Maywood City Council
August 10, 2022

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15. Notices. Any notice, consent, request, demand, bill, invoice, report or other communication required or permitted under this Agreement shall be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by courier service during Contractor’s and City’s regular business hours, or (c) three Business Days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the Party to be notified as set forth below:

If to City: If to Contractor:

City of Maywood GPC, Inc.

City Manager Attn: Carla Lenhoff, President
4319 East Slauson Avenue 419 N. Larchmont Blvd., #264
Maywood, California 90270 Los Angeles, ca, 90004

16. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Contractor shall not discriminate against any employee, subContractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. Contractor will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.

17. Prohibition of Assignment and Delegation. Contractor shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Contractor from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.

18. No Third Party Beneficiaries Intended. This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

19. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be

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(1) effective unless it is in writing and signed by the Party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.

20. Final Payment Acceptance Constitutes Release. The acceptance by Contractor of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Contractor for anything done, furnished or relating to Contractors’ work or services. Acceptance of payment shall be any negotiation of City’s check or the failure to make a written extra compensation claim within ten calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Contractor, its employees, subcontractors and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Contractor, its employees, subcontractor and agents.

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

22. Non-Appropriation of Funds. Payments to be made to Contractor by City for services performed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Contractor’s services beyond the current fiscal year, this Agreement shall cover payment for Contractor’s services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

23. Exhibits. Exhibits A and B constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, or between a provision of this Agreement and a provision of Contractor’s proposal, the provisions of this Agreement shall control.

24. Entire Agreement and Modification of Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the Parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or

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written understandings and agreements of the Parties. No Party has been induced to enter into this Agreement by, nor is any Party relying on, any representation or warranty except those expressly set forth in this Agreement. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by both Parties.

25. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the Parties to this Agreement.

26. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.

27. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement.

28. Business Days. “Business days” means days Maywood City Hall is open for business.

29. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the Parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a superior court with geographic jurisdiction over the City of Maywood.

30. Attorneys’ Fees. In any litigation or other proceeding by which a Party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing Party shall be entitled to recover all attorneys’ fees, experts’ fees, and other costs actually incurred in connection with such litigation or other proceeding, in addition to all other relief to which that Party may be entitled.

31. Severability. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.

32. Counterparts. This Agreement may be executed in multiple counterparts, all of which shall be deemed an original, and all of which will constitute one and the same instrument.

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33. Corporate Authority. Each person executing this Agreement on behalf of his or her Party warrants that he or she is duly authorized to execute this Agreement on behalf of that Party and that by such execution, that Party is formally bound to the provisions of this Agreement.
[SIGNATURE PAGE FOLLOWS]

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The Parties, through their duly authorized representatives are signing this Agreement on the date stated in the introductory clause.

City:

City of Maywood,
a California municipal corporation
By:

Heber Marquez
Mayor of the City of Maywood
ATTEST:

By:

Andrea Aguilar, City Clerk
APPROVED AS TO FORM:

By:

Roxanne Diaz, City Attorney
Contractor:

Graffiti Protective Coatings, Inc.

By:

Name: Carla Lenhoff
Title: President

A-1
12501-0001\2300515v1.doc

EXHIBIT A

SCOPE OF SERVICES

Amendment
Maintenance Frequencies
Location Service Frequency Cycle
31 Bus stops with
shelters
Full Service Twice a week Wednesday and
Friday
1 Bus stop with
no shelter
Full Service Twice a week Wednesday and
Friday
31 Bus stops with
shelters
Standard
Service
Three times a week Monday, Tuesday,
and Friday
1 Bus stop with
no shelter
Standard
Service
Three times a week Monday, Tuesday,
and Friday
Maintenance Enhancements
• All work will commence between the hours of 3 am and 4 am in the morning. • GPC will complete full service on all 31 Bus stops with shelters and the 1 bus stop with no shelter twice a week on Wednesdays and Fridays. • GPC will complete standard service on all 31 bus stops with shelters and 1 bus stop with no shelter three times per week on Tuesdays, Mondays, and Fridays. • Trash will be emptied from trash receptable on all days that have full service and standard service.
• Trash will also be picked up in surrounding area around the receptacle. • GPC will clean all the way into the gutter, defined as sweeping the gutter. • GPC will clean all the way into the gutter for every stop. o All Full Service bus stops (32 Full Service bus stops) will be charged an additional $1 (One dollar) per bus shelter to clean all the way into the gutter twice a week.
o All Standard Service bus stop will be at no charge to clean all the way into the gutter three times week.

This is the general area to be cleaned
Bus Shelter Trash
Gutter

Approach to Scope of Services
Time of Day Requirements
GPC will create and ichedule its routes so that technicians will not be in traffic embargo areas during peak traffic hours as per the scope of work. '
' Method of Approach
Stan Up Checklist
GPC cunently possesses a1l required equipment to perform the cgnhact. 1 . GPC currently employs all employees needed to perform this contract.

2. GPC has a facility within a mile of Maywood.

3. GPC employees are properly qualified and trained to perform the work.

4. Training will have the following objectives:

A. Safe driving techniques, including pulling into and out of traffic.

B. Entry and exit from the traffic side of a vehicle.

C. Proper preparalion of,the working area.

D. Required employee unifoims, and how to wear them.

E. Use of Graffiti removal products on various surfaces and required safety ' precautions.
. F. Tips and tricks for hash can liners.

G. Training on the size of area to be cleaned with I 5 feet radius.

H. Use of pressure washers.

I. What areas of a bus stop need to be cleaned with a pressure washer.

J. Waste water recovery.

K. What areas of a bus stop need to be cleaned with deionized water.

L. Gum removal.

M. Health precautions.

N. Properly recording information on the route paperwork through the real-time app.

5. Employees use the GPC app to file and record the proper paperwork including recording any necessary repairs.

I

6. Our repair technicians are trained as repairs come up.

Routing
Upon anival at the operations facilities ofGPC, the cleaning technician will record his or her start time and log into the GPC app to view the route for which they will be responsible that day.

The app maps out their route and the pins will disappear off the map in the app as they document and close each stop. A cleaning technician typically will run the same routes each week; this will work to ensure personal responsibility on the part ofcieaning technicians.

Each day, operating superuisors will view all work-completed photos in the database as well as random fi eld inspections.

Equipment
Before commencing a route, cleaning technicians will be required to perform a thorough inspection ofhis assigned company vehicle, including all attached equipment. This must occur before leaving the company yard each evening. Any safety issues will immediately. be repofted to the employee's operating supervisor. Each cleaning technician - and all technicians - will be required to wear a retro reflective vest for the duration ofhis or her shift.

This will be accomplished as follows:

1. General upp.-urr"" of the vehicle will be inspected. Any damage will be reported immediately to the cleaning technician's operating supervisor. Any loose trash or debris will be removed.
2 . The cleaning technician will tum on the headlights off his or her vehicle and ensure both are operating correctly. The cleaning technician will also ensure brakes, lights, blinkers, andhazard lights function properly. The cleaning technician will additionally ensure that all safety lights added to the vehicle, including but not limited to arrow boards, function properly. Any problems will be reported to the cleaning technician's operating sqpervisor immediately.

3. The cleaning technician will inspect all tires and note wear and tear. If the employee believes the tire to be damaged or wom to an unacceptable level, he or she will immediately notiff his or her operating supervisor.

4. The cleaning technician will inspect the truck stock of materials. The following are the lowest levels materials should be allowed to fall before re-supplying; a. A box of latex or nitrile gloves;
q

b. At least two bottles of any graffiti remover or other maintenance chemicals, including paint, which will be used during normal maintenance of the employee's route;.
c: A complete box oftrash bags;
d. Two rolls ofpaper towels or sufficient rags.

5. Hoses and guns for use during pressure washing will be iirspected to certify they are in working order. Cleaning technicians should tum on both pressure washers while performing this portion of the inspection and the cleaning technician will confirm that they appear to be operating at normal PSI and temperature. Any discrepancies will be reported to the operating supervisor immediately.

6. All discrepancies in vehicle maintenance will be noted on the vehicle paperwork, in addition to reporting it to the operating supervisor. Safety hazards will be immediately corrected.

7. The cleaning technician will insure that both the pressure washer tanks and DI water tanks are free,of debris and have no leaks. If leaks or debris are discovered, it will be repo4ed to the operating supervisor immediately.

Bus Stop Cleaning

1. Prior to arriving at a bus stop, the cleaning technician will verify that there is not a bus following him or her. A quick glance in the vehicle's rear view mirror will be adequate.

2. Upon arriving at a bus stop, the cleaning technician will tum on al1 waming lights, to alert traffic that his or her vehicle is stopped.
. 3. The cleaning tecfnician will wait for traffic to clear before exiting the vehicle.

4. The cleaning technician will proceed to the back of the vehicle, and place two traffic cones in a taper to alert traffic that short term, moving street work is taking place.

5. The cleaning lechnician will proceed 10 the bus stop. and will note any graffiti. If it is painted onto or scratched into the sfucture, the cleaning technician will paini over the graffiti. Otherwise, use of graffiti removing.chemicals will be su{ficient. ro

6. The cleaning technician will proceed to remove all trash from around the bus shelter, including in the gutter, in all tree wells and planters, behind and undemeath benches and shelters, behind and under trash receptacles, or any other above grade obstacles. This will include all cigarefie butts and other debris that detracts from the appearance of the bus shelter.

7. Cleaning technicians will be responsible to clean the area from 5-foot radius ofthe bus stop.

8. All unauthorized fliers, stickers, tracts, pamphlets, or other materials that are taped onto the bps shelter will be completely removed, including tape. The tape can be removed with the hot water of the pressure washer.

9. The cleaning technician will empty the trash from the trash receptacle, place it in the supplied place on the vehicle, and remove any additional trash from the bottom of the empty receptacle. The cleaning technician will replace the bag at this point. i0. The cleaning techlician wi1l, at any stop that required pressure washing, pull off sufficient hose to reach all areas of the bus stop, and start the pressure washer. The hose must be pulled off before the pressure washer Is started. (If a storm drain is within 50 feet, a straw wattle will be used to protect the drain) 1 1. The cleaning technician will do a quick rinse ofthe area to be pressure washed, as well as the trash receptacle, the bench, and the lower part ofthe shelter.

12. The cleaning technician will proceed to pressure wash the shelter, the complete bench, and the trash receptacle using a separate truck mounted pressure washer that sprays 1ow pressure de-ionized water that won't damage the shelter finish and leaves it spot free.

13. The technician will clean the passenger shelter with the deionized water.

14. After the amenities are pressure washed, the cleaning technician will clean the concrete as demonstrated while being trained. Special care must be taken to maintain the tip of the want no more than 6 inches from the surface ofthe concrete. Gum must also be removed. \l

i5. After the area is cleaned with the pressure washer, the cleaning technici* *ill ,." a silicorre rubber squeegee to remove any excess water from the bench and shelter. Any remaining water will be removed with a towel or rag.

16. The cleaning technician will tum off the pressue washer. After it is tumed off, the technician will remove excess pressure from the hose by qeeing the trigger of the gun.

The cleaning technician will then wind up the hose.

17. The cleaning technician will vacuum any standing water.

18. The cleaning technician will make any notes about the shelter on his or her app, including damage or any unusual amount ofgraffiti.

19. The clealing technician will obserue traffic and, when it is clean, collect the traffic cones and replace them on the vehicle.

20. When it is .uf", th. cleaning technician will re-enter the vehicle close the work order on the airp for the stopjust serviced.

21. After safely re-entering traffic, the cleaning technician will proceed to the next stop to be serviced.

22. If there is equipment malfunction, the cleaning technician will phone hi, o. t ", op".u,ing supervisor who will direct the cleaning technician what steps to take.

Graffiti Removal

1. If there is graffiti at a bus stop, the cleaning technician will note it on his or her app.

2. If graffrti is scratched into the powder coating ofthe bus stop, it will be painted over using an approved paint and color. Every effort will be made to cover all sides ofthe graffiti so that it is not apparent from any direction.

3. If the graffiti is painted on, or is marker, it will be removed using the approved, environmentally safe chemicals in this manner:
a. The cleaning agent will be sprayed on and allowed to soak into the graffiti, per the instructions of the manufacturer.
tl

B-1
12501-0001\2300515v1.doc

EXHIBIT B

COMPENSATION

b. A cloth or towel will be used to wipe olf the chemical. It will then be ilisposed of in the trash receptacle provided on the vehicle.
c. If necessary, the process will be repeated until the graffiti is removed. d. If after repeated attempts the graffiti does not react to the chemical, the cleaning technician will paint over the graffiti using the approved paint and color.

4. All graffiti removal supplies will be retumed to the storage box on the vehicle. If a cleaning chemical is depleted, it will be disposed of in the trash receptacle on the vehicle.

Cost Proposal
.seeAttachment2.Fullservicecleaningincludingpowerwashandsheltercleaningis$10per shelter. Full service cleaning including power wash is $8.80 per stop (no shelter). Standard service cleaning without power wash and shelter cleaning is $6 per shelter. Standard service cleaning without power wash is $4 per stop (no shelter). Prices iicrease in option years 4 and 5.

GPC's proposed monthly rate ts $5,232.93. Any additional services not covered by attachment 2 would be $88/per hour. Please note, the city will be required to reimburse GPC for any stolen trash cans.
'31 (# of stops) x 10 (full.service shelter cost) :310 x2 (2x a week service) = 620 x 52 (weeks in ayear)=$32,240
1 (# ofstops) x 8.80 (full service non-shelter cost) = 8.80 x 2 (2x a week service): 17 .60 x 52 (weeks in ayear)- $ 915.20
31 (# of stops) x 6 (standard service shelter cost) = 136 x 3 (three times a week service): 558 x 52 (weeks in a year) : $ 29,016
1(#ofstops)x4(standardservicenon-sheltercost)=4x3(threetimesaweekservice):12x 52 (weeks in a year) = $624
32,240+915.20+29,016+624= 62,795.20(amtalcost) i 12 (months in a year) : $5,232.93 Technology
GPC provides it s App-Order system at no additional charge. This electronic work order system is a green solution to work order management. The real-time web based software system creates tremendous efficiencies and significant cost savings for GPC and the City. The City is able to dispatch, route, and monitor work orders real-time via the web. The technicians are abie to directly .submit work order number, address, longitude and latitude, date, time, remarks, comments, and l)

'before/after photos electronically in real-time to the City. System recognizes and records the technicians name as well as job stafi and stop times. Work order response times are also tracked.

Each request will receive a work order number so that its status can be tracked. Once work requests have been received, App-Order maps out the locations on the technicians phone. Al1 service requests will be completed within 24 hours, with the exception for inclement weather or other extraordinary circumstances that could cause a delay. The CPM will be notified of any delays.

GPC is available and on-call 24-hours a day,7 days a week. The CPM will be provided a mobile. device for creating, viewing, and mapping all of GPC's work orders.

The system is role based and is user friendly. City staff can print current and real-time custom . reports and graphs within seconds onJine. .4pp-Order shows in real-time open/closqd work orders, response time, billing, and reports. Billing and repofts can also be exported to excel spreadsheets in mere seconds
All data collected in the work order system for this project is the property of the City. CIC ' created and owns the software, so many custom features can be easily added with no additional cost.
'Related Experience
GPC and its related companies clean approximately 5,000 bus stop/shelters daily with current transit maintenance contracts exceeding $20 million dollars. GPC has included references for 3 agencies in a previous section. GPC was the originator ofthe bus shelter preventative maintenance program almost 30 years ago. GPC meets and exceeds experience requirements.

Schedule
The schedule for which GPC will maintain the bus shelters will be as followed:

1. Twice weekly, GPC will perform a "full service" ofthe shelters. This includes the one stop identified.without a shelter. A full service includps a pressure wash of the site.

2. Three times weekly, GPC will perform a "standard service" of the shelters. This includes the . one stop identified without a shelter. A full service does not include a pressure wash ofthe site.

3. GPC will maintain said schedule, Monday-Friday, within the bounds of the contract.

These are GPC's recommendations. The city can make changes at their discretion.- Statement of Compliance
This proposal is in strict compliance with the Request for Proposal and Draft Agreement and no .exceptions to either are proposed.

Conclusion
GPC has always provided the highest quality services at low prices.

There is no belter indicator ol future success than past performance.

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AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 7.

DATE: August 10, 2022
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: MIGUEL LEON, ADMINISTRATIVE ANALYST
SUBJECT: CONSIDERATION OF AUTHORIZING THE ISSUANCE OF A REQUEST FOR

PROPOSAL (RFP) FOR ENTERPRISE ARCHITECTURE REVIEW AND

INFORMATION TECHNOLOGY SUPPORT SERVICES
RECOMMENDATION:

Staff recommends that the City Council authorize the issuance of a request for proposals for the enterprise architectural review and information technology support services.

BACKGROUND:

On December 11, 2019, the City Council approved an agreement with Interwest Consulting Group, Inc. (Interwest) for enterprise architectural review and information technology support services, including an assessment of the City’s Technology Environment and monthly “End User Services” (EUS) in the form of desktop support, on-premises or cloud server administration services, network administration services, and network security services. The term of this agreement is through October 31, 2022.

DISCUSSION:

Upon the City Council's approval, an RFP will be issued to solicit responses from various firms experienced in providing an enterprise architectural review of the City's current systems and information technology support services. It is prudent the City explores competitive bidders. City staff has determined that using the RFP method for procurement will provide the best value to the City by allowing for negotiation of both price and contract terms.

Event Date
RFP Released August 11, 2022
Deadline to Submit Questions August 25, 2022, by 3:00 pm Proposals Due September 8, 2022, by 4:00 pm
City Council Award October 2022
Staff will review all proposals and present a recommendation at a subsequent meeting to award the contract.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

There are no fiscal impacts in authorizing the Request for Proposal (RFP) for the Enterprise Architectural Review and Information Technology Support Services.

F.Y. 20-21 Impact: To Be determined
upon Award
Current F.Y. Budget:

Fund Impacted: 100 - General
Fund
Budget adjustment requested:

Source of funds: Updated Account Budget:

Account Number: 6115 - Contractual
Services
For fiscal year:

ATTACHMENT(S)

1. RFP - Maywood Enterprise Architectural Review and Information Technology Support

City of Maywood
Request for Proposals
for
Enterprise Architectural Review and Information
Technology Support Services
Date of Issuance: August 11, 2022

RESPONSES MUST BE RECEIVED NO LATER THAN
4:00 PM, September 08, 2022
DELIVER OR MAIL TO:

City of Maywood
City Clerk’s Office
Attn: Shirley Quinones
4319 E. Slauson Avenue
Maywood, CA 90270

1 TABLE OF CONTENTS
I. PURPOSE .............................................................................................................1 II. BACKGROUND .....................................................................................................1 III. GENERAL REQUIREMENTS................................................................................1 IV. SCOPE OF SERVICES .........................................................................................6 V. SCHEDULE .........................................................................................................13 VI. LIST OF INTERESTED PROPOSERS................................................................14 VII. QUESTIONS........................................................................................................14 VIII. SUBMITTAL PROCEDURES ..............................................................................14 IX. SUBMITTAL FORMAT.........................................................................................14 X. AGREEMENT FOR PROFESSIONAL SERVICES .............................................17 XI. GENERAL ADMINISTRATIVE INFORMATION ..................................................17 XII. SUBMITTAL DUE DATE......................................................................................18 XIII. SELECTION PROCESS ......................................................................................18 XIV. AUTHORITY TO WITHDRAW .............................................................................19 XV. AWARD OF CONTRACT.....................................................................................19 XVI. ATTACHMENTS ..................................................................................................19

1 I. PURPOSE
The purpose of this Request for Proposals (RFP) is to select the most qualified Consultant to Provide an independent comprehensive Enterprise Architecture Review and Information Technology Support Services for the City of Maywood. The City wishes to obtain an Enterprise Architectural (EA) Review to design, implement, and maintain a framework objective to provide ongoing operational governance of the proposed solution and IT Support Services for the operation, management, and maintenance of the City’s computer network and systems hardware, software and network connectivity services under a Professional Services Agreement.

This Request for Proposal (“RFP”) is soliciting separate cost proposals for the Enterprise Architecture Review and Information Technology Support Services for a period of one (1) year, with an option to renew for a subsequent two (2) one-year options to extend and the City will award no more than one contract on a not-to-exceed basis. The City is requesting that the contractor/vendor submit a fixed fee service contract for service of the first year.

II. BACKGROUND
The City of Maywood is a General Law City with a Council and City Manager form of government. At 1.18 square miles, Maywood is the third-smallest incorporated city in Los Angeles County, which lies by the major (I-710) freeway and is located next to the east of Los Angeles. Incorporated in 1924, Maywood is a small Gateway City in Los Angeles County with a residential community population of approximately 27,000. The City understands the importance of having effective IT infrastructure in place for security and continued progress. The City’s IT functions are currently managed by a consultant. The City’s IT consultants are responsible for the IT call handling, maintenance, updates, system monitoring, and service of our current server, network monitoring, email archiving, offsite data storage, antivirus software monitoring, data backup, recovery and update and/or renewal of the SSL domain certificates yearly and Helpdesk Ticket System.

The City of Maywood provides most of the services associated with full-service cities.

Some are provided through contract relationships, and others are provided by regular employees. The current central server location is at City Hall, with remote sites connected through a T1 Fiber connection. The City of Maywood currently runs a Windows-based infrastructure with five (5) servers and approximately 25 desktops, laptops, and tablets. and client workstations run Windows 10 Pro. All workstations connect via basic network drops to the server that serves as a basic file server.

The City employs a full-time staff of approximately 22 plus full-time employees, as well as consultants and temporary employees. We also have five councilmembers that require remote assistance with their laptop/mobile devices. The City also has a VOIP phone system and use a VPN for remote server contact. Below is an approximate break down of City of Maywood's hardware portfolio.

2 DEVICE OPERATING SYSTEM DISK SIZE RAM
1 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
2 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
3 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
4 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
5 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
6 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
7 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
8 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
9 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
10 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
11 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
12 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
13 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
14 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
15 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
16 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
17 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
18 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
19 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
20 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
21 Lenovo 10AY008HUS Windows 10 Pro 232GB 8GB
22 Dell OptiPlex 3080 Windows 10 Pro 232GB 8GB
23 Dell OptiPlex 3080 Windows 10 Pro 232GB 8GB
24 Dell OptiPlex 3080 Windows 10 Pro 232GB 8GB
25 QTY#6 Surface-Laptop 4
and Various makes
Windows 10 Pro
&iPadOS
III. GENERAL REQUIREMENTS
A. Respondents shall have at least three (3) years of consecutive experience in the Enterprise Architectural Review and Information Technology Support Services field.

B. Respondent shall comply with the insurance requirements set forth in the form professional services agreement.

C. Respondent responses will be evaluated based on the details provided.

Preferences will be afforded to the vendor that provides a comprehensive, cost-effective solution for current specifications, future capacity requirements, relevant experience, and ongoing service and support.

D. The City of Maywood (City) is requesting Proposals from qualified vendors and/or consultants to assess the:

Task 1 - Assess the "As Is" technology environment of the City of Maywood:

3 o Subtask 1.1 Assessing what the City has, informing the City better solutions and/approaches (like cloud-based solutions), costs, and estimated timeframes for implementing. Develop a comprehensive assessment of the current technology related to applications, architecture, software and applications, IT infrastructure, hosting and maintenance, current database management, IT security, controls, document management, and system performance in terms of the current Enterprise Architecture capabilities.
o Subtask 1.2 - Recommending to the City a Technology Plan based on the assessment.

Task 2- Provide "End User Services" (EUS) in terms of:
o Subtask 2.1 - Provide "End User Services" (EUS) in terms of desktop support, on premise or cloud server administration services, network administration services, and network security services if the City initiated the better solutions and/approaches (like cloud-based solutions), costs, and estimated timeframes for implementing. o Subtask 2.2 Providing desktop support, on premise server administration services, network administration services, and network security services if the City were to remain in its current environment in terms of costs, and estimated timeframes for implementing.

E. The City reserves the option to choose among the subtasks proposals of the Proposer.

Subtasks 1.1 and 1.2 requires the completion of everything below.

Develop an Enterprise Architecture roadmap that drives the provision of Information Technology (IT) support services for its computer-based technologies system. The nature of the service will be:

1. Development of a description, assessment and recommendation of the City's current Enterprise Architecture in terms of its:

2. Development of a Data Reference Model (DRM). These are the data fields used in each of the City's applications in terms of field types (alpha, numeric, date, time) to understand the application's data structure.

3. Development of an Application Reference Model (ARM). This classifies application capabilities with respect to how they support City Department processes and/or performance objectives. It also unifies existing City application portfolios and guidance on standard

4 desktop configurations by providing a foundation to advance the reuse and standardization of technology and service components from a City perspective.

4. Development of an Infrastructure Reference Model (IRM). This categorizes on premise or cloud (virtual) infrastructure assets to reduce costs and/or increase interoperability across City Departments, partners, customers, clients and citizens.

The City's goals for the IRM are:

I. Improve redundancy in current infrastructure
II. Maintain currency of the wireless network (both within buildings and with the external use of digital devices) III. Infrastructure possesses cloud adaptive/cloud ready capabilities
IV. Possess a scalable network design that can easily expand in number of users and/or locations, or be modified to allow for movement of some server/storage capacity to the cloud
V. Containment of the Total Cost of Ownership (TCO) of its infrastructure -upfront, ongoing and expansion
VI. Develop a set of standards that can be used to base future purchases of scalable technology devices and/or services and/or applications and/or operating systems

5. Development of a Security Reference Model (SRM) that classifies or categorizes the security purpose, security risks, and security controls within the City's applications and infrastructure. The City's will use the SRM as a basis to:

I. Configure, maintain, and test hardware and software firewalls and be able to provide monthly log analysis reports
II. Improve network security and be able to report security performance monthly
III. Utilize the most appropriate form of multi-factor identify and authentication approach. This will require an assessment of the City's current factor authentication and recommendations of risks and cost for utilizing either Type 1 - Something You Know - includes passwords, PINs, combinations, code words, or secret handshakes. Anything that employees can
remember and then type, say, do, perform, or otherwise recall when needed falls into this type; or Type 2 - Something You Have - includes all items that are physical objects, such as keys, smart phones, smart cards, USB drives, and token
devices. (A token device produces a time-based PIN or can

5 compute a response from a challenge number issued by the server.); or Type 3-Something You Are - includes any part of the human body that can be offered for verification, such as fingerprints, palm scanning, facial recognition, retina scans, iris scans, and voice verification. The authentication and identify approach must enable the City to enforce user
authentication, validation and privileges and reducing the risk of internal and external data breaches.

IV. Assess current risks of endpoint devices and present an effective endpoint security strategy as part of the SRM that would tie endpoint devices, including end user, host, and any future Internet devices, into the City's SRM. The City would like some cost and implementation options to consider.

F. These "Reference Models" should enable the transitioning of the City's current Information technology environment to a target environment. This document should be the basis of the vendor/contractor portraying how the City can best enhance its existing information technologies and evolve into new and emerging technologies to optimize their value to City operations. The City desires the vendor/contractor to use these to:

I. Base their approaches and recommendations for enhancing the current DRM, ARM, IRM and SRM. This would include an
assessment of options to mitigate existing risks with each approach, along with the costs and estimated timelines for implementation of each approach and recommendation. The monthly and annual costs of the provision of:

II. Enhance ONGOING support and coordination of the existing systems by the Proposer,
III. Justify any ONE-TIME recommended acquisitions that would ensure proper implementation of recommended updating,
upgrading or acquisition of new or enhanced technologies in terms of:

IV. The Proposer's recommended Type (hardware, software, as-aservice, professional service), V. The Proposer's recommended Model Number or
manufacturer/software publisher number 1.2.2.3 Proposer recommended Cost Per Item times Number of items equals Total ONE-TIME costs

6 VI. The Proposer's recommended published Mean-time-BetweenFailure (MTBF) of recommended devices VII. The Proposer's recommended device's estimated Useful Life of a technology asset.

VIII. Describe ON-GOING general management and operation improvements based on the recommendations.

IX. Enhance the Proposer's provision of ONGOING maintenance and troubleshooting of technology challenges the City may confront.

IV. SCOPE OF SERVICES
The City seeks the technical services of a Vendor or Contractor qualified to undertake an analysis of the City's current enterprise architecture and develop a roadmap for the provision of information technology services for the City. Once implemented, City desires, if it chooses to implement the hardware recommendations of Subtasks 1.1 and 1.2, to utilize the continued services of a Vendor or Contractor to provide desktop support and other administrative information technology services. Services to be provided under this Proposal include, but are not necessarily limited to, the following: Initial Enterprise Architecture Assessment - Undertake an enterprise analysis and assessment of the City's current enterprise architecture (EA) that supports its execution of operational strategies.

EA will help the city effectively link operational information, departmental efforts, and technology together to form a more seamless environment -, particularly for a small city like Maywood. The contractor/vendor will compile/update an inventory of all City owned information technology-related assets and provide an assessment and recommendations for updates, upgrades, or enhancements to the EA components.

Task 1: Assess the "As Is" current technology environment of the City of Maywood.  Subtasks 1.1.1 - Creating an enterprise Data Reference Model (DRM) that documents the data fields used in each of the City's applications in the form of tables and field types (alpha, numeric, date, time) portraying each application's data structure. The proposal would identify the current types of DATA utilized by City applications and develop a City Enterprise data dictionary document of all data tables and fields (structure or type, length, definition) used by respective applications to enable the comparisons.
 1.1.2 - Developing a document identifying the current types of APPLICATIONS utilized (by application publisher or as a service provider, version) and operating system/functionality in the form of an Application Reference Model (ARM). Provide an assessment of each application in terms of the currency of version along with recommendations on updates or upgrades of the existing or new applications. The Application Reference Model (ARM) will portray each application's capabilities with respect to how it supports the respective City Department's major functions and/or performance objectives. The ARM should

7 enable the unification of existing City application portfolios of Departments and be used as one of the factors to guide standard desktop configurations by providing a foundation to advance the reuse and standardization of technology and City service components. The proposal will be based on the ARM, recommend standard desktop hardware and application and operating system configurations, the qualitative and quantifiable benefits of standardizations, as well as recommendations of hardware and application and operating system modifications or upgrades or replacements and the cost of implementing these.  1.1.3 - Developing an Infrastructure Reference Model (IRM) that categorizes on-premises or cloud (virtual) infrastructure assets to base opportunities of reducing costs and/or increasing interoperability across City Departments, partners, customers, clients, and citizens. The City will receive an assessment of its current types of INFRASTRUCTURE (the entire collection of hardware, software, networks, data centers, facilities, and related equipment used to develop, test, operate, monitor, manage and/or support information technology services for the City) being utilized as well as recommendations on upgrades and costs for implementing them. Any recommended IRM should identify how the cities would be able to:
a) Improve redundancy in current infrastructure and the importance of redundancy;
b) Maintain currency of the wireless network (both within buildings and with the external use of digital devices);
c) Have cloud adaptive/ready capabilities;
d) Create a scalable network design that can easily expand the number of users, and/or locations or be modified to allow for movement of some server/storage capacity to the cloud;
e) Identify and manage total cost of ownership (TCO) based on comparisons between maintaining the current IRM and a future IRM where cost avoidance (and their dollar amounts) are identified; f) Create a set of standards to base the acquisition of future on; g) Compare and contrast lease versus buy options and a recommended basis for making acquisition decisions.
 1.1.4 - Developing a Security Reference Model (SRM) of the City that classifies or categorizes the security purpose, security risks, and security controls within the City's current applications and infrastructure. The current types of security hardware and software should be assessed in terms of preserving confidentiality (no leakage of sensitive or private information), integrity (risk of unauthorized modification or destruction of information), availability (minimization of denial-of-service risks) as well as providing

8 recommendations for enhancing the City's current Security Reference Model (SRM). The recommended SRM should also address the feasibility, cost, and value-added of:
a) Utilizing Disaster Recovery as a Service (DRaaS). option; b) Utilizing redundant firewalls;
c) Improving current network security ;
d) Providing 2 and 3-factor authentication and identify management enables the City to enforce user authentication, validation, and privileges and reduce the risk of internal and external data breaches e) Integrating End Point Protection and/or Endpoint Security.  1.1.5 - Provide architectural and engineering approaches for reconfiguration of existing City application subscriptions and resources to match the recommended architecture reference models.

1.2 - Recommending to the City a Technology Plan based on the assessment.  Subtasks 1.2.1 - Approaches to City's reference Models. Provide a description providing approaches and recommendations for enhancing the current DRM, ARM, IRM, and SRM. This would include an assessment of options to mitigate existing risks with each approach or recommendation, along with the costs and estimated timelines for implementation of each approach and recommendation.
 1.2.2 - On-Premises to Cloud Transition. Propose an approach or approaches for migrating all applications, databases, and related services from on-premises to the cloud hosting and the identification of any postmigration platform stabilization support strategies for the City to consider along with a cost for 1.2, 1.3, and 1.4 above.
 1.2.3 - Implementation. Provide an estimated implementation timeframe for each EA assessment above, the identification of additional or changes in current devices and applications to achieve recommendations, and identification of quantifiable and qualitative performance metrics to provide a basis for comparing current EA to proposed EA as a means of measuring benefits.
 1.2.4 - Provide an assessment of the City's current hardware portfolio and provide a list of recommended Types of hardware, on-premises software or software-as-a-service, and professional service. ·

9  1.2.5 - Develop a list of recommended hardware (Model Number and manufacturer) and software versions that would improve the City's technology, potential sources, and costs of acquiring and installation.  1.2.6 - Provide the identification - in years - of each of the City's device's estimated Useful Life and Estimated Remaining Useful Life of existing devices within 1 month of the award.
 1.2.7 - If not included in the tasks listed above, the proposal should also address any services required to implement the request of proposal of described in Section 3 & 4 (General Requirements and Scope of Services) including the narrative regarding Task 1 and Task 2.

Task 2: Provide "End User Services" (EUS) such as desktop support, on premise or cloud server administration services, network administration services and network security services as further described in the RFP.

Subtask 2.1.1 - On Premise and/or Cloud Server Administration Services - Manage on premise and/or cloud systems and networks to include complex application, database, messaging, web and other servers and associated hardware, software, communications, operating systems necessary for the quality, security, performance, availability, recoverability, and reliability of the system.

1. Contractor/vendor would:
a) Ensure, monitor and report scheduled preventive maintenance for equipment in a properly and promptly performed manner;
b) Maintain the records on the server equipment and/or server devices; c) Develop, implement, and report operational, administrative, and quality assurance back-up plans and procedural documentation for servers. d) Setup new users and edit or remove existing users on server. e) Provide server performance and capacity management services with reporting when specified thresholds are reached.
f) Undertake continuous configuration management, including changes, upgrades, patches, etc.
g) Maintain the records of the server equipment and/or server devices; h) Support of ALISA MIP Financial software and other specialized applications of the City of Maywood as they relate to the server(s) and associated hardware and/or devices.
i) Manage, monitor and report user logins and security. j) Coordinate server repair and maintenance work with contracted repair vendors and ensure repairs are conducted in an effective and timely fashion.

10 k) Using factors like a) one-time versus on-going costs, b) pricing, c) hoisting, d) software or application maintenance, e) data security, f) time to implement and g) disaster-recovery and back-up, assess the feasibility of migrating the City's current on-premises servers to cloud servers.

Subtask 2.2.1 - Desktop Support - The provision of End-user will provide fully qualified personnel that is timely, friendly, professional, and can perform the required work under the contract resulting from this RFP. Individuals shall be trained on the latest versions and releases of any product required to perform their services before they perform work for the City. The contractor should provide routine support to 22 and over personal computer users, laptops, tablets, and printers. The contractor personnel assigned to the City shall be available during business hours (Monday-Friday, 8:00 a.m. to 5:00 p.m.).

Furthermore, contractor personnel should be available outside of business and provide 24/7 on-call support.

1. Contractor/vendor would:
a) Provide an automated and/or telephonically communicated basic desktop support functions including installing desktops, laptops, tablets, printers, and other devices as well as upgrades and/or updates to applicable applications, software, hardware and operating systems.

2. Describe and provide proposed methods of providing desktop support for:
a) Assessing the current hardware, software, operating system and device driver portfolio to assess the advancing of versions. b) Diagnosing issues that could arise from versions not being current (Proposer will define "currency'' that they use). Identify response rate from the time City request is made to the time that action is undertaken and completed.
c) Setting up, moving or physically installing desktops, laptops, tablets, printers, and other devices. Identify response rate from the time City request is made to the time that action is undertaken and completed.

3. Provide tri-annual configuration of laptops, desktops, tablets or City designated smartphone users for standard applications including applicable firmware, operating and application system updates. In cases where City devices are not functioning, diagnose and correct end user hardware problems and perform advanced troubleshooting. Identify response rate from the time City request is made to the time that action is undertaken and completed.

11 4. Update and maintain at least annually a record (diagram, identification of devices, nodes, locations) of the City's Technical Environment in terms of:
a) Physical Network Layout
b) Logical Network Layout
c) Core Systems
d) Server and Network Applications
e) Network Appliances
f) Workstations (e.g., Desktops, Laptops, Tablets)
g) Software and Desktop Applications

2.2.2 - Network Administration Services - Scope of activity includes primary installation and maintenance of all network equipment; Primary maintenance including regular analysis, routine configuration changes, collaboration with VoIP phone system vendor and other security devices, and;
a) Manage, monitor and report on all City network equipment including switches, firewalls, routers, and other security devices. b) Provide for the primary installation and maintenance of printers, network copiers/scanners, etc.
c) Provide the primary maintenance including regular analysis, routine configuration changes, and installation of patches and upgrades. d) Provide primary maintenance of the external network located at Maywood Park.
e) Provide alert notifications to designated City personnel in the event of network failures or service disruptions.
f) Undertake proactive monitoring of network equipment including bandwidth utilization and other performance indicators reporting when specified thresholds are reached.
g) Undertake network performance and capacity management services, and network troubleshooting.
h) Maintain and keep current network documentation and procedures. i) Provide Planning and Implementation Upgrades and Maintenance Support of Microsoft SharePoint to store, share and manage the agency's digital information.

2.2.3 - Network Security Services – The Contractor would provide maintenance of virus detection programs on City servers, email, and all other computers and laptops including antivirus/antispyware software.
a) Perform security audits as requested and notify City personnel immediately of suspected breaches of security or instruction detection. b) Configure City system to enable remote access in a secure environment and provide remote access administration as requested by designated City personnel.
c) Manage and monitor any proposed security enhancements (e.g., End Point Protection, Firewall, Mobile Device Management, SIEM/Logging,

12 Virtual Private Networks, Intrusion Protection System) identifying the current risk that would be mitigated and the cost of each component. d) Provide a Disaster Recovery as a Service (DRaaS) proposal that uses cloud and on-premises resources to back up vital data and applications, as well as providing system failover to a secondary infrastructure. The DRaaS would replicate the City's production infrastructure and all its processes onto a secondary, or recovery, infrastructure so that you can transition to a backup environment seamlessly, allowing the provision of City services to continue as usual.

2.2.4 - Server Administration Services – The Contractor would manage computer systems and networks to include application, database, messaging, file and print and other servers and associated hardware, Software, communications, operating systems necessary for the quality, security, performance, availability, recoverability, and reliability of the system.
a) Ensure scheduled preventative maintenance for equipment is properly and promptly performed; maintain the maintenance records on the equipment; develop operations, administrative, and quality assurance back-up plans and procedural documentation.
b) Setup new users and edit or remove existing users on server. Monitor server performance and capacity management services.
c) Support of specialized software products as it relates to the server(s) and associated hardware.
d) Management and reporting of user logins and security. e) Coordinate repair and maintenance work, ensuring work is conducted in a timely fashion.

2.2.5 - Technology Planning – Provision of technical leadership for all technology issues. Making recommendations for future purchasing and technology needs. Keeping the City up to date on new technology changes and uses that will enable the City to increase efficiency avoid and/or reduce operational costs. Assist with policy formulation and application.

1. Contractor/vendor would:
a) Provide information engineering, planning, and design services for major system enhancements, including installations and upgrades of new or existing systems supporting the Enterprise Reference Models. b) Monitor, manage and advise the City about major server upgrades, storage system upgrades, redesign of backup systems, etc. c) Provide strategic technical leadership for server technology issues and options to address these issues.
d) Make recommendations for future purchasing and technology needs utilizing the Total Cost of Ownership (TCO) as one basis of comparison for use in the budget formulation that begins in April.

13 e) Undertake Enterprise Architecture (EA) strategic planning, and design session incorporating a preliminary plan and cost for proposed installation/upgrade of core network systems (e.g., major network upgrades, provider changes, Internet protocol (IP) schema redesign, and installation of "core" network devices) etc. for the City to consider. f) Installation, acceptance testing and maintenance of new technology.

As the device portfolio is very small, technology planning based on the vendor/contractor's assessment of the current inventories of hardware, applications/software (subscription and on premise) and operating systems is anticipated to result in cost avoidance.

Reporting: To effectively monitor the status of the proposed services, management level status reports will be prepared monthly, and monthly meetings with the City will be held to review work performed, network availability, help desk ticket summary, security issues and concerns, and long-range planning. The review meetings may be held to discuss service delivery and planning to ensure the IT needs of the City are being met.

Onsite Support: Provide regularly scheduled and dedicated onsite support (8) hrs. per month or provide a recommendation of needed onsite support hours; to address citywide or departmental hardware and software issues. Any additional onsite support may be needed for special or major projects.

End User Training: Provide training for technology as needed. The training would be for software or hardware used in a business setting or new equipment installed. At the request of the City or when a need is identified by the contractor.

Transition/On-Boarding Service: When a firm is selected, to avoid disruption and ensure continuity of the City’s information technology operations, a transition period shall be allowed to orient the incoming firm. It will involve providing relevant materials (e.g., system passwords, server rack keys, etc.) from City staff or the City’s current IT firm.

V. SCHEDULE
Deadlines
Release of Requests for Proposals August 11, 2022
Submittal of Questions August 25, 2022, by 3:00 pm
Response to Questions September 02, 2022, by 5:00 pm
Proposal Due Date September 8, 2022, by 4:00 pm
Proposal Review/Evaluation Week of September 12, 2022

14 Optional Interview (if required) Week of September 19, 2022 Tentative City Council award October 2022
Tentative Start date October 2022
* These dates are anticipated and may change.

VI. LIST OF INTERESTED PROPOSERS
The full content of the RFP is available through the City website at www.cityofmaywood.org. If addendums are necessary, they will be posted onto the previously mentioned websites as well. All respondents interested in proposing on this RFP are encouraged to sign-up on the "List of Interested Proposers" for the project. This list will be used to email any project updates, addendums, changes or responses to written inquires and will be distributed to all interested contractors. To get on the list please email [email protected]. or call, (323) 562-5747.

VII. QUESTIONS
All questions regarding this RFP shall be submitted in writing by email to Miguel Leon [email protected]. The date and time when questions must be submitted are shown in “Section V-Schedule” of this RFP. Questions with their answers will be posted on the City website by the date and time set forth in this RFP.

VIII. SUBMITTAL PROCEDURES
Submittals shall comply with all conditions, requirements and specifications contained herein, with any departure rendering the proposal non-responsive and may serve as grounds for rejection of the proposal at the City’s sole discretion. The submittal shall contain the name of this RFP and Respondents shall provide two (2) copies of the of the proposal (one bound and one unbound), single sided and electronic copy (pdf) on a thumb drive.

All proposal submittals shall be mailed or delivered and received by the City no later than September 08,2022 at 4:00 p.m. addressed as follows:

City of Maywood
City Clerk’s Office
Attention: Shirley Quinones
4319 Slauson Avenue
Maywood, CA 90270
For delivery purposes, the City Clerk’s phone number for the City is (323) 562-5714. In addition to the submission of the hard copies of the proposal, Respondents shall also submit one electronic copy (searchable PDF format) by the same date and time Shirley Quinones and [email protected].

15 IX. SUBMITTAL FORMAT
All Respondents must submit qualifications according to the specifications set forth below.

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Respondent’s demonstrated capability to perform work of this type.

Proposals shall be valid for a minimum of 90 days following submission. Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. The City reserves the right to request additional information that, in the City’s opinion, is necessary to ensure that the Proposer’s competence, qualified employees, business organization and financial resources are adequate for the performance of the services under this RFP.

A. WORK PROPOSAL

1. Cover Letter
I. Provide a cover letter including the Respondent’s name, address and telephone number of the contact person(s) who is authorized to submit the proposal on behalf of the Respondent. The cover letter shall include a brief general statement of intent to perform the services and correspondent that all elements of the RFP have been reviewed and understood. The letter should include a brief description of the Respondent’s Respondent. The letter should be signed by an individual who can bind the Respondent
contractually.

II. There shall be one person from the Respondent identified in the proposal who shall be the Respondent’s designated
representative and who is responsible for the services listed in "Section IV - Scope of Services" of this RFP (“Point of Contact”).

III. If applicable, Respondent shall acknowledge receipt of any addendum to the RFP.

2. Table of Contents
I. Include a table of content identifying the contents of the proposal in a format consistent with the proposal requirements and format set forth herein.

3. Experience and Qualifications
I. Describe the Respondent, its size and organization, the number and location of offices, and general operational structure, as well as its management and key personnel. Provide a description of the Respondent’s Respondent, its size and organization, the number and location of offices and general operational structure.

Include a discussion demonstrating that the Respondent has the resources (financial, equipment, labor and capacity) available to provide services under this RFP from the first day at the start of the work.

II. Provide a summary of Respondents qualification and
experience Information Technology and the following: Microsoft

16 Certified System Engineer (MCSE); Microsoft Certified System Administrator (MCSA); Microsoft Certified Database
Administrator (MCDBA); Microsoft Certified IT Professional - Exchange 2007 (MCITP); Microsoft Certified Technology
Specialist-Exchange 2007 Configuration (MCTS); Cisco
Certified Entry Networking Technician (CCENT); Cisco Certified Network Associate (CCNA); Cisco Certified Design Associate (CCDA); Cisco Certified Security Professional; Cisco IOS Security Specialist; Cisco IPS Specialist. At a minimum, Respondent should have at least three (3) years of consecutive experience.

III. Provide at least three references that received similar services from your Respondent at a minimum over the last five years.

Include name of organization, contact name, telephone number and email address.

IV. Demonstrate the qualifications of all personnel to be assigned to the City, including key personnel, by providing resumes and/or relative experience summaries describing their education, credentials, licensing, training and related experience and their proposed roles for this contract.

V. Provide an organization chart of the proposed team, including a contingency plan should a member of the proposed team be unable to fulfill their responsibilities.

VI. Respondent shall hold the required license(s) to perform the work and provide proof of required license for itself and its personnel.

4. Approach to Scope of Services
I. This section should set forth a comprehensive description of the approach to providing the Scope of Services and should clearly demonstrate an understanding of the City’s requirements, the work to be done and the objectives to be accomplished.

II. Provide a description of the work plan for the services describing how each task under the Scope of Services will be accomplished.

This may be used as an Exhibit for the Scope of Services to the agreement.

III. Provide any other information or tasks that Respondent believes necessary to complete the Scope of Services.

B. COST PROPOSAL

1. Detailed Cost Proposal
I. Respondent shall submit a detailed cost proposal that shall include all tasks required to perform the Scope of Services. The cost proposal shall indicate how the City will be charged for services (i.e., unit, hourly or flat rate basis as appropriate) for the term of the contract, including any extensions. Costs should include all services and materials if any, needed to perform the Scope of Services.

17 II. As it relates to the services under this RFP, if Respondent is proposing to provide the services on an hourly basis, the cost proposal shall identify the hourly rate for the personnel needed to complete the Scope of Services.

III. In addition, Respondent shall also submit the rates/compensation for any “additional services” that Respondent can provide.

X. AGREEMENT FOR PROFESSIONAL SERVICES
The City of Maywood’s Agreement for Professional Services (Attachment 2) is included for review and comment. The Respondent’s submission of a proposal indicates Respondent’s compliance of such terms, unless the proposal indicates that compliance is not possible. Proposed revisions should be addressed in the cover letter, however, the City maintains discretion to accept or reject the Respondent’s request for revisions. The City reserves the right to make any revisions to the proposed professional services agreement.

XI. GENERAL ADMINISTRATIVE INFORMATION
All respondents are advised to become familiar with all conditions, instructions and specifications of this RFP. By submitting a proposal, Respondent represents that it has thoroughly examined and become familiar with the work required under this RFP and that the Respondent has conducted such additional investigation as it deems necessary and convenient (i.e. visiting the locations), that Respondent is capable of providing the equipment, goods and services necessary to furnish landscape maintenance in a manner that meets the City’s objectives in this RFP. Once the contract has been made, a failure to have read the conditions or conduct any investigations of the properties shall not be cause to alter the contract or for Respondent to request additional compensation.

Each Respondent understands and agrees that the City, its departments, its officers, employees or agents are not responsible for:
 Any costs incurred by a Respondent in the preparation, delivery or presentation of a proposal.
 Any costs incurred by a Respondent in meeting the criteria as a result of making or submitting a proposal or subsequently in entering into a formal agreement with the City; and
 Any errors, inaccuracies or misstatements related to the information or data supplied to any contractor by the City. The use of such information or data provided by the City, its officers, employees or agents is intended to be used at the sole discretion and risk of the Respondent in the preparation of a proposal pursuant to this Request for Proposals only.

The selected Respondent shall comply with any and all Federal and State laws applicable to the services. All proposals submitted to the City of Maywood in response to this RFP shall become the property of the City and will not be returned and such proposals, after the agreement is awarded, are subject to the California Public Records Act.

18 The City reserves the right to accept, reject, modify or cancel in whole or in part, this RFP.

The City reserves the right to accept or reject any or all proposals, negotiate modifications to proposals that it deems acceptable, to request and consider additional information from any proposer, and to waive irregularities and technical defects in the proposal process, all in its sole discretion. The City has no obligation, express or implied, to make an award.

The City may reject proposals from Respondents who cannot satisfactorily provide the experience and qualifications required by this RFP and/or provides the scope of services required herein. The City reserves the right to seek new proposals when it determines that it is in the best interest to do so.

XII. SUBMITTAL DUE DATE
The submittal package must be received prior to the submittal date specified in "Section V - Schedule" of this RFP. Respondents mailing a proposal must allow sufficient delivery time to ensure timely receipt of the proposal by the date and time specified. Submittals arriving after the deadline will not be considered.

XIII. SELECTION PROCESS
All proposals timely received shall be reviewed to verify that the proposal meets the minimum requirements and qualifications. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the professional services agreement, may be eliminated from further consideration at the discretion of the City. Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Maywood personnel.

The City will be the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP. The City’s final selection will not be dictated on any single factor or criteria including price. The City reserves the right to award the contract(s) in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion, notwithstanding the criteria set forth herein, including negotiating with one or more of the Respondents for the same services.

City will evaluate the proposals provided in response to this RFP based on the following criteria:

1. The City will evaluate Respondents based on meeting all of the City’s requirements and who offers the most advantageous combination of cost and high-quality service. In addition to cost, however, the City will consider the quality of services proposed, the financial qualification of, and the work experience of the proposer in determining the best value to the City.

2. Other criteria shall include, but not be limited to:

I. Quality and completeness of proposal
II. Qualifications and experience of proposer, including experience and qualifications of key personnel and staff

19 III. Similar experience and expertise in the type of work required, with the City or with other public agencies
IV. Demonstrated understanding of the scope of services requested as well as capacity of respondent
V. References
VI. Financial stability of proposer
VII. Cost to the City
VIII. Oral interviews, if applicable.

IX. Any other factors determined by the City to be relevant to the performance of these services.

XIV. AUTHORITY TO WITHDRAW
The City of Maywood reserves the right to withdraw this Request for Proposals without prior notice. The City of Maywood makes no representation that any agreement will be awarded to any Respondent as a result of having responded to this request. All proposals submitted to the City of Maywood in response to this RFP shall become the property of the City and will not be returned.

XV. AWARD OF CONTRACT
Based on the outcome of the evaluation committee’s evaluation of the proposals, a recommendation will be submitted to the City Council for consideration of award. An award of a contract occurs when the contract is approved by the Maywood City Council.

Selection of a respondent with whom the City enters into contract negotiations with or a recommendation of an award by the evaluation committee or any other party, does not constitute an award of a contract. The contract shall be in accordance with the attached Agreement.

XVI. ATTACHMENTS
Attachment 1. Form Professional Services Agreement

ATTACHMENT 1
Form Professional Services Agreement

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Agreement”) is dated (“Effective Date”) and is between the City of Maywood, a California municipal corporation (“City”) and _____________ (“Consultant”). City and Consultant are sometimes referred to herein as the “Parties”, and individually as a “Party”.

RECITALS
A. City desires to utilize the services of Consultant as an independent Consultant to perform ____________________________________.

B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

C. City desires to retain Consultant and Consultant desires to serve City to perform these services in accordance with the terms and conditions of this Agreement.

The Parties therefore agree as follows:

1. Consultant’s Services.

A. Scope of Services. Consultant shall perform the services described in the Scope of Services (the “Services”), attached as Exhibit A. City may request, in writing, changes in the Scope of Services to be performed. Any changes mutually agreed upon by the Parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.

B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or such other person designated in writing by the City Manager (the “City Representative”). For the purposes of this Agreement, the Consultant Representative shall be ________________(the “Consultant Representative”). The Consultant Representative shall directly manage Consultant’s Services under this Agreement. Consultant shall not change the Consultant Representative without City’s prior written consent.

C. Time for Performance. Consultant shall commence the Services on the Effective Date and shall perform all Services by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.

D. Standard of Performance. Consultant shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.

E. Personnel. Consultant has, or will secure at its own expense, all personnel required to perform the Services required under this Agreement. All of the Services required under this Agreement shall be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such Services.

F. Compliance with Laws. Consultant shall comply with all applicable federal, state and local laws, ordinances, codes, regulations and requirements.

G. Permits and Licenses. Consultant shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of Services under this Agreement, including a business license.

2. Term of Agreement. The term of this Agreement shall be from the Effective Date through _________________, unless sooner terminated as provided in Section 12 of this Agreement or extended.

3. Compensation.

A. Compensation. As full compensation for Scope of Services satisfactorily rendered, City agrees to compensate Consultant, and Consultant agrees to accept in full satisfaction for the services required by this Agreement, __________________, as more particularly described in Exhibit B (“Compensation”). Said Compensation shall constitute reimbursement of Consultant’s fee for the services as well as the actual cost of any staff time, other direct or indirect costs or fees, including the work of employees, consultants and subcontractors, equipment, materials, and supplies necessary to provide the service (including all labor, materials, delivery, tax, assembly, and installation, as applicable). In no event shall the Consultant be paid more than $___________, which includes expenses and additional services (if any) during the term of this Agreement (“Maximum Compensation”).

B. Expenses. The City will not reimburse Consultant for any expenses, unless expenses are agreed upon in advance in writing by both parties and/or set forth in Exhibit B.

C. Unauthorized Services and Expenses. City will not pay for any services not specified in the Scope of Services, unless the City Council or the City Representative, if applicable, and the Consultant Representative authorize such services in writing prior to Consultant’s performance of those services or incurrence of additional expenses. Any additional services or expenses authorized by the City Council or the City Representative shall be compensated at the rates set forth in Exhibit B, or, if not specified, at a rate mutually agreed to by the Parties. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.

4. Method of Payment.

A. Invoices. Consultant shall submit to City an invoice, on a monthly basis, for the Services performed pursuant to this Agreement. Each invoice shall itemize the Services rendered during the billing period, hourly rates charged, if applicable, and the amount due. City shall review each invoice and notify Consultant in writing within ten Business days of receipt of any disputed invoice amounts.

B. Payment. City shall pay all undisputed invoice amounts within 30 calendar days after receipt up to the Maximum Compensation set forth in Section 3 of this Agreement or within such other reasonable time dependent on the City’s warrant run procedures. City does not pay interest on past due amounts. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Consultant. Notwithstanding the preceding sentence, if Consultant is a nonresident of California, City will withhold the amount required by the Franchise Tax Board pursuant to Revenue and Taxation Code Section 18662 and applicable regulations.

C. Audit of Records. Consultant shall make all records, invoices, time cards, cost control sheets and other records maintained by Consultant in connection with this Agreement available during Consultant’s regular working hours to City for review and audit by City.

5. Independent Consultant. Consultant is, and shall at all times remain as to City, a wholly independent Consultant. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City.

6. Information and Documents.

A. Consultant covenants that all data, reports, documents, discussion, or other information (collectively “Data”) developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed or released by Consultant without prior written authorization by City. City shall grant such authorization if applicable law requires disclosure. Consultant, its officers, employees, agents, or subconsultants shall not without written authorization from the City Manager or unless requested in writing by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary,” provided Consultant gives City notice of such court order or subpoena.

B. Consultant shall promptly notify City should Consultant, its officers, employees, agents or subconsultants 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 thereunder or with respect to any project or

property located within the City. City may, but has no obligation to, represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct or rewrite the response.

C. All Data required to be furnished to City in connection with this Agreement shall become City’s property, and City may use all or any portion of the Data submitted by Consultant as City deems appropriate. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the Services, surveys, notes, and other documents prepared in the course of providing the Services shall become City’s sole property and may be used, reused or otherwise disposed of by City without Consultant’s permission. Consultant may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Consultant.

D. Consultant’s covenants under this Section shall survive the expiration or termination of this Agreement.

7. Conflicts of Interest. Consultant and its officers, employees, associates and subconsultants, if any, shall comply with all conflict of interest statutes of the State of California applicable to Consultant’s Services under this Agreement, including the Political Reform Act (Gov. Code § 81000, et seq.) and Government Code Section 1090.

During the term of this Agreement, Consultant may perform similar Services for other clients, but Consultant and its officers, employees, associates and subconsultants shall not, without the City Representative’s prior written approval, perform work for another person or entity for whom Consultant is not currently performing work that would require Consultant or one of its officers, employees, associates or subconsultants to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant shall incorporate a clause substantially similar to this Section into any subcontract that Consultant executes in connection with the performance of this Agreement.

8. Indemnification, Hold Harmless, and Duty to Defend.

A. Indemnities.
1) To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent Consultants in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants,

attorneys, or other professionals and all costs associated therewith and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant, its officers, agents, servants, employees, subconsultants, materialmen, consultants or their officers, agents, servants or employees (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties.

Consultant shall defend the Indemnitees in any action or actions filed in connection with any Liabilities with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith. 2) Consultant shall pay all required taxes on amounts paid to Consultant under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent Consultant relationship created by this Agreement. Consultant shall fully comply with the workers’ compensation law regarding Consultant and Consultant’s employees. Consultant shall indemnify and hold City harmless from any failure of Consultant to comply with applicable workers’ compensation laws. City may offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this subparagraph A.2). 3) Consultant shall obtain executed indemnity agreements with provisions identical to those in this Section from each and every subconsultant or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. If Consultant fails to obtain such indemnity obligations, Consultant shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant’s subconsultant, its officers, agents, servants, employees, subconsultants, materialmen, consultants or their officers, agents, servants or employees (or any entity or individual that Consultant’s subconsultant shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties.

B. Workers’ Compensation Acts not Limiting. Consultant’s indemnifications and obligations under this Section, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.

C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liabilities, tax, assessment, penalty or interest asserted against City.

D. Survival of Terms. Consultant’s indemnifications and obligations under this Section shall survive the expiration or termination of this Agreement.

9. Insurance.

A. Minimum Scope and Limits of Insurance. Consultant shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of $1,000,000.00 per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of $1,000,000.00 per project or location. If Consultant is a limited liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of $1,000,000.00 per accident for bodily injury and property damage. If Consultant does not use any owned, non-owned or hired vehicles in the performance of Services under this Agreement, Consultant shall provide insurance in the amount required by California law.
3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of $1,000,000.00 per accident for bodily injury or disease. If Consultant has no employees while performing Services under this Agreement, workers’ compensation policy is not required, but Consultant shall execute a declaration that it has no employees.

B. Acceptability of Insurers. The insurance policies required under this Section shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide or such other rating as approved by the City Manager. Self insurance shall not be considered to comply with the insurance requirements under this Section.

C. Additional Insured. The general liability policy shall contain an endorsement naming City and its elected and appointed officials, officers, employees, agents and volunteers as additional insureds. This provision shall also apply to any excess/umbrella liability policies.

D. Primary and Non-Contributing. The insurance policies required under this Section shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its elected and appointed officials, officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.

E. Consultant’s Waiver of Subrogation. The insurance policies required under this Section shall not prohibit Consultant and Consultant’s employees, agents or subconsultants from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against City.

F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by City. At City’s option, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond guaranteeing payment of losses and expenses.

G. Cancellations or Modifications to Coverage. Consultant shall not cancel, reduce or otherwise modify the insurance policies required by this Section during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail 30 days’ prior written notice to City. If any insurance policy required under this Section is canceled or reduced in coverage or limits, Consultant shall, within two Business Days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.

H. City Remedy for Noncompliance. If Consultant does not maintain the policies of insurance required under this Section in full force and effect during the term of this Agreement, or in the event any of Consultant’s policies do not comply with the requirements under this Section, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Consultant’s expense, the premium thereon.

Consultant shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Consultant.

I. Evidence of Insurance. Prior to the performance of Services under this Agreement, Consultant shall furnish City’s Risk Manager or such other official designed by the City Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section. The endorsements are subject to City’s approval. Consultant may provide complete, certified copies of all required insurance policies to City. Consultant shall maintain current endorsements on file with City’s Risk Manager. Consultant shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage.

Consultant shall furnish such proof at least two weeks prior to the expiration of the coverages.

J. Indemnity Requirements not Limiting. Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duty to indemnify City under Section 8 of this Agreement.

K. SubConsultant Insurance Requirements. Consultant shall require each of its subconsultants that perform Services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section.

10. Mutual Cooperation.

A. City’s Cooperation. City shall provide Consultant with all pertinent Data, documents and other requested information as is reasonably available for Consultant’s proper performance of the Services required under this Agreement.

B. Consultant’s Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance of Services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires.

11. Records and Inspections. Consultant shall maintain complete and accurate records with respect to time, costs, expenses, receipts, correspondence, and other such information required by City that relate to the performance of the Services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to City, its designees and representatives at reasonable times, and shall allow City to examine and audit the books and records, to make transcripts therefrom as necessary, and to inspect all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three years after receipt of final payment.

12. Termination of Agreement.

A. Right to Terminate. City may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to Consultant at least ten calendar days before the termination is to be effective. Consultant may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least 60 calendar days before the termination is to be effective.

B. Obligations upon Termination. Consultant shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. In the event of City’s termination of this Agreement due to no fault or failure of performance by Consultant, City shall pay Consultant based on the percentage of work satisfactorily performed up to the effective date of termination. In no event shall Consultant be entitled to receive more than the amount that would be paid to Consultant for the full performance of the Services required by this Agreement. Consultant shall have no other claim against City by reason of such termination, including any claim for compensation.

13. Force Majeure. Consultant shall not be liable for any failure to perform its obligations under this Agreement if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to acts of God, embargoes, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Consultant’s reasonable control and not due to any act by Consultant.

14. Default.

A. Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default.

B. In addition to the right to terminate pursuant to Section 12, if the City Manager determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, City shall serve Consultant with written notice of the default. Consultant shall have ten calendar days after service upon it of the notice in which to cure the default by rendering a satisfactory performance. In the event that Consultant fails to cure its default within such period of time, City may, notwithstanding any other provision of this Agreement, terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

15. Notices. Any notice, consent, request, demand, bill, invoice, report or other communication required or permitted under this Agreement shall be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by courier service during Consultant’s and City’s regular business hours, or (c) three Business Days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the Party to be notified as set forth below:

If to City: If to Consultant:

Attn: City Manager _________________
City of Maywood _________________
4319 East Slauson Avenue _________________
Maywood, California 90270 _________________

16. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Consultant shall not discriminate against any employee, subconsultant or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. Consultant will take affirmative action to ensure that subconsultants and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender

identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.

17. Prohibition of Assignment and Delegation. Consultant shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Consultant from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.

18. No Third Party Beneficiaries Intended. This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.

19. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the Party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.

20. Final Payment Acceptance Constitutes Release. The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished or relating to Consultant’s work or services. Acceptance of payment shall be any negotiation of City’s check or the failure to make a written extra compensation claim within ten calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, subconsultants and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Consultant, its employees, subconsultants and agents.

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

22. Non-Appropriation of Funds. Payments to be made to Consultant by City for services performed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Consultant’s services beyond the current fiscal year, this Agreement shall cover payment for Consultant’s services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.

23. Exhibits. Exhibits A and B constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, or between a provision of this Agreement and a provision of Consultant’s proposal, the provisions of this Agreement shall control.

24. Entire Agreement and Modification of Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the Parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the Parties. No Party has been induced to enter into this Agreement by, nor is any Party relying on, any representation or warranty except those expressly set forth in this Agreement. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by both Parties.

25. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the Parties to this Agreement.

26. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.

27. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement.

28. Business Days. “Business days” means days Maywood City Hall is open for business.

29. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the Parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a superior court with geographic jurisdiction over the City of Maywood.

30. Attorneys’ Fees. In any litigation or other proceeding by which a Party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing Party shall be entitled to recover all attorneys’ fees, experts’ fees, and other costs actually incurred in connection with such litigation or other proceeding, in addition to all other relief to which that Party may be entitled.

31. Severability. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.

32. Counterparts. This Agreement may be executed in multiple counterparts, all of which shall be deemed an original, and all of which will constitute one and the same instrument.

33. Corporate Authority. Each person executing this Agreement on behalf of his or her Party warrants that he or she is duly authorized to execute this Agreement on behalf of that Party and that by such execution, that Party is formally bound to the provisions of this Agreement.
[SIGNATURE PAGE FOLLOWS]

The Parties, through their duly authorized representatives are signing this Agreement on the date stated in the introductory clause.

City:

City of Maywood,
a California municipal corporation
By:

Mayor of the City of Maywood
ATTEST:

By:

City Clerk
APPROVED AS TO FORM:

By:

City Attorney
Consultant:
_________________________
By:

Name: ___________________
Title: ____________________

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 8.

DATE: August 10, 2022
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: MIGUEL LEON, ADMINISTRATIVE ANALYST
SUBJECT: AUTHORIZATION OF CITY’S PARTICIPATION IN THE LOS ANGELES REGION – IMAGERY ACQUISITION CONSORTIUM 7 (LARIAC7) PROJECT
RECOMMENDATION:

It is recommended that the City Council approve the City's participation in the Los Angeles Region Imagery Acquisition Consortium (LARIAC7) Project and authorize the City Manager to execute an agreement between the City of Maywood and the County of Los Angeles for participation in the LARIAC7 Project in the amount not to exceed that determined by the County.

BACKGROUND:

Aerial imagery is an indispensable tool for topographical mapping and the interpretation of places, objects, and features. The remote sensing method collects vital information that can be used for land use, agricultural management, forestry, conservation, urban planning and more. Combining geospatial technology with highresolution, frequently updated aerial imagery unlocks the power of "geospatial awareness". A good analogy is the difference between playing old movies on your TV versus a BlueRay on the same TV. Adding highresolution imagery to Geographical Information System (GIS) tools - automated mapping - is like adding improved color and detail from the BlueRay. When you add high-resolution imagery that is up to date and frequently updated, you can get so much more out of the GIS tools at your disposal.

The Los Angeles Region Imagery Acquisition Consortium (LARIAC), established in 2005 and led by the County of Los Angeles, is a cooperative data acquisition program. It allows local governments to take advantage of high-definition digital imagery data products. The cooperative Consortium model delivers access to the costeffectiveness of digital aerial data, including imagery and elevation data. The Los Angeles Consortium project acquires new aerial imagery throughout a three-year cycle for the continual update of the imagery.

LARIAC is in its seventh cycle (LARIAC7) of digital aerial data acquisition, scheduled to begin initial data capture in early 2023 with delivery by December 2023. Several agencies such as municipalities, county departments, and local, state, and federal have participated and benefited from its substantial cost savings.

The program aims to group funds by substantially decreasing the cost of performing the aerial imagery by sharing the procurement and processing cost. The total cost is determined by the participating agency's jurisdictional size and its population.

On February 25, 2022, the City of Maywood submitted a letter of intent to participate in the LARIAC7. The letter is not a contract to purchase LARIAC7 but merely a planning tool for the City of Maywood staff to calculate and specify the totality of agencies anticipating participation and a plan for pricing that allocates costs

across all the involved agencies.

DISCUSSION:

Aerial imagery is highly essential for the City to exercise sound judgment concerning the usage of new maps/layers in GIS, systems, asset management, designing, and project planning throughout different City departments for various needs. Aerial imagery assists in continual changes in disaster planning/responses, community outreach, economic development, and geography throughout the City. It supports the visualizing of project construction, operations, and preparation of rendering and grant applications beforehand.

One of the key benefits of LARIAC is cost sharing, which lowers or mitigates costs as more cities and agencies participate. Cost savings are passed back to participants in the form of additional data products, more frequent image capture, and maintaining the price point over time. The more participants join, the lower the cost.

The cost savings achieved through the (LARIAC7) project will deliver highly accurate orthogonal and oblique imagery with color infrared and derived data, including building outlines. As a participant in the project, the City will obtain the following products:
 High-resolution and accurate orthogonal/oblique imagery with color infrared  High-resolution color digital aerial photography
 LIDAR digital terrain data
 Building representations (outlines)
 And high-resolution image acquisition throughout the three-year cycle In early 2023, the Consortium plans to initiate its seventh (LARIAC) cycle (LARIAC7), with delivery by December 2023. The total cost to the City for the (LARIAC7) will not exceed $21,364.00. Staff highly encourages the approval agreement with Los Angeles County for the (LARIAC7) project.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

The estimated total cost for the (LARIAC7) project data are:
 A - $10,682 Fund 100 - General Fund and
 B - $10,682 Fund 212 - Gas Tax - 2103, 2105, 2107, 2106, 2107.5 Fund for a total of  C - $21,364.00.

There are sufficient funds available in the Current Fiscal Year budget in the General Fund (100) and Gas Tax - 2103, 2105, 2107, 2106, 2107.5 Fund (212) within Department 410 - General Government Administration. .

F.Y. 22-23 Impact:
$21,364.00
Current F.Y. Budget:

Fund Impacted: Fund 100 @ $10,682 and
Fund 212 @ $10,682 respectively
Budget adjustment requested:

Source of funds: 410 - General
Government Administration
Updated Account Budget: Not
applicable
Account Number: 6115 -
Contractual Services
For fiscal year:

ATTACHMENT(S)

1. LARIAC7 - City of Maywood

SELWYN HOLLINS
County of Los Angeles

INTERNAL SERVICES DEPARTMENT
9150 Imperial Hwy.

Downey, California 90242
Telephone: (323) 267-2103
Director “To enrich lives through effective and caring service” FAX: (323) 264-7135
February 15, 2022
Jennifer E. Vasquez
City Manager
City of Maywood
Dear Jennifer E. Vasquez,
LOS ANGELES REGION IMAGERY ACQUISITION CONSORTIUM (LARIAC7) Established in 2005, the Los Angeles Region Imagery Acquisition Consortium (LARIAC) has delivered highly accurate digital aerial imagery and elevation datasets to participants at substantial cost savings and has become a national model for collaborative data acquisition.

LARIAC participants have included 52 cities, 27 County departments, 16 local, state, and federal agencies, and seven educational institutions.

To ensure the currency of the aerial imagery, we are working with consortia members to plan and initiate the next LARIAC cycle – LARIAC7. This document describes LARIAC, highlights its benefits, provides a status update, and discusses the proposed scope, schedule, and cost.

Your total portion of the cost of LARIAC7 will be $21,364.

To conserve paper, we will also E-mail a digital copy of this letter and Participant Agreement to current LARIAC participants. These participants are listed on Attachment I. Payments are traditionally invoiced in two equal installments in year one (Spring 2023) and two (Spring 2024) of the cycle.

LARIAC BACKGROUND
LARIAC is a consortium of the County of Los Angeles, in partnership with cities and agencies, which collaboratively acquires valuable digital aerial data, including imagery and elevation data.

Leveraging the combined buying power of the member agencies, LARIAC reduces costs, enabled participants to acquire more data than would be possible individually and provides consistent and comparable data over time.

The LARIAC Website (https://lariac-lacounty.hub.arcgis.com/) provides comprehensive information about the project, including detailed data descriptions and samples, product guides, documentation, and agreements.

LARIAC7
February 15, 2022

LARIAC7
LARIAC is in its seventh cycle (LARIAC7) of digital aerial data acquisition, scheduled to begin initial data capture in early 2023 with delivery by December 2023. Attachment II shows various LARIAC data acquisitions.

LARIAC7 will update its highly accurate orthogonal and oblique imagery with color infrared, as well as derived data including building outlines. LiDAR-based elevation data and derived products, last acquired in 2016 as part of LARIAC4, will also be included in LARIAC7. The benefits of LARIAC program and its products are listed on Attachment III.

Additional products will be finalized in the coming months. These may include additional high resolution image acquisitions throughout the three-year cycle, 3D mesh, additional derived GIS data products and/or street-level imagery and derived products. Additional details on LARIAC7 product list can be found in Attachment IV.

LARIAC7 PARTICIPATION
We look forward to your participation in LARIAC7. If your organization would like to join LARIAC7, please complete, sign, and return the attached “Letter of Intent” on your business letterhead. We recognize this Letter of Intent may be subject to final approval by your City Council or authorizing Board of Directors. We would appreciate receiving your letter of intent by April 15, 2022.

When available, please confirm your city/agency’s commitment to participating in funding LARIAC7, please complete and return the attached “Participant Agreement,” authorizing the County to invoice your city/agency for the initial payment, which will be one half of the total amount.

Please return either the signed “Letter of Intent” or “Participant Agreement” as a digitally signed document via email (preferred) to Steve Steinberg [email protected] and An Dang [email protected] or in hard copy by mail to
Attention: Steven Steinberg
County of Los Angeles
Internal Services Department
Mailstop #3
9150 Imperial Highway
Downey, CA 90242

LARIAC7
February 15, 2022

If you have any questions, please contact one of us below:

LARIAC Project Director LARIAC Project Manager
Steven Steinberg An Dang
(562) 392-7126 (562) 955-3916
[email protected] [email protected]
Sincerely,
Steven J. Steinberg, Ph.D., MPA, GISP
Geographic Information Officer (GIO)
County of Los Angeles
Attachments (6)

LARIAC7
February 15, 2022

ATTACHMENT I

LARIAC PARTICIPANTS
LARIAC1 LARIAC2 LARIAC3 LARIAC4 LARIAC5 LARIAC6
Cities
City of Agoura Hills X X X
City of Arcadia X X X
City of Azusa X X X X X
City of Bellflower X
City of Beverly Hills X X X X X X
City of Burbank X X X X X X
City of Carson X X X X X
City of Cerritos X X X X
City of Claremont X X X X X
City of Covina X X X
City of Culver City X X X X X X
City of Diamond Bar X X
City of Downey X X X X X
City of Duarte X
City of El Monte X
City of El Segundo X X X X X X
City of Gardena X X
City of Glendale X X X X X X
City of Hermosa Beach X X X X X X
City of Industry X X X X X X
City of Inglewood X X X X X X
City of Irwindale X X
City of La Canada Flintridge X X X X X X
City of La Habra Heights X X
City of Lakewood X X X X X X
City of Lancaster X X
City of Long Beach X X X
City of Los Angeles X X X X X X
City of Malibu X X
City of Manhattan Beach X X X X X X
City of Monrovia X
City of Monterey Park X X X
City of Norwalk X
City of Palmdale X
City of Palos Verdes Estates X X
City of Pasadena X X X X X X
City of Pico Rivera X
City of Rancho Palos Verdes X X X
City of Redondo Beach X X X X X
City of San Dimas X X X X
City of San Fernando X X
City of Santa Clarita X X X X X X
City of Santa Fe Springs X X X X
City of Santa Monica X X X X X X

LARIAC7
February 15, 2022

City of Signal HillXXX
City of South El MonteXX
City of South PasadenaX
City of Temple CityXX
City of TorranceXXXXXX
City of West CovinaX
City of West HollywoodXXX
City of Westlake VillageXXX
City of WhittierXXXXXX
County Departments
Agricultural Commission/Weights
and Measures
XXXXXX
Animal Care & ControlXXXXX
Arts CommissionXX
AssessorXXXXXX
Auditor ControllerXX
Beaches & HarborsXXXXXX
Board of Supervisors Executive
Office
XX
Chief Executive Office/Office of
Emergency Management
XXXXXX
Child Support ServicesXX
Children & Family ServicesXXXXX
Consumer AffairsXX
CoronerXX
FireXXXXX
Health ServicesXXXXXX
Internal Services DepartmentXXXXXX
LibraryXXXXX
Mental HealthXXXXX
Parks & RecreationXXXXXX
ProbationXXXXX
Public HealthXXXXXX
Public Social ServicesXXXXX
Public WorksXXXXXX
Regional PlanningXXXXXX
Registrar-Recorder/County ClerkXXXXXX
SheriffXXXXX
Treasurer and Tax CollectorXX
Workforce, Development, Aging,
and Community Services
XXXXX
Local, State, and Federal Agencies
Alameda Corridor Transportation
Authority
X
Amigos de Los RiosX
California Department of
Transportation
XXX
Catalina Island ConservancyXXXXXX
Los Angeles Air Force BaseXX
Los Angeles County Metropolitan
Transit Authority (MTA)
XX
Los Angeles County Sanitation
District No. 2
XXXXX

LARIAC7
February 15, 2022

Los Angeles Region Gang
Information Network (LARGIN)
XX
Port of Los AngelesXXXXXX
Port of Long BeachXX
Santa Catalina Island ConservancyXXXX
Santa Clarita Valley Water AgencyXX
Southern California Association of
Governments
X
Southern California Edison
(Catalina Island)
XX
US Geological SurveyXXX
US National GuardXX
Water Replenishment District of
Southern California
XXX
Educational Institutions
Palos Verdes on the NETX
California State University, Channel
Islands
X
California State Polytechnical
University, Pomona
XX
California State University, Long
Beach
XXXXXX
California State University, Los
Angeles
X
California State University,
Northridge
X
Claremont University ConsortiumX
Rio Hondo Community CollegeX
Loyola Marymount UniversityX
University of Southern CaliforniaXXX
University of California at Los
Angeles
XXXXX

LARIAC7
February 15, 2022

ATTACHMENT II

LARIAC DATA ACQUISITIONS
Data 2006
(L1)
2008
(L2)
2011
(L3)
2014
(L4)
2017
(L5)
2020
(L6)
2023
(L7)
Orthogonal Imagery (4-inch) X
(including
Infrared)
X X X
(including
2012 and
2103 1-foot
imagery)
X
(including
Infrared
imagery
and
multiple
acquisitions
per year)
X
(including
Infrared
imagery in
2020 and
multiple
acquisitions
per year
through
2022)
X
(including
Infrared
imagery in
2023 and
multiple
acquisitions
per year
through
2025)
Oblique Imagery X X X X X X X
Building Outlines X
(400 sq
ft)
X
(400 sq ft)
X
(300 sq ft)
X
(300 sq ft)
X
(300 sq ft)
Elevation Data X X X
Derived Data (tree canopy,
solar insolation, slop,
hillshade, height model, land
cover, etc.)

X X X X

LARIAC7
February 15, 2022

ATTACHMENT III

DIGITAL AERIAL IMAGERY AND ELEVATION BENEFITS
Digital aerial imagery and elevation data provide valuable support for decision making within agencies, as well as cost savings for operations. High quality image data enables staff to make virtual site visits that improves and may replace field work, reducing information collection costs. Some examples include:
 Public Safety: Fire and Police personnel can plan for and “see” the location of incidents and addresses, improving dispatch, crime analysis, incident response, and officer safety.
 Public Works: Reduces the need for field visits, supports traffic and pavement management, storm drain and flood protection, and enhances project planning and infrastructure management.
 Planning: Improves code enforcement, site plan review, and understanding impacts of new projects.
 Economic Development: Improves outreach to businesses by providing detailed site information for potential developments and surrounding areas.  Disaster Planning and Response: Improves planning and response before, during, and after disasters, providing a foundation for a Common Operating Picture.  Community Outreach: Improves communication with residents by providing a picture of the area of discussion, increasing citizen engagement.  Operational Efficiency: A consistent view of a city or agency supports collaboration, integration, and efficiency to lower operational costs.

LARIAC BENEFITS
High resolution data provided through LARIAC data offers key benefits when compared to aerial imagery from online providers (“free mapping websites” like Google or Bing), and off-theshelf vendors. These include:
 Enhanced resolution (4-inch rather than 1-foot) shows greater detail and provides more information (you can see manhole covers and road striping);  Unparalleled accuracy (+/- 2-feet accuracy) ensures information captured from the imagery is in the right location, supporting facilities management, planning, and operations;
 Breadth of products (orthogonal and oblique imagery, building footprints, and elevation data) to support of city or agency’s business needs;
 Multiple access methods, including desktop, handheld, and mobile, as well as local and remotely hosted solutions to eliminate agency hardware and software costs;  Variety of formats and compressed formats to enable use within existing applications in the field;
 Access to historical data from previous LARIAC image acquisitions to assess change over time; and

LARIAC7
February 15, 2022

 Complete control of LARIAC data products, including availability for use by your contractors. LARIAC participation allows for data use and deployment across your entire agency in all applications, from planning to emergency services to public works.

One of the key benefits of LARIAC is cost sharing, provides members a suite of high quality deliverables at lower cost per member as more cities and agencies participate. Cost savings are passed back to participants in the form of additional data products, more frequent image capture and maintaining the price point over time.

To date, 102 cities, County departments, agencies, and educational institutions have benefited from these cost savings. These entities are listed in Attachment I. We invite you to contact these participants to learn more about their use and benefit from the LARIAC.

LARIAC7
February 15, 2022

ATTACHMENT IV
LARIAC7 PRODUCT LIST
Orthogonal Imagery
 4-band orthogonal imagery (including color infrared) at 4-inch or better resolution in the urban areas, and 9-inch or better in the National Forest.  Multiple formats (TIFF, JPEG2000, and compressed ECW).

Oblique Imagery
 3-band color oblique imagery at 4-inch resolution.
 Online hosted access for desktop and mobile devices.

Building Outlines
 Building outlines updated for all buildings over 300 square feet.

Digital Terrain Data
 LIDAR point cloud including all elevation data (QL1 or better).  Digital Terrain Model (DTM) – bare earth data derived from LIDAR.  Digital Surface Model (DSM) - building and tree tops derived from LIDAR.  Digital Elevation Model (DEM) – bare earth data optimized for processing.  1-foot contours for urban areas, and 2-feet contours for the National Forest.

Additional Data Product(s) as Feasible
 Additional high resolution image acquisitions throughout the three-year cycle.  Normalized Difference Vegetation Index (NDVI).
 Solar Model.
 Raster Tree Canopy Model.
 Raster Building data Model.
 Hillshade.
 Slope.
 Raster Height Model.
 3D mesh.
 Street-level imagery and derived products.
 Other additional derived GIS data products.

Hosted Solution
 EagleView CONNECTExplorer and CONNECT Products (e.g. EagleView for ESRI Web AppBuilder, Integrated Pictometry Application).
 Image services provided as WMS, WMTS, TMS, and Esri REST.

GIS Viewer Access
 Enhanced access to the LARIAC data, current parcel information, other County GIS data, and mapping and GIS tools through the County’s GIS Viewer.

LARIAC7
February 15, 2022

ATTACHMENT V

SAMPLE LETTER OF INTENT

LARIAC7
February 15, 2022

ATTACHMENT VI

PARTICIPANT AGREEMENT BY AND BETWEEN THE

COUNTY OF LOS ANGELES

AND PARTICIPATING ENTITIES FOR THE
LOS ANGELES REGION – IMAGERY ACQUISITION CONSORTIUM 7
("LARIAC7") PROJECT
Page | 1

PARTICIPANT AGREEMENT BY AND BETWEEN THE COUNTY OF LOS ANGELES

AND PARTICIPATING ENTITIES FOR THE
LOS ANGELES REGION – IMAGERY ACQUISITION CONSORTIUM 7 ("LARIAC7") PROJECT This Participant Agreement (Agreement) is made and entered into by and between the County of Los Angeles (County), a political subdivision of the State of California, and City of Maywood, a California city, special district, agency, or educational institution. Each individual city, district, educational institution, or agency is referred to herein individually as a “Participating Entity” and collectively as the “Participating Entities”. The County and the Participating Entities are hereinafter referred to collectively as the “Parties” and each individually as a "Party".

A. WHEREAS, County has planned to acquire new digital orthogonal and oblique aerial imagery in the winter of 2023 Project;
B. WHEREAS, County has become aware that various Participating Entities have similar projects currently underway or plans to undertake similar projects in the near future; C. WHEREAS, in order to avoid the duplication of efforts and costs by the Parties, the Parties desire to pool their resources to collectively undertake the Project; and D. WHEREAS, the Parties intend to participate in the Project upon the terms and conditions set forth herein below.

NOW, THEREFORE, in consideration of the mutual covenants herein set forth and the mutual benefits to be derived therefrom, the Parties agree as follows:

1. Purpose
The purpose of this Agreement is to provide a vehicle for the collective participation in the Project by the Parties. The Project shall focus on the acquisition of certain aerial imagery digital data which may include, but are not limited to, products listed in Attachment A ("Digital Data"). It is the intent of the Parties that Digital Data shall be acquired under this Agreement for areas within the County of Los Angeles covered by the jurisdictions of the Parties.

Page | 2

2. Responsibilities of the County
A. Identify and provide specifications for Digital Data (or their derivatives) to the contractors hired to complete the Project.

B. Develop all necessary procurement documents for necessary services to be provided by one or more qualified contractors in connection with the acquisition and administration of the Digital Data.

C. Select the most qualified contractor or contractors to provide the necessary services in connection with the acquisition and administration of the Digital Data and thereafter, manage the entire acquisition and administration of the Project.

D. With the assistance of one or more selected contractors, provide Quality Control (QC) for all Digital Data delivered under this Agreement.

E. Arrange for the delivery of the Digital Data (or portions thereof) to the Participating Entity upon Project completion.

F. Provide monthly reports to the Participating Entities on the status of the Project.

3. The Participating Entity Has the Right to
A. Participate in identifying and providing technical specifications for the Digital Data (or their derivatives).

B. Provide currently available geodetic points (with necessary standards and accuracy) for County's QC process.

D. Acquire additional digital aerial products from the contractors through this Agreement, provided that a Statement of Work is provided. County assumes no liability for the completion of these products.

4. Mutual Responsibilities; Maximum Contribution
The Parties shall be mutually responsible for the following:

A. Financing the acquisition and administration of the Digital Data including, but not limited to, costs related to QC and the subsequent distribution thereof.

The total cost of such acquisition and administration (Total Cost) shall be allocated among the Parties and the Participating Entities. The portion of the Total Cost allocated to a Party hereunder shall be hereinafter referred to as the Party’s "Maximum Contribution." Each Participating Entity will transfer its Maximum Contribution to a LARIAC account which has been established by the County for this Project (LARIAC Account) and as further described in Paragraph 5 of this Agreement.

Page | 3

The Maximum Contribution of the Participating Entity shall be $21,364.

B. In the event the Project is terminated for any reason before the execution of any contract with a contractor for the provision of goods and/or services in connection with the Project, each Participating Entity shall be refunded its Maximum Contribution (or such portion of the Maximum Contribution as shall have been paid to the County by such Participating Entity) in its entirety.

5. Payment of Maximum Contribution; Administration of LARIAC Account A. A Participating Entity shall have the following options in paying its Maximum Contribution to the County hereunder:
i. The Participating Entity may elect to pay its Maximum Contribution to County in its entirety upon execution of this Agreement. ii. The Participating Entity may elect to pay its Maximum Contribution to County as follows: (a) fifty percent (50%) of the Maximum Contribution upon its execution of this Agreement; and (b) fifty percent (50%) upon delivery of the Digital Data to the Participating Entity.

B. The LARIAC Account established by the County in connection with the Project, shall be subject to the following:
i. All funds held in the LARIAC Account shall be used solely for the payment of contractors selected by County to provide goods and services in connection with the Project.
ii. Any funds held in the LARIAC Account not expended upon the completion of the Project or the termination of this Agreement shall be held, administered, and returned to Parties based on their prorated contribution to the total costs of the Project.

6. General Terms and Conditions
A. This Agreement shall take effect upon execution and shall remain in effect through final delivery of all Digital Data and through the duration of the licenseuse term.

B. The term of this Agreement may be extended by an Amendment to this Agreement.

Page | 4
C. It is the intention of the Parties that the Participating Entity shall receive, with the delivery of the Digital Data, an unlimited irrevocable perpetual, royaltyfree license. The license may be used to, modify, edit, reuse, reproduce, translate, create derivatives, compile, other works based upon the Digital Data,

and combine the data with other contents selected by the Participating Entity in its own operation, with an unlimited number of seats; including, but not limited to Internet and intranet applications, copying, and printing.

D. The Participating Entity shall have the right to transfer, sublicense, and distribute any form of media either now known or hereinafter desired the Digital Data to its subcontractors or consultants on projects which are outsourced from its own operations. In this connection, the Participating Entity shall require each subcontractor or consultant to whom the Digital Data is transferred to execute a written acknowledgement and agreement to abide by such Participating Entity’s license to use the Digital Data. Such acknowledgement and agreement is provided in Attachment B (Los Angeles Regional Imagery Acquisition Consortium (LAR-IAC) 7 Authorized User Confidentiality and Non-Disclosure Agreement).

E. Notwithstanding any provision of this Agreement to the contrary, a Participating Entity shall not have the right to sell, resell, or otherwise transfer its license to use the Digital Data to any other person or entity.

F. This Agreement may be amended or modified by County only after collaboration and consultation with the Participating Entities.

G. Nothing in this Agreement shall be construed to give any person or entity, other than the Parties hereto, any legal or equitable right, remedy, or claim under or in respect to this Agreement or any provision herein contained. This Agreement and the provisions hereof are intended to be and are for the sole and exclusive benefit of the Parties.

H. No Party may terminate its participation under this Agreement after the execution of contract(s) for the acquisition of the Digital Data without the prior written consent of County.

I. Any other California city, special district, agency, or educational institution may become a Participating Entity under this Agreement if:
(i) Such entity executes this Agreement, and
(ii) Such entity makes its Maximum Contribution to County as provided for under this Agreement. Any such contribution shall be deposited into the LARIAC Account and administered in accordance with subparagraph 5.B of this Agreement.

J. This Agreement may be executed in counterparts and the signed counterparts shall constitute a single instrument. The signatories to this Agreement represent that they have the authority to bind their respective party to this Agreement.

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IN WITNESS WHEREOF, the parties have executed this Participant Agreement for the Los Angeles Region – Imagery Acquisition Consortium 6 Program on the date indicated below.

PARTICIPANT ENTITY COUNTY OF LOS ANGELES
City of Maywood INTERNAL SERVICES DEPARTMENT
By:

Jennifer Vasquez
City Manager

By:

Date: Date:

ATTEST:

By:

Andrea Aguilar, City Clerk
APPROVED AS TO FORM:

By:

Roxanne Diaz, City Attorney
Page | 6

ATTACHMENT A

DIGITAL DATA
All data will be acquired in 2023 unless otherwise noted.

Orthogonal Imagery
 4-band orthogonal imagery (including color infrared) at 4-inch or better resolution in the urban areas, and 9-inch or better in the National Forest.  Multiple formats (TIFF, JPEG2000, and compressed ECW).

Oblique Imagery
 3-band color oblique imagery at 4-inch resolution.
 Online hosted access for desktop and mobile devices.

Building Outlines
 Building outlines updated for all buildings over 300 square feet.

Digital Terrain Data
 LIDAR point cloud including all elevation data (QL1 or better).  Digital Terrain Model (DTM) – bare earth data derived from LIDAR.  Digital Surface Model (DSM) - building and tree tops derived from LIDAR.  Digital Elevation Model (DEM) – bare earth data optimized for processing.  1-foot contours for urban areas, and 2-feet contours for the National Forest.

Additional Data Product(s) as Feasible
 Additional high resolution image acquisitions throughout the three-year cycle.  Normalized Difference Vegetation Index (NDVI).
 Solar Model.
 Raster Tree Canopy Model.
 Raster Building data Model.
 Hillshade.
 Slope.
 Raster Height Model.
 3D mesh.
 Street-level imagery and derived products.
 Other additional derived GIS data products.

Page | 7

ATTACHMENT B

LOS ANGELES REGIONAL
IMAGERY ACQUISITION CONSORTIUM (LAR-IAC) 4, LAR-IAC5, LAR-IAC6, LAR-IAC7

AUTHORIZED USER

CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT (NDA)

1. Pictometry International Corp., a Delaware company with offices at 25 Methodist Hill Drive, Rochester, NY 14623 (“Pictometry”), and the County of Los Angeles (“County”) have entered into that certain agreement dated December 3, 2013 as amended from time to time (“Agreement”) for delivery of licensed digital mapping data and software (“Licensed Products”) to the County. Under the Agreement, certain governmental entities (“Authorized Entities”), including County Departments and non-County Authorized Participants, which participate in the LAR-IAC may be granted copies of or otherwise provided access to the Licensed Products through a Participant Agreement.

2. Pursuant to Paragraph 11.2 (Authorized Users) of the Agreement, Licensed Products may only be accessed or otherwise used by an Authorized User, which includes any contractor or consultant of an Authorized Entity using the Licensed Products either at the facilities of such Authorized Entity or for any Project (as defined below) of such Authorized Entity.

3. The undersigned is an Authorized User of an Authorized Entity under the Agreement and desires to use the Licensed Products solely for internal, noncommercial use and for purposes no greater than reasonably needed to achieve the objectives of an actual project undertaken in connection with the relationship with the Authorized Entity (“Project”).

4. The undersigned Authorized User understands and agrees that the Licensed Products contain proprietary, trade secret and/or confidential information (“Confidential Information”) of Pictometry. Therefore, by signing this Authorized User Confidentiality and Non-Disclosure Agreement (“NDA”), the Authorized User agrees to use the Licensed Products solely for the Project, which is a nonexclusive, nontransferable and non-assignable right, from the effective date of this NDA until the expiration or termination of the Project for which the undersigned Authorized User was engaged by the particular Authorized Entity.

5. Pictometry and the County acknowledge that the Agreement and certain information and documentation (collectively, "Records") may be subject to public record requests (e.g., California Public Record Act Request or Freedom of Information Act Request) or other compelled legal disclosure requests (e.g., a subpoena or warrant) (collectively, "Compelled Disclosure Requests"). Should the Authorized Entity reasonably believe that Records, in whole or in part, are subject to production via a valid, properly submitted Compelled Disclosure Request, the Authorized Entity will promptly notify County and Pictometry of such request providing five (5) days advance notice prior to producing any of the requested Records. Pictometry explicitly reserves the right to object to any such production and to pursue any and all remedies it has in both law and in equity to prevent the release of such Records. The Authorized User and the Authorized Entity, at Pictometry’s expense, shall reasonably cooperate with Pictometry in connection with the foregoing.

6. The undersigned Authorized User agrees to protect and maintain any Confidential Information the Authorized User is given access to under this NDA using at least the same protections and to the same extent the Authorized Entity uses to protect and maintain its own confidential information of a similar nature.

7. To the extent any Confidential Information that is not in the public domain is revealed through the operation or other use of the Licensed Products, the Authorized User agrees that it will not make use of, disseminate or in any way disclose such Confidential Information without the County’s prior written consent, which County may first need to obtain from Pictometry.

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IN WITNESS WHEREOF, the undersigned Authorized User, by his/her authorized signature, agrees to all terms and conditions of this NDA as of the date set forth below.

AUTHORIZED USER:

Signature: Address:

Name:

Organization: City/Zip:

Date: Phone:

AUTHORIZED BY:

Signature:

Name:

Title:

Date:

Authorized Entity:

County’s Project Director:

Note: Submit completed form and a copy of the contract between the Authorized Entity and the Authorized User that details the “Project” to Dr. Steven Steinberg, LARIAC Project Director, at [email protected] and Cc’ An Dang, LARIAC Project Manager, at [email protected] for review and approval.

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Map 1: Areas for Orthogonal Imagery Products
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Map 2: Areas for Oblique Imagery Products
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AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 9.

DATE: August 10, 2022
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: STEVE FOWLER, DIRECTOR OF BUILDING AND PLANNING
SUBJECT: CONSIDERATION OF APPOINTMENT OF ONE MEMBER TO THE MAYWOOD PLANNING COMMISSION TO FILL THE FOUR (4) YEAR TERM FOR SEAT NO. 5 WHICH EXPIRED ON JUNE 19, 2022.

RECOMMENDATION:

Staff recommends that the City Council consider the appointment of one member to the Planning Commission to fill the 4 year term for Seat No. 5 which expired on June 19, 2022.

BACKGROUND:

The Planning Commission is a five-member body that reviews and acts on matters related to planning, land use development and community development in general. The Planning Commission has an essential role in the planning process by acting as an advisory body to the City Council on all planning and development issues as well as functions as the decision-making body for a number of planning proposals.

Duties of the Planning Commission include but are not limited to holding public hearings and meetings; reviewing the General Plan; reviewing and recommending zoning code regulations; reviewing subdivision maps; and taking action on variances, conditional use permits, special use permits.

The term of the existing Commissioner Seat No. 5 expired on June 19, 2022, the City began to accept applications from persons who desire to serve on the Maywood Planning Commission for the next term. The Maywood Municipal Code requires that members of the Planning Commission must, at the time of their application and throughout their term, be residents of the City or otherwise be employed in the City of Maywood. The application period closed on July 21, 2022 with one (1) submittal.

DISCUSSION:

As stated above, the City received one (1) application. Staff reviewed the application and determined that the applicant lives in the City of Maywood. The City Council can either appoint the applicant or request that staff re-advertise the planning commission opening.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

The Planning Commissioner stipend is $65.00 per month. The General Ledger (GL) Account for Fiscal Year 2022/2023 is 5104 - Appointed Officials Stipend. No additional budget appropriation is needed.

ATTACHMENT(S)

1. Crystal Acosta Planning-Commission Application and Resume

City of Maywood Planning Commission
The City of Maywood has established the Planning Commission which is comprised of residents and employees in the City who volunteer their time to review and act on matters related to planning and development. Members of the Commission serve at the will and at the pleasure of the City Council. Besides a willingness to serve, there is no formal background requirement; however, it would be desirable for applicants to have experience in planning, land use, and/or architecture. The Maywood Planning Commission consists of five members appointed by the City Council to serve four-year terms. There currently are no term limits.

Application Process
To apply, you must complete and submit a Commission Application Packet.

1. Those interested in applying for appointment to the Planning Commission may obtain an Application from the City Hall, 4319 E. Slauson Ave., Maywood, or by downloading from the City’s web site: www.cityofmaywood.org.

2. Completed applications must be submitted to City Hall in person, by mail delivery, or electronically to [email protected].

3. All requested information must be furnished on the application itself. Resumes, attachments and other supporting documentation may be included but cannot be substituted for an application form.

4. Provide three (3) references with contact information.

5. Applications will be kept on file for two years.
a. Applications on file will NOT be automatically included in future recruitments except as otherwise provided herein.. b. The City will email notice of vacancy to persons with applications on file. c. Persons with applications on file wishing to be considered for appointment to vacancy(ies) occurring after the initial recruitment, must notify the City in writing during the recruitment period and prior to the advertised application deadline. d. It is the applicant’s responsibility to ensure their application is current and updated prior to each recruitment.

Eligibility

1. Applicants must meet all requirements of the Commission at the time their application is submitted as well as during their entire term of service (i.e. resident of the City or employed in the City, etc.).

2. Applicants shall be considered ineligible to serve on the Commission if the applicant’s relative(s) is employed by the City in the same department serving as liaison to the Planning Commission.

COMMISSION APPLICATION PACKET
PLANNING COMMISSION (4-YEAR TERM)
Meets 3rd Tuesday (as needed), Council Chamber, 4319 E. Slauson Ave. – 7:00 p.m. • General Eligibility Requirements: An applicant must be a resident of, or employed within the incorporated limits of the City of Maywood for the entire term of office. (MMC §9-1.02) • Must be a registered voter
• Planning Commissioners must submit annual conflict of interest statements and are required to satisfy a biennial ethics training requirement.

Disclosure and Regulatory Requirements and Non-Compliance Conflict of Interest Disclosure
In compliance with state law, appointed officials are required to file a Statement of Economic Interests with the Fair Political Practices Commission upon appointment to office, and annually thereafter. If appointed, you may be required to make information publicly available regarding your personal finances. This information is used to assess whether there is any potential conflict of interest between your financial interests and the decisions you make as a public official.

Disclosure and Regulatory Requirements and Non-Compliance Mandatory Ethics Training (Government Code §53234, et seq.) Following California State Law, commission members are required to satisfy the local ethics training requirements mandated by Government Code Section 53234 et. seg. Commonly known as “AB1234”Ethics Training. AB1234 requires two hours of ethics training within one year of appointment. This training is valid for two years and must be retaken every two years. The State has an online ethics-training program which may be completed from ay computer with internet access. The training may be completed all at once, or in smaller increments, as the program keeps track of your time every time you sign on.

Brown Act (Government Code §54950, et seq.)
The Planning Commission is subject to the Brown Act and each member must abide with the Brown Act’s various provisions.

Commission members are required to attend a City-held Brown Act training within one year of appointment and every two-years thereafter.

Public Records Act (Government Code §6250-6276.48.)
This application qualifies as a public record and all information furnished on the application itself and any supporting documents attached hereto will be treated as a public record.

Attendance (MMC §9-1.05 Meetings/Absences)
Commission members are required to attend meetings on a regular basis. If a member does not attend any three regularly scheduled meetings within any calendar year, the member automatically forfeits the position and is removed from the Commission without any further action by the City Council.

Non-Compliance with Requirements
City of Maywood Commission members not in compliance with the required State law disclosure and regulatory requirements, which include a current AB1234 Ethics Training certificate, conflict of interest disclosure statements and attendance of a City held Brown Act training, will be suspended from participating in meetings until compliance isre-established.

CONTACT INFORMATION

CITY OF MAYWOOD PLANNING COMMISSION

MAYWOOD CITY HALL
Department of Planning and Building
4319 E. Slauson Ave.

Maywood, CA 90270
Office: (323) 562-5723
Maywood City Web Site: www.cityofmaywood.org

4319 E. Slauson Ave., Maywood, CA 90270 • Telephone (323) 562-5700 • Fax (323) 773-2806 Instructions (Please Type or Print Clearly)
All requested information must be furnished on the Application itself. Resumes, attachments and other supporting documentation cannot be substituted for an Application form. It is important that you answer all questions on your Application fully and accurately. If additional space is needed to answer questions, attach additional sheets.

Completed Applications should be returned to the City Hall, 4319 E. Slauson Ave., Maywood, CA 90270 or by email [email protected] Information Sheet

1. Please confirm that you are applying for a Planning Commission seat: Yes No

2. Have you ever served on the City of Maywood Planning Commission or been employed by the City? Yes No If yes, in what capacity and when (months/years)

3. Name: ______________ (Last) _________________________________ (First) __________________________ (Middle)

4. Residential Address:

5. Phone Number: Email:

6. Are you a registered voter in the City of Maywood? Yes No

7. Do you currently reside within the incorporated City limits? Yes No

8. Do you currently work within the incorporated City limits? Yes No

9. Occupation and Place of Employment:

10. Do you have any relatives currently working for the City of Maywood? Yes No If Yes, please list name(s) and relationship:

11. List Community/Professional Organizations in which you hold active membership(s). In addition, please list any positions of responsibility held:

Date Stamp Received

APPLICATION FOR PLANNING COMMISSIONER
City of Maywood
Submittal Requirements (Completed Application must contain the following) Completed,signed Application Three (3) references with contactinformation Resumé

12. Please state the reasons you are interested in being a member of the Planning Commission:

13. Please state your reasons as to why your background and/or experience makes you a suitable candidate for appointment to this position:

14. Please briefly express your views regarding current and future development in Maywood:

15. References (Provide the names and contact information for three (3) individuals who we can contact)

1. Home Number:
(Name)
Cell Number:

2. Home Number:
(Name)
Cell Number:

3. Home Number:
(Name)
Cell Number:

Crystal Acosta
Highly creative, innovative and self-motivated experienced membership coordinator looking to join a team where excellence is key and customer satisfaction is critical.

EXPERIENCE

YMCA, MAYWOOD

MEMBERSHIP LEAD
June 2017-June 2021; January 2022-Current
● Create a positive atmosphere for members
● Efficiently deliver customer service for all members by assisting with inquiries ● Review and approve new member applications
● Coordinate membership account maintenance
● Manage canceled memberships and work with members to reinstate their memberships ● Coordinated numerous events for members such as Toy Drives, Center for Family Health and Education, FEMA Vaccination Center, Dodgers Foundation Baseball for Kids, Clippers Foundation Basketball for Kids, Arts and Crafts and Summer Camp ● Our facility partnered with “Fresh Start” to give food to those families impacted by the COVID-19 pandemic, together we gave about 4,000 meals a week ● Coordinate a system to deliver food to seniors around nearby cities ● Collect and process sponsor and client checks

PULP STUDIO, GARDENA

SAMPLE DEPARTMENT
June 2021- January 2022
● Communicate and process sample orders that can potentially turn into high production projects
● Assist the department with cutting and seaming glass
● Keep the sample glass department organized
● Organize and file customer request orders based on the client name to ensure reordering is an easy process for the client

SKILLS AND ABILITIES
● Strong management and organizational skills
● Consistent performance in high volume environment
● Excellent customer service skills
● Able to prioritize assignments and work independent

AGENDA REPORT

CITY OF MAYWOOD
AGENDA ITEM NO. 10.

DATE: August 10, 2022
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: CLAUDIA ZAVALA, COMMUNITY SERVICES LIAISON
BY: JENNIFER VASQUEZ, CITY MANAGER
SUBJECT: REVIEW AND PROVIDE DIRECTION TO STAFF RELATED TO THE RULES,

REGULATIONS, FEES AND APPLICATION PROCESS FOR THE DODGERDREAM FIELD AT MAYWOOD PARK.

RECOMMENDATION:

Staff recommends that the City Council review and provide direction to staff regarding the rules, regulations, fees, and application process for the Dodger Dreamfield at Maywood Park.

BACKGROUND:

On April 30, 2022, the City unveiled the Dodger Dreamfield at Maywood Park. Since this unveiling, staff has received numerous requests from different organizations and individuals for the use of the field. For the last several years, the City has issued MaCES (LAUSD) a no-fee field use agreement to use the field during their baseball season. In addition, the field is utilized by the YMCA for the Dodger DreamTeam program in spring and summer; due to sponsorships, the programming is free to the participants. . They have requested to have the field for next spring and summer on estimated dates:

Spring Season: April 3 - May 31, 2023, Monday - Thursday from 4:00 - 7:00 PM and Saturday from 10:00 AM - 2:00 PM
Summer Season: June 12 - August 26, 2023, Thursday from 4:00 - 7:00 PM and Saturday from 10:00 AM - 2:00 PM
In addition, the field will be available to both local high schools during their baseball and softball seasons, February through June.

The Dodger Dreamfield was made possible due to sponsorships from the City of Vernon, San Manuel Band of Mission Indians, Security Benefit, the LA84 Foundation, and the Los Angeles Dodgers Foundation. The Los Angeles Dodgers Foundation built the field and secured the sponsorships named above. Due to this, the City agreed that such sponsors may utilize the field for sports and/or special events, but must get the City's prior approval. The City shall not charge the sponsors a fee for use of the field for these events but may charge for reimbursement of the City's personnel expenses for staff, supervision, security, maintenance, and/or traffic control during a such event(s).

The current park permit application used by the City is attached for reference. The proposed application includes updated fees, rules and regulations.

DISCUSSION:

The current park permit application is general and can be applied to all parks in Maywood; it requires proof of liability insurance showing the City of Maywood as additionally insured plus a $200 refundable deposit for the baseball field. Additional fees for the baseball field included daytime hourly rates, nighttime hourly rates, and the option to pay for the dragging of the field and chalking of lines.

At this time, staff is recommending the creation of a separate application specific to the Dodger Dreamfield.

The application includes the following:
 additional details pertaining to the required proof of liability insurance; and  field rules and regulations.

Proof of Liability Insurance
General liability insurance of the type and amount (at least $1 million) will be required by the City of Maywood and shall be a condition for the issuance of a permit. Failure to provide adequate insurance would cause the City to reject or revoke a permit. Additionally, an Endorsement Page naming the City of Maywood, its officers, agents, and employees, as additionally insured, must be included. Insurance documents must be submitted with the application.

Rules and Regulations
Rules and regulations of conduct for the Dodger Dreamfield at Maywood Park shall apply to persons given an approved application and any persons affiliated with the applicant. Failure to abide by the governing regulations may result in future applications being denied and/or revoked. Please see the permit application for a detailed description of the rules and regulations.

Fees and Optional Services
Fees: The City currently pays $120.00 per week for the weekly field mowing and dragging of the field. It is anticipated that additional costs will include regular maintenance of the bleachers and restrooms. There are utility costs associated with the watering of the field and field lights. Additionally, there will be ongoing maintenance connected with the batting cages, fertilizers, herbicides, fungicides, aeration, and replacement of sports dirt mix as needed.

Since this is the first year the new ballfield is operational, it is recommended that the City continue to charge $70.00 per two-hour increment; the last permit at this rate was issued in 2019. Staff also recommends that the $200.00 Refundable Deposit is included in the proposed application. As stated in the current Park Permit Application, the deposit will be withheld by the City if the organization/individual is in violation of the rules and regulations.

However, for long-term use by non-profits/schools like the YMCA's Dodger DreamTeam youth program and the two local high schools, the City Manager will continue to utilize a field use agreement with a negotiated fee or in-kind donations to assist with ongoing maintenance costs.

Optional Services: In previous years, the City would provide an applicant with the option to pay for field dragging and chalking services at a rate of $75.00. Currently, the City contracts with the current landscaping vendor to drag the field once per week; we do not offer chalking services.

If the City Council would like to include this service, it is recommended that staff be directed to include the service in the application for a fee of $75. Such services could be provided by a part-time public works employee.

LEGAL REVIEW:

The City Attorney has reviewed this report.

FISCAL IMPACT:

No Fiscal Impact.

ATTACHMENT(S)

1. City of Maywood Insurance and Indemnification Form

2. City of Maywood Baseball Fied Reservation Request Application

3. Current Park Permit Application

City of Maywood
4319 E. Slauson Avenue* Maywood, CA 90270
(323) 562-5700 * FAX (323) 773-2806
www.cityofmaywood.com
Use of City Facility
Insurance and Indemnification Requirements
Insurance
I understand that prior to the commencement of use of any City facility, that I, as representative of the Permittee shall obtain from insurers listed "A" or better in the Best's Insurance Guide and authorized to do business in the State of California insurance policies for not less than the following coverage and limits of insurance:
1) General liability insurance coverage in an amount not less than $1,000,000 per occurrence. 2) Workers' compensation coverage as required by law and with employer's liability limits of at least $1,000,000 per occurrence.
3) Comprehensive General Liability insurance asfollows:
a) The automobile and comprehensive general liability policies may be combined in a single policy, provided that such policy shall have a combined single limit of not less than $1,000,000, for injuries arising out of one occurrence, and $500,000 for property damages.
b) If the Permittee allows the participation of children under the age of eighteen years, a policy including coverage of at least $500,000 per occurrence for liability or claims related tomolestation. c) An endorsement extending coverage to “the City of Maywood, its employees, officers and agents” as an additional insured, in the same manner as the named insured, “with respect to the liability arising out of the activities of the named insured and their use of City owned or operated facilities.” d) A clause specifying that such insurance shall be primary insurance as respects the interest of the City, and any other insurance maintained by the City shall be considered excess coverage and not contributing insurance with the insurance required hereunder.
e) A "Severability of Interest" clause stating that the insurance policy applies to each insured person as if each had a separate insurance.
f) A provision or endorsement stating that such insurance, subject to all of its other terms and conditions, cover the operations of the Permittee pursuant to the terms of the facility use agreement issued. g) As a condition precedent to ongoing or recurring uses, the Permittee shall maintain such insurance and shall provide to the City such subsequent certificates of insurance evidencing the continued maintenance of all required policies and endorsements throughout the term of such use.
h) The requirements as to the types and limits of insurance to be maintained by the Permittee are not intended to and shall not in any manner limit or qualify the Permittee's liabilities and obligations under their facility use Agreement. i) Any policy or policies of insurance that the Permittee elects to carry as insurance against loss or damage to its equipment and other personal property used at a City facility shall include a provision waiving the insurer's right of subrogation against the City.
j) All of the Permittee's policies shall contain an endorsement providing that written notice shall be given to the City at least thirty (30) calendar days prior to cancellation of the policy for anyreason. k) The Permittee shall require any and all subcontractors to provide comparable insurance unless specifically covered under Permittee’s policy.

Indemnification.

Permittee agrees to hold harmless, indemnify and defend the City, its employees, agents and affiliates, for any and all loss or liability of any nature whatsoever arising out of or in any way connected with Permittee’s use of City facilities, including loss or liability caused by the City’s negligence, except loss or liability caused by the City’s sole willful conduct or active negligence.

Signature of Authorized Representative or Permittee Date

PW-F208
City of Maywood
Community Services Dep.
4319 E. Slauson Avenue
Maywood, CA 90270
PERMIT

APPLICATION
Phone: (323) 562-5700
Fax:(323) 773-2806
[email protected]
Application and agreement for use of Dodgers Dreamfield at Maywood Park. Please read and complete the following form carefully. Failure to provide accurate information may result in a delay of your request.

Name Phone/Cell:

Address Email:

City State Zip Code
Alternate Contact: Phone/Cell:

Non-Profit (Must meet the 501c (3) qualifications) Private Event Special Event Reservation Name of Organization:

Type of Event: Expected Attendance: Adults: Minors:

Date of Event: Start Time: End Time:
*Use and attach sheet if necessary - all games and practice reservations must be accompanied by a schedule. * Additional Notes / Special Requests
General liability insurance of the type and amount (at least $1 million) required by the City of Maywood shall be a condition for issuance of a permit. Failure to provide adequate insurance may be a cause of the City to reject or revoke a permit. A certificate of liability insurance shall name the City of Maywood as an additional insured. Additionally, an Endorsement Page naming the City of Maywood, its officers, agents, and employees, as additionally insured, must be included. Insurance documents must be submitted with the application.

Arising out of said activities. Indemnification: Permittee agrees to hold harmless, indemnify and defend the City, its employees, agents, and affiliates, for any and all loss or liability of any nature whatsoever arising out of or in any way connected with Permittee’s event or use of City facilities arising from this agreement, including loss or liability caused by the City’s negligence, except loss or liability caused by the City’s sole willful conduct or active negligence.

PERMITEE HERBY REPRESENTS THAT:

Permittee is aware of the condition of the public premises and accept the premises in their present condition. Permittee agrees to abide all safety regulations. Permittee has carefully reviewed this document, understands its content, and sign it voluntarily without being subject to coercion.

Maywood Park  Field  Batting Cages
________________________________ ______________________________________________ _________________ Signature of Authorized Representative Title Date

PW-F208

RULES AND REGULATIONS GOVERNING USE OF DODGERS DREAMFIELD AT MAYWOOD PARK The following rules and regulations shall apply to persons given an approved permit and any persons affiliated with the applicant:

1. The Permitee group shall leave the field in a clean and orderly condition. Any concerns should be documented.

2. Activities for minors shall be supervised by the Permitee and must be present during the entire time stipulated on the permit.

3. Permit group shall agree to have at least one adult present for each fifteen minors in the group.

4. Permit group shall accept full responsibility for any damage to property or facility

5. Permit group shall accept full responsibility for the conduct of those attending the Permitee's event

7. In accordance with the City of Maywood's Municipal Code number 10-3.01 m, alcoholic beverages are not allowed in any City park or its facilities.

8. Confetti is not allowed on the field or bleacher/restroom area.

9. Reservations must be made at least 4 weeks prior to the event.

10. Final arrangements or changes to the application must be made in person by the application holder at least 2 weeks prior to the event date.

11. The permitee group may not rearrange any part of the field set-up.

12. This permit may be revoked for failure to observe the regulations or improper conduct.

13. Permission is granted contingent upon the condition that all rules and regulations established by the City of Maywood will be observed.

14. The City of Maywood has priority on all facilities and approval of this permit is subject to cancellation.

15. Failure to observe the governing regulations may result in future applications being denied.

We hereby certify that we shall be personally responsible on behalf of our organization, for any damage or abuse of park facilities, grounds, or equipment. We certify that we have read the Rules and Regulations of the City of Maywood, included herewith, and agree to abide by and enforce them.
________________________________ ______________________________________________ _________________ Signature of Authorized Representative Title Date

FOR CITY USE ONLY
Requested approved by: __________________________Staff initials: _________________ Copy issued? Y___ / N___ Fees: $_________________ Date paid: ______________ Insurance Required? Y___ / N___ Copy in file: Y___ / N___

FAILURE TO ABIDE BY THESE RULES WILL RESULT IN THE LOSS OF YOUR DEPSOSIT.

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