Agenda packet, regular meeting, first session — La Verne City Council, January 21, 2025 (part 5 of 5)

Page 430 of 486 ends

Page 431 of 486 ends

Page 432 of 486 ends

Page 433 of 486 ends

/0/1/2/3/4/5/i255/7/8/9/i255/i255
/10/11/12/13/i255/15/16/i255/17/18/i255/19/20/21/22/20/i255/i255 /23/22/24/11/25/20/22/12/18/26/i255/27/28/12/25/15/15/21/i255/29/11/22/11/22/30/31/29/20/24/15/21/18/12/11/32/20/i255/33/28/21/22/11/12/28/21/20/i255/34/20/21/35/11/12/i255 /36/37/38/39/i255/41/42/i255/43/44/i255/45/46/47/48/46/i255 /49/50/50/51/i255/52/i255/53/5/2/1/1/5/i255/i255
/54/55/i255/56/1/2/57/1/58/i255/59/60/i255/61/62/63/64/51/i255 /65/61/51/61/66/i255/64/61/50/67/68/63/51/50/i255/i255
/i255/i255
/i255/0/55/69/1/i255/62/70/i255
/i255
/72/43/73/i255/74/72/75 /76/i255/43/77/i255/45/78/79/76/78/i255/80/81/73/78/75/77/43/82/i255/83/80/78/i255/79/78/84/83/81/79/78/85/78/76/74/80/i255/i255 /60/9/i255/60/86/86/i255/8/87/5/88/8/8/2/i255/87/89/1/89/i255/90/1/2/3/4/5/5/1/88/i255/91/92/i255/5/93/4/89/i255/90/2/8/69/2/55/3/i255/89/93/55/86/86/i255/91/1/i255/89/87/91/94/1/95/5/i255/5/8/i255/5/93/1/i255/96/8/86/86/8/97/4/57/69/i255/89/5/55/57/88/55/2/88/89/98/i255 /99/9/i255/60/i255/3/4/57/4/3/87/3/i255/5/97/8/67/96/8/8/5/i255/95/86/1/55/2/i255/89/90/55/95/1/i255/89/93/55/86/86/i255/91/1/i255/3/55/4/57/5/55/4/57/1/88/i255/96/2/8/3/i255/5/93/1/i255/1/88/69/1/i255/8/96/i255/5/93/1/i255/89/5/2/1/1/5/i255/95/87/2/91/i255/8/2/i255/90/55/2/100/4/57/69/i255 /55/2/1/55/9/i255
/59/9/i255/60/i255/95/8/57/5/4/57/87/8/87/89/i255/90/55/5/93/58/i255/57/8/5/i255/4/57/95/86/87/88/4/57/69/i255/5/93/1/i255/2/1/101/87/4/2/1/88/i255/5/97/8/67/96/8/8/5/i255/95/86/1/55/2/i255/89/90/55/95/1/i255/96/2/8/3/i255/89/5/2/1/1/5/i255/95/87/2/91/i255/8/2/i255/90/55/2/100/4/57/69/i255 /55/2/1/55/58/i255/89/93/55/86/86/i255/91/1/i255/3/55/4/57/5/55/4/57/1/88/i255/96/8/2/i255/90/1/88/1/89/5/2/4/55/57/i255/5/2/55/96/96/4/95/9/i255/102/57/i255/103/86/88/i255/104/8/97/57/i255/54/55/i255/56/1/2/57/1/58/i255/55/i255/95/8/57/5/4/57/87/8/87/89/i255/90/55/5/93/i255/89/93/55/86/86/i255 /95/8/57/89/4/89/5/i255/8/96/i255/5/97/8/i255/91/86/8/95/100/89/i255/97/8/2/5/93/i255/65/105/106/93/4/91/4/5/i255/99/66/i255/53/87/95/93/i255/90/55/5/93/i255/89/93/55/86/86/i255/93/55/107/1/i255/55/i255/107/1/2/5/4/95/55/86/i255/95/86/1/55/2/55/57/95/1/i255/8/96/i255/57/8/5/i255/86/1/89/89/i255/5/93/55/57/i255 /1/4/69/93/5/i255/96/1/1/5/i255/55/91/8/107/1/i255/5/93/1/i255/89/87/2/96/55/95/1/i255/8/96/i255/5/93/1/i255/90/55/5/93/9/i255 /52/9/i255/60/86/86/i255/89/4/88/1/97/55/86/100/i255/87/89/1/i255/55/2/1/55/89/i255/89/93/55/86/86/i255/91/1/i255/95/8/57/5/4/57/87/8/87/89/86/92/i255/89/87/90/1/2/107/4/89/1/88/i255/91/92/i255/3/55/57/55/69/1/3/1/57/5/i255/8/2/i255/1/3/90/86/8/92/1/1/89/i255/8/96/i255/5/93/1/i255 /91/87/89/4/57/1/89/89/i255/5/8/i255/97/93/4/95/93/i255/5/93/1/92/i255/55/2/1/i255/95/8/57/57/1/95/5/1/88/i255/5/8/i255/1/57/89/87/2/1/i255/2/1/101/87/4/2/1/88/i255/90/55/5/93/97/55/92/89/i255/55/2/1/i255/100/1/90/5/i255/95/86/1/55/2/9/i255 /105/9/i255/60/86/86/i255/89/4/88/1/97/55/86/100/i255/87/89/1/i255/55/2/1/55/89/i255/89/93/55/86/86/i255/91/1/i255/3/55/4/57/5/55/4/57/1/88/i255/4/57/i255/55/i255/95/86/1/55/57/i255/55/57/88/i255/89/55/96/1/i255/3/55/57/57/1/2/9/i255 /108/9/i255/60/86/86/i255/4/5/1/3/89/i255/90/86/55/95/1/88/i255/4/57/i255/5/93/1/i255/89/4/88/1/97/55/86/100/i255/55/2/1/55/i255/89/93/55/86/86/i255/91/1/i255/3/55/4/57/5/55/4/57/1/88/i255/4/57/i255/69/8/8/88/i255/2/1/90/55/4/2/58/i255/55/57/88/i255/57/8/i255/4/5/1/3/i255/3/55/92/i255/91/1/i255 /93/55/109/55/2/88/8/87/89/i255/5/8/i255/90/1/88/1/89/5/2/4/55/57/i255/8/2/i255/107/1/93/4/95/87/86/55/2/i255/5/2/55/96/96/4/95/i255/8/2/i255/1/106/5/1/57/88/i255/4/57/5/8/i255/5/93/1/i255/89/55/96/1/i255/86/4/57/1/67/8/96/67/89/4/69/93/5/i255/88/4/89/5/55/57/95/1/89/i255/55/5/i255 /4/57/5/1/2/89/1/95/5/4/8/57/89/58/i255/55/89/i255/88/1/5/1/2/3/4/57/1/88/i255/91/92/i255/5/93/1/i255/59/4/5/92/i255/105/57/69/4/57/1/1/2/9/i255 /110/9/i255/60/86/86/i255/1/57/5/2/55/57/95/1/89/i255/55/57/88/i255/1/3/1/2/69/1/57/95/92/i255/1/106/4/5/89/i255/89/93/55/86/86/i255/91/1/i255/100/1/90/5/i255/95/86/1/55/2/9/i255 /111/9/i255/7/8/i255/4/5/1/3/i255/90/86/55/95/1/88/i255/4/57/i255/5/93/1/i255/89/4/88/1/97/55/86/100/i255/89/93/55/86/86/i255/93/55/107/1/i255/55/i255/107/1/2/5/4/95/55/86/i255/93/1/4/69/93/5/i255/8/96/i255/3/8/2/1/i255/5/93/55/57/i255/89/4/106/i255/96/1/1/5/i255/55/91/8/107/1/i255/5/93/1/i255/89/87/2/96/55/95/1/i255 /8/96/i255/5/93/1/i255/89/4/88/1/97/55/86/100/58/i255/1/106/95/1/90/5/i255/55/89/i255/89/90/1/95/4/96/4/95/55/86/86/92/i255/55/90/90/2/8/107/1/88/i255/91/92/i255/89/5/55/96/96/9/i255 /102/9/i255/60/86/86/i255/4/5/1/3/89/i255/90/86/55/95/1/88/i255/4/57/i255/5/93/1/i255/89/4/88/1/97/55/86/100/i255/89/93/55/86/86/i255/91/1/i255/2/1/3/8/107/1/88/i255/1/55/95/93/i255/1/107/1/57/4/57/69/58/i255/87/57/86/1/89/89/i255/8/5/93/1/2/97/4/89/1/i255/55/90/90/2/8/107/1/88/i255/91/92/i255 /89/5/55/96/96/9/i255
/112/9/i255/104/93/1/2/1/i255/89/93/55/86/86/i255/91/1/i255/55/i255/3/4/57/4/3/87/3/i255/8/96/i255/49/50/i255/4/57/95/93/1/89/i255/8/96/i255/95/86/1/55/2/55/57/95/1/i255/91/1/5/97/1/1/57/i255/89/1/90/55/2/55/5/1/i255/5/55/91/86/1/89/i255/55/57/88/i255/95/93/55/4/2/89/i255/65/105/106/93/4/91/4/5/i255 /60/66/i255
/113/9/i255/60/86/86/i255/89/4/69/57/55/69/1/i255/3/87/89/5/i255/95/8/3/90/86/92/i255/97/4/5/93/i255/104/4/5/86/1/i255/62/63/i255/8/96/i255/5/93/1/i255/54/55/i255/56/1/2/57/1/i255/114/87/57/4/95/4/90/55/86/i255/59/8/88/1/9/i255 /54/9/i255/102/96/i255/89/4/88/1/97/55/86/100/i255/87/89/1/i255/4/89/i255/5/8/i255/91/1/i255/86/8/95/55/5/1/88/i255/8/57/i255/90/2/4/107/55/5/1/i255/90/2/8/90/1/2/5/92/115/i255/5/93/1/i255/91/87/89/4/57/1/89/89/i255/8/97/57/1/2/i255/89/93/55/86/86/i255/8/91/5/55/4/57/i255/90/2/4/8/2/i255 /55/87/5/93/8/2/4/109/55/5/4/8/57/i255/96/2/8/3/i255/5/93/1/i255/8/97/57/1/2/i255/8/2/i255/3/55/57/55/69/1/3/1/57/5/i255/95/8/3/90/55/57/92/i255/8/96/i255/89/87/95/93/i255/90/2/8/90/1/2/5/92/9/i255 /114/9/i255/102/96/i255/55/i255/89/4/88/1/97/55/86/100/i255/87/89/1/i255/4/89/i255/5/8/i255/91/1/i255/86/8/95/55/5/1/88/i255/97/4/5/93/4/57/i255/5/93/1/i255/90/87/91/86/4/95/i255/2/4/69/93/5/67/8/96/67/97/55/92/115/i255/5/93/1/i255/91/87/89/4/57/1/89/89/i255/8/97/57/1/2/i255/89/93/55/86/86/i255/96/4/2/89/5/i255 /8/91/5/55/4/57/i255/55/57/i255/1/57/95/2/8/55/95/93/3/1/57/5/i255/90/1/2/3/4/5/i255/96/2/8/3/i255/5/93/1/i255/0/87/91/86/4/95/i255/116/8/2/100/89/i255/52/1/90/55/2/5/3/1/57/5/i255/55/57/88/i255/90/2/8/107/4/88/1/i255/5/93/1/i255/59/4/5/92/i255/97/4/5/93/i255/55/i255 /95/1/2/5/4/96/4/95/55/5/1/i255/8/96/i255/4/57/89/87/2/55/57/95/1/i255/8/96/i255/69/1/57/1/2/55/86/i255/95/8/3/3/1/2/95/4/55/86/i255/86/4/55/91/4/86/4/5/92/i255/4/57/89/87/2/55/57/95/1/i255/96/8/2/i255/55/57/i255/55/3/8/87/57/5/i255/55/89/i255/2/1/101/87/4/2/1/88/i255/91/92/i255/5/93/1/i255 /52/4/2/1/95/5/8/2/58/i255/57/55/3/4/57/69/i255/5/93/1/i255/59/4/5/92/i255/55/89/i255/55/57/i255/55/88/88/4/5/4/8/57/55/86/i255/4/57/89/87/2/1/88/9/i255/53/87/95/93/i255/4/57/89/87/2/55/57/95/1/i255/89/93/55/86/86/i255/91/1/i255/90/86/55/95/1/88/i255/97/4/5/93/i255/55/i255 /95/8/3/90/55/57/92/i255/89/55/5/4/89/96/55/95/5/8/2/92/i255/5/8/i255/5/93/1/i255/52/4/2/1/95/5/8/2/9/i255 /7/9/i255/7/8/i255/89/1/2/107/4/95/1/89/i255/89/93/55/86/86/i255/91/1/i255/90/2/8/107/4/88/1/88/i255/8/87/5/88/8/8/2/89/i255/4/57/i255/95/8/57/94/87/57/95/5/4/8/57/i255/97/4/5/93/i255/55/57/92/i255/8/87/5/88/8/8/2/i255/87/89/1/58/i255/1/106/95/1/90/5/i255/96/8/2/i255/5/55/91/86/1/i255 /89/1/2/107/4/95/1/i255/8/96/i255/96/8/8/88/i255/8/2/i255/8/5/93/1/2/i255/8/87/5/88/8/8/2/i255/89/1/2/107/4/95/1/89/i255/65/1/9/69/9/i255/111/55/4/2/58/i255/7/55/4/86/89/58/i255/1/5/95/9/66/i255/55/90/90/2/8/107/1/88/i255/91/92/i255/53/5/55/96/96/58/i255/4/57/i255/95/8/57/94/87/57/95/5/4/8/57/i255 /97/4/5/93/i255/55/90/90/2/8/107/1/88/i255/8/87/5/88/8/8/2/i255/89/1/55/5/4/57/69/9/i255

Page 434 of 486 ends

Page 435 of 486 ends

Page 436 of 486 ends

City of La Verne,City Council
Agenda Report

DATE: January 21, 2025
TO: Honorable Mayor and City Council
FROM: Cody Howing, City Engineer
SUBJECT: AWARD OF CONTRACT FOR THE CITY WIDE VIDEO MANAGEMENT SYSTEM IMPROVEMENT PROJECT.

SUMMARY
The City received $500,000 in Fiscal Year (FY) 23-24 community project funding from Congresswoman Napolitano through the Community Oriented Policing Services (COPS) Technology & Equipment Grant program to update its Video Management System by installing new cameras at key intersections, updating technology and replacing non-functional units. The project scope recommended for award will also expand coverage of the video surveillance system to City facilities further enhancing public safety.

RECOMMENDATION
That the City Council:

1. Reject the lowest bid submitted by CelPlan Technologies, Inc. on the basis that the bid proposal form was incomplete thus rendering the bid non-responsive;

2. Award a public works construction contract to Convergint Technologies LLC, the lowest, most responsible bidder, for all base bid items A1-A8 (City Wide Intersections), and Additive Alternate Items No. B7-B9 (Las Flores Aquatic Center) in the amount of $612,324.97 for La Verne's City Wide Video Management Improvement Project and authorize the City Manager to execute applicable documents; and

3. Authorize the Public Works Director, or designee, to issue change orders not exceeding 18% of the construction budget for a total possible construction contract cost of $764,543.46.

DISCUSSION
The City received $500,000 in community project funding from Congresswoman Napolitano in FY23 through the COPS Technology & Equipment Grant program to update the City's Video Management System and install new cameras. The existing system was established with the use of radio communications to transmit video signals from the various intersections and City facility locations where cameras were implemented. While the existing system has been helpful in supporting enhanced public safety for the City, it has reached the end of its service life.

Rather than continuing to maintain the current system, the City is proposing to upgrade the system to enhance its functionality and usability leveraging new technology upgrades.

New cameras and servers will be installed as part of the improvements along with advanced software and management tools providing added benefit to the Police Department's use of the

Page 437 of 486 ends

Award of Contract for the City Wide Video Management System Improvement Project. , Page 2

system. The new cameras will utilize cellular signal connections to expand the reach of the system. This shift in communications network from radio technology will improve communication signal reliability.

Camera footage obtained from the system will be stored on a new local server housed at the Police Department before migrating to a secured cloud server for the entirety of the required retention period. Included in the “Base Bid” scope of the project is furnishing and installing twenty-one cameras at key intersections throughout the City, which have been identified to target high traffic volumes and ingress/egress through the City. These cameras installed will replace existing cameras that are not functioning and install cameras at new intersections.

The City’s existing Flock license plate reader cameras are to remain in place and are a separate system focused on observing license plate numbers with connection to a multi- jurisdictional data base. Due to the focused needs of the Flock system and more general video surveillance system flexibility, Flock cameras don’t provide an overlap of function and thus the two systems have no opportunity for merging.

The Public Works Department recently solicited bids for this project. The bid was advertised on November 15, 2024, and closed on December 3, 2024. A mandatory pre-bid meeting was held on November 20, 2024, to brief the potential bidders on job details and to allow for bidders to ask questions about the scope of work. On December 3, 2024, two (2) sealed bids were opened for the project. The following is a summary of the bid results:

BIDDER TOTAL BASE BID AND ADDITIVE

ALTERNATE BID ITEMS
CelPlan $904,419.29
Convergint $1,208,412

The bids received were analyzed for compliance with the Notice Inviting Bids, Addendum No. 1, and the full bidding packet. CelPlan did not comply with all aspects of the request for bids and submitted an incomplete bid proposal form. CelPlan’s total bid submitted is lower than Convergent Technologies total bid, but this was due to a lack of pricing being provided for the Additive Alternate Bid Items B1-B42. These none-responsive bid prices affect the basis of determining the low bid, which for this project was established in the contract documents as the total sum of the Base Bid Items and Additive Alternate Items. Regarding the sub total for Base Bid item costs (A1-A8) submitted by Convergent, the total cost is $544,331.99 which places Convergent Technologies as the lowest bidder.

During the project scope development, the Police Department along with City staff reviewed possible locations for new or replacement cameras. The number of locations that might benefit from video surveillance well exceeded the grant budget and supplemental funds that were identified for this project. As a result, City staff developed a bid scope that set replacement of the existing system located at roadway intersections as the Base Bid scope and extended the bidding to allow contractors to submit pricing for all of the priority locations on City facilities that don’t currently have video surveillance as Additive Alternate Items. Pending the outcome of pricing submitted, this approach allowed for flexibility of tailoring a project scope and cost in a

Page 438 of 486 ends

Award of Contract for the City Wide Video Management System Improvement Project. , Page 3

way that best suited the City and stays within the bounds of the identified budget.

Convergint is recommended by City staff, based on the low bid and compliance with the request for bids. The firm meets the required contractors licensing and is not listed on the Federal Exclusion List for projects of this type. Staff have also verified the Contractor’s Department of Industrial Relations registration as active at the time bids were opened. Additionally, Convergint has over two decades of experience and have installed video surveillance systems for a variety of public safety agencies throughout Southern California. Upon City Council award, the City Manager will have the authority to execute the contract, pending budget amendment approval required by the Department of Justice (DOJ) for the program funding. Upon budget amendment approval from the DOJ, the agreement will be executed, with material procurement potentially taking up to a few months, if on back order. Equipment installation, testing, training, and project completion is expected to be completed by the end of the year. Cameras will be reviewed and angled in a manner to ensure that the view only covers public areas and does not monitor private property. Near project completion, City staff will present to Council the finalized project scope that has been negotiated to include the potential additional facilities.

FISCAL ANALYSIS
The cost of the project for the recommended scope of work by Convergent is $612,324.97. City staff is also requesting a project contingency of 18% to allow negotiations that may allow additional City facilities to be added to the project and remain within the identified project funding of $764,543.46, which includes other project administration costs to design and manage the project. $500,000 of the project cost will come from the FY23-24 COPS Technology & Equipment Grant program. Additional funds are available to be reallocated from other sources to the VMS project. Those include $100,000 from the annual Pavement Management Program (CIP Project ST-AN), $50,000 from the General Capital Improvement Fund (405), $54,543.46 from the Asset Forfeiture Fund (231), $30,000 from the Sewer Fund (531) and $30,000 from the Equipment Fund (624). Additional funding sources were identified and justified by the nexus to the funding source, to include ability for for identifying traffic situations and locations adjacent to key sewer facilities.

Project Category Funding Amount
Base Bid (A1-A8) $544,331.99
Las Flores Park
Aquatic Center (B7-B9)
$67,992.98
Project Design &
Administration
$18,000
IT Consultant $12,000
Cloud Server $12,000
Project Contingency
(18%)
$110,218.49
Total Project Budget $764,543.46

ENVIRONMENTAL ANALYSIS

Page 439 of 486 ends

Award of Contract for the City Wide Video Management System Improvement Project. , Page 4

This project is categorically exempt from the California Environmental Quality Act, Section 15301 Existing Facilities, and City of La Verne environmental guidelines.

LEGAL REVIEW
The City Attorney has reviewed and approved this report.

ATTACHMENTS

1. Camera Locations

2. Bid Summary

Coordinated With:

Andrea Blockinger, Administrative Analyst

Page 440 of 486 ends

LOCATIONS
Camera
Count
Golden Hills & Wheeler 1
Baseline & Esperanza 1
Baseline & Fruit 1
Baseline & Foothill 2
Foothill & Damien 1
Foothill & White 1
Foothill & Towne Center 1
Bonita & D 1
Bonita & Wheeler 1
Arrow & San Dimas Cyn 1
Arrow & Fairplex 1
Arrow & White 1
Fairplex & Puddingstone 1
Foothill & D 1
Bonita & White 1
Bonita & Damien 1
Damien & Gladstone 1
Foothill & Moreno 1
Fruit & Bowdoin 1
Wheeler & Holly Oak 1
Total 21

Page 441 of 486 ends

A q u a t i c C e n t e r
Camera Count: 4
Camera Locations
Location Description:Mounted onto lightpole.

Camera Locations
Location Description:Mounted onto lightpole.

One camera location not
pictured. It will be added to
the light pole for the new
south side restroom.

Page 442 of 486 ends

Page 1 of 2 ends

BID DATE: 12/3/2024
PHONE (909) 594-9702 TIME: 10:00 AM
FAX (909) 594-2658 PLACE: Planet Bids
Sheet: 1 of 1
Computed By: CH
Item
No.

A-1 Mobilization, Traffic Control, & Project Implementation Plan for the lump sum price of 1L S $15,000.00 15,000.00$ 126,710.00 $ 126,710.00 $ 91,410.14 $ 91,410.14 $ A-2 Install New Video Camera System, all cabling, mounting equipment, conduit and connections on Existing Signal and Street Light Poles Described in Exhibit “A” for the per each price of 21 EA $9,000.00 189,000.00$ 12,587.40 $ 264,335.40 $ 4,160.62 $ 87,372.97 $ A-3 Furnish and Install Video System Management Server System Hardware to support the Cameras for the Lump Sum price of 1 LS $30,000.00 30,000.00$ 28,295.48 $ 28,295.48 $ 13,427.22 $ 13,427.22 $ A-4 Furnish and Install Video Storage Server System Hardware to support the Cameras for the Lump Sum price of 1L S $95,000.00 95,000.00$ 90,098.90 $ 90,098.90 $ 111,175.37 $ 111,175.37 $ A-5
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Locations Described in Exhibit “A” for the Lump Sum price of 1L S $100,000.00 100,000.00$ 188,652.21 $ 188,652.21 $ 63,664.01 $ 63,664.01 $ A-6
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Locations Described in Exhibit “A” for the for the Lump Sum Price of 1L S
$25,000.00 25,000.00$ 14,652.83 $ 14,652.83 $ 31,162.20 $ 31,162.20 $ A-7
Implement System Access and Function for Various Users and Devices, Furnish all Required Licenses and Network Management Features for Locations Described in Exhibit “A” for the Lump Sum price of 1L S
$55,000.00 55,000.00$ 48,554.17 $ 48,554.17 $ 44,836.02 $ 44,836.02 $ A-8 Conduct City Staff Training and System Turn Over for Locations Described in Exhibit “A” for the Lump Sum price of 1L S
$80,000.00 80,000.00$ 143,120.30 $ 143,120.30 $ 101,284.06 $ 101,284.06 $ B-1 Install New Video Camera System, all cabling, mounting equipment, conduit and connections on City Hall in Exhibit “B” for the per each price of 1 LS $45,000.00 45,000.00$ N/A N/A 79,521.53 $ 79,521.53 $ B-2
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for City Hall Video System in Exhibit “B” for the Lump Sum price of 1L S $35,000.00 35,000.00$ N/A N/A 23,214.00
$ 23,214.00 $
B-3
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for City Hall Video System in Exhibit “B” for the for the Lump Sum Price of 1L S
$25,000.00 25,000.00$ N/A N/A 18,549.58 $ 18,549.58 $ B-4 Install New Video Camera System, all cabling, mounting equipment, conduit and connections on Community Center in Exhibit “B” for the per each price of 1 LS $25,000.00 25,000.00$ N/A N/A 12,133.71 $ 12,133.71 $ B-5
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Community Center Video System in Exhibit “B” for the Lump Sum price of 1L S $10,000.00 10,000.00$ N/A N/A 8,935.87 $ 8,935.87 $ B-6
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Community Center Video System in Exhibit “B” for the for the Lump Sum Price of 1L S
$5,000.00 5,000.00$ N/A N/A 7,852.53 $ 7,852.53 $ B-7 Install New Video Camera System, all cabling, mounting equipment, conduit and connections on Las Flores Park Aquatic Center in Exhibit “B” for the per each price of 1L S $35,000.00 35,000.00$ N/A N/A 35,673.93 $ 35,673.93 $ B-8 Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Las Flores Park Aquatic Center Video System in Exhibit “B” for the Lump Sum price of 1L S $30,000.00 30,000.00$ N/A N/A 10,401.94 $ 10,401.94 $ B-9
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Las Flores Park Aquatic Center Video System in Exhibit “B” for the for the Lump Sum Price of 1L S $5,000.00 5,000.00$ N/A N/A 21,917.11 $ 21,917.11 $ B-10 Install New Video Camera System, all cabling, mounting equipment, conduit and connections on City Yard Site in Exhibit “B” for the per each price of 1 LS $90,000.00 90,000.00$ N/A N/A 121,210.20 $ 121,210.20 $ B-11
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for City Yard Site Video System in Exhibit “B” for the Lump Sum price of 1L S $45,000.00 45,000.00$ N/A N/A 18,305.61 $ 18,305.61 $ B-12
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for City Yard Site Video System in Exhibit “B” for the for the Lump Sum Price of 1L S
$15,000.00 15,000.00$ N/A N/A 27,581.13 $ 27,581.13 $ B-13
Remove Existing Camera Equipment and Install New Video Camera System, all cabling, mounting equipment, conduit and connections on Veteran’s Hall Site in Exhibit “B” for the per each price of 1L S
$20,000.00 20,000.00$ N/A N/A 15,716.77 $ 15,716.77 $ B-14
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Veteran’s Hall Site Video System in Exhibit “B” for the Lump Sum price of 1L S $10,000.00 10,000.00$ N/A N/A 5,818.69 $ 5,818.69 $ B-15
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Veteran’s Hall Site Video System in Exhibit “B” for the for the Lump Sum Price of 1L S
$5,000.00 5,000.00
$ N/A N/A 8,430.04 $ 8,430.04 $
B-16 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Amherst Reservoir Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-17
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Amherst Reservoir Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ B-18
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Amherst Reservoir Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-19 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Emerald Reservoir Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-20
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Emerald Reservoir Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ B-21
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Emerald Reservoir Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-22 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Marshall Canyon Reservoir Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-23
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Marshall Canyon Reservoir Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ B-24
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Marshall Canyon Reservoir Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-25 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Mountain Springs Reservoir Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-26
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Mountain Springs Reservoir Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ CalPlan Technologies, Inc
Unit Price
1350 West 228 St # 3
Torrance, CA 90501
Total
Convergint Technologies LLC
20 Centerpoint #120
La Palma, CA 90623
Unit Price Total
Engineer's Estimate
Description Quantity Unit
398 Lemon Creek Drive, Suite E, Walnut, CA 91789
Unit Price Total

BASE BIDADDITIVE ALTERNATE BID
City of La Verne Video Management System Improvement Project Summary of proposals received for:

Page 443 of 486 ends

Page 2 of 2 ends

BID DATE: 12/3/2024
PHONE (909) 594-9702 TIME: 10:00 AM
FAX (909) 594-2658 PLACE: Planet Bids
Sheet: 1 of 1
Computed By: CH
Item
No.

CalPlan Technologies, Inc
Unit Price
1350 West 228 St # 3
Torrance, CA 90501
Total
Convergint Technologies LLC
20 Centerpoint #120
La Palma, CA 90623
Unit Price Total
Engineer's Estimate
Description Quantity Unit
398 Lemon Creek Drive, Suite E, Walnut, CA 91789
Unit Price Total
City of La Verne Video Management System Improvement Project Summary of proposals received for:

B-27
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Mountain Springs Reservoir Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-28 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Wheeler Reservoir Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-29
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Wheeler Reservoir Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ B-30
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Wheeler Reservoir Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-31 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Franklin Lift Station Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-32
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Franklin Lift Station Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ B-33
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Franklin Lift Station Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-34 Install one New Video Camera System, all cabling, mounting equipment, conduit and connections on Live Oak Hydro Station Site for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 15,341.99 $ 15,341.99 $ B-35
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Live Oak Hydro Station Site Video System for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 2,747.85 $ 2,747.85 $ B-36
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Live Oak Hydro Station Site Video System for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 4,830.37 $ 4,830.37 $ B-37 Install New Video Camera System, all cabling, mounting equipment, conduit and connections on Fire Station 2 Site in Exhibit “B” for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 18,194.16 $ 18,194.16 $ B-38
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Fire Station 2 Site Video System in Exhibit “B” for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 12,914.24 $ 12,914.24 $ B-39
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Fire Station 2 Site Video System in Exhibit “B” for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 13,079.55 $ 13,079.55 $ B-40
Install New Video Camera System, all cabling, mounting equipment, conduit and connections on Fire Station 3 Site in Exhibit “B” for the per each price of 1 LS $10,000.00 10,000.00$ N/A N/A 18,194.16 $ 18,194.16 $ B-41
Furnish and Install LTE Cellular Network Connections, Routers, Switches and all other Network Communications Hardware for the Function and Management of the Camera System for Fire Station 3 Site Video System in Exhibit “B” for the Lump Sum price of 1L S $5,000.00 5,000.00$ N/A N/A 12,914.24 $ 12,914.24 $ B-42
Furnish and Install System Management Software, Establish all Network Connections to Camera System and Initiate System Function for Fire Station 3 Site Video System in Exhibit “B” for the for the Lump Sum Price of 1L S
$2,500.00 2,500.00$ N/A N/A 13,079.55 $ 13,079.55 $ Base Bid Amount
Additive Alternate Amount
Base Bid + Additive Amount
589,000.00$ 904,419.29 $ 544,331.99 $ 557,500.00$ No Response Submitted 664,080.01 $ Comments
Apparent Low Bidder
1,208,412.00$ 1,146,500.00$ Incomplete Bid - Rejection Reccomended on the
basis of a non-responsive bid
904,419.29$

Page 444 of 486 ends

City of La Verne,City Council
Agenda Report

DATE: January 21, 2025
TO: Honorable Mayor and City Council
FROM: Christy Lopez, Finance Director
SUBJECT: ENTERPRISE RESOURCE PLANNING SYSTEM UPGRADE.

SUMMARY
Authorization for a five-year agreement for an Enterprise Resource Planning (ERP) System upgrade to enhance operational efficiency, particularly in timekeeping, budget management, accounts payable/receivable, payroll processing, and personnel management, while delivering significant cost savings when compared to a formal bid process. City Council is asked to waive formal bidding requirements based on overriding circumstances including costs, timing, staffing requirements, and long-term effectiveness.

RECOMMENDATION
That the City Council waive formal bid requirements and authorize the City Manager to enter into a contract for the implementation and a five-year agreement with CentralSquare for the purchase of an upgraded Enterprise Resource Planning System called Finance Enterprise and the continuation of the contract for the Naviline System for Utility Billing and Business License modules.

DISCUSSION
Following a comprehensive evaluation of available options, City staff recommends upgrading the current ERP system (Naviline by CentralSquare) to Finance Enterprise by CentralSquare, bypassing the Request for Proposal (RFP) process and waiving formal bid requirements. The recommended approach reduces costs, expedites implementation, and leverages CentralSquare’s substantial discount for existing customers. By implementing this solution, the City will streamline operations, improve workflow efficiency, and reduce administrative burdens, while maintaining high-quality service for both residents and staff.

The City has relied on ERP systems since 2000, with the most recent upgrade in 2021, transitioning the existing on-premise ERP to the cloud-based Naviline system. While a step forward in allowing city staff to increase efficiencies, improve data and reporting, provide better customer service to residents, and process financials; over the past few years it has become apparent that there is a need to improve processes and modernize the way we approach Enterprise Resource Planning. Some key areas for improvement have been noted as the currently decentralized timekeeping, redundant payroll processes, contract and grant management, access to analytics, and the absence of HR Management tools such as employee self-service.

The need to upgrade the City’s Enterprise Resource Planning (ERP) system was first identified in the 2020-2021 Capital Improvement Plan (CIP) with an estimated cost of $1.2 million. To

Page 445 of 486 ends

Enterprise Resource Planning System Upgrade., Page 2

date, over $750,000 has been allocated from the general capital improvement fund to cover implementation costs for this upgrade. Recent comparisons with other municipalities indicate that pursuing a formal RFP process for an ERP system could result in total costs exceeding $1 million, including up to $150,000 for external consultation fees and an extended procurement timeline of 12–15 months.

By choosing CentralSquare’s Finance Enterprise system, the City will leverage a significantly more cost-effective approach, utilizing only $164,929.14 for implementation costs. Additional costs related to staff involvement in the migration process—estimated between $86,000 and $123,321—account for approximately 7–10 hours of weekly work per department over six months. Staff members with specialized expertise in their respective functions will play a critical role in ensuring a smooth transition. As such, and after further analysis based on the implementation, instead of hiring third-party implementation consultants, staff may return to Council for authority to provide supplemental compensation for additional work towards implementing the project. Based on the available funding, this scenario is more financially sustainable than third-party consultants.

This approach enables the City to maximize its CIP funding while minimizing expenses and ensuring a timely, successful migration to the upgraded ERP system.

The City currently relies on a decentralized system for timekeeping and scheduling, with the Police and Fire departments using separate systems, while other departments rely on paper timesheets. This disjointed approach increases the workload for payroll processing and prevents employees from having real-time access to their hours, leave balances, and pay history. This issue has led to employee complaints and staff recommendations to find a more efficient way to handle timekeeping and payroll for our organization that integrates with both the Police and Fire departments’ systems while eliminating paper timesheets.

Staff discovered that implementing a standalone timekeeping system capable of integration with Naviline would cost between $39,000 and $72,000 for initial implementation and one year of service and would not eliminate the two existing systems utilized by the Police and Fire departments. Moving forward with a resolution for the standalone timekeeping system would leave a lengthy implementation process for a fully integrated ERP system in the coming years.

During the staff research phase, a representative from CentralSquare recommended that the City evaluate Finance Enterprise, an upgraded ERP system from Naviline, which could not only address the timekeeping inefficiencies without requiring an additional timekeeping system, but would also give access to additional modules and functionality that the City had been looking into for other departments.

To establish a baseline for cost comparisons, the City evaluated the current and projected ongoing costs of implementing the various systems which were on the horizon. While the current annual cost for Naviline is $142,283.45, the City also budgeted $36,000 in Fiscal Year 2024-2025 to address the timekeeping project. Together, the current budgeted amount in 2024- 2025 for these ERP system costs is a total of $178,283. Some of the additional systems that the City identified a need for, but had not yet budgeted were contract and grant management for the City Clerk's Office, Human Resources Management (such as FMLA, Workers' Compensation tracking, Benefit election and management, and an employee self-service portal), and a new Purchase Order process for Accounts Payable/Receivable. Finance Enterprise by

Page 446 of 486 ends

Enterprise Resource Planning System Upgrade., Page 3

CentralSquare is a full service solution that includes all the components to take those additional system needs and keeps them in one place, eliminating the need and complication of acquiring and maintaining multiple systems across the agency.

Modules Not Included in the Update
While the Finance Enterprise system upgrade offers significant improvements across many departments, the City has determined not to move forward with moving the Utility Billing or Business License modules off the current Naviline platform. These existing Naviline modules will be seamlessly integrated into the Finance Enterprise system providing enhanced reporting capabilities through a more advanced reporting module included with Finance Enterprise.

Migrating Utility Billing and Business Licenses to Finance Enterprise would provide no significant increases in functionality or efficiency but would significantly increase costs. This approach eliminates the need to pull additional funds from the Water and Sewer funds, as initially planned. Importantly, not moving forward with migrating the Utility Billing module will allow the utility department to assess whether the existing system continues to meet their needs without any immediate operational changes. The cost to maintain these two platforms on Naviline once Finance Enterprise implementation is complete will be $50,000.

Evaluation Process and Comparison with Other Municipalities Changing an ERP system is a significant undertaking, so the City’s Finance and Administration departments carefully evaluated multiple vendors, considering both cost, functionality, and implementation timeline. After evaluating various ERP systems, staff determined that Finance Enterprise by CentralSquare would deliver significant enhancements, including streamlined workflows, improved productivity, reduced redundancies, and substantial time savings across all departments. Its unified platform, which integrates payroll, timekeeping, and other essential business functions, effectively addresses the City’s operational needs. Historical estimates for ERP system implementation, excluding software costs, have exceeded $500,000, with more recent projections surpassing $700,000. To further inform our decision, the City reviewed the ERP procurement processes of other municipalities.

The City of Arcadia, for example, spent 18 months evaluating, selecting, and negotiating with vendors for their ERP system. The total implementation and 5 year software cost exceeded $1.2 million, underscoring the time and financial commitment associated with the RFP process.

The City of Arcadia ultimately selected Oracle, with an implementation cost of $438,807 and an annual maintenance cost of $154,654, bringing the first-year total to $593,461. CentralSquare although not awarded also placed a formal bid with Arcadia in the amount of $694,268, which is $350,000 higher than the quote La Verne received for implementation and one-year for similar services. Other formal bids noted in the Arcadia City Council report from vendors such as Univerus, Ellipse, and Tyler Technologies were even more expensive.

Additionally, the City reviewed other recent ERP contracts, such as the City of Alhambra’s $1.2 million contract with Tyler Technologies, and the City of Pomona’s combined $4.9 million CIP budget, which covers ERP implementation and services over a 10-year period. Based on these comparisons, the City determined that bypassing the traditional RFP process and upgrading to the Finance Enterprise system from CentralSquare would offer significant savings while addressing the City’s operational needs.

Beyond cost, the City also considered implementation timelines, service response, and system

Page 447 of 486 ends

Enterprise Resource Planning System Upgrade., Page 4

functionality. Through discussions with various municipalities, the City identified several key features that are critical to its needs, including seamless integration between modules, efficient workflows for managing invoices and contracts, and an employee self-service platform for accessible employee records.

Implementation Challenges and Findings
The City’s analysis identified common challenges encountered by agencies during ERP system implementation, with delays or failures often linked to issues with vendor implementation teams.

For example, one agency that transitioned from a legacy system to a new platform at a cost of over $1.2 million faced significant setbacks due to staff turnover within both the agency and the vendor’s team.

In contrast, the City of La Verne has consistently had positive experiences with CentralSquare.

During the 2021 transition to a cloud-based system and subsequent system updates, CentralSquare provided reliable implementation support and responsive emergency assistance.

Leveraging this established relationship, the City plans to develop a comprehensive implementation strategy, which will include CentralSquare’s expertise alongside a designated team from each City function to guide the migration from Naviline to Finance Enterprise.

The City’s CIP budget of $750,000 for implementation will cover the additional resources required for staff if needed to dedicate time outside their regular assignments, ensuring a smooth transition. Remaining with CentralSquare, a vendor familiar with the City’s existing data files, account setup, and operations, will mitigate many of the risks typically associated with switching ERP systems, providing a streamlined and efficient migration process.

Key Deficiencies of the Current System
La Verne’s current ERP system has several notable deficiencies:
• Limited functionality, including the lack of a centralized electronic timekeeping system • Redundant payroll processes that rely on paper and disparate electronic systems. • An inability to support key business processes, such as Human Resources management, contract management, modern procurement processes

Benefits of Upgrading to Finance Enterprise
Upgrading to CentralSquare’s Finance Enterprise system will address these deficiencies and provide several key benefits:
• Fully integrated timekeeping across all departments, replacing the current, fragmented systems.
• Modernization of administrative operations through electronic workflows and centralized data management.
• Significant time savings and workflow improvements by eliminating redundant processes and reducing manual data entry.
• Improved staff morale by streamlining administrative processes and eliminating manual tasks.

Page 448 of 486 ends

Enterprise Resource Planning System Upgrade., Page 5

The proposed implementation of the Finance Enterprise system offers a more cost-effective, consolidated approach. For year one, the cost includes $156,775 for Finance Enterprise, plus $50,000 for Naviline, resulting in a total ERP system cost of $206,775. This represents an estimated $28,492 annual increase over the current system however eliminates the need for separate systems and additional systems that were in the pipeline, resulting in long-term savings.

Cost-Benefit Overview
The cost of the ERP project, including reduced RFP preparation costs and operational efficiencies, will offset the increase in annual expenses for several years. Moreover, the City will benefit from having a modern, integrated system capable of addressing current operational challenges while significantly improving staff productivity and service delivery.

This investment also addresses long-standing inefficiencies such as manual payroll processes, multi-system redundancies, and lack of integration. The anticipated savings and improved capabilities far outweigh the slight increase in ongoing costs, ensuring the City’s ERP system is aligned with modern standards and future needs.

In conclusion, after careful consideration of cost, implementation timelines, system functionality, and internal and external feedback, the City recommends forgoing the traditional RFP process and waiving formal bid requirements in favor of upgrading to the Finance Enterprise system by CentralSquare. This decision will not only result in significant cost savings but will also streamline operations and enhance the efficiency of the City’s financial and personnel management systems.

FISCAL ANALYSIS
The approved budget includes sufficient appropriations to cover the implementation and first- year costs of the Finance Enterprise system. The total first-year costs amount to $324,404.14, which is broken down as follows:
• Year 1 Subscription: $156,775
• Implementation Costs: $164,929.14
• Hardware Costs: $2,700

CentralSquare has provided a discount for current customers, significantly reducing the implementation costs.

By bypassing the traditional RFP process, the City saves upwards of $150,000 in external consultant fees and staff time, and avoids months of procedural delays, allowing for a faster implementation. In addition to the immediate savings, the City anticipates long-term cost reductions due to improved operational efficiency and a reduction in administrative burdens.

Ongoing costs for the ERP software will increase by an estimated $28,492 in year one with an estimated 5% increase each year which is a typical uplift seen in many of the software licenses utilized by the City. Over the next 5 years this increase will be addressed through the City's normal budget process. The five year contract total is $877,332.10.

ENVIRONMENTAL ANALYSIS

Page 449 of 486 ends

Enterprise Resource Planning System Upgrade., Page 6

Not applicable.

LEGAL REVIEW
The City Attorney has reviewed and approved this report.

ATTACHMENTS

1. CentralSquare Upgrade Overview

2. La Verne Naviline FE Upgrade CentralSquare 5 year Quote

3. La Verne, CA- FINANCE ENTERPRISE- Statement of Work

Coordinated with:

Erin Beilstein, Sr. Management Analyst

Page 450 of 486 ends

NAVILINE

FINANCE ENTERPRISE

Page 451 of 486 ends

What does
Naviline do
now?
GMBA (Government Management & Budgetary Accounting)
Utility Billing
Payroll/Personnel
Business Licenses

Page 452 of 486 ends

What are we trying to solve?
Timekeeping Accessibility to Data &
Reporting
Improved Processes &
Documentation
1 2 3

Page 453 of 486 ends

What we use now...

Page 454 of 486 ends

What we use now... PLUS!

Page 455 of 486 ends

Added Value

GRANT MANAGEMENT HR AND EMPLOYEE
ACCESS

WORKFLOW

AUTOMATION

CONTRACT

MANAGEMENT
Thing we are already looking into

Page 456 of 486 ends

Page 457 of 486 ends

Page 458 of 486 ends

Page 459 of 486 ends

Page 460 of 486 ends

Page 461 of 486 ends

What would not
change?

UTILITY BILLING

BUSINESS LICENSES

Page 462 of 486 ends

MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:

January 13, 2025
Quote prepared by:

Ron Dennis
[email protected]

Thank you for your interest in CentralSquare. CentralSquare provides software that powers over 8,000 communities. More about our products can be found at www.centralsquare.com .

WHAT SOFTWARE IS INCLUDED?
_____

FINANCE ENTERPRISE/HCM

PRODUCT NAME QUANTITY UNIT PRICE TOTAL

1. Finance Enterprise: Advanced SaaS
Subscription Annual Subscription Fee
1 154,000.00 154,000.00

2. HCM Employee Finance Enterprise:

Advanced SaaS Subscription Annual
Subscription Fee
185 15.00 2,775.00

Finance Enterprise/HCM Software Total 156,775.00 USD

SOFTWARE SUMMARY
_____

Software Total 156,775.00 USD

WHAT SERVICES ARE INCLUDED?
_____

FINANCE ENTERPRISE/HCM

DESCRIPTION TOTAL

1. Public Admin Travel & Living Estimate 11,500.00

2. Public Administration Consulting Services - Fixed Fee 130,065.00

3. Public Administration Data Conversion Services - Fixed Fee 12,675.00

4. Public Administration Project Management Services - Fixed Fee 34,710.00

5. Public Administration Project Management Cloud Start Up Services - Fixed Fees 1,560.00

6. Public Administration Technical Services - Fixed Fee 7,020.00

7. Public Administration Technical Services Cloud Start Up Services - Fixed Fees 7,800.00
Quote #: Q-196836
Primary Quoted Solution: Finance Enterprise
Quote expires on: February 10, 2025

Quote prepared for:

Erin Beilstein
City of La Verne
3660 "D" Street
La Verne, CA 91750
909-596-8726

Page 463 of 486 ends

MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:

January 13, 2025
Quote prepared by:

Ron Dennis
[email protected]

8. Public Administration Training Services - Fixed Fee 32,370.00

Finance Enterprise/HCM Services Subtotal 237,700.00 USD Finance Enterprise/HCM Services Discount - 72,770.86 USD Finance Enterprise/HCM Services Total 164,929.14 USD

SERVICES SUMMARY
_____

Services Subtotal 237,700.00 USD
Services Discount - 72,770.86 USD
Services Total 164,929.14 USD

WHAT HARDWARE IS INCLUDED?
_____

FINANCE ENTERPRISE/HCM

PRODUCT NAME QUANTITY UNIT PRICE TOTAL

1. VPN Hardware and Support 1 2,700.00 2,700.00

Finance Enterprise/HCM Hardware Total 2,700.00 USD

HARDWARE SUMMARY
_____

Hardware Total 2,700.00 USD

QUOTE SUMMARY
_____

Software Subtotal

156,775.00 USD

Page 464 of 486 ends

MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:

January 13, 2025
Quote prepared by:

Ron Dennis
[email protected]

Services Subtotal

237,700.00 USD
Hardware Subtotal

2,700.00 USD
Quote Subtotal 397,175.00 USD
Discount - 72,770.86 USD
Quote Total 324,404.14 USD

WHAT ARE THE RECURRING FEES?
_____

TYPE AMOUNT
FIRST YEAR MAINTENANCE TOTAL 2,000.00
FIRST YEAR SUBSCRIPTION TOTAL 156,775.00
FIRST YEAR RECURRING SERVICES TOTAL 0.00

Page 465 of 486 ends

MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:

January 13, 2025
Quote prepared by:

Ron Dennis
[email protected]

The amount totals for Maintenance and/or Subscription on this quote include only the first year of software use and maintenance.

This Quote is not intended to constitute a binding agreement. The terms herein shall only be effective once incorporated into a definitive written agreement with CentralSquare Technologies (including its subsidiaries) containing other customary commercial terms and signed by authorized representatives of both parties.

BILLING INFORMATION
_____

Fees will be payable within 30 days of invoicing.

Please note that the Unit Price shown above has been rounded to the nearest two decimal places for display purposes only.

The actual price may include as many as five decimal places. For example, an actual price of $21.37656 will be shown as a Unit Price of $21.38. The Total for this quote has been calculated using the actual prices for the product and/or service, rather than the Unit Price displayed above.

Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of Customer. This is not an invoice.

For customers based in the United States or Canada, any applicable taxes will be determined based on the laws and regulations of the taxing authority(ies) governing the "Ship To" location provided by Customer on the Quote Form.

PAYMENT TERMS
_____
Travel & Living Expenses
- Due as Incurred

PURCHASE ORDER INFORMATION
_____

Is a Purchase Order (PO) required for the purchase or payment of the products on this Quote Form? (Customer to complete)

Yes [ ] No [ ]

Customer’s purchase order terms will be governed by the parties’ existing mutually executed agreement, or in the absence of such, are void and will have no legal effect.

PO Number:
_______________________________________
Initials:
_____________________________________________

Page 466 of 486 ends

MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:

January 13, 2025
Quote prepared by:

Ron Dennis
[email protected]

5-Year Cost Breakdown*

Initial Price $ 158,775.00
Year 2 $ 166,713.75
Year 3 $ 175,049.44
Year 4 $ 183,801.91
Year 5 $ 192,992.00
Total $ 877,332.10

*The values displayed here include Software Subscription and Hardware Maintenance fees and are estimates that are subject to change based on the final agreed upon terms

Page 467 of 486 ends

Implementation Statement of Work
Project: La Verne, CA – Finance Enterprise and HR/Payroll CentralSquare is implementing a configurable, comme rcially available, off-the-shelf solution. The part ies mutually agree and acknowledge this Statement of Work (SOW) is to be a planning document, not the detailed requirements or design of the solution.

This Statement of Work (SOW) defines the services a nd deliverables that CentralSquare will be providin g in accordance with the terms and conditions of the Agr eement (the “Agreement”) between CentralSquare Technologies, LLC (CentralSquare) and La Verne, CA (“Customer”).

This project description includes the services and deliverables specified by the Agreement, including if applicable, CentralSquare and services, Subcontractor activitie s, third-party products, and services for the imple mentation of the System and Subsystems specified in the Agreemen t (collectively the “Project”).

The number and type of software licenses, products, or services provided by CentralSquare, or its Subc ontractors are specifically listed in the Agreement and any re ference within this document as well as Subcontract ors’ SOWs (if applicable) do not imply or convey a software, lice nse, or services that are not explicitly listed in the Agreement.

Parties agree the Project Introduction Meeting will be scheduled within thirty (30) days from the Effe ctive Date of the Agreement.

Scope of Project
The project includes the CentralSquare core systems , Finance Enterprise and HR/Payroll, as detailed in Appendix A of this SOW.

Services Scope
The following outlines the proposed methodology for the project management, consulting, configuration, testing, training, and other services work necessary for the implementation of the contracted products. Detail s related to the activities for each application included in thi s project can be found in Appendix A of this SOW.

Project Teams
Project teams from all parties will include functional experts, technical resources, and decision make rs. Resource management is critical to success, for all parties. CentralSquare and the Customer agree to make all n ecessary arrangements to ensure resources are available at e ach stage to ensure timelines are met.

Project Management Methodology
The implementation is conducted by a cross-function al team of experts from several departments within CentralSquare led by the assigned Project Manager. A phased approach to project management is followed to ensure the critical services are consistent and res ults are achieved. Phases include:

Initiation: This phase includes the contract execution and tra nsition to the Service Delivery team. CentralSquare may schedule an all-team meeting to kick off the pr oject. The kickoff meeting will include time for th e project managers from both teams to review all contractual documentation and begin the process of finalizing t he integrated project schedule.

Planning: During the planning phase, the project managers fr om both teams will meet to discuss all tasks and resources necessary to successfully complete implem entation. The project team from CentralSquare will be

Page 468 of 486 ends

finalized, project governance will be established, and a communications plan will be drafted and share d with the parties.

Deliverables during the planning phase include the integrated baseline project schedule, communication s plan, resource plan, and governance plan.

Monitor and Control: Throughout the project, the project managers will work together on monitoring and controlling the overall project health. This includ es regular status meetings/reports, quality reviews, managing risks/issues, and managing resources. Project manag ers will work together to manage the overall timeli ne, scope, and respective budgets, as well as ensuring the cus tomer’s objectives are being met along the way. Any items determined to be out of scope will be immediately a ddressed by Central Square and customer Project Man ager.

Project governance is essential to establishing a d ecision making and communications model for the pro ject. Key stakeholders will be identified by all parties and regular status meetings will be scheduled to review the project health, risks to timeline/budget, and issues that m ay block forward progress.

Deliverables during this phase include regular stat us reports, risk/issue log, regular stakeholder mee tings, and all project schedule updates.

Project Close Out: The final stage of the project includes an introdu ction and transition to the Customer Support team and the Customer Success team. During transiti on, the project managers will work together to cond uct an audit of tasks and deliverables associated with the project. Any mutually agreed upon delayed delivera bles will be scheduled for post go-live and documented. Any cont racted post go-live activities will be reviewed and scheduled as necessary before transition to Customer Support.

Communication
Project Status Cadence Meetings: Project status cad ence meetings, scheduled as determined by the Centr alSquare and Customer Project Managers, establish the status of the project; achievements over a defined iterative period, risk mitigation, issue review, and assurance of awa reness of upcoming activities. Continuity in the me eting schedule is critical to early intervention of risks and issues.

Project Status and Issues/Risks Reporting : In addition to the regularly scheduled Project Stat us Meetings, the CentralSquare Project Manager provides two key type s of reports as part of the Communication Plan.

The Project Status Report, distributed to key stake holders at a frequency to be determined based on th e needs of the Customer (typically bi-weekly or monthly), summ arizes milestones completed, as well as recent and upcoming project activity.

The Issues Log updated continually by the CentralSq uare Project Manager, tracks entry and management o f project issues identified by CentralSquare or the C ustomer. Log entries include status updates, action items, and responsibilities of both parties. Risks and issues tracking log adjustments are mutual agreement by th e CentralSquare and Customer Project Manager.

Page 469 of 486 ends

The Customer and CentralSquare agree that the indiv iduals designated in the final project plan are ess ential to the services offered pursuant to this Agreement. The Cu stomer and CentralSquare should anticipate challeng ing issues to arise throughout the implementation process due to the nature and complexity of projects of this ty pe. For expedient remedying of challenging issues, the Cust omer and CentralSquare will use the following dispu te resolution process.

All communication regarding the project directed to CentralSquare’s Project Manager and the Customer’s Project Manager maintain consistent communication between t he parties. Regularly scheduled project status meet ings maintain open communication between the CentralSqua re and Customer Project Manager.

All issues or concerns are to be openly and activel y discussed between CentralSquare’s Project Manager and the Customer’s Project Manager prior to any escalation.

If issues begin to interfere with the progression o f the implementation project, the Customer and/or CentralSquare Project Manager should escalate challenges to senio r management representatives.

Customer will provide escalation personnel to Centr alSquare Project Manager during Kick-Off phase of t he project.

Implementation Methodology
CentralSquare Professional Service Consultants and Project Manager follow a standard implementation ap proach divided into stages throughout the course of the pr oject. Several types of services and resources will be used during each stage to complete the necessary steps f or successful deployment of the contracted services.

Contracted services are detailed in Appendix A.

Page 470 of 486 ends

APPENDIX A - PRODUCT: FINANCE ENTERPRISE AND HR/PAYROLL FUNCTIONAL GROUPS :

The Finance Enterprise and HR/Payroll solution will be implemented for the Customer for the following modules:

• General Ledger
• Budgeting
• Accounts Payable
• Accounts Receivable
• Bank Reconciliation
• Cash Receipts/Cash Management
• Fixed Assets/Capital Assets
• Purchasing/Requisitions
• Person/Entity (Vendors/Customers)
• Human Resources
• Payroll
• Employee Online Basic

INSTALLATION:

Below are the major technical tasks included in thi s project. Significant tasks included:

Major Task Description
Completion of VPN Tunnel
Worksheet
CentralSquare will present the Customer a worksheet for completion. A sample of this worksheet is attached as Appendix C. The completion of this worksheet is critical to the creation of your Finance Enterprise environment. Please refer to Roles and Responsibilities detailed in Appendix B of this SOW.

Installation of Pre-Prod
of Finance Enterprise
and Cognos
Environments
CentralSquare technical consultant will create a new pre-production environment in CentralSquare ’s hosted cloud. Details are included in Appendix B of this SOW.

DATA MIGRATION:

Major Task Description
Data Migration CentralSquare consultants will work with the Customer during the migration process. We will assist and train the Customer to use the data import tools. It is the responsibility of the Customer to provide legacy data in an acceptable format.

Data Migration Mapping The consultant will work closely with the Customer’s legacy data expert, to review the source data and assist with mapping it to the proper target data field in Finance Enterprise.

Page 471 of 486 ends

CONFIGURATION:

Finalizing the Finance Enterprise configuration wil l be a collaborative process driven by the function al requirements discovered during discovery and consul tative engagements between CentralSquare staff and the customer’s Subject Matter Experts. Significant task s include:

Major Task Description
Needs Analysis Consultant meets with different areas of Finance reviewing and analyzing all key business processes. All sessions will be discussions on processes relating to the different key functional areas.

System Configuration CentralSquare consultants will work with the Customer to configure the system to meet their needs. The configuration will be based on the findings of the Needs Analysis. This configuration will be tested and adjusted as needed by the Customer.

Workflow Creation

CentralSquare consultants will work with the Customer to configure Workflow in accordance with the Customer’s processes. CentralSquare will work directly with the Customer to identify Workflow to be created. The Workflow will be chosen by the Customer in conjunction with the number of hours (80) available for this task. The Customer will choose and prioritize the models that are to fit into the available hours. Customer will also receive Workflow creation training, see Training section below.

Report Development The Report Development team will work directly with the Customer to identify reports to be created. The reports will be chosen by the Customer in conjunction with the number of hours (80) available for this task. CentralSquare will scope the requested reports and assign hours to each. The Customer will then choose and prioritize the reports that are to fit into the available hours. Hours assigned to each report will include specifications, development of the report, and modifications (within scope). Delivery of the reports will be made as they are completed and approved.

Configuration Validation CentralSquare Consultant completes the Configuration Validation checklist of the system to verify system is configured to meet the requirements.

INTEGRATION/INTERFACES:

Integrations and/or interfaces Included in this pro ject:

Integration/Interface Use of System Type of
Integration/Interfa
ce (i.e. API, Web
Service, Batch)
1-way/2-
way/Bi-
directional
Standard/Custom Automated/Manual

NaviLine Cash
Receipts
Cash Receipting Batch Import into
Finance
Enterprise
GL
Standard – Flat File Import Manual

TRAINING:

Training is a structured program designed to equip the Customer’s staff with the necessary skills and knowledge for effective software utilization. The Customer ha s the option to record these training sessions, pro vided that a signed Confidentiality Agreement is submitted to th e CentralSquare Project Manager. The responsibility for the management and storage of these recordings rests so lely with the Customer.

Page 472 of 486 ends

Application Workshops
Application workshop training classes designed as h ands-on workshops to Train-the-Trainer. These class es generally are limited to eight participants (or as determined by mutual agreement of the CentralSquare and Customer Project Managers) and should be attended b y functional experts in the specific application ar ea.

Core Solution Training Type Intended Audience Topics Location Finance Core
Training
CST
Instructor-led
Training

Train the Trainer
Client functional experts
will attend

Accounts Receivable,
Accounts Payable, Cash
Receipts, Bank
Reconciliation, Fixed Assets

Remote
General Ledger
Training

CST
Instructor-led
Training

Train the Trainer
Client functional experts
will attend

General Ledger & Budget Remote
HR/Payroll
Training

CST
Instructor-led
Training

Train the Trainer
Client functional experts
will attend

Human Resources, Payroll

Remote

Cognos
Analytics

CST Instructor
led Training

Report writers and users Overview and general
navigation. Report building
techniques and skills

Remote

TESTING:

Testing will assess your team’s readiness for Go Li ve. It is an iterative process, conducted by the cl ient, to verify the configured solution meets the stated functional requirements. This phase is especially important to ensure a smooth transition at go-live. Significant tasks include:

Testing Tasks Definition
Planning CST will work with the System Administrator to develop an Acceptance Test Plan to verify the configured solution meets the stated functional requirements. This Plan will include user test scripts covering the various Finance functions
Issue Tracking CST will collaborate with the System Administrator to maintain a log of issues, configuration problems, and software malfunctions identified during testing Issue Resolution CST will work collaboratively to resolve all such issues, problems and malfunctions to the customer’s satisfaction
Acceptance Testing System Administrator will perform acceptance testing to ensure acceptance criteria items have been addressed, and certify Finance Enterprise is ready for “go-live”

Page 473 of 486 ends

DEPLOYMENT:

Starts with the completion of your production envir onment. Then, we conduct a mock Go Live. Finally, o nce both teams agree on readiness, we Go Live. Significant t asks include:

Major Task Description
Configuration Validation CentralSquare Consultant completes the Configuration Validation checklist of the system to verify system is configured to meet the requirements.

Plan Cutover Schedule
and Communications
Describes tasks to be handled by CentralSquare and Customer personnel during the initial cutover to Go-Live, including a detailed schedule of CentralSquare personnel covering each shift with resources, process for reporting issues, how they will be handled or escalated, contact names/phone numbers onsite staff, remote and third-party vendors.

Testing Ends Sign Off Both parties will acknowledge the completion of testing by signing the Testing Ends document.

Execute Go Live The Client transitions from their legacy system to the Finance Enterprise system and conducts their normal day-to-day business.

Go Live Support This session will be used to provide support for Go Live. The topic will be determined by client needs.

Page 474 of 486 ends

APPENDIX B: Cloud Services (Cloud Services – Hosted)
CentralSquare and Customer will conduct the following as part of this project.

Tasks Name Description Customer Role CentralSquare Role

1. Creation Initial Creation of CentralSquare’s
Finance Enterprise software
Attend Discovery Call
Provide necessary
information for the
environment build.

Provide a list of
network printers
Work with CST team to
choose the
authentication method
Provide a list of users, if
needed
Work with Networking
team to verify the site-
to-site VPN is properly
configured.

Discovery Call
Complete install and
data migration
Work with client team to
choose the
authentication method
Work with client to verify
the site-to-site VPN is
properly configured.

2. Test Account
Creation
Test Account Creation is the
creation from the production
environment once the client
goes live.

Validate
Account
Create Test
Account

3. Cognos
Environment
Creation
Creation of the Cognos Analytics
pre-production environment.

Validate
Account
Complete install
and migrate
client reports

Assumptions
• CentralSquare will migrate Customer data into the Finance Enterprise database and confirm that the Finance Enterprise software’s primary system functions are available. • CentralSquare will install the Finance Enterprise software into our Private Cloud environment, managed by our Cloud services team and provide access to the Customer through a standard URL, secured over a site-to-site VPN tunnel. We provide a physical hardware appliance that the customer installs on-site and we manage remotely. • CentralSquare will configure Cisco Anyconnect VPN client access, but only for Disaster Recovery purposes. It is limited to 10 connections. Additional connections can be added for an additional cost.
• CentralSquare will complete all work remotely
• CentralSquare will create one (1) Production Environment and one (1) Test Environment as part of the Agreement. Additional accounts will require additional hours and hosting fees, added under separate quote by mutual written agreement at

Page 475 of 486 ends

CentralSquare’s prevailing rates.
• CentralSquare can assist the client with Azure AD (OIDC), which is compatible with version 21.1 or greater. CentralSquare will configure those parts of the integration that are required and accessible for the cloud environment. There are some tasks that CST will require client assistance. Once configuration is complete, this will be tested by the client.
• CentralSquare can assist the client with Okta SAML and Azure AD SAML, which is compatible with version 21.2 or greater. CentralSquare will configure those parts of the integration that are required and accessible for the cloud environment. There are some tasks that CST will require client assistance. Once configuration is complete, this will be tested by the client.

Roles and Responsibilities
CentralSquare:
• Will stand up the new environments.
• URL’s for the environment will remain the same following go-live. • Will conduct a test to verify that CentralSquare applications have been installed and operating properly.
• Completion of VPN Tunnel Worksheet. CentralSquare responsible for CST Cloud Network Settings including, but not limited to, the following:
• Device Manufacturer/Model
• Firewall/Gateway Address
• Protected Network Address(s)
• Contact information of person(s) responsible for tunnel configuration Customer:
• Participate in planning activities (conference calls, emails) with CentralSquare Application Installation Consultant and Technical Lead.
• Completion of VPN Tunnel Worksheet. A sample of this worksheet is attached as Appendix C.

Required information includes, but is not limited to, the following:
• VPN tunnel configuration requirements, Client Settings • Device Manufacturer/Model
• Firewall/Gateway Address
• Protected Network Address(s)
• Contact information of person(s) responsible for tunnel configuration • Customer must notify CentralSquare right away if the following ranges are not acceptable:
• 10.30.0.0/16
• 10.60.0.0/16

Page 476 of 486 ends

APPENDIX C: SAMPLE VPN Tunnel Worksheet

CST Cloud Network Settings Client Settings
Partner Details
Name CentralSquare Technologies
VPN tunnel configuration requirements
Device Manufacturer/Model
Firewall/Gateway Address

Protected Network Address(s)

IPSec Parameters (IKE Phase 1 Proposal)
Pre-shared Key
IKE Negotiation Mode IKEv2
Encryption AES-256
Authentication SHA-256
D-H Group 14
Psuedo-random Function (PRF) SHA1
Lifetime 86400 (24 Hours)
IPSec Parameters (IKE Phase 2 Proposal)
Perfect Forward Secrecy (PFS) D-H
Group

14 ESP Encryption AES-256
ESP Authentication SHA-256
Lifetime 28800 (8 Hours)
Contact Information
Responsible party for tunnel config

Contact details (Name & Email)

Further information/comments:

PSK can be updated after tunnel is established.

Confidential and Proprietary MORE INFORMATION AT CENTRALSQUARE.COM

Page 477 of 486 ends

City of La Verne,City Council
Agenda Report

DATE: January 21, 2025
TO: Honorable Mayor and City Council
FROM: Kimberly Hall Barlow, City Attorney
SUBJECT: AMENDED AND RESTATED EMPLOYMENT AGREEMENT WITH CITY MANAGER.

SUMMARY
Annually, the City Council performs a performance evaluation of the City Manager. After conducting such an evaluation, the City Council is asked to consider an Amended and Restated Employment Agreement with the City Manager providing a five percent (5%) merit increase, three (3) year agreement extension, $100 monthly retiree health savings contribution, and establishment of a higher education tuition allowance.

RECOMMENDATION
That the City Council approve an “AMENDED AND RESTATED EMPLOYMENT AGREEMENT - CITY MANAGER,” providing the City Manager certain benefits based on a positive performance evaluation.

DISCUSSION
The City Council approved the employment of Ken Domer as City Manager on November 21, 2022, and he commenced employment with the City on December 19, 2022. Per his employment agreement, the City Council held a performance evaluation on December 16, 2024, and subsequently directed the City Attorney’s office to draft an amended and restated employment agreement for consideration at a Regular City Council meeting during Other Matters. Based on the City Council’s direction, the following amendments to the employment agreement are presented for City Council consideration:
• A standard merit increase of 5% (in similar fashion to step increases for other City employees) for performance during the evaluation period and establishment of a scheduled merit increase step of 2.5%, if approved by the City Council, based on future annual performance evaluation reviews.
• Establishment of a higher education tuition allowance for participation in a doctoral studies program relevant to municipal governance and authorize the City Manager to teach a public administration course during his employment. • Enrollment in a medical savings trust through a $100 per month contribution on behalf of the City Manager in-lieu of any other retiree medical post-employment benefit. • Extension of the City Manager's Employment Agreement by three (3) years to December 19, 2028.

The current employment agreement will be amended and restated with the prior changes from

Page 478 of 486 ends

Amended and Restated Employment Agreement with City Manager., Page 2

Amendment #1 and the recommended changes incorporated into a new employment agreement.

FISCAL ANALYSIS
The fiscal impact of the 5% increase on an annualized basis is $12,556.25. For Fiscal Year 2024-25, the fiscal impact for the salary increase is approximately $5,232. The annualized fiscal impact for the medical savings trust is $1,200 with a Fiscal Year 2024-25 impact of $500.

The higher education tuition allowance will be budgeted in future fiscal years through an increase to the Department's education reimbursement account but not to exceed $12,000 annually. At this time, no budget appropriation is required as the Fiscal Year 24-25 amounts will be absorbed within the Administration Department budget.

ENVIRONMENTAL ANALYSIS
Not applicable.

LEGAL REVIEW
The City Attorney has reviewed and approved this item.

ATTACHMENTS

1. Amended and Restated Employment Agreement

Page 479 of 486 ends

5 AMENDED AND RESTATED

EMPLOYMENT AGREEMENT

CITY MANAGER
THIS AMENDED AND RESTATED AGREEMENT, is made and entered into this 21st day of January, 2025, by and between the CITY OF LA VERNE ("CITY") and KENNETH A.

DOMER ("EMPLOYEE").

WHEREAS, the CITY has employed EMPLOYEE to serve as City Manager since December 19, 2022, and after an annual performance review, desires to amend the AGREEMENT; and WHEREAS, the CITY and EMPLOYEE entered into AMENDMENT #1 TO EMPLOYMENT AGREEMENT on February 5, 2024, and with these changes will amend and restate the current AGREEMENT in effect; and
WHEREAS, the City Council has conducted a performance evaluation of the EMPLOYEE and reviewed compensation and benefits for positions in similar and comparable cities; and
WHEREAS, the proposed compensation and benefit provisions align with the financial sustainability efforts of the City and the desire to retain EMPLOYEE in his position for stability to the organization; and
WHEREAS, based on performance to date, City Council desires to provide a standard merit increase of 5% for the EMPLOYEE, in similar fashion to step increases for other City employees, for his performance during the evaluation period, and to establish a scheduled merit increase step of 2.5% if approved by City Council based on future annual performance evaluation reviews; and
WHEREAS, the City Council desires to continue the professional development of the EMPLOYEE through the establishment of a higher education tuition allowance for participation

Page 480 of 486 ends

5 in a doctoral studies program relevant to municipal governance and authorize EMPLOYEE to teach a public administration course during his employment; and WHEREAS, the City Council desires to contribute to a retirement health savings trust account on behalf of the EMPLOYEE in-lieu of any other retiree medical post-employment benefit; and
WHEREAS, the City Council desires to extend the contract of the EMPLOYEE to December 19, 2028.

NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows:

1. DUTIES. CITY hereby employs EMPLOYEE as City Manager and EMPLOYEE shall have all of the duties of the City Manager specified in state law, the La Verne Municipal Code and all other policies and procedures of the CITY.

2. TERM. The term of this Agreement shall terminate on EMPLOYEE'S anniversary date December 19, 2028. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of the City Council to terminate the services of EMPLOYEE at any time, subject only to the provisions set forth in paragraph 9 hereof. During the term of this Agreement, EMPLOYEE shall remain in the exclusive employ of the CITY, except as otherwise allowed by this Agreement. EMPLOYEE shall give the CITY at least one month's written notice in advance in the event EMPLOYEE voluntarily resigns his position with the CITY prior to the expiration of the aforesaid term of employment.

3. SALARY. Effective on the first day of the full pay period following execution of this Agreement, the salary for EMPLOYEE shall be $263,681 per year, reflecting a 5% merit increase.

This salary may be adjusted by the City Council after EMPLOYEE’S ANNUAL EVALUATIONS. Merit step increases, based on a positive future annual performance evaluation, shall be two- and one-half percent (2.5%), payable beginning the first pay period after the annual performance evaluation.

Page 481 of 486 ends

5 City Manager shall be eligible for cost-of-living adjustments ("COLA") approved by the City Council in and for 2025 and thereafter. The amount of the COLA provided to the City Manager shall be equal to the COLA, if any, afforded to all City department director executive employees by resolution of the Council, and shall be effective the same date as such COLAs are provided to all City department director executive employees.

4. BENEFITS. EMPLOYEE shall receive all employee benefits provided now or in the future to City department director executive employees. EMPLOYEE shall be entitled to the optional benefits regarding waiver of medical insurance as provided in Administrative Regulation No. 306.

5. CAR ALLOWANCE. EMPLOYEE shall receive a car allowance of $612 per month.

EMPLOYEE shall provide his own vehicle, insurance, fuel, registration and maintenance.

EMPLOYEE may use any CITY provided electrical outlet or electric vehicle charging system to allow EMPLOYEE to charge his personal vehicle.

6. CONTRIBUTION TO PERS RETIREMENT COSTS. EMPLOYEE shall be responsible for paying the full eight percent (8%) of his member contribution to PERS in addition to a two percent (2%) cost share of the employer portion, for a total contribution of ten percent (10%).

7. VACATION. EMPLOYEE shall accrue vacation leave at the rate of 180 hours per year.

The maximum accrued vacation leave shall be 400 hours.

8. ANNUAL EVALUATION. EMPLOYEE and CITY agree that EMPLOYEE'S performance will be evaluated annually. The parties intend for this evaluation process to be comprehensive and based upon criteria that is mutually agreed upon.

9. TERMINATION AND SEVERANCE.
(A) This Agreement may be terminated by the City Council for cause. After giving notice to EMPLOYEE that this Agreement is terminated for cause, the CITY shall have no obligation to continue the employment of EMPLOYEE or to provide compensation or benefits, including severance.

Page 482 of 486 ends

5 For purposes of termination, "cause" is defined as willful breach of duty by EMPLOYEE in the course of employment or habitual neglect of duty by EMPLOYEE in the course of employment or continued incapacity of EMPLOYEE to perform the duties of employment as City Manager. Cause may also include EMPLOYEE being charged with, or entering a guilty plea or plea of nolo contendere to, or being convicted of, an offense which is a felony or crime of moral turpitude in the State of California; EMPLOYEE's willful misconduct or gross negligence; or EMPLOYEE's act of material dishonesty with or theft from the CITY.
(B) In the event EMPLOYEE is terminated without cause, EMPLOYEE shall be entitled to receive an amount equal to the EMPLOYEE’s monthly salary multiplied by the number of months left on the unexpired term of the contract, up to a maximum of twelve (12) months’ salary, as severance pay.

EMPLOYEE shall also be entitled to payout of all accrued paid leave and benefits. Provided, however, that in the event EMPLOYEE is terminated because of his conviction of any illegal act involving personal gain to him, then, in that event, CITY shall have no obligation to pay such salary and benefits provided for in this paragraph.

All payments required under Section 9 are subject to and shall be interpreted to comply with the limitations set forth in Government Code Section 53260, and shall be reported in full compliance with all statutes and rules governing the California Public Employees Retirement System. Further, in the event EMPLOYEE is convicted of a crime involving an abuse of office or position, EMPLOYEE shall reimburse the CITY for any paid leave or cash settlement (including severance), as provided by Government Code Sections 53243-53243.4.

10. REIMBURSEMENT TO CITY REQUIRED
Notwithstanding the foregoing, the following provisions requiring reimbursement for certain compensation and/or indemnification provided to EMPLOYEE by the CITY apply:
(A) Paid Leave:

Pursuant to Government Code section 53243, in the event that EMPLOYEE is convicted of a crime involving the abuse of his office or position, as defined by Government Code section 53243.4, with the CITY, any paid leave or salary provided by the CITY for the time period in which the EMPLOYEE is under investigation for such crimes shall be fully reimbursed by EMPLOYEE to the CITY.

Page 483 of 486 ends

5 (B) Legal Defense:

Pursuant to Government Code section 53243.1, in the event that EMPLOYEE is convicted of a crime involving abuse of his office or position, as defined by Government Code section 53243.4, EMPLOYEE shall fully reimburse the CITY for all the costs of his legal criminal defense if a defense has been provided at CITY expense.
(C)Severance:

Pursuant to Government Code section 53243.2, in the event that EMPLOYEE is convicted of a crime involving abuse of his office or position, as defined by Government Code section 53243.4, EMPLOYEE shall fully reimburse the CITY for any cash settlement, including but not limited to severance pay, paid to EMPLOYEE related to his termination under this Agreement.

11. PROFESSIONAL DEVELOPMENT. CITY will allocate sufficient funds to pay the actual expenses of EMPLOYEE'S necessary costs for travel, registration, lodging and meals when representing the CITY at conferences and meetings authorized by the City Council in accordance with the City’s expense reimbursement policy. CITY will allocate sufficient funds to pay EMPLOYEE's memberships in professional organizations relevant to his management duties.

12. HIGHER EDUCATION TUITION ALLOWANCE. To support City Manager's furtherance of his professional development, effective July 1, 2025, City Manager shall receive: (1) a higher education tuition allowance, not to exceed $12,000 per fiscal year and as budgeted for participation in a graduate university doctoral program in Public Administration ("Program"). The benefits conferred in this Section are contingent upon the City Manager's continued employment as City Manager as forth below until at least December 19, 2028.

In the event City Manager resigns from his employment as City Manager and terminates this Agreement prior to December 19, 2028, City Manager shall reimburse City such tuition allowance expended during that budget fiscal year within thirty days from separation of employment.

Page 484 of 486 ends

5 EMPLOYEE, upon conferring with the City Council, is authorized to teach a public administration course during his employment, which shall not interfere with his duties as City Manager.

13. ADDITIONAL BENEFITS. EMPLOYEE shall be enrolled in a City sponsored Retiree Medical Savings Trust and the CITY will contribute $100 per month to the retiree health savings plan on EMPLOYEE’s behalf. Contributions will begin the first full pay period after effective date of this Agreement.

14. HOURS OF WORK. It is recognized that EMPLOYEE must devote a great deal of his time outside normal office hours to business of the CITY, and to that end EMPLOYEE will be allowed reasonable flexibility with respect to hours in the office.

15. NO REDUCTION IN BENEFITS. CITY shall not, at any time during the term of this Agreement, reduce the salary, compensation, or other financial benefits of EMPLOYEE except in the same proportion applied across the board for all employees of CITY.

16. ATTORNEY'S FEES. In the event that any legal action, including an arbitration proceeding, is commenced to enforce or interpret the terms or conditions of this Agreement, the prevailing party shall, in addition to any other relief and costs, be entitled to reasonable attorney's fees.

17. AT WILL EMPLOYMENT. EMPLOYEE is an "at will" EMPLOYEE, subject to the provisions of this Agreement.

18. DEFENSE AND INDEMNIFICATION. CITY will indemnify and defend EMPLOYEE against any third-party claims prosecuted against EMPLOYEE for actions taken in the course and scope of his official duties.

19. GENERAL PROVISIONS.
a. This Agreement shall be binding upon and inure to the benefit of the assigns, beneficiaries, heirs at law and executors of EMPLOYEE.
b. The parties have participated jointly in the negotiation and drafting of this Agreement

Page 485 of 486 ends

5 and have had an adequate opportunity to review each and every provision of the Agreement and submit the same to counsel or other consultants for review and comment. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement.
c. If any provision of this Agreement shall be held invalid, it is the intention of the parties that the remainder shall nevertheless be deemed valid and effective.

IN WITNESS WHEREOF, the CITY has caused this Agreement to be signed and executed on its behalf by its Mayor, and duly attested by its Deputy City Clerk, and EMPLOYEE has signed and executed this Agreement on the date first above written.

CITY OF LA VERNE

_______________________________
Tim Hepburn, Mayor

ATTEST:

________________________________
Debra Fritz, Deputy City Clerk

APPROVED AS TO FORM:

________________________________
Kimberly Hall Barlow, City Attorney

EMPLOYEE

_______________________________
Kenneth Domer

Page 486 of 486 ends

La Verne City CouncilJanuary 21, 2025

La Verne City Council
January 21, 2025