Agenda packet — Hermosa Beach City Council, November 29, 2022 (part 6 of 6)

St. Patrick’s Day Parade
Sidewalk Sales (May 1, August 6-7)
Indirect Costs (Fee Waivers)
Fee Cost Calculation Total
Annual Application Fee $616 - $616
Category IV $5,882 per event day $5,882 x 1 event day $5,882 Pier Plaza Use $12,312 per event day $12,312 x 1 event day $12,312 Proposed Fee Waiver Total: $18,810
Direct Costs (Payable to the City)
Fee Cost Calculation Total
Amplified Sound Permit $181 - $181
Parking $1.25 per hour (8am-8pm)
$1.50 per hour (8pm-8am)
Pier Avenue (From Valley Drive to Hermosa
Avenue) & Hermosa Avenue (From Pier Avenue to
10th Street): $409.06
$409.06
Direct Costs Total: $590.06
Direct Costs (Payable to the City)
Fee Cost Calculation Total
Annual Application Fee $616 - $616
(if the proposed new agreement
is approved, this would be
waived beginning in 2023)
Amplified Sound Permit $181 $181 per event x 2 events $362 Direct Costs Total: $978
1395
2022 YEAR AT A GLANCE: CHAMBER EVENT FEES

Page 2 of 4 ends

Memorial Day Fiesta Hermosa
Indirect Costs (Fee Waivers)
Fee Cost Calculation Total
Annual Application Fee $616 - $616
Set-up/Tear-down $278 per day $278 x 2 days (1 set-up, 1 tear-down) $556 Category IV $5,882 per event day $5,882 x 3 event days $17,646 Pier Plaza Use $12,312 per event day $12,312 x 3 event days $36,936 Proposed Fee Waiver Total: $55,754
Direct Costs (Payable to the City)
Fee Cost Calculation Total
Amplified Sound Permit $181 - $181
Parking $1.25 per hour (8am-8pm)
$1.50 per hour (8pm-8am)
Lot A: $16,750.50
Lot B: $4,140
Hermosa Avenue (Between 10th-14th): $1,579.50
Hermosa Avenue (Center Divider Between 9th
Street and 10th Street): $840
Hermosa Avenue (West Side Between 10th Street
and 10th Court): $234
Hermosa Avenue (West Side Between 14th Street
and 15th Court): $234
Pier Avenue (Between Hermosa Avenue and
Monterey Boulevard): $2,223
Manhattan Avenue (Between Pier Avenue and 14th
Street): $760.50
11th Street (Between Beach Drive and Hermosa
Avenue): $2,366
$29,127.50
City Staff/Services - Public Works: $1,467.52
Police: $11,307.66
$12,775.18
Business Licenses - - $4,910.28
Direct Costs Total: $46,993.96 – Credit for Shuttle
($16,350) = $30,643.96
1396
2022 YEAR AT A GLANCE: CHAMBER EVENT FEES

Page 3 of 4 ends

Labor Day Fiesta Hermosa
Indirect Costs (Fee Waivers)
Fee Cost Calculation Total
Annual Application Fee $616 - $616
Set-up/Tear-down $278 per day $278 x 2 days (1 set-up, 1 tear-down) $556 Category IV $5,882 per event day $5,882 x 3 event days $17,646 Pier Plaza Use $12,312 per event day $12,312 x 3 event days $36,936 Proposed Fee Waiver Total: $55,754
Direct Costs (Payable to the City)
Fee Cost Calculation Total
Amplified Sound Permit $181 - $181
Parking $1.25 per hour (8am-8pm)
$1.50 per hour (8pm-8am)
Lot A: $16,750.50
Lot B: $4,140
Hermosa Avenue (Between 10th-14th): $1,579.50
Hermosa Avenue (Center Divider Between 9th
Street and 10th Street): $840
Hermosa Avenue (West Side Between 10th Street
and 10th Court): $234
Hermosa Avenue (West Side Between 14th Street
and 15th Court): $234
Pier Avenue (Between Hermosa Avenue and
Monterey Boulevard): $2,223
Manhattan Avenue (Between Pier Avenue and 14th
Street): $409.50
11th Street (Between Beach Drive and Hermosa
Avenue): $2,184
$28,594.50
City Staff/Services - Public Works: $1,675.36
Police: $17,469.33
$19,144.69
Business Licenses - - $7,606.12
Direct Costs Total: $55,526.31 – Credit for Shuttle
($16,350) = $39,176.31
1397
2022 YEAR AT A GLANCE: CHAMBER EVENT FEES

Page 4 of 4 ends

Hermosa for the Holidays
Indirect Costs (Fee Waivers)
Fee Cost Calculation Total
Category III $3,253 per event day $3,253 x 3 event days $9,759 Pier Plaza Use $12,312 per event day $12,312 x 3 event days $36,936 Proposed Fee Waiver Total: $46,695
Direct Costs (Payable to the City)
Fee Cost Calculation Total
Annual Application Fee $616 - $616
(if the proposed new agreement
is approved, this would be
waived beginning in 2023)
Amplified Sound Permit $181 - $181
Parking $1.25 per hour (8am-8pm)
$1.50 per hour (8pm-8am)
Lot B: $331.25
Manhattan Avenue: $672
$1,003.25
Public Works Services TBD TBD TBD
Direct Costs Total: $1,800.25 (plus Public Works
Services fees TBD)
1398
City Council Hybrid Meeting (Closed Session - 5:00 PM and Open Session - 6:00 PM) 11-29-22 17:00
Agenda Name Comments Support Oppose Neutral
b) REPORT 22-0763 APPROVAL OF THE HERMOSA BEACH

CHAMBER OF COMMERCE AND VISITORS BUREAU'S REQUEST
FOR RELIEF FROM PRODUCTION OF THE 2022 NEW YEAR'S EVE

CELEBRATION AND AN AGREEMENT BETWEEN THE CITY OF

HERMOSA BEACH AND THE HERMOSA BEACH CHAMBER OF
COMMERCE AND VISITORS BUREAU TO PROVIDE THE ST.

PATRICK'S DAY PARADE, MEMORIAL DAY FIESTA HERMOSA, LABOR DAY FIESTA HERMOSA OR LOCALE 90254, HERMOSA FOR THE

HOLIDAYS, AND SIDEWALK SALES EVENTS
(Community Resources Manager Lisa Nichols)
4 1 2 1
Sentiments for All Agenda Items
The following graphs display sentiments for comments that have location data. Only locations of users who have commented will be shown.

Overall Sentiment
Agenda Item: eComments for b) REPORT 22-0763 APPROVAL OF THE HERMOSA BEACH CHAMBER OF COMMERCE AND VISITORS BUREAU'S REQUEST FOR RELIEF FROM PRODUCTION OF THE 2022 NEW YEAR'S EVE CELEBRATION AND AN

AGREEMENT BETWEEN THE CITY OF HERMOSA BEACH AND THE HERMOSA BEACH CHAMBER OF COMMERCE AND VISITORS BUREAU TO PROVIDE THE ST. PATRICK'S DAY PARADE, MEMORIAL DAY FIESTA HERMOSA, LABOR DAY FIESTA HERMOSA OR LOCALE 90254, HERMOSA FOR THE HOLIDAYS, AND SIDEWALK SALES EVENTS (Community Resources Manager Lisa Nichols)
Overall Sentiment
Matt McCool
Location:

Submitted At: 2:59pm 11-29-22
More financial concerns regarding the Chamber of Commerce. Revenue from the Fiesta was not enough? Perhaps there should be an audit of the beer garden? Who was the vendor supplying beer? Who was the 1399
manager of the beer garden? How much cash was skimmed from this cash cow? Ira Ellman
Location:

Submitted At: 2:58pm 11-29-22
The former Mayor makes numerous accusations and assumptions about the status of the Chamber of Commerce. Did she reach out to the Chamber for any answers to her charges? Perhaps it makes sense to hear what Jessie has to say regarding cancellation of the New Years Celebration before drawing conclusions? Anyone who has worked or spent time with Jessie and her staff know that this group works their tails off for the benefit of the Chamber, the City and its residence. I have faith she will do the right thing. As for the former mayor, she was on the board of a Chamber that was disliked by the majority of the community and was not forward thinking or technologically savvy. Membership in the Chamber under Jessie has increased from about 240 to 470 members.

Dean Francois
Location: 90254, Hermosa Beach
Submitted At: 2:53pm 11-29-22
This city council may want to consider tabling this item for a new council that will be sworn in next week. The previous chamber of commerce contracts have all stipulated that all of the events are open to the public. Any reference of the events being open to the public have been removed in the new proposed contract. While we all know and are certain that the events are open to the public, perhaps it was an oversight.

Carolyn Petty
Location: 90254, Hermosa Beach
Submitted At: 1:27pm 11-29-22
Before you allow the Chamber to cancel their obligation of hosting a New Year’s celebration, this City Council needs to carefully evaluate what has been happening with the Chamber finances. They claim that they don’t have enough money. If that is truly the case, the Chamber’s detailed financial statements should be attached for all to see. They are essentially asking the residents of Hermosa Beach to grant them a waiver on their financial obligation to host the New Years celebration, hence, this is of interest to everyone.

The Chamber has enough money to pay NooVuMedia (however this is spelled), a company that employees the spouse of Jessie. This is now common knowledge. How much money were they paid? Why were they paid this when Jessie’s expertise is social media? Was this competitively bid out? How much was paid to a company that employs her spouse?
The Chamber 2021 990’s – public information – do not list Jessie as getting any compensation. That cannot be possible. Why did they improperly file their 990’s? Why is her compensation hidden from the public? We know how much Maureen earned. How much does Jessie earn and why is this not properly reported? This question should be publicly stated and the public deserves to hear the answer.

My understanding is that the Chamber has set up a new non profit entity, HBC Foundation, which essentially serves as a workaround for tax deduction purposes. Currently payments to the Chamber are not tax deductible.

This new entity has been set up as a 501c3, which allows for the deductibility of contributions. In my mind, I do not see how this is even legal – but setting that aside, this City Council and our entire community needs to see a complete accounting for all of the funds that are now flowing to this new entity. This is merely a front for the Chamber – even the address is the same as the Chamber address at 160 Pier Avenue. I guess it should not be a surprise that the Chamber does not have sufficient resources at the same time they set up a new entity that most likely does have resources. Perhaps they should be the ones to host the New Year’s event.

Additionally – the Chamber no longer wants to host a Labor Day Fiesta. Without that event, the Chamber is not financially viable. Did they ever run the numbers on that? That was patently obvious to me when I was on the board.

All of this is very disturbing and should be investigated before any “forgiveness” of Chamber obligations is pursued.
1400
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 22-0742
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of November 29, 2022

AWARD OF CONTRACT FOR DEVELOPMENT OF A
PARKS MASTER PLAN TO RJM DESIGN GROUP, INC.
(Community Resources Manager Lisa Nichols)
Recommended Action:

Staff recommends City Council:

1. Award a contract for development of a Parks Master Plan to RJM Design Group, Inc. at a fixed amount of $217,820 and a term that extends through completion of the work or not-to-exceed two years (Attachment 7);

2. Authorize the Community Resources Manager to establish a 20 percent project contingency of $43,564;

3. Authorize the City Manager to approve contract amendments up to the amount of the approved project contingency; and

4. Authorize the Mayor to execute and the City Clerk to attest the proposed contract subject to approval by the City Attorney.

Executive Summary:

Following a competitive process, staff recommends City Council award a contract for development of a Parks Master Plan to RJM Design Group, Inc. at a not-to-exceed amount of $217,820 and a term that extends through completion of the work or not-to-exceed two years. Staff also requests a 20 percent project contingency of $43,564 to cover any unforeseen additions to the project scope and authorize the City Manager to approve any contract amendments up to the approved project contingency amount.

Background:

Most, if not all cities, have parks master plans that are updated generally every 15 to 20 years. A parks master plan is a comprehensive vision for a park system that assesses current parks and recreation programs against current and future community needs, and considers each individual park, open space area, recreation facility, and program within context of its location, surrounding natural resources, and vision of the community. Master plans allow municipalities to assess current and future recreational needs, evaluate feasible options, develop a strategic action plan, and budget for long-term or phased-in development and improvements. In essence, a parks master plan is a City of Hermosa Beach Page 1 of 8 Printed on 5/25/2023
powered by Legistar™1401
Staff Report
REPORT 22-0742
for long-term or phased-in development and improvements. In essence, a parks master plan is a strategic planning document that encapsulates a community’s vision for its recreation and programmatic needs, serves as a short-, medium-, and long-range planning tool for delivery of parks and recreation services, programs, and activities that informs a city’s budget priorities and is aligned with the city’s General Plan. Having a current parks master plan allows municipalities to leverage local, state, and federal funding for development of parks and programs. Attachment 1 is an overview of surrounding cities that have recently updated their Parks Master Plan, or are in the process of doing so, with detail on the size of each city, the cost, the firm selected, and the time of development for the plan.

Parks and recreation master planning can serve as one of the foundations for community development. A 2014 roundtable sponsored by the National Parks and Recreation Association (NRPA) and the American Planning Association (APA) recognized the role of parks in community and economic development stating “preparing parks and recreation master plans can provide a foundation for economic development, building healthy communities, and providing a unique sense of place.”
The City’s most recent Park Master Plan was adopted in 1990 (Attachment 2). The plan provided guidance to the City for the orderly development of recreation services, programs, facilities, parks, and open spaces through 2010. Since 2010, the City’s recreation services, programs, and indoor and outdoor facilities have evolved, including the addition of several new services, programs, and facilities. A new Parks Master Plan is needed to provide a comprehensive strategy to maintain, rehabilitate, and improve the City’s recreational services, programs, and park facilities that reflects the needs of the community for the next 20 years.

The City allocated funding within the Capital Improvement Program (CIP) 538 Citywide Parks Master Plan for a Project Manager to oversee the development of a new Parks Master Plan and to assist with the additional workload to the Community Resources Department to oversee the development of a new Parks Master Plan. At its July 12, 2022 meeting, City Council awarded a contract to Catalyst Consulting to provide project management services. The Principal Owner of Catalyst Consulting is John Jones, who serves as the Project Manager. Mr. Jones joins the effort as the project manager with four decades of experience in municipal parks and recreation Additionally, funds were allocated within the CIP 538 Citywide Parks Master Plan for a firm to prepare and develop a new Parks Master Plan. The scope of services includes, but is not limited to:
· Engaging the community and local organizations in a dialogue about recreation services, programs, indoor and outdoor facilities, the beach, parks and open spaces in Hermosa Beach; · Identifying the current utilization, and appropriate balance between organized and informal City of Hermosa Beach Page 2 of 8 Printed on 5/25/2023
powered by Legistar™1402
Staff Report
REPORT 22-0742
recreational activities at the City’s outdoor facilities, the beach, parks and open spaces; · Evaluating and prioritizing the community’s desires for recreation services, programs, indoor and outdoor facilities, the beach, parks and open spaces; · Evaluating the staffing levels in the Community Resources Department to determine what is recommended for current programing and any future needs that are determined; · Identifying the evolving and future recreational needs for the community; · Assisting in the uniformity of both park and beach signage; · Identifying any partnership opportunities through a Joint Personnel Agreement (JPA) or Joint Use Agreement (JUA) with the Hermosa Beach Unified School District or other neighboring municipalities for increased recreational facility use (i.e., Aquatic Center); · Leveraging the vision and goals of the City’s General Plan and PLAN Hermosa; · Creating a dynamic and useful planning and implementation document that enjoys broad community and political support;
· Evaluating and prioritizing the expenditure of public funds for providing services and programs as well as for the development, rehabilitation, and maintenance of the City’s indoor and outdoor facilities, the beach, parks and open spaces;
· Identifying additional funding (i.e., grants, fees, bonds, etc.) mechanisms for new services and programs as well as for the development, rehabilitation, and maintenance of the City’s indoor and outdoor facilities, the beach, parks and open spaces · Providing a comprehensive strategy and priority plan for the maintenance, rehabilitation and improvement of the City’s network of indoor and outdoor facilities, the beach, parks and open space assets ensuring ADA compliance, and including current unfunded park and recreation opportunities;
· Evaluating the staffing levels in the Public Works Department for park maintenance to determine what is recommended for current maintenance needs and future maintenance needs that are determined; and
· Evaluating the effective use of the City’s financial and physical resources and opportunities to fund implementation of the recommendations in the Parks Master Plan.

City of Hermosa Beach Page 3 of 8 Printed on 5/25/2023
powered by Legistar™1403
Staff Report
REPORT 22-0742
Past Council Actions
Meeting Date Description
July 12, 2022 Approval of an award of contract for project management services for the development of the Parks Mast er Plan to Catalyst Consulting
Discussion:

On Thursday, September 22, 2022, the City issued RFP 22-009 (Attachment 4), seeking proposals from qualified firms to provide services to prepare and develop a new Parks Master Plan. The Request for Proposals (RFP) was advertised in the Easy Reader, on the City website, on the City’s online bidding platform, PlanetBid, and shared with firms located in California that have experience in developing Park Master Plans for public entities.

Proposals were received from BerryDunn and the RJM Design Group, Inc. by the RFP deadline of Wednesday, October 19, 2022. The two proposals were evaluated by the internal staff working team for the Parks Master Plan, which consists of Project Manager John Jones, Community Resources Manager Lisa Nichols, Public Works Director Joe San Clemente, Public Works Superintendent John Cordova, Environmental Programs Manager Doug Krauss, Police Captain Dorothy Scheid, and Senior Management Analyst Sirinya Matute. The evaluation panel independently scored each proposal based on the following criteria:
• Approach and Methods;
• Relevant Experience and Expertise;
• Timeframe and Cost; and
• Administration.

Interviews were also held with both proposers on Monday, November 7, 2022. Following the review of the proposals and completion of the interviews, RJM Design Group, Inc. proposal (Attachment 5) was identified as the most qualified bidder.

RJM Design Group, Inc. was established in 1987 and has evolved into a multi-disciplinary landscape architectural, planning, and design firm serving the needs of cities, public agencies, and organizations throughout California. RJM Design Group’s Parks and Recreation Planning Toolkit is the result of over 30 years of experience in park and recreation planning and analysis. This Toolkit empowers cities, public agencies, and organizations with data and action plans for its recreation programs, services, and indoor and outdoor facilities without costly planning efforts.

City of Hermosa Beach Page 4 of 8 Printed on 5/25/2023
powered by Legistar™1404
Staff Report
REPORT 22-0742
RJM Design Group, Inc. demonstrated a complete understanding of the goals and outcome of the project. The firm provided a well thought-out and tailored approach to meet the project’s goals and demonstrated a thorough approach to engage the community through all communication channels.

Staff contacted references provided in RJM Design Group’s proposal and received positive comments about the firm’s work and success in engaging its communities, meeting deadlines, and providing a high-quality action plan for its cities to use for decades. While RJM Design Group initially proposed completion of the project in 12 months, staff recommends a 15-month timeline to allow RJM Design Group to analyze a full year of the City’s recreation services and programs, and the use of the City’s indoor and outdoor facilities, the beach, parks and open spaces to provide the most comprehensive data and action plan. RJM Design Group, Inc. is in line with staff’s recommendation.

The cost proposal (Attachment 6) includes a commitment from RJM Design Group to prepare and develop a new Parks Master Plan for the City of Hermosa Beach over the course of 15 months. Staff requests up to a 20 percent contingency allowance over the term of the contract for additional services, if needed and approved by the City Manager, to complete the project.

Proposal Amount Contingency Proposed Total
$217,820 $43,564 $261,384
The funds allocated within the CIP 538 Citywide Parks Master Plan total $650,000. A total of $126,000, including contingency, has been allocated for project management. Staff recommends allocating $261,384, including contingency, for the Parks Master Plan development, resulting in a total of $387,384 to complete the development of the Parks Master Plan. The remaining budget of $262,616 within CIP 538 Citywide Parks Master Plan may be used for implementation of recommendations outlined in the Parks Master Plan.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Governance Element
Goal 2. The community is active and engaged in decision-making processes.

Policies:
· 2.6 Responsive to community needs. Continue to be responsive to community inquiries, City of Hermosa Beach Page 5 of 8 Printed on 5/25/2023
powered by Legistar™1405
Staff Report
REPORT 22-0742
providing public information and recording feedback from community interactions. · 2.7 Major planning efforts. Require major planning efforts, policies, or projects to include a public engagement effort.
· 2.9 Evaluation and feedback. Periodically solicit service evaluations from the community and utilize feedback to improve and develop the City’s policies, ordinances, programs, and funding priorities.

Goal 5. Small beach town character is reflected throughout Hermosa Beach.

Policy:
· 5.7 Visitor and resident balance. Recognize the desire and need to balance visitor-serving and local-serving uses as a key to preserving character and the economic vitality of the community.

Goal 8. A performance based-management and benchmarking program.

Policy:
· 8.3 Consistency among plans. Require other City plans and implementation mechanisms to demonstrate their consistency with this Plan.

Parks and Open Space Element
Goal 1. First class, well maintained, and safe recreational facilities, parks and open spaces.

Policies:
· 1.1 Facility upgrades. Improve and update park and open space facilities on a regular basis. · 1.5 Evaluate community needs. Conduct a periodic review of community park needs and interests to inform maintenance and investment priorities.

Goal 2. Abundant parks, open space, and recreational facilities to serve the community.

Policy:
· 2.1 Diverse programs and facilities. Offer diverse recreational programs and facilities to meet the needs of all residents.

Goal 3. Community parks and facilities encourage social activity and interaction.

Policies:
· 3.3 Commercial use of facilities. Regulate and enforce commercial use of City parks and open spaces to ensure activities do not impact general use and enjoyment. · 3.4 Balance space needs. Balance the space needs and demand on public resources of formal and informal events.
· 3.5 Health and physical activity. Increase the availability of space and variety of activities that promote community health and physical activity such as community gardens, fitness City of Hermosa Beach Page 6 of 8 Printed on 5/25/2023
powered by Legistar™1406
Staff Report
REPORT 22-0742
stations/ equipment, and fields/courts.
· 3.6 Availability of City facilities. Consider the demand and availability of City facilities for general community use in the long-term lease and/or rental of City facilities.

Goal 7. The beach offers high quality recreational opportunities and amenities desired by the community.

Policies:
· 7.5 Designated recreational uses. Continually evaluate and explore devoting certain portions of the beach to different preferred recreational uses while providing access for all users and meeting the recreation needs of visitors and residents. · 7.7 Recreational Equipment. Periodically evaluate and, as necessary, update the recreational equipment on the beach to endeavor to meet the needs of visitors and residents of all ages and abilities.

Fiscal Impact:
$650,000 is appropriated in the Fiscal Year 2022-23 Budget for CIP 538-Citywide Parks Master Plan.

The approved contract amount for project management services is $126,000, including contingency.

The total proposed contract amount for the development of the Parks Master Plan is $261,384, including the requested 20 percent contingency. This results in a remaining budget of $262,616 within CIP 538-Citywide Parks Master Plan.

Agreement Request
Request Amount FY 2022-2023 Budget Dept.

Account #
Total Contract Amount
$261,384 001-8538-4201, 125-8538-4201, 301-
8538-4201
$261,384
Attachments:

1. Best Practice Research on Surrounding Cities’ Parks Master Plans

2. 1990 Hermosa Beach Parks Master Plan

3. Link to July 12, 2022 City Council Staff Report

4. RFP 22-009 Parks and Recreation Master Plan

5. RJM Design Group Proposal

6. RJM Design Group Cost Proposal

7. Proposed Contract with RJM Design Group, Inc.

Respectfully Submitted by: Lisa Nichols, Community Resources Manager City of Hermosa Beach Page 7 of 8 Printed on 5/25/2023
powered by Legistar™1407
Staff Report
REPORT 22-0742
Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Mike Jenkins, City Attorney
Approved: Suja Lowenthal, City Manager
City of Hermosa Beach Page 8 of 8 Printed on 5/25/2023
powered by Legistar™1408
Best Practice Research on Surrounding Cities’ Parks Master Plans *These projects should not be compared amongst one another as each City has their own scope of work outlined for the firm through the Request for Proposal with individual needs, desires for community outreach, staffing abilities, park acreage, amenities, etc.

City City Size Budgeted
Amount
Actual Cost Selected Firm Time of Development
Huntington Beach 28.33 mi² Unknown $220,000
Currently working to update
the plan for an additional
$108,450
RJM Design Group 24 months
Completed in 2016
Update to the plan anticipated
to be completed by the end of
2022
Irvine 65.92 mi² $567,007 $458,000 MIG, Inc. 28 months
Completed in 2017
Manhattan Beach 3.94 mi² Performed in-house by an ad-hoc committee including:
• 3 Parks and Recreation Commissioners; and
• 3 Parks and Recreation staff members; the Director, Senior Recreation Manager and Management Analyst
18 months
Completed in 2020
Riverside 81.54 mi² $578,000 $438,958 RJM Design Group 30 months Completed in 2019
Santa Monica 8.416 mi² $488,706 N/A
(Currently in progress)
MIG, Inc. Unknown
(Currently in progress)
Costa Mesa 15.81mi2 Unknown $57,000
(For update to 2018 plan)
RJM Design Group 9 months
(Currently in progress)
Stanton 3.1mi2 Unknown $168,000 RJM Design Group 12 months (Currently in progress)
Carson 18.97mi2 Unknown $246,000 RJM Design Group 6-8 months (Currently in progress)
1409
1410
1411
1412
1413
1414
1415
1416
1417
1418
1419
1420
1421
1422
1423
1424
1425
1426
1427
1428
1429
1430
1431
1432
1433
1434
1435
1436
1437
1438
1439
1440
1441
1442
1443
1444
1445
1446
1447
1448
1449
1450
1451
1452
1453
1454
1455
1456
1457
1458
1459
1460
1461
1462
1463
1464
1465
1466
1467
1468
1469
1470
1471
1472
1473
1474
1475
1476
1477
1478
1479
1480
1481
1482
1483
1484
1485
1486
1487
1488
1489
1490
1491
1492
1493
1494
1495
1496
1497
1498
1499
1500
1501
1502
1503
1504
1505
1506
1507
1508
1509
1510
1511
1512
1513
1514
1515
1516
1517
1518
1519
1520
1521
1522
1523
1524
1525
1526
1527
1528
1529
1530
1531
1532
1533
1534
1535
1536
1537
1538
1539
1540
1541
1542
1543
1544
1545
1546
1547
1548
1549
1550
1551
1552
1553
1554
1555
1556
1557
1558
1559
1560
1561
1562
1563
1564
1565
1566
1567
1568
1569
1570
1571
1572
1573
1574
1575
1576
1577
1578
1579
1580
1581
1582
1583
1584
1585
1586
1587
1588
1589
1590
1591
1592
1593
1594
1595
1596
1597
1598
1599
1600
1601
1602
1603
1604
1605
1606
1607
1608
1609
1610
1611
1612
1613
1614
1615
1616
1617
1618
1619
1620
1621
1622
1623
1624
1625
1626
1627
1628
1629
1630
1631
1632
1633
1634
1635
1636
1637
1638
1639
1640
1641
1642
1643
1644
City of Hermosa Beach
Civic Center, 1315 Valley Drive, Hermosa Beach, CA 90254-3885

REQUEST FOR PROPOSALS
FOR

PARKS AND RECREATION MASTER PLAN

CITY OF HERMOSA BEACH

COMMUNITY RESOURCES DEPARTMENT
710 PIER AVENUE
HERMOSA BEACH, CA 90254
Key Information
Submit Written Questions By: 6:00 PM on Wednesday, October 5, 2022 Proposals Due: 6:00 PM on Wednesday, October 19, 2022
1645
RFP 22-009 City of Hermosa Beach

Page 1 of 36 ends

Thursday, September 22, 2022
REQUEST FOR PROPOSALS (RFP) FOR:

Parks and Recreation Master Plan
RFP 22-009
Community Resources Department
NOTICE IS HEREBY GIVEN that the City of Hermosa Beach Community Resources Department is interested in receiving proposals from highly qualified professional Consultants for the preparation and development of a Parks and Recreation Master Plan as detailed in the Contractual Services section of the Request for Proposal (RFP).

Proposer(s) must have the expertise, experience, and resources available to perform the work described in the RFP. The complete RFP may be found on the City’s website at www.hermosabeach.gov/rfp or by emailing the project contact listed below.

Description of Project
The Parks and Recreation Master Plan will set the framework for decision makers in the planning, maintenance, and development and/or rehabilitation of the City’s beach, parks, and recreation facilities. The process shall include extensive community engagement to identify current and future beach, park, facility, and program needs.

Equally important will be that the Parks and Recreation Master Plan provide a systematic and prioritized approach for implementation to maintain, rehabilitate, and improve the City’s network of parks, facilities, open space, and recreational programs based on public desires and available resources, including staffing and budget.

The City has contracted a Project Manager who serves as an agent of the City to act as a liaison to the Consultant team selected to develop the Parks and Recreation Master Plan.

RFP Timeline
RFP posted Thursday, September 22, 2022
Deadline to submit written questions Wednesday, October 5, 2022 by 6:00pm PST
Posting of responses to questions Wednesday, October 12, 2022 Deadline to submit proposals Wednesday, October 19, 2022 by 6:00pm PST
Interviews Monday, November 7, 2022
Tentative award Tuesday, November 29, 2022
1646
RFP 22-009 City of Hermosa Beach

Page 2 of 36 ends

Submittal Procedures
No proposals will be accepted after the listed date and time. All proposals must be clearly marked with the project title and RFP number and submitted in a sealed envelope. Failure to identify the proposal on the envelope may result in disqualification of the proposal. The format, content, and procedures for submitting a proposal are provided in further detail within the RFP.

Contact
Please direct any and all inquiries regarding this RFP to John Jones, Project Manager at [email protected]. All inquiries must be in writing to the email address above on or before October 5, 2022. All inquiries will be answered will be distributed to registered bid holders and posted to the City website no later than end of day on October 12, 2022.
1647
RFP 22-009 City of Hermosa Beach

Page 3 of 36 ends

Table of Contents
Description of Project .............................................................................................................1 RFP Timeline .............................................................................................................................1 Submittal Procedures..............................................................................................................2 Contact....................................................................................................................................2 1 Introduction..............................................................................................................................4

1.1 Invitation for Proposals......................................................................................................4

1.2 RFP Timeline........................................................................................................................4

1.3 General RFP Conditions....................................................................................................4 2 Project Description ..................................................................................................................8

2.1 City Location and Characteristics...................................................................................8

2.2 Project Goals .....................................................................................................................9

2.3 Minimum Qualifications..................................................................................................10

2.4 City Proposed Scope of Services …………………………………………………………………….. 11

2.5 Work to be Performed or Provided by the City............................................................13 3 Proposal Submittal Instructions …………………………………………………………………... 13

3.1 Proposal Format ..............................................................................................................13

3.2 Proposal Content ............................................................................................................14 4 Proposal Evaluation and Selection......................................................................................19

4.1 Proposal Review Process................................................................................................19

4.2 Evaluation Criteria...........................................................................................................19 5 Contractual Services Section ……………………………………………………………………. 20

5.1 Contract Period...............................................................................................................20

5.2 Professional Services Agreement...................................................................................20

5.3 Standards of Work...........................................................................................................20

5.4 Invoicing and Payment ..................................................................................................21 6 Attachments and Required Forms .......................................................................................22

6.1 Maps or Design Plans......................................................................................................22

6.2 Sample Professional Services Agreement.....................................................................23

6.3 Required Forms................................................................................................................32 1648
RFP 22-009 City of Hermosa Beach

Page 4 of 36 ends

1 Introduction

1.1 Invitation for Proposals
The City of Hermosa Beach Community Resources Department is seeking proposals from highly qualified Consultants for the preparation and development of a Parks and Recreation Master Plan for the City of Hermosa Beach. Proposer(s) must have the expertise, experience, and ability to demonstrate resources necessary to perform the work described in the RFP.

The Parks and Recreation Master Plan will set the framework for decision makers in the planning, maintenance, and development and/or rehabilitation of the City’s beach, parks, and recreation facilities. The process shall include extensive community engagement to identify current and future beach, park, facility, and program needs.

The City has contracted a Project Manager who serves as an agent of the City to act as a liaison to the Consultant team selected to develop the Plan.

1.2 RFP Timeline
RFP posted Thursday, September 22, 2022
Deadline to submit written questions Wednesday, October 5, 2022 by 6:00pm PST
Posting of responses to questions Wednesday, October 12, 2022 Deadline to submit proposals Wednesday, October 19, 2022 by 6:00pm PST
Interviews Monday, November 7, 2022
Tentative award Tuesday, November 29, 2022

1.3 General RFP Conditions
The following instructions and conditions apply to this RFP:

Pre-Contractual Expenses
The City of Hermosa Beach shall not, in any event, be liable for any pre-contractual expenses incurred by any Consultant. In addition, no Consultant shall include any such expenses as part of the price proposed. Pre-contractual expenses are defined as expenses incurred by bidders in:
• Preparing a proposal in response to this RFP;
1649
RFP 22-009 City of Hermosa Beach

Page 5 of 36 ends

• Submitting that proposal to the City of Hermosa Beach; Negotiating with the City of Hermosa Beach any matter related to this RFP, proposal, and/or contractual agreement; or
• Any other expenses incurred by the Consultant prior to the date of an executed contract.

Authority to Withdraw RFP and/or Not Award Contract
The City of Hermosa Beach reserves the right to withdraw this RFP at any time for any reason without prior notice. Further, the City makes no representations that any agreement will be awarded to any Consultant responding to this RFP. The City expressly reserves the right to reject any and all proposals in response to this RFP without indicating any reasons for such rejection(s). The release of this RFP does not obligate or compel the City to enter into a contract or agreement.

Authority to Revise RFP and Request Additional Information The City reserves the rights to amend the RFP at any time, to determine the successful respondent(s), and to reject any or all Proposals or their components. Should it be necessary for the City to issue addendums to this RFP during the proposal period, the City will notify the known holders of this RFP and post addendums to the City website.

Proposals shall acknowledge that the Consultant is aware of all addendums which have been issued and has incorporated their provisions in their proposal by completing the Certification of Proposal Form.

The City reserves the right, to request additional information or clarifications from any Consultant where it may serve the City’s best interest.

Other Conditions
• ADDITIONAL SERVICES. The Scope of Work describes the minimum work to be accomplished. Upon final selection of the Consultant, the Scope of Work may be modified and refined during negotiations with the City. • AUTHORIZED SIGNATURES. Every proposal must be signed by the person or persons legally authorized to bind the Consultant to a contract for the execution of the work. Upon request of the City, any agent submitting a proposal on behalf of a Consultant shall provide a current power of attorney certifying the agent’s authority to bind the Consultant.
• AWARD OF PROPOSAL. City reserves the right to negotiate final terms with the selected Consultant, if any. Award may be made to the Consultant offering the most advantageous proposal after consideration of all criteria. Should the selection criteria be requested, it shall be at the City’s discretion if the criteria is released prior to the final selection being made.
• COMPLIANCE WITH LAWS. All proposals shall comply with current federal, state, and other laws relative thereto.
• CONFLICT OF INTEREST. By signing the Certification of Proposal, the Consultant declares and warrants that no elected or appointed official, officer or employee of the City has been or shall be compensated, directly or indirectly, in connection with this proposal or any work connected with this proposal. Should any agreement 1650
RFP 22-009 City of Hermosa Beach

Page 6 of 36 ends

be approved in connection with this Request for Proposals, the Consultant declares and warrants that no elected or appointed official, officer or employee of the City, during the term of his/her service with the City shall have any direct interest in that agreement, or obtain any present, anticipated or future material benefit arising therefrom.
• DISQUALIFICATION OF PROPOSER. If there is reason to believe that collusion exists among the Consultants, the City may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. Reasonable grounds for believing that any Consultant is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Consultant is interested. Consultants shall submit as part of their Proposal documents the completed Non-Collusion Affidavit.
• EXAMINATION OF DOCUMENTS. It is the responsibility of the Consultant to carefully and thoroughly examine and be familiar with these RFP documents, general conditions, all forms, specifications, drawings, plans, and addendums (if any).

Consultants shall satisfy themselves as to the character, quantity, and quality of work to be performed and materials, labor, supervision necessary to perform the work as specified by these documents. The failure or neglect of the Consultant to examine documents shall in no way relieve the Consultant from any obligations with respect to the solicitation for and subsequent contract that may be awarded.

The submission of a proposal shall constitute an acknowledgment upon which the City may rely that the Consultant has thoroughly examined and is familiar with the RFP documents. The failure or neglect of a Consultant to receive or examine any of the documents shall in no way relieve the Consultant from any obligations with respect to the proposal. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document. • INTERPRETATION OF RFP DOCUMENTS. City reserves the right to make corrections or clarifications of the information provided in this RFP. If any person is in doubt as to the true meaning of any part of the specifications or other RFP documents, or finds discrepancies or omissions in the specifications, the person may submit to the City a written request for an interpretation or correction. Oral statement(s), interpretations or clarifications concerning meaning or intent of the contents of this RFP by any person are unauthorized and invalid. Modifications to the RFP, including, but not limited to, the scope of work, can be made only by written addendum issued by the City. Proposers shall submit all questions in writing to the contact listed in the announcement. Proposers may not contact any other City staff members with questions. The requesting party is responsible for prompt delivery of any requests. When the City considers interpretations necessary, interpretations will be in the form of an addendum to the RFP documents, and when issued, will be sent as promptly as is practical to all parties recorded by the City as having received RFP documents. All such addenda shall become a part of the RFP document. It is the responsibility of each Consultant to ensure the City has their correct business name, mailing address and e-mail address on file. Any 1651
RFP 22-009 City of Hermosa Beach

Page 7 of 36 ends

prospective Consultants who obtained a set of RFP documents are responsible for advising the City that they have a set of RFP documents and wish to receive subsequent Addendums.
• IRREGULARITIES. City reserves the right to waive non-material irregularities if such would be in the best interest of the City as determined by the City Manager. • NON-DISCRIMINATION. Consultant represents and warrants that it does not and will not discriminate against any employee or applicant for employment because of race, religion, gender, color, national origin, sexual orientation, ancestry, marital status, physical condition, pregnancy or pregnancy-related condition, political affiliation or opinion, age, or medical condition.
• NON-EXCLUSIVE. Should the City make an award, the successful Consultant will enter into a NON-EXCLUSIVE professional services agreement and the City reserves the right to enter into agreements with other firms.
• OFFERS OF MORE THAN ONE PRICE. Consultants are NOT allowed to submit more than one proposal.
• OWNERSHIP. All data, documents and other products used or developed during the RFP process become the property of the City upon submission. All bid proposals and documents submitted in response to this RFP shall become the property of the City and a matter of public record pursuant to Government Code sections 6250 et seq. Proposals should not be marked as confidential or proprietary, and City may refuse to consider a proposal so marked. All Information contained within the proposals will become a matter of public record. It is the responsibility of each bidder to clearly identify any and all information contained within its bid proposal that it considers to be confidential and/or proprietary. To the extent that the City agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public. • PROFESSIONAL SERVICES AGREEMENT. Prior to awarding any work, the selected Consultant will be required to execute a professional services agreement with the City. Any proposed change to the agreement shall be identified in the response to the RFP and shall be subject to the sole approval of the City. The City requires the Consultant to obtain and maintain a policy of professional liability and other insurance as indicated in the agreement.
• NO PUBLIC BID PROPOSAL OPENING/PUBLIC RECORDS ACT. Bid proposals shall be opened and its contents secured by City staff to prevent disclosure during the evaluative process and the process of negotiating with competing Consultants.

Adequate precautions shall be taken to treat each Consultant fairly and to ensure that information gleaned from competing proposals is not disclosed to other Consultants. Prices and other information concerning the proposals shall not be disclosed until a recommendation for award is made to the awarding authority. • PUBLIC RECORD. All proposals submitted in response to this RFP will become the property of the City upon submittal.
• REPRESENTATIONS. Consultant understands and acknowledges that the representations made in their submitted proposal are material and important and will be relied on by the City in evaluation of the proposal. Consultant 1652
RFP 22-009 City of Hermosa Beach

Page 8 of 36 ends

misrepresentation shall be treated as fraudulent concealment from the City of the facts relating to the proposal.
• SEVERABILITY. If any provisions or portion of any provision, of this Request for Proposals are held invalid, illegal or unenforceable, they shall be severed from the Request for Proposals and the remaining provisions shall be valid and enforceable. • SUBCONTRACTOR INFORMATION. If the proposal includes the use of sub Consultants, Consultant must identify specific sub Consultants and the specific requirements of this RFP for which each proposed sub Consultant would perform services. If a sub Consultant for work services to be performed exceeds $25,000 the sub Consultant must contain all required provisions of the prime contract. • VALIDITY. Proposal must be valid for a period of 90 days from the due date. • WITHDRAWAL OF PROPOSAL. Consultants’ authorized representative may withdraw Proposals only by written request received by the Project Manger before the Proposal Submittal Deadline.
2 Project Description

2.1 City Location and Characteristics
The City of Hermosa Beach is located within the southwestern coastal portion of Los Angeles County in what is referred to locally as the “South Bay” area. The City is bounded on the north by the City of Manhattan Beach, on the south by the City of Redondo Beach, on the east by the City of Redondo Beach and the City of Manhattan Beach, and on the west by the Pacific Ocean. The City limits for Hermosa Beach encompass a relatively small land area, approximately 1.4 square miles. Hermosa Beach includes nearly two miles of shoreline and varies in width between one-half mile and approximately one mile inland. Elevations in the City range from sea-level to 250 feet in elevation.

The City of Hermosa Beach serves a stable population of approximately 20,000 residents with a high population density of approximately 14,200 people per square mile.

Hermosa Beach currently has 105 acres of parkland with a total of 20 parks, parkettes, and the beach. Community facilities and schools, which include a combination of buildings and recreational space, provide an additional 20 acres of land for outdoor recreation. The beach, which is owned by the City, provides a valuable and prominent open space resource for residents and visitors, accounting for 63 acres of open space.

The Hermosa Valley Greenbelt encompasses 19 acres, providing a vegetated open space corridor that runs north-south along the entire length of the City. The City’s largest parks or recreational spaces: the Community Center, Valley Park, South Park, and Clark Stadium are located adjacent to the Greenbelt, and smaller parks or parkettes, less than one acre in size, are distributed throughout the City. Parks within the City provide playgrounds, play fields, tennis, pickleball and basketball courts, a lawn bowling green, a skate park, picnic spaces, and the ability to program recreational activities for all ages.

The three school sites incorporate playgrounds, courts, and playing fields, which add to 1653
RFP 22-009 City of Hermosa Beach

Page 9 of 36 ends

the range of recreational spaces available to the community when school is not in session.

Governed by a five-member City Council with members elected at large, Hermosa Beach operates under the council/city manager form of government as a general law city. Like the community, the Council is informed, educated, and engaged. The programs and services provided by the City are accomplished through eight City departments: City Clerk, City Manager, Community Development, Community Resources, Finance, Human Resources, Police, and Public Works.

2.2 Project Goals
The City of Hermosa Beach’s most recent Parks and Recreation Master Plan was adopted in 1990. The plan provided guidance to the City for the orderly development of recreation services, programs, facilities, parks, and open spaces through the year 2010. Since 2010, the City’s recreation services, programs, and indoor and outdoor facilities have evolved, including the addition of several new services, programs, and facilities. A new Parks and Recreation Master Plan is needed to provide a comprehensive strategy to maintain, rehabilitate, and improve the City’s recreational services, programs, and facilities that reflects the needs of the community for the next twenty years. The Parks and Recreation Master Plan will set the framework for decision makers in the planning, maintenance, and development and/or rehabilitation of the City’s beach, parks, and recreation facilities and programs that achieves the following general goals:
• Engages the community and local recreational organizations in a dialogue about recreation, parks and open space resources in Hermosa Beach; • Identifies the current utilization, and an appropriate balance between organized and informal recreational activities at the City’s beach, parks and open spaces; • Evaluates and prioritizes the community’s desires for their beach, park, recreation facilities, and programs;
• Evaluates the staffing levels in the Community Resources Department to determine what is recommended for current programing and suggested additions for any future needs that are determined;
• Identifies the evolving and future parks and recreational facility and program needs for the Hermosa Beach community;
• Assists in the uniformity of both park and beach signage; • Evaluates and identifies any partnerships through a Joint Personnel Agreement (JPA) or Joint Use Agreement (JUA) with the Hermosa Beach Unified School District or other neighboring municipalities for increased recreational facility use (i.e.

Aquatic Center);
• Leverages the vision and goals of the City’s General Plan, PLAN Hermosa; • Serves as a dynamic useful planning and implementation document that enjoys broad community and political support;
• Evaluates and prioritizes the expenditure of public funds for providing services and programs as well as for the development, rehabilitation, and maintenance of recreational lands and facilities;
1654
RFP 22-009 City of Hermosa Beach

Page 10 of 36 ends

• Identifies additional funding (i.e. grants, fees, bonds, etc.) mechanisms for facility improvements, amenity replacements, new construction, and additional programs and services;
• Provides a comprehensive strategy and priority plan for the maintenance, rehabilitation and improvement of the City’s network of parks, facilities, and open space assets ensuring ADA compliance, and including current unfunded park and recreational opportunities;
• Evaluates the staffing levels in the Public Works Department for park maintenance to determine what is recommended for current maintenance needs and suggested additions for any future maintenance needs that are determined; and • Evaluates the effective use of the City’s financial and physical resources and opportunities to fund implementation of the recommendations in the Parks and Recreation Master Plan.

This process shall include extensive community engagement to identify current and future beach, park, recreation facilities and programming needs. Equally important will be that the Parks and Recreation Master Plan provide a systematic and prioritized approach for implementation to maintain, rehabilitate, and improve the City’s network of parks, facilities, open space, and recreational projects. Including the following (not listed in priority):

A. Community needs;
B. Public survey;
C. Conceptual plans;
D. Park maintenance standards; and
E. Recreation programming recommendations.

The Parks and Recreation Master Plan Consultant is responsible for ensuring the aforementioned general goals are addressed in the plan, as well as the tasks assigned in Section 2.4.

2.3 Minimum Qualifications
• The Proposer must demonstrate the following: significant professional experience and demonstrate successful outcomes in preparing and developing Parks and Recreation Master Plans for public sector entities, engaging the public using various communication techniques, strong working relationships with City staff members, providing successful presentations to community members, commissioners and city councilmembers, strong project management and communication skills, and demonstrate high levels of customer satisfaction in relation to similar work with providing, managing, or planning for recreation services in the public sector;
• The Proposer must demonstrate availability to facilitate and attend night and weekend meetings as necessary;
1655
RFP 22-009 City of Hermosa Beach

Page 11 of 36 ends

• The Proposer must show they have no conflict of interest regarding any work performed or identify any potential conflicts as a Consultant for the City of Hermosa Beach; and
• The Proposer must show they have the requirements to obtain and maintain a City of Hermosa Beach Business License and all insurance requirements if selected.

2.4 City Proposed Scope of Services
The City of Hermosa Beach is seeking highly qualified professional Consultants to enter into a Professional Services Agreement for the preparation and development of a Parks and Recreation Master Plan for the City of Hermosa Beach.

The Consultant will be expected to provide a wide range of responsible and responsive professional services including, but not limited to: project management, public engagement, integration and work with the Project Manager and City staff. Generally, only the major tasks along with general expectations and requirements are outlined below. The scope of work outlined in this Section represents the minimum work the Consultant must complete.

In general, the City is looking for creativity from proposers to provide an approach that will result in the efficient and effective development or provision of services. The City is therefore open to proposers identifying a different organization of tasks, or recommending the addition or removal of tasks, so long as the project objectives are met, and the rationale for additions or removal is clearly articulated.

The successful Consultant will be expected to provide Parks and Recreation Master Planning services including, but not limited to:

1. Inventory of Existing Facilities
• Evaluate the overall availability, access to, and connectivity of parks and open space in Hermosa Beach.
• Provide an inventory and conditions assessment report including each park’s amenities and facilities/buildings. The analysis should include reviewing overall facility conditions, current maintenance programs, current operations, utilization, deficiencies, lighting needs, uniformity of signage, accessibility, health and condition of trees, and remaining useful life of amenities. • Identify existing plans, programs, and partnerships that are relevant to the provision or operation of parks and open space facilities.

2. Recreation Needs Assessment
• Identify the various types of recreational activities and their proximity for residents of Hermosa Beach.
• Identify demographic and recreational trends that will influence the community's park needs in the next 20 years.
• Consider current gaps in facilities or recreational needs (geography, activity, age/ability, etc.) and identify potential future uses or desired amenities. 1656
RFP 22-009 City of Hermosa Beach

Page 12 of 36 ends

3. Goals, Strategies, and Park Improvements
• Develop an overall set of goals and strategies to guide future park improvement projects.
• Identify proposed maintenance and operation standards for parks, parkettes, open space, and community recreational facilities.
• Identify the range of upgrades needed or desired at park facilities such as lighting, signage, irrigation, landscaping, trees, accessibility, hard scape/paving, access roads, playground, turf, picnic area and picnic shelter, sport fields, fencing, restrooms, park buildings and parking areas.

4. Financial Evaluation and Prioritization
• Identify and determine an operation and maintenance program and recommend a budget for each facility with respect to the maintenance budget forecast. • Provide a general cost estimate for the range of proposed upgrades at each facility. The cost estimates should be of sufficient detail so that they may be incorporated into future Capital Improvement Programs (CIP). • Identify priority projects based on condition, community need, or funding/partnership opportunities.

5. Funding, Implementation, and Ongoing Maintenance
• Identify the range of financing needs and options for implementation including assessments, impact fees, grants, and partnerships.
• Identify future policy or ordinance changes that may be needed to implement the Parks and Recreation Master Plan.
• Develop an implementation program to track and measure progress on the recommendations from the Parks and Recreation Master Plan. This program will need to provide an interactive dashboard for our external customers that rolls up every data point and recommendation. The City is in the process of selecting a web-based citywide project tracker (i.e. Smartsheet, Airtable, Clickup, or Procor).

The Consultant will need to work with City staff within the selected web tool to implement this program. The proposal should include an example of how the suggested project tracker will support this City goal.
• Develop a review process to facilitate regular review and assessment of the City's facilities, policies, and partnerships in providing high quality parks and recreational facilities.

Page 13 of 36 ends

• Conduct Focus Group meetings, to be organized by geography or recreational activity.
• Conduct Project Team meetings.
• Conduct meetings with LA County, Beaches and Harbor, as required. • Prepare and analyze the results of an online community survey. • Develop content and promotional materials for the project including flyers, website and social media content, and handouts.
• Prepare for and present materials at:
o at least one (1) meeting of the Parks, Recreation, and Community Resources Advisory Commission.
o at least one (1) meeting of the Public Works Commission. o a joint meeting of the Public Works Commission; Parks, Recreation and Community Resources Advisory Commission, and City Council (total of one meeting).
o a separate meeting to the Hermosa Beach City Council to consider adoption (total of one meeting).

7. Additional Tasks
Proposers should incorporate the following add-on tasks into their Approach and Budget should the need arise for the City to request additional project management support.

2.5 Work to be Performed or Provided by the City
The City will perform the following tasks or functions related to this project.

1. Process and distribute data requests.

2. Post/distribute public information announcements, website updates, workshop agendas/reports.

3. Prepare and execute agreements with all entities.

4. Identify the members of the City staff Working Group.

5. Schedule times and facilities reservations for meetings and workshops.

6. Upon contract award, City will provide copies of available records.

7. Act as liaison with the appropriate decision-making bodies. 3 Proposal Submittal Instructions

3.1 Proposal Format
1658
RFP 22-009 City of Hermosa Beach

Page 14 of 36 ends

Proposals must be submitted in a sealed envelope or box bearing the name of the Consultant, clearly marked, and submitted only to the following address:

RFP 22-009:

Parks and Recreation Master Planning Project
City of Hermosa Beach
Attn: John Jones
Community Resources Department
710 Pier Avenue
Hermosa Beach, CA 90254

3.1.1 Hard Copy Proposals
Proposers shall submit one original and six copies of the proposal for a total of seven bound documents. One hard copy of the cost proposal (fee schedule) shall be in a separate sealed envelope, clearly marked “Cost Proposal”.

If discrepancies are found between the copies, or between the original and copy or copies, the “ORIGINAL” will provide the basis for resolving such discrepancies. If one document is not clearly marked “ORIGINAL", the City reserves the right to use any copy of the proposals as the Original.

All proposals shall be submitted on standard 8.5” by 11” paper and printed double-sided.

Exhibits may be 11” by 17” paper as needed. Proposers should minimize the use of plastic film/dividers and other materials that cannot be recycled.

All pages should be numbered and identified sequentially by section.

3.1.2 Electronic Submittal
Proposers shall submit an electronic PDF version of their proposal by email to the project manager at [email protected]. The cost proposal shall also be submitted in the same email, but as a separate PDF attachment. Attachments may not exceed a combined total of 20 MB.

3.2 Proposal Content
Proposals must be concise, but with sufficient detail to allow accurate evaluation and comparative analysis. Proposals should be straightforward and provide "layman" explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals should include the sections as described in greater detail below. Do NOT include marketing brochures or other promotional material not connected with this RFP.

3.2.1 Cover Letter
1659
RFP 22-009 City of Hermosa Beach

Page 15 of 36 ends

Proposal must be accompanied by a cover letter, signed by an individual authorized to bind the proposing entity. An unsigned proposal is grounds for rejection. The cover letter should include an introduction of the firm and summary statement of professional qualifications.

3.2.2 Firm Profile
Proposers should provide a brief profile of the prime Consultant and any sub-Consultants.

Information should include, but is not limited to the following information:
• Official name and address.
• Name, address, and telephone number of the Consultant’s primary point of contact.
• Type of business entity of Consultant (corporation, company, joint venture, etc.).

Please enclose a copy of the Joint Venture Agreement if entity is a joint venture. • Federal Employer I.D. Number.
• Address, telephone numbers and fax numbers of each of the proposing firm’s locations.
• Indication whether firm is totally or partially owned by another business organization (parent company) or individual.
• Number of years Consultant has been in business under the present business name.
• Number of years of experience the Consultant has had in providing required, equivalent, or related services.
• Any failures or refusals to complete a contract, and explanation.

3.2.3 Project Understanding and Approach to Scope of Work Proposers should include in this section a statement of project understanding, organizational chart, approach to work program and summary of deliverables, described in greater detail below.

Statement of Project Understanding
Consultant must include in this section its understanding of the project and understanding of the Scope of Services noted herein. Consultant should be able to articulate a thorough understanding of the State, County and Local requirements, and other industry standards applicable to the project or services to be provided.

Organizational Chart
Consultant shall include an organizational chart that reflects key City staff and roles/responsibilities of each individual assigned to provide services under this Proposal.

Any roles or topics in which the proposer anticipates utilizing the expertise of subcontractors should be clearly identified.

Approach to Work Program (Required and Optional Tasks)
The City is seeking an effective, efficient, and creative approach to preparing work products and meeting the City’s goals. In this section, proposers should include their recommended timeline and approach to providing the requested professional services 1660
RFP 22-009 City of Hermosa Beach

Page 16 of 36 ends

and tasks noted in the Scope of Services in the RFP. The approach to the work plan shall be of such detail to demonstrate the proposer’s ability to accomplish project objectives.

This section should also include proposed approaches and techniques to engagement community and stakeholders in the process of developing the project.

The proposer’s approach should provide detail on both the required and optional tasks identified in the scope of work, as well as any additional tasks recommended by the proposer to successfully achieve the project objectives.

Summary of Deliverables
Proposer should identify the major deliverables, indicate the number of drafts or versions anticipated in the scope of work and budget, and the format in which the deliverable will be provided (electronic or hard copy) for each required and optional task.

Roles and Responsibilities for City Staff
Proposer should summarize any services NOT provided by their firm that are listed in the Scope of Work. Consultant shall also list any resources, City assistance or other items expected to be provided by City beyond those listed in Section 2.5, “Work to be Performed or Provided by the City”. Consultant may additionally itemize those services which are further required but are not noted in the aforementioned paragraphs as requirements. Consultant will title this section as Additional Services.

3.2.4 Project Management Plan
Key to a creative, effective, and efficient delivery of the project is close coordination and communication between the City, community, and the selected Consultant. In this section, proposers should provide a project schedule, and describe the firm or project manager’s approach to communications and quality assurance/quality control.

Schedule
Proposers should present a schedule that details the timing and sequence of project tasks, deliverables, and community engagement efforts.

Communications Approach
Proposers should describe their recommended or preferred approach to project communications between the City and Consultant Team. This should include detail on the frequency of project check-ins, progress updates, and meeting locations (i.e. phone, email, in-person). Communications protocols for coordinating with other City departments, agencies, and the community can be established during project kick-off; Please note that the City uses Microsoft Teams for collaboration.

Quality Assurance/Quality Control Approach
Describe the firm’s QA/QC processes that will be adhered to during the term of the agreement. Describe the Consultant’s method of ensuring that the assigned personnel’s quality of work is high.

3.2.5 Experience and Qualifications
1661
RFP 22-009 City of Hermosa Beach

Page 17 of 36 ends

Proposers should include in this section a summary of relevant projects, contact information for references, and information about the experience, qualifications, and availability of key personnel, described in greater detail below.

Summary of Relevant Projects
Proposers should highlight representative projects that are similar in scope and size to this project to demonstrate the firm’s depth of experience and familiarity with similar projects.

For each project, please include the following information, at a minimum:
• Year started and completed (if relevant)
• Contracting Agency + Department
• Project Description
• Key Personnel Assigned
• Contract Value
References
Consultant must provide at least three references for which Consultant has provided services similar in scope as set forth in the RFP or demonstrating relevant experience within the last five (5) years. Reference information should include:
• Name of agency
• Name of agency project manager
• Email address and telephone number of contact person
• Description of project or services provided
Experience and Qualifications of Key Personnel
The Consultant shall provide resumes indicating the experience and qualifications for the key personnel identified in the organization chart. Consultant shall also include the number and type of additional support personnel who will be providing services. At a minimum, the resume for each team member should include:
• Name
• Position and Role for This Project
• Degrees and Certifications
• Professional Memberships/Registrations
• Summary of Experience
• Work on Representative Project Similar in Scope
If sub-Consultants are to be used as part of this proposal, a resume of the sub-Consultant and relevant experience is to be included in the same format.

Assignment of Key Personnel
It is the City’s preference to have the key personnel identified in the Organizational Chart remain with the project during the term of the agreement. In this section, please indicate 1662
RFP 22-009 City of Hermosa Beach

Page 18 of 36 ends

the availability of key personnel to pursue completion of this project in terms of the involvement in other projects that are presently in your firm’s backlog.

After contract execution the Consultant should not substitute key personnel (project manager and others listed by name in the proposal) or sub-Consultants without prior written approval from the local agency. The Consultant must request and justify the need for the substitution and obtain approval from the agency prior to use of a different subConsultant on the contract. The proposed substituted person must be as qualified as the original, and at the same or lower cost for engineering types of Consultant contracts, the Consultant’s project manager shall have all the necessary credentials to qualify him/her as a project manager for this project.

In the event there are proposed changes in key personnel, including sub-Consultants, during the term of the agreement that are outside of the consulting firm’s control, the Consultant shall prepare a transition plan that is presented to the City’s project manager for review.

3.2.6 Required Forms
Consultant shall review, acknowledge and submit the following forms:
• Certification of Proposal. Consultant is required to sign and submit the Certification of Proposal including acknowledgement that they have received and considered any addendums issued by the City of Hermosa Beach in connection with this RFP.
• Non-Collusion Affidavit. Consultant is required to sign and submit the NonCollusion Affidavit. • Compliance with Insurance Requirements. Consultant shall demonstrate the willingness and ability to submit proof of the required insurance coverage as set forth in the Sample Professional Services Agreement.
• Acknowledgement of Professional Services Agreement. Consultant shall demonstrate willingness and ability to comply with the City’s Sample Professional Services Agreement and/or indicate any exceptions to the Professional Services Agreement.

3.2.7 Cost Proposal
The printed cost proposal shall be submitted in a separate sealed envelope with the proposal, labeled “Cost Proposal” and indicate the firm’s name. The electronic copy of the cost proposal may be submitted in the same email but provided as a separate, clearly marked “cost proposal” PDF file.

Consultant should provide the estimated fee to successfully fulfill the Scope of Work detailed in this RFP. Required and optional tasks should be consistent with the tasks listed in the Scope of Services and be clearly marked in the fee schedule to facilitate consistent comparison of costs between proposals. The Cost Proposal should detail the scope of services by task, identifying project team members, hourly billing rates, and estimated 1663
RFP 22-009 City of Hermosa Beach

Page 19 of 36 ends

hours per task. The Cost Proposal should also include any direct costs such as travel, equipment, printing/materials.

The Cost Proposal must also state if the proposed hourly rate(s) for key personnel is guaranteed for the term of an agreement (if awarded) or if it is subject to adjustments. If subject to adjustments, Consultant must state the frequency of adjustments and how adjustments are determined.
4 Proposal Evaluation and Selection

4.1 Proposal Review Process
The City will evaluate all proposals received in accordance with the evaluation criteria.

The City shall not be obligated to accept the lowest priced proposal, but the City may make award(s) in the best interests of the City after all factors are considered, including, but not limited to, the demonstrated competence, experience and professional qualifications of the Proposer. Evaluation scores will not be released until after award of proposal, if one is made.

Following the review of proposals by the City’s team, the City may invite short-listed Consultants to be interviewed by a panel of City staff, which may include non-city personnel at the City’s discretion. Discussions may, at the City's option, be conducted with the most qualified proposers. Discussions may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements.

Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing proposers.

The City will verify references of short-listed Consultants, which may include persons not listed as references, and this will help inform the City’s decisions. The City will select a Consultant to negotiate for the performance of work. In negotiating the contract, the City may request modifications to the proposed scope or to the technical team or other elements of the proposal. If negotiations fail, the City will commence negotiations with the next qualified candidate. Work will promptly commence following contract award and satisfaction of contract requirements.

4.2 Evaluation Criteria
Proposals will be evaluated on the basis of their response to all provisions of this RFP. The City of Hermosa Beach will use the following criteria in its evaluation of proposals, interviews with selected Consultants, or verification of references. The categories will be weighted approximately as follows.

Approach and Methods (30%):
• A well thought-out and tailored approach to the technical work that responds to the project’s particular issues and needs.
1664
RFP 22-009 City of Hermosa Beach

Page 20 of 36 ends

• Incorporation of innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities.
• Evidence of the team’s ability to work collaboratively with other members of a multi-disciplinary team in a complex and dynamic working environment. • Demonstration of the team’s commitment to accurate and superior work products and services as detailed in the project management project management plan.

Relevant Experience & Expertise (30%):
• Recent experience preparing similar projects or providing similar services for jurisdictions.
• Familiarity and experience with applicable industry standards and any relevant federal, state, or local requirements.
• The depth and appropriateness of experience of individual members of the technical team as they relate to the specific technical tasks called for by the project
• The team’s experience and ability to clearly communicate technical concepts and terminology with the community.

Timeframe and Costs (30%):
• Display of a proposed schedule and timeline that meets any specific conditions laid out in the RFP or accomplishes the project objectives in a reasonable timeframe.
• Delivery of a clear and reasonable project budget that provides sufficient detail on the costs for required and optional services.
• Evidence of the team’s ability to successfully deliver project tasks and deliverables within the identified project budget and minimize cost overruns.

Administration (10%):
• Ability to comply with the timeline, terms, and billing procedures. • The extent and nature of any proposed amendments to the City’s Professional Services Agreement.
5 Contract Services

5.1 Contract Period
The Contract Period will be established following submittal of proposals and be based on a reasonable amount of time needed to complete the work.

5.2 Professional Services Agreement
The selected Consultant will be expected to comply with and sign the City’s Professional Services Agreement. Proposers should identify and/or indicate any exceptions to the Sample Professional Services Agreement included in Section 6.2. The City Attorney or their designee retains the discretion to accept or reject proposed exceptions or modifications 1665
RFP 22-009 City of Hermosa Beach

Page 21 of 36 ends

to the City’s Professional Services Agreement or to add additional provisions or make edits depending on the nature and components of the proposals.

5.3 Standards of Work
In case of conflicts, ambiguities, discrepancies, errors, or omissions, Consultant shall submit the matter to City for clarification. Any work affected by such conflicts, ambiguities, discrepancies, errors or omissions which is performed by Consultant prior to clarification by City shall be at Consultant's risk and expense.

5.4 Invoicing and Payment
The contract will be set up as a fixed fee with a not to exceed rate to be billed monthly based on hours worked. Invoices are to be submitted monthly. The invoices shall reference the project title, and must list the charges by task, worker classification, hours, billing rate, and totals. Back up information must be submitted together with the invoices.

Each invoice shall contain a progress report describing the work completed during the billing period and shall also include cost information by task regarding: previous work billed to date, work billed during the reporting period, percent of task completed and amount remaining by task.

5.5 COVID-19 Vaccination Policy
The selected Consultant will be expected to comply with the City’s COVID-19 Vaccination Policy. The selected Consultant would be required to provide a letter of attestation that all employees assigned to the agreement are either fully vaccinated or covered by an approved medical or religious exemption. Proposers should indicate any inability to meet this requirement.
1666
RFP 22-009 City of Hermosa Beach

Page 22 of 36 ends

6 Attachments and Required Forms

6.1 Maps or Design Plans

6.1.1 City Map
1667
RFP 22-009 City of Hermosa Beach

Page 23 of 36 ends

6.2 Sample Professional Services Agreement
Sample Professional Services Agreement

CONTRACT FOR PROFESSIONAL SERVICES TO
________________________________________________________________ BETWEEN THE CITY OF HERMOSA BEACH AND ___________________________ This AGREEMENT is entered into this day of , 2022, by and between the CITY OF Hermosa Beach, a general law city a municipal corporation (“CITY”) and _, a limited liability company (“CONSULTANT”).

R E C I T A L S
A. The City desires to __________________________________________.

B. The City does not have the personnel able and/or available to perform the services required under this agreement and therefore, the City desires to contract for consulting services to accomplish this work.

C. The Consultant warrants to the City that it has the qualifications, experience and facilities to perform properly and timely the services under this Agreement.

D. The City desires to contract with the Consultant to perform the services as described in Exhibit A of this Agreement.

NOW, THEREFORE, based on the foregoing recitals, the City and the Consultant agree as follows:

CONSIDERATION AND COMPENSATION As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, attached as EXHIBIT A.

As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement.

As additional consideration, CITY agrees to pay CONSULTANT a total of $ , for CONSULTANT’s services, unless otherwise specified by written amendment to this Agreement.

No additional compensation shall be paid for any other expenses incurred, unless first approved by the City Manager or his/her designee.

CONSULTANT shall submit to CITY, by not later than the 10th day of each month, its invoice for services itemizing the fees and costs incurred during the previous month.

CITY shall pay CONSULTANT all uncontested amounts set forth in CONSULTANT’s invoice within 30 days after it is received.

SCOPE OF SERVICES. CONSULTANT will perform the services and activities set forth in the SCOPE OF SERVICE attached hereto as Exhibit A and incorporated herein by this reference.

Except as herein otherwise expressly specified to be furnished by CITY, CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office 1668
RFP 22-009 City of Hermosa Beach

Page 24 of 36 ends

space, and facilities necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.

PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit an invoice to CITY which lists the reimbursable costs, the specific tasks performed, and, for work that includes deliverables, the percentage of the task completed during the billing period in accordance with the schedule of compensation incorporated in “Exhibit A.” TIME OF PERFORMANCE. The services of the CONTRACTOR are to commence upon receipt of a notice to proceed from the CITY and shall continue until all authorized work is completed to the CITY’s reasonable satisfaction, in accordance with the schedule incorporated in “Exhibit A,” unless extended in writing by the CITY.

FAMILIARITY WITH WORK. By executing this Agreement, CONSULTANT represents that CONSULTANT has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

KEY PERSONNEL. CONSULTANT’s key person assigned to perform work under this Agreement is ________________. CONSULTANT shall not assign another person to be in charge of the work contemplated by this Agreement without the prior written authorization of the City.

TERM OF AGREEMENT. The term of this Agreement shall commence upon execution by both parties and shall expire on __________, 20___, unless earlier termination occurs under Section 11 of this Agreement, or this Agreement is extended in writing in advance by both parties.

CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.

TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.

PERMITS AND LICENSES. CONTRACTOR will obtain and maintain during the term of this Agreement all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

TERMINATION. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination shall be in writing.

CONSULTANT may terminate this Agreement. Notice will be in writing at least 30 days before the effective termination date.

In the event of such termination, the CONTRACTOR shall cease services as of the date of termination, and all finished or unfinished documents, data, drawings, maps, and other materials prepared by CONSULTANT shall, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination.

Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

INDEMNIFICATION. CONSULTANT shall indemnify, defend with counsel approved by CITY, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, 1669
RFP 22-009 City of Hermosa Beach

Page 25 of 36 ends

loss, damage, expense, and cost (including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONSULTANT's performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the CITY. Should CITY in its sole discretion find CONSULTANT’S legal counsel unacceptable, then CONSULTANT shall reimburse the CITY its costs of defense, including without limitation reasonable attorneys fees, expert fees and all other costs and fees of litigation. The CONSULTANT shall promptly pay any final judgment rendered against the CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 17, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.

ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services. CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed.

CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.

AUDIT OF RECORDS. CONSULTANT agrees that CITY, or designee, has the right to review, obtain, and copy all records pertaining to the performance of this Agreement. CONSULTANT agrees to provide CITY, or designee, with any relevant information requested and will permit CITY, or designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this Agreement. CONSULTANT further agrees to maintain such records for a period of three (3) years following final payment under this Agreement.

CONSULTANT will keep all books, records, accounts and documents pertaining to this Agreement separate from other activities unrelated to this Agreement.

CORRECTIVE MEASURES. CONSULTANT will promptly implement any corrective measures required by CITY regarding the requirements and obligations of this Agreement. CONSULTANT will be given a reasonable amount of time as determined by the City to implement said corrective measures.

Failure of CONSULTANT to implement required corrective measures shall result in immediate termination of this Agreement.

INSURANCE REQUIREMENTS.

The CONSULTANT, at the CONSULTANT’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:
1670
RFP 22-009 City of Hermosa Beach

Page 26 of 36 ends

Workers Compensation Insurance as required by law. The Consultant shall require all subcontractors similarly to provide such compensation insurance for their respective employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by the CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising from work performed by the CONTRACTOR for City.

General Liability Coverage. The CONSULTANT shall maintain commercial general liability insurance in an amount of not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

Automobile Liability Coverage. The CONSULTANT shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the CONSULTANT arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.

Professional Liability Coverage. The CONSULTANT shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from the CONSULTANT’S operations under this Agreement, whether such operations be by the CONSULTANT or by its employees, subcontractors, or subConsultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-peroccurrence basis. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.

Endorsements. Each general liability, automobile liability and professional liability insurance policy shall be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of California, or which is approved in writing by City, and shall be endorsed as follows. CONSULTANT also agrees to require all contractors, and subcontractors to do likewise.
“The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in connection with such work or operations.”
This policy shall be considered primary insurance as respects the CITY, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by the CITY, including any self-insured retention the CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
1671
RFP 22-009 City of Hermosa Beach

Page 27 of 36 ends

The insurer waives all rights of subrogation against the CITY, its elected or appointed officers, officials, employees, or agents.

Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents, or volunteers.

The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the CITY.

CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against Contractor arising out of the work performed under this agreement. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

Any deductibles or self-insured retentions must be declared to and approved by the CITY.

At the CITY’s option, the CONSULTANT shall demonstrate financial capability for payment of such deductibles or self-insured retentions.

The CONSULTANT shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the CITY at all times during the term of this Agreement.

Failure on the part of the CONSULTANT to procure or maintain required insurance shall constitute a material breach of contract under which the CITY may terminate this Agreement pursuant to Section 11 above.

The commercial general and automobile liability policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Consultant’s behalf upon the Consultant’s failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by City due to the breach.

USE OF OTHER CONSULTANTS. CONSULTANT must obtain CITY’s prior written approval to use any sub-Consultants while performing any portion of this Agreement. Such approval must include approval of the proposed Consultant and the terms of compensation.

FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONSULTANT for anything done, furnished or relating to the CONSULTANT’S work or services. Acceptance of payment shall be any negotiation of the CITY’S check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONSULTANT, its employees, sub-Consultants and agents for the accuracy and competency of the information 1672
RFP 22-009 City of Hermosa Beach

Page 28 of 36 ends

provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the Consultant, its employees, sub-Consultants and agents.

CORRECTIONS. In addition to the above indemnification obligations, the CONSULTANT shall correct, at its expense, all errors in the work which may be disclosed during the City’s review of the Consultant’s report or plans. Should the Consultant fail to make such correction in a reasonably timely manner, such correction shall be made by the CITY, and the cost thereof shall be charged to the CONSULTANT. In addition to all other available remedies, the City may deduct the cost of such correction from any retention amount held by the City or may withhold payment otherwise owed CONSULTANT under this Agreement up to the amount of the cost of correction.

NON-APPROPRIATION OF FUNDS. Payments to be made to CONSULTANT by CITY for services preformed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient funds for payment of CONSULTANT’S services beyond the current fiscal year, the Agreement shall cover payment for CONSULTANT’S services only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

CITY CONSULTANT
City of Hermosa Beach
1315 Valley Drive
Hermosa Beach, CA 90254
ATTN: ATTN:

Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. Courtesy copies of notices may be sent via electronic mail, provided that the original notice is deposited in the U.S. mail or personally delivered as specified in this Section.

A. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, 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 CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.

B. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party.

There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.
1673
RFP 22-009 City of Hermosa Beach

Page 29 of 36 ends

C. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

D. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written.

E. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.

F. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment with signatures of all parties to this Agreement. CITY’s city manager, or designee, may execute any such amendment on behalf of CITY.

ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES. The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission or scanned and delivered via electronic mail. Such facsimile or electronic mail copies will be treated in all respects as having the same effect as an original signature.

FORCE MAJEURE. Should performance of this Agreement be impossible due to fire, flood, explosion, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.

TIME IS OF ESSENCE. Time is of the essence to comply with dates and schedules to be provided.

ATTORNEY’S FEES. The parties hereto acknowledge and agree that each will bear his or its own costs, expenses and attorneys' fees arising out of and/or connected with the negotiation, drafting and execution of the Agreement, and all matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled.

STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private Consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public agency.

OWNERSHIP OF DOCUMENTS. It is understood and agreed that the City shall own all documents and other work product of the Consultant, except the Consultant’s notes and workpapers, which pertain to the work performed under this Agreement. The City shall have the sole right to use such materials in its discretion and without further compensation to the Consultant, but any re1674 RFP 22-009 City of Hermosa Beach

Page 30 of 36 ends

use of such documents by the City on any other project without prior written consent of the Consultant shall be at the sole risk of the City.

USE OF LOGO. The City grants the Consultant permission to use its name, logo and/or trademark in deliverables produced by the Consultant on the behalf of the City, such as written reports, presentation slides, press releases, social media graphics, and other public outreach materials.

The CITY’s prior review of artwork and written approval is required for any use of CITY logo. CITY will provide an electronic copy of the most current logo to the CONTRACTOR for use in materials.

The CONTRACTOR will, in turn, only use the most current logo of the CITY.

DISCLOSURE REQUIRED. (City and Consultant initials required at one of the following paragraphs) By their respective initials next to this paragraph, City and Consultant hereby acknowledge that Consultant is a “Consultant” for the purposes of the California Political Reform Act because Consultant’s duties would require him or her to make one or more of the governmental decisions set forth in Fair Political Practices Commission Regulation 18700.3(a) or otherwise serves in a staff capacity for which disclosure would otherwise be required were Consultant employed by the City. Consultant hereby acknowledges his or her assuming-office, annual, and leaving-office financial reporting obligations under the California Political Reform Act and the City’s Conflict of Interest Code and agrees to comply with those obligations at his or her expense. Prior to Consultant commencing services hereunder, the City’s Manager shall prepare and deliver to Consultant a memorandum detailing the extent of Consultant’s disclosure obligations in accordance with the City’s Conflict of Interest Code.

City Initials ______
Consultant Initials ______
OR
By their initials next to this paragraph, City and Consultant hereby acknowledge that Consultant is not a “Consultant” for the purpose of the California Political Reform Act because Consultant’s duties and responsibilities are not within the scope of the definition of Consultant in Fair Political Practice Commission Regulation 18700.3(a) and is otherwise not serving in staff capacity in accordance with the City’s Conflict of Interest Code.

City Initials ______
Consultant Initials ______
COMPLIANCE WITH COVID-19 VACCINATION POLICY. All CONSULTANT’S employees, agents, officers and subcontractors who will be physically present in the City and have contact with City officials and employees or with the public shall be fully vaccinated from COVID-19. CONSULTANT agrees to certify in writing to CITY that it complies with the foregoing.

IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.

CITY OF HERMOSA BEACH CONSULTANT
1675
RFP 22-009 City of Hermosa Beach

Page 31 of 36 ends

[MAYOR/CITY MANAGER] By: NAME/TITLE
ATTEST:

Myra Maravilla, City Clerk Taxpayer ID No.

APPROVED AS TO FORM:

Michael Jenkins, City Attorney
1676
RFP 22-009 City of Hermosa Beach

Page 32 of 36 ends

6.3 Required Forms

6.3.1 Certification of Proposal
RFP #: _________
The undersigned hereby submits its proposal and agrees to be bound by the terms and conditions of this Request for Proposal (RFP).

Proposer declares and warrants that no elected or appointed official, officer or employee of the City has been or shall be compensated, directly or indirectly, in connection with this proposal or any work connected with this proposal. Should any agreement be approved in connection with this Request for Proposal, Proposer declares and warrants that no elected or appointed official, officer or employee of the City, during the term of his/her service with the City shall have any direct interest in that agreement, or obtain any present, anticipated or future material benefit arising therefrom.

By submitting the response to this request, Proposer agrees, if selected to furnish services to the City in accordance with this RFP.

Proposer has carefully reviewed its proposal and understands and agrees that the City is not responsible for any errors or omissions on the part of the Proposer and that the Proposer is responsible for them.

It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.

The proposal response includes all of the commentary, figures and data required by the Request for Proposal
The proposal shall be valid for 90 days from the date of submittal.

Proposer acknowledges that the City may issue addendums related to this RFP and that the proposer has reviewed the following addendums which have been issued:

Addendum: _____________________________
Addendum: _____________________________
Addendum: _____________________________
Addendum: _____________________________
Proposer further acknowledges the provisions of any addendums issued have been incorporated into their proposal.

Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
1677
RFP 22-009 City of Hermosa Beach

Page 33 of 36 ends

6.3.2 Non-Collusion Affidavit
RFP #: _________
The undersigned declares states and certifies that:

1. This proposal is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation.

2. This proposal is genuine and not collusive or sham.

3. I have not directly or indirectly induced or solicited any other Proposer to put in a false or sham proposal and I have not directly or indirectly colluded, conspired, connived, or agreed with any other Proposer or anyone else to put in a sham proposal or to refrain from submitting to this RFP.

4. I have not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price or to fix any overhead, profit or cost element of the proposal price or to secure any advantage against the City of Hermosa Beach or of anyone interested in the proposed contract.

5. All statements contained in the Proposal and related documents are true.

6. I have not directly or indirectly submitted the proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, RFP depository, or to any member or agent thereof, to effectuate a collusive or sham proposal.

7. I have not entered into any arrangement or agreement with any City of Hermosa Beach public officer in connection with this proposal.

8. I understand collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.

Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
1678
RFP 22-009 City of Hermosa Beach

Page 34 of 36 ends

6.3.3 Compliance with Insurance Requirements
RFP #: _________
The selected Consultant will be expected to comply with the City’s insurance requirements contained within this RFP.

The undersigned declares states and certifies that:

1. Proposer agrees, acknowledges and is fully aware of the insurance requirements as specified in the Request for Proposal.

2. If selected, proposer agrees to accept all conditions and requirements as contained therein.

Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
1679
RFP 22-009 City of Hermosa Beach

Page 35 of 36 ends

6.3.4 Acknowledgement of Professional Services Agreement RFP #: _________
The selected Consultant will be expected to comply with and sign the City’s Professional Services Agreement. Proposers should identify and/or indicate any exceptions to the Sample Professional Services Agreement included in Section 6.2. The City Attorney or their designee retains the discretion to accept or reject proposed exceptions or modifications to the City’s Professional Services Agreement.

1. Proposer agrees, acknowledges and is fully aware of the conditions specified in the City’s Sample Professional Services Agreement.

2. Proposer agrees to accept all conditions and requirements as contained therein with exceptions noted as follows:
______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
1680
City of Hermosa Beach
Parks & Recreation Master Plan Proposal 1681
Table of Contents
Cover Letter | 1
Firm Profile | 2
Project Understanding | 3
Scope of Work | 7
Project Management Plan | 23
Experience & Qualifications | 25
Required Forms | 39
Cost Proposal (under separate cover)
Source: www.hermosabeach.gov 2 | City of Hermosa Beach • Parks & Recreation Master Plan 1682 October 19, 2022
John Jones, Project Manager
City of Hermosa Beach
Community Resources Department
710 Pier Avenue
Hermosa Beach, CA 90254
Re: City of Hermosa Beach Parks and Recreation Master Plan Dear Mr. Jones:

RJM Design Group, Inc. is pleased to submit our proposal to the City of Hermosa Beach for the City’s Parks and Recreation Master Plan. We are excited to assist in the City’s goal of providing excellent recreation services and facilities to the community. The Parks & Recreation Master Plan will listen to all voices in the community and offer multiple chances to participate in the process through different outreach tools, as well as a project website that will be accessible throughout the duration of the project.

National Standards can be a good reference point for benchmark for comparison, however they shouldn’t replace the need for a local analysis. Responsible growth is based on local community needs. Simply having parkland is not enough. Providing the right types of parks and amenities is critical to fulfilling a community’s recreation needs. Community inspired spaces connect people to parks through a deeper sense of ownership. When parks align with community needs, recreation is balanced and may avoid costly, unnecessary facility improvements that can increase maintenance and operation costs. Our process will help guide the future of parks and recreation in Hermosa Beach. Regular monthly meetings with the City’s Team will allow the project to remain on schedule and meet the goals of the project.

Based upon our previous experience, we have developed a Scope of Work which defines a timely and efficient approach to the update with the latest tools in community recreation planning available. For this project, the management contact is Zachary Mueting and the project manager contact is Kristen Schnell.

We estimate the timeline to be approximately 1-year to complete this project. If you have any questions or comments after reviewing our proposal and checking our references, please do not hesitate to contact us.

Respectfully submitted,
RJM DESIGN GROUP, INC.

Zachary M. Mueting, LLA
Principal
31591 Camino Capistrano
San Juan Capistrano, CA 92675
www.RJMdesigngroup.com
(949) 493-2600 phone
(949) 493-2690 fax
www.RJMdesigngroup.com website
Cover Letter
City of Hermosa Beach • Parks & Recreation Master Plan | 11683 RJM Design Group, Inc.

California Corporation, SBE
35 Years (Since 1987)
33-0254945
(949) 493-2600
Larry P. Ryan — President, [email protected]
Zachary Mueting — Secretary, [email protected]
Larry P. Ryan / [email protected]
31591 Camino Capistrano, San Juan Capistrano, CA 92675
17 Personnel
(10) Licensed Landscape Architects, Project Managers
(5) Technical Support
(4) Administrative Support
(3) LEED Accredited Professionals
(2) Certified Arborists
(2) FAA Part 107 Licensed Pilots
Firm Legal Name
Type of Business
Number of Years in Business
Federal Tax ID #
Contact Information
List of Owners
Principal Contact
Office Location
Firm Size
Personnel
Established in 1987, RJM Design Group has evolved into a multi-disciplinary landscape architectural, planning, and design firm committed to serving the needs of cities, public agencies, and organizations throughout California. RJM is comprised of talented individuals with varied backgrounds and interests. Among these dynamic professionals are licensed landscape architects, designers, and planners, most of whom are LEED Accredited Professionals. Each person brings a unique, yet complementary experience and passion to the firm, who will be dedicated to the duration of the project as needed.

Firm Information
RJM Office | San Juan Capistrano, CA
2 | City of Hermosa Beach • Parks & Recreation Master Plan 1684 Project Understanding
Why plan for the future?
The pandemic has caused an
economic shift, resulting in
budget cuts that are having
a significant impact on our
resources. Our communities
look to local open space and
recreation to increase their
quality of life.

Recreation is the backbone of
every community. Now is the
time to evaluate just what
resources we need and how to
preserve them. Using the tools
available to you, your agency
can grow out of these hard
times better than ever with
focused planning based on local
community needs.

What sets your agency
apart from other
neighboring communities?
Its people. So why use anything
else other than specific local
analysis? Every community
is unique in not only its
demographics but its climate,
geolocation, economics, and
recreation trends. So specific are
our communities that applying
a template from another distant
agency is nothing more than a
best guess.

No more large costly
planning updates!
Always stay up to date with your
community recreation planning.

The RJM planning toolkit offers
individual tools that can be
utilized for a fraction of the cost
of large comprehensive master
plan projects. This allows you to
focus research and planning in
key areas you deem necessary
without having to redevelop an
entire master planning document.

RJM Design Group’s Parks and Recreation Planning Toolkit is the result of over 30 years of experience in park and recreation planning and analysis.

In each community that RJM has developed a successful Master Plan there has always been a need for local trends vs. national standards.

RJM’s Toolkit empowers cities, districts, and municipalities to take control with powerful data, but without costly planning efforts. Deploy only the tools that meet your community’s needs.

South Park Playground | Hermosa Beach, CA
Source: www.tinybeans.com
City of Hermosa Beach • Parks & Recreation Master Plan | 31685 City of
Hermosa Beach
Zachary Mueting
Principal
RJM Design Group
Kristen Schnell
Project Manager
RJM Design Group
Tim Gallagher
Senior Associate
RJM Design Group
Adam Probolsky
Survey Specialist
Probolsky Research
Source: www.hermosabeach.gov
Organizational Chart
The Community/
Stakeholders
1686
Project Overview & Deliverables
We have developed the following project approach with five overall phases. Phase I outlines the project management and meetings for the duration of the project. Phase II will focus on updating the existing conditions of Hermosa Beach’s parks, recreation facilities, programs, and demographics.

Phase III will encompass our community outreach tools including RJM’s innovative online virtual and/or in person meetings, project website, and community feedback. Phase IV will include a review of all the community data collected and prepare a meaningful analysis that will support future recreation planning. Phase V will investigate current policies, staffing, funding , and maintenance practices and offer recommendations. Lastly, Phase VI will be a summary of research, in an easy to read document, illustrating the Parks and Recreation Master Plan for Hermosa Beach:

Phase Name Tool Deliverables
Phase I: Project Management Tool 1:

Scalable Project Management
►Project schedule
►Monthly virtual meetings
►Online resource FTP site
Phase II: Existing Conditions
Analysis
Tool 2:

Existing Documentation Review
Tool 3:

Inventory of Recreation Facilities, Parks and Programs
Tool 4:

Demographic Assessment
Tool 5:

Local Trends Analysis
Tool 6:

Custom Park Standards Calculations (CPSC)
►Existing documents summary
►Parks, facilities, and joint use school
inventory database in GIS
►Parks, facilities, and joint use school
inventory maps
►Gap analysis maps
►Recreation programs and service inventory
►Programs and services assessment
►Demographic assessment summary
►Local trends summary
►Local demand / need analysis for
organized sports
Phase III: Public Outreach and
Engagement
Tool 7:

Community Engagement
►Project website development & updates
►Virtual and/or in person meetings and
summaries
►Stakeholder interviews summary
►Multi-modal survey and report
Phase IV: Needs Analysis and
Recommendations
Tool 8:

Community Needs Assessment
Tool 9:

Recommendations and CIP
►Community needs assessment
and prioritization matrix
►Acreage analysis
►GIS mapping of community needs
►15-year priority CIP Plan
Phase V: Management, O&M,
and Financial Analysis
Tool 10:

Policy Review and Recommendations
Tool 11:

Operations and Maintenance Plan
Tool 12:

Financial Analysis Plan
►Policy Review and Recommendations
Summary
►Operations and Maintenance Plan Summary
►Financial Review, Funding Sources, and
Recommendations
Phase VI: Report Development Tool 13:

Report Development and Documentation
►Appendix Document
►Powerpoint presentation
►Final Draft Report
►Final Report
Project Approach
City of Hermosa Beach • Parks & Recreation Master Plan | 61687 Phase I: Project Management
Clear communication is critical in any endeavor. RJM will hold regular virtual meetings with the City monthly to review progress, present information, and recommend direction throughout the project. These virtual meetings enable strong team collaboration and unity in decision making as the project develops.

Additionally, a project team online resource FTP site will allow for easy file access and document review for all team members. This will ensure everyone has access to the latest reports, and graphic illustrations available. Based on select tools, we will create an online project dashboard where you can see results from public comments live as they come in eliminating the “wait” for consultants to gather and report back.

Phase II - Existing Conditions Analysis
Knowing what documents exist and how they relate to one another can help guide planning to ensure there are no conflicts or overlapping efforts. RJM will review related documents pertinent to your planning process and generate a database of existing resources as well as a summary document highlighting key elements. Understanding the history of past planning projects enables you to carefully navigate future planning efforts free of potential conflict.

Tool 1
Scalable Project Management
Tool 2
Existing Documentation Review
Scope of Services
Source: www.hbcsd.org
7 | City of Hermosa Beach • Parks & Recreation Master Plan 1688 Phase II - Existing Conditions Analysis continued
Recreational Facilities and Parks
Understanding where parks exist is not enough in today’s world. RJM utilizes the power of ESRI to truly map out community needs and identify underserved areas where park quality, safety, and accessibility may be impacting disadvantaged communities. The city’s 2 miles of beaches and shoreline will also be considered.

We will verify the City’s existing parks and facilities list, as well as provide updates to the City for their use. Specifically the GIS dataset will include:
• Geolocate city-owned parks and recreation facility parcels. Developed park profile sheet with aerial and boundary of each park site.
• Quantify select city-owned park passive and active recreational amenities (i.e. ballfields, basketball courts, dog parks, tennis courts, restrooms, and playgrounds). Prepare database to include a list of amenities specific to each park site and field verify condition of park amenities.

The inventory will be analyzed by service area and parkland acreage to identify under served neighborhoods or community planning areas. Map exhibits will be developed to determine the distribution and trail connectivity of recreation facility types throughout the city. The results will illustrate gaps in balancing the equitable distribution of service and opportunities for all ages and income levels.

Tool 3
Inventory of Recreation
Facilities, Parks, and Programs
Recreation Programs
Our team shall provide an inventory and evaluation of existing recreation programs provided by the City. RJM shall analyze the City’s current program offerings in terms of attendance, use of space, and consistency with current recreation trends in the leisure services industry. The program evaluation shall provide analysis and rating of how well the Department is doing in the areas of programming for tiny tots/toddlers, youth/teens, adults, families, and seniors (active and mature). The evaluation shall indicate any gaps in service and what programming changes/additions the City of Hermosa Beach should consider implementing in the future to fill those gaps and meet new recreation trends.

Our team will work with staff to evaluate existing levels of social service and recreation program services within the City’s sphere of influence, public and private, to determine adequacy of current social service, and accessible recreation opportunity for all City residents.

Additionally, an analysis of best possible providers of community and recreation facilities shall be developed. It will include an analysis of possible competition or duplication of services through other public and private service and facility providers, and recommendations for minimizing duplication and/or enhancing possibilities for collaborative partnerships where appropriate.

City of Hermosa Beach • Parks & Recreation Master Plan | 81689 Play Structure
Quantity: 2 | Condition: Good
Restrooms
Quantity: 2 | Condition: Good
Walking Trail
Quantity: 1 | Condition: Excellent
Excellent
Good
Satisfactory
Poor
PARK NAME:

DATE:

INVENTORY ITEM:

South Park
10/14/2022
Walking Trails
Condition:

Notes:

None
Field data collection is conducted using the Esri
Collector app to develop a digital inventory of
existing city-owned parks.

This inventory provides detailed information such as
the geo-location of site amenities and maintenance
conditions.

Parks Inventory
Copyright © 1995–2022 Esri. All rights reserved.
9 | City of Hermosa Beach • Parks & Recreation Master Plan 1690 Understanding the recreation needs and preferences of City residents first depends upon an understanding of the population and its demographic characteristics. Steps in this process involve a review of data regarding the City’s population base as defined in the latest census, ESRI Tapestry Dataset, and the American Community Survey (ACS). As available, demographic data regarding age, household size, ethnic profile and income characteristics will be used in the analysis.

Detailed demographic data regarding such variables as age, ethnicity, household size, and income as well as special populations which may require specialized or disproportionate services and programming, such as seniors, teens, pre-schoolers, second-language learners, individuals with disabilities, military families and veterans will be analyzed in order to identify unique populations for use in the demand analysis. Special attention will be given to any sub-groups of the population that show unusual trends of change.

Recreation is as broadly defined as the number of communities across in the US today.

Geography, climate, and culture all impact what recreation activities take place. RJM will research trends and issues relevant to your region identifying potential recreation influences in neighboring communities. This analysis will not be the soul source for developing recommendations but provide valuable insight into potential regional influences and how they may impact local demand. Our team will also identify how COVID has impacted parks and recreation and what that impact will have in the future.

Understanding who the community is and where they recreate is vital to the development of a successful road map for the future.

Phase II - Existing Conditions Analysis continued
Tool 4
Demographic Assessment
Tool 5
Local Trends Analysis
City of Hermosa Beach • Parks & Recreation Master Plan | 101691 Copyright © 1995–2020 Esri. All rights reserved.

City of Hermosa Beach Tapestry Map & Demographics

KEY FACTS
19,601
Population

38.8 Median Age

2.1 Average
Household
Size

POPULATION GROWTH
2000 2010 2020 2025
0 4,000
8,000
12,000
16,000
20,000

COMMUNITY DIVERSITY
White
69%
Two or
More
Races
12%
Other
2%
Black
1%

AI / AN
0%
Hispanic
10%
Asian
7%

AGE DISTRIBUTION
100%
Children 14 under 12.7%
Adults 15 to 64 74.6%
Seniors 65+ 12.7%

POPULATION GROU
18%
Pop <19
24%
Pop 19-34
44%
Pop 35-64

TAPESTRY SEGMENTS
3A Laptops and
Lattes
4,292
households

46.7%
of Households
Urban Chic
3,422
households

37.2%
of Households
Enterprising Professionals
758

8.2%
of Households

PHYSICAL ACTIVITY RATES

51.0%
Exercise at home 2+
times per week

19.5%
Exercise at club 2+
times per week

COMMUNITY
100%
* Physical activity in
the past 12 months

TRANSPORTATION TO WORK

0.9%
Took Public
Transportation

4.4%
Carpooled

3.0%
Walked to Work

1.5%
Bike to Work

HOUSEHOLD SPENDING
$6,300
Travel
MISSIN
Theatre/Operas/ G
Concerts
MISSI
Sports Events NG
$219
Movies/Museums/
Parks
MISSIN
Online Games G
$4,933
Education

PROJECTED GR
-0.49%
Overall Population
-2.71%
Generation X
households
2A
2D

TAPESTRY SEGMENTS
3A Laptops and
Lattes
4,292
households

46.7%
of Households
Urban Chic
3,422
households

37.2%
of Households
Enterprising Professionals
758

8.2%
of Households

PHYSICAL ACTIVITY RATES

51.0%
Exercise at home 2+
times per week

19.5%
Exercise at club 2+
times per week

COMMUNITY ACTIVI
100%
Swimming
Basketbal
Tennis
Soccer
Bicycling (
Baseball
Football
Softball
* Physical activity in
the past 12 months

TRANSPORTATION TO WORK

0.9%
Took Public

4.4%
Carpooled

HOUSEHOLD SPENDING
$6,300

MISSINMISSI

PROJECTED GROWTH
-0.49%
Overall Population

5.5 Genera
households
2A
2D

KEY FACTS
208
ion

37.6 Median Age
2 e
old

POPULATION GROWTH
2000 2010 2020 2025
0 40,000
80,000

MUNITY DIVERSITY
Asian
21%

AI / AN
1%
White
13%
Two or
More
Races
12%
Black
2%
Other
17%

AGE DISTRIBUTION
100%
Children 14 under 17.5%
Adults 15 to 64 66.4%
Seniors 65+ 16.1%

POPULATION GROUPS
22%
Pop <19
24%
Pop 19-34
39%
Pop 35-64
16%
Pop 65+
11 | City of Hermosa Beach • Parks & Recreation Master Plan 1692 RJM will prepare and conduct a Sports Organization Specific ESRI Online Survey. The survey is specifically designed to collect valuable information regarding facility usage, team size, recreation seasonality, and player volume that is key to calculating the city’s local demand for sports facilities. The results will be tabulated and used to verify and update the participation rates in selected sports for use in the demand analysis and calculation of the City’s local community parks standard. This standard will represent the unique local demand not just a national averaged benchmark.

Considering the current inventory of recreation facilities, we will identify surpluses and deficiencies in existing parks and recreation-related facilities to serve the community as it exists now and with projections to 2032. One of the primary advantages to this methodology for determining need is that it provides a quantitative, unbiased evaluation of the surpluses and deficits in the City’s parks and recreation facilities, both currently and in the future.

Tool 6
Custom Park Standards
Calculations (CPSC’s)
Phase II - Existing Conditions Analysis continued
City of Hermosa Beach • Parks & Recreation Master Plan | 121693 Phase III - Public Outreach and Engagement
Your most robust tool is the ability to reach
out to your community in a meaningful twoway dialogue. Find out what, where, and how your community recreates. Over the years
technology has changed and so has the trend
in which community residents communicate.

There is no one prescriptive method that is
a catch all for any community. Community
input no longer rests on a one-night workshop.

People take part in surveys and feedback
sessions when it is convenient with their
schedules. We engage the entire community
and not just a handful of special interests
through the following outreach elements
Project Portal / Website Development
RJM will develop a project website in the ESRI story map platform where the community can learn about the project, understand the extent of planning considerations, and provide feedback. This website will be a hub for community collaboration and meaningful two-way feedback. This continuous public dialogue will ensure maximum opportunity for all community members to become informed and involved in the development of the Parks and Recreation Master Plan. As each of the following outreach efforts are completed, the results will be posted. This method enables continued community involvement for the life of the project. At any point during the project the community can provide direct comments via a “Feedback” button on the website. As feedback is recorded it will be reviewed and shared with the project team.

Tool 7
Community Engagement
Your community
can view current
reporting on
the project
RJM Design Group
October 13, 2022
Hermosa
Beach
Project
Portal
Scan the QR code, go to https://arcg.is/1OjG5X0 or click the photo to see a project portal/website sample.

Sample of Community Engagement Outreach
Participant Totals (San Dimas)
City of Hermosa Beach
Parks and Recreation Master Plan
RJM Design Group October 19, 2022
“making lives and communities better now and in
the future”
13 | City of Hermosa Beach • Parks & Recreation Master Plan 1694 Stakeholder Interviews or Focus Groups
Soliciting the attitudes
and perceived needs
of community
stakeholders is an
essential element
for a successful
Master Plan. Often
involved in the front
lines of community
recreation support
and programming,
stakeholders have a
unique understanding
of community desires.

One-on-one interviews will be conducted with selected key stakeholders such as members of the City Council, parks, recreation, and Community Resources Advisory Commission, City Manager’s Office, and School District representatives. RJM will work with staff and L.A. County Beaches & Harbor, to identify interviewees. Estimate twelve (12) interviews to be conducted via online virtual meetings.

Community Workshops
Since 2020, we have seen an increase in community participation using virtual workshop methods, such as an online commencement video and online surveys available on the project website. The community now has the choice to participate in community workshops in person or virtually on their own schedule. Each “in person” community consensus building workshop includes a two (2) hour session, inclusive, for up to fifty (50) participants. Each online survey includes summarizing up to (300) responses. We propose to work closely with City Staff to organize and further define the approach to be used in this process. City to provide and manage all PPP requirements as mandated by the CDC and state of California. We will coordinate with City staff for the promotion of the workshops, scheduling, and the provision of staff to assist with the workshops. Our workshop methodology is designed to arrive at consensus regarding the priorities perceived by the public for improvements to the parks, recreation facilities, programs, and services.

Workshop No. 1
The first workshop will solicit community input on the characteristics, issues, and trends the City is currently facing. An online survey will also be available for residents that are unable to attend the workshop and will be active for (2) two weeks. The information gathered will be used identify key ideas and desires to be explored in the future surveys and outreach efforts.

Workshop No. 2
The second workshop will focus on parks, facilities, and programming needs. This workshop will begin with a presentation illustrating the results of past efforts and soliciting further information on the prioritization of the desired recreation improvements. This workshop will also promote an online survey option. The online survey will stay live for (2) two weeks allowing all community members to take part at their own pace.

Workshop No. 3
The final community outreach event will involve sharing all the past outreach results as well as the facility and program prioritization survey summary. At the conclusion of the presentation our team will host online survey will also be available for residents that are unable to attend the workshop and will be active for (2) two weeks for residents to weigh in and vote on the results.

Phase III - Public Outreach and Engagement continued
City of Hermosa Beach • Parks & Recreation Master Plan | 141695 We will also make paper copies of the survey available for distribution at City Hall and other locations as requested. Paper surveys will be collected, and data entered by City staff to be counted with online survey responses.

Each workshop also includes a 5-10 minute commencement video that replicates the inperson presentation. The commencement video is made available on the project website for community members unable to attend the in-person events.

Statistically-Valid, Multi-Modal Community Survey
To ensure we reach out across the entire community we utilize a multi-modal survey methodology, meaning that we will conduct surveys via telephone and online modes using our live professional interviewers and secure online platform. A multi-modal approach maximizes the accuracy and reach of the research, increases participation rates, and minimizes response bias. We recognize that some residents’ are more likely to respond to an email or text message and complete a survey online. We have also seen some limited evidence that those responding online (without the intervention of a live interviewer) may offer different responses to questions.

For those reasons, we recommend conducting a portion of the survey online. Our online survey platform is complaint with Federal Section 508 (and WCAG guidelines) which ensures accessibility by people with disabilities. We will also make paper copies of the survey available for distribution at City Hall and other locations as requested. Paper surveys will be collected, and data entered to be counted with online survey responses.

English and Spanish are included, and we place no limit on Spanish language responses. We initiate all interviewing calls with live-US based interviewers in English and switch to Spanish only upon request or when a clear language communication issue presents itself. We take data integrity and privacy seriously. All client materials are hosted in a secure digital cloud environment. We use 256-bit Advanced Encryption Security to keep your data and the data of your residents secure. This is the same level of encryption used by the U.S. Government. For the statistically valid multi-modal survey, we recommend surveying 300 residents’, which will yield a margin of error of +/-5% with a confidence level of 95%. There are 24 questions for this survey.

To promote project branding and ease of community endangerment our team has purchased the domain “HermosaBeachMasterPlan.com” for survey and internet announcements.

To ensure we reach out across the entire community we utilize a multi-modal survey methodology, meaning that we will conduct surveys via telephone and online modes using our live professional interviewers and secure online platform. A multi-modal approach maximizes the accuracy and reach of the research, increases participation rates, and minimizes response bias. We recognize that some residents’ are more likely to respond to an email or text message and complete a survey online. We have also seen some limited evidence that those responding online (without the intervention of a live interviewer) may offer different responses to questions.

Phase III - Public Outreach and Engagement continued
15 | City of Hermosa Beach • Parks & Recreation Master Plan 1696 English and Spanish are included, and we place no limit on Spanish language responses. We initiate all interviewing calls with live-US based interviewers in English and switch to Spanish only upon request or when a clear language communication issue presents itself. We take data integrity and privacy seriously. All client materials are hosted in a secure digital cloud environment. We use 256-bit Advanced Encryption Security to keep your data and the data of your residents secure. This is the same level of encryption used by the U.S. Government. For the statistically valid multi-modal survey, we recommend surveying 300 residents’, which will yield a margin of error of +/-5% with a confidence level of 95%. There are 24 questions for this survey.

To promote project branding and ease of community endangerment our team has purchased the domain “HermosaBeachMasterPlan.com” for survey and internet announcements.

City of Hermosa Beach • Parks & Recreation Master Plan | 161697 Phase IV - Needs Analysis and Recommendations
The strength of the Parks and Recreation Master Plan will largely rest on the successful outreach efforts and thorough analysis of the results. The assessment will not only convey the results among residents as a whole, it will also detail how the results vary across important subgroups of residents such as age, gender, location within the City, presence of children in the home, as well as length of residence and other factors. Using the ESRI Tapestry community dataset RJM can analyze the micro demographics to determine not just priority of recommendations but the impact on the location of the recommendations as well.

Each of the community engagement strategies employed will be analyzed and combined into a single engagement needs matrix graphic. This graphic will illustrate the community needs that have the most significant impact as well as other trending recreation desires among the community.

Tool 8
Community Needs Assessment
0 2 4 6 8 10 12
Dog Park
Gym / Recreation Center; Basketball Courts (Arena / Indoors) Shade Structures
Sports Complex / Sports Park
Trails / Trail System / Trail Heads/Access / Walking / Jogging Aquatic Center; Indoor Pool
Baseball Fields; Baseball Diamonds
Community Center (at all parks)
Cross Country Facility
Football Fields; Flag Football Tournament Location
Lighting in Parks
Multi-Purpose Fields
Open Space / Natural Areas / Greenbelts
Parking
Restrooms
Senior Facility / Center
Soccer Fields; Youth Soccer Fields (U-5, U-7)
BMX / Skate Park
Carousal / Ferris Wheel (Fairmount Park)
Community Garden (Patterson Park)
Exercise Course
Golf Course (18 hole)
Heated Pool; Ramp / Stairs to enter pools
Homeless Facility / Center
Lacrosse
Library (Bobby Bonds Park)
Outdoor Performance Venue / Amphitheater / Arena
Parks/Mt. Rubidoux
Pickleball Courts w/Lights
Pocket Parks / Linear Parks
Rugby Field
Santa Ana River Trail
Scoreboards for all Fields; Sport Field Fencing
Softball Fields
Splash Pad / Water Play
Youth Opportunity Center
Zipline
Area of maximum
community impact
Public Workshops
Workshop 1 / Workshop 2 / Workshop 3 /
Workshop 4 / Workshop 5 / Workshop 6
Stakeholder Interviews
Focus Group / Stakeholders
Surveys
Sports Org. Survey / ESRI Online
Survey / Phone Survey
6 7
10 6
6 7
6 4
3 3
3 3
Frequent Apparent Identified
Sample of Engagement Needs Matrix
Phase IV - Needs Analysis and Recommendations
RJM will provide a complete
recommendation action plan outlining the
park infrastructure improvements required
to meet the needs of the community.

Recommendations will be based on research
and documented community needs. Specific
recommendations may include park and
recreation features such as additions,
renovations, redevelopments, replacements,
decommissioning, maintenance, and
improvements of proposed parks,
playgrounds, shelters, sports courts, parking
lots, and turf reduction.

After the facility needs, community priorities,
and public consensus are defined, we will
discuss and evaluate with City Staff the
short-term, intermediate, and long-term
opportunities to create new community
recreation facilities. This may include
evaluation of areas such as drainage or
flood control sites, vacant land, or reuse of
existing park land as well as potential new
or enhanced partnerships to maximize the
communities existing resources.

Consultant shall further refine the list to create a 10-year priority CIP Plan and a detailed implementation schedule for first 5 years, including priority projects. The plan shall take into account immediate and long-range budget projections, planning staffing needs and operational resources.

Tool 9
Recommendations and CIP
17 | City of Hermosa Beach • Parks & Recreation Master Plan 1698 Tool 10
Policy Review and Recommendations
Phase V - Management, O&M, and Financial Analysis
The purpose of this task is to provide, recommend, and establish coordination between the Parks Master Plan and Hermosa Beach’s General Plan. This will include proposed modifications, amendments, or revisions to the General Plan.

The Consultant shall review Hermosa Beach’s planning and development ordinances pertinent to parks development issues; propose amendments and/or new ordinances as needed to accomplish parks development goals and objectives.

Analyze current facility usage policies and fees for consistency, relevance, and effectiveness.

The Consultant will develop an overall operational assessment for efficiencies and best management practices that can be employed to guide the organization including an analysis and identification of core recreation services, effective resource allocation, cost recovery, and pricing strategies that take into consideration community wide benefits vs. individual benefits.

Recommended broad strategies for improvement or elevation of current operations to a best practice level will be presented that will apply to:
• Pricing strategies for facilities and programs
• Staffing standards for recreation services used by the community • Inventory of potential community partnerships and outside providers Prepare an Operation and Maintenance plan for the grounds and buildings maintained by the City. The plan will identify routine and preventative maintenance schedules/programs, work management, asset lifecycle management, and performance measurements. Operation and Maintenance Plan will include maintenance specifications and a proposed scope of work for park maintenance including a schedule of park maintenance services.

Consultant shall provide an evaluation of current staffing levels and organizational structure based upon the existing department and potential growth with the development of this master plan. An evaluation and analysis of current management and operations practices will be provided, giving specific attention to parks maintenance and staffing (consideration should be given to contract maintenance vs. in-house staffing) with recommendations pertinent to future growth of parklands, buildings and facilities, and related services.

Operations and Maintenance Plan will propose the development and operation of a sustainable park system for the City of Hermosa Beach identifying a vision, goals, and objectives for a park system that addresses environmental and economic sustainability. Recommendations can be prepared for specific sustainability practices for both new and rehabilitation projects, including ongoing sustainable operation and maintenance practices for incorporation into future bid requirements for maintenance suppliers, as well as design and construction guidelines for proposed new projects or project improvements that address environmental and economic sustainability goals.

Propose cost-effective funding levels necessary to adequately sustain quality, safe, and cost-effective maintenance operations and practices and sustain recommended levels of maintenance and service. NRPA “levels of maintenance standards” should be used to help define recommendations.

Tool 11
Operations and Maintenance Plan
City of Hermosa Beach • Parks & Recreation Master Plan | 181699 Tool 13
Report Development and
Documentation
Master Plan Report Development
The draft report will summarize all information gathered in inventory tasks, analysis, funding opportunities, phasing, community priorities and other data as appropriate. Recommend levels of recreation and park facilities shall be presented graphically and demonstrate distribution of service and opportunity. A list of site-specific projects, acquisitions, and services shall be generated and prioritized.

Following a City Staff review, RJM will conduct a virtual meeting with City Staff to review and discuss refinements to the draft report. Upon receipt of one set of non-conflicting comments from the City, we will revise the document. The RJM Team will then incorporate City refinements and submit the Second Draft for staff review. Once the Second Draft has been reviewed and non-conflicting comments are received, a final Draft will be developed and formatted for delivery. All original detailed research and summary reports will be cataloged in an Appendix Document.

Public Meetings and Presentations
RJM will prepare a PowerPoint presentation summarizing the Final Report and present the final draft Master Plan to the City Council for review, comment, and final direction. Included in this proposal is in person attendance at one Parks, Recreation, and Community Resources Advisory Commission, one Public Works Commission Meeting, one joint meeting, and one for presentation and findings of the Parks and Recreation Master Plan.

Phase VI - Report Development
The Consultant will conduct an analysis of existing financial plans developing a Financial Plan with recommendations applicable to addressing the updated financial needs and priorities for the City of Hermosa Beach. Review and discuss existing funding mechanisms and cost recovery practices for recreation programs and services; and recommend appropriate levels of cost recovery through fees. Recommendations should balance cost recovery with issues of affordability.

Provide a thorough analysis of existing funding practices, sources of funds including user fees and impact fees, and funding levels for parks, recreation, community service facilities and programs. Identify new or alternative sources of funds that might reasonably be developed to supplement existing funding methods an identify new funding practices that might present longterm funding stability.

Tool 12
Financial Plan Review and
Recommendations
19 | City of Hermosa Beach • Parks & Recreation Master Plan 1700 City of Hermosa Beach • Parks & Recreation Master Plan | 201701 21 | City of Hermosa Beach • Parks & Recreation Master Plan 1702 Project Management Plan
M1 M2 M3 M4 M5 M6 M7 M8 M9 M10 M11 M12
Phase I: Project Management (Tool 1)
Tool 1: Scalable Project
Management
Phase II: Existing Conditions Analysis (Tool 2 - 5)
Tool 2: Existing Documentation
Review
Tool 3: Inventory of Parks,
Facilities, and Programs
Tool 4: Demographic
Assessment
Tool 5: Local Trends
Tool 6: Custom Park Standards
Calculations
Phase III: Public Outreach and Engagement (Tool 7)
Project Website Development
Stakeholder Interviews
Workshop ONE
Workshop TWO
Workshop THREE
Statistically-Valid Multi-Modal
Phone Survey
Phase IV: Needs Analysis and Recommendations (Tool 8- 9) Tool 8: Community Needs
Assessment
Tool 9: Recommendations &
CIP
Phase V: O & M, Policy, and Funding Analysis (Tool 10 - 12) Tool 10: Policy Review and
Recommendations
Tool 11: Operations and
Maintenance Plan
Tool 12: Financial Plan Review
and Recommendations
Phase VI: Report Development (Tool 13)
Tool 14: Report Development
and Documentation
M Month
Kick Off Meeting (In-Person)
Project Review Meeting (Virtual)
Presentations (In-Person)
City of Hermosa Beach • Parks & Recreation Master Plan | 221703

COMMUNICATIONS APPROACH
An assigned Project Manager from RJM Design Group for the specific project will be the main point of contact with the City for the life of the project. RJM Design group will act as the project lead and main coordinator for all project deliverables. All communications from sub consultants will be conducted through RJM Design Group.

1. Consultants can participate in online virtual meetings via Zoom, Microsoft Teams, or other video conferencing applications. Meetings to be held at regular intervals during the early phases of the project and continue on an as-needed basis thereafter to assess progress and provide direction throughout the performance of the services and preparation of the project deliverables.

2. RJM will prepare all meeting agendas for identified scheduled meetings with the City and provide a summary of key issues with action items (meeting notes) discussed at each meeting.

QUALITY ASSURANCE
The success of RJM Design Group can best be measured by our numerous long-term relationships with our valued clients. In order to foster these relationships, our goal is to produce a high-quality product in the most effective manner possible by utilizing our proven QA/QC procedures.

Our Quality Assurance Program is process-oriented and begins with experienced staff along with our firm’s commitment to ongoing education. Our experience is based on hundreds of successful projects and gratified clients. Our staff is encouraged to continually pursue expanding their current knowledge base in order to allow us to be at the forefront of our industry. Continuing education is pursued in the following areas:
• AIA – American Institute of Architects
• Arborist Certification
• ASLA - American Society of Landscape Architects
• CPSI – Certified Playground Safety Inspector
• LEED – Sustainable Practices
• PSMJ – Project Management
• QSP and QSD – Qualified SWPPP Practitioner and Developer • STMA - Sports Turf Managers Association
In addition to our well-educated and seasoned professionals is our thorough understanding of the project development process. This allows us to share information with our consultant team and clients so that our projects evolve in a proactive and well-orchestrated manner. Communication among staff, team members and client include the following project parameters:
• Project Goals – clearly identified.
• Program Needs – confirmed with the client.
• Schedule – a project schedule is established at the onset which outlines the process evolution, major milestones, submittal dates, reviews, approvals, bid, construction, project opening, one-year follow up/review.
• Budget – understanding the budget is critical to a project’s success. The project budget is clarified (client staff, consultant fees, entitlement costs, construction costs, etc.) versus construction budget.
• Construction Estimates – RJM maintains an extensive library of unit costs that are acquired through our numerous public bids, as well as from specialty consultants and independent cost estimators. This allows our preliminary opinion of probable construction costs to accurately reflect the anticipated contractors’ bids.

Project Management Plan (continued)
23 | City of Hermosa Beach • Parks & Recreation Master Plan 1704 Our office environment is an open studio that allows for continual sharing of ideas and collaboration between our experienced principals, project managers, and staff members. We believe that this interaction promotes effective communication that is vitally important to the success of every project. Team meetings are scheduled at regular intervals to ensure that accurate communication on key project aspects is shared and understood. Other methods of project communiation include email, telephone/conference calls, in-person meetings, and video-conferencing, as appropriate.

Noteworthy to RJM and unique when compared to other firms, is that the same design team, individual staff members responsible for all preliminary design phases, will continue on and retain responsibility for the preparation of the final construction documents. We believe that this approach allows for a more consistent and accurate method of ensuring that all of those special details discussed in the design phase are carried throughout the final construction document process. This method is fundamental for maintaining quality assurance, limiting change orders, and effectively controlling construction costs.

The continual monitoring of project evolution provides the ability to confirm that appropriate progress is being made on an ongoing basis. This review is instrumental in confirming that project goals, program needs, schedules and budgets are as intended and that unforeseen changes, “curve balls”, do not occur inappropriately.

QUALITY CONTROL PLAN
Our open office “bullpen” setting is especially conducive to regular milestone reviews and monitoring of a project. This review plays a central role in our quality control effort. The importance of plan review, checking, and cross-checking cannot be overemphasized, given the complexity and time constraints under which construction documents are often produced. Our review benchmarks include:
• Documents are comprehensively checked at key milestones and regular intervals. • One person checks all important dimensions, gradients and utility infrastructure. • The person responsible for the drawings reviews the specifications, and the specifier reviews the drawings.
• Regular consultant team meetings are held to review the documents produced by each for coordination (utility, civil, electrical, etc.)
• The Principal Landscape Architect will be ultimately responsible for all work produced under his or her direction. A constant review process is implemented in all phases of the work.

The Client is involved in reviewing plans at regular intervals and approving the construction documents before they are issued for bid.

Another integral component in our quality control process is the utilization of our “RJM lessons learned checklist.” This checklist contains the learning experiences that we have encountered over 34 years of project development. It is a useful tool that allows us to systematically review our work and that of our consultant team to ensure that we are applying the collaborative experience learned to the benefit of our projects.

In addition to our in-house quality control efforts, we are also continually learning and applying the ongoing “lessons learned” from our outside plan check services provided to multiple agencies.

This methodical approach to outside projects gives us the unique advantage of reviewing our own plans and specifications with an impartiality that allows for a fresh and unbiased evaluation.

City of Hermosa Beach • Parks & Recreation Master Plan | 241705 Our experience with local communities
can help your city’s future planning efforts.

Experience & Qualifications
25 | City of Hermosa Beach • Parks & Recreation Master Plan 1706 Parkland Inventoried:
56,664 acres
Population Served:
3,638,331 people
Agencies Served:
41+ agencies
Years of Planning:
35 years
Agencies Served
Aliso Viejo
Azusa
Banning
Brentwood
Carson
Chino Hills
Costa Mesa
Cypress
Dana Point
Downey
Goleta
Huntington Beach
Jurupa Community Services
District
La Quinta
Laguna Woods Village
Laguna Hills
Laguna Niguel
Lake Mission Viejo Association
Livermore
Manteca
Menifee
Murrieta
Norwalk
Pasadena
Pleasant Hill
Pleasanton
Pomona
Rancho Mission Viejo
Riverside
Rocklin
Roseville
Sacramento
San Bernardino
San Dimas
San Fernando
San Juan Capistrano
Santa Barbara County
Santa Clarita
Santa Maria
Stanton
Temecula
West Hollywood
Woodland
Yucaipa
website | rjmdesigngroup.com
email | [email protected]
City of Hermosa Beach • Parks & Recreation Master Plan | 261707 Project Summary
RJM Design Group developed the City’s first Parks and Recreation Master Plan. The process commenced with an inventory and assessment of the existing parks, recreation facilities, and program opportunities available within the City. Projected population growth, housing units, age distribution, and median income were some attributes that helped to identify the demographic characteristics of the resident population. The existing inventory and demographic analysis provided the foundational understanding of the community. The community outreach provided multiple opportunities to engage the community members and included a project website, online feedback comments, a statistically valid, multimodal survey, stakeholder interviews, three (3) community online surveys, a sports organization questionnaire, and six (6) in-person community workshops. Key strategies were developed to address each facility and program recommendation. Current capital improvement projects and costs for the recommendations were outlined in the report. Funding sources and strategies were identified to assist in the implementation of the recommendations.

Parks, Recreation & Community Services Master Plan
Carson, CA
Status: Completed 2022
Client: The City of Carson
Project Date: August 2021 to July 2022
Size: 19.2 square miles
Population: 93,184
Project Cost: $230,940.00
Client Reference
Michael Whittiker, Jr., Director of Parks, Recreation & Community Services, City of Carson
phone: (310) 847-3570 Ext. 3571
email: [email protected]
Project Team
Principal: Zachary Mueting
Project Manager: Kristen Schnell
Senior Associate: Tim Gallagher
Survey Specialist: Adam Probolsky
Relevant Experience
27 | City of Hermosa Beach • Parks & Recreation Master Plan 1708 Citywide Park Needs Assessment
Laguna Niguel, CA
Project Summary
The Laguna Niguel Citywide Park Needs Assessment serves as a guide and implementation tool for the management and development of parks and recreation facilities throughout the City. The process began with a review of pertinent planning documents, existing park resources, and recreation opportunities.

Following the initial inventory an extensive community outreach campaign was developed. In-Person and live streaming online video presentations, one on one stakeholder interviews, public online surveys, direct website feedback, and a statistically valid multi-modal survey was conducted to clearly analyze the community recreation demand in the City. The project website enabled community members to review updates and provide immediate feedback at any point in time. The following are key strategies developed to balance the available inventory with the community recreational desires: provide sustainable sports facility management, increase park quality to strengthen community ties and bring diverse populations together, promote community connectivity to nature through an extensive trail network and trail events, and celebrate Laguna Niguel history and local identity.

Status: Completed 2022
Client: The City of Laguna Niguel
Project Date: July 2021 to April 2022
Size: 14.79 square miles
Population: 65,952
Client Reference
Ron Rivera
Parks and Recreation Director
City of Laguna Niguel
phone: (949) 425-5148
email: [email protected]
Project Team
Principal: Zachary Mueting
Project Manager: Kristen Schnell
Survey Specialist: Timothy McLarney
Laguna
Beach
N
A
Aliso Viejo
El Nguet
Country ClubJEJ24 f
' � .f o< fil]
Monarch
Be.:1ch Gou
I!
4' S n
r
cat-o1 I
,,..,. I
, ,.
-..
--
-
Laguna Ni g u e I City par ks
-
__ 0-==o�.=-� 5
-=--=-·0_5
_
-
_
-
_
-:1M
-i�les---�C__it_y_o_f_
L_a _g_u_n_a_N_
Relevant Experience
City of Hermosa Beach • Parks & Recreation Master Plan | 281709 Parks and Recreation Needs Assessment
San Dimas CA
Project Summary
The San Dimas Parks and Recreation Needs Assessment clearly defines the parks and recreation facility needs of the community and identifies surpluses and deficiencies with existing facilities. This project included a comparison of the City’s department organization, staffing, parks and recreation amenities, and programs to ten (10) comparable cities to establish a benchmark comparison. The community engagement process included stakeholder interviews, 3 virtual town hall meetings, a sports organization survey, and a statistically-valid multi-mode survey. Custom park standards were calculated based on the actual participation of San Dimas residents. A program inventory and evaluation were conducted on the existing programs and services offered. A final community workshop prioritized current and future park and recreation needs using a virtual meeting platform. Recommendations included key strategies, funding sources and CIP plan. The final report is a roadmap to guide the development of San Dimas’ Parks and Recreation Services now and into the future.

Project Team
Principal: Zachary Mueting
Project Manager: Kristen Schnell
Survey Specialist Adam Probolsky
Status: Completed 2020
Client: The City of San Dimas
Project Date: April 2020 to December 2020
Size: 15.4 square miles
Population: 34,966
Client Reference
Scott Wasserman
Director of Parks and Recreation
City of San Dimas
phone: (909) 394-6233
email: [email protected]
JRC
City of Temecula - Par
0 0.5 1 2
Miles
15 215
26 35
CC
MPSC
OTTCT
PW
TVM
OldTownTemecula
29 | City of Hermosa Beach • Parks & Recreation Master Plan 1710 31 30
19 20
40 41
17 39
23 14
15 38
34 37
12 1
32 2
18 8
11 25
36 29
16 4
21 27
10 6
3 9
24 22
7 26
13 35
28 5
33 CC CRC
HCPR
C
MPSC
MRC
OTTCT
PW
RHRTPL
TCC
TVM
THC
rks and Facilities
City of Temecula - Community Services Master Plan, 2019 Legend
Parks
1- Bahia Vista Park
2 - Butterfield Stage Park
3 - Calle Aragon Park
4 - Crowne Hill Park
5 - Eagle Soar Playground and Splash
6 - Harveston Community Park
7 - Harveston Lake Park
8 - John Magee Park
9 - Kent Hintergardt Memorial Park
10 - Loma Linda Park
11 - Long Canyon Creek Park
12 - Margarita Community Park
13 - Meadows Park
14 - Nakayama Park
15 - Nicolas Road Park
16 - Pablo Apis Park
17 - Pala Community Park
18 - Paloma Del Sol Park
19 - Paseo Gallante Park
20 - Patricia H. Birdsall Sports Park
21 - Pauba Ridge Park
22 - Redhawk Community Park
23 - Riverton Park
24 - Ronald Reagan Sports Park
25 - Rotary Park
26 - Sam Hicks Monument Park
27 - Serena Hills Park
28 - Skyview Park
29 - Stephen Linen Jr. Memorial Park
30 - Sunset Park
31 - Temecula Creek Trail Park
32 - Temecula Duck Pond & Veteran
33 - Temecula Skate Park
34 - Temeku Hills Park
35 - Town Square Park
36 - Vail Ranch Park
37 - Veteran's Park
38 - Voorburg Park
39 - Winchester Creek Park
40 - Wolf Creek Park
41 - Wolf Creek Trail Park
Legend
Facilities
1 - Community Recreation Center (CRC)
2 - Conference Center at Civic Center (CC)
3 - Harveston Community Park Room (HCPR)
4 - Jefferson Recreation Center (JRC)
5 - Mary Phillips Senior Center (MPSC)
6 - Margarita Recreation Center (MRC)
7 - Old Town Temecula Community Theater (OTTCT)
8 - Pennypickle's Workshop / Children's Museum (PW)
9 - Ronald H. Roberts Temecula Public Library (RHRTPL)
10 - Temecula Community Center (TCC)
11 - Temecula HELP Center and Barn (THC)
12 - Temecula Valley Museum / Chapel of Memories (TVM)
15 15
Community Services Master Plan
Temecula, CA
Status: Completed 2020
Client: The City of Temecula
Project Date: May 2019 to August 2020
Size: 37 square miles
Population: 114,327
Client Reference
Kevin Hawkins
Director of Community Services
City of Temecula
phone: (951) 694-6480
email: [email protected]
Project Summary
The Master Plan process commenced with an examination of the characteristics that define the community, and an inventory of the existing recreational opportunities and resources available within the City. Temecula’s Community Services Department includes Arts and Culture, Homeless Outreach, and Library Services. The City prides itself on providing inclusive services for the disabled, veterans, and the senior populations. Established methods of community involvement included a multi-modal survey, stakeholder interviews, focus groups, a sports organization questionnaire, and ward specific community workshops. Community issues, recreational facility and program usage patterns and the community needs for parks and recreation facilities were developed. Identified needs, facility usage patterns, recreation standards and population projections provide the basis for the quantification of facilities required to meet identified community needs were identified. Trail connections and regional trail goals were identified. The final report includes inventory, assessment and recommendations for parks, recreation facilities, programs, trails, arts and culture, and staffing evaluation. Operations and maintenance recommendations as well as a financial strategy plan summarizes an implementation plan for the City.

Project Team
Principal: Zachary Mueting
Project Manager: Kristen Schnell
Relevant Experience
City of Hermosa Beach • Parks & Recreation Master Plan | 301711 Project Summary
The Master Plan process commenced with an examination of the characteristics that define the community, and an inventory of the existing recreational opportunities and resources available within the City. The inventory and analysis provided the foundational understanding of the community and serves as the starting point from which community members are engaged and their needs are identified.

Established methods of community involvement included a community wide telephone survey, stakeholder interviews, focus groups, GIS community online survey, a sports organization questionnaire, and ward specific community workshops which provided multiple opportunities to engage the community members, and multiple measures from which a broad understanding of community issues, recreational facility and program usage patterns and the community needs for parks and recreation facilities is developed. Identified needs, facility usage patterns, recreation standards and population projections provide the basis for the quantification of facilities required to meet identified community needs. Facility recommendations are derived based on priority of needs, then general cost for recommendations are identified. A full CASp report was also prepared as part of this project.

Comprehensive Parks, Recreation & Community Services
Master Plan
Riverside, CA
Status: Completed 2019
Client: The City of Riverside
Project Date: June 2018 to December 2019
Size: 81.5 square miles
Population: 327,728
Client Reference
Adolfo Cruz
Director of Parks, Recreation & Community Services
City of Riverside
phone: (951) 826-2075
email: [email protected]
Project Team
Principal: Zachary Mueting
Project Manager: Kristen Schnell
31 | City of Hermosa Beach • Parks & Recreation Master Plan 1712 Open Space Master Plan of Parks & Recreation
Costa Mesa, CA
Project Summary
The City of Costa Mesa is a coastal community with a very diverse, built-out population of over 113,000 residents. RJM Design Group was contracted to develop the cities original Parks Master Plan in 2002.

After successfully following the document the city again contracted RJM to update the document for the next 15 years.

The project included complete inventory and assessment of all the recreation facilities and programs, extensive community outreach, stakeholder interviews, and workshops. The resulting document concluded in recommendations for maintenance and operations, funding sources, prioritized facility improvements, park facility and rehabilitation cost estimates, as well as a six year capital improvement plan.

Costa Mesa’s Park Master Plan is a community supported city wide plan that will continue to guide the successful development of the parks and recreation facilities in Costa Mesa for the another 15 years.

Project Team
Principal: Zachary Mueting
Project Manager: KristenSchnell
Status: Completed 2018
Client: The City of Costa Mesa
Project Date: April 2017 to October 2018
Project Size: 15.8 square miles
Population: 113,825
Contract Amount: $99,785
Client Reference
Jason Minter
Parks & Community Services Director
City of Costa Mesa
phone: (714) 754-5065
email: [email protected]
City of Hermosa Beach • Parks & Recreation Master Plan | 321713 Parks & Recreation Master Plan
Huntington Beach, CA
Status: Completed 2016
Client: The City of Huntington Beach
Project Date: November 2015 to January 2016
Size: 32.1 square miles
Population: 201,874
Contract Amount: $220,800
Client Reference
Chris Slama
Director of Community Services
City of Huntington Beach
phone: (714) 536-5495
email: [email protected]
Project Summary
Nicknamed “Surf City” for its beautiful wide beaches and consistently breaking surf. The City of Huntington Beach has a large and well-established park system with over seventy five (75) parks and numerous community recreation buildings. The City contracted RJM Design Group to update its existing Parks and Recreation Master Plan. The first phase of the project included a background review of the demographics and community trends and their impact on the park system. The second phase involved a detailed inventory of the facilities and programs currently provided in the City, as well as a gap analysis of the existing facilities to determine locations where recreational opportunities are needed. The third phase included a thorough public involvement process including executive interviews, sports organization questionnaire, telephone survey, and public workshops. The fourth phase looked at the demand and needs for facilities based on the inventory of existing facilities and the data derived from the prior phases.

Recommendations included an opportunities feasibility analysis, acquisition plan, cost estimates, capital improvement plan, and sustainable practices/maintenance and operations management plan.

Project Team
Principal: Zachary Mueting
Project Manager: Kristen Schnell
Relevant Experience
33 | City of Hermosa Beach • Parks & Recreation Master Plan 1714 RJM DESIGN GROUP, INC. offers its clients personalized service that is delivered on time and within budget.

The principals of RJM maintain personal involvement in all aspects of the project. Our success is based on our ability to perform, meeting the needs of the client and the project. Please feel free to contact all our references as we are sure they will share their success stories of projects we have helped them accomplish. “The Master Plan Update was long
overdue. RJM Design Group produced a
strong product. The participation process
will make this report a useable document
that will not just sit on a shelf.”
- Kevin Hawkins, Community Services Director
City of Temecula
“Thank you so much for providing such
a detailed report. I appreciate this
report gives us feedback on what our
community wants and strategies on how
to implement those.”
- Sandy Rains, Mayor Pro Tem
City of Laguna Niguel
Agency Name & Contact Information:

Scott Wasserman
Director of Parks & Recreation

CITY OF SAN DIMAS
phone: (909) 394-6233
email: [email protected]
Budget: $115,275 Services:

Parks and Recreation Needs Assessment
March 2020 - December 2020
Link to report: https://rjmdesigngroup. sharefile.com/d-se45919b2aa9d4bbcb833cf 157995b128
Agency Name & Contact Information:

Kevin Hawkins
Director of Community Services

CITY OF TEMECULA
phone: (951) 694-6480
email: [email protected]
Budget: $276,000 Services:

Community Services Master Plan
April 2019 - February 2020
Link to report: https://temeculaca.gov/
DocumentCenter/View/11006/TemeculaCommunity-Services-Master-Plan Agency Name & Contact Information:

Ron Rivera
Parks and Recreation Director

CITY OF LAGUNA NIGUEL
phone: (949) 425-5148
email: [email protected]
Budget: $146,810 Services:

Citywide Park Needs Assessment
July 2021 - April 2022
Link to report: https://rjmdesigngroup.
sharefile.com/d-s6ecf455b6119459e9dd72e
ec226f2c72
Agency Name & Contact Information:

Chris Slama
Director of Community Services

CITY OF HUNTINGTON BEACH
phone: (714) 536-5495
email: [email protected]
Budget: $211,000 Services:

Parks and Recreation Master Plan
April 2015 - July 2016
(currently updating)
Link to report: https://www.
huntingtonbeachca.gov/announcements/
attachments/Parks-and-Recreation-MasterPlan-Rev2016.2.5.pdf Agency Name & Contact Information:

Jason Minter
Parks & Community Services Director

CITY OF COSTA MESA
phone: (714) 754-5065
email: [email protected]
Budget: $161,270 Services:

Open Space Master Plan of Parks and
Recreation Update
January 2017 - June 2018
(currently updating outreach only)
Link to report: http://ftp.costamesaca.
gov/costamesaca/council/
agenda/2018/2018-02-13/SS-1-Attach-4.pdf
Agency Name & Contact Information:

Michael Whittiker, Jr.

Director of Parks, Recreation &
Community Services

CITY OF CARSON
phone: (310) 847-3570 Ext. 3571
email: [email protected]
Budget: $230,940 Services:

Parks, Recreation & Community Services
Master Plan
August 2021 - July 2022
Link to report: https://rjmdesigngroup.
sharefile.com/d-s47ced952dca941b08605fa
e94b9a8319
References
City of Hermosa Beach • Parks & Recreation Master Plan | 341715 Zachary Mueting, LLA LEED AP (BD+C)
Principal In Charge
RJM Design Group, Inc.

Zachary Mueting has been with RJM Design Group since 2005. Zachary is a licensed Landscape architect with a strong background in recreation planning and design. Combining degrees in computer science, a masters in landscape architecture, and over 15 years of community engagement experience, Zachary has developed the most detailed community engaged master planning product available. Furthering that achievement Zachary has implemented a master planning toolkit approach with several of RJM’s long term clients.

Zachary’s experience, education, professional accreditation, and publication of community consensus building techniques enables him to fulfill his role assisting with community outreach, landscape planning and design services and achievement of appropriate design solutions that create community.

Related Project Experience
• Parks, Recreation & Community Services Master Plan, Carson, CA • Citywide Park Needs Assessment, Laguna Niguel, CA
• Parks and Recreation Needs Assessment, San Dimas, CA
• Community Services Master Plan, Temecula, CA
• Comprehensive Parks, Recreation, and Community Services Master Plan, Riverside, CA • Parks and Facilities Condition and Utilization Assessment, Cypress, CA • Update of Open Space Master Plan of Parks and Recreation, Costa Mesa, CA • Parks, Trails, Open Space, and Recreation Master Plan, Menifee, CA • Parks and Open Space Master Plan, Downey, CA
• Park and Recreation Master Plan, Huntington Beach, CA • Recreation Needs Assessment, Goleta, CA
• Jurupa Community Services District Parks and Recreation Master Plan, Eastvale, CA • Parks, Recreation, Trails, and Open Space Master Plan Update, San Bernardino, CA • Parks and Recreation Master Plan, Murrieta, CA
• Parks and Recreation Master Plan, Banning, CA
• Chino Hills Parks & Recreation Open Space Master Plan Update, Chino Hills, CA • Parks, Recreation, Trails, and Open Space Master Plan Update, Santa Clarita, CA • Aliso Viejo Community Association Parks & Recreation Master Plan, Aliso Viejo, CA • Laguna Woods Village Recreational Needs Assessment, Laguna Woods, CA • Long Range Master Plan, Lake Mission Viejo Association, Mission Viejo, CA Licenses
Landscape Architect / CA 5731
Education
Masters Degree,
Landscape Architecture,
California State Polytechnic
University, Pomona, CA
Bachelor of Science,
Information Technology,
Colorado Technical University, CO
Bachelor of Science,
Information Systems Management,
Colorado Technical University, CO
Key Personnel
35 | City of Hermosa Beach • Parks & Recreation Master Plan 1716 Kristen Schnell
Project Manager/Research Analyst
RJM Design Group, Inc.

Kristen Schnell has over 20 years of experience working on Parks and Recreation Master Plans. Her responsibilities include tracking all pertinent data and distributing to the consultant team, tracking project schedule and ensuring target dates are met, day-to-day correspondence, preparing summary reports & exhibits, preparing for and attending community outreach events, and preparation of the master plan report.

In addition, Kristen has considerable experience working within the processing systems of several California jurisdictions. She is currently pursuing her AICP certification and is a member of the American Planning Association.

Related Project Experience
• Parks, Recreation & Community Services Master Plan, Carson, CA • Citywide Park Needs Assessment, Laguna Niguel, CA
• Parks and Recreation Needs Assessment, San Dimas, CA
• Community Services Master Plan, Temecula, CA
• Comprehensive Parks, Recreation, and Community Services Master Plan, Riverside, CA • Senior Center Needs Assessment, Tustin, CA
• Parks Recreation Master Plan, Banning, CA
• Parks and Recreation Master Plan Update, Murrieta, CA • Parks, Trails, Open Space and Recreation Master Plan Update, San Bernardino, CA • Parks, Recreation, and Open Space Master Plan Update, Santa Clarita, CA • Parks, Recreation and Open Space Master Plan Update, Chino Hills, CA • Parks, Recreation, and Open Space Master Plan, Dana Point, CA • Recreation Needs Assessment for Laguna Woods Village (age-restricted community), PCM, Inc.
• Recreation and Parks Master Plan, Pasadena, CA
• Parks and Recreation Master Plan Update, Aliso Viejo Community Association, Aliso Viejo, CA
• Recreation, Parks, Green Space and Family Services Master Plan, Azusa, CA • Update of Open Space Master Plan of Parks and Recreation, Costa Mesa, CA • Parks and Recreation Master Plan, Norwalk, CA
• Recreation Needs Assessment, San Juan Capistrano, CA
• Parks and Recreation Master Plan, Yucaipa, CA
• Recreation Needs Assessment, West Hollywood, CA
• Parks and Recreation Master Plan, La Quinta, CA
Education
Bachelor of Science, Biology
University of California,
Santa Cruz, CA
City of Hermosa Beach • Parks & Recreation Master Plan | 361717 Timothy A. Gallagher
Recreation Programming/Senior Associate
RJM Design Group, Inc.

Timothy A. Gallagher has considerable expertise in parks and recreation management gleaned from more than thirty-five years of public agency management experience and numerous Board positions with industry associations and interest groups. Tim will spearhead many of the tasks outlined in our scope of work including the review of current practices and policies, operations and maintenance evaluation, identifying best management practices, and developing the new policies for the City .

As a Manager or Department head for Parks and Recreation agencies in Seattle, Washington and Los Angeles County Director of Parks and Recreation, Tim had responsibility for long-range planning, park and facility development, program development and operations, and maintenance of parks and community facilities. This experience includes leadership of the development of Strategic Action Plans for Los Angeles County Department of Parks and Recreation and the City of Seattle Department of Parks and Recreation. Tim’s agency experience has also provided him the opportunity to gain familiarity with various funding and financing tools, as well as processing Plans for approval and successful submission of grant requests.

Related Project Experience
• Parks and Recreation Master Plan, Huntington Beach, CA • Parks and Recreation Master Plan, Goleta, CA
• Livermore Maintenance Evaluation, included in Recreation and Parks District, Parks and Recreation Master Plan, Livermore, CA • Jurupa Community Services District Maintenance Evaluation, included in Parks and Recreation Master Plan
• Jurupa Community Services District, Maintenance and Operations Manual • Pleasant Hill Park Maintenance Fiscal Evaluation as part of the Strategic Business Plan 2012/2013
• Pleasanton Parks and Recreation Master Plan included Maintenance Evaluation, Pleasanton, CA
• Santa Maria Leisure Needs Assessment and Action Plan Update, included Park Maintenance Evaluation and Sustainability Plan, Santa Maria, CA • State of Oregon Statewide Comprehensive Outdoor Recreation Plan— Development of chapter on Sustainability in Parks and Recreation • Strategic Action Plan, Seattle, WA
• Pro Parks and Green Spaces Levies Management, Seattle • Strategic Action Plan, Los Angeles County, CA
• Hollywood Bowl Renovation, Los Angeles
• San Luis Obispo County Open Space Trails Plan
Education
• M.A. Parks & Recreation
Administration, CSU Chico
• B.A. Sociology / UC Los Angeles
Professional and Civic Positions
• Board Member, California Council
of Land Trusts
• Legislative Chair—California Parks
& Recreation Society Legislative
Committee. 2000-2005
• Instructor, Cal Poly San Luis Obispo
Key Personnel (continued)
37 | City of Hermosa Beach • Parks & Recreation Master Plan 1718 Adam Probolsky
Survey Specialist
Probolsky Research
Adam Probolsky has acted as pollster and strategic advisor on hundreds of local, county and statewide ballot measures and candidate and outreach campaigns. Additionally, he has been a key advisor to his firm’s clients on matters of public policy, legislation and business strategy.

Probolsky was a planning commissioner and finance commissioner in the City of Irvine. He was also a member of the Orange County Waste & Recycling Commission overseeing landfills, recycling programs, waste hauling companies and power generating facilities, and he is also a former member of the Orange County Transportation Authority’s Environmental Mitigation and Oversight Committee. Mr. Probolsky regularly speaks to organizations on local public policy issues such as annexation, government customer service, taxation, infrastructure and recreation.

Established for twenty-seven years, Probolsky Research specializes in opinion research on public policy, with government, corporate, election and non-profit practice areas.

We understand government. Probolsky Research is a medium size firm with a staff of nine. Adam Probolsky (president) is your key contact throughout our relationship. Our work does not end after we deliver our final report – we are available (including in-person meetings) as needed moving forward, at no additional cost to you.

We apply expert methodologies and leverage the right research tool for each situation. Our research services include telephone, online and multi-mode surveys, focus groups and other research.

Related Project Experience
• Parks and Recreation Needs Assessment, San Dimas, CA
• Parks and Recreation Master Plan Update, Huntington Beach, CA • George Izay Park Master Plan, Burbank, CA
• Parks and Facilities Master Plan, Pomona, CA
• Parks, Recreation, and Community Services Master Plan, Carson, CA Probolsky Research is a Latinaand Woman-owned California Certified Small Business
Enterprise (Supplier # 11154461)
City of Hermosa Beach • Parks & Recreation Master Plan | 381719 Forms
RFP 22-009 City of Hermosa Beach

Page 32 of 36 ends

6.3 Required Forms

6.3.1 Certification of Proposal
RFP #: _________
The undersigned hereby submits its proposal and agrees to be bound by the terms and conditions of this Request for Proposal (RFP).

By submitting the response to this request, Proposer agrees, if selected to furnish services to the City in accordance with this RFP.

It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.

The proposal response includes all of the commentary, figures and data required by the Request for Proposal
The proposal shall be valid for 90 days from the date of submittal.

Proposer acknowledges that the City may issue addendums related to this RFP and that the proposer has reviewed the following addendums which have been issued:

Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
22-009
Zachary Mueting, Principal
39 | City of Hermosa Beach • Parks & Recreation Master Plan 1720 RFP 22-009 City of Hermosa Beach

Page 33 of 36 ends

6.3.2 Non-Collusion Affidavit
RFP #: _________
The undersigned declares states and certifies that:

1. This proposal is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation.

2. This proposal is genuine and not collusive or sham.

5. All statements contained in the Proposal and related documents are true.

7. I have not entered into any arrangement or agreement with any City of Hermosa Beach public officer in connection with this proposal.

8. I understand collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.

Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
22-009
Zachary Mueting, Principal
City of Hermosa Beach • Parks & Recreation Master Plan | 401721 RFP 22-009 City of Hermosa Beach

6.3.3 Compliance with Insurance Requirements
RFP #: _________
The selected Consultant will be expected to comply with the City’s insurance requirements contained within this RFP.

The undersigned declares states and certifies that:

1. Proposer agrees, acknowledges and is fully aware of the insurance requirements as specified in the Request for Proposal.

2. If selected, proposer agrees to accept all conditions and requirements as contained therein.

Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
22-009
Zachary Mueting, Principal
Forms
41 | City of Hermosa Beach • Parks & Recreation Master Plan 1722 RFP 22-009 City of Hermosa Beach

Page 35 of 36 ends

1. Proposer agrees, acknowledges and is fully aware of the conditions specified in the City’s Sample Professional Services Agreement.

2. Proposer agrees to accept all conditions and requirements as contained therein with exceptions noted as follows:
______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Signature of Authorized Representative:
____________________________________________
Printed Name and Title:
____________________________________________
22-009
Zachary Mueting, Principal
RJM DESIGN GROUP, INC. has established a reputation of integrity and professionalism within our industry. Our due diligence in performing client services begins with our proposal preparation, contract review and negotiation, and carries through to project completion.

We have reviewed the Sample Professional Services Agreement for the Parks and Recreation Master Plan project with the City of Hermosa Beach. As part of this review, we identify items which may not conform to the terms of our insurance coverage and/or to California Civil Code section 2782.8 which regulates contracts between public agencies and design professionals. Upon selection for this project, we would like to discuss the following requested changes pertaining to the Sample Professional Services Agreement. All suggested additions and/or deletions to the contract language are in blue.

Page 23 of 36 ends

The Consultant warrants represents to the City …

Page 24 of 36 ends

The services of the CONTRACTOR CONSULTANT are to commence …

Page 24 of 36 ends

CONTRACTOR CONSULTANT will obtain and maintain during …

Page 24 of 36 ends

In the event of such termination, the CONTRACTOR CONSULTANT shall cease …

Page 24 of 36 ends

CONSULTANT shall indemnify, defend with counsel approved by CITY, and hold harmless …

Page 25 of 36 ends

… CONSULTANT’s negligent acts, errors, or omissions in its performance of work hereunder…

Page 26 of 36 ends

… policies must be received by the CITY at least thirty (30) days prior to such change or at least ten (10) days if due to non-payment of premium. The …

Page 26 of 36 ends

… employees, and volunteers for losses arising from work performed by the CONTRACTOR CONSULTANT for City.

Page 26 of 36 ends

… expires or is terminated. Such insurance will have at least the same coverage…

Page 27 of 36 ends

… received by the CITY, or after ten (10) days’ notice if due to non-payment of premium.

City of Hermosa Beach • Parks & Recreation Master Plan | 421723 RJM Design Group, Inc.
31591 Camino Capistrano
San Juan Capistrano, CA 92675
[email protected]
www.RJMdesigngroup.com [949] 493-2690 fax [949] 493-2600 phone 1724
City of Hermosa Beach
Parks & Recreation Master Plan Fee Proposal 1725
2 | City of Hermosa Beach • Parks and Recreation Master Plan Fee Proposal
It is the objective of our Team to provide the most comprehensive, yet efficient, approach to the development of the City of Hermosa Beach Parks and Recreation Master Plan. This fee includes all costs to be incurred by RJM Design Group, Inc. Fees for the work are as follows:

Phase/Task Fee
PHASE I - Project Management
Tool 1 - Scalable Project Management $9,900.00
PHASE II - Existing Conditions Analysis
Tool 2 - Existing Documentation Review $6,075.00
Tool 3 - Inventory of Parks, Facilities and Programs $14,685.00 Tool 4 - Demographic Assessment $5,400.00
Tool 5 - Trends Analysis $4,150.00
Tool 6 - Custom Park Standards Calculation (CPSC’s) $9,550.00 PHASE III - Community Outreach and Engagement
Tool 7 - Community Engagement
Project Website Development & Updates $8,000.00
Stakeholder Interviews / Focus Groups $10,675.00
Workshop #1 - Scoping Session $9,050.00
Workshop #2 - Program / Facility Needs $9,050.00
Workshop #3 - Prioritization $9,050.00
Stastistically Valid Multi-Modal Survey $27,525.00
PHASE IV - Needs Summary and Recommendations
Tool 8 - Community Needs Assessment $5,825.00
Tool 9 - Recommendation and CIP $11,925.00
PHASE V - Management, O & M, and Financial Recommendations Tool 10 - Policy Review & Recommendations $6,975.00
Tool 11 - Operations & Maintenance Plan $11,350.00
Tool 12 - Financial Plan Review & Recommendations $13,975.00 PHASE VI - Report Development
Tool 13 - Draft Master Plan Report Development $19,150.00 Final Master Plan Report $9,050.00
Public Meetings and Presentations $6,460.00
Reimbursable Allowance $10,000.00
Total Project Fee*: $217,820.00

OPTIONAL SERVICE
Extra Outreach Meetings and/or Concept Plans $2-5,000.00/ Each *Note: This fee summary represents our current understanding of the project scope and complexity.

The scope of work and associated fees are subject to refinement at Client’s request. We have developed the scope and fee for this project to be as inclusive as possible. We would be happy to meet with the city to review the fees and make any modifications necessary to better match the available budget. 1726
City of Hermosa Beach • Parks and Recreation Master Plan | 3 REIMBURSABLE EXPENSES (Estimated Allowance $10,000)
When incurred, the following project expenses will be billed at cost plus 15% administrative fee in addition to the above fee proposal:
• Printing, plotting, copying, scanning, photography, graphic expenses • Delivery and handling of documents, shipping
• Permits, plan check, and inspection fees
• Travel expenses
• City business license

PAYMENTS
Payments are due and payable on a monthly basis following the completion of any substantial phase of work. Carrying charges for overdue accounts beyond 30 days of billing date are charged at 1.5% of the amount due, compounded monthly.

ADDITIONAL SERVICES
Professional services not specifically identified in the scope of work will be considered additional services and may be performed at Client’s request, reimbursable at consultant’s standard hourly rates. Additional services may include, but are not limited to:
• Additional meetings, presentations, or site visits beyond those identified in the scope of work. • Exhibit preparation beyond that identified in the scope of work. • Revisions to documents required as a result of changes in Client’s direction; changes subsequent to Client’s approval; or changes in governmental codes or regulations. • Design of improvements beyond the designated project site, or due to changes in project phasing schedule.
• Specialized billing or accounting forms, invoices, spreadsheets. • Engagement of other consultants not specifically identified below.

CONSULTANTS’ HOURLY RATES
Compensation for additional services will be billed hourly at our standard rates* below:

RJM Design Group
Principal Landscape Architect $195.00 per hour
Senior Associate $175.00 per hour
Landscape Architect / Project Manager $155.00 per hour
GIS $145.00 per hour
Clerical $ 85.00 per hour
Probolsky Research
Principal $375.00 per hour
Associate $325.00 per hour
*Charges for subconsultant services are billed at cost plus a 15% coordination fee.

Billings for all time and materials and contract extension work shall be in accordance with the level of work performed based on the categories listed above.

Hourly rates will be escalated each August 1st in accordance with any increase in the Consumer Price Index or other mutually agreed upon cost index, beginning with August 1, 2023. Provisions for fee escalation pertain to all contract extensions and additional work. 1727
4 | City of Hermosa Beach • Parks and Recreation Master Plan

CITY OF HERMOSA BEACH
Parks Master Plan
Hourly Fee Spreadsheet
Hourly Rate
Hours Amount Hours Amount Hours Amount Hours Amount Hours Fees Tool 1 - Scalable Project Management 25 $5,250 0 $0 30 $4,650 0 $0 $9,900 PHASE I - SUBTOTALS 25 $5,250 0 $0 30 $4,650 0 $0
PHASE I - TOTAL FEES $9,900
Tool 2 - Existing Documentation Review 10 $2,100 5 $875 20 $3,100 0 $0 $6,075 Tool 3 - Inventory of Parks, Facilities and Programs 6 $1,260 35 $6,125 20 $3,100 30 $4,200 $14,685 Tool 4 - Demographic Assessment 5 $1,050 0 $0 10 $1,550 20 $2,800 $5,400 Tool 5 - Trends Analysis 5 $1,050 0 $0 20 $3,100 0 $0 $4,150 Tool 6 - CPSC's 10 $2,100 0 $0 30 $4,650 20 $2,800 $9,550 PHASE II - SUBTOTALS 36 $7,560 40 $7,000 100 $15,500 70 $9,800 PHASE II - TOTAL FEES $39,860
Tool 7 - Community Engagement:

Project Website Development & Updates 10 $2,100 0 $0 20 $3,100 20 $2,800 $8,000 Stakeholder Interviews/Focus Groups 15 $3,150 0 $0 35 $5,425 15 $2,100 $10,675 Workshop #1 - Scoping Session 15 $3,150 0 $0 20 $3,100 20 $2,800 $9,050 Workshop #2 - Program/Facility Needs 15 $3,150 0 $0 20 $3,100 20 $2,800 $9,050 Workshop #3 - Prioritization 15 $3,150 0 $0 20 $3,100 20 $2,800 $9,050 Statistically Valid Multimodal Survey 15 $3,150 0 $0 20 $3,100 0 $0 77 $21,275 $27,525 PHASE III - SUBTOTALS 70 $14,700 0 $0 115 $17,825 95 $13,300 0 $0 PHASE III - TOTAL FEES $73,350
Tool 8 - Community Needs Assessment 10 $2,100 0 $0 15 $2,325 10 $1,400 $5,825 Tool 9 - Recommendations and CIP 15 $3,150 20 $3,500 25 $3,875 10 $1,400 $11,925 PHASE IV - SUBTOTALS 25 $5,250 20 $3,500 40 $6,200 20 $2,800 PHASE IV - TOTAL FEES $17,750
Tool 10 - Policy Review & Recommendations 5 $1,050 25 $4,375 10 $1,550 0 $0 $6,975 Tool 11 - Operations and Maintenance Plan 5 $1,050 50 $8,750 10 $1,550 0 $0 $11,350 Tool 12 - Financial Plan Review & Recommendations 5 $1,050 65 $11,375 10 $1,550 0 $0 $13,975 PHASE V - SUBTOTALS 15 $3,150 140 $24,500 30 $4,650 0 $0 PHASE V - TOTAL FEES $32,300
Tool 13 - Report Development and Public Meetings:

Draft Master Plan Report Development 20 $4,200 10 $1,750 40 $6,200 50 $7,000 $19,150 Final Master Plan Report 10 $2,100 10 $1,750 20 $3,100 15 $2,100 $9,050 Public Meetings and Presentations 16 $3,360 0 $0 20 $3,100 0 $0 $6,460 PHASE VI - SUBTOTALS 46 $9,660 20 $3,500 80 $12,400 65 $9,100 PHASE VI - TOTAL FEES $34,660
Reimbursable Allowance $10,000
COMBINED PHASE FEE TOTAL $217,820

PHASE FEE
TOTALS

LEAD CONSULTANT
RJM Design Group, Inc.

Principal Senior Associate
$140
Job Captain

SUBCONSULTANT
Probolsky Research
Statistically Valid
Survey
$275

PHASE IV - NEEDS SUMMARY AND RECOMMENDATIONS

PHASE V - MANAGEMENT, O & M, AND FINANCIAL RECOMMENDATIONS The above hourly fee breakdown consists of ESTIMATES ONLY. Billings will be based on actual percentage completion of each phase per contracted fixed fee. $39,860
$45,825

FEE GRAND TOTAL
$207,820
$217,820
$32,300
$34,660
$17,750
$0
$0

PHASE VI - REPORT DEVELOPMENT

PHASE I - PROJECT MANAGEMENT
Task Description

PHASE II - EXISTING CONDITIONS ANALYSIS

PHASE III - PUBLIC OUTREACH AND ENGAGEMENT
Project Manager
$9,900
$210 $175 $155
$0
$0
$0
$0
$0
Breakdown of Hours
1728
City of Hermosa Beach • Parks and Recreation Master Plan | 5 Notes
1729
6 | City of Hermosa Beach • Parks and Recreation Master Plan 1730 City of Hermosa Beach • Parks and Recreation Master Plan | 71731 City of Hermosa Beach • Parks and Recreation Master Plan | 1 RJM Design Group, Inc.
31591 Camino Capistrano
San Juan Capistrano, CA 92675
[email protected]
www.RJMdesigngroup.com
[949] 493-2690 fax
[949] 493-2600 phone
1732

CONTRACT FOR CONSULTING SERVICES FOR DEVELOPMENT OF A PARKS MASTER PLAN BETWEEN THE CITY OF HERMOSA BEACH AND RJM DESIGN GROUP, INC.

This AGREEMENT is entered into this 29th day of November, 2022, by and between the City of Hermosa Beach, a general law city a municipal corporation (“CITY”) and RJM Design Group, Inc. (“CONSULTANT”).

R E C I T A L S
A. CITY desires to enter into an agreement with CONSULTANT for consulting services for the development of a Parks Master Plan.

B. The CITY does not have the personnel able and/or available to perform the services required under this agreement and therefore, CITY desires to contract for consulting services to accomplish this work.

C. CONSULTANT represents to CITY that it has the qualifications and experience to perform properly and timely the services under this Agreement.

D. CITY desires to contract with CONSULTANT to perform the services as described in Exhibit A of this Agreement.

NOW, THEREFORE, based on the foregoing recitals, CITY and CONSULTANT agree as follows:

CONSIDERATION AND COMPENSATION As partial consideration, CONSULTANT agrees to perform the work listed in Exhibit A.

As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement.

As additional consideration, CITY agrees to pay $217,820 for CONSULTANT services, unless otherwise specified by written amendment to this Agreement.

No additional compensation shall be paid for any other expenses incurred, unless first approved by the City Manager or his/her designee.

CONSULTANT shall submit to CITY, by not later than the 10th day of each month, its invoice for services itemizing the fees and costs incurred during the previous month.

CITY shall pay CONSULTANT all uncontested amounts set forth in CONSULTANT’S invoice within 30 days after it is received.

SCOPE OF SERVICES CONSULTANT will perform the services and activities set forth in Exhibit A and incorporated herein by this reference.

PAYMENTS For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit an invoice to CITY which lists the reimbursable costs, the specific tasks performed, and for work that includes deliverables, the percentage of the task completed during the billing 1733
period in accordance with the services and schedule incorporated in Exhibit A. Payment will be made within 30 days following receipt of invoice for progress payments.

TIME OF PERFORMANCE The services of the CONSULTANT are to commence upon receipt of a notice to proceed from CITY and shall continue until all authorized work is completed to the CITY’s reasonable satisfaction, in accordance with the schedule incorporated in Exhibit A, unless extended in writing by the CITY.

FAMILIARITY WITH WORK By executing this Agreement, CONSULTANT represents that CONSULTANT has (a) thoroughly investigated and considered the scope of services to be performed; (b) carefully considered how the services should be performed; and (c) understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

KEY PERSONNEL CONSULTANT’S key person assigned to perform work under this Agreement is ZACHARY MUETING. CONSULTANT shall not assign another person to be in charge of the work contemplated by this Agreement without the prior written authorization of the CITY.

TERM OF AGREEMENT The term of this Agreement shall commence upon execution by both parties and shall expire upon successful completion of the work as confirmed in writing by the City or by the second annual anniversary of this Agreement, whichever is sooner. Earlier termination may also occur pursuant to Section 11 of this Agreement and this Agreement may be extended in writing in advance by both parties.

CHANGES CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.

TAXPAYER IDENTIFICATION NUMBER CONSULTANT will provide CITY with a Taxpayer Identification Number.

PERMITS AND LICENSES CONSULTANT will obtain and maintain during the term of this Agreement all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

TERMINATION Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. Notice of termination shall be in writing.

CONSULTANT may terminate this Agreement. Notice will be in writing at least 30 days before the effective termination date.

In the event of such termination, the CONSULTANT shall cease services as of the date of termination, and all finished or unfinished documents, data, drawings, maps, and other materials prepared by CONSULTANT shall, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination.

Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

INDEMNIFICATION CONSULTANT shall indemnify, and hold harmless CITY, its officers, officials, employees and volunteers from and against all liability, loss, damage, expense, and cost (including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with CONSULTANT’S negligent acts, errors, or omissions in its performance of work hereunder or its failure to comply with any of its obligations contained in this AGREEMENT, regardless of CITY’S passive negligence, but 1734
excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the CITY. Should CITY in its sole discretion find CONSULTANT’S legal counsel unacceptable, then CONSULTANT shall reimburse the CITY its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and fees of litigation. The CONSULTANT shall promptly pay any final judgment rendered against the CITY (and its officers, officials, employees and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.

ASSIGNABILITY This Agreement is for CONSULTANT’S professional services. CONSULTANT’S attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

INDEPENDENT CONTRACTOR CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.

AUDIT OF RECORDS CONSULTANT agrees that CITY, or designee, has the right to review, obtain, and copy all records pertaining to the performance of this Agreement. CONSULTANT agrees to provide CITY, or designee, with any relevant information requested and will permit CITY, or designee, access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with this Agreement. CONSULTANT further agrees to maintain such records for a period of three (3) years following final payment under this Agreement.

CONSULTANT will keep all books, records, accounts and documents pertaining to this Agreement separate from other activities unrelated to this Agreement.

CORRECTIVE MEASURES CONSULTANT will promptly implement any corrective measures required by CITY regarding the requirements and obligations of this Agreement. CONSULTANT will be given a reasonable amount of time as determined by the CITY to implement said corrective measures. Failure of CONSULTANT to implement required corrective measures shall result in immediate termination of this Agreement.

INSURANCE REQUIREMENTS
A. The CONSULTANT, at the CONSULTANT’S own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

1. Workers Compensation Insurance as required by law. The CONSULTANT shall require all subcontractors similarly to provide such compensation insurance for their respective employees. Any notice of cancellation or non-renewal of all Workers’ Compensation 1735
policies must be received by the CITY at least thirty (30) days prior to such change or at least ten (10) days if due to non-payment or premium. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising from work performed by the CONSULTANT for CITY.

2. General Liability Coverage. The CONSULTANT shall maintain commercial general liability insurance in an amount of not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

3. Automobile Liability Coverage. The CONSULTANT shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the CONSULTANT arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence.

4. Professional Liability Coverage. The CONSULTANT shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from the CONSULTANT ‘S operations under this Agreement, whether such operations be by the CONSULTANT or by its employees, subcontractors, or subconsultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-peroccurrence basis. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have at least the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of PRO CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.

B. Endorsements. Each general liability, automobile liability and professional liability insurance policy shall be issued by a financially responsible insurance company or companies admitted and authorized to do business in the State of California, or which is approved in writing by City, and shall be endorsed as follows. CONSULTANT also agrees to require all contractors, and subcontractors to do likewise.

1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONSULTANT, including materials, parts, or equipment furnished in connection with such work or operations.”

2. This policy shall be considered primary insurance as respects the CITY, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by the CITY, including any self-insured retention the CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

4. The insurer waives all rights of subrogation against the CITY, its elected or appointed officers, officials, employees, or agents.

5. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents, or volunteers.
1736

6. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the CITY, or after ten (10) days’ notice if due to non-payment of premium.

C. CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this agreement. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

D. Any deductibles or self-insured retentions must be declared to and approved by the CITY.

At the CITY’s option, the CONSULTANT shall demonstrate financial capability for payment of such deductibles or self-insured retentions.

E. The CONSULTANT shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the CITY at all times during the term of this Agreement.

F. Failure on the part of the CONSULTANT to procure or maintain required insurance shall constitute a material breach of contract under which the CITY may terminate this Agreement pursuant to Section 11 above.

G. The commercial general and automobile liability policies required by this Agreement shall allow CITY, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director.

CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement.

Should CITY pay the SIR or deductible on CONSULTANT’S behalf upon the CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such amounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.

USE OF OTHER CONSULTANTS CONSULTANT must obtain CITY’s prior written approval to use any sub-consultants while performing any portion of this Agreement. Such approval must include approval of the proposed consultant and the terms of compensation.

FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONSULTANT for anything done, furnished or relating to the CONSULTANT’S work or services. Acceptance of payment shall be any negotiation of the CITY’S check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONSULTANT, its employees, sub-consultants and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the CONSULTANT, its employees, sub-consultants and agents.
1737
CORRECTIONS In addition to the above indemnification obligations, the CONSULTANT shall correct, at its expense, all errors in the work which may be disclosed during the CITY’s review of the CONSULTANT’S report or plans. Should the CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by the CITY, and the cost thereof shall be charged to the CONSULTANT. In addition to all other available remedies, the CITY may deduct the cost of such correction from any retention amount held by the CITY or may withhold payment otherwise owed CONSULTANT under this Agreement up to the amount of the cost of correction.

NON-APPROPRIATION OF FUNDS Payments to be made to CONSULTANT by CITY for services preformed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that CITY does not appropriate sufficient funds for payment of CONSULTANT‘S services beyond the current fiscal year, the Agreement shall cover payment for CONSULTANT’S services only to the conclusion of the last fiscal year in which CITY appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

NOTICES All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

CITY CONSULTANT
City of Hermosa Beach
1315 Valley Drive
Hermosa Beach, CA 90254
ATTN: Lisa Nichols
RJM Design Group, Inc.
31591 Camino Capistrano
San Juan Capistrano, CA 92675
ATTN: Zachary Mueting
Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. Courtesy copies of notices may be sent via electronic mail, provided that the original notice is deposited in the U.S. mail or personally delivered as specified in this Section.

A. SOLICITATION CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’S bona fide employee, 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 CONSULTANT’S bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.

B. THIRD PARTY BENEFICIARIES This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party.

There will be no incidental or other beneficiaries of any of CONSULTANT’S or CITY’s obligations under this Agreement.

C. INTERPRETATION This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.
1738
D. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written.

F. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment with signatures of all parties to this Agreement. CITY’s City Manager, or designee, may execute any such amendment on behalf of CITY.

ACCEPTANCE OF FACSIMILE OR ELECTRONIC SIGNATURES The Parties agree that this Contract, agreements ancillary to this Contract, and related documents to be entered into in connection with this Contract will be considered signed when the signature of a party is delivered by facsimile transmission or scanned and delivered via electronic mail. Such facsimile or electronic mail copies will be treated in all respects as having the same effect as an original signature.

FORCE MAJEURE Should performance of this Agreement be impossible due to fire, flood, explosion, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ control, then the Agreement will immediately terminate without obligation of either party to the other.

TIME IS OF ESSENCE Time is of the essence to comply with dates and schedules to be provided.

ATTORNEY’S FEES The parties hereto acknowledge and agree that each will bear his or its own costs, expenses and attorneys' fees arising out of and/or connected with the negotiation, drafting and execution of the Agreement, and all matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled.

STATEMENT OF EXPERIENCE By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public agency.

OWNERSHIP OF DOCUMENTS It is understood and agreed that the CITY shall own all documents and other work product of the CONSULTANT, except the CONSULTANT’S notes and workpapers, which pertain to the work performed under this Agreement. The CITY shall have the sole right to use such materials in its discretion and without further compensation to the CONSULTANT, but any re-use of such documents by the CITY on any other project without prior written consent of the CONSULTANT shall be at the sole risk of the CITY. 1739
USE OF LOGO The CITY grants the CONSULTANT permission to use its name, logo and/or trademark in deliverables produced by the CONSULTANT on the behalf of the CITY, such as written reports, presentation slides, press releases, social media graphics, and other public outreach materials. The CITY’s prior review of artwork and written approval is required for any use of CITY logo. CITY will provide an electronic copy of the most current logo to the CONS for use in materials. They will, in turn, only use the most current logo of the CITY.

DISCLOSURE REQUIRED (CITY and CONSULTANT initials required at one of the following paragraphs)
By their respective initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is a “consultant” for the purposes of the California Political Reform Act because CONSULTANT’s duties would require him or her to make one or more of the governmental decisions set forth in Fair Political Practices Commission Regulation 18700.3(a) or otherwise serves in a staff capacity for which disclosure would otherwise be required were CONSULTANT employed by the CITY. CONSULTANT hereby acknowledges his or her assuming-office, annual, and leavingoffice financial reporting obligations under the California Political Reform Act and the CITY’s Conflict of Interest Code and agrees to comply with those obligations at his or her expense. Prior to CONSULTANT commencing services hereunder, the City’s Manager shall prepare and deliver to CONSULTANT a memorandum detailing the extent of CONSULTANT’S disclosure obligations in accordance with the CITY’s Conflict of Interest Code.

CITY Initials ______
CONSULTANT Initials ______
OR
By their initials next to this paragraph, CITY and CONSULTANT hereby acknowledge that CONSULTANT is not a “consultant” for the purpose of the California Political Reform Act because CONSULTANT’S duties and responsibilities are not within the scope of the definition of CONSULTANT in Fair Political Practice Commission Regulation 18700.3(a) and is otherwise not serving in staff capacity in accordance with the City’s Conflict of Interest Code.

CITY Initials ______
CONSULTANT Initials ______
COMPLIANCE WITH COVID-19 VACCINATION POLICY All CONSULTANT’S employees, agents, officers and subcontractors who will be physically present in the City and have contact with City officials and employees or with the public shall be fully vaccinated from COVID19. CONSULTANT agrees to certify in writing to CITY that it complies with the foregoing.

IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.

CITY OF HERMOSA BEACH CONSULTANT
1740
[MAYOR/CITY MANAGER] By: NAME/TITLE
ATTEST:

Myra Maravilla, City Clerk Taxpayer ID No.

APPROVED AS TO FORM:

Michael Jenkins, City Attorney
1741

EXHIBIT A

PARKS AND RECREATION MASTER PLAN

SCOPE OF SERVICES
The City of Hermosa Beach is seeking highly qualified professional Consultants to enter into a Professional Services Agreement for the preparation and development of a Parks and Recreation Master Plan for the City of Hermosa Beach.

The successful Consultant will be expected to provide Parks and Recreation Master Planning services including, but not limited to:

6. Community Engagement
Hermosa Beach has a highly engaged community and anticipates that a high-level community engagement effort with both virtual and in-person tactics will be necessary in the successful update of its Parks and Recreation Master Plan. The City encourages proposers to include the use of technology beyond email and social media in soliciting input and to organize and lead community wide workshops, town halls, and/or walking tours.
• Conduct Working Group meetings.
• Conduct Focus Group meetings, to be organized by geography or recreational activity.
• Conduct Project Team meetings.
1743
• Conduct meetings with LA County, Beaches and Harbor, as required. • Prepare and analyze the results of an online community survey. • Develop content and promotional materials for the project including flyers, website and social media content, and handouts.
• Prepare for and present materials at:
o at least one (1) meeting of the Parks, Recreation, and Community Resources Advisory Commission.
o at least one (1) meeting of the Public Works Commission. o a joint meeting of the Public Works Commission; Parks, Recreation and Community Resources Advisory Commission, and City Council (total of one meeting).
o a separate meeting to the Hermosa Beach City Council to consider adoption (total of one meeting).

7. Additional Tasks
Proposers should incorporate the following add-on tasks into their Approach and Budget should the need arise for the City to request additional project management support.

These should be itemized in the budget on a per meeting or per unit basis. • Additional community engagement tactics.
• Attendance at Informal Events or Presentations to Community Organizations. • Additional Presentations to City Commissions or Council 1744
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 22-0759
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of November 29, 2022

ANALYSIS OF RISK-POOL INSURANCE MEMBERSHIP OPTIONS AND RECOMMENDATION TO

WITHDRAW FROM INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY (ICRMA) AND JOIN CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (CJPIA) FOR THE 2023-2024

FISCAL YEAR
(Human Resources Manager Vanessa Godinez)
Recommended Action:

Staff recommends City Council:

1. Adopt a Resolution to withdraw from Independent Cities Risk Management Authority (ICRMA) for property, excess liability, and excess workers’ compensation coverage, providing ICRMA with the final withdrawal notice on or before December 1, 2022 that is effective July 1, 2023 (Attachment 1); and

2. Direct staff to proceed with the underwriting process and return to City Council with a resolution to join California Joint Powers Insurance Authority (CJPIA) for property, excess liability, and excess workers’ compensation coverage effective July 1, 2023.

Executive Summary:

The City of Hermosa Beach currently contracts with the Independent Cities Risk Management Authority (ICRMA) for insurance and risk management products and programs. To ensure costeffective service delivery and reduction of financial risk, staff worked with an independent broker, AP Keenan & Associates, to conduct a risk pool comparison. This report presents the results of the analysis and recommends City Council direct staff to proceed with withdraw from ICRMA and completion of the underwriting process to join California Joint Powers Insurance Authority (CJPIA) effective July 1, 2023.

Background:

The City of Hermosa Beach has been a member of Independent Cities Risk Management Authority (ICRMA) since 1985. ICRMA is currently comprised of 15 Southern California cities including Adelanto, Bell, Downey, El Monte, El Segundo, Fullerton, Glendora, Hawthorne, Hermosa Beach, Huntington Park, Inglewood, Lynwood, San Fernando, Santa Ana, and South Gate. Since the City last completed a market check, four members have left ICRMA and three cities have joined.

The City is enrolled in the self-insured risk-sharing pool for excess general liability and excess City of Hermosa Beach Page 1 of 5 Printed on 11/29/2022 powered by Legistar™1745
Staff Report
REPORT 22-0759
The City is enrolled in the self-insured risk-sharing pool for excess general liability and excess workers’ compensation programs, along with property, cyber, and crime programs. The term ‘risk sharing pool’ refers to the pooling of risks among a group of entities, generally in a Joint Powers Authority (JPA). Member cities join to share losses within the pooled layer. The annual premium amount each member pays for programs is based on the actuarial estimates of what will be needed to fund the claims for a given program year.

To ensure cost-effective service delivery and reduction of financial risk, staff recommended the City conduct a study of the various insurance options available. At its May 10, 2022 meeting, City Council authorized staff to proceed with the risk pool comparison and issued a Notice of Intent to Withdraw Membership from ICRMA. The notice, required by ICRMA Bylaws, was filed to preserve the City's right to withdraw from ICRMA if the study shows the City would be better off with another option. The due-diligence analysis is complete, and the City now has the appropriate information to make an informed decision regarding the best insurance option.

Past Council Actions
Meeting Date Description
May 10, 2022 City Council adopted a resolution providing notice of the City’s intent to withdraw from the Independent Cities Risk Management Authority (ICRMA).

Analysis:

Over the past six months, staff has worked with independent broker, AP Keenan & Associates, to assist in retrieving information to conduct the risk pool comparison. The information from the risk pools was gathered through interviews with representatives and brokers, review of information on the risk pools’ websites, and the City’s experience with its current pool. The risk pool analysis included a comparative review of the governance, services available to members, risk pool philosophy, contribution, and claims administrators. A Risk Pool Analysis Comparison Chart is included as Attachment 2.

In conducting the risk pool comparison, staff requested a cost indication from the Public Risk Innovation, Solutions and Management PRISM (formerly California State Association of Counties Excess Insurance Authority-CSAC EIA), California Joint Powers Insurance Authority (CJPIA), and California Insurance Pool Authority (CIPA) to compare against Independent Cities Risk Management Authority (ICRMA). CIPA declined to quote as they only add one member per year.

The City received indications from CJPIA and PRISM. The indications are for the current 2022-2023 fiscal year. The indications are compared against the actual coverage contribution the City made to ICRMA for fiscal year 2022-2023. Due to the current hard insurance market and the final notice City of Hermosa Beach Page 2 of 5 Printed on 11/29/2022 powered by Legistar™1746
Staff Report
REPORT 22-0759
ICRMA for fiscal year 2022-2023. Due to the current hard insurance market and the final notice requirement by ICRMA of December 1, 2022, CJPIA and PRISM are not able to provide an indication for the fiscal year 2023-2024. It is anticipated property, liability, and cyber program premiums will increase for fiscal year 2023-2024 due to the nationwide catastrophic property losses, loss of capacity in the market due to increasing interest rates and the increasing jury awards in California.

After completing the risk pool comparison, staff has determined that CJPIA provides the best value in terms of mitigating the City’s level of risk and liability, while delivering high quality risk management training and loss control services. Should City Council accept staff’s recommendation, staff would proceed with the additional underwriting requirements from CJPIA, which include department interviews with staff, an inspection of City locations, and the approval from the CJPIA governing committees. It is anticipated the exposures of the City are in line with the other CJPIA members and it would not pose an issue with acceptance into CJPIA.

CJPIA is a primary pool providing excess coverage options and proactively reaches out to members, while ICRMA is an excess pool that is highly responsive to member requests. The CJPIA Board of Directors is comprised of one City Council representative per member. If City Council decides to join CJPIA, a Hermosa Beach City Councilmember would be required to serve on the Board of Directors for CJPIA. The Board of Directors meets once annually and elects a nine-member Executive Committee from its members. The Executive Committee provides the day-to-day governance for CJPIA. There are additional committees outlined in the analysis where City staff can participate.

If the City joins CJPIA, the City would have an increase in limits for liability coverage and access to risk management resources with a CJPIA Senior Risk Manager designated to work in partnership with City staff. CJPIA would meet the risk management staff to develop a three-year Loss Control Action Plan for the City designed to improve risk management and safety. Most of the resources available for property, excess liability, and excess workers’ compensation are included with the program with limited items that have a cost share or additional cost. The training resources available include over 800 online trainings, virtual classroom trainings, annual education training, live training and inspections.

There is an estimated cost savings to the City in joining CJPIA which may increase with each year due to the reduction of the administrative fees required by ICRMA for all member cities withdrawing from the pool.

ICRMA is currently in year six of ten of the liability program assessment. Therefore, the City would be required to continue to pay ICRMA the remainder of the assessment, which is $163,277 per year for four years. In addition, ICRMA withdrawal requirements include paying a percentage of the pool administration fees for the next three years, which are $159,539 per year for three years; the estimates are included in Attachment 2.

City of Hermosa Beach Page 3 of 5 Printed on 11/29/2022 powered by Legistar™1747
Staff Report
REPORT 22-0759
The staff recommendation is to join CJPIA for property, excess liability, and excess workers’ compensation effective July 1, 2023. If approved, ICRMA bylaws require the City Council adopt a resolution to withdraw from its program before December 1, 2022. Staff would then proceed with the underwriting process with CJPIA. After the underwriting process is completed and if the City Council approves the recommendation, staff would prepare a resolution for the City Council’s approval to join California Joint Powers Insurance Authority effective July 1, 2023.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Governance Element
Goal 1. A high degree of transparency and integrity in the decision-making process.

Policy:
· 1.2: Strategic planning. Regularly discuss and set priorities at the City Council and management level to prioritize work programs and staffing needs.

Fiscal Impact:

The City’s overall cost of excess general liability, excess workers compensation, and other insurance programs and fees would be reduced while increasing the services and resources available to the City. The comparison is based on indications for the Fiscal Year 2022-2023 and actual contribution to ICRMA.

Fiscal Year 2022-2023 premium contribution to ICRMA for all programs was $1,587,541. Based on the Fiscal Year 2022-2023 indications provided by CJPIA, the estimated premium contribution is $1,298,540, which results is an estimated annual savings of approximately $289,001. After considering the ICRMA-required continuing costs for the remaining four years, the estimated annual savings is $129,462.

Attachments:

1. Resolution of the City of Hermosa Beach, California Notice to Withdraw from Independent Cities Risk Management Authority (ICRMA) Effective July 1, 2023

2. Risk Pool Analysis Comparison Chart

3. PRISM Menu of Services

4. Link to May 10, 2022 City Council Staff Report
City of Hermosa Beach Page 4 of 5 Printed on 11/29/2022 powered by Legistar™1748
Staff Report
REPORT 22-0759
Respectfully Submitted by: Vanessa Godinez, Human Resources Manager Noted for Fiscal Impact: Viki Copeland, Finance Director Legal Review: Mike Jenkins, City Attorney
Approved: Suja Lowenthal, City Manager
City of Hermosa Beach Page 5 of 5 Printed on 11/29/2022 powered by Legistar™1749

Page 1 of 1 ends

CITY OF HERMOSA BEACH
RESOLUTION NO. 22-

A RESOLUTION OF THE CITY OF HERMOSA BEACH, CALIFORNIA, NOTICE

TO WITHDRAW FROM INDEPENDENT CITIES RISK MANAGEMENT
AUTHORITY (ICRMA) EFFECTIVE JULY 1, 2023
WHEREAS, cities have determined there is a need for affordable property and liability and workers’ compensation coverages by combining their respective efforts to establish, operate and maintain Joint Power Authorities for Property and Liability coverages and workers compensation coverage;
WHEREAS, Title I, Division 7, Chapter 5, Article I (Section 6500 et seq.) of the Government Code of the State of California authorizes joint exercise by two or more public agencies of any power common to them;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. The City Council declares its withdrawal of membership from Independent Cities Risk Management Authority JPA effective July 1, 2023, PASSED, APPROVED and ADOPTED on this [add day of council meeting] day of November 29, 2022.

Michael Detoy
PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, CA ATTEST: APPROVED AS TO FORM:
________________________________ ________________________________ Myra Maravilla Michael Jenkins
City Clerk City Attorney
1750
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
Membership Obligations
Commitment Period 3 Years 3 years 1 Year
Mandatory Coverages Excess Liability and Cyber General Liabilty None Pool Member Responsibilities
Appointment of City Rep/Alternate(s), Participation
on Board, Prompt reporting of claims, Prompt
reporting of UW data, and active participation in
Risk Control
Governance
Mission
ICRMA is the risk management partner of choice
for public entities in California, providing cost
stabilization and effective risk solutions to
members. We achieve this through: Active and
proactive Board that is willing to take ownership
and make difficult decisions; Providing members a
voice and an element of local control; Long-term
financial sustainability and deliberate financial
decision making; Innovative, Proactive Risk
Management Think Tank providing diverse
expertise and responsive customer service; and
Customization / Flexibility / Adaptability of service
offerings.

Providing Innovative Risk Management Solutions
for Our Public Agency Partners.

PRISM is a member-directed risk sharing pool of
public agencies committed to providing risk
coverage programs and risk management services,
which drive member stability, efficiency, and best
practices.

Board
Every Member has a seat on the Board (15
Members). In addition, each member is permitted
to appoint one or more alternates, who may vote
in the absence of the regular Board member.

The Board of Directors consists of one
representative selected from the governing body
of each member. Board meets annually in July and
elects the Authority president, vice president, and
other Executive Committee members.

Each County Member has a seat on the Board (55
County Board Members). Non-county members
have 7 elected representative Board Member
seats with 3 Alternates.

Committees
Claims Committee and three Ad Hoc Committees -
Growth/Vendor Review/Executive Recruitment.

Executive - Nine members (president, vice
president, seven at-large directors); provide dayto-day policy direction to Authority's staff.

Managers - meets quarterly; comprised of
managers and chief executives providing
recommendations to EC and staff on programs
and service delivery. Finance Officers - meets
quarterly; advises on investment policy and
performance, budget, cost allocation, and general
finance-related issues. Risk Managers - meets
quarterly; supports the multi-faceted roles of risk
managers.

General Liability 1 and Excess Workers'
Compensation are govered by the board of
directors
Property is govered by Property Committee
Pool Location Irvine, CA La Palma, CA Folsom, CA
1751
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
Type of Pool
Excess Primary with Excess Options Excess with Primary Options Philosophy
Allows members to manage their larger retentions
with excess reporting. Pool has risk management
and loss control services that are provided upon
member request. When services requested, they
are responsive.

The California JPIA originated as a primary pool,
expanding over time to offer excess options. The
Authority's philosophy is rooted in its mission to
provide innovative risk management solutions
comprising the Authority's risk management
strategic approach called LossCAP (loss control
action plan). An enduring LossCAP principle is its
emphasis on relationships , including addressing a
member experiencing serious operational issues
through its Healthy Member Protocol program.

Allows members to manage their larger retentions
with excess reporting. Risk management and loss
control services provided upon member request.

Type of Entities in Program
Types of Entities in Pool
Cities only currently. Governing documents allow
public agencies. Cities and Special Districts Any Public Agency in CA and Some Other States 15 Cities 124
300 Direct members representing 2,300 Public
Entities. 145 CA cities are direct members with
additional cities that are members of JPAs.

Contribution Allocation Policy(s)
Excess General Liability
Last 10 completed years of losses with 70% based
on loss history and 30% based on payroll exposure.

Cost allocation formula based on 5-year look back;
limiting high-severity claims to $1M per
occurrence; adding IBNR to all claims based on
actuarial study; limiting the amount of year-overyear change within a volatility band currently set to +15% and -7.5%.
7 years of loss data. Losses are not capped and
there is no cap on how much the ex-mod can
move in one year. The members are compared
to each other including a credibility factor based.

Excess Workers' Compensation
Last 10 completed years of losses with 70% based
on loss history and 30% based on payroll exposure. Same Calculation Same Calculation Property
Property and APD programs allocate based on the
amount of exposure each city brings to each
respective program: Total Insured Values &
Vehicle Values. Same Calculation Same calculation
Responsibilities If Leave Pool
Pool Administrative Costs After Leaving
1st year - 100% of HB pro-rata share; 2nd year -
50% of HB pro-rata share; 3rd year - 25% of HB prorata share NoneNone. If a member leaves, they cannot apply to return for 3 years.
1752
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
Assessments
If declared by Board, member is responsible for prorata share in the year(s) of participation for which the assessment is declared regardless of current
membership.

If declared by the Executive Committee, member
is responsible for their allocated share of costs
If declared by Board, member is responsible for
pro-rata share in the year(s) of participation for
which the assessment is declared regardless of
current membership.

Current Assessment Status
Year 6 of 10 Year Assessment - Approx $163K
Annually to HB for next 4 years. No Current Assessment to Members No Currrent Assessment to Members Return of Net Assets (Rebate)
Members receive returns if it is declared by the
authority and the member participated in the
program and year(s) for which there is a return of
funds.

Members receive returns if it is declared by the
authority and the member participated in the
program and year(s) for which there is a return of
funds. There has only been one equity return to
members in 2020.

Members receive returns if it is declared by the
authority and the member participated in the
program and year(s) for which there is a return of
funds.

Premium/Contributions
Liability $ 1,217,534 $ 741,500 $ 760,000
Property $ 48,636 $ 94,100 $ 59,650
Auto Physical Damage $ 11,567 $ 19,500 Incl. with Property Crime $ 1,473 $ 1,326 $ 6,000
Cyber $ 13,050 Included Not Quoted - Est >$50,000
Terrorism $ 1,337 Included Included
Risk Management Program Fund $ 5,000
Earthquake (not part of ICRMA - Separate placement) $ 34,014 $ 34,014 Included Excess Workers' Compensation $ 254,930 $ 408,100 $ 216,500 Program Cost $ 1,587,541 $ 1,298,540 $ 1,117,150
**ICRMA 1st Year Administrative Cost Est. $ 159,539 $ 159,539 ICRMA Assessment $ 163,277 $ 163,277 $ 163,277
P&C Program Cost Est. $ 1,750,818 $ 1,621,356 $ 1,439,966 Limits
Liability $35,000,000 $50,000,000 $35,000,000
Property $250,000,000 shared limit $500,000,000 shared limit $600,000,000 shared limit Auto Physical Damage Shared pool aggregate $5,000,000 Included in the Property program limit Included in the Property program limit Crime
$10,000,000 per occurrence
$500,000 social engineering. Shared pool
aggregate.
$1,000,000 to $5,000,000 per Member (as
selected by Member); options available:
$1,000,000; $2,000,000; $3,000,000; $5,000,000 $15,000,000 Cyber $1,000,000 1,000,000 per member/1,000,000 per member aggregate Subj. to underwriting requirements Terrorism $10,000,000 per occurrence/program aggregate $100,000,000 Included in the Property program limit Excess Workers' Compensation
Statutory
$1,000,000 Employers Liability
Statutory
$10,000,000 Employers Liability
Statutory
$5,000,000 Employers Liability
Retention
Liability $250,000 $250,000 $250,000
Property $10,000 $10,000 $25,000
1753
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
Auto Physical Damage $10,000
$10,000 emergency vehicles
$2,500 all other vehicles
$15,000 veh with RCV >$250,000
$25,000 veh with RCV <$250,000
Crime $25,000
$5,000 to $100,000 per occurrence (options:
$5,000; $10,000; $25,000; can also offer $50,000;
$75,000; $100,000)
$25,000 per occurrence
Buy-Down to $2,500 Ded Available
Cyber Shared pool aggregate $5,000,000 $250,000 Subj. to underwriting requirements Terrorism Nil No retention Same as property
Excess Workers' Compensation $500,000 $500,000 $500,000 Services
Services through the programs can be
included, pre-negotiated rates or the
member has to pay for independently Services Included Services Included Services Included Analyze contracts indemnification language and
insurance requirements
Analyze contracts indemnification language and
insurance requirements
Analyze contracts indemnification language and
insurance requirements
DMV Pull Program DMV Pull Program DMV Pull Program
Pre-employment Screenings - help with scheduling
appointments and job evaluations. Member pays
for the medical appointment.

Employment Intervention. Includes the ability to
call an EPL attorney to roundtable topics. Employment Law Program EPL Resource Center - Limited responses to HR and
Cyber questions offered through Zywere formerly
Enquiron
Recommend and provide customized training
including topic specific Academies and Annual
Education Forum.

Member Services department to ensure members
are aware of all resources available
ICRMA University provides local live trainings to
members with topics supporting better risk
management programs for liaiblity and workers'
compensation
Proactively monitor new and emerging risks
unique to each agency
Staff Resources - staff develops and delivers a
training to member(s) based on member requests
Claims Audits (Biannual) for WC and Liability on
alternating years so there is a claims audit every
year.

Review open claims & help develop loss mititation
strategies
Identify, evaluate and discuss agency risk
exposures
Cyber: Sample IT policies, Data Breach Coach,
Password Defense, Online Training
Help implement a customized Loss Control Action
Plan (LossCAP)
Please see attached training and services matrix
from PRISM included as Attachment 2.

Tenant User Liability Insurance Program
Serve as a liaison to help members access
Authority resources and programs
Investment Policy Review Risk Technician Program
Risk control worksheets and recommendations to
reduce losses including including on-site visits and
availability of local training through Risk Control
Director. Root Cause Analysis
Cost Share or Reduced Pricing Cost Share or Reduced Pricing Cost Share or Reduced Pricing Rent -A-Risk Manager . Hire personnel to support
risk management at an hourly rate.

Sidewalk Inspection and Repair Services
(Preferred pricing)
Each member in a major program receives $2,000
subsidy per major program per year.
1754
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
Member funded Risk Management Fund.

Members can contribute up to $5,000 annually
with total fund balance capped at
$25,000/member
Americans with Disabilities Act Assistance
Program. The Authority is making capital
improvement matching funds available for
inspections; development of transition and barrier
removal plans; review of policies, procedures, and
practices; use of accessibility management
software.

Enterprise Risk Management program - members
can hire experienced CA PE risk managers to help
with workers' compensation, liabiilty or property.

Anti-Harassment Training, art work appraisal, CalOsha reporter, conference attendance, CPR training, defensive driving training, ER center
computer, ER evacuation chair, ergonomic
equipment, ergonomic services/training, forklift
training, HAZWOPER training, HR classification and
comparative analysis, PR services not covered by
Crisis Response Program, Risk control services,
Safety trainings videos/DVDs, Standing desk, Title II
(ADA) Evaluation and transition plan, traffic control
guide.

Actuarial Services for Member SIR
Actuarial Studies - Provides rates for members' selfinsured retentions for utilization at the members' discretion. Reduced pricing for Bickmore to complete services On-Liine Training
Videos/DVDs and on-line RM training and
resources also available through Gallagher and
Safety National
The Authority offers approximately 800 selfpaced, E-Learning courses. In addition to ELearning, the Authority's comprehensive training program includes in-person classroom training;
virtual classroom; short takes; academies; and the
annual educational forum.

Target Solutions On-Line Training with the majority
is public agency specific.

Appraisals
Every 5 years most recently completed for the City
18/19 Every 5 years
Every 3 years for property locations in excess of
$250,000.

Defense Attorney Panel Yes Yes. None
Cyber
Sample IT policies, Data Breach Coach, Password
Defense, Online Training
Cyber resources are offered through the cyber
carrier's eRiskHub, which includes breach coach
services; sample IT policies; online training;
password protection.

Sample IT policies, Data Breach Coach, Password
Defense, Online Training. Carrier provides a panel
of consultants with pre-negotiated rates for
members to help with MFA and personal access
management (PAM)
Third Party Claims Administrator
1755
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
Philosophy
Allows members to manage their own claims with
minimal involvement unless the claim starts going
in a negative direction. They have limited freedom
to choose their own TPA. Very involved in claims administration Allows members to manage their own claims with
minimal involvement unless the claim starts going
in a negative direction.

Workers' Compensation AdminSure Athens
Primary - Panel for Member to Select from. Excess
- Member allowed to select
Liability Carl Warren Company Carl Warren
Primary - Panel for Member to Select from. Excess
- Member allowed to select
Property Carl Warren Company Sedgwick - property program Primary - Panel for Member to Select from. Excess
- Member allowed to select
Coverage Advantages
Property Property coverage includes Flood.

Flood & Earthquake included for additional
contriubtion
Property includes Flood. Eqrthquake needs to be
added location by location.

Liability
Reservation of rights letter issued at onset of claim.

At mediation or settlement the City contributes for
the uncovered cause of loss or damage(s)
With respect to a Claim for which the Authority
has determined that only a portion is
encompassed by this Program, the Authority shall
cause the Program to fund any Defense to the
Claim against the Member and any settlement or
final judgment of that Claim, subject to the
reservation by the Authority of the right to
recover from the Member any amounts paid by
the Authority for such settlement or final
judgment which are paid to claimants for Claims,
or portions thereof, not encompassed by the
Program.

PRISM considers each claim separately and
determines the best course of action specific to
reimbursements. The MOC says we’ll
reimbursement ultimate net loss for covered
claims at the conclusion. That said, if there is a
significant amount of expense being incurred on a
particular loss, we will consider doing interim
reimbursements. Coverage needs to be
considered. Oftentimes, non-covered items will be
dismissed ffrom the claim, like punitive damages
and that won’t delay reimbursement. If more
substantial coverage issues exist, PRISM will
consider whether they have been able to reach an
agreement on the coverage and an agreed upon
split of covered versus uncovered allegations and
damages. There can be interim reimbursements if
a split is agreed upon between PRISM and the
member. If a split cannot be agreed upone
betwenn PRISM and the member for non-covered
items, there will be no interim reimbursements
and the claims will be taken to Committee to
obtain direction regarding coverage and
reimbursement. This is consistent with PRISM's
past practices.

Additional Underwriting Steps
1756
Independent Cities Risk Management Authority
(ICRMA) - 2022/2023 Actual Contribution
California Joint Powers Insurance Authority
(CJPIA) - Indication for 2022/2023*
Public Risk Innovation Solutions and
Management (PRISM) - Indication for
2022/2023*
None
Complete Independent Risk Management
Evaluation (IRME), including providing documents,
interviews and inspections.

Finish Underwriting requirements including
completion of Cyber application and approval
through Underwriting Committee.

Notes
*Indication only for 2022/2023. There is no guarantee or representation made for 2023/2024 due to the exceptionally hard insurance market due to national and international catastrophic property losses, social justice jury findings in CA and equity investors leaving the re insurance markets due to interest rates further reducing capacity for reinsurers. ** ICRMA Administrative Costs - Exiting Fee: $159,539 - year 1 (@ 100% expriring admin fees); $79,769 - year 2 (@50%); $39,885 - year 3 (@25%) 1757
Menu of Services
&
Partner Programs
For more information, contact:

Member Services Department
916.850.7300
[email protected]
Covering all spectrums of risk since 1979.
1758
Catastrophic Claims Management (WC) - When a catastrophic claim occurs, services are available to allow members access to claims professionals whose expertise is managing the claim.

Claims Audits - Contracted independent claims auditors review claims in accordance with PRISM's Claims Standards, helping increase Third Party Administrator (TPA) performance. •
Claims Index Reporting - Members of the General Liability and Workers' Compensation programs have access to PRISM's contracted rates to cover all index reporting and inquiries. •
Injury Reporting and Triage Services (WC) - Round the clock access to a first call/first reporting system that provides medical-needs triage at the time of injury, and assistance with completing first report documents. ◊ Investigative Services (WC) - Full-service investigation services include AOE/COE investigations, surveillance, field and background investigations, and SIU/fraud services. ◊
Managed Care Consulting (WC) - PRISM members receive preferential rates for optimize managed care programs through restructuring existing programs and, if needed or required, a competitive bid or RFP process. ◊ Medical Provider Network (MPN) (WC) - PRISM's proprietary MPN provides employer control over the injured worker’s medical care throughout the life of the claim. ◊
Medical Transportation & Language Services (WC) - Fully credentialed drivers and interpreters, proprietary referral management software, and a triple confirmation guarantee. ◊
Medicare Reporting - Receive Center for Medicare/Medicaid query and reporting services to help aid against the potential significant penalties assessed for failure to comply with the Medicare Secondary Payer Act. ◊ Rehabilitation Care (WC) - Sub-acute & post-acute rehabilitation services for people of all ages with medically complex injuries and illnesses. ◊ Return-to-Work Program (WC) - Pre-identified temporary work assignments help employers return employees to work, increasing employee satisfaction and decreasing claim costs. ◊
Structured Settlements - PRISM works with several brokers specializing in resolving complicated Workers' Compensation and General Liability claims via annuities by providing expert assistance with structured settlements.

Subrogation Recovery (GL) - Recover claims dollars from losses caused by the negligent act of a third-party. ◊
Third Party Administrator (TPA) RFP Assistance - PRISM staff in both the Workers' Compensation and Liability Departments are available to help with drafting and reviewing a Request for Proposal, and interviewing. • Claims GL - General Liability Members only;
WC - Workers' Compensation Members only

SYMBOL/DEFINITION
• Included ◊ Negotiated Rate ☐ Hybrid Prices

AVIATION CYBER EAP

DENTAL EIAHEALTH
1759
Risk Control
Background Check Services - Preferred pricing and value-added packages for Employee Background Screening needs of PRISM members. ◊ Checkpoint System - Electronically log check-in points with timestamps to provide documented proof of completed routes. Can also be used for safety inspections and patrols in both corrections and non-corrections environments. ◊ CPR Training Resource - High quality CPR, First Aid, and AED training that members can conveniently coordinate through a single point of contact. ◊ Cyber Security Services - Broad suite of state-of-the-art cyber security services, from the initial Risk Assessment, to Virtual Chief Information Security Officers, Vulnerability Scans, and Managed Security Services. ◊ Drug & Alcohol Testing Consortium - In-network pricing for drug and alcohol tests for DOT/Non-DOT regulated drivers, including access to Medical Review Officers and Substance Abuse Professionals. ◊
Employer Pull Notice (EPN) Program - Proactively monitor employee driving records using a DMV approved EPN agent with just a few clicks. • Fire Apparatus Inspection Software - Created to simplify routine maintenance inspections of fire apparatus and equipment checks via a mobile application, making inspections on-the-go, easy and convenient. ◊ Incident Reporting System - A comprehensive, anonymous incident reporting platform available exclusively for PRISM members. ◊
Law Enforcement Body-Worn Cameras - Access to turn-key body-worn cameras, software, and secure, unlimited cloud services and storage, which include everything your agency needs to get up and running. ◊ Law Enforcement Wellness Program NEW! - Build a Fit-for-Life Wellness Culture emphasizing a Culture First, Individual Second strategy by developing policies and programs to infuse strategic anchors at work. ◊ Physical Abilities Testing - Members can test an applicant’s ability to bend, push, pull, and carry loads to determine if an applicant can meet the physical demands required for the essential functions of their prospective job. ◊ Protective Footwear - Protective, slip-resistant outsoles with patented tread pattern, designed to channel liquids away from the sole. Materials meet the American Society for Testing and Materials (ASTM) F-2413-11 Standard. ◊ Safety Data Sheet (SDS) Management - Efficiently customize and automate SDS libraries across your entire organization and access a comprehensive database of SDS documents to assist in library creation. ◊ Safe School Ambassadors (SSA) - Empower natural student leaders with non-violent communication and intervention skills to create safer environments within the school community. ◊
Soft Tissue Injury Prevention - Help employees reduce sprains, strains, and repetitive motion injuries, which is a crucial component of an integrated occupational health and safety strategy. ◊
Workforce Management Software NEW! - Designed for our fire, law enforcement, EMS members, this software lets administrators coordinate schedules and oversee employee hours. ◊
Workplace Wellness Program - A comprehensive employee wellness program that infuses 6 strategic anchors throughout the workplace. ◊

EQUIPMENT WARRANTY INMATE MEDICAL

GENERAL LIABILITY MEDICAL MALPRACTICE
1760
Actuarial Analyses Subsidy - An annual actuarial subsidy of up to $2k helps offset the cost of actuarial studies for members of the: Excess Workers' Compensation, General Liability 1 & 2, and Medical Malpractice Program 1. ◊ Certificates of Insurance Management - An online certificate of insurance tracking and management system to obtain and record proper evidence of insurance coverage from each organization with whom the members contract. ◊ Crisis Incident Counseling (CIC) Services (WC) - Members have access to CIC Services for employees following an unexpected work-related death of a co-worker at the workplace. •
Crisis Incident Management (CIM) Services - Pre-and post-crisis incident services include webinars, situation assessment, media consulting, communications and message management. PRISM members in the following programs have access to a CIM Policy that will provide up to $50k in services for an accepted claim: EWC, GL1, GL2, Property and Medical Malpractice.☐ Enterprise Risk Consultants (ERC) - This vetted group of risk managers, claims, risk control, finance, IT and HR professionals are available to assist members with special assignments or staff transitions. Each Consultant has undergone a comprehensive application and background check. ◊ Legal Advice Services - PRISM’s General Counsel, Steve Underwood, Esq. is available for consultation on a variety of legal matters, such as: contracts, Brown Act, Public Records Act, litigated matters, and other general governmental issues. •
Property Schedule Maintenance - Property members access property schedules, vendor certificate tracking, and request certificates of insurance via an online portal called AlliantConnect. •
Real Property Program Appraisal Services - Alliant Insurance Services will provide property appraisal services to members of the Property Program.

See Policy Statement Regarding Appraisal Services. ☐
Risk Management Mentor Program (RMMP) NEW! - Provides the opportunity to find a Mentor/ Mentee and share knowledge, coaching, and insights in the area of risk management. •
Risk Management Practitioner Certificate Program - A series of 5, one-day in-person training sessions has been developed in partnership with CPS HR Consulting and is specifically designed for risk management assistants, workers’ compensation specialists, and human resource staff responsible for practical, cost-effective risk management. ◊ School Liability Handbook: Student Activities & Employment Issues - A comprehensive handbook including 5 modules: 1: School Activities and the Law, 2. Protecting and Supervising Students, 3. Additional Risk Management Concerns, 4. Employment Issues for School Districts, and 5.

Forms and Templates; created in coordination with Lozano Smith. • Strategic Planning Facilitation Services - PRISM staff can conduct a JPA's Strategic Planning Session, providing guidance and consultation before, during and after your session. ◊
Risk Management Subsidy - Voluntary subsidy for PRISM members who participate in a major program. Funds can be used for any expense related to the areas of Risk Control and Risk Management (such as PRISM Partner Programs), except for payment of premiums.

Risk Management

LIFE & DISABILITY MASTER CRIME PERSONAL LINES

OWNER CONTROLLED INSURANCE
1761
Training & Resources
Classroom, On-site, & Regional Training Opportunities - Instructorled training in a variety of formats, including classroom-style, on-site, and regional seminars held state-wide on various risk management topics.• Communication Resources - Valuable information to keep you informed and aid you in making important risk management decisions for your organization. •
Contract Review Services - Offered by Alliant Insurance Services in conjunction with the Insurance Requirements in Contracts (IRIC) Manual to assist members with questions related to professional service providers, tenants, contractors and vendor contracts. •
Direct Consultation - Our experienced team of risk control specialists are familiar with regulatory requirements by Cal/OSHA and can help identify your agency's risks and provide customized, cost-efficient solutions. • EAGLE Awards - (Exemplary Achievement in Government Leadership and Enrichment) Awards Program recognizes members for excellence in risk management, promoting an atmosphere to encourage members to strive for excellence and innovation.

Labor Law/Employment Practices Services - Legal consultation provided by the Eyres Law Group on a variety of topics including; the interactive process, performance management, and reasonable accommodations. • Learning Management System (LMS) - An online learning management system by TargetSolutions allows members access to an extensive catalog of web based training sessions for risk management as well as everyday business needs such as Microsoft Suite products. •
PRISMtv - Member-exclusive, 24/7 access to hundreds of webcasts and training on-demand. Webcasts available in 7 different channels: • Risk Assessment Tool - The online self-assessment identifies gaps in risk management and provides reports with links to PRISM online resources. • Streaming Library - Online repository of safety and training videos. • Toolbox - A compendium of resources developed specifically for PRISM members, and covers over 100+ areas of risk management, including: • * = A password is required to access this resource.

Please contact the Risk Control Department for assistance. • Blog
• COVID-19
• EssentiaLink
• Education Connection
• News
• PRISM Risk Control Trainings
• PRISM Member Message Board
• Best Practices Library
• Drug & Alcohol Clearinghouse Guide
• Employment Practices Manuals*
• Essential Job Duties*
• Information Sheets
• Job Safety Analyses*
• Risk Simplified
• Safety Talks: A Tailgate/ Toolbox
Resource* (nearly 300 topics)
• School Liability Handbook: Student
Activities & Employment Issues*
• Utilizing GIS for Road Maintenance
• Educators
• EPL & Liability
• Health & Benefits
• News & Administration
• Risk Control
• Risk Management
• Workers' Compensation

POLLUTION VISION WATERCRAFT

PROPERTY WORKERS' COMPENSATION
1762
www.csac-eia.org

CLAIMS SERVICES

BY PROGRAM
Program
General
Liability 1
General
Liability 2
EIAHealth/Dental
Medical
Malpractice
Property
Primary Workers'
Compensation
Excess Workers'
Compensation

MR OCIP
Catastrophic
Claims
Management
◊ ◊
Claims Audits • • • •
Claims Index
Reporting
• • • •
Injury Reporting and Triage ◊ ◊
Investigative
Services ◊ ◊
Managed Care
Consulting
• ◊
Medical
Provider
Network
◊ ◊
Medical
Transportation
& Language
Services
◊ ◊
Medicare
Reporting
• ◊
Rehabilitation
Care ◊ ◊
Return-to-Work
Program ◊ ◊
Structured
Settlements ◊ ◊ ◊ ◊
Subrogation
Recovery ◊ ◊

TPA RFP
Assistance
• • • •
PRISM offers a wide array of coverage programs.

For a complete listing, check out our website below.

SYMBOL/DEFINITION
• Included ◊ Negotiated Rate ☐ Hybrid Prices
1763
916.850.7300

RISK CONTROL SERVICES

BY PROGRAM
Program
General
Liability 1
General
Liability 2
EIAHealth/
Dental
Medical
Malpractice
Property
Primary Workers'
Compensation
Excess Workers'
Compensation

MR OCIP
Background
Check
Services
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Checkpoint
System ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
CPR Training
Resource ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Cyber
Security
Services
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Drug &
Alcohol Testing
Consortium
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
EPN Program • • • • • • • •
Fire Apparatus
Inspection
Software
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Incident
Reporting ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Law
Enforcement
BWC
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Law
Enforcement
Wellness
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Physical
Abilities Testing ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Protective
Footwear ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Safety Data
Sheet (SDS)
Management
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Safe School
Ambassadors ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Soft Tissue
Injury
Prevention
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Workforce
Management
Software
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Workplace
Wellness ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
1764

RISK MANAGEMENT SERVICES

BY PROGRAM
Program
General
Liability 1
General
Liability 2
EIAHealth/Dental
Medical
Malpractice
Property
Primary Workers'
Compensation
Excess Workers'
Compensation

MR OCIP
Actuarial
Analyses
Subsidy
• •
•
Med Mal
1 members
only
•
Certificates
of Insurance
Management
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Crisis Incident
Counseling
Services
• •
Crisis
Incident
Management
Services
☐ ☐ ☐ ☐ ☐ ☐ ☐ ☐
Enterprise Risk
Consultants ◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Legal Advice
Services
• • • • • • • •
Property
Schedule
Maintenance
•
Real Property
Program
Appraisal
Services
☐
Risk
Management
Mentor Program
• • • • • • • •
Risk
Management
Practitioner
Certificate
Program
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
School
Liability
Handbook
• • • • • • • •
Strategic
Planning
Facilitation
◊ ◊ ◊ ◊ ◊ ◊ ◊ ◊
Risk
Management
Subsidy Funds
• • • • • •
REV 4/20
1765
Member Agency Name
Liability
Program
1 Agoura Hills Primary
2 Agoura Hills/Calabasas Community Center Primary
3 Alhambra Excess
4 Aliso Viejo Primary
5 Apple Valley Primary
6 Area E Disaster Management Primary
7 Arroyo Grande Primary
8 Artesia Primary
9 Atascadero Primary
10 Azusa Excess
11 Bell Gardens Primary
12 Bellflower Primary
13 Big Bear City Community Services District Primary
14 Big Bear Fire Authority Primary
15 Big Bear Lake Primary
16 Bishop Primary
17 Black Gold Community Library System Primary
18 Bradbury Primary
19 Brawley Primary
20 Buellton Primary
21 Calabasas Primary
22 Camarillo Primary
23 Carpinteria Primary
24 Cerritos Primary
25 Chino Hills Primary
26 Claremont Primary
27 Coachella Valley Association of Governments Primary
28 Coachella Valley Conservation Commission Primary
29 Coastal Animal Services Authority Primary
30 Commerce Excess
31 Dana Point Primary
32 Desert Recreation District Primary
33 Diamond Bar Primary
34 Duarte Primary
35 East Sierra Transit Authority Primary
36 El Centro Primary
37 Fillmore Primary
38 Gateway Cities Council of Governments Primary
39 Goleta Primary
40 Grand Terrace Primary
41 Grover Beach Primary
42 Guadalupe Primary
43 Hawaiian Gardens Primary
44 Hemet Excess
45 Hidden Hills Primary
California JPIA Membership List
Report Date: 11/28/2022
1766
Member Agency Name
Liability
Program
California JPIA Membership List
Report Date: 11/28/2022
46 Imperial Primary
47 Indian Wells Primary
48 Indio Primary
49 Irwindale Excess
50 La Canada Flintridge Primary
51 La Habra Heights Primary
52 La Mirada Primary
53 La Palma Primary
54 La Puente Primary
55 La Quinta Primary
56 La Verne Excess
57 Laguna Niguel Primary
58 Laguna Woods Primary
59 Lake Elsinore Primary
60 Lake Forest Primary
61 Lakewood Primary
62 Lawndale Primary
63 Lemon Grove Primary
64 Loma Linda Primary
65 Lomita Primary
66 Los Angeles Interagency Metropolitan Police Apprehension Crime Task Force Primary 67 Los Angeles Regional Interoperable Communications System Primary 68 Malibu Primary
69 Mammoth Lakes Primary
70 Midpeninsula Regional Open Space District Primary
71 Mission Viejo Primary
72 Monrovia Primary
73 Monterey Peninsula Regional Park District Primary
74 Moorpark Primary
75 Morro Bay Primary
76 Mountain Area Regional Transit Authority Primary
77 Needles Primary
78 Norwalk Primary
79 Ojai Primary
80 Orange County Council of Governments Primary
81 Pacific Grove Excess
82 Palm Desert Primary
83 Palos Verdes Estates Primary
84 Palos Verdes Transit Authority Primary
85 Paramount Primary
86 Paso Robles Primary
87 Pismo Beach Primary
88 Pomona Valley Transit Authority Primary
89 Port Hueneme Primary
90 Poway Primary
1767
Member Agency Name
Liability
Program
California JPIA Membership List
Report Date: 11/28/2022
91 Rancho Palos Verdes Primary
92 Rolling Hills Primary
93 Rolling Hills Estates Primary
94 Rosemead Primary
95 Rossmoor Community Services District Primary
96 San Clemente Primary
97 San Dimas Primary
98 San Gabriel Primary
99 San Juan Capistrano Primary
100 San Luis Obispo Excess
101 San Marcos Primary
102 San Marino Primary
103 Santa Clarita Excess
104 Santa Fe Springs Primary
105 Santa Paula Primary
106 Seal Beach Primary
107 Seaside Primary
108 Seaside Community Services District Primary
109 Signal Hill Primary
110 Solvang Primary
111 South El Monte Primary
112 Southeast Area Animal Control Authority Primary
113 Southern California Association of Governments Primary 114 Stanton Excess
115 Temple City Primary
116 Ventura Port District Primary
117 Villa Park Primary
118 Vista Excess
119 Walnut Primary
120 West Cities Police Communications Center Primary
121 West Covina Excess
122 West Hollywood Excess
123 Westlake Village Primary
1768
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
REPORT 22-0762
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of November 29, 2022

UPCOMING VACANCY-REPRESENTATIVE TO THE

LOS ANGELES COUNTY WEST VECTOR AND

VECTOR-BORNE DISEASE CONTROL DISTRICT BOARD
(City Clerk Myra Maravilla)
Recommended Action:

Staff recommends City Council:

1. Direct the City Clerk to return to the regular City Council meeting of December 13, 2022 with an item to appoint incumbent and sole applicant Jim Fasola as the Hermosa Beach representative to the Los Angeles County West Vector and Vector-Borne Control District Board for a new two-year term ending December 31, 2024; or

2. Direct the City Clerk to re-advertise and request applications through December 31, 2022 and to schedule interviews or recommend an appointment to fill the vacancy on January 10, 2023.

Executive Summary:

At its October 11, 2022 meeting, the City Council directed the City Clerk to advertise and request applications for a Hermosa Beach representative to the Los Angeles County West Vector and VectorBorne Control District Board, to be appointed at the Council meeting of December 13, 2022 for a twoyear term ending December 31, 2024.

A notice inviting applications was placed on the City’s website, posted to the City’s bulletin board, sent to residents who signed up for e-notifications, and published in the Easy Reader on October 2, 2022. The filing deadline to submit an application was Thursday, November 17, 2022. The City received an application from the City’s incumbent representative, Jim Fasola. Therefore, staff recommends City Council either direct staff to prepare a staff report recommending the incumbent be reappointed or re-advertise the position with a new application deadline of 6:00 p.m. on Thursday, December 31, 2022.

Background:

The Los Angeles County West Vector & Vector-Borne Disease Control District (District) was formed in 1944 and consisted of only five square miles. Over the next 72 years, there have been numerous annexations into the District. At the present time, the District covers over 720 square miles, contains City of Hermosa Beach Page 1 of 4 Printed on 11/24/2022 powered by Legistar™1769
Staff Report
REPORT 22-0762
annexations into the District. At the present time, the District covers over 720 square miles, contains 23 cities and unincorporated territory of the County of Los Angeles, and provides services for over 4,600,000 people. This makes the Los Angeles County West Vector & Vector-Borne Disease Control District the second largest vector control district in the State of California by population served.

The District includes the cities of Agoura Hills, Beverly Hills, Calabasas, Culver City, El Segundo, Hawthorne, Hermosa Beach, Hidden Hills, Inglewood, Lawndale, Lomita, the westerly portion of Los Angeles City, Malibu, Manhattan Beach, Palos Verdes Estates, Rancho Palos Verdes, Redondo Beach, Rolling Hills, Rolling Hills Estates, Santa Monica, Torrance, West Hollywood, Westlake Village, and unincorporated territory of the County of Los Angeles.

The District is governed by a Board of Trustees. Each city and county within the boundaries of the District has a right to appoint a representative to the Board. The Board of Trustees establishes District policies and makes budget decisions including that of the salaries and benefits of all District employees. Individual Trustees cannot act independently to change policies, guidelines, or budget items including salaries and benefits. All policy, guideline, and budget changes must be an act of the full Board at a scheduled and publicly posted meeting of the Board of Trustees.

The regular meetings of the Board of Trustees are held once every two months on the second Thursday of the month at 7:30 p.m. at the District's headquarters located at 6750 Centinela Avenue, Culver City. There is a total of six meetings per year (January, March, May, July, September, November).

Past Council Actions
Meeting Date Description
October 11, 2022 City Council directed the City Clerk to advertise the upcoming vacancy through November 17 and report
back on November 29 with the applications submitted
Discussion
Each city and county within the boundaries of the District has a right to appoint a representative to the Board. A Trustee must be a resident and an elector registered to vote of the city from which they are appointed. Appointment term periods are two years each and permanently preset for each city to provide evenly spaced turnover on the Board of Trustees. The present term for the City of Hermosa Beach began on January 1, 2020 and will end on December 31, 2022.

Following City Council’s direction to advertise the upcoming vacancy, a notice inviting applications was placed on the City’s website, posted to the City’s bulletin board, sent to residents who signed up for e-notifications, and published in the Easy Reader on October 2, 2022. The filing deadline to City of Hermosa Beach Page 2 of 4 Printed on 11/24/2022 powered by Legistar™1770
Staff Report
REPORT 22-0762
for e-notifications, and published in the Easy Reader on October 2, 2022. The filing deadline to submit an application was Thursday, November 17, 2022. Staff received one application from the City’s current representative, Jim Fasola (Attachment 1).

Based on the applications received to date, the City Council has two options. It may either direct staff to prepare a staff report for its regular meeting of December 13, 2022 recommending the appointment of Jim Fasola, or it may direct the City Clerk to re-advertise the position with a new application deadline of 6:00 p.m. on Thursday, December 31, 2022 to ensure that all residents and electors have had the opportunity to apply. After the conclusion of the extended application period, City Council may then schedule interviews or recommend an appointment to fill the vacancy at its regular meeting of January 10, 2023.

General Plan Consistency:

This report and associated recommendation have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:

Governance Element
Goal 1. A high degree of transparency and integrity in the decision-making process.

Policies:
· 1.1 Open meetings. Maintain the community’s trust by holding meetings in which decisions are being made, that are open and available for all community members to attend, participate, or view remotely.
· 1.4 Consensus oriented. Strive to utilize a consensus-oriented decision-making process. · 1.7 Diversity of representation. Strive to reflect a comprehensive cross-section of the community in appointments to Commission and Advisory Committees.

Goal 2. The community is active and engaged in decision-making process.

Policies:
· 2.3 Public participation guidelines. Establish parameters and guidelines to ensure public participation is promoted through diverse methods.
· 2.6 Responsive to community needs. Continue to be responsive to community inquiries, providing public information and recording feedback from community interactions.

Fiscal Impact:

The estimated cost of republishing in the Easy Reader is $200. Funds are available in the City Clerk’s Fiscal Year 2022-23 Budget.

City of Hermosa Beach Page 3 of 4 Printed on 11/24/2022 powered by Legistar™1771
Staff Report
REPORT 22-0762
Attachments:

1. Jim Fasola Application

2. Link to October 11, 2022 City Council Staff Report
Respectfully Submitted by: Myra Maravilla, City Clerk
Noted for Fiscal Impact: Viki Copeland, Finance Director Approved: Suja Lowenthal, City Manager
City of Hermosa Beach Page 4 of 4 Printed on 11/24/2022 powered by Legistar™1772
1773
1774
James H. Fasola Resume - 2022
Architect /
Principal
Fasola Architects, Inc.

Principal of architectural firm specializing in custom
residential and commercial buildings.

Responsible for all operations of the firm.
1998 – Present
Education Southern California Institute of Architecture Los Angeles, California
Master of Architecture Degree
January 1991
UCLA
Los Angeles, California
Bachelor of Arts Degree, Business and Economics
September 1983
Community
Service
Hermosa Beach Trustee to the
Los Angeles County West Vector Control District
2019 - Present
Hermosa Beach Little League
Coach and Member of the Board of Directors
2018 - Present
AYSO Region 18
Youth Soccer Coach and Referee
2019 - 2021
Manhattan Beach Planning Commission
Commissioner and Chairman
2007 – 2011
Additional Licensed Architect, State of California
License
Married with two children
1775
City of Hermosa Beach
Staff Report
City Hall
1315 Valley Drive
Hermosa Beach, CA 90254
Staff Report
22-0770
Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of November 29, 2022

TENTATIVE FUTURE AGENDA ITEMS
Attached is the current list of tentative future agenda items for Council’s information.

Attachments:

Tentative Future Agenda Items
City of Hermosa Beach Page 1 of 1 Printed on 11/24/2022 powered by Legistar™1776
November 23, 2022
Honorable Mayor and Members Regular Meeting of
of the Hermosa Beach City Council November 29, 2022

TENTATIVE FUTURE AGENDA ITEMS
MONDAY, DECEMBER 12, 2022 @ 6:00 PM
CERTIFICATION OF COUNTY ELECTION RESULTS;
INSTALLATION OF NEW OFFICERS;
APPOINTMENT OF MAYOR AND MAYOR PRO TEMPORE;

AND COUNCIL COMMITTEE REORGANIZATION
DECEMBER 13, 2022 @ 5:00 PM

INITIAL

DATE CLOSED SESSION
DECEMBER 13, 2022 @ 6:00 PM

PRESENTATIONS

LOCAL CONTEST WINNERS OF THE LOS ANGELES
PUBLIC LIBRARY 2022 CHILDREN’S BOOKMARK CONTEST

CITY MANAGER REPORTS
Police Chief Update

CITY COUNCILMEMBER COMMENTS
Updates from City Council Ad Hoc Subcommittees and Standing Committee Delegates/Alternates

CONSENT CALENDAR
City Council Minutes City Clerk Ongoing
Check Registers Finance Director Ongoing
Los Angeles Fire Services and McCormick Ambulance Monthly Report for October 2022
Emergency Management
Coordinator
Ongoing
Recommendation to receive and file the action minutes of the Parks, Recreation and Community Resources Advisory Commission meeting of November 1, 2022
Community Resources Manager Ongoing
Recommendation to receive and file the action minutes of the Planning Commission meetings of November 2, November 15, and December 5, 2022 Community Development Director Ongoing
Assembly Bill 361 Compliance City Clerk Ongoing
South Bay Workforce Investment Board Quarterly Summary (1st Quarter for 2022-2023)
Chris Cagle, SBWIB Regional
Affairs Manager
Quarterly
Approval of the 2022-2025 Memorandum of Understanding for Police Management Bargaining Group
Human Resources Manager Staff Request
Nov. 23, 2022
Approval of the 2022-2025 Memorandum of Understanding for Management Employee Group
Human Resources Manager Staff Request
Nov. 23, 2022
PUBLIC HEARINGS – 6:30 PM
Public Hearing on Proposed Changes in City of Hermosa Beach Solid Waste, Organic and Recycling Rates for Fiscal Year 2022 through 2032 Environmental Programs Manager Staff Request
Oct. 26, 2022
TA22-02 Zone Text Amendment and Urgency Ordinance to Amend the Hermosa Beach Municipal Code Section 17.04.040 and Chapter 17.21 Regarding ADUs and JADUs and a Determination That the Project is Exempt from the California Environmental Quality Act (CEQA) (Continued from November 29, 2022)
Community Development Director Staff Request
Nov. 15, 2022

MUNICIPAL MATTERS
Award of Contract for On-call Plan Check Services Public Works Director Staff Request Nov. 15, 2022
Award of Contract for Pedestrian Safety and Bus Stop Improvement Project Design Services
Public Works Director Staff Request
Nov. 15, 2022
Appointment of City Representative to the Los Angeles County West Vector and Vector-Borne Control District Board
City Clerk Two-Year Term
City Council Committee Reorganization City Clerk Annual City Council Meeting Schedule for 2023 City Manager Annual FUTURE AGENDA ITEMS – CITY COUNCIL
Future Agenda Items City Manager Ongoing
1777
2 NO MEETING DECEMBER 27, 2022

WINTER BREAK
JANUARY 10, 2023 @ 5:00 PM

INITIAL

DATE CLOSED SESSION
JANUARY 10, 2023 @ 6:00 PM

PRESENTATIONS
ANNOUNCEMENT OF THE WINNER OF THE 13TH ANNUAL PARKING PERMIT ART CONTEST

HERMOSA BEACH CHAMBER OF COMMERCE PRESENTS
REVIEW OF 2022 PROGRAMS AND VISION FOR 2023

CITY MANAGER REPORTS
Police Chief Update

CITY COUNCILMEMBER COMMENTS
Updates from City Council Ad Hoc Subcommittees and Standing Committee Delegates/Alternates

CONSENT CALENDAR
City Council Minutes City Clerk Ongoing
Check Registers Finance Director Ongoing
Revenue Report, Expenditure Report and CIP Report by Project for September and October 2022
Finance Director Ongoing
City Treasurer’s Report and Cash Balance Report for September and October 2022
City Treasurer Ongoing
Los Angeles Fire Services and McCormick Ambulance Monthly Report for November 2022
Emergency Management
Coordinator
Ongoing
Recommendation to receive and file the action minutes of the Planning Commission meetings of December 5, 2022
Community Development Director Ongoing
Recommendation to receive and file the action minutes of the Parks, Recreation and Community Resources Advisory Commission meeting of December 6, 2022
Community Resources Manager Ongoing
Action Minutes of the Civil Service Board Meetings of October 19 and November 16, 2022
Human Resources Manager Ongoing
Assembly Bill 361 Compliance City Clerk Ongoing
PUBLIC HEARINGS – 6:30 PM
Public Hearing regarding Proposition 218 notice for new solid waste rates Environmental Programs Manager Staff Request Oct. 24, 2022
FUTURE AGENDA ITEMS – CITY COUNCIL
Future Agenda Items City Manager Ongoing
1778
3 JANUARY 24, 2023 @ 5:00 PM

INITIAL

DATE CLOSED SESSION
JANUARY 24, 2023 @ 6:00 PM

CITY MANAGER REPORTS
Police Chief Update

CITY COUNCILMEMBER COMMENTS
Updates from City Council Ad Hoc Subcommittees and Standing Committee Delegates/Alternates

CONSENT CALENDAR
City Council Minutes City Clerk Ongoing
Check Registers Finance Director Ongoing
Revenue Report, Expenditure Report and CIP Report by Project for November and December 2022
Finance Director Ongoing
City Treasurer’s Report and Cash Balance Report for November and December 2022
City Treasurer Ongoing
Cancellation of Certain Checks City Treasurer Ongoing
Capital Improvement Program Status Report Public Works Director Ongoing Recommendation to receive and file the action minutes of the Public Works Commission meeting of November 16, 2022
Public Works Director Ongoing
Recommendation to receive and file the action minutes of the Planning Commission meeting of January 17, 2023
Community Development Director Ongoing
Assembly Bill 361 Compliance City Clerk Ongoing

MUNICIPAL MATTERS
Economic Development Strategy Progress Report Community Development Director FUTURE AGENDA ITEMS – CITY COUNCIL
Future Agenda Items City Manager Ongoing
FEBRUARY 14, 2023 @ 5:00 PM

INITIAL

DATE CLOSED SESSION
FEBRUARY 14, 2023 @ 6:00 PM

PRESENTATIONS
PROCLAMATION DECLARING FEBRUARY 2023 AS BLACK HISTORY MONTH

CITY MANAGER REPORTS
Police Chief Update

CITY COUNCILMEMBER COMMENTS
Updates from City Council Ad Hoc Subcommittees and Standing Committee Delegates/Alternates

CONSENT CALENDAR
City Council Minutes City Clerk Ongoing
Check Registers Finance Director Ongoing
Los Angeles Fire Services and McCormick Ambulance Monthly Report for December 2022
Emergency Management
Coordinator
Ongoing
Recommendation to receive and file the action minutes of the Parks, Recreation and Community Resources Advisory Commission meeting of January 3, 2023
Community Resources Manager Ongoing
Action Minutes of the Civil Service Board Meeting of December 21, 2022 Human Resources Manager Ongoing Assembly Bill 361 Compliance City Clerk Ongoing
FUTURE AGENDA ITEMS – CITY COUNCIL
Future Agenda Items City Manager Ongoing
1779
4 PENDING STRATEGIC PLAN ITEMS

STATUS /

TENTATIVE MEETING DATE
Update Personnel Policies Human Resources
Manager
Pending Labor
Negotiations/Meet & Confer
Process
Beach Policy/Regulations (Continued from meeting of October 27, 2016) Community Resources Manager On hold by Council
Alternative Fuel Transportation Report, Nov. 2016 Environmental Analyst Community Choice Aggregation Direction, Dec. 2016 Environmental Programs Manager

PENDING NEW ITEMS

STATUS /

TENTATIVE MEETING DATE
Approval of the Municipal Lease Policy
Initiated by: Staff Request Jun. 12, 2018
Community Resources
Manager
Document Retention Policy
Initiated by: Staff Request Nov. 28, 2018
City Clerk Pending Deputy City Clerk
Appointment
Landscape and Street Lighting District Assessment Adjustment (mail-in election authorization)
Initiated by: Council Direction Jul. 9, 2019
Public Works Director To be included in Revenue
Strategy Study Session (March
3, 2022). PW staff has funding
to prepare an assessment
adjustment study and will
advance that effort – it is
anticipated that the study will
take approximately 2 to 3
months to complete. If council
agrees to advance the
adjustment, it will need to go to
a city-wide ballot.

The annual assessment is
required to go to council each
year for approval and may need
to go to council separately
before the ballot vote. It was
last approved at the 7/13/2021
council meeting.

Pavement Condition Index Update
Initiated by: Staff Request Sept. 23, 2019
Public Works Director The new pavement
management plan report is
being prepared and is
anticipated to be completed in
approximately 2 to 3
months. PW staff will prepare
a staff report with the updated
document and have our
consultant available to present
the item to council.

Public Records Request Guidelines
Initiated by: Staff Request Oct. 14, 2019
City Clerk/Assistant to
the City Manager
Pending Deputy City Clerk
Appointment
Emergency Services Municipal Code Chapter 2.56 Update Emergency Management
Coordinator
Waiting for State to review
proposed language changes
Return to Council to discuss a full ban on tobacco sales and to include all available data related to other communities who have adopted complete bans Initiated by: Council Direction Jan. 28, 2020
Community
Development Director
Staff to work with BCHD to
consider appropriate timing to
return to consider a full ban
Consideration of licensing agreement/fees for use of City logo Initiated by: Council Direction Jun. 9, 2020
City Attorney The City will develop a
licensing agreement for
commercial uses of the City
logo as part of a comprehensive
Administrative Memorandum
1780
5 (AM) on City Branding and
Logo Use by City Staff. City
staff will begin drafting the
AM after finalizing the City’s
style guide and filing its “Intent
to Use” trademark application
for the City logo with the
USPTO. As part of developing
a Licensing Agreement for the
Commercial Use of the City
Logo, staff will establish a
process for reviewing and
handling these requests. This
process will likely include the
negotiation of royalties and as
well as the preparation of a
staff report to obtain Council
approval to enter into the
agreement. Only once after the
City receives the issuance of a
Notice of Allowance from the
USPTO can it begin approving
applications for commercial
uses of the logo.

Follow-up on Mayor’s Pledge
Initiated by: Council Direction August 25, 2020
City Manager’s
Office/Police Chief
Pending proposal from Sunny
Lee
Ordinance to regulate nuisance Outdoor Lighting
Initiated by: Staff Request June 3, 2021
Community
Development Director
Council referred to Planning
Commission at June 2021
meeting, tentatively scheduled
for Planning Commission,
February 2022
An Ordinance of the City of Hermosa Beach, California, adding Chapter

12.42 to the Hermosa Beach Municipal Code to require property owners to repair the sidewalk area abutting their real property
Initiated by: Staff Request June 12, 2021
City Attorney
Update on single use plastics ordinance and resources needed to meet compliance (Supported by Massey, Campbell, Armato)
Initiated by: Council Direction October 26, 2021
Environmental Program
Manager
PLAN Hermosa 5-year check-in on milestones
(Supported by Massey, Campbell, Armato, Jackson)
Initiated by: Council Direction October 26, 2021
Community
Development
Director/Environmental
Program Manager
Authorize the SBCCOG to contract for alert and warning services through Everbridge and Alert South Bay on behalf of the City of Hermosa Beach Initiated by: Staff Request January 27, 2022
Emergency
Management
Coordinator
Public Hearing to discuss 2023-2024 Residential and Employee Parking Permits
Initiated by: Council Direction January 31, 2022
City Manager
Update Municipal Code Chapter 1.06 to also include the Hermosa Beach wordmark in our ordinance
Initiated by: Staff Request February 8, 2022
City Manager/Senior
Management Analyst
Consideration of Non-Profit Grant Program
Initiated by: Council Direction March 9, 2022
Deputy City Manager
Consideration of proposal for Extension and Amendment of agreements between the City and Athens Services for solid waste and street sweeping services
Initiated by: Council Direction May 10, 2022
Environmental Program
Manager
1781

Hermosa Beach City CouncilNovember 29, 2022

Hermosa Beach City Council
November 29, 2022