08" x 45.75" x 46.77"
・Main Unit Power Requirements: 120V/11.5A
imageRUNNER ADVANCE DX C5860i
Product Description Space And Power Requirements
• Print/Copy Speed: up to 60 ppm (BW/Color, Letter)
• Scan Speed: up to 270 ipm (300 dpi) (BW/Color, Duplex) • Print up to 12" x 18"

9 | P a g e

UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

W D H
inch inch inch
imageRUNNER
ADVANCE DX 6870i

24.41 28.43 36.89
Buffer Pass Unit-P2 - - - None
Cassette Feeding Unit-
AQ1

24.41 25.98 9.88 None
Booklet Finisher-A2
with Tri-Fold

21.14 24.53 43.11 None
2/3 Hole Puncher Unit-
A1
- - - None
Total 45.75 28.43 46.77
・Main Unit Plug: NEMA 5-15P
Product name Net component size Additional
Power
Supply
Plu
g
Ima
• Includes two 550-sheet paper cassettes
• Standard security feature set, including Trellix Embedded Control ・Total Dimensions (W x D x H):

45.75" x 28.43" x 46.77"
・Total Installation Space (W x D x H):

70.08" x 45.75" x 46.77"
・Main Unit Power Requirements: 120V/12A
imageRUNNER ADVANCE DX 6870i
Product Description Space And Power Requirements
• Print/Copy Speed: up to 70 ppm (BW, Letter)
• Scan Speed: up to 270 ipm (300 dpi) (BW/Color, Duplex) • Print up to 12" x 18"

10 | P a g e

UBEO Response prepared exclusively for the City of Hanford RFP 2025-08 Hardware Accessories

Option for Staple Finisher-AB1 and Booklet Finisher-A1 with Tri-Fold; punches 2 or 3-holes in pages one sheet at a time.

Required for attaching Booklet Finisher-A1 with Tri-Fold Cassette Feeding Unit-AQ1
Adds two additional front-loading, user-adjustable 550-sheet paper cassettes to the standard paper supply.

Booklet Finisher-A2 with Tri-Fold
Offers two output trays holding up to 3,250 sheets. Corner and double stapling up to 50 sheets, Staple-free Stapling up to 8 sheets, and a manual Staple On Demand function up to 50 sheets.

Saddle Stitch finishing capabilities of 20 sheets for booklet sets up to 12" x 18" size. C-fold up to 5 sheets and V-fold up to 3 sheets without staple.
2/3 Hole Puncher Unit-A1
Hardware Accessories
Buffer Pass Unit-P2

11 | P a g e

UBEO Response prepared exclusively for the City of Hanford RFP 2025-08

[This space left blank intentionally]

Used for adjusting the height of the device and also provides space to store toner or additional paper supply.

Inner Finisher-L1
Internal finisher offering two output trays holding up to 545 sheets. Provides corner and double stapling up to 50 sheets. Staple-free Stapling up to 8 sheets, and a manual Staple On Demand function up to 40 sheets.

Hardware Accessories
Cabinet Type-V

12 | P a g e

UBEO Response prepared exclusively for the City of Hanford RFP 2025-08 City of Hanford, CA – Request for Proposal
Annual Contract for Copier & Printer Equipment and Maintenance UBEO Business Services Proposed Fee Structure

Location: Proposed
Configuration:

Equipment
Black and
White
Cost Per
Image
Equipment
Color Cost
Per Image
Quantity
(12)
Multi-
Function
Copiers
Per Unit -
60 Month
Mo.

Payment
Combined
Unit
Totals
315 N. Douty St Canon IR
C5850i
$0.0069 $0.03 (2) $143.00 $286.00
422 N Douty St Canon IR
C3930i
$0.0089 $0.051 (2) $75.00 $150.00
10555 Houston
Ave
Canon IR
C3930i
$0.0089 $0.051 (3) $123.00 $246.00
425 N. Irwin Canon IR
C5860i
$0.0065 $0.03 (3) $153.00 $306.00
425 N Irwin Canon IR
6870
$0.0051

(2) $194.00 $388.00

Buyout Dollar Amount
Current MFP fleet for remainder of the contract/settle amount of the contract.

City of Hanford
Addendum (3) Buyout $20,308.00 $412.25/Mo.

(*Pricing is valid for a minimum of sixty (60) days)
We believe that the UBEO response will provide The City of Hanford with the best overall solution. We look forward to discussing our approach in more detail. Please let us know if you have any questions on the components of our response: [email protected]

UBEO has read and understands the RFP and our Proposal is made in accordance herewith.

The proposal shall remain valid for a period of not less than sixty (60) days from the date of submittal.

X________________________ Sam Barber – Executive Vice President

RFP 2025-08
Annual Contract for Copier & Printer Equipment & Maintenance 5 II. SCOPE OF WORK
A. PROJECT DESCRIPTION
The City is seeking a vendor to provide all departments with excellent products and timely servicing of equipment to meet its copy and print needs. It is not the intent to limit the Vendor to a specific copier/MFD (multi-function device) solution and the City would consider recommendations from Vendors for optimal value and performance.

The City currently has several individual five (5) year equipment leases and service/supply/maintenance agreements with our current vendor for copiers and printers located throughout the City. It is the intent of the City to incorporate all individual lease agreements into one central agreement. The City’s intent is that either as the leases expire, the new equipment can be included in the agreement created through this RFP, or the vendor “buys out” the remainder of the contract lease term agreements.

B. CONSULTANT SERVICES
The City of Hanford will require the consultant to perform the tasks detailed in Section II- Scope of Work.

The Awarded Consultant will also be required to obtain a City of Hanford Business License from the Finance Division.

Each proposal must include at a minimum the requirements listed below. If the Vendor feels that modification and/or addition to the requirements are warranted, as to better meet the City’s needs, Vendor must clearly identify such modifications and/or additions in its proposal and provide a brief reason why.

1. The City is looking to lease a total of 12 copiers/MFD. Current devices are listed below. Devices proposed should match or exceed the existing capabilities.

EQUIPMENT LIST

Copier/Scanner Details Location
C8145-EHQ21022 1 Line Fax
2/3 Hole Punch
Office Finisher (OFC-81)
Convenience Stapler (STPLKIT81)
Booklet Maker (OFC-BM)
315 N. Douty Street
C8030H-3TX40396 Office Finisher LX (OFC-C80)
1 Line Fax
Office Finisher LXOF (6TX)
422 N. Douty Street
C8030H-3TX400203 Office Finisher LX (OFC-C80)
1 Line Fax
Office Finisher LXOF (6TX)
3BU
Bookmaker 2/3 Hole Punch (FINLX-3HP)
10555 Houston Avenue
C8055H-8TB650393 Office Finisher LX (OFC-C80)
Convenience Stapler Kit (STAPLERKIT)
Office Finisher LXOF (6TX)
55 W/O PP (3BV)
Bookmaker 2/3 Hole Punch) (FINLX-3HP)
425 N. Irwin
Canon C5850i
$143.00 per month
Canon C3930i
$75.00 per month
Canon C3930i
$123.00 per month
Canon C5860i
$153.00 per month
UBEO Business Services Monthly Lease Costs by Location/Model

RFP 2025-08
Annual Contract for Copier & Printer Equipment & Maintenance 6 Copier/Scanner Details Location
B8065H-3AG890850 Office Finisher LX (OFC-C80)
Convenience Stapler Kit (STAPLERKT)
Office Finisher LXOF (6TX)
55 W/O PP (3BV)
Bookmaker 2/3 Hole Punch (FINLX-3HP)
Envelope Tray
425 N. Irwin
C8035H-2TX074638 Office Finisher LX (OFC-C80)
Convenience Stapler Kit (STAPLERKIT)
35 W/O PP (5BU)
Office Finisher LXOF (6TX)
425 N. Irwin
C8055H-8TB558907 Office Finisher LX (OFC-C80)
1 Line Fax
Office Finisher LXOF (6TX)
55 W/O PP (3BV)
Bookmaker 2/3 Hole Punch (FINLX-3HP)
315 N. Douty Street
C8155H-EHQ2222200 2/3 Hole Punch (OFC-HPKIT)
EZK535033
Office Finisher (OFC-81)
315 N. Douty Street
C8130H-ELQ514319 1 Line Fax
Convenience Stapler (STAPLKIT81)
350 W. Grangeville
B8170H-HHZ168312 1 Line Fax
KAQ
Convenience Stapler (STPLKIT81)
EXQ382847
BR Finisher (BRF-81)
315 N. Douty Street
C8145H-EQ211031 FEZ
1 Line Fax
2/3 Hole Punch (OFC-HPKIT)
Office Finisher (OFC-81)
Convenience Stapler (STPLKIT81)
Booklet Maker (OFC-BM)
900 S. 10th Street
C8035H-3TX389259 Office Finisher LX (OFC-C80)
1 Line Fax
Convenience Stapler (STAPLERKT)
Office Finisher LXOF (6TX)
Bookmaker 2/3 Hole Punch (FINLX-
3HP)
315 N. Douty Street
Specifications

Specifications listed below are the minimum acceptable requirements. Bidders should ensure that the proposed MFD’s will meet or exceed the CITY’s existing MFD specifications and features.

Canon C5860i
$153.00 per month
Canon C5860i
$153.00 per month
Canon 6870i
$194.00 per month
Canon C3930i
$75.00 per month
Canon C3930i $75.00 per month
Canon C5860i
$153.00 per month
Canon C5850i
$143.00 per month
Canon C3930i
$123.00 per month

3131 Esplanade • Chico, CA 95973 • Phone: 530.343.6065 • Fax: 530.343.9470

The words “User,” “Lessee,” “you” and “your” refer to Customer. The words “Owner,” “Lessor,” “we,” “us” and “our” refer to UBEO West, LLC.

CUSTOMER INFORMATION

FULL LEGAL NAME

STREET ADDRESS

City Of Hanford

319 North Douty Street

CITY

STATE

ZIP

PHONE

FAX

Hanford

CA

93230

(559) 585-2520

BILLING NAME (IF DIFFERENT FROM ABOVE)

BILLING STREET ADDRESS

CITY

STATE

ZIP

E-MAIL

EQUIPMENT LOCATION (IF DIFFERENT FROM ABOVE)

EQUIPMENT DESCRIPTION

MAKE/MODEL/ACCESSORIES

SERIAL NO.

STARTING METER

NOT FINANCED

UNDER THIS

AGREEMENT
(1) Canon imageRUNNER ADVANCE DX 6870i

☐
(4) Canon imageRUNNER ADVANCE DX C5860i

☐
(2) Canon imageRUNNER ADVANCE DX C5850i

☐
(5) Canon imageRUNNER ADVANCE DX C3930i

☐

☐

☐

☐

☐

☒ See attached Schedule A ☐ See attached Billing Schedule

TERM AND PAYMENT INFORMATION

60 Payments* of $

1,641.26

If you are exempt from sales tax, attach your certificate.

*plus applicable taxes

The payment (“Payment”) period is monthly unless otherwise indicated.

Payment includes

n/a

B&W images per month

Overages billed at $ See Schedule
A

per B&W image*

Payment includes n/a

General Color images per month

Overages billed at $ See Schedule
A

per General Color image*

Payment includes
n/a

Pro. Color images per month

Overages billed at $

n/a

per Pro. Color image*

Payment includes

n/a

scans per month

Overages billed at $

n/a

per scan*

Please check one: Meter Readings verified: Monthly Quarterly Other: (If nothing is selected, then Quarterly will be your Meter Reading option.)

Upon acceptance of the Equipment, THIS AGREEMENT IS NONCANCELABLE, IRREVOCABLE AND CANNOT BE TERMINATED.

OWNER ACCEPTANCE

UBEO West, LLC

OWNER SIGNATURE TITLE DATED

CUSTOMER ACCEPTANCE

BY SIGNING BELOW OR AUTHENTICATING AN ELECTRONIC RECORD HEREOF, YOU CERTIFY THAT YOU HAVE REVIEWED AND DO AGREE TO ALL TERMS AND CONDITIONS OF THIS AGREEMENT ON THIS PAGE AND ON PAGE 2 ATTACHED HERETO.

City Of Hanford

X

CUSTOMER (as referenced above) SIGNATURE TITLE DATED

FEDERAL TAX I.D. # PRINT NAME

TERMS AND CONDITIONS (Continued on Page 2)

1. AGREEMENT: You agree to rent from us the goods, together with all replacements, parts, repairs, additions, and accessions incorporated therein or attached thereto and any and all proceeds of the foregoing, including, without limitation, insurance recoveries ("Equipment") and, if applicable, finance certain software, software license(s), software components and/or professional services in connection with software (collectively, the “Financed Items,” which are included in the word “Equipment” unless separately stated) from software licensor(s) and/or supplier(s) (collectively, the “Supplier”), all as described in this Agreement and in any attached schedule, addendum or amendment hereto (“Agreement”). You represent and warrant that you will use the Equipment for business purposes only. You agree to all of the terms and conditions contained in this Agreement, which, with the acceptance certification, is the entire agreement between you and us regarding the Equipment and which supersedes any purchase order, invoice, request for proposal, response or other related document. This Agreement becomes valid upon execution by us. In order to facilitate an orderly transition, the start date of this Agreement will be the date the Equipment is delivered to you or a date designated by us, as shown on the first invoice. If a later start date is designated, in addition to all Payments and other amounts due hereunder, you agree to pay us a transitional payment equal to 1/30th of the Payment, multiplied by the number of days between the date the Equipment is delivered to you and the designated start date. The first Payment is due 30 days after the start of this Agreement and each Payment thereafter shall be due on the same day of each month. In addition, should this Agreement replace a previous UBEO West, LLC generated equipment rental, a CLOSING BILL on the agreement being replaced, up to the installation date of the new equipment, will be sent approximately (10) days after delivery of the new equipment. You agree to pay this CLOSING BILL charges as they represent valid charges for product and services provided under the prior agreement up to the installation date of the new equipment. If any provision of this Agreement is declared unenforceable, the other provisions herein shall remain in full force and effect to the fullest extent permitted by law.

2. OWNERSHIP; PAYMENTS; TAXES AND FEES: We own the Equipment, excluding any Financed Items. Ownership of any Financed Items shall remain with Supplier thereof. You will pay all Payments, as adjusted, when due, without notice or demand and without abatement, set-off, counterclaim or deduction of any amount whatsoever. If any part of a Payment is more than 5 days late, you agree to pay a late charge of 10% of the Payment which is late or, if less, the maximum charge allowed by law. The Payment may be adjusted proportionately upward or downward: (i) if the shipping charges or taxes differ from the estimate given to you; and/or (ii) to comply with the tax laws of the state in which the Equipment is located. You shall pay all applicable taxes, assessments and penalties related to this Agreement, whether levied or assessed on this Agreement, on us (except on our income) or you, or on the Equipment, its rental, sale, ownership, possession, use or operation. If we pay any taxes or other expenses that are owed hereunder, you agree to reimburse us when we request. You agree to pay us a yearly processing fee of up to $50 for personal property taxes we pay related to the Equipment. You agree to pay us a fee of up to $50 for filing and/or searching costs required under the Uniform Commercial Code (“UCC”) or other laws. You agree to pay us an origination fee of $125 for all closing costs.

We may apply all sums received from you to any amounts due and owed to us under the terms of this Agreement. If for any reason your check is returned for insufficient funds, you will pay us a service charge of $30 or, if less, the maximum charge allowed by law. We may make a profit on any fees, estimated tax payments and other charges paid under this Agreement.

36241 (2017) (v2) Page 1 of 2 Rev. 11/03/2022
APPLICATION NO.

AGREEMENT NO.

VALUE RENTAL

AGREEMENT

3. EQUIPMENT; SECURITY INTEREST: At your expense, you shall keep the Equipment: (i) in good repair, condition and working order, in compliance with applicable laws, ordinances and manufacturers’ and regulatory standards; (ii) free and clear of all liens and claims; and (iii) at your address shown on page 1, and you agree not to move it unless we agree in writing. You grant us a security interest in the Equipment to secure all amounts you owe us under this Agreement or any other agreement with us (“Other Agreements”), except amounts under Other Agreements which are secured by land and/or buildings. You authorize and ratify our filing of any financing statement(s) to show our interest. You will not change your name, state of organization, headquarters or residence without providing prior written notice to us. You will notify us within 30 days if your state of organization revokes or terminates your existence.

4. INSURANCE; COLLATERAL PROTECTION; INDEMNITY; LOSS OR DAMAGE: You agree to keep the Equipment fully insured against all risk, with us named as lender’s loss payee, in an amount not less than the full replacement value of the Equipment until this Agreement is terminated. You also agree to maintain commercial general liability insurance with such coverage and from such insurance carrier as shall be satisfactory to us and to include us as an additional insured on the policy. You will provide written notice to us within 10 days of any modification or cancellation of your insurance policy(s). You agree to provide us certificates or other evidence of insurance acceptable to us. If you do not provide us with acceptable evidence of property insurance within 30 days after the start of this Agreement, we may, at our sole discretion, to do so as provided in either (A) or (B) below, as determined in our discretion: (A) We may obtain insurance covering our interest (and only our interest) in the Equipment for the Agreement term and renewals. Any insurance we obtain will not insure you against third party or liability claims and may be cancelled by us at any time. You may be required to pay us an additional amount each month for the insurance premium and an administrative fee. The cost may be more than the cost of obtaining your own insurance; or (B) We may charge you a monthly property damage surcharge of up to .0035 of the Equipment cost as a result of our credit risk and administrative and other costs, as would be further described on a letter from us to you. We may make a profit on this program. NOTHING IN THIS PARAGRAPH WILL RELIEVE YOU OF RESPONSIBILITY FOR LIABILITY INSURANCE ON THE EQUIPMENT. We are not responsible for, and you agree to hold us harmless and reimburse us for and to defend on our behalf against, any claim for any loss, expense, liability or injury caused by or in any way related to delivery, installation, possession, ownership, renting, manufacture, use, condition, inspection, removal, return or storage of the Equipment. All indemnities will survive the expiration or termination of this Agreement. You are responsible for any loss, theft, destruction or damage to the Equipment (“Loss”), regardless of cause, whether or not insured. You agree to promptly notify us in writing of any Loss. If a Loss occurs and we have not otherwise agreed in writing, you will promptly pay to us the unpaid balance of this Agreement, including any future Payments to the end of the term plus the anticipated residual value of the Equipment, both discounted to present value at 2%. Any proceeds of insurance will be paid to us and credited against the Loss. You authorize us to sign on your behalf and appoint us as your attorney-in-fact to endorse in your name any insurance drafts or checks issued due to a Loss.

5. ASSIGNMENT: YOU SHALL NOT SELL, TRANSFER, ASSIGN, ENCUMBER, PLEDGE OR SUBRENT THE EQUIPMENT OR THIS AGREEMENT, without our prior written consent which will not be unreasonably withheld. You shall not consolidate or merge with or into any other entity, distribute, sell or dispose of all or any substantial portion of your assets other than in the ordinary course of business, without our prior written consent, and the surviving, or successor entity or the transferee of such assets, as the case may be, shall assume all of your obligations under this Agreement by a written instrument acceptable to us. No event shall occur which causes or results in a transfer of majority ownership of you while any obligations are outstanding hereunder. We may sell, assign, or transfer this Agreement without notice to or consent from you. You agree that if we sell, assign or transfer this Agreement, our assignee will have the same rights and benefits that we have now and will not have to perform any of our obligations. You agree that our assignee will not be subject to any claims, defenses, or offsets that you may have against us. This Agreement shall be binding on and inure to the benefit of the parties hereto and their respective successors and assigns.

6. DEFAULT AND REMEDIES: You will be in default if: (i) you do not pay any Payment or other sum due to us or you fail to perform in accordance with the covenants, terms and conditions of this Agreement or any other agreement with us or any of our affiliates or fail to perform or pay under any material agreement with any other entity; (ii) you make or have made any false statement or misrepresentation to us; (iii) you or any guarantor dies, dissolves, liquidates, terminates existence or is in bankruptcy; (iv) you or any guarantor suffers a material adverse change in its financial, business or operating condition; or (v) any guarantor defaults under any guaranty for this Agreement. If you are ever in default, at our option, we can cancel this Agreement and require that you pay the unpaid balance of this Agreement, including any future Payments to the end of term plus the anticipated residual value of the Equipment, both discounted to present value at 2%. We may recover default interest on any unpaid amount at the rate of 12% per year. Concurrently and cumulatively, we may also use any remedies available to us under the UCC and any other law and we may require that you immediately stop using any Financed Items. If we take possession of the Equipment, you agree to pay the costs of repossession, moving, storage, repair and sale. The net proceeds of the sale of any Equipment will be credited against what you owe us under this Agreement and you will be responsible for any deficiency. In the event of any dispute or enforcement of our rights under this Agreement or any related agreement, you agree to pay our reasonable attorneys’ fees (including any incurred before or at trial, on appeal or in any other proceeding), actual court costs and any other collection costs, including any collection agency fee. WE SHALL NOT BE RESPONSIBLE TO PAY YOU ANY CONSEQUENTIAL, INDIRECT OR INCIDENTAL DAMAGES FOR ANY DEFAULT, ACT OR OMISSION BY ANYONE. Any delay or failure to enforce our rights under this Agreement will not prevent us from enforcing any rights at a later time. You agree that this Agreement is a "Finance Lease" as defined by Article 2A of the UCC and your rights and remedies are governed exclusively by this Agreement. You waive all rights under sections 2A-508 through 522 of the UCC. If interest is charged or collected in excess of the maximum lawful rate, we will refund such excess to you, which will be your sole remedy.

7. INSPECTIONS AND REPORTS: We have the right, at any reasonable time, to inspect the Equipment and any documents relating to its installation, use, maintenance and repair. Within 30 days after our request (or such longer period as provided herein), you will deliver all requested information (including tax returns) which we deem reasonably necessary to determine your current financial condition and faithful performance of the terms hereof. This may include: (i) compiled, reviewed or audited annual financial statements (including, without limitation, a balance sheet, a statement of income, a statement of cash flow, a statement of changes in equity and notes to financial statements) within 120 days after your fiscal year end, and (ii) management-prepared interim financial statements within 45 days after the requested reporting period(s). Annual statements shall set forth the corresponding figures for the prior fiscal year in comparative form, all in reasonable detail without any qualification or exception deemed material by us. Unless otherwise accepted by us, each financial statement shall be prepared in accordance with generally accepted accounting principles consistently applied and shall fairly and accurately present your financial condition and results of operations for the period to which it pertains. You authorize us to obtain credit bureau reports for credit and collection purposes and to share them with our affiliates and agents.

8. END OF TERM: At the end of the initial term, this Agreement shall renew for successive 12-month renewal term(s) under the same terms hereof unless you send us written notice between 90 and 150 days before the end of the initial term or at least 30 days before the end of any renewal term that you want to return the Equipment, and you timely return the Equipment. You shall continue making Payments and paying all other amounts due until the Equipment is returned. As long as you have given us the required written notice, you will return all of the Equipment to a location we specify, at your expense, in retail re-saleable condition, full working order and complete repair. At the end of the term or upon repossession of the Equipment after a default, you agree to pay us a minimum return fee of $250, which will cover up to 10 units of returned Equipment and will not be prorated, and in addition, a supplemental return fee of up to $50 per each unit of returned Equipment in excess of 10 units (collectively, the “Return Fee”). If, in our sole discretion, we allow you to return any Equipment prior to the end of the term, you shall pay us the Return Fee each time you return Equipment. YOU ARE SOLELY RESPONSIBLE FOR REMOVING ANY DATA THAT MAY RESIDE IN THE EQUIPMENT, INCLUDING BUT NOT LIMITED TO HARD DRIVES, DISK DRIVES OR ANY OTHER FORM OF MEMORY.

9. USA PATRIOT ACT NOTICE; ANTI-TERRORISM AND ANTI-CORRUPTION COMPLIANCE: To help the government fight the funding of terrorism and money laundering activities, federal law requires all financial institutions to obtain, verify, and record information that identifies each customer who opens an account. When you enter into a transaction with us, we ask for your business name, address and other information that will allow us to identify you. We may also ask to see other documents that substantiate your business identity. You and any other person who you control, own a controlling interest in, or who owns a controlling interest in or otherwise controls you in any manner (“Representatives”) are and will remain in full compliance with all laws, regulations and government guidance concerning foreign asset control, trade sanctions, embargoes, and the prevention and detection of money laundering, bribery, corruption, and terrorism, and neither you nor any of your Representatives is or will be listed in any Sanctions-related list of designated persons maintained by the U.S. Department of Treasury’s Office of Foreign Assets Control or successor or the U.S. Department of State.

You shall, and shall cause any Representative to, provide such information and take such actions as are reasonably requested by us in order to assist us in maintaining compliance with anti-money laundering laws and regulations.

10. MISCELLANEOUS: Unless otherwise stated in an addendum hereto, the parties agree that: (i) this Agreement and any related documents hereto may be authenticated by electronic means; (ii) the “original” of this Agreement shall be the copy that bears your manual, facsimile, scanned or electronic signature and that also bears our manually or electronically signed signature and is held or controlled by us; and (iii) to the extent this Agreement constitutes chattel paper (as defined by the UCC), a security interest may only be created in the original. You agree not to raise as a defense to the enforcement of this Agreement or any related documents that you or we executed or authenticated such documents by electronic or digital means or that you used facsimile or other electronic means to transmit your signature on such documents. Notwithstanding anything to the contrary herein, we reserve the right to require you to sign this Agreement or any related documents hereto manually and to send to us the manually signed, duly executed documents via overnight courier on the same day that you send us the facsimile, scanned or electronic transmission of the documents. You agree to execute any further documents that we may request to carry out the intents and purposes of this Agreement. Whenever our consent is required, we may withhold or condition such consent in our sole discretion, except as otherwise expressly stated herein. From time to time, Supplier may extend to us payment terms for Equipment financed under this Agreement that are more favorable than what has been quoted to you or the general public, and we may provide Supplier information regarding this Agreement if Supplier has assigned or referred it to us. All notices shall be mailed or delivered by facsimile transmission or overnight courier to the respective parties at the addresses shown on this Agreement or such other address as a party may provide in writing from time to time. By providing us with a telephone number for a cellular phone or other wireless device, including a number that you later convert to a cellular number, you are expressly consenting to receiving communications, including but not limited to prerecorded or artificial voice message calls, text messages, and calls made by an automatic telephone dialing system, from us and our affiliates and agents at that number. This express consent applies to each such telephone number that you provide to us now or in the future and permits such calls for non-marketing purposes. Calls and messages may incur access fees from your cellular provider. You authorize us to make non-material amendments (including completing and conforming the description of the Equipment) on any document in connection with this Agreement. Unless stated otherwise herein, all other modifications to this Agreement must be in writing and signed by each party or in a duly authenticated electronic record. This Agreement may not be modified by course of performance.

11. WARRANTY DISCLAIMERS: WE ARE RENTING THE EQUIPMENT TO YOU “AS-IS.” YOU HAVE SELECTED SUPPLIER AND THE EQUIPMENT BASED UPON YOUR OWN JUDGMENT. IN THE EVENT WE ASSIGN THIS AGREEMENT, OUR ASSIGNEE DOES NOT TAKE RESPONSIBILITIES FOR THE INSTALLATION OR PERFORMANCE OF THE EQUIPMENT. SUPPLIER IS NOT AN AGENT OF OURS AND WE ARE NOT AN AGENT OF SUPPLIER, AND NOTHING SUPPLIER STATES OR DOES CAN AFFECT YOUR OBLIGATIONS HEREUNDER. YOU WILL MAKE ALL PAYMENTS UNDER THIS AGREEMENT REGARDLESS OF ANY CLAIM OR COMPLAINT AGAINST ANY SUPPLIER, LICENSOR OR MANUFACTURER, AND ANY FAILURE OF A SERVICE PROVIDER TO PROVIDE SERVICES WILL NOT EXCUSE YOUR OBLIGATIONS TO US UNDER THIS AGREEMENT. WE MAKE NO WARRANTIES,

EXPRESS OR IMPLIED, OF, AND TAKE ABSOLUTELY NO RESPONSIBILITY FOR, MERCHANTABILITY, FITNESS FOR ANY PARTICULAR PURPOSE, CONDITION, QUALITY, ADEQUACY, TITLE, DATA ACCURACY, SYSTEM INTEGRATION, FUNCTION, DEFECTS, INFRINGEMENT OR ANY OTHER ISSUE IN REGARD TO THE EQUIPMENT, ANY ASSOCIATED SOFTWARE AND ANY FINANCED ITEMS. SO LONG AS YOU ARE NOT IN DEFAULT UNDER THIS AGREEMENT, WE ASSIGN TO YOU ANY WARRANTIES IN THE EQUIPMENT GIVEN TO US.

12. LAW; JURY WAIVER: This Agreement will be governed by and construed in accordance with the law of the principal place of business of Owner or, if assigned, its assignee. You consent to jurisdiction and venue of any state or federal court in the state of the Owner or, if assigned, its assignee has its principal place of business and waive the defense of inconvenient forum. For any action arising out of or relating to this Agreement or the Equipment , BOTH PARTIES WAIVE ALL RIGHTS TO A TRIAL BY JURY.

13. MAINTENANCE AND SUPPLIES: You have elected to enter into a separate arrangement with Supplier for maintenance, inspection, adjustment, parts replacement, drums, cleaning material required for proper operation and toner and developer (“Arrangement”). You agree to pay all amounts owing under this Agreement regardless of any claim you have against Supplier relating to the Arrangement. Supplier will be solely responsible for performing all services and providing all supplies under the Arrangement. You agree not to hold Owner (if different from Supplier) or any assignee of this Agreement responsible for Supplier’s obligations under the Arrangement. As a convenience to you, we will provide you with one invoice covering amounts owing under this Agreement and the Arrangement. If necessary, Supplier’s obligations to you under the Arrangement may be assigned by us. You have been informed that a surge protector is recommended to protect your electronic investment from harmful high voltage power disturbances. Said surge protectors should have network protection when connected in a network environment. Units that provide network protection are available through UBEO West, LLC. You are responsible for providing manufacturer recommended adequate power supply. Check one of the following: Purchased Has existing Declined and will be responsible for damage caused by not having a surge protector. You agree to pay a monthly supply freight fee to cover the costs of shipping supplies to you. An image/scan is equal to a single sided 8.5” x 11” copy or print. Each month, you are entitled to produce the minimum number of images/scans shown on page 1 of this Agreement for each applicable image/scan type. Regardless of the number of images/scans made, you will never pay less than the minimum Payment. You agree to provide periodic meter readings on the Equipment. If at any time during the term of this Agreement meter readings are not collected electronically there will be a $5 fee assessed per device, per month for the term of this Agreement or until the meter readings are set-up electronically. You agree to pay the applicable overage charge for each metered image/scan that exceeds the applicable minimum number of images/scans. Images/scans made on equipment marked as not financed under this Agreement will be included in determining your image/scan and overage charges. At the end of the first year of this Agreement, and once each successive 12-month period thereafter, the maintenance and supplies portion of the Payment and the overage charges may be increased by a maximum of 15% of the existing payment or charge. If you have multiple devices at the installation address, which use the same supplies provided under this Agreement, all devices using the same supplies must be covered under an active agreement with Supplier. UBEO West, LLC agrees not to disclose any customer information to manufacturers or competitors that is not required by law.

14. EXCLUSIONS: Maintenance service under the Arrangement is contingent upon proper use of the device. The Arrangement does not include: a) Repairs resulting from causes other than normal use; your willful act, use of any paper stock that does not meet device specifications, negligence or misuse including, without limitation, damage to any part or mechanisms and/or use or supplies or spare parts not manufactured and/or use or supplies or spare parts not manufactured by the original equipment manufacturer and which cause abnormally high service calls or service problems; accident, transportation, failure of electrical power, air conditioning or humidity control related problems, acts of nature (fire , flood etc.), theft, or any other unusual circumstance. b) Repairs made necessary by service performed by personnel other than UBEO West, LLC representative. c) Work which you request to be performed outside regular business hours. d) Reconditioning or modification to the Equipment except those specified by UBEO West, LLC’s Technical Service Department to assure greater performance of the Equipment. e) Any and all work related to data flow between the covered device and your computers, software or computer network; or work on your computers, software or computer network independent of the Equipment. f) Repairs to the Equipment that is past the manufactures end of service life.

36241 (2017) (v2) Page 2 of 2 Rev. 11/03/2022

LN Model # Serial # Ownership Location Address City ST Zip Start Meter Pool # Covered Copies
Overage
Rate Start Meter Pool # Covered
Copies
Overage
Rate
1 Canon imageRUNNER ADVANCE DX 6870i Lessor 425 N Irwin St Hanford CA 93230 1 $0.0051 2 Canon imageRUNNER ADVANCE DX C5860i Lessor 425 N Irwin St Hanford CA 93230 2 $0.0065 1 $0.0300 3 Canon imageRUNNER ADVANCE DX C5860i Lessor 315 N Douty St Hanford CA 93230 2 $0.0065 1 $0.0300 4 Canon imageRUNNER ADVANCE DX C5860i Lessor 315 N Douty St Hanford CA 93230 2 $0.0065 1 $0.0300 5 Canon imageRUNNER ADVANCE DX C5860i Lessor 315 N Douty St Hanford CA 93230 2 $0.0065 1 $0.0300 6 Canon imageRUNNER ADVANCE DX C5850i Lessor 315 N Douty St Hanford CA 93230 3 $0.0069 1 $0.0300 7 Canon imageRUNNER ADVANCE DX C5850i Lessor 900 S 10th Ave Hanford CA 93230 3 $0.0069 1 $0.0300 8 Canon imageRUNNER ADVANCE DX C3930i Lessor 422 N Douty St Hanford CA 93230 4 $0.0089 2 $0.0510 9 Canon imageRUNNER ADVANCE DX C3930i Lessor 10555 Houston Ave Hanford CA 93230 4 $0.0089 2 $0.0510 10 Canon imageRUNNER ADVANCE DX C3930i Lessor 425 N Irwin St Hanford CA 93230 4 $0.0089 2 $0.0510 11 Canon imageRUNNER ADVANCE DX C3930i Lessor 350 W Grangeville Blvd Hanford CA 93230 4 $0.0089 2 $0.0510 12 Canon imageRUNNER ADVANCE DX C3930i Lessor 315 N Douty St Hanford CA 93230 4 $0.0089 2 $0.0510 13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
29 30
31 32
33 34
35 36
37 38
39 40
41 42
43 44
45 46
47 48
49 50

CUSTOMER ACCEPTANCE
This Equipment Schedule A is herby Verified as correct by the undersigned Lessee, who acknowledges receipt of a copy:

Dated: _____________________ Customer: _________________________________________________ Signature: ______________________________________________ Title:___________________________________________ Print Name: __________________________________________ Dated: _____________________ Customer: _________________________________________________ Signature: ______________________________________________ Title:___________________________________________ Print Name: __________________________________________ EQUIPMENT INFORMATION Black and White Color Pool
This Equipment Schedule A is to be attached to and become part of the item description for the Agreement. Dated:_____________________ by and between the undersigned and UBEO West, LLC Agreement Number
Equipment Schedule A

14.A.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: GENERAL BUSINESS

SUBJECT:

Adoption of Resolution No. 25-36-R designating the Fiscal Year 2025/26 “Project List” for Road Maintenance and Rehabilitation Account (RMRA) gas tax funding; and Appropriation of Hanford's estimated RMRA funding projection of $1,605,667.

RECOMMENDATION:

Recommendation:

Staff recommends that the City Council:

1. Adopt the attached resolution 25-36-R designating a “Project List” for RMRA gas tax funding for Fiscal Year 2025/26; and

2. Appropriation of RMRA Funds estimated amount of $1,605,667 to the projects identified herein.

Recommended Motion:

I move to:

1. Adopt the attached resolution 25-36-R designating a “Project List” for RMRA gas tax funding for Fiscal Year 2025/26; and

2. Appropriation of RMRA Funds estimated amount of $1,605,667 to the projects identified herein.

BACKGROUND:

The Road Repair and Accountability Act of 2017 (SB1 Bill) established a Road Maintenance and Rehabilitation Account (RMRA) to provide additional funding for maintenance of state highways and roadways, including a portion for local streets and roads.

One of the provisions of the new law required that agencies submit documentation to the California Transportation Commission (CTC), regarding the description and location of a proposed project; the estimated useful life of the improvement; and the estimated project start and completion date. The project list must be approved by the adopting agency by resolution at a regular public meeting.

Hanford’s estimated RMRA funding amount for FY 25/26 is approximately $1,605,667, which staff recommends that the funds be appropriated as follows:

1. $802,000 – Lacey Widening Phase 1: Railroad Tracks to Sierra Drive (CIP 823619)

2. $802,000 – Lacey Widening Phase 2: 10th Avenue to the Railroad Tracks (CIP 824620)

Project 1: Lacey Widening Phase 1: Railroad Tracks to Sierra Drive:

Project Description/Scope: This project will rehabilitate and enhance the roadway on Lacey Street from the railroad tracks east to Sierra Drive and connect to the Lacey Street improvements completed as part of the Costco project. The project will undertake a complete streets design approach and will entail upgrading existing infrastructure to accommodate all users—motorists, pedestrians, bicyclists, and transit riders—regardless of age or ability. This typically includes narrowing or reconfiguring vehicle lanes, adding bike lanes, widening sidewalks, improving ADA accessibility, installing pedestrian crossings, upgrading lighting, and incorporating landscaping or stormwater features. The goal is to create a safer, more inclusive, and multi-modal corridor that supports community mobility and sustainability.

The project will also construct new concrete structures such as widened eight-foot-wide sidewalks, curbs, gutter, drain inlets and ramps as well as removing the conflicting Eucalyptus trees and undergrounding overhead utilities to the extent budget permits.

The project will include new storm drain, sewer, and water utilities, which will be stubbed under the tracks at 9th Avenue for future development of the northwest area. Staff is working with the San Joaquin Valley Railroad to coordinate design of the roadway surface treatment at the crossing as well as coordinating the boring of utilities under the tracks at 9th Avenue.

Additionally, because of the recent $7.3M Federal earmark towards the project(s), Staff is undergoing the processes to “federalize” the project, one of those is to conduct a federal environmental review (NEPA – National Environmental Policy Act) akin to the State’s CEQA process.

Staff is taking the opportunity to look at Lacey holistically, following a more complete streets approach. Thus, staff is currently studying how to include buffered bike lanes within the proposed roadway footprint without acquiring additional right-of-way. Staff is looking at several design options built around a center landscaped median and single travel lane in each direction roadway layout; to make this a multi-modal corridor; connecting East Lacey, HSR Kings-Tulare Station, and the City’s downtown. The complete street design concept will extend the entire length of Lacey.

Simultaneous as a separate design project, Staff is working on the intersection of Lacey and 9th Avenue. The design is being kept separate from the Lacey segments because of its separate funding source though, still part of Phase 1 Lacey.

Staff will present design options as a future agenda item for comment and/or direction prior to the completion of plans.

Project 2: Lacey Widening Phase 2: 10th Avenue to the Railroad Tracks:

Project Description/Scope: This project’s scope is equivalent to Phase I described above.

Proposed project list for FY 2025/26 (see Exhibit “A”)
FISCAL IMPACT:

Projected RMRA gas tax revenues for FY 2025/26 are estimated to be approximately $1,605,667. If approved, the projects identified in this report will be forwarded to CTC by July 1, 2025 as required by state statute for acceptance. The projects are also incorporated into our FY 2025/26 Capital Improvement Program.

ATTACHMENTS:

1. Resolution 25-36-R

2. Exhibit 'A' Project List 25-26

3. FY25-26 Funding Summary

RESOLUTION NO. 25-XX-X
RESOLUTION ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2025-26 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and
WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City, will receive an estimated $1,605,667 in RMRA funding in Fiscal Year 2025-26 from SB 1; and
WHEREAS, this is the 9th year in which the City is receiving SB 1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and
WHEREAS, the City has undergone a robust public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and WHEREAS, the funding from SB 1 will help the City widen and reconstruct 3 miles of travel lanes; And incorporate a complete street design approach; and
WHEREAS, the 2023 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in an “at-risk” condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into a “good” condition; and

WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.

NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the City Council of the Hanford, State of California, as follows:

1. The foregoing recitals are true and correct.

2. The following list of newly proposed projects will be funded in-part or solely with Fiscal Year 2025-26 Road Maintenance and Rehabilitation Account revenues:

See Attached – Exhibit “A”
PASSED AND ADOPTED by the City Council of Hanford, State of California this _______ day of _______, 2025, by the following vote:

EXHIBIT "A" PROPOSED PROJECTS FOR FISCAL YEAR 2025-26 FUNDED BY SB1

FUNDING FY TITLE DESCRIPTION LOCATION
EST. USEFUL
LIFE (YEARS) EST. START
25/26 E. Lacey Blvd. Widening /
Reconstruction Phase 1:

SJVRR/UPRR – Sierra Dr.

This project will involve the widening and reconstruction of East Lacey Boulevard from the west right of way of SJVRR/UPRR to approximately 150’ east of Sierra Drive, to facilitate two lanes in each direction of travel plus turn lanes. Improvements will include the reconstruction of existing pavement section, installation of a new drainage collection/disposal system, installation of curbs, gutters, sidewalks, drive approaches, ADA ramps and a storm water basin construction.

East Lacey Boulevard
from 10th Avenue to
Sierra Drive
15-20 6/1/2027
25/26 E. Lacey Blvd. Widening /
Reconstruction - Phase 2: 10th
Ave. – SJVRR/UPRR
This project will involve the widening and reconstruction of East Lacey Boulevard from 10th Avenue to the west right of way of SJVRR/UPRR, to facilitate two lanes in each direction of travel plus turn lanes.

Improvements will include the reconstruction of existing pavement section, installation of a new drainage collection/disposal system, basin construction, installation of curbs, gutters, sidewalks, drive approaches, ADA ramps, and a storm water basin construction.

East Lacey Boulevard
from 10th Avenue to the
west right of way of

SJVRR/UPRR
15-20 3/1/2028

EST.

COMPLETION
EST. TOTAL

PROJECT COST
1/1/2028 $ 7,475,000.00
9/1/2028 $ 3,426,000.00
EXHIBIT "A" PROPOSED PROJECTS FOR FISCAL YEAR 2025-26 FUNDED BY SB1

Local Streets and Roads - Projected Revenues
Based on State Dept of Finance statewide r 2024-25 2025-26 Estimated May 2025 Hwy Users Tax Road Mntnc TOTAL Hwy Users Tax Road Mntnc TOTAL Account Rehab Acct Account Rehab Acct

KERN COUNTY
ARVIN 547,531 516,705 1,064,236 548,395 535,195 1,083,590 BAKERSFIELD 11,222,598 10,749,560 21,972,158 11,240,565 11,134,230 22,374,795 CALIFORNIA CITY 418,226 392,686 810,912 418,882 406,739 825,621 DELANO 1,443,137 1,372,337 2,815,474 1,445,431 1,421,445 2,866,876 MARICOPA 33,771 26,828 60,599 33,816 27,788 61,604 MCFARLAND 394,489 370,879 765,368 395,109 384,151 779,260 RIDGECREST 772,510 730,567 1,503,077 773,731 756,710 1,530,441 SHAFTER 615,733 581,159 1,196,892 616,704 601,956 1,218,660 TAFT 240,466 224,112 464,578 240,840 232,132 472,972 TEHACHAPI 363,328 340,992 704,321 363,898 353,195 717,093 WASCO 749,964 708,943 1,458,907 751,149 734,312 1,485,461 County of Kern 26,433,504 25,987,512 52,421,016 26,420,038 26,917,468 53,337,506 Total Cities & County: Kern 43,235,258 42,002,280 85,237,538 43,248,559 43,505,320 86,753,879

KINGS COUNTY
AVENAL 389,332 365,571 754,903 389,946 378,653 768,599 CORCORAN 600,150 565,653 1,165,804 601,100 585,895 1,186,995 HANFORD 1,630,176 1,550,193 3,180,369 1,632,778 1,605,667 3,238,445 LEMOORE 748,485 706,825 1,455,310 749,672 732,119 1,481,791 County of Kings 4,802,925 5,353,585 10,156,510 4,795,499 5,545,162 10,340,661 Total Cities & County: Kings 8,171,068 8,541,828 16,712,896 8,168,995 8,847,495 17,016,490

LAKE COUNTY
CLEARLAKE 480,816 441,112 921,928 481,640 456,897 938,537 LAKEPORT 145,194 130,268 275,462 145,438 134,930 280,367 County of Lake 3,597,422 3,748,717 7,346,139 3,593,841 3,882,864 7,476,705 Total Cities & County: Lake 4,223,432 4,320,097 8,543,529 4,220,919 4,474,690 8,695,610

LASSEN COUNTY
SUSANVILLE 483,293 424,456 907,749 487,943 439,645 927,588 County of Lassen 3,194,958 3,610,088 6,805,046 3,183,594 3,739,274 6,922,868 Total City & County: Lassen 3,678,251 4,034,544 7,712,795 3,671,537 4,178,919 7,850,456 May 2025 CaliforniaCityFinance.com Page 5 of 21

14.B.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: GENERAL BUSINESS

SUBJECT:

Council discussion of a potential Independence Day Drone Show and direction to staff as appropriate.

RECOMMENDATION:

Recommendation: That the City Council review the attached quotes for the proposed drone shows on either July 3rd or July 4th, 2025, discuss the matter and, if moved for approval, also include an appropriation from the General Fund to cover the cost of the event.

BACKGROUND:

Council member Regan worked with Director Brad Albert to secure the attached two (2) quotes for a possible drone show on either July 3rd or 4th. The July 3rd show would cost $25,000 and the July 4th show would cost $40,000.

Staff recognizes the last-minute nature of this request and the fact that there is no funding allocated to this type of event in the recently adopted 2-year budget. Should Council support an event for this year, staff could only recommend going with the July 3rd option. Because that date would fall on a Thursday, the event could be held in conjunction with the Thursday Night Market Place event. The crowd, live music, and vendors will be in the park. Additionally, staff could inquire to see if Main Street Hanford would be willing to assist with the cost.

In the event that a majority of Council members support one of the proposed options, staff has prepared the attached draft flyer for the event.

FISCAL IMPACT:

Any funding appropriated for this event would have to come from the City's General Fund (from reserve fund balance). The City Council approved a balanced General Fund budget on June 3, 2025, of which funding was not allocated for this event.

ATTACHMENTS:

1. Drone Show Quotes

2. American Sky Show_ Drone Light Spectacle

14.C.

AGENDA

STAFF REPORT

MEETING DATE: 6/17/2025 AGENDA SECTION: GENERAL BUSINESS

SUBJECT:

Council approval of the Interim City Manager Employment Agreement

RECOMMENDATION:

Recommendation: That the City Council consider and take action on the Employment Agreement for an Interim City Manager.

Recommended Motion: Interim City Manager Employment Agreement BACKGROUND:

City Manager Mario Cifuentez’s employment with the City will end on August 15, 2025.

The City will undertake the process to recruit and hire a new City Manager. In the meantime, the City Council intends to hire an Interim City Manager.

The City Council interviewed potential Interim City Manager candidates, and an offer was extended to Christopher Tavarez, the City’s Finance Director.

Pursuant to the attached Employment Agreement, Mr. Tavarez will serve as Interim City Manager effective August 4, 2025, until the City hires a new permanent City Manager, or the City or Mr.

Tavarez elects to terminate the Agreement early. The effective date will allow for a 2-week transition period with the current City Manager.

Mr. Tavarez will be paid a monthly salary of sixteen thousand, eight hundred nine dollars ($16,809.00) per month, which is five percent (5%) more than what Mr. Tavarez was scheduled to receive as a new Deputy City Manager starting on July 7, 2025. Mr. Tavarez will continue to receive vacation days, sick leave, retirement benefits, insurance, and other employment benefits that he currently receives as Finance Director.

FISCAL IMPACT:

Mr. Tavarez will receive: (i) a monthly salary of $16,809.00; and (ii) all other leave and benefits that he currently receives as Finance Director. The salary amount shall be adjusted according to any salary increases provided to the Deputy City Manager position should a change occur in the salary schedule during the duration of this agreement.

ATTACHMENTS:

1. Employment Agreement - Interim City Manager

EMPLOYMENT AGREEMENT
* * * * *
This Employment Agreement (“Agreement”) is effective the 17 th day of June, 2025, and is made by and between the City of Hanford, California, a municipal corporation (“City”), and Chistopher Tavarez (“Employee”).

SECTION 1. DUTIES.

City hereby employs Employee as Interim City Manager to perform the functions and duties specified in the laws of the State of California and Ordinances and Resolutions of the City, and to perform such other duties and functions as the Hanford City Council (“Council”) shall from time-to-time assign.

SECTION 2. TERM OF AGREEMENT.

Employee’s employment as Interim City Manager shall commence August 4, 2025 unless the current City Manager terminates employment earlier, then employment as Interim City Manager shall commence on the date immediately following the last day of employment of City Manager Mario Cifuentez. The City will recruit and will hire a new permanent City Manager, and, subject to earlier termination contemplated hereunder, Employee’s employment as Interim City Manager shall automatically end at the time that the City’s new permanent City Manager’s employment commences.

SECTION 3. TERMINATION OF AGREEMENT.

A. Employee shall serve as Interim City Manager at the pleasure of the Council and shall be an “AT-WILL” employee of City.

B. Either party may terminate this Agreement immediately for cause by providing written notice to the other party.

C. Either party may terminate this Agreement for no cause by providing fourteen (14) calendar days’ prior written notice to the other party.

D. If termination occurs without cause, the Employee shall be allowed to return to the Deputy City Manager position that Employee was scheduled to assume on July 7, 2025, without further recourse with the Deputy City Manager position employment agreement in effect.

SECTION 4. SALARY.

City shall pay Employee a monthly salary of SIXTEEN THOUSAND, EIGHT HUNDRED NINE DOLLARS ($16,809.00) for services rendered, payable in installments at the same time that other employees of City are paid. Such compensation shall be adjusted for payroll taxes, workers’ compensation, and other payroll-related liability costs.

To maintain a five percent (5%) separation between the salary paid to the Interim City Manager and the Deputy City Manager positions, the salary paid hereunder shall be adjusted according to any salary