Montebello City Council
October 14, 2026

CREDIT APPLICATION SAVE PRINT
Applicant General Information
Legally Registered Applicant / Borrower Name Federal Tax ID Applicant Legal Address (PO Box is not acceptable) City State Zip County Billing Address (If different from above) City State Zip County Website Address # of Years in Existence
Less than 5 Years 5-20 Years 20+Years
Contact Information
Applicant / Borrower
Primary Contact Name Title Email Address Mobile Phone # Office Phone # Secondary Contact Name Title Email Address Mobile Phone # Office Phone # Financial Inquiries Primary Contact Name Title Email Address Mobile Phone # Office Phone # Attorney
Name of Law Firm Address City State Zip
Attorney Name Email Address Mobile Phone # Office Phone # Insurance
Name of Insurance Company Address City State Zip
Name of Agent Email Address Mobile Phone # Office Phone # Finance Request Details
Please enter the equipment to be financed in the table below. Attach an addendum if additional space is needed.

Detailed description of vehicle or other equipment type. # of Units Where will new equipment be located? Will any of the new vehicles replace existing fleet vehicles? Yes No If yes, enter below what year / model of vehicles are being replaced and why? Will any of the new vehicles be additions to the existing fleet? Yes No If yes, enter below why are the additional vehicle(s) required? Estimated total cost of equipment to be financed $ Estimated finance request amount $ Cash down payment (if applicable) $ Requested Term (In months) Trade-in Amount (if applicable) $ Requested first payment due date Requested Payment Frequency Annual Semi-Annual
What will be the source(s) of repayment for the requested financing? For tax-exempt transactions, has or will Applicant / Borrower be issuing more than $10 million in tax-exempt debt within the current calendar year? Yes No 1 | P a g e
Applicant Instructions: ALL fields are required to be completed to the best of the applicant’s knowledge. If not applicable, please enter ‘N/A’, ‘None’ or numerical zero(s), as appropriate. To complete, applicant may tab through each of the form fields upon data entry or select individual fields.

Note: The completed application form must be digitally signed at bottom prior to submission. Once the form has been digitally signed and saved, the applicant will no longer be able to edit the application.

N/A
N/A
Quarterly Monthly
<< Click in box to enter date.

SPELL CLEAR

USA PATRIOT Act Notice: IMPORTANT INFORMATION ABOUT PROCEDURES FOR OPENING A NEW ACCOUNT. To help the U.S. government fight the funding of terrorism and Money Laundering activities, Federal law requires all financial institutions to obtain, verify and record information that identifies each person that opens an account. What this means: when a Borrower opens an account, the Bank will ask for the business name, business address, taxpayer identifying number and other information that will allow the Bank to identify the Borrower, such as organizational documents. For some businesses and organizations, the Bank may also need to ask for identifying information and documentation relating to certain individuals associated with the business or organization, including the individuals name, address, date of birth and other information that will help the Bank identify such person. The Bank may also ask to see such person’s driver’s license or other official documents to identify such person.

Important information about phone calls, texts, prerecorded and email messages: By providing telephone number(s) to PNC, its affiliates or designees now or at any later time you authorize PNC and/or its affiliates and designees to contact you regarding your account(s) with PNC or its affiliates whether such accounts are your individual accounts or business accounts for which you are a contact at such numbers using any means, including but not limited to placing calls using an automated dialing system to cell phone or VoIP numbers or leaving prerecorded messages or sending text messages even if charges may be incurred for the calls or text messages. Any phone call with us may be monitored or recorded by us for quality control and training purposes.

Email Communication: By providing your email address, you consent and agree to receive electronic mail from PNC, its affiliates and designees.

Data Policy: By signing below, you agree that PNC, its agents and representatives, may collect and process your personal information accordance with the PNC Privacy Policy located at https://www.pnc.com/en/privacy/privacy-policy.html
Signature Required: To add a digital signature to PDF form, navigate to the fountain pen icon in the Adobe task bar above and click the icon to select ‘Add Signature’ option. Applicant can choose to either ‘Type’ or ‘Draw’ their digital signature using the mouse. Upon signing, click the ‘Apply’ button and navigate to the ‘Signature’ box at bottom of form. Click the box to drop-in the signature.

Fire Department or District Information
Service Areas
Primary Service Area Secondary Service Area
Square Mileage: Population: Square Mileage: Population:

Communities / Areas Covered: Communities / Areas Covered:

Number of Fire Stations: Staffing: # Paid: , # Volunteer(s):

Current Fleet # Pumpers # Ladders # Brush Trucks # Rescue # Ambulances # Other (describe) Fire Chief
Name: # of Years in current role: # of Years with Applicant / Borrower:

Mobile Phone #: Office Phone #: Email Address:

Complete for Governmental Applicants Only (i.e., Fire Districts, Cities, Towns, other municipalities) Revenues Primary Source: % of total revenues: %
Secondary Source: % of total revenues:

Taxable Assessed Valuation (TAV) TAV: $ as of most recent FYE Date: Current TAV: $ Year:

Tax Rates Current Tax Rate: % Last Rate Increase Date: and percent: % Complete for Not-for-Profit Volunteer Fire Departments and Other Entity types Only Please identify annual source(s) of funding for operations by % of total revenues. Total distribution should equal 100%.

Contractual Revenues % of total Describe:

Grants % of total Describe:

Donations % of total Describe:

Fundraisers / Other % of total Describe:

Other Information
Agency Ratings (if applicable) Moody’s - S&P - Fitch -
Date most recent fiscal year-end (FYE) audit report of financial statements available? Has applicant issued any new debt since the last FYE report provided? Yes No If yes, describe:

Other subsequent material financial events, if any? Yes No If yes, describe:

Additional contacts, comments, or other clarifications
Applicant / Borrower - Print Name Applicant / Borrower – Title Applicant / Borrower - Signature Date 2 | P a g e
By executing and submitting this application, you (a) confirm you have reviewed all of the information contained herein in full, (b) certify that all provided information is true and correct, and (c) authorize PNC or its designee to obtain all available credit reports and similar information for the purposes of considering this application and any update, renewal, review or extension of any credit facility. %
Financial and Other Information

RESOLUTION NO. 26-72

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

MONTEBELLO, CALIFORNIA, AUTHORIZING THE EXECUTION AND

DELIVERY OF A MASTER LEASE-PURCHASE AGREEMENT WITH

PNC BANK, NATIONAL ASSOCIATION, FOR THE ACQUISITION OF

THREE PIERCE ENFORCER FIRE ENGINES IN A PRINCIPAL AMOUNT NOT TO EXCEED $3,693,415.91, AND AUTHORIZING RELATED

DOCUMENTS AND ACTIONS

RECITALS
WHEREAS, the Municipality is a political subdivision of the State in which Municipality is located (the “State”) and is duly organized and existing pursuant to the Constitution and laws of the State.

WHEREAS, pursuant to applicable law, the governing body of the Municipality (“Governing Body”) is authorized to acquire, dispose of and encumber real and personal property, including, without limitation, rights and interest in property, leases and easements necessary to the functions or operations of the Municipality.

WHEREAS, the Governing Body hereby finds and determines that the execution of one or more Master Lease-Purchase Agreements (“Leases”) in the principal amount not exceeding the amount stated above for the purpose of acquiring the property (“Equipment”) to be described in the Leases is appropriate and necessary to the functions and operations of the Municipality.

WHEREAS, PNC Bank, National Association (“Lessor”) shall act as Lessor under said Leases.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTEBELLO HEREBY RESOLVES, FINDS, AND DECLARES AS FOLLOWS:

SECTION 1. Either one of the City Manager OR Assistant City Manager (each an “Authorized Representative”) acting on behalf of the Municipality, is hereby authorized to negotiate, enter into, execute, and deliver one or more Leases in substantially the form set forth in the document presently before the Governing Body, which document is available for public inspection at the office of the Municipality. Each Authorized Representative acting on behalf of the Municipality is hereby authorized to negotiate, enter into, execute, and deliver such other documents relating to the Lease as the Authorized Representative deems necessary and appropriate. All other related contracts and agreements necessary and incidental to the Leases are hereby authorized.

SECTION 2. By a written instrument signed by any Authorized Representative, said Authorized Representative may designate specifically identified officers or employees of the Municipality to execute and deliver agreements and documents relating to the Leases on behalf of the Municipality.

RESOLUTION NO. 26-72

SECTION 3. The aggregate original principal amount of the Leases shall not exceed the amount stated above and shall bear interest as set forth in the Leases and the Leases shall contain such options to purchase by the Municipality as set forth therein.

SECTION 4. The Municipality’s obligations under the Leases shall be subject to annual appropriation or renewal by the Governing Body as set forth in each Lease and the Municipality’s obligations under the Leases shall not constitute general obligations of the Municipality or indebtedness under the Constitution or laws of the State. The Parties intend that the leases constitute lease obligations payable from year to year and that no lease creates an immediate indebtedness or liability for the Municipality in an aggregate amount that would be in violation of Article XVI, section 18 of the California Constitution.

SECTION 5. As to each Lease, the Municipality reasonably anticipates to issue not more than $10,000,000 of tax-exempt obligations (other than “private activity bonds” which are not “qualified 501(c)(3) bonds”) during the current calendar year in which each such Lease is issued and hereby designates each Lease as a qualified tax-exempt obligation for purposes of Section 265(b) of the Internal Revenue Code of 1986, as amended.

SECTION 6. This resolution shall take effect immediately upon its adoption and approval.

APPROVED AND ADOPTED THIS 14TH DAY OF OCTOBER 2026.
_______________________________
Georgina Tamayo, Mayor
ATTEST: APPROVED AS TO FORM:

________________________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez-Glasman, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF MONTEBELLO )

RESOLUTION NO. 26-72

I, Christopher Jimenez, City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 26-72 was passed and adopted by the City Council of the City of Montebello, signed by the Mayor and attested by the City Clerk at a regular meeting of said Council held on the 14th day of October 2026 and that said Resolution was adopted by the following vote, to-wit:

AYES:

NOES:

ABSTAIN:

ABSENT:

The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.

DATE:

Christopher Jimenez, City Clerk

FIRE DEPARTMENT

ENGINE PURCHASE
FIRE CHIEF FERNANDO PELÁEZ

MONTEBELLO FIRE DEPARTMENT
OCTOBER 14, 2026

NFPA SERVICE LIFE GUIDELINES
0 – 15 years (Frontline Service)
15 – 25 years (Reserve Status)
25+ Years (Retirement/Replacement)

CURRENT FIRE ENGINE FLEET
3 Front-line Engines + 3 Reserve Engines
• Fleet model years: 2002 – 2021
• Three engines are currently 17-24 years old
• Reserve engines maintain coverage during
maintenance, repairs, training, and strike team
deployments

WHY PURCHASE NOW?
2026
ORDER
MANUFACTURING ~2029

DELIVERY
33 MONTHS
Estimated manufacturing and delivery period
• Nearly three additional years of aging before replacement engines arrive • At anticipated delivery, the three oldest engines will be approximately 20–27 years old • Nationwide apparatus lead times and replacement costs continue to increase

THREE NEW PIERCE ENFORCER ENGINES
$1,207,615

BASE PRICE PER ENGINE
$3,622,845

TOTAL BASE APPARATUS COST
• Modernize the Department's fleet
• Replace or reassign aging apparatus
• Strengthen front-line and reserve capacity
• Support reliable emergency response

10-YEAR LEASE-PURCHASE FINANCING
Base Apparatus Cost $3,622,845
Prepayment Discount ($304,788)
Estimated Amount Financed (After Tax, CA Tire Fee, Performance Bond) $3,675,302 Annual Payment ≈ $484,791
Total 10-Year Payments ≈ $4,847,914
• First Payment – October 2027 (FY 2027-28)
• Annual Payment ≈ $484,791 (10-year term) / 5.38% financing rate (3.60% effective rate) • Final financing costs and applicable sales tax are subject to adjustment at closing

RECOMMENDED

CITY COUNCIL ACTION
• Approve purchase from South Coast Fire
Equipment, Inc.
• Authorize 10-year lease-purchase financing
• Authorize up to 10% flexibility for order changes
or modifications, unforeseen expenses, tax-rate
changes, and final financing rates and costs
• Adopt Resolution No. 26-72 as part of the
financing documents
• Authorize the City Manager, or designee, to
execute documents necessary to complete the
purchase and financing

QUESTIONS?

ITEM # 11

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager

BY: Cesar Roldan, Director of Public Works
SUBJECT: AMEND THE FISCAL YEAR 2026-27 CAPITAL IMPROVEMENT

PROGRAM BUDGET TO APPROPRIATE CARRYOVER FUNDS FOR

VARIOUS PROJECTS
DATE: October 14, 2026
RECOMMENDATIONS:

It is recommended that the City Council:

1. Amend the adopted Fiscal Year 2026-27 budget by increasing appropriations in the various accounts as detailed in Attachment A, Capital Improvement Program; and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The City Council annually adopts an operating and capital budget, providing appropriations for day to day operations as well as larger, multi-year projects such as street paving and rehabilitation, concrete repair, intersection improvements, and other related projects. Over the past five years, Staff has improved the manner in which the City's Capital Improvement Program (CIP) budget is managed.

Each year – at the time of budget adoption in June – estimated budgets are presented for the various CIP projects, many of which are either multi-year or span across fiscal years. Depending on the scope, nature and type of CIP project, not all appropriations are spent or encumbered in one fiscal year -- as opposed to operating expenses which are spent in a single fiscal year.

Prior to Fiscal Year 2020-21, the City did not have a formal process in place to carry forward unspent or uncommitted Capital Improvement Program (CIP) appropriations for

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

projects continuing into subsequent fiscal years. The City has since established a formal CIP carryover process to ensure that funding necessary to complete ongoing projects is appropriately reappropriated in the subsequent fiscal year. This process has been successfully implemented for the past five fiscal years and will continue to be conducted annually following the close of each prior fiscal year. The process provides greater accuracy and transparency in CIP budgeting, ensures that sufficient funding is available to support the continued delivery of projects, and minimizes the potential for duplicate budgeting of project expenditures.

For FY 2026-27, Finance and Public Works staff have completed the annual CIP carryover review and identified the funding amounts necessary to continue ongoing projects. The resulting carryover list is included as Attachment A. Each project identified on Attachment A is continuing into FY 2026-27, and the associated “Budget Need to Amend” amount represents funding determined by Public Works staff to be necessary to support the continued progress and completion of each project.

The proposed CIP carryovers (Attachment A) utilize available and existing funding from State Gas Tax, Local Return Funds (i.e., Proposition C, Measure R, etc.), Measure W (Los Angeles County stormwater), Road Maintenance and Rehabilitation Account (RMRA/SB1), and “Paving the Way” bond proceeds. Appropriation of these funds will allow previously approved CIP projects to have funds available in FY 2026-27. The “Budget Need to Amend” column on Attachment A represents the appropriations needed for each project. In total, across the various funding sources, the budget increase will be $8,698,442 spread over ten (10) different projects.

BACKGROUND/DISCUSSION:

A part of the annual budget development process is for the City Council to adopt an annual CIP budget encompassing projects across all departments and functional areas.

On June 10, 2026, the City Council adopted the operating and CIP budgets for FY 2026- 27 (Attachment B). The adopted CIP budget only included funding for new projects in FY 2026-27 (i.e., those projects not appropriated in previous budgets) or additional funding for existing projects where the amount was known as of June 2026.

The FY 2026-27 CIP budget did not include appropriations of uncommitted, unspent or un-encumbered funds. The projects and funding sources summarized in Attachment A represent those projects requiring a budget amendment in order for the projects to continue through to completion.

Public Works and Finance continue to work together to improve the budget process for CIPs, ensuring committed -- but not spent or encumbered -- budgets are carried over as part of the year-end close process to avoid any lapsing in funds. The carryover amounts are an imperative part of the committed project budgets and assist with accurately determining the fund balance of each funding source.

The recommended action will ensure appropriations are accurately budgeted for the listed CIP projects and will help avoid requesting unprogrammed funds to be utilized for existing project expenses.

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

ENVIRONMENTAL:

N/A
ANALYSIS:

N/A
SUMMARY:

Staff recommend the City Council approve amending the adopted Fiscal Year 2026-27 Capital Improvement Program (CIP) budget by increasing appropriations in the various accounts as listed in Attachment A, for a total of $8,698,442.

ATTACHMENT(S)

1. Attachment A - CIP Budget Carryover Amounts FY2026-27

2. Attachment B - CIP Project Description - Summary

CP# PROJECT # PROJECT NAME GL ACCOUNT # FUNDING SOURCES Current Fiscal Year Budget Budget to Amend
100.104.10 Capital Reserve (Green Line Station Enhancement), Prop A 210-99-7116 Prop A - 6,000,000.00 CP 888 100.433.30 RFS# 4 - Montebello Blvd Project City Engineering & Oversight, Prop C 215-30-330-6040.80 Prop C 1,073.60 15,326.40 No Project Montebello Paving the Way, Measure M 222-99-7117 MEASURE M (Bond) - 39,964.75 CP 930 100.930.10 SCAG, Grants 265-30-334-6040.10 SCAG Grants 52,700.00 309,800.00 CP 931-2 100.931.20 Citywide Catch Basin CPS Inserts Installation Project , Measure W 229-30-315-6040.10 Measure W - 516,298.00 No Project Rio Hondo River Access Project, Measure A 221-70-742-6040.96 Measure A 48,200.00 237,043.64 700.100.02 City Park Playground (Playcore), Measure A 221-70-720-6040.10 Measure A - 1,708.85 No Project Conceptual Design Services for New Fire Station 248-85-850-6040.96 Wild Land Fire Station 10,980.00 1,482,999.70 No Project Water Quality Programs Administration and Coordination 229-30-315-6040.10 Measure W - 55,000.00 No Project Slauson TSSP, Gas Tax 200-30-330-6040.10 Gas Tax - 40,300.00 TOTAL 112,953.60 8,698,441.34

CITY OF MONTEBELLO

CAPITAL PROJECTS EXPENDITURES BUDGET BY FUNDING SOURCE
FISCAL YEAR 2026-2027
Attachment A

Fund Description Fund Number
New
Appropriations
Carryover
Approprations*
M&O
Expenditures** Total Funding:

Gas Tax 200 185,000 200,000 2,833,500 3,218,500
Proposition A 210 294,100 640,300 934,400
Proposition C 215 768,900 768,900
Measure M 222 735,000 979,900 1,714,900
Measure R 220 600,000 375,000 679,000 1,654,000
Measure W 229 516,300 681,000 1,197,300
SB1/RMRA 201 1,760,200 2,540,000 4,300,200
Measure A (Parks) 221 458,700 300,000 758,700
TDA-3 223 52,800 52,800
SCAG Active Transp Grant (265) 362,500 362,500
STIPL (Prop C Excchange) 2xx 188,400 188,400
Prop C - Paving the Way 215 8,385,800 1,987,600 10,373,400 Meas M - Paving the Way 222 2,442,500 2,442,500
Meas R - Paving the Way 220 1,797,200 1,797,200
Transit 600 748,300 400,000 16,500 1,164,800
General Fund 100 123,000 - 123,000
12,313,800 12,138,600 6,599,100 31,051,500
**Maintenance and Operations appropriations include signs, markings, street sweeping, concrete cutting/sidewalk repair, debt service, salaries and other releted expenses.
*These amounts are estimates; actual amounts will not be known until after June 30, 2026. Subsequent City Council action will follow to re-appropriate carryover funds for applicable CIP projects, amending the FY 2026-27 budget.

City of Montebello
Capital Improvement Program (CIP)
Funding Source Summary
FY 2026-27 Budget

Attachment B

THIS PAGE

LEFT INTENTIONALLY
BLANK

Fund/Funding
Source Project Description
Project
# Amount Carryover?* Bond Funded?**
Gas Tax (Fund 200)
Bluff Road Slope Stabalization 901 185,000 C
MAT Cycle 1 Project 934 200,000 C
Signs, Hardware, Asphalt 200,000
Traffic Signal Street Signs 200,000
Yunex Contract (Signal Maintenance) 1,205,000
Citywide restriping 650,000
Administrative Expenses 26,500
Slauson Avenue TSSP 27,000
On-Call Engineering Servcies 525,000
3,218,500
Proposition A (Fund 210)
ADA Enhancements 939 294,100 C
SGVCOG/Gatewy COG Dues 60,000
Administrative Expenses (Salaries) 80,300
On-Call Engneering Services 500,000
934,400
Proposition C (Fund 215)
Whittier Blvd 889 3,946,000 C Paving the Way
Bluff Road Slope Stabilization 901 2, 300,000 C Paving the Way SB 1 Street Reconstrction (FY 2024-25) 938 1,612,600 C Paving the Way ADA Enchancements 939 375,000 C Paving the Way
SB 1 Street Reconstrction (FY 2026-27) 951 1,489,833 Paving the Way Citywide Stret Repaving 650,000 Paving the Way
Nationwide Street Sweeping 390,000
Paving the Way Debt Service 707,200
Adminisrative Expenses (Salaries) 78,900
On-Call Engineering Services 300,000
11,849,533
Measure M (Fund 222)
ADA Enchancements 939 375,000 C
Whittier Blvd/6th Street traffic signal 926 360,000 C
Sidewalk Improvements 941 1,000,000 C Paving the Way
SB 1 Street Reconstruction (FY 2025-26) 944 1,442,500 C Paving the Way Grade Seperation Project - Sidewalk 200,000
Citywide Street Repaving 650,000 Paving the Way
Allston Street Pavement Preservation Project - East LA 50,000 LA County Slauson Avenue Bridge 25,600
Paving the Way Debt Service 596,100
Administrative Expenses (Salaries) 79,300
On-Call Engineering Services 625,000
5,403,500
City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Appropriations Overview
FY 2026-27 Budget

Fund/Funding
Source Project Description
Project
# Amount Carryover?* Bond Funded?**
City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Appropriations Overview
FY 2026-27 Budget
Measure R (Fund 220)
Wilcox Ave/Via Paseo Traffic Signal 949 600,000
ADA Enhancements 939 375,000 C
SB 1 Street Reconstrction (FY 2024-25) 938 750,800 C Paving the Way SB 1 Street Reconstruction (FY 2025-26) 944 1,046,400 C Paving the Way Paving the Way Debt Service 529,100
Administrative Expenses (Salaries) 79,000
On-Call Engineering Services 600,000
3,980,300
Meausre W (Fund 229)
Citywide Catch Basin Installation 931 516,300 C
East LA Median Stormwater Project / Catch Basin 676,700 Administrative Expenses 4,300
1,197,300
Road Maintenance and Rehabiliation Account (RMRA/SB1) (Fund 201) SB1 Street Construction (FY 2024-25) 938 1,900,000 C
SB1 Street Construction (FY 2025-26) 944 640,000 C
SB1 Street Construction (FY 2026-27) 951 1,760,200
4,300,200
Measure A - Parks (Fund 221)
Senior Center Basement Remodel 925 458,700
Chet Holifield Community Garden 945 300,000
758,700
TDA-3 (Fund 223)
SCAG SCP Active Transportaion 930 52,800 C
52,800
SCAG Active Transportation (Fund 265, Grant)
SCAG SCP Active Transportaion 930 362,500 C
362,500
STIPL Exchange (Proposition C)
Lincoln St Rehabilitation (Wilcox - 18th Stret) 946 C 188,400 188,400
Transit (Fund 600)
Rio Hondo Access Improvement 924-2 400,000 C
Sr. Center Basement Remodel 925 748,300 C
Public Works/Transit Yard bunker repair 16,500
1,164,800
GENERAL FUND Infrastructure Projects (Public Works Facilitiies) Various infrastructure repair projects 123,000
123,000
TOTAL FY 2026-27 CIP BUDGET (New and Carryover) 33,533,933 "C" = Carryover amount from prior fiscal year/projected not started

ITEM # 12

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager

BY: Cesar Roldan, Director of Public Works
SUBJECT: ADOPT RESOLUTION NO. 26-71 AUTHORIZING SUBMISSION OF AN APPLICATION TO CALRECYCLE’S TIRE-DERIVED AGGREGATE
GRANT AS PART OF CP-901, BLUFF ROAD SLOPE STABILIZATION

STORM DRAIN IMPROVEMENTS
DATE: October 14, 2026
RECOMMENDATIONS:

It is recommended that the City Council:

1. Adopt Resolution No. 26-71 authorizing staff to submit an application to the California Department of Resources Recycling and Recovery (CalRecycle) for the Tire-Derived Aggregate (TDA) Grant Program for Fiscal Year 2026–27; and

2. Authorize the City Manager to sign and execute all applicable documents associated with the submittal process; and

3. Take such additional, related action that may be desirable.

FISCAL IMPACT:

Applying for the CalRecycle Tire-Derived Aggregate (TDA) Grant Program would allow the City to offset a portion of the material and construction costs for the Bluff Road Slope Stabilization Project (CP 901). The grant program typically covers the procurement and delivery of tire-derived aggregate (TDA), engineering and installation costs associated with its use, and related testing or compliance measures.

The City has an opportunity to receive up to $375,000 through the grant, depending on the amount awarded. The grant funds would offset eligible project costs and reduce the amount the City must contribute from other funding sources.

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

BACKGROUND/DISCUSSION:

On December 14, 2021, the Los Angeles County Department of Public Works (LACDPW) notified the City of Montebello of slope damage caused by stormwater discharge from the City's storm drain outlet near Beach Street and Bluff Road. Emergency repairs were completed on January 3, 2022 using the City's on-call contractor following County coordination.

Subsequently, LACDPW informed the City that permanent corrective measures would be required. Through detailed coordination with various County divisions, the County informed the City that discharge into the Rio Hondo Coastal Basin Spreading Grounds would not be permitted. Therefore, the City evaluated alternative drainage solutions and ultimately selected a preferred alternative to connect the City’s storm drain to the County storm drain trunk line at 4th Street and Mines Avenue. The design work remains underway, and the City continues to work toward completing a comprehensive storm drain improvement plan and obtain appropriate County permits.

The City is proposing to incorporate Tire-Derived Aggregate (TDA) as a lightweight fill material in specific storm drain design components where beneficial. TDA provides several advantages:
• Reduced load on underlying soils
• Improved drainage characteristics
• Reuse of recycled tire materials
• Potential cost savings compared to conventional aggregate The material would be used in areas where the storm drain alignment requires backfill, slope stabilization, or structural support. The 4th Street Storm Drain Improvement Project presents opportunities to utilize TDA to:
• Stabilize disturbed slope resulting from prior stormwater discharge impacts • Improve subgrade conditions along with the new storm drain alignment • Enhance resilience and reduce long-term maintenance needs The project meets CalRecycle’s eligibility criteria as it incorporates TDA for civil engineering purposes such as slope stabilization and lightweight fill.

ENVIRONMENTAL:

N/A
ANALYSIS:

N/A

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

SUMMARY:

Staff recommend the City Council adopt Resolution No. 26-71 authorizing submission of an application to CalRecycle’s Tire-Derived Aggregate Grant Program to support the 4th Street Storm Drain Improvements Project (CP 901) and authorize the City Manager to sign all applicable documents associated with the grant submittal process. The grant will provide funding that aligns with the City’s continued efforts to stabilize slope damage, complete long-term stormwater infrastructure improvements, and advance sustainable material use.

ATTACHMENT(S)

1. Attachment A - Resolution No. 26-71

ATTACHMENT A
RESOLUTION NO. 26-71

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTEBELLO

AUTHORIZING THE SUBMITTAL OF A GRANT APPLICATION TO THE CALIFORNIA

DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY (CALRECYCLE) FOR THE TIRE‑DERIVED AGGREGATE (TDA) GRANT PROGRAM AND

AUTHORIZING THE CITY MANAGER TO EXECUTE ALL REQUIRED DOCUMENTS WHEREAS, the California Department of Resources Recycling and Recovery (CalRecycle) administers the Tire-Derived Aggregate (TDA) Grant Program to encourage the use of recycled tire material for civil engineering applications; and WHEREAS, the City of Montebello is undertaking the 4th Street Storm Drain Improvements Project, extending from Beach Street to Mines Avenue, which includes slope stabilization, drainage improvements, and structural backfill needs consistent with allowable uses under the TDA Grant Program; and
WHEREAS, the City’s project has experienced slope damage and ongoing structural challenges due to prior stormwater discharge conditions as documented through coordination with the Los Angeles County Department of Public Works; and WHEREAS, incorporation of Tire-Derived Aggregate as a lightweight fill and stabilization material will enhance project performance, reduce long-term maintenance needs, and support the State of California’s environmental and recycling goals; and WHEREAS, CalRecycle requires an adopted resolution authorizing submission of the grant application and authorizing a designated official to execute all related documents, agreements, amendments, and certifications; and WHEREAS, the City Council desires to authorize the City Manager, or designee, to submit the grant application and execute all necessary documents for and on behalf of the City of Montebello.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTEBELLO HERBY RESOLVES, FINDS, AND DECLARES AS FOLLOWS:

SECTION 1. The City Council hereby authorizes the submittal of a Tire‑Derived Aggregate (TDA) Grant Program application to CalRecycle for the 4th Street Storm Drain Improvements Project.

SECTION 2. The City Manager, or designee, is hereby authorized and empowered to execute all documents necessary to apply for, receive, and administer the Tire‑Derived Aggregate Grant, including but not limited to applications, agreements, amendments, payment requests, certifications, and reports.

SECTION 3. The City Manager, or designee, is authorized to take any additional actions necessary to carry out the intent of this Resolution.

RESOLUTION NO. 26-71

SECTION 4. The City Clerk shall certify the passage and adoption of this resolution.

APPROVED AND ADOPTED THIS 14th DAY OF OCTOBER 2026.

_______________________________
Georgina Tamayo, Mayor
ATTEST: APPROVED AS TO FORM:

________________________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez-Glasman, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF MONTEBELLO )
I, Christopher Jimenez, City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 26-71 was passed and adopted by the City Council of the City of Montebello, signed by the Mayor and attested by the City Clerk at a regular meeting of said Council held on the 14th day of October 2026 and that said Resolution was adopted by the following vote, to-wit:

AYES:

NOES:

ABSTAIN:

ABSENT:

The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.

DATE:

Christopher Jimenez, City Clerk

ITEM # 13

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager

BY: Cesar Roldan, Director of Public Works
SUBJECT: APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 27-02

FOR CITYWIDE JANITORIAL SUPPLIES
DATE: October 14, 2026
RECOMMENDATIONS:

It is recommended that the City Council:

1. Approve issuing Request for Proposals (RFP) No. 27-02 for the purchase and delivery of janitorial supplies and related products; and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The purchases resulting from this Request for Proposals (RFP) will be funded through the City’s applicable operating and maintenance budgets. Purchases will be made by authorized City departments on an as-needed basis and will be subject to available funding and applicable City purchasing requirements.

The City does not guarantee any minimum amount of purchases under the resulting Purchase Order(s). The City will only be responsible for payment for products ordered and received in accordance with authorized purchases.

Specific purchase expenditures will be determined based on actual departmental needs, available appropriations, and the pricing submitted by the successful proposer(s). Staff will return to the City Council for approval of the resulting agreement, or other required procurement action, as applicable as part of the RFP process.

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

BACKGROUND/DISCUSSION:

The City of Montebello requires a reliable source for the purchase and delivery of janitorial supplies and related products used by City departments and facilities. The City's current agreement for janitorial supplies is scheduled to expire on October 31, 2026. To ensure continuity of supply and establish a competitive procurement process, the City is seeking proposals from qualified vendors to provide janitorial supplies on an as-needed basis.

The purpose of this RFP (Attachment A) is to select qualified vendor(s) that can provide competitive pricing, reliable product availability, timely delivery, and responsive customer service. Products may include cleaning chemicals and disinfectants, restroom supplies, paper products, hand soap and sanitizer, trash bags and liners, cleaning tools and equipment, floor- and carpet-care products, and other commonly used janitorial and facility-maintenance products.

The selected vendor(s) will be responsible for providing and delivering products to designated City facilities, maintaining adequate product availability, providing product information and Safety Data Sheets (SDS) when applicable, providing itemized invoices, and notifying the City of backordered or discontinued products. Vendors will also be required to obtain City approval for material product substitutions and provide replacements or credits for damaged, defective, or incorrectly delivered products.

The resulting Purchase Order(s) will allow authorized City departments to purchase products as needed and will be subject to available funding and applicable City purchasing requirements. The City will only pay for products ordered and received and will not guarantee a minimum amount of purchases.

The proposed timeline for the RFP is as follows:
• RFP Release: October 15, 2026
• Online Questions Due: October 26, 2026, 12:00 p.m. PDT • Responses to Questions: October 29, 2026, 12:00 p.m. PDT • Proposal Due Date: November 5, 2026, at 11:00 AM PDT
• City Review of Submissions: November–December 2026
• Notifications to Vendors: January 14, 2027
• Award Recommendation: January 13, 2027
ENVIRONMENTAL:

N/A
ANALYSIS:

Issuing RFP No. 27-02 (Attachment A) will allow the City to competitively procure janitorial supplies and related products while establishing a reliable source of supply for City departments and facilities. The procurement will provide the City with an opportunity

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

to evaluate vendors based on product availability, pricing, delivery capabilities, customer service, experience, references, and compliance with the requirements of the RFP.

The procurement is intended to:
• Maintain continuity of janitorial and sanitation supplies following expiration of the City's current agreement;
• Obtain competitive pricing for commonly purchased janitorial products; • Establish reliable product availability and delivery to City facilities; • Provide authorized City departments with an efficient process for ordering supplies as needed;
• Provide flexibility to purchase a broad range of janitorial and facility-maintenance products;
• Establish requirements for product substitutions, damaged or defective products, and back-ordered items; and
• Promote fiscal accountability through a competitive procurement process.

Proposals will be evaluated based on the criteria established in the final RFP, which may include the vendor's qualifications and relevant experience, product availability and offerings, pricing and discounts, delivery capabilities, references, customer service, and compliance with the requirements of the RFP.

Proposers may submit a current product catalog, product listing, price sheet, or other documentation identifying the janitorial supplies offered and corresponding pricing.

Proposers may also identify discounts, rebates, credits, reimbursement programs, volume-based incentives, or other financial benefits available to the City.

The City reserves the right to request additional information or clarification from proposers and to accept or reject any and all proposals in accordance with applicable laws, policies, and the requirements of the RFP.

SUMMARY:

Staff recommends that the City Council authorize issuance of RFP No. 27-02 (Attachment A) for the purchase and delivery of janitorial supplies and related products.

Issuing the RFP will allow the City to competitively solicit qualified vendors, obtain competitive pricing, and establish a reliable source for janitorial supplies needed by City departments.

ATTACHMENT(S)

1. Attachment A - RFP No. 27-02 for Janitorial Supplies

1 CITY OF MONTEBELLO
Request for Proposals
RFP No. 27 – 02
Janitorial Supplies
Release Date: Thursday, October 15, 2026
Due Date: Thursday, November 5, 2026, at 11:00 PDT

ATTACHMENT A

2 [THIS PAGE IS INTENTIONALLY LEFT BLANK]

3 TO PROSPECTIVE PROPOSERS
The City of Montebello (“City”) invites proposal submissions under this Request for Proposals (“RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer(s) will be awarded a binding Purchase Order for each of the next three fiscal years based on the specifications outlined in this RFP.

DATE OF SOLICITATION
October 15, 2026

PROJECT
Janitorial Supplies

PROPOSAL OWNER
City of Montebello – Public Works
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Montebello – Public Works
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Vanessa Ramos, Administrative Manager
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]
Prospective Vendors must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 5

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 6

6.0 Vendor Qualifications 7

7.0 Proposal Submittal 8

8.0 Evaluation of Proposal 8

9.0 Proposal Protests 9

10.0 Records 10

11.0 Modifications/Changes 10

12.0 Disclosure of Information 10

13.0 Ex-Parte Communications 11

14.0 City of Montebello Rights 11
Appendix A – Proposal Content and Format
Appendix B – Cost Proposal
Appendix C – References

5 1.0 Notice Inviting Proposals
The City of Montebello (the “City”) is seeking proposals from qualified vendors to provide and deliver janitorial supplies and related products to City departments and facilities on an as-needed basis.

The City's current agreement for janitorial supplies is scheduled to expire on October 31, 2026. The City is therefore seeking qualified vendor(s) capable of providing competitive pricing, reliable product availability, timely delivery, and responsive customer service for the City's ongoing janitorial supply needs.

Products may include, but are not limited to, cleaning chemicals and disinfectants, restroom supplies, paper products, hand soap and sanitizer, trash bags and liners, cleaning tools and equipment, floor- and carpet-care products, and other commonly used janitorial and facility-maintenance products.

Services and products must be provided in accordance with the specifications, terms, and conditions identified in RFP No. 27-02. Prospective respondents are advised to carefully review all information related to this opportunity before submitting a response.

To view the complete RFP package, please visit:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839 Prospective Vendors must register with PlanetBids before being able to view or submit a response.

Questions must be submitted via PlanetBids by Monday, October 26, 2026 at 12:00 p.m. PDT
Responses to questions will be uploaded to PlanetBids by Thursday, October 29, 2026 at 12:00 p.m. PDT
Proposals must be submitted via PlanetBids by Thursday, November 5, 2026 at 11:00 a.m. PDT
Responses will be evaluated to determine the Vendor(s) most qualified and responsive to the requirements. Responses must adhere to the format and content described. The City reserves the right to accept or reject any and all proposals.

2.0 Introduction
The City of Montebello invites qualified vendors to submit proposals for the purchase and delivery of janitorial supplies and related products for use by City departments and facilities. The City intends to establish a reliable source of supply that allows authorized City departments to purchase janitorial supplies on an as-needed basis. Purchases will be subject to available funding, actual departmental needs, and applicable City purchasing requirements. The resulting Purchase Order(s) or other procurement arrangement will not guarantee any minimum quantity or dollar amount of purchases.

6 About the City of Montebello
Montebello ("beautiful mountain" in Spanish and Italian) is a City in the County of Los Angeles, California. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located east of Downtown Los Angeles. Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles as a whole. It is a fullservice City that provides a long list of services, employing approximately 480 full-time and part-time employees in public safety, transit, and non-safety functions. In the upcoming years, the City anticipates growth in population and economic development. In preparation for this growth and increases in City service demands, the staff is seeking to improve the City infrastructure to support the expansion properly.

3.0 Timeline
• Release RFP Thursday, October 15, 2026
• Online Questions Due Monday, October 26, 2026 at 12:00 p.m. PDT • Responses to Questions Thursday, October 29, 2026 at 12:00 p.m. PDT • Deadline to Submit Responses Thursday, November 5, 2026 at 11:00 a.m. PDT • City Review of Submissions November-December 2026
• Notifications Sent to Contractors January 14, 2027
• Award January 13, 2027

4.0 Purpose
The purpose of this solicitation is to identify qualified vendor(s) to provide janitorial supplies and related products to City departments and facilities on an as-needed basis.

The City is seeking vendor(s) that can provide:
• Competitive and clearly stated pricing;
• Reliable product availability;
• Timely delivery to designated City facilities;
• Emergency or expedited delivery when available;
• Responsive customer service;
• Product information and Safety Data Sheets (SDS), when applicable; • Accurate and itemized invoices; and
• Reliable fulfillment of City orders.

The City intends to establish an efficient purchasing process through which authorized City departments can obtain commonly used janitorial supplies without the need to conduct a separate solicitation for each purchase, subject to applicable City purchasing requirements.

5.0 Scope of Work/Services
The selected vendor(s) shall provide and deliver janitorial supplies and related products to City departments and facilities on an as-needed basis.

7 Products may include, but are not limited to:
• Cleaning chemicals and disinfectants;
• Bathroom and restroom supplies;
• Toilet paper and paper towels;
• Hand soap and hand sanitizer;
• Trash bags and liners;
• Mops, brooms, brushes, and dustpans;
• Mop heads and cleaning cloths;
• Sponges and scrub pads;
• Glass and window cleaners;
• Floor- and carpet-care products;
• Odor-control products;
• Cleaning equipment and accessories;
• Disposable cleaning and sanitation supplies; and
• Other commonly used janitorial and facility-maintenance products.

The selected vendor(s) shall:
• Provide competitive pricing for products offered;
• Maintain adequate product availability;
• Deliver orders to designated City facilities;
• Provide timely delivery and emergency or expedited delivery when available; • Provide product information and Safety Data Sheets (SDS), when applicable; • Provide itemized invoices;
• Notify the City of backordered or discontinued products; • Obtain City approval before making material product substitutions; • Accept returns or provide replacements or credits for damaged, defective, or incorrectly delivered products; and
• Provide a designated customer-service or account representative.

All products and services shall comply with applicable federal, state, and local laws and regulations.

The City will purchase products on an as-needed basis through authorized City departments. The City will only pay for products actually ordered and received and does not guarantee any minimum quantity or dollar amount of purchases.

6.0 Vendor Qualifications
The selected vendor(s) must demonstrate the ability and resources necessary to provide the products and services identified in this RFP.

At a minimum, vendors must:
• Be legally authorized to conduct business in California; • Maintain all licenses, permits, and registrations required by applicable law; • Have the ability to provide and deliver products to City facilities;

8 • Have sufficient staffing, inventory, and distribution capabilities to fulfill City orders; • Provide at least three references for similar customers or contracts; • Demonstrate experience providing janitorial supplies or substantially similar products;
• Comply with all applicable federal, state, and local laws; and • Not be suspended or debarred from doing business with public agencies.

The City may request additional information to verify a proposer's qualifications, experience, references, or ability to perform.

Background Check
Vendor representatives working on-site and in some remote capacities, will be required to undergo a background check conducted by the City.

7.0 Proposal Submittal
Please review Appendix A - Proposal Format and Content, attached hereto and incorporated herein by this reference, for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time-stamped after the deadline will not be accepted. Vendors planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid technical difficulties/errors.

8.0 Evaluation Criteria
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:
i. Cost Proposal - 70%
a. Ability to provide all products listed
Best pricing available
ii. Discounts and Other Incentives – 10%
a. Incentives offered to City
iii. References – 20%
a. Positive Refence List
b. Work Sample

9 The City reserves the right to request and obtain, from one or more proposers, supplementary information as may be necessary for the City to analyze the proposal pursuant to selection criteria. Upon completion of the evaluation phase, the City may select those vendors for interviews whose proposals most closely conform to the requirements of this RFP and provide the best value to the City.

9.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal due date deadline must be filed in writing or by email no later than ten (10) working days before the due date. The most common types of protest that might be filed before a proposal due date include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal due date.

When a protest is filed before a scheduled proposal due date, certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal due date). All protests must be filed with the Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Michael Solorza, Director of Finance
City of Montebello
Attn: Department of Finance
1600 W. Beverly Blvd
Montebello, CA 90640
or
E-mail:
[email protected]
B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.

10 D. All potential proposers will be advised of a pending protest.

E. The City shall not review proposals prior to the resolution of the protest unless it is determined that:
• The items to be procured are urgently required;
• Delivery or performance will be unduly delayed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) working days after receipt of a properly filed protest. The Director of Finance will respond and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Due Date/Post Award) A protest filed after a proposal deadline/due date must be filed within three (3) working days after the proposal deadline/due date. The City will grant the protesting Vendor a fair review and shall have up to ten (10) working days to review the protest and render its decision.

10.0 Records
The Vendor agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Vendor to audit any performance aspect under this agreement.

11.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the awarded term. Changes in the agreed requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Vendor. These changes will be processed by the City Manager.

12.0 Disclosure of Information
A. The Vendor agrees that it will not during or after the term agreed upon, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, Vendor, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Vendor shall be used exclusively in connection with the performance of services.

B. The Vendor shall not issue or release for publication any articles, advertising, or publicity matters relating to the supplies provided by the Vendor hereunder or

11 mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

13.0 Ex-Parte Communications
Vendor and Vendor representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit Vendors and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

14.0 City of Montebello Rights
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:
i. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.
ii. The Vendor, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services. iii. The Vendor failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;
C. Accept all or any part of a proposal;
D. Cancel the entire RFP;
E. Issue subsequent RFPs; or
F. Waive any errors or informalities in any proposal to the extent law permits.

Please review:

Appendix A – Proposal Content and Format
Appendix B – Cost Proposal
Appendix C – References

Form Created May 2024
Appendix “A”
Proposal Content and Format
Proposal Content
__________ shall be responsible for preparing a compelling, clear, and concise ______. The City is requesting _______, which contains at a minimum the following information:

1. Product Catalog/Product Information – Attach a current product catalog, product listing, brochure, price sheet, or other documentation describing the products offered.

2. Relevant Experience - Using Appendix C – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service/supply was provided, and the dollar amount of the contract. The City may contact the individual listed at its discretion.

3. Cost Proposal – Cost proposal should include the following:

Pricing and Incentives: Proposers shall provide pricing for the products offered. Pricing may be provided through the submitted product catalog, product list, price sheet, or other product information.

Proposers are also encouraged to identify and discounts, rebates, credits, reimbursement programs, volume-based incentives, or other financial benefits available to the City.

Please describe the applicable incentive and any requirements or conditions associated with receiving the benefit.

If no additional discounts, rebates, incentives, or financial benefits are offered, indicate “None.”

All proposals must be submitted using the PlanetBids Portal by Thursday, November 5, 2026, at 11:00 AM PDT. It is highly encouraged that proposals are submitted ahead of the deadline to avoid any technical difficulties that might be encountered while using the portal.

Proposal Format
To facilitate the evaluation process, all responses are required to adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposals prior to submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed non-responsive.

Responses should be concise and should provide sufficient information for the City to evaluate the products and services offered. There is no page limit for responses; however, respondents are encouraged to avoid submitting unnecessary or duplicative information.

Responses should include the following, as applicable:

1. Vendor Information - Provide the vendor's legal business name, business address, primary contact name, telephone number, and email address.

2. Product Catalog/Product Information - Provide a current product catalog, product list, price sheet, or other documentation identifying the janitorial supplies offered. A formal catalog is not required. Respondents that do not maintain a formal catalog may submit a product listing or other documentation describing their available products.

3. Pricing Information - Provide pricing for the products offered. Pricing may be included within the submitted catalog, product list, price sheet, or other product documentation.

4. Discounts and Other Incentives - Identify any discounts, rebates, credits, reimbursement programs, volume-based incentives, or other financial benefits offered to the City. If no additional discounts, rebates, incentives, or financial benefits are offered, indicate “None.”

5. Additional Information - Provide any additional information the respondent believes is relevant to the products offered or the City's consideration of the response.

Appendix “B”
Cost Proposal
RFP 27-02 JANITORIAL SUPPLIES
A. Vendor Information
Vendor Name: ______________________________________________ Primary Contact: ___________________________________________ Telephone: ________________________________________________ Email: ____________________________________________________ B. Product Pricing
INTENT: It is the intent of these specifications to describe the janitorial supplies needed throughout various City Departments.

NOTICE: Quoted prices should be based on bulk purchases.

FAILURE TO COMPLETE THE RIGHT-HAND COLUMN WITH ACCURATE BID SPECIFICATIONS ON ALL LINES WILL INVALIDATE THE BID.

Appendix: Bidders Proposal
Item
Description
Specifications /
Quantity
Manufacturer
Item Number Unit Price ($) Unit
22x14x58
Trash Liners

1.5 Mil; case of
100 bags $ __________ Per Case
Blue Microfiber
Towel 16x16
inch
Standard; 12
towels per pack
/ 12 packs per
case
$ __________ Per Case
Green
Microfiber
Towel 16x16
inch
Standard; 12
towels per pack
/ 12 packs per
case
$ __________ Per Case
Red Microfiber
Towel 16x16
inch
Standard; 12
towels per pack
/ 12 packs per
case
$ __________ Per Case

Lysol Toilet
Bowl Cleaner
32 oz bottles;
Item #98012; 12
bottles per case
$ __________ Per
Bottle/Case
Clorox
Disinfecting
Spray
32 oz cans; Item
#38504; 12 cans
per case
$ __________ Per
Bottle/Case
Nitrile Gloves
Powder Free
(XL)
Extra Large; 100
per box / 10
boxes per case
$ __________ Per Box/Case
Nitrile Gloves
Powder Free
(L)
Large; 100 per
box / 10 boxes
per case
$ __________ Per Box/Case
Nitrile Gloves
Powder Free
(M)
Medium; 100
per box / 10
boxes per case
$ __________ Per Box/Case
Windex
w/trigger
32 oz bottle; 8
bottles per case $ __________ Per Bottle/Case
Comet Powder
Deodorizing
Cleanser
21 oz canister;
PGC32987CT;
24 canisters per
case
$ __________ Per
Canister/Case
Polyurethane
Green Backed
Scrubber
Sponge
Size: 6 x 3 3/8 x
3/4; individually
wrapped; 40 per
case
$ __________ Per
Sponge/Case
White Trifold
Towels 1-ply
Item 1849; 250
per pack / 16
packs per case
$ __________ Per
Pack/Case
Tilex Mildew
Remover Spray
CLO35600; 32
oz bottle / 9
bottles per case
$ __________ Per
Bottle/Case
17 x 17 Trash
Can Liners

0.45 mil; box of
1,000 per case $ __________ Per Case
33 x 40 Trash
Can Liners

1.5 mil; 100 per
case $ __________ Per Case
Pine-Sol
Cleaner
80 oz bottle; 3
bottles per case $ __________ Per Bottle/Case
Lysol Wipes
Canister
80 count; 6
canisters per
case
$ __________ Per
Canister/Case
Pledge Lemon
Furniture Spray
SJN-301168;

14.2 oz per can;
6 cans per case
$ __________ Per Can/Case

Gen-Zyme
1-quart bottle
#384812; 12
bottles per case
$ __________ Per
Bottle/Case
Tork Hand
Soap
401811; 1-liter
refills; 6 refills
per case
$ __________ Per
Refill/Case
Fabuloso MultiPurpose
Cleaner
1-gallon bottle;
CPC25253; 4
bottles per case
$ __________ Per
Bottle/Case
Simple Green 1-gallon bottle; 6
bottles per case $ __________ Per Bottle/Case
Tork Hand
Paper Towel
Roll
290089; 700
feet per roll; 6
rolls per case
$ __________ Per Case
Bath tissue 500
sheets per roll
2-ply; 96 rolls
per case $ __________ Per Case
Jumbo roll bath
tissue
1,000 feet; 2-
ply; 12 rolls per
case
$ __________ Per Case
Cost Summary
Total Extended Cost of Product $ __________________
Applicable Sales Tax Rate 11%
Total Cost $ __________________
Shipping/Freight Rate Per Order (do not
include in Total Cost)
$ __________________
Additional Pricing Documentation Submitted:
☐ Product Catalog
☐ Product List
☐ Price Sheet
☐ Other: __________________________________________
If pricing is provided in a separate document, identify the document below:

Document Name/Reference: __________________________________ Respondents may submit additional product information as necessary to adequately identify the products and corresponding pricing.

C. Discounts and Other Incentives

Please identify any discounts, rebates, credits, reimbursement programs, volume-based incentives, or other financial benefits offered to the City.

Incentive Type Description Amount/Percentage Applicable Conditions Discount
Rebate
Credit
Reimbursement
Program
Volume Incentive
Other
D. Additional Pricing Information
Please provide any additional information regarding product pricing, discounts, rebates, or incentives that the City should consider.

Appendix “C” Reference Sheet
RFP 27-02 JANITORIAL SUPPLIES
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service

ITEM # 14

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager

BY: Luis Lopez, Police Chief
SUBJECT: ACCEPTANCE OF FISCAL YEAR 2026 COPS TECHNOLOGY AND

EQUIPMENT GRANT (TEP) PROGRAM AWARD AND

APPROPRIATION OF GRANT FUNDS
DATE: October 14, 2026
RECOMMENDATIONS:

It is recommended that the City Council:

1. Accept funding awarded to the City of Montebello by the U.S. Department of Justice (DOJ), Office of Community Oriented Policing Services (COPS), FY 2026 COPS Technology and Equipment Implementation Projects, Grant Award Number 15JCOPS-26-GG-0321-TECP, in the amount of $1,039.000; and

2. Amend the Fiscal Year 2026-27 budget and increase appropriations by $1,039.000 in Account Nos. 265-80-834-6010.10 (Grants, Police, COPS Technology Equipment Program, Machinery and Equipment [Expenditures]) and 265-99-4198.25 (Grants, Non-Departmental Misc. Grants-COPS Technology Equipment Program [Revenue]; and

3. Take such additional related action that may be desirable FISCAL IMPACT:

The City of Montebello is being awarded $1,039.000 from the U.S. Department of Justice (DOJ), Office of Community Oriented Policing Services (COPS) Technology and Equipment Program (TEP) for technological enhancements (Attachment B). Specifically, the Police Department will utilize the funding to purchase new communications equipment that will modernize and enhance its public safety infrastructure. The funding will be utilized to acquire updated dispatching consoles supporting network infrastructure and upgrades to existing radio equipment.

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

Although the City must pay upfront costs, all related, authorized expenditures will be reimbursed by the Grant on a quarterly basis up to $1,039.000. To that end, the recommended actions include amending the Fiscal Year 2026-27 budget by increasing appropriations by $1,039.000 in Account Nos. 265-80-834-6010.10 (Grants, Police, COPS Technology Equipment Program, Machinery and Equipment [Expenditures]) and 265-99-4198.25 (Grants, Non-Departmental Misc. Grants-COPS Technology Equipment Program [Revenue].

BACKGROUND/DISCUSSION:

Congresswoman Linda Sánchez submitted funding requests for several key community projects to the House Appropriations Committee to benefit California's 38th Congressional District, including funding to support the City of Montebello Police Department's public safety communications needs (Attachment A).

As a result, the City was awarded $1,039,000 through the U.S. Department of Justice (DOJ), Office of Community Oriented Policing Services (COPS), Fiscal Year 2026 COPS Technology and Equipment Program (TEP) (Attachment B). The grant will fund modernization of the Department's radio and dispatch communications infrastructure to improve reliability, resiliency, officer safety, and emergency response capabilities.

The project will provide six AXS dispatch console positions, furniture, flooring and associated equipment, along with supporting communications infrastructure designed to improve system reliability and provide redundancy during equipment failures or network disruptions. These improvements will enhance the Department's ability to manage radio communications, coordinate field personnel, and maintain critical communications during routine operations, emergencies, critical incidents, and regional mutual aid responses.

The project is also part of the Police Department's long-term communications modernization strategy. While the current grant will focus on dispatch and communications infrastructure, the improvements will establish a stronger foundation to support future communications needs as the Department grows. Overall, the project will strengthen emergency communications, improve coordination and response, enhance officer and community safety, and support the Department's commitment to providing effective and professional public safety services.

ENVIRONMENTAL:

N/A
ANALYSIS:

N/A
SUMMARY:

Staff is recommending City Council approve acceptance of the FY26 COPS Technology and Equipment Program award (Attachment B), and amend the Fiscal Year 2026-27

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

budget by increasing appropriations by $1,039.000 in Account Nos. 265-80-834-6010.10 (Grants, Police, COPS Technology Equipment Program, Machinery and Equipment [Expenditures]) and 265-99-4198.25 (Grants, Non-Departmental Misc. Grants-COPS Technology Equipment Program [Revenue]; and take such additional, related, action that may be desirable.

ATTACHMENT(S)

1. Attachment A - TEP FY26 Application

2. Attachment B - TEP Award Letter

ITEM # 15

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager

BY: Luis Lopez, Police Chief
SUBJECT: ACCEPTANCE OF CALIFORNIA OFFICE OF TRAFFIC SAFETY (OTS),

SELECTIVE TRAFFIC ENFORCEMENT PROGRAM (STEP) AWARD

AND APPROPRIATION OF GRANT FUNDS
DATE: October 14, 2026
RECOMMENDATIONS:

It is recommended that the City Council:

1. Approve the use of grant funding awarded by the California Office of Traffic and Safety (OTS) through the Selective Traffic Enforcement Program (STEP), Grant number PT27101, in the amount of $99,000; and

2. Amend the Fiscal Year 2026-27 budget and increase appropriations by $99,000 in Account No. 265-8013-800-5010.10, 6000.20 and 6020, (Grants, OTS-STEP, PD Administration, Overtime, Supplies and Travel and Meetings), and $99,0000 in Account No. 265-99-4198.97 (Grants, OTS Grants [Revenue]); and,

3. Take such additional, related, action that may be desirable.

FISCAL IMPACT:

The City of Montebello has been awarded $99,000 from the California Office of Traffic and Safety (OTS), Selective Traffic Enforcement Program (STEP) (Attachment A). Although the City must pay upfront costs, all related, authorized expenditures will be reimbursed by the Grant on a quarterly basis for an amount up to $99,000. The funds are to be distributed to a specific OTS-STEP account which will reflect the following budget (Account No. 265-8013-800, Grants, OTS-STEP, PD Administration):

1. Personnel Costs – Overtime (5010.10) $85,388

2. Travel Expenses (6020) $2,600

3. Supplies (6000.20) $11,012

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

TOTAL $99,000
The recommended action requires amending the Fiscal Year 2026-27 budget by increasing appropriations by $99,000 in Account No. 265-8013-800-5010.10, 6000.20 and 6020 (Grants, OTS-STEP, PD Administration, Overtime, Supplies and Travel and Meetings) and Account No. 265-99-4198.97 (Grants, OTS Grants [Revenue]).

BACKGROUND/DISCUSSION:

On September 30, 2026, the City was awarded an OTS-STEP Grant in the amount of $99,000 (Attachment A). The performance period of the grant is October 1, 2026, to September 30, 2027. Funding from this grant has been approved for traffic operations and other miscellaneous traffic and checkpoint supplies.

The Montebello Police Department has primarily focused on reducing alcohol and speedrelated collisions. Through the use of educational campaigns that focus on traffic safety topics such as distracted driving and primary collision factors, the Police Department will continue to educate the community on the importance of safe driving practices. The Police Department is currently expanding staff in the traffic unit, adding traffic safety equipment, and expanding training opportunities.

The goal is to use the Grant funds towards the enforcement of traffic laws, educating the public about traffic safety, and providing varied and effective means of reducing fatalities, injuries, and economic losses from collisions. These tasks will be achieved through a focused traffic enforcement plan utilizing operations that are data-driven and that the Department has the capacity to complete.

ENVIRONMENTAL:

N/A
ANALYSIS:

Best practice strategies will be implemented to reduce the number of persons killed and injured in crashes involving alcohol/drugs and primary collision factors that are prevalent in the City, including speeding, tailgating, illegal U-turns, and stop sign violations. The funded strategies may include impaired driving enforcement, enforcement operations focusing on primary collision factors, distracted driving, nighttime seat belt enforcement, special enforcement operations encouraging motorcycle safety, enforcement and public awareness in areas with a high number of bicycle and pedestrian collisions, and educational presentations on topics that may include: child passenger safety, occupant protection, and senior driving.

These strategies and campaigns are advertised on the City’s website and social media with the goal of capturing the communities’ attention to encourage safe driving practices.

SUMMARY:

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

Staff recommend the City Council approve the use of grant funding awarded by the California Office of Traffic and Safety (OTS) through the Selective Traffic Enforcement Program (STEP), Grant number PT27101 (Attachment A), in the amount of $99,000; and amend the Fiscal Year 2026-27 budget and increase appropriations by $99,000 in Account No. 265-8013-800-5010.10, 6000.20 and 6020, (Grants, OTS-STEP, PD Administration, Overtime, Supplies and Travel and Meetings), and $99,0000 in Account No. 265-99-4198.97 (Grants, OTS Grants [Revenue]); and take such additional, related, action that may be desirable.

ATTACHMENT(S)

1. Attachment A - Grant Agreement - PT27101

9/30/2026 9:07:01 AM Page 1 of 21
State of California – Office of Traffic Safety

GRANT AGREEMENT

GRANT NUMBER
PT27101

1. GRANT TITLE
Selective Traffic Enforcement Program (STEP)

2. NAME OF AGENCY 3. Grant Period
Montebello From:

To:
10/01/2026
09/30/2027 4. AGENCY UNIT TO ADMINISTER GRANT
Montebello Police Department

5. GRANT DESCRIPTION
Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving alcohol and other primary crash factors. The funded strategies may include impaired driving enforcement, enforcement operations focusing on primary crash factors, distracted driving, night-time seat belt enforcement, special enforcement operations encouraging motorcycle safety, enforcement and public awareness in areas with a high number of bicycle and pedestrian crashes, and educational programs. These strategies are designed to earn media attention thus enhancing the overall deterrent effect. In addition, the department will participate in community collaboration and engagement activities to engage in conversations regarding traffic safety with community members.

6. Federal Funds Allocated Under This Agreement Shall Not Exceed:

Allocation is contingent upon availability of federal funds. $99,000.00

7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by this reference made a part of the Agreement:
• Schedule A – Problem Statement, Goals and Objectives and Method of Procedure • Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable) • Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable) • Exhibit A – Certifications and Assurances
• Exhibit B* – OTS Grant Program Manual
• Exhibit C – Grant Electronic Management System (GEMS) Access *The item shown with an asterisk (*), is hereby incorporated by reference and made a part of this agreement as if attached hereto. This document can be viewed at the OTS home web page under Grants: www.ots.ca.gov.

Use of OTS Grant Agreement template in lieu of the California Model Agreement (CMA) The California Office of Traffic Safety (OTS) utilizes its standardized OTS Grant Agreement template for awards. The format, structure, and uniformity of the OTS Grant Agreement template allows for processing through Grant Electronic Management System (GEMS). OTS’s approach to using the OTS Grant Agreement template is consistent with the California Model Agreement (CMA) developed by University of California Office of the President (UCOP) and directed by the Department of General Service (DGS). For more information, please review the OTS Grant Program Manual.

Pre-Agreement Work
No work shall commence and no costs shall be incurred prior to the grant start date or the grant agreement being fully signed and executed. Any such costs are incurred at the grantee’s own risk and may not be reimbursed.

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8. Approval Signatures
We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the grant terms and conditions described herein.

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Monique Dellibovi
Grants and Project Administrator
[email protected]
(323) 887-1243
1600 W. Beverly Blvd.

Montebello, CA 90640
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Luis Lopez
Chief of Police
[email protected]
(323) 887-1200 ext. 285
1600 West Beverly Boulevard
Montebello, CA 90640
{{_es_signer2_signature}} {{_es_signer2_date}} {{_es_signer4_signature}} {{_es_signer4_date}} (Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Michael Solorza
Director of Finance
[email protected]
(323) 887-1412
1600 W. Beverly Blvd.

Montebello, CA 90640
NAME:

TITLE:

EMAIL:

PHONE:

ADDRESS:

Stephanie Dougherty
Director
[email protected]
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
{{_es_signer3_signature}} {{_es_signer3_date}} {{_es_signer6_signature}} {{_es_signer6_date}} (Signature) (Date) (Signature) (Date)
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Mary Khang SAM #:

REGISTERED
ADDRESS:

CITY:

ZIP+4:

M8MYZCCFENF8
1600 W. Beverly Blvd
Montebello
90640-3932
ADDRESS: 2208 Kausen Drive Suite 300
Sacramento, CA 95758
Monique M DelliBovi (Sep 30, 2026 09:09:39 PDT)
Monique M DelliBovi Sep 30, 2026 Michael Solorza (Sep 30, 2026 10:57:04 PDT) Michael Solorza Sep 30, 2026 Luis López (Sep 30, 2026 11:10:58 PDT) Sep 30, 2026 Sep 30, 2026 Page 292 of 653 9/30/2026 9:07:01 AM Page 3 of 21

10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED

EXPENDITURES
405e DDA2720.616 0521-0890-101 2026 19/26 BA/26 $6,000.00 402PT-27 20.600 0521-0890-101 2026 19/26 BA/26 $20,500.00 1906-27 20.611 0521-0890-101 2026 19/26 BA/26 $7,500.00 164ID-27 20.608 0521-0890-101 2026 19/26 BA/26 $65,000.00

AGREEMENT
TOTAL $99,000.00

AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above, notwithstanding allocations contingent on availability of federal funds.
$99,000.00

PRIOR AMOUNT ENCUMBERED FOR THIS

AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE {{_es_signer5_signature}} {{_es_signer5_date}}
Sep 30, 2026
$99,000.00

9/30/2026 9:07:01 AM Page 4 of 21
State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule A

GRANT NUMBER
PT27101

1. PROBLEM STATEMENT
Describe the city, county, or jurisdiction this grant will impact.

The City of Montebello is a diverse and growing community located in Los Angeles County, encompassing approximately 8.25 square miles. Montebello is bordered by several major transportation corridors, including the Santa Ana Freeway (I-5) to the south and the Pomona Freeway (SR-60) to the north, with close access to the Long Beach Freeway (SR-710) and the San Gabriel Freeway (I-605). These freeways contribute to a high volume of commuter, commercial, and regional traffic traveling through the city daily.

Montebello serves as a gateway city to downtown Los Angeles and is bordered by multiple neighboring jurisdictions, including Monterey Park, Pico Rivera, Rosemead, Commerce, and East Los Angeles. While primarily residential, the city has experienced significant commercial growth, including major attractions such as a regional shopping mall, the Oasis Golf Course, and Topgolf, all of which generate substantial traffic— particularly during peak hours and holiday seasons.

The city is also home to five private schools, thirty-three schools within the Montebello Unified School District, and is located near several colleges and universities. This combination of residential neighborhoods, commercial centers, schools, and regional traffic creates ongoing traffic congestion and safety challenges.

The Montebello Police Department is responsible for traffic safety throughout the city and seeks to reduce crashs, injuries, and fatalities for residents, commuters, and visitors traveling within the jurisdiction.

Describe the problem(s) to be addressed, supported by current and relevant crash data. (most recent calendar year data/stats).

The City of Montebello continues to face ongoing traffic safety challenges, as reflected in recent crash data.

Department analysis indicates a slight increase in overall traffic crashes, with nearly 50 percent (230 crashes) occurring between 12:00 p.m. and 6:00 p.m. during calendar year 2025. This concentration of crashes during peak afternoon and early evening hours demonstrates a clear temporal trend and underscores the need for targeted, high-visibility enforcement during these high-risk periods to maximize the effectiveness of traffic safety operations.

Improper turning movements remain one of the most frequent contributing factors in traffic crashes within the city. Although this issue has persisted over time, the most recent reporting period shows an increase in crashes attributed to unsafe turning behaviors. These crashes are largely preventable, and the Montebello Police Department believes that focused enforcement combined with public education will reduce the frequency and severity of these incidents.

Pedestrian and bicyclist safety continues to be a significant concern. In the most recent year, 15 percent of all reported crashes involved pedestrians or bicyclists, resulting in 53 injury victims and one pedestrian fatality. Over the past three years, pedestrian fatalities totaled four in 2023, three in 2024, and two in 2025.

These figures highlight the ongoing vulnerability of non-motorized road users and the need for sustained enforcement and education efforts to improve road-sharing behaviors and compliance with traffic laws.

Alcohol-involved crashes have also demonstrated an upward trend, with 23 alcohol-related crashes reported in 2025. Impaired driving remains a serious threat to public safety and contributes to severe and often fatal crashes. These trends underscore the continued need for DUI deterrence through high-visibility enforcement, checkpoints, and public awareness efforts.

Define the target population the grant intends to serve and how they are affected by the problem(s).

The traffic safety grant will benefit all roadway users within the City of Montebello, with a focus on populations that have been disproportionately impacted by recent traffic crash trends. Target populations include motorists, pedestrians, bicyclists, and teen and young adult drivers. The primary target population consists of motorists traveling within the city, with particular emphasis on individuals at higher risk for DUI involvement, including drivers operating vehicles during nighttime and weekend hours, individuals who drive after consuming alcohol or impairing substances, and repeat DUI offenders.

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Pedestrians and bicyclists are identified as at-risk populations with traffic laws, and improved visibility of enforcement activities, resulting in enhanced safety for these vulnerable road users. This project will also directly benefit other at-risk populations, including senior residents and teen and young adult drivers. Crash data indicates that drivers between the ages of 18 and 30 accounted for 27 percent of at-fault drivers in 2024 and 26 percent in 2025. Given that a significant number of crashes occur during afternoon and early evening hours, younger drivers may be particularly vulnerable to crash involvement. To address this concern, the Montebello Police Department will partner with local high schools, community colleges, and universities to deliver traffic safety education and awareness presentations. The Department will also continue to engage the community through outreach efforts such as Coffee with a Cop, National Night Out, and other community engagement events.

Impaired drivers pose a significant risk to the entire community, as alcohol-involved crashes continue to increase and place motorists, pedestrians, and bicyclists at risk of serious injury or death. Grant-funded enforcement activities, combined with public education and social media campaigns, will focus on deterring impaired driving and increasing public awareness of DUI risks. Through a comprehensive approach that integrates targeted enforcement, education, community outreach, and data-driven strategies, the OTS STEP grant will directly address traffic safety concerns and enhance the safety and quality of life for all who travel within the City of Montebello.

2. PERFORMANCE MEASURES
A. Goals:

1. Reduce the number of persons killed in traffic crashes.

2. Reduce the number of persons injured in traffic crashes.

3. Reduce the number of pedestrians killed in traffic crashes.

4. Reduce the number of pedestrians injured in traffic crashes.

5. Reduce the number of bicyclists killed in traffic crashes.

6. Reduce the number of bicyclists injured in traffic crashes.

7. Reduce the number of persons killed in alcohol-involved crashes.

8. Reduce the number of persons injured in alcohol-involved crashes.

9. Reduce the number of persons killed in drug-involved crashes.

10. Reduce the number of persons injured in drug-involved crashes.

11. Reduce the number of persons killed in alcohol/drug combo-involved crashes.

12. Reduce the number of persons injured in alcohol/drug combo-involved crashes.

13. Reduce the number of motorcyclists killed in traffic crashes.

14. Reduce the number of motorcyclists injured in traffic crashes.

15. Reduce hit & run fatal crashes.

16. Reduce hit & run injury crashes.

17. Reduce nighttime (2100 - 0259 hours) fatal crashes.

18. Reduce nighttime (2100 - 0259 hours) injury crashes.

B. Objectives: Target Number

1. Issue a news release announcing the kick-off of the grant by December 31st. The kick-off news releases and media advisories, alerts, and materials must be emailed to the OTS Public Information Officer at [email protected], and copied to your OTS Coordinator, for approval 7 days prior to the issuance date of the release.
1 2. Participate and report data (as required) in the following campaigns; Quarter 1:

National Pedestrian Safety Month, National Walk to School Day, National Teen Driver Safety Week, NHTSA Winter Mobilization; Quarter 3: National Distracted Driving Awareness Month, National Motorcycle Safety Month, National Bicycle Safety Month, National Click it or Ticket Mobilization; Quarter 4: National Speed Prevention Campaigns, NHTSA Summer Mobilization, National Child Passenger Safety Week, and California's Pedestrian Safety Month.
12 3. Develop (by December 31) and/or maintain a “DUI BOLO” program to notify patrol and traffic officers to be on the lookout for identified repeat DUI offenders with a suspended or revoked license as a result of DUI convictions. Updated DUI BOLOs 12

9/30/2026 9:07:01 AM Page 6 of 21
should be distributed to patrol and traffic officers monthly. Report on the outcomes of the “DUI BOLO” program.

4. Send law enforcement personnel to the NHTSA Standardized Field Sobriety Testing (SFST) (minimum 16 hours) POST-certified training. 2 5. Send law enforcement personnel to the NHTSA Advanced Roadside Impaired Driving Enforcement (ARIDE) 16 hour POST-certified training. 2 6. Conduct DUI/DL Checkpoints. A minimum of 1 checkpoint should be conducted during the NHTSA Winter Mobilization and 1 during the Summer Mobilization. To enhance the overall deterrent effect and promote high visibility, it is recommended the grantee issue an advance press release and conduct social media activity for each checkpoint. For combination DUI/DL checkpoints, departments should issue press releases that mention DL's will be checked at the DUI/DL checkpoint. Signs for DUI/DL checkpoints should read "DUI/Driver's License Checkpoint Ahead." OTS does not fund or support independent DL checkpoints. Only on an exception basis and with OTS pre-approval will OTS fund checkpoints that begin prior to 1800 hours. When possible, DUI/DL Checkpoint screeners should be DRE- or ARIDE-trained.
3 7. Conduct DUI Saturation Patrol operation(s). 13

8. Conduct Traffic Enforcement operation(s), including but not limited to, primary crash factor violations.
7 9. Conduct highly publicized Distracted Driving enforcement operation(s) targeting drivers using hand held cell phones and texting.
2 10. Conduct highly publicized pedestrian and/or bicycle enforcement operation(s) in areas or during events with a high number of pedestrian and/or bicycle crashes resulting from violations made by pedestrians, bicyclists, and drivers. 1 11. Conduct Traffic Safety educational presentation(s) with an effort to reach community members. Note: Presentation(s) may include topics such as distracted driving, DUI, speed, bicycle and pedestrian safety, seat belts and child passenger safety.
2 12. Send law enforcement personnel to DUI Checkpoint Planning and Management training.
1 13. Purchase and implement Traffic Stop Data Licenses to collect and report the required RIPA observational data.
75 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year) • The department will develop operational plans to implement the “best practice” strategies outlined in the objectives section.
• Conduct all training needed to implement the program, in the first quarter. • Purchase all grant related supplies and materials to implement the program, in the first quarter. • Items with a unit cost of $5,000 more (including tax and shipping) must comply with the Buy America Act.
• In order to develop/maintain the “DUI BOLOs,” research will be conducted to identify repeat DUI offenders with a suspended or revoked license as a result of DUI convictions. The DUI BOLO may include the driver’s name, last known address, DOB, description, current license status, and the number of times suspended or revoked for DUI. DUI BOLOs should be updated and distributed to traffic and patrol officers at least monthly. • Implementation of the STEP grant activities will be accomplished by deploying personnel at high crash locations.

Media Requirements
Issue a news release approved by the OTS PIO announcing the kick-off of the grant by December 31 and after the grant is signed and executed, but no sooner than October 1, the start of the grant year. The kick-off release must be approved by the OTS PIO. If you are unable to meet the December 31 deadline to issue a kick-off press release, communicate the reasons to your OTS grant coordinator and OTS PIO.

B. Phase 2 – Program Operations (Throughout Grant Year) Media Requirements

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The following requirements are for all grant-related activities:
• Send all media advisories, alerts, videos, graphics, artwork, posters, radio/PSA/video scripts, storyboards, digital and/or print educational materials for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Optimum lead time would be 7 days before the scheduled release but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
• Send all PowerPoint presentations, online presentations and trainings for grant-related activities to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator. Certified training courses are EXEMPT from the approval process.
• The OTS PIO is responsible for the approval of the design and content of materials. The agency understands OTS PIO approval is not authorizing approval of budget expenditure or cost. Any cost approvals must come from the OTS grant coordinator. • Pre-approval is not required when using any OTS-supplied template for media advisories, news releases, social media graphics, videos or posts, or any other OTS-supplied educational material.

However, copy the OTS PIO at [email protected] and your OTS grant coordinator when any material is distributed to the media and public, such as a news release, educational material, or link to social media post.
• If an OTS-supplied template, educational material, social media graphic, post or video is substantially changed, the changes shall be sent to the OTS PIO at [email protected] for approval and copy your OTS grant coordinator.
• News releases, social media posts and alerts on platforms such as NextDoor and Nixle reporting immediate and time-sensitive grant activities (e.g. enforcement operations, day of event highlights or announcements, event invites) are EXEMPT from the OTS PIO approval process.

The OTS PIO and your OTS grant coordinator should still be notified when the grant-related activity is happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
• Enforcement activities such as warrant and probation sweeps, court stings, etc. that are embargoed or could impact operations by publicizing in advance are EXEMPT from the PIO approval process. However, announcements and results of activities should still be copied to the OTS PIO at [email protected] and your OTS grant coordinator with the embargoed date and time or with “INTERNAL ONLY: DO NOT RELEASE” message in subject line of email. • Any earned or paid media campaigns for TV, radio, digital or social media that are part of a specific grant objective, using OTS grant funds, or designed and developed using contractual services by a subgrantee, requires prior approval.
• Social media posts highlighting state or national traffic safety campaigns (Distracted Driving Month, Motorcycle Safety Awareness Month, etc.), enforcement operations (DUI checkpoints, etc.), or any other grant-related activity such as Bicycle rodeos, presentations, or events, are highly encouraged but do not require prior approval.
• Submit a draft or rough-cut of all digital, printed, recorded or video material (brochures, posters, scripts, artwork, trailer graphics, digital graphics, social posts connected to an earned or paid media campaign grant objective) to the OTS PIO at [email protected] and copy your OTS grant coordinator for approval prior to the production or duplication. • Use the following standard language in all press, media, and printed materials, space permitting:

Funding for this program was provided by a grant from the California Office of Traffic Safety, through the National Highway Traffic Safety Administration. • Space permitting, include the OTS logo on all grant-funded print materials, graphics and paid or earned social media campaign grant objective; consult the OTS PIO and copy your OTS grant coordinator for specifics, format-appropriate logos, or if space does not permit the use of the OTS logo.
• Email the OTS PIO at [email protected] and copy your OTS grant coordinator at least 21 days in advance, or when first confirmed, a short description of any significant grant-related traffic safety event or program, particularly events that are highly publicized beforehand with anticipated media coverage so the OTS has sufficient notice to arrange for attendance and/or participation in the event. If unable to attend, email the OTS PIO at [email protected] and your OTS grant coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of the event within 7 days following significant grant-related event or program. The OTS PIO and your OTS grant coordinator should still be notified in advance when the grant-related activity is

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happening (e.g. car seat checks, bicycle rodeos, community presentations, DUI checkpoints, etc.).
• Any news releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received OTS PIO approval in a prior grant year must be resubmitted for approval in the current grant year.
• For additional guidance, refer to the OTS Grants Materials Approval Process Guidelines and FAQs .
• Email the OTS PIO at [email protected] or your OTS grant coordinator for consultation when changes from any of the above requirements might be warranted.

C. Phase 3 – Data Collection & Reporting (Throughout Grant Year)

1. Prepare and submit grant claim invoices (due January 30, April 30, July 30, and October 30)

2. Prepare and submit Quarterly Performance Reports (QPR) (due January 30, April 30, July 30, and October 30)
• Collect and report quarterly, appropriate data that supports the progress of goals and objectives. • Provide a brief list of activity conducted, procurement of grant-funded items, and significant media activities. Include status of grant-funded personnel, status of contracts, challenges, or special accomplishments.
• Provide a brief summary of quarterly accomplishments and explanations for objectives not completed or plans for upcoming activities.
• Collect, analyze and report statistical data relating to the grant goals and objectives.

4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant’s accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed.

5. ADMINISTRATIVE SUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B

GRANT NUMBER
PT27101

FUND NUMBER CATALOG

NUMBER (CFDA)

FUND DESCRIPTION TOTAL AMOUNT
405e DDA-27 20.616 Distracted Driving Awareness $6,000.00 1906-27 20.611 Racial Profiling Prohibition Grants $7,500.00 402PT-27 20.600 State and Community Highway
Safety
$20,500.00
164ID-27 20.608 Minimum Penalties for Repeat
Offenders for Driving While
Intoxicated
$65,000.00

COST CATEGORY FUND
NUMBER

UNIT COST OR
RATE

UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
DUI/DL Checkpoints 164ID-27 $11,500.00 3 $34,500.00
DUI Saturation Patrols 164ID-27 $2,076.00 13 $26,988.00 Traffic Enforcement 402PT-27 $2,000.00 7 $14,000.00
Pedestrian and Bicycle Enforcement 402PT-27 $2,900.00 1 $2,900.00 Traffic Safety Educational Presentations 402PT-27 $500.00 2 $1,000.00 Distracted Driving Enforcement 405e DDA27$3,000.00 2 $6,000.00 Category Sub-Total $85,388.00
B. TRAVEL EXPENSES
In State Travel 402PT-27 $2,600.00 1 $2,600.00
$0.00
Category Sub-Total $2,600.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
$0.00
Category Sub-Total $0.00
E. OTHER DIRECT COSTS
DUI Checkpoint Supplies 164ID-27 $3,512.00 1 $3,512.00
Traffic Stop Data License 1906-27 $100.00 75 $7,500.00
Category Sub-Total $11,012.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $99,000.00

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State of California – Office of Traffic Safety

GRANT AGREEMENT
Schedule B-1

GRANT NUMBER
PT27101

BUDGET NARRATIVE

PERSONNEL COSTS
DUI/DL Checkpoints - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

DUI Saturation Patrols - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Traffic Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Pedestrian and Bicycle Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

Traffic Safety Educational Presentations - Overtime for grant funded traffic safety educational presentations conducted by appropriate department personnel.

Distracted Driving Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.

TRAVEL EXPENSES
In State Travel - Costs are included for appropriate staff to attend conferences and training events supporting the grant goals and objectives and/or traffic safety. Local mileage for grant activities and meetings is included. All conferences, seminars or training not specifically identified in the Budget Narrative must be approved by OTS. All travel claimed must be at the agency approved rate. Per Diem may not be claimed for meals provided at conferences when registration fees are paid with OTS grant funds.

CONTRACTUAL SERVICES
-

EQUIPMENT
-

OTHER DIRECT COSTS
DUI Checkpoint Supplies - On-scene supplies needed to conduct sobriety checkpoints. Costs may include 28" traffic cones, MUTCD compliant traffic signs, MUTCD compliant high visibility vests (maximum of 10), traffic counters (maximum of 2), generator, gas for generators, lighting, reflective banners, electronic flares, PAS Device Supplies, PAS Calibration Supplies, heater, propane for heaters, fan, anti-fatigue mats, and canopies. Additional items may be purchased if approved by OTS. The cost of food and beverages will not be reimbursed.

Traffic Stop Data License - Access to the RIPA application to collect stop data that will guide officers through the required questions needed to collect observational data. The software has built in conjunction with the California DOJ and several city law enforcements agencies. Costs may include software, licenses, training, accessories, and associated shipping and taxes.

INDIRECT COSTS
-

STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant.

Salaries may include wages, salaries, special compensations, or authorized absences such as annual leave and sick leave provided the cost for the individual employee is (a) reasonable for the services rendered, and (b) follows an appointment made in accordance with state or local laws and rules and meets federal requirements.

Any non-grant funded vacancies created by reassignment to a grant-funded position must be filled at the expense of the grantee agency.

Nothing in this agreement shall be interpreted as a requirement, formal or informal, that a particular law enforcement officer issue a specified or predetermined number of citations in pursuance of the goals and objectives here under.

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The OTS grant funded activities must be separate from other grant funded program activities and maintained under separate accounting tracking codes (example: the same DUI checkpoint may not be funded by both the CHP Cannabis Tax Fund and the OTS).

Benefits for personnel costs can only be applied to straight time or overtime hours charged to the grant.

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Appendix A to Part 1300—Certifications and Assurances for Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117- 58)
The officials named on the grant agreement, certify by way of signature on the grant agreement signature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding.

Applicable provisions include, but are not limited to, the following:

GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to:
• 23 U.S.C. Chapter 4—Highway Safety Act of 1966, as amended; • Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 117-58; • 23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs; • 2 CFR part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
• 2 CFR part 1201—Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

NONDISCRIMINATION
(applies to subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing regulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
• 49 CFR part 21 (entitled Non-discrimination in Federally-Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964); • 28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex);
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
• The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the
Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federallyfunded or not); • Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38
State of California – Office of Traffic Safety

GRANT AGREEMENT
Exhibit A

GRANT NUMBER
PT27101

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The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.

GENERAL ASSURANCES
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:
“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.”
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI of the Civil Rights Act of 1964 and other non-discrimination requirements (the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted.

SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program:

1. The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 CFR part 21 will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.

2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source:
“The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”

3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred to as DOT order 1050.2A) [1]in every contract or agreement subject to the Acts and the Regulations.

4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient.

5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith.

6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property.

7. That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.

8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the

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form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or
b. the period during which the Recipient retains ownership or possession of the property.

9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.

10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.

By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any subrecipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.

The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.

THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:

1. The dangers of drug abuse in the workplace;

2. The grantee's policy of maintaining a drug-free workplace;

3. Any available drug counseling, rehabilitation, and employee assistance programs;

4. The penalties that may be imposed upon employees for drug violations occurring in the workplace;

5. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a); c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—

1. Abide by the terms of the statement;

2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction; e. Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted—

1. Taking appropriate personnel action against such an employee, up to and including termination;

2. Requiring such employee to participate satisfactorily in a drug abuse assistance or

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rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above.

POLITICAL ACTIVITY (HATCH ACT)
(applies to subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.

CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to subrecipients as well as States)

CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement;

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)
None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to subrecipients as well as States)

INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)

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1. By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.

2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.

3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment.

4. The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

5. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.

6. The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.

7. The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.

8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart

9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).

9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate the transaction for cause or default.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS—PRIMARY TIER

COVERED TRANSACTIONS

1. The prospective primary tier participant certifies to the best of its knowledge and belief, that it and

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its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

2. Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal.

INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION

1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart

9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).

8. Nothing contained in the foregoing shall be construed to require establishment of a system of

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records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION—LOWER TIER

COVERED TRANSACTIONS

1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.

2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

BUY AMERICA
(applies to subrecipients as well as States)
The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretary of Transportation.

CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)

GENERAL REQUIREMENTS
No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any such subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:

1. The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a. The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts. b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations.

2. The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct.

DISCLOSURE REQUIREMENTS

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No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:

1. The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict.

2. NHTSA will review the disclosure and may require additional relevant information from the recipient.

If a conflict of interest is found to exist, NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.

3. Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.

PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists.

POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org. The NHTSA website ( www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references.

POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving company-owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or reevaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving.

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INSTRUCTIONS FOR ADDING OR UPDATING GEMS USERS

1. Each agency is allowed a total of FIVE (5) GEMS Users.

2. GEMS Users listed on this form will be authorized to login to GEMS to complete and submit Quarterly Performance Reports (QPRs) and reimbursement claims.

3. Complete the form if adding, removing or editing a GEMS user(s).

4. The Grant Director must sign this form and return it with the Grant Agreement.

CURRENT GEMS USER(S)

1. Monique Dellibovi
Title: Grants and Project Administrator Media Contact: Yes Phone: (323) 887-1243
Email: [email protected]

2. Adam Mitchell
Title: Sergeant Media Contact: Yes
Phone: (323) 430-3203
Email: [email protected]

3. Trevor Morgan
Title: Sergeant Media Contact: No
Phone: (323) 887-1358
Email: [email protected]
State of California – Office of Traffic Safety
OTS-55 Grant Electronic Management System (GEMS) Access Exhibit C

GRANT NUMBER
PT27101

GRANT DETAILS
Grant Number: PT27101
Agency Name: Montebello Police Department
Grant Title: Selective Traffic Enforcement Program (STEP) Agreement Total: $99,000.00
Authorizing Official: Luis Lopez
Fiscal Official: Michael Solorza
Grant Director: Monique Dellibovi

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Complete the below information if adding, removing or editing a GEMS user(s) GEMS User 1
Add/Change {{[]c11_es_:signer1}} Remove Access {{[] c12_es_:signer1}} Add as a media contact? Yes {{[]c1_es_:signer1}} No{{[]c2_es_:signer1}} {{UserName1_es_:signer1 }} {{UserTitle1_es_:signer1 }}
Name Job Title
{{UserEmail1_es_:signer1 }} {{UserPhone1_es_:signer1 }} Email address Phone number
GEMS User 2
Add/Change {{[]c13_es_:signer1}} Remove Access {{[]c14_es_:signer1}} Add as a media contact? Yes {{[]c3_es_:signer1}}No {{[]c4_es_:signer1}} {{UserName2_es_:signer1 }} {{UserTitle2_es_:signer1 }}
Name Job Title
{{UserEmail2_es_:signer1 }} {{UserPhone2_es_:signer1 }} Email address Phone number
GEMS User 3
Add/Change {{[]c15_es_:signer1}} Remove Access {{[]c16_es_:signer1}} Add as a media contact? Yes {{[]c5_es_:signer1}}No {{[]c6_es_:signer1}} {{UserName3_es_:signer1 }} {{UserTitle3_es_:signer1 }}
Name Job Title
{{UserEmail3_es_:signer1 }} {{UserPhone3_es_:signer1 }} Email address Phone number
GEMS User 4
Add/Change {{[]c17_es_:signer1}} Remove Access {{[]c18_es_:signer1}} Add as a media contact? Yes {{[]c8_es_:signer1}}No {{[]c7_es_:signer1}} {{UserName4_es_:signer1 }} {{UserTitle4_es_:signer1 }}
Name Job Title
{{UserEmail4_es_:signer1 }} {{UserPhone4_es_:signer1 }} Email address Phone number
GEMS User 5
Add/Change {{[]c19_es_:signer1}} Remove Access {{[]c20_es_:signer1}} Add as a media contact? Yes {{[] c9_es_:signer1}}No {{[]c10_es_:signer1}} {{UserName5_es_:signer1 }} {{UserTitle5_es_:signer1 }}
Name Job Title
{{UserEmail5_es_:signer1 }} {{UserPhone5_es_:signer1 }} Email address Phone number
Form completed by: {{Sig_es_:signer1:signature}} Date: {{Dte1_es_:signer1:date}} As a signatory I hereby authorize the listed individual(s) to represent and have GEMS user access. {{Sig_es_:signer2:signature}} {{Name1_es_:signer2:fullname }} Signature Name
{{Dte2_es_:signer2:date}} Grant Director
Date Title
Monique M Dellibovi (Sep 30, 2026 09:08:31 PDT)
Monique M Dellibovi [email protected] 3238871224 Sep 30, 2026 Monique M DelliBovi (Sep 30, 2026 09:09:39 PDT) Monique M DelliBovi Monique M DelliBovi Sep 30, 2026 Page 311 of 653

ITEM # 16

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager

BY: Ramon Figueroa, Director of Human Resources
SUBJECT: APPROVE PROFESSIONAL SERVICES AGREEMENT, NO. 4641 WITH

USI INSURANCE SERVICES LLC FOR EMPLOYEE ANCILLARY

BENEFITS INSURANCE BROKER SERVICES
DATE: October 14, 2026
RECOMMENDATIONS:

It is recommended that the City Council:

1. Approve Professional Services Agreement, No. 4641 with USI Insurance Services LLC to provide Employee Ancillary Benefits Insurance Broker Services, for a three-year (3-year) term with the option for renewal of up to two (2) additional oneyear (1-year) terms, for an initial total not-to-exceed amount of One Hundred and Eighty Thousand Dollars ($180,000) for the three-year term with each additional renewal year at a fixed annual fee of $62,500, for a total potential contract amount of $305,000 over five years; and

2. Authorize the City Manager and/or his designee to take actions necessary to execute and finalize an agreement on behalf of the City of Montebello; and

3. Take such additional, related action that may be desirable.

FISCAL IMPACT:

On June 25, 2026, the City published RFP No. 26-17 (Attachment B) to solicit proposals from qualified insurance brokerage firms to provide employee ancillary benefits broker and consulting services (e.g., dental, vision, life insurance, etc.). On July 15, 2026, USI Insurance Services LLC (USI) submitted its pricing proposal (Attachment A) for the initial three-year term. Based on USI's proposed fixed annual rate of $60,000, the total cost for the initial three-year term is $180,000. The agreement also provides for the option to renew for two additional one-year terms at a fixed annual fee of $62,500 per year, for a total potential additional cost of $125,000 for Years 4 and 5, subject to the City’s exercise

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

of the renewal options. If both renewal options are exercised, the total potential contract amount over the five-year maximum term would be $305,000.

Staff is proposing a three-year agreement for the specified scope of services, with a total not-to-exceed amount of $180,000 (Attachment D). Funding for this service will be allocated from the Human Resources’ Fiscal Year 2026-27 adopted operating budget.

Sufficient funds have been appropriated for these services, as the City currently pays for similar services provided by a different vendor. Therefore, a budget amendment is not needed. Subsequent fiscal year budgets will include the appropriate amount of funding for the scope of services provided.

BACKGROUND/DISCUSSION:

On June 25, 2026, the City published RFP No. 26-17 (Attachment B) to solicit proposals from qualified insurance brokerage firms to provide employee ancillary benefits (e.g., dental, vision, life insurance, etc.) broker and consulting services. The selected broker will perform a full range of benefit program services related to the acquisition, implementation, maintenance, communication, and improvement of the City's employee ancillary insurance benefits to active employees and retirees.

Prospective brokers were provided with the opportunity to submit questions and corresponding answers were published using the City’s advertising platform, PlanetBids.com. In addition, it was the prospective brokers’ responsibility to review and acknowledge all publicly announced addendums and then craft a scope of service in accordance with such changes. Furthermore, prospective brokers were asked to thoroughly review the requirements and submit a complete proposal package including a cover sheet, resume, cost proposal, and references.

Proposals were due on Thursday, July 16, 2026. The City received five (5) proposals from the following vendors: Daybright Financial; McCrary Insurance Services LLC d/b/a Darlene M. Bond-McCrary; Advocate, Inc. d/b/a Nava Benefits; The Baldwin Group; and USI Insurance Services, LLC.

All five (5) proposals submitted were deemed eligible for evaluation. The Evaluation Committee subsequently reviewed and scored each of the five (5) proposals in accordance with the established evaluation criteria contained in RFP No. 26-17.

ENVIRONMENTAL:

N/A
ANALYSIS:

An Evaluation Committee consisting of three (3) raters from Human Resources conducted an evaluation of the five (5) complete and responsive proposals. Each rater independently reviewed and evaluated the proposals in accordance with the selection process outlined in RFP No. 26-17. The proposals were evaluated based on the following criteria:

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

The Evaluation Committee’s total score for each proposal was determined as follows:

USI Insurance Services LLC (USI) received the highest overall evaluation score of 94 percent based on their proposal (Attachment C). The Evaluation Committee noted USI’s strong public-sector and California municipal experience, as well as its prior service as the City’s benefits broker for more than 20 years.

USI’s broad client base could provide the City with additional leverage in the marketplace and potentially support more favorable rates through its relationships and purchasing experience. USI’s experience, qualifications, and proposed approach demonstrate its ability to provide the services requested in RFP No. 26-17.

USI proposed a fixed annual fee of $60,000 for the initial three-year term, resulting in a total cost of $180,000. For the two optional one-year renewal terms, USI proposed a fixed annual fee of $62,500 per year, resulting in a potential additional cost of $125,000 for Years 4 and 5. If both renewal options are exercised, the total potential contract amount would be $305,000 over the five-year maximum term. Based on the Evaluation Committee’s review and scoring, USI received the highest overall evaluation score of 94 percent and was selected as the recommended consultant.

SUMMARY:

Staff recommends the City Council approve Agreement No. 4641 (Attachment D) with USI Insurance Services LLC, for a three-year (3-year) term with the option for renewal of up to two (2) additional one-year (1-year) terms, for an initial total not-to-exceed amount of One Hundred and Eighty Thousand Dollars ($180,000) for the initial three-year term,

CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 14, 2026

with each additional renewal year at a fixed annual fee of Sixty-Two Thousand Five Hundred Dollars ($62,500), for a total potential contract amount of Three Hundred Five Thousand Dollars ($305,000) over the five-year maximum term, for provision of Employee Ancillary Benefits Insurance Broker Services; authorize the City Manager to take action necessary to execute and finalize an agreement on behalf of the City; and direct staff to take such additional, and related, actions that may be desirable.

ATTACHMENT(S)

1. Attachment A - Cost Proposal

2. Attachment B - Request for Proposal No. 26-17

3. Attachment C - USI PROPOSAL

4. Attachment D - Draft Agreement No. 4641

5. Exhibit A – Proposal USI Insurance Services LLC

6. Exhibit B – Cost Proposal

22 Appendix “C”
Cost Proposal
In accordance with the Request for Proposal issued by the City of Montebello (hereinafter referred to as Broker/Consultant), the undersigned proposing company hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein.

DESCRIPTION FIXED ANNUAL RATE
A CONTRACT YEAR 1 $
B CONTRACT YEAR 2 $
C CONTRACT YEAR 3 $
Total for initial 3 year contract period $

OPTIONAL RENEWAL PERIODS
D CONTRACT YEAR 4 $
E CONTRACT YEAR 5 $
60,000
60,000
60,000
180,000
62,500
65,000
42

23 Appendix “C”
Cost Proposal
The above amounts include salary cost, fringe benefits, overhead, operating margin and profit, and all direct and indirect expenses.

Please include above any other potential additional services that may be required and associated costs. (Attach your hourly and expense schedule for any additional work outside of scope of services.)

COMPANY NAME

ADDRESS

TELEPHONE & FAX

EMAIL ADDRESS

AUTHORIZEDSIGNATURE

SIGNATURE'S NAME AND TITLE

DATE SIGNED
USI Insurance Services LLC
21250 Hawthorne Blvd. Suite 380, Torrance, CA 90503
858.477.9227
[email protected]
Daniel Duzyk
07/13/2026
43

1 CITY OF MONTEBELLO
Request for Proposals
RFP No. 26 –17
Employee Ancillary Benefits Insurance Broker
Services
Release Date: Thursday, June 25, 2026
Questions Due: Tuesday, July 7, 2026, at 12:00 p.m. PDT Due Date: Thursday, July 16, 2026, at 11:00 a.m. PDT

2 [THIS PAGE IS INTENTIONALLY LEFT BLANK]

3 TO PROSPECTIVE PROPOSERS
The City of Montebello (“City”) invites proposal submissions under this Request for Proposals (“RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
June 25, 2026

PROJECT
Employee Ancillary Benefits Insurance Broker Services

PROPOSAL OWNER
City of Montebello – Human Resources Department
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Grant Leggette II, Assistant Director of Human Resources Department Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Montebello – Human Resources
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Joycelynn Dodge, Senior Human Resources Analyst
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]
Any questions about this RFP should be submitted via the City's PlanetBids Portal by Tuesday, July 7, 2026, at 12:00 p.m. PDT. Prospective consultants must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 8

6.0 Consultant Qualifications 11

7.0 Proposal Submittal 13

8.0 Evaluation of Proposal 13

9.0 Proposal Protests 13

10.0 Execution of Agreement 15

11.0 Insurance 16

12.0 Non-Commitment of City 18

13.0 Labor Requirements 18

14.0 Records 18

15.0 Subcontractors 19

16.0 Modifications/Changes 19

17.0 Disclosure of Information 19

18.0 Ex-Parte Communications 19

19.0 City of Montebello Rights 20
Appendix A – Proposal Content and Format
Appendix B – Sample Professional Services Agreement
Appendix C – Cost Proposal
Appendix D – References

5 1.0 Notice Inviting Proposals
The City of Montebello (the “City”) is seeking proposals from qualified and experienced employee benefits consulting firms to provide strategic consulting, brokerage, compliance, and administrative support services for the City's employee and retiree ancillary benefits programs.

Services must be formed in accordance with the specifications, terms, and conditions identified in Request for Proposals (RFP) 26-17. Prospective respondents are advised to carefully read information related to this opportunity before submitting a response.

To view the complete RFP package, please visit:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839 Prospective consultants must register with PlanetBids before being able to view or submit a response.

Questions must be submitted by Tuesday, July 7, 2026, at 12:00 p.m. PDT. *****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****
Proposals must be submitted via PlanetBids by Thursday, July 16, 2026, at 11:00 a.m.

PDT.

Responses will be evaluated to determine the Consultant that is the most qualified and responsive to the requirements. Responses must adhere to the format and content described. The City reserves the right to accept or reject any and all proposals.

6 2.0 Introduction
The City of Montebello invites qualified consultants to submit proposals for professional services to provide creative and innovative approaches, with a proven track record, that enable the City to maintain quality programs and contain or reduce costs. The selected Broker will perform a full range of benefit program services related to the acquisition, implementation, maintenance, communication, and improvement of the City's employee ancillary insurance benefits.

About the City of Montebello
Montebello ("beautiful mountain" in Spanish and Italian) is a city in the County of Los Angeles. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located approximately 11 miles east of Downtown Los Angeles.

Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles. It is a full-service City that provides a long list of services, employing approximately 600 full-time and part-time employees in public safety, transit, and non-safety functions.

3.0 Timeline
• Release RFP Thursday, June 25, 2026
• Online Q&A Deadline Tuesday, July 7, 2026 at 12 p.m. PDT • Deadline to Submit Responses Thursday, July 16, 2026 at 11 a.m. PDT • City Review of Submissions Summer 2026
• Notifications Sent to Consultants Summer 2026
• Award Summer-Fall 2026

4.0 Purpose
The purpose of this solicitation is to identify a qualified Consultant to assist the City with the knowledge and expertise in all aspects of the services requested in this RFP. The City is seeking proposals from qualified and experienced employee benefits consulting firms to provide strategic consulting, brokerage, compliance, and administrative support services for the City's employee and retiree ancillary benefits programs.

The City currently has approximately 476 active employees and 193 retirees enrolled in group benefit plans. The City is particularly interested in a Broker that can provide creative and innovative approaches, with a proven track record, that enable the City to maintain quality programs and contain or reduce costs. The selected Broker will perform a full range of benefit program services related to the acquisition, implementation, maintenance, communication, and improvement of the City's employee ancillary insurance benefits.

7 The selected Broker shall provide the following services including, but not limited to:
• Partner with the City to evaluate, develop, and implement short- and longrange ancillary benefits strategies that support program sustainability, competitiveness, employee engagement, and cost containment. • Provide subject matter expertise and ongoing consulting support for ancillary benefit programs, including dental, vision, disability, Employee Assistance Program (EAP), wellness initiatives, and voluntary benefits. • Conduct ancillary benefits benchmarking analyses against California municipalities, public agencies, regional employers, and industry best practices, and recommend program enhancements.
• Analyze enrollment data, and provide recommendations to improve plan effectiveness and manage costs.
• Negotiate annual renewals with carriers and vendors, including premiums, plan design, fees, service guarantees, contract terms, and administrative performance standards.
• As needed, prepare bid specifications, market benefit programs, evaluate proposals, and assist with vendor selection, implementation, and transition activities.
• Provide ongoing ancillary benefits administration support, including assistance with claims issues, eligibility concerns, billing disputes, premium reconciliation, enrollment accuracy reviews, and escalated employee and retiree service matters.
• Monitor and advise the City on applicable ancillary benefits laws and regulations, including ACA, HIPAA, COBRA, Section 125 requirements, nondiscrimination testing, required notices, reporting obligations, and compliance best practices.
• Assist with employee communications, open enrollment activities, enrollment guides, benefit summaries, presentations, orientations, wellness events, retirement seminars, and other educational programs. • Support labor negotiations and organizational planning by providing ancillary benefits analysis, cost modeling, strategic recommendations, presentations, and consultation to Human Resources, Executive Management, bargaining groups, and City leadership.

8 5.0 Scope of Work/Services
The selected consultant, working under the direction of staff from the City’s Human Resources Department.

1. Strategic Benefits Consulting & Planning
The consultant shall provide comprehensive strategic benefits consulting and planning services, including reviewing and evaluating the effectiveness, competitiveness, sustainability, and administration of the City’s existing ancillary benefits programs. Services shall include identifying and recommending costcontainment strategies, alternative funding structures, plan design modifications, and administrative efficiencies to support long-term program sustainability. The consultant shall provide ancillary benefits benchmarking comparisons against California municipalities, comparable public agencies, regional employers, industry trends, and public sector best practices. In addition, the consultant shall provide ongoing recommendations regarding emerging ancillary benefits trends, innovative plan options, wellness initiatives, voluntary benefits, and employee engagement strategies. The consultant shall also provide labor relations support by assisting the City with bargaining-related benefit analysis, cost modeling, strategy development, and preparation of presentation materials for negotiations involving multiple bargaining groups.

2. Analytics, Reporting & Financial Review
The consultant shall provide analytics, reporting, and financial review services related to the City’s ancillary benefits programs. Services may include analyzing available utilization, enrollment, service, and financial data to assist the City in evaluating program effectiveness, identifying areas for improvement, and supporting data-driven decision-making.

3. Procurement, Marketing & Renewals

9 The consultant shall coordinate and manage annual renewals for ancillary benefit programs and represent the City in negotiations with carriers and vendors regarding premiums, plan design, fees, service guarantees, contract terms, and administrative performance standards. The consultant shall evaluate vendor and carrier proposals based on cost, network accessibility, financial strength, administrative capabilities, claims handling, customer service, compliance, and implementation support. The consultant shall also coordinate implementation and transition activities associated with changes in vendors or carriers to ensure continuity of services and minimal disruption to employees and retirees.

4. Benefits Administration Support
The consultant shall provide ongoing ancillary benefits administration support to the City, including assisting employees, retirees, and staff with claims disputes, billing issues, eligibility problems, provider concerns, and escalated service matters. The consultant shall serve as liaison between the City and carriers, vendors, and third-party administrators to facilitate communication and issue resolution. Services shall also include assistance with vendor invoicing, premium reconciliation, and enrollment accuracy reviews. The consultant shall provide designated account management staff and clearly identified escalation contacts to ensure consistent and responsive service support.

5. Compliance & Regulatory Support
The consultant shall provide compliance and regulatory support services, including monitoring and advising the City regarding applicable federal, state, and local benefits regulations. The consultant shall provide timely legislative updates and analysis regarding laws impacting employee ancillary benefits programs and assist with required notices, disclosures, postings, filings, and reporting obligations. Services shall include support for Affordable Care Act (ACA) compliance requirements and reporting, as well as guidance related to HIPAA, COBRA, Section 125 plans, and nondiscrimination testing. The consultant shall also assist with dependent eligibility verification audits and

10 related employee communications, and shall provide compliance training, regulatory guidance, and best practice recommendations to Human Resources staff.

6. Employee Communications & Education
The consultant shall provide employee communications and education support, which may include assistance with annual open enrollment activities. Services shall include conducting employee meetings, workshops, webinars, orientations, and benefit presentations. The consultant shall develop and maintain employee communication materials such as enrollment guides, benefit summaries, comparison charts, frequently asked questions (FAQs), flyers, benefit handbooks, and electronic communications. The consultant shall also provide materials and presentations for new employee orientations and assist with the coordination and participation in health fairs, wellness fairs, retirement seminars, and benefits expos.

7. Wellness & Value-Added Services
The consultant shall assist the City in developing and implementing employee wellness initiatives and provide recommendations and support related to Employee Assistance Programs (EAP) and mental wellness resources. Services shall include providing financial wellness education and retirement planning resources, as well as recommending optional and value-added ancillary benefit offerings. The consultant shall provide seminars, workshops, and educational opportunities for employees and staff and identify additional optional programs such as pet insurance, legal plans, identity theft protection, childcare discounts, and voluntary supplemental benefit plans.

8. Customer Service & Performance Expectations
The consultant shall maintain high standards of customer service and performance by establishing response time expectations for inquiries and issue resolution. The consultant shall attend meetings with Human Resources staff, Executive Management, employee committees, bargaining groups, City Council, and Benefits Committees, as requested. Services shall include conducting periodic strategic and operational review meetings, maintaining clear escalation procedures for unresolved

11 issues, and ensuring continuity of staffing and transition planning for account personnel changes. The consultant shall work collaboratively with City staff, consultants, legal counsel, auditors, and vendors to support effective administration and ongoing management of the City’s ancillary benefits programs.

PUBLIC AGENCY EXPERIENCE REQUIREMENT
Proposers shall demonstrate substantial experience providing employee benefits consulting and/or third-party administration services to California public agencies, municipalities, special districts, or other governmental entities of similar size and complexity.

Preference may be given to firms with demonstrated experience supporting organizations with multiple bargaining units, complex labor environments, and publicsector compliance requirements.

DATA SECURITY & CONFIDENTIALITY
The Contractor shall maintain appropriate administrative, technical, and physical safeguards to protect confidential employee information and personally identifiable information (PII) in accordance with applicable federal and state privacy laws.

Any systems utilized by the Contractor for benefits administration or enrollment support shall comply with applicable HIPAA privacy and security requirements.

6.0Consultant Qualifications
The selected consultant must have the following minimum qualifications:

The proposer shall possess the capability and expertise required to complete the following tasks:

A. The proposer shall have experienced management staff, possessing comprehensive knowledge of benefits administration pertaining to public employers.

B. The proposer shall have at least three (3) consecutive years of experience in California providing broker and benefits consulting services to public or private entities.

The firm shall have provided such services to jurisdictions whose service populations

12 are similar in size and complexity to the City's.

C. The proposer shall have experience working with labor unions and advisory committees.

D. Utilize subject matter experts and deep industry knowledge to edit, create, execute, and/or update long and short-range plans designed to improve the effectiveness of employee benefits and insurance programs.

E. Demonstrate the ability to design traditional and multimedia content including surveys, presentations, spreadsheets, handouts, pamphlets, web content, audio recordings, and videos for internal and external stakeholders.

F. The proposer shall possess knowledge of applicable laws, regulations, and codes and shall be familiar with local conditions and trends relating to group insurance in California.

G. Provide accurate financial analyses, premium projections, and cost modeling related to ancillary benefit programs.

H. Demonstrate strong communication and coordination skills with City staff and outside parties in a constructive solution-focused style.

To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non-compliance with these requirements may disqualify your proposal from further consideration.

A. List and describe a minimum of three (3) projects or experiences, similar in nature to the project contemplated in this RFP, which the proposer is currently performing or has performed within the last thirty-six (36) months.

B. The firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.

C. The firm has not been assessed any penalties for non-compliance with any

13 federal, state, local, city, or county labor laws and/or regulations within the past five (5) years.

D. The firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, without limitation prevailing wage laws and apprenticeship laws.

E. Licensed to do business in the State of California. The firm can provide applicable Certifications (if required).

F. The firm possesses a professional staff with (5) years of knowledge and expertise to provide the Employee Benefits Broker and Consulting Services Project.

G. Financial capacity.

Background Check
Consultant representatives working on-site and in some remote capacities, will be required to undergo a background check conducted by the City.

7.0 Proposal submittal
Please review Appendix A - Proposal Format and Content, attached hereto and incorporated herein by this reference, for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time-stamped after the deadline will not be accepted. Consultants planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid technical difficulties/errors.

8.0 Evaluation Criteria
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:

14 i. Qualifications as they relate to this project - 65% a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Knowledge of the City of Montebello
d. Experience of personnel assigned to the work
e. Communication Skills
f. Interview, if required
ii. Reputation for integrity and competence – 15%
a. Positive Reference Checks
b. Work Samples
iii. Proposed fees for services – 20%
The City reserves the right to request and obtain, from one or more proposers, supplementary information as may be necessary for the City to analyze the proposal pursuant to selection criteria. Upon completion of the evaluation phase, the City may select those consultants for interviews whose proposals and qualifications most closely conform to the requirements of this RFP and provide the best value to the City.

9.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal due date deadline must be filed in writing or by email no later than ten (10) working days before the due date. The most common types of protest that might be filed before a proposal due date include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal due date.

When a protest is filed before a scheduled proposal due date, certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal due date). All protests must be filed with the Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Michael Solorza, Director of Finance
City of Montebello
Attn: Department of Finance
1600 W. Beverly Blvd

15 Montebello, CA 90640
or
E-mail:
[email protected]
B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.

D. All potential proposers will be advised of a pending protest.

E. The City shall not review proposals prior to the resolution of the protest unless it is determined that:
• The items to be procured are urgently required;
• Delivery or performance will be unduly delayed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) working days after receipt of a properly filed protest. The Director of Finance will respond and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Due Date/Post Award) A protest filed after a proposal deadline/due date must be filed within three (3) working days after the proposal deadline/due date. The City will grant the protesting Consultant a fair review and shall have up to ten (10) working days to review the protest and render its decision.

10.0 Execution of Agreement

16 The resulting agreement (see attached sample) shall be signed by the successful Vendor and returned within the required insurance within ten (10) business days after the City has provided written notice that the Vendor has been awarded. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Vendor decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

11.0 Insurance
The Consultant selected must meet the following minimum insurance requirements upon execution of the City’s Professional Services Agreement:

A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise-operations, products-completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence and $4,000,000 aggregate.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if the Consultant has not owned autos, Code 8 (hired) and 9 (non-owned) with a limit no less than $1,000,000 per accident for bodily injury and property damage.

If an automobile is not necessary to perform services, the Firm must submit a written request for a waiver of this requirement.

C. Professional Liability or Errors and Omissions
The Consultant shall maintain Professional Liability (Errors & Omissions) Insurance covering liability arising from errors, omissions, negligent acts, misrepresentation, or breach of duty in the performance of professional services related to employee benefits consulting and brokerage services. Coverage shall be maintained with limits of not less than Two Million Dollars ($2,000,000) per claim and Four Million Dollars ($4,000,000) aggregate.

17 The policy shall remain in effect throughout the term of the Agreement and, if written on a claims-made basis, shall be maintained for a period of not less than three (3) years following completion or termination of the Agreement, or the Consultant shall provide evidence of an extended reporting period ("tail coverage") acceptable to the City.

Upon request, the Consultant shall provide certificates of insurance and any other documentation reasonably necessary to verify compliance with these requirements.

D. Workers' Compensation and Employer's Liability
Workers' compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

Required Insurance Documentation
Certificate of Insurance
The Certificate Holder must be listed as follows:

City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640
Endorsements (if requested)
In addition to the Certificate of Insurance, the Consultant must provide the following endorsements:

Additional insured endorsements to the general liability and auto liability* insurance policies. The "City of Montebello, its officials, employees, and agents" must be endorsed to the Consultant’s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be canceled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).

Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non-contributing basis with any insurance or selfPage 334 of 653 18 insurance, primary or excess, maintained by or available to the City or its officials, employees, and agents.

Waiver and Modifications of Insurance Requirements
To the extent permitted by law, the City may modify these insurance requirements at any time and at its sole discretion.

In general, any contract deemed sole source, professional/professional services, involves the disclosure of proprietary information, and/or a public works project may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms and conditions.

Consultants may request a waiver or modification of these insurance requirements.

Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provide a brief explanation for the request. Requests will be reviewed on a case-bycase basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority and/or an authorized designee's discretion.

12.0 Non-Commitment of City
While the City intends to select a Consultant through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

13.0 Labor Requirements
A. Background: All personnel engaged in the performance of this work shall be employees of the Consultant and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Non-Discrimination: The Consultant shall not engage in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

14.0 Records
The Consultant agrees to permit the City Manager or designee access to records,

19 reports, files, and other papers or property of the Consultant to audit any performance aspect under this agreement.

15.0 Subcontractors
The Consultant shall be responsible for all work performed under the final agreement and shall keep all work under his control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used on this work shall be under the direct supervision of the Consultant and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the Contractor's insurance.

16.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement’s requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Consultant. These changes will be processed by the City Manager.

17.0 Disclosure of Information
A. The Consultant agrees that it will not during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, Consultant, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Consultant shall be used exclusively in connection with the performance of services.

B. The Consultant shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Consultant hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

18.0 Ex-Parte Communications
Consultant and Consultant representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit Consultants and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

20 19.0 City of Montebello Rights
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:
i. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.
ii. The Consultant, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services. iii. The Consultant failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform; C. Accept all or any part of a proposal;
D. Cancel the entire RFP;
E. Issue subsequent RFPs; or
F. Waive any errors or informalities in any proposal to the extent law permits.

Please review:

Appendix A – Proposal Content and Format
Appendix B – Sample Professional Services Agreement
Appendix C – Cost Proposal
Appendix D – References

21 Appendix “B”
Sample Professional Services Agreement
[See Next Page]

CITY OF MONTEBELLO
PROFESSIONAL SERVICES AGREEMENT NO. _____
WITH ______________
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on _____________, 2026 (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and (CONSULTANT NAME) (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”

RECITALS
WHEREAS, the CITY desires to retain a qualified professional consultant to provide services
WHEREAS, the CONSULTANT submitted a response to the RFP; and WHEREAS, the City evaluated the responses and determined that the Consultant will meet the requirements in a satisfactory manner.

NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:

SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT

DOCUMENTS
A. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
a. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.
b. RFP -xxx
c. Proposal referenced and Best Final Offer received by the successful proposer.
d. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.

B. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.

SECTION 2. SERVICES / COMPENSATION.

A. All terms, conditions, requirements, and provisions of the services in RFP and consultant’s responses, as such is set forth fully in Exhibit “A” hereto, are hereby incorporated fully herein by this reference and shall be binding on the Parties.

To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.

B. The CONSULTANT shall provide to the CITY all labor, equipment, materials and incidental necessary to provide services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter

“Professional Services”).

C. The CONSULTANT shall be compensated for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “B” and incorporated fully herein by this reference (“Compensation”). The CONSULTANT shall provide an itemized billing statement to the CITY each month for Professional Services performed. The CONSULTANT shall no incur fees or costs which exceed the Compensation without the prior written consent of the CITY.

SECTION 3. TERM.
a. This Agreement shall commence upon issuance of a written “Notice to Proceed” (as further defined below) by the CITY and shall expire on June 30, 2027, from the Effective Date, unless terminated earlier as hereinafter provided.

This Agreement may be extended through June 30, 2029, with mutual agreement from both parties.
b. Notice to Proceed. Any work or service contemplated under this Agreement shall not commence until the CITY has issued a written Notice to Proceed issued by CITY’s applicable, department head.

SECTION 4. PERFORMANCE.
a. The CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience, and talent, perform all tasks described herein. b. The CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of Consultant hereunder, in meeting its obligations under this Agreement.
c. The CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The CONSULTANT shall have the right to retain, subject to the CITY's approval, additional individuals, consultants or subconsultants to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subconsultants shall be the sole and exclusive responsibility of the CONSULTANT.
e. The CONSULTANT shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the CONSULTANT pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorneyclient privilege or any other law. Said documents shall be made available for inspection by the CITY upon request.

SECTION 5. WORK PRODUCT.
a. The CONSULTANT hereby agrees that all work product produced pursuant to this Agreement and provided to the CITY during and upon completion of this Agreement, shall be the property of the CITY, and ownership of said work product shall be retained by the CITY.

b. All data, documents, discussion, or other information developed or received by the CONSULTANT or provided for performance of this Agreement are deemed confidential and shall not be disclosed by the CONSULTANT without prior written consent by the CITY. The CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to the CITY upon the termination or expiration of this Agreement. The CONSULTANT agrees that the covenants contained in this Section shall survive the expiration or termination of this Agreement.

SECTION 6. EXTRA SERVICES.

No extra services over and above the Compensation shall be rendered by the CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by the CITY’s City Manager (the “City Manager”).

SECTION 7. CITY SUPERVISION.

The City Manager shall have the right of general supervision of all work performed by the CONSULTANT and shall be the CITY’s agent with respect to obtaining the CONSULTANT’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of this agreement by the City Manager.

SECTION 8. TERMINATION.

In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
a. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by the CONSULTANT which cannot be corrected within ten (10) days, said contract shall at the option of the CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by the CONSULTANT, the CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the CONSULTANT. The CONSULTANT and his sureties shall be liable to the CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, the CONSULTANT shall only be entitled to the Compensation for those Professional Services satisfactory performed on or before the effective date of termination.
b. Termination for Convenience. The CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving thirty (30) business days’ written notice to the CONSULTANT. Upon the termination of this Agreement as provided herein, the CITY shall provide to the CONSULTANT the part of Compensation which would otherwise be payable to the CONSULTANT for services the CONSULTANT had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by the CITY, the

Parties agree that the CONSULTANT shall be reimbursed for any “non-refundable” costs that the CONSULTANT has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by the CONSULTANT prior to the date of termination, and (2) that the CONSULTANT provides the CITY with adequate proof that the CONSULTANT incurred the costs, and is unable to be seek a refund for such costs. Such “non-refundable” costs may include, but are not limited to, travel reservations incurred by the CONSULTANT for its performance of services under this Agreement. The CONSULTANT agrees to cease all work under this Agreement on or before the effective date of any notice of termination.

SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.

No regular employee of the CITY shall be employed by the CONSULTANT during the term of this Agreement.

SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.

No official or employee of the CITY shall be personally liable to the CONSULTANT in the event of any default or breach by the CITY, or for any amount which may become due to the CONSULTANT.

SECTION 11. INDEPENDENT CONSULTANT.
a. The CONSULTANT is and shall, at all times, remain as to the CITY a wholly independent consultant. Neither the CITY nor any of its elected officials, officers, employees, or agents shall have control over the conduct of the CONSULTANT except as expressly set forth in this Agreement. The CONSULTANT shall not at any time or in any manner represent that he or she is in any manner an elected official, officer, employee, or agent of the CITY. No employee benefits shall be available to the CONSULTANT in connection with the performance of this Agreement. Except as provided in this Agreement, the CITY shall not pay salary, wages, or other compensation to the CONSULTANT for performance hereunder for the CITY, the CITY shall not be liable for compensation to the CONSULTANT, the CONSULTANT’s employees or the CONSULTANT’s subconsultants for injury or sickness arising out of performing services hereunder.
b. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement. c. The CITY shall not deduct from the Compensation paid to the CONSULTANT any sums required for Social Security, withholding taxes, FICA, state disability insurance or any other federal, state or local tax or charge which may or may not be in effect or hereinafter enacted or required as a charge or withholding on the compensation paid to the CONSULTANT. The CITY shall have no responsibility to provide the CONSULTANT, its employees or subconsultants with workers’ compensation insurance or any other insurance.

SECTION 12. CalPERS ANNUITANTS AND ELIGIBILITY INDEMNITY. a. If the CONSULTANT is a California Public Employees’ Retirement System (“CalPERS”) annuitant, the CONSULTANT must provide the City with written notification of such fact a minimum of 14 calendar days prior to commencement of services under this Agreement. Failure to provide such notification may result in termination of the Agreement, and any penalties or other costs relating thereto shall be borne by the CONSULTANT. If this Agreement remains in place, the

CONSULTANT shall execute any amendment(s) to this Agreement requested by the City in order to comply with all laws and regulations applicable to CalPERS annuitants.
b. In the event that the CONSULTANT or any employee, agent, or subconsultant of the CONSULTANT providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of the CONSULTANT or its employees, agents, or subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the CITY.
c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by the CITY for employer contribution and/or employee contributions for PERS benefits.

SECTION 13. LEGAL RESPONSIBILITIES.

The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local governments including, but not limited to the Montebello Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this section.

SECTION 14. INDEMNIFICATION.

The CONSULTANT agrees to, and shall defend, indemnify, protect and hold harmless, the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of the CONSULTANT’s negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of the CITY.

SECTION 15. INSURANCE COVERAGE.
a. During the term of this Agreement, the CONTRACTOR shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONTRACTOR’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:

Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury, and

advertising injury, with limits no less than $2,000,000 per occurrence, $4,000,000 aggregate.

Automobile Liability Insurance: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONTRACTOR has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.

Worker's Compensation insurance as required by the laws of the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

Professional Liability insurance appropriate to the CONTRACTORS’S profession, with limit no less than $2,000,000 per occurrence or claim, $4,000,000 aggregate.
b. If the CONTRACTOR maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONTRACTOR.
c. The CONTACTOR shall require each of its subcontractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement. d. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a current rating of at least A:VII in the latest edition of Best's Insurance Guide.
e. Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (ten [10] days for nonpayment) has been given to the CITY. The CONTRACTOR agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONTRACTOR’s expense, the premium thereon. .
f. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
g. The CONTACTOR shall require each of its subconsultants, if any, to maintain insurance coverage that meets all of the requirements of this Agreement. h. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a current rating of at least A:VII in the latest edition of Best's Insurance Guide.
i. Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (ten [10] days for nonpayment) has been given to the CITY. The CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONSULTANT’s expense, the premium thereon. j. Evidence of Insurance prior to commencement. The Contractor shall provide to the CITY Certificate(s) of Insurance evidencing such coverage together

with copies of the required policy endorsements no later than five (5) business days prior to commencement of service and at least fifteen (15) business days prior to the expiration of any policy. Unreasonable failure to provide such evidence may be cause for termination of the Agreement as provided herein or delay the services’ commencement date. The evidence of insurance shall be U.S. mail or email to:

City of Montebello
Attn: Principal Risk Manager
1600 West Beverly Boulevard
Montebello, CA 90640
Email: [email protected]
k. Coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non-renewed, or materially changed for any reason, without thirty (30) days prior written notice thereof given by the insurer to the CITY by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided.
l. Evidence of Insurance during the entire term of the Agreement. At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior to commencement of work under this Agreement, file with the CITY’s Risk Manager such certificate(s). m. The CONSULTANT shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages. n. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming the CITY, its officers, employees, agents and volunteers as additional insured’s. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to the CITY. The CONSULTANT agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
o. The insurance provided by the CONSULTANT shall be primary to any coverage available to the CITY. Any insurance or self-insurance maintained by the CITY, its officers, employees, agents, or volunteers, shall be in excess of CONSULTANT’s insurance and shall not contribute with it. p. All insurance coverage provided pursuant to this Agreement shall not prohibit the CONSULTANT, and CONSULTANT’s employees, agents or subconsultants, from waiving the right of subrogation prior to a loss. The CONSULTANT hereby waives all rights of subrogation against the CITY.
q. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, the CONSULTANT shall either reduce or eliminate the deductibles or self-insured retentions with respect to the CITY, or the CONSULTANT shall procure a bond guaranteeing payment of losses and expenses.

r. Procurement of insurance by the CONSULTANT shall not be construed as a limitation of the CONSULTANT'S liability or as full performance of CONSULTANT’s duties to indemnify, hold harmless and defend under the indemnity covenants of this Agreement.

SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.

The CONSULTANT shall not subcontract, delegate, or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of the CITY.

Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed sub-consultant, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.

Any subcontract, delegation or assignment shall be made in the name of the CONSULTANT and shall not bind or purport to bind the CITY and shall not release the CONSULTANT from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or sub-consultants. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to the CONSULTANT under the Agreement.

SECTION 17. NO WAIVER.

Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition, or covenant hereof.

SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.

Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be County of Los Angeles, California. The Parties agree that the covenants contained in this Section shall survive the expiration or termination of this Agreement.

SECTION 19. ATTORNEY’S FEES AND COSTS.

If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.

SECTION 20. WARRANTIES.

Each of the parties represents and warrants to one another as follows:
a. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement; b. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any

other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and c. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.

SECTION 21. MISCELLANEOUS.
a. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
b. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa. c. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
d. The representations and warranties made by the parties to this Agreement shall survive the consummation of the transaction herein described. e. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered. f. Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.

SECTION 22. NOTICE.

All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered via e-mail (an “Electronic Notice” as further defined below), personally or on the second (2nd) business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:

If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
Email: [email protected]
With a copy to: City of Montebello – Department of Finance Attn: Michael Solorza
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887 – 1200
Email: [email protected]
If to Consultant: CONSULTANT NAME

RECIPIENT NAME

ADDRESS

PHONE NUMBER
Email:

An electronic communication (“Electronic Notice”) shall be deemed written notice for purposes of this section if sent to the electronic mail address specified above.

Electronic Notice shall be deemed received at the time the party sending Electronic Notice receives verification of receipt by the receiving party. Any party receiving Electronic Notice may request and shall be entitled to receive the notice on paper, in a nonelectronic form.

SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY
EMPLOYER.

In the performance of this Agreement, the CONSULTANT shall not discriminate against any employee, sub-consultant, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. The CONSULTANT will take affirmative action to ensure that sub-consultant and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.

SECTION 24. CONFLICT OF INTEREST.

The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, the CONSULTANT shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.

The CONSULTANT covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to the CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.

SECTION 25. ENTIRE AGREEMENT.

This Agreement contains the entire understanding between the CITY and the CONSULTANT. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition, or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall be valid and binding.

SECTION 26. EXTENSION TO OTHER PUBLIC AGENCIES
Unless otherwise specified in writing, the CONSULTANT agrees that the prices, terms, and conditions identified in the Proposal (Exhibit “A”) and Agreement may be extended to other governmental agencies at the mutual agreement of both the public agency and awarded CONSULTANT. All requirements of the specifications, purchase orders, invoices, and payments with other agencies shall be directly with the CONSULTANT. CONSULTANT acknowledges and agrees to the extension of these contract terms to other governmental agencies conditioned upon the agreement of the CONSULTANT with the governmental agency. This provision in no way guaranteed that the CONSULTANT will agree to enter into a contract with a governmental agency pursuant to this Section.
[SIGNATURE PAGE TO FOLLOW]

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above. (“CITY”) (“CONSULTANT”)

CITY OF MONTEBELLO (CONSULTANT NAME)
Raul Alvarez, City Manager (CONSULTANT SIGNATORY, TITLE) ATTEST:

Christopher Jimenez, City Clerk
APPROVED AS TO FORM:

Arnold M. Alvarez-Glasman, City Attorney

22 Appendix “C”
Cost Proposal
In accordance with the Request for Proposal issued by the City of Montebello (hereinafter referred to as Broker/Consultant), the undersigned proposing company hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein.

DESCRIPTION FIXED ANNUAL RATE
A CONTRACT YEAR 1 $
B CONTRACT YEAR 2 $
C CONTRACT YEAR 3 $
Total for initial 3 year contract period $

OPTIONAL RENEWAL PERIODS
D CONTRACT YEAR 4 $
E CONTRACT YEAR 5 $

23 Appendix “C”
Cost Proposal
The above amounts include salary cost, fringe benefits, overhead, operating margin and profit, and all direct and indirect expenses.

Please include above any other potential additional services that may be required and associated costs. (Attach your hourly and expense schedule for any additional work outside of scope of services.)

COMPANY NAME

ADDRESS

TELEPHONE & FAX

EMAIL ADDRESS

AUTHORIZEDSIGNATURE

SIGNATURE'S NAME AND TITLE

DATE SIGNED

24 Appendix “D”
Reference Sheet
RFP 26 – 17 (Employee Ancillary Benefits Insurance Broker Services) List at Least Three (3) Professional References:
1 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Descriptionof Contract
(Please include contract
value, award date, term of
contract, and description of
work):

Contract Value: $
Award Date:

Term of Contract:

Description ofWork:
2 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Descriptionof Contract
(Please include contract
Contract Value: $
Award Date:

Term of Contract:

25 value, award date, term of
contract, and description of
work):

Description ofWork:
3 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Descriptionof Contract
(Please include contract
value, award date, term of
contract, and description of
work):

Contract Value: $
Award Date:

Term of Contract:

Description ofWork:

City of Montebello
Response to RFP #26-17 Employee Ancillary
Benefits Insurance Broker Services
July 16th, 2026
Daniel Duzyk
Vice President, Employee Benefits
USI Insurance Services LLC
21250 Hawthorne Blvd. Suite 380
Torrance, CA 90503
619.254.2521
[email protected] www.USI.com

Daniel Duzyk
USI Insurance Services
21250 Hawthorne Blvd. Suite 380
Torrance, CA 90503
July 16, 2026
Grant Leggette II
Assistant Director of Human Resources
City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640
Dear Mr. Leggette:

USI Insurance Services (USI) is pleased to submit this proposal in response to the City of Montebello's Request for Proposals for Employee Ancillary Benefits Insurance Broker Services. We are particularly excited for the opportunity to reconnect with the City, having previously served as Montebello's employee benefits consultant from 2002 - 2023. Our prior partnership provided valuable insight into the City's workforce, culture, and benefits objectives, and we would welcome the opportunity to once again support the City as a trusted advisor.

The City operates in a complex public-sector environment that requires balancing fiscal responsibility, employee engagement, compliance obligations, and labor relations considerations. USI's public-sector consulting model is specifically designed to help organizations navigate these challenges through datadriven recommendations, responsive service, and strategic planning that supports both organizational goals and employee needs.

USI serves more than 1,200 public-sector clients nationwide, including cities, counties, school districts, special districts, and Joint Powers Authorities throughout California. Our team understands the governance requirements, bargaining environments, transparency expectations, and regulatory requirements unique to public agencies. Having previously worked with the City, we also understand the importance of delivering practical solutions, exceptional service, and measurable value while continuing to bring fresh ideas and current market best practices to the relationship.

For the City of Montebello, USI will provide:
▪ Strategic consulting and long-range planning for dental, vision, disability, EAP, wellness, and voluntary benefit programs.
▪ Benchmarking against California public agencies and municipalities to identify opportunities for enhancement and cost containment.
▪ Carrier negotiations, renewal management, procurement support, and vendor oversight. ▪ Financial analysis, enrollment reporting, and cost modeling to support budgeting and labor discussions.
▪ Dedicated advocacy and account management support for claims, eligibility, billing, and employee service issues.
▪ Ongoing compliance guidance related to ACA, HIPAA, COBRA, Section 125 requirements, nondiscrimination testing, and legislative developments.

Daniel Duzyk
USI Insurance Services
21250 Hawthorne Blvd. Suite 380
Torrance, CA 90503
▪ Employee communication and education support, including open enrollment meetings, benefit guides, presentations, wellness initiatives, and retirement education.

Our service model is structured to function as an extension of the City's Human Resources team. Local consultants are supported by specialized compliance, communications, analytics, and client advocacy professionals with extensive California public-sector experience. This approach allows us to deliver both strategic expertise and the day-to-day responsiveness needed to support City staff, employees, and retirees.

USI is committed to dedicating the personnel, resources, and expertise necessary to successfully serve the City throughout this engagement. We appreciate your consideration and look forward to the opportunity to help Montebello strengthen its ancillary benefits program through strategic guidance, proactive service, and innovative solutions that deliver lasting value.

Sincerely,
Daniel Duzyk
Vice President
858.477.9227
[email protected]
CA DOI License # 0L11884

TABLE OF CONTENTS
PROJECT UNDERSTANDING AND APPROACH .......................................................................2 RELEVANT EXPERIENCE ...........................................................................................................13 SCOPE OF WORK....................................................................................................................20 CONFLICT OF INTEREST STATEMENT .......................................................................................24 COST PROPOSAL ....................................................................................................................25 APPENDICES ............................................................................................................................26 APPENDIX B: SAMPLE AGREEMENT...................................................................................27 APPENDIX C: COST PROPOSAL ........................................................................................41 APPENDIX D: REFERENCES ................................................................................................44 EXHIBITS....................................................................................................................................47 EXHIBIT I: SAMPLE BBS REPORT ..........................................................................................48 EXHIBIT II: NATIONAL COMPLIANCE UPDATE ...................................................................100 EXHIBIT III: SAMPLE ANNUAL SERVICE CALENDAR...........................................................104 EXHIBIT IV: TEAM BIOS ........................................................................................................106 DISCLOSURES...........................................................................................................................113 1

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PROJECT UNDERSTANDING AND APPROACH
Please include a statement demonstrating your understanding of the proposed project. Describe your general approach to completing the project successfully, methodologies and technologies you would employ, key milestones and processes you would employ. Describe what information you would expect the City to supply.

Key Elements of USI's Approach
 Former benefits consultant to the City of Montebello (2002–2023).  Dedicated public-sector practice serving more than 120 California public agencies.  Strategic focus on ancillary benefit sustainability, employee engagement, and cost containment  Proprietary municipality ancillary benefits pool
 Dedicated labor-relations and bargaining support.
 Comprehensive compliance and regulatory resources.
 Employee advocacy through USI's Benefit Resource Center.  Local service team supported by specialized compliance, communications, and analytics professionals.
 Structured planning, renewal, and stewardship process designed to function as an extension of the City's Human Resources Department.

Understanding of the Project
The City of Montebello is seeking a strategic ancillary benefits consulting and brokerage partner capable of supporting the full lifecycle of its employee and retiree ancillary benefits programs. The City is seeking more than renewal management; it is seeking a consultant that can provide strategic guidance, cost-containment recommendations, vendor management, compliance support, employee communications, and day-to-day service assistance while helping the City maintain competitive and sustainable benefit offerings.

USI understands that the City's priorities include maintaining high-quality ancillary benefits, delivering responsive service to employees and retirees, ensuring regulatory compliance, supporting labor-relations objectives, and identifying opportunities to improve program effectiveness while managing costs. We also recognize the importance of providing practical recommendations that can be effectively implemented within a public-sector environment governed by budget considerations, collective bargaining obligations, and transparency requirements.
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Our approach is designed to function as an extension of the City's Human Resources Department, providing strategic consulting, technical expertise, and hands-on support throughout the year rather than only during renewal periods.

Labor Relations and Collective Bargaining Support
USI recognizes that employee benefits are often among the most significant and sensitive issues addressed during collective bargaining. As a public-sector consultant serving California cities, counties, school districts, community colleges, special districts, and Joint Powers Authorities, we understand the importance of providing objective analysis and practical guidance that supports management's bargaining objectives while maintaining competitive and sustainable benefit programs.

At the City's direction, USI will support Human Resources and executive leadership by providing:
 Financial modeling of proposed benefit changes and negotiated alternatives.  Cost projections associated with ancillary benefits, including dental, vision, life, disability, EAP, and voluntary benefit programs.
 Multi-year budget forecasting to evaluate the long-term impact of bargaining proposals.  Contribution strategy analysis and plan design modeling.  Benchmarking against comparable California municipalities and public agencies.  Development of exhibits, presentations, and supporting materials for labor discussions and executive review.
 Attendance at bargaining preparation meetings and negotiation sessions, as requested.  Strategic consultation regarding market trends, benefit competitiveness, and workforce attraction and retention considerations.

Our role is to provide the City with accurate data, objective recommendations, and timely analysis that supports informed decision-making. By combining deep public-sector experience with robust analytical capabilities, USI helps clients evaluate potential outcomes, understand financial implications, and effectively communicate benefit-related proposals throughout the bargaining process.

Strategic Review and Planning
USI believes a strategic plan for the City’s benefit program is essential to achieve your organizational goals. We use a proven, three-tier process to help you develop and manage a long-term benefits strategy that supports employee engagement, program competitiveness, and responsible cost management. The process involves the planning session, a strategic plan, and the stewardship report. This strategic review will focus specifically on the City’s non-medical employee benefit programs, including dental, vision, life, disability, voluntary benefits, flexible spending accounts, and wellness offerings, which together represent a critical component of the City’s total benefits strategy. All recommendations are advisory in nature and implemented only at the City’s direction, with scope, timing, and priorities established collaboratively with City staff.
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Tier 1 – Planning Session
A structured planning session is the foundation of an effective long-term benefits strategy.

This session brings together key stakeholders to align on financial goals, workforce needs, and program objectives. It also provides a clear view of current performance and future priorities.

Prior to the session, USI completes a detailed review of the City’s programs, including cost drivers, utilization trends, and benchmarking against comparable public agencies.

During this session, we will review and discuss:
 Financial and utilization trends to identify outstanding issues.  Demographic and participation data and any anticipated changes in workforce.  Network access, discount structures, and provider availability within dental and vision programs.  Summary Plan Descriptions (SPDs) and any gaps in plan design.  Benefit communication materials inventory - what’s working and what’s missing.  Benchmarking plan design, total cost, cost by plan, contribution strategy, and wellness initiatives.  Compliance issues identified current or future.
 Feedback on where you want to be both financially, culturally, and competitively.  Employee survey results – if you have conducted or what we can do to assist in executing.

We consider the strengths of the existing programs, identify any weaknesses, and determine cost effectiveness, competitiveness, and the administration efficiency of each program. Each ancillary and voluntary benefit program is evaluated independently to ensure recommendations are appropriately tailored to its distinct cost drivers, utilization patterns, and employee experience considerations.

Advantages of a
Formal Planning
Session Include:
▪ Aligns key stakeholder expectations
▪ Bridges the historic gap between HR, finance, senior management, and employee concerns ▪ Establishes a clear understanding of your employee benefits and HR needs ▪ Generates innovative solutions
▪ Encourages optimum senior support for your initiatives ▪ Creates a road map to success
We collaborate with you to align the City’s strategic benefits plans with your organization’s contractual, clinical, operational, and cultural needs for the near and long-term.

Contractual Clinical Operational Cultural
Finding the lower overall
cost and improved
contractual terms for
savings and optimal
efficiency
Identifying ways to improve
the health of your
employees
Designing
recommendations to
enhance the end users’
experience
Aligning recommendations
with your organizational
structure
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Once we understand the City’s culture and needs, the approach we take is to carefully analyze enrollment, utilization, vendor performance, and employee engagement data, and primary cost drivers.

Our multi-disciplinary team makes specific recommendation in all areas of your benefit program that would help increase the health of the population, help control cost over time, increase employee satisfaction and competitiveness of the benefit plan and ensure a sustainable benefit program. Those recommendations are then presented by our local team to share with you the immediate cost savings/plan improvements and long-term impact.

With this process, we are equipped to:
 Review and implement efficient HR processes and effective communication tools that work cohesively with your overall benefit objectives.
 Help you make educated decisions on how to invest in your benefits program.  Manage implementation as seamlessly as possible.
 Provide ongoing support for your HR department and your employees.  Track and report critical indicators of plan success to make changes where necessary.

Tier 2 – Strategic Plan
Following the planning session, we build a multi-year strategy aligned with the City’s financial and operational goals.

The plan serves as a working roadmap for benefit decisions, vendor management, and cost control. It is reviewed and adjusted regularly based on performance and changing conditions.

The plan typically spans 1 – 3 years, understanding that through the Annual Stewardship Review process, the plan will be amended as results emerge and the operating environment within your organization changes. The plan will address both short and long-term goals. While informed by enterprise-level best practices, the strategic plan as applied to this engagement will focus on the City’s non-medical benefit programs and their interaction with contribution strategy, vendor performance, compliance, and employee engagement.

The elements of the plan follow the seven (7) key areas of our employee benefits practice including:
 Financial Analysis and Benchmarking
 Ancillary Benefits Strategy
 Employee Communications and Engagement
 Compliance and Regulatory Support
 Vendor Performance Management
 Wellness and EAP Optimization
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 Labor Relations Support
 Voluntary Benefits Strategy
Please see Exhibit I for Sample Benchmarking BBS Report We recognize that ancillary benefits play an important role in supporting employee well-being, workforce engagement, and total rewards strategy. Our objective is to help the City maintain competitive, sustainable, and employee-valued benefit programs through proactive planning, effective vendor management, ongoing benchmarking, and strategic consulting support. In support of this approach, and to ensure ongoing alignment of your benefits strategy with your organizational culture, we work with you to create a 3- to 5-year, multi-year benefits strategy that’s based not only upon data and analysis, but also upon our understanding of your past benefit strategies, as well as your current goals and desired outcomes.

Multi-Year Benefits Strategy
Short-Term Goals
2026
Mid-Term Goals
(2027-2028)
Long-Term Goals
(2028 +)
Plan Design ▪ Evaluate network and
carrier options
▪ Re-evaluate plan
administrator options
▪ Evaluate ancillary plan
design opportunities
across dental, vision,
disability, EAP, and
voluntary benefit offerings
▪ Evaluate employee
engagement strategies
and value-added benefit
enhancements.
▪ Maintain competitive and
sustainable ancillary
benefit programs while
supporting compliance
obligations and employee
satisfaction.
▪ Balance affordability,
employee value, and longterm program
sustainability.

Communication ▪ Develop communication
strategy: methods of
communication and topics
▪ Consider the various
generations at work and
types of communication
each prefer
▪ Continue to enhance and
develop ongoing
communication
▪ Introduce enhanced
technology tools that
drive engagement
▪ Engage employees to be
good stewards
Financial ▪ Reevaluate contribution
strategy
▪ Review contracts for cost
savings
▪ Evaluate carrier
partnerships, vendor
performance, and
opportunities to improve
cost efficiency and service
outcomes.
▪ Avoid exposure to excess
costs and inefficiencies
▪ Maintain stable ancillary
benefit costs through
proactive negotiations,
vendor management, plan
optimization, and ongoing
market benchmarking
Administrative ▪ Ensure vendors are
meeting needs
▪ What improvements can be made?
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Short-Term Goals
2026
Mid-Term Goals
(2027-2028)
Long-Term Goals
(2028 +)
Compliance ▪ Review service provider
contracts
▪ Conduct Compliance
Review
▪ 1095C reporting
▪ Provide ongoing updates
regarding ACA, HIPAA,
COBRA, Section 125,
nondiscrimination testing,
and other applicable
benefit regulations
▪ Provide Annual
Compliance Reminders
▪ Maintain compliance with
applicable federal and
state benefit regulations
and reporting
requirements
▪ Ensure proper
administration of group
health plans
Wellness ▪ Evaluate wellness program
▪ Look at areas of health and
productivity
▪ Assist with design and
implementation of
program
▪ Wellness campaigns and
challenges, including
financial wellness
components
▪ Evaluate employee
participation, engagement
levels, EAP utilization, and
effectiveness of wellness
and financial wellness
initiatives
It is important to note that our Annual Planning Schedule is reviewed at every scheduled meeting to see if any adjustments are needed based on recent developments. Any adjustments are then made to the service plan as well as the above strategy found.

Advantages of a
Strategic Plan
Include:
▪ Provides a common blueprint for all participants
▪ Creates a reasonable timeline to accomplish goals without over-utilizing your resources ▪ Allows participants to work on the current year initiatives while keeping an eye on future goals
▪ Organizes initiatives by subject area
▪ Serves as the basis for the annual stewardship report Tier 3 – Stewardship Report
We meet with your HR team annually to review a detailed stewardship report as a key step towards achieving the results you desire. The stewardship report provides opportunity for both future planning and historic review to evaluate USI’s deliverables, and to gain feedback from the City on whether we have met your expectations towards our mutual goals.

Advantages of a
Stewardship Report
Include:
▪ Identifies risk and opportunities
▪ Manages expectations of all parties — your human resources team, senior management, and your local account team
▪ Reviews progress toward goals
▪ Allows for adjustment of responsibilities
▪ Clarifies our value proposition to you
▪ Strengthens the relationship between you, your organization, and USI The following outlines in more detail the stewardship process:
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Annual Benefits Strategy Based upon Total Rewards Objectives  Benchmark plan design and employee
contribution data against local and industry
peers
 Review plan financial performance
 Discuss annual objectives and determine
initiatives
 for the upcoming year
 Review plan performance and discuss
alternative designs
 Discuss current benefit trends
Compliance Review
 Review welfare benefits compliance issues (ACA, COBRA, HIPAA, FSAs, etc.)  Provide plan documentation services
Please see Exhibit II for Sample National Compliance Update Annual Renewal Strategy and Negotiation
 Renewal request completed and renewals received from in-force carriers  Evaluation and negotiation of in-force renewals
 Tiered and narrow networks evaluated, plan design alternatives modeled, contribution strategies assessed, and impact analysis completed
Ancillary Programs Optimization
 Dental Plan Benchmarking
 Vision Plan Market Review
 EAP Review
 Life/Disability Program Evaluation
 Day-to-day issue resolution
 Voluntary Benefit Strategy
Employee Advocacy Services
 Escalated Claim Resolution
 Eligibility Issue Resolution
 Premium Billing Support
 Enrollment Discrepancy Resolution
 Retiree Support
Service Provider Analysis/Market Review
 Consider key decision-making criteria
 Create and release client-specific RFP to carriers
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 Produce a summary report (includes financial analysis, change management issues, service provider scoring, etc.)
 Schedule finalist meetings/site visits
Annual Enrollment/Communication Strategy
 Develop annual enrollment timeline
 Create and execute communication strategy
 Participate in open enrollment meetings/health
fairs
 Implement new and/or review administrative
processes/solutions
Year-End Review
 Measure the benefits program and service results
 Review service provider documents/booklets/contracts
 Evaluate service provider performance/performance guarantee true-up Continuous Improvement Model
Our approach to developing, implementing, and ensuring ongoing alignment of the City’s benefit programs to your vision is founded on a Continuous Improvement Model. This approach, in which we go through a continual process of discovery, analysis, planning, and implementation with each benefit plan component, incorporates the use of industry and peer benchmarking, identifying appropriate performance metrics, evaluation of best practices, and incorporating innovation.

Annually, we identify the primary goals that are to be achieved in the benefit program, set a strategy and timeline for completion, and track and measure success.

Discovery: ▪ Qualitative (discussion, survey) and
quantitative (data).

Analysis:
▪ Compare the City’s situation to
standards/benchmarks and identify gaps
and opportunities in plan’s performance.

Recommendation: ▪ Propose actions/solutions to address plan performance gaps.

Execution: ▪ Implement actions/solutions chosen by the
City.

Stewardship: Monthly service calls and periodic plan
performance reviews.

Implementation Timeline
USI begins each engagement by conducting a comprehensive review of the City's ancillary benefits programs, vendor relationships, administrative processes, employee communication strategy, and overall program objectives. Working collaboratively with Human Resources staff, we identify opportunities to enhance employee and retiree experiences, strengthen vendor accountability, improve administrative 9

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efficiency, and support the City's long-term strategic and financial goals. The resulting implementation roadmap establishes clear priorities, responsibilities, timelines, and performance expectations to ensure a successful transition and ongoing partnership.

Our first step will be to schedule an implementation and high-level planning meeting to establish clear expectations and short- and long-term objectives. Your USI account service team lead will request necessary vendor information and documents to populate our internal systems for launch of our fullservice platform, including account management, analytics, and the Benefit Resource Center (BRC).

Areas of analysis and solutions we may approach with the City during the first months of service include:
 Short-/long-term planning to meet your company goals
 Alternative ancillary plan design options
 Actionable solutions via our OMNI Knowledge Engine™
 Benchmarking of current plans
 Vendor optimization opportunities
 Voluntary benefit enhancements
Sample Transition Timeline
The sample timeline provided below is based on previous, successful transition of clients. The schedule can be adjusted as necessary to best suit the needs of the City’s decision-making process and to perform any other tasks identified for more immediate action. Most of the work described in the steps below will be performed by USI, and we will confer with you throughout the process to learn your culture and understand the best way to communicate with your employees and their families.

The following sample transition timeline outlines the steps we take to help ensure the process is completed in a timely and organized fashion. We will employ a Renewal Timeline and an Annual Service Calendar to ensure accountability at all major milestones throughout the process and the balance of the benefit year.

The City’s transition plan will be developed according to your specific needs.

Phase 1 – Discovery & Assessment
• Data gathering
• Vendor introductions
• Program review
• Goals discussion

KEY TAKEAWAY
We believe that what we do in the first 100 days sets the trend for our entire relationship.
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Phase 2 – Strategic Planning
• Benchmarking
• Financial review
• Vendor assessment
• Multi-year planning
Phase 3 – Market Evaluation & Negotiation
• Renewal negotiations
• Market review
• Evaluation of alternatives
Phase 4 – Implementation
• Vendor transitions
• Enrollment preparation
• Communication materials
Phase 5 – Ongoing Support
• Employee advocacy
• Compliance monitoring
• Strategic reviews
• Annual planning
Project Tracking
The USI service delivery model is designed to provide exceptional HR support. The key to our model is the Annual Service Calendar. This calendar ensures everyone involved in the service delivery, both the USI account team and the City’s Human Resources team, is aware of the shared responsibilities and accountabilities inherent in the successful execution of an employee benefits program.

Upon selection as your broker, together the City and USI agree on a schedule of meetings for the upcoming year and incorporate them into the calendar along with other USI deliverables designed to support your health and welfare plan.

USI account service team members
keep the City informed of recent
developments and new products that
may impact your benefit plan. In
addition to regularly scheduled
meetings, urgent matters are
communicated upon receipt. Our
National Compliance and Population
Health Management teams distribute
e-newsletters that are easy to share
with employees.
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Please see Exhibit III for Sample Annual Service Calendar Information Requested from the City
To support a successful implementation and ongoing consulting relationship, USI would request the following information:

Program Information
• Current benefit summaries and plan
documents
• Carrier agreements and service contracts
• Administrative and eligibility procedures
• Open enrollment materials
Financial and Enrollment Data
• Current enrollment reports
• Premium and rate information
• Historical renewal information
• Vendor performance reports
• Billing and reconciliation information
Organizational Information
• Employee census data
• Bargaining unit structure
• Relevant labor agreement provisions
• Human Resources objectives and priorities
• Existing wellness and employee
engagement initiatives
Compliance Information
• Section 125 plan documentation
• ACA-related materials
• Required notices and disclosures
• Existing compliance processes and
procedures
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RELEVANT EXPERIENCE
Please include information describing your experience providing similar services for public agencies.

Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the vendor should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the consultant has performed similar services of similar size, scope, and complexity. 21250 Hawthorne Blvd, 380
Torrance, CA 90503
All Services to be performed in
California
100 Summit Lake Drive, Suite
400
Valhalla, NY 10595
Limited Liability Company
USI's proposed service team has extensive experience supporting California municipalities with ancillary benefits consulting, carrier negotiations, vendor management, employee communications, compliance support, and labor-relations assistance. In addition to previously serving as the City of Montebello's employee benefits consultant from 2002 through 2023, our team currently provides ancillary benefits consulting services to numerous California cities and public agencies of similar size and complexity. These engagements include oversight of dental, vision, life, disability, EAP, wellness, and voluntary benefit programs as well as support for renewal negotiations, employee communications, compliance initiatives, and bargaining-related benefit analyses Our Focus on the Unique Needs of Public-Sector Clients
Through our experience with over 1,200 public-sector
clients nationwide, we understand that our clients’ first responsibility is to their constituents and/or their
taxpayers. This primary public responsibility drives all our recommendations and solutions.

Additionally, we understand the importance of industry
segmentation and how critical it is to our clients.

Our Public Entity Industry Segment team takes a
holistic approach to managing your risk and can unite
groups throughout your organization.

Our local account team draws on the resources of this
group to develop industry strategies and solutions to
complex situations. They work to bring “best in front”
results to you.
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Industry Strategies & Solutions for All Facets of the Public-Sector We take the time to understand your operations, culture, and strategic direction; then tailor the right insurance and risk management solutions for your specific needs.

Solutions include:
 Analysis and forecasting
 Environmental liability
 Network security and data privacy
 Claims management and loss control
 Employee safety training
 Administration support
 Development of successful purchasing
pools providing group insurance
programs
 Design and implementation of cost-saving
alternatives (HSAs, HRAs)
 GASB 43 and 45 compliance and funding
solutions
 Population Health Management solutions
 Extensive labor union expertise including
education for unions on health care
benefit trends
 Customized employee and retiree benefit
communications
Proprietary Public Sector Programs
Since 1996, USI Insurance Services has been an innovator in developing and implementing proprietary programs to meet the primary employee benefits coverage needs common to public sector organizations.

The programs have provided our public sector customers with flexibility in benefit choices as well as premium savings and stability over several years. We have extensive experience in developing group purchasing pools on both a fully-insured and self-funded basis.

Public Entity Benefits Pool
Nationally, USI provides brokerage service to over 1,200 public agencies. In California we work with 120+ public agencies which includes municipalities, water districts, special districts, public and higher education. For the past 20 years, the Municipality Benefits Pool has provided low-cost, high-quality, non- medical benefits to over 100 California municipalities and 40,000 employees from recognized specialty carriers. Benefits include Dental, Vision, Life AD&D, LTD, STD, and EAP services. The pool is designed to replicate existing entity employee benefits while reducing premiums through the market leverage of a purchasing cooperative. Instead of acting as individual entities purchasing cost-effective benefits coverage, entities become part of a significantly larger participant group.

Advantages are:
 Individually customized plan design for each entity
 Premium savings up to 20% over traditional markets for specific lines of coverage  Multiple-year rate guarantees for budget stability
Members realize maximum savings by electing the multi-line package of coverages and, at the same time, contributing to the growing strength of the overall purchasing cooperative. Each participating carrier is considered best in its class, with proven financial and management stability (‘A’ or better industry rating).
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Working With Public Entities
USI has long-standing experience serving a wide range of public-sector organizations, including Joint Powers Authorities (JPAs), counties, cities and municipalities, K–12 school districts, community college districts, and special districts throughout California and across the country. Our dedicated Public Sector Practice understands the unique governance requirements, labor environments, compliance obligations, and competitive procurement processes that public agencies must navigate. We support entities operating under board-driven governance, collaboratively managed coalitions, and multi-employer benefit structures that require a high degree of coordination, transparency, and accountability.

Core Service Team Public Sector Experience
The proposed the City service team is a part of our dedicated Public Sector Practice, which is exclusively focused on serving government and public sector agencies in California. This practice currently supports over 120 public sector clients with an annual retention rate of over 95% with many clients partnering with USI for over 15 years.

Our team brings expertise and understanding of public sector regulatory and compliance requirements, and a proven track record of delivering reliable, mission-aligned services. All assigned core service members have direct experience working with public sector clients and are supported by a broader bench of technical resources to ensure continuity, scalability, and responsiveness.

Below is a small snapshot of our public sector clients served by our Public Sector Practice in the City’s region:

Contract Name Services Provided Size/Tenure
Los Angeles Fire and Police Pensions Consulting services for all benefits. 15,000 Retirees/7+ years Los Angeles Community College
District
Consulting Services for ancillary benefits. 7,000 Employees/8+ years City of Torrance Consulting Services for ancillary benefits. 1,500 Employees/25+ years City of Monterey Park Consulting Services for ancillary benefits. 300 Employees/3+ years City of South El Monte Consulting Services for ancillary benefits. 75 Employees/3+ years City of Ventura Consulting services for all benefits. 650 Employees/15+ years City of Thousand Oaks Consulting services for all ancillary benefits. 375 Employees/15+ years City of Simi Valley Consulting services for all ancillary benefits. 650 Employees/17+ years City of Huntington Park Consulting services for all ancillary benefits. 200 Employees/24+ years City of Inglewood Consulting services for all ancillary benefits. 800 Employees/24+ years 15

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Key Project Staff
Core Team Members
Title, and Contact Information
Roles and Qualifications
Daniel Duzyk, GBA, REBC
Vice President,
Lead Consulant
[email protected]
858.477.9227
Daniel’s responsibilities include overseeing the
implementation of new products, negotiating renewals,
and strategic management of the daily service needs for clients. Daniel has worked with public sector agencies for the past 14 years, including cities, counties, school
districts, and community colleges throughout California.

Daniel’s certifications include a GBA Designation through International Foundation of Employee Benefit Plans
(IFEBP) and the Wharton School of the University of
Pennsylvania, and a Registered Employee Benefits
Consultant (REBC) Designation through the National
Association of Benefits and Insurance Professionals
(NABIP).

Tenure with USI: 2+ years
Years in Industry: 14+ years
Christine Kwock, GBA
Senior Acount Executive
[email protected]
424.390.0012
Christine is a Senior Account Executive in Employee
Benefits in the Torrance, California, office. She is a long tenured team member responsible for project
management, carrier performance management,
renewals, and assists with compliance issues for public sector employer groups in California.

Christine’s certifications include Group Benefits
Associate (GBA) designation through the International
Foundation of Employee Benefit Plans through the
Wharton School of the University of Pennsylvania.

Tenure with USI: 8+ years
Years in Industry: 32+ years
Pamela Rodrigues, GBDS
Account Manager
pamela [email protected]
424.390.0030
Pam Rodrigues is an Account Manager in Employee
Benefits in the Torrance, California office. Pam manages the day-to-day administrative and /or member service
issues; implementation and ongoing services of vendors; contract review and system of record management and
updates, open enrollment communications and meeting
coordination.

Pam has her Group Benefits Disability Specialist (GBDS) designation.
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Tenure with USI: 7+ years
Years in Industry: 16+ years

RESOURCE TEAM MEMBERS
Alicia Taylor, ASA,
MAAA
Consulting Actuary
(West Region)
Alicia began her role as an Actuarial Analyst for a recognized company focused on retirement plan consulting after graduating from the University of San Diego magna cum laude and earning a Bachelor of Arts in Mathematics and a Bachelor of Accountancy. In 2020, she moved to a large international broker/consulting firm supporting benefits clients and remained in that role for over three years gaining experience before joining USI.

Alicia has earned an Associate of the Society of Actuaries (ASA) designation and is a Member of the American Academy of Actuaries (MAAA). She holds an Accident and Health Agent Insurance License for the State of California.

Role: As a Consulting Actuary on USI’s Actuarial and Underwriting teams, Alicia utilizes an innovative and results-drive approach in working to ensure that USI clients receive market-leading consulting strategies to address the complex industry challenges we all face. Her extensive technical knowledge and expertise in the field allow Alicia to understand and address the special challenges impacting our clients, while also providing solutions tailored to their unique business needs.

Tenure with USI: 2+ years
Years in Industry: 5+ years
Sylvia Joo Mierzwiak,
Esq.

Employee Benefits
Counsel
(West Region)
Sylvia supports USI professionals in the western United States with benefit compliance activities, including healthcare reform, ERISA, plan administration, and other legal compliance needs of client health and welfare benefit plans. Sylvia has over six years of employee benefits experience and previously worked in an in-house compliance role and as an ERISA litigation attorney. She is licensed to practice law in California and received her J.D. from Boston College Law School and B.A. from Loyola Marymount University.

Joined USI in 2025
Years in industry: 6+
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RESOURCE TEAM MEMBERS
Kara Boley
Population Health
Management Consultant
(West Region)
From 2016-2022 prior to joining USI, Kara was the Employee Wellness Coordinator for the CVWD of Chandler, Arizona, helping to grow the wellness program from self-reported biometric data and Health Assessment Questionnaires into a comprehensive employee-focused benefit. Prior to that, she was an account manager for a third-party wellness vendor, managing a team of seven employees and 35 clients in a variety of industries. Her primary responsibilities included strategic planning, incentive design, overall program development and implementation, and data analysis.

Kara also has experience as a Registered Dietitian working in a healthcare setting. This is where she gained clinical nutrition knowledge and familiarity with the healthcare system. She is also an adjunct nutrition instructor for Central Arizona College, where she helps students expand their knowledge of nutrition and nutrition literacy.

Kara earned her B.S. in Dietetics and M.A. in Family and Consumer Science from Western Michigan University in Kalamazoo, MI. She is a Registered Dietitian Nutritionist with a certificate of training in adult weight management from the Academy of Nutrition and Dietetics.

Role: Kara collaborates with clients to provide clinical intervention strategies to mitigate risk, contain costs, enhance culture, and supports their overall goals.

Tenure with USI: 2+ years
Years in Industry: 16+ years
Benefit Resource Center USI’s BRC (staffed by USI employees in the U.S.) support escalation of employee claim issues, access to care, benefit interpretations and explanations, assistance obtaining case management, transition of care issues, and access to community resources. Benefit Specialists act as the single point of contact for an employee with a claim issue — from beginning to resolution — including any claim appeals for payment. Each issue is assigned to a dedicated benefit specialist, who remains with that issue all the way through resolution. Your employees can connect with the BRC in multiple ways: phone, email, text message, or through your account service team.

Escalation and Service Commitment
USI will provide designated points of contact for all service matters. Routine inquiries will be directed through the assigned account management team, while complex claim, eligibility, billing, compliance, or vendor-performance issues will be escalated to specialized resources as needed. Our team is committed to timely communication and proactive resolution of employee, retiree, and City service issues. Below is a sample list of responsibilities of your USI team:

Responsibility Lead
Executive Oversight Daniel Duzyk
Strategic Planning Daniel Duzyk
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Carrier Negotiations Daniel Duzyk / Christine Kwock
Open Enrollment Pamela Rodrigues
Account Management/Day-to-Day Pamela Rodrigues
Claims Advocacy Pamela Rodrigues / BRC
Compliance Sylvia Mierzwiak
Wellness & EAP Kara Boley
Labor Relations Support Daniel Duzyk/Christine Kwock
Please see Exhibit IV for Team Biographies
Please see Appendix D for References
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SCOPE OF WORK
Please provide a proposed Scope of Services, based on the Scope of Work contained in this RFP; and discuss any ideas for modifying, clarifying, or improving the City’s proposed scope of work. Provide a realistic working schedule with key deliverables, milestones, and tasks.

We believe our full-service culture, team-oriented approach, and service delivery process allow us to stand out from our competitors and is the ideal model for the City’s employee benefits needs. The ability to develop a partnership with the City and become an invaluable resource to your human resources and finance departments is driven by the strength of our comprehensive Annual Scope of Services.

Alignment with the City's Scope of Work
USI has reviewed the City's Scope of Work and designed our service model to fully support each area identified in the RFP. The table below summarizes how USI's services align with the City's objectives.

City Requirement USI Approach
Strategic Benefits
Consulting & Planning
Develop annual and multi-year ancillary benefits strategies, conduct benchmarking studies, evaluate plan design alternatives, identify costcontainment opportunities, and support labor-relations planning.

Analytics, Reporting &
Financial Review
Provide enrollment analysis, utilization review, financial modeling, renewal projections, contribution strategy analysis, and customized reporting to support decision-making.

Procurement, Marketing
& Renewals
Conduct carrier negotiations, market evaluations, RFP development, proposal analysis, vendor selection support, implementation oversight, and contract review.

Benefits Administration
Support
Assist with claims advocacy, eligibility issues, enrollment discrepancies, premium reconciliation, billing concerns, and escalated employee and retiree service matters through dedicated account management resources.

Compliance & Regulatory
Support
Provide ACA, HIPAA, COBRA, Section 125, nondiscrimination testing, legislative updates, required notice guidance, and ongoing compliance training and support.

Employee
Communications &
Education
Develop enrollment guides, benefit summaries, presentations, newsletters, employee meetings, webinars, retirement education programs, and open enrollment communications.
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Wellness & ValueAdded ServicesSupport wellness initiatives, EAP evaluation, financial wellness education, retirement planning resources, and implementation of voluntary benefit offerings.

Customer Service &
Performance
Expectations
Provide dedicated account management, established escalation procedures, periodic service reviews, vendor accountability oversight, and responsive day-to-day support for City staff, employees, and retirees.

The preceding crosswalk summarizes how USI's capabilities align with each component of the City's requested Scope of Work. While those services address the City's strategic objectives at a high level, successful benefits consulting requires a disciplined service model that translates those objectives into measurable activities, deliverables, and ongoing support. The following Annual Scope of Services outlines the specific consulting, brokerage, compliance, communication, employee advocacy, and account management services USI will provide to support the City's ancillary benefits programs throughout the year. Together, these services are designed to function as an extension of the Human Resources Department, providing both long-term strategic guidance and responsive day-to-day support for City staff, employees, and retirees
USI Annual Scope of Services – Included in Annual Consulting Fee Program Service
Management Action Details
Annual Services
Timeline
In cooperation with your Human Resource team, we will develop an annual services timeline that will serve as our roadmap to ensure agreed upon goals are achieved, deadlines are met, and dialogue is ongoing.

Determine Short and
Long-Term Program
Goals and Strategy
Development
▪ Uncover benefits philosophy
▪ Develop plan implementation strategy
▪ Benchmark plans against local and
industry peers and market trends
▪ Review past plan financial performance
▪ Review plan performance and discuss
alternative designs
▪ Advise on National and Local
Marketplace trends
▪ Discuss annual objectives and determine
initiatives for upcoming year
▪ Develop annual budgets
▪ Create strategic plan design
▪ Wellness/Population Health
Management
Plan Review and
Analysis
▪ Benchmarking survey information and
analysis
▪ Enrollment Analysis
▪ Vendor performance reviews
▪ Ancillary utilization reviews
▪
▪ USI Total Solutions: Plan Design and Cost
Savings Modeling Tool
▪ Create contribution strategy exhibits and
analysis
▪ Cost containment audit
Carrier Negotiations
and Renewal
▪ Establish renewal action plan work steps
and associated timeline
▪ Carrier plan specifications up-load
▪ Network analysis
▪ Disability and life renewal management
▪ Vendor performance guarantees
▪ Ancillary carrier negotiations
▪ Review of plan contracts
▪ Review of booklets and web content
▪ Implementation support
▪ Bind coverage of selected insurers
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USI Annual Scope of Services – Included in Annual Consulting Fee Program Service
Management Action Details
Employee
Communications
▪ Build comprehensive communications
strategy based on the City’s budget
▪ Provide open enrollment coordination
and support and attend meetings
▪ Open enrollment and new-hire
orientation support via Brainshark®
presentations
▪ Create Open Enrollment Guide
▪ USI Benefit Resource Center (BRC)
▪ Create customized MyBenefits2GO
mobile app
▪ Create interactive educational tools to
assist employees in plan selection for
medical, dental, and other benefits with
tools like Flimp®, Brainshark, and, if
selected, Jellyvision®
Wellness and
Employee
Engagement
▪ Wellness strategy development
▪ EAP evaluation and support
▪ Mental wellness support
▪ Financial wellness support
▪ Voluntary benefits enhancements
▪ Employee education campaigns
Compliance Matters ▪ Frequent federal and state legislative updates
▪ Employee and employer
communications
▪ Compliance updates
▪ USI Health Care Reform and Risk
Modeling Tool
▪ Evaluation of SPDs, SBCs, and wrap
documents
▪ Signature-ready 5500 forms
▪ HIPAA privacy interpretation
▪ Reporting and disclosure guidance
▪ Eligibility definitions and nondiscrimination requirements ▪ Extra-territorial state monitoring
▪ Host webinars and seminars on
compliance issues
Labor Relations Support ▪ Cost modeling for bargaining
negotiations
▪ Benefit impact analysis
▪ Multi-year forecasting
▪ Negotiation support
▪ Presentation development
Plan Management
Services Including
▪ Monthly experience review/claims
downloads
▪ Quarterly and/or Midyear meetings
▪ Annual renewal planning
▪ Annual Stewardship Meeting
Vendor Relations ▪ Coordinate all communication between client and vendor
▪ Provide guidance during vendor
selection
▪ Management of service representation
▪ Serve as client advocate
▪ Expedite carrier complaint resolution
▪ Host vendor calls as needed
Client Service
Relationship
▪ Ensure prompt and timely responses to
all phone calls and emails
▪ Evaluate team for compatibility and
effectiveness
▪ Quarterly claims review and strategy
▪ Protect client from HIPAA privacy
exposure
▪ Monthly executive summary claims
review
Account Management ▪ Proactive management of additional services
▪ Provide annual and open enrollment
service calendar
▪ Coordination with all diversified service
partners
▪ Quality assurance review
▪ Develop and monitor performance
guarantees
▪ Monthly/Bi-monthly open items log
▪ Claims and coverage assistance
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Customized USI Services
All services below are INCLUDED unless otherwise noted
▪ Custom benefit statements – cost TBD based on
requirements
▪ Jellyvision’s ALEX – interactive tool helping employees make smarter choices about life events – cost TBD
based on requirements
▪ USI client seminars/webinars – HIPAA, FMLA, etc.
▪ Employee training opportunities
▪ USI Benefit Resource Center (BRC)
▪ Customized actuarial IBNR services – cost TBD based
on requirements
▪ Claim audit services – cost TBD based on requirements ▪ Dependent audit – cost TBD based on requirements
▪ Client Cloud by Zywave, USI’s HR consulting partner,
will be provided at no cost
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CONFLICT OF INTEREST STATEMENT
The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.

USI Insurance Services has reviewed the requirements of the City of Montebello's Request for Proposals No. 26-17 for Employee Ancillary Benefits Insurance Broker Services and has evaluated its business relationships, contractual obligations, and potential conflicts related to this engagement.

To the best of our knowledge, USI is not aware of any financial, business, organizational, or personal relationships that would create an actual or potential conflict of interest, or impair our ability to provide objective, independent, and unbiased consulting and brokerage services to the City of Montebello.

USI is committed to acting in the best interests of the City and will provide recommendations based on the City's goals, program needs, and the merits of available solutions. Should any actual or potential conflict arise during the term of the engagement, USI will promptly disclose such information to the City and work cooperatively to address the matter in a manner consistent with applicable laws, ethical standards, and the provisions of the resulting agreement.

Accordingly, USI declares that it is currently unaware of any conflict of interest that would prevent or limit its ability to perform the services requested under this RFP. 24

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COST PROPOSAL
Please see Appendix C for Cost Proposal
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APPENDICES
26

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APPENDIX B: SAMPLE AGREEMENT
USI Exceptions:
• USI’s insurers will not provide direct notice to our clients of 30 days notice upon cancellation of our policies (as we have thousands upon thousands of them). However, USI can agree to directly notify the client (Section 15(i)).
• USI cannot add them as primary/noncontributory under our E&O policy (Section 15(o-p). • USI insurers should have a rating of at least A- by A.M. Best which is the industry standard (Section 15(b)).
• We cannot cede the choice of our self-insured retentions to the City (Section 15(q). They do give us the option of purchasing a bond if they don’t like the SIR levels which would need to be procured by the region.
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21 Appendix “B”
Sample Professional Services Agreement
[See Next Page]
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CITY OF MONTEBELLO
PROFESSIONAL SERVICES AGREEMENT NO. _____
WITH ______________
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on _____________, 2026 (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and (CONSULTANT NAME) (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”

RECITALS
WHEREAS, the CITY desires to retain a qualified professional consultant to provide services
WHEREAS, the CONSULTANT submitted a response to the RFP; and WHEREAS, the City evaluated the responses and determined that the Consultant will meet the requirements in a satisfactory manner.

NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:

SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT

DOCUMENTS
A. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
a. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.
b. RFP -xxx
c. Proposal referenced and Best Final Offer received by the successful proposer.
d. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.

B. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.

SECTION 2. SERVICES / COMPENSATION.

A. All terms, conditions, requirements, and provisions of the services in RFP and consultant’s responses, as such is set forth fully in Exhibit “A” hereto, are hereby incorporated fully herein by this reference and shall be binding on the Parties.

To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.

B. The CONSULTANT shall provide to the CITY all labor, equipment, materials and incidental necessary to provide services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter 29

“Professional Services”).

C. The CONSULTANT shall be compensated for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “B” and incorporated fully herein by this reference (“Compensation”). The CONSULTANT shall provide an itemized billing statement to the CITY each month for Professional Services performed. The CONSULTANT shall no incur fees or costs which exceed the Compensation without the prior written consent of the CITY.

SECTION 3. TERM.
a. This Agreement shall commence upon issuance of a written “Notice to Proceed” (as further defined below) by the CITY and shall expire on June 30, 2027, from the Effective Date, unless terminated earlier as hereinafter provided.

This Agreement may be extended through June 30, 2029, with mutual agreement from both parties.
b. Notice to Proceed. Any work or service contemplated under this Agreement shall not commence until the CITY has issued a written Notice to Proceed issued by CITY’s applicable, department head.

SECTION 4. PERFORMANCE.
a. The CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience, and talent, perform all tasks described herein. b. The CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of Consultant hereunder, in meeting its obligations under this Agreement.
c. The CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The CONSULTANT shall have the right to retain, subject to the CITY's approval, additional individuals, consultants or subconsultants to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subconsultants shall be the sole and exclusive responsibility of the CONSULTANT.
e. The CONSULTANT shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the CONSULTANT pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorneyclient privilege or any other law. Said documents shall be made available for inspection by the CITY upon request.

SECTION 5. WORK PRODUCT.
a. The CONSULTANT hereby agrees that all work product produced pursuant to this Agreement and provided to the CITY during and upon completion of this Agreement, shall be the property of the CITY, and ownership of said work product shall be retained by the CITY.
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