La Cañada Flintridge City Council
September 15, 2026

City of La Cañada Flintridge, CA
User Fee Study and
Cost Allocation Plan
Proposal

T 951.587.3500 ▪ 800.755.6864 | F 951.587.3510 ▪ 888.326.6864 | 27368 Via Industria, Suite 200, Temecula, CA 92590 | www.willdan.com i August 18, 2026
Mr. Terry Kim
Finance Director
City of La Cañada Flintridge
One Civic Center Drive,
La Cañada Flintridge, CA 91011
Re: Proposal to Conduct a Comprehensive User Fee Study and Cost Allocation Plan for the City of La Cañada Flintridge
Dear Mr. Kim,
Willdan is pleased to present this proposal for a Comprehensive User Fee Study and Cost Allocation Plan for your consideration, and we look forward to the opportunity to continue our long and successful working relationship with the City.

As you know, cities throughout California consistently contend with limited financial resources to address competing priorities and objectives, while striving to maintain high standards of service to their communities. Processes and staffing change as technology evolves and staff seek efficiencies and more cost-effective service models, or occasionally fees are needed for new services or facilities.

Considering this, it is critical that the City of La Cañada Flintridge (“City”) confirm that its fees for requested services are updated to reflect current practices, account for the true cost of providing City services, incorporate provision for overhead rates and costs related to indirect support, and maximize appropriate cost recovery. This will help ensure that the revenues generated by fees cover the cost of those services to the greatest extent possible, ensure effective use of the City’s financial resources and enhance fiscal sustainability. City staff, and ultimately the City Council, need a clear understanding of standards, service levels and the associated costs. Recognizing this, the City has requested this proposal for a Comprehensive User Fee Study and Cost Allocation Plan.

Willdan Financial Services (“Willdan”) is uniquely qualified to assist the City of La Cañada Flintridge with this update, following are specific advantages that Willdan brings to the City for these studies:

Extensive Local Experience with Similar Projects for Local California Cities — Willdan has worked with cities near La Cañada Flintridge on User Fee Study projects with objectives very similar to those for this study. Our unique local knowledge will help us bring valuable perspective and knowledge of other local cities’ approach to fees and their policies on fee setting and subsidies and assist us in conducting meaningful and efficient fee comparisons to La Cañada Flintridge. Recent and ongoing studies include the Cities of National City, San Marcos, Solana Beach, Irvine, Mission Viejo, Aliso Viejo, Tustin, Stanton, West Hollywood, Burbank, South Pasadena, Los Angeles, Los Alamitos, Montebello, Duarte, Diamond Bar, Pomona, San Dimas, Claremont, Corona, Brea, Chino, Chino Hills, Ontario, Fontana, Norco, Eastvale, Temecula, Murrieta, Palm Springs, and Palm Desert.

Collaborative Approach, Proven Results and User-friendly Models and Reports — Willdan prides itself on working closely with City staff to develop an approach that is targeted toward your specific objectives and reality, and then working together with you to gather first-hand information regarding the processes and tasks required to provide services to those requesting them. This is a distinct advantage we will bring in our approach with the City of La Cañada Flintridge. A collaborative approach ensures we clearly understand your goals and challenges, and just as importantly, you understand the process and the results.

We create user-friendly Excel-based models that the City can retain and conduct our analysis and develop the models collaboratively with City staff. Rather than using an inflexible proprietary software program, we construct our models from the ground up, mirroring the City’s budget format wherever possible.

Created directly from the models, our reports clearly and graphically illustrate full and recommended levels of cost recovery and projections of revenue for fee programs, break down the costs into direct and indirect overhead categories, and present the fee methodologies.

Our Cost Allocation methodologies and
models have been reviewed and approved
by Cognizant Agencies such as the US
Army and recently, the US Department of
Housing and Urban Development,
providing evidence of our thorough and
defensible approach to the development of
Cost Allocation strategies.

Mr. Terry Kim, Finance Director
City of La Cañada Flintridge
Comprehensive User Fee Study and Cost Allocation Plan
August 18, 2026 | Page ii
Our approach is geared toward delivering work on schedule and presenting results at public meetings and council workshops to stakeholders and elected officials who typically do not want or need to see the deep detailed analysis.

The Willdan Team is experienced at communicating complex analytical results in a manner that is easy to understand by non-finance-oriented individuals. We have coordinated or participated in numerous public and staff workshops regarding fees and cost of service-based charges.

Unique Combination of Services and Expertise/Public Engagement — Established in 1988, Willdan is a team of over 90 professionals who provide essential financial consulting services throughout California, and the United States. Willdan has provided the requested services to municipal clients for over two decades; and is the only firm providing these types of consulting services that also has a long history of providing contract staff support to public agencies for the delivery of municipal services. This direct experience as “agency staff” provides us with firsthand understanding of City operations and is uniquely useful in determining the full effort associated with service delivery and in developing a fee schedule that is easy to communicate and implement.

Willdan Financial Services is proud to submit this proposal to the City of La Cañada Flintridge. Mr. Mike Medve will serve as the prime contact if you wish to discuss any aspect of this submittal, please contact him; his contact information is provided in the table below.

Willdan Financial Services
Primary Contact
Mike Medve
Principal Consultant
27368 Via Industria, Suite 200 | Temecula, CA 92590
Tel #: (951) 587-3500 | Fax #: (951) 587-3510
Email: [email protected]
As a Vice President of Willdan Financial Services, I am authorized to bind the firm to the terms of this proposal, as well as the subsequent agreement.

Respectfully,

WILLDAN FINANCIAL SERVICES
Chris Fisher
Vice President / Director

Comprehensive Citywide Fee Study and Cost Allocation Plan iii City of La Cañada Flintridge, CA
Table of Contents
Table of Contents ................................................................................................................................................................ iii Scope of Services...................................................................................................................................................................1 Project Understanding............................................................................................................................ 1 Project Methodologies............................................................................................................................ 3 Work Plan................................................................................................................................................. 6 City Staff Support.................................................................................................................................. 12 Schedule ................................................................................................................................................ 14 Quality Control ...................................................................................................................................... 15 Cost Proposal ........................................................................................................................................................................17 Not to Exceed Fee ................................................................................................................................. 17 Hourly Rates.......................................................................................................................................... 18 Project Team..........................................................................................................................................................................19 Project Organization ............................................................................................................................. 19 Resumes ................................................................................................................................................ 19 Chris Fisher............................................................................................................................................. 20 Mike Medve............................................................................................................................................. 21 Priti Patel................................................................................................................................................. 22 Samantha Labitan ................................................................................................................................... 23 Robert Quaid........................................................................................................................................... 24 Qualifications and Experience of the Firm............................................................................................................25 Firm Profile ............................................................................................................................................ 25 Project Experience................................................................................................................................ 26 References............................................................................................................................................. 27 Similar Studies ...................................................................................................................................... 29

Comprehensive User Fee Study and Cost Allocation Plan 1 City of La Cañada Flintridge, CA
Scope of Services
Project Understanding
Willdan Financial Services (“Willdan”) understands that the City of La Cañada Flintridge (“City”) is seeking a Comprehensive User Fee Study along with preparation of a full Cost Allocation Plan (CAP). The objectives of the study will be to review and evaluate the City's current user fees for services, calculate and analyze the full cost of service delivery, recommend adjustments to ensure appropriate cost recovery and prepare a Full Cost Allocation Plan.

It has been many years since the last comprehensive fee study, so the City aims to ensure its user fees and charges for services, as well as its internal cost allocations, are fair, equitable, transparent, and legally defensible. This study will establish a cost recovery model in accordance with applicable laws, including Proposition 26 and Proposition 218. The City seeks to develop a transparent, user-friendly fee structure and CAP that accurately reflects the true costs of service delivery, with a primary goal of producing actionable recommendations that ensure the City's fees are based on the full cost of providing each service, including direct, indirect, and overhead costs, maintain legal compliance and financial sustainability, are fair to both service users and taxpayers, and that the fee schedule and CAP align with La Cañada Flintridge’s operational realities and fiscal strategies.

Willdan will work collaboratively with City staff across affected departments and document the cost of providing services that are supported by user fees. This includes calculating the full (100%) cost of providing services for which user fees are charged, ensuring the City is accurately accounting for the true cost of service delivery by department, and developing recommendations for fee setting that reflect City policy objectives, including subsidy considerations.

The Cost Allocation Plan will provide a defensible and auditable basis for calculating and administering comprehensive overhead rates and support the User Fee Study by providing a clear and well-documented allocation of indirect and overhead costs associated with the provision of centralized support services to operating departments that provide direct services to end users. This approach ensures that the full cost of services calculated in the User Fee Study appropriately includes indirect and overhead cost components, consistent with industry standards and best practices.

We will evaluate the structure of fees and the methodologies used to calculate and apply total fee burdens to ensure that revenues collected reflect, but do not exceed, the aggregate cost of providing services. At the completion of the engagement, Willdan will provide the City with the financial models developed for both the Cost Allocation Plan and the User Fee Study to support ongoing maintenance and future updates.

Willdan has a clear understanding of the technical, operational, and policy considerations typically encountered in comprehensive user fee and cost allocation engagements, and the analytical approaches required to address them effectively in coordination with City staff.

Key City matters and objectives that are addressed within our scope of services include the following:
▪ Meeting with City staff to review existing fee schedules, conduct interviews and gather information necessary to understand processes, operations, structure and staffing necessary for the City to provide services, as well as the methodologies and assumptions under which fees are calculated and charged to applicants; ▪ Conducting analysis that clearly identifies the total (100%) cost of providing services for which fees are charged, and ensuring that there is a reasonable relationship between these costs, the services being provided, and the recipients of these services – all to support compliance with Prop 26 and Prop 218; ▪ Developing a well-documented Full Cost Allocation Plan, which is flexible and able to accommodate changes in City structure, staffing and processes, and which allows for inflation adjustments; ▪ Comparing costs of providing services with current cost recovery levels and evaluating and adjusting fees and charges to ensure they align with the cost of the services being provided by the City; ▪ Identifying and evaluating opportunities to develop fees for activities or services being provided for which fees don’t currently exist, including regulatory, administrative, permitting, inspection, enforcement, and development-related fees; ▪ Working with City staff to assist in developing policies and meaningful recommendations for fee setting and subsidies where charging fees that represent full cost recovery may not be reasonable for policy or political reasons; ▪ Providing meaningful ‘apples to apples’ comparisons of key fees charged by the City of La Cañada Flintridge to other similar and/or nearby cities chosen in discussions between Willdan and City staff. The comparisons will involve applicable fees for sample representative projects which the City could anticipate encountering; Rather than a costly and inflexible proprietary
software, which can require expensive licensing
fees, Willdan builds models utilizing Excel, from
the ground up, employing the City’s budget as
the gauge. This model, which is then the City’s
to retain, gives City staff the control to make onthe-fly adjustments and updates.

Comprehensive User Fee Study and Cost Allocation Plan 2 City of La Cañada Flintridge, CA
▪ Providing the City with models that incorporate data and information used in developing updated fees, and allow for increasing fees on a yearly basis, such as updates for CPI, new added personnel, updated time estimates and volumes, or other factors as necessary; and
▪ Preparing a report that provides strategic recommendations for cost recovery approaches and fee-setting practices, clearly describes the process and methodology by which fees were developed, identifies services for which fees are charged, the cost of those services, current and recommended cost recovery levels, and fee amounts, and presenting the results in a way that is readily understood by decision makers.

The end products will include user-friendly Excel-based models, which City staff will retain, and which can be easily updated to add or remove services and/or costs, update budgets in future years, determine the proper allocation of expenditures, and on-going full cost of services provided by the City. Most importantly, we will ensure that the results and recommendations are clear and understandable, defensible, and easily implementable.

We will meet directly with departmental representatives at the City at the beginning of the project, to discuss the approach and process for the studies. Discussions will include ways to combine tasks and efforts among the cost allocation plan and user fee study components to maximize efficiencies and ensure adherence to specified timelines.

The completion of a CAP is a key component and first step in the analysis necessary to calculate the cost of providing services. A well thought out CAP ensures that indirect costs associated with central overhead services, such as finance, human resources, or City Clerk, are appropriately allocated to operating departments, and ultimately included as a cost component of fees for services. We will work collaboratively with City staff to identify the overhead support services that are provided to operating departments in the City and develop a fair and defensible means of allocating these costs.

For the Comprehensive User Fee Study, we will work directly with personnel at the City who provide services and interact directly with residents and customers, to understand the personnel and procedures involved. By carefully examining these processes, we will be able to identify associated costs such as direct staff costs (salaries and benefits) associated with personnel involved in the activities, and appropriate overhead allocations from both the department and City levels.

For a successful and effective engagement, it is important to have a thorough understanding of specific City policies and objectives, the structure and organization of the City, and the relationships between the central and operating departments.

We bring years of successful experience working directly with hundreds of cities throughout California.

Willdan possesses the resources, practical experience, creative thinking, and collaborative consulting skills necessary to complete this important project. Key distinct advantages that Willdan brings to the City include the following:

On-site Data Gathering
Our experience has taught us that working together, via face-to-face discussions, is the most efficient and thorough way to ensure that results are accurate, and that studies are completed in a timely manner, which again, is critical in this proposed engagement.

Consequently, through on-site interviews with your staff, Willdan will collect the majority of required data for studies. This method is better than the typical “time and motion surveys” that are provided to agency staff when studies like these are conducted. This process ensures that we gather the data we need in one coordinated step, rather than having to go through repeated follow-up and clarification.

This approach and the dedication of our staff will help ensure we meet the City’s timeline and objectives and provide important information to City staff and the Council as soon as possible.

Public Engagement
Our models and project approach are geared toward delivering our work on schedule and presenting our analysis results at public meetings and Council workshops. While we understand that the City Council and local business community may be generally supportive of increasing fees where necessary, it will be important to present recommendations to them in a way that clearly demonstrates the rationale and supporting analysis.

The Willdan Team is experienced at communicating complex analytical results in a manner that is easy to understand by non-finance-oriented individuals and facilitates discussion. Our proposed principal-in-charge for this engagement has coordinated or participated in numerous public and staff workshops regarding fees and cost of service-based charges.

As previously mentioned, our objective is to provide useful, detailed information, and present recommendations to the City Council and public in a way that clearly demonstrates the rationale and supporting analysis. Our experience ensures that we can meet this objective.

Comprehensive User Fee Study and Cost Allocation Plan 3 City of La Cañada Flintridge, CA
User-friendly Models and Reports
Willdan prides itself on creating user-friendly Excel-based models that the City can retain and conducting our analysis and developing the models collaboratively with City staff. With City staff’s immediate input and collaboration, Willdan will design extremely flexible, intuitive Excel-based models. In the future, as the City assumes new responsibilities, modifies existing processes, and/or eliminates unnecessary services or programs, the models will be capable of adding or deleting funds, objects, departments, programs, staff positions, and activities.

Willdan understands that issues facing the City are unique; consequently, we design our models to match your immediate and desired needs to ensure that end-results exceed staff expectations rather than using an inflexible proprietary software.

These models are then the City’s to retain, after our services are completed, and allows for the creation of revenue projections, highlighting potential new revenues, and levels of subsidy.

A key element of these studies is presenting results and recommendations in a straightforward manner, which allows Council and staff to confidently make fee setting policy decisions and understand the impacts of those decisions. Rather than using an inflexible proprietary software program, we construct our models from the ground up, as previously discussed, mirroring the City’s budget format wherever possible. As a result, the information contained in our models are easy for City staff to interpret, and the familiar software ensures ease of navigation.

As the models are being designed and constructed, we will work together with City staff to determine the best and most effective features to include.

After the project is completed, we will provide training, so that staff can independently and efficiently evaluate the effects of changes in certain factors. Created directly from the models, our reports clearly and graphically illustrate the full cost recovery level of fee programs and provide projections of revenue from fee programs.

Project Methodologies
The following describes our proposed approach, and work plan to prepare a Comprehensive User Fee Study and Cost Allocation Plan.

Cost Allocation Plan Methodology
The purpose of this cost allocation plan engagement is to ensure that the City of La Cañada Flintridge is maximizing the recovery of indirect costs from identified operating departments, as well as enterprise and other chargeable funds and capital projects. Furthermore, a sound cost allocation plan is a foundational element of a user fee study, ensuring that the full cost of providing services that is calculated for setting fees includes provision for internal overhead support.

The Cost Allocation Plan is also integral in the development of internal hourly rates, including CIP billing rates.

We will work closely with staff in identifying the proper balance of allocation factors appropriate for the City.

To achieve the maximum cost recovery objective, the City must have a method of identifying and distributing administrative costs that is fair, comprehensive, well documented, and fully defensible. A cost allocation plan coupled with comprehensive overhead rates will enable the City to achieve this goal.

The allocation models utilize an iterative method which is the most accurate allocation methodology. Unlike a direct or “step-down” methodology, an iterative method uses the chosen distribution bases and allocates central service costs iteratively until all allocable costs have been distributed. Using this method, the model can detail the allocation for each central function individually for complete transparency and accountability, while removing bias that might result from the order in which allocations occur in a step-down approach.

A direct methodology is essentially a one-iteration methodology, while a step-down method is typically only two iterations and is less precise and unable to accurately track the allocations from start to finish.

Approach for Managing the Project
Willdan’s “hands-on” supervision of Cost Allocation Plan studies, include the following methods:
▪ Effective Project Management — Principal-in-Charge Chris Fisher will manage the entire project with an eye toward high responsiveness, while ensuring that all stakeholders are “on board” with the direction of the project, as well as with the final results. Mr. Fisher will ensure that regular status updates are provided to City staff, conference calls are scheduled, and that in-person meetings are conducted (as necessary). ▪ Adherence to Time Schedule — Willdan recognizes that the use of “timelines” is highly effective in meeting all required deadlines. To keep the project on schedule, there are several tasks that must be completed in a timely manner.

Therefore, we will present a project timeline at the kick-off meeting that should be closely followed.

The model will be developed
to allow the City to run “whatif” scenarios to address possible changes in staffing
levels, working hours, etc.

Comprehensive User Fee Study and Cost Allocation Plan 4 City of La Cañada Flintridge, CA
Although the establishment of an experienced project team and a detailed project timeline work extremely well in general, Willdan understands that outside influences can create uncontainable situations for everyone involved in the project. In rare circumstances like these, our team quickly adapts to changes and communicates our recommended schedule adjustments to the City.

Approach in Communicating with the City
Willdan staff is accustomed to interfacing with local government councils, boards, staff, community organizations, and the public in general in a friendly and helpful manner; we are always mindful that we represent the public agency. We are sensitive to the need of delivering a quality product, with the highest level of service and professionalism.

Therefore, as the work on the project progresses, we understand that it will be necessary for our staff to work closely with you and City personnel. To accomplish this, we employ a variety of tools, including monitoring project status and budget costs; and ensuring effective communication through several options that are based on the City’s preferences.

Experience with Development Service Processes
A unique aspect of our firm is our relationship with our Engineering Division. For many agencies throughout California and other Western states, this division provides contracted services in planning, engineering, and building and safety. When conducting cost recovery studies, we regularly consult with our engineering and land-development staff of experts on development-related issues. By working with our planners, engineers, and building officials, we understand developmentrelated agency service procedures and workflow functions, which often make the entire user fee study process smoother for your staff.

Comprehensive User Fee Study Methodology
To comprehensively update fees, the City should develop a comprehensive user fee schedule that accurately accounts for the true cost of providing services. Once the study is complete, the fee study model must be flexible so that the City can add, delete, and revise fees in the future. To meet this goal, we will bring our expertise and unique perspectives to your fee study by approaching the project with these three principles:
1) Defensibility
Our user fee projects have not been legally challenged since the inception of this practice area in our firm. We have accomplished this by closely working with legal counsel familiar with user fee studies, our engineering division and with agency staff. In this way, we can tailor the correct approach to ensure full cost recovery combined with a sound and reasonable basis for each user fee you implement.

While Proposition 218 does not directly apply to non-property-related fees, we employ principles from this important constitutional article to make certain that your user fee schedule is developed with fairness, equity, and proportionate cost recovery principles in mind. With the addition of Proposition 26, Willdan will review each analyzed user fee for compliance and appropriateness to ensure continued defensibility.
2) Project and Staff Time
The City must have a sound and technically defensible fee schedule to ensure costs are appropriately recovered, as applicants approach the City for its services. Our standards and approaches serve to get to the issues of your fee study quickly.

Starting with the project kick-off, we will make certain that your staff understands the purpose and scope of the study and its corresponding on-site departmental interview. As Willdan is able to communicate directly with the service providers, this face-to-face interaction provides valuable time estimates. 3) Responsiveness
We take great pride in providing responsive service to our client agencies. Frequent communication is critical to a successful user fee study experience. We will provide a list of data requirements in advance of the project kick-off. Due to this simple step, the introductory meeting can focus on the survey input process, answering questions, determining policy goals, and defining next steps in the project. We will follow up weekly with you at each step in the fee study process to make sure that staff “buys in” to the fee study approach and results.

Comprehensive User Fee Study Approach
Our approach to preparing the user fee study and documentation for La Cañada Flintridge includes:
▪ Close coordination with your staff to devise a consensus approach. Different programs and/or different service delivery methods will necessitate different approaches.

We will discuss specific pros and cons with City staff as we determine which methods work best for each fee category;

Comprehensive User Fee Study and Cost Allocation Plan 5 City of La Cañada Flintridge, CA
▪ Strict adherence to key legal and policy issues with regard to user fees, including the percent of cost recovery that the City seeks to achieve. A user fee shall not be set higher than the reasonable cost of providing a fee-generating service.

Our approach provides you with a fee schedule that achieves maximum legal cost recovery while ensuring that each fee is supported by technically defensible documentation; and ▪ Technical analysis necessary to ensure State compliance, and to anticipate and resolve potential policy issues using a combination of industry standards as well as City specific methods.

As described below, there are two basic approaches to calculating user fees:

Approach 1: Case Study Method
This is also sometimes referred to as a cost build-up approach. Using a time and materials approach, the “Case Study Method” examines the tasks, steps and City staff involved in providing a particular ‘unit’ of service, such as a permit review, and then uses that information to develop estimates of the actual labor and material costs associated with providing a unit of service to a single user. It is often used when a service is provided on a regular basis, and staff and other costs associated with the service can be segregated from available budget data.

A typical case study fee model should comprise the following three general cost layers:
1) Central Services Overhead: This category may involve such costs as labor, services, and supplies that benefit more than one department, division, or project. The exact benefits to specific areas are impossible to ascribe to a single activity.

Examples are purchasing, human resources, and liability insurance. As part of the user fee study, these costs are calculated in the overhead cost review.
2) Department Overhead: This category may include
expenses related to such items as office supplies, outside consultants, and membership dues. It may include
management, supervision, and administrative support that are not provided to a direct fee-generating service. Typically, these items are charged, on an item-by-item basis, directly to the department, division, or project.
3) Personnel Costs: This category refers to direct salary and benefit costs of staff hours spent on providing a feegenerating service (e.g., on-site building inspector).

Approach 2: Average Cost Method
This is also sometimes referred to as a programmatic
approach, because it looks at costs at a program level, and then allocates them to participants on an occurrence basis.

By taking total service costs across a substantial sample period (a year) and dividing by the total number of service units delivered over that same period, costs per unit of service is estimated. This approach is useful when services or programs are provided in a more aggregate manner,
where it might be difficult to identify a specific sequence of steps associated with one user or participant; or where it is not feasible to cost-effectively segregate costs associated with specific activities.

Comprehensive User Fee Study and Cost Allocation Plan 6 City of La Cañada Flintridge, CA
Work Plan
Our proposed work plans, described in detail by task, are provided below. We will maximize efficiency and costeffectiveness by combining meetings and data gathering efforts between the user fee study and cost allocation plan wherever possible. We explain how each task will be accomplished and identify associated meetings and deliverables. We will work in concert with the City to adjust scopes as needed during the course of the studies.

Cost Allocation Plan
Task 1: Initial Document Request
Objective: Initial due diligence.

Description: Prior to the kick-off call, relevant documentation will be obtained and reviewed in order to enhance our understanding of the City’s current cost allocation plan and internal structure of the agency. A written request for specific data will be sent to the City. The data provided in this task will provide the building blocks for later model development.

Our request may include (but is not limited to):
▪ Detailed budget and accounting data;
▪ Prior year’s financial data, salary, position, and staffing data; ▪ Organizational structure;
▪ Existing Cost Allocation Plan or methodologies, fee schedules, and other related data; ▪ Datasets related to work/activity levels and volume;
▪ Any adjustments or changes in the existing cost allocation plan and/or user fee documentation and models; and
▪ Data related to various allocation bases that may be incorporated as part of the methodology, i.e., City Council agenda frequencies by department, AP/AR transactions by department, IT equipment distribution by department, etc.

Deliverables: Willdan: Submit information request to City.

City: Provide requested data to Willdan (prior to Task 2, Kick-off Call/Refine Scope). We will follow up with the City to confirm in writing the data that we have received, or which is still outstanding.

Task 2: Kick-off / Confirm Project Strategy, Objectives and Timeline / Refine Scope Objective: Confirm and refine project objectives and develop overall project strategy and timeline to ensure the goals are addressed. Identify and discuss policy considerations related to the study and determine appropriate fee categories.

Description: Willdan will meet with City staff to review the approach and objectives, and where necessary, work with staff to refine the scope, timeline, and deliverables. Following this discussion, we will provide a written work plan and timeline with key deliverables and milestones.

We will identify and discuss policy matters typically associated with these studies and address data gaps in order to gain a full understanding of the City’s goals for the cost allocation plan.

We will establish effective lines of communication and processes for information gathering and review, and conduct discussions with City staff to verify the scope, purposes, and objectives for the CAP.

During this call, we will ask that the City assign a project manager to serve as its primary contact. The selected City project manager will ensure that available data is provided to Willdan in a timely manner, thereby maintaining adherence to the project’s schedule.

We will review the current cost allocation methodology and discuss with City staff to determine specific areas of focus as they relate to the City’s objectives, discuss and evaluate current and potential allocation factors, and identify specific questions or areas of concern with the current CAP.

Meetings: One (1) project kick-off call/online meeting to initiate the project, discuss data needs and methodologies, and to address policy matters.

Deliverables: Willdan: If needed, a revised project scope and schedule.

City: Provide further data requirements and select/introduce City’s project manager.

Comprehensive User Fee Study and Cost Allocation Plan 7 City of La Cañada Flintridge, CA
Task 3: Gather Staffing Information and Develop Cost Allocation Plan Model Description: This task involves the gathering of specific information, directly from City staff, through interviews and discussion, related to the functions served by indirect staff and the departments served by their activities.

This task also focuses on identifying cost centers and the development of, and/or adjustment of existing, allocation bases, and the development and testing of a model that will ultimately be used to calculate the proper cost allocations derived from data gathered in prior tasks. The model will take into account necessary updates to cost categories, allocation bases, or other elements of the methodology to address necessary adjustments from the current methodology.

The model will be developed to incorporate any recent changes in the provision of City services, ensure cost pools reflect organizational structure, identify the total cost of providing indirect overhead support services, fully allocate central service costs to operating groups, and will include provision for appropriate inflationary adjustments going forward.

The model will include flexibility to add or delete costs/cost layers and support service and/or operating groups as changes occur and also the ability to adjust the model and the results annually for inflation, salary, and benefit increases, as well as contract rates.

We will utilize budget and organizational information, and other required information gathered from City staff to complete the work in this task. Specific discussions will be held to discuss allocation bases, services provided by indirect groups, how central overhead services are provided to and utilized by other departments, cost categories, and allocation criteria, and how these will factor into the overall cost allocation methodology.

The model and methodology will produce indirect cost rates and overhead percentages which support the development of fully burdened hourly City staff rates. These hourly rates can be used for a variety of purposes including incorporation into the User Fee Study’s fully burdened personnel rates, billing to Capital Improvement projects work orders, recovery of costs for services provided to City customers working with various City departments.

Meetings: Online meetings with staff to understand structure and operations as model and allocation bases are developed. Key staff will be interviewed to best understand central overhead staffing and functions and the departments served.

Deliverables: Willdan: One (1) user-friendly model in Microsoft Excel format that provides a full cost allocation plan.

Task 4: Test and Review Cost Allocation Methodology
Objective: Test and review model and results with City.

Description: The draft cost allocation plan model will be reviewed with City staff, and adjusted as necessary, to ensure that preliminary allocations provide an accurate depiction of how the central overhead costs should be borne by the operating programs and funds. Over the past several years, we have successfully integrated online meetings by using WebEx™ as an element to our approach.

This allows us to remotely guide staff through the model review and allows you the opportunity to interactively change inputs and test approaches.

Meetings: One (1) online meeting and demonstration with City staff to review the model.

Deliverables: Willdan and City: Draft cost allocation plan model review.

Task 5: Prepare and Present Draft Report
Objective: Prepare the draft cost allocation report.

Description: This task involves the draft report preparation. The cost allocation plan’s background, model methodologies, and results will be discussed; calculations and supporting data will be presented textually and in easily understood tables and provided to the City.

Meetings: One (1) online meeting to present draft report to City staff to review the methodology, approach, and results.

Deliverables: Willdan: Draft report for City review and input.

City: Review of draft report, with comments, and edits.

Comprehensive User Fee Study and Cost Allocation Plan 8 City of La Cañada Flintridge, CA
Task 6: Discuss and Revise Report
Objective: Review of draft report, cost distribution methods, and model.

Description: An in-depth review of the draft report and model will be conducted to arrive at an optimum allocation method for each expenditure type.

Often, through the course of an engagement, comments usually revolve around issues of understandability; appropriate levels of enterprise funds’ cost recovery, etc.; ease of calculation; and overhead costs’ distribution methods.

Following a round of comments from City staff concerning the draft report, the final report will be prepared for presentation to City Staff, and if necessary, to the City Council.

Meetings: One (1) conference call with City staff to review the report with changes and revisions and one (1) virtual meeting with City Staff to review results.

Deliverables: Draft report, and revised draft/final report.

Task 7: Prepare and Present Final Report and Model
Objective: Prepare and present the final report to City Staff and City Council. Educate City staff on the operation and use of the model for future modifications.

Description: This task is the culmination of the cost allocation plan project. Based on staff comments on the draft report, Willdan will prepare the final report for presentation to City Council.

Meetings: One (1) virtual meeting with the City Staff, and if needed, one (1) meeting with the City Council to present the final plan if necessary. The City Council meeting will be held in conjunction with the presentation of the user fee study results.

We will also provide staff training on the operation and use of the model, and consult with the City as needed to respond to challenges or questions related to the CAP.

Deliverables: Willdan: Provide one (1) electronic PDF file copy of the final report and model. Using Microsoft Word and Excel, an updateable electronic copy of the study and models, as well as related schedules, will be provided.

Comprehensive User Fee Study
Task 1: Initial Document Request
Objective: Initial due diligence; obtain study-related data.

Description: Prior to the kick-off meeting, we will obtain and review relevant documentation to further enhance our understanding of the services, fees, and rates to be studied. A written request for data will be sent to the City. Please note that Time Survey data is not part of this request and will be gathered during the on-site interviews described in Task 5.

We will request information and documentation on current fees and fee programs, activity levels, and budget and staffing information (to the extent not already collected in the Cost Allocation Plan) related specifically to programs and activities which have associated fees, and for which the City has this level of detail.

Deliverables: Willdan: Submit information request to City.

City: Provide requested data to Willdan (prior to Task 3, Kick-off Meeting/Refine Scope). As with the cost allocation plan, we will follow up with the City to confirm receipt of requested data and information and highlight data elements that are outstanding.

Task 2: Compile Inventory of Current and Potential Fees, Document Current Practices Objective: Willdan will identify a schedule of fees and methodology for calculating the fees.

Description: Based on the results of the initial document request, incorporate into our model the existing fees provided by the City, to comprise the parameters of the fee study.

We will examine, assess, and document current fee-setting practices, cost recovery policies and goals and practices. During this process we will identify and discuss with staff opportunities for enhancements or improvements to fee-related activities and approaches.

Comprehensive User Fee Study and Cost Allocation Plan 9 City of La Cañada Flintridge, CA
Meetings: If data is available at the start of the project, a conference call with the City to discuss new fees to implement or existing fees that may no longer be required, otherwise such discussions will take place in Task 5.

Deliverables: Willdan: One (1) draft list of current fees based on initial data provided (to be discussed during the kick-off call).

City: Review initial fee schedule with comments/revisions to be discussed during the kick-off meeting.

Task 3: Kick-off Meeting / Refine Scope
Objective: Confirm goals and objectives for the Comprehensive User Fee Study and finalize project approach and timeline based on these discussions. Identify and discuss policy considerations typically associated with a User Fee Study, for instance cost recovery/subsidy policies, address gaps in data, and refine appropriate existing or new fee categories (based on Task 2).

Description: Verify our understanding of the City’s goals, the City’s cost-recovery policy for user fees, and to fill any gaps in data/information necessary for the project. It is important for the City and Willdan to identify and address any foreseeable problems and maintain open communication throughout the process.

During this call, we will ask that the City identify a project manager who will serve as the primary contact for the project. The project manager shall have responsibility for ensuring that all available data is provided in a timely manner, thereby maintaining adherence to the project’s schedule.

We will discuss potential new fees for services provided, for which fees do not currently exist, and assess gaps in the current fee structure.

Meetings: One (1) virtual project kick-off meeting to initiate the User Fee Study portion of the project, discuss data needs, and address policy objectives.

Deliverables: Willdan: 1) Revised project scope and schedule (if needed); and 2) brief summary of policy decisions (if needed).

City: 1) Provide further data needs; and 2) determine/introduce City’s project manager.

Task 4: Develop User Fee Model
Objective: Develop and test model.

Description: This task involves the development of the model ultimately used to calculate the departmental fees, based on data and information gathered in previous tasks and in the Time Survey Interviews.

Key model inputs will include staff and allocated overhead costs per position, and relevant budget data on salaries and benefits.

Any relevant data obtained during the cost allocation plan phase of this project will be incorporated directly into the user fee model. We will request clarification and/or additional data if necessary.

The model will build upon the cost allocation plan results, to provide an allocation of administrative and overhead costs to fee related activities and departments providing services to customers, so that fees and billable rate schedules incorporate applicable costs.

Furthermore, the fees and rates charged to customers will also reflect the cost of the services being provided, to the extent possible given policy and/or political considerations.

Deliverables: Willdan: One (1) user-friendly model in Microsoft Excel format, which, when finalized, City staff can use to calculate fee changes annually, or as often as deemed appropriate by the City Council.

Task 5: Staff Interviews and On-site Information Gathering Objective: Meet with City staff to conduct interviews and discussions necessary to understand staffing, processes and levels of effort associated with service delivery processes.

Description: We will schedule up to one (1) business day of virtual meetings with staff; however, the number of meetings needed may vary depending on the number of staff and departments involved.

The Willdan Team will conduct interviews with representatives from each department involved in the user fee study to determine the average time required by City staff to provide each of the services for which a fee is collected to ensure that City services are not impacted by the information gathering process of the study.

The fee model is designed so that full cost recovery fees are calculated immediately upon input of staff time. These full costs are also compared to current cost recovery levels.

Comprehensive User Fee Study and Cost Allocation Plan 10 City of La Cañada Flintridge, CA
This will allow Willdan and City staff to conclude with a final meeting to review the draft full cost recovery fees and adjust any times as necessary once all information has been compiled and input into the fee model. We will schedule the interviews with staff to minimize any disruption to their normal workflow.

Meetings: Up to one (1) business day of virtual meetings/staff interviews.

Deliverables: Willdan and City: Time surveys and draft full cost recovery fees.

Task 6: Data Analysis and Final User Fee Schedule
Objective: Incorporate information obtained from interviews and surveys to fully develop model.

Description: We will update the model, based on information received during the surveys and interviews with City Staff, to generate a comprehensive user fee schedule. In addition, it is very common that a supplemental data request may be necessary, based on new fees identified that the City is not currently collecting.

Where appropriate, we will suggest and discuss with staff alternate approaches to existing fee programs (i.e., building fees) and suggest potential areas where fees could be collected where they are not currently.

We will identify units of service for fee-related activities to calculate the total cost of providing each City service for which fees may be charged and present the full cost recovery level, both current and projected under the new fees, and revenue projections, given certain assumptions about the levels of subsidy for different fees.

Current levels of cost recovery will be compared to actual full costs calculated during the course of this study. Cost will be calculated at reasonable activity levels and include all appropriate direct and indirect costs and overhead. We will review fee programs for compliance with Propositions 218 and 26.

In developing the fee schedules for each division, we will make recommendations for adjustments where fees are not recovering appropriate levels of cost, or are not consistent with City policy objectives, and suggest new fees where appropriate, based on our experience with other cities. Some areas for new fees may be due to changes in law (legalized cannabis), or for activities that the City finds itself performing regularly, but for which no fee is collected.

We will review the fee calculation process, and how ultimate fee burdens for new development projects are calculated, when all plan review and permit fees are included, to ensure the amounts are appropriate and reflect the costs necessary for the City to provide the services for which the fees are charged. Where feasible, we will clarify the fee methodologies, and document those in the report and schedule, to provide guidance for City Staff.

The user fee data analysis and model development may take four (4) to eight (8) weeks with frequent correspondence with City staff to discuss current cost recovery amounts, necessary to recover full cost and frequency activity. Where needed, we will provide recommendations for multi-year phase-in of adjustments, to smooth the impact of significant changes. We will also provide guidance for implementation of escalators or CPI or other adjustments to ensure fees remain consistent with costs as they change.

Meetings: Virtual meetings and/or calls, as necessary, to gather additional input, complete analysis and finalize the fee schedule.

Deliverables: Final user fee model for City Council presentation and discussion.

Task 7: Common Fees Comparison
Objective: Examine selected user fees charged by up to five (5) comparable cities in Los Angeles County or other jurisdictions that are close in proximity or similar to the City of La Cañada Flintridge.

Description: We will request that City project management select, or we can access and use our knowledge of other jurisdictions to benchmark the City’s ten (10) most common visible fees, highest yielding fees, or a specific selection of fees with comparable jurisdictions.

Fee schedules are rarely readily or directly comparable from agency to agency due to definitional and operational differences. For example, a grading permit in one jurisdiction may include the plan check service, while the same permit in another jurisdiction may not, resulting in similar sounding services with widely varying costs. For this reason, any fee comparisons should be made based on more well known and comparable fees that are typical between jurisdictions.

The survey will contain the following, a comparison of fees and charges used by the City and other jurisdictions, and if possible, identify characteristics and processes unique to the City that may account for significant variances in fees and charges used by other jurisdictions.

Deliverables: Willdan: Recommendations provided in Task 8 will incorporate the data gathered during our examination.

Comprehensive User Fee Study and Cost Allocation Plan 11 City of La Cañada Flintridge, CA
Task 8: Prepare and Present Draft Report
Objective: Prepare draft report.

Description: This task involves the preparation of the draft report that discusses the study’s background, the methodologies utilized in the study, and the results and presentation to various stakeholder groups.

As noted below, meetings may occur during this or the next task as appropriate. The calculations used to generate the user fee study will be included textually, as well as in easy to understand tables. Individual fee summaries by department and a comprehensive fee schedule will be included.

The draft report will include the following:
▪ Key results and findings;
▪ Description of the methodology and process by which fees were developed, assumptions, and the procedure for assigning and calculating fees;
▪ Fee schedules for each department included in the study, with current and recommended fees at full and recommended cost recovery levels, including previous cost recovery levels, fee volumes, and percentage changes in fees from previous;
▪ Strategic recommendations for ongoing fee-setting practices, cost recovery policies, and targets; ▪ Basic descriptions of each service;
▪ The full cost of each service at lowest reasonable activity level and current cost recovery levels; ▪ Costs broken down graphically into indirect (overhead) and direct components, with a graphic display of the level of cost recovery;
▪ Suggested approaches for increasing fees annually, including adjusting for appropriate indices, including CPI;
▪ Projections of potential fee revenue;
▪ Fee comparisons completed in Task 7; and
▪ Summary and recommendations.

The objective of the report is to communicate the recommendation of appropriate fees, which include the appropriate subsidy percentage for those fees where full cost recovery may be unrealistic.

Meetings: One (1) conference call with City staff and management, to present draft results, address questions and receive feedback and present and review the draft results.

Deliverables: Willdan: Draft report for City review and comment.

City: Review of draft report, with comments and edits.

Task 9: Revise Draft Report/Determine Cost Recovery Levels for Recommended Adoption Objective: Review of draft report and fee model.

Description: The goal of this task is to conduct an in-depth review of the draft report and incorporate feedback and changes that City departments and City Staff may have as a result of that review.

Often through the course of reviewing the report with Cities that we work with, staff will volunteer insightful likes and dislikes regarding the content and format of the report, so that we can make modifications in order to properly convey the purpose, methodology, and results of the study. The recommended fee levels and cost recovery for services that resulted from Task 6 are also reviewed in the context of the report to ensure that the below matters are consistent with City policies and goals. ▪ Understandability;
▪ Fairness to applicants;
▪ Ease of calculation;
▪ Appropriate levels of cost recovery; and
▪ Full cost recovery hourly rates.

When adjusting fee recovery levels, we believe it is important to address these concerns.

Following one (1) round of comments and feedback from City staff and management on the draft report, we will prepare the final report for presentation to City Staff and the City Council.

Comprehensive User Fee Study and Cost Allocation Plan 12 City of La Cañada Flintridge, CA
Meetings: One (1) virtual demonstration (WebEx) with Staff to review the report and model, with any revisions, and if necessary, one (1) virtual meeting to present and review the results with City Staff.

Deliverables: Draft report, revised draft /final report.

Task 10: Prepare and Present Final Report/Provide Model and Instruction to City Staff/Support Objective: Prepare and present final report to City Council. Instruct staff on the operation and use of the model for future modifications. Provide support for implementation and engagement with the public and or key stakeholders.

Description: This task is the culmination of the entire project. Based on staff comments received regarding the draft report, we will prepare the final report for presentation, and provide the fee model to City Staff, with instruction for its use.

The model will be developed to facilitate updates to fees, additions or removals of service areas or fees, adjustments to inputs such as cost components or staffing structures, incorporation of cost escalators, and new fee calculations based on changes to inputs and/or assumptions.

We will provide guidance and support for engagement with elected officials, key stakeholders and the public as needed.

Meetings: As requested, up to one (1) virtual meeting each with City Staff and one (1) meeting with the City Council to present the results and adopt the updated fee schedule. We will address question and provide explanation and background where needed to help the Council and public understand the process and the recommendations. We are also available to review fee-setting resolutions, ordinances, and/or staff reports.

We will also provide staff training on the operation and use of the model. If in person training is requested, we would provide the training on the same day of the meeting, during regular business hours.

We will provide post-adoption support for up to six months to ensure a smooth integration of the results.

Deliverables: Provide one (1) electronic PDF file copy of the final report and models. Using Microsoft Word and Excel, an updateable electronic copy of the study and models, as well as related schedules, will also be provided.

City Staff Support
To complete our tasks, we will need the cooperation of City staff. We suggest that the City of La Cañada Flintridge assign a key individual to represent the City as the project manager who can function as our primary contact. Willdan will endeavor to minimize the impact on City staff in the completion of this project. We anticipate that the City’s project manager will:
1) Coordinate responses to requests for information;
2) Coordinate review of work products; and
3) Help resolve policy issues.

We will ask for responses to initial information requests in a timely manner. If there are delays on the part of the City, we will contact the City’s project manager to steer the project back on track. We will keep the City’s project manager informed of data or feedback we need to keep the project on schedule.

Willdan will rely on the validity and accuracy of the City’s data and documentation to complete our analysis. Willdan will rely on the data as being accurate without performing an independent verification of accuracy, and that Willdan will not be responsible for any errors that result from inaccurate data provided by the client.

Comprehensive User Fee Study and Cost Allocation Plan 13 City of La Cañada Flintridge, CA
Project Disclaimer
Willdan is a registered municipal advisory firm with the U.S. Securities and Exchange Commission (“SEC”), as such the City of La Cañada Flintridge represents, acknowledges, and agrees that Willdan is not acting as a “municipal advisor” (as defined by the SEC), to City, in any capacity as it relates to the project proposed in this Comprehensive User Fee Study and Cost Allocation Plan.
(i) The City uses, or may use, the services of one or more municipal advisors registered with the SEC to advise it in connection with municipal financial products and the issuance of municipal securities; (ii) The City is not looking to Willdan to provide, and the City shall not otherwise request or require Willdan to provide any advice or recommendations with respect to municipal financial products or the issuance of municipal securities (including any advice or recommendations with respect to the structure, timing, terms, and other similar matters concerning such financial products or issues);
(iii) The provisions of this proposal and the services to be provided hereunder as outlined in the scope of services are not intended (and shall not be construed) to constitute or include any municipal advisory services within the meaning of Section 15B of the U.S. Securities Exchange Act of 1934, as amended (the “Exchange Act”), and the rules and regulations adopted thereunder;
(iv) For the avoidance of doubt and without limiting the foregoing, in connection with any revenue projections, cash-flow analyses, feasibility studies and/or other analyses Willdan may provide the City with respect to financial, economic or other matters relating to a prospective, new or existing issuance of municipal securities of the City, (A) any such projections, studies and analyses shall be based upon assumptions, opinions or views (including, without limitation, any assumptions related to revenue growth) established by the City, in conjunction with such of its municipal, financial, legal and other advisers as it deems appropriate; and (B) under no circumstances shall Willdan be asked to provide, nor shall it provide, any advice or recommendations or subjective assumptions, opinions or views with respect to the actual or proposed structure, terms, timing, pricing or other similar matters with respect to any municipal financial products or municipal securities issuances, including any revisions or amendments thereto; and (v) Notwithstanding all of the foregoing, the City recognizes that interpretive guidance regarding municipal advisory activities is currently quite limited and is likely to evolve and develop during the term of the potential engagement and, to that end, the City will work with Willdan throughout the term of the potential Agreement to ensure that the Agreement and the services to be provided by Willdan hereunder, is interpreted by the parties, and if necessary amended, in a manner intended to ensure that the City is not asking Willdan to provide, and Willdan is not in fact providing or required to provide, any municipal advisory services.

Comprehensive User Fee Study and Cost Allocation Plan 14 City of La Cañada Flintridge, CA
Schedule
Willdan understands time is of the essence for the City of La Cañada Flintridge to begin this engagement. The schedules can only be met with the cooperation of City staff. Delays in responding to our requests for data and review will result in corresponding delays to the project schedule. If that is the case, we will notify the City immediately of the possible impact on the schedule.

Cost Allocation Plan
Comprehensive User Fee Study
Scope of Services 7 14 21 28 6 13 20 27 2 9 16 23 30 7 14 21 28 Task 1: Initial Document Request z1
Task 2: Kick-off / Refine Scope (conference call) z2
Task 3: Gather Staffing Information and Develop Model (meeting) z3 Task 4: Test and Review Cost Allocation Methodology (conference call) z4 Task 5: Prepare and Present Draft Report (meeting) z5
Task 6: Discuss and Revise Report (conference call) z6
Task 7: Prepare and Present Final Report/Train Staff on Model (meeting) z7 Deliverables:
z1: Information Request z5: Draft Report
z2: Revised Project Scope and Schedule (if needed) z6: Revised Draft Report/Final Report z3: User-friendly Model in Microsoft Excel z7: Final Report – Hard and Electronic Copies z4: Draft Cost Allocation Plan Model Review
City of La Cañada Flintridge
Cost Allocation Plan
Project Schedule
September October November December
Scope of Services 7 14 21 28 6 13 20 27 2 9 16 23 30 7 14 21 28 4 11 18 25 1 8 15 22 1 8 15 22 29 Task 1: Initial Document Request z1
Task 2: Compile Inventory of Current and Potential Fees Task 3: Kick-off / Refine Scope (web meeting/conference call) Task 4: Develop User Fee Model z4
Task 5: Staff Interviews and Information Gathering (web meetings) z5 Task 6: Data Analysis and Final User Fee Schedule (Web mtgs/conf calls) z6 Task 7: Common Fees Comparison z7
Task 8: Prepare and Present Draft Report (conference call) z8 Task 9: Revise Draft Report/Determine Cost Recovery Levels (conference call) z9 Task 10: Prepare and Present Final Report/Instruct Staff on Model (web meeting) z10 Deliverables:
z1: Information Request z6: Draft Fee and Rate Model Review z2: Draft List of Current Fees z7: Common Fee Comparison z3: Revised Project Scope and Schedule (if needed) z8: Draft Report z4: User-friendly Model in Microsoft Excel z9: Revised Draft Report/Final Report z5: Time Surveys and Draft Full Cost Recovery Fees z10: Final Report – Hard and Electronic Copies City of La Cañada Flintridge
Comprehensive User Fee Study
Project Schedule
September October November December January February March

Comprehensive User Fee Study and Cost Allocation Plan 15 City of La Cañada Flintridge, CA
Quality Control
Provided below is the firm’s project management approach to producing the required product in a timely fashion.

Project Management Approach
At Willdan, we utilize a Project Management Process/Approach that ensures projects are completed on time, within budget and most importantly yield results that match our clients’ expectations. We will document discussions leading to important policy decisions and/or the choice of critical assumptions used in constructing the analysis and model.

Following key stakeholder discussions, we will schedule a call to summarize findings and direction with City staff, to make certain that we are in agreement with stated objectives, and that feedback is incorporated as appropriate.

Project Management
Define the
Project Plan the Project Manage the Project
Review the
Project
Communicate
the Project
▪ Identify the project
scope, set
objectives, list
potential
constraints,
document
assumptions.
▪ Define a course of
action and develop
an effective
communication
plan.
▪ Provide a forum
for applying the
team’s collective
expertise to
solving difficult
analytical issues
that arise in
complex projects.
▪ Collaborate with
the project team
and client staff and
agree upon
timeline to meet the
estimated project
timeline.
▪ Assign workload
functions to
appropriately
qualified staff to
ensure milestones
are met, on time.
▪ Pre-schedule
quality control
meetings with
project team to
maintain the
progressive motion
of the project.
▪ Manage the
execution of the
project.
▪ Direct existing
and upcoming
project tasks.
▪ Control and
monitor work in
progress.
▪ Provide feedback
to client and
project team.
▪ Identify and
resolve deviances
from project
timeline.
▪ Review all work
product and
deliverables.
▪ Utilize structured
quality assurance
process involving
up to three levels
of review at the
peer level,
project manager
level.
▪ Procure
executive officer
level review.
▪ Communicate
with the client
regarding work
status and
progress.
▪ Ensure client is in
receipt of regular
status updates.
▪ Schedule regular
conference calls
to touch base.
▪ Inform client of
roadblocks, work
outside of
projected scope.

Through the process of providing
regular updates and conducting
status conference calls, potential
issues will be highlighted, discussed,
and resolved. Any deviances from
the project timeline will be identified
and plans will be developed for
course corrections.

Comprehensive User Fee Study and Cost Allocation Plan 16 City of La Cañada Flintridge, CA
Quality Assurance / Quality Control Process
Our quality control program is incorporated as a required element of Willdan’s day-to-day activities. There are three levels of reviews incorporated for our deliverables:
1) Peer review;
2) Project Manager review; and
3) Final quality assurance manager
review.

Peer reviews involve one analyst
reviewing the work of another, while
project manager reviews are conducted
prior to delivery to the quality assurance
manager. The quality assurance manager
then performs a final review. This assures
that our final product has been thoroughly
evaluated for potential errors; thus,
providing quality client deliverables, and
high levels of integrity and outcomes.

The primary mission of our quality control plan is to provide staff with the technical and managerial expertise to plan, organize, implement, and control the overall quality effort, thereby ensuring the completion of a quality project within the time and budget established.

Quality Assurance Goals
Goal Lead Task
Quality Assurance /
Control Process Chris Fisher
▪ Establish a set of planned and systematic actions for maintaining a high level of quality in the professional services performed; ▪ Emphasize quality in every phase of work;
▪ Ensure efficient use of resources;
▪ Establish a consistent and uniform approach to the services performed; and
▪ Implement appropriate quality control measures for each work task of the project.

Quality Control Plan
Chris Fisher,
Mike Medve,
& Robert Quaid
▪ Contract deliverables;
▪ Specific quality control procedures;
▪ Special quality control emphasis;
▪ Budget and manpower requirements;
▪ Overall project schedule and budget; and
▪ Project documentation requirements.

Comprehensive User Fee Study and Cost Allocation Plan 17 City of La Cañada Flintridge, CA
Cost Proposal
Not to Exceed Fee
Willdan proposes a not to exceed fixed fee of $41,325 to conduct the Cost Allocation Plan and User Fee Study on the City’s behalf. The tables below provide a breakdown of the fee to complete each study by task and project team member.

Cost Allocation Plan
Willdan proposes a fixed fee of $10,975 to conduct the Cost Allocation Plan on the City’s behalf.

Comprehensive User Fee Study
Willdan proposes a fixed fee of $30,350 to conduct the User Fee Study on the City’s behalf.

C. Fisher
Principal-inCharge
M. Medve
Project
Manager
P. Patel
Project Analyst
S. Labitan
Analytical
Support
R. Quaid
QA/Tech
Advisor Total
$ 310 $ 270 $ 210 $ 135 $ 270 Hours Cost
Scope of Services
Task 1: Initial Document Request - - 1.0 1.0 - 2.0 $ 345 Task 2: Kick-off /Refine Scope 0.5 0.5 0.5 - - 1.5 395
Task 3: Gather Staffing Information & Develop CAP Model - 2.0 3.0 8.0 1.0 14.0 2,520 Task 4: Test and Review Cost Allocation Methodology 0.5 2.0 2.0 4.0 0.5 9.0 1,790 Task 5: Prepare and Present Draft Report 1.0 2.0 2.0 6.0 1.0 12.0 2,350 Task 6: Discuss and Revise Report 0.5 2.0 2.0 2.0 - 6.5 1,385 Task 7: Prepare and Present Final Report/Instruct Staff on Model - 4.0 4.0 2.0 - 10.0 2,190 Total – Cost Allocation Plan 2.5 12.5 14.5 23.0 2.5 55.0 $ 10,975 City of La Cañada Flintridge
Cost Allocation Plan
Cost Proposal C. Fisher
Principal-inCharge
M. Medve
Project
Manager
P. Patel
Project
Analyst
S. Labitan
Analytical
Support
R. Quaid
QA/Tech
Advisor Total
$ 310 $ 270 $ 210 $ 135 $ 270 Hours Cost
Scope of Services
Task 1: Initial Document Request - - 0.5 1.0 - 1.5 $ 240 Task 2: Compile Inventory of Current and Potential Fees - 0.5 1.0 1.0 - 2.5 480 Task 3: Kick-off /Refine Scope 0.5 0.5 0.5 - - 1.5 395
Task 4: Develop User Fee Model 1.0 2.0 3.0 6.0 0.5 12.5 2,425 Task 5: Staff Interviews and On-site Information Gathering - 3.0 8.0 3.0 - 14.0 2,895 Task 6: Data Analysis and Final Fee and Rate Schedule 1.0 4.0 28.0 30.0 0.5 63.5 11,455 Task 7: Common Fees Comparison 0.5 1.0 4.0 8.0 - 13.5 2,345 Task 8: Prepare and Present Draft Report 1.0 4.0 4.0 8.0 0.5 17.5 3,445 Task 9: Revise Draft/Determine Cost Recovery Levels 1.0 6.0 6.0 4.0 0.5 17.5 3,865 Task 10: Prepare and Present Final Report/Instruct Staff on Model - 5.0 5.0 3.0 - 13.0 2,805 Total – User Fee Study 5.0 26.0 60.0 64.0 2.0 157.0 $ 30,350 City of La Cañada Flintridge
User Fee Study
Cost Proposal

Comprehensive User Fee Study and Cost Allocation Plan 18 City of La Cañada Flintridge, CA
Notes
▪ Our fee includes all direct expenses associated with the project. ▪ We will invoice the City monthly based on percentage of project completed. ▪ Additional services may be authorized by the City and will be billed at our then-current hourly overhead consulting rates.
▪ If the City wishes for Willdan to attend additional in-person meetings, the fee is $2,000 per meeting. ▪ The City shall reimburse Willdan for all costs and expenses incurred in responding to any legal or administrative processes initiated by any agency or third party in connection with the City or the project. Reimbursement shall be at Willdan 's rates in effect at the time of such response. ▪ The cost of preparing the user fee study can be included in the resulting new user fee schedule. Therefore, over time, the City can recover the initial outlay of funds that was required to complete the studies.

Hourly Rates
Additional services may be authorized in writing by the City and will be billed at our current hourly consulting rates.

Our current hourly rates are identified in the table below.

Willdan Financial Services
Hourly Rate Schedule
Position Team Member Hourly Rate
Vice President / Director Chris Fisher $310
Managing Principal $300
Principal Consultant Mike Medve
Bob Quaid $270
Senior Project Manager $250
Project Manager Priti Patel $210
Senior Project Analyst $150
Senior Analyst Samantha Labitan $135
Analyst II $120
Analyst I $110

Comprehensive User Fee Study and Cost Allocation Plan 19 City of La Cañada Flintridge, CA
Project Team
Project Organization
Our management and supervision of the project team is very simple:
staff every position with experienced, capable personnel in sufficient numbers to deliver a superior product to the City, on time and on budget.

With that philosophy in mind, we have selected experienced professionals for this engagement. We are confident that our team possesses the depth of experience that will successfully fulfill your desired work performance.

City of La Cañada Flintridge
Project Team
Key Team Member Project Role Responsibility to the Engagement Chris Fisher
Vice President/Director
Principal-in-Charge
▪ Ensure client satisfaction, flow of communication,
and oversight of the project;
▪ Technical guidance;
▪ Project oversight;
▪ Quality assurance & control; and
▪ Meeting and presentation attendance.

Mike Medve
Principal Consultant
Project Manager
▪ Task oversight;
▪ Model development;
▪ Produce key elements of the analysis;
▪ Responsible for project deliverables;
▪ Report preparation and evaluation; and
▪ Meeting and presentation attendance.

Priti Patel
Project Manager
Project Analyst
▪ Collect, interpret, and disseminate key data;
▪ Assistance with model development;
▪ Peer review;
▪ Report preparation; and
▪ Meeting and presentation attendance.

Samantha Labitan
Senior Analyst
Analytical Support
▪ Collect, interpret, and disseminate key data;
▪ Assistance with model development;
▪ Peer review; and
▪ Report preparation.

Robert Quaid
Principal Consultant
Technical Advisor
▪ Third party reviewer; and
▪ Report evaluation.

Resumes
Resumes for Willdan’s project team are presented on the following pages.

The team presented within this proposal
has worked collectively on numerous
projects, such as the one requested by the
City of La Cañada Flintridge; an
established work practice between the
team members has been forged, this
proven long-standing system has
benefited our clients.

Comprehensive User Fee Study and Cost Allocation Plan 20 City of La Cañada Flintridge, CA
Education
San Francisco State
University, Bachelor
of Science, Finance
Areas of Expertise
Cost of Service
Analyses
Multi-disciplinary
Team Management
Special District
Formations
Client Presentations
Proposition 218
Affiliations
California Society of
Municipal Finance
Officers
Municipal
Management
Association of
Northern California
California Municipal
Treasurers
Association
27 Years’ Experience
Chris Fisher
Principal-in-Charge
Mr. Chris Fisher, Vice President / Director of Willdan’s Financial Consulting Services group, will serve as Principal-in-Charge for the City of La Cañada Flintridge project. He will also share his extensive knowledge related to cost-of-service principles with members of the project team. Mr. Fisher joined Willdan in April of 1999, and during that time has managed an array of financial consulting projects for public agencies in California, Colorado, Texas, Arizona, and Florida, coordinating the activities of resources within Willdan, as well as those from other firms working on these projects. He is one of the firm’s leading experts for special district financing related to public infrastructure, maintenance, and services, including public safety.

Select Related Experience
City of Murrieta, CA — Cost Allocation & OMB Compliant Plan and Comprehensive User Fee Study: Mr. Fisher served as the principal-in-charge on the City’s fee study. The primary objective for the cost allocation study was to ensure that general government costs were fairly and equitably allocated to appropriate programs and funds. The City recently re-engaged Willdan to conduct an update to both studies.

City of Palm Desert, CA — Cost Allocation Plan and Comprehensive User Fee Study:

Mr. Fisher was the principal-in-charge for the ongoing full cost allocation plan and user fee study.

Willdan’s work included the gathering of necessary data and information, interviews with City staff to identify overhead support services and how they are used and interviews to gather information related to fee-based services. We also developed financial models to calculate overhead allocations and personnel rates and the full cost of services for which fees are charged. We worked with Staff to finalize cost recovery targets, prepare reports and present the results.

City of San Marcos, CA — Cost Allocation Plan, Indirect Cost Rate Proposals & Comprehensive User Fee Study: Mr. Fisher was the principal-in-charge for the City’s full and OMB compliant cost allocation plan, preparation of Indirect Cost Rate proposals, and Comprehensive user Fee Study engagement.

City of National City, CA — Cost Allocation Plan, OMB Compliant Cost Allocation Plan, User Fee Study, and ISF Allocation Study: Mr. Fisher served as the principal-in-charge for the City of National City’s Cost Allocation Plan, OMB Compliant Cost Allocation Plan, User Fee, and ISF Allocation Study. This project was successfully completed, with new rates adopted, and the City has recently re-engaged Willdan, through competitive bid, to conduct an update to both studies.

City of Laguna Hills, CA — Comprehensive Cost Allocation Plan and Comprehensive User Fee Study: Mr. Fisher oversaw the update of the City’s general overhead allocation plan and cost-ofservice user fees.

City of Irvine, CA —Cost Allocation Plan and Comprehensive User Fee Study: Willdan completed a cost allocation plan and user fee study for the City of Irvine. Mr. Fisher managed and provided quality assurance to this project, ensuring the accuracy of the models, as well as the final reports. He also presented the results to the City’s Finance Commission and to the City Council.

City of West Hollywood, CA — Comprehensive User Fee Study and Cost Allocation Plan:

Mr. Fisher is the principal-in-charge for the City’s Comprehensive User Fee Study and Cost Allocation Plan engagement, managing the overall execution of the project, providing technical guidance and quality control.

City of Pomona, CA – Master Fee Schedule Update: Mr. Fisher was the principal-in-charge for the City’s master fee schedule update and update of the development impact fees. Mr. Fisher provided quality control and served as the primary contact with the City.

City of Burbank, CA — Comprehensive Citywide User Fees and Charges Study: Mr. Fisher oversaw the City’s recently completed Citywide User Fees and Charges Study.

City of West Covina, CA — Comprehensive Cost Allocation Plan and User Fee Study: Mr. Fisher served in the role of project manager for the City’s engagement. The cost allocation plan developed will aid the City in the recovery of overhead costs related to central service activities.

Comprehensive User Fee Study and Cost Allocation Plan 21 City of La Cañada Flintridge, CA
Education
Bachelor of Science,
Information and
Computer Science,
Management and
Mathematics Minors,
Cum Laude,
University of
California, Irvine
Areas of Expertise
Public Finance
Public Facility
Financing
Special District
Formation and
Administration
Proposition 218
New Markets Tax
Credits
Grant Writing
Cost Allocation
Plans
Fiscal Analysis for
User Fees and
Rates
20 Years’ Experience
Mike Medve
Project Manager
Mr. Mike Medve is a Principal Consultant, with 20 years of experience, with expertise in public finance, including special district formation and administration, fiscal impact analysis, public facilities financing plans, integrated financing districts, Proposition 218, tax credit financing, state and federal grant and loan programs, sales tax revenue bonds, and infrastructure financing districts. He has developed financial pro formas and cash flow analyses for numerous types of public and private project financing programs.

Prior to joining Willdan, Mr. Medve was a consultant in the field of public finance for Parsons Brinckerhoff and David Taussig & Associates. Over the years, he has been a financing team member for over $1.5 billion in limited obligation bonds and over $50 million in grant funds. He has served as the lead consultant for over two dozen clients, both public and private, throughout the country.

Related Experience
City of Palm Springs, CA – Cost Allocation Plan and Comprehensive User Fee Study: Mr. Medve served as the project manager for the City's Cost Allocation and Comprehensive User Fee study. He supervised the team of project analysts. Mr. Medve played a primary role in crafting comprehensive reports that extracted key findings and recommendations. His hands-on approach ensured the timely delivery of actionable results, contributing significantly to the project's overall success.

City of National City, CA — Cost Allocation Plan, OMB Compliant Cost Allocation Plan, User Fee Study, and ISF Allocation Study: Mr. Medve served as the project manager for the City’s Cost Allocation Plan and User Fee Study engagement.

City of Coronado, CA — Cost Allocation Plan and EMS User Fee Study: Mr. Medve served as the Project Manager on the City’s Cost Allocation Plan and Emergency Medical Services User Fee Study.

Mr. Medve was responsible for the development of models and reports and coordinating analytical support.

City of Murrieta, CA — Cost Allocation & OMB Compliant Plan and Comprehensive User Fee Study: Mr. Medve served as the project manager for the City’s Cost Allocation and Comprehensive User Fee study. The primary objective for the cost allocation study was to ensure that general government costs were fairly and equitably allocated to appropriate programs and funds. Mr. Medve is once again serving as the project manager for the City’s update.

City of Lake Elsinore, CA — Cost Allocation Plan & User Fee Study: Mr. Medve served as the project manager for the City of Lake Elsinore’s Cost Allocation Plan & User Fee Study. The study involved the identification of existing and potential new fees, fee schedule restructuring, data collection and analysis, orientation and consultation, quality control, communication and presentations, and calculation of individual service costs cost recovery levels.

City of Lynwood, CA — Full Cost Allocation Plan and Comprehensive Fee Study: As the project manager for the City of Lynwood OMB compliant full cost allocation plan and comprehensive fee study engagement, Mr. Medve worked closely with City staff to analyze data, report production, participated in multiple meetings, and assisted the City appointed Project Manager in the adoption of the new fees.

City of San Jacinto, CA — Cost Allocation Plan and User Fee Study: Mr. Medve was the project manager for the Cost Allocation Plan and User Fee Study portion of the City of San Jacinto’s engagement, which also included an update of the development impact fees. Mr. Medve was responsible for the development of models and reports and coordinating analytical support.

City of Yucaipa, CA — Cost Allocation Plan and User Fee Study: Mr. Medve was assigned to work with the City on this engagement as project manager, analyzing data, working with staff to make refinements, and developing cost allocation and fee models to ensure full-cost recovery for building and safety, planning, community development, and public works departments.

City of Calexico, CA — Cost Allocation Plan and User Fee Study: Mr. Medve was the project manager for the City of Calexico cost allocation plan EMS fee study engagement. He developed the model and presented the results to Council.

Comprehensive User Fee Study and Cost Allocation Plan 22 City of La Cañada Flintridge, CA
Education
Bachelor of Arts;
Business
Management,
Information Systems
and
International
Business,
University of
Cincinnati
Areas of Expertise
Cost Allocation Plans
User Fee Studies
Proposition 218
12 Years’ Experience
Priti Patel
Project Analyst
Ms. Priti Patel is a Project Manager in the Financial Consulting Services group. She plays a crucial role in the project team by conducting utility rate analyses, fee studies, cost allocation plans, monitoring Proposition 218 compliance, and establishing special districts. Ms. Patel is responsible for coordinating and performing activities related to Cost Allocation Plans and User Fee Studies. This includes integrating and adjusting databases, analyzing revenues and expenditures, and preparing documentation. Additionally, she regularly interacts with clients as part of her responsibilities.

Ms. Patel joined Willdan as an Analyst with the District Administration Group, while with DAS she performed research and analysis needed for local government financial issues related to district administration, including document data entry and updating, database management, research, and report preparation. She also provided general information on questions pertaining to Assessment Districts and special taxes, as well as the status of property delinquencies.

Select Related Experience
City of Encinitas, CA — Cost Allocation Plan, Indirect Cost Rate Proposals and Comprehensive User Fee Study: Ms. Patel served as the lead financial analyst on the City of Encinitas’ fee study engagement. In this role she obtained information and data, reviewed overhead structure and functions, and assisted in the preparation of the model and report.

City of San Marcos, CA — Cost Allocation Plan, Indirect Cost Rate Proposals & Comprehensive User Fee Study: Ms. Patel was the financial analyst assigned to the City of San Marcos’ engagement to complete a full and OMB compliant cost allocation plan and preparation of Indirect Cost Rate proposals engagement.

City of National City, CA — Cost Allocation Plan, OMB Compliant Cost Allocation Plan, User Fee Study, and ISF Allocation Study: Ms. Patel provided analytical support in the preparation of this study, her primary duties included development of the models, finalizing model figures and results, and generating reports.

City of Burbank, CA — Comprehensive Citywide User Fees and Charges Study: Ms. Patel provided analytical support and gathered budget and allocation basis data for this engagement. She also assisted in the development of the financial model.

City of San Fernando, CA — Cost Allocation Plan and Comprehensive User Fee Study: Ms. Patel provided support to senior team members in the preparation of the cost allocation plan, OMB compliant plan and comprehensive user fee study engagement.

City of Laguna Hills, CA — Cost Allocation Plan and Comprehensive User Fee Study: Ms. Patel provided analytical support in the preparation of a full cost allocation plan and fee study for the development of a master list of fees.

City of Chino Hills, CA — Cost Allocation Plan and Comprehensive User Fee Study: Providing analytical support in the preparation of a cost allocation plan and comprehensive fee study, Ms. Patel worked to identify and take into account direct and indirect costs, along with changes in staffing, structure, and service delivery methods. She is also assisting in the preparation of user-friendly Excelbased models that City staff can easily update in the future to determine the proper allocation of expenditures and ongoing full cost of City-provided services.

City of West Hollywood, CA — Comprehensive User Fee Study and Cost Allocation Plan:

Ms. Patel is serving as the primary financial analyst for City of West Hollywood’s Fee Study engagement. Ms. Patel has been instrumental in collecting the necessary data and collaborating with the City and Willdan senior project team members in conducting the study, including development of the model, researching similar fees in comparable cities and preparation of reports.

City of Monterey, CA — Cost Allocation Plan: Ms. Patel is serving as the financial analyst for the Monterey Cost Allocation Plan and updates. In this role she is responsible for obtaining updated information and data, reviewing overhead structure and functions, and preparing the updated model and report. The City originally hired Willdan for the creation of the first Cost Allocation Plan and has hired us for multiple updates since then.

Comprehensive User Fee Study and Cost Allocation Plan 23 City of La Cañada Flintridge, CA
Samantha Labitan
Analytical Support
Ms. Samantha Labitan is Senior Analyst within Willdan’s Financial Consulting and District Administration Services groups. Ms. Labitan provides analytical support under the guidance of the project team. Her primary function is to support project managers and senior analysts with cost allocation plans and user fee studies. She specializes in analysis for a variety of clients, including cities, water districts, public utilities, and school districts.

She regularly speaks with individuals representing title companies, real estate agencies, and appraisal firms, together with staff from cities and counties. Willdan’s proprietary computer system allows her to readily access the owner’s name, the Assessor’s Parcel Number, existing and future taxes or assessments, and more; thus, enabling expedient service. Community Facilities Districts, Local Improvement Districts, Landscape and Lighting Districts, and County Service Areas are some of the special districts she administers.

Select Related Experience
City of West Hollywood, CA — Cost Allocation Plan and Comprehensive User Fee Study: For this project, Ms. Labitan provides analytical support. Primary duties include gathering and verifying necessary data, finalizing model figures, and generating reports.

City of Lynwood, CA — Cost Allocation Plan & OMB Compliant Cost Allocation Plan and User Fee Study: Ms. Labitan provided support to the project team specific to the preparation of a comprehensive fee study, full and OMB compliant cost allocation plan. Ms. Labitan worked in tandem with the project managers to identify and account for direct and indirect costs, along with changes in staffing, structure, and service delivery methods.

City of San Fernando, CA — Cost Allocation Plan and Comprehensive User Fee Study:

Ms. Labitan is currently providing support to senior team members in the preparation of a cost allocation plan, OMB compliant plan, and comprehensive user fee study.

City of El Centro, CA — Full & OMB Compliant Cost Allocation Plan and User Fee Study:

Ms. Labitan served as the analyst in the preparation of a full & OMB compliant Cost Allocation Plan and Comprehensive User Fee Study, for the City of El Centro engagement.

City of Blythe, CA — Full and OMB Compliant Cost Allocation Plan: Ms. Labitan served as the analyst in the preparation of a full and OMB compliant cost allocation plan, for the City of Blythe engagement.

City of Richmond, CA — Cost Allocation Plan & User Fee Study: As analytical support, Ms. Labitan provided assistance to the project team. Primary duties included gathering and verifying necessary data, finalizing model figures, and generating reports.

City of Gilroy, CA — Cost Allocation Plan and Comprehensive User Fee Study: Ms. Labitan worked on the team for the City’s fee study project, providing analytical support, gathering data, working with staff to make refinements, and developing cost allocation and fee models to ensure fullcost recovery for building and safety, planning, community development, and public works departments.

City of Goleta, CA — Cost Allocation Plan, OMB Compliant Plan, and Comprehensive User Fee Study: Ms. Labitan provided analytical support to the project team for the City’s comprehensive fee study, full and OMB compliant cost allocation plan.

City of Los Banos, CA — Full & OMB Compliant Cost Allocation Plan and Comprehensive User Fee Study: Ms. Labitan provided analytical support to the project team for the City’s comprehensive fee study, full and OMB compliant cost allocation plan.

City of Pismo Beach, CA — Comprehensive User Fee Study: Ms. Labitan served in the capacity of assistant analyst for the City’s comprehensive fee study.

City of Brighton, CO — Cost Allocation & OMB Compliant Plan: Ms. Labitan is providing analytical support for the City’s cost allocation plan.

Education
University of California,
Santa Barbara
Bachelor of Arts,
Mathematics
Areas of Expertise
Cost Allocation Plans
User Fee Studies
Benefit/Maintenance
Assessment Districts
Community Facilities
Districts
Local Improvement
Districts
8 Years’ Experience

Comprehensive User Fee Study and Cost Allocation Plan 24 City of La Cañada Flintridge, CA
Education
Bachelor of Science,
University of
Southern California
Areas of Expertise
Fiscal Analysis for
User Fees and Rates
Cost Allocation Plans
Acquisition Audit
Services
Statutory Financial
Reporting
Fund Audits
Quality Review of
Community
Facilities, Lighting &
Landscaping, and
Assessment Districts
Affiliations
California Society
of Municipal
Finance Officers
California Society
of CPAs
40 Years’ Experience
Robert Quaid
Technical Advisor
With his 40 years of extensive experience in public financing, Mr. Robert Quaid has been selected to provide quality assurance/quality control in the role of technical advisor. In his position as a Principal Consultant at Willdan, Mr. Quaid provides project management, procedural support, technical support, and quality review for Willdan’s District Administration group, as well as the Financial Services Consulting group specific to cost allocation plans, user fee studies, and special financial analysis.

Prior to joining Willdan, Mr. Quaid worked in the private industry of real estate accounting and finance.

He began his career with the public accounting firm formerly known as Haskins & Sells (currently known as “Deloitte & Touche”). His experience includes financial statement analyses, asset administration, computer conversion, and reporting to the Securities and Exchange Commission for several public real estate partnerships. In 1979, Mr. Quaid became a licensed California CPA.

Select Related Experience
City of Thousand Oaks, CA — Cost Allocation Plan: Mr. Quaid served as project manager for the development of an OMB compliant cost allocation plan model using fiscal year actual costs as the basis for the allocations. He was responsible for the preparation of the Cost Allocation Plan report and provided cost allocation model training to City staff.

The objective of this project was to determine the appropriate allocation of indirect costs from City General Fund central service departments to the General Fund operating departments/programs and the non-General Fund departments/programs. The plan model included 16 allocation bases allocating costs to over 100 departments and divisions. Both full and OMB cost allocation models were delivered to the City. Willdan was awarded a four-year contract.

Cities of Fontana, Gardena and Hawthorne, CA — Cost Allocation Plan Projects: For each of these cities, Mr. Quaid served in the role of task manager for the development of an OMB compliant cost allocation plan model using Microsoft Excel. He was responsible for the preparation of the cost allocation plan report and trained City staff on how to use the cost allocation model.

City of Cathedral City, CA — Comprehensive User Fee Study: Mr. Quaid served as project manager for a user fee study that required updating fees for Planning, Engineering, Building, Police, Fire, City Clerk, and Finance.

Mr. Quaid has provided Quality Assurance and Quality Control to multiple clients throughout California.

Provided below are a few examples of clients for which services have been provided in the previous five years.
▪ City of Arcadia, CA
▪ City of Belmont, CA
▪ City of Burbank, CA
▪ City of Cerritos, CA
▪ City of Chino Hills, CA
▪ City of Claremont, CA
▪ City of Coalinga, CA
▪ City of Fillmore, CA
▪ City of Hayward, CA
▪ City of Irvine, CA
▪ City of Indian Wells, CA
▪ City of Lynwood, CA
▪ City of Monterey, CA
▪ City of Murrieta, CA
▪ City of Petaluma, CA
▪ City of Richmond, CA
▪ City of St. Helena, CA
▪ County of San Benito, CA
▪ City of San Bruno, CA
▪ City of Salinas, CA
▪ City of Upland, CA
▪ City of Watsonville, CA
▪ City of West Hollywood, CA
▪ City of Yucaipa, CA

Comprehensive User Fee Study and Cost Allocation Plan 25 City of La Cañada Flintridge, CA
Qualifications and Experience of the Firm
Firm Profile
Willdan Financial Services is an operating division within Willdan Group, Inc. (WGI), which was founded in 1964 as an engineering firm working with local governments. Today, WGI is a publicly traded company (WLDN). WGI, through its divisions, provides professional technical and consulting services that ensure the quality, value and security of our nation’s infrastructure, systems, facilities, and environment.

The firm has pursued two primary service objectives since its inception—ensuring the success of its clients and
enhancing its surrounding communities.

A financially stable company, Willdan has approximately 1,800 employees working in more than a dozen states
across the U.S. Our employees include a number of
nationally recognized Subject Matter Experts for all areas related to the broadest definition of connected
communities—five of whom are committed to
contributing their expertise throughout the duration of the City of La Cañada Flintridge’s Comprehensive User
Fee and Cost Allocation Plan engagement.

Willdan has solved economic, engineering and energy
challenges for local communities and delivered industry-leading solutions that have transformed government and commerce. Today, we are leading our clients into a future accelerated by change in resources, infrastructure, technology, regulations, and industry trends.

Willdan Financial Services
Established on June 24, 1988, Willdan Financial Services, is a national firm and is one of the largest public sector economic and financial analysis consulting firms in the United States. Since that time, we have helped over 800 public agencies successfully address a broad range of infrastructure challenges.

Our team is focused on actively supporting our clients by ensuring they stay informed about the latest advancements in our areas of expertise. We believe that by sharing this knowledge, we can empower our clients to make informed decisions and achieve their objectives.

Willdan assists local public agencies by providing the following services:

Willdan Financial Services
Services
▪ User fee studies;
▪ Cost allocation studies;
▪ Utility rate and cost of service studies;
▪ Real estate economic analysis;
▪ Feasibility studies;
▪ Municipal Advisory;
▪ Arbitrage and Continuing Disclosure Services;
▪ Economic development strategic plans;
▪ Development impact fee establishment and analysis;
▪ District Administration Services;
▪ Property tax audits;
▪ Tax increment finance district formation and
amendment;
▪ Housing development and implementation strategies;
▪ Debt issuance support; and
▪ Long-term financial plans and cash flow modeling.

Comprehensive User Fee Study and Cost Allocation Plan 26 City of La Cañada Flintridge, CA
Project Experience
Willdan Financial Services employs a team of professionals who provide essential financial consulting services throughout the United States. Our direct experience as “agency staff” provides us with firsthand understanding of City operations and is uniquely useful in determining the full effort associated with service delivery and in developing a fee schedule that is easy to communicate and implement.

Willdan has provided user fee study services to municipal clients for over 28 years; and has prepared user fee studies, cost allocation plans, and OMB compliant cost allocation plans for clients throughout California, as well as the United States. Willdan’s proven and successful track-record conducting user fee studies and cost allocation plan services for public agencies dates to 1998. Since that time, we have developed the expertise to successfully integrate this service into the Financial Consulting Services group’s primary functions.

Willdan has extensive experience with a range of fee studies and the typical pros, cons, and challenges, both in implementation and management. Willdan will bring its expertise to the City’s process of considering financial, practical, and policy issues in deciding on its future fee program. Our record of success within the industry provides assurance of the professionalism and capability we will bring to this engagement.

Unique Experience
Breadth of Directly Related Experience
Willdan is the leading firm in California providing services to complete Cost Allocation Plan and User Fee Study projects, and one of the leaders throughout the Country. We have completed hundreds of successful similar studies in California, including more than thirty (30) in the past two years alone, in addition to projects in Arizona, Colorado, Texas, and Florida.

Project Dedication and Team Consistency
Willdan has assembled a five-member project team from its Financial Consulting Services group—each a subject-matter expert who has worked together for a minimum of seven years, with Mr. Fisher and Mr. Medve collaborating for thirteen years—to conduct the City of La Cañada Flintridge User Fee Study and Cost Allocation Plan. The group brings extensive public engagement experience; they have planned, led, and participated in numerous stakeholder and staff workshops, presented methodologies and results, facilitated discussion, responded to technical and policy questions, and built consensus for defensible fee recommendations. Through regular peer review, iterative client coordination, and clear written and oral communication, the team ensures deliverables that are technically robust, practically implementable, and wellsupported during public review.

Proven Professionals
The quality of the project team is as important as the firm's reputation. Willdan is recognized for delivering personalized, client-focused service, and our team will collaborate closely with City staff to ensure continuity and long-term support. We prioritize clear communication, timely responsiveness, and practical solutions tailored to the City's needs. Our goal is to provide robust, implementable recommendations and advisory assistance so the City can confidently manage fee schedules, adapt to changing conditions, and sustain sound fiscal practices over the long term.

Project Team Stability
Mr. Fisher has been assigned to serve as the City’s representative; he has been selected for this role due to his vast experience, which includes the preparation and supervision of numerous fee studies, as well as his experience presenting to governing bodies, stakeholders, and industry groups.

Community Investment
Much of our success in developing impactful programs and studies is due to our experiences in meeting with citizen / stakeholder groups and elected officials. Our ability to explain technical information in a concise, understandable manner is a fundamental reason for our high degree of success. Willdan staff takes the time to include and inform the Community.

It is important to note that
Mr. Fisher has been with Willdan
for 27 years, ensuring the City of
La Cañada Flintridge of continuity
and dedication in staffing during
the completion of the project.

Comprehensive User Fee Study and Cost Allocation Plan 27 City of La Cañada Flintridge, CA
References
Below are recent project descriptions, including client contact information, which are similar in nature to those requested by the City of La Cañada Flintridge engagement.

City of Burbank, CA
Comprehensive User Fee Study
In Spring of 2023 Willdan completed a comprehensive master user fee study for the City of Burbank. Burbank is a large, diverse city with a full range of municipal services. We worked with City staff to gather the necessary data to incorporate appropriate central service overhead factors from the City’s current Cost Allocation Plan into this analysis. Following this, we analyzed the current fee schedule, developed a detailed cost-of-service analysis, and calculated the full cost of providing services for which fees are charged.

We also evaluated opportunities to implement new fees and eliminate obsolete ones. Finally, we conducted fee comparisons with other local municipal agencies and worked with City staff to develop fee-setting recommendations that incorporated policy guidelines and presented these to the City Council for adoption.

Willdan updated many of the fee programs and their structures. Final master fee recommendations were made to address the City’s goal to maximize the recovery of the costs of providing services, to the best extent possible, including overhead. The final steps of the process included a detailed presentation to the City Council, and delivery to the City of the fee model for their future use.

Client Contact: Justin Hess, City Manager
Tel #: (818) 238-5800| Email: [email protected]
City of West Hollywood, CA
Comprehensive User Fee Study and Full Cost Allocation Plan Willdan was engaged to prepare for the City of West Hollywood a Cost Allocation Plan and Comprehensive User Fee Study. Willdan developed a cost allocation plan and model that fully allocated central overhead costs to appropriate operating departments, funds, and/or programs. Our primary objective for the cost allocation study was to ensure that general government costs are fairly and equitably allocated to appropriate programs and funds, based on tailored and well thought out allocation factors.

Willdan reviewed and analyzed existing user fee programs, and based upon conversations with staff, made suggestions, as necessary, for fees that may need to be added to the City’s fee schedule for which fees were not currently being charged. Utilizing the full CAP, the comprehensive user fee study initial phase is complete with full interviews concluded and a comprehensive fee model developed.

Client Contact: Annie Ruiz, Revenue Manager
Tel. #: (323) 284-6499 | Email: [email protected]
City of Chino Hills, CA
Full Cost Allocation Plan and Comprehensive User Fee Study The City of Chino Hills engaged Willdan to complete a comprehensive Cost Allocation Plan and Comprehensive User Fee Study. Willdan staff met with City staff to verify the City’s objectives for the study, independently gathered most of the necessary data for the development of the CAP model and methodology and worked directly with City staff to gather additional detail or clarify information where necessary. We worked with City staff to understand the various functions served by indirect staff in various City departments, and which operating departments or funds they served. We worked directly with City staff to develop and verify allocation bases and make adjustments through several iterations of the CAP model, as necessary.

We developed a cost-of-service analysis and model that updated existing fees and incorporated new fees and used it to create an updated comprehensive fee schedule.

Willdan is currently providing an update to the User Fee Study and Cost Allocation Plan.

Client Contact: Christa Buhagiar, Finance Director
Tel. #: (909) 364-2642 | Email: [email protected]

Comprehensive User Fee Study and Cost Allocation Plan 28 City of La Cañada Flintridge, CA
City of San Dimas, CA
Comprehensive User Fee Study and Cost Allocation Plan
The City of San Dimas engaged an outside consultant to conduct a comprehensive study of the City’s User Fees and to prepare a Full Cost Allocation Plan. These studies were conducted in a manner that identified and accounted for all direct and indirect costs. Our main objective for updating the cost allocation study was to ensure that general government costs are fairly and equitably distributed among the appropriate programs and funds, using tailored and well-considered allocation factors.

The Cost Allocation Plan was developed to create overhead allocations and indirect rates that comply with OMB standards. Willdan evaluated and analyzed the existing user fee programs and based on discussions with staff, recommended potential new fees to be added to the City’s fee schedule for services that were previously not charged.

We conducted a cost-of-service analysis and model, which updated existing fees, incorporated new fees, and was used to create a revised comprehensive fee schedule.

Client Contact: Michael O’Brien, Administrative Services Director Tel. #: (909) 394-6225 | Email: [email protected]
City of Corona, CA
Comprehensive User Fee Study and Full Cost Allocation Plan Through a competitive process Willdan was engaged to provide a Cost Allocation Plan and a Comprehensive User Fee Study to the City of Corona.

As part of this effort, we are developing a full and an OMB compliant Cost Allocation Study and a User Fee Study that will accurately account for the true cost of providing various services within and to each City operation, including capital projects. We are also developing fully burdened hourly rates for City employees. This will include an analysis of administrative and overhead costs associated with activities that are delivered directly to the public, where hourly rates may be charged, to ensure appropriate recovery of costs. Willdan completed these studies concurrently, in a manner that fully identifies and takes into account direct and indirect costs, along with changes in staffing, structure, and methods of service delivery.

The project team is currently conducting an IT and Fleet specific Cost Allocation Plans for the City.

Client Contact: Luis Navarro, Budget Supervisor
Tel. #: (951) 817-5742 | Email: [email protected] City of Irvine, CA
Comprehensive User Fee Study, Cost Allocation Plan & OMB Cost Allocation Plan Willdan completed a comprehensive user fee study and full cost allocation plan for the City of Irvine. The cost allocation plan was also OMB compliant, whereas the user fee study focused on the community development/ planning, city clerk, public safety, and public works departments.

In addition to identifying the true costs of City-provided services, Willdan staff worked with each department to identify opportunities in recovering costs of services for which no fee had previously been collected.

Willdan also conducted the City’s previous study, as well as updates to the studies, and was recently re-selected to conduct a Building and Safety User Fee.

Willdan was re-selected, through competitive bid, to conduct a Master User Fee Study and Cost Allocation Plan, with annual updates, for three years.

Client Contact: Serena Bubenheim, Manager of Budget and Purchasing-Administrative Services Tel. #: (949) 724-7927 | Email: [email protected]

Comprehensive User Fee Study and Cost Allocation Plan 29 City of La Cañada Flintridge, CA
Similar Studies
Listed below is a list of the public agencies in which similar services are currently in progress, or have been completed, in the last several years by the project team included within this submission.

Willdan Financial Services
Five Year Cost Allocation Plan and User Fee Study Experience Client Project Description
City of Amarillo, TX Cost Allocation Plan
City of Antioch, CA Cost Allocation Plan and Comprehensive User Fee Study City of Arcadia, CA Cost Allocation Plan and Comprehensive User Fee Study City of Arroyo Grande, CA Cost Allocation Plan, OMB Compliant Plan, User Fee Study City of Arvin, CA Cost Allocation Plan
City of Atwater, CA Cost Allocation Plan, User Fee Study and Development Impact Fee Study City of Aurora, CO Cost Allocation Plan and Comprehensive User Fee Study City of Baldwin Park, CA Cost Allocation Plan and Comprehensive User Fee Study City of Barstow, CA Cost Allocation Plan and Comprehensive User Fee Study City of Bedford, TX Cost Allocation Plan
City of Belmont, CA Development Services User Fee Study City of Bellflower, CA Cost Allocation Plan, User Fee Study and Development Impact Fee Study City of Benicia, CA Cost Allocation Plan and Comprehensive User Fee Study City of Blythe, CA Cost Allocation Plan and Comprehensive User Fee Study City of Bradbury, CA Comprehensive User Fee Study
City of Brea, CA Cost Allocation Plan and Comprehensive User Fee Study City of Brighton, CO Cost Allocation Plan
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27368 Via Industria, Suite 200
Temecula, CA 92590
800.755.6864 | Fax: 888.326.6864
www.willdan.com

CITY OF LA CAÑADA FLINTRIDGE - BUDGET SUPPLEMENT/AMENDMENT Date Fiscal Year
09/15/26 2026-27
Program Fund Amended (Name) Fund Number
Finance General 10
REVENUES:

Account Description Account Number Current Budget Proposed Amendments Amended Budget
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL $0.00 $0.00 $0.00
EXPENDITURES:

Account Description Account Number Current Budget Proposed Amendments Amended Budget
Professional Services 1-10-6061 $ 277,020.00 $ 41,325.00 $318,345.00 $0.00
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL $277,020.00 $41,325.00 $318,345.00
PURPOSE:

Authorization to Enter into an Agreement with Willdan Financial Services for a Comprehensive User Fee Study and Cost Allocation Plan APPROVALS:

Department Head Date City Manager Date
Finance Department Date Date of City Council Approval (if required)

City Council Agenda Report
Meeting Date: September 15, 2026
Subject: Approve and Authorize Release of RFP for Professional Services to Develop a New City Website
Presenter: Madison Dederick, Senior Management Analyst I Proposed Action: Motion to approve and direct staff to release the Request for Proposals for Professional Services for City Website Redesign, Development, Hosting, and Support Services, and authorize the City Manager’s Office to manage the formal competitive procurement process Environmental Impact: This action is not a project under the California Environmental Quality Act pursuant to Section 15378 of the CEQA Guidelines because it involves an administrative and procurement action
Fiscal Impact: There is no direct fiscal impact associated with releasing the Request for Proposals.

The cost of the website redesign, implementation, hosting, maintenance, and support will be determined through the competitive procurement process. Staff will return to the City Council with a recommended consultant, proposed contract amount, and funding recommendation prior to contract award
Background:

The City’s public website, lcf.ca.gov, is a primary source of information and online services for residents, businesses, and other stakeholders. The current website operates on WordPress and has been in place for several years.

As the City’s digital communication and service needs have expanded, staff has identified the need for a comprehensive redesign to improve usability, accessibility, content management, emergency communications, document organization, system integrations, security, and long-term website support.

Staff has prepared a Request for Proposals seeking qualified firms to design, develop, implement, host, and provide ongoing support for a new City website.

Discussion/Analysis:

The proposed RFP seeks a modern, accessible, secure, mobile-responsive, and user-centered website that can be effectively managed by City staff.

The selected consultant will be responsible for the full website redevelopment process, including:

• Project discovery and requirements validation;
• Website design and development;
• Information architecture and navigation;
• Content review, editing, and migration;
• Accessibility compliance;
• Integration with existing City systems;
• Emergency communication capabilities;
• Security, hosting, backup, and disaster recovery;
• Staff training; and
• Ongoing maintenance and technical support.

An important component of the RFP is the discovery and user-research process. The selected consultant will be required to identify user groups, priority tasks, and service needs and may use stakeholder interviews, workshops, surveys, or similar methods to gather input. The resulting website structure is required to be based on resident needs, common tasks, search behavior, and City services. This process is intended to ensure that the new website is designed around how the public actually seeks and uses City information rather than simply recreating the existing website structure.

The RFP also requires the consultant to provide at least three design concepts for City review and to develop a website that allows nontechnical staff to manage routine content without ongoing consultant assistance.

The procurement will use a best-value evaluation process, considering qualifications, understanding of City needs, technical capabilities, accessibility and security, implementation approach, staffing, and cost.If authorized by the City Council, the RFP is anticipated to be released on September 22, 2026, with proposals due October 22, 2026. Staff anticipates returning to the City Council in December with a recommended consultant and professional services agreement for consideration.

Options:

1. Approve and direct staff to release the Request for Proposals and authorize the City Manager’s Office to manage the formal competitive procurement process; or

2. Approve the RFP with modifications; or

3. Provide alternative direction to staff.

Recommendation:

Option No. 1 - It is recommended that the City Council take the following action(s): Approve and direct staff to release the Request for Proposals for Professional Services for City Website Redesign, Development, Hosting, and Support Services and authorize the City Manager’s Office to manage the formal competitive procurement process.

Attachments:

1. Request for Proposals – City Website Redesign, Development, Hosting, and Support Services

City of La Cañada Flintridge | Website Redesign RFP

CITY OF LA CAÑADA FLINTRIDGE

CITY MANAGER'S OFFICE

REQUEST FOR PROPOSALS

CITY WEBSITE REDESIGN, DEVELOPMENT, HOSTING,

AND SUPPORT SERVICES
Date Released September 22, 2026
Questions Regarding RFP Due October 6, 2026 at 12:00 p.m.

Addenda Issued (if any) October 8, 2026
Proposals Due October 22, 2026 at 5:00 p.m.

Anticipated Project Start January 11 to 15, 2027
Madison Dederick
Senior Management Analyst
City of La Cañada Flintridge
One Civic Center Drive
La Cañada Flintridge, CA 91011

City of La Cañada Flintridge | Website Redesign RFP

CONTENTS

1.0 INVITATION FOR PROPOSALS............................................................................... 3

2.0 CITY DESCRIPTION AND PROJECT BACKGROUND............................................ 3

3.0 PROJECT OBJECTIVES .......................................................................................... 4

4.0 SCOPE OF SERVICES............................................................................................. 4

5.0 FUNCTIONAL AND TECHNICAL REQUIREMENTS................................................ 9

6.0 DELIVERABLES AND ACCEPTANCE.................................................................... 12

7.0 PROJECT GOVERNANCE AND COORDINATION................................................ 13

8.0 PROJECT SCHEDULE ........................................................................................... 13

9.0 CONTENTS OF PROPOSAL .................................................................................. 13

10.0 SELECTION PROCESS AND CRITERIA ............................................................. 15

11.0 CONTRACT AWARD ............................................................................................ 15

12.0 STANDARD AGREEMENT ................................................................................... 15

13.0 PROOF OF AUTHORITY...................................................................................... 15

14.0 FINANCIAL AND RELATIONAL DISCLOSURE.................................................... 16

15.0 AWARD AND PROPOSAL RETENTION .............................................................. 16

16.0 DISQUALIFICATION OF PROPOSER.................................................................. 16

17.0 COMPLIANCE WITH LAWS.................................................................................. 16

18.0 WITHDRAWAL OF PROPOSAL ........................................................................... 16

19.0 FIRM COMMITMENT OF AVAILABILITY OF SERVICE....................................... 16

20.0 LIMITATIONS AND RESERVATIONS .................................................................. 16

21.0 RFP NOT CONTRACTUAL................................................................................... 16 EXHIBIT A..................................................................................................................... 17 ATTACHMENT 1........................................................................................................... 18

City of La Cañada Flintridge | Website Redesign RFP

1.0 INVITATION FOR PROPOSALS
The City of La Cañada Flintridge ("City") invites qualified website design, development, hosting, and support firms to submit proposals for a comprehensive redesign and replacement of the City’s public website, lcf.ca.gov. The City seeks a modern, accessible, secure, mobile-responsive, user-centered website and content management system that can be managed by City staff with varying levels of authority and technical experience.

The selected Consultant shall provide discovery, information architecture, user-experience design, visual design, content strategy and development, data and file migration, systems integration, implementation, testing, staff training, hosting, maintenance, technical support, and related professional services.

Selection will be based on best value and will not necessarily be awarded to the lowest-cost proposer.

Action Date
RFP Issued September 22, 2026
Questions Due October 6, 2026 at 6:00 p.m.

Addenda Issued, if any October 8, 2026
Proposals Due October 22, 2026 at 5:00 p.m.

Interviews, if required November 16 to 19, 2026
Anticipated Contract Award December 15, 2026
Anticipated Notice to Proceed December 22, 2026
Questions regarding this RFP must be submitted through PlanetBids by the deadline stated above.

Proposals must be submitted electronically through PlanetBids by the proposal deadline. It is the sole responsibility of each proposer to allow sufficient time to upload all required materials. Late submissions will not be accepted.

Any clarification or modification to this RFP will be issued by addendum through PlanetBids. Each proposer shall acknowledge receipt of all addenda. Failure to acknowledge an addendum may result in rejection of the proposal as nonresponsive.

2.0 CITY DESCRIPTION AND PROJECT BACKGROUND
The City of La Cañada Flintridge is a general law city located in Los Angeles County. The City provides municipal information, public notices, meeting information, emergency communications, online services, project updates, and community resources through its public website.

The City currently operates lcf.ca.gov using WordPress. The website is maintained by multiple City staff members with different operational responsibilities and levels of editing authority. The City is seeking a complete overhaul of the website’s design, structure, functionality, accessibility, content management, document organization, integrations, hosting, and long-term support model.

The new website must improve the resident experience, simplify content administration, strengthen security and governance, support emergency communications, reduce dependence on highly technical staff, and provide a scalable platform capable of supporting future technologies and City services.

City of La Cañada Flintridge | Website Redesign RFP

3.0 PROJECT OBJECTIVES
• Create a modern, professional, visually consistent, and user-centered municipal website that reflects the City’s identity and community character.
• Make City information, services, documents, events, and public notices easier to locate through intuitive navigation and effective search.
• Provide a simple, reliable content management system that supports multiple departments and rolebased editing privileges. • Meet applicable accessibility requirements (minimum WCAG 2.1 Level AA) and establish sustainable accessibility governance for ongoing content updates. • Improve the City’s ability to communicate during emergencies through a rapidly deployable emergency landing page or splash page.
• Migrate existing website content and digital assets in an organized, secure, and quality-controlled manner.
• Integrate or link effectively with the City’s existing software applications and online service platforms. • Provide secure, cloud-based hosting, backups, disaster recovery, technical support, maintenance, and performance monitoring.
• Establish a flexible platform that can incorporate future service enhancements, including responsibly governed artificial intelligence features.

4.0 SCOPE OF SERVICES
The scope below represents the City’s minimum expectations. Proposers may recommend additional tasks, methods, or technologies that would improve project outcomes, provided all required elements are addressed.

4.1 Project Discovery and Requirements Validation
The selected Consultant shall assign a qualified project team to manage and deliver all implementation services required for a successful launch of the new City website.

The Consultant shall prepare and maintain a comprehensive project management plan that includes the project schedule, milestones, dependencies, risks, decision points, acceptance criteria, and responsibilities of both Consultant and City staff.

The project management plan shall define communication protocols, meeting cadence, issue escalation procedures, status reporting, change control, document management, and methods for tracking tasks, deliverables, decisions, and approvals.

The Consultant shall identify the proposed project manager and core project team in its Proposal. Final team assignments may be confirmed at the project kickoff, subject to City approval. • Conduct a project kickoff and structured discovery process with the City Manager’s Office, department representatives, content owners, and technical stakeholders. • Review the existing website, analytics, navigation, content, documents, integrations, hosting environment, accessibility condition, security posture, and administrative workflows. • Identify user groups, priority tasks, service journeys, content owners, governance needs, and operational constraints.
• Conduct stakeholder interviews, workshops, surveys, or similar methods as appropriate. • Prepare a requirements validation memorandum and final implementation work plan.

City of La Cañada Flintridge | Website Redesign RFP

4.2 User Research, Information Architecture, and Content Strategy • Develop a user-centered information architecture based on resident needs, common tasks, search behavior, service categories, and City operations.
• Prepare a complete site map, navigation model, taxonomy, metadata structure, and content governance recommendations.
• Identify redundant, outdated, trivial, conflicting, or duplicative content and recommend consolidation, archiving, or removal.
• Develop content standards, multiple page templates with different features or widgets, writing guidance, and recommendations for maintaining current and accurate information. • Address search-engine optimization, plain-language communication, readability, and URL structure.

4.3 Visual Design and Prototyping
• Create at least three distinct design concepts for City review during the development phase. • Provide desktop, tablet, and mobile prototypes for key page types and service journeys. • Conduct iterative design review and incorporate City feedback into a final approved design system. • Develop reusable page templates, components, icons, graphics, and style standards consistent with City branding.
• Ensure design decisions support accessibility, performance, readability, and ease of future maintenance, and provide the City with recommended standards and measurable performance expectations for each area, including how compliance will be evaluated and maintained over time.

4.4 Website Development and Content Management System
Minimum functional requirements shall include the following capabilities:

Community Engagement
• Clearly post alerts on the website and provide subscriber notifications by text message and email. • Dynamically publish updates, announcements, or news releases to relevant pages based on category, department, topic, or other configured taxonomy. • Provide electronic subscription tools and scheduled SMS and email notifications. • Provide links on each public page that allow users to share content through social media and email. • Allow residents to submit service requests through configurable forms and automated workflows that route each request to the appropriate individual or department and provide exportable statistics and reports.

Document Administration
• Allow authorized staff to create an unlimited or commercially reasonable number of customized forms, track submissions, and export collected data.
• Store and organize minutes, agendas, newsletters, reports, and other public documents. • Support workflows to create, organize, review, approve, publish, update, archive, and manage agendas and related meeting materials, including the ability to create, schedule, and automatically generate and distribute recurring reports based on defined criteria. • Provide rotating photographs and banners with slideshow functionality. • Provide a centralized digital asset library for photographs, graphics, and banners. • Support uploading and downloading individual files up to 1 GB and back-end search across public and unpublished content, subject to security permissions and stated platform limitations.

City of La Cañada Flintridge | Website Redesign RFP

Navigation and Information
• Allow frequently asked questions to be grouped, filtered, and displayed by department, service, topic, or page.
• Provide a facility directory with maps, filtered search, facility details, and reservation functionality or integration with the City’s designated reservation system. • Provide functionality for applicants or candidates to complete an online profile, submit an application, and attach supporting files, where authorized by the City.

Administrative Features
• Automatically create and update a sitemap and breadcrumb navigation. • Provide an internal website search engine with keyword-search logs and reporting. • Provide password-protected pages or an intranet capability for authorized users. • Allow authorized staff to create, edit, review, publish, unpublish, archive, and remove content using any internet-connected device, subject to role-based permissions and security controls. • Support secure online payments through an approved payment processor or integration. • Provide a fully responsive design for desktop, mobile, and tablet devices, including forms, calendars, search, documents, and other functional components.
• Support Google Translate or a comparable machine-translation tool, with appropriate notices regarding automated translation.
• Allow publication, expiration, archival, and removal dates to be scheduled automatically. • Allow system administrators to establish granular permission levels for employees based on roles, departments, content areas, and workflow responsibilities. • Provide RSS feeds or comparable subscription feeds organized by category or department. • Provide site-audit, content-quality, accessibility, broken-link, search, usage, and analytics reports. • Display approved social media feeds and allow authorized staff to distribute website content to designated social media profiles.
• Allow nontechnical staff to add, modify, reorganize, and move content through the front-end or visual editing interface without HTML, CSS, programming knowledge, or routine vendor intervention. • Configure, develop, and implement the approved website and content management system. • Provide a platform that allows nontechnical staff to create, edit, review, schedule, publish, archive, and manage content efficiently.
• Implement role-based permissions, approval workflows, audit trails, and user-account management. • Provide reusable templates and configurable components that minimize custom coding for routine updates.
• Clearly identify any proprietary platform, licensing, plug-ins, third-party tools, or dependencies and all associated costs.

4.5 Content Creation, Editing, and Migration
• Provide content strategy, copywriting, rewriting, editing, formatting, and quality assurance for identified pages.
• Migrate approved content and digital assets from the existing website, including web pages, PDFs, photographs, videos, forms, meeting materials, and other files. • Preserve or redirect high-value URLs where appropriate and prepare a comprehensive redirect map. • Clean, organize, de-duplicate, tag, and validate migrated materials. • Identify content that cannot be migrated, requires remediation, or should be archived.

City of La Cañada Flintridge | Website Redesign RFP

• Provide a content migration inventory and final migration validation report.

4.6 Document Management and Storage Strategy
• Assess the City’s current website-related document storage practices and recommend and implement an improved document storage and publishing approach. • Address cloud-based storage, folder or taxonomy design, metadata, searchability, retention, archiving, version control, access permissions, file-size limitations, and integration with City systems. • Provide functionality to schedule document publication, expiration, archival, or deletion where technically and legally appropriate.
• Ensure that automated expiration or deletion features include safeguards, review controls, and compatibility with City records-retention obligations.
• Clearly state proposed storage limits, bandwidth limits, file-type restrictions, and costs for additional capacity.

4.7 Systems Integration
• Assess and implement appropriate integration, embedding, linking, or single-sign-on approaches for the City’s existing systems, subject to vendor and City technical constraints. • Coordinate with the City and relevant third-party vendors during integration design, configuration, testing, and launch.
• Document all integrations, dependencies, credentials, data flows, support responsibilities, and known limitations.

4.8 Accessibility Compliance and Governance
• Design, develop, test, and deliver the website in compliance with all applicable federal and State accessibility laws, regulations, and standards, including the then-current accessibility standard required for public entities.
• Perform automated and manual accessibility testing, including keyboard navigation, screen-reader compatibility, color contrast, forms, documents, multimedia, and mobile views. • Remediate website templates, components, and migrated content within the project scope. • Provide an accessibility conformance report, issue log, remediation record, and recommendations for ongoing compliance.
• Provide staff training and practical workflows for creating accessible web content and documents. • Proposer shall clearly describe any accessibility work that is excluded, subject to additional cost, or dependent on third-party content.

4.9 Security, Privacy, and Compliance
• Implement security controls consistent with recognized industry practices for public-sector websites, including secure authentication, role-based access, encryption, vulnerability management, patching, monitoring, logging, and protection against common web threats. • Support multifactor authentication for administrative accounts. • Describe the proposed platform’s security architecture, data locations, incident response process, penetration testing, vulnerability scanning, and breach-notification procedures. • Comply with applicable privacy, public-records, records-retention, and data-protection requirements. • Ensure that analytics, cookies, forms, AI tools, and third-party scripts are configured to minimize unnecessary collection of personal information.
• Provide a software bill of materials or equivalent inventory of major platform components and thirdparty services upon request.

City of La Cañada Flintridge | Website Redesign RFP

4.10 Testing, Quality Assurance, and Launch
• Prepare and execute a comprehensive test plan covering functionality, accessibility, compatibility, responsiveness, performance, search, integrations, forms, permissions, links, redirects, analytics, security, and content accuracy.
• Provide a staging environment for City review and user acceptance testing. • Resolve identified defects before launch and document any deferred items approved by the City. • Prepare a launch, rollback, and post-launch stabilization plan. • Provide enhanced launch support and monitoring for a minimum of thirty days after go-live.

4.11 Training and Knowledge Transfer
The Consultant shall provide comprehensive, professional training on the website’s features, functionality, procedures, administration, accessibility requirements, security practices, and contentmanagement best practices.

Training shall be sufficient for City personnel to independently administer, update, troubleshoot, and maintain routine website content and functions following launch.

Training shall include role-based instruction for system administrators, departmental publishers, editors, approvers, form administrators, and occasional content contributors.

The Consultant shall provide live instruction, recorded sessions, written manuals, quick-reference guides, self-service webpages, and video tutorials that remain available to City staff after launch. • Provide role-based training for administrators, publishers, editors, approvers, and occasional users. • Provide live training, recorded sessions, written manuals, quick-reference guides, and administrator documentation.
• Provide train-the-trainer support and reasonable follow-up assistance after launch. • Ensure City staff can manage routine website operations without ongoing consultant intervention.

4.12 Hosting, Maintenance, and Support
The City anticipates an ongoing partnership with the selected Consultant following launch. Continuing services shall include the following minimum requirements:

Ongoing Technical Support and Services
• Provide live, U.S.-based technical support, including emergency support outside normal business hours.
• Provide multiple support channels, including telephone, email, and chat or an equivalent real-time support method.
• Provide City staff continuous access to self-service training and support materials through webpages, written documentation, knowledge-base articles, and video tutorials. • Continuously maintain, improve, and modernize the platform. Services shall include development support, testing, backups, scheduled updates, security patches, platform upgrades, and other approved improvements.

Hosting and Security
• Guarantee at least 99.9 percent uptime, excluding scheduled maintenance, through a written Service Level Agreement.

City of La Cañada Flintridge | Website Redesign RFP

• Host the solution in a U.S.-based Tier II or higher data center with 24-hour, 7-day, 365-day system monitoring.
• Provide automated software updates and security patches and a high-performance storage architecture with N+2 reliability or an equivalent or higher resiliency standard. • Provide minimum available bandwidth of 22 Gb/s or demonstrate an equivalent architecture capable of meeting or exceeding the City’s performance and availability requirements. • Provide a documented disaster-recovery process with a recovery time objective of no more than eight hours and a recovery point objective of no more than 24 hours. • Maintain geographically redundant backups and regularly test restoration and recovery procedures. • Provide distributed denial-of-service mitigation and identify available advanced DDoS security coverage options.
• Describe all service-level remedies, escalation procedures, maintenance windows, monitoring practices, security responsibilities, backup retention periods, incident notification standards, and exclusions.
• Provide secure, managed, cloud-based hosting appropriate for a municipal website. • Provide software updates, security patches, monitoring, backups, restoration, disaster recovery, uptime monitoring, performance optimization, and technical support. • State the proposed service-level commitments, support hours, response times, resolution targets, escalation procedures, maintenance windows, backup frequency, retention period, recovery point objective, recovery time objective, and guaranteed uptime. • Provide pricing for implementation, annual hosting, maintenance, support, optional services, storage, bandwidth, and future enhancements.
• Provide a transition-out and data-export process that avoids vendor lock-in.

4.13 Optional and Innovative Services
• Propose optional features or emerging technologies that may enhance City services, resident access, administrative efficiency, accessibility, search, analytics, or communications. • Optional artificial intelligence functionality may include resource discovery, natural-language search, or a simple public-facing chat function. Any AI feature must include clear governance, human oversight, source attribution where appropriate, privacy safeguards, content controls, auditability, and a process to prevent or correct inaccurate responses.
• Optional services must be separately priced and shall not be implemented without written City authorization.

5.0 FUNCTIONAL AND TECHNICAL REQUIREMENTS
At a minimum, the proposed solution shall provide the following capabilities. Proposers shall identify whether each requirement is included as standard functionality, requires configuration, requires custom development, depends on a third-party product, or is not available.

Proposers are encouraged to identify recommended standards, benchmarks, functionality, or best practices that are not expressly specified in these requirements but that the Proposer believes are necessary or beneficial to the successful design, implementation, accessibility, performance, security, maintenance, and long-term usability of the City’s website. Proposers shall clearly identify any such recommendations and explain their rationale.

Requirement Minimum Capability Proposer Response
Online forms Creation, posting, submission, Included / Configured / Custom /

City of La Cañada Flintridge | Website Redesign RFP

Requirement Minimum Capability Proposer Response
routing, receipt, confirmation,
export, and secure management
of online forms.

Third-Party / Not Available
Smart search Fast, relevant search across
pages, documents, events, and
other indexed content, with
filters, synonyms, typo
tolerance, and search analytics.

Included / Configured / Custom /
Third-Party / Not Available
Emergency landing or splash
page
Rapid activation by authorized
staff, with simplified highvisibility emergency content and capacity to handle elevated
traffic.

Included / Configured / Custom /
Third-Party / Not Available
Announcements and featured
content
Display of events, meetings,
notices, alerts, projects, and
priority topics.

Included / Configured / Custom /
Third-Party / Not Available
Calendars Multiple website calendars,
category filtering, recurring
events, subscriptions, and ability
to embed or display approved
Outlook public calendars.

Included / Configured / Custom /
Third-Party / Not Available
Simplified editing WYSIWYG or comparable
editing tools, reusable blocks,
previews, scheduling, version
history, and workflow controls.

Included / Configured / Custom /
Third-Party / Not Available
Role-based privileges Configurable administrator,
publisher, editor, reviewer, and
limited-user roles, with audit logs
and least-privilege controls.

Included / Configured / Custom /
Third-Party / Not Available
Document management Upload, organization, metadata,
search, retention controls,
optional expiration/archive
workflows, cloud storage, and
disclosed size limits.

Included / Configured / Custom /
Third-Party / Not Available
Accessibility Accessible templates,
components, navigation, forms,
media, and authoring tools that
support ongoing compliance.

Compliance with minimum
WCAG 2.1 Level AA
requirements.

Included / Configured / Custom /
Third-Party / Not Available
User-friendly URLs Ability to create short, readable,
stable, and campaign-friendly
URLs and redirects.

Included / Configured / Custom /
Third-Party / Not Available
Responsive design Full functionality across common
desktop, mobile, and tablet
browsers and device sizes.

Included / Configured / Custom /
Third-Party / Not Available
Social media integration Ability to embed or display
approved City social media
content on the homepage or
other pages.

Included / Configured / Custom /
Third-Party / Not Available
Alert bar Optional high-visibility
notification bar capable of
Included / Configured / Custom /
Third-Party / Not Available

City of La Cañada Flintridge | Website Redesign RFP

Requirement Minimum Capability Proposer Response
displaying long or scrolling
messages without creating
accessibility barriers.

Subscription services Optional email or pushnotification subscriptions for non-emergency updates,
categories, pages, calendars, or
topics.

Included / Configured / Custom /
Third-Party / Not Available
Analytics Privacy-conscious analytics,
dashboards, event tracking,
search reporting, broken-link
reporting, and exportable data.

Included / Configured / Custom /
Third-Party / Not Available
Multilingual support Ability to support translated
pages or integration with
translation services, while
allowing the City to control
authoritative content.

Included / Configured / Custom /
Third-Party / Not Available
Media management Accessible image, video, audio,
captions, transcripts, alt text,
compression, and responsive
delivery.

Included / Configured / Custom /
Third-Party / Not Available
Performance Fast page loading, image
optimization, caching, content
delivery, and ability to handle
emergency traffic surges.

Included / Configured / Custom /
Third-Party / Not Available
SEO and metadata Page titles, descriptions,
structured data, social sharing
metadata, sitemap, robots
controls, and redirect
management.

Included / Configured / Custom /
Third-Party / Not Available
Portability City ownership and exportability
of content, files, configuration
data, analytics, and
administrative documentation.

Included / Configured / Custom /
Third-Party / Not Available

5.1 Existing Systems and Applications
The City expects the Consultant to assess and recommend the most appropriate integration or incorporation method for the following systems:
• CivicPlus applications and services.
• DocAccess through CivicPlus.
• ArcGIS Online and City GIS resources.
• Tyler Technologies EnerGov permitting and plan-management system. • Everbridge mass-notification registration and related public-facing functions. • Laserfiche document and records systems.
• City social media platforms.
• Microsoft Outlook public calendars, where designated by City staff.

The City does not guarantee that all systems provide open application programming interfaces or support direct integration. Proposers shall identify assumptions, third-party dependencies, licensing needs, limitations, and alternative approaches.

City of La Cañada Flintridge | Website Redesign RFP

6.0 DELIVERABLES AND ACCEPTANCE

1. Project management plan, schedule, communication protocol, risk register, and decision log.

2. Existing-site audit and discovery findings, including analytics, content, accessibility, technology, integration, and governance findings.

3. Requirements validation memorandum.

4. User research summary, personas or audience groups, priority user journeys, and service-task inventory.

5. Proposed information architecture, site map, taxonomy, metadata model, navigation, and URL strategy.

6. Content inventory, content disposition plan, content governance plan, and migration plan.

7. At least three website design concepts and iterative prototypes for key page types and devices.

8. Final approved design system, page templates, reusable components, and brand implementation standards.

9. Configured and fully developed website and content management system.

10. Implemented forms, calendars, search, emergency page, announcements, permissions, social integration, and other approved functionality.

11. Integration documentation and configured connections or links to approved City systems.

12. Migrated, organized, tested, and approved website content and digital assets.

13. Document storage and publishing solution with documented file limits, retention controls, and workflows.

14. Accessibility conformance documentation, testing results, remediation log, and ongoing compliance guidance.

15. Security architecture and operations documentation, backup and disaster-recovery plan, and incident-response contacts.

16. Quality assurance plan, test results, user acceptance testing support, defect log, and final resolution report.

17. Launch plan, redirect map, rollback plan, go-live support, and post-launch stabilization report.

18. Training plan, live and recorded training, administrator manual, editor guides, and quick-reference materials.

19. Hosting, maintenance, support, monitoring, and service-level documentation.

20. Complete transfer of credentials, administrative access, source or configuration materials as applicable, content, files, documentation, and other City-owned work product.

All deliverables are subject to City review and acceptance. The Consultant shall revise deliverables within the agreed scope without additional charge until they satisfy the applicable requirements and acceptance criteria. Final acceptance shall occur only after successful launch, completion of required migration and testing, delivery of documentation and training, resolution of critical defects, and written acceptance by the City.

6.1 Ownership and Portability
All City content, data, documents, forms, submissions, graphics, photographs, videos, analytics, configurations, credentials, reports, and project work products developed specifically for the City shall be the property of the City, subject only to clearly disclosed pre-existing Consultant tools or licensed thirdparty components. The Consultant shall not restrict the City’s ability to access, export, use, reproduce, modify, migrate, or retain its information. Upon request, expiration, or termination, the Consultant shall provide a complete, current, usable export of City-owned information and reasonable transition assistance.

City of La Cañada Flintridge | Website Redesign RFP

7.0 PROJECT GOVERNANCE AND COORDINATION
The Consultant shall work under the direction of the City Manager’s Office through the Assistant City Manager or designee. The Consultant shall coordinate with designated City department representatives, information-technology resources, communications staff, records staff, accessibility representatives, and third-party vendors as directed by the City.

The Consultant shall not contact City Council Members regarding this procurement or project unless expressly authorized by the City Manager or designee. The Consultant shall identify a project manager with authority to coordinate the work, manage subcontractors, maintain the schedule, resolve issues, and provide timely status reports.

8.0 PROJECT SCHEDULE
Proposers shall provide a detailed, realistic implementation schedule showing tasks, dependencies, City review periods, design milestones, content migration, testing, training, launch, and stabilization. The City expects proposers to recommend an appropriate project duration based on their methodology and staffing. The proposed schedule shall clearly identify all City decisions, data, access, and staffing needed to maintain progress.

9.0 CONTENTS OF PROPOSAL
Proposals shall be organized in the order below. The City may reject a proposal that omits material information or does not follow the required organization.

9.1 Cover Letter
Signed by a person authorized to bind the proposer. Include the firm’s legal name, address, primary contact, acknowledgment of addenda, and confirmation that the proposal remains valid for at least 120 days.

9.2 Executive Summary
Summarize the proposed solution, implementation approach, major differentiators, platform, hosting model, schedule, and total proposed cost.

9.3 Firm Qualifications and Relevant Experience
Describe the firm’s history, ownership, resources, public-sector website experience, municipal references, accessibility experience, security capability, hosting experience, and successful projects of comparable size and complexity.

9.4 Project Understanding and Approach
Describe the proposer’s understanding of the City’s goals and the methodology for discovery, research, information architecture, design, development, migration, integrations, accessibility, security, testing, training, launch, hosting, and support.

9.5 Proposed Platform and Technical Solution
Identify the content management system, hosting architecture, data locations, licensing model, administrative tools, plug-ins, integrations, security controls, accessibility features, analytics, storage, performance, backup, disaster recovery, portability, and all third-party dependencies.

City of La Cañada Flintridge | Website Redesign RFP

9.6 Functional Requirements Matrix
Respond to every requirement in Section 5.0 and identify whether functionality is standard, configured, custom-developed, third-party, optional, or unavailable.

9.7 Design Portfolio and Demonstrations
Provide at least five relevant website examples, including municipal or public-agency projects. Identify the proposer’s role, date completed, platform, accessibility approach, and current URL. The City may request a live platform demonstration.

9.8 Key Personnel and Subcontractors
Identify the project manager, designers, developers, content specialists, accessibility specialists, security resources, trainers, hosting/support staff, and all subcontractors. Include resumes, roles, availability, location, and comparable experience.

9.9 Work Plan and Schedule
Provide a task-based work plan, deliverable schedule, proposed launch date, City resource assumptions, review periods, risk controls, and post-launch stabilization plan.

9.10 Content and Migration Plan
Describe the proposed inventory, cleanup, migration, validation, redirect, document remediation, archiving, and quality-control process. State assumptions regarding migration volume and pricing.

9.11 Accessibility Plan
Describe standards, testing methods, responsible personnel, document accessibility approach, conformance reporting, remediation process, staff training, ongoing monitoring, and contractual accessibility commitments.

9.12 Security, Privacy, Hosting, and Support Plan
Provide detailed security, hosting, monitoring, incident response, backup, disaster recovery, uptime, support, maintenance, patching, escalation, and service-level information.

9.13 Training and Knowledge Transfer Plan
Describe training audiences, methods, materials, recordings, follow-up support, and how the solution will minimize technical dependence.

9.14 Cost Proposal
Provide a detailed fixed-price implementation cost by task and deliverable, annual recurring costs, hosting, licensing, storage, maintenance, support, migration assumptions, optional services, hourly rates, escalation terms, and a five-year total cost of ownership. Identify every required third-party fee.

9.15 References
Provide at least five references for comparable projects completed within the last five years, including at least three public-agency references.

9.16 Exceptions and Contract Comments
Identify all exceptions to the RFP and sample agreement. If no exceptions are stated, the proposer will be deemed to accept the requirements and agreement as issued.

City of La Cañada Flintridge | Website Redesign RFP

9.17 Disclosures
Disclose actual or potential conflicts of interest, litigation, cybersecurity incidents materially affecting clients, terminated public contracts, and other information relevant to responsibility and performance.

10.0 SELECTION PROCESS AND CRITERIA
A City evaluation panel will review responsive proposals using a best-value approach. The City may request clarifications, conduct reference checks, require demonstrations, interview finalists, negotiate scope and pricing, or reject any or all proposals.

10.1 Evaluation Criteria
Evaluation Criterion Weight
Firm qualifications and comparable municipal
experience
15%
Understanding of City needs and quality of
proposed approach
20%
Proposed platform, functionality, technical
architecture, integrations, and scalability
20%
Accessibility, security, privacy, hosting, support,
and business continuity
15%
Qualifications and availability of key personnel 10%
Implementation plan, migration approach,
schedule, training, and risk management
10%
Cost, five-year total cost of ownership, and overall
value
10%

10.2 Interviews and Demonstrations
The City anticipates inviting the highest-ranked proposers to interviews and product demonstrations. The City may require participation by the proposed project manager and key personnel. Interview and demonstration results may be used to confirm, clarify, or adjust the evaluation panel’s assessment and final ranking.

11.0 CONTRACT AWARD
Award will be made to the proposer offering the most advantageous proposal after consideration of all evaluation criteria. The City may negotiate scope, schedule, staffing, service levels, and compensation with the highest-ranked proposer. If negotiations are unsuccessful, the City may terminate negotiations and proceed to the next-ranked proposer.

12.0 STANDARD AGREEMENT
A sample professional services agreement will be included as Attachment 1. Proposers shall identify any requested revisions in their proposals. The City is not obligated to accept proposed revisions.

13.0 PROOF OF AUTHORITY
Every proposal must be signed by a person legally authorized to bind the proposer. The City may require evidence of signing authority.

City of La Cañada Flintridge | Website Redesign RFP

14.0 FINANCIAL AND RELATIONAL DISCLOSURE
The proposer shall disclose all current or prior financial or professional relationships with the City and any actual or potential conflict of interest. If none exist, the proposer shall so state.

15.0 AWARD AND PROPOSAL RETENTION
The City may retain all proposals for examination and comparison and may waive nonmaterial irregularities, reject any or all proposals, accept or reject portions of a proposal, or cancel the procurement when in the City’s interest.

16.0 DISQUALIFICATION OF PROPOSER
The City may disqualify a proposer for collusion, misrepresentation, undisclosed conflicts, unauthorized communications, failure to meet material requirements, or a documented history of unsatisfactory performance.

17.0 COMPLIANCE WITH LAWS
The selected Consultant shall comply with all applicable federal, State, and local laws, regulations, accessibility requirements, privacy obligations, licensing requirements, and City policies.

18.0 WITHDRAWAL OF PROPOSAL
A proposer may withdraw its proposal through PlanetBids before the proposal deadline. No proposal may be withdrawn after the deadline except as permitted by the City.

19.0 FIRM COMMITMENT OF AVAILABILITY OF SERVICE
Each proposal shall remain valid for at least 120 days after the proposal deadline. Proposed key personnel and pricing shall remain available during that period unless the City approves a change.

20.0 LIMITATIONS AND RESERVATIONS
The City reserves the right to investigate proposer qualifications, obtain additional information, negotiate, modify the schedule, issue addenda, postpone or cancel the procurement, or award no contract. The City will not reimburse proposal preparation costs.

21.0 RFP NOT CONTRACTUAL
This RFP does not commit the City to award a contract and does not create any contractual rights. A binding obligation will arise only upon execution of a written agreement by authorized representatives of the City and selected Consultant.

City of La Cañada Flintridge | Website Redesign RFP

EXHIBIT A

NON-COLLUSION AFFIDAVIT

STATE OF CALIFORNIA )
COUNTY OF __________ ) ss.

The undersigned, being first duly sworn, states that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly colluded, conspired, agreed, or communicated with any other proposer to fix prices, restrict competition, submit a sham proposal, or obtain an unfair advantage; and that all statements contained in the proposal are true and complete.

Proposer: __________________________________________
Authorized Representative: ____________________________ Title: ______________________________________________
Signature: ___________________________________________
Date: _______________________________________________

City of La Cañada Flintridge | Website Redesign RFP

ATTACHMENT 1

SAMPLE PROFESSIONAL SERVICES AGREEMENT

City of La Cañada Flintridge | Website Redesign RFP

AGREEMENT FOR CONTRACT SERVICES
BETWEEN THE CITY OF LA CAÑADA FLINTRIDGE AND
____________________

FOR CITY WEBSITE REDESIGN, DEVELOPMENT, HOSTING, AND SUPPORT

SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this ____ day of ________, 2026, by and between the City of La Cañada Flintridge, a California municipal corporation (“City”) and ___________________________, _________________ (“Contractor”). City and Contractor may be referred to, individually or collectively, as “Party” or “Parties.”

RECITALS
A. The City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Article 1 of this Agreement.

B. Contractor, following submission of a proposal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.

C. Pursuant to the City of La Cañada Flintridge’s Municipal Code, the City has authority to enter into and execute this Agreement.

D. The Parties desire to formalize the selection of Contractor for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.

OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:

ARTICLE 1. SERVICES OF CONTRACTOR

1.1 Scope of Services.

In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Contractor shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein.

Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards”

City of La Cañada Flintridge | Website Redesign RFP

shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.

1.2 Contractor’s Proposal.

The Scope of Services shall include the Contractor’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.

1.3 Compliance with Law.

Contractor shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any federal, state, or local governmental entity having jurisdiction in effect at the time service is rendered.

1.4 California Labor Law.

If the Scope of Services includes any “public work” or “maintenance work,” as those terms are defined in California Labor Code section 1720 et seq. and California Code of Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Contractor shall pay prevailing wages for such work and comply with the requirements in California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws, including the following requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be performed under this Agreement is a “public work” as defined in California Labor Code Section 1720 and that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code relating to public works contracts and the rules and regulations established by the California Department of Industrial Relations (“DIR”) implementing such statutes. The work performed under this Agreement is subject to compliance monitoring and enforcement by the DIR. Contractor shall post job site notices, as prescribed by regulation.
(b) Prevailing Wages. Contractor shall pay prevailing wages to the extent required by California Labor Code Section 1771. Pursuant to California Labor Code Section 1773.2, copies of the prevailing rate of per diem wages are on file at City Hall and will be made available to any interested party on request. By initiating any work under this Agreement, Contractor acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem wages, and Contractor shall post a copy of the same at each job site where work is performed under this Agreement. (c) Penalty for Failure to Pay Prevailing Wages. Contractor shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The Contractor shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Contractor or by any subcontractor.

City of La Cañada Flintridge | Website Redesign RFP

(d) Payroll Records. Contractor shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Contractor and each subcontractor to: keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776; certify and make such payroll records available for inspection as provided by Section 1776; and inform the City of the location of the records.
(e) Apprentices. Contractor shall comply with and be bound by the provisions of California Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8, Section 200 et seq. concerning the employment of apprentices on public works projects. Contractor shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations. Prior to commencing work under this Agreement, Contractor shall provide the City with a copy of the information submitted to any applicable apprenticeship program. Within sixty (60) days after concluding work pursuant to this Agreement, Contractor and each of its subcontractors shall submit to the City a verified statement of the journeyman and apprentice hours performed under this Agreement.
(f) Eight-Hour Work Day. Contractor acknowledges that eight (8) hours labor constitutes a legal day's work. Contractor shall comply with and be bound by California Labor Code Section 1810.
(g) Penalties for Excess Hours. Contractor shall comply with and be bound by the provisions of California Labor Code Section 1813 concerning penalties for workers who work excess hours. The Contractor shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each worker employed in the performance of this Agreement by the Contractor or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Contractor in excess of eight (8) hours per day, and forty (40) hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of eight (8) hours per day at not less than one and one-half (1½) times the basic rate of pay. (h) Workers’ Compensation. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees if it has employees. In accordance with the provisions of California Labor Code Section 1861, Contractor certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.” Contractor’s Authorized Initials ___________________
(Name, Title)
(i) Contractor’s Responsibility for Subcontractors. For every subcontractor who will perform work under this Agreement, Contractor shall be responsible for such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California

City of La Cañada Flintridge | Website Redesign RFP

Labor Code, and shall make such compliance a requirement in any contract with any subcontractor for work under this Agreement. Contractor shall be required to take all actions necessary to enforce such contractual provisions and ensure subcontractor's compliance, including without limitation, conducting a review of the certified payroll records of the subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages. Contractor shall diligently take corrective action to halt or rectify any such failure by any subcontractor.

1.5 Licenses, Permits, Fees and Assessments.

Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless the City, its officers, employees, or agents of City, against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed against the City hereunder.

1.6 Familiarity with Work.

By executing this Agreement, Contractor warrants that Contractor: (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor’s risk until written instructions are received from the Contract Officer.

1.7 Software and Computer Services.

If the Scope of Services includes the provision and/or installation of any software, computer system, or other computer technology, Contractor represents and warrants that it is familiar with and/or has inspected City’s current infrastructure, equipment, computer system, and software and that the software, computer system, or other computer technology provided and/or installed by Contractor under this Agreement is compatible, and shall be fully functional, with such infrastructure, equipment, computer system, and software of the City. Contractor acknowledges that the City is relying on this representation by Contractor as a material consideration in entering into this Agreement.

1.8 Care of Work.

The Contractor shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies, and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by the City, except such losses or damages as may be caused by the City’s own negligence.

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1.9 Further Responsibilities of Parties.

Both Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both Parties agree to act in good faith to execute all instruments, prepare all documents, and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither Party shall be responsible for the service of the other.

Contractor hereby further acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is providing design services, the cost of the project being designed, Contractor shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Contractor is providing design services, the estimated increased, or decreased cost estimate for the project being designed.

1.10 Additional Services.

The City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer (as defined below) to the Contractor, incorporating therein any adjustment in (i) the Contract Sum (or a portion of the compensation due to Contractor) for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Contractor. Any increase in compensation of up to ten percent (10%) of the Contract Sum or Thirty Thousand Dollars ($30,000), whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Contractor hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Contractor anticipates and that Contractor shall not be entitled to additional compensation therefor. The City may in its sole and absolute discretion have similar work done by other Contractors. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.

1.11 Contract Modifications.

Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Contract Modifications” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.

1.12 Campaign Contributions.

This Agreement is subject to Government Code section 84308 (commonly known as the Levine Act), as amended by Senate Bill 1439 (2022), Senate Bill 1181 (2024), and Senate Bill 1243 (2024), unless otherwise exempt under subpart (a)(5)(B) of that section. Contractor shall disclose any contribution to an elected or appointed City official’s campaign or committee in an amount of more than five hundred dollars ($500) made within 12 months preceding the Commencement Date, by

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Contractor, its, her, or his agent, or another party affiliated with Contractor. Contractor shall provide a signed copy of the attached Campaign Contribution Disclosure Form to City prior to, or concurrent with, Contractor's execution of this Agreement and no later than the Commencement Date.

ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.

2.1 Contract Sum.

Subject to any limitations set forth in this Agreement, City agrees to pay Contractor the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference. The total compensation, including reimbursement for actual expenses, shall not exceed Dollars and ______ Cents ($_________) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.9.

2.2 Method of Compensation.

The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Contractor’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.

2.3 Reimbursable Expenses.

Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contractor at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with the City is a critical component of the services. If Contractor is required to attend additional meetings to facilitate such coordination, Contractor shall not be entitled to any additional compensation for attending said meetings.

2.4 Invoices.

Each month Contractor shall furnish to the City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by the City’s Director of Finance. By submitting an invoice for payment under this Agreement, Contractor shall be deemed to have certify compliance with all provisions of this Agreement. The invoice shall contain all information specified in Exhibit “C”, and shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and subcontractor contracts. Sub-contractor charges shall also be detailed by such categories. Contractor shall not invoice the City for any duplicate services performed by more than one person.

The City shall independently review each invoice submitted by the Contractor to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Contractor which are disputed by the City, or as provided in Section 7.3, the City will use its best efforts to cause

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Contractor to be paid within forty-five (45) days of receipt of Contractor’s correct and undisputed invoice; however, Contractor acknowledges and agrees that due to the City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by the City, the original invoice shall be returned by the City to Contractor for correction and resubmission. Review and payment by the City for any invoice provided by the Contractor shall not constitute a waiver of any rights or remedies provided herein or any applicable law.

2.5 Waiver.

Payment to Contractor for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Contractor.

ARTICLE 3. PERFORMANCE SCHEDULE

3.1 Time of Essence.

Time is of the essence in the performance of this Agreement.

3.2 Schedule of Performance.

Contractor shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Contractor, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer, but not exceeding one hundred eighty (180) days cumulatively.

3.3 Force Majeure.

The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Contractor shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the Parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement under this Section, however caused. Contractor’s sole remedy will be an extension of this Agreement pursuant to this Section.

3.4 Term.

Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services, but not exceeding years from the date hereof (“Term”), except as otherwise provided in the Schedule of Performance (as shown on Exhibit “D” attached hereto).

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ARTICLE 4. COORDINATION OF WORK

4.1 Representatives and Personnel of Contractor.

The following principals of Contractor (“Principals”) are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:
(Name), (Title)
(Name), (Title)
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for the City to enter into this Agreement.

Therefore, the foregoing principals shall be responsible during the Term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. All personnel of Contractor, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement, the foregoing Principals may not be replaced nor may their responsibilities be substantially reduced by Contractor without the express written approval of the City. Additionally, Contractor shall utilize only competent personnel to perform services pursuant to this Agreement. Contractor shall make every reasonable effort to maintain the stability and continuity of Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Contractor shall notify City of any changes in Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance.

4.2 Status of Contractor.

Contractor shall have no authority to bind the City in any manner, or to incur any obligation, debt, or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by the City. Contractor shall not at any time or in any manner represent that Contractor or any of Contractor’s officers, employees, or agents are in any manner officials, officers, employees, or agents of the City. Neither Contractor, nor any of Contractor’s officers, employees, or agents, shall obtain any rights to retirement, health care, or any other benefits which may otherwise accrue to the City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.

4.3 Contract Officer.

The Contract Officer shall be _____________________________, or such person as may be designated by the City Manager. It shall be the Contractor’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any decisions which must be made by the City to the Contract Officer. Unless otherwise specified herein, any approval of the City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.

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4.4 Independent Contractor.

Neither the City, nor any of its officers, employees, or agents, shall have any control over the manner or means by which Contractor, or its officers, employees, agents, or subcontractors, perform the services required herein, except as otherwise set forth herein. Contractor shall perform all services required herein as an independent contractor of the City and shall remain under only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it, or any of its officers, employees, agents, or subcontractors, are officers, employees, or agents of the City. The City shall not in any way or for any purpose become or be deemed to be a partner of Contractor in its business or otherwise or a joint venturer or a member of any joint enterprise with Contractor. Contractor shall not incur or have the power to incur any debt, obligation, or liability whatever against the City, or bind the City in any manner. Contractor represents and warrants that the personnel used to provide services to the City pursuant to this Agreement shall at all times be under Contractor’s exclusive control and direction. No City employee benefits shall be available to Contractor, its officers, employees, agents, or subcontractors, in connection with the performance of this Agreement. The City shall not be liable for compensation or indemnification to Contractor, its officers, employees, agents, or subcontractors, for injury or sickness arising out of performing services hereunder.

4.5 Prohibition Against Subcontracting or Assignment.

The experience, knowledge, capability, and reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of the City. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of the City.

ARTICLE 5. INSURANCE AND INDEMNIFICATION

5.1 Insurance Coverages.

Without limiting Contractor’s indemnification of the City, and prior to commencement of any services under this Agreement, Contractor shall obtain, provide and maintain at its sole cost and expense during the Term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City.
(a) General Liability Insurance. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. (b) Automobile Liability Insurance. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Contractor arising out of or in connection with the services to

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be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. (c) Professional Liability (errors and omissions) Insurance. Contractor shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Contractor agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement. (d) Workers’ Compensation Insurance. Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).
(e) Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (f) Additional Insurance. Policies of such other insurance, as may be required in the Contract Modifications in Exhibit “B”.

5.2 General Insurance Requirements.
(a) Proof of Insurance. Contractor shall provide certificates of insurance to the City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with the City at all times during the Term of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. (b) Duration of Coverage. Contractor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Contractor, its agents, representatives, employees, or subcontractors.
(c) Primary/Noncontributing. Coverage provided by Contractor shall be primary and any insurance or self-insurance procured or maintained by the City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
(d) City’s Rights of Enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, the City has the right, but not the duty, to obtain the insurance it deems necessary and any premium paid by the City will be promptly reimbursed by Contractor or the City will withhold amounts sufficient to pay premium from Contractor payments. In the alternative, the City may cancel this Agreement.

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(e) Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
(f) Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow Contractor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against the City, and shall require similar written express waivers and insurance clauses from each of its subcontractors. (g) Enforcement of Contract Provisions (non-estoppel). Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of noncompliance with any requirement imposes no additional obligations on the City, nor does it waive any rights hereunder.
(h) Requirements not Limiting. Requirements of specific coverage features or limits contained in this section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
(i) Notice of Cancellation. Contractor agrees to oblige its insurance agent or broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
(j) Additional Insured Status. General liability and automobile policies shall provide or be endorsed to provide that the City and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
(k) Prohibition of Undisclosed Coverage Limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to the City and approved by the City in writing.
(l) Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

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(m) Pass Through Clause. Contractor agrees to ensure that its subcontractors, subcontractors, and any other party involved with the services who is brought onto or involved in the services by Contractor, provide the same minimum insurance coverage and endorsements required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section.

Contractor agrees that upon request, all agreements with Contractors, subcontractors, and others engaged in the services will be submitted to the City for review. (n) City’s Right to Revise Specifications. The City reserves the right at any time during the Term of this Agreement to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor, the City and Contractor may renegotiate Contractor’s compensation.
(o) Deductibles / Self-insured Retentions. Any deductibles and self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, it officers, officials, employees, agents, and volunteers, or the Contractor shall provide a financial guarantee satisfactory to the city guaranteeing payment of losses and related investigations, claims administration and defense expense.
(p) Timely Notice of Claims. Contractor shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
(q) Additional Insurance. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

5.3 Indemnification.

To the full extent permitted by law, Contractor agrees to indemnify, defend, and hold harmless the City, its officers, employees, and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration, or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions, or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm, or entity arising out of or in connection with the negligent performance of the work, operations, or activities provided herein of Contractor, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Contractor is legally liable (“indemnitors”), or arising from Contractor’s or indemnitors’ reckless or willful misconduct, or arising from Contractor’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith:
(a) Contractor will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith;

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(b) Contractor will promptly pay any judgment rendered against the City, its officers, agents, or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations, or activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers, agents, and employees harmless therefrom;
(c) In the event the City, its officers, agents, or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its officers, agents ,or employees, any and all costs and expenses incurred by the City, its officers, agents, or employees in such action or proceeding, including, but not limited to, legal costs and attorneys’ fees. (d) Contractor shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Contractor shall be fully responsible to indemnify the City hereunder therefore, and failure of the City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Contractor in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of the City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from the City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional.

The indemnity obligation shall be binding on successors and assigns of Contractor and shall survive termination of this Agreement.

ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION

6.1 Records.

Contractor shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies, or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of the City, including the right to inspect, copy, audit, and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Contractor’s business, custody of the books and records may be given to the City, and access shall be provided by Contractor’s successor in interest. Notwithstanding the above, the Contractor shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.

6.2 Reports.

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Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require.

6.3 Ownership of Documents.

All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials (the “documents and materials”) prepared by Contractor, its employees, subcontractors, and agents in the performance of this Agreement shall be the property of the City and shall be delivered to the City upon request of the Contract Officer or upon the termination of this Agreement, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by the City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Contractor will be at the City’s sole risk and without liability to Contractor, and Contractor’s guarantee and warranties shall not extend to such use, reuse or assignment. Contractor may retain copies of such documents for its own use. Contractor shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to the City of any documents or materials prepared by them, and in the event Contractor fails to secure such assignment, Contractor shall indemnify the City for all damages resulting therefrom. Moreover, Contractor with respect to any documents and materials that may qualify as “works made for hire” as defined in Title 17 Section 101 of the United States Code, such documents and materials are hereby deemed “works made for hire” for the City.

6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Contractor in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Contractor. Contractor shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer.
(b) Contractor, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or admissions, or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Contractor gives the City sufficient notice of such court order or subpoena to allow it to raise relevant objections.
(c) If Contractor, or any officer, employee, agent, or subcontractor of Contractor, provides any information or work product in violation of this Agreement, then the City shall have the right to reimbursement and indemnity from Contractor for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Contractor’s conduct. (d) Contractor shall promptly notify the City should Contractor, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order, or subpoena from any party regarding this Agreement and the work performed there

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under. The City retains the right, but has no obligation, to represent Contractor or be present at any deposition, hearing or similar proceeding. Contractor agrees to cooperate fully with the City and to provide the City with sufficient opportunity to review or file appropriate objections to any response to discovery requests provided by Contractor. However, this right to review any such response does not imply or mean the right by the City to control, direct, or rewrite said response.

ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION

7.1 California Law.

This Agreement shall be interpreted, construed, and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.

7.2 Disputes; Default.

In the event that Contractor is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Contractor for any work performed after the date of default. Instead, the City may give notice to Contractor of the default and the reasons for the default. The notice shall include the timeframe in which Contractor may cure the default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant, as determined by the Contract Officer. The cure period may run concurrently with the termination period as provided in Section 7.7, if the option to cure in the alternative to termination. During the period of time that Contractor is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Contractor does not cure the default, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to give notice of the Contractor’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement.

7.3 Retention of Funds.

Contractor hereby authorizes the City to deduct from any amount payable to Contractor (whether or not arising out of this Agreement): (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Contractor’s acts or omissions in performing or failing to perform Contractor’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Contractor, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, the City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of the City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Contractor to insure, indemnify, and protect the City as elsewhere provided herein.

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7.4 Waiver.

Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by the City of any work or services by Contractor shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting Party on any default shall impair such right or remedy or be construed as a waiver. Any waiver by either Party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

7.5 Rights and Remedies are Cumulative.

Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.

7.6 Legal Action.

In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Contractor shall file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.

7.7 Termination Prior to Expiration of Term.

This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition, the Contractor reserves the right to terminate this Agreement at any time, with or without cause, upon sixty (60) days’ written notice to the City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Contractor may determine. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Contractor has initiated termination, the Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event the Contractor has initiated termination, the Contractor shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2.

7.8 Termination for Default of Contractor.

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If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, the City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and the City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated.

7.9 Attorneys’ Fees.

If either Party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorneys’ fees on any appeal, and in addition a Party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.

ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION

8.1 Non-liability of City Officers and Employees.

No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement.

8.2 Conflict of Interest.

Contractor covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of the City or which would in any way hinder Contractor’s performance of services under this Agreement. Contractor further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer. Contractor agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of the City in the performance of this Agreement.

No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation. The Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

8.3 Covenant Against Discrimination.

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Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class in the performance of this Agreement. Contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class.

8.4 Unauthorized Aliens.

Contractor hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, Title 8 Section 1101 et seq. of the United States Code, as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Contractor so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against the City for such use of unauthorized aliens, Contractor hereby agrees to and shall reimburse the City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by the City.

ARTICLE 9. MISCELLANEOUS PROVISIONS

9.1 Notices.

Any notice, demand, request, document, consent, approval, or communication either Party desires or is required to give to the other Party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of La Cañada Flintridge, One Civic Center Drive, La Cañada Flintridge, CA 91011, and in the case of the Contractor, to the person(s) at the address designated on the execution page of this Agreement. Either Party may change its address by notifying the other Party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.

9.2 Interpretation.

The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

9.3 Counterparts and Electronic Signatures.

This Agreement may be executed in two or more counterparts, each of which when so executed shall be deemed to be an original and all of which when taken together shall constitute one and the same instrument. The words “execution,” “signed,” “signature,” and words of like import in this Agreement or in any other certificate, agreement or document related to this Agreement, shall include images of manually executed signatures transmitted by facsimile or other electronic format (including, without limitation, “pdf”, “tif” or “jpg”) and other electronic signatures in accordance with Title 2, Section 22003 of the California Code of Regulations (including, without limitation, DocuSign and AdobeSign). The use of electronic signatures and electronic records (including,

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without limitation, any contract or other record created, generated, sent, communicated, received, or stored by electronic means) shall be of the same legal effect, validity and enforceability as a manually executed signature or use of a paper-based record-keeping system to the fullest extent permitted by applicable law, including the Federal Electronic Signatures in Global and National Commerce Act, the California Uniform Electronic Transactions Act, and any other applicable law, including, without limitation, any state law based on the Uniform Electronic Transactions Act or the Uniform Commercial Code.

9.4 Integration; Amendment.

This Agreement including the attachments hereto is the entire, complete, and exclusive expression of the understanding of the Parties. It is understood that there are no oral agreements between the Parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements, and understandings, if any, between the Parties, and none shall be used to interpret this Agreement. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Contractor and by the City Council. The Parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.

9.5 Severability.

In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.

9.6 Warranty & Representation of Non-Collusion.

No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect their financial interest or the financial interest of any corporation, partnership, or association in which they are directly or indirectly interested, or in violation of any corporation, partnership, or association in which they are directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Contractor warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Contractor further warrants and represents that they have not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement. Contractor is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.

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Contractor’s Authorized Initials ___________________
(Name, Title)

9.7 Authority.

The persons executing this Agreement on behalf of the Parties hereto warrant that: (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other agreement to which said Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the Parties.

City Council Agenda Report
Meeting Date: September 15, 2026
Subject: Receive and File City’s Operational Calendar – FY 2026-27 Quarter 2 Presenter: Madison Dederick, Senior Management Analyst I Proposed Action: Receive and file the City Operational Calendar for FY 2026-27 Quarter 2 Environmental Impact: None
Fiscal Impact: None
Background:

At its October 21, 2025, meeting, the City Council approved the City’s Annual Operational Calendar to serve as a consolidated planning document for key operational, governance, and community milestones. As part of that approval, the City Council directed staff to return to the City Council quarterly with the calendar to ensure alignment, review potential date adjustments, and address any operational changes.

This report represents the quarterly review of the Operational Calendar for FY 2026-27 Quarter 2.

Discussion/Analysis:

The Annual Operational Calendar is intended to serve as a comprehensive planning and coordination tool for City leadership, staff, and the public. It consolidates significant dates and activities that impact City operations and community engagement.

The calendar includes:
• Official City holidays in accordance with the City’s Memorandum of Understanding (MOU) with the Employees Association;
• Recognized federal holidays;
• Heritage recognition months;
• La Cañada Unified School District (LCUSD) closures and recess periods; • City Council and Commission meeting dates;
• City-hosted events and major operational milestones.

The quarterly review process allows the City Council to:
• Confirm that scheduled dates remain accurate;
• Identify potential conflicts or needed adjustments;
• Ensure operational alignment across departments; and

• Provide direction on additions or modifications for the upcoming quarter.

The calendar will continue to be maintained as a living document and updated as needed. The current version will remain available on the City’s website for public reference.

Options:

1. Receive and file the City Operational Calendar for FY 2026-27 Quarter 2; or

2. Defer action at this time.

Recommendation:

Option No. 1 - It is recommended that the City Council take the following action(s): Receive and file the City Operational Calendar for FY 2026-27 Quarter 2.

Attachments:

1. City's Operational Calendar FY 2026-27 Quarter 2

Operational Calendar FY 2026-27: Quarter 2
Date Time EVENT LOCATION CATEGORY
September
9/1/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 9/3/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 9/4/2026 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 9/7/2026 - City Hall Closed in Observance of Labor
Day Holiday City Hall Holiday
9/7/2026 - LCUSD Closed for Labor Day Holiday La Canada High School LCUSD Closure 9/8/2026 9:00 AM Cornishon Corridor Working Group
Meeting Council Chambers, City Hall Commission Meeting
9/8/2026 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 9/9/2026 6:00 PM Parks and Recreation Commission Regular Meeting Council Chambers, City Hall Commission Meeting
9/10/2026 6:00 PM Community Preparedness Day Olberz Park City hosted/sponsored Event 9/10/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting Sept 15 - Oct 15 - Hispanic & Latino Heritage Month - Heritage Month 9/15/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 9/16/2026 9:30 AM Emergency Preparedness Coordinating
Committee Meeting Council Chambers, City Hall Commission Meeting 9/17/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 9/23/2026 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 9/24/2026 9:30 AM Joint Operations Team Regular Meeting Council Chambers, City Hall Commission Meeting 9/24/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 9/28/2026 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting October - Italian American Heritage Month & Filipino
American History Month - Heritage Month
10/1/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 10/2/2026 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 10/6/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 10/8/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 10/10/2026 9:00 AM Compost Giveaway at the Farmers Market - Tentative LCF Farmers Market City hosted/sponsored Event 10/12/2026 - City Hall Closed in Observance of
Indigenous Peoples’ Day City Hall Holiday
10/13/2026 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 10/14/2026 6:00 PM Parks and Recreation Commission Regular Meeting Council Chambers, City Hall Commission Meeting
10/15/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 10/19/2026 2:00 PM Commercial SB 1383 Workshop -
Tentative Council Chambers, City Hall City hosted/sponsored Event 10/20/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 10/21/2026 4:00 PM Residenital SB 1383 Workshop - Tentative Council Chambers, City Hall City hosted/sponsored Event 10/22/2026 6:00 PM City's 50th Birthday Celeberation Olberz Park City hosted/sponsored Event 10/22/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 10/26/2026 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 10/28/2026 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting November - Native American Heritage Month - Heritage Month 11/3/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 11/5/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 11/6/2026 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 11/10/2026 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 11/11/2026 -
Federal/State/County/City Holiday-City
Hall Closed in Observance of Veterans
Day Holiday
City Hall Holiday
11/11/2026 LCUSD Closed for Veteran's Day Holiday La Canada High School LCUSD Closure 11/11/2026 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 11/12/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 11/16/2026 -
11/20/2026 - Fall Clean Up Week - City hosted/sponsored Event 11/17/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting

Operational Calendar FY 2026-27: Quarter 2
Date Time EVENT LOCATION CATEGORY
11/17/2026 6:00 PM Joint Governance Meeting Council Chambers, City Hall City Council Meeting 11/18/2026 9:30 AM Emergency Preparedness Coordinating
Committee Meeting Council Chambers, City Hall Commission Meeting 11/19/2026 9:30 AM Joint Operations Team Regular Meeting Council Chambers, City Hall Commission Meeting 11/19/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 11/23/2026 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 11/23/2026 -
11/27/2026 - LCUSD Thanksgiving Break La Canada High School LCUSD Closure 11/25/2026 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 11/26/2026 - Thanksgiving Day Run and Food Drive Olberz Park City hosted/sponsored Event 11/26/2026 - City Hall Closed in Observance of
Thanksgiving Holiday City Hall Holiday
11/26/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 11/27/2026 - City Hall Closed in Observance of
Thanksgiving Holiday City Hall Holiday
December
12/1/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 12/3/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 12/4/2026 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 12/8/2026 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 12/9/2026 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 12/10/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 12/15/2026 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 12/17/2026 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 12/18/2026 - LCUSD Last Day of School for Fall
Semester La Canada High School LCUSD Closure
12/21/2026 - 1/5/2027 - LCUSD Closed for Winter Break La Canada High School LCUSD Closure 12/23/2026 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 12/24/2026 -
Federal/State/County/City Holiday-City
Hall Closed in Observance of Christmas
Holiday
City Hall Holiday
12/24/2026 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 12/25/2026 - City Hall Closed in Observance of
Christmas Holiday City Hall Holiday
12/28/2026 6:00 PM Public Safety Commission Meeting Council Chambers, City Hall Commission Meeting 12/31/2026 - City Hall Closed in Observance of New
Years Holiday City Hall Holiday
January
1/1/2027 - City Hall Closed in Observance of New
Years Holiday City Hall Holiday
1/1/2027 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 1/5/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 1/7/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 1/12/2027 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 1/13/2027 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 1/14/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 1/15/2027 7:30 AM Investment & Financing Advisory
Committee Council Chambers, City Hall Commission Meeting 1/18/2027 - City Hall Closed in Observance of Martin
Luther King Jr. Day Holiday City Hall Holiday
1/19/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 1/21/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 1/25/2027 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 1/27/2027 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 1/28/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting February
2/2/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 2/4/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 2/5/2027 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting

Operational Calendar FY 2026-27: Quarter 2
Date Time EVENT LOCATION CATEGORY
2/9/2027 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 2/10/2027 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 2/11/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 2/12/2027 - LCUSD Closed for Presidents' Day Holiday LCUSD Schools LCUSD 2/15/2027 - City Hall Closed in Observance of
Presidents' Day Holiday City Hall Holiday
2/16/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 2/18/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 2/22/2027 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 2/24/2027 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 2/25/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting March
3/2/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 3/4/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 3/5/2027 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 3/9/2027 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 3/10/2027 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 3/11/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 3/16/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 3/16/2027 6:00 PM Mid Year Budget Discussion Council Chambers, City Hall City Council Meeting 3/18/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 3/22/2027 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 3/24/2027 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 3/25/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 3/29/2027 - LCUSD School Break Begins LCUSD Schools LCUSD Closure April
4/1/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 4/2/2027 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 4/5/2026 - LCUSD School Break Ends LCUSD Schools LCUSD Closure 4/6/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 4/8/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 4/13/2027 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 4/14/2027 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 4/15/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 4/16/2027 7:30 AM Investment & Financing Advisory
Committee Council Chambers, City Hall Commission Meeting 4/20/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 4/22/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 4/26/2027 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 4/28/2027 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting May
5/4/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 5/6/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 5/7/2027 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 5/11/2027 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 5/12/2027 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 5/13/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 5/18/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 5/20/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 5/24/2027 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting 5/26/2027 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 5/27/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting

Operational Calendar FY 2026-27: Quarter 2
Date Time EVENT LOCATION CATEGORY
5/29/2027 - Fiesta Days Weekend
(City sponsored and staffed) Memorial Park City hosted/sponsored Event 5/30/2027 - Fiesta Days Weekend
(City sponsored and staffed) Memorial Park City hosted/sponsored Event 5/31/2027 - YMCA Run and Fiesta Days Parade
(City sponsored and staffed)
Olberz Park, Memorial Park and Foothill
Blvd City hosted/sponsored Event
5/31/2027 - City Hall Closed in Observance of
Memorial Day Holiday City Hall Holiday
June
6/1/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 6/3/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 6/3/2027 - LCUSD Last Day of School La Canada High School LCUSD 6/4/2027 3:45 PM Youth Council Regular Meeting Council Chambers, City Hall Commission Meeting 6/8/2027 6:00 PM Sustainability and Resilience Commission Regular Meeting Council Chambers, City Hall Commission Meeting 6/9/2027 6:00 PM Parks and Recreation Commission Meeting Council Chambers, City Hall Commission Meeting 6/10/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 6/15/2027 6:00 PM City Council Regular Meeting Council Chambers, City Hall City Council Meeting 6/17/2027 8:00 AM Design Commission Regular Meeting Council Chambers, City Hall Commission Meeting 6/23/2027 6:00 PM Public Works & Traffic Commission
Regular Meeting Council Chambers, City Hall Commission Meeting 6/24/2027 6:00 PM Planning Commission Regular Meeting Council Chambers, City Hall Commission Meeting 6/28/2027 6:00 PM Public Safety Commission Regular Meeting Council Chambers, City Hall Commission Meeting

City Council Agenda Report
Meeting Date: September 15, 2026
Subject: Approval of Lease Renewal with Citizens Business Bank and Related Budget Amendment
Presenter: Arabo Parseghian, Assistant City Manager
Proposed Action: Motion to (i) approve the lease renewal with Citizens Business Bank for approximately 2,672 rentable square feet in Suite B at One Civic Center Drive; (ii) authorize the City Manager to execute the lease agreement in a form approved by the City Attorney; and (iii) approve a Fiscal Year 2026-27 budget amendment in the amount of $80,000 to fund the agreed-upon new building-standard carpet and paint throughout the leased premises
Environmental Impact: Approval of the lease renewal is not a project under Section 15378 of the California Environmental Quality Act Guidelines. The carpet and paint work consists of minor interior alterations to an existing facility and is categorically exempt under Section 15301 of the Guidelines Fiscal Impact: Under the proposed renewal, Citizens Business Bank will pay an initial base rent of $3.155 per rentable square foot per month on a Full Service Gross basis. Based on approximately 2,672 rentable square feet, the initial base rent will be approximately $8,428 per month, or $101,138 during the first 12 months, with 3% annual increases.

Calendar year 2027 will serve as the operating expense and property tax base year, and the tenant will be responsible for its proportionate share of increases above that base year.

The proposed action also includes a Fiscal Year 2026-27 budget amendment of $80,000 to provide expenditure authority for the City's agreed-upon installation of new building-standard carpet and paint throughout the leased premises. The appropriation will be placed in the appropriate Civic Center facilities improvement account. Actual expenditures will be limited to the cost of the work performed, and any unused appropriation will remain unspent
Background:

Citizens Business Bank currently leases approximately 2,672 rentable square feet on the first floor of the City-owned Civic Center building at One Civic Center Drive. The existing lease was entered into in 2019 and permits operation of a branch banking office in Suite B.

With the existing lease term approaching expiration, City staff and Citizens Business Bank

negotiated terms for a renewal. The City Council considered the proposed business terms in closed session and provided negotiating direction. Consistent with that direction, staff has prepared the proposed lease renewal for formal consideration in open session. Except for the negotiated modifications reflected in the renewal, the remaining provisions of the existing lease will remain unchanged.

Discussion/Analysis:

The proposed renewal will allow Citizens Business Bank to continue operating from its existing Civic Center location for an additional five-year term beginning November 1, 2026. The principal negotiated terms are summarized below.

TERM PROPOSED RENEWAL
Premises Suite B; approximately 2,672 rentable square feet Commencement November 1, 2026
Lease term 60 months
Initial base rent $3.155 per rentable square foot per month; Full Service Gross Annual increase 3%
Expense base year Calendar year 2027
City improvements New building-standard carpet and paint throughout the premises; colors selected by the tenant
Renewal option One additional five-year option at the prevailing fair market rental rate, upon nine months' prior written notice
Broker commission None
Tenant Improvements and Budget Amendment
As part of the renewal, the City agreed to provide new building-standard carpet and paint throughout the CBB’s leased space. The requested $80,000 budget amendment will allow the City to procure and complete this work. The tenant will select the colors, and the City will manage the work using contractors selected in accordance with the City's purchasing requirements.The budget amendment establishes a not-to-exceed appropriation for the improvements; it does not require the full amount to be spent. Staff will coordinate the work to minimize disruption to the tenant and Civic Center operations.

Lease Considerations

The proposed renewal provides continuity for an existing Civic Center tenant, establishes predictable rental revenue over the next five years, includes annual rent increases, and avoids the potential vacancy, marketing, and tenant-acquisition costs associated with seeking a replacement tenant. No broker commission is payable under the negotiated terms.The lease will retain the existing provisions concerning use, insurance, indemnification, maintenance, default, and other landlord-tenant obligations except where expressly modified by the renewal. The final agreement will be executed in a form approved by the City Attorney.

Options:

1. (i) Approve the lease renewal with Citizens Business Bank for approximately 2,672 rentable square feet in Suite B at One Civic Center Drive; (ii) authorize the City Manager to execute the lease agreement in a form approved by the City Attorney; and (iii) approve a Fiscal Year 2026-27 budget amendment in the amount of $80,000 to fund the agreed-upon new building-standard carpet and paint throughout the leased premises; or

2. Approve the lease renewal and budget amendment with modifications and provide direction to staff; or

3. Do not approve the lease renewal and provide alternative direction to staff.

Recommendation:

Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the lease renewal with Citizens Business Bank for approximately 2,672 rentable square feet in Suite B at One Civic Center Drive; (ii) authorize the City Manager to execute the lease agreement in a form approved by the City Attorney; and (iii) approve a Fiscal Year 2026-27 budget amendment in the amount of $80,000 to fund the agreed-upon new building-standard carpet and paint throughout the leased premises.

Attachments:

1. Existing Citizens Business Bank Lease Agreement

2. Budget Amendment

Date Fiscal Year
09/15/26 26-27
Program Fund Amended (Name) Fund Number
Civic Center General 55
REVENUES:

Account Description Account Number Current Budget Proposed Amendments Amended Budget
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
TOTAL $0.00 $0.00 $0.00
EXPENDITURES:

Account Description Account Number Current Budget Proposed Amendments Amended Budget
Building Improvements 01-55-8233 4,000$ 80,000$ 84,000$ -$
-$
-$
-$
TOTAL 4,000$ 80,000$ 84,000$
PURPOSE:

APPROVALS:

Department Head Date City Manager Date
Finance Department Date Date of City Council Approval (if required) Budget adjustments to replace carpet and paint the lease area per the re-negotiated agreement with CBB.

CITY OF LA CAÑADA FLINTRIDGE - BUDGET SUPPLEMENT/AMENDMENT

City Council Agenda Report
Meeting Date: September 15, 2026
Subject: Approval and Delegation of Authority to City Manager to Execute a Purchase Order, in the Amount of $61,885.00, to ACCO Engineered Systems for the Repairing of the City Hall’s Second Floor HVAC System
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve the attached Cost Proposal from ACCO Engineered Systems, in the Amount of $61,885.00, for the repair of the City Hall’s Second Floor HVAC System and to include $5,000.00 for contingencies for the total not to exceed amount of 67,000.00; (ii) approve the attached Budget Amendment in the amount of
$67,000.00; and (iii) Authorize the City Manager to Execute a Purchase Order in the Amount of $61,885.00 to ACCO Engineered Systems
Environmental Impact: None
Fiscal Impact: The Fiscal Year 2026-27 budget does not include funds for the unforeseen repair of the HVAC unit. Staff requests appropriation in the amount of $67,000.00 and in General Funds for the HVAC repair in account 01-55-7103
Discussion/Analysis:

The City’s existing Heating, Ventilation, and Air Conditioning (HVAC) system is a Variable Refrigerant Flow (VRF) system consisting of 21 fan-coil units. Installed in 2019, the system has experienced recurring operational issues, most of which have been relatively minor. For the past three years, the City has utilized ACCO Engineered Systems (ACCO) for routine maintenance and necessary repairs, giving ACCO extensive familiarity with the system and its history.

Beginning in approximately May 2026, the second-floor HVAC system began intermittently failing to adequately cool the building, with temperatures reaching the low 90s. ACCO initially identified three refrigerant leaks, which were repaired and successfully tested. Following those repairs, three fan-coil units were identified as requiring additional repairs.

To address the current issues and improve the system’s long-term serviceability, City staff recommends repairing the three affected fan-coil units and installing isolation valves throughout the 21-unit network. The isolation valves would divide the system into smaller, independently serviceable zones, allowing future maintenance and repairs to be performed on individual sections without shutting down the entire system. Installing the valves concurrently with the current repairs is expected to reduce future labor and material costs, system downtime, and City staff time.

The total cost for the repairs and installation of isolation valves is $61,885.00, as detailed in Attachment 1. Staff believes this represents the most efficient and economical approach to maintaining the existing system. Although the system has experienced recurring issues, a full replacement is not considered necessary at this time. A complete replacement could potentially cost upwards of $900,000, making the proposed repairs and improvements a significantly more costeffective alternative while extending the serviceability of the existing system.

Options:

1. Motion to: (i) Approve the attached Cost Proposal from ACCO Engineered Systems, in the Amount of $61,885.00, for the repair of the City Hall’s Second Floor HVAC System and to include $5,000.00 for contingencies for the total not to exceed amount of 67,000.00; (ii) approve the attached Budget Amendment in the amount of $67,000.00; and (iii) Authorize the City Manager to Execute a Purchase Order in the Amount of $61,885.00 to ACCO Engineered Systems; or

2. Provide further directions to staff
Recommendation:

Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the attached Cost Proposal from ACCO Engineered Systems, in the Amount of $61,885.00, for the repair of the City Hall’s Second Floor HVAC System and to include $5,000.00 for contingencies for the total not to exceed amount of 67,000.00; (ii) approve the attached Budget Amendment in the amount of $67,000.00; and (iii) Authorize the City Manager to Execute a Purchase Order in the Amount of $61,885.00 to ACCO Engineered Systems
Attachments:

1. ACCO Cost Proposal, Dated September 2, 2026

2. Budget Amendment Form

ACCO Engineered Systems

BID CONTRACT
Principle Office: 888 East Walnut Street
Pasadena, CA 91101 JOB NUMBER: ________________
Telephone: (818) 244-6571
Corporate Office: 888 E Walnut St, Pasadena, CA 91101
Principle Offices: Bakersfield | Commerce | Orange County | Fresno | El Segundo | Riverside I Newbury Park I San Leandro | Sacramento | San Diego | San Francisco I San Jose | Redding | Reno/Tahoe | Boise, ID | Seattle, WA | Las Vegas, NV QUOTATION TO: JOB NAME AND ADDRESS:

Kenny Roberts
Division Manager
City of La Cañada Flintridge
La Cañada Flintridge City Hall
One Civic Center Dr.

La Cañada Flintridge, CA 91011

THE CONDITIONS PRINTED EITHER ON THE REVERSE SIDE OR ATTACHED ARE PART HEREOF This work or price quotation does not include detection, abatement, encapsulation or removal of hazardous material or asbestos or products, materials, or equipment containing asbestos Option 1 – Replace Three Failed Fan Coil Evaporator Coils ACCO Engineered Systems recently performed a complete leak inspection of the second-floor LG VRF system, including all heat recovery boxes and indoor fan coil units. The heat recovery boxes were found to be in good condition; however, leaks were identified at two recently installed fan coils, and a third fan coil was found to have a faulty evaporator coil. ACCO proposes replacing the evaporator coils in the three affected fan coil units.

Scope of Work:
• Coordinate access and shut down the affected LG VRF system. • Recover the existing refrigerant as required.
• Remove and replace the evaporator coils in the three affected indoor fan coil units. • Reconnect the existing refrigerant piping, condensate connections, electrical wiring, and controls as required.
• Pressure-test the repaired system and inspect all new connections for leaks. • Evacuate the system and recharge it with the required refrigerant. • Start and test the system to confirm proper operation. • Clean the work area and dispose of removed materials.

Option 2 – Replace Three Failed Evaporator Coils and Install Isolation Valves In addition to replacing the three failed fan coil evaporator coils described in Option 1, ACCO proposes installing isolation ball valves at all second-floor heat recovery boxes. These valves will allow individual sections of the VRF system to be isolated during future troubleshooting and repairs, improving serviceability and helping minimize refrigerant loss and system downtime.

Scope of Work:
• Complete all work included under Option 1.
• Access each heat recovery box serving the second-floor LG VRF system. • Furnish and install isolation ball valves on the refrigerant piping at each heat recovery box. • Modify and reconnect the existing refrigerant piping as required. • Pressure-test all new piping connections and valves for leaks. • Evacuate and recharge the system with the required refrigerant. • Label the new isolation valves for future service and troubleshooting. • Start and test the complete system to confirm proper operation.

ACCO Engineered Systems
“Contractors are required by law to be licensed and regulated by the Contractors’ State License Board which has jurisdiction to investigate complaints against contractors if a complaint is filed within three years of the date of the alleged violation.

California State License No. 120696
Option 1 – Replace Three Failed Fan Coil Evaporator Coils: ………………………………….. $24,910.00 Option 2 – Replace Three Failed Evaporator Coils and Install Isolation Valves: ………….. $61,885.00 Add for additional R410A refrigerant as required: ………………………………………………. $42.00/pound Terms of payment, unless modified above, are zero down payment and the balance due upon the receipt of invoice. Your signed acceptance of this Bid Contract within 30 days of September 2, 2026 shall, upon the acceptance of the Seller, form a written contract (the "agreement") between the Seller and Buyer for the work described above and such agreement includes Terms and Conditions on page 2 of this agreement.

Prepared in duplicate: September 2, 2026
Prepared for
ACCO Engineered Systems (“SELLER”) Customer (“BUYER”)

ACCEPTED FOR SELLER
By:_________ Steven Adame____________ __
ACCEPTED FOR BUYER:
(Authorized Signature) By:__________________________________________________ (Authorized Signature)
By:__ Steven Adame / 818 212-8860 / [email protected]__ (Name/Contact Info) Name/Title:____________________________________________ Date of Acceptance:__________September 2, 2026______________ Date of Acceptance:_____________________________________

SEE TERMS AND CONDITIONS TO BID CONTRACT

ACCO Engineered Systems

TERMS AND CONDITIONS FOR BID CONTRACT

1. All work shall be performed during normal working hours unless otherwise stated herein.

2. Seller agrees to maintain in full force and effect a Workmen’s Compensation Insurance policy and a Comprehensive Liability Insurance policy in substantial amounts to protect all parties to this agreement, furnishing certificates of insurance, if required by Buyer.

3. Buyer shall prepare the premises to permit free movement and erection of materials, providing necessary openings, supports, cutting, patching, necessary public utility and steam services, and pay all fees in accordance with codes and ordinances unless otherwise indicated in this agreement.

4. In the event that the Seller encounters any asbestos product or Hazardous Material in the course of performing its work, the Seller shall have the right to immediately discontinue its work and remove its employees from the project, or that portion of the project wherein such product or materials were encountered, until such time as any hazards connected therewith are abated, encapsulated or removed and/or it is determined that no hazard exists; further, Seller shall receive an extension of time to complete its work and compensation for delays encountered and compensation for any change in the sequence of method or its work occasioned as a consequence of said encounter. "Hazardous Material" are substances or chemicals that pose a health hazard, a physical hazard, or harm to the environment and defined and regulated by the U.S. Environmental Protection Agency (EPA), U.S.

Occupational Safety and Health Administration (OSHA), U.S. Department of Transportation (DOT), and U.S. Nuclear Regulatory Commission (NRC).

5. Seller transfers manufacturer's standard warranties on all new equipment, misuse or abuse excepted, for a period not to exceed one year from date of first beneficial use, which shall be defined as the Start-up Date. Seller warrants Seller provided materials, parts and labor for a period of ninety (90) days from the date of first beneficial use. There are no warranties, expressed or implied, other than the above unless so noted herein.

6. Seller shall not be liable for any consequential damages including, but not limited to, liquidated damages, loss of rent, interest expense, extended overhead or any other delay damages of any kind, nature or description. It is expressly understood and agreed that the only liability of Seller is to replace defective workmanship or material as herein above set forth.

7. Seller will not replace any refrigerant loss caused by defects in the equipment, material, parts, or workmanship furnished under this contract.

Replacement of refrigerant due to failure or defects of items furnished by Seller are not included as a part of this agreement.

8. Seller shall not be liable for the corrosive or erosive action of liquids and/or gases upon the equipment specified and no part of such equipment shall be deemed defective by reason of its failure to resist physical or chemical action of such elements or items upon such equipment.

9. This agreement shall not be binding until duly accepted by Seller. This agreement constitutes the entire agreement between the parties and supersedes and revokes any previous agreement, written or oral, with respect to the labor and equipment covered hereby and may not be amended or modified except in writing executed by the parties hereto. 910. Under no circumstances shall the liability of Seller arising out of the sale or erection of the equipment hereunder, or arising out of its use, whether on warranties or otherwise, in any case exceed the lesser of the following: (a) Cost of correcting defects in the equipment or workmanship; or (b) the difference in value between the installation as installed and the cost of the original installation thereof, if installed strictly as in the contract documents set forth. And in no event shall any claims be made by either party against the other for consequential damages.

10. Seller shall not be bound by any plan(s) and specification(s) or condition(s), existing or otherwise, that has not been incorporated into this agreement by specific reference or attached to this agreement, nor shall the Seller be bound by any city ordinances, State laws or other governmental regulations not in effect at the time of submitting this bid, or which had become obsolete and which no longer was enforced by such public body enacting the same.

12. Seller shall be excused for any delay in completion of this agreement caused by acts of God, including but not limited to, wind, rain, flood, storm, landslide, subsidence and earthquake; pandemics; acts of neglect of owner or architect or by any employee or agent of either; acts of neglect of separate contractors employed by owner; acts of public utilities or governmental or public bodies or their agents; material shortages; labor trouble, labor slowdowns; strikes; union activity causing a reduction in productivity; fire; casualty; delay in transportation; changes ordered in the work; failure of Buyer to make payments to Seller as required under this agreement, or other causes beyond the reasonable control of Seller, any of which shall automatically entitle Seller to reasonable or necessary extensions of the completion date of the work and to an equitable adjustment of the agreement price to compensate Seller for all costs and expenses of additional labor, service, equipment or material and extended overhead resulting from any such delay.

13. If any of the materials specified are not readily available, the Seller may substitute equally efficient materials or fixtures of generally similar character in lieu of the equipment, materials or fixtures specified, and it shall allow any differential between the original cost of the materials specified and the materials furnished.

14. In the event of inability to obtain labor at union scale or without paying a premium above such scale, Seller may delay performance until same shall be obtainable without premium payment or at the option of the Buyer the latter may require the use of materials or labor requiring the payment of such excess cost, but upon condition that the Buyer shall pay such excess.

15. No additional work will be performed unless it is authorized in writing by the Buyer. If the Buyer refuses to sign a written work authorization or change order for the extra work, Seller reserves the right to refuse to perform the extra work.

16. Should either party hereto bring suit in court to enforce the terms hereof, any judgment awarded shall include court costs and reasonable attorney’s fees to the successful party.

17. Seller assumes no responsibility for the design on those jobs where Seller prepares working or shop drawings from designs furnished by others. Seller assumes no responsibility whatsoever for design or operative end result under any contract unless there is affirmatively stated on the obverse side of this Bid Contract, a direct undertaking on Seller’s part so to do.

18. Seller may suspend further performance under this Bid Contract upon three (3) days written notice to the Buyer in the event the Buyer is in breach of this Bid Contract for breach other than non-payment. Notice need not be given if work is suspended due to non-payment or due to the failure of the Buyer to pay for change orders as provided herein. In the event Seller elects to suspend performance, Seller shall be entitled to remobilization costs, including profit and overhead, upon the Buyer bringing payments current or issuing proper change orders for extra work. Such costs will equal actual losses sustained by Seller in terminating and restarting work.

19. This agreement is entered into upon the understanding that in the prosecution of any work herein specified, Seller will be allowed sufficient time for the performance of said work on the basis of a normal eight-hour (nonweekend or holiday) day, and in the event that Buyer or any subcontractor require Seller to perform such labor on an overtime basis, then such additional expense of every kind and character as Seller may be required to incur on account of said overtime labor, shall constitute an additional charge herein.

20. Unless expressly provided in this agreement, Buyer shall provide, as needed and without cost to Seller, proper hoisting conveyances and scaffolding (including the use of engineer) at times so as to not delay Seller’s part of the work under this agreement.

21. Any loss or damage to Seller’s work, materials or equipment occurring at the site of the project occasioned by fire, flood, earthquake, windstorm, riot or civil commotion shall be protected by Buyer purchased insurance, without contribution by Seller's insurance, and Seller shall receive a payment of loss under any such policy or policies.

22. Seller shall not be liable for the cost of correcting defects arising from or caused occasioned by the acts or omissions of employees of or other subcontractors of customer or owner of the project or building. Before Seller proceeds with any corrective work to repair such damage, shall give Seller an unqualified instruction to proceed with the work and such work shall be an performed at an additional cost paid by Buyer.

23. Seller expressly reserves the right to assign all or any portion of its rights and/or duties under this Bid Contract with or without notice to the Buyer herein.

24. In the event of a conflict between the terms and conditions of this agreement and terms and conditions stated in the plans and/or specifications attached to or incorporated into this agreement, the terms of this Bid Contract shall govern.

25. If, in Seller’s reasonable opinion, Buyer’s credit becomes impaired, Seller may, at its option, suspend work and deliveries under this agreement until it has received full payment for services rendered and security for future payment of uncompleted work under this agreement. If Buyer fails or refuses to make such payment, and give security as required herein, then Seller shall have the right to terminate this agreement. Until such time as Buyer has made payment and provided acceptable security required herein, any delay or suspension of the work under this agreement resulting therefrom shall extend the time of performance of Seller under this agreement. If legal action is filed to effect collection of any sums due hereunder, Seller shall be entitled to reasonable attorney fees in addition to all other damages found to be due hereunder.

BUYER’S INITIAL: ______________